AGENDA
REGULAR CITY COUNCIL MEETING
COUNCIL CHAMBERS
5000 CLARK AVENUE
LAKEWOOD, CALIFORNIA
November 12, 2024
ADJOURNED MEETING: 6:00 p.m.
Update of ShotSpotter Gunshot Detection, Alert and Analysis Services EXECUTIVE BOARD ROOM CalPERS Accelerated Payment Options
CALL TO ORDER 7:30 p.m.
INVOCATION: Reverend Andrew Chung, St. Pancratius Catholic Church PLEDGE OF ALLEGIANCE: Scout Troop 134
ROLL CALL: Mayor Todd Rogers
Vice Mayor Cassandra Chase
Council Member David Arellano
Council Member Steve Croft
Council Member Jeff Wood
ANNOUNCEMENTS AND PRESENTATIONS:
ROUTINE ITEMS:
All items listed within this section of the agenda are considered to be routine and will be enacted by one motion without separate discussion. Any Member of Council may request an item be removed for individual discussion or further explanation. All items removed shall be considered immediately following action on the remaining items.
RI-1 MEETING MINUTES - It is recommended City Council approve Minutes of the Meetings held June 25, and October 22, 2024
RI-2 PERSONNEL TRANSACTIONS - It is recommended City Council approve report of personnel transactions.
RI-3 REGISTERS OF DEMANDS - It is recommended City Council approve registers of demands.
RI-4 CITY COUNCIL COMMITTEES’ ACTIVITIES - It is recommended City Council receive and file the report.
RI-5 RESOLUTION NO. 2024-63 AND NO. 2024-64; ESTABLISHING DISABLED PERSON
DESIGNATED PARKING ON THE EAST SIDE OF GONDAR AVENUE AND ON THE EAST SIDE OF OCANA AVENUE; RESOLUTION NO. 2024-65; RESCINDING A RESOLUTION ESTABLISHING A DISABLED PERSON DESIGNATED PARKING SPACE – It is recommended City Council adopt the proposed resolutions.
City Council Agenda
November 12, 2024
In compliance with the Americans with Disabilities Act, if you are a qualified individual with a disability and need an accommodation to participate in the City Council meeting, please contact the City Clerk’s Office, 5050 Clark Avenue, Lakewood, CA, at 562/866-9771, ext. 2200; or at [email protected] at least 48 hours in advance to ensure that reasonable arrangements can be made to provide accessibility to the meeting.
Agenda items are on file in the Office of the City Clerk, 5050 Clark Avenue, Lakewood, and are available for public review during regular business hours. Any supplemental material distributed after the posting of the agenda will be made available for public inspection during normal business hours in the City Clerk’s Office. For your convenience, the agenda and the supporting documents are available in an alternate format by request and are also posted on the City’s website at www.lakewoodcity.org ROUTINE ITEMS: - Continued
RI-6 AUTHORIZE DESIGN PROPOSAL WITH HIRSCH AND ASSOCIATES, INC. (HAI) FOR DESIGN OF BASKETBALL COURT IMPROVEMENTS - It is recommended City Council authorize proposal from HAI for design of basketball court improvements in amount of $77,855.
RI-7 APPROVAL OF AN AGREEMENT ASSIGNMENT OF THE PROFESSIONAL SERVICES AGREEMENT FOR HOMELESS SERVICES LIAISON - It is recommended City Council approve Agreement with Adriana Lopez, assigning the benefits and obligations of the Professional Services agreement to Homeless Liaison, LLC effective January 1, 2025, and authorize Mayor to sign agreement assignment as approved by City Attorney.
RI-8 UPDATE OF SHOTSPOTTER GUNSHOT DETECTION, ALERT AND ANALYSIS SERVICES - It is recommended City Council approve to continue ShotSpotter gunshot detection services provided by SoundThinking, Inc. for the remaining 36 months.
PUBLIC HEARINGS:
1.1 RESOLUTION SETTING FORTH FINDINGS REQUIRED BY GOVERNMENT CODE §4217.12
REGARDING ANTICIPATED ENERGY COST SAVINGS AND OTHER BENEFITS FROM
ENTERING INTO AN ENERGY SERVICE CONTRACT FOR THE DESIGN, PROCUREMENT
AND INSTALLATION OF ENERGY EFFICIENT HVAC, LIGHTING RETROFITS, ELECTRIC
UPGRADES, ROOF REPLACEMENT AND OTHER INFRASTRUCTURE UPGRADES AT CERTAIN CITY SITES [Continued from September 10, and October 8, 2024. Will be continued to December 10, 2024.]
REPORTS:
3.1 HOLIDAY RECREATION PROGRAMS AND EVENTS - It is recommended City Council receive and file the report.
3.2 ACCEPTANCE OF NOTICE OF COMPLETION FOR PUBLIC WORKS PROJECT NO. 2024-3,
TOT LOT PLAYGROUND IMPROVEMENTS TO BISCAILUZ PARK AND PUBLIC WORKS PROJECT NO. 2024-5, PLAYGROUND IMPROVEMNTS TO BOYAR PARK, ORTCO, INC. - It is recommended City Council accept work performed by ORTCO, Inc. in final contract amount of $664,409.37 and authorize City Clerk to file Notice of Completion.
AGENDA
LAKEWOOD HOUSING SUCCESSOR AGENCY
1. REGISTER OF DEMANDS - It is recommended Housing Successor Agency approve register of demands.
ORAL COMMUNICATIONS:
ADJOURNMENT
CalPERS Accelerated Payment Options
November 12, 2024
Exhibit A
Year Reason Term UAL Payment
1 2004 Method Change NO 1 (37,933) (39,202)
2 2009 Assumption Change NO 6 1,726,370 326,431
3 2009 Special (Gain)/Loss NO 16 2,529,068 214,170
4 2010 Special (Gain)/Loss NO 17 868,886 70,446
5 2011 Assumption Change NO 8 1,527,536 224,673
6 2011 Special (Gain)/Loss NO 18 (1,186,488) (92,407)
7 2012 (Gain)/Loss NO 19 139,046 10,434
8 2012 Payment (Gain)/Loss NO 19 61,592 4,622
9 2013 (Gain)/Loss 100% 20 14,398,142 1,123,031
10 2014 (Gain)/Loss 100% 21 (13,724,450) (1,031,273)
11 2014 Assumption Change 100% 11 5,187,095 692,978
12 2015 (Gain)/Loss 100% 22 3,808,112 276,402
13 2016 (Gain)/Loss 100% 23 8,113,997 570,240
14 2016 Assumption Change 100% 13 2,103,413 238,102
15 2017 (Gain)/Loss 100% 24 (4,144,319) (282,622)
16 2017 Assumption Change 100% 14 2,899,652 306,166
17 2018 (Gain)/Loss 100% 25 (284,973) (18,895)
18 2018 Assumption Change 100% 15 4,658,001 461,930
19 2018 Method Change 100% 15 1,262,731 125,224
20 2019 Investment (Gain)/Loss 100% 16 680,876 68,822
21 2019 Non-Investment (Gain)/Loss NO 16 606,887 61,344 22 2020 Investment (Gain)/Loss 80% 17 3,320,083 264,615 23 2020 Non-Investment (Gain)/Loss NO 17 (960,471) (93,879) 24 2021 Assumption Change NO 18 745,439 70,676
25 2021 Net Investment (Gain) 60% 18 (16,931,289) (1,018,020) 26 2021 Non-Investment (Gain)/Loss NO 18 (1,658,907) (157,284) 27 2021 Risk Mitigation NO 0 - -
28 2021 Risk Mitigation Offset NO 0 - -
29 2022 Benefit Change NO 19 209,239 19,297
30 2022 Investment (Gain)/Loss 40% 19 23,137,142 951,104 31 2022 Non-Investment (Gain)/Loss NO 19 1,734,932 160,000 32 2023 Investment (Gain)/Loss 20% 20 1,070,951 23,020
33 2023 Non-Investment (Gain)/Loss NO 20 (3,886,843) (349,519) $37,973,517 $3,180,626
Amortization Bases - June 30, 2025
CalPERS Accelerated Payment Options
November 12, 2024
Exhibit B
FY 2022-23 Financial Statement Excerpt - General Fund Reserves Amount
Nonspendable
Prepaid items 19,430
Inventories 59,274
Receivables from Successor Agency 10,790,530
Restricted
ADA improvement -
Committed
Self Insurance 4,000,000
Pension and Personnel obligations 6,874,209
Capital projects 5,222,544
Refuse stabilization 1,964,966
Economic uncertainties 14,610,137
Assigned
Infrastructure Development 6,000,000
Measure L CIP Reserve 5,612,901
Equipment Replacement 2,864,987
Contract emergency services 2,399,609
Legal Fees Contingency 1,300,000
Pension Obligations Paydown 1,000,000
Measure L Long-Term Reserve 14,600,000
Unassigned 4,094,060
TOTAL FUND BALANCE $ 81,412,647
2221 E. Winston Road, Anaheim, CA 92806
Phone 714-776-4340, Fax 714-776-4395
www.hailandarch.com
Ms. Samantha Chambers October 31, 2024
Public Works Project Manager
City of Lakewood
5050 Clark Ave.
Lakewood, CA 90712
Re: Design Services for Basketball Court Renovation. R3 Sam,
I visited the 7 parks sites and reviewed the existing conditions of the courts (Mayfair/Biscailuz/Bloomfield/Del Valle/San Martin/Boyar/Bolivar). It is our understanding that the City intends to renovate 32 Basketball Courts with improvements consisting of removal of existing striping, hoops, backboards and columns. Treatment of concrete to repair cracks and surface imperfections, installation of new Basketball columns/footings, hoops and backboards, installation of new striping and court surfacing. All lights shall be protected in place as well as bleachers and seating. The walls at Bloomfield, San Martin and Boyar shall be removed and the following installed. San Martin/Boyar, remove wall and retain existing courts, work with Staff on new court designs. Bloomfield, remove wall and add Pickleball layout.
Sub-consultants:
Pacific Land Consultants - Survey
Landmark Structures – Structural Engineering
Work Plan
All plans are prepared in AutoCAD 2025, all graphic designs using adobe In-Design, Illustrator, Photoshop and Sketch-up, cost estimates using Excel in quantities with unit prices extended and specification in Microsoft Word.
Scope of Services
HAI, Hirsch & Associates, Inc will provide the following services.
Basic Services. Perform all the necessary professional landscape architectural services in a timely and professional manner consistent with the standards of the profession.
Project Management. Provide overall project management, project scheduling, and consult with all parties and team members throughout the entire length of the project. Meet with City Staff, and others as directed to establish communications and formulate working relationships.
Communication. Participate in consultations and conferences with City Staff and other agencies having jurisdiction over the Project that may be necessary for the completion of the Project. Such consultations and conferences shall continue throughout the project duration and will be a combination of in person as well as virtual (Teams, ZOOM).
Budget. Use our best judgment in determining the balance between the size, type and quality of construction to achieve a satisfactory solution to determine the Project’s budget.
Project Schedule. Meet with all parties to establish a preliminary project schedule at the beginning of the project. The Project schedule will be updated from time to time during project design and development.
HAI has provided a preliminary schedule as part of our proposal for your consideration.
Quality Control/Quality Assurance
HAI has developed a design quality process for the presentation of deliverables that is consistent and replicable for each deliverable document. Each formal submittal prepared by HAI and team members shall be;
• Reviewed by independent technical staff of the discipline involved. • Reviewed for coordination and possible interferences by design staff of other disciplines involved. • Checked by Project Manager for design certification and/or certifies comments for revisions. • Certified that all comments have been incorporated, checked and back checked in accordance. • Drawings stamped for internal audit as reviewed, checked and back checked. Once all three quality control checks have been completed, documents are ready for delivery.
Check and Certification of reviewed drawings is undertaken by State Licensed Landscape Architects and Engineers.
Scope of Work
Administration
1. Meet with City Staff and others to review and discuss the design project scope, design detail and schedule. Obtain any/all as built information of the existing utilities. Coordinate with Staff and other team members by Microsoft Teams, phone and E-mail.
2. Review City provided as built drawings and Utility Mapping and verify to the extent feasible their accuracy of field conditions.
Conceptual Design
1. Site Survey - Tie to street control & BM, Locate court score lines, hoops/column locations, gates, fence posts, sidewalks, bleachers, benches and light poles.
2. Utilizing the survey and provided record drawings, develop base plan with utility overlays for use in siting the features and protecting existing features.
3. Prepare Conceptual plan basketball standard and surfacing system type, cost estimates. Include all items to be removed and protected. Bloomfield, Boyar and San martin may include replacing chainlink fabric on existing columns.
4. Review Conceptual Design with City Staff, revise as necessary for approval.
Final Design and Construction Bid Documents
From approved Conceptual drawings, prepare construction drawings and specifications setting forth in detail all work to be undertaken for each facility. Construction documents will be prepared in AutoCAD 2025, with project specifications prepared in CSI Word format. Plans will be prepared per Federal, State and City standards, Standard Specifications for Public Works Construction and applicable portions of American Public Works Association Standards.
Construction documents will generally consist of the following:
• Cover Sheet
• Demolition and Protection Plan
• Construction Plan, details and notes
• Structural Engineering details and calculations for basketball standards. • Horizontal Control Plan
- Prepare 60% & 90% complete construction documents and cost estimates, submit to City of Lakewood Staff for review and comment.
- Prepare 100% complete construction documents and submit to Los Angeles County Staff for plan check process commencement. Included within the 100% completion package shall be the final Probable Construction Cost Estimate.
- Submit plan sets to all jurisdictional agencies for plan check review. Respond to plan check comments by revising plans, calculations and details as well as providing written response letter for all comments received. Obtain all governing Agency approval/permit.
NOTE: Shade Shelter Structural Engineering for the Steel as well as Footing design shall be provided by the manufacturer and not part of this proposal.
All applicable plans, technical specifications and construction cost estimates shall conform to City templates. All submittals shall be thoroughly checked as part of the Consultants QA/QC program, inclusive of any independent plan check process. All redlines shall be attached to each re-submittal with a summary of comments, edits, and responses provided noting where the revisions have been incorporated into the specific deliverable as necessary.
Project Bidding
1. Attend Pre bid meeting
2. Clarify and interpret information for bidders
3. Prepare written responses to requests for clarification
4. Issuance of all addenda as required
5. Evaluate all requests for product substitutions and alternative bids
6. Respond to requests for information
Construction Support
• Prepare the Pre-Construction meeting agenda for the City’s review. The following items will be reviewed at the Pre-Construction meeting:
-Plans, Specifications, and Inspection Process
-Submittals and the approval process
-City and State Funds
-Geotechnical Materials Testing and Materials acceptance/approval process -Impacted Utilities, Coordination with the City, Departments, and other impacted agencies -Coordination with schools, residents, businesses, and similar entities -Public Notices, construction schedule, and traffic control (if needed) -Encroachment Permits if any
-Agreed communication
-Weekly Statement of Working Day Reports, contract time and progress meetings -Contract Change Order (CCO) process
-Final project walkthrough, punch list items, preparation of as-built drawings and project acceptance
• Conduct preconstruction meeting with City and Contractor. Prepare meeting minutes and distribute them to all parties.
• Review contractor payment requests and provide City opinion of work completed. • Coordinate with the City project manager, city staff and inspector as necessary during construction.
• Review contractor prepared construction schedule and verify adherence during the life of the project. Update schedule and progress verification as field operations continue and change original schedule.
• Review and approve product submittals and shop drawings in accordance with construction documents.
• Attend weekly on-site project meetings to review work of the contractor. Prepare written reports of meetings for distribution to all parties. Document what work is taking place and compare to project schedule. Photo document and include in project log of meetings and minutes. Hourly allocation for (10) Ten on site Construction Meetings.
• Coordinate with all parties by telephone, fax and e-mail as necessary. • Contract Change Orders (CCOs) may be requested by the City, Contractor or design engineer.
When a proposed change is requested, HAI will determine the need for the change, check for conformance to standards, consider other remedies, method of compensation, impact on contract time, estimate of cost, and the likelihood of final approval. • If HAI finds the proposed change is reasonable, a proposed change order file will be established.
Documents prepared by HAI regarding the Change Order will be given to the Contractor for pricing. HAI will review and evaluate the Contractor’s CCO proposal. Based on the review, HAI will provide a recommendation to the City.
• Respond to contractor’s Request for Information (RFI’s) and other questions during project construction.
• Conduct substantial completion review and Contractor and prepare punch list. Review and approve punch list items upon their completion.
Deliverables: meeting notes, comments on requests for information, plan/specification revisions, punch lists and items of correction
Exclusions
• NPDES and SUSMP reports and compliance.
• Geotechnical Engineering
Fee Proposal
Professional Fees
Professional fees for services stated are based upon the scope of work and include all costs for general overhead, profit, telephone, clerical, travel, and incidental expenses not separately requested by the City.
Fees are based upon the scope of work as delineated within our proposal.
Boyer Park Shade Shelter Replacement
Administration
Landscape Architect 4hrs @ $185 .................... ..$740.00 Clerical 8hrs @ $70 ........................................... ..$560.00 Sub Total $1,300.00
Conceptual Design
Survey
Mayfair Park......................................................$4,050.00 Biscailuz Park.....................................................$3,200.00 Bloomfield Park.................................................$2,850.00 Bolivar Park .......................................................$3,425.00 Del Valle Park ....................................................$2,900.00 San Martin Park.................................................$3,650.00 Boyar Park.........................................................$3,950.00 Sub Total $25,025.00
Landscape Architect 21hrs @ $185 ..................$3,885.00 Project Manager 40hrs @ $125........................$5,000.00 Designer 112hrs @ $85.....................................$9,520.00 Sub Total $18,405.00
Final Design and Construction Bid Documents/Bidding
Structural Engineering ......................................$5,000.00 Landscape Architect 21hrs @ $185 ..................$3,885.00 Project Manager 56hrs @ $125........................$7,000.00 Designer 168hrs @ $85.....................................$14,280.00 Sub Total $30,165.00
Construction Support
Landscape Architect 16hrs @ $185 ..................$2,960.00 Not to exceed Grand Total $77,855.00
Execution
To initiate professional services, Hirsch & Associates Inc. please provide an executed Agreement, Purchase Order or Services Agreement from City of Lakewood with our proposal as Exhibit "A".
Professional Fee Schedule
Please find our hourly fee schedule below. Professional fees for services stated are based upon the scope of work and include all costs for general overhead, profit, telephone, clerical, travel and incidental expenses not separately requested by the City. Rates shall remain firm for the duration of the contract.
Principal Landscape Architect $185/hr
Landscape Architect $135/hr
Project Manager $125/hr
Designer $85/hr
Computer Graphic Designer $85/hr
Clerical $70/hr
Project Meetings $600/ea
Construction Inspection $600/ea
Council/Commission Meetings $600/ea
Structural Engineer $225/hr
Civil Engineer $230/hr
Electrical Engineer $225/hr
Geotechnical Engineer $185/hr
Reimbursable items at cost
Accepted by the City on November 12, 2024:
______________________
Mayor