AGENDA
MCFARLAND CITY COUNCIL
MCFARLAND SUCCESSOR AGENCY
MCFARLAND PUBLIC FINANCE AUTHORITY
MCFARLAND IMPROVEMENT AUTHORITY
MCFARLAND PARKING AUTHORITY
SPECIAL MEETING
CITY COUNCIL CHAMBERS September 18, 2023
103 W. SHERWOOD AVE, MCFARLAND, CA 12:15 PM
In Person Meeting
How to submit public comments:
The meetings of the City Council and all municipal entities, commissions, and boards (“the City”) are open to the public. At regularly scheduled meetings, members of the public may address the city on any item listed on the agenda, or on any non-listed matter over which the city has jurisdiction. At special or emergency meetings, members of the public may only address the city on items listed on the agenda.
There is a time limitation of two minutes per person. For any item that is not on the agenda and within the jurisdiction or interest of the city, please come to the podium at this time. The Brown Act does not permit any action or discussion on items not listed on the agenda. If you wish to speak regarding a scheduled agenda item, please come to the podium when the item number and subject matter are announced, and the mayor opens Public Comment on the item. When recognized, please begin by providing your name and address for the record (optional). Anyone wishing to submit written information at the meeting needs to furnish ten (10) copies to the City Clerk in advance to allow for distribution to City Council, staff, and the media. Willful disruption of the meeting shall not be permitted. If the Mayor finds that there is in fact willful disruption of any City Council Meeting, he/she may order the disrupting parties out of the room and subsequently conduct the City’s business without them present.
Americans with Disabilities Act:
In compliance with the ADA, if you need special assistance to participate in a city meeting or other services offered by the City, please contact the City Clerk’s office, at (661) 792-3091 ext. 2135.
Notification of at least 48 hours prior to the meeting, or time when services are needed, will assist the city staff in assuring those reasonable arrangements can be made to provide accessibility to the meeting or services.
CALL TO ORDER: Mayor Saul Ayon
ROLL CALL:
Mayor, Saul Ayon
Vice Mayor, Ricardo Cano
Council Member/Board Member, Amador Ayon
Council Member/ Board Member, Anita Gonzalez
Council Member/Board Member, Maria T. Pérez
INVOCATION
PLEDGE OF ALLEGIANCE
INTERPRETATION: If you need an interpretation of your communications to the City Council into English, please contact the City Clerk Department at 661-792-3091 ext. 2135 at least 48 hours prior to the meeting.
PUBLIC COMMENT: At regularly scheduled meetings, members of the public may address the city on any item listed on the agenda, or on any non-listed matter over which the city has jurisdiction. Council/Board Members may respond briefly to statements made or questions posed. They may ask a question for clarification; may refer the item to staff for further study or for placement on a future agenda. Speakers are limited to two minutes for each person. Please state your name and address for the record prior to making a presentation. Fifteen minutes total will be allowed for any one subject.
ADMINISTRATIVE AGENDA
1. Report, Discuss, and Possibly Approve Resolution No. 2023- 0116 A RESOLUTION OF
THE CITY COUNCIL OF THE CITY OF MCFARLAND APPROVING THE ACCEPTANCE OF THE QUOTE FROM JOHNNY’S GARDEN & LAWN SVC. FOR
THE PRUNNING OF VARIOUS OVERGROWN CITY TREES AND AUTHORIZING BUDGET ADJUSTMENT IN THE AMOUNT OF $15,800.00.
2. Report, Discuss, and Possibly Approve Resolution No. 2023- 0117 A RESOLUTION OF
THE CITY COUNCIL OF THE CITY OF MCFARLAND APPROVING THE
ACCEPTANCE OF THE QUOTE FROM STATEWIDE SAFETY FOR THE
MANUFACTURING OF STREET SIGNS, AND AUTHORIZING A BUDGET ADJUSTMENT IN THE AMOUNT OF $6,041.27.
3. Report, Discuss, and Possibly Approve Resolution No. 2023-0118 A RESOLUTION OF
THE CITY COUNCIL OF THE CITY OF MCFARLAND, AUTHORIZING THE APPROPRIATION OF FUNDS IN THE AMOUNT OF $43,601.58 FROM THE GENERAL FUND FOR THE ALLEYWAYS REFURBISH PROJECT.
ADJOURNMENT
This is to certify this agenda was posted at McFarland City Hall on September 15, 2023. __________________________
Francisca Alvarado, City Clerk
______________________________________________________
Kenny Williams, City Manager
Next Meeting: Regular City Council September 28, 2023.
The City of McFarland does not discriminate based on disability and complies with the provisions of the Americans with Disabilities Act (ADA). If you need special assistance to participate in this meeting, please contact the City Clerk’s Office at (661) 792-3091 at least 48 hours prior to the meeting to make reasonable arrangements to ensure accessibility to this meeting.
All agenda item and/or supporting documentation is available for public review on the city website at www.mcfarlandcity.org and the office of the City Clerk of the City of McFarland, at 401 W. Kern Ave.
McFarland, CA 93250 during regular business hours of 8:00 am –5:00 pm Monday through Friday, following the posting of the agenda. Any supporting documentation related to an agenda item for an open session of any regular meeting that is distributed after the agenda is posted and prior to the meeting will also be available for review at the same location and available at the meeting. 1 | Page
CITY OF MCFARLAND
STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Kenny Williams, City Manager
Florentine Ortiz, Public Works Director
DATE: September 18, 2023
SUBJECT: Report, Discuss, and possible approval of Resolution No. 2023-0116 approving the acceptance of the quote from Johnny’s Garden & Lawn Svc. for trimming of the various city owned trees and authorizing a budget adjustment in the amount of $15,800.00.
SUMMARY:
The city of McFarland is responsible for multiple locations around the community that have large overgrown trees. These areas are in need of immediate attention, as the overgrown trees are creating a hazard to the public with the risk of falling branches from inclement weather, The required work including the use of cranes and large boom trucks to reach high branches is beyond the capability of the City of McFarland’s staff and equipment. As such three quotes were received for the work as follows:
JOHNNY’S GARDEN & LAWN: $15,800.00
RANCHO RESIDENTIAL: $16,500.00
NEW LIFE TREE SERVICE: $16,000.00
Pursuant to our purchasing policy, the city has obtained three competitive quotes for work being performed.
FINANCIAL IMPACT:
This project will have an impact of $15,800.00 on the general fund.
RECOMMENDATION:
After careful review of all the received quotes, staff recommends that the City Council approve Resolution No. 2023-0116 accepting the quote from Johnny’s Garden & Lawn Svc. for the trimming of various city trees and authorizing a budget adjustment in the amount of $15,800.00 This recommendation is based on the lowest quoted price from Johnny’s Garden & Lawn Svc. 2 | Page
ATTACHMENTS:
1. Resolution No. 2023-0116
2. Competitive Quotes
RESOLUTION NO. 2023-0116
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MCFARLAND APPROVING THE ACCEPTANCE OF THE QUOTE FROM JOHNNY’S GARDEN & LAWN SVC. FOR THE PRUNNING OF VARIOUS OVERGROWN CITY TREES, AND AUTHORIZING A BUDGET ADJUSTMENT IN THE AMOUNT OF $15,800.00 WHEREAS, the City Council of the City of McFarland has approved a fiscal year budget for 2023/2024
WHEREAS, the City owned trees, located in various areas in the City of McFarland are in need of immediate trimming, to address the overgrowth and prevent damage to trees and property; and due to staff shortage, insufficient equipment and proper training in regard to tree trimming, and WHEREAS, in accordance with the City's purchasing policy, three competitive quotes were obtained for the necessary work, which are as follows:
JOHNNY’S GARDEN & LAWN: $15,800.00
RANCHO RESIDENTIAL: $16,500.00
NEW LIFE TREE SERVICE: $16,000.00
WHEREAS, Johnny’s Garden & Lawn Svc. quote is the lowest received $15,800.00.
WHEREAS, it is necessary to authorize a budget adjustment in the amount of $15,800.00 to cover the cost of this work.
NOW THEREFORE BE IT RESOLVED, by the City Council of the City of McFarland that it hereby finds and determines as follows:
1) The foregoing recitals are true and correct and incorporated herein as if set forth in full. 2) The City Council hereby approves the acceptance of the quote from Johnny’s Garden & Lawn Svc. in the amount of $15,800.00 for the tree trimming at various areas around the city.
3) The City Council hereby authorizes a budget adjustment in the amount of $15,800.00 to cover the cost of this work.
4) The City Manager is hereby authorized and directed to utilize funds for the tree trimming project mentioned above.
5) The City Clerk shall certify to the passage and adoption of this resolution. 6) This resolution is effective immediately.
PASSED AND ADOPTED at a special meeting of the City Council of the City of McFarland on the 18th of September by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
ATTEST:
Francisca Alvarado, City Clerk
CITY OF MCFARLAND:
Saul Ayon, Mayor
I, _________________________, City Clerk of the City of McFarland, California, DO HEREBY CERTIFY that the foregoing resolution is a true and accurate copy of the Resolution passed and adopted by the City Council of the City of McFarland on the date and by the vote indicated herein.
Francisca Alvarado, City Clerk
1 | Page
CITY OF MCFARLAND
STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Kenny Williams, City Manager
Florentine Ortiz, Public Works Director
DATE: September 18, 2023
SUBJECT: Report, Discuss, and possible approval of Resolution No. 2023-0117 approving the acceptance of the quote from Statewide Safety for the manufacturing of the various city street name signs, and authorizing a budget adjustment in the amount of $6,041.27.
SUMMARY:
Recently the city conducted an inventory of missing street signs and determined there was a significant number of signs missing from various locations within the city. The missing signs pose a significant safety hazard as it potentially prevents public safety departments, such as police and fire from ensuring an appropriate response.
The required work including manufacturing of signs and materials needed for replacing signs or repairing is beyond the capability of the City of McFarland’s Street Department staff.
Locally there is only one single source provider, Statewide Safety, for street signs and the city has contracted with them in the past to provide signs for the city. Based on this single source supplier the city obtained a quote which total $6041.27
FINANCIAL IMPACT:
This project will have an impact of $6,041.27 to the general fund.
RECOMMENDATION:
After careful review of all the received quote, staff recommends that the City Council Report, Discuss, and possibly approve Resolution No. 2023-0117 approving the acceptance of the quote from Statewide Safety for the manufacturing of the various city street name signs, and authorizing a budget adjustment in the amount of $6,041.27 from the general fund. 2 | Page
ATTACHMENTS:
1. Resolution No. 2023-0117
2. Competitive Quotes
RESOLUTION NO. 2023-0117
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MCFARLAND
APPROVING THE ACCEPTANCE OF THE QUOTE FROM STATEWIDE SAFETY
FOR THE MANUFACTURING OF STREET SIGNS, AND AUTHORIZING A BUDGET ADJUSTMENT IN THE AMOUNT OF $6,041.27
WHEREAS, the City Council of the City of McFarland has approved a fiscal year budget for 2023/2024
WHEREAS, the City owned street signs, located in various areas in the City of McFarland are in need of replacement, to address the missing or vandalized signs, and due to staff not having the necessary equipment and proper materials in regard to manufacturing of signs, and; WHEREAS, The missing signs pose a significant safety hazard as it potentially prevents public safety departments, such as police and fire from ensuring an appropriate response and;
WHEREAS, Locally there is only one single source provider, Statewide Safety, for street signs and the city has contracted with them in the past to provide signs for the city. Based on this single source supplier the city obtained a quote which total $6041.27 and; WHEREAS, it is necessary to authorize a budget adjustment in the amount of $6,041.27to cover the cost of this work.
NOW THEREFORE BE IT RESOLVED, by the City Council of the City of McFarland that it hereby finds and determines as follows:
1) The foregoing recitals are true and correct and incorporated herein as if set forth in full. 2) The City Council hereby approves the acceptance of the quote from Statewide Safety in the amount of $6,041.27 for the Manufacturing of street name signs for various areas around the city.
3) The City Council hereby authorizes a budget adjustment in the amount of $6,041.27 to cover the cost of this work.
4) The City Manager is hereby authorized and directed to utilize funds for the street name sign project mentioned above.
5) The City Clerk shall certify to the passage and adoption of this resolution. 6) This resolution is effective immediately.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of McFarland on the 18th of September by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
ATTEST:
Francisca Alvarado, City Clerk
CITY OF MCFARLAND:
Saul Ayon, Mayor
I, _________________________, City Clerk of the City of McFarland, California, DO HEREBY CERTIFY that the foregoing resolution is a true and accurate copy of the Resolution passed and adopted by the City Council of the City of McFarland on the date and by the vote indicated herein.
Francisca Alvarado, City Clerk
U1INVPDF
This is not an invoice
Please do not pay from this document
RENTAL QUOTE
Page: 1
RENTAL ITEMS:
_____ ___________ _______________________________________ _____________________________________________ _______________ Qty Equipment Description Minimum Day Week 4 Week Estimated Amt. 1 9527075 TRUCK DUMP 10-14 YARD CDL 744.00 1,809.00 4,661.00 4,661.00 Rental Subtotal: 4,661.00
SALES/MISCELLANEOUS ITEMS:
_______ ______________________________________________________________ _____________ _________________ _______________ Qty Item Price Unit of Measure Extended Amt. 1 DELIVERY CHARGE 233.880 EACH 233.88
1 PICKUP CHARGE 233.880 EACH 233.88
Sales/Misc Subtotal: 467.76
Agreement Subtotal: 5,128.76
Tax: 403.83
Estimated Total: 5,532.59
COMMENTS/NOTES:
CONTACT: ADAM CABRERA
CELL#: 661-869-5106
TO SCHEDULE EQUIPMENT FOR PICKUP, CALL 800-UR-RENTS (800-877-3687) WE ARE AVAILABLE 24/7 TO SUPPLY YOU WITH A CONFIRMATION #
IN ORDER TO CLOSE THIS CONTRACT
CITY HALL
401 W KERN AVE
MC FARLAND CA 93250-1352
Office: 661-792-3091 Cell: 661-444-0813
CITY OF MCFARLAND
401 W KERN AVE
MC FARLAND CA 93250-1352
BRANCH 434
34929 PETROL ROAD
BAKERSFIELD CA 93308-5934
661-631-2900
# 224101333
Job Site
Customer # :
Quote Date :
Estimated Out :
Estimated In :
UR Job Loc :
UR Job # :
Customer Job ID:
P.O. # :
Ordered By :
Written By :
Salesperson :
1429135
08/31/23
09/04/23 06:00 AM
10/02/23 06:00 AM
401 W KERN AVE, MC F
12 TBD
ADAM CABRERA
LISA MCNUTT
LISA MCNUTT
This proposal may be withdrawn if not accepted within 30 days. The above referenced Rental Protection Plan, environmental, and tax charges are estimates and are subject to change.
NOTICE: This is not a rental agreement. The rental of equipment and any items listed above is subject to availability and subject to the terms and conditions of the Rental and Service Agreement, which are available at https://www.unitedrentals.com/legal/rental-service-terms-US and which are incorporated herein by reference. A COPY OF THE RENTAL AND SERVICE AGREEMENT TERMS ARE AVAILABLE IN PAPER FORM UPON REQUEST.
1 | Page
CITY OF MCFARLAND
STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Kenny Williams City Manager
Florentine Ortiz Public Works Director
DATE: September 18, 2023
SUBJECT: Report, Discuss, and Approve resolution number 2023-0118 a resolution of the city council approving the allocation of funds from the city’s general fund to pay for the future alleyway refurbishing project.
SUMMARY:
The Public Policy and Finance Committee instructed the Public Works Department to provide estimated cost to refurbish the access to the city’s alleyways. Based on these concerns staff conducted a survey of the city’s alleyways and noticed substantial concerns regarding reasonable access for utility services such as refuse.
Refuse services typically access alleyways for disposal purposes by use of large heavy vehicles that are severally affected by the negative conditions of the city alleyways. The majority of city alleyways are inundated with huge potholes and ruts that make access difficult and hamper the smooth collection of refuse.
Staff have developed a plan for refurbishing the alleyways by use of asphalt grindings that were left over from resent road repair projects. These grindings can be used to repair the alleyways by filling the potholes and ruts and then smoothing the grindings over the surface to make the alleyways more usable and less treacherous.
Staff believe the use of temporary staff for a period of four weeks and the rental of equipment and purchase of supplies will allow for the completion of this project. Below staff has calculated the costs to hire temporary staff, rent equipment, and purchase supplies to complete this project. Hire four temporary staff members……………………………… $32,000.00 Rental of wheel loader & dump truck for four weeks…………..... $11,001.58 Purchase hand tools …..…………………………………………… $1,200.00
2 | Page
FINANCIAL IMPACT:
This project will have an estimated cost of $43,601.58 to the general fund.
RECOMMENDATION:
Staff recommends City Council Discuss, and Possibly Approve resolution number 2023-0118 a resolution of the city council allocating funds from the city’s general fund to pay for expenses estimated for the city’s alleyway refurbishing project in the amount of $43,601.58.
ATTACHMENTS:
Resolution No. 2023-0118
RESOLUTION NO. 2023-0118
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MCFARLAND, AUTHORIZING THE APPROPRIATION OF FUNDS IN THE AMOUNT OF $43,601.58 FROM THE GENERAL FUND FOR THE ALLEYWAYS REFURBISH PROJECT.
WHEREAS, the City Council of the City of McFarland has approved a fiscal year budget for 2023/2024; and
WHEREAS, The City of McFarland Public Works Department has identified issues related to the condition of the alleyways; and
WHEREAS, The Public Policy and Finance Committee has instructed the Public Works to start a pilot project and start the refurbishment of the alleyways in most need of maintenance; and WHEREAS Staff have developed a plan for refurbishing the alleyways by use of asphalt grindings that were left over from recent road repair projects; and WHEREAS, Staff believe the use of temporary staff for a period of four weeks and the rental of equipment and purchase of supplies will allow for the completion of this project. Staff has calculated the costs to hire temporary staff, rent equipment, and purchase supplies to complete this project is $43,601.58;
NOW THEREFORE BE IT RESOLVED, by the City Council of the City of McFarland that it hereby finds and determines as follows:
1) The foregoing recitals are true and correct and incorporated herein as if set forth in full. 2) The City Council hereby approves the appropriation of funds in the amount of $43,601.58 for the Alleyways Refurbishing Project.
3) The City Council authorizes the use of funds from the city’s general fund to cover the total project costs.
4) The City Clerk shall certify the passage and adoption of this resolution. 5) This resolution is effective immediately.
PASSED AND ADOPTED at a regular meeting of the City Council of City of McFarland on the 18th day of September of by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
ATTEST:
Francisca Alvarado, City Clerk
CITY OF MCFARLAND:
Saul Ayon, Mayor
I, _________________________, City Clerk of the City of McFarland, California, DO HEREBY CERTIFY that the foregoing resolution is a true and accurate copy of the Resolution passed and adopted by the City Council of the City of McFarland on the date and by the vote indicated herein.
Francisca Alvarado, City Clerk
U1INVPDF
This is not an invoice
Please do not pay from this document
RENTAL QUOTE
Page: 1
RENTAL ITEMS:
_____ ___________ _______________________________________ _____________________________________________ _______________ Qty Equipment Description Minimum Day Week 4 Week Estimated Amt. 1 9527075 TRUCK DUMP 10-14 YARD CDL 744.00 1,809.00 4,661.00 4,661.00 Rental Subtotal: 4,661.00
SALES/MISCELLANEOUS ITEMS:
_______ ______________________________________________________________ _____________ _________________ _______________ Qty Item Price Unit of Measure Extended Amt. 1 DELIVERY CHARGE 233.880 EACH 233.88
1 PICKUP CHARGE 233.880 EACH 233.88
Sales/Misc Subtotal: 467.76
Agreement Subtotal: 5,128.76
Tax: 403.83
Estimated Total: 5,532.59
COMMENTS/NOTES:
CONTACT: ADAM CABRERA
CELL#: 661-869-5106
TO SCHEDULE EQUIPMENT FOR PICKUP, CALL 800-UR-RENTS (800-877-3687) WE ARE AVAILABLE 24/7 TO SUPPLY YOU WITH A CONFIRMATION #
IN ORDER TO CLOSE THIS CONTRACT
CITY HALL
401 W KERN AVE
MC FARLAND CA 93250-1352
Office: 661-792-3091 Cell: 661-444-0813
CITY OF MCFARLAND
401 W KERN AVE
MC FARLAND CA 93250-1352
BRANCH 434
34929 PETROL ROAD
BAKERSFIELD CA 93308-5934
661-631-2900
# 224101333
Job Site
Customer # :
Quote Date :
Estimated Out :
Estimated In :
UR Job Loc :
UR Job # :
Customer Job ID:
P.O. # :
Ordered By :
Written By :
Salesperson :
1429135
08/31/23
09/04/23 06:00 AM
10/02/23 06:00 AM
401 W KERN AVE, MC F
12 TBD
ADAM CABRERA
LISA MCNUTT
LISA MCNUTT
This proposal may be withdrawn if not accepted within 30 days. The above referenced Rental Protection Plan, environmental, and tax charges are estimates and are subject to change.
NOTICE: This is not a rental agreement. The rental of equipment and any items listed above is subject to availability and subject to the terms and conditions of the Rental and Service Agreement, which are available at https://www.unitedrentals.com/legal/rental-service-terms-US and which are incorporated herein by reference. A COPY OF THE RENTAL AND SERVICE AGREEMENT TERMS ARE AVAILABLE IN PAPER FORM UPON REQUEST.