AGENDA – JANUARY 21, 2025 PAGE 1 of 9
CITY OF SAN MARINO
CITY COUNCIL AGENDA
Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
Philippe Eskandar, City Manager
www.SanMarinoCA.gov
(626) 300-0700 Phone
City Hall Council Chamber
2200 Huntington Drive
San Marino, CA 91108
SPECIAL MEETING OF THE
SAN MARINO CITY COUNCIL
TUESDAY, JANUARY 21, 2025 AT 2:00 PM
CITY HALL COUNCIL CHAMBERS
2200 HUNTINGTON DRIVE
SAN MARINO, CA 91108
The City of San Marino appreciates your attendance. Citizens’ interest provides the Council with valuable information regarding issues of the community.
Regular meetings are held on the 2nd Wednesday of every month at 6:00 p.m. Typically, adjourned meetings are held on the last Friday of every month at 8:30 a.m.
In compliance with the Americans with Disabilities Act, any person with a disability who requires a reasonable modification or accommodation in order to participate in a meeting should contact the City Clerk via email at [email protected] or by phone at (626) 300-0705 prior to the meeting for assistance.
CALL TO ORDER
ROLL CALL
Council Member Chang, Council Member Chou, Council Member Lo, Vice Mayor Chou, and Mayor Shepherd Romey
POSTING OF AGENDA
The special meeting agenda is posted 24 hours prior to each special meeting at the following locations: City Hall, 2200 Huntington Drive, the Crowell Public Library, 1890 Huntington Drive, and the Stoneman Building, 1560 Pasqualito Drive. The special meeting agenda is also posted on the City’s website: http://www.SanMarinoCA.gov.
AGENDA – JANUARY 21, 2025 PAGE 2 of 9
PUBLIC COMMENTS
The City welcomes public input. Members of the public may address the City Council by completing a public comment card and giving it to the City Clerk prior to the meeting. At this time, the public may address the City Council on items that are not on the agenda. Pursuant to state law, the City Council may not discuss or take action on issues not on the meeting agenda (Government Code Section 54954.2). The Mayor reserves the right to place limits on duration of comments. Staff may be asked to follow up on such items.
CONSENT CALENDAR
1. APPROVAL OF EMERGENCY MINOR CONSTRUCTION AGREEMENT TO
REPLACE WINDSTORM DAMAGED CITY FUEL PUMP AWNING COVER
Recommendation: Staff recommends the City Council approve an award of an emergency minor construction agreement in the amount of $32,717 to Superior Awning for the removal of the damaged fuel awning cover and installation of a new fuel station awning cover.
“I move to approve an award of an emergency minor construction agreement in the amount of $32,717 to Superior Awning for the removal of the damaged fuel awning cover and installation of a new fuel station awning cover, and authorize the City Manager to execute the agreement on behalf of the City.”
WRITTEN COMMUNICATIONS OR PUBLIC WRITINGS DISTRIBUTION
This is an opportunity to announce any written communications pertaining to the City received by members of the City Council. All public writings distributed by the City of San Marino to at least a majority of the City Council regarding any item on this agenda will be made available at the Public Counter at City Hall located at 2200 Huntington Drive, San Marino, California 91108, and will also be included in the public agenda packet that will available for review at the City Council meeting.
FUTURE AGENDA ITEMS
CLOSED SESSION PUBLIC COMMENTS
CLOSED SESSION
The City Council will recess to closed session to discuss:
2. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION GOVERNMENT CODE 54956.9 (D)(2)
AGENDA – JANUARY 21, 2025 PAGE 3 of 9
The City Council is meeting with respect to two (2) matters of significant exposure to litigation against the City.
RECONVENE TO OPEN SESSION
CLOSED SESSION REPORT
ADJOURNMENT
Posted: 1/17/2025 ALISON WALKER
CITY CLERK
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director
DATE: January 21, 2025
SUBJECT: APPROVAL OF EMERGENCY MINOR CONSTRUCTION
AGREEMENT TO REPLACE WINDSTORM DAMAGED CITY
FUEL PUMP AWNING COVER
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
Efficient, Responsive, and Effective City Services
Well-Maintained Infrastructure
BACKGROUND
On May 31, 2024, the City Council approved the Fiscal Year 2024-25 Operating and Capital Improvement budgets. As part of the capital construction component of the budget, the Parks and Public Works Department requested $60,000 for the installation of a new awning cover for the City’s fueling station, located in the City Hall rear yard. However, prior to replacement, during the windstorm event earlier this month, the structure incurred extensive damage, and is now hanging down several feet towards the ground. Given the safety issue as well as the importance of protecting the City’s fuel tanks and Cityissued vehicles, staff is recommending awarding an emergency minor construction agreement to Superior Awning to remove the damaged awning and complete the installation of a new awning.
DISCUSSION
The fueling station in the City Hall rear yard is used by staff to refuel their City issued vehicles, and is protected by an awning to reduce the impact of inclement weather and other potential hazards. Prior to the windstorm, water did not drain properly off the awning and could run into the fuel tanks, which Gretchen Shepherd Romey, DDS, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
PAGE 4 of 9
caused additional work for the City’s maintenance staff and potential issues for the City’s fuel supply. With the damage after the windstorm, the awning is now a safety hazard as it is hanging several feet downward. Replacement of the awning will help protect the City’s fueling infrastructure as well as employees using the fueling station. Furthermore, remedying the drainage issue will help the City avoid incurring fees from Los Angeles County and the State of California.
Staff solicited proposals from qualified awning contractors to perform the necessary repairs. Bids were received as follows:
Vendor Bid
Superior Awning $32,717
ESA Awnings & Signs Unable to meet prevailing wage
requirements
Advanced Awnings Non Responsive
American Awnings None Responsive
As Superior Awning is the lowest responsive, qualified bidder, staff is recommending proceeding with their proposal and awarding them a minor construction agreement as an emergency procurement. Work will start upon award so that the safety issue is resolved in a timely manner.
FISCAL IMPACT & PROCUREMENT REVIEW
The FY 2024-25 budget includes $60,000 for the fuel station awning cover project. Sufficient funds are available to cover the project costs.
Additionally, staff plan to submit a claim through the City’s insurer, the California Joint Powers Insurance Authority, to attempt to recover losses related to this awning and other impacts from the windstorm. Staff are optimistic that the City will be reimbursed for costs associated with this emergency repair and will provide related updates as they are received.
This purchase is in compliance with the City’s procurement policy in accordance with SMCC 02.06.05.(A)(8) as it is an emergency procurement under the City Manager’s procurement authority during a public emergency.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
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RECOMMENDATION
Staff recommends the City Council approve an award of an emergency minor construction agreement in the amount of $32,717 to Superior Awning for the removal of the damaged fuel awning cover and installation of a new fuel station awning cover.
“I move to approve an award of an emergency minor construction agreement in the amount of $32,717 to Superior Awning for the removal of the damaged fuel awning cover and installation of a new fuel station awning cover, and authorize the City Manager to execute the agreement on behalf of the City.”
ATTACHMENTS
1. Quote from Superior Awning
PAGE 6 of 9
14555 Titus Street ● Van Nuys, CA 91402
(800) 780-0201 phone ● (818) 780-7993 fax
Contractor's License #589431 (D03 Awnings)
www.SuperiorAwning.com Document No.
Revision No.
Proposal Date
CONSTRUCTION CONTRACT
You are entitled to a fully completed copy of this agreement, signed by both you and the contractor before work is started.
Customer/Contact: Phone:
Billing Address: Site Address:
E-Mail:
FIELD MEASURE REQUIRED
Description of the Project, Significant Materials to be Used and Product to be Installed: FIELD WELD REQUIRED
FIELD PATTERN REQUIRED
Width: 27 0 Projection: 27 0 $22,768.21 x 1 22,768.21
feet inches feet inches unit price quantity Product Option Adjustments:
Material: Additional Specifications: 0.00
Frame: 0.00
Binding: 0.00
Valance: 0.00
0.00 7200.00
Item Subtotal: $ 29,968.21
0 0 0 0 $0.00 x Qty 0.00
feet inches feet inches unit price quantity Product Option Adjustments:
Material: Additional Specifications: 0.00
Frame: 0.00
Binding: 0.00
Valance: 0.00
0.00 800.00
Item Subtotal: $ 800.00
0 0 0 0 $0.00 x Qty 0.00
feet inches feet inches unit price quantity Product Option Adjustments:
Material: Additional Specifications: 0.00
Frame: 0.00
Binding: 0.00
Valance: 0.00
0.00 0.00
Item Subtotal: $ 0.00
Subtotal Primary Items $ 30,768.21
Quantity Discount Amount: $ 0.00
Accessories: Qty Extension
$ 0 $
0 Total Accessories: $ 0.00
0 Subtotal Pre-Tax: $ 30,768.21
Sales Tax: $ 1,948.65
Total Contract Price Including Sales Taxes: $ 32,716.86 Start of work commences with the above design layout. Down Payment/Schedule of Progress Payments as follows:
Completion estimated to be 3-4 Weeks from deposit date. Execution of this contract requires payment made now in the amount of:-----------------------> $ 16,358.43 Representing initial deposit in accordance with contract regulation plus progress payment for design layout and custom materials procurement. via check or credit card #
Final payment of remaining contract balance is due upon installation. exp.
Billing zip code
Superior Awning, by: X Date:
ACCEPTANCE: I, the undersigned, acknowledge that I have read and understood the terms of this agreement including the Terms, Conditions & Notices enclosed herewith. 0 Demolition and disposal of existing structure.
0 0
0 0
0 0
---------------------------------> $
0 0
0 0
0 0
0 Product Description
0 0
0 0
0 0
0 0
0 0
Prevailing Wage
0 0
0 White 12" Pans
0 0
0 Standard Roof
0 Installation Included
0 0
Design, fabricate and install a freestanding Lustercoat aluminum carport to replace existing above fuel pumps using existing steel posts with 54' of 7" aluminum I-beam.
0 City Of San Marino (Chris Gutierrez)
24011703-35
1/17/2024
---------------------------------> $
0 0
0 2200 Huntington Dr San Marino Ca.
[email protected]
ppx240115LA
Aluminum Patio Cover - Freestanding
(626) 476-7057
Custom Product (see specs)
0 0
0 0
0 0
---------------------------------> $
Permits and related fees and drawings are not included unless expressly and separately itemized. Gore™ Tenara® thread carries a lifetime warranty against defect or deterioration and all steel is galvanized and rust resistant. Other warranties as itemized above. See warranty literature for details/limitations. 0 0
0 0.00
0.00 0
Cost/Unit
Christopher Garcia (818) 512-9769 [email protected] 1/0/1900 Purchaser Signature: X ___________________________________ Date: ________________ PAGE 7 of 9
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