Loading...
HomeMy WebLinkAbout10-01-1997 CITY COUNCIL staff reports-w SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. , 4 AGENDA ITEM '� tLd X; MEETING DATE: OCTOBER 1, 1997 CITY MANAGER: ORIGINATING DEPT.: COMMUNITY DEPT. HEAD: ENVIRONMENT SUBJECT: Designation of multi -way stop intersection at Baylor /Villanova Aves. RECOMMENDED MOTION(S): Move to adopt the Motor - Vehicle Resolution designating the intersection of Baylor Ave. /Grimsby Dr. /Villanova Rd. as four -way stop intersection. REPORT SUMMARY: The attached Motor - Vehicle Resolution, if adopted, would establish a four -way stop intersection at Baylor Ave. /Grimsby Dr. /Villanova Rd. Presently, the intersection is a two -way stop intersection with stop signs on Baylor and Grimsby at Villanova. The proposal to designate the intersection as a four -way stop intersection comes from the recently completed Baylor Avenue Traffic Calming Study which the Council accepted in September. Because the intersection is controlled by both the Cities of San Jose and Saratoga, a similar action has been approved by the City of San Jose. Saratoga would install the requisite signs and markings on southbound Villanova and maintain and enforce traffic control on this approach and the Baylor approach. Similarly, San Jose would maintain and enforce traffic control on the northbound Villanova and Grimsby approaches. If the Council adopts the Resolution as is recommended, installation of the signs and markings would be coordinated by the two cities and should be in place within a week. FISCAL IMPACTS: Approximately $200 in labor and materials for the City to install the signs and markings for which it is responsible. Sufficient funds for this expense exist in the adopted budget in Activity 33 (Traffic Control). ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. The Baylor Ave. Residents and Sunland Park HOA are aware of this action through their involvement with the Baylor Ave. Traffic Calming Study. CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S): The Resolution would not be adopted and the intersection would remain as is. This would prevent one of the recommended actions in the Baylor Ave. Traffic Calming Study from being implemented. FOLLOW UP ACTIONS: A work order will be issued to install the signs and markings. ATTACHMENTS: 1. Motor - Vehicle Resolution. 1. SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. Z l ?,q AGENDA I EM: JA MEETING DATE: October 1, 1997 CITY MGR: ORIGINATING DEPT.: City Manager's Office Irene M. Jacobs, Administrative Analyst SUBJECT: Agreement with Spencer Associates who will prepare the preliminary design work necessary for the proposed expansion of the Saratoga Community Library. Recommended Motion(s): 1. Approve the attached agreement with Spencer Associates who will prepare the preliminary design work for the Library Expansion. Please note that the Library Expansion Committee recommended to Council that the same architect that was selected to plan the expansion through the schematic phase also be hired to continue with the expansion process should the bond measure pass. This agreement will be for Pre -Bond Basic Architectural Design Services only. Report Summary: At its August 6, 1997 Regular meeting, Council approved the Library Commission's recommendation to select Spencer Associates as the architect who would design the expansion of the Saratoga Community Library. Council also instructed staff to negotiate an agreement with the architect to prepare the preliminary design work. Attached is a copy of the agreement being proposed between the City and Spencer Associates. Council is being asked to approve the attached agreement and to direct staff to execute the contract with the architect in order to begin implementing the activities outlined in the design agreement. The scope of work listed under Exhibit A represents what staff believes will be. necessary to advance the project to a stage that will provide sufficient information to voters about the expansion in order to pass the bond. If it appears that the scope of services needs to be modified based on information gathered from polling results, then adjustments will be made. The scope of services listed is the best representation of the maximum amount of work necessary for preliminary design work under the current scenario Fiscal Impacts: At the January 23, 1997 Joint Powers Authority Meeting, the board approved Saratoga's Building Expansion Request. In doing so, the board approved the use of JPA funds for the preliminary architectural work needed in preparation for the election. At its October 24, 1996 meeting, the Joint Powers Authority adopted a Library Building Expansion Policy that allows for such requests to be granted. No general fund monies would be used for the schematic design architectural work. Consequences of Not Acting on the Recommended Motions: The listed recommendation would not be approved and Spencer Associates would not be hired to prepare the Pre -Bond Basic Architectural Design Services for the proposed expansion of the library. Follow Up Actions: Staff will work with County Library staff in order to invoice costs associated with the Saratoga Library Expansion Project that will be funded by the JPXs Library Building Expansion Policy that allows for such expansion projects to be funded. Attachments: 1. Proposed Contractual Agreement between The City of Saratoga and Spencer Associates for Preliminary design work for the proposed library expansion. SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. AGENDA ITEM PA_ MEETING DATE: October 1, 1997 CITY MGR. , ORIGINATING DEPT.: Administrative Services SUBJECT: 1996/97 & 1997/98 BUDGET AMENDMENTS Recommended Motion(s): Approve resolutions amending the Fiscal Year 1996/97 & 1997/98 Revenue and Appropriations Budget for the annual, year end clean up process and Project No. 9703, Villa Oaks Lane Landslide Repair. Report Summary: Attached are resolutions amending the 1996/97 and 1997/98 Budgets for the following four items: 1) reduce appropriations authority in FY 96/97 and increase appropriations authority in FY 97/98 for carry over encumbrances, 2) reduce appropriations authority in FY 96/97 and increase appropriations authority in FY 97/98 for carry over project balances, 3) transfer budget authority within the FY 96/97 Budget functional areas, and 4) increase revenues and appropriations for the FY 97/98 Budget relative to Project 9703, Villa Oaks Lane Repair. Also included with the resolutions are Budget Resolution Supporting Worksheet for each year. The first item, reduces the FY 96/97 Budget and increases the FY 97/98 Budget for certain encumbrances, i.e. outstanding purchase orders and contracts, that were originally scheduled for payment in FY 96/97 but will now require payment in FY 97/98. A complete list of carry over encumbrances is attached for your review. The second item, reduces the FY 96/97 Budget and increases the FY 97/98 Budget for certain projects where funds were estimated to be expended in FY 96/97, but are now scheduled to be expended in FY 97/98. A complete list of carry over projects is attached for your review. The third item, authorizes transfers within the FY 96/97 Budget functional areas to cover under budgeted line items, primarily in the area of police services, personnel services and maintenance services. As a result of internal savings, there is adequate budgetary authority remaining within the functional areas and the contingency line item to cover the transfers. Accordingly, there is no impact to fund balance as a result of this amendment. The noted exception to this is Program 3039 - Landscape and Lighting District where there are adequate reserves in the fund balance to cover the appropriation. The fourth and final item, amends the FY 97/98 Hillside Repair Fund revenue and appropriations budget for repairs necessary to Villa Oaks Lane due to the landslide. Since there are no reserves available in the Hillside Repair Fund, approval of this action will require a transfer from the General 1 Fund undesignated fund balance. The transfer from the General Fund is estimated at $445,725. Staff believes there will be adequate reserves in the General Fund to proceed with this action. It is important to note that the transfer from the General Fund will be offset by any additional reimbursements the City may be entitled to from third parties. A supporting memorandum on the subject has been prepared by the Assistant Engineer and is attached for your review. Note: The first three items are routine year end adjustments which are a part of the annual closing process. Fiscal Impacts: FY 96/97 - Overall expenditures decrease by $467,326.88; $292,484.84 decrease for carry over encumbrances, $175,832.00 decrease for carry over projects and a $989.96 increase for budget variances. Specific changes by Fund for FY 96/97 are as follows: Fund Revenues Expenditures Transfers O1- General Fund $0 ($163,226.36) $0 1.2 -CDBG Housing $0 ($66,626.64) $0 14 -Gas Tax $0 ($32,400.00) $0 15- Environmental Programs $0 ($75,816.84) $0 17 -SLESF COPS $0 ($16,180.00) $0 31 -Park Development $0 ($101,000.00) $0 40- Recreation $0 ($4,500.00) $0 61 -Quarry Creek Trust $0 ($8,567.00) $0 71- Landscape & Light $0 $989.96 $0 FY 97/98 - Overall revenues increase by $28,525.00 for reimbursements related to Villa Oaks Lane landslide repair. Overall expenditures increase by $942,566.84; $292,484.84 increase for carry over encumbrances, $175,832.00 increase for carry over projects and $474,250.00 increase for Villa Oaks Lane. Transfers between funds increase by $445,725.00 for Villa Oaks Lane. Specific changes by Fund for FY 97/98 are as follows: Fund Revenues Expenditures Transfers 001 - General Fund $0 $163,226.36 ($445,725.00) 100 -SLESF COPS $0 $16,180.00 $0 150- Street & Roads $0 $32,400.00 $0 170 - Hillside Repairs $28,525.00 $474,250.00 $445,725.00 260 - Environmental Programs $0 $75,816.84 $0 270 - Housing & Community Dev $0 $66,626.64 $0 293 - Theater Ticket Surcharge $0 $4,500.00 $0 310 -Park Development $0 $101,000.00 $0 700 -Quarry Creek Trust $0 $8,567.00 $0 2 The unaudited fund balances as of 6/30/97 were: 01- General Fund 12 -CDBG Housing 14 -Gas 1'ax 15- Environmental Programs 17 -SLESF COPS 31 Park Development 40 Recreation 61- Quarry Creek Trust 71- Landscape & Light Follow Up Actions: Post entries to system. $4,440,593 $(48,748) $195,379 $269,634 $20,498 $2,178,593 $17,678 $26,864 $62,837 Consequences of Not Acting on the Recommended Motions: Budget variances at the program level will remain and lack of authority will exist for payment of outstanding commitments and project work. Attachments cAexecsumm\exsm0925.97 K3 City of Saratoga FY 96/97 & FY 97/98 Budget Amendment Carry Over Encumbrance List FY 96/97 I FY 97/98 r Description Reference # Amount Account Account Humane Society Animal Control - Shelter 6/97 17093 $ 3,567.30 0001 - 1016 -4510 001 - 2025 - 523 -40 -10 Humane Society Animal Control -Pick up 6/97 17093A $ 2,552.84 0015 - 2026 -4510 260 - 5005 -552 -40 -10 Rafeal & Luise Verbera SHARP Loan 95 -003 17345 $ 26,555.64 0012 - 6066 -6720 270 - 7015 - 622 -60 -02 H T Harvey & Associates Quarry Creek Revegetation 17746 $ 7,408.00 0061 - 9610 -4520 -9109 700 - 9010 - 622 -40 -13 -9109 Sugimura Associates Big Basin Way -Verde Vista 17751 $ 1,200.10 0001 - 9010 -4520 -9601 001 - 9010 - 622 -40 -13 -9601 Peek Traffic Lower Pullboxes 17778 $ 2,000.00 0012 - 9120 -4510 -9302 270 - 9010 - 622 -40 -10 -9302 Prime Design Group Civic Theater Relighting 17819 $ 4,500.00 0040 - 4043 -5625 293 - 6015- 614 -60 -02 Petrotek Relocate Fuel Island 17850 $ 68,264.00 0015- 2028 -6715 260 -5015- 612 -60 -03 Intoximeters Alco Sensors 17865 $ 2,450.00 0017 - 1017 -6730 100 - 2030 - 613 -60 -06 Safe Moves Sheriff School Training Course 17866 $ 8,000.00 0017 - 1017 -4510 100 - 2030 - 523 -40 -10 Laser Technology Marksman Laser 17867 $ 5,730.00 0017 - 1017 -6730 100 - 2030 - 613 -60 -06 ALTRANS Trip Reduction Grant 18007 $ 32,400.00 0014 - 2027 -5610 150 -5010- 552 -40 -70 David & Gail Call Safety Grant SA96 DEC1 18127 $ 10,000.00 0012 - 6066 -6720 270 - 7015 - 612 -60 -02 Coyote Creek Reparian Pollution Incidents C200016 $ 5,000.00 0015 - 2028 -4510 260- 5015 - 552 -40 -10 Pacific Parks Landscaping Construction Contract C200018 $ 10,175.69 0001 - 9010 -4510 -9601 001 - 9010 - 622 -40 -10 -9601 H T E Computer Software & Training C200020 $ 53,046.27 0001 - 8085 -6730 001 - 1065 - 613 -60 -06 Hughes, Perry & Assoc. City Manager Recruitment C200025 $ 18,000.00 0001- 7077 -4510 001 - 1045 - 513 -40 -10 L C F Labor Negotiations C200026 $ 20,000.00 0001 - 7077 -4510 001 - 1045 - 513 -40 -10 L C F Reorganization C200027 $ 11,635.00 0001 - 7077 -4510 001 - 1045 - 513 -40 -10 $ 292,484.84 c:\execsum\exsm092597carryover 9/26/97 9:53 Proiect City of Saratoga FY 96/97 & FY 97/98 Budget Amendment Carry Over Project List ion FY 96/97 Amount Account 9601 Saratoga -Sunyvle Rd Landscape $ 45,602.00 9302 ADA Improvements $ 28,071.00 9704 Hakone Gardens Improvements $ 101,000.00 9109 Quarry Creek Landscape $ 1,159.00 $ 175,832.00 c:\execsum\exsm092597carryover 9/25/97 22:19 0001 - 9010 -4510 -960 0012- 9120 -4510 -930 0031 - 9310 -4510 -970 0061 - 9610 -4510 -910 FY 97/98 Account 001 - 9010- 622 -40 -10 -9601 270 - 9010- 622 -40 -10 -9302 310- 9010- 622 -40 -10 -9704 700 - 9010- 622 -40 -10 -9109 MEMORANDUM TO: Thomas Fil, Administrative Services Director FROM: John Cherbone, Assistant Engineer WG. SUBJECT: Budget adjustment for Villa Oaks Lane Landslide Repair, C.I.P. No. 9703. DATE: 9/23/97 Below is a list of anticipated encumbrances in conjunction with the Villa Oaks Lane Landslide Repair, C.I.P. No. 9703. The current fiscal year budget for Project 9703 is $20,000, far short of the anticipated cost of the repair. Please prepare a budget adjustment for this project according to the list below. If you need any additional information please - contact me at ext. 223. P.W. Inspection Services (170- 9010 - 622.40 -16): - Howard Lewis: $2,500 Engineering Services (170- 9010 - 622.40 -13): - Pacific Geotechnical: $40,000 - Cotton, Sires & Associates: $2,500 General Contracts (170 -9010- 622.40 -10): - Applied Geomechanics: $4,825 -Dodge & Associates Surveying: $4,000 -Glen Moody Grading: $650 - Stevens Creek Quarry: $414,775 - Construction Contingency: $25,000 Anticipated Revenue: -FEMA: $24,625 -Steve Gerla: $3,900 Total = $2,500 Total = $42,500 0 Total = $449,250 Subtotal = $494,250 Current Budget = ($20,000) it Budget Adjustment = $474,250 Total Revenue = $28,525 SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. ��� AGENDA ITET MEETING DATE: OCTOBER 1, 1997 CITY MANAG ORIGINATING DEPT.: COMMUNITY DEPT. HEAD: ENVIRONMENT SUBJECT: Villa Oaks Lane Landslide Repair - Approval of emergency construction contract RECOMMENDED MOTION(S): Move to approve the emergency construction contract issued to Stevens Creek Quarry, Inc. in the amount of $411,000. REPORT SUMMARY: Pursuant to Council direction provided on June 4, plans and specifications for the repair of the Villa Oaks Lane landslide were developed by the City's consultant, Pacific Geotechnical Consultants, Inc.. In order to expedite the repair project, City staff pre-selected two contractors with whom it has successfully worked in the past on similar projects to provide input to the consultant about construction options and techniques which appeared suitable for this project and to provide bids for the work. Eventually, a final set of plans, specifications and construction documents were prepared in August, and construction bids were received from both contractors for the same scope of work. The two bids received were as follows: Stevens Creek Quarry, Inc. - $411,000 C.F. Archibald Paving, Inc. - $418,000 Because of the emergency nature of the work and the urgent need to commence the landslide repair as quickly as possible, staff authorized Stevens Creek Quarry, Inc. to begin work on September 2. The attached construction contract in the amount of their bid was signed by SCQ prior to their starting work and must now be approved by the City Council. Since the job began, SCQ has been working a 10 hour /day, 6day /week schedule to ensure completion of the project before the onset of inclement weather. This appears to be paying off in that as of Friday, September 26, the project is nearly 75% complete. The work, which was originally expected to last for up to eight weeks, now is targeted for completion around October 15, and looks as though will come in under the contract amount. The construction is being carefully monitored by the City's consultant not only to ensure compliance with the plans and specifications, but also to document the full extent of the work in the event that some or all of the project costs can be recovered in the manner discussed by the City Attorney. The remaining work to be done consists of completing the installation of the buttress fill and subsurface drainage systems, reconnection of underground utility systems, finish grading of the properties both above and below the slide excavation, and reconstruction of the street improvements. FISCAL IMPACTS: The final construction cost will not be known until completion of the work. However, as noted, it appears that the final construction cost will be less than the contract amount mainly due to favorable subsurface conditions encountered during the course of the work. The funding for the project will be made available through an adjustment to the approved FY 97 -98 budget which appears as a separate item on your meeting agenda. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S): Approval of the emergency construction contract would not be granted. In that event, the contractor would cease operations until the matter was resolved, resulting in a delayed completion date. FOLLOW UP ACTIONS: The contract will be executed by the City. ATTACHMENTS: 1. Construction contract V out attachments. 2. Minutes from June 4 meeting. IN, ' CITY OF SARATOGA It SANTA CLARA COUNTY, CALIFORNIA CONTRACT FOR PUBLIC WORKS CONSTRUCTION itVILLA OAKS LANSLIDE REPAIR CAPITAL PROJECT NO. 9703 THIS CONTRACT, made this day f Y by and between the City of Saratoga, a Municipal Corporation, in Santa Clara County, California, hereinafter called the City, and hereinafter called the Contractor. WITNESSETH: WHEREAS, the City has caused to be prepared in the manner prescribed by law, plans, specifications and other contract documents, for the work herein described and shown and has approved and adopted these contract documents, specifications and plans, and WHEREAS, the Contractor has submitted to the City a sealed bid proposal for the construction of all of the proposed work in accordance with the terms of this Contract, and WHEREAS, the City, in the manner prescribed by law, has publicly opened, examined and canvassed the bids submitted and as a result has determined and declared the Contractor to be the lowest responsible bidder and has duly awarded to the Contractor a contract for all of the work and for the sum or sums named in the bid proposal and in this Contract. NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS: ARTICLE I. WORK TO BE DONE: That the Contractor shall provide all necessary labor, machinery, tools, apparatus and other means of construction; shall furnish all materials, superintendence and overhead expenses of whatever nature necessary to construct all of the improvements for the City of Saratoga in conformity with the plans, specifications and other contract documents and according to such instructions as may be given by the Saratoga City Engineer or his authorized agent. 10 ARTICLE II. CONTRACT PRICES Except as provided in Section IV B of the Specifications ( "Changes and Extra Work "), the City shall pay the Contractor according to the prices stated in the bid proposal submitted by the Contractor, which shall include all applicable taxes, for complete performance of the work. The Contractor hereby agrees to accept such payment as full compensation for all materials and appliances necessary to complete the work; for all loss or damage arising from the work or from action of the elements, or from any unforeseen obstruction or difficulties which may be encountered in the prosecution of the work; incurred in and in consequence of the suspension or discontinuance of the work; as hereby specified; for all liabili- ties and other insurance; for all fees or royalties or other ex- penses on account of any patent or patents; for all overhead and other expenses incident to the work and expected profits; and for well and faithfully performing and completing the work within the time frame specified, all according to the contract plans and specifications, the details and instructions, and the requirements of the City. ARTICLE III. PARTS OF THE CONTRACT: That the complete contract document consists of the following: 1. Bid Proposal S. Labor and Material Bond 2. Contract for Public Works 6. Plans Construction 7. Specifications 3. Hold Harmless Clause 8. Insurance Certificates 4. Performance Bond 9. Prevailing Wage Rates In case of any conflict between this Contract and any other part of the contract, this Contract shall be binding. IN WITNESS WHEREOF, the City has caused its corporate name to be hereunto subscribed and its corporate seal to be hereunto affixed by its City Manager and its City Clerk thereunto duly authorized and the Contractor has executed these presents the day and year hereinabove written. 11 -�_ AWARDED BY CITY COUNCIL: Date ATTEST: City Clerk The foregoing Contract is approved as to form this day of , 19 City Attorney CITY OF SARATOGA: CONTRACTOR: By_ P)MA2b li • V OSs Title Cam- 0 lef le/yj License No . /�§ I:%q Tax ID or SSN_Z�1 ��Qa2ri7 "Funds verified " Contract No.9va3 Finance Office Date 12 KINUTES A 1 SARATOGA CITY COUNCIL / TIME: Wednesday, June 4, 1997 - 5:30 p.m. PLACE: Civic Theater, 13777 Fruitvale Ave. TYPE: Regular Meeting Closed Session - 5 :30 in Administration Conference Room, 13777 Fruitvale Avenue for the purposes of: CONFERENCE WITH LEGAL COUNSEL- ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code Section 54956.9 (b) in one case CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION Pursuant to Government Code Section 54956.9 (a) Name of case: Green valley Disposal /Guadalupe Landfill vs. City of Saratoga; Bloxham vs. City of Saratoga 7:39 - Pledge of Allegiance Mayor Moran announced that at the conclusion of the closed session, Council directed the Interim City Manager to commence the process of preparing plans and specifications for design and construction of permanent repairs to Villa Oaks Lane, to be completed prior to the rainy season. 1. ROLL CALL Councilmembers Present: Mayor Moran, Vice Mayor Wolfe, and Councilmembers Jacobs, Shaw and Bogosian. Staff Present: Interim City Manager Perlin, City Attorney Riback, Interim Planning Director Walgren, and Finance Director Fil. 2. CEREMONIAL ITEMS A. Resolution commending Don Peterson as 1996 Saratoga Citizen of the Year WOLFE /JACOBS TO APPROVE THE RESOLUTION. PASSED 5 -0. 3. REPORT OF CITY CLERK ON POSTING OF AGENDA Interim City Manager Perlin reported that pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on May 30. 4. COMMUNICATIONS FROM COMMISSIONS AND THE PUBLIC A. ORAL COMMUNICATIONS Mr. Ken Riding, 21836 Villa Oaks Lane, said he was very pleased with the.direction given to staff regarding action on Villa Oaks Lane. Mr. Harry Murray, 116 Ohlone Ct. , Los Gatos, spoke as Chair of the Strawberry Festival to be held on June 7 and 8 at West Valley College. He said he was there to answer questions regarding the application for a use permit for directional parking signs for the festival. City Attorney Riback recommended that if the City Council wanted to take action that this be placed on the agenda as an urgency matter. BOGOSIAN /WOLFE TO PLACE THE MATTER OF THE STRAWBERRY FESTIVAL USE PERMIT FOR PARKING ON THE AGENDA AS AN URGENCY MATTER. PASSED 5 -0. SHAW / WOLFE THAT THE STRAWBERRY FESTIVAL ORGANIZATION BE GRANTED A USE PERMIT TO ALLOW PLACING SIGNS IN MEDIAN STRIPS WHICH WOULD DIRECT TRAFFIC TO THE STRAWBERRY FESTIVAL AT WEST VALLEY COLLEGE, SIGNS TO BE PLACED BETWEEN NOW AND THE TIME OF CLOSE OF BUSINESS ON SUNDAY,%AND TO BE REMOVED PROMPTLY THEREAFTER. PASSED 5 -0. B. COMMUNICATIONS FROM COMMISSIONS - None. C. WRITTEN COMMUNICATIONS - None.