City Council

MINUTES # CITY OF EASTVALE

# CITY COUNCIL SPECIAL MEETING Tuesday, May 14, 2024 Regular Meeting: 7:30 PM

# City Hall Council Chambers 12363 Limonite Avenue, Suite 900 Eastvale, CA 91752

1. CALL TO ORDER

The special meeting of the Eastvale City Council was called to order at 7:30 p.m. by Mayor Dinco.

2. ROLL CALL

Present: Councilmembers, Rigby, Mayor Pro Tem McMinn, and Mayor Dinco.

Absent: Councilmembers Lorimore and Yow.

City Staff

Present: City Manager Orme, City Attorney Vega and City Clerk/Communications Director Donohue were present at Roll Call. Other staff members were present.

3. PLEDGE OF ALLEGIANCE

Councilmember Rigby led the Pledge of Allegiance.

4. PUBLIC COMMENT – None

5. CITY COUNCIL BUSINESS

5.1 Reject Construction Bids for the City Hall Expansion Tenant Improvement Project (CIP No. 95021)

Public Works Director/City Engineer Chung provided a verbal presentation and answered related questions.

Mayor Dinco opened the public comment period. Hearing no response, Mayor Dinco closed the public comment period.

Eastvale City Council Meeting Minutes May 14, 2024 Page - 1

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On motion of Councilmember Rigby and second by Mayor Pro Tem McMinn, the City Council voted unanimously to reject bids received for the City Hall Expansion Tenant Improvement Project, CIP Project No. 95021, and direct staff to readvertise the project.

ADJOURNMENT – Mayor Dinco adjourned the regular meeting at 7:33 P.M. The next special meeting of the Eastvale City Council is scheduled for Wednesday, May 22, 2024, at 6:30 P.M.

Marc A. Donohue, MMC City Clerk/Communications Director

Eastvale City Council Meeting Minutes May 14, 2024 Page - 2

SPECIAL COUNCIL MEETING AGENDA Eastvale City Hall Council Chambers 12363 Limonite Avenue, Suite 900, Eastvale, CA 91752 Special Council Meeting: 7:30 PM Tuesday, May 14, 2024 City Councilmembers Christian Dinco, Mayor Michael McMinn, Mayor Pro Tem Clint Lorimore, Councilmember Todd Rigby, Councilmember Jocelyn Yow, Councilmember Mark Orme, City Manager Erica Vega, City Attorney Marc Donohue, City Clerk/Communications Director This Agenda contains a brief general descrip&on of each item to be considered. Except as otherwise provided by law, no ac&on or direc&on shall be taken on any item not appearing on the following Agenda. Unless legally privileged, all suppor&ng documents, including staff reports, and any wri&ngs or documents provided to a majority of the City Council a-er the pos&ng of this agenda are available for review at Eastvale City Hall, 12363 Limonite Avenue, Eastvale, CA 91752 or you may contact the City Clerk’s Office, at (951) 361-0900 Monday through Thursday from 7:30 a.m. to 5:30 p.m. and available online at www.eastvaleca.gov. Members of the public can observe the mee&ng by viewing the live-stream at www.eastvaleca.gov and may provide public comment by sending comments to the City Clerk's Office by email at cityclerk@eastvaleca.gov. Staff will monitor emails to the extent possible during the mee&ng and provide comments as possible. All comments will be made part of the record. Comments will then be read into the record, with a maximum allowance of 3 minutes per individual comment, subject to the Mayor’s discre&on to reduce &me on public comment. All comments should be a maximum of 500 words, which corresponds to approximately 3 minutes of speaking &me. If a comment is received before the agenda item is heard but before the close of the mee&ng, the comment will all be included as a part of the record of the meeting but will not be read into the record. In compliance with the Americans with Disabili&es Act, if you need special assistance to par&cipate in this mee&ng, you should contact the City Clerk’s Office at (951) 361-0900. Regular mee&ngs are recorded and made available on the City’s website at www.eastvaleca.gov. Mee&ng recordings are uploaded to the City’s website within 24 hours (unless otherwise noted) after the completion of the meeting. 1

1. CALL TO ORDER 2. ROLL CALL 3. PLEDGE OF ALLEGIANCE 4. PUBLIC COMMENT Any member of the public may address the Council on items within the Council’s subject maer jurisdicon, but which are not listed on this agenda during PUBLIC COMMENTS. However, no acon may be taken on maers that are not part of the posted agenda. We request comments made on the agenda be made at the me the item is considered and that comments be limited to three minutes per person with a maximum of six minutes (me may be donated by one person). Please address your comments to the Council and do not engaged in dialogue with individual Council Members, City staff, or members of the audience. Blue speaker forms are available at the front table to the entrance of Council Chambers. 5. CITY COUNCIL BUSINESS 5.1. Reject Construction Bids for the City Hall Expansion Tenant Improvement Project (CIP No. 95021). Submitted by: Jimmy Chung, City Engineer RECOMMENDED ACTION(S): Staff recommends that the City Council reject bids received for the City Hall Expansion Tenant Improvement Project, CIP Project No. 95021 and direct staff to readvertise for the Project. 6. ADJOURNMENT The next regular mee&ng of the Eastvale City Council is scheduled for Wednesday, May 22, 2024, at 6:30 p.m. at Eastvale City Hall Council Chambers, 12363 Limonite Avenue, Suite 900, Eastvale, CA 91752. AFFIDAVIT OF POSTING I hereby certify under penalty of perjury under the laws of the State of California, that the foregoing Agenda was posted at the following locations: City Hall, 12363 Limonite Avenue, Suite 910 and website of the City of Eastvale (www.eastvaleca.gov,) not less than 24 hours prior to the meeting. ______________________________________________________ Marc A. Donohue, MMC City Clerk 2

SPECIAL COUNCIL MEETING AGENDA Eastvale City Hall Council Chambers 12363 Limonite Avenue, Suite 900, Eastvale, CA 91752 Special Council Meeting: 7:30 PM Tuesday, May 14, 2024 City Councilmembers Christian Dinco, Mayor Michael McMinn, Mayor Pro Tem Clint Lorimore, Councilmember Todd Rigby, Councilmember Jocelyn Yow, Councilmember Mark Orme, City Manager Erica Vega, City Attorney Marc Donohue, City Clerk/Communications Director This Agenda contains a brief general descrip&on of each item to be considered. Except as otherwise provided by law, no ac&on or direc&on shall be taken on any item not appearing on the following Agenda. Unless legally privileged, all suppor&ng documents, including staff reports, and any wri&ngs or documents provided to a majority of the City Council a-er the pos&ng of this agenda are available for review at Eastvale City Hall, 12363 Limonite Avenue, Eastvale, CA 91752 or you may contact the City Clerk’s Office, at (951) 361-0900 Monday through Thursday from 7:30 a.m. to 5:30 p.m. and available online at www.eastvaleca.gov. Members of the public can observe the mee&ng by viewing the live-stream at www.eastvaleca.gov and may provide public comment by sending comments to the City Clerk's Office by email at cityclerk@eastvaleca.gov. Staff will monitor emails to the extent possible during the mee&ng and provide comments as possible. All comments will be made part of the record. Comments will then be read into the record, with a maximum allowance of 3 minutes per individual comment, subject to the Mayor’s discre&on to reduce &me on public comment. All comments should be a maximum of 500 words, which corresponds to approximately 3 minutes of speaking &me. If a comment is received before the agenda item is heard but before the close of the mee&ng, the comment will all be included as a part of the record of the meeting but will not be read into the record. In compliance with the Americans with Disabili&es Act, if you need special assistance to par&cipate in this mee&ng, you should contact the City Clerk’s Office at (951) 361-0900. Regular mee&ngs are recorded and made available on the City’s website at www.eastvaleca.gov. Mee&ng recordings are uploaded to the City’s website within 24 hours (unless otherwise noted) after the completion of the meeting. 1

1. CALL TO ORDER 2. ROLL CALL 3. PLEDGE OF ALLEGIANCE 4. PUBLIC COMMENT Any member of the public may address the Council on items within the Council’s subject maer jurisdicon, but which are not listed on this agenda during PUBLIC COMMENTS. However, no acon may be taken on maers that are not part of the posted agenda. We request comments made on the agenda be made at the me the item is considered and that comments be limited to three minutes per person with a maximum of six minutes (me may be donated by one person). Please address your comments to the Council and do not engaged in dialogue with individual Council Members, City staff, or members of the audience. Blue speaker forms are available at the front table to the entrance of Council Chambers. 5. CITY COUNCIL BUSINESS 5.1. Reject Construction Bids for the City Hall Expansion Tenant Improvement Project (CIP No. 95021). Submitted by: Jimmy Chung, City Engineer RECOMMENDED ACTION(S): Staff recommends that the City Council reject bids received for the City Hall Expansion Tenant Improvement Project, CIP Project No. 95021 and direct staff to readvertise for the Project. 6. ADJOURNMENT The next regular mee&ng of the Eastvale City Council is scheduled for Wednesday, May 22, 2024, at 6:30 p.m. at Eastvale City Hall Council Chambers, 12363 Limonite Avenue, Suite 900, Eastvale, CA 91752. AFFIDAVIT OF POSTING I hereby certify under penalty of perjury under the laws of the State of California, that the foregoing Agenda was posted at the following locations: City Hall, 12363 Limonite Avenue, Suite 910 and website of the City of Eastvale (www.eastvaleca.gov,) not less than 24 hours prior to the meeting. ______________________________________________________ Marc A. Donohue, MMC City Clerk 2

AGENDA STAFF REPORT City Council Meeting CITY COUNCIL BUSINESS Agenda Item No. 5.1 May 14, 2024 Reject Construc+on Bids for the City Hall Expansion Tenant Improvement Project (CIP No. 95021). Prepared By: Jimmy Chung, City Engineer Recommended Action(s) Staff recommends that the City Council reject bids received for the City Hall Expansion Tenant Improvement Project, CIP Project No. 95021 and direct staff to readvertise for the Project. Summary City Hall is currently located at 12363 Limonite Avenue, Suites 900, 910 and 940 in the Eastvale Gateway II Shopping Center. It is approximately 6,348 square feet and provides staff workspaces, a conference room, Council Chambers and a public counter to assist residents and developers. The proposed expansion would allow for an addi3onal 2,290 square feet, which will include, office space, breakroom and additional staff workspaces. Background On April 17, 2024, the No3ce Invi3ng Bids was posted on the City’s website and the City of Eastvale Vendor Portal through PlanetBids. Bids were also adver3sed in a local newspaper twice on April 22, 2024 and April 29, 2024. A mandatory pre-bid mee3ng was held on April 22, 2024 at 9am at the project loca3on, and 6 companies a;ended. At the close of the bid period on May 1, 2024, staff received two (2) electronic bids, and the bid results are as follows: 5 Star General Construction, LLC $194,344.57 BCM Group, Inc. $279,000.00 12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752 951.361.0900 | eastvaleca.gov 3

The bid received from 5 Star General Construc3on, LLC was determined to be non-responsive, and the bid received from BCM Group, Inc. was substantially higher than the expected budget. Therefore, staff recommends rejec3ng the bids for the City Hall Expansion Tenant Improvement Project. This project was determined to be priority due to the great benefit that this project would bring. The expansion will allow Finance and Engineering staff to relocate from the Citrus property back to City Hall, which will provide customer service to the public at the front counter and allow be;er communica3on and collabora3on between departments. Staff also recommends the Council direct staff to readver3se the No3ce Invi3ng Bids for this project. If so directed, staff will refine the Notice Inviting Bids and readvertise the project, and bring it back before Council for the Construction Contract Award. Environmental Rejec3on of bids is categorically exempt from California Environmental Quality Act (CEQA) review under the CEAQ Guidelines Section 15303. Strategic Plan Action - Priority Level: N/A | Target #: N/A | Goal #: N/A Not applicable. Fiscal Impact No direct fiscal impacts will occur with the proposed action of rejecting bids. Prior City Council/Commission Action March 27, 2024 - City Council approved a Lease Agreement for City Hall expansion Attachment(s) Attachment 1 - Bid Results.pdf 12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752 951.361.0900 | eastvaleca.gov 4

City of Eastvale Bid Results for Project City Hall Expansion Tenant Improvement Project (ENG20240417) Issued on 04/17/2024 Bid Due on May 01, 2024 5:00 PM (PDT) Exported on 05/01/2024 Section/Bidder Bid Amount Responsive Main Bid 5 Star General Construction $194,344.57 BCM Group, Inc $279,000.00 5