BOARD OF PORT COMMISSIONERS
REGULAR MEETING
WEDNESDAY – July 12, 2006
MINUTES
I. CALL TO ORDER
8:00 A.M. Chairman Aikins, presiding
Commissioners Present: Commissioner Ralph A. Garcia, Jr.; Commissioner Richard (Dick) Dodge; and, Chairman Larry R. Aikins
Commissioners Absent: Secretary Lewis D. Miller; Vice Chairman John J. Castle
Staff Present: Executive Director Michael J. Giari; Special Counsel to Port, Francois X. Sorba; Director of Finance & Administration, Cynthia D. Hampton; Manager of Economic Development, Steve Wright; Manager of Operations, Donald K. Snaman; Assistant Manager of Operations, Eric Napralla; Receptionist/Administrative Assistant, Margaret Astesano; Staff Accountant, Evelyn Lim.
Commissioner Garcia led the Pledge of Allegiance.
II. APPROVAL OF MINUTES
Due to a lack of quorum of Commissioners present at the June 28, 2006 meeting, Chairman Aikins deferred approval of the minutes for that meeting to the next Port Commission meeting.
III. CLAIMS
A Motion to Approve Claims was made by Commissioner Garcia and it was seconded by Commissioner Dodge. The motion passed by a unanimous voice vote of all Commissioners present. Commissioners Miller and Castle were absent.
IV. ORDINANCE
A. ORDINANCE OF THE BOARD OF PORT COMMISSIONERS OF THE CITY OF REDWOOD CITY APPROVING AND AUTHORIZING EXECUTION OF SUPPLEMENTAL LEASE AGREEMENT NO. 2 WITH THE UNITED STATES OF AMERICA (USGS: LAND LEASE) – INTRODUCTION
Click here for staff agenda sheet(s) and ordinance for this item.
Executive Director Giari explained that US Geological Survey has requested an amendment to their lease agreement with the Port to extend the term of their occupancy on a short-term, month-to-month basis because the space they have leased to relocate to in Santa Cruz will not be ready for occupancy until Nov. 15, 2006. The terms of the lease extension are in the General Services Administration Supplemental Lease Agreement No. 2, included with the documents for this item.
Chairman Aikins questioned a discrepancy in the date, December 31, 2006, listed in Supplemental Agreement No. 2, which Giari explained was a typographical error that would be corrected.
A Motion to Approve the Introduction and Waive the Reading Thereof was made by Commissioner Dodge. It was Seconded by Commissioner Garcia. The motion passed by a unanimous roll call vote of all Commissioners present. Commissioners Miller and Castle were absent.
V. RESOLUTION
A. RESOLUTION REJECTING BIDS FOR THE FORMER LBT DEMOLITION AND SITE REMEDIATION PROJECT AND DIRECTING RETURN OF BID SECURITY; APPROVING CONTRACT DOCUMENTS FOR THE FORMER LBT DEMOLITION AND SITE REMEDIATION PROJECT; AUTHORIZING AND DIRECTING RE-ADVERTISEMENT FOR BIDS THEREFOR; AND AUTHORIZING AND DIRECTING RE-ADVERTISING OF REQUEST FOR PREQUALIFICATION OF BIDDERS
Click here for the staff agenda sheet and documents for this item.
Executive Director Giari stated that the Port Commission approved contract documents for the former LBT Demolition and Site Remediation project on May 10, 2006. Four bids were received from 12 prequalified contractors. The three lowest bidders failed to submit all of the necessary information required in the contract documents. The attached memo from the Port Attorney explains the reasons for having to reject all bids. The contract will be readvertised and rebid.
In response to a question from Commissioner Dodge as to why the fourth and highest bid was rejected, Special Counsel to Port, Francois Sorba, explained that in accordance with the City Charter and the Public Contracts Law, the Port has the right to reject any and all bids.
Donald Snaman, Manager of Operations explained the change in the contract documents regarding the provision for credit due the Port from the recycled scrap metal. Dodge asked why the scrap metal credit provision was not omitted since the award of the contract will be to the lowest bidder no matter how much the credit is to the Port for scrap metal. Giari explained that the main reason for the clarification in this provision was to make the contractors aware that the Port recognizes there is a value to the scrap and that the Port wants the contractor to estimate that value and show it as a credit due the Port on the bid sheet.
Chairman Aikins asked for an explanation of the billing process in regards to the scrap metal. Snaman said that payments would be made based upon the work completed. Port staff and the contractor would estimate the percentage of scrap metal removed during each billing period.
In reply to Chairman Aikins question as to why the contractors did not submit all required documents with their bids, Giari said that some of them just overlooked two of the required schedules. The revised contract documents make those two schedules more visible.
Commissioner Garcia commented that in consideration of the length of time and the cost of this project to date, it was his opinion that we should keep this contract process simple and move forward. The bottom line will be determined by the contractors’ bids no matter how the credit for scrap is handled; and, we should keep it simple and get this contract out to bid. Chairman Aikins commented that, in his opinion, we should approve the contract as written.
A Motion to Adopt was made by Commissioner Dodge. It was Seconded by Commissioner Garcia. The motion passed by a unanimous roll call vote of all Commissioners present. Commissioners Miller and Castle were absent.
VI. PUBLIC COMMENT
None
VII. MATTERS OF BOARD INTEREST
Chairman Aikins commented that Commissioner Miller was absent due to attending a seminar in Seattle. Giari explained that Commissioner Miller and Executive Assistant, Rita Artist, were attending an AAPA Emergency Preparation and Response Seminar. The seminar focuses on how to communicate during an emergency and highlights experiences from other ports that were impacted by recent hurricanes, 9/11, and other emergencies.
VIII. EXECUTIVE DIRECTOR'S REPORT
Executive Director Giari reported that the Redwood City Dredging Coalition (RCDC) held a meeting at the Port yesterday for an update on channel maintenance dredging. The House of Representatives and the Senate have both reported Water Resources Appropriations bills. The House version does not contain any provisions for funding for Redwood City maintenance dredging of the channel but they do have a category in the bill that permits the Corps of Engineers to set priorities in their districts and use some of that money for projects. However, the Senate bill contains a line item of $1 million for channel maintenance dredging in Fiscal Year 2007. The Port is pursuing that funding and urging that the amount be increased because $1 million is not enough to perform the maintenance dredging.
The RCDC meeting had full attendance from Port customer’s that use the channel and ship agents that handle most of the ships at the Port. We had a good dialogue with the S.F. District of the Corps of Engineers on what the schedule would be to use appropriations that were left over from fiscal year 2006 dredging to perform additional maintenance dredging and clean up dredging on the high spots in the channel by the end of this fiscal year.
Commissioner Dodge asked about the status of the Water Resources Development Act (WRDA) legislation. Giari reported that it is still pending action in the Senate and may not pass this year.
IX. ADJOURNMENT
At 9:00 a.m. Chairman Aikins requested that the Commission adjourn to its next regularly scheduled Meeting of July 26, 2006
A Motion to Adjourn was made by Commissioner Garcia and Seconded by Commissioner Dodge. The motion passed by a unanimous voice vote of the Commissioners present. Commissioners Miller and Castle were absent.
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