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Home My WebLink About041922 Summary of ActionsDocuSign Envelope ID: 91CD415A-67C7-420A-BFAE-69884C254F86 APR 19 2022 E._ �Itv ; t--C_ I --- DANVILLE TOWN COUNCIL APR 19 2022 FINANCE COMMITTEE AGENDA Tuesday, April 19, 2022 9:00 a.m. TELECONFERENCE ONLY See instructions below CORONAVIRUS DISEASE (COVID-19) ADVISORY AND MEETING PROCEDURE On September 16, 2021, the Governor signed AB 361, extending Brown Act amendments through December 31, 2023, allowing legislative bodies to meet via teleconference during a proclaimed state of emergency by the Governor as a precaution to protect the health and safety of staff, officials, and the general public. As required by AB 361, the Danville Town Council has made findings that it is necessary to continue with remote meetings and adopted Resolution No. 22-2022 on April 5, 2022, approving the continued use of teleconferencing for public meetings of Town legislative bodies for the subsequent 30 days. Members will be participating via teleconference. As such, there will be no physical location for members of the public to participate in this meeting. The Town of Danville encourages citizens to participate in public meetings. Members of the public can watch or listen to meetings via the web -video communication platform Zoom. Agendas are posted on the Town website: hUs://www.daiivilic,.ca.gov/,igeiidas. Public comments may be provided in one of two ways: Zoom - verbal comments: To provide live comments during the meeting, join the meeting at the scheduled time via the Zoom link on the agenda. When the agenda item is opened to public comment, click on the "Raise Your Hand" option in Zoom. Your name will be announced and you will have up to 3 minutes to share your comments. Email - written comments: To provide written comments, send an email to the Finance Director/Treasurer prior to 9:00 a.m. on April 19, 2022. Correspondence should include the meeting date and agenda item number. All comments received prior to the deadline will be provided to the members in advance of the meeting. Written comments will not be read into the record. DocuSign Envelope ID: 91CD415A-67C7-420A-BFAE-69884C254F86 DANVILLE TOWN COUNCIL FINANCE COMMITTEE AGENDA April 19, 2022 Page 2 If you have questions, contact Lani Ha, Finance Director/ Treasurer, at 925-314-3358 or 1haL«?(1anyille.4a_.gov prior to 4:00 p.m. on the day of the meeting. To view or participate in the Finance Committee meeting: Zoom: lztt )s: iisO2web.zoom-Lis 8498889(i957 Webinar ID: 849 8889 6957 For audio access to the meeting by telephone, use dial -in information below: US: (669)900-6833 or (346)248-7799 or (253)215-8782 or (312)626-6799 or (929)205-6099 or (301)715-8592 Webinar ID: 849 8889 6957 Please note that telephone access to the meeting is recommended for audio oidy. To supplement a PC, Mac, tablet or device u7ithout audio, you may also join by phone at the telephone numbers listed above. Any document provided to a majority of the members of the Finance Committee regarding any item on this agenda will be made available for public inspection at the meeting and at the Danville Town Offices, 510 La Gonda Way, Danville, CA during normal business hours. AGENDA 1. CALL TO ORDER 2. PUBLIC COMMENT - At this time, members of the public may address the Committee about a subject ztihich is not listed on the agenda. Comments should not exceed three (3) minutes. 3. ACTION ITEMS - Members of the public may provide input on any of the following items listed on the agenda. Comments should not exceed three (3) minutes. 3.1 Consider authorizing execution of contract with DC Electric Group, Inc. for street light repair (D. Casteel). 3.2 Consider authorizing increase of 'contract with Dakota Press for production of Live Locally Quarterly Newsletter (N. Shihab). DocuSign Envelope ID: 91 CD415A-67C7-420A-BFAE-69884C254F86 DANVILLE TOWN COUNCIL FINANCE COMMITTEE AGENDA April 19, 2022 Page 3 3.3 Consider authorizing increase of contract with Ankit Arora Tennis, Wee Hoop Inc., Bluebird Preschool, and Zina Kassab for Recreation Services (J. Wallner/H. Perezalonso) 4. ADJOURNMENT CERTIFICATION I hereby certify that the foregoing agenda was posted at the Danville Town Offices and the Danville website at www.daiiville.ca.gov in the Town of Danville 24 hours in advance. DocuS5 and bye 11135A3fDAC{N32F Marie Sunseri, City Clerk In compliance with the Americans with Disabilities Act, the Town of Danville will provide special assistance for disabled citizens. If you need special assistance to participate in this meeting, please contact the City Clerk (925) 314- 3388. Notification 48 hours prior to the meeting will enable the Town to make reasonable arrangements to ensure accessibility to this meeting. [28CFR 35.102-35.104 ADA Title III (/,1011dr.'APR 19 2022 FINANCE COMMITTEE MEMORANDUM 3,1 TO: Mayor and Town Council Apt prVA?;22 SUBJECT: Authorize execution of contract with DC Electric Group, Inc. for street light repair BACKGROUND The Town maintains approximately 700 street lights, primarily located in the downtown and along the Sycamore Valley Road/Camino Tassajara corridor. Due the the specialized nature of this work, the Town has historically utilized qualified contractors to perform these repairs. Maintenance activities include replacing light fixtures, photocells and fuses, emergency response to knocked down lights and their subsequent replacement, and electrical troubleshooting. The current street light repair contract is set to expire on June 30, 2022, so a Call for Bids was recently posted for a new three year contract, with two possible one year extensions. DISCUSSION In response to the Call for Bids, the Town received proposals from seven qualified companies. The lowest responsive bid, which also rated as the highest technical score, was from DC Electric Group, Inc. for an annual total of $25,350 (based on estimated quantities of services). Due to the uncertainty of what repairs may be needed from year to year, staff recommends a contingency amount of $7,650 for a total contract amount of $33,000, which would be equal to the Towri s current street light repair contract. While DC Electric Group, Inc. has not previously performed street light repairs for the Town, they have provided a variety of other electrical services and have performed very well. Sufficient funds will be appropriated in the Town's 2022/23 Operating Budget for this contract. It is recommended that the Finance Committee authorize execution of a contract for $33,000 with DC Electric Group, Inc. for street light repair. Prepared and Reviewed by: Dave Casteel Maintenance Services Director APP. V. Rva cowav,k�uAPR 19 2022 M Laka-, fA'A- FINANCE COMMITTEE MEMORANDUM TO: Mayor and Town Council April 19, 2022 SUBJECT: Authorize Increase of Contract with Dakota Press for production of the Live Locally Quarterly Newsletter BACKGROUND Since 2016 the Town has produced a Live Locally quarterly printed newsletter ("newsletter") as a means of reaching out to the community. The newsletter, which focuses on programs, projects and events and features vibrant photos, informative articles and graphics, is delivered to approximately 19,000 Danville households. DISCUSSION The Town has maintained a contract with Dakota Press for printing and dissemination of the Live Locally Quarterly Newsletter and has been extremely satisfied with the professional and quality services provided by Dakota Press. The Finance Committee authorized a contract with Dakota Press on August 17, 2021, for $32,691. The contact price for Dakota Press' printing services has increased from $32,691 to $34,691 because of a spike in the cost of paper and the cost of printing the newsletter on recycled stock beginning Spring 2022. Sufficient funds are budgeted and appropriated in the FY 2021/22 Administrative Services Community Outreach budget to cover the cost of printing and disseminating the newsletter. It is recommended that the Finance Committee approve a one-year contract not to exceed $34,691 with Dakota Press for printing and mailing services with an option to renew this contract for an additional year. Prepared by: Nicola Shihab Public Information Officer Reviewed by: 74e,(-- ��. &-�— ) Robert B. Ewing City Attorney Finance Committee Memorandum 3.2 2 April 19, 2022 F2W R ),i APR 19 2022 APR 19 2022 IDANVILLEI FINANCE COMMITTEE MEMORANDUM 3*3 TO: Mayor and Town Council April 19, 2022 SUBJECT: Authorize Mid -Year Increases of Contracts with Ankit Arora Tennis, Wee Hoop Inc., Bluebird Preschool, and Zina Kassab for Recreation Services BACKGROUND The Town offers over 100 classes each quarter in various areas such as sports, cooking, performing arts, visual arts, health and fitness, and personal development. The Town contracts with multiple instructors to provide these classes for a fee paid by participants that are split at a rate of 60 % to the instructor and 40 % to the Town. The Town's purchasing policy states the Finance Committee shall be the awarding authority for all contracts over $25,000. The Town offers these classes quarterly and continuously evaluates the number of classes offered to meet customer demand. At the beginning of fiscal year 2021/2022, the Town offered, through contracted instructors: • 15 camps and classes with Ankit Arora Tennis • 22 youth basketball classes with Wee Hoop, Inc • 28 preschool classes with Bluebird Preschool and Enrichment ` 44 camps and classes for adults, seniors, teens, and youth with Zina Kassab DISCUSSION In January of 2022, the Recreation, Arts & Community Services Department assessed current customer demand for programming provided by contract instructors and as a result, a mid -year budget increase was made to accommodate programming through June 2022. Based on current and forecasted enrollment, it is anticipated that with the additional funds added, these instructor contracts will exceed $25,000 in fiscal year 2021/22. Sufficient funds are budgeted and appropriated for this purpose. The revenue generated by these programs offsets 100% of the direct expenditures. It is recommended that the Finance Committee authorize the approval of mid -year increases to the following contracts not to exceed $35,000 for Ankit Arora Tennis, not to exceed $35,000 for Wee Hoop, Inc, not to exceed $40,000 for Bluebird Preschool, and not to exceed $31,500 for Zina Kassab for the remainder of fiscal year 2021/22. Prepared by: Jessica Wallner Recreation Superintendent Reviewed by: Henry Perezalonso Recreation, Arts & Community Services Director Finance Committee 2 April 19, 2022