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2000 DEC 19 CC PACKETct� � o�►
. , .
EL SEGUNDO CITY COUNCIL
COUNCIL CHAMBERS - 350 Main Street
The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items
Unless otherwise noted in the Agenda, the Public can only comment on City- related business that is within the lurisdiction of the
City Council and/or Items listed on the Agenda during the Public Communications portion of the Meeting Additionally, the
Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item The time limit for
comments is five (5) minutes per person
Before speaking to the City Council, please come to the podium and state Your name and residence and the organization you
represent, if desired Please respect the time limits
Members of the Public may place Items on the Agenda by submitting a Written Request to the City Clerk or City Manager's
Office at least six days prior to the City Council Meeting (by 2 00 p in the prior Tuesday) The request must include a brief
general descnption of the business to be transacted or discussed at the meeting Playing of video tapes or use of visual aids may be
permitted during meetings if they are submitted to the City Clerk two (2) working days prior to the meeting and they do not
exceed five (5) minutes in length
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact City Clerk, 524 -2305
Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, DECEMBER 19, 2000 - 5:00 P.M.
Next Resolution # 4201
Next Ordinance # 1329
5.00 PM Session
CALL TO ORDER
ROLL CALL
CLOSED SESSION:
The City Council may move into a closed session pursuant to applicable law, Including the Brown Act
(Government Code §54950, et sec) for the purposes of confemng with the City's Real Property Negotiator,
and/or confemng with the City Attorney on potential and/or existing litigation, and/or discussing matters
covered under Gov't Code §54957 (Personnel), and/or conferring with the City's Labor Negotiators as
follows
OGi
CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (Gov't Code §54956 9(a))
1 City of El Segundo v Bd of Airport Commissioners, et al, LASC Case No BC 220609
2 Hill v El Segundo, USDC No CV 98- 1463- LGB(SHX)
3 Venegas v El Segundo, LASC Case No BC207136
4 Phillips Petroleum, et al v County of Los Angeles, et al, USDC No 1938 -MRP (MANx)
5 Shell Chemical Company, et al v County of Los Angeles, et al, USDC No 1917 -GHK (RCx)
6 Jeffrey Capistran v El Segundo, LASC Case No YC 038535
CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Gov't Code §54956 9(b) -I- potential case (no further public
statement is required at this time), Initiation of litigation pursuant to Gov't Code §54956 9(c) -2- matters
DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957) —None
CONFERENCE WITH CITY'S LABOR NEGOTIATOR - (Gov't Code §54957 6) — None
CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956 8) — None
062
Cq
AGEND]
EL SEGUNDO CITY COUNCIL
COUNCIL CHAMBERS - 350 Main Street
The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items
Unless otherwise noted in the Agenda, the Public can only comment on City- related business that is within the jurisdiction of the
City Council and/or items listed on the Agenda during the Public Communications portion of the Meeting Additionally, the
Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item The time hurt for
comments is five (5) minutes per person
Before speaking to the City Council, please come to the podium and state Your name and residence and the organization you
represent, if desired Please respect the time limits
Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk or City Managers
Office at least six days prior to the City Council Meeting (by 2 00 p in the prior Tuesday) The request must include a brief
general description of the business to be transacted or discussed at the meetmg Playing of video tapes or use of visual aids may be
permitted during meetings if they are submitted to the City Clerk two (2) working days prior to the meeting and they do not
exceed five (5) minutes in length
In compliance with the Americans with Disabilities Act, iryou need special assistance to participate in this meeting, please contact City Clerk, 524 -2305
Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, DECEMBER 19, 2000 - 7:00 P.M.
7:00 PM Session
CALL TO ORDER
INVOCATION - — Rev Julie Elkins, The United Methodist Church of El Segundo
PLEDGE OF ALLEGIANCE — Mayor Pro Tem Sandra Jacobs
PRESENTATIONS
(a) Richmond Street School Choir
ROLL CALL
Next Resolution # 4201
Next Ordinance # 1329
0013
PUBLIC COMMUNICATIONS - (Related to City Business Only - 5 minute limit per person, 30
minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalfofanother, and
employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council Fadure to do so shall be a
misdemeanor and punishable by a fine of $250 While all comments are welcome, the Brown Act does not allow Council to take action on any
item not on the agenda The Council will respond to comments after Public Communications is closed
A. PROCEDURAL MOTIONS
Consideration of a motion to read all ordinances and resolutions on this Agenda by title only
Recommendation - Approval.
B. SPECIAL ORDERS OF BUSINESS -
Notice of Cancellation of previously noticed public hearing on the update to the Circulation
Element of the General Plan (Environmental Assessment No 454) No public testimony will
Recommendation — Public hearing is cancelled; staff will re- notice hearing for a time to
be determined at a later date. No Council action is necessary.
2 Resolution reciting the fact of the Special Municipal Election consolidated with the National
Presidential Election held November 7, 2000
Recommendation —
1) Discussion.
2) Read Resolution by title only.
3) Adopt Resolution.
C. UNFINISHED BUSINESS —
Update on the implementation of the Downtown Specific Plan
Recommendation — Consider the conceptual drawings and the proposed program.
D. REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS —
4 Positions on Committees, Commissions and Boards (CCBs) that will expire in the year 2001
Recommendation — Direct Staff to open the recruitment process for the positions on the
CCBs, as listed, beginning January, 2001.
Senior Housing Board's report on Park Vista's 2001 Budget
Recommendation — Approve 2001 Park Vista Senior Housing Budget.
Review development plans for Washington Park Extension
Recommendation — Approve design plan and authorize architect to commence with
plans and specifications, bid the project, and return to Council for authorization to
award bid and proceed with park construction.
0 C. 4
E. CONSENT AGENDA
All items listed are to be adopted by one motion without discussion and passed unanimously If a call for
discussion of an item is made, the item(s) will be considered individually under the next heading of business
Warrant Numbers 2514361- 2514651 on Register No. 5 in total amount of $966,560.34, and
Wire Transfers in the amount of $382,678 27
Recommendation - Approve Warrant Demand Register and Authorize staff to release.
Ratify: Payroll and Employee Benefit checks; checks released early due to contracts or
agreements; emergency disbursements and /or adjustments; and wire transfers from
11/23/00 to 12/08/00.
City Council meeting minutes of December 5, 2000
Recommendation - Approval.
9 Status Renort on the recent organizational audit of the Department of Public Works
Recommendation — Receive and File.
10 Request for proposals from landscape /park development design specialists to provide plans
and specifications for the Sycamore Park Irrigation System Replacement Project (No fiscal
Recommendation — Authorize staff to solicit design proposals.
11 Disadvantaged Business Enterprise (DBE) program for Federal fiscal year 2000 -2001 projects
utilizing Federal Highway Administration (FHWA) funds
Recommendation — Adopt program.
12 Contract Amendment No 1 to the City- Pavement Coatings Company contract no 2818 for
slurry sealing and temporary re-striping of Main Street in conjunction with the Downtown
Specific Plan Improvements (estimated amount = $56,746 92)
Recommendation — Approve Contract Amendment No. 1.
13 A resolution of the City Council of the City of El Segundo adopting a schedule of fees for
work or encroachment in the public right-of-way (no fiscal impact)
Recommendation — Adopt resolution.
14 Adoption of plans and specifications for the installation of sidewalks on the northsrde of Holly
Avenue between Maryland Street and Bungalow Drive — Specifications No PW 00 -16
(estimated cost = $20,000)
Recommendation — Adopt plans and specifications and authorize staff to advertise the
project for receipt of construction bids.
15 Adoption of plans and specifications for the installation of two banner poles on Sepulveda
Boulevard approximately 150 feet north of Holly Avenue (estimated cost $50,000)
Recommendation — Adopt plans and specifications and authorize staff to advertise the
project for receipt of construction bids.
0 G5
16 Amendment to Employment Agreement between the City of El Segundo and Mary Strenn
(Contract No 2630)
Recommendation — Adopt Amendment and authorize the Mayor to execute the
Amendment on behalf of the City.
17 Approval of a Request for Proposals from Document Imaging and Records Management
Vendors for a four -phase project
Recommendation — Authorize staff to solicit proposals from qualified vendors.
18 Authorize staff to purchase two pick -up trucks as replacements for two sedans (unit #3306
and 3307) Fiscal impact $49,000
Recommendation — Authorize staff to proceed with the purchase of two previously
approved pick -up trucks.
19 Agreement between Team One Advertising Agency and the City of El Segundo for services
related to the planning, execution and placement of advertising for the City's overall
economic development effort and for targeted businesses
Recommendation — Approve Agreement between Team One Advertising and the City of
El Segundo.
20 Retirement of police service dog Dako
Recommendation — Approve retirement of police service dog Dako and authorize sale of
Dako to his K -9 handler, Officer Garcia, for the nominal fee of one dollar ($1.00).
21 Letter to Los Angeles Air Force Base
Recommendation — Consider and approve for submittal to the Los Angeles Air Force
Base.
CALL ITEMS FROM CONSENT AGENDA
F. NEW BUSINESS —
22 Ordinance No 1320, which established storm water and urban runoff pollution prevention
controls, requires modification to meet the recently approved Standard Urban Storm Water
Mitigation Plan (SUSMP) requirements (No fiscal impact)
Recommendation —
a) Discussion
b) First Reading of Ordinance by title only;
C) Schedule second reading and adoption for January 16, 2001; and /or,
d) Other possible actionldirection.
G. REPORTS - CITY MANAGER - NONE
H. REPORTS — CITY ATTORNEY - NONE
I. REPORTS - CITY CLERK - NONE
ocs
J. REPORTS - CITY TREASURER - NONE
K. REPORTS - CITY COUNCIL MEMBERS
- Council Member McDowell - NONE
Council Member Gaines - NONE
Council Member Wernick - NONE
Mayor Pro Tem Jacobs - NONE
Mayor Gordon —
23 Request for variances from the Municipal Code
Recommendation - Approve request by Mr. S. Claus for a waiver of the permits
required for doing business within the City of El Segundo as follows:
a) Approval of a Conditional Use Permit and waiver of regulations in ESMC
Section 20.74.040;
b) The use of air rights and waiver of the Santa Monica Radial 160 R procedure
(FAA should be contacted);
c) Waiver of the ordinance on Animal Regulations (SSMC 8.02.010);
d) Waiver of the Trespass Ordinance (ESMC 9.28.010) including 8.04.110 dealing
with trespassing animals;
e) Grant a free business license for a non - profit organization (ESMC 5.04.050);
I) Waiver of the Pooper - Scooper regulations (ESMC 9.04.040);
g) Waiver of the Noise Ordinance to permit the sound of bells (ESC 9.06.0110); and
h) Waiver of ESMC 16.04.060 (Driveway Permits Required) and 10.28.110 (Parking
on Grades).
PUBLIC COMMUNICATIONS - (Related to City Business Only - 5 minute limit) Individuals who have
received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on beha[fof their employer,
must so identify themselves prior to addressing the City Council Failure to do so shall be a misdemeanor and punishable by a fine of $250
While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda The Council will respond
to comments after Public Communications is closed
MEMORIALS — Adjournment in memory of Jim Watson
CLOSED SESSION
The City Council may move into a closed session pursuant to applicable law, including the Brown Act
(Government Code Sec 54960, et seq ) for the purposes of conferring with the City's Real Property
Negotiator, and/or conferring with the City Attorney on potential and/or existing litigation, and/or discussing
matters covered under Government Code section 54957 (Personnel), and/or conferring with the City's Labor
Negotiators, as follows
Continuation of matters listed on the City Council Agenda for 5 00 p in , December 19, 2000 under "Closed
Session" (if needed)
(;C;7
REPORT OF ACTION TAKEN IN CLOSED SESSION (1f required)
ADJOURNMENT
POSTED
DATE /a)/ q1oo
TIME
NAME
121900ag
0 i 8
EL SEGUNDO CITY COUNCIL MEETING DATE December 19, 2000
AGENDA ITEM STATEMENT AGENDA HEADING New Business
AGENDA DESCRIPTION
California Space Technology Alliance, California Space Infrastructure Program
Grant Application
RECOMMENDED COUNCIL ACTION
Approve filing of grant application
BACKGROUND & DISCUSSION
The City of El Segundo, at the request of the Los Angeles Air Force Base (Base),
has been asked to file an application with the California Space Technology
Alliance (CSTA) for $14 million in grant funds The funds would be used to assist
the Base with the construction of a parking structure and new communications
infrastructure Improvements funded through this grant would be made at Area B
only. that area of the Base north of El Seaundo Boulevard
ATTACHED SUPPORTING DOCUMENTS
CSTA Space Infrastructure Program Questionnaires
FISCAL IMPACT Some minor cost would be incurred in the administration of the grant
Operating Budget
Amount Requested
Account Number
Project Phase
Appropriation required
ORIGINATED, r AV,Z' �/� - r' DATE
Sandra ad* con mic a lbpmenf Mgr December 19, 2000
Jam Ha sen, Director, Dept of Community, Economic and Development
Se ices
12/19/00 3 42 PM
Please provide any other information not asked above that you feel would be relevant to this space -related project
Questionnaire Contact Information
Questionnaires maybe completed on line via the CSTA website at www csta net Click on "CSIP Questionnaire"
Completed questionnaires can also be sent to Booz Allen & Hamilton through mail or fax
Booz•Allen & Hamilton Inc.
Attention Joyce Dutcher, Ph D
1615 Murray Canyon Road, Suite 220
San Diego, California 92106
Phone (619) 725 -6894
Fax (619) 725 -6503
E -mail dutcherjoyce @bah corn
Remember, please submit all quesaonnaires by: Friday, March 24,20W.
What is CSIP?
The California Space Infrastructure Program (CSIP) is a two year, Federally funded effort, performed jointly by
California Space Technology Alliance (CSTA) and Booz-Allen & Hamilton (BA &H), working closely with government,
industry, and community eatites throughout California, as well as with Federal and other civil elements Key CSIP
objectives include
• Evaluate existing baseline
• Compare and design opportunities
• Identify improvements and costs
• Determine best options and strategy
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How can you engage?
CSIP wants the best ideas and concepts from California stakeholders, and is providing multiple avenues for involvement
Please visit the CSTA website at hWkWww.csta.net and click on "CSIP Project" for more information Points of contact
for additional questions
Victoria Conner Peter Gaskin
Program Director CSIP Stakeholder Analysis
California Space and Technology Alliance Booz•Allen & Hamilton, Inc
(805) 349 -2633 <vigona@csta net> (619) 725 -6834
CSrA
CALIFORNIA SPACE AND
TECHNOLOGY ALLIANCE
THE CALIFORNIA SPACEPORT AUTHORITY
Dear California Space Stakeholder,
We are requesting your participation in a space mfrastructure study to assist the Department of Defense in determining
how best to capitalize on Calaforma -based Federal Infrastructure to enhance national security and support national space
objectives. Congress has appropriated $8 5 million for a two -year study of space Infrastructure within California Thus
study, the California Space Infrastructure Program (CSIP), is being managed by CSTAlfhe California Spaceport
Authority, with support from Booz•Allen and Hamilton As a stakeholder In Cahforma's space Industry, your input Is
critical to the success of the program We encourage you to use this form, or use the electronic form at www csta.net, to
submit your Idea for a space infrastructure project in California Space Infrastructure, as defined for CSIP, includes space
systems development, launch and logistical operations elements, manufacturing and services, workforce training and
education, science and technology, research, community enhancement programs, State and Federal space- related
pollcyflegrslativelreguhatory activities, and California space infrastructure as part of overall U S space capabilities and
global competitiveness. More details about CSIP are provided on page four of this form We look forward to receiving
your input to this vitally important study of California space infrastructure
Sincerely yours,
I ne ttonoraote Anarea Jeastrand
Executive Director
CSTAICahforma Spaceport Authority
QUESTIONNAM INSTRUCTIONS
Please complete the following information regarding your proposed space - related infrastructure project Use a separate form
for each project you propose Although all questions may not be applicable to your project and you are not required to
complete every item, please provide as much detail as possible to facilttate our evaluation of your proposed project
The information that you provide in this questionnaire will be collected by Booz•Allen /& Hamilton and will be entered Into a
CSIP database that will be used to advance space - related projects in California
to this questionnaire are due Friday, March 24, 2000,
PROPOSING ORGANIZATION
OrMization Name
Dmsron Name
Organization Address
"I
'P
Phone Namber
Fax Number:
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PROJECT CONTACT INFORMATION
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Project Name: Communications Modernization Support for the Systems Acquisition Management and Support (SAMS)
Complex
Ptease describe the space-relawd
The mission of the Space and Missile Systems Center is to deliver unrivaled
project, including the primary
milestones, and a
space, missile, and information capabilities and systems to the joint warfighter,
�tiPti
description of die
and our nation The Air Force is considering innovative business practices as a means
required for completion
of upgrading/replacing facilities at the El Segundo location of Los Angles Air Force
Base ( LAAFB), CA The Air Force is pursuing a project that will convey land at LA
AFB to a real estate developer for use in creating new, private real estate developments
in exchange for the construction of new facilities Enabling language for the project
was signed into law on 30 October 2000 as part of the Fiscal Year 2001 Defense
Authorization Act
Acquisition of modem facilities, without state of the art data and telecommunications
capability, will be of We utility to the SMC mission at LAAFB The existing
telephone switch and communications infrastructure is 13 years old and is totally
madequate to meet the increasing demands and proposed requirements of the center A
new Main Point of Presence, for acceptance of commercial services (Pac Bell), will be
required The current infrastructure composed of copper and fiber optic cable must be
upgraded to allow the transportation of services and to provide 21" Century
capabilities to the SAMS Complex, adjoining Center facilities, and Systems Program
Offices (SPO) associates residmg in the Aerospace complexes
The goal for the SAMS Complex is to start construction in FY 2002, complete
the first phase of the project in 2003, and the entire project in 2005 Therefore
the communications infrastructure must be put in place in the 2002 timeframe
What is the desired completion
2002
date of the project?
What length of time will d take to
Six to twelve months
develop or construct the project?
What is the aimcipated length of
20+ years
use (life expectancy) of this space.
reiated project?
Where will the project be located?
Los Angeles Air Force Base, El Segundo, CA
provide anv other information not asked above tnat you feel would be relevant to this space - related project
Questionnaire Contact Information
Questionnaires maybe completed on tine via the CSTA webstte at www csta net Click on "CSIP Questionnaire"
Completed questionnaires can also be sent to Booz Allen & Hamilton through mail or fax
Booz Allen & Hamilton Inc,
Attention Joyce Dutcher, Ph D
1615 Murray Canyon Road, Suite 220
San Diego, California 92106
Phone (619)7 ^_5 -6894
Fax (619) 725 -6503
E -mail dutcher -joyce @bah.com
Remember, please submit all questionnaires by Friday, March 24, 2000.
What is CSIP?
The California Space Infrastructure Program (CSIP) is a two year, Federally funded effort, performed jointly by
California Space Technology Alliance (CSTA) and Booz Allen & Hamilton (BA &H), working closely with government,
industry, and community entities throughout California, as well as with Federal and other civil elements Key CSIP
objectives include
• Evaluate existing baseline
Peter Gaskin
• Compare and design opportunities
• Identify improvements and costs
California Space and Technology Alliance
• Determine best options and strategy
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How can you engage?
CSIP wants the best ideas and concepts from California stakeholders, and is providing multiple avenues for involvement
Please visit the CSTA webstte at htto Hwww csta net and click on "CSIP Project" for more information Points of contact
for additional questions
Victoria Conner
Peter Gaskin
Program Director
CSIP Stakeholder Analysts
California Space and Technology Alliance
Booz Allen & Hamilton, Inc
(805) 349 -2633 <victoria @csta nern
(619) 725 -6834
Who will manage or coordinate the
The City of El Segundo with the cooperation of Los Angeles Air Force Base, El Segundo, CA
project?
Who will sponsor the project and
The City of El Segundo with the cooperation of Los Angeles Air Force Base, El Segundo, CA
provide oversmght?
Is the project part of an established
The Systems Acquisition Management and Support (SAMS) Complex project will provide the
or potential program? if yes,
research and development office complex for the execution of the Space and Missile Systems
please provide the name and a
Center (Air Force Materiel Command) mission The research, development and acquisition
description of the program
function of this organization has been ongoing in this area since 1954
Does this project involve
The Air Force, the State of Cahforma, the California Space and Technology Alliance, and the
partnerships with other
selected developet(s)
organizations or entities? If so,
please list them
Are there other stakeholders who
This is in support of a project that will greatly benefit the local and state economy Tbe city,
will have an interest in or benefit
county and state are key stakeholders and will benefit greatly from increased commercial/retad
from this space- related project? If
use of former federal property added to the property tax roles The benefits will accrue from
so, please list the relevant
the 43 acres in El Segundo and 13 acres in Hawthorne that will be subject to development and
organizations or individuals.
will yield property tax, occupancy taxes, and sales taxes generated by new uses The project
will also generate from 300 -1000 jobs
—11-4
What is the estimated cost of the
million for the communication portion of the project The total cost of the project for
project?
construction of federal facilities is approximately $130 milhon. The total cost of new
construction generated for the developed areas is estimated to be approximately $140 million
What are the anticipated benefits of
The wmmumcations infrastructure proposed for modenuzimon is in direct support of the SMC
the project? How would it enhance
mission SMC has an annual operating budget of more than $5 5 billion and employs 1,535
national seem* and/or bolster the
military members, 989 civilians and 900 contractors worldwide It manages more than $56
competitiveness of Califoinra in
billion in contracts that when executed provide the backbone of the nation's military
the space sector?
communication, navigation, meteorological and surveillance enhancements for the fighting
forces Cluef among satellite systems managed by the center is the internationally known
NAVSTAR Global Positioning System This system provides highly accurate three_
dimensional position, velocity and time to a wide variety of U S and allied field forces as well
as navigation data to civil and commercial users worldwide
Other major programs and significant functions include
MI SATCOM
A space-based communications system supporting global, joint service military operations
Airborne Laser
A flexible airborne, high energy laser system with the capability to acquire, track, and destroy
theater ballistic missiles during their powered boost phase of flight.
Space Based Infrared System
An affordable mission capability that meets the nation's needs for infrared space surveillance
Test and Evaluation
A central focal point for space and missile developmental testing and space flight for military
expenmental/prototype payloads on orbital/ sub- orbnal/near space launch systems
Evolved Expendable Launch Vehicle
A national launch capability to reduce the cost of space launch by at least 25 percent
Launch Proerams (Titan. Atlas. Delta)
WSo will manage or coordinate the
Space and Missile Systems Center
project9
I
Who will sponsor the project and
Space and Systems Center
provide oversitt tC
Is the project part of an established
The Svstems Acquisition Management and Support (SAMS) Complex parking garage will
or potential program9 If yes,
provide the narking fe- the personnel of the Space and Missile Systems Center and Los Angeles
please provide he name and a
Air Ft �e Ease Tnts project will pro. i. e supoort to the people who do the research and
description of the program
development for the execution of the S.iace and Missile Systems Center (Air Force Materiel
Command) mission The research, development and acquisition function of t'iis organization
has been ongoing in this area since 1954
Does this project involve
The Air Force , the City of El Segundo, the State of California, the California Space and
partnerships with other
Technology 41liance, and the selected developer(s)
organizations or enuties9 If so,
please list them
Are there other stakeholders who
This is in support of a project that will greatly benefit the local and state economy The city,
will have an interest in or benefit
county and state are kev stakeholders and will benefit greatly from increased commercial/retail
from this space - related project9 L
use of former federal property added to the property tax roles The bene ?its will accrue from
so, please list the relevant
the 43 acres in El Segundo and 13 acres in Hawthorne that will be subject to development and
organizations or individuals
will yield property tax occupancy taxes, and sales taxes generated by new uses The project
will also generate from 3C0 -1000 jobs
W hat is the estimated cost of the S8 6 million for the parking structure for the project The total cost of the project for
project9 construction of federal facilities is approximateiy $130 million The total cost of new
construction generated for the developed areas is estimated to be approximately $140 million
What are the anticipated benefits of
The parking infrastructure proposed for this project is in direct support of the SMC mission
the project9 How would it enhance
SMC has an annual operating budget of more than $5 5 billion and employs 1,535 military
national security and/or bolster the
members, 989 civilians and 900 contractors worldwide It manages more than $56 billion in
competitiveness of California in
contracts that w hen executed provide the backbone of the nation's military communication,
the space sector9
navigation, meteorological and surveillance enhancements for the fighting forces Chief among
satellite systems managed by the center is the internationally known NAVSTAR Global
Positioning System This system provides highly accurate three - dimensional position, velocity
and time to a wide variety of U S and allied field forces as well as navigation data to civil and
commercial users worldwide
Other major programs and significant functions include
MILSATCOM
A space -based communications system supporting global, jomt service military operations
Airborne Laser
A flexible airborne, high energy laser system with the capability to acquire, track, and destroy
theater ballistic missiles during their powered boost phase of flight
Space Based Infrared Svstem
an arfordable mission capability that meets the nation's needs for mtrared space surveillance
Test and Ei aluahon
A central local point fnr space and missile developmental testing and space flight for military
experimertaUprototvpe payloads on orbitalfsub- crbitaUnear space Lunch systems
Eiolved ' xpendable Launch Vehicle
A rational launch canabdm ,o reduce the cost of space launch by at least 25 percent
Assure affordable access to space for our nation's medium and heavy ituhtary and national
payloads
Defense Metroroloeical Satellite Proeram
Supplies global visible and uifiared cloud cover, and other specialized meteorological,
oceanographic and solar /geophysical data to rmlitary operational commands and lugh priority
programs
Satellite and Launch Control System
Provides launch control for space lift vehicles, tracking, telemetry and commanding for on -orbit
satellites and test support for ballistic missiles and space experiments
Defense Support Proeram
Ensures earliest detection and warning of missile and space launches to National Command
Authorities and operational commands Has been the cornerstone of early warning for more
than 25 years
Space Based Laser Proaram
Demonstrates the capability of lethally intercepting a ballistic missile in its boost phase
Discoverer II
A joint study researching affordable space -based radar that will revolutionize reconnaissance,
surveillance and precise geographical location to the warfighter
SMC Contracts Manaeement
Provides advice and contract management to the space community for the timely execution of
needed actions to acquire superior weapon systems
SMC Developmental Plannin¢
Constrictively influences decisions affecting future systems for the control and exploitation of
air and space
SMC Systems Acauisitions
Provides quality acquisition products, processes, tools and expertise to acquire and sustain
integrated and affordable systems for the control and exploitation of air and space
Do you anticipate any regulatory,
None
environmental or legal issues
potentially impacting this prohect7
Please list-
CSrA
CALIFORNIA SPACE AND
TECHNOLOGY ALLIANCE
T rE CALIFORNIA SPACEPORT nUTHORITY
Dear California Space Stakeholder,
We are requesting your participation in a space Infrastructure study to assist the Department of Defense in detemunm=
how best to capitalize or California -based Federal infrastructure to enhance national security and support national space
objectives Congress has appropriated S8 5 trullion for a two -year study of space infrastructure within California This
study, the California Space Infrastructure Program (CSIP), is being manage,i by CSTA/The California Spaceport
Authority, with support from Booz Allen and Hamilton As a stakeholder in California's space industry, your input is
critical to the success of the program We encourage you to use this form, or use the electronic form at www csta net, to
submit your idea for a space infrastructure project in California Space infrastructure, as defined for CSIP, includes space
systems development, launch and logistical operations elements, manufacturing and services, workforce training and
education, science and technology, research, community enhancement programs, State and Federal space - related
policN /legislativelregulatory activates, and California space infrastructure as part of overall U S space capabilities and
global competitiveness More details about CSIP are provided on page four of this form We look forward to receiving
your input to this vitally important study of California space infrastructure
Sincerely yours,
i ne monoraoie Andrea �)eastrand
Executive Director
CSTA/Califomia Spaceport Authority
CALIFORNIA SPACE INFRASTRUCTURE PROGRAM
QUESTIONNAIRE INSTRUCTIONS
Please complete the following information regarding your proposed space - related infrastructure project Use a separate form
for each project you propose, Although all questions may not be applicable to your project and you are not required to
complete every item, please provide as much detail as possible to factlitate our evaluation of your proposed project.
The information that you provide in this questionnaire will be collected by Booz Allen & Hamilton and will be entered into a
CSIP database that will be used to advance space - related projects in California
I Response, to this questionnaire are due Frid,ty. March 24. 2000.
PROPORING ORGANUATrr1N
Organization Name
Air Force Space and Missile Systems Center
Division Name
Plans and Programs Directorate SMCUYP
Organization Address
°°" A ""
2430 Ew EI S,�d. Blvd Sws 3001
a,
Los Angeles AFB
CA 90245.5500
Phone Number
( 310 � 363 -2461
I'a� Number
( 310) 363 -1266
(lraa n,va�ir.., WnF.c,tn /T rRT I
EL SEGUNDO CITY COUNCIL MEETING DATE: December 19, 2000
AGENDA ITEM STATEMENT AGENDA HEADING. Special Orders of
Business- Public Hearing
AGENDA DESCRIPTION
Notice of Cancellation of previously noticed public hearing on the update to the
Circulation Element of the General Plan (Environmental Assessment No 454)
No public testimony will be taken
RECOMMENDED COUNCIL ACTION
Public hearing is cancelled, staff will re- notice hearing for a time to be determined
at a later date No Council action is necessary
BACKGROUND & DISCUSSION
A public hearing was scheduled and noticed for December 19, 2000, for review
of the Circulation Element of the General Plan On November 21, 2000, the City
Council held a special public hearing and voted to extend the public review
period on the Environmental Impact Report (EIR) for the Circulation Element until
February 28, 2001 The Council also voted to establish a Council Task Force to
work with residents and businesses to review issues of concern in the proposed
Circulation Element As result of these actions, staff placed a notice in the El
Segundo Herald canceling this public hearing and extending the comment period
for the EIR A public hearing will be held after the end of the extended public
review period
ATTACHED SUPPORTING DOCUMENTS
None
Amount Requested:
N/A
Account Number-
N/A
Project Phase:
N/A
Appropriation required:
N/A
ORIGINATED. DATE:
Z1
Y �r
Japn"es /M Hansen, Director of Community, Economic and Development Services
i
REVIEWED BY DATE:
/2J 1� �
�`soa
Ma Stre eityanager
1009 1
EL SEGUNDO CITY COUNCIL MEETING DATE. December 19, 2000
AGENDA ITEM STATEMENT AGENDA HEADING Special Order of Business
AGENDA DESCRIPTION:
Resolution reciting the fact of the Special Municipal Election consolidated with
the National Presidential Election held November 7, 2000
RECOMMENDED COUNCIL ACTION
Discussion
Read Resolution by title only
Adopt Resolution
BACKGROUND & DISCUSSION
At the July 18, 2000 meeting Council gave notice of a Special Municipal Election
to be held in consolidation with the National Presidential Election for the purpose
of the submission to the voters a Special Tax on Parking Lot Business to provide
revenues for the City's Police and Fire Departments and for public Road
Improvements A total of 6,879 ballots voted on Measure D in the City, 4394
ballots (63 88 %) in favor of the tax and 2,485 ballots (36 12 %) opposed to the
tax As a result of the election, a majority of two - thirds (2/3) of the voters voting
on the measure relating to the tax did not vote in favor, the measure was not
carried, and shall not be deemed adopted and ratified
ATTACHED SUPPORTING DOCUMENTS
Resolution reciting the fact of the Special Municipal Election
Canvass Election results provided by the Registrar- Recorder /County Clerk
IMPACT None at this time
Operating Budget
Amount Requested
Account Number,
Project Phase-
Appropriation required
b
DATE: J
DATE.
0
2
Gi0
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
EL SEGUNDO, CALIFORNIA, RECITING THE FACT OF
THE SPECIAL MUNICIPAL ELECTION HELD ON
NOVEMBER 7, 2000, DECLARING THE RESULT AND SUCH
OTHER MATTERS AS PROVIDED BY LAW.
WHEREAS, a Special Municipal Election was held and conducted in the City of El
Segundo, California, on Tuesday, November 7, 2000, as required by law, and
WHEREAS, notice of the election was given in time, form and manner as provided by
law, that voting precincts were properly established, that election officers were appointed and
that in all respects the election was held and conducted and the votes were cast, received and
canvassed and the returns made and declared in time, form and manner as required by the
provisions of the Election Code of the State of California for the holding of elections in general
law cities, and
WHEREAS, pursuant to Resolution No 4169 adopted July 18, 2000, the County Election
Department canvassed the returns of the election and has certified the results to this City Council,
the results are received, attached and made a part hereof "Exhibit A "
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF EL SEGUNDO,
CALIFORNIA, DOES RESOLVE, DECLARE, DETERMINE AND ORDER AS FOLLOWS
SECTION 1 That the whole number of ballots cast in the precincts except absent voter
ballots and provisional ballots was 6237
That the number of absent voter and provisional ballots cast in the City was 1541, making
a total of 7778 ballots cast in the City
SECTION 2 That the measure voted upon at the election is as follows )
"Shall an Ordinance be adopted that replaces the YES
current business license fee of $9 per year on shuttle 4394
service parking stalls with a special 10% tax on gross
receipts on all parking, except employee parking,
retail, hotel, restaurant, theater and validated NO
parking for purposes of providing revenues for 2485
police and fire services and public road
improvements "
Resolution No
Results Oil
SECTION 3 That as a result of the electron, a majority of two-thirds (2/3) of the
voters voting on the measure relating to Parking Lot Tax did not vote in favor of it, and that the
measure was not carried, and shall not be deemed adopted and ratified
SECTION 4 The City Clerk shall enter on the records of the City Council of the City, a
statement of the result of the electron, showing the whole number of ballots cast in the City,
and the number of votes given for and against
SECTION 5 That the City Clerk shall certify to the passage and adoption of this
resolution and enter it into the book of original resolutions
PASSED, APPROVED AND ADOPTED THIS 19th DAY OF DECEMBER 2000
Mike Gordon, Mayor
City of El Segundo, Cahforma
ATTEST
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS
CITY OF EL SEGUNDO 1
I, Cindy Mortesen, City Clerk of the City of El Segundo, California, do hereby certify that the
whole number of members of the City Council of said City is five, that the foregoing Resolution
No was duly passed and adopted by said City Council, approved and signed by the Mayor,
and attested to by the City Clerk, all at a regular meeting of said Council held on the 19th day of
December, 2000, and the same was so passed and adopted by the following vote
AYES
NOES. None
ABSENT None
ABSTAIN None
Cindy Mortesen, City Clerk
APPROVED AS TO FORM
-1Z 4_
ark D HtlZey, Crt Attorney
2
Resolution No
Results
012
EXHIBIT A
RESOLUTION NO
C13
Registration Ballots Cast
YES
NO
Precinct to
826
459
244
169
AV/VBM
119
66
40
Precinct 2A
860
507
285
168
AV/VBM
147
104
30
Precinct 3A
960
555
362
141
AVNBM
149
106
32
Precinct 4B
950
537
278
177
AV/VBM
139
76
46
Precinct 6A
737
470
283
137
AV/VBM
110
72
31
Precinct 7A
901
518
272
185
AVNBM
139
86
42
Precinct 9A
1043
593
346
177
AV/VBM
143
92
34
Precinct 12A
984
548
251
214
AV/VBM
115
68
33
Precinct 17A
1027
578
314
208
AVNBM
170
104
46
Precinct 18A
910
491
246
166
AV/VBM
101
59
30
Precinct 20A
682
437
267
126
AV/VBM
116
72
28
Precinct 30A
918
544
289
199
AV/VBM
93
55
26
Precinct Total
10798
6237
3437
2067
AV Totals
1541
957
418
Total Vote
10798
7778
4394
2485
Precenta a of total votes cast for Measure D
6388%
3612%
C13
I, CONNY B McCORMACK, Registrar- Recorder /County Clerk
of the County of Los Angeles, State of California, do hereby
certify that the attached is a true and correct Canvass of the
Votes Cast for MEASURE D at the EL SEGUNDO CITY SPECIAL MUNICIPAL
ELECTION consolidated with the GENERAL ELECTION held on
November 7, 2000.
I further certify that the total ballots cast is as
follows.
PRECINCT
BALLOTS CAST
6,237
ABSENTEE
BALLOTS CAST
1,541
,TOTAL
BALLOTS CAST
7,778
I further certify that the total votes cast is as
follows
PRECINCT
ABSENTEE
TOTAL
MEASURE D VOTE
VOTE
VOTE
YES 3,437
957
4,394
NO 2,067
418
2,485
IN WITNESS WHEREOF, I have hereunto set my hand and
affixed my seal this 1st day of December, 2000.
C �J��Q
CONNY McCORMACK
Registrar- Recorder /County Clerk
County of Los Angeles
C 1
EL SEGUNDO CITY COUNCIL MEETING DATE: December 19, 2000
AGENDA ITEM STATEMENT AGENDA HEADING Unfinished Business
AGENDA DESCRIPTION: Update on the Implementation of the Downtown
Specific Plan
RECOMMENDED COUNCIL ACTION
Consider the conceptual drawings and the proposed program
BACKGROUND & DISCUSSION
On August 1, 2000, the City Council approved the Downtown Specific Plan which
included street reconfiguration and improvements in the 300 -500 blocks of Main
St Staff has prepared the following to implement the Specific Plan
• Conceptual drawings (to be on display)
• Brochure discussing the changes to downtown
• Public information program
Phase one of a traffic study was completed on Main St and the adjacent streets
in October and November to assess the current traffic patterns Main St will be
temporarily slurry sealed and painted In the new configuration In January, The
second phase study is planned for February Staff will update the Council in
March on the results of the traffic study and further progress on Implementing the
Plan
ATTACHED SUPPORTING DOCUMENTS
Draft brochure
110-4
Operating Budget NA
Amount Requested NA
Account Number NA
Project Phase NA
ORIGINATED DATE
Planning Manager
� Z / /Z /c 2—
Hansen, Director of Community, Economic and Development Services
*111K9
015
Making the Downtown Vision a Reality
El Segundo residents and business owners, who were members of the City's Downtown
Task Force, spent 2 '/z years discussing improvements to the Downtown and developing a
Plan for its revitalization The purpose of the Plan is to make the Downtown a place
where more El Segundo residents will come to shop, dine and enjoy the amenities In
order to ensure public participation, Task Force meetings were open to the public The
Planning Commission held three public hearings to solicit citizens' input and the City
Council held a public hearing before adopting the Plan Adoption occurred on August 1,
2000 and funds for the improvements were included in the 2000 -01 City budget Now
the Plan's vision is about to become a reality
What does the Plan include.?
• The Plan includes the 300 -500 blocks of Main Street.
• Twinkling white lights will be placed in the trees
• Nev, streetlights will be installed with hanging baskets for plants and flowers
• Sidewalks will be widened to allow sidewalk dining and outdoor displays
• Planters will be installed to provide colorful flowering plants
• New benches and sitting areas will be provided
• Crosswalks will be clearly distinguished by alternative or contrasting paving
What will Downtown look like?
(Pictures to be available 12119100)
The drawings above are an artist's concept of the Downtown once constructed The
design will change once a designer and engineer are hired to prepare plans Full size
conceptual drawings can be viewed at City Hall, the Library, Joslyn Center and at the
Farmers' Market
0 1 G
How and when will the Plan become a reality?
• As a first step, temporary new striping along Main Street will be installed so that
traffic patterns can be studied
• This temporary striping will be in place for 2 months beginning January 21, 2001
and ending March 25, 2001 During that time, traffic patterns will be studied so
that their impact can be taken into account in the final design of improvements
• The temporary striping will be removed shortly after March 25, 2001 and the
original striping put back in place until the installation of improvements begins
• Design and engineering studies will be completed so that plans can be prepared
for use by the contractors who will install the permanent improvements
• No date has been established for the start of construction, but once construction
does begin, the work will be completed approximately eight months later
Will I be able to use Main Street while the work is underway?
Yes However, access will be limited and partial street closures maybe in place in an
effort to protect public safety during construction
Will I have access to businesses white improvements are being installed?
During construction, limited access will be provided to businesses' Main Street
entrances
What will be done to assist the merchants after the improvements are installed?
One of the goals of the Plan is to bring more business to Downtown merchants by
encouraging more local residents to shop there Toward that end, the City Council has
set aside funds that may be used for a Downtown marketing campaign
Will there will less parking when the Plan is in place?
No There will be no loss of parking spaces
What about emergency vehicles? Will they be delayed?
No The construction contractor will be required to provide access for all emergency
vehicles at all times
Will alternate routes be marked?
Yes If a traffic detour is needed, detour routes will be identified
Will there be noise while the work is underway?
There will be construction related noise within the noise guidelines established by the
City Municipal Code
Will this Plan mean that lots of people will come to the Downtown?
It is anticipated that the newly refurbished Downtown will encourage more local
residents to shop Downtown It is not expected that the improvements will attract an
appreciable number of people from outside of the City
O3
TO THE EL SEGUNDO CITY COUNCIL MEETING: December 19, 2000
AGENDA ITEM STATEMENT AGENDA HEADING: Committees, Commission & Boards
AGENDA DESCRIPTION Positions on Committees, Commissions and Boards (CCBs) that will
expire in the year 2001
RECOMMENDED COUNCIL ACTION. Direct Staff to open the recruitment process for the
positions on the CCBs, as listed, beginning January, 2001
BACKGROUND & DISCUSSION Attached is a listing of the upcoming CCB positions that will
expire automatically in the year 2001 as well as the Background Information on all CCBs
Please note that there is a carry over of 2 positions that were not filled in the year 2000
This information is posted at the beginning of each year at City Hall and the El Segundo
Public Library, on Community Cable and advertised in the El Segundo Herald This
information is also made available to the public at the El Segundo Chamber of Commerce
office, the Joslyn Center and Clubhouse
Application Forms, the anticipated vacancies in the year 2001 and the CCB Background
Information List can be found on the City's website at www.elsegundo.org
To apply to any CCB, potential candidates should contact City Hall at #524 -2302, for an
application The deadline for filing applications is 48 hours prior to the posted interview date
Interviews of candidates are set by the City Council when a sufficient number of candidates
have applied to a position
Applications can be picked up from the Administrative Offices at City Hall, the Library, the
Chamber of Commerce, Joslyn Center, George E Gordon Clubhouse, the City's website or,
upon request, will be mailed to interested persons
ATTACHED SUPPORTING DOCUMENTS CCB Background Information, and Listing of the year
2001 Vacancies
FISCAL IMPACT N/A
ORIGINATOR Julia Abreu- Mason, Executive Assistant Date. December 6, 2000
REVIEWED BY. Mary Strenn, City Manager Date December 6, 2000
i
0
El
U18
Yr -W1
CITY OF EL SEGUNDO
COMMISSIONS, COMMITTEES, AND BOARDS
Vacancies for Year 2001
TO APPLY, CONTACT CITY HALL ADMINISTRATION, #310/524 -2302
MAY
RECREATION & PARKS COMMISSION: (4 Yr Term — No Term Limit - All Residents)
J Thomas Killmger (apptd 911198 to unexpired term) 05/30/01
Debbie Bundy (reapptd 6/97 to 2nd term) 05/30/01
JUNE
LIBRARY BOARD OF TRUSTEES- (3Yr Term — Max 2 Term Limit - All Residents)
Thomas G Coonan (reapptd 6198 to 2n° term) 06/30/01
Jane Conley (apptd 7/00 to unexpired term) 06/30/01
PLANNING COMMISSION (4 Yr Term — No Term Limitation) (Al Residents)
Brian Crowley (reapptd to 2ntl term 6197) 06/30/01
SENIOR CITIZEN HOUSING CORPORATION BOARD (4 Yr Term — No Term Limit - All Residents)
Carol Lynn Wingate (apptd 6198 to unexpired term) 06/30/01
Edna Freeman (reappted 9197 to 3rd term) 06/30/01
AUGUST
INVESTMENT ADVISORY COMMITTEE (4 Yr Term — No Term Limit — 1 Non - Resident OK)
Bill Bue ( apptd to unexpired term) 08/30/01
OCTOBER
EL SEGUNDO COMMUNITY CABLE ADVISORY COMMITTEE (4 Yr Term — No Term Limit - All
Residents)
Nancy Pfeifer (apptd 1196 to 1$'term) 10/31/01
Joseph Pmchuk (apptd 1/98 to 1s'term) 10/31/01
'Don Brann (resigned 1/00) 12/30/00
NOVEMBER
CAPITAL IMPROVEMENT PROGRAM ADVISORY COMMITTEE: (4 Yr Term — No Term Limit — 2
Business /3 Residents)
'John T Van Hook (apptd 619198 to unexpired term) ® 11/30/00
A.J Paz (reapptd 1/98 to 2nd term) 11/30/01
LAX MASTER PLAN ADVISORY COMMISSION (1 Yr Term — No Term Limit — Residents)
'Mike Wyant(resigned 5100) 12/30/00
POSTED December 20, 2000
By
AO= resident representative
(') Carry Over
61:1
BACKGROUND INFORMATION ON COMMITTEESICOMMISSIONSBOARDS
Capital Improvement Project Advisory Committee: (Public Works) is a 5- member committee,
composed of 3 residents and 2 local Business representatives (no residency requirements for
business reps) Members serve without compensation, for 4 -year terms, without term limits The
Director of Finance and the Director of Public Works provide staff support to the committee The
committee assists in the development of the 5 -year Capital Improvement Program ( "CIP ") Each
year staff proposes CIP projects for a 5 -year period The committee reviews these projects and
makes recommendations to the City Council for funding consideration in conjunction with the City s
annual budget process In addition to the projects proposed by staff, the committee holds a
community workshop each year to receive project requests from the general public The committee
meets on a weekly basis during the months of March, April and May, with the goal of finalizing its
recommendations to the City Council in June
Communit-, Cable Advisory Committee: (Recreation & Parks) was restructured in July 1994 It
is a 5- member committee, composed of residents, who serve without compensation, for4- yearterms,
without term limits The committee acts in an advisory capacity to the Community Cable Manager
and the City Council regarding the policies and procedures surrounding governmental, educational,
local origination, and community programming for channels 3 and 22 in the City of El Segundo The
Committee meets on the I` Wednesday of every month, at 7 00 p m , in the Cable Studio at El
Segundo High School
Economic Development Advisory Council: (Community, Economic and Development Services)
is a spin -off of the City/Chamber of Commerce Business Retention & Attraction Task Force,
originally established in 1990/91 The Committee was restructured in June 1994 by the City Council
to implement the City's Economic Development Strategic Plan The committee meets on an "as
needed" basis It is a 9- member committee, whose members represent a cross - section of the
community, and includes both residents and non - residents The committee positions have no term
expiration, and members serve without compensation The committee's primary responsibility is to
provide support and direction to staff, and to advise the City Council on business retention and
attraction and implementation of the City's Economic Development Program
Investment Advisory Committee: (Treasurer /Finance) was established by Resolution #3764
dated June 2, 1992 This is a 4- member committee, two are automatic appointments — (City
Treasurer and Director of Finance), the other two members (one of whom must be a resident of El
Segundo) serve without compensation, for 4 -year terms, without term limits The committee advises
the City Treasurer and City Council on matters pertaining to the investment of the City's idle funds
The committee meets on the 3rd Tuesday of every quarter
Library Board of Trustees: (Library) was established by City Council Resolution #3665 on
December 4, 1990, pursuant to Education Code Section 18910 et seq Its 5- members must be 1 -year,
or more, residents of El Segundo, who serve without compensation Trustees serve for 3 -year terms
and may not serve for more than 2 consecutive terms The board acts in an advisory capacity to the
City Council in all matters pertaining to the Library and cooperates with other governmental agencies
and civic groups in the advancement of sound planning and programming The board considers,
jam w ccb?OOIUZ 00 revised Bkerd Info
G 2 0
reviews, edits, and issues policy recommendations on library service, recommends the adoption of
standards pertaining to library services and programs and makes recommendations for the provision
of adequate library services consistent with community needs The board may administer any trust
declared or created for the Library and approves the Library's Annual Report to the State Librarian
The board meets on the 2nd Tuesday of each month at 7 00 p m , in the Library's Matsui International
Meeting Room
Planning Commission: (Community, Economic and Development Services) was established
pursuant to the Planning Laws of the State of Califorma (Sec 65100-65106) on August 20, 1946 by
City Ordinance #300 The commission is compnsed of 5- members who serve with minimal
compensation, for 4 -year terms, without term limits The commmssion makes recommendations to the
City Council on the adoption or amendment of the City's General Plan, performs duties with respect
to land subdivision, planning and zoning as prescribed by City and State law, advises the City
Council on those matters falling within its charged responsibilities in a manner reflecting concern for
the overall development and environment of the City as a setting for human activities The
Commission meets on the 2 "d and 4`h Thursday of each month, at 7 00 p m, in City Hall Council
Chambers
Recreation & Parks Commission: (Recreation & Parks) was established on March 23, 1938 by
Resolution #448 It is comprised of 5- members, who must be residents of El Segundo
Commissioners serve with minimal compensation for 4 -year terms, without term limits The
commission advises the City Council on all matters pertaining to recreation, parks, parkways and
street trees It make recommendations to the City Council regarding level of services, policies and
assist in implementing Recreation and Parks Department improvements and programs, including
youth counseling, senior outreach, golf operations, city transportation, and in the acquisition and
disposal of park property The commission meets on the 3rd Wednesday of each month, at 7 00 pm,
in Council Chambers at City Hall
Senior Citizen Housing Corporation Board: (Recreation & Parks) is a non -profit corporation
formed in 1984 for the construction of the low- income housing facility for seniors, referred to as
"Park Vista " The Board of Directors was established in 1986 to actively oversee the management,
operation, maintenance, and finances of Park Vista The Board enters into an operating agreement
with the City Council, and enlists a management company to operate the facility The Board,
comprised of 7 directors, all El Segundo residents (per bylaws), serve without compensation, for 4-
year terms, without term limits The Board meets on the 4`h Wednesday ofeverymonth, at 7 00 p m,
at the Joslyn Center, 339 Sheldon Street, El Segundo Refer to Board Handbook, rev November
1996
LAX Master Plan Advisory Commission: (Administration) was established on May 18, 1999 by
Resolution #4114 It is comprised of 2 members from the City Council and 7 members, all residents
of El Segundo The commission positions have no term expiration, and the members serve without
compensation The commission was formed for the express purpose of assisting the City Council in
reviewing the LAX Master Plan and opposing the expansion of LAX The commission meets on the
1" and 3rd Thursday of each month
lam �� =bQ001\12 00 revised Bkgrd Info 021
EL SEGUNDO CITY COUNCIL MEETING DATE: December 19, 2000
AGENDA ITEM STATEMENT AGENDA HEADING, Committee's, Commissions and Boards
AGENDA DESCRIPTION:
Senior Housing Board's report on Park Vista's 2001 Budget
RECOMMENDED COUNCIL ACTION:
Approve 2001 Park Vista Senior Housing Budget
BACKGROUND & DISCUSSION
The current budget for the Park Vista Senior Housing expires December 31,
2000 A subcommittee comprised of the Senior Housing Board, reviewed the
proposed 2001 budget as submitted by the current Management Company,
Community Housing Management Company The Senior Housing Board
approved this budget at their monthly board meeting on November 29, 2000
ATTACHED SUPPORTING DOCUMENTS*
Park Vista Senior Housing 2001 Budget
1�63d_1�1�'�IJ_L�31
Operating Budget:
Amount Requested:
Account Number:
Project Phase,
Appropriation required:
ORIGINATED: DATE: December 13, 2000
Ga h r, Recreation Supervisor
UUU
Greg J ns , Department Head
REVIEW DATE:
Mary S en , anager
5 022
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§ 62 2
EL SEGUNDO CITY COUNCIL MEETING DATE: December 19, 2000
AGENDA ITEM STATEMENT AGENDA HEADING Committees,
Commissions and Boards
AGENDA DESCRIPTION: Review development plans for Washington Park
Extension
RECOMMENDED COUNCIL ACTION Approve design plan and authorize architect to
commence with plans and specifications, bid the project, and return to Council for
authorization to award bid and proceed with park construction
BACKGROUND & DISCUSSION: City Council directed staff to commence the design
of the Washington Park extensions at both ends of the current park property on
Southern California Edison right -of -way leased by the city The new
development, on 3+ acres, will be bordered by Holly Ave to the south, Mariposa
to the north, Illinois to the east and the back of residential properties along
Washington St to the west An additional parcel is located at the north end of
the existing park, between Walnut and Sycamore Streets along Washington
Street
Staff has conducted three community meetings to solicit Input from residents on
their vision for the new park Takata Associates, landscape architect firm hired
to facilitate the design process, conducted the last two meetings, In July and
August of this year, and provided attendees with blank blueprints of the site and
instructions to draw in the amenities they wanted in their park The consensus
of the attendees was reviewed by the architect and staff, and the resulting
architect's renderings were presented to the Recreation and Parks Commission
(Continued on the next page)
ATTACHED SUPPORTING DOCUMENTS' Attachments A and B Preliminary Opinloi
of Probable Costs September 13 and October 30, 2000, Conceptual Park Plan
FISCAL IMPACT
Capital Improvement Budget, $175,000
Amount Requested.
Account Number 301 - 400 -8202 -8469
Protect Phase - First
Appropriation Required-
ORIGINATED.
Greg Johnson, , Recteation and Parks Director
REVIEWED BY 1
41ty Mary Strennanager
DATE: December 11, 2000
DATE: December 12, 2000
CIO
Background and Discussion Continued.
The design included a decomposed granite walking /running trail weaving through
the park , irrigation and turf grass, with flat and mounded areas, trash receptacles
and benches, removal of overgrown shrubbery, a row of trees adjacent to
homeowners back fences (Washington Ave ), mow strips separating turf areas
from tree and wood bark sections on the east side of the park The Commission
reviewed the renderings at their October meeting, and recommended approval of
the conceptual design and directed staff to forward the protect to City Council for
review
The architect submitted a preliminary construction cost estimate for the protect
(Attachment A) in September The estimate of $436,000 was over the approved
budget for the protect At that point, staff considered options, and decided to look
at a phased approach to the park development The phasing concept was
discussed with public works staff, and the architect was directed to develop a
plan for phasing the protect in order to stay within the approved budget of
$200,000
The resulting estimate (Attachment B) came in at $212,000 for the larger park
area This cost does not include the small parcel at the north end of the existing
park In the larger park, the trail would be compacted earth, the trees would be
smaller, irrigation and turf grass would be included, but shrubbery, mulch,
benches and trash receptacles would be brought in later Staff felt this figure
was an acceptable cost estimate, and would give us a good start on the park and
the bidding process Until the protect is put out to bid, we won't know the
accuracy of the estimate
We can include additions such as turf and irrigation for the small parcel,
benches and trash receptacles for both sections, and alternates such as
decomposed granite for the pathways, larger specimen trees, concrete mow
strips to define turf and tree areas, and other amenities The contractors will
submit bids for the additional items, which we can take or leave, depending on
the budget and our priorities This option will give the Council the flexibility to
consider completing the entire protect at that time, or continuing with the phased
approach and funding the remaining items in FY2001/2002
0 2J
TAKATAABBOCIAM
600FoWWNAMM
80u10 P"wWw CA 61000
66r74P¢71a Fir 6.26.7E ?STOP
Job Nor , WASHINGTON PARK EXPANSION
Job Number 601
Dec Oolobc ]0.1000
POWJMNMY OPNWOM of
PROBABLE CONSTRUCTION COST!
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TOTAL
SOUTHOWSITE
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or
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f _ _015
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2360
16.60
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1
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i
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06
1500
1.500
"200
17.120
-- -
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A Plovmda and YWaw 15 OW Ton
8 P ov WW haul s (W Shrubs
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r Grads A Saw Proos 1
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T. PURNITURE
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6
B. Trash
EA
f
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BUD -TOTAL
f — - - -- —L __ -- -
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f 36.f66
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600 Rwn0nf AV we
South Pua la t CA 91M
626799 -7187 F1ur 6MY99,5309
Job Name: WASHINGTON PARK EXPANSION
Job Number, 501
Date: SEPTEMBER 13.2000
P f euAlwAmMYOP/NJON OF
PROBABLE CONSTRUCTION COSTS
Desenpuan
i Quanaty '
Unit
Unit Cow I
Subtotal
TOTAL
I
Il.OE140LRION
111111
!
I
1
'
300
I
A Raelmrs Genre% Drfro 4' Nick mduding draposat
3001
SP
S
1 00 f S
j
IS. Pawn" Concro@ Curb
i 30
LF
S
5.00 I S
150
8 Ramon okandor hedQ61 eharnimk lenanq
11
L5
is
5 00000 S
S000 '
I
I
1
S
5.450
�I WADING
A. Qaar 6 Grub
143 000!
5F
I S
0.05 1 S
7.150 1
1
8 "h Grade
1 420
Cr
S
1200 f
17.040
1
1
I
f
24.190
& LMUT"
I
I
A. V/Aw Service •r
1'
1,
Ls
S
8250011
625'
10000
e. New Bewrteal some*patet for rngabon panty
LS
is
10.000001s
1
+
I S
10.825 i
At CONSTRUCTION
A Ooacraro Mew Curb around vets
t aw
LF
IS
Goo T S
11 100 1
B. Trail, DGw/aublliur W
165201
S
1.75 1 S
289101
+ C Rspslr curb at She St
3D
LF
S
1 S W 1 S
450 1
D ADA Curb Cut
1
LS
Is
500 o0 S
500
1
i
, S
40880
5. LANDSG►PING
Provide InaWl Trios
1
(S
A and 24' Box
112
FA
350 00 S
39.2001
B Prondo and ktstalt 5 Gal. Shrubs
1,270,
CA
I S
25.0015
31.7510
C Fronde ww Insult 1 Gal. Shrubr.
1270.
EA
S
1200 • S
15,240
I
1
D. Fronde wW InsullTurl (hydro-seed)
129000
SF
S
005 $
6.450
E lonmdo and Install Mulch
150001
SF
S
045 f
6 750
F F1n* Grad* 8 Srnl Preparauon
129 000',
SF
S
025 ! S
32.250
S
131.640
I6 N VVGATION
1
A Construct Newvnpaben5rrtum
143000
SF
1 5
0801
S
114,4001
S
114400
7 FUANBTURE
A Brnahas (Stets)
i 8,
EA
S
1250 00 S
10.0001
8 Trash rocaptadas(Swel)
RI
EA
:S
115000 S
57501
,
f
15,7501
1
SUB, -TOTAL
Is
343,215 I
i
IA084.17ATM(G%)
CONTINGENCY (20%)
TOTAL
S 72.782
Is 436.969 1
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N
CITY OF EL SEGUNDO
PAYMENTS BY WIRE TRANSFER
11/23/2000 THROUGH 12/08/2000
Date
11/29/00
11/28/00
11/28/00
11/30/00
11/30/00
12/6/00
12/7/00
12/7/00
11/18-12/07/00
12/8/00
12/8/00
Payee Amount Description
Health Comp
Federal Reserve Bank
Federal Reserve Bank
IRS
Employment Development
Health Comp
IRS
Employment Development
Workers Comp Activity
Federal Reserve Bank
Federal Reserve Bank
DATE OF RATIFICATION: 12/19/00
TOTAL PAYMENTS BY WIRE-
Certified as to the accuracy of the wire transfers by
Deputy Treasurer
Finance Director
City Manager
AFA w7'.0
i Oil
40386
15000
20000
86,763 88
21,84267
7500
209,867 01
43,398 89
19,526 96
15000
30000
382,678 27
12. h lo-
Date
2,111 //)-0 0
Date
/z
Date
Weekly claims 11124
Employee Savings Bonds Series I
Employee Savings Bonds Series EE
Special Holiday Pay
Special Holiday Pay
Weekly claims 12/1
Federal Taxes PR 12
State Taxes PR 12
SCRMA checks issued
Employee Savings Bonds Series I
Employee Savings Bonds Series EE
382,678.27
Information on actual expenditures is available in the City Treasurer's Office of the City of Et Segundo
033
MINUTES OF THE
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, DECEMBER 5, 2000 - 5:00 P.M.
5:00 PM Session
CALL TO ORDER - Council Member Wernick at 5 00 P M
ROLL CALL
Mayor Gordon
Mayor ProTem Jacobs
Council Member Gaines
Council Member McDowell
Council Member Wernick
SPECIAL MATTER —
Present - arrived at 5 05 P,M
- Present
- Present
- Present
- Present
Interviews of candidates to the Community Cable Advisory Committee, LAX Master
Plan Advisory Council and the Capital Improvement Plan Advisory Committee
Council consensus to reappoint Pat Hart to a new 4 year term of the Community Cable Advisory
Committee, term to expire October 31, 2004 Council consensus to appoint Michelle L Green to
an undetermined term on the LAX Master Plan Advisory Council Council consensus to continue
recruitment for the Capital Improvement Plan Advisory Committee, Community Cable Advisory
Committee, and the LAX Master Plan Advisory Council
CLOSED SESSION: 5:30 P.M.
The City Council moved into a closed session pursuant to applicable law, including the Brown Act
(Government Code §54950, et seq ) for the purposes of conferring with the City's Real Property
Negotiator, and /or conferring with the City Attorney on potential and /or existing litigation, and /or
discussing matters covered under Gov't Code §54957 (Personnel), and /or conferring with the
City's Labor Negotiators as follows
CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (Gov't Code §54956 9(a))
City of El Segundo v Bd of Airport Commissioners, et al., LASC Case No BC 220609
2 HIII v El Segundo, USDC No CV 98- 1463- LGB(SHX)
3 Venegas v El Segundo, LASC Case No BC207136
4 Phillips Petroleum, et al v County of Los Angeles, et al , USDC
5 Shell Chemical Company, et al v County of Los Angeles, et al.,
(RCx)
6 Jeffrey Capistran v El Segundo, LASC Case No YC 038535
No 1938 -MRP (MANx)
USDC No. 1917 -GHK
MINUTES OF THE
REGULAR MEETING OF THE
EL SEGUNDO CITY COUNCIL
DECEMBER 5, 2000
PAGE NO Q
�I 3 4 0
CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Gov't Code §54956.9(b)• -1- potential case (no further
public statement Is required at this time), Initiation of litigation pursuant to Gov't Code §54956 9(c)
-2- matters
DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957) — None
CONFERENCE WITH CITY'S LABOR NEGOTIATOR - (Gov't Code §54957 6) — Conference with
City Attorney regarding contract negotiations for City Manager
CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956 8) — None
MINUTES OF THE
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, DECEMBER 5, 2000 - 7:00 P.M.
7:00 PM Session
CALL TO ORDER - Mayor Gordon at 7 00 P M
INVOCATION - Clerk Mortesen
PLEDGE OF ALLEGIANCE - Boy Scout Troop 773, representing the Scout House Association
PRESENTATIONS
(a) Mayor Gordon accepted a presentation from the Boy Scouts of a fresh wreath,
Invited suggestions for Eagle Scout projects
(b) Mayor ProTem Jacobs presented a Commendation to the sponsors, supporters and
volunteers for their unselfish community service in keeping the El Segundo
Community Christmas Dinner hometown holiday tradition alive in El Segundo
Accepting the Commendation was Chris Sherrill
(c) Council Member Gaines presented a Proclamation Kristin Bard, President of the Key
Club proclaiming December 2000 as the month for "Lighting Up the Community"
and Inviting the residents of El Segundo to warmly welcome the El Segundo Key
Club members as they judge the 2000 "Lighting Up the Community "
(d) Council Member McDowell presented a Proclamation to the Turnbull and Negrete
Families proclaiming the 1200 block of East Acacia Avenue as Candy Cane Lane
from December 9, 2000 at 7 00 p m through December 23, 2000 and inviting the
young and young at heart to experience the wonders of this El Segundo tradition
MINUTES OF THE
REGULAR MEETING OF THE
EL SEGUNDO CITY COUNCIL
DECEMBER 5, 2000
PAGE NO 2
C35
(e) Council Member Wernick presented a Commendation of the City Council
commending Don Carter for his invaluable contributions to the Retired Senior
Volunteer Program, and inviting all citizens in recognizing Don Carter as the El
Segundo Police Department's RSVP of the Year.
(f) Council Member McDowell presented a Proclamation to Sue Carter, proclaiming
Sunday, December 10, 2000 from 2 00 p m to 4 00 p m as the 37t° Annual El
Segundo Holiday Parade, with the parade theme of "Celebrating the New Century
Together Memories of the Past, Dreams of the Future," and inviting the community
to this traditional El Segundo holiday event
ROLL CALL
Mayor Gordon -
Present
Mayor ProTem Jacobs -
Present
Council Member Gaines -
Present
Council Member McDowell -
Present
Council Member Wernick -
Present
PUBLIC COMMUNICATIONS - (Related to City Business Only - 5 minute limit per person, 30
minute limit total) Individuals who have received value of $50 or more to communicate to the City
Council on behalf of another, and employees speaking on behalf of their employer, must so
identify themselves pnor to addressing the City Council Failure to do so shall be a misdemeanor
and punishable by a fine of $250 While all comments are welcome, the Brown Act does not allow
Council to take action on any item not on the agenda The Council will respond to comments after
Public Communications is closed
(f) Request by J P Sellens, on behalf of the El Segundo Police Officers Association, for
Council approval and support to close off the 100 to 600 blocks of Main Street for the
annual Main Street America Car Show to be held on Saturday, August 11, 2001 from
10 00 a m to 4 00 p m (See Consent #5)
Liz Garnholz, resident, spoke regarding Airport issues
Becka, Richmond Street School student, requested the Mayor pay off on his promise of ice
cream
A. PROCEDURAL MOTIONS
Consideration of a motion to read all ordinances and resolutions on this Agenda by title
only
MOVED by Council Member Wernick, SECONDED by Council Member Gaines to read all
ordinances and resolutions on this Agenda by title only MOTION PASSED BY
UNANIMOUS VOICE VOTE. 5/0
MINUTES OF THE
REGULAR MEETING OF THE
EL SEGUNDO CITY COUNCIL
DECEMBER 5, 2000
PAGE NO 3
036
C.
0
SPECIAL ORDERS OF BUSINESS -
A Public Hearing on the proposed adoption of a resolution to consolidate and revise
the City Library Department's schedule of Fines and Fees: Resolution Numbers
3589, 3911, and 4030
Mayor Gordon stated that this is the time and place hereto fixed for a public hearing on the
proposed adoption of a resolution to consolidate and revise the City Library Department's
schedule of Fines and Fees He asked if proper notice had been done and if any written
communications had been received Clerk Mortesen stated that proper noticing had been
done and the City Clerk had received no written communications
Council consensus to close the public hearing
City Attorney, Mark Hensley read the following
RESOLUTION NO. 4200
RESOLUTION NO. 4200 OF THE CITY COUNCIL OF THE CITY OF EL SEGUNDO,
CALIFORNIA, CONSOLIDATING ALL RESOLUTION RELATED TO FINES AND FEES,
AND INCREASING CERTAIN FINES AND FEES OF THE LIBRARY DEPARTMENT
MOVED by Council Member McDowell, SECONDED by Mayor ProTem Jacobs to adopt
Resolution No 4200 consolidating all Resolutions related to fines and fees, and increasing
certain fines and fees of the Library Department MOTION PASSED BY UNANIMOUS
VOICE VOTE 5/0
UNFINISHED BUSINESS - None
REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS
2 Announce appointments to the El Segundo Community Cable Advisory Committee,
LAX Master Plan Advisory Council, and Capital Improvement Plan Advisory
Committee
Mayor Gordon announced the appointments
A) Pat Hart to a new 4 -year term of the Community Cable Advisory Committee, term to
expire October 31, 2004
B) Michelle L Green to an undetermined term on the LAX Master Plan Advisory Council
and to continue recruitment for an additional vacancy
C) Council consensus to continue the recruitments for and to extend the terms of positions
until filled
MINUTES OF THE
REGULAR MEETING OF THE
EL SEGUNDO CITY COUNCIL
DECEMBER 5, 2000
PAGE NO 4
0 !
E. CONSENT AGENDA
All Items listed are to be adopted by one motion without discussion and passed unanimously If a
call for discussion of an Item is made, the Item(s) will be considered Individually under the next
heading of business
Approved Warrant Numbers 2514088- 2514360 on Register No 4 In total amount of
$665,092 79, and Wire Transfers in the amount of $250,129.28 Authorize staff to
release Ratify Payroll and Employee Benefit checks, checks released early due to
contracts or agreements, emergency disbursements and /or adjustments, and wire
transfers from 11/14/00 to 11/22/00
4 Approved City Council meeting minutes of November 21, 2000
ITEM PULLED FOR DISCUSSION BY COUNCIL MEMBER WERNICK.
6 ITEM HELD OVER TO DECEMBER 19, 2000 MEETING
7 Second Reading of Ordinance establishing Special Events Coordinator as "at -will "
Adopted Ordinance 1328
8 Approved the request for the purchase of Steelcase Modular Furniture In the amount
of $17,800, waive formal bidding process, and authorize the City to piggyback on the
County of Los Angeles contract
9 ITEM PULLED FOR DISCUSSION BY COUNCIL MEMBER WERNICK
10 ITEM PULLED FOR DISCUSSION BY COUNCIL MEMBER WERNICK
MOVED by Council Member McDowell, SECONDED by Council Member Gaines to approve
consent agenda items 3, 4, 7 and 8 MOTION PASSED BY UNANIMOUS VOICE VOTE 5/0
CALL ITEMS FROM CONSENT AGENDA
5 Approve the request by J P Sellens, on behalf of the El Segundo Police Officers
Association, for Council approval and support to close off the 100 to 600 blocks of
Main Street for the annual Main Street America Car Show to be held on Saturday,
August 11, 2001 from 10 00 a m to 4.00 p m (Fiscal Impact $100.00)
MOVED by Council Member Wernick, SECONDED by Council Member McDowell to
approve the request by J P Sellens, on behalf of the El Segundo Police Officers
Association, for Council approval and support to close off the 100 to 600 blocks of Main
Street for the annual Main Street America Car Show to be held on Saturday, August 11,
2001 from 10 00 a m to 4.00 p m (Fiscal Impact $100 00) MOTION PASSED BY
UNANIMOUS VOICE VOTE. 5/0
MINUTES OF THE
REGULAR MEETING OF THE
EL SEGUNDO CITY COUNCIL
DECEMBER 5, 2000
P 9 8 PAGE NO 5
6. Pulled from the agenda the Request for Proposals from Document Imaging and
Records Management Vendors for a four -phase project
9 Status Report on the Water Well Project
MOVED by Council Member Wernick, SECONDED by Mayor ProTem Jacobs to receive
and file the report on the Water Well Project MOTION PASSED BY UNANIMOUS VOICE
VOTE. 5/0
10 Approve the request for the retention of a consultant on a "time and materials" basis
with expertise in processing technical applications relating to power plants
MOVED by Council Member Wernick,
the request for the retention of a consultant
processing technical applications relating to
VOICE VOTE. 5/0
F NEW BUSINESS —
G
SECONDED by Mayor ProTem Jacobs to approve
on a "time and materials" basis with expertise in
power plants MOTION PASSED BY UNANIMOUS
11 Request Council consensus to cancel the January 2, 2001 Council meeting
MOVED by Council Member Gaines, SECONDED by Council Member McDowell to cancel
the January 2, 2001 regularly scheduled Council Meeting MOTION PASSED BY
UNANIMOUS VOICE VOTE. 5/0
12 Establishment of a Camp Eucalyptus Task Force to make recommendations to the
Council for further action for the disposition of the Angeles Girl Scout Camp
Eucalyptus — 645 California Street (There is no fiscal impact ).
Consensus of the Council was to form a Task Force for the disposition of Camp Eucalyptus
at 645 California Street The Task Force will consist of members of the Recreation and
Parks Commission, representatives from scouting groups, and other such organizations,
possibly representatives from the School District The Task Force will provide
recommendations to the Recreation and Parks Commission, which in turn, will provide their
recommendations to the City Council on March 6, 2001
13 Consideration of request by the Navy League of the United States, South Bay
Council, for the city to become part of a consortium of South Bay cities that would
sponsor a visit by an aircraft carrier, allow residents an opportunity to tour the carrier
and participate in other related events Approved contingent upon receipt of a
budget and further approval by Council of the budgeted amount for the City's share
MOVED by Council Member Gaines, SECONDED by Council Member Wernick to become
part of a consortium of South Bay cities that would sponsor a visit by an aircraft carrier,
allow residents an opportunity to tour the carrier and participate in other related events
MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0
REPORTS - CITY MANAGER - NONE
MINUTES OF THE
REGULAR MEETING OF THE
EL SEGUNDO CITY COUNCIL
DECEMBER 5, 2000
PAGE NO 6
J139
H. REPORTS - CITY ATTORNEY - NONE
REPORTS - CITY CLERK - NONE
J. REPORTS - CITY TREASURER - NONE
K. REPORTS - CITY COUNCIL MEMBERS
Council Member McDowell - Office hours in the park are canceled for the month of
December
Council Member Gaines - Spoke regarding the public session held by Senator
Bowen, and about energy conservation
Council Member Wernick - Spoke regarding the recycling efforts
Mayor Pro Tem Jacobs - NONE
Mayor Gordon -
13 Recommended appointments to the Circulation Element Task Force
Mayor Gordon announced the appointments of Council Members McDowell and
Gordon, Business representatives, Don Camph and Pat Stitzenberger, Resident
representatives, Nikki Wislocky and Willard Krick
PUBLIC COMMUNICATIONS - (Related to City Business Only - 5 minute limit) Individuals,
who have received value of $50 or more to communicate to the City Council on behalf of another,
and employees speaking on behalf of their employer, must so identify themselves prior to
addressing the City Council Failure to do so shall be a misdemeanor and punishable by a fine of
$250 While all comments are welcome, the Brown Act does not allow Council to take action on
any item not on the agenda The Council will respond to comments after Public Communications
is closed
Bill Mason, Chamber of Commerce, spoke regarding the meeting with Senator Bowen
Liz Garnhotz, resident, spoke regarding the Water Well Project briefing
Gordon Smear, resident of Holly Glenn, spoke regarding a cell tower that was installed close to his
house He requested knowledge of who installed it and what process was used in the installation
MEMORIALS - Adjournment in memory of Former Police Chief James H Johnson and Marion
Klapper
CLOSED SESSION - None
MINUTES OF THE
REGULAR MEETING OF THE
EL SEGUNDO CITY COUNCIL
DECEMBER 5, 2000
PAGE NO 7
n40
ADJOURNMENT at 8:20 P M
Cindy Mortesen, City Clerk
MINUTES OF THE
REGULAR MEETING OF THE
EL SEGUNDO CITY COUNCIL
DECEMBER 5, 2000
PAGE NO 8
041
EL SEGUNDO CITY COUNCIL
AGENDA ITEM STATEMENT
AGENDA DESCRIPTION.
MEETING DATE- December 19, 2000
AGENDA HEADING: Consent Agenda
Status Report on the recent organizational audit of the Department of Public Works
RECOMMENDED COUNCIL ACTION
Receive and File
BACKGROUND AND DISCUSSION
On August 1, 2000 the City Council awarded a contract to PMW Associates for
professional services to provide an organizational audit of the Department of Public
Works On September 14th and 15th, PMW Associates conducted interviews of staff
from various departments as well as other individuals who interact with Public Works
This was done in addition to an extensive review of the Department of Public Works'
operating procedures, manuals, and documents A document titled "Organizational
Review of The Public Works Department City of El Segundo, California" was submitted
to the city in October A copy was provided to each Department of Public Works staff
member at divisional meetings as well as to the other department managers
Please see additional discussion on next page
ATTACHED SUPPORTING DOCUMENTS.
Additional discussion
FISCAL IMPACT None
Capital Improvement Budget.
Amount Requested
Account Number
Project Phase
Appropriation Required No
ORIGINATED BY. /j,
REVIEWED BY.
Date.
/- C)
PW- COUNCILIDEC19 08 (Wednesday 12/13/00 8 00 A M )
X
142
ADDITIONAL DISCUSSION
General Comments and Recommendations
1 Develop a strong customer service commitment project — The department
will be involving employees in defining issues and solutions in order to strengthen
the commitment to improve customer service The department needs to consider
developing ways of measuring customer service satisfaction rather than relying
on anecdotal information
2 Review the Mission Statement with Department employees and consider
separate mission and value statements for each Division — It may be
appropriate to revisit the Department's Mission Statement and to consider
separate Mission and Value Statements for the Divisions Value statements
should be discussed in department and division meetings, posted in lunchrooms,
printed on business cards and generally made a port of the culture of the
organization
3 Provide management and supervisory training to mid - managers including
delegation techniques — the training needs of mid- managers should be more
formally addressed All mid- managers in the department should be encouraged
to participate in outside professional associations
4 Consider joining the Innovations Group to improve creativity — the
Innovations Group is an organization of cities and private sector firms interested
in exploring creative solutions to government problems Joining this group would
give the department staff an opportunity to network with innovative organizations
5 Schedule a series of team building sessions — schedule periodic sessions
with all division heads to develop a stronger sense of a department team to
address common issues, schedule periodic sessions with an outside trainer to
enhance teamwork, develop a series of ad hoc teams to deal with specific issues
between department and divisions, consider developing a mid- manager team of
all mid- managers in the city
Communications:
1 Develop multiple initiatives to improve communications — publication of a
short one or two page newsletter could be developed for monthly distribution,
regular staff meetings of the division heads should be conducted, periodic
department wide meetings should be considered, create a Public Works
Management team to help division managers understand the issues in the
department
2 Provide e-mail capabilities for all employees — computers with e-mail
capabilities can be installed in field lunchrooms for employees to check citywide
or department a -mails
3 Develop a "subject index" directory for the department for distribution to
other city departments — develop a computer -based list of projects,
responsibilities, and issues for easy reference by others
PW- COUNCIL\DEC1908fWeclnes4ayt2 /13100 BOOAM)
u43
4 Develop a series of flow charts describing the process and procedures
used to process projects, capital improvements, etc.
5 Explore alternatives to speed building maintenance response times
6 Schedule field trips for the City Council to the General Services Yard and
Water Plant Facility
Technology
1 Develop a long -range technology plan for the department — this would
include hardware, software, and training objectives
2 Ensure that all employees have access to e-mail
3 Develop a training program that provides "start-up ", enhancement, and
refresher classes — outside classes, video training programs, etc could be
provided
4 Consider expanding the intranet system to include business license and
department information
Training
1 Conduct a survey of Department staff to determine training needs as
perceived by staff and then establish a training program
2 Investigate and provide supervisory and management training
opportunities
Engineering Division:
1 Implement technology applications to improve efficiencies — the
implementation of a Computer Aided Design system will assist staff as well as
use of a Global Positioning System Ultimately, the development of a citywide
Geographic Information System will be a technology tool that will benefit all city
departments
2 Outsource field engineering inspection services to improve efficiency —
field inspection provides assurances that projects are constructed per the
approved plans. It is recommended that the city outsource field engineering
inspection services for major infrastructure projects.
3 Re- evaluate the relationship between the City's Capital Improvement
Programs and the corresponding funding programs — establish a CIP work
team to better operate the program A critical component would be the
establishment of a Water Enterprise Fund and a Sewer Enterprise Fund, which
will pay for the sewer and water improvements
4 Improve customer service at Engineering's front counter — provide the public
better service by re- arrangement of staff or re- design of public counter area
5 Improve organizational efficiency and effectiveness by providing training
and team building for employees - training is to be provided to enhance
efficiency
6 Evaluate the need for succession planning and possible reorganizations in
the Engineering Division — look at a reorganization of the division and also
provide a succession plan for future use.
7 Develop a system for tracking plans submitted for review — this system
would provide a status report on progress being made on plans submitted
PW- COUNCILZEC19 08 (Wedmsday 12/13/00 8 00 A M)
044
Water Division
1 Schedule a series of team - building sessions — these sessions would provide
a process whereby department staff can develop working relationships
2 Develop a succession plan — this plan will allow for a smooth transition when
retirements occur
3 Create a Utilities Manager position soon — the stormwater and sewer divisions
need a position to oversee their operation. A new position can be added to the
current staff to carry out these duties. Another option is to integrate filling this
position at the same time a succession plan is implemented.
4 Institute a process and schedule to update the utility atlases — these atlases,
which contain vital infrastructure information, will be updated and filed
electronically
5 Review the Utility Billing System - a new system has been installed and
several procedures are to be implemented to address its processes
6 Public Works Department needs to develop an asset management software
system — this type of system will record residents' requests, track work orders,
schedule work, monitor labor, material and equipment costs
Wastewater Division
1 Improve communications — establish procedures for meetings, sharing of
information, understanding mission statement and objectives
2 Anticipate vacancies — it is important to plan for the filling of positions when
vacancies occur The use of temporary or part-time employees may lessen the
impact on the division when this occurs
3 Reevaluate work being done on private sewer laterals — the city should look
at other methods for providing sewer cleanouts at private residences or in
providing this service
4 Develop a succession plan — this plan will allow for a smooth transition when
retirements occur.
5 Institute a process and schedule to update the utility atlases — these atlases,
which contain vital infrastructure information, will be updated and filed
electronically
6 Create a Utilities Manager position soon — the stormwater and sewer divisions
need a position to oversee their operation A new position can be added to the
current staff to carry out these duties Another option is to integrate filling this
position at the same time a succession plan is implemented.
7 Transfer the NPDES program to the Engineering Division — due to the
complexities of these regulations and the time involved to process the necessary
paperwork, it is suggested that this responsibility be transferred to the
Engineering Division
Equipment Maintenance Division
1 Continue to participate in professional organizations and encourage
training as part of employees' performance evaluation — integrating the need
for continued training and improvement of job skills through the performance
evaluation process is an excellent example how to raise the standards of staff
PW- COUNCILOEC1908(Wednesday 12/13/00 800AM)
G45
2 Continue to outsource conversion of police cars — the division is encouraged
to continue with this process
3 Discontinue School District maintenance work — it is recommended that this
work be discontinued for liability reasons
4 Improve Communications - continue to implement the suggestions mentioned
in other parts of this report
5 Develop strategies for implementation of the recommendations of this
report — it is suggested that staff from this division be used to assist in the
implementation of the report recommendations
Street Division
1 Improve Communications - continue to implement the suggestions mentioned
in other parts of this report
2 Participation in the Pavement Management Program — it is suggested that
this division staff participate with Engineering Division staff on this specific
program
3 Schedule team building sessions for the staff — provide for team building
sessions to occur to improve communications with other staff
4 Consider outsourcing the weed abatement work — it may be more efficient if
this work were to be contracted out Transferring the administration of this
program to the Fire Department should be considered
5 Develop a succession plan — this plan will allow for a smooth transition when
retirements occur
6 Outsource Field Inspection Services — this type of services should be
contracted out to improve efficiency
Government Buildings Division
1 Consider increasing the divisions' staff through a reorganization effort —
the staff in this division is at a minimal level There may be economies of scale in
combining the Recreation and Parks Department maintenance staff with this
division's staff This reorganization would have one group responsible for
performing maintenance work on all city buildings.
2 Obtain building permits for all major city building improvements and obtain
inspections by the Building Department — this recommendation will provide a
standard of uniformity to all city initiated budding improvement projects It also
demonstrates a consistency with what is required of private building contractors.
Final Comments and Recommendations
1 Develop a Council Work Program with a list of projects that can be
realistically completed within a one -year time frame
2 Establish a system for improving communications within the divisions and
department
3 Establish a team of employees from all divisions and other Departments
impacted by the proposed asset management software system
4 Design and implement solutions to problems with customer service at the
Engineering front counter
PW- COUNCILIDEC19 08 (Wednesday 12/13/00 8 00 A M)
0 4 G
5. Develop a plan for team building within and between the divisions and other
departments
6 Develop an implementation plan for other items contained in the report
Since the time of report distribution, additional individual, sectional and divisional
meetings have been held to gather input for implementation of the report
recommendations The report was received very positively, the specific
recommendations were well thought out and achievable, and implementation of the
recommendations has commenced
Within the next year, quarterly updates will be provided to the City Manager on the
progress made on the recommendations suggested. The implementation of the
recommendations will assist the department to meet its goals in the future.
PW- COUNCILIDECI9 08 (Wednesday 12113/00 8 00 A M)
047
EL SEGUNDO CITY COUNCIL MEETING DATE. December 19, 2000
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Request for proposals from landscape /park development design specialists to provide
plans and specifications for the Sycamore Park Irrigation System Replacement Project
(No fiscal Impact at this time)
RECOMMENDED COUNCIL ACTION
Authorize staff to solicit design proposals
BACKGROUND AND DISCUSSION,
The Sycamore Park Irrigation System Replacement Capital Improvement Project was
approved by the City Council for this fiscal year Plans and specifications for the
installation of an electronic irrigation system will be provided by a landscape /park
development design specialist
ATTACHED SUPPORTING DOCUMENTS'
None
FISCAL IMPACT
Capital Improvement Budget $36,000
Amount Requested
Account Number 301 -400- 8202 -8474
Project Phase* RFP
Appropriation Required: No
ORIGINATED BY. (�,/ Date:
Andres Santamana Director of Public Works
REVIEWED BY Date,
Mary Strenn, City Manayer o
10
PW- AUGUSTOI 08 (Thursday 2 00 P M 720100)
m
EL SEGUNDO CITY COUNCIL MEETING DATE: December 19, 2000
AGENDA REM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION
Disadvantaged Business Enterprise (DBE) program for Federal fiscal year 2000 -2001
projects utilizing Federal Highway Administration (FHWA) funds
RECOMMENDED COUNCIL ACTION.
Adopt program
BACKGROUND AND DISCUSSION-
The City sometimes utilizes FHWA funds to finance transportation related projects such
as the proposed Douglas Street Gap Closure /Railroad Grade Separation project As a
condition of receiving federal -aid, local agencies are required by the Federal
Government to adopt a DBE program and to set minimum goals for participation by
DBE firms in federal -aid projects For the purpose of the program, a DBE is defined as
a small business concern, which is at least fifty -one percent (51 %), owned and
controlled by socially and economically disadvantaged individuals
Failure to have an adopted DBE program could jeopardize grant of FHWA funds to the
local agency In California, Caltrans administers the federal -aid funds and the DBE
program on behalf of the Federal Government and has developed a model DBE
program for adoption by the local agencies
Staff recommends City Council adoption of the enclosed DBE program (with an overall
goal of 5 %), which has been approved as to form by Caltrans As noted before, this
program is only applicable to City projects funded in whole or in part by the Federal
Highway Administration
ATTACHED SUPPORTING DOCUMENTS
Disadvantaged Business Enterprise Program
FISCAL IMPACT None
Operating Budget.
Amount Requested
Account Number
Project Phase.
Appropriation Required.
REVIEWED BY
Date:
"a /2/N/00
Date:
i
�1/eo
PW- COUNCILZEC19 -02 (rhumday 11/30/00 10 00 AM)
11
049
CITY OF EL SEGUNDO
DEPARTMENT OF PUBLIC WORKS
DISADVANTAGED BUSINESS ENTERPRISE (DBE) PROGRAM
FOR
FEDERAL HIGHWAY ADMINISTRATION
ASSISTED CONTRACTS
This Program is in accordance with Title 49 of the Code of federal Regulations Part 26
050
DISADVANTAGED BUSLNESS ENTERPRISE (DBE) PROGRAM
CITYOFEL SEGUNDO
I Definitions of Terms
The terms used in this program have the meanings defined in 49 CFR §26 5
II Objectives /Policy Statement ( § §26 I, 26.23)
The City of El Segundo (CITY) has established a Disadvantaged Business Enterprise (DBE)
program in accordance with regulations of the U.S Department of Transportation (DOT), 49
CFR Part 26 The CITY has received Federal financial assistance from the DOT, and as a
condition of receiving this assistance, the CITY will sign an assurance that it will comply with 49
CFR Part 26
It is the policy of the CITY to ensure that DBEs, as,defined in part 26, have an equal opportunity
to receive and participate in DOT- assisted contracts It is also our policy.
To ensure nondiscrimmation in the award and administration of DOT-assisted contracts,
To create a level playing field on which DBEs can compete fairly for DOT - assisted
contracts,
To ensure that the DBE Program is narrowly tailored in accordance with applicable law,
To ensure that only funs that fully meet 49 CFR Part 26 eligibility standards are
permitted to participate as DBEs,
To help remove barriers to the participation of DBEs in DOT - assisted contracts, and
To assist the development of firms that can compete successfully in the market place
outside the DBE Program
The Public Works Director has been delegated as the DBE Liaison Officer In that capacity, the
Public Works Director is responsible for implementing all aspects of the DBE program.
Implementation of the DBE program is accorded the same pnonty as compliance with all other
legal obligations incurred by the CITY in its financial assistance agreements with the California
Department of Transportation (Calmins)
The City has disseminated this policy statement to the City Council and all the components of
our organi zation We have distributed this statement to DBE and non -DBE business
communities that perform work for us on DOT - assisted contracts by publishing tlus statement in
general circulation, mmonty- focused and trade association publications
051
N 1- R0!cOTSV0S=_ EXHIBIT BA pi2o /oo)
III Nondiscrimination ( §26 7)
The CITY will never exclude any person from participation in, deny any person the benefits of,
or otherwise discriminate against anyone in connection with the award and performance of any
contract covered by 49 CFR Part 26 on the basis of race, color, sex, or national ongin
In administering its DBE program, the CITY will not, directly or through contractual or other
arrangements, use criteria or methods of administration that have the effect of defeating or
substantially impairing accomplishment of the objectives of the DBE program with respect to
individuals of a particular race, color, sex, or national origin
IV DBE Program Updates ( §26 21)
The CITY will continue to carry out this program until the CITY has established a new goal
setting methodology or until significant changes to this DBE Program are adopted The CITY
will provide to Caltrans a proposed overall goal and goal setting methodology and other program
updates by June 1 of every year
V Quotas ( §26 43)
The CITY will not use quotas or set - asides in any way in the administration of this DBE
program
VI DBE Liaison Officer ( DBELO) ( §26 45)
The CITY has designated the following individual as the DBE Liaison Officer Mr Andres
Santamana, Director of Public Works, Public Works Department, 350 Main Street, El Segundo,
CA 90245 - e -mail asantamanar_- lseeundo or In that capacity, Mr. Andres Santamana,
Director of Public Works, is responsible for implementing all aspects of the DBE program and
ensuring that the CITY complies with all provisions of 49 CFR Part 26 This is available on the
Internet at osdbuweb dot govlmain cim Mr Andres Santamana, Director of Public Works, has
direct, independent access to the City Manager of the City of El Segundo, concerning DBE
program matters The DBELO has a staff of one (1) City Engineer and two (2) Civil Engineering
Associates, who devote a portion of their time to the program An organization chart displaying
the DBELO's position in the organization is found in Attachment A to this program
The DBELO is responsible for developing, implementing and monitoring the DBE program, in
coordination other appropriate officials Duties and responsibilities include the following.
1 Gathers and reports statistical data and other information as required
2 Reviews third party contracts and purchase requisitions for compliance with this program
3 Works with all departments to set overall annual goals
4 Ensures that bid notices and requests for proposals are available to DBEs in a timely manner
5 Identifies contracts and procurements so that DBE goals are included in solicitations (both
race - neutral methods and contract specific goals) and monitors results
°ROdECTSO9= EXHUT 9A (9120/00) 1 G 5 2
6 Analyzes CITY'S progress toward goal attainment and identifies ways to improve progress
7 Participates in pre -bid meetings
8 Advises the City Manager on DBE matters and achievement
9 Chairs the DBE Advisory Committee
10 Participates with the legal counsel and project director to determine contractor compliance
with good faith efforts
11 Provides DBEs with information and assistance in preparing bids, obtaining bonding and
insurance
12 Plans and participates in DBE training seminars
13 Provides outreach to DBEs and community organizations to advise them of opportunities
VII Federal Financial Assistance Agreement Assurance ( §26 13)
The CITY will sign the following assurance, applicable to all FHWA- assisted contracts and their
admmistration as part of the program supplement agreement for each project.
The recipient shall not discriminate on the basis of race, color, national origin, or sex in the
award and performance of any DOT - assisted contract or in the administration of its DBE
Program or the requirements of 49 CFR part 26 The recipient shall take all necessary and
reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award and
administration of DOT - assisted contracts The recipient's DBE Program, as required by 49 CFR
part 26 and as approved by DOT, is incorporated by reference in this agreement Implementation
of this program is a legal obligation and failure to carry out its terms shall be treated as a
violation of this agreement Upon notification to the recipient of its failure to carry out its
approved program, the Department may impose sanctions as provided for under pan 26 and may,
in appropriate cases, refer the matter for enforcement under 18 U S C 1001 and/or the Program
Fraud Civil Remedies Act of 1986 (31 U.S C 3801 et seq )
VIII DBE Financial Institutions
It is the policy of the CITY to mvestigate the full extent of services offered by financial
institutions owned and controlled by socially and econottucally disadvantaged individuals in the
community, to make reasonable efforts to use these institutions, and to encourage prime
contractors on DOT - assisted contracts to make use of these institutions.
Information on the availability of such institutions can be obtained from the DBE Liaison
Officer The Caltrans Disadvantaged Business Enterprise Program may offer assistance to the
DBE Liaison Officer
IX Directory ( §26.31)
n = =a =^sv0e= exweTr 90 (9l201D0) S 3
The CITY will refer interested persons to the DBE directory available from the Caltrans
Disadvantaged Business Enterprise Program website at wwnx dot.ca.gov/hq,roep
X Overconcentration ( §26.33)
The CITY has not identified any types of work in DOT - assisted contracts that have a
overconcentration of DBE participation If in the future the CITY identifies the need to address
overconcentration, measures for addressing overconcentration will be submitted to the DL AE for
approval
M Business Development Programs (§2635)
The CITY does not have a business development or mentor- protege program If the CITY
identifies the need for such a program in the future, the rationale for adopting such a program and
a comprehensive description of it will be submitted to the DLAE for approval
XII Required Contract Clauses ( § §26 13, 26.29)
Contract Assurance
The CITY ensures that the following clause is placed in every DOT - assisted contract and
subcontract
The contractor or subcontractor shall not mscnminate on the basis of race, color, national origin,
or sex in the performance of this contract The contractor shall carry out applicable requirements
of 49 CFR part 26 in the award and admimstration of DOT - assisted contracts Failure by the
contractor to carry out these requirements is a material breach of this contract, which may result
in the termination of this contract or such other remedy as recipient deems appropriate
Prompt Pavment
The CITY ensures that the following clauses or equivalent will be included in each DOT- assisted
prune contract
The prune contractor agrees to pay each subcontractor under tlns prime contract for satisfactory
performance of its contract no later than 10 days from the receipt of each payment the prime
contractor receives from the CITY Any delay or postponement of payment from the above
referenced time frame may occur only for good cause following written approval of the CITY
Tlus clause applies to both DBE and non -DBE subcontractors
The prime contractor agrees further to release retamage payments to each subcontractor within 30
days after the subcontractor's work is satisfactorily completed. Any delay or postponement of
payment from the above referenced time frame may occur only for good cause following written
approval of the CITY This clause applies to both DBE and non -DBE subcontractors.
�: loft OJE�TS'�aE- E7(HI9IT 9A (9,20 100) 4 1-54
XIII Monitoring and Enforcement Mechanisms ( §26.37)
The CITY will assign a Resident Engineer (RE) or Contract Manager to monitor and track actual
DBE participation through contractor and subcontractor reports of payments in accordance with
the following
After Contract Award
After the contract award the CITY will review the award documents for the portion of items each
DBE and first tier subcontractor will be performing and the dollar value of that work With these
documents the RE /Contract Manager will be able to determine the work to be performed by the
DBEs or subcontractors listed
Preconstruction Conference
A preconstructton conference will be scheduled between the RE and the contractor or their
representative to discuss the work each DBE subcontractor will perform.
Before work can begin on a subcontract, the local agency will require the contractor to submit a
completed "Subcontracting Request," Exhibit 16 -B of the LAPM or equivalent. When the RE
receives the completed form it will be checked for agreement of the first tier subcontractors and
DBEs The RE will not approve the request when it identifies someone other than the DBE or
first tier subcontractor listed in the previously completed "Local Agency Bidder DBE
Information," Exhibit 15 -G The "Subcontracting Request" will not be approved until any
discrepancies are resolved If an issue cannot be resolved at that time, or there is some other
concern, the RE will require the contractor to eliminate the subcontractor in question before
signing the subcontracting request A change in the DBE or fast tier subcontractor may be
addressed during a substitution process at a later date.
Suppliers, vendors, or manufacturers listed on the "Local Agency Bidder DBE Information" will
be compared to those listed in the completed Exhibit 16 -I of the LAPM or equivalent
Differences must be resolved by either making corrections or requesting a substitution
Substitutions will be subject to the Subletting and Subcontracting Fair Practices Act (FPA)
Local agencies will require contractors to adhere to the provisions within Subletting and
Subcontracting Farr Practices Act (State Law) Sections 4100 -4144 FPA requires the contractor
to list all subcontractors in excess of one half of one percent (0.5 %) of the contractor's total bid
or 510,000, whichever is greater The statute is designed to prevent bid shopping by contractors
The FPA explains that a contractor may not substitute a subcontractor listed in the original bid
except with the approval of the awarding authority
The RE will give the contractor a blank Exhibit 17 -F, "Final Report Utilization of Disadvantaged
Business Enterpnses, First Tier Subcontractors" and will explain to them that the document will
be required at the end of the project, for which payment can be withheld, in conformance with
the contract
N PrZOJcC75%03E- F>(HIaR -9A (920/00) �
i15 5
Construction Contract Momtonnz
The RE will ensure that the RE's staff (inspectors) know what items of work each DBE is
responsible for performing Inspectors will notify the RE immediately of apparent violations
When a firm other than the listed DBE subcontractor is found performing the work, the RE will
notify the contractor of the apparent discrepancy and potential loss of payment Based on the
contractor's response, the RE will take appropriate action The DBE Liaison Officer will
perform a preliminary investigation to identify any potential issues related to the DBE
subcontractor performing a commercially useful function. Any substantive issues will be
forwarded to the Caltrans Disadvantaged Business Enterprise Program If the contractor fails to
adequately explain why there is a discrepancy, payment for the work will be withheld and a letter
will be sent to the contractor referencing the applicable specification violation and the required
withholding of payment
If the contract requires the submittal of a monthly truck document, the contractor will be required
to submit documentation to the RE showing the owner's name; California Highway Patrol CA
number, and the DBE certification number of the owner of the truck for each truck used during
that month for which DBE participation will be claimed. The trucks will be listed by California
Highway Patrol CA number in the daily diary or on a separate piece of paper for documentation
The numbers are checked by inspectors regularly to confirm compliance
Providing evidence of DBE payment is the responsibility of the contractor
Substitution
When a DBE substitution is requested, the RE /Contract Manager will request a letter from the
contractor explaining why substitution is needed. The RE /Contract Manager must review the
letter to be sure names and addresses are shown, dollar values are included, and reason for the
request is explained If the RE /Contract Manager agrees to the substitution, the RE /Contract
Manager will notify, in writing, the DBE subcontractor regarding the proposed substitution and
procedure for written objection from the DBE subcontractor in accordance with the Subletting
and Subcontracting Fair Practices Act If the contractor is not meeting the contract goal with this
substitution, the contractor must provide the required good faith effort to the RE /Contract
Manager for local agency consideration
If there is any doubt in the RE /Contract Manager's mind regarding the requested substitution, the
RE /Contract Manager may contact the DLAE for assistance and direction.
Record Keeuine and Final Report Utilization ofDisadvantaeed Business Enterprises
The contractor shall maintain records showing the name and address of each first -tier
subcontractor The records shall also show
U 5 6
N `°RJJ'c CTS =9_ EXH187 94, (9,201001 6
I The name and business address, regardless of tier, of every DBE subcontractor, DBE vendor
of materials and DBE trucking company
2 The date of payment and the total dollar figure paid to each of the firms
3 The DBE prime contractor shall also show the date of work performed by their own forces
along with the corresponding dollar value of the work clammed toward DBE goals
When a contract has been completed the contractor will provide a summary of the records stated
above The DBE utilization information will be documented on Exhibit 17 -F and will be
submitted to the DLAE attached to the Report of Expenditures The RE will compare the
completed Exhibit 17 -F to the contractor's completed Exhibit 15 -G and, if applicable, to the
completed Exhibit 16 -B The DBEs shown on the completed Exhibit 17 -F should be the same as
those ongmally listed unless an authorized substitution was allowed, or the contractor used more
DBEs and they were added. The dollar amount should reflect any changes made in planned work
done by the DBE The contractor will be required to explain in wnting why the names of the
subcontractors, the work items or dollar figures are different from what was originally shown on
the completed Exhibit 15 -G when
• There have been no changes made by the RE
• The contractor has not provided a sufficient explanation in the comments section of the
completed Exhibit 17 -F.
The explanation will be attached to the completed Exhibit 17 -F for submittal. The RE will file
this in the project records.
The local agency's Liaison Officer will keep track of the DBE certification status on the Internet
at www dot ca gov/hq/bep and keep the RE informed of changes that affect the contract. The RE
will require the contractor to act in accordance with existing contractual commitments regardless
of decertification
The DLAE will use the PS &E checklist to monitor the CITY'S commitment to require bidders
list information to be submutted to the CITY from the awarded prime and subcontractors as a
means to develop a bidders list This monitoring will only take place if the bidders list
information is required to be submitted as stipulated in the special provisions
The CITY will bring to the attention of the DOT through the DLAE any false, fraudulent, or
dishonest conduct in connection with the program, so that DOT can take the steps (e.g., referral
to the Department of Justice for criminal prosecution, referral to the DOT Inspector General,
action under suspension and debarment or Program Fraud and Civil Penalties rules) provided in
§26 109 The CITY also will consider similar action under our own legal authorities, including
responsibility determinations in future contracts
XIV Overall Goals ( §26 45)
_Amount of Goal
057
N \- ROJECTS`LSE EXHIBIT 9A f9120ioo; 7
The CITY'S overall goal for the Federal fiscal year FY 2001 is the following 5% of the Federal
financial assistance in FHWA- assisted contracts This overall goal is broken down into 4% race -
conscious and 1% race - neutral components
Methodoloey
For Federal fiscal year FY 2000 -2001 see Attachment `B"
Process
Starting with the Federal fiscal year 2002, the amount of overall goal, the method to calculate the
goal, and the breakout of estimated race - neutral and race - conscious participation will be required
annually by June 1 in advance of the Federal fiscal year beginning October 1 for FHWA - assisted
contracts Submittals will be to the Caltrans' DLAE An exception to this will be if FTA or
FAA recipients are required by FTA or FAA to submit the annual information to them or a
designee by another date FHWA recipients will follow this process
As stated elsewhere in this Model DBE Program, the CITY will use the results of a Caltrans'
survey of contractors to assist in the development of a bidders list This bidders list will be used
to determine the overall goal As part of establishing an overall goal, the CITY will make good
faith efforts to consult with minority, women and general contractor groups, community
organizations and officials, and business organizations With that consultation referenced, the
CITY will submit the draft overall Goal information (amount of overall goal, the method to
calculate the goal, and the breakout of estimated race - neutral and race - conscious participation)
on June 1 to the Caltrans' DLAE, for preliminary comments
Once the DLAE has responded with preliminary comments and the comments have been
incorporated into the draft overall goal information, the CITY will publish a notice of the
proposed overall goal, informing the public that the proposed goal and its rationale are available
for inspection during normal business hours at the CITY'S principal office for 30 days following
the date of the notice, and infomaing the public that the CITY comments will be accepted on the
goals for 45 days following the date of the notice Advertisements in newspapers, minority focus
media, trade publications, and websites will be the normal media to accomplish this effort The
notice will include addresses to which comments may be sent and addresses (including offices
and websites) where the proposal may be reviewed
The overall goal resubmission to the Caltrans DLAE, will include a summary of information and
comments received during this public participation process and the CITY'S responses This will
be due by September 1 to the Caltrans DLAE The DLAE will have a month to make a final
review so the CITY may begin using the overall goal on October 1 of each year
If there is a design build please refer to Appendix B of this DBE Program
Yl' Contract Goals ( §26 51)
C PROJECTS DBE EXHIBIT 9kX 01 29'001
(�58
The CITY will use contract goals to meet any portion of the overall goal the CITY does not
project being able to meet by the use of race - neutral means. Contract goals are established so
that, over the period to which the overall goal applies, they will cumulatively result in meeting
any portion of the overall goal that is not projected to be met through the use of race - neutral
means
Contract goals will be established only on those DOT - assisted contracts that have subcontracting
possibilities Contract goals need not be established on every such contract, and the size of
contract goals will be adapted to the circumstances of each such contract (e g., type and location
of work, availability of DBEs to perform the particular type of work) The contract work items
will be compared with eligible DBE contractors willing to work on the project A determination
will also be made to decide which items are likely to be performed by the prime contractor and
wluch ones are likely to be performed by the subcontractor(s). The goal will then be
incorporated into the contract documents Contract goals will be expressed as a percentage of the
total amount of a DOT- assisted contract
XVI Transit Vehicle Manufacturers (§2649)
If DOT - assisted contracts will include transit vehicle procurements, the CITY will require each
transit vehicle manufacturer, as a condition of being authorized to bid or propose on transit
vehicle procurements, to certify that it has complied with the requirements of 49 CFR Part 26,
Section 49 the CITY will direct the transit vehicle manufacturer to the subject requirements
located on the Internet at http: / /osdbuweb.dot gov /programs /dbe /dbe.htm
XVII Good Faith Efforts ( §26 53)
Information to be Submitted
The CITY treats bidders /offerors compliance with good faith effort requirements as a matter of
responsiveness A responsive proposal is meeting all the requirements of the advertisement and
solicitation
Each solicitation for which a contract goal has been established will require the bidders /offerors
to submit the following information to the City Clerk, City of El Segundo, 350 Main Street, El
Seeundo, CA 90245, no later than 4 00 p.m on or before the fourth day, not including
Saturdays, Sundays and legal holidays, following bid opening
1 The names and addresses of known DBE firms that will participate in the contract,
2 A description of the work that each DBE will perform
3 The dollar amount of the participation of each DBE firm participation
4 Written and signed documentation of commitment to use a DBE subcontractor whose
participation it submits to meet a contract goal,
5 Written and signed confirmation from the DBE that it is participating in the contract as
provided in the prime contractor's commitment, and
G59
N = ROlECTSiDB= E %MIRK 9A (9120/001 9
6 If the contract goal is not met, evidence of good faith efforts
Demonstration of Good Faith Efforts
The obligation of the bidder /offeror is to make good faith efforts The bidder /offeror can
demonstrate that it has done so either by meeting the contract goal or documenting good faith
efforts Examples of good faith efforts are found in Appendix A to part 26 which is attached
The following personnel are responsible for determining whether a bidder /offeror who has not
met the contract goal has documented sufficient good faith efforts to be regarded as responsive
Mr Andres Santamana, Public Works Director, and his staff
The CITY will ensure that all information is complete and accurate and adequately documents
the bidder /offeror's good faith efforts before a commitment to the performance of the contract by
the bidder /offeror is made
Administrative Reconsideration
Within 10 days of being informed by the C= that it is not responsive because it has not
documented sufficient good faith efforts, a bidder /offeror may request administrative
reconsideration Bidder /offerors should make this request in writing to the following
reconsideration official Mr Jeff Stewart, Assistant Manager, City Hall, 350 Main Street, El
Segundo, CA 90245, 310 - 524 -2334, e-mail istewart ),,elseeundo.ore. The reconsideration official
will not have played any role in the original determination that the bidder /offeror did not make or
document sufficient good faith efforts.
As part of this reconsideration, the bidder /offeror will have the opportunity to provide written
documentation or argument concerning the issue of whether it met the goal or made adequate
good faith efforts to do so The bidder /offeror will have the opportunity to meet in person with
the reconsideration official to discuss the issue of whether it met the goal or made adequate good
faith efforts to do The CITY will send the bidder /offeror a written decision on reconsideration,
explaining the basis for finding that the bidder did or did not meet the goal or make adequate
good faith efforts to do so The result of the reconsideration process is not administratively
appealable to Caltrans, FHWA or the DOT
Good Faith Efforts when a DBE is Replaced on a Contract
The CITY will require a contractor to make good faith efforts to replace a DBE that is terminated
or has otherwise failed to complete its work on a contract with another certified DBE, to the
extent needed to meet the contract goal The prune contractor is required to notify the RE
immediately of the DBE's inabthty or unwillingness to perform and provide reasonable
documentation
C60
N WRO.IC.:'S`D8_ BXHIBR 9A (9,20100) 10
In this situation, the prime contractor will be required to obtain the CITY'S prior approval of the
substitute DBE and to provide copies of new or amended subcontracts, or documentation of good
faith efforts If the contractor fails or refuses to comply in the tune specified, the CITY'S
contracting office will issue an order stopping all or part of payment/work until satisfactory
action has been taken If the contractor still fails to comply, the contracting officer may issue a
termination for default proceeding
XVIII Counting DBE Participation ( §26 55)
The CITY will count DBE participation toward overall and contract goals as provided in the
contract specifications for the prime contractor, subcontractor, Ioint venture partner with prime or
subcontractor, or vendor of material or supplies See the Caltrans' Sample Boiler Plate Contract
Documents previously mentioned Also, refer to XI, A "After Contract Award "
XIX Certification ( §26 83(a))
The CITY ensures that only DBE firms currently certified on the Caltrans' directory will
participate as DBEs in our program
061
N �- ROJECTSTSE- EXMISF 94 (9 120/00) 11
XX Information Collection and Reporting
Bidders List
The CITY will create and maintain a bidders list, consisting of information about all DBE and
non -DBE firms that bid or quote on its DOT- assisted contracts The bidders list will include the
naive, address, DBE/non-DBE status, age, and annual gross receipts of firms
Moiutonne Payments to DBEs
Prune contractors are required to maintain records and documents of payments to DBEs for three
years following the performance of the contract These re=cords will be made available for
inspection upon request by any authorized representative of the CITY, Caltrans or FHWA This
reporting requirement also extends to any certified DBE subcontractor.
Payments to DBE subcontractors will be reviewed by the CITY to ensure that the actual amount
paid to DBE subcontractors equals or exceeds the dollar amounts stated in the schedule of DBE
participation
Report= to Caltrans
The CITY'S - Final utilization of DBE participation will be reported to the DLAE using Exhibit
17 -F of the Caltrans' LAPM.
Confidentiality
The CITY will safeguard from disclosure to third parties information that may reasonably be
reearded as confidential business information, consistent with Federal, state, and local laws
Mary Strenn, City Manager
Ttus Disadvantaged Business Enterprises Program is accepted by
[Signature of DLAE]
N \RROJ =_crstca EXHiar, sa (9120100) 12
Date:
Date
APPENDIX A TO PART 26 — GUIDANCE CONCERNING GOOD FAITH EFFORTS
I When, as a recipient, you establish a contract goal on a DOT - assisted contract, a bidder
must, in order to be responsible and/or responsive, make good faith efforts to meet the
goal The bidder can meet this requirement in either of two ways First, the bidder can
meet the goal, documenting commitments for participation by DBE firths sufficient for
this purpose Second, even if it doesn't meet the goal, the bidder can document adequate
good faith efforts This means that the bidder must show that it took all necessary and
reasonable steps to achieve a DBE goal or other requirement of this part which, by their
scope, intensity, and appropriateness to the objective, could reasonably be expected to
obtain sufficient DBE participation, even if they were not fully successful
II In any situation in which you have established a contract goal, part 26 requires you to
use the good faith efforts mechanism of this part As a recipient, it is up to you to make a
fair and reasonable judgment whether a bidder that did not meet the goal made adequate
good faith efforts It is important for you to consider the quality, quantity, and intensity
of the different kinds of efforts that the bidder has made. The efforts employed by the
bidder should be those that one could reasonably expect a bidder to take if the bidder
were actively and aggressively trying to obtain DBE participation sufficient to meet the
DBE contract goal Mere pro forma efforts are not good faith efforts to meet the DBE
contract requirements We emphasize, however, that your determination concerning the
sufficiency of the firm's good faith efforts is a judgment call: meeting quantitative
formulas is not required
III The Department also strongly cautions you against requiring that a bidder meet a
contract goal (i e., obtain a specified amount of DBE participation) in order to be awarded
a contract, even though the bidder makes an adequate good faith efforts showing This
rule specifically prohibits you from ignoring bona fide good faith efforts
IV The following is a list of types of actions which you should consider as part of the
bidder's good faith efforts to obtain DBE participation It is not intended to be a
mandatory checklist, nor is it intended to be exclusive or exhaustive. Other factors or
types of efforts maybe relevant in appropriate cases
A Soliciting through all reasonable and available means (e.g attendance at pre -
bid meetings, advertising and/or written notices) the interest of all certified DBEs
who have the capability to perform the work of the contract. The bidder must
solicit this interest within sufficient time to allow the DBEs to respond to the
solicitation. The bidder must determine with certainty if the DBEs are interested
by taking appropriate steps to follow up initial solicitations
X63
N \PROJcCT5lb98 E%M18fr 9A (9120100) 13
B Selecting portions of the work to be performed by DBEs in order to increase
the likelihood that the DBE goals will be achieved This includes, where
appropriate, breaking out contract work items into economically feasible units to
facilitate DBE participation, even when the prune contractor might otherwise
prefer to perform these work items with its own forces
C Providing interested DBEs with adequate information about the plans,
specifications, and requirements of the contract in a timely manner to assist them
in responding to a solicitation
D (1) Negotiating in good faith with interested DBEs It is the bidder's
responsibility to make a portion of the work available to DBE subcontractors and
suppliers and to select those portions of the work or material needs consistent
with the available DBE subcontractors and suppliers, so as to facilitate DBE
participation. Evidence of such negotiation includes the names, addresses, and
telephone numbers of DBEs that were considered; a description of the
information provided regarding the plans and specifications for the work selected
for subcontracting, and evidence as to why additional agreements could not be
reached for DBEs to perform the work
(2) A bidder using good business judgment would consider a number of factors in
negotiating with subcontractors, including DBE subcontractors, and would take a
firm's price and capabilities as well as contract goals into consideration
However, the fact that there may be some additional costs involved in finding and
using DBEs is not in itself sufficient reason for a bidder's failure to meet the
contract DBE goal, as long as such costs are reasonable Also, the ability or
desire of a prime contractor to perform the work of a contract with its own
organization does not relieve the bidder of the responsibility to make good faith
efforts Prime contractors are not, however, required to accept higher quotes from
DBEs if the price difference is excessive or unreasonable
L Not rejecting DBEs as being unqualified without sound reasons based on a
thorough investigation of their capabilities The contractor's standmg within its
industry, membership in specific groups, organizations, or associations and
political or social affiliations (for example union vs non -union employee status)
are not legitimate causes for the rejection or non - soli citation of bids in the
contractor's efforts to meet the project goal
F Making efforts to assist interested DBEs in obtaining bonding, Imes of credit,
or insurance as required by the recipient or contractor
G Making efforts to assist interested DBEs in obtaining necessary equipment,
supplies, materials, or related assistance or services
064
N =zo ec-s�e_ axtiier 9F (92100) 14
H Effectively using the services of available mmonty /women community
organizations, mmonty /women contractors' groups, local, state, and Federal
rmnonty /women business assistance offices, and other organi zations as allowed
on a case -by -case basis to provide assistance in the recruitment and placement of
DBEs
V In determming whether a bidder has made good faith efforts, you may take into account the
performance of other bidders in meeting the contract For example, when the apparent
successful bidder fails to meet the contract goal, but others meet it, you may reasonably raise the
question of whether, with additional reasonable efforts, the apparent successful bidder could have
met the goal If the apparent successful bidder fails to meet the goal, but meets or exceeds the
average DBE participation obtained by other bidders, you may view this, in conjunction with
other factors, as evidence of the apparent successful bidder having made good faith efforts
065
M�ROJE CTSW9E- cXMIBR 9h (9120100) 15
ATTACHMENT C6,%
DBE PROGRAM ORGANIZATION CHART
City Manager (CEO)
Mary Strenn
DBELO
Director of Public Works
Andres Santamaria
CITY ENGINEER
Bellur Devaraj
Reconsideration Official
Jeff Stewart
TWO CIVIL ENGINEERING ASSOCIATES
Maryam Jonas
Paul Bowen
N \PROJECTS\DBE -A (11101100)
Resident Engineer
(Contract Manager)
11.
s
1
ATTACHMENT "B"
CITY OF EL SEGUNDO
OVERALL ANNUAL DBE GOAL AND METHODOLOGY
(Using "DBE" Directory and Census Bureau County Business Pattern Database ")
The following represents projected DOT funded contracts and expenditures by work
category
Construction (see note 2)
Landscaping
NAICS
-
% of Federal
Work Category
Category
Estimated $
Funding
Preliminary Engineering
(see note 1)
100,000
51
Civil Engineering
54133
1,100,000
564
Traffic /Environmental
54133/
100,000
51
54162
Geotechnlcal/Survey
54136
50,000
2.6
Subtotal
1,250,000
641
Construction (see note 2)
Landscaping
56173
400,000
206
Irrigation System
22131
200,000
102
Concrete
23571
100,000
51
Subtotal
700,000
359
TOTAL
1,950,000
100
Note 1
This represents estimated preliminary engineering costs for the federally funded "Douglas Street Gap Closure /
Railroad Grade Separation Project" Construction of this project is anticipated in fiscal year 2001/2002 and
construction costs are not included in this analysis
Note 2
This represents estimated construction costs for the federally funded (TEA funds) project to install landscaping within
the median islands of Sepulveda Boulevard (State Highway Route 1) between Rosecrans Avenue and Imperial
Highway Design costs are bome by City funds and are not included in this analysis
N \PROJECTS \DBE -GOAL INF (11101100)
1
116 7
2. GOAL METHODOLOGY: (METHOD 1)
Step 1 . Determination of a Base Figure
To establish the City's base figure, the City has chosen to utilize the Caltrans DBE
directory of Caltrans certified firms in the Los Angeles County area for calculating the
numerator and the County Census Bureau data to Calculate the denominator
WORK CATEGORY (CALTRANS)
WCC
sic
NAICS
CATEGORY
NO. OF
DBEs
NO OF
CBP'S
% OF FED FUNDS BY
WORK CATEGORY
Landscaping
0620
0781
0782
56173
0
958
206
Preliminary Enomeenno
Civil Engineering
8720
8711
54133
8
1464
564
Traffic and Environmental
Engineering
8703
8722
8748
54133
54162
113
1624
51
Geotechnical / Survey
8761
8760
8713
54136
0
9
26
Construction
Landscaping
0620
0781
0782
56173
0
958
206
Irrigation System
2055
4971
1711
1629
22131
1
67
10.2
Concrete
283
1611
1771
23571
0
359
51
TOTAL I I I I I I 10o
BASE FIGURE 0.564X8/1464 + 0 051 X 11311624 + 0 026 X 0/9
+0026X0/958 + 0102X1/67 + 0051 XD /359
= 0.0031 +00035 +0 +0 +00015 +0
USE 1%
i
N 1PROJECTSZSE -GOA -' INF (11101/00) 2
Step 2 Adjusting to Base Figure
Upon establishing the base figure, the City reviewed and assessed other known relevant evidence to
determine what additional adjustments, if any, were needed to tailor the base figure to the City's
marketplace Factors considered in determining the Citys DBE participation, that can be expected,
absent discrimination, included the following
A Current Capacity of DBEs Measured by Actual Attainments
The City does not have a track record of federally funded engineering and landscaping work to
make an assessment of actual DBE utilization during the past three (3) fiscal years Federal
funds allocated to the City in the past have been assigned to the Los Angeles County Department
of Public Works to implement cooperative projects under the County's lead agency role for both
design and construction Some federal funds were also assigned to Caltrans as representing the
City's contribution to the Caltrans project to widen Sepulveda Boulevard (State Highway 1) within
City limits
Disparity Study Results DBE Availability Ratios vs Utilization Ratios
Due to the reasons explained in item A above, the City has not performed a disparity study in the
past, and therefore the City is unable to utilize this data to adjust the base figure.
C Resultant Goal Adjustment
The City has chosen to adjust the I% calculated base figure upwards to a goal of 5% for DBE
participation in DOT assisted contracts for federal fiscal year 200012001 This upward adjustment
is not based on any evadable hard data or information, but rather based on the City's judgement
that 5% appears to be an attainable goal in the Citys market place area
1, UTILIZATION OF RACE- NEUTRAL AND RACE- CONSCIOUS METHODS:
Of the overall annual 5% goal for DBE participation, the City projects meeting 1 % of the goal
utilizing race - neutral methods, including making efforts to assure that bidding and contract
requirements facilitate participation by DBEs and other small businesses, encouraging prime
contractors to subcontract portions of the work that they might otherwise perform themselves, and
providing technical assistance, and other support services to facilitate consideration of DBEs and
other small businesses The remaining 4% of the goal is anticipated to be accomplished through
race - conscious measures, which includes establishing contract specific goals on contracts with
contracting possibilities, when needed, to meet the Citys overall annual DBE goal
2. PUBLIC PARTICIPATION IN SETTING OVERALL ANNUAL DBE GOALS:
In conformance with Public Participation Regulatory Requirements of 49 CFR Part 26 45 and
Caltrans Local Assistance Procedures Manual (LAPM) — Chapter 9, the City has published a
Public Notice in general circulation media, women/mmonty focused media, announcing the City's
proposed overall annual goals for the fiscal year 2000 -2001 contracts assisted by DOT. Such
Notice informed the public that the proposed goals and their rationale were available for
inspection at the City during normal business hours for thirty (3D) days following the date of the
Public Notice and, that the City will accept comment on the goals for forty -five (45) days from the
date of the Public Notice The required public participation provisions will be fully satisfied prior to
submitting the City's DBE Program and Overall DBE Goal for Final Review and Approval
069
N \PRCJECTSMBE -GOAL INF (11101100) 3
EL SEGUNDO CITY COUNCIL MEETING DATE: December 19, 2000
AGENDA ITEM STATEMENT AGENDA HEADING Consent Agenda
DESCRIPTION
Contract Amendment No 1 to the City- Pavement Coatings Company contract no. 2818
for slurry sealing and temporary re- striping of Main Street in conjunction with the
Downtown Specific Plan Improvements (estimated amount = $56,746 92)
RECOMMENDED COUNCIL ACTION
Approve Contract Amendment No 1
BACKGROUND AND DISCUSSION
On August 15, 2000, the City Council awarded a contract to Pavement Coatings
Company in the amount of $100,893 16 for the slurry sealing of the southwest quadrant
of the City The bid for this project included an optional bid item to slurry seal and re-
stripe Main Street (between El Segundo Boulevard and Mariposa Avenue) This
optional bid was not previously awarded pending a final design on the proposed re-
configuration of Main Street
(Please see attachment for additional discussion)
ATTACHED SUPPORTING DOCUMENTS
Additional discussion
FISCAL IMPACT
Capital Improvement Program Budget $735,00000
Amount Requested. $ 56,746 92
Account Number* 301 -400- 8201 -8573
Protect Phase. Interim Improvements
Appropriation Required- No
ORIGINATED BY ? f, Date.
Andres Santamaria. Director of Public Works DEC 12 2000
REVIEWED BY y, r-4, Date*
/1-/ 1
7
D
PW- COUNCILIDECI9 04 (Tuesday 1 2112/0 0 1100 A M )
7 0
12
ADDITIONAL DISCUSSION
The re- striping plans for Main Street have now been prepared for implementation in
January 2001 The re- striping is proposed to be in place for a period of six (6) weeks
after which a traffic study will be performed to evaluate the impacts The completed
traffic study is anticipated to be submitted to the City Council in April 2001 for
consideration and decision regarding the permanent re- configuration of Main Street in
conjunction with the Downtown Specific Plan Improvements
The proposed tentative schedule (weather permitting) is as follows
1 Slurry seal and re -stripe Main Street to two (2) January 2001
through lanes / parallel parking configuration
2 Traffic Impact Study - March 2001
3 Traffic study findings to be presented to City Council - April 2001
4 Slurry seal and restore Main Street to the May 2001
current four (4) through lanes / parallel parking
configuration
Note
All slurry sealing and re- striping work is proposed to be accomplished on weekends
to minimize traffic impacts The proposed contract amendment cost includes work to be
accomplished for both items 1 and 4
PWZOUNCILIDEC 19 04 (Tuesday 12/12/00 11 00 AM)
071
CITY OF EL SEGUNDO
CONTRACT AMENDMENT
Public Works Department, Engineering Division, 350 Main Street, El Segundo, CA 90245
TELEPHONE: 310- 524 -2300 FACSIMILE: 310 - 640 -0489
DATE,
December 5, 2000
NAME OF COMPANY:
Pavement Coatings Company
P O Box 1491
Cypress, CA 90630
SUBJECT:
Slurry seal and striping of Main Street
CHANGE ORDER NO.:
One (1)
SPECIFICATION NO..
PW 00 -11
You are hereby instructed, subject to the provisions of the above named contract, to make the following amendments thereto
UNIT
ITEM DELETE ADD DESCRIPTION PRICE CREDIT ADD
(see attached bid sheet)
Time Extension To: June 1. 2001
APPROVED BY:
Pavement Coatings Comoanv
Contractor Name
ACCEPTED:
Name and Title
NET + $56,746.92
APPROVED BY CITY COUNCIL ON:
December 19. 2000
Date
ACCEPTED:
City Engineer
DATE- DATE:
EL SEGUNDO CITY COUNCIL MEETING DATE. December 19, 2000
AGENDA ITEM STATEMENT AGENDA HEADING Consent Agenda
AGENDA DESCRIPTION,
A resolution of the City Council of the City of El Segundo adopting a schedule of fees for
work or encroachment in the public right -of -way (no fiscal impact)
RECOMMENDED COUNCIL ACTION
Adopt resolution
BACKGROUND AND DISCUSSION
Chapter 12 04 of the City Municipal Code stipulates that "a permit shall be required for
any work or encroachment in the public right -of -way, and the permittee shall pay to the
City a permit fee, a fee for subdivision plan checks, or Underground Service Alert
(USA), as applicable" The Municipal Code further provides for these fees to be
established by City Council from time to time by resolution The current fee schedule
was established by previous City Council Resolutions 3574 (adopted on January 3,
1989) and 3578 (adopted on January 17, 1989)
(Please see the attachment for additional discussion)
ATTACHED SUPPORTING DOCUMENTS
1 Additional discussion
2 Resolution for adoption
3 Previous fee Resolutions 3574 and 3578
FISCAL IMPACT None
Operating Budget*
Amount Requested
Account Number
Project Phase
Appropriation Required. No
UKiUINAI tv ear, i7 Date•
A—A —SM. .L L — I.,_ -,._ DEC 12 2000
REVIEWED BY Date. 4L
i
Mary Strenn• Cit Man er i i
PW- COUNCILOEC 1 M5(Tue5day 12M 2/00100 P M, 13
u73
ADDITIONAL DISCUSSION
Fiscal Impact:
In a typical year, the Public Works Department issues approximately 100 permits for
private work in the public right -of -way and receives an average revenue of
approximately $15,000 /year for permit and inspection costs The proposed fee
program is not intended for additional revenue generation, but rather represents a more
simplified and customer friendly method of calculating the fees to reasonably recover
City costs to provide the service In the proposed program, inspection fees are based
on the amount of work for which a permit is requested The actual time expended to
complete a particular improvement may vary from permit to permit, however the
proposed fee program is based on an average amount of effort expended by City staff
for a particular work category There is no fiscal impact from the implementation of this
program
Current Program:
The current program provides for a three -tier permit structure depending on the
development being (a) commercial exceeding 15,000 square feet; (b) commercial equal
to or less than 15,000 square feet and multi - family buildings more than six (6) units and,
(c) residential single family and multi -family six (6) units or less
At the time of issuing the permit, an inspection and security deposit is charged to the
applicant At the completion of the permitted work, the City's actual costs (based on
staff inspection time expended on the protect) are calculated and any remaining funds
from the collected deposit are returned to the applicant
Disadvantages of the Current Program:
(a) The contractor and the property owner do not know the inspection costs at the
time the permit is issued
(b) The contractor, at the time of permit issuance, pays an inspection deposit and
sometimes may include this deposit in the price to do the property owner's work
At the completion of work, unused inspection funds are returned to the contractor
and the contractor has the opportunity to keep the returned funds rather than
returning them to the property owner,
(c) The current program involves considerable staff time to keep track of time spent
on each permit job, calculate the refund amount, and to process the refunding of
the deposit
(d) The current three -tier fee structure is confusing to contractors and property
owners
PWLOUNC1LIDEC1M5 Juesday 1912/00 1 00 P M )
Proposed Program
Permit Issuance Fee:
The purpose of this fee is to recover the cost of issuing the permit, including staff time
for verification of insurance documents, simple counter plan checks, discussions with
the applicant, collecting and processing the fee payment and final close out of the
permit
Currently, the permit fee is $140 (commercial more than 15,000 square feet), $90
(commercial $15,000 square feet or less, multi -family more than six (6) units) and $50
(residential single family multi - family six (6) units or less) The estimated staff time for
issuing a permit is an average total of 1 5 hours for residential work and four (4) hours
for non - residential / commercial work
Recommended permit issuance fee for residential development would be $50 / permit
and for commercial (non - residential) development would be $140 / permit
Insoection Fee:
The purpose of this fee is to recover the costs for providing field inspection and work
monitoring services to verify compliance of the construction work with City standards
and requirements
Currently, an inspection deposit is collected at the time of permit issuance During
inspection, the inspector keeps track of actual time spent on the fob At the end of the
permitted work, the City's actual costs for staff time and equipment changes are
calculated and charged to the deposit Any unused funds are returned to the permittee
The proposed method of charging the inspection fee is based on the quantities and
scope of the proposed work regardless of the nature of development With this method,
a fixed amount is collected at the time of permit issuance and the time keeping and
deposit refund chores are eliminated Also, the permittee and the property owner know
the exact inspection cost at the time of application
(a) Sidewalk and Street Curb /Curb and Gutter:
Regardless of the quantity of work, a minimum of three (3) separate inspection
visits are necessary for each improvement at one -half hour per visit representing
a total staff cost of $85.00. A typical residential property with a 50' wide street
frontage would be charged an inspection fee of $85 for construction of each of
these improvements abutting the property.
Recommended inspection fees
Sidewalk = $1 00 per LF with a minimum $85.00 per location
Curb, Curb and Gutter = $1 00 per LF with a minimum $85 00 per location
3 PW- COUNCILMEC19-05 (Tuesday 12JI21001 00 P M )
075
(b) Driveway:
Regardless of the width, driveway work involves separate steps in constructing
the depressed street curb, driveway apron and street pavement patching A total
of three (3) separate inspection visits, at one -half hour per visit, representing a
total staff time of one and one -half hours at a cost of $85 00 is estimated for this
work, if the work does not include construction of a depressed curb. An
additional one (1) hour of inspection is estimated for work that includes
construction of a depressed curb in conjunction with the driveway work.
Recommended inspection fee for driveway work (without a depressed curb) _
$85 00 / each driveway
Recommended inspection fee for driveway work (with a depressed curb)
$140 00 / each driveway
(c) House Sewer Lateral Connection to an Existing Sewer Main in Street:
The inspection work involves three (3) separate inspection visits of one (1) hour
each for construction of the sewer connection and two (2) separate additional
inspections of one -half hour each for inspecting the compaction of trench and
restoration of street pavement, representing a total staff time of four (4) hours at
a cost of $225.00
Recommended inspection fee for house sewer lateral connection to an existing
City sewer main would be $225 00 for each connection
(d) House Sewer Connection to Existing Sewer Lateral:
The inspection work involves two (2) separate inspections of one (1) hour each
for making a new house sewer connection to an existing lateral and an additional
one half (1/2) hour of inspection for associated pavement inspection,
representing a total staff cost of $145 00
Recommended inspection fee for house sewer connection to an existing sewer
lateral would be $145 00 for each connection
(e) Temporary Encroachment:
Temporary encroachment permits for up to thirty (30) days upon the public right-
of-way are required for placement of trash dumpsters on the street abutting a
construction site, storage of materials and /or equipment, and partial blocking of
streets to accommodate heavy construction This category will also include
property owner improvements on the public parkway and other miscellaneous
encroachments on the public street right -of -way
The inspection work involves periodical checking of the encroachment to verify if
the area is secure with barricades and at the end of encroachment to verify that
the area has been cleaned up Encroachment permits are valid for thirty (30)
PW- COUNCILIDEC1M5 (Tuesday 12/12/00 1 00 P M)
676
M
(g)
days and for a total of two (2) hours of staff inspection effort, representing
$115 00 per encroachment are typically expended
Recommended inspection fee $115 00 / encroachment
Underground Service Alert (USA):
State law (Assembly Bill No 73) requires local agencies to locate and mark
underground installations upon notification by an excavator This law also
provides for the local agency to charge a fee to recover its costs to provide this
service
For El Segundo, the underground installations to be located and marked upon
USA notification are the City's storm drain, sewer and water mains The City's
cost to provide this service is different for spot excavations and for long trench
excavations, such as utility trenches Typically, approxjmately one (1) hour of
staff time is expended for a single spot excavation, or to provide the service for a
trench 100 feet long At an estimated cost of $50 per every 100 feet the cost of
this service translates to 0 50 /1-F
Recommended USA fee $0 50 / one LF of trench with a minimum $50 00 per
location
Subdivision Plan Checks:
The current fee structure provides for $245 (commercial more than 15,000
square feet), $150 (commercial 15,000 square feet or less, multi -family more
than six (6) units) and $80 (single family multifamily six (6) units or less), based
on the three -tier permit fee structure The staff time expended for these plan
checks is the same regardless of the nature of development. Furthermore, the
current fee structure needs to separately address plan checking of parcel maps
and tract maps, and off -site improvement plans which require different amounts
of staff effort
(i) Parcel Maas and Tract Maps:
Under an agreement with the City, the Los Angeles County Department of
Public Works performs plan checks to verify the mathematical accuracy
and technical compliance of the map The developer pays a fee for this
service directly to the County
The Public Works Department reviews these maps, obtains all needed
City signatures and City Council approval as needed. The staff time
typically expended for this effort is two (2) hours representing $70.00
Recommended fee for processing parcel maps and tract maps.
$70 00 / map
PW- COUNCILOEC19 -05 (Tuesday 121121001 OOP M )
077
(ii) Off -site Improvement Plan Checks:
Some developments are required to design and install improvements in
the public right -of -way as a condition of approval of the development The
engineering plan check effort involved prior to issuing the construction
permit is estimated to average approximately two (2) hours per sheet of
design plans which includes one (1) field visit to the lob site, representing
$7000
Recommended fee for off -site improvement plan checks $7000/
sheet of plans relative to work in the public right -of -way.
(h) Work by Public Utility Companies:
The current program includes permit fee and inspection charges to public utility
companies (Southern California Edison, Gas and Telephone Companies, fiber
optics conduit installation, oil company pipelines, etc ) equal to those charged to
developer's work in the public right -of -way This program further provides an
option for public utility companies to obtain an "annual permit" for $2,000 to
perform routine maintenance and testing work without obtaining a separate
permit for each instance The inspection charges for this work is invoiced
annually to the utility company
A separate permit is required from the utility companies for installation of a new
facility or major modifications to an existing facility
The City's cost to provide this service is directly related to the length of the
trenching proposed by the utility company with a minimum cost to inspect spot
excavations Typically, approximately one (1) hour of staff time is expended for
every localized spot excavation up to a length of 100 feet.
Recommended fee for utility cuts
Individual permit fee = $ 140
Permit fee - annual permit fee = $2,000
Inspection fee = $0.50 /1-F of trench with a minimum
$50.00 per location
Advantages of the Proposed Program:
(a) The inspection costs are estimated at the time the permit is issued based on the
quantity of work permitted rather than the staff time expended for inspection.
The contractor and the property owner know the exact inspection costs when the
permit is issued
PW- COUNCILtDEC19 -05 (Tuesday 12/12/00 1 00 P M)
078
(b) The potential for the contractor to keep the refunded inspection deposit funds is
eliminated
(c) The proposed program will result in a more efficient use of staff time to
administer the program
(d) The proposed program eliminates the three -tier permit structure resulting in
simpler and more customer friendly process
Comparison with Neighboring Cities:
A review of the Public Works fee program in neighboring Cities indicated that every City
had its own method of evaluating and assessing the permit and inspection fees, and
therefore an accurate comparison was not available However, the fees proposed by
staff are generally in line with fees charged by neighboring Cities and is based on
reasonable staff effort needed to provide the service for like items of work
PW- COUNCILDEC19 -05 (Tuesday 12/17!00 1 00 P M)
079
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF EL SEGUNDO, CALIFORNIA
ADOPTING A SCHEDULE OF FEES FOR WORK
OR ENCROACHMENT IN THE PUBLIC RIGHT -OF -WAY
WHEREAS, the City Municipal Code Chapter 12 04 stipulates that a permit shall
be required for any work or encroachment In the public right -of -way and that the permittee shall
pay a fee for the permit, subdivision plan checks, or Underground Service Alert (USA) fee as
applicable, and
WHEREAS, the City Municipal Code Chapter 12 04 further provides for the City
Council to establish the above fees from time to time by resolution, and
WHEREAS, the attached Schedule of Fees is recommended to the City Council
to recover City costs for issuance of the permit and for inspecting the work or encroachment in
the public right -of -way
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF EL SEGUNDO,
CALIFORNIA, DOES RESOLVE AS FOLLOWS:
SECTION 1 The Schedule of Fees established by Resolutions 3574 and 3578
relating to work or encroachment In the public right -of -way Is hereby rescinded
SECTION 2. The Schedule of Fees referred hereto and made a part hereof as
Exhibit "A ", is hereby approved and adopted as the Schedule of Fees for work or encroachment
in the public right -of -way
SECTION 3 The City Clerk shall certify to the passage and adoption of this
resolution, shall enter the same In the book of original resolutions of said City, and shall make a
minute of the passage and adoption thereof In the records of the proceedings of the City
Council of said City, In the minutes of the meeting at which the same Is passed and adopted
PASSED, APPROVED AND ADOPTED this day of 2000
ATTEST-
Cindy Mortesen
City Clerk
(SEAL)
APPR9) D AS TO F RM.
i
Mark D Hensley
City Attorney
Mike Gordon, Mayor
of the City of El Segundo, California
RESOLUTION NO
SCHEDULE OF FEES FOR WORK OR
ENCROACHMENT IN PUBLIC RIGHT -OF -WAY
PAGE NO 1
080
Attachments Schedule of Fees
Exhibit "A"
CERTIFICATION
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS
CITY OF EL SEGUNDO )
I, Cindy Mortesen, City Clerk of the City of El Segundo, California, DO HEREBY CERTIFY that
the whole number of members of the City Council of the said City is five, that the foregoing
resolution, being RESOLUTION NO was duly passed an adopted by the said City
Council, approved and signed by the Mayor of said City, and attested by the City Clerk of said
City, all at a regular meeting of the said Council held on the day of
and the same was so passed and adopted by the following vote
AYES
NOES
ABSENT
ABSTENTION
NOT PARTICIPATING
WITNESS MY HAND THE OFFICAL SEAL OF SAID CITY this day of
Cindy Mortesen, City Clerk
City of El Segundo, California,
(seal)
RESOLUTION NO
SCHEDULE OF FEES FOR WORK OR
ENCROACHMENT IN PUBLIC RIGHT -OF -WAY
PAGE NO 2
081
EXHIBIT "A"
(to Resolution No )
Schedule of Fees for Work or Encroachment in the Public Right -of -Way
I. Permit Issuance Fee $50 per permit - residential
$140 per permit - non - residential / commercial
II. inspection Fee
(a) Sidewalk
$1 00 per linear foot with a minimum of $85 00 per location
(b) Street Curb /Curb and Gutter
$1 00 per linear foot with a minimum of $85 00 per location
(c) Driveway
$ 85 00 per driveway without a depressed curb
$140 00 per driveway with a depressed curb
(d) House Sewer Lateral Connection to Existing City Sewer Main
$225 00 per connection
(e) House Sewer Connection to Existing Sewer Lateral
$145 00 per connection
(f) Temporary Encroachment
$115 00 per encroachment
(g) Underground Service Alert (USA)
$0 50 / LF of excavation or trench with a minimum $50 00
II Subdivision Plan Checks
(a) Parcel Maps / Tract Maps
$70 00 / per map
(b) Off -site Improvement Design Plans
$70 00 per sheet of design plans relative to work in the public right -of -way
111. Utility Cuts:
Individual Permit = $140 1 permit
Annual permit for routine maintenance work = $20001 year
Inspection fee = $0 50 / LF of trench length with a
minimum $50 00 per location
N 1RESO S1ExHIBIT -A FEE (12112100) 0 8 2
RESOLUTION NO. 3574
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF EL SEGUNDO, CALIFORNIA, ADOPTING SCHEDULES
OF FEES FOR WORK IN THE PUBLIC RIGHT OF WAY,
AND FOR APPLICATION AND PROCESSING OF
BUILDING, PLUMBING AND MECHANICAL PERMITS,
PLATS AND SUBDIVISIONS, AND ZONING FEES,
WHEREAS, City Council Ordinance No. 1130, adopted January 3,
1989 establishes that all fees for work in the public right of way,
and for application and processing of building, plumbing, and
mechanical permits, plats and subdivisions, and zoning fees be
fixed and established by City Council from time to time by
resolution; and
WHEREAS, the attached Schedules of Fees are recommended to the
city Council to cover costs and work done in the public right of
way, and for application and processing of building, plumbing, and
mechanical permits, plats and subdivisions, and zoning fees.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF EL
SEGUNDO, CALIFORNIA, DOES RESOLVE AS FOLLOWS:
SECTION 1. The Schedules of Fees, referred hereto and made
a part hereof as Exhibits A, B, C, D and E are hereby approved and
adopted as the Schedules of Fees for work in the public right of
way, and for application and processing of building, plumbing, and
mechanical permits, plats and subdivisions, and zoning fees.
SECTION 2. This resolution shall become effective on the
effective date of Ordinance No. 1130.
SECTION 3. The City Clerk shall certify to the passage and
adoption of this resolution; shall enter the same in the book of
original resolutions of said city; and shall make a minute of the
passage and adoption thereof in the record of the proceedings of
the City Council of said city, in the minutes of the meeting at
which the same is passed and adopted.
PASSED, APPROVED and ADOPTED on January 1989.,/
i
\ATTEST:
Mayor of the CIty of E1 Segundo,
CalYfornia
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RESOLUTION NO. 3578
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
EL SEGUNDO, CALIFORNIA, ADOPTING SCHEDULE OF FEES
FOR WORK IN THE PUBLIC RIGHT -OF -WAY BY PUBLIC
UTILITY COMPANIES.
WHEREAS, the City Council on January 3, 1989 adopted
Resolution No. 3574 establishing schedules of fees for work
in the public right -of -way, and for application and processing
of building, plumbing and mechanical permits, plats and
subdivisions, and zoning fees; and
WHEREAS. the City Council recognizes that some work done
by Public Utility Companies is not applicable to the fee
schedule established by Resolution No. 3574 and that a separate
fee schedule is necessary for routine maintenance and operations
work and for work not applicable to the fee schedule established
by Resolution No. 3574 performed by the utility companies; and
WHEREAS, City Council Ordinance No. 1130, adopted January 3,
1989 establishes that all fees for work in the public right -of-
way, and for application and processing of building, plumbing,
and mechanical permits, plats and subdivisions, and zoning fees
be fixed and established by City Council from time to time by
resolution; and
WHEREAS, the attached Schedule of Fees is recommended to the
City Council to cover application and processing costs for work
done in the public right -of -way by the Public Utility Companies.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF EL SEGUNDO,
CALIFORNIA, DOES RESOLVE AS FOLLOWS.
SECTION 1. The Schedule of Fees, referred hereto and made
a part hereof as Exhibit A -1 is hereby approved and adopted as the
Schedule of Fees for work in the public right -of -way by the Public
Utility Companies.
SECTION 2. This resolution shall become effective on the
<ffective date of Ordinance No. 1130.
SECTION 3. The City Clerk shall certify to the passage and
adoption of this resolution; shall enter the same in the book of
original resolutions of said city; and shall make a minute of the
passage and addption thereof in the record of the proceedings of
the City Council of said city, in the minutes of the meeting at
which the same is passed and adgpted.
PASSED, APPROVED and ADOPTED this 17th day of J nuary, 1989
Mayor o 7 gundo,
California
hwl'. MEN` 6 VIA
r) -P s
Exhibit A -1
Schedule of Fees for Work Done
In the Public Right -of -Way by Public Utility Companies
1. Fees for new installations in connection with existing or new
development shall be charged as established by City Council
Resolution No. 3574.
2. An annual blanket permit may be issued for performing routine
maintenance and operations such as potholing, drilling and filling
of bar holes for leak inspections, repair and /or replacement of
existing underground facilities that do not result in a change in
the alignment on size of the facilities and emergency work.
The annual blanket permit fee shall be $2,000.00.
Inspection Fee:
3. Fees for new installations
facilities which result in
facilities, when such work
developments identified in
Council Resolution No. 357
follows:
Permit Fee:
Actual Direct Labor Cost x 1.8 +
vehicle charges
or for replacement of existing
a change in the alignment or size of the
is not performed in connection with
the fee schedule established by City
4, for each location, shall be as
$90
Inspection Fee: Actual Direct Labor Cost x 1.8 +
vehicle charges
U.S.A. Underground Alert Fee (if applicable): $15
4. At the option of the Public Utility Company, wort, pain CLfd under
the annual blanket permit procedure may be performed individually
by paying the fees established under :ten, 3 of this s ^hedule.
0 06
EL SEGUNDO CITY COUNCIL
AGENDA ITEM STATEMENT
AGENDA DESCRIPTION
MEETING DATE; December 19, 2000
AGENDA HEADING. Consent Agenda
Adoption of plans and specifications for the Installation of sidewalks on the northside of
Holly Avenue between Maryland Street and Bungalow Drive — Specifications No PW
00 -16 (estimated cost = $20,000)
RECOMMENDED COUNCIL ACTION
Adopt plans and specifications and authorize staff to advertise the project for receipt of
construction bids
UND AND DISCUSSION
The current fiscal year Capital Improvement Program includes a protect to install
sidewalks on the northside of Holly Avenue between Maryland Street and Bungalow
Drive to improve pedestrian access to the Center Street Middle School A temporary
asphalt sidewalk was installed last year with the intention of replacing it with a
permanent concrete sidewalk in conjunction with the Capital Improvement Program
The estimated cost of the protect, including inspection costs and construction
contingencies, is $20,000
ATTACHED SUPPORTING DOCUMENTS
my ;Elsti
Capital Improvement Program Budget
Amount Requested,
Account Number.
Project Phase
Appropriation Required*
BY-
$30,000
$20,000
106 -400- 8203 -8487
Adoption of plans and specifications
No
/p /y /oo
Andres Santamaria. Director of Public Works
REVIEWED BY Date,
/00
Mary Strenn. Cd a � er
PW- COUNCIUDEC I M6 (Monday 12/4100 9 00 A M ) 14
it Q-)
EL SEGUNDO CITY COUNCIL MEETING DATE: December 19, 2000
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION
Adoption of plans and specifications for the Installation of two banner poles on
Sepulveda Boulevard approximately 150 feet north of Holly Avenue (estimated cost
$50,000)
RECOMMENDED COUNCIL ACTION,
Adopt plans and specifications and authorize staff to advertise the project for receipt of
construction bids
BACKGROUND AND DISCUSSION
On February 15, 2000 the City Council authorized $60,000 from the adopted Capital
Improvement Program for installation of two banner poles on Sepulveda Boulevard, to
enable hanging a single banner across Sepulveda Boulevard to publicize City events
The poles will be located on Sepulveda Boulevard, dust north of Holly Street, at locations
which will not impact businesses
Banner poles, foundation, banner supporting cables and other hardware have been
designed by Deka Engineering The design has been approved by Caltrans which has
jurisdiction over Sepulveda Boulevard and the project is ready to be advertised for
receipt of construction bids
The placement and replacement of banners will be performed by a firm which
specializes in this work
ATTACHED SUPPORTING DOCUMENTS
Location map
FISCAL IMPACT
Capital Improvement Budget $ 60,000 00
Amount Requested $ 50,000 00
Account Number 301 -400- 8201 -8471
Protect Phase Adoption of plans and specifications
Appropriation Required No
ORIGINATED BY
DEC 12 2000
Andres Santamana. Director of Public Works
REVIEWED BY w Date:
15
PW- COUNCILIDEC19 -01 (Tue6day 12112/00 1 00 P M)
0 88
MARIPOSA AVE.
I
I
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LOCATION
i
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EL SEGUNDO BLVD
VICINITY MAP
089
EL SEGUNDO CITY COUNCIL MEETING DATE. December 19, 2000
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION.
Amendment to employment agreement between the City of El Segundo and Mary
Strenn
RECOMMENDED COUNCIL ACTION
Adopt attached amendment and authorize the Mayor to execute the amendment on
behalf of the City
BACKGROUND &
Discussion occurred between the City Council and City Attorney during closed session
amending Section 4, paragraph 4 1 of the City Manager's Employment Agreement
ATTACHED SUPPORTING DOCUMENTS
Draft Second Amendment to Agreement No 2630
FISCAL IMPACT Included in Management/Confidential Employee salaries approved
November 21, 2000
Operating Budget
Amount Requested.
Account Number
Project Phase:
Appropriation Required* No
ORIGINATED DATE- December 13, 2000
Mark H slev. Citv Attornev
16
0y0
SECOND AMENDMENT TO EMPLOYMENT AGREEMENT
BETWEEN THE CITY OF EL SEGUNDO AND MARY STRENN
This amendment to the employment agreement (hereinafter, "Amendment ") dated
September 15, 1998 (hereinafter, "Agreement "), between the City of El Segundo,
California hereinafter, "City ") and Mary Strenn (hereinafter, "Employee "), is entered
into this 19i day of December, 2000 by and between the City and Employee
WITNESSETH
WHEREAS, Section 4 1 of the agreement provides for periodic evaluation of the
Employee's performance and allows the City Council, at it's discretion, to increase the
Employee's salary, and
WHEREAS, the City Council has evaluated the Employee's performance
NOW, THEREFORE, the parties do hereby agree to amend the Agreement as
follows
4 1 EMPLOYEE'S annual base salary shall be $148,513 which shall be paid in equal
bi- weekly payments City shall also pay Employee a monthly car allowance of
$500 00 The City Council shall evaluate Employee's performance annually
following the effective date of the Agreement and determine in its sole discretion
whether to increase Employee's compensation Any increase in such increase
must be in writing and signed by the parties
IN WITNESS WHEREOF, the City of El Segundo has caused this Amendment to be
signed and executed on its behalf by its Mayor and duly attested to by its City Clerk, on
the day and year first written above
CITY OF EL SEGUNDO EMPLOYEE
By
Mayor
Attest
Approved as to form
By
LM
Mary Strenn
u91
EL SEGUNDO CITY COUNCIL MEETING DATE: December 19, 2000
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION.
Approval of a Request for proposals from Document Imaging and Records
Management Vendors for a four -phase protect
RECOMMENDED COUNCIL ACTION
Authorize staff to solicit proposals from qualified vendors.
ND & DISCUSSION
The Council approved the retention of a Specialist In Imaging /Records
Management in May of 2000 Since that time the Specialist has worked with staff
to develop a needs assessment, document Imaging use protections, RFP, and
timeline for a four -phase protect
The Imaging Task Force has proposed that the City Clerk, City Attorney,
Police Department, and Information Services be included in Phase One of the
Imaging protect A time line has been developed for Phase One, and one will be
developed for Phases 2 through 4 after implementation of the first phase
During the Budget presentation, $60,000 was earmarked for the beginning
of the Imaging protect plus an additional $10,000 for archiving documents. The
Imaging Task force feels confident that the first phase of implementation can be
achieved within the budgeted amounts
After the Imaging Task Force has reviewed the RFPs, it will return to
Council with a recommendation for vendor selection, and contract approval
ATTACHED SUPPORTING DOCUMENTS
RFP
Imaging Time Line Phase One
FISCAL IMPACT None at this time
Operating Budget
Amount Requested
Account Number
Protect Phase
REVIEWED B DATE
Mary Str n, C Manager 1311*
0
17
i�42
CITY OF EL SEGUNDO
350 Main Street
El Segundo, CA 90245 -3813
DOCUMENT IMAGING SYSTEM
Archive / Retrieval
REQUEST FOR PROPOSAL
Optional Document Conversion Bid starts on Page A -11
December 19, 2000
Inquiries regarding this project should be directed to
Diane R Gladwell, CMC
P O Box 62
Lake Arrowhead, CA 92352
Voice (909) 337 -3516
Fax (909) 337 -3526
Gladwe114 @aol corn
Deadline: January 23, 2001 at 11:00 am
093
TABLE OF CONTENTS
Executive Summary
1
Section 1 Protect Overview
3
1 0 Organization Background
3
1 1 Protect Background & Goals
3
1 2 Existing Technology Environment
3
1 3 Document Imaging Protect Team.
4
Section 2 Process Instructions
5
20 Pre - proposal Conference
5
21 Proposal Form
5
22 Proposal Submission
5
Section 3 Specifications
6
30 Deliverables
6
31 Phase 1 City Attorney, City Clerk, IS & Police.. . . . . .. ......
6
32 Phase 2 Administration, Finance, HR and Treasurer
8
33 Phase 3 CEDS (Land Development) & Public Works
9
34 Phase 4 Library, Fire, Recreation
10
Section 4 Terms & Conditions
13
40 Assignment
13
4 1 Insurance Requirements
13
42 Hold Harmless
14
43 Validity of Proposals
14
44 Status of Contractor
14
45 Rights
14
46 Latest Technology
14
47 Ability to Perform
14
48 Payment Terms
15
49 Acceptance Test / Title
15
410 Billing
15
Attachment A, Pricing Proposal, Part 1
Al
Attachment A, Questionnaire, Part III
A
094
EXECUTIVE SUMMARY
The City of El Segundo (daytime population 80,000) Is soliciting proposals for the
acquisition, Installation, training, and support for a document Imaging storage and
retrieval system
This Request for Proposal (RFP) will cover hardware and software for the Phase 1 pilot
system and subsequent phases
Phase 1 City Attorney, City Clerk, Information Services and Police
10 concurrent retrieval workstations
2 scanning workstations
Phase 2 Administration, Finance, Human Resources and Treasurer
10 concurrent retrieval workstations
2 scanning workstations
Phase 3 Community, Economic & Development Services (CEDS) Building
& Safety, Economic Development, Planning and Public Works
• 10 concurrent retrieval workstations
2 scanning workstations
Phase 4 Fire, Library and Recreation
5 concurrent retrieval workstations
3 scanning workstations
The entire project 1s scheduled to be implemented 4 years or less
The deadline for submission of Proposals Is Tuesday, January 23, 2001 at 11 00 am
Minimum Requirements for Proposers
• The proposing firm (vs software manufacturer) must have installed and supported at
least two installations with 25 or more workstations successfully operating in a NT
networked environment at a business location
• Import and export via scanning or standard data file format imports (ASCII, BMP,
GIF, TIFF, JPEG, PDF)
• ODBC and OLE - compliant software (all databases) MS SQL Version 7 0 is
preferred
• Greyscale, duplex scanner rated at 36 pages per minute (simplex) or higher
• OCR (Optical Character Recognition)
De%eloped b% Diane R Gladwell CMC (909) 337 -3516 1 0 9
• Full -text searching
• Writes to media which does not permit additions, deletions, or changes (e g CD-
ROM, DVD -ROM, WORM) to produce copies for offsite storage
• High levels of access security
• On -Site training
• Electronic and paper (book) documentation
• Software technical support and annual maintenance
• Breakout pricing for individual components (hardware, software, installation, training,
and support maintenance)
• Selected vendors will be required to perform an on -site dem6nstration at City Hall in
El Segundo on Thursday, March 15th, 2001 (save this date — selected vendors will
not be notified until 2/21)
De%eloped by Diane R Gladwell, CMC (909) 337 -3516 2 096
SECTION 1 - GENERAL INFORMATION
1 0 ORGANIZATION BACKGROUND
The City of El Segundo provides a full range of municipal services to a daytime
population of approximately 80,000 The City was incorporated in 1917 as a general law
city of the State of California and is located near the Los Angeles International Airport
The City has approximately 425 employees which are organized into 12 departments
located in 10 buildings and an annual budget of approximately $72,000,000 Personnel
and Police have significant numbers of records that are not accessible to the public
and /or other city employees
The City is committed to serving the needs of the citizens, business community, and
others interesting in the community efficiently and effectively The mission of the City of
El Segundo's Technology and Information Systems Master Plan is to, " deploy
technology in order to provide fast, convenient, comprehensive, and accurate information
to people who live, work, visit, or have interests in the community " They strive to be a
model for the operation of city services among other South Bay cities
Strategic Goals as stated in the Master Plan include
1 Citizens and businesses in El Segundo will have ready access to appropriate
public City information
2 Communication and feedback between departments and among staff will be
timely and accurate
3 Data will be collected and entered only once into informational databases
4 Staff will be efficient and effective in the use of all City- supplied technology
systems
5 The acquisition of new technologies will be coordinated at both the department
and Organization -wide (City-wide) levels
6 The City of El Segundo will be a leader in the use of proven technologies for city
operations
7 All technologies deployed and used by the City will be safe, secure and reliable
This project has been designed to achieve these goals As is normal practice for
municipal governments, future funding for this project is approved as part of the annual
budget process
1 1 PROJECT BACKGROUND AND GOALS
The City Clerk's office has had a small, stand -alone document imaging system that
was implemented in 1998, they have scanned in the majority of City Council Minutes
The images are stored in TIFF format using Imaging for Windows Eastman Software,
version 2 0 and Textbridge OCR, which provides for image searching and retrieval,
but not integrated full -text searches (documents are converted to Word files)
De%eioped b� Diane R Gladwell CMC (909) 337 -3516 3 097
The City now wishes to deploy an organization -wide system in order to Implement
the technology in accordance with the new Technology and Information Systems
Master Plan. It wishes to do so without losing the Images and Indexes that have
been developed in the City Clerk's department
1.2 EXISTING TECHNOLOGY ENVIRONMENT
The City has approximately 250 workstations operating in an NT environment Currently,
the City's network uses TCP /IP protocol over Ethernet 10/100 MBPS topology and over a
mixture of 128 KBPS ISDN and 12 MBPS T -1 topology to other off -site locations
(Library, Recreation Park, Water Plant, Maintenance Facility, Fire Station #2) The
network client workstations are served by a variety of servers running Microsoft NT 4 0
operating system, the Financial software, Eden, runs on Unix The City's existing
minimum standard configuration for a client microcomputer is a Pentium III processor,
with 384 Mb of RAM and 10 Gb hard disk and 19" monitor All clients run Microsoft
Windows 98, Microsoft Office, McAfee Anti - Virus, and NT software
The City is currently selecting a permit software product, is using Arcview from ESRI,
Eden Financial software, Progressive Solutions' License Trac for business licenses, and
a variety of other client/server based applications for a variety of other ancillary
applications Police RMS (Records Management System) and CAD Computer Aided
Dispatch) is provided by the West Covina Police Department, and the Fire Department
uses FireTrack for their RMS
1 3 DOCUMENT IMAGING PROJECT TEAM
A project team comprised of representatives from various departments has been
organized to bring this technology to the City of El Segundo The consultant for this
project is Diane R Gladwell, CMC Questions or comments concerning this RFP are to
be directed to
Diane R Gladwell, CMC
P O Box 62
Lake Arrowhead, CA 92352
Voice (909) 337 -3516
Fax (909) 337 -3526
E -mail gladwe114 @aol com
The RFP will be made available in electronic form upon request All questions related to
this RFP should be submitted in writing (fax or e-mail is adequate) and be addressed
directly to the consultant, this will ensure equity among proposers and that the question
and correct information is routed to the appropriate person Telephone communications
shall not be binding on the Consultant(s) or City Contact with City employees or officials
is expressly prohibited without prior consent, and may result in disqualification of the
bidder
Dc%eloped by Diane R Gladwell CMC (909) 337 -3516 4 (� rf
SECTION 2 - PROCESS INSTRUCTIONS
20 PRE - PROPOSAL CONFERENCE
An optional pre - proposal conference and facility tour will be held on January 5",
2001 at 10 00 am at the following location
Council Chambers
El Segundo City Hall
350 Main St
El Segundo, CA 90245 -3813
The conference will be audio taped Directions: Park on the north side of City Hall
on Holly Street Enter City Hall through the double glass doors Proceed down the
hall to Room 5, the first office on the right -hand side
21 PROPOSALFORM
All proposals must be submitted on the form(s) provided in the RFP
Specifications Supplemental material may also be submitted
2.2 PROPOSAL SUBMISSION
2 2 1 Proposals must be received no later than 11 00am on Tuesday. January
23. 2001 at the following location
City Clerk's Office
City of El Segundo
350 Main Street
El Segundo, CA 90245 -3813
Proposals received after this date will not be considered
2 2 2 Proposals must be submitted via mail, courier, or in person No FAX or
electronic submittals will be accepted All Proposals must be submitted in
a sealed envelope or package plainly marked
"Request for Proposal #
Document Imaging Storage Retrieval System"
Name and Address of Proposer
2 2 3 Twelve (12) complete copies (paper) of the Proposal must be provided in
addition to one electronic copy on disk
De%eloped b. Diane R Gladwell CMC (909) 337 -3516 5 090
2 2 4 Proposals must be signed by an Individual authorized to bind the
proposing entity to all commitments contained therein
2 2 5 Proposers shall place In a separate envelope clearly Identified as
"confidential' all financial statements, copyrighted material, trade secrets,
or other proprietary Information that It asserts is exempt from disclosure
under the Public Records Act
DeN eloped by Diane R Gladwell CMC (909) 337.3516 6 100
SECTION 3: SPECIFICATIONS
3.0 DELIVERABLES
Deliverables shall Include, at the least, the following components, installed and
fully functional as described below and elsewhere in this proposal, at specified El
Segundo City buildings as appropriate
3 0 1 All required software (2 copies on CD for every release, including
upgrades)
3 0 2 All required hardware
3 0 2 All required ancillary devices (if required, cabling- and network upgrades
must be fully disclosed with the bid proposal, but may be provided by the
City of El Segundo)
3 0 3 The successful Installation of Phase 1 must take place within the agreed
upon time frame(s) Successful Installation is defined as all Components
purchased via this proposal and contractual agreement are fully
operational and able to be relied upon on a daily basis by the City of El
Segundo
304 One set of hardcopy manuals and one set of electronic manuals suitable
for uploading on the City's Intranet
3 0 5 On -site employee training completed within an agreed upon timeframe
3 0 6 Annual software technical support
3 0 7 Annual software maintenance and upgrades
31 PHASE 1: City Attorney, City Clerk, Information Systems, Police
Includes specified hardware and software for 2 scanning workstations and 10 concurrent
retrieval workstations (supporting 29 users) TIFF Images and their associated indices
must be converted Into the new system
3.2 PHASE 2: Administration, Finance, Human Resources, and Treasury
Includes specified hardware and software for 2 scanning workstations and 10 concurrent
retrieval workstations (supporting 25 users)
De%eloped bo Diane R Glad" elI CMC (909) 337 -3516 7 rl 1
3.3 PHASE 3: CEDS (Building & Safety, Economic Development, Planning) and
Public Works
Includes specified hardware and software for 2 scanning workstations and 10 concurrent
retrieval workstations (supporting 36 users)
34 PHASE 4: Fire, Library and Recreation and Parks
Includes specified hardware and software for 3 scanning workstations and 5 concurrent
retrieval workstations (supporting 27 users)
Developed by Diane R Gladwell CMC (909) 337 -3516 8 1
SECTION 4: TERMS AND CONDITIONS
4.0 ASSIGNMENT
The selected vendor shall under no circumstances assign the agreement without the
written permission of the City of El Segundo
4.1 INSURANCE REQUIREMENTS
Hold Harmless and Indemnification The successful bidder shall agree to Indemnify,
defend and hold harmless the City (Including Its officers and employees) for /from any
and all claims or actions of any kind presented against the City arising out of the
vendor's (Including vendor's employees, representatives, products and subcontractors)
performance under this agreement, excepting only such claims or actions which may
arise out of sole negligence of the City
Insurance Provisions
411 Comprehensive General Liability including coverage for premises,
products and completed operations, Independent contractors, personal
Injury and contractual obligations with combined single limits of coverage
of at least $1,000,000 per occurrence
41 2 Auto Liability, Including owned, non -owned and hired vehicles with at least
$1,000,000 per occurrence
41 3 Workers' Compensation Insurance as required by State statutes
4 1 4 Errors & Omissions depending on type of contract/service If appropriate
41 5 "The City of El Segundo" to be named as an Additional Insured on the
above - captioned insurance coverage's as respects the City's Interests
under this agreement This is to be complied with by presenting
appropriate insurance certificate(s) (at no cost to the City) to the City
Clerk's Office and copied via fax to the Purchasing Agent prior to award of
contract and commencement of work under this contract, and by
presenting to the City an endorsement to the policy, signed by an officer
of the insurance company within (15) days of this agreement
4 1 6 All policies of insurance shall provide for a minimum of thirty (30) days
written notice of any change or cancellation of the policy
41 7 Should any of the above - described policies be canceled before the
expiration dates thereof, the issuing company will mail a 30 days' written
notice to the City of EI Segundo as additional certificate holder
41 8 Insurance policies to be in a form and written through companies
acceptable to the City and shall include those endorsements which are
necessary to extend coverage which is appropriate to the nature of this
agreement
4.2 BUSINESS LICENSE
Dc�clopcd b� Diane R Glad" elI CMC (909) 337 -3516 9 rl S
The successful bidder shall agree to have a current City of El Segundo business license
on file at City Hall or purchase said license (at no cost to the City - $88 00)
43 HOLD HARMLESS
The selected vendor shall Indemnify and hold the City, its officers, agents and
employees harmless against all liability and property damage for actions
connected to the vendor's work for the City
44 VALIDITY OF PROPOSALS
Proposals shall be valid for one hundred twenty (120) days from the submittal
deadline
4.5 STATUS OF CONTRACTOR '
It Is agreed to and understood that the employees of the contractor and the
employees of any approved subcontractor selected for this project shall be
considered a private contractor(s) and not employees of the City of El Segundo
4.6 RIGHTS
The City of El Segundo reserves the following rights
45 1 To modify this RFP at any time
4 5 2 To determine the competence and responsibility, professionally and /or
financially, of proposers
4 5 3 To accept the proposal most advantageous to it
454 To require additional demonstrations and site visits to existing
installations
4 5 5 To purchase some components from other vendors
456 To reject any or all proposals
4.7 LATEST TECHNOLOGY
The proposer must provide all new hardware and the latest versions of all
software All manufacturer's licenses, titles, manuals, and warrantees will be
passed through to the City of El Segundo The proposer warrants that
deliverables will be in conformance with the RFP, free from defects of product or
workmanship, and fit for the intended purpose All warrantees survive delivery
and are not waived by the City's acceptance or payment
4.8 ABILITY TO PERFORM
Developed by Diane R Gladwell CMC (909) 337.3516 10
1 rI 4
Proposer warrantees that it possesses the expertise to provide all equipment,
labor, materials and licenses necessary to carry out and complete the work in
compliance with the request for Proposal as well as any and all federal or state
laws and regulations
The proposer shall guarantee that all provisions of the Proposal submitted shall
remain in effect for a period of 120 working days from the date of Proposal
opening Proposal may not be withdrawn after the submission date
49 PAYMENTTERMS
Payment for equipment and software, less 10% of the price of software, will be
made upon successful installation at the City of El Segundo Successful
installation is defined as all components purchased via this proposal and
contractual agreement are fully operational and able to be relied upon on a daily
basis using El Segundo's existing network ,
Payment for all services will be made following the successful delivery of those
services according to their normal payment terms (normally 30 days from the
completion and acceptance of the service, unless alternate terms are proposed
and accepted by the City The City may consider prompt payment discounts
when calculating the lowest bid if the end result benefits the City)
4.10 ACCEPTANCE TEST/ TITLE
The City will require a 60 -day acceptance test, which will begin after completion
of installation and training for each phase Ten percent (10 %) of the price of the
software will be retained by the City and will be released after successful
performance of the acceptance test The acceptance test will begin after
installation and training The City will exercise all functions of the system to
ensure it meets all requirements stated in this RFP and as stated in the Vendor's
Proposal The Vendor has a duty to repair or replace any problem components
within the agreed upon time frame The City's acceptance will be transmitted in
writing If there is no successful completion of the acceptance test, the City shall
have the option to return all equipment and software and the Vendor shall refund
any monies paid
411 SOFTWARE ESCROW
The successful bidder shall be expected to deposit and maintain a current copy
of the software code in an escrow account that shall be accessible to the City of
El Segundo in the event of the failure of the successful bidder
4 12 3 -YEAR WARRANTEE
It is standard operating practice of the City to cover all computer hardware with a
3 -year on -site warrantee The successful bidder will be expected to provide a 3-
year on -site warrantee for any hardware purchased from the successful bidder
De, eloped by Diane R Gladuell CN1C (909) 331 -3516 1 I
105
Since the City may purchase hardware from other sources, and to ensure the
price of the warrantee has no affect on the system selection, the price for the 3-
year warrantee will be determined at a later date
4.13 BILLING
The Proposer shall provide an itemized billing for equipment, software,
installation, training, and maintenance
414 DEFAULT
In case of default, the City of El Segundo may procure Its materials / services
from other sources and shall hold the original bidder or contactor liable for
resulting Increased costs
4.15 EQUAL OPPORTUNITY
During the performance of this contract and purchase order, the
vendor /contractor and each subcontractor warrants that it will provide equal
employment opportunities, and that the vendor /contractor and each
subcontractor will take affirmative action to ensure that Its employment practices,
persons employed and employees are treated equally and without regard to, or
because of race, religion, creed, color, national origin, sex, age, physical
handicap, or medical condition This provision applies to work or services
performed or materials manufactured or assembled in the United States
DeNeloped by Dune R Gladµell, CMC (909) 337 -3516 12
106
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ATTACHMENT A
PROPOSAL. FORM - PART 2
QUESTIONNAIRE
Provide short, complete answers to the following questions Additional pages may be
attached, if necessary
COMPETITIVE ADVANTAGE
24 a State why your system is the best solution to meet El Segundo's needs
(maximum'' /z page)
24 b State concisely why your company is the best to deliver the product (maximum '/2
page)
SYSTEM FUNCTIONS
25 a Disclose the maximum number of users proposed (concurrent licensing
structure)
• Phase 1
• Phase 2
• Phase 3
• Phase 4
• Maximum for the software proposed
25 c What compression format does the system use (e g software CCITT group 4) to
write on CD, WORM or DVD9
25 d What is the file size while being transmitted over the network of7
• One 1 -page letter -sized document retrieved from a workstation?
• One 1 -page large -sized (34 "x44 ") document retrieved from a workstation?
• One 10 -page letter -sized document retrieved from a workstation?
• One 10 -page large -sized (34 "x44 ") document retrieved from a workstation)
25e Some sites in phase 4 are presently connected via 128K ISDN lines Please
describe how your system would handle scanning images in these off -site
buildings, transmitting them to the RAID fileserver located in City Hall, then
having employees search and retrieve images stored on the RAID fileserver
25 f Human Resources and Police have significant numbers of records that are not
accessible to the public and /or other City employees Recommend the best
solution to provide high security for these confidential records (e g separate file
servers, separate databases, etc ) If any additional investment is required,
De%eloped by Diane R Gladaell CMC for the Ctry or El Segundo A'] 113
ATTACHMENT A
disclose You are required to Itemize any possible charges for additional
databases, additional software, or hardware
25 g What architecture does your system use? (Client/Server, 2- tiered, 3- tiered, etc )
Describe your software's ability to use browsers and /or portals
25 h COLD /ERM
• Describe the process to Import financial reports (COLD /ERM) so that they
retain the same formats as the "greenbar" reports
• List clients (maximum of 5) currently using your COLD /ERM product Include
the organizations name, contact and phone number, and "live date "
251 Workflow
If you proposed workflow software (an option), please describe the functions
that are provided (e g process and job definition, scheduling, reminders
auditing, security, parallel and ad hoc routing, event monitoring, and
simulation)
• List clients (maximum of 5) currently using your workflow product Include the
organizations name, contact and phone number, and "live date "
251 Internet / World Wide Web
• Briefly describe the process to publish selected documents via the City's
Internet Web page
• If any of your installed clients are currently doing this, list the organizations
name, website address, contact, phone number, and "live date "
25 k When you "purge" an image, does it automatically remove the full -text version of
that document? Briefly describe the process you propose to facilitate defining the
retention period, then purging documents from your system
251 List the names, phone numbers and "live dates" of 5 clients that are currently
storing and retrieving documents that include "E" sized (34" x 44 ") documents
using your software
INTERFACE TO RELATED SYSTEMS
26 a What database application does your user interface utilize?
Developed b� Diane R Giad%ell CMC for the City of E1 Segundo A8 114
ATTACHMENT A
26 b What standard DBMS formats can Interface with system?
26 c MS Access Interface (e g Fire Environmental Safety Program)
How can your system provide hooks so that the Images can be Identified in
an Access database and then retrieved via "hot keys" without exiting the
system?
• Does your software have any current installations that interface with a
system'? If so, provide the software product, organization, name, phone
number and "live date'
26 d GIS
How can your system provide hooks so that the images can be identified in
ESRI's GIS system, then retrieved via "hot keys" without exiting ESRI's
software?
• Does your software have any current Installations that interface with a GIS
system? if so, provide the software product, organization, name, phone
number, and "live date"
COMPANY PROFILE
27 a On a separate sheet of paper, provide a short narrative of your company (NOT
the software vendors, if a VAR) Include
• How long your company has been in business,
• The number of employees,
• Include an organization chart listing the titles and names of employees,
• The date of the first document imaging Installation,
• The number of installations currently operating the software that you have
proposed,
• The number of workstations in the largest Installation of this software and
The number of concurrent licenses in the largest installation of this software
27 b List other government entities that are currently using your software, a contact
name, phone number, number of users, and "live date" for each (list a maximum
of 5)
27 c What personnel will be involved with this installation? List the name and position,
If that person Is a subcontractor, the responsibilities on this project and length of
employment with your company, and time In the DIS business
De,e loped b� Diane R Glad" eII CMC for the Gtv of E Seeundo A9 1 1 5
ATTACHMENT A
27 d A current audited financial statement, which will remain confidential, must be
enclosed in a separate envelope and be included with this proposal
TRAINING
28 a User Training (retrieval, destruction, etc — not scanning or system
administration) Recommend a syllabus or agenda for each class, class size,
and number of hours per class for employees that will use the imaging system for
searching and retrieving documents
28 b Scanner Training Recommend a syllabus or agenda for each class, class size,
and number of hours per class for employees that will scan documents
28 c System Administrator Training Recommend a syllabus or agenda for each
class, class size, and number of hours per class for employees that will be a
System Administrator
SUPPORT
29 a How many employees staff your technical / customer support department? List
the position, employee's name and years experience with your firm, and in the
document imaging software business If any employees or services are
subcontracted, disclose
29 b What are the days and hours of technical support (Pacific Time)?
29 c Where are your support personnel dispatched from, and what is the telephone
number? Do you provide e-mail or web based support?
29 d Disclose the normal service levels of technical support If you offer upgrades to
technical support, disclose the levels and prices
De%eloped by Dune R Gtadwell CMC for the Cav of El Segundo At O 1 1 G
ATTACHMENT A
DOCUMENT CONVERSION SERVICES
As an option, you may bid on document conversion Bidders must be bonded, and must
disclose the coverages and amounts for which they are bonded
Companies may bid on document conversion separately from software or hardware, and
are not obligated to bid on all Items If you do not bid on hardware or software, you do
not need to respond to any other portion of this RFP, but are required to attach a
separate sheet of paper with a short narrative of your company, including
• How long your company has been In business,
• The number of employees,
• The date of the first document conversion you performed,
• Approximately how many paper documents your firm has digitized,
• Approximately how many microfilm roll images your firm has digitized,
• Approximately how many microfiche Images your firm has digitized,
• A list of 10 current conversion clients, Including names, addresses and phone
numbers of clients
Paper to TIFF image 1,000 pages
Paper Size
No Indexing Enter 4 simple Enter 4 complex
Index fields' Index fields2
Enter 8 simple
index fields
x 11 "
8 '' /d' x 11"
8' /,'x14"
8 Yd" x14"
8 7e" x 14"
34" x 44" (e -size)
34" x44" (e -size)
34" x 44" (e -size)
Paper to TIFF Image 5,000 pages
Paper Size
No Indexing Enter 4 simple
index fields
Enter 4 complex
index fields
Enter 8 simple
index fields
8 '' /d' x 11"
8 Yd" x14"
8 7e" x 14"
34" x44" (e -size)
34" x 44" (e -size)
Paper to TIFF Image 10,000 pages
Paper Size No Indexing
Enter 4 simple
nt: felds
Enter 4 complex
ndex fields
Enter 8 simple
index fields
8W,x11"
8 Yd" x14"
34" x44" (e -size)
Estimate all "simple" index fields at 8 keystrokes per field
Estimate all "complex" index fields at 25 keystrokes per field
De%eloped b% Diane R Glad" e l l CMC for the 0tv of El Segundo A 11 1 a 7
ATTACHMENT A
Paper to TIFF Image 50,000 pages
Paper Size No Indexing
Enter 4 simple
index fields
Enter 4 complex
index fields
Enter 8 simple
index fields
8'h" x 11"
8/;, x 11"
8%='x14"
8 '' /z' x 14"
34" x 44" (e -size)
Microfiche' to TIFF Image 1,000 Images
Paper Size No Indexing Enter 4 simple
index fields
Enter 4 complex
index fields
Enter 8 simple
index fields
8 %'x11"
Enter 8 simple
index fields
8/;, x 11"
8 '/2' x 14"
8 '' /z' x 14"
34" x 44" (e -size)
34" x 44" (e -size)
Microfiche to TIFF Image 5,000 Images
Paper Size
No Indexing Enter 4 simple
index fields
Enter 4 complex
index fields
Enter 8 simple
index fields
Enter 8 simple
index fields
8/;, x 11"
8 ''R' x 14"
8 '' /z' x 14"
34" x 44" (e -size)
Microfiche to TIFF image 10,000 Images
Paper Size
No Indexing
Enter 4 simple
index fields
I Enter 4 complex
I index fields
Enter 8 simple
index fields
8/;, x 11"
8 '' /z' x 14"
34" x 44" (e -size)
Microfiche to TIFF Image 50,000 images
Paper Size
No Indexing
Enter 4 simple
index fields
Enter 4 complex
index fields
Enter 8 simple
index fields
8 '' /z' x 11"
8Yd'x14"
34" x 44" (e -size)
' Assume all Microfiche and Microfilm is 16 mm
Developed by Diane R Glade ell, CMC for the City of El Segundo Al2 j I
ATTACHMENT A
Microfilm roll to TIFF Image 1,000 Images
Paper Size
No indexing
Enter 4 simple
index fields
Enter 4 complex
index fields
Enter 8 simple
Index fields
8% "x11"
S Yd' x 14"
x 14"
1 34" x 44" (e -size) I
34" x 44" (e -size)
34" x 44" (e -size)
Microfilm roll to TIFF Image 5,000 Images
I Paper Size
No Indexing Enter 4 simple
index fields
Enter 4 complex
index fields
Enter 8 simple
index fields
8 '' /�' x 11 "
S Yd' x 14"
1 34" x 44" (e -size) I
34" x 44" (e -size)
Microfilm roll to TIFF image 10,000 Images
Paper Size No Indexing I Enter 4 simple
8 %i'x11"
18Y~ :'x14'
34" x 44" (
Microfilm roll to TIFF Image 50,000 Images
Paper Size
i No Indexing Enter 4 simple
index fields
Enter 4 complex
index fields
Enter 8 simple
Index fields
8%, "x11"
1 34" x 44" (e -size) I
Cost per keystroke (Indexing)
Dc%eioped by Diane R GiadwelI CMC for the Giv of El Segundo A13 • 1 l 9
ATTACHMENT A
ALL BIDDERS MUST COMPLETE THIS PAGE
Bid submitted by (all bidders must complete all blanksl
Company Name:
By (Print name & title):
Company Street Address:
Signature:
City, State, Zip:
Date-
Phone:
FAX:
Email:
Web site:
Terms:
days, net _days
Delivery:
days ARO
City Terms
1 The City of El Segundo reserves the right to reject any or all bids, or to accept separate
items in bid unless this right is conditioned by the bidder
2 In case of default, the City of El Segundo may procure Its materials /services from other
sources and shall hold the original bidder or contractor liable for resulting Increased costs
3 Samples, if requested, must be furnished at the bidder's expense and, If not destroyed in
testing or retained as a standard, will be returned at bidder's cost if requested
4 Quote on each item separately All or none bids may not be acceptable.
5 During the performance of this contract and purchase order, the vendor /contractor and
each subcontractor warrants that it will provide equal employment opportunities, and that
the vendor /contractor and each subcontractor will take affirmative action to ensure that its
employment practices, persons employed and employees are treated equally and without
regard to, or because of race, religion, creed, color, national origin, sex, age, physical
handicap, or medical condition This provision applies to work or services performed or
materials manufactured or assembled in the United States.
6 The vendor /contractor warrants that it possesses legally adequate Workers' Compensation
Insurance
Special Note
Any deviation(s) to the requirements spelled out above will need the approval of the Finance
Director or his designee
Developed by Diane R Gladwell CMC for the Cnv of El Segundo A14 12 0
IMAGING TIME LINE - revised 12/7/00
Nov -00 7TH Final approval of the RFP - Admin Conf Roomq
Dec -00 19th Council approval of the RFP
20th Mail Postcards to vendors
JAN, 2001 5th Pre -Bid conference, Council Chambers 10 00 AM to 12 00 Noon
23rd All bids due to the City Clerk's office at 11 00 A M
FES, 2001 21st Selection of short list of vendors, 100 P M West Conference Room
MAR, 2001 15th Demo date, vendors to demonstrate products, plan for the whole day
Council Chambers, WCR, Admin Conf Room
APR, 2001 12th On -site tour, Final Selection, plan for at least a full day
MAY, 2001 11th Contract finalized by vendor and City Attorney
22nd Council approval of vendor and Contract
JUNE, 2001 Installationitraining, City Clerk, Police, City Attorney
JULY, 2001 Evaluation, recommendation for Phase II
AUG, 2001 Budget process, Phase It
121
EL SEGUNDO CITY COUNCIL MEETING DATE: December 19, 2000
AGENDA ITEM STATEMENT AGENDA HEADING: Consent
AGENDA DESCRIPTION*
Authorize staff to purchase two pick -up trucks as replacements for two sedans (unit # 3306
and 3307) Fiscal Impact $49,000
RECOMMENDED COUNCIL ACTION:
Authorize staff to proceed with the purchase of two previously approved pick -up trucks.
BACKGROUND AND DISCUSSION.
On February 15, 2000, City Council approved the purchase of two new pick -up trucks to
replace two existing sedans The budgeted replacement cost of each vehicle was $17,500,
totaling $35,000 Upon conclusion of the bid process, the actual replacement cost, per
vehicle, was $24,500, totaling $49,000 Due to the shortage of funds and actual required time
for ordering from the manufacturer, it was determined that fhe purchases would not be
completed in fiscal year 1999/2000, as already approved by City Council The life of the
sedans was extended by one year and an additional charge added to each vehicle However,
this still left a shortage of funds Through the budget process, the.equipment replacement
fund for fire department equipment was reviewed and funds were reallocated from within the
fund itself to make -up the required differences No additional charges were made in the fund
other than that of the one -year extension for the sedans These actions have now provided
sufficient funds in the equipment replacement schedule to cover the previously approved
replacement cost of the two sedans with the two pick -up trucks The two old sedans will either
be redeployed within the City, if feasible, or sent to auction.
ATTACHED SUPPORTING DOCUMENTS
None
FISCAL IMPACT
Operating Budget, Yes
Amount Requested $49,000
Account Number* 601- 400 - 3204 -8105
Protect Phase-
Appropriation Required: No
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AGREEMEi1"C
THIS AGREEMENT ( "Agreement ") is made and entered into by and among the City of EL
SEGUNDO a municipal corporation (hereafter "City ") and TEAM ONE ADVERTISING
(hereafter "Agency ")
The parties hereby agree as follows
AGENCY RESPONSIBILITIES AND SERVICE
Agency will be responsible to City for the preparation execution and placement of
advertising on behalf of City In connection therewith, Agency will perform the following
services for City
A Plannme Advertisme
and/or services
Familiarize itself with the business of the City gnd.with City's attributes
Analyze Cm s present and potential markets
3 Pro%ide marketing counsel, utilizing its knowledge of the factors of
economic development and its methods of operation
4 ProN ide media planning services, utilizing its knowledge of the available
media and means that can be used to ad%emse Ctv s attributes and/or services
S Execution and Placement of Advernsin e
In the execution of these plans when approved by City, Agency will do the
folio« me
1 . Pro%ide creative services in preparing copy, layouts, scripts, storyboards
and other elements and materials to be used in implementing City's advertising plans
2 Secure on Gn's behalf, all materials and services necessary for the
production of finished advertising materials Should it be necessary in connection therewith to
employ performing talent. Agency %ill utilize the services of an independent talent payment
sen ice organization as "emplover of record
Contract for the space, time or other means to be used for dissemination
of City s advertising
4. Prepare or supervise the preparation of all materials in accordance with
applicable specifications and time requirements and forward the same to the media with proper
instructions for fulfillment of the contract
5 Endeavor to make all purchases at the most advantageous rates available
and audit and pay all invoices received for medial production and services
-1- 124
C . General Verification
Agency will check regularly, to accordance with the reasonable practices and
procedures of the industry, to insure advertising placed in the various media has appeared as
ordered Specifically, Agency will check
1 . The insertions of all print advertising for appearance, date, position, size
and mechanical reproduction
The broadcast of radio and television advertising for time, accuracy and
other related factors
3 The display of outdoor advertising for appearance, position, size,
workmanship and mechanical reproduction
D Credits, Rebates, Adjustments
Agency w ill use reasonable efforts to secure for City's account any credits or
adjustments due from any media by reason of the publication of any of City's advertising not to
accordance w ith the contract specifications or trade custom
I I INMEMNIFICATION — INSURANCE
A It will be Agency s responsibility to
1 Use due care in the performance of Agency's obligations under this
Agreement
2 Obtain the necessan consents, licenses, releases or other authorization
for the use of all materials, properties or services in connection with the performance of Agency's
sen ices
3 . Use Agency's best efforts to protect City against claims for the
unauthorized use of name or likeness of any person, libel, slander, defamation; disparagement,
piracy plagiarism, idea misappropriation infringement of copyright, title, slogan or other
property rights, and any invasion of the right of privacy as well as third -party personal injury and
damage claims attnbutable to Agency s actin rites undertaken pursuant to this agreement
4 Submit to City for appron al, and obtain City's approval of, all
adv ertismg or other materials prepared under this Agreement, prior to the publication, broadcast
or dissemination thereof
B . Agency will defend, indemnify and hold City, its elected and appointed officials,
employees and agents harmless and free of liability and expense occasioned by any claim, suit or
proceeding instituted by a third parry which results from or arises out of Agency's negligence or
intentionally wrongful conduct relating to Agency's responstbihtes as specified in paragaph II A,
above
C Agency agrees to obtain and maintain in force, at Agency's sole expense, an
Adi emsmg Agency Liability Policy with Agency as the insured, and City as an additional
-2-
725
insured having a mmimum limit of liability of 52.000,000 per occurrence Agency further agrees
to obtain and maintain in force additional insurance, as follows
1 . Liability Insurance Coverage Comprehensive Liability Insurance
coverage in companies. minimum amounts (51,000,000 or greater per occurrence) and coverages
as are reasonably required by the City Manager of City Such liability insurance shall name the
City as additional insureds on each such policy and as to such matters where Agency is required
to indemnify City provide primary cc%erage with a provision to the effect that any other policy
ishich may afford coverage to City shall be deemed excess and not concurrent coverage
2 Automobile Coverage Either in the comprehensive liability policy or by
separate coverage automobile liability coverage shall be provided in companies, minimum
amounts (51 000,000 or greater per occurrence) and coverages as are reasonably required by the
Cm Manager of City
3 Workers' Compensation Insurance Workers' Compensation Insurance
shall be maintained by Agency as required by applicable law
D it x%ill be Cm s responsibility to
1 Pro% ide information and,or data relevant to claims or representations
made u ith respect to City s attributes or sen ices
2 Review all ad. enising or other materials prepared under this Agreement
in order to ascertain that all claims or representations made therein, whether direct or implied, are
true based upon reliable data in City s possession and to confirm the accuracy of the descriptions
and depictions of Cm's attributes and sen ices and'or any competitors attributes or services
Cnv w ill defend mdemnifN and hold Agency harmless and free of liability and
expense occasioned by any claim suit or proceeding instituted by a third parry which results from
the use by Agency of material information or data furnished by City or from City's failure to
discharge City s responstbtlm as specified in Paragraph II D above
F In the event of any proceeding by any state or federal regulatory agency or any
court action challenging or objecting to information contained in any published advertisement
prepared by Agency pursuant to this Agreement and approved by City, Agency will assist in the
preparation of the defense of such action or proceeding in cooperation with City and City's
attomey s Any out -of- pocket costs Agency may incur shall be reimbursed by City, provided they
hai e been authorized in advance by Cm s authorized representative
G It is understood that Agenc} reserves the right to refuse to undertake any
campaign, or prepare or cause publication of any advertising, publicity or other material which, in
Agency s judgment, would be misleading indecent, libelous, unlawful, or otherwise prejudicial
to City s or Agency's interest
:!I APPROVALS AND AGENCY AUTHORIZATION
-3-
I�E
A No expenditures or commitments shall be made, nor shall any advertising
material be released to the media, without the prior approval of City's appropriate authorized
representative If initial approval is obtained orally, confirming approval shall be obtained in
writing from City's appropriate authorized representative within five (5) working days
13. Agency will be authorized to act on City's behalf and as City's agent in securing
materials and services required to execute City's advertising and in contracting for advertising
space and time in any of the media
IV BASIC COMPENSATION
In accordance with the services outlined in Section I above, Agency will bill City and
City agrees to pay for the following
A Agency will bill City for and City agrees to pay, the published or negotiated
rates for advertising run in all media, including a commission of 15% of the gross charges (16-
2/3° o commission in the case of outdoor advemsmg) However, in cases where media allow no
commission or less than 15% commission City agrees to pay Agency at the published or
negotiated rates plus an amount which, together with the commission, if any, allowed by media,
w ill yield Agency 15% (16 -23% in the case of outdoor advertising) of Agency's total charges to
Cm before cash discount
B Agency will bill City for and City agrees to pay the net out -of- pocket cost of all
materials purchased by Agency for City on City s authorization Items to be billed on this basis
include but are not limited to charges for the following
1 Artwork, photography comprehensive layouts, mechantcals and
production storyboards
2 Print production including typography, engraving, electrotypes, printing,
photostats and color photocopies
3 , Radio ad/or TV production, including talent, studios, facilities, music
and all necessary production elements such as film prints, duplicate tapes and the storage and
distribution of materials
Purchase rights and payments of royalties
C Upon City's request, and as a supplement to the basic advertising services
referred to in Section I above, Agency is prepared to provide services in the following specialized
areas at a fee of S 125 00 per hour
1 Creation and production of collateral and sales support materials such as
brochures marketing literature, audio /visual presentations and point -of -sale materials
2 Direct marketing services, including development and execution of direct
mail material, and broadcast and direct response advertising
Comprehensive business -to- business communication services
-4-
127
4 Marketing services including lifestyle marketing, special events,
promotions and young adult marketing
Design and execution of public relations programs
6. Services relating to merchandising and display, sales promotion,
premiums, business meetings /presentations, and interactive m -store merchandising
Corporate communications and corporate identity programs
Hispanic marketing and advertising
9 Marketing and communications research and consulting services
Agency's fee for the above mentioned special services shall be estimated on a per
lob basis and included in the "total cost' of each project assigned No expenditures or
commitments shall be made without prior approval by City's appropriate authorized
representative in writing or as indicated in Paragraph III above
D Title to Purchased Products
City authorizes Agenc} to produce tangible personal property for City's account
from time to time as approved by City In producing the finished produce, it is expressly
understood that the title to all materials purchased by Agency to complete the property to be
produced passes, provided Agenc% has been reimbursed for said materials as provided herein, to
City at the time of purchase and prior to any use by Agency Notwithstanding the foregoing, it is
understood that title to licensed materials shall not pass to City and that such materials will be
used onh in accordance with the applicable license
Such materials may include but re not limited to art work, illustrations,
photography, topography, airbrushing and photo retouching, film work, photostats, dyes,
lithographic film and plates, photo engravings and other materials needed to prepare the finished
product
E Title to Prehminary An
However it is also understood that preliminary art, meaning roughs,
i isualizations layouts and comprehensives prepared by Agency for the purpose of demonstrating
an idea or message prior to approval for preparation of finished art, will remain Agency's
propem
F Sales Tax
City is responsible for any sales tax applicable to work performed for City, which
may at any time be levied as a result of an audit by a taxing authority having jurisdiction
-5-
128
V CHARGES FOR RESEARCH, TRAVEL, FREIGHT AND TELEPHONE
City agrees to pay the net out -of- pocket costs for the following
A . Consumer and Market Research
When Agency works as a supplier, City will assume the costs for copy research
designed to evaluate specific agency recommendations and/or to measure the effectiveness of
advertising executions, and for the other agency supervised consumer and market research
projects undertaken on Agency s behalf and with City s prior approval
B Travel
City shall reimburse Agency for the net cost of all travel expenses. including
transportation. hotel accommodations, meals, etc incurred on City's behalf and with City's prior
approval
C Freight and Maihne
Postage and shipping of materials plus applicable taxes
D Telephone
The cost of long distance calls and faxes incurred on City's behalf
E Materials produced b� Agencv will be billed at market rate (based on three
competitii e bids) Agencv has extensn a capabilities to produce materials in -house on a timely,
high - quality and cost effective basis such as
Mechanicals
Stats
Computer Generated Work
Color Xeroxes
VI. TERMS OF PAYMENT
A Terms of Payment
In accordance with the generally recognized principle that an agency is not
expected to finance the advertising or activities of its clients, Agency's invoices shall be payable
in accordance with the due dates specified thereon
B . Cash Discounts
All calculations of commissions shall be made before applicable cash discounts
The exact amount of cash discount allowed to Agency for prompt payment shall be allowed to
City, provided City makes timely payment to Agency, and provided that City is not overdue on
any other payments due to Agency
C Responsibility for Pavment to the Media
3E- -6- 129
Agency will be solely liable to the media to the extent that proceeds have cleared
from City to Agency for adverttsmg space or time purchased in accordance with this Agreement
For any sums owing, but not cleared to the Agency. City shall be solely responsible to the media
VII TERMINATION OF AGREEMENT
A Either parry may terminate this Agreement. with or without cause, upon ninety
(90) day s written notice to the other party
B Agency's rights duties and responsibilities shall continue in full force during the
period of notice including the ordering and billing of all advertising in media whose closing dates
or broadcast dates fall within such period
C Completed or partially completed projects that do not have corresponding media
support (thereby allowing Agency no media commissions) shall be billed on an hourly basis at
S125/hour Any production compensation on these projects previously billed shall be credited
against the calculated hourly compensation
D Upon expiration of the period of notice, all continuing rights and obligations
under this Agreement shall cease %ith the following exceptions
I Any noncancellable or transferable contract made on City's
authorization and still existing at the expiration of the period of notice, shall be earned to
completion by Agency and paid for by City in accordance with the provisions of this Agreement,
unless mutualh, agreed in writing to the contrary
2 Any materials, sen ices etc , which Agency has committed itself to
purchase on City s account pursuant to City's approval (or any uncompleted work as previously
approved by City either specifically or as pan of a plan) shall be paid for by City in accordance
with the proiisions of this Agreement
3 City is responsible for any sales tax applicable to work performed for
Cm w huh may at any time be levied as a result of an audit by a taxing authority having
jurisdiction
4. As soon as may be practicable after the effective date of termination of
this Agreement, Agency shall render to City an invoice for all amounts then payable by City
hereunder City agrees to pay such proper charges contained in that invoice within ten (10) days
after receipt City acknowledge that upon termination of this Agreement, City shall continue to
be liable for all outstanding obligations to third parties incurred to connection with Agency's
services pursuant to this Agreement, and City agrees to indemnify Agency with respect to the
same
-7-
'_ -_- 130
5 The obligation of Agency to defend and indemnify City pursuant to
paragraph II.B
E . Upon payment by City of any amount due pursuant to Paragraph IV above, and
upon performance by City of any other obligations hereunder existing at the effective date of
termination, Agency will
1 Transfer assign and make available to City or City's designated
representative all property and materials in Agency's possession or control belonging to City
including but not necessarily limited to all data, files, reports and other written documents of
w hatever type or nature which have come into Agency's possession from City or which relate to
Cm s business except to the extent that it may be otherwise agreed upon herein
2 Give all reasonable cooperation toward transferring with approtal of
third parties in interest, all reservations contracts and arrangements with advertising media, or
others for advertising space and time. or materials yet to be used, and all rights and claims
thereto and therein upon being duly released from the obligations thereof
F The covenants made in this Section VII and in Section II of this Agreement shall
sun ii e the termination of this Agreement
Viii MISCELLANEOUS
A Agency shall retain for such reasonable nine as City may request (not to exceed
rn o (2) y ears from the date of termination of this agreement) all contracts, papers,
correspondence copybooks accounts invoices and other information in Agency's possession
relating to Agency s handling of City s business and make all of such material, or such portions
of it as City may request available at Agency's office for examination by City's authorized
representative during Agency s normal business hours
B Any claim contro%ersy or dispute arising hereunder or related to the terms of this
Agreement shall be settled and determined by arbitration in accordance with the then existing
rules of the American Arbitration Association, and such arbitration shall be held in the County of
Los Angeles The decision and award of the arbitrator shall be final and binding upon the parties
hereto and judgment thereon may be entered in the highest court of the forum having jurisdiction
C This Agreement contains the entire understanding between the parties with
respect to the subject matter hereof and supersedes all prior understandings relating thereto No
amendment, modification or waiver of this Agreement or any term hereof may be effected except
by an instrument in writing duly executed on behalf of the party against whom the enforcement of
such amendment, modification or waiver is sought
D The headings contained in this Agreement have been inserted for convenience of
reference only and shall in no way define limit or affect the scope and intent of this Agreement
E This Agreement has been made under and shall be governed by and construed in
accordance w ith the laws of the State of California
-8- 131
F This Agreement shall become effective upon being fully executed
IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed by
their authorized agents
CITY OF EL SEGUNDO
By
Mayor of the City of El Segundo
Date
ATTEST.
B_v
Cary Clerk
APPRO AS TO FORM:
B\ G
ity Attorn v
CITY OF EL SEGUNDO
TEAM ONE ADVERTISING
By
Brian Sheehan
Co- Chairman, CEO
Date
9- 132
Exhibit A
The total amount of the contract will not exceed $175,000 Phase I costs are currently
estimated at approximately $40,000, the actual amount depends upon publication costs at
the time the ads are negotiated with the Los Angeles Business Journal, the publication in
which the ads will be placed
Subject to City Council Subcommittee review and approval, the remaining balance of
$135,000 will be utilized to develop and implement, as part of Phase U, a downtown
marketing campaign Components of the campaign could include
• Marketing brochure for downtown businesses that will be launched during the
construction of the Main Street improvements The material will be an "open
for business" piece for distribution locally and in adjacent South Bay
communities in an effort to minimize the disruption of downtown business
revenue,
• Downtown marketing matenal to assist in the formation of a Business
Improvement District (BID),
• Downtown business brochure (updating the existing two year old brochure),
• Downtown events marketing material (including the Farmer's Market), and
• Incentive program marketing materials
133
EL SEGUNDO CITY COUNCIL MEETING DATE: December 19, 2000
AGENDA ITEM STATEMENT AGENDA HEADING: Consent
AGENDA DESCRIPTION:
Retirement of police service dog Dako
RECOMMENDED COUNCIL ACTION:
Approve retirement of police service dog Dako and authorize sale of Dako to his K -9 handler,
Officer Garcia, for the nominal fee of one dollar ($1 00)
BACKGROUND & DISCUSSION:
On December 18, 2000, Police Service Dog Handler Ray Garcia will be promoted to position
of police sergeant His police service dog, Dako, a six- year -old German Shepherd, has been
his canine partner since his appointment Officer Garcia has requested that Dako be
permitted to retire from police service
Police Chief Tim Gnmmond has recommended that Dako be retired from police service, as
he would be unfit for continued duty Dako has several medical problems Dako appears to
be a single handler dog and establishing a new working bond with a different K -9 handler
would take Dako past his capable range of police service
El Segundo Police Department GOM Volume 400, Section 690 15 allows a K -9 handler to
purchase their police service dog for a nominal fee if the dog is considered unfit for duty by
the Chief of Police The officer will sign a hold harmless agreement releasing the City and
Department from liability
ATTACHED SUPPORTING DOCUMENTS:
Hold Harmless Agreement for Sale of Police K -9
FISCAL IMPACT:
Operating Budget:
N/A
Amount Requested-
N/A
Account Number:
N/A
Project Phase:
Appropriation required:
None
ORIGINATED: DATE:
Tlui Ir ond, Chief o kce
REVIEW
Mary tre City M \ DATE:
anager /Z�e
20
12;12,'00 7 48 A�1
CITY OF EL SEGUNDO
CONTRACT #
HOLD HARMLESS
AGREEMENT
FOR
SALE OF POLICE K -9
THIS AGREEMENT, is made and entered into this Day of _, by
and between the CITY OF EL SEGUNDO POLICE DEPARTMENT, hereinafter called "DEPARTMENT", and
POLICE OFFICER, RAYMOND GARCIA, hereinafter called 'GARCIA"
WHEREAS, K -9 Police dog DAKO has been the property of the El Segundo Police
Department and has been employed in law enforcement activities, and
WHEREAS, Officer Raymond Garcia has been the Officer assigned to supervise DAKO
DAKO currently resides with GARCIA,
NOW, THEREFORE, Department wishes to sell and Garcia wishes to buy DAKO according
to the terms and conditions set forth herein,
1 Compensation, Garcia shall pay Department the sum of one dollar ($1 00) to be due
upon execution of this agreement
2 Indemnification and Release. Garcia, as consideration for transfer of ownership of
DAKO to him hereby agrees to hold harmless, indemnify and release Department and the City of El
Segundo, their agents, employees, officers and assigns, from any and all liability which may arise in any way
from the actions of DAKO after the date of execution of this agreement, including, but not limited to attorneys
fees
3 Health of K -9. Garcia agrees to accept DAKO in his present condition with no warranty,
from Department or the City of El Segundo concerning the health or condition of the animal Garcia
expressly releases Department and the City of El Segundo, their agents, employees, officers or assigns,
from any and all liability for future medical treatment to or health problems of DAKO
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and
year first above written
"GARCIA"
RAYMOND GARCIA
PO 7FFICER
sy `
V
"DEPARTMENT"
THE CITY OF EL SEGUNDO POLICE DEPARTMENT
rae ..-_rarer
AMMA �/
/ /
135
City of El Segundo
INTER - DEPARTMENTAL CORRESPONDENCE
December 7, 2000
To: Mary Strenn, City Manager
From: Tim Grimmond, Chief of Pol
Subject: Retirement of Police Canine
PROBLEM
On December 18, 2000, Officer Ray Garcia #390 will be promoted to the position
of Police Sergeant Officer Garcia has been a Department Police Service Dog
Handler since July of 1996 His police service dog, Dako, is a six- year -old
German Shepherd and has been Officer Garcia's canine partner since his
appointment Officer Garcia has requested that Dako be permitted to retire from
police canine service
BACKGROUND
With Officer Garcia leaving the K -9 Program, Dako could either be retired or
given to another officer for utilization as a police service dog. Due to several
factors, it is my staffs and my opinion that Dako should be retired from police
service duty, as he would be unfit for continued service. Dako has several
medical problems including broken canine teeth, thyroid trouble, digestive
disorders and a probability of future hip problems.
Dako has an aggressive nature and it took Officer Garcia over two years to
establish a working bond with him Establishing a new bond with a different
handler would take a considerable period of time This new bonding period
would take Dako past his capable range of police service. Dako appears to be a
single handler dog and would present problems to a new K -9 handler These
potential control problems could result in liability claims against the Department
SOLUTION
Officer Garcia has requested that Dako be made available for purchase by him
According to the G.O M Volume 400, Section 690 15, police service dogs
considered unfit for duty may be made available to their handler if
purchased for a nominal fee upon the recommendation by the Chief of
Police. The officer will sign a hold harmless agreement releasing the City
and Department from liability.
136
Retirement of Police Canine
December 7, 2000
Page Two
I recommend that Dako be retired from police service and that Officer Garcia be
allowed to purchase him for the nominal fee of one dollar ($1.00). Upon
purchase, Officer Garcia will sign a hold harmless agreement releasing the City
and Department from liability
See attachment memorandum from Officer Garcia regarding Dako.
MT /sn
137
EL SEGUNDO CITY COUNCIL MEETING DATE. December 19, 2000
AGENDA ITEM STATEMENT AGENDA HEADING. Consent Agenda
AGENDA DESCRIPTION
Letter to Los Angeles Air Force Base
RECOMMENDED COUNCIL ACTION
Consider and approve for submittal to the Los Angeles Air Force Base
BACKGROUND & DISCUSSION
At the request of the Los Angeles Air Force Base, the attached letter has been
prepared concerning the proposed modernization project The purpose of the
letter is to note that the City is in the process of evaluating possible assistance
(excluding redevelopment)
ATTACHED SUPPORTING DOCUMENTS
None
FISCAL IMPACT NA
Operating Budget
NA
Amount Requested
NA
Account Number
NA
Protect Phase
NA
Appropriation required
NA
ORIGINATED DATE
James M Hansen, Director of Community, Economic and Development Services
REVIEWED DATE.
Mary Seenn, City Manager 3 ��
138 21
Gtr Y U)
-lit
3F C;,o
December 19, 2000
Elected Officials
Mike Gordon
Mayor
Lieutenant General Eugene L Tattini
Sandra Jacobs
SMC /CC
Mayor Pm Tem
Hancy Wem¢k
Council Member
2420 Vela Way, Suite 1467
John G a Gaines Member
D
C.
El Segundo, California 90245 -4659
Kelly M<DOwa/I
Council Member
Cindy Mortesen
City Clerk
Ralph Llnphere.
Re Los Angeles Air Force Base Modernization Project
City Treasurer
Appointed Officials
Mary smenn Dear Lieutenant General Tattini
City Manager
Mark D Hensley
City AttOTey On behalf of the City, I am writing to inform you of our interest in working with
Department Directors the Air Force with respect to the modernization project As you know, the
Jeff Stewart City Council at its October 3, 2000 meeting, directed staff to analyze all types
4ssosrarl City City Manager
H
James Hansen of financial assistance (except a redevelopment agency) that the City may be
Commumty Econom¢ and able to provide the project, including tax rebates and financing districts The
Development Services
Department City Council will consider the types and level of assistance that may be
Bret Plumlee
Fina ^ceDire =tor provided when the project Is brought forward to the City for land use and
Craig Pedego
Fre Chief environmental determinations The Council is eager to learn of the various
Debra Brighton
Library alternatives that the Air Force is considering with respect to the project
T,momy Gnmmond
Police Chief
Andres SanWmana
Pubbc Works The City encourages the Air Force Base to coordinate with City staff in
Gre Recreation B Parks processing the modernization project I know they are ready to provide
assistance to you and your staff as needed and to provide their insight with
regard to the project I recommend that regular meetings be scheduled
between the Air Force representatives and City staff to ensure that the
www elseaundo ora project is carefully processed with respect to the myriad federal and state
environmental laws as well as California and local land use laws When the
Air Force Is ready to proceed with the project, the staff will process requests
made by the Air Force as expeditiously as possible
Community, Economic and Development Services Department
350 Main Street, El Segundo, California 90245 -3895 1
Phone (310) 524 -2300 FAX (310) 322 -4167
In closing, I wish to extend my gratitude to the Air Force and Its Involvement In, and
commitment to our community over the past four decades
Sincerely,
Mayor Mike Gordon
cc City Council
Mary Strenn, City Manager
Jim Hansen, Director of Community, Economic, & Development Services
P�pbsVettersghcorrespon den cekitgentatnni 12 -13
ilQ
ORDINANCE NO.
AN ORDINANCE OF THE CITY COUNCIL OF THE
CITY OF EL SEGUNDO, CALIFORNIA, IMPLE-
MENTING THE STANDARD URBAN STORM WA-
TER MITIGATION PLAN OF THE CALIFORNIA
REGIONAL WATER QUALITY CONTROL BOARD
FOR THE LOS ANGELES REGION BY AMENDING
THE EL SEGUNDO MUNICIPAL CODE TO RE-
PEAL CHAPTER 6.28 AND ENACT NEW CHAPTER
6.28, "STANDARD URBAN STORM WATER MITI-
GATION PLAN IMPLEMENTATION"
WHEREAS, The 1972 amendments to the Federal Water Pollution Control Act
(referred to as the Clean Water Act or "CWA "), 33 U S C §§ 1251 -1387, prohibit the
discharge of any Pollutant to navigable waters of the Umted States from a point source
unless the discharge is authorized by a permit issued pursuant to the National Pollutant
Discharge Elimination System ( "IN- PDES ") required by CWA § 402, 33 U S C §§ 1342, and
WHEREAS, Municipal separate storm sewer systems ( "MS4s ") which convey
urban runoff, including, but not limited to Storm Water runoff, are within the definition of
point sources under the 0V A, and
N3HEREAS, Pursuant to the CWA, the United States Environmental Protection
Agencv ( "US EPA ") has defined the term "Municipal separate storm sewer system" to mean
a conveyance, or system of conveyances, including roads with drainage systems, municipal
streets curbs, gutters, catch basins, and storm drains owned or operated by a city, used for
collecting Storm Water, and
WHEREAS, The US EPA, under the National Urban Runoff Program ( "NURP ")
has funded and guided studies of water quality from MS4s which dram residential,
commercial and light industrial sites, and
WHEREAS, NURP and other studies (cited at, among other places, 55 Fed.Reg
47900) demonstrate the presence of Pollutants in urban runoff discharged to receiving
µ aters through MS4 systems, and
WHEREAS, CWA § 402(p) requires that the City obtain a permit for Storm Water
and urban discharges through the City's MS4; and
WHEREAS, Section 402(p) of the CWA further provides that NPDES permits shall
require controls to reduce the dlscharge)(3)(B) of Pollutants to the maximum extent
practicable, including management practices and such other provisions as appropriate for the
control of Pollutants, and
ORDINANCE NO
STORM WATER MITIGATION PLAN IMPLEMENTATION
PAGE NO 1 1 43
WHEREAS, the US EPA, in partial implementation of § 402(p) of the federal
Clean Water Act, 33 U.S C § 1344(p), has adopted final rules, known as the "Phase I and
Phase 11 Storm Water Regulations" at several places in Parts 9, 122, 123, and 124 of the
Code of Federal Regulations ( "CFR "), and
WHEREAS, the State Water Resources Control Board ( "SWRCB ") has devel-
oped a plan to implement the requirements of section 402(p), § 6217 of the Coastal Zone
Act Reauthorization Amendments of 1990 ( "CZARA ") and certain parts of the California
Water Code, and
WHEREAS, in partial Implementation of § 402(p) of the federal Clean Water
Act, 33 U S C § 1344(p), the Phase I Storm Water Regulations, the requirements of sec-
tion 402(p), § 6217 of the Coastal Zone Act Reauthorization Amendments of 1990 and
the California Water Code. the California Regional Regional Water Quality Control
Board — Los Angeles ( "RWQCB -LA ") issued a National Pollutant Discharge Elimination
System ( "NPDES ") permit and W aste Discharge Requirements for Municipal Storm
Water and Urban Runoff Discharees within the County of Los Angeles, Regional Board
Order No 96 -054, NPDES No CAS614001 (the "Permit "), on July 15, 1996 to each City
in Los Angeles County, including the City of El Segundo, and
WHEREAS, pursuant to the Permit, and in partial implementation of § 402(p) of
the federal Clean Water Act, 33 U S C § 1344(p), the Phase I and Phase II Storm Water
Regulations, the requirements of section 402(p), § 6217 of the Coastal Zone Act
Reauthorization Amendments of 1990 and the California Water Code, the RWQCB -LA
Board adopted Resolution No R- 00 -02, approving and directing the Executive Officer of
the RNA'QCB -LA to issue a Standard Urban Storm Water Mitigation Plan for Municipal
Storm Water And Urban Runoff Management Programs in Los Angeles County
( 'SUSMP ") setting forth the requirements to be implemented by all Jurisdictions dis-
charging storm water under the Permit, and
NN HEREAS, on March 8, 2000, the Executive Officer of the RWQCB -LA issued
a Final Approved STANDARD URBAN STORM WATER MITIGATION PLAN FOR
LOS ANGELES COUNTY AND CITIES IN LOS ANGELES COUNTY (the
"SUSMP ") setting forth the requirements to be implemented by all jurisdictions dis-
charging storm water under the Permit, and
WHEREAS, the State Water Resources Control Board, in Order WQ 2000 -11,
modified the SUSMP by revising the definition of "Redevelopment," excluding Retail
Gasoline Outlets from certain design standards, deleting the applicability of the SUSMP
to "Environmentally Sensitive Areas," limiting the applicability of the SUSMPs to dis-
cretionary development and redevelopment in specified categories, limiting the applica-
bility of the SUSMP to Redevelopment projects only if they result in creation or addition
of 5,000 square feet of impervious surfaces, deleting the requirement for funding by proj-
ect proponents who receive waivers, and extended the effective date deadline to February
15, 2001, and
ORDINANCE NO
STORM WATER MITIGATION PLAN IMPLEMENTATION
PAGE NO 2 144
WHEREAS, this City is a permittee under the Permit and therefore is required by
federal and state law to implement all requirements of the Permit, including the SUSMP,
and
WHEREAS, this City has authority under Article 11, section 7 of the California
Constitution to adopt ordinances needed to implement these requirements, and
WHEREAS, this City also has authority under the California Water Code to
adopt and enforce ordinances conditioning, restricting, and limiting activities that might
degrade the quality of the waters of the State of California,
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF EL SE-
GUNDO HEREBY ORDAINS THAT
SECTION 1. The El Segundo City Council hereby finds, determines and declares as
follows
Title 6 of the El Segundo Municipal Code is amended to add new Chapter 6.28,
"STANDARD URBAN STORM WATER MITIGATION PLAN IMPLEMENTA-
TION." to take effect on Februan 15, 2001 and to read in its entirety as follows
"CHAPTER 6.28
STANDARD URBAN STORM NN ATER MITIGATION PLAN IMPLEMENTA-
TION
Sections.
6 28 010
LIMITS OF CHAPTER
6 28 020
SCOPE OF CHAPTER
6 28 030
DEFINITIONS
628 040
RATE OF DISCHARGE
6 28 050
SUBDIVISION DESIGN
6 28 060
BEST MANAGEMENT PRACTICES
6 28 070
CONTROL OF EROSION OF SLOPES AND CHANNELS
6 28 080
SIGNAGE OF STORM DRAINS
6 28 090
OUTDOOR STORAGE OF MATERIALS
628 100
OUTDOOR TRASH STORAGE AREAS
028 110
MAINTENANCE OF BEST MANAGEMENT PRACTICES
628 120
DESIGN STANDARDS FOR BEST MANAGEMENT PRACTICES
628 130
LOADING DOCKS
628 140
REPAIR AND MAINTENANCE BAYS
628 150
WASH AREAS
628 160
RESTAURANTS
628 170
,
RETAIL GASOLINE OUTLETS
628 180
PARKING LOTS
6 28 190
VIOLATIONS
6 28 200
INSPECTIONS
ORDINANCE NO
STORM WATER MITIGATION PLAN IMPLEMENTATION
PAGE NO 3 1 4 5
6 28 210 FEES
629220 WAIVER
§ 6.28.010. Limits of Chapter
Nothing in this Chapter shall be interpreted to
(a) infringe any right or power guaranteed by the California Constitution, in-
cluding any vested property right, or
(b) require any action inconsistent with any applicable and lawfully adopted
General Plan, Specific Plan, Plan Amendment, or Building Code that con-
forms to the laws of California and the requirements of this Chapter, or
(c) restrict otherwise lawful land use except as authorized by the laws of Cah-
fomia, subject to the limitations of this Chapter
§ 6.28.020. Scope of Chapter
This Chapter shall take effect on February 15, 2001 and shall apply only to approval of
discretionary (within the meaning of the California Environmental Quality Act, Public
Resources Code §§ 21000 et seq ) New Development or Redevelopment projects in the
following categories (as those terms are defined to this Chapter)
(a) single - family residences on graded Hillside sites,
(b) 100,000 square foot Commercial Developments,
(c) Automoti,,e Repair Shops (SIC codes 5013, 5014, 5541, 7532 -7534, 7536-
7539),
(d) Retail Gasoline Outlets,
(e) Restaurants (SIC code 5812),
(f) Home subdivisions of ten or more dwelling units,
(g) Parking Lots 5,000 square feet or more or with 25 or more parking spaces
and potentially exposed to storm water runoff, as defined in this Chapter
§ 6.28.030. Definitions
For the purposes of thts Chapter the following words and phrases shall have the
meanings respectively ascribed to them by this Chapter unless clearly inapplicable Words
and phrases not ascribed a meaning by the "STANDARD URBAN STORM WATER
MITIGATION PLAN FOR LOS ANGELES COUNTY AND CITIES IN LOS ANGELES
COUNTY" approved by the Executive Officer of the California Regional Water Quality
Control Board for the Los Angeles Region, on March 8, 2000, as modified by the State
ORDINANCE NO
STORM 'h ATER MITIGATION PLAN IMPLEMENTATION
PAGE NO 4 1 4 6
Water Resources Control Board in Order WQ 2000 -11, if defined therein, and if not, by the
regulations implementing the National Pollutant Discharge Elimination System, Clean Wa-
ter Act § 402, and Division 7 of the California Water Code, as they may be amended from
time to time, if defined therein, and if not, to the definitions in an applicable permit issued
by the California Regional Water Quality Control Board - Los Angeles, as such permits may
be amended from time to time
11100,000 square foot Commercial Development' means "any Commercial De-
%elopment that creates at least 100,000 square feet of impermeable area, including, but
not limited to parking areas (See "Commercial Development' as defined below )
"Automotive Repair Shop" means a facility that is categorized in any one of the
following Standard Industnal Classification (SIC) codes 5013, 5014, 5541, 7532 -7534 or
7536 -7539
"Best Management Practice" ( "BMP ") means "any schedule of activities, pro-
hibition of practices, maintenance procedure, program, technology, process, siting cnte-
na, operational methods of measures, or other management practices or engineered sys-
tems which w hen implemented prevent, control, remove, or reduce pollution
"Commercial Development" means any development on private land that is not
residential or a site of an industrial activity, as defined in 40 C F R § 122.26(b)(14)
Commercial Development" includes, but is not limited to, hospitals, laboratories and
other medical facilities, educational institutions, recreational facilities, plant nurseries,
multi- apartment buildings car wash facilities, mini -malls and other business complexes,
shopping malls, hotels, office buildings public warehouses and other light industrial
complexes not within the scope of 40 C F R § 122 26(b)(14)
"Directh Connected Impervious Area" ( "DCIA ") means a land area made im-
permeable to water from which runoff may enter a storm drainage system without first
flowing across a permeable land area
"Greater Than Nine Unit Home Subdivision" means any subdivision where at
least ten (10) single - family or multi- family dwelling units are to be developed
"Hillside" means a parcel in an area with known erosive soil conditions, where
the development will require grading on any natural slope which is twenty -five per cent
(2511;) or greater
"New Development" means the subdivision of land, or the construction of
structures, or other impervious surfaces, or both
"Parking Lot" means an area or facility for the temporary parking or storage of
motor vehicles used personally or for business or commerce, which contains 5,000 square
feet or more, or twenty -five (25) or more parking spaces, and which is potentially ex-
posed to storm water
ORDINANCE NO 1
STORM WATER MITIGATION PLAN IMPLEMENTATION 1 7
5
"Redevelopment" means, on an already developed site, the creation or addition
of at least 5,000 square feet of impervious surfaces Redevelopment includes, but is not
limited to the expansion of a building footprint or addition or replacement of a structure,
structural development including an increase in gross floor area and/or exterior construc-
tion or remodeling, replacement of impervious surface that is not part of a routine main-
tenance activity, and land disturbing activities related with structural or impervious sur-
faces Where redevelopment results in an increase of less than fifty percent (50 %) of the
impervious surfaces of a previously existing development, and the existing development
was not subject to these SUSMPs, the Design Standards apply only to the addition, and
not to the entire development
"Restaurant" means a stand -alone facility where prepared food and drinks are
sold for consumption, including stationary lunch counters and refreshments stands selling
prepared food and drinks for immediate consumption (See SIC Code 5812) "Restau-
rant' does not include co- located stalls or food counters in general purpose establish-
ments such as markets and grocery stores
"Retail Gasoline Outlet" means any facility where gasoline and lubricating oils
are sold
"Source Control BMP" means any schedules of activities, prohibitions of prac-
tices, maintenance procedures, managerial practices or operational practices that aim to
prevent storm water pollution by reducing the potential for contamination at the source of
pollution
"Storm Event" means a rainfall event that produces more than 0 1 inch of pre-
cipitation separated from the previous storm event by at least 72 hours of dry weather
"Structural Control BMP" means any structural facility designed and con-
structed to mitigate the adverse impacts of urban runoff pollution (e.g., a canopy, struc-
tural enclosure) This category may include both Treatment Control BMPs and Source
Control BMPs
"Treatment" means the use of physical, chemical, or biological processes to re-
move pollutants Such processes include, but are not limited to filtration, gravity settling,
media absorption, biodegradation, biological uptake, chemical oxidation and UV radia-
tion
"Treatment Control BMP" means any engineered system designed to remove
pollutants by simple gravity setting of particulate pollutants, filtration, biological uptake,
media adsorption or any other physical, biological, or chemical process
ORDINANCE NO
STORM Nk ATER MITIGATION PLAN IMPLEMENTATION
PAGE NO 6 148
§ 6.28.040. Rate of Discharge
No New Development shall increase the peak rate of discharge of storm water from the
developed site if this increase would make downstream erosion more probable
§ 6.28.050. Subdivision Design
Unless inconsistent with vested rights, the site design for all subdivisions subject to this
Chapter, to the maximum extent practicable, shall
(a) Concentrate or cluster New Development on portions of the site while
leaving the remaining land in a natural undisturbed condition,
(b) Limit clearing and grading of native vegetation to the minimum extent
practicable, consistent with the construction of lots, and to allow access
and provide fire protection,
(c) preserve riparian areas and wetlands
§ 6.28.060. Best Management Practices (BMP)
(a) On the date this Chapter takes effect, those Best Management Practices
which are listed in Tables 1 and 2 of the "STANDARD URBAN STORM
WATER MITIGATION PLANT FOR LOS ANGELES COUNTY AND
CITIES IN LOS ANGELES COUNTY" approved by the Executive Offi-
cer of the California Regional Water Quality Control Board for the Los
Angeles Region, on March 8, 2000, as modified by the State Water Re-
sources control Board in Order WQ 2000 -11, shall be deemed to be incor-
porated by reference and adopted by this City and shall remain in effect
until the City Council shall adopt by resolution a guidebook prepared or
recommended by the Director of Public Works (the "Director "), catego-
rizing development and Best Management Practices for each category
category
(b) The Director may from time to time revise the guidebook, and the City
Council may adopt these revisions by resolution
(c) No Best Management Practice other than a Structural or Treatment Con-
trol Best Management Practice shall be used in any development regulated
under this Chapter, unless the guidebook recommends that practice
(d) No Structural or Treatment Control Best Management Practice may be
used in any development regulated under this Chapter unless the guide-
book recommends that practice
ORDINANCE NO
STORM WATER MITIGATION PLAN IMPLEMENTATION
PAGE NO 1 ' 4
§ 6.28.070. Control of Erosion of Slopes and Channels
Best Management Practices used on slopes or channels in New Development or Redevel-
opment subject to this Chapter shall
(a) convey runoff from tops of slopes,
(b) eliminate or reduce flow to natural drainage systems, and for flows which
cannot be eliminated, utilize natural drainage systems, rather than artificial
drainage systems, to the maximum extent practicable,
(c) stabilize soil at permanent channel crossings,
(d) vegetate slopes with native or drought tolerant species known to control
erosion, and
(e) dissipate concentrated flows before they enter unlined channels
§ 6 28.080. Signage of Storm Drains
In the project area of New Development or Redevelopment subject to this Chapter, a no-
tice that dumping in storm drains and catch basins is illegal shall be
(a) stenciled in paint or other permanent means at all storm drain inlets and
catch basins within the project area,
(b) posted at all known public accesses to natural or artificial drainage chan-
nels within the project area, and
(c) maintained to preserve the sign
§ 6.28.090. Outdoor Storage of Materials
(a) All materials stored outdoors in New Development or Redevelopment
subject to this Chapter which, if exposed to storm water, may reasonably
be expected to add pollutants to it, shall be thoroughly isolated from con-
tact
(1) with storm water, by enclosure in a structure, or
(2) with storm water, by a surrounding curb or other containment
structure
ORDINANCE NO
STORM WATER MITIGATION PLAN IMPLeMENTATION Q
PAGE NO 8
(b) The storage area must be completely covered
(1) by impermeable paving and
(2) any structure by an overhead covering that adequately diverts pre -
cipitation away from the ground between the material and the sur-
rounding contaitunent structure
§ 6.28.100. Outdoor Trash Storage Areas
Except where they serve only single -family residences, solid waste containers in NeW
Development or Redevelopment subject to this Chapter Shall be stored in areas that
(a) are Isolated from contact with storm water originating outside the storage
area and
(b) are surrounded with a barrier sufficient to prevent all trash from being
transported out of the storage area, except during collection
§ 6.28.110. Maintenance of Best Management Practices
(a) Every person applying to the City for discretionary approval of any New
Development or Redevelopment subject to this Chapter, as part of that ap-
plication, In a signed Wnnng shall agree to maintain any Structural or
Treatment Control Best Management Practice to be implemented in that
development through means such as a covenant running with the land
(such as covenants, conditions and restriction, commonly known as
CC &Rs), CEQA mitigation measures, Conditional Use Permit or other le-
gal agreement (collectively "Agreement ")
(b) The Agreement described in subsection (a) of this section shall remain in
force until ownership of the developed property has been entirely trans-
ferred, and upon transfer, shall be binding on the new owner(s)
§ 6.28.120. Design Standards for Best Management Practices
Except as this Chapter may specifically exempt, every Structural or Treatment Control
Best Management Practice implemented pursuant to this Chapter in New Development or
Redevelopment subject to this Chapter, for the area contributing to that practice'
(a) shall be adequate to protect from flooding those parts of the contributing
area adjacent to drainage channels, according to design criteria the (City
Public Works or Engineering Agency) may establish,
ORDINANCE NO
STORM WATER MITIGATION PLAN IMPLEMENTATION
PAGE NO 9 l 5 T
1
(b) shall be adequate
(1) for the volume of storm water that, as determined by the formula
recommended in "ASCE Manual of Practice No.87 (1998)," may
be collected from the contributing area during a 24 -hour period in
which the total storm water runoff exceeds 85% of all runoff vol-
umes that have been measured for 24 -hour periods for that same
area, or
(2) to treat, by the method recommended in "California Storm Water
Best Management Practices Handbook— Industnal/Commercial
(1993)," and as determined there, 80% or more volume treatment
of the annual volume of storm water runoff from the contributing
area or
(3) for the volume of storm water runoff from the contributing area
produced by a storm event of 0 75 inches
Ic) Subsection (b) of this section shall not apply to any land area of less than
5,000 square feet being developed or redeveloped for use by any Restau-
rant, or any Retail Gasoline Outlet
(d) Vv-here redevelopment results in an increase of less than fifty percent (50 %)
of the impervious surfaces of a previously existing development, and the
existing development was not subject to these SUSMPs, the Design Stan-
dards apply only to the addition, and not to the entire development
§ 6.28.130. Loading Docks
In any 100,000 square foot Commercial Development or in any Automotive Repair Shop,
the design of any outdoor loading dock area in New Development or Redevelopment
subject to this Chapter shall
(a) use an overhead covering that prevents the entry of storm water or
(b) prevent the entry of storm water by diverting it away and
(c) not conduct storm water from any truck well directly into a storm drain
system
§ 6.28.140. Repair and Maintenance Bays
In any 100,000 square foot Commercial Development or to any Automotive Repair Shop,
in Nek Development or Redevelopment subject to this Chapter the design of any repair
or maintenance bay shall
ORDINANCE NO
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(a) prevent the entry of storm water by diverting it away or by locating such
bays indoors and
(b) use a drainage system that collects all water from washing and from leaks
or spills and stores it in a sump for disposal and
(c) does not conduct storm water from the bay directly to a storm dram sys-
tem
§ 6.28.150 Wash Areas
The design of any wash area for motor vehicles or equipment in New Development or
Redevelopment subject to this Chapter shall use
(a) an adequate overhead covering and
(b) a device that clarifies or otherwise pretreats all wash water and
(c) a drain conducting all treated wash water to a sanitary sewer
§ 6.28.160. Restaurants
The design of any Restaurant subject to this Chapter shall include an area for the washing
or cleaning of equipment, which
(a) if indoors, shall
(1) be self-contained
(2) use a grease trap and
(3) use a drain conducting all waste water to a sanitary sewer, and
(b) if outdoors, shall
(1) use an overhead covering adequate to prevent contact with storm
water,
(2) be covered with impermeable paving,
(3) be surrounded by a curb or other containment, and
(4) use a drain conducting all waste water to a sanitary sewer
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153
§ 6.28.170. Retail Gasoline Outlets
All fuel dispensing areas in any Retail Gasoline Outlet subject to this Chapter shall
(a) be covered by a structure that
(1) extends outward at least as far as the grade break at all points and
(2) diverts all storm water away from the fueling area
(b) be paved with a material, other than asphaltic concrete, that is imperme-
able to water and has a smooth surface with a slope of not less than two
per cent (2 %) but not more than four per cent (4 %),
(c) be separated from the rest of the site by a grade -break that, to the maxi-
mum extent practical, prevents storm water from entering the fueling area,
(d) extend outward at least six and one -half feet (6 5') from the outermost
comer of any fuel dispenser, or a distance one foot (1') greater than the
combined length of the dispensing hose and nozzle, whichever distance is
less,
§ 6.28.180. Parking Lots
To the maximum extent practical, all Parking Lots subject to this chapter shall minimize
offsae transport of pollutants by using the following design criteria and BMPs
(a) minimizing impervious land coverage,
(b) providing for effective treatment or infiltration of storm water before it is
discharged into storm drains, and
(c) Use of operational and maintenance measures to remove heavy metals, oil
and grease and polycychc aromatic hydrocarbons
§ 6.28.190. Violations
(a) Violation of any provision of this Chapter shall be both a misdemeanor
and a public nuisance
(b) The remedies specified in this Chapter shall not exclude any other legal
remedy that may be available to the City
§ 6.28.200. Inspections
(a) The Director of Public Works and such officers as the Director may desig-
nate shall enforce the provisions of this Chapter
ORDINANCE NO
STORM ii ATER MITIGATION PLAN IMPLEMENTATION
PAGE NO 12 154
(b) As necessary, these officers may, at a reasonable time and in a manner
authorized by the laws of California, enter and make inspections on any
property regulated under this Chapter
§ 6.28.210. Fees
The City Council may establish and fix the amount of fees for services provided un-
der this Chapter, as authorized under sections 66016 and 66018 of the Califorma
Government Code
§ 6.28.220. Waiver
(a) Any person required under this Chapter to implement a Structural or
Treatment Control Best Management Practice may petition to the City
Council to waive that requirement as impractical, provided the petitioner
has in good faith considered and rejected as not feasible all such practices
available
(b) The City Council may waive a Structural or Treatment Control Best Man-
agement Practice as impractical if
(1) inadequate space for treatment exists on a redevelopment project
or
(2) soil conditions strongly disfavor the use of infiltration or
(3) the natural land surface where the BMP would be located lies
(A) above a known unconfined aquifer or
(B) less than ten (10) feet above an existing or potential source
of drinking water
(c) Any petition for waiver not falling within the foregoing categories shall be
forwarded to the Regional Board for consideration
SECTION 2. Severability if anv section, subsection, subdivision, sentence, clause,
phrase, or portion of this Ordinance, is for any reason held to be invalid or unconstitu-
iional by the decision of any court of competent jurisdiction, such decision shall not af-
fect the validity of the remaining portions of this Ordinance The City Council hereby
declares that it would have adopted this Ordinance, and each section, subsection, subdivi-
sion, sentence, clause, phrase, or portion thereof, irrespective of the fact that any one or
more sections, subsections, subdivisions, sentences, clauses, phrases, or portions thereof
be declared invalid or unconstitutional
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155
SECTION 3. The City Clerk shall certify to the adoption of this Ordinance and shall
cause the same to be published as required by law
PASSED AND APPROVED this day of 2000
MIKE GORDON, MAYOR
ATTEST
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS
CITY OF EL SEGUNDO )
I, Cindy Mortesen, City Clerk of the City of El Segundo, California, do hereby
certify that the whole number of members of the City Council of said City is five, that the
foregoing Ordinance No was duly introduced by said City Council at a regular
meeting held on the day of , and was duly passed and
adopted by said City Council, approved and signed by the Mayor, and attested to by the
City Clerk, all at a regular meeting of said Council held on the day of
and the same was so passed and adopted by the following vote
AYES
NOES
ABSENT
ABSTAIN
NOT PARTICIPATING
Cindy Mortesen, City Clerk
APPROVED AS TO FORM
a
rk D Hens I y ttom
ORDINANCE NO
STORM WATER MITIGATION PLAN IMPLEMENTATION
PAGF NO 14
t5G
EL SEGUNDO CITY COUNCIL MEETING DATE: December 19, 2000
AGENDA ITEM STATEMENT AGENDA HEADING: Reports — City Council Members
AGENDA DESCRIPTION
for variances from the Municipal Code
ACTION:
Approve request by Mr S Claus for a waiver of the permits required for doing business within
the City of El Segundo as follows
1) Approval of a Conditional Use Permit and waiver of regulations in ESMC Section
20 74 040,
2) The use of air rights and waiver of the Santa Monica Radial 160 R procedure (FAA
should be contacted),
3) Waiver of the ordinance on Animal Regulations (ESMC 8 02 010),
4) Waiver of the Trespass Ordinance (ESMC 9.28 010) including 8 04 110 dealing with
trespassing animals,
5) Grant a free business license for a non - profit organization (ESMC 5 04 050),
6) Waiver of the Pooper - Scooper regulations (ESMC 9 04.040),
7) Waiver of the Noise Ordinance to permit the sound of bells (ESC 9 06 0110), and
8) Waiver of ESMC 16 04 060 (Driveway Permits Required) and 10 28 110 (Parking on
Grades)
BACKGROUND & DISCUSSION
Additionally, Mr S Claus has been directed to the Coastal Commission for clearance over the
ocean, D M V for a valid registration, Department of Health & Welfare to ensure his elves are
receiving minimum wage, and the Air Quality Management District to ensure a safe and clear
sleigh ride Should Mr Claus be required to obtain all of the necessary permits, he would not
be able to start his business until June 8, 200/ Since Mr Claus has shown good faith during
previous business endeavors and his business would be welcomed by the Community as a
whole, Council should waive the fees and permits required
AT AruCn 0I100nGT1KIL nnl I IRA=AITQ
FISCAL IMPACT N/A
Operating Budget
Amount Requested
Account Number
Project Phase
Appropriation Required Yes— No
ORIGINATI Date. December 13, 2000
Mike Gordon, Mayor
rmasstat Mi
23
157
