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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 WaDENFV 3rWHOLE s rmmoxe nsincr risoanrz® ieuow -av aECioaw, zrwxiKEr h4wnm Lamm FWADC13 CYCEM MEnNM ANALYWS 000 2001 JAN APR JUL SEP MORN AN DE014N 1 1 / / It StAMP COST! 0 PWOMNAL RAUM NrAIM 13JMP34 PROM tB ME19406 024CUr& DEf" 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: f %:: h• i�f ' •'1- Qr`rA-- "1i:M "9.. F a "5`.F: %fn•J /' oFSx /�= "r•!"�..•Yr �•�•�. �.H /•' ,. /•.r• %. = : /.. •x .lei /;, s H.•% l t' . Fw' :•n•"/// .r.'�:'ffia4>2._.2 y::h�l �' /,�- .,•r<::�Yl•Y.:v <• Organization Webslte URL ,.,•; ,:,r " <•';':':r x�;=5.•.%/- >':p;.•..K�^/JU,.... %'.��..1. "i.i,ry�r Se fn'�' Tb:':n!yu` /$: �%� �.:ri9.'%`oYwn RD PROJECT CONTACT INFORMATION ncaqJ6 •. :4 ' • • y 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 BASULIcRte, SCAKEWLDM REGIONAL PROIBa Piticarrizm M Dw-0N REGIONAL MARKET NEEIING DE%CNS iROJEC S tyrr FC NIE l Gs ANALYSES 1 00o toot zooz I IAN APR JUL SEP DMIAN AJN DW AN DEGIAN 1 1 / SrA.0 UP GOS , to REGIONAL &F11NNWrATM BUTIEQ FROJ s NEEralGS ODNCEK& MWDS STRATEGY _ 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 m m m m m m m m m U m m d1 m" V G1 m U U U m m 0� j D D W W W W W W W N " 0 0 0 m 0 j A A W N N N ((tt D 0 m U W N+ U Ooo 0 0 10 W N u000O 0 A N m V N m V N N N P1 ppppo m ;00 m 099 rop apQ o coo °0O00oo 00 00 °0000000 °0 0000 000 0200 000oo 0000 00g.00 < O O O o 0 o O S 0 0 0 0 o S S O m O O O m 0 000 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" EEC; e 2 k� § §§; - 2£f3 ®2�'� = = ©'ES= )| °'o B7£2 ; 0 0.,o - =Ea tea ©■=` -7§2 (k \ \ \ {/ }�k� \k @ |0 CL0k|( E£!(a co a,2 #2ta§ /k §0 �``� m \ / \(` � B \ \t■ kƒ k2 \/\ (/( \ \ }\ \ }\ }} \\} \� ®/2 \ f 0 c - §k ' (i ,3 °i jk ;0 / )( \ [ k - k CD \ 7 ®, <ri CL �{ � �� §■ � - 0 /E g #; 7 ; 7 � Ik � OL fa k A § § 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! pop � .; Q Il yew Cop Subbtw TOTAL SOUTHOWSITE _ - -- ___ --- - __..- - -- I. DEMOUTON -- f •- -- i - S -- A Ownlo AC Pavwp 6 OAX • Pk* A" -& RwreowoNalmdwr /duMlnklarmekq___ -- -- 1 -2-,50 LS Lf __ f L GRADING A CAaw i Omb 106.1100 or f 0.06 : -" 12-00 f 6.650_ :_.. 17~601 - - - - - -- G. pyjoyade ` - - -- -1.147 _ 1 - t CY - -- - - - - -- - a -onme1 — - A. W*WSWAM -f _ Searkal Service ty low Y1IOwioe PaIIM -- a Paw Pan f as — f 626 L6 LS f - - -_ CONSTRUCTWN f _ _015 f T3�- - _ - -- --- - - - - -- -- - -__ -- - - - A C6eowab Mow Cum a0vb Ina_ E TAIL 601E ainp6cNd 6M wftsY�. tP wwo • G arb6 ACe PVN SL - -k -- -'---- D ADA Cub Cm l 2360 16.60 LP _ bf 1 2 L6 EA S _- - f -- f - — 6 MOW f_ S -- - - 4J-W 6 _ f 26.60 - - -- 6 125.00 i i _- . s _ - d. i L L4NOSCAPMIO - - - -- 06 1500 1.500 "200 17.120 -- - EA EA EA SF A Plovmda and YWaw 15 OW Ton 8 P ov WW haul s (W Shrubs -c I110YId��r101MIW1 -- --- 0 Pmovba aedTmr6f soo f . -- - -E ProvOw 6M k1s ww Mukh SF r Grads A Saw Proos 1 116=0 SP f 025 6. MFWAT10N _ A C6nwbud Now IMlw1bn System T. PURNITURE lie= 6 6 SF EA -- _ _ _ -• - -- -- - f 080 f $ _ 03_056 6 B. Trash EA f S - — - - -- BUD -TOTAL f — - - -- —L __ -- - �- -• -�' _ - - -- -- f 36.f66 -- - — -- -- - -- i- -- 012,016 pop � .; Q W"TAAd"CMrW 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 1 I I ) I I I Pope 1 'k 031 I'd ESSE -22E SMJwd Puw oat opun2aS T3 dez:*0 00 82 deS /\ {) ! N / \ ( \ \ §§ i k ! k § |) §,!$� k }| , � -)�E) \ | \`))(( /��/ ,\ ;§!) .. ;! ) #,l ;E:!!E!!N ■;,; „ ; ■:2! § !! !` � • _ e� .! % |) } � \ � \ , 7 C- E \e �$�k� � M-5 Ik§ 032 N ) « �1 ( m / \ ( \ \ §§ i k ! k § |) §,!$� k }| , � -)�E) \ | \`))(( /��/ ,\ ;§!) .. ;! ) #,l ;E:!!E!!N ■;,; „ ; ■:2! § !! !` � • _ e� .! % |) } � \ � \ , 7 C- E \e �$�k� � M-5 Ik§ 032 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 OR3 Ln U) L N c E O L w U ro o 41 N Qa C O N co :J N O � w G O L U O -+ 7 U 1 N L U y c N d O -+ a +1 L O Y m N O to L d ++ L % N wm �uuaa C1 L ro d m U m N 1J U 4 > > W U d L Or L Cl N N G4) .0.1 O q o + N co d N a A > m m L O U m L m 7 O L y bJ x > it A m L m E 0 ,¢av C W ro N E C L O O O O 1 w m N m o .0 C N c N p e O x v ro C O o y .-i •.� i �o N .7 > V .y +n -ti G m L .--i U •O C U N .0 X: O mE O L 7 y (n w roam N C y .•� L 1 U 7 10 Cn N N 0 N C Ol cn3 -�3O N U•+ L Q G7 i 0 •-� cn .-i N > N 61 cm H 0 4 14 O> a m Q N Q m L VI L Q p + y •+Nw L t v O C L aJ O c o 'o c w w ••-I 3 + c o ..a c O m yo m• E c m U U 7 v-1 U C7 w N U w c c m o+•n E i.+ c v m L L: L + U U; w mv]U O f a�^ LO rn m m O v w N •r .-. " O L rn O =L L 7 U ti O U 4 y w w E O O U N U O ti e c p L a U m 7 I O C +� •�+ L m + 0 C > L O 3 +� I x C W L y 0 o O E I 3 L i o U L L m p v O O C 9Z C• c y U > U C m co -¢ JCL" 1 N L U y +J W d O -+ a +1 acL L L m N O to L G N N U % N wm �uuaa CD m L U d U m N 1J U 4 > > w U d L Or L Cl N N Ln O q o + N co d N a A > m m L O U m L m 7 O L x > it A m L m U ro t 0 ,¢av C W v W O L 0 y+ � U L C C W mm m a41 L L m ro L A N U % N CD m L U (n U m N .-I 4 > > w U Ln Or L N N Ln O X U m N 7 0 N L N a A > m U m L m as +v x > L m 0 3i 0 C W v L O O O O 1 w u + O o c L C N c N p e O x v d C O O w p U N M L N U m U .-1 > V .y tv O O •-+ -ti G m L .--i U •O C U N .0 X: O mE C L c U U) (n �omaw roam 084 L 0 U N +a C C W a41 -+m 0 m ro L N U ij L Q1 to .-I t Ln Ln N N L m 0 v G7 ow d C O O L O U O O 17) > O d L L O N L N d d 0 7 10 Cn N N 0 N C Ol N U•+ W Q G7 i G7 L G x •-� cn .-i N > N 61 cm H 0 4 14 O> a m Q 084 op 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 SITE LOCATION i I I 1 A GRAND AVE. mJ Q Li CL w 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 T 0 0 N y ru N J O A D n a O c P 0 a 0 K O d 3 y Fr f° 3 N-5 `° d Nc'go .+iy ""m " m F LL F F F m o „oD l° O'0 M d _3` cn� - >• �� gT� m sn 0" 0 o- °' y vv�oda°io o3= m 0 pj Od °d_o c m �m3a fD `I 3a a�d:01 d£ F £ £ 'o o o o m 01 w d �^ C d N O d O d D O d J d J d J d 7 d T� 3< 3 L X N O O i 9 O C J .0 A (n N N N N GG O j 0 n .N.. 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N y a an n c a m °o :°_ c m O W W v m W y y d N G O O C13 D <o Z O m m M p 0 cn Z r o m S m W O q T �i n O 1 D n O W ti V V I A I I < m W :7 Ci N C (O o O-0 m 00 �mm 0 o �m 2 y m or mn o - - - - -- — P m -- Z a = y m m a m 7 0 W N n m o rn N n o= i zN� d Q m LO L O W -4 W m - N - o 'D Z so > m T O. Z xJ N_ _a m N N W O A m O Z m y y c �m Z MF) d O Z W J m D m IL F n 3 c V C 3 W a ° J N O 3 lu 0 IV 0 cn Mr 0 T z0 ci 3 O T N 5 0 m m 2 1 i j12 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 $49,000 Account Number* 601- 400 - 3204 -8105 Protect Phase- Appropriation Required: No Mary M / �7 Mary Strenn, aer �0 S "2 18 6L czr Wd ££ Z OOIZUZI /0 jib •31V0 fjeyy '—`�-r% 71� saol/Ugs ;uawdolanad pue olwou033 'A;lu wok ;o ;daN 'ao ;Dana ' rH sawed OOOZ'ZL jagweoap i6lnl ;uawdofi�A9p Olwouo03'aue-I peak{ eJpueS •31V0 031VNIDIHO auoN pannbai uolleijdaddV VIN ase4d Ioafad LOZ9-L04Z-004-L00 aagwnN Iun000V 000'SLLS polsenbed Iunouiy D00'ZOZS I96pna 6wlejad0 000'SLLS 'I3VdWIIV3SU opun6aS 13 ;0 (1I3 ay; pue 6ulslllanpV aup weal uaam;aq luawa9a6y S1N3Wn000 ONUNOddns 03HOV11V -umo;umop ay; 6wzye ;lnaJ ;e pawle swej6ald leloads jolpue slloye 6wsllJanpe pa;a6je; lioddns o; palidde aq Aew pue 'llounoo aq; ;o eeuiwwoognS umolumod aq; Aq uogejapisuoo .laylin; 6ulpued aplse ;as aq 1pm spun; ay; ;o aoueleq ayl opun6aS 13 ;o l;Io ay; alowoid o; lewnor ssaufsng sale5uy sod ay; w suolllasw 6ulSill9npe ;o ;uawaoeld eq; ao; pasn aq plm 000'Otr$ Ala ;ewlxoadde ';unowe sly; ;p 000'9LL$ sl luaweejBe eq ; ;o lunowe wnwxew ayl sallied ay; ;o luaweeibe len;nw Aq papualxa aq !ew ;nq 'LOOZ '0£ jagwa;daS Sao salldxa ;oe luoo mou aql Apo ay; dq pasn Allueuno ;ewjo; piepue ;s a ;oa�al o; paslnaa uaaq seq sjead joud w pasn;uaweeift eql t,66L aows vogejuawdOlanap olwouooa s,,QlC) ay; ;o lloddns UI s901/U9s 6wSllJ9npe anlsuayaidwoo papinoid seq 'opun6aS 13 ul enuanV puME) 096 L le pa;eool '6wslltanpy aup weal ;o wn; agl Nolssnosla v aNnoNmiove opun6aS 13 ;0 Allo aq; pue 6ulsl118npV aup weal uaam ;aq juawee16v anoiddy •NOIlOV 113Nnoo 03ON3WW003d sessaulsnq pa;a6jel jo; pue llo4a ;uawdolanap olwouooa lleJano s,� ;l0 aq; JO; 6ulsllf9npe JO;uawaoeld pue uol;noexe `6uwueld ay; o; pa;elaj seovues.lo; opun6aS l3 ;0 A110 ay; pue Aou96V 6ulslllanpV aup weal uaam49q;u9fu99.l6V :NOl1dINOS30 V0N30V ;UeSUOO = ONIOV3H VON3'JV LN3W31VJ.S W311 V0N30V OOOZ '6 L jegwaoaQ :31V0 ONI133W 11ONnoo kilo OONno3S 13 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 STORM W ATER MITIGATION PLAN IMPLEMENTATION PAGE NO 10 1 C 2 (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 ORDINANCE NO STORM WATER MITIGATION PLAN IMPLEMENTATION PAGE NO 11 153 § 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 ORDINANCE NO STORM WATER MITIGATION PLAN IMPLEMENTATION PAGE NO 13 155 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