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2000 NOV 08 CC PACKET• 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 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 description of the business to be transacted or discussed at the meeting Playing of video tapes or use of visual aids may be pernutted 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 SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL WEDNESDAY, NOVEMBER 8, 2000 - 4:00 P.M. 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 seci ) 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 Hill v El Segundo, USDC No CV 98- 1463- LGB(SHX) 1) , j 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 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) — City Representative Mary Strenn Employee Organization All unrepresented employees City Representative City Attorney, Mark Hensley Employee Organization City Manager Contract CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956 8) — None ADJOURNMENT POSTED DATE 11 o4 TIME NAME `� » 1108004pmag 002 Gtr Y QA AGENDI 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 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 description 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 WEDNESDAY, NOVEMBER 8, 2000 - 5:00 P.M. Next Resolution # 4191 Next Ordinance # 1328 5:00 PM Session CALL TO ORDER ROLL CALL SPECIAL MATTER: Appoint Mary Strenn, City Manager, as real estate negotiator with Edison representatives with respect to property owned by Edison in the City of El Segundo (Parcel 4138- 029 -801) Recommendation — Approve appointment. 003 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 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)) 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) -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) — City Representative Mary Strenn Employee Organization All unrepresented employees City Representative City Attorney, Mark Hensley Employee Organization City Manager Contract CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956 8) — Discussion with City Representative, Mary Strenn with respect to property owned by Edison located in the City of El Segundo (Parcel 4138- 029 -081) ;1E�4 Gtr Y D� {q AGENDA 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 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 description 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 m 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 WEDNESDAY, NOVEMBER 8, 2000 - 7:00 P.M. Next Resolution # 4191 Next Ordinance # 1328 7:00 PM Session CALL TO ORDER INVOCATION — Bishop Michael Bnney, Church of Jesus Christ of Latter Day Saints PLEDGE OF ALLEGIANCE — Council Member Nancy Werfiick PRESENTATIONS (a) Commendation to Northrop - Grumman, Integrated Systems and Aerostructures, Western Region for its dedicated attention to implementing programs in waste reduction and recycling (b) Commendation to Raytheon Systems Company, Sensor & Electronic Systems for its dedicated attention to implementing programs in waste reduction and recycling P 0 5 (c) Commendation to Chevron Products Company, El Segundo Refinery for its dedicated attention to implementing programs in waste reduction and recycling (d) Proclamation declaring the period of November 8, 2000 through December 18, 2000 as the SPARK OF LOVE CAMPAIGN and encouraging community support for this holiday program for toys and non - penshable foods for disadvantaged and displaced families ROLL CALL 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 oftheir 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 (e) Request by Gale Segers, Chairperson of Candy Cane Lane, for the same level of City assistance on their December 9 -23, 2000 program in the 1200 block of Acacia Avenue as in previous years (See Consent item #6) 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 - None C. UNFINISHED BUSINESS — Status report on four (4) projects Sepulveda Boulevard Widening Project, Douglas Street Underpass Project, Aviation Boulevard Widening Project, and Rosecrans Corridor Project (no fiscal impact). Recommendation — Receive and file report. (Report will be approximately 10 minutes) D. REPORTS OF COMMITTEES, BOARDS AND 2 Request to City Council to set interviews of candidates to the various Committees, Commissions and Boards, and extend all terms on LAXMAC Recommendation — a) Extend terms of LAXMAC members to 12/31/01. b) Set date of November 21, 2000, beginning at 6:15 p.m., for interviews of candidates to all open positions. l�il� Authorize staff to prepare and release RFP for the management services for Park Vista and authorize extension of current Park Vista Management contract on a month by month basis to CHMS until the RFP process is completed Recommendation — a) Approve preparation and release of REP. b) Approve extension of current Park Vista Management contract. 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 2513328- 2513785 on Register No 2 in total amount of $1,118,600 28, and Wire Transfers in the amount of $1,416.808 85 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 10/07/00 to 10/27/00. City Council meeting minutes of October 17, 2000 Recommendation - Approval. Request by Gale Segers, Chairperson of Candy Cane Lane, for the same level of City assistance on their December 9 -23, 2000 program in the 1200 block of Acacia Avenue as in Recommendation — Approve request, provided that all necessary permit applications are submitted, including sound amplification permits, and project meets applicable City requirements. Second reading and adoption of an ordinance amending the contract between the Board of Administration of the Public Employees Retirement System and the City Council of the City of El Segundo and providing Section 21354 (2% at 55 Full and Modified Formula) for local miscellaneous members, as required by the Memoranda of Understanding between the City and El Segundo Supervisory and Professional Employees' Association and between the City and the City Employees' Association Recommendation — a) Second reading and adoption of ordinance by title only; and /or b) Other possible action /direction. 00 7 Approval of Amendment Number 4 to the City's Contract Number 2737 of November 15, 1999, with Wyle Laboratories Inc (Wyle) to expand the services Wyle provides in support of the City's Residential Sound Insulation (RSI) Program to include specific administrative, management and customer service functions This Amendment limits Wyle's services to 6 months at a cost not to exceed $10,000 per month, or $60,000 total Recommendation — Approve Amendment Number 4 to City Contract Number 2737 and authorize the Mayor to execute the Amendment upon approval of the City Attorney. Additional design services by AKM Engineers for the rehabilitation of Sanitary Sewer Pump Station No 6 at 1465 East Palm Avenue under their current contract no 2808 (estimated cost = aIY,/DY vv1 Recommendation — Authorize staff to add the design services for Pump Station No. 6 to the scope of the current City-AKM agreement for design of Sanitary Sewer Pump Stations 4 and 5, at an additional cost of $19,269.00. 10 Authorize staff to issue a purchase order /change order in the amount of $25,000 00, to Sully - Miller Contracting Company for the installation of irrigation service connections across Sepulveda Boulevard in connection with the Sepulveda Boulevard Widening Project Recommendation — a) Authorize staff to issue purchase order /change order. b) Allocate $25,000 to the Capital Improvement Project for Designing Landscaping Improvements for Sepulveda Boulevard from unallocated Capital Improvement Funds for future reimbursement from Federal Grant. 11 Resolution of the City Council of the City of El Segundo regarding its intention to issue tax - exempt obligations for the Water Well Protect (no fiscal impact at this time) Recommendation — Approval of resolution. 12 Adopt plans and specifications for the annual contract for poured concrete, curb, curb and gutter, sidewalk and other minor improvements, and authorize staff to advertise the project for construction bids Recommendation — Adopt plans and specifications and authorize staff to advertise the project for the receipt of construction bids. 13 Request for proposals to retain financial and technical firms to perform accounting, inventory and manual preparation services — (estimated costs for these budgeted prolects = $24,100 00) Recommendation — Authorize staff to solicit proposals from firms which specialize in Government Accounting Standards Board (GASB) 34 procedures, infrastructure as built plans, and production of manuals of procedures. 14 Approval of contract with General Motors for a total cost of $22,86102 for the lease of an electric vehicle for three Years Recommendation — Approve lease and authorize the Mayor to execute. 01'8 15 Request for approval to submit an application for a Bureau of Justice Assistance Local Law Enforcement Block Grant requesting $15,479 in grant funding with a $1,720 match from Asset Forfeiture funds Recommendation — Approve request. CALL ITEMS FROM CONSENT AGENDA F. NEW BUSINESS — 16 Review of the Planning Commission's recommendations on the proposed Housing Programs for the draft 2000 -2005 Housing Element Update [Environmental Assessment No EA -451 (Mitigated Negative Declaration), and General Plan Amendment No 98 -3] Applicant City of Recommendation — a) Review and discuss the proposed Housing Programs contained in the preliminary draft of the 2000 -2005 Housing Element Update. b) Provide a recommendation to staff on which programs to include in the Housing Element Update to be submitted to the State Department of Housing and Community Development (HCD) for review; and /or, C) Other possible action /direction. 17 Conceptual plans for the landscaping and streetscaping of Sepulveda Boulevard between Rosecrans Avenue and Impenal Highway (no fiscal impact) Recommendation — Approve conceptual plans and authorize staff to proceed with the preparation of construction plans and specifications. G. REPORTS - CITY MANAGER - NONE H. REPORTS — CITY ATTORNEY - NONE I. REPORTS - CITY CLERK - NONE J. REPORTS - CITY TREASURER - NONE K. REPORTS - CITY COUNCIL MEMBERS Council Member McDowell - NONE Council Member Gaines - NONE Council Member Wernick - NONE - Mayor Pro Tern Jacobs - NONE Mayor Gordon — NONE r (' � 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 behalfoftheir employer, must so identify themselves prior to addressing the City Council Failure to do so shall be a misdemeanor andpunishable 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 — Adlournrnent in Memory of Laura Long, President of the Park Vista Jetsetters, and Vicky Evans, wife of former El Segundo Police Officer and Business License Inspector, Carl Evans CLOSED SESSION The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Sec 54960, et M ) 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 m , November 8, 2000 under "Closed Session" (if needed) REPORT OF ACTION TAKEN IN CLOSED SESSION (if required) ADJOURNMENT POSTED DATE 11 a o o TIME 9 d S it NAME 110g00ag 010 CANDY CANE LANE 1806 E. ACACIA AVE. EL SEGUNDO, CA October 3, 2000 City of El Segundo 350 Main Street El Segundo, CA 90245 Attn City Manager, Regarding the Candy Cane Lane Program for 2000. ..tit CITY MANAGER'S OFFICE This letter is to request your offices help with our Christmas Program on the 1200 block of East Acacia Ave This year we will be again closing off the street to car traffic during program and having foot traffic only It worked very well last year and hope it is not a problem to do it again in 2000 We would like to borrow two street barricade set -ups and 6 orange poles for our program. These items can be dropped off on the lawn at 1201 E. Acacia anytime the first week of December Please let us know if we can return them or they can be picked up at the same location after December 27th In the past the City has supplied us the snow (white batting material) for the end of the block Could we once again count on this for Friday, December 131. Every year we try hard to save the sheets but after 3 weeks of fog, rain, wind and children playing on it, it gets beaten up pretty good Santa has been arnvmgglorfously on the city Fire Truck Could this be arranged again? We need Santa on Sat. Dec. 9th at 7:00 PM. Last year the Police Department was very instrumental at helping with crowd control by use of the RSVP I was wondering if we could use the Volunteer Police Team again to show "El Segundo's finest' during the opening ceremony - One Hour Only 6:30 to 7:30 Edison needs a letter from the City Managers Office requesting that the streetlights are turned off from Dec. 6th through Dec. 25. I think it really this makes a difference. I would love to handle this myself but Edison won't take my word for it The neighbors of the 1200 Block of East Acacia would like to extend an in vitation to all the City Council members and City Employees to come down during Dec. 9th - 23rd with their families and friends to enjoy the festivities. Thank you for any cooperation, these few items really help in making the program a success Please call me so we can discuss these items. Sincerely, ale Segers Chairperson, Ca dy Cane Lane 640 8740 A till 1OA -c-c.. ,t O EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION MEETING DATE: November 8, 2000 AGENDA HEADING: Unfinished Business Status report on four (4) projects Sepulveda Boulevard Widening Project, Douglas Street Underpass Project, Aviation Boulevard Widening Project, and Rosecrans Corridor Project (no fiscal Impact) RECOMMENDED COUNCIL ACTION Receive and file BACKGROUND AND DISCUSSION: (Report begins on the next page). ATTACHED SUPPORTING DOCUMENTS. None FISCAL IMPACT: Operating Budget Amount Requested. Account Number: Project Phase: Appropriation Required: ORIGINATED BY: Date: nrr .11 ?/lIMI PW- NOVEMBER08 05 ffu slay 10/31/00 2 00 P M I 012 5 Project Status Report November 8, 2000 Sepulveda Boulevard Widening Project: The construction of this project is 70% complete. The project is anticipated to be completed in January 2001 The work remaining to be done consists of construction of curbs, median islands, street lighting (by Southern California Edison Company) and pavement installation Douglas Street Underpass Project: The process to select a consultant to provide design services has been completed Parsons Transportation Group has been selected for this task. The company is presently preparing a detailed scope of work and its related cost. A Caltrans pre -award audit approach is required prior to awarding the design contract since federal funds are proposed to be used to cover consultant costs. City Council award of the design contract is anticipated in January 2001 Aviation Boulevard Widening Proiect: Final draft of the project's traffic study was completed in April 2000 Comments were received in August 2000 and contract to incorporate the comments are underway. The study will also be expanded to include Douglas Street, The EIR for the project should be completed in mid -2001. BNSF Railroad should conclude their investigation on the use of alternate tracks in addition to various alignments along Aviation Boulevard within the next month Rosecrans Corridor Proiect: The Draft Strategy Report for the Rosecrans Corridor Strategic Initiative — Phase 1, prepared by Kaku Associates, is being circulated for comments at this time. The final Strategy Report will be presented to the Transportation Oversight Committee of the South Bay Cities COG on November 14th. The Task Force believes that traversing the intersections of Rosecrans - Sepulveda and Rosecrans - Aviation and the circulation along Rosecrans are the most critical mobility deficiencies. Several options are being explored to address these concerns such as adding second left -turn lanes, exclusive right -turn lanes, traffic signals, through lanes, and coordination of the transportation systems PW.NOVEMBER05 05 (Tuesday 10/31/00 2 00 P M) 013 EL SEGUNDO CITY COUNCIL MEETING DATE: November 8, 2000 AGENDA ITEM STATEMENT AGENDA HEADING- COMMITTEES, COMMISSIONS & BOARDS AGENDA DESCRIPTION Request to City Council to set Interviews of candidates to the various Committees, Commissions and Boards, and extend all terms on LAXMAC RECOMMENDED COUNCIL ACTION: (a) Extend terms of LAXMAC members to 12/31/01 (b) Set date of November 21, 2000, beginning at 6 15 p m , for Interviews of candidates to all open positions BRIEF SUMMARY- Vacancies have been posted since January 2000 at City Hall, Library, on Cable, at the Chamber of Commerce, Joslyn and Clubhouse and advertised in the El Segundo Herald and Inside El Segundo # of Openings Community Cable Advisory Committee Capital Improvement Program Advisory Committee LAXMAC 2 2 Terms Expire 10/31/00 & '03 11/30/00 12/31/00 LAXMAC is comprised of 7 members, whose terms will expire 12131/00. Five of the current seven members have agreed to continue to serve an additional term Two positions must be filled ATTACHED SUPPORTING DOCUMENTS: N/A FISCAL IMPACT. N/A ORIGINATED- Julia Abreu- Mason, Council Assistant Date: October 31, 2000 REVIEWED BY: Mary Strenn, City Manager Date: October 31, 2000 .,1/5 °o vn ccb 2WO 11 N Apcnda - Set lntery and Enmd L XN C lane 014 2 EL SEGUNDO CITY COUNCIL MEETING DATE: November 8, 2000 AGENDA ITEM STATEMENT AGENDA HEADING: Committee's, Commissions and Boards AGENDA DESCRIPTION. Authorize staff to prepare and release RFP for the management services for Park Vista and authorize extension of current Park Vista Management contract on a month by month basis to CHMS until the RFP process is completed RECOMMENDED COUNCIL ACTION. Approve preparation and release of RFP Approve extension of current Park Vista Management contract BACKGROUND & DISCUSSION- The term of the Management Company of Park Vista expires December 31, 2000 The El Segundo Senior Citizens Housing Corporation seeks proposals to manage the Park Vista senior citizen housing facility for a three -year period The Request for Proposal is due to is expedited for the management services of the facility with a management company in place by March 1, 2001 The current Management Company, Community Housing Management Company, has been contacted on the extension and is willing to continue their current services through March 1, 2001 ATTACHED SUPPORTING DOCUMENTS: Request for Proposals for Management Services Proposed RFP timeline FISCAL IMPACT: Operating Budget: Amount Requested: Account Number: Project Phase: Approp&tion Required: of Recreation and Parks DATE: November 8, 2000 � .00 , 3 EL SEGUNDO SENIOR CITIZENS HOUSING CORPORATION, AKA "PARK VISTA" REQUEST FOR PROPOSALS FOR MANAGEMENT SERVICES OF PARK VISTA SENIOR HOUSING FACILITY RFP -00 -20 Mandatory Pre - Proposal Conference 10:00 a.m., Thursday, November 16, 2000 Park Vista Senior Housing Facility 615 E. Holly El Segundo, Ca. 90245 Proposal Deadline 11:00 a.m., Tuesday, December 19, 2000 El Segundo Senior Housing Corporation City Hall 350 Main Street El Segundo, Ca. 90245 016 EL SEGUNDO SENIOR CITIZENS HOUSING CORPORATION, AKA "PARK VISTA" REQUEST FOR PROPOSALS (RFP) FOR MANAGEMENT SERVICES OF PARK VISTA SENIOR CITIZENS HOUSING FACILITY I. INTRODUCTION The El Segundo Senior Citizens Housing Corporation, aka "Park Vista ", seeks proposals to manage the Park Vista senior citizen housing facility ( "Facthty") for a three (3) year period The successful Proposer would provide management services for the Facility The Successful Proposer would operate and maintain the Facility as provided for in the Management Agreement including, but not limited to the following (1) the renting of units within the Facility, (2) the collection of rents and other receipts, (3) the maintenance, landscaping, inspection and upkeep of the Facihty and parking lot, (4) properly insuring the Facility, and (5) the enforcement of rental agreements and the El Segundo Housing Corporation Board Handbook of Rules and Regulations Further information regarding management services for the Facility, and further information about this RFP are provided in the following sections and in the Draft Management Agreement and the Senior Housing Handbook, which, by this reference, is incorporated into and made a part of this RFP The Corporation invites proposals for the management of the Facility without regard to the prospective Proposers's places of business or prior service areas in an effort to attract proposals from the widest possible range of qualified Proposers The Corporation seeks Proposers to propose specific management practices, which will ensure a high quality, cost - effective, safe, and livable Facility which serves both the residents of the Facility, the Corporation and the City of El Segundo at large One (1) mandatory Pre - Proposal Conference will be held, at which time the Proposers will have the opportunity to inspect the facility The Corporation reserves the right to hold additional mandatory conferences, as it deems necessary The Recreation Supervisor, Gala Burkholder, will be the point of contact for all Proposers at the address provided The proposals called for in this RFP will be considered to be public information and will be available for public inspection, once the deadline for submission of the proposals has passed Recommendations for modifications to the RFP or the Draft Agreements which will result in efficiency and economy are welcome, but should be specific and should propose substitute language when modifications are suggested All recommendations shall be submitted in writing 017 II. GENERAL INFORMATION A. The Corporation The Corporation is a non - profit, public benefit corporation located within the City of El Segundo and the County of Los Angeles, California B. Facility Description The El Segundo Senior Citizen Housing Project was developed and is wholly owned by the City of El Segundo It is operated by the Corporation and its Board of Directors The El Segundo Senior Housing Project "Park Vista," is located at 615 East Holly Avenue There are 96 units available, divided among efficiency apartments of 414 square feet, small one bedroom apartments of 520 square feet, and large one bedroom apartments of 610 square feet, handicapped unites of 537 square feet are also available, in addition, there is one, two bedroom manager's apartment Units are furnished with carpets, drapes, dishwashers, refrigerators and ranges Each unit has an individual patio or balcony The common outdoor areas are pleasantly landscaped Features include elevators, laundry facility, meeting and recreation rooms The maximum number of Residents in each one bedroom apartment is two and in each efficiency apartment is one Rents are substantially lower than rents for comparable units in the area Due to the limited number of units available the apartments are assigned as they become vacant (Park Vista residents having first priority to relocate ) The data contained in this RFP is for general information purposes only Proposers should not rely on this information for developing proposals Instead, prospective Proposers have the responsibility of ascertaining all facts upon which they rely in preparing and submitting their respective proposals Further, the Corporation makes no warranty as to the accuracy of the information in this RFP and disclaims any responsibility for any factual statements which may be incomplete or inaccurate C. Corporation Goals and Objectives — Proposer Duties All Managers and Secretaries of Management Company to be familiar with and utilize "site budget ", etc and Park Vista Senior Housing Handbook. Maintenance people and Managers to be staff of Management Company Maintenance person must have minimum of one year experience and qualifications to include plumbing, drywall, painting, construction capability, electrical, and be able to communicate with tenants and management Maintenance Company Supervisor must visit the -site at least twice each month •, Monthly reports from Management Company to be received by Board Members five (5 ) days before each meeting Repairs and construction costs of over $10,000 00 to be put out to bid by the City Award of bidders to be made by City and special committee of Board Members appointed by the Board All construction repairs over $2,000 00 to be inspected and passed by the City (confirm monetary amount requiring inspection per El Segundo Municipal Code) All Park Vista Insurance required to be reviewed by City Manager's Office, City Clerk and Legal Department and reported to the Corporation for compliance The Corporation's goal is to have the Facility managed by an operator which will ensure a high quality, cost - effective, safe, and livable Facility which serves both the residents of the Facility, the Corporation and the City of El Segundo at large In that capacity, the operator will be responsible for providing, among other things, the following services • Management support and advice to the Corporation, except for legal advice which shall be provided by the City Said support shall include, but not be limited to, preparation of agenda items, monthly submittal of financial and management reports, attendance and participation in Board meetings of the Corporation and development of recommendations related to policies, procedures and the operation of Park Vista • On -Site management, 24 hours per day, seven days per week, in the form of one (1) 40 hour per week manager and two (2) alternating on -call individuals who will be on site when on duty • Maintenance of a prospective tenants' waiting list on the basis of seniority • Collection and maintenance of tenant rental agreements and operating records • Maintenance of financial records acceptable to the auditors selected by the City Council to perform oversight of the activity • Audits of financial records on an annual basis by a CPA, including the submittal of a management letter by the CPA directly to the Corporation • Financial activities including the payment of all bilWinvoicesfpayroll and the transmittal of designated funds to the City for investment purposes • Collection of rents and maintenance of records relating to rental receipts, deposits, and related unit transactions 019 • Recommendations related to appropriate rents for the facihty • Enforcement of all rental agreements provisions • Development of a budget which shall be submitted to the Corporation b} November of each year Said budget shall identify those services/activities that are to be accomplished by employees versus those that will be accomplished b� contract • Adherence to and enforcement of the management agreement • Procurement of needed services, materials and bids consistent with the adopted budget • Hiring, supervision and discharge of all employees • Enforcement of Corporation approved policies and procedures • Recommendations to the Corporation on a course of action when tenants do not meet tenant agreements and implementation of the Corporation's course of action • Implementation of facility standard operating procedures • An annual report summarizing the operational and financial activities of the facility in the previous budget year • Recommendations related to the maintenance of the facility and its operations, including an annual five -year plan that protects issues and alternative solutions for Corporation considerations • Report of al] accidents that occur or are reported to have occurred at the facility • Operate cooperatively with the Corporation and the City of El Segundo The Property Supervisor is to attend Senior Housing Board meetings, a minimum of 12 meetings annually O6 M. RFP PROCESS A Process Integrity Guidelines for Proposers Given the scope of this Request for Proposals (RFP) and the Corporation's desire to award contracts in a timely manner and free of contention, the Corporation has instituted Process Integrity Guidelines for Proposers. as set forth in tits Section IV A of this RFP These Process Integnty Guidelines for Proposers govern interactions between Proposers and the Corporation's staff All contacts berneen the Proposer and the Corporation, except as to legal matters are to be through Gala Burkholder Recreation Supenisor Go Cin Hall 350 Main St El Segundo Caltfornia 90245 tclecopicr (3 10) 322 -3693 Contact bs counsel or on legal matters are to be submitted in wriung to the Corporation at the same address as given for the Corporation and at Burke. Williams & Sorensen. c/o Mark Hensle% 611 West Stith Street 250' Floor. Los Angeles. California 90017 (213) 236 -2700 All substantive questions (i c. other than questions about time and place of conferences. intenhetr s. etc ) shall be subtitted in a sting to Gala Burkholder, Recreation Supervisor. at the provided address. or asked at the pre- proposal conference Any evidence which indicates a Proposer has failed to comply with the Process Integrity Guidelines set forth in this Section IV A of this RFP may result in that Proposer's disqualification Any questions regarding the Process Integrity Guidelines shall be in writing and shall be transmitted by telecopter and mailed to the Corporation and to attorney Mark Hensley at the address listed above Any written communication from the Corporation to a prospective Proposer will be transmitted simultaneously to all Proposers along with answers to written questions submitted (Prospective Proposers must facilitate this process by providing their telecopier numbers to the Corporation) 021 B. RFP Schedule The schedule for the RFP process is Activity Date • Senior Housing Board Approval of RFP Wednesday, October 25, 2000 • RFP for City Council Approval • Mandatory Pre - Proposal Conference 10 00 a in , Pacific Time • Final written questions due from Proposers • Corporation sends written response to questions • Proposals Due — 11 00 a in , Pacific Time to City Clerk's Office • Corporation conducts Proposers interviews • Agreement(s) to Park Vista Senior Housing Board • Agreement(s) to Council for approval • Beginning of Management Services by Proposer Wednesday, November 8, 2000 Thursday, November 16, 2000 Monday, November 27, 2000 Wednesday, December 6, 2000 Tuesday, December 19, 2000 Wednesday, January 3, 2001 Wednesday, January 24, 2000 Tuesday, February 6, 2001 Thursday, March 1, 2001 NOTE: THIS ESTIMATED SCHEDULE IS PRELIMINARY AND THE CORPORATION RESERVES THE RIGHT TO CHANGE THE SCHEDULE, AT ITS DISCRETION. C. RFP Exceptions and Questions Failure to take exception to the RFP and the Draft Agreement and to propose recommendations for modifications to the RFP or the Draft Agreement or the municipal code shall be deemed approval and acceptance of these documents and shall be deemed a waiver of the right to object to the terms of these documents. Proposer's Questions must be submitted in writing in accordance with the Schedule above, or be asked at the Pre - Proposal Conference The Corporation will not be responsible for or be bound by any oral instructions, statements, interpretations or oral explanations issued by the Corporation any officers, agents or representatives ') 9z D. Pre - Proposal Conference Attendance at the Pre - Proposal Conference is mandatory for All Proposers Prospective Proposers whose designated representative(s) do not attend the Pre - Proposal Conference will not be allowed to continue in this RFP process If a joint proposal is to be submitted, a representative from each firm with a substantial interest (representing more than thirty -three percent (33 ° °) of the total interest) must attend the Pre - Proposal Conference E. Proposal Submittal This RFP calls for the submission of one proposal Each original proposal and ten (10) copies should be firmly sealed in packaging that is clearly marked on the outside "EL SEGUNDO PARK VISTA MANAGEMENT REQUEST FOR PROPOSALS (RFP)" and mailed or delivered to El Segundo Senior Citizens Housing Corporation City Clerk's Office, City Hall 350 Main Street El Segundo, CA 90245 Telephone (310) 524 -2305 F. Proposal Evaluation Review of Proposals. Individual Proposal Criteria The proposals will be evaluated on the basis of the following criteria, which are not listed in any order of precedence or importance (The Park Vista facility is not a HUD Housing protect) Service a Operation and maintenance of a quality housing facility b Providing a safe and protected facility and environment for all residents, recognizing the age and abilities of its residents Including, but not limited to facilitating the need for relocation in the event that the health, safety or security of the facility or its residents may be compromised c Operating cooperatively with building owner and representatives d Operating cooperatively with the residents of the Facility, including response to resident inquiries, complaints, and concerns, i e, following all policies and procedures e Experience with operation and maintenance of a senior housing facility or related facilities 023 Cost Service Cost: Cost of managing the Facility g_ Operations Organization: Organization and qualifications of the Proposer This includes an explanation of how the management and operations structure are linked, how the company(ies) foster communication and response to resident and Corporation inquiries, and demonstration of corporation ethics Procedural Compliance: Proposer's compliance with RFP requirements Financial and Risk Factors Financial Background: Financial projections, strategy and capability of the Proposer Proposer shall also provide audited financial statements A Proposer's financial information which the Proposer seeks to be held confidential must be clearly identified as such by the Proposer The Corporation makes no representation that it will be able to maintain the confidentiality of Proposer's financial information Risks: Demonstrated to the Corporation the ability of the Proposer to handle risk factors in the contract including but not limited to • Compliance with existing laws and regulations relating to all facets of operating a residential or senior housing facility Protection and indemnification of the Corporation and the maintenance of proper insurance coverage both for the Facility and the Proposed operator and manager of the Facility Financial Reporting: Demonstrated record and capability of consistent and accurate financial reporting 2 Interviews/Selection Process Based on the contents of the proposals, the interviews and any other information requested by the Corporation one or more Proposers may be selected for consideration at a Corporation Board of Directors meeting The purpose of the Corporation's Board of Directors meeting will be to select the successful Proposer Corporation Staff Will present the proposals submitted by each of the selected Proposers Prior to or at the Corporation Board of Directors meetings, Proposers will be allowed and encouraged to amend their proposals to make them more competitive Upon closing of RFP process, the Corporation will determine whether, and if so to which Proposer, to award the Agreement The Corporation reserves the right to continue the Corporation Board of Directors Meeting to a future date and time at any time during the consideration process 024 G. General Terms Proposal Deveiopment and Acceptance Costs The cost of preparing and submitting a proposal is the sole responsibility of the Proposer and shall not be chargeable in any manner to the Corporation General Description of Award Upon conclusion of the RFP process. agreements will be awarded and executed as described Rights of the Corporation The Corporation's rights include but are not limited to the following Issuing addenda to the Request for Proposals, for any purpose including extending or otherwise revising the time for submittal and changing the requirements of the RFP, including the services sought, b Withdrawing or modifying the Request for Proposals, Reissuing the RFP Requesting clarification and/or additional information from any Proposer at any point in the procurement process, Executing an agreement or agreements with one or more Proposers, on the sole basis of the original proposal or any negotiated additions to proposal submissions, and Rejecting any or all proposals, waiving irregularities in any proposal or requirements of the RFP, accepting or rejecting all or any part of any proposal and waiving any requirements of the Request for Proposals, as may be deemed to be in the best interest of the Corporation Consequence of Submission ofPrODosal Corporation shall not be obligated to respond to any proposal submitted nor be bound in any manner by the submission of a proposal, b Submission of a proposal to the Corporation obligates the Proposer to enter into an agreement with the Corporation as proposed, The Agreement shall not be binding or valid against the Corporation unless and until it is executed in writing by the Corporation (after approval by the Corporation's Board of Directors) and the selected Proposer, and the Proposer's Cash bonds, insurance and business license have been accepted by the Corporation 10 025 Certification of Proposal ..Y The submission of a proposal shall be deemed a representation and warranty by the Proposer that the Proposer has investigated all aspects of the RFP, that the Proposer is aware of the applicable facts pertaining to the RFP process, its procedures and requirements and that the Proposer has read and understands the RFP No request for modification of the provisions of a proposal, or of the provisions of the Draft Agreement or this RFP shall be considered after its submission on the grounds that the Proposer was not fully informed as to any fact or condition. Performance Bond The Successful Proposer(s) will submit Cash and Performance Bonds as provided in the Agreements W. INSTRUCTIONS FOR PREPARATION OF PROPOSAL A. Proposal Preparation Proposals must include a cover letter signed by an officer or agent of the Proposer who is duly authorized to bind the Proposer, along with a copy of the corporate resolution or other document establishing that the person submitting the proposal is authorized to do so The original plus ten (10) copies of the proposal must be submitted in a separate envelope marked "EL SEGUNDO PARK VISTA MANAGEMENT REQUEST FOR PROPOSAL, (RFP) B. Proposal Format The following proposal format must be used by the Proposer TABLE V -1 Contents of the Proposals Section Contents Transnuttal/Cover Letter Executive Summary Z Description of Proposed Services 3 Project Organization and Qualifications of Proposer 4 Risks and Contractual Obligations 5 Exceptions 6 Proposer's Financial Data 7 Representations and Certifications 8 Description of Proposed Contract Cost 11 026 All pages of each proposal must be numbered consecutively through the document starting with the first page of the transmittal letter as page one Executive Summary In this section, the Proposer should discuss briefly, or outline_ the highlights of vour proposal Description of Proposed Services In this section explain how you propose to provide management services for the Facility as contemplated in this RFP Proiect Organization and Qualifications of Proposer This section should tell us about your company describe the Proposer's expertise and experience The following information should be included Corporate/Agency Registry Where is your firm mcorporated9 How long has your firm been providing service in Califorrua7 If it has not provided service in California, state how it will become familiar with California requirements for managing a senior housing facility Provide information on other states, if any, where you are incorporated, and what state and in what year your parent companv was incorporated Please provide a copy of the California Articles of Incorporation, if any b General description of the experience of the firm(s), c Experience, including description of up to six(6) relevant protects, degree of involvement, names of clients and names and telephone numbers of client contact persons d Tell us about yourselves Relevant service experience of key personnel who would provide services and a description of their backgrounds e Describe your proposed service plan for the project, including overall staffing, and percent commitment by program, of specific staffing (such as management, operations, mechanics and financial), including names of staffand titles, specify whether staff is new or existing f The Proposer must also include details of all pending litigation, including notices of violation, and pending criminal investigations against the Proposer or its parent or sister companies or joint venture company(ies) by any governmental entity against 12 02-7 I-, the Proposer or its parent for services relating to the operation or management of residential facilities or senor housing facilities, and all litigation against all governmental entities by the Proposer or its parent company orjomt venture company(ies) g Ability of Proposer to support Board in the development and implementation of policies and procedures for facilitating a transition to a unit inhabited by an aging population Risks and Contractual Obligation s The Corporation requires that certain risks and contractual obligations be addressed in the proposal The Corporation views protection against related claims an litigation as a matter of great importance Please describe your approaches to • Compliance with applicable laws and regulations regarding the operation of housing facilities, • Protection and indemrafication of the Corporation and the maintenance of proper insurance coverage both for the Facility and the Proposed operator and manager of the Facility Exceptions The Proposer must warrant that it has reviewed the requirements of the project as described m this RFP and the Draft Agreement and any addenda, and b specify and discuss any terms of the RFP and Draft Agreement that the Proposer cannot or does not propose to meet 6 Pronoser's Financial Data a If the entity which will sign the contract has been in existence for less than one (1) year, Proposer must provide sufficient financial data to substantiate to the Corporation's satisfaction the financial viability of the entity Corporation makes no representation that it will be able to maintain the confidentiality of Proposers' financial information A Proposer who submits financial information which it asks to have treated as confidential should submit a statement justifying its treatment as confidential and label it as a separate exhibit, clearly identified as confidential and cross - referenced in the proposal 13 028 7 Representations and Certifications s Each Proposer must complete and sign EXHIBIT I, THE REPRESENTATIONS AND CERTIFICATIONS FORM. The form must be signed by an officer or agent of the Proposer duly authorized to bind the Proposer and must be notarized The Proposer must include a copy of the corporate resolution or other documentation showing that the person signing the Representations and Certifications is so authorized 8 Proposed Bid Based on the service description of the proposed services, provide a proposed fee for performing said services, including any proposed increases over the term of the Agreement 14 029 EXHIBIT 1 REPRESENTATIONS AND CERTRIFICATIONS FORM The "Representations and Certifications" consist of two parts The first is a statement as follows 1, [insert name of Proposer's official executing _the Representation and Certification], represent and certify, on behalf of [insert name of entity or entities submitting Ouahjy Service proposal) that I am familiar with the information presented in the proposal, and that it is true and correct to the best of my knowledge and belief and that I am authorized to execute this Representation and Certification Signed The second part of the Representation and Certification is a copy of the corporate resolution or other document establishing that the person making the Representation and Certification was authorized to do so 15 030 EL SEGUNDO SENIOR HOUSING BOARD REQUEST FOR PROPOSAL TIMELINE Actwit • Senior Housing Board Approval of RFP • RFP for City Council Approval • Mandatory Pre - Proposal Conference 10 00 a m , Pacific Time • Final written questions due from Respondents • Corporation sends written responses to questions • Proposals Due- 11 00 am, Pacific Time to City Clerk's Office Date Wednesday, October 25, 2000 Wednesday, November 8, 2000 1 Thursday, November 16, 2000 Monday, November 27, 2000 Wednesday, December 6, 2000 Tuesday, December 19, 2000 • Corporation conducts Respondent interviews I Wednesday, January 3, 2001 • Recommendation to Senior Housing Board • Recommendation to City Council • Beginning of new contract for Management Wednesday, January 24, 2001 Tuesday, February 6, 2001 Thursday, March 1, 2001 0 :i 1 ) K { / � ( z00 §} k|((k /(� §( / §(§| /)� §| §§|k§ wag I d k \ :k \ \k| §; (k { | E � !| ;f ke Ii %f �) k; k lb � 032 El � ! -!!�� ■ lb � 032 El CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 1010712000 THROUGH 10/27/2000 Date Payee Amount Description 10/10/00 West Basin 886,610 56 H2O payment 10/12/00 IRS 179,594 70 Federal Taxes PR 8 10/12/00 Employment Development 35,579 20 State Taxes PR 8 10/16/00 Health Comp 2,58541 Weekly claims 10/06 10/18/00 Wells Fargo Bank 30,000 00 Golf Payroll Transfer 10/18/00 Health Comp 69443 Weekly claims 10113 10/19/00 Federal Reserve Bank 30000 Employee Savings Bond PR7 10/19/00 Federal Reserve Bank 250 00 Employee Savings Bond PR8 10/25/00 Health Comp 1,70996 Weekly claims 10120 10/27/00 IRS 207,497 71 Federal Taxes PR 9 10/27/00 Employment Development 42,191.26 State Taxes PR 9 10/27/00 Federal Reserve Bank 25000 Employee Savings Bond PR9 1 0/7- 1 012 710 0 Workers Comp Activity 29,545 62 SCRMA checks issued 1,416,808 85 DATE OF RATIFICATION: 11/08/00 TOTAL PAYMENTS BY WIRE: 1,416,808.85 Certified as to the accuracy of the wire transfers by Deputy Treasurer / -)i-. ar,41 JZ'/-X - o Date Finance Director Gfu� iO4oa0 Date City Manager Date Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo P \Wire Transfers10 -27 As 033 _y a MINUTES OF THE REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, OCTOBER 17, 2000 - 5:00 P.M. 5:00 PM Session CALL TO ORDER ROLL CALL Mayor Gordon Mayor ProTem Jacobs Council Member Gaines Council Member McDowell Council Member Wernick CLOSED SESSION: Mayor Gordon at 5 00 P M - Present - Present - Present - Present - Present 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)) 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 Valone Williams v Brian D Evanski, et al, LASC Case No 99CO2571 4 Venegas v El Segundo, LASC Case No BC207136 5 Phillips Petroleum, et al v County of Los Angeles, et al, USDC No. 1938 -MRP (MANx) 6 Shell Chemical Company, et al v County of Los Angeles, et al, USDC No. 1917 -GHK (RCx) 7 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) -0- potential case (no further public statement is required at this time), Initiation of litigation pursuant to Gov't Code §54956 9(c) -1- matter 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. Council recessed at 6:55 P M. and reopened at 7:00 P M in the Council Chambers CALL TO ORDER Mayor Gordon at 7:00 P.M INVOCATION — Pastor Tracy Granoff, member of Oceanside Christian Fellowship PLEDGE OF ALLEGIANCE — Mayor Pro Tem Sandra Jacobs PRESENTATIONS — (a) Mayor Gordon presented commendation to Don Knabe, Los Angeles County Supervisor, 4' District (b) Council Member McDowell presented a Proclamation of the Mayor and Members of the City Council, to proclaiming the week of October 23 -31, 2000 as Red Ribbon Week in El Segundo and encouraging all citizens to participate in drug awareness activities and to renew their commitment to a healthier community (c) Mayor ProTem Jacobs presented a Proclamation of the Mayor and Members of the City Council to, Christine Sherrill, President of the School Board, proclaiming Thursday, October 19, 2000 as the Re- dedication of the Richmond Street School (d) Council Member Gaines presented a Proclamation of the Mayor and Members of the City Council, to Meagan and Maddy Weaver, and Hallie Lindsey, and Woody, proclaiming the hours of 4 00 p.m to 6 30 p in, Tuesday, October 31, 2000 as "Halloween Frolic" in El Segundo and inviting parents, their children, and the entire community, to participate in this annual event in the safe environment of our El Segundo Recreation Park ROLL CALL Mayor Gordon - Present Mayor ProTem Jacobs - Present Council Member Gaines - Present Council Member McDowell - Present Council Member Wemtck - 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 behalfofanother, 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 nitsdenteanor andpunishable by a fine of $250 While all comments are welcome, the Brawn Act does not allow Council to take action on any item not on the agenda The Council will respond to comments after Pubhc Communications is closed Chamber of Commerce thanked the city for their support during the Richmond Street Fair Jim Coyle, Resident, Chairperson for the Fiends of the Dog Park, stated they are to favor of the animal control being done within the City Tina Schu, and fellow students of Richmond Street Elementary School, stated they are raising funds to purchase vest for the El Segundo Police Dogs Jeremy Argo, Resident; spoke regarding the open field at Imperial School, and the bad condition it is in MINUTES OF THE 2 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL Octt,4eC 2000 Request by Randy & Demse Ferber for Council permission to hold a car wash fundraiser for Amanda Shoupe, on Sunday, October 22, 2000 from 1:00 p.m. to 5:00 p.m. and to sell food items during the event (See consent item #11 below.) John Gilbert requested for Leadership El Segundo Class of 1997 -98 for Council permission to clean up and beautify Mortuary Hill Loretta Frye, Resident, spoke regarding a donation for the Police Dog vests Liz Garnholtz, Resident, spoke regarding airport issues, the sign on mortuary hill. and Animal Control Mark Reiner, Resident, spoke regarding animal control, and the need for control of cats, airport issues Dorothy Argo, spoke regarding the condition of Imperial Street School Tree Muskateers, spoke regarding their fundraiser, greeting cards. Adrian Coles, Resident, spoke in favor of the city assuming animal control Frank Wong, Resident, spoke regarding the LAX airport expansion opposition budget Tracy Granhoff, stated that she is pleased that El Segundo still does invocations Brought forward from the Consent Agenda 11 Approved the request to sell food at a car wash on October 22, 2000 MOVED by Council Member Gaines SECONDED by Council Member McDowell to approve the request to sell food at a car wash on October 22, 2000 MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 MOVED by Mayor ProTem Jacobs, SECONDED by Mayor Gordon to approve of the concept of a new EL Segundo sign. MOTION PASSED BY THE FOLLOWING VOICE VOTE. AYES: MAYOR GORDON, MAYOR PROTEM JACOBS, COUNCIL MEMBERS GAINES AND MCDOWELL. NOES: COUNCIL MEMBER WERNICIC 4/1 MOVED by Mayor ProTem Jacobs SECONDED by Mayor Gordon to approve the cleaning of the vegetation and debris, removal of the sign, and replanting of new material, actively begin fund raising for a new El Segundo Sign, MOTION PASSED BY UNANIMOUS VOICE VOTE. 510 A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on this Agenda by title only MOTION by Mayor ProTem Jacobs, SECONDED by Council Member McDowell to read all ordinances and resolutions on this Agenda by title only MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 MINUTES OF THE 3 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL October 17, 2000 036 B. SPECIAL ORDERS OF BUSINESS - .,-.� 1. Open Public Hearing on GC 30061, et sequential, and adoption of resolution accepting a law enforcement block grant of $100,000 and authorizing its recommended use. Captain Green gave a brief Staff Report Mayor Gordon stated that this is the time and place hereto fixed for a public hearing on GC 30061, et sequential, and adoption of a resolution accepting a law enforcement block grant of $100,000 and authorizing its recommended use He asked if proper notice had been done and if any written communications had been received Clerk Mortesen stated that proper noticed had been done, and no written communications had been received Council consensus to close the public hearing City Attorney Mark Hensley read the following, RESOLUTION NO. 4189 A RESOLTION OF THE CITY COUNCIL OF THE CITY OF EL SEGUNDO, CALIFORNIA, PROVIDING FOR THE IMPLEMENTATION OF THE CITIZENS OPTION FOR PUBLIC SAFETY (COPS) PROGRAM. MOVED by Council Member Wemick SECONDED by Mayor ProTem Jacobs to adopt Resolution No 4189 providing for the implementation of the citizens option for public safety (COPS) program MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 C. UNFINISHED BUSINESS 2 Request for City Council to (1) approve funding in the amount of $190,000 for the development and implementation of a citroperated ammal control program, (2) approve a resolution amending Section 8.12.040 of the El Segundo Municipal Code authonzmg the increase of licensing fees, and (3) authorize use of the additional licensing revenue to offset the cost of this program. Police Chief, Tim Gnmmond gave a brief staff report City Attorney Mark Hensley read the following, RESOLUTION NO. 4190 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL SEGUNDO, CALIFORNIA, ADOPTING ANIMAL LICENSING FEES. MOVED by Council Member McDowell SECONDED by Council Member Gaines to adopt Resolution No 4190, adopting animal licensing fees of $20.00 for a spayed animal and $40.00 for a non - spayed animal, authorize use of revenue to offset the increase in the animal control budget; approve funding and authorize staff to proceed with the development and implementation of the program with the deletion of the Mobile Video Camera and Digital Camera from the budgeted expenses MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 MINUTES Of THE 4 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL October 17. 2000 037 D. REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS — Status report on the implementation of The Downtown Specific Plan Mayor ProTem Jacobs left the dais and did not participated in the discussion or the vote Four people spoke in support of the Council efforts for Downtown revitalization Nineteen people spoke (2/3 residents, 1/3 business owners) against the re- routing of traffic in the Downtown revitalization program MOVED by Council Member Gaines SECONDED by Council Member McDowell to approve staff to retain a traffic engineer under a single source contract in an amount not to exceed $25,000 to examine both existing traffic levels and the impact of the proposed preliminary design improvements, and slurry seal and restnpe Main Street between Manposa and Grand at a cost of $44,265 MOTION PASSED BY THE FOLLOWING VOICE VOTE. AYES: MAYOR GORDON, COUNCIL MEMEBERS MCDOWELL AND GAINES. NOES: NONE ABSTENTION: COUNCIL MEMBER WERNICK. NOT PARTICIPATING: MAYOR PROTEM JACOBS 3/0/1/1 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, 4 Warrant Numbers 2512998-2513327 on Register No 1 in total amount of $967,888 70, and Wire Transfers in the amount of $310,229 81 City Council meeting minutes of October 3, 2000 6 Authorized staff to enter into a State and Local Government term rental agreement with Pitney Bowes for replacement of obsolete and non - repairable mail and folding machines with Pitney Bowes Paragon II mail processor and 3 Senes foldmg/insertmg system. Second Reading and adoption of an Ordinance No. 1327 of the City Council of the City of El Segundo, California accepting the requirements of sections 13510(c) and 13512 of the Califorma Penal Code relative to the recruitment and training standards of public safety dispatchers. Approval of the selection of a consultant, Parsons Transportation Group, to provide professional engineering design and construction support services for the Douglas Street Gap Closure/Railroad Grade Separation Project (no fiscal impact at this time). (Contract No 2836) Acceptance of the re -roofing of buildings in Recreation Park — Project No. PW 00 -7 (final contract amount = $32,686 00), and approve Change Order No 1 in the amount of $3,206.00, authorize the City Clerk to file the City Engineer's Notice of Completion in the County Recorders' Office MINUTES OF THE 5 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL October 17, 2000 038 10 Approve the acceptance of a Governor's Office of Emergency Services (OES), Hazardous Materials Unit, grant awarded to the Fire Department and authorize the Mayor to sign the Assistance Agreement to allow disbursement of funds for $5,715.00 11 ITEM TAKEN OUT OF ORDER EARLIER IN THE MEETING 12 Approved Addendum B to Contract No 2125, License agreement between the City of El Segundo and Hughes Space and Communications Company (Hughes) (estimated annual revenue = $112.32) Authorized the Mayor to execute the addendum MOVED by Council Member Wernick SECONDED by Council Member McDowell to approve consent items 4, 5, 6, 7, 8, 9, 10, and 12. MOTION PASSED BY UNANIMOUS VOICE VOTE. 510 CALL ITEMS FROM CONSENT AGENDA F. NEW BUSINESS —None G. REPORTS - CITY MANAGER - NONE H. REPORTS — CITY ATTORNEY — Mark Hensley announced the receipt of a new law suite Capistran v El Segundo LASC Case No YC 038535 L REPORTS - CITY CLERK - NONE J. REPORTS - CITY TREASURER - NONE K. REPORTS - CITY COUNCIL MEMBERS Council Member McDowell — Office hours in the park November 3, 2000 Council Member Gaines - NONE Council Member Wernick — Spoke about hyperon and airport matters. Mayor Pro Tern Jacobs - NONE Mayor Gordon — Spoke regarding Old Town Musical Hail, reminded the public the next meeting will be November 8, 2000 (Wednesday) Presidential election on November 7, 2000 PUBLIC COMMUNICATIONS - (Related to City Business Only - 5 minute limit) Individuals, who have received value of $SO or more to communicate to the City Council on behalf of another, and employees spealang 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 $150 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 Dorothy Kent, Resident, spoke regarding the animal control issue, downtown traffic patterns, MINUTES OF THE 6 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL October 17. 2000 039 MEMORIALS — Adjournment in memory of Mildred Spargo ADJOURNMENT 10:20 P.M. Cindy Mortesen, City Clerk 101700ac MINUTES OF THE 7 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL October 17, 2000 nAn EL SEGUNDO CITY COUNCIL MEETING DATE: November 8, 2000 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Request by Gale Segers, Chairperson of Candy Cane Lane, for the same level of City assistance on their December 9 -23, 2000 program in the 1200 block of Acacia Avenue as in previous years RECOMMENDED COUNCIL ACTION Approve request, provided that all necessary permit applications are submitted, including sound amplification permits, and project meets applicable City requirements. BACKGROUND & DISCUSSION For many years, the residents of the 1200 block of Acacia Avenue have promoted and decorated the area, naming it "Candy Cane Lane" for the holiday season This years program will be scheduled for December 9 -23, 2000. The program has become so popular in the community, that the City's assistance has been required in arranging for a fire truck for Santa and volunteer Police for the opening night, street barricades, street closure, streetlights to be turned off, and snow The program cost to the City for the snow is minimal and has been included in the FY 2000 -2001 budget. ATTACHED SUPPORTING DOCUMENTS' Letter from Gale Segers, Chairperson of Candy Cane Lane Memoranda from Police, Fire, Public Works and Recreation & Parks Departments FISCAL IMPACT: Operating Budget* Amount Requested: Account Number Project Phase, Appropriation Required Yes _ No X ORIGINATED. DATE: November 1, 2000 Marlene Baker, Executive Assistant REVIEWED BY: DATE: November 1, 2000 Mary Stren , City Manager IIy u 041 CANDY CANE LANE 1206 E. ACACIA AVE. EL SEGUNDO, CA October 3, 2000 City of El Segundo 350 Mann Street El Segundo, CA 90245 Attn City Manager, Regarding the Candy Cane Lane Program for 2000. f l 6 2000 LL CITY MANAGER'S OFFICE This letter is to request your offices help with our Christmas Program on the 1200 block of East Acacia Ave This year we will be again closing off the street to car traffic during program and having foot tinffic o.dy 1I wo.kcd very V.,11 I,& ycan and hope it is not a probler., to do it ^g ^nn in 2000 We would like to borrow two street barricade set -ups and 6 orange poles for our program These items can be dropped off on the lawn at 1201 E. Acacia anytime the first week of December. Please let us know if we can return them or they can be picked up at the same location after December 27th In the past the Crtyhas supplied us the snow (white batttrigmaterial) for the end of the block. Could we once again count on this for Friday, December 1" Every year we try hard to save the sheets but after 3 weeks of fog, rain, wind and children playing on it, it gets beaten up pretty good. Santa has been arrivingglonously on the city fte Truck Could this be arranged again? We need Santa on Sat Dec. 9th at 7:00 PM. Last year the Police Department was very instrumental at helping with crowd control by use of the RSVP. I was wondering If we could use the Volunteer Police Team again to show "EI Segundo's finest" during the opening ceremony - One Hour Only 6 30 to 7:30. Edison needs a letter from the City Alanagers Office requesting that the streetlights are turned off from Dec. 6th through Dec. 25. I think it really this makes a difference. I would love to handle this myself but Edison won't take my word for it. Vie neighbors of the 1200 61ock of Fast Acacia would like to extend an invitation to all the City Council mernbers and City Employees to come down during Dec. 9th - 23rd with their famnhes and fiends to enjoy the festimes Thank you for any cooperation, these few items really help in making the program a success. Please call me so we can discuss these items. Sincerely, ale Segers Chairperson, Ca dy Cane Lane 640 8 i40 042 City of El Segundo Inter - Departmental Correspondence October 12, 2000 To: Mary Strenn, City Manager From: Tim Gnmmond, Chief of Police Subject: Candy Cane Lane QQQ On Saturday, December 9, 2000, the residences of the 1200 block of East Acacia will be hosting the arrival of Santa Claus on Candy Cane Lane They have requested the use of RSVPs for the opening ceremony from 1830 to 1930 hours and street barricades to block the street No police services will be required and the Street Department will drop off the barricades on Friday, December 8, 2000. EVENT MANPOWER Police Street Department MT /sn Attachment (1830 —1930 Hours) None required $10000 0 43 City of E/ Segundo INTER - DEPARTMENTAL CORRESPONDENCE Date: October 10, 2000 To: Marlene Baker, Executive Assistant From: Craig S Pedego, Fire Chief Subject: CANDY CANE LANE Marlene, The Fire Department will be pleased to pick up Santa Claus and deliver him to Candy Cane Lane on the Fire Engine on Saturday, December 9, 2000, at 7.00 p.m. Battalion Chief Dave Sharp will coordinate this with Gale Segers. cc Mary Strenn, City Manager Dave Sharp, Battalion Chief G 4 4 CITY OF EL SEGUNDO INTER - DEPARTMENT MEMORANDUM DATE October 19, 2000 TO Mary Strenn City Manager FROM Andres Santamana Q As+- Director of Public Works SUBJECT Candy Cane Lane On Saturday, December 9, 2000, the residences of the 1200 block of East Acacia Avenue will be hosting the arrival of Santa Claus on Candy Cane Lane Our Street Division will drop -off the requested barricades on Friday, December 8`h and be picked up after December 27'h The cost is $100 00 A letter to Southern California Edison has been prepared requesting that the requested street lights be turned off from December 6h through December 251h BKD dr N WEMOSICANDY•CANLN MS 045 October 19, 2000 * 1 11111242-0 Roger Haley Region Manager, Public Affairs Southern California Edison Company P O Box 2944 505 Maple Avenue Torrance, CA 90503 Dear Mr Haley Public Works Department Andres Santamaria, Director This year again we are requesting the Edison Company to turn off the street lights in the 1200 block of East Acacia Avenue in El Segundo This request is being made to compliment the City s traditional "Candy Cane Lane" Christmas tree lighting program The street lights are requested to be turned off for the period of December 6, 2000 through December 25, 2000. Your continued participation in this annual Christmas event is sincerely appreciated. If you need additional information please call me on 310- 524 -2358. Thank you for your assistance on this matter Sincerely,] �� O Bellur K Devaraj City Engineer BKD-dr cc Andres Santamana, Director of Public Works Mary Strenn, City Manager N \LEITERMCANOY -CANE LNE 350 Main Street, El Segundo, CA 90245.3895 0 TEL 310- 524 -2300 FAX 310 -840 -0489 046 Baker, Marlene From Williams, Richard Sent Thursday, October 26, 2000 12 56 PM To Baker, Marlene Subject Candy Cane Lane parade Marlene, the Parks Division will purchase and deliver the material for this event The approximate cost is, $50 00 047 EL SEGUNDO CITY COUNCIL MEETING DATE: November 8, 2000 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Second reading and adoption of an ordinance amending the contract between the Board of Administration of the Public Employees Retirement System and the City Council of the City of El Segundo and providing Section 21354 (2% at 55 Full and Modified Formula) for local miscellaneous members, as required by the Memoranda of Understanding between the City and El Segundo Supervisory and Professional Employees' Association and between the City and the City Employees' Association RECOMMENDED COUNCIL ACTION 1) Second reading and adoption of ordinance by title only; and /or 2) Other possible action /direction BACKGROUND & DISCUSSION: (Please see attached page marked "Background and Discussion ") ATTACHED SUPPORTING DOCUMENTS: 1) Ordinance No. 1326 authorizing amendment to the City's contract with PERS, 2) Amendment contract documents prepared by PERS Actuarial and Employer Services Division; 3) Resolution No. 4187 approving amendment to the City's agreement with PERS FISCAL IMPACT: None during FY 2000/01 Operating Budget: Amount Requested: Account Number: Project Phase: Appropriation Required: NO. DATE: October 17, 2000 ' o0 AGENDA359 7 u48 Background and Discussion: On September 19, 2000, the City Council approved three -year extensions to the City's Memoranda of Understanding with the Supervisory and Professional Employees' Association and the City Employees' Association. The extensions to both agreements included a provision that the City amend its current agreement with the Public Employees' Retirement System (PERS) to provide "2% at 55" benefits for Miscellaneous Employees. On October 3, 2000, the City Council adopted a Resolution of Intention to amend the City's contract with PERS, declared publicly the annual future costs of the benefit change and introduced Ordinance No 1326 which would ratify the change in benefits, as required by PERS. Upon adoption of the ordinance attached, the effective date of the 2% at 55 retirement formula for non - safety employees, including all executive management, mid- management and confidential employees, would be December 16, 2000 The City is declaring that it's contribution rate will remain unchanged at zero (0) during FY 2000/01 The City is currently "superfunded" with respect to its annual employer contribution rate for miscellaneous employees receiving PERS benefits. As indicated by staff on October 3, the City retained an actuary to review the City's retirement plans prior to fulfilling its "meet and confer" obligations with the City's employee associations The consultant, John Bartel from AON Consultants, determined that the City miscellaneous employee retirement plan would remain superfunded for the foreseeable future, even after the "2 at 55" benefit enhancement 049 5 i ORDINANCE NO. 11326 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF EL SEGUNDO, CALIFORNIA, AUTHORIZING AN AMENDMENT TO THE CONTRACT BETWEEN THE CITY COUNCIL OF THE CITY OF EL SEGUNDO AND THE BOARD OF ADMINISTRATION OF THE CALIFORNIA PUBLIC EMPLOYEES' RETIREMENT SYSTEM. WHEREAS, the Public Employees' Retirement Law permits the participation of public agencies and their employees in the Public Employees' Retirement System by the execution of a contract, and sets forth the procedure by which said public agencies may elect to subject themselves and their employees to amendments to said Law, and WHEREAS, one of the steps in the procedures to amend the contract is the adoption by the governing body of the public agency of an ordinance to approve an amendment to said contract NOW THEREFORE, the City Council of the City of El Segundo does ordain as follows SECTION 1. That an Amendment to the contract between the City Council of the City of El Segundo, California and the Board of Administration, California Public Employees' Retirement System, is hereby authorized, a copy of said Amendment being attached hereto, marked Exhibit, and by such reference made a part hereof as though herein set out in full SECTION 2. The Mayor of the City Council of the City of El Segundo is hereby authorized, empowered, and directed to execute said amendment for and on behalf of said Agency SECTION 3. The Ordinance shall take effect thirty (30) days after the date of its adoption, and prior to the expiration of fifteen (15) days from the passage thereof shall be posted in at least three (3) places throughout the City Hall of the City of El Segundo, California, 350 Main Street, El Segundo, California, located in Los Angeles County and thenceforth and thereafter the same shall be in full force and effect. SECTION 4. The City Clerk is directed to certify the adoption of this ordinance and shall cause the same to be published or posted in the manner prescribed by law. 050 ORDINANCE NO 1326 AUTHORIZING AMEWNDMENT TO PERS CONTRACT PAGE NO. 1 PASSED, APPROVED AND ADOPTED this day of_, 2000. Mike Gordon, Mayor City of El Segundo, California 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 1326 was duly introduced by said City Council at a regular meeting held on the 3rO day of October, 2000, 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 8' day of November, 2000, 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: C r ark D K4ffsley, City At er' ORDINANCE NO 1326 AUTHORIZING AMEWNDMENT TO PERS CONTRACT PAnF Nn 051 Ii.. CaIPERS California Public Employees' Retirement System EXHIBIT Between the Board of Administration California Public Employees' Retirement System and the City Council City of El Segundo .rte The Board of Administration, California Public Employees' Retirement System, hereinafter referred to as Board, and the governing body of the above public agency, hereinafter referred to as Public Agency, having entered into a contract effective October 1, 1943, and witnessed August 25, 1943, and as amended effective November 1, 1947, August 1, 1949, July 1, 1950, November 1, 1955, September 1, 1958, March 9, 1959, November 7, 1964, October 19, 1968, December 11, 1971, July 20, 1974, July 19, 1975, January 3, 1976, July 16, 1977, June 3, 1978, February 6, 1982, April 3, 1982, January 1, 1992, June 27, 1992, May 15, 1993, January 8, 1994, January 19, 1996, April 4, 1997, October 13, 1997 and October 7, 2000 which provides for participation of Public Agency in said System, Board and Public Agency hereby agree as follows: A. Paragraphs 1 through 13 are hereby stricken from said contract as executed effective October 7, 2000, and hereby replaced by the following paragraphs numbered 1 through 13 inclusive: All words and terms used herein which are defined in the Public Employees' Retirement Law shall have the meaning as defined therein unless otherwise specifically provided. "Normal retirement age" shall mean age 55 for local miscellaneous members and age 50 for local safety members 052 PLEA,H DO NOT ;SIGN 2 Public Agency shall participate in the Public Employees' Retirement System from and after October 1, 1943 making its employees as hereinafter provided, members of said System subject to all provisions of the Public Employees' Retirement Law except such as apply only on election of a contracting agency and are not provided for herein and to all amendments to said Law hereafter enacted except those, which by express provisions thereof, apply only on the election of a contracting agency 3 Employees of Public Agency in the following classes shall become members of said Retirement System except such in each such class as are excluded by law or this agreement a Local Fire Fighters (herein referred to as local safety members), b Local Police Officers (herein referred to as local safety members), c Employees other than local safety members (herein referred to as local miscellaneous members). 4 In addition to the classes of employees excluded from membership by said Retirement Law, the following classes of employees shall not become members of said Retirement System NO ADDITIONAL EXCLUSIONS 5 Prior to January 1, 1975, those members who were hired by Public Agency on a temporary and/or seasonal basis not to exceed 6 months were excluded from PERS membership by contract. Government Code Section 20336 superseded this contract provision by providing that any such temporary and/or seasonal employees are excluded from PERS membership subsequent to January 1, 1975. Legislation repealed and replaced said Section with Government Code Section 20305 effective July 1, 1994 6 The percentage of final compensation to be provided for local miscellaneous members for each year of credited prior and current service shall be determined in accordance with Section 21354 of said Retirement Law, subject to the reduction provided therein for service on and after July 1, 1956, the effective date of Social Security coverage, for members whose service has been included in Federal Social Security (2% at age 55 Full and Modified). 7 The percentage of final compensation to be provided for each year of credited prior and current service as a local fire member shall be determined in accordance with Section 21352 of said Retirement Law (2% at age 50 Full). 053 8 The percentage of final compensation to be provided for each year of credited prior and current service as a local police member shall be determined in accordance with Section 21362.2 of said Retirement Law (3% at age 50 Full) 9 Public Agency elected and elects to be subject to the following optional provisions a Sections 21624 and 21626 (Post - Retirement Survivor Allowance) for local safety members only b Section 21571 (Basic Level of 1959 Survivor Benefits) for local miscellaneous members only c Section 21222 1 (Special 5% Increase -1970) Legislation repealed said Section effective January 1, 1980. d Section 21222.2 (Special 5% Increase -1971) Legislation repealed said Section effective January 1, 1980. e Section 21024 (Military Service Credit as Public Service), Statutes of 1976 f Section 20042 (One -Year Final Compensation) g Section 21573 (Third Level of 1959 Survivor Benefits) for local fire members only h Section 21574 (Fourth Level of 1959 Survivor Benefits) for local police members only 10. Public Agency shall contribute to said Retirement System the contributions determined by actuarial valuations of prior and future service liability with respect to local miscellaneous members and local safety members of said Retirement System. 11. Public Agency shall also contribute to said Retirement System as follows: a. Contributions required per covered member on account of the 1959 Survivor Benefits provided under Section 21573 of said Retirement Law. (Subject to annual change) In addition, all assets and liabilities of Public Agency and its employees shall be pooled in a single account, based on term insurance rates, for survivors of all local fire members. b. Contributions required per covered member on account of the 1959 Survivor Benefits provided under Section 21574 of said Retirement Law. (Subject to annual change ) In addition, all assets and liabilities of Public Agency and its employees shall be pooled in a single account, based on term insurance rates, for survivors of all local police members 0154 c A reasonable amount, as fixed by the Board, payable in one installment within 60 days of date of contract to cover the costs of administering said System as it affects the employees of Public Agency, not including the costs of special valuations or of the periodic investigation and valuations required by law. d A reasonable amount, as fixed by the Board, payable in one installment as the occasions arise, to cover the costs of special valuations on account of employees of Public Agency, and costs of the periodic investigation and valuations required by law 12 Contributions required of Public Agency and its employees shall be subject to adjustment by Board on account of amendments to the Public Employees' Retirement Law, and on account of the experience under the Retirement System as determined by the periodic investigation and valuation required by said Retirement Law. 13 Contributions required of Public Agency and its employees shall be paid by Public Agency to the Retirement System within fifteen days after the end of the period to which said contributions refer or as may be prescribed by Board regulation If more or less than the correct amount of contributions is paid for any period, proper adjustment shall be made in connection with subsequent remittances Adjustments on account of errors in contributions required of any employee may be made by direct payments between the employee and the Board J B This amendment shall be effective on the day of BOARD OF ADMINISTRATION CITY COUNCIL PUBLIC EMPLOYEES' RETIREMENT SYSTEM CITY OF EL SEGUNDO BY KENNETH W. MARZION, CHIEF ACTUARIAL & EMPLOYER SERVICES DIVISION PUBLIC EMPLOYEES' RETIREMENT SYSTEM AMENDMENT PERS - CON -7M (Rev 8196) BY a� PRESIDING OFFICER F f, Witness Date q Attest , 055 CALIFORNIA PUBLIC EMPLOYEES' RETIREMENT SYSTEM Actuarial and Employer Services Division Public Agency Contract Services P O Box 942709 Sacramento, CA 94229 -2709 (916) 326 -3420 I hereby certify that the CERTIFICATION OF FINAL ACTION OF GOVERNING BODY (governing body) (public agency) adopted on (date) of the members of said Governing Body, of the by an affirmative vote of a majority (Ordinance or Resolution) No approving the attached contractual agreement between the Governing Body of said Agency and the Board of Administration of the California Public Employees' Retirement System, a certified copy of said (Ordinance or Resolution) in the form furnished by said Board of Administration being attached hereto. Clerk/Secretary Title Date PERS -CON -5 (Rev I/W) 0 5 rJ RESOLUTION NO. 4187 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL SEGUNDO, CALIFORNIA, TO APPROVE AN AMENDMENT TO THE CONTRACT BETWEEN THE BOARD OF ADMINISTRATION OF THE CALIFORNIA PUBLIC EMPLOYEES' RETIREMENT SYSTEM AND THE CITY COUNCIL OF THE CITY OF EL SEGUNDO WHEREAS, the Public Employees' Retirement Law permits the participation of public agencies and their employees in the Public Employees' Retirement System by the execution of a contract, and sets forth the procedure by which said public agencies may elect to subject themselves and their employees to amendments to said Law, and WHEREAS, one of the steps in the procedures to amend the contract is the adoption by the governing body of the public agency of a resolution giving notice of its intention to approve an amendment to said contract, which resolution shall contain a summary of the change proposed in said contract, and WHEREAS, the following is a statement of the proposed change. To provide Section 21354 (2% @ 55 Full and Modified formula) for local miscellaneous members. NOW, THEREFORE, BE IT RESOLVED, that the governing body of the above agency does hereby give notice of intention to approve an amendment to the contract between said public agency and the Board of Administration of the Public Employees' Retirement System, a copy of said amendment being attached hereto, as an "Exhibit" and by this reference made a part hereof. SECTION 1. 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. RESOLUTION NO 4187 To amend PERS -Mfsc tot % @55 Page No I 057 PASSED, APPROVED AND ADOPTED this 3rd day of October 2000. Mike Gordon, Mayor of the City of El Segundo 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 Resolution No. 4187 was duly passed and adopted by said City Council, approved and signed by the Mayor of said City, and attested to by the City Clerk of said City, all at a regular meeting of said Council held on the 3rd day of October, 2000, and the same was so passed and adopted by the following vote: AYES Gordon, Jacobs, Gaines, McDowell, Wernick NOES: None ABSENT None ABSTAIN None NOT PARTICIPATING None c ndy Mo s n, City ierk APPROVED AS TO FORM. rk Hensley, City Att RESOLUTION NO 4187 To amend PERS -Mist to 2 0H @55 Page No 2 US8 Z H EL SEGUNDO CITY COUNCIL MEETING DATE: November 7, 2000 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Approval of Amendment Number 4 to the City's Contract Number 2737 of November 15, 1999, with Wyle Laboratories Inc (Wyle) to expand the services Wyle provides in support of the City's Residential Sound Insulation (RSI) Program to Include specific administrative, management and customer service functions. This Amendment limits Wyle's services to 6 months at a cost not to exceed $10,000 per month, or $60,000 total RECOMMENDED COUNCIL ACTION: Approve Amendment Number 4 to City Contract Number 2737 and authorize the Mayor to execute the Amendment upon approval of the City Attorney BACKGROUND & DISCUSSION: The City's RSI Program manager is retiring In order to provide a seamless transition In program management it is recommended that the existing contract with Wyle, for RSI technical services, be expanded to Include the current program manager's functions This recommendation is made based on Wy(e's extraordinary experience level in RSI protects locally and across the nation, their proximity (located at 128 Maryland Street in E) Segundo), excellent past performance for the City, and reasonable cost It is envisioned that the City's RSI program will become a tum -key operation with the Community, Economic and Development Services Department providing close oversight. (Continued on back of page ) ATTACHED SUPPORTING DOCUMENTS: Amendment 4, Exhibit A, the Amendment Exhibit B, Wyle's Proposal FISCAL IMPACT: Capital Budget: NA Amount Requested: $ 36,000 Account Number: 116 -400- 0000 -6214 Project Phase: Phase 6 $ 7 of City's RSI Program Appropriation required: YES (The current budget does not include funds for this service, however FAA grant funds are available to pay for 80% of this new cost Additionally, Community Development Block Grant and participants' funds will cover the remaining 20% There will be no additional cost to the City ) Harvey Holden, Special Protects Jams M Hansen, Director Community, Economic and Development Services Department it l� /I- 1�� Strenn, City Manager 0041,100 C \RSI \Phase7\Wy1e \Wyse Amend 4 Staff Report 10130/00 3 32 PM 059 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT Paae 2 MEETING DATE: November 7, 2000 AGENDA HEADING: Consent Agenda The City's current agreement with Wyle, dated November 1999, is a one year technical services contract with two one -year options On August 15, 2000, City Council awarded the first of the one -year options Budget Comment: Payment to Wyle for program managerial services is expected to be approximately $10,000 or less per month for 6 months This cost is partially offset by the reduction in staff salary and benefits paid to the current program manager who departs in December $60,000 Estimated cost for Wyle's management services for 6 months -24,000 Estimated reduction in staff cost at about $6,000 per month $36,000 Estimated net additional cost for Consultant services, November 2000 to April 2001 The current budget does not include funds for this service, however FAA, and CDBG grant funds combined with participants' contributions will cover the remaining 20% There will be no additional cost to the City In the upcoming weeks staff will be evaluating management and funding options related to the Implementation of Phase 8 Staff will be recommending whether to continue the management and technical services Wyle provides through further contract amendment or solicit RFPs for future management and /or technical assistance C \RSI\Ph9se7 \Wyse \Wyse 4mend 4 Staff Repon 10/30/00 1 25 PM I.I t i t TO AGREEMENT FOR CONSULTANT SERVICES El Segundo Residential Sound Insulation Proiect Contract Number 2737 (of 15 November 1999) The Ciiv of El Segundo (hereinafter the "City ") and Wyle Laboratories Inc (hereinafter "Wyle" collectively the "Parties"). hereby amend the Agreement to provide consultant sen ices for the Citv's Residential Sound Insulation (RSI) Program. Contract No 2737, of 15 November 1999 (the "Agreement "), a one year contract with two, one year extension options, as follows Amendment No. 1, of January 28, 2000: Extends the services to be provided by W vie for Phase 6 of the City's RSI Program to include Phase 7 of that program Amendment No. 2, of Mat 10, 2000: Incorporates language into the agreement required by the Los Angeles County Community Development Commission (CDC) The topics addressed include Inspections by CDC, Unacceptable Risk, Equal Opportunity Provisions, Source of Funds and Conflict of Interest Amendment No. 3., of August 21, 2000: Amendment No 3 executes the first of two, one year options, extending the service period of the contract through 15 November 2001 Amendment No. 4: Expands the services of Wyle to include specific administrative, management and customer service functions, which, when combined with Wyle's existing technical support, will result to a turn -key program The terms of this Amendment are attached as Exhibit A and are incorporated henn by this reference Wyle's Proposal is attached as Exhibit B CITY OF EL SEGUNDO Un Mike Gordon, Mayor Date ATTEST: Date Cindy Mortesen, City Clerk APPROVED AS TO FORM: 0 Date. WYLE LABORATORIES Lloyd Kosenki, Contracts Manager r Date / / !� t Hensle , City Atto 061 C tit PhT25e7THV1e1Hv1e Amend 4Wntend 4 Cover Sheet EXHIBIT A TERMS OFAMENDMENT4 TO AGREEMENT FOR CONSULTANT SERNICES El Segundo Residential Sound Insulation Proiect Contract Number 2737 (of 15 November 1999) For the expansion of consultant's services, to include specific administrative, management and customer service functions (October 2000) 062 TERMS OF AMENDMENT 4 TO AGREEMENT FOR CONSULTANT SERVICES El Segundo Residential Sound insulation Project Contract Number 2737 (of 15 November 1999) The City of El Segundo (hereinafter the "City ") and Wyle Laboratories Inc (hereinafter " Wyle ", collectively the "Parties "), hereby amend the Agreement to provide additional consultant services for the City's Residential Sound Insulation (RSI) Program, Contract No 2737, of 15 November 1999, (the "Agreement "), as follows SECTION 1. SCOPE OF SERVICES. In addition to the work the Consultant is obligated to perform under Contract Number 2737, as amended, Consultant agrees to perform all additional work necessary and required in order to meet program planning, administrative and managerial objectives Such objectives include, but are not limited to the following, For Phase 6 & 7: L As necessary, update detailed plan for Phase 6 & 7, 2 Provide day -to -day supervision for the Phase 6 & 7 General Contractor and Suppliers ensuring compliance with the program's plan; 3 Ensure the construction Schedule of Work is coordinated so as to minimize its disruptive impact on program participants, 4 Meet weekly with the General Contractor to receive and review Requests for Information, Change Order Requests and other construction related matters, 5 Keep Phase 6 & 7 participants informed, as program plans evolve, 6 Manage day -to -day construction/participant issues as they arise, 7 Provide customer counter service in the Community, Economic and Development Services Department (CEDS) three quarter -days a week; 8 Review all invoices and make recommendations to the CEDS Director for payment; 9 Review all change orders and make recommendations to the CEDS Director for approval, 10 Coordinate with the City's Finance Department and draft all requests for reimbursement sent to the FAA, I 1 Ensure timely receipt of General Contractor Weekly Pay Records; 12 Ensure General Contractor's Weekly Pay Records are complete and forwarded with recommendations and cover letter to the CEDS Director for release to the FAA, 13 Coordinate acquisition of approval for change - orders from the FAA and City Council; 141 Coordinate drafting of reimbursement requests to the County of Los Angeles for Community Block Grant (CDBG) Funds with the City's CDBG consultant, 15 Supervise Punch -List process, resolving any disputes between the participants and the General Contractor, 16, Provide Project Close -out reports to the FAA and City Council, as required, 17 With the City's Finance Department, coordinate the payment of retainages to the General Contractor and Suppliers, 063 k 'IT e,,t=ndmwn 4 doc 18 With the City's Finance Department, coordinate the payment of the City's reimbursements to the program participants, and, 19 Such other duties as may be necessary to ensure Phase 6 & 7 contract and schedule compliance SECTION 2. COMPENSATION. The maximum to be paid under this amendment. without further City Council action, is 510,000 per month In Wyle Proposal Number 580 -2209. submitted in response to the City's request, and attached hereto as Exhibit "B ", it is estimated that the average cost of the services described above will be S 10,000, or less, per month for the duration of Phase 6 & 7 This cost is to addition to the cost for technical services rendered by Wyle under existing Contract Number 2737 By this reference, and mutual acceptance of Amendment 41 the Wyle Proposal Number 580 -2209 of October 6, 2000, becomes a part of Contract Number 2737 SECTION 3. THE CONTRACT. This Amendment is additive to Contract Number 2737 and its previous amendments, the elements and conditions of which remain undiminished by this Amendment SECTION 4. TERM OF CONTRACT. The services provided by this Amendment shall be provided during the approximately six month period, November 8, 2000 through April 30, 2001 064 •s' \l%le AMWn nt4 dM EXHIBIT B M YLE LABORATORIES. INC. PROPOSAL NUMBER 580 -2209 El Sesundo Residential Sound Insulation Proiect Contract Number 2737 (of 15 November 1999) For the expansion of consultant's services. to include specific administrative, management and customer service functions (October 2000) 065 s - - - --- ,-a•Y f••UYI f�aA October 6, 2000 Proposal Number. 580 -2209 To City of El Segundo 350 Man Street El Segundo, CA 90245 Attention Mr James M Hansen Director, Community, Economic and Development Services Deparuncnt Subject. Proposal for Program Management Services for the City of El Segundo's Residential Sound insulation Program Referetice: City of El Segundo Leger dated October 2, 2000 Dear Mr FJansen. Wyle Laboratories is pleased w submit this Time and Material proposal covering our services to perform the management of Phase 6 and 7 of the Reddental Sound Insulation Project. These services would comprise the allocation of Wyk staff W perform all of the functions necessary to successfully perform Coasauctian Management, Homeowner Liaison, City Staff Coordmanon and Report Generation activities on a continuing basis The proposed staff includes • Mr. John Xaytor, Wyk staff Architect and Project Manager, who will supervise and participate in the project as senior advisor and coordinator • Mr. Christian How, Construction Manager, who will oversee the implementation phases of the Projeci, and • Ms. Rosemary Garsh, Homeowner Liaison who will provide admmistrauve and field - coordination services for the projem These proposed services comprise a monthly allocation of staff time as follows • Mr. Kaytor 32 Hours per mouth (S132,00 per Hour) • Mr. Now 80 Hours per month (54140 per Hour) • Ms. Gash 80 J fours per month (SZ9.25 per Hots) The estimated monthly cost associated with this level of service is approt¢mately 510,000 These services would be supplied on it Time and Materials bass for an estimated 5 match total of S50, 000. Resumes for each of the proposed are enclosed. We look forward to commencing on this project. Should you have any quesnons regarding the cost or contractual aspects of our proposal, please contact the undersigned. For technical matters contact Mt_ John Kaytor at 310.563.6646 Sincerely, Lloyd E. Ko Contracts Manager Enclosures. wriE PASEARC 1 120 M"~ SVWI El G"WWb CAWW •a IMMS -4100 Ta"Mm" (3101 322 -7 7Y3 FAX 1310) 322 4749 06G 07M October 6 2000 To City of El Segundo 350 Main Street El Segundo, CA 90245 Proposal Number. 580 -2209 Attention Mr. James M Hansen Director. Communin Economic and Development Services Department Subject Proposal for Program Management Services for the City of El Segundo's Residential Sound Insulation Program Reference City of El Segundo Letter dated October 2, 2000 Dear Mr Hansen Wyle Laboratories is pleased to submit this Time and Material proposal covering our services to perform the management of Phase 6 and 7 of the Residential Sound Insulation Project These services would comprise the allocation of Wyle staff to perform all of the functions necessary to successfully perform Construction Management, Homeowner Liaison, City Staff Coordination and Report Generation activities on a continuing basis The proposed staff includes. • Mr John Kaytor, Wyle staff Architect and Project Manager, who will supervise and participate in the project as senior advisor and coordinator • Mr Christian Now, Construction Manager, who will oversee the implementation phases of the Project, and • Ms Rosemary Garsh. Homeowner Liaison, who will provide administrative and field- coordination services for the project These proposed services comprise a monthly allocation of staff time as follows • Mr. Kaytor 32 Hours per month • Mr Now 80 Hours per month • Ms Garsh 80 Hours per month The estimated monthly cost associated with this level of service is approximately $10,000 These services would'be supplied on a Time and Materials basis for an estimated 5 month total of $50,000 Resumes for each of the proposed are enclosed We look forward to commencing on this project. Should you have any questions regarding the cost or contractual aspects of our proposal, please contact the undersigned For technical matters contact Mr John Kaytor at 310.563.6646. Sme�ec /rely,/ Lloyd E. Kosanke Contracts Manager Enclosures WYLE RESEARCH 128 Maryland Street EI Segundo, CaMonua 90245 -4100 Teleo mm (310) 322 -1763 FAX (310) 322 -9799 7 Proposed Staff Project Manager, John Ksvtor Wyle's proposed Manager is Mr John Kavtor, a California registered architect with more than 15 years experience in managing sound insulation programs. including the 1957 demonstration project and recent AIP project in El Segundo Mr Kaytor will be responsible for ensuring that sufficient staff personnel are available to perform all required tasks in a timely and efficient manner, that all items are provided when necessary, and for attending all required meetings Mr Kaytor is a key member of the Wyle Research staff for this project and is fully experienced in all architectural and managerial aspects of the sound insulation of buildings He was personally responsible for Wyle's activity on completed residential sound insulation projects at LAX, Ontario, Orange County, and Tucson Mr. Kaytor also directed the production of video presentations for the residential sound insulation programs at El Segundo and Los Angeles County Mr Kaytor works closely with all of the Wyle Research staff and with various subcontractors (usually local architects) and construction contractors in these and other sound insulation projects Construction Manager, Christian Now Wyle proposes that the construction management services be provided by Mr. Christian Now, who is currently perforating these services under Wyle subcontract on an interim basis for the City of Inglewood Mr Now has extensive experience in residential remodeling design and construction and was recently an independent contractor specializing in construction development He has successfully completed two phases of short-term (5weeks) assistance to the Inglewood staff and has been retained for a further phase. His experience in interacting with both homeowners and contractors has been instrumental in maintaining a highly amicable construction phase in the Inglewood project —' Vii o G6F Project Coordinator, Rosemary Garsb Rosemary Garsh recently retired from Wyle Laboratories after more than 20 years service to the Acoustics group in its performance of soundproofing and other research and engmeenme projects In her roll of Senior Admimstrative Assistant she has provided homeowner hason. scheduling and contract documentation services to a large number of sound insulation programs around LAX, including programs since 1985 on homes in the Cin, of El Segundo Roseman is now a resident of El Segundo and is fully familiarized with the sound insulation program area She would be available on an immediate as- needed or scheduled basis to coordinate with the City, Wyle and homeowner participants t i 1• JOHN A. KAYTOR POSITION: Senior Staff Architect JOINED WYLE: 1969 and 1987 PRINCIPAL DUTIES AND RESPONSIBILITIES: Manages the design and preparation of plans and spectficauons for soundproofing projects Consultant to engineering groups regarding architectural design and construcuon Coordinates the work of independent consulting architects on soundproofing projects BACKGROUND: Wyle Research, El Segundo, California — Senior Staff Architect Coordinates the design and preparation of plans and specifications for soundproofing and other architectural projects, working in cooperation with Wyle engineering staff. Currently manager of sound insulation programs at Ontano Intemauonal Airport, John Wayne Airport in Orange County, Caltforma, the City of Inglewood, and the City of El Segundo. Was principal design architect on school sound insulation projects including two schools near Reno Cannon Intcmauonal Airport, five schools in the Ontano- Montclair School District, and three schools near San Diego International Airport. Norman Engineering Company, Los Angeles, California (3 -1/2 years) — Project Architect. Responsible for design and construction of large military - industrial buildings such as a Test Support Facility at Edwards Air Force Base and an Antenna Test Facility for Lockheed Corporation, Sunnyvale, California. David Klages &- Associates, Costa Mesa, Cahfortua (10 years) — Arclutect Responsible for the design and construction of commercial, residential, banlang, and recreational faeiliues. Killingsworth, Brady & Associates, Long Beach, California (2 years) — Architect. Responsible for architectural detailing on various commercial, residential, and hotel projects. Wyle Laboratories, El Segundo, California (1 year) — Architect. Responsible for managmg architectural design and construction for a pilot soundproofing project for the Los Angeles Department of Airports EDUCATION: B.A. Architecture, University of Southern California, 1964. PROFESSIONAL MEMBERSHIPS: Board of Directors, AIA South Bay Chapter, American Institute of Architects (AIA) Californua Council of the American Institute of Architects CERTIFICATION: Registered Architect, State of California, 1970, current. a 070 Christian A. Now Christian Now Construction License B - 760125 5118 W. 141st. Street Hawthome, Ca., 90250 (310) 219 - 0501 (310) 225 - 0905 pagerAum Education Pasadena Cry College, Pasadena. Ca - ArchttecpudBusutess Yuba College, Yuba Cry, Ca - Northern Cahfmma. - Myor Architecture Marysville Atghschool, Marysville, Ca - Northern California Specialtzing in *Sales and Service ' Residential Custom Homes ` Remodeling • Design & Development Experience with Hospitality - Hotel Design and Interior Planing - Structural and Civil Bagaretamg and Design Commercial and Industrial TI - Coosttuenoa Management - Saks and Eamtiatmg Related Interest Kwoncal Preservation . z7• 11197 to Present Christian Now Construction ' Remodeling and New Constsucuon ' Architecture and Construction Developmem Description of Work - Develop a client / business relationships - Develop Architectural designs for construction - Imenet with all city officals and ads -conuaetom Present full deigns and eomaucoon breakdowns for development review, City Counad Hearings and any other panes for approval - Develop plans and presentations, for pmj= fitnifing 3/96 to 11/97 Pacific Builders Torrance Ca ( 310) 375 -0595 ' Sales and Architectural Designer 6/92 to 3196 SelfEmployed ' Arddteeturisand Construction 2/90 to 6/92 Jolm Cataldo, AIA Architects Pasadena, Cs. (819) 796 -1153 ` Assistant Architect 11/88 to 2190 JCAEngine= La Crescents, Ca Assistant Production Manager U(i EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION- MEETING DATE: November 8, 2000 AGENDA HEADING: Consent Agenda Additional design services by AKM Engineers for the rehabilitation of Sanitary Sewer Pump Station No 6 at 1465 East Palm Avenue under their current contract no. 2808 (estimated cost = $19,269 00) RECOMMENDED COUNCIL ACTION Authorize staff to add the design services for Pump Station No 6 to the scope of the current City -AKM agreement no 2808 for design of Sanitary Sewer Pump Stations 4 and 5, at an additional cost of $19,269.00. BACKGROUND AND DISCUSSION. Please see attached for discussion ATTACHED SUPPORTING DOCUMENTS' 1 Proposal by AKM Engineers for the design of Pump Station No. 6 2 City -AKM agreement for the design of Pump Stations 4 and 5 FISCAL IMPACT: Capital Improvement Budget: $160,000.00 (Pump Station No 6) Amount Requested. $ 19,269.00 Account Number: 301 -400- 8204 -8479 Project Phase: Design Appropriation Required: No ORIGINATED BY: 6 Date. A—A.__ C_...__.._ -._ �. - -� -- -� n..�L- I., -_, -- OCT 31 NO REVIEWED BY: I/ ue M- NOVEMBER08 01 (Tuesday 10 -31 -00 2 00 P M) v 0% DISCUSSION The fiscal year 1999 -2000 Capital Improvement Program included the rehabilitation of Sanitary Sewer Pump Stations 4 and 5 On August 1, 2000, the City Council approved an agreement with AKM Engineers to provide design and construction support services for this project at a total cost of $71,285.00 The design of this project is currently in progress The current fiscal year 2000 -2001 Capital Improvement Program includes the rehabilitation of Sanitary Sewer Pump Station No. 6. The scope of the design and construction of Pump Station No 6 is similar to that of Pump Stations 4 and 5 Cost savings are anticipated if all three (3) pump stations (4, 5, and 6) are designed and bid as a single project AKM has submitted the enclosed proposal to provide the additional design services for Pump Station No 6 at a cost of $19,269 00 Staff is requesting City Council authorization to authorize AKM Engineers to provide the additional design services at a cost of $19,269 00. Section 6 of the current City -AKM agreement provides for staff to authorize these additional services. M- NOVEMBER09 01 (rMsday 10 -31-00 2 00 P M ) G7;; — M .s K.n_ i — i RECEIVE D Tianso0rtann- A KM Consulting Engineers to- Pacifica Suite 150 2000 OCT 1, 1 o L mmasm lum trvme Cantornia 92676 Tereonone 949 753 7333 PUBLIC WORK P ranvn - Abnap r Facsmoe 9497537320 E NGINEERING October 2 2000 City of El Segundo Public Works Department 350 Main Street El Segundo California 90245 Attention Ms Maryann Jonas Civil Engineering Associate Subject: Proposal to Provide Engineering Services for the Upgrade of Sewage Pump Station No. 6 Dear Ms Jonas AKM Consulting Engineers is pleased to submit this proposal for engineering services to upgrade the City s Sewage Pump Station No 6 Scope of services is as follows TASK A — PRELIMINARY DESIGN REPORT This Phase will retrieve and review existing information, develop design parameters, size equipment, and identify construction phasing It will become the basis for the work to be completed under TASK B, final construction documents The tasks identified for the Preliminary Design Report Phase are as follows BINEW �_' ' -111111= •. A. Review Existing Documents Existing facility plans, specifications, operational data, measurements, topographic maps, geotechnical studies, easements and legal documents will be obtained The information will be completely reviewed and documented as appropnate As -built plans andlor atlas sheets for all the utilities in the vicinity will be obtained Meetings will be held with the telephone company and SCE service planners to obtain service conditions, and requirements for re- routing existing telephone and power service drops to the new control panel 07,0 AKM Pr000sat No 00-2214 Page 1 of 6 off, City of Ell sogumdo upgrade of sewage Pump station No. 6 C. Site Surveys Complete survey of the site will be developed The survey will be used as a base drawing for developing site layouts It will show easements and property boundaries, pump station piping, surface features such as electrical panels hatches fencing and other appurtenances A part of this work will be to confirm all dimensions and develop an accurate drawing of the pump stations current condition F100099710717TAM �r�'i>fia7ia The Preliminary Design Report will document the pump stations current deficiencies and the approach for correcting those deficiencies At a minimum the following elements will be evaluated andlor included in the report A. Determine Influent Flow to Pump Station The influent flow to the station will be estimated utilizing land use information and unit flow factors contained in the City s Master Plan The analysis will consider ultimate build -out of the area as allowed by the City's General Plan and 100% building occupancy Estimated flows will be compared against existing flow information for calibration purposes Pump capacities will be recommended based upon this analysis, but will not be less than the current capacity at each station B Wet Well Improvements Alternative lining systems for the wet well will be presented Adhesive type PVC lining, T -lock lining, polyurethane lining, and coal tar epoxy lining systems will be evaluated C. Equipment Sizing and Selection Equipment alternatives will be identified and evaluated Recommendations will be made based upon economics, maintainability, reliability, and City's desire for standardization Pump sizing will be based upon the flow study conducted in Item A, and headloss calculations through the pump station and force main D Control Panel The City's standardized control panel will be sited above -grade This effort will require close collaboration with Flo- Systems who has built other panels for the Coy Siting of a new meter pedestal for the facility will also be included 075 AK%1 Pr❑❑osai No 00 -2214 Page 2 of 6 im City of EI Segundo Upyrado W Soviage Pump Station No. 6 E. Identify Additional Modifications Additional modifications required for access health and safety will be identified Criteria for this evaluation will be OSHA NFPA 820 the National Electrical Code Department of Health Services and our experience with similar projects Some of the items included in this assessment will be as follows • Ventilation equipment sized in conformance with NFPA 620 • Lighting • Inspect walls and stairs for signs of corrosion Provide limit switches on exterior hatch doors for intrusion detection F Develop Preliminary Design Drawings Develop preliminary design drawings for the proposed improvements These will include 1 Detailed site plan 2 Mechanical plan 3 Mechanical section 4 Single line diagram Plans will be developed on 11" x 17" paper using Microstation drafting software G. Construction Phasing Identify construction phasing for implementing the proposed improvements while maintaining operation of the existing pump station. The results of this effort will be documented in a Preliminary Design Report. It will include background information on the lift station, a discussion of the lift station's deficiencies, a detailed evaluation and discussion of the recommended improvements as well as alternative evaluations, costs, design parameters, and catalog information for recommended materials and equipment This report will guide the preparation of the subsequent construction documents TASK B — FINAL DESIGN SERVICES, CONSTRUCTION PLANS b SPECIFICATIONS This Phase will develop construction documents suitable for bidding purposes, based upon the work completed in the Preliminary Design Report The plans will provide sufficient detail to dearly define the work and provide the City with a detailed record of the facility for future reference ., M , The plans will be developed to 50, 90 and 100 percent stages, each followed by City review The plans will be prepared in accordance with the requirements of the City and the 07 �� AW pr000sal No 00-2214 Page 3 of 6 i. city of El Segundo Upprode of Sorroge Pump Station No. 6 "Standard Specifications for Public Works Construction (SSPWC) Latest Edition as well as applicable national and local cooes Final drawings will be furnished on 24' x 36' myiar with standard City title block in Microstation format List of drawings anticipated for each pump station is as follows 1 Title Sheet 2 General Notes Symbols and Abbreviations 3 Existing Pump Station Demolition Plans 4 Existing Pump Station Demolition Sections 5 Site Plan 6 Mechanical Plan and Details 7 Mechanical Sections 8 Mechanical Details 9 Electrical Symbols and Abbreviations 10 Single Line Diagram and Power Diagram 11 Power Plan and Details 12 Lighting Plan 13 Control Panel Elevation and Details 14 Control Diagram ,. •� Special provisions describing the project related issues and the technical requirements will be prepared for each pump station project The Special Provisions will describe speciall design and coordination features of the project as well as provide requirements for materials, equipment, installation and workmanship. A bid schedule will also be prepared which will be broken out into sufficiently detailed tasks to assist in evaluating the bids and preparing progress payments City furnished contract and insurance documents as well as a reduced set of draMnngs will be included to complete the specification package The work will be submitted on diskette in Wordperfect 6.0 format Throughout the development of the project, work will be coordinated and submitted to the City's Planning Department and Building and Safety Department for review and comment AKM will continue to respond to comments until plan approval is gained from these departments 0�7 i AKh1 proposal No 00-2214 Page 4 of 6�(� Chy of Et Seguade, upgrade-of sewage, ►uatn station No. 6 �� - Detailed construction cost estimates will be developed for each plan submittal to the City The estimates will incorporate price quotes from equipment vendors and will reflect the most recent trends in construction pricing TASK C — BIDDING SERVICES AKM will provide engineering services during the bid process as follows 1. Preconstruction Phase A Respond to Questions during Bidding This task will involve responding to contractor questions during the bid it is understood that the City will receive all the questions and issue the responses in order to properly control the flow of information B. Attend Pre-Bid Conference The Protect Manager and the lead engineers will attend this meeting to respond to contractor questions C Prepare Addenda If needed, the plans and specifications will be revised to address the bidding period issues and addenda will be prepared D. Bid Review AKM will review all bids for irregularities and conformance with the bid documents AKM will also check contractor references and make recommendations for contract award TASK D — CONSTRUCTION PHASE SERVICES AKM will provide engineering services during construction as follows AKM will provide responses to requests for information and change order forwarded by the City The shop drawings will be received by the City and transmitted to AKM for review Two reviews of each shop drawing have been included in the scope of work 078 AKM Proposal No 00 -2214 Paoe 5 of 6 City of Ell Segundo Ypgre" of iowsEe pump station No. 6 AKM will maintain a complete log of the shop drawing submittal and review process Shop drawing reviews will be completed within one week of receipt It is currently anticipated that shop drawings will be required for the pumps motors valves piping, generator ventilation system control panel electrical materials and equipment access hatches 3 Progress Pay Estimates AKM will receive and review progress pay estimates from the contractor 4 Start-Up Assistance It is proposed that AKM prepare a start-up testing protocol and submit it to the City and the Contractor for review and comments Following the acceptance of the testing protocol start-up testing should be scheduled and conducted to ensure that all systems function as designed A report will be prepared and submitted to the City The report will also provide directions to the contractor for corrective action TASK E — MEETINGS AKM will schedule and attend meetings as necessary to properly coordinate the work with the City utility agencies and the Project Contractor Our estimated budget to complete the above scope of services is $19,269 A Manhour and Fee Schedule is attached for your reference An updated Design Schedule has also been attached The addition of Pump Station 6 will add approximately 4 weeks to the overall completion date originally submitted for Pump Stations 4 and 5 It Is a pleasure to be of service to the City of El Segundo If you should have any questions concerning our proposal, please feel free to call Very truly yours, A Co Iting Engineers hn Loague, Principal cc Zeki Kayiran, P E /AKM Enclosures Manhour & Fee Schedule Design Schedule 079 AKM PrODOSBI No 00 -2214 Page 6 of 6 CITY OF EL SEGUNDO Rehabilitation of Sanitary Sewer Pump Station No. 6 October 2, 2000 7 f 7ysgOSa W Gin SW Ilrirt A1�IDTIL 8� TOTAL pmj a t preled ( Anec CAM Oro tier 6esr 4 EW Tee4 aii00rit A Preliminary Design Report 1 Research and lnvesbgabon a Review Documents 4 a 5452 5452 o Utility Coordination 4 4 5312 $3122 c Site Survevs 4 4 4 12 S1000 $1 OOC 2 Preliminary Design Report a Influent Flow Determination 2 2 1 s 5422 5422 b Wetwell improvements 1 1 2 $153 $153 c Equipment Sizing and SeledbOn 1 2 2 5 5435 $435 d Control Panel 1 1 2 3153 $153 e Additions Modifications 2 1 3 5266 5266 f Construction Phasing 1 1 1 3 5282 5282 g Prelimmary Design Drawings 4 4 20 28 $19" $1,944 Subtotal Task A 2 21 14 24 7 as $5.419 s0 $5,419 B Final Design Services 1 Construction Drawings 6 24 80 112 $7496 $7496 2 Speafications t 2 4 7 5429 $429 3 Plan CheCK Processing 4 4 S312 $312 4 Cost Estimates 2 2 $156 $156 5 Meetmas 2 2 5226 5226 Subtotal Task B 0 11 32 8o 4 127 $3.619 s0 $8.619 C Bid Support 1 Respond to Questions DwMg BM 2 2 5226 5226 , 2 Attend Pre-3W Conlerence 2 2 5226 3226 3 Prepare AddaMa 2 4 1 6 $162 SM 4 BW Review 1 2 3 5365 5365 5 Meetags 2 2 5226 SZ26 Subtotal Task C 1 10 0 4 0 1s SIA96 so $1,496 D Construction Support 1 Respond to C 0 and RFI 2 2 2 s 5482 5452 2 Shop Drawing Review 6 4 10 5626 5628 3 Review Progress Pay Estimates 2 2 5226 5226 4 Start Up Services 2 4 6 5710 5710 5 Meetings 2 4 6 $710 $710 Subtotal Task D 4 12 8 0 6 30 $2,736 so S2.736 Total Hours 7 54 54 108 17 240 Un /t Cost $129 $113 $78 $59 $40 Total Labor Cost (S) $903 $6 102 S4 212 $6 372 5680 $18.269 s0 E- uses 51,000 $1,000 TOTAL COST $19.289 oso t== a 28 D $ ... ;i AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT, made and entered into this 4" day of August, 2000, between the CITY OF EL SEGUNDO, a municipal corporation, hereinafter referred to as "City" and AKM Consulting Engineers hereinafter referred to as "Consultant ". In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows 1 SCOPE OF SERVICES. Consultant agrees to perform the services set forth in Exhibit A "SCOPE OF SERVICES" and made a part hereof. Consultant represents and warrants that it has the qualifications, experience and facilities to properly perform said services in a thorough, competent and professional manner and shall, at all times during the term of this Agreement, have in full force and effect, all licenses required of it by law Consultants shall begin its services underthis Agreement on August 7, 2000. Consultant shall complete each of the services set forth in Exhibit A to the City's satisfaction. If the City is not satisfied with any such services, the Consultant shall work on such matter until the City approves of the service Further, Consultant shall complete the services set forth in Exhibit A strictly according to the schedule provided therein. 2. STATUS OF CONSULTANT. Consultant is and shall at all times remain as to the City a wholly independent contractor. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultants exclusive direction and control Neither City nor any of its officers, employees or agents shall have N VAGREEMNTWKMAGR (7124100) _ I _ 082 rt L control over the conduct of Consultant or any of Consultant's officers, employees or agents, except as set forth in this Agreement Consultant shall not at any time or in any manner represent that it or any of its officers, employees or agents are in any manner officers, employees or agents of the City Consultant shall not incur or have the power to incur any debt, obligation or liability whatever against City, or bind City in any manner Consultant shall not disseminate any information or reports gathered or created pursuant to this Agreement without the prior written approval of City except information or reports required by government agencies to enable Consultant to perform its duties under this Agreement 3 CONSULTANT'S KNOWLEDGE OF APPLICABLE LAWS. Consultant shall keep itself informed of applicable local, state and federal laws and regulations which may affect those employed by it or in any way affect the performance of its services pursuant to this Agreement Consultant shall observe and comply with all such laws and regulations affecting its employees. City and its officers and employees, shall not be liable at law or in equity as a result of any failure of Consultant to comply with this section. 4 PERSONNEL. Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant's staff assigned to perform the services hereunder and shall obtain the approval of the City Manager of all proposed staff members performing services under this Agreement prior to any such performance. N AGREEMNr%AKMAGR (724100) -2- 083 5 COMPENSATION AND METHOD OF PAYMENT, Compensation to the Consultant shall be as set forth in Exhibits B and C hereto and made a part hereof Payments shall be made within thirty (30) days after receipt of each invoice as to all non- disputed fees If the City disputes any of consultant's fees it shall give written notice to Consultant in 30 days of receipt of a invoice of any disputed fees set forth on the invoice 6 ADDITIONAL SERVICES OF CONSULTANT Consultant shalt not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein or fisted in Attachment A, unless such additional services are authorized in advance and in writing by the City Manager Consultant shall be compensated for any additional services in the amounts and in the manner as agreed to by City Manager and Consultant at the time City's written authorization is given to Consultant for the performance of said services 7 ASSIGNMENT. All services required hereunder shall be performed by Consultant, its employees or personnel under direct contract with Consultant. Consultant shall not assign to any subcontractor the performance of this Agreement, nor any part thereof, nor any monies due hereunder, without the prior written consent of City Manager. 8 FACILITIES AND RECORDS. City agrees to provide: suitably equipped and furnished office space, public counter, telephone, and use of copying equipment and necessary office supplies for Consultant's on -site staff, if any. N AGREEMN7AKM AGR (724mo) -3- 1184 28 Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts and other such information required by City that reiate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services All such recores shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible Consultant shall provide free access tc the representatives of City or its designees at reasonable times to such books and records, shall give City the right to examine and audit said books and records, shall permit City to make transcripts therefrom as necessary, and shall allow inspection of all work, data, documents, proceedings and activities related to this Agreement Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment, 9 TERMINATION OF AGREEMENT This Agreement may be terminated with or without cause by either party upon 30 days written notice. In the event of such termination, Consultant shall be compensated for non - disputed fees under the terms of this Agreement up to the date of termination 10 COOPERATION BY CITY. All public information, data, reports, records, and maps as are existing and available to City as public records, and which are necessary for carrying out the work as outlined in the Scope of Services, shall be furnished to Consultant in every reasonable way to facilitate, without undue delay, the work to be performed under this Agreement N WGREEMNTAKM AGR (724!00) _ 085 11 OWNERSHIP OF DOCUMENTS Upon satisfactory completion of, or in the event of termination, suspension or abandonment of, this Agreement, all anginal maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall, become the sole property of City With respect to computer files, Consultant shall make available to the City, upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring and printing computer files. 12 RELEASE OF INFORMATION /CONFLICTS OF INTEREST (a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization excepting that information which is a public record and subject to disclosure pursuant to the California Public Records Act Government Code § 6250, et se Consultant, its officers, employees, agents or subcontractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations. letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. N 1AGREEMNTIAKMAGR (7124100) -5- ti86 If Consultant or any of its officers, employees, consultants or subcontractors does voluntarily provide information in violation of this Agreement, City has the right to reim- bursement and indemnity from Consultant for any damages caused by Consultant's conduct, including the City's attorney's fees Consultant shall promptly notify City should Consultant, its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena,. notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the City City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant. However, Citys right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. (b) Consultant covenants that neither they nor any officer or principal of their firm have any interest in, or shalt they acquire any interest, directly or indirectly which will conflict in any manner or degree with the performance of there servims hereunder. Consultant further covenants that in the performance of this Agreement, no person having such interest shall be employed by them as an officer, employee, agent, or subcontractor without the express written consent of the City Manager. N 1AGREEMN7UAKM AGR (7126/00) (I 8 7 �41 in ?8'08.., 13 DEFAULT In the event that Consultant is in default of any provision of this Agreement. City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant 14 INDEMNIFICATION (a) Consultant represents it is skilled in the professional calling necessary to perform the services and duties agreed to hereunder by Consultant, and City relies upon the skills and knowledge of Consultant Consultant shall perform such services and duties consistent with the standards generally recognized as being employed by professionals performing similar service in the State of California. (b) Consultant is an independent contractor and shall have no authority to bind City nor to create or incur any obligation on behalf of or liability against City, whether by contract or otherwise, unless such authority is expressly conferred under this agreement or is otherwise expressly conferred in writing by City. City, its elected and appointed officials, officers, agents, employees and volunteers (individually and collectively, "Indemnitees") shall have no liability to Consultant or to any other person for, and Consultant shall indemnify, defend, protect and hold harmless the Indemnitees from and against, any and all liabilities, claims, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs and expenses of whatever nature, including reasonable attorneys' fees and disbursements (collectively "Claims "), which the N AGREEMN'nAKM AGR (7124/00) -7- 088 xoUb.` Indemnitees may, suffer or incur or to which the Indemnitees may become subject by reason of or ansmg out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise occurring as a result of or allegedly caused by the performance or failure to perform by Consultant of Consultant's services under this agreement or the negligent or willful acts or omissions of Consultant, its agents, officers, directors or employees, in performing any of the services under this agreement If any action or proceeding is brought against the Indemnitees by reason of any of the matters against which Consultant has agreed to indemnify the Indemnitees as above provided, Consultant, upon notice from the CITY, shall defend the Indemnitees at Consultant's expense by counsel acceptable to the City The Indemnitees need not have first paid any of the matters as to which the Indemnitees are entitled to indemnity in order to be so indemnified The insurance required to be maintained by Consultant under paragraph 15 shall ensure Consultant's obligations under this paragraph 14(b), but the limits of such insurance shall not limit the liability of Consultant hereunder. The provisions of this paragraph 14(b) shall survive the expiration or earlier termination of this agmeement. The Consultant's indemnification does not extend to Claims o=mng as a result of the Crty's negligent or willful acts or omissions. 15 INSURANCE. A Insurance Reouirements. Consultant shall provide and maintain insurance acceptable to the City Attorney in full force and effect throughout the term of this N tAGREEMNTAKM AGR (7124/00) -6- 0°.9 H Agreement, against claims for injuries to persons or damages to property which may anse from or in connection with the performance of the work hereunder by Consultant, its agents, representatives or employees Insurance is to be placed with insurers with a current A M Best's rating of no less than A:VII Consultant shall provide the foilowmg scope and limits of insurance broad as (1) Minimum Scope of Insurance Coverage shall be at least as (a) Insurance Services Office form Commercial General Liability coverage (Occurrence Form CG 0001). (b) Insurance Services Office form number CA 0001 (Ed. 1/87) covenng Automobile Liability, including code 1 "any auto" and endorsement CA 0025, or equivalent forms subject to the written approval of the City. (c) Workers' Compensabon insurance as required by the Labor Code of State of California and Employer's Liability insurance and covering all persons providing services on behalf of the Consultant and all risks to such persons under this Agreement. (d) Errors and omissions liability insurance appropriate to the Consultant's profession. N AGREEMNTAKM AGR (7124=) _ 9 nso **�� Y LCL,Z +� (2) Minimum Limits of Insurance. Consultant shall maintain limits of insurance no less than (a) General Liability $1,000,000 per occurrence for bodily injury, personal injury and property damage If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the activities related to this Agreement or the general aggregate limit shall be twice the required occurrence limit (b) Automobile Liability: $1,000,000 per accident for bodily injury and property damage (c) Workers' Compensation and Employers Liability Workers' Compensation as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident (d) Errors and Omissions Liability: $1,000,000 per occurrence 6 Other Provisions. Insurance policies required by this Agreement shall contain the following provisions. (1) All POI1cleS Each insurance policy required by this paragraph snail be endorsed and state the coverage shall not be suspended, voided, canceled by the N WGRssMNTIAKMAGR (724/00) -10- 091 insurer or either party to this Agreement, reduced in coverage or in limits except after 30 days' prior written notice by Certified mail, return receipt requested, has been given to the City (2) General Liability and Automobile Liability Coverages (a) City, its officers, officials, and employees and volunteers are to be covered as additional insureds as respects liability ansing out of activities Consultant performs, products and completed operations of Consultant; premises owned, occupied or used by Consultant, or automobiles owned, leased or hired or borrowed by Consultant The coverage shall contain no special limitations on the scope of protection afforded to City, its officers, officials, or employees (b) Consultants insurance coverage shall be primary insurance as respect to City, its officers, officials, employees and volunteers Any insurance or self - insurance maintained by City, its officers, officials, employees or volunteers shall apply in excess of, and not contribute with, Consultant's insurance. (c) Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability (d) Any failure to comply with the reporting or other provisions of the policies including breaches of warranties shall not affect coverage N AGREEMNT%AKM AGR (72400) -a.- _ 092 V provided to the City, its officers, officials, employees or volunteers. (3) Workers' Compensation and Employer's Liability Coverage Unless the City Manager otherwise agrees in writing, the insurer shall agree to waive all rights of subrogation against City, its officers, officials, employees and agents for losses arising from work performed by Consultant for City C Other Reouirements Consultant agrees to deposit with City, at or before the effective date of this contract, certificates of insurance necessary to satisfy City that the insurance provisions of this contract have been complied with The City Attorney may require that Consultant furnish City with copies of original endorsements effecting coverage required by this Section The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. City reserves the right to inspect complete, certified copies of all required insurance policies, at anytime (1) Consultant shall furnish certificates and endorsements from each subcontractor identical to those Consultant provides (2) Any deductibles or self- insured retentions must be declared to and approved by City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self- insured retentions as respects the City, its officers, officials, employees and volunteers, or the Consultant shall procure a bond guaranteemg payment of losses and related investigations, claim administration, defense expenses and claims. N' \AGRflEMNTAKM ACR (7124100) -12- 093 40Ub.. . (3) The procuring of such required policy or policies of insurance shall not be construed to limit Consultant's liability hereunder nor to fulfill the indemnification provisions and requirements of this Agreement 18 ENTIRE AGREEMENT This Agreement is the complete, final, entire and exclusive expression of the Agreement between the parties hereto and supersedes any and all other agreements, either oral or in writing, between the parties with respect to the subject matter herein Each parry to this Agreement acknowledges that no representations by any party which are not embodied herein and that no other agreement, statement, or promise not contained in this Agreement shall be valid and binding 17 GOVERNING LAW. The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the Los Angeles County Superior Court 18. ASSIGNMENT OR SUBSTITUTION. City has an interest in the qualifications of and capability of the persons and entities who will fulfill the duties and obligations imposed upon Consultant by this Agreement. in recognition of that interest, neither any complete nor partial assignment of this Agreement may be made by Consultant nor changed, substituted for, deleted, or added to without the prior written consent of City. N IAGREEMNTIAKM AGR (7144100) -13- 094 2P-n P Any attempted assignment or substitution shall be ineffective, null, and void, and constitute a material breach of this Agreement entitling City to any and all remedies at law or in equity, including summary termination of this Agreement 19 MODIFICATION OF AGREEMENT The terms of this Agreement can only be modified in writing approved by the City Council and the Consultant The parties agree tnat this requirement for written modifications cannot be waived and any attempted waiver shall be void 20 AUTHORITY TO EXECUTE. The person or persons executing this Agreement on behalf of Consultant warrants and represents that heisheithey has /have the authority to execute this Agreement on behalf of his /hentheir corporation and warrants and represents that heishe/they has /have the authority to bind Consultant to the performance of its obligations hereunder. 21. NOTICES. Notices shall be given pursuant to this Agreement by personal service on the party to be notified, or by written notice upon such party deposited in the custody of the United States Postal Service addressed as follows: CftV- Attention: Mr. Andres Sarrtamarla Director of Public Works Public Worsts Department City of El Segundo 350 Main Street El Segundo, California 90245 N VAGREEMNrAKM AGR (7124100) -14- OS5 A 7A ^ o Telephone. 310- 5242356 Facsimile 310- 640 -0489 Consultant. Attention Mr. Zek) Kayiran AKM Consulting Engineers 101 Pacifica, Suite 150 Irvine, CA 92618 Telephone 949 -753 -7333 Facsimile, 949 -753 -7320 The notices shall be deemed to have been given as of the date of personal service, or three (3) days after the date of deposit of the same in the custody of the United States Postal Service 20 SEVERABILI . The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of the other provisions of this Agreement IN WITNESS WHERE OF, the parties hereto have caused this Agreement to be executed the day and year first above written. CITY, q� EL EGU,�Do i I. y n Ly Title- Mike Gordon. Mayor ATTEST. Cindy 146nesen City Clerk N �AGREWNT%AKM AGR (71241DO) -i5- Title: �'r.� , , , .t APPR JED AS TO FORM: Aft D. Hensley 'City Attorney 096 EXHIBIT "A" 28-08. . 097 28 0 8 . SEMON 4 Scope of Work Tne scope of work for the protect is divided into five (5) work elements The first element. TASK A is the development of a Preliminary Design Repor, The Preliminary Design Report will form the basis for the subsequent design work and will address all issues relevant to the proposed improvements The second element TASK B. is the actual preparation of construction aocuments to, the improvements ioentdiea in the Preliminary Design Report The thira element, TASK C. is oic assistance The fourth element, TASK D, is construction support services, ana TASK E is project meetings AKM is prepared to implement the following scope of work for Engineering Services to renabilnate the City of El Segunao's Sewage Pumping Station No's 4 and 5 TASK A This Phase will retrieve and review existing information, develop Preliminary design parameters, size equipment, and identify construction phasing it will become the basis for the work to be completed Design Report under TASK B, final construction documents. It is envisioned that a separate preliminary design report will be developed for each pump station. The tasks identified for the Preliminary Design Report Phase are as follows. 1. Research & A. Kick -Off Meetina investigation The project will commence with a kick -off meeting with the City staff The purpose of the project and the desired objectives will be discussed. The project schedule will be reviewed and lines of communication will be established CITY or BL saouNDo Rehabilitation of Sanitary Sawn Pump Station No's 4 and 5 ?K" =-=O681 NC 03.216' The City staff will be interviewed to develop insight into the existing operation and obtain the City's preferences on valvmg, piping, pumps, controls, electrical and other components. Standardization or equipment and its application to the project at hand WIN be evaluated. B. R Existing facility plans, specifications, operational data, measurements, topographic maps, geotechnical studies, easements and legal documents will be obtained. The information will be completely reviewed and documented as appropriate. C. Utility Coordination As -built plans and/or atlas sheets for all the utilities in the vicinity will be obtained. 4 -1 MM Scope of Work 2Rne. Meetings will be held with the telephone company and SC. service planners to obtain service conditions, anc requirements for re -routing existing teiephone and power service drops to the new control panels D Site Survevs Complete survey of the site will be oevelooeo Tne survey will be used as a base drawing for developing site layouts It will show easements and property boundaries, pumo station piping, surface features such as electrical panels, hatches fencing and other appurtenances A part of tnis work will be to confirm all dimensions and develop an accurate arawing of each pump station's current condition 2. Preliminary Design The Preliminary Design Report will document the pump station's Report current deficiencies and the approach for correcting those deficiencies An individual report, specific to each pump station, will be prepared. At a minimum, the following elements will be evaluated and/or included in the report. A Determine Influent Flow to Pump Station 0 c"TT of Ei. SEGUNDO Rehabilitation of Sanitary SlWer Pump Station No's 4 and 5 AK =•__n ! he C0416- The influent flow to each station will be estimated utilizing land use information and unit flow factors contained in the City's Master Plan. The analysts will consider ultimate budd- out of the area as allowed by the City's General Plan and 100 0k building occupancy. Estimated flows will be compared against existing flow information for calibration purposes. Pump capacities will be recommended based upon this analysis, but will not be less than the current capacity at each station. (Pump Station No. 4) The wet well size at Pump Station No. 4 does not allow sufficient response time by the City in the event of a power failure. A study will be conducted comparing increasing the wet well size versus installing a permanent generator at the facility Constraints, costs, aesthetics, and noise will all be considered and presented. 4.2 ``I' =E 099 Scope of Work CITY OF EL SEGUNDO Rehabilitation of Sanitary Sawef Pump StatlOn NO'S 4 and 5 AK'1 =OSat NZ 00-216- C Wet Well improvements Alternative lining systems for the wetwell will be presented Adhesive type PVC lining, T -lock lining, polyurethane lining, and coal tar epoxy lining systems will be evaluatec Methods for sealing the wetwell from the aryweli will also oe presentee 0. Eowoment Sizino and Selection Equipment alternatives will be identified anc evaluatec Recommendations will be made based upon economics maintainability, reliability, and City's desire for standardization Pump suing will be based upon the flow study conducted in Item A, and headloss calculations through the pump station and forcemam. Generator song will be based upon starting and running each pump in steps and maintaining the single phase power at the station E Control Panel The City's standardized control panel will be sited above - grade at Pump Station No. 5, and in the dry well at Pump Station No 4 This effort will require close collaboration with Flo-Systems who has built other panels for the City Siting of a new meter pedestal for the facility will also be included F Identify Additional Modifications Additional modifications required for access, health, and safety will be identified. Criteria for this evaluation will be OSHA, NFPA 620, the National Electrical Code, Department of Health Services and our experience with similar projects. Some of the Items included in this assessment will be as follows • Ventilation equipment sized in conformance with NFPA 620 • Lighting • Inspect walls and stairs for signs of corrosion • Provide limit switches on exterior hatch doors for intrusion detection 4 -3 100 ZQ!� F Scope of Work Z�DB..e G Develop Preiimmary Deston Drawmas Develop preliminary design drawings for the proposec improvements. These will include, 1 Detailed site plan (includes generator siting at Pump Station No 4) 2 Mechanical plan 3 Mechanical section 4 Single line diagram 5 Process and instrumentation diagram Plans will be developed on 11" x 17" paper using Microstation drafting software H. Construction Phasing Identify construction phasing for implementing the proposed improvements while maintaining operation of the existing pump station. The results of this effort will be documented in a Preliminary Design Report for each station. They will include background information on the lift station, a discussion of the lift station's deficiencies, a detailed evaluation and discussion of the recommended improvements as well as alternative evaluations. costs, design parameters, and catalog information for recommended materials and equipment This report will guide the preparation of the subsequent construction documents. TASK B This Phase will develop construction documents suitable for Final Design Services, bidding purposes, based upon the work completed in the Construction Plans 6 Preliminary Design Report The plans will provide sufficient detail to clearly define the work and provide the City with a Specifications detailed record of the facility for future reference. Individual plan sets will be prepared for each station to facilitate bidding as separate projects 1. Construction Plans The plans will be developed to 50, 90 and 100 percent stages, each followed by City review. The plans will be prepared in accordance with the requirements of the City and the "Standard Specifications for Public Works Construction (SSPWC), Latest Edition" as well as applicable national and local codes Final drawings will be furnished on 24" x 36" myiar with standard City title block in Microstation format CITY OF EL SEGUNDO 4-4 5 Rehabilitation of Sanitary Sower 1 iii 1 Pump Station No's 4 and 5 r Kr = OOJSaI Nc 00 216' 4 9L t Scope of Work 28n-p List of arawings anticipated for eacn pump station is as follows, 1 Title Sheet 2 General Notes, Symbols and Abbreviations 3 Existing Pump Station Demolition Plans 4. Existing Pump Station Demolition Sections 5 Site Plan 6 Mechanical Plan and Details 7 Mechanical Sections B. Mechanical Details 9 Electrical Symbols and Abbreviations 10. Single Line Diagram and Power Diagram 11. Power Plan and Details 12. Ughting Plan 13. Control Panel Elevation and Details 14 Control Diagram Note that a 14 -sheet drawing set has been proposed for each station An additional drawing for structural modifications to the Pump Station No. 4 wet well will be provided if chosen as the most appropriate altematnre. Z Technics! speeiticstions Special provisions describing the project related issues and the technical requirements will be prepared for each pump station project. The Special Provisions will describe special design and coordination features of the project as well as provide requirements for materials, equipment, installation and workmanship. A bid schedule will also be prepared which will be broken out into sufficiently detailed tasks to assist in evaluating the bids and preparing progress payments CITY OF EL SEGUNDO fiehebilhathm of Sanhwy Sewer Pump Station he's 4 and 5 AK✓ MIcV J Na 00 -216' City furnished contract and insurance documents as well as a reduced set of drawings will tie included to complete the specification package. The work will be submitted on diskette in W ordperfect 6.0 format. 4.5 Ala 102 '4 ?p r n Scope of Work 3. Plan Check Processing Throughout the development of the project, work will be coordinated and suornmed to the City's Planning Department and Building and Safety Department for review and comment AKM will continue to respond to comments until plan approval is gained from these departments 4. Cost Estrrrratea Detailed construction cost estimates will be oeveiooec for each plan submittal to the City The estimates will incorporate once quotes from equipment vendors, and will reflect the most recent trends in construction pricing TASK C AKM will provide engineering services during the bid process Bidding Services as follows- 1. Preconstruction Phase A. Respond to Questions_Dunno -Siddlno CrTY OF EL SEGUNDO Rehabilitation of Sanitary fearer Pump Station No's 4 anal 5 This task will involve responding to contractor questions during the bid. It is understood that the Cry will receive all the questions and Issue the responses in oroer to properly control the flow of information. B Attend Pre -Bid Conference The Project Manager and the lead engineers will attend this meeting to respond to contractor questions C Prepare Addenda It needed, the plans and speofications will be revised to address the bidding period issues and addenda will be prepared. D. Bid R v w AKM will review all bids for irregularities and conformance with the bid documents. AKM will also check contractor references and make recommendations for contract award. Noir Hours have been included in our proposal under the assumption Pump Station No.'s 4 and 5 will bid separately. 02 103 2t 9n g Scope of Work TASK D AKM will provide engineering services during construction as Construction Phase follows Services A. Resoonse to Requests for information and Request for AKM will provide resoonses to requests To- information and change order forwarcied by the City B Shoo Drawino Review The shop drawings will be received by the City and transmitted to AKM for review. Two reviews of each shop drawing have been included in the scope of work AKM will maintain a complete log of the shop drawing submittal and review process. Shop drawing reviews will be completed within one week of receipt It is currently anticipated that shop drawings will be required for the pumps, motors, valves, piping, generator, ventilation system, control panel, electrical materials, and equipment access hatches C Prooress Pay Estimates AKM will receive and review progress pay estimates from the contractor D Start-Uo Assistance It is proposed that AKM prepare a start-up testing protocol and submtt it to the City and the Contractor for revleNr and comments. Following the acceptance of the testing protocol, start-up testing should be scheduled and conducted to ensure that all systems function as designed. A report will be prepared and submitted to the City. The report will also provide directions to the contractor for corrective action. TASK E AKM will schedule and attend meetings as necessary to Meetings properly coordinate the work with the City, utility agencies and the Protect Contractor CITY of FL sEGUNDo Rehabilitation of sanitary fawar Pump Station No's 4 arni 5 -2`: �T=Sai Na 0,1216' 4 -7 104 AKT i EXHIBIT "B" 10 y RImnOnsnOn of Sonidy Ewer Pump Sawn No. ,9 June 22, 2M 106 2it-n Rahabllhatlon of 9anhary S~ Pump &"on Na 5 107 EXHIBIT "C' I�U fmmmwat wroressomme beha%Watwx of taw.a. plow twaee a" 4i a IMf A 2m 28 T1 wrr KIHI Arrrry I+ i+r yeN eyN ewN � ewN !w A pMlmmary Doogn RsPon I I I I I I I Rwmtch and hwestgstTen a Kck-W Mwnng I I I D Reww Doemwtm sta I i c LMWCoe , ," P Sw Surreys 2 Pra4mm.ry Dwtgn Repoli I I I I I a wdlwnt Raw n I I ! 1 I o SuArnmm a c wwwdl nnprownrns I 1 d Edu=fwM Smm snd Sw*cWw •COrmvl P�I Mai I I l( I I I l l t 1 1 1 t AddOwel Madtr�w� I I p C wwacbon Phssmp I �� I I ) I I I I I I I I I n Prwwsmry Dow orw% t p I I I I { I I { I I t ! I ! Resort procamon I 1 1 1 1 I I I I 3. Mwmgs I! I I I I I 1! I I f l l f l l l I I S. Final Design Strvicas I f I I I I I I I ( I T Conssucson orawerps 2 Spepficoms 3 Plan Cheek Proceesmg 4 Cost Fsemwes { 5 Mwsngs I I I I I I I M 1 I I I Y N III i II I C oddhlp swva" 1 RwpWtb b Qkvmww Dunag ad I I I enrr 2 A1wd Pts.wd C4tdwwm I I eexee 3 P opm AwNnde I I I i I rr 4 Ild ft v 1 I 1 I 1 I I I err D Corwrtno n Support 1 RweaM to C.O. wd AS 2 Shoe omwm Rswwy I I I I asrr 3 Ft ww Prepws Pty Eswwwle_ { { I Texts 4 Slwht4'SwWRM I I I I i I I I a.ra 5 Mwmngl I I I I l I I ( �• I 1±77 I i i I I I I I I I I i •Tat OWaOen w .wxane 109 EL SEGUNDO CITY COUNCIL MEETING DATE: November 8, 2000 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION, Authorize staff to Issue a purchase orderlchange order In the amount of $25,000 00, to Sully - Miller Contracting Company for the Installation of Irrigation service connections across Sepulveda Boulevard in connection with the Sepulveda Boulevard Widening Project RECOMMENDED COUNCIL ACTION- 1 Authorize staff to Issue purchase order /change order 2 Allocate $25,000 to the Capital Improvement Project for Designing Landscaping Improvements for Sepulveda Boulevard from unallocated Capital Improvement Funds for future reimbursement from Federal Grant BACKGROUND AND DISCUSSION: The Sepulveda Boulevard widening project currently under construction Includes construction of raised median islands between Rosecrans Avenue and El Segundo Boulevard. The widening project does not Include Installation of landscaping within these Islands. Accordingly, in order to avoid significant additional expenses, it is advisable to modify the existing project to include irrigation service for the islands Please see attachment for additional discussion ACHED SUPPORTING DOCUMENTS: Additional discussion FISCAL IMPACT: Capital Improvement Budget: -0- Amount Requested: $26,000 Account Number: 301 - 400 - 8203 -8636 Project Phase: Installation of water service connections Appropriation Required: Yes (future reimbursement from Federal Grant) ORIGINATED BY: Date: M 31 2tutd M- NOVEMBER08 02 (Tuesday 10131100 2 00 P M) 10 _ V Additional Discussion The City has obtained a grant of $628,000 from the Federal Transportation Enhancement Activities (TEA) program for installing landscaping within the proposed islands Funds will be made available in the near future after the funding allocation process occurs. The landscaping work is anticipated to be accomplished in mid -2001 and after completion of the Sepulveda Boulevard widening project Staff is recommending installation of irrigation water service connections to the medians at this time, since once Sepulveda Boulevard is paved, trenching will not be allowed for several years. Two bids were obtained to provide 4 service connections as follows- Sully-Miller Company* $25,000.00 W A Rasic Construction $26,050.00 Currently under contract to Caltrans for the widening project Work can be accomplished with minimum coordination Staff is requesting City Council authorization to issue a purchase order to Sully - Miller Company for installation of the irrigation service connections. The current Capital Improvement Project includes $40,000 for design of the landscaping improvements and does not include funds to construct the proposed water service connections Staff is recommending an allocation of $25,000 from unallocated Capital Funds to implement this work PW- NOVEMBEROS 02 (Tuesday 10/31/00 2 00 P M) 111 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION. MEETING DATE: November 8, 2000 AGENDA HEADING: Consent Agenda Resolution of the City Council of the City of El Segundo regarding Its Intention to issue tax - exempt obligations for the Water Well Project (no fiscal impact at this time) RECOMMENDED COUNCIL ACTION Approval of resolution BACKGROUND AND DISCUSSION. As part of the Water Well Project, the City intends to finance the project with the proceeds of the sale of obligations Prior to the issuance of the obligations, the City will incur project costs such as the purchase of the water well site near the comer of El Segundo Boulevard and Aviation Boulevard The adoption of the attached resolution will allow for the reimbursement of these costs from a portion of the proceeds of the sale of the obligations. ATTACHED SUPPORTING DOCUMENTS- Resolution. FISCAL IMPACT: Operating Budget: Amount Requested: Account Number: Project Phase: Appropriation Required: ORIGINATED BY: REVIEWED BY• Approval of Resolution No OV 31 2000 M- NOVEMBER08 04 Cruesday 10/31/00 2 00 P M) 11 RESOLUTION NO RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL SEGUNDO REGARDING ITS INTENTION TO ISSUE TAX - EXEMPT OBLIGATIONS WHEREAS, the City Council of the City of Ei Segundo (the "Issuer ") desires to finance the improvements to the Issuer's water system, all as more fully described in Exhibit A attached hereto and incorporated herein (the "Project "), and WHEREAS, the Issuer intends to finance the acquisition of the Project or portions of the Project with the proceeds of the sale of obligations the interest upon which is excluded from gross income for federal income tax purposes (the "Obligations "), and WHEREAS, prior to the issuance of the Obligations the Issuer desires to incur certain expenditures with respect to the Project from available monies of the Issuer which expenditures are desired to be reimbursed by the Issuer from a portion of the proceeds of the sale of the Obligations, NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF EL SEGUNDO DOES HEREBY RESOLVE, ORDER AND DETERMINE AS FOLLOWS SECTION 1 The Issuer hereby states its intention and reasonably expects to reimburse Project costs incurred prior to the issuance of the Obligations with proceeds of the Obligations Exhibit A describes either the general character, type, purpose, and function of the Project, or the fund or account from which Project costs are to be paid and the general functional purpose of the fund or account SECTION 2 The reasonably expected maximum principal amount of the Obligations is $6,000,000 SECTION 3 This resolution is being adopted on or prior to the date (the "Expenditures Date or Dates") that the Issuer will expend monies for the portion of the Project costs to be reimbursed from proceeds of the Obligations SECTION 4 Except as described below, the expected date of issue of the Obligations will be within eighteen months of the later of the Expenditure Date or Dates and the date the Project is placed in service, provided, the reimbursement may not be made more than three years after the anginal expenditure is paid. For Obligations subject to the small issuer exception of Section 148(f)(4)(D) of the Internal Revenue Code, the "eighteen -month limit" of the previous sentence is changed to "three years" and the limitation of the previous sentence beginning with provided,. " is not applicable RESOLUTION NO INTENTION TO ISSUE TAX EXEMPT OBLIGATIONS PAGL NO I SECTION 5 Proceeds of the Obligations to be used to reimburse for Project costs are not expected to be used, within one year of reimbursement, directly or Indirectly to pay debt service with respect to any obligation (other than to pay current debt service coming due within the next succeeding one year period on any tax - exempt obligation of the Issuer (other than the Obligations)) or to he held as a reasonably required reserve or replacement fund with respect to an obligation of the Issuer or any entity related in any manner to the Issuer, or to reimburse any expenditure that was originally paid with the proceeds of any obligation, or to replace funds that are or will be used In such manner SECTION 6 This resolution is consistent with the budgetary and financial circumstances of the Issuer, as of the date hereof No monies from sources other than the Obligation issue are, or are reasonably expected to be reserved, allocated on a long -term basis, or otherwise set aside by the Issuer (or any related party) pursuant to their budget or financial policies with respect to the Project costs To the best of our knowledge, this City Council is not aware of the previous adoption of official intents by the Issuer that have been made as a matter of course for the purpose of reimbursing expenditures and for which tax- exempt obligations have not been issued SECTION 7 The limitations described to Section 3 and Section 4 do not apply to (a) costs of issuance of the Obligations, (b) an amount not in excess of the lesser of $100,000 or five percent (5 %) of the proceeds of the Obligations, or (c) any preliminary expenditures, such as architectural, engineering, surveying, soil testing, and similar costs other than land acquisition, site preparation, and similar costs incident to commencement of construction, not in excess of twenty percent (20 %) of the aggregate issue price of the Obligations that finances the Protect for which the preliminary expenditures were incurred SECTION 8 This resolution is adopted as official action of the Issuer in order to comply with Treasury Regulation § 1 150 -2 and any other regulations of the Internal Revenue Service relating to the qualification for reimbursement of Issuer expenditures incurred prior to the date of issue of the Obligations, is part of the Issuer's official proceedings, and will be available for inspection by the general public at the main administrative office of the Issuer SECTION 9 All the recitals in this Resolution are true and correct and this City Council so finds, determines and represents RESOLUTION NO INTENTION TO ISSUE TAX EXEMPT OBLIGATIONS PAGE NO 2 1 1 4 SECTION 10 This Resolution shall take effect from and after Its date of adoption ADOPTED, SIGNED AND APPROVED this day of 2000 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, Califorma, 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 of said City, and attested to by the City Clerk of said City, all at a regular meeting of said Council held on the day of , 2000, and the same was so passed and adopted by the following vote AYES NOES ABSENT ABSTAIN. Cindy Mortesen, City Clerk APPROVED AS TO FORM Mark Hens City Attorney RESOLUTION NO INTENTION TO ISSUE TAX EXEMPT OBLIGATIONS PAGE NO } 115 EXHIBIT A DESCRIPTION OF PROJECT Acquisition and construction of water treatment plant, including acquisition of water rights and land 116 x EL SEGUNDO CITY COUNCIL MEETING DATE: November 8, 2000 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION. Adopt plans and specifications for the annual contract for poured concrete, curb, curb and gutter, sidewalk and other minor Improvements, and authorize staff to advertise project for construction bids RECOMMENDED COUNCIL ACTION Adopt plans and specifications and authorize staff to advertise the project for the receipt of construction bids BACKGROUND AND DISCUSSION. The adopted fiscal year 2000/2001 budget Includes contracting out the replacement of approximately 7,000 square feet of sidewalk and driveway aprons, an average of 800 linear feet of curbs and gutters, as well as other minor projects throughout the year The recent Memorandum of Understanding with the El Segundo City Employees Association provides that city staff may perform concrete related work for a period not exceeding ten hours In a two week period or pour more than one yard of concrete per week City staff will be used for emergency repairs of a smaller nature whereas contractors will be used for larger scheduled work The estimated annual cost of concrete replacement is $50,000 The funds for this project are provided from the annual gas tax received by the City Staff Is requesting City Council adoption of the plans and specifications and authorization to advertise the project for receipt of construction bids. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT- Capital Improvement Budget: $50,000 Amount Requested: $50,000 Account Number 001 - 400 -4202 -6206 Project Phase* Adoption of plans and specifications and authorization to advertise the project for receipt of construction bids Appropriation Required: No ORIGINATED BY Date. Andres Santamana Director f Public Works OCT 31 20U0 REVIEWED BY: Date: Mary Strenn Citv Mana per PW- NOVEMBER08 06 (Tuesday 10131100 2 00 P M )1 • ` 11 : EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION MEETINGDATE: November 8, 2000 AGENDA HEADING. Consent Agenda Request for proposals to retain financial and technical firms to perform accounting, Inventory and manual preparation services - (estimated costs for these budgeted projects = $24,100) RECOMMENDED COUNCIL ACTION Authorize staff to solicit proposals from firms, which specialize in Government Accounting Standards Board (GASB) 34 procedures, Infrastructure as built plans, and production of manuals of procedures BACKGROUND AND DISCUSSION. The adopted 2000/2001 budget Includes funding for both of these services As the Implementation of GASB 34 approaches, the City will be required to track all City fixed assets including infrastructure. At the same time, infrastructure as built plans will be provided as well as Department of Public Works' manuals of procedures. The Department of Finance portion of this request is budgeted for $9,100 and the Department of Public Works portion is budgeted for $15,000 ATTACHED SUPPORTING DOCUMENTS* None FISCAL IMPACT: Operating Budget' Amount Requested: Account Number: Project Phase: Appropriation Required: $24,100 $24,100 001 -400 -4801 -6214 001 -400- 2501 -8108 No ($15,000) Public Works Department ($ 9,100) Finance Department ORIGINATED BY: Date: Andres Santamana, Director of Public Works REVIEWED BY_ p Date. OCT 31 2000 .,/ji o d 3 PW- NOVEMBEROB OT (TmSday 10/31700 200 P M) ]lh EL SEGUNDO CITY COUNCIL MEETING DATE: November 8, 2000 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Approval of contract with General Motors for a total cost of $22,861 02 for the lease of an electric vehicle for three years RECOMMENDED COUNCIL ACTION: Approve lease and authorize the Mayor to execute BACKGROUND AND DISCUSSION: The City Council authorized the purchase of an electric vehicle using Air Quality Management District AB2766 Funds in the FY 2000 -01 budget The contract with General Motors includes an EV1 electric vehicle, pictured on page 2, all repairs and maintenance including tires, roadside assistance and the charging station The charging station will be installed in a yet to be determined City owned lot with public parking and will be available to the public The city must lease the vehicle instead of purchasing one since the manufactures will not sell an electric vehicle. Any repair needed to the vehicle would be completed without charge by General Motors Acquisition of the vehicle was not put to competitive bid because the General Motors EV1 is the only electric passenger car currently available ATTACHED SUPPORTING DOCUMENTS: Draft Lease FISCAL IMPACT: Operating Budget: Amount Requested: Account Number: Project Phase: Appropriation Required: $28,300.00 $22,861.02 115 - 0000 -6312 Lease of vehicle No ORIGINATED BY: Date: Chris Katz, Planning Manager M. Hansen, Director of Community, Economic and Development Services Date: N COUNCIL `1�1111'9b 14 BACKGROUND AND DISCUSSION (CONT.): There are 6 types of electric vehicles, however their production is limited at this time The following discusses the availability of the vehicles Nissan Altra — Only 30 were made available in California and they have no plans to build more Chrysler EPIC — Chrysler has indicated that there will not be more available until 2003. Ford Ranger — This vehicle is a pickup truck which is not the type of vehicle needed by the CEDS Department The monthly rate is $449 which is more than the EV1 Toyota RAV4 — Toyota will only lease this vehicle to fleets such Southern California Edison. Honda EV Plus — Honda stopped making this vehicle after it met its obligation to produce 325 for the California market General Motors EV1 — There were 500 extended range Generation II models. All of them have been leased or committed to customers. One of 500 is being reserved for El Segundo. There is an opportunity to pursue additional funding which may allow the city to lease a second vehicle The Governor signed a bill on October 1, 2000 that established grants of up to $3,000 per year (a total maximum grant of $9,000) for the lease of electric vehicles City staff will pursue the grant. If the grant is approved, the $9,000 would be in addition to the money already allocated from the Air Pollution Reduction (AB2766) fund. With the grant, the cost of the car for the three years would be $13,861.02 which may provide sufficient funds to possibly lease a second vehicle in the future. 120 ; :` There are 6 types of electric vehicles, however their production is limited at this time The following discusses the availability of the vehicles Nissan Altra — Only 30 were made available in California and they have no plans to build more Chrysler EPIC — Chrysler has indicated that there will not be more available until 2003. Ford Ranger — This vehicle is a pickup truck which is not the type of vehicle needed by the CEDS Department The monthly rate is $449 which is more than the EV1 Toyota RAV4 — Toyota will only lease this vehicle to fleets such Southern California Edison. Honda EV Plus — Honda stopped making this vehicle after it met its obligation to produce 325 for the California market General Motors EV1 — There were 500 extended range Generation II models. All of them have been leased or committed to customers. One of 500 is being reserved for El Segundo. There is an opportunity to pursue additional funding which may allow the city to lease a second vehicle The Governor signed a bill on October 1, 2000 that established grants of up to $3,000 per year (a total maximum grant of $9,000) for the lease of electric vehicles City staff will pursue the grant. If the grant is approved, the $9,000 would be in addition to the money already allocated from the Air Pollution Reduction (AB2766) fund. With the grant, the cost of the car for the three years would be $13,861.02 which may provide sufficient funds to possibly lease a second vehicle in the future. 120 ; Lease Factors GMAC LEASE 'ENTRY EV1 LEASE FORM V116 Payment Type Single Payment Charger Option None (Without Allowance) Contract Date 09114/2000 Battery Type Nickel -Metal Due Date Deferral Days 0 Sales /Use Tax Rate 8.25 Tenn. 36 $5,000.00 Vehicle Information New/Used- New Year 1999 Model EV'! Body Type COUPE VIN. 000000000X0000000 /AGRI i in Odrene 1 �. W, i mbu r,4 Equwpm '�Totsl One 11111tion" Allowa , Excess Mileage Charge $0.50 Capitalized Cost Reduction (CCR) Rebates $0.00 Federal Tax Credit for EV- + $0.00 State EV Incentive. + $0,00 Local EV Incentive + $5,000.00 Charger Allowance + $0.00 Other Noncash Credits (Describe) N/A + $0.00 Cash Towards CCR + $0,00 Total CCR o 55,000.00 1?] 0 Official Fees and Taxes Payment Derivation Amount Due at Lease Signing Total CCR Paid at Lease Signing or Capitalized GMAC Admm Fee, $400.00 Capitalize Title Fee $0.00 At Lease Signing Registration Fee $0.00 At Lease Signing License Fee $0.00 At Lease Signing SaleslUse Tax on Total CCR $412.50 At Lease Signing Other (Describe) N/A $000 At Lease Signing Total Fees and Taxes Due at Lease Signing = 5412.50 Total Capitalized Fees and Taxes $40000 Payment Derivation Amount Due at Lease Signing Total CCR $5,000.00 First Payment + $22,448.52 Due Date Deferral Charge(DODC) + $0.00 Sales /Use Tax on DDDC + $0.00 Security Deposit: + $0.00 Fees and Taxes + $412.50 Other (Describe). NIA + $0.00 Total Due at Lease Signing = y Amount to be paid in cash $ 22.861.02 0 122 Estimated Fees and Taxes Branch Copy Sales Purchase Branch Credit Approval Number n 123 t- Current Year Lease Term Title Fee: $0.00 $0.00 Registration Fee $0.00 $0.00 License Fee $000 $0.00 Sales /Use Tax $2,12322 $2,123.22 Other $0.00 $0.00 Describe Other NONE N/A Total $2,123.22 $2,123.22 Branch Copy Sales Purchase Branch Credit Approval Number n 123 t- EL SEGUNDO CITY COUNCIL MEETING DATE: November 8, 2000 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION Request for approval to submit an application for a Bureau of Justice Assistance Local Law Enforcement Block Grant requesting $15,479 in grant funding with a $1,720 match from Asset Forfeiture funds. RECOMMENDED COUNCIL ACTION Approve request INTRODUCTION AND BACKGROUND. On September 22, 2000 the El Segundo Police Department received an application outlining eligibility and program requirements for obtaining grant funding from the Bureau of Justice Assistance The grant application has been submitted, as the deadline was October 20, 2000 The Police Department is requesting to continue with the grant application process to receive $15,479 of block grant funds The grant requires a match of $1,720 to be made by the City of El Segundo This requirement can be made using Asset Forfeiture funds Also, a non - bindng Citizen's Advisory Committee is required to review the Police Department's use of Block Grant Funds The funds will be used in accordance with one of seven purpose areas delineated in the grant application (support of law enforcement, enhance security measures, enhance adjudication of cases involving violent offenders, establish multi - jurisdictional task forces, establish crime prevention programs or to defray cost of indemnification insurance for law enforcement officers ATTACHED SUPPORTING DOCUMENTS: Staff report by Lieutenant W.G Krumbach FISCAL IMPACT. Operating Budget: Amount Requested: $1,720 Account Number: Project Phase: Account Number, 109- 400.3105 -6214 Appropriation required: $1,720 ORIGINATED: Date: October 24, 2000 t/ / C Tim Grimmond, Chief of Police REVIEWED Date: 4 110 19,15 City of El Segundo Inter- Departmental Correspondence October 24, 2000 To: Tim Gnmmond, Chief of Police From: Walter G Krumbach, Lieutenant Subject: Request to Submit Application for Block Grant Funding On September 22, 2000 the El Segundo Police Department received an application outlining eligibility and program requirements for obtaining grant funding from the Bureau of Justice Assistance The grant application has been submitted, as the deadline was October 20, 2000 The Police Department is requesting to continue with the grant application process to receive $15,479 of block grant funds The grant requires a match of $1,720 to be made by the City of El Segundo This requirement can be made using Asset Forfeiture funds The funds will be used in accordance with one of the following seven purpose areas listed below 1. Support Law Enforcement a Hiring, training, and employing on a continuing basis, additional law enforcement officers and necessary support personnel. For the purposes of this program, a law enforcement officer may be police, corrections, probation, parole, or Judicial officers. b Payment of overtime to currently employed law enforcement officers and necessary support personnel for the purpose of increasing the number of hours worked by such personnel. c. Procurement of equipment, technology, and other material directly related to basic law enforcement functions 2. Enhance Security Measures a. In and around schools b. In and around any other facility or location that the grant recipient considers a special risk for incidents of crime 125 'V" Tim Gnmmond Chief of Police Page 2 3. Establish or Support Drug Courts a To be eligible, a drug court program MUST include continuing judicial supervision over offenders who are substance abusers, but not violent offenders b Integrate administration of other sanctions and services, which shall include• I Mandatory periodic testing of each participant for the use of controlled substances or other addictive substances during any period of supervised release or probation, 2 Substance abuse treatment for each participant, 3 Probation or other supervised release that involves the possible prosecution, confinement, or incarceration because of noncompliance with program requirements or failure to show satisfactory progress, and 4 Programmatic offender management and aftercare services such as relapse prevention, vocational fob tratmng, and job and housing placement 4. Enhance the Adjudication of Cases Involving Violent Offenders Includes cases, which involve violent juvenile offenders. For the purposes of this program, violent offender indicates a person charged with committing a Part I violent crime (murder, rape, robbery, and aggravated assault) as defined under the Uniform Crime Report (UCR) Program S. Establish Multi- jurisdictional Task Forces The task force should concentrate on rural areas and be composed of law enforcement officials who represent units of local government. The task force will work with federal law enforcement officials to prevent and control crime. 6. Establish Crime Prevention Programs Crime prevention programs should involve cooperation between community residents and law enforcement personnel to control, detect, or investigate crime or the prosecution of criminals 126 lu. Tim Gnmmond Chief of Police Page 3 7. Defray the Cost of Indemnification Insurance for Law Enforcement Officers Supply insurance for law enforcement officers to cover damage from willful acts by officers to offenders who are lawfully carrying out their duties The grant application does list items DOJBJA considers as "Prohibited Uses" Unallowable expenditures from the LLEBG Program are to purchase, lease, rent, or acquire any of the following tanks or armored vehicles, fixed -wing aircraft, limousines, real estate, yachts and/ or consultants I recommend that we seek approval from the City Council, apply for the BJA block grant and propose to use asset Forfeiture funds to fulfill the match requirement WGK.em 127 wL EL SEGUNDO CITY COUNCIL MEETING DATE: November 8, 2000 AGENDA REM STATEMENT AGENDA HEADING: New Business AGENDA DESCRIPTION: Review of the Planning Commission's recommendations on the proposed Housing Programs for the draft 2000 -2005 Housing Element Update [Environmental Assessment No EA-451 (Mitigated Negative Declaration), and General Plan Amendment No 98 -3) Applicant City of El Segundo RECOMMENDED COUNCIL ACTION. 1) Review and discuss the proposed Housing Programs contained in the preliminary draft of the 2000 -2005 Housing Element Update, 2) Provide a recommendation to staff on which programs to include in the Housing Element Update to be submitted to the State Department of Housing and Community Development (HCD) for review, and /or, 3) Other possible action /direction BACKGROUND & DISCUSSION: As required by State Law and HCD, jurisdictions within the Southern California Association of Governments (SCAG) region, which Includes the City of El Segundo, must adopt a revised Housing Element by December 31, 2000 One of the major housing goals of the State is to provide decent housing for all Californians in support of this goal, every five years all cities must prepare a Housing Element, which addresses specific components as required by the State The Element must identify housing needs, as well as goals, policies and programs to address these needs The City must provide the opportunity for adequate housing for all social and economic segments of the City's existing and future population. (Continued on page 2) ATTACHED SUPPORTING DOCUMENTS 1 Draft Housing Programs (Chapter 6, Section C of the Housing Element) FISCAL IMPACT: Operating Budget: Amount Requested: Account Number. Project Phase Appropriation required: 51 $23,74500 None - Previously appropriated 001 -400- 2402 -6214 Housing Programs No Planner DATE: October 19, 2000 ,J%mes M Hansen, Director of Community, Economic and Development Services REV WED BY• DATE: October 24, 2000 M ry r ity Manager 0 Op ,`16 BACKGROUND & DISCUSSION: (continued from page 1) On September 9, 1999, the City Council and Planning Commission held a joint public workshop to discuss the 2000 -2005 Housing Element Update On September 23, 1999, at the City Council's request, staff presented the Housing Programs to the Planning Commission for their review, however, no definitive direction was provided On October 12, 2000, the Planning Commission again reviewed the programs and made a recommendation to the City Council on which programs to include in the Housing Element Update. The following outlines the City's existing, proposed, and required Housing Programs, as recommended by the Planning Commission. All of these programs were reviewed by the City Council and the Planning Commission on September 9, 1999 with the exception of the Location Efficient Mortgage (LEM) which is a new program Existing Programs - Proposed to be continued: 1. Minor Home Repair Program (MHR) The program, supported by Community Development Block Grant (CDBG) funds, provides for minor maintenance and repairs on income qualified owner occupied units The City provides zero interest deferred loans, due upon transfer of ownership, up to a maximum of $7,500 for low income property owners In addition, grants of up $1,500 are available to make handicapped related improvements 2. Residential Sound Insulation Program (RSI) The purpose of this program is to renovate homes with modem sound attenuation devices to reduce interior decibel ranges to acceptable levels. The City provides direct grants using CDBG funds, up to a maximum of $8,000 for single family residences and $6,000 for condominiums. 3. Code Compliance Inspection Program The Building Safety Division conducts quarterly code compliance inspections to monitor housing conditions throughout the City. This allows for early detection and prevention of deterioration in neighborhoods 4. Expedite Project Review Since the review and permit process time for housing projects contributes to the cost of housing, because holding costs incurred by developers are ultimately reflected in the unit's selling price, timely processing can significantly reduce costs. Local processing times are quite comparable and generally faster than those experienced in neighboring communities. 5. Land Use Element The City can accommodate lust over 400 additional dwelling units in the residential zones Close to half of these units are located within the Smoky Hollow Medium Density Residential Overlay District (122 units) and on the 2 1 p c, Imperial School site (65 units). Residential uses are also permitted as accessory uses in several of the commercial and industrial zones. Additionally, the City's Zoning Code allows the opportunity for joint use, off -site, uncovered and tandem parking which allows more flexibility for new development of residential units 6. Fair Housing Program The City of El Segundo contracts with the Westside Fair Housing Council for fair housing outreach and educational information and landlord /tenant dispute resolution The City refers citizens to the program 7. Countywide HOME Rental Rehabilitation Loan Program This program, administered by the Los Angeles County Community Development Commission (CDC), provides financial assistance to rental property owners for the rehabilitation of multi -family units that are made available to low income tenants The City promotes the program through the City's newsletter and flyers 8. Countywide Affordable Homeownership Program (HOP) This program, administered by the CDC, is a first -time homebuyer program that provides loans for low income households. The City promotes the program through the City's newsletter and flyers Proposed New Programs: 1. Lease -to -Own Program This program is financed by a joint powers authority (JPA) from participating governments that buys homes for lease /purchase with tax - exempt insured bonds and private long term mortgage financing Eligible housing may be new or existing owner occupied single family homes or condominiums. The JPA administers and finances the program, although the City would pay approximately $1,750 for insurance and audit costs. City staff would coordinate initial participation and promote the program through the City's newsletter, flyers and website. 2. Mortgage Credit Certificate (MCC) A MCC is a certificate awarded by the CDC authorizing the holder to take a federal income tax credit of up to twenty percent of the annual interest paid on the applicant's mortgage. The CDC administers the program. The City would have no financial obligation other than staff coordinating initial participation and promoting the program through the City's newsletter, flyers, and website. 3. Location Efficient Mortgage (LEM) The LEM Program is a new demonstration program that rewards homebuyers for purchasing homes within neighborhoods that reduce the need for a car, by allowing them to qualify for up to $50,000 more when applying for a home loan tan The City would have no financial obligation other than staff promotion of the program through the City's newsletter, flyers, and website. 4. Facilitate Development on Underutilized Sites The City can facilitate development on underutilized properties by providing potential housing developers with a list of underutilized Multi - Family Residential (R -3) properties and industrial sites within the Medium Density Residential (MDR) Overlay In addition, the City may advise homebuyers and developers through a developer's workshop that they may pursue different funding sources for affordable housing development Required Programs - Programs required by State law: 1. Density BonuslDevelopment Incentives Ordinance Pursuant to State density bonus law, if a developer allocates at least 20 percent of the units in a housing project to lower income households, 10 percent for very low income households, or at least 50 percent for senior citizens, the City must either a) grant a density bonus of at least 25 percent, along with one additional regulatory concession (parking, open space, setbacks, etc.) to ensure that the housing development will be produced at reduced cost, or b) provide other incentives of equivalent financial value based upon the land cost per dwelling unit. Revisions could be made to the Zoning Code to provide density incentives for multi - family projects in the R -3 zone The provisions could be promoted with a flyer, newsletter and website, and possibly a developers' workshop P \Piannmg B Building Safely \PROJECTSvt51475\EA451 \CC -SR -1 doe 13 It C. HOUSING PROGRAMS The goals and policies contained in the Housing Element address El Segundo's identified housing needs and are implemented through a series of housing programs Housing programs define the specific actions the City will take to achieve specific goals and policies The City of El Segundo's overall housing program strategy for addressing its housing needs has been defined according to the following issue areas • Conserving and improving the condition of the existing stock of affordable housing, • Assisting in the development of affordable housing, • Providing adequate sites to achieve a diversity of housing, • Removing governmental constraints, as necessary, and • Promoting equal housing opportunity El Segundo's housing plan for addressing unmet needs, removing constraints, and achieving quantitative objectives is described in this section according to the above five areas The housing programs introduced on the following pages include programs that are currently in operation and new programs which have been added to address the City's unmet housing needs Conserving and Improving Existing Affordable Housin Preserving the existing housing stock in El Segundo is a top priority for the City and maintaining the City's older neighborhoods is vital to conserving the overall quality of housing in the community Approximately 68 percent of El Segundo's housing stock is more than 30 -years old, indicating that there is a strong future need for rehabilitation. 1. Home Rehabilitation Loan Programs The goal of these programs are to offer residents an opportunity to live in a safe and sanitary environment, by offering rehabilitation assistance to lower income single family households -These programs include a grant program for handicapped improvementsmmee home regain, and - zerolew interest loans for single- and multi -family rehabilitation Ia. Minor Home Repair Program (MHR1 This program represents the major effort by El Segundo to maintain and improve the City's housing stock The Program is supported by CDBG funds that provide —for minor City of El Segundo Housing Plan Housing Element 6 -13 132 maintenance and repairs on - income- _qualified owner- occupied units The City provides ierolew interest ' 4 i,- —deferred loans, due upon sale or transfer of ownership, up to a maximum of S 10..0007.500 for low:--income property owners In addition, grants of up $1,500 are available to make handicapped related improvements G"Qr `••iids Ge_, Approximateh 30 homes have received finding throudi this program to date I lb. Residential Sound Insulation Program RSll;rk) The FAA (Federal Aeronautics Administration) provides rehabilitation grants for up to 80 percent of the cost required insulate owner occupied single - family and condominium ownership homes -The purpose of this program is to renovate the home with modem sound attenuation devices to reduce interior decibeld•BA ranges to acceptable levels The remaining 20 percent of the cost must be provided by the homeowner, but maybe provided through the City's CDBG funds for lowincome elijrble homeowners The City provides direct ;wants up to a maximum of S8,000 for owner occupied single - family residences and 56,000 foi condominiums for low -income property owners not to exceed the vrovert% owners 20 percent obligation Approximately 700 homes in El Segundo have been identified for insulation under this program, with over 120 homes completed to date lc. Countywide HOME Rental Rehabilitation Loan Program As a participating city in the Urban County program, El Segundo is eligible to participate in the County's Rental Rehabilitation Loan Program This program provides financial assistance to rental property owners for the rehabilitation of multi -family units that are made available to tenants at or below 80 percent MFI. It allows the rental owners to rehabilitate affordable rental housing for low -income families by providing financial support through the utilization of public /private funding sources to maintain existing rental properties 2. Code Compliance Inspection Program The Building Safety Division of El Segundo conducts quarterly code compliance inspections to monitor housing conditions throughout the City This allows for early detection and prevention of deterioration in neighborhoods and helps to eliminate deteriorated property conditions in residential areas Residents cited for code violations are informed of rehabilitation assistance available through the City and County G C,....plehe. siye A feighb•.,g eed lfnpfa e.r t n.... ..,.. la�Wt•YwYel7 Wii4e E! a c housing gene *ally D e eeffipfehensive neighbafheed Y bJ S+ o ampfal,emems, stfeef -. o sir-eet .. Pkibile C Gm of El Segundo Housing Plan Housing Element 6 -14 135 T.. stippleffieffit and .,Ca a .ho beatm fleation e ffe of the _N eigl 1.....i.e ed ifn ni 'R ;�- RI-Rd I pi, ORA f A "Aah I P "F). si fig) e8uld be speeifieajl� targeted Nklihin she a L,,;I,x14R44 p i eholds ;Abe spend 1. m .. 70 a ..1 e, the.. , meame D r f4ini I ma'. 18 aNfd .he.. ....,., h,,.. -.ng The 1=8S A eel..- LL,......,.. 1....... ,, 1...........e.,. a., c� . ,., o ref4i fleatew, ueher pfegi:an. On behalf e fthe r... Assist in Production of Affordable Housing The Housing Element proposes several first -time homebuyer programs aimed at moving renters into homeownership and promoting neighborhood stability In addition, new construction is a mayor source of housing for prospective homeowners and renters However, the cost of new construction is substantially greater than other program categories Incentive programs, such as density bonus, offer a cost effective means of supporting affordable housing development The City can take advantage of several - programs offered through the County that provide funding support for the development of affordable housing 3$. First -Time Homebuyer Programs- While single - family housing comprises the dominant housing type in El Segundo, the City has become a predominant renter community Homeownership prices are well above levels affordable to low and most moderate income households —The goal of these programs is to increase homeownership in the community by providing mortgage and downpayment assistance to the City's low and moderate income renters 35a. Countywide Affordable Homeownership Program_HOP1 The County offers a first -time homebuyer program for low - income households (at or below 80% MFI), including qualified El Segundo residents The program provides loans secured by a second deed of trust which homebuyers may use to pay their downpayment and closing costs -Where appropriate, this program can be used in conjunction with new construction of ownership housing, as well as the Mortgage Credit Certificate M( CC} Program. 35b. Lease -to-Own Program- /Neiv nroQranrl This program promotes affordable home ownership opportunities for low and moderate income households earrung up to 140 percent of the MFI. This program is currently utilized in more than 20 cities in the state and is financed through tax_eYinempt bond issues and priv +ate long -term mortgage financing To initiate this program, a joint powers authority from participating governments needs to be created to issue tax- exempt bonds to buy homes City of El Segundo Housing Plan Housing Element 6 -15 134 for lease- purchase The bonds are fully insured by the private sector Eligible housing stock may be new or existing single - family homes or condominiums, and must be owner - occupied Under this lease,-purchase program, the lease--purchasers must contribute the first month's rent plus an initial fee equal to 1% of a home's purchase price The Joint powers authority will put 3% down on each home The lease_ purchasers will then make monthly payments roughly equivalent to mortgage payments After three ears e° leasing the .._epefl. die its —After three years of leasing the property, the lease- purchasers can purchase the homes by assuming the mortgages The point powers authority will also pay closing costs which will be discounted by the lenders and escrow companies participating in the program The following are a fei+ of the cities that participate in the JPA'ss Artesia Huntington Park Bell Gardens Maywood Chino Hills Pasadena Compton Rancho Cucamonga Pasade" Cudahy Santa Clanta Hawaiian Gardens Upland A second JPA is currently being formed in San Diego County The City of El Segundo could consider participating in a JPA for the lease- purchase program to promote homeownership in the community 3Sc. Mortgage Credit Certificate (MCC) — INen, program! j As a means of further leveraging homeownership assistance, the City participates with the County in implementation of a Mortgage Credit Certificate Program An MCC is a certificate awarded by the CDC authorizing the holder to take a federal income tax credit -A qualified applicant who is awarded an MCC may take an annual credit against federal income taxes of up to twenty percent of the annual interest paid on the applicant's mortgage -This allows more available income to qualify for a mortgage loan and to make the monthly mortgage payments. The value of the MCC must be taken into consideration by the mortgage lender in underwriting the loan and may be used to adjust the borrower's federal income tax withholding 3d. Location Efficient Mort2nee (LEM) — /New prwraml allowmu them to aualify for up to 550.000 more when applving for a home loan These then counted as available income when lenders calculate the loan amount that a borrower can qualify for Local lenders hale been named on how to originate the loan The residential City of El Segundo Housing Plan Housing Element 6 -16 135 W IN In Providing Adequate Sites City of El Segundo Housing Plan Housing Element 6 -17 13 F, A key element in satisfying the housing needs of all segments of the community is the provision of adequate sites for all types, sizes and prices of housing Both the general plan and zoning ordinance dictate where housing may be located, thereby affecting the supply of land available for housing -The Housing Element is required to demonstrate the provision of adequate sites under General Plan and zoning to address the City's share of regional housing needs (RHNA), identified as 78 units for El Segundo, including 14 very low income. 11 low income, 16 moderate income, and 37 upper income units 49. Land Use Element and s°° °°`9° Pl9as The residential sites analysts completed for the Housing Element indicates the City can accommodate dust over 400 additional dwelling units under existing General Plan and Ztoning designations Close to half of these units are located within the Smoky HolloH Specific Plan Medium Densm Residential Overla% District (122 units) and on the Imperial School site (65 units), which would require removal of existing uses prior to development -Only 4.1 acres of vacant residential land remain in the City J Residential uses are also permitted as accessory uses in several of the commercial and sve of 500 sauare feet per unit These zones hate the potential to provide neiN residential commercial or industrial uses 14.-5_Facilitate Development on Underutilized Sites (,yoew program) Due to the scarcity of vacant land remaining in El Segundo, the City can play an important role in providing information to prospective developers on sites suitable for residential development The City will facilitate development on underutthzed properties by providing potential housing developers with a list of underutilized Multi - Family Residential (R -3) and Medium Densnv Residential (MDR) properties In addition, the city intends to advise ltontebuyers and developers that they may pursue different funding sources for affordable housing development, such as those described above In order to bring the sites and funding together as a package before the development community, the City proposes to conduct a Developer's Workshop to discuss residential development opportunities and available funding sources for housing Giveii the small lat City of El Segundo Housing Plan Housing Element 6 -18 137 11 -S*tpq for T- r- ansitions! I ousi... Homeless Shelters /..e..,p#W,-...v..l TI. r Zoning ! Fidina .. „ floes Bet plfe.,1, alle., for h,.meless facilities in L1 Segande The Ct4y A 11 A,C, erdinEmee to el he .., its C .J. fiarl�L„es Tl.e Cit plans to e,miA its 7oniiig Or.i,ae,nee to refle.. these�J.4her Removing Governmental and Other Constraints Like all jurisdictions in Califorma, El Segundo has governmental regulations that affect housing development These include the charging of permit processing and development fees, adoption of the Uniform Building Code, and the establishing of processing times for tentative tract maps, and conditional use permits or vanances Under present State law, the El Segundo Housing Element must address, and where legally possible, remove governmental constraints affecting the maintenance, improvement, and development of housing The following programs are designed to lessen governmental constraints on housing development 614. Density Bonus/Deveiopment Incentives Ordinance (NV*ew program) Pursuant to State density bonus law, if a developer allocates at least 20 percent of the units in a housing project to lower income households, 10 percent for very low income households, or at least 50 percent for "qualifying residents" (e g. semors), the City must either- a) grant a density bonus of 25 percent, along with one additional regulatory concession to ensure that the housing Development will be produced at reduced cost, or b) provide other incentives of equivalent financial value based upon the land cost per dwelling unit The developer shall agree to and the City shall ensure continued affordability of all lower income density bonus units for a mimmum 30 -year period. The City will adopt a density bonus ordinance by the year 2000 to comply with State law and to specify regulatory concessions to be offered The Ordinance will provide density incentives for multi- family projects in the R -3 Zone wh•eh e,,...1 ine ind2vidual lets to aebieve c Aefe eehesiN c p .,__. design A range of potential regulatory concessions will be set forth in the ordinance, such as flexibility in height limits, reduced parking, reduced ;i;H+R;a;- setbacks, and/or reduced open space requirements. The Ordinance will be promoted through development of a brochure for distribution to the local Board of Realtors and local developers, and through the City's newsletter and website The City may also wish to consider conducting a "Developer's Workshop" to present information on available residential sites, funding sources, and regulatory incentives under the Development Incentives Ordinance Gtv of El Segundo Housing Plan Housing Element 6 -19 138 .S 743. Expedite Project Review A communny's evaluation and review process for housing projects contributes to the cost of housing because holding costs incurred by developers are ultimately reflected in the unit's selling price Periodic surveys conducted by the City indicate that local processing times are quite comparable to those experienced in neiebonng communities In addition, the City has fully implemented the provisions of AB884 , as well as one -stop permit coordination Promoting Equal Housin¢ Opportunities In order to make adequate provision for the housing needs of all economic segments of the community, the housing program must include actions that promote housing opportunities for all persons regardless of race, religion, sex, family size, marital status, ancestry, national origin, color, age, or physical disability More generally, this program component entails ways to further fair housing practices 84-4. Fair Housing Program Fair Housing is a citywide program that provides assistance to El Segundo residents to settle disputes related to violations of local, State, and Federal housing laws Also, Fair Housing provides an educational program concerning housing issues for tenants and landlords El Segundo contracts with the Westside Fair Housing Council ofLong D, aeh for these Sep. lees dilO gh tile ezilsiffig .. ith the r,....... „rr n..' ,.... for fair housing outreach and educational information and landlord/tenant dispute resolution The City will advertise the program and continue to promote fair housing practices, provide educational information on fair housing at the public counter Complaints will be referred to the appropriate agencies Additionally, the City contracts with the Dispute Resolution Services (DRS) which orovlde no and loy. cost dispute resolution for a variety of issues including housing disputes AB884 took effect on January I. 1978 and limits processing time in most cases to I Year- and reauircs agencies 0OPWI 916lgaOSIOtanon needed to complete an acceptable application Housing Plan Housing Element 6 -20 1 3 ij EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION MEETING DATE: November 8, 2000 AGENDA HEADING- New Business Conceptual plans for the landscaping and streetscaping of Sepulveda Boulevard between Rosecrans Avenue and Imperial Highway (no fiscal impact) RECOMMENDED COUNCIL ACTION- Approve conceptual plans and authorize staff to proceed with the preparation of construction plans and specifications BACKGROUND AND DISCUSSION- On March 8, 2000 the City Council awarded a contract to Lawrence R Moss and Associates for the design of landscaping and streetscaping of Sepulveda Boulevard between Rosecrans Avenue and Imperial Highway. The architect has prepared conceptual plans for the project Staff is requesting City Council review and approval of the conceptual plans prior to proceeding with preparation of construction plans and specifications The City has obtained a Federal grant of $628,000 to fund the construction of the project ATTACHED SUPPORTING DOCUMENTS. Copy of conceptual plan IMPACT: Operating Budget: Amount Requested: Account Number. Project Phase* Appropriation Required: No ORIGINATED BY: OCT 31 20CC REVIEWED BY Date. Mary Strenn. City Ma aer 0/ o PW- NOVEMBER08 03 (Tuesday 10/31/00 2 00 P M 17 IA0 9%* 7 7TT-': we TYPICAL PLAN CONCEPTUAL DESIGN 8 PROPOSED PLANT PALETTE FOR STREETSCAPE REVITALIZATION Sepulveda Blvd., City of El Segundo 141