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2001 OCT 02 CC PACKETGtr Y Q,tt+ 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 Managei"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 TUESDAY, OCTOBER 2, 2001 - 5:00 P.M. Next Resolution #_4227 Next Ordinance #_1339 5:00 PM Session CALL TO ORDER ROLL CALL CLOSED SESSION: The City Council may move Into a closed session pursuant to applicable law, including the Brown Act (Government Code §54950, et se ) 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 confemng with the City's Labor Negotiators as follows ir',11 CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (Gov't Code §54956 9(a)) 1 Jeffrey Capistran v El Segundo, LASC Case No YC 038535 2 El Segundo v James Van Loben Sels, et al, LASC Case No BS051651 3 El Segundo v South Bay Regional Public Communication Authority, LASC Case No YC040688 4 Glover v City of El Segundo, LASC No YC039465 5 Southdown Concrete Products v City of El Segundo, et al LASC No 1 CO2312 CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Gov't Code §54956 9(b) -I- potential case (no further public statement is required at this time), Initiation of litigation pursuant to Gov't Code §54956 9(c) -5- matters DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957) — None CONFERENCE WITH CITY'S LABOR NEGOTIATOR - (Gov't Code §54957 6) — None CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956 8) — None ) 0 2 - of Y & !t � SFGLS�'0 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, of 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 TUESDAY, OCTOBER 2, 2001 - 7:00 P.M. Next Resolution # 4227 Next Ordinance # 1339 7.00 PM Session CALL TO ORDER INVOCATION - PLEDGE OF ALLEGIANCE — Council Member John Gaines PRESENTATIONS — (a) Presentation by Leadership El Segundo Class of 2000 of donation to the El Segundo Teen Center (See Consent Item #4 to receive donation) ROLL CALL 003 PUBLIC COMMUNICATIONS - (Related to City Business Only - 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves 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 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 Introduction of an Ordinance of the City Council amending Chapter 9 to Title 1 of the El Segundo Municipal Code regarding Campaign Contributions and Disclosures for local elections Recommendation - Introduce the Ordinance and waive first reading. Second reading and adoption would occur on October 16, 2001. D. REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS - NONE 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 2520138- 2520399 on Register No 24 in total amount of $898,424 02, and Wire Transfers in the amount of $1,206,365 35 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 09/08/01 to 09/21/01. City Council meeting minutes of September 18, 2001 Recommendation - Approval. Leadership El Segundo Class of 2000 donation to the El Segundo Teen Center Recommendation — Receive donation from the Leadership El Segundo Class of 2000 The Downtown Specific Plan Implementation committee's recommendation for annual Prop A Funding in amount of $39,350 for the Lunchtime Shuttle operations and maintenance Recommendation — Approve the use of Prop A funding in the amount of $39,350 for the Lunchtime Shuttle operations and maintenance. 6 Approval of first phase of the State of California Purchasing Card (Cal Card) program Recommendation — Direct staff to implement the first phase of the Cal Card program. 0 O4 Amendment to Memorandum of Understanding (MOU), Hyperion Landscape Agreement Recommendation — Approve amended MOU and authorize the Mayor to execute on behalf of the City. Request for Qualifications for Management Services at the Lakes at El Segundo Golf Course Recommendation — Direct staff to distribute RFQ for management services to prospective golf management companies. Rejection of Request for Proposals (RFP) from qualified consultants for professional landscape services to design the improvements and upgrades of the Imperial Avenue Vista area — Approved Capital Improvement Protect (estimated cost for design is $6.000 00) Recommendation — Reject the single proposal received from Takata Associates and authorize staff to negotiate with qualified design firms. 10 Adoption of plans and specifications for the installation of flashing red lights for the Main Street /Pine Avenue stop signs — Project No PW 01 -09 — Approved Capital Improvement Protect — (estimated cost = $25,000 00) Recommendation — (a) Adopt plans and specifications and authorize staff to advertise the project for receipt of construction bids. (b) Authorize staff to issue a purchase order for $10,000.00 to the Los Angeles County Department of Public Works for furnishing the signal equipment, 11 Right -of -way acquisition services from the Los Angeles County Department of Public Works for Douglas Street Gap Closure/Railroad Grade Separation Project (estimated cost of services = eon nnn rim Recommendation — Authorize the City Manager to issue a service request to the County Department of Public Works. 12 Agreement with Noms -Repke Company to provide public works inspection services on an as needed basis at the rate of $75.00 per hour (budgeted amount $150,000 00) Recommendation — Approve agreement and authorize the City Manager to execute the Standard Professional Services Agreement with Norris -Repke Company. 13 Request for City Council to approve the purchase of two (2) portable industrial generators installed on trailers (Fiscal Impact = $67.698 72) Recommendation — Approve the purchase of two (2) portable industrial generators installed on trailers from Engine and Equipment Company to be used to provide temporary power to the City's pump stations. 14 Acceptance of the 2000 -2001 slurry seal application at various locations Protect No PW 01- 04 (final contract amount $173.994 91) Recommendation — (a) Accept the work as complete. (b) Authorize an allocation of $7,671.00 from unallocated Gas Tax funds. o 0 5 (c) Authorize the City Clerk to file the City Engineer's Notice of Completion in the County Recorder's Office. 15 Proposed class specifications and a resolution establishing monthly salary ranges for the job classifications of Utilities Manager, Water Supervisor, Risk Manager/Purchasing Agent and Recommendation — (a) Approve the proposed class specification. (b) Adopt the resolutions establishing the monthly salary ranges. CALL ITEMS FROM CONSENT AGENDA F. NEW BUSINESS — 16 Request by the El Segundo Fire and Police Departments to close off a portion of Main Street to traffic for its New York City Relief Pancake Breakfast to be held on October 6, 2001 at 8 00 a in at Fire Station #1, 314 Main Street. (Fiscal Impact none) Recommendation — Approve request for street closure. G. REPORTS - CITY MANAGER - NONE H. REPORTS — CITY ATTORNEY — 17 Introduction of an Ordinance of the City Council adding Chapter 6A to Title 5 of the El Segundo Municipal Code to regulate tobacco product sales within the City of El Segundo Recommendation — Introduce Ordinance and waive first reading. I. REPORTS - CITY CLERK - NONE J. REPORTS - CITY TREASURER - NONE K. REPORTS - CITY COUNCIL MEMBERS Council Member McDowell - NONE Council Member Gaines - 18 Discussion on establishing a Council subcommittee to evaluate City's risks in dealing with terrorism and make recommendations for any needed policy actions or resource allocations Recommendation — Discussion and possible action. Council Member Wernick - NONE Mayor Pro Tem Jacobs - NONE 006 Mayor Gordon — 19 Request to name the Washington Park area south of Manposa "Freedom Park" as a memorial to those who lost their lives on September 11, 2001 as a result of the terrorist attacks and to create a memorial on the park. Recommendation — Council support to name the Washington Park area south of Mariposa "Freedom Park" and to create a memorial on the park. 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 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 misdemeanor and puntshable 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 — CLOSED SESSION The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Sec 54960, et seq ) for the purposes of conferring with the City's Real Property Negotiator, and /or conferring with the City Attorney on potential and/or existing litigation, and/or discussing matters covered under Government Code section 54957 (Personnel), and/or conferring with the City's Labor Negotiators, as follows Continuation of matters listed on the City Council Agenda for 5 00 p in , October 2, 2001 under "Closed Session" (if needed) REPORT OF ACTION TAKEN IN CLOSED SESSION (if required) ADJOURNMENT POSTED DATE %"-;2 i —O/ TIME 3. NAME °1 �� Q 100201 ag o n t EL SEGUNDO CITY COUNCIL MEETING DATE October 2, 2001 AGENDA ITEM STATEMENT AGENDA HEADING- Unfinished Business AGENDA DESCRIPTION Introduction of an Ordinance of the City Council amending Chapter 9 to Title 1 of the EI Segundo Municipal Code regarding Campaign Contributions and Disclosures for local elections RECOMMENDED COUNCIL ACTION Introduce the Ordinance and waive first reading Second reading and adoption would occur on October 16, 2001 BACKGROUND & DISCUSSION On September 18, 2001 the City Council requested that the City Attorney's office revise Chapter 9 of Title 1 to the EI Segundo Municipal Code to, among other things, prohibit anonymous contributions and require full disclosure on campaign literature Attached is a draft ordinance that Incorporates these changes ATTACHED SUPPORTING DOCUMENTS. Draft Ordinance FISCAL IMPACT N/A Operating Budget Amount Requested Account Number Project Phase- Appropriation required. / r . • - / H Berger, Assi City Attorney ED DATE: tr ity 5/L- Manager � 7� 1 BACKGROUND & DISCUSSION (CONTINUED): As explained in the staff report for the September 18, 2001 meeting, several changes In the Political Reform Act ( "PRA ") caused various provisions of the City's Campaign Contribution regulations to become moot Moreover, it appears that other provisions of the City's regulations may conflict with State law Following Council direction, the proposed Ordinance was redrafted to remove these provisions from the El Segundo Municipal Code ( "ESMC ") Council also requested that the City Attorney's office determine whether the City could prohibit all anonymous contributions in local elections and require full disclosure on all election- related literature It appears that the City probably can Impose these types of regulations The PRA does prohibit candidates and committees from accepting anonymous contributions of one hundred dollars ($100) or more' and also requires that senders making mass mailings make certain disclosures on those mailings2 A "mass mailing" is defined, in part, as being "over two hundred substantially similar pieces of mad 0 Based upon the City Council meeting of September 18`", the City Attorney's office understood that the Council wished to eliminate any anonymous contributions and to require all election- related mail to have full disclosure regarding the sender The City Council should be aware that the courts have not examined the question of whether a local public entity may prohibit all anonymous contributions or whether local regulations can require disclosure for all mailings (not just "mass mailings ")4 However, the Political Reform Act generally allows cities to adopt additional regulations for local elections so long as these restrictions do not interfere with a person's ability to comply with the Political Reform Acts Accordingly, based upon the City Council's direction, the proposed Ordinance imposes more restrictive regulations regarding anonymous contributions and mailing requirements than established by California law Government Code ( "GC ") §§ 84304 (no person may make anonymous contributions more than $100 in calendar year) and 85700 (anonymous contributions must be returned within 60 days of receipt) z GC §§ 84305 and 84305 5 s GC § 82041 5 See Gnset v FPPC (1994) 8 Cal 4'" 851, cert den (finding disclosure requirements in PRA for mass mailings are constitutional) ' GC §§ 81013 and 85703 009 ORDINANCE NO. AN ORDINANCE AMENDING IN ITS ENTIRETY CHAPTER 9 IN TITLE 1 OF THE EL SEGUNDO MUNICIPAL CODE ENTITLED "CAMPAIGN CONTRIBUTIONS." The city council of the city of El Segundo does ordam as follows. SECTION 1 The city council finds and declares as follows A The ability to contribute time and money to local political campaigns Is a legitimate and Important means of participating in the political process B Large monetary contributions, however, may give at least the appearance that candidates for elective office may be unduly Influenced through financial means C It is in the public interest that the City have a means by which all persons within the community have a fair and equitable opportunity to participate in local government whether by elected office or through other means D To assist with the goal of providing an even playing field to all candidates seeking elective office, and to engender public trust in the political process, the City Council enacted regulations for campaign contributions. Specifically, the City Council enacted Ordinance No 1146, adopted January 16, 1990, and Ordinance No 1278, adopted October 21, 1997, which added Chapter 9 to Title I of the El Segundo Municipal Code ( "ESMC ") entitled Campaign Contributions and consisting of §§ 1 -9 -1 to 1 -9 -7 E In general, Chapter 9 required candidates to disclose the source of campaign contributions when the amounts of such contributions exceeded a voluntary cap F In 1996 and 2000, the Califorma electorate approved two propositions that implemented regulations for campaign contributions on a statewide basis. Proposition 208, enacted in 1996, was challenged and has been partially invalidated, Proposition 34, enacted in 2000, was designed, in part, to cure the deficiencies in Proposition 208 and became effective in January 2001. G In light of these initiatives, and in the Interest of full disclosure to voters, it is In the public Interest to amend the ESMC as set forth below Page 1 of 7 [C \WINDOWS \Temporary Internet Files \OLK3252 \Campaign Contributions Repeal doc] September 26, 2001 010 SECTION 2 Chapter 9 to Title 1 of the SSMC, entitled Campaign Contributions, consisting of §§ 1 -9 -1 to 1 -9 -7 entirely amended to read as follows "Chapter 9 CAMPAIGN CONTRIBUTIONS AND DISCLOSURES 1 -9 -1 Purpose The California Political Reform Act (Government Code § 81000, et sec Imposes a number of requirements upon persons supporting or opposing candidates and ballot measures. Among other things, the Political Reform Act generally restricts anonymous contributions and requires disclosure for mass mailings Under Government Code S& 81013 and 85703 the City may impose more restrictive regulations for local elections Accordingly, this Chapttei 9 is added to the City's Code to further the public's compelling interest for frill disclosure in local elections in order to better inform the electorate and prevent political corruption Nothing contained in this Chapter 9 is intended, nor should it be construed, to supplant the Political Reform Act's requirements, or of its regulations, this Chapter is intended only to supplement the Political Reform Act as to local elections 4 - 9 - I -1 -9 -2 Defnitions;T IMITATIONS , DISGT 0814 ES Except as otherwise stated below, the words and phrases used in this Chapter generally have the same meanings as in the California Election Code, the Political Reform Act, and those regulations promulgated by the Fan- Political Practices Commission. In addition, unless the contrary is stated or clearly appears from the context, the following definitions will govern the construction of the words and phrases used in this chapter• zr-ncrrnT-avii3- a-A Far the purpeses of thir, Seetten, "e "Contribution" shall -means a payment, loans and extensions of credit (other than those made by financial institutions), a payment of a loan from a financial institution by a third party, or an enforceable promise to make a payment, except to the extent that full and adequate consideration is received, unless it is clear from the surrounding circumstances that it is not made for political purposes An expenditure made at the behesi a candidate _Saf -a ro,Q °�commrttee's, or elected officer's duection is a contribution to the candidate, committee, or elected officer, unless full and adequate consideration is received for making the expenditure. 2-1. The tern ` e "Contribution" shall includes tke pure hase-a€purchasin tickets for events such as dinners, luncheons, rallies, and similar fund- Page 2 of 7 [C \WINDOWS \Temporary Internet Files \OLK3252 \Campaign Contributions Repeal doc] September 26, 2001 011 raising events; the - granting e€ discounts or rebates not extended to the public generally or the - granting of-discounts or rebates by television and radio stations and newspapers not extended on an equal basis to all candidates for the same office, and the payn3eytt- enaytne compensation by any person for the personal services or expenses of any other person if such services are rendered or expenses incurred on behalf of a candidate or committee without the- payment of full and adequate consideration 3-2 The fena� "Ceontnbution" shall ` rthe' tnelua also includes any transfer of anything of value received by a committee from another committee The term "eantn'-••`ion" shall does not include amounts received persumit to -undei an enforceable promise to the extent such amounts have been were previously reported as a contribution However, these `°°rthatsuel� amounts will be reported in have been ~°e•• ed shall be tfidteate the appropriate campaign statement 4-3 foregoing tile tefM Shall "Contribution" does not include volunteer personal services or payments made by any individual for his or her own travel expenses if such payments are made voluntarily without any understanding or agreement that they shall -well be directly or indirectly repaid to lum B PERSON Fof the putpose of this Seetten—,"p"Person" shal4 -means an individual, proprietorship, firm, partnership, j omt venture, syndicate, business trust, company, corporation, association, or committee Bq_�1 -9 -, Anonymous Contributions Prohibited. It is unlawful for ally person to make, and any candidate or committee to solicit or accept, any anonymous contribution in a local election Page 3 of 7 [C \WINDOWS \Temporary Internet Files \OLK3252 \Campaign Contributions Repeal docl September 26, 2001 P12 Mip Page 3 of 7 [C \WINDOWS \Temporary Internet Files \OLK3252 \Campaign Contributions Repeal docl September 26, 2001 P12 1 -9 -4 [Anonymous Mailings Prohibited It is unlawful for any Berson, candidate, or committee to send any unsolicited piece ofmail supporting or opposing any candidate or ballot measure in a local election that does not comply with the requirements of Government Code & 84305 or, if a slate mailer, Government Code 84305 5 1- 9- 2 -1 -9 -5 Liberal Interpretation. The prevtstens offThis Chapter shftll -will be liberally construed hbemlly -it det-to accomplish rts the - purposes-ei�tpter Try the -e„4 time, ....... • - MON -- . ' :.. . MOM 1 -9 -4 [Anonymous Mailings Prohibited It is unlawful for any Berson, candidate, or committee to send any unsolicited piece ofmail supporting or opposing any candidate or ballot measure in a local election that does not comply with the requirements of Government Code & 84305 or, if a slate mailer, Government Code 84305 5 1- 9- 2 -1 -9 -5 Liberal Interpretation. The prevtstens offThis Chapter shftll -will be liberally construed hbemlly -it det-to accomplish rts the - purposes-ei�tpter Try the -e„4 time, • .. • - .• • - MON • .. • - .• MON ..1 Page 4 of 7 [C \WINDOWS \Temporary Internet Files \OLK3252 \Campaign Contributions Repeal docl September 26, 2001 0 1 3 WIN .. .. EMNIONIN .. .. a_- 9- 51 -9 -6 Filing Deadlines. A A final pre - election filing of updated versions of all documents required by the Political Reform Act and this Chapter shall -will be filed and received by the City Clerk by twelve o'clock (12.00) noon on the final Friday before the election and shall -will reflect all actual and anticipated expenditures and contributions through the date of the election B A final post - election filing of all documents required by the Political Reform Act and this Chapter must be received by the City Clerk by twelve o'clock (12 00) noon on the third day after the election which shtr}1-wil] reflect all actual expenditures and contributions through the date of the election +- 9- 6 -1 -9 -7 "T " �r . nforeement and Penalties. The means of enforcing this Chanter, and the Denalties for violatine it, are set forth in the Political Reform Act which will apply to this Chapter and arc mandatory. In addition to any othei penalty, the -+,e court may award a prevai ling party pfevatis in any aetten b osts of litigation, including reasonable attorney fees Page 5 of 7 [C \WINDOWS \Temporary Internet Files \OLK3252 \Campaign Contributions Repeal docl September 26, 2001 0 14 SECTION 3 If any part of this Ordinance or its application is deemed invalid by a court of competent jurisdiction, the city council Intends that such Invalidity will not affect the effectiveness of the remaining provisions or applications and, to this end, the provisions of this Ordinance are severable SECTION 4 The City Clerk is directed to certify the passage and adoption of tlus Ordinance, cause it to be entered into the City of El Segundo's book of original ordinances, make a note of the passage and adoption in the records of this meeting, and, within fifteen (15) days after the passage and adoption of this Ordinance, cause it to be published or posted in accordance with California law. SECTION 5 This Ordinance will become effective thirty (30) days following Its passage and adoption PASSED AND ADOPTED this _ day of , 2001 Mike Gordon, Mayor Page 6 of 7 [C \WINDOWS \Temporary Internet Files \0LK3252 \Campaign Contributions Repeal doc] September 26, 2001 1) 15 ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Cindy Mortesen, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five, that the foregoing Ordinance No. was duly introduced by said City Council at a regular meeting held on the day of , 2001, and was duly passed and adopted by said City Council, approved and signed by the Mayor, and attested to by the City Clerk, all at a regular meeting of said Council held on the day of 2001, 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 D Hensle ¢y By r Karl H Berger Assistant City ) ey Page 7 of 7 [C \WINDOWS \Temporary Internet Files \OLK3252 \Campaign Contributions Repeal doc] September 26, 2001 0 lG ( ( / }) §( !g \( / � .... ! \!!§ !| |� �f|\| |i | |! f =! §| =!(|e | «!!« ! ! | |§! !' |�! \ / |(\ (� ! � \ \- i;/ !2N « \� H 17 � § -§ \Ek!(( \/) !@§§G - §|. E w|! t,$E §�2��5G §E_ ( §§ §�!)Mm \ })/ §\ : :!,« ®lrr!!� ® §e, ■ ■ ƒ2:2\ :§} § hmH§)& § |!| ! _ \ ( § HR U M \/! § \\ ( ( / }) §( !g \( / � .... ! \!!§ !| |� �f|\| |i | |! f =! §| =!(|e | «!!« ! ! | |§! !' |�! \ / |(\ (� ! � \ \- i;/ !2N « \� H 17 � CITY OF EL SEGUNDO WARRANTS TOTALS BY DEPARTMENT AS OF SEPTEMBER 21, 2001 REGISTER #24 DEPT# NAME TOTAL GENERAL FUND DEPARTMENTAL EXPENDITURES GENERAL GOVERNMENT 1101 City Council 52316 1201 City Treasurer 58347 1300 City Clerk 83505 2101 City Manager 62334 2201 City Attorney 40,11578 2301 Human Resources 9,011 12 2401 Economic Development 3,13376 2402 Planning 21783 2500 Finance 60,12167 2601 Government Buildings 7,93879 2900 Nondepartmental 171,51548 6100 Library 4,54676 6601 Community Cable 1,46552 $300,431 73 PUBLIC SAFETY 3100 Police 27,93420 3200 Fire 17,280 54 2403 Building Safety 11,011 88 4300 $56,22662 PUBLIC WORKS 4101 Engineering 43653 4200 Streets 80,14687 4300 Wastewater - 3,09117 4601 Equipment Maintenance 1,32316 4801 Administration 4,071 63 $89,06936 COMMUNITY DEVELOPMENT 5100,5200 Recreation & Parks 26,74613 EXPENDITURES $472,47384 CAPITAL IMPROVEMENT $2,40828 ALL OTHER ACCOUNTS $423,541.90 TOTAL WARRANTS $898,42402 018 MINUTES OF THE REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, SEPTEMBER 18, 2001 - 5:00 P.M. 5:00 PM Session CALL TO ORDER - Mayor Gordon at 5 00 p m ROLL CALL Mayor Gordon Mayor ProTem Jacobs Council Member Gaines Council Member McDowell Council Member Wernick CLOSED SESSION: - 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 Jeffrey Capistran v El Segundo, LASC Case No YC 038535 2 El Segundo v James Van Loben Sels, et al , LASC Case No BS051651 3 El Segundo v South Bay Regional Public Communication Authority, LASC Case No YC040688 4 Glover v City of El Segundo, LASC Case No. YCO39465 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) -5- matters DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957) — None CONFERENCE WITH CITY'S LABOR NEGOTIATOR - (Gov't Code §54957.6) — None CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8) — None. 019 3 MINUTES OF THE REGULAR CITY COUNCIL MEETING SEPTEMBER 18, 2001 PAGE NO 1 MINUTES OF THE REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, SEPTEMBER 18, 2001 - 7:00 P.M. 7:00 PM Session CALL TO ORDER - Mayor Gordon at 7:00 p m INVOCATION - Chaplin Jim Rozman of the Los Angeles Air Force Base PLEDGE OF ALLEGIANCE - Council Member Nancy Wernick Council Member Gaines requested the Council discuss a matter that arose after the posting of the agenda Council Member Gaines read the entire Resolution MOVED by Council Member Gaines, SECONDED by Council Member McDowell to discuss adopting a Resolution No 4222 in support of the President and Congress actions regarding the terrorist attacks on the United States. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 MOVED by Council Member Gaines, SECONDED by Council Member McDowell to adopt Resolution No 4222 encouraging every citizen of El Segundo to come together to support the determination of the President and Congress or the United States of America MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 Mayor Gordon requested to agendize for the next Council Meeting the naming of one of the Washington Parks under construction "Freedom Park" PRESENTATIONS — (a) Mayor ProTem Jacobs presented a Proclamation declaring September 11th as 9 -1 -1 Emergency Number Day to recognize the critical importance that our 9 -1 -1 dispatchers and telecommunicators add to our safety and quality of life every day and especially to recognize the emergency responders involved in the tragic events of September 11, 2001, not only in New York City, Washington, D.0 and Pennsylvania, but throughout our Nation (b) Council Member Wernick presented a Proclamation to proclaiming the week of October 7 -13, 2001 as Fire Prevention Week, inviting the community to participate in the Fire Prevention Week activities starting at the Richmond Street Fair, Saturday, September 29, 2001, encouraging all citizens to practice fire prevention and fire safety to avoid needless loss and suffering and to heed the message "Cover the Bases and Strike out Fire " (c) Council Member McDowell presented a Proclamation encouraging our citizens who care about our children to join the PTA, and proclaiming the month of September 2001 as PTA Membership Enrollment Month MINUTES OF THE REGULAR CITY COUNCIL MEETING SEPTEMBER 18, 2001 PAGE NO 2 020 ROLL CALL Mayor Gordon Mayor ProTem Jacobs Council Member Gaines Council Member McDowell Council Member Wernick Present - Present - Present - Present - Present PUBLIC COMMUNICATIONS - (Related to City Business Only - 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves 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 Brian O'Rourke, resident, spoke regarding the recent tragedies and the placement of pedestrian stop signs Jeri Dahl, requested, on behalf of the El Segundo Community Concert Band, permission to utilize Recreation and Parks equipment and resources for the Second Annual Oktoberfest fundraiser to be held at Chevron Park from noon to 4.00 p m on Sunday, October 14, 2001 (See Consent Item #5) Sean Foster, resident, stated his request for a sound permit for the Old Towne Patio was denied He requested the Council to review the rejection Liz Garnholz, resident, spoke regarding crime in El Segundo Conrad Walton, resident, spoke regarding the no parking signs on Grand Ave 5 A.M to 7 A.M for street sweeping He complained that it is a hardship for residents who need the parking He requested that the street sweeping signs be adjusted to maybe between 10 A M and 12 P M Item brought forward from the consent agenda 5 Approve request by El Segundo Community Concert Band for permission to utilize Recreation and Parks equipment and resources for the Second Annual Oktoberfest fundraiser to be held at Chevron Park from noon to 4.00 p.m on Sunday, October 14, 2001 (Fiscal Impact $288) MOVED by Mayor ProTem Jacobs, SECONDED by Council Member McDowell to approve request by El Segundo Community Concert Band for permission to utilize Recreation and Parks equipment and resources for the Second Annual Oktoberfest fundraiser to be held at Chevron Park from noon to 4 00 p.m on Sunday, October 14, 2001 MOTION PASSED BY UNANIMOUS VOICE VOTE. 510. Mayor Gordon spoke on behalf of the Sprit Team from the El Segundo High School. He stated that the Spirit Team sponsored a Car Wash on Sunday and raised $2,100 in donations for the Red Cross disaster relief Mantz Travel, employer of Connie Thrasher, Spirit Team Mom, agreed to match dollar- for - dollar donations for a total donation of $4,200. MINUTES OF THE REGULAR CITY COUNCIL MEETING SEPTEMBER 18, 2001 PAGE NO 3 021 Mayor Gordon requested Staff to work with Mr Walton about the parking problems. A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on this Agenda by title only MOVED by Council Member McDowell, SECONDED by Council Member Gaines, to read all ordinances and resolutions on this Agenda by title only MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0. B. SPECIAL ORDERS OF BUSINESS - Continued Public Hearing on FY 2001 -2002 Operating Budget and Five -Year Capital Improvement Plan and adoption of Resolutions approving Appropriations Limit, Preliminary Budget as amended, and Capital Improvement Plan as amended Mayor Gordon stated this is the time and place hereto fixed for a continued public hearing on the FY 2001 -2002 Preliminary Budget and Five -Year Capital Improvement Plan He asked if proper notice of the hearing was done in a timely manner and if any written correspondence had been received Clerk Mortesen stated that proper notice was completed and no written communications had been received. Council consensus to close public hearing City Attorney Mark Hensley read the following RESOLUTION NO. 4223 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL SEGUNDO, CALIFORNIA, APPROVING AND ADOPTING AN OPERATING BUDGET AND FIVE -YEAR CAPITAL IMPROVEMENT PROGRAM FOR FISCAL YEAR 2001/2002. MOVED by Mayor ProTem Jacobs, SECONDED by Council Member Gaines to approve Resolution No 4223 approving adopting an Operating Budget and Five -Year Capital Improvement Program for fiscal year 2001/2002. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0. City Attorney Mark Hensley read the following RESOLUTION NO. 4224 A RESOLUTION ADOPTED BY THE EL SEGUNDO CITY COUNCIL AMENDING THE CITY'S APPROPRIATIONS LIMIT ESTABLISHED BY RESOLUTION NO. 4183 ADOPTED SEPTEMBER 19, 2000. MOVED by Council Member Gaines, SECONDED by Council Member McDowell to approve Resolution No 4224 amending the City's Appropriations Limit established by MINUTES OF THE REGULAR CITY COUNCIL MEETING SEPTEMBER 18, 2001 PAGE NO 4 022 Resolution No 4183 adopted September 19, 2000 MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0. City Attorney Mark Hensley read the following RESOLUTION NO. 4225 A RESOLUTION ADOPTED BY THE EL SEGUNDO CITY COUNCIL SETTING ITS APPROPRIATIONS LIMIT FOR FISCAL YEAR 2001 -2002 IN ACCORDANCE WITH ARTICLE X11113 OF THE CALIFORNIA CONSTITUTION. MOVED by Mayor ProTem Jacobs, SECONDED by Council Member Gaines to approve Resolution No 4225 setting its Appropriations Limit for Fiscal Year 2001 -2002 in Accordance with Article XIIIB of the California Constitution MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0. C. UNFINISHED BUSINESS — 2 Award of design contract to Lawrence R Moss and Associates for the Downtown Specific Plan Improvements — Approved Capital Improvement Project — (contract am6unt = $370,880 00) Mayor ProTem Jacobs Not - Participating MOVED by Council Member McDowell, SECONDED by Council Member Gaines to award Contract No 2923 to Lawrence R. Moss and Associates for the Downtown Specific Plan Improvements — Approved Capital Improvement Project — (contract amount = $370,880 00) and authorize the City Manager to execute the contract on behalf of the City. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0. MAYOR PROTEM JACOBS NOT PARTICIPATING. D. REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS - None E. CONSENT AGENDA All items listed are to be adopted by one motion without discussion and passed unanimously If a call for discussion of an item is made, the item(s) will be considered individually under the next heading of business Approved Warrant Numbers 2519845 - 2520137 on Register No 23 in total amount of $1,145,406 57, and Wire Transfers in the amount of $368,593 14 4 Approved City Council meeting minutes of September 4, 2001. ITEM BROUGHT FORWARD TO PUBLIC COMMUNICAIONS 5 Approved request by El Segundo Community Concert Band for permission to utilize Recreation and Parks equipment and resources for the Second Annual Oktoberfest fundraiser to be held at Chevron Park from noon to 4.00 p.m. on Sunday, October 14, 2001 (Fiscal Impact $288) MINUTES OF THE REGULAR CITY COUNCIL MEETING SEPTEMBER 18, 2001 PAGE NO 5 1.23 6 Authorized issuance of blanket purchase order to Studio Printing for FY 2001 -2002 for seasonal brochure on a quarterly basis for the Recreation and Parks Department for one year 7 Approved Standard Professional Services Agreement No. 2924 between Team One Advertising Agency and the City of El Segundo for services related to the planning, execution and placement of advertising for the City's business recruitment and retention program and for promotion of the Downtown and authorized the Mayor to execute on behalf of the City 8 Approved Standard Professional Services Agreement No 2925 with MRH Structural Engineers for providing architectural, structural, energy, electrical, mechanical, plumbing and grading plan review services on an as- needed basis. Contract may be extended from year to year not to exceed three years. Total cost not to exceed $294,000 for fiscal year 2001 -2002 Authorized City Manager to execute on behalf of the City and to execute any extension options if needed 9 Approved Standard Professional Services Agreement No 2926 with Hunter — Kennedy and Associates, Inc (HKAI) for providing implementation support of the City's Standard Urban Storm Water Mitigation Plan (SUSWMP) Ordinance 1329 Total cost not to exceed $15,000 for fiscal year 2001 -2002 Authorized City Manager to execute on behalf of the City 10 PULLED FOR DISCSUSSION BY COUNCIL MEMBER WERNICK 11 Authorized annual renewal of Library blanket purchase orders to encumber funds for three vendors Baker & Taylor Information Services, OCLC Pacific Network and Innovative Interfaces, Inc for FY 2001 -2002 for supplying library materials, online cataloging services and system maintenance Fiscal Impact $131,000 Approved addendum C to Innovative Interfaces, Inc , Contract No 2235. 12 Authorized issuance of a blanket purchase order to Wittman Enterprises for FY 2001 -2002 for paramedic billing services. 13 Award Contract No 2927 to Southland Construction for Eucalyptus Drive curb and sidewalk — Approved Capital Improvement Project — Project No. PW 01 -10 (contract amount = $29,721 00) and authorized the City Manager to execute the standard Public Works contract after approval as to form by the City Attorney. 14 Rejected the single bid received from Deckrite Company for $58,400 00 for refurbishment of two (2) racquetball courts in Recreation Park — Approved Capital Improvement Project -Project No PW 01 -08 15 PULLED FOR DISCUSSION BY COUNCIL MEMBER GAINES 16 MAYOR GORDON POSSIBLE CONFLICT OF INTEREST 17 PULLED FOR DISCUSSION BY COUNCIL MEMBER WERNICK MINUTES OF THE REGULAR CITY COUNCIL MEETING SEPTEMBER 18, 2001 PAGE NO 6 r) A 18 Approved proposed revisions to the class specification for lob classification of Accounting Technician 19 Approved application by Global ParaTransit, Inc , dba Yellow Top Taxi to obtain a business license permit to operate (pick up fares) in the City of El Segundo MOVED by Council Member McDowell, SECONDED by Council Member Gaines, to approve consent items 3, 4, 6, 7, 8, 9, 11, 12, 13, 14, 18 and 19 MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0. CALL ITEMS FROM CONSENT AGENDA 10 Approve Standard Professional Services Agreement No 2928 with Data Microlmaging Company (DMC) to provide microfiche services to the Community, Economic and Development Services Department. Total cost not to exceed $20,000 for fiscal year 2001 -2002 Authorized City Manager to execute on behalf of the City MOVED by Council Member Wernick, SECONDED by Council Member McDowell to approve Standard Professional Services Agreement No 2928 with Data Microlmaging Company (DMC) to provide microfiche services to the Community, Economic and Development Services Department Total cost not to exceed $20,000 for fiscal year 2001 -2002 Authorized City Manager to execute on behalf of the City MOTION PASSED BY UNANIMOUS VOICE VOTE. 510 15 Receive and filed report on methodology in effectuating cost savings while contracting out MOVED by Council Member Gaines, SECONDED by Council Member McDowell to receive and filed report on methodology in effectuating cost savings while contracting out MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 16 Adopt plans and specifications for the rehabilitation of Sanitary Sewer Pump Station No 6 — Project No PW 01 -12 — Approved Capital Improvement Project (estimated cost = $397,635 00) and authorized staff to advertise the project for receipt of construction bids MOVED by Council Member Wernick, SECONDED by Council Member McDowell to adopt plans and specifications for the rehabilitation of Sanitary Sewer Pump Station No 6 — Project No PW 01 -12 — Approved Capital Improvement Project (estimated cost = $397,635.00) and authorized staff to advertise the project for receipt of construction bids. MOTION PASSED BY UNANIMOUS VOICE VOTE 4/0. MAYOR GORDON NOT PARTICIPATING. 17 Approve examination plan for the Personnel Merit System lob classification of Executive Assistant MOVED by Council Member Wernick, SECONDED by Council Member McDowell to approve examination plan for the Personnel Merit System lob classification of Executive Assistant MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 MINUTES OF THE REGULAR CITY COUNCIL MEETING SEPTEMBER 18, 2001 PAGE NO 7 NEW BUSINESS - 20 Introduction of an Ordinance repealing Chapter 9 of Title 1, Campaign Contributions from the El Segundo Municipal Code Mayor Gordon requested that Staff check the legality of requiring total disclosure and allowing no anonymous contributions and maintaining the last filing requirements He also requested that the City Attorney look Into disclosure on mailers and flyers Item to be presented at the October 16, 2001 G. REPORTS - CITY MANAGER - NONE H. REPORTS — CITY ATTORNEY - NONE REPORTS - CITY CLERK - NONE REPORTS - CITY TREASURER - NONE K REPORTS - CITY COUNCIL MEMBERS - Council Member McDowell - 21 Approve the membership of the City of Palm Springs to the Independent Cities Risk Management Authority (ICRMA) City Attorney Mark Hensley read the following RESOLUTION NO 4226 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL SEGUNDO APPROVING AN AMENDMENT TO THE INDEPENDENT CITIES RISK MANAGEMENT AUTHORITY JOINT POWERS AGREEMENT ADMITTING TO MEMBERSHIP THE CITY OF PALM SPRINGS MOVED by Council Member McDowell, SECONDED by Council Member Wernick to approve Resolution No 4226 approving an amendment to the Independent Cities Risk Management Authority Joint Powers Agreement Admitting to Membership the City of Palm Springs. MOTION PASSED BY UNANIMOUS VOICE VOTE. 510. Council Member Gaines — Spoke regarding the tragedies. Requested staff to come back to Council with a report on expediting the water well project He also requested a sub- committee be established to investigate the City's ability to deal with terrorist attacks. This item to be agendized for the next Council Meeting He requested that the risk areas be identified so Council can address them either as a policy, budgetary or staff Council Member Wernick — Spoke of the recent tragedies and the Pancake Breakfast to be presented by the Fire and Police Department with all proceeds going to the Fire /Police relief funds MINUTES OF THE REGULAR CITY COUNCIL MEETING SEPTEMBER 18, 2001 PAGE NO 8 0 , F Mayor Pro Tern Jacobs — Spoke regarding the tragedies and the success of the Heart Walk Mayor Gordon — Mayor Gordon requested a presentation be made on how the City deals with emergencies, and how the Emergency Operations Center works The Council may also host a forum on how the City works with the County during disasters 22 Request City Council to direct staff to prepare an ordinance restricting the manner in which tobacco products are sold Council directed staff to prepare an ordinance that would require that sales of tobacco products be made person -to- person and not through the vending machines PUBLIC COMMUNICATIONS - (Related to City Business Only - 5 minute limit) Individuals, who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council Failure to do so shall be a misdemeanor and punishable by a fine of $250 While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda The Council will respond to comments after Public Communications is closed Liz Garnholz, resident, spoke regarding Council comments MEMORIALS - Adjournment in memory of former Recreation & Parks Department employee and 60 -year resident of El Segundo, Carlos Sanchez, and the victims of the terrorist attacks in New York, Washington, D C and Pennsylvania CLOSED SESSION - NONE ADJOURNMENT at 9 10 p.m Cindy Mortesen, City Clerk MINUTES OF THE REGULAR CITY COUNCIL MEETING SEPTEMBER 18, 2001 PAGE NO 9 097 EL SEGUNDO CITY COUNCIL MEETING DATE: October 2, 2001 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION. Leadership El Segundo Class of 2000 donation to the El Segundo Teen Center RECOMMENDED COUNCIL ACTION: Receive donation from the Leadership El Segundo Class of 2000 BACKGROUND & DISCUSSION Each year the El Segundo Chamber of Commerce puts together a class for a group of people identified as leaders in the community of El Segundo The class meets on a regular basis over a one -year period with the objectives of Increasing interest and knowledge about the community and improving leadership skills Once the class is complete, they put together a group project The Leadership El Segundo Class of 2000 project was to raise funds to be donated to the El Segundo Teen Center The specific need that was Identified by the Teen Center was an air conditioner In May 2001, the leadership class held a community ATTACHED SUPPORTING DOCUMENTS, None FISCAL IMPACT $7,400 in donations dedicated to the El Segundo Teen Center Operating Budget: Amount Requested Account Number, Pro)ect Phase. Appropriation required, No A- /y 9 -L 5-c) � Bret M Plumlee, Director of Administrative Services UA I t. ry Wrenn, City Manager 7/',711 9125101 3 43 PM 4 028 BACKGROUND & DISCUSSION (Contd.): picnic in Chevron Park, which consisted of food, drinks, raffles for prizes, and entertainment The event was very successful and generated over $7,700 in net proceeds, which are now being donated to the El Segundo Teen Center for an air conditioner 9/25/01 3 43 PM I1�� EL SEGUNDO CITY COUNCIL MEETING DATE: October 2, 2001 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: The Downtown Specific Plan Implementation committee's recommendation for annual Prop A Funding in amount of $39,350 for the Lunchtime Shuttle operations and maintenance RECOMMENDED COUNCIL ACTION: Approve the use of Prop A funding in the amount of $39,350 for the Lunchtime Shuttle operations and maintenance BACKGROUND & DISCUSSION: A pilot three -month program to provide transportation to employees working east of Sepulveda near Grand to downtown El Segundo during weekday lunchtime hours has been offered Due to Its success, the Downtown Specific Plan Implementation committee recommends Implementing this program on a year - round basis using Proposition A funding The year -round program will operate two vans weekdays from 11 30 - 2 15 p m , with van drivers assigned to work from 11 15 a m - 2 30 p m to accommodate the pre -trip Inspection report, driving the shift, gassing, cleaning and returning the vehicle to its designated location Annual staffing costs are $23,100 and maintenance costs are estimated to be $16,250 for a total of $39,350 FISCAL IMPACT• Operating Budget. $39,350 Amount Requested, $39,350 Proposition A funding Account Number: ($23,100 - 112 - 400 - 52934102), ($16,250 - 112400 -5292 -6224) Appropriation required: $39,350 Proposition A funding Z ala Burkholder, Recreation Supervisor DATE: September 4, 2001 ZRecreation and Parks Director DATE: nager L0 030 EL SEGUNDO CITY COUNCIL MEETING DATE: October 2, 2001 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Approval of first phase of the State of California Purchasing Card (Cal Card) program RECOMMENDED COUNCIL ACTION: Direct staff to implement the first phase of the Cal Card program BACKGROUND & DISCUSSION: The City of El Segundo currently is restricted to making purchases by petty cash, purchase order and by check Petty cash requests are limited to $100 per transaction and much paperwork and follow -up staff time is needed to monitor all transactions This is inefficient, time consuming and costly Additionally, there is often the need to release a check early for purchases over $100 (continued) ATTACHED SUPPORTING DOCUMENTS: Executive Summary - State of California Approved — Purchasing Card Program FISCAL IMPACT: Operating Budget N/A Amount Requested N/A Account Number N/A Project Phase PILOT PROGRAM Appropriation required NONE ORIGINATED: DATE: 1;1!1 { .�(�AX 5j - Zq—o ( J ichard Ho e, Risk Manager /Purchasing Agent Bret Plumlee, Finance Director 101 9/24/01 10 42 AM 0 3 L BACKGROUND & DISCUSSION Continued: Over the past two years the Risk Manager /Purchasing Agent and Accounts Payable staff have established a selective group of coordinators who work with them and their respective departments each day on the various purchasing and accounts payable processes During this past year staff has been working cooperatively with these coordinators in an effort to come up with ways in which to streamline and enhance the purchasing and accounts payable processes Some of the improvements made include raising the departmental purchase order (DPO) dollar threshold from $350 to $2,500, introduction of a DPO stamp in lieu of the DPO form for invoice processing, and eliminating issuing written or blanket purchase orders under $2,500 Written purchase orders and their numbers are now being generated and printed out by the Eden system and blocks of pre - assigned and confirming purchase order numbers are no longer needed due to shorter purchase order processing time These improvements and others have also provided for shorter processing times in each area Many invoices can be stamped and submitted to Accounts payable for processing in the same day As a next step in continuing to increase operational efficiency, the Administrative Services Department is requesting to initiate the Cal -Card purchasing program Cal -Card is a purchasing card program that allows employees to make purchases during the course of their daily assigned duties A number of unique controls have been developed for the Procurement Card program that does not exist in a traditional credit card environment These controls ensure the card can be used only for specific purchases and within specific dollar limits It is MANDATORY that each Cardholder attends training before a card is issued In addition, certification of all purchases is required by each cardholder, with verification performed by the Approving Official within the Cardholder's Department/Division, before the bill is submitted to Accounts Payable fol payment There is no annual fee or transaction cost with this program Staff has met with representatives of Union Bank and Cal Card to learn more about the program Additionally, Staff has contacted several cities that currently are using the Cal -Card program, and all of those contacted have experienced increased efficiency and lower costs Staff feels that implementing this pilot program would reduce the numbers of checks, direct payment orders, petty cash requests, purchase orders and associated staff time for low- dollar value items, and also improve the accountability of purchases Additionally, suppliers would receive payment directly from the bank within two days, while the City would have up to 40 days to make payment to the Visa banking institution Advantages to using this program include some of the following • Streamline the procurement cycle for the purchasing and administrative functions • Eliminate invoices of low -value purchases so the City would only receive one invoice per month • Reduce or eliminate check requisitions, petty cash, direct payment orders, purchase orders, and the number of checks issued for low -value purchases • Reduce order -taker activities in purchasing • Obtain discounts on purchases with improved payment timing and lower processing costs to suppliers • Reduce payment time, which is typically 30 to 45 days from the date of service or goods received 032 9194/01 1049 AM The City's responsibilities in setting up this pilot program include designating the Risk Manager/Purchasing Agent as the Agency Program Coordinator, approving officials (current personnel with signature authority), cardholders (personnel listed below), and Accounting Manager as the accounting coordinator, establishing card limits and purchase restrictions, developing instructions /procedure manual (attached to this report) including required cardholder training program prior to issuance of Cal Card The Risk Manager /Purchasing Agent in conjunction with the Director of Administrative Services will be responsible for writing procedures, setting up necessary controls and staff training It would be staffs recommendation to implement this program as a "pilot program" starting with a select group of employees The select group for this pilot program is as follows City Manager (Travel), All Department Heads (Travel), City Council, Executive Assistant (Travel), Police, Training Sgt (Travel), Sr Administrative Specialist (Administrative Services) and Risk Manager /Purchasing Agent If the pilot program is successful, staff will then implement the Cal Card purchasing program department by department until in use citywide, as needed 0,13 9/24/01 10 42 AM Executive Summary — State of California Approved Purchasing Card Program The Cal -Card program will add an indispensable tool to the City's procurement processes Benefits include Efficiency • Requisitions, approvals, purchase and service orders, petty cash, travel expense claims and prepayments are replaced by the CAL -Card • Valuable personnel hours are no longer spent generating and tracking purchase orders or reconciling problems • Fewer steps between order and delivery, making purchasing easier and more efficient • Streamlined data entry • Productivity increases as cardholders spend less time generating and tracking paperwork The CAL - Card's predetermined spending limits promote greater awareness of budget restraints Cardholders become smarter shoppers, and eliminate the urge to "stockpile" products and supplies Cardholders know they can purchase exactly what they need to complete their lobs and when they need it Controls • Single- transaction dollar limits allow City staff to specify the amount of any single purchase • City staff can control spending limits over a single day or a billing cycle Enhanced Data • Visa has actively pursued the collection of merchant data elements required for 1099 reporting to the Internal Revenue Service Through management information system reports the data provided includes supplier name, address, taxpayer identification number, incorporation status, sole proprietor, merchant category code, and total merchant spends Expense Management • Allocate expenses to a specific cost center, project or general ledger account • Individual cardholder monthly account statements detail purchases for review and approval • Charges from individual accounts will be grouped into one or more centralized invoices for payment and processing U.S Bank I.M P.A C Government Services Support • The CAL -Card is accepted at over 15 million locations worldwide, including a growing number of wholesalers, manufacturers, and other government suppliers • 24 -hour lost or stolen card replacement in the United States and Canada, or within one business day elsewhere • Dedicated team of U S Bank I M P A C Government Services specialists to service CAL - Card participants State of California Support • Dedicated team of State of California specialists to assist with CAL -Card Program implementation, procedure development, training and ongoing support • Monitor and enhance CAL -Card Program performance through participant input and industry advancements 0,14 Q /7d /nl In A� AM EL SEGUNDO CITY COUNCIL MEETING DATE: October 2, 2001 AGENDA ITEM STATEMENT AGENDA HEADING- Consent Agenda AGENDA DESCRIPTION* Amendment to Memorandum of Understanding (MOU), Hyperion Landscape Agreement RECOMMENDED COUNCIL ACTION. Approve amended MOU and authorize the Mayor to execute on behalf of the City BACKGROUND & DISCUSSION On the September 16, 1994 the City Council approved a MOU known as the Hyperion Landscape Agreement The Hyperion Landscaping Project was part of a dispute resolution, stemming from the Hyperion Mitigation Monitor Implementation Plan (MMIP) and was administered by the City of El Segundo The Project was financed by the City of Los Angeles under the MOU Well over 1,100 plants have been placed in the 600 foot land landscape project area The vegetation has grown over the years and is well established. The vegetation screen between Hyperion and the residential area meets the intent of the MOU The acceptance of this amendment transfers the maintenance of the landscaping to Los Angeles City ATTACHED SUPPORTING DOCUMENTS. Amendment to MOU FISCAL IMPACT Operating Budget N/A Amount Requested N/A Account Number N/A Project Phase- N/A Appropriation required. N/A ORIGINATED DATE. August 31, 2001 Seimone Jurps Budding Safety Manager 16�, Pl 't, f , 5 - James Hansen Community, Economic and Development Services Director REVIEWED DATE 'd.4 ity anager 9/71a X 7 035 , ADDENDUM TO MEMORANDUM OF UNDERSTANDING CITY OF EL SEGUNDO AND CITY OF LOS ANGELES HYPERION LANDSCAPE AGREEMENT Following is an addendum to the original Memorandum of Understanding (MOU) between the Cities of El Segundo and Los Angeles regarding the Hyperion Landscape Agreement. The MOU was signed September 16, 1994 by Carl Jacobson, Mayor of El Segundo, and Charles E. Dickerson III, President of the Los Angeles Board of Public Works This Addendum complies with Section VI.a. of the MOU, which reads, "All or any part of this MOU or any requirement therein may be changed or altered at any time by mutual written agreement of both the City of El Segundo and City of Los Angeles." The purpose of this Addendum is to accommodate changes in the maintenance requirements of the established landscape that will promote the goal of naturalizing the site. I. Declaration of Fulfillment a) Both parties to this agreement hereby agree and certify that the requirements of Sections I, II, IV, and V of the MOU are fully and completely executed and that no further action is necessary to satisfy the requirements of those Sections. b) All inspections of the site, the project's plans, and the City of El Segundo's admuiistrative and fiscal records are complete and Los Angeles is prepared to accept full responsibility for the site in accordance with Section II of this Addendum. C) Los Angeles certifies that the landscape irrigation system is in good and operable condition Both parties agree that irrigation terminated at the site in October, 1999. d) This Addendum supersedes and modifies in its entirety Section III (Maintenance) of the MOU, per the terms set forth in Section II of this Addendum. II. Revision of Maintenance Requirements a) Due to various factors over the duration of the landscape plan implementation, the City of El Segundo's maintenance obligations for the plan extended beyond the original two -year period outlined in Section III of the MOU. Though the original planting was according to plan, there have been re- plantings and additional plantings in order to ensure a visual screening of Hyperion satisfactory to the City of El Segundo. This was accomplished through three separate change orders between the initial contract award date of November I7, 1994 and October 21, 1997. El Segundo hereby certifies that the installed landscape satisfactorily meets the requirements of a "healthy and viable landscape" as originally set forth in Section III.a. of the MOU. It is anticipated that when the current vegetation reaches the density and height associated with maturity, it will provide visual screening of Hyperion to a level acceptable to the City of El Segundo. This certification releases Los Angeles from any future landscape additions or improvements notwithstanding those required in Sections IIA -f, below. �� & ,MITTAL N0. '' Hyperion Landscape Agreement Addendum to MOU March 8, 2001 City of Los Angeles City of El Segundo b) El Segundo certifies that it has documented the height and density of the landscape buffer, and the amount of visual screening afforded This documentation is attached as Exhibit "A," and includes a set of three panoramic, still photographs of the site, including elevation benchmarks and identification of viewpoint sites Copies of such documentation have been given to Los Angeles prior to the signing of this addendum C) The effectiveness of the screen in mitigating view impacts of Hyperion (as intended by the original MOU) is estimated to be 80% as of the date of the execution of this addendum, and as depicted in Exhibit "A " Future evaluations of the effectiveness of the screen can be calculated by comparing the benchmark panoramic photographs accompanying this addendum and panoramic photographs taken from the same location(s) at future dates d) Beginning on the effective date of this addendum, Los Angeles shall be obligated to cultivate a naturalized landscape buffer that provides an adequate visual screen of Hyperion This was the objective of the MOU when originally signed. This obligation requires Los Angeles to maintain a "healthy and viable landscape" that affords a visual screen of Hyperion not less than the level documented in Section II c., above If it becomes clear that said level of screening is not sustainable due to vegetation die -off, Los Angeles shall make a determination that the particular plant species involved in the die -off is not suitable for the habitat, will recommend alternative species, and communicate these issues in writing to El Segundo; ■ limit the height of the landscape buffer foliage to 120 feet above mean sea level, ■ prune the foliage adequately to keep the Department of Water and Power access road clear of vegetation and debns; ■ remove dead growth as necessary to comply with applicable fire codes. e) At mutually agreed upon dates and tunes, representatives of both cities will conductjoint inspections of the landscape buffer. If dates cannot be mutually agreed upon, the default dates will be the first Wednesdays of March, June, September, and December, at 9:00 a.m. f) Both parties acknowledge that due to unforeseen circumstances, the landscape buffer can be severely damaged or destroyed by natural or man-made causes beyond the control of either parry. In the event that such a loss should occur, both parties agree that a mutual and collective effort to restore the buffer and/or otherwise resolve the issue will be made if conditions warrant such an effort at that time. g) Any future dispute as to the discharge of the requirements of this addendum shall be made in writing by either party, per the dispute resolution guidelines of the Environmental Litigation Settlement Agreement between the City of Los Angeles and City of El Segundo All or any part of this MOU or any requirement therein may be changed or altered at anytime by mutual written agreement of both the City of El Segundo and the City of Los Angeles. Page 2 037 Hyperion Landscape Agreement Addendum to MOU March 8, 2001 For they City of Los Angeles Title Date APPROVED AS TO FORM James K. Hahn, City Attomey CITY OF EL SEGUNDO: Mike Gordon, Mayor ATTEST: City Clerk City of Los Angeles City of El Segundo For the City of El Segundo Title ATTEST J. Michael Carey, City Clerk go Titl rn6,e 3 Date 038 EL SEGUNDO CITY COUNCIL MEETING DATE: October 2, 2001 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION Request for Qualifications for Management Services at the Lakes at El Segundo Golf Course RECOMMENDED COUNCIL ACTION. Direct staff to distribute RFQ for management services to prospective golf management companies BACKGROUND & DISCUSSION: The Lakes at El Segundo Golf Course is currently managed by Premier Golf This Company was the successful bidder for this management contract during the liquidation of Family Golf assets in January 2001 The company is owned by BIII Schickler, former partner with Family Golf, and is managing the facility on a month to month contract Staff has developed a RFP for management service for this facility, which has been reviewed by the Golf Course Sub - Committee, City Manager, City Attorney, Purchasing Agent and other city staff The RFQ's will be sent out to interested firms in September, and proposals will be reviewed in October The most qualified candidates will be interviewed, and the golf course sub - committee will make a recommendation to City Council ATTACHED SUPPORTING DOCUMENTS- RFQ for Management Services — The Lakes at El Segundo Golf Course FISCAL IMPACT: None Operating Budget Amount Requested, Account Number. Project Phase. Greg Johnson, FNcNation and Parks Director Mary Strenn, Ch Manager DATE- September 7, 2001 • 039 CITY OF EL SEGUNDO REQUEST FOR QUALIFICATIONS RFQ # 01 -12 PROFESSIONAL MANAGEMENT SERVICES FOR THE LAKES AT EL SEGUNDO GOLF COURSE SUBMITTAL: One (1) original and seven (7) copies must be received on or before 11:00 A.M., November 6, 2001 (LATE ARRIVALS WILL NOT BE ACCEPTED UNDER ANY CIRCUMSTANCES) Addressed to City Clerk's Office Address 350 E Main Street, El Segundo, CA 90245 -3895 Mark envelope, PROFESSIONAL MANAGEMENT SERVICES FOR "THE LAKES AT EL SEGUNDO" GOLF COURSE RFQ # 01 -12 PROPOSALS RECEIVED AFTER THE TIME AND DATE STATED ABOVE SHALL BE RETURNED UNOPENED Statement of Qualifications will be received by the City Clerk, 350 E Main St, El Segundo, CA 90245 -3895, until 11 00 A M , on November 6, 2001 for providing PROFESSIONAL MANGEMENT SERVICES FOR THE LAKES AT EL SEGUNDO GOLF COURSE Documents may be inspected and obtained in the office of the Risk Manager /Purchasing Agent, 350 E Main Street, El Segundo, CA, 90245 -3895, or by calling 310- 524 -2339 The City hereby affirmatively ensures that minority owned business enterprises will be afforded full opportunity to submit and have considered, a Statement of Qualifications in response to this notice and will not be discriminated against on the basis of race, color, national origin, ancestry, handicap, gender, or religion in any consideration leading to the award of contract The right is reserved by the City of El Segundo to reject any or all submittals, to waive any irregularities or informalities not affected by law, to evaluate the submittals provided and to award the contract according to the offer which best serves the interests of the City Dated this September 26, 2001 at El Segundo, California By Publication Date: October 3, 2001 1 0 40 GENERAL CONDITIONS RFQ NO. 01 -12 PROFESSIONAL MAMAGEMENT SERVICES FOR THE LAKES AT EL SEGUNDO GOLF COURSE PROJECT DESCRIPTION The City of El Segundo is requesting Statement of Qualifications from qualified and experienced contractors for providing professional operating services for The Lakes at EL Segundo Golf Course The professional services have been set forth in this Request for Qualifications and include • Pro Shop Management— Including PGA Golf Pro Services • Restaurant/Concession Management • Golf Course Maintenance and Management • Driving Range Maintenance and Management Through a combination of evaluations and interviews, the City will choose the contractor who will best serve the interests of the City One original and seven (7) copies of the Statement of Qualifications are to be submitted to the City Clerk's Office, 350 E Main Street, on or before 11:00 a.m., November 6, 2001. INFORMATION This Request for Qualifications is being issued by the City of El Segundo Purchasing Section Unless otherwise directed, all communications regarding this Request for Qualifications should be directed to Greg Johnson, Director of Recreation and Parks, at (310) 524 -2707 Any revisions to the Request for Qualifications will be issued and distributed as addenda Contractors are specifically directed not to contact any other City personnel for meetings, conferences or technical discussions related to this Request for Qualifications Failure to adhere to this policy may be grounds for rejection of Proposals Important Notice The City of El Segundo will not be responsible for oral interpretations given by any City employee, representative, or others Contractors are cautioned that any statements made that materially change any portion of the contract documents shall not be relied upon unless subsequently ratified by a formal written amendment to the contract documents The issuance of a written addendum is the only official method whereby interpretation, clarification, or additional information can be given If any addenda are issued to this Request for Qualifications, the City will attempt to notify all prospective contractors who have secured same However, it will be the responsibility of each contractor, prior to submitting their Statement of Qualifications, to contact J Richard Hogate, Risk Manager /Purchasing Agent, 350 E Main Street, El Segundo, CA, 90245 -3895, (310) 524 -2339 to determine if addenda were issued and to make such addenda a part of the Statement of Qualifications (1 41 CONTRACTING AGENCY The contract resulting from this Request for Qualifications will be administered by the City of El Segundo Recreation and Parks Department BUSINESS TAX CERTIFICATE Possession of a City of El Segundo Business License is not required to submit a response to this invitation However, Contractor shall be required to possess, at his /her own expense, a valid and current City of El Segundo business License, prior to commencing work For additional information, contact the City of El Segundo Finance Department at (310) 524 -2327 INSURANCE NOTE., THE ACTUAL INSURANCE REQUIREMENTS WILL ULTIMATELY BE BASED UPON THE FINAL CONTRACT AGREEMENT. The following is provided for informational purposes only, to alert prospective contractors of potential insurance requirements should a contract be awarded. With respect to performance of work under this agreement, Contractor shall maintain, and shall require all of its subcontractors to maintain, insurance as described below (a) Commercial General Liability and Property Damage The Contractor shall maintain insurance for protection against all claims arising from injury to person or persons not in the employ of the Contractor and against all claims resulting from damage to any property due to any act or omission of the Contractor, his agents, or employees in the operation of the work or the execution of this contract Such insurance shall include products /completed operations liability, owner's and Contractor's protective, blanket contractual liability, personal injury liability, and broad form property damage coverage The minimum shall be as follows Bodily Injury (Injury or Accidental Death) and Property Damage (Per occurrence) $1,000,000 Combined Single Limit (b) Commercial Automobile Public Liability and Property Damage The Contractor shall maintain Automobile Public Liability and Property Damage Insurance for protection against all claims arising from the use of vehicles, owned, hired and non - owned, or any other vehicle in the prosecution of the work included in this contract Such insurance shall cover the use of automobiles and trucks on and off the site of the project The minimum amounts of Automobile Public Liability and Property Damage Insurance shall be as follows Bodily Injury (Injury or Accidental Death) and Property Damage (Per Occurrence) $1,000,000 Combined Single Limit (c) Workers' Compensation Insurance The Contractor shall maintain Workers' Compensation Insurance with statutory limits and Employers Liability Insurance with limits of not less than $1,000,000 per accident Such insurance shall comply with all applicable state laws Contractor shall provide the City with a Certificate of Insurance showing proof of insurance acceptable to City Certificates containing wording that releases the insurance company from liability for non - notification of cancellation of the insurance policy are not acceptable Policy(is) are to be endorsed to include a waiver of subrogation against the City, its officers, officials agents and employees Contractor and its employees are not employees of the City of El Segundo Contractor and /or its insurers are responsible for payment of any liability arising out of Worker's Compensation, unemployment or employee benefits offered to its employees 042 (d) All Risk Physical Damage The Contractor shall maintain All Risk Physical Damage Insurance covering all insurable real property structures, equipment and contents owned by or leased to the contractor, including flood coverage, in an amount not less than 100% of the replacement cost of the total value of contractor" owned or leased property at the golf course Such insurance shall not contain a co- insurance provision and shall be written on a replacement cost basis The insuring provisions, insofar as they may be fudged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms of the insuring provisions herein may be within public policy and enforceable Additional Insured The General Liability and Auto Liability policy(is) are to contain or be endorsed to name the City, its officers, appointed and elected officials, agents, employees and volunteers as Additional Insured as respects the liability arising out of the activities performed in connection with this contract The coverage shall (a) be primary with respect to any insurance or self - insurance programs maintained by the City, (b) 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, and (c) contain Standard Cross -habi ity provisions Such additional insured endorsements maintained by the Contractor and its subcontractors shall not be required to provide coverage for City for the active negligence of City Original endorsements, signed by a person authorized to bind coverage on its behalf, shall be furnished to the City by the successful contractor Indemnification Contractor shall indemnify and save harmless the City, its officers, officials, agents, employees and volunteers from and against any and all claims, demands, suits, loss, damage, injury and liability, including cost and expenses incurred in connection therewith, resulting from, arising out of, or in any way connected with the performance of the contract, including delivery and unloading of supplies and equipment, regardless of the passive, concurrent negligence on the part of the City or anyone acting under its direction or control or on its behalf It is further the intent of the parties that this indemnification requirement is not intended to relieve the City from liability for the active negligence of the City, its officers, appointed and elected officials, agents and employees This hold harmless clause is in no way an admission of liability on the part of the City of El Segundo or any of its agents or employees Contractor acknowledges that he has fully informed himself of the contents and meaning of this hold harmless agreement and has so executed it with full knowledge thereof and that the terms are contractual and not a mere recital These requirements shall also apply to any subcontractor whose hazards are not covered by the Contractor's insurance policies Deductibles and Self- Insured Retention Any deductibles or self - insured retention must be declared to, and approved by, the City At the option of the City, either the insurer shall reduce or eliminate such deductibles or self - insured retention as respects the City, its officials, employees, agents and Contractors, or the contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses in an amount specified by the City Separate endorsements are required, naming the City as additional insured, for liability insurance and providing a waiver of subrogation for Worker's Compensation Insurance The successful contractor shall maintain the insurance for the life of the contract. Said insurance shall contain a provision that coverage afforded under the policies will not be canceled unless and until thirty (30) days prior written notice has been given to the City. Endorsements are to be received and approved by the City before work commences. Should Contractor cease to have insurance as required during any time, all work by Contractor pursuant to this agreement shall cease until insurance acceptable to the City is provided 043 4 Original insurance certificates and endorsements are to be mailed or delivered to City of El Segundo City Clerk's Office 350 E Main Street El Segundo, CA 90245 EVALUATION /AWARD OF CONTRACT Evaluation of Statement of Qualifications will be based on the information called for in this RFQ Brochures or other promotional presentations beyond that are sufficient to submit a complete and effective Statement of Qualifications are not desired Elaborate artwork, expensive paper or binders, and expensive visuals are not necessary Statement of Qualifications will be evaluated by the City's Selection Committee In connection with its evaluation, the City may, at its option, invite one or more candidates to make an oral presentation to the Selection Committee During these interviews, the candidates will be allowed to present such evidence as may be appropriate in order that the Committee can correctly analyze all materials and documentation submitted as a part of the Proposals Negotiations with the top - ranked firm(s) will be conducted by appropriate City staff designated by the City Manager The City reserves the right to make a selection based on any or all factors of value, whether quantitatively identifiable or not, including, but not limited to, the anticipated initiative and ability of the candidate to perform the services set forth herein The City of El Segundo reserves the right to waive any irregularities or informalities in any Statement of Qualifications or the RFQ process when it is in the best interest of the City to do so, to re- advertise for Proposals, if desired, to sit and act as sole judge of the merit and qualifications of the service offered and, to evaluate in its absolute discretion, the Statement of Qualifications of each contractor, so as to select the contractor which best serves the requirements of the City, thus insuring that the best interest of the City will be served The City may make such investigation as it deems necessary to determine the ability of a contractor to furnish the required services, and the contractor will furnish to the City all such information and data for this purpose as the City may request The City reserves the right to reject any Proposals if the evidence submitted by, or investigation of, such contractor fads to satisfy the City that such contractor is properly qualified to carry out the obligations of a contract and to deliver the services contemplated herein or, the submittal of any contractor who has previously faded to perform properly, or complete on time, contracts of a similar nature Any material misrepresentation or material falsification of information provided to the City in the contractor's Proposal, or at any point in the evaluation process, including any interview conducted, is grounds for rejection In the event that the misrepresentation or falsification is not discovered until after any agreement is awarded, the agreement may be terminated at that time A determination as to whether a misrepresentation or falsification of the submittal is material shall be made solely in the exercise of the City's sound discretion The City expressly reserves the right to reject the submittal of any contractor who is in default on the payment of taxes, licenses or other moneys due to the City of El Segundo The City reserves the right to conduct a background inquiry of each contractor which may include the collection of appropriate criminal history information, contractual and business associations and practices, employment histories and reputation in the business community By submitting a Statement of Qualifications to the City, the contractor consents to such an inquiry and agrees to make available to the City such books and records as the City deems necessary to conduct the inquiry 044 ETHICS IN PUBLIC CONTRACTING Each offeror, by submitting a Statement of Qualifications, certifies that it is not a party to any collusive action or any action that may be in violation of the Sherman Antitrust Act by submitting a Proposal, the offeror certifies that it was made without fraud, that it has not offered or received any kickbacks or inducements from any other offeror in connection with this RFP The offeror further certifies that no relationship exists between itself and the City or another person or organization that interferes with fair competition or constitutes a conflict of interest with respect to a contract with the City of El Segundo For breach or violation of this warranty, the City shall have the right to terminate any contract, either in whole or in part The rights and remedies of the City provided in this clause shall not be exclusive, and are in addition to any other rights and remedies provided by law or under the contract VENUE Any contract resulting from this solicitation shall be governed by, and construed in accordance with, the laws of the State of California Venue for any litigation arising out of the contract will be vested in•Los Angeles County, California PROPRIETARY INFORMATION The Statement of Qualifications received shall become the property of the City of El Segundo and are subject to public disclosure Proposal prices and information submitted by contractors will be made available to contractors prior to staff recommendation Contractors are to indicate any restrictions on the use of data contained in their responses Those parts of a Statement of Qualifications which are defined by the contractor as business or trade secrets, as that term is defined in California Government Code, Section 6254 7, and are reasonably marked as "Trade Secrets', "Confidential' or "Proprietary" shall only be disclosed to the public if such disclosure is required or permitted under the California Public Records Act or otherwise by law Contractors who wish to have such information maintained confidentially shall be responsible for advancing all reasonable attorney's fees and costs associated with disputes that may arise respecting whether records are subject to disclosure INCURRING COSTS The City of El Segundo is not liable for any costs incurred by contractors in responding to this Statement of Qualifications C)45 BACKGROUND AND PROJECT DESCRIPTION RFQ NO. 01 -12 PROFESSIONAL MANAGEMENT SERVICES FOR `THE LAKES AT EL SEGUNDO" GOLF COURSE BACKGROUND The City of El Segundo, California is located in Los Angeles County El Segundo has a population of approximately 16,000, with over 80,000 people working in the town during the day The City owns and operates the "Lakes at el Segundo' Golf Course consisting of 9 holes of golf, a driving range, practice putting area, full service golf pro shop, Lakeside restaurant, maintenance building and other appurtenant facilities Approximately 61,300 rounds of golf were played from August 2000 through August 2001 at the course The City currently manages the course under a contractual arrangement with Premier Golf Premier provides all management maintenance services for the golf course and the appurtenant facilities The City has developed a budget for the facility, which covers the contractor's fees for personnel, services, supplies, and other operational expenses The management company is paid a monthly fee to oversee the operation and maintenance of the entire facility All revenues for the facility go to the City OBJECTIVE The City of El Segundo is requesting Statement of Qualifications from qualified and experienced contractors for providing complete professional management operating services for the "Lakes at El Segundo" Golf Course NOTE The City has no interest in selling the "Lakes at El Segundo Golf Course QUALIFICATIONS OF CONTRACTORS In order to be deemed qualified for consideration in the award of contract outlined in this RFQ, the contractor must 1 Have a minimum of five (5) years of experience within the last ten (10) years in the following golf - related fields PGA Class A Golf Professional Food and beverage services owner or manager Class A Superintendent of golf course maintenance 2 Possess the necessary line of credit to equip and operate the golf course facilities 3 Meet the insurance and indemnification obligations set forth herein 4 Demonstrate financial stability and submit the most recent financial statements EXHIBITS EXHIBIT "A" Guidelines and Scope of Work EXHIBIT "B" Schedule of maintenance for golf course 046 STATEMENT OF QUALIFICATIONS SUBMITTAL REQUIREMI STATEMENT OF QUALIFICATIONS EVALUATION PROCESS RFQ NO. 01 -12 PROFESSIONAL MAAMGEMENT SERVICES FOR THE LAKES AT EL SEGUNDO GOLF COURSE L RFQ/AGREEMENT SCHEDULE: Event Mail RFQ Pre submdtal Walk -Thru and Conference Location: The Lakes at El Segundo Golf Course 400 South Sepulveda Blvd. El Segundo, CA 90246 Phone: (310) 322 -0202 Statement of Qualifications submittal date Short list established /firms notified Interviews /Presentations Reference Checks Negotiations Recreation and Parks Commission recommendation Council Approval Contract begins Duration October 3, 2001 October16, 2001 @ 9:00 AM -12:00 PM November 6, 2001, prior to 11:00 AM During Week of November 12, 2001 During Week of November 26, 2001 During the week of December 3, 2001 During the week of December 19, 2001 December 19, 2001 January 15, 2002 February 1, 2002 H. STATEMENT OF QUALIFICATIONS CONTENT AND FORMAT REQUIREMENTS The following are minimum Statement of Qualifications requirements Respondents are requested to organize their Statement of Qualifications into sections with tabs corresponding to the listed selection criteria as follows You must provide the requested information in the same sequence as below The completeness of the response to the RFQ will be evaluated by a screening committee Section A General Information 1 Firm name, address, phone, fax numbers and e-mail addresses 2 Account Representative or other person to contact for clarification of any item contained in the Statement of Qualifications Include telephone and fax numbers if different from above 3 Specify type of organization (individual, partnership or corporation) 4 Provide your Federal Tax ID Number 5 Provide surety information for all sureties — General and Automobile Liability, Worker's Compensation, All Risk Physical Damage Insurance C- 47 Section B Staff Qualifications and Related Experience 1 Staff Qualifications and Experience This section should demonstrate your staffs qualifications by providing resumes /experience summaries of all proposed key personnel, describing their education, credentials, related experience and their proposed roles for this contract Note No work may be subcontracted, nor assigned, without prior written approval of the City of E] Segundo 2 Related Experience Include descriptive information concerning the experience of the firm Include information about current contract operations or previous projects that might be comparable, including the size and type of facilities and the scope of services provided In addition, provide references for up to three (3) most comparable contracts for which your firm has provided, or currently is providing, similar services List the projects in reverse chronological order and provide the following information for each protect Indicate for each of these protects • Name of Agency /Owner • Location of facilities • Brief description (type of services provided) • Name of owner's contact person and telephone number (contact person, who, at the time of RFQ submittal, will be employed by the owner) When responding to this Section B, please pay particular attention to the requirements of the RFQ and respond so that the City has a clear understanding of your firm's experience, The City is specifically looking for information regarding your fir's qualifications in the following areas (1) Pro Shop Management and PGA Goff Pro Services (2) Restaurant/Concession Management (3) Goff Course Maintenance and Management (4) Driving Range Maintenance and Management (5) Overall Maintenance and Management of a Full Service Facility. Section C Additional information You are invited to include a maximum of two (2) pages of information not included, nor requested in this RFQ, if you feel it may be useful and applicable to this protect Section C should also be used to state any exceptions to the requirements of this RFQ and to discuss your firm's interest in the management opportunity. Section D Conflict of Interest • Disclose any financial, business or other relationship with the City or any member of the City staff that may have an impact on the outcome of the protect E III CONTRACTOR SELECTION PROCEDURE Selection of the successful Statement of Qualifications shall be generally based on the information provided by the Contractor in response to the Statement of Qualifications and any subsequent interviews that may be conducted The process for selection shall occur in the following sequence • Review Statement of Qualifications Establish a "short list" • Interview short- listed candidate(s) (at the City's discretion and option) • Identify best qualified candidate(s) and /or firm(s) • Reference Check • Negotiate with best qualified candidate(s) and/or firm(s) • Present Recommendation to Recreation and parks Commission • Present Commission's recommendation to City Council Award contract • Financial stability of the Firm A project Selection Committee will be formed to evaluate the Statement of Qualifications and to make recommendation to the El Segundo Recreation and Parks Commission and the City Council The Committee will screen the Statement of Qualifications and may select finalists to interview as a part of the Committee's evaluation process The City does not guarantee that an interview will take place, thus reserving the right to select a consultant based solely on the information provided in the Statement of Qualifications received in response to the RFQ Should an interview take place, the key personnel responsible for fulfilling the requirements of the project shall be required to be present for the interview The Committee will address the following criteria in evaluation of Statement of Qualifications (not necessarily in order of importance) • Firm qualifications and experience with Pro Shop Management, Restaurant/Concession Management and Golf Course and Driving Range Management and Maintenance • Adequacy of staff to perform the work • Demonstrated ability to work effectively with City staff, other public agencies and related parties • References • Respondent's approach to providing the required services • Knowledge of local conditions and requirements • Evidence that the Consultant is an Equal Opportunity employer Prior to the award of contract, the City must be assured that the contractor(s) selected has all of the resources required to successfully perform under the contract This includes, but is not limited to, personnel with the skills required, equipment/materials and financial resources sufficient to provide services called for under this contract If, during the evaluation process, the City is unable to assure itself of the contractors' ability to perform under the contract, if awarded, the City has the option of requesting from the contractor, any information that the City deems necessary to determine the contractors' capabilities If such information is required, the contractor be notified and will be permitted seven (7) working days to submit the requested information City Attorney comments incorporated 8/22/01 10 i149 EXHIBIT "A" OPERATION GUIDELINES AND SCOPE OF WORK The following guidelines are intended to provide the contractor information regarding general operational requirements that maybe expected for the various options These guidelines maybe subject to change as a result of contract negotiations 1 Sell, rent, store and/or repair golf equipment, sell golf related clothing and supplies, provide instructional services in the playing of golf, and operate a driving range and golf course 2 Annually submit a business assessment plan evaluating the condition of the overall facility and for each operational department Develop a long term plan for course which addresses the configuration of the course and driving range and future needs for capital replacements Obtain and maintain an inventory of golf equipment and supplies including, but not limited, to golf clothing, shoes, golf bags, clubs, balls, tees, gloves and other equipment Maintain a level of inventory to accomplish three inventory turnovers per year including periodic sales to liquidate excess inventory Send copies of physical inventory reports with detailed inventory variance reconciliation and any Physical Inventory Adjustment entnes to the Administrative Services Department five working days after inventory is taken Ensure that security measures are taken to safeguard the inventory Prices charged for new equipment shall not be greater than fair trade or manufacturer's suggested prices for new equipment and shall be competitive with prices charged for golf equipment and supplies of comparable quality sold at other public golf courses in Los Angeles County 4 Maintain for rental use on the premises an adequate stock of golf clubs, golf bags, and golf pull -carts in good condition and available to the public at all times The rental charges for these various articles of golf equipment shall be no higher than the average rental charges of similar equipment rented at other public golf courses in Los Angeles County Continually promote and provide golf lessons during the hours of operation to any member of the public who pays the prescribed instruction fee A full range of golf instruction shall be offered including, but not limited to, beginners to advance, individual and group, and all age groups Any person giving such lessons or instruction shall be a PGA designated Class A professional, or be under the direct supervision -of a PGA Class A professional Charges for golf lessons and instructions shall be comparable to and competitive with charges for like services at other public golf courses in Los Angeles County All increases to teaching lesson commissions must have prior City approval Supervise, operate, and manage the practice driving range in an efficient, orderly, and business -like manner Provide practice balls in good condition to persons who pay the prescnbed driving range fee and shall provide, manage, and operate the necessary golf ball retrieving and dispensing equipment Supervise all activities conducted on the practice greens in order that the practice green shall not be damaged through improper or excessive use and that practice putting conducted thereon will be in an orderly and peaceful manner Record the number of buckets of balls (large, small, etc ) in a daily log and reconcile the used and unused token keys and total amount of cash collected daily 7 Render and provide golf course starter services including, but not limited to, opening and closing the golf course, collecting green fees, collecting golf tournament fees, recording reservations from the telephone and from patrons at the course and recording same on starter sheets, placing golfer's names on a call sheet as necessary, sending golfers to the 050 tee and starting them off at proper intervals, receiving requests from groups for tournaments, booking tournaments and collecting appropriate fees, taking all actions as necessary to speed play on course, entering all golfers' names on the starter's sheet and issuing a cash register receipt to each golfer paying the green fee, totaling golf starter sheets at end of each day's play and reconciling them with fee category totals on the cash register detail tape, and recording in the daily log book the number of rounds of play and total amount of cash collected by fee category 8 Implement a well planned and effective marshaling program to ensure that slow play does not occur The marshals shall be trained to assist as well as monitor golfers and to expedite play on the course at all times Maintain a method of accounting, to the satisfaction of the City of El Segundo, which correctly and accurately reflects the gross receipts and disbursements in connection with the golf course operation, restaurant, pro shop, and driving range Daily, monthly and annual reports on the rounds of play, revenues, and golf pull cart rentals, and other reports as may be required by the City Produce written Policies and Procedures regarding the day to day management and operations of all Golf Course departments with an overview of each department's activities 10 Maintain a high standard of services to the public without rudeness but rather with dignity and courtesy All staff personnel must be trained and be competent to provide the expected level of customer service to all golf patrons Report any abnormal or unusual business occurrences regarding employees, customers or vendors to the Director of Recreation & Parks, City Manager and the Director of Administrative Services within two working days and provide a written explanation of each occurrence 11 Employ a sufficient number of personnel to properly operate the golf course and provide the prompt, courteous and efficient services required by the golfing public and this document Included will be at least one (1) assistant golf professional 12 Perform daily reconciliation's of all cash drawers and deposit minimum (3) times per week into the City bank account 100% of all green fees, pro shop and restaurant receipts, driving range receipts, and other incidental revenues 13 Furnish all housekeeping, housekeeping supplies and equipment for the pro shop while maintaining said facility in a neat and clean condition to the satisfaction of the City or its agents 14 Actively promote the golf course to the general public by speaking or participating in various clubs, educational and civic functions, and develop a Marketing Plan for the golf course to increase rounds played and revenues Promote and assist with outside and club tournaments, and represent the course in area professional golf activities / tournaments 15 Enthusiastically promote golf to attract new golfers through a minimum of one programs and /or clinics each month for juniors, women, inexperienced players, or others, to learn golf etiquette, rules and how to play the game 16 Be responsible for the payment of telephone bills, burglar alarm system monthly charges, professional membership fees, advertising and housekeeping supplies, as well as recording actual kilowatts of electricity used 17 Assist the City to establish and maintain a schedule of fees to be charged as and for green fees, driving range fees, restaurant prices, and teaching lessons Fees are established by the El Segundo City Council and will be comparable to and competitive with other public golf courses in Los Angeles County 12 P 51 18 Provide to the City an annual certified audit report of the Lakes at El Segundo Golf Course Professional Services as of December 31 for each year of operation Send to the City's Administrative Services Department The Lakes monthly financial statements with Balance Sheet account reconciliation's by the 15'h day after month -end Provide the City's Administrative Services Department with all City required budgetary detailed worksheets supporting The Lakes annual budget 19 The golf course, driving range, pro shop and related activities are to remain open from daylight to dark, seven (7) days per week, three hundred sixty four (364) days a year, closed December 25th of each year (Christmas Day) Either the PGA professional or the assistant golf professional must be on the premises at all times during operation 20 The Lakes at El Segundo Golf Course is owned by the City of El Segundo, and administration is with the Department of Recreation and Parks The contract holder will work closely with the Director and/or agents of that Department to insure the needs of all parties are addressed and that the golfing public receives an enjoyable experience for the fees paid Periodic service audits will be conducted to evaluate the areas of responsibility of the contract holder and make recommendations relative to the follovnng quality, quantity and selection of merchandise, customer service provided by the golf course personnel, merchandising and retail sales of golf equipment, apparel and related supplies, golf lesson programs, programs to attract new golfers, pro -shop displays and decor, golf course driving range operation, golf car operations, tournament program, tee time reservation process, green fee collection process, signage, and all other aspects of the services provided Examples of the tools and methods to be used in the service audit include comment cards, shopper programs and evaluation forms • CONCESSIONS 1 The contractor will occupy and have exclusive use of the facility to operate a food and beverage concession and banquet room Contractor will be required to obtain a permit for on- premises sale of beer and wine 2 The City will provide certain items of furnishings and contents The contractor will be responsible for both the structure and the furnishings during the contract period with the exception of normal wear and loss due to natural disaster 3 The restaurant will remain open to the general public every calendar day, including Sundays and holidays, with some operating hour adjustments for certain holidays 4 The contractor agrees to maintain an adequate number of fully trained, suitably attired personnel on the premises at all times to meet the needs of the general public 5 The contractor will maintain and operate the restaurant in a clean, safe, wholesome and sanitary condition free of trash, garbage or obstructions of any kind, and in compliance-with any and all present and future laws and general rules and regulations of any governmental authority 6 Be responsible for the payment of telephone bills, burglar alarm system monthly charges, professional membership fees, advertising and housekeeping supplies 7 The contractor shall ensure that the concession area is completely equipped for preparing and dispensing food items, and shall keep the same equipped in compliance with all local, state and federal regulations applicable thereto 13 '52 The contractor will operate and manage the services and facilities offered in a reasonable business manner, comparable to other concessions providing similar facilities and services, during the entire term of the contract The contractor will dispense foods and beverages of the best quality and will maintain a high standard of services at least equal to that of other establishments in adjacent communities and to those prevailing in such areas for similar products and services and without discrimination 9 Prices for food and beverages shall be set within the range of prices in this community for the same or similar articles at similar establishments 10 The contractor agreement will contain hold harmless clauses and provisions for insurance dealing with workers' compensation and general liability coverage as set forth by the City 11 The contractor will be responsible for payment of all lawful taxes, assessments, or charges which at any time may be levied by the State, County, City or any tax or assessment levying body upon the premises of the Clubhouse, as well as all taxes, assessments, and charges on goods, merchandise, fixtures, appliances, equipment and property owned by it on or about said premises 12 The contractor is required to obtain license(s) for the onsite sale of beer and wine, and keep these licenses in good standing with the issuing agency 13 The contractor shall perform maintenance and janitorial services to the designated restaurant area GOLF COURSE MAINTENANCE The contractor shall be responsible for the day to day maintenance of the golf course and its facilities in conformance with the specifications This includes the premises and all buildings, structures, improvements, fixtures, trade fixtures, equipment turf areas, irrigation systems and utility systems which may now or hereafter exist thereon, in good, safe and first -class condition throughout the term of this Agreement, providing for such repairs, replacements, rebuilding and restoration as may be required by the City to comply with the requirements hereof, in accordance with Exhibit "B" and the other provisions of this Agreement 2 The contractor shall provide and maintain in its employ a Golf Course Superintendent, who shall be a Class A member of the Golf Course Superintendents Association, and a maintenance crew of sufficient personnel to perform all work at the premises daily during normal working hours All personnel are to be well trained and qualified to perform the required tasks to which they are assigned All personnel are to be properly supervised by the Superintendent or other supervisors at all times, including weekends and holidays The contractor shall provide grounds maintenance services, including but not limited to, the obligations to mow, edge, trim, overseed, fertilize, aerate, irrigate, sod, change cups, service tees, topdress, raise divots, rake traps, spray, mop, stop irrigate, syringe, renovate turf and shrub areas, as well as provide weed, disease and pest control, tree maintenance, maintenance of irrigation system including mainlines, pumps, boosters and controllers and to provide the necessary maintenance of any appurtenant structures and equipment and other duties as required The current golf course maintenance standards are listed in Exhibit "B" 4 All work shall be performed in accordance with the highest golf course industry-wide maintenance standards followed by first class golf courses, and by standards set by the Golf Course Superintendents Association of America and the United States Golf Association Maintenance shall be performed at established frequencies so as to maintain the aesthetic level and proper playing condition of the golf course 14 153 5 The contractor, or its representative, will meet on a regularly scheduled basis with the Director of Recreation and Parks, or a designated representative, to review course conditions and maintenance schedules and to discuss any problems or matters needing resolution 6 The contractor will keep records of the work performed on a weekly basis and submit this weekly maintenance report to the Director of Recreation and Parks An annual maintenance schedule will be developed indicating all major maintenance tasks required and the weeks of the year they are scheduled to be performed Coordination of this schedule with the Golf Course Tournament and Event Schedule, and consideration of proper golf course maintenance management practices are to be included The contractor shall furnish all necessary equipment, supplies, and materials of good quality and in the amounts necessary to fulfill this agreement, and to accomplish an acceptable and professional level of maintenance These supplies, materials, and equipment shall include, but not be limited to all necessary equipment with fuel, oil and spare parts, all necessary topdressmg, seed, fertilizers, fungicides, insecticides, pesticides and herbicides, all parts necessary for the repair and maintenance of all irrigation systems, sand for bunkers, replacement tee towels, soap, putting green cups and flags, bunker rakes, tee markers, trash receptacles, all signs, tee benches, Out -of- bounds markers, distance markers, cleat brushes, and other similar golf course equipment 8 The contractor shall be responsible for payment of all utility accounts in the name of the City, but associated with the golf course 9 The City is in possession of the materials to perform the golf course maintenance as listed in Exhibit "B" 10 The City owns the maintenance building and yard facility on the golf course This facility will be available to the contractor for its use during the term of this agreement 15 D54 EXHIBIT "B" SPECIFIC MAINTENANCE STANDARDS AND REQUIREMENTS FOR THE LAKES AT EL SEGUNDO GOLF COURSE 1 The contractor shall perform the following maintenance services at no less than the frequencies indicated in these specifications, however, the City shall have the right to determine the extent and frequency of any additional "as- needed" services Standards and frequencies may be modified from time to time as deemed necessary by the City for the proper maintenance of the golf course facilities 2 Greens Maintenance Maintain all greens according to accepted playability and golf industry-wide standards as determined by the City at all times, observing the following minimum requirements a Change cups and repair ball marks daily Mow greens (not less than 3/16 inch and not more than '% inch) six (6) times per week from April through October and a minimum of four (4) times per week (Saturday, Sunday, Tuesday, and Thursday) from November through February Greens shall be mowed with a reel -type mower with no less than seven (7) blades per reel Mower shall be designed specifically for mowing golf greens and shall be of the type, make, and model accepted by the golf industry More frequent mowing may be required by the City c Verticut all greens from February through November should thatching occur d Aerate greens at least two (2) times per year no sooner than the third week in March and no later than the second week in May, and no sooner than the first week in October and no later than the first week in November Remove all plugs the same day Top dress with approved matenaf as to type and quantity following each aerification of greens Contractor shall have soil analyzed within thirty (30) days after the start of the "Maintenance Standards Program" and once every year thereafter, The soils test should include selective samples from putting greens, fairways, and the areas The analysis must include basic fertility, salts, heavy metals, ph, and water infiltration All golf course turf areas Apply fertilizer in the quantity and type recommended by soil analysis to provide uniform growth of turf A minimum of 8— 10 pounds of actual Nitrogen per 1,000 square feet per year shall be applied during the fall and spring Also, if necessary, apply during the summer months f Treat greens with proper chemicals to control insects, disease, weeds, and other pests as approved by the City "55 16 3 Tee Maintenance Maintain tees according to accepted playabi ity and golf industry-wide standards as determined by the City at all times, observing the following minimum requirements a Service tees daily by moving tee markers and benches Change tee towels weekly and keep ball washers filled to proper level with water daily and an appropriate cleaning agent b Mow tees at least three (3) times weekly during warm weather months with reel -type mower at'/ inch or less as required by the City c Aerate tees at least three (3) times per year following the same procedure as outlined for greens in Item 2d above d Repair worn and damaged turf areas as they occur by over seeding or re- sodding to ensure playable tees at all times e Treat tees for control of insects, disease, weeds, and other pest as necessary to maintain healthy turf f Apply six (6) pounds of actual Nitrogen per 1,000 square feet of turf per year This is to occur three (3) times a year, during the months of March, June and October Use a fertilizer ratio of 4 1 1 4 Fairway Maintenance Maintain all fairways according to accepted playability and golf industry -wide standards as determined by the City at all times, observing the following minimum requirements a Mow all fairways with a reel -type mower at % inch or less depending on the type of grass and time of year b Aerate all fairways two (2) times a year during the months of May and October c Over seed and top dress (or re -sod) worn or bare areas or fairways as necessary d Treat turf to control weeds, diseases, insects, and other pests as necessary to maintain weed -free and healthy turf e Apply six (6) pounds of actual Nitrogen per 1,000 square feet of turf Three (3) times a year during the months of March, June and October using a fertilizer ratio of 4 1 1 f Keep all fairways free of gopher holes and other conditions that may hinder play at all times 5 Maintenance of Other Turf Areas Maintain turf and landscaped lawn areas according to acceptable golf industry-wide standards as determined by the City at all times, observing the following minimum requirements a Mow landscape turf once a week r56 17 b Remove and re -plant annual bedding plants at the entryway to the Clubhouse in October, March, and July c Over seed and top dress (or re -sod) worn or bare areas in turf as necessary d Treat turf to control weeds, disease, insects, and other pests as necessary to maintain a healthy turf e Apply four (4) pounds of actual Nitrogen per 1,000 square feet of turf per year, two (2 pounds of which is composed of the formula "NPK" A ratio of approximately 4 -1 -2 may be used 6 Pond Maintenance a All ponds will be maintained by a qualified marine maintenance company with extensive experience in golf course pond maintenance b Circulation pumps and filtration systems will be inspected on a monthly basis and necessary repairs and service carried out by a qualified firm with the necessary background and experience to assess problems and effect repairs and replacement of parts, as needed 7 Maintenance of Accessory Equipment Maintain all golf course accessory equipment in clean, safe, and functioning condition at all times, replacing with City- approved equipment and / or materials as necessary, including but not limited to the following a All signs b Tee benches c Tee markers d Ball washers, including tee towels and cleaning agent e Out -of- bounds markers f Hazard markers g Directional flags and poles h Distance markers i Greens flags, poles, and cups Practice green markers and cups k Trash receptacles I Cleat brushes 1s 1'57 8. Imgation Irrigate as required to maintain adequate moisture for proper growth and appearance The City may require a change in the irrigation schedule should the need arise Adequate soil moisture shall be determined by visual observation, plant resiliency, examining cores removed by soil probe, and moisture sensoring devices a Consideration shall be given to sod texture, structure, porosity, water holding capacity, drainage, compaction, precipitation rate, run off, infiltration rate, evapotranspiration, seasonal temperatures, prevailing wind condition, time of day or night, type of grass plant, and root structure b In areas where wind creates problems of spraying onto private property or road rights -of- way, the controllers shall be set to operate during the period of lowest wind velocity, which would normally occur at night c The contractor shall be responsible for monitoring all systems within the premises and correct for coverage, adjustment, clogging of lines, and removal of obstacles, including plant materials that obstruct the spray d Check system daily and adjust and / or repair any sprinkler heads causing excessive runoff, including slope areas or which throw directly onto roadway paving or walks within rights -of -way e All controllers shall be inspected on a daily basis and adjusted or repaired on a weekly basis or more frequently as required, considering the water requirements of each remote control valve (sprinkler station) f A soil probe or tension meter (measuring the surface tension of liquid) or other approved measures shall be used to determine the soil moisture content in various areas g The contractor shall observe and note deficiencies occurring from the original design and review these findings with the City so necessary improvements can be considered h In the event of a reduction of the volume of water supplied to a golf course during peak demand periods, the priority of water distribution by contractor shall be as follows (1) Greens (2) Tees (3) Fairways (4) Other turf and landscape areas 9 Tree Maintenance Maintain all trees on the golf course premises in a safe, healthy, structurally sound and aesthetically pleasing condition at all times Implement an ongoing maintenance program to trim, shape, prune, thin out, treat, and generally promote growth in all such trees Said program shall generally employ acceptable arboncultural practices as determined by the City Contractor's program shall include, but not be limited to the following a Prune trees to maintain and stimulate proper health and growth by cutting out dead, diseased, weak, insect - infected, and damaged limbs b Regularly prune trees to maintain a clearance of seven (7) feet in all areas of pedestrian traffic Maintain clearance of fourteen (14) feet in all areas of vehicular traffic such as i`58 19 parking lots, driveways, and tree extensions over and through fence lines and into roadways and adjacent streets Such pruning shall provide safe vehicular and pedestrian visibility and clearance in order to prevent or eliminate hazardous situations c Trim and shape trees to provide a symmetrical appearance typical of the species d Remove and dispose offsde, any downed trees whether caused by natural causes or otherwise Stumps shall be removed to twelve (12) inches below grade and wood chips removed and the resultant hole back filled to grade, unless otherwise authorized by the City e Keep surrounding turf mowed and trimmed to the trunks of trees on the premises The use therefore of any herbicides or contact sprays of any kind shall have the prior approval of the City f Contractor shall not remove trees from the premises, except fallen trees or trees in an otherwise hazardous condition, without the prior written consent of the City All trees so removed shall be replaced in the original location or that specified by the City All dead trees shall be removed and replaced within thirty (30) days from approval by the City g Contractor shall, within one hundred twenty (120) days from the commencement of the term of the contract, prepare and submit for City's approval a comprehensive tree maintenance program Thereafter, such program may only be modified upon mutual consent by the contractor and the City 10 Other Required Duties a Remove all litter daily from golf course grounds including the golf course proper, maintenance yard, landscaped areas, and driving range Remove all trash and debris resulting from golf course maintenance as it occurs Clean, repair, and replace trash receptacles as necessary to maintain clean, safe, and sanitary conditions at all times b Maintain all shrub and ground cover and lawn areas in a manner to promote proper health, growth, and an aesthetically pleasing appearance at all times c Maintain all trees in safe, healthy, and aesthetically pleasing condition at all times, keeping adjacent turf mowed and trimmed to the trunks of trees on golf course The use of herbicides or contact sprays of any kind to keep grass maintained at the base of trees must be approved by the City d Maintain all sand traps in raked, edged, and weed -free condition at all times, replacing sand and rakes as necessary, and provide at least two (2) rakes per sand trap e Take whatever preventive steps are necessary to protect all slope areas from erosion, fire, and rodent damage at all times f Control rodent and other animal pests as necessary to prevent erosion and destruction of plantings on golf course property g Maintain and repair as necessary surface flow lines, swales, catch basins, grates, sub- surface drainage system, ponds and other drainage structures in clear, weed -free, and properly functioning condition at all times 20 ;,59 h Observe all legal requirements and safety regulations in the use and storage of chemicals, hazardous materials, supplies, and equipment at all times according to OSHA i Maintain golf maintenance storage facilities and yard in a clean, orderly, and safe condition at all times, conforming to all applicable laws and regulations / Protect golfers from in jury and the golf course from damage in periods of frost, rainy weather, and unusual conditions at all times k Maintain walkways, steps, handrails on walkways, header boards, and cart paths in clean, edged, safe, weed -free condition at all times I Maintain and repair all fencing, netting, and fence lines in safe, secure, and aesthetically pleasing conditions at all times m Maintain parking lots and driveways in clean, safe, and weed -free condition at all times n Maintain the interior, unpaved service roads in safe and useable condition at all times o Inspect the following frequently and repair as needed (1) All area lighting system for safe and functioning condition (2) All golf course buildings, including restrooms and locker facilities, and accessory structures for clean, safe, secure, and sanitary condition (3) All golf course parking lots, walkways, and interior paved and / or unpaved service roads p Maintain irrigation system in proper working condition at all times, including timely repair and replacement of worn irrigation equipment 21 60 EL SEGUNDO CITY COUNCIL MEETING DATE October 2, 2001 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION. Rejection of Request for Proposals (RFP) from qualified consultants for professional landscape services to design the Improvements and upgrades of the Imperial Avenue Vista area - Approved Capital Improvement Project (estimated cost for design Is $6,000 00) RECOMMENDED COUNCIL ACTION: Reject the single proposal received from Takata Associates and authorize staff to negotiate with qualified design firms BACKGROUND AND DISCUSSION. On July 17, 2001, the City Council authorized staff to advertise the project for proposals from consultants Five (5) consultants received the RFP and the Scope of Work, however, only three (3) consultants attended the pre - proposal meeting scheduled on August 28, 2001 Subsequently, the City Clerk received a single proposal from Takata Associates for $13,57000 The budgeted amount for the design of this project is $6,000 00 Discussions with the prospective proposers indicated that there was a general lack of Interest in this project due to the small size of the project, and limited budget amount Staff has reviewed the proposal received and is of the opinion that this project can be completed within budget with minor revisions and by negotiating the contract with various consultants The new RFP will seek the submittals of drawings and specifications, however, staff will prepare and advertise the final construction bid package Staff recommends rejecting the single proposal received from Takata Associates and authorizing staff to negotiate with qualified consultants ATTACHED SUPPORTING DOCUMENTS FISCAL IMPACT, Capital Improvement Program $72,00000 Amount Requested: $ 6,00000 Account Number: 301 -400- 8203 -8483 Project Phase Request for Proposal Appropriation Required. No ORIGINATED BY /jam Date SEP 2 6 2001 Andres Santamana, Director of Public Works Date, Z/ N \COUNCIL 10 \OCTOBER 02 02 (Monday 09124101 1000 AM) 9 n(;l EL SEGUNDO CITY COUNCIL MEETING DATE: October 2, 2001 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda DESCRIPTION: Adoption of plans and specifications for the Installation of flashing red lights for the Main Street/Pine Avenue stop signs — Project No PW 01 -09 - Approved Capital Improvement Project — (estimated cost = $25,000 00) RECOMMENDED COUNCIL ACTION Adopt plans and specifications and authorize staff to advertise the project for receipt of construction bids 2 Authorize staff to issue a purchase order for $10,000 00 to the Los Angeles County Department of Public Works for furnishing the signal equipment BACKGROUND AND DISCUSSION, The adopted fiscal year 2000/01 Capital Improvement Program includes a project to install flashing red lights at the Main Street stop sign intersections at Pine Avenue and Maple Avenue These lights are not legally required at stop signs, however are installed at selected intersections to make the stop signs more visible (Additional discussion on the next page.....) ATTACHED SUPPORTING DOCUMENTS: Sketch of typical Installation FISCAL IMPACT. Capital Improvement Project. Amount Requested: Account Number. Project Phase: $75,00000 $75,00000 106- 400 - 8203 -8451 Adopt plans and specifications No 6ft;rtcc.1 '�4;- irrr - Date SEP 2 6 2001 REVIEWED BY Date, nA__. n•____ n: a /7/ PW. COUNCIL 10 \OCTOBER 02 -06 (Malay 0924/01 10 00 A M) 1 O 062 ADDITIONAL DISCUSSION At this time, staff is recommending installation of flashing red lights at the Main Street/ Pine Avenue intersection as a demonstration project since this intersection is within the Downtown Business District and part of the Downtown Specific Plan Staff has discussed this project with the Los Angeles County Department of Public Works, which maintains the City's traffic signals The County recommended that the City's contractor install equipment fabricated to County standards and specifications The County has agreed to provide this equipment at a cost of $10,000 00 The City's contractor will be required to install the equipment and provide pole footings and electrical service connections at an estimated cost of $25,000 00. PW- COUNCIL 10 \OCTOBER 02-06 (WnOa, 0924/01 10 00 A M) u 6 3 N, A � I O W IA1N11OO 531301Mk SOl AMA 3NYOHIIAWN A0 Alla Of i Z 1p OI 00310 Myi H 1 tOIM„ O n �l w n n n A n N x Y• a n LL ilfl IIIIII IIIIII Y I nILLLLL1 � J J OA1• m ���� nIJ Y� m ' `\ w 0p NOUVAV Y I • 1• ' m '&jgNg M Ili Ito m IM 1 "MUCH O > Q. F 'iM OOM00)Y J > n ZO � i 8 � YMMI A\ gIW ON A31AG tAYAIIuM s 2 Of ` >• 3MI1 M33Y0 i OYl3N if OTOIt' ¢ � i tY )n1 t e �. 3 • a m f T ♦ m J (31YAW1 ♦; All V SmSm A:M ilmlM -- O r 03111: = z 2 O Z r W ' m .f1Yli Oil � ^I YO]AInY IL Q MiIY Sil NI 1 N 3M Yt0 rNYlu�Ym I`C.L:..' -7__ll lllrll� —JI W T z II1I���ryy1II}I(�L_p'III�r 1f TIOMIIII )M Nl) O 3N11 (f NG(fMIN {.w )M lnxltw y 1T f1SNtfl f. •LLl) {NIM L' 1T tINYG11l.a 1 )11 Mlt1 U f Eno IIT B B 1C VISA g 0 3M 11r.M ]f VIVA:: IM O � lM al4 ].I , At 130011 NO V211,32 yQy� W NO wOlY Sig lI{ i J l�ll�1� 1L OM.I(YtVJ W O�B [, C 1 9Y 13NYnOl) U I� if .lIMOI EEa 1] (11(Y. ®® if tMM)I OY )N]Mtlp O , o� ❑�oB f if MOOI)NT � t �� t 1L YNIYt 10 u W N _ !1! r{ ^ li GOSO.,1T N i © Y • I �> O if xnw :n �^ N 1f OMOIIN]IY v n r' **Of pri{ w BBBe a OYaax:a 5 9 V ( I 15 t1fU tNOI to VMI O Ell f� e v ❑A31� a I Z r 1S (LlYallW :f % t \ CD z 1 '� 1 N •: I W u J ra (A (a mJ rip \ LL. 41S lulx `E5 O —J k pN�1E 'YI W a Of a N O 9 Q _ a LL _ O a U W N 2! } LL V 7♦ F O _ a U r /64 o. 10 w ir N 1 b o' y O P -2 065 EL SEGUNDO CITY COUNCIL MEETING DATE October 2, 2001 AGENDA ITEM STATEMENT AGENDA HEADING. Consent Agenda AGENDA DESCRIPTION* Right -of -way acquisition services from the Los Angeles County Department of Public Works for Douglas Street Gap Closure /Railroad Grade Separation Project (estimated cost of services = $97,000 00) RECOMMENDED COUNCIL ACTION: Authorize the City Manager to issue a service request to the County Department of Public Works BACKGROUND AND DISCUSSION, The design for the Douglas Street Gap Closure is currently under progress The construction of this project will require right -of -way negotiations with property owners for acquiring right -of -way and construction easements Since this project has federal funds, the acquisition process has to comply with federal guidelines (Additional discussion on next page...) ATTACHED SUPPORTING DOCUMENTS Service request to the County with proposal FISCAL IMPACT Capital Improvement Project Approximately $12 5 million grants by others Amount Requested: $97,00000 Account Number Project Phase Right -of -way acquisition Appropriation Required No ORIGINATED BY: Date, 6:�`L1 � t� "t` SEP 2 6 2001 PW- COUNCIL 10AOCTOBER02 04 (Mmday 09 7/011000 AM) 11 i) % �' ADDITIONAL DISCUSSION Caltrans, which administers the federal funds, requires that the right -of -way acquisition has to be performed by agencies that are certified to implement the federal regulations The County Department of Public Works is certified to perform this function Staff has discussed this project with County staff and has received the enclosed proposal from the County to provide the needed services at an estimated cost of $97,000 00 Staff recommends retaining a certified agency or firm to perform this work in order to comply with federal regulations The cost of the County services is an eligible expenditure under the currently allocated MTA grant of $9.233 million MCOUNCIL 10 \OCTOBER 02 04(Montl y 0927/0110 00 A M) nCi 6> 0002 DPW Rev IM5 COUNTY OF LOS ANGELES DEPARMENT OF PUBLIC WORKS SERVICE REQUEST CITY OF EL SEGUNDO DATE SEPTEMBER 18, 2001 To Director Los Angeles County Department of Public Works P O Box 1460 Alhambra, California 91802 -1460 Attention* City Services We request the following work be performed by your Department* Provide right -of- services acquisition services for the Douglas Street Gap Closure /Railroad Grade Separation Project per the enclosed proposal dated September 13, 2001. In ESTIMATED COST $97,000.00 Department Report: Work completed on Remarks- Flood Maintenance Map d prop Mgmt Mati l Eng Operational Sery I i I Road Maintenance I 1 Traffic & n pirww _PPTI R7N Tn -lTV m DATE 668 SEP le 2001 7:49RM JAMES NOYES, IHma r September 13, 2001 LA COUNTY PDD 6269795362 COUNTY OF LOS ANGELES DEPARTMENT OF PUBLIC WORKS Mr. Bellur K. Devaraj City Engineer Public Works Department City of El Segundo 350 Main Stteet El Segundo, CA 90245 -3895 Dear Mr. Devaraj: 900 SOUTH FREMONT AVENUE ALHAMBRA. CALIFORNIA 91603 -1331 TeMphme (626)45 5-5100 P.1 ADDRESS ALL CORRESPONDENCE TO PO BOX 1460 ALHAMBRA, CALIFORNIA 91502 -1460 IN REPLY PLEASE REFER TO PILE MP-8 DOUGLAS STREET GAP CLOSURE /GRADE SEPARATION PROJECT Our preliminary cost - estimate for the right of way acquisition for the subject project is $97,000 and the acquisition process is expected to take approximately five months. We have enclosed a preliminary estimate and proposed schedule as requested, This estimate is based on the following assumptions: • Acquisition will be by negotiation and all property owners will be cooperative. • No major changes to the proposed right of way will occur once we receive the notice to proceed. • A Phase II Site Investigation will not be required. • Environmental clearance (CEQA/NEPA) is obtained on time. • No relocation is involved. • Acquisition from the Railroad will go smoothly. The cost - estimate and schedule do not reflect right of way that is needed to be acquired by eminent domain. 069 SEP 18 2001 7:498M LA COUNTY PDD 6269795362 P.2 Mr. Bellur K. Devaraj September 13, 2001 Page 2 If you have any questions regarding this matter, please contact Mr. Allan Abramson at (626) 458 -7048 or Mr. Thiemo A. Diallo at (626) 458 -7051. Very truly yours, JAMES A. NOYES Director of Public Works SI 'IN AND SENT GREG KELLEY, Assistant Deputy Director Mapping & Property Management Division TAD:mrp 6:aeparationpmj Enc bc: Programs Development (City Services) ✓ Mapping & Property Management 070 SEP 18 2001 7:49AM LA COUNTY PDD 6269795362 p.3 DOUGLAS STREET GAP CLOSURE /GRADE SEPARATION PROJECT CITY OF EL SEGUNDO Right of Way Acquisition Cost-Estimate TASKS COST Right of Way Engineering $15,000 • Calculations • Legal descriptions • RIW acquisition maps Title $15,000 • Title Reports • Documents (Deeds) • Recordation Valuation $28,000 • Market Data Research • Market Data Analysis • Appraisal Report Environmental $ 5,000 • Phase I Environmental Site Assessment (ESA) • ESA Report Negotiation and Acquisition $15,000 Project Management $ 7,000 Administration $ 2,000 Subtotal $87,000 Contingencies $10,000 Total 1$97,000 071 -- ee� SL6929 ens �,�nj\ . \ ..a- a ,o� et das g- - -- - -�- - -- - -- - - - ■ ■ �� - -- - - - -- - -- -- — - - - ■ ■ ` �a ; - - - -- - - -- -- -- - -- — - -- � |! | I § � £,! all ■ §■ | ,■ � , -- -- -- - - - - -- 2 } �- - - - - -- -- � -- -- - - -- - - -- ) ■ | § � ■ I • ! $ _| | ■ § ! § � -- ee� SL6929 ens �,�nj\ . \ ..a- a ,o� et das EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION. MEETING DATE: October 2, 2001 AGENDAHEADING: Consent Agenda Agreement with Norns -Repke Company to provide public works Inspection services on an as needed basis at the rate of $75.00 per hour (budgeted amount $150,000 00) RECOMMENDED COUNCIL ACTION: Approve agreement and authorize the City Manager to execute the Standard Professional Services Agreement with Norns -Repke Company BACKGROUND AND DISCUSSION: The adopted fiscal year 2001 -2002 Operating Budget includes $150,000 00 to provide for contractual public works inspection services These services will provide for inspection and contract administration for the approved capital improvement and other projects Initially, the primary assignment for the inspection services will be the construction of Washington Park. (Additional discussion on next page....) ATTACHED SUPPORTING DOCUMENTS: Scope of Services Exhibit "A" and costs "Exhibit "B" FISCAL IMPACT As needed basis not to exceed $150,000.00 Operating Budget, $150,00000 Amount Requested, $150,00000 Account Number 001 - 400 -4801 -6206 Project Phase. Inspection services Appropriation Required: No ORIGINATED BY. SEP 2 6 2001 REVIEWED BY Date Mary Sirann (tdv Ma or M- COUNCIL 101OCTOBER 0201(MOrMay 08241011000 A M) 12 073 ADDITIONAL DISCUSSION Staff has interviewed three (3) consultants (Norris - Repke, Aztec Engineering and Jacobs) that provide public works inspection services Based on these interviews, staff recommends Mr. Jose Boada of Norris - Repke Company to provide the needed inspection services at the hourly rate of $75.00, Mr. Boada is a civil engineer with over twenty (20) years of experience in inspection and construction management of various types of public works projects. Staff has received favorable references from Mr Boada's previous employers. MW OUNCIL I MCTOSER0201(M.day09/29/011000 AM) 074 "EXHIBITA" SCOPE OF SERVICES APPROACH AND SCOPE OF SERVICES This section outlines our approach to providing construction observation services This approach 1ti based on experience, responsiveness and quality This demonstrates how we use the background and experience of our staff to meet the City's needs and truly act as an extension of City Staff The Norris Repke approach for supplying the needed services to the City of Et Segundo i� developed around the following elements • An organization structure built to serve public works agencies • Work programs based on experience • Maintain a high level of communication • Act as an extension of City staff • Conformed to the Plans and Specifications • Adherence to good and safe construction practices • Project training and discussions prior to construction • Develop a public relations program • Experienced team members In addition to having excellent technical experience and skills in municipal public works construction, the Norris Repke project personnel are experienced in performing the following additional construction related tasks 1 Approach the difficulties that may be encountered on projects in a positive manner, and have the capacity to work constructively with a wide range of personalities 2 Provide quick response to inquiries of the public and citizens of the City 3 Provide an effective community outreach and public relations program 4 Take an active role in the formulation of solutions to construction problems 5 Set up and maintain job files 6 Prepare complete and accurate daily reports and other reports, as required 7 Coordinate and check on construction survey and materials testing, 8 Prepare and maintain red -lined, as built plans, 9 Review traffic control, per accepted industry standards and the Work Area Traffic Control handbook Norris Repke separates its Construction Observation Services into three phases — Pre - Construction, Construction and Post - Construction Phase I — Pre - Construction Review of the construction related documents including Construction Plans, Speaficanorn, Applicable Standard Plans, Construction Schedule, and Utility Notifications and Conflicts Perform Site Evaluation, as well as sidewalk and concrete reconstruction work areas with Project Engineer Page 1 of 3 075 • Attend pre - construction conference with City staff and the Contractor • Setup project files and formulate team approach for project with City staff Phase II — Construction • Provide Construction Observer as directed by the City and limited to the number of hours included in the proposed fee • Attend Construction job -site meetings with City staff, Engineer and Contractor (Ati required) • Utility Company Coordination • Maintain Daily Observation Report, including work performed, contractor work force, equipment and visitors to the site The report shall also outline discussions with the public, Contractor, City staff, and details of instructions or agreements with the Contractor Submit daily reports to the City Submit entire log to City at project completion • Evaluate Construction operation with respect to quality, progress and schedule • Review Project Site Traffic Control • Coordinate Contractor's field activities to minimize inconvenience to the adjacent busmesseti and residences • Maintain daily information for as -built plan markups Phase III — Post - Construction • Perform final observation and prepare punch list • :Monitor completion of punch list and report to City • Submit project construction records to City Page 2 of 4 076 L'EXTIMIT B" FEE PROPOSAL Construction observation services will be performed for the contract period October 1, 2001 to October 1, 2002 at an hourly rate of $75.00 All other services will be performed per the Schedule of Standard Hourly Rates The Schedule of Standard Hourly Rates is for calendar year 2001 Page 3of4 077 EL SEGUNDO CITY COUNCIL MEETING DATE: October 2, 2001 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION Request for City Council to approve the purchase of two (2) portable industrial generators installed on trailers (Fiscal Impact = $67,698.72). RECOMMENDED COUNCIL ACTION, Approve the purchase of two (2) portable industrial generators installed on trailers from Engine and Equipment Company to be used to provide temporary power to the City's pump stations BACKGROUND AND DISCUSSION. The recently adopted budget provides for the purchase of these portable industrial generators, which will be used to provide temporary power to the pump stations During power outages, these generators will be transported to the pump stations, set up and connected to the pumps After draining the wet well, staff will then proceed to the next pump station Modifications to the pump station will be made to allow for quick power connections under another contract ATTACHED SUPPORTING DOCUMENTS, Price quotation received FISCAL IMPACT Operating Budget $79,90000 Amount Requested $67,69872 Account Number* 301 -400- 4301 -8104 Project Phase* Purchase Appropriation Required: No ORIGINATED BY- Date: "� "" Anriras Santnmann rrarrtnr of Piihhr. Wnrks SEP 2 6 2UA l REVIEWED BY. Date: Mary Strenn. City Mahbaer M- COUNCIL 10 \OCTOBER 0205(Monday 0 &241011000 AM) 13 6 7 8 Company Generator Generator (2) Trader Traders (2) Sub -total Shipping Tax Total PRICE QUOTATIONS Engine & Equipment Cummins Cal Pacific, Breezer Equipment Company Inc. and Supply $28,316 / each $37,000 / each with $39,385 / each with trailer trailer $56,632 $74,000 with trailers $78,770 with trailers $2,526 $5,052 $61,684 $74,000 $78,770 $1,000 $1,000 $1,000 $5,01472 $6,00000 $6,381 60 $67,69872 $81,000.00 $86,151.60 PW- COUNCIL 10 \OCTOBER 0205(MUnE y 0924/011000 AM) 079 EL SEGUNDO CITY COUNCIL MEETING DATE October 2, 2001 AGENDA ITEM STATEMENT AGENDA HEADING Consent Agenda DESCRIPTION. Acceptance of the 2000 -2001 slurry seal application at various locations Project No PW 01 -04 (final contract amount $173,994 91) COUNCIL ACTION 1 Accept the work as complete. 2 Authorize an allocation of $7,671 00 from unallocated Gas Tax funds 3 Authorize the City Clerk to file the City Engineer's Notice of Completion in the County Recorder's Office BACKGROUND AND DISCUSSION: The City Council on June 19, 2001, awarded a contract for $159,462 25 to Pavement Coatings Company for the 2000 -2001 slurry seal project The work included application of an asphalt slurry seal coating on various streets within the northwest quadrant of the City's residential area, Main Street and Aviation Boulevard, as part of an annual maintenance effort to extend the useful life of the street pavement and the slurry sealing of Main Street in conjunction with the Downtown Specific Plan Improvements The work has now been satisfactorily completed The final contract amount, based on actual measured quantities, is $173,994 91 Staff recommends City Council acceptance of the work ATTACHED SUPPORTING DOCUMENTS Notice of Completion IMPACT- Capital Improvement Project: Amount Requested, Account Number* Project Phase Appropriation Required* $166,66500 $173,99491 106 -400- 8203 -8357 and 301 -400- 8201 -8573 Accept the work as complete Yes - $15,000 00 from unallocated Gas Tax funds ORIGINATED BY Date: SEP 2 6 2001 REVIEWED BY. Date* PW- COUNCIL 1010CTOBER 02 03 (Monday 09120/01 10 00 A M) 14 nS0 Recording Requested by and When Recorded Mail To City Clerk, City Hall 350 Main Street El Segundo, CA 90245 NOTICE OF COMPLETION OF CONSTRUCTION PROJECT Project Name 2000 -2001 Slurry Seal Protect Protect No PW 01 -04 Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that Dated 1 The undersigned is an officer of the owner of the interest stated below in the property hereinafter described 2 The full name of the owner is City of El Segundo 3 The full address of the owner is City Hall, 350 Main Street, El Segundo, CA, 90245 4 The nature of the interest of the owner is Public street right -of -way 5 A work of improvement on the property hereinafter described was field reviewed by the City Engineer on August 31, 2001 The work done was Slurry seal of streets 6 On October 2, 2001, the City Council of the City of El Segundo accepted the work of this contract as being complete and directed the recording of this Notice of Completion in the Office of the County Recorder 7 The name of the Contractor for such work of improvement was Pavement Coatings Company 8 The property on which said work of improvement was completed is in the City of El Segundo, County of Los Angeles, State of California, and is described as follows Various streets 9 The street address of said property is Not applicable (various streets) Bellur K Devaraj City Engineer VERIFICATION I, the undersigned, say I am the City Engineer of the City El Segundo, the declarant of the foregoing Notice of Completion, I have read said Notice of Completion and know the contents thereof, the same is true of my own knowledge I declare under penalty of perjury the foregoing is true and correct Executed on 2001 at El Segundo, California Bellur K Devarat City Engineer N \SPECS PRJlPW01 -04 NOC n p 1 EL SEGUNDO CITY COUNCIL MEETING DATE October 2, 2001 AGENDA ITEM STATEMENT AGENDA HEADING' Consent Calendar AGENDA DESCRIPTION. Proposed class specifications and a resolution establishing monthly salary ranges for the fob classifications of Utilities Manager, Water Supervisor, Risk Manager /Purchasing Agent and Pool Manager RECOMMENDED COUNCIL ACTION. 1 Approve the proposed class specifications 2 Adopt the resolution establishing the monthly salary ranges BACKGROUND & DISCUSSION - REFER TO ATTACHMENT - ATTACHED SUPPORTING DOCUMENTS: Operating Budget Amount Requested Account Number Project Phase Appropriation Required Sob Hyland, Human RErs6i X74— � -Iell / DATE I Manager -Z6 Bret Plumlee, Director of Administrative Services REVIEWED BY_ DATE. ON AGE \DUSO Man 08215 RESOLUTION NO. _ A RESOLUTION ADOPTED BY THE EL SEGUNDO CITY COUNCIL ESTABLISHING A SALARY RANGE FOR THE CITY'S UTILITY MANAGER, WATER SUPERVISOR, RISK MANAGER/PURCHASING AGENT, AND POOL MANAGER. The City Council of the city of El Segundo does resolve as follows SECTION 1 The City Council adopts the following base monthly salary range for Utility Manager, Water Supervisor, Risk Manager/Purchasing Agent and Pool Manager Position Stop A Step B Step C Step D Step E Utility M $599354 $629696 $661574 $695067 $730254 Water Supervisor $400625 $420907 $442215 $464602 $488123 Risk Mgr /Purchasing A t $570474 $599354 $629696 $661574 $695067 Pool Mgr. $244480 $2568.67 $269871 $283533 $2978 87 SECTION 2 This Resolution will remain effective until superseded by a subsequent resolution SECTION 3 This Resolution will become effective immediately upon adoption PASSED AND ADOPTED this _ day of 2001 ATTEST Cindy Mortesen, City Clerk APPROVED AS Mark D HensloO By Karl H Bergerr Assistant C h -I- Mike Gordon, Mayor [C \WINDOWS \Temporary Internet Fzles \0LK3252\Resolutmn re Salary Range doc] September 26, 2001 083 BACKGROUND & DISCUSSION: The following job classifications are included in the City's recently adopted 2001 -2002 Fiscal Year Budget Utilities Manager is a new, one position mid- management job classification, as recommended in the recent audit of the Public Works Department The position reports to the Director of Public Works and will have responsibility for planning, organizing, directing and managing the activities of the activities of the City's water distribution, wastewater collection and storm drainage systems The proposed salary range for the job classification is the same as the departments' related mid- management position of General Services Manager Water Supervisor is an existing one position job classification represented by the Supervisory and Professional Employees Association In anticipation of the long time incumbent's retirement in late September 2001, department management has reviewed the class specification and is proposing several changes to the "Licensing /Certification Requirements" section designed to reflect current professional standards. The proposed salary placement for the job classification is a downward adjustment, resulting in it being placed on the same salary range as the related division position of Wastewater Supervisor Risk Manager /Purchasing Agent is a new job classification resulting from Council's approved reclassification of the City's Purchasing Agent. The revised job classification will be part of the City's Mid- Management group and the proposed salary range is at the same salary level as the related division heads in the new Administrative Services Department, Business Services Manager, Accounting Manager, and Human Resources Manager Pool Manager is a new one position job classification which will be represented by the City Employees Association, with responsibility for overseeing City -wide pool operation, maintenance and related activities. The job classification is funded by the elimination of two part-time hourly positions and will be placed on salary range 17 Should the City Council approve the proposed class specifications and adopt the resolution establishing basic monthly salary ranges, the Human Resources Division will immediately initiate the recruitment, testing and selection processes necessary to fill the positions All proposed class specifications and salary range recommendations have been reviewed by the appropriate bargaining units 084 City of El Segundo, California Job Description UTILITIES MANAGER Definition: Under general direction, plans, organizes, directs, and manages the activities of the Utilities Division, which includes the construction and maintenance of the City's water distribution, wastewater collection, and storm drainage systems, analyzes, reviews, and makes recommendations on programs and policies affecting the Utility Division's operations Essential Function: Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills and other characteristics This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class Characteristic Duties and Responsibilities: This is a single position class and the incumbent reports directly to the Director of Public Works and is responsible for the overall administration and management of the City's Utilities Division Duties may include, but are not limited to, the following Directs and participates in the development and implementation of goals, objectives, policies, and procedures, supervises and participates in the preparation and implementation of the Division's budget, monitors all expenditures, recommends the purchase of equipment and materials, prepares cost estimates for storm drainage, water, and wastewater system construction and operations activities Plans, organizes and coordinates water distribution activities, wastewater collection, and storm drainage systems maintenance, performs long -range planning and review of maintenance, construction, and operation of City water distribution facilities, wastewater collection system, and storm drainage Confers with engineers, contractors, and other utility agencies and City staff regarding storm drainage, water distribution and wastewater collection projects, reviews project plans and drawings, makes recommendations for changes based on field observation and operational problems, coordinates the implementation of NPDES permit requirements for the City Researches problems, provides cost benefit analyses, time studies, and prepares formal findings and recommendations for investigations, meets and confers with other management personnel to resolve problems and coordinate activities 0R5 Assists in the selection of Division employees, plans, organizes, and assigns work, develops and establishes work methods and standards, conducts or directs staff training and development, reviews and evaluates employee performance, recommends disciplinary action Advises and otherwise provides assistance to the Director of Public Works, City staff, and the public regarding the operations of the City's water distribution systems, responds to inquiries and provides information regarding City policies and procedures, ensures compliance with laws, rules, or regulations related to water distribution, wastewater collections systems, and storm drainage Performs other related duties as assigned Knowledge, Skills and Other Characteristics: Knowledge of principles applicable to the operations, maintenance, and design of the City water distribution systems/ wastewater collection systems, knowledge of laws, regulations, and ordinances affecting water distribution operations, knowledge of City policies and procedures, knowledge of safety programs and practices, knowledge of principles, practices, and procedures of public administration, management, supervision, and employee training, knowledge of methods of analyzing, evaluation, and modifying administrative procedures, knowledge of principles of budget preparation and control Skill planning, organizing, directing, and supervising the maintenance, construction, and operations functions of the City water distribution system, storm drainage, and wastewater system, skill overseeing the conduct of training, safety, and certification programs, skill providing comprehensive administrative review of work activities, costs, staffing requirements, equipment uses, and time requirements, skill analyzing work activities and operational problems, instituting improved methods of accomplishing functions, skill training and evaluating subordinate personnel, preparing and presenting comprehensive and concise written and oral reports, skill assisting in Division budget preparation and control, skill in dealing tactfully and courteously with the public, skill in establishing and maintaining cooperative working relationships, skill in dealing constructively with conflict and developing effective resolutions Education, Training, and Experience: Graduation from an accredited college with a bachelor's degree in business or public administration, civil or mechanical engineering, or a related field, and five (5) years of experience, including four (4) years of supervisory experience, in the planning, construction, operation, and maintenance of utility distribution systems, or an equivalent combination of education and experience 71861 Licensing /Certification Requirements: Possession of a valid Class "C" California driver's Possession of a State of California Grade III Water Treatment Certificate and Grade IV Collections System Maintenance Certification is desirable nR7 City of El Segundo, CA WATER SUPERVISOR Job Description Job Code: 1410 Definition: Under general supervision, plans and supervises the daily operations of the City Water Section, plans and supervises the installation, construction and maintenance of the City water distribution system, pumping and equipment maintenance operations Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills and other characteristics This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class Characteristic Duties and Responsibilities: Plans, schedules, supervises, monitors and inspects the construction, maintenance, operation and replacement of City water facilities, equipment and systems, insures safe and efficient distribution of water, complies with State and Federal regulations regarding water system operations, insures all maintenance and repairs on all facilities and equipment are performed, inspects the work of contractors, insures necessary material, supplies and equipment are available through inventory management Responds to citizen complaints and determines appropriate corrective action, coordinates activities with other City staff in resolving complaints Reviews plans, specifications and blueprints for proposed development to insure compliance with City rules, policies and code regulations, communicates with engineering staff and inspectors Reviews water sample lab reports for water quality, bacteriological sampling and makes recommendations for corrective action as necessary, monitors cross - connection control program, including site surveys, backflow devise testing and reporting Maintains records and logs of work performed, equipment and staffing usage, prepares reports, prepares and administers the Water Section budget Recommends hiring, trains, assigns, reviews and evaluates work of assigned staff, initiates corrective and/or disciplinary action, responds to grievances, initiates termination following established personnel policies and procedures and in consultation with the Public Works Director and Human Resources PSPC 1 10199 1188 Water Supervisor Knowledge, Skills and Other Characteristics: Knowledge of Federal, State and City rules, regulations, policies and procedures related to water systems construction and maintenance Knowledge of general construction and maintenance procedures Knowledge of equipment capabilities, limitations and safe operating characteristics Knowledge of traffic laws, ordinances and regulations relating to the operation of assigned equipment Knowledge of operation of water facilities Knowledge of OSHA safety standards related to all aspects of related public works projects Knowledge of methods of collection and preserving domestic water samples Knowledge of water systems record keeping Knowledge of principles and practices of supervision Skill in reviewing, monitoring and prioritizing the maintenance /repair of municipal water systems Skill reading blueprints and maps Skill responding to public works emergencies Skill in maintaining records and preparing reports Skill preparing budgets Skill supervising, training, evaluating and motivating employees Skill utilizing public relations techniques in responding to inquiries and complaints Skill in establishing and maintaining effective working relationships with other department staff, other City employees and the public, Working Conditions: Regularly exposed to vehicular traffic Regularly exposed to sounds and smells associated with equipment and materials Occasionally may work in confined spaces, in close proximity to structural, environmental, electrical, noise and mechanical hazards including bio- hazardous materials Licensing /Certification Requirements: A valid California driver's license Grade irr Water Rent« ent Ge.t.l:eal, Cross Connection Specialist Certification is desirable Possess of a State of California Grade II Water Distribution Certificate Possession of a State of California Grade Ii Water Treatment Certificate is desirable Minimum Oualifications: Graduation from high school or GED and four (4) years increasingly responsible experience in water distribution and treatment including one (1) year supervisory or related lead work experience, or an equivalent combination of education and experience PSPC 2 10/99 089 City of El Segundo, CA Job Description Job Code: 320 RISK MANAGER/PURCHASING AGENT Definition: Under general supervision, plans, manages and coordinates the day today operations of risk management functions within the Administrative Services Department, coordinates and facilitates the City's centralized purchasing program for material, equipment, supplies and services Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills and other characteristics This list of duties and responsibilities is ILLUSTRATNE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class Characteristic Duties and Responsibilities: Plans, manages and coordinates the day to day operations of the City's risk management program, including risk identification, risk financing, loss prevention, claims management, coverage analysis and safety program administration Works with consultants and City departments to identify the City's various exposures to risk and loss, makes recommendations on how to eliminate or reduce risk exposure Coordinates the City's self - insured liability program by reviewing and monitoring claims, reviews insurance clauses and appropriate levels of insurance required by consultants, formulates specifications for the purchase of insurance and other risk related services Provides in -house staff support to the City Safety Committee, administers a comprehensive safety program to reduce the City's exposure to loss, implements loss control and safety training programs conforming to Cal/OSHA requirements Evaluates and makes recommendations for improvements on various risk management programs such as back injury prevention and establishing ergonomically correct workstations Works closely with the Human Resources Manager on risk related aspects of the City's self- insured worker's compensation program and the City's pre - employment and annual fitness -for- duty medical evaluations program Keeps informed on current developments, trends and proposed legislation in the field of risk management PSPC 10/99 090 Purchasing Agent Purchases and administers applicable contracts for all materials, supplies, equipment and services requisitioned by all City departments and agencies, ensures compliance with purchasing, budgetary, insurance, permitting and related policies and procedures Develops and implements formal and informal bidding policies, develops bid documents and specifications, evaluates bids against specifications and recommends or awards contracts or purchases Interviews and negotiates with vendor representatives regarding availability, price and terms of purchase of supplies and equipment, serves as liaison between vendors and City departments regarding purchasing activities Coordinates the transfer of City equipment and disposition of surplus property; maintains fixed asset inventory/tagging system, arranges for the sale, exchange or disposal of supplies, equipment, materials, fixtures and other property, maintains schedules and/or inventories for equipment replacement fund, pager and cellular inventory, maintenance /service contracts and the like Advises and otherwise provides assistance to other City staff regarding purchasing activity, assists in developing departmental budgets for supplies and equipment upon request, prepares and presents reports evaluating requirements for goods and services, recommends action on contracts and agreements Develops and implements purchasing goals, objectives, policies and procedures and maintains related documentation, prepares purchasing budget requests Makes site visits to assess planned needs or resolve problems with installed products, attends demonstrations, bid openings and related events Kn0-,Nledae, Skills and Other Characteristics: Knowledge of principles and practices of risk management and asset protection programs Knowledge of financial and legal requirements for developing, implementing and administering self insurance plans Knowledge of insurance industry policies and procedures Knowledge of laws of contracts relating to asset protection programs Knowledge of principles of claims adjustment and investigation. Knowledge of the principles and practices of effective supervision Knowledge of principles and practices of purchasing and inventory control for a government agency Knox ledge of record keeping methods related to the purchasing function Knowledge of laws and regulations applicable to municipal bidding procedures and purchasing operations Knowledge of emergency purchasing operations in the event of a disaster Knowledge of sources and types of equipment and supplies used by a municipality PSPC 10/99 091 Purchasing Agent Skill in risk management program implementation, management and evaluation Skill in supervising, developing, motivating and evaluating staff Skill in analyzing and evaluating loss experience and in analyzing and interpreting laws, ordinances and regulations Skill performing and coordinating purchasing activities, centralized stores and inventory control Skill negotiating to arrange terms and conditions, prices and scheduling Skill preparing and presenting reports Skill interpreting and applying related codes, laws and policies Skill meeting with the public in situations requiring diplomacy and tact Skill communicating effectively both orally and in writing Skill establishing and maintaining effective working relationships with other department staff, other City employees and the public Working Conditions: Typical office environment, and exposure to environmental conditions presented at various City locations Licensing /Certification Requirements: Occupational certificate of achievement /purchasing certificate from an accredited college or university ARM or CPCU designation is desirable Minimum Qualifications: Graduation from an accredited four -year college or university with mayor coursework in public or business administration or a related field, and four (4) years of professional risk management and purchasing experience, including at least one year of project management or supervisory experience, or an equivalent combination of education and experience PSPC 3 10/99 _ 9 2 City of El Segundo, CA POOL MANAGER Job Description Job Code: Definition: Under limited supervision, plans, coordinates, implements and manages a variety of aquatic programs and facilities, contract classes and programs, teams and maintenance operations Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills and other characteristics This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class Characteristic Duties and Responsibilities Plans, coordinates and manages all aquatic programs and schedules, oversees all contract programs, i e masters swim team, community swim teams, groups usage, recreation teams and private lessons, organizes special events, coordinates and schedules directly with school district personnel for ESHS aquatic program needs Promotes use of facilities, programs and hours of operation to the public, prepares media and cable releases for programs, classes, events and activity publications, represents and promotes the program through participation on committees, boards and community groups Maintains all required certifications including First Aid, CPR, Lifesaving, Water Safety Instructor and Aquatic Instructor, retains membership in SCAPOA (Southern California Aquatic Pool Operators Association and CPRS (California Parks and Recreation Society), provides instruction and makes available certification programs for all staffing levels Maintains statistical, attendance and program activity, safety, registration records, prepares written and oral reports as assigned Oversees facility maintenance activities, schedules and prioritizes assignments for maintenance staff and coordinates special projects with public works staff Assists with hiring, trains, schedules, assigns, reviews and evaluates work of staff and volunteers Knowledge, Skills and Other Characteristics: Knowledge of a variety of Aquatic programs Knowledge of basic principles of supervision including training and motivating staff. Knowledge of policies and procedures related to aquatic programs and facilities Knowledge of aquatic safety procedures for public, staff and facility operations Knowledge of computer programs and applications 0 9 3 Skill in marketing recreation programs Skill in communicating with community patrons and staff Skill researching new, updating current and developing new recreation programs Skill preparing clear, concise and comprehensive reports Skill in staff training Skill presenting ideas and concepts orally and in writing Skill in computer applications Skill in maintaining accurate records Skill in utilizing public relations techniques responding to inquiries and complaints Skill in establishing and maintaining effective working relations with other department staff, other City employees, the school district and the public Working Conditions: Exposed to smells of pool chemicals Exposure to environmental conditions presented at City pools and related facilities and locations Regularly lift and /or carry up to 50 pounds Licensing and Certification Requirements: A valid California drivers' license Current Certifications in First Aid, CPR, Lifesaving, and Water Safety Instruction Minimum Qualifications: Two years of college -level coursework in recreation /leisure /aquatic management or a related field and two years of experience in the implementation of aquatic activities and programs, or an equivalent combination of education and experience 0 9 4 EL SEGUNDO CITY COUNCIL MEETING DATE October 2, 2001 AGENDA ITEM STATEMENT AGENDA HEADING: New Business AGENDA DESCRIPTION' Request by the El Segundo Fire and Police Departments to close off a portion of Main Street to traffic for its New York City Relief Pancake Breakfast to be held on October 6, 2001 at 8 00 a m at Fire Station #1, 314 Main Street (Fiscal Impact- none) RECOMMENDED COUNCIL ACTION. Approve request for street closure BACKGROUND & DISCUSSION' The Fire and Police Departments are requesting that the 300 block of Main Street from Grand Avenue to the City Hall complex on both sides of the street be closed to traffic from 6 00 a m until noon on Saturday, October 6, 2001 for its New York City Relief Pancake Breakfast The MTA will be notified of the street closures The Street Division of Public Works will be asked to post no parking signs on Main Street and in the Police and Fire Department parking lots No costs related to the staging of the event are anticipated The barricades are already in place as a result of Farmers Market Police and Fire Department volunteers will set up and take down the barricades and monitor vehicular and pedestrian traffic Patrol officers, however, will monitor the parking situation, attendance volume and traffic congestion on the day of the event ATTACHED SUPPORTING DOCUMENTS- New York City Relief Pancake Breakfast flyer FISCAL IMPACT None Operating Budget* Amount Requested Account Number Protect Phase Appropriation Required Yes _ No X ORIGINATED DATE. September 24, 2001 No I O, F e Chief Ae Chief �T�IL�h9�i] Mary DATE: September 27, 2001 Ar ,71l rob o SraftRepon Fre eancaGe BreaV.im, 095 16 New York City Relief vefficiana Brea October 6, 2001 8:00 am Hosted by: El Segundo Fire and Police Dept. Fire Station #1 314 Main Street N .HON4R of our lost brothers and sisters in New York City. We are looking for donations in the form of cash or check to go to the families of the New York City Fire, Police, and EMS casualties. The donations will be directed to the NYCPPI Fund and the FDNY Fund Please make checks payable to one of the following: NYCPPI, Widow and children's Fund (FDNY) El Segundo Firefighters Assoc. Please tell your friends, family, and co- workers For further information contact Captain Breck Slover @ 310524 -2735 or Firefighter Dina Carr @ 310-524 -2269. 0 99 EL SEGUNDO CITY COUNCIL MEETING DATE: October 2, 2001 AGENDA ITEM STATEMENT AGENDA HEADING: New Business, City Attorney AGENDA DESCRIPTION: Introduction of an Ordinance of the City Council adding Chapter 6A to Title 5 of the El Segundo Municipal Code to regulate tobacco product sales within the City of El Segundo. RECOMMENDED COUNCIL ACTION: Introduce Ordinance and waive first reading BACKGROUND & DISCUSSION: As requested by the City Council on September 18, 2001, this Office drafted an ordinance that regulates the sale of tobacco products in El Segundo The proposed ordinance will do four things (1) require tobacco product vendors to post advisory signs stating that it is illegal for minors to purchase tobacco products, (2) require vendors selling tobacco products to verify that a potential buyer is eighteen years or older, (3) require that all tobacco products be sold in the manufacturer's original packaging, and (4) require that tobacco products be sold by the vendor in person rather than by self - service displays, or similar means, where the customer may possess a tobacco product before purchase ATTACHED SUPPORTING DOCUMENTS: Draft Ordinance FISCAL IMPACT: N/A Operating Budget: Amount Requested: Account Number: Project Phase: Appropriation required: YN 'G:/ City Attorney 9r1fW1 City Manager D9717 BACKGROUND & DISCUSSION (CONTINUED): California law partially restricts the means by which tobacco products may be sold Generally, tobacco products may not be sold through vending machines or other mechanical devices However, there are exceptions to this general rule Moreover, California statutes do not prohibit selling tobacco products through self - service displays. Business and Professions Code § 22960 allows municipalities to adopt regulations that are more restrictive than the minimum standards in the California Code. Such regulations may completely ban the sale of tobacco products from vending machines or through other, similar, means The proposed ordinance effectuates B &P § 22960 by, in part, requiring all tobacco product sales to occur in face- to-face transactions without any opportunity for self - service. Consequently, tobacco products may not be sold through vending machines or other, similar, methods where the customer has possession of a tobacco product before purchasing It In addition, the proposed ordinance requires vendors to post a notice stating that only persons eighteen years or older may purchase tobacco products, check identification to verify customers' ages; and sell all tobacco products in the manufacturer's original packaging n10 8 ORDINANCE NO. AN ORDINANCE ADDING CHAPTER 6A TO TITLE 5 OF THE EL SEGUNDO MUNIC EPAL CODE TO REGULATE TOBACCO PRODUCT SALES WITHIN THE CITY OF EL SEGUNDO. The city council of the city of El Segundo does ordain as follows SECTION I The city council finds as follows A Using tobacco products is a positive danger to health and a cause of material annoyance, inconvenience, discomfort, and a health hazard to other persons B The United States Surgeon General and the United States Department of Health and Human Services found that a majority of the four hundred thirty-four thousand (434,000) American that die each year from tobacco - related illness became nicotine addicts before their eighteenth birthday C In order to preserve public health, safety and welfare and to decrease the accessibility of tobacco and tobacco - related products, the City Council believes it is in the public interest to Prohibit self - service sales and self - service displays, racks and shelves of tobacco products, Require merchants to post warning signs which state the legal age of sale and that identification is required to purchase tobacco, Prohibit vending machine sales of tobacco products, and 4 Require all tobacco products be sold in original packaging with all legally required health warnings D Nothing contained in this Ordinance is intended to, nor will it, interfere with the criminal prohibitions on selling cigarettes to minors imposed by California Penal Code § 308 SECTION 2 Chapter 6A, entitled Regulation of Tobacco Product Sales, is added to Title 5 of the El Segundo Municipal Code C ESMC) to read as follows Page 1 of 4 1q9 "Chapter 6A REGULATION OF TOBACCO PRODUCT SALES 5 -6A -1 Purpose This chapter is adopted pursuant to the City's police powers and California Business & Professions Code § 22960(c), including any successor statute, for the purpose of further restricting access to and reducing the availability of cigarette and tobacco products from vending machines or devices 5 -6A -2 Definitions. Unless the contrary is stated or clearly appears from the context, the following definitions will govern the construction of the words and phrases used in this chapter A "Business" means any sole proprietorship, point venture, corporation, or other business entity formed for profit, including retail establishments where goods or services are sold as well as professional corporations and other entities where legal, medical, dental, engineering, architectural, or other professional services are delivered B "Employee" means any person who is employed by any employer in consideration for monetary compensation or profit C "Employer" means any person, partnership, corporation, including municipal corporation, who employs the services of more than four persons D "Minor" means any individual who is less than eighteen years old E "Person" means any individual, partnership, cooperative association, private corporation, personal representative, receiver, trustee, assignee, or any other legal entity F "Self- service merchandising" means open display of tobacco products and point - of-sale tobacco - related promotional products to wlnch the public has access without the intervention of any employee G "Tobacco Product" means any tobacco cigarette, cigar, pipe tobacco, smokeless tobacco, snuff, or any other form of tobacco which may be utilized for smoking, chewing, inhaling, or other manner of ingestion H "Tobacco retailer" will mean any person or governmental entity that operates a store, stand, concession, or other place at which sales of tobacco products are made to purchasers for consumption or use Page 2 of 4 100 "Tobacco vending machine" means any electronic or mechanical device or appliance the operation of which depends upon the insertion of money, whether coin or paper bill, or other thing representative of value, which dispenses or releases a tobacco product or tobacco accessories "Vendor- assisted" means only an employee has access to the tobacco product and assists the customer-by supplying the product The customer does not take possession of the product until it is purchased 5 -6A -3 Prohibitions. A It is unlawful for a person or business to offer tobacco products for sale without prominently displaying a sign at the point of purchase for tobacco products stating "SELLING TOBACCO PRODUCTS TO PERSONS YOUNGER THAN EIGHTEEN YEARS OF AGE IS ILLEGAL. PHOTO ID IS REQUIRED TO PURCHASE ANY TOBACCO PRODUCT." The letters of the sign will be at least one quarter inch (1/4 ") high B It is unlawful for any person, business, tobacco retailer, or owner, manager, or operator of any establishment to sell, offer to sell, or permit to be sold any tobacco product to an individual without first examining identification that establishes the purchaser's age as at least eighteen years unless the seller has some reasonable basis for determining the buyer's age C It is unlawful for any person, business, tobacco retailer, or other establishment to sell or offer for saleany tobacco product that is not in the manufacturer's original packaging containing all required health warnings D It is unlawful for any person, business, or tobacco retailer to sell, permit to be sold, offer for sale, or display for sale any tobacco product by means of self - service merchandising, tobacco vending machine, or by means other than vendor - assisted sales " SECTION 3 If any part of this Ordinance or its application is deemed invalid by a court of competent jurisdiction, the city council intends that such invalidity will not affect the effectiveness of the remaining provisions or applications and, to this end, the provisions of this Ordinance are severable SECTION 4 The City Clerk is directed to certify the passage and adoption of this Ordinance, cause it to be entered into the City of El Segundo's book of original ordinances, make a note of the passage and adoption in the records of this meeting; and, within fifteen (15) days after the Page 3 of 4 101 passage and adoption of this Ordinance, cause it to be published or posted in accordance with California law SECTION 5 Tins Ordinance will become effective thirty (30) days following its passage and adoption. PASSED AND ADOPTED this _ day of 12001 Mike Gordon, Mayor ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Cindy Mortesen, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five, that the foregoing Ordinance No was duly introduced by said City Council at a regular meeting held on the day of , 2001, and was duly passed and adopted by said City Council, approved and signed by the Mayor, and attested to by the City Clerk, all at a regular meeting of said Council held on the day of 2001, and the same was so passed and adopted by the following vote AYES NOES ABSENT ABSTAIN Cindy Mortesen, City Clerk APPROVED AS TO Mark D Hens6VWii an Karl H Berger Assistant City. Page 4 of 4 1 n2 EL SEGUNDO CITY COUNCIL MEETING DATE October 2, 2001 AGENDA ITEM STATEMENT AGENDA HEADING: Reports - City Council AGENDA DESCRIPTION, Discussion on establishing a Council subcommittee to evaluate city's risks in dealing with terrorism and make recommendations for any needed policy actions or resource alloctions RECOMMENDED COUNCIL ACTION. Discussion and possible action BACKGROUND & DISCUSSION. ATTACHED SUPPORTING DOCUMENTS FISCAL IMPACT None Operating Budget. Amount Requested Account Number: Project Phase Appropriation Required Yes! No X ORIGINATED,, DATE September 24, 2001 tc,,� Member REVIEWED BY DATE September 27, 2001 Mary S nn, City Manager nib n StafMeVon Gaines 1 0 3 18 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA MEETING DATE- October 2, 2001 AGENDA HEADING- Reports - City Council Request to name the Washington Park area south of Mariposa "Freedom Park" as a memorial to those who lost their lives on September 11, 2001 as a result of the terrorist attacks and to create a memorial on the park RECOMMENDED COUNCIL ACTION Council support to name the Washington Park area south of Mariposa "Freedom Park" and to create a memorial on the park BACKGROUND & DISCUSSION ATTACHED SUPPORTING DOCUMENTS. None FISCAL IMPACT None Operating Budget Amount Requested Account Number Project Phase Appropriation Required Yes _ No X ORIGINATED/ DATE- September 24, 2001 Mayo' r Mike Gordon REVIEWED BY DATE. September 27, 2001 Mary renn, City Manager mbn SmflRepon— Freedom Park 19 1'14