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2002 FEB 05 CC PACKETAGENDA EL SEGUNDO CITY COUNCIL COUNCIL CHAMBERS - 350 Main Street The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items Unless otherwise noted in the Agenda, the Public can only comment on City- related business that is within the jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications portion of the Meeting Additionally, the Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item The time limit for comments is five (5) minutes per person Before speaking to the City Council, please come to the podium and state Your name and residence and the organization you represent, if desired. Please respect the time limits Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk or City Manager's Office at least six days prior to the City Council Meeting (by 2 00 p m 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, FEBRUARY 5, 2002 — 5:00 P.M. Next Resolution # 4245 Next Ordinance # 1346 5:00 P.M. 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 Section §54960, gt seq) for the purposes of confemng 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 CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956 9(a)) 1 Glover v City of El Segundo, LASC No YC 039465 2 City of El Segundo v Stardust, LASC No YC 031364 3 City of El Segundo v South Bay Regional Public Communications Authority, LASC No YC 040688 4 City of El Segundo v State Water Resources Control Board, SWR CB /OCC No A- 1448(d) CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956 9(b) &- potential case (no further public statement is required at this time), Initiation of litigation pursuant to Government Code §54956 9(c) -1- 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 SPECIAL MATTERS — None AGENDA EL SEGUNDO CITY COUNCIL COUNCIL CHAMBERS - 350 Main Street The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items Unless otherwise noted in the Agenda, the Public can only comment on City- related business that is within the jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications portion of the Meeting Additionally, the Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item The time limit for comments is five (5) minutes per person Before speaking to the City Council, please come to the podium and state Your name and residence and the organization you represent, if desired Please respect the time limits Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk or City Manager's Office at least six days prior to the City Council Meeting (by 2 00 p m 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 compuance wrm the Americans wren uisaDUmes Act, it you neea speciai assistance to participate in tms 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, FEBRUARY 5, 2002 — 7 :00 P.M. Next Resolution # 4245 Next Ordinance # 1346 7:00 P.M. SESSION CALL TO ORDER INVOCATION — Reverend Steve Sanchez of Hope Chapel PLEDGE OF ALLEGIANCE — Council Member John Gaines PRESENTATIONS — (a) Proclamation observing the 40th anniversary of the Guaymas-El Segundo Sister City Association to be presented to Mayor Bernardino Cruz by delegates to Guaymas, Mexico 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 pnor to addressing the City Council Failure to do so shall be a misdemeanor and punishable by a fine of $250 While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda The Council will respond to comments after Public Communications is closed (b) Request by Barbara Briney, "Run for Education" Director, for the same support and assistance, including waiving of fee for City services, given by the City in previous years, for this year's 10th Annual "Run for Education " (See Consent Item #15) I,i (c) Request by Laura Clark, Ceremonies Coordinator for El Segundo Little League, for City Approval to close certain City streets for Little League annual opening day parade from 9 00 a m to 11 00 a m on Saturday, March 2, 2002, and waiver of all associated fees (See Consent #y6)�7 A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title Recommendation — Approval B. SPECIAL ORDERS OF BUSINESS C. UNFINISHED BUSINESS D. REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS Consideration of design concept and bidding for Freedom Park Memorial. Recommendation — (1) Approve Freedom Park Memorial design concept, (2) Authorize staff to bid the design for the Freedom Park Memorial, (3) Alternatively, discuss and take other action related to this item 2. Consideration and possible action regarding changing the current Management Services at "The Lakes at El Segundo" Golf Course. Recommendation — (1) Approve Commission's recommendation and direct staff to begin negotiations and develop a transition plan for management services with the successful firm, (2) Alternatively, discuss and take other action related to this item E. CONSENT AGENDA �J04 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 3. Consideration and possible action regarding approval of Warrant Numbers 2522584 to 2523043 on Register No. 8 in the total amount of $2,296,414.05 and Wire Transfers from 01/05/2002 through 01/25/2002 in the amount of $931,701.84. Recommendation — (1) Approve Warrant Demand Register and authorize staff to release Ratify Payroll and Employee Benefit checks, checks released early due to contracts or agreement, emergency disbursements and /or adjustments, and wire transfers (2) Alternatively, discuss and take other action related to this item 4. Consideration and possible action regarding approval of City Council meeting minutes of January 15, 2002. Recommendation — Approval 5. Consideration and possible action regarding approval of the purchase of an additional 128 Tyron wheel bands. Tyron is the manufacturer and sole vendor of the product therefore no bid would be required. Funds for the purchase have been made available through the California Law Enforcement Program (CLEEP) grant. Cost of the equipment not to exceed $5,150.00, which is in addition to the $10,000.00 previously spent. Recommendation — (1) It is recommended the City Council approve the purchase and installation of the additional tire bands, (2) Alternatively, discuss and take other action related to this item 6. Status Report on Capital Improvement Program Projects — (No fiscal impact). Recommendation — (1) Receive and file, (3) Alternatively, discuss and take other action related to this item 7. Consideration and possible action regarding awarding and authorization to issue annual purchase orders (contract) for the purchase of gasoline and diesel fuel for City fleet vehicle use. Recommendation — (1) Award a contract to Falcon Fuels for a period of three years, through September 30, 2005, (2) Authorize the City Manager to extend the contract for up to three additional one -year increments, per specifications and pricing in the invitation for bid, (3) Authorize issuance of a blanket order to Falcon Fuels not to exceed the budgeted amount approved each fiscal year for gasoline and diesel fuel requirements, (4) Alternatively, discuss and take other action related to this item 5 00 5 8 Consideration and possible action regarding adoption of plans and specifications for Park Vista Senior Housing Deck Resurfacing and Waterproofing (615 East Holly Avenue) — (estimated cost $175,000.00). Recommendation — (1) Adopt plans and specifications, (2) Authorize staff to advertise the project for receipt of construction bids, (3) Alternatively, discuss and take other action related to this item 9. Consideration and possible action regarding Change Order No. 2 for $18,289.80 to Belaire -West Landscape, Inc., for Freedom Park (800 Washington Street and 501 Mariposa Avenue) Improvements — Approved Capital Improvement Program — Project No. PW 01 -02 (Change Order amount $18,289.80). Recommendation — (1) Approve Change Order No 2, (2) Alternatively, discuss and take other action related to this item 10. Consideration and possible action regarding awarding a contract to Denboer Engineering and Construction, Inc., for the rehabilitation of Sanitary Sewer Pump Station No. 5 (737 Center Street) and incidental project costs — Project No. PW 01- 15 — Approved Capital Improvement Program ' (fiscal impact $354,000.00). Recommendation — (1) Award contract to the lowest responsible bidder, Denboer Engineering and Construction, Inc , in the amount of $296,000 00, (2) Authorize the City Manager to execute the contract on behalf of the City, (3) Authorize $58,000 00 for construction management and construction contingences, (4) Alternatively, discuss and take other action related to this item 11. Consideration and possible action regarding approval of a Letter of Agreement (LOA) between the City of El Segundo and the Metropolitan Transportation Authority (MTA) for MTA grant funding for the Douglas Street Gap Closure /Railroad Grade Separation Project — (Grant amount $9,233,000.00). Recommendation — (1) Approve the LOA and authorize the Mayor to execute the LOA on behalf of the City, (2) Alternatively, discuss and take other action related to this item 12. Consideration and possible action regarding approval of a Fund Transfer Agreement between the City of El Segundo and the State of California (Caltrans) regarding Transportation Community System Preservation (TCSP) grant funds for the Douglas Street Gap Closure /Railroad Grade Separation Project (grant amount $138,615.00). Recommendation — (1) Approve agreement and authorize the Mayor to execute the agreement on behalf of the City, (2) Alternatively, discuss and take other action related to this item 0 16 13. Consideration and possible action regarding the submission of an Application to the California Public Utilities Commission (PUC) for the construction of the Douglas Street Grade Separation Project — (no fiscal impact). Recommendation — (1) Authorize the Mayor to execute and submit the application to the PUC, (2) Alternatively, discuss and take other action related to this item 14. Consideration and possible action regarding a request by Barbara Briney, "Run for Education" Director, for the same support and assistance, including waiving of fee for City services, given by the City in previous years, for this year's 10th Annual "Run for Education." This event is sponsored by the El Segundo Council's of PTA's, and the El Segundo Unified School District, to be held on Saturday, March 9, 2002 at 8:00 a.m., starting and finishing on Main Street in front of El Segundo High School. Recommendation — (1) Approve request, provided the event meets all applicable City requirements, (2) Alternatively, discuss and take other action related to this item 15. Consideration and possible action regarding a request by Laura Clark, El Segundo Little League Ceremonies Coordinator, for City approval to close certain City streets for the Little League annual opening day parade from 9:00 a.m. to 11 :00 a.m., Saturday, March 2, 2002, and waiver of all associated fees. Recommendation — (1) Approve request, provided the event meets all applicable City requirements, (2) Alternatively, discuss and take other action related to this item 16. Consideration and possible action regarding approval on acceptance of a $50,000 California Defense Retention Matching Grant from the State of California — Technology Trade and Commerce Agency, Office of Military Base Retention and Reuse. (Fiscal Impact — an additional $50,000). Recommendation — (1) Accept matching grant funds (The City Manager was previously authorized to sign acceptance forms), (2) Alternatively, discuss and take other action related to this item 17. Consideration and possible action regarding use of Proposition C transit funding for expansion of the Downtown El Segundo Lunchtime Shuttle Program to include an imperial Avenue route. Recommendation — (1) Approve transferring funding of $42,200 for the Downtown Shuttle Program south of Imperial, approved by the Council on November 20, 2001, from Proposition A to Proposition C, (2) Alternatively, discuss and take other action related to this item CALL ITEMS FROM CONSENT AGENDA 7 n,n7 NEW BUSINESS — 18. Consideration and possible action regarding an amendment to an existing Alcoholic Beverage Control (ABC) license for alcohol sales of beer and wine for on -site consumption (Type 41 -On -Sale Beer and Wine) in the sidewalk dining area at Chef Hannes Restaurant located at 411 1/2 Main Street. (EA No. 557 and AUP No. 01 -2). Applicant: Johannes Kraschitzer— Chef Hannes. Recommendation — (1) Determine that the City does not protest the issuance of an amendment to an existing ABC license for the sale of beer and wine at 411 % Main Street (Chef Hannes), (2) Alternatively, discuss and take other action regarding this item F. REPORTS — CITY MANAGER — NONE G. REPORTS — CITY ATTORNEY — NONE H. REPORTS — CITY CLERK — NONE REPORTS — CITY TREASURER — NONE REPORTS — CITY COUNCIL MEMBERS Council Member McDowell — Council Member Gaines — Council Member Wernick — Mayor Pro Tern Jacobs — Mayor Gordon — 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 MEMORIALS — CLOSED SESSION The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, at sue) 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 ' ()8 Continuation of matters listed on the City Council Agenda for 5 00 p m , December 18, 2001 under "Closed Session" (if needed) REPORT OF ACTION TAKEN IN CLOSED SESSION (If required) ADJOURNMENT— POSTED: DATE January ? I , 2002 TIME o2rJ AM NAME l "lIJr1/v�% ,r,9 EL SEGUNDO CITY COUNCIL MEETING DATE: February 5, 2002 AGENDA ITEM STATEMENT AGENDA HEADING: Committees, Boards And Commissions AGENDA DESCRIPTION: Consideration of design concept and bidding for Freedom Park Memorial RECOMMENDED COUNCIL ACTION: 1 Approve Freedom Park Memorial design concept 2 Authorize staff to bid the design for the Freedom Park Memorial 3 Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION: The Freedom Park Memorial subcommittee and the Recreation and Parks Commission reviewed and unanimously approved the Freedom Park Memorial conceptual design by Boeing The subcommittee was composed of representatives from the Recreation and Parks Commission, City Council, Southern California Edison and Boeing The Subcommittee and the Recreation and Parks Commission recommend bids to be received from professional memorial design firms, who will also fabricate and install the Memorial Staff is proposing that the firm chosen subcontract with the prime contractor, Belaire West, to perform this service under a change order to the current Belaire contract After the bids are received, shared funding information will return to council for approval The memorial is intended to be installed on the northeast corner of Freedom Park (Mariposa Avenue and Illinois Street ) ATTACHED SUPPORTING DOCUMENTS: Proposed Freedom Park Memorial Design Concept FISCAL IMPACT None at this time Operating Budget: Amount Requested: Account Number: Protect Phase: Appropriation Required: _Yes _ No Greg Johnson, Director of Recreation and Parks Department REVIEWED BY: DATE: Mary Strenn, City Manager 1 !0 �< - � =, .. ,, • + 3 .Mr, + , f � i{ J ,�� ; � € ,;�, .. t �- - � ;,� �� _., f � - -.�(r _f,� . �d"i £' ��t� .'= U1�'��t'I�.:'�%�L�:',��y »J�r�t� • • -.itie 10' NO FREEDOM PAR Red, white and blue Pansies Solar landscape floods 10" letters Eurostile Bold Extended #2 T ---- ` -- "--al plaques f Yr ant 14 J J EL SEGUNDO CITY COUNCIL MEETING DATE: February 5, 2002 AGENDA ITEM STATEMENT AGENDA HEADING: Committees, Boards and Commissions AGENDA DESCRIPTION Consideration and possible action regarding changing the current management services at "The Lakes at El Segundo" Golf Course RECOMMENDED COUNCIL ACTION: 1 Approve Commission's recommendation and direct staff to begin negotiations and develop a transition plan for management services with the successful firm, 2 Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION The Golf Course Sub - Committee reviewed nine (9) qualification statements received by the City as a result of a Request for Qualifications distributed to interested golf management companies in October, 2001 After review, four (4) firms were invited to submit proposals These proposals were reviewed by the committee, and interviews were set for all four companies in December 2001 After completion of the interviews, the sub - committee directed staff to complete references check and financial analysis on two firms, American Golf and Kemper Sports The due diligence was accomplished by Recreation and Parks, Administrative Services and the City Attorney's office Management fees proposed by American Golf were $150,000 per year with proposed performance incentives totaling $71,590 Kemper Sports proposed a management fee of $140,000 per year with performance incentives of $9,763 (Continued on the next page) ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT None at this time Council will review terms before Initiation of a management contract Operating Budget Amount Requested. Account Number Project Phase- Appropriation Required: _Yes _ No Recreation and Parks Director REVIEWED38Y DATE: January 29, 2002 O Z Mary Str n, City Manager K 036 After considering the research, and taking into account company experience, assets, proximity to El Segundo, and company vision for "the Lakes ", the sub - committee recommended American Golf to the Recreation and Parks Commission for consideration as the management company for the facility The Commission discussed the sub - committee's recommendation, reference checks, and financial information at their monthly meeting on January 16, 2002 After discussion, the Commission voted 4 -1 to recommend American Golf to the City Council for action The entire golf industry has experienced difficult financial times over the past year and this impacted each of the firms the Golf course subcommittee evaluated One of the evaluated firms was the City's current operator Premiere Golf This past year, they took over the ownership of the City's current management contract from Family Golf, who initially restructured its organization under bankruptcy protection and eventually disposed of all of its golf course properties Of the two finalists recommended by the Golf Course Subcommittee, Kemper Financial is privately held and has not disclosed financial information while American Golf has had difficulties paying its rental obligations to its parent company National Golf Since the nature of the golf course industry is precarious, if City Council approves the Recreation and Parks Commission recommendation to begin negotiations with American Golf, staff recommends including additional protection in the eventual contract such as a 30 -day out clause and a performance bond 017 2 O z = Q 8' z� ON 22 ^a y � v �Or ° ry v o O F- N N Y W I,pOY' W a m qE N$g� i a FU 3 u rE 5 ° yg a O Y z u m w LL ° w m o z � w c� jF Y W IJ/) LL>1 F O W 2 O O a' ii 2 4 � p ° O O LL O &� G O D LL R QZQ 7 Z W W yU K p Cp °F w x 'pTS LL F R U o J U K W § m 2 D O u U m a 6 ��!{ N< N yj w w j j 7 W r J ¢ t LL t- °u �a 222�zfw za�7 p www m >w iUµF ✓� Q" F pp W�� J Z U W i F N F J Z N W N J Q p K Wgg W N r O W� C 6 p W W� U' W W LLo d pm wu"] 'uf 0 m ry mm q p p $ O o - - ry - - N - ^ ^ ^ - ry JS W ZZ @S R N O - 9-1 O �: FZ <_ 4! U a s z = Q N 22 � v r3 0 ° v o 0 N N Y Y N Y W I,pOY' W a m qE N$g� i a > �a a m qE N$g� 3 rE U yg a O Y m � V in a' U�v A2i 2 4 � p O D R a WW U K W Q m 2 D O t CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 115 12001THROUGH 01/2512002 Date Payee Amount Description '121712001 Federal Reserve 15000 Employee Savings Bonds EE *12/712001 Federal Reserve 55000 Employee Savings Bonds 1 1/14/02 Union Bank 28,000 00 PGC -El Segundo, LLC payroll 1110/02 West Basin 447,025 89 Water payment 1/17/02 Employment Development 43,824 62 State Taxes PR 15 1/17/02 IRS 215,976 25 Federal Taxes PR 15 1/15/02 US Bank 124,704 78 ABAG 25 1116102 Health Comp 94928 Weekly claims 1111 1/23/02 Health Comp 3,35448 Weekly claims 1/18 1/23/02 US Bank 15,687 50 District 73 111 - 1/25/02 Workers Comp Activity 51,479 04 SCRMA checks issued " Prior period DATE OF RATIFICATION: 01/15/02 TOTAL PAYMENTS BY WIRE: Certified as to the accuracy of the wire transfers by 931,701 84 ,1 a.sloa Date Date Date Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo 931,701.84 0 iD MINUTES OF THE REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, JANUARY 15, 2002 — 5:00 P.M. 5:00 P.M. SESSION CALL TO ORDER by Mayor ProTem Jacobs at 5 00 P M ROLL CALL Mayor Gordon Mayor ProTem Jacobs Council Member Gaines Council Member McDowell Council Member Wernick CLOSED SESSION: Present arrived at 5 15 P M Present Present Present Present The City Council moved into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et se q) for the purposes of conferring with the City's Real Property Negotiator, andlor 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 CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956 9(a)) 1 Glover v City of El Segundo, LASC No YC39465 2 City of El Segundo v Stardust, LASC No. YC31364 3 City of El Segundo v South Bay Regional Public Communications Authority, YC040688 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956 9(b) -0- potential case (no further public statement is required at this time), Initiation of litigation pursuant to Government Code §54956 9(c) -3- 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 Real Property Negotiator City Manager Mary Strenn, Real Avenue, Parties negotiating with Columbia Development, options for the real property SPECIAL MATTERS — None Council adjourned to open session at 6 55 P M (Gov't Code §54956 8) — Meeting with Property located at 121 West Grand under negotiations are development MINUTES OF THE REGULAR CITY COUNCIL MEETING JANUARY 15,2002 PAGE NO 1 O 2 0 MINUTES OF THE REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, JANUARY 15, 2002 — 7:00 P.M. 7 :00 P.M. SESSION CALL TO ORDER Mayor Gordon at 7 00 P M INVOCATION — Reverend Julie Elkins, United Methodist Church PLEDGE OF ALLEGIANCE — Mayor Pro Tern Sandra Jacobs PRESENTATIONS — (a) Council Member Gaines and Bill Mason, representing the Chamber of Commerce, presented the trophy for Best Decorated Float in the children's category, to the Girl Scout Troop, one of the winning groups of the 2001 "Let Freedom Ring" Holiday Parade (b) Presentation by Director Ed Little of West Basin Municipal Water District of water rebate check to the City of El Segundo in the amount of $240,520 00 Council accepted the check (c) Mayor ProTem Jacobs presented a Commendation to El Segundo Fire Department employee Mickey Rinder, for her professional and caring actions during an emergency on November 27, 2001 (d) Council Member McDowell presented Certificates of Recognition to recipients and judges of "2001 Lighting Up the Community Program " ROLL CALL Mayor Gordon Present Mayor ProTem Jacobs Present Council Member Gaines Present Council Member McDowell Present Council Member Wernick Absent 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 Jane Friedkin, resident, spoke regarding problem in her neighborhood, and her disapproval of the El Segundo Corporate Campus Mark Renner, resident, spoke regarding the consent agenda item 4, the disposition of fire equipment He also spoke regarding the El Segundo Corporate Campus MINUTES OF THE REGULAR CITY COUNCIL MEETING JANUARY 15, 2002 PAGE NO 2 09 Liz Garnholz, resident, spoke regarding her disapproval of the El Segundo Corporate Campus A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only MOVED by Council Member Gaines, SECONDED by Council Member McDowell, to read all ordinances and resolutions on the Agenda by title only MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0 Council Member Wernick Absent B. SPECIAL ORDERS OF BUSINESS 1. Public hearing on the proposed project and budget for allocation of the Fiscal Year 2002- 2003 Community Development Block Grant (CDBG) funds Proposed total Fiscal Year 2002 -2003 CDBG budget $258,000 (Proposed Community Development Commission CDBG 2002 -2003 Allocation - $115,489 Community Development Commission Unallocated CDBG Funds - $98,381, General Fund monies - $44,130 Mayor Gordon stated this is the time and place hereto fixed for a public hearing on the proposed project and budget for allocation of the Fiscal Year 2002 -2003 Community Development Block Grant (CDBG) funds Proposed total Fiscal Year 2002 -2003 CDBG budget $258,000 Proposed Community Development Commission CDBG 2002 -2003 Allocation - $115,489 Community Development Commission Unallocated CDBG Funds - $98,381, General Fund monies - $44,130 He asked if proper notice had been done, and if any written communications had been received Clerk Mortesen stated that proper notice had been done by CEDS, and no written communications had been done Tina Gall, CBDG Coordinator, made a brief presentation Consensus to close public hearing MOVED by Council Member Gaines, SECONDED, by Mayor ProTem Jacobs to approve the proposed project and budget for allocation of the Fiscal Year 2002 -2003 Community Development Block Grant (CDBG) funds Proposed total Fiscal Year 2002 -2003 CDBG budget $258,000 (Proposed Community Development Commission CDBG 2002 -2003 Allocation - $115,489. Community Development Commission Unallocated CDBG Funds - $98,381, General Fund monies - $44,130 And authorize the Director of Community, Economic and Development Services to execute agreements in excess of $10,000 with all sub - recipients receiving CDBG funds MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0 Council Member Wernick Absent C. UNFINISHED BUSINESS D. REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS 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 MINUTES OF THE REGULAR CITY COUNCIL MEETING JANUARY 15, 2002 PAGE NO 3 2 Approved Warrant Numbers 2522433 to 2522583 on Register No 7 in the total amount of $534,335 58 and Wire Transfers from 12/21/2001 through 01/04/2002 in the amount of $292,088 88 Approved Warrant Demand Register and authorized staff to release Ratify Payroll and Employee Benefit checks, checks released early due to contracts or agreement, emergency disbursements and /or adjustments, and wire transfers 3 Approved City Council meeting minutes of January 2, 2002 4 Approved surplus Fire Department equipment and vehicles (1) Surplus a Holmatro Rescue Tool, (2) Surplus Fire Protection Clothing that no longer meets operational requirements /needs, (3) Surplus two (2) older model fire prevention vehicles (VIN# 1FAPP36XOPK178009 and VIN# 1FAPP36X7PK178010), (4) Authorized the City Manager to offer a donation of surplused Fire Department items to the City of Guaymas Fire Department under the "Sister City Program ", (5) Authorized the City Manager to appropriately dispose of those items donated to the Guaymas Fire Department 5 Approved Agreement No 2966 between the City of El Segundo and the Los Angeles County Metropolitan Transportation Authority (MTA) for administration of Federal Transit Administration (FTA) grant funds for the Douglas Street Gap Closure /Railroad Grade Separation project (Grant amount $2,079,661 00) And authorized City Manager to execute the agreement on behalf of the City 6 Awarded Contract No 2967 of three (3) year contract to Waste Management for professional services to provide disposal of City generated green waste (Fiscal Impact per year $20,000 00) And authorized the City Manager to execute the standard professional agreement on behalf of the City 7 Awarded of Contract No 2968 to SW Mapping Technologies, Inc , for professional services to provide digital orthophotography services (Fiscal Impact $34,408 00) Authorized the City Manager to execute the standard professional agreement on behalf of the City MOVED by Council Member Gaines, SECONDED by Council Member McDowell to approve all consent agenda items MOTION PASSED BY UNANIMOUS VOICE VOTE. 410 Council Member Wernick Absent NEW BUSINESS — 8 Adoption of a resolution approving, authorizing and directing execution of an Amended and Restated Joint Exercise of Powers Agreement relating to the California Statewide Communities Development Authority. City Attorney Mark Hensley read the following RESOLUTION NO 4244 A RESOLUTION ADOPTED BY THE EL SEGUNDO CITY COUNCIL TO JOIN THE CALIFORNIA STATEWIDE COMMUNITIES DEVELOPMENT AUTHORITY MINUTES OF THE REGULAR CITY COUNCIL MEETING JANUARY 15, 2002 PAGE NO 4 0 " 3 MOVED by Council Member McDowell, SECONDED by Council Member Gaines to adopt Resolution No 4244 approving, authorizing and directing execution of an Amended and Restated Joint Exercise of Powers Agreement No 2969 relating to the California Statewide Communities Development Authority MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0 Council Member Wernick Absent F. REPORTS — CITY MANAGER — NONE G. REPORTS — CITY ATTORNEY — Council authorized the filing of an appeal with the State Water Resources Control Board with respect to the Regional Waste Quality Control Board Order No 01 -182 H. REPORTS — CITY CLERK — NONE I. REPORTS — CITY TREASURER — NONE J. REPORTS — CITY COUNCIL MEMBERS Council Member McDowell — Spoke about the Downtown Shuttle expansion Council Member Gaines — Reported on the progress of "Freedom Park ", and the progress of the memorial Mayor Pro Tem Jacobs — Invited the community to the Council of Governments meeting Thursday, January 24, at 7 00 P M at the Library Mayor Gordon — Announced the change of the State Policy of uniform Hotel charges for State employees Announced the Town Hall Forum, Wednesday, January 30, 2002 in the Council Chambers Announced the 85th Birthday celebration for the City of El Segundo, Thursday January 17, at the Farmers Market 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 Liz Garnholz, resident, spoke about the traffic impact of the El Segundo Corporate Campus Mark Renner, resident, spoke regarding Cable listing for Council Meetings Ron Swanson, resident, spoke on the controversy regarding the El Segundo Corporate Campus Jane Friedkin, resident, spoke regarding the El Segundo Corporate Campus MINUTES OF THE REGULAR CITY COUNCIL MEETING JANUARY 15, 2002 PAGE NO 5 i ?4 MEMORIALS — Adjournment in memory of former El Segundo resident, Police Officer and Fire Captain, Floyd Ingram, and, former Mayor of our neighboring city of Torrance, James Armstrong, and Maryestelle Ford, resident and El Segundo Piano teacher CLOSED SESSION - NONE ADJOURNMENT at 8.16 P M Cindy Mortesen, City Clerk MINUTES OF THE REGULAR CITY COUNCIL MEETING JANUARY 15, 2002 PAGE NO 6 095 EL SEGUNDO CITY COUNCIL MEETING DATE: February 5, 2002 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Consideration and possible action regarding approval of the purchase of an additional 128 Tyron wheel bands Tyron is the manufacturer and sole vendor of the product therefore no bid would be required Funds for the purchase have been made available through the California Law Enforcement Program (CLEEP) grant Cost of the equipment not to exceed $5,150 00, which is in addition to the $10,000 00 previously spent RECOMMENDED COUNCIL ACTION. (1) It is recommended the City Council approve the purchase and installation of the additional tire bands, (2) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION* In November 2001, the police department purchased 240 Tyron wheel bands for a large portion of the police department fleet The tire bands provide run flat capability in the event of tire deflation or blowout, and keeps the tire on the rim by preventing it from "flailing" This helps eliminate damage to the wheel and assists the driver in maintaining control of the vehicle ATTACHED SUPPORTING DOCUMENTS: Staff report FISCAL IMPACT: Operating Budget: California Law Enforcement Equipment Program grant Amount Requested, $5,15000 Account Number* 001 -400- 3101 -8104 Project Phase: N/A Appropriation Required: _Yes x No ORIGINATED. DATE: January ack Wayt, hief of Police REVIEWED BY DATE. a r nn, City Manager 5 e1li/4 D/ cle sepo_�_ INTER- DEPARTMENTAL CORRESPONDENCE January 8, 2002 To Jack Wayt, Chief of Police From, Carlos Mendoza, Administrative Sergeant Subject Approval to purchase Tyron wheel bands PROPOSAL It is requested the City Council approve the purchase of additional Tyron wheel bands for an amount not to exceed $5,150 00 This is in addition to the $10,000 00 previously spent on the purchase of the bands BACKGROUND Tyron wheel bands are manufactured by Tyron Automotive Group They are the manufacturer and sole distributor of the product The tire bands provide run flat capability in the event of deflation or blowout at speeds up to 140 mph In the event of a blowout the band prevents the tire from "flailing" and keeps it on the nm This helps eliminate damage to the failed wheel and minimizes the possibility of damage to other vehicle components The band assists the driver in maintaining control through low or high -speed blowout situations In November 2001, the El Segundo Police Department purchased the tire bands for a large portion of the police department fleet Since that time it was decided that additional bands are needed to equip all police department vehicles The funds needed would exceed the $10,000 00 allowable expenditure without City Council approval The tire bands were recently put through a test when an El Segundo police vehicle was responding to assist another officer involved in a pursuit During this response, the vehicle experienced a blowout The officer continued to respond without incident and didn't realize he had a blowout until after the pursuit ended The previous purchase of the bands was made with funds from the California Law Enforcement Equipment Program ( CLEEP) grant The additional purchase of the bands would again be funded with the CLEEP grant RECOMMENDATION It is recommended we purchase the additional tire bands for the police department fleet using CLEEP grant funds Tyron is the sole vendor for this product therefore no bid would be required 02 EL SEGUNDO CITY COUNCIL MEETING DATE February 5, 2002 AGENDA ITEM STATEMENT AGENDA HEADING Consent Agenda AGENDA DESCRIPTION Status report on Capital Improvement Program Projects - (No fiscal Impact) RECOMMENDED COUNCIL ACTION Recommendation — (1) Receive and file, (2) Alternatively, discuss and take action related to this item BACKGROUND & DISCUSSION This monthly report will provide the status of various projects approved in the Capital Improvement Program, The report will be updated on a monthly basis with Input from other impacted Departments and identifying key milestones ATTACHED SUPPORTING DOCUMENTS 1 Schedules 2 Protect comments FISCAL IMPACT. 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IV E \\ \ ` m S \ � m n_ m.' \ } - \- — _ -� _m - \ -- \ - - \ \ p 041 II F� IFI I� ti a r F Iv-1 F 10 II rl rl I° �I q Ila q i g F 4� +o > z � r7 Egli 'FI IF C I 4 0 E tt a E I I � I t E LL e r I E v E e i _T_______, I I f i O n Ul N O 0 O 2 2 O O N N a v LL LL m 0 ;2 ,e r Ig H T N O $E' 6 � C Z E I ILL ly q I � b U ib O d t4 V I U � (g 2P 2T pL2 1 � im i MUM m ry� m Y— T- Y — T- �n I 4 0 E tt a E I I � t E I e r E v E e i _T_______, I f i O n Ul N O 0 O 2 2 O O N N a v LL LL m 0 ;2 G43 �i Y C I�' �i O 1 $I-� rvi � al ti I F Z O - � 6 � CF° uE — i hx All gE E W A � � 1— • �� I{ ♦ `i U_E Ni 'Q� I m _ � gi "1 t E � �� Z H E U E 2 IE� IF$ I �� a � 1 LL� u � ii � u �� y� a n g„ V HI3 E � B`I° LL 8 3 LL � � 4 { I� d 8 R � I a � t E *� IU � F � �i � 9 � �la` � 0!'1 � d'1 � i I —*- -- � - -- s �'�a �r is n � G43 EL SEGUNDO CITY COUNCIL MEETING DATE February 5, 2002 AGENDA ITEM STATEMENT AGENDA HEADING CONSENT ITEM AGENDA DESCRIPTION Consideration and possible action regarding award and authorization to issue annual purchase orders (contract) for the purchase of gasoline and diesel fuel for City fleet vehicle use RECOMMENDED COUNCIL ACTION 1 Award a contract to Falcon Fuels for a period of three years, through September 30, 2005 2 Authorize the City Manager to extend the contract for up to three additional one -year Increments, per specifications and pricing in the Invitation for bid 3 Authorize Issuance of a blanket purchase order to Falcon Fuels not to exceed the budgeted amount approved each fiscal year for gasoline and diesel fuel requirements 4 Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION In the fall of 1992, Los Angeles Metropolitan Public Purchasing Agents Cooperative (LAMPPAC) was formed by municipal purchasing agents in the Los Angeles area to realize cost saving for their respective cities by consolidating their purchasing power In November 2001, (15) cities from the LAMPPAC organization combined their estimated annual fuel requirements and sent out an Invitation for Bid - Multi- Agency Motor Fuels (continued) ATTACHED SUPPORTING DOCUMENTS None FISCAL IMPACT Operating Budget: $175,000 Amount Requested $175,000 Account Number 001 - 102 - 0000 -0801 Project Phase Award Appropriation Required. No ORIGINATED BY. DATE- a,.ZV4 Andres Santamaria, Director of Public Works BY j/ Zg� L 044 Back Ground & Discussion continued The pricing mechanism used to bid fuels is the Oil Price information Service (OPIS) weekly newsletter The newsletter is an industry standard for reporting average fuel prices, on a per gallon basis, nationally Each vendor below quoted prices as a discount (denoted by a -) or an add -on (denoted by a +) to the OPIS average The bid results are as follows Bidder 87 Octane 89 Octane Southern Counties -0 0088 -00138 Cool Fuels +0026 +0026 Falcon Fuels -0.0103 -0.0205 91 Octane Diesel #2 -00258 +00067 +0026 +0026 -0.0372 +0.0089 The City uses approximately 144,000 gallons of regular octane and 27,000 gallons of diesel #2 annually C45 EL SEGUNDO CITY COUNCIL MEETING DATE February 5, 2002 AGENDA ITEM STATEMENT AGENDA HEADING Consent Agenda AGENDA DESCRIPTION Consideration and possible action regarding adoption of plans and specifications for Park Vista Senior Housing Deck Resurfacing and Waterproofing (615 East Holly Avenue) — (estimated cost $175,000 00) RECOMMENDED COUNCIL ACTION Recommendation — (1) Adopt plans and specifications; (2) Authorize staff to advertise the project for receipt of construction bids, (3) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION This project will eliminate ponding and provide for adequate waterproofing and drainage of the decks Work Includes repair and resurfacing of decks, replacement of existing drains and Installation of new drains, and painting of all painted surfaces An architect has completed the plans and specifications forthis project, which is now ready for bidding Public Works will process the bids and provide construction Inspection ATTACHED SUPPORTING DOCUMENTS, Location map FISCAL IMPACT Operating Budget $175,000 00 (Park Vista Senior Housing Budget) Amount Requested, $175,00000 Account Number Various Protect Phase. Adoption of plans and specifications Appropriation Required No ORIGINATED BY DATE January 29, 2002 Andres Santamana, Director of Public Works REVIEWED BY DATE Mary Strenn, City Mer �3 /L N \COUNCIL FEBRUARY 0607 jme y 01129(02 11 GO AM ) Flo 9� 046 N W j `ALNf100 S3139N• SOl 1Mr 3MMO141MWN !O 1110 °W I 13 1 CA 00310 Mff 9 9 9 9 '-1 SI9 wJ 9 � \ a 1 6 • � v S � U �_ a Qf A GAIN I LJ — L w FOI1tIAt Y I 1 • [IIM LIB 1[Y w m C Yl !wi { yNYDN - p '- .F- 3MOON00]Y J 2Q • t 8 i tMYyI AN H 1 y OY 1]ln0 lt1N]NYMV W 3NIl w]3Y0 I OY131Y f Lf oYlOa' C W LL NSYN -y 1tN YNI 2 l[ N[tF Z W J IilYAw41 O �L; AN& m j MM S*Na*1 -�� • OSIII. Z w V if M1lf S 1YQrY1 OATS S [ w M 4 W w o ,Yfl fil 10]Alnr]1 N61Y ffl N N T tMfNNII A ]AI *.a u flownll C1M wv c 4 IM Inxlw NOIMIN[tN ! Cfl y w �Q li "S.V. Ny IN S I '111][X101 �� Y if tIFYOJtItO v � ']At wb1 U if NOffYO " " "��,� O C]M 11. 3i tO.A]F y Lrr� ]M 01.119'1 1 At lIYM1 C NG Y]1Na0 YO L�1 wO1.flYlf if ON.IAY.w 1 W U' I�J� J }"� 6 • `` 9Y A3..MOII Q '11X01 1[ Yllwal 0 1w C 11 1 B®® is tYYllf� ia) ` 1' ❑� ® if FN31 (Oy O Y ]if NOOIaFf (� SI 11 tN]Y. - • � - N O J I O - � �U Y � 1 I © ®a❑ ®�B�� Q�e 1f S f OYtI ONN'lYtlIw A f 'rlr f' r l\ is ON01N9Y � ofoxoa U DBBe Lt %MLN IS .aflA twol O a Q c 3 �< Y �� e: ❑ 1] Iw 1 s i 2 W w 1f lf]Y]TIN :P \ C7 W Wi !n C11 .aln,� r \t \ LL. 1.00 `ES O _j f pNO� SA W Ot S A /L Q O` Q I LL z a y W F } u � V 4 Y/ CL N, 2 LL C{ (i EL SEGUNDO CITY COUNCIL MEETING DATE February 5, 2002 AGENDA ITEM STATEMENT AGENDA HEADING Consent Agenda AGENDA DESCRIPTION Consideration and possible action regarding Change Order No 2 for $18,289 80 to Belaire- West Landscape, Inc , for Freedom Park (800 Washington Street and 501 Manposa Avenue) Improvements - Approved Capital Improvement Program — Protect No PW 01 -02 (Change Order amount = $18,289 80) RECOMMENDED COUNCIL ACTION Recommendation — (1) Approve Change Order No 2 , (2) Alternatively discuss and take other action related to this Item BACKGROUND & DISCUSSION On September 4, 2001, the City Council awarded a contract in the amount of $270,000 00 to Belaire -West Landscape, Inc , for the construction of Freedom Park (previously called Washington Park) On October 16, 2001, the City Council approved Change Order No 1 in the amount of $28,600 00 (Background & discussion continues on the next page ) ATTACHED SUPPORTING DOCUMENTS Belane -West Landscape, Inc , cost estimates FISCAL IMPACT Capital Improvement Program $313,85000 Amount Requested $18,28980 Account Number 301 - 400 - 8202 -8469 Project Phase Construction Appropriation Required $3,03980 ORIGINATED BY DATE January 29, 2002 Andres Santamana, Director of Public Works REVIEWED BY• Strenn, DATE 2,110 0129 /02800JAM) LiQ lJ BACKGROUND & DISCUSSION (continued) Further additional work (not part of the current Belaire -West contract) is recommended for inclusion in the scope of Belaire- West's contract as follows 1 Removal and reconstruction of existing street improvements and associated additional landscaping and irrigation at the west side of the tee intersection of Illinois Street and Pine Avenue The existing concrete and asphalt improvements at this location were discovered subsequent to removal of existing hedge and shrubbery and appeared to have been constructed to provide for a future potential extension of Pine Avenue, west of Illinois Street (estimated cost = $5,786 00 ) 2 Belaire -West has informed staff that its vendor has manufactured two (2) additional park benches and four (4) additional trash receptacles Since matching benches and trash receptacles are hard to find at a later date, staff recommends the purchase and installation of these items at the estimated cost of $8,753 80 This furniture can be installed at the north park and in the vicinity of the proposed monument at the south park 3 Additional decomposite granite walkways, mow curb and associated landscaping/ irrigation modifications at the location (northeast corner of the south park) of the proposed monument Estimated cost = $3,750 00 The cost of manufacturing and installing the monument is not included in this cost Total cost of Change Order No 2 = $18,28980 The total contract amount as to date, including Change Order Nos 1 and 2 is, $316,889 80 N \COUNCIL - FEBRUARY 05 02 (Tuesday 01/29/02 8 00 AM) 04�i 01/28/2002 00:22 7142243653 BELAIRE —WEST LANDSCP PAGE 01 / b w Bellaire -West J..andscape, Inc, 7371 Walnut Ave, (;uma Park CA 90620 January 28, 2002 City of 131 Segundo Public Works Department 350 Main Street BI Segundo, California 90245 -3845 Fax No (310) 640 -0489 Attn: Joe Boada, Consultant of Norris Repke Re: Washington Park, PW 01 -02 Subj: Change Order Request - Improvements at the Cotner of Mariposa & Illinois Dear Mr Boada. BWL will construct the improvements at the corner of Manposa and Illinois for $3,750 00 firm, as shown on the attached drawing. These costs includes all taxes and markups. The scope of the work will be to modify the irrigation improvements, construct mowcurb, grade and install the additional DG Path Please note that the mowcurb will terminate into the DG header board and need to be completed when the sign is constructed The city will be responsible for the sign and the small amount of mowcurb remaining (see attached drawing) BWL will plant annual flowers in the new bedding All work to be performed per the plans and specifications for PW 01 -02 Please call me with any questions Sincerely, Dan Patterson Project Manager Cc- File NDSCAPE, INC. Lie 448636 P (714) 523 -920D F (714) R3 -9201 C 5 0 0�1 b' AILW Belaire -West Landscape, Inc. 7371 Walnut Ave , Buena Park, CA 90620 November 15, 2001 City of El Segundo Public Works Department 350 Main Street El Segundo, California 90245 -3845 Fax No (310) 640 -0489 Arm, Joe Boada, Consultant of Norris Repke Re: Washington Park, PW 01 -02 RECEIVED NOV 19 2001 P!!6LkC WORKS 6N61NBM"a Subl: Change Order Request - Curb Return Modification at the Former Pine Street Dear Mr Boada Gc 448 -636 P(714)523 -9200 F(714)523 -9201 Per your request, I have quoted the modifications at the existing curb returns at the former Pine Street The cost breakdown is as follows 1 Sawcut Sub = $ 40000 2 Labor to Remove Asphalt, Concrete & Fence 8 mh @ $38 00 /mh = $ 30400 3 Disposals = $ 40000 4 Labor to Grade and Compact 16 mh @ $38 00 /mh = $ 60800 5 Concrete Sub Type A Curb 701f @ $25/If = $ 1,75000 6 AC Sub Slot Patch = $ 75000 7 Landscape & Irrigation Allowance = $ 50000 8 BWL Supervision 8 hrs @ $40 00 = $ 32000 Subtotal = $ 5,032 00 15% Markup = $ 754 00 Total = $ 5,786.00 Please call me with any questions Sincerely, BELAIRE -WEST LANDSCAPE, INC Project Manager 05 1 01/28/2002 02 :12 7142243653 -- - - BELAIRE -4JEST LANDSCP PAGE 01 b w Belair Wae West Landscak. pe, Inc. 7371 lnui Avc . Buena Par CA 90610 January 28, 2002 City of El Segundo Public Works Department 350 Main Street EI Segundo, California 90245 -3845 Fax No. (310) 640-0489 Attn: Joe Roads, Consultant of Norris Repke Re: Washington Park, PW 01 -02 SubJ: Change Order Request - Addrtwnal Benches and Trash Receptacles Dear Mr Roads Per your request, I have quoted two additional benches and four additional trash receptacles- L TWO (2) Benches #58 -60AR Black 6' wl Center Ann Rest -$ 2,40000 2 Four (4) Trash Receptacles #102 -32 Black -S 4,00000 3 Concrete Anchor Pads per Detail F and G on Sheet L-13 -S ' 300.00 4. Labor 24 mh (Qa 538.00 /mh -S 91200 Subtotal - S 7,61200 15% Markup -S 1,411 80 Total =S 8,753.80 Please call me with any questions. Sincerely, BELAIRE -WEST LANDSCAPE, INC. Dan Patterson Project Manager Cc File Vic, wilt P(114)523.9200 F(714)523.9201 052 EL SEGUNDO CITY COUNCIL MEETING DATE February 5, 2002 AGENDA ITEM STATEMENT AGENDA HEADING Consent Agenda AGENDA DESCRIPTION Consideration and possible action awarding contract to Denboer Engineering and Construction, Inc , for the rehabilitation of Sanitary Sewer Pump Station No 5 (737 Center Street) and incidental project costs —Project No PW 01 -15 -Approved Capital Improvement Program - (Fiscal Impact = $354,000 00) RECOMMENDED COUNCIL ACTION Recommendation — (1) Award contract to the lowest responsible bidder, Denboer Engineering and Construction, Inc , in the amount of $296,000 00, (2) Authorize the City Manager to execute the contract on behalf of the City, (3) Authorize $58,000 00 for construction management and construction contingences, (4) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION The City Council on November 20, 2001, adopted plans and specifications for the rehabilitation of Pump Station No 5 and authorized staff to advertise the project for the receipt of construction bids On January 8, 2002, the City Clerk received and opened bids Staff contacted the low bidder's references. They were favorable and Denboer Engineering and Construction, Inc , have successfully completed similar protects Staff recommends award of contract to the lowest responsible bidder, Denboer Engineering and Construction The total cost of this protect, including costs for the construction manager and construction contingencies, is $354,000 00 ATTACHED SUPPORTING DOCUMENTS 1 Bid results 2 Location map FISCAL IMPACT. Capital Improvement Program. $1,040,000 00 Amount Requested $ 354,000 00 Account Number 302 - 400 - 8204 -8468 Protect Phase Award of contract Appropriation Required, No ORIGINATED BY: DATE January 29, 2002 Andres Santamana, Director of Public Works REVIEWED BY ( I DATE Mary Strenn -yo2 10 N COUNCIL-FEBRUARY 05 05 (Tuesday 01129102 1 00 P M 5 BID RESULTS Contractor Denboer Engineering and Construction Clarke Contracting Corporation A2Z Plumbing /Services Colich & Sons Caliagua A E Schmidt Environmental Amount $296,00000 $345,73300 $380,00000 $394,00000 $396,55600 $432,00000 N \COUNCIL FEBRUARY 05 05 (Tuesday 01/29102 1 00 P M ) x'54 Of W t J10 r U 10 0 J Q H Q U O J. ri A1Nf100 53130Nt 501 1Y� 3Ny0N1M•N !0 A113 Oel 00310 NO3 I y � a � I W _ u 4_ O u t o. a H N011•I�• 3�10ONOO)N Mp filll 2 u < W D7 f f 2 �. •OlalM li � : aw ••o :]M •1) LL O in ]MIS In lONI•� „ :1M Nl•• u :1M olUN :1M NA". ClM 9Y0•l •a."A01s aN3N1l] M \O�`lMO A I u W J_ L `'S5 EL SEGUNDO CITY COUNCIL MEETING DATE February 5, 2002 AGENDA ITEM STATEMENT AGENDA HEADING- Consent Agenda AGENDA DESCRIPTION Consideration and possible action regarding approval of Letter of Agreement (LOA) between the City of El Segundo and the Metropolitan Transportation Authority (MTA) for MTA grant funding for the Douglas Street Gap Closure/ Railroad Grade Separation Protect - (Grant amount = $9,233,000 00) RECOMMENDED COUNCIL ACTION Recommendation — (1) Approve the LOA and authorize the Mayor to execute the LOA on behalf of the City, (2) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION. The City has received an MTA grant of $9,233,000 00 to finance a portion of the total estimated cost of $14,710,000 00 for the Douglas Street Extension Project The proposed protect funding is as follows 1 MTA grant (Federal Regional Improvement Program) _ $9,233,000 00 2 Federal TCSP funds = $ 937,433 00 3 Federal HUD funds = $ 231,250 00 4 Federal FTA funds = $2,100,000 00 5 City matching funds = $2,208.317 00 Total Project Funding = $14,710,000 00 The MTA requires that the City execute the enclosed LOA to formalize acceptance of the grant funds ATTACHED SUPPORTING DOCUMENTS Letter of Agreement FISCAL IMPACT Grant revenue of $9,233,000 00 Capital Improvement Program. Amount Requested Account Number: Project Phase red ORIGINATED BY � j �0. DATE: January 28, 2002 Andres Santamaria, Director of Public Works REVIEWED BY. Strenn, DATE. ZyoL N \COUNCIL FEBRUARY 0501(Monday 01/28/021000 AM) 1 0'56 w 1 t emzzoizaoo a) META O tiletropohtan Transportation Authority One Gateway Plaza Los Angeles, CA 90012 -2952 December 20, 2001 Ms Mary Strenn City Manager City of El Segundo 350 Main Street El Segundo, CA 90245 -3895 RE: LETTER OF AGREEMENT (LOA) FOR PROJECTS PROGRAMMED THROUGH THE STATE TRANSPORTATION IMPROVEMENT PROGRAM (STIP) Dear Ms Strenn As part of the 1999 Call for Projects and the 2000 State Transportation Improvement Program (STIP), the Los Angeles County Metropolitan Transportation Authority (MTA), at its meeting on July 29, 1999, and the California Transportation Commission ( "CTC "), at its meeting of December 1999, authorized the programming of funds to the City of El Segundo (the "Project Sponsor ") for the Douglas Street Gap Closure, MTA Call for Projects ID# 6330 (the "Project') subject to the terms and conditions contained in this STIP Letter of Agreement (LOA) The terms and conditions of this LOA consist of the following and each is incorporated by reference herein as if fully set forth herein Specific Terms of the LOA, General Terms of the LOA, Attachment A - the Programmed Budget, Attachment B - the Financial Plan, Attachment C - the Scope of Work, Attachment D - Reporting and Expenditure Guidelines, Attachment Dl - Quarterly Progress/Expenditure Report, Attachment E - Special Conditions for the Project, and any other attachments or referenced therein Please acknowledge your acceptance and agreement to the terms and conditions of this LOA by signing below Very truly yours, Roger Snoble Chief Executive Officer Accepted and Agreed to M Name Title Date 097 For Agency Use Only LOA # P0006330 STPL# STATE TRANSPORTATION IMPROVEMENT PROGRAM LETTER OF AGREEMENT PART SPECIFIC TERMS OF THE LOA 1 Title of the Project (the "Project ") Douglas Street Gap Closure 2 Amount of Funds Programmed (the "Funds ") $9,233,000 MTA Board action of July 29, 1999 and CTC approval December 1999, programmed funds to Project Sponsor for the Project for one year, Fiscal Year(s) (FY) 2001 -2002 3 The Funding Agency for this Project (the "Agency ") is CALTRANS The Programming Agency for this Project is MTA 4 Reports and Certifications to be submitted to MTA by Project Sponsor • Quarterly Narrative Update on Project Progress (Attachment Dl to the LOA) • Copies of all reports and information submitted to the Agency, including all progress invoices and final invoice 5 Pursuant to Part lI Section 7.2, Project Sponsor will submit to MTA copies of Agency Grant Applications, "Authorization To Proceed" documents (Caltrans Version E -76), and/or Fund Transfer Agreements and/or the Fund Request it submits to the CTC The Fund Request shall be administratively approved by the MTA CEO or his designee before it is submitted to the CTC 6 Programmed Budget (the 'Programmed Budget") for the sources of funds programmed for the Project is attached to this LOA as Attachment A 7 Financial Plan (the "Financial Plan") for the Project is attached to this LOA as Attachment B 8 Scope of Work (the "Scope of Work ") for the Project is attached to this LOA as Attachment C. 1 C 5 8 STIP - Letter of Agreement (LOA) P0006330 Douglas Street Gap Closure, Project #6330 Reporting and Expenditure Guidelines for the Project are attached as Attachment D 10 The Quarterly Progress/Expenditure Report is attached as Attachment Dl 11 Special Conditions for the Project, if any, are attached to this LOA as Attachment E 13 No material changes to the Programmed Budget or the Scope of Work shall be funded or allowed without prior written approval of the MTA and the Project Sponsor Prior approval of the CTC may also be required by Caltrans Such prior approval shall be evidenced by an amendment to this LOA approved and signed by the MTA Chief Executive Officer or lus designee and Project Sponsor Project Sponsor shall give advance notice to MTA of all proposed changes to the Programmed Budget or Scope of Work and both parties shall participate in any apphcation to the CTC for revised or supplemental Project funding if such an application is required by Caltrans 14 MTA's Address Los Angeles County Metropolitan Transportation Authority One Gateway Plaza Los Angeles, CA 90012 Atha Jon Grace Mail Stop 99 -22 -3 15 Project Sponsor's Address City of El Segundo 350 Main Street El Segundo, CA 90245 Attn Andres Santamana Director of Public Works 2 c�5�1 STIP - Leiter of Agreement (LOA) P0006330 Douglas Street Gap Closure, Project #6330 PART II GENERAL TERMS OF THE LOA 1 PAYMENT OF FUNDS Project Sponsor shall receive the Funds directly from the Agency pursuant to a separate agreement with the Agency Project Sponsor cannot be reimbursed for any cost incurred without prior authorization from the Agency. Project Sponsor shall be subject to, and comply with, all applicable requirements of the Agency and of the MTA as required by the MTA to fulfill its responsibilities as the Programming agency The allowability of expenditures, the cost reimbursement schedule, eligibility issues, resolution of disputes, and all other issues relating to this LOA shall be subject to the rules, regulations, and requirements of the Agency and the MTA as the Programming agency 2 TERM The term of this LOA shall commence upon execution of this LOA and shall terminate upon the completion of all of the following, unless terminated earlier as provided herem.(i) the time at which the agreed upon Scope of Work, as more particularly described in Attachment C attached hereto (the "Scope of Work "), has been completed and signed -off by the MTA Project Manager; (u) all Agency audit requirements have been met, (iii) all MTA and Agency reporting requirements have been satisfied; (iv) all applicable requirements of the Agency have been met, and (v) the final disbursement of the Funds from the Agency has been made to Project Sponsor 3 INVOICE BY PROJECT SPONSOR Project Sponsor shall submit copies of each invoice and the required Quarterly Progress / Expenditure Report (Attachment D) with supporting documentation to the MTA Project Sponsor shall also submit to the Agency the appropriate invoicing forms in the form, manner, and schedule specified by the applicable requirements of the Agency 4 USE OF FUNDS 41 Project Sponsor shall utilize the Funds to complete the Project as described in the Scope of Work and in accordance with the applicable requirements of the Agency 42 Attachment C shall constitute the agreed upon Scope of Work between MTA and Project Sponsor for the Project The Funds, as programmed under this LOA, can only be used towards the completion of the Scope of Work originally approved by the MTA Board unless modified by an amendment to this LOA. Project Sponsor shall also be subject to and comply with all applicable requirements of the Agency administering ttus Project in regards to changes in the Scope of Work and/or Project schedule 3 060 STIP - Letter of Agreement (LOA) P0006330 Douglas Street Gap Closure, Project #6330 5 REPORTING AND AUDIT REQUIREMENTS 51 Project Sponsor shall be subject to and comply with all applicable requirements of the Agency regarding Project reporting and audit requirements Project Sponsor should use the STPL #, EA #, the MTA Call for Projects Project ID# and the PPNO# on all correspondence 52 Since this Project is funded exclusively with Federal/State funds and contains no MTA local funding, the MTA as the Programming Agency has no audit responsibilities on this Project The Project Sponsor and the Agency shall comply with all Agency compliance, pre -award and performance audit requirements as deemed necessary to assure that funding expenditures conform to the terms of this LOA and all applicable Project funding gwdelmes, laws and regulations 53 In addition Project Sponsor shall submit the Quarterly Progress/Expenditure Report to the MTA 60 days after the close of the quarter (on the last day of the months of November, February, May, and August) The Quarterly Progress/Expenditure Report shall include information that documents • How much was invoiced • The amount of the Project complete • Which milestones were met • Remaining milestones and funds to complete the Project • Revised quarterly cash flow • Revised schedule to complete the Project • Summary invoices • If no activity has occurred during a particular quarter, Project Sponsor will still be required to submit the Quarterly Progress/Expenditure Report indicating no dollars were expended that quarter and the reason for no activity All supporting documents must include a clear .justification and explanation of their relevance to the Project [Note to Project Sponsor: Please be sure that your scope of work and Project milestones are consistent with the lapsing policy stated in Part II section 7.1.1 6 EXPENDITURE AND DISPOSITION OF FUNDS 61 The expenditure and disposition of the Funds by Project Sponsor shall be subject to and in accordance with the terms and conditions of this LOA and the applicable requirements of the Agency Project Sponsor shall not utilize the Funds many other way or on any other project than that specified in this LOA and the applicable requirements of the Agency. 62 Project Sponsor shall be responsible for any and all cost overruns for the 4 061 STIP - Letter ojAgreement (LOA) P0006330 Douglas Street Gap Closure, Project 06330 Project 63 Project Sponsor shall be eligible for the Funds up to the programmed amount specified in Part 1, Section 2 of this LOA subject to the terms and conditions contained herein and in all apphcable requirements of the Agency 64 Subject to the requirements and regulations of the Agency, and to the extent allowed by the Agency, any undemins to the Programmed Budget shall be apportioned between MTA and Project Sponsor in the same proportion as the Sources of Funds from each party to this LOA as specified in Attachment A to this LOA Upon completion of the Project described in the Scope of Work and subject to the requirements and regulations of the Agency, and to the extent allowed by the Agency, any unused allocation of the Funds shall revert back to MTA for future programming at MTA's discretion 6.5 The programming of the Funds does not imply nor obligate any future funding commitment on the part of MTA or the Agency 7 TIMELY USE OF FUNDS / REPROGRAMMING OF FUNDS. 7 1 The following is the MTA's understanding of the state requirements for timely use of funds, as of the date of this LOA, the terms of this section are subject to change by Caltrans and/or the CTC • Programmed funds are available for a project specific allocation vote by the CTC only until the end of the Fiscal Year (FY) for which they are programmed The Project Sponsor must present Caltrans District 7 with a completed Project specific allocation request at least 60 days in advance of the CTC's meeting in June of the applicable Fiscal Year An allocation request will not be considered complete by Caltrans unless it includes MTA concurrence • After funds are allocated by a specific vote of the CTC for construction or capital purchase, the Project Sponsor has twelve (12) months to award a contract, otherwise, funds may be rescinded by the CTC and the MTA will not be responsible for replacing them. • After award of a contract, the Project Sponsor has up to thirty -six (36) months to complete such contract and expend and receive reimbursement of the expenditures • Funds allocated by the CTC for Project development or nght -of -way costs must be expended by the second Fiscal Year following the year in which the funds were allocated The deadline for the Project specific allocation vote can be extended by the CTC, but only if the 5 f'iC STIP- Letter of Agreement (LOA) P0006330 Douglas Street Gap Closure, Project #6330 OTC's action occurs by June of the Fiscal Year in which the funds are programmed The possible CTC extensions are one time and for up to 20 months, but only if the CTC finds that an unforeseen and extraordinary circumstance beyond the control of the Project Sponsor has occurred that Justifies the extension Following the allocation, at the end of the period allowed for expenditure and reimbursement of expenditures, subject to the requirements and regulations of the Agency and the CTC, and to the extent allowed by the Agency and the CTC, Project Sponsor shall relinquish any Funds not reimbursed to the State Highway Account for future programining at the OTC's discretion Assuming the above allocation and Project development/right-of-way expenditure and reimbursement deadlines have been met, funds programmed for FY 2001 -02 are subject to lapse on June 30, 2005 Funds programmed for FY 2002 -03 are subject to lapse on June 30, 2006 Funds programmed for FY 2003 -04 are subject to lapse on June 30, 2007 Prior to an allocation, a STIP amendment reprogramming funds to a later year will postpone the application of the lapsing provision However, this extension request must be made 90 days prior to the last CTC meeting of the Fiscal Year prior to the Fiscal Year in which the funds are programmed. The CTC will not amend the STIP to change the program year of the funding after the beginning of the fiscal year for which the Project is programmed Project Sponsor may request a one -tune extension to the allocation deadline as noted above 72 Project Sponsor must execute this LOA within 90 days or by December 31, 2001 which ever is later and demonstrate evidence of timely obligation of Funds programmed for the Project within the time period described in Part U, Section 7 1 of this LOA Evidence of timely obligation includes an executed "Authorization To Proceed" document (Caltrans Version E -76), an approved Grant Application document with the Agency or Fund Request Project Sponsor submits to the CTC 73 In the event this LOA is not executed and/or evidence of timely obligation of the Funds is not provided as described in Part H, Sections 7 1 and 7.2 of thus LOA, the Project will be reevaluated by MTA and MTA may apply to the CTC for deobligation and reprogramming of Funds In the event the Funds are deobligated or reprogrammed, this LOA shall automatically terminate without further action by either party 8 DEFAULT. A Default under this LOA is defined as any one or more of the following (i) Project Sponsor fails to comply with the terms and conditions contained herein, or (u) Project Sponsor fails to perform satisfactorily or makes a material change, as determined by MTA at its sole discretion, to the Financial Plan, the Scope of Work, or the Programmed Budget without MTA's prior written consent or approval as provided herein or (iii) Project Sponsor is in default with the Agency Ci 1-G3 STIP - Letter of Agreement (LOA) P0006330 Douglas Street Gap Closure, Project 06330 9 1 In the event of a Default by Project Sponsor, MTA shall provide written notice of such Default to Project Sponsor with a 30 -day period to cure the Default In the event Project Sponsor fails to cure the Default, or commit to cure the Default and commence the same, within such 30 -day period and to the satisfaction of MTA, the MTA may apply to the CTC for deobligation and reprogramming of Funds In the event the Funds are deobligated or reprogrammed, this LOA shall automatically terminate without further action by either parry 92 Effective upon receipt of written notice of termination from MTA, Project Sponsor shall not undertake any new work or obligation with respect to this LOA unless so directed by MTA in writing 9.3 The remedies described herein are non - exclusive MTA shall have the right to enforce any and all rights and remedies herein or which may be now or hereafter be available at law or in equity 10 OTHER TERMS AND CONDITIONS. 101 This LOA, along with the applicable requirements of the Agency, constitutes the entire understanding between the parties, with respect to the subject matter herein The LOA shall not be amended, nor any provisions or breach hereof waived, except in writing signed by the parties who agreed to the original LOA or the same level of authority 102 In the event that there is any legal court (e.g. Superior Court of the State of California, County of Los Angeles, or the U S District Court for the Central District of California) proceeding between the parties to enforce or interpret this LOA, or the applicable requirements of the Agency, to protect or establish any rights or remedies hereunder, the prevailing party shall be entitled to its costs and expenses, including reasonable attorneys' fees 103 Neither the MTA nor any officer or employee thereof shall be responsible for any damage or liability occurring by reason of anything done or ornitted to be done by Project Sponsor under or in connection with any work performed by and or service provided by Project Sponsor, its officers, agents employees and subcontractors under this LOA Project Sponsor shall fully indemnify, defend and hold the MTA, and its officers, agents and employees harmless from and against any liability and expenses, mcludmg without limitation, defense costs, any costs or liability on account of bodily injury, death or personal mjury of any person or for damage to or loss of risk of property, any environmental obligation, any legal fees and any claims for damages of any nature whatsoever arising out of (i) misuse of the Funds by Project Sponsor, or its officers, agents, employees or subcontractors, (u) breach of the Project Sponsor's obligations under this LOA, or (ni) any act or omission of the Project Sponsor, or its officers, agents, employees or subcontractors in the performance of the work or the provision of the services m connection with the Project, including, without limitation, the Scope of Work described in this LOA. 7 f)F4 STIP -Lever of Agreement (LOA) P0006330 Douglas Street Gap Closure, Project #6330 10 4 Neither party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of any such obligation is prevented or delayed by unforeseen causes including acts of God, acts of a public enemy, and government acts beyond the control and without fault or negligence of the affected party Each party hereto shall give notice promptly to the other of the nature and extent of any such circumstances claimed to delay, hinder, or prevent performance of any obligations under this LOA 10 5 Project Sponsor shall comply with and insure that work performed under this LOA is done in compliance with Federal Agency Regulations (FAR), Generally Accepted Accounting Principles (GAAP), all applicable provisions of federal, state, and local laws, statutes, ordinances, rules, regulations, and procedural requirements and the applicable requirements and regulations of the Agency and MTA 10 6 Project Sponsor shall not assign this LOA, or any part thereof, without written consent and prior approval of the MTA Cluef Executive Officer or his designee, and any assignment without said consent shall be void and unenforceable 10 7 This LOA shall be governed by California law, If any provision of this LOA is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions shall nevertheless continue in full force without being impaired or invalidated in any way 10 8 The terms of this LOA shall mure to the benefit of, and shall be binding upon, each of the parties and their respective successors and assigns 10 9 Project Sponsor agrees that all literature, advertisements, brochures, video, radio and public service announcements, construction site signs, and all other materials relating to the Project and distributed to the public will contain recognition of the MTA's contribution as well as the approved METRO logo If applicable, Project Sponsor agrees to display the METRO logo on its buses, shuttle buses, vans, and taxis utilized for services provided under this Project The METRO logo is a copyrighted symbol, which shall be reproduced and displayed in accordance with specific graphic gwdelines available from the MTA Graphics Department Project Sponsor agrees to follow directions of the MTA Marketing Department to comply with this Section of the LOA 10 10 If Project Sponsor ceases to use the software / ITS for public purposes or Project Sponsor sells, conveys, licenses or otherwise transfer the software / ITS, MTA shall be entitled to a refund or credit, at MTA's sole option, equivalent to the amount of funds spent in developing the software / ITS Such refund or credit shall not be required, subject to MTA approval of the intended use, if Project Sponsor dedicates the proceeds of such sale, conveyance, license or transfer are reinvested into the Project to offset operating or systems management costs 0 0 G 5 STIP - Letter of Agreement (LOA) P0006330 Douglas Street Gap Closure, Project #6330 1011 Project Sponsor agrees that the disposal of property purchased with grant funds shall be disposed in accordance with applicable agency guidelines 10 12 Notice will be given to the parties at the addresses specified in Part I, unless otherwise notified in writing of change of address 10 13 Project Sponsor in the performance of the work required by this LOA is not a contractor nor an agent or employee of the MTA Project Sponsor attests to no organizational or personal conflicts of interest and agrees to notify the MTA immediately in the event that a conflict, or the appearance thereof, anses. Project Sponsor shall not represent itself as an agent or employee of the MTA and shall have no powers to bind the MTA in contract or otherwise changes 10 14 Project Sponsor shall notify the MTA in advance of any key Project staffing 0 066 am r Z W x U Q F~- Q Q N Z v ++ L6 O i M G1 LL � AEON W N W bA U m Q � O ... U 000. V 4} Q) J W y C' to ho N � � v O a LL' O� Q UO aIX Pa Q tsti coif �y O omO1, op O O nmo� O!O •� O NIttom op C> M mmOOO Oo N; N N N Ql lD m 03, 03 N . Hi4 O E "�g• E ` m ' O C W , Q m N o ; Y E D N N t- m W c aEi E °'c 0 'a o ci g LU a) d to LU C3 E°- a¢ E w E02W Q)— o -o b _ - D m m m ) U Nli = � =) I a t m Q d'o -0 -0 d m � Hi i i� � L j R 00 - 2 vO O O C 0 0 G r) l 0 0 0 0 0 el --� lD lD co Dl O F, � .-� c V -+ O 4J lD O O � O Q] 00 000000 LOMC) W O N�t0m coo }<-- m mmoomo WN� DN N61-lD .�to r� �- m 0 6'3, 69 N - y .-t 64 69 Q tsti coif �y O omO1, op O O nmo� O!O •� O NIttom op C> M mmOOO Oo N; N N N Ql lD m 03, 03 N . Hi4 O E "�g• E ` m ' O C W , Q m N o ; Y E D N N t- m W c aEi E °'c 0 'a o ci g LU a) d to LU C3 E°- a¢ E w E02W Q)— o -o b _ - D m m m ) U Nli = � =) I a t m Q d'o -0 -0 d m � Hi i i� � L j R 00 - 2 vO O O C 0 0 G r) l C> o C14 C 0 0 G r) l F z w x v Q F.. F Q a 0 J_ C O d d L b0 a z O J La .0.. J da Y Q u Z O 4 .O L IL O A v IL E_ Q M M l0 d N O O A L fA N m d 7 O O m O L H 008 n m o 0 o m o to o �m N N m N n N O N O m O m M W O ti V M pJ O N o N m o¢ ti H LL d O O O O O O O O t0 O O tD p p �O 00 O w O W lD m m ^� p � Y F N N LL a S O 8 O S O o m o o o e MN m O ¢ N Y N LL a c O O O O 0 O 0 O �yD O ¢O1 10 O¢ N N � d 0 o a M m o u O N � O ¢ N N N � d o g o M o o m M m o o ri o om z •+ ri d N n o M1 M e o a M N N Y N O � LL d C N S N N O N O � M N ti LL Cl � O N N O N N �O O M1 O � M < M o� LLa N If1 pO N pO O O N N tp O n O V I[1 M M yr �d O N N o a M n N � N O ¢ N b o C S O O F O O O N LL M U 7 mmOw LL O UUUU y c c c ct . p O Y u c cp QV O� -222' N y O M 00 0 a am 8 N W J O O O O 8 L W M N wo2— Q Q Q J y �a`a`a`a`�o ¢ LL o G J VJ LL m O L H 008 Scope of Work Douglas Street is a north -south secondary arterial transportation corridor that serves the general South Bay employment region of Los Angeles County in California Currently, Douglas Street is discontinuous and dead ends on both the north side and south side of the Burlington Santa Fe Railroad tracks and the elevated Metro Green Line Light Rail Station This project will to close existing gap in Douglas Street by constructing a grade separation structure, which will extend Douglas Street under both the Burlington Santa Fe Railroad tracks and the Green Line Station The Scope of Work for the total project is as follows o Professional design and construction support services o Environmental certification. o Right -of -way engineering and acquisition. o Underpass grade separation structure for the railroad tracks, including a shoo -fly construction detour track. o Four (4) lane highway extension approximately 1,000 feet. o Storm water disposal facilities, including pump station o Access to the Green Line Station from a new roadway. o Utility relocations: 45" County waterline, 27" City waterline, telephone and electrical lines, power poles, and oil and gas lines. o Traffic signal modifications to existing signals at Douglas Street/ Rosecrans Avenue and at Douglas Street/El Segundo Boulevard intersection and new traffic signals at the Douglas Street entrance to the Intermodal facility and at Douglas Street /Utah Avenue intersection as needed o Intermodal transit facility. This element will include construction of a park n' ride facility to accommodate approximately fifty (50) vehicles, with informational kiosks, lighting and landscaping, and spaces for public transit and private car /van pool vehicles 5309 funds will be used for construction of the parking facility 069 Project Milestones August 2001 City executes a contract with Parson Transportation Group for providing professional engineering service September 2001 Commencement of design January 2002 Completion of environmental work May 2002 Completion of right -of -way engineering. November 2002 Completion of Contract plans and specifications for bidding. January 2003: Construction contract award March 2003 Commence construction. April 2004• Completion of construction 070 Project Cost Breakdown 1 Design Engineering (PS &E) $1,400,000 2 Right -of -Way $1,378,182 3 Construction Roadway $ 4,931,818 Utility Relocation $ 2,000,000 Access to Green Line Station $ 500,000 Grade Separation Structure $ 1,000,000 Railroad Short-fly $ 200,000 Storm Drain /Pump Station $ 750,000 Traffic Signals $ 300,000 Intermodal Facility $ 1,000,000 Construction Sub -total $10,681,818 Construction Contingencies $ 1,000,000 Total Construction $11,681,818 4 Construction Engineering $ 250,000 Project Total $14,710,000 071 MTA LOA ATTACHMENT Dl QUARTERLY PROGRESS/EXPENSE REPORT Project sponsors are requested to submit this report as soon as possible after the close of each quarter, but no later than November 30, February 28, May 31 and August 31 Please note that letters or other forms of documentation may not be substituted for this form Refer to the Reporting and Expenditure Guidelines (Attachment D) for further information SECTION 1: GENERAL INFORMATION PROJECT TITLE LOA Number Project's Report Schedule: Fiscal Year: Quarter: Date Submitted: Quarterly Progress/ Expense Report Number: MTA Modal Category MTA Modal Team Representative/Project Mgr. Project Sponsor Representative/Project Mgr. µ FUSE ONLY CFP # Date Received Project Manager 8 2000 -2001 ❑ 2001 -2002 ❑ 2002 -2003 7 2003 -2004 2004 -2005 ❑ Jul -Sep F7 Oct -Dec F7 Jan-Mar 7 Apr -Jun 8 Freeway 8 RSTI 8 Signal Sync a TDM Bikeway Pedestn an Transit TEA I certify that I am the responsible Project Manager or fiscal officer and representative of and that to the best of my knowledge and belief the information stated in this report is true and correct Signature Name Rev 09 /2001 Date Title 072 Protect Title LOA # SECTION 11: QUARTERLI' EXPENSE REPORT MTA LOA Attachment Dl Please itemize grant- related charges for this quarter on Page 4 of this report and include totals in this Section % of Project Budget Expended to Date MTA Grant Local Match (Intl. in -kind) Local Match Total End Date $ End Date aka $ This Quarter Expenditure Funds Expended to Date (Include this Quarter) Total Project Budget Balance % of Project Budget Expended to Date % of Project Completed to Date Revised LOA Schedule Actual Schedule 1. DELIVERABLES & MILESTONES List all deliverables and milestones as stated in the LOA, with stare and end data Calculate the total p %lect duration DO NOT CHANGE THE ORIGINAL LOA MILESTONE START AND END DATES SHOWN IN THE 2ND AND 3RD COLUMNS BELOW Sponsors must make every effort to accurately portray milestone dates in the original LOA scope ofwork, since this will provide the busts for calculating any project delay If milestone start and/or end dates change from those stated in the Original LOA Scope of Work indicate the new dates under Revised LOA Schedule below and re- calculate the protect duration. Milestone dates for Advertisement may be revised after the completion of Final Design or PSE, and, the original milestone date for Contract Completion/Project Operation may be revised after award of the construction, vehicle acquisition, etc contract LOA Milestone Original LOA Schedule in Scope of Work Revised LOA Schedule Actual Schedule Start Date End Date Start Date End Date Start Date End Date Total Project Duration (months) Project Delay ( %) (D applicable) a [(Revised Duration - Original Duration) / Original Duration ] x 100= % b [(Actual Duration - Original Duration) / Original Duration ] x 100= % Rev 09/2001 2 073 MTA. LOA Attachment D1 Project Title LOA # A Based on the comparison of the original and actual project milestone schedules above, project is (select only one) ❑ On schedule per original LOA scope ❑ Less than 30% behind original schedule ❑ Between 31 % -60% behind original schedule ❑ More than 60% behind original schedule B Was the project design started within 6 months of the date originally stated in the LOA" ❑ Yes ❑ No ❑ Not Applicable C Was a construction contract or capital purchase executed within 9 months after completion of design/specifications? ❑ Yes ❑ No ❑ Not Applicable D If the project is 60 %+ behind schedule, check one of the following reasons for the delay Section 3 below should be used to provide more detail as needed ❑ MTA- Requested Delay (attach documentation) ❑ Lawsuit or Litigation ❑ Other Agency Delay (attach documentation) ❑ Natural Disasters/Acts of God ❑ Other 2. STATUS REPORT Lest tasks accomplished this quarter based on the approved schedule of del v ables (LOA Attachment C, Scope of Work) if no deliverables, state as such 3. PROBLEMS Describe problem areas (this quarter only) and how they have beenfwdl be resolved Pay particular attention to schedule delays 4. ACTION ITEMS FOR NEXT QUARTER lfprq/ect is delayed, include appropriate action items to gel project back on schedule or to avoid further delays Rev 09/2001 3 074 075 /{ ƒ {K � - 4; \ 2 > ! � \\ \ ^ \\ \ } \) d }� / § )\ {� rA k� / \� ! o r- § 0 j� i - S b m « r-00 e= 2 c= £_�® _ 075 Metropolitan Transportation Authority One Gateway Plaza Los Angeles, CA 90012 -2952 ._� Attachment E July 17, 2001 Mr Andres Santamana Director of Public Works City of El Segundo 350 Main Street El Segundo, CA 90245 RECEIVE! JUL 1 9 2001 PUBLIC WORKS ENGINEERING JUL 2 3 2001 Subject: Approval of Expenditures — Douglas St Gap Closure - #6330 Dear Mr Santamana This letter constitutes the Los Angeles County Metropolitan Transportation Authority's ( LACMTA) approval to expend local match funds in an amount up to $1 million for preliminary design work on the Douglas Street Gap Closure Project, #6330. Any eligible local match expenditures up to $1 million will be attributed to the City of El Segundo's 35% local match commitment to the $9.233 million RIP grant, but may not be simultaneously used to match other federal funds allocated to the project Please note that all funds must be expended in accordance with applicable federal and state procedures Such authorization is effective from the date executed by an authorized city representative until December 28, 2001, or until such time as an LACMTA Letter of Agreement (LOA) is executed with the City of El Segundo The LACMTA is not obligated to authorize the project beyond this period SCANNED 1% RMC Please acknowledge acceptance of this agreement and conditions by signing and returning this letter to Jon Grace WS 99 -22 -3 Project Manager LACMTA One Gateway Plaza Los Angeles, CA 90012 0 7 G Mr Andres Santamana Page 2 Sincerely, RENEE BERLIN, Director Artenals, Signals and Goods Movement Concurrence Andres Santamana Director of Public Works City of El Segundo DATE 077 H F z w x Q� F d a -� U) f U W -a 0 CE 0 LL J J Q U O. P: CA Ol O) r Z O 0 0 z w O W J Q Z LL q m {,78 N N H O O6 O H N N H N N N H 01 N 1� N 17 N N [7 H N H H H N N H O ro [7 N N N N N H N O M O H O H p M p N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N U U U p 0 U U Q U comma F'41 J J J j w J J w w W }} Q Q W W:5 w OOOMMOCUO Q 4 Q m H 4 Q;� Q W W W D D W W Z W 0 0 0 0 0 0 0¢ 0 J J J N to J J m J Z . O W z _ a w w w Q Q W C) W N a w W4OO . W O zQ OE ' y aOa s O o - a o W z a E; co '31-- a: K G O = Z Z 4 Z O W Z O D W O 0 0 0 zF ow) ©53UWQ N J wa a Oj O U 290 K jr K - 0 V K . O U, a m m a Z Up > 1-< C7 >O ah s Z> uit �Z m Q r tu cr Q z T yN Q U < O f- W O H _ -1 O W z? w- w tr z a : ossNW W m u iv n o e m m {,78 EL SEGUNDO CITY COUNCIL MEETING DATE February 5, 2002 AGENDA ITEM STATEMENT AGENDA HEADING- Consent Agenda AGENDA DESCRIPTION Consideration and possible action regarding approval of a Fund Transfer Agreement between the City of El Segundo and the State of California (Caltrans) regarding Transportation Community System Preservation (TCSP) grant funds for the Douglas Street Gap Closure /Railroad Grade Separation Project (grant amount = $138,615 00) RECOMMENDED COUNCIL ACTION- Recommendation — (1) Approve agreement and authorize the Mayor to execute the agreement on behalf of the City, Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION The City has been allocated a total TCSP grant of $937,433 00 for the Douglas Street Gap Closure Project These funds are eligible for City expenditures relative to the Intermodal Facility Element of the Douglas Street Project Caltrans has developed the enclosed agreement for execution by the City for $138,615 00 (from the total $937,433 00 grant) to fund the design and environmental work for the project The remaining grant funds of $798,818 00 will be authorized when the project is ready for construction ATTACHED SUPPORTING DOCUMENTS, Fund Transfer Agreement FISCAL IMPACT Grant funds of $138,615 00 Capital Improvement Program, Amount Requested Account Number Project Phase Appropriation Required. ORIGINATED BY ® DATE January 29, 2002 ytJ Andres Santamana, Director of Public Works N \GOUNCIL- FEBRUARY 05 04 (Mmday OV2810211 W A M) ii73 12 Agreement No 74A0049 City of El Segundo Page 1 of 12 FUND TRANSFER AGREEMENT THIS AGREEMENT, ENTERED INTO EFFECTIVE ON March 1, 2002, Is between the State of California, acting by and through its Department of Transportation, referred to herein as DEPARTMENT, and City of El Segundo, hereinafter referred to as CITY, RECITALS DEPARTMENT and CITY, pursuant to Streets and Highways Code Section 114 (b), are authorized to enter into a Fund Transfer Agreement affecting State Highways within the jurisdiction of CITY. 2. The CITY governing body, under the authority of local ordinances, has authorized the CITY to provide services or funding as described and specified herein pursuant to the CITY resolution attached hereto and is incorporated by this reference as Attachment IV. 3. CITY has agreed to provide environmental clearance and prepare contract documents for the El Seaundo Intermodal Facility Improvements, the "Project", subject to the terms and conditions of this Agreement. The Project Description (Scope of Work and Costs) is attached hereto and is Incorporated by reference as Attachment V. 4. All services performed by CITY on DEPARTMENT rights of way pursuant to this Agreement are intended to be performed in accordance with all applicable federal, state, and CITY laws, ordinances, regulations, titles and DEPARTMENT manuals and procedures. 5. Project funding is as follows: FUND TITLE FUND SOURCE Transportation Community Federal System Preservation Grant SECTION I CITY AGREES: To satisfactorily complete the Project as described in Attachment V. SECTION II DEPARTMENT AGREES: DOLLAR AMOUNT $138,615.00 DEPARTMENT agrees that when conducting an audit of the allowable costs claimed for reimbursement to CITY under the provisions of this Agreement, DEPARTMENT will rely to the maximum extent possible on any prior audit of CITY pursuant to the provisions of State and applicable Federal laws. In the absence of such an audit, work of other auditors will be relied upon to the extent that work is acceptable to DEPARTMENT when planning and conducting additional audits. 080 SECTION III IT IS MUTUALLY AGREED: Agreement No 74A0049 City of El Segundo Page 2 of 12 In consideration of the foregoing and the mutual promises of the parties hereto, the CITY and DEPARTMENT agree as follows Notification of Parties a. CITY Protect Manager is Bellur Devaral, (310) 524 -2358 b. DEPARTMENT Contract Manager is Rich Felkms, (916) 653 -0808 All notices herein provided to be given, or which may be given, by either party to the other, shall be deemed to have been fully given when made in writing and received by the parties at their respective addresses City of El Segundo Attention Bellur Devaral City Engineer 350 Main Street El Segundo, CA 90245 -3895 California Department of Transportation District 74, Division of Community Planning Attention Rich Felkms 1120 N Street, MS 32 Sacramento, CA 95814 2 Period of Performance This Agreement shall begin on January 1, 2002, contingent upon approval by DEPARTMENT, and expire on December 31, 2004, unless extended by amendment 3. Changes in Terms /Amendment The Agreement may only be amended or modified by mutual written agreement of the parties 4. Termination This Agreement may be terminated by either party for any reason by giving written notice to the other party at least thirty (30) days in advance of the effective date of such termination 5. Cost Limitation The total amount reimbursable to CITY pursuant to this Agreement by DEPARTMENT shall not exceed $138,615 00 It is agreed and understood that this and a contract fund limit is an estimate and that DEPARTMENT will pay only for CITY services actually rendered as authorized by the DEPARTMENT Contract Manager 0 81 Agreement No 74AO049 City of El Segundo Page 3 of 12 Allowable Costs The method of payment for this contract will be based on actual, allowable costs The DEPARTMENT will reimburse CITY for actual costs (including labor costs, employee benefits, travel, overhead and other direct costs, including subcontracts incurred by the CITY in performance of the work), not to exceed the amount of $138,615 00 Actual costs shall not exceed the estimated wage rates and other estimated costs set forth in the CITY Budget Estimate without prior written agreement between the DEPARTMENT and the CITY. b Transportation and subsistence costs shall not exceed rates authorized to be paid non - represented state employees under current State Dept of Personnel rules c Any hourly rate shall include the actual cost of salaries (including overhead and general administrative costs) and employee benefits (including but not limited to, vacation, holiday time, and sick leave) d The hourly rate may be adjusted for cost of living increases (with an approved CITY resolution or minute order) for the position and class of CITY employee performing work on this Agreement A copy of this resolution or minute order must be provided to the DEPARTMENT Contract Manager prior to any payment being made for any increase in the hourly rate e DEPARTMENT will reimburse CITY monthly in arrears as promptly as DEPARTMENT fiscal procedures permit upon receipt of itemized signed invoices in triplicate Invoices shall reference the DEPARTMENT Agreement No and shall be submitted to the Contract Manager at the following address California Department of Transportation District 74, Division of Community Planning Attention Rich Felkrns 1120 N Street, MS 32 Sacramento, CA 95814 Invoices shall include the following information 1 Name of the personnel performing work 2 Date of Service 3 Location of Service (address) Progress Reports CITY shall submit monthly progress reports with each invoice to allow the DEPARTMENT's Contract Manager to determine if CITY is performing to expectations or is on schedule, is within funding cost limitations, to provide communication of interim findings and to afford occasions for airing difficulties of special problems encountered so that remedies can be developed, Any document or written report prepared as a requirement of this Agreement shall contain, in a separate section preceding the main body of the document, the number and dollar amounts of all contracts and subcontracts relating to the preparation of those documents or reports U L) Agreement No 74AO049 City of El Segundo Page 4 of 12 8. Local Match Funds Except where expressly allowed in writing herein, reimbursement will be made or allowed only for work performed after the start date and prior to the termination date of this Agreement, unless permitted as local match expenditures made prior to the effective date of this Agreement pursuant to Government Code Section 14529 17 or by an executed SB 2800 Agreement for Local Match Fund Credit CITY agrees to contribute at least the statutorily or other required local contribution of matching funds (other than state or federal funds), if any is specified within this Agreement or in any attachment hereto, toward the actual cost of the Project services described in Attachment V or the amount, if any described in an executed SB 2800 (Streets and Highways Code Section 164 53) agreement for local match fund credit, whichever is greater CITY shall contribute not less than Its required match amount toward the services described herein on a proportional quarterly basis 9. Americans with Disabilities Act By signing this Agreement, CITY assures DEPARTMENT that it complies with the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA (42 US C 12101 et seq.) 10. Mutual Hold Harmless Nothing in the provisions of the Agreement is intended to create duties or obligations to or rights in third parties to this Agreement or affect the legal liability of either party to the agreement by imposing any standard of care with respect to the operation, maintenance and repair of State highways or internodal facilities different from the standard of care imposed by law Neither DEPARTMENT nor any officer or employee thereof is responsible for any damage or liability occurring by reason of anything done or omitted to be done by CITY under or in connection with any work, authority or jurisdiction delegated to CITY under this Agreement It is understood and agreed that, pursuant to Government Code Section 895 4, CITY shall fully defend, indemnify and save harmless DEPARTMENT, its officers and employees from all claims, suits or actions of every name, kind and description brought for or on account of injury (as defined in Government Code Section 810 8) occurring by reason of anything done or omitted to be done by CITY under or in connection with any work, authority or jurisdiction delegated to CITY under this Agreement Neither CITY nor any commissioner, officer or employee thereof is responsible for any damage or liability occurring by reason of anything done or omitted to be done by DEPARTMENT or in connection with any work, authority or jurisdiction delegated to DEPARTMENT under this Agreement It is understood and agreed that, pursuant to Government Code Section 895 4, DEPARTMENT shall fully defend, indemnify and save harmless CITY, its commissioners, officers and employees from all claims, suits or actions of every name, kind and description brought for or on account of injury (as defined in Government Code Section 810,8) occurring by reason of anything done or omitted to be done by DEPARTMENT under or in connection with any work, authority or jurisdiction delegated to DEPARTMENT under this Agreement n F�,3 Agreement No 74AO049 City of El Segundo Page 5 of 12 11. Non - Discrimination During the performance of this Agreement, CITY and any subcontractors shall not unlawfully discriminate, harass or allow harassment, against any employee or applicant for employment because of sex, race, color, ancestry, religious creed, national origin, disability (including HIV and AIDS), medical condition (cancer), age, marital status, denial of family and medical care leave, and denial of pregnancy disability leave CITY and its subcontractors shall ensure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment CITY and its sub - contractors shall comply with the provisions of the Fair Employment and Housing Act (Government Code, Section 12900 et seq ) and the applicable regulations promulgated thereunder (California Code of Regulations, Title 2, Section 7285 0 et seq ) The applicable regulations of the Fair Employment and Housing Commission implementing Government Code, Section 12990 (a -f), set forth in Chapter 5 of Division 4 of Title 2 of the California Code of Regulations are incorporated into this contract by reference and made a part hereof as if set forth in full CITY and its subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement b CITY shall include the nondiscrimination and compliance provisions of this clause in all subagreements to perform work under this Agreement Appendix A, relative to nondiscrimination on federally assisted projects, is attached hereto and made a part of this Agreement as Attachment II CITY shall comply with Title VI of the Civil Rights Act of 1984, as amended Accordingly, 49 CFR 21 through Appendix C and 23 CFR 710 405 (b) are applicable to this Agreement by reference 12 Fundma Requirements a It is mutually understood between the parties that this Agreement may have been written before ascertaining the availability of congressional or legislative appropriation of funds, for the mutual benefit of both parties in order to avoid program and fiscal delays that would occur if the Agreement was executed after that determination was made b This Agreement is valid and enforceable only if sufficient funds are made available to DEPARTMENT by the United States Government or the California State Legislature for the purpose of this program In addition, this Agreement is subject to any additional restrictions, limitations, conditions, or any statute enacted by the Congress or the State Legislature that may affect the provisions, terms or funding of this Agreement in any manner c It is mutually agreed that if the Congress or the State Legislature does not appropriate sufficient funds for the program, this Agreement shall be amended to reflect any reduction in funds d DEPARTMENT has the option to void this Agreement under the 30-day termination clause or to amend this Agreement to reflect any reduction of funds 084 Agreement No 74A0049 City of El Segundo Page 6 of 12 13. Records Retention For the purpose of determining compliance with Public Contract Code Section 10115, et seq and Title 21, California Code of Regulations, Chapter 21, Section 2500 at seq , when applicable, and other matters connected with the performance of this Agreement pursuant to Government Code Section 8546 7, the CITY, its subcontractors and the DEPARTMENT shall maintain all books, documents, papers, accounting records, and other evidence pertaining to the performance of this Agreement, including but not limited to, the costs of administering this Agreement All parties shall make such materials available at their respective offices at all reasonable times during the contract period and for three years from the date of final payment under this Agreement DEPARTMENT, the State Auditor, and, if applicable, FHWA , or any duly authorized representative of the Federal government shall have access to any books, records, and documents of the CITY that are pertinent to this Agreement for audits, examinations, excerpts, and transactions, and copies thereof shall be furnished if requested 14. Disputes Any dispute concerning a question of fact ansing under this Agreement that is not disposed of by agreement shall be decided by the DEPARTMENT Contract Officer, who may consider any written or verbal evidence submitted by the CITY b Neither the pendency of a dispute nor its consideration by the Contract Officer will excuse the CITY from full and timely performance in accordance with the terns of the Agreement 15. Subcontractors The CITY shall perform the work contemplated with resources available within its own organization and no portion of the work shall be subcontracted without written authorization by the DEPARTMENT Contract Manager Any subcontract in excess of $25,000 entered into as a result of this contract shall contain all the provisions stipulated in this Agreement to be applicable to subcontractors 16. Third Party Contractina CITY shall not award a construction contract over $10,000 00 or other contracts over $25,000 00 (excluding professional service contracts of the type which are required to be procured in accordance with Government Code sections 4525(d), (e), and (f) through 4529 5) on the basis of a non - competitive negotiation for work to be performed under this Agreement without the prior written approval of DEPARTMENT If CITY is required to provide a local match, contracts awarded prior to the effective date of this Agreement must meet the requirements set forth in this paragraph 17. Labor Code Compliance CITY shall include in all subcontracts funded by this Agreement which contemplates the actual construction of a public works protect paid for by funds allocated under this Agreement, a clause that requires each subcontractor to comply with California Labor Code requirements that all workers employed on public works projects (as defined in California Labor Code 1720 -1815) will be paid not less than the general prevailing wage rates predetermined by the State Industrial Relations 18. Union Oraanizina 08 5 Agreement No 74AO049 City of El Segundo Page 7 of 12 a CITY, by signing this Agreement, hereby acknowledges the applicability of Government Code Section, 16645 through Section 16649 to this Agreement b CITY will not assist, promote, or deter union organizing by employees performing work on a State service contract, including a public works contract No State funds received under this agreement will be used to assist, promote, or deter union organizing c CITY will not, for any business conducted under this Agreement, use any State property to hold meetings with employees or supervisors, if the purpose of such meeting is to assist, promote, or deter union organizing, unless the State property is equally available to the general public for holding meetings d If CITY incurs costs or makes expenditures to assist, promote, or deter union organizing, CITY will maintain records sufficient to show that no reimbursement from State funds has been sought for these costs and that CITY shall provide those records to the Attorney General upon request 19. Disadvantaged Business Enterprise Should Title 49 CFR Part 26, entitled "Participation by Disadvantaged Business Enterprise in State of California, Department of Transportation Financial Assistance Programs ", be applicable to CITY, CITY will meet, or make good faith efforts to meet, the applicable goals in the award of every contract for work to be performed under this Agreement 20. Federal Lobbvina Activities Certification a CITY certifies, to the best of his or her knowledge and belief, that No State or Federal appropriated funds have been paid or will be paid, by or on behalf of the CITY, to any person for influencing or attempting to influence an officer or employee of any State or Federal agency, a Member of the State Legislature or United States Congress, an officer or employee of the Legislature or Congress, or any employee of a Member of the Legislature or Congress in connection with the awarding of any State or Federal contract, the making of any State or Federal grant, the making of any State or Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any State or Federal contract, grant, loan, or cooperative agreement b If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in Connection with this Federal contract, grant, loan, or cooperative agreement, the CITY shall complete and submit Standard Form-LL, "Disclosure Form to Report Lobbying ", in accordance with its instructions c This certification is a material representation of fad upon which reliance was placed when this transaction was made or entered into Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U S Code Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure 086 Agreement No 74AO049 City of El Segundo Page 8 of 12 CITY also agrees, by signing this document, that the language of this certification shall be included in all lower tier subcontracts which exceed $100,000, and that all such subcontractors shall certify and disclose accordingly 21. Druo -Free Workplace Certification By signing this Agreement, the CITY hereby certifies under penalty of perjury under the laws of the State of California that the CITY will comply with the requirements of the Drug -Free Workplace Act of 1990 (Government Code Section 8350 et seq ) and will provide a drug -free workplace by doing all of the following Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations, as required by Government Code Section 8355(a) Establish a Drug -Free Awareness Program as required by Government Code Section 8355(b), to inform employees about all of the following. 1 the dangers of drug abuse in the workplace, 2 the person's or organization's policy of maintaining a drug -free workplace, 3 any available counseling, rehabilitation, and employee assistance programs, and 4 penalties that may be imposed upon employees for drug abuse violations Provide as required by Government Code Section 8355(c) that every employee who works on the proposed contract or grant will receive a copy of the company's drug -free policy statement, and wit agree to abide by the terms of the company's statement as a condition of employment on the contract or grant Failure to comply with these requirements may result in suspension of payments under this Agreement or termination of this Agreement or both and the CITY may be ineligible for award of any future state contracts if DEPARTMENT determines that any of the following has occurred (1) the CITY has made a false certification or, (2) violates the certification by fading to carry out the requirements as noted above 22. Failure to Pav Should CITY fail to repay moneys due DEPARTMENT within 30 days of demand or within such other period as may be agreed between the parties hereto, DEPARTMENT, acting through the State Controller or State Treasurer, may withhold an equal amount from future apportionments due CITY from the Highway Users Tax Fund or any other source 23 Cost Principles a CITY agrees to comply with Federal procedures, when applicable, in accordance with Office of Management and Budget Circular A -87, Cost Principles for State and Local Governments 087 Agreement No 74A0049 City of El Segundo Page 9 of 12 CITY also agrees to comply with Federal procedures, when applicable, in accordance with 49 CFR, Part 18, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments Any costs for which payment has been made to CITY that are determined by subsequent audit to be unallowable under Office of Management and Budget Circular A -87 or CFR 49, Part 18, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments, are subject to repayment by CITY to DEPARTMENT Any subcontract entered into as a result of this Agreement, when applicable, shall contain all of the provisions of this Article 24. Relationship of Parties It is expressly understood that this is an agreement by and between two independent governmental entdies and that this is not intended to, and shall be construed to, create the relationship of agent, servant, employee, partnership, joint venture or association, or any other relationship whatsoever other than that of an independent party 25. Audit Review Procedures Any dispute concerning a question of fact ansing under an interim or post audit of this Agreement that is not disposed of by agreement shall be reviewed by the Chairperson of the Audit Review Committee (ARC) The ARC will consist of the DEPARTMENT Deputy Director, Audits & Invesbgabons (Chairperson), Deputy Director of the functional Program area, the Chief Counsel, Legal Division, or their designated alternates, and if the Department chooses, two representatives of the DEPARTMENT's choosing, from private industry The two representatives from private industry will be advisory in nature only and will not have voting rights Additional members or their alternates may serve on the ARC Not later than thirty (30) days after issuance of the final audit report, CITY may request a review by the ARC of unresolved audit issues The request for review will be submitted in writing to the Chairperson of the ARC The request must contain detailed information of the factors involved in the dispute as well as justifications for reversal A meeting by the ARC will be scheduled if the Chairperson concurs that further review is warranted After the meeting, the ARC will make recommendations to the appropriate DEPARTMENT Chief Deputy Director The Chief Deputy Director will make the final decision for DEPARTMENT The final decision will be made within three (3) months of receipt of the notification of dispute Neither the pendency of a dispute nor its consideration by DEPARTMENT will excuse the CITY from full and timely performance, in accordance with the terns of this Agreement For DEPARTMENT Accounting & Audit guidelines, see Attachment III 26. EQuipment Purchase (By CITY) Prior authorization in writing by the DEPARTMENT Contract Manager shall be required before the CITY enters into any non - budgeted purchase order or subagreement exceeding $500 for supplies, equipment, or consultant services The CITY shall provide an evaluation of the necessity or desirability of incurring such costs S8 Agreement No 74AO049 City of El Segundo Page 10 of 12 For purchase of any Rem, service or consulting work not covered in the attached Project Description (Attachment V) and exceeding $500, with prior authorization by the DEPARTMENT Contract Manager, three competitive quotations must be submitted with the request orthe absence of bidding must be adequately justified Any equipment purchased as a result of this Agreement is subject to the following The CITY shall maintain an inventory record for each piece of non - expendable equipment purchased or built with funds provided under the terms of this Agreement The inventory record of each piece of such equipment shall include the date acquired, total cost, senal number, model identification (on sale, in accordance with established DEPARTMENT procedures, purchased equipment), and any other information or description necessary to identify said equipment Non - expendable equipment so inventoried are those items of equipment that have a normal life expectancy of one year or more and an approximate unit price of $5,000 or more In addition, theft - sensitive items of equipment costing less than $5,000 shall be inventoried A copy of the inventory record must be submitted to DEPARTMENT upon request by DEPARTMENT d At the conclusion of the Agreement or if the Agreement is terminated, the CITY may either keep the equipment and credit DEPARTMENT in an amount equal to its fair market value or sell such equipment at the best price obtainable, at a public or private sale, in accordance with established DEPARTMENT procedures, and credit DEPARTMENT in an amount equal to the sales price If the CITY elects to keep the equipment, fair market value shall be determined, at the CITY expense, on the basis of a competent, independent appraisal of such equipment Appraisals shall be obtained from an appraiser mutually agreeable to DEPARTMENT and CITY If it is determined to sell the equipment, the terms and conditions of such sale must be approved in advance by DEPARTMENT e CFR 49, Part 18 requires a credit to Federal funds when participating equipment with a fair market value greater than $5,000 is credited to the project Any subagreement entered into as a result of this Agreement shall contain all of the provisions of this article, when applicable 27. Debarment and Suspension Certification CITY signature affixed herein shall constitute a certification under penalty of perjury under the laws of the State of California, that CITY or any person associated therewith in the capacity of owner, partner, director, officer, or manager 1 is not currently under suspension, debarment, voluntary exclusion, or determination of ineligibility by any federal agency, 2, has not been suspended, debarred, voluntarily excluded, or determined ineligible by any federal agency within the past three (3) years, 3 does not have a proposed debarment pending, and 4 has not been indicted, convicted, or had a civil judgment rendered against it by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past three (3) years Any exceptions to this certification must be disclosed to DEPARTMENT Exceptions will not necessarily result in denial of recommendation for award of this Agreement, but will 089 Agreement No 74A0049 City of El Segundo Page 11 of 12 be considered in determining CITY responsibility Disclosures must indicate the party to whom the exceptions apply, the initiating agency, and the dates of agency action 28. Disabled Access Review Disabled access review by the Department of General Services (Office of State Architect) is required for all publicly funded construction of buildings, structures, sidewalks, curbs and related facilities No future construction contract will be awarded by CITY unless CITY's plans and specifications for such mtermodal facilities conform to the provisions of Sections 4450 and 4454 of the California Government Code, if applicable Further requirements and guidance are provided in Title 24 of the California Administrative Code and the Americans with Disabilities Act (42 USC 12101, at seq ) 29. Fire Marshal Review The State Fire Marshal adopts budding standards for fire safety and panic prevention Such regulations pertain to fire protection design and construction, means of egress and adequacy of exits, installation of fire alarms, and fire extinguishment systems for any DEPARTMENT owned or DEPARTMENT occupied buildings per Section 13108 of the Health and Safety Code When applicable, CITY must assure that any relevant Project plans meet the standards of the State Fire Marshal to ensure consistency with DEPARTMENT fire protection standards 30. Environmental Clearance Environmental clearance of Project by CITY and /or DEPARTMENT is required prior to requesting funds for right of way purchase or construction No DEPARTMENT agency shall request funds nor shall any DEPARTMENT agency, board or commission authorize expenditures of funds for any project, except feasibility or planning studies, which may have a significant effect on the environment unless such a request is accompanied by an environmental impact report per California Public Resources Code Section 21102 The California Environmental Quality Act (CEQA), in California Public Resources Code Section 21080(b)(10), does provide an exemption for rail protects which institute or increase passenger or commuter services on rail or highway rights -of -way already in use 31. Protect Close Out The Agreement Expiration Date refers to the last date for CITY to incur valid Project costs or credits and is the date the Agreement expires CITY has 180 days after that Expiration Date to make final allowable payments to Project contractors or vendors, prepare the Project Closeout Report, and submit the final invoice to DEPARTMENT for reimbursement for allowable Project costs 090 Agreement No 74AO049 City of El Segundo Page 12 of 12 ATTACHMENTS The following attachments are incorporated and made a part of this Agreement by reference and attachment I Encumbrance Distribution 11 Appendix A III Accounting & Audit Guidelines IV CITY Resolution V Scope of Work, Schedule, and Costs IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and year first herein above written STATE OF CALIFORNIA CITY, DEPARTMENT OF TRANSPORTATION By Title Contract Officer By Date Title Date By . Title Date By - Title Date 091 Agreement No 74AO049 Attachment I Page 1 of 1 ATTACHMENT Encumbrance Distribution PROGRAM/CATEGORY (CODE AND TITLE) FUND TITLE TRANSPORTATION FEDERAL (OPTIONAL USE) ,�/ t i cA o441 ITEM CHAPTER BTATUTE FISCAL YEAR 2660 - 101 -0890 106 2001 2001/2002 OBJECT OF EXPENDITURE (CODE AND TITLE) Source Charge Dist /Und Dist /Und EXOenddure Authorization Special Destanation Object Code $ Amount FY 74 -167 74- 167 606504 92E 6D49 $78,308 00 2001/02 74 -167 74- 167 606504 068 6049 $60,307 00 2001102 1 hereby certify upon my own personal knowledge that budgeted hinds are available for the T SA NO BR NO period and purpose of the expenditure stated above 1 SIGNATURE OF ACCOUNTING OFFICER DATE C I t rJ-- -Iq? Agreement No 74AO049 Attachment II Page 1 of 1 ATTACHMENT II Appendix A STATE OF CALIFORNIA • DEPARTMENT OF TRANSPORTATION - DEPARTMENT APPENDIX A ADM -1351 (REV 10/98) During the performance of this Agreement, the City of El Segundo, for itself, Its assignees and successors in interest (herema referred to as the "RECIPIENT ") agrees as follows: (1) Compliance with regulations, The RECIPIENT shall comply with regulations relative to Title VI (nondiscrimination in federally - assisted programs of the Department of Transportation - Title 49 Code of Federal Regulations Part 21 - Effectuation of Title VI of the 1964 Civil Rights Act) Title VI provides that the recipients of federal assistance will implement and maintain a policy of nondiscrimination in which no person in the state of California shall, on the basis of race, color, national origin, religion, sex, age, disabikty,be excluded from participation in, denied the benefits of or subject to discrimination under any program or activity by the recipients of federal assistance or their assignees and successors in interest (2) Nondiscrimination: The RECIPIENT, with regard to the work performed by it during the Agreement shall act in Accordance with Title VI Specifically, the RECIPIENT shall not discriminate on the basis of race, color, national origin, religion, sex, age, or disability in the selection and retention of subcontractors, including procurement of materials and leases of equipment The RECIPIENT shall not participate either directly or indirectly in the discrimination prohibited by Section 21 5 of the U S_ DOTS Regulations, including employment practices when the Agreement covers a program whose goal is employment (3) Solicitations for Subcontracts, Including Procurements of Materials and Equipment In all solicitations, either by Competitive bidding or negotiation made by the RECIPIENT for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the RECIPIENT of the LOCAL AGENCY's obligations under this Agreement and the Regulations relative to nondiscrimination on the grounds of race, color or national origin (4) Information and Reports: The RECIPIENT shall provide all information and reports required by the Regulations, or Directives issued pursuant thereto, and shall permit access to its books, records, accounts, other sources of information, and facilities as may determined by DEPARTMENT or any duty authorized representative of the Federal Government to be pertinent to ascertain compliance with such regulations or directives Where any information required of RECIPIENT is in the exclusive possession of another who fails or refuses to furnish this information, the RECIPIENT shall so certify to DEPARTMENT, or any duly authorized Federal Agency as appropriate, and shall set forth what efforts it has made to obtain the Information (5) Sanctions for Noncompliance. In the event of the RECIPIENT'S noncompliance with the nondiscrimination provisions of Agreement, DEPARTMENT shall impose such Agreement sanctions as it or any Federal funding agency may determine to be appropriate, including, but not limned to- (a) withholding of payments to the RECIPIENT under the Agreement until the RECIPIENT complies, and/or (b) cancellation, termination or suspension of the Agreement, in whole or in part 0 q 3 Agreement No 74AO049 Attachment III Page t of 5 ATTACHMENT III ACCOUNTING & AUDIT GUIDELINES FOR AGREEMENTS WITH DEPARTMENT The purpose of this information is to outline for you, a potential contractor with the California State Department of Transportation (DEPARTMENT), the basic elements of an adequate accounting system, and the types and objectives of audits that will be performed in relation to your contract In order to successfully compete for a contract and meet the audit requirements, a contractor (whether a prime or subcontractor) must have a system of record keeping and tntemal control Although a specific cost accounting system is not required, a contractor needs a system which will assure compliance with the terms of the agreement. A preaward audit will be performed to assure you meet these requirements prior to contract execution If your system is deficient, the contract will not be executed DEPARTMENT reimburses, through your overhead rate, the costs attributable to establishing and maintaining a cost accounting system Staff time and other costs related to an audit performed of your contract are also normally reimbursed through your overhead rate. ACCOUNTING SYSTEM Contractors (whether a prime or subcontractor) planning to contract with DEPARTMENT must have an accounting system which meets the following objectives • The ability to record and report financial data in accordance with generally accepted accounting principles. • A system of record keeping to ensure that costs billed to DEPARTMENT are: Supported by adequate documentation. In compliance with the terms of the contract and applicable Federal and State regulations specified in the contract. • A system of record keeping which ideally includes the following, a A General Ledger b. Job cost ledger c Labor distributions d Time records e. Subsidiary journals 094 Agreement No 74AO049 Attachment III Page 2 of 5 Chart of accounts Financial statements • The ability to accumulate and segregate reasonable, allocable (incurred solely for a project) and allowable (per terms of the contract) costs through the use of a cost accounting system The following are some of the attributes which would ideally be found in such a system a A chart of accounts which includes indirect and direct general ledger accounts Indirect costs are not specifically identified to a project, for example, rent and /or utilities Direct costs are specifically identified with a protect, for example, drafting hours and/or design hours b Segregation of costs by contract, category of cost and milestones (if applicable). C Proper recording of direct and indirect costs For example, recording of labor costs should provide that non - protect indirect hours be recorded on a timesheet and in the accounting records to an administration, vacation, sick leave or other indirect cost account/code Direct protect hours should be recorded on a timesheet and in the accounting records to a direct protect cost account/code. d Consistent accounting treatment of costs in recording and reporting. For example, if travel expense is charged directly to a project, all travel expense incurred on any project should be considered a direct cost. As a result, project related travel, whether reimbursable per the contract terms or not, should not be included as an indirect cost e Ability to trace from invoices submitted to DEPARTMENT to job cost records and original, approved source documents, for example, timesheets, vendor invoices, canceled checks I Ability to reconcile job cost records to the accounting records • Compliance with cost principles described in the Code of Federal Regulations 48, Federal Acquisition Regulations System (FAR), Chapter 1, Part 31. Information on how to obtain this regulation is described under "Audit Criteria" in this brochure. • Procedures to monitor and adjust projected overhead rates to actual rates. • Controls to ensure that written approval is obtained prior to any changes to the contract. • Procedures to retain accounting records and source documentation as required by the terms of the contract • A system of internal control which provides reasonable assurance that assets are protected; financial data, records and statements are reliable; and errors and irregularities are promptly discovered, reported, and corrected The elements of a system of internal control should include, but not be limited to, the following, a Separation of duties for proper protection of assets. Incompatible duties are those that place any person in a position to both perpetrate and conceal errors or irregularities in the normal course of business. For example, the person who writes checks should be different from the person who reconciles bank statements and the person who purchases goods should be different from the person who receives goods. 045 Agreement No 74A0049 Attachment III Page 3 of 5 b Limiting access to assets to only authorized personnel who require these assets in the performance of their assigned duties For example, blank check stock should be locked in a safe when not in use c Authorization and record keeping procedures which provide effective accounting control over assets, liabilities, revenues, and expenditures d A system of practices to be followed in the performance of duties and functions Such a system normally includes policies and procedures which establish the purpose and requirements of the accounting system For example, timekeeping practices should ideally provide for the following - Timesheets be prepared, signed, and dated by all employees - Timesheets be completed in non - erasable ink - Timesheet corrections be crossed -out and initialed by the employee - Timesheets be signed by a supervisor as reviewed and retained on file as required by the contract e Personnel with skills and training commensurate with their responsibilities I A system of internal review For example, bank reconciliations and travel expense claims should be reviewed approved and signed by a supervisor AUDITS Contractors, whether a prime or subcontractor, performing under at negotiated contract with DEPARTMENT are subject to the following audits PREAWARD AUDITS Prior to the award of a contract, the DEPARTMENT Audits and Investigations will conduct a preaward audit to determine if the contractor's accounting system is adequate to accumulate and segregate costs as detailed in the previous section and to determine if the proposed costs are reasonable The audit alerts both the contractor and DEPARTMENT management to problems relative to the contractor's cost proposal and cost accounting system. Due to time constraints in the award process, your cooperation in scheduling the preaward audit with short notice will expedite the execution of your contract. INTERIM AUDITS Interim audits are performed on an as needed basis During the preaward audit, d it is determined that the contractor's accounting system is new or minor deficiencies are noted, an interim audit is scheduled to determine that the system is functioning adequately to ensure that billed costs are supported and that any deficiencies were corrected. An interim audit may be requested by the contract administrator or by DEPARTMENT management to address concerns during the course of the contract. Also, an audit manager may initiate an interim audit of a long duration contract to ensure that costs reimbursed to date are allowable. POST AUDITS it `I 6 Agreement No 74AO049 Attachment III Page 4 of 5 Post audits of contracts are performed routinely after protect completion Post audits are performed to determine whether the costs claimed are allowable, allocable, reasonable, and in compliance with the Federal and State laws and regulations as well as the fiscal provisions stipulated in the contract The examination includes reviews of applicable laws and regulations, the contract requirements and the contractor's internal controls systems Audit tests of the contractor's accounting records and other auditing procedures considered necessary will also be performed Applications of all audit procedures would also be governed by the individual contract under audit Unsupported or unallowable costs are normally the result of weaknesses in the accounting system and will be reimbursed to DEPARTMENT To provide contractors with a procedure for obtaining prompt and equitable resolution to a dispute arising from a post -audit of a non - highway construction cost reimbursement contract, DEPARTMENT has established an Audit Review Committee (ARC) Information explaining the ARC should be found in your contract and /or as an attachment to the post -audit report AUDIT CRITERIA For specific information regarding basic cost accounting systems and applicable State and Federal regulations, please see the following Code of Federal Regulations 48, Federal Acquisition Regulations System, Chapter 1, Part 31 This regulation contains cost principles and procedures for the pricing of contracts /subcontracts and the determination, negotiation, or allowance of costs. Contact Superintendent of Documents Government Printing Office Washington, DC 20402 Washington D.0 (202) 783 -3238 San Francisco (415) 512 -2770 Los Angeles (213) 239 -9844 California State Administrative Manual A reference source for statewide policies, procedures, regulations, and information Contact: Office of State Publishing Department of General Services (916) 445 -2295 For review of the above references, contact your local library or the California State Library California State Library/Library and Courts Building 914 Capitol Mall P O. Box 942837 Sacramento, CA 94237 -0001 Information: (916) 654 -0261 ^' 9 Agreement No 74AO049 Attachment III Page 5 of 5 For assistance in establishing an accounting system which will meet the objectives outlined in this brochure, you should contact an accountant and /or bookkeeper who is familiar with cost accounting systems DEPARTMENT is an affirmative action employer Equal opportunity is offered to all regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age or sexual orientation Contractors that contract with DEPARTMENT are responsible for taking necessary and reasonable steps to achieve these same goals j-98 Agreement #174A0049 Attachment V Page 1 of 3 STREAMLINED APPLICATION FOR TRANSPORATION AND COMMUNITY AND SYSTEM PRESERVATION PROGRAM Part A. Project Information and Project Abstract Project Information Project Location City of El Segundo, California (Los Angeles County) Project Title El Segundo Intermodal Facility Improvements City of El Segundo Public Works Department Key Contact Name Bellur Devaraj Title City Engineer Mailing Address 350 Main Street, El Segundo, and CA 90245 -3895 Phone 310 -524 -2358 FAX 310 -640 -0489 E -Mail bdevarai @elsegundo orx Applicant Category (Check one) Planning Implementation xxxx Project Type Improvement of existing transportation systems to emerging employment center, facilitation of additional private sector office and retail development This project will be divided into at least two phases —this contract is Phase I Congressional District 36 Congressional Representative Jane Harman TCSP Funds Requested $138,615.00 Matching Funds/Services value $ N/A Total TCSP - related Project Costs $138,615.00 Scope of Work (Phase 1 —this contract) The portions of the entire project to be completed with this contract are Environmental Clearance and Contract Documents Environmental Clearance Geo- technical soil testing to evaluate soil conditions, such as the presence of hazardous materials, needed rmhganon, etc The environmental work will also involve discussion of issues such as air quality, noise, cultural resources, traffic impacts, etc. Contract Documents These include engineered construction plans and specifications for contractor's bidding purposes The plans would include roadway plans, grade separation structure plans, mtermodal transit facility plans, drainage plans including storm water pump station, plans for a temporary shoo-fly for detouring the railroad operations during construction, plans for relocating utilities as needed, traffic signal work as needed, pedestrian access to the green line station, etc The specifications detail contractors's responsibilities, materials for construction and methods of construction, construction staging, etc Abstract for Phase 11 and beyond (NOT to be completed under this contract) The El Segundo Intermodal Facility Improvement project is consistent with and meets multiple objectives of the Transportation and Community and System Preservation program The mtermodal facility will provide substantial improvement in access to a growing job and retail employment center in the South Bay area of Los Angeles County The project is an important component of a major transportation improvement program that provides additional access to the Los Angeles County Metropolitan Transportation Authority (LACMTA) Green Line light rail, the 1- 105 Century Freeway, the United States Air Force Base and connects Douglas Street under the existing Green line station The project is in the heart of an emerging employment and commercial center that had fallen dormant with x)99 Agreement 474AD049 Attachment V Page 2 of 3 the downturn of the aerospace industry in Southern California in the mid to late 1980 s The area n now cxpenencrng ,in cmplovnient renaissance of high tech and dul com businesses and related commercial enterprises secknig to locate in the iwmty The intermodal center will provide conneetruny and access to the seventeen -mile Greco Lint, area and regional bus service providers (Torrance Transit System and the MTA) and private sector funded shuttle services The Green Line services an ethically mixed population in southern Los Angeles County and directly serves the cities of Los Angeles Inglewood Hawthorne Lynwood South Gate Downey Paramount Bellflower and Norwalk all of which have a high minority population Part B Project Narrative The project is intended to serve multiple transportation mobility objectives and provide congestion relief to the traveling public tluough the enhancement of both local and regional transportation infrastructure investments Direct beneficiaries will be South Bay and southern Los Angeles County residents and employees who utilize the MTA Green Line, the Century Freeway, the Torrance Transit System, Municipal Express Services(MAX), and local LACMTA feeder bus routes and area crrculauon routes In addition, privately funded company vans and shuttles now serving the Green Line will be better able to provide a more efficient and cost - effective service for their employees The Green Line is the fixed rail backbone of east/west travel in southern Los Angeles County and has been a vital component of the Regional Transportation Plan since the mid- I980's The existing Douglas Street Green line Station presently functions without adequate bus to rail transfer access Bus routes in the area are circuitous due to the gap that exists on Douglas Street, thus precluding efficient north/south access to the station Parking is not available at the Douglas Street Station which forces park n' nde patrons to "backtrack" to the Marine Station The Project substantially enhances both mtra and inter -modal connectivity in the service area Intra modal improvements will be primarily in the bus -to -bus transfers between LACMTA buses, Torrance Transit Systems and MAX , the privately contracted bus service in the area Intermodal enhancements will include .(I) Bus to rail, (2) Private auto to rail, (3) Private company sponsored shuttle vans to rail or bus, (4) Pedestrian to rail or bus, (5) Bike to bus or rail, and park n' nde/luss n' ode facilities The "gap closure" element of the overall project was originally envisioned as part of a Federal demonstration project that included the widening of the Rosecrans/Aviation intersection immediately to the southeast of this project, and the provision of a new railroad bodge Those improvements have been implemented, with the bridge being completed in 1995 The project is therefore complementary to other capital improvements that have been completed in the area As briefly described in the abstract, the area within the vicinity of the proposed roadway "gap closure" and intermodal transit facility is currently undergoing extensive development and redevelopment Within the area bounded by Impenal Highway, Sepulveda, Aviation and Manhattan Beach Boulevards, major new pnvate sector building projects are either under construction or renovation Together, these projects account for close to 20 million square feet of office or retail space. The intermodal transit center will further encourage increased ridership of the Metro Green Line, which in turn, would reduce the frequency and length of single occupancy vehicular trips. Total vehicle miles traveled and related vehicular pollutant emissions will be reduced due to greater transit usage and a reduction in congestion The project will increase transit system use, enhance the quality , safety and security of existing transit services in the area in a number of ways Due to the discontinuous existing street system, which the overall project is intended to remedy, bus and vehicle access to the Green Line Station is substantially compromised All existing service "dead ends" at the station or bypasses the station altogether, resulting in lost opportunity to increase patronage, inefficient bus operations and a higher number of vehicles to maintain the established headways Torrance Transit, the privately contracted MAX operator and the MTA, all agree that substantial operational savings will accrue as a result of the project At present, Green Line patrons are forced to walk across the railroad tracks for destinations north of the station This situation discourages use of the existing transit service A well -ht transit facility in the area will serve to reinforce 100 Agreement 474A0049 Attachment V Page 3 of 3 the private and public mvestmenis already existing and committed to the location The project is consistent with the City s Comprehensive General Plan The Transportation Element of that Plan states a goal of the system is to encourage a 'systems' approach to transportation planning envisioned in the original 1STEA and follow -on TEA? 1 legislation The completion of the roadway and miermodal center is part of the Guy's multi -modal strategy for achieving mobility and air quality objectives This project was given additional credence with the design of the Douglas Street Green Line Station allowing for the elimination of the existing "gap" Columns for the support of the aerial structure were designed to accommodate the extension of Douglas Street The project therefore will facilitate the completion of improvements envisioned with the implementation of both roadway and public transit investments Part C. Project Evaluation Plan The evaluation plan for the project will focus on transportation access and mobility improvements that are expected to accrue to a cross section of potential direct users and indirect beneficiaries The plan will be "outcome focused ", i e , the percentage increase in use and/or opportunity for use of the facility will be documented The following Goals /Objectives, Performance Measures and Evaluation Method(s) are proposed GoaVObjective Improve ridership on Green Line Improve private sector shuttle usage Reduce operating inefficiency of local bus providers Improve and ensure access to jobs Performance Measure Increase in Douglas Street Green Line station use Increase in number of employees using system Reduction in VMT traveled on affected routes Evaluation Method(s) Ridership counts by MTA Data from private sector employer transportation coordinators Number of miles and estimated cost savings Number of employment locations Estimate of number of accessible by transportation jobs accessible with system improvements use of transit system (via pedestrian access) 1 i) 1 LO t Zi / � E ca k # \ w $ > \« { 0 \ k < LU § 0 a -i (L ■ 0 ■ � a X20 2a� \ E ,§ ) @ ] k CN f £ \ £ / \ \ k\ t ) 7f \ ` § CD P d / k ) E k I ) ) g \ ) k \ a ! ! G 3 ƒ \ \ / ! !02 LO 0 N 0) (0 CL PE w C N E U N Q 0) S a c r V O r- O 0 O Z LO ar O C O O E O N ^ d O O q W Q' O ca w N W D v01 Z Q LU r W C9 D f- V3 V3 m V3 F V3 V3 V3 a L U O U N .r �i a. d a 0 G w' 103 N c r O N O N O LO O O O O O N O oD ^ O O O ca N N v01 It r r f- V3 V3 V3 V3 � V3 V3 V3 V3 L U N cp r 0 H] M O O O r-- O O aD U M m O N O N J V3 V3 V3 69 V3 V3 V3 63 643 O O O O C) O � O O O O O O O O Q oo rn o N 1- O lL N H V3 Vi V3 V3 V3 V) V3 V3 O LO O H O Cl O O O O O O Ln N N M W N 63 63 (9 03 603 44 43 43 43 0 0 V3 O 0 O O O O O O O N M F 16 N N 63 V3 (9 V3 f9 V3 60 V3 OM O O O to co O M O O m O 00 Cl co a. co h ti ro o � N a N M �- V3 di V) V3 V3 di H V 3 WV3 Q `o d E cc ; C`�pp (ep Q N C W m ccm U E m O m nL U o U O ? o mU t a m d O c c c 4. y o � > O o o _o c N m c oc o E o0 0 �a 2 2 m U m V - d ! t rn G c c c A Q Cl) `o a W V U U U W 10- O U N .r �i a. d a 0 G w' 103 EL SEGUNDO CITY COUNCIL MEETING DATE February 5, 2002 AGENDA ITEM STATEMENT AGENDA HEADING Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding the submission of an Application to the California Public Utilities Commission (PUC) for the construction of the Douglas Street Grade Separation Project — (no fiscal impact) RECOMMENDED COUNCIL ACTION Recommendation — (1) Authorize the Mayor to execute and submit the application to the PUC, (2) Alternatively discuss and take other action related to this Item BACKGROUND & DISCUSSION The proposed Douglas Street Gap Closure /Railroad Grade Separation Project requires the Douglas Street roadway extension to cross the Burlington Northern Santa Fe Railroad tracks by means of a grade separation Construction of such railroad crossings requires approval by the PUC The project consultant, Parsons Transportation Group, has developed the enclosed application for submittal to the PUC ATTACHED SUPPORTING DOCUMENTS. Application to the PUC FISCAL IMPACT. None Capital Improvement Program: Amount Requested Account Number. Project Phase Appropriation Required ORIGINATED BY, DATE: January 29, 2002 Andres Santamana, Director of Public Works REVIEWED BY- DATE City/Man - er N \COUNCIL - FEBRUARY 05 06 (Monday 01125/02 11 00 A M) 13 1 ;4 BEFORE THE PUBLIC UTILITIES COMMISSION OF THE STATE OF CALIFORNIA Application of the City of El Segundo for an ) Order Authorizing construction of Douglas ) Street across the right of way and beneath ) the existing aerial structure of the Los Angeles ) County Metropolitan Transportation Authority ) Light Rail Metro Green Line at its mile post ) T -2 2 and beneath the Harbor Branch track of ) the Burlington Northern Santa Fe Railway at ) Harbor Branch Mile Post 15 1 ) APPLICATION The City of El Segundo (City or Applicant) respectfully requests an order from the California Public Utilities Commission (Commission) to construct a segment of Douglas Street connecting existing segments of Douglas Street, in the City, across the right of way owned by the Los Angeles County Metropolitan Transportation Authority (Authority) and beneath the Authority's Aerial Structure at its MP T -22 and upon which it operates its Light Rail Metro Green Line, and beneath the Harbor Branch track of the Burlington Northern Santa Fe Railway (BNSF) at its Harbor Branch MP 15 1 In support of its application City asserts 11 The City is, and at all times herein mentioned was, the duly constituted municipal corporation organized and existing under the laws of the State of California and which has Iunsdicition over all municipal functions, including the construction, reconstruction, and maintenance of a system of City streets within the City of El Segundo, and said City is now engaged in such construction, reconstruction, and maintenance of said system of City streets II The Authority was created by the legislature pursuant to Section 130050 2 of the Public Utilities Code to be the successor agency to the Southern California Rapid Transit District and the Los Angeles County Transportation Commission (LACTC), and which two agencies ceased to exist as of April 1, 1993 Ir5 III The BNSF is a corporation doing business as a common carrier operating a standard guage railroad system in the State of California and said corporation has the right to maintain and operate its Harbor Branch on the track and right of way owned by Authority at the proposed grade separated crossing of Douglas Street IV All correspondence, notices, orders and other papers relative to this Application should be addressed to the City of El Segundo, Attention Andres Santamarra, Director of Public Works, 350 Main Street, El Segundo, California 90245, Phone (310) 524 -2356, which is the address of the Applicant Copies of such correspondence, notices, orders, and other papers should also be addressed to Parsons Transportation Group, Attention Lenwood Howell, Deputy Project Manager, 100 West Walnut, 6a' Floor, Pasadena, California 91124, phone (626) 440 -6355, which is the name and address of the consulting engineers for the Applicant V The City is suffering acute congestion on the major thoroughfares serving the office, commercial, aerospace engineering and manufacturing complexes in the El Segundo - Manhattan Beach - Hawthorne area Until the two discontinuous ends of Douglas Street are connected, the capacity of the City's street network is inadequate to meet the growing demands of north -south traffic movement Douglas Street is a vital component of a proposed one -way north -south street couplet, planned as part of an area -wide road and street improvement program to serve the needs of both the El Segundo employment center and the greater South Bay The proposed underpass is an essential component of the City's General Plan Circulation Element adopted by the El Segundo City council in 1992, for the development of an adequate network of secondary arterials to carry pedestrians, bicyclists, vehicular traffic, and emergency vehicles It is necessary to close a gap in the street system by connecting the two discontinuous stub ends of Douglas Street, thereby enabling it to function as a secondary north -south arterial VI 11) 6 This Application and the relief sought herem are under Sections 1201 -1205, inclusive, of the Public Utilities Code and of Rule 38 of the Rules of Practice and Procedure of the Commission Attached is Exhibit A hereto is a vicinity map showing the relation of the proposed grade separation crossing to existing roads and railroads Attached Exhibit B hereto are the right of way requirements, the plans and profiles of the proposed Douglas Street, the proposed BNSF shoofly, the proposed BNSF grade separation structure above Douglas Street and the existing Metro Green Line Aerial Structure The proposed underpass structure will carry Douglas Street under the Authority's single main line track, by means of a grade separation structure Total length of the underpass will be about 215 feet from abutment to abutment Plan of the proposed structure is shown on Exhibit B ", Sheet 2 attached Superstructure abutments and piers will be of reinforced concrete Four 11 -foot vehicular lanes, one 11 -foot median, and two bicycle path - sidewalks will be carried beneath the proposed grade separation structure The proposed Commission crossing number for the BNSF grade separation structure is 2H -15 1B and the proposed Commission crossing number for the Authority's Aerial Structure is 84T -2 2B The nearest public crossing of the BNSF to the southeast of the proposed crossing is PUC No 2H -15 5B, the Rosecrans/Aviation Boulevard Underpass and northwest is PUC No 2H -14 7, Douglas Street (same street) The nearest public road crossing of the Authority to the southeast of the proposed crossing is PUC No 84T -2 60B the Rosecrans /Aviation Boulevard Underpass approximately 0 5 miles distant and the nearest public road crossing to the north is PUC No 84T -1 4B, El Segundo Boulevard 107 A description of the area of proposed Douglas Street across the railroad right of way is attached hereto as Exhibit C VII Necessary installation and removal of temporary shoofly trackwork, reconstruction of signal system and relocation of existing poles, elevated communication lines, and appurtenances, and other work to accommodate construction of the underpass and its maintenance will be covered in a Construction and Maintenance Agreement between the Applicant, the Authority, and the BNSF, a copy of which will be filed with the Comrmssion Scopmg memo is attached as Exhibit D VIII IX The City is completing an Initial Study/Environmental assessment (IS/EA), and a Finding of No Significant Impact (FONSI) is expected to be made The IS/EA will comply with both Federal and State environmental regulations and requirements, since it is anticipated that funding for the project will be through multiple sources It is expected that a Negative Declaration will determme that the project will not have a significantly adverse effect on the environment �i Copies of the application were sent, as hereinafter certified to the Authority, to BNSF, to the California Public Utilities Commission and to the United Transportation Union Refer to the service list attached hereto for a complete list : I Construction of the project involving the grade separation project will begin during the FIRST quarter of 2003 Utility relocation by owners will commence prior to 2003, with an estimated start for this activity in the summer of 2002 1 it WHEREFORE, Applicant request that The Public Utilities Commission issue its Order authorizing construction of said Douglas Street Underpass at separated grade pursuant to the provisions under Sections 1201 -1205, inclusive, of the Public Utilities Code Such Order shall authorize said project upon the terms and conditions and division of costs and expenses as may be provided for in an agreement to be entered into between Applicant and said Authority, or, in the event the parties fail to agree, that such costs be determined as provide by law Such Order shall provide three years from the date thereof within which to complete the project herein proposed Dated at El Segundo, California, this day of THE CITY OF EL SEGUNDO, a Municipal Corporation a MIKE GORDON, MAYOR 2002 1 it 9 EL SEGUNDO CITY COUNCIL MEETING DATE' February 5, 2002 AGENDA ITEM STATEMENT AGENDA HEADING Consent AGENDA DESCRIPTION Consideration and possible action regarding the request by Barbara Briney, "Run for Education" Director, for the same support and assistance, including waiving of fee for City services, given by the City in previous years, for this year's 10th Annual "Run for Education " This event is sponsored by the El Segundo Council's of PTA's, and the El Segundo Unified School District, to be held on Saturday, March 9, 2002 at 8 00 a m , starting and finishing on Main Street in front of El Segundo High School RECOMMENDED COUNCIL ACTION (1) Approve request, provided the event meets all applicable City requirements, (2) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION For several years, the El Segundo Council's of PTA's and the El Segundo Unified School District have held a "Run for Education" in the City The route chosen is the same as in previous years The School District will provide liability insurance The sponsors will use volunteers for traffic, crowd control and cleanup City support will include one Sergeant, three Officers, two PSOs and one cadet from the Police Department, who will be compensated at straight time Sign posting and traffic delineator delivery will occur during the workweek by the Street Department and no (Public Works) crew will be required the day of the event The total costs for City services, which are requested be waived, is $1,440 As in the past, the FY 2001- 2002 budget has included provision for City expenses in connection with this event ATTACHED SUPPORTING DOCUMENTS Letter from Barbara Briney, "Run for Education" Director FISCAL IMPACT $1,440 — included in Police Department Operating Budget Operating Budget Amount Requested Account Number Project Phase Appropriation Required Yes _ No X ORIGINATED 0, Q DATE January 29, 2002 Julia O Abreu, Executive Assistant REVIEWED BY DATE January 29, 2002 Mary Strenn, City Manager doe Counai A,a d.Wzosoz Smftttcpon R.nfo,Edumuou 4 t +n January 7, 2002 El Segundo City Council 350 Main Street El Segundo, CA 90245 Dear Mayor Gordon and Members of the Council The El Segundo Council's of PTA's, in conjunction with the Ell Segundo Unified School District, is planning to hold the 10th Annual "Run for Education" 5K Run/Walk The date for the run has been set for Saturday, March 9, 2002 at 8 a m The race course will be the same as previous years, starting and finishing on Main Street in front of El Segundo High School In the nine years that we have held the event, the run has become an increasingly well attended community event that promotes community spirit and is a very visible support for the youth of our community In light of recent national events, the PTA's feel even more strongly about supporting and encouraging our children This event attracts over 800 run/Walkers, with over 400 of these participants being children Over 100 volunteers help to facilitate the event in a safe and helpful manner Proceeds from the event are utilized throughout every school site in the district Once again, the School District is prepared to provide liability insurance coverage as requested by the City We are prepared to sign a Letter of Agreement with the El Segundo Police Department assuring appropriate procedures and volunteers are in place for the event We will in every way co- operate to minimize the inconvenience to residents during the event We would like to request that the Council approve the "Run for Education" for 2002 and that the City waive all fees which might be applicable We appreciate your continued support of our children's education and hope to see you at the run on March 9, 2002 Cerely' 0 Barbara l3nney "Run for Education" Director 509 Nevada St El Segundo, CA 90245 (310) 322 -2618 111 EL SEGUNDO CITY COUNCIL MEETING DATE February 5, 2002 AGENDA ITEM STATEMENT AGENDA HEADING Consent AGENDA DESCRIPTION Consideration and possible action regarding the request by Laura Clark, El Segundo Little League Ceremonies Coordinator, for City approval to close certain City streets for the Little League annual opening day parade from 9 00 a m to 11 00 a m , Saturday, March 2, 2002, and waiver of all associated fees RECOMMENDED COUNCIL ACTION (1) Approve request, provided the event meets all applicable City requirements, (2) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION. For several years, the El Segundo Little League has held an Opening Day Parade. The route chosen includes the streets from Eucalyptus and Grand west to Main Street, north on Main to Pine, and then east to Sheldon Street/Guaymas Way City support will include two motor officers, one on -duty patrol officer, one police service officer and one cadet Compensation will be overtime for the motor officers and police service officer and straight time for the on -duty patrol officer and cadet Sign posting and delivery of the lane delineators will occur during the workweek by the Street Department and no crew will be required the day of the event The Little League will distribute and collect the delineators the day of the event under Police Department supervision As in the past, the FY 2001 -2002 budget has included provision for City expenses in connection with this event ATTACHED SUPPORTING DOCUMENTS Letter dated December 27, 2001 from Laura Clark FISCAL IMPACT $655 (Included in Police Department Operating Budget) Operating Budget, Amount Requested. Account Number: Project Phase Appropriation Required Yes _ No X ORIGINATED CCU ` DATE January 29, 2002 Julia O Abreu, Executive Assistant REVIEWED BY Stren Council AgendasA020502 Lail, longue Staff Rpl don DATE: January 29, 2002 2�O2 112 4A El Segundo Little League P.O. Boa 112, El Segundo, CA 90245 December 27, 2001 City of El Segundo 350 Main Street El Segundo, CA 90245 Dear Mayor Gordon and City Council Members This is a request to be put on the agenda for the next City Council Meeting The El Segundo Little League needs your approval for its Opening Day Ceremonies Parade on Saturday, March 2, 2002 The follomng is the parade route and we would like to ask that these streets be blocked off from 9 We m to 1100 a m West on Grand Avenue at Eucalyptus Avenue to Main Street, north on Main Street to Pine Avenue and finally, east on Pine Avenue to Sheldon St /Guaymas Way We would like to request that all fees be waived for the parade permit, as you have done in the past years Please feel free to contact me if you have any questions or need additional information Thank you Sincerely, �L�� Laura Clark (310) 322 -7299 Ceremonies Coordinator El Segundo Little League 113 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT MEETING DATE* February 5, 2002 AGENDA HEADING Consent Agenda Consideration and possible action regarding approval on acceptance of a $50,000 California Defense Retention Matching Grant from the State of California - Technology, Trade and Commerce Agency, Office of Military Base Retention and Reuse Fiscal Impact — an additional $50,000 RECOMMENDED COUNCIL ACTION 1) Accept matching grant funds (The City Manager was previously authorized to sign acceptance forms) 2) Alternatively discuss and take other action related to this Item BACKGROUND & DISCUSSION On October 16, 2001, staff received City Council approval to submit a second application to the State's Technology, Trade and Commerce Agency, Office of Military Base Retention and Reuse, for $50,000 in matching grant funds The City was awarded the same grant from the State's FY 00 -01 grant program and accepted that grant on June 19, 2001 By letter of January 7, 2002, the City was notified that the second application was approved (See Continuation on Following Page) ATTACHED SUPPORTING DOCUMENTS Letter from Secretary Lon S Hatamiya FISCAL IMPACT. Operating Budget $200,000 Amount Requested $250,000 Account Number 001- 400 - 2402 -6214 Project Phase N/A Appropriation Required- Yes, $50,000, offset by Increase in matching grant revenue Acct #001 - 300 - 0000 -3703 ORI ATED BY. DATE. January 25, 2002 Ja� Hansen, Director, Community, Economic and Development Services Mary 81rgnf C P \P].m,,& Budding S.R,MSCLTC..tA,nW20502 d., 16 JJ4 �X11` CALIFORNIA TECHNOLOGY, T� TRADE AND COMMERCE AGENCY 1 Gray Davis Governor Lon S. Hatamiya Secretary 801 K Street Suite 1600 Sacramento, CA 95814 -3520 Tel. (916) 322-1275 Fax(916)322 -3559 commerce ca gov January 7, 2002 Ms Mary Strenn City Manager City of El Segundo 350 Main Street El Segundo, CA 90245 California Defense Retention Grant Ms Strenn I am pleased to advise you that the application submitted by the City of El Segundo for the 2001/2002 solicitation of the California Defense Retention Grant Program will be awarded funding in the amount of $50,000 by the California Technology, Trade and Commerce Agency (Agency) This funding is contingent upon meeting the terms and conditions of the program regulations Jeff Lin, the Program Manager, will contact you to outline any additional rmation needed to develop the grant contract Please do not hesitate to contact at (916) 322 -3507 for any additional information or assistance you may require The Agency welcomes the opportunity to help your organization respond to its defense and military base retention challenges and support your efforts in this area Sincerely, LON S HAT Sandra Lane, City of El Segundo 1IS z EL SEGUNDO CITY COUNCIL MEETING DATE: February 5, 2002 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION- Consideration and possible action regarding use of Proposltlon C transit funding for expansion of the Downtown El Segundo Lunchtime Shuttle Program to Include an Imperial Avenue route :OMMENDED COUNCIL ACTION: 1 Approve transferring funding of $42,200 for the Downtown Shuttle Program south of Imperial, approved by the Council on November 20, 2001, from Proposition A to Proposition C, 2 Alternatively discuss and take other action related to this Item BACKGROUND & DISCUSSION On November 20, 2001 the City Council approved the Downtown Specific Plan Implementation Committee's recommendation to use Proposition A funds from the Downtown Shuttle Program south of Imperial To slow the draw down of Proposition A funds, staff is recommending transferring a portion of the cost of the program to Proposition C The revised proposal includes using two existing City vans and drivers at a staff cost of $25,950 per year with operation and maintenance costs estimated at $16,250 It is anticipated that the use of the two City vans for the Downtown Shuttle Program will affect the operation of the Beach Shuttle Program To address this issue staff will bring an item back to the City Council in the near future ATTACHED SUPPORTING DOCUMENTS. Maps of Grand Avenue and proposed Imperial shuttle route FISCAL IMPACT Operating Budget. $65,000 (As approved on November 20, 2001) Amount Requested $42,200 Prop C funding Account Number. 114 - 400 -5294 -6216 - $42,200 Project Phase Appropriation Required Yes, Transfer of $42,200 from Prop A to Prop C ORIGINATED DATE: January 26, 2UUZ Burxholder, Recreation Supervisor Recreation and Parks Director City Manager DATE. January 30, �O 0 2 116 17 X71 s W! ' J ' c ! 1 LAIE l� l.+ �r 1 1 I� �1 w� 1 1 1 1 1 1 � 1 1 1 X11 � l 1 l 1 , 1 z� W W . N I Ill a Al - r'�r -- C • MIA mt Anno W � ti 1S HSVN N --r ` S W C� -•1.. A uj ■ l I �l -Jtjmff l� ON ftym Ell main IN 1 ='15 MAN ��r•_.i wt - SR m©gmma'im I FREE City of El Segundo Downtown Lunchtime Shuttle ES EXPRESS Weekdays 11: so a.. me to 2 :1 t5 p. me Stopping every 9 minutes at: Continental Grand Plaza I1 - 400 Continental Boulevard Pacific Corporate Towers - on Grand Avenue NE Corner of Grand Avenue & Main Street (on Grand) SE Corner of Holly Avenue & Main Street (on Main) NW Corner of Main Street & Pine Avenue NW Corner of Richmond Street & Franklin Avenue SE Corner of Main Street and Franklin Avenue Mid -100 Block of Main Street on the east side 119 EL SEGUNDO CITY COUNCIL MEETING DATE Februcry 5, 2002 AGENDA ITEM STATEMENT AGENDA HEADING: New Business AGENDA DESCRIPTION- Consideration and possible action regarding an amendment to an existing Alcoholic Beverage Control (ABC) license for alcohol sales of beer and wine foron -site consumption (Type 41 -On- Sale Beer and Wine) In the sidewalk dining area at Chef Hannes Restaurant located at 411 '/z Main Street (EA No 557 and AUP No 01 -2) Applicant Johannes Kraschitzer — Chef Hannes RECOMMENDED COUNCIL ACTION (1) Determine that the City does not protest the Issuance of an amendment to an existing ABC license for the sale of beer and wine at 411 '% Main Street (Chef Hannes), (2) Alternatively, discuss and take other action regarding this Item BACKGROUND & DISCUSSION- At its April 4, 1995 meeting, the City Council directed staff to present all ABC license requests for Its review (Continued on page 2) ATTACHED SUPPORTING DOCUMENTS: 1) City of El Segundo ABC Licenses Counted Towards "Undue Concentration" Calculations — prepared January 23, 2002, by the Planning Division 2) Reporting District (RD) Map — prepared by Police Records Division 3) Administrative Use Permit Application FISCAL IMPACT- Operating Budget: None Amount Requested None Account Number, N/A Project Phase. N/A Yes X No !/_7C.ry✓.le, Hansen, Director of Community, Economic and Development Services ew:f- REVIEWED BY Mary Venn, City Manager DATE z 120 BACKGROUND & DISCUSSION (continued from page 1)• The restaurant is located in Reporting District (RD) No 108, which does have an "undue concentration" of licenses and crime (46% above the average of all RD's based on 2001 reporting data) The applicant is requesting to expand his existing Indoor on -site sale and consumption of alcohol Into the existing outdoor sidewalk dining area The applicant has Indicated that the proposed hours for alcohol sales will be Monday through Friday from 11 00 AM through 3 OOPM and weeknights from 5 OOPM through 11:OOPM On the weekend, the restaurant Is only open Saturday from 5 OOPM through 11 OOPM (dinner only) Any protests regarding the Issuance of a restaurant license must be filed with the ABC during the 30 -day time frame (the application was filed on March 6, 2001), or a 20 -day extension may be requested The City has received formal notice of the license application from the ABC and an Administrative Use Permit application for the alcohol sales was received by the Planning Division on July 13, 2001 The Police Department and Department of Community, Economic and Development Services have no concerns with the Issuance of the ABC alcohol license The ABC's review of the application Is a separate review process from the City's AUP process, with mandatory findings that are regulated by the State Department of Alcoholic Beverage Control The ABC runs complete background checks on all applicants, as well as conducting site inspections, prior to issuance of any type of license The ABC will consider the City's decision to either protest or not protest the granting of the license, but it is not bound by the City's decision P \Planning & Building Safety\PROJECTS \550- 575 \EA - 557 \CCAIS3 doe 1 7 1 CITY OF EL SEGUNDO Types of Alcoholic Beverage Control (ABC) Licenses Counted Toward "Undue Concentration" Calculations I. ON -SALE -- ON -SITE CONSUMPTION OF ALCOHOL ONLY License Number Type Type of Licenses 7 Off -Sale Beer and Wine Type 21 Type 41 21* On -Sale Beer and Wine Eating Place - Restaurant Operation Minors Permitted Type 42 2 On -Sale Beer and Wine Public Premises - Food not required Minors Not Permitted Type 47 16 On -Sale General Bona Fide Eating Place - Restaurant operation Beer, Wine and Distilled Spirits Minors Permitted Type 48 1 On -Sale General Public Premises - Cocktail Lounge Minors Not Permitted Type 51 1 Club - Veterans or Other Type 57 1 Club - Entertainment Allowed Type 70 1 General Restrictive - Hotel TOTAL 43 II. OFF -SALE -- OFF -SITE CONSUMPTION OF ALCOHOL ONLY License Number Type of Licenses Type 20 7 Off -Sale Beer and Wine Type 21 6 Off -Sale General - Beer, Wine and Distilled Spirits TOTAL 13 *[Includes amendment to the existing Type 41 license for the sidewalk dining area at Chef Hannes Restaurant at 411 '/2 Main Street J P \Planning & Building Safety\MISCLWBC -CALCS doc Update 01/23/02 122 CITY OF EL SEGUNDO City's ABC Licenses Counted Toward "Undue Concentration" Calculations (Using 1990 Census Data) Census Tract 6200 6201 East of Sheldon West of Sheldon - North of El Segundo Population 6799 8426 On -Safe 1971 11053 County Average 7 Licenses 8 Licenses On -Sale 1378 1421 El Segundo Ratio 23 Licenses 20 Licenses " "undue concentration" "undue concentration" Off -Sale 11133 11204 County Average 6 Licenses 7 Licenses Off -Sale 1850 11685 El Segundo Ratio 8 Licenses 5 Licenses - no "undue concentration" "undue concentration" **[Includes amendment to the existing Type 41 license for the sidewalk dining area at Chef Hannes Restaurant at 411 %= Main Street This amendment will not increase the undue concentration figures for the City] P 1Planning & Budding SafetylMISCLWBC -CALCS doc Update 01/23/02 123 _ABC CRIME AND ARREST STATISTICS BY REPORTING DISTRICTS (RD) 10/2000 - 10/2001 :• : :: • 101 32 36 68 102 17 39 56 103 13 16 29 104 30 21 51 105 11 15 26 106 8 13 21 107 39 38 77 108 13 38 51 109 6 11 17 110 8 13 21 111 16 44 60 112 20 33 53 113 11 27 38 114 3 33 36 115 4 5 9 116 2 3 5 201 17 8 25 202 22 39 61 203 14 20 34 204 9 27 36 205 6 21 27 206 15 12 27 207 28 28 56 208 16 17 33 209 19 22 41 210 24 20 44 PRESENT % 94 60 -17 46 -26 -40 120 46 -51 -40 71 51 9 3 -74 -86 -29 74 -3 3 -23 -23 60 -6 17 26 211 16 13 29 -17 212 25 36 61 74 301 21 40 61 74 302 26 16 42 20 303 13 53 66 89 304 4 12 16 -54 305 4 11 15 -57 306 4 4 8 -77 307 0 2 2 -94 308 51 52 103 194 309 31 11 42 20 310 6 2 8 -77 311 22 8 30 -14 312 6 3 9 -74 313 7 5 12 -66 314 11 42 53 51 315 7 12 19 -46 316 10 5 15 -57 317 16 19 35 0 318 22 47 69 97 319 57 41 98 180 320 12 6 18 -49 321 7 1 8 -77 322 4 2 6 -83 323 7 4 11 -69 324 1 5 6 -83 TOTALS 793 1051 1844 Number of Reporting Districts = 52 Average # of Part 1 crimes per Reporting District = 15 average # of Arrests per Reporting District = 20 Average # of Crimes and Arrests per Reporting District =35 1r5 211 16 13 29 -17 212 25 36 61 74 301 21 40 61 74 302 26 16 42 20 303 13 53 66 89 304 4 12 16 -54 305 4 11 15 -57 306 4 4 8 -77 307 0 2 2 -94 308 51 52 103 194 309 31 11 42 20 310 6 2 8 -77 311 22 6 30 -14 312 6 3 9 -74 313 7 5 12 -66 314 11 42 53 51 315 7 12 19 -46 316 10 5 15 -57 317 16 19 35 0 318 22 47 69 97 319 57 41 98 180 320 12 6 18 -49 321 7 1 8 -77 322 4 2 6 -83 323 7 4 11 -69 324 1 5 6 -83 TOTALS 793 1051 1844 Number of Reporting Districts = 52 Average # of Part 1 crimes per Reporting District = 15 average # of Arrests per Reporting District = 20 Average # of Crimes and Arrests per Reporting District =35 196 11 0 F- a W c 1 W U N J O _U IL f- U) 0 O _ c7 z z a _ v � r_1 O C CL W 1 ?7 Property Owner: City of El Segundo DEPARTMENT OF COMMUNITY, ECONOMIC AND DEVELOPMENT SERVICES 350 Main Street El Segundo, CA 90245 (310) 524 -22344 APPLICATION FOR AN ADMINISTRATIVE USE PERMIT A.U.P No 1=x.-5570 AUP rAD, O1-;L Date: July 13, 2001 JAMES NEVILLE, 2500 Wilshire Blvd., Ste. 1119,L.A., CA 90057 (213) 385 -0686 TTEE Name Address Phone Note Property Owner's signature is required on reverse side. Applicant (If different from property owner): [ X e.5 y'05 c GL,, t z e k- G ti a r �[ hM►eSt '' jD Name Address Phone Property Location. 411 iZ IMuI� Sf �� S2cjv -.�o Address Zoning General Plan Land Use Designation: Request. Under the provisions of Chapter 20.72 of the El Segundo Municipal Code, application for consideration of an Administrative Use Permit for the above described property. 1 Describe in detail the entire proposed project (type of construction, materials to be use, uses involved, i.e., bank, general office, industrial, restaurant, etc.) buildings and other equipment necessary toon the protect. e X C4� i i�Clvde seq`�`� 2 Describe the existing development on the site. include square footages and uses of each budding on the site --� I vii 5 -1-;( -�10 Pa- io i -Frrl, ku V A k- f S I ZX Ip,� C. c LE � y", E u U JUL 19 2001 IJi 1 PMP oI -z 81 L ANN1NG D rvii:. r Property Owner* City of El Segundo DEPARTMENT OF COMMUNITY, ECONOMIC AND DEVELOPMENT SERVICES 350 Main Street El Segundo, CA 90245 (310) 524 -22344 APPLICATION FOR AN ADMINISTRATIVE USE PERMIT A.U.P No 5A-55-7, ALIF 1`14. of -;L Date* J,.lv 13, 2001 JAMES NEVILLE, 2500 Wilshire Blvd., Ste. 1119.L.A., CA 90057 (2131385 -0686 TTEE Name Address Phone Note- Property Owner's signature is required on reverse side. Applicant (If different from property owner): a t ,,, L, 2 o S [< v S c. GU I "L i° jrr,, J { "5 i o 3 (Sn y 0 - U 1 (P- Address Property Location: 4 I l iZ I to Si 1'5 esj L) Y"C- o Address Zoning General Plan Land Use Designation: Phone Request: Under the provisions of Chapter 20.72 of the El Segundo Municipal Code, application for consideration of an Administrative Use Permit for the above described property 1 Describe in detail the entire proposed project (type of construction, materials to be use, uses involved, i.e., bank, general office, industrial, restaurant, etc.) buildings and other equipment necessary to the project. e 1C +r? Q k AS (y( D lI'�- �ro ✓1 T 2 Describe the existing development on the site Include square footages and uses of ) each building on the site inG eX.� 5'I( Pa+►`� I vl Tir►ln. f.,PV6,.� i S I ZX o • D C //(� ( D V, Sif i JUL 19 2001 1 A� of-,, �LANNIMG Dw;: , rr; Explain in detail why this particular site is especially suited for the proposed development. I l^e i'va�f 44 0 will kt `lbw 4 Describe how the proposed protect relates to the development of adjacent properties and the immediate area and will not have detrimental effects to the adjacent properties or neighborhood. OWNER'S AFFIDAVIT ],(We) JAMES NEVILLE, TRUSTEE am(are) the OWNER(S) of the property involved in this application; I(we) have familiarized myself (ourselves) with the rules and regulation of the City of El Segundo with respect to preparing and filing this application; and the information on all documents and all plans is true and correct to the best of my(our) knowledge and belief Z9 7/13/01 Trustee Owner's Signature Date Owner's Signature Date OWNER'S AUTHORIZATION I hereby authorize to act for me in all matters relevant to this application. I understand that this person will be the primary contact on the project and will be sent all information and correspondence. Owner's Signature Date APPLICANT AFFIDAVIT I,(We) J hei A V1 e S K v-f' S C A / �Z Z &-4' am(are) the APPLICANT(S) of the property involved in this application; I(we) have familiarized myself (ourselves) with the rules and regulation of the City of El Segundo with respect to preparing and filing this application, and the information on all documents and all p s is true rrect to the best of my(our kpOw dge elief I1^ 1/ Applicant's Signature Date Ap licant's Signature Date .) �3n Procedures for filing application Submit the application with the signature of the property owner(s) and applicant(s) to the Planning Division along with the following documents Plw�m.�`v`Q,1 �Aa 1 7 A map of all prope ies within a 300 -foot radius of the subject property, keyed to a list of names and addresses of the current property owners. Planning Staff can assist in the preparation of the radius map. The names and addresses of the property owners can be obtained by contacting: Los Angeles County Assessors Office, 24330 Narbonne Avenue, Lomita, California Phone number: (310) 534 -6100. 2 Certification that the names and addresses provided are those of the property owners currently listed in the latest available Tax Assessor's records. (Your hearing may be delayed If an excessive number of notices are returned). Two sets of unaddressed business envelopes with no return address, stamped with first class postage, of sufficient number to contact every property owner within the 300 -foot radius, the subject property owner, the applicant, and any other interested party which the applicant wants notified (sufficient for two mailings). Two sets of adhesive mailing labels, and one copy of a list of the names and addresses, both keyed Into the radius map In Item # 1 with the names and addresses of every person indicated In Item #3. 5 Provide 8 sets of plans (site plan, floor plans, and elevations), preliminary title report (for new construction only), and all other information requested by the Planning Division 6 Pay a filing fee of $ 500.00. 7. Applicant will be notified within five working days as to the completeness of application. 8. The Director of Planning and Building Safety will approve or deny the application within ten (10) working days from the date the application is deemed complete. 9 The Director's decision will be set for the next available agenda of the Planning Commission meeting as a receive and file Item, and noticed through the Public Notice process. Any Planning Commissioner may request that an item be discussed. The decision of the Director is not final until received and filed or acted upon by the Planning Commission or upheld on appeal apdorms�appllptWUP APP Planning Staff Date receive 7 l !ll E A. SS 7 Signature A.U.P. 01-2— U JUL 19 2001 131 Procedures for filing application Submit the application with the signature of the property owner(s) and applicant(s) to the Planning Division along with the following documents. 1 % A map of all props h les within a 300 foot radius of the subject property, keyed to'a list of names and addresses of the current property owners. Planning Staff can assist in the preparation of the radius map The names and addresses of the property owners can be obtained by contacting. Los Angeles County Assessors Office, 24330 Narbonne Avenue, Lomita, Califomia. Phone number: (310) 534 -6100. Certification that the names and addresses provided are those of the property owners currently listed in the latest available Tax Assessor's records. (Your hearing may be delayed if an excessive number of notices are returned). Two sets of unaddressed business envelopes with•no return address, stamped with first class postage, of sufficient number to contact every property owner within the 300 -foot radius, the subject property owner, the applicant, and any other interested party which the applicant wants notified (sufficient for two mailings). 4. Two sets of adhesive mailing labels, and one copy of a list of the names and addresses, both keyed into the radius map in Item # 1 with the names and addresses of every person indicated in Item #3. Provide 8 sets of plans (site plan, floor plans, and elevations), preliminary title report (for new construction only), and all other information requested by the Planning Division 6. Pay a filing fee of $ 500.00 Applicant will be notified within five working days as to the completeness of application. The Director of Planning and Building Safety will approve or deny the application within ten (10) working days from the date the application is deemed complete. 9 The Director's decision will be set for the next available agenda of the Planning Commission meeting as a receive and file item, and noticed through the Public Notice process Any Planning Commissioner may request that an item be discussed. The decision of the Director is not final until received and filed or acted upon by the Planning Commission or upheld on appeal. ap- formslappl "MUP APP Planning Staff Date receive 7 ! !n Signature E. A- 657 A.U.P. 01 - 2 I� L id u U JUL 19 2001