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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
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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
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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
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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. None.
Capital Improvement Program
Amount Requested
Account Number
Project Phase
Appropriation Required.
ORIGINATED BY DATE: January 30, 2002
Andres Santamaria, Director of Public Works
REVIEWED BY-
6
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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 )
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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
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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
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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
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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
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{,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
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Agreement No 74AO049
City of El Segundo
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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
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Agreement No 74A0049
City of El Segundo
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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
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Agreement No 74AO049
City of El Segundo
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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
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Agreement No 74A0049
City of El Segundo
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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
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Agreement No 74AO049
City of El Segundo
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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
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Attachment III
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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
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Agreement No 74AO049
Attachment III
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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.
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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
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Attachment III
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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
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Agreement #174A0049
Attachment V
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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
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Agreement 474AD049
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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
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Agreement 474A0049
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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)
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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
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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
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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