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2002 NOV 19 CC PACKET - 2§ � ( § § ® 4 0� ( § ■ a{ ° , \ \ ` j\ HO IF , � { , 7•�� (§ § ` §§ k 22 y§) r E §,)®_ 5 ;i:!! ° .a!lr��. EL` }! /§ | \) )('a \ !'!!Aw! a�:\r = § ; ■�- - . _ • :e, E §§E! § § |E ■!!B|!!t; »N §!B ; ■ §§ k )� !!»E! | . t ■; „ ■z :l ;l:!! ; ■ ;,! ■,E ; ■!F, f !! ): { ( \ \\ M, \ �){ k) 0 k / )LE !k ) . | |! 2 0 )ƒ w0 (\ ƒ f (_ \ # � � CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 10126/2002 THROUGH 11/08/2002 Date Payee Amount Description 10/28/02 Federal Reserve 35000 Employee Savings Bonds EE 10/28/02 Federal Reserve 10000 Employee Savings Bonds 1 10/29/02 PGC El Segundo LLC 26,416 34 Golf Course Payroll Transfer 10/30/02 Health Comp 79303 Weekly claims 10/25 11/4/02 Seimens 44,837 50 Qtrly Energy Mgmt 11/5/02 TP Cingular 2,57671 Refund 11/7/02 Employment Development 40,157 01 State Taxes PR 10 11/7/02 IRS 200,597 90 Federal Taxes PR 10 11/6/02 Health Comp 1,14775 Weekly claims 11/1 10/26- 11/8/02 Workers Comp Activity 16,169 19 SCRMA checks issued 333,145 43 DATE OF RATIFICATION, 11/19102 TOTAL PAYMENTS BY WIRE: 333,145.43 Certified as to the accuracy of the wire transfers by Depu reasur Date ! / -/z ti,2,- erector of Administrative Service Date City M6r ger Date Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo J:� REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL WEDNESDAY, NOVEMBER 6, 2002 — 5 00 P M 5 00 P M SESSION CALL TO ORDER — Mayor Pro Tern Jacobs at 5 00 p m ROLL CALL Mayor Gordon - Present arrived at 5 07 p m Mayor ProTem Jacobs - Present Council Member Gaines - Absent Council Member McDowell - Present Council Member Wernick - Present CLOSED SESSION The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et sue) 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 Southern California Edison v State of California, Department of Transportation, LASC YC043605 2 City of El Segundo v Stardust West, LASC YC031364 3 In the matter of Application for Certification of the El Segundo Power Plant Redevelopment Project, California Energy Commission Docket No 00- AFC -14 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956 9(b) -2- potential case (no further public statement Is required at this time), Initiation of litigation pursuant to Government Code §54956 9(c) -1- matter DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957) — None CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957 6) — None SPECIAL MATTERS — None Council moved into open session at 6 55 p m 3 MINUTES OF THE REGULAR CITY COUNCIL MEETING NOVEMBER 6, 2002 P 0 ' REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL WEDNESDAY, NOVEMBER 6, 2002 — 7 00 P M 7 00 P M SESSION CALL TO ORDER — Mayor Gordon at 7 00 p m INVOCATION — Chaplain Jim Rozman of Los Angeles Air Force Base PLEDGE OF ALLEGIANCE — Councilmember Nancy Wernick PRESENTATIONS — a) Council Member McDowell presented a Proclamation to Fire Chief Norm Angelo proclaiming November 11, 2002 through December 20, 2002 as the Spark of Love Toy Drive and encouraging the community to support this holiday program by contributing toys and non - perishable foods to the El Segundo Fire Department during the period of November 11 -20, 2002 b) Mayor ProTem Jacobs presented a Proclamation observing November 11, 2002 as Veterans Day in honor of the unfailing valor, dignity, and courage of our patriotic men and women in uniform, so that their spirit and selfless public service may shine brightly in the annals of history ROLL CALL Mayor Gordon - Present Mayor ProTem Jacobs - Present Council Member Gaines - Absent Council Member McDowell - Present Council Member Wernick - Present PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council Failure to do so shall be a misdemeanor and punishable by a fine of $250 While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda The Council will respond to comments after Public Communications is closed a) Gayle Segars, Chairman of Candy Cane Lane, presented a request for the same level of City assistance for the December 14 -23, 2002 Candy Cane Lane Holiday Program, in the 1200 block of East Acacia Avenue, as in previous years. (Consent Item # 5) MINUTES OF THE REGULAR CITY COUNCIL MEETING NOVEMBER 6, 2002 PAGE NO 2 101 b) Susan Sanchez of the El Segundo Chamber of Commerce requested City support and sponsorship for the 391h Annual Holiday parade on Sunday, December 8, 2002 from 1 00 p m to 3:00 p m , and Tree Lighting at the Civic Center Plaza on Thursday, December 5, 2002 from 4 15 p m to 5 30 p m (Consent Item # 6) c) Brian Crowley, resident, requested more information on consent item number 8 d) Chris Bennett, Good Stuff Restaurants, spoke about becoming part of the community, and gave information about the restaurant A PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only MOVED by Council Member McDowell, SECONDED by Council Member Wernick to read all ordinances and resolutions on the Agenda by title only MOTION PASSED BY UNANIMOUS VOICE VOTE 4/0 COUNCIL MEMBER GAINES ABSENT B SPECIAL ORDERS OF BUSINESS 1 Consideration and possible action for a public hearing to modify the Paramedic Transport Rates and broaden the policy on transport billing to include the billing of Medicare, Medi -Cal, Medicaid, and private insurance companies of residents to provide transport services (The estimated additional revenues to be received are $123,000) Mayor Gordon stated this is the time and place hereto fixed for a public hearing to modify the Paramedic Transport Rates and broaden the policy on transport billing to include the billing of Medicare, Medi -Cal, Medicaid, and private insurance companies of residents to provide transport services He asked if proper notice of the hearing was done in a timely manner and if any written correspondence had been received Clerk Mortesen stated that proper notice was completed and no written communications had been received by the City Clerk's Office Norm Angelo, Fire Chief, gave a report Council consensus to close the public hearing Mark Hensley, City Attorney, read by title only RESOLUTION NO 4278 A RESOLUTION ADOPTING AN AMENDED RATE SCHEDULE FOR RECOVERING FIRE DEPARTMENT PARAMEDIC TRANSPORT COSTS MOVED by Council Member McDowell, SECONDED by Mayor ProTem Jacobs to approve Resolution No 4278 adopting an amended rate schedule for recovering Fire Department MINUTES OF THE REGULAR CITY COUNCIL MEETING NOVEMBER 6, 2002 PAGE NO 3 X 91 E Paramedic transport costs. MOTION PASSED BY UNANIMOUS VOICE VOTE 4/0 COUNCIL MEMBER GAINES ABSENT 2 Consideration and possible action (Public Hearing) regarding the adoption of an amendment to the 2002 -2003 Community Development Block Grant (CDBG) Program to add a new protect entitled, "Architecture and Engineering Services for the Removal of Architectural Barriers at Two Public Facilities Joslyn Center and El Segundo Library" and amendment to the City Hall West ADA Elevator Protect Mayor Gordon stated this is the time and place hereto fixed for a public hearing regarding the adoption of an amendment to the 2002 -2003 Community Development Block Grant (CDBG) Program to add a new protect entitled, "Architecture and Engineering Services for the Removal of Architectural Barriers at Two Public Facilities Joslyn Center and El Segundo Library" and amendment to the City Hall West ADA Elevator Protect He asked if proper notice of the hearing was done in a timely manner and if any written correspondence had been received Clerk Mortesen stated that proper notice was completed and no written communications had been received by the City Clerk's Office Mary Strenn, City Manager, gave a report Council consensus to close the public hearing MOVED by Council Member McDowell, SECONDED by Council Member Wernick to adopt the new 2002 -2003 CDBG Protect, Architecture and Engineering Services for the Removal of Architectural Barriers at Two Public Facilities Protect and Budget of $40,000, and the Amendment for the CDBG City Hall West ADA Elevator Protect, replacing the General Fund portion of the protect budget with unspent CDGB funds of $100,000, and authorize the City Manager to execute the contracts, in a form approved by the City Attorney, with the Los Angeles County Community Development Commission MOTION PASSED BY UNANIMOUS VOICE VOTE 4/0 COUNCIL MEMBER GAINES ABSENT UNFINISHED BUSINESS - NONE REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS - NONE CONSENT AGENDA 3 Approved Warrant Numbers 2528940 on Register No 2 in the total amount of $2,224,68919 and Wire Transfers from 10/07/2002 through 10/25/2002 in the total amount of $1,102,543 80 Authorized staff to release Ratified Payroll and Employee Benefit checks, checks released early due to contracts or agreement, emergency disbursements and /or adjustments, and wire transfers 4 Approved City Council Meeting Minutes of October 15, 2002 MINUTES OF THE REGULAR CITY COUNCIL MEETING NOVEMBER 6, 2002 1 n n PAGE NO 4 5 Approved request by the Chairperson of Candy Cane Lane, for the same level of City assistance for the December 14 -23, 2002 Candy Cane Lane holiday program in the 1200 block of East Acacia Avenue, as in previous years provided that all necessary permit applications are submitted, including sound amplification permits, and project meets applicable City requirements 6 Approved request by the El Segundo Chamber of Commerce for City support and sponsorship for the 39th Annual Holiday Parade on Sunday, December 8, 2002 from 1 00 p m to 3 00 p m , and Tree Lighting at the Civic Center Plaza on Thursday, December 5, 2002 from 4 15 p m to 5 30 p m provided the events meet all applicable City requirements 7 PULLED BY COUNCIL MEMBER WERNICK DUE TO A POTENTIAL CONFLICT 8 PULLED BY MAYOR PRO TEM JACOBS DUE TO A POTENTIAL CONFLICT 9 Awarded Contract No 3078 to Flo- Systems, Inc, in the amount of $11,650, authorized the City Manager to execute the contract on behalf of the City 10 PULLED BY MAYOR GORDON DUE TO A POTENTIAL CONFLICT 11 Approved an annual purchase order contract, on a single- source basis, with Blue Diamond Industries to supply asphalt paving materials to the City for street maintenance project (Annual cost is not to exceed $45,000) 12 Approved Change Order No 1 to Valley Crest Landscaping for the landscaping and irrigation of the golf course Sepulveda Boulevard frontage — Approved Capital Improvement Program (Estimated Cost - $48,420) 13 Accepted the work as complete on 2001 -2002 Slurry Seal of various streets — Approved Capital Improvement Program — Project No PW 01 -20 (Contract Amount - $149,703 65) Authorized the City Clerk to file the City Engineer's Notice of Completion in the County Recorder's Office 14 Accepted the work as complete on project for the Park Vista Senior Housing Deck Resurfacing and Waterproofing (615 East Holly Avenue) — Project No PW 00 -13 — Approved Park Vista Operating Budget (Contract Amount - $98,900) Authorized the City Clerk to file the City Engineer's Notice of Completion in the County Recorder's Office 15 Accepted the work as complete on the termite fumigation of Government Buildings — Approved Facilities Maintenance Operating Budget — Protect No PW 01 -24 (Contract Amount - $32,062 50) Authorized the City Clerk to file the City Engineer's Notice of Completion in the County Recorder's Office 16 Awarded three (3) year contracts to Warehouse Uniforms, Contract No 3080, Carmen's Uniforms, Contract No 3081, and Long Beach Uniform, Contract No 3082, as the Police Department's primary suppliers of uniforms and accessories Authorized the City MINUTES OF THE REGULAR CITY COUNCIL MEETING NOVEMBER 6, 2002 PAGE A�O0 /' Manager to exercise the renewal option for an additional three (3) year period If in the City's best Interest, for a maximum total contract length of six (6) years 17 Adopted resolutions giving approval to apply for grant funds from the Proposition 12 Per Capita Grant Program ($152,000), Resolution No 4279, and Roberti- Z'Berg Block Grant Program ($49,061), Resolution No 4280, with a City match ($21,026) Directed staff to review appropriate Recreation and Parks Capital Project(s) for funding under the State Bond Act of 2000 18 Directed the City Manager to forward a letter of support for the Los Angeles County Department of Beaches and Harbors' application to the California Coastal Commission to construct four (4) beach volleyball courts at the County managed beach adjacent to the Grand Ave beach parking lot at Vista Del Mar 19 Adopted resolutions establishing a 401(a) Deferred Compensation Matching Plan and Trust (Plan) through Nationwide Retirement Solutions, Resolution No 4281, and ICMA Retirement Solutions, Resolution No 4282 20 Adopted the annual resolutions, Resolution Nos 4283, 4284, 4285 and 4286 updating the employer's contribution under the Public Employees' Medical and Hospital Care Act. MOVED by Council Member McDowell, SECONDED by Council Member Wernick to approve Consent Agenda items 3, 4, 5, 6, 9, 11, 12,13,14, 15, 16, 17, 18, 19, and 20 MOTION PASSED BY UNANIMOUS VOICE VOTE 4/0 COUNCIL MEMBER GAINES ABSENT CALL ITEMS FROM CONSENT AGENDA 7 Consideration and possible action on a request from DIreCTV to place a temporary sign on the building celebrating its 11th million customer The sign, which exceeds the specifications of the City's Sign Code, will be located on the north side of their building at 2230 East Imperial Highway, and will be in place for two months, beginning approximately November 20, 2002 Applicant DirecTV MOVED by Council Member McDowell, SECONDED by Mayor ProTem Jacobs to approve DirecTV's request to Install one (1) oversized sign for two (2) months MOTION PASSED BY THE FOLLOWING VOICE VOTE AYES MAYOR GORDON, MAYOR PRO TEM JACOBS, COUNCIL MEMBER MCDOWELL, NOES. NONE, ABSENT COUNCIL MEMBER GAINES, NOT - PARTICIPATING COUNCIL MEMBER WERNICK 3/0/1 MINUTES OF THE REGULAR CITY COUNCIL MEETING NOVEMBER 6, 2002 PAGE NQ 0 j 8 Consideration and possible action regarding 612 Twin Holdings, LLC's application for (1) an amendment to the Lease and Construction Agreements with the City for the 176 stall parking garage located at 121 West Grand Avenue, (2) an addendum to Environmental Assessment No 581 for the parking garage, (3) granting authority to the City Manager to execute an easement agreement with 612 Twin Holdings MOVED by Council Member McDowell, SECONDED by Council Member Wernick to approve Addendum to Environmental Assessment No 581, Resolution No 4287, and approve an amendment to the Lease and Construction Agreements No 3010 between 612 Twin Holdings, LLC and the City of El Segundo to add an additional nine parking spaces and 778 square feet of commercial use to the previously approved parking garage located at 121 West Grand Avenue and authorize the City Manager to execute an easement agreement No. 3083 with 612 Twin Holdings, LLC MOTION PASSED BY THE FOLLOWING VOICE VOTE AYES MAYOR GORDON, COUNCIL MEMBERS MCDOWELL AND WERNICK, NOES NONE, ABSENT COUNCIL MEMBER GAINES, NOT - PARTICIPATING MAYOR PRO TEM JACOBS 3/0/1 10 Adopt plans and specifications for the Camp Eucalyptus Project at 645 California Street — Approved Capital Improvement Program Project No PW 02 -16 - (Estimated Project Cost - $356,000) Authorized staff to advertise the project for receipt of construction bids MOVED by Council Member McDowell, SECONDED by Council Member Wernick to adopt plans and specifications for the Camp Eucalyptus Protect at 645 California Street — Approved Capital Improvement Program Project No PW 02 -16 - (Estimated Project Cost - $356,000) Authorized staff to advertise the project for receipt of construction bids MOTION PASSED BY THE FOLLOWING VOICE VOTE AYES MAYOR PROTEM JACOBS, COUNCIL MEMBERS WERNICK AND MCDOWELL, NOES NONE, ABSENT COUNCIL MEMBER GAINES, NOT - PARTICIPATING MAYOR GORDON 3/0/1 F NEW BUSINESS — NONE REPORTS — CITY MANAGER — NONE H REPORTS —CITY ATTORNEY —NONE I REPORTS — CITY CLERK - NONE J REPORTS — CITY TREASURER — NONE K REPORTS —CITY COUNCIL MEMBERS Council Member McDowell — Spoke regarding the upcoming Hyperion Meeting and urged attendance, and the hazard waste round up Council Member Wernick — MINUTES OF THE REGULAR CITY COUNCIL MEETING NOVEMBER 6, 2002 PAGE NO 7 106 Spoke regarding the Hyperion Meeting Mayor Pro Tern Jacobs — Reported on the Health Care situation in Los Angeles County Mayor Gordon — 21 Consideration and possible action regarding the formation of a City Council Subcommittee that will examine new business recruitment incentives for a period not to exceed 90 days MOVED by Mayor Gordon, SECONDED by Council Member McDowell to form a City Council Subcommittee comprised of two Council Members for the purpose of examining new business recruitment incentives for a period not to exceed 90 days MOTION PASSED BY UNANIMOUS VOICE VOTE 4/0 COUNCIL MEMBER GAINES 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 Brian Cowley, resident, read a letter regarding the El Segundo Corporate Campus MEMORIALS — Adjournment In memory of Dwaine Mcllroy CLOSED SESSION - NONE ADJOURNMENT at 7 37 p m Cindy Mortesen, City Clerk MINUTES OF THE REGULAR CITY COUNCIL MEETING NOVEMBER 6, 2002 PAGE NO 8 J 10 "( MINUTES OF THE SPECIAL JOINT MEETING OF THE EL SEGUNDO CITY COUNCIL RECREATION & PARKS COMMISSION TUESDAY, OCTOBER 8, 2002 — 7 00 P M 300 E Pine Avenue (George E Gordon Clubhouse), El Segundo, California CALL TO ORDER — Mayor Gordon at 7 05 p.m CALL TO ORDER — Chairman McCaverty at 7 06 p m ROLL CALL Mayor Gordon Mayor ProTem Jacobs Council Member Gaines Council Member McDowell Council Member Wernick ROLL CALL Commissioner Bundy Commissioner Fearn Commissioner Glynn -Rich Commissioner McCaverty Commissioner Randall - Present - Present - Absent - Present - Present - Absent - Absent - Present - Present - Present City Manager, Mary Strenn introduced staff and gave direction on the process and purpose of the meeting A COMMUNITY CENTER PUBLIC WORKSHOP 1 Receive public input regarding potential revisions to the design of and concerns regarding the Community Center Project located at 300 E Pine Avenue and Recreation & Park Master Plan LPA Associates presented an overview of the proposed center and the master plan for the recreation park They presented the process that was gone through for the development of the Community Center and the information gathered from the public workshops held Public Comments Tom Lindsey, resident, spoke against the gymnasium on the scout lot, and suggested that we further try and persuade the School Board to accept the gym on one of their campuses He also stated that he doesn't know of anyone who is interested in having a gym in recreation park Joe Brandin, resident, stated that this workshop was a good idea, and should have been done a year ago He also stated that he felt the current building is good and could be used much more efficiently 1 108 Carl Jacobson, resident, requested confirmation of the size of the parking lot re- stripping LPA stated that there would be enough space He stated that a School Board Member had indicated that a new gym built next to the existing high school gym might be possible, and there may be grant funds available for joint use of a gymnasium Carol Well, resident, requested clarification of the number of classrooms in the current configuration She also said that no additional classrooms have been added to the proposed project. LPA stated that even thought no more classrooms have been added, the proposed classrooms would be more user friendly and would be larger Ms Wells stated that separating the gym from the proposed building is a good idea, and possibly the gym could be built in stages Susan Richardson, resident, stated she was pleased that the preschool play yard is separate from the elementary school age play yard She felt the new facility should be used for a larger display for arts, crafts, and cultural projects She also stated that the gym floor may restrict its use for other activities Donna West, resident, stated that LPA had done a good fob in trying to make the gym fit, but she had not heard a lot of support for the gym She also asked if there were no gym, could there be more classrooms built in that space She also asked what would happen if the whole 6 million dollars was not spent Susan Truax, resident, spoke regarding the need for a wooden floor dance space Pam Roach, resident, spoke about how skate boarders may use the new space She also asked about moving the play yard closer to the baseball field, and the possibility of baseballs being hit into the lots She further stated that partitioned rooms are very difficult to hold meetings in when a class is being held adjacent to the meeting room Lorne Porry, resident, stated she felt that the arts needed more attention She felt that putting a basketball court over the existing court would be a good compromise Christopher Porry, resident, supported the arts portion of the proposed budding and stated he was in favor of increasing the arts and drama portion of the building Kitty Crowley, resident, asked if the gym was to be air conditioned LPA stated it would be She asked if the increased play area were added, would the open green space be reduced LPA stated that it would be reduced Linda Poepoe, resident, stated that no one present tonight spoke in favor of a gym She further stated that if there were people who wanted a gym built they would be there tonight to support the idea She did not feel that a gym could be used for very many other events because of the flooring and that the theater space could not be used for other events due to the increased number of programs that would be presented She also stated that someone could coordinate the use of the school district classrooms and other city buildings for meetings and programs Olivia Potinger, resident, spoke in favor of classrooms Rick Sobosky, resident, spoke in favor of the gym and explained the need for one 2 1OJ Jane Tunno, non - resident, spoke against the project John Morton, resident, asked if Plan "G" was a larger than Plan "A" He also stated that the gym space had not been reduced Jan Cruickshank, resident, spoke against the gymnasium She also suggested a shuttle bus might be put into service for large events to alleviate parking problems She also read correspondence from resident Liz Garnholz Lori Choquette, resident, spoke in favor of a new budding She further stated that classroom space needed to be increased and a larger venue was needed for the theater Anthony Hedayat, resident, spoke about the perceived disagreement between the arts and sports facilities He further stated that most of the existing sports facilities are in better shape and better maintained than the current facilities for drama He further stated that the gym did not fit within the existing space Supported a quality theater space Kerry King, resident, requested clarification of the square foot area for the tiny tot lots Mathew Rice, resident, spoke regarding the gym fitting into the current configuration He stated that he would like to see a gym built but it would be a better to explore other sites Linda Pollard, resident, stated she has consistently requested that the building size be reduced and space be used more efficiently Stated that if the additional foot print was expanded towards the west, no green space would be lost She suggested a multi -use room could be developed that could be used for dance and athletics, and perhaps upgrading the Joslyn Center with a second story for dressing rooms and a theater space Paulette Caudill, resident, asked if there was a master plan for the rest of the facilities in the city She suggested that perhaps a city -wide use master plan be created for the best use of all city resources Bill McCaverty, Chairman of Recreation and Parks Commission, stated that the many recommendations were appreciated and the Commission wanted to reflect the community's desires when making a recommendation to the Council Council discussed the input received from the community Council stated that they were very receptive to community feelings and were trying to do the right thing for everyone concerned Noted that moving the proposed gym to another sight might be a good resolution A master plan for all the parks may be considered, and maybe there could be a better use for other parks With the input from the Community Center Public Workshop, Council felt they could bring all the suggestions together and come up with a feasible plan ADJOURNMENT at B'40 p m Cindy Mortesen, City Clerk 110 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT MEETING DATE November 19, 2002 AGENDA HEADING: Consent Agenda Consideration and possible action regarding the establishment of a professional service contract with Kimley -Horn & Associates to prepare the Circulation Element of the General Plan and Environmental Impact Report (EIR) The amount to be paid to the consultant under this agreement is $244,530 RECOMMENDED COUNCIL ACTION. 1 Approve a professional services contract in a form approved by the City Attorney with Kimley -Horn & Associates to prepare the Circulation Element of the General Plan and EIR Alternatively, discuss and take other action related to this Item BACKGROUND & DISCUSSION: On September 17, 2002, the City Council directed staff to distribute a Request for Proposal (RFP) for a consulting firm to prepare a Circulation Element and an accompanying Environmental Impact Report (EIR) On September 19, 2002, Planning Division staff distributed a Request for Proposal (RFP) for the preparation of a Circulation Element of the General Plan and EIR The City received three proposals by the October 18, 2002 deadline Staff invited all three candidate firms to Interview on November 5, 2002 These firms were Kimley -Horn and Associates, Ultrasystems Environmental, and David Evans and Associates (Background and discussion continued on the next page....) ATTACHED SUPPORTING DOCUMENTS' 1 Draft Scope of Services with Kimley -Horn & Associates in the amount of $244,530 FISCAL IMPACT Operating Budget. $250,000 Amount Requested: $244,530 (an additional $23,530 if a Land Use Element Amendment is later required ) Account Number- 001 -400- 2402 -6214 Project Phase: N/A Appropriation Required _Yes X No ORIGINA BY: DATE. �/� Jame ansen, Director of Community, Economic and Development Services Mary St nn, y Manager ��GZ 111 al BACKGROUND & DISCUSSION (continued) Based on the Interviews and the submitted proposals, staff recommends that the contract be awarded to Klmley -Horn & Associates as the firm most capable of carrying out the objectives of the project and the firm most responsive to the requirements of the RFP Staff also recommends the retention of Klmley -Horn & Associates based upon their knowledge of the subject property and their proven ability to complete such projects In a timely manner The firm and the project managers who will lead the consultant team have experience working on Circulation Elements throughout California Mr Herman Basmaciyan, who worked on the 1992 Circulation Element which was adopted as part of the General Plan, will be the Project Manager Christopher Joseph and Associates will prepare the EIR Christopher Joseph & Associates has completed EIRs for many large projects Including the El Segundo Corporate Campus. The cost for the Circulation Element and EIR Is $244,530 If a Land Use Element amendment is later required as part of the project (to revise the Floor Area Ratios, for Instance) the Lightfoot Planning Group will prepare the amendment The cost would be an additional $29,000 The Lightfoot Planning Group prepared the 1992 General Plan The 2002/2003 budget has an allocation of $250,000 for the Circulation Element and EIR If a Land Use Element amendment is required, an additional $23,530 will need to be allocated for this project Staff is recommending that the current contract should be for $244,530 If the Council determines that the additional work is necessary, an amendment will be brought to the City Council for review and approval P \Planning & Building Safety \PROJECTS \Klmley- HomcontraclCC doc 112 III. Approach and Scope APPROACH The City of El Segundo last adopted an update to Its General Plan in 1992 The General Plan Update included a comprehensive evaluation and update of the Circulation Element At that time, a substantial amount of traffic analysis was conducted, and a variety of Land Use and Floor Area Ratio (FAR) alternatives were tested for the Mixed -Use areas of the City The Circulation Element changes adopted at that time reflected the City's vision for local and regional transportation and mobility needs for buildout of its city Many developments that have taken place since the 1992 Update are in keeping with the General Plan vision A substantial amount of new office development has been constructed in the past year The El Segundo Corporate Campus was recently approved for over 2 million square feet of professional office, at a 92 floor area ratio There have also been changes within the City, as well as throughout the region, that have the potential to change ambient traffic conditions substantially – enough so that City staff and the City Council of El Segundo have decided to revisit the Circulation Element It Is the City's desire to once again revisit target or allowable FARS in the Mixed - Use and the Corporate Office areas of the City, and to investigate non - traditional means to accommodate the increasing transportation needs In the City The Update of the City of EI Segundo's Circulation Element will Involve close coordination with the City of El Segundo staff and the City Council A comprehensive traffic forecasting effort will be undertaken to develop a reliable and sufficiently detailed means to evaluate large or small changes in land use, FARS, and network assumptions Traffic conditions will be evaluated on all city street segments, and at up to 60 Intersections A summary of a generalized process proposed for the Update of the Circulation Element is presented on the exhibit on the next page A discussion of each of the steps to be undertaken is provided in the Scope of Services section of the Proposal City of El Segundo Circulation Element Update and Environmental Impact Report TL770007 02 Copyright 02002, Kimley -Hom and Associates, Inc Traffic Analysis and Circulation Element Development Below is an outline of the efforts envisioned to compile the necessary data and Information for the preparation of the updated Circulation Element for the City of El Segundo Task 1 — Project Initiation We will meet with City staff and the project team to discuss roles, expectations, Imes of communication, coordination of activities, and analysis methodology for the Circulation Element update At this time, we hope to obtain copies of previous relevant reports (such as the traffic study for the El Segundo Corporate Campus) and any available existing data from the City We will discuss the various network scenarios and FAR options, and determine the format In which the land use and FAR information will be provided Task 2 — Data Base Compilation The previous Circulation Element effort for the City of El Segundo provided a thorough account of existing roadway conditions We will verify and update information about existing roadway characteristics, Including number of lanes, one -way or two -way operation, current Circulation Element classification, on- street parking, bike lanes, truck routes, transit routes, and posted speed limits We will obtain and compile existing traffic volume Information, using current count data available from City count records, and recent traffic Impact studies It Is assumed that average daily traffic volumes will be available from the City, and that current morning and evening peak -hour traffic counts at up to sixty (60) Intersections will be obtained by Klmley -Hom from recent traffic studies, where available When necessary, Klmley- Hom will conduct peak -hour traffic counts, preferably prior to the holiday season We will prepare a graphic depicting the public transportation services available throughout the City, including the various transit and rail service providers In a separate table, the transit schedules, frequency, and inter- transferability will be summarized We will update existing Circulation Element graphics depicting circulation features such as functional classification, street capacity, and truck routes and bicycle routes through the city III Approach^ and Scope - Pagel q `) �AL7 Assoc�,hc 1 Task 3 — Presentation of Existing Conditions We will summarize existing dally and peak - hourly operating levels of service using the Intersection Capacity Utilization (ICU) methodology of Intersection evaluation We will provide accompanying Level of Service (LOS) tables and Existing Conditions graphics Task 4 — Development of Buildout Forecasts Future buildout traffic forecasts will be developed using the land use and network assumptions reflected in the current General Plan This effort will be performed with a traffic forecasting methodology to be selected by City staff and the City Council Kimley -Horn will provide a brief summary of the differences, benefits, and limitations of altemative forecasting methodologies Kimley -Hom will make a recommendation as to the preferred methodology The selected modeling methodology will be • Technically sound and defensible • Responsive to the types of analyses the City wishes to perform • Easy to explain and understand • Capable of producing results consistent with changes in model inputs • Easy to update, as needed, after the Circulation Element Update protect is completed To ensure consistency and technical compatibility with regional transportation planning, we propose to develop regional trip distribution assumptions based on the Southern California Association of Governments (SCAG) Regional Model Using the regional input for travel pattems to, from, and through El Segundo, we will develop a subarea model The subarea model will reflect the details of the City's street and roadway network in much greater detail than possible with the regional model Likewise, the subarea model will be refined to reflect the land uses in the City and a refined Traffic Analysis Zone (TAZ) structure The base year and 2025 regional model networks and trip tables will be obtained from SCAG The El Segundo subarea model will first be developed and validated for base year conditions After ascertaining that the base year subarea model Is capable of reflecting current traffic Cdy of El Segundo Circulation Element Update and Environmental Impact Report 71-770007 02 Copyright 02002, i0mley -Horn and Associates, Inc conditions in El Segundo, we will develop the 2025 subarea model The validation of the base year model would give us the confidence that the modeling process would truly perform the function of a sound technical analysis tool Using a refined and custom - tailored subarea model will allow us to accurately reflect El Segundo land uses and the roadway network Starting the modeling process with the SCAG model data as a base will allow us to maintain compatibility with the regional planning process and to account for the effects of Intercity and pass through traffic attributable to such regional traffic generators as the airport, the Playa Vista project, and others All proposed traffic forecasting assumptions and methodologies will be set forth in a technical report, and presented to City staff and the City Council for review and approval prior to beginning the analysis The traffic forecasting process will take Into account the trip generating potential of vacant and underdeveloped land within the City, per current General Plan designations Klmiey -Horn will depend on detailed parcel -by- parcel land use data from the City to quantify the existing land use vs the potential land use, per General Plan designations In the analysis of altematives, the levels of development attributable to diffenng FAR assumptions will be reflected for the affected parcels As an optional task, Kimley -Hom will offer to update the City's existing Traffix program to reflect the results of the subarea modeling effort and train City staff in Its use This would allow the City to conduct small -scale traffic Impact analyses, or sensitivity runs for selected zones or areas within the City once the Circulation Element effort is complete III Approach and Scope - Page 2 :❑ �,,,„c 114 f Task S — Update of Circulation Goals and Policies We will review the current Circulation Element goals and policies, and formulate recommendations for modifying, updating, or enhancing them Revisions will take Into consideration measures to reduce traffic demand, such as shuttles and TOM programs, programs to enhance mid -day tnp Interaction between major employment centers and downtown, and "creative" ways to enhance traffic capacity, such application of Intelligent Transportation System (ITS) technology, and traffic engineering measures to enhance capacity Task 6 — Evaluation of General Plan Buildout Conditions Once the traffic forecasting methodology is selected, buildout operating conditions with the Master Plan Circulation Network and Land Use Plan currently reflected In the City's General Plan traffic levels will be analyzed Circulation system improvements needed to accommodate traffic demand generated by the General Plan land uses will be identified We will analyze potential circulation system improvements using the updated goals and policies If necessary, mitigation measures will be identified to accommodate the level of land use growth per the General Plan Presentation of analysis results will include tables and graphics depicting the LOS of roadway segments and intersections Freeway interchanges will be analyzed to identify appropriate improvements at entrance and exit ramps and at ramp terminals Alternative Land Use FAR Scenarios In addition to the analysis of "General Plan Buildout" conditions, a number of model runs will be conducted to test potential changes to the City's Master Plan Circulation Plan and Land Use Plan The citywide traffic model will be run a number of times to test a variety of FAR assumptions in the Mixed -Use Zone and the CO areas of the City Specific FAR scenanos ranging from 0 8 to 13 will be developed in conjunction with City staff City of El Segundo Circulation Element Update and Environmental Impact Report TUTONT 02 Copyright 02002, Krmley -Nom andAssoaates, Inc We suggest the following approach to the analysis of altemative FARS after the completion of the analysis of the General Plan FAR level 1 FAR of 13 In all MU and CO zones (highest traffic volume scenano) FAR of 0 8 In all MU and CO zones (lowest traffic volume scenano) 3 FAR of 1,0 in all MU and CO zones (medium traffic volume scenano) 4 Fully analyze the traffic Impacts associated with each scenano 5 In discussions with City staff and /or City Council identify and analyze additional FAR scenarios Analyze the additional hybrid scenanos only to the level of roadway segments (no intersection analysis) to Indicate how Impacts might change compared to those Identified In the analysis of the General Plan and the low, medium, and high traffic volume scenanos 7 Based on the analysis of roadway segments select on or two preferred scenanos, with City Council Input and guidance 8 Analyze the preferred scenano(s) fully, including Intersection Impacts We believe that this approach would be cost effective, yet responsive to he City's needs and will help focus on the FAR alternatives likely to be selected Alternative Network Scenarios The model will also be used to evaluate specific modifications to the existing and Circulation Element network These network modifications will include the potential elimination of future street extensions identified In the City's Circulation Element, such as Grand Avenue, Nash Street, and Manposa Avenue A separate run will be conducted to evaluate the Impacts of returning Nash Street and Douglas Street to two -way operation III Approach and Scope - Page 3 oMMo = k. 115 C I T Y O F E L S E G U N D 0 Task 7— Preparation of the Circulation D. Recommended Bicycle Route System Document A draft Circulation Report Document will be prepared to address all existing major roadways and future planned roadways, transit routes, freeway Interchanges, and alternative transportation modes The document will Identify recommended circulation systems and specific Improvements to provide for the existing and future circulation needs of the City of El Segundo, consistent with the land use plan identified in the General Plan or a revised Land Use element with different FAR designations The Circulation Report Document will Include the following Items A. Master Plan of Roadways A Master Plan of roadways will be developed which designates the recommended classification and roadway width for existing and future roadways throughout the City of El Segundo Evaluation of the projected operabon of the recommended roadway system will be conducted and any projected deficiencies will be identified and appropriate mitigation measures will be considered B. ITS Component The ITS component will be a new section In the City's Circulation Element The ITS component will document as a starting point, the current ITS efforts of the El Segundo Employer's Association in cooperation with the County of Los Angeles Any ITS enhancements Identified in the course of the traffic analysis will be Incorporated into the ITS component along with a discussion of benefits of ITS In traffic control and momtonng C. Recommended Truck Route System A recommended truck route system will be developed to serve the existing and projected shipping needs of the existing and future commercial and industnal land uses within the City, particularly on the routes leading to and from the freeway system and Los Angeles Intemational Airport (LAX) The truck route system needs to balance the need for mobility and potential conflicts with residential areas, schools, and other sensitive land uses City of EI Segundo Circulation Element Update and Environmental Impact Report TL770007 02 Copyright 0 2002, Kimley -Hom end Associates, Inc A recommended a bicycle route system that will support and encourage the use of the bicycle as a viable and convenient travel mode within the City of El Segundo, particularly adjacent to and serving area schools, parks, other recreational facilities and commercial / Industnal activity centers will be developed E. Pedestrian Circulation System A recommended a pedestrian circulation system that will support and encourage walking as a convenient travel mode throughout the City of El Segundo will be developed Alternative Modes of Travel Recommendations and policies will be Identified to provide for alternative modes of travel to the single occupant vehicle, In addition to cycling and walking, the following alternatives will be considered • Transit – Fixed route and demand responsive • Carpooling and vanpooling • Other options Transportation System Management (TSM) TSM techniques will be evaluated and appropnate recommendations will be Incorporated Into the Circulation Element Suggested TSM techniques for consideration Include • Traffic signal synchronization, Including signal timing and coordination across jurisdictional boundanes, • Signal timing and phasing techniques, such as protected /permissive or split phase timing, • ITS elements, such as video surveillance or changeable message signs, • Auxiliary traffic lanes, such as acceleration and deceleration lanes, • Intersection Improvements Including turn lanes or channelization, • Peak -hour turning restncbons or parking restnctons, and III Approach and Scope - Page 4 rm0 .r. 11 r; • Improvements designed to assist transit flow or reduce transit/auto conflicts, such as bus turnouts and signal preemption systems Transportation Demand Management (TDM) Program • Review of existing TDM activities in City • Identification of additional TDM opportunities • Coordination with regional TDM activities • Recognition of regional guidelines that would affect TDM actions Congestion Management Plan (CMP) Consistency • Review of existing CMP activities In the City • Identification of CMP opportunities, requirements, and constraints • Coordination with Regional CMP activities to ensure General Plan consistency Task 8 — Interagency Coordination Throughout the Circulation Element Development Process Throughout the General Plan Update, it will be necessary to coordinate with adjoining and nearby cities, the County, Caltrans, SCAG, Public Transportation providers, and other involved agencies We will participate In such coordination activities Task 9 — Team Meetings/Presentations Attendance /participation in up to three meetings with City Council and one presentation each to the City Planning Commission and to the City Council are Included In the work program Environmental Analyses and Documentation Because It is expected that the Circulation Element EIR will be scrutinized by affected parties, adjacent residents, and surrounding communities, It Is Important that the potential environmental effects of the project be fully analyzed Although any EIR can be challenged, a comprehensive approach using appropriately conservative assumptions Is City of El Segundo Circulabon Element Update and Environmental Impact Report TL770007 02 Copynght 02002, Kimley -Hom and Associates, Inc likely to withstand any legal challenge that might be raised The EIR must respond directly to Issues raised by responsible agencies and community organizations An EIR that provides thoughtful and well- documented responses to Issues raised during the environmental review process Is the best means of allowing the project to proceed In the most expeditious manner Because of the nature of the proposed General Plan Element, a Program EIR will be prepared to address the potential environmental effects of proposed physical improvements and projected changes in transportation patterns that will result from Implementation of the policies and programs of the Circulation Element In order to assure that the resulting EIR Is both analytically correct and legally defensible, the CAJA team will prepare a comprehensive and factual EIR that addresses existing conditions, project impacts, mitigation measures, cumulative Impacts and alternatives to the project The EIR will also include a complete justification that the City of El Segundo may use to conclude that remaining issues not specifically addressed in the EIR would not be significant The EIR will be prepared based on the standards and requirements of CEQA, the State CEQA Guidelines, and the City of El Segundo, The EIR will be prepared to meet the exacting standards of quality employed by CAJA in the preparation of our previous EIRs in El Segundo and throughout Southern California The following tasks will be performed by the CAJA team to prepare a Program EIR for the proposed Circulation Element, and will commence as soon as an EIR project description can be developed based upon the transportation analysis and draft Circulation Element prepared for the City The scope of work outlined below assumes that the Program EIR will be limited to addressing the potential environmental Impacts of transportation improvement projects and the effects associated with projected traffic levels resulting from implementation of proposed Circulation Element programs and policies It does not Include analysis of changes to the General Plan Land Use Element, Including plan designations and zoning changes for different areas of the City III Approach and Scope - Page 5 C21=11 , . I I Evaluation of the potential environmental impacts associated with any such changes is provided as an Optional Task and presented at the end of this scope of work Task I —Review of Existing Information CAJA will review existing information from previous environmental reviews and pertinent documentation for other development projects which have recently occurred in the City CAJA will analyze this Information to determine issues, findings and problem resolutions that could be relevant to the EIR A concerted effort will be made to utilize and Incorporate as much existing data as possible Into the EIR Task 2 — Preparation of a Draft Initial Study The Initial Study consists of a checklist which is used to identify areas where the proposed project could potentially result In environmental Impacts, as well as areas where the proposed project has no potential to result In Impacts CAJA will prepare a Draft Initial Study for the proposed project utilizing the City's Initial Study Checklist The Initial Study will be comprised of a completed checklist and detailed responses to all questions, with particular emphasis given to responses where the Impact is not significant and the response provided will serve as the primary record of the City's determination that the Impact is not significant The Initial Study Is also a valuable tool in refining the scope of the EIR and Identifying any additional technical reports that may be required for the proposed project Task 3 — Notices and EIR Scoping CEQA Includes prescribed noticing requirements to Inform the public and other cognizant agencies that documentation is being prepared for a project CAJA will prepare the Notice of Preparation (NOP) required by CEQA for the proposed project In the format used by the City and will circulate It to all Identified commenting agencies and Interested parties City of El Segundo Circulation Element Update and Environmental Impact Repoli TL770007 02 Copyright 0 2002, Wmley -Horn and Associates, Inc U N D O The NOP will include a map of the City showing areas where potential circulation Improvements may occur, a brief description of the proposed project, and a preliminary list of the environmental effects to be evaluated In the EIR A finalized scope for the Draft EIR will be defined after all comments on the NOP have been received, CAJA will work with the City to determine 6 the comments expand the scope of work or require additional technical sections to be included In the EIR The Initial Study, NOP, and all correspondence received In response to the NOP will be attached as an Appendix to the Draft EIR CAJA will circulate all other required public notices including the Notice of Completion and Notice of Determination Task 4 — Preparation of Administrative Draft EIR An Administrative Draft EIR will be prepared for review by the City This subsection outlines the major sections which will be Included In the Administrative Draft EIR Summary A tabular summary will be Included as the first section of the EIR The Summary will Include an Introduction, description of the proposed project and alternatives, a tabular summary of expected environmental effects and recommended mitigation measures, along with a summary evaluation of alternatives Introduction and Overview of Environmental Setting The Introduction section of the EIR will include a narrative on the background of the EIR process, a description of the process used to develop the proposed project and alternatives, and a short summation of the project approval process The environmental setting will provide a physical description of the areas within City in which transportation improvements are proposed to be constructed Existing improvements and land uses will be described as appropriate III Approach and Scope - Page 6 t r Dr" amid Faeom jc 1 C} C I T Y O F A discussion and tabular list of related projects /cumulative development will be presented, and the location of such development will be plotted on an area map A related projects "list- based" approach (CEQA Guidelines, Section 15130(b)(1)(A)] will be used to analyze the potential cumulative impacts of the proposed project in conjunction with other projected growth in the area Description of the Proposed Project E L S E G U N D 0 As a Program EIR, the project description will provide an overview of the policies and programs set forth in the proposed Circulation Element, the relevant assumptions used to project future transportation conditions In the City, and specific physical Improvements and changes (e g , new facilities, reconfiguration of existing facilities, removal of previously planned facilities, etc ) that are proposed to be Implemented as part of the proposed Circulation Element The project description will include a qualitative and graphical description of proposed changes in the City's circulation system, and will include regional and vicinity maps and aerial photos as appropriate For CEQA purposes, the project description will also Include a statement of project objectives to be developed in conjunction with the City Environmental Setting, Impacts, and Mitigation As an Introduction to this section of the EIR, each environmental impact area determined not to have a potentially significant impact on the environment, as Identified in the Initial Study described above, will be listed, with an accompanying discussion of the reasons for the determination Each of the areas of potential impact will describe the existing conditions, environmental Impact after development of the proposed project and alternatives, recommended mitigation measures, net unmitigated environmental Impact after project development, and cumulative impact City of El Segundo Circulation Element Update and Environmental Impact Report TL770007 02 Copyright 02002, Kimley -Hom and Associates, Inc Existing Conditions Analysis of the existing environmental setting is necessary in order to compare those conditions to any changes created and produced by the proposed project, and to Identify any significant environmental effects of the proposed project For purposes of an environmental analysis within the EIR, the environmental setting is defined as the physical conditions In the affected areas as they exist at the time the Notice of Preparation Is published (State CEQA Guidelines, Section 15126 2, revised October 26, 1998) Environmental Impacts of the Proposed Project. Each of the environmental subject areas will be evaluated to determine impact significance Under CEQA, a significant impact is defined as a substanbal, or potentially substantial, adverse change in the physical environment. The specific criteria or threshold of significance for determining the significance of a particular impact will be Identified in conjunction with the City prior to the Impact discussion in each issue section, and will be consistent with the new criteria set forth in the revised CEQA Guidelines Mitigation Measures Where applicable, mitigation measures will be presented In each respective environmental subject area in the following classification scheme • Mitigation Measures required to reduce an Identified significant impact to a less- than - significant level • Circulation Element Mitigation Measures, mitigations that are recommended as policies in the proposed Circulation Element that will reduce or avoid significant environmental impacts • Non - Required Measures, mitigations that are recommended (but not required) to further enhance environmental conditions within the project and the surrounding locale, and which can reduce an Identified non - significant Impact • Code - Required Measures required by local, regional, state, and /or federal regulations and statutes which must be Imposed as conditions of project approval Such code - required measures will be listed even though they are not necessarily required to reduce identified Impacts III Approach and Scope - Pagel C� rlz❑ = h L Y anon Monitoring itMiugaban Morn ustbe coil Mitig include a DgA_requrred Plan m ise The EIR will also 11 This GE rocadures The anon A clear, cone ReP°�ng prop tarty poftaes and P 0 m will list lt) of impact After Mrd9 act after the of, acts vnll be around oiling P ,lr anon 4evei organized monrtonng and reP 2 correlate the mt„ tthe e level of impart Na rs gnrf cant" mtgaUo1) easures, t) ental actions tdent�N statement of th ure5 will be P" or „}ass than proleolmingahon m ovemm and (3) ml meal sr nlrcant, acts rn vafious 9 lwll reQu", rtment. as either x g s cumulamenUGUmu }afive measures to theot the Pf0} de defined ,the prof imp mentatwn er ovemmental f he mil gaVo The devOOP undo le related tarry of EI 5e9 andior oth 9e eXacutron ° ram will also t umulativn IMP dennfied outside them1ght be included are the CrIY morntar th ReP°��ng grog eniorceme "I con}unctw . and P °ssrbry e tarty that urrements, c Master Plan It that shout Mondanng onbdng req sand Pe Re0d p�}ects outside ,lelment and the l� act drscuaclons MrtgaUon s Grfw tep rting iomo fished ulatNe rmP establish Pe nalbes, reP° lha estab the Playa�Ista De a iePresent a worst case procedures and Pe nsistentvnth noted thmug � era�Y because impact schedules consistent will be h,mPacts 9 exPeGted) aR, mon }tongs of the GrtY lhat such would be are, for the most P s on procedure scenano (Mlot than eels te' 0a) exstm9 use sectwns prootons far related P {AJ gections uired wdhout subtracb vex rt rs assumed for d andwa other Olt maude the following Mateo is will be approved and In 11 also Adverse Impacts calculatee �)actsrtes sed Pr ° }ect The p}Rvn related P e of the Prop° of Unavo+dabie Significant purposes that all related a e} will lrieely be sub}eCreduce within the the ham }} also +Summary impacts developed h related PfOJ s which wi + Growth tnduan9 ovelo ,eaG anon measure ersons GonsuWe unspec }fled maig • 0(gariizatwna and P nnel graft • RepottPreparotionPerso inistrative cumulatNe imPaGis proposed Project itiat of the �dm to the atNes +oth a Task 5 -- sublo Afternattvesropare an analysis °t ahem pro}ect iR to the city imum of lw0 drags °f GAdA rnll p ro }act This Prop°n the EIRncludes No involves a max ve Draft ed ency review ftEIR The first Adni�mstrafi withthe include typical ag Dra ensrve °ommenis, aro alv es t° be aaUves may mments The review AltematNe) Such the Admmistrah'V the mos f w r co has approved end dons) EjRwoukd rece onng s until the "m llE1R • No Prolar tE usbn9 twns subsequent draft to continue ublrcation as a D of the cod Use Assume rovements and canecfion Y Drat IEIR for P five copies r Altemata l a uraUons�lmP trve Cp p wkp submft at each aadwal G°nfig 1 the Adm n�slm }anon Gi lot review • Alternate R ana}Yses ate base nvironmenta for public arc raft E}R to the lY ii1 meets for the d by then eriaco parficular prolect Admm,strafive D The req . as dicta 1evrew interval ^rule of reason tect the o W� I be determinverapteGa °t Quality Aclanat e sr 'NA that se at con affect SP 6c aftem staff, It is norrtGafifom with tarty issuRmg consultation have been decided EIRs The m court cases t altematNesaliemahves analyses the scope at PTO made tat chagerrges' whjch m tum' SIS court decisions haw to leg a uacy tar such analy ERs more vul standards of adobe of atternave5 o has cbeng behind the re}ecof the altemafives l° mkt The reasoning on the inablIM ryprcally � actives the pro)e Gt _.u. Girc��t�EtUP��andEnnramentatlmPa�RePa� 111 APPro� a� ScoPa • Fw 8 Task 6 — Production and Circulation of the Draft EIR When the City has approved the Administrative Draft EIR for release as a Draft EIR, CAJA will print 75 copies of the Draft EIR and its Technical Appendices CAJA will also be responsible for the circulation of the Draft EIR to the State Clearinghouse, identified commenting agencies, and interested parties In addition, CAJA will prepare and circulate the Notice of Completion for the Draft EIR Task 7 — Preparation of the Final EIR The Draft EIR will be circulated to the public for a minimum of 45 days Following the closure of the public comment period, CAJA will prepare and submit five copies of the Administrative Final EIR to the City The Final EIR will consist of a summary, corrections, additions, and responses to comments to the EIR Each comment received on the Draft EIR will be responded to in the Final EIR The extent of work necessary to complete the Final EIR is contingent upon the amount and nature of comments that are received after the Draft EIR is circulated For the purposes of this proposal, It is assumed that a workload of approximately 120 hours will be required to complete the Final EIR Should responses to comments exceed the anticipated workload, additional hours would be billed on a time and materials basis, with prior approval of the City CAJA will begin preparation of the Final EIR immediately after circulation of the Draft EIR commences During the time the Draft EIR is being circulated for public comment, the summary and corrections and additions sections of the Final EIR will be prepared Written comments on the Draft EIR will be responded to as soon as they are forwarded to CAJA by the lead agencies It is anticipated that some comments will be received before the end of the public circulation penod and that responses to these comments could be prepared immediately upon receipt City of El Segundo Circulation Element Update and Environmental Impact Report TL770007 02 Copyright 0 2002, IOmley -Hom and Associates, Inc CAJA will make changes to the Administrative Final EIR following its review by the City When the City has approved the Administrative Final EIR for release as the Final EIR, CAJA will print 50 copies of the Final EIR and circulate them to all appropriate agencies and individuals CAJA will also prepare and circulate the Notice of Determination Task 8 — Project Coordination /Public Participation Successful preparation of the EIR will require effective communication between the City and CAJA CAJXs expenence in managing other projects of similar scale and complexity has shown that regular working meetings provide this type of communication Attendance at various public hearings will also be required as a part of the EIR process CAJA has budgeted for a total of 10 meetings or hearings for all purposes over the course of the EIR process Attendance at additional meetings or hearings would be billed on a time and materials basis Task 9 — Statement of Facts and Findings Prior to consideration of the proposed project and certification of the Final EIR, CAJA will prepare the Statement of Facts and Findings for any significant environmental effects identified in the EIR The findings will individually identify the significant environment effects of the proposed project and provide a reasoned discussion of the appropriate findings of the Lead Agency Task 10 — Statement of Overriding Considerations Prior to consideration of the proposed project and certification of the Final EIR, CAJA will prepare the Statement of Ovemding Considerations (If required) The Statement of Overriding Considerations will describe why the benefits of the project outweigh Its significant unavoidable effects, if such effects are Identified by the EIR III Approach and Scope - Page 9 121 M" ail s.h Environmental Issues to be Analyzed in the EIR Based on a survey of the project site, discussions with City staff, and review of the RFP, CAJA will propose to analyze the following environmental issues in detail in the Circulation Element Program EIR • Transportation/Traffic • Air Quality • Noise • Geology and Soils • Hydrology/Water Quality • Land Use and Planning • Cultural Resources • Hazards and Hazardous Materials The following pages provide a summary of the content and technical approach for each environmental impact category which will be analyzed in the Circulation Element Program EIR Transportation/Traffic Evaluation of transportation and traffic Impacts will be based upon the extensive analysis and modeling that will be conducted in the process of developing the policies and programs included within the draft Circulation Element This section will address existing traffic conditions within the City, along with projected traffic conditions with and without implementation of the proposed Circulation Element Air Quality Characterize Existing Conditions. This task will involve compiling historical data from the nearest air pollutant monitoring station The number of exceedances of State and Federal Ambient Air Quality standards will be documented We will document existing ambient background carbon monoxide concentrations using the CAL3QHC dispersion model Sensitive locations will be identified for purposes of establishing existing CO "hot spot" conditions within the City CO or El Segundo Ciroulabon Element Update and Environmental Impact Report TL770007 02 Copyright 02002, Kimley -Horn and Associates, Inc CO concentration measured In parts per million will be calculated for the one -hour and eight -hour penods and compared with State standards To provide a regional context, the most recent attainment and non - attainment status designations from the California Air Resources Board (CARB) will be discussed Assess Construction Impacts. Based upon a generic construction scenano for proposed transportation improvement projects, WE will estimate the short-term air quality effects associated with construction of the proposed protect The analysis will seek to define the worst -case phase and will consider construction activities associated with site preparation and construction phases Area Source Air Quality Impact Assessment. Using the SCAQMD guidelines as well as the U S Environmental Protection Agency's (EPA) AP42 emissions factor document, all applicable sources of air emissions for each phase of the construction process will be combined into a total area source emission rate Emissions from the construction site will be quantified on a daily and quarterly basis in pounds per day and tones per quarter, respectively These emissions will be compared with daily and quarterly emissions thresholds established by the SCAQMD to determine the potential for significant impacts Mobile Source Air Quality Impact Assessment. To the extent that the construction scenano prepared for the proposed project suggests that traffic flow will be disrupted on streets adjacent to the proposed project, a mobile air quality impact assessment will be conducted for carbon monoxide This work will be accomplished using the CAL3QHC microcomputer model to determine carbon monoxide concentrations at sensitive receptor locations adjacent to the affected streets Specific consideration will be given to areas of heavy pedestrian activity as well as to the housing developments located within close proximity to the site, where either traffic speeds are reduced or the traffic is moved physically closer to sensitive areas Significant Impacts will be determined by comparing model results with CAAS and to SCAQMD incremental change criteria III Approach and Scope -Pagel 0 12 2 con atl ncealebs.h Prepare Operations Phase Impact Analysis. The Impact analysis for air quality will utilize criteria for determining significant Impacts consistent with Appendix G of the CEQA Guidelines Specific Impact methodologies employed will be as follows The air quality assessment will be prepared to satisfy the requirements of the SCAQMD Specific analysis will include Daily Emissions Mobile emission rates will utilize the most recent EMFAC7F series factors required by SCAQMD, emission factors will be generated using the Caltrans EMFAC7F microcomputer program or the CARB URBEMIS 7 or Bunsen 7G programs Mobile emissions rates will be applied to vehicle miles of travel statistics for citywide traffic Carbon Monoxide Hot Spots The roadside carbon monoxide analysis will be conducted In accordance with the procedures established by US EPA and SCAQMD In the carbon monoxide modeling protocol document Specific attention will be given to two classes of roadway intersections First, analytical priority will be given to intersections that will be expected to operate at LOS E or F Second, Intersections that will be adjacent to sensitive land uses will be evaluated The CAL3QHC microcomputer carbon monoxide dispersion model will be used at intersections that may be substantially affected by the project Identify Mitigation Measures. We will select mitigation measures that will either eliminate or substantially reduce any Identified air quality Impacts Mitigation measures will be selected to ensure that performance standards are met and that the measures are feasible and enforceable Measures will address both short-term and long -term aspects of the project Noise To supplement existing noise data sources, we will conduct field measurements using a Type II sound level meter capable of out - putting a printed record and time histograms Measurements will be conducted during the peak travel hour and off peak penods to assist In characterization of noise level vanations in the project vicinity throughout the day City of El Segundo Circulation Element Update and Environmental Impact Report TL770007 02 Copynght 02002, Kimley -Horn and Associates, Inc U N D 0 Assess Construction Impacts. Based upon a generic construction scenario for proposed transportation Improvement projects, we will estimate the short-term noise effects associated with construction of the proposed project The analysis will seek to define the worst -case phase and will consider construction activities associated with site preparation and construction activities Mobile Noise Sources. To address the Impact of heavy trucks accessing the construction site during excavation and foundation phases of the project, Caltrans Sound 32 microcomputer model will be used in conjunction with truck traffic volume estimates to simulate the added noise from local roadways As In the case of stationary noise sources, ambient/existing noise conditions will be established through a representative sound - monitoring program In the project vicinity In addition, noise levels will be estimated using the Sound 32 model for sensitive receptor locations throughout the City to assess the future noise levels from the changes In traffic levels that would result from Implementation of the Circulation Element programs and policies Identify Mitigation Measures. We will select mitigation measures that will either eliminate or substantially reduce any Identified noise Impacts Mitigation measures will be selected to ensure that performance standards are met and that the measures are feasible and enforceable Measures will address both short-term and long -term aspects of the project Geology and Soils CAJA will prepare the analysis of geotechnical /seismic considerations for the Program EIR Existing geotechnical conditions within the City will be taken from the City's General Plan and General Plan EIR, which Identify existing local and regional geologic /seismic hazards (faulting, seismicity, dam failure), geologic conditions, and site stability (erosion, hillside conditions) conditions In addition, maps of Seismic Hazard Zones released by the California Division of Mines and Geology will be consulted regarding liquefaction hazards III Approach and Scope - Page 11 123 �^^ �L, ad nsorJS, he ajar it C I T Y O F E L S E G U N D O State Alquist -Pnolo zone maps and 1990 Los Angeles County General Plan seismic study will be also be consulted regarding groundshakmg hazards The purpose of this analysis will be to Identify any potential geotechnical or seismic Issues that could affect transportation Improvement projects Identified in the proposed Circulation Element Mitigation measures will be focused on defining requirements for site specific Investigations for future Improvement projects located within Identified hazard areas All other projects will be subject to building code requirements designed to address known conditions throughout the City of El Segundo Hydrology/Water Quality CAJA will prepare the analysis of drainage, hydrology, and water quality considerations for the Program EIR Existing drainage infrastructure and areas of potential flooding hazard within the City will be identified from the City's General Plan, General Plan EIR, and additional coordination with the Department of Public Works as required In addition, FEMA flood hazard maps will be consulted regarding potential flooding hazards The purpose of this analysis will be to identify any potential issues related to drainage or flooding that could affect transportation improvement projects Identified In the proposed Circulation Element Water quality issues during construction will be addressed in the context of countywide construction runoff requirements and the Los Angeles County Standard Urban Stormwater Management Plan (SUSMP) Mitigation measures will be focused on defining requirements for site specific investigations for future Improvement projects located within Identified hazard areas with respect to drainage and flooding and implementation of Best Management Practices (BMPs) with respect to runoff water quality Land Use and Planning CAJA will evaluate the proposed Circulation Element for compliance and consistency with established plans, policies, and regulations, Including the City of El Segundo General Plan and Regional Comprehensive Plan and Guide (RCPG) The analysis will focus on the extent to which the proposed Circulation Element would Implement or hinder Implementation of relevant policies City of El Segundo Circulation Element Update and Environmental Impact Report TL770007 02 Copyright 0 2002, Kim/ey -Nom and Associates, Inc Cultural Resources CAJA will prepare the analysis of cultural resource considerations for the Program EIR The location of potential areas of sensitivity with respect to cultural resources will be taken from the City's General Plan and General Plan EIR The purpose of this analysis will be to identify any potential cultural resource issues that could affect transportation improvement projects identified in the proposed Circulation Element Mitigation measures will be focused on defining requirements for site specific investigations for future improvement projects located in the vicinity of identified cultural resources Hazards and Hazardous Materials CAJA will prepare the analysis of hazardous material considerations for the Program EIR The location of potential areas of sensitivity with respect to hazardous materials will be taken from the City's General Plan, General Plan EIR, and other development projects recently completed In the City The purpose of this analysis will be to Identify any potential hazardous materials issues that could affect transportation Improvement projects Identified In the proposed Circulation Element Mitigation measures will be focused on defining requirements for site specific Investigations for future Improvement projects located in the vicinity of identified hazardous materials conditions Optional Task — Land Use Element The scope of work presented above assumes that the Program EIR for the proposed Circulation Element will be limited to addressing the potential environmental impacts of proposed transportation improvement projects and the effects associated with projected traffic levels resulting from Implementation of proposed Circulation Element programs and policies In the event that, during development of the proposed Circulation Element, the City identifies amendments to the General Plan Land Use Element that are required to be evaluated In the Program EIR, the following additional scope of work will be required In order to address the potential environmental Impacts of such amendments III Approach and Scope - Page 12 124 d R.=W C20❑ ar.J. Land Use and Planning Population, Housing, and Employment CAJA will evaluate the proposed amendments to the Land Use Element for compliance and consistency with established plans, policies, and regulations Including the existing City of El Segundo General Plan and Regional Comprehensive Plan and Guide (RCPG) The analysis will focus on the extent to which the proposed Land Use Element amendments would implement or hinder implementation of relevant policies In addition, the overall land use pattern that would result from proposed changes in the Land Use Element will be evaluated to identify areas where land use conflicts could potentially occur If such potential circumstances are Identified, mitigation measures will be Identified and will be focused on establishing a process and criteria for addressing site specific incidences of land use conflict Public Services CAJA will evaluate the potential Impacts of proposed land use changes on the provision of public services (police, fire, schools, parks, libraries) CAJA will confer with appropriate City Police and Fire Department personnel relative to the potential impact of the buildout of the City In accordance with the amended Land Use Element upon police and fire protection services Coordination with appropriate school districts, the City's Recreation Department, and Public Library sources will also be undertaken to obtain data on existing conditions and assess Impacts with regard to schools, parks, and libraries With regard to schools, the most current Information on school Impact fees will be reflected Utilities CAJA will confer with appropriate personnel In the Department of Public Works to determine If the project can be satisfactorily served by the existing water distribution, sanitary sewer, and solid waste collection /disposal systems CAJA will also contact utility agencies with regard to assessing the adequacy of natural gas and electricity services to be delivered to the City to accommodate future development under the amended Land Use Element Cdy of El Segundo Ciroulahon Element Update and Environmental Impact Report TI-770007 02 Copynght 0 2002, IGmley -Hom andAssociates, Inc CAJA will conduct the housing, population, employment, and socioeconomic Impact analysis for the Program EIR Existing population, housing, and employment characteristics will be compiled for the City using census data and the most current SCAG projections Projected Increases In population and employment under the amended Land Use Element will be calculated using commonly accepted factors Projected changes in population, housing, and employment resulting from the amended Land Use Element will be compared to projections In local plans and SCAG forecasts Aesthetics /Urban Design/Light & Glare CAJA will evaluate the aesthetic and urban design Impacts from the projected development expected to occur under the amended Land Use Element The existing urban design character of the City will be described In general terms encompassing development density, building height and massing, architectural and historic resources, color, condition and open space, along with roadway and sidewalk characteristics Subareas possessing common visual characteristics within the City will be identified as appropriate to assist in describing the general visual character of the City Impacts to the urban design character of the City will be evaluated based on allowable uses, building height, and density under the amended Land Use Element Appropriate photographs and other illustrations will be Included Vantage points and urban design subareas will be identified In consultation with City staff CAJA will also review the potential aesthetic and urban design character of future development In the City within the context of existing urban design policies Mitigation measures for future development projects within the City will be consistent with these established procedures CAJA will evaluate the existing night lighting and daytime glare conditions of the City, based on a visual survey of the area CAJA will assess the potential lighting impacts of potential development resulting from the amended Land Use Element based on expected generalized conditions, since specific project design data will not be available III Approach and Scope- Page 13 �J rM❑ antl ABBOCNk6,Yc Consideration will be given to lighting needs and Impacts on adjacent sensitive land uses and pedestrian ways Potential light and glare Impacts will be also evaluated In the context of any City of El Segundo regulations pertaining to nighttime lighting and glare Mitigation measures will be structured to provide guidance to future development projects In developing specific lighting plans In addition, issues are Identified in the scope of work for the proposed Circulation Element Program EIR that would be addressed through sensibvdy analysis based on General Plan information (I e, geotechnical /seismic, hydrology /water quality, cultural resources, hazardous materials) Under this optional task, the sensitivity analysis for these issues would be expanded to include areas where future land uses could change as a result of implementing the amended Land Use Element The analysis will Identify areas where future development under the amended Land Use Element could potentially be affected by the conditions addressed In these sections Land Use Element Update (if needed) We will review the current Land Use Element and Identity definitions, goals, objectives, and policies that may need to be amended to accurately reflect new direction that the City wishes to pursue in the Corporate Office and Urban Mixed Use land use designations Text will be prepared to describe the current planning process and the conditions /issues identified that led to the proposed changes Appropriate amendments to existing definitions and policies, or new policy language, will be drafted as needed to accomplish the City's goals Table LU -3 will be updated to amend buildout projections within the Corporate Office and Urban Mixed Use categories If data for the remaining categories Is available from other City sources, the entire table can be updated It is assumed that there will not be amendments to the Land Use Map (Exhibit LU- 4) as a result of this study A review of the remainder of the General Plan will be conducted to identify any other policy inconsistencies that may occur as a result of this study Minor language changes In descriptive text or policies will be drafted and recommended as needed City of El Segundo Circulation Element Update and Environmental Impact Report TL770007 02 Copynght 02002, Kimley -Horn and Associates, Inc Any need for additional research or specialized studies that may be required to address Inconsistencies will be Identified, but such research or studies are not part of this proposal The proposed fee for this optional task Includes two meetings with City staff, one planning commission hearing, and one City Council hearing III Approach and Scope - Page 14 WMWW 12 r; EL SEGUNDO CITY COUNCIL MEETING DATE November 19, 2002 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION Consideration and possible action regarding approval of extension of Agreement with the City of Manhattan Beach for Median Landscape Maintenance of Rosecrans Avenue RECOMMENDED COUNCIL ACTION. (1) Approve second Amendment to Median Landscape Maintenance Agreement with the City of Manhattan Beach, (2) Authorize the City Manager to execute the Amendment on behalf of the City, (3) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION: The cities of El Segundo and Manhattan Beach entered into the Median Landscape Maintenance Agreement on the 31 day of May 1977 The agreement was for 20 years ending on the 301h day of June 1997. In July of 1997 both cities extended the agreement for a period of 5 years, ending on the 30" day of June 2002 Staff from both cities feel this agreement has worked well in the past and recommend continuing the Agreement for a ten -year period The agreement calls for the City of Manhattan Beach to maintain the median on Rosecrans Avenue from Highland Avenue to Sepuveda Boulevard. The City of El Segundo is to maintain the median from Sepulveda Boulevard to Aviation Boulevard ATTACHED SUPPORTING DOCUMENTS 1) Second Amendment to Agreement 2513,2) Original Agreement between the Cities of Manhattan Beach and El Segundo (May 3, 1997) FISCAL IMPACT. None Operating Budget Amount Requested- Account Number- Project Phase. Appropriation Required- _Yes x No Mark Trujillo, Acting Park Mai tenance Superintendent , Director Recreation and Parks Mary Strenn, Manager 5 12 SECOND AMENDMENT TO AGREEMENT NO. 2513 BETWEEN THE CITY OF EL SEGUNDO AND THE CITY OF MANHATTAN BEACH FOR MEDIAN LANDSCAPE MAINTENANCE OF ROSECRANS AVENUE BETWEEN HIGHLAND AVENUE AND AVIATION BOULEVARD THIS SECOND AMENDMENT ( "Amendment') is made and entered into this 19TH day of November 2002, by and between the CITY OF EL SEGUNDO, a general law city and municipal corporation existing under the laws of California, and the CITY OF REDONDO BEACH, a general law city and municipal corporation existing under the laws of California This Amendment extends the term of Agreement No 2513 until November 19, 2012 2 This Amendment may be executed in any number or counterparts, each of which will be an original, but all of which together shall constitute one instrument executed on the same date Except as modified by this Amendment, all other terms and conditions of Agreement No 2513 will remain the same. CITY OF EL SEGUNDO, a general law city Mary Strenn, City Manager ATTEST Cindy Mortesen, City Clerk APPROVED AS Mark D Hensler Ltz Karl H Berger, Assistant City i CITY OF MANHATTAN BEACH a general law city C W-19M AGREEMENT BF,TWE'IU THE CITIES OF - wL IqWA �A- MANHATTAN BEACII AND E7, SEGUNDO %("� I EC S 142' J mveY ;7=1 FOR THE MEDIAN LANDSCAPE MAINTENANCE OF ROSECRANS Ez..'a vr' AVF,NUE BFTHEEN HIGHLAND AVENUE AND AVIATION BOULEVARD( /�csQq THIS AGREEMENT, made and entered into this -3rd day of May , 1977, between the CITY OF MANHATTAN BEACH and M% the CITY OF EL SEGUNDO, municipal corporations of the County of Lose Angeles, State of California, is made with respect to the following facts: -/- � G N 1. Rosecrans Avenue, between Aviation Boulevard and Highland Avenue is on the Select System of Streets for the Cities of Manhattan Beach and E1 Segundo with the City boundary generally coinciding with the center line of Rosecrans Avenue, 2, The two cities desire to jointly maintain median island landscaping, irrigation system and appurtenances on Rosecrans Avenue between Aviation Boulevard and Highland Avenue. 3. Title 1, Division 7, Chapter 5, Article 1 of The Government Code of the State of California (Sections 6500 to 6513, Inclusive, providini, for ,joint powers agreements between public agencies as defined in Section 6500 of the Government Code) gives authority for the ,joint accomplishment such projects. NOW, THEREFORE., IT IS MUTUALLY AGREED AS FOLLOWS; A. The scope of the landscape maintenance shall include all trees, shrubs and ground cover, irrigation system, water supply and appurtenan- ces within the median island of Rosecrans Avenue between Aviation Boule- vard and Highland Avenue. B. The City of Manhattan Beach wall perform all maintenance functions for the Rosecrans Avenue landscaped median from Highland e °'""'%[venue to Sepulveda Boulevard. Certified to b, e true copy 0 Wil documo i on tie in my 1 oftep.g� C. The City of El Segundo .^,ball perform all maintenance functions for the Rosecrans Avenue landscaped median from Sepulveda Boulevard to Aviation Boulevard. D. It is mutually understood and agreed that any major changes in the type or amount of landscaping as it exists shall be done only with the concurrence of both parties. E. This contract shall become effective on the date mentioned above and shall run for a twenty (20) year period beginning July 1, 1977 and ending, June 30, 1997. F. Notwithstanding the provisions of Paragraph G above, either party may terminate this agreement as of the first day of July of any year upon notice in writing to the other party of not less than two (2) calendar months prior to the date of termination. The CITY OF. MANHATTAN BEACH and the CITY OF EL SEGUNDO have caused this agreement to be approved by the City Councils of said Cities with authority that the same be executed by the respective Mayors and City Clerks of said Cities, the day and year first hereinabov� written. ATTEST: / i v erc (SEAL) ATTEST: CITY OF EL SEGUNDO City ulerrk Mayor Pro Tempore SEAL) 9my Clerk of I M. /`M, .., i 131 APPROVED /ASS too�FOR Crtr ATinxN[Y CerNed to be • true Copy of Wd document on Me In my ORke 9my Clerk of I M. /`M, .., i 131 vVw IWU,, a Il • • A C U. : _ • • U: ►•: �: : : 4 I I '• I• •� U : ►I U: • j•► This AGREEMENT, made and entered into thisl_6.tbday of JUNE , 1997 between the CITY OF MANHATTAN BEACH and THE CITY OF EL SEGUNDO, municipal corporations of the County of Los Angeles, State of California, is made with respect to the following facts I On May 3, 1977, the parties entered into an agreement to provide for median landscape maintenance of Rosecrans Avenue between Highland Avenue and Aviation Boulevard ( "Original Agreement ") This Original Agreement is set to expire on June 30, 1997. The parties desire to extend the term of the Original Agreement for a period of five (5) years NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS: A The term of the Original Agreement shall hereby be extended for a period of five (5) years so that the term of the Original Agreement shall now expire on June 30, 2002. The CITY OF MANHATTAN BEACH and The CITY OF EL SEGUNDO have caused this AGREEMENT to be approved by the City Councils of said cities with the authority that the same may be executed by the respective Mayors and City Clerks of said Cities. T- Attest. Clerk (Seal) Attest. s Vandscap wpd t' Y"3 soil tit 43613 yrf:• - 'r' tar? ,ltyXpN rtslf >,,i•ter.1 CITY OF MANHATTAN BEACH ? ayor CITY OF EL SEGUNDO M1 p May �r n, 13 0 219 CITY OF MANHATTAN BEACH MEMORANDUM TO: Honorable Mayor and Members of the City Council THROUGH: Geoff Dolan, City Managerip FROM: Neil C. Miller, Director of Public Works O i DATE: July 15, 1997 SUBJECT: Approve Extension of Agreement with the City of El Segundo for Median Landscape Maintenance of Rosecrans Avenue RECOMMENDATION: That the City Council pass a motion to extend the Median Landscape Maintenance Agreement with the City of El Segundo and sign the agreement that was approved by the El Segundo Council at their meeting held June 16, 1997. BUDGET IMPLICATION: K- No increase in the budget or allocation of funds are needed. DISCUSSION: The cities of El Segundo and Manhattan Beach entered in the Median Landscape Maintenance Agreement on the 3 day of May 1977. The agreement was for 20 years ending on the 30" day of June, 1997. The staff from both cities feel that this agreement has worked well in the past and recommend continuing the agreement for a 5 -year period. The agreement calls for the City of Manhattan Beach to maintain the median on Rosecrans from Highland Avenue to Sepulveda Boulevard. The City of El Segundo is to maintain the median from Sepulveda to Aviation. ALTERNATIVES: 1. Approve the 5 -year extension. 2. Provide other direction. Attachments: Agreement Extension Current Agreement 13 ;; EL SEGUNDO CITY COUNCIL MEETING DATE: November 19, 2002 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Consideration and possible action on the awarding of RFP No. # PA02 -18 (Fire Uniforms and Accessories) to the most responsive bidders, and authorize the City Manager to execute the three (3) year agreement with a renewal option for an additional three (3) year period, for a maximum total contract lenqth of six (6) vears (1) Award the three (3) year contract to Keystone Uniforms, Carmen's Uniforms, Uniforms Inc., and Long Beach Uniform as the Fire Department's primary suppliers of uniforms and accessories. (2) Authorize the City Manager to execute the three (3) year agreement and to exercise the renewal option for an additional three (3) year period, if in the City's best interest. (3) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION: The City's Fire Department has 60 employees who require initial issue or replacement uniforms at some point in time This includes sworn suppression personnel as well as fire prevention staff. RFP #PA02 -18 was issued to four (4) companies on August 22, 2002 Completed bids were due back on September 10, 2002 Responses were received from Keystone Uniforms, Carmen's Uniforms, Uniform Inc., and Long Beach Uniforms. Continued ATTACHED SUPPORTING DOCUMENTS: Uniform bid matrix FISCAL IMPACT: Operating Budget: N/A Amount Requested: 0 Account Number: N/A Project Phase: N/A Appropriation Required: _Yes x No • - e ee- Chief REVIEWED BY: DATE: 4,) Mary St nn, City Manager 6 1311, BACKGROUND & DISCUSSION (continued): The four responses were evaluated with the following criteria: location, experience, facilities, inventory, cost, and responsiveness to Department needs. The attached "Fire Uniforms and Accessories Bid" Matrix summarizes the four vendors' bids. The matrix does not contain the prices of all the items on the original bid, only those that are regularly purchased. The matrix shows that the low bidder varies depending on the item to be purchased. After evaluating the four bidders, it appears that all are qualified to meet the Fire Department's needs Therefore, staff recommends that all four vendors (Keystone Uniforms, Carmen's Uniforms, Uniforms inc., and Long Beach Uniform) be selected as Fire Department suppliers of uniforms and accessories This allows us to purchase individual items from the lowest priced bidder and similarly priced items from the closest vendor, therefore reducing travel time and increasing savings to the city. All of the bidders are aware that the recommendation is to award the contract to four companies. Based on all factors involved, it is recommended the City Council award the Fire Uniforms and Accessories contract to Keystone Uniforms, Carmen's Uniforms, Uniforms Inc, and Long Beach Uniform. In addition, authorize the City Manager to exercise the renewal option for an additional three (3) year period, if in the City's best interest. 135 a) t N c O W 0 Z LO CMm M N 7 O Cl) 0 LL O W 13G CD co 00 C', 0 N 0 a) 0 In 0 O 0 co O FC) 00 m m a) M to ]]]]T N N V M 0] F cm c 47 (n n O cn n cn n (n m N O 00 m m m M 117 m In m (n Jn �- V N V co V m m M m M d. c a0 m m m � n M co O O O O O O O O O O O O O O S, 20 O (O D � M o O o M O M M U� In O V m m m y cn O n m m co m N a7 O co n m (n 0 n CO co m m r 00 0 V c N n n CO m .- LO m n (D N v (n E a O n M U to (n r I!) 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NONE RECOMMENDED COUNCIL ACTION: (1) Waive the formal bidding process per the Municipal Code; (2) Authorize purchase and installation of a low power AM radio station through single source vendor (ISS, Inc ); (3) Authorize the City Manager to execute a standard city Professional Services Agreement on behalf of the City; (4) Authorize staff to seek and purchase, using alternative funding resources, radio- controlled electronic warning beacons (approximately 20) to alert the community of an emergency, (5) Alternatively discuss and take other action related to this Item. BACKGROUND & DISCUSSION: On May 31, 2001, the City of El Segundo was awarded grant funding in the amount of $23,000 00 for a low power AM radio station. On November 7, 2001, the City Council approved in -kind funding of $5,000 00 to support costs for labor, installation and other costs needed to complete the AM radio project, bringing the total of project funding to $28,000.00. The November 7'h Council action authorized the City Manager to sign and execute an agreement between the City of El Segundo, the State of California Office of Traffic Safety (OTS), and Department of Transportation ( Caltrans), . (continued on next page) ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Capital Budget: $28,00000 Amount Requested: $28,00000 Account Number: 001- 400- 3255 -8104 Project Phase: Phase 2, November 1, 2002 to May 31, 2003 Appropriation Required: _Yes X No ORIGINATED BY: DATE: Fire REVIEWED BY: DATE: Mary Stre City Manager ovol30Z 7 1311 BACKGROUND & DISCUSSION (Continued from page 1): for the purchase, acquisition, and installation of a low power AM radio station The contracts were signed and the project was implemented on May 1, 2002. Staff completed frequency testing and analysis in June and an application filed to the Federal Communications Commission (FCC) in July 2002. The project contracts were signed and the project was started on May 1, 2002 after a 6 -month state procedural delay The project contract period was then extended to May 31, 2003 to complete purchase and installation. On October 1, 2002, the FCC issued the City of El Segundo a 10 -year renewable license (W PWA795 — 1040 KHz AM) to operate the radio station. The FCC approved installation of the station at 400 Lomita (Water Plant). Per discussions with our radio communications staff, approval from FAA is not required due to the lower power, short antennae, and the nature of the project The proposed project is exempt from the requirements of the California Environmental Quality (CEQA) Guidelines, pursuant to Section 15303, Class 3. In October 2002, the Low Power AM Radio Station User's group (comprised of representatives from Police, Fire, CEDS, Public Works, Recreation & Parks, ISD, and Community Cable) met and reviewed the project with the Emergency Services Coordinator (Project Manager) This group is also assisting in the development of operational guidelines. The Fire Department is ready to initiate a purchase based on the following recommendations from the user's group: 1 Purchase from a single source vendor. Information Station Specialists, Inc (ISS) - Model "AM Alert" Emergency Advisory Radio System The Emergency Services Coordinator researched AM radio vendors in the United States ISS is one of two vendors that produce low power AM radio systems. The other vendor only produces high -end, large commercial radio systems (e.g. state and federal highways). The ISS system follows similar system designs at LAX, Torrance, Malibu, and Culver City The ISS system is self - contained It receives NOAA (weather /tsunami), and EAS (Amber) Alerts. The ISS system is expandable with the following standard features and options. a, Transmitter, pre -wired ground plane antenna, digital message programmer in dual -door, rack -mount security cabinet. With all wiring, mounts, metering, connectors and instructions (standard). b. 4 -day battery for uninterrupted broadcasting (standard). c 14 3 minutes for stored message blocks (standard). d Instant trigger messages— allows instant recording of messages from a landline or cell phone (shelter in place, evacuations, safety messaging). e Expandable coverage (standard feature) 1 Live cut -in feature and feeds —through telephone line (optional). 2 Electronic Flashing Beacons, self - contained, w /encode /decode feature, solar powered battery (4 -day capacity) (optional) 2 With remaining grant funds, purchase warning beacons (cost: $2000 each) 3 Staff will seek alternative funding sources to allow for the purchase of the additionally needed optional warning beacons (approximately 20) to be placed at major roadways, intersections, and schools. We will seek funding through donations and publiclprivate partnerships with our community resources (civic groups /organizations, and local business & industry) 4 Educate the public on the radio system through press releases, presentations, and other resources (Community Cable) to increase awareness in the community in the first year of operation 138 EL SEGUNDO CITY COUNCIL MEETING DATE: November 19, 2002 AGENDA ITEM STATEMENT AGENDA HEADING- Consent Agenda AGENDA DESCRIPTION: Consideration and possible action authorizing the City Manager to execute a professional service agreement with Bob Murray & Associates for an amount not to exceed $23,500 for the purpose of providing executive search services (Fiscal Impact - $23,500) RECOMMENDED COUNCIL ACTION: 1) Authorize the City Manager to execute a professional service agreement with Bob Murray & Associates for the purpose of providing executive search services, 2) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION, Staff solicited bids from the firms of Maximus, Bob Murray & Associates and Shannon Executive Search for the purpose of providing executive search services. The firms contacted represent the top search firms in California, and the City has utilized the principals from all three firms in the past Staff completed a comprehensive analysis of the three proposals based on price, experience, quality of proposed work and reputation A summary of that analysis is attached as "Table 1." Staff is recommending that the City Council authorize the retention of Bob Murray & Associates largely on that firm's reputation for successfully soliciting interest from quality applicants from throughout the State ATTACHED SUPPORTING DOCUMENTS: Table 1 — Staff Analysis of Search Firm Proposals FISCAL IMPACT: $23,500 Operating Budget: $70,000 Amount Requested. $23,500 Account Number. 001 -400- 2901 -6244 Project Phase* NIA Appropriation Required, _Yes X No ORIGINATED. , DATE: November 12, 2002 I :ys IXL /L • 13's i C a) N .3 $a � O Na E aLL r ` M C N O w O V �N O Q O vM a! U) B 140 w� U N> 'a yy y �cu c m O •L.. U 7 O a ca U iC U c c O cn N N y CL 0 X cc ° c to U 0 ai U a 'a m >< uJ � o- 0Ni a� o d T a7 a) N N a) ca X U N j O. m C U Co C L =3 ��° 3"rn,°c d 0C M) t> ° o. (n a� n ca c o V G7 fn LL .00 L N a7 Y V) a7 a7 7 CL N M U O- N 7 07 d V 00 O c W 47 m EEwo� a) `moa) N a c 3a'EEa� c G t o �• a m v°i aTi a°Q- � c °U m E 2 �0in a>i 3 C C N fn CL gO a) Y c X `O ai c a) O O C= a7 E 7 a) ca al — N �= O cn C fn (0 N a) 6 c c E a) Fu c T` o f w V o a� yti >U a' jj° ca'rnw �E ty�°ya)52 cw y ma c`UOo U n5� E «a � °cw X mm n_ L U c L x524 ca>>L co 0 a> CO CD a) v 3 a3 U U c U-0 E myw (n u T O O w O E O L 0 L L c EZ O -_ aE o co a° w �U) c L U� aci p. �c°i'a 300 3 °oc a7 U m e c y -0 co E.° c m E u EL'S Y E @� Y E NY 0 �3° ALL o0EU 3V Yw ooEcn 3U,=,Y y c n acmm a Qi T Q)w a aJ T a)w- a=i ca N O w a7 0 -° a7 to -° O y ), Z' c`0 a) a a o '° U U �« a a) c '° V U c Q) a) °- �+ L) N Z. a) @ m cn E g y cu cn C c 0 0 y c6 CO O N c C U V N d Q V L_ U �O V L °U U z c a m 0- m° a` 3 a` c 3-0 +� fn N H CD N O N w p o O N cn aa) aa) 0 V m m 6q CL x Q CL x O y m co o �°n CD CD c 613, °o z E N CL N _ aN p` CD C O OlOn Y. C 00 0 y O - W a) n O O a r h 6 +, + Cd 64 f0 EA a) F b4 0 F EA o 40 E > LL 06 N O T y x y 2 a) W E 7 m m U C L Z N X c 2 m Q Cn fn 140 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT MEETING DATE: November 19, 2002 AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding award of contract to BKM Total Office of California L P , for City Hall Improvements Phase 1— Approved Capital Improvement Program (Fiscal Impact = $44,250 00) RECOMMENDED COUNCIL ACTION. Recommendation — (1) Recommend that City Council waive the formal bidding process per the Municipal Code, and approve the City's use of U S Communities, Fairfax County, VA, competitively solicited MasterAgreement #RQ01- 411313 -16, for office furniture with Steelcase (manufacturer) and award contract to the authorized distributor and installers BKM Total Office of California L P , in the amount of $44,250 00, (2) Authorize the City Manager to execute a standard City Professional Services Agreement on behalf of the City, (3) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION. In mid 2000, a Council subcommittee was formed that included a Council Member, the City Manager and two department heads working with Chelsea Design Group, to establish design and color standards for future City Hall improvements Office furniture finishes were among the areas established The office furniture colors and patterns selected by the sub - committee and approved by the City Council are manufactured by Steelcase (continued) ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Capital Improvement Program: $760,100.00 Amount Requested, $44,250.00 Account Number, 301 - 400 -8201 -8475 Project Phase, Award of contract Appropriation Required: No ORIGINATED BY: DATE: //Y� /)I 11-12--02- Bret Plumlee Director Administrative Services REVIEWED BY: DATE: Mary trenn, City Manager 0 141 BACKGROUND & DISCUSSION cont.. Currently City Hall is on the list of approved Capital Improvement Projects. Phase 1 includes office furniture for (10) workstations as a component of this capital improvement program Some of the office furniture installation work will be completed after hours and on weekends to minimize disruption to the public and staff Staff recommends award of the U S Communities Master Agreement to BKM Total Office of California L P for phase 1 (East Wing) The total cost of this phase is $44,250 14 2 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION MEETING DATE November 19, 2002 AGENDA HEADING Consent Agenda Consideration and possible action regarding an agreement with JCM Facilities Planning and Management for professional architectural services for City Hall Improvements Phase 2 — Approved Capital Improvement Program — Protect No PW 02 -19 — (estimated cost of service = $17,500 00) RECOMMENDED COUNCIL ACTION. Recommendation — (1) Approve the standard consultant agreement, (2) Authorize the City Manager to execute the agreement on behalf of the City, (3) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION. On September 4, 2001, the City Council authorized staff to solicit proposals from consultants to provide design and construction support services for City Hall improvements (Additional background and discussion on the next page. ) ATTACHED SUPPORTING DOCUMENTS None FISCAL IMPACT: Capital Improvement Program Amount Requested Account Number. Project Phase Appropriation Required $666,35000 $ 17,500 00 301 - 400 - 8201 -8475 Agreement for professional architectural services No ORIGINATED BY n DATE November 12, 2002 Gti Andres Santamana, Director of Public Works REVIEWED BY. ti Mary Strenn, 1117_r111=111 10 200211119 — nrchne=rai sernces for cM Hall Improeemenls Phase z 24 BACKGROUND & DISCUSSION: (continued) Twelve (12) firms obtained Requests for Proposals, and six (6) firms attended the pre - proposal job walk The City received the following proposals JCM Facilities Planning and Management $17,50000 WMM Associates (Proposal contained only hourly rates) Staff reviewed the proposals and recommends retaining JCM Facilities Planning and Management to provide the professional architectural services JCM Facilities Planning and Management have recently provided satisfactory architectural services for other clients The scope of the consultant services includes preparation of plans and specifications for construction, bidding, and construction support services Phase 2 will address ingress /egress to West Garden Area, renovation of West Garden Room, new conference room and retrofit Administrative Services office space 300211119- Amhfteural sei,cea Jar cM Hall Impmvements Phase 14 t EL SEGUNDO CITY COUNCIL MEETING DATE November 19, 2002 AGENDA ITEM STATEMENT AGENDA HEADING Consent Agenda AGENDA DESCRIPTION. Consideration and possible action authorizing staff to advertise the installation of an ADA elevator at City Hall (350 Main Street) — Project No PW 02 -18 — Approved Capital Improvement Program — (Estimated cost = $300,000 00) RECOMMENDED COUNCIL ACTION, Recommendation — (1) Authorize staff to advertise the project again for receipt of construction bids, (2) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION The City Council, on July 2, 2002, adopted plans and specifications for City Hall improvements and authorized staff to advertise the protect for receipt of construction bids The project includes installing one (1) interior ADA approved elevator from the basement to the first floor, including demolition, removal, realignment and re- installation of partitions, door assemblies, floor systems and mechanicals to accommodate the elevator installation On the November 12, 2002 bid opening, the City Clerk did not receive any bids, although extensive advertising was conducted Upon contacting various companies which specialize in this type of installation, the City was Informed that they had been previously occupied on other projects but that they were now available to bid Based on this information, staff recommends going out to bid on this protect again ATTACHED SUPPORTING DOCUMENTS. None FISCAL IMPACT None at this time Capital Improvement Program $666,35000 Amount Requested. Account Number; 301 -400- 8201 -8475 Project Phase, Appropriation Required- No ORIGINATED BY- � DATE. November 13, 2002 Andres Santamarta, Director of Public Works 20021119 - Installation of ADA Elevator at Qty Hall 11 145 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION MEETING DATE November 19, 2002 AGENDA HEADING- Consent Agenda Consideration and possible action to approve Tract Map No 53334 which encompasses 210 and 214 Whiting Street RECOMMENDED COUNCIL ACTION- Recommendation — (1) Approve Tract Map No. 53334, (2) Alternatively discuss and take other action related to this Item BACKGROUND & DISCUSSION Tract Map No. 53334 is a subdivision to consolidate two (2) lots (210 and 214 Whiting Street) to construct a seven (7) unit condominium project The environmental assessment on this project was approved by the City Planning Commission on April 12, 2001 The tract map is ready for approval by the City Council After approval, the map will be recorded in the County Recorder's Office ATTACHED SUPPORTING DOCUMENTS* Location map FISCAL IMPACT, None Capital Improvement Program Amount Requested: Account Number. Project Phase Appropriation Required- ORIGINATED BY. � /J DATE. November 12, 2002 Andres Santamana, Director of Public Works REVIEWED BY DATE !/ Mary Strenn, City Man er -12 20021119 —Approve Tract Map No 53334 14t') I L- I HOLLY Aug I R •° - GRAND ;o .° � 40 ,rJSae1 �• o _ Ell ax No s° N ^ ®19 317 g 15 2 5 4 dMi 18 5 3` lo, w w S 17 307 s Z 16 357 2 R F w f rn no - -- ' 17 U551 -- - R 7 f w w F N 3 R 4 ° w 'Re 26 347 — u c__° a5 S� 8133 °10 •° - GRAND ;o .° � ,xe ` 2 7 �• o _ n4 ax No Z N ^ ®19 317 g 15 2 5 4 dMi 18 5 IB 5 lo, w w S 17 307 207 6 - N w . R 16 p sn a •° - GRAND ;o .° � ,xe i ICLIIi �• o _ n4 ax N Z N ^ I/2 •213 g 15 2 5 4 F" 216 4 5 IB 5 lo, w w S -1011 21 207 6 - N w . R -- 05 ° S 1 0 309 Lki IN B• O w a IL FRANKLIN Z ,xe .356 20 8 �• o yi - 52 21 O N Y 46 22 3 N ° •222 n 338 24 3 g 15 2 5 uN1r 14 223 216 4 13 ME IB 5 6 -1011 21 •0 •E 40 71 We 100 i p] i NN B 203 a IL FRANKLIN Z ,xe .356 20 8 357 yi - 52 21 ,•s 25 Y 46 22 3 37 Util� 349 T � 8 42 23 g e 8 tt 338 24 3 28 29 3 32 I .3 0 2 -- 30 g�3 139 3 Y 31 3 Y 4 3 32 317 _ 313 '•s 6 3 308 7 S S 1 0 309 3048 1' l 2 4 P e ! 30 a IL FRANKLIN Z ,xe 145 3 •0 146 I N 22 ee c e 5j 143 2 S P -1021 P •13_8 S 21 MD 139 3 Y S 138 31_/2 2 e S 16 1 1 y- 135 4 S y l 2 4 S 1 13] as eo 1° > a5 S� 8133 °10 `g —12 C 6 e 17 13 II ° 123 7 S 124 7 16 129 2.6 a - ixnn R; 120 8 15127 U P ° f w•.-ns °(•_ql BINDEfl-- Z I{ W N Om a +) °, eo ° <S so So 50 SO 45 = > 5:9 10 R _ t3 �9 CIO 1 „12 „13 14„ 3 F - yl� � J 4. n5. �JI {/ 614 Sec C°+ ?RAcT MO�P 5333¢ L - GU° P063 2 " (w� ° 3/ 53 N .._". e0 Fa J00L' Y e° 3144 •3± N • p P P P P 3 142 2 S 21 MD .140 3 3 S 20 135 S 138 3 19 Y 138 5 I/ S 16 1 1 4d, S T 7 41227 S/261 Isms 15 117 as eo 1° 10 n so °10 y 9 II 12 13 14 2 17 cr 7 nh _ L 13t -Fj lot � h STAqqARD EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION MEETING DATE November 19, 2002 AGENDA HEADING Consent Agenda Consideration and possible action for acceptance of the Acacia Park Irrigation System Replacement — Approved Capital Improvement Program — Project No PW 02 -13 — (contract amount = $18,696 00). RECOMMENDED COUNCIL ACTION Recommendation — (1) Accept the work as complete, (2) Authorize the City Clerk to file the City Engineer's Notice of Completion in the County Recorder's Office, (3) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION On June 6, 2002, the City Council awarded a contract in the amount of $17,228 00 to Mariposa Horticultural Enterprises for the Acacia Park irrigation system replacement Subsequent to contract award, staff authorized the contractor to modify the water service connection to the park at an additional cost of $1,468 00 The final contract amount is $18,696 00 All work has now been completed to staffs satisfaction ATTACHED SUPPORTING DOCUMENTS 1 Notice of Completion 2 Location map FISCAL IMPACT Capital Improvement Program* $35,50000 Amount Requested $18,69600 Account Number 301- 400 - 8202 -8642 Project Phase: Acceptance of work Appropriation Required No ORIGINATED BY. „ 4644'e"'t. DATE. November 12, 2002 Andres Santamana, Director of Public Works REVIEWED Y DATE 3 Recording Requested by and When Recorded Mail To: City Clerk, City Hall 350 Main Street El Segundo, CA 90245 20021119 — AccePtance of Acacia Park lmgabon System Replacement—PW 02 13 148 NOTICE OF COMPLETION OF CONSTRUCTION PROJECT Project Name Acacia Park Irrigation System Replacement Project No PW 02 -13 Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that N u. J I A1Nno0 S3139NV S0-1 AMY 3NHOH1NIYH d0 A110 O W y Z I 00310 NVS r < an) ) rfaN31 r C] 7 > l $ 9 9 9 9 9 9 n3 w �unN♦ Y]�M sit, o �Y`J � ' Ill III I r ONP HUM J J NOUTIM i s v 1• r NOYnX AII� If0 IX 10 .I- IYG 1H1YON + 1 1, �M O0xo0]tl J � V N nq0 zp r < 8 Mltldl AN Q, ; OY 81110 l•1M]xLLNm z M ? ~• 3NIl N33Y0 i Otl13W 3 u OIIO.v' ¢ z w - if y t --► -► N£VN r n a> "" IIL S AYM f NLtN NYYd Z a U y = XV Y• Q G W w = T 0 -IL,y AVM m -I 131VAIMMI) w j AYM SS)NOfW 031111 2 zz S zo W Q p Y F wt U 15 .UI]L S 1YOYIN MlN : W W 7 1 r z r m MVI S£1 m - i v0)ninllf = w N 15 VNIMIN, M91tl Sul XI I� 3" Np M I'II N�I�I1IfI I .III IL 19 fIONIIIlONllll ]M Nl] w O Ift INId 1S MUNINS" '3M 1nSWU y 1L ftiM•M � I VI11)fMlOi f 1L tlxYOolva a 3M N1Yd U YOJI I] 16 X00310 0 �3M ]IdYN L YOtn]N �� ]M ]1.1]13 I'� y ; nt IIYNII 1f Vil"32 In IJ y0 MI'Sit0M1f LL ONVIAYtN II�1 A R I 9Y A)xYn01i It 111 Z YlINOI �� ® NO1 p w I 13 A • LL�JJJ Sf VYY]NI H !f MX33 in 3N9Mtlf J ' O EE3 ® 1t N0013Nt U lG YN30t XI � 4 N = © 33 3 BB�e y lG OY10NYly N 18 NIYN Y 1f OXONN]IY U ❑EEBBB J 1L OYOJMOJ`Oii •P (H �a�� ❑ ❑�� ®� if 11MIOYIn 1L fNI11NN Is Y1SIA •NOl Q •n" uz ` i X Z 15 1G3YJllIN ZO is 1 Y IN f� s � W Uu W, N Is]^p0 is nana � ANN V_ -�punp AN] I•.M ES \ O J Y pNO ` W P4n- n o of °-, Q U a 2 o Q U W N _ H } LL oU _ U1 s U Q m a IA z W �.5�� EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION MEETING DATE November 19, 2002 AGENDA HEADING Consent Agenda Consideration and possible action to authorize the City Manager to make an advance payment of $75,000 00 and to execute a reimbursement agreement with Exxon Mobil (Exxon) Pipeline Company for relocation of Exxon's 8" pipeline for the Douglas Street Gap Closure Project - Approved Capital Improvement Program - (estimated cost = $375,000.00) COUNCIL ACTION Recommendation — (1) Approve an advance payment of $75,00000 to Exxon, (2) Authorize the City Manager to execute a reimbursement agreement with Exxon as approved by the City Attorney, (3) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION Exxon currently operates an 8" het fuel pipeline within the Douglas Street Gap Closure Project site This pipeline is currently within the railroad /MTA right -of -way and needs to be relocated to facilitate the construction of the Douglas Street Gap Closure /Railroad Grade Separation Project (Background & discussion continued on next page...) ATTACHED SUPPORTING DOCUMENTS 1 Letter from Exxon Mobile Pipeline Company 2. Rough draft of reimbursement agreement FISCAL IMPACT Capital Improvement Program* $1,600 000 00 Amount Requested $ 375,000 00 Account Number 301 - 400 - 8203 -8949 Project Phase, Under Design Appropriation Required: No ORIGINATED BY %�a�'_ 7y DATE November 12, 2002 JLR�rI. Andres Santamaria, Director of Public Works REVIEWED BY Strenn, DATE• 14 20021119 - Agreement - Erton Mobile Pipeline - a Inch Pipeline - Douglas Street 99 l5 BACKGROUND & DISCUSSION (continued): Exxon has estimated that the engineering design costforthe relocation work is $75,000 00 and a preliminary construction cost estimate of $300,000 00, and Exxon expects to be reimbursed for the final actual cost of design and construction To perform the relocation design, Exxon requires an advance payment of $75,000 00 After completion of design, Exxon will establish more accurate pipeline relocation cost estimates for finalizing the reimbursement agreement Staff recommends City Council authorization for the City Manager to make this advance payment and to execute a reimbursement agreement at a later date pursuant to approval of the agreement language by the City Attorney 20021119 — Agreement— ExwMObleP %Nlme- 8tmhPiNeOne- 0OglasStreet x52 L NOV -08 -02 15:00 FROM -Mobil Cerritos RieWmMobil Pipeline Company 12851 East 186° Saaat Genies, CA e0703 (910) 212 -1794 Telephone (310) 212-1780 FarslnWe 3102121760 T -554 P 002/003 F -256 E *onMobit Pipeline Mr. Bellur Devaraj City of El Segundo Public Works Department 350 Main Street El Segundo, CA 90245 -3895 November 08, 20M RE: DOUGLAS STREET UNDERCORSSING PROJECT Our File: 2001 -224 Dear Mr. Devari j; As you are aware, ExxonMobil has been working with Mr. Pete Tuccillo, of the Parsons Company on the design of the above captioned project. On 10/25/02, Mr. Tuceillo met with myself, Anthony Ramsier (ExxonMobil), and Mike Millek (ExxonMobil) and confirmed that the original proposed reroute of ExxonMobil s 8 -inch M -141 Jet Fuel Pipeline would no long be possible. In lieu of the initial relocation proposal, ExxonMobil has met with Mr. Tuccillo and Mr. Bud Pingree and Mr. Oscar Peraha of SPEC Services Inc. to discuss the possibility of the construction technique known as HonzonW Directional Drilling. Based off of a review of the subject site along with proposed construction plans for the area, SPEC Services believes it would be feasible to perform Horizontal Directional Drilling within the existing MTA right-of-way. By utilizing this method of construction ExxonMobil would eliminate the need to obtain additional landrights to accommodate the reroute. To initiate the review and design of this process the below sequence of events is required. 1. A non - refundable $75,000 from -end fee will be necessary to commence engineering of the proposed re- route. Although "non - refundable" should the project be cancelled for any reason ExxonMobil will provide an itemized statement of costs associated with the subject project and if necessary refund any unused funds. Subsequently should the initial $75,000 fall short of the overall total for Engineering costs, ExxonMobil will look to the City of El Segundo for reimbursement of the outstanding expenses. Should the project be finalized this fee ($75,000) will appear as a credit on the final statement of all casts associated with this project including applicable overhead 2. A check in the amount of $75,000 should be forwarded w ExxonMobil Oil Corporation All funds must be forwarded to a lockbox address and must t reference a Cu¢tomer Number, which 1 shall provide. In this regard, prior to forwarding of the subject payment please furnish me with the exact name and address of the Drawer (City of EI Segundo) as they will appear on the check. The check should be made payable and addressed to ExxonMobil Oil Corporation P O Box 676389, Dallas, TX 75267. 3. A reimbursement agreement will be entered into between ExxonMobil Oil Corporation and the City of El Segundo for the overall estimated costs including but not limited to Engineering, Construction, Materials and overhead ExxonMobil requires that this document be fully executed by all parties prior to the purchase of maiwials and commencement of any comrtrucuon activities. M Exxonlltobil Subsidiary NOV -08 -OZ 15:00 FROM -Mobil Cerritos 3102121788 T -554 P 003/003 F -256 4. The City of El Segundo and its designated representatives shall work with MTA to ensure that ExxonMobil will have the required access, construction area and if neccysary documentation to amend our existing rights to perform the proposed reroute within MTA parcels. 1 would like to take this opportunity to express our appreciation with Mr. Tuccillols efforts to work with ExxonMobil in developing a proposed route for our 8 -inch pipeline. Upon receipt of the above - mentioned funds. ExxonMobil will issue the required documents for SPEC Services to commence designing phase of the proposed reroute. Should you have questions, l may be reached at (310) 212 -1794. Very truly yours, Teri A. Shinde Senior Rights of Way and Claims Specialist For ExxonMobil Oil Corporation TAS (City —EISegundo- tequest.doc) w: A Ramsier P Tuccillo REIMBURSEMENT AGREEMENT This Agreement made and entered into this _ day of , 2002, by and between PARTY-1 ("PARTY-1"), having a mailing address at and PARTY -2 Motor Sales, U S A , Inc, ("PARTY-2") having a mailing address at WITNESSETH WHEREAS, PARTY-1 has been provided rights to that certain easement located more specifically outlined in that certain document recorded on , in the official records of the County of Los Angeles, State of California (the "Easement "), WHEREAS, PARTY-2 proposes to ("Project "), WHEREAS, PARTY-2 has requested that PARTY-1 reroute its pipeline within the subject Easement, WHEREAS, PARTY _2 has agreed to reimburse PARTY _1 for the actual costs and expenses incurred in the reroute of said pipeline and its appurtenances; and NOW, THEREFORE, for and in consideration of the mutual covenants and agreements hereinafter set forth, it is hereby agreed by and between PARTY —2 and PARTY —I as follows REROUTE OF PIPELINE PARTY_2 agrees to provide to PARTY _1 no less than sixty (60) days advance written notice of desired start date of required construction activities specific to the the reroute of subject pipeline PARTY-1 shall relocate and /or remove PARTY-1 owned facilities in conflict with the subject Project The work shall be done by ExxonMobil Pipeline Company and /or its contractors in a workmanlike and expeditious manner in accordance with accepted industry practices and work schedules, and using diligence to complete required adjustments Upon completion of work as outlined in this agreement, PARTY —I shall provide to PARTY _2 copies of as -built drawings PARTY-2 agrees that PARTY—I's failure to complete the required work in accordance with project schedules will not constitute a breach of this Agreement by PARTY-1, nor subject PARTY_1 to any liability or responsibility for added expense to PARTY —2 so long as PARTY —1 uses commercially reasonable efforts to meet such schedule PAYMENT BY PARTY 2. PARTY _2 shall pay in advance to PARTY _1 the estimated cost for the adjustment of said pipelines and their appurtenances Such estimated cost is shown on Exhibit "A ", which is incorporated herein by reference Upon completion of the subject work PARTY —I shall submit to PARTY —2 an itemized statement outlining all costs associated with the subject project including supporting documentation Should the actual cost to complete the required reroute of said pipelines and their appurtenances be less than the estimated cost, the difference shall be refunded to PARTY —2 Should the actual cost be greater than the estimated cost, PARTY _2 shall remit the difference to PARTY _1 within ninety (90) days of receipt of the above mentioned statement showing actual costs PARTY-2, its successors or assigns, shall hold PARTY _1 harmless and free from any and all claims of damages which may occur, arising from the negligence of PARTY-2, its successors and assigns, in connection with the development of the land, or in particularly with PARTY—Ts Project and the work performed by PARTY 2 within the Easement. Further, PARTY-11 shall not be liable for any damage to the surface of the land, xx4�J — M`� '1�1L-15r plants, grass, shrubbery, trees or any other improvements resulting from or relating to the work defined herein, except that PARTY 1 shall be Fable for and shall indemnify PARTY_2 from and against any liabilities, claims and costs resulting either from the activities of PARTY —1 employees, agents and /or contractors or from spillage, release or discharge of petroleum products or other hazardous substance from the pipelines. ENTIRETY OF AGREEMENT This Agreement constitutes the entire agreement between the parties hereto and no alterations of the terms and conditions of this Agreement shall be valid unless in writing and signed by both of the parties hereto This Agreement shall be binding upon and inure to the benefit of the parties hereto, their successors and assigns, except that no party to this Agreement may assign any of its rights or obligations hereunder without the prior written consent of the other party In the event that construction of the Project has not commenced for a period of two (2) years from the date of this Agreement, this Agreement shall become null and void IN WITNESS WHEREOF, }he parties hereto have executed this Agreement on the day and year first written above PARTY-`) By Print Name Title PARTY —2 By Print Name Title ra 15 r, EL SEGUNDO CITY COUNCIL MEETING DATE November 19, 2002 AGENDA ITEM STATEMENT AGENDA HEADING' Reports - City Council Consideration and possible action regarding the appointment of members of the City Council who will serve on a subcommittee that will examine new business recruitment incentives for a period not to exceed 90 days RECOMMENDED COUNCIL ACTION' (1) Appoint two Council members to the subcommittee for the purpose of examining new business recruitment incentives for a period not to exceed 90 days (2) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION: On November 6, 2002 the City Council formed a subcommittee that will examine new business recruitment incentives for a period of not to exceed 90 days Following the establishment of the subcommittee, the Mayor suggested the appointment of two Council members be scheduled for the meeting of November 19" ATTACHED SUPPORTING DOCUMENTS- None FISCAL IMPACT. Operating Budget N/A Amount Requested: N/A Account Number: NIA Project Phase NIA Appropriation Required N/A O IGIN BY /./l/��v Mike Gordon, M yg or DATE 1 ORIGINATED BY Mary Stre , City Manager DATE f 15 Recording Requested by and When Recorded Mail To City Clerk, City Hall 350 Main Street El Segundo, CA 90245 NOTICE OF COMPLETION OF CONSTRUCTION PROJECT Project Name Acacia Park Irrigation System Replacement Project No PW 02 -13 Notice is hereby given pursuant to State of California Civil Code Section 3093 at seq that 1 The undersigned is an officer of the owner of the interest stated below in the property hereinafter described 2 The full name of the owner is City of El Segundo 3 The full address of the owner is City Hall, 350 Main Street, El Segundo, CA, 90245 4 The nature of the interest of the owner is Public park 5 A work of improvement on the property hereinafter described was field reviewed by the City Engineer on November 5, 2002 The work done was Install new irrigation system 6 On November 19, 2002, the City Council of the City of El Segundo accepted the work of this contract as being complete and directed the recording of this Notice of Completion in the Office of the County Recorder 7 The name of the Contractor for such work of improvement was, Manposa Horticultural Enterprises 8 The property on which said work of improvement was completed is in the City of El Segundo, County of Los Angeles, State of California, and is described as follows Park 9 The street address of said property is 621 West Acacia Avenue Dated Bellur K Devaraj City Engineer VERIFICATION I, the undersigned, say I am the City Engineer of the City El Segundo, the declarant of the foregoing Notice of Completion, I have read said Notice of Completion and know the contents thereof, the same is true of my own knowledge I declare under penalty of perjury the foregoing is true and correct Executed on 2002 at El Segundo, California Bellur K Devaraj City Engineer SPECIFICATIONS - PROJECTS \PW 02 -13 NOG (11- 05 -02) 149