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2002 SEP 17 CC PACKETAGENDA EL SEGUNDO CITY COUNCIL COUNCIL CHAMBERS - 350 Main Street The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items Unless otherwise noted in the Agenda, the Public can only comment on City- related business that is within the jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications portion of the Meeting Additionally, the Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item The time limit for comments is five (5) minutes per person Before speaking to the City Council, please come to the podium and state Your name and residence and the organization you represent, if desired Please respect the time limits Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk or City Manager's Office at least six days prior to the City Council Meeting (by 2 00 p m the prior Tuesday) The request must include a brief general description of the business to be transacted or discussed at the meeting Playing of video tapes or use of visual aids may be permitted during meetings if they are submitted to the City Clerk two (2) working days prior to the meetinq and they do not exceed five (5) minutes in length In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, SEPTEMBER 17, 2002 — 5:00 P.M. Next Resolution #4272 Next Ordinance #1349 5:00 P.M. SESSION CALL TO ORDER ROLL CALL CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, Including the Brown Act (Government Code Section §54960, g seg) for the purposes of conferring with the City's Real Property Negotiator, and/or conferring with the City Attorney on potential and /or existing litigation, and/or discussing matters covered under Government Code Section §54957 (Personnel), and/or conferring with the City's Labor Negotiators, as follows CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956 9(a)) 1 Southern California YC043605 2 City of El Segundo v Edison v State of California, Department of Transportation, LASC Stardust West, LASC YC031364 2 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956 9(b) :2- potential cases (no further public statement is required at this time), Initiation of litigation pursuant to Government Code §54956 9(c) -2- matters DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957) — None CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6) — None SPECIAL MATTERS — None 6:00 P.M. SESSION Interview candidates for the Planning Commission, LAXMAC and Capital Improvement Plan Advisory Committee AGENDA EL SEGUNDO CITY COUNCIL COUNCIL CHAMBERS - 350 Main Street The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items Unless otherwise noted in the Agenda, the Public can only comment on City- related business that is within the jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications portion of the Meeting Additionally, the Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item The time limit for comments is five (5) minutes per person Before speaking to the City Council, please come to the podium and state Your name and residence and the organization you represent, if desired Please respect the time limits Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk or City Manager's Office at least six days prior to the City Council Meeting (by 2 00 p m the prior Tuesday) The request must include a brief general description of the business to be transacted or discussed at the meeting Playing of video tapes or use of visual aids may be permitted during meetings if they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five (5) minutes in length In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, SEPTEMBER 17, 2002 — 7:00 P.M. Next Resolution #4272 Next Ordinance #1349 7:00 P.M. SESSION CALL TO ORDER INVOCATION — Father Charles Chllinda of Loyola Marymount University PLEDGE OF ALLEGIANCE AND FLAG CEREMONY — Councilmember John Gaines PRESENTATIONS — (a) Proclamation proclaiming the month in El Segundo The Library and the Friends of the Saroyan month of October 2002 as the "One Book, One City" program is co- sponsored by the El Segundo Public Library and features The Human Comedy by William 2 ROLL CALL PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council Failure to do so shall be a misdemeanor and punishable by a fine of $250 While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda The Council will respond to comments after Public Communications is closed A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. Recommendation — Approval B. SPECIAL ORDERS OF BUSINESS Consideration and possible action (continued Public Hearing) regarding the FY 2002 -2003 Preliminary Budget and Five -Year Capital Improvements Plan and Adoption of Resolutions approving Appropriations Limit, Preliminary Budget as amended, and Capital Improvement Plan as amended. Recommendation — (1) Open Public Hearing, (2) Close Public Hearing, (3) Review the attached schedules detailing the proposed changes to date to the FY 2002 -2003 Operating Budget and the Five -Year Capital Improvement Budget, (4) Adopt the Resolution approving and adopting the FY 2002 -2003 Operating Budget and the five - year Capital Improvement Budget, (5) Adopt the Resolution approving and adopting the Appropriations Limit for FY 2002 -2003, as presented, (6) Alternatively, discuss and take other action related to this item C. UNFINISHED BUSINESS D. REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS 2. Consideration and possible action regarding the announcement of appointments to the various Committees, Commissions and Boards. Recommendation — (1) Announce appointments and respective terms of office, (2) Alternatively, discuss and take other action related to this item 4 4 E. CONSENT AGENDA All items listed are to be adopted by one motion without discussion and passed unanimously If a call for discussion of an item is made, the item(s) will be considered individually under the next heading of business 3. Warrant Numbers 2527968 to 2528263 on Register No. 23 in the total amount of $1,144,729.75 and Wire Transfers from 08/2412002 through 09106/2002 in the total amount of $479,260.06. Recommendation — Approve Warrant Demand Register and authorize staff to release Ratify Payroll and Employee Benefit checks, checks released early due to contracts or agreement, emergency disbursements and /or adjustments, and wire transfers 4. City Council Meeting Minutes of September 3, 2002. Recommendation — Approval Consideration and possible action regarding the distribution of a Request for Proposal (RFP) to update the City of El Segundo's Circulation Element of the General Plan and prepare an Environmental Impact Report. Recommendation — (1) Provide comments and /or direct staff to distribute an RFP for the Circulation Element update process, or (2) Provide direction to staff on a different scope of work for the Circulation Element update process, or (3) Alternatively, discuss and take other actions related to this item 6. Consideration and possible action regarding a status report on Streaming Video on the website for public meetings. Recommendation — (1) Receive and file, (2) Alternatively, discuss and take other action related to this item 7. Consideration and possible action regarding an update of the City Risk Management Function. Recommendation — (1) Receive and file, (2) Alternatively, discuss and take other action related to this item Consideration and possible action regarding (1) approval to increase the FY 2001- 2002 purchase order by $15,000; (2) authorization to the City Manager to enter into a six -month agreement with Westchester Medical Center for annual fitness -for- duty and executive physical examinations; (3) authorizing staff to go out to RFP for annual fitness- for -duty and executive physical examinations. Recommendation — (1) Approve an increase of $15,000 to FY2001 -2002 blanket purchase order #25 -00164 for Westchester Medical Group, (2) Authorize the City Manager to execute a standard Professional Services Agreement with Westchester Medical Group for annual fitness- for -duty and executive physical examinations through March 31, 2003, (3) Authorize staff to send out an RFP with the new protocols in January, 2003, (3) Alternatively, discuss and take other action related to this item 9. Consideration and possible action regarding a proposal by the Fire Department to purchase Scott Voice Amplifiers. Total cost not to exceed $13,250.00 Recommendation — (1) Approve piggyback purchase of fifty -five (55) Scott 804565 -001 Voice Amplifiers with price fixed to City of Long Beach Contract #26667 from Allstar Fire Equipment; (2) Alternatively, discuss and take other action related to this item. 10. Consideration and possible action regarding the leasing of two vans for the Summer Beach Shuttle program. Recommendation — (1) Approve exceeding $10,000 with the single vendor, Creative Bus Sales, for the leasing of two vans for the Summer Beach Shuttle program, (2) Alternatively, discuss and take other action related to this item 11. Consideration and possible action regarding the City Manager's membership on the Board of Directors of the Los Angeles Economic Development Commission (LAEDC). Recommendation — (1) Authorize the City Manager's membership on the LAEDC Executive Committee, (2) Alternatively, discuss and take other action related to this item 12. Consideration and possible action regarding City Council's authorization to apply for and accept a Hazardous Materials Emergency Planning Grant on behalf of Beach Cities Community Awareness and Emergency Response (CAER) for "Shelter - in- Place" educational materials and school outreach program. Recommendation — (1) Authorize the Fire Department to apply for and accept on behalf of CAER a $10,000 00 grant for the development of "Shelter -In- Place" materials by CAER, (2) Authorize the City Manager or designee to sign the application, (3) Alternatively, discuss and take other action related to this item 13. Consideration and possible action for award of a Purchase Order to Quick Crete Products Corporation for the construction of the Freedom Park Memorial Monument — Approved Capital Improvement Program — Contract Amount $10,488.33. Recommendation — (1) Authorize staff to issue a purchase order to Quick Crete Products in the amount of $10,488.33, (2) Authorize the City Manager or designee to accept the $10,000 donation from Boeing to defray cost of the monument; (3) Alternatively, discuss and take other action related to this item. 14. Consideration and possible action for acceptance of the lining of Sanitary Sewer Structures — Approved Capital Improvement Program Project No. 02 -01 — 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 15. Consideration and possible action regarding award of contract to Zondiros for Imperial Avenue Vista Upgrade (400 block of Imperial Avenue) - Approved Capital Imnrnvamant Prnnram — Prniant Nn_ Pw n1 -1R !Fiscal Imnar_t 5139 Ann_on1_ Recommendation — (1) Award contract to the lowest responsible bidder, Zondiros, in the amount of $120,604 50, (2) Authorize the City Manager to execute the contract on behalf of the City, (3) Authorize $11,995 50 for construction contingencies, (4) Alternatively, discuss and take other action related to this item. 16. Consideration and possible action regarding the issuance of an emergency purchase for acquisition of sewer pump components for Sewer Pump Station No. 7 (Palm Avenue and Virginia Street) — Fiscal Impact $13,046.74 Recommendation — (1) Receive and file, (2) Alternatively, discuss and take other action related to this item 17. Consideration and possible action regarding approval of a proposal from Business Interiors, Inc. in the amount of $20,804.20 for the purchase of a rotary file system and the conversion of existing legal size folders to currently utilized letter -sized folders for the Police Department's Records Division. Recommendation — (1) City Council waive the formal bidding process per the Municipal Code, and approve and authorize the Mayor to execute a contract between the City and Business Interiors, Inc for the purchase of a rotary file system piggybacking GSA Federal Supply Schedule Contract No GS- OOF -0043L and the conversion of existing legal size folders to currently utilized letter sized folders for the Police Department's Records Division, (2) Alternatively, discuss and take other action related to this item 7 7 18. Consideration and possible action regarding the approval of contract with Data Microlmaging Company (DMC) to provide microfiche services to the Community, Economic and Development Services Department. Total cost not to exceed $20,000 for fiscal year 2002 -2003. Recommendation — (1) Authorize City Manager to execute standard Professional Services Agreement with Data Microlmaging Company to provide microfiche services, (2) Alternatively, discuss and take other action related to this item 19. Consideration and possible action regarding the approval of contract with Hunter - Kennedy and Associates, Inc. (Hunter- Kennedy) for providing implementation support, plan review, and training of the City's Standard Urban Storm Water Mitigation Plan (SUSWMP) Ordinance 1235 and 1348. Total cost not to exceed $15,000 for Fiscal Year 2002 -2003. Recommendation — (1) Authorize City Manager to execute standard Professional Services Agreement with Hunter- Kennedy and Associates, Inc , (2) Alternatively, discuss and take other action related to this item 20. Consideration and possible action regarding exercising a one -year option for custodial services with Coastal Cleaning Service. Recommendation — (1) Authorize the City Manager to exercise a one -year option from October 1, 2002 through September 30, 2003 with Coastal Cleaning Service in an amount not to exceed $81,000, (2) Alternatively, discuss and take other action related to this item. 21. Consideration and possible action regarding exercising a one -year option for landscape maintenance services with U.S. Landscape, Inc. Recommendation — (1) Authorize the City Manager to exercise a one -year option from October 1, 2002 through September 30, 2003 with U S Landscape, Inc. in an amount not to exceed $210,000 00, (2) Alternatively, discuss and take other action related to this item 22. Consideration and possible action regarding exercising a one -year contract option for tree maintenance services with West Coast Arborists, Inc. Recommendation — (1) Authorize the City Manager to exercise a one -year contract option from October 1, 2002 through September 30, 2003 with West Coast Arbonsts, Inc in an amount not to exceed $100,000 00, (2) Alternatively, discuss and take other action related to this item 3 23. Consideration and possible action regarding a proposal by the Fire Department to continue to purchase medical supplies from single source vendor, PMX Medical. Fiscal Impact — not to exceed $25,000.00. Recommendation — (1) Authorize issuance of a blanket purchase order to PMX Medical for FY 2002 -2003 for medical supplies, (2) Alternatively, discuss and take other action related to this item 24. Consideration and possible action regarding the issuance of a blanket purchase order to UCLA to provide continuing education for Emergency Medical Technicians (EMTs) and defibrillation training. Fiscal Impact $26,000. Recommendation — (1) Authorize issuance of a blanket purchase order to UCLA Center for Pre - hospital Care for FY 2002 -2003 for continuing education and defibrillation training, (2) Alternatively, discuss and take other action related to this issue 25. Consideration and possible action regarding extending the professional services for GIS /GPS services contract with Verne Simon (sole proprietor) for one year through September 30, 2003. (Estimated Cost $56,500.00). Recommendation — (1) Authorize the City Manager to execute a one -year extension for professional services for GIS /GPS Consulting services with Verne Simon (sole - propertied) through September 30, 2003 for $56,500 00, (2) Alternatively, discuss and take other action related to this item 26. Consideration and possible action regarding extending the professional inspection services contract with Norris -Repko Company for one year through September 30, 2003. (Estimated Cost $75,000.00). Recommendation — (1) Authorize the City Manager to execute a one year extension through September 30, 2003 with Norns - Repke Company for an amount not to exceed $75,000.00, (2) Alternatively, discuss and take other action related to this item 27. Consideration and possible action regarding the approval of the first one -year extension to the City's current contract with MRH Structural Engineers for providing architectural, structural, energy, electrical, mechanical, plumbing and grading plan review services on an as- needed basis. Total cost not to exceed Recommendation — (1) Authorize City Manager to extend contract for another year; (2) Alternatively, discuss and take other action related to this item 9 9 CALL ITEMS FROM CONSENT AGENDA F. NEW BUSINESS — 28. Consideration and possible action regarding ball field improvements at Recreation Park. Recommendation — (1) Approve funding request of $18,500 00; (2) Alternatively, discuss and take other action related to this item G. REPORTS — CITY MANAGER — NONE H. REPORTS — CITY ATTORNEY — NONE REPORTS — CITY CLERK J. REPORTS — CITY TREASURER — NONE K. REPORTS — CITY COUNCIL MEMBERS Council Member McDowell — Council Member Gaines — Council Member Wernick — Mayor Pro Tom Jacobs — Mayor Gordon — 29. Consideration and possible action regarding further direction from City Council on the proposed Park Master Plan and conceptual designs for the new Community Center. Recommendation — (1) Authorize City Manager to direct LPA to revise the master plan and redesign the Community Center conceptual design after soliciting additional public comments over the next 30 days and by considering the following a reduction to the size and height of the gymnasium, a reduction to the number of seats in the multipurpose room /gymnasium to only accommodate 50 seats, a reduction to the size of the presentation hall /theater to 150 seats from 250 seats, restore the size of the tot lots to its existing size or larger, study the possibility of adding additional parking spaces, study the possibility of relocating the gymnasium somewhere else on the park, (2) Per request from staff, authorize the payment of $28,150 to LPA for design revisions, (3) Alternatively, discuss and take other action related to this item. 10 16 PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council Failure to do so shall be a misdemeanor and punishable by a fine of $250 While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda The Council will respond to comments after Public Communications is closed MEMORIALS - CLOSED SESSION The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, It s_g) for the purposes of conferring with the City's Real Property Negotiator, and/or confernng 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 REPORT OF ACTION TAKEN IN CLOSED SESSION (If required) ADJOURNMENT POSTED DATE 9 1a-/0 .2� TIME /�p 1-4 Ali, NAME aid 11 1i EL SEGUNDO CITY COUNCIL MEETING DATE: September 17, 2002 AGENDA ITEM STATEMENT AGENDA HEADING: Special Orders of Business AGENDA DESCRIPTION: Consideration and possible action (Continued Public Hearing) regarding the FY 2002 -2003 Preliminary Budget and Five -Year Capital Improvements Plan and Adoption of Resolutions approving Appropriations Limit, Preliminary Budget as amended, and Capital Improvement Plan as amended. RECOMMENDED COUNCIL ACTION- 1) Open Public Hearing 2) Close Public Hearing 3) Review the attached schedules detailing the proposed changes to date to the FY 2002- 2003 Operating Budget and the Five -Year Capital Improvement Budget 4) Adopt the Resolution approving and adopting the FY 2002 -2003 Operating Budget and the five -year Capital Improvement Budget 5) Adopt the Resolution approving and adopting the Appropriations Limit for FY 2002 -2003, as presented 6) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION: Continued on following Pages ATTACHED SUPPORTING DOCUMENTS: 1 Schedule of Revisions to the FY 2002 -2003 Preliminary Budget to date. 2 Resolution approving and adopting the Operating and Five -Year Capital Improvement Budget for FY 2002 -2003 3 Resolution approving and adopting the Appropriation Limit for FY 2002 -2003 FISCAL IMPACT- Operating And Capital Budget: $101,375,050 Amount Requested: Account Number- Project Phase: Adopt FY 2002 -2003 Operating Budget Appropriation Required. X Yes _ No ORIGINATED BY: DATE* Plu At IX" 9- °-C'z mlee Director Administrative Services REVIEWED BY. DATE. Mary Stre n, City Manager , 1 BACKGROUND & DISCUSSION On August 6, 2002 the FY 2002 -2003 Preliminary Budget was submitted to the City Council, and the Chair of the Capital Improvement Project Advisory Committee (CIPAC) presented the FY 2002 -2003 Five -Year Capital Improvement Projects On August 20, 2002 the City Council conducted a Budget Workshop to review the FY 2002 -2003 Operating and Five -Year Capital Improvement Budget At its meeting on September 3, 2002, the City Council conducted a Public Hearing on the FY 2002 -2003 Operating Budget and the Five -Year Capital Improvement Project Budget Based on the workshop, the CIPAC presentation and the Public Hearing, City Council directed staff to make revisions to the FY 2002 -2003 Preliminary Operating and Five -Year Capital Improvement Budget. These revisions are attached to this report and have been included in the final budget to be adopted Capital Improvement Prolect The FY 2002 -2003 Capital Improvement Projects total $31,874,950 consisting of $15,449,800 in General Fund capital improvement projects, $10,590,000 in Infrastructure Replacement fund projects, and an additional $5,835,150 in projects paid for out of other funds such as the Resident Sound Insulation Program General Fund Capital Improvement and Infrastructure Replacement Projects included in the budget consist of $2,579,000 in projects recommended by the CIPAC, $18,516,550 that were previously funded; and $10,779,400 in City Council and staff - recommended projects To fund a portion of these projects the City is using $28,034,600 from dollars set aside in prior years, or designated funds reserves, from the capital improvement, infrastructure replacement and special revenue funds. General Fund The General Fund, which accounts for the majority of the City's general operations (all department expenditures) continues to remain at appropriate reserve levels. In July 2001 the City Council approved the fund balance policy, since that time the General Fund unreserved, undesignated fund balance has grown from $11 5 million in FY 1999 -2000 to an estimated $12.4 million at the end of FY 2001 -2002 This represents 26% of the total FY 2002 -2003 General Fund Budget. Personnel and new programs The FY 2002 -2003 budget proposes personnel funding for three (3) additional firefighter /paramedics to implement a firefighter /paramedic extension engine with a fiscal impact of $300,000 and continued funding for Sunday operating hours at the Library The funding for the new firefighter /paramedic positions would be contingent upon no minimum staffing requirements for the new positions; approval of new fire inspection fees projected at $135,000, which was approved by the City Council on September 3, 2002; approval of revisions to the paramedic transportation rates and policies resulting in a projected net revenue increase of $123,000; and staffing for the firefighter /paramedic extension engine 1i will not be filled until the new fire inspection fees and paramedic transport policy and rates have been approved by the City Council and the programs changes have been implemented by staff Also, included in the 2002 -2003 budget is funding for new programs such as the downtown construction and mitigation program, the circulation element, downtown merchants assistance, parking garage lease and a public works contract project inspector. A FY 2002 -2003 budget summary detailing all personnel changes and new programs has been provided in a memorandum to the City Council Budget Revisions between Preliminary and Adopted A total net increase of $333,000 in General Fund estimated revenue has been made since the workshop and the public hearing. A summary of changes attached to this report includes a $50,000 increase in property tax revenue, $25,000 NPDES fees, $135,000 in fire inspection fees and $123,000 for additional paramedic transport fees. There is also a reduction of $70,000 in the amount transferred from the General Fund to the Capital Improvement Fund due to realized savings in a capital improvement project and a $25,000 transfer from the general fund to the infrastructure replacement fund due to operating revenues exceeding operating expenditures Budget expenditure revisions A total increase of $343,000 in appropriations has been made since the workshop and the public hearing This consists of $333,000 in General Fund revisions; and $10,000 in Proposition "C fund revisions A spreadsheet with the details of the changes is attached to this report. Gann limit Article XIIIB of the California State Constitution, commonly referred to as the GANN Appropriations Limit, was adopted by California voters in 1980 and placed limits on the amount of proceeds of taxes that State and local agencies can appropriate and spend each year. Based upon the California Constitution and applicable law, staff has presented the City Council with an Appropriations Limit for fiscal year 2002 -2003 as adjusted by the factors identified in the attached Resolution The Appropriations Limit for fiscal year 2002 -2003 will be $140,551,214 Proposed fee or tax rate revisions No increases in tax rates are included in the FY 2002 -2003 Preliminary Budget The City Council did approved on September 3, 2002 a change to the Fire Inspection Fees, resulting in increase in estimated revenues of $135,000 and is expected, in the near future, to review paramedic transport fees resulting in additional revenues of $123,000 The Water Fund currently assumes no water rate increase, but future rate increases are overdue and will be implemented based on the upcoming water and sewer rate study. i A 1 Ci The revised FY 2002 -2003 budget is balanced Total appropriations for all funds are $101,375,050, and this matches with estimated revenues of $73,340,450 and prior year designated fund reserves of $28,034,600 This budget as presented contains General Fund appropriations inclusive of transfers of $47,633,250 and this matches with estimated revenues inclusive of transfers of $47,633,250 1:; CITY OF EL SEGUNDO BUDGET REVISIONS FISCAL YEAR 2002/03 PRELIMINARY BUDGET Preliminary Estimated Revenues inclusive of Transfers In ADJUSTMENTS- General Fund Property Taxes Increase based on revised estimates from the Los Angeles County Charges for Services Revised Fire Inspection Fees (Approved September 3, 2002) Revised Paramedic Transportations Fees (Pending Final Approval) NPDES Fees (approved September 3, 2002) C'apuallmnrovement Prmects (CIM Reduce Transfer to the CIP fund recognizing $70,000 in savings from completed projects nfra.stmcnire Replacement Fund Transfer additional General Fund Revenue Prior Year Designated Fund Reserves Total Revised Estimated Revenues inclusive of Transfer In 9/10/02 FISCAL YEAR 2002 -03 BUDGET Account Inc (Dec) Balance 0000 -3101 50,000 various 135,000 0000 -3843 123,000 Various 25,000 0000 -9301 (70,000) 0000 -9001 25,000 $ 73,052,450 50,000 253,000 (70,000) 25,000 28,034,600 $ 101,375,050 (Si 4 i0 PM CITY OF EL SEGUNDO BUDGET REVISIONS FISCAL YEAR 2002103 PRELIMINARY BUDGET FISCAL YEAR 2002 -03 BUDGET Account Inc (Dee) Balance Preliminary Budget Appropriations inclusive of Transfers Out $ 101,032,050 ADJUSTMENTS. Transfers Out Reduce Transfer Out to the CIP Fund recognizing savings from completed CIP projects 0000.9301 (70,000) Transfer of additional General Fund Revenue 0000.9302 25,000 (45,000) Fire Department Salary and Benefit Cost for 3 full -time Firefighter /Paramedics to implement a Firefighter/Paramedic Extension Engine ** various 300,000 300,000 Public Works Additional Appropriation for GIS Consulting Services 4101 -6214 70,000 70,000 Recreation and Parks Maintenance of Trees on Grand Avenue 5102 -6206 8,000 rMaositioa "C ". 8,000 Additional Appropriation for "Wrapping" of the Shuttle Busses 5293 -6201 10,000 Capital IMprovement EMiects (CIP) 10,000 Additional appropriation for Lining of Sewer Access Structures 8204 -8393 50,000 Reclassification of Budget request from Sewer Mains to Lining of Sewer Access Structures 8204 -8317 (50,000) - Total Revised City Appropriations - All Funds inclusive of Transfers Out $ 101,375,050 *" (Funding for this program is dependent upon approval of no minimum staffing requirements for the new firefighter /paramedic positions, approval of revised Fire Inspection Feesf approved Sept 3, 2002), approval of revisions to the Paramedic Transport rates and policy, and staffing for the Firefighter/Paramedic Extension Engine will not be filled until all revised fire inspection fees and paramedic transport policies and rates are approved by the City Council and the program changes have been implemented by staff 9/11/02 i ia+ RESOLUTION NO. _ A RESOLUTION ADOPTING AN OPERATING BUDGET AND FIVE YEAR CAPITAL IMPROVEMENT PROGRAM FOR FISCAL YEAR 200212003. BE IT RESOLVED by the Council of the city of El Segundo as follows. SECTION 1 The City Council finds as follows A The Council received and considered the proposed City Budget for Fiscal Year 2002 -2003 as presented by the City Manager pursuant to El Segundo Municipal Code ( "ESMC ") § 1- 5A7(k), B The Council also received and considered the Preliminary Capital Improvement Program ( "CIP ") for Fiscal Years 2002 -2007 presented by the Capital Improvement Program Advisory Committee; C The Council also contemplated public testimony and other evidence gathered from public hearings held on September 3 and September 17, 2002, D. Based upon the record before it, the Council believes that it is in the public interest for the proposed City Budget and CIP to be adopted as set forth below SECTION 2. The City's Budget for Fiscal Years ( "FY ") 2002 -2003 and the CIP for FY 2002 -2007 are adopted by this Resolution as set forth in the attached Exhibits which are incorporated by reference True and correct copies of the Budget and CIP will be on file with the City Clerk for public inspection, SECTION 3 The City Manager, or designee, is authorized to approve budgetary transfers of funds less than $10,000 within City Departments needed to provide service levels consistent with the categories of expenditures listed in the Budget Any such transfers will be reported to the City Council Budgetary transfers between categories, departments, or funds that are $10,000 or more require City Council approval SECTION 4 The Budget is intended to provide a financial plan to implement City projects and for routine operations Nothing in the Budget, the CIP, or this Resolution should be construed to give purchasing authority to the City Manager, or designee, that exceeds that set forth in the ESMC or any other applicable law SECTION 5. At the end of the fiscal year, unexpended appropriations in the Budget will be carried forward to the next fiscal year as needed to underwrite the expense of outstanding purchase commitments and programs Page 1 of 2 V SECTION b The City Clerk is directed to certify the adoption of this Resolution; record this Resolution in the book of the City's original resolutions, and make a minute of the adoption of the Resolution in the City Council's records and the minutes of this meeting SECTION 7 This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded. PASSED AND ADOPTED this _ day of 2002 Mike Gordon, Mayor STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO 1 I, Cindy Mortesen, City Clerk of the City of El Segundo, California, hereby certify that the whole number of members of the City Council of the City is five; that the foregoing Resolution No was duly passed and adopted by said City Council, approved and signed by the Mayor of said City, and attested to by the City Clerk of said City, all at a regular meeting of said Council held on the day of 2002, and the same was so passed and adopted by the following roll call vote. AYES: NOES ABSENT ABSTAIN ATTEST Cindy Mortesen, City Clerk APPROVED AS Mark D. HenskA Im Karl H. E Assistant Page 2 of 2 RESOLUTION NO. A RESOLUTION ADOPTED BY THE EL SEGUNDO CITY COUNCIL SETTING ITS APPROPRIATIONS LIMIT FOR FISCAL YEAR 2002 -2003 IN ACCORDANCE WITH ARTICLE XIIIB OF THE CALIFORNIA CONSTITUTION. BE IT RESOLVED by the Council of the City of El Segundo as follows. SECTION 1: The City Council finds as follows A. Article XIIIB of the California Constitution requires the City to set its Appropriations Limit on an annual basis B The City's Appropriations Limit may be adjusted annually based upon inflation and population growth C. The City Council may choose the method of calculating adjustments to the City's Appropriations Limit on an annual basis For inflation, pursuant to Article XIIIB, § 8(e)(2), adjustments to the Appropriations Limit may be calculated using either the percentage change in per capita personal income from the preceding year or the percentage change in the local assessment roll from the preceding year because of local nonresidential new construction For population growth, pursuant to Government Code § 7901(b), the City may either use the percentage growth either in its jurisdiction or from the surrounding county D Based upon the California Constitution and applicable law, the City's Administrative Services Department has presented the City Council with a proposed Appropriations Limit as adjusted by the factors identified in this Resolution SECTION 2 Pursuant to Article XIIIB of the California Constitution, and those Government Code sections adopted pursuant to Article XIIIB, § 8(f), the City Council chooses to adjust the City's Appropriations Limit by calculating inflation using the percentage change in the City's assessment roll from the preceding year because of local nonresidential new construction and calculating population growth by using the percentage change in population in Los Angeles County SECTION 3 As a result of the adjustments made to the City's Appropriations Limit, the City Council sets the Appropriations Limit for fiscal year 2002 -2003 at $140,551,214. SECTION 4• The City Clerk is directed to certify the passage and adoption of this Resolution; enter same in the book of original Resolutions; and make a Minute of its adoption in the City's records and in the Minutes of the meeting when it was adopted. RESOLUTION NO 26 APPROPRIATIONS LIMIT F 002/03 PAGE NO I SECTION 5: This Resolution will become effective Immediately upon adoption and will remain effective unless repealed or superseded. PASSED AND ADOPTED this 17`h day of September, 2002. Mike Gordon, Mayor STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Cindy Mortesen, City Clerk of the City of El Segundo, California, hereby certify that the whole number of members of the City Council of the City is five, that the foregoing Resolution No was duly passed and adopted by said City Council, approved and signed by the Mayor of said City, and attested to by the City Clerk of said City, all at a regular meeting of said Council held on the day of , 2002, and the same was so passed and adopted by the following roll call vote. AYES NOES ABSENT ABSTAIN ATTEST Cindy Mortesen, City Clerk W40 Assistant RESOLUTION NO APPROPRIATIONS LIMIT FY 02 {03 n i PAGE NO 2 L EL SEGUNDO CITY COUNCIL MEETING DATE: September 17, 2002 AGENDA ITEM STATEMENT AGENDA HEADING COMMITTEES, COMMISSIONS & BOARDS AGENDA DESCRIPTION' Consideration and possible action regarding the announcement of appointments to the various Committees, Commissions and Boards COUNCIL ACTION: (1) Announce appointments and respective terms of office, (2) Discuss and take other action related to this Item. Committee /Commission &Board # of Openings Aaaointee(sl Planning Commission MUMM Capital Improvement Plan Advisory Committee 2 Term Exalre(sl 06/30/04 none 11/30/02 11/30/03 BRIEF SUMMARY The above are the positions filled after the Interviews at 6 00 p m , September 17, 2002 ATTACHED SUPPORTING DOCUMENTS N/A FISCAL IMPACT N/A ORIGINATED- Julia O. Abreu, Executive Assistant Date: September 12, 2002 • Ui CC�- u-.�. REVIEWED BY Mary Strenn, City Manager Date. September 12, 2002 Jvn w\ccb\2W2 \091702 Agenda n,mouncm of Vp mtmts to CCBs 2' 2 �! a | § � � k P @ } /Al, . � § ! ) > \) § §•!|)Z): -- ; #E ° ))!( ||gym #B!r! ■ ®;■:)°!_ -■ || ) !!!);;|! 0 ,,. { _ �\ | :�E�`! 4 ,9 110 ��.- _.,.§ §!§ ( r!--------- :lEl ;; « ; «l;EEE! ( I { :) ( \ }{ | §; k k k $ { | \k )\ k/ 23 � t{ {)({ ! ) -; fE . i !!8 !! /(! ! � § 2! |§ { § ( )v 23 CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 08124/2002 THROUGH 09/612002 Date 8/28/02 8/28/02 8/28102 8/28102 8/30/02 8/30/02 8/30/02 915102 916102 8/24- 09/6/02 Payee Amount Description Health Comp PGC El Segundo LLC Employment Development IRS Federal Reserve Federal Reserve US Bank Health Comp Senior Housing Workers Comp Activity DATE OF RATIFICATION: 09/17/02 TOTAL PAYMENTS BY WIRE: Certified as to the accuracy of the wire transfers by 4,157.75 Weekly claims 6/23 33,765 15 Golf Course Payroll Transfer 37,158 04 State Taxes PR 5 189,874 68 Federal Taxes PR 5 25000 Employee Savings Bonds EE 15000 Employee Savings Bonds 1 85,687 50 Assessment District 1,85759 Weekly claims 8 /30 98,900 00 Transfer roofing protect 27,459 35 SCRMA checks issued 479,260 06 Deput//J Treasu Date YIALl Direct& of Admimstra ive „Service Date City Manager —`^ Date 479,260.06 Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo 2 l c REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, SEPTEMBER 3, 2002 — 5 00 P M 500 P M SESSION CALL TO ORDER — Mayor Gordon at 5 00 p.m ROLL CALL Mayor Gordon - Present Mayor ProTem Jacobs - Present Council Member Gaines - Present Council Member McDowell - Present Council Member Wernick - Present CLOSED SESSION The City Council moved into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et seq) for the purposes of conferring with the City's Real Property Negotiator, and /or conferring with the City Attorney on potential and /or existing litigation; and /or discussing matters covered under Government Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators, as follows. 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 Wylie v City of El Segundo, WCAB, MON0288348 4 Petition for Review of Los Angeles Regional Water Quality Control Board Permit No CAS004001, Order No 01 -182, December 13, 2001, SWRCB /OCC File No A-1 448(a)-(f) 5. Petition to Intervene in NRDC, et. al., v. California Department of Transportation, et. al., USDC, CD, CA, Case No 93- 6073 -ER (JRX) CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956 9(b) -3- potential cases (no further public statement is required at this time), Initiation of litigation pursuant to Government Code §54956 9(c) -2- matters DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957) — None CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957 6) — None d SPECIAL MATTERS — None T MINUTES OF THE REGULAR CITY COUNCIL MEETING September 3, 2002 j PAGE NO 1 Council adjourned to open session at 6 55 P M REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, SEPTEMBER 3, 2002 — 7.00 P M 7 00 P M SESSION CALL TO ORDER — Mayor Gordon at 7,00 p m INVOCATION — Father David Bowser of St Michael the Archangel Episcopal Church PLEDGE OF ALLEGIANCE AND FLAG CEREMONY — Boy Scout Troops 267, 762, 773 and Cub Scout Packs 968C and 773C PRESENTATIONS — (a) Mayor ProTem Jacobs presented a Proclamation in support of the life- saving work of the American Heart Association and proclaiming Saturday, September 21, 2002 as the 2002 American Heart Walk Los Angeles — South to be held at Mattel Corporate grounds on Continental and Grand Avenues, El Segundo (b) Mayor Gordon and Council Member Gaines presented a Commendation to the El Segundo Babe Ruth 13 Year Old 2002 State Champion Baseball Team Also presented a Commendation to the El Segundo Babe Ruth 13 -15 Year Old 2002 World Series Champion Baseball Team. ROLL CALL Mayor Gordon - Present Mayor ProTem Jacobs - Present Council Member Gaines - Present 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 John Gaines, resident and President of Babe Ruth Baseball, thanked the community for their help and support during the season MINUTES OF THE REGULAR CITY COUNCIL MEETING September 3, 2002 PAGE NO 2 2 6 Jim McLees, resident, spoke on behalf of the Boy Scouts of El Segundo, and the El Segundo Scout House Association regarding their request for a 50 -year lease Liz Garnholz, resident, requested information on item number 14 Todd Short, representing S &W Towing, spoke regarding consent item number 19, City towing contract Jerry Saunders, Continental Development Corporation, spoke regarding item number 14, Circulation Element RFP Joe Brandin, resident, spoke regarding the Boy Scout House Conrad Walton, resident, spoke regarding street sweeping on Grand Ave He addressed item number 15 He requested Council to not approve this item A PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only MOVED by Council Member Gaines, SECONDED by Council Member McDowell to read all ordinances and resolutions on the Agenda by title only MOTION PASSED BY UNANIMOUS VOICE VOTE 5/0 B SPECIAL ORDERS OF BUSINESS 1 Consideration and possible action (Public Hearing) regarding a Resolution re- affirming the policy related to the Fire Department Inspection Program and to adopt a modified inspection /permit fee schedule Adoption of the proposed amended fee schedule will result in an added program cost recovery of approximately $135,000 00 Mayor Gordon stated this is the time and place hereto fixed for a public hearing regarding a Resolution re- affirming the policy related to the Fire Department Inspection Program and to adopt a modified Inspection /permit fee schedule. 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 Mary Strenn, City Manager, gave a report Liz Garnholz, resident, spoke regarding paramedic transport fees City Manager Strenn stated that these fees are not being changed at this time Council consensus to close the public hearng Mark Hensley, City Attorney, read by title only MINUTES OF THE REGULAR CITY COUNCIL MEETING September 3, 2002 PAGE NO 3 2' � f� RESOLUTION NO 4270 A RESOLUTION ESTABLISHING A POLICY FOR IMPOSING INSPECTION FEES AND ADOPTING A NEW AND AMENDED FEE SCHEDULE FOR RECOVERING FIRE DEPARTMENT INSPECTION COSTS, IN ACCORDANCE WITH THE EL SEGUNDO MUNICIPAL CODE AND APPLICABLE LAW MOVED by Council Member Wernick, SECONDED by Council Member McDowell to adopt Resolution No 4270 re- affirming the policy related to the Fire Department Inspection Program and to adopt a modified inspection /permit fee schedule MOTION PASSED BY UNANIMOUS VOICE VOTE 5/0 2 Consideration and possible action (Public Hearing) regarding a Resolution adopting new fee schedule for recovering costs incurred from implementing National Pollution Discharge Elimination System (NPDES) regulations Mayor Gordon stated this is the time and place hereto fixed for a public hearing regarding a Resolution adopting new fee schedule for recovering costs incurred from implementing National Pollution Discharge Elimination System (NPDES) regulations. 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 Rufus Young, with Burke, Williams and Sorenson, gave a brief staff report Council consensus to close the public hearing Mark Hensley, City Attorney, read by title only RESOLUTION NO 4271 A RESOLUTION ADOPTING NEW FEE SCHEDULE FOR RECOVERING COSTS INCURRED FROM IMPLEMENTING NATIONAL POLLUTION DISCHARGE ELIMINATION SYSTEM (NPDES) REGULATIONS MOVED by Council Member McDowell, SECONDED by Council Member Gaines to adopt Resolution No 4271 adopting a new fee schedule for recovering costs incurred from implementing National Pollution Discharge Elimination System (NPDES) regulations MOTION PASSED BY UNANIMOUS VOICE VOTE. 510 This item pulled forward for consideration 21 Consideration and possible action regarding a request for a lease renewal by the Scout House Association MINUTES OF THE REGULAR CITY COUNCIL MEETING September 3, 2002 PAGE NO 4 A' MOVED by Mayor Gordon, SECONDED by Council Member Gaines to approve a 50 -year lease renewal for the City property where the scout house is situated on Grand Avenue next to the Teen Center MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 3 Consideration and possible action (Public Hearing) regarding the FY 2002 -2003 Preliminary Budget and Five -Year Capital Improvements Plan. Mayor Gordon stated this is the time and place hereto fixed for a public hearing on the FY 2002 -2003 Preliminary Budget and Five -Year Capital Improvement Plan He asked if proper notice of the hearing was done in a timely manner and if any written correspondence had been received Clerk Mortesen stated that proper notice was completed and no written communications had been received Joe Brandin, resident, spoke regarding the budget summary and message He further commented on the proposed revenue and expenditures Richard Arabian, resident, spoke regarding the budget and revenue and expenditures Jane Tunno spoke regarding budget comparisons between El Segundo and Manhattan Beach. Bill Wenger, resident, spoke regarding the budget and the comparison between income and spending Bret Plumlee, Director of Administrative Services, gave a report MOVED by Council Member Gaines, SECONDED by Council Member McDowell to continue the public hearing to September 17, 2002 regular meeting. MOTION PASSED BY UNANIMOUS VOICE VOTE. 510 C. UNFINISHED BUSINESS - NONE D REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS 4 Consideration and possible action regarding the setting of a date and time for interviewing candidates to the various Committees, Commissions and Boards (CCBs) Council consensus to set date for interviews of candidates to the Planning Commission, LAXMAC, and the CIPAC, for 6 00 p m , Tuesday, September 17, 2002 MINUTES OF THE REGULAR CITY COUNCIL MEETING September 3, 2002 PAGE NO 5 2 �� E CONSENT AGENDA All items listed are to be adopted by one motion without discussion and passed unanimously. if a call for discussion of an item is made, the item(s) will be considered individually under the next heading of business Approved Warrant Numbers 2527644 to 2527967 on Register No 22 in the total amount of $934,370 25 and Wire Transfers from 08/10/2002 through 08/23/2002 in the total amount of $1,050,479 93 and 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 Approved Special Budget Meeting Minutes of August 20, 2002 and City Council Meeting Minutes of August 20, 2002 7 Approved request by the American Heart Association for City support and approval to close certain streets during the American Heart 5K Walk, Saturday, September 21, 2002 8 PULLED FOR DISCUSSION BY COUNCIL MEMBER WERNICK 9 Approved annual renewal of the Library Department's blanket purchase orders and to encumber funds for four vendors Baker & Taylor Information Services, OCLC Inc., Ebsco Subscription Services, and Innovative Interfaces, Inc for FY 2002 -2003 for supplying library materials online cataloging services, and system maintenance (Fiscal Impact $129,400 00) 10 Approved the extension of the professional services Contract No. 2717 for auditing services with Lance, Soil & Lunghard for two years through 2002 -2003 (Fiscal Impact - 2001 -2002 $28,550, 2002 -2003 $29,350, and a one -time fee for GASB 34 implementation of $3,000 = $60,900) and authorized the Mayor to execute Amendment No 1 on behalf of the City 11 Approved the proposed revision to the class specification of the job classification of Wastewater Supervisor 12, Authorized the City Manager to execute Amendment No 1 to extend current Professional Services Agreement No 2941 with Ron Rakich and Associates through December 31, 2002, approved the carry over remaining FY 2001 -2002 funding 13 PULLED FOR DISCUSSION BY MAYOR PROTEM JACOBS 14 PULLED FOR DISCUSSION BY MAYOR PROTEM JACOBS 15 PULLED FOR DISCUSSION AT REQUEST OF THE PUBLIC 16 COUNCIL MEMBER MCDOWELL HAS A POSSIBLE CONFLICT OF INTEREST 17 MAYOR PROTEM JACOBS HAS A POSSIBLE CONFLICT OF INTEREST MINUTES OF THE REGULAR CITY COUNCIL MEETING September 3, 2002 PAGE NO 6 0 IJ 18 Waived the formal bidding process per the Municipal Code. Approved Contract No 3049 with Motorola for $45,491 88 for the purchase of a radio workstation and software upgrades to the existing radio workstations In the Police Department's Public Safety Communications Center Authorized the Mayor to execute the contract on behalf of the City MOVED by Council Member Gaines, SECONDED by Mayor Pro Tern Jacobs to approve Consent Agenda items 5, 6, 7, 9, 10, 11, 12 and 18 MOTION PASSED BY UNANIMOUS VOICE VOTE 5/0 CALL ITEMS FROM CONSENT AGENDA 8 Approve request by the El Segundo Police Officers and Firefighters Associations for City support and approval to close Main Street between Grand Avenue and Holly Avenue during the Pancake Breakfast in honor of the victims of 9/11, Saturday, September 14, 2002 MOVED by Council Member Wernick, SECONDED by Council Member McDowell to approve request by the El Segundo Police Officers and Firefighters Associations for City support and approval to close Main Street between Grand Avenue and Holly Avenue during the Pancake Breakfast in honor of the victims of 9/11, Saturday, September 14, 2002. MOTION PASSED BY UANANIMOUS VOICE VOTE 5/0 13 Authorize staff to issue a Request for Proposal (RFP) to obtain an update of the El Segundo Fiscal Impact Model (ESFIAM), a subsequent analysis of the fiscal impact of private development on Area A of the Los Angeles Air Force Base using the updated ESFIAM, and authorized staff to secure the services of bond counsel MOVED by Mayor ProTem Jacobs, SECONDED by Council Member McDowell to authorize staff to issue a Request for Proposal (RFP) to obtain an update of the El Segundo Fiscal Impact Model (ESFIAM); a subsequent analysis of the fiscal impact of private development on Area A of the Los Angeles Air Force Base using the updated ESFIAM, and authorized staff to secure the services of bond counsel MOTION PASSED BY UANANIMOUS VOICE VOTE 5/0 14 Consideration and possible action regarding the distribution of a Request for Proposal (RFP) to update the City of El Segundo's Circulation Element of the General Plan and prepare an Environmental Impact Report The Council directed that the Corporate Office (CO) zone be added to the traffic modeling exercise and that all references to modeling be clarified in the RFP In addition, staff is to meet with interested business representatives that may wish to comment on the RFP and return on September 17th for further City Council evaluation /direction 15 Adopt Resolution No 4269 amending Resolution No 4257 to provide for street sweeping on Grand Avenue (between Main Street and Richmond Street) MINUTES OF THE REGULAR CITY COUNCIL MEETING September 3, 2002 PAGE NO 7 3� MOVED by Council Member Gaines, SECONDED by Mayor ProTem Jacobs to adopt Resolution No 4269 amending Resolution No 4257 to provide for street sweeping on Grand Avenue (between Main Street and Richmond Street) MOTION PASSED BY THE FOLLOWING VOICE VOTE AYES GORDON, JACOBS, GAINES, MCDOWELL ABSTAINING WERNICK 4/0/1 16 Authorize staff to make an advance payment of $35,000 to Southern California Edison Company (SCE) for the design and relocation of SCE facilities in conjunction with the Douglas Street Gap Closure Project Approved Capital Improvement Program (Estimated Cost $35,000) MOVED by Council Member Gaines, SECONDED by Mayor ProTem Jacobs to authorize staff to make an advance payment of $35,000 to Southern California Edison Company (SCE) for the design and relocation of SCE facilities in conjunction with the Douglas Street Gap Closure Project Approved Capital Improvement Program (Estimated Cost $35,000) MOTION PASSED BY THE FOLLOWING VOICE VOTE AYES GORDON, JACOBS, GAINES AND WERNICK NOES NONE NOT PARTICIPATING MCDOWELL 4/0/1 17 Award Contract to FS Construction for removal and storage of Heritage Stones as part of the Downtown Specific Plan Implementation Approved Capital Improvement Program — Project No PW 02 -17 (Contract Amount = $38,808.00) Authorize the City Manager to execute the contract on behalf of the City MOVED by Council Member McDowell, SECONDED by Council Member Gaines to award Contract No 3050 to FS Construction for removal and storage of Heritage Stones as part of the Downtown Specific Plan Implementation Approved Capital Improvement Program — Project No PW 02 -17 (Contract Amount = $38,808 00) Authorized the City Manager to execute the contract on behalf of the City MOTION CARRIED BY THE FOLLOWING VOICE VOTE AYES GORDON, GAINES, MCDOWELL, WERNICK NOES' NONE NOT PARTICIPATING JACOBS. 4/0/1 F. NEW BUSINESS — 19 Consideration and possible action on the awarding of RFP No 02 -14 (Police Towing and Storage Services) to the most responsive bidder as the City's primary towing contractor, and authorize the City Council to execute the four -year agreement with three one -year term extensions, for a maximum total contract length of seven years ITEM POSTPONED TO A FUTURE DATE G REPORTS — CITY MANAGER — NONE H REPORTS — CITY ATTORNEY — Announced that the City of El Segundo prevailed in a lawsuit it filed against Stardust West Apartments The City had filed an action seeking to cause Stardust to cease the unlawful use of the premises Stardust had been maintaining 39 dwelling units, but the Certificate of Occupancy only allowed for 26 units REPORTS — CITY CLERK - NONE MINUTES OF THE REGULAR CITY COUNCIL MEETING September 3, 2002 PAGE NO 8 32 REPORTS — CITY TREASURER — NONE K REPORTS — CITY COUNCIL MEMBERS Council Member McDowell — Spoke regarding the 911 observance Council Member Gaines — 20 Consideration and possible action regarding a request for City support and approval to hold a Parade to welcome the El Segundo Babe Ruth 13 -15 Year Old 2002 World Series Champion Baseball Team and El Segundo Babe Ruth 13 Year Old 2002 State Champion Baseball Team ITEM PULLED FROM AGENDA Council Member Wernick — Spoke regarding the Public Safety Pancake breakfast Mayor Pro Tern Jacobs — spoke regarding the upcoming Heart Walk Mayor Gordon — Announced the September 11 observations at 6 45 A.M to be held in the plaza area between City Hall, and the Police Department Announced that Officer J P Sellens will travel to New York City to participate in the Observance in New York 21 Consideration and possible action regarding a request for a lease renewal by the Scout House Association ITEM TAKEN UP EARLIER IN AGENDA 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 Kitty Crowley, resident, spoke regarding the Recreation Park Clubhouse and objections to the current plan Liz Garnholz, resident, spoke regarding LAX Conrad Walton, resident, expressed his disappointment to the passage of item number 15, regarding street sweeping Jane Tunno spoke regarding the budget CLOSED SESSION - NONE MINUTES OF THE REGULAR CITY COUNCIL MEETING September 3, 2002 PAGE NO 9 33 ADJOURNMENT at 9 35 p m Cindy Mortesen, City Clerk MINUTES OF THE REGULAR CITY COUNCIL MEETING September 3, 2002 PAGE NO 10 3 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT MEETING DATE- September 17, 2002 AGENDA HEADING. Consent Consideration and possible action regarding the distribution of a Request for Proposal (RFP) to update the City of El Segundo's Circulation Element of the General Plan and prepare an Environmental Impact Report RECOMMENDED COUNCIL ACTION. Provide comments and /or direct staff to distribute an RFP for the Circulation Element update process, or, Provide direction to staff on a different scope of work for the Circulation Element update process, or, Alternatively, discuss and take other actions related to this item BACKGROUND & DISCUSSION' On September 3, 2002, the City Council reviewed the proposed scope of work and RFP forthe Circulation Element update Council directed staff to include the evaluation of additional floor area ratio scenarios for the Corporate Office (CO) Zone, in addition to the three scenarios it previously included for the Mixed -Use North and South zones Council also directed staff to meet with interested business representatives about several issues in the proposed RFP The discussion below highlights the changes to the RFP that are being recommended by staff Additionally, the previous two staff reports are attached for reference ATTACHED SUPPORTING DOCUMENTS. A Draft Request for Proposal B City Council Staff Report— September 3, 2002 C City Council Staff Report — August 6, 2002 (with Decision Tree exhibit only) FISCAL IMPACT: Operating Budget, N/A Amount Requested. $250,000 (see note below) Account Number: 001 -400- 2402 -6214 Project Phase- N/A Appropriation Required: X Yes _ No Appropriation of $250,000 has been requested throut revision is included, the cost may increase between $ FY 2002/2003 budget process (If a Land Use Element ,000 and $40,000) M L4 x—�� nsen. Director of Communitv. Economic and DATE 0 1) 5 STAFF REPORT September 17, 2002 BACKGROUND & DISCUSSION: (cont.) Traffic Modeling - Floor Area Ratio Page 2 Based on comments staff has received, we felt some additional clarification on the use of traffic models would be helpful A traffic model is designed to forecast traffic levels in the future based on a number of variableslassumptions (i e , build -out year, vacant land inventory growth rate, density, etc ) as inputs to make the calculations The output of a traffic model is the predicted traffic volumes at a point in the future As discussed in the previous report, the City Council will validate the variables /assumptions that will go into the model before the consultant begins work on the Circulation Element. Then when all the assumptions are determined, the model will be run and the output, which is the future traffic levels, will be known To test the impact on the change in one of the assumptions, such as the growth rate, all other assumptions must remain constant and the model is rerun with a different growth rate The results of the two model runs can then be compared and the effect of altering one variable can be identified There is a cost for the consultant to do each of these model runs when a variable /assumption is changed and tested Part of the assumption selection process is determining the floor area ratio (FAR) to incorporate into the traffic model for each zone in the City For all but the Corporate Office (CO) and Mixed -Use North and South (MU) Zones, staff proposes to use the current permitted densities in the Land Use Element of the General Plan Staff is proposing that once all other assumptions are finalized and approved by the City Council, that the traffic model would be run three times on the entire City, with all variables except FAR being held constant The outcome of the three model runs could then be compared to determine the relative impact on the future levels of service at intersections throughout the whole City based on the three different density scenarios These results could be used as a basis for determining if density amendments to the Land Use Element of the General Plan are warranted On September 3, 2002, Council directed staff to include additional densities for the CO Zone into the traffic model If the same methodology were applied to the CO Zone as to the MU Zones, staff would recommend that FAR scenarios of 0.5, 0.65, and 0.8 be studied. The current maximum FAR in the CO Zone is 0 8. These scenarios represent the same relative range as directed by Council for the MU zones (0 8, 1 0, and 1 3) Staff is also aware that there may be Council interest to study density increases in the CO Zone instead If such were the case, staff would recommend that FAR scenarios of 0.8, 1.0 and 1.3 be studied for the CO Zone It is also important to clarify that staff understands only three separate traffic model runs would be conducted (e g , one with CO=O 5 and MU =0.8, one with CO =0.65 and MU =1.0, and one with CO=O 8 and MU =1 3 assuming a density reduction is studied) with all other elements of the traffic model (i e , buildout year, related protects, vacant land, etc ) remaining constant. If additional traffic model runs are conducted which use different density combinations for the CO and MU Zones (such as CO=O 5 and MU =1 3), there would be additional costs as well. There are 9 possible density combinations that could be modeled using three different densities for each of the zones. Staff has included into the scope of work the task of identifying 3 i, STAFF REPORT September 17, 2002 Page 3 the cost of each model run, so if additional scenarios or assumptions are developed during the course of the project, staff will be able to report on the cost implication of rerunning the traffic model each time Additional Revisions Since the last Council meeting staff met with representatives of the business community to discuss additional revisions to the proposed scope of work. One key element of their proposal was to include in the RFP a review of other possible methodologies or measuring standards for determining impacts to the circulation system The most common methodology is to forecast the level of service (LOS) using the Intersection Capacity Utilization (ICU) method at individual intersections and roadway segments and compare the results to recognized impact standards (LOS A is best, LOS F is most congested) Staff suggests that the RFP include an additional task to analyze the most appropriate method for measuring traffic impacts. One suggested alternative or additional methodology is to examine each route or traffic corridor in the City (i e., Sepulveda or Rosecrans) and look at how that corridor as a whole operates in the future This approach is used by the South Bay Cities Council of Governments to analyze traffic improvements in multiple cities along one corridor Staff recommends an additional task for the consultant to provide corridor level analysis of traffic impacts in addition to intersection level analysis. After listening to suggestions from business representatives, staff also suggests the scope of work include a task designed to identify the amount of future traffic growth that would be attributable to pass- through traffic versus traffic that originates from development in the City. This would help determine the areas in which resources should be used and to mitigate impacts and prioritize the critical streets and infrastructure Smoky Hollow Staff is requesting Council to confirm the need to study density revisions to the Smoky Hollow Specific Plan in the RFP The previous Circulation Element update included an analysis of an increase in the FAR in the Smoky Hollow Specific Plan from the current maximum of 0 6 to 0 8 or 1 0 However, staff recommends not studying density changes in Smoky Hollow because at this point there does not appear to be consensus to do so by the Council. If Council desires to again include study of Smoky Hollow in the Circulation Element, it would require traffic model runs in addition to the ones described above for the CO and MU Zones Staff would recommend that if such an analysis were desired, that the model use the existing FARs in all of the zones, except the two Smoky Hollow Specific Plan zones (Small Business and Medium Manufacturing) and not any of the reduced density combinations in the CO and MU Zones This would insure that reduced densities in other portions of the City do not influence the results Staff recommends that the Council issue the RFP and provide until October 18th for the prospective consultants to submit proposals to the City Based on this schedule staff would expect to review the proposals, interview three finalists and return with a recommendation to Council for selection by November 19, 2002, if possible P \Planning & Building Safety\ PROJECTS \576- 599\EA- 579 \9 -17 -02 ais rip do 37 CITY OF EL SEGUNDO REQUEST FOR PROPOSAL Revised Circulation Element And Environmental Impact Report This is a Request for Proposal (RFP) to update the City of El Segundo's Circulation Element of the General Plan and prepare an Environmental Impact Report The City is seeking an experienced, innovative consulting firm or team with extensive experience in preparing Circulation Elements and Environmental Impact Reports Background The Circulation Element was adopted in 1992 as part of a major revision of the entire General Plan Since that time, mayor development has occurred within the City including the building of 2 5 million square feet of commercial, office and industrial development. Changes have also occurred in local and state congestion and transportation planning practices These include changes to the protected levels of service and traffic volumes, and changes in regional transportation requirements (i a the Congestion Management Plan) Last year, the City discontinued work on an update to the Circulation Element due to lack of community consensus on several issues The City decided to begin a new update process in an effort insure the Circulation Element is uo to date and reflects the needs of the community Backaround of El Segundo The City of El Segundo was incorporated in 1917 El Segundo is considered part of the South Bay subregion in the southwestern edge of the Los Angeles Coastal Basin Downtown Los Angeles is about 20 freeway miles from El Segundo The City has 5 46 square miles with a resident population of 16,033 according to the 2000 census The daytime population is approximately 75,000 All of the residential population is west of Sepulveda Boulevard The office /industrial /commercial area east of Sepulveda Boulevard represents Fortune 500 companies and a range of businesses including aerospace, computer related companies and travel related companies Development east of Sepulveda Boulevard has been very active Over one million square feet of office development has been completed within the last year A 2 1 million square foot corporate campus project has recently been approved Scope of Work The intent of the update process is to produce a Circulation Element that is more reflective of the current circulation and development patterns of the City The policies should be oriented towards a well - balanced, coordinated transportation system that reduces dependence upon the automobile while still providing access for residents, employees and visitors to the City The Circulation Element should set out goals and policies which will provide for alternative forms of transportation including, but not limited to bicycle, pedestrian and transit facilities while remaining sensitive to impacts in the residential neighborhoods, business areas, and accounting for the impact of new development on the community The Element should also consider current 38 and future technology to increase capacity of existing streets and reduce congestion The City seeks creative solutions to the City's future traffic demand Circulation Element The Circulation Element must be prepared in compliance with Section 65032(b) of the State Government Code The Element shall address the extent of existing and proposed major thoroughfares in relationship with the City's Land Use Plan, Capital Improvement Program, transportation routes and modes, and planned development The update of the Circulation Element should consider revising or creating goals, policies and objectives covering the following areas • Auto, pedestrian, bicycle and transit policies • Regional transportation opportunities • Truck routes • Parking including public parking in the Downtown • Acceptable levels of service • New technology • Alternative fuel vehicles • Transportation management techniques • Analysis of accessibility to transportation for City workers, visitors, and residents, including low income, elderly and disabled persons • Transit services including shuttle programs • Creative methods to mitigate traffic and increase the capacity of the existing roads • Significantee thresholds for CEQA Compliance Required Tasks • Provide an analysis of benefits and limitations of different recognized methodologies and traffic models for measuring traffic impacts • Evaluate feasibility and circulation impacts of eliminating the existing Nash /Douglas one - way couplet and return streets to two -way traffic • Evaluate impacts of elimination of street extensions including but not limited to, Grand Avenue, Nash Street and Manposa Avenue identified in the present Circulation Element • Identify assumptions to be used in the traffic model. These should include but not be limited to build out year, percentage of development per year, percentage of ambient growth per year. These assumptions must be documented and approved by the City Council prior to beginning the analysis. • Complete update of maps including major circulation proposals, functional classification of streets, public transportation, bicycle routes, and current capacity of streets • Determine the amount of vacant and underdeveloped land • Separately determine the amount of vacant and underdeveloped land in the MU zone • Estimate the trip generation potential of vacant and underdeveloped land, approved projects (including El Segundo Corporate Campus), pass through traffic and traffic generated from the possible future LAX expansion, the Playa Vista Project, the Air Force Base Project and other planned projects • Run the traffic model to forecast future traffic for the City using approved City assumptions, including model runs using an FAR of 0 8, 1 0, and 1 3 in the MU zones and simultaneously using 0 5, 0 65 and 0 8 in the CO Zone or run the traffic model to forecast traffic for a range of FARs from 0 8 to 1 3 in the MU zones (In the budget, 3J specifically give the cost differential, if any, between these two traffic models and the cost of each model run ) • Address impacts and mitigation measures regarding high volume traffic flow, parking access as it relates to emergency equipment and vehicles • Review relevant circulation studies and recent data from all sources • Document the existing traffic volumes -to- capacity on major roadways • Survey and document existing land configurations, right -of -way widths, roadway capacities level of service (LOS) for approximately 60 intersections, traffic control devicses, speed limits, truck routes, bus routes (Torrance Transit, MTA, MAX Transit System, Lunchtime Shuttles, and Dial -a- Ride), bicycle routes and pedestrian routes both existing and proposed • Develop traffic forecasts for roadway segments and approximately 60 intersections • Provide an analysis of future corridor service levels • Provide an analysis of the amount and impact of future pass - through traffic versus traffic originating from development within the City_ • Identify protected roadway deficiencies and recommend improvements attainable within the next 20 years Identify possibilities for synchronization of signals and other technologically advanced systems • Identify possible truck route modifications • Identify major traffic accident locations • Identify parking needs for Downtown and alternative solution • Review and incorporate capacity enhancements of El Segundo ITS project • An Implementation Plan must be developed which translates the policies into actions, sets a time frame for these actions to occur and discusses financing methods Environmental Impact Report The consultant is to prepare an EIR for the Circulation ElementSpeGAG -War} The EIR must meet all the requirements of State law and include at a minimum • Preparation of Draft Initial Study and NOP • EIR Notices • Preparation of Administrative Draft and Draft EIR • Preparation of Administrative Final and Final EIR • Mitigation Monitoring • If necessary, Findings of Fact as well as a Statement of Overriding Considerations The following environmental issues should be reviewed and analyzed • Transportation /traffic • Air Quality • Noise • Geology and Sods • HydrologyMater Quality • Land Use and Planning • Aesthetics • Public Services • Utility and Service Systems • Hazards and Hazardous Materials 40 Deliverables Consultant will be responsible for all mailing including the NOP, Draft EIR and Final EIR The following deliverables and quantities should be included in the proposed cost • Administrative Draft Existing Conditions Report/Traffic Study - 6 copies • Final Existing Conditions Report/Traffic Study • Administrative Draft Circulation Element - 6 copies • Draft Circulation Element - 60 copies plus one camera ready copy, one electronic copy in Adobe Acrobat (PDF) format and one electronic copy in Microsoft Word 97 format • Final Circulation Element - 50 copies • Administrative Draft EIR -6 copies • Draft EIR -75 copies plus one camera ready copy, one electronic copy in Adobe Acrobat (PDF) format and one electronic copy in Microsoft Word 97 format • Final EIR -50 copies plus one camera ready copy, one electronic copy in Adobe Acrobat (PDF) format and one electronic copy in Microsoft Word 97 format Project Coordination /Public Participation At a minimum there will need to be monthly meetings with staff to monitor progress plus 2 -3 hearings before the Planning Commission and 2-3 -4 meetings before the City Council In the budget provide as an option the cost for community workshops Budget The proposed budget must be listed by task, hours and costs List separately the cost of additional traffic model runs including analysis and reports, the cost of a Land Use Element update if required to implement FAR changes and the cost of additional meetings The cost of the Land Use Element should include the cost of the deliverables and additional analysis for the EIR The contract will be a time and material contract with a not to exceed budget Contract A copy of the City's standard contract has been provided as an attachment The consultant should describe any exceptions being requested to the standard contract in the proposal Proposal Requirements The proposal should include at a minimum, the following information • Project experience • References including current telephone numbers • Proposed approach • Scope of work • Organization chart • Resumes • Sub - consultants and qualifications • Timeline • Budget i �. Selection Process All proposals will be evaluated by staff on the overall quality of the proposal, qualifications of the staff and firm and the experience with Circulation Elements and EIRs The top three consultants will be Invited to make an oral presentation References will be checked The final consultant selection will be made by the El Segundo City Council Resources Available The City of El Segundo has several resources available to assist the consultant with the preparation of the element These Include • Statewide Integrated Traffic Accident Record System data for 1997 • Citywide Speed Zone Survey (dated 1995) (Includes speed surveys for all major streets • Citywide Traffic Counts (1998 -2001) (Includes traffic counts for all major streets) The City will require new traffic counts for roadway segments and approximately 60 Intersections • City of El Segundo General Plan — 1992 • City of El Segundo General Plan — Existing Conditions Report — April, 1992 • Evaluation of Traffic Congestion Mitigation Fee — March 19, 1996 • EIR for El Segundo Corporate Campus — December, 2001 • Draft EIR for the Air Force Base Reuse Project — September, 2002 Submittal Deadlines Five copies of the written proposals are due by OctoberSepte+aiber 1828, 2002 at 5 PM The proposal should be addressed to James Hansen, Director of Community, Economic and Development Services City of El Segundo 350 Main Street El Segundo, CA 90245 By submitting a response to this Request for Proposal (RFP), prospective consultant waives all rights to protest or seek any legal remedies whatsoever regarding any aspect of this RFP The City reserves the right to issue written notice to all participating firms of any changes in the proposal submission schedule, should the City determine in its sole and absolute direction that such changes are necessary Acceptance of any proposal submitted pursuant to this RFP shall not constitute any implied intent to enter into a contract for consulting services The City reserves the right to reject any and all proposals Questions concerning this RFP should be directed to Paul Garry, Project Manager 310 - 524 -2342 Chris Ketz, Planning Manager 310 - 524 -2340 P \Planning & Building Safety\PROJECTS \576- 599 \EA - 579 \REQUEST FOR PROPOSAL doc 4 ;., 4 EL SEGUNDO CITY COUNCIL MEETING DATE: September 3, 2002 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding the distribution of a Request for Proposal (RFP) to update the City of El Segundo's Circulation Element of the General Plan and prepare an Environmental Impact Report RECOMMENDED COUNCIL ACTION Provide comments and /or direct staff to distribute an RFP for the Circulation Element update process; or, Provide direction to staff on a different scope of work forthe Circulation Element update process, or, Alternatively, discuss and take other actions related to this Item BACKGROUND & DISCUSSION: On August 6, 2002, the City Council reviewed possible tasks for Inclusion in the scope of work for an update to the Circulation Element. The Council directed staff to prepare an RFP fortheir consideration, based on a scope of work that was reviewed at that meeting. Briefly, the key provisions which the Council directed staff to include into the RFP included conversion of the Nash /Douglas one -way couplet to two -way operation, elimination of unbuilt planned streets from the current Master Street Plan, and the evaluation of three floor area ratio (FAR) scenarios (0.8, 1.0, and 1.3) as well as a range of FARs in the Mixed -Use North and South Zones ATTACHED SUPPORTING DOCUMENTS. A Draft Request for Proposal B City Council Staff Report — August 6, 2002 (with Decision Tree exhibit only) FISCAL IMPACT Operating Budget: NIA Amount Requested. $250,000 (see note below) Account Number. 001. 400 - 2402.6214 Project Phase NIA Appropriation Required: X Yes _ No Appropriation of $250,000 has been requested through FY 200212003 budget process (If a Land Use Element revision is included, the cost may increase between $20,000 and $40,000) URIGINAI EU BY DATE: Jamesl M Hansen, Director of Community, Economic and Development Services REVIEWED BY: DATE: Mary Str n, City Manager �z 43 07 X14 STAFF REPORT- September 3, 2002 BACKGROUND & DISCUSSION: (cont.) Page 2 At the August 6, 2002 Council meeting, staff prepared a summary of written comments /suggestions that emanated from two public scopmg meetings on the Circulation Element process Staff also presented options addressing special areas of study for the Circulation Element (i.e. Nash /Douglas couplet, street extensions, etc.) Recommendations on methodological issues (i.e. growth rates, burldout year, etc) and options for addressing potential FAR revisions to the Land Use Element of the General Plan were prepared as well Staff also presented suggestions for the public participation portion of the Circulation Element update process In order to ensure that the proposed scope of work In the RFP accurately reflects the consensus of the Council from the August 6, 2002 meeting, staff has outlined below the key provisions which are Included These have been incorporated as specific tasks In the scope of work In the attached RFP • Evaluate feasibility and circulation Impacts of converting the existing Nash /Douglas one - way couplet to two -way traffic operation • Evaluate Impacts of elimination of street extensions, Including but not limited to, Grand Avenue, Nash Street and Mariposa Avenue identified In the present Circulation Element • Run the traffic model to forecast future traffic for the City using an FAR of 0.8, 1.0, and 1.3 In the MU zones or run the traffic model to forecast a range of FARs from 0.8 to 1.3 • Specifically give the cost differential, If any, between these two traffic models Other components of the scope of work are outlined on page 2 of the RFP. The scope of work also includes the preparation of an Environmental Impact Report to evaluate the potential environmental Impacts of the projects Upon approval by Council, staff will distribute the RFP to traffic engineering and environmental firms. Responses will be due on September 20, 2002. Staff will review the proposals, Interview three finalists and forward a recommendation to Council for selection by Ontober 15"', if possible P Planning & Budding Safet5APROJECTS1576- 5991EA- 57919.3-02 ais rtp doc 44 074 EL SEGUNDO CITY COUNCIL MEETING DATE: August 6, 2002 AGENDA ITEM STATEMENT AGENDA HEADING: Unfinished Business AGENDA DESCRIPTION: Consideration and possible action regarding revisions to the Circulation Element and possibly the Land Use Element of the General Plan RECOMMENDED COUNCIL ACTION: 1 Direct staff to issue a Request for Proposal (RFP) for a consultant team to prepare an update to the Circulation Element which includes the conversion of the Nash - Douglas couplet to two-way operation; an evaluation of the Impacts of the elimination of unbuilt street extensions; or, 2 Direct staff to Issue an RFP for a consultant team to prepare an update to the Circulation Element which Includes the conversion of the Nash - Douglas couplet to two -way operation, an evaluation of the impacts of the elimination of unbuilt street extensions, study three scenarios for revisions to the Floor Area Ratios permitted In the Land Use Element; or, 3 Alternatively, provide direction to staff on a different scope of work for the Circulation Element update process. BACKGROUND & DISCUSSION: On October 16, 2001, the City Council adopted the recommendation of the Circulation Element Task Force to discontinue the update of the Circulation Element after a three -year effort fell short of gaining consensus on several key issues The Council also directed staff to Initiate a new process, beginning with a development of a scope of work, a budget appropriation, selection of a new consultant, and assumptions for changes to the current Circulation Element. (Continued on next page ) ATTACHED SUPPORTING DOCUMENTS: A. Circulation Element Decision Tree B Scoping Meeting Written Correspondence C Summary of Public Comments Received at the Scoping Meetings D Memo from City Attorney, Mark Hensley FISCAL IMPACT. Operating Budget: N/A Amount Requested: $250,000 (see note below) Account Number: 001400- 2402 -6214 Protect Phase: N/A Appropriation Required: X Yes _ No Appropriation of $250,000 has been requested through FY 20022003 budget process (If a Land Use Element revision is included, the cost may increase between $20,000 and $40,000) Ck4s , A � , � �%) � � -tor James M Hansen, Director of Communk y, Economic and DeveloF lCVtC. QV 7/ _1 c/ o Z Services Mary Sitenn,n,, City Manager 7�jL C-) STAFF REPORT. August 6, 2002 Page 2 BACKGROUND & DISCUSSION: (cunt.) On May 7, 2002, the City Council directed staff to conduct a "scoping" meeting with residential and business stakeholders in the City to seek Input on the Issues which should be addressed in the new Circulation Element update process. Staff conducted a workshop on June 5, 2002, and held a second one on June 25, 2002, at the request of the public. Approximately 40 people attended the two meetings. Staff requests that Council provide direction on the scope of work of the proposed Circulation Element update, discuss the specific components of the scope of work, approve a funding source, and Initiate the request for proposal (RFP) process. Staff has revised the Circulation Element "Decision Tree" (Exhibit A) that was included in the May 7, 2002, staff report to Identify the key areas in which Council direction is needed in order to complete the scope of work for the RFP. The "Decision Tree" and discussion below is organized to facilitate the ability of Council to provide direction to the staff on the topics of Assumptions, Methodology, and Public Participation. Summary of Scopina Meetinas At the two public scoping meetings, staff provided background information on the previous Circulation Element update process; Identified the key traffic issues which were previously studied, described some of the Important assumptions that would need to be reviewed (i.e., build -out year, construction of planned roadways, floor area ratio changes, etc.); and, facilitated a discussion of the topics which were of interest by the participants in the workshops Staff did not attempt to seek consensus from all the parties present on the courses of action to take, but made notes of the topics which were brought up. In support of these positions, four parties also submitted written comments /suggestions which are attached for Council consideration (Exhibit B) Attached (Exhibit C) is a list of suggestions from business representatives and residents that attended the two workshops. Scope of Work Considerationst On May 7, 2002, staff provided background information to the Council on the previous Circulation Element and suggested a few important issues that should be addressed In order to prepare a scope of work for an RFP such as deletion of certain unbuilt streets, Nash - Douglas one -way couplet, etc. These issues would affect the scope of work, cost, and length of time necessary to carry out the project 011) 1 When reviewing the potential scope of work, it is important to keep in mind that action is not required on any particular suggestion at this time. Many of these items can be reviewed in more detail during the update process Broadly speaking, support for inclusion of FAR changes was from participants from the residential community (J STAFF REPORT August 6, 2002 Scope of Work Considerations — cont. Assumptions Page 3 Identification of the number and types of special areas of study (i.e., one -way couplet, street extensions, etc.) that would be included in the scope of work. Since each of these types of study areas requires additional traffic modeling in order to determine the level of service impacts associated with each, the number of topics which need quantitative analysis would affect the overall budget Staff suggests that there is sufficient community consensus to restudy the impacts of converting the Nash -Douglas one -way couplet to two -way operations and to evaluate the elimination of several unbuiltstreet extensions as part of the scope of work. Methodology Any analysis of future traffic growth and impacts requires that a certain number of assumptions be made to predict traffic growth, distribution, and future traffic patterns. There are a great number of assumptions regarding the planning time frame for the project and growth factors, among other things, that can impact the scope of work and the RFP. Council direction on these types of assumptions will assist staff in developing the scope of work and budget for the new Circulation Element update. Staff recommends that the scope of work include a study of the impacts of different assumptions and that the Council not decide on particular assumptions at this time. As depicted in the attached "Decision Tree ", addressing potential modifications to permitted FARs in the Land Use Element of the General Plan is important for determining the overall length of time to complete the update process. Equally important in coming to a decision regarding the study of FAR changes is direction on how many different density scenarios should be analyzed. Assessing the impact of different buildout densities requires separate traffic model runs which again impacts the potential overall budget of the project. Staff recommends that if the Council consensus is to study revisions to FARs in the Land Use Element, that at least three different scenarios be included for budgeting purposes. It is important to note that when weighing the decision to study density changes, the previous Circulation Element traffic analysis found that much of the traffic growth in the future would come from "pass -thru" traffic from other communities which would not be reduced by modifications to FARs in El Segundo. Additionally, as less vacant land is available for development than in the past, potentially reduced FARs might not impact as many future developments as were impacted many years ago when the City was less developed. Public Participation At the conclusion of the previous Circulation Element update process, the Council indicated a desire to expand public participation and possibly establish a task force or advisory committee that would be included from the beginning to afford more community input 020 4 '; STAFF REPORT August 6, 2002 Page 4 Scope of Work Considerations — cont. There will be a public outreach component to the consultant contract. In addition, there will be public Input throughout the review process, Including public hearings conducted by the Planning Commission and City Council. However, if the City Council would like to have a task force as part of the public outreach program, staff would recommend that a public outreach consultant be hired as part of the consultant team. Both representatives from the residents and business owners should be on the task force. Staff recommends that the task force have a limited number of participants (i.e. 10) and there should be a specific number of meetings Included in the scope of work. Staff is suggesting that this effort be limited to four task force meetings and a general public workshop. In order to complete the project within 18 months, the time spent on task force meetings should be limited to the initial months. The task force could review and make recommendations to the Council on the proposed technical assumptions, and possible FAR study scenarios. Staff suggests that once agreement is reached on these types of assumptions and approved by the City Council, the consultant prepare the Circulation Element and Land Use Element, and necessary CEQA documents. A public outreach consultant would be responsible for conducting the meetings and preparing summaries of the results. The cost of this consultant would be Included in the proposed $250,000 budget. Budoet There is currently no appropriated budget for a new Circulation Element update process. The cost would be Influenced by the direction Council desires with respect to Incorporation of density changes, the public participation process and other possible tasks. In the proposed FY 2002/2003 budget, staff has requested a budget appropriation of approximately $250,000 for the Circulation Element update and EIR. Since the exact cost of the project cannot be determined until direction is given to staff on the scope of work (because it may Include a Land Use Element update as well), staff suggests that the $250,000 already requested be budgeted for the project. When the proposals come back from the consultants, staff will return to the City Council with a request for a budget adjustment, if necessary. Attached (Exhibit D) is a memo from the City Attorney, which orovides an overview of legal Issues concerning revisions to the Circulation and Land Use Elements. P %Planning 8 Building SaferAPROJECTSl576- 5991EA- 579\6-6 -02as -2a dx 0 Li 48 EXHIBIT A Circulation Element Update Decision Tree Determine Assumptions Determine which special study areas to include in Circulation Element Scope of Work (i.e., reversing Nash - Douglas One -way Couplet, deleting roadway extensions, revise bike routes, Smoky Hollow, revise truck routes) Circulation Element Land Use Element Methodology Determine technical approach (i.e., Horizon Date, Cumulative Projects, Ambient Growth %, Traffic Distribution, Undeveloped land) Public Participation Determine format for public particiation Analyze traffic impacts of Scope of Work Prepare EIR Determine if modification to FARs in Land Use Element will be included in scope of work Land Use Element Methodolodgy Determine the number of FAR scenarios to study Schedule 12 -15 Months 12 -18 Months O �. i EL SEGUNDO CITY COUNCIL MEETING DATE: September 17,2002 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Consideration and possible action regarding a status report on Streaming Video on the website for public meetings RECOMMENDED COUNCIL ACTION. 1) Receive and File 2) Alternatively discuss and take other action as required BACKGROUND & DISCUSSION: For about two months staff has been testing streaming video for City Council Meeting By completing an analysis of the current technology for streaming video, created a detailed report describing the implementation alternatives, as well as selecting an approach to implementation (continued on next page) ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Operating Budget: 42,500 in 2002 -2003 Operating Budget Amount Requested: Account Number- Project Phase: Appropriation Required: -Yes _ No ORIGINATED BY. DATE: Bret M Plumlee, Director Administrative Services REVIEWED BY- DATE: Mary Strerk(, City Manager 5 c, 6 BACKGROUND & DISCUSSION (continued) Staff has determined that the most cost effective way to provide the bandwidth necessary to stream video to the public is send the video using hardware within the city to a remote "co- location" facility The hardware required to do this includes two (2) encoder servers, two (2) Viewcast cards, Vlewcast software, a file server, and software for management and editing as well as a service contract with an outside "co- location" facility that is expected to cost about $300 per month The lease agreement and another update regarding the streaming video will be brought to the City Council in the near future. The streaming video function is planned to be used for City Council meetings as a first phase The hardware and software requested could be used for other streaming video uses in the future. 5 � EL SEGUNDO CITY COUNCIL MEETING DATE: September 17, 2002 AGENDA ITEM STATEMENT AGENDA HEADING- CONSENT AGENDA DESCRIPTION. Consideration and possible action regarding an update of the City Risk Management Function RECOMMENDED COUNCIL ACTION: Recommendation — (1) Receive and file, (2) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION' At the beginning of FY 2001 -2002 the City Council authorized the centralization of the Risk Management function into the Administrative Services Department The existing Purchasing Agent position, was reclassified to Risk Manager /Purchasing Agent, and an open Accounting Technician position was filled, who assists in the areas of risk management and purchasing In addition, the City entered into a one -year agreement with Ron Rakich & Associates for risk management services to supplement the Risk Management project This one year agreement will expire December 31, 2002 Funds have been Included in next years budget for additional risk management services ATTACHED SUPPORTING DOCUMENTS: Risk Management Annual Report, Summary of Accomplishments FISCAL IMPACT: Operating Budget: Amount Requested. Account Number: Project Phase: Project Status Report Appropriation Required: —Yes X No ORIGINATED BY: DATE: 1W 11'�7 &--L-4 /o -1) )_ Bret M Plumlee, Director Administrative Services REVIEWED BY: DATE. Mary St ert City Manager /4Z- -- BACKGROUND & DISCUSSION (CONTINUED) Over the past year staff has worked to improve efficiency and cost effectiveness in the area of risk management Several projects which have been completed and/or are currently underway include the development of a Risk Management manual, a team approach for workers' compensation case management, a revised claim evaluation procedures, a contractual risk transfer program, a special event policy and procedures, a risk management Information system, and standardized performance measurements In addition, staff held a Risk Management overview workshop in August and presented an overview A summary and full description of accomplishments over this first year is attached to this report Staff developed a risk management Information system utilizing key coordinators in many departments citywide for the purpose of timely field Investigations work This has provided Improved communications, documentation, and reduced claims processing time between the City and the City's Third Party Administrators, Colen and Lee and City Attorney's office The City received forty -four liability claims during the policy year ending June 30, 2001, which is the most current year for which complete data is available Twenty -two of the forty -four claims reported during the year Involved trees, The total incurred cost of these twenty -two claims is currently $53,200, which represents nearly 40% of the total cost of claims Council requested the establishment of a pilot program for using outside counsel for defense of simple tort claims Over the past year one claim was sent to an outside counsel for defense and It was for the filing of a late claim petition The City prevailed on the matter and the petition was denied Staff is currently in the process of having a Workers' Compensation Claims audit performed with the results back to City Council by the first meeting in November 2002 The Risk Management Annual Report will be available in the Administrative Services, Risk Management and Purchasing division 53 Accomplishments During the past year, the City's risk management unit accomplished the following Designation of a City Risk Manager Following up on one of the recommendation options in the consultant's report from last year, the City appointed the purchasing agent as Risk Manager as a part-time function Under this option, the efforts of the Risk Manager are supported by outside consultants (see below) who work with the Risk Manager to achieve the transition for a one year period Hiring of an assistant to the Risk Manager An open Accounting Technician position was filled to provide assistance to the Risk Manager This position also works part-time in risk management and part time in purchasing Selection of an outside consultant As approved by City Council, last year, the City has retained the services of an outside risk management consultant to assist in the development of and transition to a full risk management program The consultants have been on board since January 20112 The consultants are working closely with the Risk Manager in developing and implementing the other project elements described in this section Risk management policy A draft policy has been developed and submitted for review by upper management and the City Attorney Once approved, the policy will go to City Council for adoption The policy is reproduced in the Risk Management Manual and will be distributed to all key City staff Risk management manual A draft risk management manual has been presented and is currently under review by City staff Some sections are still in progress Team approach for workers compensation case management The City has a complete written program for case management including modified duty, case follow up and a return to work program This program is under review by various departments, human resources staff and management It has been incorporated into the draft risk management manual 11 Performance measurement standards The last element of the current project shall be the development of performance measurement criteria for overall risk management objectives (the criteria for claims is complete) This will include a system for measuring and reporting achievement of goals and objectives and comparing City performance with generally accepted standards, where possible This system is in progress and will be completed when all other elements of the project are finished JJ 13 EL SEGUNDO CITY COUNCIL MEETING DATE, September 17, 2002 AGENDA ITEM STATEMENT AGENDA HEADING: CONSENT AGENDA DESCRIPTION: Consideration and possible action regarding 1) approval to Increase the FY2001/02 purchase order by $15,000, 2) authorization to the City Manager to enter Into an six -month agreement with Westchester Medical Center for annual fitness- for -duty and executive physical examinations, 3) authorizing staff to go out to RFP for annual fitness- for -duty and executive physical examinations RECOMMENDED COUNCIL ACTION: 1) Approve an increase of $15,000 to FY2001/02 blanket purchase order #25 -00164 for Westchester Medical Group 2) Authorize the City Manager to execute a standard Professional Services Agreement with Westchester Medical Group for annual fitness- for -duty and executive physical examinations through March 31, 2003 3) Authorize staff to send out an RFP with the new protocols in January 2003 4) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION: The City currently uses Westchester Medical Group to provide its annual executive physical examinations and required fitness- for -duty examinations for all Police and Fire Safety personnel The Fire department is scheduled for their mandated fitness- for -duty exams beginning this month, therefore staff is requesting an Increase of $15,000 to its FY2001/02 blanket purchase order to cover the costs for the remainder of this fiscal year ATTACHED SUPPORTING DOCUMENTS- Scope of Services "Exhibit A" and Cost of Services "Exhibit B" FISCAL IMPACT: Operating Budget. $45,000 Amount Requested: $55,000 Account Number: 001 -400- 2506 -6214 Project Phase: Appropriation Required: X Yes _ No ORIGINATED BY. DATE: Bret M Plumlee, Director Administrative Services REVIEWED BY: DATE. S;t�_� V, /n, Mary Strenn, ity Manager 36 BACKGROUND & DISCUSSION (CONTINUED) In the interest of maintaining the continuity of this important program staff is also requesting Council authorization for the City Manager to execute a standard Professional Services Agreement through March 31, 2003 For services rendered after October 1, 2002 monies to pay these mandated services would come from the adopted FY2002 -03 budget Staff has been working with Westchester Medical Group on finalizing a revised "Fitness -for- Duty" examination protocol for Police and Fire Safety personnel For this reason staff is recommending the City continue working with West Chester Medical Group on this project through its completion and implementation to the end of March 2003 This would allow staff time to fully access the newly revised protocols and make any final adjustments necessary Additionally, staff is requesting Council authorization to send out an RFP with the new protocols in January 2003 with an award by the City Council sometime in late February or early March for its annual executive physical examinations and required fitness - for -duty examinations for all Police and Fire Safety personnel Jr 11=UIT A" 5.0 DESCRIPTION OF SERVICES 5 1 Affirmative statement for performance of services WMGCHH is capable of and willing to perform the services as described in the Executive Health and Fitness Program (see 5 2 1) for the City of El Segundo 5 1 1 WMGCHH will comply with all policies, procedures and forms of the City of El Segundo and shall take all necessary steps to enhance the quality and level of services provided 5 1 2 WMGCHH will provide competent, educated, and experienced staff in performing the medical examination and evaluation services for the City of El Segundo All staffing that has direct patient contact must meet the minimum requirements for employment 5121 Physicians WMGCHH physicians are Board Certified in Internal Medicine and licensed in the State of California 5 1 2 2 Exercise Physiologist WMGCHH Exercise Physiologist's must have a Bachelors or Masters degree in Exercise and Sport Science, Kinesiology, Exercise Physiology or a related field Current CPR certification must be maintained CPR certification is monitored through annual employee reviews. 5 1 2 3 Registered Nurse WMGCHH Registered Nurse must maintain a current license and CPR certification 5 1 2 4 Certified X -ray Radiographic Technician X -ray Technician must maintain current license 5 1 3 All supplies and services necessary will be supplied by WMGCHH to conduct the examinations /evaluations required 5 14 WMGCHH will maintain strict confidentiality in medical records and information regarding patient and /or contract with the City of El Segundo. J� 52 5 1 5 Records and Reports 5 1 51 WMGCHH will mail a complete letter to each examinee outlining results and recommendations within 10 business days from the exam date 5 1 5 2 WMGCHH will retain and have readily accessible all examinee files, containing medical examination forms and records, for a minimum of seven years after the creation of the examinee file 5 1 5 3 Chest x -rays will be retained by WMGCHH for five years after the life of the contract Cal /OSHA x -rays will be kept indefinitely 5 1 6 Billing and Invoicing 5 1 6 1 WMGCHH will bill for services rendered the prior month The billing cycle will be monthly and not cumulative charges 5 1 6 2 Invoices will contain the following information • Name of examinee • Social security number of examinee • Date of service • Description of service • Price of service • Total charges for the month to the City of El Segundo 5 1 6 3 Invoices, for the prior month, will be mailed accordingly so that the City of El Segundo will receive by the 150i of each month Performance of Services • A physical examination by a physician will always include, but not limited to, the following 1 HEENT 2 Cardiopulmonary examination 3 Abdominal examination 4 Musculoskeletal examination 5 Vascular examination 6 Neurological status examination 7 Vital Signs 8 Upper/Lower extremity exam for mobility and strength 9 Digital rectal examination and fecal occult blood for males 40 years of age and older 10 Testicular examination for males 11 Breast examination and Pap smear will be offered to females 12 Family and Personal Medical History 13 Social /personal history to discuss exercise, diet, alcohol intake, tobacco usage, and perceived stress level 14 Review of all laboratory data, x- ray(s), pulmonary function tests, audiometry results, and resting /exercise EKG interpretation J 5� 15 Discuss preventative health measures that are specific to each examinee 16 Final recommendations in a detailed report provided to examinee and only a "Fitness For Duty" report form will be provided to the City of El Segundo • Each examinee will work one -on -one with an Exercise Physiologist throughout the testing protocol The Exercise Physiologists on staff are well trained in every aspect of the testing protocol This allows for a timely and comfortable transition through the physical It also allows the Exercise Physiologist to get to know the examinee to help assist in developing an appropriate exercise prescription and advise lifestyle modifications per conversations with that examinee 5.2.1 WMGCHH will provide the following services as part of the City of El Segundo Executive Health and Fitness Program. • A physical examination by a physician • Blood Analysis (chemistry panel, complete blood count, thyroid, blood type, prostate specific antigen) • Urmalysts • Hemoccult slide testing • Height/Weight measurement • Body Composition Analysis • Vision Testing (Titmus /Suellen) • Color vision (Ishihara/Farnsworth) • Hearing Test (Audiogram 500Hz — 8000Hz) • Pulmonary Function Testing • Chest x -ray (1- view /2 views) • Back x -rays when applicable • Resting EKG • Maximal Stress EKG (treadmill or bike) • Push -up evaluation • Curl -up evaluation • Flexibility evaluation (Acuflex I — "sit & reach ") • Vaccinations, immunizations, antibody testing, etc upon request • Follow -up or referral to health care practitioner • Counseling, after the examination, by both the physician and Exercise Physiologist to review the results that are available, discuss exercise and dietary guidelines, and ways to reduce risk factors for heart disease • A report with all laboratory/x -ray results, exercise prescription and physician recommendations will be mailed to examinee 5 2 2 Cardiology Review Coast Cardiology reviews abnormal Exercise EKG's These findings and recommendations by the cardiologist are reported to examinee and documented in the written report sent to examinee G 4_9 Jib °EXHIBIT B^ 8.0 CONTRACTOR RATES 8 1 Pricing of the Executive Health and Fitness Program and Police Pre- employment EVALUATION COMPONENT Executive, Police, Fire Police Pre-employment Physician examination $20000 $20000 Vision w/ glaucoma screening $1500 $1500 Audiometry $1000 $1000 Chest x -ray (1 view) $3500 $5500 Back x -ray 2 views) Not applicable $5500 Blood panel includes $5300 $5300 Chemist panel Patient expense blood count Referral onl -Complete Prostate Specific Anti en As needed /recommended As needed /recommended Unnal sis $1200 $1200 Pulmonary function (FEV, FVC) $2500 $2500 Resting EKG $3000 $3000 Stress EKG (Bruce protocol) $12000 $12000 Strength & flexibility $2000 Not applicable Drug Screen w /out alcohol Not applicable $4300 TB skin testing Not applicable $2500 Body composition $1000 Not applicable Report to El Segundo "Fit for Duty" Report Form Only Not applicable Report to patient No charge No charge Total Cost $53000 $64300 City discount cost; $450.00 $550 00 Additional Components Hepatitis A (2 doses ) Negotiable Negotiable Hepatitis B (3 doses) $60 00 per dose $60 00 per dose Hepatitis C Antibody $4000 $40 00 Hepatitis B Surface Antibody $3700 $3700 Immunizations Negotiable Vaccinations Negotiable Pap smear Patient expense Flexible sigmoidoscopy Referral onl Mammogram Referral only Card ology consultation Referral only a 1 �r; EL SEGUNDO CITY COUNCIL MEETING DATE- September 17, 2002 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Consideration and possible action regarding a proposal by the Fire Department to purchase Scott Voice Amplifiers Total cost not to exceed $13,250 00. (1) Approve piggyback purchase of fifty -five (55) Scott 804565 -001 Voice Amplifiers with price fixed to City of Long Beach Contract #26667 from Alistair Fire Equipment (2) Alternativelv, discuss and take other action related to this item BACKGROUND & DISCUSSION: The Fire Department requested and received approval for the purchase of a voice communication system to be used with our Self- Contained Breathing Apparatus (SCBA) in the 2001 -2002 Operating Budget. This request originated as an item driven by the Fire Department's Safety Committee After review and agreement with the Safety Committee, the Department forwarded this need to Council for review and consideration as a capital request. These communications devices will significantly increase the safety and ability of our personnel to communicate in high noise environments at emergencies A Department committee evaluated three different types of voice communications devices to be used with our SCBAs. Based on field evaluations, the Scott 904564 -01 Voice Amplifier was determined to be the most economical as well as the best product available to meet our needs. Although economics was one of the criteria, reliability, durability, clarity and safety issues were also evaluated. By piggybacking on the Allstar Fire Equipment bid awarded to Long Beach, we are able to save 30 5% as compared to going to bid on our own. The total cost of this purchase will be $13,241.14; therefore, the capital request of $12,000 00 for this item will need to be supplemented. The Fire Department recommends transferring $1,241.14 from 3202 -5204 (Operating Supplies account) to complete the funding of these communications devices. ATTACHED SUPPORTING DOCUMENTS: 1. Letter of extension FISCAL IMPACT- Capital Budget: $12,00000 Amount Requested: $13,241 14 Account Number: 001- 400 - 3202 -8106 (Capital) - $12,000 00 001 -400- 3202 -5204 (Operating Supplies) - $1,241 47 Project Phase: Appropriation Required, _Yes X No ORI I ATED BY: G� C� DATE: I� Boa Z N G%� rm Angelo, Fire Chief / REVIEWED BY- DATE: /It f 1410.1 Mary StrN n, City 6� RUG- 16 -29 02 38'11 CITY -EL SEGO M BUS i)cs 710 722 2756 - ill H CITY OF LONG BEACH C PVRC:HASING DIVISION February 13, 2002 Allstar Fire Equipment Inc Attn Ned T Patterson 12328 Lower Azusa Road Arcadia, CA 91 006 -5 37 2 F 02 FILE COPY Subject Extension of Contract ko 28667 for Blanket Purchase Order No SPLB000000329 for Furnishing and Delivering Scott Health and Safety Products Dear Supplier The subject Contract Amendment is hereby exercised in accordance with the Terms and Conditions as Indicated in the original Contract, The total expenditures are estimated to be $410,000 during this renewal penod The contract amount shall not be exceeded, including tax, without my written authorization The General Terms and Conditions as stated in the contract shall apply Attached is a copy of the fully executed contract amendment. If you have any questions regarding this matter, please do not hesitate to contact Lenore Blueford, Buyer, at (562) 570.5384 The City of Long Beach appreciates your continued business. Sincerely, David C. Gonzalez City Purchasing Agent rx4 db AmandEss W29667 rmv1 Attachment AUG -07 -2002 17 56 Ai_LSTRR FIRE 99% Muff- 63 AUG -16 -2002 08 11 CITY -EL SEGUNDO BUS SUC= X10 N22 x'756 r' La AMENDMENT NO TWO TOCOWMACT NO. 26667 FILE COPY RE Renewal of BPL80WO0329 to Furnish and Deliver Scott Health and Safety Products to the City w Lone Beach (Contract No. 26667) This Amendment to Contract No 26867 is made and entered as of February 2, 2001 by and between the City of Long Beach, a municipal corporation, and ARStar Fire Equipment (Contractor) Contract No 26667 is amended by mutual agreement of the parties and as indicated below, by a check or other mark preceding the appropnate amendment. X 1 The term is extended to February 1, 2003 X 2 The not to excead' amount for the extended term is $410,000 X 3. Prices during this penod shall remain Orm _ 4 The price for certain items shad be increased as shown on Exhibit "A ", which is attached hereto and incorporated herein by this reference S The price for certain items shall be decreased as shown on Exhibit "A", which is attached hereto and incorporated herein by this reference 6 The discount offered to the City is increased by _ % 7 The items or locations identified on incorporated Exhibit "B" which is attached hereto and incoorated herein by this reference, are hereby deleted from the Contract B. The locations identified on Exhibit R3', which is attached hereto and incorporated herein by this reference, are hereby added to the Contract. 9 Current permits, licenses, Insurance and other required infomsabOn are attached as Addendum No 1 Except as expressly amended above, all terns and conditions in this Contract are ratMed and confirmed and remain in full force and affect. Executed with all formalities required by law as of the data first stated above PrGSMe k. Pro Wom I seastary 1 Tiaaswa, (Ureic oml THE CITY OF LONG BEACH' gT - /'riar ASSISTANT Gty fA�answ MRCUT13D 71LRS' Avr TO 5$CP:OJ :01 37 'Virr CITY 11-a ART=- tfPGaplaM�Mmavn ,�MPM]�faA(61aat{�f aa6r9 /ter, /nIf •1 nnwnw...M.. ".. ^. RUG -07 -2002 17 56 RLLSTPR FIRE ri. 1 (,�gnanueJ (Print, Type arsee) ) P..ala I Vin r+iadaiE J aoaury f Trtas4nr rfal Approved as to form. ROBERT SH NNON, City Attomey B) TOTAL P 04 97% P 04 V � EL SEGUNDO CITY COUNCIL MEETING DATE September 17, 2002 AGENDA ITEM STATEMENT AGENDA HEADING Consent AGENDA DESCRIPTION Consideration and possible action regarding the leasing of two vans for the Summer Beach Shuttle program RECOMMENDED COUNCIL ACTION. (1) Approve exceeding $10,000 with the single vendor, Creative Bus Sales, for the leasing of two vans for the Summer Beach Shuttle program, (2) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION The Lunchtime Shuttle Program requires the use of four City vans In order to continue the annual Summer Beach Shuttle Program, two additional vans were leased from Creative Bus Sales for a total budgeted amount not to exceed $14,000 as approved by Council on March 19, 2002 Because the lease with Creative Bus Sales exceeds $10,000, Council approval is required We may need to lease one van next summer to supplement our transit needs This will depend on the downtown lunchtime shuttle program requirements ATTACHED SUPPORTING DOCUMENTS None FISCAL IMPACT Operating Budget $14,000 Prop A Funding for Leases, Total Prop A Funds - $266,950 Amount Requested None Account Number 112 - 400 - 5293 -6216 Project Phase Appropriation Required _Yes x No Recreation Supervisor Jogson, Recreation and Parks Director /rc Mary tr nn, ity Manager gid 10 IS EL SEGUNDO CITY COUNCIL MEETING DATE- September 17, 2002 AGENDA ITEM STATEMENT AGENDA HEADING. Consent Agenda AGENDA DESCRIPTION. Consideration and possible action regarding the City Manager's membership on the Board of Directors of the Los Angeles Economic Development Commission ( LAEDC) COUNCIL ACTION. 1) Authorize the City Manager's membership on the LAEDC Executive Committee, 2) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION. The Los Angeles Economic Development Commission is a private, non - profit corporation dedicated to attracting, retaining and growing businesses and fobs throughout Los Angeles County Over the past two decades, the LAEDC has articulated a "global" perspective that emphasizes strong regional and international ties In addition, the LAEDC has been instrumental in promoting the Los Angeles area, and the South Bay specifically, as an appropriate base for technology companies — all of which coincides with the economic development goals expressed in the adopted Economic Development Strategic Plan The City of El Segundo has been a member and has worked cooperatively with the LAEDC on a variety of projects over the years Recently, the Executive Director approached the City Manager about becoming a member of the Commission's Board of Directors Given (Please see attached page marked "Background and Discussion ") ATTACHED SUPPORTING DOCUMENTS. A mission statement from the Los Angeles Economic Development Corporation FISCAL IMPACT $10,000 annually Operating Budget. $11,700 Amount Requested- $10,000 Account Number- $001.400- 2901 -6208 Project Phase: N/A Appropriation Required: _Yes X No Mary 3t enri/Cit�MaN n�a e �, 11 Background and Discussion (con't): the City's current emphasis in promoting economic development, El Segundo's position as a center for business in the South Bay, it is appropriate that the City Manager would serve as an active member of the Board of the LAEDC The cost to the City would be $10,000 annually However, the long -term benefits to the community should be significant The LAEDC initiates several projects annually that have an impact on El Segundo and the South Bay For example, the Commission has formed a Technology Industry Task Force that has worked successfully to position the Los Angeles Region as a prime location for technology businesses. The City of El Segundo supports and has benefited from those activities and should be an effective agent in determining the goals and objectives of the organization Attached is a brief mission statement and overview of the activities of the Los Angeles Economic Development Corporation 6: Los Angeles County Economic Development Corporation ECONOMIC DEVELOPMENT MISSION: FOR THE REGIONS OFLA COUNTY The LAEDC is a premier business leadership organization with the mission to attract, retain and grow business and lobs in the regions of Los Angeles County, as well as to identify trends and affect positive change for the local economy ABOUT THE LAEDC: Los Angeles The LAEDC proactively participates in strategic leadership initiatives to ensure LA County County remains a business - friendly environment in today's economically competitive Economic climate Development Corporation The LAEDC offers free Business Development services — site selection, workforce resources, incentive packages, permits, licenses, zoning or local industry analyses — for companies expanding or relocating in LA County 515 S Flower St • Since 1995, the LAEDC Business Development team helped in the creation of more 32nd Floor than 68,000 jobs from 368 projects The economic impact of those jobs translates into $2 6 Los Angeles, CA billion in salaries and more than $263 5 million in tax revenue generated to support 90071 schools and local government In the LA County region annually • The LAEDC is relied upon by media, government and private industry for economic research Published reports Include the semi- annual Economic Forecast, which was Telephone ranked #1 by The Wall Street Journal and was awarded by the American Economic 213 622 4300 Development Council Chief Economist Jack Kyser has led the research team In producing the Economic Forecast and Industry Outlook for 10 years Facsimile • The LAEDC provides industry- specific support through LA By Design "" , a marketing 213 622 7100 and economic development initiative that highlights the region's uniquely creative workforce, educational opportunities and diverse industries Visit www labydesign com Webstte e The LAEDC regional managers work one -on -one with businesses throughout the wwwlaedc org regions of LA County — Metro and South LA, San Fernando Valley, San Gabriel Valley, the Valleys of North County, South Bay, Westside and Gateway Cities • The LAEDC has a global business reach With the World Trade Center Association Los Angeles -Long Beach as a subsidiary, the LAEDC now provides international trade connections that benefit the Los Angeles region The LAEDC and WTCA actively pursue worldwide opportunities that bring direct foreign investment Into the local economy For more information, visit www.laedc.com or phone 1. 800 - NEW -HELP. Attiuctirag, Retactaang and Gr01u1n Jobs rat the Repots �I( 1A (; ECONOMIC DEVELOPMENT FOR THE REGIONS OF LA COUNTY Los Angeles County Economic Development Corporation 515 S Flower St 32nd Floor Los Angeles, CA 90071 Telephone 213 622 4300 Facsimile 213 622 7100 Website wwwlaedc org AN INVITATION TO LEADERSHIP A Private Corporation with a Public Mission The Los Angeles Economic Development Corporation is a private, non- profit corporation dedicated to attracting, retaining and growing businesses and lobs throughout the regions of Los Angeles County To achieve its mission, the LAEDC works in partnership with both the private business community and public agencies to promote economic and business success The LAEDC sponsors and cooperates in a wide variety of strategic development initiatives for Southern Califorma and delivers a broad range of information, programs and services to support both member and non - member companies A Global Vision Los Angeles County and Southern California are distinguished by the depth and breadth of their dynamic business activity, scientific research, ethnic and cultural diversity, recreational and entertainment opportunities, and artistic and creative enterprises The LAEDC seeks to promote relationships with and among the diverse business communities of the region, many of which have strong ties to the countries of the Pacific Run and Latin America These strengths and many others combine to create an unmatched foundation upon which to build and realize the region's potential as a truly global business center An Invitation to Business Leadership As the premier business leadership organization in Southern California, the Los Angeles Economic Development Corporation and its members are not only dedicated to promoting economic and business growth, they are committed to playing an active role in shaping the future of the region The LAEDC welcomes proactive business executives and owners with a stake in that future and a commitment to positively impacting its course If you share a vision for the economic success of our region and are determined to invest in making that potential a reality, the LAEDC invites you to a role of business leadership and responsibility To obtain more information on the benefits of LAEDC membership, please contact Steve Harper at 213 - 236 -4815 4 Attracting, Retaining and Growing jobs in the Repons of 1.1 Conaily EL SEGUNDO CITY COUNCIL MEETING DATE- September 17, 2002 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding City Council's authorization to apply for and accept a Hazardous Materials Emergency Planning Grant on behalf of Beach Cities Community Awareness and Emergency Response (CAER) for "Shelter -In- Place" educational materials and school outreach program. RECOMMENDED COUNCIL ACTION: 1) Authorize the Fire Department to apply for, and accept on behalf of CAER a $10,000 grant for the development of "Shelter -In- Place" materials by CAER 2) Authorize the City manager or designee to sign the application 3) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: Annually, the State Office of Emergency Services announces the availability of grants to public agencies for hazardous materials planning activities, and allows these agencies to sponsor non - profit organizations for hazardous materials projects. Beach Cities CAER is a 501(c) (3) non - profit organization, whose members consist of Chevron, Honeywell, El Segundo Power and other industrial companies The development of shelter -in -place materials is important to the Fire Department and CAER for the protection of the community during a chemical emergency. Information will consist of how to evaluate a chemical emergency and protective measures against chemical exposures. The $2,000 00 and any other cost matching required under the grant would be provided by the CAER organization, with no costs incurred by the Fire Department or the City of El Segundo Because the grant is awarded on a competitive basis State -wide, it is not certain the Fire Department will receive a grant, but will be considered for remaining funding, if available If awarded, CAER would provide shelter -in -place materials to schools, and residents interested in protecting themselves during an emergency Work will be conducted by CAER members with a minimal amount of oversight by the El Segundo Fire Department. ATTACHED SUPPORTING DOCUMENTS: Hazardous Materials Emergency Preparedness Planning Grant Application FISCAL IMPACT: Operating Budget: N/A Amount Requested: $8000 00 (upon grant award) Account Number: Project Phase- Appropriation Required: No (no change in revenue is anticipated) ORIGINATED BY: DATE- '< 12 APPLICATION FORM Hazardous Materials Emergency Preparedness Planning Grant Applicant Date City of El Segundo Fire Department on behalf of Beach Cities Community 9/17/02 Awareness & Emergency Response CAER Project Title Shelter in Place - Educational Materials Update Mailing Address Project Start Date 314 Main Street 10/1/02 EI Segundo, CA 90245 Project End Date 9/30/03 Project Managers (Name, Title and Phone Number) Steve Tsumura & Stacy K Cavote, Beach Cities CAER Board Member (310) 524 -2242 & 615 -5387 Estimated Budget office use only HMEP Share: $ 8,000 00 LEP006 -9ion, Match Share: $ 2,000 00 project ;# Total Budget: $1o,000 oo State 7Y ,FV—,,,` CERTIFICATION I certify that I have read and understand the terms and conditions contained in the HMEP Guidelines and Application, and that to the best of my knowledge the information contained in this application and supplemental information Is correct and complete Name and Signature of Applicant FD ate 17/02 ADMINISTRATIVE APPROVALS Name and Signature of LEPC Chair Date Name and Signature of DES LEPC Staff Support Date Name and Signature of DES Grant Administrator Date Name and Signature of HazMat Unit Manager Date Application Form 6100 7i DESIGNATION STATEMENT Applicant: City of El Segundo Fire Department Date 8/1/02 Project Title Shelter in Place - Educational Materials Update Mailing Address 314 Main Street El Segundo, CA 90245 Project Manager Steve Tsumura/Stacy Cavote (CAER) Phone (310) 615 -5387 Title Environmental Safety Manager/ CAER representative Financial Officer* Diana Wride Phone (310) 524 -2236 Title Administrative Specialist HMEP Funds Requested $ 8,000 oo Match Contribution $ 2,00000 Total Project Budget $10,00000 *FINANCIAL OFFICER CANNOT BE THE PROJECT MANAGER CERTIFICATION I certify that I have the legal authority to make a commitment to the project on behalf of the applicant and that the project manager Indicated above has the responsibility for the daily implementation of the proposed project. I certify that I am duly authorized to act on behalf of the recipient organization and the recipient agrees with the requirements of the "Offer and Acceptance" clause, and that the award is subject to the applicable provisions of 49 CFR § 110 et seq., 49 CFR Part 18, and of the provisions of the Governor's Office of Emergency Service's Assistance Agreement. I certify that the financial manager indicated above has the responsibility for the fiscal management of the grant and has the legal authority to certify all financial status reports, invoices and requests for payments that will be submitted. I certify that the information In the attach application is true to the best of my knowledge. By submitting this application, I am making a commitment to the proposed project, budget, match share and scope of work (Project Narrative and Work Schedule and Deliverables) Applicant Title Date Designation Statement 6100 72 PROJECT NARRATIVE Applicant: Beach Cities Community Awareness & Emergency Response (CAER) Project Title: Shelter in Place - Educational Materials Update Since September 11, there has been increased concern about safety and security at industrial plants The Beach Cities Community Awareness & Emergency Response (CAER) organization continually informs our neighbors about how chemical plants /users and petroleum refineries conduct our business in a safe and environmentally responsible manner. However, in the unlikely event of a chemical release, we also want to ensure that our neighbors know what to do, Shelter in Place has been proven to be the most effective method of protection during a chemical release Beach Cities CAER provides information to schools, business and residents in the South Bay area on how to Shelter in Place Grant monies from the OES HMEP fund would be used to update and distribute our three Shelter in Place communications tools the video, flyer and magnet Note in the spirit of best practice sharing, Beach Cities CAER readily makes all video production and artwork available to other CAER groups Video: The CAER group is in the process of updating its Shelter in Place video (originally produced in 1998) Modified versions of the Shelter in Place video will include the new Beach Cities CAER contact information, along with 30 and 60 second commercial spots and public service announcements (PSAs) for broadcast on local cable television stations Other considerations include making a video specifically for kids and Spanish speakers Copies of the video will be made and distributed throughout the community Flyer The current flyer was recently updated to include Spanish translation and Sheltering in Place inside a vehicle The committee would like to make versions of the flyer that would be specific to kids and businesses Magnet The Beach Cities CAER group developed a refrigerator magnet in 1999 The magnet includes Shelter in Place and general first aid information It has been a very popular and successful tool in our community outreach portfolio Several CAER groups throughout California and other parts of country have borrowed the format from our magnet for their own use We would like to update the magnet to include Spanish translation Project Narrative 6100 10 7J WORK SCHEDULE AND DELIVERABLES Applicant Beach Cities Community Awareness & Emergency Response (CAER) Project Title Shelter in Place - Educational Materials Update Project Activities, Tasks, And Deliverables MONTHLY PROGRESS SCHEDULE 1 12 13 4 5 1617 18 19 10 11 12 Create and print new versions of Shelter in Place flyer kids, businesses X 44 4 4 X Update SIP video X 4 441 41 4 4 X Duplicate SIP video X Broadcast SIP commercials, PSAs X Update SIP magnets X X Reprint SIP magnets X 74 Work Schedule Deliverables 6100 BUDGET SHEET Applicant Beach Cities Community Awareness & Emergency Response (CAER) Project Title Shelter in Place - Educational Materials Update PERSONNEL SERVICES Salaries and Wages OPERATING EXPENSES Travel Office Supplies Facility Rental Communications Printing Postage Other Direct Expenses (video production /duplication) SUBTOTAL PROFESSIONAL SERVICES Professional /Consultant MATCH SHARE $2,400.00 J$600.00 TOTAL COSTS N/A N/A N/A N/A N/A N/A $5,600.00 1$1,400.00 1$7,000.00 T'OTAL,,COSTS I I , ' I � " . ` , , ''I" NOTE: The operating expenses line items require brief written justifications describing the need for these items, how the dollar amounts were derived and how the items will be used for the project. MATCH SHARE: The minimum required match percentage must be itemized per line item. The required match share is no less than 20% of the total cost of the project. Budget Sheet 6 /00 12 75 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION. MEETING DATE September 17, 2002 AGENDA HEADING Consent Agenda Consideration and possible action for award of a purchase order to Quick Crete Products Corporation for the construction of the Freedom Park Memorial Monument — Approved Capital Improvement Program - (contract amount = $10,488 33) COUNCIL ACTION Recommendation — (1) Authorize staff to issue a purchase order to Quick Crete Products in the amount of $10,488 33, (2) Authorize the City Manager or designee to accept the $10,000 00 donation from Boeing to defray cost of the monument, (3) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION The City issued a request for proposals from qualified vendors for construction of the Freedom Park Memorial Monument to be installed at the northeast corner of the new Freedom Park On September 9, 2002 the City Clerk received three (3) proposals Quick Crete Products Corporation, Brandt and Armstrong Construction (Background & Discussion continued next page...) ATTACHED SUPPORTING DOCUMENTS. None FISCAL IMPACT, Capital Improvement Program Amount Requested. Account Number, Project Phase. Appropriation Required $161,85000 $ 10,000 00 (donation by Boeing) $ 10,488 33 301 - 400 - 8201 -8469 Construction No ORIGINATED BY /J DATE- September 11, 2002 Andres Santamana, Director of Public Works REVIEWED BY DATE Strenn, C yttl 2- 30@ 091] —Award Pumnase ONe, for FmWom Park Monoorall WnumeM 13 7 0- Background & Discussion (continued): Based on a review of the proposals submitted, including prior experience and cost, staff recommends issuance of a purchase order to Quick Crete Products Corporation for construction of the Freedom Park Memorial Monument The Sign Letters and the Memorial Plaques are being manufactured by a different vendor for installation on the proposed wall The cost for these items was $5,499 06 On April 3, 2002, Boeing donated a check for $10,000 00 to the City to help pay for the monument cost It is recommended that the City accept the donation to help pay the cost of this project 7T 17- A�WNmha„Ober�.F,eWomP2 r OrfalWnumem EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION- MEETING DATE September 17, 2002 AGENDA HEADING Consent Agenda Consideration and possible action for acceptance of the lining of Sanitary Sewer Structures - Approved Capital Improvement Program Project No PW 02 -01 - (estimated cost = $57,443 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 April 16, 2002 the City Council awarded a contract in the amount of $45,750 00 to Kenny Industrial Services for lining of the sanitary sewer access structures This is an annual sewer system rehabilitation program in which deteriorated inside surfaces of sewer access structures are coated with a polyurethane lining material The work has been completed to staffs satisfaction During construction and after contract award the sewer maintenance staff identified additional access structures for inclusion in the project This additional work at the unit bid prices amounted to $11,693 00, bringing the final contract amount to $57,443 00 ATTACHED SUPPORTING DOCUMENTS. Notice of Completion Location map FISCAL IMPACT Capital Improvement Program. $60,00000 Amount Requested, $57,44300 Account Number. 301 - 400 - 8204 -8393 Project Phase Acceptance of Work Appropriation Required No ORIGINATED BY a DATE. September 10, 2002 Andres Santamana, Director of Public Works REVIEWED BY ��� --✓� 2,_ DATE- Mary Strenn, City Ma66ge � w2 20020917_ Lmin6 of San[ar,Swar S"Mrez_ PW U] V, 14 f Q, 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 Sanitary Sewer Access Structure Lining Project Project No PW 02 -01 Notice is hereby given pursuant to State of California Civil Code Section 3093 et 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 wastewater system 5 A work of improvement on the property hereinafter described was field reviewed by the City Engineer on August 26, 2002 The work done was Installation of lining for Sanitary Sewer Access Structures 6 On September 17, 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 Kenny -Manta Industrial Services 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 Public Wastewater System at various locations 9 The street address of said property is Not applicable Dated Bellur K Devarai 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 Devarai City Engineer 7 SPECFIC TDNNRWECTS➢ WUl NO (011=2) LJ LJ LJ LJ wLJ LI LIU r_ � s J _ _ m m r L r YAV worm) 110 M•3 TV IV b IYY � 3lNY0M - - q_ > ~ _ %M001b0]Y J f J O 8 lfYO> M Y) xA LV f ' C ; OY A31NOw UM]NUW i O 7 ` MI mauve : OYLan 1 AS "Wt IM 0 W iS y —Vn y KSW" AY• MYN �, r%' i w O3111v 2 2 C i W Nf U 1S Atll{ S 1VpN W10 _ 2 .0 N � N� r - - - -- � �^ V03A,NLlf LI.L tl 2 N 1t ...Koo MGY S4'L �IM VVO VII, -1110111111111 Mi t _ • �GII '8 ■ a f1♦ � r ■ ' I{�� ■I {I■ w1fFF. 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V �1_ ��,I,I�Ii � � ■ ItonVoom• t3�= 1f j� Y 2• ' Lam— 1 Y i• i .i �• pppp <lf t2N1 � __2J�A•{"I'~ 410 &am ELF,S 0.11 G N 12 col J`lON `O W ]M N1] LL lI Ybxllll Q p C]M ]YIY [T yf NOiN11MtV•� ]M 1NNlY.N y if fYtYVY = I� VI11]iF10Y y if YIMY0311Y> ]M NlY/ U i 1f MOV3Y0 0 3M )11YN 1{ fOfA3M _ Al IAVAVI / > A AY VWIVI J It YfaY]> 2 'YO YOl9VMl 1{ OYV 1: vv A3Nunm, if VN I < a e if VYYIIf � vY lM >xVIV eit NMIV eli N0011Y{ is Vol*, III - h N 1S OYVOY Vlt N r ♦V Lf x1YN p'I' 9 WOO if OMOIIx AY niY '�7 O'w CMIVM� If OYO>NO3 y9 15 tIM10YlA if fMIIIM• if 115M YmI O z Q LL IZ LS LfIY > „W \ (D N w 0 YAA \ IL N O O J N 9 w f i T a a O s a w N Z O N a LL � rA w F r V � F � � V a M, 11 t3�= 1f j� Y 2• ' Lam— 1 Y i• i .i �• pppp <lf t2N1 � __2J�A•{"I'~ 410 &am ELF,S 0.11 G N 12 col J`lON `O W ]M N1] LL lI Ybxllll Q p C]M ]YIY [T yf NOiN11MtV•� ]M 1NNlY.N y if fYtYVY = I� VI11]iF10Y y if YIMY0311Y> ]M NlY/ U i 1f MOV3Y0 0 3M )11YN 1{ fOfA3M _ Al IAVAVI / > A AY VWIVI J It YfaY]> 2 'YO YOl9VMl 1{ OYV 1: vv A3Nunm, if VN I < a e if VYYIIf � vY lM >xVIV eit NMIV eli N0011Y{ is Vol*, III - h N 1S OYVOY Vlt N r ♦V Lf x1YN p'I' 9 WOO if OMOIIx AY niY '�7 O'w CMIVM� If OYO>NO3 y9 15 tIM10YlA if fMIIIM• if 115M YmI O z Q LL IZ LS LfIY > „W \ (D N w 0 YAA \ IL N O O J N 9 w f i T a a O s a w N Z O N a LL � rA w F r V � F � � V a M, 11 M, 11 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION MEETING DATE- September 17, 2002 AGENDA HEADING Consent Agenda Consideration and possible action regarding award of contract to Zondiros for Imperial Avenue Vista Upgrade (400 block of Imperial Avenue) — Approved Capital Improvement Program — Project No PW 01 -18 — (fiscal impact = $132,600 00) RECOMMENDED COUNCIL ACTION* Recommendation — (1) Award contract to the lowest responsible bidder, Zondlros, in the amount of $120,604 50; (2) Authorize the City Manager to execute the contract on behalf of the City, (3) Authorize $11,995 50 for construction contingencies, (4) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION The City Council, on July 2, 2002, adopted plans and specifications for the expansion and upgrade of Imperial Avenue Vista site and authorized staff to advertise the project for receipt of construction bids The project will provide a new overlook plaza, and includes new landscaping, decorative sidewalk, tables, benches, trash receptacles, fencing, and lighting (Background & Discussion continues on the next page.....) ATTACHED SUPPORTING DOCUMENTS. 1 Bid results 2 Location map FISCAL IMPACT Capital Improvement Program Amount Requested Account Number Project Phase. ORIGINATED BY $ 72,000 00 General Fund $ 80,000 00 Grant $132,60000 301 - 400 - 8203 -8483 Award of contract No Andres Santamana, Director of Public Works DATE. September 11, REVIEWED BY. DATE Mary Strenn, City Manager 20.0917 - A.aN L n..O ,mW Avenue VW. UPY.be 15 81 BACKGROUND & DISCUSSION (continued): On September 6, 2002, the City Clerk received and opened five (5) bids Zondiros has favorable references and has successfully completed similar projects The Recreation and Parks Department is processing a Los Angeles County grant which will provide $80,000.00 as part of the Los Angeles County Regional Park and Open Space District funding This project qualifies for this reimbursable grant Staff recommends award of contract to the lowest responsible bidder, Zondiros The total cost of this project, including costs for reconstruction contingencies, is $132,600 00 20020911 -ew COMnd IMP.M Avx Vu UNpr BID RESULTS Name of Company Amount of Bid Zondiros $120,60450 Shawan $131,31678 Malibu Pacific Tennis Courts $145,83850 Excel Paving Company $149,99730 Ryco Construction, Inc $166,401 00 20020917 -Awar Contract lmDe,al Arenue Vl UWp e rr_ VI ¢ 1 O } d 3S ¢ a J wvwm } 3 z A Q N IIIONIIII � a !f NO1sN1NtrM O O W �AIN1100 f3139MV 60l AMA 3NN9NIAWH d0 AIM Z is N0Y]YO S1N9dW1 � Va A]N I PAI, 16 lIItli 00319 NYS O HZ _ Q LS ONIIAWN rx)FbJ is _ 0 15 rYY)1[ � z 16 NN)d C 9 NOOI)xG yl �$ $ILT rN)Y1 A_ • 34r 1 V ii PN) _ _ _ _ _ _ GA1Y m itl.rex Y d N 1• F m � syuno 11't PI ¢ 1 O } d 3S ¢ a J wvwm } 3 z A Q J IIIONIIII � a !f NO1sN1NtrM O YS � � 4 AYN 9)NS11W 6 Z is N0Y]YO S1N9dW1 � Va A]N z NNtn)0 16 lIItli YO a wvwm pn A N YL IIIONIIII � a !f NO1sN1NtrM 13tYAasd1 YS � � = AYN 9)NS11W LIFYOdIIYO Z i is N0Y]YO S1N9dW1 � Va A]N U m NNtn)0 16 lIItli YO O LS ONIIAWN J is _ N O J W } U 2 C 12 N — ° 9f �Iti r% WJ IoM S _ PTSG U Q a m )' AI YI fft u wvwm N910 b£I A 1S PF111xM YL IIIONIIII is 1S]Y311IN !f NO1sN1NtrM r YS C16MP• = 1Y LIFYOdIIYO is N0Y]YO 7Q YY Va A]N is NNtn)0 YO "I.SmY LS ONIIAWN 1� YI GA is VMPW 0 15 rYY)1[ � z 16 NN)d C It NOOI)xG yl �$ is rN)Y1 A_ V ii PN) AYM NtlYd Z IIrx U W m I) 2 J H H m s r0]Aln4 3f � A 1 ']N Y10 �MM Nt] W C ]M )NIA ° C'].a 1nN1rM } y I 1LL13NIUOd f AV NIYd U m° M )1dvx j�im MAIM V �AV l)mrl 4 VY A]xtlllOtd —Vu ]N'JNrin P' M 1L ONYOMYIS � N 1s NIYN rdo A is ONONMJIY r s A f '� \ w7 -p l is 4.0J 03 9 Is axlPtlm a 1S PF111xM 1S USIA tNOI N is 1S]Y311IN W Z u a N W r U = 7Q O 0 Z W L N O J 41 CL a LL. O r LO-1 M VI 7 uJ 2 W Q 4 84 ui G H EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION MEETING DATE. September 17, 2002 AGENDA HEADING Consent Agenda Consideration and possible action regarding the Issuance of an emergency purchase for acquisition of sewer pump components for Sewer Pump Station No 7 (Palm Avenue and Virginia Street) - (fiscal Impact = $13,046 74) RECOMMENDED COUNCIL ACTION, Recommendation — (1) Receive and file, (2) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION- On August 29, 2002, while conducting a routine inspection at Sewer Pump Station No 7 (Palm Avenue and Virginia Street), it was discovered that the impellers were worn and had holes in them A contractor was called out to replace them on September 3, 2002 When the contractor pulled the pumps apart to replace the impellers it was discovered that the volutes and backing plates were also worn excessively and needed to be replaced Sewer Pump Station No 7 Is located in a residential area of town next to a school It is a high volume plant and has to run continually or it could overflow Into the street and storm drains So due to the possibility of putting the public at a health risk and the possible fines the City would have to pay if there was an overflow Into the storm drain, the contractor was authorized to do the work that was required By doing this the costs will be $13,046 74, exceeding the $10,000 limit on spending without going to bid ATTACHED SUPPORTING DOCUMENTS None. FISCAL IMPACT: Operating Budget Amount Requested- Account Number Project Phase- Appropriation Required: $599,00000 $ 13,046 74 001 - 400 - 4301 -6206 No DATE, September 11 , 2002 Andres Santamana, Director of Public Works REVIEWED BY , ! DATE: i Strenn, City Manag �A b 20NO917- Sewer Pump Stmxm No 7- EmeryemW Punch c sJmA - 16 EL SEGUNDO CITY COUNCIL MEETING DATE September 17, 2002 AGENDA ITEM STATEMENT AGENDA HEADING* Consent Calendar AGENDA DESCRIPTION. Consideration and possible action regarding approval of a proposal from Business Interiors, Inc in the amount of $20,804 20 for the purchase of a rotary file system and the conversion of existing legal size folders to currently utilized letter sized folders for the Police Department's Records Division RECOMMENDED COUNCIL ACTION (1) Recommend that City Council waive the formal bidding process per the Municipal Code, and approve and authorize the Mayor to execute a contract between the City and Business Interiors, Inc for the purchase of a rotary file system piggybacking GSA Federal Supply Schedule Contract No. GS- OOF -0043L and the conversion of existing legal size folders to currently utilized letter sized folders for the Police Department's Records Division (2) Alternatively discuss and take other action related to this Item BACKGROUND & DISCUSSION The El Segundo Police Department's Records Division is required by statute to maintain records of citations, crime, and arrest reports for a fixed time period The time period is dependent on the nature of the incident, as well as If the incident was adjudicated The Police Department currently maintains approximately three and one half years of such records in the Records Division Existing file shelving is filled to capacity, which necessitates that older records be stored and maintained at various off -site locations Off -site storage is inconvenient for records retrieval and physically less secure Additionally, records prior to 2000 were maintained in legal sized folders, whereas current records are maintained in letter -sized folders It is requested that $20,804 20 in asset forfeiture funds be approved for the purchase a rotary file system and the conversion of existing legal size folders to currently utilized letter sized folder to Increase the efficiently and capacity of the Police Department's Records Division - continued - ATTACHED SUPPORTING DOCUMENTS, from Business Interiors, Inc Operating Budget 31,214.06 Amount Requested* 20,80420 Account Number, 109- 400 - 3105 -8104 (Asset Forfeiture) Project Phase None Appropriation Required. No ORIGINATED =2ute�nant DATE: Max Phipps, /ac Wayt, ief of Police DATE: Mary S,trenn,'City�Manager 8 �1 17 This proposal would allow the Records Division to maximize file storage capacity in the space currently available within the Police Department and provide a higher rate of accessibility and productivity The proposed file system design offers double depth high- density cabinets that rotate for access from both sizes This system will increase the capacity of the area allocated for police records up to a minimum of seven full years and provide growth for up to ten years Additionally, this proposal provides for one -to -one replacement for each of the approximately 8,000 existing legal size folders to match current letter size filing specifications Replaced folders will have custom strip labels attached to each folder to match current Police Department file numbers, color strips and year codes This will require minimum effort and time to convert older folders to the current folder system 8 "� ibiINCORPORATED Business Interiors, Inc The WorkspaceSoluhonSpeciahi is 1,-r1ulg- vstemS &OfficeFumisJwlgs PROPOSAL 22125 South Vermont Ave TO: LT. MAX PHIPPS City of El Segundo A POLICE DEPARTMENT 348 Main Street El Segundo CA 90245 Torrance, CA 90502 August 29, 2002 0 PROJECT: GROWTH FOR POLICE RECORDS TFL (;10)7S2 -8;ai IBI, Incorporated Business Interiors, Inc Is pleased to have the opportunity to support your plans to uu.reasc the efficiency and capacity 01 Pollee records unit 1B1 otters (lie high density Rotary Ills syslcin to allow you to store and retrieve the required quantity of rcumds within the existing space The rotary system will allow you to nnaxunve your Isle storage capamly nn the space available and provide a much higher rate of accessibility and TEL (800) 547 -1825 prod ULIIVIIy Current files utilve letter sve filing But, prior to the year 2000 legal siic folders had been used With the conversion to letter si /e filing equipment, it will be necessary to convert up to 8,000 tiles to letter vie luldcrs and replace the idenWication labels IBI FAX (310) 782 -8553 otters matching folders with computer generated strip labels applied by the IaUory to provide a "turn key" folder to replace the existing legal slit' luldcrs This will allow you to minlmlze the effort and time needed to convert systems This proposal ununrporateS the specific requirements we developed tin our ont'cungs with your records supervisor over the summer PART SYSTEM REQUIREMENTS - EQUIPMENT TO increase the capacity 01 the area allocated for Police records up u, a muunnunl of seven full years and provide growth for up to It'll lull years Ehirimate need to access records in remote location for current needs To replace coven SIX tier shell tiles housing 1512 Lincal File Inches (LFI) of wrreot tiles (approximately 9 years, 5 months) The new egmpnnenf must acconuu0date all of the existing Ides and provide space for future growth, a nunumum Of wven Fenn 3,115 inches �U page 2 August 29, 2002 SYSTEM DESCRIPTION & PRICING ROTARY TECHNOLOGY- DIRECT LINE ROTARY FILES The space saving design presented offers a double depth high- density cabinet that rotates for access from both sides Increases your storage capacity by over 50%n per cabinet The equipment specified is designed to meet your current requirements for capacity and accessibility Rotary cabinets are totally flexible and can be re- configured for any of today's tiling media should your needs change Fauioment Description Ten seven tier, letter size units with one roll out reference shelf on each unit Spdce required 26' 125 "Long X 31 "deep 82" in height Total Capacity 3,360 LFI Sysleni Requirement 3,115 LFI Additional Capauty 245 LFI SYS "IPM AS DI- SCIU13I -1) Egwpmcn t /Malenal P) It $19,29100 Lett lit Segundo (35'/,) DtKLAInt <6,752 00> lonalpnce lywpmeul 12,53900 Instal I'll on 1,45000 Seisnm anchoring 45000 Sales Tax 1.154M 10I'AL. Rotary Piles $15,59300 WARRANTY The babe of the unit is warranted to be tree Irom detects in maternal or workmanship for the life of the product All other parts, wnnponcnlS or acusumes will be warranted for live years INSTALLATION IBI, Inc Is a California Incensed c,orilractor with a "Premier" installation department and warehousing capabilities Services include reeevung, inspection. inside cartage, turnkey assembly, removal of all bash and a "s parkIi rig " euvrronnnent All workmanship is guaranteed and includes all tasks necessary to ensure d showLasc Rotary file system EQUIPMENT ORDERING INFORMATION DueLl Lure Corporation clo ILUOlporatel Business Inlenors, luc PO Box 1759 Sterling VA 20167 -1759 &D page 3 August 29, 2002 INSTALLATION ORDERING INFORMATION Incorporated Business Interiors, Inc 22125 S Vermont Avenue Torrance CA 90502 TERMS The amount due for material is NET 30 days after receipt of material Freight (Pre -paid) FOB - Destination Direct Line will urvonce for the equipment Labor and CA Sales Tax will be invoiced by Ibl on completion Prices quoted in this proposal will remain ur ellect through October 2002 PART SYSTEM REQUIREMENTS - FOLDERS & IDENTIFICATION To provide "one to one" replacements for each of the existing (approximately 8,000 legal size) folders to match current letter vice filing specilmauons Folders will have custom strip labels aliaehed to each (older to match El Segundo Pohce Department Tile numbers, color stripes and year codes Folders will be collated in the same sequence as existing folders SYSTEM DESCRIPTION & PRICING OEM FOLDERS provided by Label Systems Manufacturing, including custom label design, production and application of labels to OEM folders, packaged and shipped to El Segundo Police Department PRICE $570 00 per thousand FOB Ongm 9,000 Polders 160 boxes C 50/box Include~ CuNlom Label Design, production and appli"mon of 9,000 labels Sub total (x57(10(1 /ni) Sale~ lax 376.20 27500 S5,21120 4,56000 Shipping YOTAL. OI.M Folders TERMS 50010 deposit due at tinie of order Balance due plus CA Sales Tax and shipping due net 15 Paces quoted in this proposal will remam ut effect through October 2002 0 � page 4 August 29, 2002 PROTECT MANAGEMENT An integral part of any project is management, which incorporates all tasks necessary for each phase into an overall plan that assures successful completion on time, as scheduled IBI sees you, our client, through from planning to after installation By implementing project management principles and providing on -going follow -up, our firm has successfully established long term business relationships and total client satisfaction COMPANY PHILOSOPHY IBI, Inc is a service oriented company with more than twenty years experience in records management and has been recognized by the Los Angeles Business Journal as a Top 100 Woman Owned company in Los Angeles We take pride in our projects and consider you, the client our most valuable asset Lt Phipps, it is a pleasure to work with you and Susan Scanlon on this project Thank you lot the opportunity to take a look at the system conversion requirements and design a cost effective approach that will you serve you well beyond the completion of this project As recognized leaders in records and storage management environments, I am confident we can provide you with the best system available in the industry today Yours Iruly, Fra H. aas V' a President, IBI Inc. 9i EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA MEETING DATE: September 17, 2002 AGENDA HEADING. Consent Agenda Consideration and possible action regarding the approval of contract with Data Microlmaging Company (DMC) to provide microfiche services to the Community, Economic and Development Services Department Total cost not to exceed $ 20,000 for fiscal year 2002 - 2003 RECOMMENDED COUNCIL ACTION Authorize City Manager to execute standard Professional Services Agreement with Data Microlmaging Company to provide microfiche services Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION: Documents such as plans, permits, and planning commission resolutions are required to be filed in permanent records. In orderto save on limited storage space, the documents are kept on microfiche Plan retention fees collected at time of permit issuance offset the cost of this service During the 2000 -2001 fiscal year staff contacted three possible vendors for proposals DMC was selected based on cost and quality of service Because the cost of service will not change for the 2002 -2003 fiscal year staff recommends to continue contracting with DMC ATTACHED SUPPORTING DOCUMENTS- Exhibit A, Scope of Services, and Exhbit B, Schedule of fees with Data M Operating Budget $244,796 Amount Requested $20,000 Account Number. 001- 400 - 2403 -6214 Project Phase- N/A Appropriation Required. —Yes X No ORIGINATED BY: DATE: a 2 M Hansen, Director of Community, Economic and Development Services De Mary Strenn, City Manager y� 18 EXHIBIT A Scope of Services CONTRACTOR shall perform to City, microfiche of plans, permits, and any other documents as needed Process begins with a pre - production batch of documents This batch is used to set up processes from document pick up to delivery back to the City During this pre- production run, CONTRACTOR will interact heavily with the City to ensure that CONTRACTOR has set the exact requirements that will ensure total satisfaction for the City Once accomplished, these "production" specifications will not be changed except as agreed to by the City. The typical steps involved in any conversion project include 1 CONTRACTOR will pick up pre - production batch as scheduled by City 2. Documents will be prepared and processed according to work instructions developed with the City 3 Precision microfilming to Kodak Image Guard microfilm will commence 4 Indexing of files based upon derived search criteria 5 Visual Quality Control & Image enhancement as needed 6 Microfilm duplicates will be accomplished as needed 7 Delivery of jacketed microfilm and source documents (if desired) back to City if desired 8 Thirty day follow -up meeting to ensure customer satisfaction 9 CONTRACTOR shall provide a 5 day turn around or as determined by City CONTRACTOR shall view documents and data security with the utmost of care and regard The handling, movement, scanning and security of all City hard copy or computer files is done under the direct supervision of CONTRACTOR management and in keeping with quality procedures. In specific CONTRACTOR agrees to hold confidential all financial, regulatory, business operations and other information pertaining to City and its clients during the term of contract and beyond No information will be shared with any person or entity without written permission of the City Handling of documents will consist of moving files from City to CONTRACTOR secured production facility in Burbank All CONTRACTOR service vans have security locking systems and all drivers receive appropriate security training Driver will verify box and transmittal lists upon pick up. Files will be returned to the customer in substantially the same condition as received. All customer files are logged and tracked throughout the process CONTRACTOR to work with City should any special security or control procedures be desired 93 The handling, movement, scanning and security of all customer hard copy or computer files is done under the direct supervision of CONTRACTOR management and in keeping with quality procedures In specific 1 CONTRACTOR shall provide its own employee operators to perform all duties necessary to successfully film documents and index images. 2 CONTRACTOR will follow work instructions as provided by the City to include loading new documents into microfiche packets and /or providing new packets as required 3 Contractor to work with City as necessary to ensure the successful completion and implementation of projects This will require cooperation between CONTRACTOR operators, staff, City employees, consultants, vendors, and system administrators 4 CONTRACTOR will schedule monthly meetings with appropriate users and technical staff to insure mutual understanding of the goals of the users with respect to image quality and system performance 5 CONTRACTOR will film City files as received We will verify filmed images, provide quality control checks to each document filmed -19- 94 EXHIBIT B Fees City agrees to compensate Contractor for its services at a rate stated below The total compensation to be paid by City to Contractor shall not exceed $ 20,000 Billing Contractor shall bill City on a monthly basis File Disassembly (if required): Prepare documents for scanning remove paperclips, staples, fasteners, etc. Per hour $14 00 Typical 1000 pages per hour rate Precision filming, source docs: 1 Production filming of source documents Per page $0 035 2 Microfiche jackets- Per jacket $0 350 3 Diazo duplicate fiche Per jacket $0 350 Precision filming, drawings: "A" Size or 8.5" x 11" _ $ 0.35 each 100 - 249 List "B" Size or 11" X 17" _ $ 0.55 each 250 - 999 3% discount "C" Size or 17" x 22" _ $ 0.60 each 1,000 - 9,999 5% discount "D" Size or 24" x 36" _ $ 0.70 each 10,000 - 49,000 8% discount "E" Size or 36" x 42" _ $ 0.80 each 50,000+ 10% discount Document Indexing for storage & retrieval: Per Record $0 150 Indexing and data entry for management of fiche and retrieval data Pick up and delivery: per trip $20 00 CONTRACTOR shall provide a 5 day turn around A pre - production lot will be run to determine actual production requirements -20- Copy flow services: CONTRACTOR to provide paper copies from microfilm, maximum output size is 18" X 24" Per lot $25 00 Per document $1 25 Per drawing $7 50 Actual prices will be based Proposal excludes taxes upon actual number of pages processed and delivered W40 9 u EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT DESCRIPTION: MEETING DATE, September 17, 2002 AGENDA HEADING- Consent Agenda Consideration and possible action regarding the approval of contract with Hunter - Kennedy and Associates, Inc (Hunter- Kennedy) for providing Implementation support, plan review, and training of the City's Standard Urban Storm Water Mitigation Plan (SUSWMP) Ordinance 1235 and 1348 Total cost not to exceed $ 15,000 for fiscal year 2002 - 2003 RECOMMENDED COUNCIL ACTION 1 Authorize City Manager to execute standard Professional Services Agreement with Hunter - Kennedy and Associates, Inc 2 Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION: On August 20, 2002 City Council approved Ordinance 1348 implementing the Standard Urban Storm Water Mitigation Plan (SUSWMP) of the California Regional Water Quality Board for the Los Angeles Region Hunter - Kennedy will assist staff in implementing the ordinance by Implementation support, plan review, and training The City used Hunter - Kennedy's services for implementation of the City's SUSWMP ordinance during the 2000 - 01 and 2001 — 02 fiscal years at a cost of $15,000 per year ATTACHED SUPPORTING DOCUMENTS: Exhibit A, Scope of Services, Exhibit B, Schedule of Fees FISCAL IMPACT. Operating Budget: $244,796 Amount Requested: $15,000 Account Number: 001 -400- 2403 -6214 Protect Phase- N/A Appropriation Required. —Yes X No ORIGINATED BY' DATE ,/ / /o/d;t, M Hansen, Director of Community, Economic and Development Services DATE: 14 sez;, i llf dl f y Mary Stre?in, City Manager 19 911 EXHIBIT A Scope of Services Provide staff with training for the implementation of the Municipal NPDES Permit and it's various provisions Educational materials will be provided at the time of the training session Hunter— Kennedy and Associates, Inc will be available for consultation and plan checking of the storm water portion of any projects submitted to the city on an as needed basis •a EXHIBIT B Fees City agrees to compensate Consultant for its Services at a rate of $150 00 per hour. The total compensation to be paid by City to Consultant shall not exceed $ 15,000 00 Billing Hunter— Kennedy and Associates, Inc will bill the City on a monthly basis SPROM 90 EL SEGUNDO CITY COUNCIL MEETING DATE September 17, 2002 AGENDA ITEM STATEMENT AGENDA HEADING Consent AGENDA DESCRIPTION- Consideration and possible action regarding exercising a one year option for custodial services with Coastal Cleaning Service RECOMMENDED COUNCIL ACTION (1) Authorize the City Manager to exercise a one year option from October 1, 2002 through September 30, 2003 with Coastal Cleaning Service in an amount not to exceed $ 81,000 (2) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION Coastal Cleaning Service performs contract custodial maintenance services for the Departments of Recreation and Parks and Libraries. The contract began in 2000 and has a total contract length of four (4) years The company has performed their responsibilities under the contract, and has accepted additional work with the addition of the Urho Saari Swim Stadium in 2002 Funds for this additional service are included in the FY02 -03 budget ATTACHED SUPPORTING DOCUMENTS None FISCAL IMPACT Operating Budget $ 346,700 (Park Maintenance — Contractual Services) $ 23,100 (Library Administration — Contractual Services) Amount Requested. $ 81,000 Account Number 001 - 400 - 5102 -6206 ($59,000), 001- 400 - 6101 -6214 ($21,550) Project Phase Appropriation Required —Yes x No ORIGINATED DATE September ibrL" ary rector Greq Vighrhkon, Recreation and Parks Director DATE Ma/ City Manager loci 20 EL SEGUNDO CITY COUNCIL MEETING DATE' September 17, 2002 AGENDA ITEM STATEMENT AGENDA HEADING Consent AGENDA DESCRIPTION, Consideration and possible action regarding exercising a one year option for landscape maintenance services with U S Landscape, Inc RECOMMENDED COUNCIL ACTION' (1) Authorize the City Manager to exercise a one year option from October 1, 2002 through September 30, 2003 with U S Landscape, Inc in an amount not to exceed $210,000 (2) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION U S Landscape performs contract landscape maintenance services for the department The contract began in October, 2000 and has a total contract length of four (4) years The company has performed their responsibilities under the contract, and has accepted additional work with the completion of Freedom and Independence Parks in May of 2002 U S Landscape will also provide maintenance services for the Sepulveda median landscaping project upon it's completion Funds for this additional service are included in the FY02 -03 budget ATTACHED SUPPORTING DOCUMENTS None FISCAL IMPACT Operating Budget $165,481 Amount Requested $ 42,519 Account Number 001 - 400 -5102 -6206 Project Phase Appropriation Required _Yes x No son, Recreation and Parks Director Mary Str , City�Manager lo, 21 EL SEGUNDO CITY COUNCIL MEETING DATE September 17, 2002 AGENDA ITEM STATEMENT AGENDA HEADING Consent AGENDA DESCRIPTION Consideration and possible action regarding exercising a one year contract option for tree maintenance services with West Coast Arbonsts, Inc RECOMMENDED COUNCIL ACTION (1) Authorize the City Manager to exercise a one year contract option from October 1, 2002 through September 30, 2003 with West Coast Arbonsts, Inc in an amount not to exceed $100,000 (2) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION West Coast Arborsts, Inc developed the city's Tree Master Plan In May, 1999 and has performed tree pruning, removal and replacement services for the department The maintenance contract began in May, 2000 and has a total contract length of three (3) years The company has performed their responsibilities under the contract, and has pruned 1,048 trees, removed 61, and planter 48 in FY 01 -02 ATTACHED SUPPORTING DOCUMENTS None FISCAL IMPACT Operating Budget $196,200 Amount Requested $ 59,000 Account Number 001 - 400 - 5102 -6206 Project Phase Appropriation Required _Yes x No tMary n, City Manager 02 1 o2 22 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT MEETING DATE- September 17, 2002 aENDA HEADING. Consent AGENDA DESCRIPTION: Consideration and possible action regarding a proposal by the Fire Department to continue to purchase medical supplies from single source vendor, PMX Medical Fiscal Impact: Not to exceed $25,000 RECOMMENDED COUNCIL ACTION: 1 Authorize issuance of a blanket purchase order to PMX Medical for FY 2002 -2003 for medical supplies 2 Alternatively, discuss and take other action related to this item BACKGROUND AND DISCUSSION. The El Segundo Fire Department has been purchasing and storing medical supplies since 1998, as mandated by the County of Los Angeles, Department of Health Services. Since 1998, the Fire Department has been utilizing an opportunity to "piggyback" their ordering of supplies from PMX Medical with the City of Santa Clara to take advantage of pricing and terms PMX Medical has been consistently delivering high quality medical supplies within five days after orders are placed In addition to favorable pricing and timely deliveries, PMX also offers a 3% discount for Invoices paid within 30 days. Therefore, the Fire Department Is recommending that we continue to purchase our medical supplies from PMX Medical for the 2002 -2003 fiscal year. The Fire Department received verbal permission from Santa Clara Fire Department and City of Santa Clara buyer, Karen Oeschger, to continue ordering medical supplies under their Purchase Order. Their Purchase Order for PMX Medical Is In the process of being renewed ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Operating Budget, Yes Amount Requested, $25,000 Account Number: 001 - 400 - 3203 -5204 Project Phase- Appropriation Required: No ORIGINATED: DATE: Norm Angelo, Fire ief g /O 6`? REVIEWED BY: 1 / DATE: Malls Strenaii1ttvvv M"ana'aeerr 23 103 EL SEGUNDO CITY COUNCIL MEETING DATE: September 17, 2002 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION- Consideration and possible action regarding the issuance of a blanket purchase order to UCLA to provide continuing education for Emergency Medical Technicians (EMTs) and defibrillation training Fiscal impact. $26,000. RECOMMENDED COUNCIL ACTION: 1. Authorize issuance of a blanket purchase order to UCLA Center for Prehospital Care for FY 2002 -2003 for continuing education and defibrillation training 2. Alternatively, discuss and take other action related to this issue BACKGROUND & DISCUSSION. The current Agreement for Services between UCLA and the City of El Segundo has two one - year extensions incorporated into it The El Segundo Fire Department would like to recommend continuing the Agreement, which provides continuing educational services by Evelyn Riley, M Ed, R.N., M.I C.N who has provided excellent educational services to the El Segundo Fire Department for over five (5) years. The Fire Department recently put into service four (4) automated external defibrillators (AEDs) which require that personnel who operate this equipment have ongoing training and certification as Emergency Medical Technician — Defibrillation (EMT -D) Through the current Agreement, UCLA agrees to provide one Educator (Evelyn Riley) to the El Segundo Fire Department to conduct continuing education in prehospital and emergency medicine to maintain certification and licensure as EMT -Basic or EMT - Paramedic (collectively referred to as "CE" Programs "), primary education to obtain licensure as an EMT - Defibrillation ( "EMT -D ") Provider, and provide quality improvement services to maintain or enhance the quality of patient care (referred to as "QI Services ") We respectfully request continuation of this Agreement and the issuance of a blanket purchase order to ensure continued training for FY 2002 -2003 ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Operating Budget: Yes - $26,000 Amount Requested: $26,000 Account Number: 001 - 400 - 3202 -6223 and 001 - 400 - 3203 -6214 Project Phase: Appropriation Required: _Yes X No ORIGINATED BY: DATE: W�, Io r ' e� �a 2 Norm Angelo, re Chief REVIEWED BY: ,//Old, 10 Zi 24 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION, MEETING DATE- September 17, 2002 AGENDA HEADING: Consent Agenda Consideration and possible action regarding extending the professional services for GIS /GPS services contract with Verne Simon (sole proprietor) for one year through September 30, 2003 - (estimated cost = $56,500 00) RECOMMENDED COUNCIL ACTION. Recommendation - (1) Authorize the City Manager to execute a one -year extension for professional services for GIS /GPS Consulting services with Verne Simon (sole - proprietor) through September 30, 2003 for $56,500 00 (2) Alternatively discuss and take otheraction related to this Item BACKGROUND & DISCUSSION, On December 4, 2001, the City Council awarded a contract for GIS /GPS consulting services to Verne Simon for one year The services provided this past year have been very good, and the same type of services (data conversion, map generation, data layering, etc ) will be provided The city now has GIS capabilities to produce maps for various purposes Still, more work and maintenance is required Crime View for the Police Department, Fire View for the Fire Department, plus other specialty programs are anticipated to be fully operational this coming year Another component to be provided is the ability for the public to have access to the GIS layers ATTACHED SUPPORTING DOCUMENTS, Amendment No 1 to Contract No 2954 FISCAL IMPACT. Capital Improvement Program Amount Requested Account Number Project Phase: Appropriation Required. $70,00000 $56,50000 001 - 400 - 2502 -6214 Contract Extension No ORIGINATED BY � DATE: September 11, 2002 Andres Santamana, Director of Public Works REVIEWED BY � DATE i Illlp� Mary Strenn, City Manager (i 00000917 - PROFESSIONAL SERVICES - VERNESIMON - GIpGPS 25 105 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION: MEETING DATE September 17, 2002 AGENDA HEADING Consent Agenda Consideration and possible action regarding extending the professional inspection services contract with Norns -Repke Company for one year through September 30, 2003 - (estimated cost = $75,000 00) RECOMMENDED COUNCIL ACTION Recommendation - (1) Authorize the City Manager to execute a one -year extension through September 30, 2003 with Norns -Repke Company for an amount not to exceed $75,000 (2) Alternatively discuss and take other action related to this Item BACKGROUND & DISCUSSION, On October 2, 2001 the City Council awarded a contract to Norns -Repke Company to provide inspection services for various public works construction projects This contract will expire on October 3, 2002 Norris -Repke has provided satisfactory inspection services for public works projects such as the Duley Road reconstruction, construction of handicapped access ramps and sidewalks at various locations, and the Mariposa Avenue Drain project Staff recommends a one -year extension to the Norris -Repke contract so that inspection services for future construction projects can be procured on an as- needed basis ATTACHED SUPPORTING DOCUMENTS Amendment No 1 to Contract No 2932 FISCAL IMPACT: Capital Improvement Program Amount Requested, Account Number Protect Phase. Appropriation Required: $150,00000 $75,00000 001 - 400 - 4801 -6206 Contract Extension No ORIGINATED BY �L2 DATE September 10, 2002 Andres Santamana, Director of Public Works :yA Strenn, C �/!D /tZ fo II 17 - PROFE9810NLL INSPECTION SERVICES-NORRIS RE E 1 AMENDMENT "#1" TO CONTRACT 2932 BETWEEN THE CITY OF EL SEGUNDO AND Norris -Repke Company This Amendment 41 ( "Amendment') to Contract Number 2932 between the CITY OF EL SEGUNDO and the Noms -Repke Company dated October 3, 2001 shall extend the term of the Contract until September 30, 2003 The hourly rate of $75.00 will be in effect and shall not exceed $75,000 00 All terms and provisions of the Contract, which are not inconsistent, or in conflict with this Amendment #1 shall remain in full force and effect and neither partner waives any rights it may have IN WITNESS WHEREOF, the parties hereto have executed this Amendment #1 the day of 2002 CITY OF EL SEGUNDO Noms -Repke Company Mary Strenn City Manager ATTEST APPR CITY By Cindy Mortesen, City Clerk Noms -Repke Amendment 1 Extension - Attachment 106 EL SEGUNDO CITY COUNCIL MEETING DATE, September 17, 2002 AGENDA ITEM STATEMENT AGENDA HEADING- Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding the approval of the first one -year extension to the City's current contract with MRH Structural Engineers for providing architectural, structural, energy, electrical, mechanical, plumbing, and grading plan review services on an as- needed basis Total cost not to exceed $ 199,796 RECOMMENDED COUNCIL ACTION. 1 Authorize City Manager to extend contract for another year 2 Alternatively discuss and take other action related to this Item BACKGROUND & DISCUSSION: On September 18, 2001 the City Council approved a year to year contract, not to exceed three years, with MRH to perform plan review services for the Building Safety Division on an as- needed basis Staff recommends extending the contract for a second year based on their satisfactory performance of the past year This service is included in the department's budget for FY 2002 -2003 The cost of using an outside consultant is offset by the plan check fees that are collected from the applicant to perform the related plan review ATTACHED SUPPORTING DOCUMENTS None FISCAL IMPACT: Operating Budget: $244,796 Amount Requested: $199,796 Account Number: 001 -400- 2403 -6214 Project Phase- NIA Appropriation Required- —Yes X No ORIGINATED BY. DATE 4 / /ti /a z M Hansen, Director of Communitv, Economic and Development Services Mary Stre'nn City Manager 10j 27 EL SEGUNDO CITY COUNCIL MEETING DATE September 17, 2002 AGENDA ITEM STATEMENT AGENDA HEADING New Business AGENDA DESCRIPTION Consideration and possible action regarding ball field improvements at Recreation Park RECOMMENDED COUNCIL ACTION (1) Approve funding request of $18,500, and, (2) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION The Recreation and Parks Department is requesting to use operational savings within the Recreation and Parks FY 2001 -2002 budget to purchase ball field equipment and materials for Infield reconditioning additional bull pen areas, and public address system replacement The equipment will be purchased from commercial vendors, and parks maintenance staff will perform the field reconditioning The field Improvements were requested by Councilman Gaines and Coach John Stevenson, El Segundo High School Varsity Baseball Coach The softball field public address system replacement was requested by the El Segundo Girls Softball League and Recreation and Parks Commission Staff feels the improvements are warranted and will improve the quality of play for the participants The itemized improvement include (See back page) ATTACHED SUPPORTING DOCUMENTS FISCAL IMPACT Operating Budget $341,900 (Park Maintenance) Amount Requested $18,500 Account Number 001 - 400 - 5202 -5204 Project Phase Appropriation Required _Yes X No O %ren DATE September G on, Recreation and Parks Director Ia_:WIArdC -L3'. Mary Strenn, City Manager ldaz 1 -C, 28 Equipment request for Recreation Park Ball Fields "L" screen Deluxe sock screen Large 3 section screen Pitching practice mound Safe "T" mat batter's box pad Safe "T" mat catcher's box pad Pitcher's plate Homeplate (2) Turface pro infield mix for field reconditioning Clay bricks for rebuilding pitcher's mounds, catcher's areas, and bullpens Develop a drain area behind pitcher's mound Public address system replacement on softball field 111 EL SEGUNDO CITY COUNCIL MEETING DATE, September 17, 2002 AGENDA ITEM STATEMENT AGENDA HEADING. Council Report – Mayor Gordon AGENDA DESCRIPTION. Consideration and possible action regarding further direction from City Council on the proposed Park Master Plan and conceptual designs for the new Community Center Authorize City Manager to direct LPA to revise the master plan and redesign the Community Center conceptual design after soliciting additional public comments over the next 30 days and by considering the following a reduction to the size and height of the gymnasium, a reduction to the number of seats in the multipurpose room /gymnasium to only accommodate 50 seats, a reduction to the size of the presentation hall /theater to 150 seats from 250 seats; restore the size of the tot lots to its existing size or larger; study the possibility of adding additional parking spaces, study the possibility of relocating the gymnasium somewhere else on the park 2 Per request from staff, authorize the payment of $28,150 to LPA for design revisions 3 Alternatively, discuss and take other action related to this time BACKGROUND & DISCUSSION: Base upon concerns I have received from the public and the attached memo to the City Manager, I believe it is important that the Council consider approval of the recommendations stated above ATTACHED SUPPORTING DOCUMENTS: Memo to City Manager FISCAL IMPACT: Operating Budget: $7,138,400 (includes funding in FY 2002 -2003 $500,000) Amount Requested- $28,150 Account Number: 301 - 400 - 8202 -8490 Project Phase, N/A Appropriation Required: —Yes X No ORIGINATED BY: DATE, Mike Go Zon REVIEWED BY: DATE. Mary Str n, City Manager �� 29 City of El Segundo MEMO TO: Mary Strenn, City Manager THROUGH: Jim Hansen, CEDS Director FROM: Seimone Jurjis, Budding Safety Manager DATE: September 2, 2002 SUBJECT: Summary of Community Center project Approximately one year ago the City Council approved the FY 2001 -2002 budget that included a new Community Center The goal was to plan and construct a new Community Center that would provide and support several different types of recreational programs, meet the latest in seismic, energy, ADA, and fire safety code requirements and be used and enjoyed by both children and adults of the community In the months that followed the City set out on the challenging task of designing a new center that would be responsive to the collective needs of the residents Through a public scoping meeting the project architects, LPA, solicited and received input, comments, and suggestions from the public on a Recreation Park Master Plan and Community Center design After input was received it was determined that the design would provide program space for presentation hall /theater performances, art and dance programs, and enhance the City's sports programs LPA presented a proposed design at the point Planning and Recreation Park Commission meeting at which time both commissions and the public gave valuable input and design recommendations As a result the project was redesigned and brought back to the Recreation Park Commission meeting for further input from the commissioners and the public With the input received LPA made further design changes and presented a final version to the City Council for consideration On July 2, 2002 LPA presented to Council for comments the most recent conceptual designs for the Recreation Park Master Plan and new Community Center. Through consensus Council requested that additional classroom space be provided along with possibly % of the open patio space on the 2nd floor and to open a 30 day public input period to receive comments Since the July 2, 2002 Council meeting, staff and Council members have met with concerned members of the public, received emails and letters on the Community Center conceptual design. The following comments are a representative of the issues raised by the public on the proposed center 11,3 GENERAL • The overall budding is too tall • There will be more kids in the area, therefore a safety issue on Eucalyptus is a big concern • Budd the center on the new 5 -acre soccer field • Safety concern with the 2nd outdoor terrace. Kids can throw items on the tots below • What are the hours of operation of the new center? • There will be additional noise disturbing the surrounding residents • Who can you use the new center? • There needs to be exterior lighting for security. • Why can't you dust add more classroom space to the existing clubhouse? • We need to remodel our existing clubhouse • The new center will lower the resident's property values • There are no renderings for the public to see. • This should be a cultural arts budding • The City should not be applying for a variance of the height but instead meet the height requirement • There is a need for additional classroom space • This project is being shoved down our noses • The new building will only serve people under the age of 18 MULTIPURPOSE ROOM /GYMNASIUM • The multipurpose room /gymnasium should be air conditioned • The multipurpose room /gymnasium is too large and should be reduced in size. • The multipurpose room /gymnasium is too tall. • Why do we need a multipurpose room /gymnasium that allows for leagues or college games? • Why do we need a multipurpose room /gymnasium? • Who can use the multipurpose room /gymnasium? • The multipurpose room /gymnasium should be built at the Middle School • The multipurpose room /gymnasium will only be used by the corporations and not help the citizens. • We don't need more basketball courts. • How can the addition of a multipurpose room /gymnasium not be considered a change of use to the building 11 1 PRESENTATION HALL/THEATER • The presentation hall /theater should be bigger to allow for 500 seats TOTLOT • The proposed tot lots are smaller than the existing. • There is a safety concern with the tot lot too close to the baseball field TRAFFIC/PARKING There is not enough parking for the center. There will be additional traffic on the surrounding streets. TREES How many trees are we going to lose? Some of our most profound trees will be lost I believe that all of these concerns can be addressed by considering the following- 1) Reducing the size and height of the multipurpose room /gymnasium 2) Reducing the number of seats in the multipurpose room /gymnasium to only accommodate 50 seats 3) Reducing the size of the presentation hall /theater /presentation hall to 150 seats from 250 seats. 4) Restoring the size of the tot lots to its existing size or larger. 5) Studying the possibility of adding additional parking spaces 6) Studying the possibility of relocating the multipurpose room /gymnasium somewhere else on the park The new Community Center is to be designed to benefit all members of the El Segundo community and limit the impacts to the surrounding residents The City will benefit because the new Center will expand El Segundo's drama program, enhance and expand the cultural arts program, and allow for additional sports programs Unfortunately, the new Community Center protect will result in the removal of 14 existing trees. The fullest attention should be made in replacing those trees removed with an equal number and preserving 11 existing trees in an effort to buffer the center from nearby residents. I recommend that we consider these design changes over the next 30 days The first revision directed by this Council cost $28,150 and additional revisions will also be at an additional cost So we want to make sure any future revisions are both responsive to community needs and compliment the existing design 11„