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2003 MAR 04 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. During the first Public Communications portion of the Agenda, comments are limited to those items appearing on the Agenda. During the second Public Communications portion of the Agenda, comments may be made regarding any matter within the jurisdiction of the City Council. 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 second Public Communications portion of 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). Other members of the public may comment on these items only during this second Public Communications portion of the Agenda. 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, MARCH 4, 2003 — 5:00 P.M. Next Resolution # 4296 Next Ordinance # 1358 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, et s_ q.) 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: i101 CONFERENCE VVITH LEGAL COUNSEL - EXISTING LITIGATION (Gov't Code §54956.9(a)) — 3 matters. 1. Schwartz v. City of El Segundo, LASC No. YC044253 2. Bressi v. City of El Segundo, LASC BC288292 3. Bressi v. City of El Segundo, LASC BC288293 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure 'to litigation pursuant to Government Code §54956.9(b): -0- potential case (no further public statement is required at this time); Initiation of litigation pursuant to Government Code §54956.9(c): -0- matter. DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957) — None. CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6)— One (1) Matter Agency Negotiator: Mary Strenn, City Manager, for negotiations with City Employees Association, Supervisory and Professional, and unrepresented City employees SPECIAL MATTERS — None. 2 002 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. During the first Public Communications portion of the Agenda, comments are limited to those items appearing on the Agenda. During the second Public Communications portion of the Agenda, comments may be made regarding any matter within the jurisdiction of the City Council. 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 second Public Communications portion of 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). Other members of the public may comment on these items only during this second Public Communications portion of the Agenda. 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, MARCH 4, 2003 — 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER. INVOCATION — Reverend John Svendsen of First Baptist Church PLEDGE OF ALLEGIANCE — Councilmember John Gaines PRESENTATIONS — ROLL CALL 3 Next Resolution # 4296 Next Ordinance # 1358 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) Presentation from Ann Marie Wallace, Regional Representative, League of California Cities 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 C. UNFINISHED BUSINESS 1. Consideration and possible action regarding award of contract for the construction of the Camp Eucalyptus Building at 641 California Street — Approved Capital Improvement Program — Project No. PW 02 -16 (Estimated Cost $405,000). Recommendation — (1) Option #1 — a) Reject all bids received and direct staff to submit a request to the Capital Improvement Program Advisory Committee (CIPAC) for consideration of additional funding in fiscal year 2003 -2004; or (2) Option #2 — a) Allocate an additional funding of $200,000 from the Aquatics Master Plan and Facility Improvements Project, b) Reject the protest by the second low bidder, AWI Builders, Inc./ All West Iron, Inc., c) Waive the irregularity in the low bid and approve the substitution of the roofing sub - contractor, Golden State Roofing, included in the low bid of Capri Construction by the replacement roofing sub - contractor Bligh Pacific at no additional cost to the low bid amount, d) Award contract to the low bidder, Capri Construction, Inc., in the amount of $319,000; (3) Alternatively, discuss and take other action related to this item. D. REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS 4 004 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. 2. Warrant Numbers 2531644 to 2531930 on Register No. 10 in the total amount of $769,887.04 and Wire Transfers from 2/8/2003 through 2/21/2003 in the total amount of $1,019,693.72. 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. 3. City Council Meeting Minutes of February 18, 2003. Recommendation — Approval. 4. Consideration and possible action regarding approval of Professional Services Agreement with Bruce Barsook of Liebert, Cassidy, and Whitmore as Chief Negotiator for the Police and Fire Associations labor negotiations. Recommendation — (1) Authorize the City Manager to execute a professional services agreement on behalf of the City; (2) Alternatively, discuss and take other action related to this item. 5. Consideration and possible action regarding adoption of a Resolution extending pay and benefits to City employees called to active duty with the United States Military. Recommendation — (1) Adoption of the Resolution; (2) Alternatively, discuss and take other action related to this item. 6. Consideration and possible action on the purchase of a new or previously owned vehicle to be assigned to the State Anti - Terrorism Task Force Investigator. Amount shall not exceed $27,100, including the maintenance cost and police radio. Recommendation — (1) Approve the purchase of a previously owned vehicle for the ESPD investigator at the State Anti - Terrorism Task Force and appropriate additional funds for first year maintenance; (2) Approve the use of funds from the Citizens' Option for Public Safety (COPS) grant; (3) Alternatively, discuss and take other action related to this item. 5 nog 7. Consideration and possible action for the purchase of Arc Info software, maintenance and support for the GIS program from ESRI. (Fiscal Impact $16,500). Recommendation — (1) Authorize the City Manager to execute the standard Professional Services Agreement on behalf of the City for $16,500 with ESRI for software, maintenance and support; (2) Alternatively, discuss and take other action related to this item. 8. Consideration and possible action for the purchase of a computer server for Geographic Information Systems (GIS) use, including maintenance and support from Dell. (Fiscal Impact $6,500). Recommendation — (1) Authorize the City Manager to execute the standard Professional Services Agreement on behalf of the City for $6,500 with Dell for the server, maintenance and support; (2) Transfer $6,500 to the Capital Outlay account from cost savings in the GIS Professional and Technical Services contract; (3) Alternatively, discuss and take other action related to this item. 9. Consideration and possible action regarding acceptance of the contract for replacement of an 8" water line on Pine Avenue, between the alley east of Richmond Street and Penn Street — Approved Capital Improvement Program — Project No. PW 02 -06. (Estimated Cost $244,300) Recommendation — (1) Approve Change Order No. 1 in the amount of $45,100; (2) Accept the work as complete; (3) Authorize the City Clerk to file the Engineer's Notice of Completion; (4) Alternatively, discuss and take other action related to this item. 10. Consideration and possible action for adoption of plans and specifications for Nash Street /Park Place Street lighting conduit installation — Approved Capital Improvement Program — Project No. PW 03 -10. (Estimated Cost $35,000) Recommendation — (1) Adopt plans and specifications; (2) Authorize staff to advertise the project for receipt of construction bids; (3) Alternatively, discuss and take other action related to this item. 11. Consideration and possible action for approval of Contract Amendment No. 1 to West Coast Arborists, Inc. for the City -wide street tree pruning and replacement progrann. (Fiscal Impact $26,600) Recommendation — (1) Approve Contract Amendment No. 1; (2) Authorize the City Manager to sign the amendment; (3) Alternatively, discuss and take other action related to this item. 6 0 0 G 12. Consideration and possible action regarding approval of a resolution of the City Council of the City of El Segundo authorizing the City Manager to bid and award contracts for the equipment, supplies and services for the FY 2002/2003 Equipment Replacement Fund, which had previously been approved in the 2002 - -2003 Council budget. (Fiscal Impact $810,900) Recommendation — (1) Adoption of resolution; (2) Authorize the Mayor to sign the resolution; (3) Alternatively, discuss and take other action related to this item. CALL ITEMS FROM CONSENT AGENDA F. NEW BUSINESS — H. REPORTS —CITY ATTORNEY— NONE I. REPORTS — CITY CLERK J. REPORTS — CITY TREASURER — NONE K. REPORTS — CITY COUNCIL MEMBERS Council Member McDowell — Council Member Gaines — Council Member Wernick — Mayor Pro Tern Jacobs — Mayor Gordon — PUBLIC COMMUNICATIONS — (Related to City Business Only - 5 minute limit per person, 30 minute limit total) Individuals who have receive 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. 00 REPORT OF ACTION TAKEN IN CLOSED SESSION (if required) ADJOURNMENT POSTED: DATE: TIME: NAME: H0. EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION: MEETING DATE: March 4, 2003 AGENDA HEADING: Unfinished Business Consideration and possible action regarding award of contract for the construction of the Camp Eucalyptus Building at 641 California Street - Approved Capital Improvement Program — Project No. PW 02 -16 - (estimated cost = $405,000). RECOMMENDED COUNCIL ACTION: (Recommended Council action begins on the next page....) BACKGROUND & DISCUSSION: (Background & Discussion begins on the next page......) ATTACHED SUPPORTING DOCUMENTS: 1. Bid summary sheet. 2. Letter from low bidder, Capri Construction re: substitution of roofing sub- contractor. 3. Location map. FISCAL IMPACT: Capital Improvement Program: $205,500 Amount Requested: $405,000 Account Number: 301 - 400 - 8202 -8641 Project Phase: Award of contract Appropriation Required: Yes, if option 2 recommendation is approved ORIGINATED BV': � .. DATE: February 24, 2003 Andres Santarnaria, Director of Public Works REVIEWED BY: ! DATE: Mary Strenn, City Ma ger 20030304 - Award of Contract — Camp Eucalyptus Building — PW 02 -16 00 RECOMMENDED COUNCIL ACTION: (1) Option iqo. 1: Reject all bids received and direct staff to submit a request to the Capital Improvement Program Advisory Committee (CIPAC) for consideration of additional funding in fiscal year 2003 -2004; (2) Option No. 2: a. Allocate an additional funding of $200,000 from the Aquatics Master Plan and Facility Improvements Project. b. Reject the protest by the second low bidder AWI Builders, Inc. / All West Iron, Inc. C. Waive the irregularity in the low bid and approve the substitution of the roofing sub - contractor, Golden State Roofing, included in the low bid of Capri Construction by the replacement roofing sub - contractor Bligh Pacific at no additional cost to the low bid amount. d. Award contract to the low bidder, Capri Construction, Inc., in the amount of $319,000; (3) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: On November, 6, 2002, the City Council adopted plans and specifications for the construction of the Camp Eucalyptus Building and authorized staff to advertise the project for receipt of construction bids. The original budget of $205,000 was scheduled to pay for the design and construction/ installation of a modular structure. Later, it was determined by the Camp Eucalyptus Taskforce to instead pursue the options of constructing a building. The design calls for a 1,600 square foot building with an activity room, storage room and restrooms. The Taskforce was pursuing an option of having a local contractor perform the work using volunteer staff. Because of liability issues and Public Works contracting code requirements this option was not feasible. 20030304 Award of Contract — Camp Eucalyptus Building — PW 02 -16 010 BACKGROUND & DISCUSSION: (continued To reduce the cost of construction, the design did not include fixtures such as kitchen equipment. Subsequently, Chevron donated $10,000 to help pay for additional items. On January 28, 2003, the City Clerk received and opened fifteen (15) bids as shown on the enclosed bid summary. The low bid arnount is $319,000. The total project cost, based on the low bid amount including design, inspection and contingencies, is $405,000, which is $200,000 over the budgeted amount of $205,000. The Camp Eucalyptus Taskforce met on February 12, 2003, to discuss the bid results. The Committee is recommending two (2) options for City Council consideration which are discussed below: Option No. 1: Reject all bids since the approved budget is not sufficient to construct the project. Staff will submit a project request for CIPAC consideration for funding the needed amount for project construction in fiscal year 2003 -2004. Option No. 2 Allocate an additional appropriation of $200,000 for the project and award the contract to the low bidder, Capri Construction. The second low bidder, AWI Builders /All West Iron, Inc., has submitted a protest that the roofing sub - contractor (Golden State Roofing) designated by the low bidder, Capri Construction, is not certified by the roofing manufacturer. Capri Construction has now agreed to furnish a certified roofing sub - contractor at no additional cost to the low bid amount. Staff recommends City Council waive this irregularity in the low bid and approve the substitution of the roofing sub - contractor by Bligh Pacific who is certified by the roofing manufacturer. The City Attorney has reviewed and concurred with staff recommendations. 20030304 - Award of Contract — Camp Eucalyptus Building — PW 02 -16 BID SUMMARY 1. Capri Construction $319,000 2. AWI Builders $332,980 3. A Beam Construction $338,100 4. D. L. Kaufman $351,223 5. Universal Construction $385,000 6. S. H. E. Construction $386,377 7. Syram International $390,000 8. VV. S. Klem $409,658 9. Essex Construction $409,700 10. Matrix Seismic $418,750 11. Cohen Construction $428,000 12. Cal Pacific Electric $428,500 13. Big West Construction $455,000 14. Newman Midland $472,500 15. Richard M. Lane $514,991 20030304 - Award of Contract — Camp Eucalyptus Building — PW 02 -16 2 FES -19 -2003 01:19PM FRONI- February 1% 2003 Ms. Susan Yun CAPRI CONTR:UCTION, INC. 7760 Deering avenue Canoga Park, CA 91304 R.E: Camp Eucalyptus Building Dear Ms. Yua: T-146 P.002/002 F -572 WATERPROOFING 1939 S. Gaffey Si. • San Pedro, CA 90731 888.766.3440 Tel: 310.6319371 Fox 310.833.7886 Email: goldroof@pocbell.com This is letter is ih reference to the project listed above with the City of El Segundo. They would not consider a substitution on the roofing system and they specify Sarnafil roofing system, which tYolden State Roofing is not certifted to install. Therefore, Golden State Roofing does not object withdrawing from this project. I look forward to working with you on future projects. Sincer r Todd Mc Connell Project Manager 01 FEB-19 -2003 01:18PM FROM- T -146 P.001 /002 F -572 CAPRI CONSTRUCTION, INC. YIA FAC&1`1t11'ZL 310 -640 -0489 February 19, 2003 Public Wofks Department City of El Segundo 350 Main Street El Segundo, California 90245 -3895 Attention: :Belhn- K. Devaraj, City Engineer RE: Camp Eucalyptus Building Dear Mr. Devaraj: 7760 DEEDING AVENUE - CANOGA PARK. CA 91304 TELEPHONE (818) 346 -1314 We are in receipt of your letter dated February 18, 2003 regarding substitution of our listed roofing contractor. We would like to request that Golden State }goofing be sabstituted with Bligh Pacific located at 11043 Forest Place Santa Fe Springs, CA. 90670. There telephone number is (562) 944 -9753. Bligh Pacific is a certified installer of the SarnaftI roofing system and has agreed to be oar roofing subcontractor :for the above named project. There will be no additional cost related to this substitution and we will honor oar original bid amount of $319,000. Please find attached a letter f-torn Golden State Roofing stating that they will not object to This substitution. If you have any questions or comments, please do not hesitate to contact the undersigned at 818 -346 - -1314 ext. 127. Please direct all future correspondence to the undersigned in reference to the above named project. Thai3k you for your courteous assistance and we apologize fbr any inconvenience this may have caused. 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N o E (0 U f0 ,A N E G A N O O (D ° c cL a W T E N � [(1 N > wW FL aci W ' o N N L m N N N ul U w7'ti � N G -Op O Cn N G O (d C7 0) Z 1 mo U- 0 CK O II (L W LL 11 w E ~ C; 2 0 O 2 CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 2/8/2003 THROUGH 2/21/2003 Date Payee Amount Description 2/10103 West Basin 723,482.60 H2O Payment 2/13/03 PGC El Segundo LLC 30,570.95 Golf Course Payroll Transfer 2/13103 Health Comp 205.00 Weekly claims 2/7 2/13/03 Employment Development 34,757.78 State Taxes PR PR 17 2/13/03 IRS 189,367.87 Federal Taxes PR 17 2/19/03 Federal Reserve 300.00 Employee Savings Bonds EE 2/19/03 Federal Reserve 350.00 Employee Savings Bonds 1 2/20/03 Health Comp 4,080.61 Weekly claims 2/14 2/8- 2/21/03 Workers Comp Activity 36,578.91 SCRMA checks issued 1, 019, 693.72 DATE OF RATIFICATION: 3/5/03 TOTAL PAYMENTS 13Y WIRE: Certified as to the accuracy of the wire transfers by: J, as�/Oz, ;Dep tI Treas rer Date 2 _LY,�Q3 Director of Administrative Service Date y M .ria r Date 1,019,693.72 Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo. 01 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, FEBRUARY 18, 2003 — 5:00 P.M. CALL TO ORDER ROLL CALL — Mayor Gordon at 5:00 p.m. Mayor Gordon - Mayor ProTem Jacobs - Council Member Gaines - Council Member McDowell - Council Member Wernick - Present Present Present — arrived at 5:05 p.m. Present Present CLOSED SESSION: The City Council moved into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et sue.) for the purposes of conferring with the City's Real Property Negotiator, and /or conferring with the City Attorney on potential and /or existing litigation; and /or discussing inatters 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 matter. Schwartz v. City of El Segundo, LASC No. YC044253 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956.9(b): -1- potential case (no further public statement is required at this time); Initiation of litigation pursuant to Government Code §54956.9(c): -1- matter. DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957) — None. Public Employee Appointment — Labor Negotiator for Police and Fire Associations CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6) — None SPECIAL MATTERS — None. Council moved into open session at 6:55 p.m. 3 MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 18, 2003 PAGO 8 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, FEBRUARY 18, 2003 — 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER — Mayor Gordon at 7:00 p.m. INVOCATION — Minister Greg Barentine of the Community of Christ PLEDGE OF ALLEGIANCE —Mayor Pro Tern Sandy Jacobs PRESENTATIONS — (a) Council Member McDowell made a Presentation acknowledging Chevron Products Company for its generous donation of Ten Thousand Dollars ($10,000) to the Girl Scout Camp Eucalyptus Project. (b) Mayor Pro Tern Jacobs read a Proclamation reaffirming El Segundo's 41 -year commitment to foster the ideals of the Sister City Program. (c) Council Member Gaines presented Commendations to Tom Whittle, Torrance Transit Director; James R. Mills, Transit Administration Manager (MAX Program Manager); and Anthony Rose, Transit Staff Assistant, for their diligence in obtaining six surplus Municipal Area Express (MAX) buses for donation by the El Segundo Sister City Association to the People of Guaymas, Sonora, Mexico. (d) Mayor Gordon presented a Proclamation welcoming the Austrian Host Students to El Segundo and proclaiming February 10 -24, 2003 as the Austrian Host Student Program Days in El Segundo. ROLL CALL Mayor Gordon - Present Mayor ProTem Jacobs - Present Council Member Gaines - Present Council Member McDowell- Present Council Member "Iernick - 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. MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 18, 2003 PAGE �Y. A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. MOVED by Council Member McDowell, SECONDED by Council Member Wernick to read all ordinances and resolutions on the Agenda by Title only. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/01. PULLED FORWARD FROM LATER ON THE AGENDA F. NEW BUSINESS — 11. Consideration and possible action regarding the availability of streaming of City Council meetings and other events on the City's web site. Lee Robinson, Information. Services Manager, gave a report. B. SPECIAL ORDERS OF BUSINESS C. UNFINISHED BUSINESS 1. Consideration and possible action regarding report by the Chief of Police on accepting Wireless Enhanced 9 -1 -1 calls. MOVED by Mayor Gordon, SECONDED by Council Member McDowell to approve contacting the State 911 Office to proceed forward on implementing the wireless enhanced 911 program. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0. D. REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS E. CONSENT AGENDA All items listed are to be adopted by one motion without discussion and passed unanimously. if a call for discussion of an item is made, the item(s) will be considered individually under the next heading of business. 2. Approved Warrant Numbers 2531355 to 2531643 on Register No. 9 in the total amount of $1,106,112.66 and Wire Transfers from 1/25/03 through 2/7/03 in the total amount of $339,197.30. 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. 3. Approved City Council Meeting Minutes of February 4, 2003. 4. Authorized one member of the LAX Master Plan Advisory Commission and one member of the Aviation Safety and Noise Abatement Committee (ASNAC) to attend the 2003 University of California Airport Noise and Air Quality Symposium. (Fiscal Impact - $3,500). MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 18, 2003 PAGE NcO32 0 5. Approved Change Order No. 2 and accepted landscaping of Sepulveda Boulevard median islands, between Rosecrans Avenue and Imperial Highway as complete — Approved Capital Improvement Program — PW 02 -14 (Final contract $654,058.87). Authorized the City Clerk to file the City Engineer's Notice of Completion in the County Recorder's Office. 6. Approved Change Order No. 2 to Mel Smith Electric, Inc., for installation of lights and electrical service for the Freedom Park Monument — Project No. PW 01 -05 (Estimated cost $9,200). 7. Authorized the City manager to execute the standard Professional Services Agreement No. 3128 on behalf of the City to purchase of software additions, upgrades and an annual software subscription for the existing facilities management program, Archibus /FM, and to provide training, technical support and consulting services from Asbuilt Information Systems, LLC. (Fiscal Impact $18,950). 8. Authorized the City manager to execute the standard Professional Services Agreement No. 3127 on behalf of the City for the purchase of an upgrade for the existing fleet maintenance software program, CCG Systems (FASTER) and to provide installation, training and consulting services. (Fiscal Impact $15,000). 9. Adopted Ordinance No. 1357, which implements the 2001 Storm Water Permit of the California Regional Water Quality Control Board by amending Chapter 4 of Title 5 of the El Segundo Municipal Code. (Fiscal Impact to be determined). 10. Approved $33,500 for the Public Safety Communications Center and $26,150 for the Police Records Division for maintenance services provided by the West Covina Service Group, as outlined in the Police Department budget for annual maintenance services. MOVED by Mayor ProTem Jacobs, SECONDED by Council Member Gaines to approve consent agenda items 2, 3, 4, 5, 6, 7, 8, 9 and 10. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0. F NEW BUSINESS — PULLED FORWARD TO EARLIER IN THE AGENDA 11. Consideration and possible action regarding the availability of streaming of City Council meetings and other events on the City's web site. . G. REPORTS -- CITY MANAGER — NONE H. REPORTS -- CITY ATTORNEY — NONE I. REPORTS -- CITY CLERK J. REPORTS -- CITY TREASURER — NONE MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 18, 2003 PAGE NCj. 1 K. REPORTS -- CITY COUNCIL MEMBERS Council Member McDowell — None Council Member Gaines — None Council Member Wernick — None Mayor Pro Tern Jacobs — None Mayor Gordon - Spoke regarding his trip to Washington D.C. PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have receive 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. Jack Axlrod, resident, spoke regarding the communications clauses on the agenda. He also spoke regarding resolutions against war. MEMORIALS — Adjourned in memory of Ron Cano, former City Manager of El Segundo (September 1989 to April 1992), who passed away Monday, February 10, 2003. Charles Mesak, Howard Gillig, Charles C. Dewitt, and Nina McCoy. ADJOURNMENT at 7:45 p.m. Cindy Mortesen, City Clerk MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 18, 2003 PAGE NO. 5 02�, EL SEGUNDO CITY COUNCIL MEETING DATE: March 4, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding approval of Professional Services Agreement with Bruce Barsook of Liebert, Cassidy, and Whitmore as Chief Negotiator for the Police and Fire Associations labor negotiations. RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to execute a professional services agreement on behalf of the City. 2. Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: Current Memorandum of Understandings with both the Police Officer's Association and the Firefighter's Association are set to expire June 30, 2003. As a result, labor negotiations will be taking place over the next several months. Staff went through an extensive evaluation of candidates to serve as the City's Chief Negotiator and is recommending Bruce Barsook of Liebert, Cassidy and Whitmore. Mr. Barsook has extensive expertise in traditional and collaborative bargaining and has concentrated in public sector employment and labor law for more than twenty years. He has conducted labor negotiations in cities such as Anaheim, Inglewood, and Pasadena and references in all of these cities highly recommended him. The budget for labor negotiations is $100,000; however, staff anticipates the actual cost will be less than budget. Staff's recommendation is to execute a professional services agreement with Mr. Barsook for the upcoming labor negotiations with Police and Fire. ATTACHED SUPPORTING DOCUMENTS: Scope and Cost of Services FISCAL IMPACT: Operating Budget: $100,000 Amount Requested: $1007000 Account Number: 001- 400 - 2201 -6310 Project Phase: Approval of Agreement Appropriation Required: _ Yes x No ORIGINATED BY: DATE: Bret . Plumlee, Director Administrative Services RAED B DATE: M t n Cit i Manager } g 0 SCOPE OF SERVICES CHIEF NEGOTIATOR The Attorney agrees to provide the City with consulting, representational and legal services pertaining to employment relations matters, including representation in negotiations and in administrative and City proceedings as requested by the City or otherwise required by law. The Attorney agrees to represent the City until the successful conclusion of contract negotiations with the Police Officers Association and Firefighters Association. Representative responsibilities of the Chief Negotiator will include: 1. Review and analysis of current Memorandum of Understanding with the Police Officers and Firefighters Association. 2. Development of management proposal language. 3. Analysis of Association proposals. 4. ,Analysis of City proposal costing methodology and results. 5. Coordination with City retained actuarial consulting personnel. 6. Periodic contract negotiations briefing for the City Manager and City Council. 7. As directed by the City Manager, provision of information to members of the media. 8. Preparation of new Memorandums of Understanding resulting from contract negotiations. COST OF SERVICES I. PUBLIC AGENCY FEE SCHEDULE (Hourly Rates) Partners $225.00 - $260.00 Of Counsel $225.00 - $240.00 Associates $160.00 - $200.00 Graduate Legal Assistants $110.00 Law Clerks $95.00 Paralegals $95.00 II. COST SCHEDULE 1. Photocopies $ 0.15 per copy 2. Facsimile Transmittal $1.00 per page 025 EL SEGUNDO CITY COUNCIL MEETING DATE: March 4, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Calendar AGENDA DESCRIPTION: Consideration and possible action regarding adoption of a Resolution extending 7pay and benefits to City employees called to active duty with the United States Military. RECOMMENDED COUNCIL ACTION: 1. Adoption of the Resolution; 2. Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: As a result of the terrorist attack on the United States on September 11, 2001, President George W. Bush, the Federal government and the United States military engaged in "Operation Enduring Freedom ". A Lateral Entry Police Officer in the El Segundo Police Department has been recalled under Title 10 USC and has been ordered to active duty. The City currently has one other military reservist, employed by the Public Works Department. - See attachment - ATTACHED SUPPORTING DOCUMENTS: Resolution No. FISCAL IMPACT: Operating Budget: Amount Requested: Account Number: Project Phase: Appropriation Required: Yes X No ORIGINATED: DATE: February 20, 2003 Bret M. Plumlee, Director of Administrative Services REVIEWED BY: DATE: aMaeLnn,Cjit Manager �3 026 5 BACKGROUND & (DISCUSSION (Continued): A. Full pay and benefits for the first thirty (30) days following the employee's absence for active military duty pursuant to Military and Veterans Code §§ 395.01 and 395.02; B. After the first thirty (30) days, pay in an amount equal to the difference between the employee's base salary with the City and military pay including, without limitation, all allowance, deductions, and withholdings. This subsidy will continue for a maximum of three hundred thirty -five (335) days or until the employee is released from active duty, whichever occurs first; C. Continued accrual of leave and deferred compensation for three hundred sixty -five (365) days following the employee's absence for active military duty. D. Continuation of medical, dental, vision, life insurance and other City -paid insurance benefits as applicable for the affected employee and his /her dependents. On February 5, 1991, the City Council took similar action, extending pay and benefits to City employees called to duty with the United States military in "Operation Desert Storm ". Should both City employees be called to active duty, and serve for twelve months, the total compensation fiscal impact would be approximately $165,000. This amount would be reduced by the actual amount of pay provided by the military to our employees, and would also be impacted by the need, if any, for the respective departments to replace the reservist or to incur additional overtime costs. 027 RESOLUTION NO. A RESOLUTION EXTENDING PAY AND BENEFITS TO CITY EMPLOYEES CALLED TO ACTIVE DUTY WITH THE UNITED STATES MILITARY. BE IT RESOLVED by the Council of the City of El Segundo as follows: SECTION 1: The City Council finds as follows: A. In response to various threats to national security, the United States Military has ordered many military reserves to assume active duty responsibilities; B. City employees serve as reservists for the U.S. Military and may be affected by this call -up; C. It is in the public interest to assist full -time City employees called to active military duty with any shortfall in benefits or pay that may occur because of their service in the U.S. Military. SECTION 2: Pursuant to Military and Veterans Code § 395.03, public, employees employed by the City who are ordered to active military duty can receive the following: A. Full pay and benefits for the first thirty (30) days following the employee's absence for active military duty pursuant to Military and Veterans Code §§ 395.01 and 395.02; B. After the first thirty (30) days; pay in an amount equal to the difference between the employee's base salary with the City and military pay including, without limitation, all allowance, deductions, and withholdings. This subsidy will continue for a maximum of three hundred thirty -five (335) days or until the employee is released from active duty, whichever occurs first; C. Continued accrual of leave, seniority and deferred compensation for three hundred sixty -five (365) days following the employee's absence for active military duty. SECTION 3: Before receiving any of the discretionary benefits granted by this Resolution, the employee must A. Request such payment; and B. Submit satisfactory proof and documentation of eligibility to receive the benefits. SECTION 4: The City Manager, or designee, may adopt policies and procedures needed to implement this Resolution. 1 (128 SECTION 5: 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 6: This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded. PASSED AND ADOPTED this day of 2003. 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 APPROVED AS',: F Mark D. Hen ey By: - Karl H. Bergep-l' Assistant Cfr Attorney a 025) EL SEGUNDO CITY COUNCIL MEETING DATE: March 4, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Consideration and possible action on the purchase of a new or previously owned vehicle to be assigned to the State Anti - Terrorism Task Force Investigator. Amount shall not exceed $27,100, including the maintenance cost and police radio. RECOMMENDED COUNCIL ACTION: (1) Approve the purchase of a previously owned vehicle for the ESPD investigator at the State Anti - Terrorism Task Force and appropriate additional funds for first year maintenance. (2) Approve the use of funds from the Citizens' Option for Public Safety (COPS) grant (3) Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: Currently, one sergeant is assigned to the State Anti - Terrorism Task Force to conduct investigations and surveillance on possible terrorist cells in the Los Angeles /South Bay area. This sergeant is assigned one vehicle from the current investigative division fleet, which depletes the useable number of vehicles at the disposal of detectives in the investigative division. With the assignment of one vehicle to the task force, the fleet is left with seven (7) vehicles for nine (9) officers (including a supervising sergeant) assigned to the division. The police department proposes to purchase an additional vehicle using the COPS grant, and assign the vehicle to the sergeant on the task force. The current vehicle assigned to the task force could then be returned to the investigative division fleet. In addition, grant funds of $850 need to be appropriated for the first year service and $2,250 for a police radio. Continued... ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Operating Budget: $100,000 Amount Requested: $27,100 Account Number: 120- 400 - 000 -8104 (requesting $26,250 for the vehicle and police radio) 001- 400 - 3101 -6224 (increase vehicle operating charge by $850) Project Phase: N/A Appropriation Required: x Yes No ORIGINAT _ DATE: February 26, Ja Wayt, Chief of Police REVIEWED BY: DATE: ary S n, City Manager � 0o6 BACKGROUND & DISCUSSION (continued): The COPS grans: was established during the 1996 California legislative session when the state government adopted legislation to provide a block grant for law enforcement purposes. These funds are part of the property taxes collected in California. All funds received under this grant must be utilized to supplement local law enforcement activities and cannot be used to supplant existing funding. The grant guidelines state the funds may be used for "front line law enforcement," including hiring officers, buying equipment or computers, or paying for anti - crime programs. The purchase of this vehicle using COPS funds would fall within grant guidelines. RECOMMENDATION It is recommended the police department use COPS grant funds to purchase the vehicle to be assigned to the Terrorism Task Force. 031 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION: MEETING DATE: March 4, 2003 AGENDA HEADING: Consent Agenda Consideration and possible action for the purchase of Arc Info software, maintenance and support for the GIS program from ESRI - (Fiscal Impact = $16,500). RECOMMENDED COUNCIL ACTION: Recommendation — (1) Authorize the City Manager to execute the standard Professional Services Agreement on behalf of the City for $16,500 with ESRI for software, maintenance and support, and; (2) Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: The Executive Technology Review Committee recommended this purchase for approval and it was subsequently approved as part of the budget process. This software will allow for major editing and repair of the City's ever - growing GIS data layers. This software is used by the majority of municipalities and firms using a GIS system. Once installed, the ease of facility to work with GIS data will increase. ATTACHED SUPPORTING DOCUMENTS: None. FISCAL IMPACT: Capital Improvement Program: $242,850 Amount Requested: $ 16,500 Account Number: 001 - 400 - 2505 -8108 Project Phase: Purchase Appropriation Required: No ORIGINATED BY: .. -» M DATE: February 24, 2003 Andres Santannaria, Director of Public Works REVIEWED BY: DATE: Mary Strenn, City Man r 20030304 0 3 r EL SEGUNDO CITY COUNCIL MEETING DATE: March 4, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action for the purchase of a computer server for Geographic Information Systems (GIS) use, including maintenance and support from Dell - (Fiscal Impact = $6,500). RECOMMENDED COUNCIL ACTION: Recommendation — (1) Authorize the City Manager to execute the standard Professional Services Agreement on behalf of the City for $6,500 with Dell for the server, maintenance and support; (2) Transfer $6,500 to the Capital Outlay account from cost savings in the GIS Professional and Technical Services contract and; (3) Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: The GIS data base is rapidly expanding. Presently, when maps using GIS information are needed to be printed, a request is made to the GIS section. The data is compiled and maps are then provided. To facilitate GIS use City -wide, a server will be purchased to house all pertinent GIS data. This data will be configured into a map catalog whereby a user can select the items to be shown on the map. Existing servers do not have the capacity to contain this data. Users, by using Arc Info, which is ready for distribution, will then be able to use the GIS layers and provide maps from their personal computers. The Information Services section concurs with this purchase. ATTACHED SUPPORTING DOCUMENTS: None. FISCAL IMPACT: Capital Improvement Program: $242,800 Amount Requested: $ 6,500 Account Number: 001 - 400 - 2505 -8108 Project Phase: Purchase Appropriation Required: No ORIGINATED BY:� — DATE: February 24, 2003 Andres Santarnaria, Director of Public Works 20030304 - Purchase Computer Server for GIS 8 033 EL SEGUNDO CITY COUNCIL MEETING DATE: March 4, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding acceptance of the contract for replacement of an 8" water line on Pine Avenue, between the alley east of Richmond Street and Penn Street - Approved Capital Improvement Program — Project No. PW 02 -06 - (estimated cost = $244,300). RECOMMENDED COUNCIL ACTION: Recommendation — (1) Approve Change Order No. 1 in the amount of $45,100; (2) Accept the work as complete; (3) Authorize the City Clerk to file the Engineer's Notice of Completion; (4) Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: (Background & Discussion begins on the next page..........) ATTACHED SUPPORTING DOCUMENTS: Notice of Completion. FISCAL IMPACT: Capital Improvement Program: $600,000 Amount Requested: $244,300 Account Number: 502 - 400 - 7103 -8207 Project Phase: Acceptance of project Appropriation Required: No ORIGINATED BY: t DATE: February 24, 2003 Andres Santamaria, Director of Public Works REVIEWED BY: 11 f,%,, DATE: o/ /.O-r Mary Strenn, C M ity ger 39 20030304 - Acceptance of Contract for Replacement of 8" Water Line on Pine Avenue — PW 02 -06 r'} BACKGROUND & DISCUSSION: On August 6, 2'002, the City Council awarded a contract to Robert G. Castongia, Inc., for the replacement of an 8" water line on Pine Avenue, between the alley east of Richmond Street and Penn Street, in the amount of $199,227. Additional work was authorized to avoid interference of the proposed water line with unknown underground utilities, such as concrete telephone vaults. This resulted in installation of an additional 10" & 12" tees, valves, cold mill, capping and surface paving. The additional cost associated for the above work is $45,100. The work has now been completed to the satisfaction of staff. Staff recommends acceptance of this project. 20030304 - Acceptance of Contract for Replacement of 8" Water Line on Pine Avenue — PW 02 -06 03"1") 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 : Replacement of 8" water line on Pine Avenue, between the alley east of Richmond and Penn Streets Project No.: PW 02 -06 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 street right -of -way 5. A work of improvement on the property hereinafter described was field reviewed by the City Engineer on December 30, 2002. The work done was: Replacement of water line 6. On March 4, 2003, 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: Robert G. Castongia, Inc. 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 utilities 9. The street address of said property is: Pine Avenue, between alley east of Richmond and Penn Streets Dated: Bellur K. Devaraj City Engineer VERIFICATION I, the undersigned, say: I am the City Engineer of the City El Segundo, the declarant of the foregoing Notice of Completion; I have read said Notice of Completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury the foregoing is true and correct. Executed on , 2002 at El Segundo, California. Bellur K. Devaraj City Engineer)+ SPEC IFI CATION S - PROJECTS \F'W 02 -06 (02- 20 -03) EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION: MEETING DATE: March 4, 2003 AGENDA HEADING: Consent Agenda Consideration and possible action for adoption of plans and specifications for Nash Street/ Park Place street lighting conduit installation - Approved Capital Improvement Program - Project No. PW 03 -10 - (estimated cost = $35,000). RECOMMENDED COUNCIL ACTION: Recommendation — (1) Adopt plans and specifications; (2) Authorize staff to advertise the project for receipt of construction bids; (3) Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: Background begins on the next page .................. ATTACHED SUPPORTING DOCUMENTS: Location map. FISCAL IMPACT: Capital Improvement Program: $40,000 Amount Requested: $35,000 Account Number: 106 - 400 - 8203 -8605 Project Phase: Adoption of plans and specifications Appropriation Required: No ORIGINATED BY: 40, Andres Santamaria, Director of Public Works 4% DATE: February 24, 2003 20030304 - ADOPTION OF PLANS AND SPECS FOR NASH STREET - PARK PLACE STREET LIGHTING CONDUITS - PW 3 -1 10 ..1 t BACKGROUND & DISCUSSION: The Police Department has recommended installation of three (3) street lights at the Nash Street / Park Place intersection to provide better lighting in the area. There is considerable public presence at night in this intersection from area businesses and in particular from the Pacific Theaters. Staff has discussed this matter with Southern California Edison Company, which has agreed to install the lights if the City installs the underground electrical conduits. Staff recommends soliciting bids from qualified electrical contractors to install the electrical conduits. 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Z ~ 2 2 a Z 03111 V to Z Q w IB13S S laodulr OAla ° cc Q C ¢ m = F- Q a 2 w r ,Nil S£1 f! m_ m_\ Z Lo r I �I n I 10 ii I Q N 1S aNr10N1 )R91H S£1 i V03A d3S Q 2 w w to z '17 A lYVO L� y cn O J IL N O I ©Y3 ;7❑ o a�� } a 3 ld � ao �F ® , ®� j_z IA YNOI � =J a jl w A3ll1M 4 V Q L d Y J ? q 3C w 2 O a >N W F � ] q Z, Z 1S iI 1 3b lIN =Y n 1 WZ y53 rno is Ya3nA -� 4AOpunOo A113 f>toM N SOS Otil. rn I' q OF I (� rF: � u L�..1 N 1s ONVONVIS e J lS NI ►N r h� Vvl W r N eIS ONONH31Y �eIs OY07N0a '15 YINISYIA i s '15 SNI11HA1 x ¢ 1S V1SIA VNOI �� O � m Q 1S 1S3Y711fH t (� a 'A PP \ (n ..-. w v a o I c Q I � Z d U LU uj _ 0 d V V N 031 w — M M M M N N '3AV H H x 1 15 S SION1111 C = 3AW 3 1113 u- NOISNIHSVAI = C'3A* i 3NId Q'1S S Sr SNV71 _ _ ` 1 inNlvNk ly ' '15 Y YINYOdIIYO C C E TV l 1S V m VOVA3N r r i�'3AV 3 �AV l 31d10vd } 2 7.5 1 1131N30 > > u l3Ynr1 'V0 m molwomn9 Z Z L ® 1 15 O ONr1AYrN W W u ul 1 a 15 V V11N01 u ui I I� aY A3Nanold ® ®� a a r rafr3ls z z ® 1 15 N NN3d s s l laN 3 314ONVIG o ® i is N N0013N$ U — 031 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION: MEETING DATE: March 4, 2003 AGENDA HEADING: Consent Agenda Consideration and possible action for approval of a Contract Amendment No. 1 to West Coast Arborists, Inc., for the City -wide street tree pruning and replacement program - (Fiscal Impact = $26,600). RECOMMENDED COUNCIL ACTION: Recommendation — (1) Approve Contract Amendment No. 1; (2) Authorize the City Manager to sign the amendment; (3) Alternatively discuss and take other action related to this item. BACKGROUND 2 DISCUSSION: The City Council extended West Coast Arborists, Inc., contract for one (1) year in October, 2002. $100,000 was budgeted in the fiscal year for street tree pruning (including removal of trees) and tree replacements. In January, 2003, West Coast Arborists, Inc., removed the trees located in the Downtown Specific Plan Project area. This Contract Amendment will increase West Coast Arborists, Inc., contract an additional $26,600 to pay for the work performed on Main Street and on Grand Avenue. ATTACHED SUPPORTING DOCUMENTS: Contract Amendment No. 1. FISCAL IMPACT: Capital Improvement Program: $3,709,000 Amount Requested: $ 26,600 Account Number: 301 - 400 - 8201 -8347 Project Phase: Approve Contract Amendment No. 1 Appropriation Required: No ORIGINATED BY: DATE: February 24, 2003 Andres Santamaria, Director of Public Works REVIEWED BY: DATE: Mary Strenn, City Manages 20030304 - Contract Amendment No. 1 t _ o West Coast Arborists, Inc. Street Tree Replacement Prop�a CITY OF EL SEGUNDO CONTRACT AMENDMENT NO. 1 Public Works Department, Engineering Division, 350 Main Street, El Segundo, CA 90245 TELEPHONE: 310- 524 -2300 FACSIMILE: 310- 640 -0489 DATE: March 4, 2003 NAME OF COMPANY: West Coast Arborists, Inc. PROJECT: Downtown Specific Plan Project CHANGE ORDER NO.: One (1) PSA NO.: You are hereby instructed, subject to the provisions of the above named contract, to make the following amendments thereto: ITEM DELETE ACID DESCRIPTION UNIT PRICE CREDIT ADD 1 X Removal of trees $13.50 /inch 1970 inches Time Extension: 0 (Calendar Days) West Coast Arborists, Inc. Contractor Name ACCEPTED: Name and Title $26,595.00 NET: + $26,595.00 APPROVED BY CITY COUNCIL ON: Date ACCEPTED: City Manager DATE: DATE: EL SEGUNDO CITY COUNCIL MEETING DATE: March 4, 2003 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding approval of a resolution of the City Council of the City of El Segundo authorizing the City Managerto bid and award contracts forthe equipment, supplies and services for the FY 2002/2003 Equipment Replacement Fund, which had previously been approved in the 2002 -2003 Council budget - (Fiscal Impact = $810,900). RECOMMENDED COUNCIL ACTION: Recommendation -- (1) Adoption of resolution; (2) Authorize the Mayor to sign the resolution; (3) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION: As in past years, the Equipment Maintenance Division conducted vehicle and equipment assessments with staff from the Police, Fire, Recreation and Park and Public Works Departments. The goal was to optimize the usage of the existing fleet, taking into account the need for the vehicles, age, mileage and repair record. It is proposed that the City purchase eighteen (18) vehicles and two (2) pieces of equipment. (Background & discussion continued on the next page...) ATTACHED SUPPORTING DOCUMENTS: 1. Resolution. 2. Exhibit "A" — Equipment Replacement Schedule. FISCAL IMPACT: Operating Budget: Amount Requested: Account Number: Project Phase: Appropriation Required: Equipment Replacement Funds $810,882 601 - 400 - 7102 -8105 ($28,000) 601 - 400 - 4202 -8105 ($144,262) 601 - 400 - 5102 -8105 ($28,000) Annual No 601 - 400 -4301 -8105 ($179,620) 601 - 400 - 3101 -8105 ($431,000) ORIGINATED BY: /►� DATE: February 24, 2003 Andres Santamaria, Director of Public Works REVIEWED BY: DATE: Mary Strenn, City Man er 20030304 — Resolution Authorizing City Manager g y a ager to Award Contracts for Equipment, Supplies and Services i1 4 �} BACKGROUND & DISCUSSION: (continued) The Police Department has requested that all public safety vehicles be ordered at one time to maintain uniformity of equipment. The purchased vehicles are basic and have to have special components installed such as special lighting systems, sirens, cages, firearm mountings, etc. Bidders will be invited to submit bids to perform this work. The adoption of this specific and time - limited resolution will assist to streamline the purchasing process of the listed items. The funds are approved and available in the 2002/2003 Equipment Replacement Fund. The total cost of the project is $810,882. 20030304 — Resolution Authorizing City Manager to Award Contracts for Equipment, Supplies and Service RESOLUTION NO. A RESOLUTION WAIVING BIDDING REQUIREMENTS IN THE ESMC AND AUTHORIZING THE CITY MANAGER TO BID, AWARD, AND EXECUTE CONTRACTS FOR SPECIFIC EQUIPMENT AND MAINTENANCE. BE IT RESOLVED by the Council of the city of El Segundo as follows: SECTION 1: The City Manager, or designee, is authorized to bid and award contracts for the equipment, supplies, and services listed in the attached Exhibit "A" which is incorporated by reference. SECTION 2: Pursuant to El Segundo Municipal Code ( "ESMC ") § 1- 5A -7(I), the City Manager is authorized to execute all contracts awarded pursuant to this Resolution without further City Council approval. SECTION 3: The City Manager, or designee, may take all reasonable measures to obtain competitive prices for the equipment, supplies, and services in Exhibit "A." While the procedures set forth in ESMC §§ 1 -7 -6 to 1 -7 -9 should generally be followed, failure to follow those; procedures will not render transactions authorized by this Resolution void. The City Manager may, but is not required to, seek additional City Council approval for transactions made pursuant to -this Resolution. SECTION 4: Pursuant to ESMC § 1 -7 -10, the City Council waives the bidding requirements listed in the ESMC in favor of those listed above for the items specified in Exhibit A. SECTION 5: The authorizations granted by this Resolution will expire after all transactions in Exhibit A are complete, on December 31, 2003, or upon termination by City Council action. SECTION 6: 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. Resolutions \Waiving. Bidding Requirements for Specific Equipment and Maintenance (02- 21 -03) ()L11 /� / r S . -� 3 SECTION 7: This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded. PASSED AND ADOPTED this day of , 2003. 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 , 2003, and the same was so passed and adopted by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Cindy Mortesen, City Clerk APPROVED A Mark D. He9A ey tto By: Karl H. Berger Assistant Cit torney Resolutions \Waiving Bidding Vequ ments for Specific Equipment and Maintenance (02- 21 -03) n 4 ti Exhibit "A" EQUIPMENT REPLACEMENT SCHEDULE Unit Original Current Number Model/Year Replace Mile. Recommendation Date 2317 1987' WWD 2002/03 6500 Replace 1987Cleanout Machine with new unit that will Cleanout Hrs perform clean outs, vacuum and TV sewer lines. The funds to Machine replace unit 2317 will come from units 2306 & 2305; combine all three units to replace unit 2317; sell units 2317, 2306 & 2305 at auction Cost: $179,620). (2305) 1978 WWD 1998/99 Replace unit 2305 with new unit that will perform clean outs, Roding vacuum and TV sewer lines. Machine (2306) 1997 WWD 2002/03 Backup unit to 2317; replace unit 2306 with new unit that will Vacuum perform clean outs, vacuum and TV sewer lines. 2502 1991 WD 2000101 60,000 Replace 1991 Pickup with new in -kind unit; transfer unit to Pickup Parks and Rec to replace unit 6414 (1987 Chevrolet with 127,000 miles); sell unit 6414 at auction Cost: $28,000). 2603 1988 ST 2001/02 84,000 Replace 1988 Pickup with new in -kind unit; sell existing unit Pickup at auction Cost: $2,tt0 . 2628 1985 ST 1989/99 7,000 Replace 1985 John Deere front Loader with new in -kind unit; Loader Hrs existing unit to be sold at auction (Cost: $115,262). Front Loader 4131, 4132 2000 PD 2002/03 NA Replace with new cars equipped with a Police Patrol 4133, Patrol Cars package. Five (5) units will then be transferred to various 4134, (11) departments to replace the following units: PD -4321, PD- 4135, 1997 PD K- 4322, FD -3358, FD -3359, EG -2803; the remaining eight (8) 4136, 9 Units (2) units will be sold at auction. (Cost: 11 Patrol Cars @ $29,000; 4137, 2 K -9 units @ $32,000; Total cost = $383,000). 4138, 4139, 4140, 4141, 4142, 4143 4306 1993 PD 2002/03 53,000 Replace 1993 Sedan with new in -kind or used vehicle Ford Taurus purchased at a resale car dealership; unit 4306 to be transferred to replace unit 2809 (1989 Ford Taurus); unit 2809 to be sold at auction Cost: $24,000). 4311 1993 PD 2001 /02 56,000 Replace this 1993 Sedan unit with a new in -kind or used Ford Taurus vehicle purchased at a resale car dealership Unit 4311 to be sold at auction Cost: $24,000 6580 1982 P &R 2001/02 77,000 Replace 1982 pick -up with new full size pickup; sell existing Pickup unit at auction Cost: $28,000 PD = Police Dept.; FD = Fire Dept.; WD = Water Dept.; WWD = Waste Water Dept; ST= Street Division; P &R =Park and Recreation Department; EG= Engineering Resolutions\Waiving Bidding Requirements for Specific Equipment and Maintenance (02- 21 -03)