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2004 MAR 03 CC PACKET
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 WEDNESDAY, MARCH 3, 2004 - 5:00 P.M. Next Resolution # 4368 Next Ordinance # 1375 5:00 P.M. SESSION - Continued to 7.00 p.m. CALL TO ORDER ROLL CALL CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, including the gown 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 matters covered under Government Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators, as follows: 001 CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(a)) — None CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956.9(b): -o- 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) — None CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8) — None SPECIAL MATTERS —None 002 z 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 2:01) 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 lenqth. In compliance with the Americans With Disabilities Act, it 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 WEDNESDAY, MARCH 3, 2004 — 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER INVOCATION — Reverend John Svendsen of First Baptist Church PLEDGE OF ALLEGIANCE — Councilmember Kelly McDowell Next Resolution # 4368 Next Ordinance # 1375 003 PRESENTATIONS - (a) Proclamation recognizing both trees and the young people of our community for the important roles they play in improving our hometown quality of life and proclaiming March 7, 2004 as California Arbor Day. 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 Recommendation - Approval. B. SPECIAL ORDERS OF BUSINESS C. UNFINISHED BUSINESS D. REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS E. CONSENT AGENDA All items listed are to be adopted by one motion without discussion and passed unanimously. If a call for discussion of an item is made, the item(s) will be considered individually under the next heading of business. Warrant Numbers 2539009 to 2539281 on Register No. 10 in the total amount of $769,450.38 and Wire Transfers from 02/0612004 through 02/1912004 in the total amount of $1,096,277.54. 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. 4 004 2. City Council Meeting Minutes of February 17, 2004 Recommendation — Approval. Consideration and possible action regarding an amendment to the current lease agreement between the City of El Segundo and AT &T Wireless to allow the installation of a twenty -four square foot cement pad and an additional instrument panel for the operation of wireless communications equipment within the city facility located at 400 Lomita Street. Recommendation — (1) Authorize the City Manager to execute the amendment to the current lease agreement between the City and AT &T Wireless; (2) Alternatively, discuss and take other action related to this item. 4. Consideration and possible action regarding acceptance for the roof structure for storage bins at the Maintenance Facility — Approved Capital Improvement Program — Project No. PW 01 -21. (Final Contract Amount $205,897.78) 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. 5. Consideration and possible action regarding an amendment to the current contract with Coastal Cleaning Service for an annual cost not to exceed $35,000. Recommendation — (1) Approve Sixth Amendment to Coastal Cleaning Service Contract to include janitorial services and carpet cleaning at the City Hall, Police and Fire Departments; (2) Alternatively, discuss and take other action related to this item. 6. Consideration and possible action for adoption of plans and specifications for installation of a chlorination system for the Urho Saari Swim Stadium — Project No. PW 03 -14 — Approved Facilities Maintenance Program. (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. 005 7. Consideration and possible action to approve the reimbursement agreement with ExxonMobil Oil Corporation for relocation of its oil pipeline for the Douglas Street Gap Closure Project — Approved Capital Improvement Program. (Estimated Cost $785,300) Recommendation — (1) Approve the reimbursement agreement; (2) Authorize the City Manager to execute the agreement on behalf of the City; (3) Alternatively, discuss and take other action related to this item. 8. Consideration and possible action for amending a contract with AKM Consulting Engineers to prepare a Water Master Plan. Recommendation — (1) Authorize the City Manager to execute an amendment with AKM's contract to amend the scope of work and prepare a Water Master Plan for an amount not to exceed $58,780; (2) Alternatively, discuss and take other action related to this item. 9. Consideration and possible action regarding award of contract to Pursuit Technology, Inc., for the conversion of twelve (12) Police vehicles — Approved Equipment Replacement Fund — RFP 03 -11. (Fiscal Impact $35,173.98) Recommendation — (1) Award contract to lowest responsible bidder, Pursuit Technology, Inc., in the amount of $35,173.98; (2) Authorize the City Manager to execute the contract on behalf of the City; (3) Alternatively, discuss and take other action related to this item. 10. Consideration and possible action to waive, pursuant to El Segundo Municipal Code Sec. 1 -7 -10, the formal bidding process on the purchase of replacement mobile radio headsets and controllers; and to waive the RFP process for installation services of these headsets /controllers, replacement VHF radios, and modifications to the existing UHF radio installation. The purpose of this single source request is to assure reliability and efficient interoperability between the two radio formats (UHF and VHF) used in daily operations. (Fiscal Impact $38,300) Recommendation — (1) Approve the purchase of Sigtronics headsets and controllers from Quala -Tel Enterprises; (2) Approve the purchase of installation services from Haas Auto Stereo; (3) Pursuant to El Segundo Municipal Code Sec. 1 -7 -10, waive the respective RFP and bidding processes based on the need for sole source to meet all project requirements; (4) Alternatively, discuss and take other action related to this item. 6 OU6 11. Consideration and possible action regarding the request of the El Segundo Police Officers Association for their Annual Car Show. (Fiscal Impact $300). Recommendation — (1) Approve Special Event Permit application for El Segundo Police Officers Association annual Car Show, August 28, 2004. The event will be on Main Street from El Segundo Boulevard to Mariposa Avenue; (2) Waive the $300 fee for the Show Wagon; (3) Alternatively, discuss and take other action related to this item. 12. Consideration and possible action regarding a one -year extension for West Coast Arborist tree services. (Fiscal Impact $31,000) Recommendation — (1) Approve Contract extension for one more year, at the same rates as last year; (2) Alternatively, discuss and take other action related to this item. CALL ITEMS FROM CONSENT AGENDA F. NEW BUSINESS G. REPORTS — CITY MANAGER — NONE H. REPORTS — CITY ATTORNEY — NONE I. REPORTS —CITY CLERK — NONE J. REPORTS — CITY TREASURER — NONE K. REPORTS — CITY COUNCIL MEMBERS Council Member McDowell — Council Member Gaines — Council Member Wernick — 13. Consideration and possible action to support a letter to the Los Angeles Area Advisory Committee (LAXAAC) stating the City's opposition to the proposed relocation of the southern runway at Los Angeles International Airport (LAX) 50 feet closer to El Segundo. Recommendation — (1) Approve attached letter to LAXAAC; (2) Alternatively, discuss and take other action related to this item. 007 Mayor Pro Tern Jacobs — Mayor Gordon — 14. Consideration and possible action related to a progress report on the Automatic External Defibrillator (AED) Project implemented through the Fire Department in early 2002. Recommendation — (1) Receive the attached AED progress report from the Fire Department; (2) Alternatively, discuss and take other action related to this item. 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 $250. While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda. The Council will respond to comments after Public Communications is closed. MEMORIALS — CLOSED SESSION The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et sue.) for the purposes of conferring with the City's Real Property Negotiator; and /or conferring with the City Attorney on potential and /or existing litigation; and /or discussing matters covered under Government Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators. REPORT OF ACTION TAKEN IN CLOSED SESSION (if required) ADJOURNMENT POSTED: DATE: O� TIME: �` fit' NAME: Ou8 N K � O K e ; W Z O W a a �f 0 LL Z y n1- O LLr 4 uQ sa__ J W O a a u Fo,a o F a W W W WO yN F O D O 0 2 O > > > 2 on 1, w o r O� �m;nQ gg� OR 3 S ri m J N N n H 0 vim ai 'u q nn m$a U O c � o c z DO w z LL E � nN�n SO�Uu T a¢ m o n n O Z8U 002 JgLLm S!F ry' V"Ul'J�p m a m 6 m �f ?O��YFC f JP0 U W rLLY O G wlYa ��" i Him, m fLLm�� po Ci <�Q�m Yom- w �z om�Sn �nw S �`2 8 iii m m In z U' N N " z z a Z C� U — o m m y� a zLL �nru mE m o ?Wra�wrc ter- I m F E LL w rc >Z Z z a rc i w w w J3 a I E- .0 m m§ vl mi l- iil f' t2U�g mF � Nw N ¢ @ _ O w gom¢��mpQ3` y�j�nFm w�: o fi 4'§ w k' �s nnOww a�� w a �mz nm E FF ryyyV1 O¢rcm01>Qp ACA yqyq Q mgmg xx C y N Q U 6 n a 2 2 1- U¢ N m ow 90 � c���m .8 �g� m m gJ C0 T QC C Wm mb '„ dN N C ZL Ern �p ? .gLL.1O EU m p U N b' o� mmii 2 a � VLL 5 `o p O 8 a w L w ii 1 N S O a 0 LL ii LL 11 ¢ ■ Q m 2 0 O 009 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, FEBRUARY 17, 2004 — 5:00 P.M. 5:00 P.M. SESSION — Mayor Gordon at 5:00 p.m. CALL TO ORDER ROLL CALL Mayor Gordon Mayor ProTem Jacobs Council Member Gaines Council Member McDowell Council Member Wernick CLOSED SESSION: Present Present — arrived at 5:05 p.m. Present — arrived at 5:05 p.m. Present Present 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)) — 2 matters Bressi v. City of El Segundo, LASC No. BC288292 Bressi v. City of El Segundo, LASC No. 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): -1- matter 1. LAX DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957) — None CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6) — None CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8) - None SPECIAL MATTERS — None Council moved into open session at 6:59 P.M. 2 MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 17, 2004 PAGE NO. 1 011 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, FEBRUARY 17, 2004 — 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER — Mayor Gordon at 7:00 p.m. INVOCATION — Pastor Rob McKenna of El Segundo Foursquare Church PLEDGE OF ALLEGIANCE — Council Member Nancy Wernick PRESENTATIONS — (a) Council Member McDowell presented Commendations to the recipients of the 2003 Waste Reduction Awards Program (WRAP): Chevron, El Segundo Refinery, Northrop- Grumman Integrated Systems Sector and Raytheon Company, Space & Airborne Systems. (b) Mayor Pro Tern Jacobs presented a Proclamation to Mayor Carlos Ernesto Zatarain Gonzales of Sister City Guaymas, Sonora, Mexico reaffirming El Segundo's 42 -year commitment to foster the ideals of the Sister City Program. (c) Mayor Gordon presented a Proclamation recognizing the 20`h Anniversary of the El Segundo Educational Foundation and proclaiming February 2004 as El Segundo Educational Foundation Month. 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. Peggy Tyrell, resident, stated she was opposed to the Community Center Project. Kitty Crowley, resident, stated she was opposed to the Community Center Project. Juli Potter, resident, spoke against agenda item 4, Mattel Project, the Heritage Stone replacement, and agenda item 5, the Community Center Project. MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 17, 2004 PAGE NO. 2 012 Jim Boulgarides, resident, spoke in favor of rebidding the Community Center Project. 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. 510 B. SPECIAL ORDERS OF BUSINESS - NONE C. UNFINISHED BUSINESS - NONE D. REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS - NONE 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 2538749 to 2539008 on Register No. 9 in the total amount of $1,033,933.56 and Wire Transfers from 1/24/2004 through 2/5/2004 in the total amount of $386,841.15. Ratified: Payroll and Employee Benefit checks; checks released early due to contracts of agreement; emergency disbursements and /or adjustments; and wire transfers. 2. Approved City Council Meeting Minutes of February 3, 2004. 3. PULLED FOR DISCUSSION BY MAYOR GORDON. 4. PULLED FOR DISCUSSION BY COUNCIL MEMBER WERNICK. 5. PULLED FOR DISCUSSION BY MAYOR GORDON. 6. Approved the Construction and Maintenance Agreement No. 3301 between the City of El Segundo, Burlington Northern and Santa Fe Railway Company (BNSF) and the Los Angeles County Metropolitan Transportation Authority (MTA) for the Douglas Street Gap Closure Project — Approved Capital Improvement Program. (Estimated Cost $1,634,130) Authorized the City Manager to execute the agreement on behalf of the City. 7. Approved pipeline Easement No. 3302 to the Los Angeles County Metropolitan Transportation Authority (MTA) for the Green Line Station's fire protection service in conjunction with the Douglas Street Gap Closure Project — Approved Capital Improvement Program. (No fiscal impact) Authorized the City Manager to execute the easement grant on behalf of the City. MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 17, 2004 PAGE NO. 3 013 8. Authorized the City Manager to execute a Memorandum of Agreement No. 3303 with the City of Los Angeles to perform a bacteria TMDL Implementation Plan Study. Reclassify $35,000 from Contractual Services within the Wastewater Division to the Storm Drain Division. (No Fiscal Impact) 9. Adopted plans and specifications for core drill for installation of Heritage Stones — Approved Capital Improvement Program — Project No. PW 04 -03. (Estimated Cost $43,000) Authorized staff to advertise the project for receipt of bids. 10. Adopted plans and specifications for the City Library Interior Meeting Rooms and Modifications — PW 03 -09 — Approved Capital Improvement Program. (Estimated Cost $321,000) Allocated $78,200 from Library Developer Fees and $68,950 from Library State Funds. Authorized staff to advertise the project for receipt of construction bids. 11. PULLED FOR DISCUSSION BY MAYOR GORDON. 12. Authorized the preparation of a HGMP grant application under Presidential Disaster Declaration DR -1498. Authorized the City Manager and /or City Manager's designees to sign and submit the Hazard Mitigation Plan grant application, any assurances or certifications to the Governor's Office of Emergency Services. 13. Waived fees for city services needed for securing the El Segundo Little League and Girls Softball Opening Day parade. (Fiscal Impact $900.00) MOVED by Mayor Pro Tem Jacobs, SECONDED by Council Member Gaines to approve Consent Agenda Numbers 1, 2, 6, 7, 8, 9, 10, 12 and 13. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0. MAYOR PRO TEM JACOBS NOT PARTICIPATING IN CONSENT AGENDA ITEM NO. 9 DUE TO HER BUSINESS INTEREST ON MAIN STREET. CALL ITEMS FROM CONSENT AGENDA 3. Consideration and possible action regarding the presentation of FY 2003 -2004 First Quarter Financial Review. Bret Plumlee, Director of Administrative Services, gave a report. Council consensus to receive and file the FY 2003 -2004 First Quarter Financial Review. 5. Consideration and possible action to reject all bids and authorize readvertisement of bid specifications for the Community Center Project. (Estimated Cost $6 million) Mary Strenn, City Manager, gave a report. MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 17, 2004 PAGE NO. 4 014 F MOVED by Council Member Gaines, SECONDED by Council Member McDowell to reject all bids and authorize staff to make modifications to the construction documents and readvertise the project for receipt of construction bids. MOTION PASSED BY THE FOLLOWING VOICE VOTE: AYES: MAYOR GORDON, MAYOR PRO TEM JACOBS, COUNCIL MEMBERS GAINES AND MCDOWELL; NOES: COUNCIL MEMBER WERNICK; ABSENT: NONE; NOT PARTICIPATING: NONE. 4/1 11. Consideration and possible action regarding the submission of a grant application to the to the Governor's Office of Emergency Services (OES) under the Hazard Mitigation Program to support construction of a new Fire Station #2 facility. Fiscal Inpact $683,059.00 MOVED by Council Member Gaines, SECONDED by Council Member McDowell to adopt Resolution No. 4367 identifying agents authorized to represent the City of El Segundo in the HGMP grant application, assurances, certifications, and agreements. Authorized the preparation of a HGMP grant application under Presidential Disaster Declaration DR -1498. Authorized the City Manager and /or City Manager's designees to sign and submit the HGMP grant application, any assurances or certifications to the Governor's Office of Emergency Services. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 Mayor Gordon left the dais due to a potential conflict on Item No. 4 regarding his business location. 4. Consideration and possible action regarding adoption of an Ordinance to renew, extend, and amend a Development Agreement between the City and Mattel, Inc. to permit the construction of a 300,000 square foot research and development building at 455 Continental Boulevard and a 174,240 square foot research and development/office building at 1955 East Grand Avenue and to adopt a Zone Text Amendment to allow the proposed building at 455 Continental Boulevard to exceed the density limitations in the Corporate Office (CO Zone). Mark Hensley, City Attorney, gave a report. MOVED by Council Member McDowell, SECONDED by Council Member Gaines to adopt Ordinance 1373 to renew, extend, and amend a Development Agreement between the City and Mattel, Inc. to permit the construction of a 300,000 square foot research and development building at 455 Continental Boulevard and a 174,240 square foot research and development/office building at 1955 East Grand Avenue and to adopt a Zone Text Amendment to allow the proposed building at 455 Continental Boulevard to exceed the density limitations in the Corporate Office (CO Zone). MOTION PASSED BY THE FOLLOWING VOTE: AYES: MAYOR PRO TEM JACOBS, COUNCIL MEMBERS GAINES AND MCDOWELL; NOES: COUNCIL MEMBER WERNICK; NOT PARTICIPATING: MAYOR GORDON DUE TO HIS BUSINESS LOCATION. 3/1/1 Mayor Gordon returned to the dais. NEW BUSINESS - NONE MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 17, 2004 PAGE NO. 5 015 G. REPORTS — CITY MANAGER — NONE H. REPORTS — CITY ATTORNEY — NONE REPORTS — DEPUTY CITY CLERK — Noted that the next regular City Council Meeting would be held on Wednesday, March 3, 2004 as the State Primary Election would be on Tuesday. J. REPORTS — CITY TREASURER — NONE K. REPORTS — CITY COUNCIL MEMBERS Council Member McDowell — Council Member Gaines — 14. Consideration and possible action to authorize a member of staff to attend the 2004 University of California Airport Noise and Air Quality Symposium from March 1 through March 4, 2004. (Fiscal Impact $1,700.00) MOVED by Council Member Gaines, SECONDED by Council Member McDowell to authorize one staff member to attend the 2004 Airport Noise and Air Quality Symposium. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 Council Member Wernick — Reported on recent Hyperion problem that caused the recent increase in mosquitoes. Also reported on the LAX Advisory Committee. Requested that staff agendize for the March 3rd City Council Meeting, Council position on moving the south runway at LAX closer to El Segundo. Mayor Pro Tern Jacobs — Mayor Gordon — 15. Consideration and possible action regarding Council appointments to develop a Task Force for an Aquatic Master Plan for the City of El Segundo. (No Fiscal Impact) MOVED by Mayor Gordon, SECONDED to Council Member Gaines to appoint two Recreation and Parks Commissioners, Recreation and Parks Director, Aquatic Supervisor, and members of the community: Henry Stuart, Ron Swanson, Barbara Briney, Anne Marie Dagustino, Kelly and Shelly Kemp to a Task Force to work with staff to develop an Aquatic Master Plan for the City of El Segundo. Task Force to begin in March 2004 and present its report back to Council in November 2004. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 17, 2004 PA¢EfV 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. Anne Dagustino, resident, thanked Council for putting together the Aquatic Task Force. Joe Brandin, resident, spoke regarding the Community Center Project. Juli Potter, resident, spoke regarding Agenda Item 9, reinstallation of the Memorial Stones. Also spoke regarding the naming of the new Community Center. MEMORIALS — Robert Wynn, retired city employee, Joe Mann, resident, and Justin Kizirian. CELEBRATIONS — Birth of Nicolas Allen Burns, son of David Burns, the City's Emergency Services Coordinator, his wife Stephanie and big sister Megan. ADJOURNMENT AT 8:25 P.M. Cathy Domann Deputy City Clerk MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 17, 2004 PAGE NO. 7 017 EL SEGUNDO CITY COUNCIL MEETING DATE: March 3, 2004 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding an amendment to the current lease agreement between the City of El Segundo and AT &T Wireless to allow the installation of a twenty -four square foot cement pad and an additional instrument panel for the operation of wireless communications equipment within the city facility located at 400 Lomita Street. RECOMMENDED COUNCIL ACTION: 1) Authorize the City Manager to execute the amendment to the current lease agreement between the City and AT &T Wireless; 2) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: On July 2, 2002, the City Council approved a lease agreement with AT &T Wireless to allowing construction of an 15' x 11" concrete pad, three equipment panel and installation of bolted transmission "paddles" on the City's water tower located at 400 Lomita Street. To date, that equipment has co- existed well with the operations at the water tower and City has received the benefit of $1,400 /mo. lease fee and improved cellular reception in return for AT &T's access of the property. (Please see attached page marked "Background and Discussion ") ATTACHED SUPPORTING DOCUMENTS: First amendment to the Lease Agreement with AT &T Wireless. FISCAL IMPACT: None Operating Budget: Amount Requested: Account Number: Project Phase: Appropriation Required: _Yes _ No Z /zs r 3 018 Background and Discussion (con't): Attached is an amendment to the agreement that would allow AT &T Wireless to build an additional twenty -four square -foot (approximately 6'x 4') concrete pad and additional cabinets and antennas in an area adjacent to the existing pad. In return, AT &T Wireless would compensate the City an additional $200.00 per month. All other terms and conditions of the agreement would remain the same. The Interim Public Works Director has reviewed the work and determined that it would not have a deleterious impact on City operations. 019 Cell Site No. LSANCA0086 Market: FSA 6 / LA Address: 400 Lomita Street, El Segundo, CA 90245 FIRST AMENDMENT TO LEASE AGREEMENT This First Amendment To Lease Agreement ( "Amendment ") dated as of the dates below, is by and between City of El Segundo, with an office at 115 Illinois St., El Segundo, CA 90245 (hereinafter referred to as "Landlord ") and AB Cellular LA, LLC, a Delaware limited liability company, d/b /a AT &T Wireless, having an office at 2729 Prospect Park Drive, Ranch Cordova, CA 95670 (hereinafter referred to as "Tenant'). WHEREAS, Landlord and Tenant entered into a Lease Agreement dated August 1, 2002, whereby Landlord leased to Tenant certain Premises, therein described, that are a portion of the Property located at 400 Lomita Street, El Segundo, CA 90245 ( "Lease "); and WHEREAS, Landlord and Tenant desire to amend the Lease to modify the notice address; and WHEREAS, Landlord and Tenant desire to amend the Lease to increase the size of the Premises; and WHEREAS, Landlord and Tenant desire to amend the Lease to permit Tenant to comply with new federal laws regarding the provision of enhanced Emergency 911 Services from mobile phones by allowing the installation of additional antennas and associated cables and equipment; and WHEREAS, Landlord and Tenant desire to adjust the rent in conjunction with the modifications to the Lease contained herein; and WHEREAS, Landlord and Tenant, in their mutual interest, wish to amend the Lease as set forth below accordingly. NOW THEREFORE, in consideration of the foregoing and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, Landlord and Tenant agree as follows: 1. Notices. Section 18 of the Lease is hereby amended as follows: NOTICES. All notices, requests, demands and communications hereunder will be given by first class certified or registered mail, return receipt requested, or by a nationally recognized overnight courier, postage prepaid, to be effective when properly sent and received, refused or returned undelivered. Notice will be addressed to the parties as follows. As to Tenant, AT &T Wireless Services, Inc., Attn: Wireless Asset Management, P.O. Box 2088, Rancho Cordova, CA 95741 -2088, Re: Cell Site # LSANCA0086, with a copy to AT &T Wireless, Attn.: Legal Department; Re: Cell Site #LSANCA0086; at 8645 154`x' Ave., N.E., Redmond, WA 98052, and as to Landlord, 115 Illinois St., El Segundo, CA 90245. Either party hereto may change the place for the giving of notice to it by thirty (30) days prior written notice to the other as provided herein. 2. Premises. Landlord agrees to increase the size of the Premises by approximately twenty-four (24) square feet to accommodate additional cabinets and additional antennas. Upon the execution of this amendment, Landlord leases to Tenant the Premises as more completely described on attached Exhibit B -1. Landlord's execution of this amendment will signify Landlord's approval of Exhibit B -1. Exhibit B -1 hereby supplements Exhibit B to the Lease. 3. Emergency 911 Service. Landlord agrees that Tenant will be permitted to install Emergency 911 Service antennas and associated cables and equipment in the location set forth in the attached Exhibit B -1. 4. Rent. Effective upon commencement of construction of the changes, Rent shall be increased by Two Hundred and no /100 Dollars ($200.00) per month, subject to adjustments as provided in the Lease. 5. Other Terms and Conditions Remain. In the event of any inconsistencies between the Lease and this Amendment, the terms of this Amendment shall control. Except as expressly set forth in this Amendment, the Lease otherwise is unmodified, remains in full force and effect and is incorporated and restated herein as if fully set forth at length. Each reference in the Lease to itself shall be deemed also to refer to this Amendment. 6. Capitalized Terms. All capitalized terms used herein shall have the same meanings as defined in the Lease. IN WITNESS WHEREOF, the parties have caused their properly authorized representatives to execute and seal this Amendment on the dates set forth below. [SIGNATURES FOLLOW ON NEXT PAGE] 021 LANDLORD: City of El Segundo By: Title: Date: Mary Strenn City Manager Approved as to Form: Mark D. Hensley, City Attorney By: Karl H. Berger Title: Assistant City Attorney Date: TENANT: AB Cellular LA, LLC, a Delaware limited liability company, d/b /a AT &T Wireless By LIN Cellular Communications Corporation, a California corporation, Its Member By: Title: Date: 022 EXHIBIT B -1 SEE ATTACHED LEASE EXHIBITS. 023 p4r•.cr. s -o• "M ew, -- rnE «ATE4 ,µi.(MP0.p'L w• nE) �� EU6'riNC TEVA 6hM1E.1L •. (FEW (FEW ;N PoL i ,00s,l wM:4V5raN sEE , /w4 i gbT4G DPOP Ux+IY- POL EAimNC nxrs arr.) - g3TUrG NNKRW1gI10 Tuc.; roxwrer wmN 3'-0' EASEaur. EgSTN4 IESe Ubfifi NEW SIY 2: 44• WI Gi9WEi CN uEW .'%6' U%%"11E14'. Pb EL 3E(MJN00 WATER TANK 817E N0. LSAMA008C 4W "TA -RTi Er. LZ sEGU4h.• U 40215 EXHIBIT B -1 DESCRIPTION OF PREMISES fA3LNV WAl'elV Yµ8 (YFNG WANK fNIM 'EWEN IA crm) / Y cIWN uNI 'ENC./ 3 STRI or WND WIRE , mmi o04pVrt /,rr�r ' /g15:NGA PNiu WNENWS(Y PEA um e .; Nz O ,2 -'--WeI PAE, 1 / r, A CEWn Fl . W EXS�. i= I WATEN T A4 A 3 µ P Q , � A✓ a. t a u..I� Go4crsTE �4,�k {y{:A,ED Al CWLE IE p ' " -gISL* m t'0. m b mw P,nl W 40tM!E➢ O4 A VIILIIY —el N ^a ai5 131:! %5NG .•, 60.UA03. 31 PyNEF a NINN 6• -e• 1 EAA: LEN AT &T AT&T WIflF1EB8 6FAVICEB. W(: PAW %P4Aiwallrl! 011I'IM w 3 VOME' 024 Prepared by: SBA Network Services, Inc., 150 Paularino Ave., Suite A -166 Costa Mesa, CA 92614 Return to: AT &T Wireless Services Attn: Wireless Asset Management P.O. Box 2088 Rancho Cordova, CA 95741 -2088 Cell Site No.: LSANCA0086 State: California County: Los Angeles MEMORANDUM OF LEASE This Memorandum of Lease is entered into on this _ day of 200_, by and between City of El Segundo having a mailing address of 115 Illinois St., El Segundo, CA 90245 (hereinafter referred to as "Landlord ") and AB Cellular LA, LLC, a Delaware limited liability company, d/b /a AT &T Wireless, having an office at 2729 Prospect Park Drive, Ranch Cordova, CA 95670 (hereinafter referred to as "Tenant"). 1. Landlord and Tenant entered into a certain Lease Agreement ( "Lease ") on August 1, 2002, as amended by that certain First Amendment to Lease Agreement for the purpose of installing, operating and maintaining a communications facility and other improvements. All of the foregoing are set forth in the Lease. 2. The term of the Lease is for an Initial Tenn of five (5) years commencing on the date that Tenant commences construction and ending on the last day of the month in which the fifth (5th) anniversary of the Commencement Date occurs, with three (3) successive five (5) year options to renew. 3. The portion of the land being leased to Tenant (the "Premises ") is described in Exhibit B -1 annexed hereto. 4. The Lease shall be binding upon and inure to the benefit of the parties and their respective heirs, successors, and assigns, subject to the provisions of the Lease. IN WITNESS WHEREOF, the parties have executed this Memorandum of Lease as of the day and year first above written 025 WITNESSES: "LANDLORD" City of El Segundo Print Name: Print Name: Mary Strenn Its: City Manager Date: Print Name: "TENANT" AB Cellular LA, LLC a Delaware limited liability company d/b /a AT &T Wireless, By: LIN Cellular Communications Corporation a California corporation, Print Name: Its Member Print Name: By: Print Name: Its: Date: LANDLORD ACKNOWLEDGEMENT STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) I CERTIFY that on , 200_, Mary Strenn personally came before me and acknowledged under oath that she: (a) is the City Manager of City of El Segundo, the Landlord named in the attached instrument, (b) was authorized to execute this instrument on behalf of the Landlord and (c) executed the instrument as the act of the Landlord. Notary Public My Commission Expires: [ACKNOWLEDGEMENTS CONTINUE ON FOLLOWING PAGE] 020' TENANT ACKNOWLEDGMENT STATE OF CALIFORNIA COUNTY OF LOS ANGELES CERTIFY that on , 200_, [name of representative] personally came before me and acknowledged under oath that he or she: (a) is the [title] of AB Cellular LA, LLC, a Delaware limited liability company, d/b /a AT &T Wireless, By: LIN Cellular Communications Corporation, a California corporation, Its Member, the corporation named in the attached instrument, (b) was authorized to execute this instrument on behalf of the corporation and (c) executed the instrument as the act of the corporation. Notary Public My Commission Expires: 027 EXHIBIT B -1 DESCRIPTION OF PREMISES p �'�.•, EIISINC xA,GY TNM -' -� X / r . EXIitINL WAIpi fxAN / ! //1 TbMA Lr TTj / E 1. RUN UN XIC[ CQV6Q .0 ..... C.. k IY -C' xiGf CN4}:w UHOEAOAW Eol \ ��i -3 THE"' !'6 INE GWTM: aE CW:N UMI WE) WATER iufR.(NWNJK. Sa' W.SEDWIFT ♦Tarr a/ �� MONO CONCUR URoRsm \ Y � UOs POLL / ,a11. t'r ` / . j "c9 ccRON. o. Orr 1 /cct) sr / i I r A 1r ' ^� i. a �+ /E%IStNO AYFv PANEL N.'EE44' S (x PEA \ f /' .f 1/ SECiCP. b -WpW. 1- MtIPE. TP.. 3 �` ,'ate / V+flEUra CENnmLNQ B oN Av IXI6(iNO OPCP Imew � \ �� r +„+P r J MONO 1W' -D' JiG, WARA CD YAUR. ,Elm ttMMXI wlWx 1 5' -O' LASEJYiNf � � i r a i~ `. f%C'iTN4 NYS fWWNEN'! { }� \ri4• (111 1. V mNCREc PM ' \ \„`✓ / ^jfF r . { X11 i so i I uwsc AN 6IX'/,1ED AT dWOE 1£'E_ _.- ..•... -_ �— +HRH._.. uorlNO AR% 2W POWER EtlSNY. 5{OMLE i wx f _/ I�� 6 1 ar I NWH!ED ON A VflIP.Y PMJ[ \` Ij I NE. 33hI3:kM' N'1iNG 01^' ux:I tl NV ON NEW 4' %9' _ _ \ } i.p'AW. A 80lIARDS. �, IUSE MFA .... FXISTi ....__.,_.._ a NL NO / 21 PO'xEk CORN, � �� i, � •,'I WtTMN S' -O' UIItM EQUIPMENT LAYOUT EL SEGUNDO WATER TANK AT&T NO LSANCA008E Noo IAw A snEC. AAT iM61FEEE9 19ERVICEq YIC. 1 -- EL 5E NW OA 9G3 5 tNeP wwrwAywW a.rz I®°- �'x vi+i ___mwrox a T. 028 EL SEGUNDO CITY COUNCIL MEETING DATE: March 3, 2004 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding acceptance for the roof structure for storage bins at the Maintenance Facility —Approved Capital Improvement Program —Project No. PW 01 -21 — (Final contract amount = $205,897.78). 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 Recorders Office; (3) Alternatively discuss and take other action related to this item. BACKGROUND 8r DISCUSSION: On April 15, 2003, the City Council awarded a contract in the amount of $160,000 to S.H.E. Construction Group, Inc., for the roof structure for storage bins at the Maintenance Facility. On December 16, 2003, the City Council approved Change Order No. 1 in the amount of $45,897.78. The project included the installation of roof structures over the existing construction material bins, which will prevent the construction material from being washed away into the storm drain system. The final contract amount is $205,897.78. ATTACHED SUPPORTING DOCUMENTS: Notice of Completion. FISCAL IMPACT: Capital Improvement Program: $205,897.78 Amount Requested: $205,897.78 Account Numbers: 301 - 400 - 8201 -8510 $130,000.00 405 - 400 - 0000 -6215 $ 75,897.78 Project Phase: Acceptance of work Appropriation RequireV,,7 No O N TT : DATE: February 24, 2004 / �. Davi , Interim Director o lic Works DATE: 03 -03 -4 Acceptance of Roof Structure for Storage Bins at the Maintenance Facility— PW 01 -21 M 029 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: Roof Structure for Storage Bins at the Maintenance Facility Project No.: PW 01 -21 Notice is hereby given pursuant to State of California Civil Code Section 3093 at seq that: Dated 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: City property 5. A work of improvement on the property hereinafter described was field reviewed by the City Engineer on February 4, 2004. The work done was: Metal roof structures 6. On February 17, 2004, 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: S.H.E. Construction Group, 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: City Maintenance Facility 9. The street address of said property is: 150 Illinois Street 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 N.fte efC nnpiebnaWw 01- 21- Rw(swcNre ror Storm Bins at Me Maintenance Fads, (02-0bW 2004 at El Segundo, California. Bellur K. Devaraj, City Engineer 030 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT MEETING DATE: AGENDA HEADING March 3, 2004 Consent Agenda Consideration and possible action regarding an amendment to the current contract with Coastal Cleaning Service for an annual cost not to exceed $35,000. RECOMMENDED COUNCIL ACTION: Recommendation — (1) Approve Sixth Amendment to Coastal Cleaning Service Contract to include janitorial services and carpet cleaning at the City Hall, Police and Fire Departments; and (2) Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: Coastal Cleaning Services has been performing custodial and janitorial services at City Hall, Fire and the Police Departments for over a year. A review of the City's current contract with Coastal Cleaning shows that it would be prudent to amend the contact to clarify this expanded scope of service. This current contract with Coastal Cleaning commenced in 2000, with a term of four (4) years. This company has provided these Departments with continual satisfactory service. Staff recommends accepting approval of the Sixth Amendment. Prior to the end of the term of the contract in September 2004, staff will put out to bid the custodial and janitorial services for all facilities for another multi -year term contract. ATTACHED SUPPORTING DOCUMENTS: 1. Sixth Amendment to Contract No. 2763. 2. Exhibit "A" Scope of Work adding the City Hall, Police and Fire Departments custodial and carpet cleaning services. FISCAL IMPACT: Facilities Maintenance Budget: Amount Requested: Account Number: Project Phase: Appropriation Required: z--� Interim, Director BY: $44,500 (Buildings — Contractual) $35,000 001 - 400 - 2601 -6206 N/A No DATE: February 25, 2004 7oi 03 -03 -04 Approve and Amend the Contract with Coastal Cleaning Service 031 SIXTH AMENDMENT TO AGREEMENT NO. 2763 BETWEEN THE CITY OF EL SEGUNDO AND COASTAL CLEANING SERVICES THIS SIXTH AMENDMENT ( "Amendment') is made and entered into this 3rd day of March, 2004, by and between the CITY OF EL SEGUNDO, a general law city and municipal corporation existing under the laws of California ( "CITY ") and COASTAL CLEANING SERVICES (CONTRACTOR). 1. Pursuant to Agreement No. 2763 ( "Agreement'), executed by the parties on or about March 8, 2000, and subsequently amended, the term of the agreement is extended until September 30, 2004. 2. Consultant agrees to perform the additional services in attached Exhibit "A," which is incorporated by reference. 3. Compensation for these services is listed in attached Exhibit "A," which is incorporated by reference. 4. This Amendment may be executed in any number or counterparts, each of which will be an original, but all of which together constitute one instrument executed on the same date. 5. Except as modified by this Amendment, all other terms and conditions of Agreement No. 2763 remain the same. CITY OF EL SEGUNDO COASTAL CLEANING SERVICES a general law city A, ,I) C'� Mary Strenn, City Manager ATTEST: Cindy Mortesen, City Clerk Mark D. Assistant gty(Attorney 032 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION: MEETING DATE: March 3, 2004 AGENDA HEADING: Consent Agenda Consideration and possible action for adoption of plans and specifications for installation of a chlorination system for the Urho Saari Swim Stadium — Project No. PW 03 -14 - Approved Facilities Maintenance Program - (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: On June 17, 2003, the City Council authorized staff to advertise a project to install a new dry chlorination system at the City Plunge. The new system will replace the current gas chlorination system to meet current safety standards. (Background and discussion continues on the next page.....) ATTACHED SUPPORTING DOCUMENTS: Location map. FISCAL IMPACT: Facilities Maintenance Program: $427,750 Amount Requested: $ 35,000 Account Number: 405 - 400 - 0000 -6215 Project Phase: Adoption of plans and specifications Appropriation Required: No Interim Director of Public Works DATE: February 24, 2004 /Z.�/o 03 -034)4 Adoption of Plans and Specifications for Installation of a Chlorination System for the Undo Saan Swim Stadium— PW 03 -14 037 BACKGROUND & DISCUSSION: (continued) Since no bids were received on the scheduled bid opening on October 7, 2003, staff solicited bids under an informal bidding process. On December 2, 2003, the City Council awarded a contract to the single bid received from Horizon Mechanical. Subsequent to award of the contract, Horizon Mechanical has requested its bid be withdrawn. There were no bid bonds required in the informal bid process and therefore the City does not have a legal justification to require Horizon Mechanical to execute a construction contract with the City. Pursuant to discussions with the City Attorney, staff recommends bidding this project again under regular Public Works contract procedures. 03 -03 -04 Adoption of Plans and Specifications for Installation of a Chlorination System for the Urho Saari Swim Stadium - PW 03 -14 038 w 11 LL W IA1Nnoo S3130Ntl SOl AMd 3NtlOH1MtlN d0 A110 O >• = 1 'anlg 00310 Ntlf U 4 fl� Y03e3y Y1 a O LL u a a fll H Y U N NOIl YIAY Nna i U 4 W m 2 4 F f 4 S 2 YO3]111d 35 � Y NYO Y •l] LL O 3NId e 1nmi,A } .1113'"1" • Niv, U Y 11dO1 Y illurd • l3enrl ve A3.vnold ve 3NiNne O Q 2 V' w LL O J W a a MO } F u z LL 039 EL SEGUNDO CITY COUNCIL MEETING DATE: March 3, 2004 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to approve the reimbursement agreement with ExxonMobil Oil Corporation for relocation of its oil pipeline for the Douglas Street Gap Closure Project - Approved Capital Improvement Program - (estimated cost = $785,300). RECOMMENDED COUNCIL ACTION: Recommendation — (1) Approve the reimbursement agreement; (2) Authorize the City Manager to execute the agreement on behalf of the City; (3) Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: The construction of the Douglas Street Gap Closure Project will require relocation of approximately 1,400 feet of an existing 8" jet fuel oil pipeline owned by ExxonMobil. The enclosed reimbursement agreement provides for the City to reimburse ExxonMobil for the design and relocation costs estimated to be $785,300. ATTACHED SUPPORTING DOCUMENTS: 1. Reimbursement Agreement. 2. Vicinity map. FISCAL IMPACT: Capital Improvement Program: $4,700,000 Amount Requested: $ 785,300 Account Number: 301 - 400 - 8203 -8949 Project Phase: Relocation of oil pipeline Appropriation Required: No February 24, Interim Director of Public Works REV W BY DATE: Mary MaStrenn, City Manager 7 03 -03 -04 Approve Reimbursement Agreement with Pxuon Mobil Oil Corporation for Relocation of Oil Pipelines for the Douglas Street Project 040 ExxonMobil Pipeline Company 12851 East 16P Street Cerritos, CA 90703 (310) 212 -1794 Telephone (310) 212 -1788 Facsimile RE CE I Xf E D E-ArzonMobil FEB 1 U 2004 Pipeline PUBLIC WORKS ENGINEERING February 09, 2004 Mr. Bellur Devaraj City of El Segundo Public Works Department 350 Main Street El Segundo, CA 90245 RE: Douglas Street Gap Closure Project Our File: 5005 -A Dear Bellur: Enclosed, please find executed duplicate originals of that certain Reimbursement Agreement between ExxonMobil Oil Corporation and the City of El Segundo for the above captioned project. Please take the next steps in obtaining the City's approval of the subject document. Upon final execution, one fully executed original should be forwarded to my attention at the following address. Ms. Teri Shinde ExxonMobil Pipeline Company 12851 East 166`" Street Cerritos, CA 90703 Should you have questions or require additional information, I may be reached at (310) 212 -1794. Very truly yours, Teri A. Shinde, SRIWA, RIW -NAC Senior Rights of Way and Claims Agent For ExxonMobil Oil Corporation An ExxonMobil Subsidiary (AT REIMBURSEMENT AGREEMENT This Agreement made and entered into this 06 day of February 2004, by and between EXXONMOBIL OIL CORPORATION ( "EMOC "), having a mailing address at 12851 East 166th Street, Cerritos, California 90703, and CITY OF EL SEGUNDO, ( "CITY ") having a mailing address at 350 Main Street, El Segundo, California 90245: WITNESSETH WHEREAS, EMOC owns, operates and maintains (1) 8 -inch Jet Fuel Pipeline ( "PIPELINE ") located within a strip of land owned by Los Angeles County Transportation Authority, a public agency, ( "MTA ") more specifically outlined in that certain document dated November 4, 1966 and its subsequent amendments; WHEREAS, CITY has been informed that EMOC owns and EXXONMOBIL PIPELINE COMPANY (EMPCo) by virtue of a contractual obligation provides operational services for the subject Pipeline; and WHEREAS, CITY desires to install a roadway (Douglas Street) within said strip of land ( "Project ") that will involve the construction of an undercrossing the design of which is in conflict with EMOC's affiliate, ExxonMobil Pipeline; and WHEREAS, CITY has requested that EMOC reroute, adjust and/or take protective action on a portion of the aforementioned Pipeline, as shown on Exhibit "A" attached hereto and made a part hereof, to accommodate the installation of said roadway; and WHEREAS, EMOC has agreed to provide such services to CITY as are necessary to reroute, adjust and/or take protective action on said Pipeline; and WHEREAS, CITY has agreed to reimburse EMOC for the actual costs and expenses including overhead incurred in the reroute and/or adjustment of said Pipeline and its appurtenances; and NOW, THEREFORE, for and in consideration of the mutual covenants and Agreements hereinafter set forth, it is hereby agreed by and between EMOC and CITY as follows: ADJUSTMENT OF PIPELINE: EMOC shall relocate the Pipeline as shown on the attached Exhibit "A ". The work shall be done by EMOC and/or its contractors or affiliates, in a workmanlike and expeditious manner in accordance with accepted industry practices and work schedules, and using diligence to complete required adjustments. Upon completion of work as outlined in this Agreement, EMOC shall provide to CITY copies of as-built drawings. CITY further agrees that should MTA not retain underlying fee ownership of its property located within the Douglas Street Project limits to reserve EMOC's rights within said roadway by reference 1 of 4 042 in that specific instrument executed between CITY or its duly authorized representative(s) and MTA. Said instrument shall include but not be limited to future parcel maps recorded for the area. CITY agrees to provide to EMOC no less than sixty (60) days advance written notice of desired start date of required construction activities specific to the relocation of subject Pipeline. Furthermore, CITY agrees that failure to complete the required work in accordance with Project schedules will not constitute a breach of this Agreement by EMOC and/or its affiliate and their contractors, nor subject EMOC and/or its affiliate and their contractors to any liability or responsibility for added expense to CITY so long as EMOC uses commercially reasonable efforts to meet such schedule and provided that such failure to complete the work in accordance with the Project schedule is due to matters beyond the reasonable control of EMOC and/or its affiliate and their contractors. PAYMENT BY CITY: CITY shall pay in advance to EMOC the estimated costs to be incurred (inclusive of 20% overhead) for activities associated with the relocation of said Pipeline and its appurtenances. Such costs are estimated to be seven hundred eighty five thousand three hundred and seventy one dollars ($785,300). A copy of said estimate is attached hereto as Exhibit "B ". Upon completion of the herein described work, EMOC shall submit to CITY within sixty (60) days of Project completion an itemized statement outlining all costs associated with the Project including supporting documentation. Should the actual cost to complete the required relocation of said Pipeline and its appurtenances be less than the estimated cost, the difference shall be refunded to CITY within ninety (90) days of receipt of the above mentioned statement showing actual costs. Should the actual cost be greater than the estimated cost, CITY shall remit the difference to EMOC within ninety (90) days of receipt of the above mentioned statement showing actual costs. INGRESS AND EGRESS: City hereby grants EMOC, its affiliate and their contractors the nonexclusive right of ingress and egress across all lands owned, leased or controlled by CITY as may be reasonable or necessary for EMOC to adjust, inspect, cover, test, connect, operate and maintain the subject Pipeline. Such ingress and egress shall be along routes as agreed by EMOC and CITY. CITY further agrees to coordinate with EMOC and all third parties to provide ingress and egress as reasonably necessary for said Project. AUDIT: City shall have the right within three (3) years of Project completion date, to audit and obtain copies of the books, records and accounts of EMOC relating to the statement and/or invoice presented for payment at the completion of the work on this Project. PROJECT COORDINATION: EMOC and CITY agree that EMPCo will solely coordinate EMOC's construction activities with the CITY's General Contractor for the Project to relocate EMOC's Pipeline at CITY's cost. EMOC will provide the City plans and specifications for the relocation work so that CITY can include them in the Project's bid package. CITY's General Contractor must use EMPCo for the relocation work. It is understood that with this arrangement, EMPCo will have a contractual relationship with the CITY's General Contractor and not with the CITY. It is further understood that upon awarding of the Project, City will coordinate with its General Contractor and EMOC/EMPCo a contract outlining the contractual relationship between the City's General Contractor and EMPCo. EMOC agrees that CITY's construction coordination obligations will terminate upon EMOC's written acceptance of the relocation work. 2 of 4 Q43 w, I \ 1 lY h I I i I J Q a r � W � X w am X ° k W F U 046 CONSTRUCTION AND ENGINEERING COST ESTIMATE FOR THE 8" M -141 EXXONMOBIL PIPELINE AT THE DOUGLAS STREET GRADE SEPARATION CITY OF EL SEGUNDO, CALIFORNIA MATERIALS LABOR UNIT SUB- UNIT SUB- TOTALS SUB - DESCRIPTION QTY UNIT PRICE TOTAL PRICE TOTAL TOTALS CONSTRUCTION MATERIALS & LABOR 8.625 ", 322 WT, X52, ERW w13 -Layer FEE Coating 1,280 FT 16 20,480 300 384,000 404,480 8.625 ", 219 WT, X52, ERW w/FBE Coating 120 FT 11 1,320 100 12,000 13,320 8" Ell, 90 Deg, 3R, 219 WT, X -52 2 EA. ISO 300 0 300 8" Ell, 45 Deg, 3R, 219 WT, X -52 3 EA. 125 375 0 375 Girth Weld shrink sleeves 40 JOINTS 50 2,000 75 3.000 5,000 Hydrostatic TestingJPipe Cleaning 2TESTS 9,000 18,000 16,000 32,000 50,0(10 Pipeline Tie Ins 1 LOT 2,500 2,500 25,000 25,000 27,500 Cathodic Protection I LOT 2,500 2,500 2,500 2,500 5,000 Product Purge 3 DAYS 4,360 13,080 6,400 19,200 32,280 Abandonment/Removal of Pipeline Section at Douglas St. 200 FT 0 20 4,000 4,000 AbandonmentlRemoval of Remaining Pipeline 1,075 Fr 0 20 21,500 21,500 Water Disposal 3,350 GAL 0.25 838 0 838 Radiographic Inspection 15 DAYS 150 2,250 500 7,500 9,750 ENGINEERING Estimate Sent to ILxonvlobil on 12/5!2002 1 LOT 2,400 2,400 49,100 49,100 51,500 PIPELINE CONSTRUCTION MANAGEMENT Construction Management Support (SPEC) 17 CDAYS 15 1,275 750 12,750 14,025 As- Built/Record Survey 5 DAYS 100 500 1,200 6,000 6,500 574,343 51,500 20,525 SUBTOTAL 67,800 578,600 646,400 646,400 Sales Tax and Freight on Purchased Mat'] - 11.75% 8,000 8,000 8,000 Cantingency - 20% 15,200 115,700 130,900 130,900 TOTAL PROJECT COST NOTES: 91,000 694,300 785,300 785,300 I The estimate covers the cost of the relocation of the 8" M -141 ExxonMobil pipeline at proposed Douglas St. gap closurelgrade separation project via a Horizontal Directional Drill (HDD) in the city of El Segundo, CA. 2 The length of the relocated pipe will be approximately 1,400 feet. Approximately 1280 it of pipe will be used for the HDD portion while the tie ins will be approximately 120 It of pipe. 3 This estimate assumes that the pipe used for the HUD will be carbon steel, 8" OD, 0.322" WT, API 5L X -52 with a three -layer coating while the pipe used for the tie ins will he carbon steet, 8" OD, 0.322" WT, API 5L X -52 with a FEE coating 4 Pipe bends will consist of 3 - 45 degree, 3R, .322 WT, API-5L X52, bare, 8" dia. ells and 2 - 90 degree, 3R, .322 WT, API -51, X52, bare, 8" di a. ells. The ells will be coated by the contractor with a two pan liquid epoxy. 2896 Douglas St HDD Construction Cost Est rev 2.x1s Page 1 of 2 EXHIBIT "B'I 04 CONSTRUCTION AND ENGINEERING COST ESTIMATE FOR THE 8" M -141 EXXONMOBIL PIPELINE AT THE DOUGLAS STREET GRADE SEPARATION CITY OF EL SEGUNDO, CALIFORNIA 5 This estimate assumes that each girth weld will be coated with the appropriate heat shrink sleeves for directionally drilled applications that can be applied in the field. 6 It is assumed in this estimate that the M -141 pipeline has existing induced current cathodic protection. Funds are provided for the installation of new test stations for this relocation. 7 It is assumed that the abandonment of the pipeline will be done in two phases. The first phase will require that the 200 feet of pipeline that is within the Douglas St R/W be removed by the contractor and the remaining pipe be capped and filled with nitrogen. The second phase will require that the remaining abandoned pipe be removed as directed be ExxonMobi I by the contractor and the contractor coordinate with the appropriate parties or agencies. 8 A hydrostatic tests will be performed on the pipe sting at 90% of SMYS before it is installed and pulled through the hole excavated by the HDD. Once the string is pulled through the spools will be a connected to the string and the section with the pipe string and spools will be hydrostatically tested at 90% of SMYS. The tie -in welds of the section of the pre - fabricated spools and pipe string will then be radiographically inspected. 9 Disposal of all hydrostatic test water to be sent to the County Sanitation District at cost of $0.25 a gat. 10 It is assumed that a stuffy backfrll will be used for both the open cut installation of the new pipeline and the abandonment of the old pipeline so that a 95% compaction can be obtained. I I Estimate assumes that engineering and design will include control survey and photogrametric mapping, substructure research and compilation, alignment shcet preparation, horizontal directional drilled crossing design, traffic control planning if any is required and miscellaneous detail design. 12 Construction management is based on an estimated 3 -week construction schedule with a 24 hr, 7 day work week during horizontal directional drilling_ 13 Total project estimate does not include cost associated with CEQA environmental, permitting, ExxonMobil real estate costs, ROW fees, Permit fees, agency construction inspection fees, ExxonMobil engineering /management, or construction inspectiondmanagement costs. 14 Estimate has not included any allowances for the treatment or disposal of contaminated soil during circulation of the cuttings by the HDD or trench excavation along the proposed relocation. 15 Estimate assumes that the product purge from the Resecrans- Aviation Blvd gate valve at Sot 491+46.6 to Sta 217 +55.03 with a volume of 1815 BBL's will be displaced with nitrogen at a rate of 2 ft/sec. The cost to tap the line, displace the product with nitrogen, purge the nitrogen from the line once de ins are done will be $32,000. This includes screw and equipment rate of S8Mhr for 3 days and Envem's cost of $13,01Y). 2896 Douglas St HDD Construction Cost Est rev 2.xls Page 2 of 2 EXHIBIT "B" 0 48 � M N � Al. AAA �AINOOO S3130Ntl SOlAMa 3NtlON1MtlN d0 A11J u O F = 1 'ante' 00310 Ntl5 i Q ..jjII1 YB3 / U N n N n n u n u n N30 vl'I= W I✓- O N n n '3" AM OpP 'OAIO 'b f- P 1♦ h m _ Opuno AII] PB3 10 AM ' 1]MYON ?� a � J > Y-- v iAV 00x003tl Q 3 rtlOi i 8 vAlYdl'AM M4NOi 6 ` 2 m ? 30111 N33tl0 01113101 ! , is m 1- _ .16 N5VN $ M and Z „ �n 'lc xssx u Q H W J l0 >'131YAItld1 lY N]MiM00 1y; ISM w F AYM Saw" �- --- o N 03111tl 2 2 $ MV o ? W H 6 W S 1tlOtlMY 'l1AlY M U 15 1¢l3II Q ul 1% 1 h O Y m I S J h O W h MCI SRI }� m _� $ P03Alnd3 Q Q N 15 IMYIONI MEIY $EI Xf ']AI YY S W M XI x '16 SlOxllll ']AV Xl O MITE CIAI ]XI 15 NOIBXIXBIM C'3M 1nN11 '1¢ Sv SNIN e I� I11I]PXI _ 15 IINYOdIIY> � 3AI NlY U �XYOIIIIO < '16 No83HO m '3AY ]IYvN 0 1t v01n3N - 3N 9IIbY uu V '�AI l3Yllll 1C 11]1N]3 Q J �^O� L—If�❑ 'YO MOIIONO¢ W ONYIAYIn Q ;�bY A3NYOOld $ v11N �O � ®� 1s YllnOt ul a � 10 A lY1 ���yT1 15 IYY915 O • _3 _ ❑ ��� ®B 1S NN3d N OY ]NJNVI¢ aYaYaY�F�F�F� /� /�I WILJIB j® AS NOOl3X¢ � EE ® – 1S YN3Y1 p u m N O N f © ❑a❑ EE3BQe 6 Otl10X Y15 a II N Y 1s U WunE]E3EE3EE3E]E' B� J 14 OXOn XJItl '!s Otl03wO0 9 p v =EHE3�QEH 15 •IX14tl1A ] a��� ❑���� _ 15 9NI11NM m° � sl mB ❑® 15 v141A IXOI aaoo o W 3l Z 16 153t1011IM r_ , 15' ��� 1 tl lIX )16 W VIJ 4 ui, a P \ (A 153$ 14401nA � — T41opuno5 A113 PBM X65 O J ffi pNOF s W 05 i N _ � I`` $ OF O_ n O °y Q LL 8 2 O G�ti J�41 Q U W N U H } U 2 LU 049 N p,N a EL SEGUNDO CITY COUNCIL MEETING DATE: March 3, 2004 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action for amending a contract with AKM Consulting Engineers to prepare a Water Master Plan. RECOMMENDED COUNCIL ACTION: Recommendation: (1) Authorize the City Manager to execute an amendment with AKM's contract to amend the scope of work and prepare a Water Master Plan for an amount not to exceed $58,780; and (2) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION Funding for the proposed amendment is available through monies credited back to the City from the West Basin Metropolitan Water District ( WBMWD). (Background and discussion continues on the next page.......) ATTACHED SUPPORTING DOCUMENTS: 1. Proposal for Preparation of the Water System Master Plan. 2. WBMWD Agenda Item No. 13. 3. WBMWD Customer Agency Credit Table. FISCAL IMPACT: None. Operating Budget: None Amount Requested: $58,780 Account Number: 501- 400 - 7102 -6206 ($138,050 WBMWD) Project Phase: N/A Appropriation Required: No — Funding provided from credit deposited into the contractual services account. ORIGIN B DATE: February 25, 2004 Dav o n, Director of Public Work REVIEW Y: DATE: Mary tre ity Manager 03 -03 -04 Reducing the Water Purchases Expenses Account by 8138,047.06 8 and Appropriating these funds to the Contractual Services Account 050 BACKGROUND & DISCUSSION: (continued) The proposed Water Master Plan will be a study of the complete water system similar to the Sewer Master Plan AKM Consulting Engineers performed in the past. The Water Master Plan will cost significantly less than the Sewer Master Plan because there are fewer facilities in the water system and it is a simpler system. AKM Consulting Engineers can provide this service to the City more economically than other firms because they have a data base of the water system identifying the age of the water system and the type of pipe used. This database was developed as part of the Water Rate Study currently being completed by AKM Consulting Engineers. This plan will identify current deficiencies in the water system and future needs for inclusion in a capital improvement program. The estimated cost for development of the Water Master Plan is approximately $50,000. No budget amendment is necessary as funding for this project comes from a credit received from WBMWD. 03 -03 -04 Reduang the Water purchases Expenses Account by 5138,47.06 and Appropriating these funds to the Contractual Servicss Account 051 February 25, 2004 City of El Segundo 350 Main Street El Segundo, California 90245 -3895 Attention: Mr. David Johnson Interim Director of Public Works Subject: Proposal for Preparation of City of El Segundo's Water System Master Plan Dear Mr. Johnson: AKM Consulting Engineers is pleased to submit this proposal to prepare City of El Segundo's Water System Master Plan in response to your request. The Master Plan study will initially develop service criteria, and assess the condition of the existing system. A capital improvement and replacement plan will be developed based upon criteria and condition. A calibrated system hydraulic model will be developed to evaluate the ability of the system to meet the established criteria, including normal operating pressures and adequate fire flow during maximum day demand conditions. Additional capital improvement projects will be developed based upon the results of these analyses. The capital improvement and replacement program will then be updated to incorporate these projects. The scope of services will consist of the following tasks: Data Collection and Review This task will develop the background information needed. We will obtain, catalogue, and review: • Water atlas sheets • Topography maps • Aerial photographs • Record drawings of existing facilities, including reservoirs, booster pump station, import connections, pressure regulating facilities, and pipelines as needed • Maintenance records including leak history • Pump efficiency tests • Water quality data • Disinfection procedures • Water purchase records 052 City of El Segundo Mr. David Johnson February 25, 2004 Page 2 Residential, commercial, industrial and office vacancy rates Inspection reports for the reservoirs Electric billing information for the pump station 2. Field Review of Facilities We will visit the reservoirs, pump station, import connections, and pressure regulating facilities. We will collect all available information, photograph each facility, and note its condition. We will prepare a field review report for each documenting our findings as to the condition and nameplate information where available. 3. Staff Interviews We will interview the water operations and maintenance staff in order to develop proper insight into the condition and capacity of the system. We will document areas of immediate concern and operational problems. We will document this effort first in a separate document, and incorporate it into the field review reports. 4. Update Water Facility Database We will update the database of the existing facilities, which will include • All pipes with length, material, year of construction, and past problems if such information is available • Reservoirs with size, material, year of construction, past problems and repairs, and information available from diver reports • Pump station with description of its structure, mechanical, and electrical equipment • Import connections and pressure regulating stations with size, material, past problems, and repairs • Chlorination facilities 5. Prepare Water System Map We will develop an electronic water system map on City's existing base map primarily from the existing hard copy map. It will be reviewed with the City staff, and updated based upon information provided by the City. The map will also be utilized in developing the hydraulic model of the system. 6. Develop Service Criteria We will prepare service criteria and submit it to the City for review and comments. It will include unit flow factors, peaking factors, source of supply, storage, pumping, fire flow and minimum required pressures at the hydrants, normal operating pressures, maximum day pressures, peak hour pressures, maximum velocities, and useful lives of the facilities. 0 5 :S City of El Segundo Mr. David Johnson February 25, 2004 Page 3 Prepare Capital Improvement and Facility Replacement Program This task will formulate an initial list of phased capital improvement and facility replacement projects based upon information developed on the condition of the facilities, and criteria established. Project cost estimates will be developed for each project, which will include engineering, administration, construction, and project close -out costs. 8. Prepare System Hydraulic Model We will prepare a model of the system which will include all the pipes shown on the existing hard copy system map, the import connections, reservoirs, pump station, and pressure regulating facilities. Operational information will be obtained from City staff and incorporated into the model. The average water demands will be assigned to the system nodes based upon the information currently available, or more updated water sales information that can be provided by the City. We will then request that the City collect actual system information for a minimum of two days. This will consist of flow charts at all import connections, reservoir levels, pump start and stop times and flows, and pressures at approximately ten locations throughout the system. We would suggest the use of data loggers to record continuous information during this period. The data will first be tabulated to develop a diurnal use pattern for the system. The use pattern will be incorporated into the model. We will then duplicate the field measured flows in the model, and analyze the system. Where differences are found between the field measurements and model results, they will be resolved so that the model accurately represents the system. 9. System Analyses We will utilize the model to analyze the system under average day, maximum day and maximum day plus fire conditions. The maximum day will also include the peak hour conditions. We will review the results with the City staff, and conduct additional analyses if necessary. We will identify any system deficiencies, and formulate mitigation projects. We will prepare project cost estimates for each project. 10. Update Capital Improvement and Facility Replacement Program We will update the initial capital improvement and facility replacement program with the additional improvements identified by Task 9. The updated list will form the basis of any subsequent studies. 05 ' City of El Segundo Mr. David Johnson February 25, 2004 Page 4 11. Prepare Master Plan Report The data utilized, studies undertaken, their results, and recommendations will be documented in a Water System Master Plan Report. The report will have narrative descriptions, figures and tables to clearly describe the study. It will include the following sections: • Executive Summary • Introduction • Study Area • Existing System • Water Use • Service Criteria • System Analysis and Recommended Improvements • Prioritization and Capital Improvement/Facility Replacement Program We will submit one electronic, one loose, and ten (10) bound copies of the final report. We anticipate submitting three copies of each draft report. 12. Meetings and Presentations We will meet with the City staff as needed throughout the preparation of the study. We have included three meetings for review of the interim and final capital improvement and facility replacement Program, and presentation of the final report to City Council in our scope of work. Schedule We propose to complete tasks 1 through 7 within six (6) weeks of your notice to proceed. Tasks 8 through 11 will be completed within 16 weeks of notice to proceed. 055 m 0 O 3� 3 O Y A E z w W 0 U V c m C 7 m Ul a O m U m 56 N O V R °OO 0 OV ON W OODQ OD W LO to F- U M V V C6 W N N N 1° o m 0 r 008 vv U) U N c m m O o y C •� O O V O V O V N (h O CO CO N O Q W m m O N D V O si —104 N Cj CL C W N d mm C C 00 N CO V V V M a0 ap N N (O V O C'7 W N CL O C N m C m C •m w � m E p > a U > E a m 0 a = m= c p.c v m ` c c w C c C mi Co U E m = O aci y C� cc 0° LL w Co LL CO p E m �° ° E yea m m L � N a` 0 3 m 'Co m a m v — +» t5 � m W �N m O. UQ. T NQU� oa N C w N 72a h in U d' m C m 2 O N T 2 E m �' C S 4 m N C U m > CCU, = .0 O7 d .D m -_ m t0 d �0 N YO DLL co 7 aD dLL dln�d`2 F -R'F -W F- Y 0 N m V LO CD r` co CA r 56 WEST BASIN MUNICIPAL WATER DISTRICT ACTION CALENDAR SUMMARY: AGENDA NO. 13 OCTOBER 16, 2003 - Finance Little, Kwan OCTOBER 27, 2003 - Board Meeting Prepared by: Fernando Paludi Submitted by: Paul E. Shoenberger Approved by: Darryl G. Miller MWD FY 2002 -03 EXCESS REVENUES ALTERNATIVE PROPOSAL FOR DISPOSITION The Metropolitan Water District (MWD) collected $36.3 million above its maximum reserve levels as a result of higher than budgeted water sales during fiscal year 2003 -04. MWD's Board of Directors has discretion over the disposition of such "excess revenues ", and action will be considered at the Board's November meeting. MWD Board options (see Exhibit "A ") are consistent with past actions regarding the same issue: 1) pay down existing debt to reduce rate increases over the next four years; 2) pay for capital projects instead of issuing new debt; or 3) return funds to member agencies as a credit on their water bills. MWD's staff recommendation is to pay down existing debt. The Northern Caucus of member agency managers have proposed an alternative concept for inclusion as a fourth option for consideration by the Board. The Northern Caucus includes Calleguas MWD, Las Virgenes MWD, Foothill MWD, Upper San Gabriel Valley MWD, Three Valleys MWD, Inland Empire Utilities Agency, and the Cities of Burbank, Pasadena, Glendale, and San Marino. They propose that MWD hold each member agency's pro -rata share of the excess revenues in individual accounts that can be accessed for "long -term water resource projects" that will contribute to the development of local resources and thus, regional reliability. One possible way for MWD to administer these accounts would be to release funds to a member agency from their account contingent upon receipt of a certified letter or resolution from the member agency's governing body listing the project(s) that the funding would be applied to. The Northern Caucus has requested the Districts support for this "Local Resources Option" at MWD. Staff Analysis The Local Resources Option provides an acceptable method for ensuring that money collected from water ratepayers returns to something relevant within their service areas. Among the issues that member agencies, particularly the cities, have with crediting water bills are: 1) credits result in general fund budget savings that are not earmarked for specific projects or purposes or even a water function; and 2) the amount of credit to each individual ratepayer (if the retail agency passes it through) is trivial. Through the proposed member agency accounts, the excess revenues would provide desperately needed funding for more local resource development that benefits current and future ratepayers locally and regionally. Debt reduction would provide a benefit through smaller MWD rate increases over the next four years. However, the estimated $4 per acre -foot reduction could be as little as 20% of the average rate increase projected over this period. There is also disagreement among member agencies as to the equity in using current revenues to reduce service on debt used for projects that mostly benefit future generation of ratepayers. 03 ; WBMWD Board Memorandum October 27, 2003 Page 2 It appears that the Local Resource Option will be supported, at a minimum, by Los Angeles, San Diego and all members of the Northern Caucus except Las Virgenes MWD -- representing adequate voting strength on the MWD Board to garner approval. Should the MWD Board approve this alternative, the District would have several options for applying the funds in its account towards local resource development to improve both local drought - proofing and regional supply reliability. Among these options are recycled water system improvements, new and /or existing conservation program seed money, and conjunctive use feasibility studies. FISCAL IMPACTS: The District's share of the total MWD fiscal year 2002 -03 revenue in excess of maximum reserves is 7.3 %, or approximately $2.65 million. ENVIRONMENTAL COMPLIANCE: Not applicable. COMMITTEE STATUS: This item was reviewed by the Finance Committee on October 16, 2003 and recommended for approval at the October 27, 2003 Board meeting. RECOMMENDED MOTION: That the Board directs its representatives of the Metropolitan Water District to support an option for disposition of FY 2003 -04 revenues above maximum reserves that holds each member agency's pro -rata share in individual accounts intended for funding of local resource projects. LIST OF EXHIBITS: Exhibit "A" - Pending Letter 11 -1 G: id irectorslwb m wd 103o ct016 f",j, MWD NETRDf'OLlTAN WATER DISTRICT OF S001Y.fRN CAL1F0,4NIA • Board of Directors Budget, Finance and Investment Committee September 9, 2003 Board Meeting Approve use of funds over maximum reserve target Description TENDING X44; LETTER' 11 -1 Metropolitan's total sales in fiscal year 2002/03 were 2.34 million acre -feet, the third highest sales year on record and the third year in a row of above - average sales. Expenditures for the year totaled $980.8 million and receipts totaled $1,128.5 million. Metropolitan's maximum reserve level as of June 30, 2003 was $353 million. As of June 30, 2003, after accounting for required transfers and adjustments to reserves, the balance in the Revenue Remainder Fund and the Water Rate Stabilization Fund was $411.7 million. Funds in the WRSF allocated for the 2003 cash defeasance totaled $22.4 million. Therefore, the amount over the maximum reserve target at June 30, 2003 was $36.3 million. Funds available over the target may be expended for any lawful purpose provided that Metropolitan's fixed charge coverage ratio is at or above 1.2. The fixed charge coverage ratio was 1.83 as of June 30, 2003. As in previous years when sufficient funds were available, the Board has the authority to utilize these funds in any of the following ways: a. Help fund the Capital Investment Program (CIP). The CIP is estimated to be about $5 billion over the next ten years and almost $2 billion over the next five years. Use of these one -time revenues for long- term capital assets would help reduce future debt service. b. Defease existing debt. With outstanding revenue bond debt of $3 billion and another almost $2 billion of capital to finance, the available funds can be utilized to help reduce debt service over the next five to ten years, allowing for a mitigation of necessary rate increases. The funds could be used to defease longer -term debt, helping to reduce rates into the future. c. Reduce water bills in the next year. The funds could be used as a credit against future water bills, reducing payments to Metropolitan. In effect, this would be a refund of the available funds. d. Fund water transfers and storage programs. Metropolitan currently has about 2.5 million acre -feet of water in storage. If next year turns out to be dry, it may be necessary to replenish this storage or purchase additional water supplies to ensure reliable deliveries. e. Fund conservation and water recycling projects. The fund could be utilized to fund additional local resources and conservation programs that provide reliable long -term sources of water supply. Of course, any combination of these actions could also be approved. Current estimates indicate that capital financing requirements, increasing operating costs, and the need to continue to invest in the region's supply reliability through Metropolitan's demand management programs such as the Conservation Credits Program and the Local Resources Program may require increasing the average effective water rate by 3 to 4.5 percent over the next five years, depending on actual water sales. These increases would be in line with previous projections provided to the Board and approximate the projected rate of inflation. To help meet a plan of maintaining predictable and manageable future rate increases, staff recommends that the funds over the maximum reserve level at June 30, 2003 be used to cash defease outstanding debt. In this way, the $36.3 million may be used to augment Metropolitan's debt restructuring plan to help mitigate increases in water 059 September 9, 2003 Board Meeting 11 -1 Page 2 rates and charges over the next five -year period. The use of funds to cash defease additional outstanding debt will benefit both short-term and long -term ratepayers. Metropolitan Water District Administrative Code § 5202 (e): Fund Parameters California Environmental Quality Act (CEQA) CEQA determination for Options #1, #2, and #3: The proposed action is not defined as a project under CEQA because it involves government fiscal activities which do not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment (Section 15378 (b)(4) of the State CEQA Guidelines). In addition, where it can be seen with certainty that there is no possibility that the proposed action in question may have a significant effect on the environment, the proposed action is not subject to CEQA (Section 15061(b)(3) of the State CEQA Guidelines). The CEQA determination is: Determine that the proposed action is not subject to the provisions of CEQA pursuant to Sections 15378(b)(4) and 15061(b)(3) of the State CEQA Guidelines. Board Options /Fiscal Impacts Option #1 Adopt the CEQA determination and cash defease outstanding debt — use $36.3 million to cash defease outstanding debt to create the greatest benefit in the next five years by reducing the magnitude of expected rate increases. Fiscal Impact: Estimated reduction in rate increases of $4 per acre -foot per year for four years. Option #2 Adopt the CEQA determination and increase capital investment plan funding — use $36.3 million in lieu of issuing additional long -term debt effectively advance funding future capital investment plan obligations with cash. Fiscal Impact: Estimated long -term reduction in future rate increases of $1 per acre -foot. Option #3 Adopt the CEQA determination and refunds to member agencies — apply $36.3 million as a credit on member agency bills. Fiscal Impact: Loss of additional funding source for capital investment plan, resulting in additional future rate increases. Staff Recommendation Option #1 � /�, =l 8/14J2003 Keith Norris I Date for Brian G. Thomas Chief Financial Officer �� 8/22/2003 Ronald R. Ga Date Chief Executive Officer BLA #2532 +, ! 6 1) Z 0 F Q U 0 J Q W W. W U) Q m L. {L 2 0 U) N M U .' O O N M I m LL 0 a M ,.. $ O N ci C K voi' . aO ,.T.I vOi i0 N n (N j T 0 M M Qa cl; ( t�0 -. O T m �m E ami N oi` o n : � yn t co ,- (6 rn Q g ° E 0 E o E a o m E p U L m V a`� U 0 CL 0 „r d m J N m 3 M a Q 1 o a M I m LL 0 0 O O 5 0 x . N M ,.. Op cr N a ci r V ^ N 70 06t N OD e+ rQ NSW (N j T 0 M M Qa cl; ( t�0 -. O T m �m E ami N oi` o n : � yn t co ,- (6 rn Q g ° E 0 E o K o m E p U L m V a`� U 0 „r d m J N m 3 M a Q 1 o a � N E 3 n p a E O N 1 o ' m o ° E c w E 0 E '- c c 0 0 O O 5 0 x . N oCO r Pte'!^ u09 ;gNy c tt� �, :: OMD " ci 'm V ^ N 70 06t N OD e+ rQ N w U. j T 0 M M Qa m w � k " O T m �m oQ >� m m Q g ° E 0 E o K o m E p U L m V a`� U 0 0 O O 5 0 x . N oCO r Pte'!^ u09 ;gNy c tt� �, :: OMD " ci 'm V ^ N 70 06t N OD e+ rQ m N« M aD N i j T 0 M M Qa m w � O � O T m n' >� m m 0 0 O O 5 A i G w E d} ~ w 1 r yi w y w U m !Y u CIO V o N � c o � �`m m m c, o_. mm m E m ;' c m Q tw _m ' L m "V °. U O`JUUCIyU f/Y!� oCO °r p CO 'm m N« M aD N i j T 0 M M N m w � O � O T m n' >� m E m cc ° E 0 E o K o m E p U L m V a`� U „r d m J A i G w E d} ~ w 1 r yi w y w U m !Y u CIO V o N � c o � �`m m m c, o_. mm m E m ;' c m Q tw _m ' L m "V °. U O`JUUCIyU f/Y!� 061 o m CO Y j T 0 nmoU � O � O T m n' >� m E m cc ° E 0 E o ° o m E p U L m V a`� U m d m J N m d J o a � N E 3 n p a E O N 1 o ' m o ° E c w E 0 E '- c c m L m p J H E p Jo n E m o E X m= E m `o c as m 'E a m ED c C m m E m E2 _N m w L ° E L 1 U O Q16 O - m 0 h m N O C m N L m m m m EO UQ L m V E M c m L m U O F- m 2 m E �_ rn x o,E c o a m O E cw 0 m ° J 3 a L mQ E C O L j m N 0 um m C X N U m C g E a L c m m 0 m � d � O U N N V m m dla`� m ,- ti d m c m � Z � D N.1- a � -- Q � 061 EL SEGUNDO CITY COUNCIL MEETING DATE: March 3, 2004 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding award of contract to Pursuit Technology, Inc., for the conversion of twelve (12) Police vehicles — Approved Equipment Replacement Fund — RFP 03 -11 (Fiscal impact = $35,173.98). RECOMMENDED COUNCIL ACTION: Recommendation — (1) Award contract to lowest responsible bidder, Pursuit Technology, Inc., in the amount of $35,173.98; (2) Authorize the City Manager to execute the contract on behalf of the City; and (3) Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: On January 27, 2004, the City Clerk received and opened four (4) bids for the conversion of twelve (12) Police vehicles. This project will transfer all radio equipment, computers, lights, etc., from the old black and white police vehicles to the new cars. Staff recommends award of contract to the lowest responsible bidder, Pursuit Technology, Inc. The total cost for all conversions, including costs for contingencies, is $35,173.98. ATTACHED SUPPORTING DOCUMENTS: Bid results. FISCAL IMPACT: Equipment Replacement Fund: $2,530,250.00 Amount Requested: $ 35,173.98 Account Number: 601 - 400 - 3101 -8105 Project Phase: Award of contract Appropriation Required: No 7/7ZAT DATE: February 24, 2004 on, I terim, Director of Public Works REV Y: DATE: Ma % 2 ry S nn, City Manager oy 09 0104 AwaN Contrxlb PUMUR TecOmbpy, Inc., for theC nm knof Twelve (12) Pohce Veheles - RFP 03 - 1T U 6 :_ CITY OF EL SEGUNDO RFP OPENING NO. RFP 03-11 City of El Segundo Police Unit Equipment Conversions Date of RFP Opening January 27, 2004 Time of RFP Opening: 11:00 a.m. Place of RFP Opening: City Clerk's Office 1. (( ( V'L'.w CjG . corn 22349 E. La Palma Ave. #101 Yorbatt��Linda, CA 92887 2. PURSIT TECHNOLOGY, INC. 540 E Jamie Ave. La Habra, CA 90631 3. ESPINO'S COP SHOP, INC. 9851 East 8" St .Suite M Rancho Cucamonga, CA 91730 4. COMPUTER DEDUCTIONS, INC. 1348 E.Wilshire Ave. Santa Ana, CA. 92705 Staff Present: c:FORMS \BID \OPENLOG 35, 173. 91 1.31, 01?Y- 93 City Clerk's Department City Clerk's Department Police Department Purchasing Agent 063 EL SEGUNDO CITY COUNCIL MEETING DATE: March 3, 2004 AGENDA ITEM STATEMENT AGENDA HEADING: Consent AGENDA DESCRIPTION: Consideration and possible action to waive, pursuant to El Segundo Municipal Code Sec. 1 -7- 10, the formal bidding process on the purchase of replacement mobile radio headsets and controllers; and to waive the RFP process for installation services of these headsets /controllers, replacement VHF radios, and modifications to the existing UHF radio installation. The purpose of this single source request is to assure reliability and efficient interoperability between the two radio formats (UHF and VHF) used in daily operations. Fiscal Impact: $38,300. RECOMMENDED COUNCIL ACTION: (1) Approve the purchase of Sigtronics headsets and controllers from Quala -Tel Enterprises; (2) Approve the purchase of installation services from Haas Auto Stereo; (3) Pursuant to El Segundo Municipal Code Sec. 1 -7 -10, waive the respective RFP and bidding processes based on the need for sole source to meet all project requirements; (4) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: Replacement Headsets and Controllers: The Fire Department has a need to be able to both broadcast and receive radio communications, through their headsets simultaneously. As critical and essential as communications are to firefighter safety and operations, it is imperative to have a system that is tried and proven over time with readily accessible parts and service. In researching various options it was found that the Sigtronics system is the only system that meets these requirements (10 -15 years in use) and is widely used by other fire departments such as Culver City and LA County. (Continued on next page) ATTACHED SUPPORTING DOCUMENTS: None. FISCAL IMPACT: Operating Budget: $41,300 Amount Requested: $38,300 Account Number: 121- 400 - 0000 -8104 (Grant Expenditure Account - $2,700) 001 - 400 - 2505 -8108 (ETRC - $3,000) 001 - 400 - 3202 -8104 (Approved Capital - $32,600) Project Phase: N/A Appropriation Required: _ Yes X No ORIGINATED: DATE: 2/23/04 Norm Angelo, Fire hief REVIEWED Y: DATE: Mary 4tKenn, City Manager O 064 BACKGROUND & DISCUSSION (continued): Other vendors contacted stated they can or may be able to "fabricate" hardware to make the necessary parts, but with no track record of doing so. Through Quala -Tel we are able to take advantage of LA County Fire Department pricing breaks, which will result in substantial savings ($18,500 versus stand alone pricing of close to $27,000). This savings can then be directed to cover a portion of the necessary installation cost. Installation Services: On a similar vein, Culver City and LA County Fire Departments have the most experience installing these systems. Vendors contacted acknowledged having experience installing either the radio or the Sigtronics headset systems, but not both, in the manner required for the desired operation (LA County method). Previous installations of El Segundo radio equipment by another vendor have resulted in dash fires and shorts due to inadequate care being taken. Neither Culver City nor LA County Fire is in the business of contracting out for radio installation services with other municipalities. Therefore, our request is to utilize Haas Auto Stereo, who has an established history of providing services to the Culver City Radio Shop through a joint venture with Culver City staff, to provide the services required for $19,800. We feel that this choice provides the El Segundo Fire Department with the best option for installation and communication reliability. It also allows for a cost savings of approximately 10% having both radios and headsets installed at the same time by one vendor. 065 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA MEETING DATE: March 3, 2004 AGENDA HEADING: Consent Agenda Consideration and possible action regarding the request of the El Segundo Police Officers Association for their Annual Car Show. (Fiscal Impact $300) COUNCIL ACTION: (1) Approve Special Event Permit application for El Segundo Police Officers Association annual Car Show, August 28, 2004. The event will be on Main Street from El Segundo Boulevard to Mariposa Avenue. (2) Waive the $300 fee for the Show Wagon. (3) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: The Car Show is for the enjoyment and benefit of both the residential and business community. The 2,500 people, who come to view the show, usually shop and eat in El Segundo while they are here. This is considered one of the premier Car Shows in the South Bay area. The Association's membership and volunteers will provide crowd control, along with all the barricades and cones the day of the event. They will also secure all the necessary insurance and permits for the event. The event is Saturday August 28`" from 10:00am till 4:00pm . ATTACHED SUPPORTING DOCUMENTS: 1- Letter of request from the El Segundo Police Officers Association. FISCAL IMPACT: ($300) Operating Budget: Account Number: 001 -400- 5102 -6206 Amount Requested: Project Phase: Appropriation Required: _Yes x No ORIGINATED: DATE: a -a3 -c Stacia Mancini, Director of Recreation and Parks REVIEWED BY: DATE: Mary Strenn, City Ma er 3112�sl_a roll 11 066 El Segundo Police Officers Association -A FIRST IN SERVICE* �E 0 E`® 348 Main Street, El Segundo, California 90245 • P.O. Box 248, El Segundo, California 90245 Office (310) 524 -2262 • Fax (310) 640 -8648 February 10, 2004 El Segundo City Council 350 Main Street El Segundo, CA 90245 Dear Mayor Gordon and City Council, The El Segundo Police Officers Association seeks your permission to organize and produce the Main Street El Segundo car show event for 2004. We request permission to use the 100 to 600 blocks of Main Street from 10:00 AM to 4:00 PM on Saturday August d ?u', 2004 We ask that Council allow us to close the 100 to 600 blocks of Main Street (El Segundo Boulevard to Mariposa Avenue) from 6:00 AM to 6:00 PM on AugustZ�, 2.004 to facilitate set up and production of this event. These closures will include all intersecting streets in these listed blocks back to the nearest alley, except for E. Pine Avenue. We request the Council to permit us to close the street as listed above to normal traffic via City of El Segundo signs, barricades, cones, and delineators. The Association's membership, volunteers, will provide crowd control. We will purchase a one million dollar liability insurance plan for the event and provide a copy of it to the City Attorney. Association volunteer staff will set up and remove all barricades and cones the day of the event. We ask that fees for the stage trailer be waived for this event. The Association will make all necessary notifications to the Police Department, Fire Department, MTA, Street Department, neighboring residents and area businesses. Traffic control plans will be provided to the Police Traffic Division. We request the Council's support and permission to implement this car show event for the enjoyment and benefit of the residential and business community. Respectfully Yours, rl AA.,— J. P. S811ens President 06 ; EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT MEETINGDATE: March 3, 2004 AGENDA HEADING: Consent Agenda Consideration and possible action regarding a one -year extension for West Coast Arborist, tree services. (Fiscal Impact $ 31,000) COUNCIL ACTION: (1) Approve Contract extension for one more year, at the same rates as last year. (2) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: West Coast Arborist Inc. developed the City's Master Street Plan in 1999. The maintenance contract began in 2000 and has been in place for three years; it expired in December 2003. Staff would like to extend the contract for one more year, to finish some maintenance projects that are still under way. They are currently doing only emergency tree work. This is a maintenance contract and not a public works project so the extension is possible without going out to bid. Staff would like to bid the tree trimming and maintenance contract next November, and at that time look at a longer contract, possibly three years. In the last two years West Coast has pruned 1,738 trees. ATTACHED SUPPORTING DOCUMENTS: 1- Third Amendment to Agreement No. 2788. FISCAL IMPACT: Operating Budget: $286,000 Account Number: 001 - 400 - 5102.6206 Amount Requested: $31,000 Project Phase: Appropriation Required: _Yes x No ORIGINATED: DATE: a -as -off Stacia Mancini, Director of Recreation and Parks REVIEWED BY: DATE: 2 /a, 0/ Mary Strenn, 'y Manager 12 068 THIRD AMENDMENT TO AGREEMENT NO. 2788 BETWEEN THE CITY OF EL SEGUNDO AND WEST COAST ARBORISTS THIS THIRD AMENDMENT ( "Amendment') is made and entered into this 3rd day of March 2004, by and between the CITY OF EL SEGUNDO, a general law city and municipal corporation existing under the laws of California ( "CITY "), and WEST COAST ARBORISTS (CONTRACTOR). This Amendment extends the term of Agreement No. 2788 from March 3, 2004 until October 30, 2004. 3. This Amendment may be executed in any number or counterparts, each of which will be an original, but all of which together shall constitute one instrument executed on the same date. 4. Except as modified by this Amendment, all other terms and conditions of Agreement No. 2788 will remain the same. CITY OF EL SEGUNDO, a general law city. Mary Strenn, City Manager ATTEST: Cindy Mortesen, City Clerk APPROVED AS F Mark D. Hen C. By: r Karl H. Berger, Assistant City Afto ey WEST COAST ARBORISTS 089 EL SEGUNDO CITY COUNCIL MEETING DATE: March 3, 2004 AGENDA ITEM STATEMENT AGENDA HEADING: CouncllmemberWemlck AGENDA DESCRIPTION: Consideration and possible action to support a letter to the Los Angeles Area Advisory Committee (LAXAAC) stating the City's opposition to the proposed relocation of the southern runway at Los Angeles International Airport (LAX) 50 -feet closer to El Segundo. RECOMMENDED COUNCIL ACTION: 1) Approve attached letter to LAXAAC; 2) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: At the January 2004 meeting of LAXAAC, the committee approved a resolution opposing the relocation of the southern runway at LAX and requested support from the surrounding communities for the resolution. On January 20, 2004, 1 brought this item to the Council for consideration and obtained approval to send a letter restating the City's position that it does not support any project at LAX constructed outside the LAX Master Plan process. In light of the City's growing concerns about the Master Plan process, I have requested that this item be brought back to the Council for consideration. I am seeking approval to send the attached letter. ATTACHED SUPPORTING DOCUMENTS: Attached letter to LAX Advisory Committee FISCAL IMPACT: None Operating Budget: Amount Requested: Account Number: Project Phase: Appropriation Required: _Yes _ No ' ORIGINATED: DATE: February 19, 2004 Nancy Wernick, Council ber REVIEWED$Y: DATE: Ma renn, City Manager Oy 13 070 GI'T Y O� (f 9497� Nancy Wernick, Councilmember Elected Officials: Mike Gordon, Maya Sandra Jacobs, Mayor Pro Tom Nancy Wemick, Council Member John G. Gaines, Council Member Kelly McDowell, Council Member Cindy Mortesen, City Clerk Ralph Lanphere, City Treasurer Appointed Officials: Mary Strenn, City Manager Mark D. Hensley, City Affomey Department Directors: Jeffrey Stewart, Assistant City Manager Bret Plum/es, Administrative Services James Hansen, Community, Economic an Development Services Norm Angelo, Fire Chief Debra Brighton, Library Jack Wayt, Police Chief David Johnson„ Interim, Public Works Stacia Mancini Recreation & Parks w .elsegundo.org March 3, 2004 LAX Area Advisory Committee LAX Community Relations Division One World Way, Room 225 Los Angeles, CA 90045 Dear Committeemembers: I am writing to inform you that the City Council of the City of El Segundo took formal action to oppose LAWA's rumored plans to move forward with the relocation of the southernmost runway (25L) at LAX. Currently, the western terminus of that runway lies approximately 700 feet from residences in the City. The noise and disruption experienced by those residents is well documented. The relocation of the runway would result in at least 55 additional residents being pushed into the 75 CNEL noise contour. To date, the City is aware of only one proposed mitigation by LAWA to deal with the additional noise of relocating the runway - a reference in the Draft Supplement to the Master Plan EIR about additional Residential Sound Insulation (RSI) dollars. That mitigation, even if approved as part of the Master Plan process or separately from that process, represents an inadequate response to the additional noise issues created by the runway location. Traditionally, the City of El Segundo has not accepted residential sound insulation funds from LAX because of the avigation easement requirement imposed by LAWA as a condition of residents' accepting the money. In addition, the City of El Segundo is not fully prepared to accept the "safety" justification for relocating the runway until further studies of the issue are completed by Dr. Adib Kanafani. The Draft Supplement to the EIR (which remains our only ,.official" source of information about the proposed relocation) indicates that the runway is being moved south to provide additional separation between 25L and 25R for the purpose in constructing additional taxiway space between the two runways. The taxiway space is said to be required because of a series of runway incursions occurring at LAX. While the Council accepts that runway incursions may have occurred on the airfield, it believes that the numbers are few and that the incursions are minor in nature. LAWA has failed to document that any of the incursions 350 Main Street, El Segundo, California 90245 -3895 Phone (310) 524 -2302 FAX (310) 322 -7137 r� 44 Los Angeles International Airport Area Advisory Committee March 3, 2004 Page 2 of 2 are "Class A" near -miss incidents leaving with no information to conclude otherwise. In addition, the City of El Segundo believes that LAWA has done insufficient analysis of alternative configurations that would improve safety as much as the proposed configuration. In summary, the City of El Segundo remains opposed to the relocation of runway 25L until the City has had a chance to review Dr. Kanafani's study of the effects of the relocation. Should such a review indicate that there are potential safety improvements and /or other unanticipated positive impacts that would demonstrably benefit the residents of the City of El Segundo, the City Council will reconsider the issue at that time. If, however, that study indicates that the proposed relocation does not yield tangible benefits to our community, we will continue to take an even stronger stand against the project for the reasons cited above. Sincerely, Nancy Wernick Councilmember 072 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT MEETING DATE: March 3, 2004 AGENDA HEADING: Reports: Mayor Gordon AGENDA DESCRIPTION: Consideration and possible action related to a progress report on the Automatic External Defibrillator ( "AED ") Project implemented through the Fire Department in early 2002. RECOMMENDED COUNCIL ACTION: 1) Receive the attached AED progress report from the Fire Department; 2) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: As a Board Member and Chair of the American Heart Association, I proposed the concept of Automatic External Defibrillators for the Public's use in El Segundo. At the July 7, 2001 Strategic Planning Session, the City Council made it a priority to initiate an Automatic External Defibrillator (AED) Program. In October 2001, the City Council approved the El Segundo Fire Department implement the initial AED Program under the Fire Department Emergency Responders and to expand the concept to other areas. The program was put into effect in 2002. In 2003 the El Segundo Police Department implemented the use of AEDs in the Police Administration Area and also within the jail complex. Attached is a progress report on the overall AED Program. ATTACHED SUPPORTING DOCUMENTS: Fire Department Prooress Report on the Automatic External Defibrillator ("AED") Proiect. Operating Budget: Amount Requested: Account Number: Project Phase: Appropriation Required Yes RIE� No DATE: 02/24/04 Mayor Mike Gordon REVIEWED BY: DATE: 02/2..1104 Mary S renn, City Manager City of El Segundo INTER - DEPARTMENTAL CORRESPONDENCE Date: February 23, 2004 To: Mary Strenn, City Manger From: Norm Angelo, Fire Chief Subject: AED Program Progress Report Shortly after I began working in El Segundo in the fall of 2001, 1 was made aware of the Mayor and Council's direction to implement an Automatic External Defibrillator (AED) program. At that time many of the public access portions of the AED program were new and procedures /training were evolving. History & Background The City of El Segundo has implemented an Automatic External Defibrillator Program to support the delivery of emergency services specifically relating to cardiac emergencies. An AED is a simplified version of a cardiac defibrillator commonly seen in use by Paramedics for field intervention in the treatment of cardiac arrhythmia and full cardiac arrest. Differing from the paramedic defibrillator unit, which requires a much higher level of user knowledge and skills, the AED is designed for limited use in situations where there is a full cardiac arrest (ventricular fibrillation). The AED unit automatically evaluates the heart rhythm in these situations and delivers an electrical shock to try to restart normal heart functions. While paramedics work under a doctor in their assigned emergency room, the automatic features of the AED allow it to be used by Emergency Medical Technicians (EMTs) and people trained /certified in Cardio- Pulmonary Resuscitation (CPR) and AEDs. There are different levels of training required of public safety personnel as compared to employees operating under an AED program or to citizens utilizing AEDs under a public access program. The key factors for success in each of the programs are: proper training and certification; standardizing equipment; maintenance and daily inspection; security; concurrent notification to emergency responders (Paramedics and EMTs); ongoing training and certification of assigned city personnel; a program coordinator; and record keeping. Based on these requirements, It was determined that the best approach was to introduce the program in four possible phases — 07 , 1) Implementation and activation of a first responder AED program through the Fire Department. a. AED units were placed on all first responding fire engines for use when the paramedic unit was not available for response or delayed. b. Training of personnel was accomplished in the last quarter of 2001 through a contract and under a license of a physician from UCLA. c. Units were in place and the program was operational beginning January 2002. d. By July of 2002 the 6 -month evaluation of the program showed that it was at a level where we could focus on continuing education to maintain skills. e. During this time we worked with other regional and state agencies to modify the training requirements for non -EMTs. 2) Implementation of AED Program within the El Segundo Police Department. a. In the 2002 Council Strategic Session we reported to Council that we had completed the first phase and were working with outside agencies to modify some of the requirements. b. The Council directed we continue to expand the program to include the Police Department. c. Several operational options were evaluated with the Police Department. d. As a result of that analysis, it was determined the most reasonable and effective application of the program was to assign an AED unit under the control of the watch commander, for walk -in patients to the police department lobby area. A number of police personnel were identified to be trained to use this unit. e. Another unit was assigned to the jail area under control of the jailors. f. We expanded the contract with UCLA and served as a liaison for the Police Department and UCLA. g. The units were in place and training was completed in the first quarter of 2003. h. Since then an ongoing training program has been put in place and the Police Department has established a program for testing, maintenance and coordination with the Fire department with respect to purchases and the UCLA contract. 3) In the third phase we are evaluating the expansion of the AED Program for specified City of El Segundo government buildings with City Staff trained in use and maintenance of units. a. Implementation of the AED Program for specified government buildings present some additional challenges in the area of logistics, security, training, maintenance, notification of first responders and program coordination. b. During 2003 we saw modification of the training requirements for non - EMTs and some Public Safety Personnel. c. As a result of that, and the Fire Department having pattern of having periodic walk -in patients, we have expanded our training to non - uniformed 07 5 Fire Department administrative personnel. The back -up unit for the city is located in the Fire Department administrative area. d. We are currently evaluating the cost and other operational factors mentioned above. Another area being evaluated by legal and risk management staff is the liability implications and methods to mitigate them. e. We are also reviewing the lessons learned from AED programs in other communities. f. Among possible target sites are: El Segundo Plunge, Library, Parks and Recreation Buildings and City Hall. Implementation of Phase III hinges on finding solutions to the challenges mentioned earlier. 4) The final phase of the AED program will be to evaluate the feasibility of placing AED units at specified locations for citizen access, in key locations in the community. a. To utilize these units citizens will need to be trained and certified to limit their liability. b. This phase of the program is dependent on technical system support to provide for the security of AED units in an otherwise unsupervised area. Ideally the supervision system would not only provide for safety and security of the AED unit, but would also have a system of alerting the 911 system to ensure emergency response. c. Coordination of the overall program to include routine checks and maintenance will also be a significant challenge. d. Most private industry has focused on training their staff with AED programs and limited the amount of public systems due to the challenges of security, liability, program coordination or maintenance. e. We will continue to monitor advancements in new technologies, which may mitigate some of these issues. G7f;