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2005 SEP 06 CC PACKETAGENDA EL SEGUNDO CITY COUNCIL COUNCIL CHAMBERS - 350 Main Street The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items Unless otherwise noted in the Agenda, the Public can only comment on City- related business that is within the jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications portion of the Meeting During the first Public Communications portion of the Agenda, comments are limited to those items appearing on the Agenda During the second Public Communications portion of the Agenda, comments may be made regarding any matter within the jurisdiction of the City Council Additionally, the Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item The time limit for comments is five (5) minutes per person Before speaking to the City Council, please come to the podium and state Your name and residence and the organization you represent, if desired Please respect the time limits Members of the Public may place items on the second Public Communications portion of the Agenda by submitting a Written Request to the City Clerk or City Manager's Office at least six days prior to the City Council Meeting (by 2 00 p m the prior Tuesday) Other members of the public may comment on these items only during this second Public Communications portion of the Agenda The request must include a brief general description of the business to be transacted or discussed at the meeting Playing of video tapes or use of visual aids may be permitted during meetings if they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five (5) minutes in length In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact City Clerk, 524 -2305, Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, SEPTEMBER 6, 2005 — 5:00 P.M. Next Resolution # 4435 Next Ordinance # 1387 5:00 P.M. SESSION CALL TO ORDER ROLL CALL CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, at sue) for the purposes of conferring with the City's Real Property Negotiator, andlor conferring with the City Attorney on potential andlor existing litigation, andlor discussing matters covered under Government Code Section §54957 (Personnel), andlor conferring with the City's Labor Negotiators, as follows 001 CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956 9(a)) — 5 matters 1 City of El Segundo v City of Los Angeles, et al, LASC No BS094279 2 City of El Segundo v 2221 Park Place, LASC Case No BC319034 3 City of El Segundo v CTF2 Alaska, LASC Case No BC319033 4 Yeaton v City of El Segundo, LASC Case No BS096351 5 Bressi v City of El Segundo, LASC Case Nos BC288293 and 288292 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956 9(b) -1- potential case (no further public statement is required at this time), Initiation of litigation pursuant to Government Code §54956 9(c) -2- matters DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957) — 0 matter CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957 6) -0- matter CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956 8) -0- matter SPECIAL MATTERS — 0 matter 002 AGENDA EL SEGUNDO CITY COUNCIL COUNCIL CHAMBERS - 350 Main Street The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items Unless otherwise noted in the Agenda, the Public can only comment on City- related business that is within the jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications portion of the Meeting During the first Public Communications portion of the Agenda, comments are limited to those items appearing on the Agenda During the second Public Communications portion of the Agenda, comments may be made regarding any matter within the jurisdiction of the City Council Additionally, the Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item The time limit for comments is five (5) minutes per person Before speaking to the City Council, please come to the podium and state Your name and residence and the organization you represent, if desired Please respect the time limits Members of the Public may place items on the second Public Communications portion of the Agenda by submitting a Written Request to the City Clerk or City Manager's Office at least six days prior to the City Council Meeting (by 2 00 p m the prior Tuesday) Other members of the public may comment on these items only during this second Public Communications portion of the Agenda The request must include a brief general description of the business to be transacted or discussed at the meeting Playing of video tapes or use of visual aids may be permitted during meetings if they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five (5) minutes in length In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact City Clerk, 524.2305, Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, SEPTEMBER 6, 2005 - 7:00 P.M. Next Resolution # 4435 Next Ordinance # 1387 7:00 P.M. SESSION CALL TO ORDER INVOCATION — Michael Briney, Church of Jesus Christ of Latter Day Saints PLEDGE OF ALLEGIANCE — Council Member Carl Jacobson 003 PRESENTATIONS — (a) Proclamation by the City Council proclaiming Sunday, September 11th, a day of Remembrance in El Segundo and inviting the citizens of El Segundo to Freedom Park on September 11, 2005 at 8 30 a.m 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 pnor to addressing the City Council Failure to do so shall be a misdemeanor and punishable by a fine of $250 While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda The Council will respond to comments after Public Communications is closed A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. Recommendation — Approval B. SPECIAL ORDERS OF BUSINESS Consideration and possible action regarding a presentation by Sam Olivito, Executive Director of the California Contract Cities Association (CCCA), on a study completed by the Los Angeles County Auditor - Controller's Office which recommends an increase in charges for countywide services provided by the Los Angeles County Sheriffs Department. Recommendation — (1) Receive and file presentation by Sam Olivito, Executive Director of the California Contract Cities Association, (2) Authorize the Mayor to forward appropriate correspondence related to the potential implementation of Phase If of the County Auditor- Controller's study of Sheriffs Department services, (3) Alternatively, discuss and take other action related to this item 2. Consideration and possible action (Public Hearing) regarding the FY 2005 -2006 Preliminary Budget and Five -Year Capital Improvements Plan including discussion and possible direction regarding all City revenues and expenditures. Recommendation — (1) Open Public Hearing, (2) Discussion, (3) Close or continue the Public Hearing to September 20, 2005, (4) Schedule the budget adoption for the September 20, 2005 meeting, (5) Alternatively, discuss and take other action related to this item 4 004 3. Consideration and possible action (Continued Public Hearing) to adopt the Recreation and Park Commission's recommendation to increase Swim Lesson fees, Recreation Park Identification Card fees and Co-ed Softball League fees. (Fiscal Impact: $60,800 revenue) Recommendation — (1) Open Continued Public Hearing, (2) Discussion, (3) Adopt Resolution approving new fees for the El Segundo Parks and Recreation Department to recover costs incurred from providing various public services, (4) Alternatively, discuss and take other action related to this item 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 4. Warrant Numbers 2548884 to 2549200 on Register No. 22 in the total amount of $1,250,513.35 and Wire Transfers from 8/5/2005 through 8/25/2005 in the total amount of $1,982,254.02. 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 5. Special City Council Meeting Minutes of August 16, 2005 and Regular City Council Meeting Minutes of August 16, 2005. Recommendation — Approval 6. Consideration and possible action regarding adoption of an Ordinance amending the El Segundo Municipal Code (ESMC) to eliminate the Economic Development Department and the position of Director of Economic Development, and correct the title of Department and Department Head to the Library and Cable Services Department and Director of Library and Cable Services. Recommendation — (1) Second reading by title only and adoption of Ordinance No 1386, (2) Alternatively, discuss and take other action related to this item 5 005 7. Consideration and possible action regarding the approval of the examination plan for the Personnel Merit System job classification of Office Specialist II — Human Resources. Recommendation — (1) Approve the Examination Plan, (2) Alternatively, discuss and take other action related to this item 8. Consideration and possible action regarding a request on behalf of Boeing from JWT Employment Communications to place a 1,320 square -foot temporary sign on the exterior of the building at 650 N. Sepulveda Boulevard for 120 days. Applicant: JWT Employment Communications. Recommendation — (1) Approve JWT Employment Communications' request to install an oversized sign for 120 days, (2) Alternatively, discuss or take other actions related to this item 9. Consideration and possible action for final acceptance of the re- grading and enlargement of tee surfaces and replacement of tee boxes at the Lakes Golf Course. Approved Capital Improvement Project, Project No. PW 05 -11. (Final contract amount: $88,000) Recommendation — (1) Accept the work as complete, (2) Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office, (3) Alternatively, discuss and take other action related to this item 10. Consideration and possible action regarding the adoption of plans and specifications for a Public Works project at Camp Eucalyptus — Interior Cabinets, Project No. PW 05 -08. (Estimated cost: $15,000) Recommendation — (1) Adopt plans and specifications, (2) Authorize staff to advertise the project for receipt of bids, (3) Alternatively, discuss and take other action related to this item 11. Consideration and possible action regarding the acceptance of $96,990 in grant funding from the U.S. Department of Homeland Security, Office of Domestic Preparedness (ODP), under the State Homeland Security Grant Program ( SHSGP) for the Fiscal Year 2005 Federal Budget Year (FY 2005). (Fiscal Impact: $97,000) Recommendation — (1) Authorize the acceptance of $96,990 in grant funds from the FY 2005 SHSGP grant program, (2) Alternatively, discuss and take other action related to this item 6 006 12. Consideration and possible action to waive the formal bidding process per the El Segundo Municipal Code Sec. 1 -7 -10 and authorize the Fire Department to purchase hardware, seats and installation to retrofit all fire response apparatus with mounting systems for upgraded Self Contained Breathing Apparatus (SCBA). (Fiscal Impact: $12,200) Recommendation — (1) Recommend that City Council waive the formal bidding process per El Segundo Municipal Code Sec 1 -7 -10 and authorize the Fire Department to purchase equipment and installation of that equipment from Allstar Fire Equipment to retrofit mounting systems for upgraded Scott Self Contained Breathing Apparatus (SBCAs), (2) Alternatively, discuss and take other action related to this item 13. Consideration and possible action to waive the formal bidding process and approve a contract with SBC for a certified upgrade of the 9 -1 -1 system for the El Segundo Public Safety Communications Center. The total cost for the upgrade is $128,517.75 and will be fully and directly funded by the State of California. Recommendation — (1) Recommend that pursuant to El Segundo Municipal Code Sec 1 -7 -10, the City Council waive the formal bidding process based on a sole source vendor for a certified upgrade of the 9 -1 -1 system for El Segundo Public Safety Communications Center under California Master Purchase Agreement DGS -0026, (2) Authorize the City Manager to execute a Scope of Work contract with SBC for a certified upgrade of the El Segundo Public Safety Communications Center's 9 -1 -1 system, (3) Authorize the Administrative Services Department to issue a "zero dollar" purchase order authorizing SBC to directly invoice the State 9 -1 -1 for the system upgrade, (4) Authorize the Manager of the Communications Center to sign a State of California System Acceptance and Authorization Form after 240 consecutive hours of operation following the system cutover date, (5) 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 REPORTS —CITY CLERK — NONE J. REPORTS — CITY TREASURER K. REPORTS — CITY COUNCIL MEMBERS Council Member Boulgarides — Council Member Busch — 7 007 Council Member Jacobson - Mayor Pro Tern Gaines - Mayor McDowell - 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 d- TIME /0 �i A M NAME 008 rOCtatuattOyt ceCttp of CI 6egunbo, California WHEREAS, On September 11, 2001, Americans were sadly stripped of any illusions we may have had about the invulnerability of an attack within our own borders, as we witnessed the horrific death of more than 3,000 innocent people, some of them our family members, neighbors, co- workers, friends, brought about by an act of terrorism driven by hatred and destruction. WHEREAS, The memories of September 11, 2001 are of heroic images of firemen and policemen raising Old Glory from the rubble at ground zero, of ordinary citizens giving solace to one another, of choruses of God Bless America sung throughout our country, and of the full spectrum of wrenching emotions from the crisis and tragedy of the heinous act that stunned the world WHEREAS, Our nation responded with inspiring vigilance against an enemy with no common profile and are now immersed in a global war against terrorism, a transnational threat to freedom and humanity which bears no flag and dwells in the darkest corners of the earth. WHEREAS, To perpetuate the memory and history of the events during and following 9 -11, and in remembrance of Boeing employees, Chad Keller and Ruben Ornedo, and those who have sacrificed their lives in defense and preservation of our freedoms, a Memorial Ceremony will be held at Freedom Park in El Segundo, at 830 a in , on Sunday, September 11, 2005 NOW, THEREFORE, on this 6th day of September, 2005, the Mayor and Members of the City Council of the City of El Segundo, California, hereby proclaim Sunday, September 1 p a day of Remembrance in El Segundo and invite the citizens of El Segundo to observe at 8 30 a m , September 11°h at Freedom Park 009 EL SEGUNDO CITY COUNCIL MEETING DATE September 6, 2005 AGENDA ITEM STATEMENT AGENDA HEADING' Special Orders of Business AGENDA DESCRIPTION. Consideration and possible action regarding a presentation by Sam Olivito, Executive Director of the California Contract Cities Association (CCCA), on a study completed by the Los Angeles County Auditor- Controller's Office which recommends an Increase in charges for countywide services provided by the Los Angeles County Sheriff's Department RECOMMENDED COUNCIL ACTION: 1) Receive and file presentation by Sam Olivito, Executive Director of the California Contract Cities Association, 2) Authorize the Mayor to forward appropriate correspondence related to the potential Implementation of Phase II of the County Auditor - Controller's study of Sheriff's Department services, 3) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION: In March 2005, the Los Angeles Auditor- Controller completed an audit of countywide services provided by the Los Angeles County Sheriff's Department The audit determined that the Sheriff's Department was substantially undercharging the forty (40) "contract cities" in Los Angeles County for various "internal support" services that were previously excluded from established billing rates for contract cities Toward that end, the California Contract Cities Association and the Sheriff's Department have reached a tentative agreement whereby the additional charges for internal support services will be phased in over a two -year period beginning in FY 2006 -2007 The issue, as it relates to El Segundo and other "independent cities" in Los Angeles County is Phase II of the Auditor - Controller's study which indicates that all cities in the County should pay additional charges for direct services to the public (e g., homicide, vice, narcotics, family crimes and other services) The City of El Segundo currently benefits from a variety of (Please see attached page marked "Background and Discussion ") ATTACHED SUPPORTING DOCUMENTS: Copy of Staff Report to Los Angeles County Board of Supervisors dated September 6, 2005 FISCAL IMPACT- N/A Operating Budget: Amount Requested: Account Number: Project Phase: Appropriation Required. _Yes X No 1. U id Background and Discussion (con't.) services provided by the Sheriff's Department, including homicide investigations, officer involved shootings, the use of radio frequencies, crime lab, forensics, fail services and a variety of mutual aid services Should the County Board of Supervisors seek to implement charges for such fees, the potential financial impact to El Segundo could easily exceed one million dollars annually The City of El Segundo, in concert with the California Contract Cities Association and the Independent Cities Association, opposes the implementation of Phase II of the Auditor - Controller's report Countywide services provided by the Sheriff are a matter of custom, law (Government Code 51350) and tradition as services provided to all of the citizens of Los Angeles County Implementation of the fees discussed in the Phase II Cost Study would present a significant additional challenge in the effort to provide quality law enforcement services in El Segundo and every other city in Los Angeles County The Los Angeles County Board of Supervisors is considering the item on September 6, 2005 The recommendation by the Chief Administrative Officer is to implement the Phase I Cost Study over a period of two -years beginning in FY 2006 -2007 and postpone further work on implementing the Phase II Cost Study until additional time collection and cost allocation work has been completed by the Sheriff's Department Regardless of the outcome of the Board's action on September 6, it will be necessary to continue monitoring this issue closely Accordingly, staff is recommending that the Mayor be authorized to forward correspondence, as necessary, to the Board of Supervisors stating the City of El Segundo's opposition to implementing the Phase II Cost Study Oil 08 -28 -06 06 47am From -PWIGM ASUPERVISORS f ti Der DAVID E JANSSEN CN61 Adnnr3iraul eOffice+ +12136200636 T -362 P 01/07 F -423 County of Los Angeles CHIEF ADMINISTRATIVE OFFICE 714 KENNETH HAHN HALL OF ADMINISTRAMON •LOS ANGELES CALIFORNIA90912 (21319741101 nrty Ilgo co 12 U. September6, 2005 The Honorable Board of Supervisors County of Los Angeles 383 Kenneth Hahn Hall of Administration 500 West Temple Street Los Angeles, California 90012 Dear Supervisors 84aro of Sup*NS s GLORU MOum Fra Paid YVONNEa BuRKE ZEV YAROSiAVSKY T"n DWM DON KNAK Fourth Dd= MICHAEL D ANTONOVICH Fdm Dom APPROVE PHASE I BILLING RATES FOR CONTRACT CITIES IMPLEMENTED OVER A TWO -YEAR PERIOD BEGINNING IN FISCAL YEAR 2006.07 (ALL DISTRICTS) (3 VOTES) IT IS RECOMMENDED THAT YOUR BOARD: Approve including the costs for the eight chargeable internal support units identified in Auditor- Controller's Phase I report in the billing rates for contract titles over a two-year period beginning in Fiscal Year (FY) 2006 -07 Postpone further work on Phase II until the full implementation of eCAPS is completed and the Sheriff has Implemented time collection and cost allocation measures PURPOSEIJUSTIFICATION OF RECOMMENDED ACIIQNS The purpose of the recommended actions is to include in future years all legally chargeable costs attributable to contract cities in the contract cities billing rates. In an effort to allow the contract cities time to adjust to the cost increases, we recommend that the resultant increase in billing rates be phased in over a two-year penod beginning in FY 2006-07 -To Ennch Lives Through �Cffactve And Caring Sennce" 012 EL SEGUNDO CITY COUNCIL MEETING DATE- September 6, 2005 AGENDA ITEM STATEMENT AGENDA HEADING. Special Orders of Business AGENDA DESCRIPTION: Consideration and possible action (Public Hearing) regarding the FY 2005 -2006 Preliminary Budget and Five -Year Capital Improvements Plan Including discussion and possible direction regarding all City revenues and expenditures RECOMMENDED COUNCIL ACTION: 1) Open Public Hearing, 2) Discussion, 3) Close or Continue the Public Hearing to September 20, 2005, 4) Schedule the budget adoption for the September 20, 2005 meeting, 5) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION: The FY 2005 -2006 budget process began on May 17, 2005 with a midyear review to the Council and approval of the budget calendar Departments were then given budget instructions and specific guidelines as directed by the City Manager On May 20, 2005 and July 25, 2005, the City Council held Strategic Planning Sessions with the City Manager and all department heads During these planning sessions, the City Council reviewed departmental projects and recommended program reductions, established priorities and set the general direction for the next fiscal year Programs, reductions or changes were made to the preliminary budget based on the recommendations of the City Council ATTACHED SUPPORTING DOCUMENTS, None FISCAL IMPACT. Discussion to Adopt FY 2005 -2006 Preliminary Operating and Five -Year Capital Improvement Budget Operating Budget Amount Requested Account Number Protect Phase* Appropriation Required: _ Yes X No ORIGIN TED BY: DATE- Bret M Plumlee, Director Administrative Services V1J 2 BACKGROUND & DISCUSSION The budget impacts of new projects are included in the FY 2005 -2006 Preliminary Budget The Preliminary FY 2005 -2006 Operating and Five -Year Capital Improvement Budget were distributed to the City Council on August 2, 2005 On August 16, 2005 a budget workshop was held to discuss the budget in detail The final steps in the process are a public hearing on September 6, 2005 and final budget adoption on September 20, 2005 As part of the final adoption of the budget staff will prepare a reconciliation of changes from the preliminary to the final adopted budget (!14 EL SEGUNDO CITY COUNCIL MEETING DATE: September6, 2005 AGENDA ITEM STATEMENT AGENDA HEADING: Special Order of Business AGENDA DESCRIPTION Consideration and possible action (Continued Public Hearing) to adopt the Recreation and Park Commission's recommendation to increase Swim Lesson fees, Recreation Park Identification Card fees, and Co -ed Softball League fees (Fiscal Impact $60,800 revenue ) RECOMMENDED COUNCIL ACTION: 1) Open Continued Public Hearing, (2) Discussion, (3) Adopt Resolution approving new fees for the El Segundo Parks and Recreation Department to recover costs incurred from providing various public services, (4) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION: The Recreation and Parks Commission's, approved new Coed softball league fees in April 2004 The Commission appointed a sub - committee to review other Recreation program fees The subcommittee met in September to review the Recreation Park Identification Card fee The Recreation and Parks Commission voted to approve the fee Increases in November 2004 In January, staff forwarded the Recreation and Parks Commissions recommendations to Council for both the Coed league and the Recreation and Park Identification card fee increases Council did not approve the fees, and asked that they be brought back after mid- year budget review in May Council also asked that swim lesson fees be reviewed at that time Staff completed the review of Swim lesson fees and sent a proposal to the Recreation and Parks Commission for their consideration in May, this included a three year incremental increase In Co -ed softball league fees and swim lessons These fees plus Recreation Park ID card fees were recommended on to the August 16, 2005 City Council meeting Prior to the Council meeting, the Mayor and City Manager met with the Recreation and Park Chair and asked her to take the fees back to Commission for further review and discussion The Recreation and Parks Commission discussed the item on August 17, 2005 and made no changes to the original recommendation ATTACHED SUPPORTING DOCUMENTS- Exhibit A for AIS and Resolution with Exhibit A FISCAL IMPACT: None Operating Budget. Account Number. Project Phase: Appropriation Required: _Yes X No ORIGINATED: DATE: Stacia Mancini, Recreation and Parks Director RREVIE DATE: 4 0' d� i Manager i 3 J EXHIBIT A CITY COST FOR ADULT COED SOFTBALL Field Preps 1 staff /day x 2 0 hrs x $22/hr x 1 prep /day x 4 days /wk x 11 wks = $ 1,936 00 Equipment 5 softballs /day x 4 days /wk x 11 wks = 220 x $3 501ball ($42 /dozen) = $770 00 Umpires 1 ump /game x 3 games /day x 4 days /wk x 11 wks = 132 x $5 00 /game (assigning fee) = 660 00 Scorekeepers 1 scorekeeper /game x 3 games /day x 4 days /wk x 11 wks x $9 00/hr = $1,188 00 Awards I trophy/league champ x 4 leagues x $20 00 /trophy = $80 00 18 t -shirts /league champ x 4 leagues x $7 /shirt = $504 00 Lights 4 5 hrs /day x 4 days /wk x 11 wks x $4 00 /hr = $792 00 Admm 5 0 hrs /wk (scheduling and standings) x l lwks x $32/hr = $1,760 00 TOTAL: $ 7,690.00 CURRENT COST RECOVERY: $150 /team (league fee) x 24 teams = $3,600 (46.8 %) PROPOSED COST RECOVERY: $225 /team (league fee) x 24 teams = $5,400 (70.2 %) COST COMPARISON WITH SURROUNDING CITIES The following list of fees has been obtained from each city's Recreation Department Fees are current as of April 12, 2004 El Segundo: $225 per team + $15 per game (official) Manhattan Beach $495 per team + $12 per game (official) Redondo Beach $385 per team + $12 per game (official) Torrance, $410 per team + $11 per game (official) Carson $375 per team + $11 per game (official) * The preceding fee increase proposal is submitted in an effort to help offset the operating costs of the Adult Coed Softball League. As noted above, the City of El Segundo is far below the market standard in the South Bay and surrounding areas in regards to Softball League fees. 0 1F EXHIBIT A - CONTINUED 2003 Recreation ID Cards Sold 2004 Recreation ID Cards Sold 2005 Estimate: RECREATION ID CARDS 3,200 3,900 4,500 Since Recreation ID Cards are now required for Class Registration, staff anticipates an increase in revenues *Note Revenue earned (Estimated $36,500) from proposed price increase will help to offset the operating costs for the Recreation & Parks Department FYI: Scenarios for Cost Savings with Recreation ID Cards: El Segundo Residents with Recreation ID Cards are not charged a per use fee The following are scenarios of what cost would be for families or individuals that do have Recreation ID Cards This shows how much El Segundo individuals and Families save with their Recreation ID Cards, and what the card cost are far those individuals or families Non Recreation ID card holder costs are listed below: Family #1: 2 Adults, 3 Children: Pool Use 2 /week x $3 /use x 52 weeks = $312 x 5 family members = $1,560 Tennis Court Use 1 /week x 2 hours /day (2 -hr minimum) x $10/hour x 52 weeks = $1,040 Picnic Reservations 2 reservation /year x 4 hours /reservation x $601hour = $480 Racquetball Use 2 /month x 2 hours /day (2 -hr minimum) x $251hour x 12 months = $1,200 2005 FAMILY #1 TOTAL: $4,280 Rec ID Cards Annual Fee (2 Adults x $6/ID + 3 Children x $2/ID): $18 Family #2: 2 Adults, 1 Child: Pool Use 5 /month x $3 /use x 12 months = $180 x 3 family members = $540 Basketball Court Use 2 /week x 2 hours /day (2 -hr minimum) x $10/hour x 52 weeks = $2,080 Picnic Reservations 1 reservation/year x 4 hours /reservation x $60/hour = $ 240 2005 FAMILY #2 TOTAL: $2,860 Rec ID Cards Annual Fee (2 Adults x $6Q1) + 1 Child x $2/ID): $14 0 il Individual #1: Swimmer: Pool Use (Lap Swim) Pool Use (Rec Swim) Picnic Reservations 4 /week x $3 /use x 52 weeks = $624 1 /week x $3 /use x 52 weeks = $156 1 reservation /year x 4 hour /reservation x $60/hour = $240 2005 INDIVIDUAL #1 TOTAL: Rec ID Cards Annual Fee (1 Adult x $6/[D): $1,020 $6 018 EXHIBIT A - CONTINUED Individual #2: Tennis Player Tennis Court Use 4 /week x $101hour x 2/hour (2 -hr nummum) x 52 weeks = $4,160 Picnic Reservation 2reservations /year x 4 hours /reservation x $60/hour = $480 2005 INDIVIDUAL #2 TOTAL: $4,640 Rec ID Card Annual Fee (1 Adult x $6/ID): $ 6 REVENUE: CURRENT: $6 Adults, $2 Children, $0 Seniors Adult ID: 1,800 x $6 = $10,800 Child ID: 2,250 x $2 = $4,500 Senior ID: 450 x $0 = $ 0 TOTAL: $15,300 PROPOSED: $15 Adults, $10 Children, $5 Seniors Adult ID: 1,800 x $15 = $27,000 Child ID: 2,250 x $10 = $22,500 Senior ID: 450 x $ 5 = $2,250 TOTAL: $51,750 SWIM LESSONS Current $10 for 8 classes or $1.25 per lesson - Estimated Revenue $5,400 Proposed for 2005 -06 $20 for 8 classes or $2.50 per lesson - Estimated Revenue $10,800 Proposed for 2006 -07 $30 for 8 classes or $3.75 per lesson Proposed for 2007 -08 $40 for 8 classes or $5.00 per lesson 019 RESOLUTION NO. A RESOLUTION ADOPTING NEW FEES FOR THE EL SEGUNDO PARKS AND RECREATION DEPARTMENT TO RECOVER COSTS INCURRED FROM PROVIDING VARIOUS PUBLIC SERVICES. BE IT RESOLVED by the Council of the City of El Segundo as follows SECTION 1 The City Council finds as follows A The City Council may establish fees for services under various provisions of California law including, without limitation, Business & Professions Code § 16000, Education Code § 18926, Government Code §§ 36936 1, 43000, 54344, 65104, 65456, 65874, 65909 5, 65943, 66013, 66014, 66451 2, and Health & Safety Code §§ 510, 17951, 17980 1, 19852 B Pursuant to Government Code § 66016, the City made data available regarding the cost, or estimated cost, of providing services for various fees ten (10) days before the public hearing held on July 19, 2005 C On July 19, 2005, the City Council heard public testimony and considered evidence in a public hearing held and noticed in accordance with Government Code § 66016 D At the recommendation of the City's Departments and the City Manager, the City Council believes that it is in the public interest to establish the recommended fees to recover the costs of public services SECTION 2 The Fees attached as Exhibit "A," and incorporated into this Resolution as if fully set forth, are approved and adopted SECTION 3 This Resolution is exempt from review under the California Environmental Quality Act (Cal Pub Res Code §§ 21000, et seq , "CEQA ") and CEQA regulations (Cal Code Regs tit 14, §§ 15000, et seq ) because it establishes, modifies, structures, restructures, and approves rates and charges for meeting operating expenses, purchasing supplies, equipment, and materials, meeting financial requirements, and obtaining funds for capital projects needed to maintain service within existing service areas This Resolution, therefore, is categorically exempt from further CEQA review under Cal Code Regs tit 14, § 15273 SECTION 4 This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded Page 1 of 4 0�0 SECTION 5 The City Clerk will certify to the passage and adoption of this Resolution, will enter the same in the book of original Resolutions of said City, and will make a minute of the passage and adoption thereof in the record of proceedings of the City Council of said City, in the minutes of the meeting at which the same is passed and adopted PASSED AND ADOPTED this 6th day of September, 2005 Kelly McDowell, Mayor Page 2 of 4 021 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO 1 I, Cindy Mortesen, City Clerk of the City of El Segundo, California, hereby certify that the whole number of members of the City Council of the City is five, that the foregoing Resolution No was duly passed and adopted by said City Council, approved and signed by the Mayor of said City, and attested to by the City Clerk of said City, all at a regular meeting of said Council held on the day of 2005, and the same was so passed and adopted by the following roll call vote AYES NOES ABSENT ABSTAIN ATTEST Cindy Mortesen, City Clerk /r Mark D In Rarl H Berge Assistant City yAt 6rney Page 3 of 4 022— EXHIBIT A FEES Recreation & Parks Current Proposed Justification for Department Fees Fee Fee Increase Per year Per year Adult Co -ed Softball: The City will recover approximately 70% of its actual costs associated with program League Fee $150 $225 (Per 11 week season) Recreation ID Cards: Per Year Per Year Due to costs associated with maintenance Costs Per year and equipment, facility and operations of Recreation Park requires an increase in fees Adult $6 $15 (18 — 61 years) Youth (3 — 17 years) $2 $10 Senior FREE $5 (62+ years) Recreation Group Swim Per Session Per Session Increase in costs associated with staffing, Lessons (8 classes (8 classes Certifications and facility operations per session ) pper session Swim Lessons $1 25 per lesson $2 50 per lesson For FY 05/06 $10 /session $20 /session $3 75 per lesson For FY 06/07 $30 /session $5 00 per lesson For FY 07/08 $40 /session Page 4of4 023 "s w 0 r a r_ ex O c 3 C E ° � m q O ° a p b 9 3 2 a ^" s2 oy _ °6N m o 9 0 0 g � m w > _ e"„ av mkt a�Eva U m m ry u M�' a m U E U 5 A �\ m w ° N � w w ¢ e° N 0 N w 4 w w d. Y S O O O24 O K W m F W W N O N a Z w F z m o3 > W J O O d Y a W o u i w v > LL o Sm 3 7N m N J N Q wr o� U� m my um' rv� °e g$ W r`�rppn�iro p�m� N � o - m m ° o w z E LL o w rc _ m a LL 3 p E ? g p > LL r O a x o E $ zo¢ 00 °' Q�jm p KY u 4ryOw Z pp� D q d 2 G LL F H g Z C I O V W W LL F 2 Joao u(F1' W N a p Z O w vl y F O J C m m LL LL m 0000 1Y Q p r X W r m y N> 2 Z Z d J 1- W W LL JJJ QZ y J J w w O J 2 T LL LL W K F Z ¢'-' K S ¢ a O a W LL u�GQi� QQ w LL Z 2 x V J W N F w W W q n u K f J Z U Q$ w O a a p LL w J 21 N F- aZ J Z }� N W mmmym N r W W aW O a �y O ° 5 . R N 2 Q j K S F m W LL U p w F u. a p w W d o ¢ LL W ` miOmmYOiFrWONg <�OSOw z�ryv N O w O J 0 LL -O a 2 o U m L a r c s m g S o m� W o <_Unw v gN zz �m < O 0 U U a u°i ao w Z Q J m u Q w0 U U ¢ w 0 r a r_ ex O c 3 C E ° � m q O ° a p b 9 3 2 a ^" s2 oy _ °6N m o 9 0 0 g � m w > _ e"„ av mkt a�Eva U m m ry u M�' a m U E U 5 A �\ m w ° N � w w ¢ e° N 0 N w 4 w w d. Y S O O O24 CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 8/5/2005 THROUGH 8/25/2005 Date Payee Amount Description 8/5/05 Cal PERS 245,643 90 PERS Retirement 8/9/05 Cal PERS 298,182 81 PERS Health 8/10/05 West Basin 880,944 78 H2O Payment 8/11/05 Health Comp 1,99478 Weekly claims 8/5 8/11/05 IRS 179,079 08 Federal Taxes 8/11/05 Employment Development 36,041 81 State Taxes 8/12/05 Federal Reserve 5000 Employee I Bonds 8/17/05 Health Comp 2,12718 Weekly claims 8/12 8/19/05 Cal PERS 243,129 24 PERS Retirement 8/19/05 La Salle 43,725 00 ABAG monthly payment 8/25/05 Health Comp 2,13374 Weekly claims 8/19 8/5- 8/25/05 Workers Comp Activity 49,201 70 SCRMA checks issued DATE OF RATIFICATION: 9/6/05 TOTAL PAYMENTS BY WIRE. Certified as to the accuracy of the wire transfers by City i lanqher 1,982,254 02 6 /05" Date � !6 -()' Date D e Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo 1,982,254.02 025 SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, AUGUST 16, 2005 — 5 00 P M CALL TO ORDER — Mayor McDowell at 5 00 p m ROLL CALL Mayor McDowell - Present Mayor Pro Tern Gaines - Present Council Member Boulgandes - Present Council Member Busch - Present Council Member Jacobson - 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 A SPECIAL ORDERS OF BUSINESS - Consideration and possible action regarding presentation of budget workshop on the FY 2005 -2006 Preliminary Operating Budget and Five Year Capital Improvement Plan Jeff Stewart, City Manager, gave Introductory remarks Bret Plumlee, Administrative Services Director, gave overviews on Revenue, Capital Improvement Protects and Expenditure summary He also presented highlights for the Elected Officials (City Council, City Clerk and City Treasurer) and Administrative Support Services (City Manager, City Attorney, Administrative Services, Internal Services /Nondepartmental) Seimone Jurps, Planning and Building Safety Director, presented department highlights and responded to Council questions Steve Finton, Public Works Director, presented department highlights and responded to Council questions Stacia Mancini, Recreation and Parks Director, presented department highlights and responded to Council questions Also read Into the record 21 Community Event Support Services requested in the FY05 /06 Budget (see attached list) Debra Brighton, Library and Cable Services Director, presented department highlights and responded to Council questions MINUTES OF THE SPECIAL CITY COUNCIL MEETING AUGUST 16, 2005 PAGE NO 1 026 E5 Jack Wayt, Police Chief, presented Police Department highlights and responded to Council questions Norm Angelo, Fire Chief, presented Fire Department highlights and responded to Council questions Mayor Pro Tern Gaines, suggested contacting legislators regarding expanding the use of UASI Grant monies Mayor McDowell spoke regarding the Los Angeles County Board of Supervisors move to consider increasing charges for Los Angeles County public safety services provided to local cities Requested that the item be agendized for a future date after upcoming City Managers' meeting ADJOURNMENT at 5 50 p m, Cathy Domann, Deputy City Clerk MINUTES OF THE SPECIAL CITY COUNCIL MEETING AUGUST 16, 2005 PAGE NO 2 027 ; N N 028 =1 C 7 n m Iz m C O CD y M rt (n (D C co 1 O Q O O s W N O O co V M U A W N v O T D) X Co M .�io O N d 2 O CO N CA W CO CO N 5 0 m U) D m m U) o D m CD C) r m 3 .a s Cn (=n K z O w r Q' - O — n O 3 M: m O N N C7 C c O CD N m 9 m 3 S 1 a' � m O 3 o 3 O 3 � m� � a- N O_ O m in T (D (D (D n T N Cn (D D) (D 0 � (D S N O 3 n W < -p N N -0 CD 3 m o x m v 3 m o m m T o m m : O O T CL N d N d O ' x CD N @ D) _ X CD CD CD O z -'. ¢D 0 m m m a CD - m a d T n. O CD N U! m x N 3 0) D CD G) � 00 - m r _ EA (A w fA fA fA to fA fA fA 69 fA fA f! fA 69 EA fA EA ffl 0 (N P N OOD W W N J N r n OA ) D A W J A A w W J m m ' tall Ul O O N 03 V p W 0) O O m 0) N M N M 0) A W W OD J A A A w fA fA fN A w fA w y) EA fA EA A fN HJ 9 fl fN �CC N C O ` O A (o p N OD N J � m p O D. W N ' m O) OD �- EA EA EA fA fA 69 EA fA fA w F9 EA fA G9 fA 6A bi EA G9 fA G9 _T m m as w w m W i i i o O i i i . i i i J J M Efl EA w EA '69 EA � � A EA 1 �m n A N n W O A J A M M O O O O ( 0O O O O ' ' Cl O O O O O O O ' fA fA fA lK fA fA fA to fA EA b9 M FA iA fA fA fA fA fA fA fA fA 0 A W J W (A N > W N D w o N w w A m W? W A W o s A in 4. A A o N OD O J 0) O O N W N A O m W co to W O O ' O O 028 =1 C 7 n m Iz m C O CD y M rt (n (D C co 1 O Q O O s W N REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, AUGUST 16, 2005 - 7.00 P M 5:00 P.M SESSION (Adjourn to 7 :00 P.M. Session) 7 00 P M SESSION CALL TO ORDER — Mayor McDowell at 7 00 p m. INVOCATION — Pastor Rob McKenna of the El Segundo Foursquare Church PLEDGE OF ALLEGIANCE — Council Member Eric Busch PRESENTATIONS — Mayor ProTem Gaines presented a proclamation proclaiming Sunday, September 11th a day of Remembrance in El Segundo and invited the citizens of El Segundo to observe at 8 30 a m , September 11th at Freedom Park those who have sacrificed their lives in defense and preservation of our freedoms Mayor McDowell Introduced to the community of Steve Napolitano, Deputy to Supervisor, 4th District, Don Knabe 3 Mayor McDowell presented a proclamation to Lila Hummel in recognition of her years of public service as the most senior official in the State of California, as she celebrates her 95th birthday on August 22, 2005 ROLL CALL Mayor McDowell - Present Mayor Pro Tern Gaines - Present Council Member Boulgarides - Present Council Member Busch - Present Council Member Jacobson - 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 1s closed Resident, 835 Dunne Street, spoke regarding the increase of fees MINUTES OF THE REGULAR CITY COUNCIL MEETING AUGUST 16, 2005 PAGE NO 1 029 A PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only MOVED by Council Member Busch, SECONDED by Council Member Jacobson read all ordinances and resolutions on the Agenda by title only MOTION PASSED BY UNANIMOUS VOICE VOTE 5/0 B SPECIAL ORDERS OF BUSINESS Consideration and possible action (Continued Public Hearing) regarding adoption of the Recreation and Park Commission's recommendation to increase Swim Lesson fees, Recreation Park Identification Card fees, and Co -ed Softball League fees (Fiscal Impact $60,800 revenue) Mayor McDowell stated this is the time and place hereto fixed for a public regarding possible action to adopt the Recreation and Park Commissions' recommendation to increase Swim Lesson fees, Recreation Park Identification Card fees and Co -ed Softball Leagues fees MOVED by Council Member Busch, SECONDED by Mayor ProTem Gaines to continue the public hearing to September 6, 2005 regular Council Meeting MOTION PASSED BY UNANIMOUS VOICE VOTE 5/0 C UNFINISHED BUSINESS 2 Consideration and possible action regarding adoption of a Resolution and introduction of an Ordinance for 1) the implementation of fob classification and salary range changes in the 2005 -06 fiscal year operating budget, and 2) amending the El Segundo Municipal Code (ESMC) to eliminate the Economic Development Department and the position of Director of Economic Development, and correct the title of Department and Department Head to the Library and Cable Services Department and Director of Library and Cable Services (Fiscal Impact $178,850 salary and benefits savings) Jeff Stewart, City Manager, gave a report Mark Hensley, City Attorney, read by title only RESOLUTION NO 4434 A RESOLUTION ESTABLISHING A SALARY RANGE FOR THE NEW JOB CLASSIFICATIONS OF SENIOR PROGRAM COORDINATOR AND SENIOR VIDEO TECHNICIAN MINUTES OF THE REGULAR CITY COUNCIL MEETING AUGUST 16, 2005 PAGE NO 2 030 MOVED by Council Member Jacobson, SECONDED by Council Member Busch to adopt Resolution No 4434 establishing a salary range for the new lob classifications of Senior Program Coordinator and Senior Video Technician, Approve the proposed class specifications for the new job classifications of Senior Program Coordinator and Senior Video Technician and the revised class specifications for Assistant City Manager and Assistant Finance Director and approve the examination plan for Assistant Finance Director MOTION PASSED BY UNANIMOUS VOICE VOTE 5/O Mark Hensley, City Attorney, read by title only ORDINANCE NO 1386 AN ORDINANCE AMENDING EL SEGUNDO MUNICIPAL CODE §§ 1 -6 -3 AND 1 -6- 5 REGARDING CITY DEPARTMENTS AND DEPARTMENT DIRECTORS Council Member Jacobson introduced the ordinance D REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS 3 Consideration and possible action regarding the Annual Report of the Recreation and Parks Commission Presentation to be made by Recreation and Parks' Chair (Fiscal Impact None) Colleen Glen -Rich, Recreation and Parks Commission, gave a report Council consensus to receive and file Annual Report of Recreation and Parks Commission 4 Consideration and possible action regarding a recommendation by the Aviation Safety and Noise Abatement Committee to appoint a new member to the Committee Jeff Stewart, City Manager gave a report MOVED by Council Member Jacobson, SECONDED by Council Member Busch to approve the nomination of Mr Richard Hurst to the Aviation Safety and Noise Abatement Committee MOTION PASSED BY UNANIMOUS VOICE VOTE 5/0 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. 5 Approved Warrant Numbers 2548627 to 2548883 on Register No 21 in the total amount of $1,025,008 98 and Wire Transfers from 7122/2005 through 8/4/2005 in the total amount of $1,425,305 02 Authorized staff to release Ratified Payroll and Employee Benefit checks, checks released early due to contracts or agreement, emergency disbursements and /or adjustments, and wire transfers MINUTES OF THE REGULAR CITY COUNCIL MEETING AUGUST 16, 2005 PAGE NO 3 031 6 Approved City Council Meeting Minutes of August 2, 2005 and Special City Council Meeting Minutes of July 25, 2005 7 Approved the proposed revisions to the Firefighter class specification 8 Declared vehicles, equipment and miscellaneous supplies identified in staff report as surplus and authorized the Risk Manager /Purchasing Agent to sell items at auction (Fiscal Impact Unknown) 9 Awarded Contract No 3504 to S &L Specialty Contracting, Inc for construction related to the Residential Sound Insulation Program's Group 7 (24 residences) (Estimated construction cost and retention $792,110) Authorized the City Manager to execute the contract in a form approved by the City Attorney 10 Approved Special Event Use Permit to provide use of city equipment and services and to waive all fees associated with use of said services and equipment for the 2005 Annual Richmond Street Fair on Saturday, October 8, 2005 (Fiscal Impact $1,500) 11 Waived fees for city services associated with the El Segundo Police and Fire Associations Annual Pancake Breakfast on Saturday, September 10, 2005 in front of Fire Station 1 (Fiscal Impact. $800) MOVED by Council Member Boulgarides SEC Consent Agenda Items 5, 6, 7, 8, 9, 10 and 11 VOTE 5/0 JDED by Council Member Jacobson to approve MOTION PASSED BY UNANIMOUS VOICE CALL ITEMS FROM CONSENT AGENDA - NONE F NEW BUSINESS G REPORTS — CITY MANAGER — NONE H REPORTS — CITY ATTORNEY — NONE REPORTS — CITY CLERK — NONE J. REPORTS — CITY TREASURER — NONE K REPORTS — CITY COUNCIL MEMBERS Council Member Boulgarides — None Council Member Busch — Spoke on the hunger crisis in Niger Council Member Jacobson — None MINUTES OF THE REGULAR CITY COUNCIL MEETING AUGUST 16, 2005 PAGE NO 4 032 Mayor Pro Tern Gaines — None Mayor McDowell — Announced August 17, 2005, 11 00 a m -2 00 p m Global Green USA, and Jane Harmon's Office are hosting an energy conservation presentation at the Torrance Cultural Arts Center Also announced that at 9 00 a m , same location and date, a Simulation would be held regarding a staged world market oil crisis, as a result of an incident overseas and the impact on oil costs Reported that LAWA is currently receiving comments on the draft EIR for the South runway improvement program Requested staff to post LAWA stakeholders meeting schedule on the City web site Mayor McDowell also stated that ASNAC would be preparing comments on the LAWA SAIP EIR and if the comments were ready by the next Council meeting, he would like them agendized under his name PUBLIC COMMUNICATIONS — (Related to City Business Onl y — 5 minute limit per person, 30 minute limit total) Individuals who have receive value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council Failure to do so shall be a misdemeanor and punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda The Council will respond to comments after Public Communications is closed Jack Kenton, resident, spoke regarding the LAX program and the EIR for the South runway Improvement program He also talked about the stake holders program and suggested people step forward and offer to attend the meetings MEMORIALS — Jean Long, mother of part-time City employee Linda Muchd, Norman Schwenk, part-time City employee, Carl Nessel, retired Battalion Chief, and Revered David Tlnoco, former Pastor of the El Segundo United Methodist Church, CLOSED SESSION - None ADJOURNMENT at 7 37 p m Cindy Mortesen City Clerk MINUTES OF THE REGULAR CITY COUNCIL MEETING AUGUST 16, 2005 PAGE NO 5 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT MEETING DATE: September 6, 2005 AGENDA HEADING: Consent Agenda Consideration and possible action regarding adoption of an Ordinance amending the El Segundo Municipal Code (ESMC) to eliminate the Economic Development Department and the position of Director of Economic Development, and correct the title of Department and Department Head to the Library and Cable Services Department and Director of Library and Cable Services RECOMMENDED COUNCIL ACTION* 1) Second reading by title only and adoption of Ordinance No 1386 2) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION: At the July 25, 2005 Strategic Planning Session, the City Council directed staff to eliminate the Economic Development Department and Director position and shift these responsibilities to the Assistant City Manager At the August 16, 2005 meeting, City Council provided for the introduction and first reading of Ordinance No 1386 amending the El Segundo Municipal Code (ESMC) Adoption of the Ordinance is required in order to eliminate the Economic Development Department and the position of Director of Economic Development from Chapter 6 of the ESMC The Ordinance also reflects that ministerial changes are being made to Chapter 6 to reflect the correct title of the Library and Cable Services Department and Director ATTACHED SUPPORTING DOCUMENTS, 1) Ordinance No 1386 FISCAL IMPACT. Operating Budget Amount Requested. Account Number Project Phase. Appropriation Required: _ Yes X No ORIGINATED BY' DATE. 06/29/05 A� %yI i�. �, &e Bret M Plumlee, Director Administrative Services REVIE Y DATE: J wart, City Manager agenda538 0 34 ORDINANCE NO. 1386 AN ORDINANCE AMENDING EL SEGUNDO MUNICIPAL CODE §§ 1 -6-3 AND 1-6 -5 REGARDING CITY DEPARTMENTS AND DEPARTMENT DIRECTORS. The city council of the city of El Segundo does ordain as follows SECTION 1 The City Council finds as follows A The El Segundo Municipal Code ( "ESMC ") provides that the City Council may from time to time by Ordinance designate departments, appointive officers, or employees of the City, B It is in the best interest of the City to list all existing City departments in the Municipal Code and officers excluded from the Personnel Merit System, and C It is in the best interest of the City to eliminate the Economic Development Department and the position of Director of Economic Development D It is in the best interest of the City to correct the title of the Department and Department Head to Library and Cable Services Department and Director of Library and Cable Services SECTION 2 ESMC § 1 -6 -3 is amended in its entirety to read as follows "Sec 1 -6 -3 CITY DEPARTMENTS: Effective October 1, 2005, the organization of city government consists of the following departments Administrative Services Department City Administration Fire Department Library and Cable Services Department Planning and Budding Safety Department Police Department Public Works Department Recreation and Parks Department" ESMC § 1 -6 -4 is amended in its entirety to read as follows "Sec 1 -6 -4• EXCLUSIONS 035 Those officers and members of departments in addition to department heads and elected officers who are expressly excluded from the merit system are Assistant City Manager City Attorney City Engineer City Manager Street Superintendent Water and Sanitation Superintendent' ESMC § 1 -6 -5 is amended in its entirety to read as follows "Sec 1 -6 -5� DEPARTMENT HEADS For the purpose of this chapter and for the purpose of initiative Ordinance 586 and for the purpose of ordinances expanding the coverage of initiative Ordinance 586, and not by way of limitation, effective October 1, 2005, the term "Department Head" includes Chief of Police City Manager Director of Administrative Services Director of Planning and Budding Safety Director of Public Works Director of Recreation and Parks Fire Chief Director of Library and Cable Services " Repeal of any provision of the ESMC herein will not affect any penalty, forfeiture, or liability incurred before, or preclude prosecution and imposition of penalties for any violation occurring before, this Ordinance's effective date Any such repealed part will remain in full force and effect for sustaining action or prosecuting violations occurring before the effective date of this Ordinance, If any part of this Ordinance or its application is deemed invalid by a court of competent jurisdiction, the city council intends that such invalidity will not affect the effectiveness of the remaining provisions or applications and, to this end, the provisions of this Ordinance are severable 036 The City Clerk is directed to certify the passage and adoption of this Ordinance, cause it to be entered into the City of El Segundo's book of original ordinances, make a note of the passage and adoption in the records of this meeting, and, within fifteen (15) days after the passage and adoption of this Ordinance, cause it to be published or posted in accordance with California law This Ordinance will become effective on the thirty -first (31st) day following its passage and adoption PASSED AND ADOPTED this day of 2005 Kelly McDowell, Mayor ATTEST STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Cindy Mortesen, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five, that the foregoing Ordinance No was duly introduced by said City Council at a regular meeting held on the day of 2005, and was duly passed and adopted by said City Council, approved and signed by the Mayor, and attested to by the City Clerk, all at a regular meeting of said Council held on the day of 2005, and the same was so passed and adopted by the following vote AYES NOES ABSENT ABSTAIN Cindy Mortesen, City Clerk APPROVED Mark D Hera H Berger,)Vs�fstant City Attorney 037 EL SEGUNDO CITY COUNCIL MEETING DATE September 6, 2005 AGENDA ITEM STATEMENT AGENDA HEADING Consent Agenda AGENDA DESCRIPTION Consideration and possible action regarding the approval of the examination plan for the Personnel Merit System fob classification of Office Specialist II - Human Resources RECOMMENDED COUNCIL ACTION 1) Approve the Examination Plan, 2) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION Section 1 -6 -9 of the El Segundo Municipal Code, entitled "Examinations ", provides that the Personnel Officer shall review and recommend to the City Manager, who in turn shall recommend to the City Council, an appropriate examination plan and weights for each portion of the examination for Personnel Merit System fob classifications Approval of exam plans for Merit System fob classifications in all City Departments has been required since the passage of initiative Ordinance No 586 in April 1962 - continued on next page - ATTACHED SUPPORTING DOCUMENTS. None FISCAL IMPACT Operating Budget Amount Requested Account Number Project Phase* Appropriation Required _Yes X No ORIGINATED DATE. 08 -26 -05 Bret M Plumlee. Director of Administrative Services REVIEWED BY. DATE y Agenda 539 G 8 7 BACKGROUND & DISCUSSION For departments other than the Police and Fire Departments, the plan may consist of any one or combination of the following techniques 1 Written, 2 Oral, 3 Demonstration, 4 Any evaluation of education, experience, or skills or physical fitness, which fairly evaluated the relative capacities of the applicants The examination plan, for entrance or promotional, for the Police and Fire Departments, must consist of a written examination and one or more of the following 1 Oral, 2 Demonstration, 3 Any evaluation of education certification, experience, or skills or any test of manual skills or physical fitness, which fairly evaluates the relative capacities of the applicant With regards to the Office Specialist II position, it is a single person classification This position is part of the Management — Confidential Group, and the current opening has arisen due to the resignation of the previous incumbent It is recommended that the Examination Plan read as follows Office Specialist II — Human Resources Open- Competitive Written Exam Pass /Fail Structured, Technical and Career Weighted 100% Preparation Oral Interview 039 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT MEETING DATE. September6, 2005 AGENDAHEADING• Consent Agenda Consideration and possible action regarding a request on behalf of Boeing from JWT Employment Communications to place a 1,320 square -foot temporary sign on the exterior of the building at 650 N Sepulveda Boulevard for 120 -days Applicant JWT Employment Communications RECOMMENDED COUNCIL ACTION 1 Approve JWT Employment Communications' request to install an oversized sign for 120 - days, and /or 2 Alternatively, discuss or take other actions related to this item BACKGROUND & DISCUSSION: On August 22, 2005, JWT Employment Communications, on behalf of Boeing, submitted a letter to the City requesting approval of a 1,320 square -foot (60'x 22') temporary sign at 650 N Sepulveda Boulevard Section 15- 18 -8(H) of the El Segundo Municipal Code (ESMC) requires that any sign over 500 square feet in area must be approved by the City Council Pursuant to ESMC Section 15- 18 -8(1 1) special event signs may be installed for a maximum of 30 -days and renewed for up to a total of 120 -days Boeing intends to install the proposed sign on September 26, 2005, on the south exterior budding face at 650 N Sepulveda Boulevard The purpose of the sign is to attract prospective employees to Boeing with a slogan of "Your Imagination Didn't Stop at the Ceiling Apply at boeing com /careers " The sign would be made of a mesh vinyl material affixed to the building through a system of cables and grommets The sign will not be illuminated The City Council has approved two temporary banners for Boeing at three different locations in El Segundo in the past ATTACHED SUPPORTING DOCUMENTS- 1 Letter of Request from Sylvia Ortega, Traffic /Production Manager, JWT Communications, dated August 19, 2005 2 Boeing Sign Illustration FISCAL IMPACT. Operating Budget. N/A Amount Requested, N/A Account Number. NIA Project Phase, NIA Appropriation Required _Yes X No ORIGINATED BY DATE. August 30, 2005 Seimone Jupis, Di ct /=f nning and Building Safety REVIEW DATE: 0� ' j�- Jef r art, City Manager 1 P \Planning & Building Safety\Kim \BoemgSTAFF REPORT CC 09 06 05 doc 040 f WT Employment Communications 2425 Olympic Boulevard, Swte 22C.-W, Santa Monica, a 90404 P +1 310 309 8282 F +1 320 3o9 8283 .W.Jwtec Co. August 19, 2005 Alexis Schopp Planning Technician 350 Main Street El Segundo, CA 90245 310 - 524 -2343 aschopp@elsegundo.org Re: LAJ -3438 El Segundo Building Banner information requested The Planning Manager for El Segundo will submit the request to the City Council. Here is a list of what was requested: 1. Letter stating Boeing's intentions with this banner - attached 2. Color print out of layout showing text and design - attached 3. Photo simulation of banner "hanging' on building - attached 4. Provide dimensions of banner - 60'w x 22'h 5. Duration banner will be up for - 60 days with the possibility of extension 30 -60 days thereafter 6. Elevation of banner - 55 feet from ground up to bottom of banner. 7. What direction does the banner face? South 8. Which building - address. - 650 N. Sepulveda Blvd., El Segundo, CA 90245 Regards, ylvi Ortega Traf c /Production Manager JWT Employment Communications (310) 309 -8267 cc Shelby King Joyce Tong 041 JWT Employment Communications 2425 Olympic Boulevard, Suite 2200 -W, Santa Monica, CA 90404 F +13103098"82 F 1 310 309 8283 wwwjwtec tom August 18, 2005 RE Request for Building Banner at 650 N. Sepulveda Blvd. r" To Whom It May Concern: On behalf of The Boeing Company, JWT Employment Communications is seeking your approval for a 62 -foot by 22 -foot banner for Boeing's building at 650 N. Sepulveda Boulevard. The purpose of this advertising banner is to attract engineering talent for our facility in El Segundo in support of Boeing's growth there. We are happy to provide all the details that the City of El Segundo has asked us to include. They are enclosed. Thank you for your time and consideration. Sincerely, JWT Employment Communications 042 r r b 4 W A W m m N W bl d 9 N M n u b A d m N m U ro d m m 1 043 Apply at: boeing.com/careers .1 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT MEETING DATE- September, 6 2005 AGENDA HEADING Consent Agenda Consideration and possible action for final acceptance of the Re- Grading and Enlargement of Tee Surfaces and Replacement of Tee Boxes at The Lakes Golf Course Approved Capital Improvement Project No PW 05 -11 (Final contract amount $ 88,000) COUNCIL ACTION: Recommendation — (1) Accept the work as complete, (2) Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office, (3) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION- On June 7, 2005 the City Council awarded a contract to Belaire- West Landscape, Inc. for the Re- Grading and Enlargement of Tee Surfaces and Replacement of Tee Boxes at The Lakes Golf Course. All work has now been completed to the satisfaction of the City and staff recommends acceptance of the project ATTACHED SUPPORTING DOCUMENTS. Notice of Completion Project 05 -11 FISCAL IMPACT: $88,000 Operating Budget, Capital Improvement Program: Amount Requested: Account Number: Project Phase: Appropriation Required. $568,200.00 501- 400 -5301 -8104 Accept the work as complete ORIGINATED 8 -C DATE Stacia Mancini, Director of Recreation and Parks DATE: Jeff 045 W 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 Re- Grading and Enlargement of Tee Surfaces and Replacement of Tee Boxes at The Lakes Golf Course Project No PIN 05-11 Notice is hereby given pursuant to State of California Civil Code Section 3093 at seq that 1 The undersigned is an officer of the owner of the interest stated below in the property hereinafter described 2 The full name of the owner is City of El Segundo 3 The full address of the owner is City Hall, 350 Main Street, El Segundo, CA, 90245 4 The nature of the interest of the owner is City of El Segundo 5 A work of improvement on the property hereinafter described was field reviewed by the City Engineer on August 12, 2005 The work done was Re- Grading and Enlargement of Tee Surfaces and Replacement of Tee Boxes at The Lakes Golf Course 6 On September 6, 2005, 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 Belaire -West Landscape, 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 Golf Course 9 The street address of said property is 400 South Sepulveda Boulevard Dated Steven Fenton City Engineer /Director of Public Works 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 penury the foregoing is true and correct Executed on 2005 at El Segundo, California 046 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA MEETING DATE. September 6, 2005 AGENDA HEADING- Consent Agenda Consideration and possible action regarding the adoption of plans and specifications for a public works project at Camp Eucalyptus Interior cabinets - Project No PW 005 -08 (Estimated cost $15,000) RECOMMENDED COUNCIL ACTION. Recommendation — (1) Adopt plans and specifications, (2) Authorize staff to advertise the project for receipt of bids, (3) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION. When Camp Eucalyptus was completed, a Task Force was assigned as to how best meet the community's needs with this building It was agreed that the cabinets on either side of the large room would be needed for storage With input from the user groups, the specifications and design were drafted The majority of the funding for this project is derived from donations of Chevron and Leadership El Segundo in the total amount of $12,800 The scope of work provides for construction of two rows of cabinets on either side of large room to be constructed out of wood with a natural finish Each cabinet will be 36" wide x 48" tall and 36 "deep with a single door and heavy duty deadbolt ATTACHED SUPPORTING DOCUMENTS. Cabinet specification and drawing FISCAL IMPACT: Operating Budget, Capital Improvement Program- Amount Requested. Account Number: 703 - 200 - 5101 -2602 = $12,800 (Chevron & Leadership El Segundo donation) 001 -400- 5202 -6206 = $ 2,200 (Contract services) Project Phase: Adoption of Plans and Specifications Appropriation Required: None ORIGINATED BY- DATE: 'Y1'ja oy�j O A -8� *v -dZ*c.t $-3 1-or Stacia Mancini, Director of Recreation and Parks REVIE DATE: 4 t 1,, 10 047 Camp Eucalyptus 641 California Street Project No PW05 -08 Scope and Location of work Construction of approximately 70 linear feet of all wood constructed finished cabinets at Camp Eucalyptus Approximately 17'6" linear feet of cabinets on either end of main room with two rows in height Cabinet Specifications. (1) 36" wide x 45" tall x 36' deep (2) 1 Slab door with concealed hinges and deadbolt lock function per cabinet (3) Wood interiors with adjustable shelving One shelf per cabinet (4) Natural finish (5) Include all end caps to fit cabinets into opening �• 7 7 a D aH W o V; N D ro 0 a tti F �, ca U r S b � p 0 V a Q b � 1 b �E:� O o^ a I 04; U 7 LFU O 0 m N 2 e a 0 o a I 04; U 7 LFU O 0 m N 2 e EL SEGUNDO CITY COUNCIL MEETING DATE: September 6, 2005 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION. Consideration and possible action regarding the acceptance of $96,990 in grant funding from the U S Department of Homeland Security, Office of Domestic Preparedness (ODP), under the State Homeland Security Grant Program ( SHSGP) for the Fiscal Year 2005 Federal Budget Year (FY2005) Fiscal Impact $97,000 RECOMMENDED COUNCIL ACTION: 1) Authorize the acceptance of $96,990 in grant funds from the FY2005 SHSGP grant program, 2) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION: In March 2005, the City of El Segundo submitted grant proposals to cover first response needs for equipment essential to firefighting and hazardous materials response, law enforcement and anti - terrorism, and emergency management operations The proposal included equipment for potential response to weapons of mass destruction, interoperable communications, hardening of sensitive utilities and Emergency Operations Center (EOC) equipment The City of El Segundo established specific anti - terrorism goals and objectives, and also established priorities specifically for the acquisition of essential equipment and training The items requested in the proposal reflected general priorities, which had previously been identified and reviewed with the former City Manager On March 31, 2005, the City of El Segundo was advised it had been awarded funding from the State Homeland Security Grant Program subject to State approval under the following categories Continued on next page ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Operating Budget: Amount Requested- Account Number: Project Phase Appropriation Required: None $97,000 001 - 300 - 0000- 3735(Revenue) 001 - 400 - 3255- 8104(Expenditure) N/A X Yes _ No ORIGINATED- DATE: 08/25/05 050 1 1 BACKGROUND & DISCUSSION (continued), El Segundo Police Department Patrol Mobile Radios (3) - $13,747 Patrol Mobile and handheld Radios (3) - $13,747 Final radio costs are approximately $4,449 each, with Motorola proprietary software ($1,052), options, installation, antenna tuning, programming, and 2 -year warranty The individual radio cost is $3,551 each using Los Angeles County Fire bid pricing The mobile radio package is designed for an interoperable telecommunications bridge for a Mobile Law Enforcement Mutual Aid Tactical response vehicle, and achieving Interoperabillty by incorporating a VHF -Hi (136 -174 MHz), VHF -Lo band (30 -50 MHz), UHF (450 -512 MHz), and 800 MHz radio transceivers ESPD radios are currently analog - capable only and do not have multi -band capability Two UHF portable handheld radios will be installed for use by personnel operating the response vehicle The radios awarded in the grant meet updated standards established by the Urban Area Security Initiative (UASI) grant planning guidance for mteroperability The radio purchase meets a national goal to improve local interoperability and communications regionally All public safety communications equipment purchased with federal grant funding must meet the Association of Public- Safety Communications Officials (APCO International) "APCO -25 Project" Standards for Public Safety Radio — a radio system design that is capable of meeting analog, digital, and trunking capable and signal encryption programming standards These capabilities allow the City of El Segundo to communicate regionally with cities like Los Angeles, which utilizes digital narrow - frequency radios, and the City of Culver City which uses a trunked radio system El Segundo will have the flexibility to integrate regional communication standards adopted countywide as they are implemented This equipment has a life expectancy of 7 years The equipment would be replaced at the end of its life through the Police Department Capital Equipment Replacement Schedule El Segundo Fire Department Purchase of Personal Radiation Dosimeters - $27,163 The County of Los Angeles in 2002 issued standards for equipment that has since been modified due to exercise simulation, field testing and concerns for durability The Canberra model dosimeters are the same devices utilized now by the City and County Los Angeles Fire Departments The dosimeters have standard features that simplify field use and real world application regionally The dosimeters will provide simple operation for possible radiation incidents for up to 25 fire department personnel and support teams The life expectancy for these dosimeters is 15 years This equipment would be replaced at the end of their replacement cycle through the fire department's replacement budget Existing dosimeters that were purchased with SHSGP grant funding and owned by the County will be turned over to the County stockpile Purchase of Mobile Data Computer (MDC) - $9,793 for the USAR vehicle fiji Data 911 MDC unit pricing is $8,135 53 for the base unit including taxes The installation, warranty, and shipping costs are approximately $1,340 for a total cost of $9,478 53 per unit The Data 911 Mobile Data Computer (MDC) matches existing fleet standard for public safety The MDC heavy aluminum case design and mounts are designed for excessive vibration, with ruggedized case design for extreme public safety environments and interaction with the city's computer aided dispatch system The MDC screen is specifically designed for driving and visibility under direct sunlight The MDC has a separate, shielded steel storage case that is stored out of sight for protection from theft and shielded from harsh environments Standard office laptops are not desired in mobile public safety field environments because of their office design and inability to withstand the rigors of heavy public safety field use Standard laptop LCD screens are subject to warping or breaking in closed vehicle interior environments, which can easily reach 130 degrees or higher under moderate weather (80+ degrees) These and many other factors make standard laptop use impractical and subject to higher operating costs for repair or replacement Extreme use is generally not covered under warranty El Segundo Emergency Management Program (EM) EOC Equipment — replacement of fixed LCD video projection system which is unreliable and losing projection clarity and illumination capability - $2,500 The County established standards that each EOC have minimum capability One capability is the ability to project data collection information to the EOC personnel, i e , collection and posting of damage, status of shelters and critical facilities, and operational field elements (Computer Aided Dispatch (CAD) information) The existing LCD projector has reached its service end of life (5+ years) and is subject to recurrent failure due to heat generated by the bulb, the age of the internal fan, and ability to interconnect other computers is tenuous at best El Segundo Public Works Installation of improvements to harden the security at the Water Facility - $30,040 These improvements would have a life expectancy of at least 20 years The improvement would be replaced at the end of its life through the Water Enterprise Fund operational or capital budgets $96,990 Total Grant Award The equipment awarded will improve capability and response to chemical, biological and other hazards at emergency incidents and is a continuation of the terrorism grant funding being sought for the past 3 years under the DHS terrorism readiness programs In accordance with the City Council Policy regarding grant submissions: The Federal Department of Homeland Security, under the Office for Domestic Preparedness (ODP), administers the grant programs The total amount being requested is $96,990 Matching Funds Cost -Share — n/a 05`' 4 Source of Matching Funds Cost Share n/a 5 The grant does not provide upfront funding Municipalities encumber the approved funds and are reimbursed by the State of California in approximately 60 days 6. Conditions required under this grant: a Establish that an Equal Employment Opportunity Plan (EEOP) be in place prior to spending grant funding beyond $25,000 in any single year b All equipment purchased under the grant funding, if awarded, is required to be maintained and replaced under the city's capital equipment replacement standards c The City of El Segundo must maintain an inventory system for all items purchased under the Homeland Security grant programs 053 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT MEETING DATE: September 6, 2005 AGENDA HEADING: Consent Agenda Consideration and possible action to waive the formal bidding process per the El Segundo Municipal Code Sec 1 -7 -10 and authorize the Fire Department to purchase hardware, seats, and installation to retrofit all fire response apparatus with mounting systems for upgraded Self Contained Breathing Apparatus (SCBA) Fiscal Impact $12,200 COUNCIL ACTION• 1) Recommend that City Council waive the formal bidding process per El Segundo Municipal Code Sec 1 -7 -10, and authorize the Fire Department to purchase equipment and installation of that equipment from Allstar Fire Equipment to retrofit mounting systems for upgraded Scott Self Contained Breathing Apparatus (SCBAs), 2) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION: On February 15, 2005, Council approved the first phase of the Fire Department breathing apparatus upgrade approving the purchase of twenty -six (26) Scott CBRN (Chemical, Biological, Radiological, Nuclear) Certified Self Contained Breathing Units (harnesses and regulators) under the USFA/FEMA Assistance to Firefighters 2004 Grant Program That bid was awarded to Allstar Fire Equipment On April 5 2005, Council approved the second phase of the department breathing apparatus upgrade with the approval of forty (40) Carbon fiber breathing air bottles which were compatible with the upgraded Self Contained Breathing Apparatus (SCBAs) Some of the bottles are utilized to quickly replace expended bottles of air at an emergency scene This bid was also awarded to Allstar Fire Equipment Continued next page ATTACHED SUPPORTING DOCUMENTS- None FISCAL IMPACT- Operating Budget. $44,380 Amount Requested: $12,200 Account Number. 601 - 400 - 3202 -8104, Unit SCBA Project Phase. Final Appropriation Required: _Yes X No ORIGINATED BY. DATE- Norm . Fire thief DATE. rt, City Manager 054 12 BACKGROUND & DISCUSSION continued: This is the third and final phase to complete the installation of the upgraded breathing apparatus upgrade This request covers the purchase of seats and /or bottle brackets required for the upgraded SCBA system The new size and style of the SCBAs require these new mounting systems In discussing this project with operations and Risk Management/Purchasing staff, it was a uniform concern that the interests of the City of El Segundo would best be served by having one vendor responsible for all phases of the project to ensure beginning -to -end project accountability for the SCBA system Allstar Fire Equipment has a long history as one of the Department's dependable equipment vendors with an excellent service history Allstar Fire equipment was awarded the contract for the first phase under a competitive bid and the second phase under a piggyback The department and Risk Management/Purchasing Staff feel it is desirable to utilize Allstar Fire Equipment for this final phase thus maintaining a single point of contact for all aspects of this project including any post - installation warranty work or repairs Accordingly, the Fire Department requests that the City Council waive the City's bidding requirements pursuant to ESMC § 1 -7 -10 and award the SCBA contract to Allstar Fire Equipment The requested funds would come from existing Fire Department equipment replacement funds which are earmarked for SCBA Systems Seats and /or Hardware for all emergency response apparatus $9,514 90 Sales Tax $ 78498 Freight $ 18940 Installation labor costs $1,68000 Total Expenditure Requested $12,16928 055 EL SEGUNDO CITY COUNCIL MEETING DATE. September 6, 2005 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to waive the formal bidding process and approve a contract with SBC for a certified upgrade of the 9 -1 -1 system for the El Segundo Public Safety Communications Center The total cost for the upgrade is $128,517 75 and will be fully and directly funded by the State of California RECOMMENDED COUNCIL ACTION: (1) Recommend that pursuant to El Segundo Municipal Code Sec 1 -7 -10, the City Council waive the formal bidding process based on a sole source vendorfor a certified upgrade of the 9 -1 -1 system for El Segundo Public Safety Communications Center under California Master Purchase Agreement DGS -0026 (2) Authorize the City Manager to execute a Scope of Work contract with SBC for a certified upgrade of the El Segundo Public Safety Communications Center's 9 -1 -1 system (3) Authorize the Administrative Services Department to issue a "zero dollar" purchase order authorizing SBC to directly invoice the State 9 -1 -1 for the system upgrade (4) Authorize the Manager of the Communications Center to sign a State of California System Acceptance and Authorization Form after 240 consecutive hours of operation following the system cutover date (5) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION: The administration of funding for equipment and services related to the answering of 9 -1 -1 calls is based upon laws passed by the California Legislature In essence, the laws specify that the State of California, Department of General Services, Telecommunications Division, California 9 -1 -1 Emergency Communications Office (9 -1 -1 Office), shall manage the State Emergency Telephone Number Account The State Emergency Telephone Number Account is funded through CPUC tariffs, which are expended to reimburse agencies for equipment and services to answer 9 -1 -1 calls Continued next page ATTACHED SUPPORTING DOCUMENTS- Scope of Work and Cost Table State of California Commitment to Fund 9 -1 -1 Equipment and Services form State of California Acceptance and Authorization form FISCAL IMPACT: Operating Budget: $0 Amount Requested: $0 $128,517 75 to be fully and directly funded by the State of California 9 -1 -1 Office Account Number: None Appropriation Required: No City Manager 13 r15� In order to provide funding in an equitable manner throughout the state, the 9 -1 -1 Office has established a customer premise equipment (CPE) funding allotment calculation based on the volume of 9 -1 -1 calls received at each Public Safety Answering Point (PSAP) Based on an analysis of the emergency call traffic for the El Segundo Public Safety Communications Center (ESPSCC) a funding allotment of $145,000 has accrued The State of California has implemented a Master Purchase Agreement (MPA), contract DGS -0026, that provides each PSAP an effective procurement vehicle for system replacement or certified upgrade of their 9 -1 -1 system CPE and services, where the CPE is certified to last, as new, for an additional five years The ESPSCC began operation in August 2000 The 9 -1 -1 equipment in the center was installed and maintained by SBC, and included a one year system warranty and four years of system maintenance Therefore, the installed 9 -1 -1 equipment is no longer under warranty or system maintenance ESPSCC staff requested and received a Statement of Work (SOW) and cost quote from SBC in the amount of $128,517 75 for a certified upgrade of the center's existing 9 -1 -1 equipment All equipment provided by SBC will comply with State of California Contract DGS -0026 and any FCC requirements for 9 -1 -1 to include a one -year warranty and a years two through five maintenance contract The SOW and cost quote were submitted to the 9 -1 -1 Office requesting the upgrade be fully and directly funded by the State of California On August 3, 2005, ESPSCC staff received approval from the 9 -1 -1 Office to fully and directly fund the upgrade 057 SCOPE OF WORK for El Segundo Police Department VESTA E9 -1 -1 Upgrade Project Version 19 103 CI A TTTY 01 July 26, 2005 Table of Contents 056 1.0 OVERVIEW ....................................................................................... ..............................1 1.1 PURPOSE & OBJECTIVES 1 1.2 REUTILIZATION OF EXISTING EQUIPMENT 1 1.3 EQUIPMENT REMOVAL & DISPOSAL 1 2.0 DESIGN SOLUTION ....................................................................... ..............................2 2.1 SYSTEM GROWTH CAPABILITIES 2 2.2 CONNECTIVITY 2 2.3 WORKSTATION APPLICATION & USE 2 2.4 SYSTEM PROGRAMMING 3 2.5 INTEGRATION REQUIREMENTS 3 2.6 BUILDING MODIFICATIONS 3 3.0 CHANGE REQUESTS .................................................................... ..............................3 4.0 ACCEPTANCE TESTING ................................................................. ..............................4 5.0 RESPONSIBILITIES ......................................................................... ..............................4 5.1 SBC PACIFIC BELL PROJECT TEAM 4 5.2 PROJECT MANAGER 5 5.3 SBC RESPONSIBILITIES 5 5.4 AGENCY RESPONSIBILITIES 5 6.0 SPECIFIC SITE REQUIREMENTS (REFER TO APPENDIX B - AGENCY MEETS ALL REQUIREMENTS) ..................................................................................... ............................... 6 6.1 EQUIPMENT ROOM REQUIREMENTS 6 62 RACK LOCATIONS 6 6.3 HVAC REQUIREMENTS 6 6.4 POWER & BREAKER PANELS 7 7.0 INSTALLATION SCHEDULE ....................................................... ..............................8 8.0 MAINTENANCE PLAN ............................. ................................ ..............................8 81 POST INSTALLATION SUPPORT LIMITATIONS 8 8.2 REPAIR OF UNSUPPORTED FAILURES 9 9.0 TRAINING ....................................................................................... ..............................9 9.1 SUPERVISOR/DISPATCHER TRAINING 9 9.2 TRAINING DOCUMENTATION 9 9.3 SERVICE MANUAL DOCUMENTATION 9 10.0 DOCUMENT ACCEPTANCE ......................................................... .............................10 APPENDIX A: AGENCY COMPLIANCE -SITE CERTIFICATION DOCUMENT ...................... 11 APPENDIX B: LAN/WAN POLICY ............................................................... .............................12 APPENDIX C: FLOOR PLAN .................................................................... .............................13 APPENDIX D: PRICING & TERMS ...................................................... .............................14 0 5- 9 APPENDIX E: CHANGE ORDER REQUEST FORM ................................... .............................15 APPENDIX E: MAINTENANCE PROCEDURES .......................................... .............................16 Coo 1.0 OVERVIEW 1.1 Purpose & Objectives The purpose of this document is to describe the work to be performed by SBC (also referred to as the Contractor) in satisfying the requirements of El Segundo Police Department (also referred to as the Agency) SBC shall provide the following products (6) Plant Vesta Standard IWS with (6) 19" LCD of monitors (6) Genovation keypads (1) Vesta Standard Server 1.2 Reutilization of Existing Equipment The following equipment has been certified to be compatible with current technology and in good condition This equipment will be reutilized MAARS Controller (1) ARU (6) TIU (1) RMU (1) DBU (1) CIU (1) CRU (2) MIU (3) PSU ComCentrex (1) Power supplies (3) 60 line shelves (2) Line card shelves Backroom (2) Toshiba 1500 UPS The equipment provided by SBC shall comply with State of California Contract DGS- 0026 and any FCC requirements for E9 -1 -1 to include a one -year warranty and years two through five maintenance contract This document supercedes offerings and descriptions in any previous document. Detailed components inventory and pricing are listed in Appendix D. 1 3Equipment Removal & Disposal The following equipment will be removed and disposed of by SBC ♦ Exposed cables will be removed 061 Document Version 19 103 1 of 20 ♦ Old Vesta workstations will be removed and placed in an area onsite specified by the agency SBC will remove Vesta software and reset passwords prior to handing over to agency We will give agency the new password 2.0 DESIGN SOLUTION SBC shall provide a solution that includes a MAARS ANI /ALI controller, six (6) 19" LCD monitors and six (6) VESTA@ intelligent workstations each with keyboard arbitration and adjunct keypad VESTA Upgrade SBC shall provide a solution that replaces the existing E9 -1 -1 Server, Workstations, monitors and software with new state of the art components The VESTA Workstation will provide the computer platform for the VESTA 911 2.1 System Growth Capabilities MAARS's modular design allows maximum growth flexibility MAARS answers any size call- center's need for 9 -1 -1 functionality The modular design of MAARS allows the system to be configured to accommodate any size PSAP, from one -trunk one - position to an unlimited number of both The number of modules in a system depends on the population of the area served System modules are designed so each performs a single dedicated system function with no single point of failure ComCentrex provides advanced standard features such as speed dialing, call sequencing and three -party conferencing ComCentrex telephone consoles are available in desktop or 19 -inch panel -mount models Consoles feature from 30 to 150 lines with up to 100 user - programmable speed dial numbers This system can currently handle up to 32 lines and is designed to accommodate up to 60 lines by adding additional line cards 2.2Connectivity The Plant E9 -1 -1 system will connect to the following phone lines and Systems (5) CAMA Trunks (12) 10 -digit Emergency/ Administrative Lines (7) Rmgdown Circuits (2) 7 digit emergency numbers for cell phone calls 2.3Workstation Application & Use (6) Dispatcher Positions each of which utilizes a common headset for radio & phone Unless mutually agreed to by the Contractor and the Agency, Agency personnel will not perform maintenance or attempt repairs to equipment 062 Document Version 19 103 2 of 20 2ASystem Programming The system will be programmed with a log in ID for each Administrator /Supervisor The administrators/ Supervisors will have all the capabilities that the dispatchers have as well as additional capabilities requested by the Agency The "master' speed dial list will be the same for each position and the site supervisor /administrator will have the capability to change, add, and delete speed dials on the "master" list The system will be programmed with a log in ID for each dispatcher There will be a single Agent Profile for all dispatchers that will have the same configuration, colors and icons ACD (Automatic Call Distribution) programming is not a feature of this system The system will be programmed to "ring all" positions in the event of an incoming call The system programming requirements may be changed at the request of the Agency during the Installation process The SBC Project Manager /ECM will work with the Agency to meet their specific needs 2.5integration Requirements SBC will be the integrator for all telephony - related issues SBC will be responsible for installation and maintenance of all network facilities terminating into the connector block installed at each position CAD Interface The MAARS system provides a CAD Interface Unit module that allows other system devices to interface with emergency call information It will provide the retrieved ANI /ALI for an emergency call, as well as the answering position identification on an ASCII RS- 232C port The demarcation point for the Agency CAD is the MAARS CIU in the equipment room Logging Recorder The logging recorder interface demarcation block to the agency recorder systems will be the SBC Pacific Bell provided connector block located on the back plane in the E9 -1 -1 equipment room 2.6 Building Modifications All budding modifications are the responsibility of the Agency The SBC Protect Manager /ECM will work closely with the Agency to determine proper timeline coordination for a smooth system implementation SBC in Appendix A lists any building modifications and requirements that the Agency must make prior to the equipment being delivered. 3.0 CHANGE REQUESTS The Agency may at any time, by written order, and without notice to the Contractor's sureties, submit a change order to the Contractor Within ten (10) working days of receiving a proposed change order, the Contractor shall submit a written cost estimate, Document Version 19 103 063 3 of 20 which shall include adjustments to the Project Price, Project Schedule, Statement of Work, Acceptance Criteria, or any other obligations of the Contractor, as applicable The Contractor may also decline the change order, depending on the nature of the requested changes The Contractor may also propose a change order involving additions, deletions, or revisions to the work, or any obligations imposed upon the Parties under this agreement SBC's changes to the system design or individual component changes shall be submitted to the Agency for approval using the Change Request Form shown in Appendix E The Agency shall appoint a single individual as a Project Manager Change Orders shall be approved in writing, by the Agency's Project Manager The Contractor shall not proceed with any work contemplated in any proposed Change Order until it receives written notification to commence such work from the Agency's Project Manager 4.0 ACCEPTANCE TESTING Final system acceptance for this Scope of Work will occur when the standards of performance (see Section II -Page 20 of 34 of DGS -0026 at http / /www documents dgs ca gov /td /911 /Section2ContractPerformance pd f) have been met after 240 consecutive hours of operation following the cutover date During these 240 hours, the system shall function without interruption, as defined by contract DGS - 0026-05 and according to the project specifications If the 9 -1 -1 system fads to meet the standards of performance, then the 240 hour system acceptance period shall re -start following correction of the problem See contract DGS -0026 for additional information regarding acceptance testing and standards of performance 5.0 RESPONSIBILITIES 5.1 SBC Pacific Bell Project Team Document Version 19 103 064 4 of 20 5.2 Project Manager Terry Clarke your SBC ECM will act as the Project Manager for this system implementation The Project Manager is responsible to plan, organize, control, direct and coordinate people and material resources throughout the life of the project 5.3SBC Responsibilities SBC is responsible for the following — Delivery of equipment — Security of equipment, until final acceptance of equipment (Agency to provide first level security) — Disposal of packaging materials and debris — Any damage caused by Contractor (or Contractor's agent) to equipment, building, or other property — Connection of equipment to electrical supply sources provided by Customer — Installation of common control (server) equipment in racks — Dressing of all cables — Identification and labeling of all cables — Training — Installation of appropriate cabling from equipment room to all VESTA@ positions — NENA standard ANI /ALI interface supplied to the Customer owned CAD system — Installation of demarc punch block for audio source and logging recorder — Installation of interface jacks for radio headsets 5.4Agency Responsibilities Equipment Room — Modification of the back -room to meet the equipment needs including ♦ Installation of electrical outlets and circuits ♦ Installation of 4'x8'x3/4" plywood backboard(s) ♦ Installation /Upgrade of heating, ventilating, & air conditioning — Provide locked limited access to the equipment room Dispatch Room — Installation of electrical outlets and circuits as specified by SBC — Furniture selected by Agency is compatible with, or will be modified by the Agency to be compatible with, the selected system equipment General — Access to building for SBC and subcontractors — Conduit and coring of walls — Adequate power and power outlets and circuit breakers Document Version 19 103 v "" 5 of 20 Fax (310) 516 -7029 100 Blvd Rm D501 C_ �� CarsonrCA 90248 Technical Sales Gerberg Phone (213) 975 -4001 john gerbergOsbc com 1010 Wilshire Blvd Room 800 Specialist Fax (818) 990 -6328 Fax Los Angeles, CA 90017 5.2 Project Manager Terry Clarke your SBC ECM will act as the Project Manager for this system implementation The Project Manager is responsible to plan, organize, control, direct and coordinate people and material resources throughout the life of the project 5.3SBC Responsibilities SBC is responsible for the following — Delivery of equipment — Security of equipment, until final acceptance of equipment (Agency to provide first level security) — Disposal of packaging materials and debris — Any damage caused by Contractor (or Contractor's agent) to equipment, building, or other property — Connection of equipment to electrical supply sources provided by Customer — Installation of common control (server) equipment in racks — Dressing of all cables — Identification and labeling of all cables — Training — Installation of appropriate cabling from equipment room to all VESTA@ positions — NENA standard ANI /ALI interface supplied to the Customer owned CAD system — Installation of demarc punch block for audio source and logging recorder — Installation of interface jacks for radio headsets 5.4Agency Responsibilities Equipment Room — Modification of the back -room to meet the equipment needs including ♦ Installation of electrical outlets and circuits ♦ Installation of 4'x8'x3/4" plywood backboard(s) ♦ Installation /Upgrade of heating, ventilating, & air conditioning — Provide locked limited access to the equipment room Dispatch Room — Installation of electrical outlets and circuits as specified by SBC — Furniture selected by Agency is compatible with, or will be modified by the Agency to be compatible with, the selected system equipment General — Access to building for SBC and subcontractors — Conduit and coring of walls — Adequate power and power outlets and circuit breakers Document Version 19 103 v "" 5 of 20 - All radio, CAD and recorder equipment - Time Clock if used (NENA -04 -002 standard) - Adequate security to prevent theft of computer equipment - On -going upkeep for room requirements listed - Technical expertise from Customer's other vendor's during planning, installation and cut -over - The Agency's Project Manager will facilitate the resolution of any problem determined with these interfaces pertaining to the radio, CAD, recorders, Netclock or other Customer owned interfaces 6.0 SPECIFIC SITE REQUIREMENTS (Refer to Appendix A - Agency meets all requirements) 6.1 Equipment Room Requirements The Equipment Room requirements are as follows • Temperature and Humidity levels of 72 degrees F +/- 5 and less than 50% Relative Humidity • The equipment room environment should be dry, clean and well ventilated • The equipment area should be well lit, easily accessible and free from excess vibrations • It is recommended that the floor be a tiled floor, computer floor or sealed concrete. If the only alternative is carpeted flooring, then a true anti - static mat must be supplied It must be 3 ft larger than the module base on all four sides • The floor must be capable of supporting 104 Ibs per square foot • A minimum ceding height of 8 ft is required 6.2 Rack Locations The racks MUST NOT be located in an area that is • Underwater or steam pipes • Under or near sprinkler systems Where sprinklers are required to meet building codes, they must be equipped with high temperature heads and protected by a wire cage • Within 10 ft of a copy machine, paper shredder, welder or non - shielded radio transmitters • Next to a budding heating system • Near a window where sunlight may fall on any portion of the equipment • Clear of opening doors, drawers, etc NOTE: The equipment racks should have a minimum of 24" clearance in back, and 36" in front and between the end of the racks and the wall to accommodate for access to the front and rear of the racks during installation and maintenance. 6.3HVAC Requirements • (1) MAARS Controller will dissipate a maximum of 1177 BTUs per /hour 0 6 G Document Version 19 103 6 of 20 • The ComCentrex Key Telephone System will dissipate a maximum of 4708 BTUs per /hour • The Vesta Server with 15" Monitor will dissipate a maximum of 1373 BTUs per /hour • Miscellaneous items including the switch and modems will dissipate a maximum of 649 BTUs per hour • UPS dissipate a maximum of 5732 BTUs per /hour • 13639 total BTU /hour in the equipment room. 6APower & Breaker Panels Receptacle and Circuit Breaker Requirements: Equipment Room • Two circuits are required for isolation of the 911 Each circuit must be wired to an individual 20- ampere circuit breaker and provide (1) fourplex outlet with individual hot, neutral and ground wire • All AC systems require a #10 AWG Personal Hazard Ground conductor from the IG Bus within the AC panel to a Customer provided ground window /bus installed in the switch -room. This ground conductor must be identified /labeled at both ends. Call Taker /Dispatch /Supervisor Positions • Each Dispatcher and Supervisor workstation position requires one dedicated 20- ampere circuit Each circuit must be wired to an individual 20- ampere circuit breaker Each circuit must provide (1) fourplex outlet with individual hot, neutral and ground wires • Additional circuits may be required for other non - emergency equipment These circuits may be shared among the other dispatch positions based on the recommendation of the Agencys electrical contractor and the power needs of the Agencys dispatchers The following guidelines should be followed at all times at your communication center when any UPS is installed in the dispatch area The proper placement and immediate environment surrounding the UPS system is critical to the safe operation of the UPS Failure to follow the items listed below could result in safety hazard and sharply reducing the life expectancy of the UPS and it's effectiveness 1 The environment surrounding the UPS must be clutter free 2 The UPS must be in a well - ventilated environment allowing for at least 6 inches of clearance on all sides for ventilation and maintenance access 3 The UPS must not be exposed to direct sunlight or any type of space heater 4 The UPS must not be exposed to high humidity or where water may get inside the UPS, 5 Avoid exposing the UPS to high levels of airborne dust, metal particles or flammable gas 6 Do not place, hang or paste any objects on the top or the exterior of the UPS 7 Do not insert metal objects or combustible materials in the units ventilation slots /holes 8 At no time should a power strip be plugged in to any of the outlets of the UPS 9 Only E9 -1 -1 equipment installed and maintained by SBC LEC can be plugged in to the UPS Document Version 19 103 0 b '7 of 20 7 0 INSTALLATION SCHEDULE The following dates are based on the "Final Funding Date" listed below Changes to this date will affect all the dates below Final Funding Approval Date 8/1/2005 Equipment Order Date 8/15/2005 Equipment Delivery Date- 10/10/2005 Programming Change Freeze Date, 10/24/2005 Begin Equipment Installation Date, 10/25/2005 Training Date, 11/812005 System In- Service Date. 11/22/2005 Installation date may be changed by mutual consent of the Contractor and the Ordering Agency, however, prior to the Installation date, the Ordering Agency may defer the Installation, and a new Installation date will be established by mutual agreement Such unilateral deferment shall not exceed 60 days, except by mutual agreement. Pricing is based on installation being performed during SBC's normal business hours (M- F, 8 00am -5 OOpm, excluding SBC holidays) Installation activities outside of SBC's normal business hours are available at prevailing after hours tariff 8.0 MAINTENANCE PLAN SBC Includes a five -year parts and labor maintenance warranty on equipment offered through the State of California Contract DGS- 0026 -05 Re- utilized equipment is covered under the five -year maintenance contract VESTA@ • SBC will provide a "Maintenance Kit" to be kept at a location readily accessible to SBC technicians or in some special cases, due to an Agencys location or a systems size, kept on site in a secured location The contents of the Maintenance Kit will be based upon the requirements of the Agency's 9 -1 -1 system SBC absorbs the cost of the Maintenance Kit and the equipment provided within the kit will remain the property of SBC • SBC includes five -year parts and labor on the 9 -1 -1 system The five -year period begins at date of Customer acceptance After the five -year period, the Agency may choose to replace the system, maintain It, or a maintenance contract will be created with agreed terms, conditions and costs Required software will be kept current and upgraded at no charge (additional features and hardware may not be included) 8.1 Post Installation Support Limitations SBC's support obligations hereunder will not apply to any SBC supported product if adjustment, repair, or parts replacement is required because of rl 6 S Document Version 19 103 8 of 20 • Accident, neglect, tampering, misuse, improperhnsufficient grounding, failure of electric power; failure of the PSAP and /or others to provide appropriate environmental conditions, relocation of hardware or software, or causes other than ordinary use • Repair or alteration, or attempted repair or alteration of any SBC supported product (hardware and /or software) by the PSAP or others • Connection of another machine, device, application or interface to SBC supported equipment (hardware and /or software) by, Agency, the PSAP or others, which has caused damage to SBC supported equipment • Damage or destruction caused by natural or man -made acts or disasters • Degradation of performance to SBC systems due to the installation of third party software applications or Operating System patches, service packs, hotfixes, or Windows services and not specifically certified, approved, and registered by SBC for use at the site(s) identified herein • Support described herein does not include cosmetic repairs, refurbishment, furnishing consumables, supplies or accessories, making accessory changes or adding additional devices or software applications 8.2 Repair of Unsupported Failures The Agency may request field engineering to rectify unsupported failures, as defined above, on a Time & Materials basis Labor rate charged will be the current SBC labor rate (plus expenses) at the time service is requested SBC is NOT responsible for the performance of third party applications /systems 9.0 TRAINING 9.1 Supervisor /Dispatcher Training Training support will be available through the day of cutover and as needed within first week after cutover not to exceed 24 hours Post - cutover training requirements must be negotiated with the SBC Project Manager /ECM and may result in additional expense to the Agency As required by contract DGS -0026, Trainer will provide feedback on students to dispatch management 9.2Training Documentation Training documentation will include 1 copy of the 911 VESTA@ User Guide, Quick 911 Reference Guide, These documents will be given to the Agency's designated training coordinator for distribution to their dispatchers and /or supervisors at training sessions 9.3Service Manual Documentation IWS Technical Installation and Maintenance Manuals will be provided with the delivery of the systems These technical manuals should be kept in the equipment room near the equipment racks for the SBC technicians to utilize as necessary 063 Document Version 19 103 9 of 20 Document Acceptance for El Segundo Police Department VESTA Standard Upgrade 10.0 DOCUMENT ACCEPTANCE I have read the preceding document version 19 103 1 understand and approve of the scope of work described therein In addition, I understand that subsequent modifications to the scope of work shall be requested on the attached Change Request Form and approved by both El Segundo Police Department and SBC El Segundo Police Department Date Y)i CIJJAI',L A, � ,, ,�0q E911 Solutions Consultant Date 070 Document Version 19 103 10 of 20 Appendix A: Agency Compliance - Site Certification Document • Customer Compliance - Site Certification Document This Section meets the State DGS -0026 requirement for SBC to provide a Site Readiness Checklist to the Agency A site survey has been made and site modifications will be needed to meet the following requirements for equipment installation The following site modifications must be completed by the Agency prior to SBC beginning the installation of the new or upgraded system The completion of all budding modifications are the responsibility of the Agency. In the event that SBC attempts to begin installation and subsequently discovers that these modifications have not been met as specified, SBC may postpone implementation A quote will be provided to the Agency for any additional costs incurred by SBC because of the postponement Any additional costs that are incurred for site modifications because of the postponement will be the responsibility of the Agency Work will be rescheduled upon completion of the required modifications Agency meets all site requirements, no modifications are necessary Authorized Agency Representative understands that the modifications listed above must be complete prior to SBC Pacific Bell commencing installation. Authorized Agency Representative accepts modification list Date Authorized Agency Representative certifies modifications complete Date 0'71 Document Version 19.103 11 of 20 Appendix B: LANMAN Policy SBC LANMAN PSAP Security Policy New Equipment on Existing Contract It is SBC's policy to install 911 equipment only in a secure PSAP Local Area Network ( "LAN ") that is not connected to any other computer network outside of SBC's control (with the exception of the national Crime Information Center network or similar network, but only if such connection is expressly approved in writing by SBC, which approval shall be in SBC's sole discretion) SBC will not install or terminate a PSAP LAN to a firewall SBC will identify the demarcation point for the PSAP LAN, beyond which SBC is not responsible IN THE EVENT CUSTOMER HAS PREVIOUSLY CONNECTED OR SUBSEQUENTLY CONNECTS ITS PSAP LAN TO ANY OTHER COMPUTER NETWORK OR HAS CAUSED OR CAUSES SUCH A CONNECTION, CONTRARY TO SBC'S PSAP NETWORK SECURITY POLICY (WHICH CUSTOMER ACKNOWLEDGES IT HAS RECEIVED AND READ), AND THE 911 EQUIPMENT AND /OR PSAP LAN IS INFECTED OR DAMAGED AS A RESULT OF SUCH CONNECTION, THEN ALL 911 EQUIPMENT AND /OR PSAP LAN WARRANTIES, MAINTENANCE AND SERVICE PROVISIONS OF THIS [AMENDMENT OR STATEMENT OF WORK] SHALL BE IMMEDIATELY NULL AND VOID Under such circumstances, SBC will provide repair services for the 911 equipment and /or PSAP LAN at Customer's request and time and materials charges will apply for all parts and labor required as a result of damage caused by the infection After all related damage has been repaired, maintenance and service provisions of this agreement shall resume Customer agrees to indemnify and save SBC harmless for any damages to or claims by any third party against SBC that arise in whole or in part from Customer's existing or subsequent connection of the 911 equipment and /or PSAP LAN provided hereunder to any computer network outside of SBC's control 072 Document Version 19 103 12 of 20 23' -6" Appendix C: Floor Plan FOOTPRINT OF EQUIPMENT ROOM _ I C ' E I � a ' MISc Floor Storage z ' I I O O O O Bo; 4' -0" 'Note Concrete Floor Kitchen Area / Dispatch Server Cabinet 19" 19" ackroom QTR 23 4' -0" 15 sq ft Cable CCX X Reute 23" SVR 23" PC Cart (CDR Termmaq 13' -5 "— El Segundo PD SBC California Dec 4, 2003 Drawing By "Not To Scale Robert Russo Document Version 19 103 13 of 20 Appendix D: Pricing & Terms Please refer to the associated cost tables. 074 Document Version 19 103 14 of 20 0 W 0 N O_ A N n N a m d N �W �O m m S= P A O N r � O O O m m m xmxm m x m x w m xmxm DD D D D D D D D D D D A A >>>>>>>>>>>>>>>>>>00 O O O O O O O m m m o o AOAOAnA0A0AoxomomOoo 0 0 0 0 0 0 0 m r r O 0 0 AOFO T.O�O T.07.O.�O.r O T.00 O O O O O O O iej 0 N w m m � p ,o p`O*> p zz z z z z z z FO , } ' N N A OAOAOAOA O� OA O� OAO A OAO D N N N N N N N N cn fr � {_;; I x c x c MKMKMKMKMKMKm3mKm3 N N Ill J UVM'>= N N Z N m N N N N N Z Z n n O m m n n n n n n n O O m m m m m m m m m O o o o o O O O O O O O O O O O O O O 'I ";i O o V O A O O p mm AOOMN p, d m m i ONA'^x m m °! m m m O s x0"0 p n >• O >• m�mDV3p� r T. r Z d o m v�v0�0 A m n v o d Vp d d VO d d r. i� p, C O N r o 0 m y (7µd o d m Q N m O d rn d D p 0 0^ n m S N^ 3 n n .O+ Er m 00 v, N 3 m m n '� m m 2 £ a F f o F rn f O x. 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Y Z m m m m m m m n n 0 0 y o 10, m (i m V_ (nO �m(nmm Nm 2 O {YN T V 0� 1 O OV < m N C < Tmnn4 Li m m Y o m(J0 �DmNN O ,O r� O °d�' tt 'Pi ' §Sk Lai S ;o .O. .T Y .O-. .7-. {" !^ D m o N °.: NN N O N mt'mm F �' m m c om mD p_ 3 m> C! m m T m o W aka, Do ro i o a N N s R a ki 0 0 o O O O o 0 o O O O a m m m m o m °p °o 0 0 o Nop o 00 ° o A C N �_ S M n fA « « « « « N fR N « N N « Qr m fi�q' � Q W W A Gp1 t° N m m i�j �JS��'ri 4x tm0 pO V O m m <,xmr O O W m N N a 3 m N W N m N N m m c c xL R >> m m o m m o 0 ' *3 o ° v o w '�° No mi k N d'BB,i w V m !` u p W W 0 rn W IiF, ,�P �t,.,., Y W N N O N O W W t°O UI O W iA �' e m w w � m W 13lyk'3U I'k*Cti�St O N m o o it n W7 8 Appendix E: Change Order Request Form Change Request Form Change Orders cannot be billed directly to the State without State approval. I ne Aaencv wm ne omea ano must suDmit a reimoursement request to the biaie. Originator: Change Request Definition: i o De compietea oy rroiect m Impact to System Schedule: Impact to Overall Project Schedule: Development Price: Change Request M I Date: System Affected: Accepted I Rejected: Final SBC Signoff: Final Customer Signoff: Date: 0 7c, Document Version 19.103 15 of 20 Appendix E: Maintenance Procedures "SBC» PROVIDING PRODUCT & SERVICE EXCELLENCE TROUBLE REPORTING PROCEDURES The Customer Service Bureau is the trouble reporting center for our priority Public Safety Agencies The center is responsible for receiving Agency reports and electronically relaying the reports to the responsible work groups for resolution, 24 hours a day, 365 days a year The CSB can escalate trouble reports and put you in contact with management personal responsible for resolving the trouble you have reported The Priority Repair Service number is: (877) 500 -4911 Due to the complexity of the services we provide and your own equipment it is essential that you isolate trouble before reporting to SBC A few extra minutes to properly identify, isolate and report a trouble can save hours in resolution time Reporting the wrong trouble or circuit number may cause extended delays in our ability to deploy the appropriate work crew to repair the problem When you call in a report, please be ready to provide the following information: 1 Your name and call back telephone number 2 Address and the location of trouble 3 Telephone numbers or circuit number in trouble 4 Nature of the trouble /condition 5 Application the circuit is used for 6 Access restrictions we may have to resolve trouble report 7 Any terminal access problems or arrangements before dispatch 8 The name of the contact person and their office number is a must' 9 Identification of Major or Minor Failure (Defined below) 10 For urgent restorations you can ask for an hourly status from the Plant Control Office /PCO Major Failure - Definition Of Major Failure Any hardware, software or circuitry failure that prevents the 9 -1 -1 PSAP call taker from making voice contact or viewing ANUALI information for a person who has dialed 9 -1 -1 Upon verbal notification by the Agency, or electronic notification by the 9 -1 -1 system itself of a major failure, SBC will meet the required response time detailed below ONSITE RESPONSE A factory- trained technician will respond on -site with spare parts /software within two (2) hours, or less, to diagnose and commence repair of a major failure Within two (2) hours, or less, the responding technician will notify the PSAP of the nature of failure and an estimated time to repair (I 8 O Document Version 19 103 16 of 20 Minor Failure - Definition Of Minor Failure Any hardware, software or circuitry failure that prevents the normal operation of any feature of the 9 -1 -1 system Upon verbal notification by the Agency, or electronic notification by the 9 -1 -1 system itself of a minor failure SBC will meet the required response time detailed below ON SITE RESPONSE During the initial notification by the PSAP Agency of a minor failure, the Contractor shall provide to the PSAP Agency an estimated time for on -site diagnostics /repairs to begin A factory trained technician will respond on -site with spare parts /software within twenty four (24) hours, or less, to diagnose and repair a minor failure Within twenty four (24) hours, or less, the responding technician will notify the PSAP of the nature of failure and an estimated time to repair 08t Document Version 19 103 17 of 20 State of California California 9 -1 -1 Emergency Communications Office COMMITMENT TO FUND 9 -1 -1 EQUIPMENT AND SERVICES TD -288 (Rev 06/02) Public Agency: El Segundo Police Department Contractor Name: SBC Address 348 Main Street Mailing Address 2655 E Avenue Q City, State, Zip El Segundo, CA 90245 -3885 City, State, Zip Palmdale, CA 93550 PSAP Manager Max Phillps Representative Stephen Fryer E -mail Address mphioosff elsegundo org E -Mail Address ersbc com stye hne frvCa) Phone Number 310 - 524 -2299 Phone Number 888 -440 -9911 Fax Number 310 - 640 -2532 1 Fax Number 661 - 269 -1397 Type of Funding Request ( ) Telephone System () 7 -Digit Phone Lines () ALI Retrieval Circuit (X) E9 -1 -1 System () 9 -1 -1 Education () Training () E9 -1 -1 Phone Lines () Alternate Answer () County Coordinator Expense Other Description of Equipment and Services to be funded SBC to provide a six - position Vesta upgrade, re- certified WARS ANI /ALI controller under State tracking number 5194 Installation shall be In accordance with the terms and conditions of DGS -0026 Purchase /Service Information Contractor must provide (below or on attachment) Equipment or service description, quantity, part number, unit cost, Installation cost, monthly cost, tax and total cost Description Quantity Service/ Unit Cost Installation Monthly Total Recurring Total Non - Eqmt. ID# Cost Cost Recurring Cost Vesta System 1 61,373 53 12,310 58 73,684 11 Maintenance 48 months 48 1,14236 54,833 28 MAINTENANCE ROUNDING 1 036 036 - Subtotal 54,833 64 73,684 11 Tax and Surcharge Total 128,517 75 angyjwmmmmgwm Amount of State 9 -1 -1 Program Funds committed: 128,517 75 Fiscal Year 2005/2006 Ail Invoices shall refer to tracking number: 5194 Account Name: 19 EL SEGUNDO PD EQ PB The State's monetary obligation under this agreement in subsequent fiscal years Is subject to and contingent upon availability of funds The Commitment to Fund does not constitute a binding purchase order agreement. If applicable, a purchase order must be provided to the contractor by the ordering agency 7DAVID F R PPROV BY Telephone Number APPROVED BY Date F. SANCHEZ (916) 657 -9177 O eCRESCENZO