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2007 AUG 21 - CC PACKET2 J XT 0 U H E R I T 11 r, AGENDA EL SEGUNDO CITY COUNCIL COUNCIL CHAMBERS - 350 Main Street 1% 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 portions of the Meeting. Additionally, the Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item. The time limit for comments is five (5) minutes per person. Before speaking to the City Council, please come to the podium and state: Your name and residence and the organization you represent, if desired. Please respect the time limits. Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk or City Manager's Office at least six days prior to the City Council Meeting (by 2:00 p.m. the prior Tuesday). The request must include a brief general description of the business to be transacted or discussed at the meeting. Playing of video tapes or use of visual aids may be permitted during meetings if they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five (5) minutes in length. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, AUGUST 21, 2007 - 5:00 P.M. Next Resolution # 4519 Next Ordinance # 1408 5:00 P.M. SESSION CALL TO ORDER ROLL CALL PUBLIC COMMUNICATION — (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. CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, gt se q.) for the purposes of conferring with the City's Real Property Negotiator; and /or conferring with the City Attorney on potential and /or existing litigation; and /or discussing matters covered under Government Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators; as follows: CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(a)) — 2 matters 1. City of El Segundo vs. City of Los Angeles, et. al. LASC No. BS094279 2. Solomon vs. City of El Segundo, LASC No. BC372401 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956.9(b): -0- potential case (no further public statement is required at this time); Initiation of litigation pursuant to Government Code §54956.9(c): -0- matter. DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -0- matters CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -2- matters 1. Labor Negotiator: Jeff Stewart, City Manager Represented Employees: City Employees Association (CEA) 2. Labor Negotiator: Jeff Stewart, City Manager Represented Employees: Police Support Services Employees Association (PSSEA) CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0- matter SPECIAL MATTERS: -0- matter 2 002 z J 0 t(ER /r G4, 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 portions of the Meeting. Additionally, the Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item. The time limit for comments is five (5) minutes per person. Before speaking to the City Council, please come to the podium and state: Your name and residence and the organization you represent, if desired. Please respect the time limits. Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk or City Manager's Office at least six days prior to the City Council Meeting (by 2:00 p.m. the prior Tuesday). The request must include a brief general description of the business to be transacted or discussed at the meeting. Playing of video tapes or use of visual aids may be permitted during meetings if they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five (5) minutes in length. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, AUGUST 21, 2007 - 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER INVOCATION — Pastor Roger Kinsey, Pacific Baptist Church PLEDGE OF ALLEGIANCE — Mayor Pro Tern Eric Busch Next Resolution # 4519 Next Ordinance # 1408 003 PRESENTATIONS - (a) Presentation to the City Council by Reach Out Against Drugs (ROAD). ROLL CALL PUBLIC COMMUNICATIONS - (Related to City Business Only - 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda. The Council will respond to comments after Public Communications is closed. A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. Recommendation - Approval. B. SPECIAL ORDERS OF BUSINESS 1. Consideration and possible action regarding adopting the proposed use fees and resolution for the new Campus El Segundo Athletic Fields at 2201 E. Mariposa Avenue. (Fiscal Impact: Unknown) Recommendation - (1) Conduct Public Hearing; (2) Receive public testimony and documentary evidence; (3) Consider adopting the proposed resolution on use fees for the new Campus El Segundo Athletic Field complex, approved and recommended by the Recreation and Parks Commission; (4) Alternatively discuss and take other action related to this item. C. UNFINISHED BUSINESS 2. Status report and presentation by the Police Department's Wellness Coordinator regarding the Wellness Program and the proposal to expand the program to allow participation by employees of the Fire Department. (Fiscal Impact: None) Recommendation - (1) Receive and file; (2) Alternatively discuss and take other action related to this item. 4 004 D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS 3. Consideration and possible action regarding approval of an amendment extending the management agreement between the El Segundo Senior Housing Corporation and the Cadman Group for the management of Park Vista, 615 East Holly Street. (Fiscal Impact: None) Recommendation — (1) Approve the amendment extending for three years the agreement between the El Segundo Senior Housing Corporation and the Cadman Group for operation of Park Vista, 615 East Holly Street; (2) Alternatively, discuss and take other action related to this item. 4. Consideration and possible action regarding approval of an amendment to the management agreement between the City of El Segundo and Lane Donovan Golf Partners, LLC for operation, maintenance, and catering operations at the El Segundo Golf Course (The Lakes), 400 S. Sepulveda Boulevard to require 120 day written notice if either party wishes to terminate the contract. (Fiscal Impact: None) Recommendation — (1) At the recommendation of the El Segundo Golf Course Subcommittee, approve an amendment to the contract with Lane Donovan Golf Partners, LLC requiring 120 day written notice if either party wishes to terminate the management agreement for the El Segundo Golf Course (The Lakes), 400 S. Sepulveda Boulevard; (2) Alternatively, discuss and take other action related to this item. 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. Warrant Numbers 2560991 to 2561206 on Register No. 21 in the total amount of $3,072,864.28 and Wire Transfers from 7/27/07 through 8/09/07 in the total amount of $1,338,845.96. 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. 6. Regular City Council Meeting Minutes of August 7, 2007. Recommendation — Approval. 005 7. Consideration and possible action to waive the formal bidding process per the El Segundo Municipal Code Section 1 -7 -10 and authorize the Fire Department to piggyback on a Los Angeles County Fire Department contract #41877 for the purchase of equipment to ensure 12 -Lead electrocardiograph (EKG) capability in prehospital care for 9 -1 -1 patients in the City of El Segundo. (Fiscal Impact: $16,949.07 to be reimbursed from Measure B Trauma Property Assessment funds) Recommendation — (1) Pursuant to the El Segundo Municipal Code 1 -7 -10, waive the bidding process and authorize the Fire Department to piggyback on a Los Angeles County Fire Department contract #41877 for the purchase of the approved cardiac equipment; (2) Authorize the City Manager and/or designee to sign the Cardiac Care Program Equipment Agreement Amendment No. 1; (3) Alternatively discuss and take other action related to this item. 8. Consideration and possible action regarding approval of an Agreement between the City of El Segundo and other South Bay cities for the joint use of an armored response and rescue vehicle. (Fiscal Impact: $500.00) Recommendation — (1) Authorize the Mayor to execute an Agreement, approved as to form by the City Attorney, between the City of El Segundo and other South Bay cities for the joint use of an armored response and rescue vehicle; (2) Alternatively discuss and take other action related to this item. 9. Consideration and possible action regarding the award of a contract to Tetra Tech, Inc. for the seismic evaluation of the 3.1 Million Gallon Circular Tank at 400 Lomita Street. Capital Improvement Program RFP No. 07 -04. Water Project No. 7103 -8227. (Fiscal Impact: $39,408 Water Enterprise funds) Recommendation — (1) Authorize the City Manager to execute a Professional Services Agreement in a form as approved by the City Attorney with Tetra, Inc. in the amount of $39,408 for the seismic evaluation of the 3.1 Million Gallon Circular Water Tank at 400 Lomita Street; (2) Alternatively discuss and take other action related to this item. 10. Consideration and possible action regarding adoption of plans and specifications and authorization to solicit construction bids for replacement of field lighting and centerfield scoreboard at the Recreation Park Baseball Field (Stevenson Field) on the west side of Eucalyptus Street between Grand Avenue and Pine Avenue — Project No. PW 07 -07. (Estimated Cost - $123,000.00) Recommendation — (1) Approve plans and specifications; (2) Authorize staff to advertise the project for receipt of construction bids; (3) Alternatively discuss and take other action related to this item. 6 0 0 i.*)' 11. Consideration and possible action to award a Standard Public Works contract to All American Asphalt in the amount of $199,815.00 to slurry seal Sycamore Avenue from Penn Street to Sheldon Street and streets in the area bounded by Sheldon Street, Mariposa Avenue, El Segundo Boulevard and the west city limits. Approved Capital Improvement Program — Project No. PW 07 -11 (Contract Amount = $199,815) Recommendation — (1) Authorize the City Manager to execute a Standard Public Works contract in a form approved by the City Attorney with All American Asphalt in the amount of $199,815; (2) Alternatively, discuss and take other action related to this item. 12. Consideration and possible action regarding final acceptance of construction related to the City's Residential Sound Insulation Program Group 11 (32 Dwellings). Project No. RSI 06 -11. (Fiscal contract total: $1,141,319.75) Recommendation — (1) Accept the work as complete; (2) Authorize the City Clerk to file the City Planning and Building Safety Director's Notices of Completion in the County Recorder's Office; (3) Alternatively discuss and take other action related to this item. CALL ITEMS FROM CONSENT AGENDA F. NEW BUSINESS 13. Consideration and possible action regarding approval of up to a $6,000,000 grant from the Federal Aviation Administration (FAA) to be used for the Residential Sound Insulation (RSI) Program. Recommendation — (1) City Council accept FAA Grant Agreement for Project No. AIP 3- 06- 0139 -43 and potentially one additional FAA Grant; (2) Authorize the City Manager to execute the FAA Grant Agreement(s); (3) Alternatively, discuss and take other action related to this item. G. REPORTS — CITY MANAGER H. REPORTS — CITY ATTORNEY REPORTS — CITY CLERK J. REPORTS — CITY TREASURER 7 007 K. REPORTS — CITY COUNCIL MEMBERS Council Member Fisher - Council Member Jacobson — Council Member Boulgarides — Mayor Pro Tern Busch - 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); andlor conferring with the City's Labor Negotiators. REPORT OF ACTION TAKEN IN CLOSED SESSION (if required) ADJOURNMENT POSTED: DATE: CV7 TIME: NAME: tg 8 PRESENTATIONS - (a) Presentation to the City Council by Reach Out Against Drugs (ROAD). 009 EL SEGUNDO CITY COUNCIL MEETING DATE: August 21, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Special Orders of Business AGENDA DESCRIPTION: Consideration and possible action regarding adopting the proposed use fees and resolution for the new Campus El Segundo Athletic Fields at 2201 E. Mariposa Avenue. (Fiscal Impact: Unknown) RECOMMENDED CITY COUNCIL ACTION: (1) Conduct public hearing; (2) Receive public testimony and documentary evidence; (3) Consider adopting the proposed resolution on use fees for the new Campus E1 Segundo athletic field complex, 2201 E. Mariposa Avenue, approved and recommended by the Recreation and Parks Commission; (4) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: The City of El Segundo Recreation and Parks Department's rental use fee schedule does not include the new Campus El Segundo synthetic turf athletic field complex. Therefore, new fees need to be established and approved by City Council. Department staff are of the opinion that none of the City's current field inventory and approved use fees are comparable to fees that could be proposed and established for this new athletic field complex. (continued on next page....) ATTACHED SUPPORTING DOCUMENTS: Attachments: #1. Local synthetic turf athletic field complex rental use fees & proposed fees for the Campus El Segundo Athletic Field Complex #2. Proposed Resolution establishing fees for Campus El Segundo Fields FISCAL IMPACT: Unknown Operating Budget: - -- Amount Requested: - -- Account Number: - -- Project Phase: - -- Appropriation Required: Yes —No X 0. YIGNA D BY: DATE: u a Recreation and Parks Director EVI Je rf,, Cit)t_Manager DATE: 010 1 In accordance with applicable law in determining fees, rates charged by the City take into account the cost of acquiring the property, the design and building of the facilities at the complex, the annual cost for operations and maintenance, and neighboring jurisdiction rates. Staff has investigated fees established in neighboring cities. There are few comparable municipal synthetic turf fields in the area and consist only of Redondo Beach and soon in Manhattan Beach. Fees for these facilities, as well as those proposed for the new Campus El Segundo Athletic Field Complex's fields, are reflected in Attachment #1. As can be seen, the City's new proposed fees approximate those of neighboring jurisdictions. The use fees proposed for the Campus El Segundo Athletic Field Complex's fields reflect the current structure of Council- approved user groupings, those being: Resident non - profit groups; Resident For - profit groups; Non - resident Non - profit groups; Non - resident For - profit groups; and TV /Filming group users. Resident non - profit user groups currently comprise the vast majority of use of City athletic fields and these groups use the fields for free, with no use fees. Resident For - profit user groups are charged use fees, which are increased to Non - resident Non - profit groups, increase again for Non - resident For - profit groups, and fees increase again for TV /Filming user groups. The El Segundo Recreation and Parks Commission reviewed and approved the proposed Campus El Segundo Athletic Field Complex's field use fees at their July 18, 2007 meeting. If adopted, the use fees set forth in the proposed Resolution (Attachment # 2) for the Campus El Segundo Athletic Field Complex would be implemented. Oil ATTACHMENT # 1 o12 reN O3 o N 0 C 0 `fl J n0. 0 W LU c O ELI U cn W a N m Q ov U. z z z z O d a 2 of W I_ 04 LO W uj J p c C a o w Q U a �_ W ° L E I oa y `� � c Q Q O a w W � z z z U. a �C a W LL z z c a, v Oct m W W Q _ N a Z a a w W W LO a a a O O W a a ► O W U. v Q W o CO) z ti m (� W a V- �► o c Q z CL O m E Z o I 0 00 0 0 U TL IL w 44 « J 3 ~ c O U. W z O W oc �o °o W a o ► C1 z U O z W ~ I Q x 0 4) V v c L O E ono '� m-tt 2 f9 d O� CFA- c m 6 Dy�� . W m •«�- U O CL c c ui I U O u)� L �- m c c o o a is Z c a> V a o12 ATTACHMENT # 2 RESOLUTION NO. A RESOLUTION ADOPTING FEES FOR NEW CAMPUS EL SEGUNDO ATHLETIC FIELD COMPLEX 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 at the City Council meeting held on August 21, 2007. C. On August 21, 2007, 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, the City's Recreation and Parks Department 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. Page 1 of 3 013 SECTION 4: This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded. 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 21 st day of August, 2007. Kelly McDowell, Mayor Page 2of3 (114 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Cindy Mortesen, City Clerk of the City of El Segundo, California, hereby certify that the whole number of members of the City Council of the City is five; that the foregoing Resolution No. was duly passed and adopted by said City Council, approved and signed by the Mayor of said City, and attested to by the City Clerk of said City, all at a regular meeting of said Council held on the 21st day of August, 2007, and the same was so passed and adopted by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Cindy Mortesen, City Clerk APPROVED A$ "T 1= Mark D. He s y, tt ney,= By: ON H.q3erger Assistant City, y t rney Page 3 of 3 U Y J z W cc a Y ccQ a 0 Q O W cc U W O W N W LL U E a c a 0 CL a 0 �c E v w U N O W U W J F=- Q O O 2 W W J W a cc 2 W LL O N a O a 0 Z Q 2 O y ct CL O U W J W rr O W rL U W J Q LL U W CO) c O Z 0 0 c m Exhibit "A" 0 1 t� EL SEGUNDO CITY COUNCIL MEETING DATE: August 21, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Unfinished Business AGENDA DESCRIPTION: Status report and presentation by the Police Department's Wellness Coordinator regarding the Wellness Program and the proposal to expand the program to allow participation by employees of the Fire Department. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1) Receive and file; 2) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: On February 21, 2006, Council approved of a Professional Services Agreement (PSA) with Wellness Solutions to provide an employee wellness program for all police department personnel. The Wellness Program addresses physical fitness, nutrition, healthy lifestyle changes, and strength and muscular endurance. Strategic initiatives include a reduction in injuries and illness, reduction in the risk of chronic disease (e.g. cardiovascular, stroke, and diabetes), and improving job performance. The goal of the Wellness Program is to improve on -duty performance and reduce time away from work due to injury or illness. Since the inception of the Wellness Program there has been a reduction in sick time usage and IOD hours within the police department. During 2006 the Wellness Program sponsored a department wide body fat loss challenge. Sixty -six percent of department personnel participated in the program with an average loss of 4.8% body fat. — Continued — ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: None Operating Budget: n/a Amount Requested: n/a Account Number: n/a Project Phase: n/a Appropriation Required: _Yes X No 2 01 7 BACKGROUND & DISCUSSION: (Continued) Recent research by Duke University found there is a clear linear relationship between body mass index (BMI) and the number and types of workers' compensation claims, associated costs, and lost workdays. The research found workers with the highest BMI had 13 times more lost workdays due to work- related injuries, and their medical claims for those injuries were seven times higher than their fit co- workers. The police department believes this program has been an asset to the overall health of a majority of department personnel. The Duke University study lends support to the notion that wellness programs not only improve the health of employees but also financially beneficial to employers. Staff recommends the Wellness Program be expanded to include fire department personnel during FY 2007/08. 018 EL SEGUNDO CITY COUNCIL MEETING DATE: August 21, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Committees, Commissions & Boards AGENDA DESCRIPTION: Consideration and possible action regarding approval of an amendment extending the management agreement between the El Segundo Senior Housing Corporation and the Cadman Group for the management of Park Vista, 615 East Holly Street. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: (1) Approve the amendment extending for three years the agreement between the El Segundo Senior Housing Corporation and the Cadman Group for operation of Park Vista, 615 East Holly Street; (2) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: The contract for management services of the City of El Segundo's Park Vista Senior Housing Complex between the El Segundo Senior Housing Corporation and the Cadman Group terminates on September 30, 2007. The Cadman Group has successfully managed the Senior Housing Complex /Park Vista for the past three years. With the end of the Cadman Group contract approaching, the Senior Housing Corporation Board passed a motion at the May 23, 2007 Board meeting to direct their legal representative from the City Attorney's office to draft a three -year contract amendment extending through September 30, 2010, maintaining the same terms as the original contract between the Senior Housing Corporation and the Cadman Group for continued management and operation of Park Vista. The amendment was presented and unanimously approved by the Senior Housing Board at the July 25, 2007 regular meeting. ATTACHED SUPPORTING DOCUMENTS: Attachments: 1. Senior Housing Board and Cadman Group Contract Amendment FISCAL IMPACT: None Operating Budget: - -- Amount Requested: - -- Account Number: - -- Project Phase: - -- Appropriation Required: Yes X No ORIGINATED Y: DATE: Ri rd Brune , Recreation & Parks Director VI EWE DATE: AA,-1111 JeZ!1 6)66rf, City Manager 019 ATTACHMENT # 1 FIRST AMENDMENT TO PROPERTY MANAGEMENT AGREEMENT BETWEEN THE EL SEGUNDO SENIOR CITIZEN HOUSING CORPORATION AND NEIL R. CADMAN DBA CADMAN GROUP This FIRST AMENDMENT ( "Amendment ") to the PROPERTY MANAGEMENT AGREEMENT BETWEEN THE EL SEGUNDO SENIOR CITIZEN HOUSING CORPORATION AND NEIL R. CADMAN DBA CADMAN GROUP dated October 1, 2004 ( "Agreement ") is made and entered into this day of June, 2007, by and between the El Segundo Senior Citizen Housing Corporation, a California nonprofit public benefit corporation ( "Owner ") and Neil R. Cadman, an individual dba the Cadman Group ( "Manager "). Section 1.4 of the Agreement is hereby amended to read as follows: 1.4 TERM The term of this Agreement shall extend to and including September 30, 2010, subject to the provisions set forth in Section 19 regarding termination. 2. This Amendment may be executed in any number or counterparts, each of which will be an original, but all of which together constitute one instrument executed on the same date. 3. Except as otherwise provided herein, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS HEREOF, the parties hereto have affixed their respective signatures this day of June, 2007. EL SEGUNDO SENIOR CITIZENS NEIL R. CADMAN dba HOUSING CORPORATION THE CADMAN GROUP President Neil R. Cadman Chief Financial Officer Taxpayer ID App: Mar] City By: EL SEGUNDO CITY COUNCIL MEETING DATE: August 21, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Reports of Committees, Commissions & Boards AGENDA DESCRIPTION: Consideration and possible action regarding approval of an amendment to the current management agreement between the City of El Segundo and Lane Donovan Golf Partners, LLC for operation, maintenance, and catering operations at the El Segundo Golf Course (The Lakes) at 400 S. Sepulveda Boulevard to require 120 day written notice if either party wishes to terminate the contract. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: (1). At the recommendation of the El Segundo Golf Course Subcommittee, approve an amendment to the current contract with Lane Donovan Golf Partners, LLC requiring 120 day written notice if either party wishes to terminate the management agreement for the El Segundo Golf Course (The Lakes); (2). Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: The current terms of management agreement between the City of El Segundo and Lane Donovan Golf Partners, LLC. for operation and maintenance of The Lakes Golf Course and Driving Range allows for automatic, monthly renewal, unless "terminated by either party on not less than thirty (30) days written notice, with or without cause." The Golf Course Subcommittee recommends approval of the attached amendment to the current contract that will increase the required written notice from thirty (30) to one hundred and twenty (120) days required if either party wishes to terminate the agreement. ATTACHED SUPPORTING DOCUMENTS: Attachment # 1: First Amendment to Agreement with Lane Donovan FISCAL IMPACT: None Operating Budget: - -- Account Number: - -- Amount Requested: - -- Project Phase: - -- Appropriation Required: _Yes X No ORIGINATED: / DATE: Z, AZ14 ��`�17 REVI rd Brunette, Recreation and Parks Director City Manager DATE: 021 ATTACHMENT #1 FIRST AMENDMENT TO AGREEMENT NO. 3399 BETWEEN THE CITY OF EL SEGUNDO AND LANE DONOVAN GOLF PARTNERS, LLC. THIS FIRST AMENDMENT ( "Amendment ") is made and entered into this day of August 2007, by and between the CITY OF EL SEGUNDO, a general law city and municipal corporation existing under the laws of California ( "CITY "), and LANE DONOVAN GOLF PARTNERS, LLC, a California limited liability company (`Operator "). 1. Pursuant to Section 12.8 of Agreement No. 3399, dated October 22, 2004 ( "Agreement "), Section 4.1 is amended to read as follows: "4.1 Term of Agreement. The term of this Agreement is for a period of one month commencing on the date ( "Commencement Date ") that the OPERATOR starts operation of the El Segundo Golf Course Facility and will be automatically renewed for one month periods unless terminated by either party on not less than one hundred twenty (120) days written notice, with or without cause, of such termination. Upon CITY'S request, OPERATOR will co -sign CITY'S written confirmation of Commencement Date." 2. This Amendment may be executed in any number or counterparts, each of which will be an original, but all of which together constitutes one instrument executed on the same date. 3. Except as modified by this Amendment, all other terms and conditions of the Agreement remain the same. IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove written. CITY OF EL SEGUNDO LANE DONOVAN GOLF PARTNERS, LLC Jeff Stewart, City Manager ATTEST: Cindy Mortesen, City Clerk APPROVED AS TO FORM: MARK D. HENSLEY, City Attorney Taxpayer ID No. Karl H. 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Treasurer's Office of the City of El Segundo. 0211 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, AUGUST 7, 2007 - 5:00 P.M. 5:00 P.M. SESSION CALL TO ORDER — Mayor McDowell at 5:00 p.m. ROLL CALL Mayor McDowell - Present Mayor Pro Tern Busch - Present — arrived at 5:25 p.m. Council Member Boulgarides - Present — arrived at 5:02 p.m. Council Member Fisher - Present Council Member Jacobson - Present PUBLIC COMMUNICATION — (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. - NONE CLOSED SESSION: The City Council moved into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et seq.) for the purposes of conferring with the City's Real Property Negotiator; and /or conferring with the City Attorney on potential and /or existing litigation; and /or discussing matters covered under Government Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators; as follows: CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(a)) — 2 matters City of El Segundo vs. City of Los Angeles, et. al. LASC No. BS094279 In the matter of Victoria Golf Course Site (Former BKK Carson Dump, Carson, California) State of California, California Environmental Protection Agency, Dept. of Toxic Substance Control, Docket No. HSA -CO 05106 -114 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956.9(b): -0- potential case (no further public statement is required at this time); Initiation of litigation pursuant to Government Code §54956.9(c): -0- matter. DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -2- matters Public Employee Evaluation Title: City Manager E3 I12 :) MINUTES OF THE REGULAR CITY COUNCIL MEETING AUGUST 7, 2007 PAGE NO. 1 CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -2- matters 1. Labor Negotiator: Jeff Stewart, City Manager Represented Employees: City Employees Association (CEA) 2. Labor Negotiator: Jeff Stewart, City Manager Represented Employees: Police Support Services Employees Association (PSSEA) CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0- matter SPECIAL MATTERS: -0- matter Council recessed at 6:50 p.m. t -U MINUTES OF THE REGULAR CITY COUNCIL MEETING AUGUST 7, 2007 PAGE NO. 2 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, AUGUST 7, 2007 - 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER — Mayor McDowell at 7:00 p.m. INVOCATION — Pastor Daryl Carson from Calvary Chapel LAX PLEDGE OF ALLEGIANCE — Councilmember Carl Jacobson PRESENTATIONS — (a) Presentation to the City Council by the by Geoff Yantz, Superintendent, El Segundo Unified School District. ROLL CALL Mayor McDowell - Present Mayor Pro Tern Busch - Present Council Member Boulgarides - Present Council Member Fisher - 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 is closed. Liz Garnholz, resident and Aviation Safety and Noise Abatement Committee (ASNAC), spoke on airport issues. Requested the City prepare a spreadsheet of logged LAX complaints and mapping of complaints. Also spoke regarding item 3, a new surveillance system for LAX early turns. Gail Church, Tree Musketeers, thanked Council for endorsing the U.S. Conference of Mayors' Climate Protection Agreement. Also spoke regarding the proposed removal of the Stone Pine at Richmond Street School and the upcoming meeting to discuss the matter. A. PROCEDURAL MOTIONS MOTION by Mayor Pro Tern Busch, SECONDED by Council Member Jacobson to read all ordinances and resolutions on the Agenda by title only. MOTION PASSED BY UNANIMOUS VOTE. 5/0 MINUTES OF THE REGULAR CITY COUNCIL MEETING AUGUST 7, 2007 PAGE NO. 3 B. SPECIAL ORDERS OF BUSINESS Consideration and possible action to open a Public Hearing and adopt Resolution finding the City to be in conformance with the annual Congestion Management Program (CMP) and adopting the annual CMP Local Development Report, in accordance with California Government Code Section 65089. Mayor McDowell stated this is the time and place hereto fixed for a public hearing regarding adoption of a Resolution finding the City to be in conformance with the annual Congestion Management Program (CMP) and adopting the annual CMP Local Development Report, in accordance with California Government Code Section 65089. Clerk Domann stated that proper notice was completed and no written communication had been received by City Clerk's Office. Steve Finton, Public Works Director, gave a report. MOTION by Council Member Jacobson, SECONDED by Council Member Fisher to close the public hearing. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 MOTION by Council Member Boulgarides, Seconded by Mayor Pro Tem Busch to adopt Resolution No. 4516 finding the City to be in conformance with the annual Congestion Management Program (CMP) and adopting the annual CMP Local Development Report, in accordance with California Government Code Section 65089. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 C. UNFINISHED BUSINESS 2. Consideration and possible action regarding the approval of Contract Change Orders in conjunction with construction of the Douglas Street Gap Closure Project. (Fiscal Impact: $422,700 in Change Orders) Steve Finton, Public Works Director, gave a report. MOTION by Mayor Pro Tern Busch, SECONDED by Council Member Fisher, to authorize the Director of Public Works to execute Change Order Numbers 4, 24 and 25 to the existing Public Works Agreement with SEMA Construction, Inc. in the total amount of $422,700. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS 3. Consideration and possible action regarding purchase of a new video surveillance system for monitoring early turn of LAX aircraft overflights of El Segundo at the 700 block of W. Imperial Avenue. (Fiscal Impact: $45,000 in FY 2006 -07) Jeff Stewart, City Manager gave a brief introduction. Steve Storm, ASNAC Member, gave a presentation. t`�b MINUTES OF THE REGULAR CITY COUNCIL MEETING AUGUST 7, 2007 PAGE NO. 4 MOTION by Council Member Boulgarides, SECONDED by Council Member Jacobson to approve the recommendation of the Aviation Safety and Noise Abatement Committee (ASNAC) to replace the obsolete LAX monitoring system with a state -of- the -art video surveillance system; Instruct staff to develop plans and specifications in consultation with ASNAC; Authorize the staff to advertise project elements for bid; Approve an appropriation of $45,000 for project financing. 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. 4. Approved Warrant Numbers 2560665 to 2560990 on Register No. 20 in the total amount of $3,479,903.20 and Wire Transfers from 716/2007 through 7/26/2007 in the total amount of $1,830,758.75. 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. 5. Approved Regular City Council Meeting Minutes of July 17, 2007. 6. Adopted Resolution No. 4517 authorizing the annual destruction of identified records in accordance with the provisions of § 34090 of the Government Code of the State of California. (Fiscal Impact: Not to exceed $1,000) 7. PULLED FOR DISCUSSION BY COUNCIL MEMBER BOULGARIDES. 8. Received and filed a determination that the City Council does not protest the issuance of a new Alcoholic Beverage Control (ABC) license for on -site sale and on -site consumption of alcohol (Type 47 — On -Site Sale and Consumption of Beer, Wine and Distilled Spirits) at a new restaurant ( "Chipotle ") located at 307 North Sepulveda Boulevard EA No. 753 and AUP No 07 -05. Applicant: Elizabeth Valerio 9. Second reading and adoption of Ordinance No. 1406 to readopt a Statement of Overriding Considerations and amend Development Agreement No. 03 -01 with Rosecrans - Sepulveda Partners, 2, LLC and Rosecrans - Sepulveda Partners, 3, LLC for Plaza El Segundo to allow one health club or fitness center that does not exceed 6,500 square feet of leasable area. 10. Approved a budget amendment of $33,500 and a budget appropriation of $58,500 and authorized the City Manager to execute a Professional Services Agreement No. 3735 with Willdan in the amount of $58,500 for planning and environmental consultant services relating to the preparation of an update of the General Plan Housing Element. (Fiscal Impact. $58,500 - $25,000 budged for FY 2006/07) 11. PULLED FOR DISCUSSION BY COUNCIL MEMBER BOULGARIDES. 021 MINUTES OF THE REGULAR CITY COUNCIL MEETING AUGUST 7, 2007 PAGE NO. 5 12. Adopted Resolution No. 4518 amending Resolution No. 4162 changing street sweeping parking restrictions on Franklin Street from Main Street to Concord Street to Wednesday, 8 a.m. to 10 a.m. and authorized the modification of parking restrictions in the City parking lot at the northeast corner of Franklin Avenue and Richmond Street to dedicate 41 of the 52 spaces as 2 -hr. parking from 8 a.m. to 6 p.m. 13. Approved corporate naming logos, signs and plaques proposed to be placed on the entrance gate at the Athletic Facility project at 2201 E. Mariposa Avenue pursuant to the Athletic Facility Naming Rights License Agreement with Thomas Properties Group, LLC and as approved by the Recreation and Parks Commission (Fiscal Impact: None) 14. Adopted Ordinance No. 1407 to amend El Segundo Municipal Code Section 7 -1 in its entirety to regulate public nuisances, including graffiti. (Fiscal Impact: None) 15. Received and filed status report regarding assisted living facilities. (Fiscal Impact: None) MOTION by Mayor Pro Tem Busch, SECONDED by Mayor McDowell to approve Consent Agenda Item Numbers 4, 5, 6, 8, 9 10, 12, 13, 14 and 15. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 CALL ITEMS FROM CONSENT AGENDA 7. Consideration and possible action regarding the acceptance of $89,800 in grant funding from the U.S. Department of Homeland Security, through the Office of Grants and Training, under the Fiscal Year 2006 Urban Areas Security Initiative (UASI 2006), to pursue interoperable breathing equipment for the Fire Department. (Fiscal Impact: $89,800) MOTION by Council Member Boulgarides, SECONDED by Council Member Fisher to accept $89,800 in grant funding from the U.S. Department of Homeland Security, through the Office of Grants and Training, under the Fiscal Year 2006 Urban Areas Security Initiative (UASI 2006), to pursue interoperable breathing equipment for the Fire Department. Authorized the City Manager to sign Agreement No. 3736 with the City of Los Angeles who will serve as grant administrator. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 11. Consideration and possible action regarding the award of a contract to DenBoer Engineering & Construction for the installation of water mixers in the 3.1 Million Gallon Circular Tank and the 6.3 Million Gallon Reservoir at 400 Lomita Street. Capital Improvement Program RFP No. 07 -05. Water Project No. 7103 -8229. (Fiscal Impact: $179,000) MOTION by Council Boulgarides, SECONDED by Mayor Pro Tern Busch to award Contract No. 3737 to DenBoer Engineering & Construction for the installation of water mixers in the 3.1 Million Gallon Circular Tank and the 6.3 Million Gallon Reservoir at 400 Lomita Street. Capital Improvement Program RFP No. 07 -05. Water Project No. 7103 -8229. (Fiscal Impact: $179,000) Authorize the City Manager to execute the contract in a form approved by the City Attorney. NEW BUSINESS 0 J U MINUTES OF THE REGULAR CITY COUNCIL MEETING AUGUST 7, 2007 PAGE NO. 6 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 Fisher - NONE Council Member Jacobson - Spoke regarding the work being done to reduce LAX early turns and increased noise. Council Member Boulgarides - 16. Consideration and possible action to authorize SCS Engineers to perform indoor and outdoor air sampling at various locations within the City of El Segundo. (Fiscal Impact: $10,000) MOTION by Council Member Boulgarides, SECONDED by Council Member Fisher to authorize the City Manager to execute a Professional Services Agreement in an amount not to exceed $10,000 to perform specified air sampling work. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 Mayor Pro Tern Busch - 17. Consideration and possible action to approve use of the City's ligature artwork by El Segundo Kiwanis for event - related promotional merchandise in connection with the 31st Annual Richmond Street Fair. MOTION by Council Member Boulgarides, SECONDED by Mayor Pro Tern Busch to approve the use of the City's Ligature artwork by El Segundo Kiwanis for event - related promotional merchandise in connection with the 31St Annual Richmond Street Fair and authorized the City Manager to execute License Agreement No. 3738 with the El Segundo Kiwanis in a form approved by the City Attorney. MOTION PASSED BY THE FOLLOWING VOICE VOTE: AYES: MAYOR MCDOWELL, MAYOR PRO TEM BUSCH, COUNCIL MEMBERS BOULGARIDES AND FISHER; ABSTAIN: COUNCIL MEMBER JACOBSON. 4/0/1 Also spoke regarding El Segundo night at Dodger Stadium. Mayor McDowell — Spoke regarding LAX noise issues and the City's efforts to remedy the situation. Also spoke regarding noise complaint procedures and reporting. Requested City to move toward having existing staff with more commercial aviation knowledge handle the complaints in order to improve reporting. � 4 MINUTES OF THE REGULAR CITY COUNCIL MEETING AUGUST 7, 2007 PAGE NO. 7 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. Steve Storm, resident, spoke regarding the outboard runway take -offs. Liz Garnholz, resident, spoke on proposed air quality testing and requested particulate matter be measured also. Spoke regarding placing a sign on Cutters Bluff to ward off early turns. Iwona Palusinski, resident living on northwest side of El Segundo, suggested the FAA spend time in El Segundo to witness the LAX noise problem in person. Mike Murphy, resident, spoke in support of Council action to reduce LAX noise. Council Member Fisher requested agendizing report on what can be done regarding placement of a sign at Cutters Bluff. MEMORIALS — Wendell B. Roberts and Raymond Gordon. ADJOURNMENT at 8:35 p.m. Cathy Domann, Deputy City Clerk 03�? MINUTES OF THE REGULAR CITY COUNCIL MEETING AUGUST 7, 2007 PAGE NO. 8 EL SEGUNDO CITY COUNCIL MEETING DATE: August 21, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to waive the formal bidding process per the El Segundo Municipal Code Section 1 -7 -10 and authorize the Fire Department to piggyback on a Los Angeles County Fire Department contract #41877 for the purchase of equipment to ensure 12- Lead electrocardiograph (EKG) capability in pre - hospital care for 9 -1 -1 patients in the City of El Segundo. (Fiscal Impact: $16,949.07 to be reimbursed from Measure B Trauma Property Assessment funds) RECOMMENDED COUNCIL ACTION: 1) Pursuant to the El Segundo Municipal Code Section 1 -7 -10, waive the bidding process and authorize the Fire Department to piggyback on a Los Angeles County Fire Department contract #41877 for the purchase of the approved cardiac equipment; 2) Authorize the City Manager and /or designee to sign the Cardiac Care Program Equipment Agreement Amendment No. 1; 3) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: On September 5, 2006, the Los Angeles County Board of Supervisors approved the ST Elevation Myocardial Infarction ( STEMI) Receiving Center Program. The goal of this program is to identify 9 -1 -1 cardiac patients experiencing a STEMI in the pre - hospital setting and transport them to an approved STEMI Receiving Center (SRC) hospital for definitive diagnosis and treatment. Continued next page ATTACHED SUPPORTING DOCUMENTS: • Description of program elements adopted by the Los Angeles County Board of Supervisors • Cardiac Care Program Equipment Agreement Amendment No. 1 FISCAL IMPACT: Operating Budget: $115,125 Fire Paramedics Equipment Replacement Fund Amount Requested: $16,949.07 Account Number: 601 - 400 - 3202 -8105: Unit 3305 Project Phase: N/A Appropriation Required: _Yes X No ORIGINATED BY: -{or vin S. Smith, f ire Chief , City Manager DATE: 8/13/07 DATE: t � ,� BACKGROUND & DISCUSSION continued: With the Board approving the STEMI Program, $4 million in Measure B Trauma Property Assessment (ASA) is provided for a one -time only funding to reimburse the paramedic service provider agencies in Los Angeles County for initial purchase of 12 -lead electrocardiograph (EKG) machines and initial training of paramedic and emergency medical technician (EMT) personnel on the use of 12 -lead EKG machines. The El Segundo Fire Department previously received authorization and reimbursement for the purchase of 12 -lead EKG equipment for two EMS Agency approved ALS units and one assessment unit. This amendment to the initial agreement is authorizing the El Segundo Fire Department to receive reimbursement for the purchase of one additional 12 -lead EKG machine. The City of El Segundo will initiate the purchase through the use of funds accumulated in the equipment replacement schedule for Rescue Ambulance #3305. The equipment replacement schedule for Rescue Ambulance #3305 is intended to fund the replacement of our Rescue Ambulance 32. Los Angeles County will provide reimbursement for the purchase of one (1) EKG machine within ninety (90) days of receipt of an invoice. The City of El Segundo will place the funds from this reimbursement back into the equipment replacement account for Rescue Ambulance #3305. 034 9 Health Services L O S ANGELES C O U N T Y Los Angeles County Board of Supervisors Gloria Molina First District Yvonne B. Burke Second District Zev Yaroslaysky Third Dstrial Don Knabe Fouts District Michael D. Antonovich F& D*M Bruce A. Chemof, MD Director and Chief Wadical officer John R. Cochran III Chier Deputy Director William Loos, MD Acbng Senior Medical Officer 313 N. Figueroa Street, Suite 912 Los Angeles, CA 90012 Tel: (213) 24MIDI Fax: (213) 481 -0503 www.ladhs.org To improve health through leadership, service and education. 1 September 5, 2006 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: /ADOPTED BOARD OF SUPERVISORS COUNTY OF LOS ANGELES 0"26n ' `- SEP0520 ;t " A. AMAIN ' SACHI EXECUTIVE OFFICER APPROVAL OF ST ELEVATION MYOCARDIAL INFARCTION RECEIVING CENTER STANDARDS, MEASURE B SPECIAL, TAX FUNDING ALLOCATION, CARDIAC CARE PROGRAM EQUIPMENT AGREEMENT, AND APPROPRIATION ADJUSTMENT (All Districts) (4 Votes) IT IS RECOMMENDED THAT YOUR BOARD: 1. Approve the attached 2006 Emergency Medical Services (EMS) Agency ST Elevation Myocardial Infarction ( STEMI) Receiving Center Standards, substantially similar to Exhibit I, and instruct the EMS Agency to approve and designate qualified private and public hospitals as STEMI Receiving Centers to provide optimal care for 9 -1 -1 STEMI cardiac patients in Los Angeles County, with implementation of STEMI Receiving Center standards, effective upon Board approval. 2. Approve $4 million in Measure B Trauma Property Assessment (TPA) funding one -time only to reimburse the paramedic service provider agencies identified in Attachment B for initial purchase of 12 -Lead electrocardiograph (EKG) machines and initial training of paramedic and emergency medical technician (EMT) personnel on the use of 12- Lead EKG machines. Approve and instruct the Director of Health Services, or his designee, to offer and execute Cardiac Care Program Equipment Agreements (Agreement), substantially similar to Exhibit II, with the paramedic service provider agencies identified in Attachment B, to provide reimbursement of equipment and training costs for paramedic first responders in local fire departments in order to ensure 12 -Lead EKG capability in prehospital care for 9 -1 -1 patients in Los Angeles County, at a maximum reimbursement rate of $17,000 per 12 -Lead EKG machine and $45.00 per hour per attendee for training, for a total maximum obligation of $4 million, effective upon Board approval through June 30, 2007. 4. Approve the attached appropriation adjustment to reallocate $4 million in Measure B TPA funds from Appropriation for Contingencies to Services and Supplies (S &S) in the Fiscal Year (FY) 2006 -07 Department of Health Services (DHS) Adopted Budget. 035 O v. urod° September 5, 2006 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: /ADOPTED BOARD OF SUPERVISORS COUNTY OF LOS ANGELES 0"26n ' `- SEP0520 ;t " A. AMAIN ' SACHI EXECUTIVE OFFICER APPROVAL OF ST ELEVATION MYOCARDIAL INFARCTION RECEIVING CENTER STANDARDS, MEASURE B SPECIAL, TAX FUNDING ALLOCATION, CARDIAC CARE PROGRAM EQUIPMENT AGREEMENT, AND APPROPRIATION ADJUSTMENT (All Districts) (4 Votes) IT IS RECOMMENDED THAT YOUR BOARD: 1. Approve the attached 2006 Emergency Medical Services (EMS) Agency ST Elevation Myocardial Infarction ( STEMI) Receiving Center Standards, substantially similar to Exhibit I, and instruct the EMS Agency to approve and designate qualified private and public hospitals as STEMI Receiving Centers to provide optimal care for 9 -1 -1 STEMI cardiac patients in Los Angeles County, with implementation of STEMI Receiving Center standards, effective upon Board approval. 2. Approve $4 million in Measure B Trauma Property Assessment (TPA) funding one -time only to reimburse the paramedic service provider agencies identified in Attachment B for initial purchase of 12 -Lead electrocardiograph (EKG) machines and initial training of paramedic and emergency medical technician (EMT) personnel on the use of 12- Lead EKG machines. Approve and instruct the Director of Health Services, or his designee, to offer and execute Cardiac Care Program Equipment Agreements (Agreement), substantially similar to Exhibit II, with the paramedic service provider agencies identified in Attachment B, to provide reimbursement of equipment and training costs for paramedic first responders in local fire departments in order to ensure 12 -Lead EKG capability in prehospital care for 9 -1 -1 patients in Los Angeles County, at a maximum reimbursement rate of $17,000 per 12 -Lead EKG machine and $45.00 per hour per attendee for training, for a total maximum obligation of $4 million, effective upon Board approval through June 30, 2007. 4. Approve the attached appropriation adjustment to reallocate $4 million in Measure B TPA funds from Appropriation for Contingencies to Services and Supplies (S &S) in the Fiscal Year (FY) 2006 -07 Department of Health Services (DHS) Adopted Budget. 035 The Honorable Board of Supervisors September 5, 2006 Page 2 PURPOSE /JUSTIFICATION OF THE RECOMMENDED ACTIONS: The purpose of the recommended actions is to: 1) authorize the EMS Agency to approve and designate qualified private and public hospitals in Los Angeles County as STEMI Receiving Centers (SRC). This will enable the transport of 9 -1 -1 STEMI cardiac patients to a SRC for earlier definitive diagnosis and treatment improving patient outcome; 2) approve DHS EMS to reimburse 30 paramedic service provider agencies in Los Angeles County a total maximum aggregate amount of $4 million, for the expense incurred for equipping their paramedic units with 12 -Lead EKG machines and for training paramedic and EMT personnel on the use of such equipment; 3) approve DHS EMS to offer and execute cardiac care program equipment agreements with the paramedic service provider agencies, identified in Attachment B, who comply with respected medical community recommendations to equip paramedic units with 12- Lead EKG machines for the early diagnosis of 9 -1 -1 patients with acute myocardial infarction; and 4) approve an appropriation transfer in the amount of $4 million within the FY 2006 -07 DHS Adopted Budget to enable DHS EMS to reimburse the paramedic service provider agencies identified in Attachment B who equip their paramedic units with 12 -Lead EKG machines and train their paramedic and EMT personnel in the use of such machines. FISCAL IMPACT/FINANCING: The maximum obligation for the agreements with the local and County paramedic service provider agencies identified in Attachment B A ill not exceed $4 million, for the period effective upon Board approval through June 30, 2007. This is 100% funded by Measure B TPA funds and is a one -time only expenditure. The appropriation adjustment to reallocate $4 million from Appropriation for Contingencies to S & S in the FY 2006 -07 DHS Adopted Budget is necessary to cover these obligations. Any Measure B TPA funds unused at the end of FY 2006 -07 will remain in the Measure B Special Fund, pending additional uses recommended by DHS and approved by your Board. FACTS AND PROVISIONS/LEGAL REO=MENTS: Acute myocardial infarction (heart attack) remains the leading cause of death of adults in the United States. Survival from a heart attack is largely dependent on prompt recognition and rapid intervention. Data show that the faster a patient can be identified as having an acute heart attack, the corresponding faster intervention can be delivered in an effort to reduce death of cardiac tissue and save lives. Increasingly, there is national interest in developing a systematic approach to the prehospital care of STEMI cardiac 9 -1 -1 patients supported by organizations such as the American College of Cardiology and the American Heart Association (AHA). In enacting their Advance Cardiac Life Support Guidelines, the AHA advocates a 12 -Lead EKG machine as standard equipment on all paramedic units that handle acute coronary syndrome patients. The United States Senate, in a letter dated May 31, 2005, also recommended that anyone with symptoms of a possible heart attack obtain a 12 -Lead EKG as soon as possible and that EMS should transport patients with heart attack symptoms to specialized facilities. In Los Angeles County, the EMS Agency is working closely with the medical community to develop these recommendations into a cardiac care program that includes rapid acquisition and interpretation of a 12 -Lead EKG. OjO The Honorable Board of Supervisors September S, 2006 Page 3 The Los Angeles County and City Fire Departments have been integral in the development stages of the cardiac care program, as recipients of an Annenberg Foundation grant which partially offsets the cost of 12 -Lead EKG equipment and training for their respective agency's paramedics. The paramedic service provider agencies identified in Attachment B are expected to purchase 12- Lead EKG equipment by December 31, 2006, with the intent to provide associated training by June 30, 2007. A one -time allocation, not to exceed $4.0 million in Measure B TPA funding, would cover equipment and training costs for paramedics and EMT personnel in the 30 paramedic service provider agencies identified in Attachment B to ensure the implementation of the cardiac care program for STEMI patients. Per terms of the Agreement, the County will not reimburse for equipment and training previously funded-by other grant funds. Studies have shown that morbidity and mortality due to a STEMI can be reduced significantly if patients activate the EMS system early, thereby shortening the time to treatment. Paramedics currently transport all cardiac patients to the nearest hospital. If the receiving hospital does not have the SRC capability some of the patients may require secondary transfer to a STEMI facility. However, under the new cardiac care program they would transport the 9 -1 -1 STEMI cardiac patients to EMS Agency - approved receiving centers. As with all other patient destination policies, the paramedics will utilize the EKG equipment on patients based on established medical criteria, including County responsible indigent patients. Under the authority granted by Title 22, California Code of Regulations, and as outlined in the EMS System Guidelines issued by the State EMS Authority, the EMS Agency Medical Director will approve and designate qualified public and private hospitals in Los Angeles County as STEMI receiving centers. Approved SRCs will meet specific standards as outlined in Exhibit I, and include required equipment and personnel to provide rapid intervention. There are at least 36 hospitals in Los Angeles County that have the capability to participate as SRCs and have expressed high interest in the program. Participation in the SRC program is voluntary. The SRC Standards were developed by the Cardiac Technical Advisory Group, under the leadership of the EMS Agency Medical Director and was comprised of cardiologists, emergency physicians, fire department personnel, an EMS Commissioner, nurse managers from emergency departments and cardiac catherization laboratories, and a representative from the Hospital Association of Southern California. The SRC Standards have been fully approved by the County- ordinanced Emergency Medical Services Commission. On July 30, 2002, the Board adopted a resolution for the Measure B special tax ballot initiative. The resolution provides that Measure B TPA funds will be used to pay for the cost of prehospital care, including care provided in, or en route to, from or between acute care hospitals or other health care facilities. The resolution also established that the special tax is for the purpose of purchasing or leasing supplies, equipment or materials. In accordance with Measure B objectives, $4 million in Measure B TPA funds will be used to reimburse the paramedic service provider agencies identified in Attachment B for the initial purchase of 12 -Lead EKG machines and related training. County Counsel has approved Exhibits I and E as to use and form. Attachments A and B provide additional information. 03 t, The Honorable Board of Supervisors September 5, 2006 Page 4 CO- NTRACTLNG PROCESS: The paramedic service provider agencies executing the attached agreement are current participants in the County's EMS System and satisfy County criteria and conditions for participation. It is not appropriate to advertise this agreement on the Los Angeles County On- Line Web Site. IMPACT ON CURRENT SERVICES: The designation of STEIvC SRCs, allocation of Measure B TPA funding, Cardiac Care Program Equipment Agreements with local and County paramedic service provider agencies and approval of the appropriation adjustment will help to ensure the delivery of timely and definitive emergency medical care to 9 -1 -1 STEMI cardiac patients in Los Angeles County. When approved, this Department requires three signed copies of the Board's action. Respectfully submitted, Bruck A. ernof, .D. Director A Chi dical Officer BAC: b Attachments (5) c: Chief Administrative Officer County Counsel Executive Officer, Board of Supervisors Auditor - Controller SUMMARY OF AGREEMENT Type of Service: ATTAGfIlV1ENT A This agreement provides for paramedic service provider agencies to be reimbursed by County for equipment and training costs to ensure 12 -Lead electrocardiograph (EKG) capability in prehospital care for 9 -1 -1 patients in Los Angeles County. 2. Address and Contact Person: Department of Health Services — Emergency Medical Services (EMS) Agency 5555 Ferguson Drive, Suite 220 Los Angeles, California 90022 Attention: Carol Meyer, Director Telephone: (323) 890 -7545 Fax: (323) 890 -8536 Email: cmeyer @ladhs.org 3. Tenn: Effective upon Board approval through June 30, 2007. 4. Financial Information: The maximum obligation for the agreements with the local and County paramedic service provider agencies identified in Attachment B will not exceed $4 million. This is 100% funded by Measure B Trauma Property Assessment funds. The appropriation adjustment to reallocate $4 million from Appropriation for Contingencies to Services & Supplies in the Fiscal Year 2006 -07 Department of Health Services Adopted Budget is necessary to cover these obligations. 5. Primary Geographic Area to be Served: Countywide. 6. Accountable for Program Monitoring: The County's local EMS Agency, i.e., the Department's EMS Division 7. Approvals: Emergency Medical Services Agency: Contracts and Grants Division: County Counsel: CAO Budget unit: Carol Meyer, Director Cara O'Neill, Chief Edward A. Morrissey, Deputy County Counsel Leticia Thompson bib ATTACHMENT B PARAMEDIC SERVICE PROVIDER AGENCIES THAT REQUIRE CARDIAC CARE PROGRAM EQUIPMENT AGREEMENT 1. Alhambra Fire Department 2. Arcadia Fire Department 3. Beverly Hills Fire Department 4. Burbank Fire Department 5. Compton Fire Department 6. Culver City Fire Department 7. Downey Fire Department 8. El Segundo Fire Department 9. Glendale Fire Department 10. Hermosa Beach Fire Department 11. La Habra Heights Fire Department 12. La Verne Fire Department 13. Long Beach Fire Department 14. Los Angeles City Fire Department 15. Los Angeles County Fire Department (Memorandum of Understanding) 16. Los Angeles County Sheriff Department (Memorandum of Understanding) 17. Manhattan Beach Fire Department 18 Monrovia Fire Department 19. Montebello Fire Department 20. Monterey Park Fire Department 21. Pasadena Fire Department 22. Redondo Beach Fire Department 23. San Gabriel Fire Department 24. San Marino Fire Department 25. Santa Fe Springs Fire Department 26. Santa Monica Fire Department 27. South Pasadena Fire Department 28. Torrance Fire Department 29. Vernon Fire Department 30. West Covina Fire Department $FARF3`�3F'SPI= R74SQRSr; FF ten, •,rte - - -- - - D 9t�QliES7 top F ,Fj3GFk#iAT4C1K lSTIENT, D PARTIjfl1`?�iT,r3F hiealtfj Se itioes �A'l . , THEF�11C iYJ1NGfiPP3tPR1A °frC�AlADJ1i�T7J1�1?fT SDE I�DNP $SSI tY> 'T#tIS:DI —P�1K AEA7r MuY-0u?1LE EREp0R_1 ASt7SS r ACGf�>�Ni3NG+ND ilatfi1Ls48 lELA}C$.IAT,tf3�ARVi� ?Y3 T�E�GHffiF.l4pFalA�?S3�{AT�AiI DF�J "OR F±1S �pOlJIt1lF .yf3A�� ©���aTtG`77C9AI ,< t7pm 'T WFP tV1T yl is Yl'•_ BA ri V tc t' N[sas�tr� $ iVleasute �� • App�poA r'3on#ingocte$ Set�t+�e' arid 5�pplles . BilV9 -t3$ yj� -'3303 �4,ODD� Q.O $11119= HS41Ot7,2009 " 4 D(i0rfl00 . I S T #a4 ,I�DD,DD 'Total:. • t' . JLiS1aFfCA�'!t�l�l:, •rE t T; appropriation adjustment q the amount of $4 ODD,* ODD lsiiecessary;t' reallocate Fiscal Year 2006 -D7 OHS Board Ado ted $ptl et flfeasure' 6rauiria tq ert�r:Asses�menf fijnds frQin Approatr�nfiot C�nji>�ger�L7es #o Ser+ncest 3uppfies7t3 fiord�reemert#swviih fhetiararred (a'serVicerpmdergeticies i S _ , y. .4r 3^ � ' } t•. � � P •rRx� �iri l- •S i,.si * 4 ,!-: -.Y °''__ ! 2 ,�? 1 � t sue. r. :;J� Y'` ti ��JLr'`'C,Y EMIA f fy. tr � t � t r.� y l l r:. t, 'r 1 t Jy '�••4'r' �``'�%' -�7 y t` r .t • � - 'jam _ ••�. . -V• . ' }.. . .? -= , - Efr�in�luficu,�3efi�4 .0 � -� 1 y ,. � ,l f •= �t/. � f Y t 1 JIE l=D1ylfN18TRA7-jVE DFI=fCER'S #2EPOFf7 NHS- Co>}tro]1ePsD(vu>ort . - t 1. • ; ` r ,t r r >t r • 1 J 5 u' ff2lt.a REFERRED TO THE CHIEF.: JAtnON APPR©•UED AS REQUESTED A5 }?EOSD []: ADMINI5TRATNEOFF.ICER j FOR COMMENDATION /7b�Q6:•,. CHIEF. ADMINISTRA E OFFICER ' :. APPROVED-(AS`REV1SED) AUDITOR-CONTROLLER No. BY BOARDOF'SUP.ERVISORS O T / is -- 2 C2,0 �o BY: DEPUTY COUNTY SEND 6 COPIES TO THE AUDITOR- CONTROLI ER ) . ADS ANNE �P`l Contract No. H- 702573 -1 CARDIAC CARE PROGRAM EQUIPMENT AGREEMENT AMENDMENT NO. 1 THIS AMENDMENT is made and entered into this day of , 2007, by and between COUNTY OF LOS ANGELES (hereafter "County "), and CITY OF EL SEGUNDO (hereafter "Provider "). WHEREAS, reference is made to that certain document entitled "CARDIAC CARE PROGRAM EQUIPMENT AGREEMENT ", dated September 5, 2006, and further identified as County Agreement No. H- 702573 (hereafter referred to as "Agreement "); and WHEREAS, the Department of Health Services' Emergency Medical Services (EMS) Agency has agreed to reimburse Provider for the cost of the initial purchase of 12 -Lead EKG equipment and the initial training associated with the equipment's use, unless previously funded by other grant funds; and WHEREAS, both parties wish to extend the period of purchase for 12 -Lead electrocardiogram (EKG) units; and WHEREAS, Agreement provides that changes may be made in the form of a written amendment which is formally approved and executed by the parties. 04ow NOW, THEREFORE, the parties agree as follows: 1. This Amendment shall become effective upon the date of Board approval. 2. Paragraph 2, TERM, of Agreement shall be deleted in its entirety and replaced with the following: " The term of this Agreement shall commence upon Board approval and shall continue in full force and effect to and including September 30, 2007. In any event, this Agreement may be canceled at any time by either party by the giving of at least thirty (30) calendar days advance written notice thereof to the other party." 3. Subparagraph "B" of Paragraph 4, REIMBURSEMENT FOR 12- LEAD EKG PURCHASE, of Agreement shall be deleted in its entirety and replaced with the following: "B. Reimbursement shall be made by County to Provider within ninety (90) days of receipt of a complete and correct invoice from Provider for the initial purchase of 12 -Lead EKG equipment in accordance with the rate of reimbursement specified hereunder. Reimbursement by County to Provider shall be limited to the purchase of one (1) 12- Lead EKG machine per approved ALS Unit, to be purchased by - 2 - Provider no later than September 30, 2007. County's reimbursement to Provider shall not exceed a total maximum amount of Seventeen Thousand Dollars ($17,000) per 12 -Lead EKG machine, excluding any vendor credit for exchange of existing EKG equipment. All vendor credit for exchange of existing equipment for new 12 -Lead EKG equipment shall be applied to the purchase cost prior to County's reimbursement to Provider. Notwithstanding the foregoing, the County shall not reimburse Provider for the purchase of a 12 -Lead EKG machine if Provider has already received funding from a grant or any other third party source to offset the cost of such machine." 4. Subparagraph "C" of Paragraph 4, REIMBURSEMENT FOR 12- LEAD EKG PURCHASE, of Agreement shall be deleted in its entirety and replaced with the following: "REIMBURSEMENT FOR INITIAL TRAINING: Reimbursement shall be made by County to Provider within ninety (90) days of receipt of a complete and correct invoice from Provider for initial training of Provider's paramedic and EMT personnel in the use of 12 -Lead EKG equipment. Such invoice must include rosters from initial training that identify each attendee, each attendee's classification - 3 - (paramedic or EMT), date of training, and total hours of initial training. Reimbursement by County to Provider shall be limited to the initial training completed no later than September 30, 2007, and as described herein. County's reimbursement to Provider shall not exceed a total maximum amount of Forty -Five Dollars ($45.00) per hour of initial training per attendee, limited to one category of training per attendee, for the following maximum hours: TRAINING CATEGORY ATTENDEE MAXIMUM HOURS ACLS Paramedic 16 (includes 12 -Lead EKG training) 12 -Lead EKG Paramedic 6 12 -Lead EKG EMT 2" 5. Subparagraph "D" of Paragraph 4, REIMBURSEMENT FOR 12- LEAD EKG PURCHASE, of Agreement shall be deleted in its entirety and replaced with the following: "D. Reimbursement by County to Provider shall be made in the order that invoices are received from all Providers under this Agreement and any Amendments hereto (first -come, first - served basis). Providers that have not received previous grant funding for reimbursement of expenditures - 4 - C]4 described in Section 4, Subparagraph A of this Agreement, shall have priority for reimbursement. Reimbursement shall be made by County to Provider for 12 -Lead EKG equipment purchased by Provider no later than September 30, 2007, and for initial training of Provider's paramedic and EMT personnel on the use of such equipment that is completed no later than September 30, 2007." 6. Subparagraph "A" of Paragraph 5, RESPONSIBLITIES OF PROVIDER RELATING TO THE PURCHASE OF 12 -LEAD EKG EQUIPMENT AND TRAINING, of Agreement shall be deleted in its entirety and replaced with the following: "A. Provider shall be responsible for the selection of a vendor and the initial procurement of 12 -Lead EKG equipment under the terms of the group purchase plans developed by the Los Angeles Chapter of the California Fire Chiefs Association. Provider agrees to equip each approved ALS Unit within its agency with each 12 -Lead EKG machine purchased under terms of this Agreement. Purchase of said equipment must be made by Provider no later than September 30, 2007, to qualify for reimbursement by County." - 5 - ( 46 7. Subparagraph "B" of Paragraph 5, RESPONSIBLITIES OF PROVIDER RELATING TO THE PURCHASE OF 12 -LEAD EKG EQUIPMENT AND TRAINING, of Agreement shall be deleted in its entirety and replaced with the following: "B. Provider shall coordinate and arrange for the initial training of paramedic and EMT personnel in the use of 12 -Lead EKG equipment. Such training must be completed no later than September 30, 2007, to qualify for reimbursement by County." 8. Subparagraph "F" of Paragraph 5, RESPONSIBLITIES OF PROVIDER RELATING TO THE PURCHASE OF 12 -LEAD EKG EQUIPMENT AND TRAINING, of Agreement shall be deleted in its entirety and replaced with the following: "F. Provider shall be responsible for: (1) all maintenance of 12 -Lead EKG equipment purchased under terms of this Agreement and beyond, (2) expenditure for purchase of all replacement 12 -Lead EKG equipment, (3) expenditure for additional and /or future 12 -Lead EKG equipment purchased after September 30, 2007, and (4) expenditure for training on the use of 12 -Lead EKG equipment that occurs after September 30, 2007." - 6 - 9. Paragraph 8, MAXIMUM COUNTY OBLIGATION, of Agreement shall be deleted and replaced by the following: 118. MAXIMUM COUNTY OBLIGATION: County has allocated a maximum total amount of Four Million Dollars ($4,000,000) for reimbursement of allowable costs incurred by all Providers under terms of this Agreement and any Amendments hereto. The parties acknowledge that this funding is comprised by revenue generated by Measure B, Preservation of Trauma Centers and Emergency Medical Services annual special tax as allocated by the County Board of Supervisors (Measure B Trauma Property Assessment [TPA] Funds). The parties further acknowledge that, following all due payment by County to all Providers under terms of this Agreement and any Amendments hereto, any Measure B TPA funds unused at the termination of this Agreement shall remain in the Measure B Special Fund, pending additional use subject to approval by the County Board of Supervisors." 10. Except for the changes set forth hereinabove, the wording of Agreement shall not be changed in any respect by this Amendment. IN WITNESS WHEREOF, the Board of Supervisors of the County of Los Angeles has caused this Amendment to be subscribed by its - 7 - f- 4,S - 8 - u y 11) Director of Health Services or his designee, and Provider has caused this Amendment to be subscribed in its behalf by its duly authorized officer, the day, month, and year first above written. CITY OF EL SEGUNDO M Jeff Stewart City Manager Dated 'mil Karl Berger Assistant City Attorney Dated APPROVED AS TO FORM: OFFICE OF THE COUNTY COUNSEL APPROVED AS TO CONTRACT ADMINISTRATION: Department of Health Services Wl Cara O'Neill, Chief Contracts and Grants Division COUNTY OF LOS ANGELES By Bruce A. Chernof, M.D. Director and Chief Medical Officer APPROVED AS TO PROGRAM: Department of Health Services By Cathy Chidester, Acting Director Emergency Medical Services Agency EL SEGUNDO CITY COUNCIL MEETING DATE: August 21, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding approval of an Agreement between the City of El Segundo and other South Bay cities for the joint use of an armored response and rescue vehicle. (Fiscal Impact — $500.00.) RECOMMENDED COUNCIL ACTION: (1) Authorize the Mayor to execute an Agreement, approved as to form by the City Attorney, between the City of El Segundo and other South Bay cities for the joint use of an armored response and rescue vehicle; (2) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: The 2006 State Homeland Security Grant Program process funded many priority projects for cities throughout Los Angeles County. Shared tactical resources were high priorities in the process to determine funding to individual cities. The need for an armored response and rescue vehicle for the service of search warrants, critical incidents involving encounters with armed suspects, potential homeland security threats and civil unrest incidents had long been recognized by the nine South Bay police departments (El Segundo, Redondo Beach, Torrance, Palos Verdes Estates, Hermosa Beach, Manhattan Beach, Hawthorne, Gardena, and Inglewood). In the past, various South Bay cities have adapted military surplus and retired bank services armored vehicles for this purpose. However, this vehicle provides superior ballistic resistance to firearms commonly available to the public. — Continued — ATTACHED SUPPORTING DOCUMENTS: Agreement for the Joint Use of the Armored Response and Rescue Vehicle. FISCAL IMPACT: Operating Budget: 208,850.00 Amount Requested: $500.00 Account Number: 001 -400 -4601 -5204 Project Phase: None Appropriation Required: None umWngs, Chief of Police REVI Jeff WvArt, City Manager DATE: Y-1-3-0.-I DATE: V' A i BACKGROUND & DISCUSSION (continued) A funding request was submitted to the State Homeland Security Grant Program proposing a specific project of a joint use armored response and rescue vehicle for the South Bay, which was approved. The grant funded $245,000 for the purchase of a Lenco Bearcat armored response and rescue vehicle. The vehicle operates on a standard Ford F -550 truck chassis and diesel engine, is armored to withstand up to a 50 caliber bullet, and contains a radiation detection device in the cabin. It has a counter balanced rotating roof hatch, remotely controlled roof lights, a back up camera system and electric power winch. It exceeds the current ballistic rating of any vehicle available in the South Bay cities. The vehicle will be shared equally among the participating cities. It will be parked at each of the police stations for two months before its rotation to the next station. All of the participating cities will have keys to the vehicle. It will be used by the cities for critical incidents on demand and reserved for tactical and community events using an online electronic calendar. The Redondo Beach Police Department will provide driver and operator training acquired from the factory and tactical training from the experience of the Los Angeles County Sheriffs Department to all of the participating agencies. The cities will share the responsibility for the ongoing maintenance and operation of the vehicle in accordance with the agreement. The maintenance of the vehicle is based on the total hours of operation each year. Police Department staff estimates the annual cost for routine maintenance of the vehicle at approximately $500. This amount and any maintenance in excess of this amount will be divided equally among the participating cities. The estimated annual maintenance costs can be absorbed by the police department's current budget. G13 AGREEMENT BETWEEN THE CITY OF REDONDO BEACH,THE CITY OF TORRANCE, THE CITY OF PALOS VERDES ESTATES, THE CITY OF HERMOSA BEACH, THE CITY OF MANHATTAN BEACH, THE CITY OF HAWTHORNE, THE CITY OF EL SEGUNDO, THE CITY OF GARDENA AND THE CITY OF INGLEWOOD FOR JOINT USE OF THE ARMORED RESPONSE AND RESCUE VEHICLE THIS AGREEMENT, entered into this 7th day of August 2007, by and between the CITY OF REDONDO BEACH, the CITY OF TORRANCE, the CITY OF PALOS VERDES ESTATES, the CITY OF HERMOSA BEACH, the CITY OF MANHATTAN BEACH, the CITY OF HAWTHORNE, the CITY OF EL SEGUNDO, the CITY OF GARDENA AND the CITY OF INGLEWOOD (individually referred to hereunder as "Party" and collectively as "Parties ") is made in light of the following: RECITALS A. Parties are municipal corporations duly organized and validly existing under the Constitution and laws of the State of California and their respective charters if any. B. Parties are in need of a specialized Armored Response and Rescue Vehicle (ARRV) to strengthen regional response capabilities to critical incidents including hazardous materials emergencies and terrorism incidents. Such equipment is infrequently used and costly to obtain, maintain and operate. C. The Governor's Office of Homeland Security (OHS) through the FY2006 Homeland Security Grant Program (HSGP) has designated $245,000 for the purchase of an Armored Response and Rescue Vehicle (ARRV) that will be shared among nine South Bay cities. D. The Parties enter this Agreement with the intent to coordinate the acquisition, administration, maintenance, and shared use of the ARRV by their respective law enforcement Agencies in the furtherance of homeland security efforts. In an effort to increase the service life of the vehicle and maintain the vehicle in a condition of readiness for deployment, the vehicle will be stored, on a rotating basis, only at the Parties entering into this agreement and providing annual maintenance, operation and repair funds. E. The Parties do not intend this Agreement to be a joint powers agreement, nor do they intend to create through this Agreement a joint powers agency or entity as such terms are defined in the Joint Exercise of Powers Act, Government Code §§ 6500, et se g. 053 AGREEMENT NOW THEREFORE, the Parties agree to the following: Section 1. Purpose The purpose of this Agreement is to set forth the respective responsibilities of the Cities and their respective law enforcement Agencies: the Redondo Beach Police Department (RBPD), the Torrance Police Department (TPD), the Palos Verdes Estates Police Department (PVEPD), the Hermosa Beach Police Department (HBPD), the Manhattan Beach Police Department (MBPD), the Hawthorne Police Department (HPD), the El Segundo Police Department (ESPD), the Gardena Police Department (GPD), and the Inglewood Police Department (IPD) (referred to hereunder collectively as "Agencies "). This Agreement sets forth policy, guidance, and planning, in order to maximize interagency coordination and cooperation for the purpose of sharing and use of an ARRV purchased with homeland security grant funds. The Parties jointly and separately agree to abide by the terms and provisions of this Agreement throughout the duration of the Agreement. Section 2. General Responsibilities of Parties. The responsibility of the Parties is to take a unified approach toward the acquisition, administration, maintenance, and shared use of an Armored Response and Rescue Vehicle. Section 3. Acquisition, Administration, Maintenance and Shared use of Equipment. a) Responsibilities of the City of Redondo Beach. The City of Redondo Beach will: 1) Administrate through its local Office of Emergency Services, the Homeland Security Grant ( "Grant ") which is the source of funding for the purchase of the Equipment. 2) Coordinate the preparation and prompt submittal of documentation to the State Office of Emergency Services required under the Grant for the Equipment purchase, draw down of Grant funds, and disposition of the Equipment. 3) Administrate the purchase of the Equipment, in accordance with the Redondo Beach Municipal Code, from Lenco Armored Vehicles in an amount not to exceed $245,000 by issuing the purchase order and initially paying for the Equipment from City of Redondo Beach general fund monies appropriated for this purpose with the understanding that the City will be reimbursed as provided in Section 4 below. 2 G, 5 4) Secure title to the Equipment, and register the Equipment with the Department of Motor Vehicles. 5) Provide a log book in the Equipment for use by all operators of the Equipment in recording mileage. b) Responsibilities of the City of Redondo Beach, City of Torrance, the City of Palos Verdes Estates, the City of Hermosa Beach, the City of Manhattan Beach, the City of Hawthorne, the City of El Segundo, the City of Gardena and the City of Inglewood. The City of Redondo Beach, City of Torrance, the City of Palos Verdes Estates, the City of Hermosa Beach, the City of Manhattan Beach, the City of Hawthorne, the City of El Segundo, the City of Gardena and the City of Inglewood will: 1) Should the Grant funds fail to pay for all costs associated with purchasing, registering, and maintaining the ARRV, each Party will respectively reimburse Redondo Beach an equal fractional portion of these costs, as defined within this agreement. 2) Each city will maintain and store, on a rotating basis, the ARRV in a condition of readiness and coordinate use of the ARRV and maintain its costs and maintenance records. 3) Upon a completed use or deployment of the ARRV by a party, each party will be responsible for re- filling the fuel tank, checking fluid levels, and basic cleanup of the ARRV and its equipment. The ARRV will be returned to the hosting city upon completion of the use or deployment. 4) Each Party that is solely, or jointly, responsible for any damage or destruction of any portion of the ARRV agrees to defend, indemnify, and hold the inculpable Parties harmless from any action brought against those inculpable Parties as a result of such damage or destruction. The Party or Parties responsible for such damage or destruction must also cause the ARRV to be repaired or, if applicable, replaced at no cost to the inculpable Parties. 5) Record mileage in the Equipment log book while the Equipment is in the care, custody and control of the respective party. c) Responsibilities of the Parties. The Parties, by their respective Chief of Police or his /her designee, will: 1) Determine the type and amount of equipment maintenance service and the manner for securing a service provider to maintain the equipment. Such maintenance shall be consistent with the maintenance required to maintain 3 055 the manufacturer's warranties for the equipment. Should any Party object to the type, quantity or manner of maintenance service, the objection shall be addressed by a simple majority vote of the Chiefs of Police of the participating Parties. 2) Determine any graphic design for the Equipment and placement of law enforcement agency logos thereon. 3) Utilize the Equipment primarily as a resource within Area "G" of Los Angeles County, however, in the event of a major disaster or terrorist act requiring mutual aid, it may be taken to another area outside Area "G" as long as the ARRV remains under the operation and control of a Party's employees. Section 4. Reimbursement, Invoicing and Final Disposition of Equipment. a) Equipment Purchase and Registration. The City of Redondo Beach must be reimbursed in the manner set forth in this Agreement for the purchase price of the Equipment and any cost for vehicle registration. b) Equipment Maintenance. Each party must reimburse the City of Redondo Beach its one -ninth share for Equipment maintenance service within sixty (60) days of receipt of invoice from the City of Redondo Beach. c) Disposition of Equipment. Upon expiration or termination of this Agreement, the Parties shall mutually agree upon the physical disposition of the Equipment in accordance with the terms of the Grant. Any proceeds from the sale of the Equipment, after any refund of Grant monies (if required), shall be shared equally. If the terms of the grant do not restrict the disposition of the equipment, a simple majority vote of the Chiefs of Police of the remaining participating Parties may determine the disposition of the vehicle to one or more Parties. Any unamortized value of the Equipment shall be determined and shared equally among the Parties sharing ownership at the time of its disposition. If one or more of the Parties retains sole possession of the vehicle, they shall pay the remaining Parties their fractional share of the value. This paragraph shall survive expiration or termination of this Agreement. Section 5 Operation and Reservation of the Vehicle a) Reservations of the South Bay regional "Armored Response and Rescue Vehicle" will be considered emergent or non - emergent. An emergent use of the vehicle will have priority over all non - emergent uses. b) Examples of an emergent use of the vehicle shall include: 4 056 1) Response to acts of terrorism 2) Response to an unplanned crime enforcement event that involves or potentially involves the continuing use of weapons against law enforcement, fire personnel or the public that would require an armored vehicle response 3) Response to events that require the delivery or recovery of personnel, materials or victims involving a life threatening in- progress event 4) Response to search or arrest warrants resulting from an in- progress crime or requiring immediate service due to exigency 5) Response to hostage events c) Examples of a non - emergent use of the vehicle shall include: 1) Response to a planned enforcement event such as a search or arrest warrant in which the Party has discretion to execute the warrant and has notice of the planned service 2) Participation in a planned event such as demonstrations at a community open house, public safety fair, parade, school or club presentation 3) Participation in training events d) The Parties will make efforts to avoid conflicts in scheduling by creating a password protected calendar accessible via the Internet to the participating Parties. One Party will host this electronic reservation calendar and will provide equal access to all other Parties. The calendar will be the single location and determining document for the reservation of the vehicle. e) The Parties will enter non - emergent reservations of the vehicle on the calendar with a minimum of three hours prior notice before using the vehicle. Non - emergent reservations of the vehicle will be made on a first -come, first- reserved basis upon entry on the calendar. Reservations for a date and time shall not be made more than one year in advance of the date of the event. f) If multiple Parties cannot agree on the non - emergent reservation of the vehicle for a specific date or time, a simple majority vote of the chiefs of the participating Parties will resolve the dispute. A chief may designate a voting member when they are not accessible by telephone or e-mail. g) Emergency uses of the vehicle do not require immediate submission to the calendar. Emergency uses of the calendar should be entered for records purposes when possible and no later than twenty-four hours after the event. 057 5 h) Each Party will receive three numbered keys to the vehicle. Each Party shall maintain strict control of the keys. Additional keys will not be made by the parties to avoid a compromise to the security of the vehicle. If a key or keys are lost by a Party, they will notify all parties of the loss. i) A Party or Parties may propose a need or advantage to install new or upgraded accessory equipment on the vehicle in the future. The cost of the equipment will be shared equally among the participating Parties unless more than two Parties dissent to the purchase in a vote of the chiefs of the participating Parties. A Party or Parties may purchase and install accessory equipment at their cost with the approval of a simple majority of the Chiefs of Police from the participating Parties. However, this equipment becomes the property of all the Parties when installed on the vehicle. j) Parties storing the vehicle shall make the vehicle immediately available to other Parties who have reserved the vehicle. A Party with a preplanned event may take possession of the vehicle up to twelve hours before the event if there are no other planned uses. The transfer of the vehicle to this party will be noticed on the calendar to facilitate emergency access and response if necessary. Section 6. Term of Agreement. a) The term of this agreement shall commence on August 7, 2007 and terminate per the terms in paragraph (a)(1) of this section 6, or when the vehicle becomes permanently inoperable or unserviceable. 1) A Party may withdraw from this agreement by providing 90 days notice, in writing, to all Parties. A Party that withdraws from this agreement shall still be responsible for its share of expenses until the end of that fiscal year. Withdrawal shall not relieve the Party from any obligation incurred under this agreement prior to withdrawal. 2) Any Party failing to meet the responsibilities, including but not limited to those, listed in Section 3(b) and Section 4 shall lose the ability to store or maintain the ARRV. Failure to meet the responsibilities by any Party will result in loss of use of the ARRV in non - emergency circumstances. The vehicle may be requested as mutual aid during emergency situations if operated by a Party compliant to this agreement. Section 7. Indemnification. a) Each Party to this Agreement shall be solely liable for, and shall indemnify, defend and hold harmless the other Parties and each of their officers, officials, employees, agents and volunteers ( "Indemnitees ") from, any and all loss, liability, 6 05S fines, penalties, forfeitures, costs and damages (whether in contract, tort or strict liability, including but not limited to personal injury, death at any time and property damage) incurred by any of the Indemnitees, the indemnifying Party or any other person, and from any and all claims, demands and actions in law or equity (including attorney's fees and litigation expenses), arising directly or indirectly from: 1) The active negligence or intentional acts or omissions of the indemnifying Party or any of its officers, officials, employees, agents or volunteers in the performance of this Agreement; or 2) The ownership, maintenance, operation or use of the Equipment when in the care, custody and control of the indemnifying Party. b) It is the intent of the Parties that, where negligence is determined to have been contributory, principles of comparative negligence will be followed and each Party shall bear the proportionate cost of any loss, liability, fines, penalties, forfeitures, costs and damages, expense and liability attributable to that Party's negligence. c) Each Party shall establish procedures to notify the other Parties where appropriate of any claims, administrative actions or legal actions with respect to any of the matters described in this indemnification provision. The Parties shall cooperate in the defense of such actions brought by others with respect to the matters covered in this Agreement. Nothing set forth in this Agreement shall establish a standard of care for, or create any legal rights in, any person not a Party to this Agreement. d) It is expressly understood and agreed that there are inherent risks in the operation of the AARV and that each Party assumes those risks by entering into this Agreement. e) This Section 7 shall survive termination or expiration of this Agreement. Section 8. Insurance. It is understood and agreed that each Party maintains insurance policies or self - insurance programs to fund their respective liabilities, including liability arising out of the ownership, maintenance, operation and use of the Equipment. Evidence of insurance, certificates of insurance or other similar documentation shall not be required of any Party under this Agreement. Section 9. Independent Contractor. 7 059 a) In performance of the work, duties and obligations assumed by each Party under this Agreement, it is mutually understood and agreed that each Party, including any and all of its officers, agents, and employees will at all times be acting and performing as an independent contractor, and shall act in an independent capacity and not as an officer, agent, servant, employee, joint venturer, partner, or associate of any other Party. Furthermore, no Party shall have the right to control or supervise or direct the manner or method by which any other Party shall perform its work and function. However, each Party shall retain the right to administer this Agreement so as to verify that the other Parties are performing their respective obligations in accordance with the terms and conditions thereof. b) The Parties shall comply with all applicable provisions of law and the rules and regulations, if any, of governmental authorities having jurisdiction over matters the subject thereof. c) Because of its status as an independent contractor, a Party shall have absolutely no right to employment rights and benefits available to any other Party's employees. Each Party shall be solely liable and responsible for providing to, or on behalf of, its employees all legally required employee benefits. In addition, each Party shall be solely responsible and save the other Parties harmless from all matters relating to payment of its employees, including compliance with Social Security withholding and all other regulations governing such matters. d) Each Party retains full responsibility for the professional and personal conduct of all of its own personnel. Each Party will remain responsible for establishing and assuming all personnel costs, including salaries, fringe benefits, overtime, Worker's Compensation Insurance and training for assigned personnel. Section 10. Maintenance of Records. Each Party shall maintain all books, documents, papers, accounting records, and other evidence pertaining to the performance of this Agreement and any addenda, including but not limited to, the costs of administering the Agreement. All Parties shall make such materials available at their respective offices at all reasonable times during the Agreement period. Each Party and any duly authorized representative of the state or federal government that has provided funding for any acquisition or activities under this Agreement shall have access to any books, records, and documents of the Parties that are pertinent to the Agreement for audits, examinations, excerpts, and transactions, and copies thereof shall be furnished if requested. This paragraph shall survive termination of this Agreement. Section 11. Non - waiver. 0 L Go Waiver of any breach or default hereunder will not constitute a continuing waiver or a waiver of any subsequent breach, of either the same or another provision of this Agreement. Section 12. Severabilitv. If any provision of this Agreement is held invalid or unconstitutional, such decision shall have no effect on the validity of the remaining provisions of the Agreement and such remaining provisions shall continue to remain in full force and effect. Section 13. Interpretation. The Parties acknowledge that this Agreement in its final form is the result of the combined efforts of the Parties and that, should any provision of this Agreement be found to be ambiguous in any way, such ambiguity shall not be resolved by construing this Agreement in favor of or against any Party, but rather by construing the terms in accordance with their generally accepted meaning. Section 14. Governing Law. The interpretation and enforcement of this Agreement will be governed by the laws of the State of California and where applicable, by federal law. The Parties agree to submit any disputes arising under this Agreement to a court of competent jurisdiction located in Los Angeles County, California. Section 15. No Third Party Beneficiaries. The rights, interests, duties and obligations defined within this Agreement are intended for the specific Parties hereto as identified in the preamble of this Agreement. It is not intended that any rights or interests in this Agreement benefit or flow to the interest of any third parties. Section 16. Assignment, Transfer, and Entrustment. No Party shall assign or transfer its rights or obligations under this Agreement, or its ownership interest in the Equipment, except as expressly provided in this Agreement. No Party shall entrust the Equipment to the care, custody or control of any third party, except for the sole purpose of repairing the Equipment. Section 17. Extent of Agreement. 9 061 This Agreement represents the entire and integrated agreement between the Parties with respect to the subject matter hereof and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be modified only by written instrument duly authorized and executed by each Party. IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed. City of Redondo Beach ME Mike Gin, Mayor W. Joseph Leonardi, Chief of Police APPROVED AS TO FORM: Attorney for City of Redondo Beach City Attorney By: 10 fit; IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed. City of Torrance By: Frank Scotto, Mayor John Neu, Chief of Police APPROVED AS TO FORM: Attorney for City of Torrance City Attorney 11 063 IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed. City of Palos Verdes Estates A M James F. Goodheart, Mayor Dan Dreiling, Chief of Police APPROVED AS TO FORM: Attorney for City of Palos Verdes Estates City Attorney 12 IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed. City of Hermosa Beach By: Sam Edgerton, Mayor By: Greg Savelli, Chief of Police APPROVED AS TO FORM: Attorney for City of Hermosa Beach City Attorney Mike Jenkins, City Attorney 13 065 IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed. City of Manhattan Beach M in Nicholas W. Tell, Jr., Mayor Rod Uyeda, Chief of Police APPROVED AS TO FORM: Attorney for City of Manhattan Beach City Attorney 14 ��G IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed. City of Hawthorne M Larry Guidi, Mayor Michael Heffner, Chief of Police APPROVED AS TO FORM: Attorney for City of Hawthorne City Attorney M 15 067 IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed. City of Ell Segundo Kelly McDowell, Mayor APPROVED AS TO CONTENT: David Cummings, Chief of Police APPROVED AS TO FORM: Attorney for City of El Segundo Mark D. Hensley, City Attorney Karl H. Berger, Assistant City Attorney 16 U6$ IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed. City of Gardena M Paul K. Tanaka, Mayor Ed Medrano, Chief of Police APPROVED AS TO FORM: Attorney for City of Gardena City Attorney 17 060 IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed. City of Inglewood M Roosevelt Dorn, Mayor Julius I. Davis, Chief of Police APPROVED AS TO FORM: Attorney for City of Inglewood City Attorney M tj 18 EL SEGUNDO CITY COUNCIL MEETING DATE: August 21, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding the award of a contract to Tetra Tech, Inc. for the seismic evaluation of the 3.1 Million Gallon Circular Tank at 400 Lomita Street. Capital Improvement Program RFP No. 07 -04. Water Project No. 7103 -8227 - (Fiscal Impact = $39,408 Water Enterprise funds) RECOMMENDED COUNCIL ACTION: (1) Authorize the City Manager to execute a Professional Services Agreement in a form as approved by the City Attorney with Tetra Tech, Inc. in the amount of $39,408 for the seismic evaluation of the 3.1 Million Gallon Circular Water Tank located at 400 Lomita Street; and, (2) Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: On May 15, 2007, the City Council approved a Request for Proposal (RFP) No. 07 -04 for the seismic evaluation of the 3.1 MG Water Tank located at 400 Lomita Street. On June 21, 2007, the City Clerk received and opened only one (1) proposal from Tetra Tech, Inc. Tetra Tech, Inc. is a well qualified engineering firm with verified successful experience with similar projects. The original proposal submitted included an extensive scope of work and fee in the amount of $67,916. Staff worked with the consultant to develop the most effective scope of work and negotiated the fee to $39,408. The project is a part of the FY 2006 -2007 Capital Improvement Program although no appropriations were assigned to this project during the budget process. ATTACHED SUPPORTING DOCUMENTS: Proposal FISCAL IMPACT: Operating Budget: 0 Amount Requested: $39,408 Account Number: 7103 -8227 Project Phase: NA Appropriation Required: Yes, $4,408 ORIGINATED B DATE: P - i3 -Lo 7 Dan Garcia, As 'stant REVIEWE . 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N ow m F-. a u A E w r g F ° a O L 9 U8;j EL SEGUNDO CITY COUNCIL MEETING DATE: August 21, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding adoption of plans and specifications and authorization to solicit construction bids for replacement of field lighting and centerfield scoreboard at the Recreation Park Baseball Field (Stevenson Field) on the west side of Eucalyptus Street between Grand Avenue and Pine Avenue — Project No. PW 07 -07 — (estimated cost = $123,000.00). RECOMMENDED COUNCIL ACTION: Recommendation — (1) Approve plans and specifications; (2) Authorize staff to advertise the project for receipt of construction bids; (3) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: On June 5, 2007, City Council approved the plans and specifications and authorized staff to solicit bids for replacement of field lighting at Stevenson Field and the Softball Field. No bids were received. As provided in the Public Contract Code, staff contacted contractors in an attempted to negotiate a contract. Negotiations were entered into with three contractors, but staff was not successful in negotiating a price within the allotted budget for the project. It is recommended that City Council authorize a reduction in project scope to address only Stevenson Field this year. Replacement of these lights will save in excess of $8,000 per year in energy costs. (Continued on next page) ATTACHED SUPPORTING DOCUMENTS: Location map FISCAL IMPACT: CIP: $113,000 Operating Budget: $10,000 Amount Requested: $123,000 Account Number: 301 - 400 - 8202 -8473, $113,000; 001 - 400 - 5102 -6206, $10,000 Project Phase: Adoption of plans and specifications Appropriation Required: No ORIGINATE BY: DATE: / Ste Finton, rector of Public Works REVIEWED B : DATE: Jeff ,City Manager 084 Background and Discussion Continued Also included in this project is the replacement of the scoreboard at Stevenson Field. The existing scoreboard has been problematic and only displays the total score. The Babe Ruth Baseball Program has offered to donate a new, state -of- the -art, scoreboard for installation at Stevenson Field. Washington Iron Works has generously offered to provide steel mounting poles for the installation. Installation of the scoreboard and poles and other ancillary work will be provided by the City and will be included in the bid solicitation. This project is funded through the FY 2006 -2007 Capital Improvement Program and the Recreation and Parks Operating budget. Plans and Specifications are available for review at the Public Works counter. 0 8:� V� A, o` .O , Cl- i J ^L I..L 0 co = A\ a L � w V is L DAIS NOIIVIP.V -- -- .. OA18 NO1IVIAV S 9 m O O U w OA10 dO3Alf1d35 N OA19 V03A1f1d3S S 1S NOIDNIHSVM iz z° C C > a O NQ z w i (D o a U c� �n i Q e i 1S s leon3 LL 1S NIVry o m z c� w y w C 3 a i y\5`PO� MPa w i d u z U) d T EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT MEETING DATE: August 21, 2007 AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to award a Standard Public Works Contract to All American Asphalt in the amount of $199,815.00 to Slurry Seal Sycamore Avenue from Penn Street to Sheldon Street and streets in the area bounded by Sheldon Street, Mariposa Avenue, El Segundo Boulevard and the west City Limits. Approved Capital Improvement Program — Project No. PW 07 -11 (Contract Amount = $199,815). RECOMMENDED COUNCIL ACTION: Recommendation - (1) Authorize the City Manager to execute a Standard Public Works Contract in a form approved by the City Attorney with All American Asphalt in the amount of $199,815: (2) Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: On July 17, 2007, the City Council authorized staff to advertise the project for receipt of construction bids. On August 14, 2007, the City Clerk received and opened six (6) bids as follows: 1. All American Asphalt $199,815 2. Bond Blacktop $201,239 3. Pavement Coatings $209,397 4. Valley Slurry Seal $233,710 5. Penn Woods Corp. $235,450 6. Roy Allan Slurry Seal $237,218 (Background and Discussion continued on the next page....) ATTACHED SUPPORTING DOCUMENTS: Location Map FISCAL IMPACT: FISCAL IMPACT: Operating Budget: Capital Improvement Program Amount Requested: Account Number: Project Phase: Appropriation Required T St6v REVI J $167,600.00 $ 52,200.00 $219,800.00 (Contract amount plus 10% contingency) $167,600 001 - 400 - 4202 -6206 (Operating) $12,200.00 301 - 400 - 8201 -8512 (Blue Stone Balance) $40,000 301 - 400 - 8203 -8951 (Virginia Street Balance) Award of Contract No rector of Public Works Citv Man DATE: DATE: C,87 BACKGROUND AND DISCUSSION (CONTINUED): The recommended contract will provide for the slurry sealing of streets in the area bounded by Mariposa Avenue, Sheldon Street, El Segundo Boulevard and the west City limit as shown on the attached map. This area was last slurry sealed in FY1999 -00 and is the area that has gone the longest without slurry treatment. Additionally, Sycamore Avenue from Sheldon Street to Penn Street is proposed to be slurry sealed as a final pavement treatment to conclude the street improvement recently completed on this block. Staff recommends awarding the contract to the lowest responsible bidder, All American Asphalt in the amount of $199, 815. The total amount ($219,800) requested includes the contract amount of $199,815 and an additional 10% contingency. ti 0 0 C N QLL .0 O OA19 NOIlViAV - _ _ -. OA18 NO11VIAVS M O i N O g g O 8 8 N Z Z S W � N N cu VI N�.I 1S NOIONIHSVM o N CCU D cn O 9 O r Q � N w t0 0 O O = I O, N N E a O O C O a �g uopla g; N mL U� 1S NI C? a) 2p; O Q O/1 U) a) % O N p O Cl) CL i EL SEGUNDO CITY COUNCIL MEETING DATE: August 21, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding final acceptance of construction related to the City's Residential Sound Insulation Program Group 11 (32 Dwellings). Project No. RSI 06 -11. (Final contract total = $1,141,319.75). RECOMMENDED COUNCIL ACTION: Recommendation — (1) Accept the work as complete; (2) Authorize the City Clerk to file the City Planning and Building Safety Director's Notices of Completion in the County Recorder's Office; and (3) Alternatively discuss and take other action related to this item. BACKGROUND & DISCUSSION: The project is a part of the City's Residential Sound Insulation (RSI) Program financed by federal grants from the Federal Aviation Administration (FAA) and the settlement agreement with Los Angeles World Airports (LAWA). The RSI Program offers modifications to owners of qualifying residential property in the City of El Segundo that reduce interior sound levels of noise generated by air traffic from neighboring Los Angeles International Airport (LAX). At its meeting on November 21, 2006 the City Council awarded construction contracts to G &G Specialty Contractors, Inc. for construction related to Group 11. The work has now been completed to the satisfaction of staff. The final contract amount based on measured quantities is $1,141,319.75. Staff recommends acceptance of this project. ATTACHED SUPPORTING DOCUMENTS: List of homes in Groups 11 FISCAL IMPACT: Amount approved by City Council: $1,228,314.00 Amount Requested: $1,141,319.75 Account Number: 116- 400 - 0000 -8960 Project Phase: Acceptance of the work Appropriation Required: No ORIGINATED BY: DATE: August 10, 2007 C� J�AA mes S. O'Neill, Program Manager REVIEWED City Manager DATE: � fin, G I 12 090 City of E1 Segundo Residential Sound Insulation Program Group 11 RSI Number Address 11.01 716 West Oak Avenue 11.02 210 East Walnut Avenue 11.03 1836 Pepper Street 11.04 1018 East Imperial Avenue #1 11.05 1018 East Imperial Avenue #2 11.06 1018 East Imperial Avenue #3 11.07 1018 East Imperial Avenue #4 11.08 1018 East Imperial Avenue #5 11.09 1018 East Imperial Avenue #6 11.10 424 West Imperial Avenue, Unit A 11.11 424 West Imperial Avenue, Unit B 11.12 424 West Imperial Avenue, Unit C 11.13 424 West Imperial Avenue, Unit D 11.14 424 West Imperial Avenue, Unit E 11.15 424 West Imperial Avenue, Unit F 11.16 424 West Imperial Avenue, Unit G 11.17 426 West Imperial Avenue, Unit B 11.18 426 West Imperial Avenue, Unit C 11.19 426 West Imperial Avenue, Unit D 11.20 426 West Imperial Avenue, Unit E 11.21 426 West Imperial Avenue, Unit F 11.22 430 West Imperial Avenue, Unit A 11.23 430 West Imperial Avenue, Unit B 11.24 1430 West Imperial Avenue, Unit C 11.25 428 West Imperial Avenue, Unit A 11.26 428 West Imperial Avenue, Unit B 11.27 428 West Imperial Avenue, Unit C 11.28 428 West Imperial Avenue, Unit D 11.29 432 West Imperial Avenue, Unit A 11.30 432 West Imperial Avenue, Unit B 11.31 432 West Imperial Avenue, Unit C 11.32 432 West Imperial Avenue, Unit D 09x EL SEGUNDO CITY COUNCIL MEETING DATE: August 21, 2007 AGENDA ITEM STATEMENT AGENDA HEADING: New Business AGENDA DESCRIPTION: Consideration and possible action regarding approval of up to a $6,000,000 grant from the Federal Aviation Administration (FAA) to be used for the Residential Sound Insulation (RSI) Program. RECOMMENDED COUNCIL ACTION: 1) City Council accept FAA Grant Agreement for Project No. AIP 3- 06- 0139 -43 and potentially one additional FAA Grant; 2) Authorize the Mayor to execute the FAA Grant Agreement(s); and 3) Alternatively, discuss and take other action related to this item. BACKGROUND & DISCUSSION: On April 2, 2007, staff applied for additional $5,000,000 in FAA Grant Funding for the City's RSI Program. On June 22, the FAA sent a letter of a Tentative Allocation for $3,000,000. Approximately two weeks ago, the City was notified by the FAA that the City's RSI Program was being considered for an additional $2,000,000, matching the total requested by the City. The City was notified shortly later that the City was being considered for yet another $1,000,000 and was requested by the FAA to submit another grant application, which staff submitted on August 10. (Continued on next page...) ATTACHED SUPPORTING DOCUMENTS: 1. Project No. AIP 3- 06- 0139 -43 Grant Offer FISCAL IMPACT: Potentially $6,000,000 to be received in RSI Grant Funds Operating Budget: Amount Requested: Account Number: Project Phase: Appropriation Required: _Yes X No 'James S. O'Neill, Program Man REVIEWED Jeff OIXArt, City Manager . Aug DATE/ 13 BACKGROUND & DISCUSSION (cont) The supplemental $2,000,000 and $1,000,000 allocations have not been officially offered at this time, and may be offered as late as August 23Id. The grants would be contingent upon execution of Grant Agreement(s) on or before August 31, and therefore staff is recommending authorizing the Mayor to execute one or more Grant Agreements totaling as much as $6,000,000 in new funding from the FAA. The offer is in keeping with previous terms and conditions of previous FAA grants accepted by the City. To date, the City has accepted twelve (12) FAA grants totaling $20,808,880 and this would be the City's thirteenth (13th) FAA grant, bringing the total to a potential $26,808,880. Staff recommends that City Council accept the FAA Grant Agreement to continue the Residential Sound Insulation Program. To date, the City has completed RSI Improvements on a Dwellings. This new grant will be used after current FAA grants and second LAWA grant have be expended and is'expected to help fund Groups 29 -35. 093 I U.S Deportment of Transportation Federal Aviation Administration „une 22, 2007 Jeff Stewart City Manager City of El Segundo 350 Main Street El Segundo, CA 90245 Dear Mr. Stewart: Federal Aviation Administration Western - Pacific Region Los Angeles Airport District Office cos Angeles International Airport Project No. AIP 3- 06- 0139 -43 Tentative Allocation 15000 Aviation Boulevard Lawndale, CA 90261 In response to the request of the city of E1 Segundo, it is a pleasure to advise you that the Federal Aviation. Administration (FAA) has allocated $3,000,000 ;:rider the fiscal year 2007 A_rpert improvement Program for f.irt'r,er noise program implementation at the Los Angeles International Fairport. This project, desior.ated AIP 3 -06- 0139 -43, is programned ,,..ly for the follow-no specific develcz:�ment: _se measures for =eside:.ces wit air the 7C -74 D \L _.. th4 c_tv Sege:dc (a prcaimately 72 This allocation of federal funds is the first step leading to the issuance of a grant offer. The issuance of a grant offer is contingent upon the fact that all applicable federal requirements have been met. A representative of our of_'_ce :nay contact your airport representative in a few days for the p�,:rpose of assuring a clear understanding of all requirements, to establish a realistic work schedule for the project, and to fix a firm date fcr the acceptance of the grant offer. Sincerely, ORIGINAL SIGNED BY Ruben C. Cabalbag Assistant Manager, Los Angeles Airport District Office D: \msoff ice \AI3PORTS'\:.AX \7-LS . 'I\E \AIP32\ AA.doc �) i �