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AGENDA
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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, SEPTEMBER 18, 2007 - 5:00 P.M.
Next Resolution # 4520
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, 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:
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CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(a)) — 1
matters
1. City of El Segundo vs. City of Los Angeles, et. al. LASC No. BS094279
CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Government Code §54956.9(b): -2- potential cases
(no further public statement is required at this time); Initiation of litigation pursuant to Government
Code §54956.9(c): -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
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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, SEPTEMBER 18, 2007 - 7:00 P.M.
7:00 P.M. SESSION
CALL TO ORDER
INVOCATION — Pastor John Svendsen, First Baptist Church
PLEDGE OF ALLEGIANCE — Council Member Bill Fisher
Next Resolution # 4520
Next Ordinance # 1408
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PRESENTATIONS -
1. Presentation by NextG Networks, Inc. regarding installation of aerial and underground fiber
optic facilities on various streets and installation of cellular antennae on existing power
poles at seven locations citywide to enhance cellular service.
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 (Continued Public Hearing) regarding the Fiscal
Year 2007 -2008 Budget (including all City revenues and Expenditures), Five -Year
Capital Improvements Plan and Adoption of Resolutions approving Appropriation
Limit, Preliminary Budget as amended, and Capital Improvement Plans as
amended. (Copies of the Fiscal Year 2007 -2008 Preliminary Budget can be found in
the Library, City Clerk's Office, and on the City's website.) (Fiscal Impact:
$105,080,316 in total appropriations; $95,124,800 in total estimated revenues and
prior year designations of $9,955,516).
Recommendation - (1) Continue Public Hearing and receive public testimony. Adopt the
Resolution approving and adopting the Fiscal Year 2007 -2008 Operating Budget and the
Five -year Capital Improvement Budget; (2) Incorporate "Exhibit A Fiscal Year 2007 -2008
Change List of Budget Revisions in all Funds" into the Adopted Budget and deposit any
fiscal year 2006 -2007 General Fund savings into the Economic Uncertainty Fund in fiscal
year 2007 -2008 once the fiscal year 2006 -2007 audit is complete; (3) Adopt the
Resolution approving and adopting the Appropriations Limit for fiscal year 2007 -2008, as
presented; (4) Approve and adopt GASB45 funding recommendation; (5) Approve and
adopt funding recommendation for Athletic Field turf replacement; (6) Alternatively,
discuss and take other action related to this item.
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C. UNFINISHED BUSINESS
2. Consideration and possible action regarding the Conceptual Design documents for
Fire Station 2 as submitted by RRM Design Group. (Fiscal Impact: None)
Recommendation — (1) Receive an overview of the Conceptual Design documents
submitted by RRM Design Group; (2) Direct staff to continue to work with the architect in
the development of Construction Documents for the fire station as designed; (3)
Alternatively, discuss and take other action related to this item.
D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS
E. CONSENT AGENDA
All items listed are to be adopted by one motion without discussion and passed unanimously. If a call for discussion of
an item is made, the item(s) will be considered individually under the next heading of business.
3. Warrant Numbers 2561436 to 2561679 on Register No. 23 in the total amount of
$1,115,355.35 and Wire Transfers from 08/24/2007 through 09/06/2007 in the total
amount of $1,270,468.07.
Recommendation — Approve Warrant Demand Register and authorize staff to release.
Ratify: Payroll and Employee Benefit checks; checks released early due to contracts or
agreement; emergency disbursements and /or adjustments; and wire transfers.
4. Regular City Council Meeting Minutes of September 4, 2007.
Recommendation — Approval.
5. Consideration and possible action regarding the annual renewal of the Library
Department's blanket purchase orders over $10,000. Those include four vendors:
Baker & Taylor Information Services, Online Computer Library Center, Inc. (OCLC),
EBSCO Subscription Services, and Innovative Interfaces, Inc. (Fiscal Impact:
$138,700)
Recommendation: (1) Authorize the City Manager to extend ongoing service agreements
with Baker & Taylor Information Services, for supplying books and other library materials
and issuance of blanket purchase order, not to exceed $83,700; (2) Authorize the City
Manager to extend ongoing service agreements with OCLC Inc., for online cataloging
services and issuance of blanket purchase order not to exceed $15,000; (3) Authorize
the City Manager to extend ongoing service agreements with EBSCO Subscription
Services, for supplying periodical materials and issuance of blanket purchase order not to
exceed $14,000; (4) Authorize the City Manager to amend /extend Contract #2235 to
Innovative Interfaces, Inc. for library computer system maintenance and issuance of
blanket purchase order not to exceed $26,000; (3) Alternatively, discuss and take other
action related to these items.
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6. Consideration and possible action regarding approval to issue blanket purchase
orders for on going service agreements for FY 07 -08 in excess of $10,000 for the
Fire Department.
Recommendation: (1) Authorize the El Segundo Fire Department to piggyback on the
City of Arcadia Bound Tree Medical, Inc. ( "Bound Tree ") Bid #PA05 -02 and authorize
issuance of a blanket purchase order to Bound Tree for FY 2007 -2008 for medical and
pharmaceutical supplies; (2) Authorize the issuance of a blanket purchase order for FY
2007 -2008 to UCLA Center for Pre - Hospital Care for continuing education, defibrillation
training and AED program oversight; (3) Alternatively, discuss and take other action
related to these items.
7. Consideration and possible action to waive the formal bidding process on the
purchase of one fully titled Police Service Canine for the El Segundo Police
Department Special Operations Division. (Fiscal Impact not to exceed $19,000 in
Asset Forfeiture Contingency funds)
Recommendation — (1) Pursuant to El Segundo Municipal Code Sec. 1 -7 -10, waive the
bidding process and approve the purchase of one Police Service Canine through
Adlerhorst International; (2) Approve the purchase of one Police Service Canine using
Asset Forfeiture. Contingency funds account (# 109 -400- 3105- 6241); (3) Alternatively,
discuss and take other action related to this item.
8. Consideration and possible action regarding approval of annual on -going service
agreements and issuance of blanket purchase orders for FY 07 -08 in excess of
$10,000 for the Police Department.
Recommendation — (1) Authorize the City Manager to execute a one -year contract with
the West Covina Service Group for Computer Aided Dispatching /Records Management
System, Mobile Data Computer maintenance and operations, not to exceed $73,725; (2)
Authorize the City Manager to execute a one -year contract with NICE Systems, Inc. for
maintenance for the systems used by the Communications Center to record all telephone
and public safety radio transmissions, not to exceed $11,500; (3) Authorize the City
Manager to execute a one -year contract with Motorola for two way radio repair and
maintenance of the Communication Center's radio assets and infrastructure, not to
exceed $75,000; (4) Authorize the City Manager to execute a one -year contract with Oce
for copier /printer services, not to exceed $14,004; (5) Authorize the City Manager to
extend the existing standard Professional Services Agreement with Reach Out Against
Drugs (R.O.A.D.) to help fund the R.O.A.D. program, not to exceed $10,000; (6) Authorize
the City Manager to execute a one -year contract with the Prevention of Cruelty to Animals
Los Angeles for animal sheltering services, not to exceed $27,000; (7) Authorize the City
Manager to execute a one -year contract with Enforcement Technology Inc. for processing
of parking citations /collections, not to exceed $77,000; (8) Authorize the City Manager to
execute a one -year contract with Wellness Solutions, Inc. for a physical trainer to provide
direction in the areas of fitness, nutrition and prevention of work related injuries and
rehabilitation, not to exceed $105,000; (9) Alternatively, discuss and take other action
related to these items.
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9. Consideration and possible action regarding approval of annual on -going
agreements, individual contractor instructor agreements and issuance of blanket
purchase orders for FY 2007 -08 in excess of $10,000 for the Recreation and Parks
Department (Fiscal Impact $726,900).
Recommendation — (1) Authorize the City Manager to execute standard individual
Contract Instructor Agreements, Modified Professional Service Agreements, License
Agreements and issuance of blanket purchase orders to instructors; (2) Authorize the
issuance of a purchase order (year 3 of 5) to Studio Printing for publication of the
quarterly "Inside El Segundo /Recreation and Parks Brochure ", not to exceed $39,700 for
FY 2007 -08; (3) Authorize the issuance of a purchase order (year 1 of 3 of optional
second three (3) year contract term RFP #04 -04, approved by City Council on 5/4/04) to
Screenworks Screen Printing for silk screening services for staff and league uniforms, not
to exceed $11,700; (4) Authorize the issuance of a blanket purchase order to Lane
Donovan Partners, LLC (Contract #3399) for management services of The Lakes at El
Segundo municipal golf course, for an amount not to exceed $108,000; (5) Authorize the
City Manager to enter into a contract for professional services, as approved to form by the
City Attorney with South Bay Youth Project for youth counseling services and the City's
membership contribution fee, not to exceed $33,500; (6) Authorize the issuance of a
blanket purchase order to Great Scott Tree Service (Contract #3476) for tree trimming
services in the City of El Segundo, for an amount not to exceed $100,000; (7) Authorize
the issuance of a blanket purchase order to Bell Custodial Services (Contract #3413) for
custodial services provided at Recreation Park; Teen, Joslyn, Clubhouse and Checkout
Centers; Urho Saari Swim Stadium and Outdoor Pools; and Campus El Segundo Fields;
for an amount not to exceed $70,000; (8) Authorize the issuance of a blanket purchase
order to Tru -Green (Contract #3421) for landscaping services provided throughout the
City, for an amount not to exceed $185,000; (9) Alternatively, discuss and take other
action related to these items.
10. Consideration and possible action regarding approval of ongoing service
agreements, amendments and issuance of blanket purchase orders for Fiscal Year
07 -08 in excess of $10,000 for the City Manager's Office. Fiscal Impact: (Fiscal Year
2007 -2008 $261,900)
Recommendation — (1) Authorize the City Manager to execute a contract and /or purchase
order with Tyler Technologies for maintenance of the existing Eden finance system, as
approved to form by the City Attorney, not to exceed $27,100; (2) Authorize the City
Manager to execute a contract and /or purchase order with Decision Management
Company (DMC) for maintenance of the existing Questys document imaging system, as
approved to form by the City Attorney, not to exceed $11,700; (3) Authorize the City
Manager to execute a contract and /or purchase order with Active.com (formerly Class
Software Solutions, LTD) for software licensing, maintenance /updates, and training, as
approved to form by the City Attorney, not to exceed $13,500; (4) Authorize the City
Manager to execute a contract and /or purchase order with Progressive Solutions for
Business License System maintenance, as approved to form by the City Attorney, not to
exceed $20,000; (5) Authorize the City Manager to execute a contract and /or purchase
order with Prosum, Inc. for Information Systems consulting services, as approved to form
by the City Attorney, not to exceed $10,000; (6) Authorize the City Manager to execute a
contract and /or purchase order with Granicus for providing streaming video services for
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Council meetings, as approved to form by the City Attorney, for an amount not to exceed
$16,500; (7) Authorize the City Manager to execute a contract and /or purchase order with
Websense for providing web filtering services Internet access, as approved to form by the
City Attorney, for an amount not to exceed $13,100; (8) Authorize the City Manager to
execute a contract and /or purchase order with Shannon David, Inc. for a business
recruitment marketing, promotion and advertising program, as approved to form by the
City Attorney, for an amount not to exceed $150,000; (9) Alternatively discuss and take
other action related to these items.
11. Consideration and possible action regarding approval of on -going agreements and
blanket purchase orders for FY 2007 -2008 in excess of $10,000 and possible action
to waive the formal bidding process and authorize the continued purchase of
gasoline and diesel fuel for City vehicles and equipment through the use of spot
market purchasing for the Public Works Department (Fiscal Impact: $453,600)
Recommendation — (1) Authorize staff to continue to purchase gasoline and diesel fuel
for City vehicles and equipment through the use of spot market purchasing in an amount
not to exceed $250,000; (2) Authorize the Public Works Department to piggyback onto
the City of Manhattan Beach, RFP No. 678 -06 with Napa Auto Parts, and issuance of a
blanket purchase order for purchase of automotive, after - market parts for vehicle and
equipment maintenance, not to exceed $25,000; (3) Authorize the Public Works
Department to piggyback onto the State of California, Western States Contracting
Alliance Master Agreement #7066, and issuance of a blanket purchase order to W.W.
Grainger, Inc. for purchase of industrial supplies, materials and equipment needed for
maintenance and repair of City facilities such as plumbing supplies, electrical materials
and paint, not to exceed $25,000; (4) Authorize the Public Works Department to
piggyback onto the Long Beach Water Department, Agreement No. Wd -2664 with S & J
Supply Company, Inc. for the purchase of waterworks supplies for the City's water
system, and issuance of a blanket purchase order in the amount of $30,000; (5)
Authorize the issuance of blanket purchase order to Metron Farnier in an amount not to
exceed $50,000 for the purchase of single jet water meters for the City's water system;
(6) Authorize the City Manager to enter into a professional services agreement in a form
as approved by the City Attorney, with American Business Software for software support
and custom programming for the utility billing system for water and wastewater services
in an amount not to exceed $13,600; (7) Authorize the City Manager to enter into a
professional services agreement in a form as approved by the City Attorney, with
Dataprose for utility billing processing services for water and wastewater services in an
amount not to exceed $30,000; (9) Alternatively, discuss and take other action related to
this item.
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12. Consideration and possible action regarding acceptance of the project for
replacement of playground equipment in Recreation Park (300 E. Pine Avenue) and
Candy Cane Park (100 Whiting Street). Approved Capital Improvement Project.
Project No. PW 07 -01. (Final Contract Amount: $355,965.16)
Recommendation — (1) Approve Change Order No. one in the amount of $7,092; (2)
Accept the work as complete; (3) Authorize the City Clerk to file a Notice of Completion in
the County Recorder's Office; (4) Alternatively, discuss and take other action related to
this item.
13. Consideration and possible action regarding acceptance of the project for
reconstruction of Virginia Street between Sycamore Avenue and Maple Avenue.
Approved Capital Improvement Project. Project No. PW 07 -04. (Final Contract
Amount: $92,774.18)
Recommendation — (1) Accept the work as complete; (2) Authorize the City Clerk to file a
Notice of Completion in the County Recorder's Office; (4) Alternatively, discuss and take
other action related to this item.
14. Consideration and possible action regarding acceptance of the El Segundo Library
Children's Area Water Damage Restoration Project (111 Mariposa Avenue).
Approved Capital Improvement Project. Project No. PW 07 -03 (Final Contract
Amount: $59,000)
Recommendation — (1) Accept the work as complete: (2) Authorize the City Clerk to file a
Notice of Completion in the County Recorder's Office; (3) Alternatively, discuss and take
other action related to this item.
15. Consideration and possible action to amend an existing professional services
agreement with MRH Structural Engineers for building plan review services. Total
amount not exceed $250,000 for Fiscal Year 2007 -2008. (Fiscal Impact: $250,000,
Expenditures are partially offset by revenue collected for plan review services paid
by developer)
Recommendation — (1) Approve a budget appropriation of $250,000 for building plan
review services; (2) Authorize City Manager to execute a Second Amendment to the
Professional Services Agreement with MRH Structural Engineers, in a form approved by
the City Attorney to increase the amount in the agreement and purchase order by
$250,000 for plan review services; (3) Alternatively, discuss and take other action related
to this item.
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16. Consideration and possible action regarding the approval of a budget
appropriation and a Fourth Amendment to a Professional Services Agreement with
Willdan to provide planning consulting services for the Planning and Building
Safety Department through September 30, 2008 for Fiscal Year 2007 -2008. (Fiscal
Impact: Up to $251,950)
Recommendation — (1) Approve a budget appropriation for $251,950 to provide planning
consulting services; (2) Authorize the City Manager to execute the Fourth Amendment to
the Professional Services Agreement, in a form approved by the City Attorney, to
increase the amount in the agreement and purchase order by $251,950 and to extend the
term for one year for planning consulting services; (3) Alternatively, discuss and take
other action related to this item.
17. Consideration and possible action regarding the approval of a budget
appropriation and a First Amendment to a Professional Services Agreement with
John L. Hunter and Associates, Inc. for $20,000 to provide stormwater plan check
services and implementation support of the City's Standard Urban Water Mitigation
Plan (SUSWMP) Ordinance No. 1329 for the Planning and Building Safety
Department and to extend the term through September 30, 2008 for Fiscal Year
2007 -2008. (Fiscal Impact: $20,000)
Recommendation — (1) Approve a budget appropriation for $20,000 to provide
stormwater plan review services and implementation support of the City's Standard
Urban Water Mitigation Plan (SUSWMP) Ordinance No. 1329; (2) Authorize the City
Manager to execute a First Amendment to a Professional Services Agreement with John
L. Hunter and Associates, Inc. to provide stormwater plan review services and
implementation support of the City's Standard Urban Water Mitigation Plan (SUSWMP)
Ordinance No. 1329 and to extend the term for one year through September 30, 2008; (3)
Alternatively, discuss and take other action related to this item.
18. Consideration and possible action to approve a budget appropriation of $25,000
and a Professional Services Agreement with Data Microlmaging Company (DMC)
for $25,000 to provide microfiche services for the Planning and Building Safety
Department through September 30, 2008 for Fiscal Year 2007 -2008. (Fiscal Impact:
Recommendation — (1) Approve a budget appropriation for $25,000 to provide microfiche
services; (2) Authorize the City Manager to execute a standard Professional Services
Agreement with Data Microlmaging Company as to form approved by the City Attorney
for $25,000; (3) Alternatively,'discuss and take other action related to this item.
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19. Consideration and possible action regarding the approval of the first Amendment
to the Professional Services Agreement, No. 3602, to implement the Community
Development Block Grand (CDBG) General Administration Project between the City
of El Segundo and Tina Gall, for an amount not to exceed $17,650. Contract
period: October 1, 2007 through September 30, 2008 with an option to amend to
extend through September 30, 2009. (Fiscal Impact: $17,650)
Recommendation — (1) Approve Amendment Number one to the Professional Services
Agreement with Tina Gall; (2) Authorize the City Manager to execute said Amendment
Number one to Professional Services Agreement Number 3602; (3) Alternatively, discuss
and take other action related to this item.
20. Consideration and possible action regarding approval of a Professional Services
Agreement to implement the Senior In -Home Care Project between the City of El
Segundo and Always Right Home Care for an amount not to exceed $15,000.
Contract period: October 1, 2007 through September 30, 2008 with an option for
annual renewal for up to two additional years. (Fiscal Impact: $15,000)
Recommendation — (1) Approve the Professional Services Agreement with Always Right
Home Care Services; (2) Authorize the City Manager to execute Professional Services
Agreement as to form by the City Attorney; (3) Alternatively, discuss and take other action
related to this item.
21. Consideration and possible action regarding approval of a Professional Services
Agreement to implement the Home Delivered Meals Program between the City of El
Segundo and St. Vincent Meals on Wheels, for an amount not exceed $25,000 (plus
client donations). Contract period: October 1, 2007 through September 30, 2008
with an option for annual review and renewal not to exceed a total of three years,
through September 30, 2010. (Fiscal Impact: $25,000)
Recommendation — (1) Approve the Professional Services Agreement with St. Vincent
Meals on Wheels, (2) Authorize the City Manager to execute Professional Services
Agreement as to form by the City Attorney; (3) Alternatively, discuss and take other action
related to this item.
22. Consideration and possible action regarding approval of the first Amendment to
the Professional Services Agreement, Number 3603, to implement the Community
Development Block Grant (CDBG) Juvenile Diversion Project between the City of El
Segundo and City of Redondo Beach( which operates the South Bay Youth Project)
for an amount not to exceed $13,500. Contract period: October 1, 2007 through
September 30, 2008 with an option to amend /extend through September 30, 2009.
(Fiscal Impact: $13,500)
Recommendation — (1) Approve Amendment Number 1 to the Professional Services
Agreement with the City of Redondo Beach; (2) Authorize the City Manager to execute
said Amendment Number 1 to Professional Services Agreement in a form approved by
the City Attorney; (3) Alternatively discuss and take other action related to this item.
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23. Consideration and possible action regarding approval of Amendment Number 2 to
the Professional Services Agreement, Number 3630, to implement the Community
Development Block Grant (CDBG) Minor Home Repair Project between the City of
El Segundo and LDM Associates, Inc., for an amount not to exceed $7,000 for the
current fiscal year. Contract period: October 1, 2007 through September 30, 2008
with an option to amend /extend through September 30, 2009. (Fiscal Impact: FY
2006 -2007 $9,000; FY 2007 -2008 $7,000; total $16,000).
Recommendation — (1) Approve Amendment Number 2 to the Professional Services
Agreement (Number 3630) with LDM Associates, Inc.; (2) Authorize the City Manager to
execute said Amendment Number 2 to Professional Services Agreement Number 3630;
(3) Alternatively discuss and take other action related to this item.
24. Consideration and possible action regarding approval of a budget appropriation
and a Third Amendment to a Professional Services Agreement between JAS
Pacific, Inc. and the City of El Segundo for building inspection services in
conjunction with the Residential Sound Insulation (RSI) Program through
September 30, 2008. (Fiscal Impact: $114,400)
Recommendation — (1) Approve a budget appropriation of $114,400 for building
inspection services; (2) Authorize the City Manager to execute a Third Amendment to the
Professional Services Agreement with JAS Pacific, Inc., in a form approved by the City
Attorney, to increase the amount in the agreement and purchase order by $114,400 and
to extend the contract term through September 30, 2008 (Fiscal Year 2007 -2008) for
building inspection services; (3) Alternatively, discuss and take other action related to this
item.
25. Consideration and possible action regarding approval of on -going service
agreements and amendments and issuance of blanket purchase orders for FY
2007 -2008 in excess of $10,000 for the Administrative Services Department. (Fiscal
Impact: $130,000)
Recommendation — (1) Authorize the City Manager to execute a standard Professional
Services Agreement, as approved by the City Attorney with US Healthworks Medical
Group, Prof. Corp. for pre - employment physical examinations and related medical testing
and protocols and issuance of a blanket purchase order (not to exceed $15,000) and
occupational injury and illness treatment (not to exceed $30,000), with a combined total
not to exceed $45,000; (2) Authorize the City Manager to execute a standard
Professional Services Agreement, as approved to form by the City Attorney with
Westchester Medical Group/ Center for Heart and Health for employee fitness for duty
examinations (not to exceed $60,000) and executive physical examinations (not to
exceed $10,000), with a combined total not to exceed $70,000; (3) Authorize the City
Manager to amend /extend contract #3416, for ongoing service agreements, as approved
by the City Attorney with Maureen Sassoon for providing Occupational and
Environmental Health and Safety Consulting Services and issuance of a blanket
purchase order, not to exceed $15,000; (4) Alternatively, discuss and take other action
related to this item.
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26. Consideration and possible action regarding a proposed Amendment No. 2 to the
contract with Jenkins & Hogin, LLP for City Attorney services. (Potential fiscal
impact approximately $13,000).
Recommendation — (1) Approve Amendment No. 2 to the contract with Jenkins & Hogin,
LLP increasing the hourly rates and retainer amount for City Attorney Services; (2)
Alternatively, discuss and take other action related to this item.
27. Consideration and possible action regarding an extension to the City's current
agreement with MWW Group for services related to the City's efforts regarding Los
Angeles International Airport. (Fiscal Impact: $96,000)
Recommendation — (1) Authorize the Mayor to execute the attached consultant
agreement with the MWW Group; (2) Alternatively, discuss and take other action related
to this item.
CALL ITEMS FROM CONSENT AGENDA
F. NEW BUSINESS
28. Consideration and possible action regarding adoption of two Resolutions and
introduction of an Ordinance for 1) implementation of job classification and salary
range changes in the 2007 -2008 Fiscal Year Operating Budget and 2) amending the
El Segundo Municipal Code to delete Administrative Services Department and
Director of Administrative Services and to add Finance Department and Human
Resources Department and Director of Finance and Director of Human Resources.
(Fiscal Impact: $270,655)
Recommendation — (1) Adopt the Resolution establishing basic monthly salary ranges for
the job classifications of Building Safety Manager, Director of Finance, Director of Human
Resources, Fiscal Services Manager, GIS Analyst, Principal Planner, Purchasing Agent
and Senior Management Analyst; (2) Adopt the Resolution establishing new hourly pay
rates for the City's unrepresented, part-time, temporary job classifications; (3) Approve
the proposed class specifications for the job classifications of Building Safety Manager,
Director of Finance, Director of Human Resources, Fiscal Services Manager, GIS
Analyst, Principal Planner, Purchasing Agent and Senior Management Analyst; (4)
Approve the examination plans for Building Safety Manager, Fiscal Services Manager,
GIS Analyst and Principal Planner; (5) Introduction of Ordinance and waive first reading;
(6) Schedule second reading and option of Ordinance for October 2, 2007; (7)
Alternatively, discuss and take other action related to this item.
G. REPORTS — CITY MANAGER
H. REPORTS — CITY ATTORNEY
13 �'
REPORTS — CITY CLERK
J. REPORTS — CITY TREASURER
K. REPORTS — CITY COUNCIL MEMBERS
Council Member Fisher —
29. Consideration and possible action regarding a status report on LAX related
signage on Clutter's Bluff, located on City -owned property on the hill adjacent to
the south side of Imperial Avenue between Main Street and Sheldon Street. (Fiscal
Impact: None)
Recommendation — (1) Receive and file; (2) Alternatively, discuss and take other action
related to this item.
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); and /or conferring with the City's Labor Negotiators.
14 014
REPORT OF ACTION TAKEN IN CLOSED SESSION (if required)
ADJOURNMENT
POSTED:
DATE: o,
15
PRESENTATIONS -
1. Presentation by NextG Networks, Inc. regarding installation of aerial and
underground fiber optic facilities on various streets and installation of
cellular antennae on existing power poles at seven locations citywide to
enhance cellular service.
;1G
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Special Orders of Business
AGENDA DESCRIPTION:
Consideration and possible action (Continued Public Hearing) regarding the Fiscal Year 2007-
2008 Budget (including all City Revenues and Expenditures), Five -Year Capital Improvements
Plan and Adoption of Resolutions approving Appropriation Limit, Preliminary Budget as
amended, and Capital Improvement Plan as amended. (Copies of the Fiscal Year 2007 -2008
Preliminary Budget can be found in the Library, City Clerk's office, and on the City's website.)
(Fiscal Impact $105,080,316 in total appropriations; $95,124,800 in total estimated revenues
and prior year designations of $9,955,516.)
RECOMMENDED COUNCIL ACTION:
(1) Continue Public Hearing and receive public testimony. Adopt the Resolution approving and
adopting the Fiscal Year 2007 -2008 Operating Budget and the Five -year Capital Improvement
Budget; (2) Incorporate Exhibit A Fiscal Year 2007 -2008 Change List of Budget Revisions in
all Funds" into the Adopted Budget and deposit any fiscal year 2006 -2007 General Fund
savings into the Economic Uncertainty Fund in fiscal year 2007 -2008 once the fiscal year
2006 -2007 audit is complete; (3) Adopt the Resolution approving and adopting the
Appropriations Limit for fiscal year 2007 -2008, as presented; (4) Approve and adopt GASB45
funding recommendation; (5) Approve and adopt funding recommendation for Athletic Field
turf replacement; (6) Alternatively, discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
- Continued on next page -
ATTACHED SUPPORTING DOCUMENTS:
Exhibit A Fiscal Year 2007 -2008 Change List of Budget Revisions in all Funds
r Resolution approving and adopting the Operating and Five -Year Capital Improvement
Budget for Fiscal Year 2007 -2008
Resolution approving and adopting the Appropriation Limit for Fiscal Year 2007 -2008
FISCAL IMPACT: $105,080,316 in total appropriations; $95,124,800 in total estimated revenues
and prior year designations of $9,955,516.
Operating And Capital Budget: $0
Amount Requested: $105,080,316 total appropriations all funds
Account Number:
Project Phase: Adopt Fiscal Year 2007 -2008 Operating and Five -Year Capital Improvement
Budget
Appropriation Required: X Yes _ No ($105,080,316 total appropriations; $95,124,800 in total
estimated revenues; and in prior year designations
$9,955,516).
ORIGINATED BY: DATE:
kAUV __ q112-107
Deborah Cullen, Interim Director of Finance
DATE:
Y/ ti G'1
City Manager
017
BACKGROUND & DISCUSSION (continued):
On August 8, 2007, the City Council held Strategic Planning Sessions with the City Manager
and all department heads. During these planning sessions, the City Council
reviewed departmental projects, established priorities and set the general direction for the next
fiscal year. Modifications were made to the Preliminary Operating Budget based on the
recommendations of the City Council.
On August 21, 2007 the FY 2007 -2008 Preliminary Operating and Five -Year Capital
Improvement Budget was submitted to the City Council. At its meeting on September 4,
2007, the City Council conducted a Public Hearing on the FY 2007 -2008 Operating Budget
and the Five -Year Capital Improvement Project Budget. These revisions are attached to this
report and have been included in the final budget to be adopted.
Reclassification of various positions is included in the final adopted budget based on
the action taken by the Council at the August 8, 2007 Strategic Planning Session.
Personnel Additions and Reclassifications /Changes
Included in the final adopted budget are; a new position in Information Systems GIS Specialist;
reclassification of the Accountant to Management Analyst; reclassification of the Management
Analyst to Senior Management Analyst; part-time Cable Program Specialist converted to full -
time Cable Specialist; Library Clerk II reclassified to Library Assistant; part-time Library Clerks
reclassified to part-time Library Assistants; Senior Building Inspector II reclassified to Building
Manager, and Administrative Specialist reclassified to Administrative Analyst.
The total fiscal impact of these personnel changes is an increase of $190,836
Administrative Services Department Reorganization
The reorganization of the Administrative Services Department creates a separate Human
Resources Department and realigns the Information Systems Division to report to the
Assistant City Manager. The Office Specialist II position will be eliminated. The Administrative
Services Department will be renamed the Finance Department, and the Assistant Finance
Director position will be reclassified to the Manager of Fiscal Services. The Manager Risk
Management/Purchasing will be reclassified to Purchasing Agent. The net fiscal impact is
$30,019.
Incorporate "Exhibit A — FY 2006 -2007 Change List of Budget Revisions in all Funds"
into the FY 2007 -2008 Adopted Budget.
Budget Revenue Revisions between Preliminary and Adopted
A change list of all budget revisions in all funds is attached to this staff report. A total increase
of $76,000 in revenues has been made since the Preliminary Budget. The summary of
changes includes $45,000 in Business License Taxes and $31,000 in Plan Check Fees.
018
Budget Expenditure revisions between Preliminary and Adopted
A total increase of $728,750 in appropriations has been made since the Preliminary
Budget. The summary of changes includes $61,800 in General Fund revisions; $60,000 in
State Gas Tax; $(10,050) in CDBG; $(6,000) in Traffic Safety; $(402,200) in the Water
Fund for depreciation; $1,477,000 in the Sewer Fund and $(330,000) in the Golf Course
Fund for depreciation.
Deposit any FY 2006 -2007 General Fund savings into the Economic Uncertainty Fund in
FY 2007 -2008 once the FY 2006 -2007 audit is complete.
At the Strategic Planning Session held August 8, 2007, City Council directed staff to transfer
any FY 2006 -2007 General Fund savings into the Economic Uncertainty Fund.
Adopt the Resolution approving and adopting Appropriations Limit for FY 2007 -2008.
Article XIIIB of the California State Constitution, commonly referred to as the Gann
Appropriations Limit, was adopted by California voters in 1980 and placed limits on the total
tax proceeds that State and local agencies can appropriate and spend each year. Based upon
the California Constitution and applicable law, staff has presented the City Council with an
Appropriations Limit for fiscal year 2007 -2008 as adjusted by the factors identified in the
attached Resolution. The Appropriations Limit for fiscal year 2007 -2008 will be $105,080,316.
Capital Improvement Projects
The FY 2007 -2008 Capital Improvement Projects total $14,258,000 which includes $200,000
in Gas Tax street improvement projects; $10,700,000 in Residential Sound Insulation
improvements; and $2,463,000 in Water and Sewer improvements.
GASB 45 Other Post Employment Benefits
Based on the actuarial analysis performed by Bartel and Associates, staff recommends
establishing an irrevocable trust and setting funding level as follows; continue "Pay- As -You-
Go" plus contribute up to $2 million per year not to exceed the full annual required contribution.
This item will be brought back to Council at the end of the first quarter for review.
Athletic Field Turf Replacement
Staff recommends funding $79,550 for the replacement of the Athletic Field turf. This amount
is 50% of the estimated annual cost for replacement in 10 years. Additionally, staff
recommends this item to be reviewed upon receipt of the second $750,000 payment made to
the City by TPG as spelled out in the Naming Rights Agreement.
All Funds
The revised FY 2007 -2008 budget is balanced. Total appropriations for all funds are
019
$105,080,316. This matches the estimated revenues of $95,124,800 and prior year
designated fund reserves of $9,955,516.
General Fund
This budget as presented contains General Fund appropriations inclusive of transfers of
$55,268,150 and General Fund estimated revenues inclusive of transfers of $55,271,150.
If City Council approves the revision list to include in the FY 2007 -2008 Adopted Budget
as recommended by staff, the FY 2007 -2008 General Fund Revenues will exceed the FY
2007 -2008 General Fund Appropriations by $3,000.
.T
_1
CITY OF EL SEGUNDO
EXHIBIT A CHANGE LIST OF BUDGET REVISIONS - APPROPRIATIONS ALL FUNDS
FISCAL YEAR 2007 -2008 ADOPTED BUDGET
Preliminary Budget Appropriations inclusive of Transfers Out
ADJUSTMENTS:
Transfers:
Change to CDBG Transfer
General Fund:
Non Department
To increase expenditures for Sister City Program
Administrative Services- Adf
Corrections for Salaries and Benefits
Human Resources
Corrections for Salaries and Benefits
Building & Safety
Corrections for Salaries and Benefits
Libra
Corrections for Salaries and Benefits
Total General Fund Adjustments
State Gas Tax
To adjust total capital project expenditures
Community Development Block Grant
Decrease Senior -In -Home Care
Decrease in Delivered Meals
Traffic Safety Fund
To adjust total expenditure budget
Water Fund
Eliminate Depreciation Expense
Sewer Fund
Addition of capital
Golf Course
Eliminate Depreciation Expense
Total Revised City Appropriations - All Funds inclusive of Transfers Out
FISCAL YEAR 2007 -2008 BUDGET
Account Inc (Dec) Balance
$ 104,289,766
4,500
6403 7,500
(18,100)
10,000
50,500
7,400
60,000
(5,000)
(5,050)
9001 (6,000)
6202 (402,200)
1,477,000
6202 (330,000)
61,800
728,750
S 105,080,316
021
9%12,2007 10 06 AM
CITY OF EL SEGUNDO
EXHIBIT A CHANGE LIST OF REVENUE BUDGET REVISIONS - ALL FUNDS
FISCAL YEAR 2007 -2008 ADOPTED BUDGET
FISCAL YEAR 2007 -2008 BUDGET
Account Inc (Dec) Balance
Preliminary Estimated Revenues inclusive of Transfers In $ 95,048,800
ADJUSTMENTS:
General Fund:
Increase revenue growth for Business License 45,000
Increase revenue growth for Plan Check Fees 31,000
Total Revenue Estimate Adjustments - all funds $ 76,000
Prior Year Designated Fund Reserves $ 9,955,516
Total Revised Estimated Revenues inclusive of Transfer In $ 105,080,316
02?
9/12/2007
10 20 AM
CITY OF EL SEGUNDO
EXHIBIT A CHANGE LIST OF BUDGET REVISIONS - APPROPRIATIONS ALL FUNDS
FISCAL YEAR 2007 -2008 ADOPTED BUDGET
Preliminary Budget Appropriations inclusive of Transfers Out
ADJUSTMENTS:
Transfers:
Change to CDBG Transfer
General Fund:
Non Department
To increase expenditures for Sister City Program
Administrative Services- Adi
Corrections for Salaries and Benefits
Human Resources
Corrections for Salaries and Benefits
Building B Safety
Corrections for Salaries and Benefits
Libra
Corrections for Salaries and Benefits
Total General Fund Adjustments
State Gas Tax
To adjust total capital project expenditures
Community Development Block Grant
Decrease Senior -In -Home Care
Decrease in Delivered Meals
Traffic Safety Fund
To adjust total expenditure budget
Water Fund
Eliminate Depreciation Expense
Sewer Fund
Addition of capital
Golf Course
Eliminate Depreciation Expense
Total Revised City Appropriations - All Funds Inclusive of Transfers Out
FISCAL YEAR 2007 -2008 BUDGET
Account Inc (Dec) Balance
$ 104,289,766
8604
60,000
4,500
(5,000)
6403
7,500
4101
and 4200
(18,100)
4101
and 4200
10,000
4101
and 4200
50,500
4101
and 4200
7,400
8604
60,000
6214
(5,000)
6214
(5,050)
9001
(6,000)
6202
(402,200)
8204
1,477,000
6202
(330,000)
61,800
728,750
3 105,080,316
02 .i
9il2rzua7
1020 AM
RESOLUTION NO.
A RESOLUTION ADOPTING AN OPERATING BUDGET AND
FIVE YEAR CAPITAL IMPROVEMENT PROGRAM FOR
FISCAL YEAR 2007/2008.
BE IT RESOLVED by the Council of the city of El Segundo as follows:
SECTION 1: The City Council finds as follows:
A. The Council received and considered the proposed City Budget for Fiscal
Year 2007 -2008 as presented by the City Manager pursuant to El Segundo
Municipal Code ( "ESMC ") § 1- 5A7(k);
B. The Council also received and considered the Preliminary Capital
Improvement Program ( "CIP ") for Fiscal Years 2007 -2012 presented by
the Capital Improvement Program Advisory Committee;
C. The Council also contemplated public testimony and other evidence
gathered from public hearings held on September 4 and September 18,
2007;
D. Based upon the record before it, the Council believes that it is in the public
interest for the proposed City Budget and CIP to be adopted as set forth
below.
SECTION 2: The City's Budget for Fiscal Years ( "FY ") 2007 -2008 and the CIP for FY
2007 -2012 is adopted by this Resolution as set forth in the attached Exhibits which are
incorporated by reference. True and correct copies of the Budget and CIP will be on file
with the City Clerk for public inspection,
SECTION 3: The City Manager, or designee, is authorized to approve budgetary
transfers of funds less than $10,000 within City Departments needed to provide service
levels consistent with the categories of expenditures listed in the Budget. Any such
transfers will be reported to the City Council. Budgetary transfers between categories,
departments, or funds that are $10,000 or more require City Council approval.
SECTION 4: The Budget is intended to provide a financial plan to implement City
projects and for routine operations. Nothing in the Budget, the CIP, or this Resolution
should be construed to give purchasing authority to the City Manager, or designee, that
exceeds that set forth in the ESMC or any other applicable law.
SECTION 5: At the end of the fiscal year, unexpended appropriations in the Budget will
be carried forward to the next fiscal year as needed to underwrite the expense of
outstanding purchase commitments and programs.
C.► 2 4
Page 1 of 2
SECTION 6: The City Clerk is directed to certify the adoption of this Resolution; record
this Resolution in the book of the City's original resolutions; and make a minute of the
adoption of the Resolution in the City Council's records and the minutes of this meeting.
SECTION 7: This Resolution will become effective immediately upon adoption and
will remain effective unless repealed or superseded.
PASSED AND ADOPTED this 18th day of September 2007.
Kelly McDowell,
Mayor
STATE, OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS
CITY OF EL SEGUNDO )
I, Cindy Mortesen, City Clerk of the City of El Segundo, California, hereby certify that the
whole number of members of the City Council of the City is five; that the foregoing
Resolution No. was duly passed and adopted by said City Council, approved and
signed by the Mayor of said City, and attested to by the City Clerk of said City, all at a
regular meeting of said Council held on the 18th day of September 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 AS FO
Mark D. Hensl , W11/
,"City y
By:
K rl H. Berger
Assistant City Attorney
Page 2 of 2 025
RESOLUTION NO.
A RESOLUTION ADOPTED BY THE EL SEGUNDO CITY
COUNCIL SETTING ITS APPROPRIATIONS LIMIT FOR
FISCAL YEAR 2007 -2008 IN ACCORDANCE WITH ARTICLE
XIIIB OF THE CALIFORNIA CONSTITUTION.
BE IT RESOLVED by the Council of the City of El Segundo as follows:
SECTION 1: The City Council finds as follows:
A. Article XIIIB of the California Constitution requires the City to set its
Appropriations Limit on an annual basis.
B. The City's Appropriations Limit may be adjusted annually based upon
inflation and population growth.
C. The City Council may choose the method of calculating adjustments to the
City's Appropriations Limit on an annual basis. For inflation, pursuant to
Article XIIIB, § 8(e)(2), adjustments to the Appropriations Limit may be
calculated using either the percentage change in per capita personal
income from the preceding year or the percentage change in the local
assessment roll from the preceding year because of local nonresidential
new construction. For population growth, pursuant to Government Code §
7901(b), the City may either use the percentage growth either in its
jurisdiction or from the surrounding county.
D. Based upon the California Constitution and applicable law, the City's
Administrative Services Department has presented the City Council with a
proposed Appropriations Limit as adjusted by the factors identified in this
Resolution.
SECTION 2: Pursuant to Article XIIIB of the California Constitution, and those
Government Code sections adopted pursuant to Article XIIIB, § 8(f), the City Council
chooses to adjust the City's Appropriations Limit by calculating inflation using the
percentage change in the City's assessment roll from the preceding year because of local
nonresidential new construction and calculating population growth by using the
percentage change in population in Los Angeles County.
SECTION 3: As a result of the adjustments made to the City's Appropriations Limit, the
City Council sets the Appropriations Limit for fiscal year 2007 -2008 at $119,922,942.
SECTION 4: The City Clerk is directed to certify the passage and adoption of this
Resolution; enter same in the book of original Resolutions; and make a Minute of its
adoption in the City's records and in the Minutes of the meeting when it was adopted.
(Ir�Ei
Page 1 of 2
SECTION 5: This Resolution will become effective immediately upon adoption and
will remain effective unless repealed or superseded.
PASSED AND ADOPTED this 18th day of September 2007.
Kelly McDowell,
Mayor
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS
CITY OF EL SEGUNDO )
I, Cindy Mortesen, City Clerk of the City of El Segundo, California, hereby
certify that the whole number of members of the City Council of the City is five; that the
foregoing Resolution No. was duly passed and adopted by said City Council,
approved and signed by the Mayor of said City, and attested to by the City Clerk of said
City, all at a regular meeting of said Council held on the 18th day of September 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 AS
Mark D. Henslex
Kafl H. Berger
Assistant City A
Page 2 of 2
() 2 7
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Unfinished Business
AGENDA DESCRIPTION:
Consideration and possible action regarding the Conceptual Design documents for Fire
Station 2 as submitted by RRM Design Group. Fiscal Impact: None
RECOMMENDED COUNCIL ACTION:
(1) Receive an overview of the Conceptual Design documents submitted by RRM Design
Group; (2) Direct staff to continue to work with the architect in the development of
Construction Documents for the fire station as designed; (3) Alternatively, discuss and take
other action related to this item.
BACKGROUND & DISCUSSION:
The City of El Segundo entered into a professional services agreement with RRM Design
Group to provide architectural design services for anew Fire Station 2 in December 2006. In
January 2007, City staff began work with RRM Design Group to plan and design Fire Station
2. Staff and the architect have accomplished the following tasks in the design of Fire Station
2: Project Management and Pre - Design; Program Refinement and Site Analysis; Building
and Site Schematic Design; and Design Development. Staff is satisfied that the Conceptual
Design submitted by the architect will meet the operational needs of the Fire Department well
into the future. The design is that of a modern two story fire station facility that incorporates
ATTACHED SUPPORTING DOCUMENTS:
1. Color Rendering of Fire Station 2
2. Site Plan of Fire Station 2
3. First Floor Plan of Fire Station 2
4. Second Floor Plan of Fire Station 2
5. Exterior Elevations of Fire Station 2 (2 Pages)
FISCAL IMPACT: None
Capital Improvement Program:
Amount Requested:
Account Number:
Project Phase:
Appropriation Required:
ORIGINATED BY:
Kevin . Smith, Fire Chief
1N;V114 `1 =7'Y:�I
(Continued on the next page)
DATE:
:September 10, 2007
DATE:
=+1
BACKGROUND & DISCUSSION: (cont.) PAGE 2
architectural features consistent with the traditions of the City of El Segundo and its two
current fire stations. The station features a spacious apparatus bay with three drive
through bays. The station is designed to accommodate mixed gender occupancy through
individual dorms and restrooms. The station will include a training room that may also
serve as a back up to the Emergency Operations Center as well as providing additional
meeting room space for City functions. The station will also incorporate a training tower
prop into a required stairwell enabling firefighters to practice firefighting skills on the site.
The office and living space have been designed to accommodate possible future growth of
the organization. Additionally, the Conceptual Design includes a diesel fuel filling station for
on site fueling of fire apparatus.
Staff is working cooperatively with the architect to address additional design issues and
ensure that Construction Documents are submitted to Planning and Building Safety for
plan review by the end of 2007. The architect will assist the City in the bid process for
selection of a contractor in the first quarter of 2008. The architect will then perform
construction administration functions through the estimated 12 -14 months of construction.
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CITY OF EL SEGUNDO
PAYMENTS BY WIRE TRANSFER
8/24/2007 THROUGH 9/6/2007
Date
Payee
Amount
Description
8/24/2007
State of CA
1,301.54
Child support withholdings
8/27/2007
Nationwide Retirement
28,943.62
457 contributions
8/27/2007
Federal Reserve
150.00
Employee I Bonds
8/29/2007
Health Comp
733.14
Weekly claims 8/24
8/29/2007
Lane Donovan Golf
22,169.82
Lakes Payroll
8/30/2007
Cal Pers
277,017.37
Retirement
8/30/2007
Cal Pers
277,017.37
Duplicate - processed in error
9/5/2007
Health Comp
2,667.60
Weekly claims 8/31
9/5/2007
Unum Provident
410.70
LTD insurance
9/5/2007
Cal Pers
372,108.21
Health
9/6/2007
Employment Development
44,521.05
State Taxes
9/6/2007
IRS
214,897.49
Federal Taxes
8/24- 9/6/07
Workers Comp Activity
28,530.16
SCRMA checks issued
DATE OF RATIFICATION: 9/18/07
TOTAL PAYMENTS BY WIRE:
Certified as to the accuracy of the wire transfers by:
-5eputy Trea rer
1,270,468.07
q b p.
Date
1,270,468.07
0
Acting Direc Fina Date �Ifl /(/- -�
City 74fer
D e
Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo.
13 7
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, SEPTEMBER 4, 2007 - 5:00 P.M.
5:00 P.M. SESSION
CALL TO ORDER —
ROLL CALL
Mayor McDowell - Absent
Mayor Pro Tern Busch - Absent
Council Member Boulgarides - Absent
Council Member Fisher - Absent
Council Member Jacobson - Absent
Due to a lack of quorum. Clerk Domann adjourned the meeting to 6:00 p.m., September 4, 2007.
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, SEPTEMBER 4, 2007 — 6:00 P.M.
Mayor McDowell -
Present
Mayor Pro Tern Busch -
Present
Council Member Boulgarides -
Present
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)) — 1
matters
1. City of El Segundo vs. City of Los Angeles, et. al. LASC No. BS094279
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.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 4, 2007
4
(:►38
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
Council recessed at 6:50 p.m.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 4, 2007
2.
039
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, SEPTEMBER 4, 2007 - 7:00 P.M.
7:00 P.M. SESSION
CALL TO ORDER — Mayor McDowell at 7:04 p.m.
INVOCATION — Fr. Alexei Smith, St. Andrew Russian Greek Catholic Church
PLEDGE OF ALLEGIANCE — Council Member Jim Boulgarides
PRESENTATIONS —
(a) Mayor McDowell presented a Proclamation recognizing the 220th Anniversary of the
drafting of the Constitution of the United States of America.
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.
Pursuant to the procedure set forth on the first page of this Agenda, resident Jack Axelrod
has requested that the following items be placed on the City Council Agenda for possible
discussion and action by the Council. The Council is not required to discuss or take action
on these items.
Jack Axelrod requested Council consider the following:
1. Cease starting public meetings with a religiously based "invocation ". If the
community wants to hold a prayer meeting, let it be following city business.
2. End the practice of starting Council Meetings with a group Loyalty Oath. Replace it
with readings of sections of the Bill of Rights by willing high school students.
3. Initiate a Resolution for the immediate impeachments of Cheney, Bush, Rice and
Gonzalez. They have broken Federal and International laws, and are arguably guilty
of War Crimes.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 4, 2007
3.
040
Evelyn Somers, resident and El Segundo teacher, stated she was in favor of an Invocation and
Pledge of Allegiance at public meetings. She also spoke regarding Marcy Dugan operating a
photo studio in a R -1 Zone and the negative impact on the neighborhood.
Alan Lurya, Attorney representing Henry Radio and National Science and Technology Network,
spoke regarding Radio Licenses at Sierra Peak and regarding City radio frequencies and City
filings with the FCC.
Suzanne Fuentes, resident, spoke in support of the City Council Meeting Invocation and Pledge of
Allegiance.
Mark Hensley, City Attorney, stated that Special Counsel was working with the FCC on frequency
issues.
A. PROCEDURAL MOTIONS
Consideration of a motion to read all ordinances and resolutions on the Agenda by title only.
MOTION by Council Member Jacobson, SECONDED by Council Member Fisher to read all
ordinances and resolutions on the Agenda by title only. MOTION PASSED BY
UNANIMOUS VOTE. 5/0
B. SPECIAL ORDERS OF BUSINESS
2. Consideration and possible action (Public Hearing) regarding the Fiscal Year 2007 -2008
Preliminary Budget and Five -Year Capital Improvements Plan including discussion and
possible direction regarding all City revenues and expenditures.
Mayor McDowell stated this is the time and place hereto fixed for a public hearing regarding the
Fiscal Year 2007 -2008 Preliminary Budget and Five -Year Capital Improvements Plan including
discussion and possible direction regarding all City revenues and expenditures. Clerk Domann
stated that proper notice was completed and no written communication had been received by City
Clerk's Office.
Deborah Cullen, Interim Administrative Services Director, gave a presentation.
MOTION by Council Member Jacobson, SECONDED by Council Member Mayor Pro Tern Busch
to continue the public hearing and final budget adoption to September 18, 2007. MOTION
PASSED BY UNANIMOUS VOICE VOTE. 5/0
Mayor Pro Tern Busch requested staff return on September 18th with a report showing how much
money was transferred into the Economic Uncertainty Fund at the end of the past few fiscal years
and how much has been used each year for the general fund budget.
C. UNFINISHED BUSINESS
D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 4, 2007
4. o4 1
3. Consideration and possible action regarding a recommendation by the Investment Advisory
Committee to adopt the City's Investment Policy. (Fiscal Impact: None)
Ralph Lanphere, City Treasurer, gave a report.
MOTION by Council Member Jacobson, SECONDED by Mayor Pro Tern Busch to adopt the City's
Investment Policy as submitted. 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 2561207 to 2561435 on Register No. 22 in the total amount of
$2,492,772.59 and Wire Transfers from 8/10/2007 through 8/23/2007 in the total amount of
$2,620,065.89. 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 Special City Council Meeting Minutes of August 8, 2007; Special City Council
Meeting Minutes of August 20, 2007; Regular City Council Meeting Minutes of August 21,
2007.
6. Approved the use of the vehicle graphics of the El Segundo Police Department, including
the City seal, on a new special edition "Matchbox" die -cast replica toy police vehicle, and
related play sets, to be designed and produced by Mattel, Inc. (Fiscal Impact: None)
Authorized the City Manager to sign the Mattel, Inc. Licensor Approval Form. Authorized
the City Manager to execute a License Agreement No. 3746 with Mattel, Inc. in a form
approved by the City Attorney, to allow the use of the vehicle graphics, including the City
seal, of the El Segundo Police Department for production of die -cast replica toy police
vehicles and related play sets.
7. Approved Contract No.3747 with Meggitt Defense Systems Caswell to repair, modernize
and upgrade the Police Department firing range with a computerized target system in an
amount not to exceed $67,100 in COPS grand funds. Authorized the City Manager to
execute the contract approved by the City Attorney.
8. Authorized the City Manager to execute a Standard Public Works Contract No. 3748 in a
form as approved by the City Attorney with KDC, Inc., dba Dynalectric (Dynalectric) in the
amount of $1,209,900.00 for construction of the Nash Street/Douglas Street One -Way to
Two -Way Street Conversion Project from Imperial Highway to El Segundo Boulevard.
Authorized the use of County of Los Angeles Department of Public Works inspection and
materials testing services for the Project pursuant to the provisions of the General Services
Agreement with Los Angeles County in an amount not to exceed $175,000. Authorized the
City Manager to execute a change order to the recommended Contract with Dynalectric for
installation of a 30 -foot tower for aircraft surveillance camera equipment near the
intersection of Imperial Avenue and Hillcrest Street in an amount not to exceed $10,000.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 4, 2007
5. X14?
9. PULLED FOR DISCUSSION BY MAYOR PRO TEM BUSCH
10. Authorized the City Manager to execute an amendment to Professional Services Agreement
No. 3451 D on behalf of the City for temporary professional accounting services with
Accounting, Tax and Advisory of Orange County, LLC (CBIZ) for $60,000 due to the
vacancy of the Director, Administrative Services position in the Administrative Services
Department. (Fiscal Impact: $60,000 off -set with salary savings of $104,000)
11. Authorized the City Manager to approve a one -year extension amendment of Professional
Services Agreement No. 3540A for auditing services with Lance, Soil & Lunghard through
2007 -2008 for $36,500 as approved to form by the City Attorney.
12. Received and filed fiscal year 2006 -2007 Third Quarter Financial Budget Review. (Fiscal
Impact: None)
13. Approved list of consultants to provide environmental review services pursuant to California
Environmental Quality Act guidelines (CEQA) and National Environmental Policy Act
(NEPA) regulations to assist the City in the processing of entitlement projects and
authorized the City Manager to sign Professional Service Agreements for developer
reimbursed environmental review services in amounts not to exceed $75,000. (Fiscal
Impact: None)
MOTION by Council Member Fisher, SECONDED by Council Member Jacobson to approve
Consent Agenda Item Numbers 4, 5, 6, 7, 8, 10, 11, 12 and 13. MOTION PASSED BY
UNANIMOUS VOICE VOTE. 5/0.
CALL ITEMS FROM CONSENT AGENDA
9. Consideration and possible action regarding issuance of a purchase order to R.F.
MacDonald Company in the amount of $18,370.66 for the replacement of the heating
system boiler at the Library (111 W. Mariposa Avenue). (Fiscal Impact = $18,370.66)
MOTION by Mayor Pro Tern Busch, SECONDED by Council Member Boulgarides to approve
issuance of a purchase order to R.F. MacDonald Company in the amount of $18,370.66 for the
replacement of the heating system boiler at the Library (111 W. Mariposa Avenue). MOTION
PASSED BY UNANIMOUS VOICE VOTE. 5/0
F. NEW BUSINESS
G. REPORTS — CITY MANAGER — NONE
H. REPORTS — CITY ATTORNEY - NONE
REPORTS — CITY CLERK - NONE
J. REPORTS — CITY TREASURER - NONE
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 4, 2007
6. () 4 3
K. REPORTS — CITY COUNCIL MEMBERS
Council Member Fisher - NONE
Council Member Jacobson — Congratulated the Police Officers Association on the success of their
recent Annual Car Show. Also spoke on the increased airport noise.
Council Member Boulgarides — Spoke on the change in policy regarding Council Meeting public
communications and its positive impact on conducting open meetings. Also noted the upcoming
fund raiser walk for "Team Jamie" on September 29, 2007 at 9 a.m. at Westchester Park.
Mayor Pro Tern Busch -
14. Consideration and possible action regarding the appointment of an ad hoc City Council
subcommittee to review and make recommendations on City environmental policies and
programs. (Fiscal Impact: None)
MOTION by Mayor Pro Tern Busch, SECONDED by Council Member Boulgarides to approve the
appointment of himself and Council Member Boulgarides to an ad hoc City Council subcommittee
to review City environmental policies and programs and make recommendations to City Council on
additional energy saving action items. To report back within six months. MOTION PASSED BY
UNANIMOUS VOICE VOTE. 5/0
15. Consideration and possible action regarding the City's position on SB 886 (Negrete
McLeod), a bill which expands municipal representation on the Southern California Air
Quality Management District (SCAQMD) Board of Directors.
MOTION by Mayor Pro Tern Busch, SECONDED by Council Member Boulgarides to send a letter
to the Governor supporting SB 886 (Negrete McLeod) which enhances Municipal Representation
on the SCAQMD Board of Directors. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0
Mayor McDowell — Spoke regarding the increase in airport noise over the last six months.
Indicated FAA stated that noise levels should return to historical tolerable levels before Christmas
of this year.
PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30
minute limit total) Individuals who have receive value of $50 or more to communicate to the City
Council on behalf of another, and employees speaking on behalf of their employer, must so identify
themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and
punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow
Council to take action on any item not on the agenda. The Council will respond to comments after
Public Communications is closed.
Jack Axelrod, spoke again against the Council Meeting Invocation, Pledge of Allegiance and
impeachment of certain elected officials.
MEMORIALS — Judy McManus, Mother of Lisa Wood, former City Clerk's Office employee, and
grandmother to Kristy and Jackie, Recreation and Parks Department employees.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 4, 2007
7. ; 41
Mayor McDowell noted the upcoming 6th anniversary of 9 -11 and expressed Council's sympathies
to everyone touched by the tragedy.
ADJOURNMENT at 8:10 p.m.
Cathy Domann, Deputy City Clerk
MINUTES OF THE REGULAR CITY COUNCIL MEETING
SEPTEMBER 4, 2007
8. ('..4 )
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding the annual renewal of the Library Department's
blanket purchase orders over $10,000. Those include four vendors: Baker & Taylor
Information Services, Online Computer Library Center, Inc. (OCLC), EBSCO Subscription
Services, and Innovative Interfaces, Inc.
(Fiscal Impact: $138,700)
RECOMMENDED COUNCIL ACTION:
(1) Authorize the City Manager to extend ongoing service agreements with Baker & Taylor
Information Services, for supplying books and other library materials and issuance of
blanket purchase order, not to exceed $83,700;
(2) Authorize the City Manager to extend ongoing service agreements with OCLC Inc., for
online cataloging services and issuance of blanket purchase order not to exceed $15,000;
(3) Authorize the City Manager to extend ongoing service agreements with EBSCO
Subscription Services, for supplying periodical materials and issuance of blanket purchase
order not to exceed $14,000;
(4) Authorize the City Manager to amend /extend contract # 2235 to Innovative Interfaces, Inc.
for library computer system maintenance and issuance of blanket purchase order not to
exceed $26,000;
(5) Alternatively, discuss and take other action related to these items.
BACKGROUND & DISCUSSION:
The following vendors each require blanket purchase orders which exceed $10,000:
(1) Baker & Taylor, the Library's leading supplier of books, music, books -on -tape, videos,
DVD's and other items, offers substantial savings of up to 45% under retail cost.
Appropriations are being requested for the following accounts:
- Continued on next page -
ATTACHED SUPPORTING DOCUMENTS:
Amendment #10 to Innovative Interfaces, Inc. Maintenance Contract #2235.
FISCAL IMPACT:
Operating Budget: $210,800
Amount Requested: $138,700
Account Number: 6102 -6124; 6103 - 5505;6103 - 5507;6103 -6214;
6104- 5501;6104- 6215;703- 200 - 6101 -2561
Project Phase: Annual Renewal
Appropriation Required: Yes X No
ORI NATED BY:
Debra rig , ibr Services Director DATE: 10
lug
REV7tetwart, DATE: K l `1
Jeff City Manager
5
14�
Background & Discussion Continued
Adult Materials $55,700
Youth Materials $25,000
School Library Materials 3,000
Total $83,700
(2) OCLC, Inc. provides online cataloging services at an annual amount of $15,000.
(3) EBSCO Subscriptions Services delivers periodical and journal subscriptions for $14,000.
(4) Innovative Interfaces, Inc. provides maintenance of the Library's online network system.
This includes all hardware and software items for support of our web -based catalog,
circulation, and administrative modules of the Millennium system for a total amount of $26,000.
6 q6 14�
TENTH AMENDMENT
TO THE AGREEMENT NO. 2235 BETWEEN INNOVATIVE INTERFACES, INC.,
AND THE CITY OF EL SEGUNDO
THIS TENTH AMENDMENT ( "Amendment ") to Agreement No. 2235 is made and
entered into this 1st day of October 2007, by and between the CITY OF EL SEGUNDO,
a general law city and municipal corporation existing under the laws of California
( "CITY "), and INNOVATIVE INTERFACES, a company incorporated under the laws of
the State of California ( "CONTRACTOR ").
Pursuant to Agreement No. 2235 ( "Agreement "), executed by the parties on or
about April 6, 1993 and subsequently amended, the term of the agreement is
extended until September 30, 2008.
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.
5. Except as modified by this Amendment, all other terms and conditions of
Agreement No. 2235 remain the same.
CITY OF EL SEGUNDO INNOVATIVE INTERFACES, Inc.
Jeff Stewart
City Manager
ATTEST:
Cindy Mortesen, City Clerk
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
0
Karl H. Berger,
Assistant City Attorney
r►4 7
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding approval to issue blanket purchase orders for on
going service agreements for FY 07 -08 in excess of $10,000 for the Fire Department.
Fiscal Impact: $54,000
RECOMMENDED COUNCIL ACTION:
1) Authorize the El Segundo Fire Department to piggyback on the City of Arcadia Bound Tree
Medical, Inc. ( "Bound Tree ") Bid #PA05 -002 and authorize issuance of a blanket purchase order
to Bound Tree for FY 2007 -2008 for medical and pharmaceutical supplies; 2) Authorize the
issuance of a blanket purchase order for FY 2007 -2008 to UCLA Center for Pre - Hospital Care for
continuing education, defibrillation training and AED program oversight; 3) Alternatively, discuss
and take other action related to this item.
BACKGROUND AND DISCUSSION:
Bound Tree Medical, Inc.
The El Segundo Fire Department has been purchasing and storing paramedic medical supplies
since 1998 as mandated by the County of Los Angeles, Emergency Medical Services Agency.
The department has been utilizing Bound Tree as our medical and pharmaceutical supplier.
Bound Tree provides exceptional customer service and they have revamped their computer
ordering service, which has made our process much more efficient. Bound Tree is a reliable
vendor that has put customer service and product availability atop their list of main priorities. Staff
recommends the El Segundo Fire Department continue to piggyback on the City of Arcadia's bid
and pricing, and recommends the authorization of a blanket purchase order to Bound Tree for FY
2007/2008 medical and pharmaceutical supplies.
Continued next page
ATTACHED SUPPORTING DOCUMENTS:
None
FISCAL IMPACT:
Operating Budget:
Amount Requested:
Account Number:
Project Phase:
Appropriation Required:
Yes
$23,000 (Bound Tree) and $31,000 (UCLA)
001 - 400 - 3203 -5204 Bound Tree
001 - 400 - 3202 -6223 and 001 - 400 - 3202 -6214 UCLA
N/A
_Yes X No
ORIGINATED: DATE: 09/04/07
Kevin S. Smit Fire Chief
REVIEWED
Jeff
Ma
DATE: � A t /r)
046
BACKGROUND & DISCUSSION, continued:
UCLA
The UCLA Center for Pre - Hospital Care provides education services to the El Segundo Fire
Department, through continuing educational services by Evelyn Riley, M.Ed., R.N., M.I.C.N., who
has worked with the department for over 10 years. Ms. Riley conducts continuing education with
staff in pre - hospital and emergency medicine to maintain certification and licensure as EMT -Basic
or EMT - Paramedic (collectively referred to as "CE" Programs "), primary education to obtain
licensure as an EMT - Defibrillation ( "EMT -D ") Provider, and provide quality improvement services
to maintain or enhance the quality of patient care (referred to as "QI Services ").
The Fire Department also has automatic external defibrillators (AEDs) in service which require that
personnel who operate this equipment must be trained and certified as Emergency Medical
Technician - Defibrillation (EMT -D). In addition, the citywide AED program requires employee
training and oversight, and these fees have been absorbed into the existing Fire Department fees.
The El Segundo Fire Department recommends the authorization of a blanket purchase order to
the UCLA Center for Pre - Hospital Care for FY 2007/2008 to enable the Fire Department to
continue to receive the services provided by UCLA.
04q
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action to waive the formal bidding process on the purchase of
one fully titled Police Service Canine for the El Segundo Police Department Special
Operations Division. (Fiscal Impact not to exceed $19,000 in Asset Forfeiture
Contingency funds)
RECOMMENDED COUNCIL ACTION:
1) Pursuant to El Segundo Municipal Code Sec. 1 -7 -10, waive the bidding process and
approve the purchase of one Police Service Canine through Adlerhorst International.
2) Approve the purchase of one Police Service Canine using Asset Forfeiture.
Contingency funds account (# 109 -400- 3105- 6241).
3) Alternatively discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
Recently, the Police Department suffered the loss of an off -duty police K -9, which was struck
by a motor vehicle. The Police Service dog was a 7 'h year old Dutch Shepherd with over 5
years of police patrol service and was assigned to its second handler when the accident
occurred. Due to the arduous work associated with patrol, El Segundo Police service dogs
typically have a 5 to 7 year span of serviceability. This dog was nearing its end of
serviceability when the accident occurred.
The deceased canine, along with our previous police service dogs, was purchased from
Adlerhorst International located in Riverside, CA. Adlerhorst International and Master K -9 Inc.
located in Cherry Valley, CA are the only two vendors currently providing police service dogs to
South Bay agencies. This is based on their dog quality, accepted and proven training
techniques, and reasonably close training facilities.
ATTACHED SUPPORTING DOCUMENTS:
None
FISCAL IMPACT:
Operating Budget: $19,000 (Asset Forfeiture Contingency funds)
Amount Requested: $19,000
Account Number: 109 -400- 3105 -6241 (Asset Forfeiture Contingency funds)
Project Phase:
Appropriatio v41pqu!red: None
DaOerCu- mming,S.,�C�hief of Police
REVIEWED
Jeff S,./e/a f, City Manager
(Continued)
DATE:
9,- 11 - 0-�
DATE: 1AIA/I
U:JU
BACKGROUND & DISCUSSION (continued)
Adlerhorst International operates a 7 Y2 acre training facility in west Riverside County and has
been providing top quality police service dogs to over 500 law enforcement agencies since
1976. Their program is the largest private police service dog importer /school in the world.
Master K -9 Inc., located in Cherry Valley, California, also provides K -9's for law enforcement
agencies.
The expense of purchasing a titled police dog from either vendor is the same ($8500.00).
Because both facilities are located in the same geographical area (Riverside), per diem and
hotel expenses would also be the similar. The cost of attending a basic handler course and
narcotic detection course is slightly higher with Adlerhorst International. This is due to an extra
week of classroom instruction covering legal updates and case law related to K -9 deployment.
Adlerhorst Basic: $3800.00 Narcotic Detection: $3800.00
Master K -9: $3500.00 Narcotic Detection: $3500.00
In order to continue to provide the best patrol service to our community, the following is
submitted for approval:
Purchase a new Police Service dog from Adlerhorst International using Asset Forfeiture
Contingency funds. Our agency, along with numerous southern California agencies to include
the Los Angeles County Sheriffs Department, uses Adlerhorst as a Police Service dog vendor.
It is recommended we utilize Adlerhorst International for the following reasons:
1. All previous police service dogs sold to our agency by Adlerhorst have been titled and
guaranteed against medical problems such as hip dysplasia, dental problems, and
other unforeseen ailments.
2. Dave Reaver, Adlerhorst's owner and lead trainer, is a court recognized police canine
expert and has testified on behalf of police agencies in cases across the nation.
3. Adlerhorst provides our current K -9 team yearly re- certification training as prescribed by
POST.
4. Adlerhorst is currently under contract and provides our monthly K -9 training, which is
required by our Department Policy.
5. Adlerhorst has a wide range of dogs available for purchase that meet our temperament
requirements.
6. It would not be practical to split our K -9 teams between two vendors with different
training schedules, locations, and techniques.
0 51
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding approval of annual on -going service
agreements and issuance of blanket purchase orders for FY 07 -08 in excess of $10,000 for
the Police Department.
RECOMMENDED COUNCIL ACTION:
1. Authorize the City Manager to execute a one -year contract with the West Covina
Service Group for Computer Aided Dispatching /Records Management System, Mobile
Data Computer maintenance and operations, not to exceed $73,725.
2. Authorize the City Manager to execute a one -year contract with NICE Systems, Inc.
for maintenance for the systems used by the Communications Center to record all
telephone and public safety radio transmissions, not to exceed $11,500.
3. Authorize the City Manager to execute a one -year contract with Motorola for two way
radio repair and maintenance of the Communication Center's radio assets and
infrastructure, not to exceed $75,000.
4. Authorize the City Manager to execute a one -year contract with Oce for copier /printer
services, not to exceed $14,004.
5. Authorize the City Manager to extend the existing standard Professional Services
Agreement with Reach Out Against Drugs (R.O.A.D.) to help fund the R.O.A.D.
program, not to exceed $10,000.
6. Authorize the City Manager to execute a one -year contract with the Prevention of
Cruelty to Animals Los Angeles for animal sheltering services, not to exceed $27,000.
7. Authorize the City Manager to execute a one -year contract with Enforcement
Technology Inc. for processing of parking citations /collections, not to exceed $77,000.
8. Authorize the City Manager to execute a one -year contract with Wellness Solutions,
Inc. for a physical trainer to provide direction in the areas of fitness, nutrition and
prevention of work related injuries and rehabilitation, not to exceed $105,000.
9. Alternatively discuss and take other action related to these items.
BACKGROUND & DISCUSSION:
See continuation page.
ATTACHED SUPPORTING DOCUMENTS:
None.
FISCAL IMPACT:
Operating Budget: $393,229
Amount Requested: $393,229
Account Number: 001 - 400 - 3101 -6278 - $25,725
001 - 400 - 3107 -6278 - $48,000
001 -400- 3107 -6206 - $86,500
001 -400- 3101 -6206 - $77,000
Project Phase: N/A
AppropriaAon _Required: _ Yes X No
Eel
Jeff,S&V'art, City Manager
001 -400- 3101 -6203 - $14,004
001 - 400 - 3105-6401 - $10,000
001 -400- 3108 -6206 - $27,000
120 -400- 0000 -8104 - $52,500
001 - 400 - 3202 -6214 - $52,500
DATE: 9/04/07
�=_<Z� -o---�
DATE: I / /,//I 4S If
052
BACKGROUND & DISCUSSION:
West Covina Service Group
001 - 400 - 3101 -6278 ($25,725)
001 -400- 3107 -6278 ($48,000)
On February 3, 1998, the City Council approved the design, construction and operation of
the El Segundo Public Safety Communications Center. As part of the overall project, funding
was approved and earmarked for Computer Aided Dispatching /Records Management
(CAD /RMS) and a Mobile Data Computer (MDC) system, as well as providing software
upgrades and on -going maintenance of the systems by the West Covina Service Group.
The Police Department budget includes $73,725 annually in order to operate and maintain
its CAD /RMS and MDC system. This amount includes a 24 hours - per -day, seven- days -per-
week internal and external interface with state and federal databases for access to criminal
records, motor vehicle and drivers' license information. The internal interface allows dispatch
and records personnel access to this information; the external interface allows field officers
wireless access via their mobile data computer. Additionally, the West Covina Service Group
provides the hardware and software necessary to operate the systems, as well as
maintenance and networking monitoring.
NICE Systems
001 - 400 - 3107 -6206 ($11,500)
NICE Systems provides a maintenance contract for the systems used by the Police
Department to record all telephone calls and public safety radio transmissions to and from
the communications center.
This contract includes two components. The first is an Assured Performance Plan and the
second is a Software Maintenance Agreement. The Assured Performance Plan provides the
Police Department technical support and repair of the recording systems. Additionally, it
provides onsite and remote service support and repair coverage for all hardware and
software, as well as problem avoidance software for remote background monitoring and self -
diagnostics of the system's hardware platforms against potential faults and failures. The
Software Maintenance Agreement ensures that the recording system is always providing the
highest level of performance and functionality by keeping software current and regularly
enhanced to the latest software version through automatic upgrades.
Motorola
001 400- 3107 -6206 ($75,000)
The Police and Fire Departments utilize Motorola equipment for mobile two -way radio
communications. Additionally, all related radio system equipment and infrastructure for the El
Segundo Public Safety Communications Center is manufactured by Motorola. The majority
of the previously described equipment is any longer under warranty.
()5J
The City does not employ a radio service technician; therefore, it must contract for such
services. The City has utilized the services of Motorola to provide for maintenance of its
radio assets and infrastructure. This maintenance contract contains the following
components: On -site Infrastructure Response; Technical Support Service; Infrastructure
Repair; Radio Repairs; and, Local Radio Support. Included within these components are the
availability of on -site technical service support 24 hours - per -day, seven - days - per -week.
Motorola technical services provide support for issues that require a high level of
communications systems expertise and troubleshooting by technologists who specialize in
diagnosis and resolution of system performance issues, as well as on -site asset and
infrastructure repair of all applicable equipment.
Oce
001 - 400 - 3101 -6203 ($14,004)
In June 2004, Council approved a 60 -month piggyback lease on a County of Los Angeles
Contract for an Oce copier /printer for the Police Department's Records Division. The yearly
lease amount was $14,000. The lease amount includes maintenance services on the
machine for the repairs and /or replacement of parts, subassemblies, and embedded
software to keep the machine in good working order. Additionally, the contract provides for
up to 360,000 impressions annually; all supplies, including staples and toner cartridges;
network printer connectivity; and, training and systems integration.
Reach Out Against Drugs (R.O.A.D.)
001 - 400 - 3105 -6401 ($10,000)
This asset forfeiture account helps fund the R.O.A.D. community program. The group is
comprised of parents, teachers and concerned residents whose primary goals and objectives
are to promote drug awareness and education utilizing the city school structure and as
conduit for the programs and activities they sponsor.
The intended usage of these funds will be to pay tuition for attendance at peer counseling
conferences, books, supplies, "Challenge Day" program activities and support group
counseling within the Parenting Program.
Society for the Prevention of Cruelty to Animals Los Angeles ( SPCALA)
001 - 400 - 3108 -6206 ($27,000)
The SPCALA provides animal sheltering services for the Department's Animal Control
program. The SPCALA is utilized to shelter dogs, cats, wild animals, etc that are captured,
found or given to the Animal Control program. The City has contracted with the SPCALA for
sheltering services since the Police Department took over all animal control functions.
U 5 4
Enforcement Technology Inc.
001 - 400 - 3101 -6206 ($77,000)
Enforcement Technology Inc. provides a maintenance contract for the Police Department
Traffic Division's Processing system. This system is utilized by parking personnel to issue
parking citations. Enforcement Technology Inc. also provides a collection service for
delinquent parking citations.
Wellness Solutions, Inc.
120 - 400 - 0000 -8104 ($52,500)
001 - 400 - 3202 -6214 ($52,500)
The Wellness Program has augmented the voluntary Fitness Program by offering guidance
and standards to all employees. A qualified physical trainer from Wellness Solutions, Inc.
provides contemporary, life long modifications in high risk factor areas. The program
provides direction in the areas of fitness, nutrition and prevention of work related injury,
rehabilitation and behavioral health. This $105,000 program is to be shared between the El
Segundo Police and Fire Departments.
EL SEGUNDO CITY COUNCIL
MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding approval of annual on -going agreements,
individual contractor instructor agreements and issuance of blanket purchase orders for Fiscal
Year 2007 -08 in excess of $10,000 for the Recreation and Parks Department. (Fiscal Impact:
$726,900)
RECOMMENDED COUNCIL ACTION:
1. Authorize the City Manager to execute standard individual Contract Instructor Agreements,
Modified Professional Service Agreements, License Agreements and issuance of blanket
purchase orders to instructors.
2. Authorize the issuance of a purchase order (year 3 of 5) to Studio Printing for publication of
the quarterly "Inside El Segundo /Recreation and Parks Brochure ", not to exceed $39,700
for Fiscal Year 2007 -08.
3. Authorize the issuance of a purchase order (year 1 of 3 of optional second three (3) year
contract term RFP #04 -04, approved by City Council on 5/4/04) to Screenworks Screen
Printing for silk screening services for staff and league uniforms, not to exceed $11,700.
4. Authorize the issuance of a blanket purchase order to Lane Donovan Partners, LLC
(Contract #3399) for management services of The Lakes at El Segundo municipal golf
course, for an amount not to exceed $108,000.
Continued on next page...
BACKGROUND & DISCUSSION:
Continued on next page...
ATTACHED SUPPORTING DOCUMENTS:
None
FISCAL IMPACT:
Operating Budget:
Amount Requested:
Account Number:
Project Phase:
Appropriation Required:
ORIGINAT BY:
ichard Brunet
REVIEWED
Jeff S art, Ci
$963,650
$726,900
001 -400- 5201 -5204- $710
001 -400- 5203 -5204- $645
001 -400- 5205 -5204- $4,535
001 -400 -5208 -5204- $275
112 -400- 5292 -5204- $280
001 -400 -5201 -6205- $39,700
001 -400- 5201 -6206- $33,500
001 -400- 5301 -6214- $108,000
_Yes X No
Director of Recreation and Parks
er
001 -400- 5202 - 5204 -$2405
001 -400- 5204 -5204- $1,470
001 - 400 - 5206 -5204- $680
001 -400- 5210 -5204- $330
112 -400- 5293 -5204- $370
001 -400- 5203 -6206- $16,800
001 -400- 5209 -6214- $162,200
001 -400- 5102 -6206- $355,000
DATEp /�,
DATE:
1
' JS
RECOMMENDED COUNCIL ACTION (....continued from previous page):
5. Authorize the City Manager to enter into a contract for professional services, as approved
to form by the City Attorney with South Bay Youth Project for youth counseling services
and the City's membership contribution fee, not to exceed $33,500.
6. Authorize the issuance of a blanket purchase order to Great Scott Tree Service (Contract
#3476) for tree trimming services in the City of El Segundo, for an amount not to exceed
$100,000.
7. Authorize the issuance of a blanket purchase order to Bell Custodial Services (Contract
#3413) for custodial services provided at Recreation Park; Teen, Joslyn, Clubhouse and
Checkout Centers; Urho Saari Swim Stadium and Outdoor Pools; and Campus El Segundo
Fields; for an amount not to exceed $70,000.
8. Authorize the issuance of a blanket purchase order to Tru -Green (Contract #3421) for
landscaping services provided throughout the City, for an amount not to exceed $185,000.
9. Alternatively, discuss and take other action related to these items.
BACKGROUND & DISCUSSION (....continued from previous page) :
1. Individual Contract Instructor Agreements:
Effective FY 2003 -04 contract instructor agreements were standardized with a 70/30% ratio
fee split determined by the actual enrollment fees received. Seventy percent is allocated for
instructor payment and thirty percent goes to the City.
The individuals and companies listed below have provided and will continue to provide
year -round program instruction to various sections within the Recreation Division, allowing
the City to offer a variety of class opportunities to the community. Each generates over
$10,000* annually in payments:
Wanda Borgerding, Youth Musical Fun for Tots
Victoria Elia, Adult Yoga
Diane Graner - Gallas, Masters Swim Team
Jazzy Gym, Youth Gymnastics
Christine Johnson, Youth Swim Team
Amy Lane, Youth /Adult Tennis
Aleta Pottenger, Youth Dance, Scrapbooking, Babysitting
Kristie Rutledge, Theater Arts
(* Payments to individual instructors will reflect 70% of the total revenues collected from
enrolled class participants, with the City retaining 30% of the total revenues).
2. Studio Printing, for publication of quarterly "Inside El Segundo /Recreation and
Parks Brochure ":
The City has used the services of Studio Printing for the past five years for printing of the
quarterly brochure. The City went out to bid for the brochure in Spring '05. Studio Printing
was the only vendor to respond for a 5 -year contract to the new RFP. The printing costs for
quarterly brochures in FY 2006 -07 were $39,000. It is anticipated that the cost for the services
in fiscal year 2007 -08 will be $39,700.
2 11:7
3. Screenworks Screen Printing:
The City has used the services of Screenworks Screen Printing for the past several years to
provide staff uniforms and sports league participation shirts for the Recreation and Parks
Department. In 2004, a three (3) year contract was issued, which carried the option for a
second three (3) year contract term. During previous contract periods, the annual funding for
these items remained below $10,000 annually and did not require Council approval. However,
with improved staff uniform requirements, including for Aquatics staff, the costs associated
with this is estimated at $11,700 annually. Therefore staff is requesting authorization for
issuance of a blanket purchase order not to exceed $11,700, which reflects an increase of
$2,356 per year beginning in FY'07 -08.
4. Lane Donovan Partners, LLC for management of the Golf Course:
Lane Donovan Partners, LLC has been providing the management services for the Golf
Course since December 2004 under a month -to -month agreement (Contract #3399). To
continue with Lane Donovan as the management company at The Lakes, staff is requesting
authorization for issuance of a blanket purchase order not to exceed $108,000, the same
amount as for FY 2006 -07.
5. South Bay Youth Project for On -Site Counseling Services:
The City has contracted with South Bay Youth Project (SBYP) to provide on -site counseling
services for El Segundo youth for several years. The counselor is located on -site at El
Segundo Middle School. The annual contract with SBYP is $27,498. In addition, the annual
membership contribution to the South Bay Coalition is $6,000, bringing the total to $33,500.
6. Great Scott Tree Service:
The City does not guarantee a specific amount of work to the contractor. The quantity of work
may increase or decrease, depending on the annual needs of the community. The contractor
understands the tree population of the City and agrees to provide the specified services as
listed in the bid proposal (menu). This year, staff is requesting approval by City Council for
$100,000 for tree maintenance service, the same amount as in FY '06 -07.
7. Bell Custodial Services:
The City's current contract with Bell Custodial expires on December 31, 2007. In anticipation
of increases due to changes in scope of services (i.e. addition of Campus El Segundo Athletic
Fields building) and other miscellaneous factors, for custodial services staff is requesting
approval by City Council for a not to exceed amount of $70,000. This is an increase of
$16,000 over what was approved in FY 2006 -07.
8. Tru Green:
The City's current contract with Tru -Green expires on December 31, 2007. In anticipation of
increases due to changes in scope of services (i.e. addition of Campus El Segundo Athletic
Fields perimeter landscaping) and other miscellaneous landscaping services, staff is
requesting approval by City Council for a not to exceed amount of $185,000. This is an
increase of $13,000 over what was approved in FY 2006 -07.
3
EL SEGUNDO CITY COUNCIL
MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding approval of ongoing service agreements,
amendments and issuance of blanket purchase orders for Fiscal Year 07 -08 in excess of
$10,000 for the City Manager's Office. Fiscal Impact: (Fiscal Year 2007 -2008 $261,900)
RECOMMENDED COUNCIL ACTION:
1. Authorize the City Manager to execute a contract and /or purchase order with Tyler
Technologies for maintenance of the existing Eden finance system, as approved to form by
the City Attorney, not to exceed $27,100;
2. Authorize the City Manager to execute a contract and /or purchase order with Decision
Management Company (DMC) for maintenance of the existing Questys document imaging
system, as approved to form by the City Attorney, not to exceed $11,700;
- Continued on next page -
BACKGROUND & DISCUSSION:
1. Tyler Technologies Eden financial management system:
The City utilizes Tyler Technologies financial software to manage the City's General
Ledger, Accounts Receivable, Accounts Payable, Payroll, and Human Resources. This
year the City upgraded from the older Eden Classic version to the Eden Gold version,
resulting in increased maintenance costs. This item is for annual licensing, maintenance,
and support of these systems. The total cost will not exceed $27,100.
- Continued on next page -
ATTACHED SUPPORTING DOCUMENTS:
None
FISCAL IMPACT:
Operating Budget:
Amount Requested:
Account Number:
Project Phase:
Appropriation Required:
ORIGINATED BY:
$261,900
$261,900
$261,900
001 -400- 2505 -6214
001 -400 -2901 -6244
001 -400- 2101 -6214
NA
_Yes X No
Bill CroW6, Assyslant City ganager
REVIEWE
Jeff S)b)NArr, City Manager
001 -400- 2505 -6217
001 -400 -2101 -6201
DATE:
- 1 I Z /b7
DATE: 1/11 ��
05.q 1 0
RECOMMENDED COUNCIL ACTION (continued):
3. Authorize the City Manager to execute a contract and /or purchase order with Active.com
(formerly Class Software Solutions, LTD) for software licensing, maintenance /updates, and
training, as approved to form by the City Attorney, not to exceed $13,500;
4. Authorize the City Manager to execute a contract and /or purchase order with Progressive
Solutions for Business License System maintenance, as approved to form by the City
Attorney, not to exceed $20,000;
5. Authorize the City Manager to execute a contract and /or purchase order with Prosum, Inc.
for Information Systems consulting services, as approved to form by the City Attorney, not
to exceed $10, 000;
6. Authorize the City Manager to execute a contract and /or purchase order with Granicus for
providing streaming video services for Council meetings, as approved to form by the City
Attorney, for an amount not to exceed $16,500;
7. Authorize the City Manager to execute a contract and /or purchase order with Websense for
providing web filtering services Internet access, as approved to form by the City Attorney,
for an amount not to exceed $13,100;
8. Authorize the City Manager to execute a contract and /or purchase order with Shannon
David, Inc. for a business recruitment marketing, promotion and advertising program, as
approved to form by the City Attorney, for an amount not to exceed $150,000;
9. Alternatively discuss and take other action related to these items.
BACKGROUND & DISCUSSION (continued):
2. Decision Management Company for Questys Document Imaging licensing and
support:
The City utilizes the Questys software for managing documents City wide. The system is
currently used primarily in the City Clerk's office, Business License, and Police
Departments. Last year we added web access to the system, so that Citizens can directly
access public documents.
This year we will be expanding this system to allow attaching documents to electronic
forms in our finance system. This will allow supporting documents to be linked to key
documents such as purchase requisitions. Total cost not to exceed $11,700.
3. Active.com (formerly Class Software Solutions, LTD):
Active.com software is being used by the Recreation department for registration of citizens for
all classes and activities. It is also used as a cashiering system at Recreation, Business
Services, Building Safety, Fire, and the Library.
This item provides continued software licensing, maintenance, updates, as well as continuing
training for City users of the system. Total cost is not to exceed $13,500.
4. Progressive Solutions for Business License software maintenance:
Progressive Solutions provides the software used by the Business Services Division to
produce business licenses and maintain business license data.
c >6o
This item provides software licensing, maintenance and updates of the system. Total cost is
not to exceed $20,000.
5. Prosum, Inc. for Information Systems network consulting services:
The City has utilized the services of Prosum for network consulting and support for several
years in areas such as network design and management, software updates, personal
computer maintenance, web updates, and specialized Police communications systems. The
Prosum consultants have an extensive knowledge of the City's network infrastructure and
software setup, which can greatly reduce billable time. Prosum keeps a backup consultant
familiar with our site at no additional cost, in case the primary consultant is not available.
We will no longer be using this service for day to day operations. This is a minimal contract to
allow emergency or special support when needed.
Basic MCSE services will be provided on an hourly basis at a rate of $45 /hour, which is far
below prevailing rates. Specialists in specific areas such as Exchange Server or Active
Directory are available at $125 /hour, but will be used only when needed. Staff has done a
telephone survey of several similar vendors and found Prosum to be much lower than any
other comparable company. Prosum is located in El Segundo. Total cost will not to exceed
$10,000.
6. Granicus Streaming Video:
Granicus provides the software and support services to provide streaming video of Council
meetings. During the month of August, 2006 we recorded 267 viewings of the current
meetings and 238 viewings of other video clips. Granicus is the only company providing a
streaming video service customized for local governments. During fiscal year 06 -07 staff plans
to expand this service to include Planning Commission meetings and other events, such as the
Mayor's State of the City speech, at no additional cost.
This item provides maintenance and support for existing software, as well as limited re-
broadcasting service. Total cost for the year is not to exceed $16,500.
7. Websense Internet Filtering:
Internet filtering protects the City from threats on the web by blocking known dangerous sites,
and allowing web surfing by employees only as allowed by their Directors. Web sites can be
blocked by type, such as gambling or porn sites, while still allowing access to government
sites. The service also blocks known pfishing or virus infested sites.
This service will run on existing hardware and is updated through the Internet several times
each day. The total cost for the year is not to exceed $13,100.
8. Shannon David, Inc.:
In March 2005, the City Council awarded a contract to Shannon David, Inc. for professional
business recruitment campaign marketing and support services. An appropriation for $150,000
has been earmarked in the FY 2007 -08 budget for advertising and professional services
associated with this important economic development activity.
()6t
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding approval of ongoing service agreements and
blanket purchase orders for FY 2007 -2008 in excess of $10,000 and possible action to waive
the formal bidding process and authorize the continued purchase of gasoline and diesel fuel
for City vehicles and equipment through the use of spot market purchasing for the Public
Works Department (Fiscal Impact $453,600).
RECOMMENDED COUNCIL ACTION:
1. Authorize staff to continue to purchase gasoline and diesel fuel for City vehicles and
equipment through the use of spot market purchasing in an amount not to exceed
$250,000.
2. Authorize the Public Works Department to piggyback onto the City of Manhattan Beach,
RFP No. 678 -06 with Napa Auto Parts, and issuance of a blanket purchase order for
purchase of automotive, after - market parts for vehicle and equipment maintenance, not to
exceed $25,000.
3. Authorize the Public Works Department to piggyback onto the State of California, Western
States Contracting Alliance Master Agreement #7066, and issuance of a blanket purchase
order to W.W. Grainger, Inc. for purchase of industrial supplies, materials and equipment
needed for maintenance and repair of City facilities such as plumbing supplies, electrical
materials and paint, not to exceed $25,000.
(Continued on next page)
BACKGROUND & DISCUSSION:
(Provided on next page)
ATTACHED SUPPORTING DOCUMENTS:
None
FISCAL IMPACT:
Operating Budget: $453,600
Amount Requested: $453,600
Account Number: 001- 102 - 0000 -0801 ($250,000) 405 -400 -0000 -6215 ($30,000)
001 - 102 - 0000 -0803 ($25,000) 001 -400- 2601 -5204 ($10,000)
001 -400- 2601 -6215 ($15,000) 501 -400- 7201 -5207 ($30,000)
501 - 400 - 7201 -5207 ($50,000) 501 -400- 7102 -6206 ($13,600)
501 - 400 - 7102 -6206 ($17,500) 501 - 400 - 7102 -6253 ($12,500)
Project Phase: N/A
Appropriation Required: No
1
f y p+ r:
RECOMMENDED COUNCIL ACTION cont'd:
4. Authorize the Public Works Department to piggyback onto the Long Beach Water
Department, Agreement No. Wd -2664 with S & J Supply Company, Inc. for the purchase of
waterworks supplies for the City's water system, and issuance of a blanket purchase order
in the amount of $30,000.
5. Authorize the issuance of blanket purchase order to Metron Farnier in an amount not to
exceed $50,000 for the purchase of single jet water meters for the City's water system.
6. Authorize the City Manager to enter into a professional services agreement in a form as
approved by the City Attorney, with American Business Software for software support and
custom programming for the utility billing system for water and wastewater services in an
amount not to exceed $13,600.
7. Authorize the City Manager to enter into a professional services agreement in a form as
approved by the City Attorney, with Dataprose for utility billing processing services for water
and wastewater services in an amount not to exceed $30,000.
8. Alternatively discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
1. Fuel for City Vehicles and Equipment
001 - 102- 0000 -0801 ($250,000)
It is estimated that City vehicles and equipment will consume 66,000 gallons of gasoline and
15,500 gallons of diesel fuel in Fiscal Year 2006 -2007 at the cost of $225,000. Current fuel
price trends indicate that the City will expend approximately 250,000 in Fiscal Year 2007 -2008.
Generally, fuel is purchased either through spot market purchases or long -term contracts.
Spot market purchasing consists of shopping around each time fuel is needed and purchasing
fuel from the lowest priced vendor. This type of purchasing usually occurs when the fuel
market is volatile as it has been for the last two years. During periods of stability, agencies
enter into long -term fuel contracts which are based on a weekly baseline price plus a mark -up.
The recent volatility in the market has forced vendors to raise the markup under long -term
contracts to as much as 5% making long -term contracts unattractive. The City's last long -term
contract expired in September 2005 and the City has used spot market purchasing since that
time. If the terms of long -term contracts improve in the future, staff will recommend entering
into a long -term fuel contract.
Pursuant to El Segundo Municipal Code (ESMC) § 1 -7 -10, relating to purchases and supplies,
the City Council may at any time, by a majority vote and without amending the ESMC, waive
purchasing procedures or alter proceedings to fit a specific purchase, when the waiver is not in
violation of State law. Spot purchasing is the sort of modified purchasing arrangement that
requires such a waiver by Council. It is possible that the total of purchases from any one
vendor may exceed $10,000; therefore, Council approval of spot purchasing is requested.
(16 3
2. Automotive Parts for City Vehicles and Equipment — Napa Auto Parts
001 - 102 - 0000 -0803 ($25,000)
Each year, the Equipment Maintenance Division purchases approximately $100,000 in
automotive parts for vehicle and equipment maintenance from several vendors. Napa Auto
Parts supplies after - market automotive parts. After - market parts are generally less expensive
and often more readily available than original equipment manufacture parts from dealers.
Typically, after - market parts consist of filters, belts, hoses, spark plugs, brakes, a variety of
miscellaneous operating supplies, and parts for fuel systems, exhaust systems, air
conditioning systems, electrical systems and smog control systems.
Staff recommends piggybacking onto the City of Manhattan Beach, RFP No. 678 -06 with Napa
Auto Parts for the purchase of automotive, after - market parts in an amount not to exceed
$25,000. The City of Manhattan Beach contract was secured through a competitive bid.
3. Industrial Supplies, Materials & Equipment for City Facilities — W.W. Grainger
001 -400- 2601 -5204 ($10,000); 001 -400- 2601 -6215 ($15,000)
The Government Buildings Division budgets approximately $167,000.00 annually for repair
and maintenance of City facilities. This includes but is not limited to scheduled non capital
improvements, emergency repairs such as broken windows and plumbing repairs, and
materials and supplies for HVAC, electrical, plumbing, and painting maintenance projects.
In FY 2005 -2006, City Council authorized the Government Buildings Division to piggyback onto
the State of California, Western States Contracting Alliance Master Agreement #7066 for the
ordering of supplies from W.W. Grainger. The Agreement was secured through a competitive
bid process and consists of percentage discounts and competitive pricing on general catalog
and On -line products.
Staff recommends continuing the purchase of industrial supplies, materials and equipment
through the State of California, Western States Contracting Alliance Master Agreement #7066
in an amount not to exceed $25,000.
4. Waterworks Supplies — S & J Supply Company, Inc
501 -400- 7201 -5207 ($30,000)
The Water Division budgets approximately $130,000.00 annually for waterworks supplies for
the City's water system. This includes but is not limited to: pipe, meters, fittings and valves.
Staff purchases waterworks supplies from approximately five different vendors by shopping
around each time a purchase is required. Consistently S & J Supply Company, Inc. is the
lowest priced vendor.
Staff recommends piggybacking onto the Long Beach Water Department, Agreement No. Wd-
2664 with S & J Supply for the purchase of waterworks supplies in the amount of $30,000.
The Long Beach Water Department contract was secured through a competitive bid process.
() 641
5. Water Meters — Metron Farnier & Actaris
501 -400- 7201 -5207 ($50,000)
The City's water distribution system includes approximately 250 large commercial compound
water meters three to eight inches in diameter. As large meters age, they become less
accurate and tend to register water usage that is below actual consumption. It is common in
the water industry to replace older large meters as they are typically the greatest source of
unbilled water or lost water. When meters are replaced, the Water Division installs single jet
water meters rather than compound water meters. The single jet meters provide increased
metering accuracy, excellent low flow registration, and less maintenance part. The cost to
replace each meter ranges from $1,500 to $4,500, dependent upon size.
Staff plans to continue replacing meters in FY 2007 -2008 and recommends continuing to
purchase meters from Metron Farnier in an amount not to exceed $50.000.
6. American Business Software
501 -400- 7102 -6206 ($13,600)
The City has utilized the services of American Business Software (ABS) for several years.
ABS is the sole proprietor for the City's utility billing system for water and wastewater services.
ABS has extensive knowledge of the database structure and their service is efficient and
responsive. ABS services include software support and custom programming.
PSA ABS services are provided on an hourly basis at a rate of $125 /hour on an as
needed /requested basis, not to exceed $13,600.
The existing software does not have the ability to readily generate reports needed for
budgeting. Also the system does not integrate well with other City financial software. Staff is
currently exploring replacing the existing billing system with one that will better serve the City.
The existing system will be maintained by ABS until a new system can be deployed.
7. Dataprose
501 -400- 7102 -6206 ($17,500); 501 -400- 7102 -6253 ($12,500)
Dataprose processes utility bills via a web -base program and prints and mails bills directly to
residents. Dataprose has performed satisfactorily for over the last three years. The City is
billed per each utility bill that is processed including postage. Fiscal Year 2005 -2006 charges
for Dataprose billing services are expected to total $25,000.
Staff recommends increasing the Fiscal Year 2006 -2007 professional services agreement
with Dataprose for utility billing processing services to account for Dataprose rate increases as
of September 1, 2006 and additional services requested such as viewing capabilities, not to
exceed $30,000.
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding acceptance of the project for replacement of
playground equipment in Recreation Park (300 E. Pine Avenue) and Candy Cane Park (100
Whiting Street). Approved Capital Improvement Project. Project No. PW 07 -01
(Final Contract Amount = $355,965.16).
RECOMMENDED COUNCIL ACTION:
Recommendation — (1) Approve Change Order No. 1 in the amount of $7,092; (2) Accept the
work as complete; (3) Authorize the City Clerk to file a Notice of Completion in the County
Recorder's Office; and (4) Alternatively, discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
On March 20, 2007, the City Council awarded a contract to Heisler Landscape General
Engineering, Inc. in the amount of $348,873.16 for the replacement of playground equipment
in Recreation Park and Candy Cane Park.
(Background and discussion continued on the next page.......)
ATTACHED SUPPORTING DOCUMENTS:
Notice of Completion
FISCAL IMPACT:
Operating Budget:
Capital Improvement Program:
Amount Requested:
Account Number:
Project Phase:
Appropriation Required:
ORIGINATED BY:
n Finfon, Director of Public Works
REVIEWED W.
rt, City Manager
$372,000
$355,965.16
301 - 400 - 8202 -8978; 301 - 300 - 0000 -3703
Accept the work as complete
No
DATE:
DATE: 1/1 /� I
-1 2
BACKGROUND AND DISCUSSION (Continued)
The work included replacement of playground equipment and installation of poured -in -place
rubber surface at the upper and lower playgrounds at Recreation Park and Candy Cane Park.
The lower playground at Recreation Park is enclosed by a low chain link fence. A portion of
the existing fencing was deteriorated and required replacement. The recommended Change
Order ($7,092) will compensate the contractor for replacement of the fencing and painting the
entrance gate.
All work has now been completed to the satisfaction of the City and staff recommends
acceptance of the project.
This project is funded through a grant from State of California Department of Parks and
Recreation.
067
Recording Requested by
and When Recorded Mail To:
City Clerk, City Hall
350 Main Street
El Segundo, CA 90245
NOTICE OF COMPLETION OF CONSTRUCTION PROJECT
Project Name: Replacement of Playground Equipment at Recreation Park and Candy Cane Park
Project No.: PW 07 -01
Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that:
The undersigned is an officer of the owner of the interest stated below in the property
hereinafter described.
The full name of the owner is: City of El Segundo
3. The full address of the owner is: City Hall, 350 Main Street, El Segundo, CA, 90245
4. The nature of the interest of the owner is: Public Parks
5. A work of improvement on the property hereinafter described was field reviewed by the
City Engineer on September 5, 2007. The work done was: Replacement of Playground
Equipment
6. On September 18, 2007, City Council of the City of El Segundo accepted the work of this
contract as being complete and directed the recording of this Notice of Completion in the
Office of the County Recorder.
7. The name of the Contractor for such work of improvement was: Heisler Landscape General Engineering,
Inc.
8. The property on which said work of improvement was completed is in the City of El
Segundo, County of Los Angeles, State of California, and is described as follows: Public
Parks.
9. The street address of said property is: 300 E. Pine Avenue and 100 Whiting Street.
Dated:
Steve Finton
City Engineer
VERIFICATION
I, the undersigned, say: I am the Director of Public Works /City Engineer of the City El Segundo, the
declarant of the foregoing Notice of Completion; I have read said Notice of Completion and know the
contents thereof; the same is true of my own knowledge.
I declare under penalty of perjury the foregoing is true and correct.
Executed on , 2007 at El Segundo, California.
Steve Finton
Director of Public Works /City Engineer
Notice of Completions\PW 07 -01
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding acceptance of the project for the reconstruction of
Virginia Street between Sycamore Avenue and Maple Avenue. Approved Capital Improvement
Project. Project No. PW 07 -04
(Final Contract Amount = $92,774.18).
RECOMMENDED COUNCIL ACTION:
Recommendation — (1) Accept the work as complete; (2) Authorize the City Clerk to file a
Notice of Completion in the County Recorder's Office; and (3) Alternatively, discuss and take
other action related to this item.
BACKGROUND & DISCUSSION:
On June 19, 2007, the City Council awarded a contract to Palp, Inc. DBA Excel Paving
Company in the amount of $86,993.00 for the reconstruction of Virginia Street between
Sycamore Avenue and Maple Avenue to enhance drainage.
(Background and discussion continued on the next page.......)
ATTACHED SUPPORTING DOCUMENTS:
Notice of Completion
FISCAL IMPACT:
Operating Budget:
Capital Improvement Program:
Amount Requested:
Account Number:
Project Phase:
Appropriation Required:
$135,000.00
$ 92,774.18
301 - 400 - 8203 -8951
Accept the work as complete
No
ORIGINATED B DATE:
�St en Finton, Director of Public Works
REVIEWED
Jef Tg&wart, City Manager
DATE: V � r
-13
069
BACKGROUND AND DISCUSSION (Continued)
Prior to this project, the west side of Virginia Street between Sycamore and Maple Avenues
had a very limited capacity to carry storm water. Storm water from the street flowed over low
curbs onto private property that sloped away from the street. This project lowered the gutter
flow line to increase the street's capacity to convey storm water away from private properties.
The final contract amount of $92,774.18 represents actual measured quantities at the
completion of the job. The additional quantities included expanded paving needed to join
adjacent pavement.
All work has now been completed to the satisfaction of the City and staff recommends
acceptance of the project.
01 U
Recording Requested by
and When Recorded Mail To:
City Clerk, City Hall
350 Main Street
El Segundo, CA 90245
NOTICE OF COMPLETION OF CONSTRUCTION PROJECT
Project Name: Virginia Street Reconstruction (west side) Between Sycamore Avenue and Maple Avenue
Project No.: PW 07 -04
Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that:
The undersigned is an officer of the owner of the interest stated below in the property
hereinafter described.
2. The full name of the owner is: City of El Segundo
3. The full address of the owner is: City Hall, 350 Main Street, El Segundo, CA, 90245
4. The nature of the interest of the owner is: Public Street
5. A work of improvement on the property hereinafter described was field reviewed by the
City Engineer on September 7, 2007. The work done was: Reconstruction of street
pavement, curbs and driveway approaches.
6. On September 18, 2007, City Council of the City of El Segundo accepted the work of this
contract as being complete and directed the recording of this Notice of Completion in the
Office of the County Recorder.
7. The name of the Contractor for such work of improvement was: Palp, Inc. DBA Excel Paving Company
8. The property on which said work of improvement was completed is in the City of El
Segundo, County of Los Angeles, State of California, and is described as follows: Public
Street.
9. The street address of said property is: Virginia Street between Sycamore Avenue and
Maple Avenue.
Dated:
Steve Finton
City Engineer
VERIFICATION
I, the undersigned, say: I am the Director of Public Works /City Engineer of the City El Segundo, the
declarant of the foregoing Notice of Completion; I have read said Notice of Completion and know the
contents thereof; the same is true of my own knowledge.
I declare under penalty of perjury the foregoing is true and correct.
Executed on , 2007 at El Segundo, California.
Steve Finton
Director of Public Works /City Engineer
Notice of Completions\PW 07 -04 (� 7
V �( 1
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding acceptance of the El Segundo Library Children's
Area Water Damage Restoration Project (111 W. Mariposa Avenue). Approved Capital
Improvement Project. Project No. PW 07 -03
(Final Contract Amount = $59,000).
RECOMMENDED COUNCIL ACTION:
Recommendation — (1) Accept the work as complete; (2) Authorize the City Clerk to file a
Notice of Completion in the County Recorder's Office; and (3) Alternatively, discuss and take
other action related to this item.
BACKGROUND & DISCUSSION:
On May 15, 2007, the City Council awarded a contract to Ardalan Construction Company, Inc.
in the amount of $59,000 to repair damage at the El Segundo Children's Library caused by
water intrusion.
All work has now been completed to the satisfaction of the City and staff recommends
acceptance of the project.
ATTACHED SUPPORTING DOCUMENTS:
Notice of Completion
FISCAL IMPACT:
Operating Budget:
Capital Improvement Program: $60,000
Amount Requested: $59,000
Account Number: 405 - 400 - 0000 -6215
Project Phase: Accept the work as complete
Appropriation Required: No
ORIGINATED BY: DATE:
St en Finton, Director of Public Works
REVIEWED
Jeff g4wart, City Manager
DATE:
9 ftiG1
07.:
-1 4
Recording Requested by
and When Recorded Mail To:
City Clerk, City Hall
350 Main Street
El Segundo, CA 90245
NOTICE OF COMPLETION OF CONSTRUCTION PROJECT
Project Name: El Segundo Library Children's Area Water Damage Restoration
Project No.: PW 07 -03
Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that:
1. The undersigned is an officer of the owner of the interest stated below in the property
hereinafter described.
2. The full name of the owner is: City of El Segundo
3. The full address of the owner is: City Hall, 350 Main Street, El Segundo, CA, 90245
4. The nature of the interest of the owner is: Public Library
5. A work of improvement on the property hereinafter described was field reviewed by the
City Engineer on September 7, 2007. The work done was: Repair of water damage at the
El Segundo Library Children's area.
6. On September 18, 2007, City Council of the City of El Segundo accepted the work of this
contract as being complete and directed the recording of this Notice of Completion in the
Office of the County Recorder.
The name of the Contractor for such work of improvement was: Ardalan Construction Company, Inc.
The property on which said work of improvement was completed is in the City of El
Segundo, County of Los Angeles, State of California, and is described as follows: Public
Library.
The street address of said property is: 111 W. Mariposa Avenue.
Dated:
Steve Finton
City Engineer
VERIFICATION
I, the undersigned, say: I am the Director of Public Works /City Engineer of the City El Segundo, the
declarant of the foregoing Notice of Completion; I have read said Notice of Completion and know the
contents thereof; the same is true of my own knowledge.
I declare under penalty of perjury the foregoing is true and correct.
Executed on
2007 at El Segundo, California.
Steve Finton
Director of Public Works /City Engineer
Notice of Completions \PW 07 -01 073
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action to amend an existing professional services agreement
with MRH Structural Engineers for building plan review services. Total amount not to
exceed $250,000 for Fiscal Year 2007 -2008. (Fiscal Impact - $250,000, Expenditures are
partially offset by revenue collected for plan review services paid by developers)
RECOMMENDED COUNCIL ACTION:
1. Approve a budget appropriation of $250,000 for building plan review services;
2. Authorize City Manager to execute a Second Amendment to the Professional
Services Agreement with MRH Structural Engineers, in a form approved by the City
Attorney to increase the amount in the agreement and purchase order by $250,000
for plan review services; and /or
3. Alternatively, discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
Under an existing 3 -year professional services agreement with the City, MRH Structural
Engineers (MRH) provides plan review services for the department to ensure construction
documents conform to the adopted building code. The budgeted amount is $600,000 for
Fiscal Year 2007 -2008. Planning and Building Safety staff is requesting only a $250,000
budget appropriation and increase in the amount of the professional services agreement at
this time. The Planning and Building Safety Department anticipates that this amount will
cover the time necessary to complete the recruitment for the Building Safety Manager and
that more plan check services can be absorbed by Building Safety staff in the future once
(continued on next page)
ATTACHED SUPPORTING DOCUMENTS:
1. Second Amendment to Professional Services Agreement No. 3636
FISCAL IMPACT: $250,000
Operation Budget: $645,000
Amount Requested: $250,000
Account Number: 001 - 400 - 2403 -6214
Project Phase: N/A
Appropriation Required: X Yes _No ($250,000)
ORIGINATED DATE:
Gary Chicots, Dire r, Planning and Building Safety Department
REVIEWED BY- DATE:
� 5 �/�I/�-7
Jeff ity Manager
0_7
STAFF REPORT: September 18, 2007 Page 2
BACKGROUND & DISCUSSION: (cont.)
the recruitment has been completed. If needed, a further increase in the amount of the
professional services agreement (not to exceed the maximum $600,000 in the budget) will
be requested at a later time. The budget for plan check services for the prior fiscal year
(FY 2006 -2007) was $632,544. The fees charged by MRH for its services are a
percentage of the plan check fees collected by the City. This is a common fee structure in
the industry for plan review services. The monies collected by the City are paid by the
applicants to compensate the City for the resources used to review the documents.
Recommendation
The Planning and Building Safety Department requests that the Council 1) approve a
budget appropriation of $250,000 for building plan review services; 2) approve a Second
Amendment to the professional services agreement with MRH Structural Engineers to
increase the amount in the 3 -year agreement by an additional $250,000 (for Fiscal Year
2007 - 2008), totaling $882,544; and 3) authorize the City Manager to execute the
amendment to the Professional Services Agreement with MRH Structural Engineers for
plan review services in a form approved by the City Attorney.
PAPlanning & Building Safety\Consultant Building Services\ 2007. 09. 18 .MRHContractAmendment2CCRpt.doc
075
SECOND AMENDMENT TO
AGREEMENT NO. 3636 BETWEEN
THE CITY OF EL SEGUNDO AND
MRH STRUCTURAL ENGINEERS, INC.
THIS SECOND AMENDMENT ( "Amendment ") is made and entered into this , day of
SEPTEMBER 2007, by and between CITY OF EL SEGUNDO, a general law city and municipal
corporation existing under the laws of California ( "City "), and MRH STRUCTURAL
ENGINEERS, INC., a California Corporation ( "Consultant ").
Pursuant to Section 35 of Agreement No. 3636, Section 1 (C) is amended to read as
follows:
"As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed Two Hundred Fifty Thousand Dollars ($250,000) for CONSULTANT'S
services."
2. This Amendment may be executed in any number of 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 Agreement
No. 3636 will remain the same.
CITY OF EL SEGUNDO,
a general law city,
Jeff Stewart,
City Manager
ATTEST:
Cindy Mortesen,
City Clerk
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
un
Karl H. Berger,
Assistant City Attorney
MRH STRUCTURAL ENGINEERS, INC.
a California Corporation
Mohammed Hariri,
President
076
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding the approval of a budget appropriation and a
Fourth Amendment to a Professional Services Agreement with Willdan to provide planning
consulting services for the Planning and Building Safety Department through September
30, 2008 for Fiscal Year 2007 -2008. (Fiscal Impact: Up to $251,950)
RECOMMENDED COUNCIL ACTION:
1) Approve a budget appropriation for $251,950 to provide planning consulting services;
2) Authorize the City Manager to execute the Fourth Amendment to the Professional
Services Agreement, in a form approved by the City Attorney, to increase the amount
in the agreement and purchase order by $251,950 and to extend the term for one year
for planning consulting services; and /or,
3) Alternatively, discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
Under an existing Professional Services Agreement with the City, Willdan provides planning
consulting services for the Planning and Building Safety Department. The planning
consulting services are provided to both support the increased planning workload and to fill
the need until the vacant Senior Planner position is filled. The Senior Planner position in the
Planning and Building Safety Department became vacant in February 2006. The Planning
and Building Safety Department filled the position by retaining consultant services from
(Continued on next page)
ATTACHED SUPPORTING DOCUMENTS:
1) Fourth Amendment to Professional Services Agreement No. 3570
2) Scope of Services
FISCAL IMPACT: $251,950
Operating Budget: $309,450
Amount Requested: $251,950
Account Number: 001 - 400 - 2402 -6214
Appropriation Required: X YES _NO ($251,950)
ORIGINAT DATE-
. � 1Z
Gary D. Dire r, Planning and Building Safety Department
REVIEWED BY:
Jeff SteWafVCity Manager
DATE: 4 J /11��
16
STAFF REPORT: September 18, 2007 Page 2
BACKGROUND & DISCUSSION: (cont.)
Willdan that included a part time interim Senior Planner to fill the vacancy partially. An
additional full time Senior Planner was retained in Spring 2007 to address the remainder of
the need from the vacancy as well as special projects because of the Department's high
volume of work assignments. The recruitment process to fill the Senior Planner vacancy is
underway, however, the Planning and Building Safety Department does not anticipate filling
the vacancy until late in the fiscal year. The Planning and Building Safety Department is
continuing to fill the position with an interim Senior Planner. The Planning and Building
Safety Department is continuing to maintain a high volume of work assignments particularly
complex development projects (including Plaza El Segundo Phase II, The Edge (14 -acre
project on the northern portion of the Corporate Campus site), an upcoming project at 1700
Grand Avenue, two new hotel projects (and one more anticipated during the fiscal year), a
data center project, the Chevron refinery, the El Segundo Power Plant Rezoning, and
several other projects) and long range planning assignments (including the Housing
Element) necessitating the skills of a second Senior Planner. Therefore, the Planning and
Building Safety Department is requesting $251,950 for planning consulting services for two
full time Senior Planners for Fiscal Year 2007 -2008.
Willdan fees are currently $90 /hour for a Senior Planner. The cost for each Senior Planner
is $187,200 based upon a rate of $90 /hour, totaling $374,400. The Planning and Building
Safety Department, however, will have salary savings from the Senior Planner vacancy that
reduces the requested amount for a maximum up to $251,950. The Planning and Building
Safety Department has retained a reimbursement agreement that will cover a portion of the
cost and a fee study will be conducted for Planning and Building fees which may result in
additional savings later in the fiscal year.
Recommendation
The Planning and Building Safety Department requests that the Council 1) approve a budget
appropriation of $251,950 for planning consulting services; 2) approve a Fourth Amendment
to the professional services agreement with Willdan to increase the amount in the existing 2-
year agreement and purchase order by an additional $251,950 (for Fiscal Year 2007 - 2008),
totaling $618,627, and to extend the term for one year; and 3) authorize the City Manager to
execute the amendment to the Professional Services Agreement with Willdan for planning
services.
PAPlanning & Building Safety \Consultant Ping Services\Willdan Services\ 2007- 2008\2007.09.18.WilidanContract
PlanningServices .FourthAmendment.CCReport.doc
078
FOURTH AMENDMENT TO
AGREEMENT NO. 3570 BETWEEN
THE CITY OF EL SEGUNDO AND
WILLDAN
THIS FOURTH AMENDMENT ( "Amendment ") is made and entered into this _ day of
September 2007, by and between CITY OF EL SEGUNDO, a general law city and municipal
corporation existing under the laws of California ( "City "), and WILLDAN, a California
Corporation ( "Consultant ").
1. This Amendment extends the term of Agreement No. 3570 to September 30, 2008.
2. Pursuant to Section 35 of Agreement No. 3570, Section 1 (C) is amended to read as
follows:
"As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed Six Hundred Eighteen Thousand Six Hundred Twenty Seven Dollars
($618,627) for CONSULTANT'S services."
3. This Amendment may be executed in any number of counterparts, each of which will
be an original, but all of which together constitutes one instrument executed on the
same date.
4. Except as modified by this Amendment, all other terms and conditions of Agreement
No. 3570 will remain the same.
CITY OF EL SEGUNDO,
a general law city,
Jeff Stewart,
City Manager
ATTEST:
Cindy Mortesen,
City Clerk
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
Karl H. Berger,
Assistant City Attorney
WILLDAN
a California Corporation
Albert V. Warot,
Vice - President
William C. Pagett,
Senior Vice President
079
�, <
EXHIBIT C
SCOPE OF SERVICES
The tasks that may be performed by Willdan in providing permit processing and other planning
services to the City of El Segundo, include the following:
• Conduct project site visits and communicate directly with applicants regarding the specific
requirements and /or information necessary to process applications;
• Review and determine completeness of applications received;
• Review proposed development plans for compliance with City's General Plan, Zoning
Ordinance, and any applicable design guidelines or Specific Plan requirements;
• Review proposed development plans for conformance to the City's development policies
and standards contained in the General plan and Zoning Ordinance, respectively;
• Coordinate the City's interdepartmental review of proposed projects;
• Meet with applicants to discuss their projects and any suggested design changes, as
necessary;
• Prepare Initial Studies and Negative Declarations or Mitigated Negative Declarations
pursuant to the requirements of the California Environmental Quality Act (CEQA);
• Process Environmental Impact Reports (EIRs), Subsequent EIRs, Supplemental EIRs, or
EIR Addendums prepared by other consultants;
• Prepare staff reports, including conditions of approval and recommendations, for
consideration and action by the Planning Commission and City Council;
• Prepare Planning Commission and City Council resolutions and /or ordinances related to
proposed development projects and CEQA document certification;
• Prepare and coordinate the posting, publication and mailing of all required public notices;
• Coordinate the distribution of project - related documents to outside agencies, as required;
• Schedule and assist in conducting public workshops /EIR scoping meetings, as deemed
necessary;
• Schedule and assist in conducting public hearings before the Planning Commission and
City Council;
• Coordinate the preparation and filing of all required notices with the State Clearinghouse
and /or County Clerk;
• Respond to public inquiries for zoning and other planning related information and
otherwise assist with the operation of the City's one stop permit center; and
• Perform other related tasks as assigned by the Planning Manager.
086
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding the approval of a budget appropriation and a
First Amendment to a Professional Services Agreement with John L. Hunter and Associates,
Inc. for $20,000 to provide stormwater plan check services and implementation support of the
City's Standard Urban Water Mitigation Plan ( SUSWMP) Ordinance No. 1329 for the
Planning and Building Safety Department and to extend the term through September 30,
2008 for Fiscal Year 2007 -2008. (Fiscal Impact $20,000)
RECOMMENDED COUNCIL ACTION:
1. Approve a budget appropriation for $20,000 to provide stormwater plan review services
and implementation support of the City's Standard Urban Water Mitigation Plan
( SUSWMP) Ordinance No. 1329;
2. Authorize the City Manager to execute a First Amendment to a Professional Services
Agreement with John L. Hunter and Associates, Inc. to provide stormwater plan review
services and implementation support of the City's Standard Urban Water Mitigation Plan
( SUSWMP) Ordinance No. 1329 and to extend the term for one year through September
30, 2008;
3. Alternatively, discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
On January 16, 2001 City Council approved Ordinance 1329 implementing the SUSWMP of
(continued on next page)
ATTACHED SUPPORTING DOCUMENTS:
1. First Amendment to Professional Services Agreement
2. Exhibit A, Scope of Services
3. Exhibit B, Schedule of Fees with John L. Hunter and Associates, Inc.
FISCAL IMPACT: $20,000
Operating Budget: $645,000
Amount Requested: $20,000
Account Number: 001 - 400 - 2403 -6214 ($20,000)
Project Phase: N/A
Appropriation Required: X Yes _No ($20,000)
ORIGINATED BY: DATE:
AChicots,7� rector, Planning and Building Safety Department ,
REVIEWED
Jeff VeMrt, City Manager
DATE: Ok�� � 7
�8i
STAFF REPORT: September 18, 2007
BACKGROUND & DISCUSSION: (cont.)
Page 22
the California Regional Water Quality Control Board for the Los Angeles region. John L.
Hunter and Associates, Inc. assists the Planning and Building Safety Department staff in
implementing the ordinance by providing consulting services for SUSWMP plan check review
and staff training.
During the 2000 -2001 fiscal year staff reviewed proposals for SUSWMP plan review services.
John L. Hunter and Associates, Inc. (formerly Hunter - Kennedy and Associates) was selected
based on the cost and quality of service. John L. Hunter and Associates has continued to
provide high quality plan review services and staff training over the past 6 years. Therefore,
Planning and Building Safety staff recommends continuing with John L. Hunter and Associates
and extending the Professional Services Agreement for an additional year through September
30, 2008 (Fiscal Year 2007 - 2008).
Recommendation
The Planning and Building Safety Department requests that the Council 1) approve a budget
appropriation of $20,000 for stormwater plan review services; 2) approve a First Amendment
to the professional services agreement with John L. Hunter and Associates, Inc. to increase
the amount in the existing agreement by an additional $20,000 (for Fiscal Year 2007 - 2008),
totaling $42,000, and extend the term for one year through September 30, 2008; and 3)
authorize the City Manager to execute the amendment to the Professional Services
Agreement with John L. Hunter and Associates, Inc. for storwater plan review services and
implementation support of the City's Standard Urban Water Mitigation Plan ( SUSWMP)
Ordinance No. 1329.
PAPlanning and Building Safety\ConsultantBuildingServices\ 2007. 09. 18. JohnLHunterContractFirstAmendment .CCrpt.doc
081
FIRST AMENDMENT TO
AGREEMENT NO. BETWEEN
THE CITY OF EL SEGUNDO AND
JOHN L. HUNTER AND ASSOCIATES, INC.
THIS FIRST AMENDMENT ( "Amendment ") is made and entered into this day of
September 2007, by and between CITY OF EL SEGUNDO, a general law city and municipal
corporation existing under the laws of California ( "City "), and JOHN L. HUNTER AND
ASSOCIATES, INC. a California Corporation ( "Consultant ").
This Amendment extends the term of Agreement No. to September 30, 2008.
2. Pursuant to Section 35 of Agreement No. , Section 1 (C) is amended to read as
follows:
"As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed Forty two Thousand Dollars ($42,000) for CONSULTANT'S services."
3. This Amendment may be executed in any number of counterparts, each of which will
be an original, but all of which together constitutes one instrument executed on the
same date.
4. Except as modified by this Amendment, all other terms and conditions of Agreement
No. will remain the same.
CITY OF EL SEGUNDO,
a general law city,
Jeff Stewart,
City Manager
ATTEST:
Cindy Mortesen,
City Clerk
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
Karl H. Berger,
Assistant City Attorney
JOHN L. HUNTER AND ASSOCIATES, INC.
a California Corporation
John L. Hunter,
President
08 1)
L.unter m_H For Stormwater /Environental Compliance Services
John
ANO ASSOCIATES. INC.
Principal $115/hr
Project Engineer/Manager $95/hr
Public Education /Outreach Manager $95/hr
Inspector/Engineer
- $85/hr
Laborer (OSHA 40hr certified)
$65/hr
State Certified Laboratory Analysis
Cost + 15%
Legal Consultation, Court Appearances/Document review, etc.
$250/hr
Inspection — Auto facilities
S85 /inspection
Inspection — Industrial /Commercial facilities
$ 105/ inspection
Inspection — Restaurant
$65/inspection
24-hr industrial wastewater composite sampling (including setup)
$150 /location
24-hr ambient air sampling
$100 /day
Photo ionization/Flame ionization detector
$50 /day
Combustible gas monitor
$50 /day
Shallow soil or sludge sampling equipment
$75 /day
Subcontracted equipment
Cost + 15%
For Weekends, Holidays or evenings add 50 %. to listed price
Prices effective as of January 1, 2007
084
,,�i4 /t3 /T-
oohn L.-Hunter
AND ASSOCIATES, INC.
March 27, 2007
City of El Segundo
350 Main Street
El Segundo, California 90245
Subject: Proposal for NPDES Services
Dear Mary:
Per our recent discussion, we are pleased to present a scope of services under this
proposal for continued NPDES services. The NPDES permit is expiring and the
Regional Board has not yet adopted the new permit. Therefore, the scope of
services under this proposal is based on the current permit. Requirements may
change upon the issuance of the new permit. The scope of service in this proposal
is limited to the review of Standard Urban Stormwater Mitigation Plans (SUSNL°)
and Local Stormwater Pollution Prevention Plans (LSWPPPs) for applicable
projects under the NPDES permit.
JLHA will review SUSMP and LSWPPP submitted by the City to JLHA a for
new development sites to evaluate if proposed locations and size of treatment
systems (berms, sandbags, sediment traps, filters, vegetative swales, etc.) are
adequate to meet permit requirements and the goals of the City's stormwater
quality program. As part of the plan review process, these plans must be
approved prior to permit issuance. Included in plan checks are size comparisons
of the proposed treatment systems to the land surface and potential rainfall, to
ensure that the systems would have sufficient capacity to adequately remove
pollutants from stormwater runoff. Plan checks for SUSMP/LSWPPPs take
approximately one week for the review /approval process.
JLHA will work closely with City staff to ensure that all requirements of the
NPDES permit have been met prior to the approval process. JLHA will keep the
City informed on any new issues that may conflict with the current review process
(Regional Board's requirements, new BMPs, etc.).
Page I of 2
08 j
A. Review of these plans will be consistent with JLHA's current interpretation of.
1) The LSWPPP, SWPPP and SUSMP programs within the NPDES Permit.
2) The countywide SUSMP guideline and City guidelines.
3) Conversations with Regional Board staff on pertinent specific or general issues.
4) Conditions specifically required by the City and the City Municipal Code.
This does not include a review of what are commonly referred to as grading or erosion
control plans, as these are not within the scope of the NPDES Permit.
B. JLHA staff can pick -up and drop off plans at the city's offices as plans are submitted by
applicants, however, JLHA inspectors may not be in the City Hall vicinity on a regular basis
and plans will more likely need to be sent via overnight courier [at applicants expense].
C. Maintain an in -house database of construction projects.
• Upon request of the City, JLHA can conduct verification inspections of SUSMP and
LSWPPP sites for BMP implementation,
• Provide information appropriate to the annual reporting requirements,
• Work closely with the City's Planning/Building Stormwater Program Manager.
The cost to provide SUSMP and SWPPP services is dependent upon the number of
plans that are actually submitted for review during the term of this contract. Plans
reviews of specific projects will be on a time and materials basis per attached standard
rate schedule.
It was a pleasure working with you last year and I look forward to working with you
again this year. Please call me if you have any questions.
Sincerely,
John L. Hunter, P.E
Registered Environmental Assessor
Electronically Submitted
Page 2of2
061(l .
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action to approve a budget appropriation of $25,000 and a
professional services agreement with Data Microlmaging Company (DMC) for $25,000 to
provide microfiche services for the Planning and Building Safety Department through
September 30, 2008 for Fiscal Year 2007 -2008. (Fiscal Impact $25,000)
RECOMMENDED COUNCIL ACTION:
1. Approve a budget appropriation for $25,000 to provide microfiche services;
2. Authorize the City Manager to execute a standard Professional Services Agreement with
Data Microlmaging Company as to form approved by the City Attorney for $25,000; and /or
3. Alternatively, discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
Documents including but not limited to plans, permits, and Planning Commission staff reports
and resolutions are required to be filed in the City's permanent records. The documents are
kept on microfiche because of limited storage space.
The total amount budgeted for Fiscal Year 2007 -2008 is $25,000 ($20,000 for the Building
Safety Division and $5,000 for the Planning Division). Plan retention fees collected at time of
permit issuance offset most of the cost of this service.
(continued on next page)
ATTACHED SUPPORTING DOCUMENTS:
1. Document Imaging Services Pricing List
2. Letter from Data Microlmaging Co.
FISCAL IMPACT: $25,000
Operating Budget: $645,000 (001 -400- 2403 -6214; $309,450 (001- 400 - 2402 -6214)
Amount Requested: $25,000 ($20,000 Account No. 001 -400- 2403 -6214;
$5,000 Account No. 001 - 400 - 2402 -6214)
Account Number: 001 - 400 - 2403 - 6214/001 -400- 2402 -6214
Project Phase: N/A
Appropriation Required: X Yes _ No ($25,000)
ORIGINATED BY:
G
v (-,
Gary Chicots, Di
REVIEWED BY:
J 1,
, Planning and Buildi
DATE:
Department
DATE: f , ya I is
Jeff SteAaft, City Manager 087
STAFF REPORT: September 18, 2007 Page 2
BACKGROUND & DISCUSSION: (cont.)
During the 2000 -2001 fiscal year staff contacted three possible vendors for proposals for
microfiche services. Data Microlmaging Company was selected based on the cost and quality
of service. Data Microlmaging Company has continued to provide high quality service over the
past 7 years. Therefore, Planning and Building Safety staff recommends continuing with Data
Microlmaging Company and extending the Professional Services Agreement for Fiscal Year
2007 -2008. Planning and Building Safety staff anticipates transitioning to scanning of
documents using the Questys system as the method of document retention for the next fiscal
year.
Recommendation
The Planning and Building Safety Department requests that the Council 1) approve a budget
appropriation of $25,000 for microfiche services; 2) approve a professional services agreement
with Data Microlmaging Company for $25,000 to provide microfiche services through
September 30, 2008 (Fiscal Year 2007 - 2008); and 3) authorize the City Manager to execute
the Professional Services Agreement with DataMicrolmaging Company for microfiche services.
PAPlanning and Building Safety \ConsultantBuildingServices\ 2007. 09. 18. DataMicrolmagingContract .CCrpt.doc
r• C .,
1 e / 121-2 0 0 G 15:44 6617750,149
W AW AW
AMW AWr.AEPFP.'AWP'O'
AMrddMWddWP' .ddPp
A� AWNW AWW ANEW MW..MF�
fr Data IF
fo
rolh7aging
Com ny
pa
Betsy KozykoSkI
City of El Segundo
350 Main Street
El Segundo, CA 90245
Dear Betsy:
DA74 MICPCIMAGD,Ir CO PAGE K
October 12, 2006
Thank you for the opportunity to continue providing services to the City of El
Segundo. Attached you will find our current pricing to the City. Due to ever
increasing costs of tabor, health insurance, gasoline, and utilities, the costs of
certain services have slightly Increased. In most cases we have not raised prices
for five years or longer.
Betsy, we wish to thank you for your business over these many years and we
look forward to serving you again. Please let us know if you have any questions
or concerns.
Respectfully yours,
�DavVicl J. Vernon 6-11-04.
President Ran
Data Microlmaging Company
089
or-7-1 P-PMOF:� 14: -In 1- 7 1
13i12/^2006 15: as 561775 ^ "49 DATA MICROIM G" I CO
City of El Segundo
Document Imaging Services Pricing
Microfilming Service
P4GE 02
090
nl-7-12 -2006 1 _h'OM cc,^ ^co:,,,o
Precision Microfilming: Building Permit Drawings
"A' size drawings
S 0.363 /each
"B" size drawi s
$ 0.583 /each
"C" size drawings
S 0.627 /each
"D" size drawl s
$ 0.737 /earth
"E" size drawings s
S 0.792 /each
"Jr' size drawings
S 0.869 Am age
Microfiche Jackets
S 0.40 /each
Duplicate Nfiicrofiche
S 0.40 /each
Precision Microfilmio : Plans
Documents Microfilmed
S 0.363 /each
Microfiche Jackets
$ 0.40 /each
Duplicate Microfiche
$ 0.40 /each
Document Destruction
S 7.00 /box
Pickup/Delivery Pickup/Delivery
$25.00
090
nl-7-12 -2006 1 _h'OM cc,^ ^co:,,,o
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding approval of the first Amendment to the
Professional Services Agreement, Number 3602, to implement the Community
Development Block Grant (CDBG) General Administration Project between the City of El
Segundo and Tina Gall, for an amount not to exceed $17,650. Contract period: October 1,
2007 through September 30, 2008 with an option to amend to extend through September
30, 2009 (Fiscal Impact: $17,650).
RECOMMENDED COUNCIL ACTION:
1. Approve Amendment Number 1 to the Professional Services Agreement with Tina Gall;
2. Authorize the City Manager to execute said Amendment Number 1 to Professional
Services Agreement Number 3602; and /or,
3. Alternatively discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
On June 7, 2006, the El Segundo City Council approved a Professional Services
Agreement (Number 3602) between City of El Segundo and Tina Gall, to implement the
City's federal Community Development Block Grant (CDBG) Program. Pursuant to the
terms of the Agreement, it may be extended for a period of up to two additional years,
through September 30, 2009. The amendment will also serve to amend Tina Gall's annual
compensation to $17,650 in FY 2007 -2008.
ATTACHED SUPPORTING DOCUMENTS:
Amendment Number 1 to Professional Services Agreement Number 3602
FISCAL IMPACT: $17,650
Operating Budget: $17,650
Amount Requested: N/A
Account Number: CDBG 111 - 2779 -6206
Project Phase: None
Appropriation Required: Yes X No
ORIGINA
Gary
REVIEWED
DATE:
(rector of Planning and Building Sa
Jeff Soylfart, City Manager
DATE: f/f
19
P1Planning & Building Safety \CDBG\2007.09.18 cdbg.ccmtg.admin. GALL.amend 1contract no. 3602. 2007- 2008.doc
SECOND AMENDMENT TO
AGREEMENT NO. 3602 BETWEEN
THE CITY OF EL SEGUNDO AND
TINA GALL
THIS SECOND AMENDMENT ( "Amendment ") is made and entered into this _ day of
September 2007, by and between the CITY OF EL SEGUNDO, a general law city and municipal
corporation existing under the laws of California (`CITY "), and TINA GALL, ( "CONSULTANT ").
Pursuant to Agreement No. 3602 ( "Agreement "), the following Sections are amended to read as
follows:
3. Scope of Services
Pursuant to the Section 3A, effective October 1, 2007, and following annual
review, the City exercises the option to continue the term of said Agreement for
one (1) additional year through September 30, 2008.
6. Payments
CITY shall pay CONSULTANT an amount not to exceed $17,650 for the Fiscal
Year 2007 -2008.
8. Term
This Amendment to Agreement Number 3602 shall take effect retroactively to
July 1, 2007, and shall continue until September 30, 2008, unless earlier
terminated pursuant to the provisions hereof. Agreement Number 3602 may be
extended for one additional year at the discretion of the City.
Except as modified by this Amendment, all other terms and conditions of Agreement No. 3602
remain the same.
CITY OF EL SEGUNDO,
a general law city.
Jeff Stewart,
City Manager
ATTEST:
Cindy Mortensen,
City Clerk
APPROVED AS TO FORM:
Karl H. Berger,
Assistant City Attorney
TINA GALL
Tina Gall, Principal
P: \Planning & Building Safety \CDBG\PSAGR\2007.09.05 Amendment 2 to Gall PSA 43602. CDBG Administration
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding approval of a Professional Services
Agreement to implement the Senior In -Home Care Project between the City of El Segundo
and Always Right Home Care for an amount not to exceed $15,000. Contract period:
October 1, 2007 through September 30, 2008 with an option for annual renewal for up to
two additional years. (Fiscal Impact: $15,000)
RECOMMENDED COUNCIL ACTION:
1. Approve the Professional Services Agreement with Always Right Home Care Services;
2. Authorize the City Manager to execute Professional Services Agreement as to form by
the City Attorney; and /or,
3. Alternatively discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
For more than fifteen years, the City's Senior In -Home Care Project has annually provided
more than 400 in -home visits to approximately 30 El Segundo elderly and severely disabled
persons. Since July 2004, the City has contracted with Always Right Home Care to provide
personal and companion care to the City's homebound senior adults and severely disabled
persons.
(continued on next page)
ATTACHED SUPPORTING DOCUMENTS:
Professional Services Agreement including Scope of Services
FISCAL IMPACT: $15,000
Operating Budget:
Amount Requested:
Account Number:
Project Phase:
Appropriation Required
$15,000 ($15,000 General Fund Revenue
Development Block Grant unallocated funds)
$15,000
CDBG 111 - 2743 -6214
None
Yes X No
from sale of Community
ORIGINATED: DATE:
q^ 7 -0�
Gary Chicotlann in and Building Safety
REVIEWED VBY DATE:Jeff St , er
zo
PAPianning & Building Safety \CDBG\2007.09.18 ccmtg.srin- home.Always Right psa.2007- 2008.doc 093
STAFF REPORT: September 18, 2007 Page 2
BACKGROUND AND DISCUSSION (continued)
Always Right Home Care possesses extensive experience in providing personal care and
companion services to homebound elderly and disabled persons. Always Right Home
Care's current President and CEO, Larry Spaeter, formerly President and CEO of Just
Right Home Care, was the service provider for the El Segundo /CDBG Senior In -Home
Care project from 1995 -2002.
A total of $20,000 in CDBG and General Funds have been approved and budgeted for the
next fiscal year to support this project. Of that amount, $15,000 will be used to contract for
professional services with Always Right Home Care. The remaining $5,000 pays a portion
of the Outreach Office part-time staff salary. Funding for this project will be paid from a
portion of General Revenue Funds totaling $58,500 that the City of El Segundo obtained by
selling unallocated Community Development Block Grant Funds in 2006 to the County of
Los Angeles Community Development Commission.
PAPlanning & Building Safety \CDBG\2007.09.18 ccmtg.srin- home.Always Right psa.2007- 2008.doc 0 9 Ll
Agreement No.
AGREEMENT FOR PROFESSIONAL CONSULTANT SERVICES
BETWEEN
THE CITY OF EL SEGUNDO AND ALWAYS RIGHT HOME CARE
This AGREEMENT is entered into this first day of October 1, 2007, by and between the
CITY OF EL SEGUNDO, a general law city and municipal corporation ( "CITY ") and
ALWAYS RIGHT HOME CARE, INC., a California Corporation ( "CONSULTANT ").
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in
Exhibit "A ", SCOPE OF SERVICES, attached and incorporated herein;
B. As additional consideration, CONSULTANT and CITY agree to abide by the
terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed FIFTEEN THOUSAND dollars ($15,000) for CONSULTANT'S services.
CITY may modify this amount as set forth below. Unless otherwise specified by
written amendment to this Agreement, CITY will pay this sum as specified in the
attached Exhibit "A," which is incorporated herein.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "A," which is
incorporated herein.
B. CONSULTANT will, in a professional manner, furnish all of the labor, technical,
administrative, professional and other personnel, all supplies and materials,
equipment, printing, vehicles, transportation, office space and facilities, and all
tests, testing and analyses, calculation, and all other means whatsoever, except as
herein otherwise expressly specified to be furnished by CITY, necessary or proper
to perform and complete the work and provide the professional services required
of CONSULTANT by this Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at the time
of performance utilized by persons engaged in providing similar services. CITY will
continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any
deficiencies and CONSULTANT will have fifteen (15) days after such notification to cure any
shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne
by CONSULTANT.
Page 1 of 9
093
4. DISPUTES AND REMEDIES.
A. Claims, disputes, and other matters in question between the Parties arising out of
or relating to this Agreement or the breach thereof, must be resolved by the
following procedure:
CITY and CONSULTANT will exercise their best efforts to resolve
disputes through the development of a consensus. A meeting may be
requested by either party at any time for the purpose of resolving a
dispute. A determination by the CITY's Planning and Building Safety
Director will be made within two (2) weeks after a meeting to resolve the
dispute;
ii. If unresolved within thirty (30) days, then CITY's city manager, or
designee, will make a final determination;
iii. Following the city manager's final determination, the Parties may submit
any unresolved matters to non - binding mediation. The parties may, but
are not required to be, represented by counsel in mediation.
iv. If the Parties do not agree to mediation, or if mediation does not resolve
the Parties' dispute, the matter may be pursued in Los Angeles County
Superior Court.
B. The Parties' rights and remedies under this Agreement are in addition to any other
rights and remedies provided by law.
5. PAYMENTS. CITY will pay CONSULTANT an hourly rate of $14.75 per hour for the
Services listed above. After services have been rendered by CONSULTANT, a detailed invoice
on forms mutually acceptable to both parties must be submitted to CITY, no later than ten
calendar days after the month of previous service. CITY will then process payment to
CONSULTANT. Payment will be made to CONSULTANT in the amount of the invoice as
approved by CITY.
6. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that, to the best of
CONSULTANT's knowledge and belief, CONSULTANT has
Carefully investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
Page 2 of 9
096
B. If services involve work upon any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully acquainted
with the conditions there existing, before commencing the services hereunder.
Should CONSULTANT discover any latent or unknown conditions that may
materially affect the performance of the services, CONSULTANT will
immediately inform CITY of such fact and will not proceed except at
CONSULTANT's own risk until written instructions are received from CITY.
7, TERM. This Agreement will take effect on October 1, 2007 (the "Effective Date ") and shall
continue until September 30, 2008, unless earlier terminated pursuant to the provisions hereof.
The Agreement may be extended for two additional years at the CITY's sole discretion up to
September 30, 2010.
8.. TIME FOR PERFORMANCE. CONSULTANT will not perform any work under this
Agreement until:
A. CONSULTANT furnishes proof of insurance as required under Section 20 of this
Agreement; and
B. CITY gives CONSULTANT a written, signed, and numbered purchase order in
addition to a written Notice to Proceed. This Agreement will supersede any
conflicting provisions included on the purchase order or notice to proceed issued
pursuant to this Agreement.
C. Should CONSULTANT begin work on any phase in advance of receiving written
authorization to proceed, any such professional services are at CONSULTANT's
own risk.
9. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
10. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and certificates that
may be required in connection with the performance of services under this Agreement.
11. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by
CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights
CITY may have under this Agreement or of any cause of action arising from CONSULTANT's
performance. A waiver by CITY of any breach of any term, covenant, or condition contained in
this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant, or condition contained in this Agreement, whether of the same or different
character.
12. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any time
Page 3 of 9
%yr
with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY's mutual
consent. Notice will be in writing at least thirty (30) days before the effective
termination date.
C. Upon receiving a termination notice, CONSULTANT will immediately cease
performance under this Agreement unless otherwise provided in the termination
notice. Except as otherwise provided in the termination notice, any additional
work performed by CONSULTANT after receiving a termination notice will be
performed at CONSULTANT" own cost; CITY will not be obligated to
compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data, studies,
surveys, drawings, maps, reports and other materials prepared by CONSULTANT
will, at CITY's option, become CITY's property, and CONSULTANT will
receive just and equitable compensation for any work satisfactorily completed up
to the effective date of notice of termination, not to exceed the total costs under
Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may procure
on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this Section.
13. NOTICE OF BREACH AND OPPORTUNITY TO CURE. Neither party will be
deemed to be in breach of this Agreement based on a breach that is capable of being cured until
it has received written notice of the breach from the other party. The party charged with breach
will have fifteen (15) days from the date of receiving such notice in which to cure the breach or
otherwise respond. If the circumstances leading to the charge that the Agreement was breached
have not been cured or explained to the satisfaction of the other party within fifteen (15) days
from the date on which the party received notice of breach, the non - breaching party may
terminate this Agreement.
14. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models,
photographs and reports prepared by CONSULTANT under this Agreement are CITY's
property. CONSULTANT may retain copies of said documents and materials as desired, but
will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of
CONSULTANT's completed work product, for purposes other than identified in this Agreement,
or use of incomplete work product, is at CITY's own risk. CITY will indemnify and hold
CONSULTANT harmless for any use of the work product other than as contemplated by this
Agreement.
15. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art work,
Page 4 of 9
098
prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or
City without CITY's prior written approval. All press releases, including graphic display
information to be published in newspapers or magazines, will be approved and distributed solely
by CITY, unless otherwise provided by written agreement between the parties.
16. INDEMNIFICATION.
A. CONSULTANT agrees to the following:
i. Indemnification for Professional Services. CONSULTANT will save
harmless and indemnify and at CITY's request reimburse defense
costs for CITY and all its officers, employees and representatives
from and against any and all suits, actions, or claims, of any character
whatever, brought for, or on account of, any injuries or damages
sustained by any person or property resulting or arising from any
negligent or wrongful act, error or omission by CONSULTANT or
any of CONSULTANT's officers, agents, employees, or
representatives, in the performance of this Agreement.
ii. Indemnification for other Damages. CONSULTANT indemnifies and
holds CITY harmless from and against any claim, action, damages,
costs (including, without limitation, attorney's fees), injuries, or
liability, arising out of this Agreement, or its performance. Should
CITY be named in any suit, or should any claim be brought against it
by suit or otherwise, whether the same be groundless or not, arising
out of this Agreement, or its performance, CONSULTANT will
defend CITY (at CITY's request and with counsel satisfactory to
CITY) and will indemnify CITY for any judgment rendered against it
or any sums paid out in settlement or otherwise.
B. For purposes of this section "CITY" includes CITY's officers, officials,
employees, agents, and representatives.
C. It is expressly understood and agreed that the foregoing provisions will survive
termination of this Agreement.
D. The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 20, and any approval of
said insurance by CITY, are not intended to and will not in any manner limit or
qualify the liabilities and obligations otherwise assumed by CONSULTANT
pursuant to this Agreement, including, without limitation, to the provisions
concerning indemnification.
17. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's
written approval are prohibited and will be null and void.
Page 5 of 9
�yJ
18. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work and the
manner in which is it performed. CONSULTANT will be free to contract for similar service to
be performed for other employers while under contract with CITY. CONSULTANT is not an
agent or employee of CITY and is not entitled to participate in any pension plan, insurance,
bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that
may appear to give CITY the right to direct CONSULTANT as to the details of doing the work
or to exercise a measure of control over the work means that CONSULTANT will follow the
direction of the CITY as to end results of the work only.
19. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free access at
all reasonable times to such records, and the right to examine and audit the same and to make
transcript therefrom, and to inspect all program data, documents, proceedings and activities.
CONSULTANT will retain such financial and program service records for at least four (4) years
after termination or final payment under this Agreement.
20. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONSULTANT will procure and maintain the following types of
insurance with coverage limits complying, at a minimum, with the limits set forth below:
Type of Insurance
Commercial general liability
Professional Liability
Business automobile liability
Workers compensation
Limits (combined single)
$1,000,000
$0
$1,000,000
$1,000,000
B. Commercial general liability insurance will meet or exceed the requirements of ISO -
CGL Forms. The amount of insurance set forth above will be a combined single limit per
occurrence for bodily injury, personal injury, and property damage for the policy
coverage. Liability policies will be endorsed to name CITY, its officials, and employees
as "additional insureds" under said insurance coverage and to state that such insurance
will be deemed "primary" such that any other insurance that may be carried by CITY will
be excess thereto. Such insurance will be on an "occurrence," not a "claims made," basis
and will not be cancelable or subject to reduction except upon thirty (30) days prior
written notice to CITY.
C. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 01
06 92, including symbol 1 (Any Auto).
Page 6 of 9
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D. Professional liability coverage will be on an "occurrence basis" if such coverage is
available, or on a "claims made" basis if not available. When coverage is provided on a
"claims made basis," CONSULTANT will continue to maintain the insurance in effect
for a period of three (3) years after this Agreement expires or is terminated ( "extended
insurance "). Such extended insurance will have the same coverage and limits as the
policy that was in effect during the term of this Agreement, and will cover
CONSULTANT for all claims made by CITY arising out of any errors or omissions of
CONSULTANT, or its officers, employees or agents during the time this Agreement was
in effect.
E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement and such other
evidence of insurance or copies of policies as may be reasonably required by CITY from
time to time. Insurance must be placed with insurers with a current A.M. Best Company
Rating equivalent to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance
required by this Agreement, CITY may obtain such coverage at CONSULTANT's
expense and deduct the cost of such insurance from payments due to CONSULTANT
under this Agreement or terminate pursuant to Section 12.
21. USE OF CONSULTANT. CONSULTANT must obtain CITY's prior written approval to
use any consultants while performing any portion of this Agreement. Such approval must
approve of the proposed consultant and the terms of compensation.
22. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative description of
progress during the past month for each major task, a description of the work remaining and a
description of the work to be done before the next schedule update.
23. NOTICES. All communications to either party by the other party will be deemed made
when received by such party at its respective name and address as follows:
CITY
Gary Chicots, Director of
Planning and Building Safety,
City of El Segundo
350 Main Street
El Segundo, CA 90245
Phone: (310) 524 -2300
CONSULTANT
Larry S. Spaeter, CEO
ALWAYS RIGHT HOME CARE,
9700 Reseda Blvd., Suite 105
Northridge, CA 91324
Phone: (818) 886 -1602
Any such written communications by mail will be conclusively deemed to have been received by
the addressee upon deposit thereof in the United States Mail, postage prepaid and properly
addressed as noted above. In all other instances, notices will be deemed given at the time of
Page 7 of 9
101
actual delivery. Changes may be made in the names or addresses of persons to who notices are
to be given by giving notice in the manner prescribed in this paragraph.
24. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
25. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT's bona fide employee, to solicit or
secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed
to pay any company or person, other than CONSULTANT's bona fide employee, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
26. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this
agreement will be in Los Angeles County.
27. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets for the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There is one ( 1 ) Attachment to this Agreement.
This Agreement will bind and inure to the benefit of the parties to this Agreement and any
subsequent successors and assigns.
28. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review
this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a
whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against
either Party.
29. SEVERABILITY. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the
extent necessary in the opinion of the court to render such portion enforceable and, as so
modified, such portion and the balance of this Agreement will continue in full force and effect.
30. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written amendment.
CITY's city manager, or designee, may execute any such amendment on behalf of CITY.
31. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this
Agreement, agreements ancillary to this Agreement, and related documents to be entered into in
connection with this Agreement will be considered signed when the signature of a party is
delivered by facsimile transmission. Such facsimile signature will be treated in all respects as
having the same effect as an original signature.
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102
32. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
33. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity
to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its
financial resources, surety and insurance experience, service experience, completion ability,
personnel, current workload, experience in dealing with private consultants, and experience in
dealing with public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a demonstrated capacity to deal fairly and effectively with and to
satisfy a public agency.
IN WITNESS WHEREOF the parties hereto have executed this contract the day and year
first hereinabove written.
CITY OF EL SEGUNDO, ALWAYS RIGHT HOME CARE
a municipal corporation.
Jeff Stewart, Larry S. Spaeter, CEO
City Manager
ATTEST:
Taxpayer ID No.
Cindy Mortesen,
City Clerk
APPROVED AS TO FORM:
MARK D. HENSLEY, CITY ATTORNEY
go
Karl H. Berger,
Assistant City Attorney
PAPlanning & Building Safery \CDBG\PSAGR\ 2007 .09.18.psa.SR.IN- HOME.ALWAYS RIGHT.2007- 2008.doc
Page 9 of 9
103
CITY OF EL SEGUNDO
SENIOR IN -HOME CARE PROJECT
EXHIBIT A
SCOPE OF SERVICES
Always Right Home Care agrees to provide home health /assisted living services to
approximately 30 -35 El Segundo seniors and severely disabled adults who may need medical,
physical, and /or companion care services, beginning October 1, 2007 through September 30,
2008 (with a two -year renewal option through June 30, 2010), at a rate of $14.75 per hour.
Always Right Home Care agrees to provide El Segundo residents with qualified, professional
home health care providers. The City of El Segundo will determine client eligibility and will refer
eligible clients to Always Right Home Care for home health care evaluation and service delivery.
SCOPE OF WORK
The Scope of Work shall include but not be limited to the following items:
Provide home health care support services by a trained home health care companion, as
necessary, to El Segundo homebound residents who require help with day -to -day activities
due to long -term disability, illness, recovery, or natural occurrences of aging. Such
assistance may include, but may not be limited to: assistance with personal care (bathing
and dressing), preparation of meals, help with walking, help with leaving and entering bed,
medication reminders, light housekeeping (including, but not limited to: vacuuming,
mopping, laundry, dishwashing) and, companionship. Advanced home health care services
that require a Certified Nursing Assistant (CNA) to be in attendance may be offered to El
Segundo clients, on a case -by -case basis, and as long as prior written authorization is
obtained by the City of El Segundo.
• Receive and process, within one business day, requests for client services from the City of
El Segundo Department of Recreation and Parks Outreach staff.
• Contact El Segundo resident and arrange for an appointment within one business day after
receiving the City's request for service.
• Coordinate with the City Parks and Recreation Outreach staff to determine client service
plan and establish dates and times for client services.
• Prepare and submit billing and client service reports to the Outreach staff by the tenth of
every month.
A minimum of three service hours per visit will be provided to eligible El Segundo In -Home
Service clients, unless the number of service hours can be combined at one congregate site
(i.e., Park Vista Senior Housing Complex). No single visit to one client will exceed a maximum
of four (4) service hours, unless prior written authorization is obtained from the City of El
Segundo.
PAPlanning & Building Safety \CDBG\PSAGR \cdbg.srinhomecare.psa. Exhibit A.04
104
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding approval of a Professional Services
Agreement to implement the Home Delivered Meals Program between the City of El
Segundo and St. Vincent Meals on Wheels, for an amount not to exceed $25,000 (plus
client donations). Contract period: October 1, 2007 through September 30, 2008 with an
option for annual review and renewal not to exceed a total of three years, through
September 30, 2010. (Fiscal Impact: $25,000)
RECOMMENDED COUNCIL ACTION:
1. Approve the Professional Services Agreement with St. Vincent Meals on Wheels,
2. Authorize the City Manager to execute Professional Services Agreement as to
form by the City Attorney; and /or,
3. Alternatively, discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
For almost fifteen years, the City of El Segundo has operated a Home Delivered Meals
(HDM) Project. Since September 2004, the City has contracted with a non -profit
organization, St. Vincent Meals on Wheels, to provide home delivered meals to the City's
homebound low and moderate income senior adults and severely disabled persons.
St. Vincent has consistently and capably demonstrated experience in the preparation,
packaging and distribution of quality, hot, and nutritionally appropriate meals targeted for
special needs persons. They prepare meal menus that cycle regularly, are nutritionally
balanced for low - fat/low salt diets, and are based on the dietary needs of persons 55 years
of age and older.
ATTACHED SUPPORTING DOCUMENTS:
Professional Services Agreement including Scope of Services and Insurance
FISCAL IMPACT: $25,000
Operating Budget:
Amount Requested:
Account Number:
Project Phase:
Appropriation Required:
$25,000 ($25,000 General Fund Revenue
Development Block Grant unallocated funds)
$25,000
CDBG 111 - 2778 -6214
None
_Yes X No
Gary Chicots"DdE r of.Planning and Building S
REVIEWED BY:
Jeff StewaA,&ity Ma
from sale of Community
.. 7,.!e0,7
DATE: 7/1110
2007.09.18. (PLANNING AND BLDG.CDBG\ HomeDeliveredMeals \CDBG.CCMTG.HDM.09.18.07 21 _
105
STAFF REPORT: September 18, 2007 Page 2
BACKGROUND AND DISCUSSION (continued)
St. Vincent provides five -day per week hot meal service and, upon request, one weekend
meal at a cost of $3.50 per meal. St. Vincent has not increased rates since 2004. They
deliver the meals daily to the El Segundo Outreach Office. El Segundo volunteers
distribute the hot meals to homebound residents. Approximately 8,000 meals are served
annually to 35-40 homebound El Segundo residents.
On December 5, 2006, a total of $30,000 in General Funds were approved and budgeted
for fiscal year 2007 -2008 to support this project. Of the total amount budgeted, $25,000 will
be used to contract for professional services with the recommended meal provider and the
remaining funds will pay a portion of the Outreach Office part-time staff salary. Funding for
the Home Delivered Meals Project will be paid from a portion of General Revenue Funds
totaling $58,500 that the City of El Segundo obtained by selling unallocated Community
Development Block Grant Funds in 2006 to the County of Los Angeles Community
Development Commission. Participant contributions that average an additional $10,000
annually bring the total of funds available for the program to $40,000.
2007.09.18. P;PLANNING AND BLDG.CDBG\ IlomeDeliveredMeals \CDBG.CCMTG.HDM.09.18.07 '1 :'l �,
Agreement No.
AGREEMENT FOR PROFESSIONAL CONSULTANT SERVICES
BETWEEN
THE CITY OF EL SEGUNDO AND ST. VINCENT MEALS ON WHEELS
This AGREEMENT is entered into this first day of October 1, 2007, by and between the
CITY OF EL SEGUNDO, a general law city and municipal corporation ( "CITY ") and ST.
VINCENT MEALS ON WHEELS, a California Non - Profit Corporation ( "CONSULTANT ").
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in
Exhibit A, SCOPE OF SERVICES;
B. As additional consideration, CONSULTANT and CITY agree to abide by the
terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed TWENTY FIVE THOUSAND dollars ($25,000) for CONSULTANT'S
services. CITY may modify this amount as set forth below. Unless otherwise
specified by written amendment to this Agreement, CITY will pay this sum as
specified in the attached Exhibit "A," which is incorporated by reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "A," which
are incorporated herein.
B. CONSULTANT will, in a professional manner, furnish all of the labor, technical,
administrative, professional and other personnel, all supplies and materials,
equipment, printing, vehicles, transportation, office space and facilities, and all
tests, testing and analyses, calculation, and all other means whatsoever, except as
herein otherwise expressly specified to be furnished by CITY, necessary or proper
to perform and complete the work and provide the professional services required
of CONSULTANT by this Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at the time
of performance utilized by persons engaged in providing similar services. CITY will
continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any
deficiencies and CONSULTANT will have fifteen (15) days after such notification to cure any
shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne
by CONSULTANT.
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4. DISPUTES AND REMEDIES.
A. Claims, disputes, and other matters in question between the Parties arising out of
or relating to this Agreement or the breach thereof, must be resolved by the
following procedure:
i. CITY and CONSULTANT will exercise their best efforts to resolve
disputes through the development of a consensus. A meeting may be
requested by either party at any time for the purpose of resolving a
dispute. A determination by CITY's Planning and Building Safety
Director will be made within two (2) weeks after a meeting to resolve the
dispute;
ii. If unresolved within thirty (30) days, then CITY's city manager, or
designee, will make a final determination;
iii. Following the city manager's final determination, the Parties may submit
any unresolved matters to non - binding mediation. The parties may, but
are not required to be, represented by counsel in mediation.
iv. If the Parties do not agree to mediation, or if mediation does not resolve
the Parties' dispute, the matter may be pursued in Los Angeles County
Superior Court.
B. The Parties' rights and remedies under this Agreement are in addition to any other
rights and remedies provided by law.
5. PAYMENTS. CITY will pay CONSULTANT a fee of $3.50 per meal for the Services
listed in Exhibit A. After services have been rendered by CONSULTANT, a detailed invoice on
forms mutually acceptable to both parties must be submitted to CITY, no later than ten calendar
days after the month of previous service. CITY will then process payment to CONSULTANT.
Payment will be made to CONSULTANT in the amount of the invoice as approved by CITY.
6. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that, to the best of
CONSULTANT's knowledge and belief, CONSULTANT has
i. Carefully investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT agrees that
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108
CONSULTANT has or will investigate the site and is or will be fully acquainted
with the conditions there existing, before commencing the services hereunder.
Should CONSULTANT discover any latent or unknown conditions that may
materially affect the performance of the services, CONSULTANT will
immediately inform CITY of such fact and will not proceed except at
CONSULTANT's own risk until written instructions are received from CITY.
7. TERM. This Agreement will take effect on October 1, 2007 (the "Effective Date ") and shall
continue until September 30, 2008, unless earlier terminated pursuant to the provisions hereof.
The Agreement may be extended for two additional years at the CITY's sole discretion up to
September 30, 2010.
8. TIME FOR PERFORMANCE. CONSULTANT will not perform any work under this
Agreement until:
A. CONSULTANT furnishes proof of insurance as required under Section 21 of this
Agreement; and
B. CITY gives CONSULTANT a written Notice to Proceed.
C. Should CONSULTANT begin work on any phase in advance of receiving written
authorization to proceed, any such professional services are at CONSULTANT's
own risk.
9. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
10. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and certificates that
may be required in connection with the performance of services under this Agreement.
11. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by
CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights
CITY may have under this Agreement or of any cause of action arising from CONSULTANT's
performance. A waiver by CITY of any breach of any term, covenant, or condition contained in
this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant, or condition contained in this Agreement, whether of the same or different
character.
12. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any time
with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY's mutual
consent. Notice will be in writing at least thirty (30) days before the effective
Page 3 of 9
10 ;?
termination date.
C. Upon receiving a termination notice, CONSULTANT will immediately cease
performance under this Agreement unless otherwise provided in the termination
notice. Except as otherwise provided in the termination notice, any additional
work performed by CONSULTANT after receiving a termination notice will be
performed at CONSULTANT" own cost; CITY will not be obligated to
compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data, studies,
surveys, drawings, maps, reports and other materials prepared by CONSULTANT
will, at CITY's option, become CITY's property, and CONSULTANT will
receive just and equitable compensation for any work satisfactorily completed up
to the effective date of notice of termination, not to exceed the total costs under
Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may procure
on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this Section.
13. NOTICE OF BREACH AND OPPORTUNITY TO CURE. Neither party will be
deemed to be in breach of this Agreement based on a breach that is capable of being cured until
it has received written notice of the breach from the other party. The party charged with breach
will have fifteen (15) days from the date of receiving such notice in which to cure the breach or
otherwise respond. If the circumstances leading to the charge that the Agreement was breached
have not been cured or explained to the satisfaction of the other party within fifteen (15) days
from the date on which the party received notice of breach, the non - breaching party may
terminate this Agreement.
14. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models,
photographs and reports prepared by CONSULTANT under this Agreement are CITY's
property. CONSULTANT may retain copies of said documents and materials as desired, but
will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of
CONSULTANT's completed work product, for purposes other than identified in this Agreement,
or use of incomplete work product, is at CITY's own risk. CITY will indemnify and hold
CONSULTANT harmless for any use of the work product other than as contemplated by this
Agreement.
15. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art work,
prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or
City without CITY's prior written approval. All press releases, including graphic display
information to be published in newspapers or magazines, will be approved and distributed solely
by CITY, unless otherwise provided by written agreement between the parties.
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16. INDEMNIFICATION.
A. CONSULTANT agrees to the following:
i. Indemnification for Professional Services. CONSULTANT will save
harmless and indemnify and at CITY's request reimburse defense
costs for CITY and all its officers, employees and representatives
from and against any and all suits, actions, or claims, of any character
whatever, brought for, or on account of, any injuries or damages
sustained by any person or property resulting or arising from any
negligent or wrongful act, error or omission by CONSULTANT or
any of CONSULTANT's officers, agents, employees, or
representatives, in the performance of this Agreement.
ii. Indemnification for other Damages. CONSULTANT indemnifies and
holds CITY harmless from and against any claim, action, damages,
costs (including, without limitation, attorney's fees), injuries, or
liability, arising out of this Agreement, or its performance. Should
CITY be named in any suit, or should any claim be brought against it
by suit or otherwise, whether the same be groundless or not, arising
out of this Agreement, or its performance, CONSULTANT will
defend CITY (at CITY's request and with counsel satisfactory to
CITY) and will indemnify CITY for any judgment rendered against it
or any sums paid out in settlement or otherwise.
B. For purposes of this section "CITY" includes CITY's officers, officials,
employees, agents, and representatives.
C. It is expressly understood and agreed that the foregoing provisions will survive
termination of this Agreement.
D. The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 25, and any approval of
said insurance by CITY, are not intended to and will not in any manner limit or
qualify the liabilities and obligations otherwise assumed by CONSULTANT
pursuant to this Agreement, including, without limitation, to the provisions
concerning indemnification.
17. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's
written approval are prohibited and will be null and void.
18. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work and the
manner in which is it performed. Under the provisions of this Agreement, and as stipulated in
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OMB Circular A -133, as revised for Audits of States, Local Governments, and Non - Profit
Organizations, services provided by CONSULTANT, under the definition of a federal award
recipient, will hold the status of a vendor. CONSULTANT will be free to contract for similar
service to be performed for other employers while under contract with CITY. CONSULTANT
is not an agent or employee of CITY and is not entitled to participate in any pension plan,
insurance, bonus or similar benefits CITY provides for its employees. Any provision in this
Agreement that may appear to give CITY the right to direct CONSULTANT as to the details of
doing the work or to exercise a measure of control over the work means that CONSULTANT
will follow the direction of the CITY as to end results of the work only.
19. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free access at
all reasonable times to such records, and the right to examine and audit the same and to make
transcript therefrom, and to inspect all program data, documents, proceedings and activities.
CONSULTANT will retain such financial and program service records for at least four (4) years
after termination or final payment under this Agreement.
20. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONSULTANT will procure and maintain the following types of
insurance with coverage limits complying, at a minimum, with the limits set forth below:
Type of Insurance
Commercial general liability
Professional Liability
Business automobile liability
Workers compensation
Limits (combined single)
$1,000,000
$0
$1,000,000
$1,000,000
B. Commercial general liability insurance will meet or exceed the requirements of ISO -
CGL Forms. The amount of insurance set forth above will be a combined single limit per
occurrence for bodily injury, personal injury, and property damage for the policy
coverage. Liability policies will be endorsed to name CITY, its officials, and employees
as "additional insureds" under said insurance coverage and to state that such insurance
will be deemed "primary" such that any other insurance that may be carried by CITY will
be excess thereto. Such insurance will be on an "occurrence," not a "claims made," basis
and will not be cancelable or subject to reduction except upon thirty (30) days prior
written notice to CITY.
C. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 01
06 92, including symbol 1 (Any Auto).
D. Professional liability coverage will be on an "occurrence basis" if such coverage is
Page 6 of 9 ,t ,
1
available, or on a "claims made" basis if not available. When coverage is provided on a
"claims made basis," CONSULTANT will continue to maintain the insurance in effect
for a period of three (3) years after this Agreement expires or is terminated ( "extended
insurance "). Such extended insurance will have the same coverage and limits as the
policy that was in effect during the term of this Agreement, and will cover
CONSULTANT for all claims made by CITY arising out of any errors or omissions of
CONSULTANT, or its officers, employees or agents during the time this Agreement was
in effect.
E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement and such other
evidence of insurance or copies of policies as may be reasonably required by CITY from
time to time. Insurance must be placed with insurers with a current A.M. Best Company
Rating equivalent to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance
required by this Agreement, CITY may obtain such coverage at CONSULTANT's
expense and deduct the cost of such insurance from payments due to CONSULTANT
under this Agreement or terminate pursuant to Section 12.
21. USE OF CONSULTANT. CONSULTANT must obtain CITY's prior written approval to
use any consultants while performing any portion of this Agreement. Such approval must
approve of the proposed consultant and the terms of compensation.
22. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative description of
progress during the past month for each major task, a description of the work remaining and a
description of the work to be done before the next schedule update.
24. NOTICES. All communications to either party by the other party will be deemed made
when received by such party at its respective name and address as follows:
CITY
Gary Chicots, Director
Planning and Building Safety
City of El Segundo
350 Main Street
El Segundo, CA 90245
Phone: (310) 524 -2300
CONSULTANT
Sister Alice Marie
St. Vincent Meals on Wheels
2131 West Third Street
Los Angeles, CA 90057
Phone: (213) 484 -7778
Any such written communications by mail will be conclusively deemed to have been received by
the addressee upon deposit thereof in the United States Mail, postage prepaid and properly
addressed as noted above. In all other instances, notices will be deemed given at the time of
actual delivery. Changes may be made in the names or addresses of persons to who notices are
to be given by giving notice in the manner prescribed in this paragraph.
Page 7 of 9
JL
25. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
26. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT's bona fide employee, to solicit or
secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed
to pay any company or person, other than CONSULTANT's bona fide employee, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
27. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this
agreement will be in Los Angeles County.
28. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets for the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There is one ( 1 ) Attachment to this Agreement.
This Agreement will bind and inure to the benefit of the parties to this Agreement and any
subsequent successors and assigns.
29. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review
this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a
whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against
either Party.
30. SEVERABILITY. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the
extent necessary in the opinion of the court to render such portion enforceable and, as so
modified, such portion and the balance of this Agreement will continue in full force and effect.
31. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written amendment.
CITY's city manager, or designee, may execute any such amendment on behalf of CITY.
32. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this
Agreement, agreements ancillary to this Agreement, and related documents to be entered into in
connection with this Agreement will be considered signed when the signature of a party is
delivered by facsimile transmission. Such facsimile signature will be treated in all respects as
having the same effect as an original signature.
33. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
Page 8 of 9
34. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity
to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its
financial resources, surety and insurance experience, service experience, completion ability,
personnel, current workload, experience in dealing with private consultants, and experience in
dealing with public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a demonstrated capacity to deal fairly and effectively with and to
satisfy a public agency.
IN WITNESS WHEREOF the parties hereto have executed this contract the day and year
first hereinabove written.
CITY OF EL SEGUNDO,
a municipal corporation.
Jeff Stewart,
City Manager
ATTEST:
Cindy Mortesen,
City Clerk
APPROVED AS TO FORM:
MARK D. HENSLEY, CITY ATTORNEY
Karl H. Berger,
Assistant City Attorney
ST. VINCENT MEALS ON WHEELS
Sister Alice Marie
Taxpayer ID No.
P:\ Planning &BuildingSafety \CDBG \CON'rRAC'R2007.09.18 CDBG. psa. HomeDclivered Meals. St. Vicent's.2007- 2008.doc
Page 9 of 9
i� IL )
Exhibit A
Scope of Services
Home Delivered Meals
DESCRIPTION OF WORK
CONSULTANT will:
1. Provide nutritionally balanced, hot meals which are based on the dietary needs of persons
55 years and older. Meals are to be conveniently packaged, prepared and delivered to the
City of El Segundo Outreach Office, Monday through Friday, between 11:00 a.m. to
11:45 a.m. Menus approved by a Registered Dietician, are to be based on a minimum
seven week cycle and contain at least one -third the Recommended Daily Allowance
(RDA) for individuals 55 years and older. The meals shall be provided during each non -
holiday weekday throughout the year. Holidays, as relevant to this Agreement include,
January 1, Presidents Day, Memorial Day, July 4, Labor Day, Thanksgiving Day and
Christmas Day.
2. For clients identified by the City, and upon request, Consultant will provide frozen
weekend meals containing at least one -third of the RDA, on Friday for consumption on
the weekend. If Friday is a holiday, the meals will be provided on the day prior to the
holiday.
Provide reduced calorie and reduced sodium (1,500 calorie and 2 grams sodium)
therapeutic diets for clients identified by City staff.
4. Provide to City staff, upon request, technical assistance from Consultant's Registered
Dietician.
5. Provide City sufficient copies of a printed monthly menu for distribution to El Segundo
Home Delivered Meals program participants (hereinafter referred to as "participants ").
6. Transport and maintain food carriers in a sanitary fashion.
7. Submit monthly, an invoice for the number of meals provided to the City of El Segundo
in an amount determined by this Agreement. Invoices should arrive no later than ten (10)
calendar days after the end of the previous month of service and be addressed to:
Director,
Planning and Building Safety
City of El Segundo
350 Main Street
El Segundo, CA 90245
Submit to CITY a statement of self - insurance evidencing liability coverage.
CITY will:
1. Provide volunteers or staff to deliver meals to program participants' homes.
2. Perform an individualized participant intake and eligibility evaluation to
determine current and continued need for each participant's level of service.
3. Provide to program participants, if needed, referrals to appropriate agencies for
alternative /additional public services.
4. Provide CONSULTANT with the necessary meal transporters and hot/cold packs.
5. Provide space and telephone for Home Delivered Meals Program.
6. Reimburse CONSULTANT at the rate of $3.50 per meal prepared and packaged
for Monday through Friday delivery to El Segundo Recreation and Parks
Outreach Office, effective Octoberl, 2007 through September 30, 2008, with an
option to renew said Scope of Services for up to two additional years through
June 30, 2010, as incorporated herein and by reference to Agreement.
7. Prepare for CONSULTANT the following:
• List of Clients eligible to be served
• Clients' special dietary needs, if applicable
• Meal delivery schedules and transportation route to Recreation and Parks
Outreach Office
• Weekly list identifying number of meals required by each client.
.�Y7
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6/6/2007 5:44 PM PAGE 2/002 Eastern Time Zone
RODUCER
THIS CERTIFICATE IS ISSUED AS AMATTER OF INFORMATION ONLY AND CONFERS
Marsh USA Inc.
NO RIGHTS UPON THE CERTIFICATE HOLDER OTHER THAN THOSE PROVIDED N THE
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Marsh USA Inc.
NO RIGHTS UPON THE CERTIFICATE HOLDER OTHER THAN THOSE PROVIDED N THE
701 Market Street, Suite 1100
POLICY. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE
St. LOUIS, MO 63101
AFFORDED IN THE POLICIES DESCRIBED HEREIN.
Attn: StlouisCertRequest@marsh.com
COMPANIES AFFORDING COVERAGE
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THE INSURER AFFORDING COVERAGE NMLL EONVAOM MIL 1A GAYS YMIITTTN NOTICE TO THE
City of EI Segundo
Office of the City Clerk
CERTIFICATE HOLDER NAMED HEREIN
Attn Tina Gall
350 Main Street
El Segundo, CA 902453813
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P.02
EL SEGUNDO CITY COUNCIL
AGENDA ITEM STATEMENT
AGENDA DESCRIPTION:
MEETING DATE: September 18, 2007
AGENDA HEADING: Consent Agenda
Consideration and possible action regarding approval of the first Amendment to the
Professional Services Agreement, Number 3603, to implement the Community
Development Block Grant (CDBG) Juvenile Diversion Project between the City of El
Segundo and the City of Redondo Beach (which operates the South Bay Youth Project) for
an amount not to exceed $13,500. Contract period: October 1, 2007 through September
30, 2008 with an option to amend to extend through September 30, 2009 (Fiscal Impact:
$13,500).
RECOMMENDED COUNCIL ACTION:
1. Approve Amendment Number 1 to the Professional Services Agreement with the City of
Redondo Beach;
2. Authorize the City Manager to execute said Amendment Number 1 to Professional
Services Agreement in a form approved by the City Attorney; and /or,
3. Alternatively discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
On June 7, 2006, the El Segundo City Council approved a Professional Services
Agreement (Number 3603) between City of El Segundo and the City of Redondo Beach
(South Bay Youth Project is sponsored by the City of Redondo Beach, a chartered
municipal corporation), to implement the City's federal Community Development Block
Grant (CDBG) Program, Juvenile Diversion Project. Pursuant to the terms of the
Agreement, it may be extended for a period of up to two additional years, through
September 30, 2009. The amendment will also serve to amend the South Bay Youth
Project's annual compensation to $13,500 in FY 2007 -2008. Approximately 40 at -risk El
Segundo youth will receive approximately 300 professional counseling service hours.
ATTACHED SUPPORTING DOCUMENTS:
Amendment Number 1 to Professional Services Agreement Number 3603
FISCAL IMPACT: $13,500
Operating Budget:
$13,500
Amount Requested:
NIA
Account Number:
CDBG 111 - 2778 -6214
Project Phase:
None
Appropriation Required:
Yes X No
ORIGINATED:
Gary Chicots, 0i ctor of P ning and Building Safe
REVIEWED BYE'/.t
Jeff Stew0rY @ffv Manager
1911 1__1__/6F
DATE: V-2-ki
22
PAPlanning & Building Safety \CDBG\2007.09.18 cdbg.ccmtgJuvenile diversion.amend lcontract no. 3603. 2007 -2008 rev.l.doc 110
FIRST AMENDMENT TO
AGREEMENT NO. 3603 BETWEEN
THE CITY OF EL SEGUNDO AND
THE CITY OF REDONDO BEACH
THIS FIRST AMENDMENT ( "Amendment ") is made and entered into this FIRST day of October
2007, by and between the CITY OF EL SEGUNDO, a general law city and municipal corporation
existing under the laws of California ( "CITY "), and the CITY OF REDONDO BEACH, a charter city
and municipal corporation ( "CONSULTANT ").
Pursuant to Agreement No. 3603 ( "Agreement "), the following Sections are amended
to read as follows:
"2. Consideration.
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed $13,500 for CONSULTANT'S services."
"3. Scope of Services
B. Pursuant to Section 3A, effective October 1, 2007, and following annual performance
review, CITY exercises the option to continue the term of the Agreement for one (1)
additional year through September 30, 2008."
2. Except as modified by this Amendment, all other terms and conditions of Agreement
No. 3603 remain the same.
CITY OF EL SEGUNDO,
a general law city.
Jeff Stewart,
City Manager
ATTEST:
Cindy Mortensen,
City Clerk
APPROVED AS TO FORM:
Karl H. Berger,
Assistant City Attorney
CITY OF REDONDO BEACH,
a charter city and municipal corporation.
Mayor
GVIWWty
City Clerk
APPROVED AS TO FORM:
PAPlanning & Building Safety \CDBG\Juvenile Diversion\2007.09.18 Amendment 1 to South Bay Youth. Redondo Beach PSA 3603.CDBG
Project Juvenile Diversion 2007- 2008.rev. Ldoc ..
EL SEGUNDO CITY COUNCIL
AGENDA ITEM STATEMENT
AGENDA DESCRI
MEETING DATE: September 18, 2007
AGENDA HEADING: Consent Agenda
Consideration and possible action regarding approval of Amendment Number 2 to the
Professional Services Agreement, Number 3630, to implement the Community
Development Block Grant (CDBG) Minor Home Repair Project between the City of El
Segundo and LDM Associates, Inc., for an amount not to exceed $7,000 for the current
fiscal year. Contract period: October 1, 2007 through September 30, 2008 with an option
to amend to extend through September 30, 2009 (Fiscal Impact: FY 2006 -2007 $9,000; FY
2007 -2008 $7,000; Total $16,000).
RECOMMENDED COUNCIL ACTION:
1. Approve Amendment Number 2 to the Professional Services Agreement (Number 3630)
with LDM Associates, Inc.;
2. Authorize the City Manager to execute said Amendment Number 2 to Professional
Services Agreement Number 3630; and /or,
3. Alternatively discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
On July 1, 2006, the City entered into an a Professional Services Agreement (Number
3630) between City of El Segundo and LDM Associates, Inc., for an amount not to exceed
$7,000, to implement the City's federal Community Development Block Grant (CDBG)
Minor Home Repair Project. Agreement Number 3630 was subsequently amended on
March 15, 2007, to increase the total compensation amount to $9,000 through September
30, 2007.
ATTACHED SUPPORTING DOCUMENTS:
Amendment Number 2 to Professional Services Agreement Number 3630
FISCAL IMPACT: $7,000
Operating Budget: $7,000
Amount Requested: N/A
Account Number: CDBG 111 - 400 - 2748 -6214
Project Phase: None
Appropriation Required: Yes X No
ORIGINATE DATE:
Gary- /hic(ts,it for of Planning and Building Safety
DATE: vole
City Manager
23
P1Planning & Building Safety \CDBG\2007.09.18 cdbg.ccmtg.admin. LWamend 2contract no. 3630.2007- 2008.doc 1 2 1
STAFF REPORT: September 18, 2007 Page 2
BACKGROUND AND DISCUSSION (continued)
Pursuant to the terms of the Agreement, it may be extended for a period of up to two
additional years, through September 30, 2009. Amendment Number 2 will serve to extend
the option for one additional year through September 30, 2008, and amend LDM
Associates, Inc.'s annual compensation to $7,000 for a total combined contractual amount
of $16,000.
PAPlanning & Building Safety\CDBG12007.09.18 odbg.ccmtg.admin. LDM.amend 2contract no. 3630.2007- 2008.doc 1 22
SECOND AMENDMENT TO
AGREEMENT NO. 3630 BETWEEN
THE CITY OF EL SEGUNDO AND
LDM ASSOCIATES, INC.
THIS SECOND AMENDMENT ( "Amendment ") is made and entered into this _ day of
September 2007, by and between the CITY OF EL SEGUNDO, a general law city and municipal
corporation existing under the laws of California (`CITY "), and LDM ASSOCIATES, INC.,
( "CONSULTANT ").
Pursuant to Agreement No. 3630 ( "Agreement "), the following Sections are amended to read as
follows:
2. Consideration.
C. As additional consideration, CITY agrees to pay CONSULTANT at the rate of
$80.00 /hour for the services of the Senior Associate. The total compensation paid
by the CITY to CONSULTANT for services rendered from CDBG funds when, if
and to the extent received from HUD, shall not exceed 20% of the total annual
budget of the Minor Home Repair Project, or approximately $7,000 annually.
CITY may modify this amount as set forth below.
3. Scope of Services
B. Pursuant to the Section 3A, effective October 1, 2007, and following annual
review, the City exercises the option to continue the term of the Agreement for
one (1) additional year through September 30, 2008.
Except as modified by this Amendment, all other terms and conditions of Agreement No. 3630
remain the same.
CITY OF EL SEGUNDO,
a general law city.
Jeff Stewart,
City Manager
ATTEST:
Cindy Mortensen,
City Clerk
APPROVED AS TO FORM:
Karl H. Berger,
Assistant City Attorney
LDM ASSOCIATES, INC.
David Meyer, President
123
P: \Planning & Building Safety \CDBG \PSAGR\2007.09.05 Amendment 2 to LDM Associates PSA #3630. CDBG Project
Minor f lome Repair.doc
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding the approval of a budget appropriation and a
Third Amendment to a Professional Services Agreement between JAS Pacific, Inc. and the
City of El Segundo for building inspection services in conjunction with the Residential
Sound Insulation (RSI) Program through September 30, 2008. (Fiscal Impact: $114,400)
RECOMMENDED COUNCIL ACTION:
1) Approve a budget appropriation of $114,400 for building inspection services;
2) Authorize the City Manager to execute a Third Amendment to the Professional Services
Agreement with JAS Pacific, Inc., in a form approved by the City Attorney, to increase
the amount in the agreement and purchase order by $114,400 and to extend the
contract term through September 30, 2008 (Fiscal Year 2007 -2008) for building
inspection services; and /or
3) Alternatively, discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
The Residential Sound Insulation (RSI) Program has used the Building Safety Division staff
to provide building inspection services. The RSI Program has increased rehabilitation of
qualified homes to 300 structures this year. In addition, it is anticipated that in the
foreseeable future, LAWA and FAA will continue to provide funding at current levels. In
2006, the City of El Segundo had contractually obligated over $12 million in bids from
qualified contractors.
Staffing for the Building Safety Division consists of two (2) building inspectors with one (1)
(Continued on next page...)
ATTACHED SUPPORTING DOCUMENTS:
1. Third Amendment to Professional Services Agreement No. 3688 with JAS Pacific, Inc.
FISCAL IMPACT: $114,400
Operating Budget: General Fund Unallocated Reserves
Amount Requested: $114,400
Account Number: 001 -400- 2403 -6214
Appropriation Required: X Yes _No $114,400
D�
Ga hicots, Dire r, Planning and Building Safety De pa
REVIEWED B1// DATE:
Jeff Stewart, Citv Man
24
�2A
EL SEGUNDO CITY COUNCIL STAFF REPORT Page 2
BACKGROUND & DISCUSSION (cont)
supervising building inspector totaling three (3) employees. All building inspector positions
are currently funded by the General Fund with approximately 15% of one (1) position
devoted to RSI.
The Building Safety Division conducted over 6,600 inspections in 2006. With the addition
of up to 300 RSI projects added to the workload, the number of inspections will potentially
increase to 9,600 a year. Therefore, based on 224 work -days per year and utilizing the
existing building personnel, this would require the completion of an average of 43
inspections per day. In order to meet the expected future building inspection workload, it
will be necessary to provide additional building inspection services to keep up with the
anticipated inspection request.
The Planning and Building Safety Department has been contracting with JAS Pacific, Inc.
since the beginning of 2007 for building inspection services for the RSI Program and is
requesting to continue contracting with JAS Pacific, Inc. to provide one (1) additional
contract building inspector to provide inspection services. Funding for the contract
inspector will be provided for by the RSI Program with the proceeds from building permit
revenues. The RSI Program generates approximately $150,000 in revenue through the
issuance of various building permits. JAS Pacific, Inc. charges $55.00 per hour totaling
$114,400 a year for a general building inspector. This position will be a full -time contract
position devoted to the RSI Program with emphasis on working closely with both Building
Safety Division and RSI staff to insure that the rehabilitation of buildings and structures in
the city are done in conformance FAA grant guidelines, LAWA settlement agreements, and
City of El Segundo building code requirements.
Recommendation
The Planning and Building Safety Department requests that the Council 1) approve a
budget appropriation of $114,400 for building inspection services; 2) approve a Third
Amendment to the professional services agreement with JAS Pacific, Inc., in a form
approved by the City Attorney, to increase the amount in the existing agreement by an
additional $114,400 for Fiscal Year 2007 -2008; and 3) authorize the City Manager to
execute the amendment to the Professional Services Agreement with JAS Pacific, Inc. for
building inspection services.
P:\Planning & Building Safety \Consulting Building Services\JAS PACIFIC INC. \\2007.09.18.JAS Pacific Inc Agmt First Amendment. CC Rpt.doc
1 �..J
THIRD AMENDMENT TO
AGREEMENT NO 3688 BETWEEN
THE CITY OF EL SEGUNDO AND
JASON ADDISON SMITH CONSULTING SERVICES
dba
JAS PACIFIC, INC.
THIS THIRD AMENDMENT ( "Amendment ") is made and entered into this day of
September 2007, by and between the CITY OF EL SEGUNDO, a general law city and
municipal corporation existing under the laws of California ( "CITY "), and JAS Pacific, INC.,
a California Corporation ( "CONSULTANT ").
1. This Amendment extends the term of Agreement No. 3688 ( "Agreement ") to
September 30, 2008 and Section 8 of the Agreement is amended to read as
follows:
"8. TERM. The term of this Agreement will be from December 21, 2006, to
September 30, 2008. Unless otherwise determined by written amendment
between the parties, this Agreement will terminate in the following instances:
A. Comple tion of the work specified in Exhibit "A ";
B. Termination as stated in Section 16."
2. Section 1(C) of the Agreement is amended to read as follows:
"As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed TWO HUNDRED SEVENTY EIGHT THOUSAND dollars ($278,000) for
CONSULTANT's services. CITY may modify this amount as set forth below.
Unless otherwise specified by written amendment to this Agreement, CITY will
pay this sum as specified in the attached Exhibit "B," which is incorporated by
reference."
3. 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.
4. Except as modified by this Amendment, all other terms and conditions of
Agreement No. 3688 remain the same.
[SIGNATURES ON NEXT PAGE]
12
IN WITNESS WHEREOF the parties hereto have executed this contract the day
and year first hereinabove written.
CITY OF EL SEGUNDO
JAS PACIFIC, INC.
Jeff Stewart, J. Addison Smith,
City Manager President
ATTEST:
Taxpayer ID No.
Cindy Mortesen,
City Clerk
APPROVED AS TO FORM:
MARK D. HENSLEY, City Attorney
Karl H. Berger, Assistant City Attorney
y �w
Y
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding approval of ongoing service agreements and
amendments and issuance of blanket purchase orders for FY 2007 -08 in excess of $10,000
for the Administrative Services Department. Fiscal Impact: (Fiscal Year 2007 -2008 $130,000)
RECOMMENDED COUNCIL ACTION:
1) Authorize the City Manager to execute a standard Professional Services
Agreement, as approved by the City Attorney with US Healthworks Medical Group,
Prof. Corp. for pre - employment physical examinations and related medical testing
and protocols and issuance of a blanket purchase order (not to exceed $15,000)
and occupational injury and illness treatment (not to exceed $30,000), with a
combined total not to exceed $45,000;
2) Authorize the City Manager to execute a standard Professional Services
Agreement, as approved to form by the City Attorney with Westchester Medical
Group/ Center for Heart and Health for employee fitness for duty examinations (not
to exceed $60,000) and executive physical examinations (not to exceed $10,000),
with a combined total not to exceed $70,000;
3) Authorize the City Manager to amend /extend contract #3416, for ongoing service
agreements, as approved by the City Attorney with Maureen Sassoon for providing
Occupational and Environmental Health and Safety Consulting Services and
issuance of a blanket purchase order, not to exceed $15,000;
4) Alternatively, discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
continued on next page)
ATTACHED SUPPORTING DOCUMENTS:
None
FISCAL IMPACT: $130,000
Operating Budget: $130,000
Amount Requested: $130,000
Account Number: 001 -400- 2506 -6214
001 -400- 2331 -6214
Project Phase: NA
Appropriation Required: Yes X NO
ORIGINATED BY: DATE: September 7, 2007
Robert Hyland, Interim Dir of Human Resources
REVIEWED
Jeff S)6Art, City Manager
DATE:
�Y?
25
j ��s
BACKGROUND & DISCUSSION:
1) US Healthworks
US Healthworks is a national provider of occupational medical healthcare, is the largest
provider of workers' compensation /occupational medical services in the state of
California, has over thirty facilities in Southern California and its' El Segundo Facility is
located at 390 N. Sepulveda Blvd., Suite 1000. As a result, US Healthworks provides an
extremely cost effective method of delivery of pre - employment and occupational medical
services, with a lower average case cost than other occupational medical providers.
Other advantages of utilizing US Healthworks include:
➢ Initial injury treatment and regulated drug testing services are available 24 hours a day,
7 days a week.
➢ Provides cost effective appointments for pre - employment physicals, drug screens and
follow -up injury treatments.
➢ Its' location in El Segundo provides direct, easy access for our employees and its
numerous Southern California facilities allows additional treatment options for our
geographically dispersed employees.
➢ The El Segundo facility has both an on -site multi - specialty department (including
orthopedics and neurology) and a Physical Therapy Department open Monday through
Friday, 8:00 a.m. — 5:00 p.m.
➢ Parking is convenient and plentiful.
➢ If needed, US Healthworks provides free door to door transportation for employee's first
injuries, at no charge.
This will be the City's second year with US Healthworks. In addition to successfully
implementing the City's new pre - employment medical examination protocols, US
Healthworks provided a variety of medical protocols and services for El Segundo Police
Department arrestees and coordinated the establishment of a Hepatitis A and B
vaccination program for our aquatics staff.
Total cost for the year is not to exceed $45,000 ($15,000 for pre - employment medical
services and protocols for the El Segundo Police Department and $30,000 for
occupational injury and illness services.)
2) Westchester Medical Group/ Center for Heart and Health
The City has a longstanding relationship with Westchester Medical Group /Center for
Heart and Health to provide annual safety employee fitness for duty and executive
physical examinations. This long standing physical examination program continues to
meet or exceed staffs expectations. Westchester Medical Group /Center for Heart and
Health is also distinguished by their extensive involvement with public sector clients and
its' June 2006 relocation from Los Angeles to El Segundo, and together with the
significant expansion of it's medical facility, has increased its accessibility and level of
service to our employees. Westchester Medical Group /Center for Heart and Health also
expanded its services this year by incorporating a respirator certification component to
the fitness for duty examinations.
The annual employee fitness for duty examinations are not to exceed $60,000 and
executive physical examinations are not to exceed $10,000, with a combined total not to
exceed $70,000.
129
3) Dr. Maureen Sassoon for providing Occupational and Environmental Health and Safety
Consulting Services.
The City has a longstanding relationship with Dr. Maureen Sassoon to provide a wide
variety of Occupational and Environmental Health and Safety Consulting services. Dr.
Sassoon 1) serves as the consultant to the City -wide Cal -OSHA mandated Safety
Committee, 2) provides a wide variety of customized and OSHA required training, 3)
coordinates the annual inspection of City owned facilities, 4) conducts employee work
station and work site ergonomic evaluations, 5) conducts investigations related to noise,
air quality, asbestos, mold, lead based paint and other environmental factors, and 6)
represents the City in any issues involving regulatory agencies such as Cal -OSHA.
The total cost of Occupational and Environmental Health and Safety professional
services for Fiscal Year 2007 -2008 will not exceed $15,000.
l ��
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding a proposed Amendment No. 2 to the contract with
Jenkins & Hogin, LLP for City Attorney services. (potential fiscal impact approximately
$13,000)
RECOMMENDED COUNCIL ACTION:
1) Approve Amendment No. 2 to the contract with Jenkins & Hogin, LLP increasing the
hourly rates and retainer amount for City Attorney Services;
2) Alternatively, discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
On July 20, 2004 the City Council approved a contract with Jenkins & Hogin for purposes
of providing the City with City Attorney services. Pursuant to the current agreement the
billing rates are: Assistant City Attorney $150 per hour; City Attorney $155 per hour;
associates $160 per hour; and, partners $185 per hour. Additionally, the agreement
provides for a retainer rate of $6,000 that includes 35 hours of work per month and
attendance at up to four Council Meetings per month. For the past several years of the
agreement, approximately 43 hours per month have been billed to for retainer services that
has resulted in the City paying approximately $139 per hour for retainer services.
Jenkins & Hogin is requested that effective October 1, 2007 the hourly rates all be
increased by $5.00 per hour and that the retainer amount be increased to $6,250 which will
result in the City paying an estimated $145 per hour for retainer services. The hourly rate
increases are less than the increase in the consumer price index for the prior year.
(Continued)
ATTACHED SUPPORTING DOCUMENTS:
Draft Amendment No.2 to Jenkins & Hogin Contract
15 Year Summary of City Attorney Budget
FISCAL IMPACT; Approximately $13,000
F
Attorney
Jeff Steikart, Citv Ma
DATE: September 11, 2007
% /z /-1
26
131
It is always difficult to forecast legal expenses given the uncertainty of potential lawsuits that
may be filed against the City and the various issues that may arise in the governmental setting.
However, utilizing the past 36 months of legal billings, it is projected that the proposed
amendment would result in an approximate increase of $13,000 in billings to the City. It is
anticipated that the $13,000 can be absorbed within the proposed 2007/08 City Attorney's
budget (the City Attorney's Office has operated below budgeted levels for the past several
years).
Attached for Council review is a 15 year history of the City Attorney's projected and actual
budget.
132
AMENDMENT NO.1 TO AGREEMENT FOR CITY ATTORNEY SERVICES
THIS AMENDMENT NO. 2 is being made and entered into this 18th day of
August 2007, by and between the City of El Segundo, a General Law City ( "City ") and
the law firm of Jenkins & Hogin, LLP ( "JH ") with respect that AGREEMENT FOR
CITY ATTORNEY SERVICES dated September 1, 2004 ( "Agreement ").
The City and JH do hereby agree that effective October 1, 2007 the Agreement
shall be amended as follows:
Section 4.A. "Basic Retainer" shall be amended in its entirety as follows:
"JH shall be compensated for the performance of basic retainer services pursuant
to this Agreement in the amount of Six Thousand two hundred dollars ($6,200.00) per
calendar month. Basic retainer services for the purposes of this Agreement shall be
deemed to be: Attendance at up to Four (4) City Council meetings per month, of
whatever length, and office hours of Eight (8) hours per week in the City Hall.
Section 4.13.1. "Performance of Services Designated City Attorney and
Assistant City Attorney" shall be amended it its entirety as follows:
"For all time spend by the designated City Attorney and Assistant City Attorney
in excess of the basic retainer rate per calendar month, JH shall be compensated on an
hourly basis of One Hundred Fifty Five Dollars ($155.00) per hour for all time so spent
by the Assistant City Attorney, and One Hundred Sixty Dollars ($160.00) per hour for all
time so spent by the City Attorney. The hourly rates designated City Attorney and
Assistant City Attorney, exclusive of basic retainer services, shall be increased or
decreased subject to City Council Approval."
Section 4.13.2. "Legal Services Provided by Attorneys Other Than Designated
City Attorney and Assistant City Attorney" shall be amended it its entirety as follows:
"JH shall be compensated for the performance of legal services by attorneys other
than the designated City Attorney and Assistant City Attorney at the hourly rate of One
Sixty Five Dollars ($165.00) per hour for associates and One Hundred Ninety Dollars
($190.00) for partners, except for bond and financial work."
All other terms and conditions of the Agreement shall remain in full force and
effect.
1,�.;
IN WITNESS WHEREOF, the parties hereto have caused this Amendment No.
2 to Agreement City Attorney Services to be executed by their representatives as follows:
Attest:
Cindy Mortesen, City Clerk
CITY OF EL SEGUNDO, a General Law City
Kelly Mc Dowell, Mayor
Jenkins & Hogin,LLP
1.3 4
CITY OF EL SEGUNDO
CITY ATTORNEY ANNUAL EXPENDITURE BUDGET
(AS A PERCENTAGE OF TOTAL GENERAL FUND)*
*Data taken from published budgets.
* *This represents the12 -month portion (July -June) in a period when the fiscal year changed to October - September.
* ** Actual throughAugust 31, 2007
13 7
% of General
Fund
Fiscal Year
Budget
Actual
General Fund
Budget
Actual
1992 -93
796,317
1,174,453
29,461,054
2.70%
3.99%
1993 -94
707,394
822,677
28,465,330
2.49%
2.89%
1994 -95
664,622
496,641
27,286,738
2.44%
1.82%
1995 -96
510,382
747,001
28,034,282
1.82%
2.66%
1996 -97
590,044
469,687
28,942,736
2.04%
1.62%
1997 -98
491,650
499,831
31,925,287
1.54%
1.57%
1998 -99 **
491,850
476,058
33,681,630
1.46%
1.41%
1999 -00
501,950
572,250
37,418,050
1.34%
1.53%
2000 -01
524,450
483,837
38,574,550
1.36%
1.25%
2001 -02
524,450
610,320
42,584,050
1.23%
1.43%
2002 -03
604,200
702,391
45,929,700
1.32%
1.53%
2003 -04
529,200
443,292
44,063,250
1.20%
1.01%
2004 -05
494,200
436,313
43,503,550
1.14%
1.00%
2005 -06
524,200
405,449
48,657,900
1.08%
0.83%
2006 -07
524,200
273,214
* ** 52,956,800
0.99%
0.52%
*Data taken from published budgets.
* *This represents the12 -month portion (July -June) in a period when the fiscal year changed to October - September.
* ** Actual throughAugust 31, 2007
13 7
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding an extension to the City's current agreement with
the MWW Group for services related to the City's efforts regarding Los Angeles International
Airport (Fiscal Impact: $96,000)
RECOMMENDED COUNCIL ACTION:
1) Authorize the Mayor to execute the attached consultant agreement with the MWW Group;
2) Alternatively, discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
The City's current agreement with the MWW Group expires on October 1, 2007. During the
past year, the MWW Group has served as an integral participant regarding the implementation
of the settlement agreement with Los Angeles World Airports (LAWA). During the past year,
MWW Group has played an integral role in working with elected and appointed officials of the
City of Los Angeles and advocating the City's position with regard to the appropriate
development of the north airfield complex. It is clear that additional work with LAWA, BOAC
and the City of Los Angeles will be necessary to ensure the development of a balanced airfield
that does not rely too heavily on the capacity of the southern runways. A partial list of the
specific duties anticipated by the MWW Group during the coming year includes work on the
Specific Plan Amendment Study and continuing to push the City of Los Angeles to make good
on its commitments to "regionalize" air service at its Ontario and Palmdale Airport facilities.
(Please see attached page marked "Background and Discussion ")
ATTACHED SUPPORTING DOCUMENTS:
1) Agreement between the City and the MWW Group; 2) Letter outlining proposed services by
the MWW Group
FISCAL IMPACT: Not to exceed $96,000
Amount Requested: $96,000
Account Number: 01- 400 -2901 -6406
Project Phase: N/A
Appropriation Required: _Yes X No
rt, City Man
27
136
Background and Discussion (con't):
Staff is recommending an extension of the current agreement with the MWW Group to
continue working toward those ends and to continue attendance at the various community
outreach meetings scheduled by LAWA and BOAC. The MWW Group possesses first -hand
knowledge of the style and substance of the negotiations leading to the settlement and has
worked effectively with LAWA and the City of Los Angeles.
The attached agreement with the MWW Group is meant to provide services until such time as
LAX issues subject to the settlement with LAWA have been adequately addressed. The
recommended agreement with the MWW Group would terminate at the end of FY 2007 -2008.
However, it does include a 30 -day cancellation provision should work conclude before
September 30, 2008.
137
(�f/I
MEMORANDUM
September 11, 2007
To: Jeff Stewart
City Manager
Fm: David A. Herbst
Senior Vice President &
General Manager /Los Angeles
RE: Continued Public Affairs Work on LAX Issues
Within the next few months, the Specific Plan Amendment Study, dictated under the
Settlement Agreement with the City of Los Angeles, will require Los Angeles World Airports
to begin the public environmental review process on their proposed solutions to meeting
ground transportation /traffic, air quality and north airfield configuration and safety challenges.
El Segundo needs to continue to remain actively engaged in this process to ensure that its
interests are advocated for and protected. These remaining challenges are significant and
any new concepts that are introduced will need to be properly mitigated to El Segundo's
benefit.
Additionally, as airport improvements are implemented, it is important to keep the channels of
communication open with LAWA as to any possible impacts on El Segundo and its residents.
I will continue to be a leading part of this dialogue between El Segundo and LAWA on
resolving LAX operational issues.
We will continue to serve as El Segundo's representative to LAWA and City of Los Angeles
officials on all matters concerning LAX and its future. We will also continue to attend all
meetings of the Settlement Advisory Committee as well as the myriad of other meetings that
are held concerning LAX issues.
We also realize the importance of continuing to push the City of Los Angeles to "make good"
on its commitments to regionalize air service at its Ontario and Palmdale Airports as well as
to push other municipalities to do their part in meeting regional aviation demand as well. We
will continue to be an advocate for El Segundo in this regard.
Please let me know if you have any questions. Thank you.
660 SOUTH FGUEROA S"RET I SU:TE 1400 1 LOS ANGELES, CA 90017 1 TEL 213.486.6560 I FAx 213.486.6501
CHICAGO DALLAS EAST RUTHEWFORD IRVINE LONDON LOSANGELES NEW YORK SAN FRANCSCO SEATTLE TRENTON WASH.',GTON, D.C.
www.mww.com
�.�8
AGREEMENT
FOR PROFESSIONAL SERVICES
THIS AGREEMENT, made and entered into this 1 st day of October 2007,
between the CITY OF EL SEGUNDO, a municipal corporation, hereinafter
referred to as "City" and The MWW Group hereinafter referred to as "Consultant ".
This Agreement shall be in full force and effect through September 30, 2008,
unless extended by mutual agreement of City and Consultant. In consideration
of the mutual covenants and conditions set forth herein, the parties agree as
follows:
1. SCOPE OF SERVICES. Consultant agrees to perform the services
set forth in Exhibit "A" "SCOPE OF SERVICES" and made a part hereof.
Consultant represents and warrants that it has the qualifications,
experience and facilities to properly perform said services in a thorough,
competent and professional manner and shall, at all times during the term
of this Agreement, have in full force and effect, all licenses required of it by
law, including, but not limited to, a valid El Segundo Business License.
Consultants shall begin its services under this Agreement on October 1,
2007. Consultant shall complete each of the services set forth in Exhibit A
to the City's satisfaction. If the City is not satisfied with any such services,
the Consultant shall work on such matter until the City approves of the
service. Further, Consultant shall complete the services set forth in
Exhibit A strictly according to the schedule provided therein.
Additionally, Consultant shall provide the services specified in Exhibit A in
compliance with the following conditions: All work performed by
Consultant shall be directed through the City Manager or designee; all
work requested of Consultant by the City shall be directed by the City
Manager or designee; consultant shall submit periodic reports of work
product and progress on stated goals outlined in Exhibit A to the City
Manager not less frequently than once each month.
2. STATUS OF CONSULTANT. Consultant is and shall at all times
remain as to the City a wholly independent contractor. The personnel
performing the services under this Agreement on behalf of Consultant
shall at all times be under Consultant's exclusive direction and control.
Neither City nor any of its officers, employees or agents shall have control
over the conduct of Consultant or any of Consultant's officers, employees
or agents, except as set forth in this Agreement. Consultant shall not at
any time or in any manner represent that it or any of its officers,
employees or agents are in any manner officers, employees or agents of
the City. Consultant shall not incur or have the power to incur any debt,
obligation or liability whatever against City, or bind City in any manner.
Consultant shall not disseminate any information or reports gathered or
13J
created pursuant to this Agreement without the prior written approval of
City except information or reports required by government agencies to
enable Consultant to perform its duties under this Agreement.
3. CONSULTANT'S KNOWLEDGE OF APPLICABLE LAWS.
Consultant shall keep itself informed of applicable local, state and federal
laws and regulations which may affect those employed by it or in any way
affect the performance of its services pursuant to this Agreement.
Consultant shall observe and comply with all such laws and regulations
affecting its employees. City and its officers and employees, shall not be
liable at law or in equity as a result of any failure of Consultant to comply
with this section. Without limiting the foregoing, Consultant shall not
expend any funds in violation of: California Constitution, Article 16, Section
6; Government Code, Section 81000 et. seq. ( "Political Reform Act "); or
any other federal or state law governing the expenditure of public funds.
Consultant shall be solely responsible for submittal of all documents,
forms and other information that may be required by all applicable
agencies as a result Contractor's performing the services specified in this
Agreement.
4. PERSONNEL. Consultant shall make every reasonable effort to
maintain the stability and continuity of Consultant's staff assigned to
perform the services hereunder and shall obtain the approval of the City
Manager of all proposed staff members performing services under this
Agreement prior to any such performance.
5. COMPENSATION AND METHOD OF PAYMENT. Compensation
to the Consultant shall be paid as a fixed monthly retainer not to exceed
eight thousand ($8,000) dollars per month. Payments shall be made in
approximately thirty (30) days after receipt of each invoice as to all non -
disputed fees. If the City disputes any of consultant's fees it shall give
written notice to Consultant in 30 days of receipt of an invoice of any
disputed fees set forth on the invoice.
6. EXPENSES. It is understood that consultant may incur expenses
during the performance of work specified in "Exhibit A" that are not
included in the retainer paid to Consultant by City (e.g., printing costs for
materials distributed by Consultant, postage for public meeting
announcements, meeting room fees, and other related expenses). Upon
approval of City Manger, Consultant may submit such expenses to City for
reimbursement. All requests for reimbursement must be accompanied by
valid original invoice or receipt from vendor providing service on behalf of
Consultant. No expense shall be reimbursed by City in the event
Consultant has not obtained prior approval from City Manager. In no
event shall such requests for reimbursement exceed one - thousand dollars
($1,000.00) per month.
7. ADDITIONAL SERVICES OF CONSULTANT. Consultant shall not
be compensated for any services rendered in connection with its
performance of this Agreement which are in addition to those set forth
herein or listed in Exhibit "A ", unless such additional services are
authorized in advance and in writing by the City Manager. Consultant
shall be compensated for any additional services in the amounts and in
the manner as agreed to by City Manager and Consultant at the time
City's written authorization is given to Consultant for the performance of
said services.
8. ASSIGNMENT. All services required hereunder shall be performed
by Consultant, its employees or personnel under direct contract with
Consultant. Consultant shall not assign to any subcontractor the
performance of this Agreement, nor any part thereof, nor any monies due
hereunder, without the prior written consent of City Manager.
9. FACILITIES AND RECORDS. City agrees to provide: suitably
equipped and furnished office space, public counter, telephone, and
use of copying equipment and necessary office supplies for
Consultant's on -site staff, if any. Consultant shall maintain complete
and accurate records with respect to sales, costs, expenses, receipts
and other such information required by City that relate to the
performance of services under this Agreement. Consultant shall
maintain adequate records of services provided in sufficient detail to
permit an evaluation of services. All such records shall be maintained
in accordance with generally accepted accounting principles and shall
be clearly identified and readily accessible. Consultant shall provide
free access to the representatives of City or its designees at
reasonable times to such books and records, shall give City the right to
examine and audit said books and records, shall permit City to make
transcripts therefrom as necessary, and shall allow inspection of all
work, data, documents, proceedings and activities related to this
Agreement. Such records, together with supporting documents, shall
be maintained for a period of three (3) years after receipt of final
payment.
10. TERMINATION OF AGREEMENT. This Agreement shall expire on
September 30, 2008. The City upon 30 days written notice written notice
may terminate with or without cause this Agreement. In the event of such
termination, Consultant shall be compensated for non - disputed fees under
the terms of this Agreement up to the date of termination.
11. COOPERATION BY CITY. All public information, data, reports,
records, and maps as are existing and available to City as public records,
and which are necessary for carrying out the work as outlined in the
14 i
Scope of Services, shall be furnished to Consultant in every reasonable
way to facilitate, without undue delay, the work to be performed under this
Agreement.
12. OWNERSHIP OF DOCUMENTS. Upon satisfactory completion
or in the event of termination, suspension or abandonment of, this
Agreement, all original maps, models, designs, drawings, photographs,
studies, surveys, reports, data, notes, computer files, files and other
documents prepared in the course of providing the services to be
performed pursuant to this Agreement shall, become the sole property of
City. With respect to computer files, Consultant shall make available to
the City, upon reasonable written request by the City, the necessary
computer software and hardware for purposes of accessing, compiling,
transferring and printing computer files.
13. RELEASE OF INFORMATION /CONFLICTS OF INTEREST.
A. All information gained by Consultant in performance of this
Agreement shall be considered confidential and shall not be released by
Consultant without City's prior written authorization excepting that
information which is a public record and subject to disclosure pursuant to
the California Public Records Act, Government Code. 6250, et seq.
Consultant, its officers, employees, agents or subcontractors, shall not
without written authorization from the City Manager or unless requested by
the City Attorney, voluntarily provide declarations, letters of support,
testimony at depositions, response to interrogatories or other information
concerning the work performed under this Agreement or relating to any
project or property located within the City. Response to a subpoena or
court order shall not be considered "voluntary" provided Consultant gives
City notice of such court order or subpoena.
If Consultant or any of its officers, employees, consultants or
subcontractors does voluntarily provide information in violation of this
Agreement, City has the right to reimbursement and indemnity from
Consultant for any damages caused by Consultant's conduct, including
the City's attorney's fees.
Consultant shall promptly notify City should Consultant, its officers,
employees, agents or subcontractors be served with any summons,
complaint, subpoena, notice of deposition, request for documents,
interrogatories, request for admissions or other discovery request, court
order or subpoena from any party regarding this Agreement and the work
performed thereunder or with respect to any project or property located
within the City. City retains the right, but has no obligation, to represent
Consultant and /or be present at any deposition, hearing or similar
proceeding. Consultant agrees to cooperate fully with City and to provide
City with the opportunity to review any response to discovery requests
provided by Consultant. However, City's right to review any such
X42
response does not imply or mean the right by City to control, direct, or
rewrite said response.
(B) Consultant covenants that neither they nor any officer or principal of
their firm has any interest in, or shall they acquire any interest, directly or
indirectly which will conflict in any manner or degree with the performance
of their services hereunder. Specifically, in this connection, Consultant
shall not provide any services to any other person, organization, public
entity, or business that relates to airports in the Southern California region
without the express written consent of the City. Consultant further
covenants that in the performance of this Agreement, no person having
such interest shall be employed by them as an officer, employee, agent or
subcontractor with the express written consent of the City.
14. DEFAULT. In the event that Consultant is in default of any
provision of this Agreement, City shall have no obligation or duty to
continue compensating Consultant for any work performed after the date
of default and can terminate this Agreement immediately by written notice
to the Consultant.
15. INDEMNIFICATION. Consultant agrees to the following:
A. Indemnification by Consultant. Consultant will save harmless
and indemnify, including, without limitation, City's defense costs (including
reasonable attorney's fees), from and against any and all suits, actions, or
claims, of any character whatever, brought for, or on account of, any
injuries or damages sustained by any person or property resulting or
arising from any negligent or wrongful act, error or omission by Consultant
or any of Consultant's officers, agents, employees, or representatives, in
the performance of this Agreement.
B. Indemnification by City. City will save harmless and indemnify,
including, without limitation Consultant's defense costs (including
reasonable attorney's fees), from and against any and all suits, actions, or
claims, of any character whatever, brought for, or on account of, any
injuries or damages sustained by any person or property resulting or
arising from any negligent or wrongful act, error or omission by City or any
of City's officers, agents employees, or representatives, in the
performance of this Agreement.
C. It is expressly understood and agreed that the foregoing provisions
will survive termination of this Agreement.
D. The requirements as to the types and limits of insurance coverage
to be maintained by Consultant as required by this Agreement, and any
approval of said insurance by City, are not intended to and will not in any
14 J
manner limit or qualify the liabilities and obligations otherwise assumed by
Consultant pursuant to this Agreement, including, without limitation, to the
provisions concerning indemnification.
E. Consultant represents it is skilled in the professional calling
necessary to perform the services and duties agreed to hereunder by
Consultant, and City relies upon the skills and knowledge of Consultant.
Consultant shall perform such services and duties consistent with the
standards generally recognized as being employed by professionals
performing similar service in the State of California.
F. Consultant is an independent contractor and shall have no authority
to bind City nor to create or incur any obligation on behalf of or liability
against City, whether by contract or otherwise, unless such authority is
expressly conferred under this agreement or is otherwise expressly
conferred in writing by City.
CONSULTANT HAS READ THIS SECTION 14 IN ITS ENTIRETY
AND KNOWINGLY AND WILLINGLY ACCEPTS THE
OBLIGATIONS CONTAINED HEREIN.
16. INSURANCE.
A. Insurance Requirements. Consultant shall provide and
maintain insurance acceptable to the City Attorney in full force and effect
throughout the term of this Agreement, against claims for injuries to
persons or damages to property which may arise from or in connection
with the performance of the work hereunder by Consultant, its agents,
representatives or employees. Insurance is to be placed with insurers
with a current A.M. Best's rating of no less than A:VII. Consultant shall
provide the following scope and limits of insurance:
(a) Minimum Scope of Insurance. Coverage shall be at
least as broad as:
(i) Insurance Services Office form Commercial
General Liability coverage (Occurrence Form
CG 0001).
(ii) Insurance Services Office form number CA
0001 (Ed. 1/87) covering Automobile Liability,
including code 1 "any auto" and endorsement
CA 0025, or equivalent forms subject to the
written approval of the City.
(iii) Workers' Compensation insurance as required
by the Labor Code of State of California and
Employer's Liability insurance and covering all
persons providing services on behalf of the
Consultant and all risks to such persons under
11
-L `t
this Agreement. (Not needed if Self- employed
with no employees.)
(iv) Errors and omissions liability insurance
appropriate to the Consultant's profession.
(b) Minimum Limits of Insurance. Consultant shall
maintain limits of insurance no less than:
(i) General Liability: $1,000,000 per occurrence for
bodily injury, personal injury and property damage. If
Commercial General Liability Insurance or other form
with a general aggregate limit is used, either the
general aggregate limit shall apply separately to the
activities related to this Agreement or the general
aggregate limit shall be twice the required occurrence
limit.
(ii) Automobile Liability: Including owned, non -
owned and hired vehicles for bodily injury and
property damage with (See cover letter (page
1) for actual dollar level Requirements):
At least $1,000,000 per occurrence.
$100,000 - $300,000 per occurrence.
As required by State Statutes. A copy
of your current policy must be submitted
naming yourself and or your company.
iii) Workers' Compensation and Emplover's
Liability: Workers' Compensation as required
by the Labor Code of the State of California
and Employers Liability limits of $1,000,000 per
accident.
(iv) Errors and Omissions or Malpractice or
Professional Liability: At least $1,000,000
per occurrence.
B. Other Provisions. Insurance policies required by this
Agreement shall contain the following provisions:
(a) All Policies. Each insurance policy required by this
paragraph 15 shall be endorsed and state the coverage shall
not be suspended, voided, canceled by the insurer or either
party to this Agreement, reduced in coverage or in limits
except after 30 days' prior written notice by Certified mail,
return receipt requested, has been given to the City.
�
45
(b) General Liability and Automobile Liability
Coverages.
(i) City, its officers, officials, and employees and
volunteers are to be covered as additional insureds as
respects: liability arising out of activities Consultant
performs, products and completed operations of
Consultant; premises owned, occupied or used by
Consultant, or automobiles owned, leased or hired or
borrowed by Consultant. The coverage shall contain
no special limitations on the scope of protection
afforded to City, its officers, officials, or employees.
(ii) Consultant's insurance coverage shall be
primary insurance as respect to City, its officers,
officials, employees and volunteers. Any insurance or
self insurance maintained by City, its officers, officials,
employees or volunteers shall apply in excess of, and
not contribute with, Consultant's insurance.
(iii) Consultant's insurance shall apply separately
to each insured against whom claim is made or suit is
brought, except with respect to the limits of the
insurer's liability.
(v) Any failure to comply with the reporting or other
provisions of the policies including breaches of
warranties shall not affect coverage provided to
the City, its officers, officials, employees or
volunteers.
(c) Workers' Compensation and Employer's Liability
Coverage. Unless the City Manager otherwise agrees in
writing, the insurer shall agree to waive all rights of
subrogation against City, its officers, officials, employees
and agents for losses arising from work performed by
Consultant for City.
B. Other Requirements. Consultant agrees to deposit with
City, at or before the effective date of this contract,
certificates of insurance necessary to satisfy City that the
insurance provisions of this contract have been complied
with. The City Attorney may require that Consultant furnish
City with copies of original endorsements effecting coverage
required by this Section. The certificates and endorsements
are to be signed by a person authorized by that insurer to
bind coverage on its behalf. City reserves the right to
inspect complete, certified copies of all required insurance
policies, at any time.
i b
(a) Consultant shall furnish certificates and
endorsements from each subcontractor identical to those
Consultant provides.
(b) Any deductibles or self- insured retentions must be
declared to and approved by City. At the option of the City,
either the insurer shall reduce or eliminate such deductibles
or self- insured retentions as respects the City, its officers,
officials, employees and volunteers; or the Consultant shall
procure a bond guaranteeing payment of losses and related
investigations, claim administration, defense expenses and
claims.
(c) The procuring of such required policy or policies of
insurance shall not be construed to limit Consultant's liability
hereunder nor to fulfill the indemnification provisions and
requirements of this Agreement.
17. ENTIRE AGREEMENT. This Agreement is the complete, final,
entire and exclusive expression of the Agreement between the parties
hereto and supersedes any and all other agreements, either oral or in
writing, between the parties with respect to the subject matter herein.
Each party to this Agreement acknowledges that no representations by
any party which are not embodied herein and that no other agreement,
statement, or promise not contained in this Agreement shall be valid and
binding.
18. GOVERNING LAW. The City and Consultant understand and
agree that the laws of the State of California shall govern the rights,
obligations, duties and liabilities of the parties to this Agreement and also
govern the interpretation of this Agreement. Any litigation concerning this
Agreement shall take place in the Los Angeles County Superior Court.
19. ASSIGNMENT OR SUBSTITUTION. City has an interest in the
qualifications of and capability of the persons and entities who will fulfill
the duties and obligations imposed upon Consultant by this Agreement. In
recognition of that interest, neither any complete nor partial assignment of
this Agreement may be made by Consultant nor changed, substituted for,
deleted, or added to without the prior written consent of City. Any
attempted assignment or substitution shall be ineffective, null, and void,
and constitute a material breach of this Agreement entitling City to any
and all remedies at law or in equity, including summary termination of this
Agreement.
20. MODIFICATION OF AGREEMENT. The terms of this Agreement
can only be modified in writing approved by the City Council and the
Consultant. The parties agree that this requirement for written
modifications cannot be waived and any attempted waiver shall be void.
ri
A. I
21. AUTHORITY TO EXECUTE. The person or persons executing this
Agreement on behalf of Consultant warrants and represents that
he /she /they has /have the authority to execute this Agreement on behalf of
his /her /their corporation and warrants and represents that he /she /they
has /have the authority to bind Consultant to the performance of its
obligations hereunder.
22. NOTICES. Notices shall be given pursuant to this Agreement by
personal service on the party to be notified, or by written notice upon such
party deposited in the custody of the United States Postal Service
addressed as follows:
Cam:
Jeff Stewart
City of El Segundo
350 Main Street
El Segundo, California 90245 -3895
Telephone (310) 524 -2301
Facsimile (310) 322 -7137
Consultant:
David A. Herbst
The MWW Group
660 South Figueroa Street, Suite 1400
Los Angeles, CA 90017
Telephone (213) 486 -6560
Facsimile (213) 486 -6501
The notices shall be deemed to have been given as of the date of
personal service, or three (3) days after the date of deposit of the same in
the custody of the United States Postal Service.
23. SEVERABILITY. The invalidity in whole or in part of any provision
of this Agreement shall not void or affect the validity of the other provisions
of this Agreement.
i�jp
IN WITNESS WHEREOF, the parties hereto have caused this Agreement
to be executed the day and year first above written.
Company Name: The MWW Group
Title
CITY OF EL SEGUNDO
Mayor
ATTEST:
Cindy Mortesen
City Clerk
APPROVED AS TO FORM:
Mark D. Hensley
City Attorney
14 9
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: New Business
AGENDA DESCRIPTION:
Consideration and possible action regarding adoption of two Resolutions and introduction of
an Ordinance for 1) the implementation of job classification and salary range changes in the
2007 -08 Fiscal Year Operating Budget and 2) amending the El Segundo Municipal Code to
delete Administrative Services Department and Director of Administrative Services and to add
Finance Department and Human Resources Department and Director of Finance and Director
of Human Resources. (Fiscal Impact $270,655)
RECOMMENDED COUNCIL ACTION:
1) Adopt the Resolution establishing basic monthly salary ranges for the job
classifications of Building Safety Manager, Director of Finance, Director of Human
Resources, Fiscal Services Manager, GIS Analyst, Principal Planner, Purchasing
Agent and Senior Management Analyst;
2) Adopt the Resolution establishing new hourly pay rates for the City's unrepresented,
part-time, temporary job classifications;
3) Approve the proposed class specifications for the job classifications of Building
Safety Manager, Director of Finance, Director of Human Resources, Fiscal
Services Manager, GIS Analyst, Principal Planner, Purchasing Agent and Senior
Management Analyst;
4) Approve the examination plans for Building Safety Manager, Fiscal Services
Manager, GIS Analyst and Principal Planner;
5) Introduction of Ordinance and waive first reading;
6) Schedule second reading and adoption of Ordinance for October 2, 2007; and
7) Alternatively, discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
On August 8, 2007, at the Strategic Planning Session, Council provided direction to staff to
move forward, with one exception, with the job classification and salary range changes
reflected in this agenda item. Recommendations related to Principal Planner are being
presented for the first time in this agenda item.
(continued on next page)
ATTACHED SUPPORTING DOCUMENTS:
1) Resolution establishing basic monthly salary ranges.
2) Resolution establishing new hourly pay rates for the City's unrepresented, part-time,
temporary job classifications.
3) Proposed class specifications.
4) Ordinance amending the El Seaundo Municipal Code.
FISCAL IMPACT: $270,655
Operating Budget:
Amount Requested:
Account Number:
Project Phase:
ORIGINATED BY:
Various
ired: Yes NO
Robert Hyland, 1p)erim Director of Huma
REVIEWED
JeffAt9Gft, City Manager
urces
DATE: August 27, 2007
DATE: pp 28
1 .l IlJ1
BACKGROUND & DISCUSSION:
Adoption of the Resolution, establishing basic monthly salary ranges and approval of the
class specifications is necessary in order to implement the approved organizational
changes.
With the reorganization of the Administrative Services Department (described below),
amending Chapter 6 of the El Segundo Municipal Code is required to delete the
Administrative Services Department and Director of Administrative Services and add
Finance Department and Human Resources Department and Director of Finance and
Director of Human Resources.
A. Class specifications and monthly salary range changes contained in the 2007-
08 Fiscal Year Operating Budget.
1) Changes resulting from the Reorganization of the Administrative Services
Department.
Following the resignation of the Director of Administrative Services on May 18, 2007 staff
conducted a review of the functions and services provided by the Department and
determined that the following changes and resulting organizational structure would better
serve the current needs of the City.
• Elimination of the position of Director of Administrative Services and the
Administrative Services Department.
Establishment of the at -will position of Director of Finance and the Finance
Department.
This new position will report to the City Manager and have responsibility for all of the
services and activities of the Finance Department.
Reclassification of the position of Risk Manager/ Purchasing Agent.
The management position of Risk Manager/ Purchasing Agent will be reclassified to
Purchasing Agent and be reallocated to the Supervisory and Professional
Employees Association. The position's risk management and related duties and
responsibilities will be reassigned to appropriate staff in the new departments of
Finance and Human Resources.
• Re- titling of the management position of Assistant Finance Director to Fiscal
Services Manager.
The Fiscal Services Manager will report to the Director of Finance and have
supervisory responsibility for Accounting Services (Accounting Manager) and
Purchasing (Purchasing Agent) Divisions and the payroll function (Management
Analyst).
Changing the supervision provided to the Accounting Technician (Risk
Management/ Purchasing).
The Accounting Technician will report directly to the Fiscal Services Manager and
will provide the Department with risk management, purchasing and general
accounting support services.
151
Business Services Manager
The Business Services Manager will report to the Director of Finance.
Reassignment of the Information Services Division to the City Manager's Office.
The Information Services Manager will now report directly to the Assistant City
Manager. The Community Cable Program Division was previously assigned to the
City Manager's Office/ Assistant City Manager in a similar fashion in 2006.
• Establishment of the at -will position of Director of Human Resources and the Human
Resources Department.
This new position will report to the City Manager and have responsibility for the
services and activities of the Human Resources Department.
• Human Resources Manager
The Human Resources Manager will report to the Director of Human Resources and
provide supervision to all Department staff.
• Elimination of Office Specialist II position in the City Manager's Office
This position has remained vacant since the promotion of the incumbent
approximately one year ago. The City Manager has determined that the office's two
Executive Assistant positions provide an appropriate level of staff support for the
City Manager, Assistant City Manager and Council.
Additional staff support or office coverage, if needed on a temporary basis, is
available from the Office Specialist positions in the Human Resources Department.
2) Building Safety Manager
The management job classification of Building Safety Manager has not been utilized
since the promotion of the incumbent to a Department Director position in
November, 2004. The reestablishment of Building Safety Manager will be
accompanied by the elimination of the Senior Building Inspector position during the
2007 -08 Fiscal Year. The position will be responsible for planning, managing and
coordinating the staff, activities and services of the Building Safety Division, and
may serve as the City's Building Official.
3) GIS Analyst
GIS Analyst is a new, full -time position responsible for providing technical and
analytical support for the development and maintenance of the City's geographic
information system, including preparation of a wide variety of maps and systems
databases, and utilizing a variety of software and hardware. The position will report
to the Information Systems Manager and will be represented by the Supervisory and
Professional Employees Association. Initial funding necessary to transition the GIS
function from part-time to full -time is being shared by the City's user Departments.
� c.
4) Principal Planner
The job classification of Senior Planner has been vacant since the resignation of the
incumbent in March, 2005. Several recruiting efforts have failed to identify an
individual with the qualifications necessary to successfully perform in our Planning
Division.
In order to maximize the success of our next recruiting effort in the current difficult
labor market for professional planners, staff is proposing that Senior Planner be
retitled to Principal Planner, in order to more accurately reflect the current
expectations for the role to be played by the position. Staff is also proposing a
significant increase in the salary range for the retitled job classification, from salary
range 46s ($6014 -$7328 per month) to salary range 52s ($6975 -$8498 per month)
an increase of approximately 16 %.
5) Senior Management Analyst
The Fire Department job classification of Management Analyst was first filled in
January 2003. Since that time the position has been assigned a wide range of
additional duties and responsibilities and significantly, has absorbed additional
responsibilities related to the administration and oversight of the City grant
programs. The reclassification of the position to the new job classification of Senior
Management Analyst appropriately reflects the current role of the incumbent and
salary placement is at approximately the same level as the current job classification
of Senior Administrative Analyst, represented by the Supervisory and Professional
Employees Association.
B. Resolution to Establish New Hourly Pay Rates for the City's Unrepresented Part-
Time Temporary Job Classifications.
In order to continue to attract and retain qualified part-time employees staff is
proposing that all existing hourly pay rates be increased by either 2% or 5 %.
The last across the board salary increase for our part-time employees was in 2002,
as a result of the implementation of a local labor market salary survey conducted by
the firm of Management Dynamics.
Positions performing Lifeguard, Swim Instructor and Driver functions received
significant hourly pay increases in Fiscal Year 2005 -06, as a result of internal salary
placement realignments.
Positions in our two lowest part-time pay grades (2pt and 11 pt) will receive an hourly
pay increase of 5 %. Positions in our three highest part-time pay grades (21 pt, 28pt
and 31 pt) will receive a 2% increase.
C. Examination Plans
Section 1 -6 -9 of the El Segundo Municipal Code, entitled "Examinations ", provides that
the Personnel Officer shall review and recommend to the City Manager, who in turn
shall recommend to the City Council, an appropriate examination plan and weights for
each portion of the examination for Personnel Merit System job classifications.
Approval of exam plans for Merit System job classifications in all City Departments has
been required since the passage of initiative Ordinance No. 586 in April 1962.
For departments other than the Police and Fire Departments, the plan may consist
of any one or combination of the following techniques:
1. Written;
2. Oral;
3. Demonstration;
4. Any evaluation of education, experience, or skills or physical fitness, which
fairly evaluated the relative capacities of the applicants.
Police and Fire Departments:
The examination plan, for entrance or promotional, for the Police and Fire
Departments, shall consist of a written examination and one or more of the
following:
1. Oral;
2. Demonstration;
3. Any evaluation of education certification, experience, or skills or any test of
manual skills or physical fitness, which fairly evaluates the relative capacities
of the applicant.
1) Building Safety Manager
Open- Competitive
Structured Technical and Career Preparation Interview Weighted 100%
2) GIS Analyst Open- Competitive
Structured Technical and Career Preparation Interview Weighted 100%
Both of these current vacancies are a result of Council approving the establishment
of the new positions in 2007 -08 Fiscal Year Operating Budget.
3) Principal Planner Open- Competitive
Structured Technical and Career Preparation Interview Weighted 100%
The retitled class of Principal Planner has been vacant since the resignation of the
incumbent in 2005.
4) Fiscal Services Manager Open- Competitive
Structured Technical and Career Preparation Interview Weighted 100%
i J-t
RESOLUTION NO.
A RESOLUTION ESTABLISHING BASIC MONTHLY SALARY
RANGES FOR THE JOB CLASSIFICATIONS OF BUILDING SAFETY MANAGER,
DIRECTOR OF FINANCE, DIRECTOR OF HUMAN RESOURCES, GIS SPECIALIST,
PURCHASING AGENT, SENIOR MANAGEMENT ANALYST AND PRINCIPAL PLANNER.
Be it resolved by the Council of the City of El Segundo as follows:
Section 1: The City Council approves the following basic monthly salary ranges:
Step A Step B Step C Step D Step E
Building Safetv Manager 7856.95 8254.71 8672.60 9111.65 9572.93
Range 56m
Director of Finance
Range 64m
Director of Human
Resources
Range 63m
GIS Analyst
Range 33s
Purchasing Agent
Range 42s
Senior Management
Analyst
Range 39m
Principal Planner
Range 52s
Fiscal Services Manager
Range 55m
9572.93
9339.44
10057.56 10566.72 11101.66 11663.69
9812.25 10309.00 10830.89 11379.21
4362.92
4583.79
4815.84
5059.64
5315.79
5448.68
5724.52
6014.33
6318.80
6638.69
5163.55
5424.95
5699.59
5988.13
6291.28
6974.77
7327.87
7698.85
8088.60
8498.09
7665.32
8053.37
8461.08
8889.42
9339.44
Section 2: The City Clerk is directed to certify the adoption of this Resolution; record this
Resolution in the book of the City's original resolutions; and make a minute of the adoption of
the Resolution in the City Council's records and the minutes of this meeting.
PASSED AND ADOPTED this 18th day of September , 2007.
Kelly McDowell,
Mayor
1
4 �'
x5J
ATTEST:
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS
CITY OF EL SEGUNDO )
I, Cindy Mortesen, City Clerk of the City of El Segundo, California, do hereby certify that the
whole number of members of the City Council of said City is five; that the foregoing
Resolution No. was duly passed and adopted by said City Council, approved and
signed by the Mayor, and attested to by the City Clerk, all at a regular meeting of said
Council held on the 18th day of September, 2007, and the same was so passed and adopted
by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Cindy Mortesen, City Clerk
Ag
man=
Karl H. Berger 40ey Assistant City A
z
.LJt)
RESOLUTION NO.
A RESOLUTION ESTABLISHING NEW HOURLY PAY RATES FOR THE CITY'S
UNREPRESENTED PART -TIME TEMPORARY JOB CLASSIFICATIONS.
Be it resolved by the Council of the City of El Segundo as follows:
Section 1: The City Council approves the following hourly pay rates:
Step A Step B Step C Step D Step E
Recreation Leader 1 7.54 7.93 8.33 8.75 9.20
Video Technician I
Library Page
Occ. Code — 2pt
Recreation Leader II 9.42 9.90 10.40 10.93 11.48
Video Technician II
Occ. Code — 11 pt
Recreation Leader III 11.71 12.30 12.92 13.58 14.27
(Lifeguard, Swim Instructor)
Video Technician III
Occ. Code — 21 pt
Administrative 13.92 14.62 15.36 16.14 16.96
Intern
Occ. Code — 28pt
Recreation Leader IV 14.99 15.75 16.54 17.38 18.25
(Shuttle and Van Driver)
Occ. Code — 31 pt
Section 2: The City Clerk is directed to certify the adoption of this Resolution; record this
Resolution in the book of the City's original resolutions; and make a minute of the adoption of
the Resolution in the City Council's records and the minutes of this meeting.
PASSED AND ADOPTED this 18th day of September , 2007.
Kelly McDowell,
Mayor
1
1J
ATTEST:
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS
CITY OF EL SEGUNDO )
I, Cindy Mortesen, City Clerk of the City of El Segundo, California, do hereby certify that the
whole number of members of the City Council of said City is five; that the foregoing
Resolution No. was duly passed and adopted by said City Council, approved and
signed by the Mayor, and attested to by the City Clerk, all at a regular meeting of said
Council held on the 18th day of September, 2007, and the same was so passed and adopted
by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Cindy Mortesen, City Clerk
am
APPRO
Mark D.
Kafi H. Berger
Assistant City
E
Y �
City of El Segundo, CA Job Description
Job Code: i4
BUILDING SAFETY MANAGER
Definition: Under general direction, plans, manages and coordinates staff and activities of the
Building Safety Division;; may serves as the City's Building Official.
Essential Functions: Essential functions, as defined under the Americans with Disabilities Act,
may include the following duties and responsibilities, knowledge, skills and other characteristics.
This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive
listing of all functions and tasks performed by positions in this class.
Characteristic Duties and Responsibilities:
Plans, manages and coordinates the services of and determines and develops policy and
procedures for the operation of Building Division activities including checking plans, issuing
permits and inspecting buildings for structural, electrical, mechanical, plumbing and fire
prevention in compliance with state and federal laws, local codes, ordinances and regulations;
tracks construction activity, permits issues and plan checks completed -; may personally perform
a variety of difficult plan checking activities.
Researches, analyzes and interprets code requirements, new materials and methods of
construction; resolves field, design and office problems regarding the application or
interpretation of codes and regulations.
Prepares, implements and monitors the Division budget; tracks revenue and expenditures;
administers Developer Deposit Trust Accounts and Impact Fees; oversees the work of
consultants in related activities.
Provides leadership, program development, management and coordination of programs and
services; serves as liaison with the community, members of the building trades, professional
groups and other external contacts and resources for the City.
Coordinates Division activities with other programs, departments or staff to ensure program
delivery according to appropriate policies, procedures and specifications.
Resolves discrepancies or procedural problems and responds to program management and /or
program delivery questions ensuring necessary follow -up occurs; controls program records for
operational and budget accountability.
Confers with and advises staff and program participants by providing advice, problem solving
assistance, answers to questions and interpretation of program goals and policy.
Directly and through subordinate supervisors, hires, directs work efforts and evaluates staff;
provides for and/or conducts staff development; establishes work methods and standards;
initiates corrective and /or disciplinary action and responds to grievances and complaints
according to established personnel policies and procedures and in consultation with the Director
and Human Resources.
0912007
OWN
�Jv
Building Safety Manager
Knowledue. Skills and Other Characteristics:
Knowledge of principles and practices of building, plumbing, electrical, mechanical systems
and building safety.
Knowledge of Uniform Building Codes and the Uniform Fire Code.
Knowledge of plan checking methods and techniques.
Knowledge of methods, materials, techniques and practices employed in building inspection,
design and construction.
Knowledge of budget preparation and implementation.
Knowledge of automated business computing systems.
Knowledge of the principles and practices of effective management and supervision.
Knowledge of project management principles and practices.
Skill in conducting complex building inspections and plans checks.
Skill in reading complex blueprints /specifications and determining compliance with local codes.
Skill in program development, implementation and evaluation.
Skill in assessing objectives and operational requirements to develop and implement
appropriate operational plans, policies and procedures.
Skill in managing, developing, motivating and evaluating staff.
Skill in managing special projects, activities and programs.
Skill in conducting research and preparing clear, concise and comprehensive reports.
Skill in understanding and applying complex regulations, procedures and guidelines.
Skill in communicating effectively orally and in writing.
Skill in using personal computers and job related software.
Skill in working under pressure, handling significant problems and tasks that arise
simultaneously and /or unexpectedly.
Skill in establishing and maintaining effective working relationships with staff, other City
employees, members of the building trades and the public.
Licensina/Certification Requirements:
Certified Building Official
ICBO certification as a Building Inspector and a Certified Plans Examiner
Valid California driver's license
Qualifications:
Bachelor's degree in Civil Engineering, Public Administration, Business Administration,
Architecture or a directly related field; and five (5) years of professional experience as a
structural engineer, journey level Building Inspector or Certified Plans Examiner engaged in
building inspection, plan review and enforcement of building codes, including two (2) years of
project management or supervisory experience; or an equivalent combination of education and
experience.
2
-09/8009/2007
.,
i0U
City of El Segundo, CA Job Description
Job Code: 3"
DIRECTOR OF ADM! N;CT °AT "1r S€RVIC FINANCE
Definition: Under administrative direction, plans, directs and manages the development,
operation and evaluation of the City's fiscal operations., ' ,
Essential Functions: Essential functions, as defined under the Americans with Disabilities Act,
may include the following duties and responsibilities, knowledge, skills and other characteristics.
This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive
listing of all functions and tasks performed by positions in this class.
Characteristic Duties and Responsibilities:
Develops and directs all budgetary and fiscal operations of the City, including administration of
all financial resources and expenditures, and preparation of financial statements; directs
development of the City's annual budget; oversees and directs activities of purchasing, risk
management, payroll, accounts payable and receivable, business licenses, auditing and cash
management and assigned risk management functions; recommends and develops fiscal
procedures; develops and maintains financial accounting and records systems; manages the
daily operations of the division.
Directs and manages the City's overall accounting records; prepares budgets for all current
funds; prepares financial reports according to federal and state rules, regulations and laws, City
policies and procedures, and generally accepted accounting principles.
Directs and manages the City's risk management and purchasing functions.
Provides leadership, program development, administration and coordination of fiscal operations
and services; serves as liaison with the community, professional groups and other external
contacts and resources for the City.
Coordinates fiscal operations with activities of other programs, departments or staff to ensure
program delivery according to appropriate policies, procedures and specifications.
09/2007
Director of AdmilliStFatave SeFvOGeGFinance
Resolves discrepancies or procedural problems and responds to program administration and /or
program delivery questions ensuring necessary follow -up occurs; controls program records for
operational and budget accountability.
Confers with and advises staff and program participants by providing advice, problem solving
assistance, answers to questions and interpretation of program goals and policy.
As an at -will employee reporting to the City Manager, serves as a member of the City's
Executive Management team, participates in the management of the City and may serve on
various committees, boards and task forces.
Characteristic Duties and Responsibilities (Continued):
Directly and through subordinate supervisors, hires, directs work efforts and evaluates staff;
provides for and/or conducts staff development; establishe s
initiates corrective and /or disciplinary action and responds
according to established personnel policies and procedures
Resources.
Knowledne. Skills and Other Characteristics:
work methods and standards;
to grievances and complaints
and in consultation with Human
Knowledge of fiscal operations and generally accepted accounting principles and practices.
Knowledge of municipal organization and administration.
Knowledge of risk management functions, services and activities.
Knowledge of automated business computing systems.
Knowledge of the principles and practices of effective leadership, management and supervision.
Knowledge of project management principles and practices.
Skill in program development, implementation and evaluation.
Skill in conducting complex financial and statistical analyses.
Skill in assessing objectives and operational requirements to develop and implement
appropriate fiscal policies and procedures for the City and the department.
Skill in managing, developing, motivating and evaluating professional and support staff.
Skill in managing special projects, activities and programs.
Skill in conducting research and preparing clear, concise and comprehensive reports.
Skill in understanding and applying complex regulations, procedures and guidelines.
Skill in communicating effectively orally and in writing.
Skill in the use of personal computers and office /financial related software in a Windows -based
operating environment.
Skill in working under pressure, handling significant problems and tasks that arise
simultaneously and /or unexpectedly.
Skill in establishing and maintaining effective working relationships with staff, other City
employees, and the public.
Qualifications:
0912007
Director of Admonestrateve SeFvOGeGFinance
Bachelor's degree in Accounting, Business Administration or a directly related field; and five (5)
years of professional government accounting program management experience, including four
(4) years of supervisory experience; or an equivalent combination of education and experience.
0912007
163
City of Ell Segundo, CA Job Description
Job Code:
DIRECTOR OF HUMAN RESOURCES
Definition: Under administrative direction, plans, directs and manages the City's Human
Resources program; plans, directs and manages a variety of risk management programs and
activities; and develops and implements policies and procedures for human resources and labor
relations and risk management functions.
Essential Functions: Essential functions, as defined under the Americans with Disabilities Act,
may include the following duties and responsibilities, knowledge, skills and other characteristics.
This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive
listing of all functions and tasks performed by positions in this class.
Characteristic Duties and Responsibilities:
Plans, directs, and coordinates the administration of the human resources program including
recruitment, selection, classification, compensation, employee benefits, employee recognition,
and grievance /discipline components; directs employee relations; administers negotiations and
acts as the management representative in the meet and confer process; prepares and ensures
implementation of Memorandum of Understanding.
Plans, directs, and coordinates a variety of risk management program; provides liaison to
contract administrators and coordinates investigation of accidents and claims; consults with
department representatives to minimize liability and prevent loss.
Administers the City's unemployment insurance, worker's compensation and general liability
programs; provides liaison to contract administrators, appeals board and attorney; conducts
separation interviews and recommends training and modifications based upon analysis of
collected information.
Develops and implements department goals and objectives, policies and procedures; develops
and administers the department budget.
Plans, directs, and coordinates employee on- the -job injury medical services and safety training
programs.
Advises and otherwise provides assistance to the City Manager, other City staff and the public
regarding human resources or risk management issues; directs the conduct of related studies
and preparation of reports.
Provides leadership, program development, administration and coordination of departmental
services; serves as liaison with the community, professional groups and other external contacts
and resources for the City.
Resolves discrepancies or procedural problems and responds to program administration and /or
program delivery questions ensuring necessary follow -up occurs; controls program records and
operational and budget accountability.
i � �i
Confers with and advises staff and program participants by providing advice, problem solving
assistance, answers to questions and interpretation of program goals and policy; resolves
complex and sensitive customer service issues and disputes.
As an at -will employee reporting to the City Manager, serves as a member of the City's
Executive Management team, participates in the management of the City and may serve on
committees, boards, and task forces.
Directly and through subordinate supervisors, hires, directs work efforts and evaluates staff;
provides for and /or conducts staff development; establishes work methods and standards.
Knowledge, Skills and Other Characteristics:
Knowledge of Federal, State and City rules, regulations, policies and procedures related to
public personnel administration, including methods of recruitment, selection, performance
evaluation, training and development, employee relations and salary and benefits
administration.
Knowledge of risk management functions, principles, methods and procedures.
Knowledge of municipal organization and administration.
Knowledge of project management principles and practice.
Knowledge of budget preparation and expenditure control.
Knowledge of the principles and practices of effective leadership, management and supervision.
Skill in planning, organizing, coordinating and directing human resources and risk management
programs and activities.
Skill in understanding and applying complex regulations, procedures and guidelines.
Skill in managing, developing, motivating and evaluating professional and support staff.
Skill in dealing constructively with conflict and developing effective resolutions.
Skill in working under pressure, handling significant problems and tasks that arise
simultaneously and /or unexpectedly.
Skill in developing and implementing policies and procedures.
Skill in communicating effectively, orally and in writing.
Skill in using personal computers.
Skill in establishing and maintaining effectively working relationships with staff, City employees
and the public.
Skill in conducting research and preparing clear, concise and comprehensive staff reports.
Qualifications:
Bachelor's degree in Business Administration, Industrial Relations, Human Resources
Management, Business Administration or a directly related field; and five (5) years of
professional human resources and risk management experience, including four (4) years of
supervisory experience. Possession of a Master's degree in an appropriate field of study is
desirable.
2 812007
65
City of El Segundo, CA Job Description
Job Code: U2
I ASSISTANT DIRECTOR OF FINAN FISCAL SERVICES MANAGER
Definition: Under general direction, assists in the development, management, operation and
evaluation of fiscal affairs and operations for the City.. plans, manages and coordinates staff
and activities involved in accounting, purchasing, payroll, risk management, and related
functions.
Essential Functions: Essential functions, as defined under the Americans with Disabilities Act,
may include the following duties and responsibilities, knowledge, skills and other characteristics.
This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive
listing of all functions and tasks performed by positions in this class.
Characteristic Duties and Responsibilities:
Assists in the planning, direction and coordination of activities and services within the Finance
Department; participates in the development of policy and procedures; recommends and
participates in the development of departmental goals, objectives and policies; assists in the
administration of contracts for department services and ensures services are provided
according to contract provisions.
Plans, manages and coordinates the day to day activities, services and staff involved in the
Department's accounting, purchasing, payroll and risk management functions; performs
advanced -level professional financial and risk management program /service delivery for the
City.
Assists in the implementation and administration of fiscal management programs including
budget monitoring, forecasting, collection/disbursement of revenues, internal and external audits
and preparation of the City's annual budget; prepares financial reports according to federal and
state rules, regulations and laws, City policies and procedures, and generally accepted
accounting principles.
Prepares financial, statistical, budgetary and analytical studies and reports; prepares detailed
financial statements; verifies fund balances; prepares revenue projections, audits revenues,
expenditures and grants.
In collaboration with the Director, provides leadership, program development, administration and
coordination of fiscal operations and services; serves as liaison with the community,
professional groups and other external contacts and resources on behalf of the City.
Coordinates fiscal operations activities with activities of other programs, departments or staff to
ensure program delivery according to appropriate policies, procedures and specifications.
Resolves discrepancies or procedural problems and responds to program administration and /or
program delivery questions ensuring necessary follow -up occurs; controls program records for
operational and budget accountability; confers with and advises staff and program participants
X66
09/2007 OW00
Fiscal Services Manager
by providing advice, problem solving assistance, answers to questions and interpretation of
program goals and policy.
Directly and through subordinate supervisors, recruits, directs work efforts and evaluates staff;
provides for and/or conducts staff development; establishes work methods and standards;
initiates corrective and /or disciplinary action and responds to grievances and complaints
according to established personnel policies and procedures and in consultation with Human
Resources.
i
Knowledoe. Skills and Other Characteristics:
Knowledge of fiscal operations and generally accepted accounting principles and practices.
Knowledge of automated business computing systems.
Knowledge of the principles and practices of effective leadership, management and supervision.
Knowledge of project management principles and practices.
Knowledge of Department accounting, purchasing, payroll and risk management functions.
Skill in program development, implementation and evaluation.
Skill in preparing complex financial and statistical reports.
Skill in managing, developing, motivating and evaluating professional and support staff.
Skill in managing special projects, activities and programs.
Skill in performing advanced -level professional financial and risk management program /service
delivery for the City.
Skill in assessing objectives and operational requirements to develop and implement
appropriate operational policies and procedures.
Skill in the use of personal computers and office and financial related software.
Skill in conducting research and preparing clear, concise and comprehensive reports.
Skill in understanding and applying complex regulations, procedures and guidelines.
Skill in communicating effectively orally and in writing.
Skill in working under pressure, handling significant problems and tasks that arise
simultaneously and /or unexpectedly.
Skill in establishing and maintaining effective working relationships with staff, other City
employees, and the public.
Qualifications:
Bachelor's degree in Accounting, Business Administration, Economics, Finance or a directly
related field; and five (5) years of progressively responsible government accounting experience
including two (2) years of management and supervisory experience; or an equivalent
combination of education and experience.
88{9009/2007
16%
City of El Segundo, CA Job Description
Job Code:
GEOGRAPHIC INFORMATION SYSTEMS (GIS) ANALYST
Definition: Under general supervision, provides analysis and recommendation on GIS; provides
professional computer mapping and database preparation and analysis; creates and maintains
Windows -based and Internet -based mapping and data applications; assists all departments with
operations and maintenance of geographical and data systems.
Essential Functions: Essential functions, as defined under the Americans with Disabilities Act,
may include the following duties and responsibilities, knowledge, skills and other characteristics.
This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive
listing of all functions and tasks performed by positions in this class.
Characteristic Duties and Responsibilities:
Performs administrative and other related duties in support of Information Systems Division
management; designs and produces high - quality cartographic output suitable for publication
and public display.
Translates GIS related needs of various City departments into specifications and develops
solutions and applications using GIS and other tools; performs maintenance, analysis and
manipulation of databases to support a variety of city operations.
Develops and maintains Windows -based and Internet -based GIS applications and equipment;
acquires, maintains and edits geographic and tabular data.
Trains and supervises interns and staff on GIS and GIS related applications; assists in
demonstrations of GIS for city departments and other agencies.
Troubleshoots GIS applications; uses GPS unit for collection of data and trains others on GPS
use; maintains both hard copy and digital land base for the City.
Prepares reports and correspondence; may prepare Council agenda items; may assist
departments with their Web pages, Internet applications and SQL data analysis; provides
generalized computer support and performs related duties as required.
Knowledge, Skills and Other Characteristics:
Knowledge of GIS principles, including topology and geodatabases; principles of statistics and
geography; general programming principles, including Internet applications; usage of global
positioning system (GPS); ArcGIS, ArclMS SQL, and other GIS related software.
Knowledge of digital mapping, data conversion, graphic display and cartographic techniques.
Knowledge of City organization, operations, policies and objectives.
Knowledge of basic training and supervision principles.
0912007
GIS Analyst
Knowledge of personal computer software and hardware; office practices and procedures;
general record keeping practices; research, statistical and analytical methods; effective methods
of report presentation.
Skill in monitoring a land -based database system; use plotters, digitizers, scanners and
cameras; review and analyze GIS computer needs.
Skill in effectively communicating in orally and in writing.
Skill maintaining accurate records and in preparing clear and concise reports.
Skill in identifying and analyzing problems and take effective corrective action.
Skill compiling, analyzing and evaluating data.
Skill in establishing and maintaining effective working relationships with others.
Skill in making effective oral presentations.
Skill in operating computers and related software.
Licensing /Certification Requirements:
Possession of or ability to obtain a Class C California driver's license, and a satisfactory driving
record.
Working Conditions:
Qualifications:
Positions in this job classification normally require vision (which may be corrected) to read small
print; perform work which is primarily sedentary; require the mobility to stand, stoop, reach and
bend; require mobility of arms to reach and dexterity of hands to grasp and manipulate small
objects; is subject to inside environmental conditions; may be required to work at a computer
terminal for prolonged periods; may be required to attend periodic evening meetings and/or to
travel within and out of city boundaries to attend meetings; may be required to use city and /or
personal vehicle in the course of employment; may be required to work evenings or weekends.
Qualifications:
A Bachelor's degree in geography, engineering /computer science or related field and three (3)
years of full -time, paid experience in geographic information systems; experience and /or
education in a related field may be substituted on a year for year basis; or an equivalent
combination of education and experience.
09/2007
l c ��
City of El Segundo, CA Job Description
Job Code: 64
SENI8RPRINCIPAL - PLANNER
Definition: Under general supervision, performs the most difficult and complex professional -
level work and project management in current and long range City planning; and supervises
professional and support staffethe% involved in related planning activities.
Essential Functions: Essential functions, as defined under the Americans with Disabilities Act,
may include the following duties and responsibilities, knowledge, skills and other characteristics.
This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive
listing of all functions and tasks performed by positions in this class.
Characteristic Duties and Responsibilities:
Supervises the preparation and review of current and long range planning projects; supervises
professional and support staff and work involved in major projects and programs; conducts the
most complex assignments; coordinates preparation of project reports and recommendations;
leads or participates in oral presentations -; may oversee and coordinate the work of consultants.
Assists in the interpretation of planning policies and local ordinances; drafts policy statements;
provides technical assistance both internally and externally regarding City planning and land
use issues; represents the City on external committees; reviews and comments on other
agencies' and regional plans, programs and environmental documents; coordinates planning
activities with other departments, agencies, consultants and committees
Coordinates project activities with other projects, programs, departments or staff to ensure
program delivery according to appropriate policies, procedures and specifications; resolves
discrepancies or procedural problems.
Participates in hiring and evaluating staff; establishes work methods and standards.
Knowledge. Skills and Other Characteristics:
Knowledge of theory, principles and practices of city /community planning.
Knowledge of zoning laws and ordinances, land use planning and related environmental
regulations.
Knowledge of site planning and architectural review.
Knowledge of building /engineering principles, architectural drawing and graphic illustration.
Knowledge of project management principles and practices.
Knowledge of contract development and administration.
Knowledge of conflict resolution techniques.
Knowledge of principles and practices of supervision.
09/2007
lr
SeniefPrincipal Planner
Knowledge, Skills and Other Characteristics (Continued):
Skill in conducting short and long range planning studies.
Skill in developing and implementing policies and procedures.
Skill in managing special projects, activities and programs.
Skill in conducting research and preparing clear, concise and comprehensive reports.
Skill in communicating effectively orally and in writing.
Skill in supervising, training, evaluating and motivating employees.
Skill in compiling, analyzing and synthesizing economic, environmental, demographic and other
technical information.
Skill in applying applicable laws and regulations to planning projects.
Skill assessing and interpreting data and making appropriate recommendations.
Skill writing and speaking effectively to non - technical audiences.
Skill dealing constructively with conflict and developing effective solutions.
Skill operating typical office equipment, including personal computer and standard office
programs.
Skill in working under pressure, handling significant problems and tasks that arise
simultaneously and /or unexpectedly.
Skill establishing and maintaining effective working relationships with staff, other City employees
and the public.
Qualifications:
A Bachelors degree in Planning, Environmental Design, Architecture or a closely related field;
and four (4) years professional planning experience which included experience leading or
coordinating project(s) or program(s), leading or coordinating staff; or an equivalent
combination of education and experience.
2PSPC
09/2007
anion
.i 7.1
City of El Segundo, CA Job Description
Job Code:
PURCHASING AGENT
Definition: Under general supervision, plans, manages, coordinates and facilitates the City's
centralized purchasing program for material, equipment, supplies and services.
Essential Functions: Essential functions, as defined under the Americans with Disabilities Act,
may include the following duties and responsibilities, knowledge, skills and other characteristics.
This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive
listing of all functions and tasks performed by positions in this class.
Characteristic Duties and Responsibilities:
Plans, organizes, and directs purchasing activities; controls purchase orders and related
documents for completeness, accuracy, and compliance with purchasing and budgetary policies
and procedures; ensures effective inventory control and issuance of equipment and supplies;
may administer assigned contracts.
Develops and implements formal and informal bidding policies; develops bid documents and
specifications for supplies, materials, equipment, and related services; evaluates bids against
specifications and recommends or awards contracts or purchases in accordance with City code,
laws and established policy.
Interviews and negotiates with vendor representatives concerning the availability, price, and
terms of purchase supplies and equipment; provides liaison between vendors and City
departments as related to purchasing activities.
Directs the transfer of City equipment and disposition of surplus property; maintains fixed asset
and inventory records.
Advises, and otherwise provides assistance to other City staff regarding purchasing activity;
assists in developing departmental budgets for supplies and equipment on request; prepares
and presents reports evaluating requirements for goods and services in relation to bid
specifications; may recommend action on City contracts and agreements.
Develops and implements purchasing and stores goals, objectives, policies, and procedures;
maintains documentation of City purchasing procedures; prepares the purchasing and central
stores budget requests.
Prepares change orders, Council agenda items, and other documents concerning purchasing
matters.
09/2007
27n
Purchasing Agent
Knowledge, Skills and Other Characteristics:
Knowledge of the principles and practices of purchasing and inventory control for a
govemmental agency.
Knowledge of record keeping methods related to the purchasing function.
Knowledge of laws and regulations applicable to municipal bidding procedures and purchasing
operations.
Knowledge of sources and types of equipment and supplies used by a municipality.
Skill performing purchasing, centralized stores, and inventory control activities and functions.
Skill preparing and presenting reports.
Skill interpreting and applying related codes, laws and policies.
Skill in meeting the public in situations requiring diplomacy and tact.
Skill communicating effectively both orally and in writing.
Skill in the use of personal computers and office /purchasing software in a Windows -based
operating environment.
Skill establishing and maintaining cooperative working relationships.
Skill in negotiating terms and conditions, pricing and scheduling.
Licensing /Certification Requirements:
Possession of or ability to obtain a Class C California driver's license, and a satisfactory driving
record.
Occupational certificate of achievement from an accredited college or university.
Working Conditions:
Typical office environment and exposure to environmental conditions presented at various City
locations.
Qualifications:
Graduation from an accredited four year college or university with major coursework in public or
business administration, or related field; and four years of professional purchasing experience;
or an equivalent combination of education and experience.
09/2007
i73
City of Ell Segundo, CA
SENIOR MANAGEMENT ANALYST
Job Description
Job Code: 494
Definition: Under general supervision, provides and coordinates professional administrative,
analytical and /or financial management support to department, grant or contract operations
and /or programs.
Essential Functions: Essential functions, as defined under the Americans with Disabilities Act,
may include the following duties and responsibilities, knowledge, skills and other characteristics.
This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive
listing of all functions and tasks performed by positions in this class.
Characteristic Duties and Responsibilities:
Positions in this classification typically perform a full range of duties at a level of complexity
represented by the following types of responsibilities:
Coordinates and facilitates administrative and /or management functions including accounting,
purchasing, payroll and related activities for a department, program, grant or contract;
administers designated contract or grant- funded program activities; assesses and evaluates
departmental organization, budget, staffing and management practices; participates in the
development of department goals and objectives.
Performs complex financial management services for a City department, grant, contract and /or
program; participates in budget development and preparation; monitors and analyzes budget
related activities; identifies trends and practices.
Coordinates activities among City departments, agencies, and organizations; serves as point of
contact for county, state and federal grant administrators; ensures appropriate tracking,
accounting, and reporting requirements are met for grants; participates in internal and external
audits; prepares grant related proposals, reports, and records.
Conducts research and statistical analyses; prepares and presents reports of findings and
recommendations; prepares correspondence, policies, procedures, handbooks, manuals, rules
and regulations, resolutions or publications relating to administration, finance, staffing and /or
operations.
Provides administrative and management assistance to department executives, management,
other City personnel regarding administrative, fiscal or operational issues, collective bargaining,
and other policies and procedures.
Provides professional -level staff support to departmental committees, boards and other groups,
including coordinating meeting schedules and agendas, facilitating meetings, etc.; represents
the department at meetings and commits the department to a course of action; may coordinate
ps;pc (GOntiRued en reverse side
1 l ,� 09/2007
Senior Management Analyst
Characteristic Duties and Responsibilities (Continued):
and facilitate City -wide functions and events -; represents the Department with external
agencies, organizations and professional groups.
Responds to inquiries from other City employees and the public regarding department
management, administration and /or operations; provides public and media relations for
programs and advisory committees, including developing and producing promotional and
information materials.
Resolves discrepancies or procedural problems and responds to program administration and /or
delivery questions ensuring necessary follow -up occurs; assists with, provides input and
monitors Department records for operational and budget development and accountability.
Recruits, hires, schedules, assigns, monitors and evaluates staff; provides for and /or conducts
staff development; establishes work methods and standards; initiates corrective and /or
disciplinary action and responds to grievances and complaints according to established
personnel policies and procedures and in consultation with Human Resources.
Knowledge. Skills and Other Characteristics:
Knowledge of principles of municipal administration, accounting and auditing, —aad— budget
develepirrien3tand grant management.
Knowledge of organization and functions of the assigned municipal department.
Knowledge of computer applications in administrative functions.
Knowledge of related laws, ordinances and regulations.
Knowledge of principles of research, statistical analysis and report preparation.
Knowledge of principles and practices of supervision.
Skill in performing complex professional level administrative and analytical work.
Skill in interpreting and applying laws, ordinances and policies.
Skill in conducting research, analyzing statistical and other data, and preparing and presenting
reports.
Skill in providing information and explaining laws, policies and procedures to others.
Skill working cooperatively on internal and external committees and task forces.
Skill in communicating effectively orally and in writing.
Skill in establishing and maintaining effective working relationships with other department staff,
other City employees and the public.
Skill in supervising, developing, motivating, and evaluating support staff.
Skill developing and delivering professional and technical training.
Skill in the use of personal computers and office /financial related software in a Windows -based
operating environment.
Skill working under pressure, handling significant problems and tasks that arise simultaneously
and /or unexpectedly.
Qualifications:
eeA�oo�i
Senior Management Analyst
A Bachelors degree in Business Administration, Public Administration or a closely related field,
and three (3) years of increasingly responsible administrative /management experience,
including one (1) year of supervisory experience; or an equivalent combination of education and
experience.
09/2007
ORDINANCE NO.
AN ORDINANCE AMENDING EL SEGUNDO MUNICIPAL CODE
§§ 1 -6 -3 AND 1 -6 -5 REGARDING CITY DEPARTMENTS AND
DEPARTMENT DIRECTORS.
The City Council of the City of El Segundo does ordain as follows:
SECTION 1: The City Council finds as follows:
A. The El Segundo Municipal Code ( "ESMC ") provides that the City
Council may from time to time by Ordinance designate departments,
appointive officers, or employees of the City;
B. It is in the best interest of the City to list all existing City departments in
the Municipal Code and officers excluded from the Personnel Merit
System; and
C. It is in the best interest of the City to delete the Administrative Services
Department and the Director of Administrative Services and to add
Finance Department and Human Resources Department and Director of
Finance and Director of Human Resources.
SECTION 2: ESMC § 1 -6 -3 is amended in its entirety to read as follows:
"Sec 1 -6 -3. CITY DEPARTMENTS
Effective October 1, 2007, the organization of city government consists of the
following departments:
City Administration
Finance Department
Fire Department
Human Resources Department
Library Services Department
Planning and Building Safety Department
Police Department
Public Works Department
Recreation and Parks Department
SECTION 3: ESMC § 1 -6 -5 is amended in its entirety to read as follows:
"Sec. 1 -6 -5: DEPARTMENT HEADS
s ..
�7,
For the purpose of this chapter and for the purpose of initiative Ordinance 586 and
for the purpose of ordinances expanding the coverage of initiative Ordinance 586,
and not by way of limitation, effective October 1, 2007, the term "Department Head"
includes:
Assistant City Manager
Chief of Police
City Manager
Director of Finance
Director of Human Resources
Director of Library Services
Director of Planning and Building Safety
Director of Public Works
Director of Recreation and Parks
Fire Chief
SECTION 4: Repeal of any provision of the ESMC herein will not affect any penalty,
forfeiture, or liability incurred before, or preclude prosecution and imposition of
penalties for any violation occurring before, this Ordinance's effective date. Any
such repealed part will remain in full force and effect for sustaining action or
prosecuting violations occurring before the effective date of this Ordinance.
SECTION 5: If any part of this Ordinance or its application is deemed invalid by a court
of competent jurisdiction, the city council intends that such invalidity will not
affect the effectiveness of the remaining provisions or applications and, to this
end, the provisions of this Ordinance are severable.
SECTION 6: The City Clerk is directed to certify the passage and adoption of this
Ordinance; cause it to be entered into the City of El Segundo's book of original
ordinances, make a note of the passage and adoption in the records of this
meeting, and, within fifteen (15) days after the passage and adoption of this
Ordinance, cause it to be published or posted in accordance with California law.
SECTION 7: This Ordinance will become effective on the thirty -first (31st) day following
its passage and adoption.
PASSED AND ADOPTED this day of
2007.
Kelly McDowell, Mayor
2
STATE OF CALIFORNIA }
COUNTY OF LOS ANGELES ) SS
CITY OF EL SEGUNDO )
I, Cindy Mortesen, City Clerk of the City of El Segundo, California, do hereby certify that
the whole number of members of the City Council of said City is five; that the foregoing
Ordinance No. was duly introduced by said City Council at a regular meeting held
on the day of 2007, and was duly passed and adopted by said City
Council, approved and signed by the Mayor, and attested to by the City Clerk, all at a
regular meeting of said Council held on the day of , 2007, and the same was
so passed and adopted by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Cindy Mortesen, City Clerk
17 k f
EL SEGUNDO CITY COUNCIL MEETING DATE: September 18, 2007
AGENDA ITEM STATEMENT AGENDA HEADING: Councilmember Fisher
AGENDA DESCRIPTION:
Consideration and possible action regarding a status report on LAX related signage on
Clutter's Bluff, located on City -owned property on the hill adjacent to the south side of
)mperia) Avenue between Main Street and Sheldon Street. Fiscal Impact: none
RECOMMENDED COUNCIL ACTION:
1) Receive and file; 2) Alternatively, discuss and take other action related to this item.
BACKGROUND & DISCUSSION:
In November 1988, the City Council approved funding for a sign on Clutter's Bluff which
would seek to dissuade airlines flying out of LAX to encroach into the City's boundaries
during take -off procedures. The sign was completed in December 1988 and read "Unsafe
area for jets." Lighting was added in 1999. Though its effectiveness is difficult to quantify,
it did draw media attention to the issue of overflights and planes turning too soon over the
City. The sign was covered in March 1991 and removed in October 2000.
I am interested in determining the following: 1) the legal issues involved with placing a new
sign at that location related to issue of early turns; 2) developing an appropriate public
message for that location and /or 3) potentially utilizing the information received from the
replacement of the early —turn camera across from 770 Imperial to identify airlines making
early turns.
ATTACHED SUPPORTING DOCUMENTS:
None
FISCAL IMPACT: N/A
Operating Budget:
Amount Requested:
Account Number:
Project Phase:
Appropriation Required: _Yes _ No
;li
�� ' - �lL'1•�tiil�
REVIEW
rt, City Manager
u
DATE: G /(
29
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