2009 AUG 18 - CC PACKETAGENDA
EL SEGUNDO CITY COUNCIL
COUNCIL CHAMBERS - 350 Main Street
The City Council, with certain statutory exceptions, can only take action upon properly posted and listed
agenda items. Any writings or documents given to a majority of the City Council regarding any matter on
this agenda that the City received after issuing the agenda packet, are available for public inspection in
the City Clerk's office during normal business hours. Such Documents may also be posted on the City's
website at www.elsegundo.org and additional copies will be available at the City Council meeting.
Unless otherwise noted in the Agenda, the Public can only comment on City - related business that is
within the jurisdiction of the City Council and /or items listed on the Agenda during the Public
Communications portions of the Meeting. Additionally, the Public can comment on any Public Hearing
item on the Agenda during the Public Hearing portion of such item. The time limit for comments is five (5)
minutes per person.
Before speaking to the City Council, please come to the podium and state: Your name and residence
and the organization you represent, if desired. Please respect the time limits.
Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk
or City Manager's Office at least six days prior to the City Council Meeting (by 2:00 p.m. the prior
Tuesday). The request must include a brief general description of the business to be transacted or
discussed at the meeting. Playing of video tapes or use of visual aids may be permitted during meetings if
they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five
(5) minutes in length.
In compliance with the Americans with Disabilities Act, if you need special assistance to
participate in this meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the
meeting will enable the City to make reasonable arrangements to ensure accessibility to this
meeting.
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, AUGUST 18, 2009 — 5:00 P.M.
Next Resolution # 4611
Next Ordinance # 1432
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.
SPECIAL ORDER OF BUSINESS:
Appoint Jack Wayt (City Manager) to represent the City as labor negotiator of the
unrepresented management/confidential employees (City employees who are not
members of bargaining units).
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; as follows:
CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code
§54956.9(a) -0- matter
CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Government Code §54956.9(b): -0-
potential case (no further public statement is required at this time); Initiation of litigation
pursuant to Government Code §54956.9(c): -0- matter.
DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): - 0- matters
CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -1
matters
City Negotiators: City Manager Jack Wayt, Employee Organizations: unrepresented
management/confidential employees (City employees who are not members of
bargaining units).
CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): - 0-
matter
SPECIAL MATTERS: - 0- matter
2 O07
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. Any writings or documents given to a majority of the City Council regarding any matter on
this agenda that the City received after issuing the agenda packet, are available for public inspection in
the City Clerk's office during normal business hours. Such Documents may also be posted on the City's
website at www.elsegundo.org and additional copies will be available at the City Council meeting.
Unless otherwise noted in the Agenda, the Public can only comment on City - related business that is
within the jurisdiction of the City Council and /or items listed on the Agenda during the Public
Communications portions of the Meeting. Additionally, the Public can comment on any Public Hearing
item on the Agenda during the Public Hearing portion of such item. The time limit for comments is five (5)
minutes per person.
Before speaking to the City Council, please come to the podium and state: Your name and residence
and the organization you represent, if desired. Please respect the time limits.
Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk
or City Manager's Office at least six days prior to the City Council Meeting (by 2:00 p.m. the prior
Tuesday). The request must include a brief general description of the business to be transacted or
discussed at the meeting. Playing of video tapes or use of visual aids may be permitted during meetings if
they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five
(5) minutes in length.
In compliance with the Americans with Disabilities Act, if you need special assistance to
participate in this meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the
meeting will enable the City to make reasonable arrangements to ensure accessibility to this
meeting.
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, AUGUST 18, 2009 - 7:00 P.M.
Next Resolution # 4611
Next Ordinance # 1432
7:00 P.M. SESSION
CALL TO ORDER
INVOCATION — Father Alexei Smith, Russian Orthodox Church
PLEDGE OF ALLEGIANCE — Council Member Carl Jacobson
:003
PRESENTATIONS
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 (PUBLIC HEARING)
C. UNFINISHED BUSINESS
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.
4 004
1. Warrant Numbers 2573018 to 2573244 on Register No. 21 in the total
amount of $1,521,936.97 and Wire Transfers from 07/24/09 through 08/06/09
in the total amount of $2,017,380.66.
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.
2. Regular City Council Meeting Minutes of August 4, 2009.
Recommendation — Approval.
3. Consideration and possible action regarding the acceptance of the Brett
Field and Softball Field Lighting at 339 Sheldon St. — Project No. PW 08 -15.
(Fiscal Impact: $291,384.96)
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.
4. Consideration and possible action to approve plans and specification and
to authorize staff to solicit bids for the installation of a storm drain
infiltration structure adjacent to 1815 Maple Avenue. Project No. PW 09 -12
(Fiscal Impact: $40,000.00)
Recommendation — (1) Approve plans and specifications; (2) Authorize staff to
solicit bids for the storm drain and infiltration structure; (3) Alternatively, discuss
and take other action related to this item.
5. Consideration and possible action to engage in cooperative purchasing
with the National Joint Powers Alliance (NJPA) Contract #011707 to
purchase modular ergonomic office furniture and storage; waive
purchasing procedures and authorize purchase of furnishings for
EOC /training room from Tangram Interiors for the new Fire Station #2
project. (Fiscal Impact: $110,000.00)
Recommendation — (1) Pursuant to El Segundo Municipal Code § 1 -7 -11
authorize the City Manager to join into the National Joint Powers Alliance
(NJPA), competitively solicited Contract #011707, for furniture with Steelcase
(manufacturer); (2) Waive purchasing bid procedures pursuant to El Segundo
Municipal Code § 1 -7 -10 and authorize the City Manager to purchase furnishings
from authorized distributor /installers Tangram Interiors, in a total amount not to
exceed $110,000.00; (3) Alternatively, discuss and take other action related to
this item.
5 005
6. Consideration and possible action regarding approval of a Professional
Services Agreement between the City of El Segundo and independent
contractor Ella Sotelo to provide services as the Los Angeles 9 -1 -1 County
Coordinator. (Fiscal Impact: None)
Recommendation — (1) Authorize the City Manager to execute a Professional
Services Agreement approved by the City Attorney with independent contractor
Ella Sotelo to provide services as the Los Angeles 9 -1 -1 County Coordinator; (2)
Approve appropriations in an amount not to exceed $170,000 per year for
services provided by the Los Angeles 9 -1 -1 County Coordinator as set forth in
Exhibit "A "; (3) Authorize the City Manager to execute extension options in the
Professional Services Agreement; (4) Authorize the Manager of the
Communications Center to approve invoices for payment, State of California
Reimbursement Claim Support Document (TD- 290A), and State of California
Reimbursement Claim (TD -290) forms; (5) Alternatively, discuss and take other
action related to this item.
7. Consideration and possible action regarding award of contract to Big West
Construction Corporation for construction related to Group 37 (22 homes)
of the City's Residential Sound Insulation Program. (RSI 09 -14). (Fiscal
Impact: $685,582)
Recommendation — (1) Award a contract to Big West Construction Corporation
for construction related to Group 37 of the Residential Sound Insulation Program;
(2) Authorize the City Manager to execute a contract in a form approved by the
City Attorney; (3) Alternatively discuss and take other action related to this item.
8. Consideration and possible action regarding obtaining a special permit
from the City Council to approve Chekesha Palmer, a sole proprietor doing
business as Smallchek Enterprises, to peddle ice cream, miscellaneous
packaged snacks, and small toys while driving an ice cream truck in the
City. (Fiscal Impact: None)
Recommendation — (1) Authorize approval of the permit and issue a business
license; (2) Alternatively, discuss and take other action related to this item.
CALL ITEMS FROM CONSENT AGENDA
6 0 06
F. NEW BUSINESS
9. Consideration and possible action to receive and file the FY 2009 -2010
Preliminary Operating Budget. (Fiscal Impact: None)
Recommendation — (1) Receive and file the FY 2009 -2010 Preliminary Operating
Budget; (2) Publish announcements of the key budget dates: a) Public Hearing
September 1, 2009, 7:00 p.m. and b) Continued Public Hearing and Adoption
September 15, 2009, 7:00 p.m.; (3) Alternatively, discuss and take other action
related to this item
G. REPORTS — CITY MANAGER
H. REPORTS — CITY ATTORNEY
I. REPORTS — CITY CLERK
J. REPORTS — CITY TREASURER
K. REPORTS — CITY COUNCIL MEMBERS
Council Member Brann —
Council Member Fisher —
Council Member Jacobson —
Mayor Pro Tern Busch —
Mayor McDowell —
7
00
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 se g.) for the purposes of conferring with the City's Real Property
Negotiator; and /or conferring with the City Attorney on potential and /or existing litigation; and /or
discussing matters covered under Government Code Section §54957 (Personnel); and /or conferring with
the City's Labor Negotiators.
REPORT OF ACTION TAKEN IN CLOSED SESSION (if required)
ADJOURNMENT
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CITY OF EL SEGUNDO
PAYMENTS BY WIRE TRANSFER
07/24/09 THROUGH 08/6/09
Date
Payee
Amount
Description
7/24/2009
Federal Reserve
250.00
Employee Savings Bond
7/24/2009
State of CA
932.62
Child support withholdings
7/24/2009
Nationwide EFT
37,166.97
457 payment
7/24/2009
UBOC
4,780.41
PARS payment
7/24/2009
Manufacturers & Traders
64,198.67
457 payment
7/29/2009
CalPERS
324,435.82
Retirement payment
7/30/2009
ICRMA
699,057.00
Liability and Workers Comp Premium
7/31/2009
Siemens
44,837.50
Qrtly Energy Payment
7/31/2009
Cal Infrastructure Bank
403,334.29
Infrastructure Payment
8/3/2009
Pitney Bowes
1,000.00
Library Postage
8/3/2009
Health Comp
7,972.49
Weekly claims
8/5/2009
CalPERS
412,454.11
Health premium
8/5/2009
UNUM
480.00
LTD
7/24 - 8/06/09
Workers Comp Activity
16,480.78
SCRMA checks issued
2,017,380.66
DATE OF RATIFICATION: 8/18/09
TOTAL PAYMENTS BY WIRE:
Certified as to the accuracy of the wire transfers by:
—Y��
Deputy City Tr surer
fo /O
Date
P/(0/061
Date
<Y11016
Date
2,017,380.66
Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo.
P: \City Treasurer \Wire Transfers\2009 \Wire 2009 Qtr 3rd \Wire Transfers 8 -6.xls
0 0
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, AUGUST 4, 2009 — 5:00 P.M.
5:00 P.M. SESSION
CALL TO ORDER — Mayor McDowell at 5:00 p.m.
ROLL CALL
Mayor McDowell
- Present
Mayor Pro Tern Busch
- Present
Council Member Brann
- 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.
SPECIAL ORDER OF BUSINESS:
Appointment of Jack Wayt (City Manager) to represent the City as labor
negotiators of unrepresented executive management employees.
MOTION by Mayor Pro Tern Busch, SECONDED by Council Member Fisher to appoint
Jack Wayt, City Manager, to represent the City as labor negotiators of unrepresented
executive management employees. MOTION PASSED BY UNANIMOUS VOICE
VOTE. 5/0
Mark Hensley, City Attorney, stated that the Council would be meeting in closed session
pursuant to items identified on the agenda and that the Government Code §54956.9(b)
item related to a Firefighters' Association grievance regarding medical benefits.
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- matter
MINUTES OF THE REGULAR CITY COUNCIL MEETING
AUGUST 4, 2009
PAGE NO. 1
Uli
Adam Garancovsky vs. City of El Segundo, LASC Case No. AHM0121594.
CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Government Code §54956.9(b): -1-
potential case (no further public statement is required at this time); Initiation of litigation
pursuant to Government Code §54956.9(c): -0- matter.
DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): - 0- matters
CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -1-
matters
Unrepresented executive management (Police Chief; Human Resources Director).
City's Representative: Jack Wayt.
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
AUGUST 4, 2009
PAGE NO. 2
012
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, AUGUST 4, 2009 - 7:00 P.M.
7:00 P.M. SESSION
CALL TO ORDER — Mayor McDowell at 7:00 p.m.
INVOCATION — Justin Beck, Calvary Chapel
PLEDGE OF ALLEGIANCE — Council Member Bill Fisher
PRESENTATIONS — No ceremonial presentations
ROLL CALL
Mayor McDowell - Present
Mayor Pro Tern Busch - Present
Council Member Brann - Present
Council Member Fisher - Present
Council Member Jacobson - Present
PRESENTATIONS —
a. Presentation from Beach Cities Transit Update, Line 109 — Gwendolyn Parker,
Beach Cities Transit Representative
PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per
person, 30 minute limit total) Individuals who have received value of $50 or more to
communicate to the City Council on behalf of another, and employees speaking on
behalf of their employer, must so identify themselves prior to addressing the City
Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250.
While all comments are welcome, the Brown Act does not allow Council to take action
on any item not on the agenda. The Council will respond to comments after Public
Communications is closed.
Liz Garnholtz, Resident, spoke regarding the PERS system, legacy costs, and
overspending.
Dennis Short, Resident, spoke about putting wood chips in the Dog Park, and asked
Council Member Fisher about helping him find computers to donate to a small town in
Mexico.
A. PROCEDURAL MOTIONS
Consideration of a motion to read all ordinances and resolutions on the Agenda
by title only.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
AUGUST 4, 2009
PAGE NO. 3
013
MOTION by Council Member Brann, SECONDED by Council Member Jacobson to read
all ordinances and resolutions on the Agenda by title only. MOTION PASSED BY
UNANIMOUS VOICE VOTE. 5/0
B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING)
1. Consideration and possible action to open a Public Hearing and adopt Resolution
finding the City to be in conformance with the annual Congestion Management
Program (CMP) and adopting the annual CMP Local Development Report, in
accordance with California Government Code Section 65089. (Fiscal Impact:
None)
Mayor McDowell stated this is the time and place hereto fixed for a Public Hearing
regarding adoption of a Resolution finding the City to be in conformance with the annual
Congestion Management Program (CMP) and adopting the annual CMP Local
Development Report, in accordance with California Government Code Section 65089.
Clerk Mortesen stated that proper notice was completed and no written communication
had been received by City Clerk's Office.
Greg Carpenter, Planning and Building Safety Director, gave a report.
MOTION by Council Member Jacobson, SECONDED by Council Member Fisher to
close the public hearing. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0
MOTION by Mayor Pro Tern Busch, SECONDED by Council Member Brann to adopt
Resolution No. 4608 finding the City to be in compliance with the Congestion
Management Program (CMP) and adopting the Local Development Report pursuant to
Government Code § 65089. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0
2. Consideration and possible action to conduct a Public Hearing on the operating
and capital outlay requests up to $25,000 in the existing Citizens Option for
Public Safety (COPS) Supplement Law Enforcement Services Fund (SLESF)
account by the Chief of Police. The grant requires that expenditures will be
utilized to supplement "front line law enforcement" (includes hiring officers,
funding special enforcement details, and purchasing equipment). (Fiscal Impact:
$25,000 from COPS grant fund)
Mayor McDowell stated this is the time and place hereto fixed for Hearing on the
operating and capital outlay requests up to $25,000 in the existing Citizens Option for
Public Safety (COPS) Supplement Law Enforcement Services Fund (SLESF) account
by the Chief of Police. The grant requires that expenditures will be utilized to
supplement "front line law enforcement" (includes hiring officers, funding special
enforcement details, and purchasing equipment). Clerk Mortesen stated that proper
notice was completed and no written communication had been received by City Clerk's
Office.
MINUTES OF THE REGULAR CITY COUNCIL MEETING
AUGUST 4, 2009
PAGE NO. 4
014
Bob Turnbull, Captain, gave a report.
MOTION by Mayor Pro Tern Busch, SECONDED by Council Member Jacobson to close
the public hearing. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0
MOTION by Council Member Brann, SECONDED by Council Member Fisher to adopt
Resolution No. 4609 providing for the implementation of the Citizens Option for Public
Safety (COPS) Program. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0
C. UNFINISHED BUSINESS
3. Consideration and possible action regarding 1) Adoption of a Resolution
providing a Designated Retirement Period for Government Code Section 20903,
Two Years Additional Service Credit and 2) Certification of Compliance with
Government Code Section 20903. (Fiscal Impact: N /A)
Bob Hyland, Director of Human Resources, gave a report.
MOTION by Mayor Pro Tern Busch, SECONDED by Mayor McDowell to adopt
Resolution No. 4607 providing a designated retirement period for Section 20903, two
years additional service credit and certify compliance with Government Code Section
20903. MOTION PASSED BY THE FOLLOWING VOICE VOTE: AYES: MAYOR
MCDOWELL, MAYOR PRO TEM BUSCH, COUNCIL MEMBERS BRANN AND
FISHER; NOS: NONE; ABSENT: NONE; ABSTAIN: COUNCIL MEMBER JACOBSON.
4/0/1
D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS
4. 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 Mayor Pro Tern Busch, SECONDED by Council Member Fisher 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.
5. Approved Warrant Numbers 2572791 to 2573017 on Register No. 20 in the total
amount of $3,781,844.57 and Wire Transfers from 07/10/09 through 07/23/09 in
the total amount of $7,670,489.72. Authorized staff to release. Ratified: Payroll
MINUTES OF THE REGULAR CITY COUNCIL MEETING
AUGUST 4, 2009
PAGE NO. 5
015
and Employee Benefit checks; checks released early due to contracts or
agreement; emergency disbursements and /or adjustments; and wire transfers.
6. Approved Regular City Council Meeting Minutes of July 21, 2009.
7. Received and filed report without objecting to a new Alcoholic Beverage Control
(ABC) license for on -site sale and on -site consumption of alcohol (Type 41 — On-
Sale Beer and Wine) at a new restaurant located at 400 North Sepulveda
Boulevard (Rubio's Fresh Mexican Grill), EA No. 840 for AUP No. 09 -05.
Applicant: Jimmy Comerford /Rubio's Fresh Mexican Grill. (Fiscal Impact: N /A)
8. Awarded standard Public Works Contract No. 3970 to the lowest responsible
bidder, International Pavement Solutions, Inc., for rehabilitation of Sycamore
Park Playground (southeast corner of Sycamore Avenue and California Street)
Approved Capital Improvement Project. Project No. PW -09 -07 (Fiscal Impact:
$106,006.00) Authorized the City Manager to execute the Contract in a form
approved by the City Attorney with International Pavement Solutions, Inc., in the
amount of $106,006.00.
9. PULLED FOR DISCUSSION BY MAYOR PRO TEM BUSCH
10. PULLED FOR DISCUSSION BY COUNCIL MEMBER JACOBSON
11. PULLED FOR DISCUSSION BY COUNCIL MEMBER JACOBSON
12. Authorized a change to the existing Contract No. 3971 with Wyle Laboratories,
Inc., awarded a contract extension to Wyle Laboratories, Inc. for Design and
Testing Services, and adopted of a minor amendment to homeowner agreements
(requiring property owners to reimburse the City $100 for expenses incurred for
failing to disclose significant code violations and /or unfinished, ongoing or
pending construction related to the Residential Sound Insulation (RSI) Program.
(Fiscal Impact: $1,201,000) Authorized the City Manager to execute the contract
extension in a form approved by the City Attorney.
13. COUNCIL CONSENSUS TO PULL THIS ITEM - Consideration and possible
action regarding approval of a Third Amendment and Restated Joint Powers
Agreement "South Bay Cities Council of Governments" (a Joint Powers
Authority). (Fiscal Impact: None)
14. Adopted Resolution No. 4610 regarding the revision of Resolution No. 4601
updating the employer's contribution under the Public Employees' Medical and
Hospital Care Act for El Segundo Fire Fighters' Association. The revision is to
correct a clerical error made on the original resolution and staff report. (Fiscal
Impact: Included in adopted budget)
MINUTES OF THE REGULAR CITY COUNCIL MEETING
AUGUST 4, 2009
PAGE NO. 6
016
MOTION by Council Member Brann, SECONDED by Council Member Fisher to
approve Consent Agenda Items 5, 6, 7, 8, 12, and 14. MOTION PASSED BY
UNANIMOUS VOICE VOTE. 5/0
CALL ITEMS FROM CONSENT AGENDA
9. Consideration and possible action authorizing the City Manager to enter into a
funding agreement with the County of Los Angeles for the El Segundo Beach
Lifeguard Station Project (Fiscal Impact: $1.7 million grant from the County of
Los Angeles).
MOTION by Mayor Pro Tern Busch, SECONDED by Council Member Fisher to
authorize the City Manager to enter into Funding Agreement No. 3972 with the County
of Los Angeles for the El Segundo Beach Lifeguard Station Project (Fiscal Impact: $1.7
million grant from the County of Los Angeles). MOTION PASSED BY UNANIMOUS
VOICE VOTE. 5/0 1 think Jacobson abstained on this
10. Consideration and possible action to authorize the City Manager to execute five
(5) year contract, in a form approved by the City Attorney, with Nationwide
Environmental Services for street sweeping services city wide (Fiscal Impact:
$139,237.62 for fiscal year 2009 - 2010).
MOTION by Council Member Jacobson, SECONDED by Council Member Fisher to
authorize the City Manager to execute five (5) year contract extension, in a form
approved by the City Attorney, with Nationwide Environmental Services for street
sweeping services city wide. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0
11. Consideration and possible action regarding the acceptance of the Wayfinding
Signage Project various locations citywide — Project No. PW 08 -17. (Fiscal
Impact: $109,574.05)
Council Member Jacobson spoke regarding the placement of the sign poles in the
sidewalk and requested that in the future the poles be placed closer to the street with
the signs cantilevered.
MOTION by Mayor Pro Tern Busch, SECONDED by Council Member Brann to accept
as complete the Wayfinding Signage Project various locations citywide. Authorized the
City Clerk to file a Notice of Completion in the County Recorder's Office. MOTION
PASSED BY UNANIMOUS VOICE VOTE. 5/0
F. NEW BUSINESS
15. Consideration and possible action to review the water rate study, direct staff to
commence the Proposition 218 protest procedures regarding potential increases
to the City's water rates for FY 2009 -2010 through FY 2014 -2015 and set a
Public Hearing to consider an ordinance increasing water rates and fees. (Fiscal
MINUTES OF THE REGULAR CITY COUNCIL MEETING
AUGUST 4, 2009
PAGE NO. 7
017
Impact: $20,000 for the ballot mailing, Potential Fiscal Impact: Approximately
$3,640,000 loss in water revenue in FY 2009 -2010)
Dana Greenwood, Public Works Director, introduced Zeki Kayiran, AKM Consulting
Engineers.
Mr. Kayiran presented the water rate study and proposed potable water rate increases.
Council consensus to postpone this item until revised rate tables are prepared with
additional incentivizing tiers. Water rate increase protest ballot to be revised to delete
the check box, and include language that states the ballot must be complete to be valid.
16. Consideration and possible action regarding a staff analysis of potential revenue
impacts to the City due to the recently passed State budget. (Fiscal Impact:
General Fund ($1,024,446) State Gas Tax Fund ($276,818)
Deborah Cullen, Finance Director, gave a report.
Council consensus to receive and file report.
G. REPORTS — CITY MANAGER - NONE
H. REPORTS — CITY ATTORNEY - NONE
I. REPORTS — CITY CLERK - NONE
J. REPORTS — CITY TREASURER - NONE
K. REPORTS — CITY COUNCIL MEMBERS
Council Member Brann — Spoke regarding the many City services available to
the public.
Council Member Fisher — NONE
Council Member Jacobson — Spoke regarding the Police Association Car Show
on August 22, 2009.
Mayor Pro Tern Busch — Spoke regarding the upcoming Recreation Park drama
"Singing in the Rain."
Mayor McDowell — Spoke regarding scheduling an upcoming "Star Party."
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
MINUTES OF THE REGULAR CITY COUNCIL MEETING
AUGUST 4, 2009
PAGE NO. 8
(►18
Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250.
While all comments are welcome, the Brown Act does not allow Council to take action
on any item not on the agenda. The Council will respond to comments after Public
Communications is closed.
Liz Garnholz, resident, spoke regarding street sweeping services, water protest ballot,
wastewater treatment and security at the proposed Lifeguard Station.
Gail Church, resident, spoke in favor of additional tiers in the water rate tables.
MEMORIALS — NONE
CLOSED SESSION — NONE
ADJOURNMENT at 9:00 p.m.
Cindy Mortesen, City Clerk
MINUTES OF THE REGULAR CITY COUNCIL MEETING
AUGUST 4, 2009
PAGE NO. 9
019
EL SEGUNDO CITY COUNCIL
ACF.NDA STATEMENT
MEETING DATE: August 18, 2009
AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding the acceptance of the Brett Field and Softball
Field Lighting at 339 Sheldon St. — Project No. PW 08 -15. (Fiscal Impact: $291,384.96)
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.
ATTACHED SUPPORTING DOCUMENTS:
Notice of Completion
FISCAL IMPACT: Included in Adopted Budget
Amount Budgeted: $291,384.96
Additional Appropriation: No
Account Number(s): 301- 400 - 8202 -8995
Garcia Assistant City En ineer��
ORIGINATED BY: Dan Y g
REVIEWED BY: Dana Greenwood, Public ^rks Director
APPROVED BY: Jack Wayt, City Manal6l
BACKGROUND AND DISCUSSION:
On January 20, 2009 City Council awarded Ace Electric, Inc. a contract for $288,000.00 to
replace the field lighting at Brett and the Softball Fields for more energy efficient Musco
lighting. A change order was approved on July 20, 2009 to add the additional '/z cent sales tax
implemented in California for Measure R that was approved by voters. This change order was for
$2,092. An additional change order was approved on August 3, 2009 for $1,292.96 to
accommodate a repair on the lighting at Stevenson Field caused by a fly -ball while the
construction equipment and lighting experts were on site during this project's construction. The
total of the project is $291,384.96.
On July 13, 2009, staff inspected the completed project and recommends accepting the project as
complete. A notice of completion will be filed with the Los Angeles County Recorder's Office if
the City Council concurs.
W3
040
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: Brett Field and Softball Field Lighting Upgrades
Project No.: PW 08 -15
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 Park
5. A work of improvement on the property hereinafter described was field reviewed by the
City Engineer on July 13, 2009. The work done was: Brett and Softball Field Lighting
Upgrades at Recreation Park.
6. On August 18, 2009, 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: Ace Electric, 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
Park.
9. The street address of said property is: 339 Sheldon Street
Dated:
Dana Greenwood
Public Works Director
VERIFICATION
I, the undersigned, say: I am the Public Works Director 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 , 2009 at El Segundo, California.
Dana Greenwood
Public Works Director
Notice of Completions \PW 08 -17 0-1)1
EL SEGUNDO CITY COUNCIL MEETING DATE: August 18, 2009
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action to approve plans and specification and to authorize
staff to solicit bids for the installation of a storm drain and infiltration structure adjacent
to 1815 Maple Avenue. Project No. PW 09 -12 (Fiscal Impact: $40,000.00)
RECOMMENDED COUNCIL ACTION:
Recommendation — (1) Approve plans and specifications ; (2) Authorize staff to solicit
bids for the storm drain and infiltration structure; and (3) Alternatively discuss and take
other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
Maple at Nash Storm Drain Plan
FISCAL IMPACT: Included in Adopted Budget
Amount Budgeted: $40,000.00
Additional Appropriation: N/A
Account Number(s): 301- 400 - 8203 -8959
ORIGINATED BY: Dan Garcia, Assistant City Engineer
REVIEWED BY: Dana Greenwood, Public rks Director
APPROVED BY: Jack Wayt, City Manag r
BACKGROUND AND DISCUSSION:
The CIPAC 2008/2009 Final Report recommended implementing this project this fiscal year.
The original project included street improvements and the installation of a storm drain and
CIPAC recommended partially funding the project. After an adjacent private project
implemented this Best Management Practice design on a private project, staff evaluated the
technology and is recommending that this technology be employed in the public street to address
the existing ponding problem at this location.
By installing a 36 -inch diameter percolation well forty feet deep to intercept the localized low
flow water that collects on the north side of Maple Avenue, this design will provide a cost
effective interim solution that addresses this problem that has been persisting at this location for
some time. Eventually, when funds become available, a more comprehensive improvement can
be recommended that includes reconstruction of the pavement, curb, gutter and potentially a
second percolation well to provide additional percolation capacity. This project will only address
the immediate problem of ponding water on this part of Maple Avenue using the available
allotted funds for this project.
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EL SEGUNDO CITY COUNCIL MEETING DATE: August 18, 2009
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action to engage in cooperative purchasing with the National
Joint Powers Alliance (NJPA) Contract #011707 to purchase modular ergonomic office
furniture and storage; waive purchasing procedures and authorize purchase of furnishings
for EOC /training room from Tangram Interiors for the new Fire Station #2 project.
(Fiscal Impact: $110,000.00)
RECOMMENDED COUNCIL ACTION:
Recommendation - (1) Pursuant to El Segundo Municipal Code § 1 -7 -11 authorize the
City Manager to join into the National Joint Powers Alliance (NJPA), competitively
solicited Contract #011707, for furniture with Steelcase (manufacturer); (2) Waive
purchasing bid procedures pursuant to El Segundo Municipal Code § 1 -7 -10 and
authorize the City Manager to purchase furnishings from authorized distributor /installers
Tangram Interiors, in a total amount not to exceed $110,000.00; (3) Alternatively, discuss
and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
None
FISCAL IMPACT: Included in Adopted Budget
Amount Budgeted: $7,750,000.00
Additional Appropriation: N/A
Account Number(s): 301 - 400 - 8201 -8999 (Fire Station #2)
ORIGINATED BY: Mark Harrison, Captain � 't Iq
REVIEWED BY: Kevin S. Smith, Fire Chi
APPROVED BY: Jack Wayt, City Manag ri
BACKGROUND AND DISCUSSION:
In mid -2000, a Council sub - committee was formed that included a Council Member, the City
Manager and two department heads working with Chelsea Design Group, to establish design and
color standards for future City Hall improvements. Office furniture finishes were among the
areas established. The office furniture colors and patterns selected by the sub - committee and
approved by the City Council are manufactured by Steelcase and has been the standard
replacement furniture throughout City Hall and by the Fire Department at Station I since
creation of the standard in FY 2000 -2001.
Currently, the building of new Fire Station #2 is in underway as part of the City's approved
Capital Improvement Program budget. A portion of this project includes the need to procure five
(5) modular ergonomic workstations and storage for two offices. Additionally, the Emergency
Operations Center /training room requires tables, seating, and other visual aid work tools. Both
027
areas will require furniture to accommodate there functional uses. The furniture installation in
these areas will be performed by Tangram Interiors once the construction has been completed by
Gonzales Construction, Inc.
To complete this portion of the outfitting of the Fire Station #2 project, staff recommends
approval of use of the NJPA contract and issuance of purchase orders to Tangram Interiors in an
amount not to exceed $110,000.
028
EL SEGUNDO CITY COUNCIL
AGENDA STATEMENT
AGENDA DESCRIPTION:
MEETING DATE: August 18, 2009
AGENDA HEADING: Consent
Consideration and possible action regarding approval of a Professional Services
Agreement between the City of El Segundo and independent contractor Ella Sotelo to
provide services as the Los Angeles 9 -1 -1 County Coordinator. (Fiscal Impact: None.)
RECOMMENDED COUNCIL ACTION:
1. Authorize the City Manager to execute a Professional Services Agreement
approved by the City Attorney with independent contractor Ella Sotelo to provide
services as the Los Angeles 9 -1 -1 County Coordinator.
2. Approve appropriations in an amount not to exceed $170,000 per year for services
provided by the Los Angeles 9 -1 -1 County Coordinator as set forth in Exhibit "A."
3. Authorize the City Manager to execute extension options in the Professional
Services Agreement.
4. Authorize the Manager of the Communications Center to approve invoices for
payment, State of California Reimbursement Claim Support Document (TD- 290A), and
State of California Reimbursement Claim (TD -290) forms.
5. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
Scope of Services (Exhibit A)
State of California 9 -1 -1 Operations Manual, Chapter VIII — County Coordinator and
MSAG Responsibilities (Exhibit A -1)
Schedule of Rates (Exhibit B)
State of California 9 -1 -1 Operations Manual, Chapter III — Funding (Exhibit B -1)
State of California 9 -1 -1 County Coordinator Reimbursement Letter (Exhibit C)
FISCAL IMPACT: None at this time.
Amount Budgeted: $.00
Additional Appropriation: Not to exceed $170,000. Total compensation for such
services of the 9 -1 -1 County Coordinator will be fully reimbursed by the State of
California 9 -1 -1 Emergency Communications Office.
Account Number(s): 001- 400 - 3101 -6214
ORIGINATED BY: Max Phipps, Captai
REVIEWED BY: David Cummings, J Polic
APPROVED BY: Jack Wayt, City Manag rn�
BACKGROUND AND DISCUSSION:
The State of California has deemed it vital that each county in California have an individual
designated as the 9 -1 -1 County Coordinator and provides a funding source to staff such
a
I- '- J
positions. Some of the duties related to the 9 -1 -1 County Coordinator position are maintaining
the integrity of the 9 -1 -1 Master Street Address Guide (MSAG), disseminating information in a
uniform and timely manner to all Public Safety Answering Points (PSAPs), coordinating
between local telephone service providers, and assisting with the implementation and routing
decisions related to wireless 9 -1 -1 calls.
The State of California funds 9 -1 -1 County Coordinator positions and reimburses a sponsoring
agency up to $170,000 per year for approved travel, mileage and the Coordinator's salary. The
Professional Services Agreement approved by the City Attorney provides that funding for the
9 -1 -1 County Coordinator position is derived solely from the State of California's budget
allocation to the Office of the Chief Information Officer, Public Safety Communications
Division, 9 -1 -1 Emergency Communications Office. And further, the City is not obligated, under
any circumstances, to pay contractor in the event the City cannot be reimbursed by the State of
California.
The Los Angeles 9 -1 -1 County Coordinator works as an independent contractor through a host
city and furnishes all labor, supplies, materials, equipment, printing, vehicles, transportation, and
home office space. The duties of the 9 -1 -1 County Coordinator require travel throughout the
county, and therefore, the Coordinator maintains a home - office as a base of operations.
In 2001, the State of California certified Ms. Ella Sotelo, a retired member of the Pacific Bell
9 -1 -1 team, as Los Angeles County 9 -1 -1 Coordinator. The State 9 -1 -1 Emergency
Communications Office (911 Office) reimbursement process does not provide a mechanism to
directly reimburse an individual. Therefore, Ms. Sotelo is obligated to secure a public safety
agency to provide an administrative funding mechanism through which the State reimburses for
program expenditures. Since November 2005, the El Segundo Police Department has sponsored
Ms. Sotelo as an independent contractor and desires to continue that relationship.
The existing 9 -1 -1 network infrastructure was designed decades ago. Over the years, the network
has evolved to a complex and very costly patchwork of technology solutions added to the old
original infrastructure. The 9 -1 -1 Office recognizes the need for a statewide 9 -1 -1 network
strategy that incorporates emerging technologies with a more flexible, sophisticated, and cost
effective 9 -1 -1 network in California. The State 9 -1 -1 Office has undertaken the E9 -1 -1 Next
Generation Network Services Project (NG9 -1 -1) to redefine and advance future emergency
communication services.
The Los Angeles County 9 -1 -1 Coordinator will be directly involved in assisting Public Safety
Answering Points within the county during the development and implementation phases of NG9-
1-1 and future projects impacting the 9 -1 -1 system. Staff of the Police Department believes the
City will benefit by developing a professional relationship with the 9 -1 -1 Coordinator, and
therefore recommends the City continue to sponsor Ms. Sotelo as the Los Angeles County 9 -1 -1
Coordinator.
()
EXHIBIT A
Scope of Services
A. The CONTRACTOR will serve as the Los Angeles 9 -1 -1 County Coordinator.
CONTRACTOR must perform the duties set forth in the State of California, Office of the
Chief Information Officer, Public Safety Communications Division, 9 -1 -1 Emergency
Communication Office Operations Manual, Chapter VIII, County Coordinator and
MSAG Responsibilities. Chapter VIII of the 9 -1 -1 Operations Manual, is attached hereto
as Exhibit A -1 and incorporated herein by this reference. The specific duties to be
performed by the CONTRACTOR include, without limitation, the following:
1. Act as a central point of contact for the phone companies and the State 9 -1 -1 Office.
2. Act as liaison between the telephone companies and Public Safety Answering Points
(PSAP) within the county on issues related to call routing and jurisdictional
boundaries.
3. Prepare Emergency Service Numbers (ESN) assignments for jurisdictions within the
county.
4. Distribute ESN assignments to PSAPs in the county.
5. Arbitrate and resolve ESN boundary assignment problems between PSAPs.
6. Assign default ESNs on 9 -1 -1 trunk groups for telephone companies.
7. Annually review Master Street Address Guide (MSAG) printout for accuracy and/or
changes.
8. Correct ESN assignments on the MSAG printout.
9. Conduct training sessions for the PSAP staff (i.e., MSAG reconciliation and MSAG
change request form procedures).
10. Make copies of the MSAG or MSAG discrepancy list and distribute the list to each
jurisdiction within the county.
11. Collect MSAG change forms from the PSAPs and monitor their reconciliation
effort.
12. Review the MSAG change documents for accuracy and acquire the proper
signatures.
13. Update MSAG changes received from PSAPs through the MSAG maintenance
database.
14. Interface with the telephone companies for Automatic Location Identification (ALI)
updates, inserts, changes, deletions and trouble reports involving misrouted calls.
15. Conduct periodic countywide meetings for county PSAP representatives to discuss
items such as operational needs, MSAG, State policies and procedures, county
policies and procedures, a telephone company's network or equipment changes, etc.
16. Work with the State 9 -1 -1 Office staff, the California Highway Patrol (CHP) and
PSAPs, in the routing of wireless 9 -1 -1 calls.
031
EXHIBIT B
SCHEDULE OF RATES
A. CITY shall compensate CONTRACTOR for satisfactory performance of services
rendered and expenses incurred under this Agreement. Compensation for services rendered will
be based on the actual hours worked by CONTRACTOR at the hourly rates set forth below, in an
amount not to exceed One Hundred Fifty Thousand Dollars ($170,000) for the first contact year.
The maximum amount of compensation, hourly and expense rates for any extension(s)
thereafter shall be specified in a properly executed and authorized written amendment to this
Agreement.
B. The maximum amount of compensation or the rate of compensation may be
increased by written amendment to the Agreement at any time during the Agreement period
should the CITY receive notification, in writing, from the State of California that the annual
reimbursement commitment to the CITY has been increased.
Hourly Rates:
A. For the initial twelve (12) month period of this Agreement, the rate of
compensation to CONTRACTOR shall be Fifty -Eight Dollars ($59.00) per hour. This hourly rate
is inclusive of all overhead costs. If CONTRACTOR works less than one whole hour,
compensation will be prorated in quarter -hour increments.
B. For the second twelve (12) month extension option, the rate of compensation to
CONTRACTOR shall be Fifty -Nine Dollars ($60.00) per hour. This hourly rate is inclusive of
all overhead costs. If CONTRACTOR works less than one whole hour, compensation will be
prorated in quarter -hour increments.
C. For the third twelve (12) month extension option, the rate of compensation to
CONTRACTOR shall be Sixty Dollars ($61.00) per hour. This hourly rate is inclusive of all
overhead costs. If CONTRACTOR works less than one whole hour, compensation will be
prorated in quarter -hour increments.
D. For the forth twelve (12) month extension option, the rate of compensation to
CONTRACTOR shall be Sixty -One Dollars ($62.00) per hour. This hourly rate is inclusive of all
overhead costs. If CONTRACTOR works less than one whole hour, compensation will be
prorated in quarter -hour increments.
E. For the fifth twelve (12) month extension option, the rate of compensation to
CONTRACTOR shall be Sixty -Two Dollars ($63.00) per hour. This hourly rate is inclusive of
all overhead costs. If CONTRACTOR works less than one whole hour, compensation will be
prorated in quarter -hour increments.
032
Reimbursable Expenses:
A. Milea eg_ Rates:
CONTRACTOR shall be reimbursed for the direct costs of mileage for travel necessary to
perform the duties under this Agreement. Mileage will be reimbursed at a cents - per -mile rate in
an amount equal to the annual standard car mileage allowance as determined by the Internal
Revenue Service ( "IRS "). The current rate set by the IRS is $0.55 per mile, effective November
24, 2008.
B. Travel Rates:
CONTRACTOR shall be reimbursed for direct costs of transportation, lodging, meals, and
incidental expenses to undertake necessary out -of -town travel and/or overnight travel.
1. The class of air travel shall be limited to standard coach. The lack of seating on
flights is justification only in the event that the travel had to be undertaken on
very short notice through no fault of CONTRACTOR.
2. Meals and associated tips shall be limited to sixty -four dollars ($64.00) per day.
(El Segundo Revised Per Diem Reimbursable Rate, effective October 1, 2008.)
C. Other Rates:
1. Conference registration fees, and incidental expenses related to 9 -1 -1 County
Coordinator business, and, annual membership dues to the National Emergency
Number Association ( "NENA ") shall be reimbursed as outlined in pages 4 — 6 of
the State of California, Office of the Chief Information Officer, Public Safety
Communications Division, 911 Emergency Communications Office, 9 -1 -1
Operations Manual, Chapter III, Funding. Chapter III of the 9 -1 -1 Operations
Manual, is attached hereto as Exhibit B -1 and incorporated herein by this
reference.
Disallowed Expenses:
A. Should the State of California disallow any of the expenses submitted and refuse to
provide reimbursement, CITY will in turn disallow payment for those same expenses to
CONSULTANT. Immediately following notification of payment refusal from the State, the
disallowed expenses will be withheld by CITY from the next payment to CONSULTANT.
033
EXHIBIT A -1
9 -1 -1 OPERATIONS MANUAL
Chapter VIII, 9 -1 -1 County Coordinator
State Of California
9 -1 -1 OPERATIONS MANUAL
CHAPTER VIII, 9 -1 -1 COUNTY COORDINATOR
GOAL OF THE 9 -1 -1 OFFICE
VITAL ROLE OF THE 9 -1 -1 COUNTY COORDINATOR
MSAG
SHAPE FILES FOR ESN ASSIGNMENT
TWO PRINCIPAL FUNCTIONS OF THE 9 -1 -1 COUNTY COORDINATOR
Coordination of ESN Assignments For 9 -1 -1 Call Delivery
Coordination of 9 -1 -1 Related Activities To PSAPs
9 -1 -1 COUNTY COORDINATOR INTERACTION
9 -1 -1 COUNTY COORDINATOR TRAINING
9 -1 -1 COUNTY COORDINATOR REIMBURSEMENT
Vul.2
VI11.2
VI11.3
VI11.3
VIIIA
VIIIA
VIIIA
VI11.5
V111.5
VI11.5
VIII -1 034
9 -1 -1 OPERATIONS MANUAL
Chapter VIII, 9 -1 -1 County Coordinator
GOAL OF THE 9 -1 -1 OFFICE
The California 9 -1 -1 Emergency Communications Office (9 -1 -1 Office) administers California's
statewide 9 -1 -1 program pursuant to Government Code Sections 53100 et seq. The 9 -1 -1 Office, in
concert with all public safety agencies in the state, is dedicated to providing residents and visitors
the best emergency services possible. With a population approaching 40 million, the universality of
9 -1 -1 in California is imperative. That is, the accessibility of 9 -1 -1 services from every corner of the
state, from any communications device, by anyone in California is essential. The goal of the 9 -1 -1
Office is to enable public safety answering points (PSAPs) to provide the fastest, most reliable, and
cost - effective access to emergency services for any 9 -1 -1 caller in California.
VITAL ROLE OF THE 9 -1 -1 COUNTY COORDINATOR
Given the population and geographic dimensions of California, it is imperative that there be an
individual in each county designated as the 9 -1 -1 County Coordinator with the primary role of
coordinating the activities identified in this chapter that effectively facilitate accurate 9 -1 -1 call routing
throughout their county. Streamlining an accurate flow of 9 -1 -1 related information by means of an
assigned 9 -1 -1 County Coordinator in performing as one central contact for ESN assignment and
9 -1 -1 services coordination results in an impact to each county that may be measured by the fact
that, ultimately, lives will be saved as these activities contribute directly to providing fast and reliable
access to emergency services for any 9 -1 -1 caller in each county.
Historically, the 9 -1 -1 County Coordinator's main focus and principal activities were associated with
maintaining information in the Master Street Address Guide (MSAG) designed to provide accurate
9 -1 -1 call routing of wireline calls. Emerging technologies (wireless and Internet for example) have
expanded the scope of these activities to include coordinating efforts with wireline database
providers, wireless service providers (WSPs), wireless database providers, and various Voice Over
Internet Protocol (VoIP) providers on behalf of the county's PSAPs.
The 9 -1 -1 Office recognizes the essential role of the 9 -1 -1 County Coordinator in maintaining the
integrity of 9 -1 -1 caller information for accurate 9 -1 -1 call routing and performing as a central contact
point to PSAPs in their county to coordinate the 9 -1 -1 related activities as described in this chapter.
For most counties, performance of reimbursable tasks (as defined in this chapter) may be
accomplished as a part of their regular job, while various tasks may also be delegated to other
individuals. While one person is designated the 9 -1 -1 County Coordinator, tasks (MSAG, shape file
maintenance, wireless system maintenance, etc.) may be performed by other county or contracted
individuals as directed by the designated 9 -1 -1 County Coordinator. Tasks performed by a 9 -1 -1
Office approved 9 -1 -1 regional coordinator (for special projects), on behalf of multiple counties, are
reimbursable as 9 -1 -1 County Coordinator duties. The 9 -1 -1 Office provides reimbursement for
these activities as detailed in this Chapter and Chapter III, Funding, of the State of California 9 -1 -1
Operations Manual
4
VIII -2 035
9 -1 -1 OPERATIONS MANUAL
Chapter VIII, 9 -1 -1 County Coordinator
MSAG
The Master Street Address Guide (MSAG) is the information nucleus of the E9 -1 -1 system for
proper delivery of 9 -1 -1 calls that contains various database tables that catalog caller information.
Currently, there are MSAG database tables for three types of 9 -1 -1 call delivery, which includes
wireline, wireless, and VoIP. These tables store emergency service number (ESN) information as
provided by the 9 -1 -1 County Coordinator or their designee. An accurate ESN assignment ensures
the proper routing of a 9 -1 -1 call to the designated emergency agency responder with Automatic
Number Identification (ANI) and Automatic Location Identification (ALI) provided to the 9 -1 -1 call
taker. Currently, there are three types of MSAG database tables with distinctive records for data
entry by the 9 -1 -1 County Coordinator, as follows.
1. A wireline MSAG record contains street names, house number ranges, and communities (postal
and local, when different). Each range of house numbers on a street within jurisdictional
boundaries is assigned an ESN by the 9 -1 -1 County Coordinator. Telephone number records
contain a service address that is submitted to the MSAG for validation and appropriate ESN
assignment. The 9 -1 -1 County Coordinator interacts directly with the wireline database
providers (AT &T and Verizon) to maintain the accuracy of the MSAG.
2. The wireless MSAG record consists of the PSAP name, "wireless" to indicate the type of call, the
community name, and the wireless ESN. The 9 -1 -1 County Coordinator interacts with the 9 -1 -1
Office, AT &T, Verizon, the California Highway Patrol, the Wireless Database Providers, and
Wireless Services Providers (WSPs) to develop the information in these tables for initial
deployment of wireless calls directly to PSAPs. The 9 -1 -1 County Coordinator interacts directly
with WSPs and their database representative to maintain the accuracy of the wireless MSAG
following initial deployment. (NOTE: In the first stages of statewide wireless deployment,
Regional Wireless Coordinators worked on behalf of multiple 9 -1 -1 County Coordinators
performing these activities.)
3. The VoIP MSAG record consists of the PSAP name, , "VoIP" to indicate the type of call, the
community name, and the wireline ESN (designated by the 9 -1 -1 County Coordinator). The
wireline database providers (AT &T and Verizon) are responsible for building the VoIP shell
records in the MSAG.
As a result of various conditions in California (active population growth requiring new housing, the
evolving business climate, emerging technologies, and the dynamics of rural annexation), regular
maintenance is required to maintain an accurate MSAG.
SHAPE FILES FOR ESN ASSIGNMENTS
Shape files are a tool to depict ESN boundaries as an electronic map for a county. Shape files
contain polygon shapes of jurisdictions, the PSAP name, and the appropriate ESN information. The
9 -1 -1 County Coordinator, or their designee, is responsible for confirming the accuracy of ESN
assignments as depicted in a shape file.
VIII -3 036
9 -1 -1 OPERATIONS MANUAL
Chapter Vlll, 9 -1 -1 County Coordinator
TWO PRINCIPAL FUNCTIONS OF THE 9 -1 -1 COUNTY COORDINATOR
The 9 -1 -1 County Coordinator and /or their designee(s) is essential to maintaining the integrity of
accurate 9 -1 -1 call routing throughout their county in two principal functions: coordination of ESN
assignments for 9 -1 -1 call delivery and coordination of 9 -1 -1 related activities to PSAPs.
1) The following activities are essential to successful coordination of ESN assignments for 9 -1 -1
call delivery (wireline, wireless, VolP and other emerging technologies that impact 9 -1 -1 call
delivery) to PSAPs in their county and are reimbursable by the 9 -1 -1 Office as outlined in this
Chapter and according to the funding policies and procedures outlined in Chapter III, Funding:
a. perform as a central point of contact for the 9 -1 -1 database providers and the PSAPs within
the county on issues related to accurate call routing and jurisdictional boundaries;
b. receive new plans from local addressing authorities for ESN assignment and make
appropriate changes in the MSAG, as necessary;
c. prepare the ESN assignment for the jurisdictions within the county, as needed;
d. distribute ESN assignments to the PSAPs in the county;
e. arbitrate and resolve ESN boundary assignment problems between PSAPs and counties;
f. assign default ESN assignments on 9 -1 -1 trunk groups for database providers;
g. make and distribute copies of the MSAG, if needed, to each PSAP for possible discrepancy
review and correction;
h. collect misroute and ALI discrepancy change forms from the PSAPs, forward them to the
9 -1 -1 database providers, and monitor reconciliation effort with database providers;
i. review the MSAG change documents for accuracy;
j. forward MSAG change forms received from the PSAPs to the MSAG maintenance unit of the
database providers within two working days of receipt;
k. interface with the appropriate database providers for ongoing MSAG and shape file updates,
inserts, changes, deletions and trouble reports involving misrouted calls in a timely manner;
and,
I. participate in 9 -1 -1 related special projects (i.e., process development and implementation,
new technology testing, PSAP polling, training, etc.) where reimbursement may be
considered on a case -by -case basis (9 -1 -1 Office pre - approval required for reimbursement).
2) The following activities are essential to successful coordination of 9 -1 -1 related activities to
PSAPs (wireline, wireless, VolP and other emerging technologies that impact 9 -1 -1 call delivery)
in each county and are reimbursable by the 9 -1 -1 Office as outlined in this Chapter and
according to the funding policies and procedures outlined in Chapter III, Funding:
a. confirm accurate PSAP address information for email and US Postal Service mail in the
county and report this information to the 9 -1 -1 Office, as requested;
b. notify 9 -1 -1 Office of new PSAP Manager assignments with their contact information;
c. maintain an up -to -date PSAP email distribution list for the county;
d. forward 9 -1 -1 Office announcements, memos, letters via email to county PSAPs, when
requested;
e. process TD -280s for 9 -1 -1 network
• TD -280A for CLEC services (refer to Chapter IX, Competitive Local Exchange Carrier, at
http://www.documents.dias.ca.gov/td/91 1/td-280A.do c)
• TD -280W for wireless services;
f. perform as a coordinator between PSAPs, carriers, service providers, and the 9 -1 -1 Office
for 9 -1 -1 related activities pre- approved by the 9 -1 -1 Office (for example: process
development and implementation, new technology testing, PSAP polling, training);
g. perform as a coordinator of escalations and follow -up for wireline, wireless, and VolP
misroutes, ALI discrepancies, and correction to customer information;
h. attend 9 -1 -1 related meetings (9 -1 -1 Office pre - approval required for reimbursement);
VIII -4 0 3 7
9 -1 -1 OPERATIONS MANUAL
Chapter VIII, 9 -1 -1 County Coordinator
i. attend CALNENA quarterly meetings and annual conference;
j. cell sector mapping;
k. wireless maintenance testing; and,
I. conduct 9 -1 -1 related countywide meetings at least twice a year that are attended by PSAP
representatives to discuss various 9 -1 -1 related topics (9 -1 -1 Office pre - approval required for
reimbursement). The 9 -1 -1 Office may pre- approve the 9 -1 -1 County Coordinator's set up of
conference bridge services to accommodate the busy schedules of participants that cannot
justify the time away from their regular duties for travel, but recognize the benefits of
participating in these countywide meetings.
9 -1A COUNTY COORDINATOR INTERACTION
To effectively perform the tasks identified in this Chapter, the 9 -1 -1 County Coordinator is
encouraged to interact routinely with fellow 9 -1 -1 County Coordinators. In addition, County
Coordinators may interact with the following entities (in alphabetic order):
• 9 -1 -1 Office (California 9 -1 -1 Emergency Communications Office)
• Competitive Local Exchange Carriers (CLECs) -see Chapter IX, Competitive Local Exchange
Carriers
Database providers for 9 -1 -1 wireline services (AT &T and /or Verizon)
Database providers for 9 -1 -1 wireless services (Intrado and TCS)
Emergency Services Gateway (ESGW) providers
Federal Communications Commission (FCC)
Incumbent Local Exchange Carriers (ILECs)
• Local county addressing authorities
National Emergency Number Association (NENA) /CALNENA (California Chapter)
Public Safety Answering Points (PSAPs)
Voice Positioning Centers (VPCs) that maintain VoIP databases (HBF, Intrado, and TCS)
Wireless Service Providers (WSPs)
9 -1 -1 COUNTY COORDINATOR TRAINING
Training for the 9 -1 -1 County Coordinator is provided by various stakeholders, including the E9 -1 -1
database providers, the 9 -1 -1 Office and experienced 9 -1 -1 County Coordinators. The database
providers for wireline services have a process by which changes are made to the MSAG and will
train a 9 -1 -1 County Coordinator, as needed. The 9 -1 -1 Office is available to provide assistance
with reimbursement policies and procedures. Peer -to -peer 9 -1 -1 County Coordinator training is
highly recommended as it has proven most effective in providing new 9 -1 -1 County Coordinators
with a well- rounded understanding of the tasks involved in performing 9 -1 -1 County Coordinator
related activities.
In a collaborative effort, these various entities (experienced 9 -1 -1 County Coordinators, database
providers, and the State 9 -1 -1 Office) have collected information useful to a new 9 -1 -1 County
Coordinator as well as seasoned Coordinators and have agreed to coordinate training to individual
9 -1 -1 County Coordinators or groups. The information is collected from the participating entities
(mentioned above) by the 9 -1 -1 Office and provided in a binder provided by the State that is
designed to be a desk tool for the 9 -1 -1 County Coordinator. The informational binder and training is
provided to the 9 -1 -1 County Coordinators, upon request to the 9 -1 -1 Office.
9 -1 -1 COUNTY COORDINATOR REIMBURSEMENT
It is the policy of the 9 -1 -1 Office to reimburse 9 -1 -1 County Coordinators for documented costs
directly associated with activities identified in this Chapter and according to the funding policies and
procedures as outlined in Chapter III, Funding. Chapter III is included on the 9 -1 -1 Office website
and may be reached at: http://www.documents.dgs.ca.gov/td/91 I/Chapter1pd f
VIII -5 o 3 s
EXHIBIT B -1
State of California
9 -1 -1 OPERATIONS MANUAL
CHAPTER III - FUNDING
INTRODUCTION
Need More Information?
How to Communicate With Us
FUNDING POLICIES
"NEW" PUBLIC SAFETY ANSWERING POINT (PSAP)
AGENCY 9 -1 -1 EXPENSES FUNDING POLICY
9 -1 -1 Related Activities Eligible For Reimbursement
9 -1 -1 Expenses Eligible For Reimbursement
EDUCATION FUNDING POLICY
9 -1 -1 NETWORK SERVICES FUNDING POLICY
Eligible PSAP Network Services
CUSTOMER PREMISE EQUIPMENT (CPE) FUNDING POLICY
9 -1 -1 CPE Defined
Master Purchase Agreement for 9 -1 -1 CPE
CPE Funding Allotment
Residual Funds
CPE System Maintenance After Five Years
CPE Replacement Parts and Equipment Repairs
Standard 9 -1 -1 System
Service /Equipment Approval List For Residual Funds
CPE PROVISIONING FUNDING POLICY
Measured Call Volume
CPE Funding Level Calculations
GEOGRAPHIC INFORMATION SYSTEMS (GIS) FUNDING POLICY
GIS Funding Allotment
Authorized Use of GIS Allotment Funds
FUNDING PROCESSES FOR SERVICES & EQUIPMENT
9 -1 -1 System CPE Replacement or Certified Upgrade
9 -1 -1 System CPE Reimbursement Claim Process
9 -1 -1 System CPE Direct Funding Process
Geographic Information Systems (GIS)
GIS Reimbursement Claim Process
GIS Direct Funding Process
9 -1 -1 Network and Other 9 -1 -1 Services /CPE
Reimbursement Claim Process
Direct Funding Process
Agency 9 -1 -1 Expenses
Reimbursement Claim Process
STATEMENT OF WORK (SOW)
111.1
111.2
111.2
111.2
111.3
111.4
111.4
111.6
111.7
111.8
111.8
111.10
111.10
111.10
111.10
111.11
111.11
111.11
111.12
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111.14
111.14
111.14
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111.18
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111.23
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() 39
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
9 -1 -1 OPERATIONS MANUAL
CHAPTER III - FUNDING
INTRODUCTION
The administration of funding for equipment and services related to the answering of 9 -1 -1 calls is
based upon laws passed by the California State Legislature. Most of the pertinent code sections
relating to the reimbursement of 9 -1 -1 equipment and services can be found in the California Revenue
and Taxation Code Sections 41001 — 41176. In essence, the laws indicate that the State of
California, Department of General Services, Telecommunications Division, California 9 -1 -1
Emergency Communications Office (9 -1 -1 Office), shall manage the State Emergency Telephone
Number Account and reimburse agencies for equipment and services necessary for the delivery and
answering of 9 -1 -1 calls in the State of California. Section 41138 also provides authority to public
agencies to obtain equipment from any vendor; however, reimbursable costs cannot exceed those
that have been approved by the 9 -1 -1 Office.
The goal of the 9 -1 -1 Office is to enable each public safety answering point (PSAP) to provide the
fastest, most reliable, and cost - effective access to emergency services for any 9 -1 -1 caller in
California. The objective of this chapter is to provide definition of the 9 -1 -1 Office funding policies that
support this goal. For further clarification of these funding policies and procedures, please contact
9 -1 -1 Office staff as indicated below.
Need More Information?
ode, as well as applicable sections of the Government Code, are
The entire Revenue and Taxation C
included in the appendix of the State of California 9 -1 -1 Operations Manual. The manual and other
9 -1 -1 Office documents can be found on the 9 -1 -1 Office website, as follows:
www.td.dqs.ca.gov/services/911
To view the 9 -1 -1 Operations Manual upon reaching the 9 -1 -1 Office homepage, scroll down and
select "9 -1 -1 Operations Manual ".
How To Communicate With Us
A complete list of 9 -1 -1 Office staff including agency consultant assignment areas, email addresses
and telephone numbers may be viewed at our website address noted above. To view this list upon
reaching the Department of General Services (DGS) Telecommunications Division homepage, scroll
down (if necessary) and select "California 9 -1 -1 Emergency Communications Office ", scroll down and
select " 9 -1 -1 Staff Organization List ". Or, you may reach our office at the following telephone
numbers:
Telephone: (916) 657 -9207
FAX: (916).657 -9882
When corresponding with the 9 -1 -1 Office, please direct correspondence to:
State of California, Department of General Services
Telecommunications Division
California 9 -1 -1 Emergency Communications Office
601 Sequoia Pacific Boulevard, MS -911
Sacramento, CA 95811 -0231
111.2 040
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
"NEW" PUBLIC SAFETY ANSWERING POINT FUNDING POLICY
To be newly recognized as a funded public safety answering point (PSAP) and receive 9 -1 -1 Office
funding as a "new" PSAP, an agency must meet the funding criteria detailed below. Upon approval by
the 9 -1 -1 Office, start-up funding will be provided as defined below and as outlined throughout this
chapter. (Note: The 9 -1 -1 Office encourages public agencies to consider PSAP consolidation, when
appropriate, to most effectively use PSAP and 9 -1 -1 Office resources.)
Funding Criteria
The requesting agency must meet the following funding criteria.
1. Bea public agency as defined in Government Code Section 53101: "Public agency as used in
this article, means the State, and any city, county, city and county, municipal corporation, public
district, or public authority located in whole or in part within this State which provides or has
authority to provide firefighting, police, ambulance, medical, or other emergency services ".
2. Submit a letter to the 9 -1 -1 Office with the following:
a. description of the current 9 -1 -1 call processing procedures for the agency's jurisdiction;
b. confirm the requesting agency will be staffed with 9 -1 -1 call taker(s) and commit to answer
9 -1 -1 calls 24 hours per day, every day of the year, for at least five (5) years;
c. proposed benefits of funding by the 9 -1 -1 Office to improve emergency response to 9 -1 -1
callers in their jurisdiction with supporting documentation, such as emergency incident
reports; and,
d. commitment that the PSAP (when requesting agency is law enforcement) will support the
redistribution of wireless 9 -1 -1 calls from the California Highway Patrol (CHP) to the
requesting agency's PSAP by agreeing to accept wireless calls directly as a primary PSAP.
(Fire and emergency medical response agencies receive these calls via transfer as
secondary PSAPs.)
3. Complete an EMERGENCY NUMBER SYSTEM PLAN /AGREEMENT (TD -280, Rev. 2/08) with
signatures from participating PSAPs that agree to send /receive 9 -1 -1 calls to /from the requesting
agency; and, signatures of the Sheriff, or Police Chief, or Fire Chief, and Finance Officer to
acknowledge financial penalties that will be imposed by the 9 -1 -1 Office if the 5 -year commitment
is not met.
a. Subsequent to a detailed review of the documentation requested in criteria 1 and 2 above, the
TD -280 form will be initiated by the 9 -1 -1 Office consultant who will insert projected "start-up"
costs under "9 -1 -1 Office 5 -Year Funding Plan Costs ".
b. The TD -280 with "start up" costs provided will then be sent to the requesting agency as
"pending approval" until the form is completed by the PSAP and returned to the 9 -1 -1 Office
for final approval and a funding commitment.
Approved "Start-Up" Funding
Initial 9 -1 -1 Office "start up" funding for an approved "new' PSAP will be based on an evaluation of the
requesting agency's documented projected 9 -1 -1 call volume. Approved "new" PSAPs with an
estimated 9 -1 -1 monthly call volume of 800 or less will be funded as a 2- position "Standard System"
as defined in Chapter III, based on the selected vendor's contracted price quote, and the associated
tariffed network facilities (9 -1 -1 lines /trunks, ANI /ALI, and alternate answer).
111.3 041
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
AGENCY 9 -1 -1 EXPENSES FUNDING POLICY
With changing technology, new legislation, and an ongoing effort by all agencies for continued
improvement to California's 9 -1 -1 network, the 9 -1 -1 Office recognizes that 9 -1 -1 County
Coordinators, 9 -1 -1 Regional Coordinators, and PSAPs dedicate considerable resources to support
effective response to 9 -1 -1 callers in their community. It is the policy of the 9 -1 -1 Office to reimburse
for documented costs directly associated with this effort.
9-1 -1 Related Activities Eligible For Reimbursement
The following are activities that may be approved for reimbursement. Activities that require
pre - approval by the 9 -1 -1 Office before the expense is incurred are noted. Agencies may request
reimbursement for these expenses by following the reimbursement claim process provided at the end
of this chapter.
A. 9 -1 -1 County Coordinator and 9 -1 -1 Regional Coordinator efforts related to coordination of ESN
assignments for 9 -1 -1 call delivery as detailed in Chapter VIII of this manual are reimbursable.
B. 9 -1 -1 County Coordinator and 9 -1 -1 Regional Coordinator efforts related to coordination of 9 -1 -1
related activities to PSAPs as detailed in Chapter VIII of this manual are reimbursable.
NOTE for A & B: Reimbursement for contracted services, in lieu of reimbursement for the 9 -1 -1
County Coordinator's performance of these activities and 9 -1 -1 Regional Coordinator's
performance of these activities, requires prior written approval from the 9 -1 -1 Office. The
agency shall use their local procurement process when selecting a provider to perform 9 -1 -1
Coordinator activities. The request for prior approval shall include a cover letter on agency
letterhead and a copy of the entire contractor's bid. The proposed contract and /or the request
letter must provide a description of 9 -1 -1 activities to be performed and the objectives that must be
met by the contractor. The 9 -1 -1 Office will review the request and respond in writing to the
requesting agency with a COMMITMENT TO FUND (TD -288) form identifying contracted services
eligible for reimbursement from the 9 -1 -1 Office. Once reimbursement for a contractor is
approved, agencies may request reimbursement for these expenses by following the
reimbursement claim process provided at the end of this chapter.
C. 9-1-1 system certified upgrade or replacement - time spent on activities related to the procurement
of 9 -1 -1 customer premise equipment (CPE) that has been approved for funding by the 9 -1 -1
Office.
D. Training (PRE- APPROVAL REQUIRED) - time spent to travel to/from and attend specifically
defined 9 -1 -1 training that is pre- approved by the 9 -1 -1 Office and held within the State of
California. Documentation including a class agenda with a sign -in sheet showing the signatures of
attendees or a certificate of completion must be provided to confirm attendance.
E. Special meetings /projects (PRE- APPROVAL REQUIRED) - time spent to travel to /from location
and documented attendance at an advisory or project meeting requested by the 9 -1 -1 Office.
Documentation including a dated meeting agenda on agency letterhead and a sign -in sheet
showing the signatures of attendees must be provided to confirm attendance.
F. Countywide PSAP Manager's meeting (PRE- APPROVAL REQUIRED) - time spent to travel
to /from the meeting location and documented attendance. Documentation including a dated
meeting agenda on agency letterhead and a sign -in sheet showing the signatures of attendees
must be provided to confirm attendance.
G. CALNENA Annual Allotment (CAA) - each PSAP and the 9 -1 -1 County Coordinators may be
reimbursed up to $3000 per fiscal year (July 1 through June 30) for attendance at CALNENA
111.4 0 4 2-
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
sponsored activities within that fiscal year. Reimbursement may include time spent to travel
to /from the meeting location and documented attendance, as well as items listed below. There is
no limit to the number of individuals (employed by, or contracted with, the public agency) or the
number of CALNENA sponsored events that may qualify for reimbursement within the CAA of
$3000. Agencies must follow their own travel policies and be prepared to provide the 9 -1 -1 Office
a copy of the agency policy. However, if no policy exists the State of California, Department of
Personnel Administration (DPA), travel policy will be applied. PRE - APPROVAL IS NOT
REQUIRED for use of the CAA for CALNENA sponsored events; however, the requirements for
reimbursement as defined in this Chapter must be adhered to in order to qualify for reimbursement
from the 9 -1 -1 Office.
W. Wireless Related Activities —All activities associated with deployment of wireless E9 -1 -1,
including, but not limited to: wireless routing, meetings, database, scheduling, testing, cutovers,
presentations, training, and escalations.
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Chapter III — Funding
9-1 1 Expenses Eligible For Reimbursement
The following items associated with 9 -1 -1 expenses eligible for reimbursement may require
pre - approval (with exception of CALNENA sponsored events where the CALNENA Annual Allotment
will be used):
A. WAGES - Designated PSAP Managers, designated 9 -1 -1 County Coordinators, designated
9 -1 -1 Regional Coordinators, and PSAP designated individuals may be reimbursed
documented wages (straight time salary and benefits).
B. MILEAGE — Mileage may be reimbursed for documented mileage incurred while traveling to
pre- approved training and meetings. The rate of reimbursement will be based on the agency's
current documented policy for mileage reimbursement. If no policy is provided, the State of
California, DPA mileage reimbursement rates will be applied.
C. TRANSPORTATION — Transportation may be reimbursed for documented (receipts required)
transportation costs (air, railway, bus, rental car, tolls, and parking) incurred while traveling to
attend pre- approved training and meetings. The rate of reimbursement will be based on the
agency's current documented policy for transportation reimbursement. If no policy is provided,
the State of California, DPA transportation reimbursement rates will be applied.
D. LODGING — Lodging may be reimbursed for documented (receipts required) lodging expenses
incurred while traveling to attend pre- approved training or pre- approved meetings. The rate of
reimbursement will be based on the agency's current documented policy for lodging
reimbursement. If no policy is provided, the State of California, DPA lodging reimbursement
rate will be applied.
E. MEALS - Meals may be reimbursed for meal expenses incurred while performing
reimbursable activities as defined in this chapter. The rate of reimbursement will be based on
the agency's current documented policy for reimbursement of meals. If no policy is provided,
the State of California, DPA reimbursement rates for meals will be applied.
F. MEMBERSHIP - Annual membership to the National Emergency Number Association (NENA),
California Chapter (CALNENA) may be reimbursed by the 9 -1 -1 Office within the limits of the
CALNENA Annual Allotment (defined in this chapter). A current membership number must be
provided when requesting reimbursement.
G. REGISTRATION - Reimbursement for the cost of registration to attend the annual CALNENA
Conference and Trade Show and CALNENA quarterly meetings may be funded by the 9 -1 -1
Office within the limits of the CALNENA Annual Allotment (defined in this chapter).
H. INCIDENTAL EXPENSES - Expenditures related to the performance of reimbursable activities
(for example, printing costs for the dissemination of 9 -1 -1 related information to PSAPs by the
9 -1 -1 County Coordinator) may be funded by the 9 -1 -1 Office.
044
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9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
EDUCATION FUNDING POLICY
Funding by the 9 -1 -1 Office for public education materials and /or services for use in selected
advertising campaigns or community awareness events that is specifically focused on the proper use
of 9 -1 -1 may be available from the 9 -1 -1 Office. Pre - approval is required for all education funding
requests and each request will be evaluated on a case -by -case basis. The written request to the
9 -1 -1 Office for funding pre - approval must include:
1. a detailed description of the educational product and/or services provided and how they address
the proper use of 9 -1 -1;
2. a detailed list of costs for which the PSAP is seeking reimbursement; and,
3. a plan for presentation of the material (for example, a community safety day, booth at local fair, or
school events with a listing of schools and classes).
Unless purchases are made using a State contract, such as the California Multiple Award Schedule
(CMAS), a master purchase agreement (MPA), or a master service agreement (MSA) where the 9 -1 -1
Office may pay directly, all funding must be based on the Reimbursement Claim Process, Network
and Other 9 -1 -1 Services/CPE, outlined in this chapter.
The 9 -1 -1 Office does not fund general crime or safety education material.
III., 0415
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
9 -1 -1 NETWORK SERVICES FUNDING POLICY
Every telecommunications carrier offering local voice network (wireline and wireless) service in
California is required by the California Public Utilities Commission (CPUC) to provide customer
access to 9 -1 -1. Therefore, it is the policy of the 9 -1 -1 Office to provide cost recovery funding to
telecommunications carriers for delivery of wireline and wireless 9 -1 -1 services in the State of
California. Funding shall be contingent upon compliance with the National Emergency Number
Association (NENA) recommended standards; contingent upon compliance with the standards,
policies, and procedures defined by the 9 -1 -1 Office; and based on the CPUC tariff rates and State
contracted rates.
NOTE: Coordination for system moves and /or system replacement that impact network services must
be coordinated with all stakeholders including the PSAP manager, State 9 -1 -1 Office consultant,
equipment contractor, and network provider(s).
Eligible PSAP Network Services
The following items are eligible for 9 -1 -1 Office funding as stipulated. PSAPs must use either the
9 -1 -1 Network and Other 9 -1 -1 Services/CPE, Reimbursement Claim Process or the Direct Funding
Process, as indicated in parentheses () after each item below. Funding processes are outlined at the
end of this chapter.
10 -Digit Emergency Lines - Unlisted (Reimbursement Claim Process)
The 9 -1 -1 Office does not mandate or fund the publication of 10 -digit emergency numbers. PSAPs
may request reimbursement for two unlisted 10 -digit emergency lines. These lines shall be used to
answer transferred 9 -1 -1 wireline or wireless calls only. Calls answered on these lines shall be
answered in a similar manner and with the same priority as 9 -1 -1 lines. Any previously 9 -1 -1
Office- funded personal communications systems (PCS) or wireless 9 -1 -1 telephone lines will be
considered the non - published 10 -digit emergency lines. Funding includes installation, monthly
service, taxes, caller ID feature (where available), and telephone system line cards (new systems
only). If call traffic on these lines exceeds capacity, the 9 -1 -1 Office may fund additional lines after
verification of call traffic.
9 -1 -1 Telephone Lines /9 -1 -1 Trunks (Direct Funding Process)
The 9 -1 -1 Office will fund the number of 9 -1 -1 telephone lines necessary to answer emergency calls
at a P.01 grade of service (no more than one busy per 100 call attempts during a normal busy hour).
No less than two telephone lines per routing tandem will be funded at each PSAP. Funding will
include installation charges, monthly service, mileage charges and toll charges associated with the
answering and transferring of 9 -1 -1 calls. Additional justification must be included in requests with
excessive mileage (more than 50 miles) to connect a PSAP to a tandem switch. Installation and
monthly service for pre- approved relocated services will be funded, however the overlap in billing for
two locations is limited to a maximum of one month.
ALI Dial Backup Circuit (Direct Funding Process)
The purpose of the automatic location identification (ALI) dial backup circuit is to restore the ALI
database connection should the primary ALI retrieval circuit fail. An analog telephone line and
associated equipment (modem and cabling) will be funded. Funding for the analog telephone line will
include installation, equipment, toll and monthly service. Installation and monthly service for
pre- approved relocated services will be funded, however the overlap in billing for two locations is
limited to a maximum of one month.
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9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
ALI Retrieval Circuits (Direct Funding Process)
One digital ALI retrieval circuit with two virtual channels and the equipment necessary to connect this
circuit to the PSAP CPE will be funded per PSAP. Funding will include installation, equipment and
monthly service. Installation and monthly service for pre- approved relocated services will be funded,
however the overlap in billing for two locations is limited to a maximum of one month.
Alternate Answer Circuits (Direct Funding Process)
Requests for new alternate answer circuits will be funded by the 9 -1 -1 Office to provide an expedient
method to reroute 9 -1 -1 calls to the nearest appropriate PSAP in the event a PSAP's 9 -1 -1 telephone
system fails or the communications center is evacuated. Where feasible, alternate routing of calls
must be to an answer point that already has direct connectivity to the same tandem switch. If a PSAP
answers 9 -1 -1 calls from two or more tandems, the 9 -1 -1 Office may fund additional alternate routing
circuits necessary to deliver calls to more than one local PSAP. A letter of authorization from the
PSAP agreeing to answer rerouted calls must accompany any request for alternate answer funding.
These circuits shall not be used to reroute 9 -1 -1 call traffic for the purpose of sharing call workload
with other PSAPs. Changes to existing alternate answer configurations may be funded when caused
by circumstances beyond the control of the PSAP or when the PSAP location is moved; however, the
overlap in billing for two locations is limited to a maximum of one month.
CPE Maintenance Telephone Line (Direct Funding Process)
One analog telephone line for remote maintenance of customer premises equipment by a contractor
will be funded. Funding will include installation, equipment and monthly service.
Foreign Language Interpretation Services (Contact 9 -1 -1 Office Consultant)
The 9 -1 -1 Office will reimburse PSAPs for 9 -1 -1 foreign language interpretation services that meet the
requirement as outlined in Chapter VII, Foreign Language Interpretation.
Management Information System (Contact 9 -1 -1 Office Consultant)
A 9 -1 -1 network management information system (MIS) is the collection and display of 9 -1 -1 call
traffic statistics for the production of call traffic reports. The collection and display of 9 -1 -1 call traffic
statistics via a network MIS is funded by the 9 -1 -1 Office. Funding includes the data network
telephone lines, data processing, and archiving of collected data. This data is available for viewing by
any PSAP with access to the Internet. PSAPs without access to the Internet can receive paper copies
of various statistical reports from their 9 -1 -1 Office consultant. Connection to CARSNET ( Verizon
network) or FRNIS (AT &T network) for the production of call traffic reports is required by the 9 -1 -1
Office to determine annual customer premise equipment (CPE) allotment amounts for each PSAP.
To ensure State funding, it is the responsibility of the PSAP to verify with the network provider (AT &T
or Verizon) that their MIS connection is actively working.
111.9 047
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
It is the policy of the 944 Office to ensure high quality and best value for agencies in the
procurement and maintenance of 9 -1 -1 customer premise equipment (CPE) and services. To
accomplish this, the 9 -1 -1 Office staff will advise and support PSAPs in their efforts to procure 9 -1 -1
CPE that maximizes the ability of PSAP personnel to efficiently and effectively answer and direct
9 -1 -1 calls. To receive 9 -1 -1 Office funding, the PSAP must follow the funding process for the
reimbursement or direct funding as outlined in this chapter (refer to FUNDING PROCESSES FOR
SERVICES & EQUIPMENT, 9 -1 -1 System CPE Replacement or Certified Upgrade).
9 -1 -1 System CPE Defined
Includes all equipment and systems used within the PSAP 9 -1 -1 call taker work area (including the
9 -1 -1 equipment room /closet) to answer 9 -1 -1 calls. This includes, but is not limited to, 9 -1 -1 call
taker telephony computers, controllers, servers, cabling, and /or ancillary systems, services, and
products associated with the delivery of a 9 -1 -1 call.
Master Purchase Agreement (MPA) For 9 -1 -1 CPE
The State of California offers a Master Purchase Agreement (MPA) that provides PSAPs an effective
procurement method for system replacement or certified upgrade (where the existing CPE is certified
to function, as new, for an additional five years) of their 9 -1 -1 system CPE and services. The prices
listed on the MPA for equipment and services are the maximum allowable, and the price of systems
varies from contractor to contractor. PSAPs may be able to obtain price discounts or additional
equipment by soliciting price offers from different providers on the MPA contract, thus increasing the
buying power of their annual allotment. The MPA is located on our 9 -1 -1 Office website (a link is
provided in the Introduction of this chapter).
Use of the MPA is not mandatory; however, it offers direct funding by the 9 -1 -1 Office to the
contractor. PSAPs may use their local procurement processes and receive funding on a
reimbursement basis.
CPE Funding Allotment
In order to provide funding in an equitable manner throughout the State, the 9 -1 -1 Office has
established a CPE funding allotment calculation that is based on each PSAP's volume of 9 -1 -1 calls
using the CPE Provisioning Policy (provided in this chapter), the median prices obtained from the
CPE contract for a standard system, and the PSAP's 9 -1 -1 call taker staffing commitment. The CPE
funding allotment for each PSAP is designed to permit the PSAP to accrue funding, on an annual
basis, toward their next - replacement of a complete 9 -1 -1 system or certified upgrade (where the
existing CPE is certified to function, as new, for an additional five years). Upon receipt of a PSAP's
request for CPE funding, the 9 -1 -1 Office consultant will perform a 9 -1 -1 call traffic analysis and
calculate an annual CPE allotment eligibility amount.
For clarification, the CPE allotment eligibility amount stops accruing upon installation of the 9 -1 -1
system replacement or certified upgrade for which it was intended. Upon request by the PSAP for
their next system replacement or certified upgrade, the 9 -1 -1 Office will perform a new call volume
traffic analysis and calculate a new CPE allotment eligibility amount with a new accrual beginning the
first January after the last 9 -1 -1 system replacement or certified upgrade.
111.10 048
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
In an effort to provide flexibility to the PSAP for 9 -1 -1 related funding, PSAPs may request use of the
CPE allotment for a special purchase before system replacement or certified upgrade. Items that may
be eligible for funding are listed in the Standard 9 -1 -1 System items and the Service /Equipment
Approval List For Residual Funds provided in this chapter. However, when it is time to replace or
upgrade the PSAP's 9 -1 -1 system CPE, for which this annual CPE allotment is designed to fund, the
agency may be required to provide local funding if the remaining CPE allotment funds are insufficient
at that time.
For 9 -1 -1 Office budgeting purposes and to allow the PSAP adequate time to evaluate various 9 -1 -1
system CPE contractors, PSAPs should submit their request for 9 -1 -1 system CPE replacement or
certified upgrade and their plan for use of any residual funds to the 9 -1 -1 Office at least 12 to 18
months before planned installation.
Residual Funds
If the final cost for complete 9 -1 -1 system CPE replacement or certified upgrade is less than the
PSAP's CPE funding allotment eligibility amount, the remaining amount is referred to as residual
funds. These residual funds may be used for the purchase of additional 9 -1 -1 Office approved
equipment and services as detailed in the Service /Equipment Approval List For Residual Funds
provided in this chapter. Planning and subsequent request for use of these residual funds must take
place when the PSAP prepares and submits their purchase order (PO) package in accordance with
the Funding Process for 9 -1 -1 System Replacement or Certified Upgrade as outlined in this chapter.
All quotes and /or purchase orders for use of residual funds must be submitted to the 9 -1 -1 Office by
the last State recognized business day of the calendar year in which the system replacement or
certified upgrade was installed. (For further clarification of this requirement, please contact your
assigned 9 -1 -1 Office consultant.)
CPE System Maintenance After Five Years
Five years after installation of a 9 -1 -1 CPE system (which includes one year of system warranty and
four years of system maintenance), PSAPs may choose to enter into an agreement with a CPE
contractor for additional maintenance. Maintenance agreements are not automatic and 9 -1 -1 Office
funding requires pre - approval at least two months prior to the expiration of the "existing" agreement.
Maintenance costs that are directly billed to, or reimbursed by, the 9 -1 -1 Office will be deducted from
the PSAP's CPE allotment. Contact your 9 -1 -1 Office Consultant to determine the appropriate steps
required for pre - approval and subsequent funding by the 9 -1 -1 Office.
CPE Replacement Parts and Equipment Repairs
Funding will be provided for replacement parts and equipment repairs caused by normal use of the
equipment. PSAPs will not be required to submit for prior funding approval of replacement parts when
immediate replacement is necessary to restore normal operation of the CPE. PSAPs shall provide a
facility with adequate heating, cooling, ventilation, light, electrical supply and overload protection to
protect the equipment so that it may operate as intended by the manufacturer. Costs to repair
damage to equipment, caused by PSAP negligence or the lack of adequate facilities to house and
protect the equipment, shall be the responsibility of the PSAP. If an act of nature or other
circumstance causes damage to the equipment, and the PSAP has made a reasonable effort to
protect such equipment, the 9 -1 -1 Office will review and may approve funding requests for
replacement parts and equipment repairs. All requests for funding replacement parts and equipment
repairs for reasons other than those caused by normal use will be evaluated on a case -by -case basis.
111.11 1 049
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
Standard 9 -1 -1 System
A standard 9 -1 -1 system includes all 9 -1 -1 CPE and systems used within the communication center's
9 -1 -1 call taker work area (including the 9 -1 -1 equipment room /closet) in direct support of the delivery
of 9 -1 -1 calls to the 9 -1 -1 call taker. The elements of a standard 9 -1 -1 system, as competitively bid
and available on the current contract, are detailed below.
Standard 9 -1 -1 Call Taker Position — Intelligent Workstation (IWS), including:
1. Full Telephony Computer
2. 19" LCD Monitor
3. Mouse
4. Standard Keyboard
5. Keypad Dialer (if no phone set)
6. Phone Set (only if necessary for computer telephony integration)
7. Keyboard Arbitrator
8. Instant Recall Recorder
9. Uninterruptible Power Supply (UPS) For Call Taker Positions - fifteen (15) minutes
10. Automatic TDD/TTY Capability
Turnkey call processing system, including:
11. Two (2) UPS (one is redundant) serving all backroom equipment - fifteen (15) minutes (each)
12. Printer for ANI /ALI printing
13. Training for 9 -1 -1 call taker(s) and 9 -1 -1 call taker supervisor(s)
14. Enhanced CAMA trunks
15. Capability for third party contractor to remotely collect real time ANI /ALI /Call Detail Record Data
via a frame relay connection
16. Cabling
17. Dynamic ANI /ALI output interface to PSAP provided for CAD, GIS, MIS, etc.
'Wei
111.12
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
Service /Equipment Approval List For Residual Funds
A PSAP may request pre - approval from the 9 -1 -1 Office to use residual funds from their CPE funding
allotment (in accordance with requirements outlined in the CPE FUNDING POLICY, CPE Funding
Allotment of this chapter) to purchase additional 9 -1 -1 services and /or equipment from the list below
where the services and /or equipment will be used within the communication center's 9 -1 -1 call taker
work area (including the 9 -1 -1 equipment room /closet) and in direct support of the delivery of 9 -1 -1
calls to the 9 -1 -1 call taker. Documentation must be provided to describe how the service /equipment
will meet this requirement. Facility modifications and GIS related equipment must include justification,
project plan, and floor plans. All requests must include a detailed itemization of costs.
Funding for the items below must be requested at the time of system replacement or certified upgrade
in a concise plan for use of all CPE allotment funds and in accordance with the funding processes
outlined in this chapter. A 9 -1 -1 Office CPE ALLOTMENT SPENDING PLAN (TD -285) form must be
completed and submitted to the 9 -1 -1 Office before a COMMITMENT TO FUND (TD -288) form can be
prepared. The TD -285 form is provided on the 9 -1 -1 Office website and, when in Chapter III on the
website, the form may be downloaded from the following link:
hftr)://www.documents.dqs.ca.gov/td/91 1/TD-285.doc
1. Additional items from "Standard 9 -1 -1 System" as defined on previous page (111.12)
2. Automatic call distribution
3. Call Traffic Study
4. Computer memory/storage additions for 9 -1 -1 call taker telephony computer
5. Facility modifications necessary to accommodate 9 -1 -1 call taker workstations
6. Furniture - call taker workstation and chair
7. Geographical Information System (GIS) services, software, and equipment
8. Headsets
9. Logging recorder for 9 -1 -1 calls
10. Maintenance (extended CPE maintenance beyond the 5 year contract terms)
11. Management Information System (MIS) software and computer solely for 9 -1 -1 call management
information collection and reports
12. Move or removal of 9 -1 -1 intelligent workstation (IWS)
13. Moves, add and changes (MAC) to features of 9 -1 -1 call taker telephony computer
14. TDD/TTY testing (per NENA recommended standard)
111.13 1,'rJ
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
CPE PROVISIONING POLICY
It is the policy of the 9 -1 -1 Office to use measured 9 -1 -1 call volume to calculate PSAP 9 -1 -1 CPE
provisioning and subsequent CPE funding allocations at a level needed for the PSAP to answer 9 -1 -1
calls at a P.01 grade of service (no more than one busy per 100 call attempts during a normal busy
hour).
Measured Call Volume
The 9 -1 -1 Office accesses a PSAP's 9 -1 -1 trunk/line call volume statistics via an Internet based
management information system (MIS). PSAP connection to a State contracted MIS for the
production of call traffic reports is required by the 9 -1 -1 Office to determine a PSAP's provisioning
level for funding of eligible equipment and services. Call traffic associated with a major catastrophe,
natural disaster, and /or other abnormal call spikes will not be used as a basis for determining CPE
provisioning. PSAPs not connected to a State contracted MIS jeopardize their eligibility for funding
from the 9 -1 -1 Office. To confirm appropriate connection, PSAPs should contact their assigned 9 -1 -1
Office consultant.
CPE Funding Level Calculations
The 9 -1 -1 Office has established CPE funding allotment amounts at various funding levels that are
based on the quantity of 9 -1 -1 calls, including up to 20% of 9 -1 -1 calls that are abandoned before they
are answered, and emergency 9 -1 -1 calls transferred to the PSAP by the use of non - published
emergency lines. These 9 -1 -1 calls transferred to non - published lines may be added in the
calculation for FUNDING LEVEL ONE, TWO, THREE, and FIVE with the stipulation that the PSAP
can offer documentation supporting the status of these 9 -1 -1 transferred calls in a formal report with
statistics collected from an alternate MIS that monitors the traffic electronically or computer aided
dispatch (CAD) incident reports. (FUNDING LEVEL FOUR accounts for transferred 9 -1 -1 calls in the
formula provided.) All funding level calculations for PSAPs with a call volume of over 1200 calls per
month will be performed using the calculations for funding level four (typical busy hour) AND funding
level five (typical busy month). The calculation that provides the highest CPE funding amount for the
PSAP will be applied.
FUNDING LEVEL ONE - PSAPs that answer 1 to 300 emergency calls per month.
Established PSAPs that answer 300 or less 9 -1 -1 calls and emergency 7 -digit 9 -1 -1 transfer
calls, including up to 20% of total 9 -1 -1 calls that are abandoned before they are answered
during the typical busy MONTH, may be "grandfathered" at a minimum level of funding.
Continued funding for "grandfathered" systems will be assessed on a case -by -case basis as
each system is due for replacement or certified upgrade.
2. FUNDING LEVEL TWO - PSAPs that answer 301 to 800 emergency calls per month.
The CPE provisioning determination for this level is based on the total volume of 9 -1 -1 calls and
emergency 7 -digit 9 -1 -1 transfer calls answered at the PSAP, including up to 20% of total 9 -1 -1
calls that are abandoned before they are answered during the typical busy MONTH. The typical
busy month will be based on selection of the three highest call volume months over the previous
18 months, adding the total of the three selected months, then dividing the total by three.
3. FUNDING LEVEL THREE - PSAPs that answer 801 to 1200 emergency calls per month.
The CPE provisioning determination for this level is based on the total volume of 9 -1 -1 calls and
emergency 7 -digit 9 -1 -1 transfer calls answered at the PSAP, including up to 20% of total 9 -1 -1
calls that are abandoned before they are answered during the typical busy MONTH. The typical
busy month will be based on selection of the three highest call volume months over the previous
18 months, adding the total of the three selected months, then dividing the total by three.
111.14 054
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
4. FUNDING LEVEL FOUR — PSAPs that answer over 1200 emergency calls per month.
The CPE provisioning determination for this level is based on the volume of 9 -1 -1 calls and
emergency 7 -digit 9 -1 -1 transfer calls answered at the PSAP, including up to 20% of total 9 -1 -1
calls that are abandoned before they are answered during the typical busy HOUR. The 9 -1 -1
Office will use the following formula to determine the CPE provisioning level and funding
allotment amount based on the typical busy hour.
TYPICAL BUSY HOUR FORMULA: E = [(Nx2) (T +60 seconds)] /3600
E = estimated 9 -1 -1 call volume during busy hour measured in Erlangs
(one Erlang equates to one hour of call traffic)
N = number (or quantity) of 9 -1 -1 calls answered during typical busy hour,
including up to 20% abandoned calls
X2 = the N is doubled to account for emergency 7- digit 9 -1 -1 transfer calls
T = time (estimated average 9 -1 -1 call duration during typical busy hour)
+60 = call wrap -up time added to each counted call
/3600 = divided by number of seconds in one hour
EXCERPT FROM ERLANG B TABLE WHERE P =.01
POSITIONS 3 4 5 6 7 8 9 10 11 12 13 14 15
ERLANGS .46 .87 1.36 1.91 2.50 3.13 3.78 4.46 5.16 5.88 6.61 7.35 8.11
Example: Where a PSAP that answers an average of fifty (50) 9 -1 -1 calls during their typical
busiest hours and the average call time for these calls is 80 seconds, the formula would be
((50x2) x (80 +60)]13600 = 3.89 Eriangs of call traffic. From the above table excerpt the formula
calculates a result of 10 positions to handle between 3.78 and 4.46 Erlangs of call traffic at the
P.01 grade of service.
5. FUNDING LEVEL FIVE — PSAPs that answer over 1200 9 -1 -1 calls per month.
As an alternative to funding level four, that is based on the PSAP's typical busy hour, the CPE
provisioning determination for level five is based on the total number of 9 -1 -1 calls answered at
the PSAP, including up to 20% of total 9 -1 -1 calls that are abandoned before they are answered
during the averaged typical busy MONTH. The typical busy month will be based on selection of
the three highest call volume months over the previous 18 months, adding the total of the three
selected months, then dividing the total by three. The 9 -1 -1 Office will use the following formula,
based on the typical busy month, to determine the CPE provisioning level and funding allotment
amount for PSAPs with over 1200 9 -1 -1 calls during a typical busy month.
TYPICAL BUSY MONTH FORMULA: P = [(A/1000) + (B /2000]
P = CPE provisioning level
A = total answered 9 -1 -1 calls for the averaged typical busy month
11000 = divided by 1000
B = total abandoned 9 -1 -1 calls (up to 20% of total) during the
averaged typical busy month
/2000 = divided by 2000
Example: Where a PSAP averages 12,300 calls per month over a selected three months, this
number would be divided by 1000 to equal 12.3. Where the average number of abandoned calls
during the same selected months is 2100, this number would be divided by 2000 to equal 1.05.
The CPE provisioning level for this PSAP totals 13.35, which would be rounded up to 14.
0 G' 0
5 J
111.15
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
GEOGRAPHIC INFORMATION SYSTEM (GIS) FUNDING POLICY
In accordance with Federal Communications Commission (FCC) Order 94 -102, the 9-1-1 Office has
launched a project to implement enhanced 9 -1 -1 services for wireless telephone users throughout
California. A major emphasis of this project is the redistribution of Statewide wireless 9 -1 -1 call
volumes to local PSAPs from the California Highway Patrol (CHP) communications centers that
handle an overwhelming number of wireless 9 -1 -1 calls. As an incentive for PSAP participation in this
project that will significantly improve 9 -1 -1 wireless caller response time, the 9 -1 -1 Office will provide
participating PSAPs a one -time allotment for costs associated with implementation of a GIS. Primary
PSAPs that agree to answer wireless 9 -1 -1 calls directly or secondary PSAPs that receive transferred
wireless calls through the 9 -1 -1 network may request GIS funding by following the GIS
Reimbursement Claim Process or the GIS Direct Funding Process outlined at the end of this chapter.
GIS Funding Allotment
PSAPs approved for GIS funding will be provided a GIS allotment in accordance with the procedures
provided in this chapter. The GIS funding allotment is based on the PSAP's 9 -1 -1 call volume
statistics as determined by the CPE provisioning formulas outlined in this chapter. The one -time GIS
allotment may be used in current and future years.
Authorized Use of GIS Allotment Funds
PSAPs may use their GIS funding allotment for software, hardware and services necessary to provide
the 9 -1 -1 call taker with GIS mapping to be used for the display of Wireless Phase II latitude and
longitude of the person that has dialed 9 -1 -1. GIS expenditures submitted for funding must include a
GIS plan identifying the scope (task and /or item elements with a description of how the mapping
requirement will be met), schedule and resources (itemization of proposed costs). PSAPs may use
their GIS funding allotment for the following GIS related expenditures. The 9 -1 -1 Office will examine
funding requests for GIS related items not listed below on a case -by -case basis.
01. Aerial photographs
02. Application interface device
03. CAD integration
04. Computer
05. Computer hardware upgrades
06. Computer software upgrades
07. Computer software used to create /manipulate map datasets
08. Consulting services for GIS
09. Datasets (commercial map datasets where, as a minimum, the dataset must have road
centerlines and street address names and ranges)
10. Map maintenance
11. Map data conversion and installation
12. Monitors
13. Personnel time to build and maintain the PSAP portion of the GIS database, including
A. creation of new map dataset road centerlines using aerial photographs and /or global
positioning system (GPS) assisted data collection;
B. creation of public safety related map layers;
C. training; and,
D. verification of map dataset accuracy. Activities may include:
a. verification /correction of spatial street centerline data;
b. verification /correction of street address ranges, street names and spellings; and,
c. comparison, verification /correction of map dataset and /or Master Street Address Guide
(MSAG).
054
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9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
FUNDING PROCESSES FOR SERVICES AND EQUIPMENT
Public safety answering points (PSAPs) requesting 9 -1 -1 Office funds may use the reimbursement
process or the direct funding process.
Reimbursement
The reimbursement funding process provides the PSAP a vehicle to be compensated for 9 -1 -1 related
expenses that are pre- approved for funding by the 9 -1 -1 Office. Refer to AGENCY 9 -1 -1 EXPENSES
POLICY for services that may not require pre - approval. Invoices will be sent to and paid by the
PSAP. The PSAP may then submit a Reimbursement Claim (TD -290) form to the 9 -1 -1 Office.
Direct Funding
With prior approval from the 9 -1 -1 Office, the direct funding process allows the PSAP to order
equipment and services and have all invoices sent directly to the 9 -1 -1 Office. Direct funding requires
a State of California procurement method, such as a State master contract and /or California Multiple
Award Schedule (CMAS).
FUNDING PROCESSES (Step-By-Step)
In accordance with the funding policies provided in this chapter, four categories of services and
equipment (CPE, GIS, Network and Other 9 -1 -1 Seivices/CPE, and Agency 9 -1 -1 Expenses) are
provided on the following pages with detailed funding processes for reimbursement and direct
funding. PSAP Managers are encouraged to contact their 9 -1 -1 Office consultant for assistance with
these processes.
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9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
FUNDING PROCESS - 9 -1 -1 System CPE Replacement or Certified Upgrade
9-1-1 System CPE Reimbursement Claim Process
In accordance with the CPE FUNDING POLICY outlined in this chapter, PSAPs requesting
reimbursement for a complete 9 -1 -1 system CPE replacement or certified upgrade (where the existing
CPE is certified to function, as new, for an additional five years) may use the following CPE
Reimbursement Claim Process.
1. PSAP Requests Funding
The PSAP writes a letter to the 9 -1 -1 Office requesting a complete system replacement or
certified upgrade. For budgeting purposes, the initial request to upgrade or replace 9 -1 -1
equipment must be submitted to the 9 -1 -1 Office at least twelve months (18 months if feasible) in
advance of the anticipated installation date. The letter shall include:
A. an overview of requirements;
B. the PSAP's planned number of staffed 9 -1 -1 call taker positions;
C. the procurement process PSAP plans on using to obtain equipment and services (i.e.,
PSAP will perform a competitive bid or PSAP plans to use the DGS CPE Contract;
D. the desired installation date; and,
E. the name of the PSAP's finance administrator with authority to approve agency spending.
2. 9 -1 -1 Office Issues "Pre- Authorization Letter"
if the PSAP request meets the funding requirements outlined in this chapter, a "pre- authorization
letter" will be sent to the PSAP within eight weeks of the date the funding request letter was
received by the 9 -1 -1 Office and will detail the approved CPE allotment amount. The
pre- authorization letter will also detail the steps the PSAP must follow to obtain final purchase
approval from the 9 -1 -1 Office. If the PSAP funding request letter does not meet the funding
requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP for further information
within two weeks of the date the funding request letter was received by the 9 -1 -1 Office.
3. PSAP Chooses 9 -1 -1 System from the DGS 9 -1 -1 CPE MPA or Prepares Bid Specifications
Once pre- authorization is obtained from the 9 -1 -1 Office, the PSAP may choose to use the
current State 9 -1 -1 CPE master purchase agreement (M PA) or they may choose to use their
PSAP's competitive bid procurement process. PSAPs are encouraged to examine the functional
differences of available 9 -1 -1 systems, determine each contractor's ability to provide different
services, and obtain multiple price offers from contractors for systems with matching
configurations and functionality needed by the PSAP.
NOTE: Coordination for system moves and /or system replacement that impact network services
must be coordinated with all stakeholders including the PSAP manager, State 9 -1 -1 Office
consultant, equipment contractor, and network provider(s).
4. PSAP Submits a Statement of Work (SOW) or a Bid Response
Once the PSAP has selected a 9 -1 -1 system and has prepared a SOW or the PSAP has
prepared bid responses for a complete system replacement, the PSAP must submit a funding
request to the 9 -1 -1 Office with the following documentation.
A. Statement of Work with an itemization of all system replacement costs or bid specification
B. Completed 9 -1 -1 Office CPE ALLOTMENT SPENDING PLAN (TD -285) form. The TD -285
form is provided on the 9 -1 -1 Office website and, when in Chapter III on the website, the
form may be downloaded from the following link:
hftp://www.documents.d-qs.ca-clov/td/91 lfTD-285.doc
111.18 0 J Ci
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
5. 9 -1 -1 Office Issues a Commitment To Fund
If the PSAP request meets the funding requirements outlined in this chapter, a COMMITMENT
TO FUND (TD -288) form detailing the approved amount will be sent to the PSAP within four
weeks of the date the funding request was received by the 9 -1 -1 Office. If the PSAP letter does
not meet the funding requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP
for further information within two weeks of the date the funding request was received by the
9 -1 -1 Office.
6. The PSAP Purchases the 9 -1 -1 System CPE
The PSAP uses their procurement process to purchase the system and authorizes the contractor
to provide and install the equipment according to the conditions of their contract.
7. Contractor Invoices the PSAP
Upon satisfactory installation of equipment or service, the contractor will invoice the PSAP.
8. PSAP Submits Claim For Reimbursement
Upon payment of the invoice, the PSAP may submit a Reimbursement Claim (TD -290) form to
the 9 -1 -1 Office, including the previously approved TD -288 with appropriate 9 -1 -1 Office tracking
number, a document confirming the PSAP's acceptance date of the system, and copies of paid
invoices with proof of payment (e.g. copy of cancelled check).
9. 9 -1 -1 Office Reviews, Approves, and Reimburses PSAP
Upon receipt of a complete and accurate TD -290 with appropriate documentation, the 9 -1 -1
Office will review and approve the request within two weeks. The claim will be forwarded to the
Department of General Services, Office of Fiscal Services, for payment processing. This final
payment process may take up to 90 days.
111.19 057
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
9-1-1 System CPE Direct Funding Process
In accordance with the CPE FUNDING POLICY outlined in this chapter, PSAPs are required to follow
the procedures below when seeking State funding for a complete 9 -1 -1 system replacement or
certified upgrade where the PSAP uses a CMAS contract or current DGS 9 -1 -1 CPE MPA and
invoices will be sent by the contractor to the 9 -1 -1 Office for direct payment. PSAPs must follow their
own procurement processes when issuing a purchase order to procure 9 -1 -1 systems.
1. PSAP Requests Funding
The PSAP writes a letter to the 9 -1 -1 Office requesting a complete system replacement or
certified upgrade. For budgeting purposes, the initial request to upgrade or replace 9 -1 -1
equipment must be submitted to the 9 -1 -1 Office at least twelve months (18 months if feasible) in
advance of the anticipated installation date. The letter shall include:
A. an overview of requirements;
B. the PSAP's planned number of staffed 9 -1 -1 call taker positions;
C. the PSAP's choice of State procurement method (CMAS or current DGS 9 -1 -1 CPE MPA);
D. the desired installation date; and,
E. the name of the PSAP's finance administrator with authority to approve agency spending.
2. 9 -1 -1 Office issues "Pre- Authorization Letter"
If the PSAP request meets the funding requirements outlined in this chapter, a "pre- authorization
letter" will be sent to the PSAP within eight weeks of the date the funding request letter was
received by the 9 -1 -1 Office and will detail the approved allotment amount. The
pre- authorization letter will also detail the steps the PSAP must follow to obtain final purchase
approval from the 9 -1 -1 Office. If the PSAP funding request letter does not meet the funding
requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP for further information
within two weeks of the date the funding request letter was received by the 9 -1 -1 Office.
3. PSAP Chooses 9 -1 -1 System
9 -1 -1 O
Once pre- authorization is obtained from the Office, the PSAP is encouraged to examine
the functional differences of available 9 -1 -1 systems, determine each contractor's ability to
provide different services, and obtain multiple price offers from contractors for systems with
identical configurations and functionality needed by the PSAP.
Prices on the MPA contract are the maximum allowable. PSAPs may be able to obtain
additional price discounts and /or additional services and equipment (see Service /Equipment
Approval List For Residual Funds in this chapter) by obtaining price offers from different
contractors.
The PSAP is strongly encouraged to follow the steps listed below to choose a system.
A. Examine different CPE systems /contractors and obtain price offers (a detailed breakdown
of equipment, installation and maintenance costs) for systems with identical configurations.
B. Document a comparative analysis of systems evaluated.
C. Document selected system and why it was chosen.
058
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9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
4. Contractor Prepares Statement Of Work (SOW)
The selected contractor prepares a SOW detailing all deliverables for this installation. Please
refer to STATEMENT OF WORK at the end of this chapter. This document is important because
it insures that both the PSAP and the contractor agree on the elements necessary to meet the
needs of the PSAP. The PSAP may use the 9 -1 -1 Office website to compare price quotes
against current maximum contract prices for each CPE contract provider.
NOTE: Coordination for system moves and /or system replacement that impact network services
must be coordinated with all stakeholders including the PSAP manager, State 9 -1 -1 Office
consultant, equipment contractor, and network provider(s).
5. PSAP Prepares and Submits a Purchase Order (PO) Package
The 9 -1 -1 Office will assist the PSAP, as needed, in preparing a PO package. The PO
document shall serve as the legally binding procurement instrument between the PSAP agency
and the contractor. The PO package must include the following information.
A. SOW
B. Itemized list of all system elements
C. Unsigned PO, which must include:
a. the "ship to" address where the system will be installed;
b. the "bill to" address of the 9 -1 -1 Office for all applicable system elements approved for
funding;
c. a statement on the front of the PO stating, "The purchase, installation, and
maintenance of items identified in this purchase order shall comply exclusively with the
terms and conditions of (current 9 -1 -1 CPE MPA or CMAS contract number) and the
attached STATEMENT OF WORK."
d. a summary of costs on the PO document for the standard system replacement or
certified upgrade including equipment, installation, training, maintenance, and taxes;
e. a summary of costs on the PO document, in addition to the standard system, for other
items on the contract the PSAP requests to purchase at the same time (list CPE
allotment items separately from GIS allotment items);
f. an attached cost table referencing a complete breakdown of all costs by item, and,
D. Completed CPE ALLOTMENT SPENDING PLAN (TD -285) form. The TD -285 form is
provided on the 9 -1 -1 Office website and, when in Chapter III on the website, the form may
be downloaded from the following link:
http://www.documents.dqs.ca.gov/td/91 11TD-285.doc
6. 9 -1 -1 Office Issues a Commitment To Fund
The 9 -1 -1 Office will review the PO package. If the PSAP's PO package meets the funding
requirements outlined in this chapter, a COMMITMENT TO FUND (TD -288) form detailing the
approved amount will be sent to the PSAP within four weeks of the date the 9 -1 -1 Office
received a complete and accurate PO package. If the PSAP's PO package does not meet the
funding requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP for further
information within two weeks of the date the 9 -1 -1 Office received the PO package.
7. PSAP Authorizes Contractor To Proceed With Installation
Upon receipt of the approved TD -288, the PSAP may then sign the PO and authorize the
contractor to proceed with installation. The PSAP and the contractor should closely examine the
schedule included in the SOW prior to signing the document. The PSAP must provide the
contractor the signed PO.
05,-f)
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9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
8. PSAP Performs Acceptance Testing
Acceptance testing must be performed in accordance with contractual provisions. Once a
system passes the acceptance testing, the PSAP shall submit a signed 9 -1 -1 Service and
Equipment System Acceptance and Authorization (TD -284) form to the 9 -1 -1 Office so that
payment can be rendered to the contractor.
9. Contractor Invoicing
Upon satisfactory installation of equipment or service, the contractor may invoice the 9 -1 -1
Office. When invoicing the 9 -1 -1 Office, the contractor must include a breakdown of applicable
equipment, labor, taxes, and surcharges. The tracking number from the TD -288 form must be
noted on the invoice. When creating an account name for an invoice, the contractor must use
the account naming convention provided by the 9 -1 -1 Office on the TD -288 form.
(; 6 ()
111.22
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
FUNDING PROCESS - Geographic Information System (GIS)
In accordance with the GIS FUNDING POLICY outlined in this chapter, PSAPs requesting funding for
GIS may use the Reimbursement Process or the Direct Funding Process. Both methods require
specific preliminary information outlined below that is necessary to determine GIS funding eligibility.
GIS Reimbursement Claim Process
1. PSAP Requests GIS Funding
The PSAP prepares and submits to the 9 -1 -1 Office a GIS funding request letter that must
include the following information, as a minimum.
A. The PSAP's planned number of staffed 9 -1 -1 call taker positions.
B. A commitment from the PSAP to answer wireless 9 -1 -1 calls in their jurisdiction when the
service becomes available.
2. 9 -1 -1 Office Issues "GIS Funding Eligibility Letter"
If the PSAP request meets the GIS funding requirements outlined in this chapter, a "GIS funding
eligibility letter" will be sent to the PSAP within two weeks of the date the funding request letter
was received by the 9 -1 -1 Office. This letter will detail the amount of GIS funds that the PSAP
may be eligible to receive, pending 9 -1 -1 Office approval of the PSAP's GIS spending plan. This
letter will also detail the steps the PSAP must follow to obtain final purchase approval from the
9 -1 -1 Office. If the PSAP GIS funding request letter does not meet the GIS funding
requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP for further information
within two weeks of the date the GIS funding request letter was received by the 9 -1 -1 Office.
3. PSAP Prepares and Submits a GIS Spending Plan
The PSAP completes and submits to the 9 -1 -1 Office the 9 -1 -1 Office GIS Spending Plan
document that must include the following information, as a minimum.
A. The procurement process the PSAP plans on using, if necessary, to obtain equipment
and /or services (i.e., competitive bid, State contract).
B. A general overview of planned GIS activities (scope) with a description of the PSAP's
current status of GIS deployment and a description of how the mapping requirement will be
met then tested;
C. A schedule for implementation (for example, anticipated dates for wireless 9 -1 -1 call
delivery, demonstrated multi - jurisdictional planning, map dataset completion, hardware,
software installation and training); and,
D. An outline of resources (including costs) needed to accomplish GIS activities (CPE,
consulting, personnel time).
NOTE: The GIS Spending Plan document is provided on the 9 -1 -1 Office website and, when in
Chapter III on the website, the form may be downloaded from the following link:
httt)://www.documents.dqsvca.gov/td/91 l/GiSspendingl2lanquide.doc.
4. 9 -1 -1 Office Issues a Commitment To Fund
The 9 -1 -1 Office will review the GIS spending plan. If the PSAP spending plan meets the
funding requirements outlined in this chapter, a COMMITMENT TO FUND (TD -288) form
detailing the approved amount will be sent to the PSAP within four weeks of the date the 9 -1 -1
Office received a complete and accurate GIS spending plan. If the PSAP's spending plan does
not meet the funding requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP
for further information within two weeks of the date the 9 -1 -1 Office received a complete and
accurate GIS spending plan.
�Ib
111.23
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
6. PSAP Purchases GIS and /or Related Components
The PSAP uses their procurement process to purchase the GIS and /or related GIS components
and authorizes the contractor to provide and install the equipment according to the conditions of
their contract. The 9 -1 -1 Office strongly recommends that a statement of work (SOW) and a
system acceptance plan be included in this process. (Please refer to STATEMENT OF WORK
in this chapter.)
6. Contractor Invoices the PSAP
Upon satisfactory installation of equipment or service, the contractor will invoice the PSAP.
7. PSAP Submits Claim For Reimbursement
Upon payment of the invoice, the PSAP may submit a Reimbursement Claim (TD -290) form to
the 9 -1 -1 Office, including the previously approved TD -288 with appropriate 9 -1 -1 Office tracking
number and copies of paid invoices with proof of payment.
8. 9 -1 -1 Office Reviews, Approves, and Reimburses PSAP
Upon receipt of a complete and accurate TD -290 with appropriate documentation, the 9 -1 -1
Office will review and approve the claim within two weeks. The claim will be forwarded to the
Department of General Services, Office of Fiscal Services, for payment processing. This final
payment process may take up to 90 days.
111.24
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
GIS Direct Funding Process
In accordance with the GIS FUNDING POLICY outlined in this chapter, PSAPs may seek funding
from the 9 -1 -1 Office for GIS. PSAPs requesting invoices for approved GIS CPE /Services to be sent
by the contractor directly to the 9 -1 -1 Office for payment are required to follow the procedures below.
PSAPs are also required to follow their own procurement processes when issuing purchase orders
needed to procure a GIS.
1. PSAP Requests GIS Funding
The PSAP prepares and submits to the 9 -1 -1 Office a GIS funding request letter that must
include the following information, as a minimum.
A. The PSAP's planned number of staffed 9 -1 -1 call taker positions.
B. A commitment from the PSAP to answer wireless 9 -1 -1 calls in their jurisdiction when the
service becomes available.
2. 9 -1 -1 Office Issues "GIS Funding Eligibility Letter"
If the PSAP request meets the GIS funding requirements outlined in this chapter, a "GIS funding
eligibility letter will be sent to the PSAP within two weeks of the date the funding request letter
was received by the 9 -1 -1 Office. This letter will detail the amount of GIS funds that the PSAP
may be eligible to receive, pending 9 -1 -1 Office approval of the PSAP's GIS spending plan. This
letter will also detail the steps the PSAP must follow to obtain final purchase approval from the
9 -1 -1 Office. If the PSAP funding request letter does not meet the GIS funding requirements, the
assigned 9 -1 -1 Office consultant will contact the PSAP for further information within two weeks of
the date the funding request letter was received by the 9 -1 -1 Office.
3. PSAP Prepares and Submits a GIS Spending Plan
The PSAP completes and submits to the 9 -1 -1 Office the 9 -1 -1 Office GIS Spending Plan
document that must include the following information, as a minimum.
A. The PSAP choice of State procurement method (CMAS or MPA).
B. A general overview of planned GIS activities (scope) with a description of the PSAP's
current status of GIS deployment and a description of how the mapping requirement will be
met then tested;
C. A schedule for implementation (for example, anticipated dates for wireless 9 -1 -1 call
delivery, demonstrated multi - jurisdictional planning, map dataset completion, hardware,
software installation and training); and,
D. An outline of resources (including costs) needed to accomplish GIS activities (CPE,
consulting, personnel time).
NOTE: The GIS Spending Plan document is provided on the 9 -1 -1 Office website and, when in
Chapter III on the website, the form may be downloaded from the following link:
hftp://www.documents.d-qs.ca.gov/td/91 1/131Sspendingplanquide.doc.
4. PSAP Chooses Contracted GIS Equipment or Services
Once pre- authorization is obtained from the 9 -1 -1 Office, the PSAP is strongly encouraged to
follow the steps listed below to choose a system.
A. Examine different GIS systems /contractors and obtain price offers (a detailed breakdown of
equipment, installation and maintenance costs) for systems with identical configurations.
B. Document a comparative analysis of the systems evaluated.
C. Document the selected system and describe why it was chosen.
G63
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9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
6. PSAP Prepares And Submits A GIS PO Package
The 9 -1 -1 Office will assist the PSAP, as needed, in preparing a GIS PO package. The PO
document shall serve as the legally binding procurement instrument between the PSAP and the
contractor. The PO package shall include the following information.
A. SOW
B. Copy of pre- authorization letter
C. Itemized list of all system elements
D. Unsigned PO, which must include:
a. the "ship to" address where the system or GIS components w will be
elements approved for
b. the "bill to" address of the 9 -1 -1 Office (for all applicable system
funding);
c. a statement on the front of the PO stating, "The purchase, installation, and
maintenance of items identified in this purchase order shall comply exclusively with the
terms and conditions of (current DGS 9 -1 -1 CPE MPA or CMAS contract number) and
the attached Statement of Work."
d. a summary of all costs for items which the PSAP intends to purchase with GIS
allotment funds, including equipment, installation, training, maintenance, services, and
taxes with an attached cost table referencing a complete breakdown of costs. (GIS
allotment items and CPE allotment items must be listed separately, if applicable.)
6. 9 -1 -1 Office Issues a Commitment To Fund
The 9 -1 -1 Office will review the GIS PO package. If the PSAP's PO package meets the funding
requirements outlined in this chapter, a COMMITMENT TO FUND (TD -288) form detailing the
approved amount will be sent to the PSAP within four weeks of the date the 9 -1 -1 Office
received a complete and accurate PO package. If the PSAP's PO package does not meet the
funding requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP for further
information within two weeks of the date the 9 -1 -1 Office received the PO package.
7. PSAP Authorizes Contractor To Proceed With Installation
Upon receipt of the approved TD -288, the PSAP may then sign the PO and authorize the
contractor to proceed with installation. The PSAP should closely examine the schedule included
in the SOW prior to signing the PO. The PSAP must provide the Contractor the signed PO.
8. Contractor Invoices the 9 -1 -1 Office
Upon satisfactory installation of equipment or service, the contractor may invoice the 9 -1 -1
Office. When invoicing the 9 -1 -1 Office, the contractor must include a breakdown of applicable
equipment, labor, taxes, and surcharges. The tracking number from the TD -288 form must be
noted on the invoice. When creating an account name for an invoice, the contractor must use
the account naming convention provided by the 9 -1 -1 Office on the TD -288 form.
111.26 064
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
FUNDING PROCESS — 9 -1 -1 Network and Other 9 -1 -1 Services /CPE
Reimbursement Claim Process — 9 -1 -1 Network and Other 9 -1 -1 Services /CPE
In accordance with the EDUCATION FUNDING POLICY, 9 -1 -1 NETWORK SERVICES FUNDING
POLICY, and CPE FUNDING POLICY outlined in this chapter, PSAPs requesting reimbursement
funding for 9 -1 -1 network services and other 9 -1 -1 services and /or CPE (not GIS or system
replacement), may use the following Reimbursement Claim Process.
1. PSAP Requests Funding
The PSAP writes a letter to the 9 -1 -1 Office requesting the 9 -1 -1 service and /or equipment. The
letter must include:
A. an overview of requirements with associated costs;
B. PSAP's planned number of staffed 9 -1 -1 call taker positions (if CPE funding allotment is to
be used);
C. procurement process PSAP plans on using to obtain equipment and services (i.e.,
competitive bid, noncompetitive bid, tariff, or State contract);
D. desired installation date; and,
F. the name of the PSAP's finance administrator with authority to approve agency spending.
2. 9 -1 -1 Office Issues a Commitment To Fund
If the PSAP funding request letter meets the requirements outlined in this chapter, a
COMMITMENT TO FUND (TD -288) form detailing the approved amount will be sent to the PSAP
within two weeks of the date the letter was received by the 9 -1 -1 Office. If the PSAP letter does
not meet the funding requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP
for further information within two weeks of the date the letter was received by the 9 -1 -1 Office.
3. The PSAP Purchases Equipment
The PSAP uses their procurement process and authorizes the contractor to provide and install
the equipment according to the conditions of their contract.
4. Contractor Invoices the PSAP
Upon satisfactory installation of equipment or service, the contractor will invoice the PSAP.
5. PSAP Submits Claim For Reimbursement
Upon payment of the invoice, the PSAP may submit a Reimbursement Claim (TD -290) form to
the 9 -1 -1 Office, including the previously approved TD -288 with appropriate 9 -1 -1 Office tracking
number and copies of paid invoices with proof of payment (e.g. cancelled check).
6. Review, Approval, and Reimbursement
Upon receipt of a complete and accurate TD -290 with appropriate documentation, the 9 -1 -1
Office will review and approve the request within two weeks. The claim will be forwarded to the
Department of General Services, Office of Fiscal Services, for payment processing. This final
payment process may take up to 90 days.
NOTE: Coordination for system moves and /or system replacement that impact network services must
be coordinated with all stakeholders including the PSAP manager, State 9 -1 -1 Office consultant,
equipment contractor, and network provider(s).
O65
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9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
Direct Fundina Process — 9 -1 -1 Network and Other 9 -1 -1 Services /CPE
In accordance with the EDUCATION FUNDING POLICY, 9 -1 -1 NETWORK SERVICES FUNDING
POLICY, and CPE FUNDING POLICY outlined in this chapter, PSAPs requesting 9 -1 -1 Office funding
where invoices will be sent by the contractor directly to the 9 -1 -1 Office for payment by means of a
State contract or tariff are required to follow the procedures below.
1. PSAP Requests Funding
The PSAP writes a letter to the 9 -1 -1 Office requesting the 9 -1 -1 service and/or equipment. The
letter must include:
A. an overview of requirements, and /or a list of items covered in the agreement, with
associated costs;
B. the PSAP's planned number of staffed 9 -1 -1 call taker positions (if the State CPE funding
allotment is to be used);
C. the desired installation date and /or terms of the agreement;
D. name of the PSAP's finance administrator with authority to approve agency spending; and,
E. the PSAP's choice of State procurement method (CMAS, MPA) or tariff. When using a
State CMAS contract or current DGS 9 -1 -1 CPE MPA, the PSAP must include a PO for the
total amount of the contract with the following information:
a. the ship to address where the service will be provided or the CPE will be installed;
b. the "bill to" address of the 9 -1 -1 Office; and, a purchase, installation, and
c. a statement on the front of the PO stating, "Th
maintenance of items identified in this purchase order shall comply exclusively with the
terms and conditions of (current DGS 9 -1 -1 CPE MPA or CMAS contract number)."
2. 9 -1 -1 Office Issues a Commitment To Fund
If the PSAP request meets the funding requirements outlined in this chapter, a COMMITMENT
TO FUND (TD -288) form detailing the approved amount will be sent to the PSAP within two
weeks of the date the letter was received by the 9 -1 -1 Office. If the PSAP funding request letter
does not meet the funding requirements, the assigned 9 -1 -1 Office consultant will contact the
PSAP for further information within two weeks of the date the letter was received by the 9 -1 -1
Office.
3. The PSAP Authorizes Vendor To Provide Equipment and /or Service
Upon receipt of an approved TD -288, the PSAP may authorize the contractor to provide and
install the equipment/services according to the conditions of the contract or tariff.
NOTE: Coordination for system moves and /or system replacement that impact network services
must be coordinated with all stakeholders including the PSAP manager, State 9 -1 -1 Office
consultant, equipment contractor, and network provider(s).
4. Contractor Invoices the 9 -1 -1 Office t or service, the contractor may invoice the 9 -1 -1
Upon satisfactory installation of equipmen
Office. When invoicing the 9 -1 -1 Office, the contractor must include a breakdown of applicable
equipment, labor, taxes, and surcharges. The tracking number from the TD -288 form must be
noted on the invoice. When creating an account name for an invoice, the contractor must use
the account naming convention provided by the 9 -1 -1 Office on the TD -288 form.
Uhf;
111.28
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
FUNDING PROCESS - Agency 9 -1 -1 Expenses
PSAPs requesting funding for expenses, as defined in the AGENCY 9 -1 -1 EXPENSES FUNDING
POLICY provided in this chapter, must use the following Reimbursement Claim Process. Where
pre - approval by the 9 -1 -1 Office is required, you must begin with step "1" below. Otherwise, you may
begin with step "S' below.
Reimbursement Claim Process —Agency 9 -1 -1 Expenses
1. PSAP Requests Funding Approval
The PSAP submits a letter with appropriate attachments, if required, to the 9 -1 -1 Office
requesting pre - approval for reimbursement of 9 -1 -1 services and /or expenses.
2. 9 -1 -1 Office Issues a Commitment To Fund
Upon receipt of a complete funding request letter that meets the funding requirements outlined in
this chapter, a COMMITMENT TO FUND (TD -288) form detailing the approved amount will be
sent by the 9 -1 -1 Office to the PSAP within two weeks from the date the 9 -1 -1 Office received
the funding request letter. If the PSAP funding request letter does not meet the funding
requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP for further information
within one week from the date the 9 -1 -1 Office received the funding request letter.
3. PSAP Submits Claim For Reimbursement
The PSAP may submit a Reimbursement Claim (TD -290) form to the 9 -1 -1 Office in accordance
with the requirements of the AGENCY 9 -1 -1 EXPENSES FUNDING POLICY, outlined in this
chapter, and the following requirements.
A. Timely submission of claims — All reimbursement claims must be submitted on an annual,
semi - annual, or quarterly basis each fiscal year (July 1 through June 30) and must be
submitted no later than ninety (90) calendar days after the close of the fiscal year in which
funds have been expended;
B. Where pre- approval is required, the previously approved TD -288 with appropriate 9 -1 -1
Office tracking number and related documentation (receipts and membership information)
must be included; and,
C. PSAPs claiming reimbursement for wages must complete a REIMBURSEMENT CLAIM
SUPPORT DOCUMENT (TD -290A) line items A, B, C, D, E, F, G, and /or W corresponding
to items A, B, C, D, E, F, G, and /or W as outlined in the AGENCY 9 -1 -1 EXPENSES
FUNDING POLICY (defined in this Chapter) with the number of hours on the appropriate
date for each activity. (All hours for reimbursable wireless related activities must be
claimed using line item W.) The TD -290A form is provided on the 9 -1 -1 Office website and,
when in Chapter III on the website, the form may be downloaded from the following link:
hftp://www.documents.dqs.ca.gov/td/91 I/TD-290A.xls.
4. 9 -1 -1 Office Reviews, Approves, and Reimburses PSAP
A complete and accurate TD -290 with appropriate documentation will be reviewed and approved
for payment by the 9 -1 -1 Office within two weeks. The claim will be forwarded to the Department
of General Services, Office of Fiscal Services, for payment processing. This final payment
process may take up to 90 days.
i Ij
111.29
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
STATEMENT OF WORK (SOW)
Every installation of 9 -1 -1 equipment is different due to the unique needs of each PSAP. A statement
of work (SOW) is recommended for all installation of 9 -1 -1 CPE and is required for use of the current
Department of General Services (DGS) CPE contract. Therefore, prior to the commencement of any
installation of a 9 -1 -1 system funded by the 9 -1 -1 Office, the contractor shall prepare a SOW detailing
all deliverables. The SOW shall be signed by both the PSAP and the equipment/services contractor.
Any subsequent changes to this planned installation must be documented by the contractor. The
SOW must include the following information, as a minimum.
1. Project Contact Information - List of all project contact information (including name, telephone
number, pager number, FAX number, and a -mail addresses) for the contractor project manager;
sales representative (if different), installation contact, network provider contact, 9 -1 -1 Office
consultant, PSAP project representative(s), and other identified project stakeholders.
2. Roles & Responsibilities — Identify the roles and responsibilities of each individual listed in
number "1" above.
3. Floor Plans - Detailed floor plans identifying the planned location of all equipment to be installed
and corresponding workstation outlets.
4. Facility Modifications Required — Contractor will describe, and provide specifications for, all
facility modifications necessary to accommodate the new system. Arrangements for all
modifications not performed by the contractor must be performed by the PSAP.
5. Cost Itemization - A detailed list of all costs (including quantity, make /model of all hardware,
installed software and version(s), training, installation, and maintenance).
6. System Interfaces - The contractor shall list all equipment or systems that must be interfaced or
integrated into the 9 -1 -1 system. The contractor and any third parry contractors must agree on
the interface specifications. Upon agreement, the costs, specifications, and responsibilities of
the contractor will be documented in the SOW.
7. Circuitry — Identify quantity /type of telephone trunks, lines, and other circuits that will be
connected to the system. Identify network provider service support and planning requirements.
8. System Programming - Complete programming records showing each telephone /intelligent
workstation, station /line features, system speed dial numbers, agent profiles, supervisor profiles,
ACD programming and any other adjustable software parameter necessary to meet the specific
needs of a PSAP.
9. System Growth Capability — An explanation of configured system capacities and additional
components needed to expand beyond current configuration.
10. Maintenance Facility — The name, city location, and telephone number of the primary and
backup maintenance technician(s) responsible for on -site maintenance issues. The contractor
will detail the capabilities of its maintenance facility to provide remote or on -site service, as
needed.
11. Installation Schedule - Include equipment order date; equipment delivery date; network provider
planning meeting date(s) and /or network termination support date(s); programming freeze date;
equipment installation date; training date(s); and planned system in- service date.
12. Acceptance Testing - Complete SYSTEM ACCEPTANCE AND AUTHORIZATION FORM
(TD -284). When in Chapter III on the website, the form may be downloaded from the following
link: hfto://www.documents.dqs.ca.gov/td/91 1/TD-284.doc
111.30 l 1 b
STATE OF CALIFORNIA OFFICE OF THE STATE CHIEF INFORMATION OFFICER ARNOW SCtWARZENEGGER, Govemor
EXHIBIT C
PUBLIC SAFETY COMMUNICATIONS DIVISION
601 SEQUOIA PACIFIC BLVD lap
SACRAMENTO, CA 95811 -0231
(916) 657 -9903 Fax (916) 657 -9259
August 4, 2009
Max Phipps, Captain
El Segundo Police Department
348 Main Street
El Segundo, CA 90245
Dear Captain Phipps:
The California 9 -1 -1 Emergency Communications Office (State 9 -1 -1 Office) reimburses public agencies
for costs associated with 9 -1 -1 County Coordinator responsibilities, including staff salary, in accordance
with policy and procedures detailed in Chapter III, Funding and Chapter VIII, County Coordinator and
Master Street Addressing Guide (MSAG) Responsibilities in the State of California 9 -1 -1 Operations
Manual.
The State 9 -1 -1 Office will reimburse the El Segundo Police Department for all approved and documented
hours spent by Ella Sotelo in performing the duties and activities as outlined in Chapter VIII of the 9 -1 -1
Operations Manual. Chapters III and VIII are available online at
.0://www.cio.ca.gqv/PSCD/PublicatiorW9-11/911 anut+ him.
If you have any questions or need guidance through this process, please feel free to contact me at
carolyWbrown tate.ca.gov or (916) 657 -9183.
Sincerely,
) �4 0 6a
Carolyn Brown, Unit Supervisor
9 -1 -1 Fiscal Administration Unit
California 9 -1 -1 Emergency Communications Office
CB.ja
cc: David Cummings, Chief of Police
Andrew Mattson, 9 -1 -1 Consultant, 9 -1 -1 Office
069
EL SEGUNDO CITY COUNCIL
AGENDA STATEMENT
AGENDA DESCRIPTION:
MEETING DATE: August 18, 2009
AGENDA HEADING: Consent Agenda
Consideration and possible action regarding award of contract to Big West Construction
Corporation for construction related to Group 37 (22 homes) of the City's Residential Sound
Insulation Program. (RSI 09 -14).
(Fiscal impact: $685,582)
RECOMMENDED COUNCIL ACTION:
1. Award a contract to Big West Construction Corporation for construction related to Group 37
of the Residential Sound Insulation Program
2. Authorize the City Manager to execute a contract in a form approved by the City Attorney;
and /or
3. Alternatively discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
1. Pages 1 -4 of the Bidder's Proposal and Statement submitted by Big West Construction, Inc.
FISCAL IMPACT: Included in Adopted Budget
Amount Budgeted: $10,570,900
Additional Appropriation: N/A
Account Number(s): 116- 400 - 0000 -8960
ORIGINATED BY: James S. O'Neill, Program Mana&i&
REVIEWED BY: Greg Carpenter, Director f Pla uilding Safety
APPROVED BY: Jack Wayt, City Manag r
BACKGROUND AND DISCUSSION:
On July 28, 2009 the City Clerk's office opened sealed bids for Group 37 (RSI 09 -14) of the
City's Residential Sound Insulation (RSI) Program. The result of the bid opening was as
follows:
1. Big West Construction, Inc ............. ............................... $623,502. 00
2. Tron Construction, Inc .................... ............................... $654,686.00
3. Sam Boo Construction .................... ............................... $688,500.00
4. S &L Specialty Contracting, Inc ...... ............................... $714,300.00
The Bid from Big West Construction, Inc. (Big West) was reviewed by City staff and found to
be responsive. Although the Disadvantage Business Enterprise (DBE) goal of 11% was not met,
documentation of a "Good Faith Effort" was included with the Bid.
The amount requested for the contract is $685,852 which represents the Total Bid amount and an
additional 10% for potential change orders related to unforeseen conditions.
7
070
As the City Council is aware, eighty percent (80 %) of costs associated with the Residential
Sound Insulation Program are covered by federal grant funding from the Federal Aviation
Administration (FAA). This remains a funding source until those funds identified in the Grant
Implementation Plan to the City of Los Angeles are exhausted. Remaining expenses, except for
elective "Owner Upgrades" selected by property owners, are paid for by funding received as part
of the settlement agreement with LAWA.
To date, the City's RSI Program has completed work at 921 homes, representing Groups 1 -29.
071
0
City of El Segundo
Residential Sound Insulation Program
BIDDERS'S PROPOSAL AND STATEMENT
Project Number RSI 09 -14
"Residential Sound Insulation Program — Group 37"
To the Mayor and City Council
City of El Segundo
350 Main St.
El Segundo, CA 90245
The undersigned declares that he/she has examined the Contract Documents, including without
limitation the "Instructions to Bidders" and the "Conditions of the Contract," and otherwise
satisfied himself/herself as to the nature and location of the Work, and is fully informed as to all
conditions and matters which can in any way affect the Work or its cost, and agrees to the
following:
To perform all Work in strict conformity with the requirements of the Contract Documents and at
the following lump sum price:
ID
Address
Description
Engineer's
Estimate
Bid
Amount
Property
Subtotal
37.01
953 Cedar St. #1
RSI Improvements
$l2Q 5$1 ' :
$
$ 71
37.02
953 Cedar St. #2
RSI Im rovements
$ x12567 `'
$
37.03
953 Cedar St. #3
RSI Improvements
:' =. $
$
37.04
983 Cedar St. #4
RSI Improvements
V-s
S.
37.05
825 Eucalyptus Dr.
RSI Improvements
$5�$1 ::
$
Door A Upgrade
37.06
205 E. Walnut Ave.
RSI Improvements
$ 22b'$3
$
$
37.07
421 W. Palm Ave.
RSI hn rovements
37.08
770 W. S camore Ave.
RSI Improvements
° $'4 6A6 .`. -`
$ 1W
$
37.09
202 E. Walnut Ave.
RSI Improvements
Damaged Sill
U e
$ 300
$ DU
$
Air Conditioning
Upgrade
$.3� 000:
1,0
$ 3 `100 .
00
$ 3' j00.
Electrical Panel
Upgrade
$1�A00,
$ ov
$ �
Electrical Circuit
-Upgrade
$ 100
00
$ �60.
00
$ 160
37.10
417 E. Sycamore Ave
RSI Improvements
$ 26 4x7
$?�.
Air Conditionin
O
a s,tnw a
Bidder's Proposal and Statement 1 Last Modified: June 29, 2009
RSI 09 -14 (Group 37)
City of El Segundo
Residential Sound Insulation Program
Bidder's Proposal and Statement 2 Last Modified: June 29, 2009
RSI 09 -14 (Group 37) 073
Upgrade
00
aq,
Electrical Panel
Upgrade
$1400
oa
Electrical Circuit
Upgrade
$100
$ �
Door E Upgrade
$1,500
$
Windows 10, 11,
& 12 U e
$1,506
p0
$
37.11
1107 E. Walnut Ave.
RSI Improvements
$ 26`336 "
$
00
� 0 ,
$
Window Sill
Upgrade
$ 400
$ AN 00
Air Conditioning
Upgrade
$3,000
pp
$
Electrical Panel
Upgrade
$1400
$
Electrical Circuit
Upgrade
$100
$ � ��
37.12
205 W. Maple Ave.
RSI Improvements
$ 43 $91
$ 1
$
37.13
729 W. Oak Ave
RSI improvements
V30 09
$
$
Air Conditioning
Upgrade
$3,000
$
Electrical Panel
Upgrade
$1400.
p�
$
Electrical Circuit
Upgrade
$100
p
$ \ 0
Window grids for
Windows 9 & 10
$ .100.
$ 10090
37.14
516 W. Sycamore Ave.
RSI hn rovements
$ 19'830
$
$
Air Conditioning
Upgrade
$3,000
Op
$ IGO
Electrical Upgrade
$1 500
$
37.15
929 McCarthy Ct.
RSI Improvements
$ 42`303
$
po
14�,'l
$
Air Conditioning
Upgrade
-
$3,000
$
Electrical Upgrade
$15,00:
$
37.16
226 W. Sycamore Ave.
RSI hn rovements
$ 26,145 "
$
$
Window Sill
Upgrade
$.1000 '
oo
$
Door A Upgrade
$ 250
$
37.17
607 W. Maple Ave.
RSI hn rovements
$_26 795
$
$ 17Z
C
Door B Upgrade
$ 900
$
37.18
770 W. Imperial Ave.
RSI hn rovements
$18,299
$ 20,JZ P"
$
37.19
821 Sheldon St.
RSI Improvements
$ 31808 '
$
S, ' �� 00
'
Door C Upgrade
$2,000
$
Bidder's Proposal and Statement 2 Last Modified: June 29, 2009
RSI 09 -14 (Group 37) 073
City of El Segundo
Residential Sound Insulation Program
r --
v�+r�
Exhaust Duct
Upgrade
$1400
$ AM Do
00
I '1V
Electrical Panel
Upgrade
$1400
CP
1l) -
Electrical Circuit
U ade
$100
OD
$ low
U1
Air Conditioning
Upgrade
$3000.. ,
$ OOPO
,
37.21
845 Maryland St.
RSI hn rovements
$"22 3W,.
$ 21A151
Window Casing
Upgrade
$100
$ 100,00
Window 13
U ade
$ `500 , .
0�
$
$
37.22
636 Hillcrest St.
RSI Improvements
`` $30.177_; '
$ &J S
$110 5-011
37.23
1009 E. Acacia Ave.
RSI Improvements
$21 24.
$
ao
�� 42 3•
Door B Upgrade
Air Conditioning
Upgrade
$ 2000
$ 3,000
$ .00
OU
$
Window 5
Upgrade
$ 500 ,
dp
$20.
$
Total Bid (Contract Sum)
�X / fV 76 egow�j 41k �f L4 14
UAJOe4b -7UJgL
(words)
(figures)
In case of discrepancy between the words and figures, the words must prevail.
Notices:
■ Illegible Bids must be disqualified
■ If the Total Bid does not equal the total of the Schedule of Values, it is
grounds for rejection of the Bid or rescinding a Notice of Award.
■ Inconsistencies between the Schedule of Values and the Plans for each
Home are grounds for rejection of the Bid
If awarded the Contract for the Work, the undersigned hereby agrees to execute the Contract
within ten (10) calendar days as required by the Contract Documents (See Section 00 51 00).
Bid Security, which must not be less than ten percent (10 %) of the Total Bid (Contract Sum), is
enclosed as a guarantee that the undersigned will enter into a Contract if awarded to the
undersigned. Bidder further agrees that in the event Bidder fails to execute the Contract in
accordance with the requirements of the Contract Documents after being awarded the Contract,
Bidder will be liable for and forfeit to the City the amount of the difference between the amount
Bidder's Proposal and Statement 3 Last Modified: June 29, 2009 07 4
RSI 09 -14 (Group 37)
EL SEGUNDO CITY COUNCIL MEETING DATE: August 18, 2009
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding obtaining a special permit from the City
Council to approve Chekesha Palmer, a sole proprietor doing business as Smallchek
Enterprises, to peddle ice cream, miscellaneous packaged snacks, and small toys while
driving an ice cream truck in the City. (Fiscal Impact: none)
RECOMMENDED COUNCIL ACTION:
1) Authorize approval of the permit and issue a business license.
2) Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
FISCAL IMPACT: None
Amount Budgeted: $0
Additional Appropriation: N/A
Account Number(s):
ORIGINATED BY: Steve Jones usiness Services Manager
REVIEWED BY: Deborah Cullen, Directorinance V
APPROVED BY: Jack Wayt, City
BACKGROUND AND DISCUSSION:
A business license registration application was submitted on July 30, 2009 for Chekesha Palmer
to peddle ice cream and pre - packaged snacks from her ice cream truck within the City of El
Segundo. This requires a special permit from the City Council to do so.
The Police Records Supervisor, Emma Johnson, performed a background check on Chekesha
Palmer. Ms. Palmer has been confirmed to have a current public health operating permit,
possesses a valid California driver's license, a current vehicle registration and insurance, and has
no outstanding warrants. In addition, the business has no Internal Revenue Service holds and
there have been no violations.
EL SEGUNDO CITY COUNCIL MEETING DATE: August 18, 2009
AGENDA STATEMENT AGENDA HEADING: New Business
AGENDA DESCRIPTION:
Consideration and possible action to receive and file the FY 2009 -2010 Preliminary
Operating Budget. (Fiscal Impact: None)
RECOMMENDED COUNCIL ACTION:
1) Receive and file the FY 2009 -2010 Preliminary Operating Budget
2) Publish announcements of the key budget dates:
a) Public Hearing September 1, 2009, 7:00 p.m.
b) Continued Public Hearing and Adoption September 15, 2009, 7:00 p.m.
ATTACHED SUPPORTING DOCUMENTS:
FISCAL IMPACT: None
Amount Budgeted: $
Additional Appropriation: N/A
Account Number(s):
ORIGINATED BY: Deborah Cullen, Director of Finance k.,
REVIEWED BY:
APPROVED BY: Jack Wayt, City Manager / /i
BACKGROUND AND DISCUSSION:
Initial planning for the FY 2009 -2010 budget started in early April. Staff identified an
approximate budget gap of $5.9, million and two SPS were held to identify a series of options for
balancing the FY 2009 -2010 budget deficit. Additionally, once the State passed its budget and
suspended Proposition 1 A the City was burdened with an additional $1 million budget reduction.
0176 f
At the Strategic Planning Session, many options were discussed and the following items were
approved by Council to be included in the FY 2009 -2010 budget:
Shortfall: $ (5,972,342)
Subtotal:
Subtotal:
Subtotal:
Subtotal:
Subtotal:
Adjusted
Shortfall:
State
Budget
$ 500,000
Transfer from Workers Compensation Fund
$ 750,000
Transfer from General Liability Fund
$ 730,500
Transfer from Equipment Replacement Fund (unallocated funds)
$ 1,094,620
Transfer 10% of fund balance from Equipment Replacement Fund
$ (2,897,222)
- 35,000
-
Portion of Fire Station #2 Contingency Designation from
$ 500,000
Economic Uncertainty Fund
$ (2,397,222)
80,577
$ 155,100
Fund Equipment Replacement charges @ 90%
$ (2,242,122)
12,200
$ 260,000
Appropriate excess of 20% - Current @ 22% in Unres /Undesig.
$ (1,982,122)
-
$ 400,000
Run short 1 position in Fire ( reduction of overtime)
$ (1,582,122)
Athletic Field Naming Rights Designation from Economic
$ 1,200,000
Uncertainty Fund
$ (382,122)
Impact $ (1,024,000) General Fund Impact
Shortfall $ (1,406,122)
Council directed the City Manager to work with staff to bridge the adjusted shortfall plus any
State impact with an emphasis on protecting the current workforce and minimal impact on
services. The following options have been included in the Preliminary Budget to cover the
additional $1.4 million gap:
EXPENDITURE SAVINGS:
DEPARTMENT:
CITY CLERK
CITY TREASURER
CITY MANAGER
HUMAN RESOURCES
FINANCE
PLANNING AND
BUILDING SAFETY
NON DEPARTMENT
POLICE DEPARTMENT
FIRE DEPARTMENT
PUBLIC WORKS
RECREATION AND
PARKS
LIBRARY SERVICES
TRANSFERS OUT
(CDBG)
PROPOSED SAVINGS: NON - PERSONNEL SALARIES & BENEFITS
$10,200
10,200 -
2,000
2,000
55,000
32,000 23,000
10,000
10,000 -
35,000
- 35,000
270,200
270,200
70,000
70,000
-
452,663
264,317
188,346
354,651
-
354,651
59,750
59,750
-
80,577
42,530
38,047
45,000
12,200
32,800
18,000
18,000
-
$1,463,041
791,197
671,844
The Preliminary Budget includes General Fund Expenditures of $63.3 million offset by General
Fund Revenues of $63.3 million.
The initial budget deficit was the result of expenditures increasing by $2,521,411 or 4.15% to
last year's adopted budget and $5,872,650 or 10.23% increase to the yearend estimate. Revenues
are projected to decreases by $3.8 million or 6.7% to last year's Adopted Budget and $1.9 or
3.4% to the yearend estimate (net of transfers).
The following assumptions are included in the General Fund budget:
➢ Salary Increases — 2% to 5% depending on bargaining units; $1,905,200
➢ Workers' Compensation — 24.4% increase in rates -- $301,900
➢ Health Benefits — 3.67% increase in rates -- $322,000
➢ PERS Pension Contribution — 5.2% combination of increase in rates and salaries --
$1,356,300
➢ Equipment Replacement Costs — Funded at 90% -- $1,472,000
➢ Annual OPEB Payment — Funded at 100% -- $2,205,050
➢ ESUSD Funding - $250,000 cash payment & continue funding crossing guard contract of
$80,000 and in -kind contributions ($1,000,000 estimated for FY 09/10)
➢ Capital Funding -- $500,000
➢ ETRC Fund $175,000
➢ Reclassifications — 3 positions proposed to move from Supervisory to Management;
Fiscal Impact: $30,000
The following are key contributors to the $3.8 million or 6.7% decrease in General Fund
revenues compared to the FY 08/09 Adopted Budget:
• Business License Tax -- $500,000 decrease
• Transient Occupancy Tax (TOT) — $410,000 decrease
• Cogenerated Electric Tax -- $650,000 decrease
• Interest Income -- $800,000 decrease
• Building and Safety Fees -- $775,000 decrease
Revisions to this FY 2009 -2010 Preliminary Budget will be submitted to Council and included in
the final budget adoption on September 15, 2009.
( )'78