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2014 Jul 15 - 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, JULY 15, 2014 — 5:00 PM 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 ormore 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: CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et sec.) 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(d) (3): -3- matter 1. City of El Segundo vs. City of Los Angeles, et.al. LASC Case No. BS094279 2. Smith vs. City of El Segundo, WCAB Case No. ADJ9258793 3. Schrantz vs. City of El Segundo, WCAB Case No. ADJ8078838 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956.9(d) (2) and (3): -0- matter. Initiation of litigation pursuant to Government Code §54956.9(c): -0- matter. DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -0- matter APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957): —0- matter CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -8- matters Agency Designated Representative: City Manager and Steve Filarsky Employee Organizations: Police Management Association; Police Officers Association; Police Support Services Employees Association; Fire Fighters Association; Supervisory and Professional Employees Association; City Employees Association; Executive Management Group (Unrepresented Group); Management/Confidential Group (Unrepresented Group) Pi 2 CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0- matters 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, JULY 15, 2014 - 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER INVOCATION — John Svendsen, Pastor, First Baptist Church PLEDGE OF ALLEGIANCE — Council Member Atkinson Il M PRESENTATIONS a) City Treasury Department Staff Earn CFIP Designation. 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. CITY COUNCIL COMMENTS — (Related to Public Communications) A. PROCEDURAL MOTIONS Consideration of a motion Agenda by title only. _.._.__.....--- Recommendation — Approval. to read all ordinances and resolutions on the B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING) C. UNFINISHED BUSINESS D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS 1. Consideration and possible action to approve bylaws established for the Economic Development Advisory Council to provide greater clarity for the complexion of the political body and to establish rules and expectations for members appointed. (Fiscal Impact: None) Recommendation — 1) Adopt the bylaws; 2) Alternatively, discuss and take other possible action related to this item. 5 5 2. Consideration and possible action to approve the 2013 -14 Economic Development Strategic Plan. (Fiscal Impact: $185,000.00) Recommendation — 1) Approve the 2013 -14 Economic Development Strategic Plan; 2) Alternatively, discuss and take other possible action related to this item. 3. Consideration and possible action regarding future fee waivers in association with Special Event Permit applicants for non - profit organizations and individuals. fiscal Impact: To Be Determined) Recommendation — 1) Discussion regarding the Special Event Fee Waiver Sub - Committee recommendations; 2) Alternatively, discuss and take other possible action related to this item. E. CONSENT AGENDA All items listed are to be adopted by one motion without discussion and passed unanimously. If a call for discussion of an item is made, the item(s) will be considered individually under the next heading of business. 4. Warrant Numbers 3001447 through 3001652 on Register No. 19 in the total amount of $948,454.22 and Wire Transfers from 06/16/2014 through 06/29/2014 in the total amount of $812,432.08. Recommendation — Approve Warrant Demand Registers and authorize staff to release. Ratify Payroll and Employee Benefit checks; checks released early due to contracts or agreement; emergency disbursements and /or adjustments; and wire transfers. 5. Regular City Council Meeting Minutes of July 1, 2014 and Special Closed Session Meeting Minutes of July 8, 2014. Recommendation — Approval. 101 10! 6. Consideration and possible action to receive and file this report regarding cleaning and repairing drywall and carpet as well as restoring furniture in the north portion of City Hall without the need for bidding in accordance with Public Contracts Code §§ 20168 and 22050 and El Segundo Municipal Code ( "ESMC ") §§ 1 -7 -12 and 1 -7A -4. (Fiscal Impact: $37,000.00) Recommendation — 1) Receive and file this report regarding cleaning and repairing drywall and carpet as well as restoring furniture in the north portion of City Hall without the need for bidding in accordance with Public Contracts Code §§ 20168 and 22050 and El Segundo Municipal Code ("ESMC") §§ 1 -7 -12 and 1- 7A-4; 2) Alternatively, discuss and take other possible action related to this item. 7. Consideration and possible action to receive and file this report regarding the emergency repair to remove debris in the attic space of City Hall without the need for bidding in accordance with Public Contracts Code §§ 20168 and 22050 and El Segundo Municipal Code ( "ESMC ") §§ 1 -7 -12 and 1-7A -4. _(Fiscal Impact: $82,354.00) Recommendation — 1) Receive and file this report regarding the emergency repair to remove debris in the attic space of City Hall without the need for bidding in accordance with Public Contracts Code §§ 20168 and 22050 and El Segundo Municipal Code ( "ESMC ") §§ 1 -7 -12 and 1 -7A -4; 2) Alternatively, discuss and take other possible action related to this item. 8. Consideration and possible action to authorize the City Manager to execute an agreement, in a form approved by the City Attorney, with Audio Fidelity Communications Corp. (dba Whitlock) to move police video wall infrastructure from the Watch Commander's Office to the Main Distribution Frame (MDF) room using funds from Citizen Option for Public Safety (COPS) Grant. Whitlock previously installed the police video wall for the City and is the best qualified to relocate the equipment. Fiscal Impact: $11,418.00 Recommendation — 1) Pursuant to El Segundo Municipal Code §1 -7 -10 waive the bidding process and authorize the City Manager to execute an agreement, in a form approved by the City Attorney with retroactive effect, allowing the City to amend the 2013 maintenance agreement with Whitlock; 2) Alternatively, discuss and take other possible action related to this item. 7 7 9. Consideration and possible action regarding a contract with PCR Services Corporation to provide environmental review services for the Mattel Continental Grand Campus Specific Plan Project affecting property located at 333 Continental Boulevard, 455 Continental Boulevard, and 1955 East Grand Avenue. The proposed Project, if eventually approved, would allow for up to 475,000 square feet of new office, and research and development uses. _ (Fiscal lmpact:up to $408,035 Developer Reimbursed Trust Fund) Recommendation — 1) Approve a budget appropriation of up to $408,035.00 to provide environmental review services; 2) Authorize the City Manager to execute a Professional Service Agreement for environmental review services, in a form approved by the City Attorney, not to exceed $408,035.00; 3) Alternatively, discuss and take other possible action related to this item. 10. Consideration and possible action regarding awarding a contract to Spec Construction Co., Inc. for construction at twenty -seven (27) homes related to Project No. RSI 14 -04 (Group 54 of the City's Residential Sound Insulation Program) _(Fiscal Impact: Not to exceed $622,764) Recommendation — 1) Waive minor irregularities in the bid from Spec Construction Co., Inc.; 2) Award a contract to Spec Construction Co., Inc. for project RSI 14 -04 (Group 54); 3) Authorize the City Manager to execute a contract in a form approved by the City Attorney; 4) Alternatively, discuss and take other possible action related to this item. F. NEW BUSINESS 11. Consideration and possible action regarding a request from Broadway in the Park to waive fees for City resources and staff time associated with their theatre festival to be held on August 2 — 11, 2014 at the Recreation Park Softball Field. Fiscal Impact_$2,751.66) Recommendation — 1) Approve /Deny the request from Broadway in the Park to waive fees for City resources and staff time associated with their theatrical event; 2) Alternatively, discuss and take other possible action related to this item. IV 12. Consideration and possible action regarding a request from the El Segundo Rotary Club to waive fees for City resources and staff time associated with their Movie in the Park to be held on August 2, 2014 at Chevron Park. Fiscal Impact: $6,862.281 Recommendation — 1) Approve /Deny the request from the El Segundo Rotary Club to waive fees for City resources and staff time associated with their Movie in the Park; 2) Alternatively, discuss and take other possible action related to this item. 13. Consideration and possible action regarding the design and program planning for the outdoor competition swimming pool to be constructed by the Wiseburn School District and operated by the City of El Segundo, including the utilization of the Aquatics Trust Fund for consulting services to assist in the decision making process. (Fiscal Impact: $10,000.00 - $15,000.00) Recommendation — 1) Discuss the various design options for the competition swimming pool; 2) Authorize the City Manager to enter into an agreement for consulting services in a form approved by the City Attorney for a Facility Program, Financial and Sustainability Analysis; 3) Alternatively, discuss and take other possible action related to this item. 14.A Status Report on the City's Residential Sound Insulation (RSI) Program, consideration and possible action to adopt policy changes to the City's RSI Program and discussion of the possible addition of one Construction Coordinator. (Fiscal Impact: $120,000.00 annually, but no fiscal impact to the General Fund). Recommendation — 1) Receive and file status report; 2) Adopt policy changes detailed in staff report; 3) Alternatively, discuss and take other possible action related to this item. G. REPORTS — CITY MANAGER H. REPORTS — CITY ATTORNEY I. REPORTS — CITY CLERK J. REPORTS — CITY TREASURER G� 9 K. REPORTS — CITY COUNCIL MEMBERS Council Member Fellhauer — Council Member Atkinson — Council Member Dugan - Mayor Pro Tern Jacobson — Mayor Fuentes — 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 q.) for the purposes of conferring with the City's Real Property Negotiator, and /or conferring with the City Attorney on potential and /or existing litigation; and /or discussing matters covered under Government Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators. REPORT OF ACTION TAKEN IN CLOSED SESSION (if required) ADJOURNMENT 10 10 POSTED: DATE: -7 TIME: 3 rD NAME: �J49,w 11 11 City Treasury Department Staff Earn CFIP© Designation Crista Binder, CTP, CFIP, Dino Marsocci, CFIP and Thim Whiteside, CFIP demonstrate commitment to financial education. El Segundo, CA - July 15, 2014 — Crista Binder, El Segundo City Treasurer, Dino Marsocci, Deputy City Treasurer II and Thim Whiteside, Deputy City Treasurer I, all recently earned the Certified Fixed Income Practitioner designation by finishing Fixed Income Academy's comprehensive training program designed for public agencies, institutional bond investors, and fiduciaries. Ms. Binder has been the City Treasurer of El Segundo since January 2013 where she oversees the City's cash management and investment program. Dino Marsocci recently joined the City of El Segundo in February 2014 and Thim Whiteside has been with the City of El Segundo for 15 years. Ms. Binder is also a member of the Association of Financial Professionals where she earned her Certified Treasury Professional credential in 2004. "One of my main goals when joining the City of El Segundo was to create a professional treasury organization through the implementation of best practices in banking and investment management. Participation in the Fixed Income Academy has allowed our team of treasury professionals to explore new tools and strategies for making sound cash management and investment decisions. "We are very proud to be part of the movement towards financial literacy, transparency and excellence in fixed income Investing. Our goal is to deliver world -class knowledge in an easy to use platform to help committed professionals, like Ms. Binder, Mr. Marsocci and Ms. Whiteside, achieve their learning objectives ", said Susan Munson, Founder and CEO of the Academy. By proactively pursuing continuing education and training, the El Segundo Treasury Department demonstrates their commitment to financial prudence and we congratulate them for staying current in the evolving world of finances. For Media Inquiries: Susan Munson, Founder and CEO Fixed Income Academy www.fixedincomeacademy.com or 800 - 243 -5097. 11a EL SEGUNDO CITY COUNCIL MEETING DATE: July 15, 2014 AGENDA STATEMENT AGENDA HEADING: Economic Development Advisory Council AGENDA DESCRIPTION: Consideration and possible action to approve bylaws established for the Economic Development Advisory Council to provide greater clarity for the complexion of the political body and to establish rules and expectations for members appointed. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1. Adopt the attached bylaws; and /or, 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: City of El Segundo Economic Development Advisory Council Bylaws FISCAL IMPACT: None Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A ORIGINATED BY: Ted Shove, Economic Development Analyst REVIEWED BY: Sam Lee, Director of Planning Building Safety. APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: During the April 16th, 2014 regular joint meeting of the City Council and Economic Development Advisory Council (EDAC), a motion was made to develop a subcommittee comprised of members of the EDAC to develop bylaws that govern appointed member conduct and to also provide greater clarity of the composition of the advisory body. The subcommittee established a draft set of bylaws which also included a set number of members for the Economic Development Advisory Council at 11 members, the composition of the 11 members would be a cross section of predominant industries currently in town along with residents. The following areas or industries were specifically identified: real estate development; Smoky Hollow; retail and restaurants; hotels; commercial real estate; manufacturing (large and mid size); aerospace; high growth/technology; Fortune 100; and Chamber of Commerce. On June 18th, 2014, the Economic Development Advisory Council unanimously voted to approve and recommend the bylaws (attached) with a few minor grammatical changes be advanced to the City Council for consideration and approval. PAPlanning & Building Safety \CC Report.Template 2012.doc 12 CITY OF EL SEGUNDO ECONOMIC DEVELOPMENT ADVISORY COUNCIL BYLAWS ARTICLE I - NAME The name of this organization shall be the Economic Development Advisory Council otherwise known as EDAC. ARTICLE II - PURPOSE The purpose of the EDAC is to provide support and guidance to staff and to advise the City Council on business attraction and retention as well as the implementation of the City's Economic Development Program. The EDAC shall serve as a forum for effective collaboration leading to the identification of responsible development strategies ARTICLE III - QUALIFICATIONS Members of the EDAC shall represent a cross section of the community including both residents and non - residents who are actively conducting business within the City of El Segundo. ARTICLE IV - MEMBERSHIP The EDAC shall be composed of eleven (11) members appointed by the City of Council. EDAC membership is not limited to Residents of El Segundo however, non - residents should represent a business actively engaged in the City of El Segundo The purpose of the EDAC requires that it's members represent a broad and diverse cross section of business and residents including but not limited to the following areas and /or organizations: • Real Estate Development • Smoky Hollow • Retail and Restaurant • Hotel • Commercial Real Estate • Manufacturing (Large & Mid size) • Aerospace • High Growth /Technology • Fortune 100 • Chamber of Commerce The City Council shall appoint two (2) members of the City Council to serve as liaison members to the City Council and shall have no voting rights. Section I - Selection of members The City of El Segundo shall advertise and solicit applications to fill any vacant position that might occur. After the application period has closed the Chair and two (2) members of the EDAC shall review the applications with the sole purpose of making a 13 Page 2 recommendation for selection to the Mayor and members of the City Council. The City Council shall make final selection and appointments. Section II - Term of Office There is no term expiration for members of the EDAC Section III - Compensation EDAC members shall serve without compensation Section IV - Removal Members are expected to attend all meetings. When any member has three or more absences in a 12 month - period, the EDAC shall forward this information to the City Council for review and possible removal of the member. ARTICLE V - MEETINGS All meetings shall be open and public pursuant to the Government Code of the State of California. Section I - Regular Meetings Regular meetings of the Board Shall be monthly, meeting on the third Wednesday at 4:30 PM Section II - Special Meetings Special Meetings of the Board may be held at any time upon the call of the Chairman or by a majority of the voting members or the City Council following at least 48 hours notice to each member. The Chairman or a majority of the EDAC shall determine the time and place of the Special Meeting. Section III - Study Sessions /Workshops /Seminars The EDAC may be convened as a whole or as a committee of the whole in the same manner as prescribed for the calling of a special meeting for the purpose of holding a study session, workshop or attending a seminar provided that no official action will be taken and no quorum shall be required. Section IV - Annual Meeting There shall be an annual meeting of the EDAC at the regular meeting in January of each year. Section V- Quorum A majority of the EDAC shall constitute a quorum. A quorum is necessary for action by the EDAC Section VI - Voting Each member shall have one vote. Section VII - Meeting Procedures 14 Except as otherwise provided by these Bylaws or City Council Resolutions the EDAC will follow the latest edition of Robert's Rules of Order for the orderly conduct of meetings. Page 3 ARTICLE VI - OFFICERS Officers of the EDAC shall be a Chairman, a Vice Chairman and a Secretary who shall serve at the pleasure of the EDAC. Term of office shall be for one (1) year. Duties of the officers shall conform to the regular parliamentary duties as set for by Robert's Rules of Order. Revised, unless otherwise stated. Section I - Chairman The Chairman shall preside over the meetings of the EDAC Section II - Vice - Chairman During the absence, disability, or disqualification of the Chairman, the Vice Chairman shall perform all the duties and be subject to all the responsibilities of the Chairman. The Vice Chairman shall succeed the Chairman if he /she vacates the office before the term expires. A new Vice Chairman shall be elected at the next regular meeting. Section III - Secretary The Secretary shall be responsible for the minutes of all actions of the EDAC. Section IV - Duties of the Economic Development Advisory Council It is intended that the EDAC shall be an advisory body to the City Council. Nothing herein contained shall be construed as a limitation on the power of the City Council or the administrative staff of the City in their supervision or authority over property or personnel under their jurisdictions. ARTICLE VII - OFFICIAL DOCUMENTS Section I - Minutes Minutes of all meetings shall be prepared and maintained with the EDAC records. Copies shall be distributed to each EDAC Member, City Council Member and to the City Clerk. Section II - Distribution of Documents Preparation and distribution of EDAC documents to the members, City Council and City Clerk shall be the responsibility of a designated employee as identified by the City Manager. ARTICLE VIII - CONDUCT OF MEMBERS Section I - Personal EDAC members shall make no personal commitment to speak on behalf of the EDAC without majority approval. Section II - Conflict of Interest Members of the EDAC shall abstain from participating in any matter to come before the EDAC in which he or she has any direct or indirect economic interest. Should conflict of interest exist, the EDAC member shall remove himself /herself from discussions and 15 abstain from voting. A yearly Conflict of Interest Statement shall be filed with the City Clerk. Page 4 ARTICLE IX - ASSISTANCE OF STAFF The City Manager of the City of El Segundo shall provide the EDAC with such information and staff assistance as the EDAC may from time to time request subject to the limitations imposed by the City Council. The staff member designated by the City Manager shall attend meetings of the EDAC and submit such reports as said EDAC may request and as deemed necessary or desirable, subject to limitations imposed by the City Council. ARTICLE X - AMENDMENTS These Bylaws as well as any operating procedures may be amended by simple majority of those voting at any legal meeting of the Economic Development Advisory Council (EDAC) meeting subject to approval by the City Council PASSED AND ADOPTED by the Economic Development Advisory Council (EDAC) PASSED AND ADOPTED by the El Segundo City Council 16 EL SEGUNDO CITY COUNCIL MEETING DATE: July 15, 2014 AGENDA STATEMENT AGENDA HEADING: Economic Development Advisory Council AGENDA DESCRIPTION: Consideration and possible action to approve the 2013 -14 Economic Development Strategic Plan. (Fiscal Impact: $185,000) RECOMMENDED COUNCIL ACTION: 1. Approve the attached 2013 -14 Economic Development Strategic Plan; and /or, 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 2013 -14 Economic Development Strategic Plan FISCAL IMPACT: None Amount Budgeted: $185,000 Additional Appropriation: N/A Account Number(s): N/A ORIGINATED BY: Ted Shove, Economic Development Analyst REVIEWED BY: Sam Lee, Director of Planning app i Building Safe 0- APPROVED BY: Greg Carpenter, City Manage[, C BACKGROUND AND DISCUSSION: During the July 24th, 2013 regular meeting of the Economic Development Advisory Council (EDAC), a motion was made and unanimously passed to develop a subcommittee comprised of members of EDAC to develop an Economic Development Strategic Plan for the 2013 -14 Fiscal Year. The subcommittee convened independently with staff to revise the previous Annual Economic Development Strategy. The development of the plan by the Economic Development Advisory Council for FY 2013 -14 will initiate a process to draft an annual plan to identify critical economic development tasks and associated costs required for budgetary concerns. 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(Fiscal Impact: to be determined) RECOMMENDED COUNCIL ACTION: 1. Discussion regarding the Special Event Fee Waiver Sub - Committee recommendations; and, 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Event List with Scores, Estimated City Fees, and Fee Waiver Percentages 2. Sample Scorecards for Events 3. Fee Waiver Request Form FISCAL IMPACT: TBD Amount Budgeted: $0 Additional Appropriation: N/A Account Number(s): N/A ORIGINATED BY: Meredith Petit, Director of Recreation and Parks REVIEWED BY: Meredith Petit, Director of Recre n and Parks APPROVED BY: Greg Carpenter, City Manager ,,�, BACKGROUND & DISCUSSION: In December 2011 the City Council approved a 2 -year advanced fee waiver for fifteen community special events in which the City had historically provided support services and /or facility space at no cost. The advanced fee waiver approval expired on December 31, 2013. On December 3, 2013, the item was presented before the City Council for discussion and action regarding the continuation or revision of waived fees associated with special events that have previously been granted fee waivers. At that time the City Council appointed a sub - committee to work towards a recommendation for a new process to assist in the determination of granting fee waivers to special event applicants. The committee consists of City Council Members Suzanne Fuentes and Marie Fellhauer with the assistance of city staff of the Departments of Recreation and Parks and Police. At the regular City Council meeting June 17, 2014, the sub - committee presented initial recommendations that included two documents that could be used to help provide determining information to the City Council when deliberating fee waiver requests — the Fee Waiver Request Form and Fee Waiver Scorecard. Members of the public and event organizers provided feedback during the Public Communications portion of the meeting, and the City Council discussed alternative solutions. The sub - committee reconvened and has modified the Fee Waiver Scorecard and the ranges in which scores are attached a designated percentage of fees waived. Their recommendations are as follows: 3 (1) The City of El Segundo officially partner with the Chamber of Commerce as a co- sponsor of the Holiday Parade, thereby removing the event from the special event permitting process and subsequent responsibility to pay for city support services. (2) Only Non - Profit Organizations and groups based within the City of El Segundo shall be considered for full or partial fee waivers for special events. Of the events on the current list, one organization not based in El Segundo is Relay for Life, which would be subject to full payment of related city support services and field reservation fees. (3) Of the remaining 14 events, the eight events characterized by being non fundraising and free to attend events shall have 100% of fees waived. The events are: • Candy Cane Lane (Residents of E. Acacia Ave.) • Make a Difference Day (Tree Musketeers) • Opening Day Parade (El Segundo Little League) • Pancake Breakfast (El Segundo Police & Fire Associations) • Promotional Dance (El Segundo PTA) • Soap Box Derby (El Segundo Boy Scouts Association) • Tasting Bee (El Segundo Girl Scouts Association) • Homecoming Parade (El Segundo High School) (4) The final six events shall be scored using the Fee Waiver Scorecard and receive partial fee waivers as follows: • Movie in the Park (El Segundo Rotary Club) — Score: 21— 75% waived • Arbor Day (Tree Musketeers) — Score: 20 — 75% waived • Main Street Car Show (El Segundo Police Officers Association) — Score: 20 — 75% waived • Richmond Street Fair (El Segundo Kiwanis Club) — Score: 20 — 75% waived • Broadway in the Park (El Segundo Broadway in the Park) — Score: 20 — 75% waived • Run for Education (El Segundo PTA) — Score: 15 — 25% waived (5) All 14 events shall be waived according to this policy in perpetuity unless and until another policy is created that supersedes these guidelines. The exception would be if a pre- approved event proposes major changes that would increase costs more than 50% of the previous year's event. (6) Applicants requesting fee waivers for new events shall be subject to the completion of the Fee Waiver Request Form and the results of the Fee Waiver Scorecard as administered by designated city staff. Should the applicant appeal the outcome, the organization can request a final decision from the City Council. Organizations requesting a fee waiver for a Banner Permit shall also be subject to this process. (7) Each organization shall be allotted only one event per year with waived fees. (8) City equipment (i.e. tables, chairs, canopies, stage, sound system, etc.) shall no longer be loaned for use by the special event applicants. Special event organizers will be responsible for providing their own equipment through other procurement or rental methods. (9) Each special event permit applicant shall be responsible for the full permit application fee of $60 (recently approved by City Council), regardless of fee waiver proportion. To ensure consistency in determining the costs of support services, the various City Departments are 29 working to identify the most effective methods of establishing fees for the most common support services. 30 Annual Special Events Sample Fee Waiver Scorecard Summary EVENT SPONSORED BY SCORE (out of 25) Estimated City Fees Estimated Fees Paid by Organization (If waived according to Sample Score and Proposed Percentage) Level I: Non - Fundraising /Free to Attend -100% Fee Waiver ,Candy Cane Lane Residents of E. Acacia Avenue N/A $ 1,035 $ 'Holiday Parade El Segundo Chamber of Commerce N/A $ 13,835 $ Make a Difference Day Tree Musketeers N/A $ 1,370 $ ,Opening Day Parade El Segundo Little League NIA $ 4,100 $ Pancake Breakfast El Segundo Police & Fire Associations N/A $ 535 $ Promotional Dance El Segundo PTA N/A $ 700 $ Soap Box Derby El Segundo Bo s Scouts Association N/A $ 1,671 $ Tasting Bee El Segundo Girls Scouts N/A $ 500 $ Homecoming Parade 1EI Segundo High School NIA $ 7,735 $ El Segundo Rota Club 21 $ 6,700 $ 1,675 Movie in the Park Arbor Da Tree Musketeers 20 $ 2.200 $ 550 Main Street Car Show El Segundo Police Officers Association 20 $ 1,935 $ 484 Richmond Street Fair El Segundo Kiwanis Club 20 $ 4,135 $ 1,034 Broadway in the Park I El Segundo Broadway in the Park 20 $ 2,752 $ 688 Level III: 50% Fee Waiver (Scores 16 -19) Level IV: 25% Fee Waiver (Scores 11 -15) Run for Education 5K & 10K El Segundo PTA 15 $ 7,635 $ 5,726 [Relay for Life American Cancer Society NIA $ 7,235 $ 7,235 TOTALS JS 64,0731 $ 17,392 31 CITY OF EL SEGUNDO FEE WAIVER SCORECARD EVENT NAME & DATE: Rotary Club - Movie in the Park Cate OFY I Comments Score ORGANIZATION INFORMATION This section considers the organization's financial status and the percentage of the or anization 's unds that are used directlyfor social projgams. Type of Organization Resident / El Segundo Non - Profit (10) El Segundo School Org. (8) 10 Non - Resident Non- Profit (6) Resident Commercial (4) Non - Resident Commercial (2) Other 0 EVENT/PROGRAM INFORMATION This section considers whether or not the event is a fundraiser. It also considers who the event or program is desi ned or. Fundraising Status Non - fundraising (4) 3 Fundraising for ES Org (3) Fundraising for other (1) Target Audience (Defined as the population that the event or program is intended to serve ) 4 El Segundo Residents (4) General Public (3) Exclusive Use (0) Cost to Participate Free to attend (2) 0 Fee charged 0 CONSIDERATIONS This section considers the perceived benefits and the impacts of the event or pro am to the residents of the City El Segundo. Perceived Community Benefit Mostly Community (5) Considerable Community (4) 5 Balanced (3) Considerably Individual (2) Most! Individual (0) Impact Street Closure ( -1) Partial Street Closure Property Wear & Tear (4) - 1 Sound Impact ( -I) Other Considerations & Recommendations TOTAL SCORE 21 Total Amount Requested to be Waived $ Total Amount Waived $ Level I: 25 -20 = Consider waiving most fees (75 %) Level III: 14 -12 = Consider waiving minimal fees (25 %) Level II: 19 -15 = Consider waiving partial fees (50 9/6) Level IV: <12 =Do not consider waiving fees (0 %) 32 CITY OF EL SEGUNDO FEE WAIVER SCORECARD EVENT NAME & DATE: Broadway in the Park Cate ory I Comments T Score ORGANIZATION INFORMATION This section considers the organization's financial status and the percentage of the or anization's funds that are used directly.for socialprograms. Type of Organization Resident / El Segundo Non - Profit (10) El Segundo School Org. (8) 10 Non - Resident Non - Profit (6) Resident Commercial (4) Non - Resident Commercial (2) Other 0) EVENT/PROGRAM INFORMATION This section considers whether or not the event is a fundraiser It also considers who the event or program is desi gned for. Fundraising Status Non - fundraising (4) 4 Fundraising for ES Org (3) Fundraising for other (1) Target Audience (Defined as the population that the event or program is intended to serve.) 3 El Segundo Residents (4) General Public (3) Exclusive Use 0) Cost to Participate Free to attend (2) 0 Fee charged (0) CONSIDERATIONS This section considers the perceived benefits and the impacts 9f the event or program to the residents of the City El Segundo. Perceived Community Benefit Mostly Community (5) Considerable Community (4) Balanced (3) 5 Considerably Individual (2) Mostly Individual (0) Impact Property: Softball Field, Street Closure (4) Sound Permit -2 Property Wear & Tear (4) Sound Impact (-I) Other Considerations & 20 Recommendations TOTAL SCORE Total Amount Requested to be Waived $ Total Amount Waived $ Level I: 25 -20 = Consider waiving most fees (75 9/6) Level III: 14 -12 = Consider waiving minimal fees (25 %) Level H: 19 -15 = Consider waiving partial fees (50 %) Level IV: <12 =Do not consider waiving fees (0 %) 33 CITY OF EL SEGUNDO FEE WAIVER SCORECARD EVENT NAME & DATE: Tree Musketeers - Arbor Day Category Comments J Score ORGANIZATION INFORMATION This section considers the organization's financial status and the percentage If the or anization's funds that are used directly.for social programs. Type of Organization Resident / El Segundo Non -Profit (10) El Segundo School Org. (8) 10 Non - Resident Non - Profit (6) Resident Commercial (4) Non - Resident Commercial (2) Other (0) EVENT/PROGRAM INFORMATION This section considers whether or not the event is a fundraiser. It also considers who the event orprogram is desi ned for. Fundraising Status Non - fundraising (4) 3 Fundraising for ES Org (3) Fundraising for other (1) Target Audience (Defined as the population that the event or program is intended to serve.) El Segundo Residents (4) 3 General Public (3) Exclusive Use (0) Cost to Participate Free to attend (2) 0 Fee charged (0) CONSIDERATIONS This section considers the perceived benefits and the impacts 9f the event or pro am to the residents of the Ci El Segundo. Perceived Community Benefit Mostly Community (5) Considerable Community (4) Balanced (3) 5 Considerably Individual (2) Mostly Individual (0) Impact Street Closures vary by Street Closure ( -1) location each year -1 Property Wear & Tear (4) Sound Impact ( -I) Other Considerations & Recommendations TOTAL SCORE 20 Total Amount Requested to be Waived $ Total Amount Waived $ Level I: 25 -20 = Consider waiving most fees (75 %) Level I1I: 14 -12 = Consider waiving minimal fees (25 %) Level II: 19 -15 = Consider waiving partial fees (50 %) Level IV: <12 =Do not consider waiving fees (0 %) 34 CITY OF EL SEGUNDO FEE WAIVER SCORECARD EVENT NAME & DATE: ESPOA Main Street Car SHow Category Comments Score ORGANIZATION INFORMATION This section considers the organization's financial status and the percentage of the organization's funds that are used directly for social programs. Type of Organization Resident / El Segundo Non - Profit (10) El Segundo School Org. (8) 10 Non - Resident Non - Profit (6) Resident Commercial (4) Non - Resident Commercial (2) Other (0 EVENT/PROGRAM INFORMATION This section considers whether or not the event is a fundraiser. It also considers who the event or pr2grain is desi ned or. Fundraising Status Non - fundraising (4) 3 Fundraising for ES Org (3) Fundraising for other (1) Target Audience (Defined as the population that the event or program is intended to serve.) 3 El Segundo Residents (4) General Public (3) Exclusive Use (0) Cost to Participate Free to attend (2) 2 Fee charged (0) CONSIDERATIONS This section considers the perceived benefits and the impacts of the event or pr2grain to the residents of the City El Se undo. Perceived Community Benefit Mostly Community (5) Considerable Community (4) 4 Balanced (3) Considerably Individual (2) Mostly Individual (0) Impact Street Closures; Sound Permit Street Closure ( -1) -2 Property Wear & Tear ( -1) Sound Impact ( -1) Other Considerations & Recommendations TOTAL SCORE 20 Total Amount Requested to be Waived $ Total Amount Waived $ Level I: 25 -20 = Consider waiving most fees (75 %) Level III: 14 -12 = Consider waiving minimal fees (25 1/6) Level IL• 19 -15 = Consider waiving partial fees (50 %) Level IV: <12 =Do not consider waiving fees (0 %) W CITY OF EL SEGUNDO FEE WAIVER SCORECARD EVENT NAME & DATE: Kiwanis Club - Richmond Street Fair Category Comments Score ORGANIZATION INFORMATION This section considers the organization's financial status and the percentage of the or anization's funds that are used directly for socialprograms. Type of Organization Resident / El Segundo Non - Profit (10) El Segundo School Org. (8) 10 Non - Resident Non- Profit (6) Resident Commercial (4) Non - Resident Commercial (2) Other (0) EVENT/PROGRAM INFORMATION This section considers whether or not the event is a fundraiser. It also considers who the event or ro am is desi gned for. Fundraising Status Non - fundraising (4) 3 Fundraising for ES Org (3) Fundraising for other (1) Target Audience (Defined as the population that the event or program is intended to serve.) 3 El Segundo Residents (4) General Public (3) Exclusive Use (0) Cost to Participate Free to attend (2) 2 Fee charged 01 CONSIDERATIONS This section considers the perceived benefits and the impacts of the event or pregram to the residents of the City El Segundo. Perceived Community Benefit Mostly Community (5) Considerable Community (4) 4 Balanced (3) Considerably Individual (2) Mostly Individual (0) Impact Street Closures; Property: Street Closure ( -1) Showmobile; Sound Permit -2 Property Wear & Tear (-1) Sound Impact ( -1) Other Considerations & Recommendations TOTAL SCORE 20 Total Amount Requested to be Waived $ Total Amount Waived $ Level I: 25 -20 = Consider waiving most fees (75 %) Level III: 14 -12 = Consider waiving minimal fees (25 %) Level 1I: 19 -15 = Consider waiving partial fees (50 %) Level IV: <12 =Do not consider waiving fees (0 1/6) 36 CITY OF EL SEGUNDO FEE WAIVER SCORECARD EVENT NAME & DATE: PTA - Run for Education 5K & 10K Cate ory Comments Score ORGANIZATION INFORMATION This section considers the organization's financial status and the percentage of the organization 's funds that are used directl for social ro ams. Type of Organization Resident / El Segundo Non - Profit (10) El Segundo School Org. (8) 8 Non - Resident Non - Profit (6) Resident Commercial (4) Non - Resident Commercial (2) Other (0) EVENT/PROGRAM INFORMATION This section considers whether or not the event is a fundraiser, It also considers who the event orpr2gram is desi ned for. Fundraising Status Non - fundraising (4) 3 Fundraising for ES Org (3) Fundraisin g for other (1) Target Audience (Defined as the population that the event or program is intended to serve.) 3 El Segundo Residents (4) General Public (3) Exclusive Use (0) Cost to Participate Free to attend (2) 0 Fee charged (0) CONSIDERATIONS This section considers the perceived benefits and the impacts 9f the event or pro am to the residents 9f the City El Segundo. Perceived Community Benefit Mostly Community (5) Considerable Community (4) 4 Balanced (3) Considerably Individual (2) Mostly Individual (0) Impact Street Closures; Property: Street Closure Property Wear & Tear ( "1) Library Park, Tables, Chairs; ( -1) - 3 Sound Impact ( -1) Sound Permit Other Considerations & Recommendations TOTAL SCORE 15 Total Amount Requested to be Waived $ Total Amount Waived $ Level I: 25 -20 = Consider waiving most fees (75 %) Level III: 14 -12 = Consider waiving minimal fees (25 1/6) Level II: 19 -15 = Consider waiving partial fees (50 %) Level IV: <12 = Do not consider waiving fees (0 %) 37 CITY OF D• - FEE WAIVER REQUEST FORM Applicant must complete this form at least 60 days prior to the date of the event. Applicant must attach a copy of the most recent year's operating budget of the requesting organization. Name of Organization AMOUNT Date Submitted Fire Department Organization Address Type of Organization ❑ Resident Individual /Non Profit (501c# ) *attach IRS certification ❑ Non - Resident Non Profit (501c# ) *attach IRS certification ❑ Resident Commerical Business ❑ Non - Resident Commerical Business Contact Name, Phone, Email Name of Event Public Works Department Type of Event Address /Location of Event Recreation & Parks Department Event Dates /Times (including set -up & break -down) From Date / / Time am/pm To Date / / Time am / pm Aniticipated Attendance Has this event previously been held? Yes / No Is there any admission /registration charged? Yes / No Were City fees previously waived? Yes / No ESTIMATED REVENUE Event Budget AMOUNT ESTIMATED EXPENSES AMOUNT Cash Donations Fire Department Equipment & Supplies Admission /Registration Fees Police Department Advertising Vendor Fees Public Works Department Staff /Security Other Recreation & Parks Department Site Services TOTAL REVENUE Permit Fees (Event, Banner, Sound, Rental) TOTAL EXPENSES We Support Estimated Expenses - City • be completed CITY DEPARTMENT PERSONNEL NON - PERSONNEL TOTAL Fire Department Police Department Public Works Department Recreation & Parks Department Permit Fees (Event, Banner, Sound, Rental) Equipment (Tables, Chairs, Canopies) Miscellaneous TOTAL Organization's be . . by Salaries / Admin / Advertising $ Total Annual Budget $ Other Expenses $ Direct to Social ** % ** "Direct to Social" represents the percentage of the organization's annual operating budget that is used for social programs. We 01 ce W LU W r O N Q J Q O a a LL O w z ❑ z O I=i ❑y zm y w LL >O F F- U � CA O M O M N � 1011 N W (N'1 O! OND r v mmv(°+1 0w 1 m 0 N N V W m Cl) M ui N (NO, O r 1n m a 0 N ' 1(ir000r(dolrio 01.0 -00 N(O Nr( r O OD V f+1 O r (O Q N N m M M 0 M M V r(O — N V N v v O ❑ W LU Z LL ❑ z U W w Gr 7m F qLL ❑ LL LL q J LL r w w F Z a w w w F 0a Z g O O a O z Y❑ - z'-E61 ❑ Z ❑ O U z > w❑ O F�aJU W wqza»> co QOzOF Z Z W w U a' a' Q O ro K W K Z Z❑❑ U U? N N Z } 1LU�m(nm >z<U) i CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 06/16/14 THROUGH 06/29/14 Date 6/18/2014 6/20/2014 6/20/2014 6/20/2014 6/20/2014 6/20/2014 6/20/2014 6/20/2014 6/20/2014 6/20/2014 6/23/2014 6/23/2014 6/23/2014 6/25/2014 6/25/2014 6/25/2014 6/25/2014 6/26/2014 6/27/2014 6/16/14- 6/22/14 6/23/14- 6/29/14 Payee Pitney Bowes Health Comp Manufacturers & Traders Manufacturers & Traders Manufacturers & Traders US Bank - Trust Acct South Bay Credit Union Nationwide NRS EFT Nationwide NRS EFT State of CA EFT IRS Employment Development Employment Development Cal Pers Cal Pers Cal Pers Cal Pers Lane Donovan Golf Ptr Health Comp Workers Comp Activity Workers Comp Activity DATE OF RATIFICATION: 06/30/14 TOTAL PAYMENTS BY WIRE: Ce�r-t- iffiiced as to the accuracy of the wire transfers by: Deputy City Treasurer) 1 Date Amount 1,000.00 1,958.19 23,494.23 477.31 5,677.47 7,960.43 13,980.38 43,905.46 2,110.78 2,378.14 237,316.29 3,738.39 49,866.21 115,429.30 249,497.24 1,268.47 6,703.58 21,233.40 596.16 13,499.81 10, 340.84 812,432.08 b2lx� (7) 71,9 Director of inance Date V City Mana r Date Description Postage for Library Weekly claims 457 payment Vantagepoint IRA payment Vantagepoint 401 payment Vantagepoint PARS payment Payroll credit union deduction pmt EFT 457 payment EFT 401 a payment EFT Child support payment Federal 941 Deposit State SDI payment State PIT Withholding EFT Retirement Misc EFT Retirement Safety EFT Retirement Safety - Police EFT Retirement Misc Payroll Transfer Weekly claims SCRMA checks issued SCRMA checks issued 812,432.08 Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo. PACity Treasurer \Wire Transfers \Wire Transfers 10 -01 -13 to 9 -30 -14 6/304014 1/1 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, JULY 1, 2014 — 5:00 PM 5:00 P.M. SESSION CALL TO ORDER — Mayor Fuentes at 5:00 PM ROLL CALL Mayor Fuentes - Present Mayor Pro Tern Jacobson - Present Council Member Atkinson - Present Council Member Fellhauer - Present Council Member Dugan - 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: Mayor Fuentes announced that Council would be meeting in closed session pursuant to the items listed on the Agenda. 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(d) (3): -4- matter 1. City of El Segundo vs. City of Los Angeles, et.al. LASC Case No. BS094279 2. Moore vs. City of El Segundo, LASC Case No. BC537712 3. Smith vs. City of El Segundo, WCAB Case No. ADJ9258793 4. Schrantz vs. City of El Segundo, WCAB Case No. ADJ8078838 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION MINUTES OF THE REGULAR CITY COUNCIL MEETING July 1, 2014 PAGE NO. 1 41 Significant exposure to litigation pursuant to Government Code §54956.9(d) (2) and (3): -0- matter. Initiation of litigation pursuant to Government Code §54956.9(c): -0- matter. DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -0- matter APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957): —0- matter CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6):-8- matters Agency Designated Representative: City Manager and Steve Filarsky Employee Organizations: Police Management Association; Police Officers Association; Police Support Services Employees Association; Fire Fighters Association; Supervisory and Professional Employees Association; City Employees Association; Executive Management Group (Unrepresented Group); Man agement/Confidential Group (Unrepresented Group) CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0- matters Recessed at 6:55 PM MINUTES OF THE REGULAR CITY COUNCIL MEETING July 1, 2014 PAGE NO. 2 42 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, JULY 1, 2014 - 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER — Mayor Fuentes at 7:02PM INVOCATION — Rob McKenna, Pastor, The Bridge PLEDGE OF ALLEGIANCE — Mayor Pro Tern Jacobson PRESENTATIONS - None ROLL CALL Mayor Fuentes - Present Mayor Pro Tern Jacobson - Present Council Member Atkinson - Present Council Member Fellhauer - Present Council Member Dugan - Present PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda. The Council will respond to comments after Public Communications is closed. Mike Gill, El Segundo Police Sargent, commented on the June 26, 2014 Strategic Planning Session and decisions made by the Council during the meeting. CITY COUNCIL COMMENTS — (Related to Public Communications) A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. MOTION by Mayor Pro Tern Jacobson, SECONDED by Council Member Dugan 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) MINUTES OF THE REGULAR CITY COUNCIL MEETING July 1, 2014 PAGE NO. 3 43 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. 1. Approve Warrant Numbers 3001215 through 3001446 on Register No. 18 in the total amount of $802,742.73 and Wire Transfers from 06/02/2014 through 06/15/2014 in the total amount of $2,925,109.81. Authorized staff to release. Ratified Payroll and Employee Benefit checks; checks released early due to contracts or agreement; emergency disbursements and /or adjustments; and wire transfers. 2. Approve Special City Council Meeting Minutes of June 11, 2014, Special City Council Meeting Minutes (CCB Interviews) of June 17, 2014, Regular City Council Meeting Minutes of June 17, 2014, Special City Council Meeting Minutes of June 18, 2014 and Special City Council Meeting Minutes of June 24, 2014. 3. Received and filed report regarding the emergency repair to remove debris in the attic space of City Hall without the need for bidding in accordance with Public Contracts Code §§ 20168 and 22050 and El Segundo Municipal Code ( "ESMC ") §§ 1 -7 -12 and 1 -7A -4. (Fiscal Impact: $82,354.00) 4. Received and filed report regarding cleaning and repairing drywall and carpet as well as restoring furniture in the north portion of City Hall without the need for bidding in accordance with Public Contracts Code §§ 20168 and 22050 and El Segundo Municipal Code ( "ESMC') §§ 1 -7 -12 and 1 -7A -4. (Fiscal Impact: $37,000.00) 5. Received and filed report regarding the removal and replacement of two leaking portions of HVAC ducting on the roof of City Hall without the need for bidding in accordance with Public Contracts Code §§ 20168 and 22050 and El Segundo Municipal Code ( "ESMC') §§ 1 -7 -12 and 1 -7A -4. (Fiscal Impact: $13,875.00) MINUTES OF THE REGULAR CITY COUNCIL MEETING July 1, 2014 PAGE NO. 4 i, 6. Waive the second reading and adopt Ordinance No. 1495 amending ESMC Title 8 to reduce the number of vehicles required for Carsharing programs from 300 to 150 motor vehicles; ( "ESMC) Title 8 ( "Vehicles and Traffic) and Chapter 5 -F -2 ( "Definitions "). (Fiscal Impact: None) MOTION by Council Member Fellhauer, SECONDED by Council Member Atkinson to approve the amended Consent Agenda items 1, 2, 3, 4, 5, and 6. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0. F. NEW BUSINESS REPORTS — CITY MANAGER — Thanked the employees who will be working the on the 4th of July ensuring a safe and enjoyable holiday. REPORTS — CITY ATTORNEY - None REPORTS — CITY CLERK - None REPORTS — CITY TREASURER - None REPORTS — CITY COUNCIL MEMBERS Council Member Fellhauer — Wished all a Happy 4th of July. Council Member Atkinson — Wished all a Happy 4th of July and suggested the community check out the raising of the walls for Elevon. Council Member Dugan - None Mayor Pro Tern Jacobson — None Mayor Fuentes — Wished all a happy 4th of July, attended the recent Concert in the Park, attended the Elevon development wall raising and attended various military functions over the past few weeks. 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. MINUTES OF THE REGULAR CITY COUNCIL MEETING July 1, 2014 PAGE NO. 5 45 Gregorio Daniel, Business Agent with the International Brotherhood of Teamsters Local 911, stated they will support the Police Officers Association, as well as the Fire Fighter's Union, during the upcoming labor negotiations. MEMORIALS — None ADJOURNMENT at 7;13 PM Tracy Weaver, City Clerk MINUTES OF THE REGULAR CITY COUNCIL MEETING July 1, 2014 PAGE NO. 6 EN SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, JULY 8, 2014, 6:30 P.M. CALL TO ORDER — Mayor Fuentes at 6:31 PM ROLL CALL Mayor Fuentes - Present Mayor Pro Tern Jacobson - Present Council Member Atkinson - Present Council Member Fellhauer - Present Council Member Dugan - Present PUBLIC COMMUNICATIONS - (Related to City Business Only - 5 minute limit per person, 30 minute limit total). Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves before addressing the City Council. Failure to do so is a misdemeanor and punishable by a fine of $250. SPECIAL ORDER OF BUSINESS: Mayor Fuentes announced that Council would be meeting in closed session pursuant to the items listed on the agenda. 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 CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6):-8- matters Agency Designated Representative: City Manager and Steve Filarsky Employee Organizations: Police Management Association; Police Officers Association; Police Support Services Employees Association; Fire Fighters Association; Supervisory and Professional Employees Association; Employees Association; Executive Management (unrepresented employees); Management/Confidential (unrepresented employees) ADJOURNMENT at 8:55 PM Tracy Weaver, City Clerk MINUTES OF THE SPECIAL CITY COUNCIL MEETING July 8, 2014 PAGE NO. 1 47 EL SEGUNDO CITY COUNCIL AGENDA STATEMENT AGENDA DESCRIPTION: MEETING DATE: July 15, 2014 AGENDA HEADING: Consent Agenda Consideration and possible action to receive and file this report regarding cleaning and repairing drywall and carpet as well as restoring furniture in the north portion of City Hall without the need for bidding in accordance with Public Contracts Code §§ 20168 and 22050 and El Segundo Municipal Code (`SSMC ")§ 1 -7 -12 and 1 -7A -4. (Fiscal Impact: $37,000.00) RECOMMENDED COUNCIL ACTION: (1) Receive and file this report regarding cleaning and repairing drywall and carpet as well as restoring furniture in the north portion of City Hall without the need for bidding in accordance with Public Contracts Code §§ 20168 and 22050 and El Segundo Municipal Code ( "ESMC ")§ 1 -7 -12 and 1 -7A -4; and /;or. (2) Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: III IMPACT: Included in Adopted Budget Amount Budgeted: $0 Additional Appropriation: Yes, $37,000 Account Number(s): 405- 400 - 0000 -6215 (Facilities Maintenance Fund — Repair & Maintenance Acct.) ORIGINATED BY: Stephanie Katsouleas, Director of Public Wor REVIEWED BY: Stephanie Katsouleas, Director of Public Works APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: On June 3, 2014 City Council approved an emergency contract with Perez Restoration and Construction, Inc. (PRC) to clean and repair drywall and carpet as well as restore furniture in the north portion of City Hall (Human Resources, City Clerk's office, server room). As you may recall, damage to these areas was due to an improperly sealed drain and corresponding rain event which occurred during the City Hall roofing project. PRC will begin their work on Monday, July 14. Public Contracts Code § 22050(c) requires that the City Council receive updates at every regularly scheduled meeting until the emergency repair is completed. Therefore, staff recommends that City Council receive and file this report on the status of the emergency repair to clean and repair drywall and carpet as well as restore furniture in the north portion of City Hall. 6 48 EL SEGUNDO CITY COUNCIL AGENDA STATEMENT AGENDA DESCRIPTION: MEETING DATE: July 15, 2014 AGENDA HEADING: Consent Agenda Consideration and possible action to receive and file this report regarding the emergency repair to remove debris in the attic space of City Hall without the need for bidding in accordance with Public Contracts Code §§ 20168 and 22050 and El Segundo Municipal Code (`SSMC ")§ 1 -7 -12 and 1 -7A -4. (Fiscal Impact: $82,354.00) RECOMMENDED COUNCIL ACTION: (1) Receive and file this report regarding the emergency repair to remove debris in the attic space of City Hall without the need for bidding in accordance with Public Contracts Code §§ 20168 and 22050 and El Segundo Municipal Code ( "ESMC ")§ 1 -7 -12 and 1 -7A -4. (2) Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $82,354.00 Additional Appropriation: No Account Number(s): 405 -400- 0000 -6215 (Facilities Maintenance: Repairs and Maintenance) ORIGINATED BY: Stephanie Katsouleas, Director of Public Works 1612 'S. K. REVIEWED BY: Stephanie Katsouleas, Director of Public Works APPROVED BY: Greg Carpenter, City Manager, BACKGROUND AND DISCUSSION: On May 6, 2014 City Council approved a contract to complete the attic cleaning emergency repair with Empire Building. Contract and insurance documents were finalized on June 91h and they will begin work on Friday, July 11 and work only on Friday through Sunday until the project is complete. Their work for the Human Resources areas is being coordinated to occur in two phases before and after the work to be done by PRC, the water damage repairs contractor, in accordance with recommendations from the City Safety Officer. Public Contracts Code § 22050 (c) requires that the City Council receive updates at every regularly scheduled meeting until the emergency repair is completed. Therefore, staff recommends that City Council receive and file this report on the status of the emergency repair to clean the attic space in City Hall. We EL SEGUNDO CITY COUNCIL MEETING DATE: July 15, 2014 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to authorize the City Manager to execute an agreement, in a form approved by the City Attorney, with Audio Fidelity Communications Corp. (dba Whitlock) to move police video wall infrastructure from the Watch Commander's Office to the Main Distribution Frame (MDF) room using funds from Citizen Option for Public Safety (COPS) Grant. Whitlock previously installed the police video wall for the City and is the best qualified to relocate the equipment. (Fiscal Impact: $11,418.00) RECOMMENDED COUNCIL ACTION: Pursuant to El Segundo Municipal Code §1 -7 -10 waive the bidding process and authorize the City Manager to execute an agreement, in a form approved by the City Attorney with retroactive effect, allowing the City to amend the 2013 maintenance agreement with Whitlock; 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: ATTACHMENT A: ATTACHMENT B: ATTACHMENT C: FISCAL IMPACT: Whitlock Scope of Work Whitlock Quote dated 06 -18 -14 Maintenance Agreement # 4381 $11,418 between the City and Whitlock Amount Budgeted: $0 Additional Appropriation: Yes Account Number(s): $5,569 - 120 - 400 - 0000 -5209 (COPS Fund — Non - Capitalized Purchases) $5,849 - 120 - 400 - 0000 -6206 (COPS Fund — Contractual Services) ORIGINATED BY: Raymond Garcia, Lieutenant' REVIEWED BY: Mitch Tavera, Chief of Police " p4 APPROVED BY: Greg Carpenter, City Manager. BACKGROUND AND DISCUSSION: On August 6, 2013, the City Council adopted a resolution approving the use of COPS grant funds to supplement law enforcement activities. These funds were added to encumbered COPS grant monies adopted through resolutions in 2010 thru 2012. In January 2011, the Police Department's video surveillance cameras became operational and subsequent research was completed to identify a video monitoring system which allowed the observation of live feeds, and the ability to track and record critical incidents captured by -J 50 surveillance cameras. The "TileMatrix" system was recommended and on January 15, 2013, City Council approved this video monitoring system and subsequent contract with Audio Fidelity Communication Corp, (dba Whitlock) for hardware, installation and maintenance. At the time, Whitlock was the only vendor to have completed a project of similar scope at Gardena Police Department. Further, Whitlock's configuration platform allowed seamless integration of the Department's video management software already in place and allowed for further expansion of the video system including the ability to receive external disparate video feeds. As a cost saving measure at the time of installation, the video wall infrastructure components were built in an approved open storage rack in the Watch Commander's Office. Since installation, the components have generated more heat and noise than anticipated; making it difficult to conduct routine business. Further, the dust and dirt produced from daily foot traffic and vacuuming have the potential to permanently damage these components. For these reasons, it is recommended the video wall infrastructure be moved from its current location to the secure and temperature controlled MDF room, where servers and other sensitive electrical equipment are housed. It is also recommended City Council waive the bidding requirements pursuant to ESMC § 1 -7 -10 and authorize a contract with Whitlock to complete this move. Whitlock originally installed the video wall equipment and is best qualified to move it to a new location. There would be increased possibility of damage or poor installation were the City to bid this project in accordance ESMC Chapter 1 -7. This general services project will require no building infrastructure improvements and upgrading any cabling (CAT6 Plenum Cables) would be done using existing conduit pathways to the MDF room. This agenda was reviewed and approved as to form by our City Attorney's Office. 51 W Whitlock 15207 NE 95th Street Redmond, WA 98052 tel (425) 861 -3484 - fax (425) 861 -3481 - www.whitlock.com El Segundo PD Video wall infrastructure move Submitted by Jason Parson To: Ray Garcia and David Grey June 18, 2014 52 CONFIDENTIAL Project References Technical Solution Proposed Solution El Segundo PD Video wall infrastructure move The City of El Segundo Police Department currently has a completely functional Video wall system in the watch commander's office. It has been requested of Whitlock to upgrade existing cables and move the AV rack and any infrastructure associated with the AV head end devices. The head end equipment shall be moved to the MDF closet which Whitlock and Rene Perez have examined prior to this SOW being effective. Whitlock will NOT be responsible for any line voltage requirements. Whitlock will not be modifying the AV system in any way, shape, or form, other than simply moving the head end equipment and supplying the appropriate equipment to do so. Scope of Work Whitlock will provide and integrate the following equipment as it pertains to the Video Wall infrastructure move to the El Segundo MDF closet: 6 Extron 60- 1271 -12 HDMI over twisted TX 6 Extron 60- 1271 -13 HDMI over twisted RX 1 Extron 60- 1282 -01 VGA with audio over twisted TX 1 Extron 60- 1062 -02 VGA with audio over twisted RX 1 Extron 60- 1075 -01 HDMI Audio De- embedder 1 ICON USB extender El Segundo will supply all necessary CAT cabling to complete the infrastructure move to the MDF closet All work will be performed during standard business hours of 8am -6pm, Monday — Friday. If, during the integration process of upgrading wiring, Whitlock observes any structural challenges in completing a wiring task from point "a" to "b ", watch commander's office to IDF closet, the city will be notified immediately and project stopped. This may result in a change order based on certain structural challenges. Whitlock Share It with the world. Page 2 of 9 53 El Segundo PD CONFIDENTIAL video wall infrastructure move WWhitlock Page 3 of 9 Share it with the world. 54 El Segundo PD CONFIDENTIAL video wall infrastructure move Terms Work Not Included in Whitlock Proposal The system described in this proposal includes all equipment, materials, and labor to produce a complete and operational system with the exceptions as noted below. 1. The electrical power system necessary to power the listed equipment (including but not limited to conduits, wire ways, pull boxes, junction boxes, outlet boxes, breaker panels, transformers, etc) will be provided and installed by others. 2. The empty conduit system (including conduits, junction boxes, outlet boxes, raceways, etc) into which the cabling for the audio /video /control system is to be installed will be provided and installed by others. (The cable included in this proposal is plenum -rated so no additional conduit should be required.) 3. Any required floor cores for access between floors of the building vertically will be provided and performed by others. 4. Any modifications to the structural, mechanical, electrical, and plumbing systems or movement of obstructions in the walls, floors, or ceilings. 5. Any motorized shades listed in the attached proposal that will be furnished and installed by others. Whitlock will be responsible for wiring in the low- voltage interface (to the remote control system) and the programming necessary for the motorized shades to operate via the remote control system. 6. Any dimming systems and /or lighting remote controllable contactor relays listed in the attached proposal that will be furnished and installed by others. This includes, but is not limited to, furnishing and installing the conduits, conductors, lighting fixtures, dimmer cabinets, power systems, conductors, etc. Whitlock will be responsible for wiring in the low - voltage interface (to the remote control system) and the programming necessary for the lighting system to operate via the remote control system. 7. Any cable TV feeds, off -air antenna feeds, or satellite feeds will be furnished and installed by others. In all cases, Whitlock will be responsible for tying this feed into the tuner section of the VCR, a separate TV tuner, or a separate satellite receiver after the feed is delivered to the equipment rack location. Whitlock will also be responsible for programming the functionality of these units into the remote control system. 8. The analog telephone line required by the audio conferencing unit will be furnished and installed by others. Whitlock A� Share it with the world. Page 4 of 9 55 CONFIDENTIAL El Segundo PD Video wall infrastructure move 9. The transmission lines and network interfaces required by the videoconferencing units will be furnished and installed by others. Whitlock will work with you to coordinate the requirements for these systems, but other contractors typically do the provision and installation of these items. 10. The network connections and cabling systems required by the remote control system will be furnished and installed by others. 11. The mounting structure to which the video projectors will be mounted will be furnished and installed by others. 12. Any operators' consoles, cabinetry, credenzas, lecterns, podia, or other furniture into which equipment will be mounted will be furnished and installed by others unless specifically listed in the attached proposal. Schedule Whitlock understands that time is the essence of this project. We will make every reasonable effort in coordination and communication to ensure that your timetable is met. However, there are many factors outside of our control that may impact this schedule such as the manufacture and delivery of equipment from our vendors. As your timetable changes, we will make every effort to accommodate your new schedule, but Whitlock makes no guarantee that an installation crew will be available on the revised installation dates. The minimum acceptable condition of the construction site for the installation of the electronic equipment in the proposal is as follows. 1. The rooms into which the equipment will be installed must be dust -free (floor, ceiling, and wall finishes to be completely installed in the rooms affected by the equipment). 2. The rooms into which the equipment will be installed must be secure. 3. Electrical power, conduit systems, and HVAC systems for the equipment should be fully installed and energized. 4. Furniture into which components of the equipment will be installed should be present. If the construction schedules overrun their scheduled completion date, Whitlock will make every reasonable effort to complete the facility by your scheduled opening date. However, because this proposal is based on the work being done at non - overtime rates during normal business hours, there may be additional labor charges. Whitlock Page 5 of 9 -� Share it with the world. 56 El Segundo PD CONFIDENTIAL video wall infrastructure move Invoicing and Payment Upon delivery of equipment to your job site, Customer accepts responsibility for the security and insurance coverage of such equipment. Restocking Fees Any equipment ordered as part of this proposal that is returned to Whitlock or where delivery is cancelled by the Customer will be subject to restocking fees and return freight charges. Warranty Whitlock warrants that our installation services will be free of defects in workmanship and materials for a period of one year. This warranty period will begin at the earlier of the completion of installation or the first substantial use of the equipment. Travel expenses to and from the site are not included as part of this warranty. In addition, the equipment may be subject to manufacturers' limited warranties varying in length from ninety days to one year. These warranties do not apply in the event of misuse, neglect, accident, or operational errors. Charges for the removal and re- installation of equipment will be additional. Any work performed by Whitlock outside of the scope of these warranties or performed on owner supplied equipment will be separately charged. Whitlock also offers priority service plans for an additional cost. These plans provide for all inclusive labor and discounted parts and give you priority service at a fixed premium for labor. Additional details of these plans will be provided separately upon request. No other representation, warranty, or guarantee, express or implied, is included in this proposal including implied warranties of fitness for a particular purpose or merchantability. In no event shall either party be liable for any special, indirect, consequential, incidental, or punitive damages. Independent Contractor Relationship Whitlock and Customer are contractors independent of one another and neither party's employees will be considered employees of the other party for any purpose. Non - Solicitation During the term of this agreement and for a period of one year after completion of services, Customer will not hire or directly or indirectly recruit, induce, or solicit any employee or contractor of Whitlock for employment with any other person or entity. Whitlock N Share it with the world Page 6 of 9 57 CONFIDENTIAL Force Majeure El Segundo PD Video wall infrastructure move Other than payment of amounts due herein, neither party shall be responsible for delays or failures that arise due to circumstances beyond its reasonable control. Equal Opportunity Employer Whitlock is an Equal Employment Opportunity employer. As such, 41 CFR 60- 1.4(a), 60- 250.5, and 60 -741.5 are herein incorporated by reference. Confidentiality of Proposal The information furnished in this proposal is of a proprietary nature and is provided for the purpose of assisting you in evaluating this proposal. This information is and remains the property of Whitlock and is not to be distributed outside of your company without written permission from Whitlock and payment for our design and engineering time expended to date. This provision specifically excludes the use of our proprietary designs to develop a bid that will be distributed to other companies. Penalty for competitive bids of Whitlock provided documentation or design specific to this project would be assessed at the full price of the Whitlock quotation with no Whitlock performance obligation for the delivery of equipment or services. Acceptance Acceptance of this proposal by Whitlock is subject to customary credit review. The additional terms included in the attached exhibit are also a part of this proposal. The pricing and other terms set forth in this proposal are good for a period of 30 days from the date of this letter. Sincerely, Jason Parson (425) 861 -3484 III Whitlock �0 Share It with the world. Page 7 of 9 Me CONFIDENTIAL Project Acceptance Customer: El Segundo PD Project: Video Wall Project Account Representative: Jason Parson El Segundo PD Video wall infrastructure move For Whitlock to begin work on this project, we will need the following from your company. 1. An authorized signature at the bottom of this document, indicating acceptance of the Description of System Capabilities and Terms and Conditions as described herein. Please send a copy of this page to your account representative listed above. 2. A purchase order from your company to Whitlock for at least the Total System Installed amount listed at the bottom of the Proposal. 3. If you believe this transaction to be exempt from sales taxes, we will need proper paperwork from your company to substantiate this claim. I agree with the Description of System Capabilities and the Terms and Conditions as described herein. Signature of authorized representative Date MIWhitlock Page 8 of 9 Share It with the world. 59 El Segundo PD CONFIDENTIAL Video wall infrastructure move Whitlock Page 9 of 9 Share it with the world. •0 US The Whitlock Group 6005 Commerce Drive, Suite 320, Irving Texas 75063 Phone (972( 465-8666 Fax (972( 465 -8223 www.whitlock corn Contact Name LT Ray Garcia Date 611812014 Company El Segundo PD 1,63956 560.00 6 Extron Account Executive Parson Original Sales Order 0 Account Executive Cell Phone 0 Customer Number 0 Account Executive E -Mail parsonj@whitlock.com Contract/P0 Number 0 Engineer $town 150- 1062 -02 'VGA with audio over twisted RX Project Administrator Pulliam 1 Extron PROJECT SUMMARY Project 0 Reason for Chanqe Qtv Manufacturer Model Description Price Total Deleted Ertujpmuni Total Added Equipment 5 716.17 Cable connectors, materials hardware etc to Install Change Order F 450,00 Field cabling & infrastructure hardware Connectors, materials, & miscellaneous hardware 'Labor to Install Change Order 6 Extron 160- 1271 -12 IHDMI over twisted TX 27326 1,63956 560.00 6 Extron 60- 1271 -13 IHDMI over twisted RX 27326 1.639 56 CAD documentation 1 Extron 60- 1282 -01 'VGA with audio over twisted TX 22674 22614 Documentation 1 Extron 150- 1062 -02 'VGA with audio over twisted RX 49419 494.19 1 Extron 160- 1075 -01 IHDMI Audio De- embedder 45930 45930 1 ICON USB extender 65B B2 65B 82 This is to upgrade existing cables to facilitete the move of the AV systems from MC's office back to the secured MDF closet Deleted Ertujpmuni Total Added Equipment 5 716.17 Cable connectors, materials hardware etc to Install Change Order F 450,00 Field cabling & infrastructure hardware Connectors, materials, & miscellaneous hardware 'Labor to Install Change Order 4 T80,t10 Field installation 3,600,00 Shop & rack fabrication 560.00 Project management Equipment rentals Testing & conurlssionbig 600.00 En2ineerinq & design CAD documentation Controls stem & device erogramming Training Documentation 'Warrantm & service contract Travel a nses and freight charges for Added_Equipment 170.61 Freight 170.61 Travel Equipment rentals Total Deleted E ui ment L� Frei ht for Return of Deleted Equipment Total change to contract 10,498.78 sales taxes 918.64 Restocking Fee for Returned Equipment Pagel of 2 61 MI The Whitlock Group COOS C'em=Ma 9fNR Sul to 320. hving T"Al76063 Phom (02) 465.809e Fns i077i 465 -0723 WW W,Whltloc$ .mm Contact Name LT flay Garcia Date 611 812 01 4 Company El Segundo PD Account Executive Parson Original Sales Order 0 Account Executive Cell Phone 0 Ctls1amer Number 0 Account Executive E -Mail parsonj@whlllock.com Contract)PO Number 0 Engineer Brown Project Administrator Pulliam PROJECT SUMMARY Pro act 0 Reason for Change Oty Manufacturer Model Dcsc:.riptlan Price Total Chan 9 a Order Total I it cluding sales lax as 77 X1174$ Page 2 of 2 MA . j ii, MAINTENANCE AGREEMENT BETWEEN THE CITY OF EL SEGUNDO AND AUDIO FIDELITY COMMUNICATIONS CORP, (dba WHITLOCK) THIS MAINTENANCE AGREEMENT ( "Agreement ") is made and entered into this 7TH day of January, 2013, by and between the CITY OF EL SEGUNDO, a general law city and municipal corporation ( "CITY ") and WHITLOCK, a VIRGINIA CORPORATION ( "CONTRACTOR "). The Parties agree as follows: 1. CONSIDERATION. A. As partial consideration, CONTRACTOR agrees to perform the work listed in the SCOPE OF SERVICES, below; B. As additional consideration, CONTRACTOR and CITY agree to abide by the terms and conditions contained in this Agreement; C. As additional consideration, CITY agrees to pay CONTRACTOR on a lump sum basis an amount set forth in the attached Exhibit "A," which is incorporated by reference, for CONTRACTOR's services. CITY will pay such amount promptly, but not later than thirty (30) days after receiving CONTRACTOR's invoice. 2. TERM. The term of this Agreement will be from January 3, 2013, to September 30, 2013. The Agreement may be renewed upon mutual consent of the parties. 3. SCOPE OF SERVICES. A. CONTRACTOR will perform services listed in the attached Exhibit A. B. CONTRACTOR will, in a workmanlike manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the work and provide the professional services required of CONTRACTOR by this Agreement. 4. PREVAILING WAGES. A. Pursuant to Labor Code § 1720, and as specified in 8 California Code of Regulations § 16000, CONTRACTOR must pay its workers prevailing wages. It is CONTRACTOR's responsibility to interpret and implement any prevailing wage requirements and CONTRACTOR agrees to pay any penalty or civil Page 1 of 8 63 z 13 1 damages resulting from a violation of the prevailing wage laws. B. In accordance with Labor Code § 1773.2, copies of the prevailing rate of per diem wages are available upon request from CITY's Engineering Division or the website for State of California Prevailing wage determination at http: / /www.dir.ca.gov/DLSR/PWD. CONTRACTOR must post a copy of the prevailing rate of per diem wages at the job site. C. CITY directs CONTRACTOR's attention to Labor Code §§ 1777.5, 1777.6 and 3098 concerning the employment of apprentices by CONTRACTOR or any subcontractor. D. Labor Code § 1777.5 requires CONTRACTOR or subcontractor employing tradesmen in any apprenticeship occupation to apply to the joint apprenticeship committee nearest the site of the public works project and which administers the apprenticeship program in that trade for a certificate of approval. The certificate must also fix the ratio of apprentices to journeymen that will be used in the performance of the contract. The ratio of apprentices to journeymen in such cases will not be less than one to five except: i. When employment in the area of coverage by the joint apprenticeship committee has exceeded an average of 15 percent in the 90 days before the request for certificate, or ii. When the number of apprentices in training in the area exceeds a ratio of one to five, or iii. When the trade can show that it is replacing at least 1/30 of its membership through apprenticeship training on an annual basis state -wide or locally, or iv. When CONTRACTOR provides evidence that CONTRACTOR employs registered apprentices on all of his contracts on an annual average of not less than one apprentice to eight journeymen. V. CONTRACTOR is required to make contributions to funds established for the administration of apprenticeship programs if CONTRACTOR employs registered apprentices or journeymen in any apprenticeable trade on such contracts and if other contractors on the public works site are making such contributions. vi. CONTRACTOR and any subcontractor must comply with Labor Code §§ 1777.5 and 1777.6 in the employment of apprentices. vii. Information relative to apprenticeship standards, wage schedules and other requirements maybe obtained from the Director of Industrial Relations, Page 2 of 8 •ll ex- officio the Administrator of Apprenticeship, San Francisco, California, or from the Division of Apprenticeship Standards and its branch offices. E. CONTRACTOR and its subcontractors must keep an accurate certified payroll records showing the name, occupation, and the actual per diem wages paid to each worker employed in connection with this Agreement. The record will be kept open at all reasonable hours to the inspection of the body awarding the contract and to the Division of Labor Law Enforcement. If requested by CITY, CONTRACTOR must provide copies of the records at its cost. 5. FAMILIARITY WITH WORK. A. By executing this Agreement, CONTRACTOR represents that CONTRACTOR has Thoroughly investigated and considered the scope of services to be performed; ii. Carefully considered how the services should be performed; and iii. Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement. B. If services involve work upon any site, CONTRACTOR warrants that CONTRACTOR has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing the services hereunder. Should CONTRACTOR discover any latent or unknown conditions that may materially affect the performance of the services, CONTRACTOR will immediately inform CITY of such fact and will not proceed except at CONTRACTOR's own risk until written instructions are received from CITY. 6. INSURANCE. A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONTRACTOR will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below: Type of Insurance Commercial general liability: Business automobile liability Workers compensation Limits (combined single) $1,000,000 $1,000,000 Statutory requirement. B. Commercial general liability insurance will meet or exceed the requirements of ISO -CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth Page 3 of 8 65 above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name City, its officials, and employees as "additional insureds" under said insurance coverage and to state that such insurance will be deemed "primary" such that any other insurance that may be carried by City will be excess thereto. Such insurance will be on an "occurrence," not a "claims made," basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to City. C. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto). D. CONTRACTOR will furnish to City duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement, endorsements as required herein, and such other evidence of insurance or copies of policies as may be reasonably required by City from time to time. Insurance must be placed with insurers with a current A.M. Best Company Rating equivalent to at least a Rating of "A:V1U' Certificate(s) must reflect that the insurer will provide thirty (30) day notice of any cancellation of coverage. CONTRACTOR will require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word "endeavor" with regard to any notice provisions. E. Should CONTRACTOR, for any reason, fail to obtain and maintain the insurance required by this Agreement, City may obtain such coverage at CONTRACTOR's expense and deduct the cost of such insurance from payments due to CONTRACTOR under this Agreement or terminate. 7. TIME FOR PERFORMANCE. CONTRACTOR will not perform any work under this Agreement until: A. CONTRACTOR furnishes proof of insurance as required under Section 6 of this Agreement; and B. CITY gives CONTRACTOR a written Notice to Proceed. C. Should CONTRACTOR begin work in advance of receiving written authorization to proceed, any such professional services are at CONTRACTOR's own risk. 8. TERMINATION. A. Except as otherwise provided, CITY may terminate this Agreement at any time with or without cause. Notice of termination will be in writing. B. CONTRACTOR may terminate this Agreement upon providing written notice to Page 4 of 8 neno CITY at least thirty (30) days before the effective termination date. C. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated. D. By executing this document, CONTRACTOR waives any and all claims for damages that might otherwise arise from CITY's termination under this Section. INDEMNIFICATION. A. CONTRACTOR indemnifies and holds CITY harmless from and against any claim, action, damages, costs (including, without limitation, reasonable attorney's fees and penalties), injuries, or liability, arising out of this Agreement, or its performance including, without limitation, damages or penalties arising from CONTRACTOR's removal, remediation, response or other plan concerning any Hazardous Waste resulting in the release of any hazardous substance into the environment, except for such loss or damage arising from CITY's sole negligence or willful misconduct. Should CITY be named in any suit, or should any claim be brought against it by suit or otherwise, whether the same be groundless or not, arising out of this Agreement, or its performance, CONTRACTOR will defend CITY (at CITY's request and with counsel satisfactory to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in settlement or otherwise. B. For purposes of this section "CITY" includes CITY's officers, officials, employees, agents, representatives, and volunteers. C. CONTRACTOR expressly agrees that this release, waiver, and indemnity agreement is intended to be as broad and inclusive as is permitted by the law of the State of California and that if any portion is held invalid, it is agreed that the balance will, notwithstanding, continue in full legal force and effect. D, It is expressly understood and agreed that the foregoing provisions will survive termination of this Agreement. E. The requirements as to the types and limits of insurance coverage to be maintained by CONTRACTOR as required by this Agreement, and any approval of said insurance by CITY, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by CONTRACTOR pursuant to this Agreement, including, without limitation, to the provisions concerning indemnification. 9. INDEPENDENT CONTRACTOR. CITY and CONTRACTOR agree that CONTRACTOR will act as an independent contractor and will have control of all work and the manner in which is it performed. CONTRACTOR will be free to contract for similar service to Page 5 of 8 67 be performed for other employers while under contract with CITY. CONTRACTOR is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONTRACTOR as to the details of doing the work or to exercise a measure of control over the work means that CONTRACTOR will follow the direction of the CITY as to end results of the work only. 10. NOTICES. A. All notices given or required to be given pursuant to this Agreement will be in writing and may be given by personal delivery or by mail. Notice sent by mail will be addressed as follows: To CITY; Attn: DAVID GRAY, TECHNICAL SERVICES MANAGER City of El Segundo 348 Main Street El Segundo, CA 90245 To CONTRACTOR: Attn: JASON PARSON ACCOUNT EXECUTIVE WHITLOCK 15207 NE 95th Street Redmond, Washington, 98052 (425) 223 -4058 B. When addressed in accordance with this paragraph, notices will be deemed given upon deposit in the United States mail, postage prepaid. In all other instances, notices will be deemed given at the time of actual delivery. C. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. 11. TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a Taxpayer Identification Number. 12. WAIVER. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this Agreement, whether of the same or different character. 13. CONSTRUCTION. The language of each part of this Agreement will be construed simply and according to its fair meaning, and this Agreement will never be construed either for or against either party. Page 6 of 8 •: 4381 . r. 14. SEVERABLE. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect. 15. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement. 16. WAIVER. Waiver of any provision of this Agreement will not be deemed to constitute a waiver of any other provision, nor will such waiver constitute a continuing waiver. 17. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County. 18. AUTHORITY /MODIFICATION. This Agreement may be subject to and conditioned upon approval and ratification by the El Segundo City Council. This Agreement is not binding upon CITY until executed by the City Manager. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written agreement. CITY's city manager may execute any such amendment on behalf of CITY. 19. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement, agreements ancillary to this Agreement, and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a party is delivered by facsimile transmission. Such facsimile signature will be treated in all respects as having the same effect as an original signature. 20. EFFECT OF CONFLICT. In the event of any conflict, inconsistency, or incongruity between any provision of this Agreement, its attachments, the purchase order, or notice to proceed, the provisions of this Agreement will govern and control. 21. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement. 22. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood, explosion, war, terrorist act, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties' control, then the Agreement will immediately terminate without obligation of either party to the other. 23. ENTIRE AGREEMENT. This Agreement and its one attachment constitutes the sole agreement between CONTRACTOR and CITY respecting lead based stabilization. To the extent that there are additional terms and conditions contained in Exhibit "A" that are not in conflict with this Agreement, those terms are incorporated as if fully set forth above. There are no other understandings, terms or other agreements expressed or implied, oral or written. Page 7 of 8 Met iN wtrNl.'SS Wlif F the 1XViies hem-to lume Queumd'"s contract lho day, and ym- ri'm holvillamm wriften. CITY (P. 14.1. lsWt(l INN �-.Q v 11 low I Greg , flent �City 'la �Vas allikgot, Al 'T] - -.S'l Alat ,Y- 0 I'M Cily lerk- APPROVED IM A It K D. I I By, Kild 1-L I Am. am Cay Alloi ii, R,6giol1"l Director - A', avkx- mr-liak., ChWl"itullivialoirlpor , i kd ", 54-0617014 70 EXHIBIT A W Whitlock 15207 NE 95th Street Redmond, WA 98052 tel (425) 861 -3484 - fax (425) 861 -3481 - www.whltlock.com El Segundo PD Video Wall Project 1 -2 -2013 '* 1 Jason Parson 71 CONFIDENTIAL Contents 4381 El Segundo PD Video Wall Project CorporateProfile ............................................................................. ..............................3 ServicesOffered ..................................................................................... ............................... 4 GlobalSupport Services ......................................................................... ............................... 5 ProjectReferences ........................................................................................................ ..............................5 TechnicalSolution ...... ................................................................... ............................... 5 ProposedSolution ................................................... ........................ --- ......................... ........ 5 Scopeof Work .............................................................................................................. ............................... 6 CostSummary ................................................................................. ..............................9 Terms.............................................................................................. .............................10 Work Not Included in Whitlock Proposal ................................................... .............................10 Availability of Equipment Being Furnished By Others During Installation .. .............................11 Documentation......................................................................................... .............................11 Schedule.................................................................................................. .............................11 Invoicingand Payment ............................................................................. .............................12 Riskof Loss ............................................................................................ .............................12 RestockingFees ............ .......................................................................... .............................12 Warranty.................................................................................................. .............................12 Independent Contractor Relationship .. ..................................................... .............................13 Non - Solicitation ........................................................................................ .............................13 ForceMajeure ................................................... ............................... ........................13 EqualOpportunity Employer .................................................................... .............................13 Confidentiality of Proposal ........................................................................ .............................13 Acceptance.............................................................................................. .............................14 ProjectAcceptance ........................................................................ .............................15 Whitlock Company Information .................................................. ............................... 16 Statement on Financial Strength .............................................................. .............................16 Certifications............................................................................................ .............................16 Awards..................................................................................................... .............................17 CompanyInformation ............................................................................... .............................24 NationalLeadership ..................................................................................................... .............................26 Seattle, Washington Executives ................................................................................. .............................31 Seattle, Washington Technical Team ......................................................................... .............................32 Videoconferencing Specialists .................................................................................. .............................32 CompanyLocations ..................................................................... ............................... 34 tkqWhitlock Page 2 of 35 Share It with the world. 72 CONFIDENTIAL Corporate Profile Whitlock is a global leader in AV integration, videoconferencing solutions and managed services. Since 1956, the company has helped clients maximize, standardize and protect the value of their audiovisual technology investments. Whitlock helps clients create engaging, interactive environments, including telepresence /videoconferencing rooms, digital signage networks, auditoriums, collaborative classrooms and training El Segundo PD Video Wall Project facilities, visualization rooms, courtrooms and control rooms /network operations centers. Whitlock also offers expansive AV managed services, including AVNOC and remote support, field services, on -site managed services, videoconferencing warranty /maintenance and virtual and hosted video services. The company currently has 25 U.S. locations, plus a worldwide delivery partner network through the Global Presence Alliance. Whitlock is a financially responsible and stable firm with revenues in excess of $193 million. With our combination of talented and experienced professionals, strong portfolio of global enterprise and government clients and high level partnerships with the top AV manufacturers in the industry, Whitlock is able to offer the best services and solutions available. M1 Whitlock Page 3 of 35 4 Uj 4A 73 CONFIDENTIAL Services Offered Engineering - System engineering, AV standards and turnkey solutions for: • Medical Facilities . TV stations • Customer briefing centers . Production houses • Training rooms • Schools and classrooms • Control rooms • Courtrooms • Visualization • Churches • Simulation • Legal organizations • Network operations centers . Museums • Government agencies Integration — We offer over 400 manufacturer lines, delivering the most technologically advanced projection systems, videoconferencing, telepresence, streaming video, flat panel displays, IP control, control systems, video walls, document cameras, audio systems, non - linear editing systems, mixers, switchers, audio boards, and electronic whiteboards. Managed Services - A variety of on -going support services options, including on -site personnel and extended maintenance contracts with options for customized training, preventive maintenance, and guaranteed response times. Whitlock has one of the largest and most knowledgeable audiovisual service organizations in the United States. We have a ratio of 3:1 of technical employees to other employees in our company, resulting in the most trained and talented engineers in the industry. Our technical operations El Segundo PD Video Wall Project personnel are unsurpassed in their training and experience in comparison to other audiovisual companies. Whitlock's company motto states, "Performance is Everything. "We provide superior customer service to a prestigious client base, including national clients such as Chevron, Cisco, GlaxoSmithKline, Microsoft and Lockheed - Martin, among others. We provide the most advanced audiovisual services and solutions available. «I Whitlock Page 4 of 35 74 CONFIDENTIAL Global Support Services fi El Segundo PD Video Wall Project Whitlock is a founding member of an international solutions group called the Global Presence Alliance (GPA). The GPA is a framework of audiovisual and videoconferencing industry specialists, committed to sharing best practices to ensure a high quality and consistent customer experience, world -wide. Formed to meet the demand from large, global organizations who recognize that audiovisual and videoconferencing technology is now an essential business tool, the GPA helps companies reduce costs while Improving their efficiency and communication. All GPA members have solid corporate financials, great company reputations, excellent references, extensive industry certifications and a demonstrated track record of systems integration expertise. Global Presence Alliance customers benefit from: • Access to a local specialist systems integrator • Sharing Innovations / Best Practices • Standardization of system design and programming • Global project management • Common approach to project deployment and installations • Implementation which confirms to global standards • Global pricing support for manufacturer's framework agreements Please visit www.global- oresence.org for additional information. Project References Technical Solution Proposed Solution FOUNDING PARTNER Based on conversations with the clients, Lt. Scott Doukakis and David Grey, Whitlock has put together a proposal that will based on using NEC 1080P LCD panels. Whitlock is choosing to use NEC as they are the leader in the video wall technology with regards to the 46" sizes. Whitlock has proposed an RGB spectrum matrix switch that will handle all inputs and outputs to the LCD screen. A simple AMX control system has been specified for control of the screens and presets within the quoted system. Whitlock recommends an AMX wired touch control panel for the user interface. Iffl Whitlock Share It Page 5 of 35 75 X s� � z FOUNDING PARTNER Based on conversations with the clients, Lt. Scott Doukakis and David Grey, Whitlock has put together a proposal that will based on using NEC 1080P LCD panels. Whitlock is choosing to use NEC as they are the leader in the video wall technology with regards to the 46" sizes. Whitlock has proposed an RGB spectrum matrix switch that will handle all inputs and outputs to the LCD screen. A simple AMX control system has been specified for control of the screens and presets within the quoted system. Whitlock recommends an AMX wired touch control panel for the user interface. Iffl Whitlock Share It Page 5 of 35 75 CONFIDENTIAL El Segundo PD Video Wall Project Audio will be routed through a matix switch which will allow for audio sources to be routed to the main command center and to other specified locations. All audio control will take place through the AMX control system. Flush mounted, ceiling speakers have been specified for audio listening. A Middle Atlantic 12 -16 space rack will be provided to house equipment under a desk in the watch commander's office. Whitlock will provide a turnkey installation with regards to all hardware except the LCD panels. El Segundo PD will be responsible for providing all PC's and any software that coincides with this application. El Segundo will also be responsible to provide IT support for city owned systems, networks, etc. Scope of Work Whitlock will provide and integrate the following: 1. 4 -X463 LCD panels in a 2 x 2 array (1080p panels, Whitlock recommended) a. All necessary mounting hardware, service remotes and cabling 2. 1 -RGB Spectrum DVI switch that will handle all routing of input and outputs of source for video wall a. OFE computer will feed RGB Spectrum switch, Switch will feed inputs to video wall. We will configure wall using DVI loop through as well as discreet inputs to each screen in the video wall matrix b. In the current switch configuration 3 outputs will be available for other rooms. It is our understanding that two outputs will be used in secondary office locations to send mirrored outputs to an OFe monitor. The signal path will be provided by owner as well as signal path equipment. IE DVI over twisted pair. Whitlock will provide a button on the touch panel to activate the video feed. Audio to follow video feed. c. Images will be display on single screen or covering all quads with one full image, No more than 4 sources can be displayed on the same at one time. 3. 1 -AMX Modero 7" touch screen control panel with NI -2100 controller a. This will allow for presets of the RGB Spectrum switch and AMX audio switch, control of input/outputs to the LCD panels and speakers. JLJ.1 Whitlock Sham It wilh the world- Page 6 of 35 76 Cd7►1U FIN Z III I l! El Segundo PD Video Wall Project b. The actual touch panel will be programmed to equipment specifications, with input from the client on final graphical user interface. Whitlock will allow for the client to make one final GUI change. Any changes thereafter will resort in a change order. 15 presets will be programmed into the controller and set up on the control touch panel as a push button application. Whitlock will explain how the touch panel will be set up based on the presets El Segundo PD wishes to utilize. Once the 15 presets are agreed upon and programmed any additional presets will be considered a change order. 4. Whitlock will provide and install a small Middle Atlantic rack to house any AV equipment. The rack will be placed in the command center per provided drawing. 5. Whitlock will install two ceiling mounted speakers in the main command center 6. Whitlock will install an audio matrix switch in the main rack for distribution of audio to, two locations, main command center and briefing room 7. Whitlock will supply all necessary video cable and miscellaneous accessories needed to complete the project to industry standards 8. Whitlock will request VPN access to any controller for future updating that can be done remotely 9. An OFE computer will be utilized as a PC source. 10. All source gear will need to be provided at start of install. 11. Four hour training will be provided upon commissioning of system. City of El Segundo is requesting a minimum of 14 calendars days from time of acceptance before training can be scheduled. 12. All power outlet locations will be called out in an architectural drawing for the video wall and provided to the city for video wall implementation 13. Whitlock is requesting a dedicated 20 amp circuit for powering of AV rack 14. One network drop at AV rack location provided by City of El Segundo 15. If there are any questions or concerns about the application of scope of work, they need to be addressed prior to formal acceptance. 16. Remote access to the AMX controller will be requested ahead of time through the proper IT channels. 17. A 30% deposit is requested for this project. «U Whitlock Page 7 of 35 77 4 El Segundo Pq CONFIDENTIAL Video wall Project 18. Project acceptance and Whitlock commissioning form will be supplied to client and will be used for FINAL acceptance. 19. City of El Segundo is requesting a 15°% retention to be paid 30 days post project completion /acceptance. 20. Once El Segundo agrees that the project works to scope, training will be scheduled 14 days post said acceptance date. Whitlock commissioning documents will be utilized and modified to fit application «I wnffio�k Page 8 of 35 CONFIDENTIAL Cost Summary LLJ Whitlock El Segundo PD Video Wall Project Page 9 of 35 79 Lkq Whitlock Share it with the world. �3 CONFIDENTIAL PROPOSAL 15207 NE 95th Street Redmond, WA 98052 - Phone 14251861-3484- FAX !4251861 -3451 - www.wb1tlock.com Name Lt. Scott DoukaWs Date 11126=12 Company EI Segundo Police Department 'Valid Period 45 Address 1 346 Main Street Freight Terms 0691n Address 2 - Payment Terms - Prlcln Is based on a. mentvia check, ACH orwire transfer Deposit required plus monthly Invoicing CRY. State, Zip El Se undo, Callfornie 90245 Quote ID 366.64 .Phone 310 - 524 -2226 Account Executive Jason Parson Fan ccount Executive Coll Phone 310 -049.5996 Account Executive G- Mail' arson "[fi'iwhtlock.cam E• -Mail I.T. Doukakis - - - 'System 2091 11201 117racy Nash nd Center Dis a - E 1 QUIP LCD r ns Gtv of Rooms: 1 Item Oty Manufacturer Model Description Price Total Dlsafev $yalem4 DlsalaXSVstems Total 16,428.07 Routing 6 S"ch!M Systems 1 NEC X463UN -7MX4P Four X463UN bundrod with four QnSiloOn -16, Four OVI @antes, 7hrae Null Modem Cables, Peeress 2 x 2 pull-ouL fully adjustable mounting system, two rdpp Lilo ISOBAR6 Surge Suppressors, Overfrema Bezel Kit IR)Remcta Kil, FREE Standard Ground Freight, with free NEC content management sor waro CMSI 16,428 07 16,429.07 1 ,AMX FGP37 -0908.00P (Precis DSP 0848, Stereo Audio with RCA and Digital Signs] Processing including l0 -hand Graphic Equalizer, Volume, Tone, and Balance Control on each Output; QuickShip 1,029.17 1,029.17 2 Ationa 14T -HDO10 Audio converter 18332 366.64 4 DlsalaXSVstems Total 16,428.07 Routing 6 S"ch!M Systems Routing & Switching Systarrte Total 15,602.61 Sources 1 RGB Spectrum LX -17 8/8 Llnx 1700 CrossXFormat Swilcher with B RGB /DVI Inputs & B DVI outputs ( 4U) 14,207.00 14,207,00 1 ,AMX FGP37 -0908.00P (Precis DSP 0848, Stereo Audio with RCA and Digital Signs] Processing including l0 -hand Graphic Equalizer, Volume, Tone, and Balance Control on each Output; QuickShip 1,029.17 1,029.17 2 Ationa 14T -HDO10 Audio converter 18332 366.64 4 Routing & Switching Systarrte Total 15,602.61 Sources Sources Total 506:75 Remote control Svslems 2 Tannt4 CV5G S kars 113 ?5 22T 51h ti F�riren 60. 845-41 MPA- 401. ama 26125 2,710.98 1- JAMX r-G42-n 12.8poworsupply 1 76-00 1 MOO Sources Total 506:75 Remote control Svslems Remote Control Systems Total 3.704.82 Miscallanews Page 1 or 2 V I ,AMX IFG2105 -04 NelLinx NI -2100 - Integrated Master/NeLLinx Controller with 404 MIPS Processor, 64MB RAM, 126 MB of FLASH. 4 IR Ports, 4 1/0 Ports, 4 Relays, and 3 RS- 2321422/485 Ports and optional ICSNet 977.94 97744 1 AMX IFG5968.27 140 COMM 7' Modero X Series Widescreen Tabletop Touch Panel with capacitive mulll. touch screen, LED backlight & 1024X600 resolution. Does not include camera, mic or NFC antenna, ll is designed for facilities That do now allow these features 2,710.98 2,710.98 1- JAMX r-G42-n 12.8poworsupply 1 76-00 1 MOO 4 Remote Control Systems Total 3.704.82 Miscallanews Page 1 or 2 V Lkq Whitlock Share it with the world. em ON Manufacturer Model Page 2 of 2 Price Total Miscellaneous Total 714.29 Total Ltstad Egulament 37019.84 Ca±fte Cannsatois & Mlseeltanaous Into rarion Hardware 1 700.00 Raid ceN n (l nlra>rtructuro f a vmm Cenmawa, matorials. & miswlianacon tordw-are Inlo rstlon Labor Services Floid [ostalloon Stiop d rack fatdcallon Pot Travel Trans anon & Fm1 ht Char es PlgCClmma. arnenl 2 8665 'CeSfing 8 g9mmte5loning Fn nearing & design - Travel - - - CAI.3 ddcumrinia9on Ggnitol system & device oro ramming Train! n6chimantal" Sub Total $.fbcontracted Labor _ 41,30&49 Warrom r NO Pot Travel Trans anon & Fm1 ht Char es 2 8665 Travel - - - 1009.88 [Egopnm rant" Sub Total 41,30&49 City of rooms 1 Total integrated System (Pro-Tax) 41,306.49 Estimalod SxTos Taxes tf Applicable) 3,387.09 Snlas Tnx Per Room 1815'x`) 307.99 Total lnterrreted System OnclusN6 of Taxes) 44,774,40. Install fees Grand Total 14.376.67 59151.15 NO CONFIDENTIAL Terms Work Not Included in Whitlock Proposal J. El Segundo PD Video Wall Project The system described in this proposal includes all equipment, materials, and labor to produce a complete and operational system with the exceptions as noted below. 1. The electrical power system necessary to power the listed equipment (including but not limited to conduits, wire ways, pull boxes, junction boxes, outlet boxes, breaker panels, transformers, etc) will be provided and installed by others. 2. The empty conduit system (including conduits, junction boxes, outlet boxes, raceways, etc) into which the cabling for the audio /video /control system is to be installed will be provided and installed by others. (The cable included in this proposal is plenum -rated so no additional conduit should be required.) 3. Any required floor cores for access between floors of the building vertically will be provided and performed by others. 4. Any modifications to the structural, mechanical, electrical, and plumbing systems or movement of obstructions in the walls, floors, or ceilings. 5. Any motorized shades listed in the attached proposal that will be furnished and installed by others. Whitlock will be responsible for wiring in the low- voltage interface (to the remote control system) and the programming necessary for the motorized shades to operate via the remote control system. 6. Any dimming systems and /or lighting remote controllable contactor relays listed in the attached proposal that will be furnished and installed by others. This includes, but is not limited to, furnishing and installing the conduits, conductors, lighting fixtures, dimmer cabinets, power systems, conductors, etc. Whitlock will be responsible for wiring in the low - voltage interface (to the remote control system) and the programming necessary for the lighting system to operate via the remote control system. 7. Any cable TV feeds, off -air antenna feeds, or satellite feeds will be furnished and installed by others. In all cases, Whitlock will be responsible for tying this feed into the tuner section of the VCR, a separate TV tuner, or a separate satellite receiver after the feed is delivered to the equipment rack location. Whitlock will also be responsible for programming the functionality of these units into the remote control system. 8. The analog telephone line required by the audio conferencing unit will be furnished and installed by others. ttWhitlock Page 10 of 35 Sham it with the worry CONFIDENTIAL El Segundo PD Video Wall Project 9. The transmission lines and network interfaces required by the videoconferencing units will be furnished and installed by others. Whitlock will work with you to coordinate the requirements for these systems, but other contractors typically do the provision and installation of these items. 10. The network connections and cabling systems required by the remote control system will be furnished and installed by others. 11. The mounting structure to which the video projectors will be mounted will be furnished and installed by others. 12. Any operators' consoles, cabinetry, credenzas, lecterns, podia, or other furniture into which equipment will be mounted will be furnished and installed by others unless specifically listed in the attached proposal. Availability of Equipment Being Furnished By Others During Installation During the installation, all sources that will be incorporated into the system (including owner - furnished computers, VCRs, DVD players, satellite, and CCTV systems, etc.) must be available for our technicians to set up the system properly. Failure to have this equipment available during the installation will necessitate additional visits by our technicians to finish the system setup that may result in additional charges. Documentation Whitlock will provide the block diagrams, drawings, equipment serial number lists, control system programming, operating instructions, owners' manuals and maintenance manuals (as applicable) for the documentation of the system. Schedule Whitlock understands that time is the essence of this project. We will make every reasonable effort in coordination and communication to ensure that your timetable is met. However, there are many factors outside of our control that may impact this schedule such as the manufacture and delivery of equipment from our vendors. As your timetable changes, we will make every effort to accommodate your new schedule, but Whitlock makes no guarantee that an installation crew will be available on the revised installation dates. The minimum acceptable condition of the construction site for the installation of the electronic equipment in the proposal is as follows. 1. The rooms into which the equipment will be installed must be dust -free (floor, ceiling, and wall finishes to be completely installed in the rooms affected by the equipment). JLJLq Whitlock Page 11 of 35 El Segundo PD CONFIDENTIAL Video Wall Project 2. The rooms into which the equipment will be installed must be secure. 3. Electrical power, conduit systems, and HVAC systems for the equipment should be fully installed and energized. 4. Furniture into which components of the equipment will be installed should be present. If the construction schedules overrun their scheduled completion date, Whitlock will make every reasonable effort to complete the facility by your scheduled opening date. However, because this proposal is based on the work being done at non - overtime rates during normal business hours, there may be additional labor charges. Invoicing and Payment Whitlock will invoice Customer on the following schedule: • 25% due upon issuance of the P.O. • 60% due upon the start of installation • 15% due upon system acceptance Customer agrees to remit payment for such invoices within twenty (20) days from the invoice date. Customer agrees to pay a finance charge equal to 1Y2% per month on all invoices not paid timely. In the event that Whitlock employs an attorney to collect unpaid amounts, Customer agrees to pay all reasonable legal fees and costs incurred by Whitlock in such action. Risk of Loss Upon delivery of equipment to your job site, Customer accepts responsibility for the security and Insurance coverage of such equipment. Restocking Fees Any equipment ordered as part of this proposal that is returned to Whitlock or where delivery is cancelled by the Customer will be subject to restocking fees and return freight charges. Warranty Whitlock warrants that our installation services will be free of defects in workmanship and materials for a period of one year. This warranty period will begin at the earlier of the completion of installation or the first substantial use of the equipment. Travel expenses to and from the site are not included as part of this warranty. In addition, the equipment may be subject to manufacturers' limited warranties varying in length from ninety days to one year. These warranties do not apply in the event of misuse, neglect, accident, or operational errors. Charges for the removal and re- installation of equipment will be additional. Any work performed by Whitlock outside of the scope of these warranties or performed on owner supplied equipment will be separately charged. "1 Whitlock Page 12 of 35 Share It with the wavifd i11 CONFIDENTIAL El Segundo PD Video Wall Project Whitlock also offers priority service plans for an additional cost. These plans provide for all inclusive labor and discounted parts and give you priority service at a fixed premium for labor. Additional details of these plans will be provided separately upon request. No other representation, warranty, or guarantee, express or implied, is included in this proposal including implied warranties of fitness for a particular purpose or merchantability. In no event shall either party be liable for any special, indirect, consequential, incidental, or punitive damages. Independent Contractor Relationship Whitlock and Customer are contractors independent of one another and neither party's employees will be considered employees of the other party for any purpose. Non - Solicitation During the term of this agreement and for a period of one year after completion of services, Customer will not hire or directly or indirectly recruit, induce, or solicit any employee or contractor of Whitlock for employment with any other person or entity. Force Majeure Other than payment of amounts due herein, neither party shall be responsible for delays or failures that arise due to circumstances beyond its reasonable control. Equal Opportunity Employer Whitlock is an Equal Employment Opportunity employer. As such, 41 CFR 60- 1.4(a), 60- 250.5, and 60 -741.5 are herein incorporated by reference. Confidentiality of Proposal The information furnished in this proposal is of a proprietary nature and is provided for the purpose of assisting you in evaluating this proposal. This information is and remains the property of Whitlock and is not to be distributed outside of your company without written permission from Whitlock and payment for our design and engineering time expended to date. This provision specifically excludes the use of our proprietary designs to develop a bid that will be distributed to other companies. Penalty for competitive bids of Whitlock provided documentation or design specific to this project would be assessed at the full price of the Whitlock quotation with no Whitlock performance obligation for the delivery of equipment or services. «I Whitlock Page 13 of 35 q .ice CONFIDENTIAL Acceptance El Segundo Pty video wall Project Acceptance of this proposal by Whitlock Is subject to customary credit review. The additional terms Included In the attached exhibit are also a part of this proposal. The pricing and other terms set forth In this proposal are good for a period of 30 days from the date of this letter. Sincerely, Jason Parson (425) 861 -3484 ILILR Whitlock Page 14 of 35 - CONFIDENTIAL. Project Acceptance Customer: El Segundo PD Project: Video Wall Project Account Representative: Jason Parson El Segundo PD Video Wall Project For Whitlock to begin work on this project, we will need the following from your company: 1. An authorized signature at the bottom of this document, indicating acceptance of the Description of System Capabilities and Terms and Conditions as described herein. Please send a copy of this page to your account representative listed above. 2. A purchase order from your company to Whitlock for at least the Total System Installed amount listed at the bottom of the Proposal. 3. If you believe this transaction to be exempt from sales taxes, we will need proper paperwork from your company to substantiate this claim. I agree with the Description of System Capabilities and the Terms and Conditions as described herein. Signature of authorized representative Date ttlWhitlock Page 15 of 35 Sham It with Me world. 4381 , 11 t7jj El Segundo PD CONFIDENTIAL Video Wall Project Whitlock Company Information Statement on Financial Strength In these challenging economic times, Whitlock shines as a financially solid and stable company. The following confidential information is provided to assist you in evaluating our financial strength: • Founding — Incorporated in the state of Virginia on January 3, 1956; we have been in the audiovisual industry for over 56 years. • Ownership — Privately -held company with consistent ownership since 1991; we have no private equity investment or debt. • Revenue — Consistent, organic growth in revenue every year for the last 15 years; compound annual growth rate (CAGR) of 18.1% during this period; annual revenues for the last three years were as follows: 2011 2010 2009 Total Revenue $193,681,408 $147,814,303 $131,305,183 • Profitability — Profitable every year for the last 15 years. • Equity — Stockholders' equity at December 31, 2011 was over $16.0 million — this amount includes over $15.8 million in retained earnings. • Balance Sheet — Current ratio of 1.4 at December 31, 2011; no long -term debt; no goodwill or other intangibles on the balance sheet. • Financing — $25 million line of credit provided by Wachovia Bank expiring in May 2013 — we can easily finance the procurement of multi - million dollar projects. • Bonding — Strong ability to bond projects up to $10 million through Western Surety Company. • Employees — approximately 530 employees as of December 31, 2011. Please contact Mark Baker, Chief Financial Officer, at Mark.Baker @whitlock.com if you have questions about the Company's financial strength or require more detailed information. Certifications Whitlock offers a full range of technical, government and financial certifications. 1. GSA Certified (Contract Number: GS- 35F- 0453N) Whitlock with the world. Page 16 of 35 •. CONFIDENTIAL 4 3 8 1. j ;- j El Segundo PD Video Wall Project 2. Whitlock is recognized for excellence as a dealer by manufacturers such as Crestron, Extron, Panasonic, Polycom, SMART Technologies, Sony, Tandberg, and many others. Please visit our website (www.whitlock.com) to view these recognitions. 3. Whitlock offers bonding that is unparalleled by our competitors. 4. Many of our employees have been trained and certified by the following organizations: • Accordent • Digital Projections • NEC • AMX • Infocomm CTS • Peavey MediaMatrix • AOS Electronics • Epson • Pioneer • AutoPatch • Extron • Planar /Clarity QST • Barco • JBL • Polycom • Biamp • JVC • Projection Design • Blonder Tongue • LifeSize • Sonic Foundry • BSS Audio • Medialon • Sony • Christie Digital • Microsoft • SynAudCon • Cisco • Middle Atlantic • Tandberg • ClearOne • NCIA • Zydacron • Crestron • NSCA Agcrosoft CERTIFIED _.Syt'rns C CC T C AdMI CCDA Fr:�im,�t._. CERTIFIED CERTIFIED CERTIFIED CERTIFIED Professional organizations Whitlock is a member of include: • InfoComm International® • NSCA • National Association of Broadcasters • Society of Broadcast Engineers • International Facility Management Association • Certified Continuing Education Provider of Audiovisual Technologies for the American Institute of Architects Awards Whitlock is proud to be the largest privately held audiovisual integrator in the United States. We have been privileged to receive awards, honors, and recognition for our growth, technical capacity, and outstanding performance in audiovisual and broadcast systems integration. Please visit our website for a complete list of awards. Whitlock Share It with the world Page 17 of 35 iO 4381•�tj f yr4 DIGITAL SIGNAGE DISPLAYS Pictured here is a lobby display area where LCD displays and specially -domed audio systems were installed at kiosk locations for customer interactivity. «I Whitlock Page 18 of 35 all 43 8" VISUALIZATION Pictured here is a visualization center where Whitlock installed a rear - projection system with additional LCD displays, audio and a videoconferencing system. tkq Whitlock with the Page 19 of 35 91 4 3 D 1 AUDITORIUM Pictured here is an auditorium where Whitlock installed a front - projection system, ceiling speakers, microphones, audio processing, document camera, videoconferencing, PTZ cameras and a control system to provide a collaborative audiovisual experience for this advanced meeting facility. LU Whitlock Share It with the world. Page 20 of 35 92 4381 -u t fa OPERATIONS CENTER Pictured here is an operations center where Whitlock installed numerous LCD displays throughout the space and a central IPTV distribution system with the objective of providing synchronized video feeds to employees throughout the facility. lJLlwn�tlock Page 21 of 35 93 4 3 8 11.1 TRAINING ROOM Pictured here is a training room where Whitlock installed a 2 high x 3 wide cube wall composed of six, 60" diagonal DLP cubes controlled by a display wall controller, along with four HDTV televisions, a distributed audio system that is connected via CobraNet to the several other meeting rooms, a six - channel localized audio system and an intuitive control system. LLI Whitlock Share it with the world. Page 22 of 35 •11 4381 A k.: y,n i + 1AV EMERGENCY OPERATIONS Pictured here is an emergency operations center where Whitlock installed nine rear - projection units and nine 67' projection screens to form a 3x3 video wall configuration with a processor, allowing the display of multiple images on each of the nine screens or one large image stretched across all the screens for enhanced viewing. The completed system also contains 12 plasmas mounted around the room, two additional projectors strategically hung from the ceiling, audio systems and a control system to manage all of the media throughout the integrated space. [LI Whitlock . Page 23 of 35 95 CONFIDENTIAL Company Information 4 3 8 1-, &A El Segundo PD Video Well Project Whitlock is very proud of our ability to consistently manage a profitable company while growing at an average rate of 20% annually. We have closed out each year with profits which has allowed us to build an excellent credit rating. Please take the time to review our Dun & Bradstreet rating or call any of our references. Legal Business Name: Doing Business As: Date Established: Type of Business: Headquarters Address: Phone Number: Fax Number: Officers: Federal Tax ID: DUNS® Number: DUNS@ Rating: NAICS Code: CAGE Code: Sales Tax (Resale) #: Alabama # 68 SU 21237 California # 100 - 795855 Colorado # 26- 70782 -0000 District of Columbia # 350000037681 Florida # 39- 8013799553 -2 Georgia # 067406946 Illinois # 3976 -1533 Louisiana # 6809214 -001 Maryland # 07341030 Massachusetts # 540 617 014 New Jersey # 540 - 617 - 014/000 Audio Fidelity Communications Corp. Whitlock 1955 Corporation 12820 West Creek Parkway, Richmond, VA 23238 (804) 273 -9100 (804) 273 -9380 John D. Whitlock, Chairman Doug Hall, CEO Roger Patrick, COO Mark Baker, CFO 54- 0617014 02- 389 -2201 1 R3 (as of 4/1/08) 423440 7D413 New York # 54- 0617014 North Carolina # 10155539 Ohio # 89- 150947 Oklahoma # 554294 Pennsylvania # 83217930 South Carolina # 020 - 03635 -5 Tennessee #101745373 Texas # 1- 54- 0617014 -0 Virginia # 10540617014 -F -001 Washington # A09 7639 13 Washington UBI # 602369002 Principal Lines: Audiovisual, Videoconferencing, Video - Streaming, Command & Control, Digital Signage, Pro - Video, Post - Production, Broadcast Products and Services Whitlock Share It with the world Page 24 of 35 •9 4381.,.IMoM El Segundo PD CONFIDENTIAL Video Wall Project Purchase Orders Required? Yes Authorized Personnel: John Whitlock, Doug Hall, Mark Baker Greg Rappaport, Sandy Miller Contract Numbers: GSA: GS- 35F -0453N Schedule 70 IT Contract • SIN # 132 -8: Purchase of Equipment • SIN # 132 -12: Maintenance & Service /Repair • SIN # 132 -51: Professional IT Services GS- 0317-0057W Schedule 58 AV Contract • SIN # 58 -1: AV Equipment • SIN # 58 -7: Ancillary Services • SIN # 58 -8: Professional A/V Assessment, Design and Integrations VITA (Virginia) VA- 050912 -WHIT VASCUPP (Virginia) UCP- 142516 -11JC DIR (Texas) DIR -SDD -949 Bank Reference: Wachovia National Bank Contact: Christine Daniels, Senior Vice President 1021 East Cary Street Phone: (804) 697 -6824 Two James Center Fax: (804) 697 -6869 Richmond VA 23219 Trade References: Extron Electronics NEC Technologies 1230 S. Lewis Street 22529 Network Place Anaheim CA 92805 Chicago IL 60673 Contact: Ana Zepeda Contact: Benny Jew PH: (714) 491 -1593 PH: (916) 636 -5765 FX: (714) 780 -4113 FX: (916) 636 -5695 Smart Technologies Inc. Da -Lite Screen Company Inc. 1207 11th Avenue SW, Suite 300 3100 North Detroit Street Calgary, Alta, Canada T3C -OM5 Warsaw IN 46681 -0137 Contact: Barbara Baroh Contact: Kim Booher PH: (403) 802 -2402 PH: (574) 372 -1372 lL`q Whitlock Page 25 of 35 97 El Segundo PD CONFIDENTIAL Video Wall Project FX: (403) 245 -0366 FX: (574) 372 -1390 National Leadership John D. Whitlock, Chairman This lawyer turned businessman has more than two decades of experience leading and influencing businesses in Richmond and the surrounding area. John currently serves on the board for the Virginia College Savings Plan, the Family Foundation and the Retail Merchants Association, and was previously active on the boards for the Bank of Richmond, Better Business Bureau, Virginia Performing Arts Foundation and the Greater Richmond Chamber of Commerce. Personal awards of achievement include the Virginia Master Entrepreneur of the Year Award by Ernst & Young, the Inc. 500 List, the Bulldog 100 List from the University of Georgia and the Richmond Venture Forum's Top 25 Entrepreneurs List. John is an entrepreneur and business leader who focuses on driving innovation and best practices. He has created and managed several successful technology - related companies in the IT, retail and AV markets. John founded what is now Whitlock (the company) and currently serves as Chairman. His vision on values and fiscal responsibility is strongly reflected in the company's operations and culture today, and has led to solid growth rates year after year. John provides strategic guidance for the business in order to deliver on its mission to help clients share, learn and collaborate across boundaries using the latest audiovisual technologies. Doug Hall, Chief Executive Officer Doug has more than twenty -seven years of experience in global business management, sixteen of which have been focused on the AV industry. He joined Whitlock in 1995, and has served as the company's COO, CFO and now CEO for the past four years. Responsible for the overall business health and growth of Whitlock, Doug is involved in strategy, operations, sales and general oversight of more than twenty locations in the U.S. Under his leadership, Whitlock has grown to one of the top AV solution providers in the U.S. as well as globally, achieving high level strategic partnerships with digital media and AV market leaders. As part of Whitlock's international expansion, Doug helped to create the Global Presence Alliance, bringing together top AV solution providers to share best practices and delivery models for worldwide accounts. Before joining the Whitlock team, Doug was a senior manager and CPA in the Entrepreneurial Services Group for Ernst & Young. His expertise includes business growth consulting, partner management, domestic and international expansions, mergers and acquisitions, public and private equity offerings, debt financings, operational reviews and business turnarounds. Roger Patrick, Chief Operations Officer ILU Whitlock Page 26 of 35 •- CONFIDENTIAL El Segundo PD Video Wall Project Roger is a twenty -year veteran in the audiovisual industry, with fifteen years in management and executive level positions. Currently responsible for the nationwide branch and regional operations structure for Whitlock, his primary role is to assess strategic plans at the local and regional levels to ensure alignment with the company's overall business goals. Additionally, Roger oversees the adoption and deployment of standards, enterprise tools and software, as well as the sharing of resources and best practices nationwide. He also has direct responsibility for developing Whitlock's client delivery models as well as sales, service and support tools to maintain quality standards across the enterprise. Based in Dallas, Roger led the company's efforts for expansion in the Central and Western U.S. and served as the Managing Director for the company's operations in that region. Prior to joining Whitlock, Roger earned his CPA certification and served in finance, operations and managed services roles in the AV industry. Mark Baker, Chief Financial Officer Mark has been with Whitlock since 2000 and was named Chief Financial Officer in 2007. In this role, he is responsible for the company's finance, accounting, risk management and administrative functions. Mark also oversees all bonding and lending relationships, enabling Whitlock to procure and manage projects of all sizes for global organizations and governmental entities. With over twenty years of experience in financial management, Mark has extensive experience working with growth- oriented and entrepreneurial companies from a variety of industries. Prior to joining Whitlock, he was a senior manager in Ernst & Young's Entrepreneurial Services Group for over nine years. He has also held financial management and consulting roles for a number of entrepreneurial businesses in Virginia. Mark is a CPA and member of the American Institute of CPA's and the Virginia Society of CPA's. Michael Dennis. Executive Vice President Michael is the driving force behind Whitlock's Sales and Support teams totaling more than fifty professionals nationwide. Serving as Whitlock's EVP in this realm since 2005, he has been integral in the development of new sales force effectiveness models and strategic partnership management as well as the overall coordination and functional management of the company's global sales and service areas. A seasoned executive with more than two decades of industry experience in video, voice and data, Michael specializes in territory growth, client retention, relationship management, share of customer strategies and industry trends. Michael previously held executive level positions at GlobalWise Media Networks, Signal Perfection Limited (SPL) and The EIS /Intellisys Group. Julian Phillips, Vice President Julian joined the Whitlock executive team in 2010 to grow the company's managed services business, scale Whitlock's operations in the North East and manage global account programs. Julian brings twenty -five years of leadership experience from the European information technology market with a strong focus on sales, marketing and business partnerships. A British national, Phillips was previously the Managing Director of Impact in the UK, one of Europe's top tLWhitlock Page 27 of 35 Share it with the world • • CONFIDENTIAL 43 81 - 41�-5A El Segundo PD Video Wall Project AV solutions companies. In that role, he worked directly with the Whitlock team to create the Global Presence Alliance, a leading international partnership of AV integrators and service providers. Previously, Julian held senior level positions with Trinity Mirror, Orange and Dell Computer Corp. Julian is a technology evangelist and powerful public speaker on emerging technologies business transformation strategies. John Bailey, CTS -I, CTS -D, Vice President of Systems Integration John Bailey has been an integral technical leader, manager and director with Whitlock since 1999. He has more than twenty years of experience in the audiovisual industry, focused on delivering value -add turnkey technology solutions, project and asset management best practices, enterprise standards and innovation for national and international accounts. In his current role, John works closely with Whitlock's other executive team members on continual improvements in engineering, technical operations, service delivery models, and assuring value to the company's clients. With extensive training from numerous manufacturers, John was also one of the first in the world to attain both the CTS -1 and CTS -D certifications from Infocomm. John is well -known industry wide for his depth of expertise, and consults with numerous manufacturers on new product design and development. He is an active participant in InfoComm International, a recognized subject matter expert in Standards and Best Practices, and supports developing proactive technology performance standards for the audiovisual industry at large. John is also highly involved in Whitlock's Global Presence Alliance (GPA) as current Chair of the operations committee. Terrell G. Coble, Director of Convergence With twenty years of experience in AWIT systems implementation, Terrell provides leadership in the design and engineering of systems that combine multimedia content and digital transport methods. Terrell's diverse background in audiovisual systems, telecommunications, networks, engineering, and applications development make him uniquely qualified to develop end -to -end digital media solutions. As Whitlock's Director of Convergence, Terrell is responsible for keeping the business and technical teams on the forefront of innovation for converging audio, video and data systems. He has been a key member of the Whitlock team since 2004 and has extensive experience international projects involving digital signage, interactive television systems, command and control, streaming media, telepresence and videoconferencing. In particular, Terrell has significant expertise working in the large venue and energy sectors. Cheryl Cox. Director of Marketing & Communications Cheryl Cox joined Whitlock in 2010 to head up the company's marketing, branding and communications efforts for its 20+ offices nationwide. With more than fifteen years of experience in marketing and consulting for IT, mobile and professional services organizations, Cheryl's primary focus is on developing and implementing strategies for brand management and messaging, public relations, business growth and partner engagement. Her team is also involved in creating new programs for customer satisfaction and employee attraction and `t'Whitlock Page 28 of 35 Share It with the world. 100 CONFIDENTIAL 438 •.. =k El Segundo PD Video Wall Project retention, with a goal of developing long -term, productive relationships for Whitlock. Cheryl's other areas of expertise include marketing and advertising campaign development, lead generation and customer share strategies. She also works closely with the executive team in developing and targeting new market opportunities on a regional and global basis. Steve Mitchell. Director of Enterprise Accounts Steve has been in the audiovisual industry since 1996, with experience in branch management, enterprise account management and global technology platforms and standards. He joined Whitlock in 2002 as an account executive and now drives the company's enterprise account programs and relationships and serves as one of Whitlock's top subject matter experts for AWIT implementations, best practices and maximizing the return on these investments. Steve works closely with other key directors in expanding and refining Whitlock's service offering to larger, global corporations with complex procurement, customization and maintenance needs. He is also involved with Whitlock's executive team on developing improvements for external and internal design packages, models and key manufacturer partnerships. Steve has extensive expertise in best practices and process models for serving the design and construction industries in both the public and private sectors. He manages Whitlock's highest profile accounts and is a primary stakeholder in client relations and response programs. Kirk Mufflev. Director of Strategic Alliances Kirk joined Whitlock in 1997 and is now the Director of Strategic Alliances, overseeing our technology portfolio, which includes unified collaboration, streaming, videoconferencing, networked digital media, and TelePresence. This position involves management of business development initiatives, corporate certification programs, and national marketing programs in addition to providing market research and strategic guidance for Whitlock and its customers. His responsibilities also include management of the Global Presence Alliance (GPA) of which Whitlock is a founding member. International duties included GPA recruitment, membership management, and direct customer engagement to help facilitate global project success. With more than fifteen years of experience in the audiovisual and telecommunications industries, Kirk is one of Whitlock's top experts on unified communications and is highly involved in client relations as a consultant and advisor on enterprise solutions, adoption and global standards. Dave Park. Director of Recruiting Dave has forty -one years of experience in the audiovisual industry, four of which have been with Whitlock. While in the past Dave worked primarily in branch and general management, he came to Whitlock to develop and formalize its recruiting programs. His depth of experience and understanding of the AV technology implementation process make him one of the most effective professional recruiters in the industry. Dave's responsibilities include sourcing, recruiting, screening and managing a national database of industry candidates, ranging from technical positions to project managers to global account executives and directors. He works closely with Whitlock's leadership team to maintain a quality workforce, and ensure the company has the t(IWhitlock Page 29 of 35 Share It whh the world. 101 CONFIDENTIAL 4 3 8 p El Segundo PD Video Wall Project right team in place to deliver on its vision of being a trusted source for innovative AV solutions. Dave has been an integral part in Whitlock's ongoing growth and success in the marketplace. Phillip Reyes, National Managing Director, Government Division Phillip Reyes joined Whitlock in 2009 as the National Managing Director of the Government Division. He has over twenty years of experience in the audiovisual and telecommunications industries primarily working with federal, state and local government entities, including military and defense. Phillip serves as a company -wide resource for high - level, mission- critical AV projects and has extensive knowledge of the intricate procedures and protocols of serving the government sector. He also has strong relationships with Whitlock's key clients, manufacturers and other industry consultants, and is known as an advisor and trusted source nationwide for complex implementations up to a secret level. Phillip and his team specialize in command and control centers, visualization centers, video -based training and collaborative, secure knowledge sharing. With a truly unique depth of knowledge of the diverse needs of the U.S. government and military at every level, Phillip works closely with executive management and sales leaders to guarantee a quality delivery on a national and global level to all end customers. Michael Weisert. Director of Web Applications Michael has eleven years of experience in IT, eight of which have been in the audiovisual industry. He has been with Whitlock for five years, and has played a key role in the company's use of innovative new technologies to drive operations and sales. Michael develops the company's public website, client portals, internal databases and intranet solutions, as well as any custom applications which support strategic initiatives. He is highly involved in operational and IT improvements that keep the Whitlock team working at optimum levels and delivering its best to end customers. Other areas of expertise include digital media networks, design and collaborative technologies. Michael also assists Whitlock with managing its direct integration and knowledge sharing with leading manufacturing partners, as well as Whitlock's global partner network, the Global Presence Alliance. Rich Williams, Director of Managed Services Rich Williams leads the operational direction and business development for Whitlock's Managed Services Group, which provides ongoing maintenance, on- and off -site staffing support, AVNOC surveillance and training to the company's growing client list worldwide. With an extensive career spanning more than twenty -five years, Rich has expertise in delivering business critical solutions involving telecommunications, audiovisual, videoconferencing and broadcast/production technologies. Having joined Whitlock in 2003, he has been an integral part of the company's growth in the Southwest, as well as its relationship building with clients and manufacturers nationwide. Rich spearheads the company's use of innovative technologies and processes for dispatching, project tracking, client communications and expansive managed services programs. His background includes branch management, project leadership, design «1 Whitlock Page 30 of 35 Share It with the world. 102 CONFIDENTIAL 4 3 El Segundo PD Video Wall Project engineering and support for technology -based companies and governmental entities in the U.S. and internationally. Seattle, Washington Executives Whitlock employs only the most trained and experienced Account Executives in the industry. Our Account Executives are responsible for providing you with a consistent point of contact from project inception to sign -off, ensuring customer expectations are properly set, managed, and exceeded. Whitlock's Account Executive have many years of direct industry experience and extensive technology training with the top audiovisual, videoconferencing, digital signage and video streaming manufacturers in the industry, including AMX, Barco, Biamp, Christie, Cisco (Tandberg), Clarity, ClearOne, Crestron, CyViz, Extron, Jupiter, LifeSize, Mitsubishi, NEC, Polycom, SMART and Sony, among others. John Rasanen, General Manager John Rasanen serves as General Manager for Whitlock's Seattle, WA office location. In this position, John manages all business activities for the this office, including the financial, operational and administrative functions for Whitlock's team of engineers, project managers, programmers, account executives, installation and service specialists for clients. Previously, John worked for XO Communications as the Senior Sales Manager — Business Services where he managed a team of Account Executives that were focused on selling voice, data, SIP, private line transport, Ethernet, hosting and collocation services to medium sized businesses and enterprise accounts in the Greater Seattle area. He received recognition for having the top sales team in the Western Region numerous times. During his time with Whitlock, John has helped his sales team land multiple high profile projects, such as the City of Redmond, Peninsula College, University of Oregon, Western Washington University and Sprint. John is a graduate of the University of Washington where he received a Bachelor of Arts in Political Science. Jason Parson, Account Executive Jason Parson joined Whitlock's Redmond, WA office as an Account Executive in February of 2010. Jason was previously a co -owner and shareholder of Invision Technologies Corporation, an e- tailer of audiovisual equipment. In 2007, he opened Poulsbo Audio Video Integration, which was the Invision Technologies local retail store that focused on the integration of audiovisual systems for commercial and retail accounts. Jason helped the company with tremendous growth and within a year and a half, the company hit the INC. 500 list. As an Account Executive with Whitlock, he has already completed projects for US Army at Fort Lewis 1WWhitlock `lock Page 31 of 35 Share It with the world. 103 CONFIDENTIAL 4381 I El Segundo PD Video Wall Project and has many more in progress. Jason has received training courses from many manufacturers, including Biamp, AMX, Sharp and DBX. Seattle, Washington Technical Team Videoconferencing Specialists Whitlock has a dedicated group of trained and certified Videoconferencing employees who provide service and support to Whitlock's Videoconferencing projects. These individuals work with Whitlock's Sales and Engineering staffs to ensure the highest level of performance for all Videoconferencing System implementations. Kirk Muffley, Director of Videoconferencing Kirk joined Whitlock in 1997 in the position of Director of Conferencing Solutions. Previously, he had worked with C -Phone Corporation, where he was the top technical sales and support representative for the Southeast, Mid - Atlantic and Northeast regions of the United States. He is a graduate of the University of North Carolina at Wilmington School of Business (accredited) where he received a Bachelor of Science in Business Management. Kirk is also a certified Videoconferencing Systems Engineer, a recognized leader in the videoconferencing industry, and was a guest speaker at The Wainhouse Research Summit in 2003. He focuses his time on conferencing solutions, leading strategic national accounts and serves on the Advisory Committees of recognized videoconferencing product manufacturers TANDBERG and POLYCOM. Kirk is responsible for strategic management of all conferencing related relationships including Whitlock's streaming, collaboration, audioconferencing, videoconferencing, telepresence and related services portfolio. Gary Bigler, Senior Conferencing Engineer Gary Biglerjoined Whitlock in 1997 in the position of Senior Conferencing Engineer. He previously worked with C -Phone Corporation as the lead installation and customer service technician. Prior to C- Phone, Gary worked with Advanced Technology Services as a Computer Engineer and worked with Racal - Datacom for nearly thirteen years, the last six years as a Senior Field Engineer. He is a graduate of the Ohio Institute of Technology and has conferencing vendor certification from Polycom, Tandberg, LifeSize, Sonic Foundry, Accordent and HaiVision. LkJ Whitlock Page 32 of 35 104 CONFIDENTIAL Ken Oots, Business Development Manager 4381 ® «64 El Segundo PD Video Wall Project Ken Oots has over twelve years of experience in the technology sales industry. He recently re- joined Whitlock in January of 2009 as a Business Development Manager with focus on the conferencing division and global enterprise accounts. Ken previously worked for Whitlock as a subject matter expert where he was responsible for sales management of the entire company portfolio with emphasis on videoconferencing products. He then became a District Sales Manager at Sprint before moving to Time Warner Commercial Services where he was a Commercial Sales Manager. At Time Warner Cable, he achieved Achievers Cup recognition several years for his performance. Most recently, Ken was employed with Brightline, an international company that provides lighting solutions for television production and videoconferencing industries. His responsibilities at Brightline as Sales Manager for the Southern states included managing audiovisual integration channels for videoconferencing and production lighting. Ken graduated from the University of North Carolina — Wilmington with a Bachelor of Arts in Political Science. ILI Whitlock Page 33 of 35 105 CONFIDENTIAL Company Locations i El Segundo PD Video Wall Project IQ) CALIFORNIA GEORGIA Silicon Valley Office Atlanta Office NEW YORK 7725 Autumn Lane 8601 Dunwoody Place Loomis, CA 95650 Suite 444 New York Office (408) 354 -5622 Atlanta, GA 30350 1001 Avenue of the Americas 11 m Floor (770) 993 -1001 New York, NY 10018 San Diego Office (212) 719 -7555 1660 Hotel Circle North HAWAII Suite 600 San Diego, CA 92108 Honolulu Office NORTH CAROLINA (619) 881 -0192 1607 Colburn Street Charlotte Office Honolulu, HI 96817 4101 Stuart Andrew Blvd. (808) 525 -7007 Suite F COLORADO Charlotte, NC 28217 Denver Office ILLINOIS (704) 494 -3500 6555 South Kenton Street Chicago Office Suite 301 1000 E. State Parkway Durham Office Centennial, CO 80112 Suite F 4020 Stirrup Creek Drive (303) 471 -5192 Schaumburg, IL 60173 Suite 111 (847) 380 -1007 Durham, NC 27703 FLORIDA (919) 806 -1009 Tampa Office MARYLAND 8010 Woodland Center Blvd. Baltimore Office (Government Division) Suite 100 9192 Red Branch Rd STE 290 Tampa, FL 33614 Columbia, MD 21045 (813) 886 -5252 (410) 537 -6300 Govemment Mailing Address P.O. Box 38870 Whitlock Baltimore, MD 21231 -9998 Share It with the world Page 34 of 35 106 4381 J.PaB CONFIDENTIAL El Segundo PD V WOO W011 proiecl Wilmington Office Dallas Office Northern Virginia/ 5109 Hunters Trail 8005 Commerce Drive Washington D.C. Wilmington, NC 28405 Suite 320 20099 Ashbrook Place, Suite 105 (910) 793 -6002 Irving, TX 75063 Ashburn, VA 20147 (972) 465 -8888 (410) 221 -7915 PENNSYLVANIA Philadelphia Office Houston Office Virginia Beach Office 273 Great Valley Parkway 9101 Jameel Road 230 Clearfield Avenue 'Malvern, PA 19365 Suite 160 Suite 103 (610) 296 -0100 Houston. TX 77040 Virginle Beach, VA 23462 (713) 738 -0700 (757) 671 -7478 TEXAS Austin Office VIRGINIA WASHINGTON -11100 Metric Blvd Corporate Headquarters Seattle Area Office Suite 200E 12820 West Crack Parkway 15207 NE 95" Street Austin, 7X 78758 suite M Redmond, WA 98052 (512) 280 -3710 Richmond, VA 23.238 (425) 861 -3484 (804) 273 -9100 1i1 W Shm it tiock Page 35 of 107 EL SEGUNDO CITY COUNCIL MEETING DATE: July 15, 2014 AGENDA STATEMENT AGENDA HEADING: Consent Calendar AGENDA DESCRIPTION: Consideration and possible action regarding a contract with PCR Services Corporation to provide environmental review services for the Mattel Continental Grand Campus Specific Plan Project affecting property located at 333 Continental Boulevard, 455 Continental Boulevard, and 1955 East Grand Avenue. The proposed Project, if eventually approved, would allow for up to 475,000 square feet of new office, and research and development uses. (Fiscal Tmpact: up to $408,035 Developer Reimbursed Trust Fund) RECOMMENDED COUNCIL ACTION: 1. Approve a budget appropriation of up to $408,035 to provide environmental review services; 2. Authorize the City Manager to execute a Professional Service Agreement for environmental review services, in a form approved by the City Attorney, not to exceed $408,035; and /or; 3. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. PCR Services Corporation Cost Proposal 2. PCR Services Corporation Proposal for Preparation of an Environmental Impact Report for the Mattel Continental Grand Campus Specific Plan Project. FISCAL IMPACT: $408,035 Amount Budgeted: N/A Additional Appropriation: $408,035 Account Number(s): 001 - 400 - 2402 -6684 (Developer Reimbursed Trust Account - Mattel, Inc.) ORIGINATED BY: Kimberly Christensen, AICP, Planning Manager ' REVIEWED BY: Sam Lee, Director of Planning and Building Safety APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: The City Council previously directed the City Manager to obtain Council approval on any planning consulting services contracts over $200,000 for the preparation of the necessary environmental review pursuant to the California Environmental Quality Act (CEQA). Mattel, Inc. submitted an application for a proposed Mattel Continental Grand Campus Specific Plan Project that will require environmental review by a third party consultant. PCR Services Corporation is recommended for this work. PCR is one of the qualified firms on the list of environmental consulting firms previously approved by City Council. 1: PCR Services Corporation has previous experience preparing environmental documents for the Mattel Campus. It is, therefore, familiar with the proposed project site and its potential environmental issues. The required environmental review is for a proposed Specific Plan for the 12.5 acre Mattel site located at 333 Continental Boulevard, 455 Continental Boulevard, and 1955 East Grand Avenue. If approved, the project would allow construction of up to 475,000 square feet of new office, and research and development uses that would expand the existing uses onsite. The consultant was asked to prepare a budget based upon the preparation of an Environmental Impact Report (EIR) and to include optional tasks for the preparation of technical studies should the applicant need the City's consultant to provide these services. The optional items include: 1) a preliminary geotechnical assessment, 2) Phase I site assessment, 3) water supply assessment, 4) sewer capacity study, and 5) hydrology study. Planning Staff recommends that the City enter into an agreement in the amount of $408,035 which includes the cost of the EIR ($314,205), and the cost of the additional optional tasks ($93,830). If Council approves the contract award to PCR Services Corporation, a reimbursement agreement between the applicant and the City must be executed. Recommendation The Planning and Building Safety Department requests that the City Council: 1) approve a budget appropriation of $408,035 from a developer funded trust account for environmental consulting services; and 2) authorize the City Manager to execute a Professional Services Agreement with PCR Services Corporation in a form approved by the City Attorney, for a total not to exceed $408,035. P:\Planning & Building Safety \0 Planning - Old\PROJECTS (Planning) \976- 1000\EA- 986\2014 07 15 CC Report Award Env Contract Mattel. final, doc We Ms. Kimberly Christensen, AICP, Planning Manager CITY OF EL SEGUNDO W, June 18, 2014 - Page 25 Summary of Proposed Fees for the Mattel Continental Grand Campus Specific Plan EIR Task _ Task Description Fees 1 Collect Data /Prepare Project Description $15,800 2 Prepare /Distribute Initial Study Package $13,900 Subtotal $29,700 3 Prepare Draft EIR Air Quality Analysis $10,800 Archaeology /Paleontology $5,030 Greenhouse Gas Analysis $7,000 Noise Analysis $11,500 Aesthetics, Cultural Resources, Hazards, Hydrology, Land Use, Services/Utilities, Traffic, Alternatives, Other $81,945 City Comments $12,430 ° Noticing and Distribution $4,985 Subtotal $133,690 4 Final EIR 1" Draft - Final EIR $12,300 ° City Comments $8,500 Mitigation Monitoring Program $2,900 Noticing and Distribution $3,800 Subtotal $27,500 5 Meetings and Management Coordination - EIR $38,120 Subtotal PCR Labor $229,010 Subtotal PCR Direct Expenses $9,735 b SUBTOTAL PCR COSTS $238,745 6 Subconsultant Technical Studies (include 10% PCR Administrative Cost) 6.a Traffic Impact Study $75,460 TOTAL EIR FEE WITHOUT OPTIONAL TASKS $314,205 Optional Tasks Kimley -Horn Associates 6.b Water Supply Assessment $16,500 6.c Sewer Capacity Study $12,300 6.d Hydrology Study $14,100 6.e Preliminary Water Quality Management Plan $11,700 6.f Meetings and Coordination $1,200 6.g Expenses (sewer flow monitoring, fire flow tests, office expenses) $20,000 Subtotal Kimley -Horn Associates (includes 10% subconsultant mark -up) $83,380 Golder Associates 6.h Preliminary Geotechnical Assessment $3,500 6.i Phase I Environmental Site Assessment $6,000 Subtotal Golder Associates (includes 10% subconsultant mark -up) $10,450 TOTAL FEE WITH OPTIONAL TASKS $408,035 ° Dollar values are allowances; actual costs could be higher or lower. Should actual costs be lower, only actual costs will be billed. Should circumstances cause actual cost to exceed budgets for the line items, additional authorization will be sought prior to exceeding approved budgets. b Dollar value is an estimate and will generally be determined by the number of copies of the Initial Study and EIR and Technical Analvses that will be required, and the size of the documents. 110 PCR June 25, 2014 Ms. Kimberly Christensen, AICP, Planning Manager CITY OF EL SEGUNDO PLANNING & BUILDING SAFETY DEPARTMENT 350 Main Street El Segundo, CA 90245 Re: PROPOSAL TO PREPARE AN EIR FOR THE MATTEL CONTINENTAL GRAND CAMPUS SPECIFIC PLAN Dear Ms. Christensen: PCR Services Corporation ( "PCR ") appreciates the opportunity to submit this letter proposal to assist the City of El Segundo ( "City ") with environmental consulting services for the Mattel Continental Grand Campus Specific Plan project ( "proposed project "). PCR has enlisted the services of Kimley -Horn and Associates, Inc. ( "KHA") to prepare a Traffic Impact Study, and to provide civil engineering support including a Hydrology Report, Water Quality Analysis, Water Supply Assessment ( "WSA "), and Sewer Area Study. We have also enlisted the services of Golder Associates to prepare a Phase 1 Environmental Site Assessment ( "Phase 1 ESA "), and a Preliminary Geotechnical Assessment. This proposal is based on our recent discussions, a review of inter- departmental correspondence, an applicant prepared project description, and project plans received from the City via e-mail between April 14th and 21st, 2014. This proposal also reflects information in PCR's files regarding previous environmental work conducted by PCR on the subject property. Included in this proposal is a brief overview of PCR, a summary of the proposed project as we understand it, a scope of work to complete the environmental review process as set forth by the California Environmental Quality Act ( "CEQA ") through an through an Environmental Impact Report (`EIR"), a general schedule for completion of our services, and estimated fees and direct costs. The following are included as attachments to our proposal: a) PCR and Subconsultant Billing Rates; b) Detailed Cost Spreadsheet; c) PCR Resumes. PCR OVERVIEW PCR is a multi - disciplinary firm serving public and private clients for 40 years. Established in 1974, PCR is known for meticulously crafted and legally defensible CEQA and. National Environmental Policy Act ( "NEPA ") documents; including expert command of technical issues in biology, air quality, greenhouse gas /climate change analysis, acoustics, historic resources, archaeology, and paleontology. PCR has approximately 50 professional, support, and administrative staff members in its Santa Monica, Pasadena, and Irvine locations. Our in -house staff effectively collaborates to develop practical approaches for CEQA/NEPA compliance and issue resolution. Our in -house support capabilities include full Geographic Information Systems (GIS), Computer -Aided Drafting & Design ( "CADD ") graphics, word processing, photographic imaging /scanning, and production services. This comprehensive in -house team provides for timely feedback between team 201 Santa Monica Boulevard, Suite 500, Santa Monica, CA 90401 INTERNET www.pernet.com TEL 310.451.4488 FAx 310.451. TT i Ms. Kimberly Christensen, AICP, Planning Manager CITY OF EL SEGUNDO June 26, 2014 - Page 2 members, consistent resources to meet deadlines, knowledgeable management of work tasks and cost savings to our clients. PCR has previous experience in the City of El Segundo, including preparation of CEQA documentation for Mattel's The Grand Way Project, Phase II of The Grand Way Project & 1955 East Grand Avenue Project, the Candle Corporation Headquarters Campus Plan, Grand Avenue Corporate Center Project, and the Grand Plaza Corporate Complex, among others. In addition to previous work on the Mattel Campus site and in the City of El Segundo, PCR has other corporate campus CEQA experience, including preparation of EIRs for Disney's Grand Central Creative Campus, and the SKG/Dreamworks Animation Campus in the City of Glendale, the Symantec Office Development in Culver City, and the Fox Studio Expansion in the City of Los Angeles, to name a few. PROJECT UNDERSTANDING The proposed project, is located in the City of El Segundo, on an approximately 12.5 -acre site consisting of three parcels located at 333 Continental Boulevard (" the 333 Continental Parcel "), 455 Continental Boulevard ("the 455 Continental Parcel "), and 1955 East Grand Avenue ( "the 1955 Grand Parcel "), collectively referred to as the project site ( "project site "). The project site has a general plan designation of Corporate Office and is zoned Corporate Office ( "CO "). The project site is located in the northeast quadrant of the City in an area characterized by "super block" development with a mix of office, research and development, retail and hotel uses, as well as the Los Angeles Air Force Base. Land uses surrounding the project site include the Double Tree Hotel, Grand Avenue, and office uses to the south, and office uses to the north, east and west. The approximately 4 acre, 333 Continental Parcel, is currently occupied by a 14- story, 316,000 square -foot ( "sf') building housing the Mattel, Inc. corporate headquarters offices, and 34,000 sf of commercial uses, including a cafeteria and child care center for Mattel employees, and a retail outlet store open to the public. The 333 Continental Parcel also includes an eight -level parking structure with 1,193 parking spaces that includes a 11,300 sf fitness center for employees at the ground level. The proposed project does not include new development on the 333 Continental Parcel, the existing Mattel corporate headquarters and associated uses would be retained under the proposed project. The approximately 3.5 acre, 455 Continental Parcel, is improved with interim temporary uses that include recreational facilities for Mattel employees, a landscaped area featuring a Mattel logo, and surface parking spaces. Under the proposed project these improvements would be demolished, allowing for development of a 300,000 sf, 14 -story office building that would mirror the design of the existing corporate headquarters building on the 333 Continental Parcel. Development would also include construction of an eight -level parking structure with a minimum of 780 parking spaces. 112 Ms. Kimberly Christensen, AIC P, Planning a a er CITY OF EL SEGUNDO June 26, 2014 - Page 3 The 1955 Grand Parcel, is approximately 5 acres, and is currently occupied by a two - story, 55,355 square -foot office building used by Mattel as a conference center, as well as a surface parking lot with 373 parking spaces. Under the proposed project, and subsequent to development of the 455 Continental Parcel, existing improvements on the 1955 Grand Parcel would be demolished, and up to 174,240 sf of new office floor area and up to 465 surface parking spaces would be developed. Approximately 60,000 to 70,000 sf of the new floor area would be used for conference center purposes. The current FAR for the 333 Continental Parcel is 2.05, following development of the proposed project, the FAR for the project site as a whole would be 1.53. The proposed project would be completed in two separate phases. Construction of the 455 Continental Parcel would be the first phase, and would be completed in approximately 15.5 to 19.5 months. Construction of the 1955 Grand Parcel would take approximately 13 to 18 months. Although an estimated start date has not been determined, full build out of the project site is expected by 2026. Mattel currently employs approximately 1,190 employees at the project site with work hours generally running from 8:00 a.m. to 5:00 p.m. Following development associated with the proposed project, approximately 1,000 employees are expected to work at the 455 Continental Parcel, with the same general work hours as current Mattel employees on the project site. Once redeveloped the 1955 Grand Parcel would include from 400 to 430 new employees. The total number of employees at full buildout would be between 2,590 and 3,020 employees. Requested entitlements include approval of a General Plan Amendment, a Zone Change, a Zone Text Amendment, a Specific Plan, and a Development Agreement. SCOPE OF WORK The table below lists the tasks required for the timely completion of the environmental review process. Following the table is a description of each of these separate tasks. Task Task Description 1 Collect Data /Prepare Project Description 2 Prepare Initial Study Package 3 Prepare Draft EIR 4 Prepare Final EIR 5 Meetings and Management Coordination Task 1: Collect Data/Prepare Project Description As part of this first task, PCR will attend a kick -off meeting with the City to discuss the status of the project, available information, overall priorities for the CEQA process, communication protocols, next steps, and the project schedule. Following the meeting and a thorough review of the 113 Ms. Kimberly Christensen, AICP, Planning Manager CITY OF EL SEGUNDO June 26, 2014 - Page 4 most recent project plans and related information, PCR will prepare a data needs memorandum listing additional information and assumptions that may be required to support completion of the EIR process. Upon receipt of necessary project information identified in our data needs list, PCR will prepare a draft Project Description for project team review. PCR assumes the bulk of responses to our data needs request will be provided within two weeks in a consolidated format. If a prolonged iterative data collection effort is required it could affect schedule and the level of effort to complete the EIR. As discussed below, this Project Description will be included in an Initial Study package and will be used as the basis for preparing the Explanation of Checklist Determinations within the Initial Study package. Upon receipt of City comments, PCR will make necessary changes to the Project Description. PCR assumes that two iterations of the Project Description will be required. Products ■ Data Needs Memorandum • First Draft of Project Description • Final Project Description to Support Initial Study & EIR analyses Task 2: Prepare Initial Study Package Upon finalization of the Project Description, PCR will prepare the Initial Study package. The Initial Study package will consist of the City's Initial Study Checklist accompanied by specific explanations of the checklist determinations and the project description described above. The Initial Study Checklist and Explanation of Checklist Determinations will identify issues to be analyzed in the EIR and, importantly, substantiate with data or logic based analysis why other issues will not require further study. For each environmental issue addressed in the Initial Study, it will be determined whether the project would result in no impact, a less than significant impact, a less than significant impact with mitigation or a potentially significant impact. Issues for which a potentially significant impact is identified will be addressed in detail in the EIR. Based on our review of the project and our familiarity with the project site, the following issues have the potential for significant project impacts or are otherwise proposed for evaluation in the EIR: aesthetics (including visual character, views, and shade /shadow), air quality (construction and operation), cultural resources (archaeology, paleontology), greenhouse gas emissions, hazards/hazardous materials, hydrology and water quality, land use, noise, traffic, public services (police, fire), and utilities (water, wastewater). If it becomes apparent based on review of technical reports prepared by others and /or discussions with City staff that any of the above listed issues can be excluded from the EIR or if additional issues need to be addressed in the EIR, PCR will notify the project team and adjust the scope of work and budget accordingly. PCR does not anticipate the need for extensive analysis of other environmental issues not listed above beyond the extent necessary to satisfy the basic requirements of CEQA based on the 114 Ms. Kimberly Christensen, AICP , P lanni ng Manager CITY OF EL SEGUNDO 4 June 26, 2014 - Page 5 project's consistency with relevant local plans, regulations, ordinances, criteria, and /or guidelines. Impacts related to agriculture and forestry resources, biological resources, geology, and mineral resources are anticipated to have no impacts or less than significant impacts. However, a geotechnical report is recommended to support a finding in the Initial Study that impacts would be less than significant. Once drafted, PCR will submit the Initial Study package to the City for review. Based on the broad scope of issues to be further analyzed in the EIR, PCR assumes that two (2) rounds of City comments will be required to finalize the Initial Study. If such revisions include modifications to the list of environmental issues to be discussed in. the Draft EIR, the scope of work and budget set forth in this proposal may be affected. As part of this task, PCR will also prepare a Notice of Preparation (NOP) of a Draft EIR for review by the City. In addition, PCR assumes that a public scoping meeting will be held and thus, a Notice of Public Scoping Meeting will be incorporated into the NOP. In accordance with CEQA requirements, the NOP/Notice of Public Scoping Meeting will include a brief description of the project, a list of the probable environmental effects of the project, a conceptual site plan, and the date, time and location of the public scoping meeting. PCR will need assistance from the City in coordinating the scoping meeting location and associated mailing list. Once the NOP/Notice of Public Scoping meeting is signed by City staff, PCR will distribute, as determined appropriate through consultation with the City, the NOP/Notice of Public Scoping meeting via certified mail to begin the 30 -day public comment period. During the NOP comment period, the Initial Study will also be made available by City staff for public review. Products • 1st and 2nd Draft Initial Study Package to City (3 hard copies and 1 electronic copy) • Proof -Check Draft for City Review (I hard copy,l electronic copy) • Final Initial Study for Public Review (35 hardcopies, 1 electronic copy, and 35 CDs) • Notice of Preparation/Notice of Public Scoping Meeting • Preparation and Attendance at Public Scoping Meeting Task 3: Prepare Draft EIR PCR will prepare a Draft EIR that will analyze the project's potential environmental impacts. PCR will design a Draft EIR that will reflect the scope of issues determined by the Initial Study, additional relevant issues raised within NOP comments, and consensus reached with the City for approaching key environmental issue areas. The Draft EIR will include all statutory sections required by CEQA, including a summary, project description, and impact analyses for each environmental issue to be addressed that will include mitigation measures and an analysis of cumulative effects. The EIR will also address areas of controversy, effects found not to be significant, growth inducement, alternatives, significant irreversible environmental effects, 115 M s. Kimber ly Christensen, AICP Pla nn in g Manager ° CTI'Y OF EL SEGUNDO June 26, 2014 - Page 6 significant and unavoidable environmental effects, references, and organizations and persons consulted. PCR assumes that up to three (3) alternatives, including one No Project Alternative as required under CEQA, will be addressed in the Draft EIR. PCR will work with the City to create a comprehensive set of project objectives within the Project Description and to identify alternatives to the project. The scope of the environmental impact analyses in the Draft EIR will be determined by the Initial Study and may be modified to include additional topics based on comments received during the NOP comment period. Based on PCR's understanding of the project, our long- standing history of experience in performing environmental review in the City in general, we anticipate that the Draft EIR will analyze the environmental issues listed below. ■ Aesthetics (Visual Character and Views, Shade /Shadow) ■ Air Quality ■ Cultural Resources (Archaeology, Paleontology) ■ Greenhouse Gas Emissions /Global Climate Change ■ Hazards & Hazardous Materials • Hydrology and Water Quality • Land Use and Planning • Noise • Public Services (Police, Fire) • Transportation /Traffic /Parking • Utilities (Wastewater and Water) The approach and scope for each of these environmental issues is presented below. Aesthetics/Views The analysis of aesthetics will include an evaluation of potential impacts associated with aesthetic resources, views, and shading and light and glare. The aesthetics analysis will be illustrated through the use of photographs and graphic illustrations provided by the applicant or project architect. The analysis of impacts on aesthetic resources will incorporate the following: a description of the existing visual quality of the site and surrounding areas; a description of any valued focal or panoramic views of aesthetic resources; a description of relevant regulations, policies and guidelines governing aesthetic resources; and an evaluation of impacts with an emphasis on the potential for the project to introduce features that would detract from the aesthetic quality of the area or conflict with applicable design guidelines. 116 Kimberly ICP Planning Manager �- Ms. Kxm y C ristense h i n, A , P nn g Mana g CITY OF EL SEGUNDO MI June 26, 2014 - Page 7 The analysis of views will focus on views of aesthetic resources that may be obstructed. The analysis will address views from public and private locations separately, since based on public policy and case law private views are provided little regulatory protection. In the event photo simulations are warranted to support the analysis, it is assumed that they will be provided by the architect or through the services of a consultant under a separate scope. An assessment of potential shading impacts attributable to the project will also be provided. In order to complete the shading analysis PCR will identify nearby shadow sensitive uses; describe existing buildings and their shadow effects in the site vicinity; and model the proposed development's shadow patterns during the Summer Solstice, Winter Solstice and Spring/Fall Equinox. PCR will prepare graphics that depict shadow patterns on a scaled base map with area streets, proposed and existing building footprints, and shadow sensitive uses clearly identified. PCR will coordinate with the project architect to confirm assumptions and ensure accuracy regarding the proposed building envelope and building placement. Potential impacts resulting from light and /or glare generated by the project will also be evaluated. Air Quality PCR has worked closely with South Coast Air Quality Management District (SCAQMD) staff members to develop an understanding and define expectations for the quantification and assessment of air pollutant emissions from projects similar to the proposed office development. Building on our knowledge and experience, PCR has developed a refined approach to performing air quality analyses, pursuant to the standards and guidelines set forth by the California Air Resources Board (GARB) and the SCAQMD. Pursuant to guidance provided by the SCAQMD's CEQA Air Quality Handbook, PCR will describe the existing air quality conditions, regulatory setting, and thresholds of significance. PCR will calculate regional construction- and operational- period emissions using SCAQMD's recommended CalEEMod model supplemented by SCAQMD - developed construction scenarios. The construction analysis will include combustion emissions related to equipment operation; fugitive dust emissions related to demolition, site preparation and earthmoving activities; mobile source emissions related to construction worker and haul truck trips; and volatile organic compound emissions related to architectural coating application and asphalt pavement. PCR recommends that localized construction impacts be assessed using the SCAQMD LST screening tables. PCR will assess potential off -site impacts from the creation and emission of toxic air contaminants (TACs) and odors during construction qualitatively. The operational analysis will include mobile source emissions related to project - generated vehicle trips, stationary source emissions related to energy demand (i.e., electricity generation, natural gas consumption), and fugitive source emissions (such as from landscaping activities and the routine use of consumer products). PCR will address localized impacts attributable to project carbon 117 Ms. Kimberly Christensen, AICP, Planning Manager I CITY OF EL SEGUNDO June 26, 2014 - Page 8 4 monoxide (CO), coarse and fine particulate matter (PM10 and PM2.5, respectively), and oxides of nitrogen (NOx) using the SCAQMD Localized Significance Thresholds (LST) Guidelines. PCR will perform a semi - quantitative localized carbon monoxide (CO) hotspots analysis for those intersections in the project vicinity that experience the greatest traffic impacts. With respect to operations, the project is not expected to emit substantial toxic air contaminants (TACs) or be a source of substantial odors. Accordingly, a qualitative health risk assessment will be completed based on land use compatibility guidance from the California Environmental Protection Agency (CalEPA), GARB, and the SCAQMD and odors will also be addressed qualitatively. Mitigation measures will be provided, if needed, to address any significant air quality impacts identified in preparation of the EIR. PCR will evaluate the project's consistency with the SCAQMD's most recent Air Quality Management Plan (AQMP), including the AQMP's strategies to achieve and maintain ambient air quality standards. PCR will rely on the city or project applicant's identification of related projects within the project vicinity and address the CEQA consideration that the project may have impacts that, although not individually significant, would be cumulatively considerable. Cultural Resources (Historic, Archaeology and Paleontology) Archaeology/Paleontology — PCR will conduct an analysis to determine potential impacts to archaeological and paleontological resources. The analysis will identify known resources within the general vicinity of the project based on archaeological and paleontological records searches to be obtained by PCR. PCR will also consult with local Native American tribes early in the process to assist in the identification process. PCR's evaluation of the project's potential impacts on archeological and paleontological resources in the EIR will provide the following: ■ Regulatory Setting. Summarize applicable local, regional, state and federal policies, regulations and guidelines. • Prehistoric Context Statement. Provide a prehistoric context statement that will characterize the nature and behavior of past Native American activities through time that took place within the general vicinity of the project site. This statement will assist with the future evaluation of resources that could be -impacted by the project. • Archaeology and Paleontology Record Searches /Results. Conduct archaeological resources records searches through the California Historical Resources Information System South Central Coastal Information Center (CHRIS- SCCIC) at California State University, Fullerton that will included review of cultural resource studies and recorded archaeological resources inside and within a one -half mile radius of the project site. PCR will also solicit a paleontological resources records search from the Natural History Museum of Los Angeles County that will include review of all known fossil localities on and in the general vicinity of the project site. Results of both records searches will indicate whether or not there are previously recorded 118 Ms. Kimberly Christensen, AICP, Planning Manager CITY OF EL SEGUNDO June 26, 2014 - Page 9 archaeological or paleontological resources within the project site and vicinity, and will also provide a basis for assessing the sensitivity of the project site for undiscovered buried resources. ■ Native American Consultation. PCR will conduct Native American consultation in accordance with California Senate Bill 18, which requires government -to- government consultation (i.e., between the lead regulating agency and tribal councils) regarding traditional tribal cultural places when a project includes a General Plan amendment. PCR will commission a Sacred Lands File records search through the Native American Heritage Commission (NAHC) and conduct follow up consultation with Native American groups identified by the NAHC as having affiliation with the project vicinity, as recommended by the NAHC. Follow -up consultation will take place early in the process in the form of a letter sent via certified mail that will indicate the project site, briefly describe the nature of the proposed project, and request information recipients may have regarding additional prehistoric or Native American resources that may be impacted by the proposed project. PCR will follow up on the letters as necessary and will conduct telephone consultation with interested Native American contacts and additional appropriate Native American informants identified through the initial consultation process. Results of the search and follow -up consultation will provide information as to the nature and location of additional prehistoric or Native American resources whose records are not available at the CHRIS- SCCIC. • Impact Analysis. Provide a sensitivity assessment that will determine the potential to encounter buried resources within areas of the site and analyze the nature of project construction activities and their potential to encounter known or undiscovered archaeological or paleontological resources. • Mitigation Measures. Define mitigation measures if warranted to address impacts to archaeological and paleontological resources. Global Climate Change /Greenhouse Gases To aid in implementing the Global Warming Solutions Act of 2006, also known as AB 32, OPR published CEQA Guidelines which took effect in 2010, addressing the evaluation of GHG emissions under CEQA. In accordance with this guidance, PCR is therefore proposing to analyze greenhouse gas (GHG) emissions quantitatively and consistency with applicable plans and policies qualitatively. PCR will prepare a discussion of the pertinent GHG statutes and regulations at the local, regional, state and federal levels. PCR will describe existing conditions, ambient GHG levels and GHG emissions, at the state, federal, and global level, as available and appropriate. At this time neither the SCAQMD nor the City has promulgated numeric project -level CEQA significance thresholds for GHG emissions applicable to the proposed project. PCR will perform the GHG 119 Ms. Kimberly Christensen , AICP Planning Manager =-- CITY OF EL SEGUNDO June 26, 2014 - Page 10 analysis by demonstrating that the project is consistent with GHG reducing goals established under AB32. Thresholds of significance will be defined for CEQA consideration, based on City, OPR, CAPCOA, SCAQMD and /or SCAG guidelines. Annual construction and operation GHG emissions inventories will be prepared using the CaIEEMod model. The benefit of mandatory emission reduction measures, in accordance with recently mandated Ca1GREEN building codes, inherent "smart growth" elements, and voluntary strategies will be calculated using guidance from the California Air Pollution Control Officer's Association (CAPCOA). The City of El Segundo has not yet developed a formal GHG reduction plan. However, PCR will evaluate the project's consistency with applicable State, local, and regional GHG- reduction goals, plans and regulations. Mitigation measures will be provided, if needed, to address any significant air quality impacts identified in preparation of the EIR. Hazards/Hazardous Materials The EIR analysis of Hazards/Hazardous Materials will be based on a Phase I ESA prepared by Golder Associates, as described under Task 6 below, as well as other available studies and information. The analysis of hazards and hazardous materials will address the content parameters set forth in Appendix G of the CEQA Guidelines. This section of the Draft EIR is expected to demonstrate that with compliance with regulatory requirements and any mitigation measures recommended based on the findings of the Phase I ESA, construction and operation of the project will not result in significant impacts related to hazards or hazardous materials. Hydrology and Water Quality The analysis of hydrology and water quality will address potential groundwater and runoff /erosion effects during construction and drainage flows during operations: The analysis will be based on a Hydrology Report and Water Quality Analysis prepared by KHA, as described under Task 6 below. The analysis of hydrology and water quality in the EIR will identify changes in the amount of off-site water flows due to project construction, City regulations regarding protection from flooding and adverse effects on water quality and the application of Best Management Practices (BMTs), pursuant to City policy. This section of the Draft EIR will identify regulatory requirements and mitigation measures recommended by KHA if warranted to reduce or avoid significant impacts. The analysis of hydrology and water quality will address the content parameters set forth in Appendix G of the CEQA Guidelines. Land Use and Planning The analysis of land use impacts will evaluate the project's consistency with the City General Plan Land Use Element and zoning in light of entitlement requests, and will also evaluate project compliance with other applicable state, regional, and local policies, plans, and programs, such as the Southern California Association of Governments' (SCAG) Regional Transportation Plan. The emphasis of the analysis will be to identify any conflicts with plans and policies, and to assess whether such conflicts would be tied to the potential for physical impacts on the environment. 120 M s. Kimberly Christensen, A CP, Planning Manager CITY OF EL SEGUNDO June 26, 2014 - Page 11 y Noise As the proposed project has the potential to increase ambient noise levels on a temporary (e.g., during construction) and /or long -term (e.g., operations) basis, the issue of noise will be addressed in the Draft EIR. PCR staff will prepare an evaluation of potential noise impacts associated with construction activities, surface transportation, and other aspects of project operations that are noise intensive and that have the potential to impact neighboring noise sensitive land uses. Potential impacts on the project from sources of noise in the existing sound environment will also be evaluated to confirm the adequacy of building sound isolation to support attainment of applicable interior noise standards for residential uses and the potential for adverse noise effects. PCR will identify and describe relevant local plans, regulations, ordinances, and guidelines related to community noise; identify and map noise - sensitive land uses in the vicinity that may be affected by the proposed project; and conduct ambient noise measurements at up to two locations over 24 -hours (one week day), and at up to three locations for short-term monitoring during peak traffic hours to establish ambient noise levels in proximity to noise sensitive land uses. To predict construction - period noise impacts, PCR will utilize published construction equipment noise level data to characterize the noise source, and apply industry standard distance attenuation and barrier (natural topography) insertion loss formulas to estimate noise levels at sensitive receptor locations. Construction - period noise will then be compared to the ambient noise levels and identified thresholds of significance to determine noise impacts at each receptor location. PCR will evaluate construction vibration, including evaluation of effects from pile driving (if utilized) on sensitive receptors (i.e., the adjacent hotel). PCR will evaluate operational noise and vibration from project related vehicular traffic at nearby existing roadway segments and on -site stationary noise sources by establishing the incremental change from existing ambient noise levels to project operational noise levels relative to identified thresholds of significance. Traffic noise impacts will be evaluated using a roadway noise computer prediction model based on the Federal Highway Administration (FHWA) traffic noise prediction model (FHWARD -77 -108) methodologies and criteria. This analysis will be conducted for up to four scenarios (e.g., Existing, Existing with Project, Future No- Project, and Future with Project). To calibrate the sound prediction model to more accurately reflect local conditions, the two short-term (15- minute) noise measurements with simultaneous traffic counts along the analyzed roadway segments will be used. To evaluate potential noise impacts from the existing sound environment (i.e. traffic on roadways) PCR will rely on the City /State Building Code. Mitigation measures in the form of building sound isolation performances can be identified on an as- needed basis. PCR will recommend mitigation measures to the extent feasible if significant impacts are identified. Mitigation measures may include performance standards, recommendations for 121 Ms. Kimberly Christensen, AICP Pla nn i ng Manager walazz o CITY OF EL SEGUNDO June 26, 2014 - Page 12 refinements to project design, or, restrictions in the hours and types of project activities. Mitigation design is not included in this scope of work. Public Services The analysis of public services will consider potential project impacts on the delivery of police and fire protection services. PCR will work with planning staff to get the input needed from the City departments to support preparation of the police and fire analyses. PCR's evaluation of the potential project impacts on fire protection services will address location, response times, staffing, and equipment levels for the fire stations that serve the project site; identify existing constraints to service and relevant plans or proposals for new fire stations or increases in staffing and equipment, and; evaluate the project's conformance with regulations and standards (e.g., fire hydrant flow, and emergency response times). Additionally, in consultation with the City of El Segundo Fire Department, the analysis will assess the increase in demand for fire protection and the Department's ability to serve the project and maintain adequate levels of service. PCR's evaluation of potential project impacts on police services will address the location, facilities, staffing, equipment levels and response times for the project site. Any existing constraints to police services in the project area will be identified, based on a consultation with the El Segundo Police Department. The analysis will assess the increase in demand for police services and the Department's ability to serve the project area and maintain adequate levels of service. Transportation /Traffic & Parking PCR will prepare the transportation, traffic and parking section of the EIR based on a comprehensive Traffic Impact Study prepared by KHA, as described below under Task 6. This section of the EIR will summarize the findings of the traffic study, including the evaluation of intersection and roadway impacts; the amount and adequacy of available parking; and site access and related circulation issues (e.g., safety issues and hazards related to proposed circulation improvements including vehicular and pedestrian access, and parking). Utilities (Water Supply and Wastewater) The analysis of utilities will address potential impacts associated with wastewater conveyance and treatment. Project implementation would increase wastewater generation and could result in the demand for sanitary sewer improvements in the project area. Accordingly, the analysis of wastewater conveyance will be based on a Sewer Area Study prepared by KHA. The EIR section will characterize existing and proposed wastewater collection, conveyance and treatment systems for the project site and area, and estimate future project - related wastewater generation. The EIR section will also indicate any necessary improvements or mitigation measures to reduce impacts. Based on PCR's understanding of the project, the proposed land uses would exceed 250,000 sf of commercial use and 1,000 employees, and would therefore meet the thresholds requiring 122 i Ms. Kimberly Christensen, AICP, Planning Manager CITY OF EL SEGUNDO - June 26, 2014 - Page 13 preparation of a WSA pursuant to Senate Bill 610 (effective January 1, 2002 and codified in California Water Code Section 10910 et seq.). PCR will prepare an analysis of water supply to document the adequacy of water conveyance systems in the area based on information available from the City and will rely on a WSA prepared by KHA to demonstrate that adequate water supplies will be available to serve the proposed project. Screencheck Draft EIR Revision and Preparation of the Public Draft PCR will submit the 1st Draft E.I.R to the City for review. We anticipate that two (2) round(s) of City comments will need to be incorporated before the Public Review Draft EIR copy is finalized. As the precise amount of time and associated fees required for review and incorporation of City comments cannot be specifically predicted since such staff time and fees will be dependent upon the extent of comments, PCR has proposed an "allowance" for completion of these tasks. Thus, if the fee is less than the fee cited in the fee table below, the balance will not be billed. In addition, if fees are more than required, PCR will seek written authorization prior to proceeding. PCR will prepare a Notice of Completion and a Notice of Availability, if requested by the City. PCR will assist in the distribution of the Draft EIR to a list of agencies and organizations agreed to by the City. That list will include the State Clearinghouse, the County Clerk, Responsible Agencies, local libraries, agencies and individuals who commented on the NOP or attended the public scoping meeting, and other interested parties identified in coordination with the City. PCR will also prepare files for posting the Draft EIR on the City's website and produce CDs of the Draft EIR for City distribution. Products • Ist Administrative Draft EIR City Review (5 hard copies and I electronic copy) • 2nd Administrative Draft EIR (Proof - Check) for City Review (2 hard copies, 1 electronic copy) • Public Review Draft EIR (25 hard copies with appendices on CD, 35 CDs (15 for State Clearinghouse), and I electronic copy) • Notice of Completion and Availability Task 4: Prepare Final EIR At the close of the public review period for the Draft EIR, PCR will coordinate with the City to obtain all public comments. PCR will review the comments and meet with the City to discuss issues raised and establish an approach for responding to comments. After consultation with the City regarding the issues raised, PCR will prepare a Draft -Final EIR. The Final EIR will include: a summary of the project and its associated impacts; corrections and additions to the Draft EIR; a list of persons, organizations, and public agencies commenting on the Draft EIR; comments submitted 123 Ms. Kimberly Christensen, A CP , Planning Manager er CITY OF EL SEGUNDO b_ ' P June 26, 2014 - Page 14 Y regarding the Draft EIR and responses prepared to address those comments; copies of the Draft EIR comment letters; and a Mitigation Monitoring and Reporting Program (MMRP). In addition, it is possible that PCR will need assistance from the City or the applicant with regard to comments that are more political in nature or that are specific to the design of the project. As discussed in more detail below, PCR can only speculate as to the nature and extent of public comment regarding the Draft EIR. We have assumed that a light level of public comments will be submitted to the City requiring responses. As discussed in the Proposed Fees section below, PCR has assigned allowances for responding to these comments. PCR anticipates that the City will review the Screencheck Final EIR twice before approving its contents. Once the City approves the Final EIR, PCR will assist the City with distribution of the Final EIR to the appropriate agencies and organizations, including those agencies that commented on the Draft EIR and to local libraries. The Final EIR will be distributed to agencies who commented on the Draft EIR at least 10 days prior to the hearing date for certification of the EIR. PCR will also prepare a Notice of Completion to be sent along with copies of the Final EIR to the State Clearinghouse and County Clerk. As with the Draft EIR, PCR will prepare electronic files for posting of the document to the City's website and will prepare CDs of the Final EIR for distribution by the City. Ten days after the Final EIR is sent to commenting agencies, public hearings regarding the project can commence. Upon project approval, PCR will file the Notice of Determination with the County Clerk. This notice will start a 30 -day statute of limitations with regard to approval of the project and certification of the Final EIR. Products ■ 1St Administrative Final EIR for City Review (5 hardcopies, 1 electronic copy) ■ 2nd Administrative (Proof - Check) Final EIR for City Review (5 hardcopies, electronic copy) ■ Final EIR for Public Distribution (15 hard copies, 20 CDs, and 1 electronic copy) • Notice of Completion • Notice of Determination (1 hard copy and 1 electronic copy) Task 5: Management and Meetings The precise number of meetings required to complete the environmental review process for the project cannot be determined at this time. The costs for this task are based on an estimate o£: one (1) kick -off meeting, one (1) public scoping meeting, three (3) coordination meetings /conference calls, one (1) public meeting on the Draft EIR, and two (2) public hearings on the Final EIR. PCR cannot predict the number of meetings, technical staff who may need to participate, or the duration or preparation involved for meetings. Accordingly, as discussed in the Proposed Fees section below, this task and the hours assumed are considered an allowance. Public meeting and hearing attendance 124 Ms. Kimberly Christensen, IC P, Planning ng �--% CITY OF EL SEGUNDO June 26, 2014 - Page 15 will at a minimum include PCR's EPD Division Direction, PCR's Project Manager, and KHA's Project Manager. Throughout the course of the project, regular as- needed coordination will occur with the City and /or project team to facilitate preparation of the EIR. The PCR Project Manager will ensure that the City is apprised of current efforts and any notable issues, and is consistently current on CEQA document status and schedule. Task 6: Subconsultant Technical Studies With the exception of the Traffic Impact Study, the subconsultant technical studies described below can be considered optional tasks, assuming the studies or sufficient equivalent information adequate to support the EIR analyses can be provided under separate contract or by the City or applicant. Kimley -horn Associates Traffic Impact Study KHA will prepare a Traffic Impact Study to address the traffic- related impacts of the proposed project. Our understanding is that the project is anticipated to be constructed over a number of years, with completion envisioned for 2026. For purposes of this scope of work, it is assumed that two phases of project development will be studied, in order to identify recommended timing of mitigation improvements. The timing of the phasing, and the level of development to be assumed in each phase will be coordinated with the City and the applicant. The fee estimate for the traffic study includes an optional fee for analysis of additional development phases. The Traffic Impact Study will address the following conditions: ■ Existing Conditions - Without Project - With Project ■ Phase 1 Opening Year - Without Project - With Project ■ Phase 2 Opening Year - Without Project - With Project The Traffic Impact Study will evaluate the traffic - related impacts of the proposed project (both phases) during the morning and evening peak hours on a typical weekday at up to 20 study intersections in the project vicinity. KHA will coordinate with City staff to identify the study 125 M s. Kimberly Christensen, AICP Planning Manager 7 CITY OF EL SEGUNDO June 26, 2014 - Page 16 intersections. The evaluation will take into consideration project features and aspects of the surrounding circulation environment that will affect project trip generation and traffic patterns. These features include: ■ Internal trip capture potential between the office uses (both the existing development and the future office) and the on -site and nearby support facilities; • Pass -by trip reduction potential related to the retail development; and, • Trip reduction potential due to mode choice options, including ride share programs, MetroLink, transit, shuttle, bicycling, and walking; The study will also provide an evaluation of the on -site circulation and project access for the site and the new development; pedestrian mobility to and throughout the site; and compliance with the City's parking requirements. The study will meet the requirements of the City of El Segundo, and will comply with Los Angeles County Congestion Management Plan (CMP) and Caltrans requirements. The following tasks are based on KHA's understanding of the project and the study requirements of the City of El Segundo. Project Initiation ■ Obtain a complete project description and a to -scale copy of the project site plan, including: - number and type of site facilities (i.e., square feet of office, 15 retail, etc.); - building and hardscape footprints; - site layout showing all project driveways and parking areas; - parking supply for each component of the development; - on -site vehicle flow lines; - project phasing and timing; and - any other project features that will affect the flow of traffic into and out of the site, and the project's traffic impacts on off -site circulation facilities. Traffic Impact Analysis Tasks ■ Collect current weekday morning and evening peak hour traffic count data for the study intersections. We will provide a list of the study intersections for which current (less than one year old) traffic data is available. For budgeting purposes, it is assumed that new traffic count data will need to be collected at up to 15 study intersections. Conduct intersection analysis to determine operating conditions for the Existing Conditions scenario. 126 Ms. Kimberly Christensen, AICP, Planning Manager CITY OF EL SEGUNDO June 26, 2014 - Page 17 • Intersection analysis will be conducted using the City's approved Intersection Capacity Utilization (ICU) methodology. In addition, any intersection on a Caltrans facility will be analyzed using the Highway Capacity Manual (HCM) methodology, as required by the Caltrans Guide for the Preparation of Traffic Impact Studies. • Obtain Cumulative Project information from the City of El Segundo and surrounding cities. KHA will start with the Cumulative Project information compiled for recent studies prepared KHA for other projects in the vicinity, and each contributing agency (adjacent cities and agencies) will be contacted to confirm and update this information. The update will include obtaining information regarding the construction status of some of the larger projects in the City which are partially complete, estimating timing of development completion for each Phase Opening Year, and adjusting the trips associated with those projects accordingly. • Distribute Cumulative Project traffic through the study intersections for each Opening Year for the Phase 1 and Phase 2 scenarios to develop Opening Year Without Project conditions. Develop trip generation estimates for the proposed site uses, using the Institute of Transportation Engineers (ITE) Trip Generation Manual (9th Edition) publication. ITE offers several land use types for office uses, including General Office Building, Corporate Headquarters Building, Single- Tenant Office Building, Office Park, and Research and Development Center. KHA will provide copies of the ITE land use descriptions for each office category for consideration, and confer with City staff and the project team on the most appropriate office category to be used for the proposed project. Develop trip distribution and assignment assumptions for each component of the project. ■ We will submit trip generation and trip distribution assumptions to City staff for concurrence prior to proceeding with the analysis. ■ Distribute the project traffic to the surrounding street system and through the study intersections. ■ Conduct intersection analysis for the project Opening Years — Without and With the Proposed Project. ■ Conduct the following analyses to satisfy Caltrans traffic study impact requirements, per the Caltrans Guide for the Preparation of Traffic Impact Studies: - ramp queuing analysis for the I -105 and I -405 ramp interchange intersections to which the project will add project traffic; - freeway weaving and diverging analysis for the I -105 and I -405 freeway segments adjacent to the interchanges that the project will use to access the freeway; 127 M s. Kim ber ly Christensen, ICP Planning �g CITY OF EL SEGUNDO June 26, 2014 - Page 18 _ - freeway mainline analysis for the I -105 and I -405 freeway segments to which the project will add project traffic; Obtain construction traffic information from the applicant or the applicant's representative, and prepare an analysis of construction traffic impacts, including the effects of construction employee traffic, large construction truck traffic, quantity and duration of truck trips for grading material import or export, and street closures and traffic control on the local street system. • Identify project impacts, and project mitigation, if necessary. The impact mitigation section will identify the improvements needed to mitigate project impacts for each phase of the analysis. • Evaluate proposed site access, on -site circulation provisions for both vehicles and pedestrians, and project parking, and make recommendations for measures to reduce traffic throughout and to and from the project site, using Transportation Demand Management (TDM) strategies. • Prepare a stand -alone Traffic Impact Study summarizing the analysis methodology, study findings, and recommendations. • Prepare trip generation estimates and comparison tables for two project alternatives. • Assist in preparation of responses to traffic- related comments (up to 12 hours), to the extent that no new analysis is required. ■ KHA attendance at the following meetings is assumed: - Kick -off meeting - One working meeting with the project team - Two public hearings (one Planning Commission and one City Council) Water Supply Assessment (WSA) KHA will prepare a stand -alone WSA to address the related water supply impacts of the proposed development. The analysis will include the following: ■ Summarize the City's existing water demand (current consumption) as well as the 12.5 -acre existing water and current consumption from readily available master plan and utility bills provided by the City Water Department. ■ Summarize and incorporate estimated water consumption from current approved and pending projects and the City's ability to meet the proposed consumption from readily available information provided by the City Water Department. Prepare an on -site 12.5 -acre water demand for the proposed project for both domestic and fire. The study will be prepared in accordance with the City of El Segundo Water 128 M s. Kimberly Christensen, AI C P, Planning ana er W_,!_ CITY OF EL SEGUNDO June 26, 2014 - Page 19 Department standards. This will include a table of land use types, acreage, dwelling units, and square footages based on the approved land use assumptions. Potential water demand estimates will be based on land use information and unit /square footage factors at project build -out. ■ Assess the specific changes to the water system of the 12.5 -acre proposed density from the site's existing density and the City's ability to meet the proposed consumption. ■ Discuss relevant policies related to water from the City's General Plan and Water Master Plan. • Attend meetings as required with the City and Water Department. KHA assumes a maximum of 4 hours will be required for WSA related meetings. • The deliverables for this task will include an on -site (12.5 acre) WSA for the City Water Department to exercise independent judgment to approve. Per SB610 /SB221 Guidebook, a consultant /developer can prepare and submit material to be used in the WSA, but the water supplier is ultimately responsible for the WSA and must exercise its independent judgment as it considers adoption of the water supply assessment. • Provide review and comments on the Water Supply section of the EIR related to the WSA. Assumes a maximum of four (4) hours will be required for this effort. As per the request, KHA will prepare a WSA not a Water Technical Report or any analysis related to water and fire water utilities as part of the water supply section in the EIR. • Assist in preparation of responses to water supply- related comments (up to 4 hours), to the extent that no new analysis is required. The scope of work for the WSA assumes the City will provide the City water model or modeling input for the campus to run the analysis. No modeling of a city -wide system is assumed to be part of this effort. KHA will order and coordinate current Fire Plow Tests within the project vicinity (maximum of 4 flow tests) or obtain readily available data. Sewer Area Study KHA will prepare a stand -alone Sewer Area Study to address the related sewer availability of the proposed development. The analysis will include the following: Through the services of a sub consultant, KHA will provide sanitary sewer flow monitoring for 7 days at four manhole locations and a report of the results (assumes 2 locations on Continental and 2 locations on Grand Avenue). The flow monitoring results are necessary to determine the existing sanitary sewer flows from the project site and the available capacity of the receiving sanitary sewer mains downstream of the project (offsite). Work.will include coordination with the City the manholes to be monitored. 129 M s. Kimberly Christensen AICP , P lanni ng Manager �.� CITY OF EL SEGUNDO June 26, 2014 - Page 20 KHA will prepare a report identifying the results of the flow metering along with a graphical representation of the data. The report will include the following sections: Background (describes the proposed development and anticipated discharge), Data Collection (describes the metering locations and data collected, data should include level, d/D ratio, flow rate, and velocity), Analysis (presents impacts of additional flow on the capacity of the sewer system including charts of daily flows), and Conclusion (evaluates whether the sewer system can accept the additional hydraulic loading). ■ Attend meetings as required with the City. Assumes a maximum of four (4) hours will be required for meetings related to this effort. Provide review and comments of the sewer area study related to the EIR analysis. Assumes a maximum of four (4) hours will be required for this effort. Assist in preparation of responses to sewer capacity related comments (up to 4 hours); assumes that no new analysis is required. Preliminary Hydrology Study KHA will prepare a preliminary hydrology study in accordance with City of El Segundo requirements. The hydrology study will include calculations for the pre - developed and developed conditions to determine the measures required to mitigate the increased storm water flows associated with development of the proposed project. Work includes reviewing the existing information including existing project as -built and technical studies related to the grading, drainage, and water quality design on the campus to determine opportunities and constraints related to the drainage design and incorporation of the water quality elements discussed in Task D below. KHA will also request record drawings from the City of El Segundo for the adjacent streets and storm drains. If required, we assume that the Client will provide percolation testing for the underlying soils and field topography if existing information is incomplete. This study will analyze on -site drainage flows which are required to size on -site drainage and water quality facilities. The sizing of the required drainage facilities will be reviewed for adequacy with the expected water quality mitigation needs of the project. This information will be used to address hydrology and storm utility requirements under CEQA. KHA will attend meetings as required with the City. Assumes a maximum of 4 hours will be required for related meetings. KHA will review and comment on related content in the Hydrology and Water Quality Section of the EIR, assuming a maximum 4 hour effort. KHA will assist in preparation of responses to related comments on the Draft EIR, assuming a maximum 4 hour effort with no new analysis required. 130 Ms. Kimberly Christensen AICP Planning Manager 14, CITY OF EL SEGUNDO _ June 26, 2014 - Page 21 Preliminary Water Quality Management Plan (WQMP) KHA will prepare a preliminary WQMP in general conformance with the requirements and conditions of the County of Los Angeles Low Impact Development (LID) ordinance and Los Angeles County MS4 permit adopted in 2012, which prioritizes infiltration as a treatment method, followed by storage and reuse and biofiltration. Geotechnical constraints may limit the possibility of infiltration and require a technical feasibility negotiation with the City on certain drainage and water quality requirements. In addition to LID design, hydromodification requirements that may apply to the Project and will be analyzed. It is assumed that the geotechnical consultant will review and conceptually approve the drainage and water quality conceptual designs for constraints that are relevant to them. KHA will attend meetings as required with the City. Assumes a maximum of 4 hours will be required of this effort. Provide review and comments of the water quality study related to the Environmental Analysis. Assumes a maximum of four (4) hours will be required for this effort. Assist in preparation of responses to water quality section (up to 4 hours), to the extent that no new analysis is required. Golder Associates Preliminary Geotechnical Assessment Golder will perform a preliminary geotechnical and geological assessment for the project site to address factors identified in Appendix G of the CEQA guidelines. It is expected that the assessment will provide information that confirms regulatory compliance, City review and approval of required geotechnical reports, and conformance with standard engineering practices will be sufficient to avoid significant impacts associated with geology and soils. Preparation of the assessment early in the process will allow this issue to be scoped out of the EIR. Golder's scope will include an assessment of CEQA thresholds of significance for the following: ■ Rupture of a known earthquake fault, as delineated on the most recent Alquist - Priolo Earthquake Fault Zoning Map issued by the State Geologist for the area or based on other substantial evidence of a known fault. ■ Strong seismic ground shaking. ■ Seismic - related ground failure, including liquefaction. ■ Landslides. • Location of the Property on a geologic unit or soil that is unstable, or that would become unstable as a result of the project, and potentially result in on- or off -'site landslide, lateral spreading, subsidence, liquefaction, or collapse. • Presence of expansive soil, as defined in Table 18 -1 -B of the Uniform Building Code (1994). 131 Ms. Kimberly Christensen, AICP, Planning Manager CITY OF EL SEGUNDO June 26, 2014 - Page 22 Golder's preliminary geotechnical and geological assessment will consist of an office -based review of available data and their scope does not include any subsurface field exploration or sampling and testing of onsite soils. Based on the findings of their assessment, a field exploration may be required, but would need to be carried out under a separate scope of work. Golder's scope of work includes review of the following: ■ Alquist- Priolo fault maps. ■ Seismic Hazard Zonation Program maps and reports from the California Geological Survey (CGS). ■ Ground motion information from the United States Geological Survey (USGS). ■ Geotechnical reports provided by PCR or available for review at the City of El Segundo. Phase I Environmental Site Assessment (Phase I ESA) Golder will perform a Phase I ESA at the subject property. The general purpose of the Phase I ESA is to identify recognized environmental conditions (RECs) in connection with the property, to the extent feasible, pursuant to the following: the processes prescribed in the ASTM International Standard E 1527 -613, entitled "Standard Practice for Environmental Site Assessments: Phase I Environmental Site Assessment Process" (ASTM Standard); the Environmental Protection Agency (EPA) Rule entitled "Standards and Practices for All Appropriate Inquiries; Final Rule" (AAI Rule), 40 CFR Part 312; this Proposal; and Golder's professional judgment. Per the AAI Rule, the ASTM Standard may be used to comply with the AAI Rule. All references in this proposal to ASTM therefore include the AAI Rule. The ASTM Standard defines RECs as "the presence or likely presence of any hazardous substances or petroleum products in, on, or at a property: (1) due to release to the environment; (2) under conditions indicative of a release to the environment; or (3) under conditions that pose a material threat of a future release to the environment." The scope of services for the Phase I ESA include a records review, property reconnaissance, interviews, and report preparation as these tasks are described in the ASTM Standard. The scope assumes Golder will be provided user knowledge and information as required by the ASTM Standard. Golder will review publically available documents and maps provided by the City of El Segundo and County of Los Angeles regarding methane zones. A summary of the findings will be provided in the Phase I ESA report. No sampling will be conducted as part of this methane assessment. If requested during Golder's performance of this scope of work, Golder will add to its scope of services an assessment of Business Environmental Risks with respect to the property, defined by the ASTM Standard as "risks that can have a material environmental or environmentally driven 132 Ms. Kimberly Christensen AICP Planning Manager CITY OF EL SEGUNDO _ June 26, 2014 - Page 23 impact on the business associated with the current or planned use of a parcel of commercial real estate." Completion of a Business Environmental Risk assessment is not included in this scope of work. Per the ASTM -13 Standard, Golder's scope of services will not include non -scope considerations as listed in Section 13 of the ASTM Standard. Non -scope considerations include, but are not limited to indoor air quality (unrelated to releases of hazardous substances or petroleum products into the environment), asbestos, lead -based paint, mold, archaeological assessment, wetlands, radon, ecological survey, etc. The findings, conclusions, and recommendations of the preliminary geotechnical assessment and Phase I ESA will be presented in two written reports. The reports will contain sufficient information for addressing geotechnical /geology and site environmental issues for inclusion in the EIR. Golder will provide an electronic copy of a draft report for review and comment prior to issuing a final report. EIR Schedule PCR will prepare a detailed schedule upon authorization to proceed. However, it is assumed that preparation of the Project Description, Initial Study, and issuance of the NOP will occur within an approximate 10 week period, followed by an approximate 6 month period to complete preliminary drafts of the EIR for City review, and to publish the Draft EIR. Assuming a 45 -day public circulation period and an approximately 3 month process to respond to comments and produce the Final EIR, the total CEQA process would be completed within an approximate 12 month time frame. The project schedule will be highly dependent upon timely receipt of the project information requested in the Task 1 Data Needs Memorandum, timeframes for review of the document by City staff, and the nature and extent of City and public comments. While the PCR project team will commit the necessary resources to ensure the preparation of the EIR within the desired time frame, in the event substantive changes to the Project Description occur after it has been drafted, project information is not available or complete early in the process, changes in technical reports prepared by others result in delays, comments greatly exceed anticipated levels, or if sizeable changes in the scope occur, the schedule may be affected. PCR will notify the City at the earliest point possible if issues arise with the potential to affect the project schedule. PROPOSED FEES Based on our understanding of the project and the Scope of Work provided in the previous section, our estimated fee to prepare each environmental document and associated documentation is outlined in the table below. Fees and charges will be billed on a monthly basis in accordance with PCR's current Billing Rates and Expense Charges, provided in Attachment A of this proposal. Attachment B of this proposal includes the detailed cost spreadsheet that serves as the basis for the table below. 133 Ms Kimberly Christensen, ICP . Kim e ly Chr sten n, A , Planning Manager CITY OF EL SEGUNDO June 26, 2014 - Page 24 Should the need arise for additional professional services beyond those set forth in the scope of services due to changes in the process or the regulatory environment, PCR will request written authorization from the City to proceed prior to the initiation of the additional services. Factors triggering an increase in the scope of services and a revised fee may include, but are not necessarily limited to: a prolonged iterative effort to define the project sufficiently for CEQA analysis; modifications in the project after the Project Description has been drafted; analysis of technical issues other than those identified in this scope of work; revisions due to inadequate technical reports or changes in technical reports prepared by others; more City comments or meetings than estimated; more public comments than estimated; production of additional or more costly documents than estimated; or significant delays in the project beyond the control of PCR. Although PCR will provide quality documents to the City that will not require substantive staff time for editing due to a lack of care, we cannot accurately estimate the level of effort and associated fees that will be required to address City comments on the various iterations of the documents, or to address public comments on the Draft EIR. In these instances, we have proposed allowances for these tasks based on general estimates. In the event less effort is required than provided for with these allowances, PCR will not bill the balances. Similarly, if these allowances are not sufficient to address the responses to public comments or to incorporate City revisions, PCR will request additional authorization from the City. Regarding City comments, the number of document iterations and the estimates of level of effort assume PCR will have reasonably addressed first round comments, and that comments on subsequent iterations of a document will primarily focus on addressing new content associated with edits made to address previous comments. PCR will not seek authorization for exceedence of allowances due to a lack of care or technical errors on PCR's part. PCR also reserves the right to transfer fees between line items for subtasks within the Draft EIR. 134 Ms. Kimberly Christensen, AICP, Planning Manager CITY OF EL SEGUNDO June 26, 2014 - Page 25 i1mm Summary of Proposed Fees for the Mattel Continental Grand Campus Specific Plan EIR Task Task Description Fees _ 1 Collect Data /Prepare Project Description $15,800 2 Prepare/Distribute Tnitial Study Package $13,900 Subtotal $29,700 3 Prepare Draft EIR Air Quality Analysis $10,800 Archaeology/Paleontology $5,030 Greenhouse Gas Analysis $7,000 Noise Analysis $11,500 Aesthetics, Cultural Resources, Hazards, Hydrology, Land Use, Services/Utilities, Traffic, Alternatives, Other $81,945 City Comments $12,430 a Noticing and Distribution $4,985 Subtotal $133,690 4 Final EIR 1" Draft -Final EIR $12,300 City Comments $8,500 ° Mitigation Monitoring Program $2,900 Noticing and Distribution $3,800 Subtotal $27,500 5 Meetings and Management Coordination - EIR $38,120 ° Subtotal PCR Labor $229,010 Subtotal PCR Direct Expenses $9,735 " SUBTOTAL PCR COSTS $238,745 6 Subconsultant Technical Studies (include 10% PCR Administrative Cost) 6.a Traffic Impact Study $75,460 TOTAL EIR FEE WITHOUT OPTIONAL TASKS $314,205 Optional Tasks Kimley -Horn Associates 6.b Water Supply Assessment $16,500 6.c Sewer Capacity Study $12,300 6.d Hydrology Study $14,100 6.e Preliminary Water Quality Management Plan $11,700 6.f Meetings and Coordination $1,200 6.g Expenses (sewer flow monitoring, fire flow tests, office expenses) $20,000 Subtotal Kimley -Horn Associates (includes 10% subconsultant mark -up) $83,380 Golder Associates 6.h Preliminary Geotechnical Assessment $3,500 6.i Phase I Environmental Site Assessment $6,000 Subtotal Golder Associates (includes 10% subconsultant mark -up) $10,450 TOTAL FEE WITH OPTIONAL TASKS $408,035 Dollar values are allowances; actual costs could be higher or lower. Should actual costs be lower, only actual costs will be billed. Should circumstances cause actual cost to exceed budgets for the line items, additional authorization will be sought prior to exceeding approved budgets. b Dollar value is an estimate and will generally be determined by the number of copies of the Initial Study and EIR and Technical Analvses that will be required, and the size of the documents. 135 Ms. Kimberly Christensen, AICP, Planning Manager CITY OF EL SEGUNDO WAPOW June 26, 2014 - Page 26 We appreciate the opportunity to submit this proposal and to work again with the City of El Segundo. The terms of this proposal remain valid for sixty (60) days and are subject to change after that time. Should you have any questions or require additional information please feel free to contact us at (310) 451 -4488. Thank you for considering PCR. Sincerely, PCR SERVICES CORPORATION Jay Ziff Principal, Director of Environmental Planning & Documentation Attachment A — PCR and Subconsultant Billing Rate Sheets Attachment B — Detailed Cost Spreadsheet for EIR Attachment C — PCR Resumes Cc: Ms. Trayci Nelson, Senior Contract Planner City of El Segundo 136 Attachment A - PCR and Subconsultant Billing Rate Sheets 137 9 Own"... PCR 2014 BILLING RATES AND EXPENSE CHARGES PROFESSIONAL TIME Environmental Planning & Documentation PrincipalPlanner ................................................................................... ............................... $170.00 SeniorPlanner II .................................................................................... ............................... $140.00 SeniorPlanner I ..................................................................................... ............................... $125.00 Planner................................................................................................... ............................... $110.00 AssociatePlanner ..................................................................................... ............................... $95.00 AssistantPlanner ...................................................................................... ............................... $80.00 Technician................................................................................................ ............................... $65.00 Intern....................................................................................................... ............................... $55,00 Principal/ Director .................................................................................. ............................... $205.00 AssociatePrincipal ................................................................................. ............................... $180.00 President................................................................................................. ............................... $285.00 Biological Services Principal Regulatory Scientist ................................................................ ............................... $170.00 PrincipalBiologist ................................................................................. ............................... $170.00 Senior Biologist II /Senior GIS Specialist .............................................. ............................... $140.00 SeniorBiologist I ................................................................................... ............................... $125.00 Biologist................................................................................................. ............................... $110.00 AssociateBiologist .................................................................................. ............................... $95.00 AssistantBiologist ................................................................................... ............................... $80.00 Technician................................................................................................ ............................... $65.00 Intern........................................................................................................ ............................... $55.00 Associate Principal /Deputy Director ..................................................... ............................... $180.00 Principal, Biological and Environmental Compliance ........................... ............................... $205.00 Principal/ Director ................................................................................... ............................... $235.00 Air Ouality, Climate & Acoustics Services Principal Engineer/ Scientist ................................................................... ............................... $170.00 Senior Engineer /Scientist II ................................................................... ............................... $140.00 SeniorEngineer /Scientist I ................................................................... ............................... $125.00 Engineer/ Scientist .................................................................................. ............................... $110.00 Associate Engineer/ Scientist ..................................,.......,.........,............... ............................... $95.00 Assistant Engineer/ Scientist ..................................................................... ............................... $80:00 Technician............................................................,.....,.,....................,...... .....,......................... $65.00 Intern.............. .......................................................................................... ............................... $55.00 Principal/ Director ................................................................................... ............................... $185.00 201 Santa Monica Boulevard, Suite 500, Santa Monica, CA 90401 INTERNET www.pernet.com reI- 310.451.4488 FAx 310.451.5279 139 PCR 2014 Billing Rates and Expense Charges — Page 2 Historic Resources PrincipalHistorian ................................................................................. ............................... $150.00 SeniorHistorian II ................................................................................. ............................... $140.00 SeniorHistorian I ................................................................................... ............................... $125.00 Historian................................................................................................. ............................... $110.00 AssociateHistorian .................................................................................. ............................... $95.00 AssistantHistorian ................................................................................... ............................... $80.00 Technician................................................................................................ ............................... $65.00 Intern........................................................................................................ ............................... $55.00 Director.................................................................................................. ............................... $170.00 Archeological & Paleontological Resources Principal Archaeologist / Paleontologist .................................................. ............................... $150.00 Senior Archaeologist/Paleontologist II :.................................................. ............................... $140.00 Senior Archaeologist/Paleontologist I ............................................ ............................... .. $125.00 Archaeologist / Paleontologist .................................................................. ............................... $110.00 Associate Archaeologist / Paleontologist ................................................... ............................... $95.00 Assistant Archaeologist/Paleontologist ................................................... ............................... $80.00 Technician................................................................................................ ............................... $65.00 Intern........................................................................................................ ............................... $55.00 Director.................................................................................................. ............................... $170.00 Support SeniorGIS Specialist ............................................................................. ............................... $140.00 GraphicsSpecialist .................................................................................. ............................... $85.00 Senior Publications/ Production .........................................,.............,......... ............................... $75.00 Publications/Production ........................................................................... ............................... $50.00 DIRECT EXPENSES Direct expenses will be billed at 110 percent, including but not limited to: ■ Retention of subcontractors. ■ Purchase or rental of project materials and special supplies. ■ Reproduction, printing and photographic costs. ■ Postage, delivery, telephone and other communication costs when requested or approved by client. ■ Lodging, transportation, and project - related mileage necessarily incurred at the prevailing Internal Revenue Service Standard Mileage Rates. BILLING TERMS • Unless other contractual terms are agreed upon, PCR invoices on a monthly basis. Payment is due 30 days from date of invoice. • PCR's scheduling commitments are made and taken seriously. However, PCR reserves the right to modify performance schedules in instances where payment of PCR invoices falls behind agreed -upon terms. • PCR recalibrates its billing rates for professional time at the beginning of each calendar year and reserves the right to raise its billing rates for one or more professional categories by no more than five (5) percent 12 months following project initiation M1 Kimley »Horn KIMLEY -HORN AND ASSOCIATES, INC. HOURLY RATE SCHEDULE Effective thru December 31, 2014 STAFF SUPPORT STAFF ............................................ ............................... $ 70.00 - $125.00 DESIGNER /TECHNICIAN /CADD OPERATOR ................ $ 80.00 - $135.00 ANALYST........................................................... ............................... $ 90.00 - $140.00 PROFESSIONAL .............................................. ............................... $135.00 - $ 165.00 SENIOR PROFESSIONAL ............................ ............................... $180.00 - $ 260.00 PRINCIPAL ........................................................ ............................... $ 225.00 - $ 260.00 EXPENSES SUBCONSULTANT / REIMBURSABLE EXPENSE MARK- UP ..................15% Note: Billing Rates are reviewed annually and are adjusted as necessary 141 COLDER ASSOCIATES INC. IRVINE, CALIFORNIA PROFESSIONAL RATE SCHEDULE FOR CALENDAR Y15AR 2014 Invoices from Golder Associates Inc. include all labor charges, other direct costs, and costs associated with in -house services. Charges include only those services directly attributable to the execution of the work. Time spent when traveling in the interest of the work will be charged in accordance with the hourly rates. Rates for Professional services related to expert testimony, including time spent in depositions and the preparation and presentations of testimony, are available upon request. Labor charges are based upon standard hourly billing rates for each category of staff. The billing rates include costs for salary, payroll taxes, insurance associated with employment, benefits (including holiday, sick leave, and vacation), administrative overheads, and profit. Rates by labor category are as follows: Billing Personnel Hourly Rafe Level Category (U.S.$) B1 Admin Support $70 132 Staff Admin Support $75 133 Senior Admin Support $85 134 Project Coordinator $95 T1 Technician $75 T2 Staff Technician $90 T3 Senior Technician $100 D1 Draftsperson $85 D2 Staff Draftsperson $95 D3 Senior Draftsperson $110 C1 Engineer /Scientist $105 C2 Staff Engineer /Scientist $115 C3 Project Engineer /Scientist $125 C4 Senior Project Engineer /Scientist $150 C5 Senior Engineer /Scientist $180 C6 Senior Consultant $210 C7 Practice /Program Leader $240 C8 Senior Practice /Program Leader $260 Other direct costs, including materials, travel, subsistence, and subcontractor costs, will be invoiced at cost plus a minimum general and administrative fee of 15 %. An Office Service Fee for direct project non -labor office costs including mail, telephone, fax transmissions, personal computers as well as reasonable and customary in -house photocopying will be billed at a minimum of 7% of the total labor fees. This Office Service Fee does not include CAD /GIS computers, color photocopies, outsourced photocopies /reproductions or drawing reproduction. These services will be billed at the following rates: SERVICE RATE CAD /GIS Computers $20 /hour Color Photocopies $0.20 /page Color Plotter (D &E size) $5 /plot Rates for laboratory services and use of equipment owned by Golder Associates Inc. will be provided upon request. Nov 2013 (FAssociates. (�' �� GAI OMs +� Rate Schedule Asc Attachment B - Detailed Cost Spreadsheet for EIR 143 �i Tmehnlrol Studies, $ 16,500 Kimey- onn Associates S 7,500 Traffic Impact Study Senior 61,500 Expenses S 7,100 Subtotal Subconsultants with 10 %Mark-up S Director/ Assoc, S 75,460 Senior Asslst. Arch:Wgi Preliminary Geotechnical Report Senior 3,500 Totals S 6,000 Principal Principal Senior Director Engineer/ Engineer/ Paleontologl Graphics Publication Task (EPD) (EPD) Planner ll (AQCA) Sclentistl Scientist at Specialist 9Specialist $ 205 $ ISO S 140 $ 185 $ 125 S 60 $ 125 S 85 S 75 Hours Cost Tsak #; Pro AAthlltlrAiot110oi1ap P and Pre ectD tlon S 1.: a o c n 5- p a 114 4 33 S 35 Subtask 1.2: Draft Project Description 3 30 B 1 46 $ 7,680 Subtask 1.3: Revise Project Description 3 B _ 2 1 1 15 S 2,585 Subtotal Task 1 14 58 0 5 4 4 0 7 2 94 $ 15,800 TaskR: raetDlehiAltislntNalSlu RfOP 5 s 2.1 Draft Iri a Study Package 0 9 50 1 67 9,600 Subtask 2.2: Final Initial Study PackagaINOP 4 8 2 2 16 $ 2,160 Subtask 2.3: Distribute 4 8 4 16 $ 2,140 •Sublotal Task 2 2 17 66 - 1 0 0 0 3 10 991$ 13,900 Ossk3 sraRlilstrlMrtsDralt £ tR u 3.t: een Dr EIR Summary 16 1 17 $ 2,315 Project Description 2 24 4 4 1 35 3 5,705 Aesthetics 2 4 40 1 47 S 6,805 AGQuaYly 1 4 10 45 30 90 S 10,800 Archaeological & Paleontological Resources ! 2 16 16 0 3 38 $ 5,030 Hydrology & Water Quality 1 2 40 1 2 46 S 6,400 Greenhouse Gases/Global Climate Change 1 3 8 30 10 3 55 $ 7,000 Hazards & Hazardous Materials 1 4 40 1 2 2 50 S 7,030 Land Use & Planning 2 3 46 2 55 S 7,820 Noise 2 4 16 46 17 4 89 S 11,500 Utilities & Service Systems: Water Supply and WW 2 4 150 3 159 S 22,355 Afternatives 2 30 60 8 6 0 4 110 $ 16,780 Mandatory CEQA Sections 2 20 1 23 $ 3,235 Consistency Review 4 18 1 1 24 S 3,500 Subtask 3.2: 2nd Soreencheok Draft EIR 2 20 40 8 1 _ 1 1 14 87 S 12,430 Subtask 3.3: Prepare and Circulate Public Draft EIR 6 18 _ -510 1 16 41 S 4,985 Subtotal7ask3 0 116 53 128 58 16 12 54 968 $ 133,690 Taek4 7it131srrom Final E�R Su a 4. st Screencheck Response to CommentsJImal EIR 6 32 17 8 7 3 7 79 ¢ 12,300 Subtask 42: 2nd Screencheok Response to CommentsiRnal EIR 6 20 4 2 2 4 38 S 6,310 Subtask 4.3: Final Response to Comments/Final EIR 2 4 4 0 0 16 $ 2,200 Subtask 4,4; lAggation Monitoring Program 1 2 16 1 20 S 2,890 Subtask 4.5: Noticing and Distribution 6 16 3 3 28 $ 3,800 Subtotal Task 4 64 W 10 B 0 0 13 14 181 $ 27,500 Taek6; MAna0er88n 51eat1ngedlafaconsdHaaringr Sub 5.1: artageman1 30 2 Subtask 52: Meetings & Telocons 9 9 3 21 S 4,020 Subtask 5,3: Public Scoping Meeting 6 9 4 4 7 5 35 $ 5,120 Subtask 5.4: Hearings & Staff Report Assistance 24 26 16 _ 66 $ 12,560 Subtotal e 4 31 0 0 ,1 PCR LABOR 1548 ,O1 Tmehnlrol Studies, $ 16,500 Kimey- onn Associates S 7,500 Traffic Impact Study $ 61,500 Expenses S 7,100 Subtotal Subconsultants with 10 %Mark-up S 75,460 TOTAL TECHNICAL STUDIES TASKS S 75,460 Expensaa $ 16,500 Reprographics S 7,500 Delivery/Postage S 250 Transportation S 500 Archaeo/Palso record search expenses S 600 TOTAL EXPENSES (wilh 10% markup) $ 9,735 GRAND TOTAI: (MUmut op. one W 8 314,205 Water Supply Assessment $ 16,500 Sewer Capacity Study I 12,300 HyrdclogyStudy $ 14,100 Preliminary Water Quality Management Plan S 11,700 Meetings and Coordination S 1,200 Expenses (sewer Bow monitoring, fire flow tests, office expenses) $ 20,000 krder Associates Preliminary Geotechnical Report S 3,500 Phase I ESA S 6,000 Subtotal Subconsultants with 10% Mark-up $ 93,830 TOTAL OPTIONAL TASKS S 93,830 145 Attachment C - PCR Resumes wo 14 ,a Jay Ziff, PRINCIPAL / DIRECTOR OF ENVIRONMENTAL PLANNING & DOCUMENTATION Education Experience • M.L.A., California State Representative CEQA and NEPA Projects: Mr. Ziff served as PCR's project Polytechnic University, Pomona, manager for the Environmental Impact Statement (EIS) /Environmental Impact 1989 Report (EIR) for the Los Angeles International Airport (LAX) Master Plan for • B.A., Environmental Studies, over a decade. He worked as a part of a larger multidisciplinary team in concert University of California, Santa with engineers and technical subconsultants in preparing the document for this Barbara, 1983 highly complex and controversial project. Despite a number of aggressive legal challenges, the document was certified and the project approved in 2005. Professional Affiliations Subsequent to the Master Plan, Mr. Ziff managed the EIR for the proposed • Urban Land Institute replacement of the LAX Central Utility Plant. In addition, he managed PCR's Summary efforts on the Specific Plan Amendment Study EIR which included preparation Jay Ziff has 25 years of experience in of a number of EIR sections. environmental consulting. Mr. Ziff Mr. Ziff is also serving as the Principal -In- Charge of the Gregory Canyon has managed preparation of a full Landfill EIS, working with the U.S. Army Corps of Engineers as the Lead range of documents pursuant to Agency. Additional, recent Southland projects of note include managing the California Environmental Quality Act Metropolis Mixed -Use Project in downtown Los Angeles, the Skyline Ranch (CEQA) and National Environmental project in northern Los Angeles County, the Point View Project in Ranch Palos Policy Act (NEPA), including studies Verdes, the Santa Monica Downtown Parking Program EIR, and the Eastern for new land development, Urban Center Sectional Planning Area Plan EIR in Chula Vista. redevelopment, infrastructure projects, long -range development CEQA Support for School Facilities: Mr. Ziff managed preparation of the EIR plans, and General Plans. Through for Los Angeles Unified School District's (LAUSD) Central Los Angeles Area his years of management in the field High School No. I I and Vista Hermosa Park project on the site of the previously he is a skilled CEQA practitioner, proposed Belmont Learning Center. Due to the history of controversy over the responsible for directing site, he was specifically sought out by the LAUSD to oversee the EIR and documentation for a number of the helped the District successfully complete the CEQA process for what had been region's most challenging projects. the most challenging and controversial school projects undertaken by LAUSD. As a result of his acute expertise, he Mr. Ziff's additional school facility projects are best represented by the CEQA is also called upon to provide documentation for the Pasadena Unified School District Facility Master Plan; environmental advisory and review the Beverly Vista School Rehabilitation, Improvement and Upgrade Final EIR services to clients in the private and for Beverly Hills Unified School District; and East Valley Area Middle School public sectors. No.1 EIR, and the East Valley High School I Addition EIR for Los Angeles Unified School District. His college and university experience includes managing the UC Irvine Long Range Development Plan Circulation and Open Space Amendment EIR, and work on a number of other UC system Long -Range Development Plan EIRs. General Plans and Related CEQA Compliance: Mr. Ziff's completed General Plan and planning documents include the City of Murrieta General Plan EIR & Master EA, the El Segundo General Plan EIR, the City of Westminster Consolidated General Plan /EIR, and the City of Santa Monica Historic Preservation Element. He also assisted in management and preparation of the City of Pasadena Land Use and Mobility Elements EIR, the City of Irvine General Plan Program Phase II Master EIR, and the City of Santa Barbara Long - Term Water Supply Program EIR. Environmental Advisory Review & On -Call Services: Mr. Ziff provided environmental advisory and review services to the City of Murrieta with direct responsibility for overseeing the environmental review process for six specific plans proposed within the City and its sphere of influence. The combined projects cover approximately 3,000 acres with potential for over 6,000 dwelling units. He reviewed and commented on the City of Arcadia General Plan EIR for Santa Anita Realty Company, and has also provided third -party review of environmental documentation for the Royal Rangers Adventure Camp Recirculated EIR and a number of other projects. / PCR SERVICES CORPORATION Luci Hise - Fisher, AICP, ASSOCIATE PRINCIPAL Education Experience • M.A., Urban Planning, NEPA/CEQA: Ms. Hise - Fisher has been responsible for the management and University of California, Los preparation of environmental documentation for a variety of project types, Angeles, 1992 including landfills, airports, resorts, office buildings /complexes, coastal, • B.A., Social Ecology, (Magna institutional, civic, and residential developments. Ms. Hise- Fisher has managed Cum Laude), University of the preparation of various federal and State environmental documents over California, Irvine, 1982 approximately 15 years for a new landfill in Northern San Diego County. She is currently managing the preparation of the Draft Environmental Impact Statement Permits /Certif!cations (EIS) for the proposed landfill for the U.S. Army Corps of Engineers as well as ■ American Institute of Certified the preparation of the 404(b)(1) alternatives analysis. In addition, she has Planners (AICP) managed the preparation of an Environmental Impact Report/Environmental Professional Affiliations Assessment (EIR/EA) for the, Eagle Lodge Base Development in Mammoth • American Planning Association Lakes, The Wilshire Gayley EIR in Los Angeles, the Symantec Development EIR in Culver City, an EIR for the Fuller Theological Seminary Master Plan, the • Association of Environmental Pasadena Conference Center in Pasadena, and the Bubba Gump restaurant located Professionals on the Santa Monica Pier. Ms. Hise- Fisher has also managed program -level EIRs Summary including the Santa Monica Downtown Parking Improvement Program and the Luci Hise- Fisher has over 26 years of Town of Mammoth Lakes General Plan Update. experience in public and private Moreover, Ms. Hise- Fisher has managed the preparation of Initial Studies in sector planning. Her areas of support of Mitigated Negative Declarations (MNDs) for numerous projects expertise include environmental including the modernization of a beach club on the California coast, a analysis, land use policy, ordinance nutrient /sediment remediation plan and landfill closure in San Bernardino preparation, and entitlement County, and an In -Line Security Program at the Los Angeles International Airport planning. Ms. Hise- Fisher has (LAX), and charter schools in Huntington Park and Venice. Finally, she has managed and prepared all levels of managed Initial Studies in support of Negative Declarations for the relocation National Environmental Policy Act and consideration of a fixed base operation at LAX and the 28tb Street (NEPA) and California Condominium project in Santa Monica. Environmental Quality Act (CEQA) documents and is well versed in In addition to managing the documentation process, Ms. Hise- Fisher has served public agency coordination, including as a major contributor to many documents. Her contributions include the hazard work with the U.S. Army Corps of section for the EIR for the Carson Marketplace, the public services and Engineers and the U.S. Fish and environmental justice sections of the EIS /EIR for the LAX Master Plan, and the Wildlife Service. EIR for the Douglas Park project in Long Beach. She has also provided assistance in the preparation of environmental documents for several high -rise developments in northern California. Environmental Planning & Agency Coordination: Ms. Ilise- Fisher has managed the preparation of various discretionary applications including subdivisions, conditional use permits, site plan reviews, design reviews, and coastal development permits. During her employment in the public sector, she processed numerous discretionary applications for a wide range of projects, completed environmental reviews, and presented the applications at public hearings. Ordinance Preparation and Interpretation: Ms. Hise- Fisher has updated and prepared zoning ordinances, subdivision ordinances, and unified development ordinances for several cities and counties. Working in the public sector, she processed General Plan and ordinance amendments and staffed the public information counter for various jurisdictions. PCR SERVICES CORPORATION 149 Shawn Gaver, SENIOR PLANNER II Education Experience • M.A., Urban and Environmental Development Projects: Mr. Gaver has been involved in numerous projects Planning, Arizona State throughout Los Angeles County. He assisted in the preparation of complicated University, Arizona 2006 Environmental Impact Reports (EIRs), including the Century Plaza Hotel • B.S., Environmental Analysis Renovation EIR in the Century City community of Los Angeles; the NBC and Planning, (Minor: Biology) Universal Vision Plan EIR, an EIR Addendum for the Los Angeles Convention Frostburg State University, Center; the Redlands Commons /Trojan Groves Mixed -Use Development EIR; the Frostburg, Maryland, 2001 Sunset Bronson Studios Initial Study and EIR; the Forest Lawn Memorial Park – Hollywood Hills Master Plan EIR; the 10000 Santa Monica Boulevard Professional Affiliations Residential Project EIR; an EIR Addendum for the Los Angeles Sports and ■ American Planning Association Entertainment District for improvements outside of the scope of work included in Summary previous environmental documentation; an Mitigated Negative Development Shawn Gaver is an environmental (MND) for renovations to a southern California municipal pier; and an EIR for planner with 10 years of experience large - scale, confidential studio project in northern Los Angeles County. Through in the management and preparation of this experience, Mr. Gaver has experience in preparing all EIR sections, many of California Environmental Quality Act which require the review and summary of complex technical reports. (CEQA) and National Environmental Policy Act (NEPA) documentation In addition, Mr. Gaver is currently assistant project manager of the Miramar and natural resources assessments. Hotel Redevelopment Plan EIR in the City of Santa Monica. Mr. Gaver has prepared all levels of CEQA and NEPA documents and In addition to collaborating in the preparation of environmental documentation, served at the project manager and M:r. Gaver has managed the EIR for the Wilshire - Hoover Commercial Shopping assistant project manager capacity for Center EIR and was the assistant project manager for the Crystal Geyser Water several of them. Bottling Facility Project EIR. In addition to EIR management, Mr. Gavel managed the MND for the 70,000- square -foot First American Methodist Mr. Gaver is experienced in Episcopal church in the West Adams neighborhood of the City of Los Angeles, coordinating and collaborating with the MND for a 42,770- square -foot expansion at the Westfield West Covina clients, project teams, and public Shopping Mall, and the MND for a the 3425 Motor Avenue Mixed -Use Project — agencies throughout the a 115 -unit mixed -use apartment building in west Los Angeles. Mr. Gaver was environmental review process. In also the assistant manager on the MND for the Point View Master Use Plan, an particular, he ably navigates the agricultural project with an event garden for private social gathering. environmental review process often working on projects of a Infrastructure: Mc. Gavel has been involved in the preparation of transportation controversial or litigious nature. infrastructure projects involving CEQA and NEPA compliance. Among these are the Gregory Canyon Landfill Environmental Impact Statement (EIS), including the hydrogeology and water supply sections, the City of Commerce peer review of the 1 -710 Corridor Project EIR /EIS, the SR -55 Capacity Improvement Preliminary Environmental Assessment Report (PEAR) and early coordination for the SR- 57/US -60 Traffic Interchange Environmental Assessment (EA) /MND and Section 4(f) Evaluation where he served as the deputy project manager. He also prepared the draft land use and community facilities sections and Section 4(f) evaluation for the Exposition Phase II Light Rail EIR/Environmental Impact Statement (EIS). Mr. Gavel's experience on infrastructure - related environmental documentation also includes the US 89, Antelope Hills Capacity Improvement EA, US -191 Capacity Improvement Environmental Overview, and US 40 Switzer Canyon to Fanning Drive and US -60 Sunny Lane Roadway Improvement Categorical Exemptions. alr or PCR SERVICES CORPORATION 150 Jessie Barkley, SENIOR PLANNER II Education including aircraft maintenance areas, parking areas, and hangars, and ancillary • M.A., Urban and Regional facilities. The project site was previously uses as a staging area for various airport Planning, University of California, construction projects and included potentially contaminated stockpiled materials, an Irvine, 2000 ongoing groundwater remediation effort, existing oil wells, and potentially hazardous • Post Graduate Certificate, substances within existing buildings, the soil, and groundwater. Marketing and Communications, Ms. Barkley also served as the lead planner for the aesthetic and public services University of California, Irvine, analysis for the LAX Specific Plan Amendment Study (SPAS) EIR which evaluated 1998 alternatives to five components that are part of the LAX Master Plan known as "Yellow Light Projects." These projects include the Ground Transportation Center; • B.A., Geography, University of Automated People Mover; Demolition of Terminals 1 -3; North Airfield British Columbia, Vancouver, 1997 reconfiguration; and associated on -site roadway improvements. Professional Affiliations American Planning Association Ms. Barkley served as lead planner for the Pasadena Water and Power (PWP) • proposed Glenarm Power Plant Repowering project. The Glenarm project includes a Summary new combined -cycle power generating unit and associated operating equipment and Jessie Barkley is an environmental an administration/operations center within a portion of the historic Glenarm Steam planner with 12 years of experience. Plant building. She is a skilled California Environmental Ms. Barkley also served as the task leader for the station planning, land use, and Quality Act (CEQA) and National socio- economic sections of the San Francisco to San Jose portion of the California Environmental Policy Act (NEPA) High -Speed Rail Project EIR/EIS. The project addressed land use compatibility of practitioner that has led and contributed the stations, and potential transit oriented districts and mixed -use developments. She to numerous projects for a variety of also prepared the land use, population/housing and recreation sections of the Water project types including mixed -use, Ferry Terminal EIR for the City of South San Francisco which analyzed the redevelopment, infrastructure, development of a new ferry terminal at the Oyster Point Marina. commercial, energy, and long range community plans. Large- Scale /Redevelopment: Ms. Barkley has prepared EIRs to address large -scale mixed -use, commercial, office, and retail projects. She served as the lead planner for Recognized as a leader in the Feld, she the Santa Monica Ocean Avenue Hotel EIR, served as lead planning on the has received a number of accolades aesthetics /visual resources and public services sections for the Hollywood Palladium commending her work. Among these are EIR, prepared response to comments associated with the Westfield Topanga EIR, and four Comprehensive Planning Awards prepared the land use and recreation sections of the Genentech Master Campus Plan from the American Planning Association in South San Francisco. Ms. Barkley prepared the land use section of the Bear Creek for the General Plans prepared for the South Master Plan EIR, which proposed 2,700 residential units, a school, and cities of Riverside, Newport Beach, parkland on nearly 500 acres in Stockton. She served as the project manager and lead Claremont, and Brea, as well as SCAG's planner on the Al Miki Ranch Specific Plan, a 900 -unit housing development with Compass Blueprint Sustainability Award commercial and open space uses. for the City of Santa Monica 2005 -2014 Housing Element. In addition to her EIR experience, Ms. Barkley has served as lead planner on the Mitigated Negative Declaration for the proposed Lindbrook and Gayley Mixed -Use In addition to her work product, Ms. project in the Westwood Community of Los Angeles and the Mitigated Negative Barkley is an active participant in Declaration for the Laguna Niguel Senior Housing and Assisted Living Project in planning associations on the local and Orange County. national Level. She has served as the Los Angeles Board Awards Chair, Long -Range Planning: Ms. Barkley has led several successful long -range planning California State Awards Coordinator, and efforts. She has prepared numerous General Plan Updates, including the award - National Conference Special Events Co- winning projects for Newport Beach, Brea, and Riverside, not to mention updates for Chair for the American Planning Beverly Hills, Simi Valley, and La Habra. Other long -range planning projects include Association. her work on updates to the 36 Los Angeles Community Plans to reflect the policies and objectives of the General Plan Framework. Bridging the gap between her CEQA Experience and planning expertise was her work on the Santa Monica Land Use and Circulation Infrastructure: Ms. Barkley is serving Element EIR for which she drafted the land use and population/housing sections. as the assistant project manager for the West Maintenance Airfield Area Project Community Outreach: During the preparation long -range planning and CEQA Environmental Impact Report (EIR) for documentation efforts, Ms. Barkley often leads or coordinates the community LAX. The project included the outreach efforts. She regularly conducted community workshops, stakeholder development of approximately 70 acres interviews, visioning events, public hearings, and citizen advisory events. Ms. in the southwest portion of LAX for Barkley also coordinated over 20 public outreach meetings associated with the EIR to various airline aircraft facilities address the San Francisco to San Jose portion of the California High -Speed Rail Project. VA I PCR SERVICES CORPORATION 151 Margaret D. Shekell, AICP, SENIOR PLANNER II Education • Certificate in Global Sustainability with concentration in Environmental Law and Policy, University of California, Los Angeles, 2014 • Certificate in Land Use and Development Planning, University of California, Irvine, 1988 ■ B.A., Social Ecology, University of California, Irvine, 1983 Permits /Certif!cations • American Institute of Certified Planners (AICP) Continuing Education • Environmental Laws and Institutions: State, National, and International Overview, 2014 • Land Use Law and Planning Conference, 2014 • Climate Change, Energy and the Environment, 2013 Summary Margaret Shekell has over 25 years of experience in California Environmental Quality Act (CEQA)/National Environmental Policy Act (NEPA) compliance and land use planning. Ms. Shekell's areas of expertise include land use analysis, entitlement processing, sustainability, and public services /utilities planning. She has worked on a diversity of project types, including major infrastructure, museums, residential developments, regional shopping centers, offices, recreational, educational, and general /specific plans. Experience CEQA and NEPA: Ms. Shekell has prepared numerous Environmental Impact Reports (EIR), Initial Studies, and Environmental Assessments, and land use assessments for a wide variety of public and private sector projects. Specifically, she prepared the land use sections of the Los Angeles International Airport (LAX) Specific Plan Amendment Study (SPAS) EIR and LAX Master Plan Environmental Impact Statement (EIS) /EIR. The land use sections included the analysis of increased noise levels, plan consistency, land acquisition, combined land use effects, and mitigation strategies. She coordinated with the project applicant, city departments, and subconsultants to resolve various technical., procedural, and scheduling issues. Ms. Shekell also assisted in responding to comments received on the LAX SPAS EIR and the LAX Master Plan EIS /EIR, prepared the environmental justice section of the LAX Master Plan EIS, conducted land use surveys, and participated in community meetings. She has provided environmental analysis on other LAX projects, including the Tom Bradley International Terminal and South Airfield Improvement Project. • CEQA and Climate Change, In addition to her airport work, Ms. Shekell has contributed to major 2011 environmental documents such as the Academy Museum of Motion Pictures Draft • Sustainable Communities, 2011 EIR in the mid - Wilshire area of Los Angeles; Corona Regional Medical Center • Developing and Integrating Expansion Draft EIR in Corona; Huntington Education and Visitor Center EIR in Bicycle Plans, 2010 San Marino; Entrada Office Tower EIR in Culver City; Skyline Ranch EIR, a ■ American Planning Association 1,200 -unit residential development in northern Los Angeles County; Church of • Water Rights and Sustainability, the Woods Draft EIR and Citrus Plaza Regional Mall Subsequent EIR for the 2010 County of San Bernardino; Metro Red Line, Mid -City Segment EIS /EIR; and the • California Environmental General Plan and Zoning Ordinance Update EIR for the City of Indian Wells. She Quality Act: A Place to Start, also assisted in the preparation of the Draft and Final Subsequent EIR for 2009 Sunshine Canyon Landfill in the City and County of Los Angeles. • Principles of Sustainability I: Ms. Shekell served as the Assistant Project Manager for a subsequent EIR for a Environmental Dimension, 2009 Los Angeles Unified School District (LAUSD) East Valley High School IB • Managing EIRs and EISs: Addition Project and for an Initial Study /Draft Mitigated Negative Declaration Strategies for Success, 2006 for the Aspire Charter School Titan Campus in Huntington Park. In addition, she Professional Affiliations has worked on several Initial Studies including a mixed -use office project, a ■ American Planning Association private beach club expansion, an electronic freeway message sign, and bus maintenance facilities. She has also assisted clients by conducting peer reviews of environmental documents prepared by others. Specii zc Plans: Ms. Shekell assisted in the preparation of the San Emidio Specific Plan and Program EIR for an approximately 9,500 -acre; 20,000 -unit new town in Kern County. She also was involved in the preparation of an EIR, Specific Plan, and Mining Plan for Stevenson Ranch, a 10,000 -unit residential development in Los Angeles County. PCR SERVICES CORPORATION 152 Heidi Rous, CPP, PRINCIPAL, DIRECTOR OF AIR QUALITY, CLIMATE & ACOUSTICS SERVICES Education Experience ■ B.S. Physics, California State CEQA, NEPA, and Environmental Assessments: Ms. Rous has authored numerous Polytechnic University, Pomona, Air Quality, Human Health Risk, and Risk of Upset sections to Environmental 1990 Impact Reports (EIR), Environmental Impact Statements (EIS), Environmental PermitslCertif!cations Assessments (EA), and other special studies. Her clients have included Port of ■ Certified Permitting Professional Los Angeles, Port of Long Beach, South Coast Air Quality Management District (CPP), Registered with South ( SCAQMD), Port of Oakland, United States Environmental Protection Agency, Coast Air Quality Management Federal Aviation Administration, Federal Highway Administration, numerous District, #136027 municipalities, and all major branches of the Department of Defense. Summary Greenhouse Gas (GHG) /Global Climate Change: Ms. Rous has performed Heidi Rous has 24 years of numerous greenhouse gas and global climate change analyses for projects experience in permitting, compliance, involving mobile and stationary sources. Ms. Rous is currently performing air quality planning, training, technical analyses of GHG emissions for a number of transportation and emissions estimations, and special development projects throughout Southern California. She worked closely with studies. the Land Use Services Division of the County of San Bernardino to develop interim significance criteria and methodology to quantify GHG emission Impact Rous has managed Air Quality reductions, including defining "business as usual" and determining the efficacy of Impact Assessments eats (H and control measures to reduce emissions from mobile and stationary sources. In Health Risk Assessments to and addition, she performed the GHG analysis for the proposed LAX Central Utility required under various State and Plan Replacement project. The analysis included construction emissions of criteria federal environmental regulations and toxic air pollutants and GHGs, and the beneficial impact (net reduction) of including National Environmental project implementation, due to increased energy efficiency. Policy Act (NEPA), California Environmental Quality Act (CEQA), Health Risk Assessments and Offsite Consequence Analyses: Ms. Rous has RMPP, Cal ARP, AB2588, AB32, and managed or performed numerous HRAs and Offsite Consequence Analyses Proposition 65. Ms. Rous has (OCAs) for a diverse range of clients and source types, including manufacturing, extensive expertise with all surface coating, metal plating, landfills, aggregate plants, refineries, ports, and applicable modeling tools including bulk storage terminals. In addition, she performs the requisite HRAs for new ISCST, URBEMIS, HARP, school development for LAUSD and other districts that include quantification of DEGADIS, EMFAC, Cal3QHC, the health risk posed from exposure to mobile sources such as freeways and train Caline4, and EDMS, operations. She has performed OCAS for water supply and waste water treatment Ms. Rous has comprehensive facilities, power plants, cold storage facilities, and chemical plants. experience with design and Permitting and Compliance: Ms. Rous has provided comprehensive planning and permitting of air pollution control compliance services to numerous facilities in the energy and heavy manufacturing devices, including Best Available sectors. Specific experience includes permitting of new and modified facilities Control Technology (BACT) throughout California, especially within the SCAQMD jurisdiction, including determinations, emission credit (ERC refineries, cogeneration facilities, electrical production plants, steel rolling mills, and RECLAIM) assistance, Risk metal plating operations, aerospace manufacturing, food production landfills, and Management Plans, and other wastewater treatment plants. Tasks include regulatory analyses, emissions compliance services. She has inventories, AQ1As, HRAs, and BACT determinations. authored Start -up, Shut -down, and Malfunction plans, and frequently Ms. Rous has prepared and negotiated permit applications, performed audits, supervises emissions and assessed air quality impacts and HRAs for petrochemical and energy clients such performance testing of new, as ARCO, British Petroleum, Chevron, Shell, Valero, Unocal, Ultramar, Well Head modified, and demonstration units. Electric, Oklahoma Gas & Electric, and Southern California Edison. She has She is highly skilled in quantifying, provided on -site compliance support (staff augmentation) at various times for modeling, mitigating emissions from ARCO and BP, and is familiar with all aspects of applicable health and safety stationary and mobile sources, and requirements. With BP, Ms. Rous was responsible for GHG emission calculations, meeting the required regulatory field surveys, and permitting of a new FCCU unit. compliance e der un the CAA, CWA, CERCLA, under he CRA, and She has supported on -call permitting requests, such as review of Title V operating related statutes. permits, completion of applications for authority to construct, case -by -case BACT determinations, and cost- effectiveness calculations. PCR SERVICES CORPORATION 153 Everest Yan, SENIOR ENGINEER Education Experience • B.S., Chemical Engineering Air Quality Analysis: Mr. Yan has managed and performed air quality analyses (Environmental Emphasis), for mobile source emissions for CEQA projects using CARB's EMFAC and University of Southern EPA's MOBILE6/MOVES models. In addition to the standard tools, he has also California, Los Angeles, 2001 created customized applications to perform analyses too complex for standard • Engineer -In.- Training (EIT) tools such as determining specific fleet mix for local segments of roadways based on vehicle size, temporal distribution and speed. Such tools are based on existing Summary EMFAG methodology, using Caltrans Performance Measurement System (PeMS) Everest Yan is an engineer with over data. 10 years of experience and a comprehensive knowledge of air Mr. Yan also has experience in assisting with air quality monitoring in industrial quality and noise. and urban environments ranging from conducting fieldwork to data formatting and analysis. Mr. Yan has technical expertise conducting air impact analyses using Mr. Yan has performed health risk assessments (HRAs) for projects that may have emissions inventory models such as the potential of placing sensitive uses near hazardous or carcinogenic emission EMFAG, URBEMIS, OFFROAD, sources such as roadways (diesel particulate) and industrial sources. Health Risk MOBILE6 /MOVES and AP -42 Assessments are performed using the most recent Office of Environmental Health Emission Factors. He also has Hazard Assessment (OEHHA) methodology and the Health and Air Research extensive experience in performing Program (HARP) risk assessment model. roadway (mobile source) dispersion modeling using EDMS for airport He has performed air quality analyses required under CEQA for inclusion to operations, CALINE4 /CAL3QHC for technical sections of Mitigated Negative Declarations (MNDs) and roadway emissions, ISCST3/ Environmental Impact Reports (EIRs) for Westfield's Santa Anita and New AERMOD dispersion modeling for Century Plan projects, and Gregory Canyon Landfill. construction and operations, and health risk assessments using HARP. Noise and Vibration Analysis: In addition to his air quality fieldwork and reporting, Mr. Yan is responsible for noise measurement collection, processing In addition to performing mobile noise /sound data, and modeling noise impacts at sensitive uses from roadway source emissions analyses, Mr. Yan mobile sources as well as stationary construction sources for projects such as has also performed extensive work Getty Villa, Buckley School, and Gregory Canyon Landfill. for Caltrans' projects which include conformity analyses and air quality Stormwater Monitoring: Prior to joining PCR, Mr. Xan assisted in preparing technical reports to calculate GHG reports and conducting training for stormwater monitoring. These reports include emissions. county-wide monitoring reports for ultimate submission to the Regional Water Quality Control Board ( RWQCB), water quality monitoring standard operating procedures, and the training of RWQCB inspectors. Mr. Yan has also conducted fieldwork involving wet and dry weather water sampling, and Quality Assurance /Quality Control (QA /QC) on water chemistry results. He performed QA /QC and assisted with the development of the Caltrans Statewide Stormwater Monitoring Database. W61— PCR SERVICES CORPORATION 154 Alan Sako, SENIOR AIR QUALITY SCIENTIST Education Experience B.S., Atmospheric, Oceanic & Air Quality and Greenhouse Gas Analysis: Mr. Sako has conducted numerous air Environmental Science, quality and GHG analyses that have withstood legal and public scrutiny for a University of California, Los variety of residential, commercial, industrial, institutional, and infrastructure Angeles, 2001 projects. He is experienced in providing emissions modeling, dispersion modeling, Professional Affiliations ambient air quality impact assessments (AQIAs), and GHG efficiency and • Air & Waste Management "business as usual" calculations for projects throughout California. Representative Association projects include the Gregory Canyon Landfill project in San Diego County, the Travertine Ranch Specific Plan EIR located near the Salton Sea, the Newhall Ranch • U.S. Green Building Council, Los EIR/EIS in the Santa Clarita Valley, the Yorba Linda Town Center Specific Plan Angeles Chapter, LEED® Green EIR and Housing Element EIR, and several projects in Marina del Rey including Associate the Neptune Marina/Woodfin Suites Hotel EIR He has also conducted numerous Summary air quality and GHG analyses for stationary source and land use projects schools, Alan Sako has over 10 years of universities, and institutional uses including, the Masters College in Santa Clarita, experience in preparing and Loyola Marymount University, California State University East Bay Hayward, the managing air quality and climate University of California (Riverside, Santa Cruz, Davis, and Merced), and the UC change analyses, modeling emissions Davis School of Medicine in Sacramento. Mr. Sako has assessed air quality and of air pollutants and greenhouse gases GHG impacts for projects at the Lawrence Berkeley National Laboratories (LBNL) (GHGs), and performing ambient air including the Solar Energy Research Center (SERC) project, which focused on quality impact analyses and health risk energy- related emissions, and is currently working on an air quality and GHG analysis assessments for California for the proposed Los Angeles World Airports West Maintenance Airfield Area Project Environmental Quality Act (CEQA) and National Environmental Policy Health Risk Assessments and Risk Management Plans: Mr. Sako has performed Act (NEPA) documents. He is an health risk assessments (HRAs) for a wide range of projects, clients, and emission expert at using current air pollutant sources, such as short- and long -term construction activities, industrial facilities, dispersion modeling programs such as gas turbines /power generating equipment, and diesel trucks/ transportation AERMOD, HARP, CAL3QHCR, and refrigeration units (TRUs). He is also experienced in assessing impacts on sensitive CALINE4, as well as emissions receptors (e.g., new residential developments) locating near existing sources of models such as the California emission, such as freeways. His representative project experience includes the Emissions Estimator Model Huntington Library Education and Visitor Center Project and Newhall Ranch (CalEEMod) and the Urban Emissions Specific Plan EIR/EIS (both included construction HRAs), a Wal -Mart Distribution (URBEMIS) model. Mr. Sako has also Center project in Barstow (diesel truck emissions), a proposed school facility worked on numerous air quality adjacent to State Route 23 in Ventura County, a proposed multi - family residential permitting and compliance projects, project adjacent to State Route 91 in Yorba Linda, and a proposed aggregate mining and emissions inventories for expansion project in Sacramento County. He is currently working on a BRA for the residential, commercial and industrial ASCON landfill site in the City of Huntington Beach. In addition, Mr. Sako has projects. He has also worked with the developed RMPs and Offsite Consequence Analyses (OCAs) for anhydrous Port of Long Beach on diesel emission ammonia at the Wellhead Electric Company power facility in Panoche, California reduction strategies and air pollutant and the Tapia Water Reclamation Facility near Calabasas. monitoring projects. Air Quality Permitting and Compliance: Mr. Sako has provided air quality support In addition to Mr. Sako's extensive air for Wellhead Electric Company (WEC). He has conducted an Ambient Air Quality quality and GHG experience, he is Impact Analysis and BRA for a new WEC "peaker" power plant in Colton > experienced in acoustical /noise California. The client proposed to install a gas turbine unit to produce electricity modeling and has conducted noise during periods of peak electrical demand under a contract with Southern California analyses using Federal Highway Edison. He assisted with completing the South Coast Air Quality Management Administration (FHWA) noise models District (SCAQMD) Authority to Construct permit for the facility. In addition he and the three - dimensional noise assisted with the preparation of Title V permits for wineries in the San Joaquin propagation model SoundPLAN. He is Valley and for Tinker Air Force Base in Oklahoma. also experienced in hazardous Noise and Vibration Analysis: Mr. Sako has conducted a number of noise and materials issues and has authored vibration studies. Representative project experience includes the Huntington hazardous materials business plans Library Education and Visitor Center project in San Marino with particular (HMBPs), risk management plans emphasis on noise from a loading dock and loudspeaker system and a rail noise (RMPs), and offsite consequence impact assessment for the Vista Canyon Transit- Oriented Development project in analyses (OCAS) for hazardous Santa Clarita that included the construction and operation of a proposed Vista substances. Canyon Metrolink Station. Mr. Sako also provided key support for a noise analysis for the Gregory Canyon Landfill project in San Diego County. itj PCR SERVICES CORPORATION J 155 Kyle H. Kim, Ph.D., SENIOR ENGINEER Education project in the Westwood community, and Loyola Marymount University Community • Ph.D., Architectural Acoustics, Noise Study. Additional real estate programs for which he prepared noise studies University of Florida, Gainesville, include the Point View Master Use Plan MND in Rancho Palos Verdes; the Florida, 2004 Huntington Library, Art Collection & Botanical Gardens Entry Project EIR; the • M.S., Architectural Studies, Huntington Memorial Hospital EIR, the Grey Oaks Subdivision; Coronado at Gulf University of Florida, Gainesville, Harbor; and the Crestavilla Senior Housing MND in Laguna Niguel. Beyond Florida, 2000 preparing noise assessments, for the Harveston -Emery II residential development in Temecula, Dr. Kim developed building shell design modifications to reduce exterior • B.E., Building Equipment System, noise levels in residential units. Kyungwon University, Korea, 1995 (Mechanical Engineering equivalent Infrastructure Acoustical Analyses: In addition to his general real estate experience, degree) Dr. Kim has an impressive portfolio of infrastructure- related projects ranging from a Professional Affiliations single cell tower to an expansive landfill. He has completed peer reviews of Noise Study Report of 1 -215 HOV Gap Closure Project and Noise Abatement Decision • Member, Institute of Noise Control Report of 1 -15/1 -215 Interchange Improvements Project under PCR's on -call Engineering arrangement with the San Bernardino Associated Governments. Under an on -call • Member, Acoustical Society of contract to the City of Los Angeles Department of Public Works, he prepared the America noise study to address the proposed Cesar Chavez Roundabout Improvement Project; Summary under contract to the Hyatt Regency, he assessed traffic noise to design a sound wall Kyle Kim has over 12 years of for the hotel in response to the SR -60 Road Widening project in Florida. Dr. Kim also professional and academic experience in Prepared the noise studies to support the Environmental Impact Statement for the architectural and environmental acoustical Proposed Gregory Canyon Landfill in Northern San Diego County, and the Town of consulting for corporate and office Mammoth Lakes Trails Master Plan EIR, Additional projects include the Recycling buildings, schools, medical facilities, Facility noise study for Republic Compton and the East L,A. Recycling and Transfer religious institutions, residential, airports, Station, the Verizon Wireless Facility noise study in Monrovia, and Expo Line noise entertainment groups, recording studios, studies for the IMAX Theater, Lantana Campus, and 1809 Olympic Boulevard recycling facilities, wireless facilities, and Recording Studio projects. hotels. Entertainment & Special Uses Acoustical Analyses: Dr. Kim has been called upon to Dr. Kim has extensive experience address acoustics and mitigation design for a variety of entertainment and special conducting and designing sound wall uses. His experience includes the Disney Beach Club Villas Noise Study, the Yibor analyses, noise analyses, sound isolation, City Noise Ordinance, the Noise Impact Study regarding Bike Week in Daytona transportation analysis, and noise control Beach, the Okinawa Camp Noise Study, and the Federal Law Enforcement Training for a variety of projects throughout the Center Firing Ranges Noise Study. In addition, Dr. Kim suggested mitigation United States. He has designed measures to minimize the impacts of noise from a variety of new roller coasters and specifications for mechanical systems and an outdoor theater at Fantasy Harbor Theme Park in South Carolina on adjacent conducted noise assessments for aircraft residential and commercial properties. noise, gunshot noise, traffic noise, and Architectural Acoustics Analyses: Dr. Kim has performed architectural acoustics design response. Dr. Kim also specializes analyses such as noise isolation and noise control for projects including the Symantec in architectural acoustics including room Office Development in Culver City, the Beverly Wilshire Office Building, Capital and building acoustics, reverberation Group Long Beach, and Coldwell Banker in West Los Angeles. Under contract to the measurements, data analysis, and heating, Los Angeles Unified School District, he analyzed the effects of noise emitted from a ventilation and HVAC systems. He has train passing a new school, conducted acoustical studies for the school's multipurpose used Ivie PC40, B &K 2236 and 2260; rooms and provided the District with suggestions for mitigation strategies, In Larson -Davis 2800; and RION LN -27 to addition, he has provided sound isolation design services for HVAC systems for the conduct noise analyses. Veterans Administration chapel in Los Angeles. Experience General Real Estate Acoustical Analyses: Dr. Kim has performed environmental acoustics analyses for numerous projects in Southern California and throughout the United States. His general real estate project experience in Los Angeles includes the Getty Villa Outdoor Theater, Hollywood Palladium, The New Century Plan in the Century City community, The Wilshire Gayley Noise Study- Focused Publications: Dr. Kim has authored several publications including "Estimating Community Noise Levels from Outdoor Condensing Units," Journal of the Acoustical Society ofAmerica; "Acoustical Comparisons of Existing Facilities and New Facilities in a Special Education School," NoiseCon03; "Computer Model Studies to Predict Qualitative and Quantitative Measures of Speech Intelligibility in Classrooms," Journal of the Acoustical Society ofAmerica; "Auralizations and Other Computer Model Studies to Predict Qualitative and Quantitative Measures of Speech Intelligibility in Classrooms," Journal of the Acoustical Society ofAmerica; and "Hyde Park United Methodist Church," Journal of the Acoustical Society ofAmerica. PCR SERVICES CORPORATIOly56 Kyle Garcia, SENIOR ARCHAEOLOGIST Education Historical Resources, conducted agency and Native American consultation, conducted and • M.A., Anthropology (Archaeology supervised all aspects of archaeological fieldwork (pedestrian surveys, testing and Option), California State University evaluation excavations, and construction monitoring) and laboratory processing Los Angeles, In Progress (sorting, identification, cataloging, and analysis), conducted numerous record searches • B.A., Anthropology, (Physical/ at the regional Information Centers across the State, and authored or co- authored more Biological Emphasis), University of than 330 technical reports and sections in support of various levels of California California, Santa Barbara, 2004 Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) documents. Registrations /Certif!cations • Riverside County Registered Experience Archaeologist 4202 Mr. Garcia has contributed his services and archaeological expertise to projects subject • 40 -Hour HAZWOPER Training — to requirements of CEQA, Section 106 of the NHPA, NEPA, and other federal, State, Update, 2013 and local regulations. These projects included energy, infrastructure, utility, residential, commercial, mixed -use, schools, parks, trail systems, and urban redevelopment serving Continuing Education a variety of public and private sector clients throughout California and Arizona. Mr. • NAGPRA Notices: Types, Process, Garcia has conducted archaeological work in Los Angeles (including Santa Catalina and Content, National NAGPRA Island), San Bernardino, Orange, Riverside, San Diego, Kern, Santa Barbara, Program, National Park Service, U.S. Monterey, Mono, Inyo, and San Joaquin counties. In addition to his archaeological Department of the Interior (Webinar), work, Mr. Garcia has been cross - trained in paleontological mitigation monitoring and 2012 assisted in the excavations of a Miocene whale fossil near Irvine, California. • Cultural Resources Orientation & Pro - General Project Experience: Mr. Garcia has extensive experience in dealing, with Seminar, County of Riverside, 2011 projects with a large number of archaeological resources. His large -scale surveys • Introduction to Professional Practice include a pedestrian survey and site recordation of more than 200 historic and under Section 106 of the National prehistoric archaeological resources as part of a Class III Inventory on an approximately Historic Preservation Act (NHPA), 2009 11,000 -acre portion of the La Osa Ranch Project site in Pinal County, Arizona; and he • Cultural Resources Protection Under directed the 1,400 -acre field survey and the successful site recordation of over 150 CEQA and Other Legislative Mandates, prehistoric and historic archaeological resources per the Section 106 Process for a UCLA Extension, 2008 confidential project in Riverside County. He also served as Deputy Project Manager for • Riverside County Archaeology and the approximately 240 -acre Archaeological Treatment & Restoration Plan for The Cove Cultural Sensitivity Training Program, project that was subject to Section 106, where he performed the field survey, Native 2007 American consultation, prepared the final report, and supervised the thorough • The Art and Science of Flintknapping, recordation and documentation of over 350 significant artifacts which included artifact California State University, San photography and illustrations. Bernardino, College of Extended Energy Projects: He is well- versed in the potential effects of energy production projects Learning, 2007 on California Archaeology through his service as an on -call consultant to Southern Professional Affiliations California Edison (SCE) where he has served as the Project Director and Manager for • Society for American Archaeology over 100 SCE projects and managed SCE purchase order contracts in excess of $1.5M. • Society for California Archaeology These projects were subject to requirements of CEQA, Section 106 of the NHPA, and • Pacific Coast Archaeological Society other local ordinances. These projects included deteriorated pole replacements, conduit Summary and vault installations, distribution circuit installations, and emergency on -call Kyle Garcia has over 10 years of archaeological survey and monitoring services for SCE property during southern professional experience in the archaeology California wildfires. Mr. Garcia not only managed the budgets and supervised the work and prehistory of California. Mr. Garcia is but he also conducted most of the record searches, surveys, report writing, site knowledgeable about archaeological recordation, and client/agency coordination for these projects. These projects also resources in coastal, interior, and island entailed rapid response services including close - interval surveys, construction settings. He specializes in faunal analysis monitoring, and sensitivity assessments for SCE property in areas damaged by the and has worked in faunal laboratories at wildfires. UCSB and the Santa Barbara Museum of Peer Reviews: Mr. Garcia is often sought after to conduct Peer Review services of Natural History. controversial projects across southern California. These reviews include environmental Mr. Garcia has evaluated historic and documentation for the Needles Highway Safety Realignment Project for the County of prehistoric archaeological resources for San Bernardino Department of Public Works and various infrastructure projects for listing in the National Register of Historic Caltrans /San Bernardino Associated Governments. Places and the California Register of PCR SERVICES CORPORATION 157 Terrence P. Keelan, DIRECTOR OF PUBLICATIONS Education Summary /Experience • J.D., Creighton University Terrence Keelan has over 22 years experience as an administrator and nine years School of Law, Omaha, of experience as a publications supervisor. Mr. Keelan manages electronic Nebraska, 1981 production and reproduction of documentation for projects involving tens of • B.A., History/Fine Arts, thousands of pages and hundreds of documents requiring integration of electronic University of Notre Dame, South files in multiple formats. Bend, Indiana, 1978 Mr. Keelan is an expert in the Microsoft Office Suite of products, Word, Excel, PowerPoint, Outlook, and Access, and in creating and manipulating files in portable document format (PDF). Mr. Keelan also has expertise in the WordPerfect suite (WordPerfect, Quattro Pro), the Lotus Suite, Visual Basic for Application (VIBA) programming, and HTML. Mr. Keelan's history in the legal and consulting fields, in handling multiple projects simultaneously, and his work with a broad range of text, spreadsheet and database applications, has required him to successfully resolve a wide - variety of production, formatting, and file and data conversion problems. Mr. Keelan has additional expertise as a Help Desk operator in a variety of applications suites and in all versions of the Windows operating system. PCR SERVICES CORPORATION 158 Greg Spalek, ASSOCIATE PRINCIPAL, DIRECTOR OF GRAPHIC AND TECHNOLOGY SERVICES Education Experience • B.A., Environmental Graphics, GIS and Design: Mr. Spalek prepared graphic and mapping materials Studies /Geography, University for all phases of environmental impact report and /or statement (EIS /EIR) for the of California, Los Angeles, 1995 following key projects: Academy Museum of Motion Pictures; Palladium • A.A., Geography /Business- Residences; Huntington Library; Westfield Shopping Centers - multiple sites; Marketing, Los Angeles Valley Washington Square; Wilshire Gayley; Los Angeles Airport (LAX) Master Plan College, Van Nuys, California, (EIS /EIR); USC Health Sciences Center EIR; Harvard Westlake Middle School 1993 Modernization Project; Grand Avenue; Sunset Millennium for the City of West Hollywood; Santa Monica Downtown Parking; Villa Marina Mixed Use Project; Summary Village at Playa Vista; Universal City Specific Plan; and the Los Angeles Sports Greg Spalek has over 18 years of and Entertainment District, now known as L.A. Live. diverse experience managing projects and conducting visual media Final products have included site plans, land use and many other thematic maps, for all computer modeling, technical illustrations, shade /shadow impact studies or solar reports, and various illustration, internet and electronic visual simulations. Greg is also responsible for creation of the internet content media publishing, digital mapping and multimedia CDs to increase the public participation and document with Computer Aided Drafting and accessibility and availability. His technology solutions bring the public agencies Design (CAD), and Geographic to a paperless environment. Information Systems (GIS). His areas Technology/Network Experience and Internet Applications: Mr. Spalek is highly shade /shadow impact analysis, do proficient with many software /hardware platforms in both server and client analysis, and interactive media such environments. He provides all in -house database solutions for client and internal as internet applications. Mr. Spalek needs such as Microsoft SQL and Access. His solutions offer efficient use of has conducted GIS analyses for mobile technology for remote sites. He is well versed in many graphic design and complex planning and environmental desktop publishing packages, including Adobe Photoshop and Creative Suite issues, including demographic, land applications and Dreamweaver. He is also knowledgeable with several GIS and use, and environmental justice issues. CAD programs, including ESRI's ArcView /GIS, SketchUp Pro, Vector Works, He has knowledge of National and AutoCAD 2012. Environmental Policy Act (NEPA) Special Projects: Mr. Spalek designed the support graphics for the Los Angeles and California Environmental Quality Citywide CEQA Technical Guide, which acts as a matrix for all of city of Los Act (CEQA) assessment Angeles environmental review projects. He also created the first online methodologies, and his educational environmental documentation for the city of Los Angeles with L.A. Sports and background is in environmental Entertainment District EIR, the city of Long Beach with Douglas Park EIR, the studies, with focus on technology city of West Hollywood with Sunset Millennium EIR, and the city of Carson with mapping and the use of GIs in Marketplace EIR. environmental applications. Presentation Graphics: Mr. Spalek has prepared numerous presentations for highly sensitive projects including legal exhibits, and public support promotional materials. He manages a team of designers for all the preparation and organization of various visual media and support materials including corporate materials, and internet application solutions. PCR SERVICES CORPORATIO 1 59 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION: MEETING DATE: July 15, 2014 AGENDA HEADING: Consent Agenda Consideration and possible action regarding awarding a contract to Spec Construction Co., Inc. for construction at twenty -seven (27) homes related to Project No. RSI 14 -04 (Group 54 of the City's Residential Sound Insulation Program) (Estimated construction costs: Not to exceed $622,764) RECOMMENDED COUNCIL ACTION: 1. Waive minor irregularities in the bid from Spec Construction Co., Inc. 2. Award a contract to Spec Construction Co., Inc. for project RSI 14 -04 (Group 54); 3. Authorize the City Manager to execute a contract in a form approved by the City Attorney; and /or 4. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Bid Log 2. Bidder's Proposal and Statements submitted by Spec Construction Co., Inc. FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $12,000,000.00 Additional Appropriation: N/A Account Number(s): 116 - 400 - 0054 -8960 (RSI Program Construction) PREPARED BY: James O'Neill, Program Manage REVIEWED BY: Sam Lee, Director of Planning wilding Safet APPROVED BY: Greg Carpenter, City Manager 44 BACKGROUND & DISCUSSION: On June 25th, 2014 the City Clerk's office opened bids for Project RSI 14 -04 (Group 54 of the City's Residential Sound Insulation (RSI) Program). Six (6) bids were submitted, and the results are as follows: Spec Construction Co., Inc. $ 566,149.00 Karabuild Development, Inc. $ 569,915.00 Big West Construction Corporation $ 573,650.00 Professional Services Construction $ 672,843.00 DRP National, Inc. $ 721,750.00 Harry H. Joh Construction $ 798,693.00 With the exception of some minor irregularities, the bid submitted by Spec Construction Co., Inc. ( "Spec Construction ") appears responsive. 10 160 In an abundance of caution, staff recommends that the following item be identified as a minor irregularity and waived by the City Council: 1. The Bidder's Bond submitted by Spec Construction Co., Inc. does not specify a dollar amount in words or figures, but rather lists "10% percent of Bid." The bond error can be easily remedied without giving Spec Construction an economic advantage, and therefore staff recommends that the City Council waive this minor irregularity. The amount requested for the contract is $622,764 which represents the amount of the bid submitted by Spec Construction Co., Inc. ($566,149.00) and an additional 10% for contingencies. Construction is scheduled to start on November 10 "', 2014 and complete by December 22nd, 2014, with Contractor Site Evaluations scheduled for August 181h — 22d. 161 CITY OF EL SEGUNDO BIDIRFP LOG BID NO. #RSI 14 -04 City of El Segundo Residential Sound Insulation Group 54 Date of BID Opening: Wednesday, June 25, 2014 Time of BID Opening: 11 A.M. Place of BID Oceninu: City Clerk's Office COMPANY NAMEIADDRESS Total BID Amount 1. Spec Construction Co., Inc 1870 S. Carlos Ave. S 6(o! (4 q 0 Ontario, CA 91761 2, Karabuild Development, Inc. 17337 Ventura Blvd., #215 Encino, CA 91316 5 6 9,9 15 va 3. Harry H. Joh Construction 7303 Somerset Blvd. Paramount, CA 90723 t7 g g, 0 3 f' 4. DRP National, Inc. 216 S. Citrus St., #250 rl O o p 2 t West Covina, CA 91791 ' 5.Professional Services Construction, Inc. 17609 Ventura Blvd., Ste. 218 (9 7d2 'q 4 3 °= Encino, CA 91316 I 6. Big West Construction Corp. 15331 Normandie S ?31 / 5 0 2.0-- Irvine, CA 92604 7. 8. 9. 10. Staff Present: FORMSSMOPENI City Clerk's Office City Clerk's Office RSI, Representative 162 City of El Segundo Residential Sound Insulation RSI 14 -04 (Group 54) To the Mayor and City Council City of El Segundo 350 Main St. El Segundo, CA 90245 I declare, under penalty of perjury, that I have carefully examined, become familiar with, and understand all of the requirements of the Contract Documents and conditions under which the Work must be performed, including the City of El Segundo's current Municipal Code, and am fully informed as to all conditions and matters which can in any way affect the Work or its cost, and agree to the following: To perform all Work in strict conformity with the requirements of the Contract Documents for Project Number RSI 14 -04 "Residential Sound Insulation Program — Group 54" at the following, lump sum price: Bidding Form Appendix B -01 Last Modified: January 23, 2014 Bidder's Proposal and Statement 163 RSI RSI Improvement Owner Property ID Property Address Description s U grades Sub -Total 54.01 1010 East Imperial Ave # 1 Improvements $ °� 5J dg�O $�� �ow 54.02 1010 East Imperial Ave # 2 mSlrovements $ J &1 J U Y q $ - I Q ` 54.03 1010 East Imperial Ave # 3 ImRSI $1�/ 0 1 u 54.04 1010 East Imperial Ave # 4 Rmlrovements $ � 91 q-7 $ °� �� 4 -71 54.05 1010 East Imperial Ave # 5 RSI Improvements " KIP $ J q � 1 " I � _ I 54.06 1010 East Imperial Ave # 6 RSI Improvements hhqq �1; $ 54.07 620 East Imperial Ave # 1 m lrovements ' � � $ .2 0, 54.08 620 East Imperial Ave # 2 Improvements Rlrovements $ $ O , 0) `1 54.09 620 East Imperial Ave # 3 Improvements $ °i $ I Oi r J7 54.10 620 East Imperial Ave # 4 RSI Improvements $ I $ ! ) 54.11 620 East Imperial Ave # 5 RSI Improvements $ ` L4 14 1 I $ Iq. L. 7 J / � , 54.12 620 East Imperial Ave # 6 Improvements (� $ d i $ 54.13 620 East Imperial Ave # 7 RSI Improvements $ / �� $� . L/ -7 / Bidding Form Appendix B -01 Last Modified: January 23, 2014 Bidder's Proposal and Statement 163 City of El Segundo Residential Sound Insulation Program RSI 14 -04 (Group 54) 54.14 620 East Imperial Ave # 8 rovements Improvements m $ 54.15 620 East Imperial Ave # 9 Improvements $ o `-1 -7q $ �J 7 54.16 1649 East Maple Ave Unit 1 Rmlrovements $ $ 54.17 1649 East Maple Ave Unit 2 Improvements 54.18 1649 East Maple Ave Unit 3 RSI Improvements $� j 1 54.19 1649 East Maple Ave Unit 4 (Rmprovements �j $ 100 1 $ � 0� Loo' 54.20 1649 East Maple Ave Unit 5 Rmlrovements $ $oL � $��1 7 90 54.21 1649 East Maple Ave Unit 6 Rmlrovements 54.22 1653 East Maple Ave Unit 1 Rmlrovements $ � 1071 54.23 1653 East Maple Ave Unit 2 Improvements '� 1 I $ �1 4 1 54.24 1653 East Maple Ave Unit 3 Rml rovements 54.25 1653 East Maple Ave Unit 4 Rmlrovements 1 i f $ q, ` gl LP � 54.26 1653 East Maple Ave Unit 5 Rmlrovements $ 1 +1 I $ �� U�/ 54.27 1653 East Maple Ave Unit 6 Rmprovements $ 3 I $ �1 3 � I RSI Owner Total Bid Improvement Upgrades Contract Sum Subtotal Subtotal $5106,141 $ $5(01�,>� 1 Total Bid (Contract Sum) Nvd o SOM Six -K)Du �1o���0lbb (figures) In case of discrepancy between the words and figures, the words must prevail. Bidding Form Appendix B -01 Last Modified: January 23, 2014 Bidder's Proposal and Statement 164 City of El Segundo Residential Sound Insulation Contractor Representative: RSI 14 -04 (Group 54) ►•'Z`f- rY Date 64S&�e 051Q Name (printed or Lyw) Title: V 1 c A- A M IA e-t _ Contractor's State License Number: Name of Firm: S as IL L. C IM W p • , mac. Ll I `I {c► 2 (a Address: 1$ a * . License Expiration Date: Oy%6 c j e . GA 011:761 Telephone Number: j0 Q • Type of Entity: ❑ Sole Proprietorship ❑ Partnership X Corporation* ❑ Other * If Corporation, evidence of authority to sign must be attached * Se e. A � A- 0.vd. Bidding Form Appendix B -0 1 Last Modified: January 23, 2014 Bidder's Proposal and Statement 165 EL SEGUNDO CITY COUNCIL MEETING DATE: July 15, 2014 AGENDA ITEM STATEMENT AGENDA HEADING: New Business AGENDA DESCRIPTION: Consideration and possible action regarding a request from Broadway in the Park to waive fees for City resources and staff time associated with their theatre festival to be held on August 2 —11, 2014 at the Recreation Park Softball Field. (Fiscal Impact: $2,751.66) RECOMMENDED COUNCIL ACTION: 1. Approve /Deny the request from Broadway in the Park to waive fees for City resources and staff time associated with their theatrical event. 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Request letter from Broadway in the Park 2. Broadway in the Park Vision Statement 3. Broadway in the Park Donation Information 4. Event Site Plan 5. Estimated fees for City resources and staff FISCAL IMPACT: $2,751.66 Amount Budgeted: $ 0.00 Additional Appropriation: $ 275.00 Recreation Staff (001- 400 -5201 -4102) $ 163.66. Public Works Staff (001- 400 - 4202 -4103) $ 2,000.00 Field Reservation (001- 300 - 0000 -3879) $ 178.00 Banner Permit (001- 300 - 0000 -3804) $ 135.00 Amplified Sound Permit (001- 300 - 0000 -3801) PREPARED BY: Jackie Day, Administrative SpecialistJP REVIEWED BY: Meredith Petit, Director of Recr Lion and Parks �I APPROVED BY: Greg Carpenter, City Manager ' 1 BACKGROUND & DISCUSSION: In previous years, fees for Broadway in the Park's theatre festival at Recreation Park Softball Field have been waived as a part of the Special Event Fee Waiver list approved by City Council, which expired at the end of 2013. At the December 3, 2013 City Council meeting an agenda item was presented before City Council for discussion and action for the continuation or revision of waived fees associated with special events that have previously been granted fee waivers. At that time, City Council formed a Subcommittee to review the process of waiving fees and to make recommendations regarding the extent to which fees will be waived going forward. The Subcommittee has not yet finalized a recommendation on this item. Broadway in the Park has completed and submitted the required City of El Segundo Special Event Use Permit Application for the use of Softball Field and has requested the City to provide the following: 166 1 1 ■ 16 Tables 100 Chairs • 2 Canopies The total fiscal impact of the event is $2,751.66, which includes $438.66 for staff, $2,000.00 for facility reservation fees, $178.00 banner permit fee, and $135.00 amplified sound permit fee. While there is not an established fee structure for the use of City equipment, staff estimates the value of the requested City property for this event to be $360.20. 167 El Segundo City Council 350 Main Street El Segundo, CA 90245 531 Main St. #412 • El Segundo, CA 90245 • (310) 954 -1425 • esbroadway.com Dear Members of the Council: Broadway In The Park is proud to celebrate our fifth season as an annual El Segundo tradition, presenting low -cost performances to local families each summer. We are incredibly thankful for the support the City of El Segundo has shown us the last several years. As a volunteer- driven program that operates at break -even (or at a loss) each year, we are grateful for the fee waivers put into place by the Council in 2011, allowing us to survive the recession and reach more community members each year. We are especially proud of our community outreach programs. This marks the fourth consecutive year our program will be donating 10% of our gate sales to support arts education in our schools and to worthy non - profits. We are also excited to continue our Ticket Scholarship program, donating over 500 tickets to under - served youth and families throughout the South Bay. We are appealing to the City and to the Council to extend our fee waivers for the use of the field and for our City permits. These vital savings keep our program alive; a sharp increase of fees threatens to wipe out our outreach programs and possibly even our event altogether. We take pride in being a self - sustaining event. We do not require City labor to run Broadway In The Park and plan to continue paying directly for any extra costs the City incurs on our behalf, including overtime staff hours (opening and closing the field) and field renovation fees. Again, thank you and the City staff for supporting our program these past several years. We appreciate you and look forward to continuing a great relationship with the City as we build a brighter future for the arts in our community. Thank you for your time and consideration and please don't hesitate to call with any questions or concerns — (310) 529 -4911. Sincerely, Jeff Cason Executive Producer •: 6VISION STATEMENT Broadway In The Park is about the performing arts and the power it has to stir the soul. It's a place where you don't have to be educated, fancy, or high brow. It's art for the common man. A place where kids can experience theatre for the first time without having to pretend to be a 'grown up'. Where men don't have to wear slacks and women don't have to wear heels. Broadway In The Park is the proverbial town square where the whole town gathers once a year for that box social you wouldn't dream of missing out on. It's at once nostalgic and new. You go because you know you're going to see old friends, you might possibly meet some new ones, but either way you are going to experience something that is totally out of the ordinary with them by your side. Broadway In The Park presents storytelling in its most visceral form. Professional and local actors onstage who take you on an emotional journey, and dazzle you with song and movement along the way. It's enjoying the classics from the musical theatre canon, our uniquely American contribution to the arts, presented with visual and creative flair that makes it feel as though it's the first time you've ever seen the show. Broadway In The Park is an experience that engages all five senses. The smell of buttered popcorn as attendants in red hats serve them to kids and adults alike, and the taste of a delicious three - course picnic. The sound of barbershop quartets singing love songs to couples picnicking on the grass. Bright colors of banners strung high, popcorn lights that twinkle above peoples heads, and rippling flags that wave in the breeze. The feel of a warm blanket wrapped around you as you sit on the cool grass. Broadway In The Park believes in the power of community. It provides a platform for emerging performers to make their debut to the world, and introduces audiences to new cultures and artistic styles. It honors the value of arts education and gathers resources to make sure that future generations have an opportunity to fall in love with the arts, just as we have. The arts have the power to transform lives. And every man, woman, and child deserves a chance to have this experience. Let's awaken the collective soul in our community. This is our vision for the future. 169 Le) LU LU� w0 (D w Z no Qw v> 0 ON Cie �j r..i .K^ iY to y 3 O LL S s 06 v 7 low z� W cl� Wzw DL �z, U� zoo Lu c� .a 6-1 0 m al c � ��c o ��pc Boa 'u li� Lit eS � z rZ. U y d >n � t3. as � H U IL� co �,t U Q �4- of >. x S u G G w G U ` OI N�o� +-b4 tyi N � � Al- s i H M � n� q .n — =s d� r� w 171 ti L 7 L Y fd � y L4 'u li� Lit eS � z rZ. U y d >n � t3. as � H U IL� co �,t U Q �4- of >. x S u G G w G U ` OI N�o� +-b4 tyi N � � Al- s i H M � n� q .n — =s d� r� w 171 2014 Broadway in the Park Estimated Ci!X Staff Charges Recreation Staff $275.00 5 hrs. x $25.00 = $125.00 4 hrs. x $38.00 = 152.00 Public Works Staff $163.66 Lead Worker: 2 hrs. x 47.33 = $94.66 Maint. Worker: 2 hrs. x $34.50 = $69.00 Total $438.66 Established City Fees Softball Field Rental Fee $2,000.00 80 hrs. x $25.00 hr. Amplified Sound Permit $135.00 Banner Permit $178.00 Total $2,313.00 Estimated Value 16 Tables: $7.90 each $126.40 100 Chairs: .80 each $80.00 2 Cano ies: $40.00 each $80.00 Public Works Truck $53.80 Posting $20.00 Event posted on City website No Ch El Segundo TV coverage No Ch Total $360.20 Totals Estimated Ci Staff Char es $438.66 Established City Fees $2,313.00 Estimated Value $360.20 IlTotal $3,111.86 172 EL SEGUNDO CITY COUNCIL MEETING DATE: July 15, 2014 AGENDA ITEM STATEMENT AGENDA HEADING: New Business AGENDA DESCRIPTION: Consideration and possible action regarding a request from the El Segundo Rotary Club to waive fees for City resources and staff time associated with their Movie in the Park to be held on August 2, 2014 at Chevron Park. (Fiscal Impact: $6,862.28) RECOMMENDED COUNCIL ACTION: 1. Approve /Deny the request from the El Segundo Rotary Club to waive fees for City resources and staff time associated with their Movie in the Park event. 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Estimated Fees for City resources and staff FISCAL IMPACT: $6,862.28. Amount Budgeted: $ 0.00 Additional Appropriation: $ 1,052.60 Police Department Staff (001- 400 - 3102 -4102) $ 5,329.60 Police Department Staff (001- 400 - 3104 -4103) $ 302.08 Public Works Staff (001- 400 - 4202 -4103) $ 178.00 Banner Permit (001- 300 - 0000 -3804) PREPARED BY: Jackie Day, Administrative Specialist..&] REVIEWED BY: Meredith Petit, Director of Recrizalion and Parks APPROVED BY: Greg Carpenter, City Manager BACKGROUND & DISCUSSION: In previous years, fees for the El Segundo Rotary Club's Movie in the Park at Chevron Park have been waived as a part of the Special Event Fee Waiver list approved by City Council, which expired at the end of 2013. At the December 3, 2013 City Council meeting an agenda item was presented before City Council for discussion and action for the continuation or revision of waived fees associated with special events that have previously been granted fee waivers. At that time, City Council formed a Subcommittee to review the process of waiving fees and to make recommendations regarding the extent to which fees will be waived going forward. The Subcommittee has not yet finalized a recommendation on this item. During Public Communications at the City Council meeting on June 3, 2014, Len Bonilla, President of El Segundo Rotary Club, requested that the City consider waiving City charges for their Movie in the Park event to be held on August 2, 2014 at Chevron Park. The total fiscal impact of the event is $6,862.28, which includes $6,382.20 for Police Department Staff, $302.08 for Public Works staff, and $178.00 for the banner permit. 2 G 173 El Segundo Rotary Movie in the Park - August 2, 2014 Estimated City Staff Charges Police Department Staff $6,382.20 1 Cadet $21.43 hr. x 10 = $214.30 1 Cadet $17.94 hr. x 10 = $179.40 1 Cadet $17.08 hr. x 10 = $170.80 3 Cadets $16.27 hr. x 10 = $488.10 1 Sergeant OT $123.70 hr. x 10 = $1,237.80 1 Officer OT $101.04 hr. x 10 = $1,010.40 1 Officer OT $94.02 hr. x 10 = $940.20 1 Officer OT $86.24 hr. x 10 = $862.40 1 Officer OT $75.98 hr. x 10 = $759.80 1 PSO OT $51.90 x 10 = $519.00 Total Public Works Staff $302.08 1 Maint. Worker II $43.16 hr. x 4 hr. _ $172.64 1 Kead Worker $32.36 x 4 hr. _ $129.44 2 hrs. for Lead Worker Total $6,684.28 Established Ci Fees Banner Permit $178.00 Total $178.00 $178.00 Estimated City Fees Estimated City Fees Delineators $100.00 Public Works Truck $26.90 x 2 hrs. $53.80 Total $153.80 Totals Estimated Staff Charges $6,684.28 Established City Fees $178.00 Estimated City Fees $153.80 Total $7,016.08 174 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION: MEETING DATE: July 15, 2014 AGENDA HEADING: New Business Consideration and possible action regarding the design and program planning for the outdoor competition swimming pool to be constructed by the Wiseburn School District and operated by the City of El Segundo, including the utilization of the Aquatics Trust Fund for consulting services to assist in the decision making process. (Fiscal Impact: $10,000415,000) RECOMMENDED COUNCIL ACTION: 1. Discuss the various design options for the competition swimming pool; and, 2. Authorize the City Manager to enter into an agreement for consulting services in a form approved by the City Attorney for a Facility Program, Financial and Sustainability Analysis; and, 3. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. School Layout and Facility Site Plan FISCAL IMPACT: $10,000 415,000 (Aquatics Trust Fund) Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): 702- 267 - 0000 -1267 (Trust Fund — Designation/Aquatics) PREPARED BY: Meredith Petit, Director of Recreation & Parks REVIEWED BY: Greg Carpenter, City Manager APPROVED BY: Greg Carpenter, City Manager, BACKGROUND & DISCUSSION: On May 21, 2013, the City Council entered into a Settlement Agreement with Wiseburn School District that began the collaborative process of designing a j oint -use aquatics facility. To recap, the terms of the agreement as they pertain to the aquatics facility are as follows: • Wiseburn agrees to improve 2 acres of its property with an aquatics facility consisting of a 50- meter competition pool, restrooms and locker facilities and aquatics facility parking lot and, if the budget allows, a smaller therapy pool. • Wiseburn agrees to commit $6,000,000 to the construction of the aquatics facility. • Wiseburn and the City would negotiate a joint use agreement for use of the Aquatics Center to accommodate Wiseburn, ESUSD, and the general public. The City and Wiseburn also agree to explore joint use of the other athletic facilities at the proposed high school and the Campus El Segundo athletic fields. • Wiseburn agrees to prepare a modification to its EIR and prepare plans for the aquatics facility in a timely manner. The intent is to have the facility complete in late 2015. If the pool is not complete by June of 2017, a liquidated damages payment of $1.5 million would be paid to the City of El Segundo. 175 • The term of the agreement would be for 25 years with the City having the ability to extend the agreement for an additional 25 years. • The City agrees to staff, operate and maintain the facility. While the intent would be to operate the facility throughout the term of the agreement, the city must, at a minimum, fully operate the facility for one year and operate it at a level that supports the school district's use for at least 5 years. Following the execution of the Settlement Agreement an Aquatics Task Force was established and includes Councilmember Dave Atkinson, Vince Madsen (Wiseburn School District Director of Facilities Planning), city staff, and community members who specialize in aquatics programs. The Wiseburn School District has also been working with design firm Arch Pac Aquatics to prepare initial facility design plans. While the original agreement calls for a 50 -meter pool, there has been some discussion about the possibility of expanding the project to a 54 -meter pool with a smaller 25 -yard therapy pool. The original agreement also indicates that Wiseburn would be responsible for up to $6,000,000 in construction costs. Should the City desire a facility outside of the scope of the agreement that exceeds the $6,000,000 budget, the City would be responsible for the additional cost. The expanded design option is estimated to cost $8,400,000, therefore requiring the City to pay the additional $2,400,000 to fund the project. Option 1 ($6,000,000) — 50 -Meter x 25 -Yard The 2.2 acre portion of the Wiseburn property would include an outdoor 50 -meter pool for swimming, water polo, physical education/recreational use, and 25 -yard short course swim. There will be sufficient room to allow development of a future warm -up pool, but the $6,000,000 budget does not allow for a therapy pool at this time. Option 1 also does not include lights, bleachers, diving boards, or bulkheads. This design would primarily accommodate high school athletics with some opportunity for recreational programming such as lap swim and community swim teams. Option 2 ($8,400,000) — 54 -Meter x 25 -Meter and 25 -Yard Therapy Pool The competition pool would have an increased width to 25M (vs. 25Y), a larger "L" entry area, and additional length to accommodate moveable bulkheads. Bulkheads allow for separate areas to define spaces for multiple programs occurring simultaneously. The large pool would have depth variations allowing for multiple program types to occur including diving and youth swim lessons. The therapy pool (4 lanes) would be shallow and warmer. Option 2 also considers co- generation heating methods, and is better equipped for large -scale events and programs with features such as lights, bleachers, PA system, scoreboard and timing system. The facility design of Option 2 provides more versatility in aquatics programming and is therefore likely to have a higher potential to generate revenue. However, there are additional costs associated with the initial construction as well as the annual maintenance and operations. To gain a better understanding of the future facility's operations, staff and the Aquatics Task Force recommend the use of consulting services to provide a study analyzing the aquatic program needs and potential in the community. The consultant would be able to develop a program model and proposed pool schedule that can cost - effectively meet the needs of all user groups under both design scenarios, which could not only assist in the ultimate design decision, but also assist in future planning and financial forecasting for either option. Additionally, the analysis will evaluate the long term maintenance and replacement costs of the facility options, recommend a management and staffing structure for each facility, and provide 176 recommendations to the City to insure financially sustainable operations. Community engagement will also be a key component to the study. It is estimated that consulting services such as this will cost S10,000415,000 and take approximately 3 months to complete. 177 O O I Ll ii ti NER EL SEGUNDO CITY COUNCIL MEETING DATE: July 15, 2014 AGENDA STATEMENT AGENDA HEADING: New Business AGENDA DESCRIPTION: A Status Report on the City's Residential Sound Insulation (RSI) Program, consideration and possible action to adopt policy changes to the City's RSI Program and discussion of the possible addition of one Construction Coordinator. (fiscal impact: $120,000 annually, but no fiscal impact to the General Fund). RECOMMENDED COUNCIL ACTION: 1. Receive and file status report; 2. Adopt policy changes detailed in this staff report; and/or 3. Alternatively discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Gantt chart showing advertisement and construction dates for a plan to treat 750 homes in 2015 (labeled "Bxibit A") 2. Program map (labeled "Exhibit B ") 3. Sample RSI Agreement (labeled "Exhibit C ") FISCAL IMPACT: $120,000 annually, and no fiscal impact to the General Fund Amount Budgeted: $0 Additional Appropriation: Yes Account Number(s): RSI Fund 116 ORIGINATED BY: James S. O'Neill, Program Manage REVIEWED BY: Sam Lee, Director of Planning ilding Safety APPROVED BY: Greg Carpenter, City Manager,- BACKGROUND AND DISCUSSION: Status Report To date, the City's Residential Sound Insulation (RSI) Program has completed 50 "Groups" of construction, and 1,543 homes have been acoustically retrofitted in the City of El Segundo. Current analysis shows that: 53.5% (1362 of 2546) of the Green areas (see "Exhibit B ") have been treated to date 8.9% (177 of 1991) of the Yellow areas (see "Exhibit B ") have been treated to date * an additional 4 homes were originally treated in an area previously, but no longer, eligible With funding approved by Los Angeles World Airports (LAWA) in March of this year, along with additional funding anticipated to be approved before the end of this year, City staff has put together its most aggressive schedule to date. This schedule will attempt to have construction 14 179 completed at approximately 750 homes in calendar year 2015, which is tentatively, and roughly, outlined on the attached Gantt chart (exhibit A). It should be noted that this schedule is optimistic, reflects the critical path timeframes of almost every task, and is very unforgiving if key milestones and /or deadlines are missed. It is, however, a definitive and clearly defined set of objectives for which staff is preparing to strive to achieve. Staff has already begun meeting key milestones for the first Groups identified in this schedule (i.e. Groups 55 — 58), and is looking at ways to expedite the design process to the greatest extent possible to allow for a variety of delays and issues that are inevitably to be encountered in undertaking a project of this size and the volume of homes contemplated. With the completion of Groups 51 through 54 (108 homes) anticipated to be complete by the end of this calendar year, an additional 750 homes completed in 2015 would bring the total number of homes completed to 2401, and 52.83% of the homes included in the current eligibility areas. The current Stipulated Settlement with the City of Los Angeles (which governs LAWA) allow for the City of El Segundo to receive funding through 2015. Additionally, the Federal Aviation Administration (FAA) has restricted the use of FAA funds to the "green areas" on the attached program map (Exhibit B). Discussions with LAWA subsequently allowed the City of El Segundo to continue to fund acoustic retrofitting of homes in "yellow areas" on the attached program map using solely LAWA funding. As the "green areas" are defined as the area north of a "block- rounded" prediction of a 2015 noise contour, it is unknown at this time what the program eligibility area will be after 2015. It is likely that a significant portion of the yellow areas to become ineligible after December 2015, and even with a goal of treating 750 homes prior to that date, the majority of the over 750 homes in the yellow areas currently on the waiting list will not be treated prior to December 31, 2015 and are likely to become ineligible after that date Additionally, the FAA issued a Program Guidance Letter (PGL) in August 2012 which essentially will require homes treated after 2015 to be acoustically tested to verify that they are eligible for acoustical retrofitting under the RSI Program. If only the green areas remain eligible after 2015, and assuming the program treats all of the green homes that currently are on the waiting list are treated as part of that 750 goal, the City's program will have treated 71.7% of the current green areas. This number does not include homes built after 1998 (which are ineligible for the program), nor homes that have not applied for the RSI Program (as the program is voluntary), Policy Changes In order for the City to attempt to treat 750 homes in 2015, staff has already revised a number of processes and implemented a number of policy changes, and staff is requesting the City Council to adopt these policy changes retroactively. They included: 1. Floor Plans included with Scopes of Work for a home will be a hand sketch only, not a computer aided drafted (e.g. drawn using a software program such as Revit or AutoCAD) 2. "Scopes of Work" or "Plans" will no longer include a Site Plan for the home or property and the level of detail included on the floor plan will be reduced to only what is critical to we the Scope of Work (i.e. closets will no longer be shown, individual recessed lights will not be drawn, etc.) 3. Each "Group" of construction will include only homes from green areas from the program map or from yellow areas from the program map, not a mixture of both 4. Staff will include homes from the green areas (to the greatest extent possible) in Groups 64 through 74 (funded by grants — and expected grants - from FAA and LAWA), and homes from yellow areas in Groups 75 — 84. This results in postponing of treatment of homes from yellow areas funded by the Grant Implementation Plan (GIP) approved earlier this year by LAWA (GIP 6), in order to complete construction on homes from green areas prior to a September 15, 2015 deadline 5. In support of item 4 above, staff has contacted property owners of homes in the green areas who have applied for the program, even if they applied after December 31, 2012. (City Council is reminded that on April 5, 2011 a policy was adopted that established an "application cut -off date" of December 31St for a home to be included in a grant application to LAWA, as GIP applications are required by LAWA to be submitted by April 30th, equating to four months later. As such only homes that applied prior to December 31° 2012 were eligible to be funded by GIP 6 according to the City's current formal policy.) 6. Although homes will be initially contacted based on their priority on the waiting list (i.e. which eligibility area the home is located in, and the date of the application to the program), homes will be included in a "Group" as soon as a design can be completed to expedite the advertisement of "Groups" 7. Accessory structures are no longer treated by the RSI Program 8. Property owners no longer are offered the option of having different finishes on the inside of the door vs. the outside of the door (i.e. painted on outside and stained on the inside) 9. Homes (single family houses, condominiums, apartments, etc.) with less than 1,000 square feet of habitable space will receive a ventilation system only (not a new forced air heating and ventilation system — such as a new furnace and ductwork) 10. When a new forced air heating and ventilation system (i.e. a furnace with ductwork) is installed at a home where multiple wall heaters exist (e.g. the original home was heated by a wall and/or floor heater and an addition to the home — such as a family room — is also heated by a wall and /or floor heater), only the heater for the original portion of the home will be removed, with the affected wall being patched and a sub floor patch installed below any floor grate. Additional heaters will not be removed, unless their removal is determined to be necessary to achieve acoustical goals of the program. 11. The retention held on construction contracts has been reduced from 10% to 5% (to reflect new California state law) These changes were necessary to be made prior to City Council authorization due to the urgency to complete designs in order to allow for construction to start concurrently on five "Groups" on January 5, 2015. Staff is additionally recommending the adoption of the following changes: 12. Elimination of the requirement for a property owner to pay for costs incurred if they wish to discontinue their participation prior to agreeing to a Scope of Work (a.k.a. signing the plans) for their home. (Currently the RSI Agreement that property owners enter into with the City for participation in the RSI Program requires them to pay for costs incurred by in the program if they terminate their participation prior to making the necessary improvements to the home. See paragraphs 15, 16 and 17 on the attached sample RSI Agreement, labeled Exhibit C) 13. Perform additional acoustical testing (i.e. more than the current random 10 %) at particular housing types to help plan for evaluation of design criteria used to determine the needed scopes of work at homes Additional Staff As shown in the attached Gantt chart (Exhibit A), construction of 750 homes is predicated on five "Groups" of construction running concurrently at any given point throughout 2015. At this time, the City currently only employs four (4) Construction Coordinators. Staff is recommending that a fifth Construction Coordinator be added to manage the fifth Group at each point within the currently anticipated schedule (i.e. Groups 59, 64, 69, 74, 79 and 84). Although a Notice Inviting Sealed Bids is expected to have been advertised by the date of this City Council meeting, and it is unlikely to be able to hire someone prior to the start of work on Group 59, it is expected that current staff can manage a significant portion of the "pre- construction" activities scheduled to take place prior to January 5, 2015. However, it is important to get a fifth Construction Coordinator hired as soon as possible, as it is most helpful to be involved in the project in as much of the "pre- construction" activities as possible, as well as allow for as much training as possible before being tasked with properly overseeing construction for any group. An additional Construction Coordinator would hold the same classification as the current Construction Coordinators, and City Council is reminded that such positions are at -will and funded by grant funding from the FAA and LAWA, not the City's General Fund. The position would likely only be needed through early 2016 to allow for proper close out of construction that is expected to complete by the end of 2015. The City Council is reminded that costs associated with an additional Construction Coordinator, as is the case with all costs associated with the RSI Program, are covered by grants from the Federal Aviation Administration (FAA) and Los Angeles World Airports (LAWA), not the City's General Fund. 182 J m X S Q D ov ry+ � S c N ? A� 3 c o U V W UtA1. 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Exhibit C Contract Number: XXX r .r City of E1 Segundo Residential Sound Insulation Program Agreement This agreement is entered into this xx day of Month, 20xx by and between the City of El Segundo, a general law city and municipal corporation ( "City "), and Owner Name(s) ( "Owner "), owning real property located Project Address ( "Property "). DEFINITIONS Unless the contrary is stated or clearly appears from the context, the following definitions will govern the construction of the words and phrases used in this Agreement. A. "RSI Program" means the City's Residential Sound Insulation Program as adopted by the City; B. "RSI Project" means the process (including design, administration, and construction) for completing the RSI Improvements; C. "RSI Improvements" means the constructed and installed materials designed to mitigate the impact of noise; D. "The Property" means real property owned in fee simple by Owner; OWNER'S RESPONSIBILITIES. This agreement is made with reference to the following facts and objectives: A. Owner wishes to participate in the RSI Program which is made available to persons owning eligible real residential property within the City's jurisdiction. B. Owner certifies that the home (or homes) on the Property, and all habitable space within the home (or homes) were constructed before October 1, 1998 and that the property has exterior normally cognizable private habitable area such as a backyard, patio or balcony. C. Owner certifies that the home (or homes) on the Property ❑x was (or were) ❑ was (or were) not constructed before January 1, 1989. Revised 11/18/2013 Page 1 of 10 185 4th O1" Exhibit C Contract Number: XXX D. Owner agrees that Owner's representative, will accompany City's representatives during all pre - construction entries onto the Property and be readily available during the construction process E. Owner certifies that Owner will have an Owner representative, who is at least 18 years of age, present at the home each day of the construction process so that the home is not unattended by an individual representing the Owner. 3. UNDERSTANDING REGARDING THE RSI PROGRAM A. RSI Program is designed to mitigate noise generated by Los Angeles International Airport ( "LAX ") by installing sound insulation materials into residential buildings located within City's jurisdiction. B. RSI Program will fund up to one hundred percent (100 %) of the cost for labor and materials associated with RSI Improvements. Owner understands that Owner is responsible for all remaining costs, depending upon various factors identified in this Agreement. C. By signing this Agreement, Owner certifies that Owner understands the manner in which the RSI Program is funded and administered. Owner further acknowledges that Owner received written program materials regarding the RSI Program and is fully informed regarding Owner's obligations if Owner participates in the RSI Program. D. If the Property was constructed before January 1, 1989 and is located within the "Green -0" area, defined by the second quarter (2Q) 2005 75 dB noise contour provided by Los Angeles World Airports ( "LAWA ") and depicted on the map attached as Exhibit "A ", which is incorporated by reference, Owner understands and agrees to sell a noise easement to LAWA, through Chicago Title, in order for the RSI Program to fully fund the RSI Project (see Section 04, below). E. The Property ❑ is ❑ is not located within the "Green -0" area. (Owner's initial) E. If the Property was constructed on or after January 1, 1989, Owner understands and agrees to dedicate a noise easement to LAWA in order for the RSI Program to fully fund the RSI Project (see Section 04, below). Revised 11/18/2013 Page 2 of 10 186 0. OA u-:: -•_ �9 Exhibit C Contract Number: XXX 4. NOISE EASEMENT A. ❑ Owner agrees that Owner will sell a noise easement to LAWA before the start of design work by City or its consultants. The noise easement purchased by LAWA will be in substantially the form attached as Exhibit "B." Owner understands that easements are being purchased (through Chicago Title Company) at the following rates: $500 for each Condominium (with outdoor habitable area) $2,500 for each single family home $2,500 for each apartment building Owner agrees and understands that City is not an agent for LAWA or Owner and will not participate in discussions regarding the sale of a noise easement. All such negotiations are solely the responsibility of Owner and LAWA. . (initial) B. ❑ Owner agrees that it will dedicate a noise easement to LAWA in substantially the form attached as Exhibit `B." Owner agrees and understands that City is not an agent for LAWA or Owner in the dedication of a noise easement to LAWA. (initial) 5. PROJECT COORDINATION AND SUPERVISION James S. ONeill is designated as City's Program Manager and will monitor the progress and execution of this Agreement. Representative's Name is designated as Owner's Representative. 6. NOTICES All communications to either party by the other party will be deemed made when received by such a party at its respective name and address, as follows: Citv City of El Segundo Attn: James O'Neill RSI Program 350 Main Street El Segundo, California 90245 Owner(s) Any such written communications by mail will be conclusively deemed to have been received by the addressee upon deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. Revised 11/18/2013 Page 3 of 10 187 Exhibit C Contract Number: XXX 7. CONTROL OVER THE RSI PROGRAM AND PROGRESSION OF RSI PROJECT Owner understands and agrees that City has sole discretion over all aspects of the RSI Program including, without limitation, scheduling the RSI Project as it applies to the Property. Owner should not have any expectation, nor does Owner have any right to demand, an immediate start to the RSI Project upon signing this Agreement. City will use its best efforts to equitably and expeditiously implement the RSI Program, but will not be liable for any failure to do so. 8. DISALLOWED COSTS RSI Program does not pay for costs associated with temporary or permanent relocation of persons or property from the Property. Owner understands and agrees that Owner is solely responsible for any such costs. 9. INSURANCE Owner will maintain Homeowner's Insurance throughout the term of this Agreement in an amount not less than $100,000 per occurrence for bodily injury and property damage. Owner agrees to provide City with copies of insurance certificates and endorsements showing coverage. 10. PROHIBITION AGAINST ADDITIONAL WORK Owner agrees that Owner will not make alterations to the Property or engage any contractor for construction work on the Property (except for repairs or reconstruction resulting from an emergency or other incident that would be covered by Homeowner's Insurance) between the time this Agreement is executed until City files a Notice of Completion (see Exhibit Q. In the event it is determined that alterations have been made without the City's prior, written consent, such alterations will constitute an Early Termination under Section 16 of this Agreement unless the Owner agrees to reimburse City for any costs City incurs in order to continue the RSI Project (including costs to revise plans, apply for additional permits, contractor mobilization, or rebidding the project) and City agrees to continue the RSI Project. City will have sole discretion in determining if the RSI Project can continue without constituting Early Termination. Revised 11/18/2013 Page 4 of 10 188 Exhibit C Contract Number: XXX 11. EXISTING CONDITIONS Owner understands and agrees to repair any defective existing condition on the Property during the term of this Agreement identified by City, the Design Consultants, or its Contractor, as necessary to continue the RSI Project. Such repair will be accomplished at Owner's sole cost. Should Owner fail to perform such repair, and such failure interferes with the timely progression of the RSI Project, City may either suspend the RSI Project or terminate this Agreement. Owner must pay City any damages associated with such termination as a result of, without limitation, delay damages incurred from City's Contractor. Defective existing conditions include, without limitation, dry rot, termite damage, violations of applicable law, illegal construction, or other physical damage. 12. LICENSE TO ENTER OWNER'S PROPERTY A. Owner grants City's representatives the right to access the Property subject to the following requirements: i. Individuals permitted access are limited to City's appointed officers, consultants, employees, contractors, and representatives from the FAA and LAWA that are directly concerned with administering the RSI Program and with the RSI Improvements. ii. Owner also grants City's building inspectors the right to access the Property to inspect the construction of RSI Improvements and to determine whether the existing conditions of the Property and RSI Improvements meet the requirements of applicable law. iii. City's representatives will schedule appointments with Owner to enter onto the Property. iv. If Owner rents out the Property, Owner agrees to take all steps reasonably necessary for City's representatives to gain entry to the Property. B. Owner agrees to compensate the City for any costs the City incurs, including remobilization of Contractor(s), due to the Owner failing to provide City representatives access as described above C. Owner also agrees to allow City's representatives to enter Property not later than ninety (90) days after City files a Notice of Completion to evaluate the effectiveness of the RSI Improvements. 13. HOLD HARMLESS A. Owner will hold City, and its agents, harmless and free from any and all liability arising out of this Agreement, or its performance, including any such liability caused, in part, by the passive negligent act or omission of City, or its agents, except for such liability arising from City's sole negligence. Should City, or its agents, be named in any suit, or should any claim be against it, or any of its agents, by suit or otherwise, whether the same be groundless or not, arising out of this Agreement, or its performance, pursuant to this Agreement, Owner will defend City (with counsel satisfactory to City), and its agents, and will indemnify them for any judgment rendered against them or any sums paid out in settlement or otherwise. Revised 11/18/2013 Page 5 of 10 189 Exhibit C Gib v ©`^ JpE�Ve� Contract Number: XXX B. For purposes of this section "City" includes City's elected officials, appointed officers, and employees. C. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement. 14. CITY'S TERMINATION A. City may terminate this Agreement with or without cause. Unless otherwise provided, City is not liable to Owner for any damages that might arise from such termination. Should City terminate without cause, City agrees to provide Owner with those plans and specifications, or other documents (if any), necessary for Owner to continue installation of RSI Improvements. Owner agrees that any such documents are used at Owner's own risk; Owner will hold City harmless to the extent provided in this Agreement. B. Should City terminate this Agreement for cause, including, without limitation, Owner's failure to pay Owner's share of RSI Project costs, City may, in its sole discretion, determine that such actions constitutes an Early Termination by Owner as set forth in Section 15 of this Agreement. C. Owner agrees that nothing in this Agreement is intended to, nor will it, obligate City to continue the RSI Project should federal, state or local funding become unavailable. Should any funding sources including, without limitation, Owner's contribution, become unavailable to City for continued funding of the RSI Project, this Agreement will automatically terminate. City will notify Owner as soon as practicable regarding such termination, but in no event later than fifteen (15) days following such an event. D. Should this Agreement automatically terminate, Owner will be responsible for Owner's share of the RSI Project costs up to the date of termination. Should Owner choose to continue with the RSI Project, Owner will be responsible for all actions associated with the RSI Project including, without limitation, cost. 15. EARLY TERMINATION Owner may terminate this Agreement at anytime, but must notify the City in writing of that intent. Owner understands that, upon terminating this Agreement, Owner will not receive any cost off -set or reimbursement and a Title 21 Certificate will be filed, indicating that the Owner has declined an offer to participate in the Sound Insulation Program. Owner will be solely responsible for paying one hundred percent (100 %) of the RSI Project costs incurred up to the date of termination, including Upgrade costs. Approximate costs of early termination are listed in Section 16, below. Revised 11/18/2013 Page 6 of 10 190 Exhibit C Contract Number: XXX 16. APPROXIMATE COSTS FOR TERMINATING PARTICIPATION IN THE RSI PROGRAM Typical costs for early termination are set forth below follow for purposes of example only. The actual cost for early termination may vary significantly depending on the RSI Improvement plans for the Property. Project Stage Approximate Cost Up to (and including) Design Visit: $ 500 _ Preparation and advertisement for Construction: Selection of a contractor and awarding of a construction contract $1,000 $ 150 Ordering of RSI Improvements: Determined by Bid Contractor has begun installation of RSI Improvements: Determined by Bid 17. SALE OF OWNER'S PROPERTY DURING RSI IMPROVEMENTS Owner's conveyance of the Property before completing the RSI Project constitutes an Early Termination under Section 15 of this Agreement unless each of the following occurs: A. This Agreement is assigned to the buyer; B. City determines, in its sole discretion, that there is sufficient funding in the RSI Program to pay for RSI Improvements on the Property after Owner's conveyance and consents to the assignment of the Agreement to the buyer; and C. The buyer agrees to the terms and conditions in this Agreement by written amendment. 18. ASSIGNABILITY This Agreement may not be assigned without City's prior written consent. Any attempt to assign this Agreement without City's consent will constitute an Early Termination under Section 15 of this Agreement. 19. MAINTENANCE Owner agrees to assume the responsibility for maintenance and operation of the RSI Improvements after City files a Notice of Completion. The FAA, LAWA, and City do not bear any responsibility for the maintenance and operation of these items. The property owner's right to sue the owner of LAX for adverse noise impact will be abrogated if the property owner deliberately or willfully acts to reduce or destroy the effectiveness of the noise compatibility measures during the useful life of such measures. This obligation remains in effect throughout the useful life of the noise compatibility measures, but not to exceed twenty (20) years from the date of the City's acceptance of Federal aid for the project. Revised 11/18/2013 Page 7 of 10 191 20. 21. 22. 23. Exhibit C Contract Number: XXX WARRANTIES A. City does not make any warranties express or implied regarding the RSI Improvements. City represents, however, that it will require Contractors and/or manufacturers to provide at least the following warranties to Owner: LOU Materials Length of Warranty Windows Wood doors 10 years minimum 5 years minimum 10 years minimum 3 years minimum 1 year minimum Storm Doors (if applicable) Primary Sliding glass doors ( "Green -0" area only) Mechanical devices (Heating and /or Ventilation equipment) Electrical devices (if applicable) 1 year minimum 1 year minimum Installation City will provide a copy of the Contractor's and Manufacturers' warranties to Owner at the completion of the RSI Project. C. This Section is not intended to, nor will it, limit any right Owner may acquire pursuant to any warranty. Moreover, this Section is not intended to limit any rights Owner may have under any contract between City and its consultants or contractors. INTERPRETATION This Agreement was drafted in, and will be construed in accordance with the laws of, the State of California and exclusive venue for any action involving this Agreement will be in Los Angeles County. ENTIRE AGREEMENT This Agreement sets forth the entire understanding of the parties. There are no other understandings, terms or other agreements expressed or implied, oral or written. This Agreement will bind and insure to the benefit of the parties to this Agreement and any subsequent successors and assigns. WAIVER In no event will any payment or any acceptance of payment by City hereunder constitute or be construed as a waiver by City or Owner of any breach of covenants or conditions of this Agreement or any default which may then exist on the part of City or Owner, and the making of any such payment while any such breach or default exists will in no way impair or prejudice any right or remedy available to City or Owner with respect to such breach or default. Revised 11/18/2013 Page 8 of 10 192 Exhibit C f, Contract Number: XXX 24. AUTHORITY/MODIFICATION The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment. City's City Manager may execute any such amendment on behalf of City. 25. RECORDATION The Parties agree that a copy of this Agreement will be recorded, at City's cost, in the Los Angeles County Recorder's office. 26. COUNTERPARTS This Agreement may be executed in any number of counterparts, each of which will be an original, but all of which together will constitute one instrument executed on the same date. IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove written. CITY OF EL SEGUNDO: Greg Carpenter, City Manager ATTEST Tracy Weaver, City Clerk APPROVED AS TO FORM: KARL H. BERGER, ASSISTANT CITY ATTORNEY November 18, 2013 (Signature required for changes) OWNER(S): Name Name Revised 11/18/2013 Page 9 of 10 193 `� 4 Y Y 1 � 11 _r 4• Q State of California County of Los Angeles On appeared SS. before me, Exhibit C Contract Number: XXX Notary Public. personally who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is /are subscribed to the within instrument and acknowledged to me that he /she /they executed the same in his /her /their authorized capacity(ies), and that by his /her /their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature of Notary Public Place Notary Seal Above Revised 11/18/2013 Page 10 of 10 194