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2014 Sep 02 - CC PACKET
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, SEPTEMBER 2, 2014 - 5:00 PM 5:00 PM MEETING SESSION CANCELLED 5:00 P.M. SESSION CALL TO ORDER ROLL CALL 1 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: CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et sue.) for the purposes of conferring with the City's Real Property Negotiator, and /or conferring with the City Attorney on potential and /or existing litigation; and /or discussing matters covered under Government Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators; as follows: CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(d) (3): -0- matter 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 PUBLIC EMPLOYEMENT (Gov't Code § 54957) -0- matter CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -0- matters CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0- matters 2 2 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, SEPTEMBER 2, 2014 - 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER INVOCATION — Father Alexei Smith, St. Andrew Russian Greek Catholic Church PLEDGE OF ALLEGIANCE — Mayor Pro Tem Jacobson 3 3 PRESENTATIONS ROLL CALL PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda. The Council will respond to comments after Public Communications is closed. 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 Recommendation — Approval. B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING) 1. Consideration and possible action to open public hearing regarding the Presentation of the Fiscal Year 2014 -2015 Preliminary Budget, including discussion and possible direction regarding all city revenues and Expenditures. (Fiscal Impact: Total Revenues of $133,522,300; Total Expenditures of $151,846,500, Prior Year Designations of $18,324,200; General Fund Revenues of $60,642,700, Expenditures of $64,043,100, Prior Year Designations of $3,400,400) Recommendation — 1) Open Public Hearing; 2) Staff presentation of the 2014- 2015 Preliminary Budget and Council direction to staff regarding all City revenues and expenditures (includes potential discussion and direction relating to all City Department revenues and expenditures); 3) Continue the Public Hearing to September 16, 2014; 4) Schedule the budget adoption for the September 16, 2014 meeting; 5) Adopt the General Fund Balance Policy (Exhibit B); 6) Adopt the Revenue Offset Fund Policy (Exhibit C); 7) Alternatively, discuss and take other possible action related to this item. 11 4 C. UNFINISHED BUSINESS 2. Consideration and possible action to 1) receive a presentation on the Potable Water Reservoir Feasibility Study and 2) discuss and provide direction to staff on whether to proceed with exploring funding options for design and construction of a new potable water reservoir. Project No. PW 13 -09. (Fiscal Impact: $100,000.00) Recommendation — 1) Receive a presentation on the Potable Water Reservoir Feasibility Study recommended by the Capital Improvement Program Advisory Committee completed by Tetra Tech, Inc.; 2) Discuss and provide direction to staff on next steps; 3) Alternatively, discuss and take other possible action related to this item. 3. Discussion and possible action to reallocate Proposition C Funds (half -cent sales tax allocation from Los Angeles County) to Public Works Projects and modify transportation services provided by Proposition A Funds (half - cent sales tax allocation from Los Angeles County). (Fiscal Impact: To Be Determined) Recommendation — 1) Discuss allocation amount of Proposition C Funds to Capital Improvement Projects and subsequent transportation service modifications for Proposition A and C Funds; 2) Alternatively, discuss and take other possible action related to this item. D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS E. CONSENT AGENDA All items listed are to be adopted by one motion without discussion and passed unanimously. If a call for discussion of an item is made, the item(s) will be considered individually under the next heading of business. 4. Warrant Numbers 3002146 through 3002388 on Register No. 22 in the total amount of $748,935.61 and Wire Transfers from 7/28/2014 through 8/17/2014 in the total amount of $3,492,319.83. Recommendation — Approve Warrant Demand Register and authorize staff to release. Ratify Payroll and Employee Benefit checks; checks released early due to contracts or agreement; emergency disbursements and /or adjustments; and wire transfers. 5 5. Special City Council Meeting Minutes (Strategic Planning Session) of August 4, 2014 and Special City Council Meeting Minutes (Closed Session) of August 26, 2014. Recommendation — Approval. 6. Consideration and possible action regarding a request from the El Segundo Kiwanis Club to operate a portion of their Beer Garden on public property from 11:00 a.m. to 5:00 p.m. during the Kiwanis sponsored 38th Annual Richmond Street Fair on Saturday, September 27, 2014. (Fiscal Impact: None) Recommendation — 1) Approve the request from the El Segundo Kiwanis Club to operate a portion of their Beer Garden on public property during the Kiwanis sponsored 38th Annual Richmond Street Fair, subject to compliance with all Alcohol Beverage Commission regulations and permits; 2) Alternatively, discuss and take other possible action related to this item. 7. Consideration and possible action regarding awarding a contract to Big West Construction, Corp. for construction at twenty -six (26) homes related to Project No. RSI 14 -11 (Group 55 of the City's Residential Sound Insulation Program) (Estimated Construction Costs: Not to exceed $840,865.00) Recommendation — 1) Waive minor irregularities in the bid from Big West Construction, Corp.; 2) Award a contract to Big West Construction, Corp. for project RSI 14 -11 (Group 55); 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. 8. Consideration and possible action regarding awarding a contract to Harry H. Joh Construction for construction at twenty -five (25) homes related to Project No. RSI 14 -12 (Group 56 of the City's Residential Sound Insulation Program) (Estimated Construction Costs: Not to exceed $973,819.00__) Recommendation — 1) Waive minor irregularities in the bid from Harry H. Joh Construction; 2) Award a contract to Harry H. Joh Construction for project RSI 14 -12 (Group 56); 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. C,I 0 9. Consideration and possible action regarding awarding a contract to Spec Construction Co., Inc. for construction at twenty -three (23) homes related to Project No. RSI 14 -13 (Group 57 of the City's Residential Sound Insulation Program) _(Estimated Construction Costs: Not to exceed $843,310.00) Recommendation — 1) Allow Patriot Contracting & Engineering to withdraw their bid; 2) Waive minor irregularities in the bid from Spec Construction Co., Inc.; 3) Award a contract to Spec Construction Co., Inc. for project RSI 14 -13 (Group 57); 4) Authorize the City Manager to execute a contract in a form approved by the City Attorney; 5) Alternatively, discuss and take other possible action related to this item. 10. Consideration and possible action regarding awarding a contract to Harry H. Joh Construction for construction of twenty -four (24) homes related to Project No. RSI 14 -14 (Group 58 of the City's Residential Sound Insulation Program) (Estimated Construction Costs: Not to exceed $714,437.00) Recommendation — 1) Waive minor irregularities in the bid from Harry H. Joh Construction; 2) Award a contract to Harry H. Joh Construction for project RSI 14 -14 (Group 58); 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. 11. Consideration and possible action regarding awarding a contract to Spec Construction Co., Inc. for construction of twenty -four (24) homes related to Project No. RSI 14 -15 (Group 59 of the City's Residential Sound Insulation Program). Estimated Construction Costs: Not to exceed $622,669.00 Recommendation — 1) Allow Professional Services Construction, Inc. to withdraw their bid; 2) Reject the bid from Patriot Contracting & Engineering as non- responsive; 3) Waive minor irregularities in the bid from Spec Construction Co., Inc.; 4) Award a contract to Spec Construction Co., Inc. for project RSI 14 -15 (Group 59); 5) Authorize the City Manager to execute a contract in a form approved by the City Attorney; 6) Alternatively, discuss and take other possible action related to this item. 7 7 12. Consideration and possible action regarding acceptance of a grant from the Federal Aviation Administration (FAA) of up to $10 Million to be used for the Residential Sound Insulation (RSI) Program. (Fiscal Impact: $7,000,000.00 to $10,000,000.00, depending on formal grant offer Recommendation — 1) Accept a grant from the Federal Aviation Administration (FAA) of up to $10,000.00; 2) Authorize the Mayor to execute the FAA Grant Agreement; 3) Alternatively, discuss and take other possible action related to this item. 13. Consideration and possible action regarding the approval of an amendment to an existing Professional Services Agreement with CSG Consultants to increase the amount of the agreement from $25,000 to $35,000 for building inspection consulting services. (Fiscal Impact: $35,000.00) Recommendation — 1) Authorize the City Manager to execute an amendment to an existing Professional Services Agreement to increase the funding from $25,000 to $35,000 approved as to form by the City Attorney; 2) Alternatively, discuss and take other possible action related to this item. 14. 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. 10 15. 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. 16. Consideration and possible action to award a Professional Services Agreement to Professional Building Maintenance (PBM) for custodial services for the City of El Segundo's various buildings and facilities. (Fiscal Impact: $162,713 the first year with a 3% annual escalation for the next four years; $863,867 over a five -year contract duration.) Recommendation — 1) Authorize the City Manager to execute a Professional Services Agreement, in a form approved by the City Attorney and renewable annually for five years with a 3% escalation, with Professional Building Maintenance for $863,867.00 for custodial services for the City of El Segundo's various buildings and facilities; 2) Alternatively, discuss and take other possible action related to this item. 17. Consideration and possible action to waive the bidding process per El Segundo Municipal Code §1 -7 -11 and authorize the purchase of one (1) Cues Sewer Inspection Camera Unit using National Joint Powers Association contracting rates. Fiscal Impact: $87,200.00.) Recommendation — 1) Pursuant to El Segundo Municipal Code §1 -7 -11, waive the bidding process and purchase one (1) Cues Sewer Inspection Camera Unit for sewer line maintenance and inspection; 2) Authorize the City Manager to execute an agreement, in a form approved by the City Attorney, with Plumbers Depot to purchase one (1) Cues Sewer Inspection Camera Unit for sewer line maintenance and inspection with Sewer Enterprise funds using National Joint Powers Association contract rates; 3) Alternatively, discuss and take other possible action related to this item. 0 91 18. Consideration and possible action to accept as complete the 2013 -2014 Curb, Gutter, Sidewalk and other Concrete Improvements Project, Project No. PW 13 -22. (Fiscal Impact: $50,000.00) Recommendation — 1) Accept the work as complete; 2) Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office; 3) Alternatively, discuss and take other possible action related to this item. F. NEW BUSINESS G. REPORTS — CITY MANAGER H. REPORTS — CITY ATTORNEY I. REPORTS — CITY CLERK J. REPORTS — CITY TREASURER K. REPORTS — CITY COUNCIL MEMBERS Council Member Fellhauer — Council Member Atkinson — 19. Consideration and possible action regarding the recommendation to implement a program to have a code enforcement officer to actively patrol the City on Friday and Saturday for violators working without permits(s). (Fiscal Impact: $50,000.0 Recommendation — 1) Authorize the City Manager to increase funding to staff a code enforcement officer on weekends; 2) Alternatively, discuss and take other possible action related to this item. Council Member Dugan - Mayor Pro Tern Jacobson — 10 10 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 POSTED: DATE: q' �e • l G TIME: tip.:l15 VNA NAME, 11 11 EL SEGUNDO CITY COUNCIL MEETING DATE: September 2, 2014 AGENDA STATEMENT AGENDA HEADING: Special Orders of Business AGENDA DESCRIPTION: Consideration and possible action to open public hearing regarding the presentation of the Fiscal Year 2014 -2015 Preliminary Budget, including discussion and possible direction regarding all city revenues and expenditures. (Fiscal Impact: Total Revenues of $133,522,300; Total Expenditures of $151,846,500, Prior Year Designations of $18,324,200; General Fund Revenues of $60,642,700, Expenditures of $64,043,100, Prior Year Designations of $3,400,400) RECOMMENDED COUNCIL ACTION: (1) Open Public Hearing (2) Staff presentation of the 2014 -2015 Preliminary Budget and Council direction to staff regarding all City revenues and expenditures (includes potential discussion and direction relating to all City Department revenues and expenditures) (3) Continue the Public Hearing to September 16, 2014; (4) Schedule the budget adoption for the September 16, 2014 meeting; (5) Adopt the General Fund Balance Policy (Exhibit B); (6) Adopt the Revenue Offset Fund Policy (Exhibit C); (7) Alternatively discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Exhibit A: Fiscal Year 2014 -2015 Change List of Budget Revisions in all Funds 2. Exhibit B: General Fund Balance Policy 3. Exhibit C: Revenue Offset Fund Policy 4. Exhibit D: ESUSD In -Kind Service List — FY 2014 -2015 FISCAL IMPACT: Total Revenues of $133,522,300; Total Expenditures of $151,846,500, Prior Year Designations of $18,324,200; General Fund Revenues of $60,642,700, Expenditures of $64,043,100, Prior Year Designations of $3,400,400 Amount Budgeted: $ Additional Appropriation: Account Number(s): ORIGINATED BY: Angelina Garcia, Fiscal Services Man ger REVIEWED BY: Deborah Cullen, Director of Finance �. APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: 12 1 FY 2014-2015 Budget The City started the budget process by holding a Strategic Planning Session on May 28, 2014. During this session, staff presented assumptions and estimates that would be used to develop the FY 2014 -2015 Operating Budget, and identified additional critical items for funding consideration. Based on decisions at this planning session, an additional Strategic Planning Session was held on June 26, 2014. At this meeting, Council prioritized critical needs and identified items to be included in the FY 14/15 Preliminary Budget. On August 4th, 2014, staff presented the FY 2014 -2015 Preliminary General Fund budget for revenues and expenditures, along with the assumptions and additional items requested by Council from prior meetings. Summary of Assumptions used to prepare FY 2014 -2015 General Fund Budget: General Fund Revenues General Fund revenues have significantly improved during FY 2013 -14. These revenues are expected to be $2,964,775 or 4.52% higher at yearend than what was originally adopted. The FY 2014 -15 revenues are projected to be $934,325 or 1.57% higher than the yearend estimate for FY 13 -14. The price of natural gas, which impacts three of the City's core tax revenues, appears to have stabilized and is approximately 21% higher than the average for the same period last year. Listed below is a summary of the revenue assumptions as compared to yearend estimates: • Business License Tax — $218,000 net increase over yearend estimates. The business license tax rates will be adjusted by a 2.4% increase due to annual 10 year rolling average CPI; • Property Tax — ($298,400) or 4.5% decrease over yearend estimates primarily due to the power plant going online and the entity being collapsed into a multi- county entity and therefore it is state assessed instead of locally assessed; • Transient Occupancy Tax (TOT) — Current projection is fairly flat based on uncertainty during a remodeling transition with one of the City's largest hotels and the impact of increased long term stay exemptions; • Sales Tax — $492,500 or 6.6% increase from 2014 estimated yearend. This increase is primarily due to improved economic conditions; • Sales Tax in Lieu — $751,200 or 37.4% increase is primarily due to the resolution of a large misallocation to the City along with recovering economic conditions; • Charges for Services — $679,655 or 16.85% increase from yearend estimates based on a forecasted increase of planning and building safety fees and paramedic transport fees; Increase of $9,000 to Recreation Activities for Aquatics Drop In Programs due to fee increase; • Interest on Investments — ($5,000) or 4.5% decrease from yearend estimates primarily due to low Federal Reserve Rate; • Utility Users' Tax — $290,000 or 3.4% increase from yearend estimates; this category includes cogenerated electric, electric, gas, telephone, and water utility users' tax; • All other revenues remain flat or have very little growth compared to yearend estimates. 13 Below is a summary of General Fund Revenues for FY 2014 -2015, as revised to include a change in estimates to Property Tax and Parks & Recreation Activities (Charges for Services): Table I — Fiscal Year 2014 -2015 General Fund Revenues: Revenue Source FY2013 -2014 Ado ted Budget FY2013- 2014 Yearend Estimate FY2014 -2015 Preliminary Bud et Budget Revisions(See Attach. A) FY 2014 -2015 Adopted Budget - First Hearing Business License 10,294,500 10,900,000 11,118,000 0 11,118,000 Sales & Use Tax 7,500,000 7,450,000 7,942,500 0 7,942,500 Sales Tax in Lieu 2,226,500 2,006,800 2,758,000 0 2,758,000 Property Tax 6,537,500 6,655,000 6,678,000 - 321,400 6,356,600 Transient Occupancy (TOT) 5,125,000 5,375,000 5,459,200 0 5,459,200 Charges for Services 4,215,900 4,031,800 4,711,500 9,000 4,720,500 Electric Utility Tax 3,225,000 2,985,000 3,050,000 0 3,050,000 Franchise Tax 2,455,000 3,075,000 3,075,000 0 3,075,000 Cogeneration Electric 1,350,000 1,590,000 1,690,000 0 1,690,000 License & Permits 1,477,500 1,764,900 1,720,000 0 1,720,000 Gas Utility Tax 1,800,000 2,900,000 3,000,000 0 3,000,000 Interest on Investments /Rentals 240,000 255,400 247,000 0 247,000 Other Revenues 9,896,700 9,919,400 9,105,900 0 9,105,900 Total General Fund Revenues Net of Transfers 56,343,600 59,308,300 60,555,100 - 312,400 60,242,700 Transfers In 400,000 400,000 400,000 0 400.00) Total General Fund Revenues 56,743,600 59,708,300 60,955,100 - 312,400 60,642,700 General Fund Expenditures Fiscal Year 2014 -2015 General Fund expenditures, net of transfers, show an increase of $396,100 over last year, or about .6 %. Despite expiring employee concessions of $1.1 million and an increase in the pension rate of approximately $822,000, the City also identified cost reductions that enabled staff to prepare an operating budget with minimal increases. In addition, the budget also includes $3.2 million in capital infrastructure funding. The following are major expenditure fluctuations between the FY 2013 -2014 Adopted General Fund Budget and the FY 2014 -2015 General Fund Preliminary Budget. • Salaries — increase of $602,800 due to: — COLA Increase (per memorandum of understanding for one labor group) - $146,000 — Step increases and longevity /educational incentive premiums - $150,000 — Net decrease in funded positions — $(139,900) — Increase to Overtime - $615,600 • Due to expired concessions - $185,000 • Due to backfilling vacant positions - $430,600 — Funding for vacant Building Safety Manager Position - $169,000 14 • California Public Employees' Retirement System (Ca1PERS) Rate Increases — $822,000 increase in the estimated discount rate, being reduced from 7.75% return to 7.5 %. This impacts both rates, safety and nonsafety: — Safety Rate Increase: $761,700 — Misc Group Rate Increase: $60,300 • Increases to Ca1PERS costs due to Expiring Concessions - $729,900 • Other Post - Employment Benefits (OPEB) — Decrease due primarily to updated June 2014 valuation - $400,000 • Effects of Early Implementation • Reduction in the Workforce • Benefits are capped • Future increases shared with most employees • Health Benefits — Increase of $85,000 • Workers' Compensation — The latest actuarial valuation of the City's Workers' Compensation Program reported a decrease in the estimated liability for FY 2014 -2015 of approximately $1.2 million. An additional $475,000 has also been reserved in the Workers' Compensation Fund to hedge for future losses based on the 70% confidence level. • Non - Personnel Costs: — Equipment Replacement Charge — 1% increase for a total FY 2014 -2015 charge of $1,432,500 to the General Fund — Increase in Utility Charges to the City (Electricity & Gas) —2% increase — $21,100 — Contractual Services & Professional /Technical increase - $121,000 — Increase for Credit Card Fees - $95,000; this line item is new and was not included in the FY 2013/2014 Adopted Budget • All other Nonpersonnel Costs, such as Meetings & Travel, Training & Education, Supplies and Services did not experience significant changes. • Transfers to other funds - increase of $4,230,000 — Increase in Transfer to Facilities Maintenance - $80,000 — Transfer to Equipment Replacement $200,000 — To help replenish the fund balance of the reserve — Transfer to Economic Uncertainty Fund $750,000 — To establish a Revenue Offset Designation — Transfer to Capital Improvements Fund — $3,200,000 — To fund for approved list of projects. • ESUSD Funding — $ 80,000 Crossing Guard Services; — $764,600 in In -Kind Services; — In total, the City offers $844,600 annually to support ESUSD. 15 Set aside an additional $602,400 to fund the General Fund Reserve at 18% level (based on FY 2014 -2015 revenues (net of transfers). During the Strategic Planning Sessions in May, June and August, staff also addressed critical needs identified for Council consideration. The following chart identifies revenue enhancements and expenditure changes that have been incorporated into the FY 2014 -15 Operating Budget: Table 2 — STRATEGIC PLANNING SESSION DECISIONS — These changes were approved by City Council at the June and August Strategic Planning Sessions: 16 Decrease Program Reduction Options (Increase) to Expenditures Close Beach Restrooms $ 10,000 Reduce Storm Water Funds $ 100,000 Eliminate cash contribution to ESUSD $ 250,000 Increase Equipment Replacement Funding $ (200,000) Increase Facilities Maintenance Funding $ (80,000) NET DECREASE TO GENERAL FUND EXPENDITURES: $ 80,000 Revenue Enhancements Estimated Revenues Recovery of Trash Fees for 3 and 4 Unit Properties $ 75,000 Recovery of Residential Permit Fees $ 200,000 Ambulance Recovery - Residential Fees $ 180,000 NET INCREASE TO GENERAL FUND REVENUES: $ 455,000 16 Service /Staffing Reductions The following Program Reductions were presented to City Council during the August 4th Strategic Planning Session. The net savings of these actions is $762,400. Table 3 — AUGUST 4 2014 STRATEGIC PLANNING SESSION DECISIONS: Service / Staffing Reduction Options by Department F'IN'ANCE DEPARTMENT Freeze FT Accounting Technician Position - backfill w/ PT $ 57,000 HUMAN RESOURCES DEPARTMENT Reduce PT City Receptionists service hours $ 17,700 LIBRARY SERVICES DEPARTMENT Reorganize staffing and freeze vacant position $ 92,000 POLICE DEPARTMENT Reduce staff by two sworn positions $ 500,000 RECREATION & PARKS DEPARTMENT Freeze FT Park Maintenance Worker - backfill w/ PT $ 52,500 Reduce operating hours of various Recreation facilities $ 20,000 Reduce Acacia Pool operating hours $ 7,500 Reducespecial event budget $ 12,500 CITY TREASURER REDUCTIONS Reduce Su lies & Services $ 3,200 TOTAL REDUCTIONS: $ 762,400 17 lame 4 — i tsca[ rear Lv14 --'013 c,enerar runa L:.E"mitanares: Table S — Fiscal Year 2014-2015 General Fund Reserve Calculation: FUND BALANCE RESERVE CALCULATION: FY 2013- 2014 Adopted Budget FY 2013- 2014 Yearend Estimate FY 2014- 2015 Preliminary Budget Budget Revisions (See Attach. A) FY 2014 - 2015 Adopted Budget Elected Officials $ 979,965 979,965 1,044,600 (28,700) 1,016,400 Administrative Support 4,531,268 4,531,268 4,547,000 (90,000) 4,471,600 Police 16,977,868 16,977,868 18,363,800 (364,200) 18,018,700 Fire 14,388,932 14,388,932 14,289,100 (129,000) 14,289,100 Communications Center 1,389,500 1,389,500 1,398,300 - 1,398,300 Planning /Building Safety 2,855,720 2,855,720 2,831,400 165,300 2,831,400 Public Works 5,901,178 5,901,178 5,927,000 (1,400) 5,927,000 Recreation and Parks 5,093,636 5,093,636 5,187,800 (105,600) 5,095,600 Library 2,361,417 2,361,417 2,145,300 43,100 2,191,600 Nondepartment 4,591,145 4,591,145 4,324,600 (81,700) 4,364,600 Transfers to Other Funds 346,400 346,400 4,576,400 4,576,400 Total General Fund 59,417,029 59,417,029 64,635,300 (592,200) 64,043,100 F.xnenditu res Table S — Fiscal Year 2014-2015 General Fund Reserve Calculation: FUND BALANCE RESERVE CALCULATION: Estimated Fund Balance Reserves, 9/30/14: $12,267,000 9/30/15 Preliminary Revenues 60,242,700 17.00% 10,241,300 17% Reserve Requirement: Excess Surplus: 2,025,800 14/15 Revenues: 60,642,700 14/15 Expenditures: 59,813,100 829,600 FY 14/15 Operating Surplus: 14/15 Amounts Available: 2,855,400 To Fund for: 18% Reserve: 602,400 Revenue Offset Designation: 750,000 Capital Projects: 3,200,000 4,552,400 FY 2014/15 Deficit: $(1,697,000) ' The City is in negotiations with all 6 labor groups. It is anticipated that as a result of the negotiations the City's expenditures will be reduced to cover the estimated deficit. 18 Chart 1— Fiscal Year 2014-2015 General Fund Lxpenditures by Department. NONDEPARTMENT TRANSFERSOUT ELECTED OFFICIALS ADMINISTRATIVE $4,242,900 54,576.41- $1,016,000 54,457,00@ 7% 7% 2% 7% PLANNING & BUILDING SAFETY LIBRARY $2,188,400 $2.996,700 3% 5% RECREATION AND PARKS $5,082,200 8% PUBLIC SAFETY $33,558,000 52% PUBLIC WORKS $5,925,600 9% Table S — Fiscal Year 2014-2015 General Fund Expenditures by Category: Summary of Expenditures by Category Salaries $28,493,400 Benefits 18,363,900 Nonpersonnel 12,609,400 Transfers Out 4,576,400 $64,043,100 Amounts needed to fund 18% reserve: $602,400 $64,645,500 19 Other Funds Internal Service Funds The budgets in the Internal Service Funds, which include Equipment Replacement, General Liability, and Workers' Compensation, are all in balance. These funds are used to accumulate and allocate costs internally among the City's various functions. The Equipment Replacement Fund will charge 100% of the annual equipment replacement charge to all funds, or $1,533,700. In addition, $200,000 will be transferred from the General Fund to replenish amounts underfunded in previous years due to the General Fund's previous budget shortfalls. Total expenditures of $5,279,300 are the FY 2014 -2015 estimated costs to purchase items that are up for replacement. The average annual expenditures on new assets are approximately $600,000, or 11% of the total value of items up for replacement. Actual purchases will be reviewed based on equipment conditions. There is enough accumulated fund balance to fund for these items. The General Liability and Workers' Compensation Funds have been funded at the actuarially determined expected rate. The City obtained the latest actuarial valuations of the City's General Liability and Workers' Compensation actuarial valuation in May 2014. The Workers' Compensation valuation reported a decrease in the estimated liability for FY 2014 -2015 of approximately $1.2 million. Once combined with fund balance, this resulted in a total charge to other funds of $1,518,900. Also, as was stated earlier in this report, an additional $475,000 has also been reserved in the Workers' Compensation Fund to hedge for future losses based on the 70% confidence level. Below is an illustration of our three Internal Service Fund budgets for FY 2014 -2015. Chart 2 — Internal Service Funds Budget — Fiscal Year 2014-2015 r' Equipment Replacement Fund ■ Expenditures $1,897,300 $1.518,900 General Liability Workers' Fund Compensation Fund 20 Enterprise Funds The operating budgets in the Water and Sewer Funds are in balance. These funds also include an additional Capital Outlay amount of $1,510,000 and $4,325,000, respectively, which is funded through reserves for Capital Projects within the funds. The Golf Course Fund has scheduled the debt service payment to the General Fund, and after this payment, this fund will still have a positive fund balance. This fund also includes $60,000 in additional Capital Outlay for equipment purchases. Collectively, these are all separate funds where the City charges a fee to customers to cover the costs of services it provides. Below is a budget summary of the three Enterprise Funds: Table 6 — Enterprise Funds Budget — Fiscal Year 2014-2015 Water Wastewater Golf Course Revenues $ 24,936,300 $ 4,170,400 $ 2,170,000 Operating Expenditures $ 24,675,100 $ 3,181,300 $ 2,091,600 $ 261,200 $ 989,100 $ 78,400 Capital Outlay $ 1,510,000 $ 4,325,000 $ 60,000 Total Fund Expenditures $ 26,185,100 $ 7,506,300 $ 2,151,600 Chart 3 — L:rrtei prise Funds Budget — Fiscal Year 2014-2015 r` Water -- - 'tlRevenues - -- - -Upenditures -- $7,506,300 $ 2,151,600 $4,170,400 170,000 Wastewater Golf Course 21 Capital Improvement Projects At the June 26th Strategic Planning Session, staff was directed to transfer $3.2 million from the General Fund to the Capital Improvements Fund to fund the following projects of immediate need, or others determined to be high priority by City Council: Table 7 — Approved Capital Improvement Projects — Fiscal Year 2014 -2015 Project 1. Seismically Retrofit Fire Station 1 and Install New Apparatus Bay Doors Cost _M $420,000 2. Richmond Street — reconstruction and parking improvements $735,000 3. Finance Software Upgrades $350,000 4. Sidewalk Construction/ Replacement (Citywide) $500,000 5. Seismic Early Warning System $40,000 6. Fire Station Facility Upgrades $465,000 7. Police Department Upgrades $300,000 8. Library Exterior Painting $40,000 9. Library Technology Upgrade $200,000 10. New City Website $150,000 Subtotal $3,200,000 All Other Funds The budgets of all other funds are in balance. Summary General Fund — Overall, General Fund Revenues are growing at a rate of 1.6% compared to the 2013 -2014 yearend estimate. The City is exercising caution as demonstrated by increasing the unreserved, undesignated balance within the General Fund from 17% to 20% over the next three years. In addition, the City is also creating a Revenue Offset Reserve Designation in the Economic Uncertainty Fund to mitigate current and future risks due to fluctuations in the City's 5 core tax revenues. Operating expenditures have grown, when compared to prior year adopted, by less than 1 %, net of Transfers. Transfers to Other Funds increases of $4,230,000, increases the total budget by an additional 7.1 % over last year. As described earlier in this report, the City has not set aside any significant funding for capital expenditures in the last 4 years, and has approved funding of $3.2 million for FY 2014 -2015 to address these critical needs. The next step in the FY 2014 -2015 budget process is the second public hearing and final budget adoption on September 16, 2014. Revisions from the Preliminary Budget are attached to this report and have been included in the final budget to be adopted. 22 Asset Forlfeilure (109) Fund Decrcaw In Salarlrs and Bencflts 3105 4xxx 466,800 (5,400) 461,400 63,753,500 23 CITY OF EL SEGUNDO EXHIBIT A CHANGE LIST OF EXPENDITURE BUDGET REVISIONS - APPROPRIATIONS ALL FUNDS FISCAL YEAR 2014 -2015 ADOPTED BUDGET FISCAL YEAR 2014 -2015 BUDGET Total Div Account Proposed Inc (Dec) Approved Ine(Dec) Balance Transfers: Transfer of General fund to Capital Improvement Fund for George Brett Field Lighting Increase to CDBG Transfer Transfer to "Life Line' (GF In 501 Water Fund) General Fund Preliminary Budget Appropriations inclusive of Transfers Out $ 64,635,300 ADJUSTMENTS: Elected Official - City Treasurer " Decrease in Workers Compensation charges 1201 4203 3,500 (900) 2,600 Reduction in Equipment Replacement charge 1201 6207 100 (100) - CouncilAc tion - Reduce training budget 1201 6223 3,800 (3,200) 600 Budget Adjust men t - Reduce Credit Card Fees to $95,000 1201 6297 120.000 (25,000) 95,000 Elected Official - City ClerA ` Decrease in Workers Compensation charges 1300 4203 3,000 (500) 2,500 Increase in Equipment Replacement charge 1300 6207 2,600 1.100 3,700 Plannine & Buildine Safety ' Decrease in Workers Compensation charges 24xx 4203 22,900 (3,000) 19,900 Fund for Building Safely Manager 2403 4xxx 1,054,500 168,600 1,223,100 Reduction in Equipment Replacement charge 24xx 6207 15,500 (300) 15,200 City Manaeer - IS & HR " Decrease in Workers Compensation charges 210112505 4203 13,300 (2,400) 10,900 Reduction in Equipment Replacement charge 2101/250513255 6207 249,600 (6,000) 243,600 Finance " Decrease in Workers Compensation charges 25xx 4203 18,200 (3,100) 15,100 Council Action - Freeze full -lime Accounting Technician and back rill with part-time 25xx 4xxx 1,652,400 (57,900) 1,594,500 Reduction in Equipment Replacement charge 25xx 6207 2,100 (1,200) 900 Human Resources " Decrease in Workers Compensation charges 2506 4203 6,700 (1,500) 5,200 Council Act ion - Reduce part-time City Receptionist service hours 2506 4xxx 564,800 (17,500) 547,300 Reduction in Equipment Replacement charge 2506 6207 400 (400) - Non - Department Council Action- Fund 100% orCrossing Guards 2901 6405 40,000 40,000 80,000 Increase in Equipment Replacement charge 2901 6207 332,400 (121,800) 210,600 Police Department " Decrease in Workers Compensation charges 31xx 4203 597,500 (64,600) 532,900 Council Action - Reduce staff by two sworn officers 31xx 4xxx 17,073,100 (496,600) 16,576,500 Budget Correction- Adjustment to PSO Salaries 31xx 4xxx 16,576,500 111,500 16,688,000 Budget Corr ection- Adjust PDA COLA from 1.5% to 2% 31xx 4xxx 16,688,000 40,000 16,728,000 Increase in Equipment Replacement charge 3101 6207 411,500 45,500 457,000 Fire Department Decrease in Workers Compensation charges 32xx 4203 592,900 (101,900) 491.000 Decrease in Equipment Replacement charge 32xx 6207 367,500 (27,100) 340,400 Public Works Department " Decrease in Workers Compensation charges 2601141014120114202 4203 35,600 (5,200) 30,400 Increase in Equipment Replacement charge 260u4101/420114202 6207 121,700 3,800 125,500 Recreation & Parks Department Decrease in Workers Compensation charges 5xxx 4203 45,700 (7,900) 37,800 Council Action - Freezefull -lime Park Maint Worker and back fill with part-time 5102 4xxx 1,393,200 (52,200) 1,341,000 Council Action- Reduce Operating hours or Various Rec Facilities, including Acacia Po 52xx 4xxx 1,624,800 (27,500) 1,597,300 Council Action- Reduce Special Event budget 5210 6206 44,000 (12,500) 31,500 Reduction in Equipment Replacement charge 5101/5102/6601 6207 69,100 (5,500) 63,600 Library Services Decrease in Workers Compensation charges 61xx 4203 19,700 (3,000) 16,700 Council Action - Reorganize staff and freeze vacant position 6102 4xxx 462,500 (92,700) 369,800 Council Action - Fully fund ESUSD Library Support - Personnel 6103 4xxx 456,200 85,800 542,000 Council Action - Fully fund ESUSD Library Suplwrt - School Library Materials 6103 5507 - 3,200 3,200 Council Action- Fully fund ESUSD Library Suplwrt - Catalog costs 6103 6214 1,000 4,000 5,000 Council Action - Increase in annual soalware maintenance agreement w/ ESUSD suppor and fully fund ESUSD Library Support - Maintenace Software 6104 6217 29,300 2,000 31,300 Budget Correction- Adjust Salaries for Library Support 456,200 44,000 500,200 Reduction in Equipment Replacement charge 6101 6207 12,100 (200) 11,900 Total General Fund inclusive of Transfers Out 61,183,900 (592,200) 60,591,700 $ 64,043,100 " To adjust total Workers' Compensation Charges to final valuation report. Other Funds Preliminary Budget Appropriations inclusive of Transfers Out $ 75,816,500 Asset Forlfeilure (109) Fund Decrcaw In Salarlrs and Bencflts 3105 4xxx 466,800 (5,400) 461,400 63,753,500 23 CITY OF EL SEGUNDO EXHIBIT A CHANGE LIST OF EXPENDITURE BUDGET REVISIONS - APPROPRIATIONS ALL FUNDS FISCAL YEAR 2014 -2015 ADOPTED BUDGET FISCAL YEAR 2014 -2015 BUDGET Total Div Account Proposed Inc (Dec) Approved Inc(Uec) Balance Measure R (110 Fund) Community Development Block Grant (1ll) Fund Prop A Fund 012 Dee—W In Saind" Aml Be -11t, Prop CFund (114) Der"w In Sutu,i" and Oeactlts Air Pollution Reduction Fund (115) Adjustment- Elimination ofcosts not available for reimbursement Slate Gas Tax Fund (106) Residential Sound Insulation Fund (116) Decrease in Salaries and Benerits Increase in Construction Costs LA WA Fund (122) Debt Service Fund (202) Capital Improvement Fund (301) Economic Uncertainty Fund (401) Accrual Sick Leave Vacation Fund (404) Facilities Maintenance (404) Water (501) Fund Fund for Principal Civil Engineer - 50% Fund for Part-Time Water Maintenance Worker Increase in Equipment Replacement charge Waste Water (502) Fund Fund for Principal Civil Engineer -50% Increase in Equipment Replacement Charge Golf Fund (503) Increase in Equipment Replacement charge Equipment Replacement Fund (601) Decrease in Assets Eligible to be Replaced - Equipment Decrease in Assets Eligible to be Replaced - Automoflve Increase in Assets Eligible to be Replaced - Communications Increase in Awls Eligible to be Replaced - Computer Liability Fund (602) Workers' Compensation Fund Developer Fees Expendable Trust Expendable Trust - Other Outside Service Trust (708) Total Revised City Appropriations - Other Funds inclusive of Transfers Out Total Revised City Appropriations - All Funds inclusive of Transfers Out 529x 4xxxx 529x 4xxxx 0000 4xxx 1,168,400 (2,400) 1,166,000 0000 8960 15,800,000 11,975,500 27,775,500 7102 4xxx - 80,100 80,100 7102 4xxx - 25,000 25,000 7102 6207 37,700 4,000 41,700 4301 4xxx - 80,100 80,100 4301 4xxx 4301 6207 36,600 3,900 40,500 5301 6207 17,300 1,700 19,000 xxxx 8104 1,339,100 (178,100) 1,161,000 xxxx 8105 1,972,800 (48,700) 1,924,100 xxxx 8106 723,000 32,800 755,800 xxxx 8108 920,000 18,400 938,400 $ 11,986.900 S 87,803,400 S 11,394,700 $ 151,846,500 24 CITY OF EL SEGUNDO EXHIBIT A CHANGE LIST OF REVENUE BUDGET REVISIONS - ALL FUNDS FISCAL YEAR 2014 -2015 ADOPTED BUDGET FISCAL YEAR 2014 -2015 BUDGET Account Inc (Dec) Balance General Fund Preliminary Estimated Revenues inclusive of Transfers In $ 60,955,100 ADJUSTMENTS: Increase to Current Year Secured Estimate 3101 $ (308,500) Increase to Current Year Unsecured Estimate 3102 $ (12,900) Increase to Aquatics Drop In Programs 5202 -3874 $ 9,000 Total General Fund Estimated Revenues inclusive of Transfers In $ (312,400) $ 60,642,700 Other Funds Preliminary Estimated Revenues inclusive of Transfers In $ 59,756,300 Correction to Schedule: - Traf e Safety Fund (104) Preliminary Total $ 149,200 Adjust Vehicle Code Fines 3511 $ (18,400) Adjust Interest on Investments 3601 $ (535) Subtotal $ (18,935) Adjusted Total $ 130,265 State Gas Tax Fund (106) Preliminary Total $ 502,000 Adjust Interest on Investments 3601 $ 4,650 Adjusted Total $ 506,650 Asset Forfeiture Fund (109) Preliminary Total $ 256,800 Adjust Interest on Investments 3601 $ (150) Adjust Interest US Treasury 3604 $ (6,000) Subtotal $ (6,150) Adjusted Total $ 250,650 Measure "R" Transit Sales Tax Fund (110) Preliminary Total $ Adjust Interest on Investments 3601 $ 1,000 Measure R Sales Tax 3746 $ 183,000 Subtotal $ 184,000 Adjusted Total $ 184,000 Community Development Block Grant Fund (111) Preliminary Total $ 140,300 Proposition "A" Transportation Fund (112) Preliminary Total $ 246,800 Adjust Interest on Investments 3601 $ 200 Proposition "A" Sales Tax 3751 $ 50,000 Beach Shuttle Passenger Fares 5293 -3858 $ 4,000 Subtotal $ 54,200 Adjusted Total $ 301,000 Proposition "C" Transportation Fund (114) Preliminary Total $ 2059100 Adjust Interest on Investments 3601 $ (1,600) Proposition "C" Sales Tax 3754 $ 42,000 Subtotal $ 40,400 Adjusted Total $ 245,500 Air Pollution Reduction Fund (115) Preliminary Total $ 20,400 Adjust Interest on Investments 3601 $ (350) Adjusted Total $ 20,050 Residential Sound Insulation Fund (116) Preliminary Total $ 17,326,600 Adjust Interest on Investments 3601 $ (1,550) FAA 150 Grant 3755 $ 1,000,000 Sales Records & Reports 3812 $ (2,000) Applicant Portion 3920 $ (300,000) Subtotal $ 696,450.00 Adjusted Total $ 18,023,050 Hyperion Mitigation Fund (117) Preliminary Total $ 800 TDA Article 3 Fund (118) Preliminary Total $ - Adjust Interest on Investments 3601 $ 50 TDA Article 3 - SB 821 3725 $ 13,600 Subtotal $ 13,650 25 CITY OF EL SEGUNDO EXHIBIT A CHANGE LIST OF REVENUE BUDGET REVISIONS - ALL FUNDS FISCAL YEAR 2014 -2015 ADOPTED BUDGET C.O.P.S.ISLESF FUND (120) C.O.P.S. Funding Adjust Interest on Investments LA WA Fund (122) Adjust Interest on Investments LAWA Grant Federal Grants (124) Adjust Interest on Investments State Grants (125) AB 109 Front -Line Intervention Services Police Training STC Debt Service Fund (202) Developer Contribution Traffic Mitigation Capital Impropvement Fund (301) Economic Uncertainty Fund (401) Facilities Maintenance Fund (405) Water Fund (501) Adjust Interest on Investments Water Sales Meter Installation Reclaimed Water Sales Miscellaneous Revenue Sewer Fund (502) Adjust Interest on Investments Wastewater User Fees Wastewater Connection Fees Annual Quality Surcharge Golf Course Fund (503) Equipment Replacement Fund (601) Adjust Equipment Replacement Charge to other Departments Transfer in General Fund Liability Insurance Fund (602) Adjust to account for Charges to Depts Workers' Compensation Insurance (603) Adjust to account for Charges to Depts Total Other Funds Estimated Revenues inclusive of Transfers In FISCAL YEAR 2014 -2015 BUDGET Preliminary Total Account Inc (Dec) Balance 40,500 Adjusted Total S 13,650 200,000 Preliminary Total $ - 3207 $ 100,000 3601 $ 1,700 1,952,500 Subtotal $ 101,700 1,396,100 3911 S (74,700) Adjusted Total $ 101,700 Adjusted Total Preliminary Total $ 12,000 3601 S 20,000 1,875,500 3911 3760 11,175,000 Subtotal $ 11,195,000 1,518,900 $ 27,124,020 Adjusted Total $ 11,207,000 Preliminary Total S - 3601 120 Adjusted Total $ 120 Preliminary Total $ 116,000 3618 90,000 3703 (500) Subtotal 89,500 Adjusted Total $ 205,500 Preliminary Total $ 100,000 3972 25,000 Adjusted Total $ 125,000 Preliminary Total $ 3,320,000 Preliminary Total $ 750,000 Preliminary Total S 350,000 Preliminary Total $ 24,936,300 3601 46,500 3851 (1,039,300) 3853 (59000) 3856 2,628,800 3859 (6,800) Subtotal 1,624,200 Adjusted Total $ 26,560,500 Preliminary Total $ 4,170,400 3601 22,900 3861 (698,400) 3862 (12,000) 3865 217,000 Subtotal (470,500) Adjusted Total $ 3,699,900 Preliminary Total $ 2,170,000 Preliminary Total S 1,712,000 3912 40,500 9001 200,000 Subtotal 240,500 Adjusted Total $ 1,952,500 Preliminary Total $ 1,396,100 3911 S (74,700) Adjusted Total $ 1,321,400 Preliminary Total $ 1,875,500 3911 S (356,600) Adjusted Total $ 1,518,900 $ 27,124,020 $ 7W8,435 LW CITY OF EL SEGUNDO EXHIBIT A CHANGE LIST OF REVENUE BUDGET REVISIONS - ALL FUNDS FISCAL YEAR 2014 -2015 ADOPTED BUDGET Total Revised Estimated Revenues Inclusive of Transfers In Prior Year Designation Fund Reserves Total Revised Estimated Revenues Inclusive of Transfers In FISCAL YEAR 2014 -2015 BUDGET Account Inc (Dec) Balance $ 26,811,620 $ 133,741,135 $18,105,365 $151,846,500 27 EXHIBIT B Fund Balance Policy Purpose - To mitigate current and future risks and to ensure a balanced budget While our financial reserves provide us security against unexpected emergencies and contingencies, our policies for setting those target levels should be periodically reviewed to balance our community's level of risk tolerance against our operating expenditure needs. 1. Beginning with the Fund Balance for Fiscal Year ended September 30, 2014, establish target General Fund Unreserved, Undesignated Fund Balance at a minimum of 18% of General Fund Expenditures or Revenues; whichever is greater. 2. For Fiscal Year ended September 30, 2015, increase the target General Fund Unreserved, Undesignated Fund Balance at a minimum of 19% of General Fund Expenditures or Revenues; whichever is greater. 3. For Fiscal Year ended September 30, 2016, increase the target General Fund Unreserved, Undesignated Fund Balance at a minimum of 20% of General Fund Expenditures or Revenues; whichever is greater. 4. Once target level is reached, transfer excess General Fund revenues and other sources over expenditures and other uses or designations to the Economic Uncertainty Fund. 8/27/14 5:41 PM 28 EXHIBIT B Balanced Operating Budget The City Council's policy is that General Fund annually adopted Appropriations must not exceed General Fund annually adopted Estimated Revenues. 8/27/14 5:41 PM 29 EXHIBIT C Revenue Offset Reserve Policy Purpose - To mitigate current and future risks due to fluctuations in the City's 5 core tax revenues (net of Chevron). These core revenues are Sales and Use Tax, Sales Tax In Lieu, Franchise Tax, Gas Utility Users Tax, Electric Utility Users Tax. Based on a staff recommendation the City Council has elected to adopt a Revenue Offset Reserve Policy to address the instability of the City's Core Revenues. 1. Beginning Fiscal Year ending September 30, 2014, establish a Revenue Offset Reserve Balance designated within the Economic Uncertainty Fund at a minimum of $750,000 from General Fund Revenues. This amount is to be transferred to the Economic Uncertainty Fund and designated for revenue offset. 2. For Fiscal Year ending September 30, 2015, increase Revenue Offset Reserve Balance by an additional $750,000 from General Fund Revenues, if after the fund balance calculation there is available excess fund balance to transfer. 3. Thresholds established: a. Minimum balance of $1,500,000. b. The maximum balance shall be $2,000,000. 4. Once target level is reached, transfer the excess into the Undesignated Reserves in Economic Uncertainty. Use o Reserves This policy requires that these funds be used for balancing the General Fund Operating Budget in those years when the core revenues are experiencing downward swings. Annually, to determine if the Fund reserves should be used to offset revenue loss, staff will calculate the baseline 10 -year rolling average for the aggregate of the 5 revenue categories. In a year that the revenues are under 8/27/14 5:39 PM 30 EXHIBIT C performing to this calculation reserves will be transferred to the General Fund to offset this loss of revenue and reported to Council during budget adoption. If revenues are over performing to this calculation the above minimum, maximum and target level funding instructions should be followed. The excess revenue shall be used to achieve the maximum reserve funding level ($2.0 M) or transferred to the undesignated balance in the Economic Uncertainty Fund. 8/27/14 5:39 PM 31 EXHIBIT D CITY OF EL SEGUNDO IN -KIND & OTHER CONTRIBUTIONS TO SCHOOL DISTRICT FISCAL YEAR 2014 -2015 Police Department: FY 14/15 SRO 198,000 130 overtime hours of donated time from Police Depart (football, prom, etc.) 45,500 Police Department Total 243,500 Fire Department 6,400 45 hours of donated straight time from Fire Dept. for football games 3,500 50 hours of donated straight time from Fire Prevention 4,800 Inspections (Annual Inspections, sprinklers, etc.) 2,000 30 Fire Department emergency responses 3,100 Fire Department Total 8,600 Recreation and Parks 3,800 Maintenance, preparation and utilities for Richmond St. School Field 35,900 Maintenance, preparation and utilities for Recreation Park Stevenson Field 36,400 Maintenance, preparation and utilities for Recreation Park Softball Field 34,400 Lifeguards for Urho Saari Swim Stadium during High School Athletics 17,700 Rental value for Recreation Park Stevenson Field 8,000 Rental value for Recreation Park Softball Field 5,900 Rental value for Urho Saari Swim Stadium 87,600 Rental value for Campus El Segundo 15,800 Rental value for Recreation Park Basketball & Tennis Courts 4,400 Rental value for Teen Center 1,200 Recreation and Parks Total 247,300 ESTV Staff Total 19 School Board Meetings for live broadcast, replays, and 2 DVD's per meeting 2,900 Graduations - ESHS, ESMS and Arena 1,400 ESHS Independent Study Video Class 7,500 El Segundo School Upcoming Event Promotion 500 ESHS Sports Coverage 6,400 Education Foundation Event Promotion & Event Coverage 1,300 Concerts, Plays & Misc. events - ESHS, ESMS, Richmond St., and Center St 4,800 ESTV Staff Total 24,700 Public Works Facility Maintenance for Urho Saari Swim Stadium 29,100 Chemical and supplies for Urho Saari Swim Stadium 3,800 Utilities - gas, water and electricity for Urho Saari Swim Stadium 22,000 Public Works Total 54,900 Library Direct cost for school staff: 129,800 Direct cost for catalog & checkout system maintenance: 7,700 Direct cost for books and materials: 3,200 In -Kind cost for supervision of program: 45,000 Library Total 185,700 Total in -kind contributions to School District 764,600 Crossing Guards at Richmond Street, Center Street & El Segundo Middle School 80,000 Cash contribution - Grand total contributions 844,600 32 EL SEGUNDO CITY COUNCIL MEETING DATE: September 2, 2014 AGENDA STATEMENT AGENDA HEADING: Unfinished Business AGENDA DESCRIPTION: Consideration and possible action to 1) receive a presentation on the Potable Water Reservoir Feasibility Study and 2) discuss and provide direction to staff on whether to proceed with exploring funding options for design and construction of a new potable water reservoir. Project No. PW 13 -09 (Fiscal Impact: $100,000.00) RECOMMENDED COUNCIL ACTION: 1. Receive a presentation on the Potable Water Reservoir Feasibility Study recommended by the Capital Improvement Program Advisory Committee completed by Tetra Tech, Inc. 2. Discuss and provide direction to staff on next steps. 3. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: Potable Water Reservoir Feasibility Study FISCAL IMPACT: Additional Appropriation Needed Amount Budgeted: $100,000 Additional Appropriation: No Account Number(s): 501- 400 - 7102 -6206 (Water Enterprise Fund: Consultant Services) ORIGINATED BY: Lifan Xu, Principal Civil Engineer Z„ A-\" REVIEWED BY: Stephanie Katsouleas, Public W r s Director APPROVED BY: Greg Carpenter, City Manager, BACKGROUND AND DISCUSSION: The City's Water Department provides potable water to approximately 5,000 customers who collectively use approximately 8.6 million gallons of water per day. Combined, the City's two existing reservoirs and one elevated tank store Just over 9 million gallons. Hence, the City effectively has a potable water storage capacity equal to approximately one day's use. This is well below the emergency storage capacity recommended by the American Water Works Association (AWWA), which is at least 1.5 to 2.0 times daily demand. On average, El Segundo's customer user base and consumption rates can be broken down into the following categories: 2 33 4,703 ac -ft Chevron 1,613 ac -ft Other Industrial 1,000 ac -ft Commercial 1,928 ac -ft Residential 95 ac-ft Other (irrigation, fire, institutional) 9339 ae -ft Total Annual Consumption 21% Water User Distribution 50% FCICIe-n 28% rcial /Industdal For emergency planning purposes, staff recommended to the Capital Improvement Program Advisory Committee (CIPAC) that a preliminary investigation be conducted to evaluate where additional water storage could be located within the City to meet the AWWA's recommended minimum storage reserve. Based on established rating criteria, the project scored well and was recommended for $100,000 in funding by CIPAC and subsequently approved by City Council on September 7, 2010. The plan called for evaluating sites throughout the City and conducting a more detailed analysis for up to three locations where a new potable water reservoir could be constructed, along with an assessment of the benefits and constraints of each proposed location. The results of this study represent the first step toward determining whether and where additional potable water storage capacity could be located to more adequately prepare for an emergency or natural disaster. Any recommendations for siting and construction of a new reservoir will rely on these results and recommendations. The Potable Water Reservoir Study On January 7, 2013, staff released a Request for Proposals for a New Potable Water Reservoir Feasibility Study, and on January 31, 2013 received four proposals from qualified firms. Key staff members reviewed each of the four proposals and evaluated them in terms of project scope and understanding, proposed methodology to carry out the scope, and overall cost. Tetra Tech, Inc. demonstrated the most comprehensive understanding of the City's needs and the project scope, and had successfully completed very similar studies for other municipalities. On March 19, 2013, City Council awarded a contract to Tetra Tech, Inc. The Study was completed earlier this year and is now being presented to City Council for consideration. The full report is also attached. Study Findings In order to achieve the recommended emergency storage demand for potable water, the target capacity of the new reservoir was calculated to be approximately 7.5 million gallons, which based is American Water Works Association's methodology of assessing Operational, Fire Flow, and Emergency Storage separately. El Segundo was thoroughly explored to find potential sites suitable for a new potable water reservoir, of which 18 sites were identified as potential locations. After conducting a primary evaluation of these 18 sites, the Lakes Golf Course, Recreation Park Complex and Hilltop Park were deemed the top three candidates for consideration. Next, a preliminary reservoir concept was developed for the three candidate sites (described in detail in the report), including general construction logistics, depiction of layout and connections, and approximate construction cost estimate. If constructed, the new storage reservoir would be designed to be in active service on a daily basis; any of the top three potential sites could serve the public in its current capacity after the reservoir construction was completed. 34 The three sites overview includes: The Lakes Golf Course Site (Buried Concrete Reservoir with Dual Use) Size: 7.5 MG Cost: $24.5 Million Pros: The proximity to a major road and water mains would help with construction access and system connection points. Cons: A portion of golf course will be out of service during construction. A portion of the current recycled irrigation system near the reservoir will need to be converted to potable water due to contamination concerns and regulations. Recreation Park (Buried Concrete Reservoir with Dual Use) Size: 7.5 MG Cost: $26.7 Million Pros: It is located within the residential area but separate from the City's existing reservoirs. Cons: One baseball field will be out of service during construction. Hilltop Park/Water Yard (Buried Concrete Reservoir with Dual Use) Size: 4.4 MG Cost: $20.3 Million Pros: The proximity to the existing water reservoirs means all water infrastructures needed for a reservoir are readily available, such as water supply lines, pump house, and surrounding distribution system. Cons: Locating a new reservoir here would concentrate all of the City's storage in one central area, putting it at higher risk of all being damaged in the event of an earthquake. The site offers the smallest amount of storage. Ultimately, whether or not to construct a reservoir, choosing a location and determining how large it should be will be a policy decision made by City Council depending on what level of emergency supply it wishes to provide its various user groups. Next Steps Now that the study is complete, City Council has several options to consider, which include: 1. Receive and file the report; take no further action at this time. 2. Direct staff to proceed with California Environmental Quality Act (CEQA) review of the three proposed locations using funds from the Water Enterprise Fund. An estimate for this step would need to come back to City Council for consideration. 3. Evaluate and recommend an ideal target emergency supply, which will affect the final size and cost of any new reservoir 4. Direct staff to explore various funding options, which include but are not limited to bonds, assessments, etc. 5. Discuss and take other possible action. 35 Potable Water Reservoir Feasibility Study for the: City of El Segundo January 2014 Prepared by: TETRA TECH 160 E. Via Verde, Suite 200 San Dimas, CA 91773 909 - 305 -2930 36 POTABLE Wl TER RESERVOIR FEASIBILITY STUDY or rg 1,du EXECUTIVE SUMMARY Based on the City of El Segundo's 2005 Water Master Plan, there is a need for additional emergency storage capacity in the event of an outage in the City's primary MWD water source connections (supplied by Western Basin Municipal Water District). This feasibility report serves to verify the numbers presented in the Master Plan as well as identify potential locations for reservoirs. This report first analyzes the City's demands to determine a required / desired storage capacity, using the AWWA methodology of assessing Operational, Fire Flow, and Emergency Storage separately. Based on this analysis, the target storage capacity was calculated to be about 16.98 MG, or about 7.5 MG more storage than currently available. The City was explored to find potential sites for a new reservoir to be built, and 18 potential sites were found. These sites were analyzed based on several key criteria to determine their suitability as potential reservoir sites. A summary of this analysis is provided in the table below (see overall City site map in Appendix, for site locations). P:\25607\135- 25607- 13001\Docs\Reports \_ElSegundo- Reservoir � Feasibility Study. doex - I - TETRA T INTH Average High Ground Water Depth of Storage Site Site Elevation Level, Excavation Capacity Number Description (ft) HWL (ft) (ft) (MG) Disposition Abandoned 1 School 137 N/A N/A N/A Property sold - No longer available (Imperial) 2 Vacant Residential Lot 110 101.5 83 4 Community resistance likely - Not viable 3 Small Corner 151 142.5 124 0.8 Small potential storage capacity, community Residential Lot resistance likely - Not viable 4 El Segundo 82 N/A N/A N/A Football /Track field are completely new, community High School resistance likely - Not viable 5 Recreation Park 102 93 66 7.5 Would only impact 1 of 3 baseball fields during Complex .5 construction - Viable 6 Chevron 103 94.5 76 8 Privately owned, could be very costly and difficult to Employees Park procure - Not viable 7 El Segundo 115 106.5 88 9 Difficulty with construction /O &M, community Middle School resistance likely - Not viable Center Street 8 Elementary 121 112.5 94 7 Difficulty with construction /O &M, community School resistance likely - Not viable 9 Water Yard 185 179 152.5 4.4 Could float with existing reservoirs & utilize existing pump station - Viable 10 Park and Basin 123 1 114.5 85 9 Reduced land availability due to oil derrick and existing basin - Not viable Railroad Open 11A Space (Circular, 110 101.5 80 11.2 Contaminated soil in area - Not viable Above Ground) Railroad Open 11B Space (Square, 110 101.5 77 16.8 Contaminated soil in area - Not viable Buried) P:\25607\135- 25607- 13001\Docs\Reports \_ElSegundo- Reservoir � Feasibility Study. doex - I - TETRA T INTH i� f_ �'. /. "V I L 1z H t: J L� I-V A� �� I I'� Y`. �J LJ ! �,. I Yf .'`,� T l�i irly L� 12 The Lakes 104 95.5 74 7.5 Large land / site area, potentially keep partial Golf Course facility in use during construction - Viable 13 Raytheon Park 120 N/A N/A N/A Planned private development - Not available 14 Campus El 101 92.5 71 6.6 Public disruption (both fields out of service), Segundo deep excavation required - Not viable Parking lots Costly to acquire, no temporary parking, 15 north of Maple 108 99.5 81 8 possible soil contamination - Not viable Ave. 16 Clutter's Park Varies N/A N/A 1 Site too narrow and power poles - Not viable & Greenbelt Scattergood Tanks currently in use for steam plants - Not 17 Steam Plant 164 N/A N/A 2.5 viable Tanks 18 Chevron Refinery Varies N/A N/A N/A Tanks need to be rehabbed, O &M could prove Tanks difficult on this site - Not viable After considering all of the potentially viable reservoir sites, the list was narrowed down to the top three candidates, which are highlighted in yellow in the table above. For each of these three sites, a general reservoir concept was developed and is described in detail in this report, including general construction logistics, depiction of layout and connections (see exhibits in Appendix), and approximate construction cost estimate. These concepts can be compared and a decision made on which is the best potential site to construct the City's next reservoir. INTRODUCTION The City's 2005 Water Master Plan identifies a significant shortfall of emergency storage capacity in the event of an outage or interruption in the primary water source connections (MWD imported water supplied via Western Basin Municipal Water District). The Master Plan utilized general criteria to estimate the storage needs of the City. This feasibility report first delved further into the specific criteria necessary to evaluate storage requirements, including specific risks associated with the City's water system (type and reliability of the various water sources), reductions in water use during emergencies, and water quality impacts. With these considerations in play, a more refined storage requirement was developed. The next steps in making progress toward addressing this need for additional storage include the determination of a suitable site, and developing a concept for a reservoir at the site. After this, a formal design would be completed, including land acquisition, if needed, followed by construction of the reservoir to implement the system improvement. This report explores up to the second step in the process of analyzing potential reservoir sites to determine one that meets the City's needs. P:\25607\13 5- 25 607- 1 3001\Docs\Reports \_ElSegundo- _Z_ TETRA TECH Reservoir Feasibility Study.docx 7 POTABLE WATER RESERVOIR FEASIBILITY STUDY City of El Segundo Required Storage Capacity Determining the amount of required storage for a municipal water system is typically performed by breaking down the required storage into three categories; operational storage, fire flow storage, and emergency storage. A required amount of storage is determined for each of the categories and the amounts are summed to obtain the total required storage. Operational storage and fire flow storage can be calculated numerically from fairly well known data. However, determining the amount of emergency storage required must take into account a number of soft factors with the most notable soft factor being an assessment of risk. In fact for the City of El Segundo, due to its reliance on imported water, the assessment of risk is by far the most significant criteria to determine the total required amount of storage, as will be evident by perusal of the following discussion. Because the City is largely developed, the increase in population and water demands is estimated to be slight for the future. For the purposes of this study, 10% growth will be assumed for ultimate demands. Due to the small growth to get to ultimate demands, we will determine the required storage capacity for the ultimate demands and use this target for both the current and ultimate storage. Operational Storage: Operational storage is the storage used to meet the short term difference between water supply and water demands. Demands vary throughout the day and the operational storage allows the water supply to be more constant and to not match the varying demands throughout the day. For many municipal systems that rely on groundwater wells and other generally fixed sources of supply, operational storage can be 25 — 30% of the maximum day demand. The City, however, relies on imported water that can provide a varying supply depending on demand. This varying supply reduces the amount of required operational storage. We believe that approximately 10% of Maximum Day demand should be adequate for this storage. Based on the 2012 water usage provided by the City, total potable water purchases totaled 11,318 acre -feet. This amounts to an average flow of 5,843 gpm or an Average Day usage of 8,413,302 gallons. Using the peaking factor (from the City's Master Plan) of 1.6 times Average Day yields a Max. Day volume of 13,461,283 gallons. 10% of Max. Day = 1.35MG. Adding 10% to this for ultimate build -out conditions = 1.48MG. Fire Flow Storage: Using the worst case of the Master Plan's fire suppression requirements of up to 8,000gpm for 8 hrs. (for commercial / industrial - assumed to be a refinery fire scenario) yields a fire flow storage requirement of 3.84MG. Emergency Storage: Emergency storage can provide a source of water when a major supply water main is out of service, if there is a temporary water quality problem with a source of supply, or if the source of supply is unavailable for other reasons. The City relies on imported water as its source of supply and this imported water originates from non -local sources. The major concern with the reliability of this water is damage from an earthquake. Metropolitan Water District is responsible for extracting, treating, and conveying the imported water and they typically estimate that they can most likely repair any major damage to their distribution system within 7 days. F:\ 25607\ 135- zs6o7- 13oo1\Docs\Reports\_EISegundo- - 3 _ TETRA TECH Ilan. Reservoir Feasibility Study docx , POTABLE WATER RESERVOIR FEASIBILITY STUDY City of El Segundo Therefore, it is commonly recommended that the City obtain 7 days of storage in order to reduce risk of not having adequate water supply to very low levels. In practice, few municipal systems provide this much storage. Providing this much storage is very costly and creates concerns with water quality due to the very long retention time in the reservoirs. As water quality parameters are scrutinized more closely these days, and water quality requirements are expected to become more stringent in the future, long retention times in local reservoirs can be a significant concern. Our first step in evaluating emergency storage will be to estimate a realistic demand in the event of an outage. We believe that a major outage would be accompanied by a strong public relations campaign to reduce water usage. There may even be required reductions implemented. Because of this, other Agencies have reduced their demands by 20 -50% under extreme conditions. The primary concern for water usage during an outage event would be to provide essential water for the health and welfare of the City's population, which would take precedence over providing nonessential water for manufacturing or processing purposes. We estimate that manufacturing and processing comprise about 30% of average day demand (not maximum day demand) and will not include storage for manufacturing and processing. Beyond this, we will assume that after limiting water usage to more necessary health and welfare purposes, a further 40% reduction in the remaining demand during an outage is an achievable goal by the City by providing Public Notifications encouraging conservation. For the worst case scenario of an outage, using a 30% reduced Average Day volume and another 40% reduction in the remaining demand, this amounts to 3.53 MG per day. Adding 10% to this for ultimate build -out conditions = 3.88 MG per day. Total Recommended Storage: When determining what the system's storage capacity requirements should be, we believe there are several levels of risk that should be considered. The highest level of risk is something that, over a period of time, has a significant chance of occurring. This first level of risk is a fire at a property with the highest level of fire flow requirement. The storage required to fight the fire must be added to the operational storage. Adding the fire storage and the operational storage yields a storage requirement of 5.32 MG. The City's existing combination of reservoirs provides a total storage capacity of approximately 9.5 MG, so this requirement is easily satisfied under current conditions. The lowest level of risk would be providing operational, fire and emergency storage for a 7 day period. Adding these quantities yields a storage amount of 32.53 MG. This is an impractical amount of storage for a system the size of El Segundo and probably provides a level of risk reduction beyond what is reasonable for the City. All of the City's potable water supply is imported from MWD via West Basin Municipal Water District, however it comes through two separate connections, each of which is a separate feeder. The WB -03 connection is supplied by MWD's West Basin Feeder, and the WB -28 connection is supplied by MWD's West Coast Feeder. With two separate feeders supplying the City's two connections, it is unlikely that both connections would be unavailable at the same time. The WB -03 connection has a 40 cfs capacity, where the WB -28 connection has a 160 cfs capacity, but this connection also supplies P:\25607\135- 25607- 13001\Docs\Reports \_El Segundo - _ 4 _ TETRA TECH,—MC. Reservoir Feasibility Study docx POTABLE WATER RESERVOIR FEASIBILITY STUDY City of El Segundo water for injection at the West Coast Basin Barrier which is operated by LACDPW. Besides the two MWD connections, the City also has emergency connections to the Southern California Water Company system, the City of Los Angeles water system, and the City of Manhattan Beach water system, but these should not be relied upon as primary sources. Given these redundant connections, there would be less risk in supplying something less than the 7- day storage than there otherwise would be. If only one of the MWD connections is lost, the City could still obtain adequate water supply solely from the other connection. Although the 7 -day outage period is MWD's estimate for repairing major damage to their system, we believe this may be a conservative assumption for the outage of both connections. We anticipate that most emergency situations that would affect both connections could be at least temporarily repaired or bypassed within about 3 days. Three days emergency storage may be a more reasonable goal for storage. And while not reducing risk to the same level as 7 days of storage would provide, we believe it will provide adequate storage except under the most extreme conditions. Based on the assumptions outlined above, the 3 -day emergency storage plus fire flow and operational storage quantities would be about 16.98 MG, or about 7.5 MG more storage than currently available. For this reason, possible reservoir site locations will be evaluated largely with respect to the amount of storage (size of reservoir) that could be gained by building there. For buried reservoirs, a functional water depth of 14 ft. has been assumed when comparing approximate potential storage capacity for each potential site. More specific dimensions will be explored for the top three potential sites. Comprehensive List of Potential Storage Sites When searching for potential reservoir locations, several factors need to be considered. Reservoirs are large structures that require significant land for construction, in order to provide reasonable, storage volumes. For certain communities that utilize gravity fed reservoirs, the elevation of the tank is critically important. However, El Segundo is not hilly enough to provide gravity ground level storage, so the water system stores water at low elevation and pumps it into the distribution system, making the elevation of a potential site less critical. This more level topography also makes most potential sites easy to build on. Large potential sites are limited as the City is largely built out, so the size of the site is the critical criterion in determining potential locations. To develop a comprehensive analysis of possible reservoir locations within the City, we systematically scanned satellite imagery of the City to determine all potentially viable sites. After having identified these, they were plotted on a map (see Overview Map, attached) and each site was inspected in person to determine current land status, ownership of land (if possible), physical or access strengths and weaknesses of each, and a brief summary of each potential site is included below. P:\25607\13 5- 2560 7- 1 3001\Docs\Reports\ ElSegundo- Reservoir Feasibility Study docx ' 5 - TETRA TECH, 1A A4 . PQ_'ABLE V ATER RESERVOIR STUD'( Ci'ry or E ;;aqu11J0 Site #1 — Abandoned School (Imperial) This potential site is an old abandoned school that is not being used. The elevation of the site is a relative high point in the area, with the open space providing options of a buried or above - ground reservoir. However, this property has now been sold to be developed, so it is no longer a viable site option. P:\2560AI35- 25607- 13001\Docs\Reports\_El Segundo- _6- TETRA TECH ,QC. Reservoir Feasibility Study,docx 7 POTABLE WATER RESERVOIR FEASIB)LI ('Y STUDY City Oi =l 'aqd idu Site #2 — Vacant Residential Lot This potential site at the west edge of the City is a moderately sized lot (approximately 130ft. by 300ft.) in the middle of a residential neighborhood behind the coastal treatment plant. There would be potential for a buried rectangular tank here (approximately 4 MG capacity), possibly with a dual use facility on top (park, playground). This site is far from large diameter water mains, however, and public support may be an issue due to traffic and other impacts during construction. It is likely that a reservoir on this site would meet with resistance from residents and it is therefore not a viable site option. P:\25607\135- 25607- 13001\Docs\Reports \_ElSegundo- _ TETRA TECH IA Reservoir Feasibility Study docx _ POTA.hLE �iVATER RESERVOIR FEASIBIL.T`Y S"F UD'Y C , or E Ssgu„cla Site #3 — Small Corner Residential Lot This small privately owned lot is on the corner of Acacia Ave. & Eucalyptus Dr. It is also in the middle of a residential neighborhood. There would be potential for a buried rectangular tank here, possibly with a dual use facility on top (park, playground). Besides being very small (only approximately 0.8 MG potential storage capacity), this site is far from large diameter water mains, and public support may be an issue due to traffic and other impacts during construction. It is likely that a reservoir on this site would meet with resistance from residents and it is therefore not a viable site option. P:\25607\I35- 25607- 13001\Docs\Reports \_EI Segundo . 8 _ TETRA TECH AA Reservoir Feasibility Study.docx -8- POTABLE WATER RESERVOIR FEASIBILITY STUDY City �agtlncl�� Site #4 — El Segundo High School This potential site is a high school that is in use. The school sits in a relative low point in the area, which would not be ideal hydraulically, although pumping will likely be required from any of the potential reservoir sites. The open space of the football and baseball fields are large potential areas for buried reservoirs with the fields replaced on top (dual use). However, the football field has been recently replaced with a new track around it and new bleachers (under construction in the above image). Also, it would be difficult to construct with school in session, difficult to operate and maintain, and would require coordination with the State Architect. It would likely encounter a lot of public scrutiny and resistance, so considering all of these factors it is not considered a viable site option. P.\25607\135- 25607- 13001\Docs\Reports \_ElSegundo- -9- TETRA TECH F#L. Reservoir Feasibility Study docx , POTABLE WATER RESERVOIR FEASIBILITY STUDY City of El Segundo Site #5 — Recreation Park Complex This park complex contains three large baseball fields as well as many tennis courts and other open space, all of which provide large potential areas for high- capacity buried reservoirs (8.5 MG +, depending on location within site), with the fields /courts replaced on top for dual use. Because of the redundant baseball fields, it may be easier to take one out of service during construction than other sites that would be losing their primary fields. This is a major park that could see high use, so there are public impacts to consider during construction. Also, depending which area of the park was being considered for a reservoir, the existing site improvements may be costly to replace (i.e. tennis courts, lighting, and facilities). P:\25607\13 5- 25 607- 1 3 001\Docs\Reports \_ElSegundo- -10- TETRA TECH 46 Reservoir Feasibility Study docx POTABLE WATER RESERVOIR FEAS1BiLl iY STUDY cilY or F seYut,d') Site 46 — Chevron Employees Park fill v 1 i i r I ID n 4 ty 0 2 This is a privately owned park for Chevron employees, which also provides large potential areas for buried reservoirs (potentially up to 8 MG capacity), with the fields /courts replaced on top for dual use. Construction impacts to the general public on this site would be minimal as it is not open to the public and traffic would be largely unaffected, however the park users (Chevron employees) would certainly be impacted by the facility outage during construction. This site is also close to large diameter water supply mains. Improved potable water reliability for the City's largest industrial facility could validate this site's selection. However, being privately owned it may be difficult to procure and could potentially be very costly. P:\25607\135. 25607- 13001\Docs\Reports \_ElSegundo- _ 11 _ TETRA TECH Flat. Reservoir Feasibility Study docx Site #7 — El Segundo Middle School u K �r• r ,, \, it o E ,, u: do This potential site is a middle school that is in use. The open space of the baseball field, large fields around it and the basketball courts provide large potential areas for buried reservoirs (potentially up to 9 MG capacity) with the fields /courts replaced on top (dual use). In contrast to the high school, replacing these fields would be an improvement that might make the reservoir construction here attractive. The school and the fields surrounding it are high use areas. Because of this, it would be difficult to construct with school in session, difficult to operate and maintain, and would require coordination with the State Architect. It would likely encounter a lot of public scrutiny and resistance, so considering all of these factors it is not considered a viable site option. r125607\135- 25607- 13001\Docs\Reports \_El Segundo- _ 12 _ TETRA TECH Reservoir Feasibility Study docx 7 P(')fABLE 'vVATrR RE')E'r . "(:) IR F "�.:,.`zit31''�1T` .� ?!J�v Site #8 — Center Street Elementary School This potential site is an elementary school that is in use. The open space of the baseball fields and blacktop area provide large potential areas for buried reservoirs (potentially up to 7 MG capacity) with the fields /courts replaced on top (dual use). Similarly to the middle school, replacing these fields would be an improvement that might make the reservoir construction here attractive. The school and the fields surrounding it are high use areas and there appears to be minimal parking available for the school. Also, it would be difficult to construct with school in session, difficult to operate and maintain, and would require coordination with the State Architect. It would likely encounter a lot of public scrutiny and resistance, so considering all of these factors it is not considered a viable site option. P:\25607U35- 25607- 13001\Docs�Reports \_El Segundo• 13 - TETRA TECH F#b. Reservoir Feasibility Study docx - , POT "kBLE WATER RESERVOIR FEASIBILITY STUDY Cit;; of E1 Sanunzlu Site #9 — Water Yard This is a moderate sized site, depending on which portion is considered for a potential reservoir. On the west half of the site, there is an abandoned 1.75MG reservoir surrounded on three sides by large mature trees. On the south and east sides of the lot, there is open grass space, an active and high -use swimming pool (also surrounded by trees) and a playground. The City could potentially build either an above ground, buried, or partially buried reservoir on this site. The swimming pool is one of two valued pools in the City, so the footprint of a proposed reservoir on this site would need to avoid the pool area. If a buried reservoir was constructed, the basin would offer substantial benefit in earthwork savings as it is already a somewhat deep excavation. A buried reservoir (approximately 4 MG storage capacity depending on location) could be covered with several dual use facilities (park, playground, parking, etc.). Hydraulically this park sits at a relative high point, which is beneficial as well. The downsides to this site include all of the mature trees and facilities that could have to be removed and/or replaced during construction. This may be costly and meet public opposition. Another detractor is that the City's three existing reservoirs are immediately adjacent to this site and locating all of the storage in one location is not as reliable as spreading it out, if there were a localized seismic or other event that caused damage or outage issues. P:\25607U3 5- 25 60 7- 1 30 01\Docs\Reports\_El Segundo- 14- TETRA TECH fNC. Reservoir Feasibility Study docx f Site # 10 — Park and Basin r F=��I ";1 L_c- 'iTF_Fr RESEPVlR F r.- ',41BI1.! "1 "Y 5 rtJ>1Y ci1, or �.I Svyunclo Y I�y M r I.`•. rr� This site has a privately owned park area in the southwest corner at about street level (-123 ft.), with many large mature trees on the north and east sides of the park. On the east side of this site is a large detention basin and storm water pump station which belong to the County of Los Angeles. Depending on the footprint of a proposed reservoir on the park site, removal of the trees on the north side of the park would leave an oil derrick exposed, which is currently masked by them. If the basin area is not needed and the entire available site could be used for a buried tank, this east side would offer the benefit of huge earthwork savings, similar to the abandoned reservoir on Site 99. Even a single buried tank on the basin side could yield over 9 MG of potential storage capacity (with a 25 -ft. effective water depth, because of the existing basin depth). If a buried tank were installed improvements to the existing park area could be a benefit as well as the potential for creating more park space over the current basin area. P:\25607\13 5- 25 607- 1 3001\Docs\Reports \_El Segundo - ResewoirFeasibility Study does - 15 - TETRA TECH, 1U. POTABLE WATER RESERVOIR FEASIBILITY STUDY City of El Segundo Site #11 — Railroad Open Space This site is a large open space between two railroad tracks, near Rosecrans Ave. and the PCH, that is privately owned by several entities. The City plans to realign the railroads and extend Park Place to Rosecrans, so access to a potential site would be improved. The size of the site would provide room for a large amount of above - ground or buried storage (which could potentially have a dual use facility like a park on top). Even a buried tank could potentially store in excess of 33 MG, depending on site availability. The proximity to a major road would help with construction access, without impacting traffic as much as other sites. Another benefit is that there are water supply mains nearby for connection. Soil contamination in the area could pose an issue for earthwork during construction here, as well as long term health and safety concerns. P:\25607\135-25607-13001\Docs\Reports\_EI Segundo- - 16 - TETRA TECH Reservoir Feasibility Studydo« , POTABLE WATER RESERVOIR FEASIBILITY STUDY City of El Segundo Site #12 — The Lakes Golf Course The City golf course is also a large site, offering potential for a large amount of buried storage, with the golf course replaced on top (even a buried reservoir underneath the driving range alone could yield 10 MG or more of potential storage). As the City owns the golf course there would be no site acquisition cost, although there would be loss of revenue during the construction period and public inconvenience as access would be affected. As with Site #11, the proximity to a major road and water mains would help with construction access and system connection points, with minimal impacts on traffic. A downside to burying a potable reservoir under the golf course, which is currently watered with recycled water, would be the likely need to convert the irrigation over and around the tank back to potable water due to reservoir contamination concerns. This would add a large irrigation demand back into the potable system, which may be counterproductive. F:\25607\135- 25607- 13001\Docs\Reports \_ElSegundo- 3. Reservoir Feasibility Study docc - 17- TETRA TECH 1 POTABLE WATER RESERVOIR FEASIBILITY STUDY Site # 13 — Raytheon Park This large site has similar characteristics to Sites 411 & 12, providing possibility for large buried storage capacity with good construction access, minimal traffic impacts, and near major water mains. However, Raytheon has plans to develop the park area of their property, so it is not a viable site for a reservoir. r:\25607\135- 25607- t3oot\Docs\Reports\_ElSegundo- 18 _ TETRA TECH Reservoir Feasibility Study.docx f Po,rASLE WATER RESERVOIR FEASIBILITY .STUDY i,iic Of >I 5�durldJ Site #14 — Campus El SegL ndo n This site encompasses the fields of Campus El Segundo and El Segundo Fire Station #2 which are owned by the City, as well as several large unimproved lots around them, which are privately owned. The Campus fields themselves are artificial turf and would need to be replaced in -kind if these areas were used for a buried reservoir. The other large lots, however, would provide ample space for even larger amounts of buried or above - ground storage. If a buried reservoir were constructed, the land could also be improved and used for public facilities, similar to the Campus fields. On the largest lot, potential buried storage could be as much as 27 MG. These areas would have good construction access with minimal traffic impacts and are in close proximity to water mains. Also, as one of the farthest sites from the existing reservoirs, the reliability of the City's storage would be enhanced by having it more spread out in case of a local event causing damage or outage to one of the sites. There is the possibility of encountering contaminated soils here, due to Raytheon's operations to the south, but this is not known. P:\25607\135- 25607- 1300I\Docs\Reports \_EI Segundo - ReservoirFeasibility Studydocx _19- TETRA TECH, . POTABLE WATER RESERVOIR FEASIBILITY STUDY C;(' ;' ei FI S?OLIIIJe Site #15 — Various Parking Lots This area incorporates several adjoining parking lots north of E. Maple Ave., belonging to several businesses. This space provides a large potential area for a buried reservoir (potentially up to 8 MG capacity), with the parking lots replaced on top. It is in close proximity to nearby water mains and traffic impacts during construction would be minimal. The site could be costly to acquire, however, and the businesses would be inconvenienced by the loss of parking for the duration of the construction (acceptable temporary location does not appear to exist). There is also the possibility of soil contamination in this area from industrial operations nearby. For these reasons, it is not considered a viable site option. P:\25607\135-25607-13001\Docs\Reports\_EI Segundo- -20- TETRA TECH AC. Reservoir Feasibility Study..docx POTABLE WATER RESERVOIR FEAS16iL I' Y STUDY Site # 16 — Clutter's Park & Greenbelt This potential site is a long narrow area of land between Imperial Highway (105) and E. Imperial Ave. on the north side of the City. On average it is only about 100 ft. wide, but the area west of Main St. is approximately 1/2 mile long and to the east of Main St., there is another 2/3 mile strip (including a dog park). Though narrow, these strips of land are long enough that they could potentially offer enough area for significant amounts of buried reservoir storage, with park space replaced on top. Construction in this area may impact traffic more than other sites. Also, there are many tall mature trees on this land in addition to two separate rows of power poles along its length, which would make construction difficult, if not impossible. Trying to place tanks between power poles could yield storage capacities a little under 1 MG, but the removal of the trees might still incur public opposition. P:\25607\13 5- 25 60 7- 1 300]\Docs\Reports \_El Segundo Reservoir Feasibility Studydocx -21 - TETRA TECH, POTABLE WATER PESEPVOIP FEASIBILITY STUDY C I1y g F_ 1 J 3 YU cj L` Site #17 — Scattergood Steam Plant Tanks This potential site involves the possible conversion of one or more of the three reservoirs that are currently part of the Scattergood Steam Plant property. These tanks have the advantage of being at a relatively high point in the City ( -165 ft.), and already being built, which would eliminate almost all construction impacts and costs. If these could be acquired for potable water storage, the tank interiors would have to be rehabilitated and connected to the water mains in the area. Even if all three tanks could be acquired and used, the total storage for this site would not be very much (about 2.5 MG assuming the effective water depth is 25 ft.), compared to some of the other sites. LADWP was contacted regarding these tanks, and indicated that they are in use by the steam plant and not available for purchase, so this site is not a viable option. P:\25607\13 5- 25 607- 1 3001\Docs\Reports \_EISegundo- Reservoir Feasibility Study docx - 22- TETRA TECH ,VC. POTABLE Y4ATER RESERVOIR FEASIBILITY STUDY City at El 'ioqundo Site #18 — Chevron Refinery Tank(s) I 116-i* t� N 1 i,' _ , ,.• q rim r`^^^A t� One iaSi pvSSibic Sltc is the Chevron refinery. Inquiries could be inade with Chevron as to whether there are any existing reservoirs on their expansive refinery site that they do not use and could be acquired for potable water storage tanks. Depending on the response and how many, if any could be acquired, the potential storage could be any amount from minimal to extensive. As with the Scattergood tanks, any tanks on Chevron's property would have the benefit of already being built, which would eliminate almost all construction impacts and costs. Of course, the tank interiors would have to be rehabilitated and connected to the water mains in the area. Depending what used to be stored in a potential tank, it is also not known if they could be brought up to meet health code requirements through rehabilitation or not. Also, the extent of piping required to connect any given tank to the potable water mains would vary depending where it is on the site. Due to the issues with potable water in the refinery setting and operation and maintenance challenges for the City within the refinery, this site is not considered a viable option. P,\ 25607 \13 5- 2560 7- 1 3001\Docs\Reports \_El Segundo. �. Reservoir Feasibility Study.docx -23- TETRA TECH, POTI \111 1. WA VE1" RF,'�FP,VOIR FFASIF 1.1,1 I`( STI f1 V City ol,FI so( undo', TOP THREE POTENTIAL SITES All of the sites on the list fell into one of several major categories. Generally, the sites were either already City -owned (not actively used), privately owned (land would have to be acquired / purchased), recreational facilities (some City- owned), or school sites. Of these four categories, the school sites were not considered further because of the construction disruption that would come with these locations (construction /school traffic, loss of use of area, construction hazards adjacent to students) and the large population affected by these issues. Having culled the school sites and several others that were not viable due to one fatal flaw or another, the remaining 8 sites were 5, 6, 9, 10, 11, 12, 14, and 16. A more detailed analysis of each of these follows: Site #5 — Recreation Park Complex The size and topography of this site is conducive to a reservoir. Due to its recreational use, any reservoir would have to be constructed below ground and would need to be dual use (otherwise a significant portion of the park would be lost). The dual use facility would likely be a replacement of whatever was removed to construct the tank such as a playground, turf area, ball field, or tennis courts. This complex sees heavy use from the community, including use from organized recreational leagues for the ball fields. Taking any of the ball fields out of service for construction (which could be anticipated to be a year or longer) could be a potential hardship on the users, although two of the three would still be available during construction. The tennis courts and /or open space could be a potential site; however, concerns for public use and impact must still be addressed prior to selection. Impacts during construction are the biggest concern for this site. Site #6 — Chevron Employees Park As mentioned previously, the site is privately owned by Chevron and is currently being used as a park. Due to the current use and ownership, it is anticipated to be somewhat difficult to negotiate adequate terms for acquisition of the site. Site #9 — Water Yard This City -owned site is masked by mature trees, so efforts to preserve as many of those trees as practical would be beneficial for public support. Also, the existing swimming pool must be preserved. The site has a large amount of excavation already done in the form of the abandoned reservoir. Constructing a new reservoir at the location where the rest of the City's storage is located has both advantages and disadvantages. The advantages include facilitated operations and maintenance. A daily check of all of the City's reservoirs /sites can be done in one stop. Also, it is anticipated that the existing pump station could be used to pump from the new tank to the distribution system. Since this is one of the highest sites in the City, minor pumping efficiencies compared to the other sites can be expected. The disadvantage to having all of the storage at one site is that the storage system would not be as dependable as one where storage is spread among more than one site. One site can be severely -24- TETRA TECH, INC. 60 POTABLE WATER RESERVOIR FEASIBILITY STUDY City of El Segundo impacted by losing one of the main water lines or losing the pump station. These losses can happen due to normal wear and tear or due to an exceptional event such as an earthquake. In addition, an earthquake or other natural disaster that impacted the one storage site could have a more severe impact on the available storage. Site #10 — Park and Basin The site is surrounded by an existing oil well and a county -owned basin. A new reservoir would have to maintain adequate clearances from both of these facilities which significantly reduces the available land to construct on. Other potential sites have more land available and are therefore considered better sites. Site #11 —Railroad open space This site is privately owned by several entities that plan on developing the land. During the process, the railroad will be realigned and a street extension will be constructed through the property. The City may be in a position to place conditions on the development of the land; therefore it may be possible to set aside a portion of that land for a tank. One major concern about this site is the known contamination in the area, which contains an existing Chevron tank farm. Contaminated soils would impact the earthwork and construction of a tank here, as well as being a long -term health concern for the greater site development. The required mitigation of contaminated soil from property purchased by the City would not alleviate the responsibility of permanent ownership of the material. Due to the unknown costs to build on this site as well as the continued liabilities of the site from contamination, this site was not considered further. Site # 12 — The Lakes Golf Course Disruptions to the users of the popular driving range at the golf course would not be acceptable as it would result in loss of revenue for the City, as well as public relations issues. However, a portion of the less -used course itself could be taken out of service with much less impact. The entire site is currently being serviced by recycled water. Any tanks placed on this site must be buried, and as such, the irrigation over and adjacent to the tank would have to be converted to potable water, or replacement with artificial turf considered. Site #14 — Campus El Segundo This set of lots offers several potential reservoir locations. Of the available lots, only the soccer fields are owned by the City. If this site were chosen, construction would likely require that both fields be put out of service in order to provide construction access ramps and a lay down area as construction only within the footprint of the reservoir would be much more expensive. Also, the geometry of the site would require a deep reservoir ( -35 ft. deep excavation) to obtain the desired 7.5MG storage capacity. Alternatively, dual tanks could be constructed in phases with one under each field. This would cut down the excavation depth ( -24 ft. deep excavation), but would extend the overall construction time that the public would lose access to the fields, and may end up being more costly. Based on these potential costs and disruption in the public's access to the fields during construction, this site is not a top choice for a reservoir site. P:\25607\ 135- 25607- 13001\Docs\Reports \_El Segundo - ResewoirFeasibility Study docx -25- TETRA TECH, Ifil. POTABLE WATER RESERVOIR FEASIBILITY STUDY City of El Segundo Site # 16 — Clutter's Park & Greenbelt The site is extremely narrow. Compounded by the fact that locating any tank in this area would require it to be placed between the power poles, this site is not viable as a reservoir location. The Top Three Sites Upon further analysis of the remaining 8 sites, the three sites with the best potential were determined. The goal of this section is not to design three separate reservoirs, but rather to analyze the top three sites, including the types of concepts that lend themselves to each site. General concepts for reservoirs for each site are discussed below. The concept dimensions include an estimated 5' of freeboard space between the High Water Level and the roof for each reservoir, 6' vertically for the subdrain system and reservoir floor and roof slabs, and 2' of cover for buried concepts. These freeboard amounts are estimates based only on past experience and are not based on actual calculations. Accurate dimensions would be determined during design of the chosen reservoir. In conjunction with this, the estimated storage capacities for each tank are approximate and based only on overall dimensions, not accounting for design details such as columns, slopes on floors, and actual freeboard amounts. Reservoir inlet and outlet piping for each concept involves separate lines connecting to opposite ends of the reservoir. All reservoir concepts require a pump station to operate. Reservoir drainage and overflow drainage concepts for the reservoirs include gravity feeding both lines into a proposed manhole. The manhole will house a sump pump and pipe the water out into an existing storm drain/catch basin near the reservoir. Protective measures will be installed that could include flap gates at the point of connection into manhole, isolation valve for the reservoir drain line, and check valves for both lines. Individual concepts differ slightly per site and will be discussed below. These designs would also have to gain Health Department approval. Site #5 — Recreation Park Complex (Buried Concrete Reservoir with Dual Use) This site is quite large and has more than adequate space for the placement of a reservoir. As mentioned previously, any reservoir located on this site must be buried to retain the existing recreational usage. The site contains various recreational features including, but not limited to, ball fields, tennis courts, basketball courts, roller hockey rinks, lawn bowling, playgrounds, youth center, etc. Locating a reservoir on this site would impact one or more of the previously mentioned recreational features. It would be advantageous to locate the reservoir in one of the ball fields, allowing the community to utilize the other two ball fields while construction is in progress. Out of the three ball fields, the two northern ball fields have adequate space for a reservoir. Locating a reservoir on the southern ball field would also impact the building adjacent to the field or reduce the amount of storage capacity, which is undesirable. Both larger ball fields would have the potential reservoir essentially occupying the entire field. Both ball fields have bleachers, dugouts, and a "homerun" fence that will be impacted. The NW ball field also has a type of admin building, while the NE ball field has a gazebo -like building. Both of these features could potentially be impacted by the reservoir. r:\25607\13 5- 25 607- 1 3 00I\nocs\Reports\_El Segundo- .26- TETRA TECH Reservoir Feasibility Study docx POTABLE WATER RESERVOIR FEASIBILITY STUDY City of El Segundo The size and configuration of the NW ball field would make it the better location, however this field is a local low point and is used as a detention basin of sorts for the entire site. It is the lowest point on the site and has the capability of flooding and pumping water out. Consequently, the NE ball field is the only field that can be used for a reservoir location. The geometry of this NE ball field restricts where the reservoir can be located. It is bounded by bleachers on the NW, mature trees on the NE, the gazebo -like building on the SW, and bleachers and mature trees on the SE. The proposed reservoir would be a circular tank, 235' in diameter, located roughly in the center of the ball field (see Exhibit 1B). This would require the bleachers and mature trees on the SE portion of the ball field to be removed and replaced. It would not encroach on the SW building, although the construction limits would get very close to it (see Exhibit 1B). The placement of the reservoir would also require some of the northern bleachers and possibly some of the mature trees in that area to be replaced. This location leaves the small parking lot south (along Penn St.) of the ball field available for a storage /staging area during construction. The grassy area north of the parking lot also provides more than adequate space for a construction access ramp (see Exhibit 1B). This footprint would provide for 7.5MG of storage capacity. The ball field sits at an average elevation of 102'. Using the assumptions for cover, freeboard, and roof slab thicknesses listed previously, the HWL of this reservoir would be 93.5' with the bottom elevation being 70.5'. A parking lot exists on the northern portion of the property (along Pine Ave.) and there is an access route from the parking lot to the interior of the property. This access route can be utilized to access the reservoir (see Exhibit 1B) for future operation and maintenance. An alternative access route can also be constructed between the gazebo -like building and the bleachers on the west side of the ball field, or from the southern parking lot. As mentioned previously, the grassy area south of the ball field provides adequate spacing for a construction access ramp and the parking lot south of that provides adequate spacing for a staging area. A new pump station would be required for this site, to pump from the tank to the system. The pump station could also house the bypass system necessary to fill the tank. Because of the ball field aspect of the "dual -use" reservoir, as little obstruction to the field as possible is preferred. For this reason, the pump station could be located on the north eastern portion of the field, close to the nearest water main (10 in. vs 8 in., see Exhibit 1C). Reservoir drainage and overflow for this site is convenient as there is a 24" storm drain that runs through the site starting from Holly Ave on the east through to Eucalyptus Dr on the west. It is assumed that the storm drain is low enough to gravity flow the overflow, but not the tank's drain line to it. The estimated construction cost for this reservoir concept would be approximately $21,908,000. This amounts to about $2.95 per gallon of storage capacity at this site. P:\25607\ 135- 25607- 13001\Docs\Reports \_EI Segundo - ReservoirFeasibility Studydocx -27- TETRA TECH, IQ . POTABLE WATER RESERVOIR FEASIBILITY STUDY City of El Segundo Site i#9 — Water Yard (Buried Concrete R-eservoia- with possible Dual Use The main area available for a reservoir on this site is the western half of the site where there is an abandoned rectangular reservoir, as the existing swimming pool on the east side of the site must remain in service. Since the proposed reservoir would be on the same overall site as the existing reservoirs, it would be beneficial to design the new reservoir to float at a similar HGL with the two other reservoirs (6.3MG rectangular and 3.OMG circular), for operational ease and efficiency. With the High Water Level of these two tanks about 6 to 9 ft. below the existing grade of this western half of the site, matching it with the proposed tank would require a buried reservoir design. A buried reservoir would have to be concrete, and could either be circular or rectangular. Two smaller circular tanks could be constructed due to the rectangular shape of the site, but in order to maximize the storage capacity, a rectangular design would better match the site's shape and provide about 65% more storage than two circular tanks. As the smallest site of the top three, the rectangular concept seems the best suited to explore in order to maximize storage capacity. The proposed reservoir could extend east to within approximately 30 ft. of the existing pool, removing some of the trees that separate the east and west sides of the site. In order to preserve aesthetics, an effort should be made to protect the existing mature trees lining the west side of the site as they are a desirable feature of the park area. However, due to the geometry of the site, preserving the trees might prove difficult and sacrifice too much storage volume. The north end of the tank could sit close to the north end of the site with the south end set back about 35 ft. from the retaining wall along E. Grand Ave., to allow room for access and some landscaping. These parameters would allow for a 215' x 125' footprint, to maximize the storage volume on the site (see Exhibit 2A). The High Water Levels of the rectangular and circular tanks sit at 176' and 179', respectively, so the proposed tank would be designed with a HWL of 179', and a bottom elevation of 157' similar to that of the 3.OMG tank. As mentioned above, with this HWL the reservoir would be completely buried (surrounding ground elevation is approximately 185'), and a dual use facility could be built on top of the buried tank if desired. In conjunction with the surrounding park setting, the area could be largely grass to add open green space, or other recreational facilities like basketball courts or a playground, which would not introduce a new irrigation demand. Based on the 22' functional water depth and the footprint dimensions listed above, the reservoir would provide approximately 4.4 MG of storage capacity. This is significantly less than the recommended storage capacity; however, this site has the advantage of being able to float the HWL at the same level as the rest of the storage units. It also benefits from being very close to the existing pump station, which can be tapped into for usage instead of constructing a new one altogether. An access entrance for the site could either be added near the southwest corner, off of Lomita St., or on the north side of the tank, from the existing water yard. The site improvements would depend upon a possible dual use facility over the reservoir, as well as landscaping including trees along the south side of the site facing E. Grand Ave. Most of the existing mature trees on the site will need to be replanted. The reservoir would be easy to operate and maintain here, being directly connected to the existing water yard with easy access and minor public impact if it needed to be accessed by City personnel. P:\25607\13 5- 25 60 7- 1 300 1\Docs\Reports \_El Segundo • 64 Reservoir Feasibility Study doex -28- TETRA TECH, MC. POTABLE WATER RESERVOIR FEASIBILITY STUDY City of El Segundo Another advantage of this site is that no new pump station would be required, as the existing pump station in the yard could be connected to the new reservoir and serve to pump from it. Existing control valves for the other reservoirs on site can be utilized to fill the new reservoir. This saves cost as well as making more of the site available for the reservoir and possible dual use facility. The disadvantage of this site is that locating a new reservoir here would concentrate all of the city's storage in one central area, putting all of the pumping, storage, and surrounding distribution infrastructure at higher risk of all being damaged in the event of an earthquake. Since the primary purpose of adding storage in this case is to mitigate risk in the emergency storage category, this should be weighed significantly when comparing site options. This site potentially does not have adequate space for a construction access ramp due to the depth of the required excavation. Therefore it may require construction equipment to be craned onto the site, which will add cost. There are two options for reservoir drainage for this site. The first option includes mimicking the existing reservoirs by using temporary pumps and hose to allow draining to the street or to the sewer. The existing reservoirs are pumped to the sewer on an as- needed basis. The second option involves tying into an existing 24" storm drain at the intersection of Holly Ave and Sierra St. This storm drain is about 800' away from the site but provides the advantage of allowing gravity feed. However, the depth of the reservoir would require the drain line to be quite deep for the first portion of the trenching in order to gravity this line to the storm drain. The estimated construction cost for this reservoir concept would be approximately $16,655,000. This amounts to about $3.80 per gallon of storage capacity at this site. Site #12 — The Lakes Golf Course (Buried Concrete Reservoir with Dual Use) The Lakes Golf Course includes a full driving range along with a 9 -hole golf course. Locating a reservoir on this site would be beneficial as it would provide storage on the east side of Sepulveda Blvd., and there are major water mains there for direct connection to the reservoir and pump station. There are essentially two options for locating a reservoir on this property: in the driving range, or in the golf course itself. If the driving range were chosen, the entire range would need to be put out of service for the duration of construction. However, if the golf course were chosen, potentially only a part of the golf course would need to be put out of service. Due to revenue concerns, having the driving range open is more important than having only part of the golf course open, as the driving range is more heavily used than the course itself. Therefore, the proposed reservoir will be located within the limits of the golf course. It is important to note that this potential reservoir must be buried in order to restore the dual use functionality of the golf course. The tank in this area could be either rectangular or circular; however, a circular tank design was explored in order to minimize cost and potential excavation impacts. The golf course contains a variety of features unique to it (including water features, sand traps, mature trees, etc.) that could potentially be impacted depending on the location of the reservoir. The east side of the site contains power lines and their respective poles. The northern end of the site contains a sizable water feature; the southern portions of the site contain smaller, but still significant, water P:\256o7U35- 25607- t3ool\Docs\Reports\_EISegundo- Reservoir Feasibility Study docx � 29 TETRA TECH, POTABLE WATER RESERVOIR FEASIBILITY STUDY City of El Segundo features. The southernmost water feature (near the clubhouse) should not be encroached upon, as it is important to the aesthetics of the clubhouse patrons. The site is sprinkled with sand traps and mature trees throughout. There is no location on the golf course that could house a buried reservoir without impacting any of the features previously listed. The middle, western portion of the course provides the least impactful location for a buried reservoir, in terms of affected surface features. Locating the reservoir in the NW portion of the site would minimize the amount of impact on the usage of the golf course during construction, but greatly impact the northern water feature. Conversely, the SW portion of the site was considered for the same reason. This location, though, is too narrow and would require the tank to impact the parking lot as well. A location near the middle of the course may provide minimal impact to surface features but would render most of the course unplayable during construction. In order to keep the most playable area of the course available during construction, the conceptual reservoir could be located in the northwest corner of the course, where the large existing water feature is. This water feature could be removed and potentially replaced with additional playable area for the course on top of the reservoir (see Exhibit 3). At this location, a circular reservoir could be constructed with the necessary footprint to achieve the desired storage capacity. An advantage to this location is that construction access and future maintenance access can be easily gained via the existing alley way at the north end of the course. The proposed circular buried reservoir would be about 275' in diameter with 17' of usable water depth in order to achieve the desired capacity of 7.5 MG. The area above the proposed reservoir could be converted to additional playable area for the course in lieu of the existing water feature. The existing course in this area sits at an average elevation of 104'. The HWL of this reservoir would therefore need to be 95.5' with a bottom elevation of 78.5'. The large water feature would need to be drained prior to construction, but this would also make for less excavation after dewatering. A construction access ramp could span from the NW corner of the course near Sepulveda down to the northern end of the excavation. The area along the western fence, between the north corner and tank excavation, could be used as a staging area (see Exhibit 3B). Future operation and maintenance access needs to be provided for vehicles and equipment to be transported to and from the tank. There is an existing access gate onto the course from the City -owned property north of the course, which could be used for reservoir operations and maintenance (see Exhibit 3). As with the other sites, a pump station is required to pump into the distribution system. A bypass system could be installed within the pump station in order to fill the reservoir. It would be beneficial to locate this pump station as close to the street as possible in order to reduce the impact on the golf course and shorten the piping to the connection with the existing main. Therefore, this pump station could be located in the NW corner, and still be easily accessed from the gate mentioned above. Drainage from the reservoir is conveniently located along Sepulveda Blvd/Pacific Coast Highway as there is an existing 48" RCP storm drain that runs parallel with that street. There is an existing catch basin adjacent to the location of the proposed reservoir that can be tapped into for the overflow piping P:\25607\135- 25607- 13001\Docs\Reports \_ElSegundo- Reservoir Feasibility Study docx -30- TETRA TECH fil. POTABLE WATER RESERVOIR FEASIBILITY STUDY City of El Segundo as well as the drainage piping. The overflow piping could be gravity fed into this catch basin; the drainage piping would be too deep and would require pumping. Currently, the entire existing irrigation system for the golf course and driving range utilizes recycled water. In order to construct a potable water reservoir with natural grass, the irrigation system for the buried reservoir, and a minimum 50 -ft. offset around the tank perimeter, would need to be converted to potable water. It should be noted that installation of a potable water system would increase the demand on the potable system, which may be counterproductive. This also creates the complication of having two different irrigation systems within the golf course. The estimated construction cost for this reservoir concept would be approximately $20,050,000. This amounts to about $2.65 per gallon of storage capacity at this site. P:\25607\135- 25607- 13001\Docs\Reports \_EI Segundo - Reservoir Feasibility Studydocx - 31 - TETRA TECH, If . 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(Fiscal Impact: To Be Determined) RECOMMENDED COUNCIL ACTION: (1) Discuss allocation amount of Proposition C Funds to Capital Improvement Projects and subsequent transportation service modifications for Proposition A and C Funds; and /or, (2) Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: To Be Determined Amount Budgeted: $0 Additional Appropriation: N/A Account Number(s): N/A ORIGINATED BY: Meredith Petit, Director of Recreation and Parks REVIEWED BY: Greg Carpenter, City Manager APPROVED BY: Greg Carpenter, City Manager BACKGROUND & DISCUSSION: At the Strategic Planning Session on May 29, 2014, the City Council discussed increasing the allocation of Proposition C Funds to public works projects related to public transportation. If City Council elects to increase the annual allocation of Prop C Funds to public works projects, the transportation services that are currently funded by Prop C (Lunchtime Shuttle and Beach Cities Transit) would potentially be impacted. The City Council directed staff to present options for service modifications in which all transportation services would be funded from Proposition A to enable Proposition C Funds to be allocated to public works projects. The annual allocation for Proposition A Funds from Los Angeles County for FY13 /14 is approximately $280,000. If services that are currently funded by Proposition C are to be allocated from Proposition A in future years, it is necessary to modify transportation services to ensure funding for future years on the highest priority services. The estimated year end expenses for all transportation services total $396,350, as outlined below: Dial -A -Ride $ 107,500 Beach Shuttle $ 29,600 Recreation Tripp $ 20,400 Administration $ 38,250 MTA Bus Passes $ 3,900 Beach Cities Transit Pro C) $ 24,000 Lunch Time Shuttle (Pro C) $ 50,500 Vehicle Service Charges & Fuel $ 93,200 Reserves for Equipment Re lacement $ 29,000 ALL TRANSPORTATION est. Year End $ 396,350 82 The following budgets for Prop C and Prop A illustrate the current services allocated to each fund and the annual expenditures as they relate to annual revenue: FY 2013 -2014 PROPOSITION C BUDGET Fund Balance, Oct 1, 2013 $ 336,938 Revenues Proposition C $ 236,000 Interest Income $ 3,100 Total Revenues $ 239,100 Expenditures (Estimated Year End) Transfer to CIP - Public Works $ 120,000 Beach Cities Transit (BCT) $ 24,000 Lunch Time Shuttle (LTS) $ 50,500 Administration $ 22,180 Reserves for Equipment Replacement Fund $ 4,600 Total Expenditures $ 221,280 Fund Balance, Sept 30, 2014 $ 354,758 FY 2013 -2014 PROPOSITION A BUDGET Budgetary Fund Balance, Oct 1, 2013 $ 266,773 Revenues $ 107,500 Proposition A $ 280,000 Interest Income $ 1,800 MTA Bus Sale Proceeds $ 1,000 Total Revenues $ 282,800 Expenditures (Estimated Year End) Dial -A -Ride $ 107,500 Beach Shuttle $ 29,600 Recreation Trips $ 20,400 Administration $ 38,250 MTA Bus Passes $ 3,900 Beach Cities Transit (Prop C) $ - Lunch Time Shuttle (Prop C) $ - Vehicle Service Charges & Fuel $ 93,200 Reserves for Equipment Replacement $ 24,325 Total Expenditures $ 317,175 Fund Balance, Sept. 30, 2014 $ 232,398 83 If Proposition C was allocated to exclusively fund public works projects or to fund it at a higher portion than is currently being allocated, Proposition A would be impacted and likely would not be able to fully support all transportation programs without service modifications. Some service modifications are as follows: (1) Reduce or Eliminate the Lunchtime Shuttle Program (2) Re- evaluate participation in Beach Cities Transit towards the end of the current term of agreement, which is June 30, 2015. (3) Reduce or Eliminate Doctor Dial -A -Ride (4) Reduce miscellaneous Dial -A -Ride Shopping Trips (5) Reduce Beach Shuttle operating days At the August 19, 2014, City Council meeting, the above options were discussed and direction was given for staff to work with the business community to determine the potential impacts of the elimination of the Lunchtime Shuttle Program. Staff began the discussion at the Chamber of Commerce Executive Board Meeting on August 27, 2014, and received the request to postpone any decision on Lunchtime Shuttle modifications and to have the City work with the Chamber and the Downtown El Segundo Committee to evaluate the program more thoroughly. Staff respectfully recommends the following and requests direction from the City Council to: (1) Reduce Doctor Dial -A -Ride hours from 8 hours weekly to 6 hours weekly, effective October 1, 2014, in coordination with the FY14 /15 budget cycle (2) Reduce miscellaneous Dial -A -Ride Shopping Trips from 8 per month to 4 per month, effective October 1, 2014, in coordination with the FYI 4/15 budget cycle (3) Work with the Chamber and other business representatives to determine alternative solutions for the Lunchtime Shuttle, with recommendations to come back at a later date. 84 NIH W V C7 0 O� LL 0 W J O CL CL Q O w Q O 0 Z 0LL zm �CO w w r- w � oP Q U � Q V V h 0 0 N h r O O 6 Z a' Z W z z a O Z O O W g LL m F Q Z Z W a U K a' g J O aN0 u a z z? U W w Q O w w w a li lL F zZZUU_ W n Ii] V O r o w N v Z Q C~ Z? M LLJ aaZ W }F F O W LL Q m W K J F J N Q H O W F~ Z U Z f m J W w LL w Lr m H a 7 Z (A W m m (D J �0., wf� a goo O T m ir, M � vi vi (7�maa 0 i IL SS f-2LLUJQU?w� m a Q y Q Q W Xan' 7 ?(9 w�?� W O in �ri N ^ N N N O Z 7 W w y a p cn W S LL O W W Z j aa' Z Y F X w W LU co 6 Z a' Z W z z a O Z O O W g LL m 0 2 Z D OO z w F r Q Z Z W a U K a' g J O aN0 u a z z? U W w Q O w w w a li lL F zZZUU_ W ���OOOrp ra-Fm LLo Jaaw m U' W Z F- W yF-m mww >» z Z' w O z LL LL W Z K U Z Q C~ Z? M LLJ aaZ W }F F O W LL Q m W K J F J N Q H O W F~ Z U Z f m J W w LL w Lr m H a 7 Z (A W m m (D J �0., wf� a Of yF? d a F J O a Z Z w Q W W Q (7 a W ILLi W O(� w Fa- UJ V) O a' a' O} O~ W W Q W H J Y 0 a LL a a O O (7�maa 0 i IL SS f-2LLUJQU?w� m a Q y Q Q W Xan' 7 ?(9 w�?� W O m N P O O O O ppN O O p N O' O O O N V N M r n� m v d L. C 0 u �2 .N E °a `o `o U D m IC r� y d r N 10 J J L V C W O J d Q w o Z(9=w O ¢ € o O -E U U LL LL O� W Z Q 7 U O zZ W z Z J Q Q Z W C Y U w 2 U Q N ayi Q n y W E O c d m n d m C d w d d C O VI _C O A � 0 d ^O t -2 L O y n c a d y m c d' N E ,u V w O O u U � 85 uj ' W 12 a U O U n c c d C s d c tO > V c o w'g n o oaEicom n w $ U t 0 V a.0 E Lti N U N E O O y 7 ir C � m W W y 9 A m N >, O C W m O y d 10 2 12 O W C d v E 4 c o o > E d � om aa m 0 0 O m U T n LL 4 H o LL Q m n = Z IL 0 85 CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 07/28/14 THROUGH 08/17114 Date Pa ee Amount Description 7/31/2014 Unum 248.40 Long Term Care Premium 7/31/2014 CA Infrastructure Bank 418,709.76 Semi Annual Infrastructure payment 7/31/2014 State of CA EFT 2,378.14 EFT Child support payment 8/1/2014 Health Comp 2,153.60 Weekly claims 8/1/2014 Manufacturers & Traders 22,752.03 457 payment Vantagepoint 8/1/2014 Manufacturers & Traders 477.31 ROTH IRA payment Vantagepoint 8/1/2014 Manufacturers & Traders 5,270.93 401 payment Vantagepoint 811/2014 US Bank - Trust Acct 7,686.88 PARS payment 8/1/2014 South Bay Credit Union 13,980.38 Payroll credit union deduction pmt 8/1/2014 Nationwide NRS EFT 43,068.80 EFT 457 payment 8/1/2014 Nationwide NRS EFT 1,979.73 EFT 401a payment 8/4/2014 IRS 234,484.50 Federal 941 Deposit 814/2014 Employment Development 3,843.72 State SDI payment 8/4/2014 Employment Development 48,711.27 State PIT Withholding 8/6/2014 Cal Pers 439,646.06 EFT Health Payment 8/6/2014 Cal Pers 108,138.10 EFT Retirement Misc 8/6/2014 Cal Pers 273,473.23 EFT Retirement Safety 816/2014 Cal Pers 2,785.78 EFT Retirement Safety - Police 8/6/2014 Cal Pers 5,964.54 EFT Retirement Misc 8/7/2014 Lane Donovan Golf Ptr 22,822.95 Payroll Transfer 8/8/2014 Health Comp 634.14 Weekly claims 8/11/2014 West Basin 1,602,745.46 H2O payment 8/15/2014 Health Comp 651.55 Weekly claims 8/15/2014 Manufacturers & Traders 22,675.18 457 payment Vantagepoint 8/15/2014 Manufacturers & Traders 477.31 IRA payment Vantagepoint 8/15/2014 Manufacturers & Traders 5,270.93 401 payment Vantagepoint 8/15/2014 US Bank - Trust Acct 7,683.26 PARS payment 8/15/2014 South Bay Credit Union 13,980.38 Payroll credit union deduction pmt 8/15/2014 Nationwide NRS EFT 42,583.62 EFT 457 payment 8/15/2014 Nationwide NRS EFT 1,979.73 EFT 401a payment 8/15/2014" State of CA EFT 2,378.14 EFT Child support payment 7/26/14 - 8/1/14 Workers Comp Activity 15,056.21 SCRMA checks issued 812/14 - 8/8/14 Workers Comp Activity 19,626.95 SCRMA checks issued 8/9/14 - 8/15/14 Workers Comp Activity 98,000.86 SCRMA checks issued DATE OF RATIFICATION: 08118/14 TOTAL PAYMENTS BY WIRE: 3,492, 319.83 Certified as to the accuracv of the wire transfer. by: r�/ /IY Da (e 1-�-ki s� Date , � U- �) 4 , �, Date 3,492, 319.83 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 8/18/201%6/1 SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL MONDAY, August 04, 2014 El Segundo Public Library 111 W. Mariposa Avenue, El Segundo, CA 90245 5:00 p.m. 5:00 P.M. SESSION CALL TO ORDER— Mayor Fuentes at 5:00 PM PLEDGE OF ALLEGIANCE — Council Member 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) Pursuant to Government Code § 54954.3(a), the only public comment that will be permitted during this Special Meeting is that pertaining to the agenda item listed below. 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. Kim Thoman, El Segundo PTA Council President, spoke on behalf of the Library and Crossing Guard partnership with the City and the ESUSD. Kendra Walther, resident and Center Street PTA President, spoke on behalf of the Library and Crossing Guard partnership with the City and the ESUSD. Kristen Patterson, resident, spoke on behalf of the Library and Crossing Guard partnership with the City and the ESUSD. Melissa Moore, Superintendent of ESUSD, spoke on behalf of the Library and Crossing Guard partnership with the City and the ESUSD. Cathy Shearon, resident, spoke on behalf of the Library and Crossing Guard partnership with the City and the ESUSD. Dr. Antonio Mendez, resident, commented on the OpenGov part of our web site. Ron Swanson, resident and business owner, concerned with the proposed budget cut of crossing guards for the schools. Jane Friedkin, resident, commented on assisting the ESUSD, Mrs. Friedkin has stated the well has run dry and the City must take care of itself first. Chris Powell, former school Board Member and CFO for the ED! Foundation, feels the funds are necessary for the school district. The Ed! Foundation has done well, however, the funds for this year have been allotted. Mike Lipsey, resident, commented on the need for crossing guards in the district. MINUTES OF THE SPECIAL CITY COUNCIL MEETING (SPS) August 4, 2014 PAGE NO. 1 87 Loretta Frye, resident, stated the citizens elect a Council to run and take care of our City and the school board is elected to take care of the schools. Ms. Frye commented on other sources of income for the ESUSD. Dr. Bill Watkins, school board member and resident, spoke on behalf of the library and the Crossing Guard partnership with the City and the ESUSD. Council Commented on the Public Communication received by the residents. SPECIAL ORDERS OF BUSINESS: Consideration and possible action regarding a strategic planning workshop resulting in City Council guidance to staff for completing preparation of the Fiscal Year 2014 -2015 Budget which includes a discussion of all City revenues and expenditures for the 2014 -2015 budget. Staff will present a brief overview of policy issues, challenges /limitations, staff proposed goals and strategies associated with preparation and planning of the fiscal year budget including, without limitation, the following matters: Greg Carpenter, City Manager, introduced the presentation. a. Review of changes to FY 2014 -2015 Preliminary Budget since June 26, 2014 Strategic Planning Session. Deborah Cullen, Finance Director b. Yearend Fund Balance Update based on projected FY 2013 -2014 yearend revenues and expenditures. Deborah Cullen, Finance Director Meeting recessed at 6:15 PM Meeting resumed 6:27 PM c. Three -Year Forecast — Staff's presentation three year Budget forecast and Council discussion and direction regarding this forecast. Mayor Fuentes opened the discussion for Council to discuss the possible reductions in the City departments shown in "Reducing the Budget Deficit" handout. (Items d and a on the Agenda) d. Options for expenditure reductions — Presentation by staff regarding potential expenditure reductions and Council discussion and direction regarding these proposals. e. Options for program reductions and /or revenue increases - Presentation by staff regarding potential program reductions and Council discussion and direction regarding these proposals. Council voted on Service /Staffing Reduction Options by Department: FIRE DEPARTMENT: 1. Run short up to 3 Suppression Positions Daily — FAILED Yes; 2 (Atkinson, Dugan) No; 3 (Fellhauer, Fuentes, Jacobson). MINUTES OF THE SPECIAL CITY COUNCIL MEETING (SPS) August 4, 2014 PAGE NO. 2 :: FINANCE DEPARTMENT: 2. Freeze FT Accounting Technician Position — backfill with PT — PASSED 5/0 HUMAN RESOURCES DEPARTMENT: 3. Reduce PT City Receptionists service hours — PASSED 5/0 4. Reduce Non personnel budget — FAILED Yes; 1 (Dugan) No; 4 (Atkinson, Fellhauer, Fuentes, Jacobson, ,) CITY'S MANAGER DEPARTMENT: 5. Reduce two FT Administrative Positions to one FT and one PT - FAILED Yes; 1 (Dugan) No; 4 (Atkinson, Fellhauer, Fuentes, Jacobson) PLANNING & BUILDING SAFETY: 6. Reduce Contractual Services — FAILED 0/5 LIBRARY SERVICES DEPARTMENT: 7. Reorganize staffing and freeze vacant position —PASSED 5/0 POLICE DEPARTMENT: 8. Reduce Staff by two sworn positions — PASSED 5/0 RECREATION & PARKS DEPARTMENT: 9. Freeze FT Park Maintenance Worker — backfill with PT — PASSED 5/0 10. Terminate Services Agreement with Tree Musketeers — FAILED 0/5 11. Reduce park repairs and projects — FAILED Yes; 2 (Fellhauer, Jacobson) No; (Atkinson, Dugan, Fuentes) 12. Reduce operating hours of various Recreation facilities — $41,000.00, Council Member Fellhauer proposed only $20,000.00 in cuts. PASSED Yes: 3 (Fellhauer, Fuentes, Jacobson) No; (Atkinson, Dugan) * *Mayor Fuentes asked for a matrix on usage of the various recreation facilities ** 13. Reduce Acacia Pool hours — PASSED Yes; 4 (Atkinson, Fellhauer, Fuentes, Jacobson) No; 1 (Dugan) 14. Reduce recreation facility supplies and projects - $12,000.00, Council Member Atkinson proposed only $6,000.00 in cuts. PASSED Yes; 3 (Atkinson, Fuentes, Jacobson) No; 2 (Dugan, Fellhauer) 15. Reduce Special Event Budget — PASSED 5/0 16. Reduce Cable TV programming (PT salaries) — FAILED 5/0 17. Reduce Cable TV operating supplies — FAILED Yes; 2 (Atkinson, Jacobson) No; 3 (Dugan, Fellhauer, Fuentes) PUBLIC WORKS DEPARTMENT: 18. Staff reductions — FAILED 0/5 19. Reduce supplies — FAILED 1/4 Yes; 1 (Jacobson) No; 4 (Atkinson, Dugan, Fellhauer, Fuentes) 20. Reduce services — FAILED 1/4 Yes; 1 (Dugan) No; 4 (Atkinson, Fellhauer, Fuentes, Jacobson) MINUTES OF THE SPECIAL CITY COUNCIL MEETING (SPS) August 4, 2014 PAGE NO. 3 19 CITY TREASURER: 21. Reduce supplies & services — PASSED 3/2 Yes; 3 (Atkinson, Dugan, Jacobson) No; 2 (Fellhauer, Fuentes) CITY CLERK: 22. Reduce supplies & services — FAILED 0/5 PROGRAM REDUCTION OPTIONS: Items 23 -25 were voted on during a previous Strategic Planning Session. Items 26 -28 for the preliminary budget will remain as is and will be brought back at a later date for further discussion after the City /Schools Affairs Subcommittee meeting. Council Member Fellhauer brought back to the table the discussion of council members receiving medical benefits for life after 5 years of service. Council Member Fellhauer does not see the value in Council Members receiving retirement benefits as well. Council Member Fellhauer would like the Council to voluntarily remove themselves from these programs. Council Discussion Council directed staff to prepare a report on what the process would be to change the retiree medical benefits for City Council Members and all city employees and the PERS participation for City Council. ADJOURNMENT at 7:49 PM Tracy Weaver, City Clerk MINUTES OF THE SPECIAL CITY COUNCIL MEETING (SPS) August 4, 2014 PAGE NO. 4 90 SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, AUGUST 26, 2014, 6:00 P.M. CALL TO ORDER — Mayor Fuentes at 6:00 PM ROLL CALL Mayor Fuentes - Present Mayor Pro Tern Jacobson - Present Council Member Atkinson - Present Council Member Fellhauer - Present Council Member Dugan - Present PUBLIC 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 may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et seq.) for the purposes of conferring with the City's Real Property Negotiator; and /or conferring with the City Attorney on potential and /or existing litigation; and /or discussing matters covered under Government Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators; as follows: CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6):-8- matters 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) Agency Designated Representative: City Manager and Steve Filarsky ADJOURNMENT at 8:34 PM Tracy Weaver, City Clerk MINUTES OF THE SPECIAL CITY COUNCIL MEETING AUGUST 26, 2014 PAGE NO. 1 91 EL SEGUNDO CITY COUNCIL MEETING DATE: September 2, 2014 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding a request from the El Segundo Kiwanis Club to operate a portion of their Beer Garden on public property from 11:00 a.m. to 5:00 p.m. during the Kiwanis sponsored 38th Annual Richmond Street Fair on Saturday, September 27, 2014. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1. Approve the request from the El Segundo Kiwanis Club to operate a portion of their Beer Garden on public property during the Kiwanis sponsored 38th Annual Richmond Street Fair, subject to compliance with all Alcohol Beverage Commission regulations and permits; 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: Site Plan FISCAL IMPACT: $0 Amount Budgeted: $0 Additional Appropriation: N/A Account Number(s): N/A PREPARED BY: Jackie Day, Administrative Specialist REVIEWED BY: Meredith Petit, Director of recreation and Parks APPROVED BY: Greg Carpenter, City Manager BACKGROUND & DISCUSSION: The El Segundo Kiwanis Club is sponsoring the 38th Annual Richmond Street Fair to be held in downtown El Segundo on Saturday, September 27, 2014. As a component of the event, the El Segundo Kiwanis Club has requested to operate a portion of their Beer Garden on Grand Avenue, adjacent to the food court section of the fair from 11:00 a.m. to 5:00 p.m. El Segundo Municipal Code Section 7 -6 -8 states that is unlawful to drink any alcoholic beverage or possess an open container of any alcoholic beverage upon any public street, alley, sidewalk, pathway, parking lot, park, beach, or other public property. The El Segundo Kiwanis Club is experienced in operating beer gardens at local special events, including the Hometown Fair and Richmond Street Fair. The Club has a proven track record in upholding state regulations and believes that the beer garden is a very popular and well- received component of the event. Additionally, the El Segundo Police Department has no reported incidents related to the Beer Garden at this event in previous years. rV 92 GRAND AVE -------- FRANKLIN AVE. x r i 1 1 Os ■ ■ r a .r r r ■ M i � ■ 'a ■ r ti •i ■ ■ a r ■ i a � Em s �■ ■ r ■ s ■ ■ ■ s r N N a r r ■ r ■ ■ r a ■ r a 'N a ■ N a ■ r ■ r � r r a w I CHEVRON PARKING GOT FAIR PARKWG EL SEGUNDO BLVD. cum vs 'Awt wrrc CRY F= C7 z o 0 FRANKLIN AVE. U) Z CQ C GRAND A VE. sHfi X -LEA r xR d carne won 0 vm A VAM* 4a fw mu AwAmw ® um r mm rover rp r■ pm 91 EL SEGUNDO CITY COUNCIL MEETING DATE: September 2, 2014 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding awarding a contract to Big West Construction, Corp. for construction at twenty -six (26) homes related to Project No. RSI 14 -11 (Group 55 of the City's Residential Sound Insulation Program) (Estimated construction costs: Not to exceed $840,865) RECOMMENDED COUNCIL ACTION: 1. Waive minor irregularities in the bid from Big West Construction, Corp.; 2. Award a contract to Big West Construction, Corp. for project RSI 14 -11 (Group 55); 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 Big West Construction Corporation 3. Bidder's Statement on Previous Contracts Subject to EEO Clause form submitted by Big West as part of their Bid 4. Buy American Clause form submitted by Big West as part of their Bid 5. Letter from Hunt Ormann, dated August 13, 2014, on behalf of Karabuild Development, Inc. 6. Email from Richard Mah, dated August 15, 2014, on behalf of Karabuild Development, Inc. 7. Email from Richard Mah, dated August 18, 2014, on behalf of Karabuild Development, Inc. 8. Cover Sheet for Addendum #1, dated July 17, 2014 9. Pages 22, 23, 34 and 35 of the Schedule of Values submitted by Big West 10. Page 259 of the Contract Documents (part of Section 08 32 20 listing requirements of Product Submittals for Secondary Sliding Glass Doors) 11. Document (2 pages) from Specialty Door Company, Inc. claiming that Mon -Ray meets project requirements, while "other bidders" do not, including title 24 12. Letter from Mon -Ray to Specialty Door Company, dated August 12, 2014 13. Email dated August 21, 2014 from Big West claiming that Karabuild informed it of their intent to protest the Big West bid if Karabuild "did not get [Group] 57, 58 or 59" FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $12,000,000.00 Additional Appropriation: N/A Account Number(s): 116 - 400 - 0055 -8960 (RSI Program Construction) PREPARED BY: James O'Neill, Program Manager REVIEWED BY: Sam Lee, Director of Planning uilding Safety APPROVED BY: Greg Carpenter, City Manager BACKGROUND & DISCUSSION: 7 On July 22nd, 2014 the City Clerk's office opened bids for Project RSI 14 -11 (Group 55 of the City's 94 Residential Sound Insulation (RSI) Program). Four (4) bids were submitted and the results are as follows: Big West Construction Corporation $ 764,423.00 Karabuild Development, Inc. $ 809,729.00 Professional Services Construction $ 877,768.00 Harry H. Joh Construction $1,028,472.00 The staff estimate for the project was calculated to be $882,683. In the attached letter, dated August 13, 2014, Karabuild claims that the Bid submitted by Big West is non - responsive for six reasons, summarized in italics below. Staff has carefully reviewed Karabuild's claims and found the following: Claim 1: The submittal cover sheet used does not conform to requirements Finding: Big West submittal cover sheets were not identical to the sample submittal cover sheet provided in Appendix D -02 of the Contract Documents; however, the Contract Documents do not require bidders to utilize the sample submittal cover sheet format and the submittal cover sheet provided by Big West appears to meet all applicable requirements. Even if Big West's submittal cover sheet constituted an irregularity (which is does not), Big West's submittal cover sheet did not affect the amount of Big West's Bid and did not give Big West an advantage or benefit in the bidding process, so that the City Council may waive such a minor irregularity. Claim 2: Big West submitted its Bid on the wrong Bid Form Finding: Although Big West submitted its Bid on the Bid Form originally included in the Contract Documents (Appendix B-0 1), not the "Revised Appendix B -0 1" included in Addendum #1, the addendum did not require Bidders to utilize the revised form. Karabuild also claimed that Big West's Bid failed to include the required price for work related to security systems for Homes 55.06 and 55.11; Big West's Bid, however, included these values in their Schedule of Values. Even if Big West's Bid Form constituted an irregularity (which is does not), Big West's Bid Form did not affect the amount of Big West's Bid and did not give Big West an advantage or benefit in the bidding process, so that the City Council may waive such a minor irregularity. Claim 3: Big West failed to provide mandatory information regarding the secondary sliding glass doors it proposed to utilize on the project Finding: The Contract Documents required bidders to provide certain information as part of their product submittals, such as Sound Transmission Class (STC) rating test reports, air infiltration test reports, and water penetration test reports regarding secondary sliding glass doors. Although Big West did not provide such information, staff has confirmed with both manufacturers (Torrance Aluminum and Mon -Ray) that neither manufacturer can provide all of the information required of the product submittals for secondary sliding glass doors (including showing verification of the U- value of their respective secondary sliding glass doors, nor approval of the California Energy Commission and compliance with Title 24 energy requirements.) Notably, Karabuild previously utilized the Torrance Aluminum secondary sliding glass door product on El Segundo RSI project Groups 42 and 48. 95 Claim 4: Big West failed to provide two (2) forms for its subcontractors Finding: The two forms questioned by Karabuild (namely, the "Bidder's Statement on Previous Contracts Subject to EEO Clause" and the "American -Steel and Manufactured Products for Construction Contracts ") are not required to be submitted by subcontractors with the Bid Claim 5: Big West failed to complete bid forms, leaving some fields blank Finding: Although Big West did leave some blank fields on the "Designation of Manufacturers and Suppliers" form, the Contract Documents, including the Instructions to Bidders, does not require bidders to complete all blanks on the form in question. Additionally, the blanks do not give Big West an advantage or benefit in bidding and does not equate to a material irregularity. Thus, the City Council may waive such as a minor irregularity. Claim 6: An irregularity exists on Big West's Bid Bond Finding: The Bidder's Bond submitted by Big West substantially respond to the requirements of the Contract Documents by providing a dollar amount. There is nothing that would prevent the City Council from waiving this matter as a minor irregularity. In an abundance of caution, staff recommends that the City Council treat all the matters raised by Karabuild's protest as a minor irregularities; the City Council may then waive irregularities and award the contract to Big West. The amount requested for the contract is $840,865 which represents the amount of the bid submitted by Big West Construction Corporation ($764,423.00) and an additional 10% for contingencies. Construction is scheduled to start on January 5th, 2015 and complete by February 26th, 2015, with Contractor Site Evaluations scheduled for September 22nd — 26th, 2014. 96 CITY OF EL SEGUNDO BIDIRFP LOG BID NO. #RSI 14 -11 City of Ell Segundo Residential Sound Insulation Group 55 Date of BID Opening: Wednesday, July 22, 2014 Time of BID Opening: 11 A.M. Place of BID Openinc: City Clerk's Office COMPANY NAME/ADDRESS Total BID Amount 1. Karabuild Development, Inc. 17337 Ventura Blvd., #215 Encino, CA 91316 S o g a f 2. HJ Harry H. Joh Construction 7303 Somerset Blvd. J 1 Paramount, CA 90723 3. Professional Services Construction, Inc. 17609 Ventura Blvd., Suite 218 �' ``j 76 To ° U Encino, CA 91316 4.Big West Construction Corp. 15331 No 9260 4 a Irvine, CA 9260 76 Y L 5. 6. 7. 8. 9. 10. City Clerk's Office City Clerk's Office RSI, Representative 97 City of El Segundo Residential Sound Insulation Program ' *r RSI 14 -11 (Group 55) 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 -11 iOResidential Sound Insulation Program — Group 55" at the following lumi) sum price: RSI ID Property Address Description Bid Price 55.01 770 West Imperial Ave #30 RSI Improvements $ 9 � 55.02 120 West Walnut Avenue RSI Improvements $ • 2 55.03 122 West Walnut Avenue RSI Improvements $ ' 1 p 57 L4 55.04 732 Loma Vista Street RSI Improvements $ a 6 S 55.05 732 %s Loma Vista Street RSI Improvements $ 1(o, 193 55.06 1132 East Acacia Avenue RSI Improvements $ Li 55.07 650 West Maple Avenue RSI Improvements $ 2- ileA 55.08 227 West Maple Avenue RSI Improvements $ (0 t4 2b 55.09 624 West Oak Avenue RSI Improvements $ 214, �3 55.10 329 East Sycamore Avenue RSI Improvements $ 31 16 55.11 624 West Maple Avenue RSI Improvements $ l0y I, 55.12 324 West Sycamore Avenue RSI Improvements $ 3 55.13 521 East Sycamore Avenue RSI Improvements $ 3 3 '41 55.14 528 West Maple Avenue RSI Improvements $ ;�, 5', 3Y 55.15 532 West Maple Avenue RSI Improvements $ 33 (c(os 55.16 823 Penn Street RSI Improvements $ '1 S Bidding Form Appendix B -010'^-I. Last Modified: January 23is14 Bidder's Proposal and Statement �� I iq 8 City of El Segundo `�" Residential Sound Insulation Program . ��- • RSI 14 -11 (Group 55) 55.17 823 % Penn Street RSI Improvements $ 19, 9- 55.18 1123 East Acacia Avenue RSI Improvements $ 3019 09(0 55.19 853 McCarthy Court RSI Improvements 1364-30 55.20 231 West Maple Avenue RSI Improvements $ f„19 i Ll 3 55.21 543 East Walnut Avenue # 1 RSI Improvements $ 55.22 543 East Walnut Avenue # 2 RSI Improvements $ 55.23 543 East Walnut Avenue # 3 RSI Improvements $ ('Z $7F 55.24 543 East Walnut Avenue # 4 RSI Improvements $ (� 55.25 543 East Walnut Avenue # 5 RSI Improvements $ i 3 55.26 543 East Walnut Avenue # 6 RSI Improvements s110 ()6 0 Total Bid (Contract Sum) C-yet1 H um) loe% si �fv FO-Vt k -V6 &AN L7 �JR � y►J� (words) 'rW E1Jr%./ TN REE 0 ©t.1.. (figures) In case of discrepancy between the words and figures, the words must prevail Contractor Representative: 1 signature Name (printed or typed) Title: 12ESi 17e->.rT Name of Firm: N11 We co'- 04--rivaj C7 vi470Avj1cr.3 Address: 15331 NORMALj iE ;rltyi,u� , C4- 9 X-D LI Telephone Number: 4q -9 1 - 2-L-V! IV-U X25 Z1 12-01 L) i to Contractor's State License Number: License Expiration Date: S'- 31 -2.ot_q Type of Entity: ❑ Sole Proprietorship ❑ Partnership � Corporation* [] Other * If Corporation, evidence of authority to sign must be attached Bidding Form Appendix B -0� Last Modified: January 239014 Bidder's Proposal and Statement M City of El Segundo Residential Sound Insulation Program •' RSI 14-11 (Group 55) Bidder's Statement on Previous Contracts suNect to EEO Clause The Bidder'P has participated 0 has not participated in a previous contract subject to the equal opportunity clause prescribed by Executive Order 11246, as amended, of September 24, 1965. The Bidder �O has submitted ❑ has not submitted all compliance reports in connection with any such contract due under the applicable filing requirements; and that representations indicating submission of required compliance reports signed by proposed subcontractors will be obtained prior to award of subcontracts. If the Bidder has participated in a previous contract subject to the equal opportunity clause and has not submitted compliance reports due under applicable filing requirements, the Bidder must submit a compliance report on Standard Form 100, "Employee Information Report EEO -1" prior to award of the contract. Note: Failure to complete the blanks may be grounds for rejecting the bid. I declare under penalty of perjury that the foregoing is true and correct. Name of Firm: &rl_ L'P 9�� a 0L't i (-¢ ' n 1� i City of El Segundo Residential Sound Insulation Program Oxwxiiv° IT RS1 14 -11 (Group 55) Buy American — Steel and Manufactured Products for Construction Contracts The Contractor agrees that only domestic steel and manufactured products will be used by the Contractor, Subcontractors, materialmen, and suppliers in the performance of this Contract, as defined in A. below. A. The following terms apply to this clause: 1. Steel and manufactured products. As used in this clause, steel and manufactured products include: a.) those products produced in the United States or b.) a manufactured product produced in the United States, if the cost of its components mined, produced or manufactured in the United States exceeds sixty percent (60 %) of the cost of all its components and final assembly has taken place in the United States. 2. Components. As used in this clause, components means those articles, materials, and supplies incorporated directly into steel and manufactured products. 3. Cost of Components. This means the costs for production of the components, exclusive of final assembly labor costs. Name of Firm: �Q�,� '` CQt -('Otj !- 7�D+LI+? -1 oN �t Address: 1 S'� j 1 M a lZ Telephone Number: R CO igr- 'L'L 0 Contractor Representative: 1-0 VA _6447Z Title: Signature: Dated this 17— day of TJ d _. 22014. Bidding Form Appendix B -09 Last Modified: January 24if 14 Buy American Clause I41011AR :MAII i� -mail: mall,( hurntortniann.com 9909,0111 August 13, 2014 CITY OF EL SEGUNDO Residential Sound Insulation Program 333 Main Street L, i Segundo, CA 90245 Attention: James S. O'Neill, Program Director Re: City of El Segundo -14 -11 Groun 55 To Mr. O'Neill: Hunt Hunt Ortntann halrry Nieves Darling Attorneys At Law & ,Mail, Inc. ']'his Firm represents Karabuild Development, Inc. ( "Karabuild ") in reference to c,le above sulajeci project. The. apparent low bidder was Big West Construction Corporation ( "Big, West"). As, discussed herein, the bid, of Big. West is non - responsive, thereby making Karabuild 0-1c.lo%vest. responsive and responsible bidder. Defects lit the laic! of 113i We The bid of Big West is defective and non- responsive in several respects. I. The submittal cover sheet used by Big West does not conform to the submittal cover sheet mandated by the specifications: 2. Big West provided its numerical bid on the wrong "Bidders Proposal and Statemeat" term. Addendum No. I expressly specified that bidder's utilize the bidders form provided. This is particularly important due to the fact that RSI I.D. No.: 55.06 and 55.11 contain mandated bid numbers for security systems. Thus. the Big West bid fails to include security systems for RS] I.D. Nos. 55.06 and 55.1 l . :1. Big N'vest's hid` is non- responsive in that it fails to provide mandatory information concerning the st:condary sliding glass doors. Specifically, the required STC test report, are not available, and the required air and,-water infiltration test is also missing, thereby failing to meet tiie requirements c' f the specifications. 4. The signed "13idclers Statei;nent on Previous Contracts Subject to L:rO Clause" form !Iati not been submitted for subcontractors as required by the specifications. 6i0008.I KNI2946.001 301 North Lake Avenue, 7th Floor • Pasadena, CA 91101 -5118 • Voice: 626- 440 -5200 • Fax: 626- 796 -0107 • www.hunwrun;u , James S. O'Neill August 13, 2014 Page 2 5. A signed " American -Steel and Manufactured Products for Construction Contracts" form was not included for subcontractors as required by the specifications. 6. Big West failed to completely fill in bid forms as required by the specifications. For instance, in the "Designation of Manufacturers and Suppliers" form, several fields were left blank. The law concerning responsiveness is clear. "Responsiveness focuses on whether the bid submitted by the contractor conforms to the call for bids. There is a variance in a contractor's bid which effects the amount of the bid or gives a bidder and advantage or benefit not allowed tinder the bidder. it renders the bid. invalid." Konica Business Machines v. Regents of University of California (1998) 206 Cal.App. 3`d 449. The laws concerning "responsiveness" are intended to ensure that public bidding is fair and competitive. Because of the potential for abuse arising from deviations from strict adherence to standards which promote these benefits, the letting of public contract universally receives close judicial scrutiny and contracts awarded without strict compliance with biddinIM requirements will be set aside. See, Dumar Electric, Inc. v. City of Los Angeles (1994) 9 Cal. 4" 161. A bid is responsive if it promises to do what the bidding instructions demand. (Great Wes•r Contractors, Iric. v. Irvine Unified School District (2010) 187 Cal.App. 4`h 1425.) A bid which -,substantially conforms to a call for bids may, though it is not strictly responsive, be accepted if rthe variance cannot have affected the amount of the bid or give a bidder an advantage or benefit not allowed other bidders or, in other words, if the variance is inconsequential. The test for measuring whether a deviation and a bid is sufficiently material to destroy its competitive nature is whether the variation affects the amount of bid by giving the bidder an advantage or benefit not enjoyed by the other bidders. See Ghilotti Construction v. City of Richmond (1996) 45 Cal.App. 4 "' 897. As discussed above, the deficiencies of the Big West bid rendered the bid non - responsive and non- waivable. In particular, several of the deficiencies clearly fall on the category of providing Frig West with an unfair advantage not enjoyed by the other bidders. By utilizing the incorrect bid form, Big West failed to adhere to Addendum No. 1 and its requirement that bidders utilize a Mandatory Bid Form, which importantly, contained amounts for a security system on two different line items. It is obvious that the failure of Big West to utilize this form, renders its bid non- responsive and it provides Big West with an economic advantage by allowing Big West to exclude the required scope work in its bid. Moreover, any irregularity with a bid bond, such as seen here in Attachment 1, provides a prospective bidder with unilateral discretion to provide the required mandatory documents. 65MOH.1 100 2946,001 103 James S. O'Neill August 13, 2014 Page 3 Conclusion For the foregoing reasons, Karabuild respectfully requests that the City of El Segundo reject the bid of Big West as non - responsive. Karabuild further urges the City of El Segundo to award the contract to Karabuild as the lowest, responsive and responsible bidder. Very truly yours, GI A/X0 4 P10 4- - /I Richard Mah RM:nat Attachment cc: Karabuild Development, Inc. 650008.1 RM 2916.001 104 ATTACHMENT 1 105 Cily of F1 Segundo Residential Sound Insulation Pr( #-5 R81 14 -11 (Group 55) .Bidder's Band (Not ne omary when cashier's check ctccompanies Bidder's Proposal and Slatainent) Bid WesL ConSLrUCtion Corporation — . . --- . ., __., Lis principal ("Principal") and North American Specialty Insurance Company 9 corporation incorporated under the laws U1 the Slat' of, New Ham shi ,,e find licensed by the S(wt.- of Calilbrnia to exccu(c bands and undcll.alkinp its sulo surety, as surety ( "Surety "), our heirs, exe(wicn -S. administrutor5. succe;;mr s, and assipx, arc; ,jointly and severally b(iiind to the City of 1.1 Segundo, a general law city and municipal corporation existing wider tic laws of'C'alilloroial, Bid Amount: Putt to h'XCPC:d Eiglek +/ Eight Thousand 0/100 dollurt; (S__80,000,00 —) t 1 Ise Iprid,,,cnc1 ftrr ��t,rJ to Micf�sfv, iN SUCO" A's �li�d,. Ssir ls,,,ki Ilse 13ici ctf'tlu undersigr,cd. Principal ivitl� ti �rcci'ta- ]'t.51 t�4 -�:1{ Ifit�ie3ur�ti.�E :`pound Insulation P,rnkrstm - G'raup SS. ('`5'roject "), as specifically set forth in tho Contract Documents, is ticecptatl and the proposed Cont- aw is awarded to said Principal. and said Principal fails or rcfuws to execuic tftc Residential $ound Insulation Rrograni C'ontncc.t governing the Project in accordance with tiuch Bid as accepted and the ('ontrai;l Ductiments. SIGNC'.T) AND SLALRD this..._ 14 day of July �-...1 2014 Big W r7L Construction Corporation North Acl Vic Specialty Our.-alco Company Principal's i'residenl ' it, ly"3 re%id nt Yung T. Muiliuk, Attoney -in -Fact F'ri�t l7ctl`s 5ccrctary Sure13.'s Secrctara !rote: Ri,1, :;i nalures marl bo icknowludgccl by a notary public. Principal'~ Mailing Address Big West Construction Corporation 15331 Normandie Ave., Irvine, CA 92604 Ridding form Ricldef's I3ond :surety's Mnilh)F Address North American Soec,ialty Insurance Company 6 Hutton Centre Drive, Suite 050, Santa Ana, CA 92707 R -02 Lost Modified: .Nnutiry?9, 2014 106 O'Neill, James From: Natalie Urbino <urbino @huntortmann.com> Sent: Friday, August 15, 2014 1:06 PM To: O'Neill, James; Richard Mah Cc: soundproofing @karabuild.com; King, David; Shilling, Mona Subject: RE: City of El Segundo - 14 -11 Group 55 Attachments: Exhibits 1 -4 re Karabuild_s Response.PDF Importance: High Dear Mr. O'Neill — In response to your August 14, 2014 email requesting clarification to Karabuild Development, Inc.'s Bid Protest, Karabuild provides the following response: 1. The City of El Segundo provided the forms to all prospective bidders in providing a response to the subject project. All bidders, including Karabuild, used the proper submittal form (attached as Exhibit 1) — all except Big West. Big West provided a non - conforming submittal, which is attached as Exhibit 2. Since the submittal form was mandated by the agency, the use of a different submittal cover sheet by Big West renders its bid non - responsive. 4. Attached as Exhibit 3, is the required "Bidders Statement on Previous Contracts Subject to EEO Clause." Karabuild provided this signed form in its bid response, however, Big West did not. Again, this renders the bid of Big West non - responsive. 5. Attached as Exhibit 4 is the "American Steel Manufactured Products for Construction Contracts" form which was required by the invitation for bids. Karabuild provided the signed form, whereas Big West did not. Big West failed to meet the call of the bids and thus its bid is non - responsive. Finally, you requested clarification concerning the statement that Big West's failure to provide a conforming bid bond provides it with the unilateral discretion to provide required mandatory documents. The bidders were required to provide a bid bond in the amount of 10% of their bid. Big West's bid bond was conditional and provides a not to exceed amount. The fact that the not to exceed amount is above 10% of the Big West bid, is of no consequence. Now that the bids are open, Big West has the opportunity to review all bids and to determine whether it wants to submit the proper mandatory bid documents. (See, Valley Crest Landscape, Inc. v. City Council of Davis (1996) 41 Cal.App. 4`h 1432, where the court concluded that the low bidder in the Valley Crest case had an unfair advantage because it could have withdrawn its bid.) I hope this clarifies Karabuild's position concerning its bid protest in the above project. Karabuild respectfully submits that it is the lowest responsive and responsible bidder. Please let us know if you have any further questions. Richard Mah Natalie Urbino, on behalf of Richard Mah 107 Secretary, Assistant to Richard Mah, Michelle Strassburg & Fernando Saldivar Hunt Ortmann Palffy Nieves Darling & Mah, Inc. 301 North Lake Avenue, 7th Floor Pasadena, CA 91101 -1607 phone 626- 44D -5200 I fax 626. 796.0107 1 www,hunlortmann,com From: O'Neill, James [mailto:JONeill @elsegundo.org] Sent: Thursday, August 14, 2014 11:54 AM To: Richard Mah Cc: soundproofing @karabuild.com; King, David; Shilling, Mona; Natalie Urbino Subject: RE: City of El Segundo - 14 -11 Group 55 Mr. Mah- Please clarify Karabuild's claim with regards to items 1, 4 and 5, as well as the claim that the irregularity with the bid bond provides Big West "unilateral discretion to provide the required mandatory documents," in your letter dated August 13, 2014. James S. O'Neill Program Manager City of El Segundo Residential Sound Insulation Program 333 Main Street Unit A El Segundo, California 90245 (310) 524 -2352 phone (310) 662 -4052 fax ioneill @elseeundo.ore From: Natalie Urbino [mailto:urbino @huntortmann.com] Sent: Wednesday, August 13, 2014 11 :30 AM To: O'Neill, James Cc: soundproofing @karabuild.com; Richard Mah Subject: City of El Segundo - 14 -11 Group 55 Importance: High Mr. O'Neill — Attached please find Karabuild Development, Inc.'s bid protest letter regarding the above - subject matter. Please be advised that this is also being sent via U.S. Mail. If you have any problems opening this attachment, please do not hesitate to contact me. Thank you, Hunt Hunt Ortmann Palffy Nieves Darling & Mah, Inc. L 301 North 1-ahe Avarwe 7th Floor t Yi d' L)I � �P: P95adena 1,A 91 101 - 1.3117 www,huntortmann.com Natalie Urbino Secretary Assistant to Ric!7ard rvlah. F.1ici,LllM, urbino @huntortmann.com Strassbug & Fernando Saldivar phone 626- 440 -52001 fax 626- 796 -0107 1 Download v -card IA Co�+iid,n�li �.li;y �Juln,c 108 EXHIBIT 1 110 'Submittal # XYZ Construction Company 123 Main Street Anytown, USA 00000 (000) 000 -0000 (000) 000.0000 (fax) To: City of El Segundo Date: 02 -01 -2012 Attention: Construction Coordinator Residential Sound Insulation (RSI) Program Re: RSI _ (Group XX) 333 Main Street — El Segundo, California 90245 (310) 524 -XXXX (310) 662 -XXXX STC 44 Horizontal Sliding (X -X) Vinyl Windows Total Number of Pages included in this Submittal: XX Applicable Sections: Section 01 33 00 (Submittal Procedures) Section 08 53 00 (Vinyl Windows) Are there any requirements of the Contract Documents that would not be met by using this /these product(s): ❑ No ❑ Yes (if yes, describe what requirements would not be met, and why you feel the product(s) should be used despite this fact) As Superintendent for [XYZ Construction Company], I have personally reviewed the attached documentation and certify that the product(s) and /or work that it represents meets or exceeds all applicable requirements of the Contract Documents. [Name of Superintendent] Superintendent for [XYZ Construction Company] :dit�� E • a,��ttrop Tedrli . jEl i� e.lvr t1 t vrt gifts! klty Rt r~IP Urii& RSI Raj. W 12,ni- nthOroin'd'te t r 9fG i t tF�nt 9MOOtf 1 rn ' p3 ct� {yJlR�e91+ 9 �f �]�yle�ky -,x( •: yt�� tr aces�iu�ktP11P . 'rlhti7ej{ 5•r, c a f c 1: r �{{,�� Via.. .,.ry r � •' fir: ,� s c�sr „ # _ PT4 nk 111 112 0 Id e r fo ar ►� 1'4jerY I rEST cnoii Cover Sheet Submittal #1 Bidders proposal and Statement Form To: City of El Segundo Date: 712212014 Attn: Project Coordinator RE: 14 -11 Group 55 Residential Sound Insulation Program 333 Main Street El Segundo, CA 90245 Applicable Sections: Section 0133 00 (Submittal Procedures) Section 00 5100 ( Award and Execution of Contract) Prepared By: Big West Construction Corporation 15331 Normandie Ave. Irvine, CA 92604 (949) 795 -2219 Fax (949) 451 -1506 bigwestconst @aol, corn Are there any requirements of the Contract Documents that would not be met by using this information: V-N 0 ❑ Yes (if yes, Describe what requirements would not be met, and why you feel the products) should be used despite this fact) Total Number of Pages Included in this Submittal: I, "*% Ca L0, as Superintendent for Big West Construction Company, have personally reviewed the attached documentation and certify that the product(s) that it represents meets or exceeds all applicable requirements of the contract documents. Superintendent is capable of answering questions regarding the information in this submittal. N Superizitendent Signature 15331 Normandie Ave. Irvine, CA 92604 • (949)795 -2219 • Fax(949) 451-1506 License #812085 • bigwestconst @aol,com 113 EXHIBIT 3 114 City of El Segundo Residential Sound Insulation Program RSI 14 -11 (Group 55) Bidder's Statement on Previous Contracts subiect to EEO Clause The Bidder ❑ has participated ❑ has not participated in a previous contract subject to the equal opportunity clause prescribed by Executive Order 11246, as amended, of September 24, 1965. The Bidder ❑ has submitted ❑ has not submitted all compliance reports in connection with any such contract due under the applicable filing requirements; and that representations indicating submission of required compliance reports signed by proposed subcontractors will be obtained prior to award of subcontracts. If the Bidder has participated in a previous contract subject to the equal opportunity clause and has not submitted compliance reports due under applicable filing requirements, the Bidder must submit a compliance report on Standard Form 100, "Employee Information Report EEO -I" prior to award of the contract. Note: Failure to complete the blanks may be grounds for rejecting the bid. I declare under penalty of perjury that the foregoing is true and correct. Name of Firm: Address: Telephone Number: Contractor Representative: Signature: Title: Dated this day of _ , 2014. Bidding Form B -08 Last Modified: January 23, 2014 Bidder's Statement on Previous Contracts Subject to EEO Clause 115 EXHIBIT 4 116 City of El Segundo Residential Sound Insulation Program RSI 14 -11 (Group 55) Buy American — Steel and Manufactured Products for Construction Contracts The Contractor agrees that only domestic steel and manufactured products will be used by the Contractor, Subcontractors, materialmen, and suppliers in the performance of this Contract, as defined in A. below. A. The following terms apply to this clause: 1. Steel and manufactured products. As used in this clause, steel and manufactured products include: a.) those products produced in the United States or b.) a manufactured product produced in the United States, if the cost of its components mined, produced or manufactured in the United States exceeds sixty percent (60 %) of the cost of all its components and final assembly has taken place in the United States. 2. Components. As used in this clause, components means those articles, materials, and supplies incorporated directly into steel and manufactured products. 3. Cost of Components. This means the costs for production of the components, exclusive of final assembly labor costs. Name of Firm: Address: Telephone Number: Contractor Representative:_ Title: Signature: Dated this day of , 2014. Bidding Form Appendix B -09 Last Modified: January 23, 2014 Buy American Clause 117 O'Neill, James From: Richard Mah <mah @huntortmann.com> Sent: Monday, August 18, 2014 6:03 PM To: O'Neill, James Cc: soundproofing @karabuild.com; King, David; Shilling, Mona Subject: RE: City of El Segundo - 14 -11 Group 55 Mr. O'Neill: We have a clarification relating to items 4 & 5 below (the "Bidders Statement on Previous Contracts Subject to EEO Clause" and "American Steel Manufactured Products for Construction Contracts" forms). At the time of the bid opening, the subcontractors of Big West failed to submit the forms relating to item 4, and the subcontractors and suppliers of Big West failed to submit the forms relating to item 5, as required by the bid. In contrast, Karabuild's subcontractors complied with item 4 by providing the completed forms in the bid, and Karabuild's subcontractors and suppliers provided the necessary forms in the bid relating to item 5, thus meeting the call of the bid. For these and the other reasons listed below and in our August 13, 2014 correspondence, the Big West bid is non - responsive. Karabuild's bid is the lowest responsive bid. Thank you for your attention to this matter. Richard Mah Shareholder Hunt Ortmann Palffy Nieves Darling & Mah, Inc. 301 North Lake Avenue, 7th Floor Pasadena, CA 91101 -1807 phone 828- 440.52001 fax 828 - 798 -0107 1 www.huntortmann.com From: Natalie Urbino Sent: Friday, August 15, 2014 1:06 PM To: O'Neill, James; Richard Mah Cc: soundproofing @karabuild.com; King, David; Shilling, Mona Subject: RE: City of El Segundo - 14 -11 Group 55 Importance: High Dear Mr. ONeill — In response to your August 14, 2014 email requesting clarification to Karabuild Development, Inc.'s Bid Protest, Karabuild provides the following response: 1. The City of El Segundo provided the forms to all prospective bidders in providing a response to the subject project. All bidders, including Karabuild, used the proper submittal form (attached as Exhibit 1) — all except Big West. Big West provided a non - conforming submittal, which is attached as Exhibit 2. Since the submittal form was mandated by the agency, the use of a different submittal cover sheet by Big West renders its bid non - responsive. 4. Attached as Exhibit 3, is the required "Bidders Statement on Previous Contracts Subject to EEO Clause." Karabuild provided this signed form in its bid response, however, Big West did not. Again, this renders the bid of Big West non - responsive. 118 S. Attached as Exhibit 4 is the "American Steel Manufactured Products for Construction Contracts" form which was required by the invitation for bids. Karabuild provided the signed form, whereas Big West did not. Big West failed to meet the call of the bids and thus its bid is non - responsive. Finally, you requested clarification concerning the statement that Big West's failure to provide a conforming bid bond provides it with the unilateral discretion to provide required mandatory documents. The bidders were required to provide a bid bond in the amount of 10% of their bid. Big West's bid bond was conditional and provides a not to exceed amount. The fact that the not to exceed amount is above 10% of the Big West bid, is of no consequence. Now that the bids are open, Big West has the opportunity to review all bids and to determine whether it wants to submit the proper mandatory bid documents. (See, Valley Crest Landscape, Inc. v. City Council of Davis (1996) 41 Cal.App. 4th 1432, where the court concluded that the low bidder in the Valley Crest case had an unfair advantage because it could have withdrawn its bid.) I hope this clarifies Karabuild's position concerning its bid protest in the above project. Karabuild respectfully submits that it is the lowest responsive and responsible bidder. Please let us know if you have any further questions. Richard Mah Natalie Urbino, on behalf of Richard" Mah Secretary, Assistant to Richard Mah, Michelle Strassburg & Fernando Saldivar Hunt Ortmann Palffy Nieves Darling & Mah, Inc. 301 North Lake Avenue, 7th Floor Pasadena, CA 91101 -1607 phone 626 -440 -52001 fax 626- 796 -0107 1 www.huntortmann.com From: O'Neill, James [mailto:JONeill @elsegundo.org] Sent: Thursday, August 14, 2014 11 :54 AM To: Richard Mah Cc: soundproofing @karabuild.com; King, David; Shilling, Mona; Natalie Urbino Subject: RE: City of El Segundo - 14 -11 Group 55 Mr. Mah- Please clarify Karabuild's claim with regards to items 1, 4 and 5, as well as the claim that the irregularity with the bid bond provides Big West "unilateral discretion to provide the required mandatory documents," in your letter dated August 13, 2014. James S. O'Neill Program Manager City of El Segundo Residential Sound Insulation Program 333 Main Street Unit A El Segundo, California 90245 (310) 524 -2352 phone (310) 662 -4052 fax ioneill@elsegundo.org From: Natalie Urbino [mailto:urbino @huntortmann.com] Sent: Wednesday, August 13, 2014 11 :30 AM 119 To: O'Neill, James Cc: soundproofing@karabulid.com; Richard Mah Subject: City of El Segundo -14 -11 Group 55 Importance: High Mr. O'Neill — Attached please find Karabuild Development, Inc: s bid protest letter regarding the above-subject matter. Please be advised that this is also being sent via U.S. Mail. If you have any problems opening this attachment, please do not hesitate to contact me. Thank you, Hurft Hunt Ortmann Palffy Nieves Darling & Mah, Inc. 301 North Lake Avenue 71h Floor Pasadena. CA 91101-1807 Natalie Urbino www.huntortmann.com Secretary Assistant to Richard Mah. Michelle urbino@huntortmann.com Slrassburg & Fernando Saldivar phone 828 -440 -52001 fax 628-796-0107 1 Download v-card 0 Confid' Pridality Notic Tn�j nfor;n�!iorl :D e, tal�_�ro�ri�: -�-T. a, _rY acc, the ise. of vie r:ended re--!picfjt and fi,a•, be CGIfAr_ 1 3.101 1,;god If on" craa , 1-: S vz: w, ;!):endud er11 _C31,:r1j'1Ze❑ Use, or :,,py i g r, af-o n7zy re -,,, a:%!_, V w s ,:;mwixical,;r' n error p!FF)5e mivi�jia:� , r.�+; �!Y r."w"! e.73: I - 3 1,-, o, ele .-am rr..�!r, yo�. Pursuar.: to aL,01 Caine cau�e fr�qp,.T jLl-: ."r� , C. am r j I� _-:n.y re is -d r, 7nienoEi to bt s?d !iLr ca .se�; :,,! rurc3 es t rro ra el, i st_- 2. �linq iqr, r - a 0 [ter mov� rmothcr oa,j., �i, :rn5 120 City of El Segundo � A Residential Sound Insulation Program Project RSI 14 -11 (Group 55) ADDENDUM NUMBER 1 Date: July 17, 2014 Project: City of El Segundo RSI 14 -11 (Residential Sound Insulation Program — Group 55) To: Prospective Bidders This addendum forms a part of the Contract Documents and modifies the original Bidding Documents. Portions of the Bidding and Contract Documents not altered by this addendum remain in full force. Acknowledge receipt of this addendum in the space provided on the Bid Form. Failure to do so may subject the Bidder to disqualification. Item 1 A Pre -Bid Request for Information / Interpretation was received, asking for clarification on the Superintendent. City's Response: 1. Please see attached RFI #1 Item 2 A Pre -Bid Request for Information / Interpretation was received, asking for clarification on the security monitoring system for Home 55.06. City's Response: 2. For all prospective bidders, please add $2000 to your bid to cover the cost of the security monitoring system reinstall on House 55.06., as per section (28 00 00) of the project specifications. See attached RFI #2. Item 3 For all prospective bidders, please add $2000 to your bid to cover the cost of the security monitoring system reinstall on 55.11, as per section (28 00 00) of the project specifications. Revised Appendix B -01 attached. Item 4 For all prospective bidders, please see the attached Davis Bacon Wage determination. End of Addendum Addendum #1 RSI 14 -11 (Group 55121 Lli v C', � .V 4 611y'O lome ID #: Residential Sound Insulation Program RSI 1XXXX (Group 55) Schedule of Values Contractor: 55.06 Home Address: Payment Application: 1132 E Acacia to of Items/Units Item Description Value of Primary Materials Value of Other Materials Value of Installation Total intialled Value Window 1 S 560.00 S 681.00 S 1,241.00 Window 2 $ 560.00 S 681.00 S 1,241,00 Window 3 S 560.00 S 681.00 S 1,241.00 Window 4 S 560.00 S 681.00 S 1,341.00 Window 5 S 560.00 S 681.00 S 1,341.00 Window 6 $ 560.00 _ S 681.00 S 1,241.00 Window 7 S 560.00 S 681.00 S 1,141,00 Window 8 S 560.00 S 681.00 S 1,241.00 Window 9 $ 560,00 S 681.00 S 1,241.00 Window 10 $ 560,00 S 681,00 S 1,241.00 Window 11 $ 560.00 S 681.00 S 1,241.00 Window 12 S 560.00 S 681.00 S 1,241.00 Window 13 S 560.00 S 681.00 S 1,241.00 _ Window 14 S 560,00 S 681.00 S 1,241.00 Window 15 S 560.00 S 681.00 S 1,241.00 Window 16 S 560.00 S 681.00 S 1,241.00 Window 17 S 560.00 S 681.00 S 1,241.00 Window 18 S 400.00 S 681,00 S 1,081.00 Window 19 S 400.00 S 681.00 S 1,081,00 Window 20 S Door A $ 1,300.00 S 11000.00 $ 2,300.00 Door B $ 1,300.00 S 1,000.00 S 2,300.00 Door C $ 1.300.00 S 1,000.00 S 2,300.00 Door D S Door E s Door F S Pet Door S Mail Slot S Mail Box s Fireplace Damper S Fireplace Glass Door S Enlarge Attic Access $ 200.00 S 200.00 S 400,00 New Attic Access Panel S 200.00 $ 200.00 S 400.00 Eaves Vents S _ F-ICupola Baffle $ 122 22 IS 41,384.00 23 123 Rectangular Gable Vent Baffle g , Triangular Gable Vent Baffle S Turbine Vent Baffle S Standard Roof Vent Baffle S Exhaust Vent Baffle $ 150.00 S 100.00 S 250.00 Service Platform/Passa ewa S _ Attic Insulation S Roofing S Security System S 2,000.00 S 2,000.00 HeatingiVentilation Design _ S 300.00 S 300.00 Furnace or Fan S ystem S 1,000,00 S 150.00 S 11000.00 S 2,150.00 Outside Air Package (OSA) S 75.00 S 25.00 S 50.00 $ 150.00 Ductwork and Registers $ 150.00 S 50.00 s 100.00 $ 300.00 Plumbing S 200,00 s 200.00 Soffits & Chases S _ Dry Well S 150,00 S 25.00 S 25.00 S 200.00 'Thermostat & assoc. electrical $ 150.00 S 85.00 S 575,00 S 810.00 Replacing electrical panel S Service Light S 35.00 S 50.00 S 85.00 20 Smoke Detectors S 50.00 S 40.00 S 90.00 1 CO Detectors S 40.00 S 25.00 S 65.00 Mobilization S 700.00 S_ 700.00 Patch Heater walls S 100.00 $ 200.00 S 300.00 Final Cleaning S 200.00 _ S 200.00 Door Painting S 75.00 S 600.00 S 675.00 General Painting S 50.00 S 11900.00 S 1,950.00 S 41,384.00 Owner Upgrade ( ) S _ Owner Upgrade ( I S _ IS 41,384.00 23 123 Residential Sound Insulation Program RSI XXXXX (Group 55) Schedule of Values Contractor: tome ID #: 55.11 Home Address: _ 624 W. Maple Payment Application: # of Items/Units Item Description Value of Primary Materials Value of Other Materials Value of Installation Total Installed Value Window 1 S 400.00_ S 681.00 S 1,081.00 Window 2 S 560,00 S 681.00 S 1.241.00 Window 3 s 560.00 S 681.00 S 1,241.00 Window 4 S 560,00 S 681.00 S 1,241.00 Window 5 S 560.00 S 681.00 S 1,241,00 Window 6 s 560,00 S 681.00 S 1,241.00 Window 7 No Mod Window 8 S 560.00 S 681.00 S 1.241.00 Window 9 S 560.00 S 681.00 S 1,241.00 Window 10 S 560.00 S 681.00 S 1,241.00 Window 11 S 560.00 S 681.00 S 1,241.00 Window 12 s 560.00 S 681.00 S 1 241.00 Window 13 S 560.00 S 681.00 S 1,241.00 Window 14 S 560.00 S 681,00 S 1,241.00 Window 15 S 560.00 S 681,00 S 1.241.00 Window 16 S 560.00 S 681.00 S 1.241.00 Window 17 S 560.00 s 681.00 S 1,241,00 Window 18 S 560.00 S 681.00 S 1,241.00 Window 19 $ 560.00 S 681.00 S 1,241.00 Window 20 S 560.00 S 681.00 1 S 1,241.00 Window 21 S 560.00 $ 681.00 S 1,241.00 Window 22 S 560.00 S 681.00 S 1,241.00 Window 23 S 560.00 S 681.00 S 1,241.00 Window 24 $ 560.00 $ 681.00 S 1,241.00 Window 25 S 560.00 S 681.00 $ 1,241.00 Window 26 S 560.00 S 681.00 $ 1,241.00 Window 27 S 560.00 S 681.00 S 1.241.00 Window 28 S 560.00 S 681.00 S 1,241.00 Window 29 S 560.00 S 681.00 S 1,241.00 Window 30 S 560,00 S 681.00 S 1,241.00 Window 31 S 560,00 $ 681,00 S 1,241.00 Window 32 S 560.00 $ 681.00 S 1,241.00 Window 33 $ 560.00 S 681.00 S 1,241.00 Door A S 1,300.00 S 1.000.00 S 2,300.00 Door B S 1,300.00 S 1,000.00 S 2.300.00 Door C S 1,300.00 S 1,000.00 S 2,300.00 Door D S 1,300.00 S 1,000,00 S 2,300.00 Door E No Mod Door F No Mod 124 34 125 35 Door G No Mod Door H $ 1,300.00 S 11000.00 S 2,300.00 Door I S 1,300.00 S 1,000.00 S 2,300.00 Door J No Mod Door K S 1,300.00 S 1,000.00 S 2,300.00 Security $ stem S 2,000.00 S 2.000.00 Patch Mail Chute S Mail Box S Fireplace Damper S Fireplace Glass Door S 1,200,00 S 200_.00 S 1.400.00 Enlarge Attic Access S New Attic Access Panel S Eaves Vents S _ S - 125 35 City of El Segundo -` Residential Sound Insulation Program i B. Contractor must ensure that each Product Submittal meets the requirements of Section 01 33 00 and includes, without limitation: 1. Dimensioned and scaled drawings of sufficient detail that product configuration and assembly can be clearly understood, including without limitation: a. Identification of materials used in construction b. Identification of type, thickness and spacing of any glazing C. Dimensions of applied grids d. Description of how dimensions are altered to account for different door sizes (i.e. doors of different widths or heights) 2. All colors available from the manufacturer, with colors proposed to be provided for the project clearly identified 3. Minimum and maximum sizes available for each configuration 4. The U -value of the product 5. All options available from the manufacturer, with options proposed to be provided for the project clearly identified 6. Complete installation instructions and procedures from the manufacturer 7. Complete warranty information, with warranty contact information and warranty period highlighted 8, A laboratory test report documenting the Sound Transmission Class (STC) rating of the product 9. A laboratory test report documenting the water penetration rating of the product, which included, without limitation: 10. A laboratory test report documenting the air infiltration rating of the product, which included, without limitation: 11. Documentation showing: a. approval of California Energy Commission b. compliance with Title 24 energy requirements 1.04 Quality Assurance A. General Quality Assurance requirements are found in Section 0143 00 1.05 Delivery, Storage & Handling A. Contractor must deliver products in original, unopened packaging with manufacturer's labels intact and legible B. Contractor must store all materials: 1. so that they are protected from the elements 2. stacked, or racked, so that they are stored in a true plane 3. in a manner that allows for air circulation within and around the stacks 4. in a manner that prevents products and materials from warping 5. in accordance with Manufacturer's recommendations and/or instructions 1.06 Warranty A. Contractor must guarantee all Work covered by this Section for a minimum of ten (10) years from the date specified in the City's Notice of Completion Section 08 32 20 259 Last Modified: June 26,'h & Secondary Sliding Glass Doors 2015 Edition Epecialty oor mpany, In] August 5, 2014 Project: El Segundo RSP, Residential Sound Insulation, Bid Group 56 Owner: City of El Segundo Scope: Wood Doors, (section 08100), Wood Frames (section 06200), Finish Hardware (section 08713) of the RSP Project. We have reviewed addendum #l. The purpose of the following is to clarify our scope and allow a fair comparison of bids. WOOD DOORS, (by Vancouver Door), WOOD JAMBS, FINISH HARDWARE & SECONDARY SLIDING GLASS DOORS /STORM DOORS (by Mon -Ray): 1) ALL PRODUCT SUBMITTALS & DOCUMENTS ARE TO CONFORM TO DIVISION #1 REQUIREMENTSAND SECTIONS 06200, 08100 & 08713. 2) IMPORTANT NOTE: Please make sure that other door quotes are based on STC -40 at 9.2lbs 1Sq.F1. The 7.7 lbs/Sq. Ft STC -40 door is not warranted for exterior use. A deduct can be provided if we can use STC -40 @ 77 lbs/Sq. Ft doors. 3) Where indicated on plans, our quote includes hardware for existing doors. 4) All doors to be factory sized, beveled & prepped for butts, lockset & deadbolt. 5) Our bid includes Doug Fir jambs for painted and solid Oak for stained doors, for wall thickness up to 5 -1/4 ". 6) Our quote includes the Kerfed and rigid weatherstripping. 7) Locks and deadbolts are to be keyed alike for individual residences. Masterkey as required. 8) Our quote includes Mon -Ray Sec. SGD (net Add), which meets SECTION 083220 -1.3- B. Other bidders may include 1/4" tempered glass with NO STC rating & does NOT meet this section including title 24, NFRC, Air and Water infiltration tests. Supply of Wood Doors: $127,800.00 *Installation: $36,480.00 * (Wood Doors only, no Sec. SGD installation) under separate contract between GC and Allied Builders Net Add: Provide Mon -Ray Secondary Sliding Glass doors: $26,980.00 Net Add: Provide Storm Doors: $820.00, when shipped with Sec. SGD. We have worked on majority of the El Segundo RSP projects and are looking forward to performing on these challenging Noise Insulation Projects. Should you have any questions, please call me at the office or cell phone: 415- 971 -9071 Sincerely; SPECIALTY DOOR COMPANY, INC. Michael R. Ghezavat, AHC /CSI VP 127 City of El Segundo Residential Sound Insulation Program B. Contractor must ensure that each Product Submittal meets the requirements of Section 0133 00 and includes, without limitation: 1. Dimensioned and scaled drawings of sufficient detail that product configuration and assembly can be clearly understood, including without limitation: a. Identification of materials used in construction b. Identification of type, thickness and spacing of any glazing c. Dimensions of applied grids d. Description of how dimensions are altered to account for different door sizes (i.e. doors of different widths or heights) 2. All colors available from the manufacturer, with colors proposed to be provided for the project clearly identified 3. Minimum and maximum sizes available for each configuration 4. The U -value of the product 5. All options available from the manufacturer, with options proposed to be provided for the project clearly identified 6. Complete installation instructions and procedures from the manufacturer 7. Complete warranty information, with warranty contact information and warranty period highlighted 8. A laboratory test report documenting the Sound Transmission Class (STC) rating of the product 9. A laboratory test report documenting the water penetration rating of the product, which included, without limitation: 10. A laboratory test report documenting the air infiltration rating of the product, which included, without limitation: 11. Documentation showing: a. approval of California Energy Commission b. compliance with Title 24 energy requirements 1.04 Quality Assurance A. General Quality Assurance requirements are found in Section 01 43 00 1.05 Delivery, Storage & Handling A. Contractor must deliver products in original, unopened packaging with manufacturer's labels intact and legible B. Contractor must store all materials: I . so that they are protected from the elements 2. stacked, or racked, so that they are stored in a true plane 3. in a manner that allows for air circulation within and around the stacks 4. in a manner that prevents products and materials from warping 5. in accordance with Manufacturer's recommendations and /or instructions 1.06 Warranty A. Contractor must guarantee all Work covered by this Section for a minimum of ten (10) years from the date specified in the City's Notice of Completion Section 08 32 20 252 Last Modified: January 23, 2014 Secondary Sliding Glass Doors 2014 Edition 128 August I2, 2014 Mr. Michael Ghezavat Specialty Door Company, Inc. 1405 N. Carolan Ave Burlingame, CA 94010 "Quietly Making a Difference... Since 1947" 7900 EXCELSIOR BLVD., SUITE 140 • HOPKINS, MN 55343 PHONE: (763) 544 -3646 • FAX: (763) 546 -6977 • www.monray,com RE: City of El Segundo — Residential Sound Insulation Program Secondary Sliding Glass Door - Section 08 32 20 California Energy Commission "- Compliance with Title 24 energy requirements Dear Mr. Ghezavat, As we understand the above captioned requirements, primary fenestration products (windows and-doors with glass) are subject to these requirements. Secondary glazing products used for residential retro -fit are not subject to Compliance with Title 24 energy requirements. If you have any questions please contact me. Sincerely, Greg urtha Vice President Mon -Ray, Inc. DeVACTm Windows Mon -Ray7m Storm Windows & Doors Glesswalls7m Porch Enclosures 129 A 29 4 O'Neill, James From: Tom Carr <bigwestconst @aol.com> Sent: Thursday, August 21, 20141:08 PM To: O'Neill, James Subject: RSI Group 55 James, Group 55 was not on the agenda for approval Tuesday night. I am aware of a protest from Karabuild regarding this project. Ara had told me weeks ago that if he did not get 57, 58 or 59 he was going to protest my bid. I do not know the content of this protest. However, I would like to know the status of this award and I would like to have the opportunity to review and respond to the protest if this protest is being considered to be approved by the RSIP. I would happy to meet with you regarding this matter. Thank you, Tom Carr President Big West Construction Corporation Sent from my iPad 130 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION: MEETING DATE: September 2, 2014 AGENDA HEADING: Consent Agenda Consideration and possible action regarding awarding a contract to Harry H. Joh Construction for construction at twenty -five (25) homes related to Project No. RSI 14 -12 (Group 56 of the City's Residential Sound Insulation Program) (Estimated construction costs: Not to exceed $973,819) RECOMMENDED COUNCIL ACTION: 1. Waive minor irregularities in the bid from Harry H. Joh Construction 2. Award a contract to Harry H. Joh Construction for project RSI 14 -12 (Group 56); 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 Harry H. Joh Construction FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $12,000,000.00 Additional Appropriation: N/A Account Number(s): 116- 400 - 0056 -8960 (RSI Program Construction) PREPARED BY: James O'Neill, Program Manager' REVIEWED BY: Sam Lee, Director of Planning a dg Safety APPROVED BY: Greg Carpenter, City Manager'jy BACKGROUND & DISCUSSION: On August 5th, 2014 the City Clerk's office opened bids for Project RSI 14 -12 (Group 56 of the City's Residential Sound Insulation (RSI) Program). Five (5) bids were submitted, and the results are as follows: Harry H. Joh Construction $ 885,290.00 Big West Construction Corporation $ 939,000.00 Karabuild Development, Inc. $ 949,735.00 Professional Services Construction $ 979,637.46 Spec Construction Co., Inc. $1,046,449.00 The staff estimate for the project was calculated to be $981,508. With the exception of some minor irregularities, the bid submitted by Harry H. Joh Construction appears responsive. `i 131 In an abundance of caution, staff recommends that the following items be identified as minor irregularities and waived by the City Council: 1. The Bidder's Bond submitted by Harry H. Joh Construction does not specify a dollar amount in words or figures, but rather lists "10% of Bid Amount" The bond error can be easily remedied without giving Harry H. Joh Construction an economic advantage, and therefore staff recommends that the City Council waive this minor irregularity. Notably, Harry H. Joh Construction's bid included prices for several items (window installation, door installation, electrical, carpentry and painting) that were identical to the pricing included in Harry Joh Construction's bid for the RSI 14 -15 (Group 59) project. Staff took note of this unusual coincidence, as the projects are not identical in scope, but found that such coincidence did not constitute grounds for their bid for either project to be considered non - responsive. The amount requested for the contract is $973,819 which represents the amount of the bid submitted by Harry H. Joh Construction ($885,290.00) and an additional 10% for contingencies. Construction is scheduled to start on January 5th, 2015 and complete by February 26th, 2015, with Contractor Site Evaluations scheduled for October 6th —10th, 2014. 132 CITY OF EL SEGUNDO BIDIRFP LOG BID NO. #RSI 14 -12 City of El Segundo Residential Sound Insulation Group 56 Date of BID Opening: Tuesday, August 5, 2014 Time of BID Opening: 11 A.M. Place of BID Opening: City Clerk's Office COMPANY NAMEIADDRESS Total BID Amount 1. HJ Harry H. Joh Construction 00 7303 Somerset Blvd. O Paramount, CA 90723 2. Karabuild Development, Inc. 17337 Ventura Blvd., #215 Encino, CA 91316 p �5 f q 7 y !, 3. Spec Construction Co., Inc. 1870 S. Carlos Ave. Ontario, CA 91761 fl i 4.Professional Services Construction, Inc. 17609 Ventura Blvd., Suite 218 9 r/ q, Encino, CA 91316 5.Big West Construction Corp. 15331 Normandie 3R, 000 0 Irvine, CA 92604 6. 7. 8. 9. 10. City Clerk's Office City Clerk's Office RSI, Representative 133 City of El Segundo Residential Sound Insulation Program RSI 14 -12 (Group 56) To the Mayor and city Councial City of El Segundo 350 Main St. El Segundo, CA 90245 I decare, 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 Mnicipal Code, and am fully informed as to all conditions and mtters 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 -12 "Residential Sound Insulation Program - Group 56" at the following lump sum price: RSI ID Perproty Address Despcirpiton Bid Price 56.01 121 West Palm Avenue, #1 RSI Improvements $ 28,037.00 56.02 121 West Palm Avenue, #2 RSI Improvements $ 29,308.00 56.03 515 Hillcrest Street RSI Improvements $ 35,860.00 56.04 503 Hillcrest Street RSI Improvements $ 44,935.00 56.05 435 Valley Street RSI Improvements $ 38,712.00 56.06 513 Whiting Street RSI Improvements $ 40,041.00 56.07 219 West Palm Avenue RSI Improvements $ 31,581.00 56.08 436A Standard Street RSI Improvements $ 23,149.00 56.09 1436B Standard Street RSI Improvements $ 24,476.00 56.10 211 East Pine Avenue RSI Improvements $ 30,448.00 56.11 540 Eucalyptus Drive RSI Improvements $ 36,052.00 56.12 323 East Oak Avenue RSI Improvements $ 55,705.00 56.13 321 East Oak Avenue RSI Improvements $ 56,723.00 56.14 750 Sheldon Street RSI Improvements $ 39,174.00 56.15 712 Penn Street I RSI Improvements $ 35,153.00 56.16 1763 Sierra Street RSI Improvements $ 30,122.00 Bidding Form Appendix B -01 Bidder's Proposal and Statement �k City of El Segundo } Residential Sound Insulation Program Last Modified: June 30, 2014 RSI 14 -12 (Group 56) 134 56.17 630 Bungalow Drive RSI Improvements $ 43,197.00 56.18 618 Bungalow Drive RSI Improvements $ 36,850.00 56.19 1212 East Maple Avenue RSI Improvements $ 39,995.00 56.20 1437 East Maple Avenue RSI Improvements $ 40,095.00 56.21 1510 East Maple Avenue RSI Improvements $ 60,708.00 56.22 721 Indiana Court, #1 RSI Improvements $ 20,316.00 56.23 721 Indiana Court, #2 RSI Improvements $ 20,406.00 56.24 721 Indiana Court, #3 RSI Improvements $ 22,571.00 56.25 721 Indiana Court, #4 RSI Improvements $ 21,676.00 Total Bid (Contract Sum) eight hundred eighty five thousand, two hundred & ninety dollars / no cents - (words) $ 885,290.00 (figures) In case of discprepancy between the words and figures, the words must prevail Contractor Representative: Title: President A- 4- Signature Harry Joh Name (printed or typed) Name of Firm: Harry H. Joh Construciton Inc. Address: 7303 Somerset Blvd. Paramount, CA 90723 Telephone Number: 562 -630 -3348 8/5/2014 Date Contractor's State License Number: 469845 License Expiration Date: 4/30/2015 Type of Entity: ❑ Sole Proprietorship ❑ Partnership Z Corporation* ❑ Other *If Corporation, evidencae of authority to sign must be attached Bidding Form Bidder's Proposal and Statement Appendix B -01 Last Modified: June 30, 2014 135 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRIPTION: MEETING DATE: September 2, 2014 AGENDA HEADING: Consent Agenda Consideration and possible action regarding awarding a contract to Spec Construction Co., Inc. for construction at twenty -three (23) homes related to Project No. RSI 14 -13 (Group 57 of the City's Residential Sound Insulation Program) (Estimated construction costs: Not to exceed $843,310) RECOMMENDED COUNCIL ACTION: 1. Allow Patriot Contracting & Engineering to withdraw their bid; 2. Waive minor irregularities in the bid from Spec Construction Co., Inc.; 3. Award a contract to Spec Construction Co., Inc. for project RSI 14 -13 (Group 57); 4. Authorize the City Manager to execute a contract in a form approved by the City Attorney; and /or 5. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Bid Log 2. Email from Patriot Contracting & Engineering, dated August 13, 2014, requesting to withdraw their bid 3. Fax from Patriot Contracting and Engineering, dated August 21, 2014 4. 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 - 0057 -8960 (RSI Program Construction) PREPARED BY: James O'Neill, Program Manager REVIEWED BY: Sam Lee, Director of Planning a tttlding Safety APPROVED BY: Greg Carpenter, City Manage�- BACKGROUND & DISCUSSION: On August 12th, 2014 the City Clerk's office opened bids for Project RSI 14 -13 (Group 57 of the City's Residential Sound Insulation (RSI) Program). Five (5) bids were submitted, and the results are as follows: Patriot Contracting & Engineering $ 710,000.00 Spec Construction Co., Inc. $ 766,645.00 Harry H. Joh Construction $ 782,778.00 Karabuild Development, Inc. $ 837,698.00 Big West Construction Corp. $ 960,500.00 The staff estimate for the project was calculated to be $947,939 9 136 Bids were submitted for three RSI Projects on August 12th, 2014 — RSI 14 -13 (Group 57), RSI 14 -14 (Group 58) and RSI 14 -15 (Group 59), and the bid submitted by Harry H. Joh Construction for the RSI 14 -14 (Group 5 8) project was mistakenly opened at the time of the opening of sealed bids for RSI 14 -13 (Group 57). This is reflected on the Bid Log. In consultation with the City Attorney's Office, it was concluded that the mistake did not have an effect on the bids for either project for the following reasons: 1. There was only one half hour between the opening of sealed bids for the two projects (Groups 57 and 58) 2. The mistake was not known to other potential bidders during that time 3. The mistake was disclosed to potential bidders at the time of the bid opening for RSI 14 -14 (Group 58) 4. No bidder objected at the time, or since In the attached email, dated August 13, 2014, Patriot Construction & Engineering ( "Patriot ") requested to withdraw their bid pursuant to Public Contract Code §5101 et seq. due to an error in their bid discovered after the bid opening. In the attached fax, dated August 21, 2014, Patriot documented their mistake in tabulating their bid. Based on the materials submitted by Patriot, staff concurs with Patriot's request and recommends the City Council consent to the withdrawal of Patriot's bid. With the exception of some minor irregularities, the bid submitted by Spec Construction Co., Inc. ( "Spec Construction ") appears responsive. In an abundance of caution, staff recommends that the following items be identified as minor irregularities 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 $843,310 which represents the amount of the bid submitted by Spec Construction Co., Inc. ($766,645.00) and an additional 10% for contingencies. Construction is scheduled to start on January 5th, 2015 and complete by February 24th, 2015, with Contractor Site Evaluations scheduled for October 6th — 10th, 2014. 137 CITY OF EL SEGUNDO BIDIRFP LOG BID NO. #RSI 14 -13 City of El Segundo Residential Sound Insulation Group 57 Date of BID Opening: Aruepday, August 12, 2014 Time of BID Opening: 1j, ; ;---, y1-AM. Place of BID Onenina: City► Clerk's Office COMPANY NAMEIADDRESS Total BID Amount 1. Big West Construction Corp. 14331 Normandie Irvine, CA 92604 7 2. Karabuild Development, Inc. 17337 Ventura Blvd. , #215 Encino, CA 91316 00 3 169 g D 3. Patriot Contracting & Engineering 22855 Savi Ranch Parkway d"' 7�0► 0 Suite A �--PP Yorba Linda, CA 92887 4. Spec Construction co., Inc. 1870 io Carlos Ave. Ontario, CA 91761 17 / 4 , 6 U � o_ l �o I 5. HJ Harry H. Joh Construction 7303 Somerset Blvd. Ll p► y 5& o a 77 Paramount, CA 90723 6. 7. �� Sc`.�t C.v,1: - r� _v � r7 ,3 7 7 7 9 o o A CA rMr'rs," CA 11iv-1 2- -:2� 8. - -- 9. 10. City Clerk's Office City Clerk's Office RSI, Representative a 9 : Sto A r� &0/ to'• sz)Arl 1-4 - r'-} fTlzca ? � °O �i� p)e, — �4 138 O'Neill, James From: Rich Wolfinger <rich @patriotinc.us> Sent: Wednesday, August 13, 2014 8:43 AM To: O'Neill, James Cc: Dick Wolfinger; Kenneth .Coate @HubInternationaI.com Subject: Withdraw of Bid, RSI 14 -13 Group 57 Dear Mr. O'neill, It is with great regret that Patriot Contracting & Engineering must withdraw its bid for the project known as RSI 14 -13 Group 57. This withdraw is pursuant to Public Contract Code 5103 as we have found a mistake in our bid. We wish the City of El Segundo good luck in the completion of this project. Sincerely, Dick and Richard Wolfinger 139 Aug, 21, 2014 8:33AM i'ATR10T From: R 1 L Phone: Date: Re: CC. urgtnt For Review Please Comment r % -1 / 5-1 Caznmen ts: rnri 0 "e W6111 No, 7292 —P. EJPleasc Redly El Please itccyde , ek Er col- i ()C �14 cr�ti"4�Y coo 22x55 Sava ]ranch Parkway, Suite A, Yorba Linda, CA. 92$87 *(714)974- 1533 *P (714)974 -1$39 140 Aug, 21. 2014 8:33AM No, 7292 P. 2 BID BREAKDOWN - Project Name Jo - a 7 �€ Construction Time Duration 6; i4lol _44-t _ BID DATE: l3lD TIME: _ P ' `�� � Liquidated Damages per Day $ � TO All Risk Ins Required: YES ✓ NO EstimA#e.d CasLby- Owner - $ ,r Building Sq Footage a3 A ao"rs SECTION DESCRIPTION BID ALT.1 ALT. _2_ ALT, 3 ALT, 4 ALT. 5 2150 ASBE£TOSiLI =AD ABATEMENT �^r 2200 SITE DEMOLITION 2210 BUILDING DEMOLITION 2250 EARTHWORK 2600 SITE UTILMES 2610 DOMESTIC WATER 2620 FIRE -LINE WATER 2630 SEWER 2640 STORM 2650 GAS 2744 STRIPINGITRUCATED DOMES 2750 CHAIN LINK FENCING 2800 LANDSCAPING 2850 IRRIGATION 2900 ASPHALT PAVING 3300 SITE CONCRETE 3310 BUILDING CONCRETE 4200 MASONRY 5500 STRUCTURAL STEEL 5510 HANDRAILS 5515 MISC. STEEL 5520 ORNAMENTAL FENCING 6100 ROUGH CARPENTRY 6150 GLU- LAM5fTRUSSES 6200 FINISH CARPENTRY 6400 CABINETS 7110 MEMBRANE WTRPRFG 7210 INSULATION Cn 7322 CLAY TILE ROOFING 7410 METAL DECK 7510 BUILT -UP ROOFING 7600 SHEET METAL 7810 SKYLIGHTS 7900 CAULKINGISI ALANTS 1 or 2 141 Aug.21. 2014 8:33AM No. 7292 P. 3 SECTION DESCRIPTION Rp51= Piro ❑[ T I A •r h n _ r% 8110 8210 8710 8750 8360 8365 8500 8800 (HOLLOW METAL DOORSIFRAMES WOOD DOORS FINISH HARDWARE DOORSIHOWE INSTALLATION OVERHEAD DOORS BI -FOLD DOORS ALUMI NUM WINDOWS/STOREFRONT GLAZING 4 , f fw -4, er. c �, 77 ^7 a af� a 3 2 , 5 0 O • 0 0 ; 28 9 000 ,0 0 18 1990-00 1 4 250 - 0 0 7 7 4 2 8 8. 00 s n J 28 9 0 0 0' 00 155936,5.00 97 7500 °,SO ,. 0 . 2 , 00 1 2 h 000 • J [� + 29 ti 3 G 0 - .00 76 7 7 0 0° 00 T 2 t, , 1 5 0. 0 0 51.000.00 i 7 +5:�Oa00 + 32,000 0 0 5 5' 0 D 0' V 0 1 4 9 0 0 0 71071,3 °GO 9200 LATHIPLASTER <5 ; - 9250 930D GYP BOARD CERAMIC TILE � � ;�% �'k' 9510 ACOUSTICAL CEILINGS 9550 RES. FLOORINGICARPET 9900 9910 P A I N T I N G F.R.P ' 347ca 10100 SIGNAGE 10162 TOILET PARTITIONSIACCES 10350 FLAG POLE 10500 .METAL LOCKERS 11000 MARKER BOARDS 11100 TACKABLE PANELS 11120 BLINDS 11150 FIRE EXTINGUISHERS 11455 KITCHEN APPLIANCES 14200 ELEVATOR 14300 WHEEL CHAIR LIFT 15400 PLUMBING 15500 FIRE PROTECTION 15800 HVACe �( 16000 ELECTRICALW ! p FIRE ALARM LOW VOLTAGEICOMM. (Al l f11AJA(\�r BS i$ r � Sod GENERAL CONDITIONS O D� SCHEDULE SURVEY PERMIT FEES SUB -TOTAL OH & PROFIT SUB -TOTAL BOND TOTAL 142 City of El Segundo Residential Sound Insulation Program RSI 14 -13 (Group 57) 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 -13 "Residential Sound Insulation Program — Group 57" at the following lump sum price= RSI ID Pro a Address Description Bid Price 57.01 925 Pepper Street, Unit A RSI Improvements $ 26,465.00 57.02 925 Pepper Street, Unit B RSI Improvements $ 19,220.00 57.03 925 Pepper Street, Unit C RSI Improvements $ 19,450.00 57.04 925 Pepper Street, Unit D RSI Improvements $ 19,450.00 57.05 725 Bayonne Street RSI Improvements $ 32,675.00 57.06 222 West Walnut Avenue RSI Improvements $ 31,525.00 57.07 1202 East Acacia Avenue RSI Improvements $ 29,340.00 57.08 1105 East Walnut Avenue RSI Improvements $ 45,268.00 57.09 813 Penn Street RSI Improvements $ 19,191.00 57.10 514 East Sycamore Avenue RSI Improvements $ 33,279.00 57.11 1005 East Acacia Avenue RSI Improvements $ 32,503.00 57.12 860 Lomita Street RSI Improvements $ 31,640.00 57.13 1126 East Acacia Avenue RSI Improvements $ 28,788.00 57.14 740 Virginia Street RSI Improvements $ 34,256.00 57.15 1049 East Acacia Avenue RSI Improvements $ 35,406.00 57.16 841 McCarthy Court RSI Improvements $ 37,505.00 Bidding Form Appendix B -01 Bidder's Proposal and Statement Last Modified: June 30, 2014 143 City of El Segundo Residential Sound Insulation Program RSI 14 -13 (Group 57) 57.17 832 Lomita Street RSI Improvements $ 35,291.00 57.18 802 Penn Street RSI Improvements $ 34,774.00 57.19 607 East Maple Avenue RSI Improvements $ 24,159.00 57.20 839 Bungalow Drive RSI Improvements $ 40,984.00 57.21 1220 East Walnut Avenue RSI Improvements $ 32,445.00 57.22 629 East Maple Avenue RSI Improvements $ 62,345.00 57.23 814 Bungalow Drive RSI Improvements $ 60,686.00 Total Bid (Contract Sum) Seven - Hundred & Sixty-Six Thousand, Six- Hundred & Fourty -Five. (words) (figures) In case of discrepancy between the words and figures, the words must revail _,k% , ractor Representative: r., f4Z-007; q" 60648 Title: Vice President 08/11/2014 tore Date Jasen DeLaFosse Name (printed or typed) Name of Firm: Spec Construction Co., Inc. Address: 1870 S. Carlos Ave. Telephone Number: Ontario, CA 91761 909 - 947 -4601 Contractor's State License Number: 419626 License Expiration Date: 08/31/2015 Type of Entity: ❑ Sole Proprietorship ❑ Partnership XD Corporation* ❑ Other * If Corporation, evidence of authority to sign must be attached Bidding Form Appendix B -01 Bidder's Proposal and Statement Last Modified: June 30, 2014 144 EL SEGUNDO CITY COUNCIL MEETING DATE: September 2, 2014 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding awarding a contract to Harry H. Joh Construction for construction at twenty -four (24) homes related to Project No. RSI 14 -14 (Group 58 of the City's Residential Sound Insulation Program) (Estimated construction costs: Not to exceed $714,437) RECOMMENDED COUNCIL ACTION: 1. Waive minor irregularities in the bid from Harry H. Joh Construction 2. Award a contract to Harry H. Joh Construction for project RSI 14 -14 (Group 58); 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 Harry H. Joh Construction FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $12,000,000.00 Additional Appropriation: N/A Account Number(s): 116 - 400 - 0058 -8960 (RSI Program Construction) PREPARED BY: James O'Neill, Program Manager REVIEWED BY: Sam Lee, Director of Planning uizing Safety APPROVED BY: Greg Carpenter, City Manager 710n BACKGROUND & DISCUSSION: On August 12th, 2014 the City Clerk's office opened bids for Project RSI 14 -14 (Group 58 of the City's Residential Sound Insulation (RSI) Program). Five (5) bids were submitted, and the results are as follows: Harry H. Joh Construction $ 649,488.00 Professional Services Construction $ 655,082.00 Spec Construction Co., Inc. $ 657,648.00 Patriot Contracting & Engineering $ 662,000.00 Karabuild Development, Inc. $ 748,829.00 The staff estimate for the project was calculated to be $692,427. With the exception of some minor irregularities, the bid submitted by Harry H. Joh Construction appears responsive. 10 145 In an abundance of caution, staff recommends that the following items be identified as minor irregularities and waived by the City Council: 1. The Bidder's Bond submitted by Harry H. Joh Construction does not specify a dollar amount in words or figures, but rather lists "Ten Percent of Bid Amount" and "10% of Bid Amount" The bond error can be easily remedied without giving Harry H. Joh Construction an economic advantage, and therefore staff recommends that the City Council waive this minor irregularity. The amount requested for the contract is $714,437 which represents the amount of the bid submitted by Harry H. Joh Construction ($649,488.00) and an additional 10% for contingencies. Construction is scheduled to start on January 5th, 2015 and complete by February 25th, 2015, with Contractor Site Evaluations scheduled for October 6th —10th 146 CITY OF EL SEGUNDO BIDIRFP LOG BID NO. #RSI 14.14 City of El Segundo Residential Sound Insulation Group 58 Date of BID Opening: Tuesday, August 12, 2014 Time of BID Opening: 10:30 A.M. Place of BID Opening: City Clerk's Office COMPANY NAMEIADDRESS Total BID Amount 1. Spec Construction Co., Inc. 1870 S. Carlos Ave. Ontario, CA 91761 2. HJ Harry H. Joh Construction 7303 Somerset Blvd. Paramount, CA 90723 3. Patriot Contracting & Engineering 22855 Savi Ranch Parkway d o Suite A i Yorba Linda, CA 92887 4. Professional Services �� 5� Q ;L o^ Construction 17609 Ventura p Suite 218 Encino, CA 91316 5. Karabuild Development 17337 Ventura Blvd., #215 1! g �C3 00 Encino, CA 91316 T i 6. 7. 8. 9. 10. Staff Present City Clerk's Office City Clerk's Office RSI, Representative 1-1 147 City of El Segundo Residential Sound Insulation Program RSI 14 -14 (Group 58) To the Mayor and city Councial City of El Segundo 350 Main St. El Segundo, CA 90245 I decare, 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 Mnicipal Code, and am fully informed as to all conditions and mtters 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 -14 "Residential Sound Insulation Program - Group 58" at the following lump sum price: RSI ID Perproty Address Despcirpiton Bid Price 58.01 '530 Sierra Place, Unit 1 RSI Improvements $ 32,990.00 58.02 530 Sierra Place, Unit 2 RSI Improvements $ 27,960.00 58.03 530 Sierra Place, Unit 3 RSI Improvements $ 25,460.00 58.04 530 Sierra Place, Unit 4 RSI Improvements $ 25,760.00 58.05 530 Sierra Place, Unit 5 RSI Improvements $ 251960.00 58.06 530 Sierra Place, Unit 6 RSI Improvements $ 25,960.00 58.07 530 Sierra Place, Unit 7 RSI Improvements $ 26,240.00 58.08 530 Sierra Place, Unit 8 RSI Improvements $ 25,535.00 58.09 530 Sierra Place, Unit 9 RSI Improvements $ 26,869.00 58.10 530 Sierra Place, Unit 10 RSI Improvements $ 30,908.00 58.11 526 Sierra Place, Unit 11 RSI Improvements $ 31,111.00 58.12 526 Sierra Place, Unit 12 RSI Improvements $ 26,186.00 58.13 526 Sierra Place, Unit 13 RSI Improvements $ 25,481.00 58.14 526 Sierra Place, Unit 14 RSI Improvements $ 25,576.00 58.15 526 Sierra Place, Unit 15 RSI Improvements $ 25,521.00 58.16 L Q 526 Sierra Place, Unit 16 RSI Improvements $ 25,346.00 Bidding Form Appendix B -01 l c Last Modified: June 30, 2014 Bidder's Proposal and Statement 148 City of El Segundo Residential Sound Insulation Program RSI 14 -14 (Group 58) 58.17 526 Sierra Place, Unit 17 RSI Improvements $ 25,894.00 58.18 522 Sierra Place, Unit 18 RSI Improvements $ 311757.00 58.19 522 Sierra Place, Unit 19 RSI Improvements $ 27,312.00 58.20 729 Indiana Court, Unit 1 RSI Improvements $ 21,286.00 58.21 729 Indiana Court, Unit 2 RSI Improvements $ 211285.00 58.22 729 Indiana Court, Unit 3 RSI Improvements $ 24,360.00 58.23 1729 Indiana Court, Unit 4 RSI Improvements $ 23,815.00 57.24 605 Sheldon Street RSI Improvements $ 40,916.00 Total Bid (Contract Sum) Six hundred forty -nine thousand four hundred eighty -eight / No cents (words) $ 649,488.00 (figures) In case of discprepancy between the words and figures, the words must prevail Contractor Representative: Signature Harry Joh Name (printed or typed) Title: President Name of Firm: Harry H. Joh Construciton Inc, Address: 7303 Somerset Blvd. Paramount, CA 90723 Telephone Number: 562 - 630 -3348 8/12/2014 Date Contractor's State License Number: 469845 License Expiration Date: 4/30/2015 Type of Entity: ❑ Sole Proprietorship ❑ Partnership © Corporation* ❑Other *If Corporation, evidencae of authority to sign must be attached Bidding Form Appendix B -01 Last Modified: June 30, 2014 Bidder's Proposal and Statement 149 EL SEGUNDO CITY COUNCIL MEETING DATE: September 2, 2014 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding awarding a contract to Spec Construction Co., Inc.for construction at twenty -four (24) homes related to Project No. RSI 14 -15 (Group 59 of the City's Residential Sound Insulation Program) (Estimated construction costs: Not to exceed $622,669) RECOMMENDED COUNCIL ACTION: 1. Allow Professional Services Construction, Inc. to withdraw their bid 2. Reject the bid from Patriot Contracting & Engineering as non - responsive 3. Waive minor irregularities in the bid from Spec Construction Co., Inc. 4. Award a contract to Spec Construction Co., Inc. for project RSI 14 -15 (Group 59); 5. Authorize the City Manager to execute a contract in a form approved by the City Attorney; and /or 6. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Bid Log 2. Letter from Professional Services Construction, Inc., dated August 14, 2014, requesting to withdraw their bid 3. Bidder's Proposal and Statements submitted by Patriot Contracting & Engineering 4. Designation of Manufacturers and Suppliers form submitted by Patriot Contracting & Engineering 5. Bidder's Assurance of Compliance with... [DBE] Participation form submitted by Patriot Contracting & Engineering 6. 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 - 0059 -8960 (RSI Program Construction) PREPARED BY: James O'Neill, Program Manager REVIEWED BY: Sam Lee, Director of Planning a uilding Safety APPROVED BY: Greg Carpenter, City Manager 11� BACKGROUND & DISCUSSION: On August 5th, 2014 the City Clerk's office opened bids for Project RSI 14 -15 (Group 59 of the City's Residential Sound Insulation (RSI) Program). Six (6) bids were submitted, and the results are as follows: Professional Services Construction, Inc Patriot Contracting & Engineering Spec Construction Co., Inc. Harry H. Joh Construction $ 566,063.00 $ 582,000.00 $ 597,769.00 $ 647,979.00 150 Karabuild Development, Inc. $ 648,071.00 Big West Construction Corporation $ 770,000.00 The staff estimate for the project was calculated to be $630,700. In the attached letter, dated August 14, 2014, Professional Services Construction, Inc. ( "Professional Services ") has requested to withdraw their bid due to an error in totaling the per unit costs for the project. Per Public Contract Code § 5 10 1, a bid cannot be withdrawn without the consent of the agency. Based on the materials submitted by Professional Services, staff concurs with Professional Services' request and recommends the City Council consent to the withdrawal of Professional Services' bid. The bid submitted by Patriot Contracting & Engineering appears to be non - responsive for at least the following reasons: 1. The amount of the Bid ($582,000) on the Bidder's Proposal and Statement (Appendix B -01) does not equal the sum of the subtotals for each home listed on the form. A difference between $582,000 and $606,000 (which is a figure listed on the form, however the form states that "In case of discrepancy between the words and figures, the words must prevail" 2. Patriot did not include all required forms with their bid, including but not limited to: a. "Bidder's Statement on Previous Contracts Subject to EEO Clause" (Appendix B -05) 3. Patriot did not properly complete include all required forms with their bid, including but not limited to: a. Designation of Manufacturers and Suppliers — several field simply listed "Per Plan" and did not identify a manufacturer b. Bidder's Assurance of Compliance with... [DBE] Participation — did not complete all blanks on the form (spelling out the percentage) The bid submitted by Spec Construction Co., Inc. appears to be responsive with the exception of some minor irregularities. In an abundance of caution, staff recommends that the following items be identified as minor irregularities 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 "Ten Percent of the Total Amount Bid " and "10% of the Bid" The bond error can be easily remedied without giving Spec Construction Co., Inc. an economic advantage, and therefore staff recommends that the City Council waive this minor irregularity. The amount requested for the contract is $657,546 which represents the amount of the bid submitted by Spec Construction Co., Inc. ($597,769.00) and an additional 10% for contingencies. Construction is scheduled to start on January 5th, 2015 and complete by February 27th, 2015, with Contractor Site Evaluations scheduled for August 18th — 22 °d, 2014. 151 CITY OF EL SEGUNDO BIDIRFP LOG BID NO. #RSI 14 -15 City of El Segundo Residential Sound Insulation Group 59 Date of BID Opening: Tuesday, August 12, 2014 Time of BID Opening: 11 A.M. Place of BID Oneninq: Citv Clerk's Office COMPANY NAME/ADDRESS Total BID Amount 1. HJ Harry H, Joh Construction 7303 Somerset Blvd. 7q o0 Paramount, CA 90723 i 2. Patriot Contracting & Engineering 22855 Savi ranch Parkway c G a c7 00 Suite A Yorba Linda, CA 92887 3. Spec Construction co., Inc. Carlos 1870 S. ,r o0 � d q O tario, CA91761 4. Big West Construction Corp 15331 Normandie Irvine, CA 92604 c7 -7 70, 060 5.Professional Services Construction, Ina 17609 Ventura Blvd., Suite 218 Encino, CA 91316 6. Karabuild Development, Inc, 17337 Ventura Blvd., #215 { q 5` 0� ( oo b Encino, CA 91316 9. 10. Staff Presen City Clerk's Office City Clerk's Office RSI, Representative 152 PROFESSIONALS SERVICES COWI'RUCTION INC. August 14, 2014 Mr. James o' Neal Program Manager Residential Sound Insulation Program City Of El Segundo 350 Main Street El Segundo, Ca. 90245 Subject: Withdrawal of bid due to mistake. Re: RSI 14 - 15 Group 59 Dear Mr. O'Neal Via Fax No. 310 - 322 -4167, e- mail and US post As you know Professional Services Construction, Inc. (PSC) was the low bidder on the above mentioned project. As required, PSC was in the process of compiling the submittals, due within 48 hours, when it was discovered that the total of per unit costs was calculated incorrectly thus making our bid amount incorrect.. A copy of the bid proposal with individual unit pricing, as submitted is attached. If the individual numbers, indicated on our bid proposal, are summed, it will show that the total bid amount should have been $651,513.86. However, mistakenly, the total was written in as $ 566,063. which is short of the actual number by $ 85,450.. Please kindly take the time to add up the individual numbers on our bid proposal to see proof of the above. This was an honest mistake Therefore, we hereby withdraw our bid for the above mentioned project We sincerely regret this mistake, and apologize for any inconvenience this may cause. Please do not hesitate to contact the undersigned should you require further information f hathfull irs Mike S. Pohr VP public works Attachment: Copy of bid proposal. Tape run of the summation of unit costs ♦ 17609 Ventura Blvd. Suite 218. Encino, CA 91316 • (818) 905 -7160 • Fax (818) 905 -7180 License #590919 B, C33, C39, ASB 153 City of El Segundo Residential Sound Insulation Program RSI 14 -15 (Group 59) 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 -15 "Residential Sound Insulation Program — Group 59" at the following lump sum rice: RSI ID Property Address Description Sid Price 59.01 740 Main Street RSI Improvements $ j 2� ._t'z 59.02 740A Main Street RSI Improvements $ 17 �� N 59.03 742 Main Street RSI Improvements $ 2F /(M 59.04 744 Main Street RSI Improvements $ 2jo mv% 12 59.05 746 Main Street RSI Improvements $ Vii 19/ 19�;- 59.06 748 Main Street RSI Improvements $2( 0/ 122 ,�6I 59.07 750 Main Street RSI Improvements $ 59.08 750A Main Street RSI Improvements $ 59.09 752 Main Street RSI Improvements $ 2 i, (j"Z , la°i 59.10 754 Main Street RSI Improvements $ ( get a'7 59.11 756 Main Street RSI Improvements $ 24, 1%S , 59.12 758 Main Street RSI Improvements $ Z1 60 ,0 59.13 760 Main Street RSI Improvements $ 59.14 762 Main Street RSI Improvements $ 1.1,74 1 - 59.15 541 West Maple Avenue RSI Improvements $ 141 , L y 59 i,6( 1 lime retnVed fipi prcijct :. $0. Bidding Form Appendix B -01 Bidder's Proposal and Statement Addendum #1 Last Modified: August 7, 2014 154 City of El Segundo Residential Sound Insulation Program l RSI 14 -15 (Group 59) r v� o � t1� Sao' S6 59.17 1131 East Acacia Avenue RSI Improvements $ 33 a&--6-61 59.18 854 Loma Vista Street RSI Improvements $ Z-�. 56 59.19 1211 East Sycamore Avenue RS1 Improvements $ to 59.20 820 Bungalow Drive, Unit 1 RSI Improvements $ '49,15 .4 kill 59.21 820 Bungalow Drive, Unit 2 RSI Improvements $ zs- S4 $. la4 59.22 835 Bungalow Drive RSI Improvements $ 3'}, c%14 . 0 59.23 836 Maryland Street RSI Improvements $ 2fd S17 ,1Z 56.24 840 Lomita Street RSI Improvements $ S-O,, y M , ! -g 56.25 1207 East Sycamore Avenue RSI Improvements $ 314, .9h . Total Bid (Contract Sum) 1 � (� � o X� � L �G1NaffAr�.! �1 (o ��o►f 1 (words) $�� (figures) In case of discrepancy between the words and figures, the words trust prevail Contractor Representative: Signature Name (printed or typed) Date Title: V "e_ T _ Contractor's State License Number: Name of Firm: + .&(k- A a- ,xtctt Address: 01 �Ln ve, License Expiration Date: Telephone Number: � Q 'a 0 s - Type of Entity: ❑ Sole Proprietorship ❑ Partnership Corporation's ❑ Other Y If Corporation, evidence of authority to sign must be attached Bidding Form Appendix B -01 Addendum #1 Bidder's Proposal and Statement Last Modified: August 7, 2014155 219265.2+ 179380.48+ 259100.21¢ 269145.17+ 269196.85+ 26.122.61+ 18,120.8+ 179517.68+ 219152.64+ 189894.72+ 21.175.04+ 219063.04+ 189894.72+ 219768.64+ 269141.42+ 339056.08+ 279348.56+ 399854.•62+ 489158.46+ 259898.64+ 37,974.7+ 269832.32+ 50,489.58+ 34996i•68+ 023 �•� 651 9514•�z+ 156 City of El Segundo Residential Sound Insulation Program f� y ___._... �... _.. �.. _. .._..... a .. ..... . _,v.- ...�__..,�. To the Mayor and City Council City of El Segundo 350 Main St. El Segundo, CA 90245 ...RS1 14 -15 (Group 59) I declare, under penalty of perjury, that I have carefully examined, become familiar with, and understand all of the requirements of the Conl tact Documents and conditions under whieh the Work must be performed, including the City of El Segundo's current Municipal Code, a-ad 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 -15 "Residential Sound Insulation Program – Group 59" at the fol1ti wiiig himl) suu3 priev: , �•,�. .� , ,� - - �� RSI ID pro pe rtv Address 59.01 740 Main Street 59.02 740A Main Street 59.03 742 Main Street 59.04 744 Main Street 59.05 746 Main Street 59.06 748 Main Street 59.07 750 Main Street 59.08 750A Main Street 59.09 752 Main Street 59.10 754 Main Street 59.11 756 Main Street 59.12 758 Main Street 59.13 760 Main Street 59.14 762 Main Street 59.15 541 West Maple Avenue 1 ?r:s+ei•i ati�m RSI Improvements RSI Improvements RSI Improvements RSI Improvements RSI Improvements RSI Improvements RSI Improvements RSI Improvements RSI Improvements RSI Improvements RSI Improvements RSI Improvements RSI Improvements RSI Improvements RSI Improvements P.S I Imn_rnv_a„-, Pat Bidding Form f — ^ Appendix B -01 Bidder's Proposal and Statement Bid Price $ coo $ OOo $2,00 $ 'moo, 000 v� $ D-- ©ao $ to 0 $ Ll too j IA Da 10 .mac--- r--- -- $ $ a- '3 00-0 $ X3,00.0 $ as a o 0 $ coo $ o0 0 Last Modified: June 30, 2014 157 6 I it 0 City of El Segundo m Residential Sound Insulation llro� r, a RSI 14-15 (Group 59) 0,/ Name Cp-r!aQd or typed) 6q, coo Q - 1.1 - 1-,1 Date Title: Contractor's State License Number: C`5 Name of Firm: Jif- Address: License Expiration Date, Telephone Number: 1,e4 - 34,0- --- 3 r8 Type of Entity: ❑ Sole Proprietorship ❑ Partnership corporation* []Other If Corporation, evidence of authority to sign must be attached Bidding Form Appendix B-01 Last modified: Julie 30, 2014 Bidder's Proposal and Statement 158 City of El Segundo Residential Sound Insulation Program F RSI 14 -15 (Group 59) .r Designation of Manufacturers and Suppliers Manufacturer Section 0' '4 00 r Primary Hinged Entry Doors Titermostats Section 08 32 00 Primary Sliding Ventilators Glass Doors Section 08 53 00 Vinyl Windows Section 08 71 00 Latching and 11 Locking Hardware Section 10 32 00 Chimney CA Dampers Section 10 32 00 Fireplace Glass 1 Doors Section 22 2100 Condensate r Pumps Section 23 09 00 Titermostats Section 23 34 00 �� `' Ventilators Section 23 54 00 Furnaces C C, r,4--� tj- Section Supplier (if Applicable) Contract Value Bidding Form Appendix B -08 Designation of Manufacturers and Suppliers $ $ /2 ove coo $ -D a0 r �Oc)0 F� $ 000 $ Zd4l back Last Modified: January 23,E g64 City of El Segundo Residential Sound Insulation Program RSI 14 -15 (Group 59) Bidder's Assurance of Compliance with 'Title 49 CFR Part 26 relating to Disadvantaged Business Enterprise Participation The Bidder hereby gives assurance pursuant to the requirements of Title 40 CFR part 26 that Siclder has tlaasle a reasonable eft :orl to meet goals for Disadvantagod Bixsi.tiess Enterprise participation specified for the Contract for whidh this proposal is submitted and that the Bidder, if the contract is, awarded to Bidder, will lirtve it DBE participation of percent( , %) of the amount of this Bid. Bidder fttrtl}er gives assttrance that Bidder will submit the documentation required by said regulations and the Contritet lJouuments, including the Listing of Disadvantaged Business Enterprises with whiclti the Bidder will subcontract if the Contract is awarded and if Bidder is unable to meet the co"11'tct goals 1"Or DBE participation, of the steps Bidder has taken to obtain DBE participation. Name of Firm:c•� Address: Telephone Number: Contractor Representative: _ Title: Prv.vi . -e Signature: Dated this A j-t day of f4 0 u Y Bidding Form Appendix B -10 Assurance of DBE Participation 2014, Last Modified: January 23,1 1o4 City of El Segundo Residential Sound Insulation Program RSI 14 -15 (Group 59) 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 at the fc Project Number RSI 14 -15 "Residential Sound Insulation Program — Group 59" 'llow-ifig lurnp sum Price, RSI ID Pro2erty Address Description Bid Price 59.01 740 Main Street RSI Improvements $ 19,495.00 59.02 740A Main Street RSI Improvements $ 16,850.00 59.03 742 Main Street RSI Improvements $ 24,268.00 59.04 744 Main Street RSI Improvements $ 24,785.00 59.05 746 Main Street RSI Improvements $ 24,440.00 59.06 748 Main Street RSI Improvements $ 24,440.00 59.07 750 Main Street RSI Improvements $ 17,885.00 59.08 750A Main Street RSI Improvements $ 16,505.00 59.09 752 Main Street RSI Improvements $ 18,288.00 59.10 754 Main Street RSI Improvements $ 18,058.00 59.11 756 Main Street RSI Improvements $ 18,345.00 59.12 758 Main Street RSI Improvements $18,633.00 59.13 760 Main Street RSI Improvements $ 17,138.00 59.14 762 Main Street RSI Improvements $18,518.00 59.15 541 West Maple Avenue RSI Improvements $24,498.00 Bidding Form Appendix B -01 Addendum #'.61 Bidder's Proposal and Statement Last Modified: August 7, 2014 City of El Segundo las Residential Sound Insulation Program RSI 14 -15 (Group 59) 59.17 1131 East Acacia Avenue RSI Improvements $ 28,293.00 59.18 854 Loma Vista Street RSI Improvements $ 26,280.00 59.19 1211 East Sycamore Avenue RSI Improvements $ 32,375.00 59.20 820 Bungalow Drive, Unit I RS1 Improvements $ 43,415.00 59.21 820 Bungalow Drive, Unit 2 RSI Improvements $ 23,635.00 59.22 835 Bungalow Drive RSI Improvements $ 33,653.00 59.23 836 Maryland Street RSI Improvements $ 28,465.00 56.24 840 Lomita Street RSI Improvements $ 39,197.00 56.25 1207 East Sycamore Avenue RSI Improvements $ 40,310.00 Total Bid (Contract Sum) Five - Hundred & Ninty -Seven Thousand, Seven- Hundred & Sixty -Nine. (words) 597,7(9,00 (figures) In case of discrepancy between the words and figures, 'i mus revail Contractor Representative: X74 Title: 60648 Name of Firm: Address: Name (printed or typed) Vice President Spec Construction Co.,_Inc.__ 1870 S. Carlos Ave. Ontario, CA 91761 Telephone Number: 909- 947 -4601 08/11/2014 Date Contractor's State License Number: 419626 License Expiration Date: 08/3 1 /201.5 Type of Entity: ❑ Sole Proprietorship ❑ Partnership ® Corporation* ❑ Other * If Corporation, evidence of authority to sign must be attached Bidding Form Appendix B -01 Addenduiih Bidder's Proposal and Statement Last Modified: August 7,2W EL SEGUNDO CITY COUNCIL MEETING DATE: September 2, 2014 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding acceptance of a grant from the Federal Aviation Administration (FAA) of up to $10 Million to be used for the Residential Sound Insulation (RSI) Program. (Fiscal Impact: $7,000,000 to $10,000,000, depending on formal grant offer) RECOMMENDED COUNCIL ACTION: 1. Accept a grant from the Federal Aviation Administration (FAA) of up to $10,000,000; 2. Authorize the Mayor to execute the FAA Grant Agreement; and /or 3. Alternatively discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: RSI Program map FISCAL IMPACT: Potential Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A ORIGINATED BY: James S. O'NeiIl, Program Manager REVIEWED BY: Sam Lee, Director of Planning and wilding Safety APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: On December 19, 2013, City staff submitted a grant application to the Federal Aviation Administration (FAA) for $10,000,000 to support the City's Residential Sound Insulation (RSI) Program. Although City staff had not received the formal grant offer at the time this staff report was written, as is typical of similar agenda items in the past, City staff has been informed that the City is likely to receive a grant offer of $7,000,000 based on that application, but the grant must be signed and executed no later than September 15, 2014. (Due to the end of the Fiscal Year) Due to this condition, acceptance of a grant could not be placed on an agenda for a later City Council meeting. The offer is in keeping with previous terms and conditions of the most recent FAA grants accepted by the City, including the conditions that FAA funding is used for a maximum of 80% of eligible expenditures and is only to be used for El Segundo homes north of the "block rounded" Alternative D 65 dB CNEL (Community Noise Equivalent Level) contour, shown in green on the attached map. Homes south of that line, which were previously eligible for FAA funding (and are located in the areas highlighted in yellow and red), are no longer eligible for FAA funding. It is important to note, to avoid confusion, that City staff continues to work on securing additional funding from Los Angeles World Airports to provide some funding for sound insulation efforts for homes located in the area highlighted in yellow on the attached map. 12 163 As a precautionary measure, the recommended City Council action is to "Accept a grant from the Federal Aviation Administration (FAA) of up to $10,000,000" to avoid the need for a special City Council meeting and /or action in the event the formal grant offer received is for an amount different than $7,000,000. (The formal grant offer cannot exceed the amount requested, and therefore "up to $10,000,000" was used.) It is anticipated that a $7,000,000 grant, coupled with a 20% match from a grant from Los Angeles World Airports (LAWA), would fund sound insulation efforts for approximately 230 homes, benefitting an estimated 550 people in the City of El Segundo. (The original $10,000,000 grant application anticipated treatment of 330 homes). 164 • weir, I'! 77 If VT 7-' Z •,4i 0 w is u3ax� • W i 1-1 Al I I R a � z FFFt k iii 5 1 all E I I liM 14 if* f!Z11 -1i If '2111 1 El - x i I Mod 9 oilx, wrt fit 1�1�: FMWI�1� 0 'i I m co D"IMMA a 1! 5! Zo oU is H" I ltj IF I 111 �5 . zt N E I? E 'T E o 0 o 0) (0 L ) 0 E 9 E 7 E N E r O v U y uo v 01 0 0 a O O • W z 0 U ca • m m co 4. ppggl • weir, I'! 77 If VT 7-' Z •,4i 0 w is u3ax� • W i 1-1 Al I I R a � z FFFt k iii 5 1 all E I I liM 14 if* f!Z11 -1i If '2111 1 El - x i I Mod 9 oilx, wrt fit 1�1�: FMWI�1� 0 'i I m co D"IMMA a 1! 5! Zo oU is H" I ltj IF I 111 �5 . zt N E I? E 'T E o 0 o 0) (0 L ) 0 E 9 E 7 E N E r O v U y uo v 01 0 0 a roux 1111 O O W z 0 U ca m m co roux 1111 Fw 14rh I r", s. LL. 2p Fw m C4 LIJ 0 m oc 2 a. w z C-) !2 LU LU U) 0 z Z D < UJ 0 ui U) Lu W 0 LU L) L3 m C') U) V UJ OC w 165 EL SEGUNDO CITY COUNCIL MEETING DATE: September 2, 2014 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding the approval of an amendment to an existing Professional Services Agreement with CSG Consultants to increase the amount of the agreement from $25,000 to $35,000 for building inspection consulting services. (Fiscal Impact: $35,000) RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to execute an amendment to an existing Professional Services Agreement to increase the funding from $25,000 to $35,000 approved as to form by the City Attorney; and /or, 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: None. FISCAL IMPACT: $35,000 Amount Budgeted: $35,000 Additional Appropriation: N/A Account Number(s): 001 - 400 - 2403 -6214 (Building Division: Professional and Technical) ORIGINATED BY: Sam Lee, Director of Planning and Building Safety REVIEWED BY: Greg Carpenter, City Manager APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: On March 10th, 2014, the City retained CSG Consultants' services to provide a part time building inspector to assist with the City's building inspection and code enforcement demands. The $25,000 agreement has been spent and an additional $10,000 is necessary to cover the cost for the rest of this fiscal year. Recommendation The Planning and Building Safety Department requests that the Council authorize the City Manager to execute a Professional Service Agreement amendment with CSG Consultants, in a form approved by the City Attorney, for an additional sum of $10,000, for a total not to exceed $35,000, for building inspection services. 13 166 EL SEGUNDO CITY COUNCIL MEETING DATE: September 2, 2014 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: 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 (`SSMC ")§ 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/p/ 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 9th and they will work only on Friday through Sunday until the project is complete. Work began on July 18 and is complete in the City Manager's Offices, the City Clerk's Offices, and the ground floor Finance Department Offices. Work is continuing throughout other parts of the building until the entire work area is complete. 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. im 167 EL SEGUNDO CITY COUNCIL MEETING DATE: September 2, 2014 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: 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 (`SSMC ")§ 1 -7 -12 and 1 -7A -4; and /;or. (2) Alternatively, discuss and take other possible action related to this item ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $37,000 Additional Appropriation: No. Account Number(s): 405- 400 - 0000 -6215 (Facilities Maintenance Fund — Repair & Maintenance Acct.) ORIGINATED BY: Stephanie Katsouleas, Director of Public Works,,/ REVIEWED BY: Stephanie Katsouleas, Director of Public Works` APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: On August 5, 2014 City Council approved an emergency contract with A & V Contractors, Inc. (A & V) 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. Contract documents are still being processed by the contractor. 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 also recommends that City Council receive and file this report on the status of the emergency repair to clean and repair drywall and carpet and restore furniture in the north portion of City Hall. is 168 EL SEGUNDO CITY COUNCIL MEETING DATE: September 2, 2014 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to award a Professional Services Agreement to Professional Building Maintenance (PBM) for custodial services for the City of El Segundo's various buildings and facilities (Fiscal Impact: $162,713 the first year with a 3% annual escalation for the next four years; $863,867 over a five -year contract duration.) RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to execute a Professional Services Agreement, in a form approved by the City Attorney and renewable annually for five years with a 3% escalation, with Professional Building Maintenance for $863,867.00 for custodial services for the City of El Segundo's various buildings and facilities. 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: $162,713 for FY 2014/15; or 863,867 over five years Amount Budgeted: $162,713.00 for FY 2014 -15 Additional Appropriation: No Account Number(s): 001- 400 - 2601 -6206 (Government Buildings Contract Services) ORIGINATED BY: Floriza Rivera, Principal Engtrk REVIEWED BY: Stephanie Katsouleas, Public s Dir ector APPROVED BY: Greg Carpenter, City Manager,, BACKGROUND AND DISCUSSION: On May 16, 2013, the City entered into a temporary custodial contract with a limited scope of services with Professional Building Maintenance (PBM) as we had recently terminated our previous contractor. The City extended the temporary contract on August 6, 2013, to end on September 30, 2014. Overall, staff has been satisfied with Professional Building Maintenance's work and now recommends awarding them an annual contract, renewable for up to five -years for an expanded scope of services commensurate with the scope called for in the original Request for Proposals. Staff recommends that PBM begin providing the complete scope of services on October 1, 2014 so that no break in services will be apparent to City staff and the public. The new contract will be $162,713 the first year and include an annual 3% escalation in each of Years 2 through 5. The custodial budget is therefore projected to be: 16 169 FY 2014/15: FY 2015/16: FY 2016/17: FY 2017/18: FY 2018/19: $162,713.00 $167,595.00 $172,623.00 $177,801.00 $183,135.00 5 -Year TOTAL: $863,867.00 Staff believes this rate is competitive because it comparable to the quotes received during the previous bidding process for substantially similar services. Continue Page 2 170 EL SEGUNDO CITY COUNCIL MEETING DATE: September 2, 2014 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to waive the bidding process per El Segundo Municipal Code §1 -7 -11 and authorize the purchase of one (1) Cues Sewer Inspection Camera Unit using National Joint Powers Association contracting rates. (Fiscal Impact: $87,200) RECOMMENDED COUNCIL ACTION: Pursuant to El Segundo Municipal Code §1 -7 -11, waive the bidding process and purchase one(1) Cues Sewer Inspection Camera Unit for sewer line maintenance and inspection. 2. Authorize the City Manager to execute an agreement, in a form approved by the City Attorney, with Plumbers Depot to purchase one (1) Cues Sewer Inspection Camera Unit for sewer line maintenance and inspection with Sewer Enterprise funds using National Joint Powers Association contract rates. 3. Alternately discuss, and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: National Joint Purchasing Association Contract # 022014 -AMI Specifications for Cues base station camera system FISCAL IMPACT: $87,200.00 Amount Budgeted: $1,500,000.00 Additional Appropriation: None Account Number(s): 502- 400 - 4301 -8104 (Sewer Enterprise Fund: Small Tools and Equipment) ORIGINATED BY: Gil Busick, Wastewater Supervisor REVIEWED BY: Stephanie Katsouleas, Public Wo s Director" APPROVED BY: Greg Carpenter, City Manage BACKGROUND AND DISCUSSION: To more accurately and systematically inspect the condition of sanitary sewer lines and storm drain lines, a closed circuit TV camera is needed. In the past, the City of El Segundo has relied on contractors to perform this work every ten years. With the purchase of this equipment, City of El Segundo staff will be able to inspect sewer lines more often to determine how fast pipe conditions are degrading and adjust maintenance priorities accordingly. This equipment is portable as it is skid mounted and can be fork -lifted into the back of a pickup truck and can be powered from an inverter or portable generator. This equipment allows us footage location measurements and pan, tilt, zoom ability for real time inspection and recording. Its various applications make it an invaluable tool for sewer line and storm drain maintenance, as well as for emergency response. _17 171 Staff is also requesting that City Council waive the bidding process under El Segundo Municipal Code §1 -7 -11 and authorize the purchase of the Cues Sewer Inspection Camera Unit using National Joint Powers Association contracting rates (i.e., piggyback government rate). 172 O m U p o W z . H wO w U �a �z H O A Sara A W W a�w O a U � A � 0 •ti M y 00 U a 0 U W a 00 O °, O O O O O O M O M N O 69 �3 000 N 00 - GS 69 69 69 F-+ a 0 O U A x F~ Q w w a� q 0 �3 Cd U N W Fy U a� U cl b b .a: U b O O 0 0 0 U 0 A 9 0 U b Cd 0 0 U 0 b b 0 a 0 U h .b 0 b d w d ti z O Q w w O O H w a O F� z 0 W O U 5 0 x 0 w pW4 d a d O_ H a O 0 b O 7�, x O U a O cu a X C7 9 a 0 �C CJ 0 U O 01 O N A L7 a w .w >� ono o Q �D O w A Q zN W o _z °ul00� �zk A B O J z � m U A U W 173 0 QI Specifications For: EL SEGUNDO, CA BASE STATION .450 CABLE & FORK LIFT PORTABLE VIDEO INSPECTION SYSTEM REEL & ENCLOSURE 1 Operates Entire Product Line of Wheeled and Trac Transporters for 6" to 200" Pipe 1 Operates Entire product Line of Pan and Tilt Zoom Cameras Made By The Manufacturer 1 Pull - Out Tray for Keyboard 1 Electronic Components Storage Drawer 1 Transporter / Camera Storage Drawer - Mounted Under TV Cable Reel 1 Wireless Control of All Camera, Transporter, and Reel Functions 1 Rack Mounted Controllers, TV Monitor, and Power Control to Maximize Ergonomic Operation 1 Rack "Shock Isolators" to Prevent Equipment Damage from Jarring and Vibrations 1 Sealed Front Door Functions as an Awning When In the Open Position 1 Easy Access to Service and Maintain the Unit Via Removable Panels 1 Constructed of Protective Aluminum Sheets and Industrial Grade Weather Resistant Paint 1 Water -Tight Enclosure to protect All Components 1 Reel Assembly with Auto Payout and Automatic Levelwind 1 Forklift Skids 4 HEAVY DUTY LIFTING EYELETS P &T ZOOM III M/C CAMERA 1 Solid State Color Sewer TV Camera 1 Pan & Rotate Camera Head, 40:1 Zoom Ratio, 1 Ox Optical Zoom, 4x Digital Zoom 1 NTSC Color Standard, 4x Light Integration 1 Camera Lighting System for 6" through 72" lines 1 Camera Transportation and Storage Case 1 SELF - PROPELLED NON - STEERABLE COMPACT WHEELED CAMERA TRANSPORTER WITH ABILITY TO ADD TRACKS, TO INCLUDE: 1 Unit Shall Have Forward, Free Wheel, and Power Reverse 1 Set of Driven Rubber Wheels to Inspect 6" Pipe 1 All Six (6) Wheel Drive Transporter Assembly to Include: 1 Motor & Enclosed Drive Train 1 8" RUBBER WHEEL KIT FOR COMPACT TRANSPORTER 1 10 -15" RUBBER WHEEL KIT FOR COMPACT TRANSPORTER 1 1000' CABLE ASSEMBLY, M/C 12PIN METAL 1 1000' Gold Multi Conductor Kevlar Fiber Armored Combination TV Transmission/Tow Cable 1 .450 Diameter 1 Metal Splice Chamber with Pigtail 1 Cable Strain Relief 1 19" (MINIMUM) FLATSCREEN COLOR INDUSTRIAL TV MONITOR NTSC / PAL COLOR STANDARDS 1 PCU ASSEMBLY [RACK MOUNT] 1 CCU ASSEMBLY [RACK MOUNT] 1 Alpha Numeric Information Display, with Multi Paging and Defect Coding 1 Remote "QWERTY" Keyboard for Data Entry 1 On Screen Footage Display 1 WRC and PACP Codes 1 TEST CABLE WIRED USB CONTROLLER 1 Joystick Control for Pan and Tilt Zoom Camera to Include: 1 360 Degree Rotate 1 330 Degree Optical Pan 1 Joystick Control for All Steering Functions & Forward / Reverse Directions for Transporter 174 1 Camera Lift Control for Optional Electronic Camera Lift 1 All Other Controls for Camera to Include: 1 Camera Iris and Focus Override & Zoom 1 Camera Lights & Shutter Control for Light Enhancement 1 Camera Diagnostics & Auto Home 1 Cruise Control to Set Speed of the Transporter for Hands Off Operation 1 All Reel Controls to Include: Retrieve, Release, and Variable Speed [Excluding Dolly Systems] WIRELESS CONTROLLER 1 Joystick Control for Pan and Tilt Zoom Camera to Include: 1 360 Degree Rotate 1 330 Degree Optical Pan 1 Joystick Control for All Steering Functions & Forward / Reverse Directions for Transporter 1 Camera Lift Control for Optional Electronic Camera Lift 1 All Other Controls for Camera to Include: 1 Camera Iris and Focus Override & Zoom 1 Camera Lights & Shutter Control for Light Enhancement 1 Camera Diagnostics & Auto Home i Cruise Control to Set Speed of the Transporter for Hands Off Operation 1 All Reel Controls to Include: Retrieve, Release, and Variable Speed [Excluding Dolly Systems] 1 8.7" MINI KEYBOARD 1 MANHOLE TOP ROLLER ASSEMBLY, TV ONLY 1 TRAINING, ON -SITE (TWO DAYS) 1 SHIPPING AND HANDLING OPTIONAL ITEMS [NOT INCLUDED IN BASE QUOTE] [LAPTOP] PIPELINE DATA COLLECTION & REAL TIME VIDEO CAPTURE (Optional) Laptop Specification Optimized to Run the Granite XP CCTV Pipeline Inspection Software Application 1 CPU: Intel Core i5- 2520M, 2.50 GHz, 3MB Cache 1 Memory: 4 GB DDR3- 1333MHz SDRAM 1 Hard Drive: 500 GB 7200 RPM 1 Optical Drive: 8 X DVD + / - RW burner 1 Video: Onboard Graphics Accelerator w/ 128 MB Shared Graphics Memory 1 Display: 14" HD (1366 X 768) Anti - Glare, LED Backlit 1 Sound: On Board Audio with Built In Stereo Speakers 1 WiFi: Integrated 802.11 b /g /n Wireless Adapter 1 Bluetooth: Bluetooth 375 Wireless Adapter 1 Ports: Network connector (RJ -45); USB 2.0 (4) - 1 USB / eSATA combo Stereo headphone / Microphone combo jack, Memory card reader, 1394 Docking Connector, VGA, HDMI 1 Webcam: Integrated light sensitive Webcam and Digital Mic 1 Expandability: One Express Card Slot 1 OS: Windows 7 Professional 64 -bit 1 Battery: 9 -Cell (97WH) Primary Lithium Ion Battery 1 Keyboard: Internal English Backlit Dual Pointing Keyboard 1 USB Video Capture Device 1 USB to Serial Adapter *Specifications Subject to Change, Component List Above Reflects Equipment to be Supplied (Minimum) Additional Options are Available. 1 Granite XP Inspection Edition Version x.x Software 1 User Guide - Hard Copy 1 User Guide - CD 1 System Recovery Disk 2 Viewer Edition Editions Shall be Included at No Extra Charge 1 OPTIONAL ENHANCED SUPPORT PLAN FOR SOFTWARE (Optional) 1 TRAINING, ON -SITE (TWO DAYS) (Optional) 175 EL SEGUNDO CITY COUNCIL MEETING DATE: Sept. 2, 2014 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to accept as complete the 2013 -2014 Curb, Gutter, Sidewalk, and other Concrete Improvements Project, Project No. PW 13 -22 (Fiscal Impact: $50,000.00) RECOMMENDED COUNCIL ACTION: 1. Accept the work as complete. 2. Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office. 3. Alternatively, discuss and take other possible actions related to this item. ATTACHED SUPPORTING DOCUMENTS: Notice of Completion FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $50,000.00 Additional Appropriation: No Account Number(s): 106 - 400 - 8203 -8606 (Gas Tax: Curb Replacement) ORIGINATED BY: Arianne Bola, Senior Engineer Associate to REVIEWED BY: Stephanie Katsouleas, Public Works Director APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: In May 6, 2014, City Council awarded a Public Works contract to Addscape, Inc. for the repair of defective sidewalks, curbs, gutters, driveway approaches, and pavement areas that have been damaged throughout the City. Construction began on July 21, 2014, and was completed by Addscape, Inc. on August 22, 2014. A final inspection for Addscape's work has been performed and it was determined that the project was completed per the plans and specifications and to the satisfaction of the Public Works Department. The final project costs, are as follows: Budget $19,970.00 Original Base Bid $23,810.00 Alternate Bid +$ 6.220.00 Final Construction Change Orders and Contingencies $50,000.00 Total Final Project Budget Cost Staff recommends that City Council accept the work performed by Addscape, Inc. as complete and authorize the City Clerk to file a Notice of Completion with the County Recorder's Office. 176 Recording Requested by and When Recorded Mail To: City Clerk, City Hall 350 Main Street El Segundo, CA 90245 NOTICE OF COMPLETION OF CONSTRUCTION PROJECT Project Name: 2013 -2014 Curb, Gutter, Sidewalk, and other Concrete Improvements Project Project No.: PW 13 -22 Contract No. 4596 Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that: The undersigned is an officer of the owner of the interest stated below in the property hereinafter described. 2. The full name of the owner is: City of El Segundo 3. The full address of the owner is: City Hall, 350 Main Street, El Segundo, CA, 90245 4. The nature of the interest of the owner is: Public Facilities 5. A work of improvement on the property hereinafter described was field reviewed by the City Engineer on Aug. 22, 2014. The work done was: Concrete Improvements 6. On Sept. 2, 2014, City Council of the City of El Segundo accepted the work of this contract as being complete and directed the recording of this Notice of Completion in the Office of the County Recorder. The name of the Contractor for such work of improvement was: Addscape, Inc. The property on which said work of improvement was completed is in the City of El Segundo, County of Los Angeles, State of California, and is described as follows: Concrete improvements on various locations 9. The street address of said property is: El Segundo, CA 90245 Dated: Stephanie Katsouleas Public Works Director VERIFICATION I, the undersigned, say: I am the Director of Public Works /City Engineer of the City El Segundo, the declarant of the foregoing Notice of Completion; I have read said Notice of Completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury the foregoing is true and correct. Executed on , 2014 at El Segundo, California. Stephanie Katsouleas Public Works Director 177 EL SEGUNDO CITY COUNCIL MEETING DATE: September 2, 2014 AGENDA STATEMENT AGENDA HEADING: Council Member Atkinson AGENDA DESCRIPTION: Consideration and possible action regarding the recommendation to implement a program to have a code enforcement officer to actively patrol the City on Friday and Saturday for violators working without permit(s). (Fiscal Impact: $50,000) RECOMMENDED COUNCIL ACTION: 1. Authorize City Manager to increase funding to staff a code enforcement officer on weekends; and /or 2. Alternatively discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: FISCAL IMPACT: Amount Budgeted: $50,000 Additional Appropriation: Yes Account Number(s): 001 - 400 - 2403 -6214 (Professional and Technical Acct.) ORIGINATED BY: Dave Atkinson, City Council Me REVIEWED BY: APPROVED BY: Dave Atkinson, City Council Mem - BACKGROUND AND DISCUSSION: Status Report The City currently manages code compliance issues, specifically of un- permitted construction violations, through the Building Safety Division on weekdays based on complaints and what inspectors notice in the field. Complaints received over the weekend are investigated the following Monday. Having a code compliance officer actively patrolling the City's business and residential districts on Friday and /or Saturday will mean violators working without permits will be cited immediately. Receiving a stop -work order from a code enforcement officer means all work must stop until necessary permits are obtained. Additionally, violators are required to pay a fine of double the permit fee. Below is a cost structure for having an inspector work Fridav and Saturday / Friday or Saturday: Additionally, the inspector may provide building inspections on as need basis. 19 178 Friday and Saturday (2 days) Friday or Saturday (1 day) Cost per weekend $1000 $500 Cost per year $50,000 $25,000 Additionally, the inspector may provide building inspections on as need basis. 19 178