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2013 Sep 17 - CC PACKETThe 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. 5:00 P.M. SESSION • •' i PUBLIC COMMUNICATION — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et set .) 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) -2- matter 1. City of El Segundo vs. City of Los Angeles, et.al. LASC Case No. BS094279 2. City of Los Angeles vs. Pacific Bell Telephone Company, et al., LASC Case No. BC414272 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): -1- matter. DISCUSSION OF PERSONNEL MATTERS (Govt Code §54957): -0- matter APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957) —0- matter CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -0- matters CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): fff aVers 1. Lease of City Owned Property (Price and Terms) Real Property: City owned Golf Course ("The Lakes") located at Sepulveda Boulevard (Assessor Parcel Number: 4138-014-913). City's Negotiator: Greg Carpenter, City Manager Potential Lessee/Negotiating Party: Centercal Properties, Inc. 2 - r 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. M Y yMP11:01:1111 9:4 J, I --1 :11:4 11OW1411 IKM 1/ INVOCATION — Rev. Eric Jay, Pastor, St. John's Lutheran Church PLEDGE OF ALLEGIANCE — Council Member Fellhauer PRESENTATIONS a) Proclamation — 37th Annual Richmond Street Fair, Saturday 28, 2013 from 9:00 AM to 5:00 PM. b) Presentation — Jacob Levy, Eagle Scout Contender, concerning emergency management public outreach for alert and notification systems in El Segundo. c) Proclamation — Fire Prevention Week, October 6 -12, 2013. 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. 1. Consideration and possible action to authorize the City Manager to issue a request for proposal, reviewed by City Attorney, for lease and operation of the Lakes Golf Facility. (Debra Geist, Manhattan Beach resident) (Fiscal Impact: None) Recommendation — 1) Authorize the City Manager, City Attorney and any other needed staff support to take all steps necessary to issue RFP immediately, such RFP shall be directed to interested parties (including without limitation, entities identified by Golf Course Advisory Group in report to City Council) for Lease of and operation of The Lakes Golf Facility; 2) City Council to discuss and identify basic terms of acceptable lease; 3) City Attorney is directed to approve from and procedure for issuance; 4) Alternatively, discuss and take other possible action related to this item. CITY COUNCIL COMMENTS — (Related to Public Communications) Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. Recommendation — Approval. 11 B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING) 2. Consideration and possible action (Continued Public Hearing) regarding the Fiscal Year 2013-2014 Budget (including all City Revenues and Expenditures), Adoption of Resolutions approving Appropriation Limit and Preliminary Budget as amended and proposed Fiscal Year 2013-2014 Strategic Plan. (Copies of the Fiscal Year 2013-2014 Preliminary Budget can be found in the Library, City Clerk's office, and on the City's website.) (Fiscal Impact: $133,766,300 in total appropriations; Revenues of $112,011,000 and prior year designations of $21,755,300) Recommendation — 1) Continue Open Public Hearing and receive public testimony. Adopt the resolution approving and adopting the Fiscal Year 2013- 2014 Operating Budget. 2) Incorporate "Exhibit A — Fiscal Year 2013-2014 Change List of Budget Revisions in all Funds" into the Adopted Budget and transfer any fiscal year 2012-2013 General Fund savings into the Economic Uncertainty Fund in fiscal year 2013-2014 once the fiscal year 2012-2013 audit is complete; 3) Adopt the Resolution approving and adopting the Appropriations Limit for fiscal year 2013-2014, as presented; 4) Adopt the Fiscal Year 2013- 2014 Strategic Plan; 5) Alternatively, discuss and take other possible action related to this item. C. UNFINISHED BUSINESS D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS E. CONSENT AGENDA All items listed are to be adopted by one motion without discussion and passed unanimously. If a call for discussion of an item is made, the item(s) will be considered individually under the next heading of business. 3. Warrant Numbers 2594193 — 2594364 on Register No. 23 in the total amount of $907,635.98 and Wire Transfers from 8116/2013 through 812912013 in the total amount of $819,787.15) Recommendation — Approve Warrant Demand Registers and authorize staff to release. Ratify Payroll and Employee Benefit checks; checks released early due to contracts or agreement; emergency disbursements and/or adjustments; and wire transfers. 5 4. Special Meeting Minutes of August 22, 2013 and Regular City Council Meeting Minutes of September 3, 2013. Recommendation — Approval. 5. Consideration and possible action to authorize the City Manager, or designee, to purchase five fully equipped Honda police motorcycles. These vehicles are identified in the Equipment Replacement Fund and were scheduled to be replaced in September 2010. (Fiscal Impact: $131,982.00) Recommendation — 1) Accept the responses submitted by Huntington Beach Honda and Honda of Glendale in reply to the Request For Bid #13-11; 2) Award the bid to Huntington Beach Honda and authorize the City Manager, or designee, to execute an agreement in a form approved by the City Attorney with Huntington Beach Honda for the purchase of five new Honda police motorcycles using Equipment Replacement and Asset Forfeiture funds; 3) Approve the retention of three existing 2007 BMW motorcycles to be utilized for training purposes and as spare units during special event deployments; 4) Alternatively, discuss and take other possible action related to this item. 6. Consideration and possible action to award a five-year Public Works Maintenance Contract to DownStream Services, Inc. for Pump Stations Maintenance and On-Call Repair Services. Project No. PW13-12 (Fiscal Impact: $90,000.00 annually for five years) Recommendation — 1) Authorize the City Manager to execute a five-year Public Works Maintenance Contract in a form approved by the City Attorney to DownStream Services, Inc. in the annual amount of $90,000; 2) Alternatively, discuss and take other possible action related to this item. 7. Consideration and possible action regarding authorization for the City Manager to enter into a three year agreement as approved to form by the City Attorney with Insight in the amount of $33,857.70 to provide VMware software support and upgrades. (3 Years of $11,285.90 per year). (Fiscal Impact: $33,857.70) Recommendation — 1) Authorize the City Manager to enter into a three year service, maintenance and upgrade agreement, as approved to form by the City Attorney, with Insight in the amount of $33,857.70; 2) Alternatively, discuss and take other possible action related to this item. 130 8. Consideration and possible action regarding award of City's professional services contract for auditing services with Mayer Hoffman McCann P.C. for three year through 2013-2015, plus optional two year extension. (Fiscal Impact: $ 242,092 General Fund and $46,660 LAWA; 2013-2017) Recommendation — 1) Authorize approval of three year professional services contract for auditing services with Mayer Hoffman McCann P.C. through years 2013-2015 for $169,142 ($141,872 General Fund and $27,270 LAWA) and optional two year extension through 2016 and 2017 for $119,610 ($100,220 General Fund and $19,390 LAWA); 2) Alternatively, discuss and take other possible action related to this item. 9. Consideration and possible action regarding 1) Approval of class specifications, 2) Adoption of a Resolution providing for the implementation of job classification and salary changes in the Fiscal Year 2013-2014 Operating Budget and 3) approval of Examination Plans. (Fiscal Impact: $97,200) Recommendation — 1) Approve the proposed Class Specifications for the classifications of Accounting Supervisor, Deputy City Treasurer 1, Deputy City Treasurer 11, Fire Equipment Mechanic, Payroll Accountant, and Senior Engineer Associate; 2) Adopt the Resolution establishing the Basic Monthly Salary Range for the job classifications of Accounting Supervisor, Deputy City Treasurer 1, Deputy City Treasurer 11, Payroll Accountant, and Senior Engineer Associate; 3) Approve the Examination Plans for Accounting Supervisor, Deputy City Treasurer 1, Deputy City Treasurer 11, Management Analyst, Payroll Accountant, and Senior Engineer Associate; 4) Alternatively, discuss and take other possible action related to this item. 10. Consideration and possible action regarding approval of ongoing professional service agreements and blanket purchase orders for FY 2013- 2014 in excess of $25,000 for various departments; and possible action to waive the formal bidding process and authorize the continued purchase of various goods and services as described below. (Fiscal Impact: General Fund $1,808,074; Asset Forfeiture Fund $13,000; Prop A Fund $30,000; Water Fund $136,500; Sewer Fund $13,000; Golf Course Fund $96,000; Workers' Compensation Fund $95,365) Recommendation — 1) Authorize the City Manager to execute an amendment to Agreement No. 4095, in a form approved by the City Attorney, with High Point Strategies, LLC. to (1) substitute MWW Group and Ek & Ek with High Point Strategies, LLC.; (2) extend the term of the agreement to September 30, 2014; (3) authorizes payment for services up to $75,000 (General Fund); and (4) take such additional, related, action that may be desirable. ATTACHED SUPPORTING DOCUMENT 7 Draft Third Amendment to Agreement No. 4095 between the City of El Segundo and High Point Strategies, LLC. 2) Authorize the City Manager to execute an amendment to Agreement No. 4242, in a form approved by the City Attorney, with to (1) extend the term of the agreement to September 30, 2014; (2) authorizes payment for services up to $45,000 (General Fund); and (3) take such additional, related, action that may be desirable. ATTACHED SUPPORTING DOCUMENT Draft Second Amendment to Agreement No. 4242 between the City of El Segundo and Willdan. 3) Authorize the issuance of a blanket purchase order to Los Angeles Business Journal for the purchase of advertising and ad placement space to advance Economic Development objectives in FY 2013-2014 in an amount not to exceed $37,000 (General Fund) 4) Authorize the City Manager to extend ongoing service agreements with Baker & Taylor Information Services for supplying books and other library materials, and issuance of blanket purchase order not to exceed $86,800 in FY 2013-2014 (General Fund) 5) Authorize the City Manager to extend contract #2235 to Innovative Interfaces, Inc., for library computer network system maintenance and issuance of blanket purchase order not to exceed $30,000 (General Fund) 6) Authorize the City Manager to extend ongoing service agreements with J. Lee Engineering provides plan check and inspection consulting services for the Building and Safety Division not to exceed $150,000 in FY 2013-2014 (General Fund) 7) Authorize the City Manager to extend ongoing service agreement with Willdan Engineering Services to provide professional planning consulting and engineering services to the City not to exceed $70,000 in FY 2013-2014 (General Fund) 8) Authorize the City Manager to extend ongoing service agreement with Tierra West Advisors, Inc. to provide professional planning consulting and engineering services to the City not to exceed $100,000 in FY 2013-2014 (General Fund) 9) Authorize the City Manager to extend ongoing service agreement with Scanning Services Corporation; scan and inputs data into the City's document imaging system not to exceed $30,000 in FY 2013-2014 (General Fund) 10) Authorize the City Manager to extend ongoing service agreements with U.S. HealthWorks provides an extremely cost effective method of delivery of pre- employment and occupational medical services not to exceed $45,000 in FY 2013-2014 (General Fund) 11) Authorize the City Manager to extend ongoing service agreements with Westchester Medical Group/Center for Heart and Health to provide annual safety employees fitness for duty and executive physical examinations not to exceed $70,000 in FY 2013-2014 (General Fund) 1.11 12) Authorize the City Manager to extend ongoing service agreement with York Risk Services Group to administer workers' compensation claims not to exceed $95,365 in FY 2013-2014 (Workers' Compensation Fund) 13) Authorize the El Segundo Fire Department to waive the bidding process per El Segundo Municipal Code §1-7-10 to purchase medical and pharmaceutical supplies, and piggyback on the City of El Cajon's Bound Tree Medical, Inc. ("Bound Tree") Bid #005-12, and authorize issuance of a blanket purchase order to Bound Tree for medical and pharmaceutical supplies not to exceed $27,000 in FY 2013-2014 (General Fund) 14) Authorize the City Manager to execute a one-year contract with All Cities Management Company to provide crossing guard services for the El Segundo School District not to exceed $80,000 in FY 2013-2014 (General Fund) 15) Authorize all El Segundo City Departments to waive the bidding process per El Segundo Municipal Code § 1-7-10 to purchase maintenance/repair operating supplies, and industrial supplies, and piggyback on U.S. Communities Government Purchasing Alliance Contract # 11 019-RFP awarded to Home Depot U.S.A. Inc, and authorize issuance of a citywide open purchase order to Home Depot for maintenance/repair operating supplies, and industrial supplies, under the agreement not to exceed $25,000 in FY 2013-2014 (General Fund) 16) Authorize all El Segundo City Departments to waive the bidding process per El Segundo Municipal Code § 1-7-10 to purchase office supplies, related products and off-site office services, and piggyback on The Cooperative Purchasing Network (TCPN) Contract # R5023 awarded to Office Depot, and authorize issuance of a citywide open purchase order to Office Depot for office supplies, related products and off-site office services under the agreement not to exceed $60,000 in FY 2013-2014 (General Fund) 17) Authorize the issuance of a blanket purchase order to Lane Donovan Partners, LLC (Agreement #3399) to provide management services for The Lakes Golf Course for an amount not to exceed $96,000 in FY 2013-2014 (Golf Course Fund) 18) Authorize the City Manager to extend Agreement # 4096 with TruGreen Landcare in a form approved by the City Attorney and issuance of a blanket purchase order to provide weekly landscape services for an amount not to exceed $153,504 in FY 2013-2014 (General Fund) 19) Authorize the City Manager to extend Agreement # 3476 with Great Scott Tree Service Inc. in a form approved by the City Attorney and issuance of a blanket purchase order to provide tree maintenance services for an amount not to exceed $110,000 in FY 2013-2014 (General Fund) 20) Authorize staff to continue to purchase gasoline and diesel fuel for City vehicles and equipment through the use of spot market purchasing in an amount not to exceed $315,000 in FY 2013-2014 (Various) 21) Authorize the issuance of a blanket purchase order to Metron Farnier & Actaris in an amount not to exceed $100,000 in total for the purchase of single jet 12, water meters for the City's water system in FY 2013-2014 (Water Enterprise Fund). 22) Authorize the issuance of a blanket purchase order to Blue Diamond Materials, a division of Sully Miller Contracting Company in an amount not to exceed $30,000 for the purchase of asphalt paving materials for Street Maintenance Division projects in FY 2013-2014 (General Fund). 23) Authorize the issuance of a blanket purchase order to Infosend, Inc. (Agreement # 4203) to provide water utility bill print and mail services for an amount not to exceed $27,500 in FY 2013-2014 (Water Funds) 24) Authorize the City Manager to extend the ongoing professional service Agreement # 4269 with Aerotek for providing temporary staffing service for the Public Works Department not to exceed $100,000 in FY 2013-2014 (General Fund) 25) Authorize the City Manager to execute a one-year contract with the Society for the Prevention of Cruelty to Animals Los Angeles for animal sheltering services, not to exceed $28,200 in FY 2013-2014 (General Fund) 26) Authorize the City Manager to execute a one-year contract with Duncan Solutions (formerly Enforcement Technology Inc.) for processing of parking citations/collections, not to exceed $77,000 in FY 2013-2014 (General Fund) 27) Authorize the issuance of a blanket purchase order to San Diego Police Equipment Co., Inc. (SDPECI), for the purchase of CCI-Speer and Federal ammunition, not to exceed $53,500 in FY 2013-2014 (general Fund) 28) Authorize the City Manager to execute a one-year contract amendment and/or purchase order with Tyler Technologies for annual software licensing, maintenance, and support not to exceed $41,070 in FY 2013-2014 (General Fund) 29) Authorize the City Manager to execute a one-year contract and/or blanket purchase order with Active Network for annual licensing, maintenance and support not to exceed $34,000 in FY 2013-2014 (General Fund) 11. Consideration and possible action regarding a request to install temporary banner Announcement Signs that exceed 500 square feet on the temporary perimeter fencing for the property at the northeast corner of Sepulveda Boulevard and Rosecrans Avenue. Applicant: Federal Realty Investment Trust (Fiscal Impact: None) Recommendation — 1) Approve Federal Realty Investment Trust's request for temporary banner Announcement Signs for one and a half years; 2) Alternatively, discuss and take other possible action related to this item. 10 12. Consideration and possible action regarding the adoption of Ordinance No. 1481 for a Zone Text Amendment, and a Development Agreement on the site located at 850 North Sepulveda Boulevard generally near the northeast corner of Sepulveda and Rosecrans Boulevards. Applicant: Street Retail Inc. (Fiscal Impact: None) Recommendation — 1) Waive second reading and adopt Ordinance No. 1481; 2) Alternatively, discuss and take other possible action related to this item. 13. 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. Recommendation — 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; 3) Alternatively discuss and take other action related to this item. 14. Consideration and possible action regarding a request from the El Segundo Kiwanis Club to operate a Beer Garden adjacent to the food court section of the Kiwanis Club sponsored 37th Annual Richmond Street Fair on Saturday, September 28, 2013 from 11:00 a.m. — 5:00 p.m. (Fiscal Impact: None) Recommendation — 1) Approve the request from the El Segundo Kiwanis Club to operate a Beer Garden adjacent to the food court section of the 37th 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 IS. Consideration and possible action to approve the City's responses to the Los Angeles County Grand Jury Reports entitled "Chevron-El Segundo" and 2012-2013 "Civil Grand Jury Final Report-El Segundo. (Fiscal Impact: None) Recommendation — 1) Approve the City's responses to the Los Angeles County Grand Jury Reports; 2) Alternatively discuss and take other action related to this item. F. NEW BUSINESS 11 16. Consideration and possible action to update the El Segundo Municipal Code regulating general penalties for Title 6 of the City Code specific to animal control. These changes are desirable to ensure effective enforcement by the El Segundo Police Department. (Fiscal Impact: None) Recommendation — 1) Second reading by title only and adopt an Ordinance amending Chapter 6-1-5 of the El Segundo Municipal Code regarding the general penalty for violations of animal regulation; 2) Alternatively, discuss and take other possible action related to this item. 1. REPORTS — CITY CLERK Council Member Fellhauer - Council Member Atkinson — Council Member Fuentes — Mayor Pro Tern Jacobson — Mayor Fisher — 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. 12 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- andlor conferring with the City Attorney on potential andlor existing litigation; andlor discussing matters covered under Government Code Section §54957 (Personnel); andlor conferring with the City's Labor Negotiators. REPORT OF ACTION TAKEN IN CLOSED SESSION (if required) F-1100011,-,111 POSTED: DATE: �-1 1-13 TIME: c Pp-'\ NAME: 13 WHEREAS, The 37th Annual Richmond Street Fair is proudly sponsored and organized by the El Segundo Kiwanis Club as a club fundraiser for local scholarships and projects for the youth of El Segundo; and WHEREAS, The Annual Richmond Street Fair provides high school student groups, civic clubs, and non-profit organizations an opportunity to promote their associations and to raise funds for their school and community projects through the sale of arts and crafts and other items; and WHEREAS, The Annual Richmond Street Fair affords people from other communities the opportunity to discover the hometown atmosphere of El Segundo while experiencing wholesome family entertainment at its finest; and WHEREAS, The City Council recognizes the merits of the Annual Richmond Street Fair as a win-win for the entire community of El Segundo and commends the El Segundo Kiwanis Club for continuing to carry on this traditional El Segundo event which has become a "Celebration of Community". Mayor Bill (Fisher Mayor Pro gem Cadyacobson CouncdMem6er Suzanne (Fuentes Council Member (Dave,Ukinson CouncdMem6erWan Eelfhauer PRESENTATION JACOB LEVY, EAGLE SCOUT CONTENDER EMERGENCY MANAGEMENT PUBLIC OUTREACH FOR ALERT AND NOTIFICATION SYSTEMS IN EL SEGUNDO c) Proclamation — Fire Prevention Week, October 6-12, 2013. September 1 of -• •• - City Council Agenda Public Communications From: Debra Geist, Manhattan Beach Resident EL SEGUNDO CITY COUNCIL MEETING DATE: September 17, 2013 AGENDA STATEMENT AGENDA HEADING: Special Orders of Business AGENDA DESCRIPTION: Consideration and possible action (Continued Public Hearing) regarding the Fiscal Year 2013- 2014 Budget (including all City Revenues and Expenditures), Adoption of Resolutions approving Appropriation Limit and Preliminary Budget as amended and proposed Fiscal Year 2013 -2014 Strategic Plan. (Copies of the Fiscal Year 2013 -2014 Preliminary Budget can be found in the Library, City Clerk's office, and on the City's website.) (Fiscal Impact $133,766,300 in total appropriations; Revenues of $112,011,000 and prior year designations of $21,755,300) RECOMMENDED COUNCIL ACTION: 1. Continue Public Hearing and receive public testimony. Adopt the Resolution approving and adopting the Fiscal Year 2013 -2014 Operating Budget. 2. Incorporate "Exhibit A — Fiscal Year 2013 -2014 Change List of Budget Revisions in all Funds" into the Adopted Budget and transfer any fiscal year 2012 -2013 General Fund surplus into the Economic Uncertainty Fund in fiscal year 2013 -2014 once the fiscal year 2012 -2013 audit is complete. 3. Adopt the Resolution approving and adopting the Appropriations Limit for fiscal year 2013- 2014, as presented. 4. Adopt the Fiscal Year 2013 -2014 Strategic Plan. 5. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1) Exhibit A Fiscal Year 2013 -2014 Change List of Budget Revisions in all Funds 2) Resolution approving and adopting the Operating Budget for Fiscal Year 2013 -2014 and Resolution approving and adopting the Appropriation Limit for Fiscal Year 2013- 2014 3) Fiscal Year 2013 -2014 Strategic Plan FISCAL IMPACT: Total Appropriations for all funds of $133,766,300; Revenues of $112,011,000, and prior year designations of $21,755,300. Amount Budgeted: $133,766,300 Additional Appropriation: N/A Account Number(s): None ORIGINATED BY: Angelina Garcia, Fiscal Services Manager REVIEWED BY: Deborah Cullen, Director of Fin ce APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: FY 2413 -2014 Buffet On September 3, 2013 the City Council conducted a Public Hearing on the FY 2013 -2014 Operating Budget. Revisions from the Preliminary Budget are attached to this report and have been included in the final budget to be adopted. Incorporate "Exhibit A — FY 2013 -2014 Change List of Budget Revisions In All Funds" into the Adopted Budget. Budget Revenue Revisions between Preliminary and Adopted General Fund Property Tax - Based on new information related to assessed valuation for the next Property Tax Year we have increased Property Tax by approximately $440,000. Business License Tax - Business License Tax has been reduced by $85,000, which is due to a revision in estimated employee headcount. State Gas Tax Fund The State Gas Tax Fund also had an increase in revenues of $65,000. This was due to a revised estimate received from the State of California. Budget Expenditure Revisions between Preliminary and Adopted General Fund The summary of changes includes a decrease to the estimated Cost of Living Adjustment (COLA) of approximately $388,500. The FY 2013 -2014 Preliminary Budget was prepared with an estimated COLA of 2.6 %, and was budgeted for all employees. Since then, new estimates have come in and we have lowered the estimated COLA to 2 %. The final COLA percentage will not be known until after budget adoption. Staff will finalize the COLA budget adjustment in the 1St quarter /year -end review that will be presented February 2014. Staff also made a budget adjustment to remove the value of the COLA increase for Supervisory /Professional Group, Management/Confidential Employees, and Executives. The total decrease is approximately $388,500, as shown below: L ame S — (-uLA Keauctions Salary Adjustment for Groups not receiving COLA (estimated in the Preliminary Budget at (257,822) 2.6 %): Adjustment for Decrease in estimated CPI (from 2.6% to 2 %) for the following groups: Police Officers' Association (41,810) Police Management Association (12,000) Fire Association (36,770) Police Support Services Employee Association (4,700) City Employees' Association (35,390) (130,670) Total COLA Reduction: $(388,492) Other Funds State Gas Tax Fund This Fund's expenditures have been increased by $400,000 to fund for the Annual Slurry Seal Program and the Curb and Sidewalk Replacement Citywide. Water Frond This Fund's expenditures have been adjusted to properly fund for the replacement of cast and /or ductile iron pipes, for the restoration of the City's potable water reservoirs, and for the installation of a Venturi Meter. The total adjustment amount for these capital expenditures is a decrease of approximately $650,000. There is also a decrease to salaries and benefits of approximately $86,700 for a reclassification of %2 a full -time position to the General Fund. Wastewater Fund This Fund's expenditures have been decreased by $190,100 to adjust the funding due to an overstatement in the preliminary budget to the sewer line repairs and rehabilitation on the City's most serious sewer main problems. Adopt the Resolution approving and adopting Appropriations Limit for or FY 2013 -2014. Article XIII -B of the California State Constitution, commonly referred to as the Gann Appropriations Limit, was adopted by California voters in 1980 and placed limits on the total tax proceeds that State and local agencies can appropriate and spend each year. Based upon the California Constitution and applicable law, staff has presented the City Council with an Appropriations Limit for FY 2013 -2014 as adjusted by the factors identified in the attached Resolution. The Appropriations Limit for FY 2013 -2014 will be $264,892,000. Capital Improvement Projects The FY 2013 -2014 Capital Improvement Projects total $2,140,000. Residential Sound Insulation Program construction improvements total $15,800,000. Summary General Fund — Overall, General Fund Revenues are growing at a rate of 2.15% compared to the 2012/2013 yearend estimate. The City is still being impacted by a sluggish economy and overall reduction in revenues coming from the business base, which will keep revenues well below the levels needed to keep up with FY 2013 -2014 growth of 11.5% in expenditures. The FY 2013/2014 revenue and expenditure gap is being covered by the receipt of the first 2 tax resolution payments made by Chevron. As part of the final budget adoption, staff has prepared a reconciliation of changes from the preliminary to the final adopted budget. Staff will continue to monitor revenues and expenditures and report quarterly to City Council and the public. Revisions from the Preliminary Budget are attached to this report and have been included in the final budget to be adopted. CITY OF EL SEGUNDO EXHIBIT A CHANGE LIST OF EXPENDITURE BUDGET REVISIONS - APPROPRIATIONS ALL FUNDS FISCAL YEAR 2013 -2014 ADOPTED BUDGET FISCAL YEAR 2013 -2014 BUDGET General Fund Preliminary Budget Appropriations inclusive of Transfers Out ADJUSTMENTS: COLA Adjustment Elected Official -City Council Adjust Council Stipends for three members Finance Adjust Business Services Manager Allocation - S & B Police Department Increase in CaIPERS contribution for hnb employee Public Works Department Increase in Custodial Costs - Maintenance of Lifeguard Station Software Maintenance Costs for Tablets Software Maintenance Costs for Tablets Recreation & Parks Department Adjust Operating Supplies Total General Fund inclusive of Transfers Out Other Funds Preliminary Budget Appropriations inclusive of Transfers Out State Gas Tax Fund (106) Adjustment - To fund for the approved CIP Slurry Seal Adjustment - To fund for the approved CIP Curb Replacement Water (501) Fund Adjust Business Services Manager Allocation - S & B Adjust Laundry & Cleaning Adjust Repairs & Maintenance Adjust Software Maintenance for new Tablets Adjustment - To fund for the approved CIP Water Main Replacement Adjustment - To fund for the approved CIP Reservoir Improvements Adjustment - To fund for the approved CIP Venturi Meter Installation Waste Water (502) Fund Adjustment - To fund for the approved CIP Sewer Rehabilitation Total Revised City Appropriations - Other Funds inclusive of Transfers Out Total Revised City Appropriations - All Funds inclusive of Transfers Out Div Account Inc (Dec) (388,500) 1101 4xxx 8,400 2501 4xxx 86,700 31xx 4xxx 3,000 2601 6206 10,700 4202 6217 2,000 4801 6214 1,000 5101 5204 1,000 Balance $ 59,926,700 S (275,700) $ 59,651,000 S 74,623,600 8203 8357 350,000 8203 8606 50,000 7102 4xxx (86,750) 7102 6212 600 7102 6215 16,000 7102 6217 2,000 7103 8207 (790,000) 7103 8227 60,000 7103 8452 80,000 (190,150) S (508,300) $ 74,115,300 $ (784,000) $ 133,766,300 CITY OF EL SEGUNDO EXHIBIT A CHANGE LIST OF REVENUE BUDGET REVISIONS - ALL FUNDS FISCAL YEAR 2013 -2014 ADOPTED BUDGET General Fund Preliminary Estimated Revenues inclusive of Transfers In ADJUSTMENTS: Increase to Current Year Secured Estimate Increase to Current Year Unsecured Estimate Decrease to Business License Fee Estimate Increase to Business License Fee Estimate Decrease to Business License Fee Estimate Increase to Business License Fee Estimate Decrease to Business License Fee Estimate Decrease to Business License Fee Estimate Decrease to Business License Fee Estimate Transfers In: Economic Uncertainty Fund Capital Improvements Fund Total General Fund Estimated Revenues inclusive of Transfers In Other Funds Preliminary Estimated Revenues inclusive of Transfers In Correction to Schedule State Gas Tax Fund (106) Adjust Interest Income Estimate Adjust to Reconcile to Revised State Estimate for FY 2013 -2014 Adjust to Reconcile to Revised State Estimate for FY 2013 -2014 Adjust to Reconcile to Revised State Estimate for FY 2013 -2014 Adjust to Reconcile to Revised State Estimate for FY 2013 -2014 Total Other Funds Estimated Revenues inclusive of Transfers In Total Revised Estimated Revenues Inclusive of Transfers In Prior Year Designation Fund Reserves Total Revised Estimated Revenues Inclusive of Transfers In FISCAL YEAR 2013 -2014 BUDGET Account Inc (Dec) Balance S 56,386,100 3101 409,000 3102 34,000 3301 (102,000) 3302 5,000 3303 (6,500) 3304 40,000 3305 (7,000) 3306 (7,000) 3307 (8,000) 9001 9001 S 357,500 S 56,743,600 S 55,201,700 3601 3707 55,500 3712 5,100 3714 2,300 3716 2,800 S 65,700 S 55,267,400 S 423,200 S 112,011,000 $21,755,300 $133,766,300 RESOLUTION NO. _ A RESOLUTION ADOPTING THE 2013 -2014 FINAL OPERATING BUDGET FOR THE CITY OF EL SEGUNDO AND ADOPTING THE 2013 -2014 CAPITAL IMPROVEMENT BUDGET. The City Council of the City of El Segundo does resolve as follows: SECTION l: The City Council finds and declares as follows: A. The City Council has reviewed the proposed final Operating Budget ( "Budget ") for fiscal years; B. The Budget is based upon appropriate estimates and financial planning for the City's operations, services, and capital improvements; C. The City Council conducted public study sessions on April 30", 2013, June 27'x' 2013, August 6, 2013 and a public hearing on September 3, 2013, and continued on September 17, 2013; D. All procedural requirements for adopting the City's budget were fulfilled, and the City Council was fully informed regarding the City's current finances, projected revenue, and financial obligations; and E. It is in the public interest for the City Council to adopt the Budget as proposed by the City Manager. SECTION 2: ADOPTION. The Budget attached to this Resolution, and incorporated by reference, is approved and adopted subject only to the authorizations set forth below. Such approval and adoption includes, without limitation, the Position Control Listing of Authorized Positions, Classification and Compensation Plans set forth in the Budget which recognizes new classifications and removes unused classifications. SECTION 3: APPROPRIATIONS LIMIT. A. Article XIIIB of the California Constitution requires the City to set its Appropriations Limit on an annual basis; B. The City's Appropriations Limit may be adjusted annually based upon inflation and population growth. C. The City Council may choose the method of calculating adjustments to the City's Appropriations Limit on an annual basis. For inflation, pursuant to Article XIIIB, § $(e)(2), adjustments to the Appropriations Limit may be calculated using either the percentage change in per capita personal income from the preceding year or the percentage change in the local assessment roll from the preceding year because of local nonresidential new construction. For population growth, pursuant to Government Code § 7901(b), the City may either use the percentage growth either in its jurisdiction or from the surrounding county. �• , D. Pursuant to Article XIII -B of the California Constitution, and those Government Code sections adopted pursuant to Article XIII -B, § 8(f), the City Council chooses to adjust the City's Appropriations Limit by calculating inflation using the percentage change in the City's assessment roll from the preceding year because of local nonresidential new construction and calculating population growth by using the percentage change in population in Los Angeles County. E. As a result of the adjustments made to the City's Appropriations Limit, the City Council sets the Appropriations Limit for fiscal year at $264,892,000. SECTION 4: BUDGET APPROPRIATIONS. Based upon the Budget, the total General Fund operating budget is $59,651,000. The City Manager, or designee, is authorized to implement the following appropriations for City Departments: Elected Officials $994,200 City Manager 1,269,000 City Attorney 449,000 Non Department 4,591,200 Communications Center 1,389,500 Finance 1,890,700 Fire 14,724,400 Human Resources 804,500 Recreation and Parks 5,147,500 Planning and Building Safety 2,894,200 Police 17,200,100 Public Works 5,948,800 Transfers 346,400 COLA Adjustment (388,500) SECTION 5: CIP APPROPRIATIONS. Based upon the CIP, a total of $2,140,000 is appropriated for Capital Improvement Projects for Fiscal Year. The City Manager, or designee, is authorized to implement the CIP with the following funds and amounts: F IRTI3 M ©tJNT': Wastewater Fund $1,000,000 Water Fund $740,000 State Gas Tax Fund $400,000 Page 2 of 4 SECTION 6: MISCELLANEOUS APPROPRIATIONS. The City Manager, or designee, is authorized to implement the following miscellaneous appropriations: TRAFFIC SAFETY $200,000 STATE GAS TAX 400,000 ASSET FORFEITURE 1,387,000 COMMUNITY DEVELOPMENT BLOCK GRANT 86,400 PROP A TRANSPORTATION 336,600 PROP C TRANSPORTATION 124,200 RESIDENTIAL SOUND INSULATION 17,326,500 C.O.P.S. FUND 100,000 LAWA FUND 11,017,900 AQMD Tree Partnership Program 110,000 DEBT SERVICE FUND 540,000 FACILITIES MAINTENANCE 95,000 WATER FUND 25,209,700 SEWER FUND 6,354,900 GOLF COURSE 2,374,700 EQUIPMENT REPLACEMENT 5,454,900 LIABILITY INSURANCE 1,118,500 WORKERS' COMP RESERVE / INSURANCE 1,879,000 SECTION 7: REAPPROPRIATION. The City Manager, or designee, is authorized to reappropriate any unused appropriations for capital projects, special projects, and grant programs at the close of Fiscal Year 2012 -2013 for the Budget. SECTION 8: FUND OPERATING RESERVES. The City Manager, or designee, may appropriate any remaining revenues at the close of Fiscal Year 2012 -2013 into the applicable Fund operating reserve on September 30, 2013. SECTION 9: BUDGET ADJUSTMENTS. The Budget may be subsequently adjusted as follows: A. By majority vote of the City Council; B. By the City Manager, or designee, for all appropriation transfers between programs and sections within a City department and between appropriation units (e.g., salaries and benefits, services and supplies, and capital outlay) within programs; C. By Department Directors for appropriation transfers between appropriation units within programs; D. Objects code expenditures within appropriation units in a program are not restricted so long as funding is available in the appropriation unit as a whole. Page 3 of 4 SECTION 10: CONTRACTING AUTHORITY. A. The City Manager, or designee, is authorized to bid and award contracts for the equipment, supplies, and services approved in the Budget. B. In accordance with the El Segundo Municipal Code ( "ESMC "), the City Manager is authorized to execute all contracts awarded for equipment, supplies, and services approved in the Budget. C. Notwithstanding any dollar limitation set forth in the ESMC, the City Manager is authorized to execute contracts for purchasing equipment and supplies that are individually identified in the Budget regardless of total cost. The City Manager may, but is not required to, seek additional City Council approval for transactions made pursuant to this Section. D. For all other services, equipment, and supplies, the City Manager is authorized to execute contracts in accordance with the ESMC. SECTION 11: The City Clerk is directed to certify the adoption of this Resolution; record this Resolution in the book of the City's original resolutions; and make a minute of the adoption of the Resolution in the City Council's records and the minutes of this meeting. SECTION 12: This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded. PASSED AND ADOPTED September 17, 2013. Tracy Weaver, City Clerk APPROVED AS TO FORM: MARK D. HENSLEY, City Attorney Bill Fisher, Mayor Karl H. Berger, Assistant City Attorney Page 4 of 4 City of El Segundo Strategic Plan September 2013 Fiscal Year 2013 -2014 Page 1/13 Mission of the City of El Segundo The Mission of the City of El Segundo is to "Provide a great place to live, work and visit ". The mission is at the center of the diagram illustrated on the previous page because it serves as the "destination" that our strategies should lead towards and provides the context for our decisions. .W ,. The Mission is surrounded by five Guiding Principles that support the mission and serve to: • Provide structure for decision - making • Create focus areas • Create budget /resource priorities • Express the organization's values These Guiding Principles Include: • Focus on Customer and Community Service • Provide Quality Public Safety • Maintain Quality Facilities, Infrastructure and Equipment • Ensure Financial Stability • Focus on Maintaining a Quality Workforce Purpose of Strategic Plan This Plan is intended to act as a city -wide Work Program of short and long -term tasks and projects that support the Guiding Principles and Mission. The plan includes those efforts or projects (outside of core responsibilities) that the City Council has assigned funding or assigned staff resources to complete or analyze. The task /project should be associated with one of the Guiding Principles and be achievable based on available resources. Implementation /Review The Plan is adopted annually with Budget and represents tasks that will begin in the next fiscal year or that are underway and will continue during the next fiscal year. The status of implementation /completion of the assignments will be reviewed by the City Council, and if necessary, adjusted at mid -year (spring of each year) and summarized during Strategic Planning Summer (of each year). With the adoption of the subsequent annual budget, the Plan will be updated to remove completed tasks and incorporate new assignments. If significant tasks arise or are assigned during the annual cycle, they will be added to the plan and if necessary, others may need to be removed if adequate resources are not available. Page 2/13 Extend Voice Over IP Information Services In progress Will improve to all City Facilities connectivity and computer speed for customers and reduce phone expenses Convert City Information Services In progress Will reduce computer Computer System to replacement cost Virtual Desktop Enhance City wide Information Services In progress 1) Reliant on video system completion of Fiber project. 2) PD will oversee video management system. East side El Segundo Information Services Funded (2012) Construction Fiber Connection anticipated in 2014. Project Provide connection to the Equinix data center, connect East side City facilities to fiber/VOIP allow business access to Equinix Establish Online Finance/information Intended to Purchasing System Services stream line/expedite for City Use city business transactions Reopen Main Library Library Scheduled Scheduled to on Fridays commence in January of 2014 Recreatibnand Parks Establish City-wide Recreation and Parks Reclassification Pending approval Volunteer requested Coordinator Page 3/13 Upgrade Playgrounds to meet ADA and Safety Standards Recreation and Parks And Public Works Currently unfunded Seeking alternative funding sources Corporate Beach Recreation and Parks Developing concept Will assess customer Shuttle Service Currently unfunded interest and concept feasibility Commence Over hiring to 64 Police In Progress Approved by City Council in Strategic Planning Reestablish Community Police In progress Must begin planning Lead Officer Program (FEMA requires a City and apply submitted to soon- Hazard Mitigation Establish AB 109 Multi- Police Pending Funding Funding from State, jurisdictional taskforce revise the plan under the multi- jurisdictional project teams being established Whole Community with ESUSD. Awaiting in the South Bay. Establish Regional Police Digital Evidence lab with other law enforcement agencies. Complete Emergency Operations Plan Emergency Coordinator Awaiting final approval by California OES Review completed no later than Oct.24, 2013 Seek Grant Funding to Emergency Coordinator Notice of Intent to Must begin planning Update the Hazard (FEMA requires a City and apply submitted to soon- Hazard Mitigation Mitigation Plan Community Team to FEMA for $60,000 - as Plan needs to be revise the plan under the multi- jurisdictional project updated and submitted Whole Community with ESUSD. Awaiting to FEMA prior to June 4, concept. final approval to apply. 2014. Upgrade computers and Emergency Coordinator In progress Utilizing equipment phones in the EOC replacement funds to fund equipment to provide redundancy and upgrade of technology. Page 4/13 �,��5�� ✓'m.Y'L��"i,.��. �3 ,. :.:��� ��F� '.; ,m -.. S � �',;%+.e y v�* P � ••, � �• �. &,j : 'F� : �",y �'-�� 4�F":"t�t F' �kd EOC training Emergency Coordinator Training will commence Training will include once phones and revisions to EOC, computers are installed. WebEOC and newly developed EOC Procedures Manual. Seek Grant Funding to Emergency Coordinator A Notice of Intent to Fire Station #1 has conduct seismic apply has been unreinforced masonry retrofitting of Fire submitted to FEMA in on east wall and the Station #1; replace bay the amount of $351,500 front bay doors need doors with automatic replacement with doors; and install automatic doors and a Seismic Early Warning seismic warning system System to allow for automatic opening of the bay doors immediately upon an earthquake. Implement Mass Care Emergency Coordinator Implement alternate Additional shelters are Shelter Plan shelter locations, required for to meet shelter training sheltering of 10% of program, additional population potential, staff and volunteer along with staffing, plan. MOU with training, and background American Red Cross investigations provided signed for training by American Red Cross. program. Targeted CERT Program Emergency Coordinator CERT classes will be CERT participants have held to target primarily been from the residential, school, and business sector. Joint faith -based community exercises with members. businesses will be implemented. Recreation and Parks Establish Park Safety Recreation and Parks Pending member Increase partnership Committee designation between Police and R &P Page 5/13 Page 5/13 Seismic Structural Public Works Scheduled PW will start the design Reinforcement of FS #1 by Area G Police and process in the fall of Fire Departments. 2013, Bidding is Replace Ladder Truck Fire Purchased and being expected in Summer constructed. 2014 and construction Installation of Mobile Fire Complete starting in Fall 2014 Install Seismic Early Fire Currently Unfunded Emergency Warning system at FS #1 Management Coordinator applying for grant funding through hazard mitigation grant program. Replace apparatus bay Public Works Currently Unfunded Emergency doors at FS #1 Management Coordinator applying for grant funding through hazard mitigation grant program. FS #1 upgrades Public Works Scheduled Planned to commence in Spring 2014 Install Vehicle Tracking Fire Pending joint purchase Joint project between Systems by Area G Police and Area G Police and Fire Fire Departments. Departments Replace Ladder Truck Fire Purchased and being Estimated delivery in constructed. February 2014 Installation of Mobile Fire Complete N/A Data Computers in Fire Vehicles Restore Tree I Recreation and Parks Funds Requested I Pending budget Maintenance Funding approval Page 6/13 Fully fund Equipment Recreation and Parks Currently underfunded Seeking additional Replacement for Planning and Plans being developed, alternative funding Campus El Segundo Building /Public Works construction mid -2014 implemented Turf Public Works/ Currently Unfunded Develop preliminary Secure Grant Funding Recreation and Parks Application Pending Court resurfacing, for Recreation Facility power upgrades, Maintenance upgraded BBQ area Tree GIS Inventory Recreation and Parks Budgeted Will improve tree And Public Works maintenance database Urho Saari Upgrades Public Works Not Scheduled Options for upgrades vary widely. Need direction from Council and designation of funding. Beach Restroom Public Works In Progress Opened July, 2014, Permanent sewer connection design and construction 2014 Park Vista Roof Public Works In Progress Replacement Eastside /Wiseburn City Manager /Council Preliminary Design Joint Use Facility being Aquatics Facility Committee Underway planned for opening in late 2015 /early 2016 Roof Replacement Public Works In Progress Permit Center Remodel Planning and Plans being developed, Permit surcharge Building /Public Works construction mid -2014 implemented Council Chamber Public Works/ Currently Unfunded Develop preliminary Remodel options and Information Services plan and cost estimate Cost Study Maple Avenue Public Works In Progress Completion scheduled Improvements for fall 2013 Richmond and Standard Public Works In Progress Study to determine cost Page 7/13 Street Feasibility Study Public Works In Progress of adding parking Richmond Street Tree Recreation and Parks Currently Unfunded Currently removing and Removal and replacing trees with Replacement donations Bicycle Rack Project Parks and In Progress Pilot project Downtown Recreation /Public and City facilities. Works Grant funded Park Place Extension Public Works /Planning In Progress Feasibility and Planning and Building preliminary engineering study expected January, 2014 to extend Park Place from Plaza El Segundo to Continental Park. Federally funded Annual Slurry Public Works Scheduled Fall 2013 Southwest quadrant and possibly Vista del Mar depending on bids. Heritage Stone Program Public Works/ In Progress The Chamber is taking Chamber of Commerce the lead on this project. Undetermined schedule for implementation Elevated Tank Restoration Public Works In Progress Water Reservoir Study Public Works In Progress Study of locations and feasibility for an additional water reservoir; results scheduled for Spring 2014 Lifeguard Station Sewer Public Works In Progress Designs near Connection completion; bidding and construction is pending an agreement with Chevron on property access and approval of plan designs Page 8/13 Consolidation of Lift Public Works Scheduled Plans done. Ready for Stations 1/7 bidding. Summer 2014 Storm Water Mandates Public Works In Progress Increased inspections, enforcement and monitoring, reporting, and program development. EWMPP developed by Summer 2014 Sewer Replacement Public Works Scheduled Spring 2014 for lining Program and replacement according to CCTV results and rankings Water Main Public Works Scheduled Spring 2014 Replacement Water Loss Study Public Works Pending Grant funded. Pending contract execution and scope schedule (2014). Intended to identify causes of water loss in City system Appoint Human City Manager Completed Martha Dijkstra Resources Director and appointed 7/29/13 Restore to Department Status Prepare for and provide Human Scheduled October 1, 2014 support to City's Chief Resources /Finance Negotiator in development of successor Memoranda of Understanding Page 9/13 Page 10/13 between the City and six (6) bargaining units. Schedule Harassment Human Resources In Progress Training to be Prevention Training for completed by Supervisory staff in December 31, 2013 compliance with AB 1825 Continue to analyze and Human In Progress Implement by January prepare for Resources /Finance 1, 2015. implementation of the Affordable Care Act. Conduct an Human Resources Scheduled Initiate by May 1, 2014. organizational Obtain data related to assessment survey current workplace issues to assist City leaders in addressing organizational and workforce improvements. Page 10/13 Page 11/13 o a e Economic Development Business Forum Economic Development In Progress Oct 2013 —Jan 2014 Update Economic Economic Development In Progress Development Website Develop a Marketing Economic Development In Progress Plan and Seek Matching funds from Private industry Achieve "Most Business Economic Development In Progress 2013 application filed, Friendly City" Status And ESN awards announced in November 2013 El Segundo Permit Planning and Building In Progress Scheduled to open Center Safety summer of 2014 Develop 5 year strategy Economic Development In Progress March 2014 Develop 2013/14 Economic Development In Progress September 2013 economic development strategy -: la�Qr #�euelopent Prt� ;et The Point Planning and Building In Progress Planning Commission: August 15, City Council: September 3 Campus El Segundo Planning and Building In Progress Planning Commission Nov 2013; City Council 2013 Raytheon Master Plan Planning and Building In Progress Planning Commission April 2014; City Council May 2014 888 Sepulveda Specific Planning and Building In Progress New 190 room hotel. Plan Planning Commission Jan 2014; City Council Feb 2014 Mattel Master Plan Planning and Building In Progress New 14 story 300,000 Safety office building. City Page 11/13 Rai IN i a a MENa Council end of 2014 Hacienda Hotel Planning and Building Pending Pending change of Renovation ownership Smc��Cjt Hc� #i��i:'1mt�a�tv�s Establish and In -lieu Planning and Building In Progress Currently working with Parking Program consultant. City Council Oct 2013 Smoky Hollow Specific Planning and Building In Progress City Council late 2014 Plan Top Golf Proposal Planning and In Progress City Council Analysis Building /City Attorney 3esdena spend lnsuiatt ©n Prc�ram Treat 175 homes RSI End of FY 2013/14 Obtain $5 Million from RSI FY 2013/14 FAA and $18 Million from LAWA Barking /Auditing Research Insurance City Attorney /Finance Coverage Options Banking Services City Treasurer Completed Allows consolidation of accounts and reduced fees. Chase Bank Selected, transition scheduled for RFP for Audit Firm Finance Consider establishing Finance In Progress Based on Civil Grand an Audit Committee Jury Recommendations, cities should formally establish an audit committee making it directly responsible for the work of the independent auditor Page 12/13 Develop recommendations Finance /City Manager In Progress for possible revisions to the City's tax structure Research Property Tax City Manager /City Allocation Options Attorney Recreation Fee Study Recreation and Parks In Progress To Council in November Library Fee study Library In Progress Survey & Recommend- ations in process Bring to City Council in 11/13 for approval; Take effect on 1/1/14. Extension of Chevron City Attorney In Progress City and Chevron Recycled Water Agreement agreed to extend in April 2013 through 2028 Page 13/13 O Z O Zm ❑ u J W Q � F J W O F LL O I- U >� WM N 6' W F W M ti U. 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Q m 2 LL ❑ 0 Date Payee Amount Description 8/16/2013 Nationwide NRSEFT 1.842.82 EFT 4O1apayment 8/16/2013 Nationwide NR6EFT 39.393.09 EFT 457payment 8/16/2013 Manufacturers &Traders 617.31 IRA payment Vantagepoint 8/16/2013 Manufacturers &Traders 5.832.61 401 paymentVantoQepo{nt 8/16/2013 Manufacturers &Traders 23.746.51 457 payment Vanbagepoint 8/16/2013 UGBonh - TruotAoct 8.501.52 PARS payment 8/16/2813 South Bay Credit Union 14,570.38 Payroll credit union deduction pmt 8/20/2013 Health Comp 4.181.58 Weekly claims 8/21/2013 Ca/ Pera 118.227.01 EFT Redinannentk8imc 8/21/2013 Cal Pere 248.907.02 EFT Retirement Safety 8/21/2013 Ca) Pena 3.806.43 EFT Retirement K8iscAd 0/22/2013 Lane Donovan Golf Ptr 23.177.70 Payroll Transfer 8/23/2013 Unurn 274.20 LTD 8/29/2013 Employment Development 3.748.29 State Taxes 8/29/2013 Employment Development 48.453.57 State Taxes 8/29/2013 |R8 233.301.50 Federal Taxes 8/16-8/20/13 Workers Comp Activity 4532500 8CRyWA checks issued 81978715 DATE OF RATIFICATION: 09/17/13 TOTAL PAYMENTS BYWIRE: 81978715 Certified aato the accuracy of the wire transfers by: C(( | Deputy tity Tr8asurer Date Information onactual expenditures is available in the City Treasurer's Office of the City of El Segundo. P:VChx Toannfero\2013\3odQt 2013\VVnaTnanaferm 8-29-13 Directhr of Finance Date Citoranage�/ Date Information onactual expenditures is available in the City Treasurer's Office of the City of El Segundo. P:VChx Toannfero\2013\3odQt 2013\VVnaTnanaferm 8-29-13 SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL THURSDAY, August 22, 2013 El Segundo Public Library 111 W. Mariposa Avenue, El Segundo, CA 90245 7:30 a.m. 7:30 A.M. SESSION CALL TO ORDER — Mayor Fisher at 7:33 AM PLEDGE OF ALLIGIANCE — Greg Carpenter, City Manager Mayor Fisher - Present Mayor Pro Tern Jacobson - Present Council Member Fuentes - Present Council Member Atkinson - Present Council Member Fellhauer - 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. None SPECIAL ORDERS OF BUSINESS: 1. Consideration and possible action regarding a strategic planning workshop resulting in City Council guidance to staff for consideration of options to resolve the forecasted deficit in FY 14/15. Staff will present an overview of policy issues, tax initiatives, and expenditure /service reduction option, without limitation, the following matters: Greg Carpenter, City Manager gave a brief introduction and outlined the meeting. a. Unfinished Business from prior strategic budget sessions — Greg Carpenter, City Manager, gave a report. b. Addressing the forecasted deficit for Fiscal Year 2014/2015 — Deborah Cullen, Finance Director and Greg Carpenter, City Manager, both spoke during this session. c. 2014 Strategic Plan - Deborah Cullen, Finance Director and Greg Carpenter, City Manager, both spoke during this session. MINUTES OF THE SPECIAL CITY COUNCIL MEETING August 22, 2013 PAGE NO. 1 Recessed at 8:29 AM Resumed meeting at 8:43 AM d. Preliminary direction regarding potential tax measures to place on April 2014 election. Council Discussion City Attorney, Mark Hensley, gave a brief outline on ballot measures and their differences. Recommendation: 1) Council to provide preliminary direction to staff regarding recommended options to address the forecasted deficit and 2) alternatively, take such additional, related, action that may be desirable. Council Discussion Consensus from Council to staff and City Attorney to return to Council with a staff report on sample ballot measures language for tax increase percentages, have the City Attorney investigate the Advisory measure in relationship to the ESUSD, return with what a public outreach program would look like for the Council. Restated per Greg Carpenter, City Manager, pursue increases in Option #3 of presentation, adding 1 % for advisory measure to offset for existing services and potentially add to the ESUSD funds, Airport Parking tax only and sales tax credit would be eliminated for all businesses, except for Downtown El Segundo Businesses. Mark Hensley, City Attorney, stated that reports could be placed on the City Council meetings in September and/or October. Greg Carpenter, City Manager, gave a progress update on the Strategic Plan 2014. Mr. Carpenter would like this plan adopted at the September 3, 2013 City Council Meeting. Council Discussion Mayor Fisher spoke on the Economic Development Advisory Group and El Segundo's perception. Council Discussion Council Member Suzanne Fuentes stated John Parsons, former Redondo Beach Council Member passed away. A moment of silence in honor of John Parsons. ADJOURNMENT at 10:10 AM in honor of John Parsons. Tracy Weaver, City Clerk MINUTES OF THE SPECIAL CITY COUNCIL MEETING August 22, 2013 PAGE NO. 2 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, SEPTEMBER 3, 2013 — 5:00 PM 5:00 P.M. SESSION CALL TO ORDER — Council Member Fuentes at 5:03 PM Mayor Fisher - Present Mayor Pro Tern Jacobson - Present Council Member Fuentes - Present Council Member Atkinson - Present Council Member Fellhauer - Present PUBLIC COMMUNICATION — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. SPECIAL ORDER OF BUSINESS: CLOSED SESSION: The City Council moved into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et seq.) for the purposes of conferring with the City's Real Property Negotiator; and/or conferring with the City Attorney on potential and/or existing litigation; and/or discussing matters covered under Government Code Section §54957 (Personnel); and/or conferring with the City's Labor Negotiators; as follows: CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(d) (3) -4- matters City of El Segundo vs. City of Los Angeles, et.al. LASC Case No. BS094279 City of Los Angeles vs. Pacific Bell Telephone Company, et al., LASC Case No. BC414272 Garton vs. City of El Segundo, LASC Case No. YC066586 Gluck vs. City of El Segundo, LASC Case No. C068662 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION MINUTES OF THE REGULAR CITY COUNCIL MEETING September 3, 2013 PAGE NO. 1 Significant exposure to litigation pursuant to Government Code §54956.9(d) (2) and (3): -0- matter. Initiation of litigation pursuant to Government Code §54956.9(c): -0- matter. DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -0- matter APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957) —0- matter CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -0- matters CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -1- matter 1. Lease of City Owned Property (Price and Terms) Real Property: City owned Golf Course ("The Lakes") located at Sepulveda Boulevard (Assessor Parcel Number: 4138-014-913). City's Negotiator: Greg Carpenter, City Manager Potential Lessee/Negotiating Party: Centercal Properties, Inc. Council recessed at 6:30 p.m. MINUTES OF THE REGULAR CITY COUNCIL MEETING September 3, 2013 PAGE NO. 2 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, SEPTEMBER 3, 2013 - 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER — Mayor Fisher at 7:00 p.m. INVOCATION — Scott Lambert, Associate Minister, Hilltop Community Church PLEDGE OF ALLEGIANCE — Council Member Atkinson %1:91*40,111 Presentation by Mayor Fisher to the 13 Year Old Babe Ruth All Stars World Series Champions. Coach Bob Motta gave a brief speech on behalf of the team. ROLL CALL Mayor Fisher - Present Mayor Pro Tern Jacobson - Present Council Member Fuentes - Present Council Member Atkinson - Present Council Member Fellhauer - Present PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda. The Council will respond to comments after Public Communications is closed. Tom Donahue, Manhattan Beach resident, opposed to Top Golf. Mike Dugan, El Segundo resident, opposed to Top Golf. Bob Agah*s, Plpya Pel Rey resident, opposed to Top Golf and in favor of a traditional golf course. K 0-,, G Walter Waite, Redondo Beach resident, opposed to Top Golf. Chris Funkhauser, South Bay resident, in favor of Top Golf. Chuck Schreiner, Manhattan Beach resident, opposed to Top Golf. Debra Geist, Manhattan Beach resident, has concerns about Top Golf. Brian Lewis, El Segundo resident, congratulated the Babe Ruth team. He is opposed to Top Golf, Cynthia Cohen, Manhattan Beach resident, opposed to Top Golf. MINUTES OF THE REGULAR CITY COUNCIL MEETING September 3, 2013 PAGE NO. 3 Brad Campbell, El Segundo resident, opposed to Top Golf and is in favor of keeping The Lakes traditional. Danielle Richman, Member of the Mira Costa Girl's Golf Team, opposed to Top Golf. Geena Wong, Member of the Mira Costa Girl's Golf Team, opposed to Top Golf. Scott and Joshua Berger, Rancho Palos Verde resident, opposed to Top Golf. Ron Swanson, El Segundo resident, in favor of Top Golf. Hayden Bauer, Manhattan Beach resident and El Segundo Business owner, opposed to Top Golf. John Guft, El Segundo resident, opposed to Top Golf. Kenny Cole, Redondo Beach resident, opposed to Top Golf and in favor of keeping The Lakes a traditional facility. CITY COUNCIL COMMENTS — (Related to Public Communications) Council Members responded and discussed the Top Golf situation. FTA�1111111111111111111111 11 & Lei 0 Lei ill 1A Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. MOTION by Mayor Pro Tern Jacobson, SECONDED by Council Member Fellhauer to read all ordinances and resolutions on the agenda by title only. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 i Consideration and possible action to open public hearing regarding the presentation of the Fiscal Year 2013-2014 Preliminary Budget, including discussion and possible direction regarding all city revenues and expenditures. (Fiscal Impact: Total Revenues of $112,011,000; Total Expenditures of $134,179,500, Prior Year Designations of $22,168,500; General Fund Revenues of $56,743,600, Expenditures of $59,642,600, Prior Year Designations of $2,899,000) Mayor Fisher stated this was the time and place to conduct a public hearing regarding the Fiscal Year 2013-2014 Preliminary Budget, including discussion and possible direction regarding all city revenues and expenditures. Clerk Weaver stated the proper noticing of the hearing was done and no written communication had been received in the City Clerk's Office. Greg Carpenter, City Manager, provided opening remarks related to the budget. Deborah Cullen, Finance Director, gave a presentation. MINUTES OF THE REGULAR CITY COUNCIL MEETING September 3, 2013 PAGE NO. 4 MOTION by Mayor Pro Tern Jacobson, SECONDED by Council Member Fellhauer to continue the public hearing to September 17, 2013 for budget adoption. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 2. Consideration and possible action to open a public hearing and receive testimony to: 1) consider approving Environmental Assessment (EA) No. 993 for a proposed Addendum to the previously Certified Final Environmental Impact Report ("EIR") and adopt a Statement of Overriding Considerations for the Plaza El Segundo Development project at 850 North Sepulveda Boulevard located generally near the northeast corner of Sepulveda and Rosecrans Boulevards ("Project"); 2) consider approving an amendment to the existing Development Agreement (DA No. 12-03) for the Project to increase the size of the project area and total building square footage, and to modify the allowed uses and development standards relating to signs; 3) consider approving an amendment to the existing Commercial Center (C-4) Zone development standards (ZTA 12-04) to modify the permitted uses and sign standards that would be consistent with the proposed Amendment to the Development Agreement; 4) consider approving an Adjustment (ADJ No. 13-03) to deviate from the development standards for curb cuts, driveways and loading; 5) consider approving a Variance (VAR No. 13-01) to deviate from the standards for retaining walls and fill height; 6) consider approving an Administrative Use Permit ( AUP No. 13-04) to allow the sale of beer, wine, and distilled spirits at restaurants and kiosks totaling 28,764 square feet; and 7) consider approving modifications to the existing project conditions of approval. The proposed Addendum, Development Agreement Amendment, and the Zone Text Amendment would allow an increase in the Project development area by 4.988 acres and an increase in the maximum developable floor area by 49,613 square feet from 448,829 to 498,442 square feet. The Project if amended would still be required to stay within the total traffic trip generation cap that was imposed on the original Project. Applicant: Street Retail Inc. (Fiscal Impact: None) MINUTES OF THE REGULAR CITY COUNCIL MEETING September 3, 2013 PAGE NO. 5 Mayor Fisher stated this was the time and place to conduct a public hearing to approve Environment Assessment 993 for a proposed Addendum to the previously Certified Final Environmental Impact Report, adopt a Statement of Overriding Considerations for the Plaza El Segundo Development project, approve an amendment to the Development Agreement for the Project, approve an amendment to the existing Commercial Center Zone development standards, approve an Adjustment to deviate from the development standards for curb cuts, driveways and loading, approve a variance to deviate from the standards for retaining walls and fill height, approve an Administrative Use Permit No. 13 -04, and consider approving modifications to the existing project conditions of approval. Clerk Weaver stated the proper noticing of the hearing was done and no written communication had been received in the City Clerk's Office. Sam Lee, Planning and Building Safety Director, gave a presentation. Lisa Kranitz, attorney for Street Retail, Inc., answered questions concerning hours of operation allowances for certain types of businesses. Jeff Chambers, Federal Realty Investment Trust, applicant and developer of the project, gave a presentation. Mayor Fisher closed the Public Hearing. Council discussion. Mark Hensley, City Attorney, read by title only: RESOLUTION NO. 4838 A RESOLUTION RECOMMENDING APPROVAL OF AN ADDENDUM TO A FINAL ENVIRONMENTAL IMPACT REPORT FOR ENVIRONMENTAL ASSESSMENT NO. EA -993; DEVELOPMENT AGREEMENT AMENDMENT NO. DA 12 -03; ZONE TEXT AMENDMENT NO. 12 -04; ADJUSTMENT TO NO. ADJ 13 -03; VARIANCE NO. VAR 13 -01; ADMINISTRATIVE USE PERMIT NO. AUP 13 -04; AND MODIFICATIONS TO CONDITIONS OF APPROVAL FOR THE PLAZA EL SEGUNDO DEVELOPMENT PROJECT (REDUCED TRAFFIC GENERATION ALTERNATIVE). MOTION by Council Member Fellhauer, SECONDED by Mayor Pro Tern Jacobson to adopt Resolution No. 4838 MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 MINUTES OF THE REGULAR CITY COUNCIL MEETING September 3, 2013 PAGE NO. 6 Mark Hensley, City Attorney read by title only: AN ORDINANCE APPROVING ZONE TEXT AMENDMENT NO. ZTA 12 -04 AMENDING EL SEGUNDO MUNICIPAL CODE SECTIONS 15 -5G -2 AND 15 -5G -9; AND DEVELOPMENT AGREEMENT NO. DA 12 -03 (FIFTH AMENDMENT TO DEVELOPMENT AGREEMENT NO. DA 03 -01; FOR THE PLAZA EL SEGUNDO DEVELOPMENT. Council Member Fellhauer introduced the ordinance. Second reading and adoption scheduled for September 17, 2013. C. UNFINISHED BUSINESS D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS E. CONSENT AGENDA All items listed are to be adopted by one motion without discussion and passed unanimously. If a call for discussion of an item is made, the item(s) will be considered individually under the next heading of business. 3. Approved Warrant Numbers 2593959 - 2594192 on Register No. 22 in the total amount of $525,689.75 and Wire Transfers from 8/01/2013 through 8/15/2013 in the total amount of $4,072,078.17. Authorized staff to release. Ratified Payroll and Employee Benefit checks; checks released early due to contracts or agreement; emergency disbursements and /or adjustments; and wire transfers. 4. Approved Regular City Council Meeting Minutes of August 20, 2013. 5. Approved Vesting Final Map No. 71820, a subdivision of 1710 E. Mariposa Avenue for condominium purposes and authorized the appropriate City Official(s) to sign and record said Map. (Fiscal Impact: None) 6. Authorized the City Manager to execute Design Services Contract No. 4475 with KOA Corporation, in a form approved by the City Attorney, to develop concept designs for parking improvements along Richmond St. and Standard St., between El Segundo Blvd. and Holly St. (Fiscal Impact: $60,000.00) MINUTES OF THE REGULAR CITY COUNCIL MEETING September 3, 2013 PAGE NO. 7 MOTION by Council Member Fuentes, SECONDED by Mayor Pro Tern Jacobson to approve Consent Agenda items 3, 4, 5, and 6. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 F. NEW BUSINESS G. REPORTS — CITY MANAGER — Thanked the Recreation and Parks Department, along with the Police Department for pulling together the Babe Ruth Parade on short notice. He also thanked the Finance Department staff and Department Heads for the hours and time spent putting together the Budget Presentation, especially Deborah Cullen and Angie Garcia. Mr. Carpenter also thanked Building and Safety staff for getting The Pointe to this point in this process. He also thanked Federal Realty and Jeff Chambers for the continued professionalism on The Pointe project. H. REPORTS — CITY ATTORNEY — None REPORTS — CITY CLERK — Announced she will not be at the September 17th meeting, she is moving her daughter back to college. J. REPORTS — CITY TREASURER — None K. REPORTS — CITY COUNCIL MEMBERS Council Member Fellhauer — Reminded the Public she will be out the Country for the next 2 weeks and unable to respond to emails. Council Member Atkinson — None Council Member Fuentes — Attended the South Bay Classic Golf Tournament with ROAD and attended on behalf of the ESUSD, because the tournament made a donation to the District to fund Drug education programs. Attended the El Segundo Beach Lifeguard Facility Ribbon cutting. Thanked Supervisor Knabe, Chevron and NRG, as well the staff, especially Stephanie Katsouleas, the Director of Public Works for all their hard work on the facility. Attended the Park Vista 26th Anniversary event. Lastly, reminded the community to attend the Police and Fire Departments Pancake Breakfast this Saturday, September 8, 2013 at the Main Street Station and attend the charity softball game that afternoon Fire vs. Police. Mayor Pro Tern Jacobson — Mentioned the Pancake Breakfast will begin at 8:30 AM and the Softball game will begin at 12:30 PM. MINUTES OF THE REGULAR CITY COUNCIL MEETING September 3, 2013 PAGE NO. 8 Mayor Fisher — Attended the Ribbon Cutting for the El Segundo Beach Lifeguard Facility. Thanked Don Knabe for the funds to build the facility. Mentioned the Police Officer's Association annual Car Show, thanked the Association for a great show. Attended the official (ceremonial) ground breaking for the Scattergood Plant. The plant is going through a major modernization, making it more fuel efficient and less pollution. Thanked the Finance department for all their hard work on the budget this year. Attended the Park Vista 26th Anniversary event. Please don't forget to attend the Pancake Breakfast. 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. Liz Garnho1z, El Segundo resident, asked how much the El Segundo School District would receive for The Point project. Mr. Carpenter, City Manager, reminded Ms. Garnholz that The Point falls under the Wiseburn/Centinela Valley School Districts. No monies to ESUSD. MEMORIALS — John Joseph Parsons CLOSED SESSION - None ADJOURNMENT at 9:19 PM Tracy Weaver, City Clerk MINUTES OF THE REGULAR CITY COUNCIL MEETING September 3, 2013 PAGE NO. 9 EL SEGUNDO CITY COUNCIL MEETING DATE: September 17, 2013 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to authorize the City Manager, or designee, to purchase five fully equipped Honda police motorcycles. These vehicles are identified in the Equipment Replacement Fund and were scheduled to be replaced in September 2010. (Fiscal Impact: $131,982) RECOMMENDED COUNCIL ACTION: 1. Accept the responses submitted by Huntington Beach Honda and Honda of Glendale in reply to the Request For Bid #13 -11. 2. Award the bid to Huntington Beach Honda and authorize the City Manager, or designee, to execute an agreement in a form approved by the City Attorney with Huntington Beach Honda for the purchase of five new Honda police motorcycles using Equipment Replacement and Asset Forfeiture funds. 3. Approve the retention of three existing 2007 BMW motorcycles to be utilized for training purposes and as spare units during special event deployments. 4. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: ATTACHMENT A - Huntington Beach Honda response to Request For Bid 913 -11 ATTACHMENT B — Honda of Glendale response to Request For Bid #13 -11 FISCAL IMPACT: Amount Budgeted: $90,000 Additional Appropriation: 42,000 Account Number(s): 109-400-3105-8105 (Asset Forfeiture Capital Automotive) ORIGINATED BY: Brian Evanski, Police Captain REVIEWED BY: Mitch Tavera, Chief of Police Vo APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: Currently, the police department utilizes four (4) 2007 BMW R1200RTP police motorcycles for everyday enforcement. An additional 2007 BMW R1200RTP police motorcycle was destroyed in a traffic collision. In addition, three (3) 2004 BMW RI150RTP police motorcycles are maintained and utilized for training purposes and as spare units. Due to the nature and intensity of use, the replacement interval schedule for these units is set for three years. Therefore, replacement of the 2007 BMW was set for September 2010. Due to budgetary constraints, the useful life for these motorcycles was extended; however, based on an assessment conducted by police personnel and fleet maintenance staff, it is clear these motorcycles have now exceeded the life expectancy for everyday use. This determination was based on the age, mileage, overall condition, and repair history, as well as the needs of the Department. Following a detailed evaluation of potential police motorcycle options, Staff determined the Honda Police Motorcycle would best meet the needs of the Department based on operational and functional maneuverability, safety, and maintenance needs and costs. On August 15, 2013, Staff issued and forwarded a "Request For Bid #13 -11" to eleven (11) potential bidders for the purchase of five (5) police motorcycles. On August 27, 2013, two (2) responses were received: 1. Honda of Glendale — No Bid; Non Responsive to additional police equipment. 2. Huntington Beach Honda - $131,981.70 Staff reviewed the bids submitted and recommends accepting the responses from the vendors. Staff further recommends awarding the bid to Huntington Beach Honda for the purchase of five (5) frilly equipped Honda Police Motorcycles for a price not to exceed $131,982. This purchase will be primarily funded from the Equipment Replacement in the amount of $90,000. An additional appropriation of $42,000 is requested from the Asset Forfeiture Fund Balance. Sufficient funds are available in the Asset Forfeiture Fund Balance for the additional appropriation. Staff also requests authorization to maintain three (3) of the 2007 BMW R1200RTP police motorcycles to be utilized for training purposes and as spare units during special event deployments. Contract Extension to Other Cities /Agencies Other Cities /Agencies may be interested in purchasing againist an awarded contract, subject to the same price, terms and conditions offered to the City of El Segundo, and by mutual agreement by the City and the vendor. The City does not warrant any additional use of the contract by such agencies. All requirements of the specifications, purchase orders, invoices and payments with other agencies will be directly handled by the successful Bidder and the piggybacking agency. Will Allow: Will Not Allow: The undersigned has read, understands, and has carefully checked all specifications for Request for Bid #13- 11. By signing this document, I attest that I am authorized to contractually bind the company listed, and will meet the bid requirements if awarded a contract. amummm= Company name: Hond p, of G 1 end ? 1 e Authorized Company Bidder City /State /Zip: Gland -71e, CF�1if. 91205 Date: 9 -20 -13 Ph:{ }31 PLEASE FILL IN TERMS & DELIVERY: Terms: % days, net days; or net days Delivery: To be made on or before: or 276 -2.61 days after receipt of order. TERMS: The City of El Segundo reserves the right to reject any or all bids, or to accept separate items in bid unless this right is conditioned by the bidder. In case of default, the City of El Segundo may procure its materials /services from other sources and shall hold the original bidder or contractor liable for resulting increased costs. Quantities and optional items listed are the city's best estimate for Bid purposes, actual order quantities and options may vary. Samples, if requested, must be furnished at the bidder's expense and if not destroyed in testing or retained as a standard, will be returned at bidder's cost, if requested. Quote on each article separately. All or none bids may not be accepted. During the performance of this contract, the vendor /contractor warrants that it will provide equal opportunities, and that the vendor /contractor and each subcontractor will take affirmative action to ensure that its employment practices, persons are employed and employees are treated equally and without regard to, or because of race, creed, color, national origin, sex, age, physical handicap, or medical condition. This provision applies to work or services performed or materials manufactured or assembled in the United States. The vendor /contractor warrants that it possesses legally adequate Workers' Compensation Insurance. The vendor /supplier will supply Material Safety Data Sheets with all product deliveries. 7 7(11'�_r1R_i 5 r'itc� of Fi C'nnnnrin Anlinc A�.,t�,w...,..lo R:.i a�� 1 Qty;- 5 Police Motorcycles August 10, 2013 Provide your bid ON THIS SHEET for the materials /services listed below in accordance with the terms and specifications noted. *ALL BIDS SHALL BE F.O.B. DESTINATION and include all costs delivered to the City of El Segundo* MAIL i OF i f I CITY CLERK TIME SENSITIVE BID RESPONSE ENCLOSED #IFB 13-11, 360 MAIN STREET, ` ROOM EL ! 1, i Is,, :..� � 4...• 1 � �. .a 1. i � ;1 * i : ' . i, 4 s � t. 1. i ': E NNANNO is • responses be office by 11:00 1 • Tuesday, August Any questions regarding this bid must be made to the Purchasing Agent, J. Richard Hogate a@ (310) 024 -2339 The City of El Segundo is soliciting bids for five (0) new /unused full -built Honda Police Motorcycles with emergency equipment, as specified herein. Bidder must have a minimum of two (2) years experience outfitting police motorcycles. Vehicle mileage shall not exceed 200 miles when delivered to the City. Bid Requirements Bids shall specify each item as set forth in this Request for Bid (RFB). Failure to comply with all requirements and conditions set forth by these specifications and RFB instructions will be the cause for the rejection of the bid(s). No exceptions or deviations from these specifications will be considered unless each exception or deviation is specifically identified with a detailed statement fully defining the exception(s). All exception(s) must be fully supported by detailed specification regarding the deviated item and shall accompany the proposal for evaluation by the City. If no exceptions are identified, the bidder shall be required to furnish the service exactly as specified herein. The burden of proof of compliance with these specifications is the responsibility of the bidder. Acceptance or rejection of the changes is the sole prerogative of the City. The City reserves the right to reject any and all bids or to make no award. Deliverables 1. Successful bidder shall deliver to the City of El Segundo Public Works Facility, 150 Illinois St., El Segundo, CA 90245 2. Bidder shall be responsible to obtain Exempt registration. ")/112 no 7 G n:4.. ...CTl T1_L'__ 'k.f_a ------- . L. -- -I _t_ _ ust 15, 2013 Pricing Pricing shall include the fully equipped unit plus documentation, transportation, sales tax and any other applicable fees except license and registration. The City is exempt from any federal excise tax and California State license and registration fees. Pricing shall be F.O.B. destination/delivered. Any cash incentives/prompt payment discounts offered may be used when calculating the lowest bid if the end result benefits the City. Any prompt payment discounts shall be calculated from the time of delivery and acceptance of motorcycles by the City, not invoice date. Invoicing and Payment An invoice shall be provided to the City upon delivery of the unit. The City will effect payment within 30 days of the receipt of properly completed invoice from the Dealer. Alternate Bid The City will consider a 2010, 2011, 2012 model, provided it meets all requirements stated herein. Warranty Defective emergency added equipment shall be guaranteed according to the manufacturers warranty program. Workmanship for dealer-installed equipment shall be guaranteed for a minimum of twelve months from date of delivery to the City. Scope of Work Bidder shall furnish all parts, labor and materials necessary to build the complete motorcycles with the emergency equipment as listed in the Specifications Section below. All work shall be completed in a substantial and professional manner. Experience Bidder shall have a minimum of two (2) year's experience in outfitting police 'Motorcycles whether in-house or outsourced. If subcontracted, Bidder shall be responsible for any warranty repairs. 2013-08-15 City of El Segundo Police Motorcycle Bid.doc Specifications The City of El Segundo has determined the following specifications for bid purposes. The specifications referenced are not intended to be restrictive but descriptive of the type and quality the City of El Segundo desires to purchase. Quotes for similar items of like quality will be considered if the bid is fully noted with the manufacturer's brand name and model including a detailed listing of their specifications. The City of El Segundo reserves the right to determine products of equal value. Vendors will not be allowed to make unauthorized substitutions after award is made. All mounting brackets and bolts for lights with stainless hardware. Emergency lighting will be installed per City direction, contact Lt. Dan Kim, 310-524-2267 or Gary Mullins, Fleet Supervisor, (310) 524-2714. Front Facing bV Windshield • One (1) RED steady, left of windshield, facing forward (Predator If SSM) • One (1) BLUE flashing facing forward, right of windshield, (Predator 11 SSM) • Two (2) Stainless Steel Mounting Bolts for front facing lights • Two (2) Aluminum Mounting Brackets for Front Facing Lights • Two (2) Aluminum Mounting wedges for Front side cowl lights • One (1) Red mounted on dash to warn of rear lights being on (12VBFR) • One (1) Wig Wag Module Take Down Lights • Two (2) Take Down Spots • Two (2) 1300-SPT-MNT • Two (2) 1300-RS Side Mounted • One (1) Blue on side of left front cowl @ 45 degree angle (Predator 11 SSM) • One (1) RED on side of right cowl@ 45 degree angle (Predator 11 SSM) • One (1) Blue on right of Radio Box (Predator If SSM) • One (1) Blue on left of Radio Box (Predator 11 SSM) • Two (2) Aluminum mounting wedges for Front Side Cowl (1300-FR-WDG) Rear of Bike • One (1) Red flashing light mounted on rear antenna mount (Predator 11 SSM) • One (1) Blue flashing light mounted on rear antenna mount (Predator 11 SSM) • One (1) Black license plate frame 1300-license • Two (2) Blue LED Marker (pursuit) lights on either side of license plate 3 2013-08-15 Citv of El Segundo Poline. Motorcycle Rid Mr. Siren Package • One (1) Compact Electronic PA Speaker, with Wail, Yelp, & Airhorn integrated (SA4209-6B) • Qne(I) siren mnijnt(1300-SPK) • One (1) Unitrol power supply for siren (UM80K) • One (1) ST13 Wiring Harness (1300-harness) Heated Grip Package • One (1) Hondaline heated grips • One (1) Hondaline accessory harness for grips Rifle Rack Package • One (1) gunlock with two (2) keys SC-5#2 • One (1) electronic lock timer with 8-second delay • One (1) M4 carbine rifle rack left side mount (1300-M4-S) • One (1) momentary switch keyed to ignition Battery • One (1) high capacity battery upgrade (PC545) • One (1) battery conversion kit (1 300-BATT) • One (1) battery charger (BC-OMAX) • One (1) cycle PAL 30 minute timer (1101 -30) Accessories • One (1) Chrome front & small rear guard's (1300-008) Black • One (1) Baton & Flashlight holder mounted on right front guard • One (1) Citation book holder (1300 -CITE) • One (1) Note Pad Holder (1300-PAD) • One (1) Pro Laser I I I holster with lock (1300 - PRO -3) • One (1) Gel seat • One (1) Heli Bar riser kit (HC0303P) • One (1) Tank Bra (TSH0313) • One (1) 12V power plug Painting • Black large front fairing left and right ,)Al2 AQ 1 r, 0;+- „V VI A A-i ------- I- D;A A-, Qty- 5 Police Motorcycles August 15, 2013 • Black side cover • White Gas Tank • Black and White Saddle Bags Graphics ® No graphics required (customer will install) Radio Installation ® No radio installation provided • Emergency Lights wired to City's specifications and COLOR combination as follows: • Position 1 — Rear Facing Lights • Position 2 — All Lights • Position 3 — Yelp momentary • Position 4 — Wail on/off • Position 5 — Take Down Light • Airhorn is on Stock horn button • Install headset and radio cable (customer to provide cable) for Radio (make to be determined) per South Bay Regional Public Communications Authority (SBRPCA) direction, contact Chris Cox (310) 973-1802 • Radio equipment will be installed by SBRPCA. 5 7n7'2 nO 7 1Z 0, -.Pnl Year & Model: Unit Price Quantity Extension Motorcycle Base Price (taxable) $ 5 Each $ T-a-w-a-ble ErnergenGy EqUiPFA n+ $ 5 Each Non-taxable Materials $ Non-taxable Labor $ Taxable Labor $ Documentation/Transportation Fees (if any). The City is exempt from DMV registration fees $ 5 Each $ CA Tire Fee $ 10 Each $ Other Applicable Fees (specify) Sales tax (must be calculated at 8.75% rate for Los Angeles County even if your jurisdiction's rate is different $ 5 Each Prompt Payment Discount or Incentives if any. Please describe: Total Cost (F.O.B. Destination) 5 Each Lead Time: Years of Experience Outfitting Police Motorcycles: In-house or Outsource If outsourced, name of vendor Provide your bid ON THIS SHEET for the materials/services listed below in accordance with the terms and specifications noted. *ALL BIDS SHALL BE F.O.B. DESTINATION and include all costs delivered to the City of El Segundo* MAIL BID TO: CITY OF EL SEGUNDO / CITY CLERK TIME SENSITIVE BID RESPONSE ENCLOSED #IFI3 13-11 350 MAIN STREET, ROOM 6 EL SEGUND► , CA 90245 Mazi Any questions regarding this bid must be made to the Purchasing Agent, J. Richard Hogate @ (310) 524-2339 The City of El Segundo is soliciting bids for five (5) new/unused full-built Honda Police Motorcycles with emergency equipment, as specified herein. Bidder must have a minimum of two (2) years experience outfitting police motorcycles. Vehicle mileage shall not exceed 200 miles when delivered to the City. Bid Requirements Bids shall specify each item as set forth in this Request for Bid (RFB). Failure to comply with all requirements and conditions set forth by these specifications and RF13 instructions will be the cause for the.rejection of the bid(s). No exceptions or deviations from these specifications will be considered unless each exception or deviation is specifically identified with a detailed statement fully defining the exception(s). All exception(s) must be fully supported by detailed specification regarding the deviated item and shall accompany the proposal for evaluation by the City. If no exceptions are identified, the bidder shall be required to furnish the service exactly as specified herein. The burden of proof of compliance with these specifications is the responsibility of the bidder. Acceptance or rejection of the changes is the sole prerogative of the City. The City reserves the right to reject any and all bids or to make no award. Deliverables 1. Successful bidder shall deliver to the City of El Segundo Public Works Facility, 150 Illinois St., Ei Segundo, CA 90245 2. Bidder shall be responsible to obtain Exempt registration. ­` -, �_; ice, M , U1'J 5" - U � 1 iHU N" 2013 -0R -15 ON of F.1 Reoundo Police. Mnfnrr.vr.h-. Rid dnr CITY OF EL SEGUNDO Qty- 5 Police Motorcycles Pricing Pricing shall include the fully equipped unit plus documentation, transportation, sales tax and any other applicable fees except license and registration. The City is exempt from any federal excise tax and California State license and registration fees. Pricing shall be F.O.B. destination/delivered. Any cash incentives/prompt payment discounts offered may be used when calculating the lowest bid if the end result benefits the City. Any prompt payment discounts shall be calculated from the time of delivery and acceptance of motorcycles by the City, not invoice date. Invoicing and Payment An invoice shall be provided to the City upon delivery of the unit. The City will effect payment within 30 days of the receipt of properly completed invoice from the Dealer. Alternate Bid The City will consider a 2010, 2011, 2012 model, provided it meets all requirements stated herein. Warranty Defective emergency added equipment shall be guaranteed according to the manufacturer's warranty program. Workmanship for dealer-installed equipment shall be guaranteed for a minimum of twelve months from date of delivery to the City. Scope of Work Bidder shall furnish all parts, labor and materials necessary to build the complete motorcycles with the emergency equipment as listed in the Specifications Section below. All work shall be completed in a substantial and professional manner. Experience Bidder shall have a minimum of two (2) year's experience in outfitting police motorcycles whether in-house or outsourced. If subcontracted, Bidder shall be responsible for any warranty repairs. 755 CA9,2647 IMI-OR-1 1; Cit-it of P1 Rpayintin Pnl;no AAnfnrn%iP1A RM t1nn CITY OF EL SEGUNDO ust 15, 2013 Qty- 5 Police Motorcycles Specifications The City of El Segundo has determined the following specifications for bid purposes. The specifications referenced are not intended to be restrictive but descriptive of the type and quality the City of El Segundo desires to purchase. Quotes for similar items of like quality will be considered if the bid is fully noted with the manufacturer's brand name and model including a detailed listing of their specifications. The City of El Segundo reserves the right to determine products of equal value. Vendors will not be allowed to make unauthorized substitutions after award is made. 2013 new/unused Honda ST1300P Motorcycle Police Package with ABS Braking System. All mounting brackets and bolts for lights with stainless hardware. Emergency lighting will be installed per City direction, contact Lt. Dan Kim, 310-524-2267 or Gary Mullins, Fleet Supervisor, (310) 524-2714. Front Facing by Windshield • One (1) RED steady, left of windshield, facing forward (Predator 11 SSM) • One (1) BLUE flashing facing forward, right of windshield, (Predator If SSM) • Two (2) Stainless Steel Mounting Bolts for front facing lights • Two (2) Aluminum Mounting Brackets for Front Facing Lights • Two (2) Aluminum Mounting wedges for Front side cowl lights • One (1) Red mounted on dash to warn of rear lights being on (12VBFR) • One (1) Wig Wag Module Take Down Lights • Two (2) Take Down Spots • Two (2) 1300-SPT-MNT • Two (2) 1300-RS Side Mounted • One (1) Blue on side of left front cowl @ 45 degree angle (Predator If SSM) • One (1) RED on side of right cowl@ 45 degree angle (Predator If SSM) • One (1) Blue on right of Radio Box (Predator 11 SSM) • One (1) Blue on left of Radio Box (Predator 11 SSM) • Two (2) Aluminum mounting wedges for Front Side Cowl (1 300-FR-WDG) Rear of Bike • One (1) Red flashing light mounted on rear antenna mount (Predator 11 SSM) • One (1) Blue flashing light mounted on rear antenna mount (Predator 11 SSM) • One (1) Black license plate frame 1300-license • Two (2) Blue LED Marker (pursuit) lights on either side of license plate 56NOH IN........... 111 '' 11 g , 0, Qty- 5 Police Motorcycles ust 15, 2013 Crash Bars • One (1) chrome front fairing and engine guards (MC 1300-001) • One (1) baton and flashlight mount on fairing (1300-003) • One (1) chrome rear saddlebag guard (1300-007) Siren Package • One (1) Compact Electronic PA Speaker, with Wail, Yelp, & Airhorn integrated (SA4209-66) • One fTsirenmount (130Q-,'1;PK) • One (1) Unitrol power supply for siren (UM80K) • One (1) ST13 Wiring Harness (1300-harness) Heated Grip Package • One (1) Hondaline heated grips • One (1) Hondaline accessory harness for grips Rifle Rack Package • One (1) gunlock with two (2) -keys SC-5#2 • One (1) electronic lock timer with 8-second delay • One (1) M4 carbine rifle rack left side mount (1300-M4-S) • One (1) momentary switch keyed to ignition Battery • One (1) high capacity battery upgrade (PC545) • One (1) battery conversion kit (1300 -GATT) • One (1) battery charger (BC-OMAX) • One (1) cycle PAL 30 minute timer (1101-30) Accessories • One (1) Chrome front & small rear guards (1300-008) Black • One (1) Baton & Flashlight holder mounted on right front guard • One (1) Citation book holder (1300 -CITE) • One (1) Note Pad Holder (1300 -PAD) • One (1) Pro Laser III holster with lock (1300- PRO -3) • One (1) Gel seat • One (1) Heli Bar riser kit (HC0303P) • One (1) Tank Bra (TSH0313) • One (1) 12V power plug 7 32&/V AT- PaintipA Black large front fairing left and right ')AI 1 AQ-1 1Z f' ;+,, _P V1 Q__.._A- D-1- DM A.... REQUEST FOR BID #13-11 Qt 15, 2013 Qty- 5 Police Motorcycles • Black side cover • White Gas Tank • Black and White Saddle Bags M—hics 0 No graphics required (customer will install) Pd10 Installation 0 No radio installation provid&* Emergency Lights wired to City's specifications and COLOR combination as follows: • Position 1 – Rear Facing Lights • Position 2 – All Lights • Position 3 – Yelp momentary • Position 4 – Wail on/off • Position 5 – Take Down Light • Airhorn is on Stock horn button • Install headset and radio cable (customer to provide cable) for Radio (make to be determined) per South Bay Regional Public Communications Authority (SBRPCA) direction, contact Chris Cox (310) 973-1802 • Radio equipment will be installed by SBRPCA. :0 ci GA 02f.4 - ;7 f BE�, CHI, 5 Year & Model: Unit Price Quantity Extension Motorcycle Base Price (taxable) $ 5 Each $ 4. Taxable,-E-m��y EquipMent Each Non-taxable Materials Non-taxable Labor Taxable Labor Ell I � 056 0 0 15- &.XC v I$ 610 -Z 5, Documentation/Transportation Fees (if any). The City is exempt from DMV $ 0 0 5 Each $ registration fees CA Tire Fee $ n 10 Each $ Other Applicable Fees (specify) 9 Sales tax (must be calculated at 8.75% rate for Los Angeles County even if $ l m 5 Each 7, �0 your jurisdiction's rate is different Prompt Payment Discount or Incentives if any. Please describe: $ Total Cost (F.O.B. Destination) $ 5 Each W) Lead Time: 0 F�M � _HUVV� 1001 BA-;J'o y _ ON AVAILPt (Ii L-Irl ViF zot-1 1 0 S, rUVIA ArYACYLU-417Q Years of Experience Outfitting Police Motorcycles: - to In-house —4, or Outsource If outsourced, name of vendor 175 SE C-A ims 4 ust 15, 2013 Qty- 5 Police Motorcycles The City is allowed by municipal code to 'piggyback' off an existing contracts. Is the pricing offered based upon an existing contract? If yes, please provide agency, contract or bid #, agency contact name and number: Other Cities/Agencies may be interested in purchasing against an awarded contract, subject to the same price, terms and conditions offered to the City of El Segundo, and by mutual agreement by the City and the vendor. The City does not warrant any additional use of the contract by such agencies. All requirements of the specifications, purchase orders, invoices and payments with other agencies will be directly handled by the successful Bidder and the piggybacking agency. Will Allow: y 6, Will Not Allow: The undersigned has read, understands, and has carefully checked all specifications for Request for Bid #13- 11. By signing this document, I attest that I am authorized to contractually bind the company listed, and will meet the bid requirements if awarded a contract. Awwnma= Company name: T Authorized Company Bidder City / State / Zipjhl 0 A 02-C, Date:— 2 ?-Z' 13 Ph:(*7/cf) PLEASE FILL IN TERMS & DELIVERY: Terms: --PO�10/- 3 -days, net days; or net days Delivery: To be made on or before: or �-/ 2 days after receipt of order. TERMS: The City of El Segundo reserves the right to reject any or all bids, or to accept separate items in bid unless this right is conditioned by the bidder. In case of default, the City of El Segundo may procure its materials/services from other sources and shall hold the original bidder or contractor liable for resulting increased costs. Quantities and optional items listed are the city's best estimate for Bid purposes, actual order quantities and options may vary. Samples, if requested, must be furnished at the bidders expense and if not destroyed in testing or retained as a standard, will be returned at bidder's cost, if requested. Quote on each article separately. All or none bids may not be accepted. During the performance of this contract, the vendor/contractor warrants that it will provide equal opportunities, and that the vendor/contractor and each subcontractor will take affirmative action to ensure that its employment practices, persons are employed and employees are treated equa without regard to, or because of race, creed, color, national origin, sex, age, physical handicap, or medical condition. This proAskp,,3ppr ftand or services performed or materials manufactured or assembled in the United States. The vendor/contractor warrants that it possesses legally adequate Workers' Compensation Insurance. -7r J — The vendor/supplier will supply Material Safety Data Sheets with all product deliveries. 7 Ml I-OR-1 r% C;fxf of P1 Q--A- D-1— n:A A-- EL SEGUNDO CITY COUNCIL MEETING DATE: September 17, 2013 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to award a five -year Public Works Maintenance Contract to DownStream Services, Inc. for Pump Stations Maintenance and On -Call Repair Services. Project No. PW 13 -12 (Fiscal Impact: 90,000.00 annually for five years) RECOMMENDED COUNCIL ACTION: 1. Autorize the City Manager to execute a five -year Public Works Maintenance Contract in a form approved by the City Attorney to DownStream Services, Inc. in the annual amount of $90,000. 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Amount Budgeted: $90,000 annually for five (5) years Additional Appropriation: No Account Number(s): $80,000 from 502 -400- 4301 -6206 (Sewer Enterprises Fund: Contract Services) $10,000 from 501- 400 -7102 -6206 (Water Enterprises Fund: Contract Services) ORIGINATED BY: Lifan Xu, Principal Engineer L _ REVIEWED BY: Stephanie Katsouleas, Public Wor s Direct APPROVED BY: Greg Carpenter, City Managerl/k� BACKGROUND AND DISCUSSION: The Wastewater Division has nine (9) sewer and three (3) storm water pump stations, which require routine maintenance and servicing to ensure smooth operations. The City secures vendor services for this routine maintenance as well as for unexpected and emergency repairs. The Water Division also has one booster pump station that requires service in the event of unexpected or emergency repairs. The maintenance contract for the City's sewer and storm water pump stations recently expired, prompting Public Works to prepare and release a new bid package. On April 16, 2013, the City Council adopted plans and specifications for Project No.PW13 -12, Pump Stations Maintenance and On -call Repair Service project and authorized staff to advertise for receipt of construction bids. 1 D On May 28, 2013, bids were due to the City. Surprisingly, the City Clerk received no responsive bids for the project. In accordance with Public Contract Code, staff may then negotiate a contract with a contractor for the project in the event no bid is received through a formal bidding process. Flo- Systems Inc., who has historically provided quality sewer and storm drain pump station maintenance services, did not bid on the project at the time because the company was undergoing a transition in ownership. With the transition subsequently completed, staff sought to direct award the lift station maintenance contract to Flo- Systems, Inc. However, the City and Flo - Systems were unable to agree on contract terms. Staff then contacted several nearby cities regarding recommendations for other companies that provided similar services and could meet the City's needs and requirements. After several inquiries were made, staff determined that DownStream Services, Inc. was the most qualified vendor to provide sewer and storm pump station maintenance and on -call services for both the Water and Sewer Divisions. DownStream Services, Inc. has satisfactorily provided pump stations maintenance and repair services for similar public agencies and its license is in good standing. Staff therefore recommends that City Council award a five -year Public Works Maintenance Contract to DownStream Services, Inc., not to exceed $90,000 annually, which includes $13,000 for sewer and storm water pump station maintenance, up to $67,000 for sewer and storm water on -call repair services, and $10,000 for on -call repair service for the Water Division's booster pump station. Any on -call funds not utilized annually will be disencumbered and available to the Water and Sewer Enterprise Fund accordingly. 2 EL SEGUNDO CITY COUNCIL MEETING DATE: September 17, 2013 AGENDA STATEMENT AGENDA HEADING: Consent Agenda Ey" W011 1 13 QKM • I W V E-13 Consideration and possible action regarding authorization for the City Manager to enter into a three year agreement as approved to form by the City Attorney with Insight in the amount of $33,857.70 to provide VMware software support and upgrades. (3 Years of $11,285.90 per year). (Fiscal Impact: $33,857.70) (1) Authorize the City Manager to enter into a three year service, maintenance and upgrade agreement, as approved to form by the City Attorney, with Insight in the amount of $33,857.70. (2) Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: Attachment A: Insight quote Attachment B: Dell quote Attachment C: NIC quote FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $12,000 Additional Appropriation: No Account Number(s): 001400 -2505 -6217 ORIGINATED BY: Larry Klingaman, Information Syst ms Manager REVIEWED BY: Mitch Tavera, Chief of Police APPROVED BY: Greg Carpenter, City Manager In 2012, the City of El Segundo installed VMware virtualization software for server and desktop systems. VMware was selected by Staff as the industry leader in virtualization. VMware provides a complete solution for nearly all City server and desktop needs. Annual software maintenance and support for the City's virtualization capabilities was due for renewal as of June 2013. Staff received quotes from three vendors for both an annual and three -year VMware support and subscription: Single Year Quotes: Insight - $13,451.37 Lowest (3 single years) - $40,354.11 Dell - $13,959.25 NIC $14,691.09 0 Three Year Quotes: Insight $33,857.70 Lowest Dell $35,136.00 NIC $36,978.16 Staff recommends obtaining three years of VMware support and subscription from Insight for a total cost of $33,857.70, or $11,285.90 annually, a cost savings of $6,495.30 (approximately 16 %). SOLD-TO PARTY City of El Segundo 350 MAIN ST EL SEGUNDO CA 90245-3813 USA SHIP-TO ADDRESS City of El Segundo 350 MAIN ST EL SEGUNDO CA 90245-3813 USA We deliver accordinq to the followinq terms Insight Public Sector SLED 6820 S HARL AVE TEMPE AZ 85283-4318 Tel: 800-467-4448 Quotation Number 214862744 PO Number PO Release Customer No. Sales Rep Email Telephone Payment Terms Net 30 days Ship Via Electronic Delivery/ Electronic Delivery Terms of Delivery FOB DESTINATION Currency USD Creation Date 07-AUG-2013 10086662 Christopher Letsinger cletsing@insight.com 800-467-4448 X 5820 Material Description Quantity Unit Price Extended Price VS5-ENT-P-SSS-C VMware Support and Subscription Production - 2 1,937.32 3,874.64 Technical support - emergency phone consulting - 3 year - 24x7 - 30 min - for VMwarevSphere Enterprise Edition ( v. 5 ) -1 processor Coverage Dates: 18-JUN-2013 - 09-SEP-2016 OPEN MARKET VS5-ENT-P-SSS-C VMware Support and Subscription Production - 6 1,866.82 11,200.92 Technical support - emergency phone consulting - 3 year - 24x7 - 30 min - for VMwarevSphere Enterprise Edition (v. 5 ) - I processor Coverage Dates: 26-JUL-2013 - 09-SEP-2016 OPEN MARKET Page 1 of 2 Technical support - emergency phone consulting - 3 year - 24x7 - 30 min - for VMwarevCenter Server Standard for vSphere ( v. 5 ) Coverage Dates: 26-JUL -2013 - 09 -SEP -2016 OPEN MARKET VU5 -PR- 100- P -SSS -C VMware Support and Subscription Production - 1 15,539.23 15,539.23 Technical support - emergency phone consulting - 3 year - 24x7 - 30 min - for VMwareView Premier Bundle { v. 5 ) -100 concurrent connections Coverage Dates: 10 -SEP -2013 - 09 -SEP -2016 OPEN MARKET Product Subtotal 33,857.70 Tax 0.00 Total 33,857.70 Thank you for considering Insight. Please contact us with any questions or for additional information about Insight complete IT solution offering. Sincerely, Christopher Letsinger 800 - 467 -4448 Ex 5820 cletsing @insight.com Fax: 480 - 760 -8104 Insight Global Finance has a wide variety of flexible financing options and technology refresh solutions. Contact your Insight representative for an innovative approach to maximizing your technology and developing a strategy to manage your financial options. Subject to IPS Terms & Conditions online unless purchase is being made pursuant to a separate written agreement in which case the terms and conditions of the separate written agreement shall govern. https: / /www ips insight com /us /en/ terms - conditions /terms -of- sale- products.html Page 2 of 2 SOLD-TO PARTY City of B Segundo 350 MAIN ST ELSE8UNOOCA 80245'3813 USA SHIP-TO ADDRESS Qty of El Segundo 350 MAIN ST EL8EGUNDO CA 90245'3818 USA VVm deliver aoumndinpto the hd|omUnPterms. Quotation Number Creation Date 214862730 07+\UG-2013 PCJNumber � PO Release � Customer No. 10086662 Sales Rep Christopher Letsinger Ennoi| o|oCoing@inoighLoom Telephone 800-467'4448 X 5820 Payment Terms Net 3Udays Ship Via Electronic Delivery/ Electronic Delivery Terms mfDelivery FOB DESTINATION Currency USO Material Description Quantity Unit Price Extended Price VMware Support and Subscription Production ' 2 832.98 1,665.96 Technical support 'emergency phone consulting '1 year '24m-30 min ' for vMwmrevSphemEnterprise Edition (ua) -1processor Coverage Dates: 07-Amo-2013 ' 07-Au/o-2014 OPEN MARKET AUTHORIZATION NUMBER: ou8007un'n:moAPR1no1:5uo1 vMwaru Support and Subscription Production ' 6 762.47 4,574u2 Technical support ' emergency phone consulting '1 year '2«xr'on min - for vmuqmvopxpmEnterprise Edition (".a)-1processor Coverage Dates: 07'xom'2013 ' 07-xum'201* OPEN MARKET 4uT*omZATmmmoeoEn:noounrnu'n:o«xpn/no/:s*o1 Page 1 of 2 . c w -4 its, :f VCS5- STD -P -SSS -C VMware Support and Subscription Production - 1 1,324.52 1,324.52 Technical support - emergency phone consulting -1 year - 24x7 - 30 min - for VMwarevCenter Server Standard for vSphere ( v. 5 ) Coverage Dates: 07 -AUG -2013 - 07 -AUG -2014 OPEN MARKET AUTHORIZATION NUMBER: 30900703- R:04APR13 01:56:01 VU5 -PR- 100 -P -SSS -C VMware Support and Subscription Production - 1 5,886.07 5,886.07 Technical support - emergency phone consulting -1 year - 24x7 - 30 min - for VMwareView Premier Bundle v. 5 ) - 100 concurrent connections Coverage Dates: 07 -AUG -2013 - 07- AUG -2014 OPEN MARKET AUTHORIZATION NUMBER: 30900703- R:04APR13 01:56:01 Product Subtotal 13,451.37 Tax 0.00 Total 13,451.37 Thank you for considering Insight. Please contact us with any questions or for additional information about Insight's complete IT solution offering. Sincerely, Christopher Letsinger 800 - 467 -4448 Ex 5820 cletsing @insight.com Fax: 480 -760 -8104 Insight Global Finance has a wide variety of flexible financing options and technology refresh solutions. Contact your Insight representative for an innovative approach to maximizing your technology and developing a strategy to manage your financial options. Subject to IPS Terms & Conditions online unless purchase is being made pursuant to a separate written agreement in which case the terms and conditions of the separate written agreement shall govern. https: / /www ips insight com /us /en /terms- conditions /terms -of- sale- products.htmi Page 2 of 2 Klin2aman, Larry J. From: Tyson-Shivers@DelI.com Sent: Monday, August 12, 2013 11:47 AM To: Klingaman, Larry J. Cc: Erica-Robinson@DELL.com Subject: RE: VMWare Quote Attachments: Quote_660374653.html; Quote-660380639.htm1 Larry, Please see attached quotes 660374653 (1 year) and 660380639 (3 Years) and let me know if you have any questions. Thank you, Tyson Shivers Software and Solutions Specialist Northern Catifornia 512.513.1551 1 Tyson Shiverse-35 Del,! corn The Power to do more. LinkMln. Chpaer. C Y Y AII av GUFST KACE XaNC 'ARE' ,E T FTW T T MNS SO SON, ffi Tech- support (877) 671 - 3355 option 3 Customer service (800) 901 - 3355 Ext 726-7401 (returns) Date: 8/12/13 1:45:51 PM QUOTE #: Customer #: Contract #: CustomerAgreement #: Quote Date: Customer Name: OEM= ff 171r. M WSCA B27160 8112/13 CITY OF EL SEGUNDO TOTAL QUOTE AMOUNT: $38,298.24 PHONE: 877-423-3355 I Product Subtotal: $35,136.00 Phone Ext: Tax: $3,162.24 Unit Price Total Shipping & Handling: $0.00 $2,010.45 $4,020.90 Shipping Method: Ground, Total Number of System Groups: 01 SOFTWARE & ACCESSORIES Tyson Shivers PHONE: 877-423-3355 I Email Address: tyson—shivers@dell.com Phone Ext: Product Quantity Unit Price Total VLA VMWARE PROD SUP/SUB VSPHERE 5 ENT I PROC (A7114933) 2 $2,010.45 $4,020.90 VLA VMWARE PROD SUP/SUB VSPHERE 5 ENT 1 PROC (A7114932) 6 $1,937.30 $11,623.80 VLA VMWARE PROD SUP /SUB VCENTER SVR 6 STD VSPHERE 5 (A7114929) 1 $3,365.35 $3,365.36 VLA VMWARE PROD SUP SUB VIEW 5 PREMIER BDL 100 1YR (A7118270) 1 $16,125.95 $16,125.95 ELECTRONIC LICENSE CONFIRMATION elec dwn1d only (A3458532) 1 $0.001 $0.00 Number of S & A Items: 5 S&A Total Amount: $35,136.00 SALES REP: Tyson Shivers PHONE: 877-423-3355 I Email Address: tyson—shivers@dell.com Phone Ext: Please review this quote carefully. You may order online by signing into Premier at www.premier.dell.com. Click on the eQuotes link. To order without Premier, go to www.delf.coml_qto. If you do not have a separate agreement with Dell that applies to your order, please refer to www.dell.com/terms as follows: If purchasing for your internal use, your order will be subject to Dell's Terms and Conditions of Sale-Direct including Dell's U.S. Return Policy, at www.delf.com/returnoolicv#total. If purchasing for resale, your order will be subject to Dell's Terms and Condition of Sale for Persons or Entities Purchasing to Resell, and other terms of Dell's PartnerDirect program at www.delf.com/partner. If your order includes services, visit www.dell.com/servicecontracts for service descriptions and terms. Quote information is valid for U.S. customers and U.S. addresses only, and is subject to change. Sales tax on products shipped is based on "Ship To" address, and for downloads is based on "Bill To" address. Please indicate any tax-exempt status on your PO, and fax your exemption A, 44ciaU/WeV4 tic (:t I/ Page 2 of 2 certificate, with seller listed as DO Marketing LY, to Dell's Tax Department at 800-433-9023. Please include your Customer Number. For certain products shipped to end-users in California, a State Environmental Fee will be applied. For Asset Recovery/Recycling Services, visit www.dell.com/assetreGovery. Date: 8112113 1:05:24 PM V 'L�� Page l 0f7 QUOTE #: 660374653 Customer #: 3020468 CustoQMe0Agreement#: WSCA B27160 Quote Date: 8112/13 Customer Name: CITY OF EL SEGUNDO TOTAL QUOTE AMOUNT: $15,215.59 PHONE: 877-423-3355 Product Subtotal: $13,959.25 Phone E—xt: Product Quantity Unit Price Total Shipping & Handling: $0.00 Shipping Method: Ground, Total Number of System Groups: 01 SOFTWARE & ACCESSORIES Tyson Shivers PHONE: 877-423-3355 Email Address: tyson–shivers@dell.com Phone E—xt: Product Quantity Unit Price Total ELECTRONIC LICENSE CONFIRMATION elec dwnid only (A3458532) $0.00 $0.00 Number of S & A Items: 5 S&A Total Amount: $13,959.25 SALES REP: Tyson Shivers PHONE: 877-423-3355 Email Address: tyson–shivers@dell.com Phone E—xt: Please review this quote carefully. You may order online by signing into Premier at www.premier.delf.com. Click on the eQuotes link. To order without Premier, go to www.dell.com/ato. If you do not have a separate agreement with Dell that applies bo your order, please refer to www.dell.com/terms as follows: If purchasing for your internal use, your order will be subject to Den's Terms and Conditions of Sale-Direct including Dell's U.S.Return purchasing for resale, your order will be subject to Dell's Terms and Condition of Sale for Persons or Entities Purchasing to Resell, and other terms of Dell's PartnerDirect program at ' |f your order includes services, visit for service descriptions and terms. Quote information is valid for U.S. customers and U.S. addresses only, and is subject to change. Sales tax on products shipped is based on "Ship To" address, and for downloads is based on "Bill To" address. Please indicate any tax-exempt status on your PO, and fax your exemption -f: I.//m`.nr....n/.n.~~-.../x n","|am 8/l7/70l11 Page 20f7 certificate, with seller listed es Dell Marketing 1-Y,to Dell's Tax Department at8OU'433'9023' Please include your Customer Number. For certain products shipped toend'osena in California, o State Environmental Fee will be applied. For Asset Recovery/Recycling Services, visit www.dell.com/assetrecovery. A/1 7/70lI 0 Description i ' Qty ; i Ed Price • VS5- ENT -P -SSS -C � :r ers 2 $2,115.86 Customer: El Segundo, City of Date: 08/21/2013 Contact: J Richard Hogate Quote #: NICQ5049 Address: 350 Main Street Opportunity: VMware Renewal - RFP 3 El Segundo, CA 90245 $3,541.79 year Phone: 310 524 2339 Account Manager: Kyle Brazell Email: Estimator: Silvia Lopez Scope of Services: Fullfillment 3 year VMware Renewal Part # Description i ' Qty ; Unit Price ' Ed Price • VS5- ENT -P -SSS -C RNWL PROD SNS VSPHERE 5 ENTERPRISE 2 $2,115.86 $4,231.72 • VS5- ENT -P -SSS -C RNWL PROD SNS VSPHERE 5 ENTERPRISE 6 $2,038.87 $12,233.22 • VCS5- STD -P -SSS -C VCS5- STD -P -SSS -C 1 $3,541.79 $3,541.79 • VU5 -PR- 100 -P -SSS -C RNWL PROD SNS VIEW 5 PREMIER BUNDLE 100 PACK 1 $16,971.43 $16,971.43 Thank you, Kyle Brazell KBrazell@NICPartnersinc.com (909) 919 -2811 Non - Taxable Material $0.00 Taxable Material $0.00 Tax $0.00 Labor $0.00 Service /Maintenance $36,978.16 Shipping $0.00 Other Services $0.00 Authotized_Signature By: Name: Date: By signing this proposal, you acknowledge that you are authorized to enter into a binding agreement on behalf of your company /organization, and (unless governed by public sector purchasing contract/agreement) you agree to the terms and conditions below. NIC Partners quotes will remain valid for 90 days from date of the quote. Non - taxable Item NIC Partners Confidential 11981 Jack Benny Dr., Suite 103 1 Rancho Cucamonga, CA 91739 08/22/2013 13:10:47 Phone: 800.451.3394 1 Fax: 909.919.7997 1 sales @nicpartnersinc.com Page 1 of 2 A-4 4 �rt� STANDARD TERMS & CONDITIONS PAYMENT TERMS: Invoices shall be submitted twice a month, normally on the first and fifteenth. Bills are due and payable when submitted. A late payment charge of 1 -1/2% per month (18% annually) may be applied to amounts outstanding ten days (10) days after the date of the statement. EQUIPMENT PAYMENT TERMS: Established accounts, Educational Institutions and Government Agencies are net 30 days. All others are payment in full prior to shipping. Customer agrees to pay finance charge on all over due balances. INTEREST: If payment is not received by NIC PARTNERS within 30 calendar days of the invoice date, the Customer shall pay as interest an additional charge of one - and - one -half (1.5) percent (or the maximum allowable by law, whichever is lower) of the PAST DUE amount per month. Payment thereafter shall first be applied to accrued interest and then to the unpaid principal. TAXES: Prices shown may not include all sales or other taxes imposed on the sale of goods and services. Taxes now or here after imposed upon sales or shipments shall be added to the purchase price. Buyer agrees to reimburse Seller for any such tax or provide Seller with acceptable tax exemption. COLLECTION COSTS: In the event legal action is necessary to enforce the payment provisions of this Agreement, NIC PARTNERS shall be entitled to collect from the Customer any judgment or settlement sums due, reasonable attorneys' fees, court costs and expenses incurred by NIC PARTNERS in connection therewith and, in addition, the reasonable value of NIC PARTNERS time and expenses spent in connection with such collection action, computed at NIC PARTNERS prevailing fee schedule and expense policies. SUSPENSION OF SERVICES: If the Customer fails to make payments when due or otherwise is in breach of this Agreement, NIC PARTNERS may suspend performance of services upon five (5) calendar days' notice to the Customer. NIC PARTNERS shall have no liability whatsoever to the Customer for any costs or damages as a result of such suspension caused by any breach of this Agreement by the Customer. TERMINATION OF SERVICES: If the Customer fails to make payment to NIC PARTNERS in accordance with the payment terms herein, this shall constitute a material breach of this Agreement and shall be cause for termination by NIC PARTNERS. SET -OFFS, BACKCHARGES, DISCOUNTS: Payment of invoices is in no case subject to unilateral discounting or set -offs by the Customer, and payment is due regardless of suspension or termination of this Agreement by either party. INDEMNITY AND INSURANCE: Each party shall be responsible for and hold the other party harmless from any loss sustained by such party relating to death, bodily injury, or damage to tangible physical property which is caused by the negligent acts or omissions of the party's agents or employees. NIC PARTNERS shall obtain and keep in force at all times liability insurance coverage for bodily injury, death, and property damage in an amount not less than One Million Dollars ($1,000,000.00) BOND: Costs of Performance and Payment bond is not included. If required, NIC PARTNERS shall furnish Customer, in a form satisfactory to Customer, full and duly executed Performance and Payment Bonds, underwritten by a surety or sureties satisfactory to the Customer, in the full amount of this Agreement. Cost of such bonds to be paid directly by Customer, ARBITRATION: All claims, disputes, and other matters in question arising out of, or relating to, this Contract or the breach thereof, shall be decided by arbitration in accordance with the Construction Industry Arbitration Rules of the American Arbitration Association then obtaining unless the parties mutually agree otherwise. This agreement to arbitrate shall be specifically enforceable under the prevailing arbitration law. The award rendered by the arbitrators shall be final, and judgment may be entered upon it in accordance with applicable law in any court having jurisdiction thereof. Notice of the demand for arbitration shall be filed in writing with the other party and with the American Arbitration Association. The demand for arbitration shall be made within a reasonable time after the claim, dispute, or other matter in question has arisen, but in no event shall it be made after substantial completion of the project for which this Contract is awarded. LIABILITY: NIC PARTNERS shall not, in any event be liable to customer for incidental or consequential damages, including without limitation, lost business, profit or unavailability of all or part of the system. The pricing granted elsewhere in this agreement is based upon and is in partial consideration for this limitation on remedies. WARRANTY (Limited): NIC PARTNERS warrants the products installed under this agreement against defects in material and workmanship from a period of one year from project completion. NIC PARTNERS shall repair or replace defective product during the warranty period with new or like new parts. Returned product becomes the property of NIC PARTNERS when replaced. This warranty is void if installed product is abused, misused or altered. This warranty is exclusive and is Customer's only remedy. Without limiting the generality of the foregoing limitations and disclaimers, while the system is not designed, sold, or intended to be used to detect, intercept, transmit or record oral or other communications of any kind, NIC PARTNERS cannot control how the system and its components are used and, accordingly, NIC PARTNERS does not warrant or represent, expressly or implicitly, that use of the software, licensed materials derived there from will comply and conform to the requirements of Federal, State and or Local statutes, ordinances and laws, or that the use of the system will not violate the privacy rights of the third parties. You shall be solely responsible for using the system you the system in full compliance with applicable law and the rights of third persons. Further, regardless of any prior statements, representations, or course of dealings by any NIC PARTNERS representatives, NIC PARTNERS does not warrant or represent, expressly or implicitly, that the software, licensed materials, or use of any of the same will: result in the prevention of crime or hostile enemy action, apprehension or conviction of any perpetrator of any crime, military prosecution of any enemy force, or detection or neutralization of any criminal, combatant or threat; prevent any loss, death, injury, or damage to property due to the discharge of a firearm or other weapon; in all cases detect and plot the location of all firearm discharges within the designated coverage area; the supplied network will remain in operation at all times or under all conditions. any and all warranties, express or implied, of fitness for high risk purposes requiring fail -safe performance are hereby expressly disclaimed. You and NIC PARTNERS each acknowledge and agree that the software, license materials, and the system are not consumer goods, and are not intended for sale to or use by or for personal, family or household use. OWNERSHIP: NIC Partners shall retain ownership of all materials supplied until the customer takes possession of the materials at their facilities. Upon receipt the customer assumes the risks and ownership of all materials. NIC Partners has the right to restore ownership of the materials to NIC Partners if the customer fails to pay for the materials under the terms of the contract. Once ownership has been restored to NIC Partners due to non- payment, NIC Partners may retrieve from the Customer's premises any material supplied where payment has not been tendered. The Uniform Commercial Code of California shall govern this sale and this order shall not be assignable, but shall bind the representative and successors of the parties and their benefits. LIENS: Seller may file a lien within 90 days after furnishing labor, materials, or services to a project as long as preliminary lien notice is sent to Buyer under the provisions of the Construction Lien Law of the state where services are rendered. The lien notice is no way intended to reflect the financial stability of the Buyer, but simply advises the Buyer of Seller's rights to file the lien if required. RETURNS: Credit may be allowed for goods returned with prior approval. A deduction may be made from credits issued to cover the cost of handling and restocking charges. DELAYS: Seller is not responsible for delays in delivery or installation occasioned by acts of God or other circumstances over which the Seller has no control. MISCELLANEOUS: This Agreement constitutes the entire understanding of the parties with respect to the subject matter of this Agreement and merges all prior communications, representations, and agreements. This Agreement may be modified only by a written agreement signed by the parties. If any provision of this Agreement is held to be unenforceable for any reason, such provision shall be reformed only to the extent necessary to make it enforceable. This Agreement shall be construed under the laws of the state where services are rendered, excluding rules regarding conflicts of law. NIC Partners Confidential 11981 Jack Benny Dr., Suite 103 1 Rancho Cucamonga, CA 91739 08/22/2013 13:10:47 Phone: 800.451.3394 1 Fax: 909.919.7997 1 sales @nicpartnersinc.com Page 2 of 2 Scope of Services: Fullfillment 1 year VMware Renewal Part � A-44a'c vl i 14 " ` t t F C�'lj/` ~ �" EXt. Price • VS5- ENT -P -SSS -C ,nc P R 0 P 0 S A L panne ' • VS5- ENT -P -SSS -C RNWL PROD SNS VSPHERE 5 ENTERPRISE Customer: El Segundo, City of Date: 08/21/2013 Contact: J Richard Hogate Quote #: NICQ5050 Address: 350 Main Street Opportunity: VMware Renewal - RFP 1 El Segundo, CA 90245 1 year Phone: 310 524 2339 Account Manager: Silvia Lopez Email: Estimator: Silvia Lopez Scope of Services: Fullfillment 1 year VMware Renewal Part � ,Uescription C�'lj/` . U!nft �rlGe <" �" EXt. Price • VS5- ENT -P -SSS -C RNWL PROD SNS VSPHERE 5 ENTERPRISE 2 $909.74 $1,819.48 • VS5- ENT -P -SSS -C RNWL PROD SNS VSPHERE 5 ENTERPRISE 6 $832.74 $4,996.44 • VCS5- STD -P -SSS -C VCS5- STD -P -SSS -C 1 $1,446.59 $1,446.59 • VU5 -PR- 100 -P -SSS -C RNWL PROD SNS VIEW 5 PREMIER BUNDLE 100 PACK 1 $6,428.58 $6,428.58 Thank you, Kyle Brazell KBrazell@NICPartnersinc.com (909) 919 -2811 Non - Taxable Material $0.00 Taxable Material $0.00 Tax $0.00 Labor $0.00 Service /Maintenance $14,691.09 Shipping $0.00 Other Services $0.00 Authorized Signature By: Name: Date: By signing this proposal, you acknowledge that you are authorized to enter into a binding agreement on behalf of your company /organization, and (unless governed by public sector purchasing contract/agreement) you agree to the terms and conditions below. NIC Partners quotes will remain valid for 90 days from date of the quote. * Non - taxable Item NIC Partners Confidential 11981 Jack Benny Dr., Suite 103 1 Rancho Cucamonga, CA 91739 08/22/2013 13:12:16 Phone: 800.451.3394 1 Fax: 909.919.7997 1 sales @nicpartnersinc.com Page 1 of 2 STANDARD TERMS &CONDITIONS PAYMENT TERMS: Invoices shall be submitted twice a month, normally on the first and fifteenth. Bills are due and payable when submitted. A late payment charge of 1 -1/2% per month (18% annually) may be applied to amounts outstanding ten days (10) days after the date of the statement. EQUIPMENT PAYMENT TERMS: Established accounts, Educational Institutions and Government Agencies are net 30 days. All others are payment in full prior to shipping. Customer agrees to pay finance charge on all over due balances. INTEREST: If payment is not received by NIC PARTNERS within 30 calendar days of the invoice date, the Customer shall pay as interest an additional charge of one - and - one -half (1.5) percent (or the maximum allowable by law, whichever is lower) of the PAST DUE amount per month. Payment thereafter shall first be applied to accrued interest and then to the unpaid principal. TAXES: Prices shown may not include all sales or other taxes imposed on the sale of goods and services. Taxes now or here after imposed upon sales or shipments shall be added to the purchase price. Buyer agrees to reimburse Seller for any such tax or provide Seller with acceptable tax exemption. COLLECTION COSTS: In the event legal action is necessary to enforce the payment provisions of this Agreement, NIC PARTNERS shall be entitled to collect from the Customer any judgment or settlement sums due, reasonable attorneys' fees, court costs and expenses incurred by NIC PARTNERS in connection therewith and, in addition, the reasonable value of NIC PARTNERS time and expenses spent in connection with such collection action, computed at NIC PARTNERS prevailing fee schedule and expense policies. SUSPENSION OF SERVICES: If the Customer fails to make payments when due or otherwise is in breach of this Agreement, NIC PARTNERS may suspend performance of services upon five (5) calendar days' notice to the Customer. NIC PARTNERS shall have no liability whatsoever to the Customer for any costs or damages as a result of such suspension caused by any breach of this Agreement by the Customer. TERMINATION OF SERVICES: If the Customer fails to make payment to NIC PARTNERS in accordance with the payment terms herein, this shall constitute a material breach of this Agreement and shall be cause for termination by NIC PARTNERS. SET -OFFS, BACKCHARGES, DISCOUNTS: Payment of invoices is in no case subject to unilateral discounting or set -offs by the Customer, and payment is due regardless of suspension or termination of this Agreement by either party. INDEMNITY AND INSURANCE: Each party shall be responsible for and hold the other party harmless from any loss sustained by such party relating to death, bodily injury, or damage to tangible physical property which is caused by the negligent acts or omissions of the party's agents or employees. NIC PARTNERS shall obtain and keep in force at all times liability insurance coverage for bodily injury, death, and property damage in an amount not less than One Million Dollars ($1,000,000.00) BOND: Costs of Performance and Payment bond is not included. If required, NIC PARTNERS shall furnish Customer, in a form satisfactory to Customer, full and duly executed Performance and Payment Bonds, underwritten by a surety or sureties satisfactory to the Customer, in the full amount of this Agreement. Cost of such bonds to be paid directly by Customer. ARBITRATION: All claims, disputes, and other matters in question arising out of, or relating to, this Contract or the breach thereof, shall be decided by arbitration in accordance with the Construction Industry Arbitration Rules of the American Arbitration Association then obtaining unless the parties mutually agree otherwise, This agreement to arbitrate shall be specifically enforceable under the prevailing arbitration law. The award rendered by the arbitrators shall be final, and judgment may be entered upon it in accordance with applicable law in any court having jurisdiction thereof. Notice of the demand for arbitration shall be filed in writing with the other party and with the American Arbitration Association. The demand for arbitration shall be made within a reasonable time after the claim, dispute, or other matter in question has arisen, but in no event shall it be made after substantial completion of the project for which this Contract is awarded. LIABILITY: NIC PARTNERS shall not, in any event be liable to customer for incidental or consequential damages, including without limitation, lost business, profit or unavailability of all or part of the system. The pricing granted elsewhere in this agreement is based upon and is in partial consideration for this limitation on remedies. WARRANTY (Limited): NIC PARTNERS warrants the products installed under this agreement against defects in material and workmanship from a period of one year from project completion. NIC PARTNERS shall repair or replace defective product during the warranty period with new or like new parts. Returned product becomes the property of NIC PARTNERS when replaced. This warranty is void if installed product is abused, misused or altered. This warranty is exclusive and is Customer's only remedy. Without limiting the generality of the foregoing limitations and disclaimers, while the system is not designed, sold, or intended to be used to detect, intercept, transmit or record oral or other communications of any kind, NIC PARTNERS cannot control how the system and its components are used and, accordingly, NIC PARTNERS does not warrant or represent, expressly or implicitly, that use of the software, licensed materials derived there from will comply and conform to the requirements of Federal, State and or Local statutes, ordinances and laws, or that the use of the system will not violate the privacy rights of the third parties. You shall be solely responsible for using the system you the system in full compliance with applicable law and the rights of third persons. Further, regardless of any prior statements, representations, or course of dealings by any NIC PARTNERS representatives, NIC PARTNERS does not warrant or represent, expressly or implicitly, that the software, licensed materials, or use of any of the same will: result in the prevention of crime or hostile enemy action, apprehension or conviction of any perpetrator of any crime, military prosecution of any enemy force, or detection or neutralization of any criminal, combatant or threat; prevent any loss, death, injury, or damage to property due to the discharge of a firearm or other weapon; in all cases detect and plot the location of all firearm discharges within the designated coverage area; the supplied network will remain in operation at all times or under all conditions. any and all warranties, express or implied, of fitness for high risk purposes requiring fail -safe performance are hereby expressly disclaimed. You and NIC PARTNERS each acknowledge and agree that the software, license materials, and the system are not consumer goods, and are not intended for sale to or use by or for personal, family or household use. OWNERSHIP: NIC Partners shall retain ownership of all materials supplied until the customer takes possession of the materials at their facilities. Upon receipt the customer assumes the risks and ownership of all materials. NIC Partners has the right to restore ownership of the materials to NIC Partners if the customer fails to pay for the materials under the terms of the contract. Once ownership has been restored to NIC Partners due to non - payment, NIC Partners may retrieve from the Customer's premises any material supplied where payment has not been tendered. The Uniform Commercial Code of California shall govern this sale and this order shall not be assignable, but shall bind the representative and successors of the parties and their benefits. LIENS: Seller may file a lien within 90 days after furnishing labor, materials, or services to a project as long as preliminary lien notice is sent to Buyer under the provisions of the Construction Lien Law of the state where services are rendered. The lien notice is no way intended to reflect the financial stability of the Buyer, but simply advises the Buyer of Seller's rights to file the lien if required. RETURNS: Credit may be allowed for goods returned with prior approval. A deduction may be made from credits issued to cover the cost of handling and restocking charges. DELAYS: Seller is not responsible for delays in delivery or installation occasioned by acts of God or other circumstances over which the Seller has no control. MISCELLANEOUS: This Agreement constitutes the entire understanding of the parties with respect to the subject matter of this Agreement and merges all prior communications, representations, and agreements. This Agreement may be modified only by a written agreement signed by the parties. If any provision of this Agreement is held to be unenforceable for any reason, such provision shall be reformed only to the extent necessary to make it enforceable. This Agreement shall be construed under the laws of the state where services are rendered, excluding rules regarding conflicts of law. NIC Partners Confidential 11981 Jack Benny Dr., Suite 103 1 Rancho Cucamonga, CA 91739 08/22/2013 13:12:16 Phone: 800.451.3394 1 Fax: 909.919.7997 1 sales @nicpartnersinc.com Page 2 of 2 EL SEGUNDO CITY COUNCIL MEETING DATE: September 17, 2013 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding award of City's professional services contract for auditing services with Mayer Hoffman McCann P.C. for three years through 2013 -2015, plus an optional two year extension (Fiscal Impact: $242,092 General Fund and $46,660 LAWA; 2013 -2017) RECOMMENDED COUNCIL ACTION: 1) Authorize approval of a three -year professional services contract for auditing services with Mayer Hoffman McCann P.C. through years 201' )-2015 for $169,142 ($141,872 General Fund and $27,270 LAWA) and optional two year extension through 2416 and 2017 for $119,610 ($100,220 General fund and $19,390 LAWA); 2) Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $55,810 Additional Appropriation: N/A To be included in future year budgets Account Number(s): 001- 400 - 2502 -6214 - $46,810 122- 400 -0000 -6214 - $9,000 During June 2013, the Finance Department initiated the solicitation of RFP bids from four qualified auditing professional services firms to audit the City's financials. The statement of work was clearly defined to include new accounting pronouncements and regulations which will increase auditing procedures, control activities, auditing hours and associated costs. The period of audit services is from years 2013 -2015 with optional extension for two additional years of services pending performance and quality of work performed. The evaluation of selected firms included the following: 1. Review of proposal material by staff and the review panel. 2. An in -depth panel interview and ranking. The panel questions varied from the audit approach, specific technical capabilities, experience, administrative task management, professionalism, reporting writing abilities and research follow -up. Ltj 3. The top two firms were invited back to meet with the Finance Director and Accounting Manager. Based on staff's evaluation, Mayer Hoffman McCann P.C. was selected and is recommended for contract award due to their technical expertise, wide range of experience with city and government auditing, quality of staff, enhanced oversight from peer group reviews, shared resources available and listing of government audit clients. The following is a list of candidate auditing firms that participated in the previously described evaluation process: Diehl, Evans & Company, LLP 5 Corporate Park, Ste. 100 Irvine, CA 92606 Mayer Hoffman McCann P.C. 2301 Dupont Dr., Ste. 200 Irvine, CA 92612 Moss, Levy & Hartzheim, LLP 9107 Wilshire Blvd., Ste. 400 Beverly Hills, CA 90210 Lance, Soll & Lunghard, LLP 203 N. Brea Blvd., Ste. 203 Brea, CA 90281