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2012 Feb 21 - CC PACKETAGENDA EL SEGUNDO CITY COUNCIL COUNCIL CHAMBERS - 350 Main Street The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items. Any writings or documents given to a majority of the City Council regarding any matter on this agenda that the City received after issuing the agenda packet are available for public inspection in the City Clerk's office during normal business hours. Such Documents may also be posted on the City's website at www.elsegundo.org and additional copies will be available at the City Council meeting. Unless otherwise noted in the Agenda, the Public can only comment on City - related business that is within the jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications portions of the Meeting. Additionally, the Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item. The time limit for comments is five (5) minutes per person. Before speaking to the City Council, please come to the podium and state: Your name and residence and the organization you represent, if desired. Please respect the time limits. Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk or City Manager's Office at least six days prior to the City Council Meeting (by 2:00 p.m. the prior Tuesday). The request must include a brief general description of the business to be transacted or discussed at the meeting. Playing of video tapes or use of visual aids may be permitted during meetings if they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five (5) minutes in length. In _ compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, FEBRUARY 21, 2012 — 5:00 P.M. Next Resolution # 4771 Next Ordinance # 1469 5:00 P.M. SESSION CALL TO ORDER ROLL CALL PUBLIC COMMUNICATION — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. SPECIAL ORDER OF BUSINESS: CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et sue.) for the purposes of conferring with the City's Real Property Negotiator, and/or conferring with the City Attorney on potential and /or existing litigation; and /or discussing matters covered under Government Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators; as follows: CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(a) -1- matters 1. City of El Segundo vs. City of Los Angeles, et. al. LASC Case No. BS094279 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956.9(b): -1- matter. 1. Claim 10 -35 - Wyle Initiation of litigation pursuant to Government Code §54956.9(c): -1- matter. DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): - 0- matter APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957) -1- matter 1. Position: City Manager CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -0- matters N CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -1- matters Sale or Lease of City Owned Property [Price and Terms): Real Pro pert : City owned parking lot at Corner of Main Street and Grand Avenue (Assessor Parcel Number: 4135 - 003 -901 lots 20 through 23 and lot 43) City's Negotiators: Greg Carpenter, Interim City Manager 3 3 AGENDA EL SEGUNDO CITY COUNCIL COUNCIL CHAMBERS - 350 Main Street The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items. Any writings or documents given to a majority of the City Council regarding any matter on this agenda that the City received after issuing the agenda packet, are available for public inspection in the City Clerk's office during normal business hours. Such Documents may also be posted on the City's website at www.elsegundo.org and additional copies will be available at the City Council meeting. Unless otherwise noted in the Agenda, the Public can only comment on City- related business that is within the jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications portions of the Meeting. Additionally, the Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item. The time limit for comments is five (5) minutes per person. Before speaking to the City Council, please come to the podium and state: Your name and residence and the organization you represent, if desired. Please respect the time limits. Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk or City Manager's Office at least six days prior to the City Council Meeting (by 2:00 p.m. the prior Tuesday). The request must include a brief general description of the business to be transacted or discussed at the meeting. Playing of video tapes or use of visual aids may be permitted during meetings if they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five (5) minutes in length. _ In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, FEBRUARY 21, 2012 - 7:00 P.M. Next Resolution # 4771 Next Ordinance # 1469 7:00 P.M. SESSION CALL TO ORDER INVOCATION — PLEDGE OF ALLEGIANCE — Council Member Suzanne Fuentes E PRESENTATIONS ROLL CALL PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda. The Council will respond to comments after Public Communications is closed. A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. Recommendation — Approval. B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING) C. UNFINISHED BUSINESS D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS E. CONSENT AGENDA All items listed are to be adopted by one motion without discussion and passed unanimously. If a call for discussion of an item is made, the item(s) will be considered individually under the next heading of business. 1. Warrant Numbers 2586108 to 2586320 on Register No. 9 in the total amount of $635,424.20 and Wire Transfers from 01/20112 through 02/02/12 in the total amount of $ 544,555.07. Recommendation — Approve Warrant Demand Register and authorize staff to release. Ratify Payroll and Employee Benefit checks; checks released early due to contracts or agreement; emergency disbursements and /or adjustments; and wire transfers. 5 5 2. Regular City Council Meeting Minutes of February 7, 2012 and Special City Council Meeting Minutes of February 9, 2012 Recommendation — Approval. 3. Consideration and possible action to select the City of San Fernando to exchange the City of El Segundo's Fiscal Year 2012 -2013 Community Development Block Grant (CDBG) funds totaling $61,725.00 at an exchange rate of $0.71 per CDBG dollar, for a total of $43,824.75 in General Revenue Funds and to allocate the funds to the City's Home Delivered Meals, Juvenile Diversion, Administration and Senior In -Home Care programs for Fiscal Year 2012 -2013. (Fiscal Impact: $43,824.75) Recommendation — 1) Adopt Resolution authorizing the exchange of CDBG funds with the City of San Fernando; 2) Authorize the Interim City Manager to execute any and all contracts and documents necessary to complete the exchange of CDBG funds on behalf of the City in a form approved by the City Attorney; 3) Approve allocation of the funds for Home Delivered Meals, Juvenile Diversion, Administration and Senior In -Home Care projects for Fiscal Year 2012 -2013; and /or 4) Alternatively, discuss and take other possible action related to this item. 4. Consideration and possible action regarding acceptance of the Lariport Street Rehabilitation Project from Mariposa Avenue to Maple Avenue. Project No. PW 10 -04. (Fiscal Impact: $278,139.82) Recommendation — 1) Accept the work as complete; 2) Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office; 3) Alternatively, discuss and take other action related to this item. 5. Consideration and possible action regarding acceptance of the Miscellaneous Roof Repairs at George E. Gordon Club House, the City Library and the Urho Saari Swim Stadium. Project No. PW 11 -04 (Fiscal Impact: $207,317.44) Recommendation — 1) Approve Change Order No. 1 for $16,817.44; 2) Accept the work as complete; 3) Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office; 4) Alternatively, discuss and take other action related to this item. 6. Consideration and possible action to approve continuation of the steps necessary to complete the emergency repair and replacement of the netting and poles at "The Lakes" Golf Course Driving Range. (Fiscal Impact: $420,000.00) Recommendation — 1) Approve the continuation of the steps necessary to complete the emergency repair and replacement of the netting and poles at "The Lakes" Golf Course Driving Range; or, 2) Alternatively, discuss and take other possible action related to this item. C 7. Consideration and possible action regarding awarding a contract to Big West Construction Corporation for construction related to Group 41 (40 homes) of the City's Residential Sound Insulation Program (Project No. RSI 11 -06). _(Estimated construction costs and retention: $1,609,553) Recommendation — 1) Award a contract to Big West Construction Corporation; 2) Authorize the Interim City Manager to execute a contract in a form approved by the City Attorney; and /or 3) Alternatively discuss and take other action related to this item. 8. Consideration and possible action to authorize the Interim City Manager to execute a three year agreement in a form approved by the City Attorney with Nexus I.S. in the amount of $64,698.35 to provide Cisco SmartNet hardware and software support and upgrades. (3 Years of $21,566.12 per year) (Fiscal Impact: $64,698.35) Recommendation - 1) Authorize the Interim City Manager to execute a three year service, maintenance and upgrade agreement, as approved to form by the City Attorney, with Nexus I.S. in the amount of $64,698.35; 2) Alternatively, discuss and take other action related to this item. 9. Consideration and possible action to purchase additional storage trays and disks from PCMall Gov for the existing Storage Area Network (SAN) in the amount of $38,495.33 using equipment replacement funds. (Fiscal Impact: $38,495.33) Recommendation - 1) Purchase storage trays and disks from PCMall Gov for the existing SAN in the amount of $38,190.81 using equipment replacement funds.; 2) Alternatively, discuss and take other action related to this item. 10. Consideration and possible action regarding the purchase of new night vision hardware for each El Segundo Police Department SWAT team member using funds from the Buffer Zone Protection Program Grant (BZPP). (Fiscal Impact: $37,623.15) Recommendation — 1) Approve the purchase of the night vision hardware using funds from the BZPP grant; 2) Alternatively, discuss and take other action related to this item. 11. Consideration and possible action to authorize the Interim City Manager to execute a Mutual Assistance Agreement with the County of Los Angeles Department of Animal Care and Control. (Fiscal Impact: None) _ Recommendation — 1) Authorize the Interim City Manager to execute a Mutual Assistance Agreement with the County of Los Angeles Department of Animal Care and Control in a form approved by the City Attorney; 2) Alternatively discuss and take other action related to this item. 7 7 12. Consideration and possible action to authorize the Interim City Manager to execute an amendment to existing maintenance contract with Johnson Controls, Inc. to repair the rooftop air conditioning unit drain pan at the Gordon Clubhouse. (Fiscal Impact: $516.00) Recommendation — 1) Authorize the Interim City Manager to execute an amendment in a form approved by the City Attorney with Johnson Controls, Inc to repair the rooftop air conditioning unit drain pan at the Gordon Clubhouse; 2) Alternatively, discuss and take other possible action related to this item. 13. Consideration and possible action regarding a request from Carrie Garlett on behalf of the Leukemia & Lymphoma Society to waive City fees and costs in the amount of $417.00 in accordance with ESMC Section § 8 -8- 7(D)(1) for a "Garage Sale" Special Event fundraiser for the Leukemia & Lymphoma Society. (Fiscal Impact: $417.0 Recommendation — 1) Consider whether to approve the request from the Leukemia & Lymphoma Society to waive $417.00 in City fees and costs; and /or 2) Alternatively, discuss and take other action related to this item. 14. Consideration and possible action to authorize the Interim City Manager to execute an amendment to Agreement No. 3898 with Bell Building Maintenance Company to extend the terms of the agreement for up to one year to continue providing janitorial services for various City buildings. Fiscal Im acct: $124,000.00) .. Recommendation — 1) Authorize the Interim City Manager to execute an amendment with Bell Building Maintenance Service Agreement in a form approved by the City Attorney for an amount not to exceed $124,000.00; 2) Alternatively, discuss and take other possible action related to this item. CALL ITEMS FROM CONSENT AGENDA F. NEW BUSINESS G. REPORTS — CITY MANAGER H. REPORTS — CITY ATTORNEY I. REPORTS — CITY CLERK 8 g J. REPORTS - CITY TREASURER K. REPORTS - CITY COUNCIL MEMBERS Council Member Fuentes - Council Member Brann - Council Member Jacobson - Mayor Pro Tern Fisher - Mayor Busch - PUBLIC COMMUNICATIONS - (Related to City Business Only - 5 minute limit per person, 30 minute limit total) Individuals who have receive value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda. The Council will respond to comments after Public Communications is closed. MEMORIALS - CLOSED SESSION The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et se q.) for the purposes of conferring with the City's Real Property Negotiator, and /or conferring with the City Attorney on potential and /or existing litigation; and /or discussing matters covered under Government Code Section §54957 (Personnel); and /or conferring with the City's Labor Negotiators. REPORT OF ACTION TAKEN IN CLOSED SESSION (if required) 9 9 ADJOURNMENT 901.3L" DATE: D 'Z�.` �/i TIME: i NAME: F, 10 10 ¢ v W 0 a J 7 a a EL 4 LL O O W z � oLL o o� z � y C7 J W Q fq F W LL Uy¢ T N N O 19 Nmm��O W c4[Z Z7, w 20 M �Pt� N 01 I� Ol (O N 01 f�f' f� N CI OO V IC A OO O6 N V co V N O�/�W � IAD 'QP�m ; V N A ui N T N o w Z LL z Iw z 00 E O ? LL ¢ w W F a > U Hy LL Z Z O O Z A zQ5.P�Y P7U gwcoi- p O 7 o` G W J 2 m U_ Z 0. UZ � IT z 4 Izi ¢ N}. z U W LL UUY 2 2 0 W W Z Q O W W f Z LL j¢LuOpo IAF F-m 7'w j °z2 U¢3fFA Nw ¢4444 LL W m,RRnZli W Nwj ¢�w» day» W ¢ rr LL W Z ¢ ¢ U LL ~ W um > y' Z x J 2 Z Z a rl J ¢ H Z L) J� m W J O O F Q Z U_ l7L W W 4= W w < j F (O(1p�,.171 N�~ ¢ QW HO W W OD=jO r0�� O o 2 4 C W N 0 0 0 a 4 6 d N ~¢ J W y J 7¢ Q a d F` ~ W¢� o¢¢�orot -wod °dLLQ aa o4orii x� U -t;!2w �aaaxx�2LLo�!Q(19, 3c�w�3¢'uSwo W 2 Z l7 J 4 Q h j G tR Y Idx U O >' w. V 1 11 W jr C �5 ?L i.i d O U e c T Q C y a m m U Q T p Q c m a I m 7CQVi tnm� a C£p £mi � yympp �i � w yp2 p TO ® N .Lp. l D `, ®V N C So R G O C C C 0 D t E W C " E IT, m N N p g� m8a� c a 4 '� 'ig E c c n . m CL a >.0 R U m ¢mm's 5 p N C pC j C E a u y W 0N � c m a ¢ z U. y o 405x3 V a o Z U$ m LL o R E 5 U�m� LL ° O W , CL r w t 0U ¢ n W Q S n 11 11 O y U LL LL Q m T IL 1 11 CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 1/20/12 THROUGH 2/02112 Date Payee Amount Description 1/23/2012 Unum 319.20 LTD 1/24/2012 Health Comp 3,408.13 Weekly claims 1/25/2012 Cal Pers 47,864.32 EFT Retirement Safety 1125/2012 Cal Pers 35,017.85 EFT Retirement Misc 1/26/2012 Lane Donovan Golf Ptr 18,062.36 Payroll Transfer 1/31/2012 Health Comp 2,873.26 Weekly claims 1/31/2012 State Ca Infrastructure 128,352.37 Semi annual payment 2/2/2012 IRS 228,803.15 Federal Taxes 2/2/2012 Employment Development 48,912.09 State Taxes 2/2/2012 Employment Development 4,003.63 State Taxes 1/20 - 2/2/12 Workers Comp Activity 26,938.71 SCRMA checks issued 544,555.07 DATE OF RATIFICATION: 02/21/12 TOTAL PAYMENTS BY WIRE: Certif led as to the accuracy of the wire transfers by: Deputy City Tr surer bate DI&L�kPdA— ;i� � Z Direc or of Finance Date 7.- fa 'X- City Manager Date Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo. 544,555.07 P:ICity TreasurertWire Transfers120121Wire 2012 1 st quarterlWire Transfers 2- 02.xIs 12 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, FEBRUARY 7, 2012 — 5:00 P.M. 5:00 P.M. SESSION CALL TO ORDER — Mayor Busch at 5:00 p.m. ROLL CALL Mayor Busch - Present Mayor Pro Tern Fisher - Present Council Member Fuentes - Present Council Member Jacobson - Present Council Member Brann - 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(a) -1- matter. City of El Segundo vs. City of Los Angeles, et. al. LASC Case No. BS094279 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956.9(b): -1- matter. Claim 10 -35 - Wyle Initiation of litigation pursuant to Government Code §54956.9(c): -0- matter. MINUTES OF THE REGULAR CITY COUNCIL MEETING 2 FEBRUARY 7, 2012 PAGE NO. 1 13 DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): - 2- matters. Personnel Evaluation: City Manager 2. Personnel Evaluation: City Attorney APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957) -0- matter. CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -0- matter. CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0- matter. Council recessed at 6:50 p.m. MINUTES OFTHE REGULAR CITY COUNCIL MEETING FEBRUARY 7, 2012 PAGE NO.2 14 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, FEBRUARY 7, 2012 - 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER — Mayor Busch at 7:00 p.m. INVOCATION — Assistant Pastor Mike Sternad, Calvary Chapel PLEDGE OF ALLEGIANCE — Mayor Pro Tern Bill Fisher PRESENTATIONS ROLL CALL Mayor Busch - Present Mayor Pro Tern Fisher - Present Council Member Fuentes - Present Council Member Jacobson - Present Council Member Brann - 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. Denise DePasquale, South Bay Work Force Investment Board, gave a quarterly report. Adam Gerrard, Tree Muskateers, announced Arbor Day activities for March 10, 2012. Sheila Henry, Resident, requested Council support of the expansion of the Children's section of the Library. Krista Binder, Resident, CIP Chairman, expressed her support for item 15, the Capitol Improvement Projects. Requested that the CIP or another body be engaged to monitor the construction on these important projects. Marc Rener, Resident, spoke regarding item 15. He expressed concern about borrowing the money for these CIP projects and the choice of projects. Liz Garnholz, Resident, spoke regarding item 15. She expressed concern about the project choices. She is concerned with the expenses outlined in the report. MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 7, 2012 PAGE NO. 3 15 Kevin Smith, Resident, President of the Library Board of Trustees, requested that the Council approve the expansion of the library. Ron Swanson, Resident, spoke regarding item 15. He supported infrastructure loans. Sara Combs, Resident, acknowledge the support of the youth for the aquatics project. Mike Robbins, Resident, spoke against item 15 and infrastructure loans. Sharon Watson, Resident, read an email sent by Jordan Watson regarding item 15. A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. MOTION by Council Member Brann, SECONDED by Council Member Jacobson to read all ordinances and resolutions on the Agenda by title only. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING) Consideration and possible action to conduct a Public Hearing regarding operating and capital outlay requests of $100,000 from the existing Citizens Option for Public Safety (COPS) Supplemental Law Enforcement Services Fund (SLESF) account by the Chief of Police. The grant requires that expenditures be utilized to supplement "front line law enforcement." Front line law enforcement includes funding special enforcement details, and purchasing equipment. (Fiscal Impact: $100,000 from COPS grant fund) Mayor Busch stated that this was the time for a Public Hearing regarding operating and capital outlay requests of $100,000 from the existing Citizens Option for Public Safety (COPS) Supplemental Law Enforcement Services Fund (SLESF) account by the Chief of Police. The grant requires that expenditures be utilized to supplement "front line law enforcement." Front line law enforcement includes funding special enforcement details, and purchasing equipment. Clerk Mortesen stated that proper notice had been done and no written communication had been received in the City Clerk's Office. Mitch Tavera, Police Chief, gave a report. Marc Rener, Resident, requested clarification on the purchase of new squad car and asked if COPS funds could be used? MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 7, 2012 PAGE NO. 4 16 MOTION by Council Member Fuentes, SECONDED by Mayor Pro Tern Fisher to close the public hearing. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 Mark Hensley, City Attorney, read by title only: RESOLUTION NO. 4769 A RESOLUTION PROVIDING FOR THE IMPLEMENTATION OF THE CITIZENS OPTION FOR PUBLIC SAFETY (COPS) PROGRAM MOTION by Mayor Pro Tem Fisher, SECONDED by Council Member Fuentes to adopt Resolution No. 4769 providing for the implementation of the Citizens Option for Public Safety (COPS) Program. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 2. Consideration and possible action to conduct a Public Hearing regarding the acceptance of $194,000 in grant funding from the U.S. Department of Homeland Security (DHS), Buffer Zone Protection Plan (BZPP) under the Infrastructure Protection Activities (IPA) for Federal Fiscal Year 2009. (Fiscal Impact: $0) Mayor Busch stated that this was the time for a Public Hearing regarding the acceptance of $194,000 in grant funding from the U.S. Department of Homeland Security (DHS), Buffer Zone Protection Plan (BZPP) under the Infrastructure Protection Activities (IPA) for Federal Fiscal Year 2009. Clerk Mortesen stated that proper notice had been done and no written communication had been received in the City Clerk's Office. Mitch Tavera, Police Chief, gave a report. MOTION by Council Member Jacobson, SECONDED by Mayor Pro Tern Fisher to close the public hearing. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 Mark Hensley, City Attorney, read by title only: RESOLUTION NO. 4770 A RESOLUTION AUTHORIZING THE CITY MANAGER AND POLICE CHIEF TO APPLY FOR, RECEIVE, AND APPROPRIATE GRANT FUNDS FOR ACQUISITION OF SECURITY DEVICES REQUIRED TO PROTECT PUBLIC HEALTH AND SAFETY MOTION by Council Member Brann, SECONDED by Mayor Pro Tern Fisher to adopt Resolution No. 4770 authorizing the City Manager and Police Chief to apply for, receive, and appropriate grant funds for acquisition of security devices required to protect public health and safety and authorizing the City Manager to sign the Subrecipient Agreement (SA) with the County of Los Angeles. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 C. UNFINISHED BUSINESS MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 7, 2012 PAGE NO. 5 17 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 2585937 to 2586107 on Register No. 8 in the total amount of $564,864.455 and Wire Transfers from 01/06/12 through 01/19/12 in the total amount of $ 2,422,874.57. Authorized staff to release. Ratifed 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 January 17, 2012 and Special City Council Meeting Minutes of January 13, 2012. 5. PULLED FOR DISCUSSION BY COUNCIL MEMBER JACOBSON 6. Authorized the Police Department to replace one patrol vehicle currently due for replacement. The vehicle is identified in the Equipment Replacement Fund and was scheduled to be replaced in 2009. Waived the bidding process authorized the City Manager, or designee, to execute Agreement No. 4216 in a form approved by the City Attorney with Bob Wondries Ford; Wondries Fleet Group in accordance with an existing Los Angeles County Sheriffs Department contract. (Fiscal Impact: $35,614) 7. Approved continuation of the steps necessary to complete the emergency repair and replacement of the netting and poles at "The Lakes" Golf Course Driving Range. (Fiscal Impact: $420,000.00) 8. Approved an amendment to Agreement No. 3874 with AKM Consulting Engineers for engineering services to complete the design for the upgrade of sanitary sewer pump station No. 1 and possible elimination of pump station No. 7. Authorized the City Manager to execute an amendment with AKM Consulting Engineers for an amount not to exceed $47,136.00. 9. PULLED FOR DISCUSSION BY MAYOR PRO TEM FISHER 10. Adopted plans and specifications for the City of El Segundo Energy Retrofit Project. Project No. PW 12 -01 (Fiscal Impact: $108,723) Authorized staff to advertise the plans for receipt of construction bids. Authorized the City Manager to sign Professional Services Agreement No. 4217 with GES Solutions, LLC to provide technical support services for $10,616. MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 7, 2012 PAGE NO. 6 18 11. Approved the request from the El Segundo Co -op Nursery School to waive the 2012 and 2013 banner fees per El Segundo Municipal Code section 8 -8 -7 D1. (Fiscal Impact: $178.00) 12. Approved the proposed changes to the South Bay Cities Council of Governments ( SBCCOG) Joint Powers (JPA) Agreement and reviewed changes made to the SBCCOG By -Laws by the Board of Directors. (Fiscal Impact: 0) Authorized the Mayor to sign the amended Joint Powers Agreement No. 3404D. 13. Received and filed report regarding the emergency repair of the hydraulic /electric swivel on the Fire Department Ladder Truck according to El Segundo Municipal Code 1 -7 -12. (Fiscal Impact: $14,437.00) MOTION by Council Member Brann, SECONDED by Council Member Fuentes to approve Consent Agenda items 3, 4, 6, 7, 8, 10, 11, 12, and 13. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 CALL ITEMS FROM CONSENT AGENDA 5. Consideration and possible action to adopt Ordinance No. 1468 approving new Class Specifications for the at -will positions of Director of Community Services and City Librarian, an reorganization of the Library Department and the Recreation and Parks Department into the Community Services Department. (Fiscal Impact: $0). MOTION by Mayor Pro Tern Fisher, SECONDED by Mayor Busch to approve Consent Agenda item 5. MOTION FAILED BY THE FOLLOWING VOICE VOTE. AYES; BUSCH, FISHER, NOES: BRANN, JACOBSON, FUENTES 2/3 9. Consideration and possible action regarding a request from the El Segundo Chamber of Commerce to waive City fees and costs in the amount of $800.00 in accordance with ESMC Section 8 -8 -7 D1 for the El Segundo Chamber of Commerce Downtown Cruise event. (Fiscal Impact: $800.00) MOTION by Mayor Pro Tern Fisher, SECONDED by Council Member Jacobson to approve Consent Agenda item number 9. MOTION PASSED BY UNANAIMOUS VOICE VOTE. 5/0 F. NEW BUSINESS 14. Consideration and possible action regarding the Fiscal Year 2010 -2011 Yearend Report and FY 2011 -2012 First Quarter Financial Review. (Fiscal Impact: none) Received and filed FY 2010 -2011 Yearend and FY 2011 -2012 First Quarter Financial Review. 15. Consideration and possible action to: MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 7, 2012 PAGE NO. 7 19 1) provide preliminary direction on the list of proposed Capital Infrastructure Projects approved by Council below, and bring back to Council for final action as part of final approval of financing for projects; 2) authorize staff to conduct a Request for Proposal process for selection of a Financial Advisor; 3) authorize the City Attorney's Office to conduct a request for proposal process for selection of municipal finance counsel to assist with the financing of the projects; 4) direct staff to prepare the necessary ordinance, resolution and job descriptions for one new, potentially at -will, position in the Engineering Division to carry out implementation of the proposed projects; and 5) approve one at -will position in the Engineering Division for City Engineer to carry out implementation of the proposed projects. (Fiscal Impact: $15,152,282 (future) for the proposed projects; $75,000 for Financial Advisor and $163,250 for two new, at -will positions funded for six months of Fiscal Year 2011 - 2012). MOTION by Mayor Pro Tern Fisher, SECONDED by Mayor Busch to provide direction on the list of proposed Capital Infrastructure Projects approved by Council below and bring back to Council for final action as part of final approval of financing for projects. Authorize staff to conduct a request for proposal process for selection of a Financial Advisor. Authorize the City Attorney's Office to conduct a request for proposal process for selection of municipal finance counsel to assist with the financing of the projects. MOTION PASSED BY THE FOLLOWING VOICE VOTE: AYES: BUSCH, FISHER, JACOBSON, FUENTES; NOES; BRANN. 4/1 Direct staff to prepare the necessary ordinance, resolution and job description for one new, potentially at -will, positions in the Engineering Division to carry out implementation of the proposed projects. NO ACTION Approve one at -will position in the Engineering Division for City Engineer to carry out implementation of the proposed projects. NO ACTION 1. Richmond Street Richmond Street's sidewalks, curbs and gutters are extensively damaged between El Segundo Blvd. and Holly. In addition to the pedestrian safety hazards caused by the uneven sidewalks and curbs, the area requires significant and continued maintenance to minimize the tripping hazards present in front of many businesses on Richmond St. The proposed project will repair sidewalks, curbs and gutters between El Segundo Blvd. and Holly and replace the current vegetation with less root - intrusive species. MOTION for preliminary approval of the Richmond Street improvements. MOTION PASSED BY THE FOLLOWING VOICE VOTE. AYES: BUSCH, FISHER, JACOBSON, FUENTES; NOES: BRANN. 4/1 2. Crosswalk Lighting This project proposes to install wireless LED, surface - mounted flashers at five crosswalk locations, which include the 100, 200, 300 and 400 blocks of Main MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 7, 2012 PAGE NO. 8 20 Street and the Teen Center crosswalk on Grand Ave. These locations are both high pedestrian and high traffic areas where safety is a constant concern. The installation of the LED flashers on Main Street will conform to the existing street pattern, thereby preserving the integrity of the stamped concrete crosswalks. MOTION for preliminary approval of the Crosswalk Lighting improvements. MOTION PASSED BY THE FOLLOWING VOICE VOTE. AYES: BUSCH, FISHER, FUENTES, JACOBSON; NOES: BRANN. 4/1 3. Main Street Bollards Farmers Market and other community events are routinely held on Main St. between Holly Ave. and Pine Ave. To ensure pedestrian safety during these events, staff park City maintenance trucks at each end of the street, effectively creating a barrier to prohibit vehicles from entering the area. Manual, retractable bollards can provide the same level of pedestrian protection without the need for using City vehicles and at the same time create a more open and aesthetic environment. The retractable bollards are flush mounted in the street when not in use but can be easily put into service for any community event. MOTION for preliminary approval of the Main Street Bollard improvements. MOTION PASSED BY THE FOLLOWING VOICE VOTE. AYES: BUSCH, FISHER, FUENTES, JACOBSON; NOES: BRANN. 4/1 4. Hornet Way Hornet Way is a small street located at the entrance of the Northrop Grumman parking lot off Imperial Hwy. The street has not been well maintained and is in need of a complete surface rehabilitation to stem the extensive alligator cracking and minor pot holes that have formed. MOTION for preliminary approval of the Hornet Way improvements. MOTION PASSED BY THE FOLLOWING VOICE VOTE. AYES: BUSCH, FISHER, FUENTES, JACOBSON; NOES: BRANN. 4/1 4. El Segundo Blvd. (western portion) El Segundo Blvd., west of Sepulveda Blvd., is heavily utilized by Chevron, residents and Smokey Hollow businesses and is one of the primary gateways to the City's downtown business district. However, the street is wrought with alligator cracking, pot holes, failed road cuts, uneven surfaces and blind corners at a significant number of its intersections. El Segundo Blvd.'s sidewalks are also inadequate and do not meet current ADA requirements. The proposed project would completely restore the top 2 -3" of asphalt over the entire length of road between Whiting Street and Sepulveda Blvd. as well as create wider, ADA compliant sidewalks and ramps (which would also eliminate or reduce the blind corners between Illinois Street and Main St.). Consideration will also be given to how elements of the Bicycle Master Plan can be incorporated into the project. MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 7, 2012 PAGE NO. 9 21 MOTION for preliminary approval of the El Segundo Blvd. improvements. MOTION PASSED BY THE FOLLOWING VOICE VOTE. AYES: BUSCH, FISHER, FUENTES, JACOBSON; NOES: BRANN. 4/1 5. Hornet Way Hornet Way is a small street located at the entrance of the Northrop Grumman parking lot off Imperial Hwy. The street has not been well maintained and is in need of a complete surface rehabilitation to stem the extensive alligator cracking and minor pot holes that have formed. MOTION for preliminary approval of the Hornet Way improvements. MOTION PASSED BY THE FOLLOWING VOICE VOTE. AYES: BUSCH, FISHER, FUENTES, JACOBSON; NOES: BRANN. 4/1 1 6/7. Grand Ave. and Center St. Grand Ave., between Sepulveda Blvd. and Maryland St, and Center St., between El Segundo Blvd. and Imperial Ave., are two well - traveled streets in El Segundo. However, these streets do not qualify for federal or state funding because they do not meet eligibility requirements, i.e., they have no nexus to alternative transportation, commuting or regional transit routes. Furthermore, grant funds do not typically cover routine maintenance obligations of the City such as local street resurfacing. Still, these two projects are large and the streets have experienced significant wear. The proposed project would replace the top 2 -3" of asphalt, improve drainage and improve gutter lines where needed. MOTION for preliminary approval of the Grand Ave. and Center Street improvements. MOTION PASSED BY THE FOLLOWING VOICE VOTE. AYES: BUSCH, FISHER, FUENTES, JACOBSON; NOES: BRANN. 4/1 8. Teen Center The Teen Center, which includes the adjacent skate park and basketball court, is heavily used by El Segundo's teens and families. However, the building is run down both inside and outside, and could benefit from modest improvements to modernize the facility and create a more inviting (and durable) environment. The proposed project would include interior upgrades and exterior repairs, such as new floor, wall and counter surfaces, painting, furniture, fixtures, etc. MOTION for preliminary approval of the Teen Center improvements. MOTION PASSED BY THE FOLLOWING VOICE VOTE. AYES: BUSCH, FISHER, FUENTES, JACOBSON; NOES: BRANN. 4/1 9. City Hall The proposed City Hall Remodel project is comprised of several components, which include • A complete renovation of the City Council Chambers, including new seating and Audio Visual (AV) upgrades to accommodate new MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 7, 2012 PAGE NO. 10 22 communication and presentation technologies. The current AV arrangement does not provide adequate viewing for all audience seating locations, the seats themselves are worn and have holes, and the overall flow is not ideal for community participation. • Expansion of the West Conference Room. This project would include removing the interior wall and opening up the room to the windows, as well as installing a new larger conference table and AV enhancements to accommodate newer communication and presentation technologies. • Reconfiguration of the Planning and Public Works counter to create a more user - friendly Permit Assistance Center. The proposed project would expand the permitting counter by creating permitting and plan review stations, as well as computer terminals for "self- help" opportunities (such as plan review, on -line permitting, etc.). MOTION for preliminary approval of the City Hall improvements. MOTION PASSED BY THE FOLLOWING VOICE VOTE. AYES: BUSCH, FISHER, FUENTES, JACOBSON; NOES: BRANN. 4/1 10. Fire Station 1 Fire Station 1 was last renovated in the late 1980s, before the Northridge and Loma Prieta earthquakes occurred in the 1990s. Following those significant events, major changes were made to building design requirements for all structures, and in particular critical facilities such as fire departments and hospitals. The proposed project would seismically retrofit the existing building, bringing its structural integrity into compliance with current building standards. The project also includes minor renovations to interior portions of the building, including kitchen cabinetry, counters and flooring. MOTION for preliminary approval of the Fire Station 1 improvements. MOTION PASSED BY THE FOLLOWING VOICE VOTE. AYES: BUSCH, FISHER, FUENTES, JACOBSON; NOES: BRANN. 4/1 11. Park Lighting Recreation Park is the centerpiece of El Segundo's recreational opportunities and programs. While several lighting projects have been completed over the last five years, the central "backbone" of the lighting infrastructure has not been evaluated, upgraded and /or replaced. Despite several new ballast head and lamp installations, the park still experiences routine outages. The proposed project would replace the extensive wiring network throughout the park and replace or repair conduit where needed to ensure the continued integrity of the electrical network. MOTION for preliminary approval of the Park Lighting Improvements. MOTION PASSED BY THE FOLLOWING VOICE VOTE. AYES: BUSCH, FISHER, FUENTES, JACOBSON; NOES: BRANN. 4/1 12. New Aquatics Facility MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 7, 2012 PAGE NO. 11 23 El Segundo has, for many years, contemplated building a new, outdoor community pool to meet the needs of today's aquatic recreational needs. To help guide that consideration, a study was completed in late 2010 which assessed the feasibility of constructing a new pool at three locations — the Imperial school site, Hilltop Park and Richmond Elementary School (behind the Plunge). A corresponding CEQA analysis of these three locations was also completed and presented to Council in August, 2011. The desire for a new pool has been well vocalized by El Segundo's proponents, citing among many reasons, the chronic state of disrepair of the Plunge and the fact that it cannot meet the broader needs of the aquatics community. The proposed project would construct a new, multi - purpose outdoor pool at a location to be determined by City Council. MOTION to for preliminary approval of the New Aquatics Facility. MOTION PASSED BY THE FOLLOWING VOICE VOTE. AYES: BUSCH, FISHER, FUENTES, JACOBSON; NOES: BRANN. 4/1 13. Plunge Renovation The Plunge, El Segundo's iconic pool constructed more than 70 years ago, is named after the beloved high school swim coach, Urho Saari, who coached swimming and water polo for more than 40 years. Because of its age, the pool's mechanical and electrical systems have outlived their useful lives and are breaking down on a regular basis. Furthermore, the filters and plumbing no longer meet current DHS health standards. The proposed project would completely renovate the mechanical, electrical and plumbing systems, as well as provide upgrades to the building's locker rooms and repairs to the pool itself. MOTION for preliminary approval of the Plunge Renovation improvements. MOTION PASSED BY THE FOLLOWING VOICE VOTE. AYES: BUSCH, FISHER, FUENTES, JACOBSON; NOES: BRANN. 4/1 14. Handball Court The City's outdoor handball court, located in the center of Recreation Park, has been closed for some time and is no longer used for any purpose. The proposed project would convert the area to a rock climbing wall and new rock climbing classes would be offered through the Park's program. Modifications would need to be made to the entrance area to make the facility more accessible but still secure when programs are not in session. MOTION for preliminary approval of the Handball Court improvements. MOTION FAILED BY THE FOLLOWING VOICE VOTE. AYES: BUSCH, FISHER; NOES: BRANN, FUENTES, JACOBSON. 2/3 REPORTS — CITY MANAGER — Announced that three ad agencies in the City of El Segundo had commercials run during the Super Bowl. REPORTS — CITY ATTORNEY - None MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 7, 2012 PAGE NO. 12 24 REPORTS — CITY CLERK - None REPORTS — CITY TREASURER - Spoke regarding the investment portfolio. Announced that the Girls Water Polo Team won League Championship. REPORTS — CITY COUNCIL MEMBERS Council Member Fuentes — None Council Member Brann — None Council Member Jacobson — None Mayor Pro Tern Fisher —None Mayor Busch — None 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 Garnholz, Resident, spoke regarding the advertising agencies that provided ads for the Super Bowl, and stated there were many more companies in the town. Mike Robbins, Resident, spoke regarding the funding source proposed for the CIP projects. Marc Rener, Resident, spoke regarding the CIP projects and felt that it was primarily about building a pool. MEMORIALS — NONE CLOSED SESSION — NONE ADJOURNMENT at 10:07 p.m. Cindy Mortesen, City Clerk MINUTES OF THE REGULAR CITY COUNCIL MEETING FEBRUARY 7, 2012 PAGE NO. 13 25 SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL THURSDAY, FEBRUARY 9, 2012 — 5:00 P.M. CALL TO ORDER — Mayor Busch at 5:00 p.m. PLEDGE OF ALLEGIANCE — Council Member Brann ROLL CALL Mayor Busch - Present Mayor Pro Tern Fisher - Present Council Member Fuentes - Present Council Member Jacobson - Present Council Member Brann - Present PUBLIC COMMUNICATIONS - (Related to City Business Only - 5 minute limit per person, 30 minute limit total). Individuals, who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves before addressing the City Council. Failure to do so is a misdemeanor and punishable by a fine of $250. Liz Garnholz, Resident; spoke regarding the new pool non - infrastructure project. She also commented on the business on the agenda, and asked if there would be a cost to the city. Marc Rener, Resident; spoke regarding the pending business on the agenda. CindeeTopar, Resident; spoke regarding the pending business on the agenda and questioned if it was related to the Chevron issue. Ron Swanson, Resident; stated his displeasure with the pending business on the agenda. Council moved into closed session at 5:14 p.m. 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: DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): - 2- matters Public Employee Dismissal /Release MINUTES OF THE SPECIAL CITY COUNCIL MEETING February 9, 2012 PAGE N0216 Public Employee Appointment Title: City Manager Council moved to Open Session at 6:18 p.m. Assistant City Attorney, Karl Berger, reported that the Council by a vote of 3/2, with Council Members Jacobson, Fuentes, and Brann voting Yes, and Mayor Busch and Mayor Pro Tern Fisher voting No, terminated the employment of the City Manager per the terms of his employment agreement. NEW BUSINESS Consideration and possible action to appoint a City Manager. MOTION by Mayor Busch, SECONDED by Mayor Pro Tern Fisher to appoint as Greg Carpenter, as Interim City Manager. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 ADJOURNMENT at 6:20 p.m. Cindy Mortesen, City Clerk MINUTES OF THE SPECIAL CITY COUNCIL MEETING February 9, 2012 PAGE N024 EL SEGUNDO CITY COUNCIL MEETING DATE: February 21, 2012 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to select the City of San Fernando to exchange the City of El Segundo's Fiscal Year 2012 -2013 Community Development Block Grant (CDBG) funds totaling $61,725.00 at an exchange rate of $0.71 per CDBG dollar, for a total of $43,824.75 in General Revenue Funds and to allocate the funds to the City's Home Delivered Meals, Juvenile Diversion, Administration and Senior In -Home Care programs for Fiscal Year 2012 -2013. (Fiscal Impact: $43,824.75) RECOMMENDED COUNCIL ACTION: 1. Adopt Resolution authorizing the exchange of CDBG funds with the City of San Fernando; 2. Authorize the Interim City Manager to execute any and all contracts and documents necessary to complete the exchange of CDBG funds on behalf of the City in a form approved by the City Attorney; 3. Approve allocation of the funds for Home Delivered Meals, Juvenile Diversion, Administration and Senior In -Home Care projects for Fiscal Year 2012 -2013; and/or, 4. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Resolution FISCAL IMPACT: Amount Budgeted: $43,824.75 - FY 2012/2013 estimated revenue received from CDBG Exchange of Funds totaling $61,725.00 Account Number: CDBG Fund 111- 400 - 2778 -6214 (Home Delivered Meals); 111- 400 -2743- 6214 (Senior In -Home Care); 111 - 400 - 2779 -6206 (General Administration); 111- 400 - 2747 -6214 (Juvenile Diversion) ORIGINATED BY: Kimberly Christensen, AICP, Planning Manager ` C, REVIEWED BY: Greg Carpenter, Interim City Manager APPROVED BY: Greg Carpenter, Interim City Manager BACKGROUND AND DISCUSSION: On December 20, 2011, the City Council authorized staff to proceed with identifying an interested participating city under the Los Angeles Urban County's Community Development Block Grant (CDBG) Program and begin negotiations for the exchange of the City's proposed m Fiscal Year 2012 -2013 CDBG allocation; establish a mutually agreeable exchange rate; and, return to the City Council with a resolution authorizing the exchange of CDBG funds. The City's CDBG FY 2012 -2013 allocation is estimated at approximately $61,725.00. Staff solicited offers from participating cities through the Los Angeles County Community Development Commission (CDC). The City of San Fernando showed interest in exchanging CDBG funds. The City of San Fernando offered $0.71 per CDBG dollar for a total amount of $43,824.75 in General Funds. In FY 2011 -2012, the City of El Segundo completed an exchange of its CDBG funds with the City of Lawndale for $0.70/$1.00. RECOMMENDED ACTION: Staff recommends that the City Council accept the offer from the City of San Fernando and adopt the attached Resolution authorizing the exchange of the City's CDBG funds at a rate of $0.71 per CDBG dollar for a total amount of $43,824.75 in General Funds. Following City Council action, all documents pertaining to the exchange of CDBG funds will be forwarded to the Los Angeles County Community Development Commission (CDC) for approval by the Los Angeles County Board of Supervisors. Once approved by the Los Angeles County Board of Supervisors, the CDC will process the transaction and issue the payment to the City. The process is anticipated to take approximately three months. Proceeds from the exchange of CDBG funds will support the continuation of the City's Home Delivered Meals, Juvenile Diversion, General Administration, and Senior In -Home Care projects for Fiscal Year 2012 -2013. The proceeds have not been specifically allocated yet. The allocation of these revenues will be refined through the City's 2012 -2013 budget process. The proceeds will be placed in the Miscellaneous Revenue Account and they will be carried over to the 2012- 2013 Fiscal Year. P:\Planning & Building Safety\0 Planning - New \CDBG\2012_2013 CDBG EXCHANGE\2012.02.21 CDBG Exchange of Funds FY 2012 2013 ccmtg. doc 2 29 RESOLUTION NO. A RESOLUTION APPROVING THE EXCHANGE OF COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS (CDBG) FOR THE FISCAL YEAR 2012 -2013 BETWEEN THE CITY OF EL SEGUNDO AND THE CITY OF SAN FERNANDO BE IT RESOLVED by the Council of the City of El Segundo as follows: SECTION 1: The City Council finds as follows: A. The City Council of the City of El Segundo conducted a public hearing, pursuant to applicable law, on December 20, 2011, to consider the allocation of CDBG funds for the Fiscal Year (FY) 2012 -2013; B. The use of CDBG funds is strictly limited by law; C. The City of El Segundo has executed a three -year Cooperation Agreement with the County of Los Angeles concerning CDBG funds for Fiscal Years 2010 -2011, 2011 -2012, and 2012 -2013; and D. The City of El Segundo, a recipient of CDBG funds desires to exchange $61,725.00 of its FY 2012 -2013 CDBG funds for $43,824.75 of General Funds with the City of San Fernando. SECTION 2: The exchange of FY 2012 -2013 CDBG funds between the City of El Segundo and the City of San Fernando (CDC) is hereby approved. SECTION 3: In accordance with this Resolution, the City of El Segundo will exchange $61,725.00 of its FY 2012 -2013 CDBG funds for $43,824.75 of General Funds with the City of San Fernando. SECTION 4: The City Manager is authorized and directed to execute any and all documents necessary to complete the exchange of, funds on behalf of the City of El Segundo. SECTION 5: 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. 30 SECTION 6: This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded. PASSED AND ADOPTED this 21 st day of February, 2012. Eric Busch, Mayor STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Cindy Mortesen, City Clerk of the City of El Segundo, California, hereby certify that the whole number of members of the City Council of the City is five; that the foregoing Resolution No. was duly passed and adopted by said City Council, approved and signed by the Mayor of said City, and attested to by the City Clerk of said City, all at a regular meeting of said Council held on the 21 st day of February, 2012, and the same was so passed and adopted by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Cindy Mortesen, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney 0 Karl H. Berger Assistant City Attorney PAPlanning & Building Safety \0 Planning - New\CDBG\2012_2013 CDBG EXCHANGE\2012.02.21 CDBG Exchange of Funds—San Fernando_R ESO_ccmtg. doc 2 31 EL SEGUNDO CITY COUNCIL MEETING DATE: February 21, 2012 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding acceptance of the Lairport Street Rehabilitation Project from Mariposa Avenue to Maple Avenue. Project No. PW 10 -04 (Fiscal Impact: $278,139.82) RECOMMENDED COUNCIL ACTION: 1. Accept the work as complete. 2. Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office. 3. Alternatively, discuss and take other action related to this item ATTACHED SUPPORTING DOCUMENTS: Notice of Completion FISCAL IMPACT: Included in Adopted Budget Amount Requested: $278,139.82 Additional Appropriation: No Account Number(s): 001 - 400 - 4201 -6209 ($36,308.56) 106 - 400 - 8203 -8604 ($178,161.26) 106 - 400 - 8203 -8968 ($63,670.00) ORIGINATED BY: Maryam M. Jonas, Principal Engineer Vk REVIEWED BY: Stephanie Katsouleas, Public Works Director APPROVED BY: Greg Carpenter, Interim City Manager BACKGROUND AND DISCUSSION: On September 20 2011, the City entered into a public works contract with All American Asphalt, Inc. for $261,629.00 for the pavement rehabilitation of 1) Lairport Street between Mariposa Ave. and Maple Ave. and 2) a section of the Joslyn Center parking lot damaged by tree roots. The Council also approved an additional $26,371.00 to cover construction contingencies. Construction was completed in accordance with the plans and specifications on December 20 2011. The total construction cost, based on measured quantities, is $278,139.82 and is funded as follow: 1. Allocation from State Proposition 1B Grant: $63,670.00 2. Gas Tax: $178,161.26 3. Street Maintenance budget for fiscal year 2011/12: $36,308.56 Staff recommends the City Council accept as complete the work performed by All American 4 Asphalt, Inc. 32 Recording Requested by and When Recorded Mail To: City Clerk, City Hall 350 Main Street El Segundo, CA 90245 NOTICE OF COMPLETION OF CONSTRUCTION PROJECT Project Name: Lairport Street Rehabilitation Project No.: PW 10 -04 Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that: The undersigned is an officer of the owner of the interest stated below in the property hereinafter described. 2. The full name of the owner is: City of El Segundo 3. The full address of the owner is: City Hall, 350 Main Street, El Segundo, CA, 90245 4. The nature of the interest of the owner is: Public Street Improvements 5. A work of improvement on the property hereinafter described was field reviewed by the City Engineer on December 20, 2011. The work done was: Pavement Rehabilitation of Lairport Street. 6. On February 21, 2012, City Council of the City of El Segundo accepted the work of this contract as being complete and directed the recording of this Notice of Completion in the Office of the County Recorder. 7_ The name of the Contractor for such work of improvement was: All American Asphalt, Inc., 8. The property on which said work of improvement was completed is in the City of El Segundo, County of Los Angeles, State of California, and is described as follows: Public Street 9. The street address of said property is: Lairport Street between Mariposa and Maple Avenues. Dated: Stephanie Katsouleas Public Works Director VERIFICATION I, the undersigned, say: I am the Director of Public Works /City Engineer of the City El Segundo, the declarant of the foregoing Notice of Completion; I have read said Notice of Completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury the foregoing is true and correct. Executed on , 2012 at El Segundo, California. Stephanie Katsouleas Public Works Director Notice of Completions \PW 10 -04 33 EL SEGUNDO CITY COUNCIL AGENDA STATEMENT AGENDA DESCRIPTION: MEETING DATE: February 21, 2012 AGENDA HEADING: Consent Agenda Consideration and possible action regarding acceptance of the Miscellaneous Roof Repairs at George E. Gordon Club House, the City Library and the Urho Saari Swim Stadium. Project No. PW 11 -04 (Fiscal Impact: $207,317.44) RECOMMENDED COUNCIL ACTION: 1. Approve Change Order No. 1 for $16,817.44. 2. Accept the work as complete. 3. Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office. 4. Alternatively, discuss and take other action related to this item ATTACHED SUPPORTING DOCUMENTS: Change Order Summary Notice of Completion FISCAL IMPACT: Included in Adopted Budget Amount Requested: $207,317.44 Additional Appropriation: No Account Number(s): 405- 400 - 0000 -6215 l ORIGINATED BY: Maryam M. Jonas, Principal Engineer oy REVIEWED BY: 4ephanie Katsouleas, Public Works Director APPROVED BY: Greg Carpenter, Interim City Manager ' BACKGROUND AND DISCUSSION: On October 4, 2011, the City awarded a contract to Best Contracting Services, Inc., in the amount of $190,500 to repair and replace roofs at multiple City Facilities (Library, Plunge and Club House). The Council also approved an additional $9,500 to cover construction contingencies. After start of construction, staff authorized several changes to the project which were not included in the contracted scope of work. As described in the attached Change Order Summary, these additions totaled $16,817.44, for which Change Order No. 1 is requested. Staff recommends the City Council approve the change orders and accept the work performed by Best Contracting Services, Inc. as complete. WS 34 CHANGE ORDER SUMMARY MISCELLANEOUS ROOF REPAIRS Date: February 8, 2012 Item No. Description of Changes Amount 1 Racquetball Roof Re lacement and repairs $20,350.90 2 Credit for Deletion of Coating over the Flat Roof at Urho Saari Swim Stadium ($27,600.00) 3 Replacement of the Rain Gutters at Check Out Building $5,486.31 4 Additional Edge Metal per Unit Cost of Bid Item #4 $2,421.78 5 Replacement of Wood Frame Under the Roof at the Club House $6,634.25 6 Replacement of Additional Rain Gutter and Down Spouts at the Club House $9,524.20 Total Change Orders 1 $16,817.44 Original Contract Amount = $190,500.00 Total Change Orders = $ 16,817.44 Final Contract Amount = $207,317.44 35 Recording Requested by and When Recorded Mail To: City Clerk, City Hall 350 Main Street El Segundo, CA 90245 NOTICE OF COMPLETION OF CONSTRUCTION PROJECT Project Name: Miscellaneous Roof Repairs for City Facilities Project No.: PW 11 -04 Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that: The undersigned is an officer of the owner of the interest stated below in the property hereinafter described. The full name of the owner is: City of El Segundo 3. The full address of the owner is: City Hall, 350 Main Street, El Segundo, CA, 90245 4. The nature of the interest of the owner is: Public Facilities 5. A work of improvement on the property hereinafter described was field reviewed by the City Engineer on February 8, 2012. The work done was: Roof repair and replacements. 6. On February 21, 2012, City Council of the City of El Segundo accepted the work of this contract as being complete and directed the recording of this Notice of Completion in the Office of the County Recorder. 7. The name of the Contractor for such work of improvement was: Best Contracting Services, Inc. The property on which said work of improvement was completed is in the City of El Segundo, County of Los Angeles, State of California, and is described as follows: George Club House, City Library, Urho Saari Swim Stadium, racquetball courts and Check Out Building. The street address of said property is: Citywide Dated: Stephanie Katsouleas Public Works Director VERIFICATION I, the undersigned, say: I am the Director of Public Works /City Engineer of the City El Segundo, the declarant of the foregoing Notice of Completion; I have read said Notice of Completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury the foregoing is true and correct. Executed on , 2012 at El Segundo, California. Stephanie Katsouleas Public Works Director 36 EL SEGUNDO CITY COUNCIL AGENDA STATEMENT AGENDA DESCRIPTION: MEETING DATE: February 21, 2012 AGENDA HEADING: Consent Agenda Consideration and possible action to approve continuation of the steps necessary to complete the emergency repair and replacement of the netting and poles at "The Lakes" Golf Course Driving Range. (Fiscal Impact: $420,000.00) RECOMMENDED COUNCIL ACTION: 1. Approve the continuation of the steps necessary to complete the emergency repair and replacement of the netting and poles at "The Lakes" Golf Course Driving Range, or 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: FISCAL IMPACT: Budget Adjustment Requested Amount Budgeted: $0 Additional Appropriation: Yes $287,000 was appropriated by Council on December 6, 2011; an additional $20,000 is being requested. Account Number(s): Continuing Appropriations: 503- 400 -5301 -8104 ($43,000); 503- 400 -5302 -6215 ($9,500); 503- 400 -5307 -6215 ($10,500); FY 11 -12: 503- 400 -5301 -8104 ($60,000); 601 - 400 -5301 -8104 ($45,000); 405- 400 - 0000 -6215 ($139,000) ORIGINATED BY: Stephanie Katsouleas, Public Works Director REVIEWED BY: Bob Cummings, Parks and Recreation Director APPROVED BY: Greg Carpenter, Interim City Manager, BACKGROUND AND DISCUSSION: On December 6, 2011, City Council adopted Resolution No. 4765 and authorized staff to proceed with the repair and replacement of "The Lakes" Golf Course Driving Range netting and poles that were damaged in the November 30th wind storm. Resolution No. 4765 requires that staff provide a status update at each City Council meeting until the repair is completed and that City Council determine, by four -fifths vote, that there is a need to continue repair work. Staff recommends that the City Council authorize this emergency repair until it is completed. Status Update As of this report submittal date, Judge Netting has removed more than 30 wood poles and installed 19 steel poles and embedments at the golf course driving range. Next steps including installing the netting, replacing the concrete berms and reinstalling the lower chain link fencing on the south side of the range. The contractor is on schedule to complete the repair by the end of the month. • 37 EL SEGUNDO CITY COUNCIL MEETING DATE: February 21, 2012 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding awarding a contract to Big West Construction Corporation for construction related to Group 41 (40 homes) of the City's Residential Sound Insulation Program (Project No. RSI 11 -06). (Estimated construction costs and retention: $1,609,553) RECOMMENDED COUNCIL ACTION: 1. Award a contract to Big West Construction Corporation; 2. Authorize the Interim City Manager to execute a contract in a form approved by the City Attorney; andor 3. Alternatively discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Bidder's Proposal and Statement submitted by Big West Construction Corporation FISCAL EMPACT: Included in Adopted Budget Amount Budgeted: $14,000,000 Additional Appropriation: N/A Account Number(s): 116 - 400 - 0000 -8960 ORIGINATED BY: James S. O`Neill, Program Manager REVIEWED BY: Greg Carpenter, Interim City Manager . APPROVED BY: Greg Carpenter, Interim City Manager BACKGROUND AND DISCUSSION: On January 31, 2012 the City Clerk's office opened sealed bids for Group 40 (RSI 11 -06) of the City's Residential Sound Insulation (RSI) Program. The results were as follows: 1. Big West Construction Corporation ........... .....................$1,463,230 The Bid submitted appears responsive. As City Council is aware, this project was originally bid in November of last year, and only one (1) bid was submitted at that time which required the City to obtain concurrence from the Federal Aviation Administration (FAA) prior to awarding a contractor. Based on communications with the FAA, staff recommended rejecting the bid and rebidding the project in the best interest of the timing of the project, expecting multiple bids if the project were rebid. Despite multiple potential bidders at the pre -bid meeting, and at least two contractors indicating that they intended to bid the project if it was rebid, again only one bid was submitted for the project. 03 To prepare for what was thought to be the unlikely event of a second occurrence of receiving only one (1) bid for this, or any future, project, staff had further conversations with the FAA explaining various possible reasons the City had not received multiple bids. In those conversations, FAA indicated that it felt the City was doing what it was obligated to do in advertising for bids and that, especially given that the Group 40 project was being re -bid, that it would likely grant concurrence for the City to award a contract in the event the City only received a single qualified bid. City staff has attempted to contact the FAA numerous times since January 31 to obtain concurrence, yet has not received a response as of the writing of this staff report. (February 8th) Staff is making the recommendation contingent upon receiving concurrence from the FAA prior to the City Council meeting on February 21, and if concurrence is not received, will recommend postponing City Council action until a formal response is received from FAA. The amount requested for the contract is $1,609,553, which represents the Total Bid amount and an additional 10% for potential change orders related to unforeseen conditions. City Council is reminded that eighty percent (80 %) of costs associated with the Residential Sound Insulation Program are covered by federal grant funding from the Federal Aviation Administration (FAA). This remains a funding source until those funds identified in the Grant Implementation Plan to the City of Los Angeles are exhausted. Remaining expenses, except for elective "Owner Upgrades" selected by property owners, are paid for by funding received as part of the settlement agreement with LAWA. 39 to I T Ul- CL .".PCl7Ur4UU BID LOG BID NO. #RSI 11-06 City of El Segundo Residential Sound Insulation Program Group 41 jRe -Bid) Date of BID Opening: Tuesday January 31, 2012 Time of BID Opening: 11:00 A.M. Place of BID Opening: City Clerk's Office COMPANY NANIVADDRESS BID Amount 1 Big West Construction Corp_ 15331 Normandie Irvine, CA 92604 � b 31 0 0 2 3 4 5 6 7 8 9 10 Staff Present: FORMS'SIMPENLOG1 City Clerk's Office City Clerk's Office 40 City of El Segundo ' Residential Sound Insulation Program RSI 11 -06 (Re -Bid Group 41) To the Mayor and City Council City of El Segundo 350 Main St. El Segundo, CA 90245 I declare, under penalty of perjury, that I have carefully examined, become familiar with, and understand all of the requirements of the Contract Documents and conditions under which the Work must be performed, including the City of El Segundo's current Municipal Code, and am fully informed as to all conditions and matters which can in any way affect the Work or its cost, and agree to the following: To perform all Work in strict conformity with the requirements of the Contract Documents for Project Number RSI I1 -06 "Residential Sound Insulation Program -- Re -Bid Group 41" at the fbilowina lumt) sum r)rice: Total Bid (Contract Sum) O NE I1..L.1 RrEl ee_D2quSAN[>"Tuv Jjvw1 recj (words j Y $ L4 63. O 00 (figures) In case of discrepanEX between the words and figures, the words must prevail. J Contractor Representative: Signature 0 ti CA P, Name (printed or typed) Title: paz i 1 Ie to i 1 31 - 2012 Date Contractor's State License Number: Name of Firm: �_�%�S } G2NSTRuC,T1 QW #tF0"T;ca -) U l — t 5'B 5 _ Address: IS-33k Mold m4 , 'OtE License Expiration Date: X2v101E to 12_(,-)a4_ 9 -11- Io t 2 Telephone Number: 6)4c(-1q5--LUcJ Type of Entity: ❑ Sole Proprietorship ❑ Partnership N Corporation* ❑ Other * If Corporation, evidence of authority to sign must be- attached DA W Bidding Form Appendix B -01 Last Modified: December 28, 2011 Bidder's Proposal and Statement 41 1151,/2C) I Z EL SEGUNDO CITY COUNCIL AGENDA STATEMENT AGENDA DESCRIPTION: MEETING DATE: February 21, 2012 AGENDA HEADING: Consent Agenda Consideration and possible action to authorize the Interim City Manager to execute a three year agreement in a form approved by the City Attorney with Nexus I.S. in the amount of $64,698.35 to provide Cisco SmartNet hardware and software support and upgrades. (3 Years of $21,566.12 per year) (Fiscal Impact: $64,698.35) RECOMMENDED COUNCIL ACTION: 1. Authorize the Interim City Manager to execute a three year service, maintenance and upgrade agreement, as approved to form by the City Attorney, with Nexus I.S. in the amount of $64,698.35; 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: Nexus I.S. SmartNet quote CDWG quote Insight quote FISCAL EMPACT: Included in Adopted Budget Amount Budgeted: $64,700 Additional Appropriation: No Account Number(s): 001 - 400 - 2505 -6217 ORIGINATED BY: Brian Evanski, Captain REVIEWED BY: Mitch Tavera, Chief of Police 'L5� APPROVED BY: Greg Carpenter, Interim City Manager BACKGROUND AND DISCUSSION: The City of El Segundo has installed and utilizes Cisco hardware and software for core computer networking capabilities. This includes all routers, switches, firewalls, wireless systems, and facility access control equipment. Cisco was selected in 2009 by Staff as they are the industry leader in IP networking and they provide a complete solution for nearly all City networking needs. Annual hardware and software maintenance and support for the City's computer network has been provided through Nexus I.S. for the past two years at an approximate cost of $16,000 per year. Nexus I.S. is a Cisco Gold Certified Partner as they have attained the broadest range of expertise across multiple technologies by achieving all of the following four advanced 42 specializations: Routing and Switching, Security (Firewalls), Wireless, and Unified Communications (Telephones). Recently, the City's telephone system was replaced with a Cisco Voice over Internet Protocol (VoIP) telephone system. Due to this upgrade, the annual maintenance charge will increase approximately $6,680. Although in previous years the City funded this support contract on an annual basis; a cost savings of approximately 5% will be recognized by entering into a three year agreement and pre- paying for the services. Single Year Contract 1st Year - $22,680 2nd Year - $22,680 (Not including inflation increase) 3rd Year - $22,680 (Not including inflation increase) Total - $68,040 Staff obtained the following three year service quotes to compare company pricing: CDWG $68,099.00 Insight $64,000.52 Nexus I.S. $64,698.35 Although Nexus I.S. did not provide the lowest quote, Staff recommends purchasing this maintenance and support service from Nexus I.S. as they currently provide maintenance which has been excellent over the past two years. Nexus I.S. has demonstrated a strong working knowledge with the City's existing equipment and infrastructure. In addition, the relationship between City Staff and Nexus I.S. has proven beneficial during the implementation of numerous proj ects. 43 4m 1 aF� fete iA x r "a o . .. 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CL C2 \ 4 i� / 0 �RkCL X0 �f }f ` k ( E / x tx _ #a 2\#J& &k In e S S e@ §. 7-0 kEEk -=g \� . \ \\ gCE ' ~ Ewa M �r z /��kkE kkkk§�\ 0 w \ 2 CL.—>, 2 t5 2 0 (D 7 °y /$E e \§ /Lg7\ g� 0 x::22 >� 0 . § t f n -. e 2 2 =0=« T £ 0 , . , . 7 � ƒ s ¢ \O �j\ dkK §2 wU) c § 02 c e ■ « � m m EL SEGUNDO CITY COUNCIL AGENDA STATEMENT AGENDA DESCRIPTION: MEETING DATE: February 21, 2012 AGENDA HEADING: Consent Agenda Consideration and possible action to purchase additional storage trays and disks from PCMall Gov for the existing Storage Area Network (SAN) in the amount of $38,495.33 using equipment replacement funds. (Fiscal Impact: $38,495.33) RECOMMENDED COUNCIL ACTION: (1) Purchase storage trays and disks from PCMall Gov for the existing SAN in the amount of $38,495.33 using equipment replacement funds. (2) Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: PCMall Gov quote MacMall quote Adoptive innovations quote FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $38,496 Additional Appropriation: N/A Account Number(s): 601 - 400 - 2505 -8108 ORIGINATED BY: Brian Evanski, Captain -- REVIEWED BY: Mitch Tavera, Chief of Pali APPROVED BY: Greg Carpenter, Interim City Manager BACKGROUND AND DISCUSSION: Since 2009, Staff has been converting the stand alone servers into a virtual computer network environment by eliminating the old "one server, one application" model and running multiple applications on each cluster of servers. This transition into a virtual environment allowed the reallocation of processing power, memory and storage from each stand alone server into the cluster of servers. As a result, this has reduced the number of redundant network components such as power supplies, network cards, switches and cabling. Staff recently completed the server virtualization project and is preparing to convert many of the desktop workstations into this virtual system. Virtualized desktops are hosted on the remote central server cluster instead of on the hard drive of local personal computer. Benefits of this computing model include lowering the total cost of ownership, extending hardware life cycles, increasing security, lowering energy output, and centralizing desktop management. 49 Additionally, virtualized desktops work at faster speeds due to their connectivity with the centralized server cluster. The movement of computer workstations into virtual environment requires additional storage trays, disks and computing resources to be deployed in the main server room. Staff received the following quotes from PCMall Gov, Adoptive Innovations, and MacMall in an effort to obtain the best pricing available for the necessary hardware. Based on these quotes, Staff recommends purchasing the additional storage components from PCMall Gov. 1. PCMall Gov $38,495.33 2. MacMall $49,811.14 3. Adoptive Innovations $62,203.01 50 � O ,b to @7 0) 01 Cl) N @7 T N � c x � f- co C O U O 0 U f9 ti O � T O O :.� N m> cM fn r L° N C CC1 tit C CO CA C M T Y 00 N 0 W T J N r U .2 a co C O 0 O C1 0 U 0 to O C Cn O C!7_ LL 3 ca C!7 � U7c f� U Q O V N U) N OD N ° u W O C) m N iu ° m G a 0 EL O = U Q E C7 Z U ,Cl) OI -C3 N J U N M Q7 W Z O U) LL a a� N a �, Z�NL1 >V QCWM E5 1 O LO a x w c M N u1 C? 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MIAa 6 i E Q U -Ulu U U I y � { -It In 53 i N O N L C O N O M o 0 0 R M E h O N 0 00 D1 N 6N9 N Y 69 2' C) N b b z O 6+ U � i k pr V] Camn E 54 C R E R D1 I C Y O H 2' C) -� b b z WW U � i k C t0 �n o E s U W a ,; O b0 0 0 0 O U ¢ w p o0 54 cq 1 N O f D1 I cd 'L O H 40 b b U � I C ' W O b0 0 O U ¢ w 54 1 f [ I I [ Y Id aYi 14 aYi Ime LO In U, , Lo U') LO M M M M M M ^ O O O O O O Q, m Vl ON ON en 00 1n rl .� 6R bR O\ N kK r- f Gn I[ S� W - y O O O O O O O O Q 1(j . O� . ON t O O\ ?. 0.y N 69 in I-T 6A N 65 .� Gn bH l o _ + i N L - !I F O s U W H ^o Ij x o o kn cn , cj� I � cn I '= q j I V cn V L rA R U O °o O °O = .? c�a % N cn C p C N FA adM,��d O i a O O O O O U U U U U U �t "T � r. 54 ADOPTIVE INNOVATIONS City of El Segundo Attn: Larry Klingaman Power Cable 250VAC AMS2000 Service RKAK Installation 3U Universal Rail Kit Modular 450gb SAS 15k RPM Modular SAS /SATA Storage AMS2000 Service RKAK 1 mo upg Yr 2+ All Parts must be purchased as is. Parts can't be purchased individually (OTHER COMMENTS 1. Total payment due in 30 days 2. Please include the invoice number on your check QUOTE DATE: 1/5/2012 Quote# 761035 Customer ID 2413 If you have any questions about this invoice, please contact Jennifer Ashely 626- 222 -9712 or jaa55 @hotmail.com Thank You For Your Business! SUBTOTAL $ 25,355.00 TAX RATE 8,760% TAX $ 2,218.56 Freight $ 150.00 TOTAL $ 27,723.56 Make all checks payable to Adoptive Innovations 55 $29.00 58.00 2 1 $489.00 489.00 1 $110.00 110.00 17 $999.00 16,983.00 1 $6,950.00 6,950.00 9 $85.00 765.00 If you have any questions about this invoice, please contact Jennifer Ashely 626- 222 -9712 or jaa55 @hotmail.com Thank You For Your Business! SUBTOTAL $ 25,355.00 TAX RATE 8,760% TAX $ 2,218.56 Freight $ 150.00 TOTAL $ 27,723.56 Make all checks payable to Adoptive Innovations 55 ADOPTIVE INNOVATIONS ., City of El Segundo Attn: Larry Klingaman Power Cable 250VAC AMS2000 Service RKAK Installation 3U Universal Rail Kit Modular 600gb SAS 15k RPM Modular SAS /SATA Storage AMS2000 Service RKAK 1 mo upg Yr 2+ All Parts must be purchased as is. Parts can't be purchased individually OTHER COMMENTS 1. Total payment due in 30 days 2. Please include the invoice number on your check i OWyt?tl W DATE: 1/5/2012 Quote# 761036 Customer ID 2413 2 $29.00 58.00 1 $489.00 489.00 1 $110.00 110.00 17 $1,350.00 22,950.00 1 $6,950.00 6,950.00 9 $85.00 765.00 SUBTOTAL $ 31,322.00 TAX RATE 8.750% TAX $ 2,740.68 Freight $ 150.00 TOTAL $ 34,212.68 Make all checks payable to Adoptive Innovations If you have any questions about this invoice, please contact Jennifer Ashely 626- 222 -9712 or jaa55 @hotmail.com Thank You For Your Business! 56 c O m m X3 L_ O t m Q c a s U ♦9 In OA C m N ONO N d0 C F9 LIf za L le O r-I � �q � Q. iJ ih E O U V d N C6 y7 L 3 N O CL E O U 3 a, z E L -W (0 L LM 3 f0 h C U N m � N i c f6 Q 0 00 Ln r-I LD Ln if - �00 N m ij)- I -t 00 m ij'j- d m m r W 3 v O 41 y L C m a� E U m Q ca CJ I c 0 0 Y L N a m C7 O Om M J J J a > Ln Ln w O O O O O � 0 0 00 O O 00 v, O O Lr 00 0) LO LO 00 ri rl O O O O O O O O m O O 0000 Ln m in N N ri -L ? i4 v to U V v i-+ L dC1 U C c UC L O Y L Q � Y C L Q cu o Qj � 0 < 57 L of L CU c C a Q- m Y N C LO m f0 C O L O H . + L 3 N (� LA N Q W Y 0 L O 00 3 � u c 0 (n o O a, O U C � L � 'I > N 2 N Q Q O O O O O O O O m O O 0000 Ln m in N N ri -L ? i4 v to U V v i-+ L dC1 U C c UC L O Y L Q � Y C L Q cu o Qj � 0 < 57 EL SEGUNDO CITY COUNCIL MEETING DATE: February 21, 2012 AGENDA STATEMENT AGENDA HEADING: Consent [�l�►117� 17 Df.Y�`71' - ALA Consideration and possible action regarding the purchase of new night vision hardware for each El Segundo Police Department SWAT team member using funds from the Buffer Zone Protection Program Grant (BZPP). (Fiscal Impact: $37,623.15) RECOMMENDED COUNCIL ACTION: Approve the purchase of the night vision hardware using funds from the BZPP grant. 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: Quotes from Adamson Police Supply, Tactical Night Vision Company, and Morovision. FISCAL IMPACT: Amount Budgeted: None Additional Appropriation: N/A Account Number(s): BZPP Grant Fund (001- 300 - 0000 -3735) ORIGINATED BY: Bob Turnbull, Captain 3o REVIEWED BY: Mitch Tavera, Police APPROVED BY: Greg Carpenter, Interim City Manager__ BACKGROUND AND DISCUSSION: Members of the police department's Special Weapons and Tactics Team currently deploy on tactical operations without night vision equipment. Industry standards in the tactical field have moved towards using night vision optical devices (NODs) because of the increased safety to officers, allowing them to see during nighttime and certain daytime operations. These devices will allow SWAT team members to function safely during hours of darkness without compromising their location by using flashlights. Additionally, they will be invaluable for use inside buildings where the power is out and daylight is not present. It is our recommendation that each SWAT team member be outfitted with one NOD. The compact design allows each officer to mount them directly to their helmet and thus be hands free in operations. The purchase of this equipment falls under the parameters of the BZPP grant. Other professionals from both police SWAT teams and military units were contacted regarding which device would be best for our department's needs. Quote requests were sent out and three companies responded. M Those companies and their prices are as follows: 1. Adamson Police Supply $37,623.15 2. Tactical Night Vision Company (TNVC) $37,779.75 3. Moro Vision Might Vision, Inc. $45,543.00 Based on the aforementioned and the attached quotes, staff recommends purchasing the equipment from the lowest bidder (Adamson Police Supply) utilizing BZPP grant funding. 59 r0. {q .JAIL rg-4!Li- 1 m &0 p l 1 c:c prcniictucts QUOTATION 07FEB12 SUBMITTED BY: TONY DUCOURNEAU EL SEGUNDO PD ADAMSON POLICE PROCUCTS 348 MAIN ST 10764 Noel St., Los Alamitos, CA 90720 EL SEGUNDO, CA 90245 Cell 818 - 984 -9485 FX 818 - 776 -0170 QUANTITY DESCRIPTION PRICE AMOUNT 12 ITT NIGHT ENFORCER GEN3 PINNACLE #ITTE- NEPVS14 -17NHB 2,883.00 34,596.00 Thank you for this request Tony Ducourneau 8.75% TAX 3,027.15 FREIGHT FREE Quote expires in 60 days TOTAL 37,623.15 60 TNVC, INC 25612 Barton Rd. #328 Loma Linda, Ca. 92354 I Name/Address I El Segundo Police Department Nick Budge 348 Main Street El Segundo, California 90245 Quotation Date Quotation# 2/1/2012 4887 Ship To El Segundo Police Department Nick Budge 348 Main Street El Segundo, CA 90245 61 P.O. No. Terms Due Date Project Net 30 3/2/2012 Item Description Qty Rate Total ITTE- NEPVSI4 -1... PVS -14 ITT Gen3 PINNACLE Autogated Night Enforcer 12 2,895.00 34,740.00T NH Kit, Black Tactical Bag (5 -year tube factory warranty, 3 -year system factory warranty) Shipping **TNVC will hand deliver units" 0.00 0.00 Price good for 45 days Subtotal $34,740.00 Sales Tax (8.75 %) $3,039.75 Total $37,779.75 61 MOROVISION NIGHT VISION L I G H T T H E N I G H T' Morovision Night Vision, Inc. 23382 Mill Creek Suite D -115 Laguna Hills, CA 92653 Tel: 949-581-9988 Fax: 949-581-1133 Name /Address El Segundo Police Department 348 Main Street El Segundo, CA 90245 Ship To Quotation Date Quotation # 2/6/12 9431 El Segundo Police Department 348 Main Street El Segundo, CA 90245 Delivery Shipping FOB Terms Valid Rep RFQ # 15 -30 Days ARO Best Way Origin Net 30 60 -Days ACO2W N Budge Part # Description Qty Unit Cost Total ITTE- NEPVS14 -17 ITT Night Enforcer NEPVS -14 Monocular Gen 3 PINNACLE 12 3,795.25 45,543.00 (Thin - Filmed /Auto- Gated) w/ Tube Data Record, Variable Gain Control, Single Battery. Includes: Head Mount Assembly, Brow Pads (S,M,L), Helmet / Head Mount Adapter, Sacrificial Window, Demist Shield, Neck Cord, Eye Cup, Lens Paper, System Soft Case w/ Shoulder Strap, Unit Soft Case, Daylight Filter, Diopter Lens Cap, Operators Manual, (2) AA Batteries. Warranty: 5 -Year Intensifier Tube, 3 -Year System. Shipping -01 UPS Ground Trac (Shipping to be Calculated at Time of 0.00 0.00 Shipment) Subtotal $45,543.00 Sales Tax (0.0 %) $0.00 Total $45,543.00 Terms and Conditions; Please confine receipt of this quote by replying to this email. Export of U.S. manufactured night vision equipment is strictly prohibited without a valid export license issued by the U.S. Department of State Office of Defense Trade Controls, in accordance with International Traffic in Arms Regulations (ITAR), Title 22, Code of Federal Regulations Part 120 -130, and /or the U.S. Department of Commerce. End use statement required. Notfor use in aviation: Sales to purchasers within the civil aviation market are not authorized and are expressly prohibited. (Unless otherwise approved) Payment terms subject to credit limit. Return Policy: All returned retail merchandise must be received by Morovision within 10 days of the customer's receipt of the merchandise. In order to receive a refund or exchange you must contact Morovision @ 949 581 9988 for a return authorization (RA) number. All merchandise returns are subject to a 15% restocking fee. All Dealer sales are final. A monthly finance charge of 1.5% may be applied to overdue balances. All facets of this transaction are subject to and in accordance with California State Laws, Any Legal matters that may arise between Morovision and the Purchaser will be subjectto all California laws and regulations and will only be tried in the California court of law. 62 EL SEGUNDO CITY COUNCIL MEETING DATE: February 21, 2012 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to authorize the Interim City Manager to execute a Mutual Assistance Agreement with the County of Los Angeles Department of Animal Care and Control. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1. Authorize the Interim City Manager to execute a Mutual Assistance Agreement with the County of Los Angeles Department of Animal Care and Control in a form approved by the City Attorney; 2. Alternatively discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: Mutual Assistance Agreement FISCAL IMPACT: None Amount Budgeted: None Additional Appropriation: N/A Account Number(s): N/A ORIGINATED BY: Carlos Mendoza, Lieutenant REVIEWED BY: Mitch Tavera, Chief of Polic APPROVED BY: Greg Carpenter, Interim City Manager BACKGROUND AND DISCUSSION: The El Segundo Police Department responds to emergencies in the city such as chemical spills, earthquakes, major storm damage, and large scale power outages. These emergencies could require assistance with evacuation/sheltering of animals, and other animal- related public health, safety and welfare issues. Assistance from unaffected jurisdictions is necessary to provide the most effective response. It is in the best interest of all parties to enter into a Mutual Assistance Agreement (MAA) to define roles, responsibilities, and liabilities of each party during emergencies. The Los Angeles County Department of Animal Care and Control has developed an MAA to be used for this purpose. The Agreement was developed in consultation with the County of Los Angeles' Office of Emergency Services, the Chief Executive Office, and County Counsel. The agreement was approved by the County Board of Supervisors on September 20, 2011. El Segundo Assistant City Attorney Karl Berger has also reviewed and approved the agreement. 63 Staff therefore recommends the City execute the Mutual Assistance Agreement with the County of Los Angeles. 64 `7656 ANIMAL CARE AND CONTROL.. MUTUAL ASSISTANCE AGREEMENT This Animal Care and Control.Mutual Assistance Agreement ("Agreement ") is made and entered into this day of A 05-1- 2011, between the County of Los Angeles ( "County ") and the Society forte Prevention of Cruelty to Animals Los Angeles. ( "SPCALA "). RECITALS WHEREAS, the parties have determined that it would be in their best interests to enter into an agreement to implement a plan to assist each other with the evacuation and sheltering of animals and other animal- related public health, safety and welfare issues resulting from emergencies and disasters. WHEREAS, an agreement to provide mutual assistance is in accord with the Califonua Emergency Services Act, set forth in Title 2, Division 1, chapter 7(§ 8550 et seq.) of the Government Code and specifically with article 14 (§ 8630 et. seq.) of the Act; and W + REAS, no party should be in a position of depleting its own resources, facilities or services to aid another entity. NOW THEREFORE, the parties hereto mutually agree to use their best efforts to provide assistance as follows: 1. DEFINITIONS: a. "Director" shall mean the Director of the County of Los Angeles Department of Animal Care and Control or her /his designee. b. 'Representative" shall mean the person or persons listed on Attachment A, designated by each party to act on behalf of that party on all matters related to this Agreement, including, but not limited to requests to activate and provide staff, facilities and other resources. C. "Emergency" or "Emergencies" shall iricl:utde fire, earthquake, flood or other natural or man -made emergency. d. "Agreement Coordinator" is that person charged with receiving new parties to the Agreement; maintaining a current list of signatory parties and representatives; and circulating annually a list of all parties and Representatives to all signatory parties and arranging for amendments to agreement as may be necessary. 2. TERM /TERMINATION: This Agreement shall begin immediately upon execution by the initial panties and shall remain in effect until terminated by agreement of a majority of the parties. Any party may terminate its participation in the Agreement with or without cause, upon the giving of at least sixty (60) calendar days written notice to the other(s). Page 1 of 4 65 3. REQUEST FOR ASSISTANCE: Assistance may be requested when an emergency has been proclaimed by the governing body of a city, county or city and county or,authorized official. 4. ASSISTANCE TOBE PROVIDED: Upon request, and without jeopardizing the safety of animals, personnel:or property .within the jurisdiction of the assisting party, "the parties agree, to furnish personnel, facilities :and other resources and to render assistance to each other as maybe necessary to protect and to assist with animal issues affecting the public health, safety and welfare in-response to an emergency. 5. BEST EFFORTS: Each party shall use its best efforts to provide assistance, but is not required to deplete its own personnel, facilities and other resources. The assistance shall be provided within the limits of the jurisdiction requesting it. 6. REQUEST FOR ASSISTANCE: Requests for assistance and authorization to provide assistance shall b.e'made only by the persons listed in Attachment A ( "Representatives "), which shall be updated on July I" of each year. The annual update of representatives does not require the re- execution of the Agreement. 7. RESOURCE MANAGEMENT: The requesting party shall be responsible for the safekeeping of the resources provided by the assisting party. The requesting party shall remain in charge of the operations relating to the emergency and shall control and direct the use of the resources provided by the assisting party. Assisting party's personnel shall not be deemed employees of the requesting party and vice versa. 8. RE'CORDKEEPING: The parties shall document and keep accounting records of costs associated with providing assistance, including, but not limited to personnel, equipment, facilities and materials provided. 9. TERMINATION OF ASSISTANCE: When the assisting party's personnel, equipment or facilities are no longer required, or when the assisting party's resources are required in its own jurisdiction, the party receiving the services shall immediately arrange for the return of those resources. 10. INDEMNIFICATION: The requesting party shall hold harmless, indemnify and defend the assisting party, its officers, agents and employees against all liability, claims, losses, demands or actions for injury to or death or a person or persons or animals, or damages to property arising from or alleged to arise from or as a consequence of this Agreement, provided such liability, claims, losses, demands or actions are claimed to be due to the acts or omissions of the requesting party, its officers, agents or employees or employees of the assisting party, working within the scope of employment and under the direction and control of the requesting party. 11. DISPUTES: Any dispute arising from this Agreement is subject to mediation by a mediator selected by the parties. Page 2 of 4 66 12. AMENDMENT: The parties may agree to review, amend or modify this Agreement at any time. Any amendments to this Agreement must be made in writing and be approved and signed by authorized representatives of all parties. 13. JURISDICTION: This Agreement shall be governed by and construed in accordance with the laws of the State of California. This Agreement does not abrogate or waive any immunity available under the Tort Claims Act, the California Emergency Services Act, or any other applicable law. 14. NOTICES: All notices required, permitted or desired to be given by one party to the other shall be in writing and shall be delivered to the other party's Coordinator personally, or by United States mail, postage prepaid to the Coordinator at the address identified in Attachment A. 15. INITIAL PARTIES: The initial parties to this Agreement are: the County of Los Angeles and the Society for the Prevention of Cruelty to Animals Los Angeles. 16. INITIAL AGREEMENT COORDINATOR: The Director of the County of Los Angeles Animal Care and Control, or her /his designee, shall act as the Agreement Coordinator. 17. ADDITIONAL SIGNATORIES: All signatory parties agree that any other qualified public agency, duly incorporated humane society or a society for the prevention of cruelty to animals may become a party to this Agreement by executing a duplicate copy of this Agreement and sending same to the Agreement Coordinator, the County of Los Angeles, addressed as follow: The Los Angeles County Department of Animal Control 5898 Cherry Avenue Long Beach, California 90805 Attention: Marcia Mayeda, Director Page 3 of 4 67 7 ?656 IN WITNESS WHEREOF, the parties hereto have caused this agreement to be executed as of the day and year first written above: COUNTY OF LOS ANGELES B ?k"'- . Y HONORABLE MICHAEL D. ANTONOVICH Mayor, Board of Supervisors EXECUTIVE OFFICER -CLERK OF THE BOARD OF SUPERVISORS 13y ' . SA W1 1 A. HA N41 Dopuly Executive Officer APPROVED AS TO FORM: ANDREA SHERIDAN ORDIN County Counsel By C__� DIANE C. REAGAN vJ Principal Deputy County Counsel DEPARTMENT OF ANIMAL CARE AND CONTROL By �, MARCIA MA , -DA, Director Society For The Prevention Of Cruelty To Animals Los Angeles By __i f MADELINE BERNSTEIN, President Society For The Prevention Of Cruelty To Animals Los Angeles Page 4 of 4 AD 0% P T E r e U'a BOARD OF SUPERVISORS COUNTY OF LOS ANGELES 31 ` . SEP 2 0 2011 :��S A CHI A. 12A MAI EXECUTIVE OFFICER 68 Addendum A Additional Signatories to the Mutual Assistance Agreement, adopted by the Board of Supervisors on September 20, 2011, between the County of Los Angeles and the Society for the Prevention of Cruelty to Animals - Los Angeles BURBANK ANIMAL CONTROL By Printed Name Title CULVER CITY ANIMAL SERVICES By Printed Name Title EL SEGUNDO ANIMAL CONTROL By Printed Narne Title COMMERCE ANIMAL CONTROL By Date Printed Name Tilte DUARTE PUBLIC SAFETY By Date Printed Name Title GLENDORA ANIMAL CONTROL By Date Printed Name Title Date Date Date Page 1 of 69 HAWTHORNE ANIMAL SERVICES BUREAU By Date Printed Name Title HUNTINGTON PARK ANIMAL CONTROL By Date Printed Name Title LAWNDALE ANIMAL CONTROL DIVISION By Date Printed Name Addendum A HERMOSA BEACH ANIMAL CONTROL By Date Printed Name Title INLAND VALLEY HUMANE SOCIETY AND S.P.C.A. By Date Printed Name Title LONG BEACH ANIMAL CARE SERVICES By Date Printed Name Title Title Page 2 of 5 70 Addendum A LOS ANGELES DEPARTMENT OF ANIMAL SERVICES MANHATTAN BEACH ANIMAL CONTROL By By Date Date Printed Name Printed Name Title Title MONTEREY PARK MONROVIA ANIMAL CONTROL ANIMAL CONTROL BUREAU By By Date Date Printed Name Printed Name Title Title PASADENA HUMANE SOCIETY & S.P.C.A. REDONDO BEACH CITY ANIMAL CONTROL By By Date Date Printed Name Printed Name Title Title Page 3 of 5 71 SAN GABRIEL VALLEY HUMANE SOCIETY By Date Printed Name Title SOUTHEAST AREA ANIMAL CONTROL AUTHORITY By Date Printed Name Title TORRANCE ANIMAL CONTROL By Printed Name Title Addendum A SANTA MONICA ANIMAL CONTROL By Date Printed Name Title TEMPLE CITY ANIMAL CONTROL By Date Printed Name Title KERN COUNTY ANIMAL CONTROL By Date Date Printed Name Title Page 4 of 5 72 VENTURA COUNTY By Date Printed Name Title ORANGE COUNTY By Date Printed Name Title r- r._MIT10nr -1 SAN BERNARDINO COUNTY By Date Printed Name Title COUNTY OF RIVERSIDE ANIMAL SERVICES Date Printed Name Titic Page 5 of 5 73 EL SEGUNDO CITY COUNCIL MEETING DATE: February 21, 2012 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to authorize the Interim City Manager to execute an amendment to existing maintenance contract with Johnson Controls, Inc. to repair the rooftop air conditioning unit drain pan at the Gordon Clubhouse. (Fiscal Impact: $516.00) RECOMMENDED COUNCIL ACTION: 1. Authorize the Interim City Manager to execute an amendment in a form approved by the City Attorney with Johnson Controls, Inc to repair the rooftop air conditioning unit drain pan at the Gordon Clubhouse; 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: Contract Amendment FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $57,500.00 Additional Appropriation: N/A Account Number(s): 001 - 400 - 2601 -6215 ORIGINATED BY: Martin Whitehead, Maintenance Supervisor REVIEWED BY: Stephanie Katsouleas, Public Works Director APPROVED BY: Greg Carpenter, Interim City Manage BACKGROUND AND DISCUSSION: Johnson Controls was called out to assess and repair a standing water problem on the rooftop air conditioning unit at the Gordon Clubhouse. The unit had standing water on the roof flashing curb that the unit sits on and was not draining correctly. A new flashing curb was made and installed with strapping so that the water would properly drain to prevent standing water from collecting and the sheet metal from rusting. The City currently has a three -year maintenance service contract with Johnson Controls, Inc. to provide HVAC maintenance and repair services. However, this emergency work falls outside of the contract's scope of services and thus this amendment is required. Staff recommends that City Council approve the requested amendment for the emergency repair work. 12 74 AMENDMENT TO AGREEMENT NO. BETWEEN THE CITY OF EL SEGUNDO AND THIS SECOND AMENDMENT ( "Amendment ") is made and entered into this 12th day of January, 2012, by and between the CITY OF EL SEGUNDO, a general law city and municipal corporation existing under the laws of California ( "CITY "), and Johnson Controls, Inc., a corporation ( "CONSULTANT "). 1. Pursuant to Section of Agreement No. ( "Agreement "), [new section; amendment to section] to read as follows: L6 79 This Amendment may be executed in any number or counterparts, each of which will be an original, but all of which together constitutes one instrument executed on the same date. 4. Except as modified by this Amendment, all other terms and conditions of Agreement No. remain the same. [SIGNATURES ON NEXT PAGE] 75 IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove written. CITY OF EL SEGUNDO Greg Carpenter, Interim City Manager k"IL&IA Cindy Mortesen, City Clerk. APPROVED AS TO FORM: MARK D. HENSLEY, City Attorney By: Karl H. Berger, Assistant City Attorney Taxpayer ID No. 76 EL SEGUNDO CITY COUNCIL MEETING DATE: February 21, 2012 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding a request from Carrie Garlett on behalf of the Leukemia & Lymphoma Society to waive City fees and costs in the amount of $417.00 in accordance with ESMC Section § 8- 8- 7(D)(1) for a "Garage Sale" Special Event fundraiser for the Leukemia & Lymphoma Society. (Fiscal Impact: $417.00) RECOMMENDED COUNCIL ACTION: 1. Consider whether to approve the request from the Leukemia & Lymphoma Society to waive $417.00 in City fees and costs; and/or 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Letter of request from Carrie Garlett on behalf of the Leukemia & Lymphoma Society. 2. Copy of ESMC Section § 8- 8- 7(D)(1). FISCAL IMPACT: $417.00 Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A ORIGINATED BY: Kimberly Christensen, AICP, Planning Manager REVIEWED BY: Greg Carpenter, Interim City Manager APPROVED BY: Greg Carpenter, Interim City Manager BACKGROUND AND DISCUSSION: The Leukemia & Lymphoma Society is holding a fundraising "Garage Sale" Special Event on Saturday, March 10, 2012 from 7:00 a.m. to noon at the Hilltop Community Church of Christ 717 East Grand Avenue. The Hilltop Community Church of Christ has volunteered the use of their church parking lot for the event. The event will entail the sale of typical garage sale items on tables, the profits of which will be donated in full to the Leukemia & Lymphoma Society. Carrie Garlett has submitted a letter requesting the waiver of City fees on behalf of the Leukemia & Lymphoma Society (see attachment). The Leukemia & Lymphoma Society (LLS) was founded in 1947. LLS is a nonprofit organization registered with internal revenue code 50(3)(c) status and it is the world's largest volunteer health organization dedicated to funding blood cancer research, education and patient services. The LLS mission is to cure leukemia, lymphoma, Hodgkin's disease and myeloma, and to improve the quality of life of patients and their families. The purpose of the event is to raise funds for LLS. The "Garage Sale" Special Event is being held by candidates of the LLS's Man and Woman of the Year fundraising campaign as well as participants of the Team in Training program. Carrie Garlett, on behalf of the Leukemia & Lymphoma Society is requesting the City to waive fees in the amount of $417.00 in accordance with ESMC Section § 8- 8- 7(D)(1) for a Special1 Event Permit. 77 ♦LEUKEMIA€ LYMPHOMA SOCIETY fighting blood cancers City of El Segundo Interim City Manager, Mr. Greg Carpenter City Hall, 350 Main Street El Segundo, CA 90245 Dear Mr. Carpenter, Greater Los Angeles Chapter 6033 Vv''est Century Blvd.. Suitc 300. Los A,-- geies- CA 90045 TeL 310,3. 2.5300 Fax. 31 0- 342.5501 I have recently been speaking with Ms. Kimberly Christensen, Planning Manager, regarding an upcoming garage sale that I am hosting to benefit the Leukemia & Lymphoma Society. Ms. Christensen indicated that a waiver of fees required for a Special Event permit might be an option, subject to the discretion of the City Council, due to the philanthropic intent of the garage sale. As such, on behalf of the Leukemia & Lymphoma Society (LLS), I would like to request the waiver of any fees needed to obtain the appropriate permit(s) for a garage sale. The event is to be held on Saturday, March 10, 2012 at the Hilltop Community Church of Christ located at 717 East Grand Avenue in El Segundo. At this time, it is requested that the event be permitted between 700AM and 12 (noon) with a bit of time on either end for setup and cleanup. We anticipate the setup of tables in the parking lot of the church facility, and do not intend to erect tents or structures. Participants will bring typical garage sale items for sale, the profits of which will be donated in full to LLS. As participants are seeking to raise as much money as possible for the mission of LLS, relief from any necessary fees is requested. The garage sale is being held by candidates of the LLS's Man and Woman of the Year fundraising campaign as well as participants of the Team In Training program. Founded in 1947, LLS is the world's largest volunteer health organization dedicated to funding blood cancer research, education and patient services. The LLS mission is to cure leukemia, lymphoma, Hodgkin's disease and myeloma, and improve the quality of life of patients and their families. Further, LLS prides itself on dedicating a minimum of 75% of every dollar raised directly to their mission and a cure. I, personally, have been touched by the benefits of this amazing organization as my husband is a four -time blood cancer survivor. As such, we have both been volunteers for the organization for going on ten years now and my husband was honored as the Man of the Year 2011 for raising over $50,000 during the 10- week fundraising campaign. For your reference LLS is a registered 501(c)(3) (Tax ID number 13- 5644916). You can learn more about LLS at www.11s.org. Please feel free to contact me if you have questions or need additional information regarding the proposed event or LLS. I can be reached at 323.896.3760 or earrie.garlett @amail.com. I appreciate your consideration of the matter. Sincerely, Carrie Garlett www.lis.org 78 8 -8 -5 8 -8 -5: PERMIT REQUIREMENTS: A. It is unlawful for any person to con- duct, sponsor, or knowingly participate in any event on or within any city street, sidewalk, parking facility, or other public right of way that obstructs or interferes with the normal flow of vehicular or pedestrian traffic or which does not comply with applicable traffic laws or controls. B. Activity in subsection A of this section is permissible when a permit for such an event is obtained pursuant to this chapter. A permit is not deemed is- sued until the director receives the applicant's written acceptance in ac- cordance with this chapter. (Ord. 1362, 6 -3 -2003) 8 -8 -6: EXCEPTIONS: A special event permit is not required for a pa- rade consisting of a vehicular funeral pro- cession or wedding procession. (Ord. 1362, 6 -3 -2003) 8 -8 -7: FEES: A. Established: Except as otherwise provided by federal, state, or local laws, or other city council authorized restrictions, all fees applicable to this chapter including, without limitation, fees for using public property, will be established by city council resolution. B. Service Charges: Charges will be imposed for city services provided to a permittee other than public safety and emergency services. Such charges will be determined by the applicable servicing city department(s) and will be based on the actual cost incurred 8 -8 -7 by the city in providing such services. Such service charges will include, without limitation, charges for labor, supervision, overhead, administration and the use of any and all city equip- ment, supplies, and the like. Addition- al charges may be imposed to cover the cost of extraordinary permit inves- tigation and staff costs, if the director determines this necessary. C. Traffic Control Fee: Permittee will pay the city a fee in an amount equal to the city's total estimated costs for providing all of the personnel and materials, including, without limitation, public safety personnel, necessary to control and monitor pedestrian and vehicular traffic for such event. Such fee will be paid by the permittee be- fore the director issues a permit. The traffic control fee may be waived by the director for any permit authorizing an event involving an exercise of free speech rights. Such waiver may be granted only upon a showing of the applicant's inability to pay, which will be supported by a financial declara- tion. D. Fee Waivers: Upon an applicant's request, the director may, but is not required to, seek a fee waiver from the city council for an event. Fees may only be waived for the following applicants: City of El Segundo 1. Nonprofit groups with current inter- nal revenue code 501(c)(3) status or 501(c)(6) status, government agen- cies, and public schools; or 2. Community service groups or orga- nizations without current internal reve- nue code 501(c)(3) status or 501(c)(6) status where the city council, by reso- October 2003 79 8 -8 -7 lution, determines that the proposed event provides services that meet community needs and it is in the pub- lic interest to waive such fees. (Ord. 1362, 6 -3 -2003) C. ADMINISTRATIVE APPEALS 8 -8 -8: RIGHT OF ADMINISTRATIVE REVIEW: Except as otherwise provided, an applicant may request admin- istrative review of the director's decision pursuant to this chapter. (Ord. 1362, 6 -3 -2003) 8 -8 -9: TIME FOR ADMINISTRATIVE REVIEW: A. Except as otherwise provided, a re- quest for review must be commenced within five (5) days from the date on which written notice of the director's decision is served on the appli- cant /permittee. 8 -8 -11 the review, and the date such deci- sion, determination or order was made or issued; A brief description of all grounds for making the request; and D. Such other information as may be required by the director. (Ord. 1362, 6 -3 -2003) 8 -8 -11: ADMINISTRATIVE REVIEW: A, Upon request for administrative review being filed, the director will provide a copy of the notice to the city manager within two (2) business days. B. Upon receiving a request for review from the director, the city manager will review the request and, within ten (10) days of receiving the request notice, provide the appellant with a written notification that: 1. The director's decision is affirmed; B. If the request is untimely, the director 2. The director's decision is modified; may, nevertheless, extend the time for commencing such review for good 3. The director's decision is reversed cause shown. (Ord. 1362, 6 -3 -2003) and a permit is issued or issued with- out special conditions. 8 -8 -10: COMMENCEMENT OF ADMIN- C. The city manager may, but is not ISTRATIVE REVIEW: A request required to, conduct a hearing at a for administrative review will be on a form time and place determined at the city provided by the director and contain the manager's sole discretion. following information: D. In addition to other provisions of this A. The name, address and telephone chapter, any notification to the re- number of the person making the quester must set forth any modifica- request; tions of the director's decision. (Ord. 1362, 6 -3 -2003) B. A description of the decision, determi- nation or order which is the subject of October 2003 City of El Segundo EL SEGUNDO CITY COUNCIL MEETING DATE: February 21, 2012 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to authorize the Interim City Manager to execute an amendment to Agreement No. 3898 with Bell Building Maintenance Company to extend the terms of the agreement for up to one year to continue providing janitorial services for various City buildings. (Fiscal Impact: $124,000.00) RECOMMENDED COUNCIL ACTION: 1. Authorize the Interim City Manager to execute an amendment with Bell Building Maintenance Service Agreement in a form approved by the City Attorney for an amount not to exceed $124,000.00; 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: Bell Building Maintenance Company Proposal Contract Amendment #4 FISCAL IMPACT: Budget Adjustment Approved Amount Budgeted: $0 Additional Appropriation: N/A Account Number(s): 001- 400 - 2601 -2606 (PW), 001 - 400 -5102 -6206 (RP), 001 -400- 6101 -6206 (Library) ORIGINATED BY: Stephanie Katsouleas, Public Works Director REVIEWED BY: APPROVED BY: Greg Carpenter, Interim City Manage BACKGROUND AND DISCUSSION: On January 21, 2009, the City of El Segundo entered into Agreement No. 3898 with Bell Building Maintenance Company to provide janitorial services for various City buildings, including City Hall, Police, Urho Saari, Recreation Parks facilities and the Library. Bell has submitted a proposal to extend the terms of the contract on a month to month basis with no price increase. Staff recommends that City Council approve the contract amendment on a month -to- month basis, not to exceed one year, at a rate not to exceed $124,000. Staff will prepare and release a new Request for Proposals for janitorial services later this year. CD BELL BUILDING MAINTENANCE COMPANY 5170 SEPULVEDA BLVD. #180 SHERMAN OAKS. CA 91403 (818) 385 -0790 FAX: (818) 385 -0730 December 27, 2011 Mr. Richard Hogate City of El Segundo Finance Department 350 Main Street El Segundo, CA 90245 Dear Mr. Hogate, Our Janitorial Service Contract Agreement #3898 with City of El Segundo will be expired on January 20, 2012 and Bell Building Maintenance would like to take this opportunity to request that the City exercise the optional month to month service contract extension with our firm without any fee increase. Bell Building Maintenance anxiously await the opportunity to continue provide the service to the City of El Segundo for the upcoming year. I would like to thank you in advance for your consideration and if you have any questions or needs additional information, please contact me. Sincerely, Bruce M. Hwang Vice President of Operations Bell Building Maintenance Co. (818) 385 -0790 brucegbellbmc.com 82 AMENDMENT TO AGREEMENT NO. 3898 BETWEEN THE CITY OF EL SEGUNDO AND BELL BUILDING MAINTENANCE COMPANY THIS 4th AMENDMENT ( "Amendment ") is made and entered into this 21" day of January 2012, by and between the CITY OF EL SEGUNDO, a general law city and municipal corporation existing under the laws of California ( "CITY "), and BELL BUILMG MAINTENANCE COMPANY, a sole proprietorship ( "CONSULTANT "). 1. Pursuant to Section 19 of Agreement No. 3898 ( "Agreement "), Section 2 of the Agreement is amended to read as follows: "The term is extended beginning January 21, 2012 to January 20, 2013." 2. This Amendment may be executed in any number or counterparts, each of which will be an original, but all of which together constitutes one instrument executed on the same date. 3. Except as modified by this Amendment, all other terms and conditions of Agreement No. 3898 remain the same. [SIGNATURES ON NEXT PAGE] RE IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove written. CITY OF EL SEGUNDO Greg Carpenter, Interim City Manager, City Manager ATTEST; Cindy Mortesen, City Clerk APPROVED AS TO FORM: MARK D. HENSLEY, City Attorney Karl H. Berger, Assistant City Attorney PA Taxpayer ID No. M