2015 Oct 06 - CC PACKET■ ►
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, OCTOBER 6, 2015 - 5:00 PM
5:00 P.M. SESSION
CALL TO ORDER
ROLL CALL
PUBLIC COMMUNICATION - (Related to City Business Only - 5 minute limit per
person, 30 minute limit total) Individuals who have received value of $50 or more to communicate
to the City Council on behalf of another, and employees speaking on behalf of their employer, must so
identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and
punishable by a fine of $250.
SPECIAL ORDER OF BUSINESS:
CLOSED SESSION:
The City Council may move into a closed session pursuant to applicable law, including
the Brown Act (Government Code Section §54960, et sue.) for the purposes of
conferring with the City's Real Property Negotiator, and /or conferring with the City
Attorney on potential and /or existing litigation; and /or discussing matters covered under
Government Code Section §54957 (Personnel); and /or conferring with the City's Labor
Negotiators; as follows:
CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code
§54956.9(d)(1): -3- matter
1. City of El Segundo vs. City of Los Angeles, et.al. LASC Case No. BS094279
2. Penuelas vs. City of El Segundo, LASC Case No. BC523072
3. O'Leary v. City of El Segundo WCB /EAMS Nos. ADJ8702179 and 918053
CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Government Code §54956.9(d)(2): -1-
matter.
Initiation of litigation pursuant to Government Code §54956.9 (d)(4): -5- matters.
DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -0- matter
APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957): -0- matter
PUBLIC EMPLOYMENT (Gov't Code § 54957) -0- matter
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CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -8-
matters
1. Employee Organizations: Police Management Association; Police Officers
Association; Police Support Services Employees Association; Fire Fighters
Association; Supervisory and Professional Employees Association; City
Employees Association; Executive Management Group (Unrepresented Group);
Management/Confidential Group (Unrepresented Group)
Agency Designated Representative: Steve Filarsky and City Manager
CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0-
matters
K,
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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, OCTOBER 6, 2015 - 7:00 P.M.
7:00 P.M. SESSION
CALL TO ORDER
INVOCATION — Pastor Brandon Cash, Oceanside Christian Fellowship
PLEDGE OF ALLEGIANCE — Mayor Pro Tern Jacobson
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PRESENTATIONS
a) Presentation — Annual Volunteer Reception Event, the City of El Segundo
recognizes volunteers who provide community service throughout the year.
b) Proclamation — Fire Prevention Week, October 4 — 10, 2015.
ROLL CALL
PUBLIC COMMUNICATIONS — (Related to City Business On! — 5 minute limit per
person, 30 minute limit total) Individuals who have received value of $50 or more to communicate
to the City Council on behalf of another, and employees speaking on behalf of their employer, must so
identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and
punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow Council to
take action on any item not on the agenda. The Council will respond to comments after Public
Communications is closed.
CITY COUNCIL COMMENTS — (Related to Public Communications)
A. PROCEDURAL MOTIONS
Consideration of a motion to read all ordinances and resolutions on the
Agenda by title only.
Recommendation — Approval.
B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING)
C. UNFINISHED BUSINESS
1. Consideration and possible action to 1) review the proposed landscaping
and lighting designs for the Richmond St. Rehabilitation Arterial
Improvement Project between El Segundo Blvd. and Holly St., 2) provide
direction to staff on possible revisions and 3) direct staff to proceed with
preparation of construction plans and specifications.
(Fiscal Impact: $800,000.00) _
Recommendation — 1) Review the proposed landscaping and lighting designs
for the Richmond St. Rehabilitation Arterial Improvement Project; 2) Provide
direction to staff on possible revisions to the proposed designs; 3) Direct staff to
proceed with the preparation of construction plans and specifications inclusive of
any design changes; 4) Alternatively, discuss and take other action related to this
item.
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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.
2. Warrant Numbers 3007694 through 3007991 on Register No. 24 in the total
amount of $1,724,463.70 and Wire Transfers from 8/31/2015 through
9/13/2015 in the total amount of $3,275,022.79.
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.
3. Regular City Council Meeting Minutes of September 15, 2015.
Recommendation — Approval.
4. Consideration and possible action to receive and file this report regarding
emergency work to repair dwelling units at the Park Vista Senior Housing
Facility due to water intrusion without the need for bidding in accordance
with Public Contracts Code §§ 20168 and 22050 and El Segundo Municipal
Code ( "ESMC ") §§ 1 -7 -12 and 1 -7A-4.
(Fiscal Impact: $50,000.00)
Recommendation — 1) Receive and file this report regarding emergency work to
repair dwelling units at the Park Vista Senior Housing Facility due to water
intrusion without the need for bidding in accordance with Public Contracts Code
§§ 20168 and 22050 and El Segundo Municipal Code ( "ESMC') §§ 1 -7 -12 and 1-
7A-4 2) Alternatively, discuss and take other action related to this item.
5. Consideration and possible action to approve a Second Amendment to
Agreement #3500 with CBS Decaux Street Furniture, LLC.
(Fiscal Impact: $419,480.00 Estimated Revenue)
Recommendation — 1) Approve a Second Amendment to Agreement #3500 with
CBS Decaux Street Furniture, LLC for bus shelter advertising; 2) Alternatively,
discuss and take other action related to this item.
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6. Consideration and possible action regarding a request from SteelWave, the
owner of property at 2030 East Maple Avenue, to install a temporary banner
exceeding 500 square feet in size on a street - facing fence for the purpose
of marketing the currently vacant building to potential tenants for a period
not to exceed 12 months. Applicant: SteelWave.
(Fiscal Impact: N/A
Recommendation — 1) Approve SteelWave's request to install an oversized sign
for up to 12 months; 2) Alternatively, discuss and take other action related to this
item.
7. Consideration and possible action to approve a Fire Department Mutual
Apparatus and Equipment Loan Agreement between the cities of El
Segundo, Redondo Beach, Hermosa Beach, and Manhattan Beach.
(Fiscal Impact: None)
Recommendation — 1) Approve and authorize the Fire Department Mutual
Apparatus and Equipment Loan Agreement; 2) Authorize the Mayor to sign the
Agreement; 3) Alternatively, discuss and take other action related to this item.
8. Consideration and possible action to 1) receive and file this report
regarding the extension of Park Place between Nash St. and Sepulveda
Blvd. and 2) authorize the Mayor to sign a resolution in support of applying
for $36,850,000 million from the Measure R South Bay Highway Program
(SBHP) for the development of plans and specifications and construction
costs for the roadway.
(Fiscal Impact: potential receipt of grant funding, match requirement
undetermined)
Recommendation — 1) Receive and file this report regarding the extension of
Park Place between Nash St. and Sepulveda Blvd; 2) Authorize the Mayor to
sign a Resolution in support of applying for $36,850,000 in grant funding from the
Measure R SBHP for plans, specifications and construction of Park Place
between Nash St. and Sepulveda Blvd.; 3) Alternatively, discuss and take other
action related to this item.
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9. Consideration and possible action authorizing the City Manager to
purchase a hybrid vehicle o for use by the Public Works and Fire
Departments.
Fiscal Impact: $28,130 grant fund expenditure.)
Recommendation — 1) Pursuant to El Segundo Municipal Code §1 -7 -11, waive
the bidding process to purchase one (1) Honda Civic hybrid vehicle overdue for
use by the Public Works Inspector using equipment replacement and Air Quality
Management District (AQMD) funds; 2) Authorize the City Manager to execute
an agreement, in a form approved by the City Attorney, to purchase the Honda
Civic hybrid vehicle; 3) Alternatively, discuss and take other action related to this
item.
10. Consideration and possible action regarding approval of ongoing
professional service agreements and blanket purchase orders for FY 2015-
2016 in excess of $25,000 for various departments; and possible action to
waive the formal bidding process and authorize the continued purchase of
various goods and services as described below.
(Fiscal Impact: Included in the FY 15 -16 Budget: General Fund $1,886,670
including $5,000 Library Developer Fees; Asset Forfeiture Fund $13,000;
Prop A Fund $30,000; Water Enterprise Fund $154,000; Wastewater (Sewer)
Enterprise Fund $28,000; Golf Course Enterprise Fund $96,000; Workers'
Compensation Fund $97,749; Public Works Full Time Salary Accounts
General Fund, Water & Wastewater Enterprise Funds $200,000)
Recommendation —
(1) Authorize the City Manager to execute an amendment to Agreement No.
4095 with High Point Strategies, LLC for City's advisors and advocate
regarding issues relating to LAWA, LAX, FAA, MTA and other Los
Angeles agencies, in a form approved by the City Attorney to (1) extend
the term of the agreement to September 30, 2016; (2) authorize payment
for services up to $75,000 (General Fund); and (3) take such additional,
related, action that may be desirable.
(2) Authorize the City Manager to execute an amendment to Agreement No.
4242 with Willdan Homeland Solutions for consulting services related to
City's Emergency Management program, in a form approved by the City
Attorney to (1) extend the term of the agreement to September 30, 2016;
(2) authorize payment for services up to $60,530 (General Fund); and (3)
take such additional, related, action that may be desirable.
(3) Authorize the City Manager to extend ongoing service agreements with
Baker & Taylor Information Services for supplying books and other library
materials, and issuance of blanket purchase order not to exceed $88,800
in FY 2015 -2016 (General Fund and Library Developer Fees).
(4) Authorize the City Manager to extend contract #4729 to Innovative
Interfaces, Inc., for library computer network system maintenance and
issuance of blanket purchase order not to exceed $28,500 (General Fund)
(5) Authorize the City Manager to extend ongoing service agreements with J.
Lee Engineering provides plan check and inspection consulting
services for the Building and Safety Division not to exceed $140,000 in FY
2015 -2016 (General Fund).
(6) Authorize the City Manager to extend ongoing service agreement with
JAS to provide plan check and inspection consulting services for the
Building and Safety Division not to exceed $63,200 in FY 2015 -2016
(General Fund).
(7) Authorize the City Manager to extend ongoing service agreement with
Scanning Service Corp. to provide service of scanning plans, permits &
microfilm to digital for Laserfiche document imaging system for the
Building and Safety Division not to exceed $23,000 and Planning Division
not to exceed $20,000 in FY 2015 -2016 for a combined total amount of
$43,000 (General Fund).
(8) Authorize the City Manager to extend ongoing service agreement with
Pacific Municipal Consultants (PMC) to provide professional planning
consulting and interim staffing services for the City's Planning Division, not
to exceed $58,000 in FY 2015 -2016 (General Fund).
(9) Authorize the City Manager to extend ongoing service agreement with
Tierra West Advisor's Inc. to provide professional planning consulting and
interim staffing services for the City's Planning Division, not to exceed
$45,000 in FY 2015 -2016 (General Fund).
(10) Authorize the City Manager to extend ongoing service agreements with
Westchester Medical Group /Center for Heart and Health to provide annual
safety employees fitness for duty and executive physical examinations not
to exceed $60,000 in FY 2015 -2016 (General Fund).
(11) Authorize the City Manager to extend ongoing service agreement with
York Risk Services Group to administer workers' compensation claims not
to exceed $97,749 in calendar year 2015 -2016 (Workers' Compensation
Fund).
(12) Authorize the El Segundo Fire Department to waive the bidding process
per El Segundo Municipal Code §1 -7 -10 to purchase medical and
pharmaceutical supplies, and piggyback on the City of El Cajon's Bound
Tree Medical, Inc. ( "Bound Tree ") Bid #005 -12, and authorize issuance of
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a blanket purchase order to Bound Tree for medical and pharmaceutical
supplies not to exceed $32,000 in FY 2015 -2016 (General Fund).
(13) Authorize the City Manager to amend the contract with All Cities
Management Company for one -year to provide crossing guard services
for the El Segundo School District not to exceed $89,640 in FY 2015 -2016
(General Fund).
(14) Authorize all El Segundo City Departments to waive the bidding process
per El Segundo Municipal Code § 1 -7 -10 to purchase office supplies,
related products and off -site office services, and piggyback on The
Cooperative Purchasing Network (TCPN) Contract # R5023 awarded to
Office Depot, and authorize issuance of a citywide open purchase order to
Office Depot for office supplies, related products and off -site office
services under the agreement not to exceed $75,000 in FY 2015 -2016
(General Fund).
(15) Authorize all El Segundo City Departments to waive the bidding process
per El Segundo Municipal Code § 1 -7 -10 to purchase City -wide
advertising and authorize issuance of a citywide open purchase order to El
Segundo Herald. Off -site services include Public Hearing notices, Request
for Proposal notices, Department advertising and publishing, printing and
distribution of the Recreation and Parks brochures not to exceed $70,000
in FY 2015 -2016 (General Fund).
(16) Authorize the issuance of a blanket purchase order to Hinderliter De
Llamas & Associates (Agreement #3313) to provide professional services
related to sales and use tax for an amount not to exceed $81,000 in FY
2015 -2016 (General Fund).
(17) Authorize the issuance of a blanket purchase order to Lane Donovan
Partners, LLC (Agreement #3399) to provide management services for
The Lakes Golf Course for an amount not to exceed $96,000 in FY 2015-
2016 (Golf Course Enterprise Fund).
(18) Authorize the City Manager to extend Agreement # 4096 with TruGreen
Landcare in a form approved by the City Attorney and issuance of a
blanket purchase order to provide weekly landscape services for an
amount not to exceed $172,000 in FY 2015 -2016 (General Fund).
(19) Authorize the City Manager to issue a blanket purchase order for
Agreement # 4699 with West Coast Arborist to provide tree maintenance
services for amount not to exceed $175,000 in FY 2015 -2016, with
individual services billed based on the scope of work requested. (General
Fund).
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(20) Authorize staff to continue to purchase gasoline and diesel fuel for City
vehicles and equipment through the use of spot market purchasing in an
amount not to exceed $315,000 in FY 2015 -2016 (General Fund =
$250,000; Asset Forfeiture Fund = $13,000; Prop "A" Fund = $30,000;
Water Enterprise Fund = $9,000; Wastewater (sewer) Enterprise Fund =
$13,000).
(21) Authorize the issuance of a blanket purchase order to Metron Farnier &
Actaris in an amount not to exceed $130,000 in total for the purchase of
single jet water meters for the City's water system in FY 2015 -2016 (Water
Enterprise Fund).
(22) Authorize the issuance of a blanket purchase order to Blue Diamond
Materials, a division of Sully Miller Contracting Company in an amount not
to exceed $30,000 for the purchase of asphalt paving materials for Street
Maintenance Division projects in FY 2015 -2016 (General Fund).
(23) Authorize the issuance of a blanket purchase order to DataProse
(Agreement # 3227) to provide Water and Sewer divisions utility bill print
and mail services for an amount not to exceed $30,000 in FY 2015 -2016
(Water & Wastewater (sewer) Enterprise Funds).
(24) Authorize the City Manager to extend the ongoing professional service
Agreement # 4269 with Aerotek for providing temporary staffing service for
the Public Works Department not to exceed $200,000 in FY 2015 -2016
(General Fund, Water & Wastewater (sewer) Enterprise Funds).
(25) Authorize the City Manager to execute a one -year contract with the
Society for the Prevention of Cruelty to Animals Los Angeles for animal
sheltering services, not to exceed $28,200 in FY 2015 -2016 (General
Fund).
(26) Authorize the City Manager to execute a one -year contract with Duncan
Solutions (formerly Enforcement Technology Inc.) for processing of
parking citations /collections, not to exceed $77,000 in FY 2015 -2016
(General Fund).
(27) Authorize the issuance of a blanket purchase order to San Diego Police
Equipment Co., Inc. (SDPECI) and Dooley Enterprises, for the purchase
of CCI -Speer and Federal ammunition, not to exceed $67,000 in FY 2015-
2016 (General Fund).
(28) Authorize the City Manager to execute a one -year contract amendment
and /or purchase order with Tyler Technologies for annual software
licensing, maintenance, and support not to exceed $43,800 in FY 2015-
2016 (General Fund).
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(29) Authorize the City Manager to execute a one -year contract and /or blanket
purchase order with Active Network for annual licensing, maintenance and
support not to exceed $34,000 in FY 2015 -2016 (General Fund).
(30) Alternatively, discuss and take other action related to this item.
F. NEW BUSINESS
G. REPORTS — CITY MANAGER
H. REPORTS — CITY ATTORNEY
I. REPORTS — CITY CLERK
J. REPORTS — CITY TREASURER
K. REPORTS — CITY COUNCIL MEMBERS
Council Member Fellhauer —
Council Member Atkinson —
Council Member Dugan —
Mayor Pro Tern Jacobson —
Mayor Fuentes —
11. Consideration and possible action to select a Centennial Celebration
subcommittee.
Fiscal Impact: None
Recommendation — 1) Select two City Council Members to a Centennial
Celebration subcommittee; 2) Alternatively, discuss and take other action related
to this item.
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PUBLIC COMMUNICATIONS — (Related to City Business On[ y — 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 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.
REPORT OF ACTION TAKEN IN CLOSED SESSION (if required)
ADJOURNMENT
POSTED:
DATE: q-;50. I g
TIME: 2.00
NAME:�JNzt,sb WLaAeO
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Presentation
Annual Volunteer Reception Event
City of El Segundo recognizes volunteers who provide community service
throughout the year.
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prortamatt'on UP of 411 begunbo, California
WHEREAS, home fires killed more than 2,755 people in the United States in 2013, according to the latest research
from the nonprofit National Fire Protection Association (NFPA), and fire departments in the United
States responded to more than 369,500 home fires; and
WHEREAS, working smoke alarms cut the risk of dying in reported home fires in half; and
WHEREAS, three out of five home fire deaths result from fires in properties without working smoke alarms;
and
WHEREAS, in one -fifth of all homes with smoke alarms, none were working; and
WHEREAS, when smoke alarms should have operated but did not do so it was usually because batteries were
missing, disconnected, or dead; and
WHEREAS, half of home fire deaths result from fires reported at night between 11 p.m. and 7 a.m. when most
people are asleep; and
WHEREAS, Residents should install smoke alarms in every sleeping room, outside each separate sleeping area, and
on every level of the home; and
WHEREAS, residents who have planned and practiced a home fire escape plan are more prepared and will
therefore be more likely to survive a fire; and
WHEREAS, The El Segundo Fire Department, which is dedicated to the safety of life and property from the
devastating effects of fires and other emergencies, is joined by concerned citizens of our community,
as well as businesses, the school district, service clubs and other organizations, in its fire safety efforts.
NOW, THEREFORE, the Mayor and Members of the City Council of the City of El Segundo, California, in
commemoration of the great Chicago Fire of 1871, which killed 250 persons, left 100,000 homeless, and destroyed more
that 17,400 buildings, and in order to raise the awareness in the community of the importance of practicing fire prevention
and fire safety to avoid needless loss of property and life, do hereby proclaim the week of October 4 through October 10,
2015 as:
FIRE PREVENTION WEEK
FURTHER, the Mayor and Members of the City Council join Acting Fire Chief Breck Slover in inviting the El
Segundo community to observe Fire Prevention Week by practicing fire prevention and fire safety year -round and
heeding the message "Hear the Beep Where You Sleep. Every Bedroom Needs a Working Smoke Alarm!"
yIV Y
EG4ts
JKayorSuzanne Fuentes
Wayorfto 2'em Carlyacobson Counei[Wem6er Dave Atkinson
Counci(Wem6er JKarie Feffhauer Counci(Wem6er 91lichaefDugan 17
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EL SEGUNDO CITY COUNCIL
AGENDA STATEMENT
AGENDA DESCRIPTION:
MEETING DATE: October 6, 2015
AGENDA HEADING: Unfinished Business
Consideration and possible action to: 1) review the proposed landscaping and lighting
designs for the Richmond St. Rehabilitation Arterial Improvement Project between El
Segundo Blvd. and Holly St., 2) provide direction to staff on possible revisions and 3)
direct staff to proceed with preparation of construction plans and specifications. (Fiscal
Impact: $800,000)
RECOMMENDED COUNCIL ACTION:
1. Review the proposed landscaping and lighting designs for the Richmond St.
Rehabilitation Arterial Improvement Project;
2. Provide direction to staff on possible revisions to the proposed designs;
3. Direct staff to proceed with the preparation of construction plans and
specifications inclusive of any design changes; or
2. Alternatively, discuss and take other possible action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
Draft Landscaping and Lighting Design Plans
FISCAL IMPACT: Included in Adopted Budget
Amount Budgeted: $800,000
Additional Appropriation: No
Account Number(s): 301 - 400 - 8203 -8703 (Capital Improvement Program)
ORIGINATED BY: Stephanie Katsouleas, Public Works Director ' I4r
REVIEWED BY: Greg Carpenter, City Manager A
APPROVED BY: Greg Carpenter, City Manager'
BACKGROUND AND DISCUSSION:
In the fall of 2014, City Council approved an $800,000 budget as part of the 2014/15 Capital
Improvements Program to move forward with the rehabilitation of Richmond St. between El
Segundo Blvd. and Holly Street. On July 21, 2015, City Council approved the final street
design/layout for these three blocks, which includes widening the street from 40' to 46' and
narrowing the adjacent sidewalks from 10' to 7' over most of the three -block length. Following
that approval, the consultants began working on a draft layout for the landscaping (trees) and
lighting that will replace the existing Ficus trees and street lights. Three meetings were held to
address these two issues as follows:
• Thursday, August 20,
2015:
Richmond Street subcommittee
(Councilmembers Jacobson
and
Atkinson), Public Works
staff,
Rec/Parks staff and consultant team
• Wednesday, August 26,
2015:
Focused stakeholder meeting
• Tuesday, September 22,
2015:
General public meeting
Landscaping Selection
A variety of trees were discussed, and criteria
such as non - invasive root systems, year round
greenery, minimal or no blooming flowers,
modest height growth at maturity (— 25 ft), and
leaf canopies that do not infringe on buildings
yet provide good aesthetics and fullness were
considered. Several trees on the City's tree
palette were good candidates based on these
criteria, with the leading candidate being the
Strawberry Tree (Arbutus Marina) and King
Palm (Archontophoenix Cunninghamiana).
Ultimately, the subcommittee recommendation
includes incorporating and alternating 33
Strawberry Trees and 26 King Palms
throughout the three -block area. Low - planted
shrubbery may also be incorporated into the
streetscape at intersections and within some
tree wells. On the west side of the street, the
trees will be planted in "triangle cut - outs"
using available space in the parking stalls (see
Figure 1), whereas the east side trees will be
planted within the 7.5' sidewalk area. The
actual spacing of the trees will be dictated by
field conditions and vary somewhat, but is
estimated to be 30' to 50' apart on average.
Lighting Selection
Various lighting considerations included:
• Replacing the existing eight (8) marbelite
street lights,
• Adding four (4) additional marbelite street
lights for a total of twelve (12)
• Installing twenty -four (24) solar pedestrian
lighting as stand -alone fixtures
• Installing fifteen (15) combination
ped/street lights.
All options include converting to LED lamps.
Strawberry Tree
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Figure 1.
Marbelite Street Lighting
King Palm
Pedestrian Lighting
The table below provides an overview of these four options, their estimated costs and the pros
and cons of each.
Street Light
Estimated
Pros
Cons
Comment s
Optioll
Cost
Replace eight (8)
$32,000- 40,000
Least expensive
Provides minimal
Annual SCE cost is
existing marbelite poles
option; Matches
lighting for street
about $900 per year
on the west side only
existing lighting in the
and sidewalks;
for all lights. Poles
downtown area.
Trenching required;
are approximately
Remains on SCE
150' - 200' apart.
network
Replace existing and
$48,000 - $60,000
Provides additional
Trenching required;
Annual SCE cost is
add four (4) additional
lighting over existing
remains on SCE
about $1400 per
marbelite poles (12
conditions; Matches
network; improved
year for all lights;
total) on the west side
existing lighting in the
but minimal
spacing would be
only
downtown area.
sidewalk lighting
closer together,
approximately 125'
apart
Install 24 pedestrian
$35,000 - $45,000
Lights are solar;
Poles and lights
$900 -1400 in annual
lights on the east and
Removed from SCE
belong to the City;
savings when
west side, and three (3)
network and no
maintenance and
compared to
marbelite poles at
trenching required;
replacement will be
installing marbelite
intersections only*
Relatively inexpensive
the City's
poles. Savings could
to install; Easier to
responsibility.
be allocated to the
make field adjustments
equipment
for placement during
replacement fund
installation; Highest
for future light
overall lumen output
replacement;
of all options listed;
Lighting spacing to
Provides best sidewalk
be determined, and
lighting option; lighting
may range from 60-
provided on both sides
120' depending on
of the streets.
the proposed east
side and west side
alignment.
Install 15 combined
_
$300,000
Unique look that
Most expensive
Ruled out due to the
street /pedestrian light
allows banners to be
option; Requires
significantly higher
poles on the east and
added to poles
trenching on both
cost to install
west side of the street
sides of the street
* The manufacturer of
the pedestrian lighting
has agreed to provide
a sample street light for night light
rendering and aesthetic evaluation.
General Public Comments and Concerns:
A straw poll among those in attendance showed that they overwhelmingly preferred the
pedestrian lighting option over traditional street lights, although the subcommittee had concerns
about which lighting option to choose. Some attendees liked the pedestrian lights because it
made Richmond Street feel distinctly different than Main Street and seemed to match the older
feel of the buildings and architecture.
Attendees also asked questions about the planned spacing of the trees, how long they would take
to fully mature, how large /old they will be at the time of planting and whether they would block
the view of the refinery, which was desired. The trees will be limited to 36" box size due to root
size, construction and space limitations. This size typically corresponds to trees that are 3 -5
years old, and they are considered fully mature at 15 years of age. The expected height of the
Strawberry Tree is anticipated to be — 25ft, while the slow growing King Palm will reach a
slightly taller height. Some concerns were also raised about the exact location of the tree
plantings, with attendees seeking assurance that they would not obstruct business entryways.
Staff conveyed that the exact placement of the trees would be closely coordinated with business
owners to meet everyone's objectives. Attendees generally supported the tree selections and
tentative locations proposed. Staff also provided a drawing of what Richmond Street is
envisioned to look like at maturity to aid in the discussions.
City Council Approval
At this time, staff is requesting that City Council discuss and provide guidance on the following
issues:
1. Approve the tree selection and layout proposed, which includes alternating 33 Strawberry
Trees and 26 Palm Trees, and incorporating low -level shrubbery in strategic areas. The
average spacing is expected to be 30' -50' apart, which may vary somewhat based on field
conditions (e.g., avoiding doorways, light posts, etc.)
2. Determine which of the following street light type should be incorporated into the design.
Options include:
a. Replace eight (8) existing marbelite poles
b. Replace eight (8) marbelite poles and add four (4) more.
c. Install twenty -four (24) new pedestrian lights and replace three (3) marbelite
poles at the street corners of Holly Ave., Franklin St. and El Segundo Blvd.
d. Install fifteen (15) combination street/pedestrian lights — not recommended due to
cost.
Next Steps
Pending direction and approve from City Council, staff anticipates the following timeline to
complete the project:
2015
September- October: Approved landscaping and lighting selection and design
Finalize construction documents
October: Submit final draft plans to the city
November: Plan review and corrections provided; final plans approved by City
December Release bids
041jCll
January Bids Due
February Execute Contracts
Conduct outreach regarding construction timing and impacts
March — May Active Construction (after the rainy season)
June Punch list and Completion
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21
CITY OF EL SEGUNDO
PAYMENTS BY WIRE TRANSFER
8131115 THROUGH 9/13115
Dates`
Payee
escrl tion
8/3112015
IRS
247,052.27
Federal 941 Deposit
8/31/2015
Employment Development
3,440.66
State SDI payment
8/31/2015
Employment Development
52,663.43
State PIT Withholding
9/2/2015
Cal Pers
99,693.40
EFT Retirement Misc
9/2/2015
Cal Pers
282,118.18
EFT Retirement Safety
9/2/2015
Cal Pers
3,078.18
EFT Retirement Safety - Police
902015
Cal Pers
17,326.04
EFT Retirement Misc
9/4/2015
Cal Pers
471,486.04
EFT Health Payment
9/4/2015
Health Comp
2,599.52
Weekly claims
9/10/2015
West Basin
1,924,894.70
H2O payment
9/11/2015
Health Comp
1,695.13
Weekly claims
9/11/2015
Manufacturers & Traders
23,106.65
457 payment Vantagepoint
9/11/2015
Manufacturers & Traders
477.31
ROTH IRA payment Vantagepoint
9/11/2015
US Bank - Trust Acct
5,534.88
PARS payment
9/11/2015
South Bay Credit Union
12,500.38
Payroll credit union deduction pmt
9/11/2015
Nationwide NRS EFT
60,530.96
EFT 457 payment
9/11/2015
State of CA EFT
853.45
EFT Child support payment
9/3/2015
Lane Donovan Golf Ptr
26,635.33
Payroll Transfer
8/3112015
Workers Comp Activity
149.69
SCRMA checks issued
9/1/15 - 9/4/15
Workers Comp Activity
24,769.40
SCRMA checks issued
9/5/15- 9/11/15
Workers Comp Activity
14,417.19
SCRMA checks issued
8/31/15- 9/11/15
Liability Trust - Claims
0.00
Claim checks issued
3,275,022.79
DATE OF RATIFICATION: 9114115
TOTAL PAYMENTS BY WIRE:
C'e'rtified as to the accuracy of the wire transfers by:
Date
Date
Date
3275,022.79
ti
Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo.
P:1City Treasure Wire TransfersUire Trensfere 10-01 -14 to 9 -30-15 9/14/20121/1
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, SEPTEMBER 15, 2015 — 5:00 PM
5:00 P.M. SESSION
CALL TO ORDER — Mayor Fuentes at 5:00 PM
ROLL CALL
Mayor Fuentes -
Present
Mayor Pro Tern Jacobson -
Present
Council Member Atkinson -
Present
Council Member Fellhauer -
Absent
Council Member Dugan -
Present
PUBLIC COMMUNICATION — (Related to City Business Only — 5 minute limit per
person, 30 minute limit total) None
SPECIAL ORDER OF BUSINESS:
Mayor Fuentes announced that Council would be meeting in closed session pursuant to
the items listed on the Agenda.
CLOSED SESSION:
The City Council may move into a closed session pursuant to applicable law, including
the Brown Act (Government Code Section §54960, et seq.) for the purposes of
conferring with the City's Real Property Negotiator; and /or conferring with the City
Attorney on potential and /or existing litigation; and /or discussing matters covered under
Government Code Section §54957 (Personnel); and /or conferring with the City's Labor
Negotiators; as follows:
CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code
§54956.9(d)(1): -3- matter
1. City of El Segundo vs. City of Los Angeles, et.al. LASC Case No. BS094279
2. Penuelas vs. City of El Segundo, LASC Case No. BC523072
3. O'Leary v. City of El Segundo WCB /EAMS Nos. ADJ8702179 and 918053
CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Government Code §54956.9(d)(2): -1-
matter.
23
Initiation of litigation pursuant to Government Code §54956.9 (d)(4): -5- matters.
DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -0- matter
APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957): -0- matter
PUBLIC EMPLOYMENT (Gov't Code § 54957) -0- matter
CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6):-8-
matters
Employee Organizations: Police Management Association; Police Officers
Association; Police Support Services Employees Association; Fire Fighters
Association; Supervisory and Professional Employees Association; City
Employees Association; Executive Management Group (Unrepresented Group);
Management/Confidential Group (Unrepresented Group)
Agency Designated Representative: Steve Filarsky and City Manager
CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0-
matters
Adjourned at 6:50 PM
2
24
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, SEPTEMBER 15, 2015 - 7:00 P.M.
7:00 P.M. SESSION
CALL TO ORDER — Mayor Fuentes at 7:01 PM
INVOCATION — Pastor John Svendsen, First Baptist Church
PLEDGE OF ALLEGIANCE — Council Member Dugan
PRESENTATIONS
a) Congressman Ted Lieu, introduced by Mayor Fuentes, gave a presentation and
briefly updated the Council and residents on services his office provides.
b) Commendation read by Mayor Fuentes and presented to Holly Socrates, owner
of Holly Socrates Gallery, and her committee for the successful El Segundo Art
Walk.
c) Presentation by Krista Binder, Treasurer and Dino Marsocci, Deputy City
Treasurer II on the 3rd Quarter Investment Portfolio.
ROLL CALL
Mayor Fuentes - Present
Mayor Pro Tern Jacobson - Present
Council Member Atkinson - Present
Council Member Fellhauer - Absent
Council Member Dugan - Present
PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per
person, 30 minute limit total)
Doug Clagg, resident, (700 block of W. Palm) spoke concerning Airbnb rentals
occurring in town and especially on Mr. Clagg's block of W. Palm and commented on
the RSI program and the lack of air conditioning offered currently.
CITY COUNCIL COMMENTS — (Related to Public Communications)
Council commented on Public communication.
A. PROCEDURAL MOTIONS
Consideration of a motion to read all ordinances and resolutions on the Agenda by title
only.
3
25
MOTION by Mayor Pro Tern Jacobson, SECONDED by Council Member Dugan to read
all ordinances and resolutions on the Agenda by title only. MOTION PASSED BY
UNANIMOUS VOICE VOTE. 4/0
B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING)
Consideration and possible action to open public hearing regarding the
presentation of the Fiscal Year 2015 -2016 Preliminary Budget, including
discussion and possible direction regarding all city revenues and expenditures.
(Fiscal Impact: Total Revenues of $122,693,100; Total Expenditures of
$133,069,402; General Fund Revenues of $62,829,300, Expenditures of
$64,033,500)
Mayor Fuentes stated this was the time and place to conduct a public hearing regarding
the presentation of the Fiscal Year 2015 -2016 Preliminary Budget, including discussion
and possible direction regarding all city revenues and expenditures.
City Clerk Weaver stated that proper notice had been given in a timely manner and that
written communication had not been received in the City Clerk's office.
Mayor Fuentes opened the Public Hearing.
Greg Carpenter, City Manager, introduced the item.
Misty Cheng, Acting Finance Director, gave a presentation.
Mayor Fuentes announced the Public Hearing is now open for public comment.
Council Discussion
MOTION by Council Member Dugan, SECONDED by Council Member Atkinson to
continue the Public Hearing to a Special Meeting on Monday, September 28, 2015 at
6:00 PM for budget adoption. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0
C. UNFINISHED BUSINESS
EI
26
2. [CONTINUED ITEM #C1 FROM SEPTEMBER 1, 2015 CITY COUNCIL
MEETING] Rescission of Brown Act Commitment - In Accordance with
Government Code Section 54960.2 (e), consideration and possible action to
rescind the commitment made by the City Council on November 5, 2013, not to
hold further closed session meetings regarding real property negotiations with
regard to ESCenterCal, LLC's ( "CenterCal ") proposal to enter into a Due
Diligence and Ground Lease Agreement ( "Agreement ") to lease the driving range
portion of the Lakes Golf Course from the City for the purpose of developing a
Top Golf facility.
(Fiscal Impact: unknown — depends on whether legal proceedings are
commenced.)
3. Consideration and possible action to approve a Due Diligence and Ground Lease
Agreement and Reimbursement Agreement with ES CenterCal LLC ( "ES
CenterCal ") to lease the driving range portion of The Lakes Golf Course for the
purpose of developing the TopGolf facility consisting of a driving range,
restaurant, bar and lounge and event facilities.
(Fiscal Impact: See attached report from ProForma Advisors)
MOTION by Council Member Atkinson, SECONDED by Council Member Dugan to
move items #C2 and #C3 to a Special City Council Meeting on Monday, September 28,
2015. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0
D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS
E. CONSENT AGENDA
All items listed are to be adopted by one motion without discussion and passed
unanimously. If a call for discussion of an item is made, the item(s) will be considered
individually under the next heading of business.
4. Approve Warrant Numbers 3007523 through 3007693 on Register No. 23 in the
total amount of $637,754.07 and Wire Transfers from 8/17/2015 through
8/30/2015 in the total amount of $893,555.80. Authorized staff to release.
Ratified Payroll and employee Benefit checks; checks released early due to
contracts or agreement; emergency disbursements and /or adjustments; and wire
transfers.
5. Approve the Regular City Council Meeting Minutes of August 18, 2015, Special
City Council Meeting Minutes of August 31, 2015 and Regular City Council
Meeting Minutes of September 1, 2015.
5
27
6. Receive and file this report regarding emergency work to repair dwelling units
at the Park Vista Senior Housing Facility due to water intrusion without the
need for bidding in accordance with Public Contracts Code §§ 20168 and 22050
and El Segundo Municipal Code ( "ESMC ") §§ 1 -7 -12 and 1 -7A -4.
(Fiscal Impact: $50,000.00)
7. Receive and file report regarding the City entering into a license agreement No,.
4914 with Warner Bros. and authorize filming and ancillary activities to
commence beyond the municipal code's ordinance of 10:00 p.m. on Thursday,
October 8, 2015 until 4:00 a.m. on Friday, October 9, 2015 and 10:00 p.m. on
Friday, October 9, 2015 until to 6:00 a.m. on Saturday, October 10, 2015
(Fiscal Impact: Approximate revenue of $82,736 plus personnel cost.)
8. PULLED BY MAYOR PRO TEM JACOBSON
9. Approve the thirty (30) day provisional appointment extension for the position of
Interim Deputy City Clerk 11.
(Fiscal Impact: None)
10. Approve the proposed Class Specification for Revenue Manager (formerly
Business Services Manager), approve the proposed examination plans for
Revenue Manager, Purchasing Agent, and License Permit Specialist 1 /11 and
adopt Resolution No. 4932, establishing the new classification title and salary for
Revenue Manager.
(Fiscal Impact: None)
11. Authorize the City Clerk to file the City Manager's, or designee's, Notice of
Completion in the County Recorder's Office, authorize the City Manager, or
designee, to close out Project No. RSI 14 -18 (the City's Residential Sound
Insulation Program's Group 61) and authorize the RSI Program Manager to sign
the Title 21 Compliance Certificates in accordance with the requirements of the
grant funding from Los Angeles World Airports (LAWA) and mail originals to
LAWA.
(Fiscal Impact: Final Contract Amount $797,676.82)
12. Authorize the City Clerk to file the City Manager's, or designee's, Notice of
Completion in the County Recorder's Office, authorize the City Manager, or
designee, to close out Project No. RSI 14 -23 (the City's Residential Sound
Insulation Program's Group 65) and authorize the RSI Program Manager to sign
the Title 21 Compliance Certificates in accordance with the requirements of the
grant funding from Los Angeles World Airports (LAWA) and mail originals to
LAWA.
(Fiscal Impact: Final Contract Amount $786,461.08)
C1
WQ
13. Adopt Resolution No. 4931 delegating authority to the City Manager to accept
Work as complete, determine liquidated damages and record notices of
completion for Residential Sound Insulation (RSI) Projects 14 -12 (Group 56),
14 -14 (Group 58), 14 -25 (Group 67) and 14 -26 (Group 68) and authorize the
RSI Program Manager to sign the Title 21 Compliance Certificates in accordance
with the requirements of the grant funding from Los Angeles World Airports
(LAWA) and mail originals to LAWA.
(Fiscal Impact: Final Contract Amount of: $885,290, $649,488.02, $939,885.44
and $455,397.84 respectively, less any liquidated damages determined to be
appropriate)
MOTION by Council Member XXX, SECONDED by Council Member XXX to approve
Consent Agenda items 4, 5, 6, 7, 9, 10, 11, 12, and 13. MOTION PASSED BY
UNANIMOUS VOICE VOTE. 4/0
PULLED ITEM:
8. Consideration and possible action regarding a request from the El Segundo
Kiwanis Club to operate a Beer Garden on public right of way at the 39th Annual
Richmond Street Fair on Saturday, September 26, 2015 from 11:00 am — 5:00
pm.
(Fiscal Impact: None)
Council Discussion
MOTION by Council Member Dugan, SECONDED by Council Member Atkinson to
approve the request from the El Segundo Kiwanis Club to operate a Beer Garden on
the public right of way at the 39th Annual Richmond Street Fair on Saturday, September
26, 2015 from 11:00 am — 5:00 pm. MOTION PASSED BY VOICE VOTE. 3/1 YES:
Atkinson, Dugan, Jacobson NO: Fuentes
F. NEW BUSINESS
G. REPORTS — CITY MANAGER — Daisy Sanchez, intern in the City Manager's
office, gave a presentation on downtown parking to the Council. Mr. Carpenter
announced the retirement of Chief Kevin Smith after 30 years of service to the City of El
Segundo.
H. REPORTS — CITY ATTORNEY - None
REPORTS — CITY CLERK - None
J. REPORTS — CITY TREASURER- Gave the Quarterly report during
Presentations.
K. REPORTS — CITY COUNCIL MEMBERS
7
WE
Council Member Fellhauer — absent
Council Member Atkinson — None
Council Member Dugan — Thanked Chief Smith and his staff for an excellent Pancake
Breakfast on Saturday, September 12, 2015.
Mayor Pro Tern Jacobson — Thanked Chief Smith and his staff for an excellent Pancake
Breakfast on Saturday, September 12, 2015.
Mayor Fuentes — None
PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per
person, 30 minute limit total) None
MEMORIALS — None
ADJOURNMENT at 8:16 PM
Tracy Weaver, City Clerk
WE
EL SEGUNDO CITY COUNCIL MEETING DATE: October 6, 2015
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action to receive and file this report regarding emergency
work to repair dwelling units at the Park Vista Senior Housing Facility due to water
intrusion without the need for bidding in accordance with Public Contracts Code §§
20168 and 22050 and El Segundo Municipal Code ( "ESMC ")§ 1 -7 -12 and 1 -7A -4.
(Fiscal Impact: $50,000.00)
RECOMMENDED COUNCIL ACTION:
(1) Receive and file this report regarding emergency work to repair dwelling units at the
Park Vista Senior Housing Facility due to water intrusion without the need for
bidding in accordance with Public Contracts Code §§ 20168 and 22050 and El
Segundo Municipal Code ( "ESMC ")§ 1 -7 -12 and 1 -7A -4.
(2) Alternatively, discuss and take other possible action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
None
FISCAL IMPACT: Included in Adopted Budget
Amount Budgeted: $50,000.00
Additional Appropriation: No
Account Number(s): 405- 400 - 0000 -6215 (Facilities Maintenance: Repairs and
Maintenance)
ORIGINATED BY: Stephanie Katsouleas, Director of Public Works: "t-
REVIEWED BY: Gregg Kovacevich, Assistant City Attorney
APPROVED BY: Greg Carpenter, City Manager
BACKGROUND AND DISCUSSION:
Status:
The contractor is still working on securing the proper insurance documents. The forms
submitted lacked certain endorsements and the contractor is now in the process of securing a new
insurance vendor that can meet the City's minimum requirements. The bond requirements have
been met. As a recap, the work includes installing six (6) new drains and applying new
elastomeric deck coating on the balconies of three (3) units for an estimated $38,000 plus
contingency. The work is expected to be completed before the onset of the rainy season this fall.
Public Contracts Code § 22050 (c) requires that the City Council receive updates at every
regularly scheduled meeting until the emergency repair is completed. Therefore, staff
recommends that City Council receive and file this report on the status of the emergency repair
to address the water intrusion issues at Park Vista Senior Housing Facility.
31
3
EL SEGUNDO CITY COUNCIL MEETING DATE: October 6, 2015
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action to approve a Second Amendment to Agreement #3500
with CBS Decaux Street Furniture, LLC (Fiscal Impact: $419,480 Estimated Revenue)
RECOMMENDED COUNCIL ACTION:
1. Approve a Second Amendment to Agreement #3500 with CBS Decaux Street
Furniture, LLC for bus shelter advertising.
2. Alternatively, discuss and take other possible action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
None
FISCAL IMPACT: Included in Adopted Budget
Amount Budgeted: $83,896 (Annual Estimated Revenue)
Additional Appropriation: No
Account Number(s): 001 - 300 - 0000 -3602 (Revenue)
ORIGINATED BY: Julie Hegvold, Management Analyst
REVIEWED BY: Stephanie Katsouleas, Public Works Director/
APPROVED BY: Greg Carpenter, City Manager
BACKGROUND AND DISCUSSION:
For the past 30 years, the City of El Segundo has had an ongoing, agreeable partnership with
CBS /Decaux Street Furniture, LLC (previously named Viacom Outdoors) to maintain bus
shelters at 26 advertising -based and 11 non - advertising -based locations throughout the City. The
current Agreement #3500 originated in 2005 for a five -year term and included a five -year option
to renew clause. The Agreement calls for an annual 22.5% gross proceeds payment to the City
from advertising, which generates approximately $83,900 in annual revenue to the General Fund.
This long standing partnership is mutually beneficial for both entities, and the rates provided by
CBS /Decaux are considered competitive.
Therefore, staff recommends extending the current contract at this time for another five year
term with one additional option to renew. Staff estimates that the Agreement will generate
approximately $419,000 in revenue over the initial five year term.
5
33
EL SEGUNDO CITY COUNCIL MEETING DATE: October 6, 2015
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding a request from SteelWave, the owner of property at
2030 East Maple Avenue, to install a temporary banner exceeding 500 square feet in size on a
street - facing fence for the purpose of marketing the currently vacant building to potential tenants
for a period not to exceed 12 months. Applicant: SteelWave. (Fiscal Impact: N /A)
RECOMMENDED COUNCIL ACTION:
1. Approve SteelWave's request to install an oversized sign for up to 12 months
2. Alternatively, discuss and take other possible action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
1. Letter requesting approval of a sign exceeding 500 feet in size; and
2. Plans and exhibits for the proposed banner
FISCAL IMPACT: N/A
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: Kimberly Christensen, AICP, Planning Manager
REVIEWED BY: Sam Lee, Director of Planning anti Building Safet
APPROVED BY: Greg Carpenter, City Manager .�� ;fl
BACKGROUD AND DISCUSSION:
I. Back =round and Mscussion
On August 27, 2015, SteelWave submitted a letter to the City requesting approval of a 111' -2" x
8' (889.33 square -foot) temporary banner sign at 2030 East Maple Avenue to be installed during
the construction process. While the El Segundo Municipal Code (ESMC) allows certain temporary
signs on non - residential properties, such signs are generally limited to a maximum size of one
hundred (100) square feet and may not be displayed for more than one year (ESMC § 15- 18- 8(I)).
Any sign over 500 square feet in area must be reviewed and approved by the City Council (ESMC
§ 15- 18- 8(H)).
The subject property is on the south side of Maple Avenue, east of Sepulveda Boulevard. The
property is developed with an office /industrial building, which is located 60 feet from the front
property line. The front yard of the property is developed with parking for the building onsite.
The proposed temporary construction banner would be installed on a wrought iron fence running
35
parallel to Maple Avenue and set back approximately 60 feet from the front property line. The
banner would be made of a high strength polyester material.
The purpose of the banner is to market the building onsite, which is currently vacant, and to depict
renderings of the exterior improvements that will be made to the building before it is occupied by
a new tenant. The applicant has requested approval to install the subject banner until the property
is occupied by a new tenant, for a maximum period not to exceed 12 months. City Council has
approved similar requests for temporary signage for The Point, DirecTV, and Mattel previously.
II. Recommendation
Planning staff recommends approval of SteelWave's request to install an 889 square -foot
temporary banner sign until the building is occupied, for a period not to exceed 12 months.
P:\Planning & Building Safety \0 Administrative \Council Staff Reports \Council Staff Reports 2015 \CC STAFF
REPORT - 2030 E Maple Ave (Banner over 500 st).docx
36
S i E E E WAV E
August 27th, 2015
Kimberly Christensen, AICP, Planning Manager
City of El Segundo
Planning and Building Safety Department
350 Main Street
El Segundo, CA 90245
Dear Ms. Christensen,
Thank you very much for your time and interest in meeting with our design and development team for the 2030
East Maple project in El Segundo. It was a pleasure meeting you and your colleagues. We appreciate your
collective insight as we navigate the design and permitting process.
As we discussed, SteelWave, as owner of 2030 East Maple Avenue, would like to commence the leasing and
marketing efforts by installing fence graphics along the Maple facade. As depicted in the Exhibit below, the sign
would be approximately 112 feet wide by 8 feet tall. Details regarding the sign material and fastening
mechanisms will be provided under separate cover.
Our intent would be to install the banner as soon as the City approves and remove it at the earlier of full building
occupancy or 12 months.
SteelWave will be in attendance at the September 15th City Council meeting to address any questions that might
arise. Until then, would you kindly add this request to the calendar?
We look forward to working with you and your colleagues on this exciting project.
Best regards,
II . W : ;(A + //
PAK VA
Gregory A. Hall
Managing Director
310 - 751 -1335
4551 Glencoe Avenue, Marina Del Rey, CA 90292 1 PH 310 - 821 -1111 1 WEB SteelWaveLLC.com
37
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L IA
EL SEGUNDO CITY COUNCIL MEETING DATE: October 6, 2015
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action to approve a Fire Department Mutual Apparatus and
Equipment Loan Agreement between the cities of El Segundo, Redondo Beach, Hermosa Beach,
and Manhattan Beach. (Fiscal Impact: None)
RECOMMENDED COUNCIL ACTION:
1. Approve and authorize the Fire Department Mutual Apparatus and Equipment Loan
Agreement;
2. Authorize the Mayor to sign the Agreement; and
3. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
Fire Department Mutual Apparatus and Equipment Loan Agreement
FISCAL IMPACT: None
Amount Budgeted: n/a
Additional Appropriation: n/a
Account Number(s): n/a
ORIGINATED BY: Breck Slover, Interim Fire Chief —61qb
REVIEWED BY: Breck Slover, Interim Fire Chief-;?3VS
APPROVED BY: Greg Carpenter, City Manager Al
BACKGROUND AND DISCUSSION:
The fire service is expected to deliver emergency response services 24 hours a day 365 days a
year. In order to accomplish this mission we maintain a constant state of readiness, in part by
maintaining a front line of emergency response apparatus. These are backed up by a second line
or reserve emergency response apparatus which are placed into front line service when other
apparatus is out of service or there is an extended emergency requiring the department to staff
up. At times, unexpected events occur that lead to a fire department not having enough
apparatus available to serve the needs of the community. Therefore, the South Bay Fire Chief's
Association has determined that there is a need to have an agreement between the fire
departments to loan apparatus and equipment to a department in need. The Operations Section
of the South Bay Fire Chiefs Association drafted an agreement that would meet such a need and
limit potential liabilities. The El Segundo Fire Department has participated in this apparatus and
equipment loan agreement since 2004. There have been multiple occasions where the El
Segundo Fire Department has borrowed fire apparatus from a neighboring agency in order to
enable us to maintain services in our City. The South Bay Fire Chiefs and El Segundo Fire
Department staff recommend the adoption of the attached five year agreement of renewal.
43
0'�_=4
FIRE DEPARTMENT MUTUAL APPARATUS AND EQUIPMENT LOAN
AGREEMENT
This Agreement is entered into on September 15, 2015 between the cities of El Segundo,
Hermosa Beach, Manhattan Beach and Redondo Beach (hereinafter individually "Party" and
collectively, the "Parties ") each of which is a municipal corporation and a general law or (in the case
of Redondo Beach) a charter City formed under the provisions of the Constitution of the State of
California.
RECITALS
A. Each of the Parties provides fire suppression services to its residents and maintains an
inventory of equipment for the purposes of doing so.
B. From time to time an agency may have essential apparatus and equipment which requires
repair or maintenance and thus have equipment temporarily unavailable for Deployment.
C. Other Parties may have equipment which is redundant or otherwise unnecessary for
immediate deployment in their own jurisdiction, which could, at the sole discretion of such
a party's fire chief, be made available for loan to a Party in need.
D. The purpose of this Agreement is to facilitate such a loan arrangement between Parties
hereto.
AGREEMENT
1. Definitions. Unless the contrary is stated or clearly appears from the context, the following
definitions govern the construction of the words and phrases used in the Agreement.
"Borrower" means a Party using or possessing apparatus and /or equipment from Lender.
"Lender" means a Party lending apparatus and /or equipment to a Borrower.
2. Loan of Equipment. With the consent of the Lender's fire chief any Party may lend to
any other Party fire suppression equipment pursuant to the terms and conditions of this
Agreement and such other terms and conditions, not inconsistent with this Agreement as
the Lender's fire chief deems appropriate. In the event that the Lender experiences
emergency conditions necessitating return of loaned apparatus and /or equipment or in the
event that either a Lender or Borrower terminates its participation in this Agreement, the
Borrower shall return the apparatus and/or equipment as soon as practical, but in any event
within twenty -four (24) hours of the effective date of the termination.
Orientation/Training. If the Apparatus and /or equipment are the same as that used and
possessed by the Borrower, the Lender will provide an orientation of unique characteristics
to a trainer from the Borrower to enable safe operation of the loaned apparatus or
equipment. If the Borrower does not use the same type of apparatus or equipment, the
Borrower will supply a trainer to be trained in the safe use of the equipment by the Lender's
representative. In any case the Borrower's trainer is responsible and must ensure that
a
45
Borrower's personnel are trained in the proper and safe operation of the loaned apparatus
or equipment.
4. Care and condition of Apparatus /Euuinment. The Borrower must ensure at its expense
that the apparatus /equipment is routinely maintained in compliance with the
recommendations of the manufacturer and returned to the Lender in the same or better
condition that it was received in.
5. Term of Agreement: This Agreement is effective on the date signed by all parties for a
term of five (5) calendar years and may be mutually renewed by the Parties' fire chiefs
every five (5) years thereafter unless terminated pursuant to the terms of this Agreement.
At each renewal and not less than sixty (60) days prior to the date of expiration, all parties
shall meet to discuss Agreement updates and necessary content modifications.
6. Termination. Any party may terminate its participation in the Agreement at anytime with
twenty -four (24) hour written notice to all other Parties. Any termination by a Borrower
or Lender requires return of all borrowed apparatus and/or equipment, pursuant to Section
2.
7. Indemnification.
A. Each Party releases every other Party to the Agreement from all liability to itself, its
officials, officers, employees, agents, and volunteers (collectively, "Party "), for any
claim, damage, or demands for personal injury, death, or property damage, arising
from or related to this Agreement. Each Party bears sole responsibility for any loss
with the following exception: any Borrower agrees to indemnify and hold the Lender
harmless from and against any claim, action, damages, costs (including, without
limitation, attorney's fees), injuries, or liability, arising out of the Borrower's use or
possession of the apparatus or equipment. Should the Lender be named in any suit,
or should any claim be brought against it by suit or otherwise, whether the same be
groundless or not, arising out of Borrower's use or possession of Lender's apparatus
or equipment, Borrower will defend Lender (at Lender's request and with counsel
satisfactory to Lender) and will indemnify Lender for any judgment rendered against
it or any sums paid out in settlement or otherwise.
B. It is expressly understood and agreed that the foregoing provisions will survive
termination of the Agreement.
C. The requirements as to the types and limits of insurance coverage to be maintained
by the Parties are not intended to, and will not, in any manner limit or qualify the
liabilities and obligations otherwise assumed by the Parties pursuant to this
Agreement, including, without limitation, to the provisions concerning
indemnification.
8. Insurance. The Borrower must have liability insurance with an insurance company
admitted to do business in California or a Risk Sharing Pool or with the consent of the
2
T
8
Lender, the Borrower may substitute self - insurance for the policy requirements of this
section with policy limits of not less than $2,000,000_ The Lender must be named as
additional insured on or an equivalent said policy and be entitled to at least thirty days
advance written notice of the cancellation of said policy.
9. Modification. This Agreement constitutes the entire agreement between the Parties and
supersedes any other agreements, oral or written. No promises, other than those included
in this Agreement, shall be valid. This Agreement may be modified only by a written
agreement executed by all the Parties.
10. Assignment. The Parties understand that their status as public entities are primary
inducements for each to enter into this Agreement. For this reason, the Parties agree that
they will not assign or transfer any portion of or interest in the Agreement. Any attempt to
assign or transfer any portion of this Agreement will be void.
11. Notices. All notices required by this agreement must be in writing and given to the Parties
at the following addresses.
CITY OF EL SEGUNDO
El Segundo Fire Department
314 Main Street
El Segundo, CA 90245
CITY OF MANHATTAN BEACH
City Clerk
1400 Highland Ave.
Manhattan Beach, CA 90266
CITY OF REDONDO BEACH
Redondo Beach Fire Department
401 So. Broadway
Redondo Beach, CA 90277
CITY OF HERMOSA BEACH
Hermosa Beach Fire Department
540 Pier Avenue
Hermosa Beach, CA 90254
12. California Law. This Agreement shall be construed in accordance with the laws of the
State of California. Any action arising from this Agreement shall be filed in the appropriate
branch of the Los Angeles County Superior Court.
13. Interpretation. This Agreement shall be interpreted as though prepared by all Parties.
14. Preservation of Agreement. Should any provision of this Agreement be found invalid or
unenforceable, the decision shall affect only the provision interpreted, and all remaining
provisions shall remain enforceable, provided that the remaining valid terms advance the
purposes of this Agreement.
15. Entire Agreement. This Agreement supersedes any and all other agreements, either oral
or in writing, between the Parties with respect to the subject matter herein. Each Party to
this Agreement acknowledges that representations by any Party not embodied herein, and
any other agreements, statements or promises concerning the subject matter of this
Agreement, not contained in the Agreement are not valid and binding. Any modification
of this Agreement will be effective only if it is in writing and signed by the Parties. Any
issue with respect to the interpretation or construction of this Agreement is to be resolved
47
without resorting to the presumption that ambiguities should be construed against the
drafter.
16. Eacsimije siggatures. The Parties agree that agreements ancillary to this Agreement, and
related documents to be entered into in connection with this Agreement will be considered
signed when the signature of a party is delivered by facsimile transmission. Such facsimile
signature will be treated in all respects as having the same effect as an original signature.
17. Counterparts. This Agreement may be executed in any number or counterparts, each of
which will be an original, but all of which together will constitute one instrument executed
on the same date.
M
W
a
bc�+YUrs�
�nA 91C�
IN WITNESS THEREOF, the parties hereto have executed this agreement on the day and year
first shown above.
CITY OF EL SEGUNDO
Mayor
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
i
CITY OF MANHATTAN BEACH
Mayor
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
an
CITY OF REDONDO BEACH
City Clerk
APPROVED AS TO FORM:
I
City Att ey
By: /z�l
CITY OF HERMOSA BEACH
Mayor
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
I:
011PLICATE ,
50
EL SEGUNDO CITY COUNCIL MEETING DATE: October 6, 2015
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action to 1) receive and file this report regarding the
extension of Park Place between Nash St. and Sepulveda Blvd. and 2) authorize the
Mayor to sign a resolution in support of applying for $36,850,000 million from the
Measure R South Bay Highway Program (SBHP) for the development of plans and
specifications and construction costs for the roadway. (Fiscal Impact: potential receipt of
grant funding, match requirement undetermined)
RECOMMENDED COUNCIL ACTION:
1. Receive and file this report regarding the extension of Park Place between Nash St.
and Sepulveda Blvd.
2. Authorize the Mayor to sign a Resolution in support of applying for $36,850,000 in
grant funding from the Measure R SBHP for plans, specifications and construction of
Park Place between Nash St. and Sepulveda Blvd.
3. Alternatively, discuss and take other possible action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
Resolution
FISCAL IMPACT: Undetermined
Amount Budgeted: $0
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: Stephanie Katsouleas, Public Works Director
'
REVIEWED BY: Stephanie Katsouleas, Public '�rks Director
APPROVED BY: Greg Carpenter, City Manager AT
BACKGROUND AND DISCUSSION:
Approximately two years ago, staff initiated preliminary work to begin the Park Place Grade
Separation and Gap Closure project between Nash St. and Sepulveda Blvd. As you may recall,
this initial work included conducting an Alternatives Analysis to better understand what roadway
and railroad realignments were both possible and optimal. The Alternatives Analysis, which
evaluated five different alignment scenarios, was presented to City Council on October 21, 2014.
Shortly thereafter, City Council awarded a contract to RBF Consulting to begin the required
CEQA analysis phase of the project, which is investigating two alignment options along with the
"no build" alternative. That work is expected to be completed next summer (2016).
In 2011, construction costs were estimated to be approximately $37,000,000 and staff requested
that the South Bay Cities Council of Goverments (SBCCOG) add the $37M project to the
Measure R South Bay Highway Program list of candidate projects. Since that time, the
51
Alternatives Analysis provided a more refined and escalated estimate of construction costs,
which are now expected to be around $50 million, depending on the option chosen. The high
price tag includes a variety of elements, including:
• Land acquisition
• Temporary and permanent railroad realignment
• Grade separating the tracks via a support bridge
• Relocation of underground utilities, including pipelines
• Grading and excavation for the roadway
• Construction of the roadway
• Storm water controls
Under the current program, in order to be eligible for Measure R funding the City Council must
adopt a resolution showing support for the project. Please note that the attached draft resolution
outlines support for the project pending completion of CEQA, but refrains from committing to
any match amount pending further refinement of costs.
Once CEQA is completed, City Council will be required to adopt another resolution in support of
the project, one which outlines more specific commitments regarding grant funding, match
requirements, land acquisition, and timing. Please note that the "match" requirement has yet to
be determined because the overall funding policy for eligible Measure R projects is currently
under review. The new policy is expected to be finalized by the SBCCOG Board prior to next
1.940 "M
Lastly, staff is hoping to realize the following broad schedule for the Park Place Grade
Separation and Gap Closure project:
2016 Complete CEQA
2017 Complete land agreements with Chevron, BNSF and other land owners; Initiate
construction documents
2018 Complete construction documents; begin utility relocations
2019 Complete roadway construction
Staff recommends that City Council: 1) receive and file this report regarding the status of the
Park Place project and 2) authorize the Mayor to sign a Resolution in support of applying for
$38,650,000 in Measure R South Bay Highway Program grant funds.
52
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER, OR DESIGNEE,
TO APPLY FOR, RECEIVE, AND APPROPRIATE GRANT FUNDS FOR
EXTENSION OF PARK PLACE BETWEEN NAST ST. AND
SEPULVEDA BLVD.
The City Council of the city of El Segundo does resolve as follows:
SECTION 1: The City Council finds and declares as follows:
SECTION 2: The City Manager, or designee, is authorized to apply for a $36,850,000
grant from the Measure R South Bay Highway Program to be used for the Park Place
grade separation and gap closure project between Nash. St. and Sepulveda Blvd.
SECTION 3: The City Council will determine which roadway and bridge design
alternative will be chosen for the gap closure project following the conclusion of the
California Environmental Quality Act (CEQA) process.
SECTION 4: The City Council understands that the cost of the project is expected to
exceed $36,850,000 but the final cost estimate will depend on the design option
chosen. The match requirement has yet to be determined.
SECTION 5: This Resolution will become effective immediately upon adoption.
PASSED AND ADOPTED this day of
ATTEST:
Tracy Weaver, City Clerk
APPROVED AS TO FORM:
MARK D. HENSLEY, City Attorney
c
David A. King,
Assistant City Attorney
Suzanne Fuentes, Mayor
, 2015.
53
54
EL SEGUNDO CITY COUNCIL MEETING DATE: October 6, 2014
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action authorizing the City Manager to purchase a hybrid
vehicle for use by the Public Works and Fire Departments. (Fiscal Impact: $28,130
grant fund expenditure.)
RECOMMENDED COUNCIL ACTION:
Pursuant to El Segundo Municipal Code §1 -7 -11, waive the bidding process to
purchase one (1) Ford C -Max hybrid vehicle overdue for use by the Public Works
Inspector using equipment replacement and Air Quality Management District
(AQMD) funds.
2. Authorize the City Manager to execute an agreement, in a form approved by the City
Attorney, to purchase the Ford C -Max hybrid vehicle.
3. Alternatively, discuss and take other possible action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
NJPA Quote
Cars Direct Quote
Kelly Blue Book Fair Purchase Price
FISCAL IMPACT: Budget Adjustment Required
Amount Budgeted: $0
Additional Appropriation: Yes $28,130
Account Number(s): 115- 400 - 0000 -8105 - AQMD - Capital Outlay - Automotive
ORIGINATED BY: Stephanie Katsouleas, Public Works Direct 41--,
REVIEWED BY: Stephanie Katsouleas, Public Works Director
APPROVED BY: Greg Carpenter, City Manager
BACKGROUND AND DISCUSSION:
Last year's city- approved 2014/15 budget authorized restoring the Public Works Inspector
position within the Engineering Division of Public Works. The primary responsibilities of this
position include overseeing and inspecting work occurring in the public right -of -way, ensuring
contractors are complying with city permit conditions and green book specifications, enforcing
storm water compliance measures, tracking implementation of storm water best management
practices, etc. These activities call for a high degree of field work, which in turn requires that the
Public Works Inspector have a dedicated vehicle to perform his/her job duties. The recruitment
was initiated earlier this summer and final interview are now underway. We anticipate that a
new employee will report for duty by the end of October and thus we are now ready to purchase
a vehicle (Ford C -Max) needed to support this position using Air Quality Management District
(AQMD) grant funds.
61R
01
AQMD Grand Funding Source Overview
In 1990, Assembly Bill 2766 (Subvention Fund Program) was signed into law authorizing a
$2.00 motor vehicle registration fee surcharge, with a subsequent increase to $4.00 in 1992. The
bill requires that the surcharge be used to reduce air pollution from motor vehicles in support of
the California Clean Air Act of 1988. Local jurisdictions receive 40% of the $4.00 charge on a
pro -rata share of the population to implement AB2766 projects that reduce mobile source
emissions. Each year, the City of El Segundo receives approximately $18,000 in funding from
the South Coast Air Quality Management District (AQMD), the regional agency who oversees
implementation of AB2766. Currently, El Segundo has enough AQMD funds available to
purchase a new hybrid vehicle for this position. Please note that this vehicle will not be added to
the City's equipment replacement list using general funds, but rather replaced on a 15 -year cycle
using future AQMD funding. Additionally, selection of a hybrid vehicle will have several
positive benefits, which include:
Gas savings will be instantly realized when compared to traditional gas vehicles.
Staff anticipates more than $10,000 in savings will occur over the 15 -life of these
cars.
Maintenance needs /costs and associated staff time will be significantly reduced for
the full 15 -year life of the car.
In support of AB2766, greenhouse gas emissions will be significantly reduced given
the gas /electric hybrid fuel efficiency of the new cars.
Lastly, this vehicle has been quoted using the National Joint Powers Alliance (NJPA) contract
for government pricing. When compared to other on -line pricing (CarDirect), the base price of
the vehicle, with the options chosen, using the NJPA contract is over $600 less than the other on-
line price and approximately $100 less than the Kelly Blue Book Fair Purchase Price. City
Council can elect to waive the bidding process under El Segundo Municipal Code §1 -7 -11 and
instead opt to use government pricing through the NJPA.
Therefore staff recommends that City Council approve the following actions, which meet the
intent of AB2766:
1. Approve the purchase of one Ford C -Max hybrid vehicle for use by the Public Works
Inspector
2. Authorize the appropriation of $28,130.00 of AQMD funds for the purchase of this
vehicle.
Quote:
$ 24,078.28
Base Price with Selected Options
$ 2,167.05
Taxes
$ 8.75
Tire Fee
$ $875.00
Destination Charge
1,000.00
License/Registration estimate
$ 28,129.08
Total
56
9129%2015 Sell, service, and deliver letter
National Auto Fleet Group
A 01vision of Chevrolet of Wat- sor,vittc
490 Auto Center Drive, Watsonville, /yy;
3 � E"v� 95076
(855) BUY-NJPA • (626) 457.55913
(8551 289 -6572 a (831) 480-8497 Fax
9/29/2015
Quote ID: 5218
GARY MULLINS
CITY OF EL SEGUNDO
PUBLIC WORKS
150 ILLINOIS ST
EL SEGUNDO , California, 90245
Dear GARY MULLINS,
National Auto Fleet Group is pleased to quote the following vehicle(s) for your consideration.
One (1) New /Unused (2016 Ford C -Max Hybrid (P5A) 5dr HB SE, ) and delivered to your specified location, each for
One Unit
Base Price
$24,078.28
Tax (9.00 %)
$2,167.05
Tire fee
$8.75
Total
$26,254.08
- per the attached specifications. Price includes 2 additional key(s).
This vehicle(s) is available under the National Joint Powers Alliance Contract 102811. Please reference this Bid number on all
purchase orders. Payment terms are Net 30 days after receipt of vehicle.
Thank you in advance for your consideration. Should you have any questions, please do not hesitate to call.
Sincerely,
John Oviyach
National Fleet Manager
Email: john.oviyach@gniaii.com
Office: 562 -618 -0928
Fax 562 -684 -4672
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SM2015
Sell, service, and deliver letter
In order to Finalize your Quoteplease submit this purchase
packet to your governing body for Purchase Order Approval.
Once you issue a Purchase Order please send W.
Fax: (831 ) 480 -8497
Mail: National Auto Fleet Group
490 Auto Center Drive
Watsonville, CA 95076
Email: Fleet nationalautofleetgroup-com
We will then send a =9 if you need one
Please contact our main office with any questions:
1- 855 - 2896572
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WM2015 Sell, senAce, and deliver letter
Vehicle Configuration Options
ENGINE
Code IDescription
99U 1 ENGINE: 2.OL IVCTATKINSON -CYCLE 1-4 HYBRID, (STD)
TRANSMISSION
Code Description
TRANSMISSION: CONTINUOUSLY VARIABLE, (STD)
TIRES
Code Description
TDH TIRES: P225/50R17 AS BSW, (STD)
PRIMARY PAINT
Code IDescription
YZ I OXFORD WHITE
PAINT SCHEM E
Code Description
STANDARD PAINT
SEAT TYPE
Code IDescription
ADDITIONAL EQUIPMENT
Code Description
OPTION PACKAGE
Code Description
200A EQUIPMENT GROUP 200A
SHIP THRU CODES
Code I Description
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9/29/2015 Sell, service, and deliver letter
2016 Fleet/Non- Retail Ford C -Max Hybrid 5dr HB SE
WINDOW STICKER
2016 Ford C -Max Hybrid 5dr HB SE
2.0 U122 Gas /Electric 1 -4
1 Speed CVT w /OD
Interior:
Exterior 1: OXFORD WHITE
Exterior 2: No color has been selected.
CODE MODEL MSRP
P5A 2016 Ford C -Max Hybrid 5dr HB SE $24,170.00
OPTIONS
99U ENGINE: 2.OL IVCT ATKINSON -CYCLE 1 -4 HYBRID, (STD) $0.00
TRANSMISSION: CONTINUOUSLY VARIABLE, (STD) $0.00
TDH TIRES: P225/50R17 AS BSW, (STD) $0.00
YZ OXFORD WHITE $0.00
STANDARD PAINT $0.00
200A EQUIPMENT GROUP 200A $0.00
SUBTOTAL
$24,170.00
Advert/ Adjustments
$0.00
Manufacturer Destination Charge
$875.00
TOTAL PRICE
$25,045.00
Est City: 42 (Est) MPG
Est Highway: 37 (Est) MPG
Est Highway Cruising Range: 499.50 mi
Any performance - related calculations are offered solely as guidelines. Actual unit performance will depend on your operating conditions.
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9/29/2015 Sell, service, and deliver letter
Standard Equipment
MECHANICAL
Engine: 2.OL iVCTAtkinson -Cycle 14 Hybrid
Transmission: Continuously Variable
50 State System -inc: Standard equipment on vehicles shipped to Federal Emissions State or Cross Border State dealers
Engine Auto Stop -Start Feature
Transmission w /Driver Selectable Mode
Front -Wheel Drive
2.57 Axle Ratio
39OCCA Maintenance -Free Batteryw /Run Down Protection
Hybrid Electric Motor
Gas - Pressurized Shock Absorbers
Front And Rear Anti -Roll Bars
Electric Power - Assist Speed - Sensing Steering
13.5 Gal. Fuel Tank
Single Stainless Steel Exhaust
Strut Front Suspension w /Coil Springs
Multi -Link Rear Suspension w /Coil Springs
Regenerative 4 -Wheel Disc Brakes w/4 -Wheel ABS, Front Vented Discs, Brake Assist and Electric Parking Brake
Brake Actuated Limited Slip Differential
Lithium Ion Traction Battery
EXTERIOR
Wheels: 17" Sparkle Silver Painted Aluminum
Tires: P225/50R17 AS BSW
Spare Tire Mobility Kit
Clearcoat Paint
Body - Colored Front Bumper
Body- Colored Rear Bumper
Black Side Windows Trim and Black Front Windshield Trim
Body - Colored Door Handles
Body- Colored Power Side Mirrors w /Convex Spatter, Manual Folding and Turn Signal Indicator
Fixed Rear Window w /Fixed Interval Wiper, Heated Wiper Park and Defroster
Light Tinted Glass
'Variable Intermittent Wipers
Fully Galvanized Steel Panels
Lip Spoiler
Metal -Look Grille
Liftgate Rear Cargo Access
Tailgate /Rear Door Lock Included w /Power Door Locks
Fully Automatic Aero- Composite Halogen Headlamps w /Delay -Off
ENTERTAINMENT
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9/29(2015
Sell, service, and deliver letter
Radio: AM /FM /CD /MP3 -Inc: 6 speakers and USB
Radio w /Seek -Scan, Clock, Speed Compensated Volume Control, Radio Data System and Sync w /MyFord External Memory
Control
SYNC w /MYFord Communication & Entertainment System -Inc: voice activation, 4.2" multi- function display, SYNC services,
911 Assist, VHR, AppLink, Bluetooth and steering wheel controls
Wireless Streaming
Integrated Roof Antenna
3 LCD Monitors In The Front
INTERIOR
60-40 Folding Split -Bench Front Facing Fold Forward Seatback Cloth Rear Seat
Manual Tilt/Telescoping Steering Column
Gauges -Inc: Speedometer, Odometer, Tachometer, Traction Battery Level, Power /Regen, Traction Battery Temperature, Trip
Odometer and Trip Computer
Power Rear Windows and Fixed 3rd Row Windows
5 Person Seating Capacity
Leather /Metal -Look Steering Wheel _
Front Cupholder
Rear Cupholder
3 12V DC Power Outlets
Compass
Remote Keyless Entry w /Integrated Key Transmitter, Illuminated Entry and Panic Button
Remote Releases -Inc: Power Trunk/Hatch and Power Fuel
Cruise Control w /Steering Wheel Controls
Dual Zone Front Automatic Air Conditioning
HVAC -Inc: Underseat Ducts and Console Ducts
Illuminated Glove Box
Driver Foot Rest
Cloth Front Bucket Seats -Inc: 6 -way manual driver seat, 4 -way manual passenger seat and 4 -way adjustable headrests
Interior Trim -Inc: Metal -Look Instrument Panel Insert, Metal -Look Door Panel Insert, Metal -Look Console Insert, Chrome And
Metal -Look Interior Accents
Full Cloth Headliner
Cloth Door Trim Insert
Leather /Metal -Look Gear Shift Knob
Day -Night Rearview Mirror
Driver And Passenger Visor Vanity Mirrors w /Driver And Passenger Illumination
Full Floor Console w /Covered Storage, Mini Overhead Console w /Storage, 312V DC Power Outlets and 1 AC Power Outlet
Front Map Lights
Fade -To -Off Interior Lighting
Full Carpet Floor Covering -Inc: Carpet Front And Rear Floor Mats
Carpet Floor Trim
Cargo Area Concealed Storage
Rol! Up Cargo Cover
Cargo Features -Inc: Spare Tire Mobility Kit
Cargo Space Lights
FOB Controls -Inc: Trunk/Hatch)Tailgate
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9/29/2015
Sell, service, and deliver lefter
Interior Concealed Storage, Driver/ Passenger And Rear Door Bins, 2nd Row Underseat Storage and Audio Media Storage
Power 1st Row Windows w /Front And Rear 1 -Touch Up /Down
Delayed Accessory Power
Power- Door Locks w /Autolock Feature
Systems Monitor
Trip Computer
Outside Temp Gauge
DigitaVAnalog Display
Seats w /Cloth Back Material
Manual Adjustable Rear Head Restraints
Front Center Armrest
2 Seatback Storage Pockets
Securilock Anti-Theft Ignition (pats) Engine Immobilizer
312V DC Power Outlets and 1 AC Power Outlet
Air Filtration
SAFETY
Advancetrac w /Roll Stability Control Electronic Stability Control (ESC) And Roll Stability Control (RSC)
ABS And Driveline Traction Control
Side Impact Beams
Dual Stage Driver And Passenger Seat - Mounted Side Airbags
Tire Specific Low Tire Pressure Warning
Dual Stage Driver And Passenger Front Airbags
Curtain 1st And 2nd Row Airbags
Airbag Occupancy Sensor
Driver Knee Airbag
Mykey System -inc: Top Speed Limiter, Audio Volume Limiter, Early Low Fuel Warning, Programmable Sound Chimes and
Beltminderw /Audio Mute
Rear Child Safety Locks
Outboard Front Lap And Shoulder Safety Belts -inc: Rear Center 3 Point, Height Adjusters and Pretensioners
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64
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2016 Ford C -Max Hybrid Price *Save Print *Mhare
SE 4dr Hatchback FordAntei
Select Your Options Specs Photos Reviews
Select Your 2016 Ford C -Max Hybrid Options
MSRP PRICING: $25,045
Target Price: $24,744
Pricing as of 9129/15 in zip rode 90001
Lease Deals Available))
Safety
Help
expand all
Exterior Colors
Interior Colors
Powertrain
Engine: 2.OL iVCT Atkinson -Cycle 1-4 Hybrid
4- cylinder 141 hp engine wllh 2 -0 -liter displacement
Included
Transmission: Continuously Variable
Included
Packages
�! Equipment Group 200A
N/C
Equipment Grouo 201A
$812
Equipment Group 2t12A
$540
l Equipment Group 203A
$1,991
Option Groups
Cold Weather Packaxlq
$268
Exterior Protection Package
$222
Interior Protectlon Package
Cargo Area Protector accessory is FIA content. it will be shinned separately from the vehicle via VIN fulfillment 10
$159
dealer.
Wheels and Tires
Tires: P225/50R17 AS BSW
Included
Iit"117tic�
I F6R �6 I
2015 Civic
Great deals on live bz.t- sedans
ebrx,Pact CMr m Arntarira_
tLOTWIMA
MSRP PRICING: $25,045
Target Price: $24,744
Pricing as of 9129115 in zip code 90001
Get Yf7:1 tt F�ltt.o,
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1 f s }ytth 22 �m Help width 17" rims
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Included
Seats and Seat Trim
Pricing for this oplion is currently not available
? Cloth Front Bucket Seats
Included
Audio
'This option comes standard with The vehirle.
Radio: AMIFMICD /MP3
Included
;`....' Radio: AM /FMICDIMP3 w1202A & 203A
NIC
Other Options
They even delivered it to my house."
Monotone Paint Application
STD
Panoramic Fixed Glass Roof
$1,193
1 Cargo Mananoment Package
$104
Power Code Remote Start System
$359
SecuriCode Keyless -Entry Keypad
$8B
Stainless Steel Door -Scuff Plates
$86
Full Vehicle Cover
$337
mv) 60 State System
NIC
-: California S11LEV Emissions System
NIC
Federal EmisalonslCross Border State Dealer Order
NIC
Destination Charge
Manufacturer's Destination Charge (required) $875
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Josh IAlodoLos Angeles, CA
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68
2016 Ford C -MAX Hybrid SE New Car Prices - Kelley Blue Book
FordAntenna
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2016 Ford C -MAX Hybrid Pricing
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2015 2015 2016 SE look up another car
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$25,055
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Manufacturer's Suggested Retail $24,170
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8.1 Consumer Rating 40 MPG (Combined)
out of 10 See all 66 reviews See more specs
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70
EL SEGUNDO CITY COUNCIL MEETING DATE: October 06, 2015
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding approval of ongoing professional service
agreements and blanket purchase orders for FY 2015 -2016 in excess of $25,000 for various
departments; and possible action to waive the formal bidding process and authorize the
continued purchase of various goods and services as described below.
(Fiscal Impact: Included in the FY 15 -16 Budget: General Fund $1,886,670 including
$5,000 Library Developer Fees; Asset Forfeiture Fund $13,000; Prop A Fund $30,000;
Water Enterprise Fund $154,000; Wastewater (Sewer) Enterprise Fund $28,000; Golf
Course Enterprise Fund $96,000; Workers' Compensation Fund $97,749; Public Works
Full Time Salary Accounts General Fund, Water & Wastewater Enterprise Funds
$200,000)
RECOMMENDED COUNCIL ACTION:
(1) Authorize the City Manager to execute an amendment to Agreement No. 4095 with
High Point Strategies, LLC for City's advisors and advocate regarding issues relating
to LAWA, LAX, FAA, MTA and other Los Angeles agencies, in a form approved by
the City Attorney to (1) extend the term of the agreement to September 30, 2016; (2)
authorize payment for services up to $75,000 (General Fund); and (3) take such
additional, related, action that may be desirable.
(2) Authorize the City Manager to execute an amendment to Agreement No. 4242 with
Willdan Homeland Solutions for consulting services related to City's Emergency
Management program, in a form approved by the City Attorney to (1) extend the term
of the agreement to September 30, 2016; (2) authorize payment for services up to
$60,530 (General Fund); and (3) take such additional, related, action that may be
desirable.
(3) Authorize the City Manager to extend ongoing service agreements with Baker &
Taylor Information Services for supplying books and other library materials, and
issuance of blanket purchase order not to exceed $88,800 in FY 2015 -2016 (General
Fund and Library Developer Fees).
(4) Authorize the City Manager to extend contract #4729 to Innovative Interfaces, Inc.,
for library computer network system maintenance and issuance of blanket purchase
order not to exceed $28,500 (General Fund)
(5) Authorize the City Manager to extend ongoing service agreements with J. Lee
Engineering provides plan check and inspection consulting services for the Building
and Safety Division not to exceed $140,000 in FY 2015 -2016 (General Fund).
10
71
(6) Authorize the City Manager to extend ongoing service agreement with JAS to provide
plan check and inspection consulting services for the Building and Safety Division
not to exceed $63,200 in FY 2015 -2016 (General Fund).
(7) Authorize the City Manager to extend ongoing service agreement with Scanning
Service Corp. to provide service of scanning plans, permits & microfilm to digital for
Laserfiche document imaging system for the Building and Safety Division not to
exceed $23,000 and Planning Division not to exceed $20, 000 in FY 2015 -2016 for a
combined total amount of $43,000 (General Fund).
(8) Authorize the City Manager to extend ongoing service agreement with Pacific
Municipal Consultants (PMC) to provide professional planning consulting and
interim staffing services for the City's Planning Division, not to exceed $58,000 in
FY 2015 -2016 (General Fund).
(9) Authorize the City Manager to extend ongoing service agreement with Tierra
West Advisor's Inc. to provide professional planning consulting and interim staffing
services for the City's Planning Division, not to exceed $45,000 in FY 2015 -2016
(General Fund).
(10) Authorize the City Manager to extend ongoing service agreements with Westchester
Medical Group /Center for Heart and Health to provide annual safety employees
fitness for duty and executive physical examinations not to exceed $60,000 in FY
2015 -2016 (General Fund).
(11) Authorize the City Manager to extend ongoing service agreement with York Risk
Services Group to administer workers' compensation claims not to exceed $97,749 in
calendar year 2015 -2016 (Workers' Compensation Fund).
(12) Authorize the El Segundo Fire Department to waive the bidding process per El
Segundo Municipal Code § 1 -7 -10 to purchase medical and pharmaceutical supplies,
and piggyback on the City of El Cajon's Bound Tree Medical, Inc. ( "Bound Tree ")
Bid #005 -12, and authorize issuance of a blanket purchase order to Bound Tree for
medical and pharmaceutical supplies not to exceed $32,000 in FY 2015 -2016
(General Fund).
(13) Authorize the City Manager to amend the contract with All Cities Management
Company for one -year to provide crossing guard services for the El Segundo School
District not to exceed $89,640 in FY 2015 -2016 (General Fund).
72
(14) Authorize all El Segundo City Departments to waive the bidding process per El
Segundo Municipal Code § 1 -7 -10 to purchase office supplies, related products and
off -site office services, and piggyback on The Cooperative Purchasing Network
(TCPN) Contract # R5023 awarded to Office Depot, and authorize issuance of a
citywide open purchase order to Office Depot for office supplies, related products and
off -site office services under the agreement not to exceed $75,000 in FY 2015 -2016
(General Fund).
(15) Authorize all El Segundo City Departments to waive the bidding process per El
Segundo Municipal Code § 1 -7 -10 to purchase City -wide advertising and authorize
issuance of a citywide open purchase order to El Segundo Herald. Off -site services
include Public Hearing notices, Request for Proposal notices, Department advertising
and publishing, printing and distribution of the Recreation and Parks brochures not to
exceed $70,000 in FY 2015 -2016 (General Fund).
(16) Authorize the issuance of a blanket purchase order to Hinderliter De Llamas &
Associates (Agreement #3313) to provide professional services related to sales and
use tax for an amount not to exceed $81,000 in FY 2015 -2016 (General Fund).
(17) Authorize the issuance of a blanket purchase order to Lane Donovan Partners, LLC
(Agreement #3399) to provide management services for The Lakes Golf Course for
an amount not to exceed $96,000 in FY 2015 -2016 (Golf Course Enterprise Fund).
(18) Authorize the City Manager to extend Agreement # 4096 with TruGreen Landcare in
a form approved by the City Attorney and issuance of a blanket purchase order to
provide weekly landscape services for an amount not to exceed $172,000 in FY 2015-
2016 (General Fund).
(19) Authorize the City Manager to issue a blanket purchase order for Agreement # 4699
with West Coast Arborist to provide tree maintenance services for amount not to
exceed $175,000 in FY 2015 -2016, with individual services billed based on the scope
of work requested. (General Fund).
(20) Authorize staff to continue to purchase gasoline and diesel fuel for City vehicles and
equipment through the use of spot market purchasing in an amount not to exceed
$315,000 in FY 2015 -2016 (General Fund = $250,000; Asset Forfeiture Fund =
$13,000; Prop "A" Fund = $30,000; Water Enterprise Fund = $9,000; Wastewater
(sewer) Enterprise Fund = $13,000).
(2 1) Authorize the issuance of a blanket purchase order to Metron Famier & Actaris in an
amount not to exceed $130,000 in total for the purchase of single jet water meters for
the City's water system in FY 2015 -2016 (Water Enterprise Fund).
73
(22) Authorize the issuance of a blanket purchase order to Blue Diamond Materials, a
division of Sully Miller Contracting Company in an amount not to exceed $30,000 for
the purchase of asphalt paving materials for Street Maintenance Division projects in
FY 2015 -2016 (General Fund).
(23) Authorize the issuance of a blanket purchase order to DataProse (Agreement # 3227)
to provide Water and Sewer divisions utility bill print and mail services for an amount
not to exceed $30,000 in FY 2015 -2016 (Water & Wastewater (sewer) Enterprise
Funds).
(24) Authorize the City Manager to extend the ongoing professional service Agreement #
4269 with Aerotek for providing temporary staffing service for the Public Works
Department not to exceed $200,000 in FY 2015 -2016 (General Fund, Water &
Wastewater (sewer) Enterprise Funds).
(25) Authorize the City Manager to execute a one -year contract with the Society for the
Prevention of Cruelty to Animals Los Angeles for animal sheltering services, not to
exceed $28,200 in FY 2015 -2016 (General Fund).
(26) Authorize the City Manager to execute a one -year contract with Duncan Solutions
(formerly Enforcement Technology Inc.) for processing of parking
citations /collections, not to exceed $77,000 in FY 2015 -2016 (General Fund).
(27) Authorize the issuance of a blanket purchase order to San Diego Police Equipment
Co., Inc. (SDPECI) and Dooley Enterprises, for the purchase of CCI -Speer and
Federal ammunition, not to exceed $67,000 in FY 2015 -2016 (General Fund).
(28) Authorize the City Manager to execute a one -year contract amendment and/or
purchase order with Tyler Technologies for annual software licensing, maintenance,
and support not to exceed $43,800 in FY 2015 -2016 (General Fund).
(29) Authorize the City Manager to execute a one -year contract and/or blanket purchase
order with Active Network for annual licensing, maintenance and support not to
exceed $34,000 in FY 2015 -2016 (General Fund).
ATTACHED SUPPORTING DOCUMENTS: None
FISCAL IMPACT: Included in Adopted Budget
Amount Budget: $2,505,419
Additional Appropriation: No
Account Number(s): See "Schedule A - Summary of Accounts"
ORIGINATED BY: Vina Ramos, Accounting Supervisor
REVIEWED BY:
APPROVED BY:
Misty Cheng, Interim Finance Director
Greg Carpenter, City Manager ,
74
BACKGROUND AND DISCUSSION:
CITY MANAGER
#1 - High Point Strategies, LLC
High Point Strategies, LLC. will continue working on behalf of the City as its advisors and
advocate for the City regarding issues relating to Los Angeles World Airports (LAWA) and Los
Angeles International Airport (LAX), and the Federal Aviation Administration, transportation
issues relating to the Metropolitan Transportation Authority, or assisting with the City's
relationship with other City of Los Angeles agencies, including Department of Water and Power,
and assisting with situation involving the County of Los Angeles and Wiseburn School District.
This amendment is to extend the Agreement in terms through September 30, 2016 not to exceed
$75,000. Account Number: 001 - 400 - 2901 -6407 (General Fund).
#2 - Willdan Homeland Solutions
Willdan will continue working with the City to provide professional, technical, and consulting
support for the City's Emergency Management program.
This amendment is to extend the Agreement in terms through September 30, 2016 not to exceed
$60, 530. Account Number: 001 - 400 - 3255 -6214 (General Fund).
LIBRARY
#3 - Baker and Taylor
Baker and Taylor, the Library's leading supplier of books, music, books on CD, DVD's, E -books
and other items, offers substantial savings up to 45% under retail cost. Appropriations are being
requested for the following accounts for fiscal year 2015 -2016:
001 - 400 - 6104 -5501 Adult Materials $61,600
001 - 400 - 6103 -5505 Youth Materials $20,000
001 - 400 - 6103 -5507 School Library Materials $ 2,200
001 - 253- 0000 -1253 Axis E -books $ 5.000
#4 - Innovative Interfaces Inc.
Innovative Interfaces Inc. provides maintenance of the Library's online network system for
cataloging, circulation, patron access to materials, archive collections and administrative
functions in the amount of $28,500 for FY 2015 -2016. Account number 001 - 400 - 6104 -6217
(General Fund).
PLANNING AND BUILDING SAFETY
#5 - J. Lee Engineering
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J. Lee Engineering provides plan check and inspection consulting services for the Building and
Safety Division. These services are utilized when workload exceeds the level that would preclude
City staff from meeting customer service expectations. Not to exceed the amount $140,000 for
fiscal year 2015 -2016. Account number: 001 - 400 - 2403 -6214 (General Fund).
#6 - JAS
JAS provides code enforcement, plan check and inspection consulting services for the Building
and Safety Division. These services are utilized when workload exceeds the level that would
preclude City staff from meeting customer service expectations. Not to exceed the amount
$63,200 for fiscal year 2015 -2016. Account number: 001 - 400 - 2403 -6214 (General Fund)
#7 - Scanning Services Corporation
Scanning Services Corporation scans and inputs data into the City's document Laserfiche imaging
system. The department is no longer microfilming plans. All necessary documents are scanned and
are available on the computer. The requested funds will allow staff to keep moving in his direction.
Additionally, staff hopes to begin converting historical microfilm records for both the Building
and Planning divisions to a digital format so that they are available on the computer for staff and
eventually viewable by the public on the internet. The Building Division budget is allocating
$23,000 and the Planning Division is allocating $20,000 not to exceed $43,000 in FY 2015 -2016.
Account numbers: 001 - 400 - 2402 -6214 in the amount of $20,000 and 001 - 400 - 2403 -6214 in the
amount of $23,000 (General Fund)
#8 - Pacific Municipal Consultants {PMQ
PMC provides professional planning and interim staffing services for the Planning Division. These
services are utilized when workload exceeds the level that would preclude City staff from meeting
customer service expectations. Not to exceed the amount $58,000 for fiscal year 2015 -2016.
Account number: 001 - 400 - 2403 -6214 (General Fund)
#9 Tierra West Advisors, Inc.
Tierra West Advisors provides professional planning and interim staffing services for the Planning
Division. These services are utilized when workload exceeds the level that would preclude City
staff from meeting customer service expectations. Not to exceed the amount $45,000 for fiscal
year 2015 -2016. Account number: 001 - 400 - 2403 -6214 (General Fund)
HUMAN RESOURCES
#10 - Westchester Medical Group /Center for Heart and Health
The City has a longstanding relationship with Westchester Medical Group /Center for Heart and
Health to provide Safety employees annual Fitness for Duty and Executive physical examinations.
This long standing physical examination program continues to meet or exceed staff s expectations.
Westchester Medical Group /Center for Heart and Health is also distinguished by their extensive
involvement with public sector clients.
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The total cost for FY 15/16 is not to exceed $60,000 for annual safety employee Fitness for Duty
examinations and other Physical examinations. Account number: 001 - 400 - 2506 -6214 (General
Fund).
#11- York Risk Services Group, Inc.
YORK Risk Services Group, Inc. (formerly SCRMA — Southern California Risk Management
Associates, Inc.) has served as the third -party administrator (TPA) for workers' compensation
claims since 1988. Following a formal request for proposal process from seven firms in 2008, the
City awarded the contract to YORK Risk Services Group, Inc. The following selection criteria
was considered in continuing to use YORK Risk Services Group, Inc. as the TPA for Workers'
Compensation claims:
• Established record of consistent professional service and reputation within the industry
• High quality references from public entities, particularly full service municipalities
• Staffing and experience levels
• Cost effectiveness of medical and legal cost and legal cost containment services and
activities
• Overall cost - benefit advantages
The contract between the City and YORK Risk Services Group, Inc. has an option to extend for
two additional years beginning within the FY 2013 -2014. The City has chosen to extend the
contract in one -year increments and is currently extending the contract for the 2016 calendar year.
The amendment to this contract for the period January 1, 2016 through December 31, 2016 is not
to exceed $97,749. Account number: 603 - 400 - 2321 -6214 (Workers' Compensation Fund).
FIRE DEPARTMENT
#12 - Bound Tree Medical, Inc.
The El Segundo Fire Department has been purchasing and storing paramedic medical supplies
since 1998 as mandated by the County of Los Angeles, Emergency Medical Services Agency.
For seven years, the Fire Department utilized Bound Tree for paramedic medical supplies through
a piggyback on an existing competitively bid award. In 2005, staff recommended a change in
vendors due to supply availability issues and billing problems. Since that time, Bound Tree has
significantly improved its service and has streamlined their ordering process which is integrated
with the Department's internal process. In addition to favorable pricing and timely deliveries,
Bound Tree has since expanded their inventory and offers a full range of pharmaceutical supplies
which allows the Fire Department to consolidate these types of purchases and receive better pricing
with a single vendor.
The El Segundo Fire Department recommends that the City Council waive the formal bidding
process per El Segundo Municipal Code § 1 -7 -10 to purchase medical and pharmaceutical supplies,
and piggyback on the formal, competitive bid used by the City of El Cajon. Account number: 001-
400- 3203 -5204 in the amount of $32,000 for FY 2015 -2016 (General Fund).
FINANCE
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#13 - All Cities Management Conivany
On September 16, 2008, City Council approved an appropriation for ESUSD crossing guard
services under Special Orders of Business, Item #6 within the 2008 -2009 Budget Appropriations.
This contract includes 6 crossing guards for a total of 5,400 hours. The contract is expected to be
renewed year to year as long as ACMS performance meets the City's and ESUSD's expectations.
The annual cost of funding service this contract is not to exceed $89,640 for fiscal year 2015 -2016.
Account number: 001 - 400 - 2901 -6405 (General Fund).
#14 - Office Depot
Office Depot is one of the main suppliers for office supplies, related office products and off -site
services for the City. Due to the high volume of purchases made at Office Depot from various
Department /Divisions, purchases for FY 2015 -2016 at Office Depot can only be made through
Citywide Open Purchase. The Blanket Purchase Order will be maintained with Purchasing Agent.
The amount for the purchase order will not exceed $75,000 for FY 2015 -2016 in account 001 -400-
2901 -5204 (General Fund) Accounts Payable will prepare monthly journal entries to charge back
the Department /Divisions for the month used base on monthly statement /invoices from Office
Depot.
#15 - El Segundo Herald, Inc.
El Segundo Herald, Inc provides publishing services in the City of El Segundo. Off -site services
include publishing City legal notices and advertising for City Departments and Divisions. Due to
high volume of services provided by El Segundo Herald, Inc from various Departments and
Divisions, services for FY 2014 -2015 can only be made through Citywide Blanket Purchase
Order. The Blanket Purchase Order will be maintained with Purchasing Agent. The amount for
the purchase order will not exceed $70,000 for FY 2015 -2016 in account 001 - 400 - 2901 -6201.
The Accounting Division will prepare monthly journal entries to charge back the Departments
and Divisions for the month used base on monthly invoices from the El Segundo Herald, Inc.
(General Fund).
#16 — Hinderliter De Llamas & Associates
On April 01, 2004, the City entered into a Professional Services Agreement #3313 with
Hinderliter De Llamas & Associates (HDL) to provide services to generate additional sales and
use tax revenue for the City of El Segundo. Services include sales tax and economic analysis,
allocation audit and recovery, and ongoing consultation. HDL receives 15% of any new and/or
use tax revenue received by the City as a result of audit and recovery work. The amount for the
purchase order for FY 15/16 issued to HDL is not to exceed $81,000. Account number: 001 -400-
2501 -6214 (General Fund).
RECREATION & PARKS
#17 - Lane Donovan Partners, LLC
On October 22, 2004, the City entered into a Management Agreement #3399 with Lane Donovan
Partners for $108,000 a year to operate and maintain The Lakes at El Segundo. On April 16,
2013, City Council approved one of Lane Donovan's budget cut proposals of $12,000 by
reducing the management fee. The amount for the contract and purchase order for FY 15/16
issued to Lane Donovan is not to exceed $96,000. Account number: 503- 400 -5301 -6214 (Golf
Course Enterprise Fund).
#18 - TruGreen Landcare
On October 19, 2010, the City Council awarded the lowest bid for landscape maintenance
services to TruGreen Landcare for three years (Consent Agenda Item #5). Under City's
Agreement #4096, the annual cost is $137,322 for bi- weekly services or $153,504 for weekly
services. The services include 12 parks, 5 median strips, Richmond School Field, Fire Station #2,
Douglass underpass, City Maintenance Facility, and The Lakes parking lot and frontage. In FY
13/14, contract was amended to include maintenance services on Maple Ave. median for $6,000
per fiscal year. In FY 14/15 the Department requested additional weekly landscape services for
the medians of Grand Ave. between Sepulveda Blvd. and Nash St., and Continental between El
Segundo Blvd. and Mariposa Ave, for $1,000 per month.
Staff recommends renewing the contract for one year, in a form approved by the City Attorney.
The amount for the contract and purchase order for FY 15/16 is not to exceed $172,000. Account
number: 001 - 400 -5102 -6206 (General Fund).
#19 - West Coast Arborist
On October 21, 2014, the City Council awarded a contract for tree maintenance and removal
services to West Coast Arborist for three years (Consent Agenda Item #7). Under City's
Agreement #4699, the annual cost is not to exceed $175,000, with individual services billed
based on the scope of work requested. The amount for the contract and purchase order for FY
15/16 is not to exceed $175,000. Account number: (001- 400 -5102 -6206 General Fund).
PUBLIC WORKS
#20 - Fuel for City Vehicles and Equipment
Generally, fuel is purchased either through spot market purchases or long -term contracts. Spot
purchasing consists of shopping around each time fuel is needed and purchasing fuel from the
lowest priced vendor. This type of purchasing usually occurs when the fuel market is volatile as
it has been for the last three years. During periods of stability, agencies enter into long -term fuel
contracts. Pricing under long -term contact is tied to a published fuel price baseline plus a
markup. The volatility in the market has forced vendors to significantly raise this markup, making
long -term contracts unattractive. Under the City's last long -term contract through Los Angeles
Metropolitan Public Purchasing Agents' Cooperative ( LAMPPAC), there was virtually no
markup. When that contract expired in September 2005, the fuel market was quite volatile and
City Council authorized staff to purchase gasoline and diesel fuel through the use of spot market
purchases.
Many agencies including Cities of Manhattan Beach, Redondo Beach and Hawthorne have opted
to purchase fuel through spot purchases in lieu of entering into long -term contracts since the
expiration of the LAMPPAC contract. Staff continuously monitors long -term contracts available
in the industry.
Pursuant to El Segundo Municipal Code (ESMC) § 1 -7 -10, relating to purchases and supplies, the
City Council may at any time, by a majority vote and without amending the ESMC, waive
purchasing procedures or alter proceedings to fit a specific purchase, when the waiver is not in
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violation of State law. Spot purchasing is the sort of modified purchasing arrangement that
requires such a waiver by Council. It is possible that the total of purchases from any one vendor
may exceed $25,000; therefore, Council approval of spot purchasing is requested. The City is
budgeting $315,000 for Fiscal Year 2015 -2016 in accounts:
001 - 400 - 4601 -5215 in the amount of $250,000 (General Fund)
109 - 400 - 3105 -5215 in the amount of $13,000 (Police - Asset Forfeiture Fund)
112 - 400 -5292 -5215 in the amount of $30,000 (Prop "A" Fund)
501- 400 - 7102 -5215 in the amount of $9,000 (Water Enterprise Fund)
502- 400 - 4301 -5215 in the amount of $13,000 (Wastewater (sewer) Enterprise Fund)
#21- Water Meters — Metron Farnier & Actaris
The City's water distribution system includes approximately 250 large commercial compound
water meters three to eight inches in diameter. As large meters age, they become less accurate and
tend to register water usage that is below actual consumption. It is common in the water industry
to replace older large meters as they are typically the greatest source of unbilled water or lost
water. When meters are replaced, the Water Division installs single jet water meters rather than
compound water meters. The single jet meters provide increased metering accuracy, excellent low
flow registration, and less maintenance part. The cost to replace each meter ranges from $2,000
to $5,000, dependent upon size.
Staff plans to continue replacing failing meters in FY 2015 -2016 and recommends continuing to
purchase meters from Metron Farnier & Actaris, the only two vendors that supply this type of
meter, in an amount not to exceed $130,000 in total. Account number: 501- 400 - 7201 -5207 (Water
Enterprise Fund).
#22- Asphalt Paving Materials -- Blue Diamond Materials
The Street Maintenance Division repairs approximately 50,000 square feet of pavement annually.
Pavement repair work includes potholes, pavement failures, repairs from tree root damage, utility
cuts, general street repairs throughout the City and preparation for slurry seal projects. Through
the Fiscal Year 2015 -2016 budget process, $30,000 was budgeted for the annual expenditure of
asphalt paving materials.
Street Maintenance Division personnel drive a City dump truck to retrieve asphalt paving
materials. There are three local vendors that supply the materials.
Pricing for asphalt paving materials is variable and dependent upon the oil and aggregate
market. The pricing for asphalt concrete in the table above was based on a spot market quote on
August 17, 2015.
.H
Location
Miles from City
C -2 Asphalt
Concrete /Ton
All American Asphalt
Westminster
27
$82.00
Blue Diamond
Materials
Inglewood & Southgate
5 & 17
$65.00 - $72.50
Vulcan Materials I
Los Angeles
19
1 $68.00 - $78.00
Pricing for asphalt paving materials is variable and dependent upon the oil and aggregate
market. The pricing for asphalt concrete in the table above was based on a spot market quote on
August 17, 2015.
.H
Staff recommends continuing the purchase or asphalt paving materials from Blue Diamond
Materials, on a single- source basis, in an amount not to exceed $30,000 for the following reasons:
1. Closer proximity to City reduces staff driving time, fuel and liability
2. Availability of materials — two locations
3. Lowest overall cost when factoring in travel time costs and staff downtime
4. Reduced temperature loss from being transported shorter distances
At this time, Blue Diamond Materials is the more reasonable choice based upon pricing, proximity
and availability. Staff will continue to monitor asphalt concrete prices and return to Council if a
change in vendors is warranted. Account number: 001- 400 - 4202 -5204 (General Fund).
#23 - DataProse
DataProse, Inc. provides print and mailing services to the City for Water and Wastewater (sewer)
Utility billings. For FY 2015 -2016, staff recommends amending Agreement # 3227, to reflect a
not to exceed amount of $30,000, broken down as follows:
Professional Services:
• 501- 400 - 7102 -6206 = $5,850 (Water Enterprise Fund)
• 502- 400 - 4301 -6206 = $5,850 (Wastewater (sewer) Enterprise Fund)
Postage:
• 501- 400 - 7102 -6253 = $9,150 (Water Enterprise Fund)
• 502- 400 - 4301 -6253 = $9,150 (Wastewater (sewer) Enterprise Fund)
424 - Aerotek
On March 1, 2012, the City entered into an On -call Service Agreement with Aerotek to provide
temporary staffing in an amount not to exceed $25,000 for FY 2011 -2012. For FY 2012 -2013 and
FY 2014 -2015, staff amended Agreement # 4269 for another fiscal year to provide temporary
staffing needed by Public Works Department in an amount not to exceed $200,000. For FY 2015-
2016, staff recommends amending Agreement # 4269 for another fiscal year to provide temporary
staffing needed by Public Works Department in an amount not to exceed $200,000. Savings from
various full -time salaries accounts in Public Works Department will be used to fund this contract
in FY 2015 -2016 (General Fund, Water & Wastewater (sewer) Enterprise Funds from Public
Works Full Time Salaries Accounts)
POLICE DEPARTMENT
#25 - Society for the Prevention of Cruelty to Animals Los Angeles ( SPCALA)
The SPCALA provides animal sheltering services for the Police Department's Animal Control
program. The SPCALA is utilized to shelter dogs, cats, wild animals, etc. that are captured, found
or given to the Animal Control program. The City has contracted with the SPCALA for sheltering
services since the Police Department took over all animal control functions not to exceed $28,200
in fiscal year 2015 -2016. Account number: 001 - 400 - 3108 -6206 (General Fund)
#26 - Duncan Solutions
Duncan Solutions provides a maintenance contract for the Police Department Traffic Division's
Processing system. This system is utilized by parking personnel to issue parking citations. Duncan
Solutions also provides a collection service for delinquent parking citations not to exceed $77,000
in fiscal year 2015 -2016. Account number: 001 - 400 - 3101 -6206 (General Fund)
927 - San Diego Police Equipment Co., inc. ( SDPECI) and Dooley Enterprises (Dooley}
San Diego Police Equipment provides CCI -Speer and Federal Ammunition and Dooley provides
Winchester Ammunition to the Police Department. SDPECI is the only factory authorized law
enforcement distributor in the State of California to sell CCI -Speer and Federal ammunition.
Dooley is the only factory authorized law enforcement distributor in the State of California to
sell Winchester Ammunition. Both entities supply both duty and training ammunition to the
department, not to exceed $67,000 in FY 2015/2016. Account number: 001 - 400 - 3101 -5217
(General Fund)
#28 - Tyler Technologies Eden Financial Management System
The City utilizes Tyler Technologies financial software to manage the City's General Ledger,
Accounts Receivable, Accounts Payable, Payroll, and Human Resources. This item is for annual
licensing, maintenance, and support of these systems. The total cost will not exceed $43,800 for
FY 2015 -2016. Account number: 001 - 400 - 2505 -6217 (General Fund)
#29 - Active Network
The vendor provides the Class Cashier & Scheduling for the city -wide program. This item is for
annual licensing, maintenance and support of these systems. The total cost will not exceed $34,000
in FY 2015 -2016. Account number: 001 - 400 - 2505 -6217 (General Fund)
VA
SCHEDULE A - SUMMARY OF ACCOUNTS
General
Fund
Account Number
Fund
Amount
Ref #
001
- 400
- 2901 -6407
001
75,000
1
001
- 400
- 3255 -6214
001
605530
2
001
- 400
- 6103 -5505
001
20,000
3
001
- 400
- 6103 -5507
001
25200
3
001
- 400
- 6104 -5501
001
61,600
3
001
- 253-
0000 -1253
001
5,000
3
001
- 400
- 6104 -6217
001
289500
4'
001
- 400
- 2403 -6214
001
1405000
5
001
- 400
- 2403 -6214
001
635200
6
001
- 400
- 2402 -6214
001
205000
7
001
- 400
- 2403 -6214
001
239000
7
001
- 400
- 2403 -6214
001
58,000
8
001
- 400
- 2403 -
6214
001
45,000
9
001
- 400
- 2506 -6214
001
605000
10
001
- 400
- 3203 -5204
001
329000
12
001
- 400
- 2901 -6405
001
891,640
13
001
- 400
- 2901 -5204
001
751,000
14
001
- 400
- 2901 -6201
001
701,000
15
001
- 400
- 2501 -6214
001
81,000
16
001
- 400
- 5102 -6206'
001
172,000
18
001
- 400
-5102 -6206
001
175,000
19
001
- 400
- 4601 -5215
001
250,000
20
001
- 400
- 4202 -5204
001
309000
22
001
- 400
- 3108 -6206
001
285200
25
001
- 400
- 3101 -6206
001
77,000
26
001
- 400
- 3101 -5217
001
67,000
27
001
- 400
- 2505 -6217
001
43,800
28
001
- 400
- 2505 -6217'
001
345,000
29
Total General Fund
1,886,670
Other
Funds
Account Number
Fund
Amount
Ref #
603 - 400 - 2321 -6214
603
97,749
11
503- 400 -5301 -6214
503
96,000
17
109 - 400 - 3105 -5215
109
13,000
20
112 - 400 -5292 -5215
112
30,000
20
501- 400 - 7102 -5215
501
9,000
20
502- 400 - 4301 -5215
502
135000
20
501- 400 - 7201 -5204
501
130,000
21
501- 400 - 7102 -6206
501
5,850
23
501- 400 - 7102 -6253
501
9,150
23
502- 400 - 4301 -6206
502
5,850
23
502- 400 - 4301 -6253
502
9,150
23
Total Other Funds
4189749
Salaries
PW salary accounts
20000
24
Total Salaries
2009000
TOTAL
2,505,419
EL SEGUNDO CITY COUNCIL MEETING DATE: October 6, 2015
AGENDA ITEM STATEMENT AGENDA HEADING: City Council Reports — Mayor Fuentes
AGENDA DESCRIPTION:
Consideration and possible action to select a Centennial Celebration subcommittee. (Fiscal Impact: None)
RECOMMENDED COUNCIL ACTION:
1. Select two City Councilmembers to a Centennial Celebration subcommittee; and,
2. Alternatively, discuss and take other action related to this item.
ATTACHED SUPPORTING DOCUMENTS: None
FISCAL IMPACT: None
Amount Budgeted: $0
Additional Appropriation: N/A
Account Number(s): N/A
PREPARED BY: Meredith Petit, Director of Recreation & Parks iq
REVIEWED BY: Suzanne Fuentes, Mayor
APPROVED BY: Greg Carpenter, City Manager.?
BACKGROUND & DISCUSSION:
In preparation to celebrate the City of El Segundo Centennial in January 2017, staff, City Council, and
community members have had preliminary discussions about possible events and activities. The Economic
Development Advisory Committee has expressed interest in being involved in a float entry into the
Tournament of Roses Parade and the City Council has allocated $25,000 in FYI 5/16 for planning activities
and expenses.
It is desirable to include representatives from all populations of El Segundo to help plan for the Centennial
Celebration. The most appropriate means of planning would be to select a committee comprised of
community members, business owners, city staff, elected and appointed officials. To that end, it is
recommended that two City Councilmembers be selected to the committee to meet with staff to determine
the next steps in the process.
1
1
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