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Home My Public Portal About2006-12-05CC This Agenda contains a brief general description of each item to be considered. Copies of the Staff reports or other written documentation relating to each item of business referred to on the Agenda are on file in the Office of the City Clerk and are available for public inspection. A person who has a question concerning any of the agenda items may call the City Manager at (310) 603-0220, ext. 200. Procedures for Addressino the Council IN ORDER TO EXPEDITE CITY COUNCIL BUSINESS, WE ASK THAT ALL PERSONS WISHING TO ADDRESS THE COUNCIL FILL OUT A FORM PROVIDED AT THE DOOR, AND TO TURN IT IN TO THE CITY CLERK PRIOR TO THE START OF THE MEETING. FAILURE TO FILL OUT SUCH A FORM WILL PROHIBIT YOU FROM ADDRESSING THE COUNCIL IN THE ABSENCE OF THE UNANIMOUS CONSENT OF THE COUNCIL. AGENDA ITEMS ON FILE FOR CONSIDERATION AT THE REGULAR MEETING OF THE L YNWOOD CITY COUNCIL TO BE HELD ON DECEMBER 5, 2006 COUNCIL CHAMBERS 11330 BULLIS ROAD, L YNWOOD, CA 90262 5:00 P.M. LETICIA VASQUEZ MAYOR REVEREND ALFREDDIE JOHNSON, JR. MAYOR PRO-TEM LOUIS BYRD COUNCILMEMBER ~ ~f~ ~" L~ ""'~ k._ L I.. ' CITY (lj I_~r . :;'JOL.>.- r' ~c NOV 3 0 2006 ~!.I8 " - . '. P~\ 'I, i~'H.-:.-..t:'fl')JJJ . '" -.,.-. ~,I.. ~~ FERNANDO PEDROZA COUNCILMEMBER MARIA TERESA SANTILLAN COUNCILMEMBER CITY MANAGER N. ENRIQUE MARTINEZ CITY CLERK ANDREA L. HOOPER OPENING CEREMONIES 1. CALL TO ORDER 2. CERTIFICATION OF AGENDA POSTING BY CITY CLERK 3. ROLL CALL OF COUNCIL MEMBERS Louis Byrd Reverend Alfreddie Johnson, Jr. Fernando Pedroza Maria T. Santillan Leticia Vasquez 4. PLEDGE OF ALLEGIANCE 5. INVOCATION CITY ATTORNEY J. ARNOLDO BELTRAN CITY TREASURER IRIS PYGATT 6. COUNCIL RECESS TO: L YNWOOD INFORMATION INC. L YNWOOD PUBLIC FINANCE AUTHORITY L YNWOOD REDEVELOPMENT AGENCY L YNWOOD UTILITY AUTHORITY PUBLIC ORAL COMMUNICATIONS (Regarding Agenda Items Only) PUBLIC ORAL COMMUNICATIONS IF AN ITEM IS NOT ON THE AGENDA, THERE SHOULD BE NO SUBSTANTIAL DISCUSSION OF THE ISSUE BY THE COUNCIL, BUT IT IS ALL RIGHT FOR COUNCIL TO REFER THE MATTER TO THE STAFF OR SCHEDULE SUBSTANTIVE DISCUSSION FOR A FUTURE MEETING. (The Ralph M. Brown Act, Government Code Section 54954.2 (a).) PUBLIC HEARING 7. ANNUAL CONSUMER PRICE INDEX ADJUSTMENT SOLID WASTE DISPOSAL CONTRACT Comments: The current solid waste disposal contract with Consolidated Disposal Service allows for an annual adjustment for the prevailing Consumer Price Index (CPI). The contractor has requested a CPI adjustment of 2.5% for the contract year 2006-07. Recommendation: Staff recommends that the City Council conduct a public hearing and adopt the attached resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD APPROVING A CONSUMER PRICE INDEX ADJUSTMENT OF 2.5% TO THE SOLID WASTE DISPOSAL CONTRACT WITH CONSOLIDATED DISPOSAL SERVICE PURSUANT TO THE TERMS OF THE CONTRACT AND ADOPTING THE REVISED FEE SCHEDULE FOR THIS SERVICE". CONSENT CALENDAR All matters listed under the Consent Calendar will be acted upon by one motion affirming the action recommended on the agenda. There will be no separate discussion on these items prior to voting unless members of the Councilor staff request specific items to be removed from the Consent Calendar for separate action. 8. MINUTES OF PREVIOUS MEETINGS: Regular Meeting - November 7, 2006 9. APPROVAL OF THE WARRANT REGISTER Comments: City of Lynwood warrant register dated December 5, 2006 for FY 2006 - 2007. Recommendation: Staff recommends that the City Council approve the warrant register. 2 10. AWARD OF CONTRACT TO HUMAN SERVICES ASSOCIATION - SENIOR MEALS SERVICE Comments: At the September 5'h City Council meeting, the Council authorized staff to issue a Request for Proposals (RFP) for meals service provided for the City's Senior Meals Program. This was done to comply with the City's purchasing ordinance for contract awards over $15,000. Recommendation: Staff recommends that the City Council adopt the attached resolution entitled, "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD AUTHORIZING THE MAYOR TO EXECUTE A THREE (3) YEAR CONTRACT WITH HUMAN SERVICES ASSOCIATION TO PROVIDE MEALS FOR THE SENIOR LUNCH PROGRAM". 11. L YNWOOD SENIOR CITIZEN CENTER BUILDING CONSTRUCTION PROJECT PROJECT NUMBER 05-5297 Comments: APA Engineering is a firm that provides as-needed inspection services based on an hourly rate. Staff is requesting the continuation of building inspection services from APA Engineering for the Lynwood Senior Citizen Center on an as-needed basis, for the remaining duration of the project. APA Engineering will provide such services at its hourly based rates for the positions of building inspector and deputy inspector on an as- needed basis for the project. Recommendation: Staff recommends that the Lynwood City Council adopt the attached resolution entitled, "A RESOLUTION OF THE L YNWOOD CITY COUNCIL OF THE CITY OF L YNWOOD AMENDING THE CONTRACT FOR APA ENGINEERING, (AMENDMENT NO.1) FOR ITS INSPECTION SERVICES FOR THE L YNWOOD SENIOR CITIZEN CENTER AT ITS PROPOSED HOURLY RATE, NOT TO EXCEED $45,000, AND AUTHORIZING THE MAYOR TO EXECUTE THE AMENDMENT." 12. AWARD OF CITY HALL EXPANSION, JAIL CELLS DEMOLITION PROJECT NUMBER 05-5298 Comments: The bid opening for the City Hall Expansion, Jail Cells Demolition, Project Number 05- 5298, took place in the Office of the City Clerk on Wednesday, November 22, 2006. ATE Demolition, Inc. was the apparent lowest bidder. Recommendation: Staff recommends that the Lynwood City Council adopt the attached resolution entitled "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD AWARDING A CONTRACT TO ATE DEMOLITION INC. IN THE AMOUNT OF $38,750 FOR THE CITY HALL EXPANSION, JAIL CELLS DEMOLITION, PROJECT NUMBER 05-5298, AND AUTHORIZING THE MAYOR TO EXECUTE THE AGREEMENT." 3 13. REPLACEMENT OF CODE ENFORCEMENT DIVISION OFFICE TRAILER Comments: The existing office trailer for the Code Enforcement Division has been in service for more than 20 years. The trailer is now in dire need of replacement because of its deteriorated conditions. Recommendation: Staff recommends that the City Council adopt the attached resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD APPROVING THE EMERGENCY REPLACEMENT OF THE CODE ENFORCEMENT DIVISION OFFICE TRAILER". 14. SPECIAL PERMIT - ENTERTAINMENT DAY OF THE VIRGIN GUADALUPE FESTIVAL PLAZA MEXICO - 3100 IMPERIAL HIGHWAY Comments: The purpose of this item is for the City Council to consider approval of a special permit application from Plaza Mexico to conduct the Day of the Virgin Guadalupe Festival at 3100 Imperial Highway on December 11 from 7:00 pm to 2:00 am and December 12 from 10:00 am to 1:00 pm. Recommendation: Staff recommends that the City Council approve the application for a special permit authorizing the Day of the Virgin of Guadalupe Festival with associated entertainment. 15. TREASURER'S QUARTERLY INVESTMENT REPORT Comments: The purpose of this item is to have the Honorable Mayor and Lynwood City Council review the Treasurer's Quarterly Investment Report as required by State Statutes. Recommendation: The City Treasurer recommends that the City of Lynwood receive and file the attached Quarterly Investment Report for the quarter ending March 31, 2006. 4 DISCUSSION ITEMS 16. ADOPTION OF AN ORDINANCE AMENDING THE CITY'S PURCHASING PROCEDURES TO ADJUST THE PURCHASING AUTHORITY LIMITS OF THE PURCHASING OFFICER AND DEPARTMENT HEADS, ESTABLISH NEW LEVELS OF AUTHORITY FOR EXECUTION OF CONTRACTS BY THE CITY MANAGER AND UTILIZE COOPERATIVE PURCHASING ARRANGEMENTS Comments: In December of 2005, the City's Municipal Code provisions regarding purchasing of supplies, routine services and equipment and the procuring of professional services were updated by Ordinance No. 1571 ("Ord. 1571 "). The new procedures implemented by Ord. 1571 clarified and streamlined the purchasing process and created a new RFP/RFQ procedure for Department Directors to follow when seeking professional services such as consultants, architects and accountants. Ord. 1571 also delegated authority to the City Manager to execute certain types of contracts on behalf of the City. To maximize efficiency of the purchasing function and provide additional flexibility and value to the City, Staff has determined that some additions, revisions and clarifications to the City's existing purchasing ordinance are now required. Recommendation: Staff recommends that the City Council introduce for first reading by title only the attached ordinance entitled: "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LYNWOOD REPEALING SUBSECTIONS 6-3.1 THROUGH 6-3.13 OF THE L YNWOOD MUNICIPAL CODE IN THEIR ENTIRETY AND ADOPTING NEW SUBSECTIONS 6-3.1 THROUGH 6-3.13 AMENDING THE CITY'S PURCHASING PROCEDURES FOR THE PURPOSES OF ADJUSTING THE PURCHASING AUTHORITY LIMITS OF THE PURCHASING OFFICER AND DEPARTMENT HEADS, ESTABLISHING NEW LEVELS OF AUTHORITY FOR EXECUTION OF CONTRACTS BY THE CITY MANAGER AND PERMITTING THE PURCHASING OFFICER TO UTILIZE COOPERATIVE PURCHASING ARRANGEMENTS WHEN SUCH PROCUREMENT METHODS ARE IN THE BEST INTERESTS OF THE CITY." 17. STREAMLINE PROCESS FOR SPECIAL PERMITS AND SPECIAL EVENTS Comments: The purpose of this item is for the City Council to consider approving measures that would streamline the process and procedures for special permits and special events. Recommendation: Staff recommends that the City Council authorize the streamline procedures and administrative approvals, and direct staff to bring back a municipal code amendment to implement such procedures and regulations. 5 18. REQUEST FOR SPECIAL PERMIT: 111 TH STREET CHRISTMAS POSADA Comments: A request has been made by the 111'h Street Block Watch to close a portion of 111'h Street, (between Alameda Street and Lorraine Street) to conduct a Christmas Posada on Saturday, December 16, 2006 from 7:00 pm to 11 :00 pm. Recommendation: Staff recommends that the City Council review the staff report and provide direction to staff based upon the options provided for their consideration. If the Council decides to approve the posada, staff recommends cancelling the citywide posada based on input from the resident committee. 19. REQUEST FOR SPECIAL PERMIT: CORTLAND STREET CHRISTMAS POSADA Comments: A request has been made by the residents of Cortland Street to close a portion of Cortland Street, (between Gertrude Drive and Muriel Drive) to conduct a Christmas Posada on Saturday, December 16, 2006 from 6:00 pm to 9:00 pm. Recommendation: Staff recommends that the City Council review the staff report and provide direction to staff based upon the options provided for their consideration. If the Council decides to approve the posada, staff recommends cancelling the citywide posada based on input from the resident committee. 20. REQUEST FOR SPECIAL PERMIT: POPE AVENUE CHRISTMAS POSADA Comments: A request has been made by the residents of Pope Avenue to close a portion of Pope Avenue, (between Fernwood Avenue and Cortland Street) to conduct a Christmas Posada on Friday, December 22, 2006 from 4:00 pm to 11 :00 pm. Recommendation: Staff recommends that the City Council review the staff report and provide direction to staff based upon the options provided for their consideration. If the Council decides to approve the posada, staff recommends cancelling the citywide posada based on input from the resident committee. 21. REQUEST FOR SPECIAL PERMIT: SAN LUIS AVENUE CHRISTMAS POSADA Comments: A request has been made by the San Luis Avenue Block Watch to close a portion of San Luis Avenue, (between Abbott Road and Norton Avenue) to conduct a Christmas Posada on Friday, December 8,2006 from 3:00 pm to 12 midnight. Recommendation: Staff recommends that the City Council review the staff report and provide direction to staff based upon the options provided for their consideration. If the Council decides to approve the posada, staff recommends cancelling the citywide posada based on input from the resident committee. 6 22. COUNCIL REORGANIZATION Comments: Traditionally in December of each year, the City Council reorganizes by nominating and appointing one of its members to serve as Mayor and as Mayor Pro Tem. Recommendation: Staff recommends that the City Council make appointments for Mayor and Mayor Pro Tem. CITY COUNCIL ORAL AND WRITTEN COMMUNICATION CITY COUNCIL MEMBER REPORTING ON MEETINGS ATTENDED (GOV. CODE SECTION 53232.3 (0)) LETICIA VASQUEZ, MAYOR REVEREND ALFREDDIE JOHNSON, JR, MAYOR PRO-TEM LOUIS BYRD, COUNCILMEMBER FERNANDO PEDROZA, COUNCILMEMBER MARIA T. SANTILLAN, COUNCILMEMBER CLOSED SESSION 23. CLOSED SESSION ITEMS A. With respect to every item of business to be discussed in closed session pursuant to Section 54956.8: CONFERENCE WITH REAL PROPERTY NEGOTIATORS Properties: See listing of properties by Address and Assessor Parcel Numbers in Attachment "A" to this agenda. City Negotiator: City Council, City Manager, City Attorney, Development Services Director and Universal Field Services, Inc. Negotiating: See listing of properties and property owners ("Seller" or "Seller's") in Attachment "A" to this agenda. Under Negotiation: Price and terms of payment - Seeking authority to make offer to Seller's for acquisition of property and, where appropriate, value of immovable fixtures and equipment, provision of appropriate relocation benefits and compensation for potential loss of goodwill to parties legally entitled thereto. B. With respect to every item of business to be discussed in closed session pursuant to Section 54956.9: CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Significant exposure to litigation pursuant to subdivision (b) of Section 54956.9: Three (3) Cases 7 C. With respect to every item of business to be discussed in closed session pursuant to Section 54957.6: CONFERENCE WITH LABOR NEGOTIATOR Agency negotiator: Mary Ellen Schubel Employee Organization: Lynwood Employees' Association Lynwood Management Association "Note: Council will recess to Bateman Hall at 7:00 p.m. for a Reorganization Reception. ADJOURNMENT THE NEXT REGULAR MEETING WILL BE HELD ON DECEMBER 19, 2006 AT 5:00 P.M. IN THE COUNCIL CHAMBERS OF THE CITY HALL, 11330 BULLIS ROAD, CITY OF L YNWOOD, CALIFORNIA. 8 CITY COUNCIL AGENDA ITEM DECEMBER 5, 2006 CLOSED SESSION CONFERENCE WITH REAL PROPERTY NEGOTIATOR, PURSUANT TO GOVERNMENT CODE SECTION 54956.8. Properties: See listing of properties by Address and Assessor Parcel Numbers in Attachment "A" to this agenda. City Negotiators: City Council, City Manager, City Attorney, Development Services Director and Universal Field Services, Inc. Negotiating Parties: See listing of properties and property owners ("Seller" or "Seller's") in Attachment "A" to this agenda. Under Negotiations: Price and terms of payment - Seeking authority to make offer to Seller's for acquisition of property and, where appropriate, value of immovable fixtures and equipment, provision of appropriate relocation benefits and compensation for potential loss of goodwill to parties legally entitled thereto. APN 6189-019-060, 061 6189-019-003 6189-019-058, 059 6189-019-007, 008 6189-019-009, 010 6189-019-011 6189-019-012 6186-036-001 6186-036-029 6186-036-030 6186-036-006 6186-036-007 6186-036-008 ATTACHMENT "A" Conference with Real Property Negotiators Ham Park Replacement Project Commercial Properties City Council Meeting December 5, 2006 COMMERCIAUMIXED USE PROPERTIES Owner Site Address Tacos Mexicos Inc. 11800-11808 Atlantic Avenue Bhagat, Narayan & Ranjan 11812 Atlantic Avenue Christ New Testament 11820-11832 Atlantic Avenue Baptist Church of L.A. Ornelas, Raul & Isabel 11836 Atlantic Avenue Trust/Ornelas Family Ornelas, Raul & Isabel 12000-12006 Atlantic Avenue Trust/Ornelas Family Patel, Navin & Champa 12012 Atlantic Avenue Nabulsi, Walid/Mohanned 12022 Atlantic Avenue Chin, David & Jackie & 12100 Atlantic Avenue Chen, Becky Bhagat, Vinodbhai Trust 12108 Atlantic Avenue Ghagat, Vinodgha Trust 12120 Atlantic Avenue Ballard, William Trust 12130 Atlantic Avenue J L Flores DDS Inc. 12134 Atlantic Avenue Ballard, William & Katherine12140 Atlantic Avenue ATTACHMENT "An Page 2 6186-001-011 6186-001-007 6186-001-004, 005,006 6186-001-002 6189-019-900 6189-019-056, 057* 6189-019-013 6189-019-014 6189-019-015 6189-019-016 6189-019-017 6189-019-018 6189-019-019 6189-019-020 6189-019-021 6189-019-022 6189-019-025 6189-019-027 Alfaro, Froylan & Jorge Loera, John & Mary Vasquez, Leonel Michalak, Michael 12001 Atlantic Avenue 12015 Atlantic Avenue 12017-12031 Atlantic Avenue 12035 Atlantic Avenue RESIDENTIAUV ACANT PROPERTIES Lynwood Redevelopment Agency Lynwood Redevelopment Agency Chalvin, Myron Z. Trustee Chavez, Lucia Casas, Jesus & Patricia Membreno, Julio & Juana Contreras, Ramiro & Livier Tostado, Ernesto & Adrian Mosqueda, Rogelio & Maria Gatlin, Signe Conita Trustee Cruz, Guillermina Vasquez, Inez & Maria Cajero, Maria (Estate of) Aguiar, Gaudencio & Amarilis NEC Atlantic Avenue & Josephine Street NWC Josephine Street & Virginia Avenue 11801 Virginia Avenue 11807 Virginia Avenue 11815 Virginia Avenue 11819 Virginia Avenue 11825 Virginia Avenue 11833 Virginia Avenue 11837 Virginia Avenue 11845 Virginia Avenue 11851 Virginia Avenue 11857 Virginia Avenue 11867 Virginia Avenue 11869 Virginia Avenue ATTACHMENT "A" Page 3 6189-019-030 Quezada, Salvador 5121 Lavinia Avenue 6189-036-028 Nabulsi, Mohammed, et al 5124 Lavinia Avenue 6189-036-027 Jones, Sarah 12111 Virginia Avenue 6189-036-026 Zavala, Pedro & Rebecca 12115 Virginia Avenue 6189-036-025 Alvarez, Teofilo & Noemi 12121 Virginia Avenue 6189-036-024 Cullens, Charles & Joyce 12127 Virginia Avenue 6189-036-023 Preciado, Roberto & Imelda 12205 Virginia Avenue 6186-001-024 Chavez, Ascencion & Margarita 12011 Atlantic Avenue rw DATE: TO: APPROVED BY: PREPARED BY: SUBJECT: Recommendation: AGENDA STAFF REPORT December 5, 2006 ~~ The Honorable Mayor and Membe :City Council N. Enrique Martinez, City Manag G. Daniel Ojeda, P.E., Director of Public Works/City Engineer Annual Consumer Price Index Adjustment Solid Waste Disposal Contract Staff recommends that the City Council adopt the attached resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD APPROVING A CONSUMER PRICE INDEX ADJUSTMENT OF 2.5% TO THE SOLID WASTE DISPOSAL CONTRACT WITH CONSOLIDATED DISPOSAL SERVICE PURSUANT TO THE TERMS OF THE CONTRACT AND ADOPTING THE REVISED FEE SCHEDULE FOR THIS SERVICE". Background: The solid waste disposal contract with Consolidated Disposal Service (CDS) started on November 1, 2003 and is to terminate on October 31,2013. This contract provides solid waste pickup and disposal service for the residential, commercial and industrial sectors in the city. Section 9.02 of Article 9, Adjustments to Contractor's Compensation, allows the contractor to submit a request for an annual rate adjustment to the service fees starting on November 1, 2005. The request must be received by the City by August 31 of each applicable year; however, the contract does not provide specific language for late request. This rate adjustment is equal to the percentage increase in the Consumer Price Index (CPI) for all Urban Consumers for the Los Angeles-Riverside-Orange County area for the 12 month period from June of the immediately preceding year to June of the current year preceding the November 1 adjustment date. This rate increase is however capped at 2.5% per year. On October 23, 2006, the City received a request from CDS for a rate increase of 2.5% for the contract year 2006-07 (see Attachment "A"). AGENDA ITEM 7 H:\WORDFILEIPUBWORKS\COUNCIL\Cou06108trashcpi.doc Discussion & Analysis: The Consumer Price Index (CPI) for all Urban Consumers for the Los Angeles- Riverside-Orange County area for the period from June 2005 to June 2006 is 5.2% (see Attachment "S"); therefore, the contractor's request of 2.5% rate increase conforms to the contract agreement. The resulting service fee schedule is shown in Attachment "C". Secause of the late submittal of the rate increase request, the contractor has agreed to have the revised rates effective on January 1, 2007. The 2.5% rate increase will be $0.38 per month for residential and $2.11 per month (for a 2-cubic yard bin, one pull/week) for commercial customers. Fiscal Impact: This rate increase will generate approximately $16,000 of additional fees to the City, which includes 7% administrative fee and 15% franchise fee. Coordinated With: Finance Department, City Clerk's Office and City Attorney's Office. H:\ WORDFILEIPUBWORKS\COUNCIL\Cou06 I08trashcpi.doc RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD APPROVING A CONSUMER PRICE INDEX ADJUSTMENT OF 2.5% TO THE SOLID WASTE DISPOSAL CONTRACT WITH CONSOLIDATED DISPOSAL SERVICE PURSUANT TO THE TERMS OF THE CONTRACT AND ADOPTING THE REVISED FEE SCHEDULE FOR THIS SERVICE WHEREAS, the solid waste disposal contract with Consolidated Disposal Service started on November 1, 2003 and is to terminate on October 31, 2013; and WHEREAS, the contract allows the contractor to request an annual rate increase equal to the lesser of 2.5% or the prevailing percentage increase of the applicable Consumer Price Index; and WHEREAS, the contractor has submitted a request for a rate increase of 2.5% that is in conformance with the contract. NOW, THEREFORE, the City Council of the City of Lynwood does hereby find, proclaim, order and resolve as follows: Section 1. That the City Council, pursuant to the terms of the contract, approves a rate increase equal to 2.5% to the contract fee schedule for the solid waste contract with Consolidated Disposal Service. Section 2. That the City Council adopts the revised fee schedule for the period of January 1, 2007 through October 31,2007, as shown in Attachment "C". Section 3. This resolution shall take effect immediately upon its adoption. PASSED, APPROVED and ADOPTED this day of ,2006. Leticia Vasquez, Mayor City of Lynwood ATTEST: Andrea L. Hooper, City Clerk City of Lynwood N. Enrique Martinez City Manager H:\ WORDFILEIPUBWORKS\COUNCIL\Cou061 08trashcpi.doc APPROVED AS TO FORM: APPROVED AS TO CONTENT: City Attorney City of Lynwood G. Daniel Ojeda, P.E. Director of Public Works/City Engineer STATE OF CALIFORNIA ) ) SS. ) COUNTY OF LOS ANGELES I, the undersigned, City Clerk of the City of Lynwood, do hereby certify that the above and foregoing resolution was duly adopted by the City Council of said City at a regular meeting thereof held in the City Hall of the City on the day of , 2006, and passed by the following vote: AYES: NOES: ABSENT: City Clerk, City of Lynwood STATE OF CALIFORNIA ) ) SS. COUNTY OF LOS ANGELES ) I, the undersigned, City Clerk of the City of Lynwood, and Clerk of the City Council of said City, do hereby certify that the above and foregoing is a full, true and correct copy of Resolution No. on file in my office and that said resolution was adopted on the date and by the vote therein stated. Dated this day of ,2006 City Clerk, City of Lynwood H:I WORDFILEIPUBWORKSICOUNCILICou06 I 08trashcpi.doc C"~'iI\l~_9~~~AIEQj)ISPgS~_S~RVI~E A Subsidiary of /'1' REPUBLIC SERV/CES,/NC. October 23, 2006 Mr. Enrique Nabar Martinez City Manager City ofLynwood 11330 Bullis Road Lynwood, California 90262 12949 Telegraph Road Santa Fe Springs, CA 90670 Telephone (562) 663-3400 Facsimile (562) 906-0251 Re: Request for CPI Increase Related To Solid Waste Rates Dear Mr. Martinez: As per the agreement between the City ofLynwood and Consolidated Disposal Services LLC for the collection of solid waste, Resolution 2003-175 adopted September 2, 2003. Article 9.02 states that Consolidated Disposal Service LLC is entitled to request an Annual CPI adjustment. Based on the U.S. Department of Labor Bureau of Labor Statistics that reflects the CPI increase for the (12) month period from June 2005 thru June 2006 preceding the November I, 2006 adjustment date. The change in the index for that period is 5.18%. Therefore Consolidated Disposal Service LLC respectfully requests that the City of Lynwood grant a rate increase of2.50% for all Service Fees set forth in Exhibit A of the agreement. Should there be any questions concerning this request, please do not hesitate to call me directly at (562) 663-3455. We would appreciate notification when this matter is before Council so that I may be available for questions or additional infonnation. Sincerely, ~~ Bill Stansberry 7J General Manager Cc: Mr. Paul Nguyen, Interim Asst. Director of Public Works ATTAC\-\ME.N"T "A.'. . City of Lynwood Annual Rate Adjustment For year of 2006 Consumer Price Index - All Urban Consumers Los Angeles - Anaheim Riverside Area CALCULATION Residential A. CPI change Old Rate Increase New Rate Old Rate 2 Cubic Yard 3 Cubic Yard 4 Cubic Yard 6 Cubic Yard Jun-05 200.7 Jun-06 211.1 Change 5.2% Limit Lower % 2.5% 2.5% Change Weight % Incrs % Commercial Change Weight % Iners % 2.50% 100.0% 2.50% 2.50% 100.0% 2.50% 100.00% 2.50% 100.00% 2.50% Senior Rate $11.20 Residential Services Senior Regular 10.91 15.02 0.27 0.36 11.19 15.39 Commercial Services 1x 2x 3x 4x 5x 6x $ 84.28 $ 124.27 $ 175.81 $ 221.59 $ 267.36 $ 313.13 $ 117.05 $ 166.65 $ 216.26 $ 265.91 $ 315.49 $365.14 $ 130.30 $ 195.50 $ 260.55 $ 325.58 $ 390.59 $ 455.64 $ 169.00 $ 253.29 $ 337.61 $ 421.85 $ 506.17 $ 590.46 New Rate Increase 1x 2x 3x 4x 5x 6x 2 Cubic Yard $ 86.39 $ 127.38 $ 180.21 $227.13 $ 274.04 $ 320.96 3 Cubic Yard $ 119.98 $ 170.82 $ 221.67 $ 272.56 $ 323.38 $ 374.27 4 Cubic Yard $ 133.56 $ 200.39 $ 267.06 $ 333.72 $ 400.35 $ 467.03 6 Cubic Yard $ 173.23 $ 259.62 $ 346.05 $ 432.40 $ 518.82 $ 605.22 Roll Off Boxes 40 CubicYard Old Rate $ 232.86 Per load with 7 Ton Limit" New Rate $ 238.68 Per load with 7 Ton Limit" 10 CubicYard Old Rate $ 232.86 Per load with 10 Ton Limit" New Rate $ 238.68 Per load with 10 Ton Limit* Compactor Old Rate $ 232.68 Plus dump fees, each occurrence New Rate $ 238.50 Plus dump fees, each occurrence * Overload and all tonnage charges at $53.43 per ton Temporary Three Cubic Yard Bin Old Rate $ 159.80 New Rate $ 163.80 Commercial automated container (100 gallon nominal capacity) Old Rate New Rate Extra Dump $ 18.31 New Rate $ 18.77 19.54 per quarter 20.03 per quarter .LJw"au V.l LaUU.l iJL.aI.J.,:H..l\..~ .LfaL.a ... ....6.... i Vi i .."'"'' - . , . . . ~ $ (l.I/~t1..t, .. U.S. Department of Labor Bureau of Labor Statistics Bureau of Labor Statistics Data www.bls.gov ..... Advanced Search I A-Z Index BLS Home I Programs" Surveys I Get Detailed Statistics I Glossary I What's New I Find It! In DOL CJ"i::- f... t-, r~!1 ~JIo.,. C' ~J:.~' 1 " ..Ii lLJ .~~~ :..J ). .~J~ Change Output Options: From;11996 ~ To;12006 ~. G> r include graphs NEW! Data extracted on: November 22, 2006 (12:26:01 PM) More Formattina Ootions'" Consumer Price Index - All Urban Consumers Series Id: CUURA421SAO Not Seasonally Adjusted Area: Los Angeles-Riverside-Orange County, CA Item: All items Base Period: 1982-84=100 Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Annual HA 1996 155.7 156.2 157.3 157.7 157.5 156.7 157.6 157.3 158.2 158.8 158.4 158.3 157.5 151 1997 159.1 159.2 159.8 159.9 159.5 159.4 159.5 159.7 160.5 161.1 160.7 161.2 160.0 15' 1998 161.0 161.1 161.4 161.8 162.3 162.2 162.1 162.6 162.6 163.2 163.4 163.5 162.3 16 1999 164.2 164.6 165.0 166.6 166.2 165.4 165.8 166.3 167.2 167.2 167.1 167.3 166.1 16 2000 167.9 169.3 170.7 170.6 171.1 171.0 171.7 172.2 173.3 173.8 173.5 173.5 171.6 171 2001 174.2 175.4 176.2 176.6 177.5 178.9 178.3 178.4 178.8 178.3 178.1 177.1 177.3 171 2002 178.9 180.1 181.1 182.2 182.6 181.9 182.2 183.0 183.4 183.7 184.0 183.7 182.2 18 2003 185.2 186.5 188.2 187.6 186.4 186.3 186.3 186.9 188.2 187.8 187.1 187.0 187.0 181 2004 188.5 190.1 191.5 191.9 193.3 til"l 7 193.4 193.1 194.5 196.3 196.9 195.2 193.2 19 2005 195.4 197.4 199.2 201.1 201. 200.7 01.4 203.1 205.8 206.9 205.6 203.9 201.8 19' 2006 206.0 207.5 208.5 210.5 212.~ 211.1 11.4 211.9 212.9 211.4 20' c f'J: r.:~?e ~ll.\ - "2.00."1 ''Z-00.1 5.'2 % Freauently Asked Ouestians I Freedom of Information Act I Customer Survey Priyacv &. Security Statement I Linkina to Our Site I Accessibilitv u.s. Bureau of Labor Statistics Phone: (202) 691~5200 Postal Square Building Fax-on-demand: (202) 691-6325 2 Massachusetts Ave., NE Data questions: blsdata staff@bls.aov Washington, DC 20212-0001 Technical (web) questions: webmaster@bls.aov Other comments: feedback@bls.aov A IT Ac.t\ME..NI .. II B , httn:11 data. bl s. <lovl c<li -binl survevrnost 11/22/2006 SOLID WASTE SERVICES CONTRACT RATE INCREASE (JANUARY 1, 2007 - OCTOBER 31,2007) MONTHLY RATES (OR AS INDICATED \ CONTRACT RATES CURRENT PROPOSED RATE INCREASE RESIDENTIAL SERVICES $15.02 $15.40 2.50% Extra 95-Gal. Container $5.08 $5.21 2.50% Senior Citizen $10.91 $11.18 2.50% COMMERCIAL SERVICES Bin Size 2cv 1x wk $84.28 $86.39 2.50% 2cy 2x wk $124.27 $127.38 2.50% 2cv 3x wk $175.81 $180.21 2.50% 2cy 4x wk $221.59 $227.13 2.50% 2cv 5x wk $267.36 $274.04 2.50% 2cy 6x wk $313.13 $320.96 2.50% 2.50% 3cy 1x wk $117.05 $119.98 2.50% 3cv 2x wk $166.64 $170.81 2.50% 3cy 3x wk $216.26 $221.67 2.50% 3cy 4x wk $265.91 $272.56 2.50% 3cy 5x wk $315.49 $323.38 2.50% 3cy 6x wk $365.14 $374.27 2.50% 2.50% 4cy 1x wk $130.30 $133.56 2.50% 4cv 2x wk $195.50 $200.39 2.50% 4cy 3x wk $260.55 $267.06 2.50% 4cv 4x wk $325.58 $333.72 2.50% 4cy 5x wk $390.59 $400.35 2.50% 4cv 6x wk $455.64 $467.03 2.50% 2.50% 6cv 1x wk $169.00 $173.23 2.50% 6cy 2x wk $253.29 $259.62 2.50% 6cy 3x wk $337.61 $346.05 2.50% 6cy 4x wk $421.85 $432.40 2.50% 6cy 5x wk $506.17 $518.82 2.50% 6cv 6x wk $590.46 $605.22 2.50% For06008CDSCPlnewrates ATTACHMENT "C" PAGE 1 OF2 SOLID WASTE SERVICES CONTRACT RATE INCREASE (JANUARY 1, 2007 - OCTOBER 31, 2007) MONTHLY RATES I ORAS INDICATED I RATE CURRENT PROPOSED INCREASE CONTRACT RATES SCOUT SERVICES Per Month 1 xwk $19.71 $20.20 2.50% 2xwk $32.84 $33.66 2.50% 3xwk $45.97 $47.12 2.50% 4xwk $59.10 $60.58 2.50% 5xwk $72.24 $74.05 2.50% 6xwk $85.37 $87.50 2.50% 2.50% OTHER SPECIAL SVCS. Push Out, per month 1 xwk $19.71 $20.20 2.50% 2xwk $32.84 $33.66 2.50% 3xwk $45.97 $47.12 2.50% 4xwk $59.10 $60.58 2.50% 5xwk $72.24 $74.05 2.50% 6xwk $85.37 $87.50 2.50% 2.50% Rent Per Week 15 yard box $23.90 $24.50 2.50% 25 yard box $23.90 $24.50 2.50% 40 yard box $29.88 $30.63 2.50% ROLL-OF SERVICES $232.86 $238.68 2.50% For06008CDSCPlnewrales ATTACHMENT "C" PAGE 2 OF 2 DATE: TO: APPROVED BY: PREPARED BY: SUBJECT: AGENDA STAFF REPORT December 5, 2006 Honorable Mayor and Council Members N. Enrique Martinez, City Manager Andrea L. Hooper, City Cler~ Albert Espinoza, Deputy City Clerk Lynwood City Council Minutes Recommendation: Staff recommends the City Council approve following minutes: · Regular Meeting, November 7,2006 Background: N/A Fiscal Impact: N/A Coordinated With: N/A r- AGENDA I1EM <g L YNWOOD CITY COUNCIL REGULAR MEETING NOVEMBER 7, 2006 The City Council of the City of Lynwood met in a regular meeting in the Council Chambers, 11330 Bullis Road on the above date at 5: 1 0 p.m. Mayor Vasquez presiding. Council Members Byrd, Johnson, Pedroza, Santillan, and Vasquez were present. Also present were City Manager Martinez, City Attorney Beltran, City Clerk Hooper, and City Treasurer Pygatt. City Clerk Hooper announced that the Agenda had been duly posted in accordance with the Brown Act. PUBLIC ORAL COMMUNICATIONS (Regarding Agenda Items Only) Garry Martin spoke on item #21 - AWARD OF CONTRACT TO SECURE THE CITY'S PARKS AND PUBLIC FACILITIES. He said his company has provided security services to the City for over 13 years. His requested Council Member to consider awarding the security services contract to his firm. Xavier Ortiz, Vista Veranda Assisted Living, requested assistance in obtaining donations for the upcoming holidays. Albert Robles, attorney for United Motor Club, commented that his client submitted the best bid for towing service and he was not selected. He would like the Council to reconsider the action taken at the last meeting. PUBLIC ORAL COMMUNICATIONS Mayor Leticia Vasquez read an open letter to residents regarding the proposed Power Center. Council Member Pedroza commented that he does not support the removal or use of imminent domain to demolish schools to make room for the proposed Lynwood Promenade. Council Member Santillan commented that if the Council is not serious about pursuing this project further, they should put in on the agenda and the put the issue to rest. Council Member Byrd commented that many people are being paid to cause disturbances in reference to the Lynwood Promenade project. Mayor Pro Tem Johnson commented that the proposed Lynwood Promenade will add jobs and new revenues to the City. Jack Kean would like the Council to pursue more parks on the south west side of the City. The following people made comments against the propose Lynwood Promenade: Ana Maria Mungia, Carlos Horta, Dorice Martinez, Carol Reese, Beverly Sanchez, Mary Thomas, Sandra Cerda, Susan Cahun, Rebecca Wells, Eladia Rodriguez, Paulette Bradley, Antonio Mungia, and Norm Johnson. CONSENT CALENDAR All matters listed under the Consent Calendar will be acted upon by one motion affirming the action recommended on the agenda. There will be no separate discussion on these items prior to voting unless members of the Councilor staff request specific items to be removed from the Consent Calendar for separate action. City Manager Martinez pulled item #13 - REVISED EMPLOYER-EMPLOYEE RELATIONS RESOLUTION. Council Member Santillan pulled item # 16 - SPECIAL PERMIT REQUEST - TELEVISION FILMING AT PLAZA MEXICO It was moved by Council Member Pedroza, seconded by Mayor Pro Tem Johnson, to approve the minutes, adopt the Resolutions, and receive & file staff reports. Item #7 MINUTES OF PREVIOUS MEETINGS: . Special Meeting - October 13, 2006 . Regular Meeting - October 17, 2006 Item #8 APPROVAL OF THE WARRANT REGISTER RESOLUTION NO. 2006.196 ENTITLED: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD, CALIFORNIA, ALLOWING AND APPROVING THE DEMANDS AND WARRANTS THEREFORE. Item #9 REIMBURSEMENT OF HOME PROGRAM FUNDS FOR TERMINATED PROJECTS RESOLUTION NO. 2006.197 ENTITLED: A RESOLUTION AUTHORIZING A LOAN ($613,425) BETWEEN THE CITY OF L YNWOOD AND THE L YNWOOD REDEVELOPMENT AGENCY IN THE AMOUNT OF $613,425 FOR THE REPAYMENT OF HOME FUNDS TO THE DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (HUD) AND THE APPROPRIATION OF $613,425 FROM THE GENERAL FUND BALANCE (FUND #01). Item #10 AWARD OF CONTRACT TO AN OFF-SITE RECORDS STORAGE FACILITY AND AMENDMENT OF RESOLUTION 2006.139 RESOLUTION NO. 2006.198 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD AMENDING RESOLUTION NO. 2006-139 AND AUTHORIZING THE CITY TO ENTER INTO A SERVICE AGREEMENT WITH GRM INFORMATION MANAGEMENT SERVICES OF CALIFORNIA, LLC FOR A TERM NOT TO EXCEED TWO (2) YEARS AT A COST NOT TO EXCEED $17,000 A YEAR TO PROVIDE TRANSPORT, STORAGE, DESTRUCTION, ARCHIVE AND RETRIEVAL SERVICES FOR HARD COPY RECORDS, AND FURTHER AUTHORIZING THE MAYOR TO EXECUTE SAID AGREEMENT. Item #11 L YNWOOD SENIOR CITIZEN CENTER CHANGE ORDER-BUILDING CONSTRUCTION PROJECT NUMBER 05-5297 RESOLUTION NO. 2006.199 ENTITLED: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD APPROVING A CONTRACT CHANGE ORDER IN THE AMOUNT OF $77,673.29 TO WANG MILESTONE CONSTRUCTION INC. FOR THE L YNWOOD SENIOR CITIZEN CENTER BUILDING CONSTRUCTION PROJECT, PROJECT NUMBER 05-5297 AND AUTHORIZING THE MAYOR TO EXECUTE THE CONTRACT CHANGE ORDER. Item #12 AWARD OF CONTRACT WATER MAIN IMPROVEMENT PROJECT - GERTRUDE DRIVE (FROM MAGNOLIA AVE. TO AGNES AVE.) PROJECT NUMBER 05-5300 RESOLUTION NO. 2006.200 ENTITLED: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD AWARDING A CONTRACT TO CEDRO CONSTRUCTION, INC. IN THE AMOUNT OF $144,562.24 FOR THE GERTRUDE DRIVE FROM MAGNOLIA AVE TO AGNES AVE. WATER MAIN IMPROVEMENT PROJECT, PROJECT NUMBER 05-5300, AND AUTHORIZING THE MAYOR TO EXECUTE THE AGREEMENT. Item #13 REVISED EMPLOYER-EMPLOYEE RELATIONS RESOLUTION City Manager Martinez pulled this item. Item #14 SELECTION OF A CONSULTANT TO CONDUCT EMPLOYMENT SEARCHES FOR THE POSITIONS OF PURCHASING MANAGER AND SENIOR INTERNAL AUDITOR RESOLUTION NO. 2006.201 ENTITLED: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH ARCUS EXECUTIVE SEARCH TO CONDUCT SEARCHES FOR THE POSITIONS OF PURCHASING MANAGER AND SENIOR INTERNAL AUDITOR. Item #15 SECOND READING OF ORDINANCE - ADOPTION OF AN ORDINANCE REGARDING ORDINANCE NO. 1588 ENTITLED: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF L YNWOOD AMENDING CHAPTER 7 OF THE L YNWOOD MUNICIPAL CODE BY ADDING NEW SUBSECTION 7-20.24 ENHANCING PARKING CIVIL PENALTIES IN SCHOOL ZONES. Item #17 AWARD OF CONTRACT FOR THE REHABILITATION OF WELL NO. 11 RESOLUTION NO. 2006.202 ENTITLED: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD AWARDING A CONTRACT FOR THE REHABILITATION OF WELL NO. 11 TO GENERAL PUMP COMPANY AND AUTHORIZING THE MAYOR TO EXECUTE THE AGREEMENT. Item #18 ACCEPTANCE OF THE REHABILITATION OF WELL NO. 19 PROJECT RESOLUTION NO. 2006.203 ENTITLED: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD ACCEPTING THE REHABILITATION OF WELL NO. 19, PROJECT NO. 05-5237 AS COMPLETE". ROLL CALL: AYES: COUNCIL MEMBERS BYRD, JOHNSON, PEDROZA, SANTILLAN, AND VASQUEZ NONE NONE NONE NOES: ABSTAIN: ABSENT: Item #16 SPECIAL PERMIT REQUEST - TELEVISION FILMING AT PLAZA MEXICO Council Member Santillan pulled this item for discussion. She requested staff to draft guidelines to accommodate Plaza Mexico requests. After discussion, it was moved by Council Member Santillan, seconded by Council Member Byrd, to approve application for special permit. Special permit application for live taping of a television show entitled "Ventaneando", for Monday, November 6,2006 from 2:00 p.m. - 5:00 p.m. Ventaneando is a Spanish language morning show that has been launched by TV Azteca (Channel 54). ROLL CALL: AYES: COUNCIL MEMBERS BYRD, JOHNSON, PEDROZA, SANTILLAN, AND VASQUEl NONE NONE NONE NOES: ABSTAIN: ABSENT: DISCUSSION ITEMS Item #19 RE-APPROPRIATION OF THE 2000 RESOURCES BOND ACT FUNDS AND ALLOCATION OF THE 2002 RESOURCES BOND ACT FUNDS It was moved by Council Member Byrd, seconded by Mayor Pro Tem Johnson, to adopt the Resolution. RESOLUTION NO. 2006.204 ENTITLED: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD APPROVING THE RE-ALLOCATION OF THE 2000 PER CAPITA AND THE 2000 ROBERTI- l'BERG-HARRIS STATE RESOURCES BOND ACT FUNDS, THE ALLOCATION OF THE 2002 PER CAPITA AND ROBERTI-l'BERG-HARRIS RESOURCES BOND ACT FUNDS AND AUTHORlllNG THE CITY MANAGER OR DESIGNEE TO MAKE FUND APPROPRIATIONS AND TRANSFERS FOR THE L YNWOOD MEADOWS PARK PROJECT, PROJECT NO. 05-5289 AND THE ROSE PARK PROJECT, PROJECT NO. 05-5326. ROLL CALL: AYES: COUNCIL MEMBERS BYRD, JOHNSON, AND VASQUEl NOES: NONE ABSTAIN: NONE ABSENT: PEDROZA, SANTILLAN Item #20 APPROPRIATION AND TRANSFER FROM CITY'S GENERAL FUND BALANCE TO THE CITY HALUSENIOR CENTER PARKING LOT IMPROVEMENT PROJECT, PROJECT NO. 05-5297 It was moved by Council Member Byrd, seconded by Mayor Pro Tem Johnson, to adopt the Resolution. RESOLUTION NO. 2006.205 ENTITLED: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD APPROVING THE APPROPRIATION AND TRANSFER OF $800,000 FROM THE CITY'S GENERAL FUND BALANCE TO THE CITY HALUSENIOR CENTER PARKING LOT IMPROVEMENT PROJECT, PROJECT NO. 05-5297 AND AUTHORIZING THE CITY MANAGER OR DESIGNEE TO MAKE THE NECESSARY APPROPRIATION AND TRANSFER. ROLL CALL: AYES: COUNCIL MEMBERS BYRD, JOHNSON, PEDROZA, AND VASQUEZ NOES: NONE ABSTAIN: NONE ABSENT: SANTILLAN Item #21 AWARD OF CONTRACT TO SECURE THE CITY'S PARKS AND PUBLIC FACILITIES It was moved by Council Member Byrd, seconded by Mayor Pro Tem Johnson, to award a contract to secure the City's parks and public facilities to California Security Inc. RESOLUTION NO. 2006.206 ENTITLED: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD APPROVING THE SERVICES AGREEMENT WITH PREFERRED RESPONSE SECURITY SERVICES TO PROVIDE SECURITY GUARD SERVICES FOR THE CITY'S PARKS AND PUBLIC FACILITIES AND AUTHORIZING THE MAYOR TO EXECUTE SAID AGREEMENT. ROLL CALL: AYES: COUNCIL MEMBERS BYRD, JOHNSON, PEDROZA, AND VASQUEZ NOES: NONE ABSTAIN: NONE ABSENT: SANTILLAN Item #22 ADOPTION OF AN ORDINANCE AMENDING THE CITY'S PURCHASING PROCEDURES TO ADJUST THE PURCHASING AUTHORITY LIMITS OF THE PURCHASING OFFICER AND DEPARTMENT HEADS, ESTABLISH NEW LEVELS OF AUTHORITY FOR EXECUTION OF CONTRACTS BY THE CITY MANAGER AND UTILIZE COOPERATIVE PURCHASING ARRANGEMENTS Council Member Pedroza pulled this item to next week. He wanted to discuss this item with the City Manager. Item #23 COMMISSIONS AND BOARDS City Clerk Hooper reported that Mayor Pro Tem has nominated Robert Robinson to the Personnel Commission and Joe Battle to the CDBG Commission. Council Member Pedroza requested that this item be continued to next meeting. Item #24 CONFLICT OF INTEREST CODE City Clerk Hooper reported on the City's conflict of interest code resolution. She said that the conflict of interest code covers all elected officials, department heads, assistant department heads, contractors, and consultants that do business with the City. The exhibits that are attached to this Resolution are on file with the City Clerk. After discussion it was moved by Council Member Pedroza, seconded by Council Member Byrd, to adopt the Resolution. RESOLUTION NO. 2006.207 ENTITLED: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD ADOPTING AN UPDATED CONFLICT OF INTEREST CODE, WHICH INCORPORATED BY REFERENCES THE STANDARD CONFLICT OF INTEREST CODE, PREPARED BY THE FAIR POLITICAL PRACTICES COMMISSION. ROLL CALL: AYES: COUNCIL MEMBERS BYRD, PEDROZA, AND VASQUEZ NOES: NONE ABSTAIN: NONE ABSENT: JOHNSON, SANTILLAN DISCUSSION ITEMS - CITY COUNCIL REQUESTS Item #25 CITY MANAGER'S GOALS City Manager Martinez requested clarification on the following: Goal Goal 4: Goal 8: Goal 10: Goal 11: Goal 12: Response bv department Two months to determine if timeline will be met. Send letter to County outlining status of City's involvement in the project. Zoning entitlement in 6 months provided applicant responds in a timely manner. The six month time frame will be achieved. This is also contingent upon the property owner's cooperation. Return to Council in two months to determine if timeline will be met. After discussion, it was moved by Council Member Santillan, seconded by Council Member Byrd, to receive & file staff reports. ROLL CALL: AYES: COUNCIL MEMBERS BYRD, PEDROZA, SANTILLAN, AND VASQUEZ NOES: NONE ABSTAIN: NONE ABSENT: JOHNSON CLOSED SESSION Item #26 With respect to every item of business to be discussed in closed session pursuant to Section 54956.8: A. CONFERENCE WITH REAL PROPERTY NEGOTIATORS Properties: See listing of properties by Address and Assessor Parcel Numbers in Attachment "A" to this agenda. City Negotiator: City Council, City Manager, City Attorney, Development Services Director and Universal Field Services, Inc. Negotiating: See listing of properties and property owners ("Seller" or "Seller's") in Attachment "A" to this agenda. Under Negotiation: Price and terms of payment - Seeking authority to make offer to Seller's for acquisition of property and, where appropriate, value of immovable fixtures and equipment, provision of appropriate relocation benefits and compensation for potential loss of goodwill to parties legally entitled thereto. B. With respect to every item of business to be discussed in closed session pursuant to Section 54956.9: CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Significant exposure to litigation pursuant to subdivision (b) of Section 54956.9: Three (3) Cases C. With respect to every item of business to be discussed in closed session pursuant to Section 54957.6: CONFERENCE WITH LABOR NEGOTIATOR Agency negotiator: Mary Ellen Schubel Employee Organization: Lynwood Employees' Association Lynwood Management Association It was moved by Council Member Byrd, seconded by Council Member Pedroza, and carried to recess to Closed Session at 7:15 p.m. Council reconvened at 7:38 p.m. City Attorney Beltran stated that Council met on the aforementioned matters and with respect to the following: A. CONFERENCE WITH REAL PROPERTY NEGOTIATORS Properties: See listing of properties by Address and Assessor Parcel Numbers in Attachment "A" to this agenda. City Negotiator: City Council, City Manager, City Attorney, Development Services Director and Universal Field Services, Inc. Negotiating: See listing of properties and property owners ("Seller" or "Seller's") in Attachment "A" to this agenda. Under Negotiation: Price and terms of payment - Seeking authority to make offer to Seller's for acquisition of property and, where appropriate, value of immovable fixtures and equipment, provision of appropriate relocation benefits and compensation for potential loss of goodwill to parties legally entitled thereto. This item was not discussed. B. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Significant exposure to litigation pursuant to subdivision (b) of Section 54956.9: Three (3) Cases Case (1) Case (2) Case (3) Status report was provided. No action was taken. Status report was provided. No action was taken. Status report was provided. Council Members reached consensus (3-0-2, Pedroza and Johnson absent) and provided further instructions to staff regarding the possible disposition of the matter. C. CONFERENCE WITH LABOR NEGOTIATOR Agency negotiator: Mary Ellen Schubel Employee Organization: Lynwood Employees' Association Lynwood Management Association Status report was provided by staff. No action was taken. ADJOURNMENT Having no further discussion, it was moved by Council Member Byrd, seconded by Council Member Santillan, and carried to adjourn the regular Lynwood City Council meeting at 7:40 p.m. Leticia Vasquez, Mayor Andrea L. Hooper, City Clerk II DATE: TO: APPROVED BY: PREPARED BY: SUBJECT: AGENDA STAFF REPORT December 5, 2006 Honorable Mayor & City Council Me1)>~ffi N. Enrique Martinez, City Managey/"c$ fi} / .. _~_ Christy Valencia, Deputy Director of Finance ~ Lilly Mojarro, Accounting Technician Approval of the Warrant Register Recommendation: Staff respectfully recommends that the Lynwood City Council approve the warrant register. --------------------- Attached Warrant Register dated December 5, 2006--------------- AGENDA ITEM q >'l o ~ '" .. <Xl <Xl '" 10 >'l>'l 00 >'l>'l ~~ iH 0'" en~ en I .... .... 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Dir. Recre ion & ommunity Services WA Kenneth Khan, Senior & Social Services Manager SUBJECT: Award of Contract to Human Services Association - Senior Meals Service Recommendation: . Staff recommends that the City Council adopt the attached resolution entitled, "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD AUTHORIZING THE MAYOR TO EXECUTE A THREE (3) YEAR CONTRACT WITH HUMAN SERVICES ASSOCIATION TO PROVIDE MEALS FOR THE SENIOR LUNCH PROGRAM". Background: At the September 5th City Council meeting, the Council authorized staff to issue a Request for Proposals (RFP) for meals service provided for the City's Senior Meals Program. This was done to comply with the City's purchasing ordinance for contract awards over $15,000. Discussion and Analysis: The RFP was advertised in the Lynwood Press. the Press Telegram and the City's website. Copies of the RFP were sent to eight (8) firms. The deadline to receive proposals was October 12. 2006. One (1) proposal was received in response to this RFP from Human Services Association (HSA). The proposal received from HSA was evaluated by City staff and a designee from the Senior Advisory Board. The proposal is responsive to all elements in the RFP. Staff conducted a site visit of both the HSA headquarters and another local city's Senior Meals Program that contracts with HSA. The service level at the site was exceptional. Staff also contacted several other local cities which receive service for their senior lunch programs through HSA to conduct reference checks. Only positive comments were received relative to HSA. AGEND. I1EM 10 Staff is recommending the award of a contract to HSA for the City of Lynwood Senior Meals Program for a period of three (3) years commencing January 2, 2007 and concluding on December 31,2009. Fiscal Impact: The current annual cost to operate Meals Service for the Senior Program is $16,727; which is provided by the Oldtimers Foundation. The total estimated annual cost in the proposal submitted by Human Services Association is $16,250. The funding for this contract is available in the FY 06-07 adopted budget for the Recreation Department - Senior Services Division. Coordinated With: Finance Department Senior Advisory Board City Attorney's Office Resolution No. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD AUTHORIZING THE MAYOR TO EXECUTE A THREE (3) YEAR CONTRACT WITH HUMAN SERVICES ASSOCIATION TO PROVIDE MEALS FOR THE SENIOR LUNCH PROGRAM WHEREAS, the City of Lynwood purchasing guidelines require a formal Request for Proposals (RFP) be issued for agreements in excess of $15,000; and WHEREAS, Human Services Association submitted a proposal in response to the RFP that meets the proposal submission requirements; and WHEREAS, the City of Lynwood desires to utilize the services of Human Services Association as an independent contractor to provide meal services to the senior citizens lunch program; and WHEREAS, Human Services Association represents that it is fully qualified to perform such services by virtue of the experience and the training, education and expertise of its principals and employees. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL AS FOLLOWS: Section 1. That the City Council authorizes the Mayor to execute a three (3) year contract with Human Services Association as approved to form by the City Attorney. Section 2. The annual contract amount is estimated to be $16,250 based on the current number of meals served (16,250). Each additional meal, either congregate or home delivered shall be charged at the cost of $1 per meal. Section 3. That this resolution shall take effect upon its adoption. PASSED, APPROVED and ADOPTED this 5th day of December, 2006. Leticia Vasquez, Mayor ATTEST: Andrea L. Hooper, City Clerk APPROVED AS TO FORM: APPROVED AS TO CONTENT: N. Enrique Martinez, City Manager Arnoldo Beltran, City Attorney Autra C. Adams, Interim Director Recreation & Community Services STATE OF CALIFORNIA } } COUNTY OF LOS ANGELES } I, the undersigned City Clerk of the City of Lynwood, do hereby certify that the above and foregoing Resolution was duly adopted by the City Council of the City of Lynwood at a regular meeting held at City Hall on the 5th day of December, 2006, and passed by the following votes: AYES: NOES: ABSENT: ABSTAIN: Andrea L. Hooper, City Clerk STATE OF CALIFORNIA } } COUNTY OF LOS ANGELES } I, the undersigned City Clerk of the City of Lynwood, and Clerk of the City Council of said City, do hereby certify that the above and foregoing is a full, true and correct copy of Resolution No. on file in my office and that said Resolution was adopted on the date and by the vote therein stated. Dated this 5th day of December, 2006 Andrea L. Hooper, City Clerk HUMAN SERVICES ASSOCIATION AGREEMENT This agreement ("Agreement") is made as of December 5, 2006 by and between the City of Lynwood, a municipal corporation ("City") and Human Services Association, a private non- profit agency ("Meals Provider"). City and Meals Provider are sometimes hereinafter individually referred to as a "Party" and collectively referred to as the "Parties." RECIT ALS WHEREAS, City desires to utilize the services of Human Services Association as an independent contractor to provide meal services to senior citizens lunch program to City as set forth in the attached Exhibit A; and WHEREAS, Human Services Association represents that it is fully qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees. NOW, THEREFORE, in consideration of performance by the parties of the covenants and conditions herein contained, the parties hereto agree as follows: 1. Meals Provider Services. A. Scope of Services. The nature and scope of the specific services to be performed by Meals Provider are as described in Exhibit A. B. Time of Performance. Meals Provider shall complete the specific services according to the schedule of performance which is also set forth in Exhibit A. 2. Term of Agreement. This Agreement shall commence on January 1st 2007 (the "Commencement Date") and shall terminate on December 31, 2009 (the "Termination Date"), unless sooner terminated pursuant to the provisions of this Agreement. 3. Compensation. A. City agrees to compensate Meals Provider for services under this Agreement in compliance with the schedule set forth in Exhibit A. Payment will be made only after submission of proper monthly invoices in the form and manner specified by City. Each invoice shall include a breakdown of all monthly services performed together with the total number of meals served. Consulting Services Agreement - Human Services Association 1 B. In consideration of Meals Provider to provide meals pursuant to the Older Americans Act of 1965 and all amendments thereto ("Act"), the City agrees to pay the Meals Provider $1.00 for each congregate meal served at the City of Lynwood Senior Lunch Program, ("Program") partially funded by the Act. The City also agrees to pay the Meals Provider $1.00 for every home-delivered meal served within the City of Lynwood served under the Program partially funded under the Act. The rate will be in effect for the duration of the contract, regardless of the funding received by Meals Provider from the County of Los Angeles. The total estimated annual cost, based on the current number of participants in the senior lunch program is estimated to be $16,250. 4. General Terms and Conditions. The General Terms and Conditions set forth in Exhibit B are incorporated as part of this Agreement. In the event of any inconsistency between the General Terms and Conditions and any other exhibit to this Agreement, the General Terms and Conditions shall control unless it is clear from the context that both parties intend the provisions of the other exhibit(s) to control. 5. Addresses. City City of Lynwood 11330 Bullis Road Lynwood, CA 90262 Attn: Mr. N. Enrique Martinez, City Manager Meals Provider Human Services Association 6800 Florence Avenue Bell Gardens, CA 90201 Attn: Susann Sundberg, Executive Director 6. Exhibits. All exhibits referred to in this Agreement are listed here and are incorporated and made part of this Agreement by this reference. Exhibit A - Scope of Services and Time of Performance (two (2) (pages) Exhibit B - General Terms and Conditions (seven (7) pages) SIGNATURES ON FOLLOWING PAGE Consulting Services Agreement - Human Services Association 2 IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates written below. CITY OF L YNWOOD By: Leticia Vasquez, Mayor Date HUMAN SERVICES ASSOCIATION By: Susanne Sundberg, Executive Director Date ATTEST: By: Andrea L. Hooper, City Clerk APPROVED AS TO FORM: By: J. Arnoldo Beltran, City Attorney APPROVED AS TO CONTENT: By: Autra C. Adams, Int. Director Recreation & Community Services Department Consulting Services Agreement - Human Services Association 3 Exhibit A - Scope of Services and Time of Performance Scope of Work Meals Provider will provide congregate and home delivered meals service for the City of Lynwood senior citizens lunch program. Meals Provider will abide by all applicable county, state and federal nutrition regulations pertaining to both congregate and home delivered meal services within the City of Lynwood. A site manager shall be provided to supervise food service in the designated City lunch room. An administrator shall also be provided to work from the company base to ensure compliance of Meals Provider obligations to this contract. Both site manager and administrator rates of pay are to be incurred by Meals Provider. Congregate Meals Service shall be provided at the following location: 11301 Bullis Road, Lynwood, CA 90262. The City will be opening a new Senior Center in Winter 2007 and will give written notification to the Meals Provider in advance of the address of the new location and the effective date. Home Delivered Meals shall be provided to the names and addresses of program participants identified to Meals Provider by the City. The City has the right to modifY the list of program participants at any time during the agreement. Time of Performance Congregate Meals Service - Meals service is to be provided Monday to Friday from II :30 a.m. to 12:30 p.m. Meals Provider will deliver and setup food service to ensure meals are ready to serve by the start of the lunch hour. It is the responsibility of Meals Provider to ensure that meals are properly prepped and ready to serve by the start of the 11 :30 a.m. lunch hour. Meals Provider will conduct the daily clean up of the kitchen facility used to service meals. The facility should be properly cleaned no later 1 :30 p.m. Home Delivered Meals Service - Meals will be delivered Monday to Friday from 10:30 a.m. to 1 :30 p.m. Participants who sign up for home delivered meal service will be notified of their approximate delivery time upon enrolling in home delivered meal service. Consulting Services Agreement - Human Services Association - Exhibit A 1 The following holidays are to be excluded from meals service: New Years Day, Martin Luther King Day, Presidents Day, Cesar Chavez Day, Good Friday, Cinco De Mayo Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, the day following Thanksgiving Day, and Christmas Day. Cost of Service Human Services Association will charge the City for meals in the following marmer: -$1.00 per each congregate meal -$1.00 per each home delivered meal. Senior Citizens will be asked to make a volunteer donation of $1.75 per meal, however, meals will be provided to participants irrespective of the donation. Consulting Services Agreement - Human Services Association - Exhibit A 2 EXHIBIT B GENERAL TERMS AND CONDITIONS 1. Status as Independent Contractor. A. Meals Provider is, and shall at all times remain as to City, a wholly independent contractor. Meals Provider shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent. Neither City nor any of its agents shall have control over the conduct of Meals Provider or any of Meals Provider employees, except as set forth in this Agreement. Meals Provider shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of City. B. Meals Provider agrees to pay all required taxes on amounts paid to Meals Provider under this Agreement, and to indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. In the event that City is audited by any Federal or State agency regarding the independent contractor status of Meals Provider and the audit in any way fails to sustain the validity of a wholly independent contractor relationship between City and Meals Provider, then Meals Provider agrees to reimburse City for all costs, including accounting and attorney's fees, arising out of such audit and any appeals relating thereto. C. Meals Provider shall fully comply with the workers' compensation law regarding Meals Provider and Meals Provider's employees. Meals provider further agrees to indemnify and hold City harmless from any failure of Meals Provider to comply with applicable worker's compensation laws. City shall have the right to offset against the amount of any fees due to Meals Provider under this Agreement any amount due to City from Meals Provider as a result of Meals Provider failure to promptly pay to City any reimbursement or indemnification arising under this Section I. 2. Standard of Performance. A. Meals Provider shall perform all work to the highest professional standards and in a manner reasonably satisfactory to the City Manager or his/her designee. The City Manager or his/her designee may from time to time assign additional or different tasks or services to Meals Provider, provided such tasks are within the scope of services described in Exhibit A. However, no additional or different tasks or services shall be performed by Meals Provider other than those specified in Exhibit A, or those so assigned in writing to Meals Provider by the City Manager or his/her designee. B. The Recreation & Community Services Department of the City shall, until further notice to Meals Provider, administer this Agreement and provide for immediate supervision of the Meals Provider with respect to the services to be provided hereunder. Consulting Services Agreement - Human Services Association 1 Exhibit B 3. Indemnification. A. Meals Provider is skilled in the professional calling necessary to perform the services and duties agreed to be performed under this Agreement, and City is relying upon the skill and knowledge of Meals Provider to perform said services and duties. B. City and its respective elected and appointed boards, officials, officers, agents, employees and volunteers (individually and collectively, "Indemnitees") shall have no liability to Meals Provider or any other person for, and Meals Provider shall indemnify, defend, protect and hold harmless Indemnitees from and against, any and all liabilities, claims, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs and expenses of whatever nature, including reasonable attorneys' fees and disbursements (collectively "Claims"), which Indemnitees may suffer or incur or to which Indemnitees may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or other loss occurring as a result of or allegedly caused by the Meals Provider's performance of or failure to perform any services under this Agreement or by the negligent or willful acts or omissions of Meals Provider, its agents, officers, directors, subcontractors, or employees, committed in performing any of the services under this Agreement. Notwithstanding the foregoing, the provisions of this subsection shall not apply to Claims occurring as a result of the City's sole negligence or willful acts or omissions. C. Meals Provider agrees to obtain executed indemnity agreements with provisions identical to those set forth in this Section from each and every subcontractor, subconsultant or any other person or entity involved by, for, with or on behalf of Meals Provider in the performance of this Agreement. In the event Meals Provider fails to obtain such indemnity obligations from others as required in this Section, Meals Provider agrees to be fully responsible according to the terms of this Section. Failure of the City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend Indemnitees as set forth herein shall survive the termination of this Agreement and is in addition to any rights which City may have under the law. This indemnity is effective without reference to the existence or applicability of any insurance coverage which may have been required under this Agreement or any additional insured endorsements which may extend to City. 4. Insurance. A. Without limiting Meals Provider's indemnification ofIndemnitees pursuant to Section 3 of this Agreement, Meals Provider shall obtain and provide and maintain at its own expense during the term of this Agreement the types and amounts of insurance as described below: (i) Commercial General Liability Insurance using Insurance Services Office Commercial General Liability form CG 00 0 I or the exact equivalent. Defense costs must be paid in addition to limits. There shall be no cross liability exclusion for claims or suits by one insured against another. Limits shall be no less than $1,000,000 per occurrence for all covered losses and no less than $2,000,000 general aggregate. Consulting Services Agreement - Human Services Association 2 Exhibit B (ii) Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including symbol I (Any Auto) or the exact equivalent. Limits shall be no less than 1,000,000 per accident, combined single limit. If Meals Provider owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described in the preceding subsection. If Meals Provider or Meals Provider employees will use personal autos in any way on this project, Meals Provider shall provide evidence of personal auto liability coverage for each such person. (iii) Workers' Compensation insurance on a state approved policy form providing statutory benefits as required by law with employer's liability limits no less than $1,000,000 per accident for all covered losses.; (iv) Professional Liability or Errors and Omissions Insurance as appropriate to the profession, written on policy form coverage specifically designed to protect against acts, errors or omissions of the Meals Provider and "Covered Professional Services" as designated in the policy must specifically include work performed under this Agreement. The policy limit shall be not less than $1,000,000 per claim and in the aggregate. The policy must "pay on behalf of' the insured and must include a provision establishing the insurer's duty to defend. The policy retroactive date shall be on or before the effective date of this Agreement. B. City, its officers, officials, employees and volunteers shall be named as additional insured's on the policy(ies) as to commercial general liability and automotive liability. C. All insurance procured pursuant to these requirements shall be written by insurers that are admitted carriers in the state of California with a Best's rating of no less than A:VII. D. All insurance policies shall provide that the insurance coverage shall not be non- renewed, canceled, reduced, or otherwise modified (except through the addition of additional insured's to the policy) by the insurance carrier without the insurance carrier giving City thirty (30) days' prior written notice thereof. Any such thirty (30) day notice shall be submitted to CITY via certified mail, return receipt requested, addressed to "Risk Manager," City of Lynwood, 11330 Bullis Road, Lynwood, California, 90262. Meals Provider agrees that it will not cancel, reduce or otherwise modifY said insurance coverage. E. Meals Provider shall submit to City (i) insurance certificates indicating compliance with the minimum worker's compensation insurance requirements above, and (ii) insurance policy endorsements indicating compliance with all other minimum insurance requirements above, not less that one (I) day prior to beginning of performance under this Agreement. Endorsements shall be executed on City's appropriate standard forms entitled "Additional Insured Endorsement". Consulting Services Agreement - Human Services Association 3 Exhibit B F. The Meals Provider's insurance shall be primary as respects the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees and volunteers shall be excess of the Meals Provider's insurance and shall not contribute with it. G. Meals Provider's agrees that if it does not keep the aforesaid insurance in full force and effect, and such insurance is available at a reasonable cost, City may take out the necessary insurance and pay the premium thereon, and the repayment thereof shall be deemed an obligation of Meals Provider's and the cost of such insurance may be deducted, at the option of City, from payments due to Meals Provider. 5. Confidentiality. Meals Provider in the course of its duties may have access to confidential data of City, private individuals, or employees of the City. Meals Provider covenants that all data, documents, discussion, or other information developed or received by Meals Provider or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Meals Provider without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Meals Provider covenant under this section shall survive the termination of this Agreement. 6. Ownership of Work Product. All reports, documents or other written material developed by Meals Provider in the performance of this Agreement shall be and remain the property of City without restriction or limitation upon its use or dissemination by City. Such material shall not be the subject of a copyright application by Meals Provider. 7. Conflict ofInterest. A. Meals Provider covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by Meals Provider under this Agreement, or which would conflict in any manner with the performance of its services hereunder. Meals Provider further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, Meals Provider shall avoid the appearance of having any interest which would conflict in any manner with the performance of its services pursuant to this Agreement. B. Meals Provider covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendor(s) of services to City as a result of the performance of this Agreement, or the services that may be procured by the City as a result of the recommendations made by Meals Provider. Meals Providers covenant under this section shall survive the termination of this Agreement. Consulting Services Agreement - Human Services Association 4 Exhibit B 8. Termination for Cause. Should Meals Provider fail to perform any of the obligations required of Meals Provider within the time and in the manner provided for under this Agreement within seven (7) days after receipt from City of a written notice of such default, or should Meals Provider violate any of the terms and conditions of the Agreement, City may terminate this Agreement with cause upon thirty (30) days' written notice to Meals Provider. The effective date of termination shall be upon the date specified in the notice of termination. Meals Provider agrees that in the event of such termination, City's obligation to pay Meals Provider shall be limited to payment only for those services satisfactorily rendered prior to the effective date of termination. Immediately upon receiving written notice of termination, Meals Provider shall discontinue performing services, preserve the product of the services, and turn over to City the product of the services in accordance with written instruction of City. Furthermore this agreement can be terminated by either party with or without cause upon 60 days written notice to either party. 9. Personnel. Meals Provider represents that it has, or will secure at its own expense, all personnel required to perform the services under this Agreement. All of the services required under this Agreement will be performed by Meals Provider or under its supervision, and all personnel engaged in the work shall be qualified to perform such services. Meals Provider reserves the right to determine the assignment of its own employees to the performance of Meals Provider services under this Agreement, but City reserves the right, for good cause, to require Meals Provider to exclude any employee from performing services on City's premises. 10. Financial Condition. Prior to entering into this Agreement, Meals Provider has submitted documentation acceptable to the City Manager, establishing that it is financially solvent, such that it can reasonably be expected to perform the services required by this Agreement. Within thirty (30) days of the first anniversary of the effective date of this Agreement, and each year thereafter throughout the term of this Agreement, Meals Provider shall submit such financial information as may be appropriate to establish to the satisfaction of the City Manager that Meals Provider is in at least as sound a financial position as was the case prior to entering into this Agreement. Financial information submitted to the City Manager shall be returned to Meals Provider after review and shall not be retained by City. 11. Non-Discrimination and Equal Employment Opportunity. A. Meals Provider shall not discriminate as to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation, in the performance of its services and duties pursuant to this Agreement, and will comply with all rules and regulations of City relating thereto. Such nondiscrimination shall include but not be limited to the following: employment, upgrading, demotion, transfers, recruitment or recruitment advertising; layoff or termination; rates of payor other forms of compensation; and selection for training, including apprenticeship. B. Meals Provider will, in all solicitations or advertisements for employees placed by or on behalf of Meals Provider state either that it is an equal opportunity employer or that all qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation. Consulting Services Agreement - Human Services Association 5 Exhibit B C. Meals Provider will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this Agreement except contracts or subcontracts for standard commercial supplies or raw materials. 12. Assignment. Meals Provider shall not assign or transfer any interest in this Agreement nor the performance of any of Meals Providers obligations hereunder, without the prior written consent of City, and any attempt by Meals Providers to so assign this Agreement or any rights, duties, or obligations arising hereunder shall be void and of no effect. 13. Performance Evaluation. For any Agreement in effect for twelve months or longer, a written annual administrative performance evaluation shall be required within ninety (90) days of the first anniversary of the effective date of this Agreement, and each year thereafter throughout the term of this Agreement. The work product required by this Agreement shall be utilized as the basis for review, and any comments or complaints received by City during the review period, either orally or in writing, shall be considered. City shall meet with Meals Provider's prior to preparing the written report. If any noncompliance with the Agreement is found, City may direct Meals Provider's to correct the inadequacies, or, in the alternative, may terminate this Agreement as provided herein. 14. Compliance with Laws. Meals Provider shall keep itself informed of State, Federal and Local laws, ordinances, codes and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. The Meals Provider shall at all times comply with such laws, ordinances, codes and regulations. The City, its officers and employees shall not be liable at law or in equity occasioned by failure of Meals Provider to comply with this Section. 15. Licenses. At all times during the term of this Agreement, Meals Provider shall have in full force and effect all licenses (including a City business license) required of it by law for performance of the services hereunder. 16. Non-Waiver of Terms, Rights and Remedies. Waiver by either party of any one or more of the conditions of performance under this Agreement shall not be a waiver of any other condition of performance under this Agreement. In no event shall the making by City of any payment to Meals Provider constitute or be construed as a waiver by City of any breach of covenant, or any default which may then exist on the part of Meals Provider, and the making of any such payment by City shall in no way impair or prejudice any right or remedy available to City with regard to such breach or default. 17. Attorney's Fees. In the event that either party to this Agreement shall commence any legal or equitable action or proceeding to enforce or interpret the provisions of this Agreement, the prevailing party in such action or proceeding shall be entitled to recover its costs of suit, including reasonable attorney's fees and costs, including costs of expert witnesses and Meals Provider. Consulting Services Agreement - Human Services Association 6 Exhibit B 18. Notices. Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on (a) the day of delivery if delivered by hand during Meals Provider's regular business hours or by facsimile before or during Meals Provider's regular business hours; or (b) on the third business day following deposit in the United States mail, postage prepaid, to the addresses heretofore set forth in the Agreement, or to such other addresses as the parties may, from time to time, designate in writing pursuant to the provisions of this section. 19. Governing Law. This Agreement shall be interpreted, construed and enforced in accordance with the laws of the State of California. 20. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be deemed to be the original, and all of which together shall constitute one and the same instrument. 21. Severability. If any provision or any part of any provision of this Agreement is found to be invalid or unenforceable, the balance ofthis Agreement shall remain in full force and effect. 22. Entire Agreement. This Agreement, and any other documents incorporated herein by specific reference, represents the entire and integrated agreement between Meal's Provider and City. This Agreement supersedes all prior oral or written negotiations, representations or agreements. This Agreement may not be amended, nor any provision or breach hereof waived, except in a writing signed by the Parties which expressly refers to this Agreement. Amendments on behalf of the City will only be valid if signed by the Mayor and attested by the City Clerk. 23. Authority. The person or persons executing this Agreement on behalf of Meal's Provider warrants and represents that he/she has the authority to execute this Agreement on behalf of the Meal's Provider and has the authority to bind Meal's Provider to the performance of its obligations hereunder. Consulting Services Agreement - Human Services Association 7 Exhibit B ~I HSA Human Services Association "RFP FOR SENIOR CITIZEN'S MEAL SERVICES" Andrea L. Hooper, City Clerk City Clerk's Office City of Lynwood 11330 Bullis Road L ynwood, CA 90262 Submitted by: Human Services Association 6800 Florence Ave. Bell Gardens, CA 90201 Ph-562-806-5400 Darren Dunaway, Senior Services Director October 12, 2006 41(HSA I 0800 Florence Ave Bell Gurdens, CA 90201-<1 Human Services Association October 6, 2006 Tel(562) 806.5400 Fax 1')62j 8065394 Andrea 1. Hooper, City Clerk City Clerk's Office City of Lynwood 11330 Bullis Road Lynwood, CA 90262 www.hsala,org dgency(<.i~ hsala,org INTRODUCTION AND COVER LETTER City of Lynwood: In response to the City of Lynwood's Request for Proposal (RFP) for "Senior Citizen's Meal Services" Human Services Association (HSA) respectfully submits the attached proposal. Human Services Association has been providing senior citizen meals in the southeast area of Los Angeles County for over 25 years. HSA currently operates 16 congregate meal sites (1200 meals/daily) in 9 cities, and currently serves 500 hot home delivered meals daily in 9 cities. HSA is excited about the potential opportunity to expand our quality meal services to the City of Lynwood seniors. The addition of senior meals would round out our comprehensive services to senior citizens in Lynwood, as we currently provide the following programs in your city: Senior Citizen Care Management (County Contract), Home Based Care (County Contract), Multipurpose Senior Services Program, MSSP (State Contract), Alzheimer's Day Care (County Contract), and Caregiver Services (County Contract). Contact Information: Agency- Contact- Address- Phone- Fax- e-mail- Human Services Association Darren Dunaway, Senior Services Director 6800 Florence Ave. Bell Gardens, Ca 90201 562-806-5400 562-806-1006 darren.dunaway@hsala.org HSA takes a great deal of pride in our high quality comprehensive senior citizen services. Our all inclusive approach enables us to seamlessly provide seniors with appropriate services as they age in a dignified and safe environment. Thank you for your consideration of our proposal, and please contact us with any questions or comments. Respectfully, D ~ u Darren Dunaway Senior Services Director I!t" ~\' C Ii rill q &" {" o !It I' S D (l i II ~ mmm. .. t1&'\ IImlJ .' ~I HSA Human Services Association "RFP FOR SENIOR CITIZEN'S MEAL SERVICES" COMPANY EXPERIENCE AND APPROACH Submitted by: Human Services Association 6800 Florence Ave. Bell Gardens, CA 90201 Ph-562-806-5400 Darren Dunaway, Senior Services Director October 12, 2006 41(HSA 16800 Florence Ave Bell Cdrdens, CA 9020 1-4 Human Services Association Tell '562) 806.5400 Fox 156:!) 8065394 www.hsald,org ClgencyCql hsola ,org COMPANY EXPERIENCE AND APPROACH Company Experience- Since its creation in 1940 Human Services Association has been providing comprehensive service for the public through City, County, State, and Federal grants. HSA has contracted with the Los Angeles Area Agency on Aging beginning in 1977 with annual funding continuing to date. HSA is a recognized Los Angeles County Focal Point on Aging and is the only provider of in the southeast area to contract for and provide such a wide variety of comprehensive senior services to the public. Current services provided include: congregate meals, home delivered meals, integrated care management, home based care, Alzheimer's Day Care Resource Center (ADCRC), Multipurpose Senior Services Program (MSSP), telephone reassurance, and information and assistance. Conareaate Meals and Home Delivered Meals- HSA began serving congregate and home delivered meals at two sites in two cities of Southeast Los Angeles County in 1977. During the most recent funding cycle HSA operates sixteen congregate sites and eleven home delivered routes in nine cities: Bell Gardens, Bellflower, Cerritos, Commerce, Downey, Hawaiian Gardens, Lakewood, Long Beach and Paramount. Currently HSA serves approximately 1200 congregate meals per day and 500 home delivered meals per day, Monday through Friday. PROJECT DESCRIPTION Conareaate Meals The Congregate Meal program is the foundation to the outcome of providing a community based long term care system that maximizes consumer independence and dignity. HSA believes that by providing an effective and well planned Congregate Meals .,)': ",I' eil riJ/{I tJp '0111 i';; DO tl\l.l lI1lm!m~ 11m .,. )(HSA Human Services Association 16800 Florence Ave. Bell Gardens, CA 9020 1-' Tell,)62j R06.5400 Fax (562) 806.5394 www.hsala.org dgency@hsala.org program, seniors become less sedentary, which enhances well being. Congregate Meals by name alone signifies the marriage of providing highly nutritious, safe, and ethnically proper meals, with the provision of an active, friendly, and stimulating atmosphere. Through HSA's diligence for over twenty five years we have strived to partner with Cities organizations, and others who will actively participate in meeting our mutual goals of improving the physical and social well being of older adults through appropriate congregate services. HSA complies with all AAA standards of operation as described in the AAA Contract Manual, the Food Service Standard Operating Procedures. Meal Sites HSA currently operates meal sites in the following cities; Bell Gardens, Bellflower, Cerritos, Commerce, Downey, Hawaiian Gardens, Lakewood, Long Beach, and Paramount. Through a careful planned system of delivery, each site receives food in bulk, then is portioned and served to individual participants. Most of HSA's meal sites are located at City senior facilities which are dedicated to senior citizens. Flow of information, activities, classes, nutrition, and overall wellness are senior center motivators. Through in-kind agreements, each City site dedicates much time, effort, and appropriate and well maintained facilities to the Congregate Meal program. Current Meals Sites- "Senior Dinina Centers"- Bell Gardens Park 6662 Loveland, Bell Gardens, CA 9020 I (562) 928-7228 Lunch Served - 11:30 a.m. Site Manager - Bertha Commerce Senior Center 2555 Commerce Way, Connnerce, CA 90040 (323) 887-4430 Lunch Served - II :30 a.m. Site Manager - Olga Bellflower Nntrition Site Simms Park 16614 S. Clark, Bellflower, CA 90706 (562) 925-6485 Lunch Served - 11:30 a.m. Site Manager - Jeanine Downev Community/Senior Center 7810 Quill Drive, Downey, CA 90242 for reservations call (562) 806-5400 xl26 between 2:00 p.m. - 4:00 p.m. only Lunch Served - 11 :30 a.m. Site Manager-Maggie .. "~ . .. J/(HSA Human Services A~sociation 16800 Florence Ave Bell Gardens, CA G0201-49' Tel 15(2) 8065400 Fox ('i62) 806.5394 www.hsala,org Clgf'ncyC<jlhsala ,org Cerritos Senior Center 12340 South Street, Cerritos, CA 90712 (562) 916-8555 Lunch Served - 12:00 p.m. Site Manager - Carmen Hawaiian Gardens Senior Center 21815 Pioneer Blvd., Hawaiian Gardens, CA 90716 (562) 420-2641 ext 238 Lunch Served - II :30 a.ill. Site Manager - Teresa California Commnnitv Recreation Center Downtown Long Beach 1550 Martin Luther L. King Jr. Ave, Long Beach, CA 90813 (562) 599-7185 CAMBODIAN & AMERICAN MEALS (two sites) Lunch Served - II :30 a.ill. Site Manager - Kim El Dorado Park East Long Beach 2800 Studebaker Road, Long Beach, CA 90815 (562) 429-4283 Lunch Served - II :30 a.ill. Site Manage - Claire Lon!! Beach Senior Center 1150 East 4'" Street, Long Beach, CA 90802 (562)570-3520 OPEN SATURDAYS Lunch Served - 12:00 p.ill. Site Manger - David Hou!!hton Park North Long Beach 6301 Myrtle Ave, Long Beach, CA 90805 (562) 428-6538 Lunch Served - II :30 a.ill. Site Manager - Della Silverado Park West Long Beach 1545 West 31" Street, Long Beach, CA 90810 (562) 424-4819 Lunch Served - 12:00 p.m. Site Manager - Audrey Cesar Chavez Park 401 Golden Long Beach, CA 90802 Lunch Served - II :30 a.ill. for reservations call (562) 806-5400 x126 Back up -Site Manager - Esperanza Burns Communitv Center 5510 N. Clark Avenue Lakewood, CA 90712 (562) 925-9829 Lunch Served - 11:30 a.m. Site Manager - Sharon Wein2art Senior Center 5220 Oliva Avenue Lakewood, CA 90712 (562) 630 -6210 Lunch Served - II :30 a.m. Site Manager - Sally Paramount Communitv Center 14400 Paramount, Paramount, CA 90723 (562) 220-2090 Lunch Served - 1:30 p.ill. Site Manager - Consuelo Site Staffina Each congregate meal site is supervised by an HSA Site Manaaer. Each Site Manager is certified in food handling through the Los Angeles County. HSA's team of Site Managers has an average employment history of 5 years with HSA. The Site Manager is often a peer of the seniors at the Site and becomes an integral part of the site culture. rnmm~ ~.. ~)(HSA 16ROQ Florence Ave Bell Gardens, CA 90201-' Human Services Association Tel (562) 806.5400 Fax 1562) 806 5394 www.hsala,org agency(ii;hsala.org It is HSA's goal for Site Managers to represent not only HSA but also the city in which they are located. The HSA site manager plays a major role in the customer service efforts of each senior center and HSA. Home Delivered Meals Human Services Association takes great pride in providing hot home delivered meals Monday through Friday. HSA believes that a safe and nutritious meal is only part of the overall goal of the home delivered meals program. A daily visit by our staff driver is also a major component of monitoring frail home bound seniors. Many of the seniors on home delivered meals only see our driver on a daily basis and have no other social support. HDM RoutesNehicles HSA currently operates 11 routes of about 40-45 meals each. Each driver covers a route in two hours and abides by all County and State regulations. HSA utilizes modern home delivered meals vehicles that are equipped with heating units and cooling units. Over the last three years HSA has purchased all new home delivered meals vehicles. *** All of the following areas of the HSA meals program pertain to congregate and home delivered meals. Proiect Director and Coordinators The Project Director oversees all site operations as well as administration and fiscal responsibilities. The HSA Project Director is a Nutritionist Certified by Los Angeles County as a Food Handler. HSA's Project Director also oversees all senior services programs operated by HSA. The two Project Coordinators supervises all site managers and drivers, and run the day to day operation of the congregate and home delivered meal programs. mmm~ ~ .... ~/(HSA 16800 Florence Ave Bell GClrdens. CA 9020]-1 Human Services Association Tel (562) 806,5400 Fax (562) 806.5394 www.hsala.org dgency(<llhsalaorg Client Satisfaction/ Trainina/ Quality Assurance Monthly trainings update each staff member in proper site/route procedures. Quarterly training's by the Project Dietitian focus on HACCP sanitation specifically. Monthly visits by a Dietitian, monthly visits by a quality assurance team member, daily participant comments, driver ride alongs, and Site Manager audits highlight an extensive QA program. Information is used to modify operations in a constant effort to improve. All QA reports are kept on file and reviewed by the entire nutrition team monthly. Constant evaluation of our meal program is essential to ensure proper client satisfaction, proper ethnic choices, and to ensure safe and nutritious overall meals. HSA strictly follows the HACCP Quality Assurance protocol procedures as set forth in the Congregate Meal Program Manual. HSA's track record for providing quality programming is very good. As with any food establishment, client satisfaction and perception is vital to continuing business. An indication of a successful quality assurance program is the continuing attendance and comments made by participants. HSA client satisfaction quality assurance is provided through customer satisfaction surveys and advisory council meetings. Twice per year HSA distributes customer satisfaction surveys to all home delivered meals clients and Congregate Meal sites. Questions include; overall satisfaction, menu satisfaction, atmosphere, meal likes and dislikes, and other pertinent questions. HSA evaluates surveys and makes adjustments if necessary as needed. During the last funding cycle HSA achieved a 92% overall excellent approval rating. HACCP Proaram In accordance with AAA requirements HSA has actively participated in the countywide conversion to the HACCP system. HACCP programs actively analyze potentially hazardous food flows through the system and protect against contamination influences. mmm~~ ~.. ~/(HSA Human Services Association 16800 Florence Ave Bell G,.ndens. CA 90201-' Tell 562) 306.5400 Fax (562) H06 ') 394 www.hsala.org JgencY(G1hsala,org Proiect AdViSOry Council A project Advisory Council representing each of HSA's meal sites meets bi-monthly to discuss program operation and client concerns. Council members represent the diverse ethnic makeup of the Southeast Area. The advisory council makes recommendations to the program director with respect to menu, suggested donation, and site policies. All final decisions regarding the nutrition program are made by the HSA program director and executive staff. Site Activities Each meal site promotes active living by providing stimulating activities. Parties, bands, bingo, clubs, and other special events are always appreciated by the seniors. HSA is dedicated to providing ethnically appropriate activities as seniors request. Each HSA Site Manager receives $50.00 per event at their site, or a total of $700.00 each year for special events. This money is spent on decorations, raffles, prizes, or general holiday fare. HSA typically works closely with city staff to help coordinate the food that will go with each special event. The special event planning is generally led by a city staff person based on the needs of the city. Ethnicallv Sensitive Activities/Meals Each of HSA's sixteen meal sites is unique as far as ethnic and cultural participants. HSA has incorporated ethnically sensitive menu items to ensure client participation and satisfaction. Menu olannina In accordance with Los Angeles County Food Service Standard Operating Procedures, the CDA, and CURFFL, HSA diligently plans and coordinates menu patterns that reflect the active life styles of participants while also mirroring the cultural diversity blossoming in the Southeast area. HSA has incorporated ethnically appropriate menu items in mMm. "~ IEm .. ~I(HSA 16800 Florence Ave 8ell Gardens. CA 90201-4 Human Services Association Tel 15621 8065400 Fox (562) 806.5394 www.hsala.org dgency(o)h,;ala,org response to multicultural site activity. The Project Dietitian, Caterer, Program Director, Advisory Council, and other gathered Nutrition Specialist assist HSA on planning proper menus. Currently HSA utilizes a 6 week menu that incorporates an "A" and "B" cycle, effectively making our menu a twelve week menu. 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U - ~ " -g =:;:0. a tl ~ '" 0; ~ Cl .S _:-~......l~rEJ 0 Ul-O _~O""=_Cl>..!l t:: > ~ .~ al '5 ~ ~ " ~ ~ ~ E r~ ~ 'en UJ ,;:3 ~ ~ 00 0 v'- 0. - =""oo"===al:Joo,,, ~S<--;.g ..2~'~ .~ ~ U U ~ .... " o ~ 0 ~ ~ .~ ~ :E a ~ ~~:2 * f- .. I .' ~ ~ ~ ;;: ~ - ~ ;;:r:: :T t:I- t:I- (<l ;;:r:: ~I HSA Human Services Association "RFP FOR SENIOR CITIZEN'S MEAL SERVICES" FEE SCHEDULE & COSTS Submitted b'.:: Human Services Association 6800 Florence Ave. Bell Gardens, CA 90201 Ph-562-806-5400 Darren Dunaway, Senior Services Director October 12, 2006 JltHSA 16XOO Florence Ave Bell Gardens, CA (j0201-4 Human Services Association FEE SCHEDULE AND COSTS Tel 1562) 806.5400 Fax 1562) 806.5394 www.hsalaorg a~ency@hsala,org Human Services Association currently provides congregate and home delivered meals ana is reimbursed under contract with the Los Angeles County Area Agency on Aging. Currently, 2006-2007 fiscal year, HSA has additional meals incorporated into our program's contract and can accommodate the Lynwood congregate and home delivered meals without modifying our existing Area Agency on Aging contract. Although the bulk of the program cost will be incorporated into and paid by our County contract, HSA cannot provide the meal program without funding from the City of Lynwood. The following is the rate/cost in which HSA will provide meals in the city of Lynwood: COST PER MEAL Con2re2ate Meals- $1.00 per meal served Home Delivered Meals- $1.00 per meal served The City of Lynwood has indicated in this RFP current serving levels for the congregate meal site and home delivered meals at the following daily average: DAILY AVERAGE Con2re2ate Meals Per Dav- 45 Home Delivered Meals Per Dav- 20 HSA would bill the City of Lynwood according to actual and exact number of meals served monthly. (Please see the Attached Samnle Billin2 or Exnected Reasonable Monthlv Statement) An estimated Annual cost to the City of Lynwood based on the amount of meals estimated in this RFP would calculate as follows: ESTIMATED ANNUAL COST Congregate Meals- 45 meals/day X 250 serving days X $1.00/meal = $11,250 Home Delivered Meals- 20 meals/day X 250 serving days X $I.OO/meal = $5,000 Total Estimated Cost for Senior Citizen Meals- $16.250 I' " ~ ~\' C li ri"fl Ii ~ " . !J If/ e :i OOil\l.\ Be 4ttHSA Human Services Association Date: October 10, 2006 INVOICE FOR MEALS SERVED FROM; Remit to : Human Services Association 6800 Florence Ave., Bell Gardens, CA 90201 ATTN: Robert Perez Billed to; City of Lynwood Lynwood Senior Center 11330 Bullis Rd. Lynwood, CA 90262 ATTN; 6800 Florence Ave Bell Gardens, CA 90201-4 Tel ('5621 K06,'5400 Fax ('562) 806,'5'394 WWw.h~dla,org ilgencyCa\hsala.org Seotember 1 2006 to Seotember 30 2006 (City subsidy equals $1.00 for each senior citizen meal served) SAMPLE Neek 9/1/2005 Man Tues Wed Thurs Fri Total otal Congregate Meals - - - - 45 , Icity Congregate City Subsidy - - - - 45 $ 45.( ~eek 09/04-09/08/05 Man Tues Wed Thurs Fri Total Irotal Cong regate Meals Hal 44 46 45 44 1, lcity Congregate City Subsidy Hal 44 46 45 44 $ 179.( tNeek 09/11-09/15/06 Man Tues Wed Thurs Fri Total otal Congregate Meals 44 45 43 46 45 22 City Congregate City Subsidy 44 45 43 46 45 $ 223.0 Week 09/19-09/23/05 Man Tuas Wed Thurs Fri Total "otal Congregate Meals 44 45 45 46 44 22 ~ity Congregate City Subsidy 44 45 45 46 44 $ 224.0 Week 09/26-09/30/05 Man Tues Wed Thurs Fri Total Irotal Congregate Meals 44 45 44 46 44 22 ity Congregate City Subsidy 44 45 44 46 44 $ 2230 otal Congregate Meals Served 894 - otal City Congregate Subsidy 894 Meals X $ 1.00 894.01 , " . ~ 3RAND TOTAL AMOUNT DUE 'Jll Please make check Payable to "Human Services Association". (PAYMENT DUE UPON RECEIPT) ..ft' ~ '\\' C Ii f" j ".] ffimm. .. t-r~ ~... .!if> r /I ", t' :5 DO t Ill.J 41(HSA Human Services Association I N~(JO r'lurcf1ce r\VC , Bell CJrdt'ns, CA ()0201-1 Tell ')021 X06 'i4()O Fax 1')621806".i':!94 www.hs.lldorg , q~cncy{;,'I'salaorg Date: October 10, 2006 INVOICE FOR MEALS SERVED FROM: Remit to : Human Services Association 6800 Florence Ave., Bell Gardens, CA 90201 A TIN: Robert Perez September 1 2006 to September 30 200! BlIIed to: City of Lynwood Lynwood Senior Center 11330 Bullis Rd. Lynwood, CA 90262 ATTN: (City subsidy equals $1.00 for each senior citizen meal served) SAMPLE VIIeek 9/1/2005 Man Tues Wed Thurs Fri Total otal Home Delivered Meals - - - - 21 21 ~ity Home Delivered City Subsidy - - - - 21 $ 21.00 Week 09/04-09/08/05 Man Tues Wed Thurs Fri Total otal Home Delivered Meals Hal 22 20 21 20 83 ity Home Delivered City Subsidy Hal 22 20 21 20 $ 83.00 Neek 09/11-09/15/06 Man Tues Wed Thurs Fri Total atal Home Delivered Meals 20 21 20 20 20 101 ity Home Delivered City Subsidy 20 21 20 20 20 $ 101.00 Week 09/19-09/23/05 Man Tues Wed Thurs Fri Total frotal Home Delivered Meals 21 22 20 20 21 104 bty Home Delivered City Subsidy 21 22 20 20 21 $ 104.00 Week 09/26-09/30/05 Man Tues Wed Thurs Fri Total frotal Home Delivered Meals 20 21 21 21 21 104 Ic;ty Home Delivered City Subsidy 20 21 21 21 21 $ 104.00 Total Home Delivered Meals Served 413 - Total City Home Delivered Subsidy 413 Meals X $ 1.00 413.00 GRAND TOTAL AMOUNT DUE Please make check Payable to "Human Services Association". (PAYMENT DUE UPON RECEIPT) ", ~ , ' '_. d r [ If ? /),' , " iHt:'5 01' i l\ 'J . 1i11'J!Im ('i' , ~.,.. ~I HSA Human Services Association "RFP FOR SENIOR CITIZEN'S MEAL SERVICES" COMPANY REFERENCES Submitted by: Human Services Association 6800 Florence Ave. Bell Gardens, CA 90201 Ph-562-806-5400 Darren Dunaway, Senior Services Director October 12,2006 .~ 4/~HSA I 0800 Florence Ave Bell Gardens, CA 90201-4( Human Services Association Te115b2) 806.5400 Fax 1562) 806.5394 www.hsalaorg J{-1cncy@hsala.org COMPANY REFERENCES Human Services Association works very closely with all of the cities in which we serve meals and provide services, The following are the five references requested: . City of Commerce- Ann Cruz, Senior Services Supervisor Phone- 323-887-4430 Work Performed- HSA currently provides congregate and home delivered meals in the City of Commerce. HSA also provides a range of support services for senior citizens in this city. . City of Bell Gardens- Alex Noriega, Recreation Supervisor Phone- 562-806-7650 Work Performed- HSA currently provides congregate and home delivered meals in the City of Bell Gardens. HSA also provides a range of support services for senior citizens in this city. . City of Lakewood- Sabrina Junkin, Community Services Coordinator Phone- 562-630-6141 Work Performed- HSA currently provides congregate and home delivered meals in the City of Lakewood. HSA also provides a range of support services for senior citizens in this city. . City of Hawaiian Gardens- Steve Gomez, Director of Parks and Recreation Phone- 562-420-2641 ext 226 Work Performed- HSA currently provides congregate and home delivered meals in the City of Hawaiian Gardens. HSA also provides a range of support services for senior citizens in this city. . Area Agency on Aging- Sue Kennedy, County Nutritionist Phone- 213-739-7386 Work Performed- Currently monitors all Area Agency on Aging meals programs and sites. , " ".".\\ ell r i"q 11,. 0 tlll1l) - {" Ollie j mmm ([f~\ IIIIiD ..,.' ~I HSA Human Services Association "RFP FOR SENIOR CITIZEN'S MEAL SERVICES" INSURANCE REQUIREMENTS Submitted by: Human Services Association 6800 Florence Ave. Bell Gardens, CA 90201 Ph-562-806-5400 Darren Dunaway, Senior Services Director October 12,2006 ACORD. CERTIFICATE OF LIABILITY INSURANCE OP 1O'2~ DATE"'....IOVYY'(I 1IOMlIN-2 08110/0J; PRODUCI!IIl 'IIl1I CERTFICATI! I8I88UIO AI A MATTER OF INFORMAllON Chapman , Auoa.iat:oo. ONLY AND ClIIlFEIUI NO RIGHTS UPON THE CERTIFICATE Io:l......a. #0522024 HOLDER. "ntS CI!RT1P1CATI! DOES NOT AMEND, EXT1!ND OR P.O. BOX 54515 ALTER THI! COVERAlJE AFFORDED BY 'IIl1! POLICIES BELOW. Paaadena CA el117-0455 Phone: 626-405-8031 ....:626-405-0585 INBUR2RIl AFFORDING COVERAGE NAJO . IN8URIilD "'".... ......." H:rAC '''''~''- ItIURER8: ~mD Services &..oa.1.aUon INIURlftc: a.J ~=-...c:t"0201 INIURER D: .... -,. COVERAGES THl! "OUClE8 OF IN8URANCI!. LII11!D BELOWHNJE BE&H 1SIU!Dl'Q ne '~D N....DAICMi FCR THE POUCY PIlftIOD INDICATED. N01Wfrn8TANDINQ AH'f RI!QUlREMENT. 1"ERII ORCONDlTION 0JIl NNCONTRACT OR 01lIU DOClNENI'wm1 REBPlCTTD1NHDtTHII C!ftTFICATE MAY BE ISSUED OR MAY PERTAIN, nti lNaJlWtCEllffORDED BVnII PCI.Il:III De8Ck8ED tEltIlN .IULECTTO ALL 1H!. ~RM8. EXClU8IONB AND CONDm~s OF SUCH pouel!" AGQREGAlE LMT81HOWN lIMY HAVIIHN REDUCED"., PAIJ Q.AI-. ~OPlNIUllANCe POUIJI'NU,." Ur.ITI O!NI!RAL UAIIurt '1 A X c_....GENI!IW.......1TY 200604918NPO e........... ~ OCCUR BACH OCCURRENce: . 1 000 OOft_, 07/01/06 07/01/07 PREMI ......... 1100 000 MID EXP (Any CI'It pnon) . 10 000 peRSONAL a ArN ~URV I 1 000 000 l3ENERAl AGGfU!GATI '.3 000 000 PRODUCTS. COMPIOP ,1.00 13 000 000 COMElINEo 8lNOLE LIMIT 11,000,000 07/01/06 07/01/07 (Ea.K:CidItII) eODLY INJURY . (Pttpnonl BODILY INJUftY 1 (PIl"Kdd.nl) PROPERTY DNMGE . (P.accldllnlJ AUTO ONL V - EAACClDSNT I O'TtiEf\ THAN !A ACe . AUTO ONLY: AGG I QCH OCCURRENCE 12 000 000 07/01106 07/01/07 AOOREOATE 12 000 00l! G!N'L AGililU!Col.'rE lIlT APPLIU PI!R: PCl.ICV LOC AIITOIIOaJI LlUlJ1Y A X _NJrO 20060491D11X) ALL OWNED AUTOS IlCHI9lUl.I!DAUTOO X lOllED AlITC8 X NOH-OWNeDAUlOl $1000 COIIIp/Col1 O.cIuctil>1a OA~IUldllUIY _AUTO EXCESSftlM....LA I.Ma.m' A X OCCUR 0 Cl''''''''''''. 20060491llUMB111>O DI!DlJC1WLI! X Re'mn1ON 110 000 WORKIR8 CQIF..,.11QN AND ""LOYIRa' UAam ANY PRCPRIIlfCfVPM'l1IeAIEXECUTIS: OFFICEAlME....R IDCCLUDII!II'7 gm~Jdv.8b11ow CTH" I 1 I I .. I!.L !ACHACCIDeNf . I.L DISEASE - EA EMPLOYE . E.L Dl8EASE. POLICY LIt.fT . A Soo:l.al Service P"of...J.cma1 L:l.u. DESCRIPTION OP DPIRATIO I LatlA'TII:*I/V'ItICLIB/BCl.lIIION8 ADmD I'Y' BNDDRIl!IIl!NTJ ~ PRCMIIar. C.rl::l.f:l.oat. lIolde" :l.a :l.ncluded aa Add:l.t:l.onal :rnaw:ed/J!'und:l."9 ".ap.ot t.o the ope".t:l.ons o~ th. HIlJUd Insurad. 20060G91BHPO 07/01/06 07/01/07 Ba Cla:l.m a ate $1,000,000 $3 000 000 90""08 with CERTlPICATE HOlDER COIIIIIlun:l.1:y Ii 9_:1.0" Blu:'v:l..... oj! Zoos Anv-J... Count:y 3333 W:l.1.ah:!.". Ill...d., 9te. 400 LOB Angal.. CA 90010 CANCELl.ATION CC>>INDlIr.E INDILOAlf'tQl' THIMDVI DI!ICR111D POLlCla.. CANCI!Ll!D "'0RE1HI!.1!XI"IIATIDN DATI!T1II!MOP. ,.. "WNG INlUNeR WLL ~vo.. TO MAl. ~ 1M.'tI WIUTTI!:N NOnCIl TO THI CIJI'nIICAT! "OLDM N.....m TO TttB UJIT, IUT FAILURE TO DOlO SHAlL MIIOR NOOI!IUGATKlN 0.. UABlUTY OF Attf KIND UPON THI! INIUIlleIt, 1T8AG1!!N'l1I 01'1 .....NfA11II&L D 4llACORD CORPORATION 1988 ACORD 2S (20lltI08) ACORD. CERTIFICATE OF LIABILITY INSURANCE OP ID~~BE DATE (MMlDDlYYYYI 1!tlIIIl\N-2 07/05/06 PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTE OF INFORMATIO Chapman " Associates ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE License #0522024 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR P. O. Box 5455 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOY Pasadena CA 91117-0455 Phone: 626-405-8031 Fax: 626-405-0585 INSURERS AFFORDING COVERAGE NAICtI INSURED INSURER A: Everest National INSURER B: Human Services Association INSURER c: 6800 Florence Ave. INSURER 0: Bell Gardens CA 90201 INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BeEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POliCIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LMTS SHOWN MAY HAVE BEEN REDUCED BY PAID ClAIMS. LTR NSR TYPE OF INSURANCE POLICY NUMBER DA;:llM~ cA+E'I~ LIMITS GENERAL LIABILITY EACH OCCURRENCE , - PREMISES C. ~~~nce) COMMERCIAL GENERAL LIABIUT"( , I CLAIMS MADE 0 OCCUR MED EXP (Anyone petSOn) , PERSONAL & ADV INJURY , GENERAL AGGREGATE , ~'~ AGGREGATE LIMIT APPlS PER: PRODUCTS. COMPfQP AGG , POLICY n ~~ LOC ~TOMOBILE LIABILITY COMBINED SINGLE LIMIT , ANY AUTO (Eaaecldent) r-- c- AU OWNED AUTOS 900lL Y INJURY (Per person) , r-- SCHEDULED AUTOS HIRED AUTOS BOOIL Y INJURY I- , NON-OWNEO AUTOS {Per accident) l- f- PROPERTY DAMAGE , (Per accident) GARAOE LIABIUTY AUTO ONLY. EA ACCIDENT , R ANY AUTO OTHER THAN Ell ACC , AUTO ONLY: AGG , :5~SSlUMBRELLA llABlUTY EACH OCCURRENCE , OCCUR D CLAIMS MADE AGGREGATE , , =i ~DUCTlBLE , RETENllON , , WORKERS COMPENSATION AND X ITORY LIMnS I IVER~ A EMPlOYERS' UAlSllITY 6600000561061 07/01/06 07/01/07 E.L. EACH ACCIDENT '1 000,000 ANY PROPRIETORlPARTNERlEXECUllVE OFFICERlMEMBER EXClUDED? E.L. DISEASE - EA EMPLOYEI , 1,000,000 ~~CI~~~Vu~s below E.L. DISEASE - POLICY LIMIT '1 000 000 OTHER DESCRIPTION OF OPERATIQHS I lOCATIONS I VEHICLES I EXClUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS ***********CERTrrICATE IS rSSUED AS ~DENCE or COVERAGE ONLY************* CERTIFICATE HOLDER CANCELLATION Community & Senior Services of Loa Anqe~es County 3333 Wilshire Blvd., ste. 400 Los Ange1es CA 90010 COMMUNI SHOULD ANY OF THI! ABOVI! DESCRI8eo POlICIES BE CANCELLED BEFOftE THE EXPIRATION DATE THEREOF, THE ISSUINO INSURER WILL ENDEAVOR TO MAil ~ DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO so SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER,ITS AGENTS OR REPRESENTATIVES. AUT REPIt @ACORDCORPORATION19 ACORD 25 (2001/08) ~I HSA Human Services Association "RFP FOR SENIOR CITIZEN'S MEAL SERVICES" BINDING SIGNATURE & RESUMES Submitted by: Human Services Association 6800 Florence Ave. Bell Gardens, CA 90201 Ph-562-806-5400 Darren Dunaway, Senior Services Director October 12, 2006 41(HSA 161:\00 r:lorence Ave Bell Gardens. CA 90201", Human Services Association Tel (5621 806 '5400 Fax (562) 806.5394 www.hsala,org dgcncy@hsala,org October 12, 2006 Andrea L. Hooper, City Clerk City Clerk's Office City of Lynwood 11330 Bullis Road Lynwood, CA 90262 SIGNATURE BINDING OFFER/RESUMES City of Lynwood: This response to the RFP is binding for the time period indicated in the RFP materials. The following individual is authorized to bind the firm. Contact Information: Agency- Contact - Address- Phone- Fax- e-mail- Human Services Association Darren Dunaway, Senior Services Director 6800 Florence Ave. Bell Gardens, Ca 90201 562-806-5400 562-806-1006 darren.dunaway@hsala.org Primary staff responsible for the meal programs are: Darren Dunaway, Senior Services Director, Maria Rosales, Senior Services Coordinator, and Bernice Garcia, Senior Services Coordinator. Please see the attached resumes of the individuals that will be assigned responsibility for the senior meal programs in the City of Lynwood. Thank you for your consideration of our proposal, and please contact us with any questions or comments. Respectfully, J)~V Darren Dunaway Senior Services Director rl't' ,,~ \\ ell r I" 'I /J(, _ {,) m ('$ " il ~, D. . t11lm\m ({~ .... DarltJn Dunaway Human Services Association (562) 806-5400 6800 Florence Ave. Bell Gardens, Ca 90201 EMPLOYMENT Senior Services Director- Human Services Association -Bell Gardens, CA September 1996 - Present Responsible for all senior services contracts including: Care Management, Home Base Care and Registry, Congregate Meals, Home Delivered Meals, Transportation, and Alzheimer's Day Care Resource Center. Other functions include: . Budget & operations of$3.5 million . Staffing a department of 55 employees · Planning, organizing, and developing the principles and procedures for the department. . Monitor daily operations of all programs. · Advising, coordinating, and development of program goals, objectives, and recommendation oflong-term planning and training activities. · Collaborate with numerous community agencies to facilitate the expanding and improving of elder and dependent adult care services through multidisciplinary community team meetings. Senior Services Nutrition Manal!er- Human Services Association -Bell Gardens, CA September 1994-1996 Responsible for the overall operation of 6 congregate meal sites and 5 home delivered meals routes. Duties included: · Contract compliance and documentation. · Correspondence with funding source. · Monitor daily operations of programs. . Supervision of staff. · Menu development. · Collaborate with numerous community agencies and cities to facilitate the expanding and improving of services. MAJOR ACCOMPLISHMENTS: · Chairperson: APS Coordination/Fiscal Work Group Committee - ICMP/AAA '1999- 2002 · Los Angeles County Long Term Strategic Plan Committee · Consulting Nutritional Services- Advisory Committee · Downey Committee on Aging · MSSP Site Association- Executive Committee · President - Downey Rotary Club EDUCATION . Bachelor of Science, California Polytechnic University, San Luis Obispo, CA Bemice Roybal-Garcia Human Services Association (562) 806-5400 6800 Florence Ave. Bell Gardens, Ca 90201 EMPLOYMENT Proeram Coordinator - Human Services Association -Bell Gardens, CA SeDtember 2001 - Present Responsible for the overall operation of 11 home delivered meal routes. Duties include: · Contract compliance and documentation · Correspondence with funding source · Monitor daily operations of programs · Supervision of staff · Route development · Collaborate with numerous community agencies and cities to facilitate the expanding and improving of services · Prepare reports and billings to all program funding sources, per contractual requirements, including maintenance of in-kind reports Prol!:ram Aide/Assistant - SeDtember 1999 - SeDtember 2001 Human Services Association -Bell Gardens, CA · Assist with weekly, monthly, and quarterly reporting for home delivered meal programs · Clerical assistance for all facets of department programming · Develop flyers and forms · Input all client information in the Area Agency on Aging data bank · Back-up home delivered meals driver responsibilities, as needed · Related duties, as require SKILLS: Bilingual Spanish/English Serve - Safe Certified Maria Rosales Human Services Association (562) 806-5400 6800 Florence Ave. Bell Gardens, Ca 90201 EMPLOYMENT Senior Services Coordinator - Human Services Association -Bell Gardens, CA SeDtember 1996 - Present Responsible for the overall operation of 16 congregate meal sites. Duties include: · Contract compliance and documentation · Correspondence with funding source · Monitor daily operations of programs · Supervision of staff · Menu development · Collaborate with numerous community agencies and cities to facilitate the expanding and improving of services Administrative Assistant - June 1991 - 1996 Human Services Association -Bell Gardens, CA · Prepare reports and billings to all program funding sources, per contractual requirements, including maintenance of in-kind reports · Assist with weekly, monthly, and quarterly reporting for all department programs · Prepare and distribute nutrition site menus · Clerical assistance for all facets of department programming · Serve as agency liaison with the Women's Auxiliary group, attend meetings, and maintain meeting minutes · Develop flyers and forms · Input all Area Agency on Aging data · Back-up site manager responsibilities, as needed · Back-up receptionist duties, as needed · Related duties, as required SKILLS: Bilingual Spanish/English Serve - Safe Certified ~ AGENDA STAFF REPORT SUBJECT: December 5, 2006 ~ The Honorable Mayor and Memb~r f :h~ty Council N. Enrique Martinez, City Manage 11/ G. ~aniel Ojeda, P.E., Direct of Public Works I City \f.t ~ Engineer 0 Elias Saikaly, P.E., Capital Improvement Projects Manager Lynwood Senior Citizen Center Building Construction Project Project No. 05-5297 DATE: TO: APPROVED BY: PREPARED BY: Recommendation: Staff recommends that the Lynwood City Council of the City of Lynwood adopt the attached resolution entitled: "A RESOLUTION OF THE L YNWOOD CITY COUNCIL OF THE CITY OF L YNWOOD APPROVING AMENDMENT NUMBER ONE TO THE EXISTING CONTRACT WITH APA ENGINEERING, INC. FOR CONTINUATION OF BUILDING INSPECTION SERVICES FOR THE L YNWOOD SENIOR CITIZEN CENTER AT ITS PROPOSED HOURLY RATE, FOR AN ADDITIONAL AMOUNT OF NOT TO EXCEED $45,000, AND AUTHORIZING THE MAYOR TO EXECUTE THE AGREEMENT". Background: On May 16, 2006 the City of Lynwood approved a contract to APA Engineering, Inc. in the amount of $45,000 for inspection services of the Lynwood Senior Citizen Center Project. The project is still under construction and the continued services of APA Engineering are still required. The project is listed in the Capital Improvement Project budget for FY 2005-2006, and is funded by the Lynwood Utility Authority (LUA). Discussion and Analysis: Staff is requesting additional inspection assistance from APA Engineering, Inc. on various project related issues and to ensure compliance with the plans and specifications. APA Engineering, Inc. is willing to provide additional inspection services based on its previous hourly rate proposal for the duration of the project. The additional consultant services cost is not to exceed $45,000. The amended contract amount will be "not to exceed $90,000." AGENDI TI Cou06083AP ASrCtrlnspSvcsAmendO 1 Item Fiscal Impact: The initial project budget is adequate to cover recommended contract Amendment Number One. This Project is funded by the Lynwood Utility Authority (LUA). The totals for the consultant inspection fees are listed below. TOTAL: $ 45,000 $ 45.000 $ 90,000 1. 2. Original Contract Amount: Contract Amendment No. One (1): Coordination With: Finance Department and City Attorney's office. Cou06083AP ASrCtrlnspSvcsAmendO I Item RESOLUTION NO. A RESOLUTION OF THE L YNWOOD CITY COUNCIL OF THE CITY OF L YNWOOD APPROVING AMENDMENT NUMBER ONE TO THE EXISTING CONTRACT WITH APA ENGINEERING, INC. FOR CONTINUATION OF BUILDING INSPECTION SERVICES FOR THE L YNWOOD SENIOR CITIZEN CENTER AT ITS PROPOSED HOURLY RATE, NOT TO EXCEED $45,000, AND AUTHORIZING THE MAYOR TO EXECUTE THE AMENDMENT TO THE AGREEMENT WHEREAS, the Lynwood Senior Citizen Center Building Construction Project is funded by the Lynwood Utility Authority (LUA); and WHEREAS, the project is currently under construction and the continued services of APA Engineering are still required, and WHEREAS, the City of Lynwood previously approved a contract to APA Engineering, Inc., in the amount of $45,000 for inspection services; and WHEREAS, Staff is requesting additional inspection to ensure compliance with the plans and specifications; and WHEREAS, APA Engineering, Inc. is qualified to perform the inspection service and is willing to provide such services based on its proposed hourly rate of $85/hr; and WHEREAS, the additional service cost is not to exceed $45,000 in total. NOW THEREFORE, the City Council does hereby find, proclaim, order and resolve as follows: Section 1. That the Mayor is authorized to execute Amendment Number One (1) to the existing contract with APA Engineering, Inc. in form subject to the approval of the City Attorney. Section 2. That this resolution shall take effect immediately upon its adoption. PASSED, APPROVED and ADOPTED this 5th day of December 2006. Leticia Vasquez, Mayor Cou06083AP ASrCtrInspSvcsAmendO litem ATTEST: Andrea L. Hooper, City Clerk City of Lynwood APPROVED AS TO FORM: City Attorney City of Lynwood Cou06083AP ASrCtrInspSvcsAmendO 1 Item City of Lynwood N. Enrique Martinez, City Manager City of Lynwood APPROVED AS TO CONTENT: G. Daniel Ojeda, P.E. Director of Public Works I City Engineer City of Lynwood STATE OF CALIFORNIA ) ) ss. COUNTY OF LOS ANGELES ) I, the undersigned, City Clerk of the City of Lynwood, do hereby certify that the above and foregoing resolution was duly adopted by the City Council of the City of Lynwood at a regular meeting held in the City Hall of said City on the day of , 2006, and passed by the following vote: AYES: NOES: ABSENT: City Clerk, City of Lynwood STATE OF CALIFORNIA ) ) ss. COUNTY OF LOS ANGELES ) I, the undersigned City Clerk of the City of Lynwood, and Clerk of the City Council of said City, do hereby certify that the above and forgoing is a full, true and correct copy of Resolution No. on file in my office and that said resolution was adopted on the date and by the vote therein stated. Dated this day of ,2006. City Clerk, City of Lynwood Cou06083AP ASrCtrInspSvcsAmendO litem ~ DATE: TO: APPROVED BY: PREPARED BY: SUBJECT: Recommendation: AGENDA STAFF REPORT December 5, 2006 ~~ The Honorable Mayor and MembersM ity Council N. Enrique Martinez, City Managerl ir/ Dc:? G. Daniel Ojeda, P.E., Director of Public Works / City Engineer Elias Saikaly, P.E., Capital Improvement Projects Manager Award of Contract City Hall Expansion Improvement Project, Jail Cells Demolition Project No. 05-5298 Staff recommends that the Lynwood City Council of the City of Lynwood adopt the attached resolution entitled, "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD AWARDING A CONTRACT TO ATE DEMOLITION, INC. IN THE AMOUNT OF $38,750 FOR THE CITY HALL EXPANSION IMPROVEMENT PROJECT, JAIL CELLS DEMOLITION, PROJECT NO. 05- 5298 AND AUTHORIZING THE MAYOR TO EXECUTE THE AGREEMENT". Background: The City Hall Expansion Improvement Project, Project No. 05-5298 is included in the Capital Improvement Project for Fiscal Year FY 2006-2007 and is funded by the Lynwood Utility Authority Bond Fund. The project encompasses the demolition and removal of all contaminated lead paint from Jail Cells including steel bunk beds and steel walls in accordance with State law and Cal/OSHA regulations, removal of steel window screens, partition walls, metal ceiling and electrical lighting system. The project was advertised on November 9, 2006. Thirteen (13) contractors received project plans and specifications. The bid opening took place on November 22, 2006 in the office of the City Clerk. Seven (7) bids were submitted: AGENDA ITEM 12- Cou06086CityHallJailCellsDemoltem BID CONlRACTOR BID lOTAL RANK 1 ATE DEMOLITION, INC. $38,750.00 2 2H CONSTRUCTION $48,000.00 3 TRI SPAN $58,500.00 4 ALLIED E. CORP. $63,000.00 5 SPECIALIZED ENVIRONMENTAL $66,600.00 6 INTERIOR DEMOLITION, INC. $76,70000 7 ER CONSTRUCTION $65,66000 Discussion and Analysis: ATE Demolition INC" Inc, was the apparent lowest bidder at $38,750. A reference check of previous performance reveals that this contractor has the necessary experience for this type of project. Fiscal Impact: The contract total of $38,750 is included in the adopted FY 06-07 budget. Coordination With: City Clerk, Finance Department and City Attorney's Office. Cou06086City HallJailCellsDemoltem RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD AWARDING A CONTRACT TO ATE DEMOLITION, INC. IN THE AMOUNT OF $ 38,750 FOR THE CITY HALL EXPANSION IMPROVEMENT PROJECT, JAIL CELLS DEMOLITION, PROJECT NO. 05-5298 AND AUTHORIZING THE MAYOR TO EXECUTE THE AGREEMENT WHEREAS, The City Hall Expansion Improvement Project, Project No. 05-5298 is included in the Capital Improvement Project budget for Fiscal Year 2006-2007 and is funded by the Lynwood Utility Authority Bond Fund; and WHEREAS, as part of the improvement project, the jail cells located in the City Hall north needs to be removed and have also found to be contaminated with lead, and WHEREAS, all lead contained paint jail bar cells will be removed and disposed of according with State law and Cal/OSHA regulations; and WHEREAS, on November 9, 2006 the bid advertisement for the project started and thirteen (13) contractors received project plans and specifications; and WHEREAS, the bid opening took place in the office of the City Clerk on November 22, 2006 and ATE Demolition, Inc. was the apparent lowest bidder at $ 38,750; and WHEREAS, a reference check has revealed that this contractor has the necessary experience for this type of project. NOW THEREFORE, the City Council of the City of Lynwood does hereby find, proclaim, order and resolve as follows: Section 1. That the contract for the City Hall Expansion Improvement Project, Jail Cells Demolition, Project No. 05-5298, be awarded to ATE Demolition, Inc. for its low bid of $38,750. Section 2. That the Mayor is hereby authorized to execute the agreement between the City of Lynwood and ATE Demolition, Inc. Section 3. This resolution shall take effect immediately upon its adoption. PASSED, APPROVED and ADOPTED this 5th day of December, 2006. Cou06086City HallJailCellsDemoltem ATTEST: Andrea L. Hooper, City Clerk City of Lynwood APPROVED AS TO FORM: City Attorney, City of Lynwood Cou06086CityHallJ ailCellsDemoltem Leticia Vasquez, Mayor City of Lynwood N. Enrique Martinez, City Manager City of Lynwood APPROVED AS TO CONTENT: G. Daniel Ojeda, P.E. Director of Public Works I City Engineer " . STATE OF CALIFORNIA ) ) ss. COUNTY OF LOS ANGELES ) I, the undersigned, City Clerk of the City of Lynwood, do hereby certify that the above and foregoing resolution was duly adopted by the City Council at a special meeting held in the City Hall of said City on the day of , 2006, and passed by the following vote: AYES: NOES: ABSENT: City Clerk, City of Lynwood STATE OF CALIFORNIA ) ) ss. COUNTY OF LOS ANGELES ) I, the undersigned City Clerk of the City of Lynwood, and Clerk of the City Council of said City, do hereby certify that the above and forgoing is a full, true and correct copy of Resolution No. on file in my office and that said resolution was adopted on the date and by the vote therein stated. Dated this day of ,2006. City Clerk, City of Lynwood Cou06086CityHallJ ailCellsDemoltem ~ DATE: TO: APPROVED BY: PREPARED BY: SUBJECT: Recommendation: AGENDA STAFF REPORT December 5, 2006 ~ The Honorable Mayor and Memb~.r ity Council N. Enrique Martinez, City Manage ().eJ G. Daniel Ojeda, P.E., Director 0 ublic ~kS/City Engineer Replacement of Code Enforcement Division Office Trailer Staff recommends that the City Council adopt the attached resolution entitled: "A RESOLUTION OF THE CITY COUNCil OF THE CITY OF l YNWOOD APPROVING THE EMERGENCY REPLACEMENT OF THE CODE ENFORCEMENT DIVISION OFFICE TRAilER". Background: The existing office trailer for the Code Enforcement Division has been in service for more than 20 years. This 50-foot trailer is located on the south side of the City Hall Annex and provides office space for eight (8) Code Enforcement Division employees. The overall condition of the trailer has deteriorated over the years. The employees have complained about the trailer conditions to the State Department of Industrial Relations, Division of Occupational Safety and Health (OSHA). This agency has directed the City to take immediate appropriate and necessary corrective actions (see Attachment "A"). Discussion & Analysis: The trailer has now reached the end of its service life and it is not economical to rehabilitate it. Given the fact that the trailer conditions have to be rectified in a short time as directed by OSHA, staff is recommending its replacement through an emergency purchase process. The cost to replace this trailer is approximately $36,000. The lynwood Municipal Code Section 6-3.13 allows this emergency purchase with a 4/5 vote by the City Council. Fiscal Impact: Funds are available in the Annex Expansion Project, Project No. 5-5189 for the purchase of this trailer. AGENDJ! ITEM l~ Coordinated With: Finance Department, City Clerk's Office and City Attorney's Office. H:I WORDFILEIPUBWORKSICOUNCILICou06110traileri.doc RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD APPROVING THE EMERGENCY REPLACEMENT OF THE CODE ENFORCEMENT DIVISION OFFICE TRAILER WHEREAS, the office trailer for the Code Enforcement Division has been in service for more than 20 years; and WHEREAS, its condition has deteriorated badly and is now unsuitable for occupancy; and WHEREAS, its replacement needs to take place immediately and cannot be done through a regular bidding process; and WHEREAS, Section 6-3.13 of the Lynwood Municipal Code allows for an emergency purchase process with a 4/5 vote by the City Council. NOW, THEREFORE, the City Council of the City of Lynwood does hereby find, proclaim, order and resolve as follows: Section 1. That the City Council approves the emergency purchase of a new office trailer for the Code Enforcement Division. Section 2. This resolution shall take effect immediately upon its adoption. PASSED, APPROVED and ADOPTED this day of ,2006. Leticia Vasquez, Mayor City of Lynwood ATTEST: Andrea L. Hooper, City Clerk City of Lynwood N. Enrique Martinez City Manager APPROVED AS TO FORM: APPROVED AS TO CONTENT: City Attorney City of Lynwood G. Daniel Ojeda, P.E. Director of Public Works/City Engineer H:\WORDFILEIPUBWORKS\COUNCIL\Cou06110traileri.doc STATE OF CALIFORNIA ) ) SS. COUNTY OF LOS ANGELES ) I, the undersigned, City Clerk of the City of Lynwood, do hereby certify that the above and foregoing resolution was duly adopted by the City Council of said City at a regular meeting thereof held in the City Hall of the City on the day of , 2006, and passed by the following vote: AYES: NOES: ABSENT: City Clerk, City of Lynwood STATE OF CALIFORNIA ) ) SS. COUNTY OF LOS ANGELES ) I, the undersigned, City Clerk of the City of Lynwood, and Clerk of the City Council of said City, do hereby certify that the above and foregoing is a full, true and correct copy of Resolution No. on file in my office and that said resolution was adopted on the date and by the vote therein stated. Dated this day of ,2006 City Clerk, City of Lynwood H:I WORDFILEIPUBWORKSICOUNCILICou06110traileri.doc , . STATE OF CALIFORNIA GOVERNOR Arnold Schwarzeneggar, DEPARTMENT OF INDUSTRIAL RELATIONS DIVISION OF OCCUPATIONAL SAFETY AND HEALTH 750 Royal Oaks Drive, Suite 104 Monrovia, CA 91016 Tel. (626) 256-7913 Fax (626) 359-4291 October 25, 2006 City of Lynwood Code Enforcement Department 11330 Bullis Rd. Lynwood, CA 90262 Dear Employer: The Division of Occupational Safety and Health (the Division) has received a complaint alleging the following condition(s) at 11330 Bullis Rd. Lynwood, CA, which may be a violation of the Safety Orders found in Title 8 of the California Code of Regulations. CODE SECTIONS/ALLEGED CONDITION (S): Title 8 California Code of Regulations 3362(g) General Requirements (g) When exterior water intrusion, leakage from interior water sources, or other uncontrolled accumulation of water occurs, the intrusion, leakage or accumulation shall be corrected because of the potential for these conditions to cause the growth of mold. Mold in walls of mobile office trailer annex. Water from rains go through windows and into trailer. Employees are seeing doctor for rashes. 8 Code enforcement workers work in trailer. However, you are required to investigate the alleged condition(s) and notify this Office in writing no later than fourteen (14) calendar days after receipt of this letter whether the alleged condition(s) exist and, if so, specify the corrective action(s) you have taken and the estimated date when the corrections will be completed. Please include any written documentation, e.g., equipment purchase orders or contracts for corrective work, and photographs, if appropriate, in your response. If you do not respond in a timely and satisfactory marmer, an unannounced inspection of your workplace will be scheduled which may result in citation(s) and monetary penalties. Also, every tenth satisfactory letter response from employers is subject to verification by an inspection. AT'TAC\-\-ME-NT "A" ~ . City of Lynwood Code Enforcement Department Page 2 of2 October 25,2006 You are required to post a copy of this letter in a prominent location in their workplace where it is readily accessible for employee review for at least three (3) working days or until the hazard is corrected, whichever is longer. This letter is not a citation or a notification of proposed penalty. Citations and penalties can only be issued after an inspection of your workplace. If the Division does not receive a satisfactory response from you within fourteen (14) calendar days after receipt of this letter, and on-site inspection will be conducted as appropriate. If the identity of the complainant is known to the Division, a copy of this letter will be sent to the complainant. Also, the complainant will be notified that California law protects any person who makes a complaint about workplace safety and health hazards from being treated differently, discharged, or discriminated against in any manner by their employer. If a complainant believes they have been discriminated against, it is their right to file a complaint with the Division of Labor Standards Enforcement within six (6) davs of the Discriminatory action. If you have any question concerning this matter, please contact me at the address in the letterhead. Your interest in safety and health of your employees is appreciated. Sincerely,. ~, 1 /:F", ,/ ;,.~... ~1k Pis~~i District Manager L-"d" S-6lJO.A e RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF L YNWOOD APPROVING THE EMERGENCY REPLACEMENT OF THE CODE ENFORCEMENT DIVISION OFFICE TRAILER WHEREAS, the office trailer for the Code Enforcement Division has been in service for more than 20 years; and WHEREAS, its condition has deteriorated badly and is now unsuitable for occupancy; and WHEREAS, its replacement needs to take place immediately and cannot be done through a regular bidding process; and WHEREAS, Section 6-3.13 of the Lynwood Municipal Code allows for an emergency purchase process with a 4/5 vote by the City Council. NOW, THEREFORE, the City Council of the City of Lynwood does hereby find, proclaim, order and resolve as follows: Section 1. That the City Council approves the emergency purchase of a new office trailer for the Code Enforcement Division. Section 2. This resolution shall take effect immediately upon its adoption. PASSED, APPROVED and ADOPTED this day of ,2006. Leticia Vasquez, Mayor City of Lynwood ATTEST: Andrea L. Hooper, City Clerk City of Lynwood N. Enrique Martinez City Manager APPROVED AS TO FORM: APPROVED AS TO CONTENT: City Attorney City of Lynwood G. Daniel Ojeda, P.E. Director of Public Works/City Engineer H:\ WORDFILEIPUBWORKS\COUNCIL\Cou06110traileri.doc STATE OF CALIFORNIA ) ) SS. COUNTY OF LOS ANGELES ) I, the undersigned, City Clerk of the City of Lynwood, do hereby certify that the above and foregoing resolution was duly adopted by the City Council of said City at a regular meeting thereof held in the City Hall of the City on the day of , 2006, and passed by the following vote: AYES: NOES: ABSENT: City Clerk, City of Lynwood STATE OF CALIFORNIA ) ) SS. COUNTY OF LOS ANGELES ) I, the undersigned, City Clerk of the City of Lynwood, and Clerk of the City Council of said City, do hereby certify that the above and foregoing is a full, true and correct copy of Resolution No. on file in my office and that said resolution was adopted on the date and by the vote therein stated. Dated this day of ,2006 City Clerk, City of Lynwood H:\ WORDFILE\PUBWORKS\COUNCIL\Cou061I Otraileri.doc AGENDA STAFF REPORT DATE: TO: APPROVED BY: PREPARED BY: December 5, 2006 Honorable Mayor and City counc~'1 ~~ N. Enrique Martinez, City Manage '(,f-///' ~r Grant Taylor, Director of Develop ent Services Subject: Special Permit - Entertainment Day of the Virgin of Guadalupe Festival Plaza Mexico - 3100 Imperial Highway Recommendation: Staff recommends that the City Council approve the application for a special permit authorizing the Day of the Virgin of Guadalupe Festival with associated entertainment. Background: The applicant is requesting approval to conduct the Day of the Virgin Guadalupe festival on December 11, 2006 from 7:00 pm to 2:00 am and December 12, 2006 from 10:00 am to 1 :00 pm in the esplanade area (see attached site plan). The event will include musical programs, mariachi bands, Aztec dancers and singers, and a free breakfast to visitors. Discussion & Analysis: Lynwood Municipal Code Section 4-8.8 sets forth provisions for special permit approvals. LMC Section 4-19 requires approval of a special permit for entertainment activities. The equipment includes a stage, five (5) information booths, dressing room booth, performers waiting booth and 300 chairs. The outside booths l:ind displays would require Fire Department approval, and building permits and inspections are necessary for the stage. Plaza Mexico shall submit to the City written approval from the Los Angeles County Fire and Sheriff Department's. Fiscal Impact: The special permit fee is $30 per day for a total $60. Coordinated with: City Manager's Office Finance Department City Attorney's Office Attachments: Special Permit Application Letter from Applicant Site Plan Program List of Equipment & Materials AGENDA rlf H:\WORDFILE\PLANNING\ST AFFRPTImemo.council.specialpennit.plazamexic'1ntertainrnent.12-OS-06.doc . APPLICATION FOR SPECIAL PERMIT CITY OF L YNWOOD 11330 BULLIS ROAD L YNWOOD, CA 90262 310-603-0220 APPLICANT INFORMATION: NAM~7/A tv\tx$U ~UlY~V\, PHONE SIr}. \/)'?-1-L(9.~..c ADDRESS :;<,\on F', ::cMp"r1C1Ifu4Clwl-YYl\.VGOclzIP Cl07.in1.... OCCUPATION: NUMBER OF PERSONS EMPLOYED SBE' (State Board of Equalization Number) TYPE OF PERMIT REQUESTED: .J)., jp'$\ I2-<rV'l DATE(S) OF EVENT: HOURS OF OPERATION 12 < /iM 2-ptv\ ' ADDRESS OF PROPOSED EVENT LOCATION' "',iDe> ~ ~ppn.e::1 -H ~)-' . SPECIFIC AREA DESIGNATED FOR EVENT e';;?~~ IS STREET CLOSURE BEING REQUESTED YES~) (IF YES, BRIEFLY EXPLAIN REASON FOR EVENT AND CLOSURE:) (CIRCLE ONE) IF INDOORS, APPROXIMATE TOTAL GROUND FLOOR AREA OF STRUCTURE IF YES. WHERE AND WHEN 1e" Y\'-)-- ~ NO HAVE YOU MADE AN APPLICATION FOR THIS TYPE OF PERMIT BEFORE? IS THIS A FOR-PROFIT OR NON-PROFIT EVENT? (CIRCLE ONE) IF THIS IS A NON-PROFIT EVENT OR A CERTAIN PORTION OF THE PROCEEDS BENEFIT A NON-PROFIT AGENCY OR ORGANIZATION, PLEASE PROVIDE THE FOLLOWING: NAME OF ORGANIZATION BEING BENEFITED STATE NON-PROFIT NUMBER ADDRESS OF ORGANIZATION PHONE IS A WAIVER OF FEES BEING REQUESTED IF YES, EXPLAIN YES ~~ L~O)' A NEGOTIATED PERCENTAGE OF THE PROCEEDS IS REQUESTED TO BE DONATED TO THE CITY, I HEREBY CERTIFY THAT ALL STATEMENTS MADE IN THIS APPLICATION ARE TRUE AND COMPLETE AND THAT ANY MISSTATEMENTS OF M ERIAL FACTS WILL CAUSE A FORFEITURE OF FEES AND DENIAL OF PERMIT, il2..2(Oi..p DATE ' SIGNATURE OF APPLICANT DATE ACCEPTANCE OF THIS APPLICATION FOR REVIEW DOES NOT IMPLY APPROVAl. THIS PERMIT REQUIRES CITY COUNCIL APPROVAl. YOU WILL BE NOTIFIED ACCORDINGLY PLAZA MEXICO C::5p";C:<Z[fi"a?-n'7d,l"Z November 21 st, 2006. Mr. Jolmatan Colin Development Services Manager City of Lynwood 11321 Bullis Road Lynwood, Ca. 90262 Dear Manager Johnatan Colin, Plaza Mexico Foundation would like to ask Lynwood City Council the permission to make our next event "Mananitas a la Virgen ", on December 11 and 12, 2006. (See attached program). In this event the Mexican people celebrate the Day of the Virgin of Guadalupe, the best symbol of the Mexican religious culture. The Community will sing "Las Mananitas a la Virgen" and will also have a musical program with Mariachi, Banda, Aztec Dancers and Singers, a free breakfast to the visitors and, we respectfully ask for your support for this event. We will appreciate your valuable support. Mario Cardenas Director 3100 East Imperial Hwy, Lynwood, Ca. 90262 * Tel (310) 631 6789 Fax (310) 631 1645 () '" () 0 0 gJ m "'.. ~ c.,. . . '" tHl ;;1 -. ;.. ::l - -0. fJ~~ - ~ . () n1 .. ~ ttlrrl.. '" BEl g;I~~~ Ij Ijlj Ij =:: ~ g"'2.. = . . . . ~~ EI ~ ~ ~ ~ ~. . . . . -~.. . ~ ~ ~ ~ g. g.g. g. a. 1;1,", ::: __\'lc,i~"... ~ ~ """'" = Q.. tfI . . . . - . . o a ~ ~ ~ ~ ~ ~ ~ - - ~ . f) ~ .... .... .... . I ~ N Fl ...... .... - · Db ~ ~ .... '" ~ ;.;. ;. . '" .... ~ ;;; I ill 0 .... ~~ '0 0 ~ ..0 ..... __c, m 00 .... . 0... .. " 1;1 . ~~ ~ ~ ~ a - - ~, s .... a . .. . "d .g . - 8.[ '" = - = ;.. - ... ... = .. '" =' . i .... . ::z:= ....... 0 " p -- ~ .. 8 ~ ... [ '0 ~ 8. ~ ~ AID co $ ... ... . .... '0 :; . a ... l!, !l . ~ z - Gl ~ ~ .... =. .. ~ i 8 I!.. ~ ~ "C. 0 ... . I ~ " ~ ~ ~ ... po . r-< 'l () - ~ ~Wi1 = 0 ;.. co >-l 8 " ~ ~ " " . I '" ... ~ ~ ~ ~ ~.. . ("l _000"0 0 ..~ . qto'WOOOO'\!7 >oj 0 I~ ~ DO .....10 n i 'I > ~ ,~ .., ;, .... ~ . c 0 n ~~>~~ '" z Z [. ~~r;~ ~ . CD 7 ~ ~. ~ s a' ... '< 'i:l ... ~ !II iJQ I'fl Q.. H:lo s ID,~lg ~~~=iJ. . ~ !:tI ~ ~ x- 1:? . i: g /fl a. t>.J o' i a~, '!l ::l I:I:! " ~ I:I:! ~ .. = I:I:! '" " [. I:I:! = " ~ " ' = e- " - = - ;.. 0- ~ ;. 0- ~ ;:;'p .... ~ ~ '" '&l ~ - .... " 0 ~~ ~C> ...; 6:00 p.m. - 7:00 pm. 7:00 p.m. - 10:00 p.m. 10:30 p.m. - 11:00 p.m. 11:00 p.m. - 12:00 a.m. 12:00 a.m. - 2:00 a.m. 10:00 a.m. - 11:00 a.m. 11:00 a.m. - 1:00 p.m. 7:00 p.m. - 8:00 p.m. #R~'2J2SE Asociacion de Comerciantes de Plaza Mexico "Mananitas a la Virgen de Guadalupe 11 y 12 de Diciembre de 2006 Programa Lunes 11 de Diciembre Pastorela Festival Musical de Navidad. Coros y Canticos Navideiios. Escenificacion de las Apariciones de la Virgen de Guadalupe por el Grupo Emaus de la Parroquia de San Felipe Neri. Santa Misa, oficiada por Moseiior Emigdio Herrera de la Parroquia de San Emydius. Con Mariachi. Mananitas a la Virgen con Banda, Mariachi y Cantantes. Martes 12 de Diciembre Santa Misa, oficiada por eJ Padre David Ochoa de la Parroquia de Santo Tomas. Mananitas a la Virgen con Mariachi y Cantantes. Tradicional Desayuno para visitantes (tamales, atole, champurrado, bunuelos) Santa Misa. Plaza Mexico - 3100 East Imperial Hwy, Lynwood, Ca. 90262 . Tel (310) 631 4989 Fax (310) 631 6789 ~~/C~.~U~~ _~.~U "'U"',;U;II~""~"""" . . . . ~ STAGERIGHT Stage Right Corporation 495 Pioneer Parkway Clare. MI 48611 IVI Toll F....: 800-438-4499 ext.-350 Tel: 989-386-1393 Cell: 989-2e.4-7387 Fax: 989-386-8350 E-mail: bteeter@$tagerighlcorn Customer Information Plaza Mexic:::o Sam Cha 3100 E. Imperial Way Lynwood CA 90262 Phone: 310-508-1080 Em"il: samcha@plazamexlco.com VNIW.staaertaht.com October 27, 2006 Plaza Mexico1027 Quote I.D.: Quote 24' x 28' x 32"-48" All Terrain Staae Part Number ~ Oescriotlon Un~ Price AF48MN2 21 Deell, 4'x8'. AF with Blaell Techstage, 0.095' Surface, Mill $ 515.00 $ Finish 314412 8 ME-10oo, AT 4' x 8' x 32"-48" Assy w/o Locators $ 638.00 S 314540 12 ME Locator, AT Single S 21.00 $ 314545 16 ME Loca1Or, AT Dual S 22.00 $ 314238 4 ME Locator, AT DualtDual S 24.00 S 314555 12 ME Locator, AT Quad 5 29.00 S 314239 6 ME Locator, AT Dual/Quad S 34.00 S 360015 1 Stair - FA 32".48" 5 Step $ 998.00 S 322201 2 Transport, Deck 4' x 8' (15) S 513.00 S 322203 1 Transport, ME 48-78 Supp. (16 Assemblies) S 1,172.00 $ 390503 9 Guardrail, Universal 6'x42' $ 213.00 $ 322248 1 Transport. Guardrail Universal (40 . 4' or 20. 6'to 8' $ 1,012.00 $ Guardrails) 8.25% CA Sales Tax (On Product Only) S Freight to: Lynwood CA S Optional Skirtina on 13\ Sides Part Number ~ 321111 9 @~~;:::=j1,<,,"?r:=j_ . 'E!I?t,F~: ,-",.=t ^'-~ ll:=l _ '. ., '" T _, . li.;"r-'" -j; ,; iJ M.' .-', TOTAL: 5 1,921.92 2,651.00 27,8&8.92 1 Descriotion Skirt. 8' x 32"-48" Black Janus, Clip Unit Price Attachment 5126.00 S 8.25% CA Sales Tax (On Product Only) S Amount 10.815.00 5,104.00 252.00 352.00 96.00 348.00 204.00 998.00 1,026,00 1.172.00 1,917.00 1,012.00 Ml2!!!l1 1,134.00 93.56 ~--;;o-tional Skirtina onl4~ides 1 ADD: $ 1,227.56 ~~ ParrI~lJlrlb"l ==-...t1escrioti,on Unit Price Amount 321124 . 1 Skirt. 4'x32"-48" Black Janus, Clip Attachment S 64.00 $ 64.00 321111 12 Skirt, 8' x 32".48" Blaell Janus, Clip Attachment $' 26.00 $ 1.512.00 8.25% CA Sales Tax (On Product Only) $ 130.02 ADD: $ 1,706.02 It?. Terms and Condltlons: --- ' -r Wltn!n fI'IIe business day$ from rKelpt of OrdQI, 8n order acXnow/edgement will be sent to confirm YOUI' order and prov,.de. sc:hed:.Jled shiP. d8~a. It om a/so c:onntln Important Information r.gardl1l9 th6 processing tJnd delivery of your ord~. Contact StageR/gM jmml!dIB18ly " you do not reClllll9 yo ctJn(!rmllticn, ~ LllaG' time Is e!Jamated snd "sries- bltSed on fflsnufscfurlng capacIty. Actul'l/3hlp dste will be detftrml"Qc1ot pl"cemont cfaNiar. FfP./qhl Terms: 'OS Clare. MJ . Quatod Price V.lld fof 30 D.y.s ~ QI,JQted Price IncJl,lde$ Prwight to: LynwOOQ CA Shitlmsnt Est/meted >>4S Days ARC (To be co"fltmed allime o( order) <.1 \. QIJot6d Pr(Qe D08s Include Taxes Warranty. une (I) rear Quoted Price Dou N01/0Ci/uda Off Credit Te!77ls: Net 3D (WIth Approve<} CredIt) (May requJre Finanel,,' Ststerrntnf.sJ LoadinQ OR Insids De/Ivery Visa. MflBterCard, American Express snd O/~co\lSr ACc9pter::J StlgeRlght Corporation Bill Teeter Mar1<et Manager A . xut ~tx~.&oG r.M. i.S T. MeA.y" Fri".V 191'64-]16-3500 toff"'''' 800-1)a~"''''99 o:mlll !nr..t.Qettql1l.com "'~lJerl..tcam td 989.~86-7)9] 'o/~\ \' ". \ ' , ~ DATE: TO: APPROVED BY: PREPARED BY: AGENDA STAFF REPORT December 5, 2006 Honorable Mayor and City Council Members N. Enrique Martinez, City Mljln~er Iris Pygatt, City Treasurer if SUBJECT: Treasurer's Quarterly Investment Report Recommendation: The City Treasurer respectfully recommends that the City of Lynwood receive and file the attached Quarterly Investment Report for the quarter ending March 31, 2006. Background: In response to the crisis caused by the Orange County investment pool, the State Legislature in 1995 enacted SB564 and SB866. These laws were enacted as State Statutes to impose certain mandates regarding investment with public funds. The statutes have imposed the following mandates: 1. Annual adoption of an Investment Policy that incorporates changes mandated by the State. 2. Quarterly Investment Reports presented to the Legislative Body or Board Members. 3. Restriction on the use of certain investment instruments. The attached Treasurer's Report has been prepared to provide the following information: 1. 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Taguchi, Lynwood City Attomey's Office Patricia Tarin, Financial Analyst SUBJECT: Adoption of an Ordinance amending the City's Purchasing Procedures to increase the purchasing authority limits of the Purchasing Officer and Department Directors, establish increased levels of authority for execution of contracts by the City Manager and utilize cooperative purchasing arrangements. Recommendation: Staff recommends that the City Council: Introduce for adoption and first reading by title only the attached ordinance entitled: "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF L YNWOOD REPEALING SUBSECTIONS 6-3.1 THROUGH 6-3.13 OF THE LYNWOOD MUNICIPAL CODE IN THEIR ENTIRETY AND ADOPTING NEW SUBSECTIONS 6- 3.1 THROUGH 6-3.13 AMENDING THE CITY'S PURCHASING PROCEDURES FOR THE PURPOSES OF INCREASING THE PURCHASING AUTHORITY LIMITS OF THE PURCHASING OFFICER AND DEPARTMENT DIRECTORS, ESTABLISHING INCREAS.ED LEVELS OF AUTHORITY FOR EXECUTION OF CONTRACTS BY THE CITY MANAGER AND PERMITTING THE PURCHASING OFFICER TO UTILIZE COOPERATIVE PURCHASING ARRANGEMENTS WHEN SUCH PROCUREMENT METHODS ARE IN THE BEST INTERESTS OF THE CITY." - Background: In December of 2005, the City's Municipal Code provisions regarding purchasing of supplies, routine services and equipment and the procuring of professional services were updated by Ordinance No. 1571 ("Ord. 1571"). The new procedures implemented by Ord. 1571 clarified and streamlined the purchasing process and created a new RFP/RFQ procedure for Department Directors to follow when seeking professional services such as consultants, architects and accountants. Ord. 1571 also delegated authority to the City Manager to execute certain types of contracts on behalf of the City. To maximize efficiency of the purchasing function and provide additional flexibility and value to the City, Staff has determined that some additions, revisions and clarifications to the City's existing purchasing ordinance are now required. AGEN ITEIIi 1 I~ Discussion & Analysis: Purpose of the Proposed Revisions The hierarchy of purchasing authority created by Ord. 1571 will remain in place. However, increased dollar thresholds for each level of authority are being proposed, based on the City's assessment of its needs and a survey of the thresholds implemented by other California cities (see Attachment A). The revised ordinance also proposes to increase the contract signing/award authority of the Purchasing Officer/City Manager, to minimize the necessity to obtain the Mayor's signature for contracts and purchase orders (following the City Council approval of such), and expedite payments to vendors. In addition, the proposed ordinance provides clarified definitions, an updated list of transactions exempt from competitive bidding and/or centralized purchasing procedures and includes a conflict of interest provision. The revised ordinance also permits the City to participate in cooperative purchasing arrangements. Summarv of Proposed Revisions: . Permission to Participate in Cooperative Purchasing Arrangements (~6.3.6) The proposed ordinance permits the City to engage in cooperative purchasing when the Purchasing Officer determines such arrangements are in the best interest of the City. Some of the contemplated programs include the California Multiple Award Schedule ("CMAS") and U.S. Communities. These types of purchasing arrangements allow the City to purchase equipment, supplies and other goods by "piggybacking" on to contracts that have already been competitively bid out by other public agencies. Participating in cooperative purchasing arrangements should translate into savings of both time and money, and promote increased purchasing power for the City. The dollar thresholds (authority limits) specified in Section 6-3.7 would apply to cooperative purchases. . Increased Dollar Thresholds for the Three Levels of Purchasing Authority (~6.3. 7) . 1. Would permit Department Directors to make purchases of supplies, equipment and routine services costing $1.000.00 or less without competitive bidding or authorization from the Purchasing Officer. The existing Ord. 1571 limit for this type of transaction is $500.00 (see ~6-3.7.b.1). - 2. Proposes to permit the Purchasing Officer (City Manager) to make or authorize purchases of supplies, equipment and routine services costing $1,000.01 to $30.000.00 by utilizing the informal Open Market Purchase procedure, or by formal competitive bidding procedures. The current Ord. 1571 limit is $15,000.00 (see ~6.3.7.b.2). 3. Purchases of supplies, equipment and routine services costing over $30.000.00 must be made using the competitive Formal Bid Purchase. Awards of these contracts are made by the City Council (See ~6.3. 7 .b.3). 2 . Increased Dollar Thresholds for Award of Professional/Special Services Contracts (~6-3.9.e.6) Would permit the Purchasing Officer (City Manager) to approve award of all Professional/Special services contracts that do not exceed an annual expenditure of $50.000.00. Under Ord. 1571, the current ceiling is $15,000.00. The City Council must approve and award all Professional/Special service contracts involving annual expenditures in excess of $50,000.00. The RFP/RFQ procedures established by Ord. 1571 remain unchanged. The proposed ordinance also provides an expanded definition of "Professional/special Services" (See ~6-3.1). . Increased City Manager's Authority to Execute Contracts on Behalf of the City (~6-3.1 0) Would delegate authority to the City Manager to sign contracts and purchase orders on behalf of the City for supplies, equipment and routine services that do not exceed an annual expenditure of $30.000.00. The present limit under Ord. 1571 is $15,000.00. Would delegate authority to the City Manager to sign contracts for Professional/Special services not to exceed $50.000.00 for a single transaction in anyone-year period. Under Ord. 1571, the current limit is $15,000.00. Would permit the City Council by resolution and on a case-by-case basis to delegate authority to the City Manager to execute purchase orders and contract which exceed the dollar thresholds specified above. Appropriated funds must already be available for such purchases and the City Manager is still required to report semi-annually to Council on all such purchases and contracts made by the City Manager which exceed $5,000.00. Contracts and purchase orders exceeding the dollar thresholds specified above must still be executed by the Mayor or Mayor Pro Tem, unless the authority to sign has been delegated by specific a resolution. . - . Conflict of Interest Prohibition (~6-3.12.b) The proposed ordinance specifically prohibits City employees from participating in the selection of consultants, vendors, products etc. if they are financially interested in the business entity providing the goods or services. . Clarifying Certain Pre-Existing Exemptions from Competitive Bidding (~6- 3.13.a) Section 6-3.13 still exempts (among other things) emergency purchases and contracts for garbage collection from competitive bidding, and preserves the City Council's ability to waive competitive bidding on a case-by-case basis by Resolution adopted by 4/5 vote. The proposed revisions exempt cooperative purchases and previously standardized items from competitive bidding. These exemptions continue to be non-applicable to construction contracts for public works projects. 3 . Transactions that are Exempt from the Purchasing Procedures (~6-3.13.b) For increased clarity, the proposed ordinance lists various statutory and other types of transactions to which the Purchasing Procedures set forth in Section 6-3 do not apply. Such exemptions include the City's: (1) purchase or lease of real property; (2) payment of utility bills; (3) procurement of insurance and bonds; (4) procurement of legal notice publication and other advertising; (5) procurement of art in public places; (6) employee and officer expenditures for travel, education, dues, memberships and per diems; and (7) purchases made by homeowners utilizing HOME fund grants. Fiscal Impact: Some savings in terms of administrative time due to utilization of streamlined procedures may be realized. Cost and time savings are also expected to be realized through the participation in cooperative purchasing programs. Coordinated With: City Manager's Office Attachments: Attachment A - Purchasing Surveys and Summaries (6 pages) Attachment B - Proposed Revised Ordinance (13 pages) Attachment C - Redline Version of Proposed Ordinance Showing Revisions (13 Pages) - 4 ATTACHMENT A 1. Surveys of Cities Reaardina Purchasina Thresholds. A. Department Director's Threshold: Survey Conducted by City of Lynwood of Neighboring Cities o As noted in the table below, several surrounding cities have Department Director purchasing authority thresholds which exceed Lynwood's current Limits. City Department Director $1,000; all purchases $1,000 and above require a Purchase Order with 3 Bell Gardens bids. All purchases require a purchase order with three bids with appropriate Cerritos approvals. Huntington Park $2,000; Anv ourchases under $2,000 do not reauire a PO. $1,000; all purchases $1,000 and above require a Purchase Order with 3 Lakewood bids. B. City Manager's Threshold: Tahoe Regional Planning Agency ("TRPA'~ Purchase Limits/Authorities Survey (survey attached) o The attached survey shows that many California cities permit their Purchasinq Officers and/or their Citv Manaqers to award contracts and purchases in excess of the $15,000.00 per transaction limit currently in effect under Ord. 1571. Some do not have any limits for the City Manager. C. California Society of Municipal Finance Officers ("CSMFO'~ Purchasing Survey (survey attached). o The attached CSMFO Survey of 32 cities (2 pages) lists many other California cities with purchasing thresholds in excess of those currently permitted by Ord. 1571. o Twenty four (24) cities allow City Manager approval up to $25,000. o Six (6) cities allow City Manager approval of up to $50,000. Attachment A 1 2. Number of City of Lynwood Transactions and Averaae Dollar Value of Transactions by Purchasina Ranae. #of AveragHrlll1sactlon PurchaseOoUar Amount Transactions Amount Purchases UP to $1,000 12,153 $ 202.00 Purchases between $1,001 - $29,999 2,419 $ 5,087.00 Purchases of $30,000 and above 318 $ 208,602.00 14,890 ** The above transactions only include routine and service transactions entered FY 05/06. 3. Contract Breakdown for Professional Services for: (Based on Contracts entered in FY 05/06). Contracts Under $50,000 Contracts over $50,000 ** Based on contracts entered FY 05/06. the CITY contracts. 75 9 Previous total provides were based on all Attachment A 2 Attachment A - Page 3 I TRPA Purchase Limits/Authoritv Survey Contract authority Level (up range if I~oencv to amount) Bid requirement Award Authority different Approval Authority I Danville 2,500 none Department/supervisor 10,000 informal Department/supervisor 15,000 informal Town Manager 25,000 formal Town Manager 50,000 formal Finance Committee 50,000+ formal Town Council Hollister 2,500 none Department Head 5,000 informal Finance Director 15,000 formal City Manager 15,000+ formal City Manager 100,000 emergency City Manager Oroville 1,000 none Department/supervisor 5,000 informal Some items go to City Council 5,000+ formal Mayor (old charter requirement) Rancho Cucamonga 1,00P P-card 5,000 Managers 1,500 informal 10,000 Dept Head 10,000 formal 20,000 City Manager 20,000+ Council Sacramento 100 none staff o managers 5,000 informal (raising limit to 25,000) o Dept Head 100,000 formal o Purch. Agent 100,000 City Manager 100,000+ Council Indlo _ 1,000 none 25,000 informal 25,000+ formal Arcadia 2,500 none Department 30,000 informal Admin. Services Director 30,000+ formal City Council Dixon 500 none Department head/designee 10,000 informal Department head 10,000+ formal Citv Manaaer + Council author. Oxnard 2,500 direct PO Departmental managers 25,000 informal 100,000 informallwritten 100,000+ fonnal City Manaaer Clovis 1,000 none Department Heads 10,000 informal Department Heads 10,000+ formal 25,000 City Manager 25,000+ CitY Council EI Monte 1,000 none Department managers 5,000 informal Department managers 5,000+ fonnal 50,000 Purchase Agent 5,0000+ City Manaaer Camarillo 2,500 none Departmental managers 15,000 informal Department heads - 15,000+ formal Cttv Council Ridgecrest 2,500 none Department heads 10,000 Finance Director 25,000 City Manager 25,000+ Formal CitY Council OalyClty 5,000 none Department 50,000 informal Purchase officer 50,000+ formal City Council Albany 1,000 none Department head 5,000 Purchase Order Department head if budgeted 15,000 informal Finance Director 15,000+ formal Citv Administrator - Attachment A - Page 4 TRPA Purchase Limits/Authoritv Survey Contract authority Level (up range if Aoencv to amount) Bid requirement Award Authority different Approval Authority Santa Clarita 1,000 none 2,000 informal 10,000 written informal 50,000 ~:~ manager 10,000+ formal 50,000+ Ci Council San Clemente 5,000 none Department managers -- 10,000 Department head 10,000+ City Manager 25,000+ Council'i~~b.works) Yuba City $500 none Authorized personnel $5,000 Department head $5,000 informal $25,000 Purchase Agent $25,000 written informal $25,000+ City Council $25,000+ formal Berkeley o direct o Managers 5,000 informal o Department Heads 25,900 formal 25,000 Purchase Agent 25,000 City manager 25,000 + City Council San Luis Obispo 5,000 voucher/PO Department general 25,000 informal Department 100,000 formal City Administrator 100,000+ formal Citv Conci! Consultant 5,000 voucher/PO Department 25,000 Informal Department 25,000+ formal CitY Administrator Sunnyvale 1,000 Purchase card Employee o Department Heads 5,000 direct Purchasing 50,000 Purchase Agent 25,000 informal 50,000 City Manager 50,000 formal Purchasing 50,000+ City Council 50,000+ formal City Council What We Proposed 5,000 Direct Authorized personnel 15000+ written Informal Project Manager/Department Head 25,000 Informal Project Manager/Department Head 25,000+ formal Executive - If budgeted over $50,000 100 000+ formal Governlna Board Key to bid requirem~nts none no 9Uldancefbest experience dllect direct purchase at vendor Irtfonnal 2 to 3 telephone bids sornettrnes notes to document wrrtten lI'lfQnTlaf tetaphone quote followed up by wntten proposal ._ J~!mal _fQnDgrRFQj~ff~p.Locg:]~ - 'a; ,,::Ii ~w % ' \]$ 0- !)}!i }::&I ~~ MI, j 5~, I 'g '" ,n <, ~ ;>,~ ,!20 ~ t" er.;::. " ,- '(; ~ oJ!U:-- 1.:rn ;::;l .Q.~ f~", .~ ::; ,. c '$ "t:. 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"C &-~--;:. ,~i;;g }~5 rt ~ ~ j ~j~~11 ~ ~i'll g 'II ~ r.ti~C-O!: I 8 0" I I -"'- ~- i ~~I~ i'!~},~i=~~^,i' ~ t! g is) U) 11), U') I~ ~ Ul e 0 I' I ..,: ~ ._ i I '-:-: .8..':'.~.. ^ ^ ^ I """~^ -^ ~I ~8, l~ ~, 11. .......- '" N .; ~ I ] ^ ^ A A A ^ .-... ~ ~ I .--- ~I~' ~ :J.. :c ~~ 8 --~~ _.._ I ,~ -^i ~'l' ^ ~o~ ~ g ~ J, 8, 8}8,! 8 :E !8 'a 0, ~II '" :I~ on "':o.~~\^ +=^ I I 8 o o ;; 2 8 8 o 0 on 8 ~ ^ ^ 8 8 N to N ^ ^ c: g, :3 c: .. .. () 'E 'c ~ .. 0 J!l U :;; ~ 'E l!l l!l .. c: c: c: .. .. '0 el CJ) CJ) '-! '" :3 g> c c: .. .. c: :; u: 0> '0 .5 g I'" 8 I~ _~ :ll -' i!i ~ l'l .. " c m Cui >- 'E " o c: () ~ '~ l'l .. ? Attachment B ORDINANCE NO. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LYNWOOD REPEALING SUBSECTIONS 6-3.1 THROUGH 6-3.13 OF THE LYNWOOD MUNICIPAL CODE IN THEIR ENTIRETY AND ADOPTING NEW SUBSECTIONS 6-3.1 THROUGH 6-3.13 AMENDING THE CITY'S PURCHASING PROCEDURES FOR THE PURPOSES OF INCREASING THE PURCHASING AUTHORITY LIMITS OF THE PURCHASING OFFICER AND DEPARTMENT DIRECTORS, ESTABLISHING INCREASED LEVELS OF AUTHORITY FOR EXECUTION OF CONTRACTS BY THE CITY MANAGER AND PERMITTING THE PURCHASING OFFICER TO UTILIZE COOPERATIVE PURCHASING ARRANGEMENTS WHEN SUCH PROCUREMENT METHODS ARE IN THE BEST INTERESTS OF THE CITY WHEREAS, the City Council of the City of Lynwood (the "Council") adopted Ordinance No. 1571 in December 2005 to update and streamline the City's decades old purchasing and professional services procurement procedures to increase efficiency, cost effectiveness and responsiveness; and WHEREAS, by adopting Ordinance No. 1571, the Council also delegated authority to the City Manager to enter into and execute certain contracts on behalf of the City pursuant to provisions of state law and the guidelines set forth in that Ordinance; and WHEREAS, the new procedures implemented by Ordinance No. 1571 require additional fine-tuning to maximize efficiency in the purchasing function, work smoothly with City's new Financial System hardware/software and to bring the purchasing and signature authority limits of certain City personnel in line with the levels utilized by a broad spectrum of cities around the state; and WHEREAS, the Council desires to provide additional purchasing flexibility and value for the City by permitting the Purchasing Officer to participate in cooperative and "piggyback" purchasing arrangements with other public agencies when such procurements methods are in the best interest of the City. NOW, THEREFORE, THE CITY OF LYNWOOD DOES ORDAIN AS FOLLOWS: Section 1. That Subsections 6-3.1 through 6-3.13 of Section 6-3 of Chapter 6 ofthe Code of the City of Lynwood are hereby repealed in their entirety. 1 Attachment B Section 2. That new Subsections 6-3.1 through 6-3.13 of Section 6-3 of Chapter 6 are added to the Code of the City of Lynwood, which Subsections shall read as follows: 6-3 PURCHASING 6-3.1 Definitions. For purposes of this Section, the following words shall have the following meanings: "Agency or Agencies" shall mean the Lynwood Redevelopment Agency, the Lynwood Information Inc., the Lynwood Public Finance Authority, the Lynwood Utility Authority or any other local body created by ordinance, resolution or formal action of the City Council of the City of Lynwood. "Bidder's List" shall mean a list of responsible prospective or current vendors capable of providing the items being bid upon. "Equipment" shall mean furnishings, machinery, vehicles, rolling stock, and other personal property used in the City's business. "Emergency" shall mean a situation in which there is an immediate threat to life or property or when there is or would be a complete disruption of a vital public service. "Routine Services" are services such as janitorial, uniform cleaning, maintenance and other services which do not require any unique skill, special background, training, and obtaining such services at the lowest cost is the single most important factor in selection, as opposed to personal performance. "Professional/Special Services" shall mean services which require special performance criteria; special or specific equipment; specific experience, knowledge, training, personal judgment, quality of work or factors other than simply obtaining the service at the lowest cost to the City. Such services include, but are not limited to those provided by attorneys, architects, engineers, land surveyors, construction managers, appraisers, experts, accounting firms, security firms, computer consultants/programmers and/or other specialized consultants.. Professional/special services do not include services rendered by City officers or employees. "Purchase" shall include the renting, leasing, purchasing, licensing, or a trade of equipment or supplies. "Purchasing Officer" shall mean the City Manager or his/her designee. "Specifications" shall mean a description of the physical and/or functional characteristics or the nature of the required goods and/or services. 2 Attachment B "Supplies" shall mean office supplies, janitorial supplies, materials, goods, tools, or other commodities used in the general conduct of the City's business, excepting supplies or materials included in a construction contract or bid specification for a public works proj ect. 6-3.2 Centralized Purchasing System Adopted. There is hereby adopted a centralized purchasing system in order to establish efficient procedures for the procurement of supplies, equipment and routine services for the City and its Agencies; to exercise financial control over purchases; to clearly define authority for the purchasing function and to conserve public funds through the reduction of costs. 6-3.3 Purchasing Officer Duties. a. The City Manager is hereby appointed and shall serve as the City Purchasing Officer. The City Manager shall have the authority to delegate in whole or in part to qualified City officers or employees the responsibilities and authority for carrying out all aspects of the purchasing system, provided that the City Manager maintains oversight and receives quarterly reports regarding the purchasing function from all such designees. b. Subject to the provisions of this Section, the duties and responsibilities of the Purchasing Officer shall include but not necessarily be limited to the following: I. To prepare, distribute and maintain administrative regulations and procedures consistent with the provisions of this Code governing the purchase of supplies, equipment and routine services for the City and its Agencies; 2. To prepare, distribute and maintain administrative regulations and procedures consistent with this Code for the sale of surplus property; 3. To purchase or contract for all supplies, equipment and routine services needed by the City and its Agencies in accordance with purchasing rules, regulations and procedures as provided for in this Section and such other rules and regulations as shall be prescribed; 4. To procure for the City and its Agencies the highest quality in supplies, equipment and routine services at the least expense; 5. To discourage uniform bidding and to endeavor to obtain as full and open competition as possible on all purchases and sales; 6. To keep informed of current developments in the field of purchasing, prices, market conditions and new products; 7. To ensure the inspection of all supplies and equipment purchased to guarantee conformance with specifications and adherence to standards of quality, 3 Attachment B including, as required, chemical and physical tests of samples submitted with bids and samples of deliveries to determine conformance with specifications set forth in the order; 8. To direct the transfer of surplus or unused supplies and equipment between Departments as needed; 9. To sell all supplies, equipment and other property of the City and its Agencies which has been declared surplus or which has become unsuitable for use by the City or its Agencies; 10. To maintain financial and other records as necessary for the efficient operation of the purchasing system; II. To prescribe and maintain such forms as are necessary for administration of the purchasing system. 6-3.4 Appropriated Funds Prerequisite to Contract or Purchase Order. Except in cases of emergency, the Purchasing Officer shall not issue any purchase order nor award any contract for supplies, equipment, routine services or professional/special services unless there exists an available, non-committed balance in the account against which the purchase is to be charged. Subject to budgetary restrictions, the Purchasing Officer may transfer funding from other sources to ensure sufficient balances to the extent that such transfers are normally allowed without City Council approval. The Purchasing Officer shall obtain City Council approval for additional funds for purchases lacking the available uncommitted funding. 6-3.5 Estimates of Requirements; Requisitions, Purchase Orders and Contracts. a. All City Departments and Agencies must file detailed estimates of their requirements for supplies, equipment or routine services in such manner, and at such times, and for such future period(s) as the Purchasing Officer shall prescribe. b. Except as permitted under Subsection 6-3.7.b.l(c), any City Department or Agency requesting supplies, equipment or routine services shall submit to the Purchasing Officer a requisition on the Purchasing Officer's approved form prior to initiating any procurement. c. Except as permitted under Subsection 6-3.7.b.l(c), purchases of supplies, equipment and routine services shall be made only by purchase orders issued by the Purchasing Officer. Such purchases may also be made with such other contractual document as the Purchasing Officer determines is necessary. To the extent possible, purchase orders and/or contracts must be entered into for the entire fiscal year's worth of purchases, or for the entire length of the approved contact. 4 Attachment B 6-3.6 Cooperative Purchasing. a. The Purchasing Officer shall have the authority to join with other public agencies to utilize cooperative purchasing plans or programs, such as the California Multiple Award Schedule ("CMAS") or U.S. Communities, to purchase supplies, equipment or routine services using purchase orders or contracts when such cooperative purchasing plans or programs are determined by the Purchasing Officer to be in the City's best interest. The Purchasing Officer may buy directly from a vendor at a price established by another public agency when the other agency has made its purchase in a competitive manner which the Purchasing Officer has determined is in harmony with the City's purchasing procedures. b. The purchasing authority limits set forth in Subsection 6-3.7 shall apply to any such cooperative purchases. 6-3.7 Bidding Procedures and Purchasing Authority Limits. a. There are three levels of authority for purchases which are determined by dollar amount: Department Director Purchase, Open Market Purchase and Formal Bid Purchase. Except as specifically permitted otherwise by the provisions of this Section, a formal purchase order, approved by the requesting Department Director and the Purchasing Officer or his/her designee is required for all purchases where any single item/purchase exceeds $1,000.00, in advance of the procurement. b. When making purchases for supplies, equipment or routine services, the following procedures shall be followed: I. Department Director Purchase: Up to $1,000.00. (a) Any Department Director or the City Manager may authorize the purchase of supplies, equipment or routine services as needed for his or her area of responsibility for purchases up to $1,000.00. (b) No competitive bidding procedures shall be required, provided the Department Director keeps a record of such purchases and exercises reasonable prudence in seeking price quotes and purchasing such items. All such purchases shall be made within the existing budget, using the available and uncommitted balances. (c) Purchase orders shall be issued for all transactions, regardless of the amount of the purchase. 2. Open Market Purchase: $1,000.01 to $30,000.00. (a) Purchases of supplies, equipment and routine services where the dollar amount involved is $1,000.01 to $30,000.00 shall be made by the 5 Attachment B Purchasing Officer. If in the Purchasing Officer's reasonable discretion the amount, urgent need and/or timing of the purchase so warrants, the purchase may be made using the Open Market Purchase procedure detailed below without observing the formal competitive bidding procedures prescribed in Subsection 6-3.7.b.3. (I) Open market purchases shall, whenever possible, be based on at least three (3) bids and shall be awarded to the lowest responsible and responsive bidder. (2) The Purchasing Officer or his/her designee shall solicit bids by written request to prospective vendors, by telephone and/or by public notice posted on a public bulletin board in City Hall and on the City's Website. (3) Bids given pursuant to this Subsection shall be submitted to the Purchasing Officer in writing. (4) Ifa bid is received, the Purchasing Officer shall keep a record of all open market orders and bids for a period of one (I) year after the submission of bids or the placing of orders. This record, while so kept, shall be open for public inspection. 3. Formal Bid Purchase: Over $30,000.00 (a) Except as otherwise authorized in Subsection 6-3.13, purchases of supplies, equipment and routine services in excess of Thirty Thousand ($30,000.00) Dollars shall be by formal competitive bid in accordance with the following provisions: (I) Published notice. A notice inviting bids shall be published at least fourteen (14) calendar days before the date of the opening of bids. The notice shall be published at least twice, not less than five (5) days apart in a newspaper of general circulation printed and published in the City, and also in appropriate trade publications, if any, circulated within the general area. Such other notice as the Purchasing Officer deems appropriate may be made. (2) Notice inviting bids. Notices inviting bids shall include a general description of the supplies, equipment or routine services to be purchased, state where bid forms and specifications may be secured and the time and place for the opening of bids and any other information material to the submission of a bid. 6 Attachment B (3) Bidder's list. The Purchasing Officer shall maintain a list of responsible bidders for various categories of supplies or equipment. A solicitation for a bid shall be sent to all responsible prospective contractors or suppliers whose names are on the bidder's list for the category of equipment, supplies or routine services subject to the bid request. (4) Bulletin board and Website. The bid invitation shall be posted on a public bulletin board in City Hall and shall also be posted on the City's Website. (5) Bid Submission Procedure. Sealed bids shall be submitted to the Purchasing Officer or to the City Clerk, as determined by the Purchasing Officer and set forth in the notice inviting bids. Sealed bids shall be identified as to bidder, project, and bid on the envelope. (6) Bid opening procedure. Bids shall be opened by City staff in public at the time and place stated in the notice inviting bids. A written record and tabulation shall be made at the time of all bids received, and shall be open for public inspection during regular business hours for a period of not less than thirty (30) days after the bid opening. (7) Rejection of bids. In its discretion, the City Council may reject any bids presented and may re-advertise for bids. (8) Tie bids. If two (2) or more bids received are for the same total amount or unit price, quality and service being equal, the Council may accept either bid. (9) No bids. Ifno bids are received, the City Council may have the supplies, equipment or routine services purchased in the open market without further compliance with the bidding procedures specified in this Subsection. (10) Performance bonds. The City Council may require a performance bond in such amount as it shall find reasonably necessary to protect the public interest. If the City Council requires a performance bond, the form and amount of the bond shall be described in the notice inviting bids (11) Bid evaluation procedures. All bids shall be analyzed by Purchasing Officer and the Department Director requiring the supplies, equipment or routine services for compliance with bid specifications, and the Department Director shall make a recommendation to the Purchasing Officer who shall in turn make a recommendation for award or rejection to the City Council. 7 Attachment B (12) A ward of contracts. Contracts shall be awarded by the City Council to the lowest responsive and responsible bidder whose bid fulfills the purpose intended according to criteria designated in the notice inviting bids. Unless specified otherwise on a case-by-case basis by resolution of the City Council, all such contracts shall require the signature of the Mayor, or in his/her absence, the Mayor Pro Tempore, pursuant to the provisions of Gov. Code ~~ 40601 and 40602. d. The purchasing procedures described in this Subsection shall not apply to public works projects/contracts, professional/special services contracts, purchases made by homeowners utilizing HOME fund grants or to any employee or officer expenditures or reimbursements involving travel, education, dues, memberships or per diems. 6-3.8 Report and Sale of Obsolete and Surplus Supplies and Equipment. a. All City Departments and Agencies shall submit to the Purchasing Officer, at such times and in such form as he/she shall prescribe, reports showing all supplies and equipment which are no longer used or which have become obsolete or worn out. b. The Purchasing Officer shall have the authority to sell all supplies and equipment which cannot be used by any agency or which have become unsuitable for use by the City or its Agencies or to exchange or trade in the supplies and equipment for new supplies and equipment. Such sales shall be made pursuant to those provisions of this Section which are applicable. 6-3.9 Professional/Special Services. a. In contracting for professional/special services, such contracts should only be awarded to firms or persons who have demonstrated adequate levels of experience, competence, resources/equipment, staffing and other professional qualifications necessary for more than a satisfactory performance of the services required in the time period needed. b. Once the Department or Agency requesting the professional/special service has determined a firm has an adequate level of competence, the cost ofthe service may be considered, however, price may not be the sole factor in determining to whom a contract shall be awarded. The City's best interests may be served by awarding the contract to a higher priced contractor based on the scope of services available, unique skills, staffing levels, timing, prior experience, past working relationship, and other factors required by the Department or proposed by the contractor. c. Request for proposal/qualifications. The acquiring of professional/special services shall be procured through a negotiated contract and should include requests for proposals/qualifications (RFP/Q). Soliciting bids for professional/special services is decentralized and shall be the responsibility of the Department Director requesting the 8 Attachment B service. The Purchasing Officer may be contacted to assist in the formal request for proposal/qualification (RFP/Q) process. d. Contracts for Fifty Thousand ($50,000) Dollars or Less. 1. In non-emergency situations, the requesting Department should contact a minimum of three (3) consultants/firms. 2. Unless the City Council authorized the entering into or the award of a specific contract for professional/special services, the Purchasing Officer shall approve in writing the award of all such contracts, taking into consideration the recommendation of the Department Director requesting the professional/special services at issue. 3. The Purchasing Officer or his/her duly authorized designee is authorized to approve professional/special service contracts with an estimated cost of $50,000.00 or less. e. Contracts over Fifty Thousand ($50,000) Dollars. In non-emergency situations, Departments should utilize the following Sealed Request for Proposal process: 1. RFP /Q solicitation process. A formal Sealed Request for Proposal Qualification (herein "RFP/Q") document should be developed for solicitation of professional services contracts over Fifty Thousand ($50,000) Dollars. 2. Advertisement. The Department should advertise in appropriate publications and/or use the Professional Services Listings, as available, during the solicitation process. 3. Fourteen (14) to Twenty-one (21) day notice. Notice inviting RFP/Q's should be posted at City Hall and on the City's Website at least fourteen (14) calendar days before the due date of submission of the RFP/Q. 4. Notice contents. The notice shall at least describe the general type of service needed, how the RFP/Q minimum Scope of Work can be obtained, the requirement of a written sealed proposal, state the closing date, place, and time for submission of the RFP/Q. 5. Solicitation procedure. Sealed Request for Proposals/Qualifications should be submitted directly to the requesting Department. RFP/Q's need not be opened publicly. Departments shall analyze proposals for compliance with RFP/Q requirements, value of the total scope of services and make a recommendation to City Council for selection, or for follow up interviews of those submitting proposals. 9 Attachment B 6. A ward. Contracts for professional/special services in excess of Fifty Thousand ($50,000.00) Dollars require the approval of the City Council, and unless specified otherwise on a case-by-case basis by resolution of the City Council, the signature of the Mayor, or in ms/her absence, the Mayor Pro Tempore, pursuant to the provisions of Gov. Code SS 40601 and 40602. f. Contracts for professional/special services should be on the City's standard form and shall be reviewed and approved as to form by the City Attorney. 6-3.10 City Manager Authority to Execute Specified Contracts. a. The City Manager or his/her duly authorized designee shall be authorized to sign on behalf of the City all purchase orders or contracts for procuring supplies, equipment and routine services which do not exceed a total purchase order or contract amount of $30,000.00 in anyone fiscal year period. The City Manager or his/her duly authorized Designee shall be authorized to sign on behalf of the City all contracts for professional/special services which do not exceed a total contract amount of Fifty Thousand ($50,000.00) Dollars in anyone fiscal year period. b. By resolution, and on a case-by-case basis, the City Council may also direct the City Manager to execute on behalf of the City specific purchase orders and/or contracts for procuring supplies, equipment and routine or Professional/Special services which exceed the thresholds set forth in Subsection 6-3.10.a oftms Code. 6-3.11 Report of Purchases. a. The City Manager shall file a report of purchases with the City Council on a semi- annual basis. The report shall account for all purchases of supplies, equipment or routine services and all contracts for professional services exceeding Five Thousand ($5,000.00) Dollars which were made without prior City Council approval during the preceding six- months of each fiscal year. b. The report shall identify the subject matter of the purchase order or contract, the requesting Department, the person or entity from whom the purchase was made, and the amounts paid or payable by the City or its Agencies under each such purchase order or contract. 6-3.12 Splitting Purchases or Contracts; Conflict ofInterest. a. No officer or employee of the City or its Agencies shall split or separate a purchase of supplies, equipment or a contract or purchase order for routine services or professional/special for the purpose of evading the provisions of this Section. The acquisition of supplies, equipment and routine services should normally be made as a single purchase, when the need has been identified for multiples of items, related items, or similar items, which are ordinarily available from the same vendor or manufacturer. 10 Attachment B b. No City employee who participates in the selection or approval of a vendor, consultant, product, source or specification, or who has supervisory responsibility for any such employee, shall have any financial interest in the business entity which furnishes the services, supplies, material or equipment being purchased. 6-3.13 Exceptions. a. Any provisions of this Section to the contrary notwithstanding, no competitive bidding of any kind (whether through informal open market procedures or through formal noticed procedures) shall be required to purchase supplies, equipment, routine or professional/special services under any of the following circumstances: I. When an emergency requires that an order be placed with the most available source of supply; or 2. When the supplies, equipment, services or contract could be obtained from only one (1) source; or 3. If the City Council shall find, by resolution adopted by not less than four- fifths (4/5) of its membership, that such an acquisition may be more economically and efficiently effected through the use of an alternate procedure; or 4. When the City is seeking a contract for garbage collection; or 5. When the Purchasing Officer utilizes cooperative purchasing methods he/she has determined to be in the best interest of the City pursuant to Subsection 6-3.6; or 6. Where the items to be purchased are required to match or be compatible with other furnishings, materials or equipment previously purchased by the City or where the furnishings, types of materials or equipment that have been standardized for the City by the City Council. b. The exceptions listed above shall not apply to contracts for public projects or public works projects. c. The following types of purchases/acquisitions/transactions are exempt from all provisions of this Section. However, other provisions of state law, this Code or resolutions of the City Council may apply. I. Payment by the City of utility services and related charges; 2. Acquisitions of real property by lease or purchase and related title and escrow fees; 3. Procurement of insurance and bonds; II Attachment B 4. Procurement of advertising or publishing of public/legal notices in magazines, newspapers or other media; 5. Procurement of works of art in public places; 6. Employee or officer expenditures or reimbursements involving travel, education, dues, memberships or per diems; 7. Purchases made by homeowners utilizing HOME fund grants. Section 3. If any section, subsection, subdivision, paragraph, sentence, clause or phrase of this Ordinance or any part thereof is for any reason held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this ordinance. The City Council hereby declares that it would have passed each section, subsection, subdivision, paragraph, sentence, clause or phrase of this ordinance irrespective of the fact that anyone or more section, subsection, subdivision, paragraph, sentence, clause or phrase be declared invalid or unconstitutional. Section 4. This Ordinance shall take effect thirty (30) days after its final passage by the City Council. Section 5. The City Clerk of the City of Lynwood is hereby directed to certifY to the passage and adoption of this Ordinance and to cause it to be published or posted as required by law. First read at a regular meeting ofthe City Council held on the day of , 2006 and adopted and ordered published at a regular meeting of said Council held on the day of ,2006. Leticia Vasquez, Mayor City of Lynwood Attest: Approved as to content: Andrea L. Hooper, City Clerk N. Enrique Martinez, City Manager Approved as to form: 12 Attachment B J. Arnalda Beltran, City Attorney 13 Attachment C ORDINANCE NO. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LYNWOOD REPEALING SUBSECTIONS 6-3.1 THROUGH 6-3.13 OF THE LYNWOOD MUNICIPAL CODE IN THEIR ENTIRETY AND ADOPTING NEW SUBSECTIONS 6-3.1 THROUGH 6-3.13 AMENDING THE CITY'S PURCHASING PROCEDURES FOR THE PURPOSES OF INCREASING THE PURCHASING AUTHORITY LIMITS OF THE PURCHASING OFFICER AND DEPARTMENT DIRECTORS, ESTABLISHING INCREASED LEVELS OF AUTHORITY FOR EXECUTION OF CONTRACTS BY THE CITY MANAGER AND PERMITTING THE PURCHASING OFFICER TO UTILIZE COOPERATIVE PURCHASING ARRANGEMENTS WHEN SUCH PROCUREMENT METHODS ARE IN THE BEST INTERESTS OF THE CITY WHEREAS, the City Council of the City of Lynwood (the "Council") adopted Ordinance No. 1571 in December 2005 to update and streamline the City's decades old purchasing and professional services procurement procedures to increase efficiency, cost effectiveness and responsiveness; and WHEREAS, by adopting Ordinance No. 1571, the Council also delegated authority to the City Manager to enter into and execute certain contracts on behalf of the City pursuant to provisions of state law and the guidelines set forth in that Ordinance; and WHEREAS, the new procedures implemented by Ordinance No. 1571 require additional fine-tuning to maximize efficiency in the purchasing function, work smoothly with City's new Financial System hardware/software and to bring the purchasing and signature authority limits of certain City personnel in line with the levels utilized by a broad spectrum of cities around the state; and WHEREAS, the Council desires to provide additional purchasing flexibility and value for the City by permitting the Purchasing Officer to participate in cooperative and "piggyback" purchasing arrangements with other public agencies when such procurements methods are in the best interest of the City. NOW, THEREFORE, THE CITY OF LYNWOOD DOES ORDAIN AS FOLLOWS: Section 1. That Subsections 6-3.1 through 6-3.13 of Section 6-3 of Chapter 6 of the Code of the City of Lynwood are hereby repealed in their entirety. Attachment C Section 2. That new Subsections 6-3.1 through 6-3.13 of Section 6-3 of Chapter 6 are added to the Code of the City of Lynwood, which Subsections shall read as follows: 6-3 PURCHASING 6-3.1 Definitions. For purposes of this Section, the following words shall have the following meanings: "Agency or Agencies" shall mean the Lynwood Redevelopment Agency, the Lynwood Information Inc., the Lynwood Public Finance Authority, the Lynwood Utility Authority or any other local body created by ordinance, resolution or formal action of the City Council of the City of Lynwood. "Bidder's List" shall mean a list of responsible prospective or current vendors capable of providing the items being bid upon. "Equipment" shall mean furnishings, machinery, vehicles, rolling stock, and other personal property used in the City's business. "Emergency" shall mean a situation in which there is an immediate threat to life or property or when there is or would be a complete disruption of a vital public service. "Routine Services" are services such as janitorial, uniform cleaning, maintenance and other services which do not require any unique skill, special background, training, and obtaining such services at the lowest cost is the single most important factor in selection, as opposed to personal performance. "Professional/Special Services" shall mean services which require soecial oerformance criteria: soecial or soecific equipment: soecific exoerience. knowledE:e. trainill!.!.. personal iude:ment. Quality of work or factors other than simplv obtaining the service at the lowest cost to the Citv. Such services include. but are not limited to those orovided bv .ilttome)'~,u architect~, engineer~, land surveyo~, construction manager~, appraiser~, expe~, accounting firm~, security firms. comouter consultants/oTOi!Tammers andlor other soecialized consultant~ _ _ ~~~.fe~si~I)_~!(~p~_~j~l_ _~~~i~~~ _4~ _I)_l?r ~!"!~h~~~_ s_~!vic_~s_ !.~~d_~r~d by City officers or employees. "Purchase" shall include the renting, leasing, purchasing, licensing, or a trade of equipment or supplies. "Purchasing Officer" shall mean the City Manager or his/her designee. "Soecifications" shall mean a descriotion of the ohvsical andlor functional characteristics or the nature ofthe reauired ~!Oods andlor services. 2 { Deleted: any work performed by an Deleted: or those services such as computer services, secwity services and other services which require in addition to the use of special or specific equipment, special performance criteria, specificexperience,training,personal judgment, quality of work or factors other than simply obtaining the service al the !owesl cost to the City Attachment C "Supplies" shall mean office supplies, janitorial supplies, materials, goods, tools, or other commodities used in the general conduct ofthe City's business, excepting supplies or materials included in a construction contract or bid specification for a public works project. 6-3.2 Centralized Purchasing System Adopted. There is hereby adopted a centralized purchasing system in order to establish efficient procedures for the procurement of supplies, equipment and routine services for the City and its Agencies; to exercise financial control over purchases; to clearly define authority for the purchasing function and to conserve public funds through the reduction of costs. 6-3.3 Purchasing Officer Duties. a. The City Manager is hereby appointed and shall serve as the City Purchasing Officer. The City Manager shall have the authority to delegate in whole or in part to qualified City officers or employees the responsibilities and authority for carrying out all aspects of the purchasing system, provided that the City Manager maintains oversight and receives quarterly reports regarding the purchasing function from all such designees. b. Subject to the provisions of this Section, the duties and responsibilities of the Purchasing Officer shall include but not necessarily be limited to the following: 1. To prepare, distribute and maintain administrative regulations and procedures consistent with the provisions of this Code governing the purchase of supplies, equipment and routine services for the City and its Agencies; 2. To prepare, distribute and maintain administrative regulations and procedures consistent with this Code for the sale of surplus property; 3. To purchase or contract for all supplies, equipment and routine services needed by the City and its Agencies in accordance with purchasing rules, regulations and procedures as provided for in this Section and such other rules and regulations as shall be prescribed; 4. To procure for the City and its Agencies the highest quality in supplies, equipment and routine services at the least expense; 5. To discourage uniform bidding and to endeavor to obtain as full and open competition as possible on all purchases and sales; 6. To keep informed of current developments in the field of purchasing, prices, market conditions and new products; 7. To ensure the inspection of all supplies and equipment purchased to guarantee conformance with specifications and adherence to standards of quality, 3 Attachment C including, as required, chemical and physical tests of samples submitted with bids and samples of deliveries to determine confonnance with specifications set forth in the order; 8. To direct the transfer of surplus or unused supplies and equipment between Departments as needed; 9. To sell all supplies, equipment and other property of the City and its Agencies which has been declared surplus or which has become unsuitable for use by the City or its Agencies; 10. To maintain financial and other records as necessary for the efficient operation of the purchasing system; 11. To prescribe and maintain such forms as are necessary for administration of the purchasing system. 6-3.4 Appropriated Funds Prerequisite to Contract or Purchase Order. Except in cases of emergency, the Purchasing Officer shall not issue any purchase order nor award any contract for supplies, equipment, routine services or professionaVspecial services unless there exists an available, non-committed balance in the account against which the purchase is to be charged. Subject to budgetary restrictions, the Purchasing Officer may transfer funding from other sources to ensure sufficient balances to the extent that such transfers are nonnally allowed without City Council approval. The Purchasing Officer shall obtain City Council approval for additional funds for purchases lacking the available uncommitted funding. 6-3.5 ,Estimates of Requirements: Reauisitions. Purchase Orders and Contracts. ~All City Departments and Agencies must file detailed estimates of their requirements for supplies, equipment or routine services in such manner, and at such times, and for such future period(s) as the Purchasing Officer shall prescribe. . ,\2. Except as pennitted under Subsection6:3.7.b.l(0,anyCityDepartmentor Agency requesting supplies, equipment or routine services shall submit to the Purchasing Officer a requisition on the Purchasing Officer's approved fonn prior to initiating any procurement. ",. Except as permitted under Subsection 6-3 .7.b.l(0,purchases of supplies, .. equipment and routine services shall be made only by purchase orders issued by the Purchasing Officer. Such ourchases mav also be made with.:iuchothercontractual document as the Purchasing Officer determines is necessary.. To the extent possible, purchase orders and/or contracts must be entered into for the entire fiscal year's worth of purchases, or for the entire length of the approved contact. 4 { Deleted: Departments to Supply i Deleted: . - Deleted: Deleted: <#>RequisitiODS and Purchase Orders.' ~ [ Deleted: b Deleted: and any Deleted: he or she Attachment C 6-3.6 CooDerative Purchasinl!. a. The Purchasing Officer shall have the authority to ioin with other public ae:encies to utilize coooerative ourchasing plans or orol!Tams. such as the California Multiole Award Schedule ("CMAS") or U.S. Communities. to purchase supplies. equipment or routine services usinll purchase orders or contracts when such coooerative purchasing plans or programs are determined bv the Purchasing Officer to be in the City's best interest. The Purchasing Officer mav buv directlv from a vendor at a price established bv another public ae:encv when the other agency has made its purchase in a comoetitive manner which the Purchasing Officer has determined is in harmonv with the City's ourchasing orocedures. b. The purchasing authority limits set forth in Subsection 6-3.7 shall applv to anv such coooerative purchases. 6-3.7 Bidding Procedures and Purchasing Authority Limits. a. There are three levels of authority for purchases which are determined by dollar amount: Department Director Purchase, Open Market Purchase and Formal Bid Purchase. Except as specifically permitted otherwise by the provisions of this Section, a formal purchase order, approved by the requesting Department Director and the Purchasing Officer or hislher designee is required for all purchases where any single item/purchase exceeds $1.000.00,._ in ~~y~~~~ oftl:t.e_p~~)~~e~~I!_(.__ b. When making purchases for supplies, equipment or routine services, the following procedures shall be followed: 1. pepartment Director Purchase;. Up to $,1.000.00, (a) Any Department Director or the City Manager may authorize the purchase of supplies, equipment or routine services as needed for his or her area of responsibility for purchases up to $1.000.00,u (b) No ,fOompetiti ve bidding procedures shall bere'luired, providedthe u ... Department Director keeps a record of such purchases and exercises reasonable prudence in seeking price quotes and purchasing such items. All such purchases shall be made within the existing budget, using the available and uncommitted balances. (c) furchaseorders,:;hall,J:>e issued for alltransactions.regardlessof the amount of the ourchase. 2. Open Market Purchase: $1.000.0I,to$,1,Q,000.00. (a) Purchases of supplies, equipment and routine services where the dollar amount involved is $,1-000,0 I to $,lQ,000.00 shall be madebythe 5 Deleted: 500,00 Deleted: . " Deleted: 500.00 -', Formatted: Font Italic , Deleted: 500.00 ::: Deleted: purchase requisition, purchase ::' order or Deleted: Department Director , Purchases in amounts over $500.00 {but less than $1,000.00) shall require a purchase order; however, the approval of the Purchasing Officer shall not be required. Inserted: Department Director Purchases in amounts over $500.00 (but ]essthan SI,OOO.OO) shall require a purchase order; however, the approval of the Purchasing Officer shall not be required. " .~.~~.:_.~~~..- ....... . ( Deleted: also, i ( .De.leted:., when required by the vendor i 0.0.0.0.""0','0'0,00.0000.0".0'"0.''""'""'""'0"'"'""'"'"'""'"'"'"'",,,"'"'""-:; Deleted: , Deleted: or when the complexity of the I transaction demands a fonna] document L~O! .~.~~_ty Deleted: 500.01 Deleted: ]5 Deleted: 500,01 Deleted: 15 Attachment C 3. Purchasing Officer. Ifin the Purchasing Officer's reasonable discretion the amount, urgent need and/or timing of the purchase so warrants, the purchase may be made.l!sing theOpenMarketPurchasel'rocedureu detailed below without observing the formal competitive bidding procedures prescribed in Subsection 6-3.7.b.3. (1) Open market purchases shall, whenever possible, be based on at least three (3) bids and shall be awarded to the lowest responsible and resDonsive bidder. (2) The Purchasing Officer or his/her designee shall solicit bids by written request to prospective vendors, by telephone and/or by public notice posted on a public bulletin board in City Hall and on the City's Website. (3) Bids given pursuant to this Subsection shall be submitted to the Purchasing Officer in writing. (4) If a bid is received, the Purchasing Officer shall keep a record of all open market orders and bids for a period of one (1) year after the submission of bids or the placing of orders. This record, while so kept, shall be open for public inspection. Formal Bid Purchase; Over $,'ill,OOO,OO ~ Except as. otherwise authorized. in Subsection 6~3, 13, purchases. of supplies, equipment and routine services in excess ofThirtY1bousand ($,lQ,OOO.OO) Dollars shall be by formal competitive bid in accordance with the following provisions: U) Published notice. A notice inviting bids shall be published.. at least fourteen (14) calendar days before the date of the opening of bids. The notice shall be published at least twice, not less than five (5) days apart in a newspaper of general circulation printed and published in the City, and also in appropriate trade publications, if any, circulated within the general area. Such other notice as the Purchasing Officer deems appropriate may be made. CD Noticeinvitingbids.Noticesinvitingbids shall include a general description of the supplies, equipment or routine services to be purchased, state where bid forms and specifications may be secured and the time and place for the opening of bids and any other information material to the submission of a bid. 6 Deleted: in the Deleted: open Deleted: markel Deleted: $ Deleted: IS Deleted: Deleted: Fifteen Deleted: 1 S i Deleted: , I Deleted: b Attachment C Q)...... Bidder's list.. The Purchasing. Officer shall maintain a list of responsible bidders for various categories of supplies or equipment. A solicitation for a bid shall be sent to all responsible prospective contractors or suppliers whose names are on the bidder's list for the category of equipment, supplies or routine services subject to the bid request. (.1) Bulletin board and Website. The bid invitation shall be posted on a public bulletin board in City Hall and shall also be posted on the City's Website. (,2) Bid Submission Procedure. Sealed bids shall be submitted to the Purchasing Officer or to the City Clerk, as determined by the Purchasing Officer and set forth in the notice inviting bids. Sealed bids shall be identified as to bidder, project, and bid on the envelope. (.(!). .... Bid openingprocedure.u Bids shall be opened by City staff.. in public at the time and place stated in the notice inviting bids. A written record and tabulation shall be made at the time of all bids received, and shall be open for public inspection during regular business hours for a period of not less than thirty (30) days after the bid opening. Q.) .... Rejection of bids. In its discretion, the City Council may reject any bids presented and may re-advertise for bids. Q!) Tie bids. If two (2) or more bids received are for the same total amount or unit price, quality and service being equal, the Council may accept either bid. <.2) No bids. Ifno bids are received, the City Council may have the supplies, equipment or routine services purchased in the open market without further compliance with the bidding procedures specified in this Subsection. QQ) Performance bonds. The City Council mayrequirea . performance bond in such amount as it shall find reasonably necessary to protect the public interest. [fthe City Council requires a performance bond, the form and amount of the bond shall be described in the notice inviting bids Ql)u u Bid evaluation procedures. All bids shall be analyzed byu Purchasing Officer and the Department Director requiring the supplies, equipment or routine services for compliance with bid specifications, and the DeDartment,R irector shall make. a recommendation to the Purchasing Officer who shall in turn make.a recommendation _for ~~~~ _~!: r<?j~c;H~~ _t_~_ _ the City Council. 7 { Deleted: , . { Deleted: d [ Deleted: , { Deleted: f I Deleted: g I Deleted: h I Deleted: , I Deleted: j ---.J I Deleted: k Deleted: Head Deleted: prepare a recommendatiOIl to the Department for award or rejection The Department Director shall then prepare Attachment C Ql) A ward of contracts.. Contracts shall be awarded by the City Council to the lowest responsive and responsible bidder whose bid fulfills the purpose intended according to criteria designated in the notice inviting bids. Unless specified otherwise on acase-b)/:casebasisbyresolutionof the City Council../lll suchcontractsshallre'luirethesignature of the Mayor, or in his/her absence, the Mayor Pro Tempore, pursuant to the provisions of Gov. Code ~~ 40601 and 40602. '" The purchasing procedures described in this Subsection shall not apply to public works projects/contracts, professional/special services contracts. nurchases made bv homeowners utilizing HOME fund grants or to any employee or officer expenditures or reimbursements involving travel, education. dues. membershios or per diems. 6-3.8 Report and Sale of Obsolete and Surplus Supplies and Equipment. a. All City Departments and Agencies shall submit to the Purchasing Officer, at such times and in such form as he/she shall prescribe, reports showing all supplies and equipment which are no longer used or which have become obsolete or worn out. b. The Purchasing Officer shall have the authority to sell all supplies and equipment which cannot be used by any agency or which have become unsuitable for use by the City or its Agencies or to exchange or trade in the supplies and equipment for new supplies and equipment. Such sales shall be made pursuant to those provisions of this Section which are applicable. 6-3.9 Professional/Special Services. a. In contracting for professional/special services, such contracts should only be awarded to firms or persons who have demonstrated adequate levels of experience, competence, resources/equipment, staffing and other professional qualifications necessary for more than a satisfactory performance of the services required in the time period needed. b. Once the Department or Agency requesting the professional/special service has determined a firm has an adequate level of competence, the cost of the service may be considered, however, price may not be the sole factor in determining to whom a contract shall be awarded. The City's best interests may be served by awarding the contract to a higher priced contractor based on the scope of services available, unique skills, staffing levels, timing, prior experience, past working relationship, and other factors required by the Department or proposed by the contractor. c. Request for proposal/qualifications. The acquiring of professional/special services shall be procured through a negotiated contract and should include requests for proposals/qualifications (RFP/Q). Soliciting bids for professional/special services is decentralized and shall be the responsibility of the Department Director requesting the 8 [ Deleted: I Formatted: Not Highlight Deleted: A 1 Deteted: , Attachment C service. The Purchasing Officer may be contacted to assist in the formal request for proposal/qualification (RFP/Q) process. d. Contracts for ~ Thousand ($.lQ,OOO) Dollars or Less.. 1. In non-emergency situations, the requesting Department should contact a minimum of three (3) consultantslfirms. 2. Unless the City Council authorized the entering into or the award of a specific contract for professional/special services, the Purchasing Officer shall approve in writing the award of all such contracts, taking into consideration the recommendation of the Department Director requesting the professional/special services at issue. 3. The Purchasing Officer or hislher duly authorized designee is authorized to approve professional/special service contracts with an estimated cost of $,2Q,OOO.OO orless.u e. Contracts over [ifty Thousand ($,iQ,OOO) Dollars. In non-emergencysituations, Departments should utilize the following Sealed Request for Proposal process: 1. RFP/Q solicitation process. A formal Sealed Request for Proposal Qualification (herein "RFP/Q") document should be developed for solicitation of professional services contracts over ~Thousand ($,iQ,OOO) Dollars. 2. Advertisement. The Department should advertise in appropriate publications and/or use the Professional Services Listings, as available, during the solicitation process. 3. Fourteen (14) to Twenty-one (21) day notice. Notice inviting RFP/Q's should be posted at City Hall and on the City's Website at least fourteen (14) calendar days before the due date of submission of the RFP/Q. 4. Notice contents. The notice shall at least describe the general type of service needed, how the RFP/Q minimum Scope of Work can be obtained, the requirement of a written sealed proposal, state the closing date, place, and time for submission of the RFP/Q. 5. Solicitation procedure. Sealed Request for Proposals/Qualifications should be submitted directly to the requesting Department. RFP/Q's need not be opened publicly. Departments shall analyze proposals for compliance with RFP/Q requirements, value of the total scope of services and make a recommendation to City Council for selection, or for follow up interviews of those submitting proposals. 9 1 Deleted: F,ft,," Deleted: 15 ( Deleted: l' i Deleted: F,ft,," Deleted: 15 i Deleted: F,ft,," Deleted: IS Attachment C 6. Award. Contracts for professional/special services in excess of.Eifiy Thousand ($,2Q,OOO.OO)Dollarsrequirethe approval of the CityCouncil,and up]~~s_ ~p_t?~}X~~~ _~_tJ~~~~_i~~_ ~~ _~ _ ~_~~~~~y-_~~~~_ _~~~i~_ ~X _re_~<?J_~!j~~_ ~qh~_ ~i_t:v CounciL the signature of the Mayor, or in his/her absence, the Mayor Pro Tempore, pursuant to the provisions of Gov. Code SS 40601 and 40602. f. Contracts for professional/special services should be on the City's standard form and shall be reviewed and approved as to form by the City Attorney. 6-3.10 City Manager Authority to Execute Specified Contracts. 'L-- The City Manager or his/her duly authorized designee shall be authorized to sign on behalf of the City all purchase orders or contracts for procuring supplies, equipmen~.. and routine services which do not exceed a total ourchase order or contract amount of $30.000.00 in anv one fiscal vear oeriod. The Citv Manager or his/her dulv authorized Desi2nee shall be authorized to sill" on behalf ofthe City all contracts for '-- professional/special services which do not exceed a total contract,amount offifty Thousand ($,iQ,000.00) Dollars. in anyone fiscal year period. b. Bv resolution. and on a case-by-case basis. the City Council may also direct the Citv Manager to execute on behalf of the Citv sDecific Durchase orders and/or contracts for orocurinrz suoolies. eauioment and routine or ProfessionallSoecial services which exceed the thresholds set forth in Subsection 6-3.10.a of this Code. 6-3.11 Report of Purchases. a. The City Manager shall file a report of purchases with the City Council on a semi- annual basis. The report shall account for all purchases of supplies, equipment or routine services and all contracts for professional services exceeding Five Thousand ($5,000.00) Dollars which were made without prior City Council approval during the preceding six- months of each fiscal year. b. The report shall identify the subject matter of the purchase order or contract, the requesting Department, the person or entity from whom the purchase was made, and the amounts paid or payable by the City or its Agencies under each such purchase order or contract. 6-3.12 Splitting Purchases or Contracts: Connict of Interest. 'L--No officer or employee of the City or its Agencies shall split or separate a purchase of supplies. equipment or a contract or purchase order for routine services or professional/special for the purpose of evading the provisions ofthis Section. The acquisition of supplies, equipment and routine services should normally be made as a single purchase, when the need has been identified for multiples of items, related items, or similar items, which are ordinarily available from the same vendor or manufacturer. 10 . Formatted: Normal Deleted: Fifteen Deleted: 15 Formatted: Not Highlight I Deleted, . Deleted: and Deleted: or purchase order I Deleted: Fifteen I Deleted, 1 , Attachment C b. No City emolovee who oarticioates in the selection or aoproval of a vendor. consultant. product. source or soecification. or who has supervisory responsibility for any such employee. shall have any financial interest in the business entity which furnishes the services. supolies. material or equioment being purchased. 6-3.13 Exceptions. a. Any provisions of this Section to the contrary notwithstanding) no competitive bidding of any kind (whether through informal open market procedures or through formal noticed procedures) shall be required to purchase supplies, equipment, routine or professional/special services under any of the following circumstances: I. When an emergency requires that an order be placed with the most available source of supply; or 2. When the supplies, equipment, services or contract could be obtained from only one (I) source; or 3. If the City Council shall find, by resolution adopted by not less than four- fifths (4/5) of its membersbill, that such an acquisition may be more economically and efficiently effected through the use of an alternate procedure; or 4. When the City is seeking a contract for garbage collectiol1,;-% 5. When the Purchasing Officer utilizes cooperative purchasing methods he/she has determined to be in the best interest of the City pursuant to Subsection 6-3.6: or 6. Where the items to be purchased are required to match or be compatible with other furnishings. materials or equioment oreviouslv ourchased bv the City or where the furnishings. tvoes of materials or equioment that have been standardized for the Citv bv the Citv Council. b. The exceptions listed above shall not applv to contracts for public proiects or public works orojects. c. The following tvpes of purchases/acquisitions/transactions are exempt from all orovisions of this Section. However. other orovisions of state law. this Code or resolutions of the Citv Council rnav aDolv. I. Pavment bv the City of utili tv services and related charges: 2. Acquisitions of real properlY bv lease or purchase and related title and escrow' fees: 3. Procurement of insurance and bonds: II [ Deleted: Formatted: Numbered + Level: 1 + Numbering Style: I, 2, 3, ... + Start at: 2 + Alignment: Left + Aligned at: 0.5" + Tab after: 0.75" + Indent at: 0.75" Formatted: Numbered + Level: 1 + Numbering Style: I, 2, 3, ... + Start at: 2 + Alignment: Left + Aligned at: 0.5" + Tab after: 0.75" + Indent at: 0.75" Attachment C 4. Procurement of advertisine: or Dublishine: ofoublic/legal notices in mal.!azines."- newspapers or other media: 5. Procurement of works of art in public places: 6. Emplovee or officer exoenditures or reimbursements involvimr travel. education. dues. memberships or oef diems: 7. Purchases made bv homeowners utilizing HOME fund grants. . Section 3. If any section, subsection, subdivision, paragraph, sentence, clause or phrase of this Ordinance or any part thereof is for any reason held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this ordinance. The City Council hereby declares that it would have passed each section, subsection, subdivision, paragraph, sentence, clause or phrase of this ordinance irrespective of the fact that anyone or more section, subsection, subdivision, paragraph, sentence, clause or phrase be declared invalid or unconstitutional. Section 4. This Ordinance shaJJ take effect thirty (30) days after its final passage by the City Council. Section 5. The City Clerk of the City of Lynwood is hereby directed to certifY to the passage and adoption of this Ordinance and to cause it to be published or posted as required by law. First read at a regular meeting of the City Council held on the day of , 2006 and adopted and ordered published at a regular meeting of said Council held on the day of ,2006. Leticia Vasquez, Mayor City of Lynwood Attest: Approved as to content: Andrea L. Hooper, City Clerk N. Enrique Martinez, City Manager Approved as to form: 12 Formatted: Numbered + Level: 1 + Numbering Style: 1, 2, 3, H' + Start at: 2 + Alignment: Left + Aligned at: 0.5" + Tab after: 0.75" + Indent at: 0.75" Formatted: Numbered + Level: 1 + Numbering Style: 1, 2, 3, ... + Start at: 2 + Alignment: Left + Aligned at: 0.5" + Tab after: 0.75" + Indent at: 0.75" Formatted: Numbered + Level: 1 + Numbering Style: 1, 2, 3, ... + Start at: 2 + Alignment: Left + Aligned at: OS' + Tab after: 0.75" + Indent at: 0.75" Formatted: Numbered + Level: 1 + Numbering Style: 1, 2, 3, ... + Start at: 2 + Alignment: Left + Aligned at: OS' + Tab after: 0.75" + Indent at: 0.75" Deleted: ~ b These exceptions shall not apply 10 contractsforpublicworksrrojecls.lI ( Deleted: 2005 Attachment C J. Arnalda Beltran, City Attorney 13 AGENDA STAFF REPORT DATE: TO: APPROVED BY: PREPARED BY: December 5, 2006 ~9/J Honorable Mayor and City Council N. Enrique Martinez, City Manager. '&:, Grant Taylor, Director of Develop ent Services I Subject: Streamline Process for Special Permits and Special Events Recommendation: Staff recommends that the City Council authorize streamline procedures and administrative approvals, and direct staff to bring back a municipal code amendment to implement such procedures and regulations. Background: The City of Lynwood requires a Business License to operate any type of business or event in the City of Lynwood. To protect the peace, health or welfare of the people, City law states that no person shall engage in business or transact and carry on a business, trade, events, profession, calling or occupation in the city without first having procured a license from the city to do so or without complying with any and all applicable provisions of Chapter 4 of the Lynwood Municipal Code. Lynwood Municipal Code Chapter 4-8 states that the license collector, upon receipt of an application for a special permit, shall refer the application to the Chief of Police or any other officer of the city for investigation and recommendation and shall, within thirty (30) days after receipt of the application, submit the application to the City Council for its action, together with the recommendations of the Chief of Police and the report of the license collector as to whether or not the provisions of this section or other applicable provisions of this Code or other City ordinances have been complied with by the applicant. The existing code provisions are old and in need of updating. Many times special events cannot be scheduled in advance to allow staff time to process applications and allow the City Council to consider special permit applications. Due to continuous requests for special permits and/or special events, and short time frames for events dates, staff has pursued a process to "streamline" the approval procedure to more effectively and efficiently serve the residents and general public. In addition, staff is working with Plaza Mexico personnel to assist with their ongoing calendar of events. AGENDA ITEM 11 H:\WORDFILE\PLANNING\ST AFFRPThnemo.council.specialpennit&events.streaptlineprocess.12-05-06.doc At the City Council meeting on November 7, 2006 the Council directed staff to pursue streamlining procedures for special permits and special events citywide. Discussion & Analysis: Lynwood Municipal Code Section 4-8.8 requires City Council approval of a special permit for a variety of events, activities and land uses. Staff is requesting Council authorization to process some of the special permits and special events administratively rather than forward to the City Council at a regular meeting. Some activities requiring special permit approval are small in nature and pose minimum impacts or safety issues. Other activities are larger in nature and require measures to protect the public health, safety and welfare. In addition, some activities and land uses require background investigations. Staff is proposing to streamline the process pursuant to an approval checklist. In order to achieve success with the streamline process, the applicant must also provide a complete application packet and diligently pursue approvals from City departments and other agencies. Rather than the normal thirty days for staff to process, administrative approvals could be processed in seven to ten days. Special Permits applications will still require 20 to 30 days to process. Recommended Administrative Process Small Scale Entertainment (i.e. events in a specific controlled area) Filming Grand Opening Events Organizational Events Health Fairs Parking Lot Sales Christmas Tree Lots Pumpkin Patches Handbill Distribution Booths Holiday Florists (i.e. Mother's Day, Valentines, Easter) Recommended Soecial Permit Process Large Scale Entertainment (i.e. festivals, holiday events, multiple stages and performers) Yard Sales Estate Sales Distress Sales Massage Establishments and Technicians Arcades Pool Halls Taxi Cabs Street Closures (i.e. block parties, posadas) H:\ WQRDFILE\PLANNING\ST AFFRPT\memo.counciLspecialpennit&events.streTineprocess.12-05-06.doc Special Permit Application Checklist 1. Completed Special Permit Application 2. $30 filing fee 3. Authorization letter from the property owner 4. Site Plan (accurate, detailed, scaled) 5. Letter describing the activities, dates, hours, employees, attendance and specifics including but not limited to promotional sales, food, tents, booths, music, DJ's, entertainment, etc. 6. Business License for all Vendors 7. Planning Division Approval 8. Building & Safety Division Approval 9. L.A. County Sheriff's Department Approval 10. L.A. County Fire Department Approval If the City Council approves staff recommendations the streamline process can begin immediately and staff would update applications, checklists and handouts. A municipal code amendment could be brought back in January 2007. Fiscal Impact: The City receives $30 filing fee, plus $30 per day parking lots sales, plus any other fees set forth by City Council resolution. The $30 does not recover staff costs. The City Council may want to direct staff to itemize costs and bring back a resolution. Coordinated with: City Manager's Office Finance Department City Attorney's Office Business License Division Marketing & Grants Division Recreation Services Department Attachment: Special Permit Application LMC Section 4-8 H:\WORDFILE\PLANNING\ST AFFRPT\memo.councilspecialpennil&events.stre~lineprocess.12-05.06.doc ,ii..::'L~t;4K;:'>it ;:-:;, u t~ L'! \,r1~{!:~J;~;j.~': ';;;.> .., . . : ~ ,- '-'" \"'\ '\: -., , .. ~" i.l':"'~-}-, .\ { t{Utfi'3 (J!lnf('j"j:" ! ' , ~".i i i i': ',:~^.: i\!h',;' "; (:.,V.)F'~\I:, :i(:~,,; r'ol::. :>'1' The City of Lynwood requires a Business License to operate any type of business or event in the City. City law states that no person shall engage in business or transact and carry on a business, trade, events, profession, calling or occupation in the city without first having procured a license from the city to do so or without complying with any and all applicable provisions of Chapter 4 of the Municipal Code of the City of Lynwood. Your request requires a Special Permit Application which needs to be approved by The City Council. Your application must be submitted at this office at least 10 working days before the council meeting day. City Council meets twice a month, the first Tuesday and the third Tuesday of the month. With your application, please submit the following fees and information : 1) A completed Special Permit Application 2) $30.00 Filing Fee. 3) An authorization letter from the business owner giving you permission to have the event at their location. 4) A site Plan of where you will be setting up, including tables, tents, canopies etc... 5) A description of the activities, hours of events, including everything, promotional sales, food, tents, music ( OJ's), or any entertainment for those days. If the special permit request is approved by The City Council, you will be notified of the conditions of approval and the amount due to process your license. You may contact the Business License Division at (310)603-0220 ext 242, our counter hours are Monday through Thursday 10:00 am to 3:00 pm. APPLICATION FOR SPECIAL PERMIT CITY (IF L''!'I-JWOOD '11330 BULLIS ROAD l YNWOOD, CA 90262 310-603-0220 APPLICANT INFORMATION: [\IAME CDl# PHONE ADDRESS CITY ZIP: OCCUPATION I"UMBER OF PERSONS EMPLOYED: SBE: (State Board of Equalization Number) EVENT INFORMATION TYPE OF PERMIT REQUESTED DATE(S) OF EVENT: HOURS OF OPERATION: ADDRESS OF PROPOSED EVENT lOCATION SPECIFIC AREA DESIGNATED FOR EVENT: IS STREET CLOSURE BEING REQUESTED YES NO (IF YES, BRIEFLY EXPLAIN REASON FOR EVENT AND CLOSURE:) (CIRCLE ONE) IF INDOORS, APPROXIMATE TOTAL GROUND FLOOR AREA OF STRUCTURE: HAVE YOU MADE AN APPLICATION FOR THIS TYPE OF PERMIT BEFORE? YES NO IF YES, WHERE AND WHEN' IS THIS A FOR-PROFIT OR NON-PROFIT EVENT? (CIRCLE ONE) IF THIS IS A NON-PROFIT EVENT OR A CERTAIN PORTION OF THE PROCEEDS BENEFIT A NON-PROFIT AGENCY OR ORGANIZATION, PLEASE PROVIDE THE FOllOWING: NAME OF ORGANIZATION BEING BENEFITED STATE NON-PROFIT NUMBER ADDRESS OF ORGANIZATION: PHONE' IS A WAIVER OF FEES BEING REQUESTED IF YES, EXPLAIN YES NO A NEGOTIATED PERCENTAGE OF THE PROCEEDS IS REQUESTED TO BE DONATED TO THE CITY. I HEREBY CERTIFY THAT All STATEMENTS MADE IN THIS APPLICATION ARE TRUE AND COMPLETE AND THAT ANY MISSTATEMENTS OF MATERIAL FACTS Will CAUSE A FORFEITURE OF FEES AND DENIAL OF PERMIT. SIGNATURE OF APPLICANT DATE SIGNATURE OF APPLICANT DATE ACCEPTANCE OF THIS APPLICATION FOR REVIEW DOES NOT IMPLY APPROVAL. THIS PERMIT REQUIRES CITY COUNCIL APPROVAL. YOU WILL BE NOTIFIED ACCORDINGLY. FOR CITY USE ONLY CITY CLERI< CONFLICT WITH PRIOR APPROVED EVENTS IF CONFLICTS EXIST, DESCRIBE YES NO EVENT DATE APPLICANT FIRE DEPT APPROVED/NO CONDITIONS APPROVED WITH CONDITIONS: COMMENTS/CONDITIONS FOR APPROVAL SIGNATURE DATE SHERIFF'S DEPT APPROVED/NO CONDITIONS APPROVED WITH CONDITIONS COMMENTS/CONDITIONS FOR APPROVAL SIGNATURE DATE PUBLIC WORKS APPROVED/NO CONDITIONS APPROVED WITH CONDITIONS COMMENTS/CONDITIONS FOR APPROVAL SIGNATURE DATE COMM. DEV. DEPT APPROVED/NO CONDITIONS APPROVED WITH CONDITIONS COMMENTS/CONDITIONS FOR APPROVAL: SIGNATURE DATE RECREATION DEPT APPROVED/NO CONDITIONS APPROVED WITH CONDITIONS COMMENTS:/CONDITIONS FOR APPROVAL: SIGNATURE DATE APPROVED/DENIED BY CITY COUNCIL ON APPLICANT NOTIFIED LICENSING AND BUSINESS REGULA nONS 4-8 ARTICLE 2. SPECIAL PERMITS FOR REGULATORY PURPOSES. 4-8 GENERALLY. 4 - 8.1 Permit Required. To protect the peace, health or welfare of the people of the City, any person conducting any type of business enumerated in this article or required by any other provision of this Code to have a special permit shall first obtain the special permit from the City Council in addition to the payment of a license fee as provided for in this chapter before commencing the particular business. (Code 1972 ~ 17 -68) 4-8.2 Prerequisite to Occupational License. A special permit, when required by this section or any other provision of this Code, shall be a condition precedent to the issuance of a license under this chapter to do the specified business. (Code 1972 ~17-69) 4-8.3 Application. A written and verified application for a special permit required by this section or other provision of this Code shall be filed with the License Collector on forms provided for that purpose and accompanied by the filing fee required for the permit. No application shall be considered by the City Council unless the filing fee has first been paid. (Code 1972 ~17-70) 4-8.4 Investigation; Recommendations; Submission to the City Council. The License Collector, upon receipt of an application for a special permit, shall refer the application to the Chief of Police or any other officer of the city for investigation and recommendation and shall, within thirty (30) days after receipt of the application, submit the application to the City Council for its action, together with the recommendations of the Chief of Police and the repon of the License Collector as to whether or not the provisions of this section or other applicable provisions of this Code or other City ordinances have been complied with by the applicant. (Code 1972 ~17-71) 4-8.5 Issuance or Denial. The City Council shall grant the special permit if it fmds that the business for which the permit is sought has complied, or apparently will comply, with all applicable provisions of Federal, State and local law relevant thereto. If the City Council should find that the business for which the special permit is being sought has not complied, or apparently will not comply, with all applicable Federal, State and local laws relevant thereto, then the City Council shall deny the special permit. The decision of the City Council shall be fmal and conclusive. (Code 1972 ~17-72; Ord. #1025. ~1) .Cross references: House movers permit, ~1l-15 et seq.; relocation permit for moving buildings, ~11-16, et seq.; permits for the installation of benches along public ways, ~ 13-8 et seq.; owners' permits for the operation of taxicabs, subsection 4-32.17 et seq.; taxicab drivers' permits, subsection 4-32.27 et seq.; permit to dispose of industrial wastes, subsection 14-9.16 et seq. 433 4-8 L YNWOOD CITY CODE 4-8.6 Filing Fee Not To Be Refunded. In the event that a special permit should be denied by the City Council, the filing fee shall not be refunded to the applicant therefor. (Code 1972 U7-73) 4-8.7 Transferability. No special permit issued pursuant to this section or other provision of this Code or other ordinance of the City shall be transferable. (Ord. #618, ~5.02; Code 1961. ~20.86; Code 1972 ~17-74) 4-8.8 Occupations for Which a Special Permit Required; Filing Fee. A special permit together with a regulatory fee in an amount established by resolution of the City Council shall be required for the conduct of the following businesses in the City: a. Alphabetical Listing for A. 1. ASTROLOGY, PALMISTRY AND SIMILAR PRACTICES. For each person managing, conducting or carrying on the business or art of astrology, palmistry, life reading, fortunetelling, clairvoyance, crystal gazing, hypnotism, magic or any occult science or like business, profession or art, or for each person who practices or gives an exhibition of one (1) of the arts or practices enumerated in this subparagraph, whether for a fee or not Cross references: Astrology, palmistry and similar practices, ~4-12; owners permit for the practice of astrology, palmistry and similar practices, subsection 4-12.2 et seq.; occupational licensing of astrology, palmistry and similar practices, subsection 4-7.9a. 2. AUTOMOBILE WRECKING YARDS: For each person managing, conducting or carrying on the business of an automobile wrecking yard or otherwise dealing in the buying or selling of wrecked or junked automobiles or their parts. Cross references: Junk and secondhand merchandise, ~4-23; occupational license for automobile wrecking yards, subsection 4-7.9a. b. Alphabetical Listing for B. 1. BOOKSTORES: For each person conducting, managing, or carrying on the business of operating a bookstore, the principal business of which is the sale of books or of books and periodicals. c. Alphabetical Listingfor C. 1. CARD OR GAME CLUBS: For each person managing, conducting, or carrying on business of a card club. 434 LICENSING AND BUSINESS REGULATIONS 4-8 2. CARNIVALS, CIRCUSES AND SIMILAR SHOWS: For each person managing, conducting or carrying on any carnival, circus, rodeo or itinerant show. Cross references: Occupational license for carnivals, circuses and similar shows, subsection 4-7.9c. 3. CURB NUMBERING: For each person, firm or corporation carrying on or conducting a business of curb numbering, per year. In addition to the other criteria for the issuance of special permits set forth in this section, the City Council shall also consider, with respect to the issuance or denial of a special permit for curb numbering, the past business practices of the applicant; and the City Council shall not grant such special permit unless it finds that the past business practices have not included any false or rrtisleading statements or representations concerning the applicant, its business, its relationship to the City, and the necessity or desirability of curb numbering. Cross references: Buildings, Ch. 11; streets and sidewalks, Ch. 13. d. Alphabetical Listing for D. I. DANCE HALLS AND DANCING CLUBS: For each person managing, conducting or carrying on the business of operating any public dance hall, dancing club, club dance, tavern dance or any public dance. Cross references: Dances and dance halls, subsection 4-18.1 et seq.; occupational licensing of dance halls and dancing clubs, subsection 4-7.9d. 2. DISTRESS AND SIMILAR SALES: For each person managing, conducting or carrying on any closing-out sale, going out of business sale, bankrupt sale or any sale of similar nature where it is advertised or represented to convey to the public the belief that the sale will be for the disposal of goods, wares or merchandise and that the business will cease or discontinue, or for each person managing, conducting or carrying on any sale of goods, wares or merchandise damaged by fire, smoke or water. This subparagraph shall not be construed to include any person who has been engaged in business in the City continuously for a period of not less than one (1) year, and who conducts a closing-out, bankrupt or sirrtilar sale for the purpose of disposing of his stock on hand and of closing out his business; nor shall this subparagraph be construed to include goods, wares or merchandise which have been actually darnaged by fire, smoke or water within the City. 435 4-8 L YNWOOD CITY CODE This subparagraph shall not be construed to apply to any public officer selling any goods, wares or merchandise under or pursuant to any order of any court, commission or other legal authority. Cross references: Occupational license for distress and similar sales, subsection 4-7. 9d; additional permit requirements for distress and similar sales, subsection 4-10.1 et seq. e. Alphabetical Listingfor E. I. ESCORT BUREAUS: For each person managing, conducting, or carrying on the business of an escort bureau. f. Alphabetical Listing for F. 1. FIREWORKS STANDS, CHRISTMAS TREE STANDS AND SIMILAR BUSINESSES: For each person managing, conducting or carrying on the business of operating a Christmas tree lot, flI'eworks stand, flower, fruit or vegetable stand or any similar type of business. Permits required by this subparagraph shall be issued for a maximum of thirty (30) days in anyone twelve (12) month period. Cross reference: Occupational license for flI'eworks stands, Christmas tree stands and similar businesses, subsection 4-7.9f. g. Alphabetical Listing for G. 1. GUN DEALERS: For each person managing, conducting or carrying on the business of a gun dealer. Permits required by this subparagraph shall be issued for a maximum period of one (1) year. 2. CONCEALABLEFlREARMS: (a) In addition to such other licenses and permits required by this Code, any retail dealer of pistols, revolvers and other firearms capable of being concealed upon the person, shall obtain a special permit under this subsection. (b) The City shall be the licensing authority for purposes of this subsection. 436 LICENSING AND BUSINESS REGULATIONS 4-8 (c) The approval of the Lynwood Sheriffs Station Captain must be obtained before the City may grant special permits to sell within the City pistols, revolvers, and other fIrearms capable of being concealed upon the person. If the permit is granted, it shall be in the form prescribed by the Attorney General,'or if no such form exists, in the form prescribed by the Lynwood Sheriffs Captain. The permit shall be effective for not more than one (I) year from the date of issue, and shall be subject to the provisions of Section 1207 I of the California Penal Code, as now codifIed or later amended, or any successor statute of like subject matter. Permit applications shall be in the form prescribed by the City. (d) In determining whether to issue such permit, The Sheriffs Station Captain may conduct a physical inspection of the sales premises and a personal background check of the applicant. Fingerprinting of the applicant may be required prior to the issuance of the license. The factors to be considered in determining if a permit should be issued are security of the sales premises, criminal history of the applicant, reputation of the applicant for honesty and integrity, and the number of local dealers presently in operation. h. Alphabetical Listingfor H. I. HOME OCCUPATIONS: For each person managing, conducting or carrying on any business in the home. 2. The regulatory fIling fee for a large family day care center shall cover the costs of review and administrative processing, but shall not exceed an amount of one hundred ($ I 00.00) dollars. Cross references: Occupational license for home occupations, subsection 4-7.9h; additional permit requirements for home occupations, ~4-22 et seq. 1. Reserved. j. Alphabetical Listing for J. 1. JUNK DEALERS: For each person having a fIxed place of business within the City and managing, conducting or carrying on the business of buying, selling or otherwise dealing in either at wholesale or retail, old rags, sacks, bottles, cans, papers, metal or other articles commonly known as junk. Nothing contained in this subparagraph shall be construed as abrogating or 437 Rev.Ord.Supp.1I94 4-8 L YNWOOD CITY CODE repealing the provisions of any present or future ordinance or regulation dealing specifically with this type of business. Cross references: Junk dealers, secondhand dealers and pawnbrokers, ~4-23 et seq.; occupational licensing of junk dealers, subsection 4-7.9j. k. Reserved. I. Reserved. m. Alphabetical Listingfor M. I. MASSAGE PARLORS; STEAM AND TURKISH BATHS: For each person managing, conducting or carrying on the business of massage parlor, steam baths, public baths, Turkish baths and other health or beauty baths or schools or any schools of massage or hydrotherapy or any other similar therapeutic school. Cross references: Occupational licenses for massage parlors; steam and Turkish baths, subsection 4-7.9m; giving massages to persons of the opposite sex, subsection 3-7.6. 2. MASSAGE TECHNICIANS: For each person carrying on the business of being a massage technician. 3. MODEL STUDIOS: For each person managing, conducting or carrying on the business of a model studio. 4. MOTION PICfURE THEATERS: For each person managing, conducting or carrying on the business of motion picture theater. n. Reserved. o. Reserved. p. Alphabetical Listing for P. I. PARKING LOT SALE MERCHANTS: For each licensed owner or operator of a business who conducts or carries on the offering for sale or actual selling of merchandise of any kind or type in the applicant's parking lot. 2. PAWNBROKERS: For each person managing, conducting or carrying on any business as a pawnbroker. Cross references: Junk dealers, secondhand dealers, and pawnbrokers, ~4-23 et seq.; occupational licenses for pawnbrokers, subsection 4-7.9p. 438 Rev.Ord.Supp.I/94 LICENSING AND BUSINESS REGULATIONS 4-8 3. PICTURE ARCADES: For each person managing, conducting or carrying on the business of a picture arcade. 4. PRIV ATE PATROL SERVICES: For each person managing, conductil1g or carrying on the business of a private detective, private investigation service or patrolling and watching business establishments, residences or other premises. Nothing contained in this subsection shall be construed as abrogating or repealing the provisions of any present or future ordinance or regulation dealing specifically with the types of businesses enumerated in this subsection. Cross references: Occupational license for private patrol service, subsection 4-7.9p; private patrol operators, ~4-31. q. Reserved. r. Reserved. s. Alphabetical Listing For S. I. SECONDHAND DEALERS: For each person, the major portion of whose business constitutes the buying, selling or otherwise dealing in secondhand goods, wares or merchandise. Nothing contained in this subsection shall be construed as abrogating or repealing the provisions of any present or future ordinance or regulation dealing specifically with these types of businesses. Cross references: Junk dealers, secondhand dealers and pawnbrokers, ~4-23 et seq.; occupational license for secondhand dealers, subsection 4-7.9s. t. Alphabetical Listing For T. 1. THEATERS: For each person managing, conducting, or carrying on the business of a theater. 2. TRASH, RUBBISH AND REFUSE DISPOSAL: For each person managing, conducting or carrying on the business of soliciting for and collecting, removing and disposing of refuse and rubbish. Cross references: Garbage and refuse, Ch. 9, occupational license for the business of trash, refuse and rubbish disposal, subsection 4-7.9t. 439 Rev. Ord. Supp. 10/96 4-8 L YNWOOD CITY CODE u.-z. Reserved. (Code 1972 ~17-75; Ord. #959, ~~8-13; Ord. #1025, ~~2-1O; Ord. #1041, ~5; Ord. #1059, ~2; Ord. #1079, ~I; Ord. #1140, ~23; Ord. #1201, ~I; Ord. #1237, ~I; Ord. #1302, ~I; Ord. #1383, ~I) ,-. 4-8.9 SPECIAL PERMIT FOR SALE OF PERSONAL PROPERTY IN A RESIDENTIAL ZONE: a. Applicability: The provisions of this Subsection apply to any person who intends to or who does sell, or display or offer for sale, to the general public any personal property in any residential zone including, without limitation, sales of personal property commonly known as "garage sales", "yard sales", "patio sales", "rummage sales", "estate sales" and the like. b. Special Permit Required: No person may sell, or display or offer for sale to the general public, any personal property in any residential zone, without first obtaining a special permit from the license collector. c. Limitation On Issuance Of Special Permits: No person may conduct a sale of personal property in a residential zone, nor may the license collector issue a special permit for that sale, unless that sale is proposed to be conducted during the weekend of a calendar quarter designated as follows: Calendar Quarter Designated Weekend January - March Last weekend in March April - June Last weekend in June July - September Last weekend in September October - December First weekend in December The word "weekend", as used in this subsection, means a Saturday and a Sunday, both of which fall within the same calendar month. d. Application For Special Permit; Payment Of Application Fee: I. An applicant for a special permit to conduct a sale of personal property to the general public in a residential zone must submit the following information on a form to be provided by the license collector: (a) Full name and residence address of the applicant. (b) The address where the sale will be conducted. 440 Rev. Ord. Supp. 10/96 LICENSING AND BUSINESS REGULATIONS 4-8 (c) The proposed dates and hours of the sale. (d) A general description of the personal property to be sold. (e) A declaration, signed under penalty of perjury, that: (I) The applicant or members of the applicant's family own all of the used personal property to be offered for sale, that no personal property to be offered for sale has been acquired by or conveyed to the applicant for purposes of resale for profit, and that the applicant will authorize the sheriff's department or the city's code enforcement personnel to inspect all personal property to be offered for sale. (2) The applicant has read and will comply with all requirements of this subsection. 2. No special permit authorizing the sale of personal property in a residential zone may be issued by the license collector unless the applicant has paid a special permit application fee in an amount established by resolution of the city council, or has provided satisfactory evidence of the applicant's entitlement to an exemption, as provided for in subsection 4-8.9d3 of this section. 3. The following exemptions from payment of the special permit application fee are authorized: (a) Where the applicant is sixty five (65) years of age, or older. (b) Where the applicant is a bona fide nonprofit organization and provides satisfactory evidence to the license collector of its tax exempt status under federal and state law. e. Duration Of Special Permit: The special permit issued by the license collector may authorize the permittee to sell personal property to the general public in a residential zone only on Saturday and Sunday of the designated weekend in a calendar quarter, between the hours of seven o'clock (7:00) A.M. and eight o'clock (8:00) P.M., subject to the restrictions set forth in subsection 4-8.9f of this section. f. Restrictions On Sales Of Personal Property In Residential Zones: I. An adult must be present at all times during the sale of the personal property. 440.1 Rev. Ord. Supp. June 2002 4-8 L YNWOOD CITY CODE 2. All signs advertising the sale of personal property must comply with the provisions of section 25-33 of this code. 3. The display of the personal property, and related sales activities, may be conducted by the permittee anywhere on the residential real property identified in the special permit; provided, however, that no sidewalk or parkway area may be used for that display or any related sales activities. 4. The personal property which is sold, or displayed or offered for sale, as authorized by the special permit, is expressly limited to the used personal property of the permittee or the permittee's family members. The sale of new personal property is prohibited. No personal property of any nature may be moved from another location to the location identified in the special permit for the purpose of selling, or displaying or offering for sale, that personal property. 5. The original or a copy of the special permit issued by the license collector must be posted or otherwise displayed by the permittee in a conspicuous place at the location of the sale during the hours of the sale. g. Other Authorized Sale Of Used Personal Property: Nothing contained in this subsection precludes the city council, by resolution, from authorizing one or more additional sales of used personal property during any calendar year. The date, time, location and requirements for participation in any such additional sale of used personal property will be as specified in the authorizing resolution. h. Special Permit Index File: The license collector will maintain an index file of all special permits issued in accordance with the provisions of this subsection. This index file will identify the names of the permittees and the locations in residential zones where sales of personal property have been authorized. i. Enforcement: The license collector, the code enforcement division of the community development department, and the sheriff's department will enforce the provisions of this subsection. j. Penalty For Violation: 1. Any person violating any of the provisions of this subsection is guilty of an infraction. 2. Any person convicted of an infraction under the proVISIOns of this subsection is punishable upon a first conviction by a fine of not more than one hundred dollars ($100.00), and for a second conviction within a period of one year by a fine of 440.2 Rev. Ord. Supp. June 2002 II AGENDA STAFF REPORT Date: December 5, 2006 Prepared by: Honorable Mayor and Members of th~ ~ Council N. Enrique Martinez, City Manage#!~ Deborah Jackson, Director of Quality of Life Services Natalia Medina, Block Watch Coordination Spec.vf)..fYI. To: Approved By: Subject: Request for Special Permit: 111th Street Christmas Posada Recommendation: Staff recommends that the City Council review the staff report and provide direction to staff based upon the options provided for their consideration. If the Council decides to approve the posada, staff recommends cancelling the citywide posada based on input from the resident committee. Background: A request was made by 111th Street Block Watch to close a portion of 111th Street (between Lorraine and Alameda Street), to conduct a Christmas Posada on Saturday, December 16, 2006 from 7:00 pm to 11 :00 pm. Discussion & Analysis: The applicant is requesting a street closure, portable lights and the usage of city tables and chairs along with a fee waiver for any cost associated with the street closure. At previous Posadas the City has also provided a Santa Claus and candy canes for all children whom are present at the event. The City has, supported this type of activity and approved street closures, waiving permit fees and provided varying levels of support similar to the request made here. Last year the City hosted a citywide Christmas Posada for all residents to attend in one centralized location. Two neighborhood posadas were approved by Council last year with the waiver of permit fees and the provision of no City of Lynwood assistance beyond the basic requirements for the street closure. The date of this request is the same date as the Citywide Christmas Posada. It will be difficult to provide staff support to the two private posadas requested on this date and the city event. In addition, staff convened a meeting with the AGEN[ ITEM I~ committee in the citywide posada from last year. The residents agreed to participate in the citywide event only if there were no posadas in the neighborhoods. Conditions: . Sheriffs Department - The Sheriffs Department did not impose any conditions on this request. . Fire Department - The Fire Department is requiring an emergency lane to be maintained and no fire hydrants may be blocked. . Public Works - The area included in the street closure must be fully cleaned of all debris by the applicant. Fiscal Impact: The following is an estimated breakdown of costs associated with the Christmas Posada based upon the applicant's requests: TOTAL COST $243 $155 $143 $475 $140 $174 $1,330 Staff Set-up/break-down of tables and chairs Staff Set-up/break-down of barricades Staff (Santa Claus + suit rental) Rental of 2 portable light towers Purchase of Candy Canes Street Closure Permit Fee Waiver OPTIONS FOR COUNCIL CONSIDERATION: 1. Approve the street closure for this Christmas Posada with no waiver of permit fees and the provision of no City of Lynwood assistance beyond the provision of the street closure. 2. Approve the street closure for this Christmas Posada with a waiver of permit fees and the provision of no City of Lynwood assistance beyond the provision of the street closure. 3. Approve this Christmas Posada with a waiver of fees and provide items and/or services requested by the group that can be reasonably acquired by staff. 4. Deny this request and encourage proponents to participate in the Citywide Christmas Posada. Coordinated with: LA County Sheriffs Department, LA County Fire Department, Public Works Department, Recreation & Community Services, Finance Department. Attachments: Application for Special Permit . APPLICATION FOR SPECIAL PERMIT CITY OF L YNWOOD 11330 BULLIS ROAD L YNWOOD, CA 90262 310,603,0220 APPLICANT INFORMATION: '. . V r I'\OJC:7'f-ti7 NAME ,j,Jr'. ILl") ..:Q4JA,@J'."IL. CbL#: ( o Yu ADDRESS :lG2Of r:; 111m, ',J-!- , d' CITY\ r! /:IP q~'2eo,,~ OCCUPATION CJJ-v-'''-'L( /Jirr:.tJ'.-{ , ,I ","]/((/' /( )pt;'--i ..' U.iJ7+'n'(~'7LI2c NUMBER OF PERSONS EMPLOYED ~ C7--- SBE' 'L~' o/e) 0:31 !?"::C''?7 PHONE (State Board of Equalization Number) TYPE OF PERMIT REQUESTED EVENT INFORMATION I..)", ",., d /\ . v ,:,\ V'\ '-^.....--' DATE(S) OF EVENT ;:;.)121'1, /0 ; ,;LOa~ , I 7 D(I-{- /1'ODNn .2{o,J9 ';U0 0 U c) / / / '!{c;f-- t: 111ft s/- HOURS OF OPERATION. ADDRESS OF PROPOSED EVENT LOCATION: SPECIFIC AREA DESIGNATED FOR EVENT IS STREET CLOSURE BEING REQUESTED (YES) NO, (CIRC~E ONE), (IF YES, BRIEFLY EXPLAIN REASON FOR EVENT ANtJ-c1:OSURE) } '/) I;('J, J.1.:2&A 0-J , . IF INDOORS, APPROXIMATE TOTAL GROUND FLOOR AREA OF STRUCTURE HAVE YOU MADE AN APPLICATION FOR THIS TYPE OF PERMIT BEFORE? YES ~) Ir YES, WHERE AND WHEN: .--------..----.-. --"" .. ....--, IS THIS A FOR,PROFIT O~~p (CIRCLE ONE) IF THIS IS A NON,PROFIT EVENT OR A CERTAIN PORTION OF THE PROCEEDS BENEFIT A NON,PROFIT AGENCY OR ORGANIZATION, PLEASE PROVIDE THE FOLLOWING NAME OF ORGANIZATION BEING BENEFITED STATE NON-PROFIT NUMBER: ADDRESS OF ORGANIZATION: ,,^, PHON E "'("r- IS A WAIVER OF FEES BEING REQUESTED: I,~S, E1P. ~J1 ),. -d P A 1) <&-'1- ~ //J @ NO A NEGOTIATED PERCENTAGE OF THE PROCEEDS IS REQUESTED TO BE DONATED TO THE CITY I HEREBY CERTIFY THAT ALL STATEMENTS MADE IN THIS APPLICATION ARE TRUE AND COMPLETE AND THAT ANY MISSTATEMENTS OF MATERIAL FACTS WILL CAUSE A FOFftl!lOO!lV!EDD DENIAL OF PERMIT. n. ~ r ~7UV' 0~ NOV', '" ?llfiG SIGNATURE OF APPLICANT DATE SIGNATURE OF APPLICANT DATE ACCEPTANCE OF THIS APPLICATION FOR REVIEW DOES NOT IMPLY APPROVAL. THIS PERMIT REQUIRES CITY COUNCIL APPROVAL. YOU WILL BE NOTiFIED ACCORDINGLY - AGENDA STAFF REPORT Date: December 5, 2006 Prepared by: Honorable Mayor and Members of t~~ CJ1 ffjuncil N. Enrique Martinez, City Manag~~;11 Deborah Jackson, Director of Quality of Life Services Natalia Medina, Block Watch Coordination Spec. ...{'l.....fr1. To: Approved By: Subject: Request for Special Permit: Cortland Street Christmas Posada Recommendation: Staff recommends that the City Council review the staff report and provide direction to staff based upon the options provided for their consideration. If the Council decides to approve the posada, staff recommends cancelling the citywide posada based on input from the resident committee. Background: A request was made by residents from Cortland Street to close a portion of Cortland Street (between Muriel Drive and Gertrude Avenue), to conduct a Christmas Posada on Saturday, December 16,2006 from 6:00 pm to 9:00 pm. Discussion & Analysis: The applicant is requesting a street closure, portable light towers and the usage of City tables and chairs along with a fee waiver for any cost associated with the street closure. At previous Posadas the City has also provided a Santa Claus and candy canes for all children whom are present at the event. The City has, supported this type of activity and approved street closures, waiving permit fees and provided varying levels of support similar to the request made here. Last year the City hosted a citywide Christmas Posada for all residents to attend in one centralized location. Two neighborhood posadas were approved by Council last year with the waiver of permit fees and the provision of no City of Lynwood assistance beyond the basic requirements for the street closure. The date of this request is the same date as the Citywide Christmas Posada. It will be difficult to provide staff support to the two private posadas requested on this date and the city event. In addition, staff convened a meeting with the AGENI ITEM /'1 committee in the citywide posada from last year. The residents agreed to participate in the citywide event only if there were no posadas in the neighborhoods. Conditions: . Sheriffs Department - The Sheriffs Department did not impose any conditions on this request. . Fire Department - The Fire Department is requiring an emergency lane to be maintained and no fire hydrants may be blocked. . Public Works - The area included in the street closure must be fully cleaned of all debris by the applicant. Fiscal Impact: The following is an estimated breakdown of costs associated with the Christmas Posada based upon the applicant's requests: TOTAL COST $146 $155 $130 $475 $140 $174 $1,220 Staff Set-up/break-down of tables and chairs Staff Set-up/break-down of barricades Staff (Santa Claus + suit rental) Rental of 2 portable light towers Purchase of Candy Canes Street Closure Permit Fee Waiver OPTIONS FOR COUNCIL CONSIDERATION: 1. Approve the street closure for this Christmas Posada with no waiver of permit fees and the provision of no City of Lynwood assistance beyond the provision of the street closure. 2. Approve the street closure for this Christmas Posada with a waiver of permit fees and the provision of no City of Lynwood assistance beyond the provision of the street closure. 3. Approve this Christmas Posada with a waiver of fees and provide items and/or services requested by the group that can be reasonably acquired by staff. 4. Deny this request and encourage proponents to participate in the Citywide Christmas Posada. Coordinated with: LA County Sheriffs Department, LA County Fire Department, Public Works Department, Recreation & Community Services, Finance Department. Attachments: Application for Special Permit Q ~ ..... ~ Q :i::! ~ . APPLlCA TION FOR SPECIAL PERMIT CITY OF L YNWOOC 11330 BULliS ROA:: L YNWOOD CA 9':25: 310-6D3-C22: NAME Pf'h' l2- ADDRESS 3 '1 4 } APPLICANT INFORMATION: OCCUPATION S .1- ,\C vLf'1 CDL# C oe+ k,4~ ,~ tJ /,1- , ]lG "j PHON" (, 32.. - (J 15 CITY 1.) NWO"cfZIP 902.(, ;; NUMBER OF PERSONS EMPLOYED SBE. TYPE OF PERMIT REQUESTED EVENT INFORMATION 3+~ E' 12+ C. \ cl Su R <:L I {, ,J. "....~, -- (Slall! Bcare of EQUaliZation Numol!r, DATEIS) OF EVENT nee. HOURS OF OP"RATION (; 'flh>'\. ;'0 q. 'f' t"Y'.. ~i~'~,\ {Ge.>2-+Uj<.< -Ii- A-S 1fY\....". e V It be i' L ADDRESS OF PROPOSED EVENT LOCATION c.~1 lZ..\ SPECIFIC AREA DESIGNATED FOR EVENT (54 K<t 'fi' 1-) 'S ...-.,.,,,,,- IS STREET CLOSURE BEING REQUESTOD cYEs.:'J NO IIF YES. BRlf'FL Y ~XPLAIN REASON FO~ EVENT AND CLOSURE) LV f Wi'" '.'.~ to C'<':/, \:3.... ",+,> G. -, cr IF INDOORS APPROXIMATE TOTAL GROUND FLOOR AREA OF STRUCTURE ICIRCLE ONE) hAVE You MADE AN APPLICATION FOR THIS TYPE OF PERMiT BEFORE? s,~ ~\~ -JJLj.~ IF YES. WHERE AND WHEN $;"",",~ it.'5 ,4 b" V..... - 4. ..I" 1')1 f" ~ .+ k.", p.. J'~ 3 <I -;..c., IS THIS A FOR,PROFIT O@N,PROF1PEVENT? ICIRCLE ONEI IF THIS IS A NON,PROFIT EVENT OR A CERTAIN PORTION OF THE PROCEEDS BENEFIT A NON,PROFIT AGENCY OR ORGANIZATION. PLEASE PROVIDE THE FOLLOWING SE"S';. NO NAME OF ORGANIZATION BEING BENEFITED C6~+I--"'NJ J{.l Lot k STATE NON,PROFIT NUMBER hI )<1:: ADDRESS OF ORGANIZATION ~"""'-<- ...., .4 h" u'~ IS A WAIVER OF FEES BEING REQUESTED ~ IF YES. EXPLAIN Pc +~ +~~ ,l:'4<..i- ",-,,,_ Gll1...... c. I1l00k wll4-d ,,(}..I4+h "'-~ ~7ftcf'+ ,co '0.... """,),., A NEGOTIATED PERCENTAGE O~. T)iE PROCEEDS IS REQUESTED 70 BE DONATED TO THE CITY - fk.....4- vv++ c h. 0"6 r@J1j i:45 FIr' PHONE3)~ {,,"L-OJ;-I NO I HEREBY CERTIFY THAT ALL STATEMENTS MAD" IN THIS APPliCATION ARE T"UE AND COMPLETE AND THAT ANY MISSTATEMENTS OF MATERIAL FACTS WILL CAUSE A FORFEITURE OF FEES AND DENIAL OF PERMIT. 4~ ,.I C,-, ';)[7:412/' I/-Ib' 06 SIGNATURE OF APPliCANT DATE /t~ 5'1-A--, SIGNATURE OF APPliCANT 11-10 . ".I: DATE ACCEPTANCE OF THIS APPLICATION FOR REVIEW DOES NOT IMPLY APPROVAL. THIS PERMIT REOUIRES CITY COUNCIL APPROVAL YOU WlLt BE NOTIFIED ACCORDINGLY II AGENDA STAFF REPORT Date: December 5, 2006 To: Honorable Mayor and Members of ~ ~ htuncil N. Enrique Martinez, City Manag~~$' Approved By: Prepared by: Deborah Jackson, Director of Quality of Life Servic~s Natalia Medina, Block Watch Coordination Spec. ofl.""', Subject: Request for Special Permit: Pope Avenue Christmas Posada Recommendation: Staff recommends that the City Council review the staff report and provide direction to staff based upon the options provided for their consideration. If the Council decides to approve the posada, staff recommends cancelling the citywide posada based on input from the resident committee. Background: A request was made by residents from Pope Avenue to close a portion of Pope Avenue (between Fernwood Avenue and Cortland Street), to conduct a Christmas Posada on Friday, December 22, 2006 from 4:00 pm to 11 :00 pm. Discussion & Analysis: The applicant is requesting a street closure, portable light towers and the usage of City tables, chairs and canopies along with a fee waiver for any cost associated with the street closure. At previous Posadas the City has also provided a Santa Claus and candy canes for all children whom are present at the event. The City has, supported this type of activity and approved street closures, waiving permit fees and provided varying levels of support similar to the request made here. Last year the city hosted a citywide Christmas Posada for all residents to attend in one centralized location. Two neighborhood posadas were approved by Council last year with the waiver of permit fees and the provision of no City of Lynwood assistance beyond the basic requirements for the street closure. AGEN[),j ITEM ,0 City of Lynwood staff convened a meeting with the committee in the citywide posada from last year. The residents agreed to participate in the citywide event only if there were no posadas in the neighborhoods. Conditions: . Sheriff's Department - The Sheriff's Department did not impose any conditions on this request. . Fire Department - The Fire Department is requiring an emergency lane to be maintained and no fire hydrants may be blocked. . Public Works - The area included in the street closure must be fully cleaned of all debris by the applicant. Fiscal Impact: The following is an estimated breakdown of costs associated with the Christmas Posada based upon the applicant's requests: Staff Set-up/break-down of tables and chairs Staff Set-up/break-down of barricades Staff (Santa Claus + suit rental) Rental of 2 portable light towers Purchase of Candy Canes Street Closure Permit Fee Waiver $390 $155 $184 $475 $140 ~174 $1,518 TOTAL COST OPTIONS FOR COUNCIL CONSIDERATION: 1. Approve the street closure for this Christmas Posada with no waiver of permit fees and the provision of no City of Lynwood assistance beyond the provision of the street closure. 2. Approve the street closure for this Christmas Posada with a waiver of permit fees and the provision of no City of Lynwood assistance beyond the provision of the street closure. 3. Approve this Christmas Posada with a waiver of fees and provide items and/or services requested by the group that can be reasonably acquired by staff. 4. Deny this request and encourage proponents to participate in the Citywide Christmas Posada. Coordinated with: LA County Sheriff's Department, LA County Fire Department, Public Works Department, Recreation & Community Services, Finance Department. Attachments: Application for Special Permit APPLICATION FOR SPECIAL PERMIT CITY OF L YNWOOD 11330 BULLIS ROAD L YNWOOD, CA 90262 310-603-0220 APPLICANT INFORMATION: NAME LU<!~-tl Ilv/lLO S CDL#' ilia;) ;J!,8 ') PHONE 0/1) ) Y6v-s-eo8 / ADDRESS LinO LUGO CITY L7l?a)I'ZVZIP C)OZbdJ OCCUPATION IlLI/I?~ ,QUPFET NUMBER OF PERSONS EMPLOYED: SBE (State Board of Equalization Number) TYPE OF PERMIT REQUESTED EVENT INFORMATION -'I/,m Iv II/,/>1 (X-m,qs ./6S,<')(/",) tJl'(lI'",,6/'R 51 ;), dOO& DATE(S) OF EVENT: HOURS OF OPERATION ~rn Iv 111"/>1 . HII"/?u)/)ocl (l~ oP 1'&/,(74e ADDRESS OF PROPOSED EVENT LOCATION. SPECIFIC AREA DESIGNATED FOR EVENT /1 / / IS STREET CLOSURE BEING REQUESTED @) NO (CIRCLE ONE) (IF YES, BRIEFLY EXPLAIN REASON FOR EVENT AND CLOSURE) :'X~ i'Ut:< S ,t?l?.s/1-~_ A/4,": R~e.,,/.p~/wr. 100 C-I-f-A(/?~; /" ~hle< cu_~-.cI 4' (!Qj-'7.LI"j.::;c / -.J r .,J IF INDOORS, APPROXIMATE TOTAL GROUND FLOOR AREA OF STRUCTURE HAVE YOU MADE AN APPLICATION FOR THIS TYPE OF PERMIT BEFORE? @ NO IF YES, WHERE AND WHEN (I!-h('IS7/?7/l5 ;?005/~OOV/;;!OO 3 IS THIS A FOR-PROFIT OR ~N-PR~VENT? (CIRCLE ONE) IF THIS IS A NON-PROFIT EVENT OR A CERTAIN PORTION OF THE PROCEEDS BENEFIT A NON-PROFIT AGENCY OR ORGANIZATION, PLEASE PROVIDE THE FOLLOWING NAME OF ORGANIZATION BEING BENEFITED: STATE NON-PROFIT NUMBER' ADDRESS OF ORGANIZATION ""'J/~ C./)/14/W.://7I'-~7 PHONE: IS A WAIVER OF FEES BEING REQUESTED IF YES, EXPLAIN: Gt:> NO A NEGOTIATED PERCENTAGE OF THE PROCEEDS IS REQUESTED TO BE DONATED TO THE CITY d5.-- I HEREBY CERTIFY THAT ALL STATEMENTS MADE IN THIS APPLICATION ARE TRUE AND COMPLETE AND THAT ANY MISSTATEMENTS OF MATERIAL FACTS WILL CAUSE A FORFEITURE OF FEES AND DENIAL OF PERMIT. " // /J _ /7 ,;; /< ~~ L-t/ow <; II 16 OiP SIGNATURE OF APPLICANT DATE SIGNATURE OF APPLICANT DATE ACCEPTANCE OF THIS APPLICATION FOR REVIEW DOES NOT IMPLY APPROVAL, THIS PERMIT REQUIRES CITY COUNCIL APPROVAL YOU WILL BE NOTIFIED ACCORDINGlY II AGENDA STAFF REPORT Date: December 5, 2006 Prepared by: Honorable Mayor and Members of the) Ci~uncil N. Enrique Martinez, City Manage#~1/I Deborah Jackson, Director of Quality of Life Services Natalia Medina, Block Watch Coordination Spec. '-'IJ.-1?1. To: Approved By: Subject: Request for Special Permit: San Luis Avenue Christmas Posada Recommendation: Staff recommends that the City Council review the staff report and provide direction to staff based upon the options provided for their consideration. If the Council decides to approve the posada, staff recommends cancelling the citywide posada based on input from the resident committee. Background: A request was made by San Luis Avenue Block Watch to close a portion of San Luis Avenue (between Abbott Road and Norton Avenue), to conduct a Christmas Posada on Friday, December 8,2006 from 3:00 pm to 12 midnight. Discussion & Analysis: The applicant is requesting a street closure, portable lights, portable toilets, stage, trash bin and the usage of tables, chairs and canopies along with a fee waiver for any cost associated with the street closure. At previous Posadas the City has also provided a Santa Claus and candy canes for all children whom are present at the event. The City has, supported this type of activity and approved street closures, waiving permit fees and provided varying levels of support similar to the request made here. Last year the city hosted a citywide Christmas Posada for all residents to attend in one centralized location. Two neighborhood posadas were approved by Council last year with the waiver of permit fees and the provision of no City of Lynwood assistance beyond the basic requirements for the street closure. AGEND, ITEM ~J City of Lynwood staff convened a meeting with the committee in the citywide posada from last year. The residents agreed to participate in the citywide event only if there were no posadas in the neighborhoods. Conditions: . Sheriff's Department - The Sheriff's Department did not impose any conditions on this request. . Fire Department - The Fire Department is requiring an emergency lane to be maintained and no fire hydrants may be blocked. . Public Works - The area included in the street closure must be fully cleaned of all debris by the applicant. Fiscal Impact: The following is an estimated breakdown of costs associated with the Christmas Posada based upon the applicant's requests: TOTAL COST $486 $155 $210 $1000 $475 $185 $160 $140 JIl174 $2,985 Staff Set-up/break-down of tables and chairs Staff Set-up/break-down of barricades Staff (Santa Claus + suit rental) Staff Set-up/break-down of stage Rental of 2 portable light towers Rental of 2 portable toilets Rental of trash bin Purchase of Candy Canes Street Closure Permit Fee Waiver OPTIONS FOR COUNCIL CONSIDERATION: 1. Approve the street closure for this Christmas Posada with no waiver of permit fees and the provision of no City of Lynwood assistance beyond the provision of the street closure. 2. Approve the street closure for this Christmas Posada with a waiver of permit fees and the provision of no City of Lynwood assistance beyond the provision of the street closure. 3. Approve this Christmas Posada with a waiver of fees and provide items and/or services requested by the group that can be reasonably acquired by staff. 4. Deny this request and encourage proponents to participate in the Citywide Christmas Posada. Coordinated with: LA County Sheriff's Department, LA County Fire Department, Public Works Department, Recreation & Community Services, Finance Department Attachments: Application for Special Permit APPLlCA nON FO~ ~G1fI~kbERMIT NOV i 3 2001 APPLICANT INFORMATION: CITY OF L YNWOOD 11330 BULLIS ROAD L YNWOOD, CA 90262 310-603-0220 4" NAME i_~, \ Il' PHON E37 z t:i'3 /-(7 /2- )(; ii'rIC<._ CDL# ~ .-!ADDRESS: i: "('(f (.w\t<, L_" lC }_\\.: \-. CITY \-Hvwnd ZIP 'I C ,c' ( OCCUPATion ;U/l , SBE' NUMBER OF PERSONS EMPLOYED: (State Board of Equalization Number) ( I j DA TE(S) OF EVENT: EVENT INFORMATION x: I<I'D \ ) ",-' s,-\~,..., IJ.- / '<I 0 '" , :3, -e,,,-- / / TYPE OF PERMIT REQUESTED ;2- MN (;Ui\:'\d:"Z "e (Ii V / Jl~-J -r'\-t>-1~ I:!-, , j"'S( +i.-,,~".v -4-- <51}.07 -I ~,\'/I.--t.IZ-ll).-v (CIRCLE ONE) Y--- /L-'I A ..\ ,0,. 1--+-2>,- , IF INDOORS, APPROXIMATE TOTAL GROUND FLOOR AREA OF STRUCTURE _~' / ) HAVE YOU MADE AN APPLICATION FOR THIS TYPE OF PERMIT BEFORE? (YES; / " / 111 "~j 1 " .-L.) '~1 .^" /)1 . / -- l.. )( IF YES, WHERE AND WHEN: I J- - I r" t:'.:-J'" :> , _ "_', / .....; ....j'~ ~ ~ I IS THIS A FOR, PROFIT OR N-PROFIT EVENT? (CIRCLE ONE) HOURS OF OPERATION' ADDRESS OF PROPOSED EVENT LOCATION SPECIFIC AREA DESIGNATED FOR EVENT 'S.r",--, L,-", qy<. IS STREET CLOSURE BEING REQUESTED ~ NO (IF YES, BRIEFLY EXPLAIN REASON FOR EVENT AND CLOSURE) NO IF THIS IS A NON-PROFIT EVENT OR A CERTAIN PORTION OF THE PROCEEDS BENEFIT A NON-PROFIT AGENCY OR ORGANIZATION, PLEASE PROVIDE THE FOLLOWIN , , () I . \ .' I.' It:' NAME OF ORGANIZATION BEING BENEFITED L-:> .::.'( C 0 J/t--J1:-rf V /V)' V STATE NON-PROFIT NUMBER , I -+ ADDRESSOFORGANIZATION~1 \ C 'i( ( --">h"-' 'b\;,lS ,,''-t PHONE IS A WAIVER OF FEES BEING REQUESTED eYES ) NO IF YES, EXPLAIN. '(2, {' ,../ ------: 4' _, .::~? &' ( 1-- L..J 1'1' C. / 1 ( , T1 2--(:': /...J ":f-J-V ........-<1 ,?-'''1,1 e A.,r A NEGOTIATED PERCENTAGE OF THE PROCEEDS IS REQUESTED TO BE DONATED TO THE CITY. /,--1 \ I) \ I HEREBY CERTIFY THAT ALL STATEMENTS MADE IN THIS APP I TION ARE TRUE AND COMPLETE AND THAT ANY MISSTATEMENTS OF MA TERI S LL CAUSE A FORFEITURE OF FEES AND DENIAL OF PER~IT ',::~>:<:, SIG, TU OF A PLlCANT DATE SIGNATURE OF APPLICANT DATE j''--., 1,- , ,) ACCEPTANCE OF THIS APPLICATION FOR REVIEW DOES NOT IMPLY APPROVAL THIS PERMIT REQUIRES CITY COUNCIL APPROVAL, YOU WILL BE NOTIFIED ACCORDINGLY J C'-!j .... j1,/P}dl."J ;: L ,\ ' .", 1 ~ . / " L' ,.,,-. '''77+1) cc . ) 17~ '-' 7);''\ LL '.'1/,1'), I "0' (IA. I'll / . '/.'v). .' '. ',..! -', _-hA..' i C \, -rc -"'f " LJ .!)//v.. '-TI.I ',( '> ",...., '-' ' '". /,f I/J, ---c,I,./, I'd"t