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Home My Public Portal About2007-08-27CC_sp~~. ~~ . This Agenda contains~a briegeneral des~r-pt-on•~cf each -tem to he.`'~lf'sidered. Copies of he 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 Addressing -the Council ,- IN ORDER TO EXPEDITE CITY COUNCIL BUSINE6S, WE ASK THAT A LL PERSONS WISHING TO • . ADDRESS. THE COUNCIL FILL OUT A. FORM PROVIDED AT THE bOOR,. AND TO TURN IT IN TO . THE CITY CLERK~PRIOR TO THE START OF THE MEETING. FAILURE T O 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 SPECIAL~.MEETING.OF.. n~/~ ~' ~ -Z THE LYNWOOD CITY COUNCIL ~ TOBEHEL;DON IV . AUGUST X27, 200T ` " C~Y't;?F.LYNWOOD . . ~ j . ; . ' . CITYCtEf~l~c n~~IGE ' ~ COUNCIL CHAMBERS ~ A~~ 2 3 200 BULLIS ROAD, LYNWOOD; CA 90262 _ .. ' ,, ~ 11330 ~ p~ AI{~ -- -- ~ ~. F : ... 4:00 P.M: - ~ _ ,-_ g ® ~ ~ . 1 ~ ~2 11 g 1~ 3~~~5 . .. LOUIS BYRD MAYOR ~ . .1 1 ~ 1 ~I ~ 191 ~ ' . ~ . ~ ~ H NSON, J DDIE JO FERNANDO PEDROZA REVEREND ALFR , - MAYOR PRO-TEM ~ COUNCILMEMBER MARIA TERESA SANTILLAN ~ LETICIA.UASQUEZ ` COUNCILME~MBER COUNCILMEMBER ' ' CITY MANAGER ~ CITY ATTORNEY . ` ~ ROGER L: HALEY.. _ ANT'H ONY.WILLOUGHBY ,. • ;.. CITY CLERK CITY TREASURER ANDREA'L. HOOPER ~ w IRIS PYGATT .OPENING CEREMONIES ~ ' ` 1.CALL TO ORDER :. _ , 2. CERTIFICATION OF AGENDA POSTING BY CITY CLERK 3. ROLL CALL OF COUNCIL MEMBERS ' - ~ ~ Reverend Alfreddie Johnson, Jr. . ' Fernando Pedroza Maria T. Santillan . ~ Leticia. Vasquez .~ - Louis Byrd - ' 4. PLEDGE OF ALLEGIANCE.. 5. INVOCATION . 1 ,- ;. ,- " ~ - ,. . _ ' PUBLIC. ORAL COMMUNICATIONS. . - A . (Regarding Agenda Items Only) ~ ~ ' - , . - PUBLIC ORAL COMMUNICATIONS IF AN ITEM.}S NOT ON THE AGENDA, THERE SHOULD BE NO SUBSTANTIAL - DISCUSSION ~ OF THE ISSUE BY THE' COUNCIL, BUT- 1T 1S 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)~) . - . - ~. .: DISCUSSION LTEMS ~ ~ ~ ' - - 6. CONSIDERATION OF A PROPOSAL FROM MILAGRO STRATEGIES TO CONDUCT ` AN OUTREACH PROGRAM' - ~ 'Comments: - .. On August 7, 2007, the City Council directed staff to conduct a Request For Proposals to r retain consultant services for a community `survey. Since an.RFP process may take at ' - least three (3) months to complete from: advertising the notice of an. RFP to contract .~ `execution, the City Council may want to consider selecting .a vendor'toundertake,the ' community outreach program to solicit .community .feedback through one of the.. .' - exemptions provided by the ,Lynwood Municipal. Code Section-6.3.13. " ' ~ Recommendation: ' fr Staff recommends that the Cfy Council discuss approving the attached resolution entitled "A RESOLUTION OF THE CITY COUNCIL AUTHORIZING THE RETENTION OF MILAGRO STRATEGIES TO CONDUCT AN OUTREACH PROGRAM TO SOLICIT ' .COMMUNITY FEEDBACK` ON OVERALL REDEVELOPMENT ACTIVITIES ANDlOR ~: ~ ~ SPECIFIC. REDEVELOPMENT PROJECT, NAMELY .ANGELES FIELDS; FINDING THAT SUCH ACQUISITION OF SERVICES MAY BE MORE ECONOMICALLY AND EFFICIENTLY EFFECTED THROUGH THE USE OF AN ALTERNATE PROCEDURE; ' AND AUTHORIZING THE MAYOR TO EXECUTE AN.AGREEMENT APPROVED AS TO ' - ~ FORM BY THE CITY ATTORNEY." ~ , - ., - - ,ADJOURNMENT ~ . THE NEXT REGULAR MEETING WILL BE' HELD ON SEPTEMBER 4, 2007 AT 5:00 P.M. IN THE COUNCIL CHAMBERS OF THE CITY HALL, 11330 BULLIS ROAD, :CITY OF LYNWOOD, CALIFORNIA. - 2. - ,. . ~ ~ ~. _ ~ :~~~ . ~,~~ . AGENDA STAFF REP ~. ~t~:,~:~; ORT DATE:: August 27, 2007 ~ ~ ' ~Tn: ' Honorable Mayor & City Counc' -: ~ ~ APPROVED BY: Roger Haley, City Manag r - PREPARED BY: :Lorry Hempe, Assistant City Manager = SUBJECT: ~ ~CONSfDERATION OF A PROPOSAL FROM MILAGRO ` . ~ .- STRATEGIES TO CONDUCT ANOUTREACH .PROGRAM -_ Recommendation: ~ ~ , . ' ~ 'Staff recommends _ that the Cify Council discuss approving ~ the' attached, resolution entitled. "A RESOLUTION OF THE ..CITY .COUNCIL AUTHORIZING _ ~. `° TH'E RETENTION OF MILAGRO STRATEGIES TO CONDUCT AN OUTREACH - ,PROGRAM TO, . SOLICIT -COMMUNITY FEEDBACK ON OVERALL ~ ~ , . ~ ', REDEVELOPMENT ACTIVITIES AND/OR SPECIFIC REDEVELOPMENT . PROJECT,. NAMELY ANGELES FIELDS; FfNDING THAI` SUCH ACQUISITION ' - ~ OF SERVICES .MAY BE MORE ECONOMICALLY AND ~ EFFICI'ENTLY EFFECTED THROUGH THE USE OF ~ AN ALTERNATE PROCEDURE; ,AND ~ - ` ° AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT APPROVED AS . TO FORM' BY THE CITY-ATTORNEY:" ` _ ~. , . Background.: ~ -' .. . ' .Orr. August 7, 2007, the City: Council. directed staff to conduct a Request For ' ` , Proposals to retain .consultant services for a community survey: V. '. .. Discussion: , ' . . ~ The LynwoodMunicipal Code Section 6-3:9 ,.(Attachment ~ B) states that in .~ contracts over fifteen thousand dollars in nonemergency situations; departments should,. utilize a Request. for Proposal or Request for Qualification. Process ("RFP/RFQ"). Any contracts for professional/special services in excess.of fifteen _ thousand dollars require .the approval of .the City Council' and.. the signature of the ' ~ ~ Mayor. Exceptions to this process -are ~ listed. under Section ` 6.3.13 of the . .Lynwood 'Municipal Code. One of the exceptions is if the City Council finds ~ ' . through of 4/5ths vote that such acquisition. may be more economically and ' efficiently effected through the use' of an alternate procedure: (Attachment C) Since an RFP process may take at least three {3) months =to complete from AGENDA advertising the notice of an RFP to, contract execution, :the City Council' may want , ITEM' . ~ 1, y. . . • ` to-consider selecting a vendor to undertake the `community outreach. program. to 'solicit community feedback., through one of the exemption provided by the _ ~ .Lynwood Municipal Code Section 6.3.13. The most applicable section .would be to obtain.an exemption through afour-fifths ~(4/5) of the City Council: finding that ` . such acquisition may be more economically. and efficiently effected through the .use of an alternate procedure. At~this time because of the short turn around time to get results of a community feedback, which narrows the ,opportunity., for patential bidders to bid on the project and scarce staff resources to dedicate for. the ,RFP process, the selection of Milagro Strategies would be arr expeditious ,. alternative.. Fiscallmpact: The compensation for the services in 'the proposed resolution is not to exceed.. °$20,000. ,. ,. 2 '~ ~ .. i '. RESOLUTION. NO: ' - ,. z °. .. A RESOLUTION OF THE CITY COUNCIL AUTHORIZLNG THE {. RETENTION OF . MItAGRO STRATEGIES TO CONDUCT AN ' '': OUTREACH PROGRAM TO SOLICIT. COMMUNITY .FEEDBACK ON OVERALL REDEVELOPMENT ACTIVITIES , AND%OR SPECIFIC _ REDEVELOPMENT PROJECT, NAMELY ANGELES FIELDS; FINDING ,THAT SUCH ~ ACQUISITION . OF SERVICES MAY ~ BE MORE ECONOMICALLY AND EFFICIENTLY.EFFECTED THROUGH THE USE~~ OF AN ALTERNATE. PROCEDURE; AND AUTHORIZING THE MAYOR TQ EXECUTE AN AGREEMENT. APPROVED AS TO FORM BY THE CITY ATTORNEY- WHEREAS,. ` on August 7,~~ 2007, 'the City Council directed the City. Manager to issue aRequest-for Proposals {RFP) for the purpose of conducting a . comrnun,itysurvey; and:. ' . WHEREAS, community feedb~ack,is a valuable component in a decision , making or policy making process; and WHEREAS; an RFP process may take up to three (3) months fo conduct from.noticing of the RFP to execution~of a contract ;and ' WHEREAS; Milagro Strategies hassubmitted a proposal to .,undertake the " . communi#y outreach to solicit community feedback within the timeframe that the City requires; and ... : , NOW THEREFORE, the City Council of the City of Lynwood does hereby find, order, and resolve as #ollows: ~ , "` Section 1: That the Mayor is authorized to execute. an Agreement '~ between the City and.' Milagro Strategies for the purpose of providing outreach to _ solicit. community feedback on redevelopment activities and and/or. specific , redevelopment project, namely Angeles Fields, in a form approved by the City.,, ' Council, in an amount not to exceed $20;000.. ' - - 3 Section 2: That the City. Council "finds that such an acquisition of ., carisialting services may be more economically" and efficiently: effecfed through - :~ - the "use an alternate procedure, such policy direction requires a 4/5th vote of the City .Council Members; ~ - " Section 3: That the retention .of the services is contingent upon Milagro ' 'Services completing~the outreach and providing a final report on the results to the. City"Council no_Iater than September 18, 2007. . Section 4: That~the City Council authorizes the appropriation of $20,000 from uriappropriated .general. fund for the purpose of retaining the services of "" . ~ Milagro Strategies. " Section 5: This resolution shall take effect immediately upon its adoption. . . PASSED, APPROVED and ADOPTED this 27t" day of.August 2007.. LOUIS BYRD, MAYOR ~ ' . ~ ~ ~ - . ~ ATTEST:- ~ . " . , ANDREA L. HOOFER ROGER HALEY - ~ `- CITY CLERK CITY MANAGER ` " ~ .APPROVED AS TO FORM:. - ~ ~ - " ANTHONY WILLOUGHBY ~ LORRY HEMPE ' ~ CITY ATTORNEY ASSISTANT CITY MANAGER . -. - - _ ., ~ 4 " • .. , • _ . ~• J y~ . ~ " - ... ... . , August 23; 2007 " _ - ~' ~ . Honorable Mayor Louis Byrd ~ . ., City of:Lyriwood " : ",." - .. ., .. = `11330 Bullis Road , : ^ , . . , . - Lynwood, CA 90262 :.. -Dear 1=lonoral?Ie lYlayor.Lous Byrd;.. r ~ ` " - ., As part of our normal services, Milagro Strategies reviews "City Council-. agendas` anti local` .. . • -newspapers~in:the Southern~Californiaregion. Aftera`careful analysis of"the proposed- ' development. in the City of.lynwood; 'Angeles: Fields;. our"firm is confident that ewe can assist the ... • City of :Lynwood iri receiving timely and: eornpehensve~community feedback:; This community. " . _. feedback will:sist'the CityofLynwood;irz"determining:corriinunity concerns and.questions ,- related to the-proposed Angels •Fields economic development .proposal. _ .. -,~, . Our firri Milagro Strategies has extensive experience irithe"area of bilingual' community ' - ~ feedback ands economic .development services. The principles;, Alvin Parra and 'Rohand' Aranjo; ~, combinecover forty year's of commur~ty and~economic development services in the.Los,Angeles' ~ " "` ° .: , County :regYOn`.• Alvin:Parra~as the former Economic Develapment;deputy'to".Supervisor"Gloria ~' - Molinahas.a track'record" of working closely with the commumty,:developers acid the Local- ~ :. ` ° ' business; community'-to attract ne«~ development throughout the "Supervisor's district. Roland " Aranjo=as~a~:State Enterprise Zorie Manager in the Northeast Valley and East Lqs Angeles:has; coordinated`several major•`development projects in the City of Los Angeles. The success of" . `, `~ ~ . economic development; :: ' Community'Feedback Process: ` . Milagro.Strafegies"wll deVel'op~and administer with the appro~~aLof~the City ofLyn«ood"'a:. ;;. ,: comrnuruty feedback questionnaire to the City residents. The feedback" will be obtained by '~ " ' ~ ~ ,. ~autoinated, live operator and a toll.free-telephone interviews. over a period of one "week to all . ~- . :Households in~ahe City of Lynwood. Additionally, for those households who speak only Spaiusl " = ~ . the .feedbaek•questionnairewill~ bey.conducted in Spanish. ~•~ ~ '~ ,. ,. • After the approval of the questionnaire, the first phase:of the phoning will-begin on Tuesday;,- - . Se terriber 4`~' om "through Thursday; Se tember 6`h withthe automated have- uest~ ~ "° ~ • °~ • P g g p p; :. q `onnare. . • ~ ~ y ~ ~ parate attempts willbe mad'z at difTererit times~ofthe day -_ - ~ ~~ Over: these three da s; at least three se - ~ to all=citSr phone-numbers: ~~For those wlio are not home the;phone message will include a toll free.. e ~ - num>?er to "call.so "the resident can prav~de their timely: response to the questionnaire. `The toll ~ . . . freephone number"will be made available to all residents throughout'lioth phases of the'phone - " • ;, ,operation..:. . _ - e will exclude,all of the households who already:~resporided-~to the automated ails will be: conducted by a live phone operatoi. The second phase' will last from er. 7`}' through Wednesday, September 12~', It is the goal .of Mlagro .Strategies ,to- ~ . shold several opportunities to espond to the communityfeedback.gcestionnaire. ,. i~wood desires; Ivliiagro Strategies will also develop in house mailer feedback . ~ing;the same questions as the`phone responses... Milagro'Strategies will then. 6-3.9 Protession~il/Specrat aervic 6-3,9 Professional/Special Services: F~ 1 Iftt c~ i jy rr ~ a.Qualifications: 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. Cost: Orice 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 bythe contractor. .1 ~. 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 service. The. purchasing officer may be contacted to assist in the formal request for proposal/qualification (RFP/Q) process.. d. Contracts For Fifteen Thousand Dollars Or Less: 1. In nonemergency 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 f'rfteen thousand dollars ($1'5,000.00) or less:. ~~ e.Confra~cts Over Fifteen Thousand Dollars: In nonemergency situations, departments should,. utilizE: the following sealed request for proposal process: 1. Rf-P/Q Solicitation Process: A formal sealed request for proposal. qualification (herein ".RFP/Q") document should be developed for solicitation of .professional. services contracts over fifteen thousand dollars :($15,000.00). 2. Advertisement: The department should advertise in appropriate publications and/or use . the professional services listings, as available; during the solicitation process. 3. Fourteen To Twenty One Day Notice: Notice inviting. RFP/Q's should be posted at city 8/2/2007 http://www.sterlin~codifiers.com/CA/Lvnwood/06000003000009000.htm- _ _ __ _ _____ ` 6-3.9 Professional/Special S~es: ~ ~ -Page 2 of 2 hail and on he city's website at least fourteen ~1~4) calendar days before the due date of ':. submission of the RFP/Q. ~ ~ - ' ,~ ° m ~ ' 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 proposalsJqualifications 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 iriteruiews of those submitting proposals. . `- 6. Award: Contracts for professional/special services in excess of fifteen thousand dollars ($1.5;000:00) require the approval of the city council and the signature of the mayor, or in ,his/her absence; the mayor pro tempore, pursuant to the provisions of Government Code sectiUns 40601 and 40602. ' ~ f. Standard Form: 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. (Code 1972 §2- . 58; Ord. #1084, §1; Ord. #1571, §3) ,,~ ~, _,nttn://wwvv-~terlinuc~riific~rc cnm/C`A/i ~,,,~x,.,n.~/n~nnnnnznnnnnonnn t,,..... n i~ inn-s 6-3_L3 Exceptions: ~ Page 1 of 1 I . g-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: t ~ 1.~ 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 source; or 3. If the city council shall find, by reso(utiori adopted by not less than four-fifths (4/5) of its members, 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. b.These exception's shall not apply to contracts for public works projects. (Code 1972 §2-62; , Ord. #`1084, §1; Ord. #1093, §1; Ord. #1359, §1; Ord. #1569, §4; Ord. #1571, §3)