A G E N D A GLENDALE CITY COUNCIL nd613 E. … · Motion Authorizing the Purchasing Manager to Execute Agreements with COBAN Technologies, Inc. for the Purchase, Maintenance, and

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MAY 16, 2017

ROLL CALL 1. CLOSED SESSION - 1:00 p.m. (To Commence at 3:00 p.m.) a. Conference with Legal Counsel, Pending Litigation – Two Cases: Akopyan v. City

of Glendale, Los Angeles Superior Court Case No. BC578349, and Brennan v. City of Glendale, Los Angeles Superior Court Case No. BC599420

b. Conference with Real Property Negotiators: Property location – 2713 Honolulu Avenue, Commonly Referred to as “Rockhaven.” Negotiating Parties: Gangi Development Company, Inc. Agency Negotiators Attending the closed Session are: Scott Ochoa, Yasmin Beers, Mike Garcia, Gillian van Muyden, Philip Lanzafame, Darlene Sanchez and Jennifer McLain. Instructions to the Negotiator(s) will Concern the Price and Terms for the Sale or Lease of Property

c. Conference with Labor Negotiators. The City-Designated Negotiators Attending the Closed Session are: Scott Ochoa, Yasmin Beers, John Takhtalian, Mike Garcia, Gillian van Muyden, Matt Doyle, Robert Elliot, Michele Flynn and Steve Zurn. The Names of the Employee Organizations are: Glendale Management Association, Glendale City Employees’ Association, and I.B.E.W, Local 18, Unit 40

d. Public Employment – Attorneys

2. REGULAR BUSINESS AGENDA – 6:00 p.m. Roll Call a. Flag Salute: Council Member Sinanyan b. Invocation: Ardy Kassakhian, City Clerk c. Report of City Clerk, re: Posting of Agenda. The Agenda for the May 16, 2017

Regular Meeting of the Glendale City Council was Posted on Friday, May 12, 2017, on the Bulletin Board Outside City Hall.

3. PRESENTATIONS AND APPOINTMENTS a. Agenda Preview for the Meetings of Tuesday, May 16, 2017 b. Proclamation Designating National Public Works Week c. Proclamation Designating Bike to Work Day d. Proclamation Designating EMS Week e. Nomination Assignments for Board & Commission Appointments

Arts & Culture Commission (Najarian, Sinanyan, Agajanian)

Audit Committee (Najarian, Sinanyan, Agajanian)

A G E N D A

GLENDALE CITY COUNCIL

COUNCIL CHAMBER, City Hall – 613 E. Broadway, 2nd Floor

Glendale, CA 91206

Welcome to the meeting of the Glendale City Council. Meetings are broadcast live on cable channel 6 (GTV6) and rebroadcast throughout the week. Call (818) 548-4013 for program schedules. DVDs of the proceedings are available for purchase in the City Clerk’s Office. Meetings are also archived on the City Website for viewing anytime at http://www.glendaleca.gov/government/agendas-minutes. If you have any question about matters on the agenda, or requests for assistance, please contact the office of the City Clerk at (818) 548-2090 during regular business hours. PLEASE TURN OFF CELLULAR PHONES AND PAGERS WHILE INSIDE THE COUNCIL CHAMBER. In compliance with the Americans with Disabilities Act (ADA) of 1990, auxiliary hearing aids, sign language translation, and Braille transcripts are available upon request. Assisted listening devices are available same-day upon request. At least 48 hours (or two business days) notice is required for requests regarding sign language translation and Braille transcription services. All documents related to open session items on this agenda that are received less than 72 hours prior to this meeting, and are public records, will be available for review in the Office of the City Clerk, 613 E. Broadway, RM 110, Glendale, CA 91206.

http://www.glendaleca.gov/government/agendas-minutes

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Building & Fire Board of Appeals (Najarian, Sinanyan, Agajanian)

CDBG Advisory Committee (Najarian, Sinanyan, Agajanian)

Civil Service Commission (Najarian, Sinanyan)

Commission on the Status of Women (Najarian, Sinanyan, Agajanian)

Design Review Board (Najarian, Sinanyan, Agajanian)

Glendale Water & Power Commission (Najarian, Sinanyan, Agajanian)

Historic Preservation Commission (Najarian, Sinanyan, Agajanian)

Parks, Recreation & Community Services (Najarian, Sinanyan, Agajanian)

Planning Commission (Najarian, Sinanyan, Agajanian)

Transportation and Parking Commission (Najarian, Sinanyan, Agajanian)

4. CONSENT ITEMS (Including Minutes) The following are Routine and May be Acted Upon by One Motion. Any Member of Council or the Audience Requesting Separate Consideration May do so by Making Such Request Before Motion is Proposed. a. Minutes of the Regular City Council Organization Meeting of May 1, 2017 and

Regular City Council Meeting of May 2, 2017 b. General Manager of GWP, re: Inspection and Overhaul of Landfill Gas Compressors 1O1A and 1O1B at Scholl Canyon 1. Resolution Adopting Specification No. 3634 for the Inspection and Overhaul of Landfill Gas Compressors 1O1A and 1O1B at Scholl Canyon, and Direct the City Clerk to Advertise for Bids

5. CITY COUNCIL/STAFF COMMENTS

6. COMMUNITY EVENT ANNOUNCEMENTS (3-Minutes)

7. ADOPTION OF ORDINANCES a. Ordinance Changing the Zoning Classification on the Southern Portion of the

Site from R-2250 to C3-1 and Changing the Zoning Classification on the Southeastern Portion of the Site to Include a Precise Plan of Design Overlay and Amending the Zoning Map in Association with PZC 1608165 and PZC 1620159 (311 South Adams Street/1012-1028 East Colorado Street (NAJARIAN, 05/9/17)

8. ACTION ITEMS

a. Director of Community Services and Parks, re: Cerritos Elementary School Multi- Purpose Field Project 1. Motion Authorizing to Enter into a Professional Services Agreement with PlaceWorks, Inc., in an Amount Not-to-Exceed $127,093, Plus a 10% Contingency ($12,709.30), to Provide California Environmental Quality Act Services for the Cerritos Elementary School Multi-Purpose Field Project b. Director of Community Services and Parks, re: Verdugo Park All Inclusive Playground Project 1. Motion Approving a Grant and License Agreement with Shane’s Inspiration in the Amount of $15,000 for Design, Outreach and Consulting Services for the Verdugo Park All Inclusive Playground Project

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c. City Manager, re: State Legislative Advocacy Service 1. Motion Authorizing to Execute to Enter into a Professional Services Agreement with Emanuels Jones and Associates for a Three-Year Contract Term with Two Additional One-Year Options to Renew d. Director of Human Resources, re: Proposal for Utilization Review Services for the City’s In-House Workers’ Compensation Program

1. Motion Authorizing to Execute a Professional Service Agreement with Preferred Management Corporation to Provide Utilization Review Services for the City’s In- House Workers’ Compensation Program for a Period of Three Years, with Two One- Year Options to Renew

e. Director of Human Resources, re: Proposal for Bill Review Services for the City’s In-House Workers’ Compensation Program

1. Motion Authorizing to Execute a Professional Service Agreement with Lien On Me, Inc. to Provide Bill Review Services for the City’s In-House Workers’ Compensation Program for a Period of Three Years, with Two One-Year Options to Renew

f. Police Chief and Chief Information Officer, re: Purchase, Maintenance, and Repair of Mobile Digital Computers, In-Car Cameras, and Related Equipment

1. Motion Authorizing the Purchasing Manager to Execute Agreements with COBAN Technologies, Inc. for the Purchase, Maintenance, and Repair of Mobile Digital Computers, In-Car Cameras, and Related Equipment through June 30, 2018, in an Amount Not-to-Exceed $468,954.00 2. Resolution of Appropriation for the Purchase for Fiscal Year 2016/17 g. City Attorney, re: City Council Regular Meeting Schedules

1. Motion Modifying City Council Regular Meeting Schedule for Remainder of the 2016- 17 Fiscal Year 2. Motion Establishing City Council Regular Meeting Schedule for 2017-18 Fiscal Year and Cancelling Specified Council Meeting 9. HEARINGS

10. REPORTS – INFORMATION

11. WRITTEN COMMUNICATIONS

12. ORAL COMMUNICATIONS (5-Minutes) Discussion is Limited to Items NOT a Part of this Agenda. Each Speaker is Allowed 5 Minutes. Council May Question or Respond to The Speaker But There Will be no Debate or Decision. The City Manager May Refer the Matter to the Appropriate Department for Investigation and Report.

13. NEW BUSINESS 14. ADJOURNMENT

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M I N U T E S GLENDALE CITY COUNCIL – ORGANIZATION MEETING

MAY 1, 2017

8:00 p.m. 1. Roll Call – CURRENT COUNCIL

a. Flag Salute: Brownie Troop 2291 b. Invocation: Rabbi Simcha Backman, Chabad Jewish Center of Glendale c. Report of City Clerk, re: Posting of Agenda. The Agenda for the May 1, 2017, Organization

Meeting of the Glendale City Council was posted on Friday, April 28, 2017, on the Bulletin Board outside City Hall.

2. MAYOR’S WELCOME – Paula Devine

3. ORAL COMMUNICATIONS

Anthony Portantino Sarojini Lall

4. NEW BUSINESS a. City Clerk, re: Declaring the Result of the General Municipal Election of April 4, 2017

Presenting: Ardy Kassakhian, City Clerk 1. Resolution 17-54 Reciting the Fact of the General Municipal Election Held on Tuesday, April 4,

2017, Declaring the Results and Such Other Matters as Provided by Law Moved: Najarian Seconded: Gharpetian Vote as Follows

5. CITY CLERK – OATH OF OFFICE TO:

a. Glendale Community College Board of Trustees Ann Ransford from TA-2 thanked the residence of Glendale, particularly her district, and her endorsements. Armine Hacopian from TA-3 congratulated all re-elected and newly-elected officials. She indicated that although they represent a particular district, they do represent all of Glendale, and will work on behalf of everyone. She thanked her family. Yvette Vartanian Davis from TA-4 thanked her family, supporters, endorsements, and the community.

b. Recognition of Newly-Elected Members of the Glendale Unified School District who were

sworn in Earlier in the day Armina Gharpetian from TA-C stated that it has been a great journey and looked forward to strengthening their partnership with the City of Glendale. She thanked Council, family, and the community for their support. Shant Sahakian from TA-D is honored to have the opportunity to serve our next generation of Glendale students. He thanked Christine Walters, previous board member, for succeeding her. He

Ayes: Noes:

Absent:Abstain:

Gharpetian, Najarian, Sinanyan, Devine None None None

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will do his best to live up to her expectation and make her proud as well. He thanked his supporters, endorsements, volunteers, campaign team, and his family.

6. COMMENTS BY THESE NEWLY-ELECTED OFFICIALS 7. RECOGNITION OF OTHER SCHOOL OFFICIALS, FAMILY AND FRIENDS PRESENT Dr. David Viar RECESS

NEW COUNCIL

1. OATH OF OFFICE TO NEWLY ELECTED CITY OFFICERS: Senator Anthony Portantino COUNCIL MEMBERS – Vrej Agajanian, Ara Najarian, and Zareh Sinanyan CITY CLERK – Ardy Kassakhian CITY TREASURER – Raffi Manoukian

2. NEW COUNCIL IS SEATED

3. COMMENTS BY THESE NEWLY-ELECTED OFFICIALS City Treasurer Raffi Manoukian introduced his family and thanked them for their support. He thanked the community for giving him another opportunity to serve and congratulated Paula Devine on a stellar year as Mayor. He sent his congratulatory remarks on the newly-elected and re-elected officials. He thanked city staff for facilitating his transition from a Council Member to City Treasurer. He recognized his staff for being exceptional and professional in safeguarding Glendale funds. City Clerk Ardy Kassakhian stated that he is honored to serve for another four-year term and grateful for the support of the community, especially for the faith and support of his wife, Courtney. He spoke about being a public servant and has dedicated the next four years on what they can do to help the ones that have the greatest need. Council Member Vrej Agajanian stated he is honored and humbled to be elected as a Council Member. He has been a civil servant for more than two decades to educating the public on his television programs. His campaign was won through grassroots efforts and was not endorsed by special interest groups. His agenda will be to assist small and medium-sized businesses, rent stabilization, affordable housing, and open and transparent government. He thanked his supporters and especially his wife, Dina and kids. He looked forward to working with fellow Council Members and city staff. Council Member Zareh Sinanyan thanked the public for their attendance in the swearing-in ceremony and for allowing him to serve for another four-year term. He thanked his wife, Lori, and his four children for their sacrifices in order for him to serve the public. He thanked family members, supporters, endorsers, and colleagues. He is focused on problem-resolution, betterment of quality of life of Glendale residents, retain economic base as possible, implement light rail line, bring back streetcars. He spoke about Glendale Tech Initiative and Term Limits for Council. Glendale must increase in transparency by relying on modern technologies and also improve operating procedures. Finally, he stated Glendale must step up on the cooperation with our schools and college since our future is our children. Education is the way for us to achieve prosperity and for a better future. Council Member Ara Najarian thanked everyone and congratulated those who were elected. He also thanked candidates who were unsuccessful and did their best in the race. This election was a challenging moment for Glendale. He spoke about his concern on election reform and negative campaign attacks on him. Despite the adversity, he was supported by the community. He thanked the public for their trust and will not let them down. He will continue to work on the Metro Board, to bring

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funds to the City. His agenda is to push for slower and smarter growth in downtown Glendale, create and develop parks, have joint project with the School District on aquatic complex, affordable housing, balance budget, and maintain high level of service. He thanked his wife, Palmira, his sons, and family members. He proudly stated and achieved that never before in the history of Glendale, someone ran four times, and received the highest number of votes each time. He will make sure that this new Council will work as a team and make Glendale a better city than ever before.

4. MAYOR DEVINE – PARTING COMMENTS Mayor Devine thanked his colleagues for the extraordinary experience and gave her the honor and opportunity to serve for the past year. When she assumed the responsibility, her goal was to continue team work, policy-setting, and decision-making which were the basis of success under the leadership of previous Mayors. Public-engagement and voices of residents were heard. She highlighted accomplishments for the past year: portion of Oral Communication was moved to the beginning of the Agenda; Funds allocated for parks, fields, renovated Central Library, Antaeus Theatre; new restaurants and businesses; Armenian-American Museum continued in a positive direction; new affordable housings; preservation of Rockhaven and historical buildings; thanks to Najarian, first railroad quiet zone along San Fernando Road was established; thanks to Sinanyan, Glendale Tech Initiative was launched; thanks to Gharpetian, grant funding received for transportation for connectivity in the region; the First Summit of the Counsel General was held in Glendale; Glendale is now the home of two Consulates: Armenia and Dominican Republic; and Glendale now is an Economic Hub. She acknowledged Management Services for their continued support and guidance. She thanked City Department Directors and Staff which provide excellent public service and her colleagues for collaboration and respect which allowed them to be a team. Devine thanked her husband for the love and support. Lastly, she thanked the public for their kind words and it has been truly an honor and a privilege to serve this great city.

5. APPOINTMENT OF NEW MAYOR Council Member Sinanyan nominated Council Member Gharpetian as Mayor. Vote as Follows

City Clerk Kassakhian declared Councilmember Gharpetian as the next Mayor of Glendale for the ensuing year, and the Mayor was seated.

6. COMMENTS BY NEW MAYOR

Mayor Gharpetian congratulated former Mayor Devine for her outstanding service, which she led this city with grace, dignity, and professionalism, and presented her a token of appreciation. Verdugo Woodlands Dads Club congratulated Gharpetian on his mayorship. Gharpetian started off by congratulating his colleagues and looked forward to working with all of them. He is honored and humbled in accepting this position in representing the city. He acknowledged his family for their understanding of being a public servant. He stated several projects that will be covered during his tenure: Deukmejian Park; Joint Projects with GUSD, Glendale High School Aquatic Center; All-Inclusive Playground Equipment; Restoration of Rockhaven; funding for 5th and Sonora Senior Housing; Rent Stabilization Ordinance; Montrose 20/20 Vision; concentrate on the City’s Art District – Maryland Promenade, Alex Theatre, Armenian-American Museum; build parking structures; revamp of Civic Auditorium; continue to support the

Ayes: Noes:

Absent: Abstain:

Agajanian, Devine, Gharpetian, Najarian, Sinanyan None None None

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premium Police and Class A Fire Department; create historic village; continue to improve infrastructure; EIR of Scholl Canyon Landfill; repower Grayson Power Plant; public transportation, light rail, and streetcar project; and job opportunities for residents; He acknowledged city staff for their exceptional public service and thanked the residents of Glendale for the privilege of serving them.

7. ADJOURNMENT – 9:25 p.m. Moved: Sinanyan Seconded: Najarian

Mayor of the City of Glendale

City Clerk of the City of Glendale

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M I N U T E S GLENDALE CITY COUNCIL

MAY 2, 2017

ROLL CALL – All Present 1. CLOSED SESSION – 4:40 p.m.

a. Conference with Legal Counsel, Pending Litigation: Saavedra et al. v. City of Glendale, L.A. Superior Court Case No. BC539160; Glendale Coalition for Better Gov’t v. City of Glendale, L.A. Superior Court Case No. BS 147376 b. Conference with Legal Counsel, Pending Litigation: Claims of ComForCare, Delta Commercial Realty, and Yvonne Heart

City Attorney Michael Garcia indicated action is anticipated on item 1b. Council recessed to Closed Session at 4:42 p.m.

2. REGULAR BUSINESS AGENDA – 6:02 p.m.

Roll Call – All Present a. Flag Salute: Council Member Gharpetian b. Invocation: Ardy Kassakhian, City Clerk c. Report of City Clerk, re: Posting of Agenda. The Agenda for the May 2, 2017

Regular Meeting of the Glendale City Council was Posted on Friday, April 28, 2017, on the Bulletin Board Outside City Hall.

3. PRESENTATIONS AND APPOINTMENTS

a. Agenda Preview for the Meetings of Tuesday, May 9, 2017 Asst. City Manager Yasmin Beers provided the preview. b. Proclamation Designating the Month of May 2017 as “Building and Safety Month” Director of Community Development Phil Lanzafame and staff. c. Proclamation Designating the Month of May 2017 as “Older Americans Month” Community Services Supervisor Maggie Kavarian Yvonne Longo d. Mayor’s Commendation to the AYSO U14 Girls Soccer Team Western State Champions

4. CONSENT ITEMS (Including Minutes)

The following are Routine and May be Acted Upon by One Motion. Any Member of Council or the Audience Requesting Separate Consideration May do so by Making Such Request Before Motion is Proposed.

Item 4g pulled for separate consideration.

a. Minutes of the Regular City Council Meeting of April 4, 2017 and Special and Regular City Council Meetings of April 11, 2017

Moved: Najarian Seconded: Devine Vote as Follows

Ayes: Noes:

Absent: Abstain:

Agajanian, Devine, Najarian, Sinanyan, Gharpetian None None None

4A

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b. General Manager of GWP, re: Cost of Service Analysis and Rate Study for the Water Division 1. Motion Authorizing to Execute an Agreement with Raftelis Financial Consulting, Inc. in the Amount Not-to-Exceed $150,485 Moved: Najarian Seconded: Devine Vote as Follows

c. General Manager of GWP, re: Cost of Service Analysis and Rate Study for the Electric Division 1. Motion Authorizing to Execute an Agreement with NewGen Strategies & Solutions, Inc. in the Amount Not-to-Exceed $98,800 Moved: Najarian Seconded: Devine Vote as Follows

d. Director of Library Arts and Culture, re: California Library Literacy and English Acquisition

1. Motion Accepting $57,000 and Authorizing to Execute Agreements and Documents Moved: Najarian Seconded: Devine Vote as Follows

2. Motion Accepting $40,000 and Authorizing to Execute Agreements and Documents Moved: Najarian Seconded: Devine Vote as Follows

3. Resolution 17-51 Appropriating $97,000 Moved: Najarian Seconded: Devine Vote as Follows

Ayes: Noes:

Absent: Abstain:


Ayes: Noes:

Absent: Abstain:


Ayes: Noes:

Absent: Abstain:


Ayes: Noes:

Absent: Abstain:


Ayes: Noes:

Absent: Abstain:


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e. Director of Public Works, re: Storm Drain Maintenance 1. Resolution 17-52 Authorizing Conveyance of a Storm Drain Maintenance Easement

to Los Angeles County Department of Public Works Moved: Najarian Seconded: Devine Vote as Follows

f. Director of Public Works, re: Fiscal Year 2016-17 Americans with Disabilities Act

Curb Ramp Installation and Pavement Repair Program and Miscellaneous Work at Various Locations, in Connection with Specification 3594

1. Motion Awarding Contract to Salix Development, Inc. in the Amount of $474,524 and Approving a 15% Reserve for Contingencies in the Amount of $71,178.60

Moved: Najarian Seconded: Devine Vote as Follows

g. Director of Public Works, re: Safe Routes to School Phase 3, in Connection with

Specification 3586 1. Motion Awarding Contract to Vido Samarzich, Inc. in the Amount of $908,120.30

and Approving a 15% Reserve for Contingencies in the Amount of $136,218.05 Moved: Sinanyan Seconded: Devine Vote as Follows

5. CITY COUNCIL/STAFF COMMENTS Council Member Devine attended the grand re-opening of the Central Library. In Central Park, Ara Oshagan’s pictorials are on display regarding the survivors of the Armenian Genocide. She asked staff to provide a report on the process of changing a street name. She asked staff to provide a report on automated parking facilities. Devine asked staff to provide a report on having a shuttle bus or tram that will operate along Brand and Central. Finally, she asked staff to provide a report on a feasibility study on a Senior Task Force. Items Seconded by Najarian. Council Member Sinanyan provided a report on his trip to China regarding the Eco Rapid Line. Council Member Najarian thanked staff that was involved in the Week of Remembrance. He encouraged the public to submit an application for Boards and Commissions. He will be

Ayes: Noes:

Absent: Abstain:


Ayes: Noes:

Absent: Abstain:


Ayes: Noes:

Absent: Abstain:


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speaking this week in the California League of Cities LA Division about transportation and measures.

6. COMMUNITY EVENT ANNOUNCEMENTS (3-Minutes) Steve Rodriguez V. Valentine

7. ADOPTION OF ORDINANCES 8. ACTION ITEMS

a. Director of Public Works, re: Ocean View Boulevard Rehabilitation Project, in Connection with Specification 3600

Staff Comment: Scott Ochoa, City Manager Presenting: Dennis Ambayec, Deputy Director of PW

1. Motion Awarding Contract to PaIp Inc., DBA Excel Paving Company, in the Amount of $1,374,873.60, Approving a 15% Reserve for Contingencies in the Amount of $206,231.04, and Rejecting All Other Bids

Moved: Devine Seconded: Najarian Vote as Follows

2. Resolution 17-53 of Appropriation


b. General Manager of GWP, re: Dark Fiber, Colocation, and Utility Fiber Optic Business Plan Implementation Support

Staff Comments: Steve Zurn, General Manager Brian Ganley, CIO Scott Ochoa, City Manager

Ayes: Noes:

Absent: Abstain:


Ayes: Noes:

Absent: Abstain:


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1. Motion Authorizing to Execute Agreement with Sequoia Telecom Associates in the Amount Not-to-Exceed $242,500, Plus Ten Percent Reserve for Contingencies in the Amount of $24,250, for a Total Contract Amount of $266,750

Moved: Sinanyan Seconded: Devine Vote as Follows

2. Motion Authorizing to Execute Agreement with Wilcon Operations LLC, DBA Wilcon, in the Amount Not-to-Exceed $165,000, Plus Colocation Services in the Amount Not-

to-Exceed $154,000, for a Total Contract Amount Not-to-Exceed $319,000, Plus a Ten Percent Reserve for Contingencies in the Amount of $31,900, for a Total Authorization of $350,900

Moved: Sinanyan Seconded: Devine Vote as Follows

9. HEARINGS

10. REPORTS – INFORMATION

11. WRITTEN COMMUNICATIONS 12. ORAL COMMUNICATIONS (5-Minutes)

Discussion is Limited to Items NOT a Part of this Agenda. Each Speaker is Allowed 5 Minutes. Council May Question or Respond to The Speaker But There Will be no Debate or Decision. The City Manager May Refer the Matter to the Appropriate Department for Investigation and Report.

13. NEW BUSINESS

a. Motion to Compromise and Resolve for the Full and Complete Amount and Authorize to Issue a Warrant Payable to the Claimant for Delivery by the City Attorney Upon the Execution of a Settlement and Release Agreement

Moved: Sinanyan Seconded: Najarian Vote as Follows

Ayes: Noes:

Absent: Abstain:


Ayes: Noes:

Absent: Abstain:


Ayes: Noes:

Absent: Abstain:


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b. Motion to Compromise and Resolve for the Full and Complete Amount and Authorize to Issue a Warrant Payable to the Claimant for Delivery by the City Attorney Upon the Execution of a Settle and Release Agreement


c. Motion to Compromise and Resolve for the Full and Complete Amount and

Authorize to Issue a Warrant Payable to the Claimant for Delivery by the City Attorney Upon Execution of a Settlement and Release Agreement

Moved: Najarian Seconded: Sinanyan Vote as Follows

14. ADJOURNMENT – 7:13 p.m. Moved: Najarian Seconded: Devine

Ayes: Noes:

Absent: Abstain:


Ayes: Noes:

Absent: Abstain:


Mayor of the City of Glendale

City Clerk of the City of Glendale

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Joint fl City Council ~

May 16, 2017

CITY OF GLENDALE, CALIFORNIAREPORT TO THE:

Housing Authority ~ Successor Agency fl Oversight Board fl

Submitted by:Stephen M. Zurn, General Manager - GWP

Prepared by:Ramon Z. Abueg, Chief Assistant General Manager, Electrical

Services and Power Supply

Camilo Ruiz, Sr. Mechanical Engineer

Approved by:Scott Ochoa, City Manager

Reviewed by:Yasmin K. Beers, Assistant City Manager

Michael J. Garcia, City Attorney

Robert P. Elliot, Director of Finance IM

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AGENDA ITEMReport: Inspection and Overhaul of Landfill Gas Compressors lOlA and 1O1B at ScholI Canyon

1. Resolution adopting Specification No. 3634 for the Inspection and Overhaul ofLandfill Gas Compressors lOlA and 1OIB at Scholl Canyon, and direct the CityClerk to advertise for bids

COUNCIL ACTIONPublic Hearing U Ordinance Li Consent Calendar ~ Action Item U Report Only LI

~ Approved for U C. ~ calendar

ADMINISTRATIVE ACTIONSignature

A

I

a)

RECOMMENDATIONIt is respectfully recommended that the City Council adopt Specification No. 3634 for theInspection and Overhaul of Landfill Gas Compressors I OIA and 101 B at Scholl Canyon, anddirect the City Clerk to advertise for bids. Specification No. 3634 is on file and available in theCity Clerk’s office.

BACKGROUNDIANALYSISThe compressors at the Scholl Canyon Landfill Gas Compression Facility require periodicinspection and overhaul to maintain at least 97% availability. The compressor station supplieslandfill gas to the Grayson Power Plant (GPP) and it is imperative that gas is always available.

The compressor facility was acquired by the City in 2009. The task of semi-annual inspectionand overhaul for this facility was assigned to GPP maintenance personnel. GPP does not haveenough available skilled craftsman to perform the inspection and overhaul of the compressors.This bid addresses that issue by issuing a two-year contract to a service provider, which canprovide the necessary skilled labor and craftsman to perform the various tasks.

FISCAL IMPACTEstimated total contract cost for 2 year overhaul is $150,000.

Funds for the Inspection and Overhaul of Compressors lOlA and IOIB at the Scholl CanyonLandfill Gas Compression Facility are in the Operation and Maintenance Budget underAccount No. 44100 (Fund No. 552, Organization No. 921), Project ID No. 14234, and ActivityNo. UPO41.

ALTERNATIVESAlternative 1: The City Council adopts the resolution.

Alternative 2: The City Council may not approve and not authorize the requested action.

Alternative 3: The City Council may consider any other alternative not proposed by staff.

CAMPAIGN DISCLOSURENot applicable.

EXHIBIT(S)Not applicable.

2

RESOLUTION NO. ______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GLENDALE,CALIFORNIA, ADOPTING GLENDALE WATER AND POWER DEPARTMENT

SPECIFICATIONS NO. 3634 FOR THE INSPECTION AND OVERHAUL OF LANDFILLGAS COMPRESSORS lOlA AND 1O1B AT SCHOLL CANYON

BE IT RESOLVED BY THE COUNCIL OF THE CITY OF GLENDALE:

SECTION 1. The specifications, on file in the City Clerk’s Office, for theInspection And Overhaul Of Landfill Gas Compressors lOlA and 1O1B At Scholl Canyonproject, including the various documents incorporated therein, are hereby approved,adopted, designated and shall hereafter be known as Specifications No. 3634.

SECTION 2. That the City Clerk is hereby directed to advertise for bids for work,equipment and materials described in Specifications No. 3634 adopted by thisResolution.

Adopted by the Council of the City of Glendale on this day of 2017.

Mayor

ATTEST:

City Clerk

STATE OF CALIFORNIA ) SS.COUNTY OF LOS ANGELES

I, Ardashes Kassakhian, City Clerk of the City of Glendale, hereby certify that theforegoing Resolution No. _______________ was adopted by a majority vote of theCouncil of the City of Glendale, California, at a regular meeting held on the ______ dayof ______________________, 2017, and that the same was adopted by the followingvote:

Ayes:

Noes:

Absent:

Abstain:

City Clerk

APPR9]~S TO FORM

SertorAs~iifintO!~~W~Date ~/I ~1t

ORDINANCE NO.

AN ORDINANCE OF THE CITY OF GLENDALE, CALIFORNIACHANGING THE ZONING CLASSIFICATION ON THE SOUTHERN PORTION OF THE SITE

FROM R-2250 TO C3-1 AND CHANGING THE ZONING CLASSIFICATION ON THESOUTHEASTERN PORTION OF THE SITE TO INCLUDE A PRECISE PLAN OF DESIGN

OVERLAY AND AMENDING THE ZONING MAP IN ASSOCIATION WITH PZC1608165 ANDPDRI 620159 (311 SOUTH ADAMS STREET!1012-1028 EAST COLORADO STREET)

WHEREAS, on April 5,2017, the Planning Commission conducted a noticed publichearing, pursuant to the provisions of Chapter 30.61 of the Glendale Municipal Code andChapter 3, Title 7 of the Government Code of the State of California. with respect to the reviewof a proposed amendment to the Zoning Map and proposal to change the Zoning Code on thesouthern portion of the site from R-2250 to Ca-I for property located at 1012-1 028 EastColorado Street (APN 5674-023-005 and 5674-023-006) and of a proposed amendment to theZoning Map and proposal to change the Zoning Code to a Precise Plan of Design Overlay Zonefor property located at 311 South Adams Street (APN 5674-023-006 and 5674-023-007) inGlendale, California (all parcels are together the “Property’), and has recommended approval ofthe Zone Change and Map Amendment requests; and

WHEREAS, the City Council has conducted a noticed public hearing pursuant to theprovisions of Chapter 30.61 and Chapter 30.24 (Precise Plan of Design) of the GlendaleMunicipal Code and Chapter 3, Title 7 of the Government Code of the State of California, withrespect to the adoption of an amendment to the Zoning Map and proposal to change the ZoningCode on the southern portion of the site from R-2250 to CS-i and an amendment tq the ZoningMap and proposal to change the Zoning Code to a Precise Plan of Design Overlay Zone; hasreviewed and considered all materials, communications, public testimony, maps and exhibitsplaced in the public record pertaining to the requested Zone Change and Zoning Mapamendment, and has taken into consideration the recommendations of the City’s DesignReview Board and the Planning Commission with respect to the requested Zon,e Change andZoning Map Amendment; and

WHEREAS, the City Council has read and considered the Negative Declaration (“ND”),and the City Council acknowledges the findings of the Director of Community Development withrespect to the preparation of the ND for the proposed Zone Change and Zoning MapAmendment and had adopted the ND pursuant to the requirements of the CaliforniaEnvironmental Quality Act; and

WHEREAS, the City Council has considered all matters before it pertaining to therequested Zone Change and Zoning Map Amendment and has made all findings required byGlendale Municipal Code Section 30.24.050 necessary to amend the Zone to Precise Plan ofDesign.

NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF GLENDALE:

SECTION 1. The recitals set forth herein above are true and correct and incorporatedherein by this reference.

SECTION 2. That in accordance with Section 30.24.050 of the Glendale Municipal Code(1995)(Precise Plan of Design), the City Council finds that:

7A1

A. The plan for the proposed building or structure is expressive of good taste, gooddesign and contributes to the image of Glendale as a place of beauty7 creativity and individuality forthe following reasons:

Overall, the site plan and design of the project is appropriate for the subject site, withrecommendations from the Design Review Board. The parking structure will provide accessibleparking for the existing commercial uses, rather than the off-site parking that is currently used.It will be located in basically the same location as the existing surface parking lot, maintainingthe existing sidewalk and driveways. Additionally, the project will be composed of qualitymaterial and the simple design is consistent throughout the facade. The style and detailing arecomplementary to the existing commercial buildings on the project site. Six-inch concretewallinsets with darker color stucco or louvers provide depth and variation to the façade and wallsand screens prevent light spillover onto adjacent properties. Therefore, the project isexpressive of good taste, good design, and contributes to. the image of Glendale as a place ofbeauty, creativity and individuality because of the high quality site planning, mass and scale anddesign and detailing as noted above.

B. The proposed building or structure is of superior quality so as to materially improvethe appearance and value of the local environment.

The proposed building is of superior quality so asto improve the appearance and value of the localenvironment. The simple design is consistent throughout the façade and complements the existingbanquet hail and commercial buildings along East Colorado Street. Six~inch concrete wall insetswith darker color stucco or louvers provide depth and variation to the façade. By demolishing theexisting surface parking lot and providing onsite parking, the local environment will be less impacted,as valet staff will not be driving through the neighborhood to park cars across Colorado Street., Inaddition, the new structure will enhance the economic viability of the site and surrounding area. Theproject (~‘ill be more Code compliant by providing parking onsite. Additionally, the project’s mass andscale are appropriate for the site and the Colorado commercial corridor, while introducing acomplementary design.

C. The proposed building(s) or structure(s) and use(s) thereof are compatible withdevelopments of land in the vicinity of the overlay zone, considering the scale, height bulk,materials, cohesiveness, community, traffic sight distance, transit oriented design, pedestrianoriented design, the desirability ofpresenting a sense of open space, and the need for privacy for thefollowing reasons:

The proposed parking structure will provide 99-onsite parking spaces to enhance and supportthe existing commercial uses. It fits in with the surrounding one and two story building heightsas it is lower in height than the existing banquet hall and is adjacent to a two-story apartmentbuilding. Also, it is sited between existing buildings, maintaining the existing access from AdamsStreet.

D. The proposed development is in substantial conformity with the genera! plan goals ofthe underlying zone and other applicable ordinances with respect to the location and appearance ofthe buildings and structures for the following reasons:

The proposed parking structure and its use are in substantial conformity with the General Planand the goals of the underlying zone. The proposed parking structure supports the existingcommercial uses on a commercial corridor (Colorado Street) with existing infrastructure.Additionally, the proposed parking structure is within the existing footprint of the existing 31-

2

space surface parking lot. The proposed parking structure will provide 99 onsite parking -

spaces (72 accessible, pIus 27 tandem) for the banquet facility that is currently provided acrossColorado Street. Also, 37 parking spaces will be provided on the lot west of the banquet hail,which is owned by the same property owner. Onsite parking will enhance and support theexisting commercial uses, providing economic opportunities and diverse job opportunities. Theaddition of onsite parking facilities will help preserve the character of the surrounding residentialneighborhood and ensure public safety with less valet services using surrounding neighborhoodstreets that currently cross Colorado Street. The site planning of the parking structure isoriented appropriately by maintaining the existing sidewalks and driveway access from AdamsStreet. Changing the R-2250 zone to C3-i zone on the southern portion of the site will allowconformance between the existing uses and permitted uses, thereby minimizing non-conforminguses and eliminating the need for a use variance. The development demonstrates that the PPDoverlay zone allows for development that is consistent with the goals of focusing (maintainingexisting) development along existing commercial corridors and within the existing urbanfootprint, by demolishing the existing surface parking lot and proposing a new parking structurewhere infrastructure and service capacity is available to accommodate growth. Vehicularaccess to the proposed parking structure will remain along Adams Street. Pedestrian access tocommercial uses will be available from the parking structure.

Those aspects of the precise plan of design which are not in substantial conformance with thestandards of the underlying zone will cause the precise plan of design to either: achievesuperior appearance, function or compatibility with adjacent structures and uses; further thegeneral plan goals of the underlying zone or a public policy; or providea significant, specificpublic benefit for the following reasons:

The deviations from the Zoning Code include tandem parking spaces, less than the requiredparking space width for six parking spaces, no interior setback and landscaping adjacent to aresidential zone, and less than the required planter boxes. These deviations are justified by thelimitations of the project site and the number of parking spaces required to be provided. Theintent of the PPD is to encourage developments of superior design, appearance and function byallowing reasonable variations from zoning standards and use restrictions for developments toconform to the broad goals of the general plan and provide protections of the existing zoning.The project complies with the intent of the PPD by making the best use of the site by increasingthe number of onsite parking spaces for the existing commercial uses on the site.

B. The proposed development meets the design review standards for the C3 zone ascontained in section 30.4 7.040, the Comprehensive Design Guidelines, and the guidelines of anyapplicable adopted community or specific plan, except as specifically modified in the precise plan ofdesign adopted for the site. The design review analysis set forth in the City Council record ofdecision for design review for the project demonstrates that the proposed PPD project design meetsthe design review standards in that:

1. The proposed parking structure will be located in basically the same location as theexisting surface parking lot, maintaining the existing sidewalk and driveways.

2. Vehicular access to the parking structure will remain from South Adams Street.3. The parking structure will provide accessible parking for the existing commercial

uses rather than the off-site valet parking that is currently used.4. Pedestrian access to the banquet hall and commercial building will be provided by

stairwells located at the north end of the parking structure, with access to a rampbehind the commercial building.

S

5. The parking structure landscaping will be drought-tolerant and appropriate to thedesign of the project. As conditioned, the sizes and types of plants in the rooftopplanter shall be noted on the “Level 2” floor plan and approved by staff.

6. Trash bins will be located inside the parking structure on the first level.7. The volumes of the parking structure are appropriately balanced and proportioned.

The structure transitions with the existing commercial buildings, as the structuresteps up about 10 feet in height from the one-story commercial building and is about10 feet lower in height than the banquet hall. The height of the structure will besimilar to the existing tall rear wall on the western portion of the site.

8. The facades are appropriately articulated as the massing is broken into separatevertical volumes with horizontal screening or insets. Additional features have beenincorporated at various areas, such as a mix of horizontal and vertical siding,elongated eaves on the split, hipped roofs, and placement of a variety of colors andmaterials, thereby articulating the horizontal appearance along the facades. Also, itis compatible with the height and massing of nearby multi-family and commercialbuildings on the immediate street block.

9. While the project introduces a tall wall facing the property to the south, thelongstanding presence of a taller wall to the west and the buffer provided by theadjoining lots driveway and surface parking mitigate the mass of the new structure.

10. The simple design is consistent throughout the façade and complements theexisting banquet hall and commercial buildings along East Colorado Street

11. Six-inch concrete wall insets with darker color stucco or louvers provide depth andvariation to the façade.

F. The proposed building or structure and its use are in substantial compliance with theGeneral Plan.

The findings in Sections A-E above are incorporated into this finding and establish that the proposedPPD design and uses are in substantial conformance with the General Plan.

SECTION 3. The City Council has reviewed and adopted the Negative Declaration forthe proposed Zone Change and Zone Map Amendment.

SECTION 4. Based on a thorough evaluation of the proposed Zone Change and ZoneMap Amendment for the proposed PPD Overlay Zone, zone change from R-2250 to C3-1, andrelated design review, the City Council finds that proposed Zone Change and Zone Mapamendment to C3-1 and PPD overlay shown in Exhibit ‘A” and the proposed precise plan ofdesign will promote and protect the public health, safety, comfort, convenience and generalwelfare of the citizens of Glendale and hereby approves by a 4/5uh1 vote the Zone Change andZoning Map amending the zoning classification of the area designated on Exhibit “A”, as showntherein, which shall be made part of th@ City’s Zoning Map effective 30 days upon adoption.

Adopted this ______ day of _____________,2017.

MayorATTEST:

City Clerk

4

STATE OF CALIFORNIACOUNTY OF LOS ANGELES ) SS.CITY OF GLENDALE

I, Ardashes Kassakhian, City Clerk of the City of Glendale, certify that the foregoingOrdinance No. ____________ was passed by 4/5th vote of the Council of the City of Glendale,California, ata regular meeting held on the ______day of _____________ 2017, and that thesame was passed by the following vote:

Ayes:

Noes:

Absent:

Abstain:

City Clerk

DATED

5

gLendaL~9Pcalifornia ~


Joint ~ City Council ~ Housing Authority ~ Successor Agency ~ Oversight Board ~

May 16, 2017

AGENDA ITEM

Report: Cerritos Elementary School Multi-Purpose Field Project — Award of a Professional ServicesAgreement.

1) Motion authorizing the City Manager, or his designee to enter into a Professional ServicesAgreement with PlaceWorks, Inc., in the amount of $127,093, plus a 10% contingency($12,709.30), to provide California Environmental Quality Act (CEQA) Services for theCerritos Elementary School Multi-Purpose Field Project.

COUNCIL ACTION

Public Hearing ci Ordinance ci Consent Calendar ~ Action Item fl Report Only LI

Approved for calendar

ADMINISTRATIVE ACTION

Submitted by:Onnig Bulanikian, Director of Community Services & Parks

Prepared by:Peter Vierheilig, Project Manager



Roubik Golanian, Director of Public Works

Erik Krause, Interim Deputy Director of Planning

Michael J. Garcia, City Attorney ________________________

Robert P. Elliott, Director of Finance ______________________

____ Signature

0~Ad A/

‘

4 / lb__ — Sr.’

.9

RECOMMENDATION

Staff respectfully recommends that the City Council authorize the City Manager, or his designee toenter into a Professional Services Agreement with PlaceWorks, Inc., in the amount of $127,093,plus a 10% contingency ($12,709.30), to provide environmental services in compliance with theCalifornia Environmental Quality Act (CEQA) for the Cerritos Elementary School Multi-PurposeField Project.

BACKGROUNDIANALYSIS

The City has determined that environmental review under the California Environmental Quality Act(CEQA) for the Cerritos Elementary School Multi-Purpose Field Project will be required to analyzeproject impacts on the physical environment including, but not limited to aesthetics, air quality,noise, and transportation/traffic for the proposed Cerritos Elementary School Multi-Purpose FieldProject. The services required are as specified in CEQA, relating to public projects and the City ofGlendale Guidelines. The City seeks to prepare a Mitigated Negative Declaration (MND). If, duringthe MND process it is determined that a Focused EIR (including a draft EIR and final EIR) isrequired, the consultant will prepare an EIR, which meets the legal requirements of a complete,adequate, and objective statement of the proposed project’s environmental impacts. The functionof the CEQA documents is to serve as informational documents for the public and for the City ofGlendale decision-makers. If it is determined that an EIR is not required, PlaceWorks, Inc., willcomplete the Mitigated Declaration, and will invoice the City for only that portion of the work.

On March 7, 2017 City Council adopted a Resolution (Resolution # 17-25) for the CommunityServices and Parks Department’s Request for Proposals for Environmental and PlanningConsultants for the Cerritos Elementary School Multi-Purpose Field Project Environmental ImpactReport, and directing the Director of Community Services and Parks to solicit proposals. TheCommunity Services & Parks Department prepared a request for proposal (RFP) to provideCalifornia Environmental Quality (CEQA) services for the Cerritos Elementary School Multi-PurposeField Project. The RFP was sent to eight environmental consulting firms on file with the City. Thefirms were: AECOM, Atkins, Eyestone Environmental, ESA PCR, Impact Sciences, Inc., ICEInternational, Meridian Consultants and PlaceWorks, Inc., Two firms responded to the RFP. A listof the respondents and their price proposals to prepare an EIR is provided below:

• Meridian Consultants $ 113,830• PlaceWorks, Inc., $ 127,093

The environmental services fee for preparing a Mitigated Negative Declaration is provided below:

• Meridian Consultants $ 88,205• PlaceWorks, Inc., $ 57,034

A review team comprised of staff from Community Planning and Community Services and Parksevaluated the submitted proposals. The proposals were evaluated in their entirety with emphasis inthe following areas:

• Understanding of the Proiect - Both firms demonstrated a satisfactory understanding of theproject in their submitted proposals. However, PlaceWorks, Inc. had a better understandingof the environmental review necessary for the type and scale of the proposed project.

2

• Proposed Work Product — Both firms included a scope of services that would accomplishproject goals. The work includes preparation of the Mitigated Negative Declaration, Draftand Final EIR, preparation of Mitigation Monitoring/Reporting Programs and related EIRapproval documents.

• Experience of the Consultant — While the proposals exhibited varying degrees of expertise,the project team from PlaceWorks, Inc., clearly had the greatest amount of school specific,sports field experience. Their experience shows a demonstrated ability to producecomprehensive, defensible, well-organized, and understandable CEQA documents.

• Amount of Time Needed to Complete the Proiect — The City is concerned that the consultantbe available and capable of submitting a quality document in a timely manner. The RFPindicated that the City is envisioning a nine-month preparation time to complete the CEQAreview and documentation. The proposal from PlaceWorks, Inc. shows a time frame thatwould meet these requirements including the completion of the MitigationMonitoring/Reporting programs.

• Cost Effectiveness — The proposed cost from PlaceWorks, Inc., is $127,093. The reviewteam felt that the work plan and price to complete the project in the scheduled time framewas acceptable.

Staff concluded that PlaceWorks, Inc., has demonstrated ability to produce a comprehensive,readable document which makes use of all relevant data, is responsive to the public interest, andwill result in a technically accurate document completed in a timely fashion. PlaceWorks, Inc., haspreviously completed CEQA documentation for several major school sports field projects that haveaddressed the issues of noise, parking, traffic and lighting. The thoroughness and complexity ofthese documents have been of superior quality. Therefore, staff recommends that the City Councilauthorize staff to retain PlaceWorks, Inc., to provide CEQA services for the proposed CerritosElementary School Multi-Purpose Field Project.

On March 29, 2016, City Council approved a Strategic Plan for the use of Development ImpactFees (DIF). Among the projects identified in the Strategic Plan is a joint use multi-purpose field atCerritos Elementary School in partnership with Glendale Unified School District (GUSD). CityCouncil appropriated the funds for the project as part of the FY 16/17 budget process.

The project scope includes design and development of a multi-purpose field with sports field lightingon the campus of Cerritos Elementary School located at 120 E. Cerritos Ave. Proposed amenitiesinclude an artificial turf multi-purpose field with surrounding rubberized surface jogging track,expansion of the existing park restroom addition of a storage/maintenance building(s), securityfencing, landscaping, irrigation, replacement of the existing play yard paving and play event striping,sports field lighting. The proposed field is located on the southern edge of the school propertyabutting Cerritos Park. It i~ across Glendale Avenue from Forest Lawn. The proposed field lightingis necessary for evening use on both weeknights and weekends. The City’s proposed use hourswould be 6p.m. to 10p.m. on weeknights and 8a.m. to 10p.m. on weekends and school holidays.

Currently, the conceptual design documents for the site have basketball courts adjacent to the turffield. The campus would remain “open”, meaning that no fence would be installed between thebasketball courts and the multi-purpose field allowing uninhibited travel between the two. The“open” concept is important to both the City and GUSD, but it was agreed upon that if it becomesnecessary to erect a fence between the two areas, the city would do so as part of the project. The

3

City will have staff on site during the City’s permitted field times. Existing gate access from CerritosPark will remain open during hours of City programming.

GIJSD would provide an existing grass field and paved play yard site on which the City wouldconstruct and install the artificial field and other amenities as described in the project scope above.Existing street parking and the park parking lot will serve both the faculty and users of the multipurpose facility when the school is closed. There will be one small equipment storage and ~shelter”for large field grooming equipment on the campus. The existing park restroom will be expanded tomeet the needs of both the park and multi-purpose field.

FISCAL IMPACT

PlaceWorks, Inc., proposed fee for professional services for the Cerritos Elementary School MultiPurpose Field Project is $127,093. Staff also recommends a 10% contingency of $12,709.30 forunforeseen conditions, for a total not to exceed the amount of $139,802.30. The project is budgetedin Development Impact Fee funds in Account 51200-405-601-0000-52105 in the amount of$3,439,200.

ALTERNATIVES

Alternative 1: City Council may authorize the City Manager to enter into a Professional ServicesAgreement with PlaceWorks, Inc., to provide California Environmental Quality Act (CEQA) Servicesfor the Cerritos Elementary School Multi-Purpose Field Project.

Alternative 2: City Council may forestall further development of the Cerritos Elementary SchoolMulti-Purpose Field Project until a later date by not authorizing entering into a PSA.


CAMPAIGN DISCLOSURE

In accordance with the City Campaign Finance Ordinance, the following are the names andbusiness addresses of the members of the board of directors, the chairperson, CEO, COO, CFO,Subcontractors and any person or entity with 10% interest or more in the firm proposed for contractin this Agenda Item Report:

Full Name Title Business Address City State ZipDwayne Mears Chairman 700 5. Flower Street, Suite 600 Los Angeles CA 90017

EXHIBITS

Exhibits: None

4

MOTION

Moved by Council Member _______________________________________, seconded by

Council Member _______________________________________, that the Council of the City of

Glendale hereby:

1. Authorizes the City Manager, or his designee, to enter into and execute a

Professional Services Agreement (“Contract”) with PlaceWorks, Inc.— subject to

approval by the City Attorney— for preparation of a Mitigated Negative

Declaration (“MND”) or a focused Environmental Impact Report (“EIR”), including

a draft EIR and final EIR, for the Cerritos Elementary School Multi-Purpose Field

Project (“Project”), as more particularly outlined in the May 16, 2017 staff report

by the Director of Community Services & Parks. The Contract must not exceed:

$57,034 for preparing the MND; $127,093 for preparing the draft EIR and final EIR;

2. Approves a 10% contingency in the amount of $12,709.30; and

3. Rejects all other proposals for preparing a MND or EIR for the Project.

Vote as Follows:

Ayes:

Noes:

Absent:

Abstain:

APP’VEDtc~c, L’

Michael ft GrantPrIncipal AssIstant City Attorney

Date: S—li

WILES\DOCF LES\FACTFIND\CERRITOS ELEMENTARY SCHOOL MULTI-PURPOSE FIELD PROJECTS PSA - EIR . MGFDOC

a

gLen

Joint ~ City Council N


Housing Authority El Successor Agency El Oversight Board Li

May 16, 2017

AGENDA ITEM

Report: Verdugo Park All Inclusive Playground Project.

1) Motion approving a Grant and License Agreement with Shane’s Inspiration in the amountof $15,000 for design, outreach and consulting services for the Verdugo Park AllInclusive Playground Project; and authorizing the City Manager or his designee toexecute the agreement.

COUNCIL ACTIONPublic Hearing LI Ordinance El Consent Calendar N Action Item El Report Only Cl

Approved for / calendar


Prepared by:Peter Vierheilig, Project Manager


Reviewed by:

Roubik Golanian, Director of Public Works

Yasmin K. Beers, Assistant City Manager


Robert P. Elliot, Director of Finance‘I’

/

Submitted by:

Onnig Bulanikian, Director of Community Services and Parks

/4 ALA~

Q~aA~fl~

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o~k≤t4r

RECOMMENDATIONIt is respectfully recommended that the City Council adopt the Motion approving a Grant andLicense Agreement with Shane’s Inspiration in the amount of $15,000 for design, outreach andconsulting services for the Verdugo Park All Inclusive Playground Project; and authorizing theCity Manager or his designee to execute the agreement.

BACKGROUNDIANALYSISOn March 29, 2016, City Council approved a Strategic Plan for the use of Development ImpactFees (DIF). Among the projects identified for the Strategic Plan was an all-inclusive playgroundat Verdugo Park. As part of the Council discussion of the Development Impact Fee StrategicPlan, Council suggested staff work with Shane’s Inspiration (SI) to develop the design for theall-inclusive playground at Verdugo Park.

The Verdugo Park All Inclusive Playground Project will replace the existing play equipment atthe park with Glendale’s second all-inclusive playground developed in partnership with SI. Theother all-inclusive playground project is located at Maple Park.

Universally Accessible Playgrounds allow children with disabilities and able-bodied children toplay together, creating a truly integrated play environment where compassion and acceptanceflourish. These free, outdoor inclusive play environments are age-appropriate and include safe,state-of-the-art, sensory-rich structures that encourage healing in children with developmentaldisabilities such as Autism, Down Syndrome and Cerebral Palsy. The playground is a child’sclassroom. They learn to negotiate while waiting in line for the slide. They learn to communicateby playing pirates on the bridge. Most importantly—they learn to trust themselves and others byinteracting physically, emotionally and socially with their peers.

Staff has had preliminary discussions with representatives of SI to identify the opportunities andconstraints represented at the site. David VoIz Design (DVD), the consultant engaged in masterplanning of Verdugo Park North, will coordinate with SI regarding the size, location and accessrequirements of the future playground, Staff and SI and DVD will work together to engage abroad range of stakeholders, including parents of children with normally developing abilities andthose with diverse disabilities, educators, medical and therapeutic professionals, and manyothers. With feedback from stakeholders, SI will work with city staff to develop a playgrounddesign and generate design development level drawings. The DVD or another designconsultant selected to prepare the construction documents, assist with bidding and performconstruction administration services will refine SI’s drawings and generate constructiondocuments, which will be bid for construction of the project.

Shane’s Inspiration

Shane’s Inspiration is a 501c3 nonprofit organization co-founded in 1998 by Catherine Curry-Williams and Scott Williams in memory of their son, Shane Alexander, who was born with spinalmuscular atrophy. This genetic disorder, which afflicts one in 10,000 children, prevented himfrom moving or breathing on his own. Shane passed away two weeks after his birth. Throughtheir grief, Shane’s parents began searching for a way to honor their son’s life. They soonrealized that Shane’s disability would have prevented him from playing on a playground with

2

other children. At that time, there were no truly accessible playgrounds in the Western UnitedStates. Two years later, they cut the ribbon on “Shane’s Inspiration Playground” in L.A.’s GriffithPark, beginning a wave of inclusive play that resonates to this day. Their mission is to createinclusive playgrounds and programs that unite children of all abilities.

Shane’s Inspiration has grown from that one playground to a network of 56 inclusiveplaygrounds throughout the world, with another 75 in development. They have seveninternational playgrounds in Mexico, Israel, Canada, Ecuador and Russia. Their education andcommunity outreach programs, which work to eliminate bias against children with disabilities,has directly served over 35,000 children in over 150 schools. Their Inclusion Lunchbox, whichallows educators an opportunity to independently facilitate their education program, has beenordered from 35 countries throughout the world.

Shane’s Inspiration is committed to the creation of inclusive, sensory rich, developmentallyappropriate, fun, safe, and challenging playgrounds where children of all abilities can playtogether at their highest level of ability. For children with disabilities, this may represent thefirst time in their lives they can swing, climb up high, and play side-by-side with their friends andpeers without having to abandon their usual means of mobility. For all children, an InclusivePlayground offers stimulating, challenging, safe, and fun activities in a play environment that isaccessible well beyond the minimum requirements of the Americans with Disabilities ActAccessibility Guidelines.

ScheduleA community meeting will be held in June, to introduce the neighboring community to the projectand to gather input. Planning and design is anticipated to begin in July 2017, with constructionbeginning in coordination with the Verdugo Community Building Project in late-2018.

FISCAL IMPACTThe $15,000 for design consultant services for Shane’s Inspiration is available in the VerdugoPark All Inclusive Playground Project account 51200-405-601-0000-52078.

ALTERNATIVESAlternative 1: The City Council may approve the attached Motion allowing the City Manager to

execute a Grant and License Agreement with Shane’s Inspiration in the amountof $15,000 for design, outreach and consulting services for design of theVerdugo Park All Inclusive Playground Project.

Alternative 2: City Council may choose not to approve the attached Motion and ask staff towork with a play equipment manufacturer to develop an all-inclusive playgroundat Verdugo Park.

Alternative 3: City Council may consider any other alternative not proposed by staff.

EXH I B ITSExhibit 1: Project Site Map

3

EXHIBIT I

VERDUGO PARK NORTH MASTER PLAN PROJECT

-. Colina Dr.

Fl I

• I.1

New Community Bldg & Resfrooms

Family Picnic Area

Passive RecreationShane’s Inspiration Playground - Summer Concert series- Special Events such as

K-9s In the ParkCommunity Gardens Duck Race

Maintenance YardEnby Road

Baseball Diafiiond

Existing Concession Bldg.

• . PlaygroundGroup Picnic Area

Skate Park

Stengel Field

‘I

MOTION

Moved by Council Member _________________________________, seconded by

Council Member ____________________________________, that the Council hereby

authorizes the City Manager or his designee to execute a Grant and License Agreement—

subject to approval by the City Attorney— with Shane’s Inspiration in the amount of

$15,000 for conceptual design, outreach, and consulting services for the Verdugo Park All

Inclusive Playground Project.

Vote as follows:

Ayes:

Noes:

Absent:

Abstain:

AP DA T F RM

Micha I R. GrantPrincipal Assistant City Attorney

Date: ________________________

J:WILES\DOCFILESWACTFJND\GflANTAND LICENSEAGREEMENT . SHMIES INSPJflAI1ON . VERDUGO PARKS MSF.DOC

9B 1

gtendatcalifornia

Joint Li City Council ~

May 16, 2017

AGENDA ITEM


Housing Authority Li

1) Motion Authorizing the City Manager to Enter into a Professional Services Agreementwith Emanuels Jones and Associates for a Three-Year Contract Term with TwoAdditional One-Year Options to Renew

COUNCIL ACTIONPublic Hearing Li Ordinance Li Consent Calendar Li Action Item ~ Report Only C

Approved for 05/16/17 calendar


Submitted & Prepared by:Christine B. Powers, Program Supervisor

Approved by:Scoff Ochoa, City Manager



/

/

Successor Agency Li Oversight Board C

Report: State Legislative Advocacy Services

Signature

‘•J’a

(4 ,0’

RECOMMENDATION ~Staff respectfully recommends that the City Council consider authorizing the City Manager toenter into a professional services agreement with Emanuels Jones and Associates beginningJuly 1, 2017, for a three-year contract term with two one-year renewal options ending June 30,2022..

BACKGROUND/ANALYSISThe City of Glendale has had a professional services agreement with Emanuels Jones andAssociates since 2013. Emanuels Jones was selected from a pool of applicants after obtainingrequests for proposals for state legislative advocacy services. Of all the applicants, their firmstood out as the best candidate to provide state legislative advocacy services for the City ofGlendale due to their competence as a firm, their ability to split areas of focus between their in-house lobbyists, and their comprehensive knowledge of Glendale’s issues and needs.

Emanuels Jones reØresents both the Cities of Burbank and Pasadena. As regional partners withBurbank and Pasadena, the City of Glendale shares similar obstacles, is comparable in sizeand makeup, and tends to take similar positions on regional and state matters. Additionally,Emanuels Jones provided the City of Glendale with representation in the late 1990s and early2000s, and their familiarity with local issues has proven beneficial to the City.

Scope of WorkEmanuels Jones has been representing Glendale for the past five years in Sacramento,California for the purposes of advocating on issues that directly or indirectly impact the City’sability to efficiently and effectively conduct its business, to help the City avoid undue fiscalimpact, to protect its revenues, and to help secure funding.

These professional services include, but are not limited to, the following:• Follow issues of particular interest to the City of Glendale; keep appropriate City staff

informed of key developments and factors that could affect legislation;• Serve as a reliable and consistent conduit of information—to and from the legislature

and state agencies; monitor and provide regular reports, both orally and in writing, oncurrent state legislation, the state budget process, or any legislative events that maydirectly or indirectly impact the City;

• Have established relationships with key legislators and staff;• Accurately and persuasively represent the perspective, needs, and concerns of the City;• Advocate with State Legislators, Senate, and Assembly committees, and state agencies,

boards, and commissions on issues that directly or indirectly impact the City’s ability toefficiently and cost-effectively conduct its business in support of defined goals, priorities,and projects;

• Monitor, analyze, and advise the City of legislation that may directly impact the City bysafeguarding local control, resources, and services;

• Aid and assist in establishing relations between the City (both elected officials andstaff),Legislators, and legislative staff including Chairs of key Committees, Committeestaff and other decision/policy makers;

• Meet regularly with City staff to assist in the development of the City’s list of goals,priorities, and specific projects;

• Meet with the City Council to assist in the development of goals, priorities, and specificprojects and to provide updates on recent developments;

2

• Identify which goals, priorities, and projects could be addressed at the state level andassist in developing and distributing written material to provide to legislative staff;

• Advise on trends and issues that affect local government, generally (e.g., budgetimpacts, new programs, and objectives by Governor);

• Attend meetings as necessary; and• Promote the City’s interests by securing funding opportunities through legislation so that

the City may complete projects and implement programs that support the community, itsresources, and its residents.

AccomplishmentsEmanuels Jones was instrumental in an extraordinarily complex and lengthy battle with theDepartment of Finance to eventually secure Glendale $45 million in redevelopment loans, withinterest. Due to the combined efforts of Emanuels Jones and Glendale’s Legal and EconomicDevelopment staff, Glendale was the only city that received the restoration of its loans with thecompounded interest at the proper rate. Although the issue ended up in the courts, theDepartment of Finance was persuaded to abandon further legal efforts to overturn the judgment.

Additionally, Emanuels Jones, on behalf of Glendale Water and Power (GWP), lobbied theChair of Assembly Utilities and Commerce Committee, Assembly Member Gatto, on AssemblyBill (AB) 2339 (Irwin). AS 2339 would have required a new “net metering” program for GWP thatwould have required significant cost and staff time to the utility and its customers. Included inthis effort were a number of meetings and a conference call directly with the Chair. The billultimately died, due in large part to the successful lobby efforts by publicly owned utilities.

Emanuels Jones was also instrumental in setting up a series of meetings with top executives atCal Recycle to begin the process of GWP seeking a multi-million dollar cap and trade fundedgrant for future organic waste methane gas-to-energy at Scholl Canyon. These meetings haveallowed Cal Recycle staff to understand the project and what local barriers exist, while alsohelping staff at GWP understand the potential for state grant funding.

Over the years, there have been many other accomplishments that were not mentioned above.Emanuels Jones has had a hand in $51,473,389 of successful funding for the City of Glendalesince 1998. The following table provides a breakdown of funding that Emanuels Jones helpedGlendale secure between 1998 and 2000, when Glendale had previously retained EmanuelsJones for lobbying services:

2004 $1,395,389 Tax credit for Metropolitan City Lights, an affordable housingproject.

2001 $2,000,000 Glendale (and five other local agencies) obtained funding for2000 State Park Bond Act, per capita allocation to cities withpopulation over 200,000 but under 300,000.

2000 $1,078,000 State Budget for three park projects and a public safety mobilecommand post.

1998 $1,000,000 State budget for Pacific Edison, a joint city park-school libraryproject.

3

The contract executed with Emanuels Jones in 2013 was for a one-year term, with the ability tp addthree one-year extensions, thus allowing the City to work with Emanuels Jones for a four-yearperiod. Since the this agreement is set to expire on June 30,2017, staff is asking City Council toconsider authorizing the City Manager to enter into another agreement with Emanuels Jones. Thisrecommendation is based on the performance of Emanuels Jones as the City’s state lobbyist, theirunderstanding of Glendale’s issues and priorities, and their ability to represent the tn-city regionwhen the need arises.

The agreement between the City of Glendale and Emanuels Jones executed in 2013included a fee schedule of $7,000 per month for all four years with no increase in themonthly retainer. It also included an annual cap for travel-related reimbursements of $1,000for the first two years, and $1,200 for the last two years. This resulted in a four-yearagreement with a cost-not-to-exceed $340,400.

At this time, staff recommends that the City enter into a three-year agreement withEmanuels Jones beginning July 1, 2017, with the addition of two one-year renewal optionsending June 30, 2022.

FISCAL IMPACTThe proposed fee rate for July 1, 2017 to June 30, 2018 is $7,350 per month, representing a 5%increase from the current monthly retainer rate. In years two and three of the agreement, the feeincrease will be determined each June based on a lesser of 3% or the annual change in theConsumer Price Index (CPI) — All Urban Areas — San Francisco-Oakland-San Jose area,provided that the rates shall increase by not less than 1.5% per year. Additionally,reimbursements of approved travel expenses are proposed to be increased to $1,800 annually(the current rate is $1,200 per year).

The following table outlines the annual cost of this agreement for each of the 5 years. The totalnot-to-exceed cost for all five year is $468,760.32.

Year Monthly Fee Reimbursement Annual Fee

2017-2018 $7,350.00 $1,800.00 $90,000.00

2018-2019 $7,570.50 $1,800.00 $92,646.00

201 9-2020 $7,797.62 $1,800.00 $95,371.44

2020-2021 $7,797.62 $1,800.00 $95,371.44

2021 -2022 $7,797.62 $1,800.00 $95,371.44

Total Not-to-Exceed Amount $468,760.32

Funding for this contract has been identified in the Managementproposed 2017-18 budget - Contractual Services Account.

Services Department’s

4

ALTERNATIVESAlternative 1: The City Council may authorize the City Manager to enter into an agreement withEmanuels Jones and Associates as outlined in the report.

Alternative 2: The City Council may reject the proposal and ask staff to engage in a Request forProposals for state lobbying services.

Alternative 3: The City Council may reject the proposal and choose to not retain a state lobbyistfor the 2017-18 fiscal year.


CAMPAIGN DISCLOSUREIn accordance with the City Campaign Finance Ordinance No. 5744, the following are thenames and business addresses of the members of the board of directors, the chairperson,CEO, COO, CFO, Subcontractors and any person or entity with more than 10% interest in thecompany proposed for contract in this Agenda Item Report:

Officers of Emanuels Jones and Associates:

Full Name Title Business Address City State ZipDavid A. Jones President 1400 K Street, Ste. 306 Sacramento CA 95814Denise Jones Vice President 1400 K Street, Ste. 306 Sacramento CA 95514

EXHIBITSNone

5

MOTION

Moved by Council Member _________________________________

seconded by Council Member ____________________________________ that the

City Manager or his designee is hereby authorized to execute a Professional Services

with Emanuels Jones and Associates to provide State Legislative Advocacy Services

for a period of three years, with two one-year options to renew.

Vote as follows:

Ayes:

Noes:

Absent:

Abstain:

APPROVED AS TO FORM

DATE SZii/’7

~\ca2OOO~data~5harecflFILE5\DQcFILESWAcTFIND\prof services MS Emanuels Jones leg advocacy.doc

C

gtendaL~~0california


Joint fl City Council ~ Housing Authority U Successor Agency fl Oversight Board ~

May 16, 2017

AGENDA ITEM

Report: Regarding proposals submitted in response to a Request for Proposal for UtilizationReview (UR) services for the City’s in-house Workers’ Compensation program.

1) Motion authorizing a Professional Service Agreement with Preferred ManagementCorporation to provide Utilization Review (UR) services for the City’s in-houseWorkers’ Compensation program for a period of three years, with two one-year optionsto renew.

COUNCIL ACTION

Public Hearing El Ordinance El Consent Calendar L Action Item ~ Report Only U

Approved for ~A calendar


Submitted by:Matt Doyle, Director of Human Resources

Prepared by:Matt Doyle, Director of Human Resources _____________________

Chewl Scott, Workers’ Compensation Administrator ____________________


Yasmin K. Beers, Assistant City ManagerReviewed by:

Michael J. Garcia, City Attorney ________________________

RECOMMENDATIONStaff recommends that the Council approve a motion to award a Professional ServicesAgreement (PSA) to Preferred Management Corporation to provide Utilization Review (UR)services for the City’s in-house Workers’ Compensation program for a period of three years,with two one-year options to renew.

BACKGROUND/ANALYSIS

Workers’ Compensation is a State-mandated program that provides medical and indemnitybenefits for employees who are injured on the job.

The City of Glendale has a hybrid Workers’ Compensation program which is partially handledin-house and partially handled by a Third Party Administrator (AdminSure). Fire and PoliceDepartment claims, as well as other claims that were previously settled but are open for futuremedical treatment are handled by AdminSure. Claims from all other City departments arehandled in-house by City staff.

Utilization Review (UR) is a program established in 2004 by legislation (SB 228) to provide costcontainment and improved medical treatment for injured employees in the State of California.This legislation required the establishment of nationally recognized standards of care for injuredemployees to insure that recommended medical treatment met appropriate evidence-basedcriteria prior to authorization. The Utilization Review program was developed to controlescalating medical costs in the Workers’ Compensation system.

A primar~’ component of the Utilization Review process was the establishment of a MedicalTreatment Utilization Schedule (MTUS) to determine the appropriateness of all requests formedical treatment for workers’ compensation injured employees. The Labor Code indicates thatevidence-based medical treatment, “.. .shall address at a minimum the frequency, duration,intensity, and appropriateness of all treatment procedures and modalities commonly performedin workers’ compensation cases.” The Bill also provided that determinations made inaccordance with the MTUS are presumed to be correct but can be rebutted by a preponderanceof scientific medical evidence that must be nationally recognized and peer reviewed.

In the Utilization Review process, a treating doctor submits a request for treatment. There arethree types of requests: A prospective review, which is a treatment request that is submittedprior to the treatment, a concurrent review which is a treatment request that is submitted whilean injured employee is in the hospital due to the injuries, and a retrospective review where thetreatment is rendered first for emergency reasons and the request for treatment is sent after.

The treatment must be approved as requested or approved with modification, delayed ordenied. A decision must be made in five working days but no later than 14 days of receipt of therequest. If there is not enough medical information provided with the request for treatment, arequest can be delayed. Only a licensed doctor can modify, delay or deny a request fortreatment. Additional legislation was adopted in 2013 (SB 899) to provide a further appealprocess through the State for disputed claims.

In order to provide for the State-mandated Utilization Review services, the City of Glendaleutilizes a third party vendor. In January 2017, the City issued a Request for Proposal (REP) toobtain a Professional Services Agreement (PSA) in order to assure the quality of servicesprovided and competitive pricing. The proposers were asked to submit bids that includedqualifications and fees.

2

Two proposals were received: Arissa Cost Strategies and Preferred Management Corporation.The two proposals were thoroughly evaluated by a committee of City staff, using the criterialisted in the REP, which included the following: Quality of Proposal, Qualifications, Approachand Methodology, and Cost.

The REP review process yielded a nearly identical score. Eollowing the review of the proposals,staff met with representatives of the two vendors. The proposers gave a presentation to staff inwhich they were asked to summarize the key components of their proposal and answer a set ofprepared questions.

Based on the review of proposals and the interviews, staff concluded that PreferredManagement Corporation is the best fit for the City of Glendale at this time. In a very closereview process, what tipped the balance for Preferred Management Corporation was their moreextensive experience in the Utilization Review business and strong track record as theincumbent vendor for the City.

Staff recommends that the City Council adopt a motion awarding Preferred ManagementCorporation a PSA to handle the Utilization Review process for the City of Glendale in-houseWorkers’ Compensation program.

FISCAL IMPACT

The estimated annual fee for handling the City’s Utilization Review services based on historicalcosts is $155,000. Thus, staff is recommending authorization to establish an REP in an amountnot to exceed $160,000 per year ($480,000 for the three year term), plus two additional one-year terms, if renewed at $1 60,000 per year ($320,000 over two additional years).

ALTERNATIVESAlternative 1: Approve the Motion as proposed.


CAMPAIGN DISCLOSUREIn accordance with the City Campaign Finance Ordinance No. 5744, the following are thenames and business addresses of the members of the board of directors, the chairperson,CEO, COO, CEO, subcontractors and any person or entity with more than 10% interest in thecompany proposed for contract in this Agenda Item Report:

Officers of Preferred Manaciement Corooration:Full Name Title Business Address City State Zipcandace De Turns cEo/President 5465 vista Del Mar Yorba Linda CA 92887Tern Snider Board of Directors 5465 vista Del Mar Yorba Linda CA 92887

Board of DirectorsBoard of DirectorsBoard of Directors

3

MOTION


seconded by Council Member ____________________________________, that the


Agreement with Preferred Management Corporation to provide Utilization Review

services for the City’s in-house Workers’ Compensation program for a period of three

years, with two one-year options to renew.

Vote as follows;

Ayes:

Noes:

Absent;

Abstain:

APPROVED A90 F9RM

— CITY A7ORNEY

DATE

~\ca2ooo\data\sharethFILEs\DocFILEs~FAcTFIND~prof services HR Prefered Management UR Review.doc

‘*1

gLendaL~’california


Joint U City Council ~ Housing Authority U Successor Agency ~ Oversight Board U

May 16, 2017

AGENDA ITEM

Report: Regarding proposals submitted in response to a Request for Proposal for Bill Reviewservices for the City’s in-house Workers’ Compensation program.

1) Motion authorizing a Professional Service Agreement with Lien On Me, Inc. to provideBill Review services for the City’s in-house Workers’ Compensation program for aperiod of three years, with two one-year options to renew.

COUNCIL ACTION

Public Hearing Li Ordinance Li Consent Calendar 2 Action Item ~ Report Only E

Approved for ‘iIli9~j 10 9~1”7 calendar


Submitted by:Matt Doyle, Director of Human Resources

Prepared by:Mall Doyle, Director of Human Resources ________________________

Cheryl Scott, Workers’ Compensation Administrator _________________________



Michael J. Garcia, City Attorney ____________________

/

RECOMMENDATIONStaff recommends that the Council approve a motion to award a Professional ServicesAgreement (PSA) to Lien On Me, Inc. to provide Bill Review services for the City’s in-houseWorkers’ Compensation program for a period of three years, with two one-year options torenew.

BACKGROUNDIANALYSIS

Workers’ Compensation is a State-mandated program that provides medical and indemnitybenefits for employees who are injured on the job.

The City of Glendale has a hybrid Workers’ Compensation program which is partially handledin-house and partially handled by a Third Party Administrator (AdminSure). Fire and PoliceDepartment claims, as well as other claims that were previously settled but are open for futuremedical treatment are handled by AdminSure. Claims from all other City departments arehandled in-house by City staff.

Bill review is a cost containment measure that is used on medical bills received from medicalproviders that provide treatment for our injured employees. Under the California Labor Code,Workers’ Compensation providers are only required to pay medical providers for treatmentbased on the Medical Fee Schedule adopted by the Administrative Director of the State ofCalifornia Division of Workers’ Compensation.

A Bill Review vendor is used to review the medical bills to make sure the bills are paid at theappropriate amount in conjunction with the Medical Fee Schedule. An analysis of the bill isdone and a recommended allowance is determined. An Explanation of Review (EOR) for themedical provider is created. The EOR explains what amount is recommended for payment andprovides the medical provider with the appeal procedures.

Another duty of the Bill Review vendor is to defend reductions of the bill if they are challengedby the medical provider. In addition, the Bill Review vendor must defend, in court, any medicalliens that are filed against the City for treatment that was reduced or not allowed.

In 2012, the State of California required that all Workers’ Compensation administrators providethe option of receiving electronic billing from medical providers. The Bill Review vendor musthave the capability to accept the bills electronically on the City’s behalf. Currently, this is donethrough a computer access portal that City staff can access to review the L~lls for payment.

The City of Glendale is also required to have an Electronic Data Interchange to transport dataon medical bills to the State. This data provides the State with statistical data for research. TheBill Review provider must have the capabilities to transport the data on the City’s behalf.

The City of Glendale has utilized a Bill Review vendor to provide the mandated services incompliance with the law. The current vendor is Lien On Me, Inc., based in Pasadena,California.

In January 2017, the City issued a Request for Proposal (REP) to obtain a ProfessionalServices Agreement (PSA) in order to assure the quality of services provided and competitivepricing. The proposers were asked to submit bids that included qualifications and fees.

2

Three proposals were received: Arissa Cost Strategies, CompStar Systems, Inc. and Lien-On-Me, Inc. Arissa’s proposal was not compliant with the REP, as it failed to include lien defenseservices. The remaining two proposals were thoroughly evaluated by a committee of City staff,using the criteria listed in the REP, which included the following: Quality of Proposal,Qualifications, Approach and Methodology, and Cost.

While both vendors’ services were comparable, Lien On Me’s costs were significantly lower.Lien On Me’s flat rate for Bill Review is $7.00 per bill, whereas CompStar Systems’ flat amountis $12.95 per bill. Based on the historical patterns of Bill Review, the difference in cost wouldamount to nearly $40,000 annually. Thus, the evaluation committee strongly recommends theretention of Lien On Me, Inc. as the City’s in-house Workers’ Compensation provider of BillReview services, and that the PSA be awarded as such.

FISCAL IMPACT

The estimated annual fee for handling the City’s Bill Review services based on historical costs is$1 08,000. Thus, staff is recommending authorization to establish an REP in an amount not toexceed $115,000 per year ($345,000 for the three year term), plus two additional one-yearterms, if renewed at $115,000 per year ($230,000 over two additional years).

ALTERNATIVESAlternative 1: Approve the Motion as proposed.

Alternative 2: The City Council may consider any other alternative riot proposed by staff.

CAMPAIGN DISCLOSUREIn accordance with the City Campaign Einance Ordinance No. 5744, the following are thenames and business addresses of the members of the board of directors, the chairperson,CEO, COO, CEO, subcontractors and any person or entity with more than 10% interest in thecompany proposed for contract in this Agenda Item Report:

Officers of Lien On Me, Inc.:[ Full Name Title I Business Address I City I State Zip

~ Teresa (Tess) Foley cEo/President P.O. Box 91630 Pasadena CA I 91109I Teresa (Tess) Foley Board of Directors P.O. Box 91630 I Pasadena I CA I 91109~ Iskouhi (Goldie) Board of Directors P.O. Box 91630 Pasadena CA 91109I Galstian

3

MOTION


seconded by Council Member ____________________________________, that the


with Agreement Lien On Me, Inc. to provide Bill Review services for the City’s in-house

Workers’ Compensation program for a period of three years, with two one-year options

to renew.

Vote as follows:

Ayes:

Noes:

Absent:

Abstain:

APPROVEDASTOF RM

CIrY91’ORNEY

DATE /i///

\\ca2ooo\data\shared~FlLEs\DocFlLEswAcTFlND\prof services HR Lien On Me Bill Review WC.doc

g1endaE~california

2pq1fl~q~L~~l Lj~ CALIFORNIAREPO t6THE:

Joint El City Council ~ Housing Authority Li Successor Agency LI Oversight Board LI

May 16, 2017

Recommendation to authorize the Purchasing Manager to issue purchase order agreementswith COBAN Technologies, Inc. for the purchase, maintenance, and repair of Mobile DigitalComputers, in-car cameras, and related equipment.

1) Motion authorizing the Purchasing Manager to executeTechnologies, Inc. for the purchase, maintenance, and repair ofcar cameras, and related equipment through June 30, 2018,$468,954.00.

agreements with COBANMobile Digital Computers, in-in an amount not to exceed

2) Resolution of appropriation for the purchase for Fiscal Year 2016/17

COUNCIL ACTION

Public Hearing Li Ordinance Li Consent Calendar Li Action Item ~ Report Only Li

Approved for 5//to/I calendar


Prepared by:Jay Kreitz, Public Safety Budget Administrator

Sheryl Davis-Moore, Police Comm. & Technology Admini~

Hagop Hovsepian, Deputy Chief Information Officer

Steve Richmond, Information Service Project Manager




Robert Elliot, Finance Director

/

AGENDA ITEMReport:

Submitted by:Robert Castro, Chief of Police

Signature

c~r~A

/

RECOMMENDATIONStaff respectfully recommends that the City Council authorize the Purchasing Manager to execute thenecessary agreements with COBAN Technologies, Inc. for the purchase, maintenance, and repair ofMobile Digital Computers, in-car cameras, and related equipment through June 30,2018, in anamount not to exceed $468,954.00.

BACKGROUND/ANALYSISSince 2012, the Glendale Police Department (GPD) has implemented and deployed 58 in-car videosystems and two in-jail-interview-room systems from COBAN Technologies, Inc. The COBAN unitsalso function as the mobile digital computer in police vehicles. Mobile digital terminals and in-car videosystems have become essential tools in performing public safety duties and collecting video evidencewithin a law enforcement vehicle environment. In-car video recording is indispensable as it assistswith clearing concerns and provides video evidence for traffic stops and vehicle pursuits. Reliablecapturing, archiving and accurate reproduction of in-car video is crucial as the video is used asevidence in cases presented for prosecution. More recently, GPD has upgraded interview rooms withCOBAN Technologies Interview Room Systems to assure compatibility and uniformity of all theseimportant department systems.

The initial 58 units were deployed in the Police Department’s patrol vehicles and other front line units.Some of these units now require repair or replacement, while other older Mobile Digital Computers(MDC) that have been utilized in non-front line units have reached the end of their lifecycle. In orderto standardize the Police Department operation, to have Mobile Digital Computers that areinterchangeable throughout the fleet, and facilitate the maintenance and repair of this specializedequipment, staff proposes to replace these older systems with COBAN units.

To meet court discovery obligations, the Police Department must have the capability to reproduce thevideo from the in-car camera systems. This capability is provided by COBAN’s Rimage Video ArchiveSolution. The unit currently utilized by the Record’s Bureau is no longer functional and needs to bereplaced. The Rimage video solution will be used so that all video evidence that is captured by theMobile Digital Computers is archived, stored and retrieved when it is needed as evidence.

Because the Police Department currently has COBAN Technology systems in place, to obtainequipment, maintenance, parts, and service from another vendor is inefficient and does not advancethe goal to standardize equipment and expedite maintenance and repair. Additionally, COBANTechnologies is the exclusive designer, manufacturer, and distributor of these products thus itsmaintenance and support must be purchased directly from this vendor, as affirmed by the attachedsole source letter. (City of Glendale Charter, Art.Vl, Sec. 9(c))

Thus, staff respectfully requests that the City Council authorize the Purchasing Manager to enter intoagreements in an amount not to exceed $468,954.00 to purchase new Mobile Digital Computers, in-car camera equipment, Rimage Video Archive Solution equipment, spare parts for COBAN relatedequipment, and to enter into service contracts to maintain this equipment through June 30, 2018.

Staff is requesting that $94,762.00 be allocated in the current fiscal year (FY 16/17) for the initial costto purchase the following: four (4) COBAN MDC units for the Police Department, six (6) COBAN MDTunits for parking enforcement vehicles, one (1) Rimage Audio Visual Solution, and spare parts torepair the existing COBAN systems. The funding for the service contracts requested in this reportwould be for the new COBAN Mobile Digital Computers and related equipment and is in addition tothe service contracts approved by City Council in February 2016 for the existing equipment. In futurefiscal years, appropriations for COBAN equipment purchased under these agreements will beauthorized through the budget process.

2

FISCAL IMPACTThe Total cost for this project is $468,954. Of this total cost, $94,762 is needed in FY 201 6-17 and isavailable as follows:

GPD 45150-101-302-6201 $30,000GPD 45150-101-302-6503 $15,000GPD 45150-101-302-6417 $11,854PW Parking Fund 45150-520-564 $37,908

$94,762

Staff respectfully.requests that the Council approve the attached resolution of appropriation shifting$94j,762 from the accounts listed above into the ISD Infrastructure Fund as follows:

GPO and Public Works Parking Fund

Account From:

45150-101-302-6201 $30,000-Furniture & Equipment Account45150-101-302-6503 $1 5,000-Furniture & Equipment Account45150-101-302-6417 $11,854-Furniture & Equipment Account451 50-520-561 $37,908-Furniture & Equipment Account

Account To:

44352-101-302-6201 $30,000-ISD Service Charge44352-101-302-6503 $15,000— ISD Service Charge44352-101-302-6417 $11,854— ISD Service Charge44352-520-561 $37,908- ISD Service Charge

ISO

Account From:371 50-603- Revenue from ISD Service Charge

Account To:51000-603-174-Capital Outlay for COBAN

An additional $374,192 for thepurchase, replacement, repair and servicing of COBAN equipment hasbeen included in the proposed FY 2017-18 ISD Infrastructure budget in the accounts indicated below:

Department Account Description Proposed~ FY 2017-18 Budget

Information 51 000-603-1 74 COBAN Equipment $296,000ServicesInformation 43110-603-174 Maintenance for COBAN Equipment $78,192Services

Total Available in FY 17-18 $374,192

3

ALTERNATIVES

Alternative 1: Approve the staff recommendation to enter into agreement(s) for the purchase, serviceand repair of Mobile Digital Computers, in-car cameras, and related equipment throughJune 30, 2018.

Alternative 2: Approve only the purchase of equipment requested in Fiscal Year 16/17.


CAMPAIGN DISCLOSURE

In accordance with the City Campaign Finance Ordinance No. 5744, the following are the names andbusiness addresses of the members of the board of directors, the chairperson, CEO, COO, CEO,Subcontractors and any person or entity with more than 10% interest in the company proposed forcontract in this Agenda Item Report:

Officers of COBAN Technoloqies, Inc.:P~ZI~~.Hm~r G~HP !~I$~~t ~~

11375W. SamDoug Dickerson CEO Houston Parkway Houston TX 77031

. 5. #80011375W. Sam

Jeff Lee CFO Houston Parkway Houston TX 770315. #80011375W. Sam

Allan Chen EVP - Technologies Houston Parkway Houston TX 77031S. #80011375W. Sam

Mark Griffin VP of Sales Houston Parkway Houston TX 77031. S.#800

11375 W. SamEric Lee VP of Operations Houston Parkway Houston TX 77031

5. #800. 11375W.Sam

Daniel Nooner VP of Engineering Houston Parkway Houston TX 770315. #800

EXHIBITS

Exhibit A — Letter from COBAN Technologies, Inc.

4

MOTION


seconded by Council Member _____________________________________ to authorize the

Purchasing Manager to enter into purchase order agreements with COBAN Technologies, Inc.

for the purchase, maintenance, and repair of Mobile Digital Computers, in-car cameras, and

related equipment through June 30, 2018, in an amount not to exceed $468,954.00, as more

particularly described in the report to City Council by the Chief of Police and the Chief

Information Officer dated May 16, 2017. In granting the authorization for the purchase orders, the

City Council finds that COBAN Technologies, Inc. is the exclusive designer, manufacturer, and

distributer of the mobile digital computers, in-car video systems, and the two jail interview room

systems currently in use by the Police Department.

Vote as follows:

Ayes:

Noes:

Absent:

Abstain:

Date:

\\ca2ooo\data\shared~FILEs\DocFILEswm\coBAN Technologies - 2017

1% 11375W. Sam Houston Parkway. S.r natal S NV Houston, TX 77031

May 10,2017

City of GlendalePolice Department131 North Isabel StreetGlendale, CA 91206

Re: COBAN Sole Source Letter

To whom this may concern,

This letter is to confirm the COBAN Titan M7/M7v Digital In-car Video System,including all add-on hardware and software devices, is a sole source product, designedand manufactured solely by COBAN Technologies Inc., and is distributed exclusively byCOBAN Technologies, Inc. This product, maintenance and software must be purchaseddirectly from COBAN Technologies, Inc.

COBAN Technologies, Inc. warrants that no other company makes a similar orcompeting product. COBAN Technologies, Inc. maintains all copyright privileges forthese products and no agents or dealers are authorized to represent these products. Thisproduct must be purchased directly from COBAN Technologies, Inc.

Please do not hesitate to contact me if you have any questions or concerns.

Thank you,

Jennifer IchikawaProject Manager281-925-0488 x175iennilër,ichikawtVãlcobantech.corn

RESOLUTION NO.

RESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALEMAKING AN APPROPRIATION

BE IT RESOLVED BY THE COUNCIL OF THE CITY OF GLENDALE:

SECTION 1: That the sum of $189,524, of which $94,762 represents a net increase to the budget, is herebyappropriated and/or transferred from the following accounts to the following accounts:

ACCOUNTS DESCRIPTION FROM TO45150-101-302-6301 Furniture & Equipment, GPD, Patrol $30,000

45150-101-302-6503 Furniture & Equipment, GPD, Traffic $15,000

45150-101-302-6417 Furniture& Equipment, GPD, SRT $11,854

45150-520-564 Furniture & Equipment, Parking Fund, Parking $37,908. Citations

44352-101-302-6301 ISD Service Charge, GPD, Patrol $30,000

44352-101-302-6503 ISD Service Charge, GPD, Traffic $15,000

44352-101-302-6417 ISD Service Charge, GPD, SRT $11,854

44352-520-564 ISD Service Charge, Parking Fund, Parking $37,908Citations

371 50-603 ISD Service Charge, Infrastructure Fund $94,762

51000-603-174 Capital Outlay, Infrastructure Fund $94,762

To appropriate funding for COBAN Technologies, Inc. for the purchase, maintenance, and repair of MobileDigital Computers, in-car cameras, and related equipment.

SECTION 2: The Director of Finance is authorized to make such other revisions, individual appropriationline-items, changes in summaries, fund totals, grand totals, and other portions of the budget document asnecessary to reflect and implement the changes specified in this resolution.

SECTION 3: The City Clerk shall certify to the adoption of this Resolution.

Adopted this day of _______________, 2017!

CITY OF GLENDALEDATE 5/11/2017APPROVED AS TO FINANCIALPROVISION FOR $ 189,524

Dir’ector of Finañd

8F :1.

ATTEST:

City Clerk

Mayor

STATE OF CALIFORNIA)COUNTY OF LOS ANGELES) SSCITY OF GLENDALE)

I, Ardashes Kassakhian, City Clerk of the City of Glendale, do hereby certify that the foregoingResolution No. was adopted by the Council of the City of Glendale, California, at a regularmeeting held on the__________ day of ________________, 2017, and that the same was adopted by thefollowing vote:

Ayes:Noes:Absent:Abstain:

City Clerk

gLendaLcalifornia

Joint ~ City Council ~


Housing Authority Li Successor Agency Li Oversight Board Li

May 16, 2017

AGENDA ITEMReport: City Council Regular Meeting Schedules for remainder of the 2016-17 fiscal

the 2017-18 fiscal yearyear and for

COUNCIL ACTION

(1) Motion Modifying City Council Regular Meeting Schedule for Remainder ofthe 201 6-17 Fiscal Year.

(2) Motion Establishing City Council Regular Meeting Schedule for 2017-18Fiscal Year and Cancelling Specified Council Meeting

Public Hearing Li Ordinance Li Consent Calendar Li Action Item ~ Report Only LI

Approved for ~/t~/ ~7 calendar


Submitted by:


Scott Ochoa, City Manager

Prepared by:


Approved by:

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Scott Ochoa, City Manager

Reviewed by:

Yasmin Beers, Assistant City Manager

Ardashes Kassakhian, City ClerkV

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RECOMMENDATION

That the Council (i) consider whether to modify the Council regular meeting schedule for the2016-17 fiscal year, and (N) adopt the Council regular meeting schedule for the 2017-18 fiscalyear, including cancelling specified meetings.

BACKGROUNDIANALYSIS

The City Council’s regular meetings are on Tuesday evenings at 6 p.m. in Council Chambers.The Council also holds special meetings from time-to-time as well as joint meetings with otherCity agencies, as necessary. In the past, if the Councilmembers’ schedules conflicted with aregular meeting date or there was a need to accommodate holiday schedules, the Councilwould adopt a motion canceling a meeting. For the past few years, Council has adopted aregular meeting schedule per fiscal year by cancelling specified regular meetings. MayorGharpetian has asked for discussion on the remaining meetings of the 2016-17 fiscal year, andit is time for Council to consider the meeting schedule for the 2017-18 fiscal year.

In the past few years Council has established a regular meeting schedule taking intoconsideration holidays and school calendars. It should be noted that the City Manager and staffmake an effort to calendar items in a manner so that agendas are not overly light, noroverburdened in a manner that makes for excessively late meetings.

2016-17 Fiscal Year

For the remainder of this fiscal year, the only remaining regular meeting cancellation on thecalendar is the May 30 meeting, which is the day after Memorial Day. It is also anticipated thatthe City Council will not have a quorum on May 23. Finally, it should be noted that althoughthere is not a significant amount of business scheduled for the last two meetings in June 2017after the anticipated June 13 budget adoption, those meetings remain on calendar. Staff seeksdirection on the regular meeting schedule for the remainder of the 2016-17 fiscal year.

2017-18 Fiscal Year

Based on prior years’ cancellations, cancellation of regular meetings in the 2017-18 fiscal yearwould occur as follows for the reasons listed thereunder

2017July 5 (day after Fourth of July)August 1 (National Night Out)September 5 (day after Labor Day)November21 (Thanksgiving)November28 (Thanksgiving)December 19 and December26 (Holidays)

2018January 2 (New Year Holiday)January 16 (Day after MLK Holiday)February 20 (Day after President’s Day)March 20 (GUSD Spring Break)April 24 (Armenian Genocide Remembrance Day)May 29 (Day after Memorial Day)

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If Council desires to include more or less meetings in the 2017-18 schedule, it can provide thatdirection.

FISCAL IMPACT

None.

ALTERNATIVES

Council has the following alternatives:

Alternative 1: Approve the revised Council meeting schedule for the remainder of the 2016-17fiscal year and adopt the regular meeting schedule for the 2017-18 fiscal year.

Alternative 2: Modify the proposed Council meeting schedules.

Alternative 3: The Council can choose another alternative not identified by staff.

CAMPAIGN DISCLOSURE

This section is not applicable.

EXHIBITS

None.

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MOTION

Moved by Council Member _____________________________ seconded by Council

Member ___________________________ that the City Council hereby modifies its regular

meeting schedule for the 201 6-17 fiscal year by adding the following Excepted Dates where

the regular meeting(s) will be cancelled and removing the following Excepted Dates where

the regular meetings will move forward:

Additional Excepted (Cancellation) Dates:

[To Be Inserted.]

Meetings to Be Removed From Excepted (Cancellation) Date List:

[To Be Inserted.]

The regular meetings on the Excepted Dates are hereby cancelled.

Vote as follows:

Ayes:

Noes:

Absent:

Abstain:

APPROVED AS TO FORM

CI~TTORNEY

DATE 5117/7

~calendar I 6-17 niodifcation.docx

Moved by Council Member

MOTION

_____________________________ seconded by Council

Member _____________________________ that the City Council hereby establishes its regular

meeting schedule for the 2017-18 fiscal year to include every Tuesday at 6 p.m., except on

those dates set forth below (“Excepted Dates”):

2017July 5August 1September 5November21November 28December 19December26

2018January 2January 16February 20March 20April 24May 29

The regular meetings on the Excepted Dates are hereby cancelled.

Vote as follows

Ayes:

Noes:

Absent:

Abstain:

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a

4pPROWD AS TO FORM

DATE b/I /