SR-11-F (4)
.
Santa Monica, callilir l, January 25, 1980
/!F
/ {JZ-OC~--t?4AN 3 0 1980
TO.
Nayor and CIty CouncIL
FRO~f
CIty Staff
SUBJECT
A contract for award for recodIficatIon and reprintIng
of the Santa MonIca Municipal Code to Coded Systems
CorporatIon
Introduction
The CIty CouncIl approved funds in the amount of $20,267 for recodl-
ficatIon of the MunIcipal Code in the FY 1979-80 budget. This re-
port recommends award of the contract to Coded Systems Corporation,
the lowest and best bIdder.
Background
In September of 1979 a request for proposals was dIsseminated to
fIrms who perforn recodifIcatIon and printing of munIcipal codes.
The follOWIng three proposals were received:
Coded Systems Corporation.
Code recodification and printing
based on 528 pages
$13.951,50
*Book Publishing Co~pany:
Code recodifIcatIon and pTinti~g
based on 450 pages
~13.l60
based on 528 pages
)1+,793
~unlclpa1 Code Corporation:
Code recodlflcatlon and printIng
based on 528 pages
521,0'+2
~T~e proposal submitted by Book PublIshing Co. is based on 450
pages. In order to compare the actual JICS, the total cost
for 528 pases is Inserted whIch correc~ly reflects t2e true
/1 F
comp ar~s on.
JAN 3 0 1980
. .
To
Mayor and C1tY4i'L Lil
2
. J an ua ry 2 5, 1980
Although a print1ng serV1ce 1S involved 1n th1S contract, the maJor
portIon and focus of the work to be co~pleted 1S the edItorial pro-
cess Wh1Ch is a professIonal serVIce. The services offered by each
codlf1er have been carefully reviewed and Coded System is thought to
be the most responsive.
In addItion to be1ng the low bIdder, Coded
Systems 1S the only codifier that offered a prelimInary manuscript
as well as an analysis of the code for reVIew prior to the ed1tor1al
conference with the C1ty.
Coded Systems presently completes code
updates for the City and has completed all work in a timely and.
eff1C1ent manner.
Dur1ng t~e edItorial and prInting process, problems may be brought
to the attention of the CIty o~ which we are presently unaware and
WhICh may be in need of correction. Also, separate bound copies
of the Zoning Ordinances WIll be required. The cost WIll not be
known untIl the code IS typeset. The prIntIng cost is based on
a DeT page amount. There is ~o way to estimate the nuwber of
pages the fInished code will contain.
In vie~ of these considera-
tions it would be approprIate that a contingency fund of $2500 be
a.?proved.
Recommendation
It is recomnended tnat a contract be awarded to Coded Systems Corp-
ora:lon for recocification a~d rep~inting of the Santa Monica
Mu~icipal Code and Charter in the amount of 513,951.50 and con-
tlngency funds in the amount of 52500 be approved.
prer;ared 3y
Jovce Sn:.der
City Clerk
. .'l.,.ACT ~o
CODED SYSTEMS CORPORATION
3445(CC5)
CodlficatlOn of City Ordmances - 5upplementatlOn Service
PROFESSIOi\iAL CENTER
BRIELLE. ;.j J 08730
(201i 528.6333
October 18, 1979
PROPOSAL
To. CIty of Santa MonIca
F or CodIfIcatIOn of OrdInances
Coded Systems CorporatIOn hereInafter referred to as the ttCOMPANy'l hereby
offers the followIng proposal for serVIces to the CITY OF SANTA MONICA, WhICh'
hereInafter shall be referred to as the "CITYI', and
The CITY desIres that a coduIcatlon of the general and permanent ordInances be
prepared a..--rd It has come to theIr attention that thIS COMPANY offers to perform,
under the superVlSlon of the attorney for the CITY, the follOWIng serVIces
1. Research and ExamInatIOn of ordInances of a general and permanent nature
passed on fInal adoptIOn as of the date of any contract WIth the CO:\;IPA~Y .
Caples of all source matenal requued for the CodIfIcation WIll be made avaIlable
by the CITY to the COMFAl\TY.
2. DIsposItion LIst ComplIed . A chronological lIsting of ordmances shall be
prepared. The dISpOSitIOn hst shall con tam each date of enactment or
ordmance number, clasSificatIOn as to :ts proposed loca:lOn in the chapter
aSSIgnment. Three separate caples WIll be supphed to the CITY
3 Ed:tonal Process. Ordmances of a general and permanent nature WIll be
arranged to formulate chapters according to general subject matte:!:" In a topIcal
seG.uence to estabhsh a modern system of law. Arrangement w:.ll be WIth all
CU:!:'Tent enforceable amendments replacl11g the superseded portIon thereof.
The edItonal shall also Include the follOWIng
a C!:apter arrangement Each chapter of the new code shall COntaIn all
ordInances dealIng WIth the subject matter of the chapter. All ordl!~ances
shall be arranged In an orderly and log:cc..l fasnlOn
b SectlOn headlngs and 5ubsec:J.on headmgs shall be prepared to ref1ect the
content of each sectIon and subsectIon
WES7ER"\I 'l:EGiON CFFICE -
SOUT....."'''N R~GIO.... OFFCE .
Seai Be.:iL" C:lht:"or....lil P 0 80'1( T"'Q Sltal Be~c" CA ()O--:"40.- 21 ~ i '98 36~O
hie ..f P3.i-rs SCU["1 C.iFJ"l'la P 0 Oraower J. -\ [~ie .:;.r- D~ir"s S C ~;.14,: ,-sari "'22 4-:'nQ
. .
CODED SYSTEMS CORPORATION
CodtficatlOn of City Ordmances - SupplementatIOn ServIce
PROFESSIOl'-;'AL CE:-;TER
BRIELLE. ~ J 08730
(201) 528-6333
C HIstory notes The preparatlOn of hIstory notes for each sectIon
wIll be prepared whIch WIll IndIcate the source from whIch the
sectIOn IS denved. NOTE The COMPANY wIll offer to the CITY
an alternate source sechon to be Inserted In the back of the code
book whIch wIll save the CITY on the ongmal cost of the codIfIca-
tIon and future supplementatlOn
d. ConflIcts and mconsIstenCles Check the ordInances and callIng
to the attentIOn of the CITY any related problem affectIng the valIdIty
of any ordInance.
e. Statutory references shall be Inserted when reqUIred, as It IS deemed
necessary by the COMPANY.
f The COMPANY shall upon Its ?eVleW of the draft, make recommendatIons
where In Its opInIon there is a need for new materIal on any specIfIC tOpIC
4. ManuscrIpt. A complete manuscnpt WIll be submitted for reVIew of baSIS
chapter outlIne, systemIzation, content of materIal. Gpon completIOn of the
manuscrIpt, the COMPANY WIll notlfy the CITY, tms WIll act as a cutoff date
for the InclusIon of any new matenal to be Included In the code. Three caples
of the manuscript Will be supplIed to the CITY
5. lvIemorancum .t\nalysls '\.\l111 be 5liOr:lltred by chapter explaInIng the edItor1al
work completed and brInging rorth any con.:11cts or questIons to be resolved
at the ed:ronal re",-ew meeting Three caples of the memorandum analYSIS
WIll be supplied to the CITY.
\). EdItonal Conference An edItonal conference w1ll be held wlth the Co..MP Aj\-Y
and the perso~ or persons authorIzed by the CITY to review the prehmlnary
manuscnpt All changes and yecommendanoils ,'.'IE be made known at thIS
meet:ng and the CO;\IPA?-lY shall carry out all deSIred changes
I Galley Proo:s The CO~..,fPA~Y shall submit one set of proofs to the CITY when
the code has been completely set :on type The CITY may make word changes
on the proofs Should the CITY delete hnes, entlre sectIons, subsectlons or
c~apters or more than a page or type, the CITY shall be charged at a per page
rate as elected on. the addendu.m.
'.NESTER'\! "lEG;O'" C:==ICE -
SOLTHERN REG'CN O;::F'CE -
S",' Be~ch C~]'iornJa P 0 Eo,< ,-') Segi 3egC~. C-\ ')0-..i0 '213, 5QS-36LO
Isle :---i PJ ms 30l;.t~ C.lro~.nd P 0 Df.l~e" '\ -\ Isie at J::d~5 5 C 204"' ~ '-Q03' ~ 22 4~09
. .
CODED SYSTEMS CORPORATION
CodIficatIOn of City Ordmances - SupplementatIOn Senu;e
PROFESSIONAL CENTER
BR IELLE. K J 08730
(201) 5286333
8 Completed Code WIll be prmted, dnlled and collated as per the attached
tIme schedule and speClficatlOns addendum.
9. Over-runs and Repnnts. AddItIOnal caples of specIfIed chapters or any
portIOns of the code may be prInted at the same tIme the angInal code IS
pnnted All orders for addItIonal caples of the code or any portIOn thereof
must be placed upon delIvery of replacement-reVISIOn pages. Pnces for
add1tlOnal pages are as per attached pnce hst schedule addendum.
10. !v1aus. Tabular MateYlal. No addItIOnal charge WIll be made except for
the standard per page pnce shown on the attached pnce lrst schedule
addendum .
11. SupplementatIon. The COMPANY shall offer to malntaln an up-ta-date
method of supplementIng the code wIth new ordInances of a general and
permanent nature on a schedule to conform to that of the CITY. The
price for supplementatIOn to be as per attached pnce schedule addendum
12. Index. The COMPANY shall prepare a complete cross referenced mdex,
whIch WIll be lnserted In the completed code pYlar to dehvery. Py::.ce as
per attached ~)yIce hst addendum, sectIOn two.
Respectfclly subnutted,
/~
/....-'-Feter II ~eaTIe
~~~
WESTERt-; REG:O'\l OFFICi:: -
SCUTHEQN REGiOf'.j q<=F'CE -
Se.d 3edc'; c..i![('rn,a, POBox 5~) S",,: Boad' C\ 'lIF~O '1~3 i 598 ~6' 0
[sle ~i Paj'"J5j Sour"tj C.LIoiLI'3. 1) 0 Drawer --\ -\. rsie,Jt :J.llrns. S C 29451 .8031 --:12 =--1:0Q
. .
CODED SYSTEMS CORPORA TrON
CodIficatIOn of CIty Ordmances - SupplementatIOn SerVIce
PROPOSAL ADDENDUH
To CIty of Santa l.IonIca
For. CadUIcatlOn of OrdInances
PROFESSIONAL CENTER
BRIELLE. N ] 08730
(201i 528-6333
October 18, 1979
1. TIme Schedule. The followmg estlmated tlme schedule far completion
of the propsed code.
a Dehvery of 50% of manuscnpt after receIpt
of materIal to be used on constructIng code.
b. Dehvery of balance of manuscnpt.
c EdItorIal conference wIth c::.ty to reVIew
prelulllnary draft from submIssIon of balance
of prehmmary draft.
d. DelIvery of galley proofs to CIty after
ed1toYlal meetlngs have been held
e. Approval oi galleys and authanzanon to
proceed wIth pnntmg of code
f DelIvery of pnn:ed code after recelp: of
adoptIng ordm.ance
Total estImated tIme requIred for completlOll
oi code
WESTE""" qEGION OFFICE -
SOUTHERN REGIC"J O"'F'CE -
2
Months
2
NIon ths
1
Mon ths
2
1-1onths
1
:\Ion ths
1
ivlon ths
q
~fon ths
Se,l Beac'1 CaJrfor-,la. POBox ,-') Se.i Bead' C\ ')O~40 ""l3~ 598-36.0
isLe o'P.hs. 5ou:h (.roi,ra. P 0 Orawe- '\ -\ Is" 'J" ?,:m,. S C ~9'l'] "803": ~2"" r09
. .
CODED SYSTEMS CORPORATION
CodtficatlOn of Ctty OrdInances. SupplementatIOn Sert'tce
PROFESSIO:-.JAL CDlTER
BRIELLE, N J 08730
(201} 528.6333
2. Costs. The CITY shall pay the COMPANY for work of edItmg, prmtmg and
bIndIng as hereIn provIded as follows
a EdItOrIal complete and pnntlng of one hundred and frlty (150)
caples of the code as per sectlOn 3 of spec1fIcatlODs. . . . . . $21 SO - per prInted page
b MechanIcal laos eleaf bmders as per sectlOn 3 at
speCl:hcatlons . .. ................... ...... ..... . . . $ 8.50 - each
c. SupplementatlOll The COMPANY shall provIde
supplementatlOn serVIce to the completed code
on a quarterly ba;;ls wIth one hundred and fIfty (150)
copIes of supplem,entahon packets for the
standard per page rate of. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . S 19.00
d. SupplementatIon. DIrect ma11 serVIce IS aVallable upon request
from the CITY. The COMPANY WIll mall dIrect! y to code holder
caples of all supplementatIons. The cost of thIS serVIce 15 avaIlable
upon request.
The above prIces do not Included Federal, State or local taxes where apphcable
matenal WIll be shIpped prepaId WIth handlmg added at the hme of bIllIng.
^ 11
_.'_."1.......J.
3. Pr:.ntmg and Handlmg. The COlv'1PANY shall offset prmt on qualIty bond 50 lb
wh::.te, one hundred and fIfty (150) complete codes or as otherWIse dlYected
by the CITY. The COMPANY WIll bmd caples of the completed code m
mechanIcal fastener (not posts) bmders. Number to be ordeyed by the CITY
WIth ImItatwn leather covers stamped ill gold leaf
4 :\Ietnod of Payment. Money due hereunder shall be due a..'"1d payable upon suD-
m:SSlOn of vouchers as follows
a. Upon dehvery of complete dIsposItlon lIst, 50% of prelumnary manuscr::pt
and memorandum and submISSIOn of vO'..lcher for 25% or the est:l.rnatec cost
of the completed code.
W=S-2=l...... =l.EG10N OF;::ICE +
SOUT"iERN REG:ON OFFICE -
Seal Bead- (..'derma POBox ~-9 Seal Beach C'" 90-'40 : 21~) 59'! 3610
I,le oi Pal"" Sou,h Ca+"IJra ? 0 Orawe- -\ '" he.,f Pain'S C 2945: 'S03l - 2:2 r09
. .
CODED SYSTEMS CORPORATION
CodlficatJOn of Clfy OrdmanceJ- - SupplementatiOn Sert/lce
PROFESSIO:-:IAL CENTER
BRIELLE, N } OB730
(201) 528-6333
b, Upon dehvery of balance of prelIminary manuscnpt and memorandum
and submissIOn of voucher for 25% of the esumated cost of the completed
code.
c. Upon dehvery of 50% of the completed galleys of code and submIs~lOn of voucher
for 20% of the estImated cost of the completed code.
d Upon dehvery of balance of completed galleys of code and submISSIOn of
voucher for 10% of the estlmated cost of the completed code.
e. Upon completIOn of code and dehvery, balance due upon 5ubmlsslOn of
voucher.
Respectfully submitted,
CITY OF
d
Charles K. ~cClaln
C1. ty ylanager
ATTEST:
~~].FO~
h,.. S S+<l.r'<::'
CftY' Attorney
/'
, ! .
',~
/J~er
(/Ci ty Clerk
'JIlES-ERN "~EGICN CF"'ICE -
SOUTHE"1N qEGIQN QI=F'CE -
5e~1 Bead' CJ:liorma. P 0 80::( :s-q Seal Be3c>t CA 90"'40 '--2131 C:98-36~O
hie "f PaiIT" South Caro;ln. P 0 Dr.v.er .... A Isle or Paj['l' 5 C 2945; '"SO;I -22 -i~09
. .
CODED SYSTEMS CORPORATION
CodlficattOn of CIty Ordmances - SupplementatIon ServICe
PROFESSIONAL CENTER
BRIELLE. ::-J J 08730
(201) 528-6333
Odober 19, 1979
To Joyce SnIder
Subject. Cost EstImate
COST ESTH....fA TE
SInce Coded Systems CorporatIon has been provIdIng supplementatIon serVIce
to the Santa MonIca Code and we have revIewed the complete Code, we offer the
follOWIng estImate as to the costs to complete the Code and Charter work. The
only materIal I have not had the opportunIty to reVIe\V IS the Rent Control
CommIsSIon. I do not know If It wul result In addItIonal pages of Text or If there
has been other ordInances adopted SInce my reVIew WhIch would be addItlOnal
materIal
CODE ESTl1vIA TE
Table of Contents
Index
Text
DlsposItlon LIst
Total Pages
24 pages
46 pages
45~ pages
3 pages
528 pages.
511,352.00
:\1aps, charts, tabular no adchtlOnal If 8-1/21' x 1111
materIal
T etal estImated cost
~o charge
.$ 1,275.00
S 225 00
$12 , 8.3 2 . 0 0
150 bmders
150 dnl1.der tabs
CHA.RTER ESTn.L..\TE
Text or Charter
Index prepared for charter
Total pages
150 caples Inserted In Code
30 coples Inserted In separate booklets
30 loose leaf bInders
37 pages
6 pages
43 pages
$ 924 SO
pjo charge
?-To charge
$ 175 00
$1,09Q.50
Total estImated cost
Re;:7~~ '
/;::;;; b 7 ~
lfle:er-H. aclefu-Ie - -
aent, Coded Systems Coy?orahon
WES'"ERN REGICN OF'FIC2: - Seal Bead, CaJ'~or'l'a P 0 80. ,-0 Se., g<~lh Co\. 90~40 '~13i 'illS S6:0
SOU-'-i-IE=-=\J QEGIO""\i OFF-;CE -
hOe 'J-=- PJ.JJr.:'i SO'J-;"" C..ii"f'l"r";i. :J 0 Drawer -\.-\ ;sJe 'Jt :J:ii.f'1s 5 C 294') ~ I S..-Y; I .....:::: -i"":"OQ
;'
. .
CODED SYSTEMS CORPORATION
CodificatIOn of City Ordmances . SupplementatIOn Serf/Ice
PROFESSIONAL CENTER
BRIELLE, N J 08730
(201i 528-6333
October 19, 1979
To Joyce SnIder
Subject ProfessIOnal ServIce Breakdown
Breakdown of ProfesslOnal ServIces
Total Code Esnmate
Less non-professIonal serVIces
Balance profeSSIonal serVlCes
$12,852.00
$-3,480.00 /
$ 9,372 00
J/
Total Charter Est::.mate
Less non-professIonal serVlces
Balance professlOnal serVIces
:5 1,09g.50
$- 336 . 25
$ 763.25
/' -
~- ./
We have broke:=:! the total cost do'.v!l to gIve you the above fIgures If
you have a."'1y questIOns or 1i th,-s IS not the IP.iormatlOn as requested,
please glve me a call
R~Ub=tted'
~
~Pe'"ter H y cfe~;:-e
f PrA ent, Coded Systems Corporat!.on
WES-ERN REGION OFF;CE -
5QUTnE~N "IEG10"J O"'=IC:::: -
Se3J Be~ch C.I-i.rot-l"a, POBox 5"'0 Sel: BeacJ C-\ ')f1.---:---if) :21Y. "Ij98-;6~O
ISLe n[ ;)l''11S. Scur, C.!IO;11ii ",) 0 Dra~.e" -\ -\ i.de;:;f ?al.....s S C 2Q4~ t '-S03 I -:- 2~ --i-(jl)
.
.
It I Z -~ (J_S--/J /
Santa Monica, Ca11fornla, December 7, 1978
//G
TO
Mayor and City Council
OEe 1 2 1978
FRO~ Clty Clerk
SUBJECT: Reprlntlng of MunicIpal Code
IntroductIon
Th1s report transmits a recommendat1on for reprIntIng of the
Santa ~onica ~unIclpa1 Code.
Background
As the CouncIl is aware, an item was placed in the CIty
Clerkfs FIscal Year 1978-79 budget request for recod1flcatlon
and reprInting of the ~Iunlclpal Code. The request '....as In
response to two needs: 1) The need for coherent CIty law
from a legal standpo1nt, and 2) the need for a coherent system
for updating the code as laws are changed.
I belIeve that
the CouncIl was fOCUSIng on the legal aspect of recodiflcat1on
rather than the need to maintaIn a system that can be updated
and researched for 1nformat1on WIthout a major struggle.
t-
<J
At thIS pOInt, Interspersing the changed and/or new code pages
has become 1ncredlbly complex. To 111ustrate the diffIculty,
attached 1S an instructIon sheet for updating eXIstIng codes
for the last rev1sion.
The basic numberIng system in the Code IS a good one. The
problem IS that 1t is SImply not feaSIble to use It for
JIG
L
DEe 1 2 1978
.
Mayor and CIty Council
.
- 2 -
December 7 1978
thIrty years, as has been done, without reprintIng to
allow for expansion due to new legislation. ThIS problem
causes many work hours to be spent by departmental staff In
wrestling with maIntenance of codes. There are presently
120 codes being used by CIty staff and others. Due to the
dIffIculty of updating codes, many are not updated properly,
some are not kept up at all, necessitatIng eventual complete
replacement. Staff members USIng these Incomplete codes
do not have the latest legIslation on which to base actIon.
This IS at best embarrassIng and at worst could JeopardIze
the CIty'S legal pOSItIon.
The code bInders in use are worn out and must be replaced.
The pages of the codes in use are frayed and worn and must be
replaced. The City goes out to bId on each semi-annual update
of the Code and bIds are awarded to dIfferent printers each tIme.
The use of different prInters results in varIances In the
followIng areas' the page alignment and size, type SIze,
punching of holes, centering of type on page, thickness and
qualIty of paper.
In addition to the foregoing problems, the need to go to bid
for the prIntIng of each update makes the process so cumbersome
that updatIng IS beIng done only every SIX ~onths. The City
should be contract1ng w1th a printer on a three-year basis on
a per-page basis. The Code could then be updated monthly.
Th15 would do much to satlsfv the need-to-know on the part of
~
.
.
~ayor and C1ty CouncIl
-3-
December 7, 1978
the staff and public.
Recommendation
In summary, the system 1S badly In need of a face-lift. I've
hit only the high pOInts of the problem. This 15 a sltuation
which affects the productiv1ty of all who use the Code and
those of us who update and maIntain It. It IS recommended
funds be appropr1ated In the amount of $15,000 from the
unapproprIated reserve of the General Fund for reprint1ng of
the MunIc1pal Code, and purchase of code bInders and that
prOVIS1on of a supplement service on a three-year contractual
basis be approved.
Prepared by' Joyce Snider
.
CITY OF SANTA MONICA
INTER-DEPART~E~T ME~O
DATE:
November 17, 1978
TO: S~~TA MONICA MUNICIPAL CODE OWNERS
FROM: Ann Shore, AssIstant City Clerk
.
SUBJECT: RevisIons to the MunlClDa1 Code - Reorint No. 59
I. '" III
(Ordinances adopted by the CIty Council from
January 24, 1978 through August 22, 1978)
ReV1se YOUT Santa MonIca Municipal Code as follows;
Remove page
Insert new page
6
8
13
15
16
21, 22, 23
30-C
40
46, ~7
56
64
103
107-A
130-(
131-C
168-.:\-4, 168-A-S
183 - G
ZI7-A, 217-B, 217-C
217-C-1, 217-C-2
217-H
217-J
2 1 "7 - M , 2 1 '7 - ~1- 1
217-H-2, 217-?>{-3
217-P-l
21~-V-3-1
217-V-6
217-\\
218
218-F-
218~F- 218-F~6
218-F-
- 1 -
6
8
13
15
16
21, 22, 23
30-(
40
46, 47
36, 56-/4,.
64, 64-A
103
l07-A
130-C, 130-D
131-(
168-A-i, 168-A-S, 168-A-S-l
183-G, 183-H
217-A, 217-B, 217-C
21'7-(-1, 21'7-(-2
217-G-2
217-H
21"'-J
217-M, 217-j\[-1
2 1 '7 - M - 2, 2 1 .., - ~1- 3
217-P-l
217-V-3-1
217-V-6
21"7-1\-
218
21S-F-
218-F- , 218-~-6
218-F-
Santa Monica Mu~pa1 Code RevIsIon
Remove page
218-F-ll
219
230
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.
Insert new page
218-F-l1
219, 219-A
230