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07/28/2015IC['rY OF GRAND TERRACE E F AGENDA & STAFF REPORTS FOR THE 1 REGULAR,MEETING OF THE CITY COUNCIL AND THE CITY COUNCIL AS THE SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY & THE GRAND TERRACE HOUSING AUTHORITY y Tuesday, July 28, 2015 6:00 p.m. Regular Meeting ` COUNCIL CHAMBERS GRAND TERRACE CIVIC CENTER - 22795 BARTON ROAD GRAND TERRACE, CA 92313 ,Darcy McNaboe, Mayor Sylvia Robles, Mayor Pro Tern Jackie Mitchell, Council Member Doug Wilson, Council Member Bill Hussey, Council Member G Harold Duffey, City Manager F Richard L Adams, City Attorney r Pat Jacquez-Nares, City Clerk Sandra Molina, Community Development Director Linda Phillips, Child Care Director Cynthia A Fortune, Finance Director The Grand Terrace City Council meets on the Second and Fourth Tuesday of each month at 6 00 p m stir a,> CITY OF GRAND TERRACE CITY COUNCIL AGENDA • JULY 28, 2015 Council Chambers Regular Meeting 6 00 PM Grand Terrace Civic Center • 22795 Barton Road The City of Grand Terrace complies with the Americans with Disabilities Act of 1990 If you require special assistance to participate in this meeting, please call the City Clerk's office at (909) 824-6621 at least 48 hours prior to the meeting If you desire to address the City Council during the meeting, please complete a Request to Speak Form available at the entrance and present it to the City Clerk Speakers will be called upon by the Mayor at the appropriate time Any documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection in the City Clerk's office at City Hall located at 22795 Barton Road during normal business hours In addition, such documents will be posted on the City's website at www grandterrace-ca gov <http //www grandterrace-ca gov> CALL TO ORDER Convene City Council - ` Invocation Pledge of Allegiance ROLL CALL Attendee,Name, m Present Absent Late- ! Arrived Mayor Darcy McNaboe ❑ ❑ ❑ Mayor Pro Tem Sylvia Robles ❑ ❑ ❑ Council Member Jackie Mitchell ❑ ❑ ❑ Council Member Doug Wilson ❑ 1❑ ❑ Council Member Bill Hussey ❑ 1 ❑ ❑ A SPECIAL PRESENTATIONS - NONE B CONSENT CALENDAR The following Consent Calendar items are expected to be routine and noncontroversial They will be acted upon by the City Council at one time without discussion Any Council Member, Staff Member, or Citizen may request removal of an item from the Consent calendar for discussion City of Grand Terrace Page 1 Agenda Grand Terrace City Council July 28, 2015 Mayor Pro Tern Sylvia Robles Mayor Darcy McNaboe E PUBLIC HEARINGS - NONE F UNFINISHED BUSINESS - NONE G NEW BUSINESS 5 Approval of Check Register No 06302015 in the Amount of $401,853 85 RECOMMENDATION Approve Check Register No 06302015 in the amount $401,853 85, as submitted, which includes the Check Register Account Index for Fiscal Year 2014-15 DEPARTMENT FINANCE 6 Approval Amendment No 1 to the Professional Services and Maintenance Agreement Between The City of Grand Terrace and High Tech Security for Security Camera Upgrade Services RECOMMENDATION 1 Approve Amendment No 1 To the Professional Services and Maintenance Agreement Between the City of Grand Terrace and High Tech Security for Security Camera Upgrade Services, and 2 Authorize the City Manager to Execute the Amendment DEPARTMENT COMMUNITY DEVELOPMENT 7 Repeal Municipal Code Chapter 15 36 and Repeal and Replace Municipal Code Chapter 15 24 Relating to Permitting Procedures for Small Residential Rooftop Solar Energy Systems RECOMMENDATION Introduce an Ordinance to repeal Municipal Code Chapter 15 36 (Solar Water Heating Systems) in its entirety, repeal Municipal Code Chapter 15 24 (Uniform Solar Energy Code) in its entirety and adopt a new Chapter 15 24 (Small Residential Solar Energy System Permits) DEPARTMENT COMMUNITY DEVELOPMENT City of Grand Terrace Page 3 A CITY OF GRAND TERRACE CITY COUNCIL MINUTES • JUNE 23, 2015 Council Chambers Regular Meeting 6 00 PM Grand Terrace Civic Center • 22795 Barton Road CALL TO ORDER Mayor McNaboe called the meeting to order at 6 00 p m Invocation was led by Pastor McRae of Azure Hills Seventh-Day Adventist Church Pledge of Allegiance was led by Council Member Mitchell ROLL CALL _Attendee Name ,. M `1 1 - , Title-, I Statush Arrived Darcy McNaboe Mayor Present Sylvia Robles Mayor Pro Tern Present Jackie Mitchell Council Member Present Doug Wilson Council Member Present Bill Hussey Council Member Present G Harold Duffey z City Manager Present Pat Jacquez-Nares City Clerk Present Richard Adams City Attorney Present Sandra Molina Community Development Director Present Linda Phillips Director of Child Care Services Present Cynthia Fortune Finance Director Present Steve Lasiter Battalion Chief Present Steve Dorsey Captain Remote SPECIAL PRESENTATIONS Presentation from the Lion's Club to their Scholarship Recipients Deborah Seuylemezian, Lion's Club President, presented certificates to the scholarship recipients from Grand Terrace High School present in the audience There were fourteen applicants and all fourteen received a scholarship Steve Barton, Lion's Club Member, read the names of the scholarship recipients Mayor McNaboe thanked Ms Seuylemezian for sharing this program with the Council and the Community She further congratulated the recipients and wished them the best of luck in their future endeavors City of Grand Terrace Page 1 PacketPg 5 U d a 0 0 0 a W d r 2 Minutes Grand Terrace City Council APPROVE THE MINUTES OF THE 05/26/2015 AS CORRECTED RESULT APPROVED [UNANIMOUS] MOVER Darcy McNaboe, Mayor SECONDER Jackie Mitchell, Council Member AYES McNaboe, Robles, Mitchell, Wilson, Hussey 4 Approval of Check Register No 05312015 in the Amount of $299,446 12 M 2 June 23, 2015 Council Member Wilson requested clarification on check registers item number 71572 (Roque Paving) Community Development Director Molina stated that the payment item was for repair work done on Main Street adjacent to Taylor Street Council Member Wilson asked about the Master Street Maintenance Plan and how the water district would replace or repair their water main lines Community Development Director Molina stated it was her understanding that all of the main water lines had been replaced by the water district Council Member Wilson wanted to ensure that the City's Street Plan and the Water District's Capital Improvement Plan worked together City Manager Duffey stated that main rupture was due to a faulty pipe He further stated that the Water District representative could be brought in to review their capital improvement plan City Manager Duffey stated that within the next 90 days a Pavement Index Strategy would be brought to the Council for review and to assist with the development of a Master plan APPROVE CHECK REGISTER NO 05312015 IN THE AMOUNT $299,44612, AS SUBMITTED, WHICH INCLUDES THE CHECK REGISTER ACCOUNT INDEX FOR FISCAL YEAR 2014-15 RESULT APPROVED [UNANIMOUS] MOVER Doug Wilson, Council Member SECONDER Darcy McNaboe, Mayor 4 AYES McNaboe, Robles, Mitchell, Wilson, Hussey 5 Amendment of On -Call Traffic Engineer Services Contract with Transportation, Engineering, Planning, Inc (TEP) EXTENDED CONTRACT NO 2015-20 TERM TO JUNE 30, 2016 FOR THE FIRST ONE YEAR EXTENSION ALLOWED IN THE PROFESSIONAL SERVICES AGREEMENT City of Grand Terrace Page 3 Packet Pg 7 3z '3f ]n Minutes Grand Terrace City Council June 23, 2015 unfunded and Michael Coleman, principal fiscal policy advisor for League of California Cities, provided figures that showed the City would get $55,000 for these mandates Another subject discussed was affordable housing, the Assemblyman from Alhambra met with the League, and the league took a stand that they were not going to allow the State to dictate the number of parking spaces available in these housing units The League was going to hold a special session to discuss transportation Mayor Pro Tem Robles further reported that she attended the Omnitrans meeting and they created an Assistant Director position for succession planning She joined Senator Leyva and Mayor McNaboe on Saturday to Grand Terrace for the Mayor's walk Senator Leyva was very responsive to the needs of the City Mayor Pro Tern Robles reached out to the United Way representative, in an effort to build relationships, and met with her and the City Manager She also attended the SANBAG General Assembly meeting with keynote speaker was General Wesley K Clark Topics discussed were affordable housing and countywide strategies She also thanked Jim McNaboe for his service and congratulated him on his recognition Mayor Darcy McNaboe Mayor McNaboe reported that she attended the SANBAG Metro Valley Study Session on June 11, 2015, the following items were discussed • Grade Separation Program Update and Major Projects Status Briefing (Grade Separation information and the Quarterly Major Projects Status Briefing are available for review on the`SANBAG website) • Status of Surplus Property • State Route 210 Lane Addition and Base Line Interchange Project • Reviewed the Funding Allocation and Project List of the Valley Major Street Program/Arterial Sub -Program for FY 2015/16 Separate from the meeting she was provided with a Corridor Projects Summary Binder with information on the Interstate 10 (1-10)/Interstate 15 (1-15) Below was the summary of the discussions and actions taken with respect to and consideration of carpool lanes or express lanes (toll roads) Key Issues and Findings • Cannot build our way out of congestion • RM for only 2 more lanes • Traditional funding o One lane each direction on 1-10 o No Lanes on 1-15 • Optimize the resources • Express Lanes provide o Sustainable mobility o Revenue needed for improvements o Motorist choice • "Right -sized" express lane alternative is financially feasible City of Grand Terrace Page 5 Packet Pg 9 U R Minutes E PUBLIC HEARINGS - NONE Grand Terrace City Council F UNFINISHED BUSINESS - NONE G NEW BUSINESS June 23, 2015 6 Adoption of a Resolution Resetting a Public Hearing Relating to Refuse Rate Adjustments Community Development Director Molina provided a brief summary of the PowerPoint presentation 1 RESCIND RESOLUTION NO 2015-11 SETTING FORTH A PROPOSITION 218 PUBLIC HEARING SCHEDULED FOR JULY 28, 2015 AT 6 00 P M , AND 2 ADOPT RESOLUTION NO 2015-20 SETTING THE PROPOSITION 218 PUBLIC HEARING FOR PROPOSED NEW WASTE AND RECYCLE RATE AIl_IIICTMI=MTC F(1R AI Ir.IICT 11 gnir% AT F nnP M RESULT APPROVED [UNANIMOUS] MOVER Sylvia Robles, Mayor Pro Tern SECONDER Jackie Mitchell, Council Member AYES McNaboe, Robles, Mitchell, Wilson, Hussey 7 2015-2016 Landscape & Lighting Assessment District 89-1 Community Development Director Molina provided a brief summary of the PowerPoint presentation Council Member Wilson pointed out the cost for engineering and legal services on packet pages 104 and 105 and asked if they could be combined 1 ADOPT RESOLUTION NO 2015-21, A RESOLUTION OF THE CITY COUNCIL ORDERING THE PREPARATION OF PLANS, SPECIFICATIONS, COST ESTIMATE, DIAGRAM, ASSESSMENT AND REPORT PURSUANT TO THE PROVISIONS OF DIVISION 15, PART 2 OF THE STREETS AND HIGHWAYS CODE OF THE STATE OF CALIFORNIA, FOR PROCEEDINGS FOR THE ANNIJAI ASSFSSMFNT I FVV AFTFR FC)RMATION OF A DISTRICT RESULT APPROVED [UNANIMOUS] MOVER Jackie Mitchell, Council Member SECONDER Doug Wilson, Council Member AYES McNaboe, Robles, Mitchell, Wilson, Hussey Community Development Director Molina continued her summary of the PowerPoint presentation City of Grand Terrace Page 7 Packet Pg 11 Minutes Grand Terrace City Council RESULT APPROVED [UNANIMOUS] MOVER Doug Wilson, Council Member SECONDER Bill Hussey, Council Member AYES McNaboe, Robles, Mitchell, Wilson, Hussey June 23, 2015 8 Approval of Information Systems Support Agreement Renewal with City of Loma Linda Finance Director Fortune provided a brief summary of this item Council Memberl Hussey asked if the new phone system came with b warranty and if Loma Linda would be providing assistance on this item He further asked if the phone was analog or digital Finance Director Fortune answered yes the Avaya phone system came with a one year warranty and Avaya would maintain it for the first year Keli Coder, Information Specialist for Loma Linda, confirmed it was a IP system over the Ethernet which is digital The City only has a couple of analog lines that are for faxing and the alarm system Council Member Hussey asked if the T1 line was Loma Linda's and the cost of the phone system Information Specialist Coder stated that the T1 line was coming from T W Telecom Finance Director Fortune stated that she could provide Council Member Hussey the cost of the phone system at a later date Council Member Hussey was concerned with the $2,600 charge for only 20 hours per week and if the City would be charged extra if the hours increased Finance Director Fortune confirmed the amount with no extra charges and stated that they usually worked from 30 to 40 hours per week Council Member Mitchell stated that the phone had an email alert with the voice mails and asked if the City was taking advantage of this feature She requested that she receive this email alert with her voice mail messages City Manager Duffey stated that the City currently is using this feature and would look into her voice mail setup to allow her to receive the email notifications APPROVE INFORMATION SYSTEMS SUPPORT AGREEMENT NO 2015-21 WITH THE CITY OF LOMA LINDA AND AUTHORIZE THE CITY MANAGER TO SIGN THE AGREEMENT AFTER MAKING ANY MINOR ADMINISTRATIVE REVISIONS THAT MAY BE NEEDED IN ORDER TO FINALIZE THE DOCUMENT City of Grand Terrace Page 9 Packet Pg 13 2' Minutes Grand Terrace City Council June 23, 2015 City Manager Duffey stated that it was staffs intention to bring back the Community Fund program regulations and guidelines by the end of July for Council review Mayor Pro Tern Robles stated that the City switched City Manager's at an awkward time budget time She was confident that staff was providing accurate numbers and that the City was carefully stabilizing itself She wanted to see what budget flexibility the City would have at mid -year Council Member Mitchell stated that she was very pleased that the City was stabilizing as a community and it had made some nice improvements to the Council Chambers and staff equipment She would like to look at establishing a fund to reward staff since the City Council could not provide a cost of living or merit increase Council Member Wilson agreed with Mayor Pro Tern Robles' comments He stated that in the five year projection the most costly expense was for the Sheriffs contract The Council could not provide a cost of living for City staff but the Sheriffs contract did get one and it was unfortunate that the contract could not be negotiated Council Member Hussey agreed with Mayor Pro Tern Robles' comments and thanked staff for their hard work He also agreed with Council Member Mitchell's comments to have a special fund to recognize staff He further agreed with Council Member Wilson on being able to negotiate the Sheriffs contract in the future Mayor McNaboe agreed with her colleagues on having a discussion on the Sheriffs contract Public safety was very important but it looked like it would surpass any potential savings the City may have in the future ADOPT RESOLUTION 2015-24 ADOPTING THE ANNUAL BUDGET FOR FISCAL YEAR 2015-2016 RESULT APPROVED [UNANIMOUS] MOVER Sylvia Robles, Mayor Pro Tern SECONDER Jackie Mitchell, Council Member r AYES McNaboe, Robles, Mitchell, Wilson, Hussey H CITY MANAGER COMMUNICATIONS City Manager Duffey stated that staff would be providing Council with a first quarter report in October reflecting the year end totals He reminded the Council of the importance of the five year projection was to stay focused, that the expenditures were real numbers and the revenue projections were conservative City of Grand Terrace Page 11 Packet Pg 15 Cl _ d d N _ 0 U Z F ITC:1*11 IC109 _ ilo TITLE PRESENTED BY AGENDA REPORT July 28, 2015 Contract Agreement for Cleaning Services Linda Phillips, Director of Child Care Services Council Item RECOMMENDATION Award the agreement to ProGreen Bldg , subject to the approval of the City Attorney, and authorize the City Manager to execute the agreement for one (1) year in the annual amount not to exceed $12,000 00 with the option of two (2) one (1) year extensions for a total of (3) three years 2030 VISION STATEMENT This staff report supports Goal #1 "Ensure our Fiscal Viability" as well as the Mission "To preserve and protect our community and its exceptional quality of life through thoughtful planning, within the constraints of fiscally responsible government" by providing a cleaner and healthier Child Care services environment BACKGROUND The City of Grand Terrace Child Care Services has used the same company for about two (2) years Following the City's bidding policies, (Purchasing Policy No 3 01) The Grand Terrace Child Care Service has acquired three (3) bids from the community and the surrounding areas DISCUSSION The Child Care Services Department had a contract with Santa Fe Building Maintenance and that contract is expiring Per the City's policy (Purchasing Policy No 3 01) Child Care Services went out to bid Three (3) bids were provided and staff is recommending that Council approve a contract with the lowest responsible bidder, ProGreen Bldg for one (1) year with the option of renewing for two (2) additional one- year terms, to provide a total of three (3) years of services On July 20, 2015 three proposals were received The Request for Bids (RFB) included but is not limited to the following requirements 1 Provide for the following Provide for the following cleaning for 5 days a week 5 days a week 1 1 Sweep all hard -surfaced floors with treated dust mops, 1 2 Vacuum all carpet traffic patterns, giving special attention to public areas and hall ways, 1 3 Empty all waste containers and place trash in pick-up areas, 14 Dust desks, chairs, and office furniture with treated dust cloths, 1 5 Remove smudges from doors, door frames, and counters, f IPacket Pg 17 • C 15-02 Cleaning Services Child Care Ctr (Coverall) (PDF) APPROVALS Linda Phillips Completed 07/21/2015 2 51 PM Finance Completed 07/22/2015 3 08 PM City Attorney Completed 07/22/2015 145 PM City Manager Completed 07/22/2015 5128 PM City Council Pending 07/28/2015 6 00 PM Packet Pg 19 ATTACHMENT A SPECIFICATIONS FOR FACILITY CLEANING SERVICES IN THE CITY OF GRAND TERRACE GTB BID N0. .l( 5-02) CITY COUNCIL MAYOR, DARCY MCNABOE MAYOR PRO TEM, SYLVIA ROBLES JACKIE MITCHELL DOUG WILSON WILLIAM HUSSEY PREPARED BY CHILD CARE DEPARTMENT 22400 BARTON ROAD STE 200 GRAND TERRACE, CA 92313 (909) 783-0994 July 2015 3 a= Packet 'Pg 20 NOTICE INVITING BIDS CITY OF GRAND TERRACE NOTICE IS HEREBY GIVEN that the City Clerk, on behalf of and as authorized by the City Council of the City of Grand Terrace (hereinafter referred to as the "City"), will receive sealed bids at 22795 Barton Road, Grand Terrace, California, 92313 in care of the City Clerk, until A2 00 p m on Tuesday, July 17, 2015 for the facilities cleaning service Child Care �Building in the City of Grand Terrace Each bidder must submit a b i d proposal to the City, c/o City Clerk, on standard forms available in the Office of the City Clerk, and all bids shall be opened and publicly read aloud at the above stated time and place of bid receipt Any bid received after the hour stated above for any reason whatsoever, will not be considered All bids must be in writing, must be sealed in an opaque envelope, and addressed to the City, c/o City Clerk, and delivered or mailed to the City at 22795 Barton Road Grand Terrace, California 92313 in care of the City Clerk The envelope shall be plainly marked in the upper left- hand corner as follows ATTENTION CITY OF GRAND TERRACE c/o CITY CLERK (BIDDER'S NAME AND ADDRESS) BID FOR Facilities Cleaning Services Child Care Building DESCRIPTION OF WORK This project involves cleaning services 5 days a week, with carpet cleaning 4 times a year within the Child Care building in the City of Grand Terrace, and work shall be performed according to bid specifications REJECTION OF BIDS The City reserves the right to waive any informalities or irregularities or to reject any or all bids, or any portions of any bid, or to reject and then negotiate the amount and/or terms of any bid with any bidder, and to be the sole judge of the merits of the respective bids received The award of Contract, if made, will be on the basis of the lowest cost to the City to a responsible bidder whose bid proposal complies with all the prescribed requirements WITHDRAWAL OF BID No bidder may withdraw his bid for a period of thirty (30) days after the bid opening OBTAINING BID DOCUMENTS Contract Documents, including the Scope of Work, may be examined by request via email though the Child Care Services Department (lpillipsO.,grandterrace-ca gov) PREVAILING WAGE RATES The successful bidder will be required to pay not less than the prevailing wage scale, determined by the Director of the California CD N a r c d E 0 Packet Pg 22 INSTRUCTIONS TO BIDDERS CITY OF GRAND TERRACE BID NO 15-02 CITY CLERK'S OFFICE DUE July 21, 2015 22795 BARTON ROAD GRAND TERRACE, CA 92313 SUBMIT BID IN SEALED ENVELOPE AS INDICATED ON COVER SHEET BIDS NOT DELIVERED PRIOR TO THE HOUR INDICATED WILL BE REJECTED WE ARE PLEASED TO ISSUE THE ENCLOSED SPECIFICATIONS FOR YOUR CONSIDERATION FORM OF BID PROPOSAL The bidden shall submit a complete proposal which will include this set of Specifications and any other documents lequned by these Specifications The complete bid proposal shall be enclosed in a sealed envelope bearing the name of the bidder and of the project In the event there is mole than one bidding schedule the bidder may bid on any mdrvidual schedule of on any combination of schedules All quotations must be signed with the firm.'s name and by a responsible officer of employee Obligations assumed by such signature must be fulfilled Prices quoted by the bidder shall be exclusive of Federal E%crse Tales ptusuant to exemption of political subdivision of a State by Federal Law Prices quoted by the brddei shall mean total cost to the City, Freight on Board delivered to the City of Grand Terrace ADDENDA Any addenda issued din -lug the time of bidding fonuing a part of the documents shall be acknowledged on the next page of the Bidding Schedule Section C and will be made a pant of the Contract DELNERY OF BID PROPOSAL The bid proposal shall be delivered by the time and to the place stipulated in the Notice Inviting Bids It is the bidder's sole responsibility to see that Ills bid proposal is received in proper time Any bid proposal received after the scheduled closing tune for receipt of bid proposal will be retunmed to the bidder unopened OPENING OF BID PROPOSALS The bid proposals will be publicly opened and read at the tune and place stipulated in the Notice Inviting Bids The City Council of the City of Gland Terrace reserves the right to reject any and all bid proposals and/ox waive any informality thereon Time complete bid proposal including proposal guaianty shall be enclosed in sealed envelope endorsed with the bidder's company name and addless on the upper left corner, the bid nuruber name of project horn and date of bid opening as shown in Notice Inviting Bids and the words "Sealed Bid" CD N ti r m E al Packet Pg 24 execute the Contract as provided in Section 10181 and shall result in the foifeittue of the seciuity of the bidder DISQUALIFICATION OF BIDDERS Moie than one bid proposal fiom an individual, firm partnerslup, corporation, or association under the same of different naives will not be considered Reasonable grounds for behevmg that any bidder is mteiested in more than one bid proposal for the work contemplated will cause the rejection of all bid proposals in which such bidder is interested If there is reason for believing that collusion exists among the bidders, all bids will be rejected and none of the participants in such collusion will be considered in fiituue proposals No bid proposal will be accepted form a Contractor who is not licensed in accoiclance with the provision of Chapter 9 of Division III of the Business and Profession Code Evaluation of the bidder's experience and additional information requested on the form "INFORMATION REQUIRED OF BIDDERS", bound heiem, also will be a determining factor in arriving at an award Any such award will be made within 60 calendar days after opening of the bid proposals Unless otherwise indicated, a single award will not be made for less than all the bid items in an individual bidding schedule In the event there is more than one bidding schedule, the City may award schedules individually or in combination The City reserves the right to reject any or all bids to waive any informality in a bid and to make awaids in the mteiests of the City EXECUTION OF CONTRACT The bidder to whom award is matte shall execute a written Contract with the City on the form of agreement provided, shall sectue all insurance and shall finnish all certificates and bonds required by the Specifications within 10 calendar days after receipt of the Contract fiom the City No Contract shall be binding upon the City until the City Attorney has approved the Contract execution between the City and Contractor Failure or refiisal to entei into a Contiact as heiem provided or to conform to any of the stipulated iegnnements in connection therewith shall be just cause for annulment of the award If the successfiil bidder refuses of fails to execute the Contract, the City may award the Contract to the next lowest bidder SCOPE OF INSURANCE The Contractou shall provide mstuance and licensing as follows Total limits shall be no less than 1 nullion dollars per occu rience for all coverage's and 1 mullion dollars general aggregate City and its employees and agents shall be added as additional instueds rising ISO additional msu ied endorsement for CG 20 10 11 85 ( in no event will City accept an endorsement form with an edition date latei than 1990) Coveiage shall apply on a primary nonconhibutme basis in relation to any other msuuance of self-nsuuance, primary of excess, available to City or any employee or agent of City Coveiage shall not be hunted to the vicarious liability or supervisory role of any additional nisuied Umbrella Liability Insurance (ovei primary) shall apply to bodily mjuuy/pioperty damage, personal injury/advertising injury at a maximum $25,000 00 self -insured retention for liability not covered by pumary policies but covered by the umbrella policy Covetage shall be following form to any underlying coveiage Coveiage shall be provided on a "pay on behalf' basis, with defense costs payable m addition to policy limit There shall be no cross liability exclusion Policies shall have concurrent stating and ending dates 0 N ti c d E V zo Packet Pg 26 BID FORM Bids aie due no later than 12 00 P M on Tuesday, fitly 17 2015 at the office of the City Cleik, bids at 22795 Barton Road, Grand Tenace, California, 92313 TO CITY OF GRAND TERRACE, acting by and through its Governing Body, heiem called the "CITY" Ptusuant to and in compliance with your Notice to Contiactois calling for Bids and other documents relating thereto the tmdeisi`gned bidd4i, having fannlimized himself with the terms of the Contract, the local conditions affecting the performance of the Conhact, and the cost of the worl,. at the place where the work is to be done and with the drawings and specifications and other Contiact Documents, hereby proposed and agrees to perform within the time stipulated the Conhact, including all of its component parts, and everything iequned to be performed and to provide and fitriish any and all applicable taxes, titility and tiansportation services necessary to perform the Contract and complete in a woikmanlike manner all of the work requned in connection with the project known as (Facilities Cleaning Services foi Child Care Building) All in stiict confonuity with the specifications and other Contract Doctuments including Addendtim, on file at the OFFICE OF THE CITY CLERK, 22795 BARTON RD GRAND TERRACE, CA 92313 foi the sum of $ 13,920 00 / yearly IN I DOLLARS ($ 13,920 00 / yearly )_ (BIDDERS MUST CONIPLETE "EXHIBIT B BID SCHEDULE A" FOR COST BREAKDOWN OF ITEMS) C01 IPANY NAME Santa Fe Building Maintenance BY Irmeo Nuno / General Manager --� — crrri.� CITY Chino Hills ZIP CODE 91709 TELEPHONE (909) 606-2756 CONTRACTOR'S LICENSE NO N/A 91Page Packet Pg 28 1 N1- --- ESS, AND PHONE N1 9m SUBCONTRACTORS, PORTION OF WORK S1 e { ,ND VENDORS MATERIALS, OR EQUIPMENT WAXIE / 905 N Wmeville, Ontario CA 91764 Supplies Matntex / 13300 Nelson Ave E, City of Industry, CA 91746 Supplies REFERENCES The following are the names, addresses, and phone ntunbeis foi thuee public agencies for which bidder has performed similar work within the past two years I City of Vernon 4305 Santa Fe Ave Vernon, CA 90058 Name and address of owner Mr Scott Rigg / (323) 583-8811 Ext 279 Name and telephone number of person fanuhar with project $ 104,926 20 per year Jamtonal Services Contract Still On - Contract amount Type of work Date completed 1) San Bernardino County Hall of Records 222 West Hospitality Ln, San Bernardino, CA, 92415 Name and address of Ownei Mr Richard Name and tele ;r / (909) 518-6700 number of person fannliai with project $ 89,484 00 per year Janitonal Services Contract Still On-gomg Contract amount Type of work Date completed Packet Pg 30 WORICER'S COMPENSATION INSURANCE CERTIFICATE The Contractor shall execute the following form as requned by the California Laboi Code Section 1860 and 1861 I am aware of the provisions of Section 3700 of the Labor Code which regrures every employer to be insured against habrlrty worker's compensation or to rmdertake self-insurance in accordance with the piovisrons ,of that code and I will comply with such pro-rsrons before counmencirrg the perfbrnrance of the work of this Contract DATE, / S 13IPageM CONTRACTOR Santa Fe Building Maintenance BY a Packet Pg 32 BID PROPOSAL FOR FACILITY CLEANING SERVICES Ili T THE CITY OF GRAND TERRACE CALIFORNIA I � FOR ANY QUESTIONS REGARDING THE PLANS, SPECIFICATIONS, BID PROPOSAL OR OTHER BIDDING DOCUMENTS, PLEASE CONTACT THE COMMUNITY DEVELOPMENT DEPARTMENT (909) 524-6621 BIDS TO BE RECEIVED ON TUESDAY, JULY 21 2015, UNTIL 3 00 P M BY THE OFFICE OF THE CITY CLERK, 22795 BARTON ROAD, GRAND TERRACE, CA 92313 LIABILITY INSURANCE CLASS REQUIRED (SEC 12) NUMBER OF CALENDAR DAYS ALLOWED TO AGENCY TO AWARD CONTRACT IN ACCORDANCE WITH SECTION 2-1 60 DAYS BIDDER SHALL COMPLETE NAME Santa Fe Building Maintenance STREET ADDRESS 15644 Palomino Drive CITY Chino Hills STATE CA ZIP CODE 91709 TELEPHONE NO II __ _. —� 15�PaC_e 9) 606-2756 PacketPg 34 1 any other individual, fum, of corporation making a bid for the sauce work and that this bid proposal is in all respects fan and without collusion of fraud AFFIRMATIVE ACTION CERTIFICATION Bidder certifies that affirmative action has been taken to seek out and consider minority business enterprises for those portions of the work to be subcontracted and that such affirmative actions have been fiilly documented that skid docuumentation is open to Inspection, and that said affirmative actions have been fiiN documented, said documentation is open to inspection, and that said affirmative action will remain in effect fol the life of any coutiact awarded hereunder Furthermore, bidder certifies that affimative action will be taken to meet all equal employment opportunity requnements of the contract documents BIDDER'S INFORMATION Bidder certifies that the repi esentations made herein ai a true and core ect ai a made under penalty of perjury Bidder's Name Santa Fe Building Maintenance Business Address 15644 Palomino Drive Chino Hills, CA, 91709 Telephone 909 606-2756 State Coutractor's License No and Class N/A Onguial Date Issued N/A Expuation Date N/A The following are the names, titles, addresses, and phone numbers of all individuals fun members, partners, joint ventures, and/or corporate officer having a principal interest in tlus bid proposal Guadalupe Medina / Owner 15644 Palomino Dr Chino Hills, CA, 91709 (909) 606-2756 Inneo Nuno / General Manager 15644 Palomino Dr Chino Hills, CA, 91709 (909) 606-2756 171Page Gl c m E aq Packet Pg 36 ,3 a AGREEMENT BETWEEN THE CITY OF GRAND TERRACE AND (CONTRACTOR) FOR FACILITY CLEANING SERVICES THIS AGREEMENT IS ENTERED INTO THIS DAY OF BY AND BETWEEN THE CITY OF GRAND TERRACE ("CITY") AND (CONTRACTOR) FACILITY CLEANING SERVICES RECITALS WHEREAS, CONTRACTOR is a Licensed and Qualified Contractor to perform the services required of Facility Cleaning Services for the City of Grand Terrace, and WHEREAS, CITY desires to utilize the services of CONTRACTOR to implement Facility Cleaning Services NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS 1 Scope of Services Contractor shall perform all the services as described as follows A For and in consideration of the payments and agreements hereinafter mentioned to be made and performed by said City, said Contractor agrees with said City to perform and complete in a workmanlike manner all work required under the Bidding Schedule of the City's Specification, in accordance with the Specifications therefor, to furnish at his own expense all labor, materials, equipment, tools and services necessary therefor, except those materials, equipment, tools and services as may be stipulated in said specification to be furnished by said City and to do everything required by this Agreement and the said Specifications and Drawings B The Notice Inviting Bids, Instructions to Bidders, Bid Proposal, Information required of Bidder, Specification, Drawings, Exhibits and all addenda issued by the City with respect to the foregoing prior to the opening of bids, are hereby incorporated in and made a part of this Agreement C This assignment shall be made and become effective at the time the City tenders final payment to the Contractor without further acknowledgment by the patties 2 Term This Agreement shall be effective on the date first written above unless otherwise provided in Exhibit "A" Scope of Services and the Agreement shall remain in 191Pae 0) N ti Ir- Packet Pg 38 recognizes that the qualifications and experience of the personnel to be used are vital to Contractor and timely completion of the Services 9 Assignment and Subcontracting Neither party shall transfer any right, interest, or obligation in or under this Agreement to any other entity without prior written consent of the other party In any event, no assignment shall be made unless the assignee expressly assumes the obligations of assignor under this Agreement, in writing satisfactory to the parties Contractor shall not subcontract any portion of the work required by this Agreement without prior written Approval by the responsible City's Contract Administrator Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement, including without limitation, the insurance obligations set forth in Section 12 Contractor acknowledges that any transfer of rights may require City Manager and/or City Council approval 10 Independent Contractor In the performance of this Agreement, Contractor, and Contractor's employees, subcontractors and agents, shall act in an independent capacity as independent contractors, and not as officers or employees of the City or the City of Grand Terrace Contractor acknowledges and agrees that the City or the City has no obligation to pay or withhold state or federal taxes or to provide workers' compensation or unemployment insurance to Contractor, or to Contractor's employees, subcontractors and agents Contractor, as an independent contractor, shall be responsible for any and all taxes that apply to Contractor as an employer 11 Indemnification 11 1 Indemnity Except as to the sole negligence or willful misconduct of the City, Contractor shall defend, indemnify and hold the City, and its officers, employees and agents, harmless from any and all loss, damage, claim for damage, liability, expense or cost, including attorneys' fees, which arises out of or is in any way connected with the performance of work under this Agreement by Contractor or any of the Contractor's employees, agents or subcontractors and from all claims by Contractor's employees, subcontractors and agents for compensation for services rendered to Contractor in the performance of this Agreement, notwithstanding that the City may have benefitted from their services This indemnification provision shall apply to any acts or omissions, willful misconduct or negligent conduct, whether active or passive, on the part of Contractor or of Contractor's employees, subcontractors or agents 112 Attorney's Fees The parties expressly agree that any payment, attorneys' fees, costs or expense that the City incurs or makes to or on behalf of an injured employee under the City's self-administered workers' compensation is included as a loss, expense or cost for the purposes of this Section, and that this Section shall survive the expiration or early termination of the Agreement 211 Pale M N ti a Packet Pg7 40 with City shall provide that City will be given ten (10) days prior written notice before modification or cancellation thereof 12 3 Commercial General Liability and Automobile Insurance Prior to City's execution of this Agreement, Contractor shall obtain, and shall thereafter maintain during the term of this Agreement, commercial general liability Insurance and automobile liability insurance as required to insure Contractor against damages for personal injury, including accidental death, as well as from claims for property damage, which may arise from or which may concern operations by anyone directly or indirectly employed by, connected with, or acting for or on behalf of Contractor The City and the City, and its officers, employees and agents, shall be named as additional insureds under the Contractor's insurance policies 12 3 1 Contractor's commercial general liability insurance policy shall cover both bodily injury (including death) and property damage (including, but not limited to, premises operations liability, products -completed operations liability, independent Contractor's liability, personal injury liability, and contractual liability) in an amount not less than $1,000,000 per occurrence and a general aggregate limit in the amount of not less than $2,000,000 12 3 2 Contractor's automobile liability policy shall cover both bodily injury and property damage in an amount not less than $500,000 per occurrence and an aggregate limit of not less than $1,000,000 All of Contractor's automobile and/or commercial general liability insurance policies shall cover all vehicles used in connection with Contractor's performance of this Agreement, which vehicles shall include, but are not limited to, Contractor owned vehicles, Contractor leased vehicles, Contractor's employee vehicles, non -Contractor owned vehicles and hired vehicles 12 3 3 Prior to City's execution of this Agreement, copies of insurance policies or original certificates and additional insured endorsements evidencing the coverage required by this Agreement, for both commercial general and automobile liability insurance, shall be filed with City and shall include the City and the City and its officers, employees and agents, as additional insureds Said policies shall be in the usual form of commercial general and automobile liability insurance policies, but shall include the following provisions It is agreed that the City of Grand Terrace and its officers, employees and agents, are added as additional insureds under this policy, solely for work done by and on behalf of the named insured for the City of Grand Terrace and the Redevelopment Agency for the City of Grand Terrace 231YaL, a Packet Pg 42 22 Amendments, This Agreement may be modified or amended only by a written Agreement and/or change order executed by the Contractor and City 23 Termination City, by notifying Contractor in writing, shall have the right to terminate any or all of Contractor's services and work covered by this Agreement at any time In the event of such termination, Contractor may submit Contractor's final written statement of the I amount of Contractor's services as of the date of such termination based upon the ratio that the work completed bears to the total work required to make the report complete, subject to the City's rights under Sections 15 and 21 hereof In ascertaining the work actually rendered through the termination date, City shall consider completed work, work in progress and complete and incomplete reports and other documents only after delivered to City 23 1 Other than as stated below, either party shall give thirty (30) days written notice prior to termination 23 2 City may terminate this Agreement upon fifteen (15) days written notice to Contractor, in the event 23 2 1 Contractor substantially fails to perform or materially breaches the Agreement, or 23 2 2 City decides to abandon or postpone the Services 24 Offsets Contractor acknowledges and agrees that with respect to any business tax or penalties thereon, utility charges, invoiced fee or other debt which Contractor owes or may owe to the City, City reserves the right to withhold and offset said amounts from payments or refunds or reimbursements owed by City to Contractor Notice of such withholding and offset shall promptly be given to Contractor by City in writing In the event of a dispute as to the amount owed or whether such amount is owed to the City and/or the City, City will hold such disputed amount until either the appropriate appeal process has been completed or until the dispute has been resolved 25 Successors and Assigns This Agreement shall be binding upon City and its successors and assigns, and upon Contractor and its permitted successors and assigns, and shall not be assigned by Contractor, either in whole or in part, except as otherwise provided in paragraph 9 of this Agreement 26 Venue and Attorneys' Fees Any action at law or in equity brought by either of the parties hereto for the purpose of enforcing a right or rights provided for by this Agreement shall be tried in a court of competent jurisdiction in the County of San Bernardino, State of California, and the parties hereby waive all provisions of law providing for a change of venue in such proceedings to any other county In the event 25 o) N r- a c d E LM Packet Pg 44 { 3a References to section numbers are to sections in the Agreement unless expressly stated otherwise 312 This Agreement shall be governed by and construed in accordance with the laws of the State of California in effect at the time of the execution of this Agreement 31 3 In the event of a conflict between the body of this Agreement and Exhibit "A" ("Scope of Services") hereto, the terms contained in Exhibit "A" shall be controlling 32 Exhibits The following exhibits attached hereto are incorporated herein to this Agreement by this reference 27 Packet Pg 46 r m O W m � a 0 X Attachment A 15-02 Cleaning Services Child Care Ctr (Santa Fe) (1729 Agreement for Cleaning Services) ATTACHMENT By 3 a To City of Grand Terrace GTB Bid No. (15-02) 0 Bu ce 31878 Del Obispo St. Suite 118-354 San Juan Capistrano, CA. 92675 (562) 692-0704 July 20, 2015 PacketPg 50 BID FORM Bids are due no later than 12 00 P M on Tuesday, July 17 2015, at the office of the City Clerk, bids at 22795 Barton Road, Grand Terrace, California, 92313 TO CITY OF GRAND TERRACE, acting by and through its Governing Body, herein called the "CITY" Pursuant to and in compliance with your Notice to Contractors calling for Bids and other documents relating thereto, the undersigned bidder, having familianzed himself with the terms of the Contract, the local conditions affecting the performance of the Contract, and the cost of the work at the place where the work is to be done, and with the drawings and specifications and other Contract Documents, hereby proposed and agrees to perform within the time stipulated, the Contract, including all of its component parts, and everything required to be performed, and to provide and furmsh any and all applicable taxes, utility and transportation services necessary to perform the Contract and complete in a workmanlike manner all of the work required in connection with the project known as (Facilities Cleaning Services for Child Care Building) All in strict conformity with the specifications and other Contract Documents including Addendum, on file at the OFFICE 0 THE CITY CLERK, 22795 BARTON RD, GRAND TERRACE, CA 92313 for the sum of � q 4 n v V BASE BID rJOA-kD P,/L DOLLARS ($ q —L Lo (7 (BIDDERS MUST COMPLETE "EXHIBIT B BID SCHEDULE A" FOR COST BREAKDOWN OF ITEMS) COMPANY NAME &Q & I EFP 13(O 6 r✓ BY OMLV-J��- �wL�l04rp,) P►na6;t01L (TITLE) CITY -Ju W ZIP CODE CT 26 S� TELEPHONE � b -.?-- to cl, Z D -7 CONTRACTOR'S LICENSE NO N I lr 91Pa�Te m d E r Packet P9 52 INFORMATION REQUIRED OF BIDDERS EXPERIENCE The Contractor shall list in the spaces provided below, nor less than three comparable projects, which have been completed within the past five years FULL DESCRIPTION AND LOCATION , k 2 C !t11 o� A-SLe S "fig ct t-rngs C'aA'ti��fi DESIGNATION OF SUBCONTRACTORS in r c Bidder proposes to subcontract certain portions of the work, which are in excess of one- half of t one percent of the bid and to procure materials and equipment from suppliers and vendors as follows 10!€'a`=� Packet'Pg 54 `3b References City of Palm Springs, 3200 E Tahquitz Canyon Way, Palms Springs CA 14 locations-160,000 Sq ft - Started November 2008 - still servicing City Hall Complete Janitorial Service City Yard Fleet Bldg Police Dept Downtown Station Main Library Fire Station #2 Pavillion Leisure Center Contract Amount Approx $28,000 monthly Swim Center Desert Highland Center Tram Station City of Covina,125 E College St, Covina CA 3 locations-20,000 Sq ft - Started Since 2001 - still servicing Joslyn Center Complete Janitorial Service Contact. Frank Cisneros Office # (626) 966-6378 Cell # (626) 786-8256 Fax # (626) 384-5388 Contract Amount Approx $1,700 monthly City of Redlands, 35 Cajon St, Redlands, CA 12 locations 120,000 Sq Ft — Started Since 2013- still servicing City Hall Complete Janitorial Service Police Dept Library Service Center Community Center Contact Rick Cross Field Services Supervisor Quality of Life Department Office # (909) 335-4729 Fax # (909)798-7697 Email rcross@cityofredlands org Contract Amount Approx $14,000 Monthly Bud ce Committed to eco friend(y cleaning N ti m r d E s a Packetft 56- -1 WORKER'S COMPENSATION INSURANCE CERTIFICATE The Contractor shall execute the following form as required by the California Labor Code, Section 1860 and 1861 I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability worker's compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the p6rformance of the work of this Contract DATE 1 ��I I S CONTRACTOR �n 6I `9 d `r BY V41�L 131Page Packet Pg 58 EXHIBIT A SCOPE OF WORD( The Proposer shall have experience with Child Care facilitlEIS, I The City of Grand Terrace Child Care Services is requesting bids from highly qualified firms to provide Facilities Cleaning Services The following services are specifically requested 1 Provide services five a Days/week Sweep all hard -surfaced floors with treated dust mops Vacuum all carpet traffic patterns giving special attention to public areas and hall ways Empty all waste containers and place trash in pick-up areas Dust desks, chairs, and office furniture with treated dust cloths (Papers and folders left on desks will not;be moved ) Spot -clear door glass Remove smudges from doors, door frames, and counters Clean and polish drinking fountains PacketPg 60 �3b ]EXHIBIT A (Supplies will be provided) WEEKLY SERVICE Detail vacuum all carpeted areas I Dust baseboards, ledges, and window sills Perform dusting of low -reach areas Detail wood work Dust all counters, shelves, bookcases, and file cabinets Spot clean painted partitions and painted walls Spot -clean all wail switches and door facings Clean entry door metal and thresholds Replace basket liners MONTHLY SERVICE Perform dusting of high -reach areas including partition tops, i'doortops, and air conditioning vents Dust picture frames Packet:Pg 62 jab BID PROPOSAL FOR (FACILITY CLEANING SERVICES) IN THE CITY OF GRAND TERRACE I�TO THE CITY OF GRAND TERRACE, as Agency v L t � In accordance with Agency's Notice Inviting Sealed Bids, and the instructions to bidders, the = undersigned bidder hereby proposes to furnish all materials, equipment, tools, labor, transportation and incidentals required for the above stated project as set forth in the Contract m Documents, Plans, Specifications, and to perform all work in the manner and time prescribed a therein Bidder declares that this bid proposal is based upon careful examination of the work site, ~ specifications, Instructions to Biddeis and all other Conti act Documents If this bid proposal is v accepted for award, bidder agrees to enter into a contract with Agency at the unit and/or lump d sum prices set forth in the following Bid Schedule Bidder understands that a bid is required for the entire work,,that the estimated quantities set 0 a forth in the Bid Schedule are solely for the purpose of comparing bids, and that final v compensation under contract will be based upon, the actual quantities of work satisfactorily completed THE AGENCY RESERVES THE RIGHT TO INCREASE OR DECREASE THE 0 U CONTRACT (SCOPE, TASKS, OR UNIT QUANTITIES) It is agreed that the unit and/or :a lump sum prices bid include all appurtenant expenses taxes, royalties, and fees In the case of U discrepancies in the amounts bid, unit prices shall govern over extended amounts, and words m shall govern over figures L If awarded the Contract, the undersigned further agrees that in the event of the bidder's default in d rn executing the required contract and filing the necessary bonds and insurance certificates within c ten (10) days, not including Saturday, Sundays and legal holidays, after the Agency has marled 0 notice of the award of contract to the bidder, the proceeds of the security accompanying this bid shall become the property of the Agency v as provided in Secti6n 20174 of the Public Contract Code and this bid and the acceptance hereof may, at the Agency's option, be considered null and o r void in NON -COLLUSION AFFIDAVIT d Bidder declares that the only persons of parties interested iri this bid as E proposal principals are those names herein, that no officer, agent, or employee of the Agency is personally interested, directly or indirectly, in this bid proposal, that this bid proposal is Q made without connection to 161Pag4 The Date of any voluntary or involuntary banln-uptcy judgements against any principal having an interest in this bid proposal are as follows N d V L d 0 All current and prior DBA's, alias, and/or fictitious business names for nay principal _ having an interest in this bid proposal are as follows m U L O IN WITNESS WHEREOF bidder executes and submits this Bid Proposal with the names, titles, hands, and seals of all aforenamed principals this / 10 day of d ,20. L a Bidder r rn i N ti Subscribed and sworn to this day 20 NOTARY PUBLIC A noWypubk or other ~ completing thle COMMM treMls V* do identity of the WMdual who signW Nte dotwmeM b to hM this ctd tCate is attadted, and not the =,-Gmkcy. or validity of that documeft State of Qskmla cc" of SWwafted and umm tqJ or a flreeed i besets me on this_t_=� day L. aoks , by rAr, C,1� L- Sy�.L,vrAr� proved to n e on the basis of satisfactory evidence to be the per�t(� who appeared before me r ANTHONY ScAA PONI signature m COMM 1947196 NOTARY PUBl1C•DA1ifORNfA m ORANOE COUNTY w WV Term Etrp A t 7 2015 181f ap'- PacketPg 66 Request for Bids Cleaning Facility Services For The City of Grand Terrace Issue Date July 13, 2015 ADDENDUM #1 NEW Proposal Due July 20, 2015, by 12 00 p m (PST) Submit RFB Response and Inquiries to Linda Phillips City of Grand Terrace Child Care 22400 Barton Road Ste 200 Grand Terrace, CA 92313-5295 Page 1 of 2 Packet P9 67 Request for Bids Cleaning Facility Services For I The City of Grand Terrace Issue Date July 13, 2015 ADDENDUM #1 NEW Proposal Due July 20, 2015, by 12 00 p m (PST) Submit RFB Response and Inquiries to Linda Phillips City of Grand Terrace Child Care 22400 Barton Road Ste 200 Grand Terrace, CA 92313-5295 Page 1 of 2 Em Packet Pg 99 Sealed bids shall be addressed to the City of Grand Terrace c/o City Clerk, 22795 Barton Road, Grand Terrace, CA 92313 MODIFICATIONS AND ALTERNATIVE BID PROPOSAL Unauthorized conditions, limitations, or provisions attached to a bid proposal will render it informal and may cause its rejection The completed bid proposal forms shall be without interlineations, alterations, or erasures Alternative bid proposals or modifications will not be considered The City of Grand Terrace cannot honor any explanation or changes in the bid documents unless written addendum has been issued DISREPANCIES IN BID PROPOSALS In the event there is more than one bid item in a bidding schedule, the bidder shall fiimish a price for all bid items in the schedule, and failure to do so will render the bid proposal informal and may cause its rejection In the event there are unit price bid items in a bidding schedule and the "amount" indicated for a unit price bid item does not equal the product of the unit price and quantity, the unit price shall govern and the amount will be corrected BIDDER'S EXAMINATION OF SITE Before submitting a bid proposal, bidder shall carefully examine the specifications, and shall visit the site of the work It will be assumed that the bidder is familiar with existing site conditions and has a clear understanding of the requirements of the Contract regarding the furnishing of materials and performance of work The submission of a bid proposal shall be considered conclusive evidence that the bidder has investigated and is satisfied with the character, quality, quantities of work to be performed and materials to be furnished COMPETENCY OF BIDDERS In selecting the lowest responsible bidder, consideration will be given not only to the financial standing but also to the general competency of the bidder for the performance of the work covered by the bid proposal To this end, each bid proposal shall be supported by a statement of the bidder's experience as of recent date on the for n entitled "INFORMATION REQUIRED OF BIDDER", bound herein The bidder shall have recently performed similar work on not less than 3 projects of similar type and complexity No bid proposal for work will be accepted from a Contractor who is not licensed in accordance with applicable state law CONTRACTOR'S LICENSING LAWS In all State projects where Federal fiords are involved, no bid submitted shall be invalidated by the laws of this State However, at the time the Contract is awarded, the contractor shall be properly licensed in accordance with the laws of this State Tile first payment for work or material under any contract shall not be made by the Controller unless and until the Registrar of Contractors certifies to the Controller that the records of the Contractors State License Board indicate that the Contractor was properly licensed at the time the Contract was awarded Any bidder or contractor not so licensed shall be subject to all legal penalties imposed by law, including, but not limited to, any appropriate disciplinary action by the Contractors State License Board The department shall include a statement to that effect in the standard form of prequalification que§tionnaire and financial statement Failure of the bidder to obtain proper and adequate licensing for an award of a Contract shall constitute a failure to am N r v v Packet Pg 71 WORKER'S COMPENSTION Shall be written on a policy form providing workers' compensation statutory benefits as required by law Employer's liability limits shall be no less than one million dollars per accident or disease Employer's liability coverage shall be scheduled under any umbrella policy described above Unless otherwise agreed, this policy shall be endorsed to waive any right of subrogation as respects the City, its employees or agents The Contiactor shall also provide the City with a Certificate of Worker's Compensation Insurance and completed Declaration Regarding Licenses Stags form Contractors must also have a valid City of Grand Terrace Business License Auto Insurance CONTRACTOR shall provide Auto/Business Umbrella Liability Insurance as follows BUSINESS AUTO/UMBRELLA LIABILITY INSURANCE Primary coverage shall be written on ISO Business Auto Coverage form CA 00 01 06 92 including symbol 1 (Any Auto) Limits shall be no less than (one) 1 million dollars per accident Starting and ending dates shall be concurrent if Contractor owns no autos, a non -owned auto endorsement to the General Liability policy described above is acceptable 81Pabe w N n 0 zo Packet Pg 73 INFORMATION REQUIRED OF BIDDERS EXPERIENCE The Contractor shall list in the spaces provided below, not less than three comparable projects, which have been completed within the past five years FULL DESCR}}IPTfIO�N AND LOCATION �k� �', �-►dc.� lief C��mor� f- � 9l'it q01 del glo, �or17-u.LT Ju hb /n-&27-/AJ 2ii2siUleg,schoyl IV .Eu61,1J UPLand &?4 cl /7 C 1 3 L U f-r 071 'L Y1K CA ConTu-LT &nod 101 - qq-4p - 6i2o DESIGNATION OF SUBCONTRACTORS Bidder proposes to subcontract certain portions of the work, which are in excess of one- half of one percent of the bid and to procure materials and equipment from suppliers and vendors as follows 101Page ao Packet Pg 75 A-2 A/ Ear-11L) Al' , U,614. &A A,�adi,4t �t &6,hci)L 1 /74 Name and address of Owner Name and telephone number of person familiar with project k o` /,&.•L rk71 L n /f"r7i2C Contract amount Type rk Date completed The following are the names, addresses, and phone numbers for all brokers and sureties from whom bidder intends to procure insurance bonds p d AAA EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE Bidder certifies in all previous contracts and subcontracts, all reports which may have been due under the requirements of any agency, State, or Federal equal employment opportunity orders have been satisfactorily filed, and that no such reports are currently outstanding 121Page Packet Pg 77 m ra M x � a C) 0 b 0 o x� -- n 0 b 0 o _ jC I 1 Attachment C 15-02 Cleaning Services Child Care Ctr (Coverall) (1729 Agreement for Cleaning Services) Exhibit A Coverall Service Flan The Coverall@ Program has been customized to meet your requests and requirements for a clean, healthy work environment The details of your Service Plan are documented below Company City of Grand Terrace Child Care Phone Contact Linda Phillips Email Iphillips@gran dterrace-ca gov Address where service will be performed 22400 Barton Rd #200 Grand Terrace CA 92313 Frequency of Regular Service 5 day(s) per week Total Cleanable Area 6460 square feet Areas to be serviced • • Break Room • • File Room/Area • • Kitchen Areas • • Lunch Room/Kitchen • Restrooms • • Toddler Rooms Exclude • Entrance/Foyer General Offices • Lobby/Reception • Offices • • Classrooms • Executive Offices • • Hallways • Lounges • • Private Offices Infant Room Initials / © 2015 Coverall Health -Based Cleaning System Confidential Information Proposal Page 3 Packet Pg 81 Exhibit A Carpet and Floor Care Extra attention for your carpets and hard floors using multi -filtration vacuums to improve air quality by capturing up to 99 97% of dust, dirt, bacteria, mold, yeast and particles as small as 0 3 microns INCLUDED (TASKS FREQUENCY Damp Mop Hard Surface Floors - Spot Clean Spot mop visible sod on hard surface floors on days when detail mopping is not 3x per week scheduled Wall to Wall Vacuum Carpet Detail Clean 2x per week Detail vacuum accessible carpeted areas with approved HEPA backpack units Damp Mop Hard Surface Floors - Detail Clean Damp mop hard surface floors using a no dip protocol and changing pad often to 2x per week ensure removal of dirt Note Mop under Stove Do Not Leave Rust Rings on VCT Wall to Wall Vacuum or Dust Mop Hard Surface Floors 2x per week Dry mop hard surface floors using a dust mop vacuum or dryiwet mop Trash INCLUDED TASKS FREQUENCY Empty Cans and Remove Trash Empty trash that is contained in trash cans in an area designated specifically for trash or clearly labeled as trash and transport to customers trash removal or storage area Replace liners, spot clean receptacles as needed and take trash to 5x per week designated area on customer premises Please note Any item that is in trash cans designated trash areas or clearly labeled as trash will be considered trash regardless of the content and its loss will not be the responsibility of the Coverall Franchised Business or Coverall Kitchen Areas The Color Coding for Health® Program uses microfiber towels and mop pads to clean, disinfect remove germs and prevent cross -contamination to the kitchen, cafeteria, lunch room and coffee area INCLUDED TASKS FREQUENCY Damp Wipe and Disinfect Counters, Tables and Sinks Detail Clean 5x per week Thoroughly damp wipe and disinfect counters tables and sinks Damp Wipe and Disinfect Refrigerator - Spot Clean 5x per week Spot clean extenor (outside) of refrigerator to remove smudges and fingerprints Empty Cans and Remove Trash Empty trash that is contained in trash cans, in an area designated specifically for trash or clearly labeled as trash and transport to customers trash removal or storage area Replace liners, spot clean receptacles as needed and take trash to 5x per week designated area on customer premises Please note Any item that Is In trash cans designated trash areas or clearly labeled as trash will be considered trash regardless of the content and its loss will not be the responsibility of the Coverall Franchised Business or Coverall Damp Wipe and Disinfect Microwave(s) - Detail Clean Thoroughly damp wipe and disinfect inside and outside of microwave with all- 1 x per week purpose disinfectant cleaner to nnse food contact surfaces Initials © 2015 Coverall Health -Based Cleaning System Confidential Information Proposal Page 5 M N t\ W m E v ZNO Packet Pg 88 Exhibit A Coverall Value SummaKy The technology behind cleaning has changed a lot in the last 5-10 years Just making things look nice is not enough The Coverall® Program goes much deeper to help improve the health and wellness of your facility by removing the maximum amount of dirt and germs at each cleaning Can you imagine what it will be like to have a cleaner, healthier work environment? Your Top Priorities 1 Vacuum 2 Dusting 3 Floor Care Monthly Service Price for your Coverall® Service Plan $1,285 00 With the Coverall" Program you will get: 01 1 A HEALTHY CLEAN �(> HOSPITAL -GRADE DISINFECTANTS Unique cleaning program helps reduce EPA registered cleaning chemistries are sale the spread of illness germs and odors and proven to kill germs RELIABLE SERVICE Communication fast response and consistent cleaning are important ATTENTION TO DETAIL Locally owned and operated Independent Coverall Franchised Businesses follow a detailed service plan of cleaning tasks COMPETITIVE PRICING We show you exactly how your pricing is determined based on industry standards BACKGROUND CHECKS Coverall Franchised Business Owners meet strict System requirements BONDED AND INSURED Commercial General Liability and Surely Bond ONE -STOP SHOP FOR SPECIAL SERVICES Floor and carpet care programs plus other services to keep your facility looking great Commercial cleaning services provided by an independently owned and operated Coverall Franchised Business Initials OO 2015 Coverall Health Based Cleaning System Confidential Information I Proposal Page 7 Packet, ''S Ali CERTIFICATE OF LIABILITY INSURANCE page 1 of 1 05/29/2p 5 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER IMPORTANT Ifthe certificate holder is an ADDITIONAL INSURED the policy(les)must be endorsed If SUBROGATION IS WAIVED subject to the terms and conditions of the policy, certain policies may require an endorsement A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s) PRODUCER CONTACT NAMP Willis Insurance Services of Georgia Inc C/o 26 Century Blvd 8 0 Box 305191 Nashville TN 37230-5191 PHONE FAX = 8 -945- 3 888-467-2378 -MAfL certifxcates@willls com INSURER(S)AFFORDING COVERAGE NAICp INSURERA Chubb Custom Ina Cc 38989-000 INSURED Coverall North America Inc INSURERS American Guarantee E Liab Ina Cc 26247 00 1 INSURERC 350 SW 12th Avenue Deerfield Beach, FL 33442 INSURER O. INSURER E INSURER F 1:1IUI-wn1:Fti !'FRTIFI"ATF NIIIIIIRFR III 12"cl 0=1110IMM h111Afimco THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED NOTWITHSTANDING ANY REQUIREMENT TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS EXCLUSIONS AND CONDITIONS OF SUCH POLICIES LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS INSR IT.TYPEOFINSURANCE DDL SUB pOLICYNUMBER POLICYEFF POLICYEXP LIMITS A X COMMERCIAL GENERAL LIABILITY CLAIMS-MADEFPOCCUR SIR? $250,000 7993-85-52 6/l/2015 6/1/2016 S 11000,000 oEpAp4CCMHHA �OOEgCCCpURRRENCE PREMISES {EaMERnce) S 100,000 X MED EXP(Anyone person) S PERSONAL BADV INJURY S 11000,000 GEN X L AGGREGATE LIMITAPPLIES PER POLICY SECT LOC OTHER GENERALAGGREGATE S 2,000,000 PRODUCTS COh1PlOPAGG S 2 ,000,000 S AUTOMOBILE LIABILITY ANYAUTO ALLOWNED SCHEDULED AUTOS AUTOS HIR1-D AUTOS NON OWNED AUTOS RP. accide0SINGLE LIMIT S BODILY INJURY(Perpemon) S BODILY INJURY(P0r0cdtic0t) S PROPER AMAGE (Per ecodenl S _ S H X I UMBRELLALIAB EXCESS LIAR N OCCUR CLAIMS -MADE AUC 5955155-02 6/1/2015 I6/1/2016 EACH OCCURRENCE S 8.000.000 AGGREGATE S 81000,000 DED I IRETENTION S S WORKERS COMPENSATION AND EMPLOYERS LIABILITY YIN ANY PROPRIETORIPARTNER!EXECUTIVE❑ OFFICENMEMBER EXCLUDED? DMyyNHandalmin ESCReIPTION OF OPERATIONS below NIA AT EL EACH ACCIDENT S EL DISEASE EA EMPLOYEE S ELDISEASE POLICY LIMIT S DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101 Addltonal Remarks S=hedulo maybe attached if more space is required) Evidence only L,ANL t_LLAI IUN SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS AUTHORIZED REPRESENTATIVE Coll 4697981 Tel 1958477 Cert 2318M261 ©1988-2014ACORDCORPORATION Allriahtsreserved ACORD 25 (2014101) The ACORD name and logo are registered marks of ACORD PacketPg 87 BID PROPOSAL FOR FACILITY CLEANING SERVICES IN THE CITY OF GRAND TERRACE CALIFORNIA 1 FOR ANY QUESTIONS REGARDING THE PLANS, SPECIFICATIONS, BID PROPOSAL OR OTHER BIDDING DOCUMENTS, PLEASE CONTACT THE COMMUNITY DEVELOPMENT DEPARTMENT (909) 824-6621 BIDS TO BE RECEIVED ON TUESDAY, JULY 21, 2015, UNTIL 3 00 P M BY THE OFFICE OF THE CITY CLERK, 22795 BARTON ROAD, GRAND TERRACE, CA 92313 LIABILITY INSURANCE CLASS REQUIRED (SEC 12) NUMBER OF CALENDAR DAYS ALLOWED TO AGENCY TO AWARD CONTRACT IN ACCORDANCE WITH SECTION 2-1 60 DAYS t � ,J BIND/DER SHALL COMPLETE NAME C=tal�P��C.�L STREET IN5 1 hC55 egn7�2 1b2 ADDRESS CITY 6417 AWf'KfAW I&b STATE Goa ZIP CODE IaVOl ? TELEPHONE NO 176) 151Page 2 Packet Pg 89 any other individual, finn, or corporation making a bid for the same work and that this bid proposal is in all respects fair and without collusion or fraud AFFIRMATIVE ACTION CERTIFICATION Bidder certifies that affirmative action has been taken to seek out and consider minority business enterprises for those portions of the work to be subcontracted, and that such affirmative actions have been fiilly documented, that said documentation is open to Inspection, and that said affirmative actions have been fully documented, said documentation is open to inspection, and that said affirmative action will remain in effect for the life of any contract awarded hereunder Furthermore, bidder certifies that affirmative action will be taken to meet all equal employment opportunity requirements of the contract documents BIDDER'S INFORMATION Bidder certifies that the representations made herein are true and correct are made under penalty of perjury A Bidder's Name C ors mil- N")eh a Business �� /�� Address Z San ��2ncv��!�►-�� G�c /T -X Telephone L?L0q &0 — -35-ld State Contractor's License No and Class 490 / �4ff Original Date Issued 1 Expiration Date 'a/ f The following are the names, titles, addresses, and phone numbers of all individuals, firm members, partners, joint ventures, and/or corporate officer having a principal interest in this bid proposal &nv` r 0 N L` W Q Packet Pg 91 AGREEMENT BETWEEN THE CITY OF GRAND TERRACE AND (CONTRACTOR) FOR FACILITY CLEANING SERVICES THIS AGREEMENT IS ENTERED INTO THIS Ad- DAY OF 02CI BY AND BETWEEN THE CITY OF GRAND TERRACE ("CITY") AND oC (CONTRACTOR) FACILITY CLI�ANING SERVICES RECITALS WHEREAS, CONTRACTOR is a Licensed and Qualified Contractor to perform the services required of Facility Cleaning Services for the City of Grand Terrace, and WHEREAS, CITY desires to utilize the services of CONTRACTOR to implement Facility Cleaning Services NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS 1 Scope of Services Contractor shall perform all the services as described as follows A For and in consideration of the payments and agreements hereinafter mentioned to be made and performed by said City, said Contractor agrees with said City to perform and complete in a workmanlike manner all work required under the Bidding Schedule of the City's Specification, in accordance with the Specifications therefor, to furnish at his own expense all labor, materials, equipment, tools and services necessary therefor, except those materials, equipment, tools and services as may be stipulated in said specification to be furnished by said City and to do everything required by this Agreement and the said Specifications and Drawings B The Notice Inviting Bids, Instructions to Bidders, Bid Proposal, Information required of Bidder, Specification, Drawings, Exhibits and all addenda issued by the City with respect to the foregoing prior to the opening of bids, are hereby incorporated in and made a part of this Agreement C This assignment shall be made and become effective at the time the City tenders final payment to the Contractor without further acknowledgment by the parties 2 Term This Agreement shall be effective on the date first written above unless otherwise provided in Exhibit "A" Scope of Services and the Agreement shall remain in a) N h A EN Packet Pg 93 recognizes that the qualifications and experience of the personnel to be used are vital to Contractor and timely completion of the Services 9 Assignment and Subcontracting Neither party shall transfer any right, interest, or obligation in or under this Agreement to any other entity without prior written consent of the other party In any event, no assignment shall be made unless the assignee expressly assumes the obligations of assignor under this Agreement, in writing satisfa9tory to the parties Contractor shall not subcontract any Rortion of the work required by this Agreement without prior written approval by the responsible City's Contract Administrator Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement, including without limitation, the insurance obligations set forth in Section 12 Contractor acknowledges that any transfer of nghts may require City Manager and/or City Council approval 10 Independent Contractor In the performance of this Agreement, Contractor, and Contractor's employees, subcontractors and agents, shall act in an independent capacity as independent contractors, and not as officers or employees of the City or the City of Grand Terrace Contractor acknowledges and agrees that the City or the City has no obligation to pay or withhold state or federal taxes or to provide workers' compensation or unemployment insurance to Contractor, or to Contractor's employees, subcontractors and agents Contractor, as an independent contractor, shall be responsible for any and all taxes that apply to Contractor as an employer 11 Indemnification 11 1 Indemnity Except as to the sole negligence or willful misconduct of the City, Contractor shall defend, indemnify and hold the City, and its officers, employees and agents, harmless from any and all loss, damage, claim for damage, liability, expense or cost, including attorneys' fees, which arises out of or is in any way connected with the performance of work under this Agreement by Contractor or any of the Contractor's employees, agents or subcontractors and from all claims by Contractor's employees, subcontractors and agents for compensation for services rendered to Contractor in the performance of this Agreement, notwithstanding that the City may have benefitted from their services This indemnification provision shall apply to any acts or omissions, willful misconduct or negligent conduct, whether active or passive, on the part of Contractor or of Contractor's employees, subcontractors or agents 11 2 Attorney's Fees The parties expressly agree that any payment, attorneys' fees, costs or expense that the City incurs or makes to or on behalf of an injured employee under the City's self-administered workers' compensation is included as a loss, expense or cost for the purposes of this Section, and that this Section shall survive the expiration or early termination of the Agreement 21IPage 0 N h Packet Pg 55 with City shall provide that City will be given ten (10) days prior written notice before modification or cancellation thereof 12 3 Commercial General Liability and Automobile Insurance Prior to City's execution of this Agreement, Contractor shall obtain, and shall thereafter maintain during the term of this Agreement, commercial general liability insurance and automobile liability insurance as required to insure Contractor against damages for personal injury, including accidental death, as well as from claims for property damage, which may arise from or which may concern operations by anyone directly or indirectly employed by, connected with, or acting for or on behalf of Contractor The City and the City, and its officers, employees and agents, shall be named as additional insureds under the Contractor's insurance policies 12 3 1 Contractor's commercial general liability insurance policy shall cover both bodily injury (including death) and property damage (including, but not limited to, premises operations liability, products -completed operations liability, independent Contractor's liability, personal injury liability, and contractual liability) in an amount not less than $1,000,000 per occurrence and a general aggregate limit in the amount of not less than $2,000,000 12 3 2 Contractor's automobile liability policy shall cover both bodily injury and property damage in an amount not less than $500,000 per occurrence and an aggregate limit of not less than $1,000,000 All 'of Contractor's automobile and/or commercial general liability insurance policies shall cover all vehicles used in connection with Contractor's performance of this Agreement, which vehicles shall include, but are not limited to, Contractor owned vehicles, Contractor leased vehicles, Contractor's employee vehicles, non -Contractor owned vehicles and hired vehicles 12 3 3 Prior to City's execution of this Agreement, copies of insurance policies or original certificates and additional insured endorsements evidencing the coverage required by this Agreement, for both commercial general and automobile liability insurance, shall be filed with City and shall include the City and the City and its officers, employees and agents, as additional insureds Said policies shall be in the usual form of commercial general and automobile liability insurance policies, but shall include the following provisions It is agreed that the City of Grand Terrace and its officers, employees and agents, are added as additional insureds under this policy, solely for work done by and on behalf of the named insured for the City of Grand Terrace and the Redevelopment Agency for the City of Grand Terrace 231Page Packet Pg 97 rn N ti U c m E t R w .r zo 22 Amendments This Agreement may be modified or amended only by a written Agreement and/or change order executed by the Contractor and City 23 Termination City, by notifying Contractor in writing, shall have the right to terminate any or all of Contractor's services and work covered by this Agreement at any time In the event of such termmatiorI Contractor may submit Contractor's final written statement of the amount of Contractor's services as of the date of such termination based upon the ratio that the work completed bears to the total work required to make the report complete, subject to the City's rights under Sections 15 and 21 hereof In ascertaining the work actually rendered through the termination date, City shall consider completed work, work in progress and complete and incomplete reports and other documents only after delivered to City 23 1 Other than as stated below, either party shall give thirty (30) days written notice prior to termination 23 2 City may terminate this Agreement upon fifteen (15) days written notice to Contractor, in the event 23 2 1 Contractor substantially fails to perform or materially breaches the Agreement, or 23 2 2 City decides to abandon or postpone the Services 24 Offsets Contractor acknowledges and agrees that with respect to any business tax or penalties thereon, utility charges, invoiced fee or other debt which Contractor owes or may owe to the City, City reserves the right to withhold and offset said amounts from payments or refunds or reimbursements owed by City to Contractor Notice of such withholding and offset shall promptly be given to Contractor by City in writing In the event of a dispute as to the amount owed or whether such amount is owed to the City and/or the City, City will hold such disputed amount until either the appropriate appeal process has been completed or until the dispute has been resolved 25 Successors and Assigns This Agreement shall be binding upon City and its successors and assigns, and upon Contractor and its permitted successors and assigns, and shall not be assigned by Contractor, either in whole or in part, except as otherwise provided in paragraph 9 of this Agreement 26 Venue and Attorneys' Fees Any action at law or in equity brought by either of the parties hereto for the purpose of enforcing a right or rights provided for by this Agreement shall be tried in a court of competent jurisdiction in the County of San Bernardino, State of California, and the parties hereby waive all provisions of law providing for a change of venue in such proceedings to any other county In the event 25 rn N A Q Packet Pg 99 References to section numbers are to sections in the Agreement unless expressly stated otherwise 31 2 This Agreement shall be governed by and construed in accordance with the laws of the State of California in effect at the time of the execution of this Agreement 31 �3 In the event of a conflict between the body of this Agreement and Exhibit "A" ("Scope of Services") hereto, the terms contained in Exhibit "A" shall be controlling 32 Exhibits The following exhibits attached hereto are incorporated herein to this Agreement by this reference 27 ZNO Packet Pg 101 r 0 m = m O In � O D -- M Attachment C 15-02 Cleaning Services Child Care Ctr (Coverall) (1729 Agreement for Cleaning Services) Exhibit A Coverall Service Plan The Coverall@ Program has been customized to meet your requests and requirements for a clean, healthy work environment The details of your Service Plan are documented below Company i City of Grand Terrace Child Care Phone Contact Linda Phillips Email Iphdlips@grandterrace-ca gov Address where service will be performed 22400 Barton Rd #200, Grand Terrace, CA 92313 Frequency of Regular Service 5 day(s) per week Total Cleanable Area 6460 square feet Areas to be serviced • Break Room • • File Room/Area • • Kitchen Areas • Lunch Room/Kitchen Restrooms • Toddler Rooms Exclude • Entrance/Foyer General Offices • Lobby/Reception • • Offices • Classrooms © 2015 Coverall Health Based Cleaning System Confidential Information • Executive Offices Hallways •. Lounges • • Private Offices • Infant Room Initials / Proposal Page 3 Packet Pg 1 55 Exhibit A Carpet and Floor Care Extra attention for your carpets and hard floors using multi -filtration vacuums to improve air quality by capturing up to 99 97% of dust, dirt, bacteria, mold, yeast and particles as small as 0 3 microns INCLUDED TASKS I FREQUENCY Damp Mop Hard Surface Floors - Spot Clean Spot mop visible soil on hard surface floors on days when detail mopping is not 3x per week scheduled Wall to Wall Vacuum Carpet - Detail Clean 2x per week Detail vacuum accessible carpeted areas with approved HEPA backpack units Damp Mop Hard Surface Floors - Detail Clean Damp mop hard surface Floors using a no dip protocol and changing pad often to 2x per week ensure removal of dirt Note Mop under Stove Do Not Leave Rust Rings on VCT Wall to Wall Vacuum or Dust Mop Hard Surface Floors 2x per week Dry mop hard surface floors using a dust mop vacuum or dry/wet mop Trash INCLUDED TASKS FREQUENCY Empty Cans and Remove Trash Empty trash that is contained in trash cans, in an area designated specifically for trash, or clearly labeled as trash and transport to customers trash removal or storage area Replace liners spot clean receptacles as needed and take trash to 5x per week designated area on customer premises Please note Any item that is in trash cans ,designated trash areas or clearly labeled as trash will be considered trash regardless of the content, and its loss will not be the responsibility of the Coverall Franchised Business or Coverall Kitchen Areas The Color Coding for Health® Program uses microfiber towels and mop pads to clean disinfect remove germs and prevent cross -contamination in the kitchen, cafeteria, lunch room and coffee area INCLUDED TASKS FREQUENCY Damp Wipe and Disinfect Counters, Tables and Sinks- Detail Clean 5x per week Thoroughly damp wipe and disinfect counters tables and sinks Damp Wipe and Disinfect Refrigerator - Spot Clean 5x per week Spot clean exterior (outside) of refrigerator to remove smudges and fingerprints Empty Cans and Remove Trash Empty trash that is contained in trash cans, in an area designated specifically for trash or clearly labeled as trash and transport to customers trash removal or storage area Replace liners spot clean receptacles as needed and take trash to 5x per week designated area on customer premises Please note Any item that is in trash cans designated trash areas, or clearly labeled as trash will be considered trash regardless of the content and its loss will not be the responsibility of the Coverall Franchised Business or Coverall Damp Wipe and Disinfect Microwave(s) - Detail Clean Thoroughly damp wipe and disinfect inside and outside of microwave with all ix per week purpose disinfectant cleaner to rinse food contact surfaces Initials © 2015 Coverall Health -Based Cleaning System Confidential Information Proposal Page 5 C) N X Packet Pg 107 3'c Exhibit A Coverall Value Summary_ The technology behind cleaning has changed a lot in the last 5-10 years Just making things look nice is not enough The Coverall@ Program goes much deeper to help improve the health and wellness of your facility by removing the maximum amount of dirt and germs at each cleaning Can you imagine what it will be like to have a cleaner, healthier work environment? Your Top Priorities 1 Vacuum 2 Dusting 3 Floor Care Monthly Service Price for your Coverall@ Service Plan $1,285 00 With the Coverall" Program you will get A HEALTHY CLEAN HOSPITAL -GRADE DISINFECTANTS Unique cleaning program helps reduce ° EPA registered cleating chemistries are safe the spread of illness germs and odors and proven to kill germs RELIABLE SERVICE Communication last response and consistent cleaning are important ATTENTION TO DETAIL Locally owned and operated independent Coverall Franchised Businesses follow a detailed service plan of cleaning tasks COMPETITIVE PRICING We show you exactly how your pricing is determined based on industry standards BACKGROUND CHECKS r Coverall Franchised Business Owners meet strict System requirements { BONDED AND INSURED Commercial General liability and Surety Bond ONE -STOP SHOP FOR SPECIAL SERVICES Floor and carpet care programs plus other services to keep your facility looking great Commercial cleaning services provided by an independently owned and operated Coverall Franchised Business Initials © 2015 Coverall Health Based Cleaning System Confidential Information Proposal Page 7 Packet"Pgyx�4097 ' �, EXHIBIT "B" SCHEDULE OF COMPENSATION AMOUNT OF COMPENSATION For performing and completing all services pursuant to Exhibit "A" Scope of Services, Iis a total amount not to exceed $XXX (XXXXXX) BILLING At the end of each calendar month in which services are performed or expenses are incurred under this Agreement, Consultant shall submit an invoice to the City at the following address City of Grand Terrace 22795 Barton Road Grand Terrace, Ca 92313 The invoice submitted pursuant to this paragraph shall show the 1) Purchase order number, 2) Project name/description, 3) Name and hours worked by each person who performed services during the billing period, 4) The title/classification under which they were billed, 5) The hourly rate of pay, 6) Actual out-of-pocket expenses incurred in the performance of services, and, 7) Other such information as the City may reasonably require II1 METHOD OF PAYMENT Payment to Consultant for the compensation specified in Section I, above, shall be made after the Executive Director or designee determines that the billing submitted pursuant to Section II, above, accurately reflects work satisfactorily performed City shall pay Consultant within thirty (30) days there from 2 a) N W a PacketPg 111 AGENDA REPORT .+:�Tr '+iiCdZ'i�r�'�'c '`w: �, ,' MEETING DATE July 28, 2015 Council & Successor Agency Item TITLE Purchase of License Plate Reader Camera for Public Safety Vehicle PRESENTED BY Cynthia Fortune, Finance Director RECOMMENDATION (1)pprove the purchase and installation of a License Pate Readers System (LPRS) camera in the amount of $22,022 00 for the City of Grand Terrace Public Safety Vehicle, and (2) Authorize the City Manager to execute the Purchase Order to Vigilant Solutions for the LPRS camera in the amount of $22,022 00 2030 VISION STATEMENT This staff report supports two City Council Goals #1 - "Ensuring our Fiscal Viability" through the continuous monitoring of revenue receipts and expenditure disbursements against approved budget appropriations, and #2 — Maintaining Public Safety through the purchase of additional public safety devices to assist our Public Safety personnel in providing additional protection for our community BACKGROUND During the introduction of the Proposed Budget for Fiscal Year 2015-16, City Council was provided with several proposed fixed assets, one of which was the purchase of a License Plate Reader System (LPR) camera for one of the public safety vehicles assigned by the Sheriff's Department to the City of Grand Terrace During budget deliberations, City Council was provided with additional detail on special revenue funds their definitions, sources of revenues, and the restrictions on the uses of these funds One of these funds is the Traffic Safety Fund, whose resources may be used for traffic control devices, the maintenance thereof, equipment and supplies for traffic law enforcement and traffic accident prevention City Council was also provided with an in-depth presentation of the public safety services provided by the Sheriff's department and the importance and impact of LPR cameras Packet Pg 112 FISCAL IMPACT As part of City Council's approval of the FY2015-16 Budget, funds were set aside in the Traffic Safety Fund for the purchase of one LPR camera as stated earlier and shown in the table below FUND FUND TITLE ACCOUNT ACCOUNT DESCRIPTION AMOUNT 17 Traffic Safety 17-900-701 Law Enforcement 22 000 Fund Equipment TOTAL $22,0 ATTACHMENTS • Sheriff Department Memorandum (PDF) • Vigilant Solutions Quote (PDF) APPROVALS Cynthia Fortune Completed 07/22/2015 10 21 AM Finance Completed 07/22/2015 10 22 AM City Attorney Completed 07/22/2015 141 PM City Manager Completed 07/22/2015 11 04 AM City Council Pending 07/28/2015 6 00 PM Packet Pg 1 44 INTEROFFICE MEMO DATE October 3, 2014 PHONE FROM STEVE DORSEY, Captain Central Station TO SHANNON DICUS, Captain Bureau of Administration SUBJECT SOLE SOURCE JUSTIFICATION - VIGILANT SOLUTIONS I I Earlier this year Sheriff's Information Services Bureau created a committee to conduct an extensive comparison of Automated License Plate Reader (ALPR) companies This evaluation process included cost, reliability, security and compatibility with current law enforcement technology Based upon their findings the committee selected Vigilant This was later affirmed by the Bureau Commander Vigilant is the only ALPR Company the Sheriff's Department will allow to be connected to the secure network Packet Pg 115 El Vigilant Solutions 2021 Las Positas Court -Suite # 101 Protecting Officers, Families I M LANT Livermore, CA 94551 and Communities SO `'v r I ON P 949-525-3326 F 925-398-2113 Attention San Bernardino County Sheriff- Grand Terrace Date 7/7/2015 Project Name I Mobile 4 cam system Quote Number KRO-0028-04 PROJECT QUOTATION We at Vigilant Solutions are pleased to quote the following systems for the above referenced project I lily I Model # I Description (1) Mobile LPR SYS-1 Mobile LPR 4-Camera System w/ Integrated Processor CDM-4-1234RE Hardware • Qty=1 Combination IR / Color LPR Camera - 16mm lens package • Qty=1 Combination IR / Color LPR Camera - 25mm lens package • Qty=1 Combination IR / Color LPR Camera - 35mm lens package • Qty=1 Combination IR / Color LPR Camera - 50mm lens package • Cameras w/ integrated solid state DSPs (No moving parts) • Wiring harness w/ ignition control (Direct to Battery) o Single point power connection • Field installed GPS receiver for MDC (USB Connect) Software • CarDetector Mobile LPR software application for MDC unit o LPR vehicle license plate scanning / real time alerting o Full suite of LPR tools including video tool set • Direct connect to Vigilants nationally hosted LEARN LPR data server Subtotal Price (Excluding sales tax) I $12,700 00 I Qtv I Model # I Description (1) VS-LBB-FS-VBAR-02- LPR Camera Mounting Brackets - For Federal Signal Valor light bar - Complete Set A • LPR Camera Mounting Bracket - Rooftop under light bar • Compatible with Federal Signal Valor light bar • Mounts up to four (4) LPR cameras Subtotal Price (Excludinq sales tax) 1 $770 00 I Qty I Model # I Description (1) VS-LEARN—H Vigilant Hosted/Managed Centralized LPR server via LEARN • Vigilant hosted/managed LEARN account o Central repository for all LPR data acquired by each LPR system • Includes Vigilant's suite of LPR data analytics via online web access o Automated CarDetector software update management o Plate searching mapping data mining utilities o Stakeout Associate Analysis and Locate Analysis o Full administrative security with management auditing • Plug-N-Play an unlimited number of CarDetector LPR systems o Requires NO server hardware NO server maintenance • Requires Viqilant Enterprise Service Agreement contract Subtotal Price (Excluding sales tax) I $0 00 sty Model # Description (1) SSU-SYS-COM Vigilant System Start Up & Commissioning of In Field LPR system • Vigilant technician to call in remote access up to two hours max • Includes system start up configuration and commissioning of LPR system • Applies to mobile (1 System) and fixed (1 Camera) LPR systems Subtotal Price (Excludinq sales tax) 1 $130 00 Packet Pg 116 1 i AGENDA REPORT MEETING DATE July 28, 2015 Council & Successor Agency Item TITLE Approval of Check Register No 06302015 in the Amount of $401,853 85 PRESENTED BY Cynthia Fortune, Finance Director RECOMMENDATION Approve Check Register No 06302015 'in the amount $401,853 85, as submitted, which inclu�les the Check Register Account Index for Fiscal Year 2014-15 2030 VISION STATEMENT This staff report supports Goal #1, "Ensuring Our Fiscal Viability", through the continuous monitoring of expenditure budgets, allocations and operational costs BACKGROUND The check register, for the period ending June 30, 2015, has been prepared in accordance with Government Code §37202 and is hereby submitted for the City Council's approval The check register lists all vendor payments for the preceding month, along with a brief description of the type of goods or services purchased and the account code(s) associated with each payment Check Register No 06302015 lists all payments made to vendors and employee reimbursements during the month of May The attached index to the Check Register is a guideline account list only and is not intended to replace the comprehensive chart of accounts used by the City and CRA Successor Agency Expenditure account number formats are XX-XXX-XXX [Fund - Department -Account] Expenditures may be made from trust/agency accounts (Fund 23-XXX-) or temporary clearing accounts which do not have a budgetary impact A total of $401853 85 in accounts payable checks were issued during the period for services, reimbursements, supplies and contracts and are detailed in the attached check register Payments larger than $10,000 Check No Payee Description Amount 71641 1 Progressive Solutions FY 2015-16 Software Maintenance $10,123 68 Packet Pg 118 City of Grand Terrace Check Register Index FD No Fund Name 09 CHILD CARE FUND 10 GENERALFUND 11 STREET FUND 12 STORM DRAIN FUND 13 PARK FUND 14 AB 3229 COPS FUND 15 AIR QUALITY IMPROVEMENT FUND 16 GAS TAX FUND 17 TRAFFIC SAFETY FUND/ TDA FUND 19 FACILITIES DEVELOPMENT FUND 20 MEASUREIFUND 21 WASTE WATER DISPOSAL FUND 22 COMMUNITY DEV BLOCK GRANT 26 LSCPG/ LGHTG ASSESSMENT DIST 44 BIKE LANE CAPITAL FUND 46 STREET IMPROVEMENT PROJECTS 47 BARTON RD BRIDGE PROJECT 48 CAPITAL PROJECTS FUND 32 CRA-CAPITAL PROJECTS FUND 33 CRA-DEBT SERVICE FUND 34 CRA-LOW & MOD HOUSING pt No Department Name/Cost Center 110 CITY COUNCIL 120 CITY MANAGER 125 CITY CLERK 140 FINANCE 160 CITY ATTORNEY 172 BUILDING & SAFETY 175 PUBLIC WORKS 180 COMMUNITY EVENTS 185 RENTAL INSPECTION PROGRAM 187 ENFORCEMENT PROGRAM 190 GENERAL GOVERNMENT (NON-DEPT) 195 FACILITIES MAINTENANCE 370 COMMUNITY & ECONOMIC DEV 380 MGT INFORMATION SYSTEMS 410 LAW ENFORCEMENT 430 RECREATION SERVICES 440 CHILD CARE 450 PARKS MAINTENANCE 510 STREET & SIGNAL LIGHTING 600 WEST SIDE PARK 601 TRACT 14471 PICO & ORIOLE 602 FORREST CITY PHASE II 631 STORM DRAIN MAINTENANCE 801 PLANNING COMMISSION 802 CRIME PREVENTION UNIT 804 HISTORICAL & CULTURAL COMM 805 SENIOR CITIZENS PROGRAM 807 PARKS & REC COMMITTEE 808 EMERGENCY OPERATIONS PROG Acct No General Account Numbers 110 SALARIES/WAGES 139 EMPLOYEES' BENEFIT PLAN 140 RETIREMENT 142 HEALTH/LIFE INSURANCE 143 WORKERS' COMPENSATION 138/141 MEDICARE / SUI 210 OFFICE EXPENSE 218-219 NON -CAPITAL FURN/SMALL TOOLS 220 SPECIAL DEPARTMENTAL EXP 230 ADVERTISING 235 COMMUNICATIONS 238-239 UTILITIES 240-242 RENTS & LEASES 245-246 MAINT BLDG GRNDS EQUIPMNT 250-251 PROFESSIONAL SERVICES 255-256 CONTRACTUAL SERVICES 260 INSURANCE & SURETY BONDS 265 MEMBERSHIPS & DUES 268 TRAINING 270 TRAVEL/CONFERENCES/MTGS 272 FUEL & VEHICLE MAINTENANCE 570 WASTEWATER TREATMENT 33-300 DEBT SERVICE 7XX FACILITIES IMPRV (NO CIP) 700 COMPUTER -RELATED 701 VEHICLES & EQUIPMENT Attachment A - Check Register Account Index (1735 Approval of Check Register No 06302015) City of Grand Terrace Check History Listing June 1, 2015 -June 30, 2015 Check Date Vendor Invoice Invoice Description 71629 06/03/2015 011393 COLTON PUBLIC UTILITIES FEB-MAR 2015 SEWER FEB-MAR SEWER BILLING E 09-440-238-000-000 E 10-190-238-000-000 71630 06/03/2015 001930 DAILY JOURNAL CORPORATIO B2735993 R , PLANNING COMMISSION MEETING E 10-370-230 000 000 B2741618 PUBLIC HEARING NOTICE- TTM 1501 E 10-125-230-000-000 71631 06/03/2015 002258 EMPIRE OFFICE MACHINES 98533 FELL PS 280 SHREDDER MAINT E 10-140-219-000-000 71632 06/03/2015 011061 EZ SUNNYDAY LANDSCAPE 8120 MAY PARKS & PARKWAYS MAINTENANCE E 10-195-255-000-000 E 10-450-255-000-000 E 26-600-255-000-000 E 26-601-255-000-000 7973 MAY PARKS & PARKWAYS MAINT E 09-440-245 000-000 71633 06/03/2015 002301 FEDEX 5-026-24404 MAY DOCUMENT DELIVERY SRVS E 10-140-210-000-000 71634 06/03/2015 002740 FRUIT GROWERS SUPPLY 91668449 LANDSCAPE MAINT SUPPLIES E 10-450-245-000 000 91668859 LANDSCAPE MAINT SUPPLIES E 10-450-245-000-000 Attachment B - Check Register 06302015 (1735 Approval of Check Register No 06302015) Amount Paid Check Total $198 24 $1 218 56 $1 416 80 $1 416 80 $358 60 $358 60 $191 40 $191 40 $550 00 $102 00 $102 00 $102 00 $830 00 $2 670 00 $160 00 $80 00 $3 740 00 $100 00 $100 00 $3 840 00 $46 12 $46 12 $46 12 $38 72 $38 72 $12 41 $12 41 $51 13 City of Grand Terrace Check History Listing June 1, 2015 -June 30, 2015 Check Date Vendor Invoice Invoice Description Amount Paid Check Total 71640 06/03/2015 005586 PETTY CASH 06022015 CCPC REPLENISH C CARE PETTY CASH E 09-440-220-000-000 $5 38 E 09-440-221-000-000 $6 22 E 09-440-223-000-000 $39 76 E 09-440-228-000-000 $203 85 E 09-440-246-000-000 $10 66 E 09-440-270-000-000 $71 26 E 09-441-220-000-000 _ — $40 81 $377 94 $377 94 71641 06/03/2015 010657 PROGRESSIVE SOLUTIONS 36838 FY 2015-16 SOFTWARE MAINTENANCE E 10-140-246-000-000 $4 916 59 E 10-187-246 000-000 $5 207 09 $10 123 68 $10 123 68 71642 06/03/2015 011392 RESCUE ROOTER PWO 000-159 STREET CUT DEPOSIT REFUND B 23-303-01-00 $1 00000 $1 00000 $1 00000 71643 06/03/2015 011175 SYLVIA ROBLES MAY 2015 SR MAY HEALTH INSURANCE REIM-ROBLES E 10-110-142-000 000 $485 41 $485 41 $485 41 71644 06/03/2015 011277 SANTA FE BUILDING MAINTEN 13884 MAY C CARE JANITORIAL SRVS E 09-440-244-000-000 $987 50 $987 50 $987 50 71645 06/03/2015 006510 SB COUNTY INFORMATION 17973 APRIL PAGER ACCESS E 10-175-240-000-000 $21 46 $21 46 $21 46 71646 06/03/2015 006531 SB COUNTY SHERIFF 14669 JUNE LAW ENFORCEMENT SRVS — — E 10-410-255-000-000 $5 613 00 E 10-410-256 000-000 $120 009 00 E 14-411-256-000-000 $8 333 00 $133 955 00 m $133 955 n C m -O tsa N Attachment B - Check Register 06302015 (1735 Approval of Check Register No 06302015) cn Cr City of Grand Terrace Check History Listing June 1, 2015 -June 30, 2015 Check Date Vendor Invoice Invoice Description Amount Paid Check Total 71654 06/03/2015 007987 XEROX CORPORATION 136410743 XEROX B128775 PREMIUM FREIGHT CHARGE E 10-190-700-000-000 $8 63 $8 63 $8 63 71655 06/10/2015 010019 5 POINT AUTO SERVICE 21860 FORD F-150 OIL CHANGE/FILTER REPAIRS E 10-175-246 000 000 $81 28 $81 28 $81 28 71656 06/10/2015 011143 ALBERT A WEBB ASSOCIATES 152194 REVISED STARBUCKS TIA B 23-500-19 00 $92 00 $92 00 $92 00 71657 06/10/2015 011031 CINTAS CORPORATION 150 150487094 JANITORIAL SUPPLIES E 09-440-228 000 000 $150 00 $150 00 $150 00 71658 06/10/2015 011029 COBRA SIMPLE CG2015-05 MAY COBRA ADMIN SRVS E 10-190-220-000-000 $50 00 $50 00 CG2015 06 JUNE COBRA ADMIN SRVS E 10-190-220-000 000 $50 00 $50 00 $100 00 71659 06/10/2015 001942 DATA TICKET INC 61809 APR PARKING CITATION PROCESSING E 10-140-255-000 000 $763 08 $763 08 $763 08 71660 06/10/2015 002710 FOX OCCUPATIONAL MEDICAL 68679-60235 MAY PRE -EMPLOYMENT PHYSICALS E 10-190 224-000 000 $55 00 - $55 00 $55 00 71661 06/10/2015 002740 FRUIT GROWERS SUPPLY 91671975 SUPPLIES FOR LANDSCAPE MAINT OF PARKS E 10-195-245 000 000 $10 51 $10 51 $10 51 is n m .0 CA N � Attachment B - Check Register 06302015 (1735 Approval of Check Register No 06302015) City of Grand Terrace Check History Listing June 1, 2015 -June 30, 2015 Check Date Vendor Invoice Invoice Description Amount Paid Check Total 71670 06/10/2015 011277 SANTA FE BUILDING MAINTEN 13882 MAY CITY HALL & PARKS JANITIONAL SRVS E 10-195-245-000 000 $508 33 E 10-450-245 000-000 $450 00 $958 33 $958 33 71671 06/10/2015 006531 SB COUNTY SHERIFF 14718 GENERAL SERVICES EXPENSIVE EVERY 15 MIN E 10-705-210 000 000 $1 653 64 $1 65364 $1 653 64 71672 06/10/2015 011110 TIME WARNER CABLE 844840 7245 MAY/JUN CITY HALL CABLE SRVS E 10-805-238-000-000 $289 56 $289 56 8448 7245 MAY CABLE SRVS SENIOR CENTER E 10-805-238-000-000 $143 04 $143 04 $432 60 71673 06/10/2015 011243 TRAFFIC MANAGEMENT INC 236937 CITY TRAFFIC SIGNS E 10-450-246-000-000 $86 40 $86 40 $86 40 71674 06/10/2015 007034 TRANSPORTATION ENGINEER 1437 MAY TRAFFIC ENGINEERING SRVS E 10-175-250-000-000 $1 452 60 $1 452 60 $1 452 60 71675 06/10/2015 007220 UNDERGROUND SERVICE ALE 520150297 DIG ALERT TICKETS - GT01 E 16-900-220 000 000 $96 00 $96 00 $96 00 71676 06/10/2015 007854 WESTERN EXTERMINATORS C 3202632 MAY PEST CONTROL SRVS E 09-440-245 000 000 $95 00 E 10-195-245 000-000 $102 50 E 10-805-245 000 000 $40 00 $237 50 $237 50 71677 06/10/2015 011397 CURTIS WILSON GT008893 STREET SWEEPING TICKET REFUND m R 10-500 07 $25 00 n � $25 00 co ,., $25 00 cn N tS co Attachment B - Check Register 06302015 (1735 — Approval of Check Register No 06302015) City of Grand Terrace Check History Listing June 1, 2015 - June 30, 2015 Check Date Vendor Invoice Invoice Description Amount Paid Check Total E 10-380-142-000 000 $145 62 E 10-450-142-000-000 $126 21 E 16-175-142-000 000 $315 52 E 32-200-142-000-000 $587 35 $8 403 77 $8 403 77 71684 06/17/2015 001705 CA STATE DEPT OF JUSTICE 101782 MAY FINGERPRINTING E 10-190-226-000-000 $32 00 — - $32 00 $32 00 71685 06/17/2015 011296 CALPERS 457 PLAN PR END 05/22/15 457 PR END 05/22/2015 CONTRIBUTIONS B 10 022-63-00 $1 662 81 $1 66281 $1 662 81 71686 06/17/2015 010218 CHEVRON TEXACO CARD SEF 44539318 MAY VECHILE FUEL E 10-175-272-000-000 $657 02 E 10-185-272-000-000 $60 33 $717 35 $717 35 71687 06/17/2015 001810 CITY NEWSPAPER GROUP 22170 NOTICE OF PUBLIC HEARING ZONE CHANGE 15- 01 E 10-370-268 000-000 $110 08 $110 08 $110 08 71688 06/17/2015 001907 COSTCO 478 9/148/74 CHILD CARE SUPPLIES E 09-440-220 000-000 $109 66 $109 66 $109 66 71689 06/17/2015 001950 DATA QUICK B1-2414712 MAY PROPERTY DATA SUBSCRIPTION SERVICE E 10-172-250-000-000 $43 50 E 10-370-250-000-000 $87 00 $130 50 $130 50 71690 06/17/2015 011401 DMV RENEWAL 06172015DMV DMV FEES LICENSE PLATE 7GKW924 E 10-175-273-000-000 $261 00 y $261 00 0 X CD -D t� cn w Cr 0 Attachment B - Check Register 06302015 (1735 Approval of Check Register No 06302015) City of Grand Terrace Check History Listing June 1, 2015 -June 30, 2015 Check Date Vendor Invoice Invoice Description Amount Paid Check Total 71698 06/17/2015 011382 MUNISERVICES LLC 0000037679 MAY BUSINESS LICENSE ADMIN SRVS E 10-140-250-000-000 $407 34 $407 34 $407 34 71699 06/17/2015 005400 OFFICE DEPOT 771764691001 OFFICE SUPPLIES E 10-120-210-000-000 $87 22 $87 22 $87 22 71700 06/17/2015 005702 PUBLIC EMPLOYEES RETIREM PR END 05/22/15 PRS PR END 05/22/15 CONTRIBUTIONS B 10-022-62-00 $10 713 03 $10 713 03 GASB 68 06172015 GASB 68 REPORTING PLAN IDENTIFIERS 1609 E 10-190-280-000-000 27159 AND 30104 $2 550 00 $2 550 00 $13 263 03 71701 06/17/2015 006506 S B COUNTY LAND USE SERVI 10-806-04 FIRE HAZARD ABATEMENT SERVICES E 10-187-257-000-000 $13 526 00 $13 526 00 10-806-03 FIRE HAZARD ABATEMENT SERVICES E 10-187-257-000-000 $13 526 00 $13 526 00 $27 052 00 71702 06/17/2015 006720 SO CA EDISON COMPANY MAY 2015 EDISON MAY ENERGY USAGE E 09-440-238-000-000 $962 88 E 10-172-238-000-000 $29 65 E 10-175-238-000-000 — — $29 65 E 10-190-238-000 000 $3 100 13 E 10-450-238-000-000 $1 20224 E 10-805-238-000 000 $821 92 E 16-510-238-000-000 $6 125 78 E 26-600-238 000-000 $49 80 E 26-601-238 000-000 $41 50 E 26-602-238-000-000 $58 10 $12 421 65 $12 421 65 w N Attachment B - Check Register 06302015 (1735 Approval of Check Register No 06302015) r I City of Grand Terrace Check History Listing June 1, 2015 -June 30, 2015 Check Date Vendor Invoice Invoice Description Amount Paid Check Total 002-15525 APR BLDG OFFICIAL & PERMIT TECH SVCS E 10-172-250-100-000 $1 04000 $1 04000 $4 095 00 71710 06/24/2015 001206 ARROWHEAD CREDIT UNION MAY/JUN 2015 VISA MAY/JUN 2015 VISA CHARGES E 09-440-210-000-000 - SCHOOL SUPPLIES $106 06 E 09-440-220-000-000 FOOD SUPPLIES $5 52 E 09-440-221-000-000 PLAQUE FOR CHILD CARE RETIREE $26 99 E 09-440-228 000-000 SCHOOL SUPPLIES $254 33 E 09-441-220-000 000 FOOD SUPPLIES $338 47 E 10-110-210 000-000 UPS DELIVERY SERVICES $26 25 E 10-110-270-000-000 LEAGUE OF CA CITIES CONFERENCE $592 50 E 10-120-270-000-000 SANBAG 2015 5TH ANNUAL ASSEMBLY $95 00 E 10-125-270-000 000 CITY CLERK CERTIFIED ELECTIONS/REGIS $398 17 E 10-172-210-000 000 INT L CODE COUNCIL (ICC) TRAINING MTRLS $280 44 E 10-175-235-000-000 MAILING COSTS $17 90 E 10-175-246-000-000 VACUUM REPAIR $64 85 E 10-175-268-000-000 BACKFLOW CERT /2015 GREENBOOK-PW $477 99 E 10-185-272-000-000 TIRES FOR CITY VEHICLE $658 52 E 10-190-211-000-000 MAIL DELIVERY SERVICES — - $11 30 E 10-195-245-000-000 BUILDING SUPPLIES $75 11 E 10-370-268-000-000 MANAGING MULTIPLE PROJECTS TRAINING SEM $208 00 E 10-450-246-000-000 MAINTENANCE SUPPLIES $1 067 27 B 23-200-14-00 SCHOOL SUPPLIES $117 37 $4 822 04 $4 822 04 71711 06/24/2015 011402 AT&T MOBILITY SUBSIDIARIE 12-7-4074 REQUEST FOR RELEASE OF FUNDS B 23-300-41-00 $1 00000 B 23-301-43-00 $1 000 00 B 23-301-44-00 $1 000 00 $3 000 00 $3 000 00 71712 06/24/2015 011403 BACKFLOW APPARATUS VAL\ 716306 TEST KIT CALIBRATION CHECK E 10-195-245-020-000 $96 40 $96 40 $96 40 71713 06/24/2015 011404 ALEJANDRO CAPIZ 0891413 05/21/2015 REIMBURSEMENT CHECK BACK FLOW COLLEGE E 10-175-268-000-000 $168 00 $168 00 $168 00 rn a Attachment B - Check Register 06302015 (1735 Approval of Check Register No 06302015) City of Grand Terrace Check History Listing June 1, 2015 -June 30, 2015 Check Date Vendor Invoice Invoice Description Amount Paid Check Total E 32-600-216-000-000 $12 14 E 32-600-301-000-000 $12 14 E 32-600-307-000-000 $24 28 E 32-600-326-000-000 $24 28 E 48-600-330-010 000 $82 12 E 52-700-710 000-000 $12 14 E 52-700-767-000-000 $12 14 $8 008 53 $8 008 53 71722 06/24/2015 006510 SB COUNTY INFORMATION 18097 MAY PAGER ACCESS E 10-175-240-000-000 — - $21 46 $21 46 $21 46 71723 06/24/2015 007005 SO CAL LOCKSMITH 11133 PARK GATE KEYS E 10-195-245-000-000 $32 30 $32 30 $32 30 71724 06/24/2015 011275 SYSCO RIVERSIDE INC 506090735 C CARE SUPPLIES E 09-440-220-000-000 $41 91 $41 91 $41 91 71725 06/24/2015 011110 TIME WARNER CABLE 844840 3825 JUNE CITY HALL CABLE SRVS E 10-805-238-000-000 $63 66 $63 66 $63 66 71726 06/24/2015 011253 COUNTY OF RIVERSIDE TLMA TL000002818 TRAFFIC SIGNAL MAINTENANCE E 16-510-255-000-000 $480 51 $480 51 $480 51 71727 06/24/2015 001038 VERIZON WIRELESS 9746493244 MAY/ JUNE CDD/C CARE CELL PHONES E 09-440-235-000-000 $40 00 E 10-175-240-000-000 $158 48 $198 48 $198 48 71728 06/24/2015 007843 WEST COAST ARBORISTS INC 105068-B SPREAD WOOD CHIPS AT ROLLINS PARK— - E 10-195-245-000-000 $30 00 n $30 00 x 'D $30 00 cn w Cr rn Attachment B - Check Register 06302015 (1735 Approval of Check Register No 06302015) City of Grand Terrace Check History Listing June 1, 2015 - June 30, 2015 Check Date Vendor Invoice Invoice Description Amount Paid Check Total 2015-100000042 APR/MAY ANIMAL CONTROL ADJUSTMENT E 10-187-256-000-000 $3 624 90 " $3 624 90 $16 085 90 71737 06/29/2015 011393 COLTON PUBLIC UTILITIES MAR-JUN 2015 SEWER MAR-JUN SEWER BILLING E 09-440-238-000-000 $103 04 E 10-190-238-000-000 $472 64 $575 68 $575 68 71738 06/29/2015 001942 DATA TICKET INC 62474 MAY PARKING CITATION PROCESSING E 10-140-255-000-000 $518 43 $518 43 $518 43 71739 06/29/2015 011196 EYEMED FIDELITY SECURITY I 5041983 JUNE EMPLOYEE PAID VISION INSURANCE B 10-022-61-00 $42 42 $42 42 $42 42 71740 06/29/2015 011061 EZ SUNNYDAY LANDSCAPE 8338 JUN PARKS & PARKWAYS MAINTENANCE E 10-195-255-000-000 $200 00 E 10-450-255-000-000 - $3 300 00 E 26-600-255-000-000 $160 00 E 26-601-255-000-000 $80 00 $3 740 00 $3 740 00 71741 06/29/2015 002740 FRUIT GROWERS SUPPLY 91678149 SUPPLIES FOR LANDSCAPE MAINT E 10-195-245 000 000 $37 76 $37 76 $37 76 71742 06/29/2015 003170 HdL COREN & CONE 0009928 IN PERMIT TRACKING SOFTWARE E 10-172-210-000 000 $1 05000 $1 05000 $1 05000 71743 06/29/2015 011216 JONES AND MAYER 72531 CITY ATTORNEY LEGAL SERVICES RLA E 10-160-250-000-000 $5 167 00 $5 167 00 72532 CITY ATTORNEY LEGAL SERVICES RLA n E 32-200-251-000-000 $758 50 m $758 50 tsZ w ao Attachment B - Check Register 06302015 (1735 Approval of Check Register No 06302015) Check Date Vendor City of Grand Terrace Check History Listing June 1, 2015 - June 30, 2015 Invoice E 10-370-142-000-000 E 10-450-142-000-000 E 16-175-142-000-000 E 21-175-142-000-000 E 32-200-142-000-000 Invoice Description 71750 06/29/2015 005702 PUBLIC EMPLOYEES RETIREM PR END 06/05/15 PRS PR END 06/05/15 CONTRIBUTIONS B 10-022-62-00 PR END 06/19/15 PRS PR END 06/19/15 CONTRIBUTIONS B 10 022-62-00 Amount Paid Check Total $12 28 $4 17 $10 44 $2 53 $5 67 $867 73 $867 73 $10 228 41 $10 168 75 $10 168 75 $20 397 16 71751 06/29/2015 006310 ROADRUNNER SELF STORAGE 18848 STORAGE RENTAL E 10-140-241-000-000 $124 00 $124 00 $124 00 71752 06/29/2015 011284 SIEMENS INDUSTRY INC 5610008432 MAY TRAFFIC SIGNAL MAINTENANCE E 16-510-255-000-000 — - $702 00 $702 00 $702 00 71753 06/29/2015 011275 SYSCO RIVERSIDE INC 506230910 C CARE LUNCHES & SNACKS E 09-440-220-000-000 E 09-441-220-000-000 506230909 C CARE LUNCHES & SNACKS E 09-440-220-000-000 E 09-441-220-000-000 71754 06/29/2015 011243 TRAFFIC MANAGEMENT INC 48126 CITY TRAFFIC ALUMINIUM SIGNS E 16-900 220 000-000 48127 CITY TRAFFIC SIGNS E 16-900-220-000-000 Attachment B - Check Register 06302015 (1735 Approval of Check Register No 06302015) $121 77 $1 08657 $1 20834 $96 12 $25 48 $121 60 $1 32994 $2 502 14 $2 502 14 $208 55 $208 55 $2 710 69 AGENDA REPORT MEETING DATE July 28, 2015 TITLE Approval Amendment No Maintenance Agreement Terrace and High Tech Upgrade Services Council Item 1 to the Professional Services and Between The City of Grand Security for Security Camera PRESENTED BY Sandra Molina, Community Development Director RECOMMENDATION 1 Approve Amendment No 1 To the Professional Services and Maintenance Agreement Between the City of Grand Terrace and High Tech Security for Security Camera Upgrade Services, and 2 Authorize the City Manager to Execute the Amendment 2030 VISION STATEMENT This staff report supports Goal #2 "Maintain Public Safety" by investing in critical improvements to technological infrastructure BACKGROUND On June 9, 2015, City Council approved a Professional Services and Maintenance Agreement with High Tech Security for security camera system upgrade services at City Hall, the Public Works Yard and three City Parks Pico, Rollins and Karger All equipment from the Agreement, including the license plate camera at Karger Park, is now installed The total cost of that proposal was $22,566 00 During initial discussion of the project, Council expressed interest in placing a license plate camera in Pico Park DISCUSSION High Tech Security has provided a cost estimate for installation of a license plate camera at Pico Park Near the main flag pole at the entrance of the park, there is a sign post that advises those who enter the park that they are under surveillance and another sign that states the activities that are prohibited by City Ordinance at the park High Tech Security is proposing to remove the existing post and install a new 16' post to which the license plate cameras and existing signs will be mounted The license plate camera will be positioned to capture cars entering the Pico Park parking lot The cost proposal is $4,885 36 Additionally, the system that serves the Public Works Yard is housed in a small utility closet in the Annex Building that also houses the alarm system, an electrical panel IT cable connections To better secure the security camera system, staff asked High Tech Packet Pg 142 City Manager Completed 07/22/2015 5 19 PM City Council Pending 07/28/2015 6 00 PM Packet Pg 144 AMENDMENT NO 1 TO THE PROFESSIONAL SERVICES AND MAINTENANCE AGREEMENT FOR SECURITY CAMERA SYSTEM UPGRADE SERVICES BETWEEN THE CITY OF GRAND TERRACE AND HIGH TECH SECURITY THIS AMENDMENT ("Amendment 1") is made and entered into this 28th day of July, 2015, by and between the CITY OF GRAND TERRACE ("City"), a Municipal Corporation, and High Tech Security ("Service Provider"), a California Corporation WHEREAS, the City and the Professional entered into an Agreement for professional services and maintenance of a security camera system upgrade ("Agreement") on or about June 10, 2015, and WHEREAS, the parties wish to Amend Section 1 (Consultant's Services) of the 2 Agreement to include installation of license plate camera and post at Pico Park and a DVR security lockbox in the Annex Budding, and Amend Section 4 (Payment for Z Services) to increase the total sum amount not to exceed twenty seven thousand seven hundred and twenty one dollars ($27,721 00) per year, and Amend Section 5 (Time for E Performance) of the Agreement to extend the time for performance of the agreement to August 20, 2015 a NOW THEREFORE, in consideration of the foregoing and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties hereto agree to amend the Agreement as follows c 0 1 Section 1 (CONSULTANT'S SERVICES) of the Agreement is hereby amended to y read as follows d Consultant agrees to perform during the term of this Agreement, the tasks, obligations, and services set forth in the "Scope of Services" attached to and incorporated into this Agreement as Exhibit A (the "Services") and the "Equipment Overview" and itemized proposal with equipment, labor and maintenance charges and the one year warranty on parts and labor, which is attached to this Agreement as Exhibit D The discount on parts under the maintenance agreement shall be 10% In addition with this Amendment 1, Consultant agrees to install a license plate camera and post at Pico Park and a DVR security lockbox in the Annex Budding 2 Section 4 (PAYMENT FOR SERVICES) of the Agreement is hereby amended to read as follows City shall pay for the services performed by Consultant pursuant to the terms of E this Agreement, the compensation set forth in the "Schedule of Compensation" a attached to and incorporated into this Agreement as Exhibit B The fees for services shall not exceed the authorized amount of $27,721 00 as set forth in F cc 11 Packet Pg 445 EXHIBIT "A"' SCOPE OF SERVICES The locations for the camera systems are as follows • Civic Center & Public Works Yard • Richard Rollins Park • Pico Park • Gwen Karger Park i Consultant will provide the following services Public Works Yard • Install 4 High -Definition 1080P vandel dome cameras • Install 16 foot pole to mount cameras • Install 8-camera Hi -Definition DVR that holds at least 14 days of footage • Install DVR Security Lockbox for DVR • Provide 20 inch LCD monitor to view DVR footage City Hall Install 7 Hi -Definition 720P interior dome cameras • Install 1 Hi -Definition 1080P vandel dome camera • Install 2 Hi -Resolution (650 TVQ long range bullet cameras • Install 16-camera High -Definition DVR that holds at least 14 days of footage • Provide 20 inch LCD monitor to view DVR footage Rollins Park • Install 4 High -Definition 1080P vandel dome cameras • Install 8-camera High -definition DVR that holds at least 14 days of footage • Provide 20 inch LCD monitor to view DVR footage Pico Park • Replace existing sign post behind flag pole at the entrance of park with a new 16' post and mount license plate camera and existing signs to post • Install 4 High -Definition 1080P vandel dome cameras • Install 1 High Resolution 650TVL long range bullet camera to capture footage at the north baseball field a Packet Pg 147 EXHIBIT "B" SCHEDULE OF COMPENSATION AMOUNT OF COMPENSATION For performing and completing all services pursuant to Exhibit "A" Scope of Services and the additional services included in Amendment 1, is a total amount not to exceed $27,721 00 (Twenty seven thousand seven hundred and twenty one dollars) BILLING At the end of each calendar month in which services are performed or expenses are incurred under this Agreement, Consultant shall submit an invoice to the City at the following address City of Grand Terrace r 22795 Barton Road Grand Terrace, Ca 92313 z° r d The invoice submitted pursuant to this paragraph shall show the E d 1) Purchase order number, E 2) Project name/description, a 3) Name and hours worked by each person who performed services during the billing period, u 4) The title/classification under which they were billed, 5) The hourly rate of pay, o 6) Actual out-of-pocket expenses incurred in the performance of services, and, 7) Other such information as the City may reasonably require III METHOD OF PAYMENT Payment to Consultant for the compensation specified in Section I, above, shall be made after the Executive Director or designee determines that the billing submitted pursuant to Section ll, above, accurately reflects work satisfactorily performed City shall pay Consultant within thirty (30) days there from Packet Pg 149 Client Information CITY OF GRAND TERRACE PICO PARK GRAND TERRACE, CA 92313 1 HIGH TECH SECURITY s b P.O. BOX 1373 SAN BERNARDINO, CA 92402 ACO 4660IC-10 999931 Tel: (909)886-2101 Fax, (909)885-2102 Proposal Proposal Number 587 Date 6/19/2015 Expires 7/18/2015 Salesperson MIKE ALLAGAS 1.1 Qty Description Total 1 LICENSE PLATE CAMERA(50'-90' RANGE) 1 16' POLE 4" DIAMETER 1 MISC(COAX,CONDUIT,CONN,ETC) 8 LABOR CHARGE X 2 @ $50 OOHR 1 TAX $1,849 00 $1,800 00 $125 00 $800 00 $311 36 0 z m E d Total This Proposal $4,885 36 E • THIS IS IN ADDITION TO THE PRICES GIVEN IN THE ORIGINAL BID FOR THE LICENSE PLATE CAMERA • ONE YEAR WARRANTY ON PARTS/LABOR • SHOULD YOU HAVE ANY FURTHER QUESTIONS PLEASE FEEL FREE TO CONTACT ME @ (951)833-5698 Notice of Cancellation -You may cancel this transaction without any penalties or obligation within three business days from the date above If you cancel any payment made by you under this contract or sale and any negotiable Instrument executed by you will be returned within 10 days following receipt by the Company of your cancellation nonce I hereby cancel this transaction — Subscribers Signature Date Acceptance of Proposal The above prices specifications and conditions are satisfactory and are hereby accepted You are authorized to do the work as specified Payment will be made as follows 10% down on signing 50% of balance due at beginning of work with the balance due upon completion Failure to comply with the payment schedule without prior written approval will result with a 2% finance charge per month or portion thereof Please print name here Please sign name here Date Approved N M t` Proposal 587 2015 sc PROFESSIONAL SERVICES AND MAINTENANCE AGREEMENT THIS AGREEMENT ("Agreement") is made as of this 10th day of June, 2015 by and between the CITY OF GRAND TERRACE ("City") and High Tech Security ("Consultant") CONSULTANT'S SERVICES Consultant agrees to perform during the term of this Agreement, the tasks, obligations, and services set forth in the "Scope of Services" attached to and incorporated into this Agreement as Exhibit A (the "Services") and the "Equipment Overview" and itemized proposal with equipment, labor and maintenance charges and the one year warranty on parts and labor, which is attached to this Agreement as Exhibit D The discount on parts under the maintenance agreement shall be 10% 2 TERM OF AGREEMENT The term of this Agreement shall be from the effective date pursuant to Paragraph "38" of this Agreement and shall remain in effect until terminated as provided herein 3 FAMILIARITY WITH WORK By execution of this Agreement, Consultant warrants that (1) It has thoroughly investigated and considered the work to be Z performed, based on all available information d (2) It carefully considered how the work should be preformed, and E (3) It fully understands the difficulties and restrictions attending, the a performance of the work under this Agreement n T (4) It has the professional and technical competency to perform the work and the production capacity to complete the work in a timely tv manner with respect to the schedule included in the scope of 0 services w 4 PAYMENT FOR SERVICES City shall pay for the services performed by d Consultant pursuant to the terms of this Agreement, the compensation set forth in the "Schedule of Compensation" attached to and incorporated into this Agreement as Exhibit B The fees for services shall not exceed the authorized amount of $22,566 00 as set forth in,Attachment "B," unless the CITY has given specific advance approval in writing, with the exception of the monthly fee for the maintenance agreement services 5 TIME FOR PERFORMANCE Consultant shall not perform any work under this s w Agreement until (a) Consultant furnishes proof of insurance as required under a Page 1 of 12 Packet Pg 152 Consultant shall be responsible to pay and hold City harmless from any and all payroll and other taxes and interest thereon and penalties, therefore, which may become due as a result of services performed hereunder, 11 ASSIGNMENT This Agreement is for the specific services with Consultant as set forth herein Any attempt by -Consultant to assign the benefits or burdens of this Agreement without written approval of City is prohibited and shall be null and void, except that Consultant may assign payments due under this Agreement to a financial institution 12 'STANDARD Consultant agrees that the services to be rendered pursuant to this Agreement shall be performed in accordance with the standards customarily provided by an experienced and competent professional organization rendering the same or similar services Consultant shall re -perform any of said services, which are not in conformity with standards as determined by the City 13 CONFIDENTIALITY Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by City City shall grant such authorization if disclosure is required by law All City data shall be returned to City upon the termination of this Agreement Consultant's covenant under this Section shall survive the termination of this Agreement 14 RECORDS AND INSPECTIONS Consultant shall maintain full and accurate records with respect to all services and matters covered under this Agreement City shall have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcripts therefrom,`and to inspect all program data, documents, proceedings and activities Consultant shall maintain an up-to-date list of key personnel and telephone numbers for emergency contact after normal business hours 15 OWNERSHIP OF CONSULTANT'S WORK PRODUCT All reports, documents, all analysis, computations, plans, correspondence, data, information, computer media, including disks or otherwritten material developed and/or gathered by Consultant in the performance of this Agreement shall be and remain the property of City without restriction or limitation upon its use or dissemination by Go Such Material shall not be the subject of a copyright application by Consultant Any re -use by City of any such materials on any project other than the project for which they were prepared shall be at the sole risk of City unless City compensate Consultant for such use Such work product shall be transmitted to City within ten (10) days after a written request therefore Consultant may retain copies of such products Page 3 of 12 Packet Pg 154 Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to,waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits 22 TRAVEL EXPENSES Any reimbursement expenses must be pre -authorized and hall be based upon the approved rates of the San Bernardino County Auditor- ontroller 23 CONFLICT OF INTEREST Consultant agrees that,any conflict or potential conflict of interest shall be fully disclosed prior to execution of contract and Consultant shall comply with all applicable federal, state and county laws and regulations governing conflict of interest 24 ECONOMIC INTEREST STATEMENT Consultant hereby acknowledges that pursuant to Government Code Section 87300 and the Conflict of Interest Code adopted by City hereunder, Consultant is designated in said Conflict of Interest Code and is therefore required to file an Economic Interest Statement (Form 700) with the City Clerk, for each employee providing advise under this Agreement, T_ prior fo the commencement of work Z 25 POLITICAL ACTIVITY/LOBBYING CERTIFICATION Consultant may not w E conduct any activity, including any payment to any person, officer, or employee of any governmental agency or body or member of Congress in connection with the awarding of any federal contract, grant, loan, intended to influence legislation, a administrative rulemaking or the election of candidates for public office during time compensated under the representation that such activity is being performed as a part of this Agreement L 26 NON-DISCRIMINATION In the performance of this Agreement, Consultant shall w 0 not discriminate against any employee, subcontractor, or applicant for w employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age physical or mental handicap, medical condition, or sexual orientation Consultant will take affirmative action to ensure that subcontractors s and applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical = condition, or sexual orientation E 27 AUDIT OR EXAMINATION Consultant shall keep all records of funds received from City and make them accessible for audit or examination for a period of three a years after final payments are issued and other pending matters Page, 5 of 12 PacketPg 156 K provisions nevertheless will continue in full force and effect without being impaired or invalidated in any way 36 FORCE MAJEURE The respective duties and obligations of the parties hereunder shall be suspended while and so long as performance hereto is prevented or impeded by strikes, disturbances, nuts, fire, severe weather, government action, war acts, acts of God, or any other cause similar or dissimilar to the foregoing which are beyond the control of the party from whom the affected performance was due 37 INTEGRATED AGREEMENT This A-'reement, together with Exhibits "A," "B" "C" and "D" supersede any and all other agreements, either oral or in writing, between the parties with respect to the,subject matter herein Each party to this Agreement acknowledges that no representation by any party, which is not embodied herein, nor any other agreement, statement or promise not contained in this Agreement shall be valid and binding Any modification of the Agreement shall be effective only if it is in writing and signed by all parties 38 EFFECTIVE DATE The effective date of this Agreement is the date the Notice to Proceed is received by Consultant, and shall remain in full force and effect until amended or terminated Dated to 1/0 1 10 Dated � . S 1 S APPROVED AS TO FORM Richard L Adams 11 City Attorney "CITY" 9A tic( By Mike Allagas High Tech Security Page 7 of 12 0 z c d E Z c d E a N M ti ST L C 0 U w d x d E w w a Packet Pg 558 Karger Park • Install 2 High -Definition 1080P cameras • install 1 Bosch License Plate Camera to assist Sheriff's Department,as requested during walk through • Install 4-camera High -Definition DVR that holds at least 14 days of footage • Ensure existing 13 inch LCD monitor is compatible with new DVR system In addition to the specific services at each location listed above, the Consultant will also • Conduct initial site I assessment for three (3) City Parks and Civic Center 1(Public Works Yard • Upgrade all cameras, including inoperable cameras, at all locations and install additional upgraded cameras at the Civic Center / Public Works Yard as well as the new long range camera at Pico Park as listed above` • Install security cameras that meet specifications listed above and the following specifications infrared/night vision, motion activation, date and ,time stamp function, capture still pictures in multiple formats, weather proof for outdoor placement • Provide routine maintenance for security cameras and DVR systems at three (3) City Parks and City Hall / Public Works Yard as set forth in herein for maintenance agreement services • Respond to requests for service of equipment within 48 hours, and repair equipment within 7 business days When repair is not possible, provide price quote for replacement of equipment within 7 business days • Provide a minimum of one-year warranty on parts, hardware, and software installed by Respondent One-year warranty period shall not begin until the entire system is installed at each location specified, inspected and accepted by the Director of Community Development or her designee • Ensure no additional labor costs shall be imposed on the City in order to correct defects within the one-year period warranty period Any costs incurred beyond warranty period will be detailed in the aforementioned Maintenance Agreement • Execute a training plan that describes to adequately accomplish training related to the implementation and full utilization of the system Training shall be provided to personnel designated by the City Page 9of12 Packet Pg 1 0 1 "6c EXHIB_iT "C" The Consultant shall maintain throughout the duration of the term of the Agreement, liability insurance covering the Consultant and, with the exception of Professional Liability Insurance, designating City and City including its elected or appointed officials, directors, officers, agents, employees, volunteers, or consultants, as additional insured against any and all claims resulting in injury or damage to persons or property (both real and personal) caused by any aspect of the Consultant's work, in amounts no less than the following and with such deductibles as are ordinary and reasonable in keeping with industry standards it shall be stated, in the Additional Insured Endorsement, that the Consultant's insurance policies shall ,be primary as respects any claims related to or as the result of the Consultant's work Any insurance, pooled coverage, or self-insurance maintained by the City and City, its elected or appointed officials, directors, officers, agents,, employees, volunteers, or consultants shall be non-contributory. Professional Liability Insurance $1,000,000/$2,000,000 General Liability a General Aggregate $2,000,000 b Products Comp/Op Aggregate $2,000,000, c Personal & Advertising Injury $1,000,000 r d Each Occurrence $1,000,000 z° e Fire Damage -(any one fire) $ 50,'600 f Medical Expense (any one person) $ 5,000 Workers' Compensation V a a Workers' Compensation Statutory Limits h b EL Each Accident $1,000,000 c EL Disease - Policy Limit $1,000,000 d EL Disease - Each Employee $1,000,000 Automobile Liability 0 w a Any vehicle, combined single limit $1,000,000 The Consultant shall provide thirty (30) days advance notice to City in the event of F matenal changes or cancellation of any coverage Certificates of insurance and = additional insured endorsements shall be furnished to City thirty (30) days prior to the effective date of this Agreement Refusal to submit such certificates shall constitute a material breach of this Agreement entitling City to any and all remedies at law orin equity, including termination of this Agreement if proof of insurance required under this Agreement is not delivered as required or if such insurance is canceled and not w a adequately replaced, City shall have the right but not the duty to obtain replacement Page I I of 12 Packet Pg 162 Equipment Overview All equipment listed in the proposal is wan -anted for one year from manufacturers defect. This warranty however, does not include acts of god or vandalism 1 300' lafi=d camera has a 5-50mm zoom lens which will beset to the customers satisfaction This camera is not a Hi Def camera but it is a High Resolution camera @ 650TVL 2 License Plate camera is specifically designed to read a plate when the vehicle is still moving. 3 HI -Res Infrared Interior Dome camera's are a 720P camera or 1.3MP These camera's Y have a very wide angle lens with backlight control. 4 Hi -Res Infrared Vandel Dome camera's are a 1090P camera or 2MP These camera's are high -end camera's with many built in features, such as * BLC * AGC * DEFOG * WHITE BALANCE * AND MORE w 5 Hx Def Hybrid DVR's have the capability of handling digital and analog camera's on a single DVR You will have the same make of DVR at all locations, making it necessay to learn only one system and becoming familiar with that system All of these DVR'S have the ability to be tied into the mtemet and viewed off site The Maintenance Building was an issue that we were looking to address two ways I Install IP canriera's and wirelessly communicate to the DVR @ City Hall 2 Install a DVR. in the Maintenance Building and tie into the Internet to view @ City Hall The first option was not cost effective, with wireless IP camera's running at $500.00+ The second option however, is more cost effective, gives us the ability to expand if needed at the Maintenance building and accomplishes the same thing via Internet communications allowing you to view the camera's from any computer or smart phone! All of this equipment is High -End equipment designed for commercial1government use Should you have any further questions regarding the equipment, please feel free to contact me at (951)833-5698 Thank You, Michael Allagas 0 z r c d E c E a N M ti r cc w a 0 U A d y d x r d E s 0 �v r a Packet Pg 164 Client Information City OF GRAND TERRACE MAINTENANCE BUILDING 22795 BARTON ROAD GRAND TERRACE, CA 92313 HIGH TECH SECURITY P.O. BOX 1373 SAN BERNARDINO, CA 92402 ACO 46601C-10 999931 Tel: (909)885-2101 Fax: (909)885-2102 12 , Proposal Number 566 Date 4/3012015 Expires 6/3012015 Salesperson NUKE ALLAGAS Qty Descripbon Total 1 8 CAMERA HYBRID HI-DEF DVR 1 6TS HARD DRIVE 1 6 CAMERA PWOER SUPPLY 1 20" LCD MONITOR 4 HI-DEF INFRARED VANDEL DOME CAMERA 4 CAMERA MOUNTS 1 16' POLE-4" DIAMETER FOR MOUNTING CAMERA'S 16 LABOR CHARGE2 a $50,00HR 1 TAX $549.00 $350 00 $95 00 $149 00 $996 00 $180 00 $1,800 00 $1,600 00 $339 82 E a Total This Proposal $6,056 82 • MAINTENANCE AGREEMENT TO COVERALL LABOR WOULD BE $20 00 PER MONTH EQUIPMENT REPLACEMENT PROVIDED AT A DISCOUNT WITH MAINTENANCE AGREEMENT • ONE YEAR WARRANTY ON PARTSILABOR • SHOULD YOU HAVE ANY FURTHER QUESTIONS PLEASE FEEL FREE TO CONTACT ME @ (951)833-5698 Notice of Cancellation You may cancel this transaction without any penalties or obligation within three business days from the date above if you cancel any payment made by you under this contract or sale and any negotiable instrument executed by you will be returned within 10 days following receipt by the Company of your cancellation notice I hereby cancel this transaction Subscribers Signature Date Acceptance of Proposal -The above prices, specifications and conditions am satisfactory and are hereby accepted You are authorized to do the work as specked Please print name here propaml 566 Please sign name here Date Approved Packet Pg 666 Client Information CITY OF GRAND TERRACE ROLIINS PARK GRANDTERRACE, CA 92313 111UH 1 tZGH WZWK1 i Y 6 c P.O. SOX 1373 SAN BERNARDINO, Cif► 92402 ACO 46601C-10 999931 Tel: (909)885-29 01 Fax. (909)885-2102 Proposal Proposal Number 563 Date 4/3012015 Expires 6/30/2015 Salesperson MIKE ALLAGAS t'2ty Description Total 8 CAMERA HYBRID HI-DEF DVR 1 6TB HARD DRIVE 4 HI-DEF INFRARED VANDEL DOME CAMERA 1 20" LCD MONITOR 4 LABOR CHARGE 1 TAX $549.00 $350 00 $996.00 $149 00 $320,00 $168 63 Total This Proposal $2,532.63 • MAINTENANCE AGREEMENT TO COVER ALL LABOR WOULD BE $20 00 PER MONTH -EQUIPMENT REPLACEMENT PROVIDED AT A DISCOUNT WITH MAINTENANCE AGREEMENT • ONE YEAR WARRANTY ON PARTS/LABOR • SHOULD YOU HAVE ANY FURTHER QUESTIONS, PLEASE FEEL FREE TO CONTACT ME @ (951)833 6698 Notice of Cancellation -You may cancel this transaction without any penalties or obligation within three business days from the date above if you cancel, any payment made by you under this contract or sale and any negotiable instrument executed by you will be returned within 10 days following receipt by the Company of your cancellation notice I hereby cancel this transaction Subscribers Signature Date Acceptance of Proposal -The above prices specifications and conditions are satisfactory and are hereby accepted You ere authorized to do the work as specified Please print name here Please sign name here Date Approved nrrn■n...��.sr.�c■.■■i�sa�ts �zcasptr'■�z-a■■o�.�ai� Proposal 363 0 z r c as d E a N M r- 0 L c 0 U r L c� m U) c� H t _LM 2 .r c 0 E r 0 R Q Packet Pg 168 6c ACURtir CERTIFICATE OF LIABILITY INSURANCE DATE s/112o1�) THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER IMPORTANT If the certificate holder Is an ADDITIONAL INSURED, the pollcy(les) must be endorsed If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the PRODUCER O ton Ormany a Mn f NAME 3475 E Foothill Blvd, Suite 100 Pasadena, CA 91107 PHONE s2s 7ss 7aooy .All NO) 52fi 583 2117 EMAIL PRESS INSURERS AFFORDING COVERAGE_ NA1C A www boltonco com 0008309 INSURER A Toklo Manne Specialty Insurance Compalv 23850 INSURED Higgh Tech Security INSURERB Securi National Insurance Company J9879 P O Box 1373 INSURERC San Bernardino CA 92402 HNSVRERO COVERAGES CfikTIFICATE MLIMRr-P OACIAAAF REVISInN PAIMRER THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED NOTWITHSTANDING ANY REQUIREMENT TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS EXCLUSIONS AND CONDITIONS OF SUCH POLICIES LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS I`SSR TYPEOFINSURANCE A SU R POLICY NUMBER POLICYEFF MM1DD POLICY EXP MMIDD LIMITS A ,/ COMMERCIALGENERALLIABILITY CLAIMS -MADE Q OCCUR Errors & Omissions J PPKI270279 12/10/2014 12/10/2015 EACH OCCURRENCE s 100000 PRWEMIqES 4a occugencel 10000 J MED EXP (Any one rson) _ $ 500 PERSONAL aADVINJURY S 1,000.00 GENL AGGREGATE LIMIT APPLIES PER ! POLICY EJjECT F�LOC OTHER GENERALAGGREGATE S 5.00000 PRODUCTS .COMPIOPAGG' S 500000 $ AUTOMOBILE LIABILITY ANY AUTO ALLOWNEDSCHEDULED AUTOSAUTS HIRED AUTOS NON�OWNED AUTOS OMBINED SINGLE LIMIT S BODILY INJURY (Per pbrson) $ BODILY INJURY (Per acc4denl) S OPERTYDAMAGE PROPERTY Mdenll S S UMBRELLA LIAR EXCESS UAB OCCUR CLAMS -MADE EACH OCCURRENCE S AGGREGATE S DEO I I RETENTIONS S B WORKERS COMPENSATION AND EMPLOYERS LIABILITY YIN ANYDEXECUT)VE (MyandatoryIn NH) 11 es escribe under DESCRIPTION O OPERATIONS below NIA SWC1057284 10/3/2014 10/3/2015 STrA7UTe F ERH E.LEACH ACCIDENT S 1,00000 E L DISEASE EA EMPLOYE S 1,000,00 E L DISEASE-POUCY LIMIT S 1 000 00 DESCRIPTION OF OPERATIONS ILOCATIDNs 1 VEHICLES (ACORD 101 AddlUooal Remarks SchadWe relay be suaehod U mom apace Ia required) GL Blanket Additional Insured applies per CG20101185 attached only If requited by written contract/agreement Job Operations of the Named insured Additional Insured(s) City of Grand Terrace Ctty of Grand Terrace 22795 Barton Road Grand Terrace, CA 92313 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THEPOLICY PROVISIONS AUTHOR¢EDREPRESENTAT)VE �P 010_�, Liz Tokatlian E Q 01988-2014 ACORD CORPORATION All rights reserves ACORD 25 (2014101) The ACORD name and logo are registered marks of ACORD 24°14865 1 HIGHTEC-Cl 1 1425 GL WC 1 Holton Certificate Processing 1 6/1/2015 5 30 58 PM (PDT) i Page 1 of 2 Packet Pg 170 POLICY NUMBER PPK1270279 COMMERCIAL GENERAL LIABILITY THIS ENDORSEMENT CHANGES THE POLICY, PLEASE READ IT CAREFULLY ADDITIONAL INSURED OWNERS, LESSEES OR CONTRACTORS (FORM E) This endorsement modifies insurance provided under the fallowing I COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name orPerson or Organization. Cityy of Grand Terrace 22795 Barton Road Grand Terrace, CA 92313 (If no entry appears above, information required to complete this endorsement will be shown to the Declarations as applicable to this endorsement) WHO IS AN INSURED (Section H) is amended to include as an insured the person or organization shown in the Schedule, but only R with respect to liability ansing out of your work for that insured by or for you Q CO 20 10 1185 Copyright, Insurance Services Office, Inc ,1984 24914865 1 HIGHTEC-CI 1 1615 GL nC 1 Bolton Certificate Processing l G/l/2015 5 30 58 PH (PDT) 1 Paga 2 of Packet Pg 172 S',T A T E OF CALIFORNIA CONTRACTORS STATE E LICENSE BOARD Pursuant to Chapter 9 of Division 3 of the Business and Professions Code xf and the Rules and Regulations of the Contractors State License Board, the Registrar of Contractors does hereby issue this license to HIGH TECH SECURITY License Number 999931 to engage in the business or act in the capacity of a contractor in the following classification(s) -; 010 - ELECTRICAL - Witness my hand and seal this day, January 12, 2015 Issued January, 9, 2015 David Dias, Board ,Chair This license is the property of the Registrar of Contractors, Cindi A Christenson, Registrar of Contractors is not transferable, and shall be returned to the Registrar upon demand when suspended, revoked or invalidated for any reason It becomes void if not renewed, 13L za (REV 0813) — - - AUDIT NO 59333e Packet Pg 174 e City of Grants Terrace (9911) Application For New Business Licens f ° For Businesses NOT Located in Grand Terrac This temporary certificate is valid for no longer than 30 days from the dr of application or until a business license has been issued if sooner than 30 dad Remit To City of Grand Terrace a c/o MuniServices, LLC a 438 East Shaw Ave Box 367 a Fresno, CA 93710 Toll Free Phone (866) 240-3665 • Fax (855) 219-4338 a Email bizhcensesuapommuniservices com Annual business licenses expire on December 31`i of eabh-year _ Business license renewals are due on or before the last day in January Check all that apply X New Application I I Change of Owner i i Change of Address I I Change of Business Name License Year Application Date ! 1 (} s _ I Legal Business Name a! ! r- :) 't t 1 _ v i� t r It Contractor State License # ` `i DBA (Doing Business As) 'l i Total Number of Employees Business Phone (i, z ) `- -L t Alternate Phone �� i �( 4 35 Fax (q v `1) '1 Business Physical Location -7 ( J , . t. L `_ T (Street No Po Box) (City) (State) (Lp) Business Mailing Address i _ A I � % f i (Address orPO Box) (city) (state) 001 Ownership Type Ci,Sote Proprietorship (Individual) ❑ General Partnership ❑ Corporation ❑ LLC ❑ LLP ❑ Trust Please descnbe your business activity in detail w ; z r , j v -) ; L L r1 i v _j Business email 't Federal ID # Business website i t !" a % l s Date Business Began in Grand Terrace Owner Information — Use separaie sheet of paper with additional owners` inf6airikion`if necessary I. Owner #1 Owner Name. 4 < Owner Address I i' t -s G T L E , `r -.j A-0 S t3 "; 4 u Owner Cell Phonel l` t� �' `� `� C ' 1 ti, Owner Phone Owner SSN Owner #2 Owner Name (First Name) (Middle Initial) (Last Name) Owner Address (Slraet No PO Box) (OW (State) (Zip) Owner Cell Phone Owner Phone Owner SSN Primary Contact (Business License Related Questions andlorr Emergency Contact) " Name 1-7 A c 1- 1 4 i , A-1 } . Title C k Phone (`t' -0 (First Name) (Middle Imhaq (Last Name) c 1� Address i ry a �'r L i ` . t1 �' `; i t_ L� ) �s Cell Phone (street No Po Box) (City) (state) Cap) $1 00 State Mandated Disability Access Education Fee - On September 19, 2012 Governor Brown signed into taw CA Senate Fee SBA 186 which adds a state fee of $1 on any applicant for a local business license or similar instrument or permit, or renewal thereof The purpose is to increase disability access and compliance with construction -related accessibility requirements and to develop educational resources for businesses in order to Facilitate compliance with federal and state disability laws, as specified Under federal and state law, compliance with disability access laws is a serious and significant responsibility that applies to all California building owners and tenants with buildings open to the public You may obtain information about your legal obligations and how to comply with disability access laws at the following agencies The Division of the State Architect at www dge ca gov/dsalNome aspix, the Department of Rehabilitation at www rehab cahwnetgovor the California Commission on Disability Access at www ccda ca gov Q Packet Fig 176 li c POLICY NUMBER PPK1270279 COMMERCIAL GENERAL LIABILITY THIS ENDORSEMENT CHANGES THE POLICY, PLEASE READ IT CAREFULLY. ADDITIONAL INSURED OWNERS, LESSEES OR CONTRACTORS (FORM B) This endorsement modifies insurance provided under the following I COMMERCIAL GENEkAL LIABILITY COVERAGE PART SCHEDULE Name of Person or Organization C►tyy of Grand Terrace 22795 Barton Road Grand Terrace, CA 92313 r+ V L 0` t/ W L 3 Ci Gi rn t v d t— rn 2 (If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement) m E t WHO IS AN INSURED (Section II) is amended to include as an insured the person or organization shown in the Schedule, but only with respect to liability arising out of your work for that insured by or for you Q CO 20 10 1185 Copyright, Insurance Services Office, Inc , 1984 74914965 1 HIM= C1 1 1415 GL WC i Bolton Certificate Procconing i 611/201S 5 30 56 PR (PGTi t Page 2 of 2 PacketPg 178 7 k y! MEETING DATE July 28, 2015 Council Item TITLE Repeal Municipal Code Chapter 15 36 and Repeal and Replace Municipal Code Chapter 15 24 Relating to Permitting Procedures for Small Residential Rooftop Solar Energy Systems PRESI�NTED BY Sandra Molina, Community Development Director RECOMMENDATION Introduce an Ordinance to repeal Municipal Code Chapter 15 36 (Solar Water Heating Systems) in its entirety, repeal Municipal Code Chapter 15 24 (Uniform Solar Energy Code) in its entirety and adopt a new Chapter 15 24 (Small Residential Rooftop Solar Energy System Permits) 2030 VISION STATEMENT This staff report supports Goal #1 "Ensure Our Fiscal Viability" by exploring creative means to provide services BACKGROUND Previously adopted Chapters 15 24 and 15 36 of Title 15, of the Municipal Code setting requirements for solar heating systems have become obsolete The proposed Model Codes will cover requirements for solar installations that the State of California adopted in 2014 DISCUSSION In September of 2014, Governor Brown signed into law the Solar Permitting Efficiency Act (Assembly Bill 2188) which requires local governments to adopt an administrative Ordinance creating an expedited permit process for rooftop solar installations under 10 kilowatts Under this new law, the local ordinance needs to provide a process that substantially conforms to that set forth in the California Solar Permitting Guidebook Attachment 1 of this report is an excerpt of said Guidebook that provides background information on the expedited permitting process The expedited process provided in the Guidebook is accompanied by templates that can be easily modified and which will ensure standardization, safety, and compliance for systems which meet the eligibility criteria Staff has adapted the templates for use by the Building and Safety Division The most significant elements of the Ordinance are as follows ■ Definitions for important solar permitting terms have been included Solar energy system installations shall meet applicable health and safety requirements, as well as California Plumbing, Mechanical and Electrical Codes PacketPg 179 :� G p IZI_ Z161: 191 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE REPEALING CHAPTER 15 36 (SOLAR WATER HEATING SYSTEMS) IN ITS ENTIRETY AND REPEALING AND REPLACING CHAPTER 15 24 (UNIFORM SOLAR ENERGY CODE) OF TITLE 15 OF THE GRAND TERRACE MUNICIPAL CODE RELATING TO PERMITTING PROCEDURES FOR SMALL RESIDENTIAL ROOFTOP SOLAR ENERGY SYSTEMS WHEREAS, as set forth in Government Code Section 65850 5(a) it is the policy of the State of California that local agencies encourage the installation of solar energy systems by removing obstacles to, and minimizing the costs of, permitting such energy systems, and WHEREAS, as set forth in Government Code Section 65850 5(g), cities must adopt an ordinance on or before September 30, 2015 that creates an expedited and streamlined permitting process for small residential rooftop solar energy systems, and WHEREAS, the ordinance must substantially conform with the recommendations set forth in the California Solar Permitting Guidebook, including the use of a checklist of all requirements that, ificomplied with, requires cities to approve the application and issue the applied for permits, and WHEREAS, the City Council of the City of Grand Terrace finds that it is in the interest of the health, welfare and safety of the public to provide an expedited permitting process to encourage the effective development of solar technology, and WHEREAS, the City Council of the City of Grand Terrace finds that the following ordinance will have the effect of encouraging the installation of small residential rooftop solar energy systems and minimizing barriers, obstacles, and costs of obtaining permits for their installation NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND TERRACE DOES HEREBY ORDAIN AS FOLLOWS Section 1 Chapter 15 36 "Solar Water Heating Systems" of Title 15 "Buildings and Construction" of the Grand Terrace Municipal Code is hereby repealed in its entirety Section 2 Chapter 15 24 "Uniform Solar Energy Code" of Title 15 "Buildings and Construction" of the Grand Terrace Municipal Code is hereby repealed and replaced with a new Chapter 15 24 "Small Residential Rooftop Solar Energy System Permits" as follows a 11 Packet Pg 18 1 `7 a 3 H A "feasible method to satisfactorily mitigate or avoid the specific, adverse impact" includes, but is not limited to, any cost-effective method, condition or mitigation imposed by the City on another similarly situated application in a prior successful application for a similar permit I "Planning commission" means the Planning Commission for the City of Grand Terrace J "Reasonable restrictions" on a solar system are those restrictions that do not significantly increase the cost of the system or significantly decrease its efficiency or specifc performance, or that allow for an alternative system of comparable cost, efficiency, and energy conservation benefits K "Restrictions that do not significantly increase the cost of the system or decrease its efficiency or specified performance" means 1 For water heater systems or solar swimming pool heating systems an amount exceeding 10% of the cost of the system, but in no case -� more than $1,000 00, or decreasing the efficiency of the solar O energy system by an amount exceeding 10%, as originally specified and proposed n 2 For photovoltaic systems an amount not to exceed $1,000 00 over M T the system cost as originally specified and proposed, or a decrease 'in system efficiency of an amount exceeding 10% as originally specified and proposed 2 L "Small residential rooftop solar energy system" means all of the following W 1 A solar energy system that is not larger than 10 kilowatts d alternating current nameplate rating or 30 kilowatts thermal V L 2 A solar energy system that conforms to all applicable state fire, O structural, electrical, and other building codes as adopted or 0 amended by the City of Grand Terrace and all State of California health and safety standards 3 A solar energy system that is installed on a single or duplex family w dwelling w a 4 A solar panel or module array that does not exceed the maximum legal building height as defined by the City of Grand Terrace M "Solar energy system" means either of the following 1 Any solar collector or other solar energy device whose primary purpose is to provide for the collection, storage, and distribution of solar energy for space heating, space cooling, electric generation, or water heating Packet Pg 183 ' 11 Ira 1 _� applications, and other documents in lieu of a wet signature D The Building Department shall adopt a standard plan and checklist of all requirements with which small residential rooftop solar energy systems shall comply with to be eligible for expedited review E The small residential rooftop solar system permit process, standard plans, and checklist shall substantially conform to the recommendations for expedited permitting, including the checklist and standard contained in the most current version of the California Solar Permitting Guidebook adopted by the Governor's Office of Planning and Research F All fees prescribed for the permitting of small residential rooftop solar energy systems must comply with Government Code Sections 65850 55 and 66015 and Health & Safety Code Section 17951 Section 15 24 060 Expedited permit review and inspection requirements A The Building Department shall adopt an administrative, nondiscretionary review process to expedite the approval of small residential rooftop solar energy system applications within 30 days of adoption of this chapter For an application for a small residential rooftop solar energy system that meets the requirements of the approved checklist and standard plan, the Building Department shall issue a budding permit or other non -discretionary permit within 3 business days for over-the-counter applications or within 5 business days for electronically filed applications A budding official may require an applicant to apply for an administrative conditional use permit if the official finds, based on substantial evidence, that the solar energy system could have a specific, adverse impact upon the public health and safety Such decisions may be appealed to the Planning Commission B Review of the application shall be limited to the budding official's review of whether the applicant meets local, state and federal health and safety requirements C If an administrative conditional use permit is required, a building official may deny an application for the use permit if the official makes written findings based upon substantive evidence in the record that the proposed installation would have a specific, adverse impact upon public health or safety and there is no feasible method to satisfactorily mitigate or avoid the specific, adverse impact Such findings shall include the basis for the rejection of the potential feasible alternative for preventing the adverse impact Such decisions may be appealed to the Planning Commission D Any condition imposed on an application shall be designed to mitigate the specific, adverse impact upon health and safety at the lowest possible cost Packet Pg 185 '7a PASSED, APPROVED AND ADOPTED this day of ATTEST Pat Jacquez-Nares City Clerk Approved as to form Richard L Adams, City Attorney Darcy McNaboe Mayor 2015 Packet Pg 187 California 1, Solar Permitting Guidebook Improving Permit Review and Approval for Small Solar Systems Developed by Solar Permifhng Task Force Governor's Office of Planning and Research Office of Governor Edmund G Brown Jr Packet Pg 718791 y°4 SE- L OF TNT w STATE OF CALIFORNIA m O m r GOVERNOR'S OFFICE of PLANNING AND RESEARCH i C�I•IFONNI� EDMUND G BROWN JR GOVERNOR 16 December, 2014 KEN ALEX DIRECTOR The Governor's Office of Planning and Research is pleased to release this second edition of the California Solar Permitting Guidebook This updated document builds on the 2012 first edition, with changes made in order to reflect the 2013 California Building Code and other new requirementg The second edition also incorporates new guJdance for structural permitting of certain solar installation, an inspection guide, and a simple eligibility checklist for expedited permitting This update will help address the requirements of the Solar Permitting Efficiency Act (Assembly Bill 2188, [Muratsuchi, 20141), signed into law by Governor Brown in September, which requires local governments to adopt an administrative ordinance creating an expedited permit process for rooftop solar installations under io kilowatts Under that law, the local ordinance needs to provide a process that "substantially conforms" to that set forth in this Guidebook The expedited process provided in Sections 3 and 4 of this Guidebook is accompanied by templates that can be easily modified and adopted, and which will ensure standardization, safety, and compliance for systems which meet the eligibility criteria The term "substantially conform" is intended to allow local governments flexibility to address local issues and considerations while still meeting the goal of streamlining and standardizing solar permitting The statute specifically authorizes modification of the Guidebook process, if necessary, due to "unique climatic, geological, seismological, or topographical conditions " This specific authorization is not intended to preclude other"modifications, as long as the overall process "substantially conforms " For example, substantial conformance allows modifications that may be needed to reflect the operational or planning concerns of local fire departments The bill specifically requires cities and counties to consult with their local fire departments or districts when developing the ordinance, and modifications should be made as necessary to reflect local variation in these areas While the cost of solar hardware has declined significantly over the past several years, the "soft" costs including permitting have remained high, in part due to difficult and widely varying permitting requirements in different jurisdictions The expedited permitting process laid out in this Guidebook has been crafted to greatly improve the uniformity and ease of permitting for most residential solar installations The improved ease and cost of obtaining a permit will make rooftop solar more accessible to California residents, and make our electricity cleaner Sincerely, I �� LX— Ken Alex Director, Governor's Office of Planning and Research Senior Advisor, Office of California Governor Edmund G Brown, Jr 1400 10th Street P O Box 3044 Sacramento California 95812 3044 (916) 322 2318 FAX (916) 322 3785 www opr ca gov Packet Pg 19711 TABLE OF CONTENTS PREFACE 4 �a ACKNOWLEDGMENTS 5 PURPOSE AND USE OF THIS GUIDE 6 P � CURRENT LAWS, REGULATIONS AND CODES .... 8 c State Code Requirements 8 O Limits on Local Modifications 8 Permit Fees 10 0 Cn Parf M THE PROJECT APPROVAL PROCESS .. .. 12 M Permit Application and Plan Review 12 c. Site Inspection 15 U Local Utility Approval (Solar PV systems only) 15 w Parf Y RECOMMENDATIONS FOR EXPEDITED PERMITTING FOR SMALL PV SYSTEMS 18 0 0 m PV Toolkit for Local Governments 21 '2 t 3 l 1) Submittal Requirements Bulletin — Solar Photovoltaic Installations 10 kW or Less in One- and Two -Family Dwellings 22 r 2) Eligibility Checklist for Expedited Solar Photovoltaic Permitting E for One- and Two -Family Dwellings 25 0 IL 3) Solar PV Standard Plan — Simplified Central/String Inverter Systems for One- and Two -Family Dwellings 26 0 4) Solar PV Standard Plan — Simplified Microinverter and ACM Systems for One- and Two -Family Dwellings 39 5) Structural Criteria for Residential ° Rooftop Solar Energy Installations 45 6) Memorandum of Understanding (MOU) Regarding Solar Photovoltaic r Plan Review and Inspection Services 55 = 7) Inspection Guide for PV Systems in One- and Two -Family Dwellings 57 E I= so RECOMMENDATIONS FOR EXPEDITED SOLAR THERMAL INSTALLATIONS. 65(Under development) Q r c Parf E RESOURCES AND INFORMATION 66 Understanding the Code 66 Q Glossary 79 Additional Resources 81 PacketPg 193 ACKNOWLEDGMENTS This Guidebook was developed in collaboration with the following individuals and organizations Ken Alex, Jeff Monkey Jennifer Alfsen George Apple Mark Baldassari Misha Balmer, Alan Fields, Hilary Pearson Bill Brooks Larry Brugger i Steve Burger Emilio Comacho, Elli Harland Claudia Cappio, Shawn Huff, Kyle Krause, Richard Weinert, Emily Withers Nicholas Chaset Val Anderson, Daniel Chia, Michael Galvez, Hilary Wall, Rick Hanson Sachu Constantine, Claudia Eyzaguirre Tamara Gishn Jason Crapo Wade Crowfoot Andy Davidson Bernadette Del Chiaro Tom Enslow Gary Gerber Sharon Goei Mark Goodman Pete Guisasola Daniel Hamilton Alison Healy Andrew Henning, Kevin Reinertson Mike Richwine Tonya Hoover Don Hughes Peter Jackson Mostafa Kashe Janice Kluth Suzanne Korosec Sherrill Neidich Le Quyen Nguyen Sheila Lee Brian Leong Greg Magofna and Sarah Moore Jeff Mathias Tom McCalmont Ed Murray Jim McGowan, Michael Nearman, Enrique Rodriguez Les Nelson Kimberly Martin, Stephanie Nicholas, Vince Nicoleth Susan Oto Matthew Paiss Rhonda Parkhurst Vance Phillips Michael Quiroz Bob Raymer Patrick Redgate Rick Renfro Glenn Schainblatt Bill Stewart John Taecker Theresa Townsend Brandon Treloar Shannon West Scott Wetch Larry Williams John Wolfe Osama Younan, Behzad Eghtesady Thomas Yurysta Robert Woods Eddie Bernacchi Brandon Carlson Adam Gerza Governor's Office of Planning and Research Solar Nexus CSD Solar Leo Patnode Enphose Energy Sungevity Brooks Engineering International Code Council City of Folsom California Budding Officials (CALBO) California Energy Commission Department of Housing and Community Development California Public Utility Commission SolarCity Center for Sustainable Energy Contra Costa County Governors Office Unirac CALSEIA Adams Broadwell Sun Light and Power City of Walnut Creek CLEE Bureau Ventas ABAG City of San Francisco CalFire State Fire Marshal Santa Clara County City of Bakersfield Los Angeles County City of Chula Vista California Energy Commission City of Santa Clara City of Fresno City of Berkeley Synergy Solar McCalmont Engineering Aztec Solar Building Standards Commission IAPMO San Diego County Sacramento Municipal Utility District San Jose Fire Department City of Palo Alto City of San Ramon 3rd Wave Consulting California Budding Industry Association Ameco Solar City of Elk Grove City of Sebastopol Solar Craft Underwriters Laboratories Division of the State Architect Walker Wright Sunrun GO Biz Carter, Wetch and Associates Steel Framing Industry Association Mar Structural Design City of Los Angeles Optony City of Concord National Electrical Contractors Association New Day Solar Sullivan Solar 0 M ti C. L d 0 x w Y O O d 3 (9 C 43 L d a R O C L R tU California Solar Permitting _ packet Pg' 195 ;7b the counter" or similar manner This Guidebook uses the terms expedited and streamlined synonymously These thresholds capture approximately 90% of the solar systems that are currently being installed Above this size threshold, a system's design considerations become more complex Assembly Bill 2188 (2014, Muratsuchi) requires jurisdictions to adopt an expedited permitting process that "substantially conforms" with that laid out in Parts 3 and 4 of this Guidebook Jurisdictions may modify these documents as specified and should review these sections of the Guidebook for a more detailed discussion of this process An electronic version of this Guidebook that includes clickable links to Internet resources can be found on the websites of several California entities The Governor's Office of Planning and Research, California Building Standards Commission, Office of the State Fire Marshal, California Department of Housing and Community Developmpt and Center for Sustainable Energy r C d E t C1 a.+ Q California Solar Permitting packet Pg' 197 Cities, counties and local fire departments file these local amendments to the state building code with the California Building Standards Commission Findings that are prepared by fire protection districts must be ratified by the local government and are then filed with the California Department of Housing and Community Development PLANNING AND ZONING REQUIREMENTS Californian cities and counties have authority to adopt laws that govern local land use Local governments typically enforce their own general plans and other comprehensive plans that guide development in their communities and then adopt local ordinances and zoning regulations to enforce these plans Local governments generally can adopt local laws regarding where certain land uses, such as large commercial energy generation, can be located within their communities A more detailed conversation regarding land use and Izonmg for solar projects is addressed in a 2012 guide produced b� the California Planning Directors Association (CPDA), which is referenced in the Resources section of this Guidebook This guide recommends several steps to streamline land use decisions regarding solar energy REQUIREMENT TO ADOPT AN EXPEDITED PERMITTING PROCESS FOR SMALL ROOFTOP SOLAR M Assembly Bill 2188 (Muratsuchi, 2014) requires local governments to adopt an administrative ordinance that creates a streamlined permitting process for small rooftop solar system installations on or before September 30, 2015 It also limits the number of inspections that may be required a These requirements are applicable to solar energy systems that 1 Are no larger than 10 kilowatts alternating current nameplate rating or 30 kilowatts thermal 2 Conform to all applicable state fire, structural, electrical and other building codes as adopted or amended by the city, county or city and county and paragraph (3) of subdivision (c) of Section 714 of the Civil Code 3 Are installed on a single-family or duplex family dwelling 4 Do not exceed the maximum legal building height as defined by the authority having jurisdiction The law also requires that this streamlined process "substantially conform" to the permitting process laid out in this Guidebook See Parts 3 and 4 of this Guidebook for an explanation of this process Finally, the law sets limits on the cost and efficiency impacts that homeowner associations may have on proposed solar projects The full text of this bill can be found here RESTRICTIONS TO LOCAL LIMITS ON SOLAR ENERGY Where solar energy is generated for on -site use, state law clearly limits local governments' ability to unreasonably prohibit solar systems The following state laws place limits on local regulation of solar energy systems California Solar Rights Act The California Solar Rights Act is a state law, passed in 1979, that elevates the timely and cost-effective installation of solar energy systems as a matter of statewide importance The law establishes the right of homeowners and businesses to access sunlight in order to generate solar energy, limits the ability of local s governments and homeowner associations (HOAs) to prevent the installation of solar systems and prohibits a 0 public entity from receiving state funding for solar energy programs if it unreasonably restricts the installation Q of solar energy systems The act's preamble provides the overarching intent of the act by stating Packet Pg 199 Government Code Section 66015 further sets specific limits on the amount local enforcing agencies can charge for solar PV permit fees Fees in excess of these limits must be explicitly)ustified and are prohibited unless the municipality determines that it has already adopted a streamlined permit approval process Permit Fee Limits for PV Residential 15 kW or less $500 Commerci al 50 kW or less $1000 More than 15 kW $500 + $15 per kW 50 kW— 250 kW $1000 + $7 per kW above 15 1 above 50 kW More than 250 kW $2400 + $5 per kW above 250 kW While some local governments have yet to comply with these laws, other local governments have reduced or w even waived fees to install solar systems, recognizing the many benefits created by expansion of solar energy in M their communities Q ,Packet Pg 201 The local agency enforces all Title 24 requirements from the state as well as any local requirements on solar energy installations In many cases, the local agency must interpret how state requirements apply to certain buildings The enforcing agency must verify that the installation complies with structural requirements and for solar PV installations must verify that it meets electrical requirements and applicable fire safety ratings Each of these areas is discussed in detail Structural Requirements Installation of a solar energy system on the roof of a structure adds weight to the structure, commonly referred to as "dead load" This additional weight must be accounted for to ensure that the building can safely bear the weight of the solar installation In new construction, this additional load is usually addressed easily and at very little cost Where a solar system is added to existing buildings, the cost and complexity of adding weight to the roof vary depending on the structure of the building and roof Solar panels also may impose loads generated by seismic forces and, in some areas, by snow accumulation Solar panels must also resist wind forces The California Building Code and California Residential Code contain specific tables that determine the M required size and spacing of structural support for a roof according to assumed design loads based on roof covering, roof slope and snow loads These specific tables do not address structural support that is required for additional equipment on rooftops such as PV systems a Roof structures are also designed to carry temporary construction loads, termed "roof live loads," in addition to the self -weight of the structure Solar arrays, if installed close to the roof surface, displace roof live loads such as workers and bundles of shingles This displacement of roof live load creates reserve load -bearing capacity that can be used to justify additional dead and wind loads from solar arrays This approach is the basis of the Structural Toolkit on page 31 that enables "over-the-counter" permitting for prequalified systems without requiring project -specific structural calculations Building codes do provide design criteria that an engineer or architect can use to calculate the required structural support required for additional loads on rooftops, such as solar energy systems The Solar Guidebook's Structural Toolkit suggests criteria for when a licensed engineer or architecture may need to be consulted when adding solar arrays to a roof structure and when a prequalified system does not require project -specific structural calculations By reviewing a jurisdiction's expedited procedures, permit applicants can learn when the local enforcing agency specifically requires the services of a licensed engineer or architect to verify proposed plans for a solar energy system, and when the jurisdiction has an alternate method that waives such requirements Electrical Requirements (Solar PV systems only) Individual components of solar PV systems must comply with the California Electrical Code (CEC) This £ requirement applies to several system components, including but not limited to the installation's panels, modules, wire, inverters, connectors and disconnects The CEC requires these components in the solar w PV system to be "identified and listed for the application" It is important to ensure that the solar system's Q components are listed within a product standard that covers the proposed use E Currently, no complete system listings exist for solar installations, but rather system listings exist for a solar PV installation's individual components Components that are identified and listed for solar PV installation application must be installed in accordance with both the California Electrical Code and the manufacturers' Q installation instructions Solar PV systems that use components listed for the application and are properly designed and installed constitute a code -compliant system from an electrical standpoint Packet Pg 203 Portions of the 2008 State Fire Marshal guideline were adopted into the 2012 International Fire Code and are included in the 2013 California Building, Residential and Fire Codes Permit applicants should contact the local fire authority to determine if specific fire safety requirements beyond current state regulations have been adopted in the local jurisdiction Planning and Zoning As noted earlier in this guide, California cities and counties have authority to adopt laws that govern local land use, but are limited from restricting solar energy systems where energy is being generated for use on -site Local governments have more latitude to determine where large, commercial energy generation can be located within their communities For commercial solar energy projects, developers should determine what if any local plans, laws or regulations govern where the protect can be located QQQ00f7t; � 1, OSzt-11nspection After a solar energy system is installed, an inspector from the local enforcing agency physically inspects the � � installation This field inspection is the last step before final project approval is granted by the local enforcing co agency (note that a PV system cannot begin operating until it has received approval from both the local v enforcing agency and the local utility) The field inspection ensures the solar energy system has been installed a properly and according to the approved plans Some local governments conduct "rouges' or preinspections to ensure, for example, that roof penetrations are compliant with code or other requirements Others may inspect i j the structural integrity of a building prior to installation ,Y Inspections focus on verifying that an installation is compliant with applicable building code, electrical code and fire safety requirements To ensure building code compliance, an inspection will verify proper material selection, soundness of structural attachment to the roof or ground and that all components are securely fastened Inspection of a solar PV installation's electrical system often focuses on wiring methods, circuit protection, grounding and safety signage To ensure fire safety of a solar PV installation, the inspection verifies labeling of equipment to limit firefighter exposure to electrical voltage, space for firefighters to access the building or structure and limitations in roof installations due to firefighting suppression techniques Currently, inspection standards for solar energy systems can differ among jurisdictions due to differing interpretations of code standards and inconsistent expertise among field inspectors Permit applicants should ask the local enforcing agency to provide a clear explanation of what the on -site inspection will entail, including what elements of the system the inspector will examine This Guidebook provides a set of standard inspection criteria, which will eliminate much of this variation if adopted by jurisdictions Local enforcing agencies also schedule and execute site inspections differently Many jurisdictions are able to complete a site inspection within one or two days of notice that construction of the solar installation is completed, while others may take longer Similarly, some enforcing agencies are able to predict a narrow E window of time within which an inspector will visit a property, which saves the permit applicant's time and r money, while other agencies are less precise Enforcing agencies should work to minimize the delay between Q the permit approval and site inspection and to minimize the inspection window Finally, enforcing agencies should strive to eliminate "rough" or preinspections and, instead, ensure compliance with all applicable rules and requirements during the final inspection m 1E .r .r 00ii�` � � a & a1)61hty Approval (Solar PV systems only) All solar PV installations need the local utility's approval to link into the electricity grid, a process commonly referred to as "interconnection" This interconnection approval must be granted before a solar PV installation PacketPg 205 '7b 4 Local agencies can save valuable staff time and resources by following these tips ' • Provide clear written instructions on the permitting process Making this information available on the Internet and at the>department's" counter are low-cost ways to reduce errors by permit applicants • Take advantage of information technology e Online or electronic application submittal and permit issuance, including use of e-signatures, can minimize or' eliminate backlogs at the counter and, thus, free up staff time to focus on°more complex permit applications- ' • Use standardized forms P Using standard forms that permit applicants simply fill out simplifies review for staff and reduces the possibility of omitted information • Consider hosting contractor training events CO) Partnering with the solar contractor community to train contractors on proper permit submittals represents a small investment of time that may,avoid hours of staff work processing flawed permitting applications • Standardize requirements across jurisdictions w Using common permit materials, such as checklists and standard plans, across city and county c lines reduces permit submittal errors among contractors working throughout a region �o e m a PacketPg 207 1 The model streamlined permit process recommended in this section is intended to apply to PV systems with a maximum power output of 10 kW or less that meet certain criteria As PV systems increase in size and complexity, the ability to handle these projects via a standard framework diminishes However, it should be noted that larger PV systems or installations with complicating factors can still be approved in a timely manner through a clear and efficient permit review process It is not the intent of an expedited process to circumvent the engineering process Rather, the intent of a streamlined process is to recognize the similarities among these smaller systems and establish guidelines to determine when a PV project is within the boundaries of typical, well-engmeered systems Efficient permitting requires cooperation among local permitting staff and solar contractors Many local enforcing agencies have provided informational training for agency staff and solar contractors to explain local requirements and vice versa Thisl training has resulted in better educated staff and contractors, reducing permit application errors and saving time and resources for the local permitting agency PV Toolkit for Local Governments The seven template documents provided in this section form an optional toolkit that local governments can utilize to reduce their costs of permit review, approval and inspection, and to ensure a predictable and efficient process for permit applicants Assembly Bill 2188 (2014, Muratsuchi) requires local governments to adopt an expedited permitting process that "substantially conforms" with the process outlined in this Guidebook According to the bill's author "The term `substantially conform' is intended to allow local governments enough flexibility to address potential changes that they believe are necessary while still meeting the goal of streamlining and standardizing solar permitting Further, AB 2188 states that local governments may modify the Guidebook, if necessary, due to unique climatic, geological, seismological or topographical conditions' These modifiers are intended to provide additional flexibility for local governments and are not intended to limit how the cities and counties `substantially conform' to the Guidebook" The author further notes that this flexibility is also intended to allow jurisdictions to make any changes necessary to reflect the operational needs of local fire departments or districts The templates in this toolkit can be adopted in many jurisdictions with only minor administrative adjustments However, building officials should review these documents and the assumptions on which they are based, and make further modifications as necessary to meet the needs of their jurisdiction Jurisdictions are not required to notify the Building Standards Commission of modifications to these documents when adopted Templates for streamlining permitting of small systems (10 kW or less) on one- and two-family homes Submittal Requirements Bulletin — Outlines the necessary steps to secure permits and details what materials must be submitted in the permit application and key points of the on -site inspection Eligibility Checklist — Defines the size, electrical, structural and fire safety requirements for solar installations to qualify for streamlined permitting Standard Electrical Plans — Enable applicants to "fill in the blanks" to explain the electrical configuration of a solar PV system This toolkit offers two simplified standard plans that can be used for small solar PV installations one for systems using a central/string inverter and another for systems utilizing microinverters Comprehensive standard plans for central/string inverter and for Q It Part 3 Recommendations for Ezpeditbd Permrtting'for Smo11 r x 0acket Pg 209 MEETING DATE TITLE PRESENTED BY AGENDA REPORT July 28, 2015 Council Item A Resolution Establishing Policies and Procedures for the Naming of City -Owned Land, Buildings, and Facilities Sandra Molina, Community Development Director RECOMI\IENDATION Adopt RESOLUTION NO 2015- 1 , A RESOLUTION OF THE CITY COUNCIL OF THE CIOF GRAND TERRACE STATE OF CALIFORNIA ESTABLISHING POLICIES AND PROCEDURES FOR THE NAMING OF CITY -OWNED LAND, BUILDINGS, AND FACILITIES BACKGROUND After receiving a request for a name change to a City park, Staff discovered that there was no formal policy for the naming and renaming of municipally owned property in the City It is appropriate to establish such a policy as a means to address such name change requests in the future DISCUSSION A policy establishing Policies and Procedures for the Naming Of City -Owned Land, Buildings, and Facilities is recommended for establishing and maintaining a uniform process for the naming of municipally owned property including buildings, structures, and real property (open areas and parks The attached policy (Exhibit A) also provides for the Council establishing a subcommittee, as the Council deems appropriate, to evaluate proposals for naming public property and for considering name changes to public property in accordance with the established policy Staff is recommending the adoption of a resolution Policies and Procedures for the Naming Of City -Owned Land, Buildings, and Facilities FISCAL IMPACT There is no fiscal impact associated with approval of this item ATTACHMENTS • Resolution 2015 - Policy Establishing Policies and Procedures for the Naming of City -Owned Land, Buildings, and Facilities (DOCX) • Exhibit a - Policy Establishing Policies and Procedures for the Naming of City - Owned Land, Buildings, and Facilities (DOCX) Packet Pg 211 Ir RESOLUTION NO 2015- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE STATE OF CALIFORNIA ESTABLISHING POLICIES AND PROCEDURES FOR THE NAMING OF CITY -OWNED LAND, BUILDINGS, AND FACILITIES WHEREAS, on October 8, 2013, the City Council adopted a Facility Use Policy establishing policies, procedures and regulatioins for the use of parks, sports fields, and facilities, and WHEREAS, the City has determined the need to establish formal guidelines for the naming of City -owned land, buildings and facilities, and WHEREAS, the Community Development Department has prepared a Policy to determine appropriate names for City -owned land, buildings and facilities, whether, and under what circumstances, such land, buildings, and facilities should be named or renamed, and the duration of naming rights of City -owned land, buildings and facilities NOW THEREFORE, BE IT RESOLVED THAT,CITY COUNCIL OF THE CITY OF GRAND TERRACE DOES RESOLVE, DETERMINE, FIND AND ORDER AS FOLLOWS Section 1 The City Council finds that all of the above recitals are true and correct and are incorporated herein by reference Section 2 The City Council hereby establishes Policies and Procedures for the Naming of City -owned Land, Buildings and Faculties, attached hereto as Attachment A 0 N C O 4� 7 O U7 0 r+ C d E t V lC Q Packet Pg 213 Exhibit A 0 � o 011a. o M M 6RA U 7ERRASE T City of Grand Terrace Policy on Place Names and Name Changes PURPOSE A To establish formal policies as a guide to the City Council in considering 1 Appropriate names for City -owned land, buildings and facilities, and 2 Whether, and under what circumstances, such land, buildings, and facilities should be named or renamed in honor of individuals, and 3 The duration of naming rights of City -owned land, buildings and facilities SCOPE A This regulation is applicable to all City departments and offices responsible directly to the City Manager B It is also requested that elective offices and other independent offices and departments of the City comply with these procedures in the interest of administrative uniformity III POLICY A In determining the names to be given to City -owned land, buildings and facilities, the City Council will give particular consideration to the following policy guidelines 1 The City Council will consider candidate names for facilities whether submitted by Council members, City staff, City agencies, civic organizations, and/or the general public including names incorporating the name of Grand Terrace where it is deemed important for civic or other reasons for a budding or facility to be identified with the City 2 Names that have recognizable geographic, topographic or historical significance associated with Grand Terrace In assessing this type of name, the City Council will take into consideration the recommendations from different bodies such as the Planning Commission or Grand Terrace Historical Society 3 City -owned land, buildings and facilities may be named in honor of persons who have served the nation, the State of California and/or the City of Grand Terrace in an exceptional and distinguished manner, and where such action is warranted by a contribution or service which is deemed to be of major significance 4 The naming of City -owned land, buildings and facilities in honor of a deceased person shall generally not take place until after a minimum of one-year waiting period unless the City �x Council determines that there are overriding considerations deviating from this policy guideline This particular policy guideline is not intended in any way to reflect on the merits of any deceased individual who may have been a prominent civic leader However, it is felt E r 7 � r+ w Q Page 1 of 2 Packet Pg 215 AGENDA REPORT MEETING DATE July 28, 2015 Council Item TITLE Reaffirmation of Resolution No 2012-11 Support Transfer of Ontario Airport to Local Control PRESENTED BY Pat Jacquez-Nares, City Clerk RECOMMENDATION Reaffirm the adoption of Resolution No 2012-11 A Resolution of the City of Grand Terrace, California, in Support of the Transfer of Ontario Airport (ONT) to Local Control 2030 VISION STATEMENT This staff report supports Goal #4 - Develop and Implement Successful Partnerships by working collaboratively with other Public Sector Agencies to facilitate the delivery of services benefitting our community BACKGROUND At the Council Meeting of May 26, 2015, Mayor McNaboe requested that the reaffirmation of the adopted Resolution No 2012-11(Attachment A) be placed on the agenda She received a request to sign a letter of support for this matter, which was subsequently signed and mailed This report is to provide the new Council Members with the information to further support this issue on the City's behalf At the Council Meeting of February 28, 2012, the City Council adopted Resolution No 2012-11 A Resolution of the City Council of the City of Grand Terrace, California, in support of the transfer of the Ontario Airport (ONT) to local control At the Council Meeting of February 12, 2012, the City Council received information on the need for local control of the Ontario International Airport (ONT) from City of Ontario Council Member Debra Dorst-Porada After receiving this information, the Council requested that a resolution in support of local control for ONT be brought forward for consideration at the Council Meeting on February 28, 2012 DISCUSSION The City of Ontario is seeking support for its efforts to gain control of Ontario International Airport which is currently operated by the Los Angeles World Airports PacketPg 217 ATTACHMENT A RESOLUTION NO 2012- 11 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, IN SUPPORT OF THE TRANSFER OF ONTARIO INTERNATIONALAIRPORT (ONT) TO LOCAL CONTROL WHEREAS, local control of airports in Southern California has been shown to be conducive to development of successful regional airports because the airport sponsor has a vested interest in the airport making the greatest contnblution to its economy, and WHEREAS, local control of ONT will help ensure that all of Southern California will have sufficient airport capacity to meet the long-term demand for air travel in the region, and WHEREAS, on January 7, 2011, the Los Angeles Economic Development Corporation called on Los Angeles World Airports (LAWA) to shift control of ONT — as well as the responsibility and risk that comes with that control — to another entity so LAWA can focus more of its energy on modernizing Los Angeles International Airport, and WHEREAS, on November 29, 2010, the Alliance for a Regional Solution to Airport Congestion (ARSAC) urged the Los Angeles Board of Airport Commissioners to transfer ONT airport management decisions to the local Ontario area in pursuit of a regional airport system that can better address ONT patronage decline and regional service demands, and 'T. WHEREAS, on September 2, 2010, the Southern California Association of Governments (SCAG) Regional Council enacted a resolution recommending the transfer of ONT to local control as being in the best interests of Los Angeles and the Southern California region SCAG further stated that under local control, ONT can recover from the economic downturn of the past several years while positioning itself for long-term growth, consistent with the reorganization of air traffic contemplated in SCAG's Regional Transportation Plan, and M WHEREAS, after transfer to local control, ONT can operate on the same basis as airports in Burbank, Orange County, Long Beach and Palm Springs - as low-cost secondary 1� airports under local control a THEREFORE, BE IT RESOLVED, the City Council hereby supports the transfer of ONT to local control in furtherance of airport regionalization and the region's economy BE IT FURTHER RESOLVED, the City Council requests the cities of Los Angeles and Ontario commit the necessary resources and effort to affect the transfer of ONT to local control at the earliest possible date BE IT FURTHER RESOLVED, the City Clerk shall communicate this action of the City Council to the Mayors of Los Angeles and Ontario, the Acting Administrator of the Federal Aviation Administration, and state and federal elected representatives Packet Pg 219 J I C rY OF GRAND TERRACE AGENDA & STAFF REPORTS ' FOR THE REGULAR MEETING OF THE CITY COUNCIL AND THE CITY COUNCIL AS THE SUCCESSOR AGENCYTO THE COMMUNITY REDEVELOPMENT AGENCY &THE GRAND TERRACE HOUSING AUTHORITY Tuesday, July 28, 2015 6:00 p.m. Regular Meeting Y t COUNCIL CHAMBERS GRAND TERRACE CIVIC CENTER - 22795 BARTON ROAD GRAND TERRACE, CA 92313 � r h r c , Darcy McNaboe, Mayor Sylvia Robles, Mayor Pro Tern Jackie Mitchell, Council Member Doug Wilson, Council Member Bill Hussey, Council Member r G Harold Duffey, City Manager Richard L Adams, City Attorney Pat Jacquez-Nares, City Clerk Sandra Molina, Community Development Director Linda Phillips, Child'Care Director Cynthia A Fortune, Finance Director , 91 The Grand Terrace City Council meets on the Second and Fourth Tuesday of each month at 6 00 p m CITY OF GRAND TERRACE CITY COUNCIL MEETING REQUEST TO SPEAK FORM DECORUM AND ORDER — PUBLIC — The City, elected by the public, must be free to discuss issues confronting the City in an orderly environment Public members attending Council meetings shall observe the same rules of order and decorum applicable to the Council Any person making impertinent and slanderous remarks or who becomes boisterous while addressing the Council or while attending a Council meeting shall be requested to leave the room, and such person may be barred from further audience before the Council DATE -S R l y\ U, 2 0 15. NAME 1n 1 Okh (1 GhD'if i Jas-'ErtonA Ca+t < <I a6M rye: ADDRESS e.\J2hjS -- ci nA --Pun � rq,1s1 n j(Z? lederkAyas ,eom PHONE NUMBER (Please provide if information is being requested) C(iO9 -7 S2 —,,2 1Z2 AGENDA ITEM NUMBER YOU WISH TO SPEAK ON \UBJECT wt wo'4 1, I l es ZMOo x V ✓� 0� Uf G�nv�c I a. s CITY OF GRAND TERRACE CITY COUNCIL MEETING REQUEST TO SPEAK FORM DECORUM AND ORDER — PUBLIC — The City, elected by the public, must be free to discuss issues confronting the City in an orderly environment Public members attending Council meetings shall observe the same rules of order and decorum applicable to the Council Any person making impertinent and slanderous remarks or who becomes boisterous while addressing the Council or while attending a Council meeting shall be requested to leave the room, and such person may be barred from further audience before the Council DATE NAME ADDRESS PHONE NUMBER (Please provide if information is being requested) C� AGENDA ITEM4NUMBER YOU WISH TO SPEAK ON SUBJECT M P/1 6�-j 41 ��(Ib 4 1 (t- 1ACVC4De, L ' CITY OF GRAND TERRACE CITY COUNCIL AGENDA a JULY 28, 2016 Council Chambers Regular Meeting 6 00 PM Grand Terrace Civic Center • 22795 Barton Road The City of Grand Terrace complies with the Americans with Disabilities Act of 1990 If you require special assistance to participate in this meeting, please call the City Clerk's office at (909) 824-6621 at least 48 hours prior to the meeting If you desire to address the City Council during the meeting, please complete a Rtquest to Speak Form available at the entrance) and present it to the City Clerk S�eakers will be called upon by the Mayor at the appropriate time Any documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection in the City Clerk's office at City Hall located at 22795 Barton Road during normal business hours In addition, such documents will be posted on the City's website at www arandterrace-ca qov <http //www arandterrace-ca qov> CALL TO ORDER At this time, I will convene the City Council Invocation Will Rabbi Shmuel Fuss of 'Chabad Jewish Community Center, please come forward and offer the Invocation Pledge of Allegiance Please join 014w in leading us in the Pledge of J g g Allegiance ROLL CALL Attendee Name Present Absent Late I Arrived Mayor Darcy McNaboe C ❑ ❑ Mayor Pro Tem Sylvia Robles ❑ ❑ Council Member Jackie Mitchell ID/ ❑ ❑ Council Member Doug Wilson I V ❑ ❑ Council Member Bill Hussey I W I ❑ ❑ A SPECIAL PRESENTATIONS Presentation from Assembly Member Cheryl Brown to Jim McNaboe for His Man of Distinction Award B CONSENT CALENDAR The following Consent Calendar items are, expected to be routine and noncontroversial They will be acted upon by the City Council at one time without City of Grand Terrace page 1 Agenda Grand Terrace City Council July 28,\ discussion Any Council Member, Staff Member, or Citizen may request removal of an item from the Consent calendar for discussion � Do I have a motion eij/u4-d Do I have a second? c Please vote 6/ () 1 Waive Full Reading of Ordinances on Agenda DEPARTMENT CITY CLERK 2 &XI pproval of Minutes Regu ar eetin • - r3/r-©1 DEPARTMENT CITY CLERK 3 Agreement for Cleaning Services RECOMMENDATIO l ar• e a • r nt to ProGreen Bldg , subject to'the approval of the City Attorney, and authorize the City Manager to execute the agreement for one (1) year in the annual amount not to exceed $12,000 00 with the option of two (2) one (1) year extensions for a total of (3) three years DEPARTMENT CHILD CARE SERVICES �n�-' ott� l V vv 4! Purchase of License Plate Reader Camera for Public Safety Vehicle 4RECOMMENDATION 1 Approve the purchase and installation of a License Plate Readers System (LPRS) camera in the amount of $22,022 00 for the City of Grand Terrace Public Safety Vehicle, and " r"'e v 2 Authorize the City Manager to execute the Purchase Order to Vigilant Solutions for the LPRS camera in the amount of $22,022 00 DEPARTMENT FINANCE C PUBLIC COMMENT This is the opportunity for members of the public to comment on any items not appearing on the regular agenda Because of restrictions contained in, California Law, the City Council may not discuss or act on any item not on the agenda, but may briefly respond to statements made or ask a question for clarification The Mayor may also request a brief response from staff to questions raised during public comment or may request a matter be agendized for a future meeting City of Grand Terrace page 2 Agenda Grand Terrace City Council July 28, 2015 D CITY COUNCIL COMMUNICATIONS Council Member Bill Hussey Council Member Doug Wilson 1 Council Member Jackie Mitchell Mayor Pro Tern Sylvia Robles Mayor Darcy McNaboe 4 E PUBLIC HEARINGS - NONE F UNFINISHED BUSINESS - NONE G NEW BUSINESS r 5 Approval of Check Register No 06302015 in the Amount of $401,853 85 RECOMMENDATION Approve Check Register No 06302015 in the amount $401,853 85, as submitted, which includes the Check Register Account Index for Fiscal Year 2014-15 DEPARTMENT FINANCE May we have a staff report please? 0'VA-6ka`-' Does Council have any Questions for Staff? 3 Are there any Public Speakers? kLc-3 —� Do I have a motion? K-ObLL'6_ ,n, pp Do I have a second?'M 14-e' " Council Discussion vt-�_ Please vote (ern 6 ApprovalvAru19fflMM0ffl0M1WV& the Professional Services and Maintenance Agreement Between The City of Grand Terrace and High Tech Security for Security Camera Upgrade Services RECOMMENDATION 1 Approve Amendment No 1 To the Professional Services and Maintenance Agreement Between the City of Grand Terrace and High Tech Security for Security Camera Upgrade Services, and 2 Authorize the City Manager to Execute the Amendment City of Grand Terrace Page 3 Agenda Grand Terrace City Council July 28, 2015 DEPARTMENT COMMUNITY DEVELOPMENT May we have a staff report please? Aw-e714MG, Does Council have any Questions for Staff? Are there any Public Speakers? Do I have a motion? iZOp Do I have a second? Council Discussion Please vote 5- n 7 Repeal Municipal Code Chapter 15 36 and Repeal and Replace Municipal Code Chapter 15 24 Relating to Permitting Procedures for Small Residential Rooftop Solar Energy Systems RECOMMENDATION introduce n�"�©rddii arse o repeal Municipal Code Chapter 15 36 (Solar Water Heating stemma in rfs-entirety, epeal Municipal Code Chapter 15 24 (Uniform Solar Energy Code) in its entirety and adopt a new Chapter 15 24 (Small Residential Solar Energy System Permits) DEPARTMENT COMMUNITY DEVELOPMENT May we have a staff report please? 8 4n Aim Does Council have any Questions for Staff? pt,�. Are there any Public Speakers? k o-y e, Do I have a motion? W Do I have a second? Council Discussion Please vote 5-0 8 A Resolution Establishing Policies and Procedures for the Naming of City -Owned Land, Buildings, and Facilities RECO ME-NDATION , Adopt RESQLlJ4T�1O °'N 013 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE STATE OF CALIFORNIA ESTABLISHING POLICIES AND PROCEDURES FOR THE NAMING OF CITY -OWNED LAND, BUILDINGS, AND FACILITIES City of Grand Terrace Page 4 � R Agenda Grand Terrace City Council July 28, 2015 DEPARTMENT COMMUNITY DEVELOPMENT May we have a staff report please? —514W Does Council have any Questions for Staff? Are there any Public Speakers? Do I have a motion? ;Do I have a second?�`�"U Council Discussion In �� Please vote 9 Reaffirmation of Resolution No 2012-11 Support Transfer of Ontario Airport to Local Control RECOMMENDATION Reaffirm the adoption of Resolution No 2012-11 A Resolution of the City of Grand Terrace, California, in Support of the Transfer of Ontario Airport (ONT) to Local Control DEPARTMENT CITY CLERK May we have a staff report please? Does Council have any Questions for Staff? Are there any Public Speakers? kLt7%9--1 Do I have a motion? %%Pr e Do I have a second? Council Discussion Y,45-y—t-- y Please vote '— Q H CITY MANAGER COMMUNICATIONS ADJOURN —(' 12 194YI. The Next Regular City Council Meeting will be held on Tuesday, August 11, 2015 at600pm Agenda item requests must be submitted in writing to the City Clerk's office no later than 14 calendar days preceding the meeting City of Grand Terrace Page 5 is 5 4 o - -CC4 r�l rn MCAJA&5 -VqqicW 44 14-LL 4�j_ V a �A� -Nd-�/,2V-P/A -evvnn L r. Ebec�l� lSr`vw-� LIa vie "w- PC- u4.L, sax On" ' ±(t7l ow CJ �V'v 07-L. El� �d� 11w II 7// DL a v d,�P -es 164-49 • ill 5 �YL - = - T 3 Ace, Vq Y4� nY4 a�.00=�-,5oo U-so I � 1 jI &-toof I-�- tp3�-b 4M, 1� 1� - 1 I I — Q�r )eocc, VL6zp/y-o , a lc� �t� w, uj—&;,Q— l� a �. 4�� Ul/L` �S�— Uy�c� '� �� - �� o - �� h�.,��. S � .�� _�- ��. on o�,�,�U s�� C�� s �� 1 CS C, CALIFORNIA JPIA 8081 Moody Street La Palma, CA 90623 AGENDA REGULAR MEETING OF THE BOARD OF DIRECTORS July 15, 2015 5 30 P M DINNER - Fountain Area 7 00 P M ANNUAL MEETING - California Room CALL TO ORDER President Curtis Morris PLEDGE OF ALLEGIANCE President Curtis Morris ROLL CALL OF DIRECTORS ORAL COMMUNICATIONS Any persons present desiring to address the Board of Directors on any proper matter may do so at this time 1 APPROVAL Minutes of July 16, 2014 2 ANNUAL REPORT 3 ELECTION OF OFFICERS 4 PRESENTATION President Curtis Morris President (2-year term) 1 announced candidate Curtis Morns, San Dimas Vice President (2-year term) 1 announced candidate Margaret Finlay, Duarte Executive Committee (two 2-year terms) 3 announced candidates Carol Chen, Cerritos Lon Donchak, San Clemente Pam Patterson, San Juan Capistrano Risk Management Awards 5 PRESENTATION Strategic Plan and Operational Overview ` 11forma JPIA Board of Directors Meeting Agenda ADJOURNMENT To the next annual meeting of the Board of Directors at 7 00 p in on Wednesday, July 20, 2016 in the California Room at the California JPIA In compliance with Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Administrative Assistant at (562) 467-8700 Notification 48 hours before meeting will enable the Authority to make reasonable arrangements to ensure accessibility (28 CFR 35 102 35 104 ADA Title II) 't1 VDU& /�apry-- L nns 5�3 �/ "1 �-�- � 4 �s s Cn.�-2-c 4�L- Lvs j L 1,J is U�rG` -P— CO L 1N4d lw j XLj Page 2 of 2 0 C`jf� S C�s�� l7v� Or v5 CENTRAL STATION NATIONAL NIGHT OUT CELEBRATION 7 TIJESDAY,,sAUGUST 4, 2016 NAT# Join our communities: Grand Terrace, Loma Linda, and the Unincorporated County Areas of San Bernardino in an evening to work together for a safer community. Dinner will be served by San Bernardino County Sheriff's Department. • Sheriff's Bomb's and Arson and SWAT Team • Search and Rescue -Mechanical Advantage • Crime Prevention Information • McGruff the Crime Fighting Dog • Grand Terrace Healthy Cities Display • San Bernardino County Fire Display • Riverside/Highland Water Company Display • DNA/Fingerprinting Children, Face painting and Rolling Video Games bL 1 W4- t ��, San Bernardino County Sheriff's bepartrnent Grand Terrace police invite For more infonnation contact: Sylvia Beasley, Sheers Seivice Specialist Ventral Station Phone (909) 387 3 966 sbeasleyr,bcstl_org 0 Hosted by McDonald's 22257 Barton Road Grand Terrace Come join us Tuesday morning and get to know your local law enforcement No agenda, gust time to talk over a cup of coffee Minutes Grand Terrace City Council 2 June 23, 2015 City Manager Duffey stated that it was staffs intention to bring back the Community Fund program regulations and guidelines by the end of July for Council review Mayor Pro Tem Robles stated that we switched City Managers at a very awkward time, the budget In the past, what I used to do was to enter my own numbers this year I did not do that because I am confident that with staff we are getting the numbers 1t took me a little bit of time, to understand when you did not have the fund balance how we were going to make it if we just had $895. So looking at this, we have revenues coming in of roughly 4 5 and we are spending that and continue to carry over fund balance So for the first time in a number of years we are carefully stabilizing ourselves Now we are stabilizing ourselves given that we still halve cut and continue to keep cuts We have staff working four days a week, there are no merit increases, and no cost of living increases I am comfortable with being very cautious and moving forward with the kind of recovery we are in and we are going to look at mid -year at what kind of flexibility we have I am saying is that we are moving forward, we are not in an emergency situation, we still have reduced services, but we are functioning and I am very comfortable with that Thank you Council Member Mitchell stated that she was very pleased that the City was stabilizing as a community and it had made some nice improvements to the Council Chambers and staff equipment She would like to look at establishing a fund to reward staff since the City Council could not provide a cost of living or merit increase Council Member Wilson agreed with Mayor Pro Tern Robles' comments He stated that in the five year projection the most costly expense was for the Sheriffs contract The Council could not provide a cost of living for City staff but the Sheriffs contract did get one and it was unfortunate that the contract could not be negotiated Council Member Hussey agreed with Mayor Pro Tern Robles' comments and thanked staff for their hard work He also agreed with Council Member Mitchell's comments to have a special fund to recognize staff He further agreed with Council Member Wilson on being able to negotiate the Sheriffs contract in the future Mayor McNaboe agreed with her colleagues on having a discussion on the Sheriffs contract Public safety was very important but it looked like it would surpass any potential savings the City may have in the future ADOPT RESOLUTION 2015-24 ADOPTING THE ANNUAL BUDGET FOR FISCAL YEAR 2015-2016 RESULT APPROVED [UNANIMOUS] MOVER Sylvia Robles, Mayor Pro Tern SECONDER Jackie Mitchell, Council Member AYES McNaboe, Robles, Mitchell, Wilson, Hussey City of Grand Terrace Packet Pg ` 15, CITY OF GRAND TERRACE d. e-L CITY COUNCIL/S A MEETINGS For Council Member Use Only " "" REPORT BACK LOG Not For Public Distribution Date of Name/Information/Items Requested Discussion Expected Completed Staff Assigned Staff Comments Request Return Date 06/09/15 Council Members Mitchell & Hussey Staff was directed to obtain the 7/28/2015 7/28/2015 Sandra Staff received a cost proposal from Hi Camera Project cost of installing a LPR camera Tech Security to add a LRP camera at at Pico Park Pico Park including installation of a pole to support the camera for an unobstructed view Staff will bring forth an amendment to the approved contract for Council consideration of this modification to the scope of work This Item is on the July 28 2015 Council Agenda 06/09/15 Council Member Mitchell An update on the status of the 7/10/2015 Sandra Cabling to the new office space to AM 1640 Radio Station Update & AM radio station was requested support the AM Station will be Back In Operation specifically the timeline for the completed on Tuesday July 7th station to be operational EOC members are expected to assemble radio components by the end of this week so that recording and programming can re -commence New equipment to upgrade the system to allow for remote programming will arrive by the end of next week and training on this equipment and software will be scheduled with those members expected to operate the AM Station Returned to Air Waves on 07/07/2015 A new announcement was recorded on Thursday (7/23) and along with existing content is being played on the AM station Training is being scheduled for training on new software programs that will facilitate the airing of announcements Additionally Staff and the Parsons's are coordinating PSA efforts 06/09/15 Council Member Mitchell Requested detailed definition & 6/10/2015 6/10/2015 Cynthia Information was provided by the City Budget Item uses of Streets & Roads funds Manager to Council Member Mitchell and entire Council on June 10 2015 Date Distributed 07/28/2015 CITY OF GRAND TERRACE CITY COUNCIL/S A MEETINGS For Council Member Use Only " q REPORT BACK LOG Not For Public Distribution Date of Name/information/Items Requested Discussion Expected Completed Staff Assigned Staff Comments Request Return Date 06/23/015 Council Member Wilson Requested detail on payment of 7/14/2015 7/14/2015 Cynthia The City's liability insurance for Budget Item liability insurance to verify that FY2015-16 totals $190,100) This Child Care Svcs covers their fair amount is charged to departments share using the following formula 68 5% on the number of employees in the department and 315% on the department's total payroll costs Based on the formula, Child Cares share of the City s total liability is $113 410 (approximately 60% of total cost) The City belongs to a municipal self- insurance pool with nearly 120 public agency members (California Joint Powers Insurance Authority - JPIA) The funding estimate for the annual contribution is calculated based on an actuarial study of the Authority s claims experience The total funding requirement is allocated to member agencies using cost of payroll and loss experience (claims) The City's funding allocation is based on 70% payroll and 30% claims 06/23/015 Council Member Wilson Check Irrigation on the Beltway Sandra Irrigation was checked at the City Beltway on Honey Ridge on Honey Ridge maintained landscape areas at the intersections of Barton Road and Honey Hill and Westwood and Honey Hill The irrigation appears to be working correctly Maintenance staff will continue to monitor 07/14/15 Council Member Hussey Firework update and potential 8/11/2015 Harold Review of existing ordinance with Fireworks modification of the program potential modifications to sale & discharge dates, fines Sheriff patrol, and oublic information Date Distributed 07/28/2015 CITY OF GRAND TERRACE �„- CITY COUNCILS A MEETINGS For Council Member Use Only REPORT BACK LOG Not For Public Distribution Date of Re uest Name/Information/Items Requested Discussion Expected Return Date Completed Staff Assigned Staff Comments 07/14/15 Council Member Mitchell Update on Michigan/Barton Sandra The steel plate was a temporary plate Steel Plate in Crosswalk Road used by the contractor to protect the concrete cross gutter that was poured as part of the street repair work It was removed as soon as the concrete was sufficiently cured to have traffic drive over it Staff inspected and —accepted the repair work on July 15 2015 07/14/15 Resident Residential Parking on Street Sandra Municipal Code Section 10 20 070 for Street Sweeping Rule Sweeping Days Zone 6 states that 'Parking is prohibited on streets of Zone 6 on the second Thursday of each month from 6 00 am to 3 00 pm Any vehicle parked at the curb during that that time is subject to ticketing Staff has reached out to Mr Robles to discuss his the municipal code regulation and will follow up with him again by the Date Distributed 07/28/2015