01/24/2017CITY OF GRAND TERRACE \S
AGENDA & STAFF REPORTS
FOR THE CITY COUNCIL
Tuesday, January 24, 2017
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
Pat Jacquez-Nares, City Clerk
Richard L Adams, City Attorney
Yanni Demitri, Public Works Director
Linda Phillips, Child Care Director
Cynthia A Fortune, Finance Director
Sandra Molina, Planning & Development Services Director
The Grand Terrace City Council meets on the Second and Fourth Tuesday of each month at 6 00 p m
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CITY OF GRAND TERRACE
CITY COUNCIL
AGENDA • JANUARY 24, 2017
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 qov <http //www grandterrace-ca qov>
CALL TO ORDER
Convene City Council
Invocation
Pledge of Allegiance
9 9
ROLL CALL
Attendee Name
Present
Absent
I Late
Arrived
Mayor Darcy McNaboe
❑
❑
❑
Mayor Pro Tern Sylvia Robles
❑
❑
❑
Council Member Doug Wilson
❑
❑
❑
Council Member Bill Hussey
❑
10
❑
Council Member Brian Reinarz
❑
I ❑
❑
SPECIAL PRESENTATIONS
Presentation of a Proclamation for National Mentoring Month to San Bernardino County
Children and Family Services
Presentation of a Commendation to Senior Center President Jane Haines
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 January 24, 2017
D CITY COUNCIL COMMUNICATIONS
Council Member Brian Reinarz
Council Member Bill Hussey
Council Member Doug Wilson
Mayor Pro Tern Sylvia Robles
Mayor Darcy McNaboe
E PUBLIC HEARINGS — NONE
F UNFINISHED BUSINESS — NONE
G NEW BUSINESS
7 Acceptance of the 2017 Every 15 Minutes Grant Award in the Amount of $6,000
RECOMMENDATION
1 Accept the 2017 Every 15 Minutes Grant Program Award of $6,000 from the
Department of California Highway Patrol,
2 Authorize the City Manager or his designee to sign and execute the grant agreement
with the Department of California Highway Patrol,
3 Authorize the allocation of $4,000 to augment the Every 15 Minutes Grant from the
Department of California Highway Patrol, and
4 Authorize the revenue and expense allocations of $10,000 respectively to account
for the receipt of grant funds and expenditure for the Every 15 Minutes program
DEPARTMENT FINANCE
8 Purchase of Automated License Plate Reader Cameras for the Corner of Barton Road
and Honey Hill
RECOMMENDATION
1 Approve the purchase and installation of an two (2) Automated License Plate
Reader (ALPR) cameras in the amount of $30,244 to be installed at the Intersection
of Barton Road and Honey Hill Drive, and
2 Authorize the City Manager or his designee to execute the Purchase Order to
Vigilant Solutions for the ALPR cameras in the amount of $30,244
DEPARTMENT FINANCE
City of Grand Terrace Page 3
Agenda Grand Terrace City Council January 24, 2017
! 12 Accept the Award of the Highway Safety Improvement Program Grant for Safety
Improvements on Mt Vernon in the Amount of $435,700
RECOMMENDATION
1 Receive and file the Federal Highway Safety Improvement Program (HSIP) grant
award report
2 Accept the HSIP Grant award in the amount of $435,700
3 Establish Fund #74 as the Highway Safety Improvement Program (HSIP) Grant
Fund
4 Approve the revenue and expense appropriations in the amounts of $435,700
respectively for the HSIP grant fund
DEPARTMENT PUBLIC WORKS
13 Discussion of Public Safety - Levels of Service Special City Council Meeting Date
RECOMMENDATION.
Staff recommends that the City Council set the date for this Special Meeting at 6 00
p m on either Tuesday, February 7, 2017 or February 21, 2017
H CITY MANAGER COMMUNICATIONS
RECESS TO CLOSED SESSION
I CLOSED SESSION
14 Conference with Legal Counsel — Anticipated Litigation,
Significant Exposure to Litigation pursuant to paragraph (2) of subdivision (d) of
Government Code Section 54956 9 One Potential Case
RECONVENE TO OPEN SESSION
REPORT OUT OF CLOSED SESSION
ADJOURN
The Next Regular City Council Meeting will be held on Tuesday, February 14, 2017 at
600pm
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
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CITY OF GRAND TERRACE
CITY COUNCIL
MINUTES • JANUARY 10, 2017
Council Chambers Regular Meeting 6 00 PM
Grand Terrace Civic Center • 22795 Barton Road
CALL TO ORDER
Mayor McNaboe called the City Council meeting to order at 6 02 p m
Invocation was given by Council Member Hussey
Pledge of Allegiance was led by Mayor McNaboe
ROLL CALL
Attendee Name
Title
Status
1 Arrived
Darcy McNaboe
Mayor
Present
Sylvia Robles
Mayor Pro Tern
Present
Doug Wilson
Council Member
Present
Bill Hussey
Council Member
Present
Brian Reinarz
Council Member
Present
G Harold Duffey
City Manager
Present
Pat Jacquez-Nares
City Clerk
Present
Richard Adams
City Attorney
Present
Linda Phillips
Child Care
Present
Yanni Demitri
Public Works Director
Present
Sandra Molina
Planning & Development Services Director
Present
Cynthia A Fortune
Finance Director
Present
Doug Wolfe
I Lieutenant
Present
Dan Wooters
Battalion Chief
Present
SPECIAL PRESENTATIONS
Presentation of Commendation and the Key to the City to NBC 4 Today in LA
Meteorologist, Crystal Egger
Mayor McNaboe introduced Meteorologist, Crystal Egger
Ms Egger provided a PowerPoint Presentation of her accomplishments and many
positions she held throughout her career
Council Member Wilson on behalf of the entire Council read the Commendation for Ms
Egger
City of Grand Terrace Page 1
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Minutes Grand Terrace City Council January 10, 2017
4 Measure I Fund Financial Statements for the Year Ended June 30, 2016
RECEIVED AND FILED THE MEASURE I FUND FINANCIAL STATEMENTS FOR
THE YEAR ENDED JUNE 30, 2016
C PUBLIC COMMENT
Brian Pope, Grand Terrace resident, read on Johan Gallo's behalf a letter as follows
Dear Mayor McNaboe and members of the City Council My name is Johan Gallo, my
family and I have been a resident of our city since 1985 and my wife and her family (The
Henry Family) have been residents of the city since 1960 his letter is on behalf of our
families, our neighbors and other concerned residents throughout the city This is
regarding the recent events that have taken place that challenge the safety and security
of our city's residents and businesses We have lived in our city because it was a safe
and secure community and a great place to raise our families These recent events
have put all of that at risk and that's why we're addressing you today to seek your help
in addressing our concerns
We know the impact increased crime has on any city, and we don't have to look far to
see what has happened in San Bernardino and other cities that were once very,,similar
to our city and thriving We know that crime impacts the safety and security of the
residents and the businesses that operate within its boundaries This also determines
whether businesses will come into a city or even expand a current operation when they
are concerned about crime Recently we had several businesses broken into and
vandalized on Barton Road The number of home burglaries and break-ins has
increased and yet, we have seen no increase in the number of Sherriff patrols or
staffing We realize this is all a budgetary issue and allocations for every resource must
be carefully planned to ensure the services needed for the residents are provided and
funded
Speaking on behalf of my families, neighbors and other concerned residents, there is
nothing more important for the City Council to do than address the safety and security of
the community All other funding for�projects should be put on hold until these problems
are addressed and we see a drop off in the crime rates We are aware there's a second
GT patrol shift that overlaps both shifts and this is a relatively new addition for 2016, we
must consider other coverage measures as well We think that it's critical the City
Council understands how brazen these break-ins have become On the December 19th
at 12 49 am there was a knock on our door, followed by the doorbell ringing numerous
times When I yelled at the person through the door, he claimed to be looking for
someone named Mike When I told him that no one lived here with that name, he left At
1 30 am our neighbor on La Paix was contacted by ADT that her house had been
broken into while they were away By the time the Sherriff arrived, they were gone after
ransacking and stealing various items and Christmas gifts My neighbor turned over all
his surveillance camera footage to the Sherriff working the case
City of Grand Terrace Page 3
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Minutes
Grand Terrace City Council
D CITY COUNCIL COMMUNICATIONS
Council Member Brian Reinarz
January 10, 2017
Council Member Reinarz reported that he attended the San Bernardino Countywide
Gangs & Drugs Task Force meeting Their mission statement reads Committed to the
leadership role in advocating the prevention and suppression of gang membership and
drug use throughout San Bernardino County through coordination, collaboration, and
communication between education, law enforcement, the criminal justice system,
elected officials, private enter�pnse and the community at large He reported that San
Bernardino County has the third largest gang population in the United States behind Los
Angeles and Chicago Council Member Reinarz further reported that in the 2013 data
25 million Americans ages 12 and over had used an illicit drug in the past month The
guest speakers were two police officers that created a non-profit organization called
Breaking Barriers United they are trying to bridge the gap between the Police in the
Inland Empire, the citizenry, and kids by explaining both sides
Council Member Reinarz met with Neighborhood Watch, Anthony Cortez, Mayor
McNaboe, City Manager Duffey, and Lt Wolfe to try to address some of the quality of
life crimes The group's consensus was to begin recruitment for the Countywide
Citizens on Patrol and to build up our Neighborhood Watches He will be attending his
first League of California Cities meeting on Wednesday Council Member Reinarz has
also inquired on the soccer fields and the joint land use agreement with the School
District He also reported that he would be in Sacramento attending the League of
California Cities new Mayor and Council Member training all of next week Council
Member Reinarz stated that he read that CALPERS has changed their projections from
7 5 percent to 7 percent and he wanted to put that on someone's radar as it may affect
the City financially
Council Member Bill Hussey
Council Member Hussey thanked everyone in attendance He also was grateful that the
City was able to present Ms Egger her commendation and Ms Morales her certificate
They both were doing a great job representing the City of Grand Terrace He hoped
everyone had a wonderful Christmas and wished everyone a happy New Year Council
Member Hussey reported that he attended the Omnitrans Board meeting and provided
a brief summary of the items discussed and approved He reported that on New Year's
Eve there were a lot of fireworks and he also heard weapons being discharged He also
reported his neighbor two doors down had a break in and urged the residents to report
anything that they see out of the ordinary For the Community Cabinet, the School
District is requesting that the public be proactive in providing ideas on how to provide
vocational training to students that do not plan on attending college He thanked Mr and
Mrs Patterson for the DVD they gave him
City of Grand Terrace Page 5
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Minutes
Grand Terrace City Council
January 10, 2017
t v Recommend board receive update on the Fiscal Year 2016/2017 Work
Goals and Objectives First Quarter Report
vi Recommend the Board approve release of Request for Proposal (RFP)
for the procurement of Vanpool Leasing Vendors for SANBAG's Vanpool
Program
vii Receive information on the Development Mitigation Annual Report for
Fiscal Year ending June 30, 2016
viii Active Transportation Program (ATP) Cycle 3 Award List and Ten Point
Allocation Methodology That the Genera I Policy Committee recommend
the Board A Adopt attached Metropolitan Planning Organization (MPO)
portion of the State Active Transportation Program (ATP) Cycle 3 project
award list, specifically for • City Creek / Alabama Street Bikeways - City
of Highland • Onaga Trail Pedestrian Improvements - Town of Yucca
Valley East Valley Corridor Bike Route Interconnect Project - City of
Redlands
2 SAN BAG -Metro Valley Study -December 15, 2016
a Consent -
Project Delivery
• Receive construction contract Change Orders to on -going SANBAG
construction contracts with Flatiron West, Inc And MCM Construction, Inc
• Recommended for final approval by the Board of a contract with Itens, Inc
(Iteris) for the preparation of updated Coordination Timing Plans, to provide
Semi -Annual Assessments and provide On call System Support for the
SBVCTSS
• Recommended awarding of Professional Services Contract to Advanced
Civil Technologies for the development of a Project Study Report/Project
Development Support document and Plans, Specifications and Estimates,
support services for Right of Way Engineering and Engineering Services
during Construction for the Interstate 10 (1-10) Alabama Street Interchange
Project
• Reviewed and recommended for final approval by the Board Award of
Contract Arcadis US, Inc For Construction Management services for the
Interstate 10 (1-10) University Street Interchange Project
• Reviewed and recommended for final approval by the Board Cooperative
Agreement with the State of California Department of Transportation
(Caltrans) for construction of the 1-215 Segment 2 Landscaping
Replacement Project
• Reviewed and recommended for final approval by the San Bernardino
County Transportation Authority, Authorize release of Request for Proposals
(RFP) for Prel iminary Engineering and Environmental services for the
Project Approval and Environmental Document (PA/ED) phase for the
Interstate 10 (1-10) Eastbound Truck Climbing Lane (EB TCL) Project
3 SAN BAG - San Bernardino County Transit Authority and San Bernardino
County COG -January 4, 2017
City of Grand Terrace Page 7
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Minutes Grand Terrace City Council January 10, 2017
�r
o B One vacancy on the SCAG Community, Economic, and Human Development
- Committee C Note the vacancy on the SR 91 Advisory Committee
o Determination that the presidentially appointed Statutory Entity Ad Hoc and
Budget Ad Hoc Committees have fulfilled their purpose and are no longer active
o The Presidential appointment of R Carey Davis, City of San (Bernardino, to the
Transit Committee for a term expiring December 31, 2017, and the
reappointment of John Harrison, City of Redlands, Dick Riddell, City of Yucaipa,
and Deborah Robertson, City of Rialto, to the Transit Committee for two year
terms expiring on December 31, 2018
o The Presidential re -appointment of Alan Wapner, City of Ontario, to the Metro
Gold Line Foothill Extension Construction Authority to serve as the primary
member, and Deborah Robertson, City of Rialto, to serve as the alternate
member for two year terms expiring on December 18, 2018
o Approve the re -appointment of Alan Wapner, City of Ontario, to serve as a
o
member of the Southern California Association of Governments (SCAG)
Regional Council representing San Bernardino County Transportation Authority
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for a two year term expiring on December 31, 2018
0
o Approve the re -appointment of Supervisor Curt Hagman to the Gold Line Phase
II Joint Powers Authority to serve as the alternate member for a two year term
a
expiring on December 31, 2018
0
o Approve the re -appointment of Larry Mccallon, City of Highland, to the Mobile
o
Source Air Pollution Reduction Review Committee to serve as the primary
o
member, and Ed Graham, City of Chino Hills, to serve as the alternate member
N
for two year terms expiring on December 31, 2018
o Approve the re -appointment of Alan Wapner, City of Ontario, and Ed Graham,
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City of Chino Hills, to the VTrans Board of Directors for a one year term expiring
o
December 31, 2017
y
o Note Mountain/Desert and West Valley subarea caucus results to select a
member from their respective subregions to serve on the General Policy
Committee
E PUBLIC HEARINGS - NONE
a
d
F UNFINISHED BUSINESS
a
d
5 Zoning Code Amendment 15-02 and Specific Plan Amendment 15-01 Regulating
c
Smoke Shops and Tobacco Stores
City Clerk Jacquez-Nares read by title only Ordinance No 302 as follows
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND
TERRACE ADOPTING ZONE CHANGE 15-02 AMENDING CHAPTER
18 82 OF THE GRAND TERRACE MUNICIPAL CODE AND SPECIFIC
PLAN AMENDMENT 15-02 FOR THE PURPOSE OF REGULATING
SMOKE SHOPS AND TOBACCO STORES
City of Grand Terrace Page 9
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Minutes Grand Terrace City Council January 10, 2017
1 AWARD A CONSTRUCTION CONTRACT NO 2017-01 TO ALL CITIES
ENGINEERING, INC FOR SIDEWALK REPAIR SERVICES IN THE AMOUNT OF
$23,000 (INCLUDES A 5% CONTINGENCY)
2 AUTHORIZE CITY MANAGER TO EXECUTE THE CONTRACT AND ANY
NECESSARY CHANGE ORDERS WITHIN THE ALLOCATED BUDGET
RESULT APPROVED [UNANIMOUS]
MOVER Brian Reinarz, Council Member
SECONDER Sylvia Robles, Mayor Pro Tem
AYES , McNaboe, Robles, Wilson, Hussey, ,Remarz
H CITY MANAGER COMMUNICATIONS
City Manager Duffey provided a PowerPoint Presentation on the MIDAS Program
brochure the City's marketing tool for Economic Development He also announced that
the Council Special meeting for the Emergency Operations Plan would be on January
31, 2017 at 6 00 p m
I CLOSED SESSION - NONE
ADJOURN
The Next Regular City Council Meeting will be held on Tuesday, January 24, 2017 at
600pm
Darcy McNaboe, Mayor
City of Grand Terrace
Pat Jacquez-Nares, City Clerk
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;,teat •
MEETING DATE
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PRESENTED BY
AGENDA REPORT
January 24, 2017 Council Item
Approval of Check Register No 12312016 in the Amount of
$422,016 70
Cynthia Fortune, Finance Director
RECOMMENDATION Approve Check Register No 12312016 in the amount
$422,016 70, as submitted, which includes the Check
Register Account Index for Fiscal Year 2016-17
2030 VISION STATEMENT
This staff report supports Goal #1, "Ensuring Our Fiscal Viability", through the
continuous monitoring of expenditure budgets, allocations and operational costs
T_T4] 110 ZeI111H ral
The check register, for the period ending December 31, 2016, 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 12312016 lists all payments made
to vendors and employee reimbursements during the month of December
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 $422,016 70 in accounts payable checks were issued during the period for
services, reimbursements, supplies and contracts and are detailed in the attached
check register
Pavments laraer than $10.000
Check
Payee
Description
Amount
No
73534
MOORE IACOFANO AND
2016-17 PARK ASSESSMENT
$11,119 00
GOLTSMAN INC
AND DESIGN
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City Attorney
City Manager
City Council
Completed
Completed
Pending
12/30/2016 4 06 PM
01 /19/2017 3 29 PM
01/24/2017 6 00 PM
Packet Pg 19
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Check Register
CITY OF GRAND TERRACE
As of 12131 /2016
Check #
Date Vendor
Invoice # Invoice Description
Inv Date
Amount Paid
Check Total
m
73528
12/07/2016 ACCELA INC 774375
INV-ACC25966 NOV MINUTETRAQ SUBSCRIPTION & HOSTING
11/23/2016
N
E 10-125-250-000-000
55000
M
55000
T-
INV-ACC25967 NOV MINUTETRAQ SUBSCRIPTION & HOSTING
11/23/2016
O
E 10-125-250-000-000
54000
Z
d
54000
N
1 09000
73529
12/07/2016 CALWEST REFRIGERATION
ACUP 16-04 REIMBURSE CONDITIONAL USE PERMIT APPLI
12/07/2016
�e
R 10-420-12
52300
t
52300
V
52300
O
73530
12/07/2016 CINTAS CORPORATION 150
150783429 CHILD CARE SUPPLIES
11/30/2016
C
E 09-447-220-000-000
42876
42876
CL
Q
42876
w
73531
12/07/2016 CITY NEWSPAPER GROUP
24569 PUBLIC HEARING NOTICE CUP 16 03
11/29/2016
N
E 10-370-230-000-000
12303
12303
0
24567 TTM 16 01 PROJECT NOTICE PUBLISHING SA 1
11/29/2016
r
M
E 10-370-230-000-000
11655
N
11655
O
23958
Z
d
73532
12/07/2016 GOUT FINANCE OFFICERS ASSOC
0133001 2017 MEMBERSHIP RENEWAL FORTUNE
11/29/2016
T
E 10-140-265-000-000
19000
W
d
19000
w
Y
19000
v
d
s
73533
12/07/2016 HINDERLITER DE LLAMAS ASSOC
0026366-IN 4TH QTR 2016 SALES TAX MONITORING SVCS
11/28/2016
V
E 10-140-250-000-000
1,52280
m
1 52280
1 52280
d
E
t
tv
Q
Packet Pg 21
Check Register
CITY OF GRAND TERRACE
As of 12131 /2016
Check #
Date Vendor
Invoice # Invoice Description
Inv Date
Amount Paid
Check Total
73538
12/07/2016 SB COUNTY AUDITOR/CONTROLLER4959 CONFIRMATION FEES FOR AUDITORS
11/28/2016
E 10-140-250-000-000
26800
26800
26800
73539
12/07/2016 SO CA GAS COMPANY
OCT2016 GAS 2 OCT2016 NATURAL GAS
12/01/2016
E 10-190-238-000-000
1381
1381
1381
73540
12/07/2016 TIME WARNER CABLE
8448 7245 DEC DEC 2016 SENIOR CENTER CABLE SERVICES
11/28/2016
E 10-805-238-000-000
15109
151 09
151 09
73541
12/07/2016 ELWOOD AND CLARICE TODD
REIM- TODD REIMBURSEMENT FOR SPAYING OF UNALTER
12/06/2016
R 10-200-15
2500
2500
2500
73542
12/07/2016 WILLDAN
002-17296 OCT BUILDING OFFICIAL COVERAGE
11/03/2016
E 10-172-250-100-000
2 730 00
2 730 00
2 73 000
73543 12/08/2016 ALBERT A WEBB ASSOCIATES 166073 FY 2016 17 FITNESS PARK GRANT SUPPORT 11/26/2016
E 48-600-325-003-000 3 000 00
3 000 00
3 000 00
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Check Register
CITY OF GRAND TERRACE
As of 12/31 /2016
Check # Date Vendor
Invoice #
Invoice Description
Inv Date
Amount Paid
Check Total
co
73550 12/14/2016 CITY NEWSPAPER GROUP
24528
GRAND TERRACE CITY NEWS COLOR DISPLA`
11/15/2016
0
E 10-125-230-000-000
37998
r
M
37998
N
T_
37998
0
Z
73551 12/14/2016 CLEAN STREET
84407
NOV 2016 STREET SWEEPING SERVICES
11/30/2016
y
E 16-900-254-000-000
4,83334
N
4 833 34
m
4 833 34
73552 12/14/2016 FRUIT GROWERS SUPPLY
91820127
LANDSCAPE MAINTENANCE SUPPLIES
12/06/2016
r
E 10-195-245-000-000
3560
V
3560
91816728
LANDSCAPE MAINTENANCE SUPPLIES
11/22/2016
>
E 10-195-245-000-000
1371
0
rL
1371
CL
a
91817576
LANDSCAPE MAINTENANCE SUPPLIES
11/28/2016
E 10-195-245-000-000
311
r
c
311
52 42
to
T_
0
73553 12/14/2016 GOPHER PATROL
203518
FY 2016-17 GOPHER REMOVAL SVCS PARKS
11/09/201604
E 10-195-245-000-000
40000
N
40000
r
C
203973
FY 2016 17 GOPHER REMOVAL SVCS -PARKS
11/21/2016
Z
E 10-195-245-000-000
8500
L
8500
N0
199558
FY 2016-17 GOPHER REMOVAL SVCS - PARKS
10/31/2016
E 10-195-245-000-000
8500
tYi
8500
r
57000
V
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Check Register
CITY OF GRAND TERRACE
As of 12131/2016
Check #
Date Vendor
Invoice # Invoice Description
Inv Date
Amount Paid
Check Total
co
73559
12/14/2016 JESUS LEON
REIM- JESUS REFUND FOR RENTAL INSPECTION DOUBLE P
12/14/201604
O
R 10-400-08
1 63200
M
1 63200
N
V-
1 63200
G
Z
73560
12/14/2016 DARCY MCNABOE
DEC 2016 DM DEC HEALTH INSURANCE REIMBURSEMENT
12/14/2016
d
E 10-110-142-000-000
44724
T
44724
d
44724
X
C1
73561
12/14/2016 MIDAMERICA ADMIN AND RETIRE
PR END 120220 PR END 12022016 ARS RETIREMENT CONTRIB
12/02/2016
s
B 10-022-68-00
38425
U
38425
G
38425
>
O
L
73562
12/14/2016 MIRACLE RECREATION EQUIPMENT 780168 PARK SLIDE AND PAD REPLACEMENT
09/20/2016
CL
CL
E 10-450-245-000-000
9287
Q
9287
9287
N
73563
12/14/2016 MUNISERVICES LLC
0000043967 NOV 2016 BUSINESS LICENSE SRVCS
11/30/2016
m
E 10-140-250-000-000
9695
0
N
9695
M
96 95
N
73564
12/14/2016 PETTY CASH
12142016 CCPC REPLENISH C CARE PETTY CASH
12/14/2016
Z
E 09-441-220-000-000
61 78
`m
E 09-445-221-000-000
702
T
E 09-446-223-000-000
1572
d
E 09-447-220-000-000
3893
E 09-447-228-000-000
15074
v
E 09-447-245-000-000
1898
t
E 09-447-246-000-000
5000
V
34317
m
34317
d
E
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Check # Date Vendor
,1
Check Register
CITY OF GRAND TERRACE
As of 12/31/2016
Invoice # Invoice Description
Inv Date Amount Paid Check Total
73571 12/14/2016 SIEMENS INDUSTRY INC 5610037875 FY 2016 17 TRAFFIC SIGNAL MAINTENANCE 11/14/2016
E 16-510-255-000-000
70200
70200
5610038566 FY 2016 17 TRAFFIC SIGNAL MAINTENANCE 12/08/2016
E 16-510-255-000-000
70200
70200
5620014410 FY 2016-17 TRAFFIC SIGNAL MAINTENANCE 11/14/2016
` E 16-510-255-000-000
60928
60928
73572 12/14/2016 SITEONE LANDSCAPE SUPPLY 78554862 PARKS IRRIGATION SUPPLIES
E 10-450-245-000-000
73573 12/14/2016 SO CA EDISON COMPANY
73574 12/14/2016 SO CA GAS COMPANY
NOV 2016 EDISC NOV 2016 ENERGY USAGE
E 09-447-238-000-000
E 10-172-238-000-000
E 10-175-238-000-000
E 10-190-238-000-000
E 10-450-238-000-000
E 16-510-238-000-000
E 26-600-238-000-000
E 26-601-238-000-000
E 26-602-238-000-000
NOV2016 NATUFNOV2016 NATURAL GAS
E 09-447-238-000-000
E 10-190-238-000-000
E 10-805-238-000-000
11 /22/2016
2387
2387
12/14/2016
83542
5020
5019
3 737 63
1 60928
5 842 74
4980
41 50
5810
12 274 86
12/14/2016
7490
1 02485
20346
1 30321
2 013 28
2387
12 274 86
1 30321
Packet Pg 29
Check # Date Vendor
Check Register
CITY OF GRAND TERRACE
As of 12131 /2016
Invoice # Invoice Description
73580 12/14/2016 UNDERGROUND SERVICE ALERT 1120160297 UNDERGROUND DIGGING NOTIFICATIONS SRI 12/01/2016
E 16-900-220-000-000 1650
1650
73581 12/14/2016 US BANK TRUST NATL ASSOC 4419469 CUSTODY ACCT FEE ESCROW ACCTS 09/23/2016
E 33-300-210-000-000 1 10000
1 10000
4420085 TAX ALLOCATION BONDS SERIES 1993 A & B 09/23/2016
E 33-300-210-000-000 55000
55000
s
73582 12/14/2016 VERIZON WIRELESS 9774500562 PUBLIC WORKS & C CARE CELL PHONES 11/01/2016
E 09-445-235-000-000 2000
E 09-446-235-000-000 4000
E 10-175-240-000-000 20888
E 10-185-235-000-000 191 90
E 16-510-236-000-000 34209
80287
73583 12/14/2016 WEST COAST ARBORISTS INC 120643 FY 2016-17 TREE TRIMMING SERVICES 11/15/2016
E 20-200-708-000-000 1 85600
1 85600
Inv Date Amount Paid Check Total
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Check Register
CITY OF GRAND TERRACE
As of 12131 /2016
Check #
Date Vendor
Invoice #
Invoice Description
Inv Date
Amount Paid
Check Total
73590
12/21/2016 CA PUB EMPLOYEES RETIRE SYSTE 2186
JAN PERS HEALTH INSURANCE
12/14/2016
E 09-447-142-000-000
1 13892
B 10-022-61-00
3 907 76
E 10-120-142-000-000
1 495 54
E 10-140-142-000-000
43245
E 10-175-142-000-000
1 62307
E 10-190-142-000-000
1 45335
E 10-370-142-000-000
1 01432
E 10-450-142-000-000
11559
E 16-175-142-000-000
28896
E 32-200-142-000-000
81207
E 65-425-142-000-000
57389
12 855 92
12 855 92
73591
12/21/2016 CHEVRON TEXACO CARD SERVICE`49136218
NOV 2016 VEHICLE FUEL
12/06/2016
E 10-175-272-000-000
49079
49079
49079
73592
12/21/2016 CITY NEWSPAPER GROUP
24507
NOTICE OF PUBLIC HEARING
11/09/2016
E 10-125-230-000-000
239 58
23958
24568
PUBLIC HEARING NOTICE ZCA 15 02
11/29/2016
E 10-125-230-000-000
13274
13274
24536
ORDINANCE NO 299
11/17/2016
E 10-125-230-000-000
9389
9389
24535
ORDINANCE NO 301
11/17/2016
E 10-125-230-000-000
8418
8418
55039
73593
12/21/2016 CITY OF LOMA LINDA
2703
JAN 2017 INFO SYSTEMS SUPPORT
12/07/2016
E 10-380-250-000-000
5 445 00
5 445 00
5 445 00
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Check # Date Vendor
73601 12/21/2016 MKW ANALYTICS
Check Register
CITY OF GRAND TERRACE
As of 12/31 /2016
Invoice # Invoice Description
NOV2016 NOV 2016 REVIEW FOR ROPS
E 32-200-250-000-000
73602 12/21/2016 MOORE IACOFANO GOLTSMAN INC 0046614
73603 12/21/2016 OFFICE DEPOT
0046544
Inv Date Amount Paid Check Total
12/16/2016
68450
68450
68450
FY 2016 17 PARK ASSESSMENTS AND DESIGN 12/02/2016
E 49-445-702-000-000 19 078 00
19 078 00
FY 2016 17 PARK ASSESSMENTS AND DESIGN 11/28/2016
E 49-445-702-000-000 2 659 99
2 659 99
887414442001
OFFICE SUPPLIES
12/14/2016
E 10-185-210-000-000
E 10-370-210-000-000
884324968001a
PAPER INK AND KITCHEN SUPPLIES
12/05/2016
E 10-190-220-000-000
887414598001
OFFICE SUPPLIES
12/14/2016
E 10-370-210-000-000
884324968001
OFFICE SUPPLIES
12/05/2016
E 10-140-210-000-000
887978251001
OFFICE SUPPLIES
12/15/2016
E 10-370-210-000-000
884325191001
FY 2016-17 FINANCE DEPT OFFICE SUPPLIES
12/05/2016
E 10-140-210-000-000
887978252001
OFFICE SUPPLIES
12/15/2016
E 10-370-210-000-000
5898
6690
12588
7008
7008
51 39
51 39
2290
2290
2035
2035
689
689
431
431
21 737 99
301 80
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Check Register
CITY OF GRAND TERRACE
As of 12131 /2016
Check # Date Vendor Invoice # Invoice Description
Inv Date Amount Paid Check Total
73609
12/21/2016 TERRA ENVIRONMENTAL
1068
ASBESTOS ANALYSIS
12/15/2016
E 10-190-790-000-000
651 00
651 00
73610
12/21/2016 TIME WARNER CABLE
8448 4289 DEC DEC-JAN CHILD CARE INTERNET SERVICES
12/08/2016
E 09-447-238-000-000
9999
9999
8448 7046 DEC
DEC JAN CITY HALL CABLE SERVICES
12/06/2016
E 10-805-238-000-000
6884
6884
73611
12/21/2016 TRAFFIC MANAGEMENT INC
324028
GENERAL TRAFFIC SUPPLIES & SIGNS
12/01/2016
E 16-900-229-000-000
21254
21254
73612
12/21/2016 UTILITY COST MANAGEMENT LLC
22129
AUDIT OF UTILITY BILLS FINDING
12/16/2016
E 10-450-238-000-000
2921
2921
73613
12/21/2016 VERIZON WIRELESS
9776169534
PUBLIC WORKS & C CARE CELL PHONES
12/01/2016
E 09-445-235-000-000
2000
E 09-446-235-000-000
4000
E 10-175-240-000-000
20502
E 10-185-235-000-000
19167
E 16-510-236-000-000
34209
79878
9776017783
EOC VERIZON CELL TOWER MONTHLY BILLIN(
11/25/2016
E 10-808-235-000-000
2006
J
2006
73614
12/21/2016 WEST COAST ARBORISTS INC
121354
TREE TRIMMING SERVICES
12/15/2016
E 20-200-708-000-000
19200
19200
651 00
16883
21254
2921
81884
19200
Packet Pg 37
3 b
Check # Date Vendor
Check Register
CITY OF GRAND TERRACE
As of 12/31 /2016
Invoice # Invoice Description Inv Date Amount Paid Check Total
73618 12/28/2016 ARROWHEAD CREDIT UNION NOV/DEC VISA NOV/DEC VISA CHARGES 12/28/2016
E 09-441-220-000-000 C CARE FOOD SUPP
37212
E 09-445-241-000-000 C CARE STORAGE
18900
E 09-446-210-000-000 C CARE OFFICE SUPP
3500
E 09-446-220-000-000 C CARE FOOD SUPP
6142
E 09-446-270-000-000 C CARE BUS BATTERIES
41600
E 09-447-210-000-000 C OFFICE SUPP
5461
E 09-447-220-000-000 C CARE FOOD SUPP
8429
E 09-447-228-000-000 C CARE FOOD SUPP
51 83
B 10-021-99-00 TRAVEL EXP
30845
E 10-110-210-000-000 COUNCIL JACKET & SUPP
59475
E 10-110-270-000-000 COUNCIL TRAVEL EXP
78796
E 10-120-210-000-000 CITY MGR OFFICE SUPP
23594
E 10-120-220-000-000 SERVER REPAIR & SUPP
35508
E 10-120-270-000-000 CITY MGR TRAVL EXP
74373
E 10-125-270-000-000 CITY CLERK TRAVEL EXP
59859
E 10-140-268-000-000 FINANCE TRAINING
50000
E 10-140-270-000-000 FINANCE TRAVEL EXP
8000
E 10-190-211-000-000 POSTAGE INK
18035
E 10-370-210-000-000 P&D MEETING SUPP
3036
E 10-450-245-000-000 MAINT SUPP
521 72
E 10-804-220-000-000 HIST & CULTURAL MEET
2899
E 62-120-220-000-000 LIGHT UP GT SUPPrrREE
3 570 58
9 800 77
73619 12/28/2016 ARROWHEAD UNITED WAY PR END 121620 PR END 12162016 UNITED WAY CONTRIBUTIOI 12/16/2016
B 10-022-65-00 500
500
73620 12/28/2016 CALPERS 457 PLAN PR END 121620 PR END 12162016 EMPLOYEE 457 PLAN CONTI 12/16/2016
B 10-022-63-00 1 091 58
- 1 091 58
73621 12/28/2016 CINTAS CORPORATION 150 150791199 CHILD CARE SUPPLIES 12/14/2016
E 09-447-220-000-000 20259
20259
9 800 77
500
1 091 58
20259
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Check # Date Vendor
Check Register
CITY OF GRAND TERRACE
As of 12131 /2016
Invoice # Invoice Description
Inv Date Amount Paid Check Total
73627 12/28/2016 JACQUELINE MITCHELL DEC 2016 JM DEC 2016 HEALTH REIMBURSEMENT MITCHEL 12/27/2016
E 10-110-142-000-000 22500
22500
73628 12/28/2016 PUBLIC EMPLOYEES RETIREMENT PR END 121620 PR END 12162016 PERS RETIREMENT CONTRI 12/16/2016
B 10-022-62-00 8 303 66
8 303 66
73629 12/28/2016 STREET DECOR INC 25248 DEC 2016 CITY CHRISTMAS DECORATIONS 11/30/2016
E 62-120-220-000-000 34400
34400
73630 12/28/2016 TIME WARNER CABLE
73631 12/28/2016 WILLDAN
104 checks in this report
8448 3825 JAN JAN 2017 CIVIC CENTER CABLE SERVICES 12/13/2016
E 10-805-238-000-000 5891
5891
002-17231 SEP 2016 BLUE MOUNTAIN TRAIL EASEMENT 10/05/2016
E 10-175-250-000-000 3 600 00
3 600 00
22500
8 303 66
34400
i
5891
3 600 00
Total Checks 422,016 70
Packet Pg 41
O
AGENDA REPORT
MEETING DATE January 24, 2017 Council Item
TITLE Monthly Financial Report for November2016
PRESENTED BY Cynthia Fortune, Finance Director
RECOMMENDATION Receive and file the Monthly Financial Report for the period
ending November 30, 2016
2030 VISION STATEMENT
This staff report supports City Council
the continuous monitoring of revenue
approved budget appropriations
BACKGROUND
Goal #1, "Ensure Our Fiscal Viability," through
receipts and expenditure disbursements against
The Finance Department has developed a Monthly Financial Report (MFR), which will
be submitted to the City Council each month The attached MFR is for the period
} ending November 30, 2016 The purpose of the MFR is to identify actual revenues
,1 received, and expenditures incurred, for the current fiscal year and compare them to the
Approved Budget and fiscal year-to-date (YTD) expected amounts The MFR
encompasses the City's General Fund
DISCUSSION
The Fiscal Year (FY) 2016-17 Approved Budget amounts are presented in the attached
MFR for reference purposes Any adjustments to the Approved Budget that may occur
during the fiscal year will also be reflected in the report The "expected" revenues
reflect an analysis of revenue receipts that have, historically, been received as of this
month in the fiscal year The resulting positive or negative variances shown in the MFR
are in comparison to these "expected" receipts
The timing of expenditures is more evenly distributed during the fiscal year than
revenue receipts, however, it is not entirely straight-line in nature For example, some
months have three pay periods rather than two Also, debt service payments are only
made twice a year Additionally, certain expenditure postings, such as the cost
allocation plan, are made quarterly rather than monthly All of these factors are
reflected in the YTD "expected" expenditures shown in the MFR
As part of the MFR, staff will include explanations of significant variances between YTD
actual revenues and expenditures, and those that are "expected" at that point in the
11 Packet Pg 42
Approved
Budget
Nov
E__x_p_e_c_ted
Nov
YTD
%I
Appr
8_dgt
I
Nov
YTD
A_c_tu_a_ls
Nov
YTD
%
Actuals
Positive
Ne ative
Variance
from
Expected
REVENUES
Property Tax
1,674,000
63,252
3 8%
55,099
3 3%
8,153
Residual Receipts - RPTTF
778,000
0
0 0%
0
0 0%
0
Franchise Fees
500,000
101,250
20 2%
100,105
20 0%
1,145
Licenses, Fees & Permits
336,417
103,256
30 7%
106,052
31 5%
2,797
Sales Tax
858,000
223,606
26 1%
231,351
27 0%
7,745
Sales Tax - Econ Dev
Agrmt
120,000
30,000
25 0%
24,640
20 5%
5,360
Proceeds from Sale of
Property
260,000
0
0
Intergovernmental
Revenue/Grants
5,000
0
0 0%
0
0 0%
0
Charges for Services
114,700
33,968 1
29 6%
34,980
30 5%
1,012
Fines & Forfeitures
58,500
24,186
41 3%
24,250
41 5%
63
Miscellaneous
56,690
54,550
96 2%
54,124
95 5%
426
Use of Money & Property
23,000
8,485
36 9%
9,115
39 6%
629
Waste Water Receipts
300,000
300,000
100 0%
300,000
100 0%
0
OPERATING REVENUES
18 2%
aQL435
18 4%
APPROVED USE OF FUND BALANCE
Payment of City Hall Loan
1,040,090
1,040,090
1,040,090
Purchase of Stringfield
Property
852.606
1,892,696
852,606
852,606
1 892 696
APPROVED USE OF
FUND BALANCE
1 892 696
TOTAL REVENUES &
USE OF FUND BAL
EXPENDITURES BY
CATEGORY
Salaries
792,146
308,329
38 9%
286,310
36 1%
22,019
Benefits
520,049
212,763
40 9%
220,733
42 4%
7,970
Professional/Contractual
Services
3,207,015
1,258,541
39 2%
i 1,256,060
39 2%
2,481
Materials & Supplies
207,626
65,243
31 4%
64,486
31 1 %
757
Lease of Facility/Equi ment
8,302
3,243
39 1%
2,063
24 9%
1,180
Equipment
0
0
0
0
Capital Projects
0
0
0
0
Utilities
130,870
I 55,461
42 4%
54,027
41 3%
1,434
Debt Service
0
0
1 0
0
Overhead Cost Allocation
281,736
66,613
23 6%
60,425
21 4%
6,188
Transfers Out
1 ?6,500_L
25,697
20 3%
31,625
25 0%
LL928
Packet Pgs 44
City Council
Pending 01/24/2017 6 00 PM
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Attachment Monthly Financial Report Nov-2016 (2093 Monthly Financial Report for November2016)
Cit of Grand Terrace
FY 2016 17 General Fund onthl Financial Report
For the Period Ending Novem er 30, 2016
Nov
Nov
Positive
YTD
YTD
(Negative)
Nov
%
Variance
Approved
Nov
Approved
YTD
Approved
from
REVEN E
Budget
Expected
Budget
Actuals
Budget
Expected
Property Tax
1 674 000
63 252
3 8%
55 099
3 3%
(8153)
Residual Receipts - RPTTF
778 000
0
0 0%
0
0 0%
0
Franchise Fees
500 000
101 250
20 2%
100 105
20 0%
(1 145)
Licenses Fees & Permits
336 417
103 256
30 7%
106 052
31 5%
2 797
Sales Tax
858 000
223 606
26 1%
231 351
27 0%
7 745
Sales Tax Econ Dev Agrmt
(120 000)
(30 000)
25 0%
(24 640)
20 5%
5 360
Proceeds from Sale of Property
260 000
0
0
Intergovernmental Revenue/Grants
5 000
0
0 0%
0
0 0%
0
Charges for Services
114 700
33 968
29 6%
34 980
30 5%
1 012
Fines & Forfeitures
58 500
24186
413%
24 250
41 5%
63
Miscellaneous
56 690
54 550
96 2%
54 124
95 5%
(426)
Use of Money & Property
23 000
8 485
36 9%
9 115
39 6%
629
Waste Water Receipts
300,000
300,000
100 0%
300,000
100 0%
0
OPERATING REVEN E
4 44 307
2, 3
18 2%
043
18 4%
7 2
APPROVED USE OF EUND BALANCE
Payment of City Hall Loan
1 040 090
1 040 090
1 040 090
Purchase of Stnngfield Property
852,606
852,606
852,606
- APPROVED USE OF FUND BALANCE
1. 2.6 6
1. 2.6 6
1. 2.6 6
TOTA REVEN E E OF F ND A
6,737,003
2.77 .24
2.7 3.131
5
Packet Fig 51
MONTHLY REVENUE - Sales Tax (2016-17 vs 2015-16)
JUN
11
MAY
APR
11
MAR
FEB
JAN
NE6
DEC
NOV
OCT
SEP
J1=M
AUG
JUL
50 000 100 000 150 000 200 000 250 000 300 000
■ 2016-17 E 2015-16
so
$285 0
FY2016 17 Expected
FY2016 17 Actuals
FY2015 16 Actuals
100 000 200 000 300 000 400 000 500 000 600 000 700 000 800 000
■ FY2015 16 Actuals ■ FY2016 17 Actuals ■ FY2016 17 Expected
I Packet Pg 53 1
MONTHLY REVENUE - Franchise Fees (2016-17 vs 2015-16)
JUN
MAY
APR
MAR
FEB
JAN
DEC
NOV
OCT
SEP
AUG
$0
s
Packet Pg 55
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Attachment Monthly Financial Report Nov-2016 (2093 Monthly Financial Report for November2016)
Cit of Grand Terrace
FY 2016 17 General Fund onthl Financial Report
' For the Period Ending Novem er 30 2016
Nov
Nov
Positive
YTD
YTD
(Negative)
Nov
%
Variance
Approved
Nov
Approved
YTO
Approved
from
E PENDIT RE Y CATEGORY
Budget
Expected
Budget
Actual.
Budget
Expected
Salaries
792146
308 329
38 9%
286 310
36 1%
22 019
Benefits
520 049
212 763
40 9%
220 733
42 4%
(7 970)
Professional/Contractual Services
3 207 015
1 258 541
39 2%
1 256 060
39 2%
2 481
Materials & Supplies
207 626
65 243
31 4%
64 486
31 1%
757
Lease of Facility/Equipment
8 302
3 243
39 1%
2063
24 9%
1 180
Equipment
0
0
0
0
Capital Projects
0
0
0
0
Utilities
130 870
55 461
42 4%
54 027
41 3%
1 434
Debt Service
0
0
0
(0)
Overhead Cost Allocation
(281 736)
(66 613)
23 6%
(60 425)
21 4%
(6 188)
Transfers Out
126,500
25.697
20 3%
31.625
25 0%
(5,928)
4 710 772
1 862 664
39 5%
1 854 879
39 4%
7 785
Payment of City Hall Loan
1 040 090
1 040 090
1 040 090
Purchase of Stnngfield Property
852,606
852,606
852,606
TOTA E PENDIT RE
6,603.46
3.7 .360
3.747. 7
REVENUES
4 844 307
882 553
890 435
APPROVED USE OF FUND BALANCE
1 PAYMENT OF LOAN
1 040 090
1 040 090
1 040 090
2 PURCHASE OF STRINGFIELD PROPERTY
852,606
852,606
852,606
SUB TOTAL
6 737 003
2 775 249
2 783 131
EXPENDITURES
(4 710 772)
(1 862 664)
(1 854 879)
PAYMENT OF CITY HALL LOAN
(1 040 090)
(1 040 090)
(1 040 090)
PURCHASE OF STRINGFIELD PROPERTY
(852,606)
85( 2.606)
85( 2.606)
SUB TOTAL
(6 603 468)
(3 755 360)
(3 747 575)
NET
133, 3
0.111
64.444
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MONTHLY EXPENDITURE - Benefits (2016-17 vs 2015-16)
FY2016 17 Expected $212 763
I
FY2016 17 Actuals ` $220 733
I
FY2015 16 Actuals $334 335
50 000 100 000 150 000 200 000 250 000 300 000 350 000 400 000 450 000
■ FY2015 16 Actuals la FY2016 17 Actuals ® FY2016 17 Expected
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MONTHLY EXPENDITURE - Materials & Supplies (2016-17 vs 2015-16)
JUN
$28 56
17
Packet Pg 63
-.-AGENDA
MEETING DATE January 24, 2017 Council Item
TITLE Monthly Business License Report for December 2016
PRESENTED BY Cynthia Fortune, Finance Director
RECOMMENDATION Receive and file the Monthly Business License Report for
the period ending December 31, 2016
2030 VISION STATEMENT
This staff report supports City Council Goal #1, "Ensure Our Fiscal Viability", through
the continuous monitoring of revenue receipts and expenditure disbursements against
approved budget appropriations
BACKGROUND
The Finance Department has developed a Monthly Business License Report (MBLR),
which will be submitted to the City Council each month The attached MBLR is for the
period ending December 31, 2016 The purpose of the MBLR is to recognize new
businesses that have opened in Grand Terrace, identify projected revenue receipts from
these new businesses and provide the locations of the new businesses that opened
offices in the City
Since the City's business licenses have an annual calendar date from January 1st to
December 31st, this report covers the calendar year January 1, 2016 to December 31,
2016
DISCUSSION
Chapter 5 04 of the City's Municipal Code states that any person, firm or corporation
conducting or carrying on business within the city limits shall be charged a business
license tax
The City of Grand Terrace (City) contracts with MuniServices (Consultant) for the
following three (3) main components
1 Tax Administration of the City's business license processing, renewals,
collections, on -going monitoring and administration of the business license tax
a Online Application and Renewal
• Provide a link on the City's website that will enable all businesses to
apply for a business license and pay its business tax on-line through
Consultant's software application,
• Provide a kiosk linking to the Consultant's website to allow on-line
processing and printing of applicable documents and receipts for
Walk -In customers into City Hall
Packet Pg- 65
0
Month
In City
Outside
TOTAL
Jan
8
7
15
Feb
2
10
12
Mar
3
11
14
Apr
4
12
16
May
2
10
12
Jun
2
16
18
Jul
1
7
8
Aug
25
7
Sep
2
8
10
Oct
1
7
8
Nov
5
2
7
Dec
1
5
6
TOTAL
33
' 100
133
Approximately 24 8% of all new business licenses issued this fiscal year to -date have
physical locations within City limits These businesses are estimating total annual
Gross Receipts of $2 2m
Below is a chart of new businesses with physical locations within and outside City
limits
Packet Pg 67
NEW BUSINESS LICENSES ISSUED WITHIN THE CITY — Physical Map
\beFAA Terrace View o
Elementary School c
R` Bientwood St
AF14 i s � 3�{! r t:tnn �ra
Grand Royal f e The Highlands Q,
Mobile Estate: Apartment Homes "Oss Dr
IS, IN
u y i E3 ti tr3�t'
j f �ar'tiact Aga `�� t Y
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IFU A
ri Rego t M1 ado late La Pak St o
� Sy
1 De Soto St Soto- St c
De Berry St f
< " Richard
Sa ` Crest Apartments() %
-Rc111rl, wrmn St
maits St Co Parkntty' rinch 4t _
Ca dinal S. # y Cardinal St
n
h Thrush S, BluiSird to Q
4 5 Van Buren St St , Van Buren Kenthe`d St Ken field St
u� C _
j'k ti Lark St
! f Fran: lln St r`
rkllnsl
i�q rA�
Pico St el Pico St t Pico St
n 7 p
® 0.r i
errace� p a v > o
School Q �f a < Riawn%Nay
a � x
Robin Way
NEW BUSINESS LICENSES ISSUED WITHIN THE CITY — Address Detail
(new business(es) for the month highlighted in yellow)
D:•(Doing
IndustryNorth American '
Classification System
Licens
Name
Business AS) Physical Address
--Business
CORONA
CROW PATRICK
DETAILING 22658 FLAMINGO
Other Direct Selling
A
R
SUPPLIES STREET
Establishments
JUN
Other Miscellaneous
ELITE
PURCHASE GREEN
21800 BARTON
Nondurable Goods Merchant
B-1
CONSERVATION
REDLANDS
ROAD
Wholesalers
APR
New Single -Family Housing
WILHITE
21800 BARTON
Construction (except For-
B-2
LANGLEY INC
ROAD #102
Sale Builders)
MAR
Packet Pg 69
North American Industry
D:A (Doing
Classification
•
Address
'(NAICS)_qesgiption
Issued
Supermarkets and Other
GOURMET
12210 MICHIGAN
Grocery (except
R-2
FOODS
STREET
Convenience) Stores
NOV
LUXURY
WINDOW
LUXURY WINDOW
12210 MICHIGAN
R-3
FASHIONS
FASHIONS
STREET #2
Interior Design Services
JAN
Other Miscellaneous
ABDELJAWAD
12210 MICHIGAN
Nondurable Goods Merchant
R-4
MOHAMMAD
JACK'S WHOLESALE
STREET #6
Wholesalers
JAN
12210 MICHIGAN
Motor Vehicle Parts (Used)
R-5
GLOBAL PRO MX
GLOBAL PRO MX
STREET SUITE 26
Merchant Wholesalers
JAN
22136 MAVIS
S
TAYLOR KENT
USA ENTERPRISE
STREET
Electronic Shopping_
JAN
22865
CJLJ FINANCIAL
BRENTWOOD
Document preparation
T
TAYLOR VALDA
SERVICES
STREET
services
MAY
ROYAL NAILS
22545 BARTON
U-1
TRAN CALVIN
SALON
ROAD
Nail Salons
AUG
MARY MYONG
22545 BARTON
U-2
SOOK SHIN
SHINE ASSOCIATES
ROAD SUITE 203
International Affairs
OCT
VILLAMAR
22077 BARTON
V
RUBEN
WHAT U NEED
ROAD
Site Preparation Contractors
AUG
23336
BLUE MOUNTAIN
WESTWOOD
W
ZAPPE SARA M
JEWELRY DESIGN
STREET
JUL
ZAVALA
ALMENDRA
12040 LACROSSE
X
GARCIA
AVENUE
Beauty Salons
JAN
AJ ELECTRIC &
Electrical Contractors and'
Dy,
I SNYDER
CONSTRUCTION
232401TWIN
Other Wiring, Installation
ANDREW
SERVICE
CANYON DRIVE
Contractors
DEC
FISCAL IMPACT
Total business license fees collected for all business licenses issued are shown below
Description
Business License
Fees Collected
In City
$2,750
Outside City
7,030
TOTAL
9 780
There is no fiscal impact associated with the receipt of the Monthly Business License
Report for the period ending December 31, 2016
Packet Pg 71
MEETING DATE
TITLE
PRESENTED BY
AGENDA REPORT
January 24, 2017 Council Item
Notice of Completion for GTB 2016-06 - Demolition Project
at 22273 Barton Road
Sandra Molina, Planning & Development Services Director
RECOMMENDATION Direct Staff to Record the Notice of Completion for GTB
2016-06 (Demolition Project)
2030 VISION STATEMENT
This staff report supports our Goal #3 to Promote Economic Development Developing
Proactive Economic Development Plan to Attract New Businesses by Investing in
Infrastructure Needed to Support Business Attraction and Retention
BACKGROUND/DISCUSSION
The City Council purchased the property a 22723 Barton Road and'contracted with Air
Clean Environmental, Inc To demolish the structures and clear the property On
December 13, 2016, the Council approved a contract in the amount of $85,769 25 To
cover the cost of asbestos and lead abatement and demolition Subsequently, the
contract amount was reduced by approximately $12,000 00 due to a reduction in the
scope of work for abatement activities
On January 3, 2017, the Consulting Building Official verified completion of the work, and
a Notice of Completion needs to be filed A 10% contingency of the contract amount is
held for 35 days after filing of the Notice of Completion After which, the contingency is
released
FISCAL IMPACT -
No additional impact to the General Fund will occur The contingency amount of $7,377
is within the approved budget
ATTACHMENTS
• NOC 22273 Barton Road (DOC)
APPROVALS
Sandra Molina Completed 01/16/2017 10 34 AM
City Attorney Completed 01/16/2017 1 56 PM
Packet Pg 73
RECORDING REQUESTED BY
AND WHEN RECORDED MAIL TO
Name Pat JacqueZNares, City Clerk
City of Grand Terrace
Street 22795 Barton Road
Address
City & Grand Terrace, CA
State California
Zip 92313
SPACE ABOVE THIS LINE FOR RECORDER'S USE
IVULK.0 VI %.UIIIJJICL1UII
NOTICE IS HEREBY GIVEN THAT:
1 The City of Colton is the owner of the interest or estate stated below in the property hereinafter described
2 The full name of the undersigned is G Harold Duffey
3 The full address of the undersigned is 22795 Barton Road, CA 92313
4 The nature of the title of the undersigned is City of Grand Terrace City Manager
fE G owner in fee OR vender under contract of purchase OR lessee OR OTHER APPROPRIATE DESIGNATION)
5 The full names and full addresses of all persons, if any, who holds title with the undersigned as joint tenants
or as tenants in common are
Names Addresses
N/A N/A
6 The names of the predecessors in interest of the undersigned, if the property was transferred subsequent to
the commencement of the work of improvement herein referred to are (OR IF NO TRANSFER WAS
MADE, INSERT THE WORD "none")
Names Addresses
N/A N/A
7 A work of improvements on the property hereinafter described was completed on January 3, 2017,
8 The name of the original contractor, if any, for the work of improvement was Air Clean Environmental, Inc
The kind of work done or material furnished was Asbestos and Lead Abatement and Demolition
9 The property on which the work of improvement was completed is in the City of Grand Terrace,
County of San Bernardino, State of California, and is described as follows Demolition of residence and garage,
and clearing of property in the City of Grand Terrace
10 The street address of the said property is 22273 Barton Road
Dated
(Signature)
G Harold Duffey, City Manager
VERIFICATION
I, the undersigned say
I am the person who signed the foregoing notice I have read the above notice and know its contents, and the facts stated therein
are true of my own knowledge
I declare under penalty of perjury that the foregoing is true and correct
Executed at , California, this day of
(SIGNATURE)
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0
jAGENDA REPORT
MEETING DATE January 24, 2017 Council Item
TITLE Acceptance of the 2017 Every 15 Minutes Grant Award in
the Amount of $6,000
PRESENTED BY Cynthia Fortune, Finance Director
RECOMMENDATION 1 Accept the 2017 Every 15 Minutes Grant Program Award
of $6,000 from the Department of California Highway Patrol,
2 Authorize the City Manager or his designee to sign and
execute the grant agreement with the Department of
California Highway Patrol,
3 Authorize the allocation of $4,000 to augment the Every
15 Minutes Grant from the Department of California Highway
Patrol, and
4 Authorize the revenue and expense allocations of $10,000
respectively to account for the receipt of grant funds and
expenditure for the Every 15 Minutes program
fZOWIXTA69WZ16-1IFTA14 ivi14ai
This staff report supports City Council Goal #2, "Maintain Public Safety" and Goal #4,
"Develop and Implement Successful Partnerships" through the collaboration with the
San Bernardino Sheriff's Department to secure funding for programs that benefit our
youth, seniors and the community
BACKGROUND
Every 15 minutes someone is killed or seriously injured in an alcohol -related traffic
incident
The San Bernardino Sheriffs Department has secured funding from the California
Highway Patrol (CHP) in the amount of $6,000 for the Every 15 Minutes Program for
FY2016-17 The funds will be utilized to support the activities, materials, and supplies
required to manage the program
Every 15 Minutes is an event designed to instill teenagers with the potentially
dangerous consequences of drinking alcohol and texting while driving This powerful
program will challenge students to think about drinking, texting while driving, personal
safety, and the responsibility of making mature decisions when lives are involved
Packet Pg 76
T e
Fund / Account
Descn fion
Amount
Transfer In
1 10-800-00
Transfer from Public Safety Services Fund (64)
4,000
TOTAL REVENUE
EXPENDITURES
Expense
10-705-210-000
Office Expense (supplies, materials, etc)
1,500
Expense
10-705-210-001
Props (construction of headstones required for
filming)
500
Expense
10-705-250-000
Professional Services (video production, including
preparation, filming assembly, sound & editing)
6,000
Expense
10-705-250-001
Professional Services (motivational speaker for
students appealing & encouraging not to drink &
drive, evaluating the consequences of such actions
1,000
Expense
10-705-255-000
Contractual Services
1,000
TOTAL EXPENDITURES
UQM
ATTACHMENTS
• CHP Every 15 Minutes 2017 Contract
APPROVALS
Cynthia A Fortune
Finance
City Attorney
City Manager
City Council
Completed
Completed
Completed
Completed
Pending
(PDF)
01 /11 /2017 11 17 AM
01 /11 /2017 11 17 AM
01 /16/2017 1 27 PM
01 /19/2017 3 31 PM
01 /24/2017 6 00 PM
Packet Pg 78
_Sign both Std 210 pages with original signatures, where indicated, and return both
pages within ten (10) business days via US Mail Only a person with signing
authority on behalf of the contractor may sign this contract Signed contracts should
be returned to
California Highway Patrol
061 - Every 15 Minutes Program Coordinator
PO Box 942898
Sacramento, CA 94298
The Every 15 Minutes Procedural Manual, forms, logos, and all other items
necessary to implement a successful E15M program can be found at
www chp ca -gov
For questions regarding this letter, the attached contract, or the E15M program in
general, please contact me at dtapia@chp ca gov or (916) 843-3351
Thank you,
DENISE TAPIA
Statewide Every 15 Minutes Program Coordinator
Enclosures
0
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Packet Pg 80
STATE OF CALIFORNIA
SHORT FORM CONTRACT
(For agreements up to $9,999 99)
) 210 (Revised 6/2003)
Invoice must show contract number, Itemized expenses, service
dates, vendor name, address and phone number
SUBMIT INVOICES TO
California Highway Patrol
Research and Planning Section
P O Box 942898
Sacramento, CA 94298-0001
1 The parties to this agreement are
NUMBER
16CO61080
REGISTRATION NUMBER
FOR STATE USE ONLY
TAXPAYER ID
95-3316135
STD 204 ® N/A ❑ ON FILE ❑ ATTACHED ❑ CERTIFIED SMALL BUSINE'
CCCs ® N/A ❑ ON FILE ❑ ATTACHED CERTIFICATE NUMBER
❑ DVBE % ® N/A ❑ GFE
❑ Late reason
❑ Public Works Contractors License
® Exempt from bidding SCM 5 80 B 3 b
STATE AGENCY S NAME hereafter called the State CONTRACTORS NAME hereafter called the Contractor
California Highway Patrol City of Grand Terrace
2 The agreement term is from 1/1/2017 or upon approval, whichever is later, to 6/30/2017
3 The maximum amount payable is $ 6,000 00 pursuant to the following charges
Wages/Labor $ Parts/Supplies $ Taxes $ Other $ (Attach list if applicable
4 Payment Terms (Note All payments are in arrears) ® ONE TIME PAYMENT (Lump sum) ❑ MONTHLY ❑ QUARTERLY
® ITEMIZED INVOICE ® OTHER Contractor will invoice using the Agency Contract Claim for Reimbursement, Exhibit B
5 The Contractor agrees to furnish all labor, equipment and materials necessary to perform the services described herein and agree
to comply with the terms and conditions identified below which are made apart hereof by this reference (Outline inexact detail
what is to be done, where it is to be done and include work specifications, if applicable)
® ADDITIONAL PAGES ATTACHED
kk Contractor agrees to implement the Every 15 Minutes (E15M) program as outlined in Exhibit -A, Program Specification,
The E15M is a two-day program focusing on teenagers, challenging them to think about drinking, driving, personal
safety, the responsibility of making mature decisions and the impact their decisions have on family, friends, and many
others This is a cooperative program involving schools, law enforcement, and the community
II The proposed dates of the program at Grand Terrace High School are April 5-6, 2017
mm CHP reserves the right to cancel this agreement with thirty (30) days prior written notice
EXHIBITS (Items checked in this box are hereby incorporated by reference and made a part of this Agreement by this reference as if attached hereto)
® GTC*SF 610 ❑ GIA* *If not attached view at www dcis ca clov/contracts/
® Other Exhibits (List) Exhibit A - Program Specifications Exhibit B — Reimbursement Claim
In Witness Whereof, this agreement has been executed by the parties identified below
STATE OF CALIFORNIA
CONTRACTOR
AGENCY NAME
CONTRACTOR S NAME (If other than an individual state whether a corporation
partnership etc)
California Highway Patrol
City of Grand Terrace
BY (Authorized Signature)
DATE SIGNED
SYL(A'uthorized[$igni atu e),
WATE SIGNE
PRINTED NAME AND TITLE OF PERSON SIGNING
RINTED NAME AND TI LE O PERSON SIGNING
Patricia Gamoning Procurement Manager
ADDRESS
ADDRESS
22795 Barton Road
P O Box 942898, Sacramento, CA)94298-0001
Grand Terrace, CA 92313
FUND TITLE
ITEM
FISCAL YEAR
CHAPTER
STATUTE
OBJECT CODE
Iney Acct State Trans
2720-001-0044
16/17
23
2016
3061-215-70615
SIGNATURE OF ACCOUNTING OFFICER
DATE SIGNEC
sreby certify upon my own personal knowledge that budgeted funds are
mailable for the period and purpose of the expenditure stated above
'm
ST
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Packet 5781
Department of California Highway Patrol Agreement Number 16CO61080
PROGRAM SPECIFICATIONS
EVERY 15 MINUTES
A INTRODUCTION
Exhibit A
25 Contractor agrees to implement the Every 15 Minutes program, a two-day
program focusing on teenagers challenging them to think about drinking, driving,
personal safety, and the responsibility of making mature decisions and the
impact their decisions have on family, friends, their community, and many others
2 This contract may be terminated prior to the expiration date by either party upon
thirty (30) days prior written notice If at any time the Contractor should cease to
perform the services specified herein, the contract is deemed to be terminated
No penalty shall accrue to either party because of contract termination All work
performed pursuant to the contract and prior to the date of termination may be
claimed for reimbursement
B PROCEDURES
73 Contractor agrees to follow the standard outline of the Every 15 Minutes
program, as laid out in the Every 15 Minutes Procedural Manual The overall
program and guidelines presented within the procedural manual should be
followed as closely as possible in order to maintain the integrity and consistency
of the program Major deviations from the procedural manual, adding to or
changing the drinking and driving education message of the program (including,
but not limited to, adding information related to distracted driving, drugged
driving, etc ), could result in a reduction in reimbursement or an inability of the
California Highway Patrol to provide any reimbursement when the final claim is
paid
J
The Every 15 Minutes Procedural Manual, as well as other important documents
and information regarding the Every 15 Minutes program that shall be used
during the course of the program, can be located at www chn ca qov
74 Contractor agrees to use the following standard language in all press, media, and
printed materials "Funding for this program was provided by a grant from the
California Office of Traffic Safety, through the National Highway Traffic Safety
Administration "
75 Contractor agrees to work in cooperation with the assigned representative from
the local California Highway Patrol Office (normally the Public Information
Officer) during the planning process The local California Highway Patrol officer
shall be the Contractor's primary point of contact, shall be included in all planning
and committee meetings, as well as the entire Day 1 and 2 activities, to include
the overnight retreat
Page 1 of 9
`i Packet Pg 83
Department of California Highway Patrol Agreement Number 16CO61080
PROGRAM SPECIFICATIONS Exhibit A
All subcontracts entered into pursuant to this contract shall be subject to
examination and audit by the Contractor, the California Highway Patrol, the
Office of Traffic Safety, and/or the National Highway Traffic Safety
Administration, or their designated representatives, for a minimum of three years
after final payment Each subcontract to which the California Highway Patrol and
Office of Traffic Safety have consented shall,contain a provision that further
assignments shall not be made to any third or subsequent tier subcontractor
without additional written consent of the California Highway Patrol and Office of
Traffic Safety
78 Contractor, and any subcontractors, agree to abide by the General Terms,
Conditions, and Certifications contained in the Office of Traffic Safety Grant
Program Manual, Chapter 6, Exhibit 6-A, all of which by reference herein shall be
made a part of this contract The General Terms, Conditions, and Certifications
are available online at www ots ca gov
BANVJI,Ia]II!c3
1 For the purposes of this specific contract, Contractor recognizes that funding for
the Every 15 Minutes program is contingent on the California Highway Patrol
receiving funding from the Office of Traffic Safety
2 Payment shall be made from funds appropriated to the California Highway Patrol
and are subject to the fiscal procedures of the State of California The maximum
amount payable under this contract shall not exceed six -thousand dollars
($6,000 00)
E EXPENSES
1 The following is a list of costs eligible for reimbursement
• Materials and supplies necessary to implement the Every 15 Minutes
program, including but not limited to,
o Paper and/or printing costs necessary for reproduction of the assembly
program„
o Office supplies reasonable and necessary for use during the course of
the program activities only,
o Supplies to make headstones and/or obituaries,
o Flowers for the Day 2 assembly, or "funeral,"
o Makeup for the living dead/crash victims,
o Stamps/postage (excluding costs of overnight shipping charges)
• Blank DVDs/flash drives
o Reimbursement will be provided for purchase of DVDs/flash drives as
necessary to disseminate the video to the program participants only
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Department of California Highway Patrol Agreement Number 16CO61080
PROGRAM SPECIFICATIONS Exhibit A
� r
• Thank you cards, plaques, etc for donors and community supporters
o Reimbursement of thank you cards, plaques, etc shall not exceed
$100, to include all charges and services associated with the items
■ The California Highway Patrol provides a free, downloadable
"Certificate of Appreciation" available at no cost to the
Contractor The certificate can be used in place of purchasing
thank you cards and/or plaques
■ To view the certificate, please visit our website www chp ca qov
Contractor agrees additional costs not listed above may be allowable upon
prior written approval from the California Highway Patrol and Office of Traffic
Safety If a questionable cost may be incurred, Contractor agrees to contact
the California Highway Patrol, in writing, requesting prior approval for the
expenditure
26 The following is a list of costs not eligible for reimbursement
Duplication of services u;
o Reimbursement will not be provided for services rendered which are a r.
duplication of the responsibilities of state, county, and city law _ N
enforcement, including the California Highway Patrol, the school, fire o
department, emergency medical responders, coroner/local mortuary, N
hospital, chaplains, counselors, or other community groups/ agencies r
as listed in the Every 15 Minutes Procedural Manual This program is
a community based effort, encouraging members of the community to c
volunteer time, services, and resources for the common goal of L)
educating teenagers o
• Purchase of t-shirts, sweatshirts, shorts, or any other type of clothing or
costume for the program participants, coordinators, or outside
resources/agencies
o Printing and/or design charges on t-shirts or other clothing items
• Purchase of sound/audio/video equipment, including, but not limited to, a
computers, microphones, projectors and screens, cameras/camcorders, _
batteries, tripods, external hard drives, SD cards, phones, televisions, DVD r
players, ipodshpads, etc
• Promotional items, including, but not limited to, lanyards, banners/posters,
key chains, bags/backpacks, bracelets, rulers, pencils/pens, balloons, coffee a
cups, bumper stickers, and stationery
• Food/beverages
o Meals/food of any kind including candy, donuts, snacks, or any other
food items, coffee, bottled water, soda, juice, or any other beverages
• Paper products including, but not limited to, plates, utensils, cups, napkins,
tablecloths (paper or fabric), or any other paper products
Page 5 of 9 Packet Pg 87
Department of California Highway Patrol Agreement Number 16CO61080
PROGRAM SPECIFICATIONS Exhibit A
• Cost of fund-raising, including financial campaigns, solicitation of gifts, and
similar expenses incurred to raise capital (such as selling the Every 15
Minutes program video) or obtaining contributions
• Scholarships
• Contest prizes and/or gifts (i e , cash and/or gift certificates)
3 Only the costs as specified herein, are authorized for reimbursement by the
California Highway Patrol to Contractor under this contract Any other costs
incurred by Contractor in the performance of this contract are the sole
responsibility of the Contractor
4 All items to be purchased under this contract are considered expendable and title
to the items are vested to the local agency No inventory controls are required
except reporting of what was actually purchased No non -expendable items,
defined as having a unit cost of $5,000 or more, are authorized for purchase
under this contract
5 Please note If Contractor accepts monetary donations from Department of N
Alcoholic Beverage Control licensed establishments, liquor wholesalers, o
distributors, or manufacturers, NO display of alcoholic beverage brand logos or N
other brand identification is permitted,
F REIMBURSEMENT
1 In order to be eligible for reimbursement, Contractor shall furnish a final report
package to the California Highway Patrol within thirty (30) days after completion of
the Every 15 Minutes program If the reimbursement package is not submitted as
stated above, the agreement may be cancelled and any request for
reimbursement may be denied
2 Contractor understands in order to be eligible for reimbursement costs incurred a
and claimed must be necessary and reasonable for proper implementation of the
program, be incurred after the effective date of the contract and on or before the
contract termination date, and cannot result in a profit or other increment to the
contracting agency
3 Payment of approved reimbursable costs shall be made in arrears, on a one-time a
basis Payment to the Contractor shall be made within 45 days of the
California Highway Patrol's approval of invoices, however, no late payment or
interest penalties are applicable to payments not made within this time period
I
Page 7 of 9 1
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Department of California Highway Patrol Agreement Number 16CO61080
PROGRAM SPECIFICATIONS Exhibit B
Agency Contract Claim for Reimbursement
Contractor Name Contract Number 16CO61080
City of Grand Terrace
Street Address
22795 Barton Road
City, State, Zip Code [Ding,
Outreach on Drinking and
Grand Terrace, CA 92313 Project # AL1718
Instructions
49) Provide an itemized listing of all reimbursable expenses An attached spreadsheet will not be accepted as
a valid claim form
50) All invoices/receipts must be legible, printed single sided, and show a valid date within the contract
period If a receipt is less than 8-1/2" x 11", affix receipt to paper with clear tape DO NOT USE STAPLES
51) Sign where indicated A reimbursement cannot be made without an original signature from Contractor
52) Return this form, along with all required items per your contract, to
California Highway Patrol, 061-Every 15 Minutes Program, PO Box 942898, Sacramento, CA 94298-0001
For Internal Use Only
Contractor's Signature Date 061 — Research and Planning Section
Project # AL1718
Irint Contractor's Name/Title I Contract # 16CO61
Approved for Payment (date)
Q
Page 9 of 9 Signature
ID#/Title A14490/AGPA
Packet Pg 91
MEETING DATE
TITLE
PRESENTED BY
AGENDA REPORT
January 24, 2017 Council & Successor Agency Item
Purchase of Automated License Plate Reader Cameras for
the Corner of Barton Road & Honey Hill
Cynthia Fortune, Finance Director
RECOMMENDATION (1) Approve the purchase and installation of an two (2)
Automated License Plate Reader (ALPR) cameras in the
amount of $30,244 to be installed at the Intersection of
Barton Road and Honey Hill Drive, and
(2) Authorize the City Manager or his designee to execute
the Purchase Order to Vigilant Solutions for the ALPR
cameras in the amount of $30,244
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
On June 28, 2016, City Council approved the FY2016-17 Operating Budget, which
included the appropriation of $30,000 in Traffic Safety Fund monies for the purchase of
Automated License Plate Reader (ALPR) cameras
The Traffic Safety Fund is a special revenue funds whose resources may be used for
traffic control devices, the maintenance thereof, equipment and supplies for traffic law
enforcement and traffic accident prevention The purchase of ALPR cameras is within
the restricted use of these funds
City Council was also provided with an in-depth presentation of the public safety
services provided by the Sheriffs department and the importance and impact of ALPR
cameras
DISCUSSION
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License Plate Reader cameras There was a need to standardize the platform for Law
Enforcement ALPR data throughout the county, also lending to future projects,
interfaces, and/or future software integrations This provided Law Enforcement staff with
standardized training, use of and/or enhanced investigations of the data, as well as
crime analysis and reports on the data As a result, the Sheriffs Information Services
Bureau created a committee to conduct a widespread comparison of ALPR companies
After extensive research and testing with ALPR vendors, the Sheriff selected Vigilant
Solutions for the county wide ALPR police data solution This evaluation process
included cost, reliability, security and compatibility with current law enforcement
technology The network and infrastructure in place is currently passing Sheriff data to a
hosted cloud within a secure data center All data stored and maintained can easily be
shared between all sheriff stations and other municipalities within our county, and/or
throughout the state
In this case, since the Sheriffs Department has chosen Vigilant Solutions for their ALPR
system needs, in order for them to provide the support the City needs for our ALPR
cameras and to avail of the Sheriff's network for ALPR data, staff is recommending that
City Council approve the issuance of a purchase order to Vigilant Solutions and
authorize the City Manager to execute said purchase order
Attached to this staff report is the Sheriff Department's memorandum citing Vigilant
Solutions as their choice for the use of ALPR cameras Also attached is Vigilant
Solutions quote for the delivery, set-up and installation of the cameras
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 two (2) ALPR cameras as stated earlier and
shown in the table below
FUND
FUND TITLE
ACCOUNT
ACCOUNT
AMOUNT
DESCRIPTION
17
Traffic Safety
17-900-701
Law Enforcement
30 000
Fund
Equipment
TOTAL
ANNUAL MAINTENANCE COSTS
The two ALPR cameras require an annual maintenance cost of approximately $500 per
camera, however, these costs will not commence until Year 4 of the camera's life The
annual maintenance fees for the first 3 years are included in the attached quote
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LGILANA-
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Price Quote For:
Harold Duffey Grand Terrace
Fixed LPR Barton at Honey Hill EB on Barton 2 Cameras
Quoted By:
Vigilant Solutions
Kris Robinson
Date: 09-29-16
Protecting Officers, Families & Communities
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t Item # Description
(1) VS-LEARN--H Vigilant osted/ anaged Centrah ed PR server via EARN
Vigilant hosted/managed LEARN account
o Central repositoryfor all LPR data acquired by each LPR system
• Includes Vigilants suite of LPR data analytics via onlineweb access
o Automated CarDetectorsoftware update management
o Plate searching, mapping data mining utilities
o Stakeout Associate Analysis and Locate Analysis
o Full administrative securitywith management auditing
• Plug-N-Playan unlimited numberof CarDetectorl-PR systems
o Requires NO server hardware NO server maintenance
Requires Vigilant Enterprise Service Agreement contract
u total Price (Excluding sales tax) 1000
t Item # Description
(3) VSBSCSVC-04 Vigilant PR asic ervice Package for osted/ anaged PR Deplo ments
Managed/hosted server accounts ervices by Vigilant
o Includes accessto all LEARN and CarDetector software updates
Priced per camera peryear for over 60 total camera units
Requires new/existing Enterprise SennceAgreement(ESA)
u total Price (Excluding sales tax) 1 1. 0000
t Item # Description
(1) TAS-UL Target Alert ervice PR Alert Deliver oft are nlimited ser
Real Time LPR notification and mapping software sends LPR alerts to any in -network PC
Send Alerts over any communication protocol including LAN WAN internet wireless etc
Server Clientsoftware com patible with all VigilantCDFS applications
u total Price (Excluding sales tax) 1 000
t Item # Description
(2) SSU-SYS-COM Vigilant stem tart p Commissioning of In Feld PR s stem
Vigilant technician to visit customersite
Includes system startup configuration and commissioning of LPR system
• Applies tomobile (1System) and fixed (1 Camera) LPR systems
u total Price (Excluding sales tax) 1 1.70000
(1) VS-TRVL-01 Vigilant Travel via Client ite Visit
• Vigilant certified technician to vis it clients ite
Includes all travel costs for onsite supportservices
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AGENDA REPORT
MEETING DATE January 24, 2017 Council Item
TITLE Emergency Management Performance Grant (EMPG)
PRESENTED BY Sandra Molina, Planning & Development Services Director
RECOMMENDATION 1 Receive and file the San Bernardino County Fire (SB Fire)
Emergency Management Performance Grant (EMPG)
report
2 Accept the EMPG award in the amount of $11,632
3 Establish Fund #75 as the Emergency Management
Performance Grant (EMPG) Fund
4 Authorize the in -kind match of $11,632 from the City's
approved FY2016-17 operating budget as required by the
EMPG grant
5 Approve the revenue and expense appropriations in the
amounts of $23,264 respectively for the EMPG grant activity
6 Award a purchase order to Dynamic Planning+Science
(DP+S) to update the City's Local Hazard Mitigation Plan in
the amount of $11,632
7 Authorize the City Manager or his designee to execute an
amendment to the attached agreement with DP+S, to
incorporate the additional scope of work and the additional
compensation to cover the scope of work in the amount of
$11,632 00
2030 VISION STATEMENT
This staff report supports City Council Goal #1, "Ensuring Our Fiscal Viability" and Goal
#2 "Maintain Public Safety" ,
BACKGROUND
The Emergency Management Preparedness Grant (EMPG) Emergency Management
Performance Grant (EMPG) is to support comprehensive emergency management at
the local level and to encourage the improvement of mitigation, preparedness, response
and recovery capabilities for, all hazards Funds provided under the EMPG program
must be used to support" local emergency management program activities that
contribute to the San Bernardino County Operational Area's capability to prevent,
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order
FISCAL IMPACT
The City will receive a federal reimbursement grant in the amount of $11,632 to pay
consultant (DP+S) costs Staff is requesting that City Council authorize revenue and
expense appropriations in the amount of $11,632 as shown in the table below to
account for the grant expenditures The City will be reimbursed by the federal program
after the project is completed
Staff time will be used as the in -kind match for this grant totaling $11,632
Emeraencv Manaaement Preparedness Grant (EMPG) Fund
Fund
Description
Amount
REVENUE
75
74-301 Emergency Management Preparedness Grant
(EMPG) Revenue
$11,632
TOTAL REVENUE
11 632
EXPENDITURES
75
74-370-110 Community Development Salaries & Benefits
Professional Services
$11,632
75
74-370-250 Community Development Professional Services
(DP+S)
$11,632
TOTAL EXPENDITURES
23 264
ATTACHMENTS
• EMPG Grant Approval (PDF)
• Agreement with DP-S (PDF)
APPROVALS
Sandra Molina
Completed
01/19/2017 12 34 PM
Finance
Completed
01/19/2017 12 40 PM
City Attorney
Completed
01/19/2017 2 17 PM
Community Development
Completed
01/19/2017 4 03 PM
City Manager
Completed
01/19/2017 4 25 PM
City Council
Pending
01/24/2017 6 00 PM
Packet Pg 104
September 15, 2016
TO:
AN BERNARDiNO COUNTY FIRE DISTRICT afil.ofimeMsiicy
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FISCAL YEAR 2016 (FY16) EMERGENCY MANAGEMENT PERFORMANCE
GRANT (EMPG) PROGRAM SUBRECiPiENTS
SUBJECT: FY16 EMPG PROJECT APPROVAL NOTIFICATION
This letter is to inform you that your cityltown's application In the' Ernergendi Ma r.a_gema
nt
rPerformance Grant-(EMPG`rProgrem has been approved. Please consider this iett®r ai a idal
i7dthoriza0on to precede with your FY16 EMPG project(s), unless additional approvals are
required prior to lncumng costs (EHP. Sole Source, etc )
The Operational Area's grant performance pediod is July 1, 2016 fo June 30, 2017. However,
In order to successfully reconcile all projects, submit final reports for the Operational Area by the
shortened State deadline and adhere to FEMA and State grant guidelines, all projects must be
completed on or before May 31, 2017, and all final documentation must be submitted to the
Grants Administration Unit on or before June 5, 2017.
All reports, modification requests, deliverables, and supporting documentation must be
submitted to the Grants Administration Unit on a timely basis, and when applicable, with your
authorized agents wet signature (in blue ink).
Please fbilow the procedures below:
1. Match The EMPG grant requires a doilar:for-dollar cost share and can be fulfilled by
expanding non-federal dollars. via cash or In -kind match (in -kind must have prior
approval. see attached FY16 EMPG Match Guidance). Both the cash match and to kind
match must be submitted with proper supporting documentation when requesting
reimbursement.
2 Modifications. Any changes to a project require obtaining pris-approval from the State
prior to incurring any cost.
3. Performance Reports: Track and report cumulative project progresslstatus, and submit
signed report quarterly
4 Reimbursement Requests Submit copies of original invoices clearly outlining the grant
purchased item(s), proof of payment(s). SAM's venfication, (2) sets of color photos
(equip). (3) quotestbids, payroll reports, and personnel activity reports For a complete
list of requirements, please refer to the Grant Reimbursement Check list (attached).
Please follow the additional grant information as outlined In the State & Federal guidelines,
FY16 EMPG Subreciplent Agreement and FY16 Application Workbook which your jurisdiction
has already completed and signed Also attached is FY16 EMPG Cal OES Grant Assurances
which were not available at the time of application. There have been no substantial changes to
FY16 EMPG Assurances that would Impact FY16 EMPG program procedures. However.
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SAN 6ERNAR01NO (___ 'OPERATIONAL AREA 9 a
FY2016 EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM
City of Grand Terrace
G Planning
The City of Grand Terrace requests
funding to acquire consulting services to
coordinate facilitate and prepare its Local
Hazard Mill ation Plan LHMP
NIA
Consultant / Contractor Fee
Develop and Enhance
Plans Protocols
Programs and Systems
S 11 632
11632 5/31/2017
otsl AIFocstlon
$ !! au
1t 632
PMJea Atiocatlon -Last Updated 6 2 16
Updated 8 2 16 Packet Pg 107,
City a( Grand Terrace- Hazard Mitotion Plan Update
Personnel Detail
Ethan Mobley, Project Manager ($1 15/hr)
2 hours billed
Tammy Kulpa, Planner ($65/hr)
10 hours billed
Brian Greer, GIS ($85/hr)
1 hour billed
awl
Packet Pg 109
9b
2016_54
AGREEMENT FOR CONSULTANT SERVICES
THIS AGREEMENT ("Agreement") is made as of this 24 day of October, 2016 by
and between the CITY OF GRAND TERRACE ("City") and DYNAMIC PLANNING +
SCIENCE ("Consultant')
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3
4
CONSULTANTS 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")
TERM OF AGREEMENT
The term of this Agreement shall be to coordinate, facilitate and prepare the City
of Grand Terrace Local Hazard Mitigation Plan, commencing on November It,
2016 and terminating on June 30, 2017, or on the date that the Services
contemplated by this Agreement are satisfactorily completed, whichever occurs
first (Termination Date!) At the end of the term period, the City Manager may, in
writing, grant a 60 day extension.
FAMILIARITY WITH WORK By execution of this Agreement, Consultant
warrants that
(1) It has thoroughly investigated and considered the work to be
performed, based on all available information
(2) It carefully considered how the work should be preformed, and
(3) It fully understands the difficulties and restrictions attending the
performance of the work under this Agreement
(4) It has the professional and technical competency to perform the
work and the production capacity to complete the work in a timely
manner with respect to the schedule included In the scope of
services.
PAYMENT FOR SERVICES
City shall pay for the services performed by Consultant (Scope of Services)
pursuant to the terns 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 ten
thousand ($10, 000 00) as set forth in Attachment "B" unless the CITY has given
specific advance approval in writing.
Page 1 of 12
Packet Pg 110
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 harem. 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 aB 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 d 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
5
records with respect to all services and matters covered under this Agreement.
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City shall have free access at all reasonable times to such records, and the right
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to examine and audit the some and to make transcripts therefrom, and to Inspect
all program data, documents, proceedings and activities. Consultant shall
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maintain an up-to-date list of key personnel and telephone numbers for
emergency contact after normal business hours.
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15. OWNERSHIP OF CONSULTANTS WORK PRODUCT. All reports, documents,
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all analysis, computations, plans, correspondence, data, information, computer
3
media, including disks or other written material developed and/or gathered by
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Consultant in the performance of this Agreement shall be and remain the
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property of City without restriction or limitation upon its use or dissemination by
City. Such Material shall not be the subject of a copyright application by
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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 shalt be
=
transmitted to City within ten (10) days after a written request therefore
a
Consultant may retain copies of such products
a
16. NOTICES. All notices given or required to be given pursuant to this Agreement
shall be in writing and may be given by personal delivery or by mail. Notice sent
by mail shall be addressed as follows
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PacketPg 112
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 benefltts.
22 TRAVEL EXPENSES. Any reimbursement expenses must be pre -authorized and
shall be based upon the approved rates of the San Bemardino County Auditor -
Controller
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 taws and
regulations goveming conflict of Interest
24 ECONOMIC INTEREST STATEMENT. Consultant hereby acknowledges that
pursuant to Goverment Code Section 8730D and the Conflict of Interest Code
adopted by Cray 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,
prior to the commencement of work
25 POLITICAL ACTIVITY/LOBBYING CERTIFICATION. Consultant may not
conduct any activity, including any payment to any person, officer, or employee
d
of any govemmental agency or body or member of Congress in connection with
the awarding of any federal contract, grant, loan, intended to influence legislation,
w
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.
26 NON-DISCRIMINATION. In the performance of this Agreement, Consultant shall
o
not discriminate against any employee, subcontractor, or applicant for
employment because of race, color, creed, religion, sex, marital status, national
3
origin, ancestry, age physical or mental handicap, medical condition, or sexual
orientation Consultant will take affirmative action to ensure that subcontractors
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and applicants are employed, and that employees are treated during
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employment, without regard to their race, color, creed, religion, sex, mantal
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status, national origin, ancestry, age, physical or mental handicap, medical
condition, or sexual orientation
27 AUDIT OR EXAMINATION. Consultant shall keep all records of funds received
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from City and make them accessible for audit or examination for a period of three
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years after final payments are issued and other pending matters.
Page 5 of 12
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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, nots, ftre, seven: 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 Agreement, together with Exhibits "A, "B, and
"C" supersede any and all other agreements, either oral or in wnting, 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 d it is In writing and signed by all parties
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EXHISIT "W
Scope of Services
---f City of Grand Terrace
Hazard Mitigation Plan Development
Scope of Work
Table of Contents
INTRODUCTION, .... .. » .. »
PURPOSE.. .. ... »
SCOPE OF WORK BACKGROUND......... .. .. ... » .. .
SCOPEOF WORK SUMMARY......... ... . .............. .» » »
SOW TASKS..
LHMP REQUIRED PHASES FOR FEMA APPROVAL » » .....»....
WORKING SESSIONS
SOW EXCLUSIONS ...» ... » » .
COST ESTIMATE
INTRODUCTION:
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The 2017 Local Hazard Mitigation Plan (LHMP) for the City Grand Terrace will cover each of the major
natural hazards that pose risks to City infrastructure and residents Hazard mitigation simply means
actions that reduce the potential for negative impacts from future disasters. If acted upon, the
mitigation actions and processes can reduce future damages. losses, and casualties In the event of a
disaster Once assembled, the LHMP is meant to serve as a living document, which will be reviewed and
updated periodically.
Effective hazard mitigation planning will help the City deal with natural hazards realistically and
rationally The risk assessment portion of the planning effort will identify specific locations within the City
where the level of risk from one or more hazards may be unacceptably high and then finding cost
effective ways to reduce such risk Mitigation planning strikes a pragmatic middle ground between
unwisely ignoring the potential for major hazard events on one hand and unnecessarily over reacting to
the potential for disasters on the other hand.
Hazard mitigation plan helps to ensure that the limited resources available for risk reduction are
directed effectively to achieve the maximum possible reductions in risk. This minimizes the potential for
future damages, economic losses and casualties. Mitigation grants from Federal Emergency
Management Agency's (FEMA) may be an important source of funding for the City to implement high-
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Hard
tiam-ale AAMI alion Projects
Nonstructural retrofits for building elements and contents
Floods
Elevate flood -prone buildings
Construct flood wets or berms
Flood proof existing buildings
improve storm water drainage systems, levees or channels
Wildland/thban interface
flees
Remodel buildings with file -safe construction details
implement defensible space and fuel reduction measures
Enhance and practice evacuation procedures
Landsildes
Stabifze of risk slopes near buildings
General
Public education programs to improve understanding of hazards
Enhance emergency planning and recovery planning
Obtain flood or earthquake insurance
install generators In schools designated as shelters
In evaluating possible mtttgailon projects, we encourage the City to consider the following principles
Avoid city facilities in or near hazard zones such as flood zones, and landslide zones., and
replace existing buildings In such hazard zones with new buildings outside of these high4sk
locations whenever possible, these are most effective mitigation measures
• Replace buildings that are in poor overall condition, that may be functionally obsolete, and
that have problems with electrical, mechanical. plumbing, HVAC systems, and energy
efficiency math a new building. Retrofitting buildings with major seismic resistance
Implement selsmic and other hazard mitigation measures with ocher building upgrades (such
as a new roof) which is often less expensive than doing them separately Mitigation for seismic
and other hazards Mould always be considered when buildings are undergoing remodel or
modernization
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Dynamic Planning + Science (DP+S) shall perform all necessary travel, professional ants, and work
required in this scope of work for the preparation Grand Terrace's initial Local Hazard Mitigation Plan
(LHMP). DP+S is currently developing the 2017 San Bernardino County Operational Area Planning
Process for local juiisdichons, and as a result, DP+S staff has a well -developed understanding of the City
of Grand Terrace's natural hazards, including the probabAfty of future events, location and extent of
these hazards, and historical occurrences
DP+S staff has had the opportunity to review the potential impacts of these hazards on the City, as well
as the vulnerability resulting from potential hazard events. In addition, DP+S staff has knowledge of
various mitigation measures and strategies that the City of Grand Terrace could Implement to address
the risks associated with these hazards. The some DP+S staff developing the 2016 County Operational
Area Planning Process will prepare the 2017 City of Grand Terrace LHMP Update in accordance with
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Dyl'1t M!C
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b Flood
c Climate Change
d. Fire Hazard
(SEE MAPPING EXIBITS FOR MORE INFORMATION ON HAZARD EXTENTS)
4 Outline hazard mitigation goals, objectives and mitigation action items
5. Conduct Risk Assessments / vulnerability Assessment for facilities
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6 Document the process for implementing and periodically updating this hazard mitigation
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LHMP REQUIRED PHASES FOR FENIAAPPROVAL•
DP+S has developed a work breakdown structure to assign resources and develop a budget The work
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breakdown structure will reduce risk of protect overruns and ensure successful project completion
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through a clear understanding of project tasks and sub4asks The following tasks and sub•lasks will be
shown in our critical path schedules and cost proposal
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Phase 1. Planning/Development Process
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1 1 Stakeholder Organization
12. Document Review
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1.3 Stakeholder Working Session #1
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Phase 2. Risk Assessment
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2.1. Facility Exposure Analysis
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2.2. Haas Risk Assessment
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2.3. Data VisuaRzation and Mapping
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2.4. Hazard Profile Development
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Phase &Hazard Mitigation Strategy
&I. Mitigation Goats and Policy Review and Development
3.2. Mitigation Strategy Q
3.3 Stakeholder Working Session #3
Phase 4.Impiementaffon b Maintenance Strategy
41. Implementation
4.2. Integration with Other Planning Efforts
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kit 1'
tdeittify Draft Problem Statements
Goals anti Objectives 6ce&:he Qntraductranj
(plat 2:
Review and priaift drift mitigation actions
Develop Capabl iffes Assessment
Develop fmptemenfatian plans
soar EXCLUSIONS:
• Updates to Safety Element as Required by California State Regulations
• Printed Material
• Face to Face Outreach to Public
• Reproduction Costs
• Additional Risk Assessment Analysis
• • Website Development
• Social Media Outreach
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EXPLANATION if
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EXHIBIT "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 $1,000,0001$2,000,000
General Liability
a General Aggregate
b Products Comp/Op Aggregate
c Personal & Advertising Injury
d Each Occurrence
e Fire Damage (any one fire)
f Medical Expense (any one person)
Workers' Compensation
a, Workers' Compensation
b EL Each Accident
e EL Disease - Policy Limit
d EL Disease - Each Employee
Automobile Liability
$2,000,000
$2,000,000
$1.000,000
$1.000,000
$ 50,000
$ 5,000
Statutory limits
$1,000,000
$1,000,000
$1,000,000
a Any vehicle, combined single limit $1,000,000
The Consultant shall provide thirty (30) days advance notice to City in the event of
material 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 or in
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
Page 11 of 12
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` 10
MEETING DATE
TITLE
PRESENTED BY
RECOMMENDATION
AGENDA REPORT
January 24, 2017 Council Item
10th Annual Blue Mountain Hike
Sandra Molina, Planning & Development Services Director
Receive and File Report
This staff report supports Goal #4 to "Develop and Implement Successful Partnerships"
by working collaboratively with community groups
BACKGROUND/DISCUSSION
This year is the 10th Annual Friends of Blue Mountain Walk on Blue Mountain It will be
held on Sunday, March 5, 2017, beginning at 8 a m The Walk is sponsored by the
Friends of Blue Mountain, Sierra Club, Azure Hills Seventh Day Adventist Church,
Foundation of Grand Terrace and the City of Grand Terrace The event opens private
property for one day to allow the public to walk to the top of Blue Mountain on a dirt road
referred to as Blue Mountain Road `
City Staff met with Denis Kidd, Hanni Bennett and Vic Phenighausen to discuss the
planning of this year's event As this is the 10th Anniversary of the event the City would
like to expand its co -sponsoring activities and increase event activities by sponsoring a
food fair and entertainment at Azure Hills Church so that participants of the Walk can
grab a bite to eat either before or after their Walk
Also, as the Council is aware, the Friends have been raising funds to be able to
purchase property to create a hiking wilderness park The City recently applied for a
grant for the Blue Mountain Park and Trail, and City Staff has recommended that the
Friends focus their fundraising goals towards the creation of a maintenance
endowment
FISCAL IMPACT
The City Council has anticipated application filing fees of $620 00, and as part of the
2015-2016 adopted budget, waived this fee
APPROVALS
Sandra Molina
Completed 01/17/2017 5 50 PM
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AGENDA REPORT
January 24, 2017
Council Item
' Award of Contract for Pico Street Paving Services
Yanni Demitri, Public Works Director
RECOMMENDATION 1 Waive the competitive bid process
2 Award a Construction Contract to United Paving Co for
street improvements of the other half of Pico Street parallel
to the frontage of Tract No 18793 in an amount not to
exceed $23,492 (Includes a 5% contingency)
3 Authorize City Manager to execute the Contract and
any necessary Change Orders within the allocated budget
2030 VISION STATEMENT
This staff report supports Goal #2 "Maintain Public Safety" by investing in critical
improvements to public infrastructure
BACKGROUND
Aegis -Pico Housing L P has developed a 12-lot subdivision on Pico Street at Pascal
Avenue Infrastructure plans for on -site and off -site street improvements were submitted
by the developer and approved by the City Engineer as a condition of City Council's
approval of the final Tract Map on March 22, 2016
The subdivision, Tract 18793, required typical excavation for new utilities As a condition
of approval for development, Aegis -Pico Housing, L P is required to pave the half of the
street along the frontage of the new tract as all excavation work is now complete
DISCUSSION
Aegis -Pico Housing L P has received several quotes from sub -contractors to complete
the street improvement project along the frontage of the new tract The lowest bid was
received from United Paving Co
Staff is recommending that Council waive the competitive bid process and award a
contract to United Paving to pave the other half of the street By doing so, the other half
of the street will be paved at the same time and by the same contractor to minimize
inconvenience to the residents and to improve the condition of the existing pavement
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�- CONTRACT AGREEMENT
THIS CONTRACTORS AGREEMENT ("Agreement") is made and entered into this 24th day of
January 2017, ("Effective Date") by and between the CITY OF GRAND TERRACE ("City"), a
public entity, and United Paving, Inc, ("Contractor"), a California Corporation
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 and Drawings therefor, to
furnish at his own expense all labor, materials, equipment, tools and services necessary
therefor, except those matenals, equipment, tools and services as may be stipulated in
said specification to be furmshed 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, 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) In entering into a Public Works Contract for a subcontract to supply goods, services or
materials pursuant to a Public Works Contract, the Contractor or subcontractor offers and
agrees to assign to the City all rights, title, and interest in and to all causes of action it
may have under Section 4 of the Clayton Act (15 U S C Sec 15) or under the Cartwright
Act (Chapter 2 commencing with Section 16700) of Part 2 of Division 7 of the Business
and Professions Code, arising from purchases of goods, services, or materials pursuant to
the Public Works Contract or the subcontract 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 and the Agreement
shall remain in effect for sixty (60) days or when the work is satisfactorily completed, whichever
occurs first, unless terminated as provided herein
3 Compensation/Payment Contractor shall perform the Services under this Agreement for
the total sum not to exceed $22,373 Payment shall be made in accordance with City's usual
accounting procedures upon receipt and approval of an itemized invoice setting forth the services
performed The invoices shall be delivered to City at the address set forth in Section 4, hereof
4 Notices Any notices required to be given hereunder shall be in writing and shall be
personally served or given' by mail Any notice given by mail shall be deemed given when
deposited in the United States Mail, certified and postage prepaid, addressed to the party to be
served as follows
To Crtv To
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contributions for PERS benefits on behalf of Contractor or its employees, agents, or
subcontractors, as well as for the payment of any penalties and interest on such contributions,
which would otherwise be the responsibility of City
Notwithstanding any other agency, state or federal policy, rule, regulation, law or
ordinance to the contrary, Contractor 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
12 Indemnifications
12 1 Indemnity Except as to the sole negligence or willful nusconduct of the City,
Contractor shall defend, mdemnify 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 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
12 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
13 Insurance
13 1 General Provisions Prior to the City's execution of this Agreement, Contractor
shall provide satisfactory evidence of, and shall thereafter maintain during the term of
this Agreement, such insurance policies and coverage's in the types, lunits, forms and
ratings required herein The rating and required insurance policies and coverage's may be
modified in writing by the City's Risk Manager or City Attorney, or a designee, unless
such modification is prohibited by law
13 1 1 Limitations These minimum amounts of coverage shall not constitute any
limitation or cap on Contractor's indemnification obligations under Section 12 hereof
13 12 Ratings Any insurance policy or coverage provided by Contractor as
required by this Agreement shall be deemed inadequate and a material breach of this
Agreement, unless such policy or coverage is issued by insurance companies
authorized to transact insurance business in the State of Califorma with a policy
holder's rating of A- or higher and a Financial Class of VII or higher
13 13 Cancellation The policies shall not be canceled unless thirty (30) days prior
written notification of intended cancellation has been given to City by certified or
registered mail, postage prepaid
1314 Adequacy The City, its officers, employees and agents make no
representation that the types or limits of insurance specified to be carried by
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behalf of the named insured for the City of Grand Terrace
13 4 Subcontractors' Insurance Contractor shall require all of its subcontractors to
carry insurance, in an amount sufficient to cover the risk of miury, damage or loss that
may be caused by the subcontractors' scope of work and activities provided in
furtherance of this Agreement, including, but without limitation, the following
coverage's Workers Compensation, Commercial General Liability, Errors and
Omissions, and Automobile liability Upon City's request, Contractor shall provide City
with satisfactory evidence that Subcontractors have obtained insurance policies and
coverage's required by this section
14 Business Tax Contractor understands that the Services performed under this Agreement
constitutes doing business in the City of Grand Terrace, and Contractor agrees that Contractor
will register for and pay a business tax pursuant to Chapter 5 04 of the Grand Terrace Municipal
Code and keep such tax certificate current during the term of this Agreement
15 Time of Essence Time is of the essence for each and every provision of this Agreement a
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16 City's Right to Employ Other City reserves the right to employ other in connection with
the Services 0
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17 Solicitation Contractor warrants that they have not employed or retained any person or c
City to solicit or secure this Agreement, nor has it entered into any agreement or understanding N
for a commission, percentage, brokerage, or contingent fee to be paid to secure this Agreement
For breach of this warranty, City shall have the right to terminate this Agreement without E
liability and pay only for the value of work has actually performed, or, in its sole discretion, to
deduct from the Agreement price or otherwise recover from Contractor the full amount of such Q
commission, percentage, brokerage or commission fee The remedies specified in this section `o
shall be in addition to and not in lieu of those remedies otherwise specified in this Agreement R
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18 General Compliance with Laws Contractor shall keep fully informed of federal, state and v
local laws and ordinances and regulations which in any manner affect those employed by
Professional, or in any way affect the performance of services by Contractor pursuant to this
Agreement Contractor shall at all times observe and comply with all such laws, ordinances and
regulations, and shall be solely responsible for any failure to comply with all applicable laws,
ordinances and regulations a
19 Amendments This Agreement may be modified or amended only by a written Agreement
and/or change order executed by the Contractor and the City
20 Termination City, by notifying Contractor in writing, shall have the right to terminate any
or all of professional's services and work covered by this Agreement at any time, with or without
cause In the event of such termination, Contractor may submit 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 16 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
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25 Nondiscrimination During Contractor's performance of this Agreement, Contractor shall
not discriminate on the grounds of race, religious creed, color, national origin, ancestry, age,
physical disability, mental disability, medical condition, including the medical condition of
Acquired Immune Deficiency Syndrome (AIDS) or any condition related thereto, marital status,
sex, or sexual orientation, in the selection and retention of employees and subcontractors and the
procurement of materials and equipment, except as provided in Section 12940 of the California
Government Code Further, Contractor agrees to conform to the requirements of the Americans
with Disabilities Act in the performance of this Agreement
26 Severability Each provision, term, condition, covenant and/or restriction, in whole and in
part, of this Agreement shall be considered severable In the event any provision, term,
condition, covenant and/or restriction, in whole and/or in part, of this Agreement is declared
invalid, unconstitutional, or void for any reason, such provision or part thereof shall be severed
from this Agreement and shall not affect any other provision, term, condition, covenant and/or
restriction of this Agreement, and the remainder of the Agreement shall continue in full force and
effect a
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27 Authority The individuals executing this Agreement and the instruments referenced herein N
on behalf of Contractor each represent and warrant that they have the legal power, right and $
actual authority to bind Contractor to the terms and conditions hereof and thereof a
28 Entire Agreement This Agreement constitutes the final, complete, and exclusive statement
of the terms of the agreement between the parties pertaining to the subject matter of this
Agreement, and supersedes all prior and contemporaneous understandings or agreements of the
parties Neither party has been induced to enter into this Agreement by, nor is neither party
relying on, any representation or warranty outside those expressly set forth in this Agreement
29 Interpretation City and Contractor acknowledge and agree that this Agreement is the
product of mutual arms -length negotiations and accordingly, the rule of construction, which
provides that the ambiguities in a document shall be construed against the drafter of that
document, shall have no application to the interpretation and enforcement of this Agreement
291 Titles and captions are for convenience of reference only and do not define,
describe or limit the scope or the intent of the Agreement or any of its terms References
to section numbers are to sections in the Agreement unless expressly stated otherwise
292 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
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4 UNITED
04 PAVING CO.
- "When Integrity Counts"
_)BA of Superior Paving Co Inc
License# 865828 proposal & Contract 53208
United Pa 11a
1880 N Delilah St
Corona, CA 9287t
Phone 951 739 920(
Fax 951 739 940(
Submit To I
Contact
1project
city of Grand Terrace
Adreane Freeman
Palomino Court Homes
22795 Barton Road
Office 909 824 6621 ext 218
22247 Pico St
Grand Terrace, CA 92313
afreeman@grandterrace-ca
Grand Terrace 92313
gov
Date
Estimator
i
1/6/17
Jorge Alcaraz
Pico Street
ASPHALT GRIND & OVERLAYAPPROX 11,046 S F IN (11 LOCATION
1 Mill/Coldplane approx s f of existing asphalt (full width ) up to a depth of 1 5 to obtain proper height
elevation for new asphalt
2 Clean, tack and overlay approx 11,046 s f of grinded asphalt, in (1) location, with up to 1 5 " of hot asphalt
Roll to a smooth finish
STRIPING
3 Pico Street Per City Specs
Note
This job is half of Pico st base on prevailing wages price will apply if done in conjunction
with the other half, responsib(ity of Aegis Builders
United Paving Co
Total
$22,373 0(
Estimator - United Paving Co (Subject to office approval) Proposal valid for 30 days from 1/6/2017 1
Not responsible for weed growth Crack filling does not imply crack repair Not responsible for pre existing engineering with respect to drainage Not responsible for back fill
and compaction or back -fill installed by others Engineering testing inspections and permit fees not included Not responsible for reflective cracking when overlaying or skin
surfacing Scuffing is a natural occurrence with new asphalt and seal normally correcting itself as it is curing Seal coat projects must be protected from traffic for a minimum
of 24 hours or the warranty is void Proposals are not bid at prevailing wage rate unless specified
Acceptance of Pronosal and Contract, I/we accept the within proposal You are authorized to perform the work comprehended here under and I/we agree to pay the said
amount in accordance with the terms set forth By signing this Proposal/Contract below I/we agree to the attached Terms and Conditions
Date Owner/Customer
PLEASE SIGN AND REMIT THIS 1 PAGE DOCUMENT TO ABOVE ADDRESS
Print
Corporate Office / NEW Mailing Address Branch Office
Corona, CA 951-739-9200 page 1 of 1 La Mirada 714-739-2200
IL
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GENERAL PROVISIONS
SECTION 1 - DEFINITIONS AND ABBREVIATIONS
101 CITY
The word "City" shall mean the City of Grand Terrace named in the Contract Documents
102 ENGINEER
The word "Engineer" shall mean the Director of Public Works or individual authorized by the City
to oversee the execution of this Contract, acting either directly or through properly authorized
agents, each agent acting only within the scope of authority delegated to him by the Engineer c
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103 CONTRACTOR a
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The word "Contractor" shall mean the party entering into Contract with the City for performance U)
of the work called for in these specifications and shown on the drawings, including the 0
Contractor's authorized agents a.
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104 SUBCONTRACTOR N
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The word "Subcontractor" shall mean any person, firm, or corporation entering into agreement
with the Contractor for performance at the site of the work, of any part of the Contractor's
obligation under the Contract a,
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The Contractor, shall in his bid offer, set forth
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(a) The name and the location of the place of business of each subcontractor who 0
will perform work or labor or render service to the prime Contractor in or about 0
the construction of the work or improvements, or a subcontractor licensed by the
State of California who, under subcontract to the prime Contractor, specially E
fabricates and installs a portion of the work or improvement according to detailed
drawings contained in the plans and specifications, in an amount in excess of r
one-half of 1 percent of the prime Contractor's total bid a
(b) The portion of the work which will be done by each such subcontractor under this
contract shall be listed individually The prime Contractor shall list only one
subcontractor for each such portion as is defined by the prime Contractor in his
bid
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conformation or increase its strength
112 ROADBED
That portion of the street included between the outside lines of curbs or paving
1 13 STANDARD PLANS
Standard Detail Drawings of the County of Riverside/San Bernardino and the State Department
of Transportation
1 14 SURFACE COURSE
The top layer of pavement (exclusive of open graded A C ), designed to provide structural
values and a surface resistant to traffic abrasion
1 15 TRAVELED WAY
That portion of the roadway reserved for the movement of vehicles for the general public,
exclusive of shoulders and auxiliary lanes Where traffic has been diverted or restricted to
certain lanes, with the approval of the City Engineer, these diversions or restricted lanes
become the traveled way
116 RIGHT-OF-WAY
Includes City of Grand Terrace Public Right -of -Way and City of Grand Terrace Public
Easements
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206
drawings on various items using a single transmittal, will be permitted only when
the item taken together constitute a manufacturer's "package" or are so
functionally related that expediency indicates review of the group or package
as a whole
(d) Within 15 calendar days after receipt of said prints, the Engineer will return prints
of each drawing to the Contractor with his comments noted thereon It is
considered reasonable that the Contractor shall make a complete and acceptable
submittal to the Engineer by the second submission of drawings The Owner
reserves the right to withhold monies due the Contractor to cover additional costs
of the Engineer's review beyond the second transmission
(e) If 3 prints of the drawing are returned to the Contractor marked "NO
EXCEPTIONS TAKEN", formal revision of said drawing will not be required
(f) If 3 prints of the drawing are returned to the Contractor marked "MAKE
CORRECTIONS NOTED", formal revision of said drawing will not be required
(g) If one print of the drawing is returned to the Contractor marked
"AMEND - RESUBMIT", the Contractor shall revise said drawing and shall
resubmit 7 copies of said revised drawing to the Engineer
(h) If one print of the drawing is returned to the Contractor marked
"REJECTED - RESUBMIT", the Contractor shall revise said drawing and shall
resubmit 7 copies of said revised drawing to the Engineer
(1) Fabrication of an item shall not be commenced before the Engineer has reviewed
the pertinent shop drawings and returned copies to the Contractor marked either
"NO EXCEPTIONS TAKEN", "MAKE CORRECTIONS NOTED" or
"AMEND - RESUBMIT" Revisions indicated on shop drawings shall be
considered as changes necessary to meet the requirements of the Contract
Drawings and Specifications and shall not be taken as the basis of claims for
extra work The Contractor shall have no claim for damages or extension of time
due to any delay resulting from the Contractor's having to make the required
revisions to shop drawings (unless review by the Owner or said drawings is
delayed beyond a reasonable period of time and unless the Contractor can
establish that the Owner's delay in review actually resulted in a delay in the
Contractor's construction schedule) The review of said drawings by the Owner
will be limited to checking for general agreement with the Specifications and
Drawings, and shall in no way relieve the Contractor of responsibility for errors or
omissions contained therein nor shall such review operate to waive or modify
any provision contained in the Specifications or Contractor drawings Fabricating
dimensions, quantities of material, applicable code requirements, and other
Contract requirements shall be the Contractor's responsibility
REFERENCE TO STANDARDS OR PUBLICATIONS
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301
302
MIN
SECTION 3 - ENGINEER -CONTRACTOR RELATIONS
ENGINEER'S AUTHORITY
(a) The Engineer will decide all questions which may arise as to the quality and
acceptability of materials and equipment furnished, work performed, rate of
progress of the work, interpretation of the Specifications and Drawings, and all
questions as to the acceptable fulfillment of the Contract by the Contractor
(b) Any difference which may arise between the Contractor and any other
contractors also under the surveillance of the Engineer will be arbitrated by the
Engineer, however, the Engineer will not arbitrate disputes between the
Contractor and his subcontractors
/_lV.1111:LA9[0101
Any controversy or claim arising out of or relating to this Contract which cannot
be resolved by mutual agreement shall be settled by arbitration in accordance
with the rules of the American Arbitration Association
RIGHT-OF-WAY
(a) Lands or right-of-ways for the work to be constructed under the Contract will
be provided by the Owner as shown on the Drawings Nothing contained in the
Specifications or Drawings shall be interpreted as giving the Contractor exclusive
occupancy of the lands or right-of-ways provided Any additional lands or
right-of-ways required for construction operations shall be provided by the
Contractor at his own expense
(b) Except as may otherwise be provided, the Contractor shall secure, from the
agencies having jurisdiction, the necessary permits to create obstructions, to
make excavations if required under the Contract, and to otherwise encroach
upon right-of-ways, and present evidence to the owner that such permission has
been granted, before work is commenced Regulations and requirements of all
agencies concerned shall be strictly adhered to in the performance of this
Contract, including the furnishing of insurance and bonds if required by such
agencies The enforcement of such requirements under this Contract shall not
be made the basis for claims for additional compensation
(c) The Contractor shall not do any work that would affect any oil, gas, sewer, or
water pipeline, any telephone, telegraph, or electric transmission line, fence, or
any other structure, nor enter upon the right-of-ways involved until notified that
the Owner has secured authority therefore from the proper party After authority
has been obtained, the Contractor shall give said party due notice of his intention
to begin work, and shall give said party convenient access and every facility for
removing, shoring, supporting, or otherwise protecting such pipeline,
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not be liable for any consequences arising as a result of a service connection
being incorrectly located in the field by the agency having jurisdiction over said
service connection
"--Notwithstanding any provisions to the contrary contained in Section 4215 of
the California Government Code, the provisions of which are hereby waived by
the Contractor "
(e) All costs involved in removing, relocating, protecting supporting, repairing,
maintaining or replacing a main trunkline or utility facility which actually
constitutes a construction interference, when said utility is not shown with
reasonable accuracy as an interference or is omitted from the Drawings, will be
paid for by the Owner as extra work In such case, the Owner will also
compensate the Contractor for equipment on the project necessarily idled during
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and by reason of such work The Owner's obligation to repair damage to such a
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facility and to compensate the Contractor for idled equipment shall not extend to
damage resulting from the failure of the Contractor to use reasonable care
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(f) All costs involved in removing, relocating, protecting, supporting, repairing,
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maintaining or replacing any utility or service connection other than those
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described in Subsection (e) herein shall be borne by the Contractor
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(g) The Contractor shall not be assessed liquidated damages for failure to
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complete the work on time to the extent that such delay was caused by failure of
connection to authorize or otherwise provide for its removal, relocation,
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protection, support, repair, maintenance and replacement
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(h) The City reserves the right, upon the determination of the actual position of
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existing utilities, and service connections, to make changes in alignment or grade
of the Owner's pipelines when, by so doing, the necessity for relocation of
existing utilities or services connections will be avoided Such changes will be
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ordered in writing by the Engineer Where applicable, adjustment in the Contract
price will be on the basis of the unit prices stated in the Bidding Schedule
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Where unit prices in the Bidding Schedule are not applicable, adjustment in
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Contract price will be in accordance with Section 5 02
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305 LINES AND GRADES
(a) Lines and Grades shall be provided by the Owner to the extent specified in
Special Provisions
(b) The Contractor shall preserve all bench marks, stakes, and other survey
marks, and in case of their removal or destruction by his employees, he shall be
liable for the cost of their replacement
3'06 LEGAL ADDRESS OF CONTRACTOR
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311
workmanship, and diligent execution of the Contract Such inspection may
include mill, plant, shop or field inspection as required The Engineer shall be
permitted access to all parts of the work, including plants where materials or
equipment are manufactured or fabricated, and he shall be furnished with such
materials, information and assistance by the Contractor and his subcontractors
and suppliers as is required to make a complete and detailed inspection
(b) Work done in the absence of prescribed inspection may be required to be
removed and replaced under the proper inspection, and the entire cost of
removal and replacement, including the cost of all materials shall be borne by the
Contractor, regardless of whether the work removed is found to be defective or
not Work covered up without the authority of the Engineer, shall, upon the order
of the Engineer be uncovered to the extent required, and the Contractor shall
similarly bear the entire cost of performing all the work and furnishing all the
materials necessary for the removal of the covering and its subsequent
replacement, as directed and approved by the Engineer
(c) Except as otherwise provided herein, the cost of inspection will be paid by
the Owner All inspection fees imposed by agencies other than the Owner shall
be paid by the Contractor
(d) The Engineer will make, or have made, such tests as he deems necessary to
insure that the work is being accomplished in accordance with the requirements
of the Contract Unless otherwise specified in the Special Conditions, the cost of
such testing will be borne by the Owner In the event such tests reveal
non-compliance with the requirements of the Contract, the Contractor shall bear
the cost of such corrective measures deemed necessary by the Engineer, as well
as the cost of subsequent retesting
ASSIGNMENT FORBIDDEN
(a) The Contractor shall not assign,'sublet, sell, transfer, or otherwise dispose of
the Contract or any portion thereof, or his right, title, or interest therein, or his
obligations thereunder, without the written consent of the Owner
(b) If the Contractor violates the provisions of Subsection 3 10 (a), the Contract
maybe terminated at the option of the Owner In such event, the Owner shall be
relieved of all liability and obligations to the Contractor, and to his assignee or
transferee, growing out of such termination
(a) In the Owner's discretion, subcontracts may be permitted to such extent as
shall be shown to be necessary or advantageous to the Contractor in the
prosecution of the work and without injury to the Owner's interests The
resubletting of the work by a subcontractor shall be subject to the same
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on definite commitment, as of the date the Contract is terminated, which would
be needed in the work and which meet the requirements of the Specifications
The value of the work performed and the cost of the materials and equipment
delivered to the site, as mentioned above, shall be determined by the Engineer in
accordance with the procedure prescribed for the making of the final estimate
and payment as described in Section 5 08
314 TERMINATION OF CONTRACT BY OWNER (CONTRACTOR AT
FAULT)
(a) The Owner may terminate the Contract upon 10 days written notice to the
Contractor in the event of any default by the Contractor It shall be considered a
default by the Contractor whenever he shall (1) declare bankruptcy, become
insolvent, or assign his assets for the benefit of his creditors, (2) disregard or
violate important provisions of the Contract documents or Engineer's instructions,
or fail to prosecute the work according to the approved progress schedule, or (3)
fail to provide a qualified superintendent, competent workmen, or subcontractors,
or materials or equipment meeting the requirements of the Specifications and
Drawings
(b) In the event the Contract is terminated in accordance with Subsection
3 14(a), the Owner may take possession of the work and of all materials, tools,
equipment, and property of the Contractor, which have been provided in
connection with the work, and may complete the work by whatever method or
means he may select The cost of completing the work shall be deducted from
the Contract balance and the work completed in accordance with the Drawings
and Specifications If such cost exceeds the balance which would have been
due, the Contractor shall pay the excess amount to the Owner If such cost is
less than the balance which could have been due, the Contractor shall have no
claim to the difference except to such extent as may be necessary, in the opinion
of the Engineer, to reimburse the Contractor or the Contractors sureties for any
expense properly incurred for materials, tools, equipment, property, and labor,
devoted to the prosecution of the work, of which the Owner shall have received
the benefit In computing such expenses, as it relates to equipment and
property, the salvage value at completion of the work shall be deducted from the
depreciated value at the time the Contract was terminated, and the difference
shall be considered as an expense
315 TERMINATION OF CONTRACT BY CONTRACTOR
The Contractor may terminate the Contract upon 10 days written notice to the Owner, whenever
(1) the entire work has been suspended in accordance with Section 3 12, for 60 consecutive
calendar days through no fault or negligence of the Contractor, and notice to resume work or to
terminate the Contract has not been received from the Owner within this time period, or (2) the
Owner should fad to pay the Contractor any substantial sums due him in accordance with the
terms of the Contract and within the time limits prescribed In the event of such termination, the
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will be permitted to use in the work, without charges, any such materials which meet the
requirements of the Special Provisions and Drawings
405 DEFECTIVE EQUIPMENT, MATERIALS OR WORK
(a) Inspection of the work shall not relieve the Contractor of any of his obligations
under the Contract Even though equipment, materials or work required to be
provided under the Contract have been inspected, accepted and estimated for
payment, the Contractor shall, at his own expense, replace or repair any such
equipment, materials, or work found to be defective or otherwise not in
compliance with the requirements of the Contract up to the end of the
maintenance and guarantee period
(b) Any equipment or materials brought upon the job site by the Contractor and
subsequently rejected by the Engineer as not complying with the requirements of
the Contract shall be removed immediately by the Contractor to a satisfactory
distance from the job site
(c) If the Contractor shall fail to repair or replace unsatisfactory equipment,
materials, or work, or to remove unsatisfactory equipment or materials from the
job site, within 10 calendar days after being ordered to do so by the Engineer, the
Engineer, acting on behalf of the City, may make the ordered repairs or remove
the condemned equipment or materials and the City will deduct the cost thereof
from any monies due or to become due the Contractor
406 SOUND CONTROL REQUIREMENTS
407 RUBBISH CONTROL
During the progress of the work, the Contractor shall keep the site of the work and other areas
used by him in a neat and clean condition, and free from any accumulation of rubbish
408 DUST CONTROL
The Contractor shall at all times conduct his work so as to avoid unnecessary dust He shall
provide adequate equipment and water as determined by the Engineer to be necessary for
accomplishment of this objective
409 CHARACTER OF WORKMEN
None but skilled workmen shall be employed on work requiring special qualifications When
required in writing by the Engineer, the Contractor or any subcontractor shall discharge any
person who is, in the opinion of the Engineer, incompetent, disorderly, or otherwise
unsatisfactory, and shall not again employ such discharged person on the work except with the
consent of the Engineer Such discharge shall not be the basis of any claim for damages
against the City or any of his agents
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(c) Any adjustment in Contract price shall be based on unit price bid on the work,
where such bid items are applicable
(d) If the original bid prices are not applicable, the adjustment in Contract price shall
be based on a lump sum or unit price agreed upon by the City and the Contractor
prior to executing the change order
(e) If the original bid prices are not applicable and the City and Contractor are unable
to agree upon a lump sum or unit price prior to executing the change order, the
adjustment in Contract price shall be made on a cost-plus basis In such an
event, the following items will be included as the direct costs
Materials and supplies
Labor (including foremen's wages)
Workmen's Compensation Insurance
Unemployment insurance contributions paid to the State
Social Security Taxes paid to the Federal Government
Labor union health and welfare, pension, vacation -holiday, and
apprenticeship fund contributions
Reasonable value for use of equipment for actual time of use
In addition to the direct costs enumerated above, the City will pay to the
Contractor for said extra work a percentage of said direct costs to compensate
for the following profit and overhead items
Profit
General expenses
All insurance except Workmen's Compensation Insurance
Excise taxes
Property taxes
License and inspection fees
Bond premiums
All other items of expense not specifically enumerated above
Said percentage will be 15 percent of said direct costs provided the Contractor
actually performs said extra work himself In the event said extra work is
performed by a Subcontractor, the percentage paid to the Contractor will be 20
percent of said Subcontractor's direct costs Said percent will include allowance
for profit and overhead costs for both the Contractor and Subcontractor In the
event said extra work is performed through more than one Subcontractor in
succession, said percentage will not exceed 25 percent
(f) When work is being performed on a cost-plus basis, the Contractor shall submit
written reports as directed by the City, showing all items of direct cost, as defined
in Subsection 5 02 (e), which enter into the work If required by the City, the
Contractor shall furnish books, vouchers, invoices, and other records to
substantiate the direct cost items listed in said reports
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Within 10 days after award of the Contract, or at such times as may be required by the City, the
Contractor shall submit progress schedules showing the order in which he proposed to carry on
the work and the dates when the various parts will begin and be completed Progress
schedules shall be subject to the approval of the City and if in his opinion a schedule submitted
is inadequate to secure the completion of the work in the time agreed upon, or is otherwise not
in accordance with the Specifications, he may require the Contractor to submit a new schedule
which will insure timely completion of the work
507 MONTHLY ESTIMATES AND PAYMENTS
(a) On or about the 25th day of each month, the Engineer shall prepare and transmit
to the City, an estimate of the cumulative amount and value of work performed by
the Contractor up to that date Except as may otherwise be provided in the
Special Provisions, said amount will include 80 percent of the value of all
acceptable materials and equipment delivered to the site of the work Said value
will be based on certified copies of invoices delivered by the Contractor and
Engineer To this figure will be added all amounts due or paid the Contractor for
performance of extra work in accordance with change orders From the total
computed above, a deduction of 10 percent will be made Further deductions will
be made for (1) amounts due the City for equipment or materials furnished or
services rendered, (2) amounts due the City under the terms of the Contract, (3)
amounts of any claims of lien filed with the City in accordance with Section 6 05,
and (4) amounts required to be deducted by Federal, State, or local
governmental authority From the balance thus determined will be deducted the
amount of all previous payments and the remainder shall constitute the partial
payment due the Contractor
(b) The City's estimate of the partial payment due the Contractor will not be required
to be made by strict measurement, and an approximate estimate will suffice The
partial payments may be withheld or reduced if in the City's opinion, the
Contractor is not diligently or efficiently endeavoring to comply with the intent of
the Contract, or if the Contractor fails to pay his labor and material bills as they
become due
(c) Contractor shall furnish the City promptly, upon request, all information and
records necessary to determine the cost of the work for purposes of estimating
partial payments, including an itemized statement, in a form satisfactory to the
City, of the actual cost of all acceptable materials delivered by the Contractor to
the site
(d) No partial payment shall be construed as an acceptance of the work or of any
portion of the work, nor shall the making of such payment preclude the City
from demanding the recovering from the Contractor such damages as it may
sustain by reason of the Contractor's failure to comply with requirements of the
Contract
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the City will make payment estimate submitted to the Contractor, in accordance
with the provisions of Subsection 5 08(c) The City then will investigate the
Contractor's claims, make any revisions to said semi-final estimate as he
appropriate The City then will make final payment to the Contractor in
accordance with the provisions of Subsection 5 08(c)
509 FINAL PAYMENT TERMINATES LIABILITY OF OWNER
The acceptance by the Contractor of the final payment referred to in Subsection 5 08(c) shall be
a release of the City and its agents from all claims of and liability to the Contractor for anything
done or furnished for, or relating to, the work or for any act or neglect of the City or of any
person relating or affecting the work, except claims against the City for the remainder, if any, of
the amounts kept or retained under the provisions of Section 6 05
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claim stating in general terms the kind of labor and materials, the value of same, and the name
of the person to or for whom the same was furnished, together with a statement that the same
has not been paid, or if any person shall bring against the City or any of its agents Any action
to enforce such claim the City will, until the action is settled, withhold from monies due the
Contractor an amount sufficient to satisfy the decision of the court together with costs
606 INSURANCE
(a) General - The Contractor shall not commence work under this Contract
until he has obtained all the insurance required under this Section and
such insurance has been approved by the City, nor shall the Contractor
allow any subcontractor to commence work on his subcontract until the
insurance required of the subcontractor has been so obtained and
approved All insurance required under this Section shall be maintained
continuously during the life of the Contract up to the date of acceptance of
the work by the City
(b) Worker's Compensation Insurance - The Contractor shall procure and
maintain Workmen's Compensation Insurance as required by applicable
State or territorial law for all of his employees to be engaged in work at
the site of the project under this Contract, and, in case of any such work
sublet the Contractor shall require the subcontractor similarly to provide
Workman's Compensation Insurance for all of the latter's employees to be
engaged in such work unless such employees are covered by the
protection afforded by the Contractor's Workmen's Compensation
Insurance In case any class of employees engaged in hazardous work
on the project under this Contract is not protected under the Worker's
Compensation Statute, the Contractor shall provide and shall cause each
subcontractor to provide adequate employer's liability insurance for the
protection of such of his employees as are not otherwise protected
(c) Contractor's Public Liability and Property Damage Insurance and Vehicle
Liability Insurance - The Contractor shall procure and maintain
Contractor's Liability Insurance in the amounts specified herein
(d) Subcontractor's Public Liability and Property Damage Insurance and
Vehicle Liability Insurance - The Contractor shall either (1) require each of
his subcontractors to procure and to maintain Subcontractor's Public
Liability and Property Damage Insurance and Vehicle Liability Insurance
of the type and in the amounts specified in the Special Provisions or, (2)
insure the activities of his subcontractors in his own policy, in like amount
(e) Builder's Risk Insurance (Fire and Extended Coverage) - The Contractor
shall procure and maintain Builder's Risk Insurance (All Risk Coverage)
on a 100 percent completed value basis on the insurable portion of the
project for the benefit of the City, the Contractor and subcontractors as
their interests may appear
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607 NO PERSONAL LIABILITY
The Contractor shall indemnify and save harmless the City, its officers, agents, and employees,
against and from all claims and personal liability arising under or by reason of the Contract or
any performance of the work
608 DIR REQUIREMENTS
Pursuant to State Bill 854, the following new requirements apply to all public works projects
A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject
to the requirements of Section 4104 of the Public Contract Code, or engage in the performance
of any contract for public work, as defined in this chapter, unless currently registered and c
qualified to perform public work pursuant to Section 1725 5 It is not a violation of this section >
for an unregistered contractor to submit a bid that is authorized by Section 7029 1 of the a
Business and Professions Code or by Section 10164 or 20103 5 of the Public Contract Code,
provided the contractor is registered to perform pubic work pursuant to Section 1725 5 at the in
time the contract is awarded The website for contractor registration with the Department of c
Industrial Relations (DIR) is https //efiling dir ca gov/PWCR, the annual non-refundable fee, valid a
July 1 through June 30 (state fiscal year), is $300
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Contractors and subcontractors must submit electronic payroll records to the DIR's Compliance
Monitoring Unit (CMU) in addition to providing wet -ink original copies to the City or its
designated labor compliance officer 4)
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609 PERMITS AND LICENSES
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Unless otherwise provided in the Special Provisions, the Contractor shall obtain at his own
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expense all permits and licenses required for prosecution of the work and shall pay all taxes r
properly assessed against his equipment or property used in connection with the work o
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No work shall be started within the street right-of-way or on City property until the Contractor
has obtained the necessary permits The Contractor shall obtain and pay for all permits and E
fees and give all notices necessary and incident to the due and lawful prosecution of the work
and to the preservation of the public health and safety Fees will not be collected on those a
permits obtained from the City Engineer's Office
For work on private property where shown on the plans, the City will provide rights of entry at no
cost to the Contractor Such rights of entry do not relieve the Contractor of the need to provide
at his cost, permits and insurance required of the Contractor by other agencies and
organizations
The Contractor shall obtain and pay for all costs incurred for licenses necessitated by his
operations Prior to starting any work, the Contractor shall be required to have a City Business
License valid for the life of the Contract, his subcontractors shall also have Business Licenses
valid for the time they are engaged in work
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SECTION 7 - STATE OF CALIFORNIA REQUIREMENTS
701 WAGES
(a) Pursuant to the provisions of the California Labor Code, not less than
the general prevailing rate of per diem wages for work of a similar
character in the locality in which the said work is performed, and not less
than the general prevailing rate of per diem wages for legal holidays and
overtime work in each craft or type of workmen needed to execute the
work contemplated under the Contract, shall be paid to all workmen on
and in connection with said work by the Contractor and by any
subcontractor doing or contracting to do any part of said work The
Contractor shall, as a penalty to the City, forfeit $25 00 for each calendar
day, or portion thereof, for each workman paid less than the stipulated
prevailing rates of such work or craft in which such workman is employed,
whether paid by the Contractor or by any subcontractors under him The
Contractor agrees to comply with the provisions of Sections 1775 and
1776 of the California Labor Code The Contractor is also required to post
the applicable prevailing wage rates at the jobsite
Pursuant to 1773 2, the Contractor shall refer to the wage schedule on file
at the City Clerk's Office at 22795 Barton Road, Grand Terrace, California,
92313
(b) The Contractor and the subcontractors shall comply with the
Davis -Bacon Fair Labor Standards Act (40 USC a--276a-5) and the
implementation regulations issued pursuant thereto (29 CFR Section 1 5)
and any amendments thereof
(c) The issuance, as payment for wages, of any evidence of
indebtedness is prohibited unless the same is negotiable and payable on
demand without discount
(d) In accordance with the provisions of Section 3700 of the California
Labor Code, the Contractor shall secure the payment of compensation to
his employees
702 PAYROLL RECORDS
Contractor shall provide the City with certified copies of payroll records upon demand,
and within 24 hours of such demand
703 APPRENTICES ON PUBLIC WORKS
The Contractor shall comply with all applicable provisions of Sections 1775 5 of the
California Labor Code relating to employment of apprentices on public works
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Construction Safety Orders, State of California, Department of Industrial Relations,
regarding the design of concrete forms, falsework and shoring, and the inspection of
same prior to placement of concrete Where the said Section 1717 requires the
services of a registered civil engineer in the State of California to approve design
calculation and working drawings of the falsework or shoring system, or to inspect such
system prior to placement of concrete, the Contractor shall employ a registered civil
engineer for these purposes
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r ) SPECIAL PROVISIONS
SIGNING, STRIPING, AND PAVEMENT MARKERS
All equipment, materials, and components for signing and striping, and the installation
thereof, shall conform to the 2010 Caltrans Standard Plans, and Standard
Specifications, Section 56, "Signs," Section 84, "Traffic Stripes and Pavement
Markings," and Section 85, "Pavement Markers," unless otherwise noted in these
Special Provisions and on the Plans These Plans and Specifications are hereinafter
referred to as State Standard Plans and State Standard Specifications Copies of these
documents are available from Caltrans, District 7 office at 100 South Main Street, Los
Angeles, California 90012 or from Caltrans, 6002 Folsom Boulevard, Sacramento,
California 95819, (916) 445-3520
All materials required for the completion of work as shown on the Plans shall be
provided by the Contractor
SECTION 56 - SIGNS
56-4 ROADSIDE SIGNS
56-4 03 Construction Relocated signs shall be installed using existing posts at new
locations and shall be set at a minimum 30-inch depth and at a minimum 12-inch
square portland cement concrete (PCC) The post depth of the concrete footing
shall be sufficient to extend at least 6-inches below the bottom of the posts '/-inch
expansion paper shall be placed between the sign foundation and sidewalk
New signs shall be installed using metal posts set at a minimum of 30-inch depth in
a minimum 12-inch square PCC The metal post shall be 2-inch square galvanized
steel "Quik-Punch," with 30-inch break away base and 18-inch sleeve The length of
the metal post shall be sufficient to extend from the top of the sign to 30-inches
below the top of the concrete footing and provide a 7-foot clearance between the
finished grade and the bottom of the sign The depth of the concrete footings shall
be sufficient to extend at least 6-inches below the bottom of the posts '/-inch
expansion paper shall be placed between the sign foundation and sidewalk
Marker and delineators shall conform to the provision in Section 82,
"Markers and Delineators "
56-4 04 Payment Payment for signing shall be included in the various unit price
items per the bid schedule, and no additional compensation will be allowed therefor
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The installation of traffic stripes includes placement of raised pavement
markers when called for on the plans
Adhesive for raised pavement markers shall be per Section 85, 'Pavement
Markers " Epoxy shall be the Rapid Set type
84-2 04 Payment Payment for striping details, pavement markings, and
curb marking shall be included in the various unit price items per the bid
schedule, and no additional compensation will be allowed therefor
84-3 PAINTED TRAFFIC STRIPES AND PAVEMENT MARKINGS
84-3 02 Materials Paint for curb markings shall be ready -mixed rapid dry
type
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84-3 03 Construction Paint shall be applied in two coats a
The second coat of paint shall be applied no less than 24 hours from
application of the first coat
Each coat paint shall include glass beads
84-3 07 Payment Payment for curb marking shall be included in the various
unit price items per the bid schedule, and no additional compensation will be
allowed therefor
SECTION 85 — PAVEMENT MARKERS
85-1 03C Epoxy Adhesive Adhesive for raised pavement markers shall
be rapid set type epoxy
Removal of pavement markers shall be per Section 15-2 02D, "Remove
Pavement Markers "
85-1 04 Payment Payment for pavement markers shall be included in the
various unit price items per the bid schedule, and no additional compensation will
be allowed therefor
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Whenever any work or equipment is to be guaranteed or maintained by a
manufacturer, supplier, or subcontractor, said obligation shall be that of the
Contractor
All guarantees shall be in writing and delivered to the Engineer by the
Contractor prior to final acceptance of the work
Where the Contractor -installed facilities are damaged prior to final
acceptance by the Engineer, the Contractor shall repair or replace such
facilities at his own expense
86-1 07 Scheduling of Work No work shall commence and no material or
equipment shall be stored at the jobsite until such time that the Contractor
notifies the Engineer in writing of the date that all electrical materials and
equipment are to be received Upon receipt of said notification by the a
Engineer, the Contractor may commence work within 5-working days prior (D
to said delivery date N
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The job site shall be maintained in a neat and orderly condition at all times a
and areas of sidewalk removal to be left open for less than 5 days shall be
covered with plywood sheeting and barricades Areas to be left open
more than 5 days shall be patched with temporary AC pavement, cm
smoothed to provide a level finished walking surface
All striping, pavement markings, and signing shall be in place prior to
flashing beacon turn on
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Turn on of the flashing beacon system shall not be made on a Friday or
the day preceding a legal holiday, and will be permitted between the hours
of 9 a m and 2 p m only The City shall be notified 48 hours prior to the
intended turn on
86-2 MATERIALS AND INSTALLATION
86-2 01 Excavation and Backfilling Excavation for foundations shall be
hand dug until clear of obstructions
86-4 TRAFFIC SIGNAL FACES AND FITTINGS
86-4 09 Flashing Beacons Solar powered flashing beacons shall be
Carmanah Model No 247-E All flashing beacons shall be 12" yellow LED
per approved Caltrans specifications
86-8 PAYMENT
86-8 01 Payment The second paragraph of Section 86-8 01, "Payment,"
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•~ AGENDA REPORT
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MEETING DATE January 24, 2017 Council Item
TITLE Accept the Award of the Highway Safety Improvement
Program Grant for Safety Improvements on Mt Vernon in
the Amount of $435,700
PRESENTED BY Yanni Demitri, Public Works Director
RECOMMENDATION 1 Receive and file the Federal Highway Safety Improvement
Program (HSIP) grant award report
2 Accept the HSIP Grant award in the amount of $435,700
3 Establish Fund #74 as the Highway Safety Improvement
Program (HSIP) Grant Fund
4 Approve the revenue and expense appropriations in the
amounts of $435,700 respectively for the HSIP grant fund
2030 VISION STATEMENT
This staff report supports City Council Goal #1, "Ensuring Our Fiscal Viability" and Goal
#2 "Maintain Public Safety"
The Highway Safety Improvement Program (HSIP), codified as Section 148 of Title 23,
United States Code (23 U S C §148) is one of the core federal -aid programs in the new
federal surface transportation act, Fixing America's Surface Transportation Act (FAST),
which was signed into law on December 4, 2015 The purpose of the HSIP program is
to achieve a significant reduction in traffic fatalities and serious injuries on all public
roads, including non -State-owned public roads and roads on tribal land
DISCUSSION
In August 2015 City staff retained Evan Brooks Associates to prepare a grant
application on behalf of the City of Grand Terrace for proposed roadway safety
improvements on Mt Vernon Ave, which include the following
1 Installation of Radar Feedback Signs
2 Improvements to roadways and crosswalk pavement markings and striping
3 Installation of new street lights at locations where visibility needs to be enhanced
4 Installation of flashing STOP signs and beacons
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MEETING DATE January 24, 2017 Council Item
TITLE Discussion of Public Safety - Levels of Service Special City
Council Meeting Date
PRESENTED BY Pat Jacquez-Nares, City Clerk
RECOMMENDATION Staff recommends that the City Council set the date for this
Special Meeting at 6 00 p m on either Tuesday, February 7,
2017 or February 21, 2017
2030 VISION STATEMENT
This staff report supports Goal #2 Maintain Public Safety Ensure Staff Levels for Police
Services Remain Adequate for Our Community, and Goal #5 "Engage in Proactive
Communication" by engaging the community by participation
BACKGROUND/ DISCUSSION
Staff is requesting that the City Council set a date for a Special meeting to discuss the
Public Safety Levels of -Service At this meeting, the San Bernardino Sheriffs
Department will provide their quarterly report, crime statistics and historical data They
will also discuss their recommended levels of service for a City the size of Grand
Terrace Staff will present the funding requirements and resources available within the
City's budget to cover any increased level of service
FISCAL IMPACT
No fiscal impact at this time
APPROVALS
Pat Jacquez-Nares
Completed
01/19/2017 3 14 PM
City Attorney
Completed
01/19/2017 3 17 PM
Finance
Completed
01/19/2017 3 58 PM
City Manager
Completed
01/19/2017 4 01 PM
City Council
Pending
01/24/2017 6 00 PM
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San Bernardino County Transportation Authority
Metro Valley Study Session January 12, 2017
Consent - Project Delivery
• Recommend Receive and File Construction Contract Change Orders to
on -going SANBAG construction contracts with VT Electric, Inc, Sully -
Miller Contracting Company, Riverside Construction Company, Inc,
Flatiron West, Inc and MCM Construction, Inc
DISCUSSION ITEMS
Project Delivery
• Recommend approval award of Contractwith Psomas for Construction
Management services for the Metrolink Active Transportation Program
Project
Transportation Programming and Fund Administration
• Recommend Approve Funding AgreementswithCity of Ontario for
North Vineyard and South Milliken Grade Separation Projects
• Recommend receive 2017 Update to the Ten -Year Delivery Plan -
Freeway Program
San Bernardino County Transportation Authority - General Policy
Committee, January 11
• Consent -Administrative Matters
• Recommend Receive and file November and December 2016
Procurement Report
• Recommend receive and file Budget to Actual Report for first quarter
ending September 30, 2016
• Receive Measure I Revenue report on Measure I receipts for Measure I
2010-2040
DISCUSSION ITEMS
Administrative Matters
• Recommend approval of Funding request for the operation and
maintenance of the San Bernardino Santa Fe Depot
,�v' Regional/Subregional Planning
• Recommend San Bernardino County Transportation Analysis Model
Contract Award to Cambridge Systematics, Inc
Grand Terrace Oversight Board -January 18
• Approved Resolution Approving Successor Agency's SERAF Loan
Repayment Schedule
• Approved Successor Agency's Residual Receipts Contract Agreement
• Approved Successor Agency's Recognized Obligation Payment Schedule
(ROPS) 17-18 in the Amount of $2,925,556
CITY OF GRAND TERRACE
CITY COUNCIL AGENDA • JANUARY 24, 2017
CALL TO ORDER
Convene City Council 6 , dc) P 0 4
Invocation will be given by Pastor Ezequil Gallegos from Living Word Inland
Empire Church
Pledge of Allegiance Please join in leading us in the Pledge of
Allegiance
ROLL CALI
Attendee Name
Present
Absent
Late I
Arrived
Mayor McNaboe
EF
❑
t ❑
Mayor Pro Tern Robles
EV"
❑
❑
Council Member Wilson
❑
❑
Council Member Hussey
IV
❑
❑
Council Member Ryenarz
Q,-'
❑
❑
G Harold Duffey
CY
❑
( ❑
Pat Jacquez-Nares
Er
❑
❑
Richard Adams
C!*
❑
j ❑
Yanni Demitn
11ko"
❑
❑
Linda Phillips
❑
❑
Sandra Molina
❑
❑
Cynthia Fortune
❑
( ❑
Dan Wooters
❑
f�
❑
Lt Wolfe
❑
❑
t
❑
❑
❑
A SPECIAL PRESENTATIONS
B
Presentation of a Proclamation for National Mentonng Mgto San Bernardino County
Children and Family Services na•,r�e q 1pi rrLuA+*4 �v77
Presentation of a Commendation to Senior Center President Jane Haines
lJ CONSENT CALENDAR ALL ITEMS PULLED ITEMS
Motion Second
Vote
City of Grand Terrace Page 1
Agenda Grand Terrace City Council January 24, 2017
1 WAIVE FULL READING OF ORDINANCES ON AGENDA
2 Approval of Minutes — Regular Meeting — 01/10/2017
3 Approval of Check Register No 12312016 in the Amount of $422,016 70
RECOMMENDATION
Approve Check Register No 12312016 in the amount $422,016 70, as submitted, which
includes the Check Register Account Index for Fiscal Year 2016-17
4 Monthly Financial Report for November2016
RECOMMENDATION
Receive and file the Monthly Financial Report for the period ending November 30, 2016
5 Monthly Business License Report for December 2016 -
RECOMMENDATION
Receive and file the Monthly Business License Report for the period ending December
31, 2016
6 Notice of Completion for GTB 2016-06 - Demolition Project at 22273 Barton Road
RECOMMENDATION
Direct Staff to Record the Notice of Completion for GTB 2016-06 (Demolition Project)
C PUBLIC COMMENT TOTAL SPEAKERS !y O IV
D CITY COUNCIL COMMUNICATIONS
Council Member Brian Reinarz
Council Member Bill Hussey
Council Member Doug Wilson,
Mayor Pro Tern Sylvia Robles
Mayor Darcy McNaboe
E PUBLIC HEARINGS - NONE
F UNFINISHED BUSINESS - NONE
G NEW BUSINESS
City of Grand Terrace Page 2
il
Agenda Grand Terrace City Council January 24, 2017
7
Acceptance of the 2017 Every 15 Minutes Grant Award in the Amount of $6,000
RECOMMENDATION
1 Accept the 2017 Every 15 Minutes Grant Program Award of $6,000 from the
Department of California Highway Patrol,
2 Authorize the City Manager or his designee to sign and execute the grant agreement
with the Department of California Highway Patrol,
3 Authorize the allocation of $4,000 to augment the Every 15 Minutes Grant from the
Department of California Highway Patrol, and
4 Authorize the revenue and expense allocations of $10,000 respectively to account
for the receipt of grant funds and expenditure for the Every 15 Minutes program
Staff Presentation
IMF /r.IAMI
Council Questions Speakers
Motion 01PIr Second
VOTE . S—"O
Purchase of Automated License Plate Reader Cameras for the Corner of Barton Road `
and Honey Hill
RECOMMENDATION
1 Approve the purchase and installation of an two (2) Automated License Plate
Reader (ALPR) cameras in the amount of $30,244 to be installed at the Intersection
of Barton Road and Honey Hill Drive, and
2 Authorize the City Manager or his designee to execute the Purchase Order to
Vigilant Solutions for the ALPR cameras in the amount of $30,244
Staff Presentation
GV ��
Council Questions
Speakers
Motion LLmsem Second
Vote 6
ME
City of Grand Terrace Page 3
Agenda Grand Terrace City Council January 24, 2017
9 Emergency Management Performance Grant (EMPG)
RECOMMENDATION
1 Receive and file the San Bernardino County Fire (SB Fire) Emergency Management
Performance Grant (EMPG) report
2 Accept the EMPG award in the amount of $11,632
3 Establish Fund #75 as the Emergency Management Performance Grant (EMPG)
Fund
4 Authorize the in -kind match of $11,632 from the City's approved FY2016-17
operating budget as required by the EMPG grant
5 Approve the revenue and expense appropriations in the amounts of $23,264
respectively for the EMPG grant activity
6 Award a purchase order to Dynamic Plan ning+Science (DP+S) to update the City's
Local Hazard Mitigation Plan in the amount of $11,632
7 Authorize the City Manager or his designee to execute an amendment to the
attached agreement with DP+S, to incorporate the additional scope of work and the
additional compensation to cover the scope of work in the amount of $11,632 00
Staff Presentation
Council Questions
. I -Speakers
,l�lJ �T
Motion b Second /
VOTE .5
10 loth Annual Blue Mountain Hike-
RECOMMENDATION
Receive and File Report
Staff Presentation VA
Council Questions Speakers M_k2
Motion
VOTE
Second
City of Grand Terrace Page 4
Agenda Grand Terrace City Council January 24, 2017
11 Award of Contract for Pico Street Paving Services
RECOMMENDATION
1 Waive the competitive bid process
2 Award a Construction Contract to United Paving Co for street improvements of the
other half of Pico Street parallel to the frontage of Tract No 18793 in an amount not
to exceed $23,492 (Includes a 5% contingency)
3 Authorize City Manager to execute the Contract and any necessary Change Orders
within the allocated budget
Staff Presentation
Council Questions Speakers
Motion Second
VOTE J — C)
12 Accept the Award of the Highway Safety Improvement Program Grant for Safety
Improvements on Mt Vernon in the Amount of $435,700
RECOMMENDATION
1 Receive and file the Federal Highway Safety Improvement Program (HSIP) grant
award report
2 Accept the HSIP Grant award in the amount of $435,700
3 Establish Fund #74 as the Highway Safety Improvement Program (HSIP) Grant
Fund
4 Approve the revenue and expense appropriations in the amounts of $435,700
respectively for the HSIP grant fund
Staff Presentation � �u� 8-V j
Council Questions
Speakers
Motion Y-Y� 0 -r Second L l�
VOTE 5'
City of Grand Terrace Page 5
Agenda
Grand Terrace City Council
January 24, 2017
H
13 Discussion of Public Safety - Levels of Service Special City Council Meeting Date
RECOMMENDATION
Staff recommends that the City Council set the date for this Special Meeting at 6 00
p m on either Tuesday, February 7, 2017 or February 21, 2017
Staff Presentation —c�'-�
Council Questions
Motion
VOTE
Speakers,
Second
CITY MANAGER COMMUNICATIONS
JL
RECESS TO CLOSED SESSION 'y • 7 PM
CLOSED SESSION
14 Conference with Legal Counsel — Anticipated Litigation,
Significant Exposure to Litigation pursuant to paragraph (2) of subdivision (d) of
Government Code Section 54956 9 One Potential Case
RECONVENE TO OPEN SESSION g . P M
REPORT OUT OF CLOSED SESSION
V i fit, U", - 4�
ADJOURN �-®0 fid 0 vt,A- c
The Next Regular City Council Meeting will be held on Tuesday, February 14, 2017 at
600pm
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 6