11/15/2016CITY OF GRAND TERRACE
CITY COUNCIL
AGENDA ● NOVEMBER 15, 2016
Council Chambers Regular Meeting 6:00 PM
Grand Terrace Civic Center ● 22795 Barton Road
City of Grand Terrace Page 1
The City of Grand Terrace complies with the Americans with Disabilities Act of 1990. If
you require special assistance to participate in this meeting, please call the City Clerk’s
office at (909) 824-6621 at least 48 hours prior to the meeting.
If you desire to address the City Council during the meeting, please complete a Request
to Speak Form available at the entrance and present it to the City Clerk. Speakers will
be called upon by the Mayor at the appropriate time.
Any documents provided to a majority of the City Council regarding any item on this
agenda will be made available for public inspection in the City Clerk’s office at City Hall
located at 22795 Barton Road during normal business hours. In addition, such
documents will be posted on the City’s website at www.grandterrace.-ca.gov
<http://www.grandterrace-ca.gov>
CALL TO ORDER
Convene City Council
INVOCATION
PLEDGE OF ALLEGIANCE
ROLL CALL
Attendee Name Present Absent Late Arrived
Mayor Darcy McNaboe
Mayor Pro Tem Sylvia Robles
Council Member Jackie Mitchell
Council Member Doug Wilson
Council Member Bill Hussey
A. SPECIAL PRESENTATIONS
Presentation of Commendation to San Bernardino County Sheriff's Department Captain
Stephen Dorsey
Child Care Center Update
Agenda Grand Terrace City Council November 15, 2016
City of Grand Terrace Page 2
B. CONSENT CALENDAR
The following Consent Calendar items are expected to be routine and noncontroversial.
They will be acted upon by the City Council at one time without discussion. Any Council
Member, Staff Member, or Citizen may request removal of an item from the Consent
calendar for discussion.
1. Waive Full Reading of Ordinances on Agenda
DEPARTMENT: CITY CLERK
2. Approval of Minutes – Regular Meeting – 10/25/2016
DEPARTMENT: CITY CLERK
3. Monthly Business License Report for September 2016
RECOMMENDATION:
Receive and file the Monthly Business License Report for the period ending September
30, 2016.
DEPARTMENT: FINANCE
4. Monthly Financial Report for September 2016
RECOMMENDATION:
Receive and file the Monthly Financial Report for the period ending September 30,
2016.
DEPARTMENT: FINANCE
5. Approval of Check Register No. 10312016 in the Amount of $671,095.73
RECOMMENDATION:
Approve Check Register No. 10312016 in the amount $671,095.73 , as submitted,
which includes the Check Register Account Index for Fiscal Year 2016-17.
DEPARTMENT: FINANCE
6. Environmentally Preferable Purchasing and Practices Policy Required for CalRecycle
Grant Programs
RECOMMENDATION:
Approve an Environmentally Preferable Purchasing and Practices Policy for CalRecycle
Grant Eligibility
DEPARTMENT: PUBLIC WORKS
Agenda Grand Terrace City Council November 15, 2016
City of Grand Terrace Page 3
C. PUBLIC COMMENT
This is the opportunity for members of the public to comment on any items not
appearing on the regular agenda. Because of restrictions contained in California Law,
the City Council may not discuss or act on any item not on the agenda, but may briefly
respond to statements made or ask a question for clarification. The Mayor may also
request a brief response from staff to questions raised during public comment or may
request a matter be agendized for a future meeting.
D. CITY COUNCIL COMMUNICATIONS
Council Member Bill Hussey
Council Member Doug Wilson
Council Member Jackie Mitchell
Mayor Pro Tem Sylvia Robles
Mayor Darcy McNaboe
E. PUBLIC HEARINGS – NONE
F. UNFINISHED BUSINESS
7. Award of Contract for HVAC Preventative Maintenance and Repair Services
RECOMMENDATION:
1. Reject the lowest bid from Honeywell Building Solutions as unresponsive
2. Award a Contractor Agreement to ACCO Engineered Systems for HVAC Services
3. Authorize the City Manager to execute the Contract
DEPARTMENT: PUBLIC WORKS
8. Zoning Code Amendment 16-03; an Ordinance Repealing and Replacing in Its Entirety
Chapter 18.91 (Marijuana Regulations) of Title 18 of the Grand Terrace Municipal Code
RECOMMENDATION:
Read by title only, waive further reading and adopt an ORDINANCE OF THE CITY
COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, DETERMINING THIS
AMENDMENT IS EXEMPT PURSUANT TO SECTION 15061(b)(3) OF THE
CALIFORNIA ENVIRONMENTAL QUALITY ACT AND AMENDING THE GRAND
TERRACE MUNICIPAL CODE BY REPEALING AND REPLACING IN ITS ENTIRETY
CHAPTER 18.91 (MARIJUANA REGULATIONS) OF TITLE 18 RELATING TO
MARIJUANA ACTIVITY
DEPARTMENT: PLANNING & DEVELOPMENT SERVICES
Agenda Grand Terrace City Council November 15, 2016
City of Grand Terrace Page 4
G. NEW BUSINESS
9. Approve 5-Year Capital Improvement Program, Capital Projects Needs Analysis
(CPNA) & Maintenance of Efforts Expenditure
RECOMMENDATION:
Adopt a Resolution that:
1. Approves the 5-Year Capital Improvement Program as presented and subject to
annual update.
2. Authorizes the Maintenance of Efforts (MOE) expenditure in the amount of $115,156
from the General Fund required for Measure - I pass through money.
3. Adopts the Capital Projects Needs Analysis (CPNA) required for Measure - I Arterial
funding.
DEPARTMENT: PUBLIC WORKS
10. Municipal Code Amendment to Establish an Ordinance for the Impoundment of Vehicles
Used for Illegal Dumping
RECOMMENDATION:
Waive further reading and Introduce an ORDINANCE OF THE CITY COUNCIL OF THE
CITY OF GRAND TERRACE, CALIFORNIA ADDING CHAPTER 8.116 TO TITLE 8
(HEALTH AND SAFETY) OF THE GRAND TERRACE MUNICIPAL CODE RELATING
TO IMPOUNDMENT OF NUISANCE VEHICLES USED FOR ILLEGAL DUMPING
DEPARTMENT: PLANNING & DEVELOPMENT SERVICES
11. Authorize the City Manager to Award Demolition Contract to Demolish the Structures at
22273 Barton Road
RECOMMENDATION:
Authorize the City Manager to Enter Into a Contract with the Lowest Responsible Bidder
for Demolition of Structures located at 22273 Barton Road in an Amount not to Exceed
Forty Seven Thousand Dollars ($47,000)
DEPARTMENT: PLANNING & DEVELOPMENT SERVICES
12. City of Grand Terrace Assessment of Existing Park and Recreation System and
Establishing Funding Priorities for Existing and New Parks
RECOMMENDATION:
Provide Staff Direction by Approving Funding Priorities for the use of Park Development
Impact Fees to Refurbish, Expand and add new Facilities to the Park and Recreation
System within the City of Grand Terrace.
DEPARTMENT: CITY MANAGER
Agenda Grand Terrace City Council November 15, 2016
City of Grand Terrace Page 5
13. Adoption of a Resolution Establishing a Policy on Existing Animal Licenses
RECOMMENDATION:
Adopt a RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND
TERRACE, STATE OF CALIFORNIA, ESTABLISHING A POLICY ON DOG
LICENSING FOR THOSE ACCOUNTS THAT HAVE MORE THAN TWO LEGALLY
LICENSED DOGS
DEPARTMENT: PLANNING & DEVELOPMENT SERVICES
14. City Council Discussion on Advance Planning of 40 Acres North of Vivienda Avenue
RECOMMENDATION:
Staff requests that the City Council consider the options included in the conclusion of
the Agenda Report, and direct staff accordingly.
DEPARTMENT: PLANNING & DEVELOPMENT SERVICES
15. Award of Contract for Street Maintenance Services
RECOMMENDATION:
1. Award a Contractor Agreement to Hardy and Harper, Inc. for Street Maintenance
Services
2. Authorize City Manager to execute the Contract
DEPARTMENT: PUBLIC WORKS
H. BOARD, COMMISSION AND COMMITTEE UPDATES
16. Planning Commission Minutes - 08-25-2016
17. Planning Commission Minutes - 09-01-2016
18. Planning Commission Minutes - 09-15-2016
I. CITY MANAGER COMMUNICATIONS
RECESS TO CLOSED SESSION
J. CLOSED SESSION
19. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION - Initiation of
litigation pursuant to paragraph (4) of subdivision (d) of Section 54956.9: One Potential
Case
Agenda Grand Terrace City Council November 15, 2016
City of Grand Terrace Page 6
RECONVENE TO OPEN SESSION
REPORT OUT OF CLOSED SESSION
ADJOURN
The Next Regular City Council Meeting will be held on Tuesday, December 13, 2016 at
6:00 p.m.
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
CITY COUNCIL
MINUTES ● OCTOBER 25, 2016
Council Chambers Regular Meeting 6:00 PM
Grand Terrace Civic Center ● 22795 Barton Road
City of Grand Terrace Page 1
CALL TO ORDER
Mayor McNaboe called the meeting to order at 6:00 p.m.
Invocation was given by Pastor Alger Keough, Azure Hills Seventh Day Adventist
Church.
Pledge of Allegiance was led by Richard Peterson.
ROLL CALL
Attendee Name Title Status Arrived
Darcy McNaboe Mayor Present
Sylvia Robles Mayor Pro Tem Present
Jackie Mitchell Council Member Present
Doug Wilson Council Member Present
Bill Hussey 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 Fortune Finance Director Present
Dan Wooters Battalion Chief Present
Doug Wolfe Lieutenant Present
A. SPECIAL PRESENTATIONS
San Bernardino County Sheriff's Department1st Quarter (January - March) and 2nd
Quarter (April - June) Statistics Report - Lt. Wolfe
Lt. Wolfe provided a summary of the PowerPoint Presentation for this item.
A Council and staff discussion ensued on the deputy reports and calls for service. The
ability to have the Citizen's on Patrol Grand Terrace volunteers patrol within the City of
Grand Terrace only. Additional information was requested and provided on what
residents could do to deter burglars.
B
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Minutes Grand Terrace City Council October 25, 2016
City of Grand Terrace Page 2
. CONSENT CALENDAR
Approved all consent calendar items.
RESULT: APPROVED [UNANIMOUS]
MOVER: Doug Wilson, Council Member
SECONDER: Sylvia Robles, Mayor Pro Tem
AYES: McNaboe, Robles, Mitchell, Wilson, Hussey
1. Waive Full Reading of Ordinances on Agenda
WAIVED FULL READING OF ALL ORDINANCE ON THE AGENDA
2. Approval of Minutes – Regular Meeting – 10/11/2016
APPROVED THE MINUTES OF THE 10/11/2016 REGULAR MEETING
3. Monthly Financial Report for August 2016
RECEIVED AND FILED THE MONTHLY FINANCIAL REPORT FOR THE PERIOD
ENDING AUGUST 31, 2016.
4. Monthly Business License Report for August 2016
RECEIVED AND FILED THE MONTHLY BUSINESS LICENSE REPORT FOR THE
PERIOD ENDING AUGUST 31, 2016.
5. Authority to Apply for Grant from CalRecycle Rubberized Pavement Grant Program
APPROVED RESOLUTION NO. 2016-41, A RESOLUTION AUTHORIZING
SUBMITTAL OF APPLICATION FOR ALL CALRECYCLE GRANTS FOR WHICH
THE CITY OF GRAND TERRACE IS ELIGIBLE.
6. Appointments to the Volunteer Emergency Operations Committee
As amended
1) RE-APPOINTED PAUL TICKNER AND VIC PHENNIGHAUSEN TO NEW FOUR-
YEAR VOTING MEMBER POSITIONS WITH TERMS EXPIRING ON JUNE 30,
2020; AND
2) RE-APPOINTED PETE PARSONS TO A NEW FOUR-YEAR ALTERNATE
MEMBER POSITION WITH A TERM EXPIRING ON JUNE 30, 2020.
7. Amendment to CalPERS Health Contract for City Hall Employees
ADOPTED RESOLUTION NO. 2016-42, A RESOLUTION OF THE CITY COUNCIL
FIXING THE EMPLOYER CONTRIBUTION AT UNEQUAL AMOUNTS FOR
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Minutes Grand Terrace City Council October 25, 2016
City of Grand Terrace Page 3
EMPLOYEES AND ANNUITANTS UNDER THE PUBLIC EMPLOYEES’ MEDICAL
AND HOSPITAL CARE ACT WITH RESPECT TO A RECOGNIZED EMPLOYEE
ORGANIZATION
C. PUBLIC COMMENT
Bob Lavin, Freedom Wall Committee Chairman, invited everyone to the Veterans Day
ceremony and park dedication scheduled for Friday, November 11, 2016 at 1:30 p.m. at
Pico Park now Veterans Freedom Park.
D. CITY COUNCIL COMMUNICATIONS
Council Member Bill Hussey
Council Member Hussey thanked everyone in attendance and Lt. Wolfe for his
presentation. He and Mayor Pro Tem Robles did a fellowship at the senior center and
there were some Veterans there that would like to place their names on the wall.
Council Member Hussey already provided this information to Danny Flores. He also
informed City Manager Duffey that there were several Veterans at the Senior Center
that wanted to attend the ceremony on Friday and requested the use of the City's bus
for this. He attended the High School football game on Friday it was a great event.
Council Member Hussey along with Mayor McNaboe attended the Community Clean up
day on October 22, 2016. He thanked the volunteers that organized it and the Titan
players that also helped clean. He reported that at the CVS parking lot there was a lot of
trash and requested to have someone inform them. Council Member Hussey requested
additional trash cans along Vista Grande Way and have the Sheriff's patrol that area.
He also requested that the replacement slide at Richard Rollins Park be expedited to
ensure child safety and that the volunteer at the park has requested additional trash
cans. Council Member Hussey thanked City staff for the upcoming dog clinic and
requested that the participants have their dogs on leashes and that they control their
dogs.
Council Member Doug Wilson
Council Member Wilson acknowledged the Emergency Operations Committee Members
and requested that an item be put on the agenda to provide them with one of the three
City pins in recognition of their years of service. He also acknowledged the Sheriff's
Department especially Lt. Wolfe on a very busy month.
Council Member Jackie Mitchell
Council Member Mitchell thanked everyone that attended the meeting. She reported
that she attended the anti-bullying rally at Terrace View Elementary School. She also
participated in the second meeting of the annual Grand Terrace Holiday Event. Council
Member Mitchell, with the assistance of City Manager Duffey, hosted a Girl Scout Troop
tour of the Council chambers. She suggested that the City staff use heavy duty plastic
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Minutes Grand Terrace City Council October 25, 2016
City of Grand Terrace Page 4
wrap on the slide to prevent its use. Council Member Mitchell stated she would be out of
town next week and would work through the City Clerk to get a replacement to attend
her Gangs & Drugs Taskforce meeting on November 2, 2016.
Mayor Pro Tem Sylvia Robles
Mayor Pro Tem Robles reported that the Chamber had a meet and greet candidate
forum. The Senior Center also had an informal meet and greet. She attended the Grand
Terrace Woman's League meeting. Mayor Pro Tem Robles praised the senior center
meals and the new senior transportation services.
Mayor Darcy McNaboe
Mayor McNaboe provided a written summary of her report as follows:
SANBAG - Metro Valley Study Session - October 13, 2016
Consent - Project Delivery
· Recommend for approval - Construction Contract Change Orders to on-going
SANBAG construction contracts with Ortiz Enterprises, Inc., Sully-Miller
Contracting Company, Riverside Construction Company, Inc., Flatiron West, Inc.
and MCM Construction, Inc
Discussion - Project Delivery
· Reviewed and recommended approval for Interstate 10/Alabama Street
Improvement Project
o A. Approve an exception to Measure I Strategic Plan Policy to allow the
City of Redlands to act as the Sponsoring Agency
o B. Approve Cooperative Agreement with the City of Redlands for all
phases of the Project
o C. Approve Cooperative Agreement with Caltrans for review and approval
of the Project Study Report/Project Development Support for the Project
pursuant
Discussion - Regional/Subregional Planning
· Receive a presentation about SANBAG’s “Customer-Based Ridesharing and
Transit Interconnectivity Study.”
· Reviewed and recommended submission of grand application to Caltrans and to
the Southern California Association of Governments (SCAG)
o A. Received information on proposed SANBAG grant applications under
the Caltrans Sustainable Transportation Planning Grant Program and the
2016 SCAG Sustainability Planning Grant Program.
o B. Authorize the SANBAG Executive Director to sign a letter of intent to
support the projects under the 2016 SCAG Sustainability Planning Grant
Program prior to receiving funding.
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Minutes Grand Terrace City Council October 25, 2016
City of Grand Terrace Page 5
Discussion - Administrative Matters
· Reviewed and voted to recommend rebranding of the San Bernardino Associated
Governments and San Bernardino County Transportation Authority
o A. Approve the new brand associated with the San Bernardino County
Transportation Authority, effective January 1, 2017, concurrently with the
effective date of SB 1305.
o B. Approve the new brand associated with the San Bernardino Associated
Governments, effective January 1, 2017, concurrently with the effective
date of SB 1305.
o C. Approve and authorize the Executive Director to execute and file such
documents as are necessary to enable the San Bernardino Associated
Governments to do business as the San Bernardino Council of
Governments.
2. Monday, Oct 17 - Addressed the students at Terrace View Elementary as part of
their Red Ribbon Week kickoff on. The focus of the week is the choices that are
available to students, encouraging them to staff off drugs and value the choices they
have available to them. Local businesses participated by reinforcing the students
pledges to be drug free with discounts and giveaways - McDonalds, La Pasta, Chillz.
3. Wednesday, Oct 19 - Unity Day at Terrace View and Grand Terrace Elementary -
encourage students to be kind to each other and put an end to bullying.
4. Saturday, Oct 22 - Foundation of Grand Terrace Keep Grand Terrace Clean and
Beautiful Committee - Semi Annual clean up day - residents & members of the high
school football team.
E. PUBLIC HEARINGS
8. Zoning Code Amendment 16-03; an Ordinance Repealing and Replacing in Its Entirety
Chapter 18.91 (Marijuana Regulations) of Title 18 of the Grand Terrace Municipal Code
As revised.
Planning & Development Services Director Molina introduced Deputy City Attorney
Keith Collins. She also corrected packet page 58 to read City Council instead of
Planning Commission.
Deputy City Attorney Collins presented this staff report.
Mayor McNaboe opened the Public Hearing at 6:41 p.m. There being no speakers in
favor or opposition, Mayor McNaboe closed the Public Hearing at 6:41 p.m.
City Clerk Jacquez-Nares read by title only Ordinance Nos. 299 and 300 as follows:
ORDINANCE NO. 299 AN ORDINANCE OF THE CITY COUNCIL OF
THE CITY OF GRAND TERRACE, CALIFORNIA, DETERMINING THIS
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Minutes Grand Terrace City Council October 25, 2016
City of Grand Terrace Page 6
AMENDMENT IS EXEMPT PURSUANT TO SECTION 15061(B)(3) OF
THE CALIFORNIA ENVIRONMENTAL QUALITY ACT AND AMENDING
THE GRAND TERRACE MUNICIPAL CODE BY REPEALING AND
REPLACING IN ITS ENTIRETY CHAPTER 18.91 (MARIJUANA
REGULATIONS) OF TITLE 18 RELATING TO MARIJUANA ACTIVITY;
AND
ORDINANCE NO. 300 AN URGENCY ORDINANCE OF THE CITY OF
GRAND TERRACE PURSUANT TO GOVERNMENT CODE SECTION
36937 DETERMINING THIS AMENDMENT EXEMPT PURSUANT TO
SECTION 15061(B)(3) OF THE CALIFORNIA ENVIRONMENTAL
QUALITY ACT AND AMENDING THE GRAND TERRACE MUNICIPAL
CODE BY REPEALING AND REPLACING IN ITS ENTIRETY CHAPTER
18.91 (MARIJUANA REGULATIONS) RELATING TO MARIJUANA
ACTIVITY FOR THE IMMEDIATE PRESERVATION OF THE PUBLIC
PEACE, HEALTH AND SAFETY
1) CONDUCT A PUBLIC HEARING;
2) READ BY TITLE ONLY, WAIVE FURTHER READING AND INTRODUCE
ORDINANCE NO. 299 – AN ORDINANCE OF THE CITY COUNCIL OF THE
CITY OF GRAND TERRACE, CALIFORNIA, DETERMINING THIS
AMENDMENT IS EXEMPT PURSUANT TO SECTION 15061(B)(3) OF THE
CALIFORNIA ENVIRONMENTAL QUALITY ACT AND AMENDING THE
GRAND TERRACE MUNICIPAL CODE BY REPEALING AND REPLACING IN
ITS ENTIRETY CHAPTER 18.91 (MARIJUANA REGULATIONS) OF TITLE 18
RELATING TO MARIJUANA ACTIVITY; AND
3) READ BY TITLE ONLY, WAIVE FURTHER READING AND ADOPT
ORDINANCE NO. 300 – AN URGENCY ORDINANCE OF THE CITY OF
GRAND TERRACE PURSUANT TO GOVERNMENT CODE SECTION 36937
DETERMINING THIS AMENDMENT EXEMPT PURSUANT TO SECTION
15061(B)(3) OF THE CALIFORNIA ENVIRONMENTAL QUALITY ACT AND
AMENDING THE GRAND TERRACE MUNICIPAL CODE BY REPEALING
AND REPLACING IN ITS ENTIRETY CHAPTER 18.91 (MARIJUANA
REGULATIONS) RELATING TO MARIJUANA ACTIVITY FOR THE
IMMEDIATE PRESERVATION OF THE PUBLIC PEACE, HEALTH AND
SAFETY
RESULT: APPROVED [UNANIMOUS]
MOVER: Jackie Mitchell, Council Member
SECONDER: Bill Hussey, Council Member
AYES: McNaboe, Robles, Mitchell, Wilson, Hussey
F. UNFINISHED BUSINESS - NONE
G. NEW BUSINESS
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Minutes Grand Terrace City Council October 25, 2016
City of Grand Terrace Page 7
9. Award of October 2016 Community Benefit Funds
Finance Director Fortune presented the PowerPoint Presentation for this item.
A Council and staff discussion ensued on whether there was funding from other sources
to enhance this City owned parkway and the cost savings for the City if this item was
approved. Concern was stated on the precedent it would set for other businesses
because this was a benefit provided to that business. Additional discussion was on the
permits required for these improvements, the increase of the property value, the
increase of the property tax, and the benefit to the City. This was an opportunity for the
City to partner with a business to beautify the City with minimal impact on the City's
funds.
Jeffrey McConnell, Grand Terrace resident, stated that when the owners added units to
this property they would need to widen the street and add sewer laterals and this
landscaping request would be moot point.
Planning & Development Services Director Molina stated Mr. McConnell was correct
and in the long term when the developer wanted to add enhancements the project
would be looked at comprehensively to ensure that the landscaping had continuity.
Mayor McNaboe clarified that with the Council approval of this item it would be waiving
the City's fees to review the plans not approving their plans.
APPROVE THE AWARD OF $2,000 FROM THE CITY’S COMMUNITY BENEFITS
FUND TO THE SYCAMORE MOBILE PARK HOME PARK FOR THE
BEAUTIFICATION PROJECT IN THE PUBLIC RIGHT-OF-WAY IN THE PARK’S
FRONT ENTRANCE.
RESULT: APPROVED [UNANIMOUS]
MOVER: Doug Wilson, Council Member
SECONDER: Sylvia Robles, Mayor Pro Tem
AYES: McNaboe, Robles, Mitchell, Wilson, Hussey
10. Formation of the Landscape & Lighting Assessment District 89-1, Annexation #3,
Engineer’s Report, and Levy of Assessment
Public Work Director Demitri presented the PowerPoint Presentation of this item.
City Manager Duffey clarified that the new annexation policy has an annual escalator
built in to recover the City's true costs.
1. ADOPT RESOLUTION NO. 2016-43, A RESOLUTION OF THE CITY COUNCIL
OF THE CITY INITIATING PROCEEDINGS FOR AN ANNEXATION OF
TERRITORY INTO THE 89-1 LANDSCAPING AND LIGHTING ASSESSMENT
DISTRICT;
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Minutes Grand Terrace City Council October 25, 2016
City of Grand Terrace Page 8
2. RECEIVE AND APPROVE THE ENGINEER'S REPORT.
3. RECEIVE AND APPROVE THE LANDOWNER’S CONSENT.
4. ADOPT RESOLUTION NO. 2016-44, A RESOLUTION OF THE CITY COUNCIL
DECLARING ITS INTENTION TO ANNEX TERRITORY INTO THE 89-1
LIGHTING AND LANDSCAPING ASSESSMENT DISTRICT, ORDERING
IMPROVEMENTS, AND DECLARING THE RIGHT TO LEVY AND COLLECT
ASSESSMENTS, PURSUANT TO THE PROVISIONS OF DIVISION 15, PART 2
OF THE STREETS AND HIGHWAYS CODE OF THE STATE OF CALIFORNIA
RESULT: APPROVED [UNANIMOUS]
MOVER: Sylvia Robles, Mayor Pro Tem
SECONDER: Jackie Mitchell, Council Member
AYES: McNaboe, Robles, Mitchell, Wilson, Hussey
11. Emergency Operations: Assessment Report and Emergency Operations Plan
Planning & Development Services Director Molina presented the PowerPoint
Presentation for this item.
Council Member Wilson stressed the urgency of this item and that the City needed to
appoint an Operations Manager. He also urged residents to be prepared individually for
any disaster that may occur.
Mayor McNaboe asked Battalion Chief Wooters and Lt. Wolfe to address the residents’
concerns that they would be left to fend for themselves if an emergency occurred.
Battalion Chief Wooters assured the Council and residents that emergency services
would indeed be provided by Fire and Sheriff's to the City of Grand Terrace. They have
a mutual aid system throughout the State that allows them to pull resources from other
areas to assist here in Grand Terrace.
Lt. Wolfe concurred with Battalion Wooters comment, that they would be deploying
resources to the Grand Terrace.
STAFF RECOMMENDS THAT THE CITY COUNCIL RECEIVE AND FILE THE
REPORT
RESULT: APPROVED [UNANIMOUS]
MOVER: Darcy McNaboe, Mayor
AYES: McNaboe, Robles, Mitchell, Wilson, Hussey
12. Award of Contract for Tree Trimming Services
Public Works Director Demitri provided a brief summary for this item.
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Minutes Grand Terrace City Council October 25, 2016
City of Grand Terrace Page 9
A Council and staff discussion ensued on the replacement of trees and the availability of
Forestry grants for the replacement of trees. Additional discussion was on the contract
amount, funding for the remaining years and confirmation was made that it would not
become a tax burden for the residents. Staff also confirmed that West Coast Arborists
had a local branch office in Grand Terrace.
Jeffrey McConnell, Grand Terrace resident, stated his support to award the contract to
West Coast Arborist.
Ernesto Macias, Manager of West Coast Arborists Corporate, provided a brief summary
of their services, workforce, experience, and offered to assist the City staff with the
grant available.
1. AWARD A CONTRACTOR AGREEMENT NO. 2016-50 TO WEST COAST
ARBORISTS, INC. FOR TREE TRIMMING SERVICES
2. AUTHORIZE CITY MANAGER TO EXECUTE THE CONTRACT
RESULT: APPROVED [UNANIMOUS]
MOVER: Bill Hussey, Council Member
SECONDER: Jackie Mitchell, Council Member
AYES: McNaboe, Robles, Mitchell, Wilson, Hussey
H. CITY MANAGER COMMUNICATIONS
City Manager Duffey announced the following items: Holiday Tree Lighting Ceremony
scheduled for December 6, 2016, Rabies Vaccination Clinic scheduled for October 27,
2016 here at City Hall from 6:30 p.m. to 8:00 p.m., Country Fair scheduled for
November 5, 2016 here at City Hall from 9:00 a.m. to 3:00 p.m. He also announced the
Ready San Bernardino Preparedness application. City Manager Duffey informed
everyone that the City had 976 likes on their Facebook page and that it would celebrate
upon hitting 1000 likes.
I. CLOSED SESSION - NONE
ADJOURN
Mayor McNaboe wished everyone a Happy Halloween, reminded everyone to vote, and
adjourned the City Council meeting at 7:38 p.m.
The Next Regular City Council Meeting will be held on Tuesday, November 15, 2016 at
6:00 p.m.
_________________________________
Darcy McNaboe, Mayor
_________________________________
Pat Jacquez-Nares, City Clerk
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AGENDA REPORT
MEETING DATE: November 15, 2016 Council Item
TITLE: Monthly Business License Report for September 2016
PRESENTED BY: Cynthia Fortune, Finance Director
RECOMMENDATION: Receive and file the Monthly Business License Report for
the period ending September 30, 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 September 30, 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 an nine-month period: January 1, 2016 to September
30, 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.
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b. Taxpayer Notification and Remittance:
Consultant to send individualized tax forms to all known taxpayers;
Taxpayers will remit payments to the City c/o Consultant.
c. Deposit Process:
Deposits will be made via Automated Clearing House (ACH) as
instructed by the City;
Deposits will be for amounts received less Consultants’ fees ($12.00
per license payment processed).
2. Discovery Services: identification of entities subject to City business license
taxes which are not properly registered, or otherwise not reporting business
taxes to the City.
a. Inventory:
Establish a comprehensive inventory of entities subject to taxation
by the City;
Notify all entities of non-compliance with the City’s business tax
requirements and collect the amount of identified deficiencies;
Establish a call center open during normal business hours to answer
any questions regarding application, remittance and reporting
requirements regarding the City’s business licenses taxes;
Consultant’s compensation will be 35% of the additional revenue
received from the Discovery Services.
3. Deficiency Audit Services: identification of entities subject to City business
license taxes that are not properly reporting the full amount tax which they are
subject to under the City’s Municipal Code.
a. Inventory:
Establish a comprehensive inventory of registered entities subject to
taxation by the City;
For under-reporting entities identified, receive approval from the city
to conduct a review of the entity’s records and determine the
amount of tax due;
Invoice entity on behalf of the City and educate the entity on the
City’s tax requirements to avoid under-reporting in the future;
Consultant’s compensation will be 35% of the additional revenue
received from the Discovery Services.
NEW BUSINESS LICENSES ISSUED
For the period from January 2016 through September 2016, 112 business licenses
were issued. Of the 112 business licenses, 26 have physical addresses in the City.
Below are charts that summarize all licenses issued during this nine-month period.
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Month In City Outside
City 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 2 5 7
Sep 2 8 10
TOTAL 26 86 112
Approximately 23.2% of all business licenses issued have physical locations within City
limits. These businesses are estimating total annual Gross Receipts of $2.1m.
Chart of New Businesses with physical locations within and outside City limits.
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NEW BUSINESS LICENSES ISSUED WITHIN THE CITY – Physical Map
NEW BUSINESS LICENSES ISSUED WITHIN THE CITY – Address Detail
Map
Loc. Business Name DBA Address NAICS Description
A
ABDELJAWAD
MOHAMMAD JACK'S WHOLESALE
12210 MICHIGAN
STREET #6
Other Miscellaneous
Nondurable Goods
Merchant Wholesalers
B CROW PATRICK R
CORONA
DETAILING
SUPPLIES
22658 FLAMINGO
STREET
Other Direct Selling
Establishments
C ELITE CONSERVATION
PURCHASE GREEN
REDLANDS
21800 BARTON
ROAD
Other Miscellaneous
Nondurable Goods
Merchant Wholesalers
D
F & J JANITORIAL
SERVICES
12238 1/4
MICHIGAN STREET Janitorial Services
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Map
Loc. Business Name DBA Address NAICS Description
E
FIVE OAKS SPEECH
THERAPY SERVICES
22365 BARTON
ROAD SUITE 104
Offices of Physical,
Occupational and Speech
Therapists, and Audiologists
F GLOBAL PRO MX GLOBAL PRO MX
12210 MICHIGAN
STREET SUITE 26
Motor Vehicle Parts (Used)
Merchant Wholesalers
G HAROLD LUKE MD INC
22182 BARTON
ROAD
Offices of Physicians
(except Mental Health
Specialists)
H
HEART MATTERS
FOSTER FAMILY
AGENCY THE
HEART MATTERS
FOSTER FAMILY
AGENCY THE
21935 VAN BUREN
STREET SUITE A1 Child and Youth Services
I
HORNBECK DAVID
ERIK D & L PLUMBING
11797 HOLLY
STREET
Plumbing, Heating, and Air-
Conditioning Contractors
J HUNT ANDREW M
ELEPHANT SHOE
PRINTING
12050 PARADISE
STREET Commercial Screen Printing
K HUNT DARREN M
HUNT ELECTRICAL
CONTRACTORS
21935 VAN BUREN
STREET SUITE B13
Electrical Contractors and
Other Wiring Installation
Contractors
L INKLINGS INKLINGS 22131 RAVEN WAY
Educational and Support
Services
M
LUXURY WINDOW
FASHIONS
LUXURY WINDOW
FASHIONS
12210 MICHIGAN
STREET #2 Interior Design Services
N NAKI ALBERT P NAKI SHAVE ICE
22745 DE BERRY
STREET
Dairy Product (except Dried
or Canned) Merchant
Wholesalers
O
NSA PROPERTY
HOLDINGS LLC
STORAMERICA
GRAND TERRACE
21971 DE BERRY
STREET
Lessors of Miniwarehouses
and Self-Storage Units
P SMALLEY SONYA A INKY PAGE EDITING
22872 PALM
AVENUE
Document preperation
services
Q
SPOTLESS MAIDS
REFERRAL AGENCY
LLC SPOTLESS MAIDS
22737 BARTON
ROAD Janitorial Services
R SURBER MACHINE SURBER MACHINE
12210 MICHIGAN
AVENUE
S TAYLOR KENT USA ENTERPRISE
22136 MAVIS
STREET Electronic Shopping
T TAYLOR VALDA
CJLJ FINANCIAL
SERVICES
22865
BRENTWOOD
STREET
Document preperation
services
U TRAN CALVIN
ROYAL NAILS
SALON
22545 BARTON
ROAD #112 Nail Salons
V VILLAMAR RUBEN WHAT U NEED
22077 BARTON
ROAD Site Preparation Contractors
W
WIDEWORLD
SPORTSWEAR INC
21800 BARTON
ROAD UNIT 111
Men's and Boys' Clothing
and Furnishings Merchant
Wholesalers
X WILHITE LANGLEY INC
21800 BARTON
ROAD #102
New Single-Family Housing
Construction (except For-
Sale Builders)
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Map
Loc. Business Name DBA Address NAICS Description
Y ZAPPE SARA M
BLUE MOUNTAIN
JEWELRY DESIGN
23336 WESTWOOD
STREET
Z
ZAVALA ALMENDRA
GARCIA
12040 LACROSSE
AVENUE Beauty Salons
FISCAL IMPACT
Total business license fees collected for all business licenses issued are shown below:
Description Business License
Fees Collected
In City $2,120
Outside City 6,660
TOTAL $8,780
There is no fiscal impact associated with the receipt of the MLBR for the period ending
September 30, 2016.
APPROVALS:
Cynthia Fortune Completed 11/01/2016 10:26 AM
Finance Completed 11/01/2016 10:26 AM
City Attorney Completed 11/01/2016 4:27 PM
City Manager Completed 11/09/2016 11:30 AM
City Council Pending 11/15/2016 6:00 PM
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AGENDA REPORT
MEETING DATE: November 15, 2016 Council Item
TITLE: Monthly Financial Report for September 2016
PRESENTED BY: Cynthia Fortune, Finance Director
RECOMMENDATION: Receive and file the Monthly Financial Report for the period
ending September 30, 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 Financial Report (MFR), which will
be submitted to the City Council each month. The attached MFR is for the period
ending September 30, 2016. The purpose of the MFR is to identify actual revenues
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 two major funds: General Fund and Child Care 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
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fiscal year. This analysis and reporting process is intended to keep the City Council
informed regarding the City’s financial position relative to the budget, and to identify any
financial issues or concerns that arise during the fiscal year so appropriate and timely
action can be taken in response to these variances.
When reviewing the charts that provide the current monthly status of both revenues and
expenditures, it is helpful to bear in mind that some of the fluctuations from month to
month may be due to the following:
Invoices were not submitted to the City in a timely manner; and
Invoices may have required further review by the authorizing department.
In addition, the MFR has been redesigned to provide more transparency by providing
charts that compare actual receipts and expenditures against expected and approved
budgets. Each category has 2 charts:
1. the 1st chart shows the actual receipts or expenditures incurred for the current
fiscal year (FY2016-17) and is compared to the prior year (2015-16) actuals; and
2. the 2nd chart shows the total annual amounts incurred, for the current year, the
prior year and is compared to the “expected” amounts for the current year.
FISCAL IMPACT:
GENERAL FUND
In order to provide a better understanding of the General Fund’s fiscal condition on a
monthly basis, the Monthly Financial Report has been revised to reflect the net surplus
or deficit of actual revenues versus actual expenditures.
However, as stated earlier, revenues are not necessarily evenly distributed each month
while expenditures are more streamlined. It is recommended to bear in mind that this
may result in a significant surplus or deficit in a particular month and may not be
reflective of the City’s overall fiscal condition. Detailed explanations will be provided for
any significant variances.
The table below reflects the General Fund’s revenue and expense statement as of
September 30, 2016 with a net deficit of ($782,310). This is consistent with the receipt
of revenues normally received in the latter part of the year. One of the General Fund’s
largest revenue sources are Property Taxes. The first large revenue receipt from
Property Taxes is expected in December.
City of Grand Terrace
FY 2015-16 General Fund Monthly Financial Report
For the Period Ending September 30, 2016
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Category
Approved
Budget
Sep
Expected
Sep
YTD
%
Approved
Budget
Sep
YTD
Actuals
Sep
YTD
%
Approved
Budget
Positive
(Negative)
Variance
from
Expected
REVENUES
Property Tax 1,674,000 4,829 0.3% 0 0.0% (4,829)
Residual Receipts - RPTTF 778,000 0 0.0% 0 0.0% 0
Franchise Fees 500,000 27,052 5.4% 26,386 5.3% (666)
Licenses, Fees & Permits 328,458 66,714 20.3% 68,163 20.8% 1,449
Sales Tax 858,000 86,502 10.1% 91,751 10.7% 5,249
Sales Tax - Econ Dev
Agreement (120,000) 0 0.0% 0 0.0% 0
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 24,888 21.7% 28,535 24.9% 3,647
Fines & Forfeitures 58,500 11,392 19.5% 17,592 30.1% 6,200
Miscellaneous 56,690 54,390 95.9% 54,104 95.4% (287)
Use of Money & Property 23,000 4,911 21.4% 5,685 24.7% 774
Waste Water Receipts 300,000 0 0.0% 0 0.0% 0
OPERATING REVENUES 4,836,348 280,678 5.8% 292,214 6.0% 11,537
APPROVED USE OF FUND BALANCE
Payment of City Hall Loan 1,040,090 1,040,090 1,040,090
Purchase of Stringfield
Property 852,606 852,606 852,606
TOTAL REVENUES &
USE OF FUND BAL. 6,729,044 2,173,374 2,184,910
EXPENDITURES
Salaries 792,146 185,899 23.5% 176,659 22.3% 9,240
Benefits 520,049 141,380 27.2% 134,277 25.8% 7,103
Professional/Contractual
Services 3,199,563 730,760 22.8% 726,805 22.7% 3,955
Materials & Supplies 207,226 31,539 15.2% 36,296 17.5% (4,757)
Lease of Facility/Equipment 7,652 1,453 19.0% 1,284 16.8% 169
Equipment 0 0 0 0
Capital Projects 0 0 0 0
Utilities 131,413 30,172 23.0% 28,003 21.3% 2,169
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)
OPERATING EXPENSE 4,702,813 1,080,288 23.0% 1,074,525 22.8% 5,764
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City of Grand Terrace
FY 2015-16 General Fund Monthly Financial Report
For the Period Ending September 30, 2016
Category
Approved
Budget
Sep
Expected
Sep
YTD
%
Approved
Budget
Sep
YTD
Actuals
Sep
YTD
%
Approved
Budget
Positive
(Negative)
Variance
from
Expected
Payment of City Hall Loan 1,040,090 1,040,090 1,040,090
Purchase of Stringfield
Property 852,606 852,606 852,606
TOTAL EXPENDITURES 6,595,509 2,972,984 2,967,221
REVENUES 4,836,348 280,678 292,214
USE OF FUND BALANCE 1,040,090 1,040,090 1,040,090
SUB-TOTAL 5,876,438 1,320,768 1,332,304
EXPENDITURES (4,702,813) (1,080,288) (1,074,525)
PAYMENT OF CITY HALL
LOAN (1,040,090) (1,040,090) (1,040,090)
SUB-TOTAL (5,742,903) (2,120,378) (2,114,615)
NET $133,535 ($799,611) ($782,310)
ATTACHMENTS:
SEP2016 Monthly Financial REPORT 11082016 (PDF)
APPROVALS:
Cynthia Fortune Completed 11/08/2016 12:14 PM
Finance Completed 11/08/2016 12:15 PM
City Attorney Completed 11/08/2016 3:35 PM
City Manager Completed 11/09/2016 11:38 AM
City Council Pending 11/15/2016 6:00 PM
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City of Grand Terrace
Monthly Financial Report
For the Period Ending
September 30, 2016
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Table of Contents
GENERAL FUND
Revenue Summaries
Revenue Assumptions ........................................................................................... 4
Revenue Monthly Financial Detail ......................................................................... 5
Revenue Monthly History Charts:
Property Tax ................................................................................................... 6
Sales Tax ........................................................................................................ 7
Licenses, Permits & Fees ............................................................................... 8
Franchise Fees ............................................................................................... 9
Expenditure Summaries
Expenditure Assumptions ...................................................................................... 12
Expenditure Monthly Financial Detail by Category ................................................ 13
Expenditure Monthly History Charts:
Salaries ........................................................................................................... 14
Benefits ........................................................................................................... 15
Professional/Contractual Services .................................................................. 16
Materials & Supplies ....................................................................................... 17
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GENERAL FUND REVENUE
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REVENUE ASSUMPTIONS:
1. Property Tax receipts are usually received twice a year: in December
and May.
2. Residual Receipts – Redevelopment Property Tax Trust Fund (RPTTF)
receipts are received twice a year: June for the July - December period
and January for the January - June period.
3. Franchise Fee receipts are received monthly and quarterly; usually 30 -
45 days after the month or quarter end.
4. Sales Tax receipts are received monthly; the State distributes
(advances) sales tax revenues usually 60 days after the close of the
month; then has a quarterly “true-up.”
5. Waste Water receipts are received annually, usually at the first month
of the fiscal year.
6. All other receipts are based on historical receipt pattern.
7. Sections/Cost Centers are rolled into each Category as follows:
a. Property Tax
b. Residual Receipts
c. Franchise Fees
d. Licenses, Fees and Permits e. Sales Tax
f. Sales Tax – Economic Development Agreement
g. Proceeds from the Sale of Property
h. Intergovernmental Revenues and/or Grants
i. Charges for Services
j. Miscellaneous Revenues
k. Use of Money and/or Property
l. Wastewater Receipts
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REVENUES
Approved
Budget
Sep
Expected
Sep
YTD
%
Approved Budget
Sep
YTD
Actuals
Sep
YTD
%
Approved Budget
Positive
(Negative)
Variance
from
Expected
Property Tax 1,674,000 4,829 0.3%0 0.0%(4,829)
Residual Receipts - RPTTF 778,000 0 0.0%0 0.0%0
Franchise Fees 500,000 27,052 5.4%26,386 5.3%(666)
Licenses, Fees & Permits 328,458 66,714 20.3%68,163 20.8%1,449
Sales Tax 858,000 86,502 10.1%91,751 10.7%5,249
Sales Tax - Econ Dev Agrmt (120,000)0 0.0%0 0.0%0
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 24,888 21.7%28,535 24.9%3,647
Fines & Forfeitures 58,500 11,392 19.5%17,592 30.1%6,200
Miscellaneous 56,690 54,390 95.9%54,104 95.4%(287)
Use of Money & Property 23,000 4,911 21.4%5,685 24.7%774
Waste Water Receipts 300,000 0 0.0%0 0.0%0
OPERATING REVENUES 4,836,348 280,678 5.8%292,214 6.0%11,537
APPROVED USE OF
FUND BALANCE
Payment of City Hall Loan 1,040,090 1,040,090 1,040,090
Purchase of Stringfield Property 852,606 852,606 852,606
APPROVED USE OF
FUND BALANCE 1,892,696 1,892,696 1,892,696
TOTAL REVENUES & USE OF FUND BAL.6,729,044 2,173,374 2,184,910
City of Grand Terrace
FY 2015-16 General Fund Monthly Financial Report
For the Period Ending September 30, 2016
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MONTHLY REVENUE - Property Tax (2016-17 vs. 2015-16)
$0
$0
$19,750
$2,686
$43,792
$133,872
$581,548
$50,251
$7,588
$122,994
$625,131
$18,564
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
- 100,000 200,000 300,000 400,000 500,000 600,000 700,000
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
2016-17 2015-16
1,606,176
-
4,829
- 200,000 400,000 600,000 800,000 1,000,000 1,200,000 1,400,000 1,600,000 1,800,000
FY2015-16 Actuals
FY2016-17 Actuals
FY2016-17 Expected
FY2015-16 Actuals FY2016-17 Actuals FY2016-17 Expected
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MONTHLY REVENUE - Sales Tax (2016-17 vs. 2015-16)
$0
$0
$29,595
$42,500
$56,500
$65,035
$49,874
$56,500
$77,239
$52,600
$47,574
$285,030
$0
$0
$91,751
$0
$0
$0
$0
$0
$0
$0
$0
$0
- 50,000 100,000 150,000 200,000 250,000 300,000
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
2016-17 2015-16
$762,448
$91,751
$86,502
- 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
FY2015-16 Actuals FY2016-17 Actuals FY2016-17 Expected
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MONTHLY REVENUE - Licenses, Permits & Fees (2016-17 vs. 2015-16)
$17,097
$10,453
$15,994
$13,004
$16,329
$8,565
$48,502
$41,187
$27,556
$34,443
$22,471
$47,561
$24,198
$11,610
$32,354
$0
$0
$0
$0
$0
$0
$0
$0
$0
- 10,000 20,000 30,000 40,000 50,000 60,000
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
2016-17 2015-16
$303,162
$68,163
$66,714
- 50,000 100,000 150,000 200,000 250,000 300,000 350,000
FY2015-16 Actuals
FY2016-17 Actuals
FY2016-17 Expected
FY2015-16 Actuals FY2016-17 Actuals FY2016-17 Expected
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MONTHLY REVENUE - Franchise Fees (2016-17 vs. 2015-16)
$0
$0
$26,663
$11,962
$71,031
$0
$24,572
$43,469
$41,436
$136,344
$69,205
$68,175
$0
$0
$26,386
$0
$0
$0
$0
$0
$0
$0
$0
$0
- 20,000 40,000 60,000 80,000 100,000 120,000 140,000 160,000
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
2016-17 2015-16
$492,856
$26,386
$27,052
- 100,000 200,000 300,000 400,000 500,000
FY2015-16 Actuals
FY2016-17 Actuals
FY2016-17 Expected
FY2015-16 Actuals FY2016-17 Actuals FY2016-17 Expected
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GENERAL FUND EXPENDITURE
BY CATEGORY
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EXPENDITURE ASSUMPTIONS:
8. Expenditure appropriations are divided into 12 monthly allocations, with
adjustments made for payroll periods, the timing of debt service
payments, and certain quarterly allocations.
9. Sections/Cost Centers are rolled into each Category as follows:
m. Salaries
n. Benefits
o. Professional/Contractual Services
p. Materials and Supplies
q. Lease of Facilities and/or Equipment
r. Equipment
s. Capital Projects
t. Utilities
u. Debt Services
v. Overhead Cost Allocation
w. Transfers Out
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City of Grand Terrace
FY 2015-16 General Fund Monthly Financial Report
For the Period Ending September 30, 2016
EXPENDITURES BY CATEGORY
Approved
Budget
Sep
Expected
SepYTD
%
Approved
Budget
Sep
YTD
Actuals
SepYTD
%
Approved
Budget
Positive
(Negative)
Variance
from
Expected
Salaries 792,146 185,899 23.5%176,659 22.3%9,240
Benefits 520,049 141,380 27.2%134,277 25.8%7,103
Professional/Contractual Services 3,199,563 730,760 22.8%726,805 22.7%3,955
Materials & Supplies 207,226 31,539 15.2%36,296 17.5%(4,757)
Lease of Facility/Equipment 7,652 1,453 19.0%1,284 16.8%169
Equipment 0 0 0 0
Capital Projects 0 0 0 0
Utilities 131,413 30,172 23.0%28,003 21.3%2,169
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)4,702,813 1,080,288 23.0%1,074,525 22.8%5,764
Payment of City Hall Loan 1,040,090 1,040,090 1,040,090
Purchase of Stringfield Property 852,606 852,606 852,606
TOTAL EXPENDITURES 6,595,509 2,972,984 2,967,221
REVENUES 4,836,348 280,678 292,214
USE OF FUND BALANCE 1,040,090 1,040,090 1,040,090
SUB-TOTAL 5,876,438 1,320,768 1,332,304
EXPENDITURES (4,702,813)(1,080,288)(1,074,525)
PAYMENT OF CITY HALL LOAN (1,040,090)(1,040,090)(1,040,090)
SUB-TOTAL (5,742,903)(2,120,378)(2,114,615)
NET 133,535 (799,611)(782,310)
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MONTHLY EXPENDITURE - Salaries (2016-17 vs. 2015-16)
$55,881
$51,814
$52,468
$49,353
$44,587
$41,926
$64,982
$46,940
$48,226
$46,955
$58,222
$71,022
55,262
63,754
57,644
-
-
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-
-
-
-
-
-
- 10,000 20,000 30,000 40,000 50,000 60,000 70,000 80,000
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
2016-17 Actuals 2015-16 Actuals
$632,376
$176,659
$185,899
- 100,000 200,000 300,000 400,000 500,000 600,000 700,000
FY2015-16 Actuals
FY2016-17 Actuals
FY2016-17 Expected
FY2015-16 Actuals FY2016-17 Actuals FY2016-17 Expected
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MONTHLY EXPENDITURE - Benefits (2016-17 vs. 2015-16)
$26,333
$16,766
$33,942
$15,837
$18,974
$27,935
$32,135
$15,828
$31,028
$48,381
$22,577
$44,598
39,814
42,887
51,576
-
-
-
-
-
-
-
-
-
- 10,000 20,000 30,000 40,000 50,000 60,000
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
2016-17 Actuals 2015-16 Actuals
$334,335
$134,277
$141,380
- 50,000 100,000 150,000 200,000 250,000 300,000 350,000 400,000 450,000
FY2015-16 Actuals
FY2016-17 Actuals
FY2016-17 Expected
FY2015-16 Actuals FY2016-17 Actuals FY2016-17 Expected
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MONTHLY EXPENDITURE - Professional Services (2016-17 vs. 2015-17)
$179,594
$258,228
$294,350
$211,637
$226,602
$327,636
$254,145
$251,835
$306,903
$229,293
$259,334
$337,478
168,514
280,360
277,932
-
-
-
-
-
-
-
-
-
- 50,000 100,000 150,000 200,000 250,000 300,000 350,000 400,000
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
2016-17 Actuals 2015-16 Actuals
3,137,034
726,805
730,760
100,000 600,000 1,100,000 1,600,000 2,100,000 2,600,000 3,100,000
FY2015-16 Actuals
FY2016-17 Actuals
FY2016-17 Expected
FY2015-16 Actuals FY2016-17 Actuals FY2016-17 Expected
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MONTHLY EXPENDITURE - Materials & Supplies (2016-17 vs. 2015-16)
$13,786
$18,516
$5,164
$4,919
$23,089
$10,892
$8,704
$15,023
$22,965
$14,333
$22,894
$28,568
- 5,000 10,000 15,000 20,000 25,000 30,000
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
2016-17 2015-16 Actuals
$188,853
$36,296
$31,539
- 20,000 40,000 60,000 80,000 100,000 120,000 140,000 160,000 180,000 200,000
FY2015-16 Actuals
FY2016-17 Actuals
FY2016-17 Expected
FY2015-16 Actuals FY2016-17 Actuals FY2016-17 Expected
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AGENDA REPORT
MEETING DATE: November 15, 2016 Council Item
TITLE: Approval of Check Register No. 10312016 in the Amount of
$671,095.73
PRESENTED BY: Cynthia Fortune, Finance Director
RECOMMENDATION: Approve Check Register No. 10312016 in the amount
$671,095.73 , 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.
BACKGROUND:
The check register, for the period ending October 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. 10312016 lists all payments made
to vendors and employee reimbursements during the month of October.
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 $671,095.73 in accounts payable checks were issued during the period for
services, reimbursements, supplies and contracts and are detailed in the attached
check register.
Payments larger than $10,000:
Check
No. Payee Description Amount
73324 SB COUNTY SHERIFF OCT 2016-17 LAW
ENFORCEMENT SERVICES $148,360.17
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Check
No. Payee Description Amount
73332 WILLDAN FINANCIAL
SERVICES
SEP 2016 FINANCE DEPT.
SERVICES 32,913.80
73385 AD IMPROVEMENTS INC REFUND OF DEPOSIT AND
PERMIT 24,501.00
73388 BARR DOOR INC CITY HALL DOOR
REPLACEMENTS 12,707.45
73391 CA PUB EMPLOYEES
RETIRE SYSTEM
NOV 2016 PERS HEALTH
INSURANCE 12,811.00
73409 JONES AND MAYER FY 2016-17 LEGAL SERVICES 12,493.00
73414 ONE SOURCE
SITRIBUTORS
2016 3RD QUARTER ECONOMIC
DEVELOPMENT INCENTIVE 24,640.00
73418 RIVERSIDE HIGHLAND
WATER CO AUG/SEP 2016 WATER USE 10,954.39
73419 RAQUET PAVING ASPHALT REPAIR MAINT. YARD 17,653.00
Wire #:
9062016 US BANK TRUST 2011 TABS SERIES A&B
TRUSTEE FEES 256,718.01
TOTAL CHECKS ISSUED OVER $10,000 $553,751.82
Payroll costs for the month ending October 31, 2016
Pay
Per.
Period
Ending Period Pay Date Amount
8 10/07/2016 Period 09/30/2016 – 10/07/2016 10/13/2016 $63,435.72
9 10/21/2016 Period 10/08/2016 – 10/21/2016 10/27/2016 63,433.64
TOTAL PAYROLL FOR OCT 2016 $126,869.36
FISCAL IMPACT:
All disbursements were made in accordance with the Approved Budget for Fiscal Year
2016-17 in the amount of $671,095.73.
ATTACHMENTS:
A - Check Register Account Index (PDF)
B - Check Register No. 10312016 (PDF)
5
Packet Pg. 45
APPROVALS:
Cynthia Fortune Completed 11/01/2016 10:23 AM
Finance Completed 11/01/2016 10:23 AM
City Attorney Completed 11/01/2016 4:35 PM
City Manager Completed 11/09/2016 11:40 AM
City Council Pending 11/15/2016 6:00 PM
5
Packet Pg. 46
Fund
No.Fund Name
Dept
No.Department Cost Center
Acct
No.General Account Numbers
09 CHILD CARE FUND 110 CITY COUNCIL 110 SALARIES/WAGES
10 GENERAL FUND 120 CITY MANAGER 115 OVERTIME
11 STREET FUND 125 CITY CLERK 120 COUNCIL STIPENDS
12 STORM DRAIN FUND 140 FINANCE 138 MEDICARE / SUI
13 PARK FUND 160 CITY ATTORNEY 139 EMPLOYEES' BENEFIT PLAN
14 AB 3229 COPS FUND 172 BUILDING & SAFETY 140 RETIREMENT
15 AIR QUALITY IMPROVEMENT FUND 175 PUBLIC WORKS 142 HEALTH/LIFE INSURANCE
16 GAS TAX FUND 180 COMMUNITY EVENTS 143 WORKERS' COMPENSATION
17 TRAFFIC SAFETY FUND 185 RENTAL INSPECTION PROGRAM 210 OFFICE EXPENSE
18 TRANS. DEV. ACT (T D A FUND)187 ENFORCEMENT PROGRAM 218 NON-CAPITAL FURN/SMALL TOOLS
19 FACILITIES DEVELOPMENT FUND 190 GENERAL GOVERNMENT (NON-DEPT)220 SPECIAL DEPARTMENTAL EXP
20 MEASURE I FUND 195 FACILITIES MAINTENANCE 230 ADVERTISING
21 WASTE WATER DISPOSAL FUND 370 COMMUNITY DEV (PLANNING)235 COMMUNICATIONS
22 COMMUNITY DEV. BLOCK GRANT 380 MGT INFORMATION SYSTEMS 238 UTILITIES
25 SPRING MOUNTAIN RANCH FUND 410 LAW ENFORCEMENT 240 RENTS & LEASES
26 LSCPG/ LGHTG ASSESSMENT DIST.411 ASSET FORFEITURES 245 MAINT BLDG GRNDS EQUIPMNT
31 S/A RDA OBLIGATION FUND 430 RECREATION SERVICES 246 MAINT/OPER OF EQUIPMNT
32 S/A CAPITAL PROJECTS FUND 441 CHILD CARE - NUTRITION GRANT 250 PROFESSIONAL SERVICES
33 S/A DEBT SERVICE FUND 445 CHILD CARE - TINY TOTS 251 BANKING SERVICE CHARGES
36 S/A 2011 TABS BOND PROCEEDS 446 CHILD CARE - AFTER SCHOOL 255 CONTRACTUAL SERVICES
37 S/A CRA PROJECTS TRUST 447 CHILD CARE - PRE-SCHOOL 260 INSURANCE & SURETY BONDS
46 CIP - STREET IMPROVEMENT PROJECTS 450 PARKS MAINTENANCE 265 MEMBERSHIPS & DUES
47 CIP - BARTON RD. BRIDGE PROJECT 510 STREET & SIGNAL LIGHTING 268 TRAINING
48 CIP - CAPITAL PROJECTS FUND 600 WEST SIDE PARK 270 TRAVEL/CONFERENCES/MTGS
52 HOUSING AUTHORITY 601 TRACT 14471 PICO & ORIOLE 271 MILEAGE
61 COMMUNITY BENEFITS FUND 602 FORREST CITY PHASE II 272 FUEL & VEHICLE MAINTENANCE
64 PUBLIC SAFETY FUND 625 NPDES 273 VEHICLE ALLOWANCE
65 SENIOR BUS PROGRAM FUND 631 STORM DRAIN MAINTENANCE 300 DEBT SERVICE
66 CAL RECYCLE GRANT 801 PLANNING COMMISSION 570 WASTEWATER TREATMENT
70 FIXED ASSED/EQUIP REPL FUND 804 HISTORICAL & CULTURAL COMM.700 COMPUTER-RELATED
805 SENIOR CITIZENS PROGRAM 701 VEHICLES & EQUIPMENT
808 EMERGENCY OPERATIONS PROG.
999 TRANSFERS
City of Grand Terrace Check Register Index
5.a
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
B 10-022-68-00 209.05
209.05
209.05
E 16-175-255-300-000 975.00
975.00
3,675.00
73317 10/05/2016 MIDAMERICA ADMIN AND RETIRE PR END 09232016 ARSPR END 09232016 ARS RETIREMENT CONTRIBUTIONS 09/23/2016
E 16-175-255-300-000 2,700.00
2,700.00
778917 AUG INTERSTATE 215/BARTON ROAD INTERCHANGE IMPROVEMENT09/08/2016
E 09-447-220-000-000 206.22
206.22
206.22
73316 10/05/2016 INTERWEST CONSULTING GROUP 28530 JULY INTERSTATE 215/BARTON ROAD INTERCHANGE IMPROVEMENT08/15/2016
E 10-195-245-000-000 144.00
144.00
144.00
73315 10/05/2016 CINTAS CORPORATION 150 150744679 CHILD CARE SUPPLIES 09/21/2016
B 10-022-63-00 1,085.55
1,085.55
1,085.55
73314 10/05/2016 CHAMPION FIRE SYSTEMS INC 40643 FY 2016-17 SMOKE DETECTOR MONITORING 09/26/2016
B 10-022-65-00 5.00
5.00
5.00
73313 10/05/2016 CALPERS 457 PLAN PR END 09232016 457PR END 09232016 EMPLOYEE 457 PLAN CONTRIBUTIONS 09/23/2016
E 10-370-210-000-000 160.92
160.92
160.92
73312 10/05/2016 ARROWHEAD UNITED WAY PR END 09232016 UWPR END 09232016 UNITED WAY CONTRIBUTIONS 09/23/2016
Inv. Date Amount Paid Check Total
73311 10/05/2016 ACCENT GRAPHICS AND DESIGN 16-0785 1500 #10 WINDOW ENVELOPES 09/20/2016
Check #Date Vendor Invoice Description
Check Register
5.b
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
148,360.17
148,360.17
E 10-410-255-000-000 6,153.68
E 10-410-256-000-000 133,455.39
E 14-411-256-000-000 8,751.10
73324 10/05/2016 SB COUNTY SHERIFF 15928 OCT 2016-17 LAW ENFORCEMENT SERVICES 09/20/2016
E 10-195-245-000-000 593.33
E 10-450-245-000-000 450.00
1,043.33
1,043.33
E 20-100-252-000-000 6,815.00
6,815.00
6,815.00
73323 10/05/2016 SANTA FE BUILDING MAINTENANCE 15303 SEP 2016 JANITORIAL SERVICES 09/30/2016
E 10-110-142-000-000 485.41
485.41
485.41
73322 10/05/2016 ROQUET PAVING INC 0806-16 FY 2016-17 STREET MAINTENANCE 08/18/2016
B 10-022-62-00 8,638.73
8,638.73
8,638.73
73321 10/05/2016 SYLVIA ROBLES SEP2016 HLTH-SRSEP 2016 HEALTH INSURANCE REIMB-SROBLES 10/04/2016
73320 10/05/2016 PUBLIC EMPLOYEES RETIREMENT PR END 09232016 PERSPR END 09232016 PERS RETIREMENT CONTRIBUTIONS 09/23/2016
E 10-175-210-000-000 5.12
E 10-370-210-000-000 65.21
70.33
70.33
E 10-450-245-000-000 795.23
795.23
795.23
73319 10/05/2016 OFFICE DEPOT 866508495001 OFFICE SUPPLIES 09/22/2016
73318 10/05/2016 MIRACLE RECREATION EQUIPMENT 778917 FY 2016-17 PICO PARK SLIDE AND PAD REPLACEMENT 08/22/2016
5.b
Packet Pg. 49
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
E 10-195-245-020-000 643.50
643.50
643.50
E 10-450-246-000-000 29.45
29.45
29.45
73330 10/05/2016 VALLEY FALLS TREE CARE 0115 FY 2016-17 GROUND MAINTENANCE 09/01/2016
E 16-900-229-000-000 97.20
97.20
97.20
73329 10/05/2016 UPS 0001xw845396RETURNED CEB ORDER OF BOOK MATERIALS 09/24/2016
E 10-195-246-000-000 425.00
425.00
425.00
73328 10/05/2016 TRAFFIC MANAGEMENT INC 311359 FY 2016-17 GENERAL TRAFFIC SUPPLIES & SIGNS 09/19/2016
73327 10/05/2016 TODD PETERS ELECTRIC 0912016-01 ELECTRICAL REPAIRS 09/12/2016
E 10-450-238-000-000 1,324.86
E 16-510-238-000-000 473.79
7,990.05
7,990.05
E 10-172-238-000-000 126.04
E 10-175-238-000-000 126.04
E 10-190-238-000-000 5,939.32
E 10-450-245-000-000 182.93
182.93
182.93
73326 10/05/2016 SO CA EDISON COMPANY SEP 2016 EDISONSEP 2016 ENERGY USAGE 10/04/2016
73325 10/05/2016 SITEONE LANDSCAPE SUPPLY 77698799 FY 2016-17 PARKS IRRIGATION SUPPLIES 09/20/2016
5.b
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
086450358
E 10-125-230-000-000 97.13
97.13
200.73
E 10-125-230-000-000 103.60
103.60
24332 ORDINANCE NO. 298 SUMMARY 10/03/2016
E 09-447-220-000-000 270.29
270.29
270.29
73336 10/12/2016 CITY NEWSPAPER GROUP 24331 ORDINANCE NO. 297 SUMMARY 10/03/2016
E 10-190-226-000-000 32.00
32.00
32.00
73335 10/12/2016 CINTAS CORPORATION 150 150752382 CHILD CARE SUPPLIES 10/05/2016
E 10-190-250-000-000 750.00
750.00
750.00
73334 10/12/2016 CA STATE DEPT OF JUSTICE 191289 FY 2016-17 FINGERPRINTING 10/05/2016
E 10-140-250-000-000 32,913.80
32,913.80
32,913.80
73333 10/12/2016 BARTEL ASSOCIATES LLC 16-755 OPEB ACTUARIAL CONSULTING SVCS 10/06/2016
73332 10/06/2016 WILLDAN FINANCIAL SERVICES 010-32553 SEP 2016 FINANCE DEPT. SERVICES 10/06/2016
E 10-190-212-000-000 50.64
E 10-190-700-000-000 305.98
356.62
994.41
E 10-190-212-000-000 350.25
E 10-190-700-000-000 287.54
637.79
AUG W5755A PRINTER: LEASE & IMPRESSIONS 10/01/2016
73331 10/05/2016 XEROX CORPORATION 086450359 AUG W7556P PRINTER: LEASE & IMPRESSIONS 10/01/2016
5.b
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
E 10-140-250-000-000 572.13
572.13
572.13
E 10-190-211-000-000 414.00
414.00
414.00
73343 10/12/2016 MUNISERVICES LLC 0000043486 SEP 2016 BUSINESS LICENSE SRVCS 09/30/2016
73342 10/12/2016 MAILFINANCE INC N6160978 NOV-FEB POSTAGE MACHINE LEASE 10/04/2016
E 10-195-245-000-000 207.53
E 10-450-245-000-000 34.92
242.45
242.45
73341 10/12/2016 HOME DEPOT CREDIT SERVICE 6035322500233683 sepSUPPLIES FOR CITY HALL, PARKS, SNR CNTR 09/28/2016
E 09-447-247-000-000 90.00
B 23-200-14-00 101.53
191.53
191.53
E 09-447-245-000-000 50.00
50.00
50.00
73340 10/12/2016 HIGH TECH SECURITY SYSTEMS 118525 NOV SECURITY ALARM & FIRE MONITORING SVCS 10/03/2016
B 10-022-61-00 116.70
116.70
116.70
73339 10/12/2016 EZ SUNNYDAY LANDSCAPE 11362 SEP MONTHLY MAINTENANCE 09/20/2016
73338 10/12/2016 EYEMED FIDELITY SECURITY LIFE 3670453 OCT EMPLOYEE PAID VISION INSURANCE 10/01/2016
E 10-172-250-000-000 87.00
E 10-370-250-000-000 43.50
130.50
130.50
73337 10/12/2016 DATA QUICK B1-2567463 AUG 2016 UPDATES TO PROPERTY DATA PROGRAM 09/01/2016
5.b
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
E 09-447-238-000-000 1,718.00
E 16-510-238-000-000 63.56
1,781.56
7,114.07
E 26-602-238-000-000 58.10
5,332.51
SEP 2016 EDISON-CSEP 2016 ENERGY USAGE 10/12/2016
E 16-510-238-000-000 5,183.11
E 26-600-238-000-000 49.80
E 26-601-238-000-000 41.50
B 10-022-62-00 93.40
93.40
93.40
73347 10/12/2016 SO CA EDISON COMPANY SEP 2016 EDISON-BSEP 2016 ENERGY USAGE 10/12/2016
E 10-195-247-000-000 132.42
132.42
273.12
73346 10/12/2016 PUBLIC EMPLOYEES RETIREMENT 100000014806900 INTFY 2015-16 RETIREMENT CONTRIBUTIONS FOR RATE PLAN 30104 INTEREST10/07/2016
E 10-195-247-000-000 140.70
140.70
2588440 OCT-DEC2ND QTR ALARM MONITORING SERVICE 09/14/2016
E 10-370-210-000-000 3.30
3.30
90.95
73345 10/12/2016 PROTECTION ONE 3020955 OCT-DEC2ND QTR ALARM MONITORING SERVICE 09/14/2016
E 10-125-210-000-000 87.65
87.65
866508626001 OFFICE SUPPLIES 09/22/2016
73344 10/12/2016 OFFICE DEPOT 869428435001 OFFICE SUPPLIES 10/04/2016
5.b
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
E 10-195-245-000-000 181.80
181.80
181.80
E 10-805-238-000-000 151.09
151.09
151.09
73352 10/12/2016 COUNTY OF RIVERSIDE TLMA ADMINSTRATIONTL000012734 FY 2016-17 TRAFFIC SIGNAL LIGHTS MONITORING 09/22/2016
73351 10/12/2016 TIME WARNER CABLE 8448..7245 OCTOCT 2016 SENIOR CENTER CABLE SERVICES 09/28/2016
E 09-445-221-000-000 51.19
E 09-446-220-000-000 631.77
682.96
2,908.75
E 09-441-220-000-000 1,875.71
E 09-447-220-000-000 350.08
2,225.79
610050840 FY 2016-17 C.CARE FOOD SUPPLIES 10/05/2016
495.52
495.52
73350 10/12/2016 SYSCO RIVERSIDE INC 610050839 FY 2016-17 C.CARE FOOD SUPPLIES 10/05/2016
E 09-447-238-000-000 121.00
E 10-190-238-000-000 234.66
E 10-805-238-000-000 139.86
73349 10/12/2016 SPARKLETTS 9637116 100116SEP 2016 BOTTLED WATER 10/01/2016
E 10-175-272-000-000 7.80
E 10-185-272-000-000 2.60
13.00
614.97
601.97
SEP2016 CNG GASSEP2016 CNG GAS 10/12/2016
E 09-447-272-000-000 2.60
E 09-447-238-000-000 49.12
E 10-190-238-000-000 452.20
E 10-805-238-000-000 100.65
73348 10/12/2016 SO CA GAS COMPANY SEP2016 NATURAL GASSEP2016 NATURAL GAS 10/12/2016
5.b
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
B 23-250-10-00 495.00
495.00
495.00
B 23-250-20-00 412.28
412.28
412.28
73359 10/19/2016 AMERICAN FIDELITY ASSURANCE CO1341701A NOV EMP PAID FLEX SPEND/DEP CARE 09/27/2016
E 10-805-245-000-000 160.83
160.83
160.83
73358 10/19/2016 AMERICAN FIDELITY ASSURANCE COB527937 NOV EMP PAID ACCIDENT/SUPP LIFE 11/01/2016
2,600.00
2,600.00
73357 10/19/2016 ADT SECURITY SERVICES 601426931 2ND QTR SENIOR CENTER SECURITY MONITORING 09/26/2016
E 26-600-257-000-000 866.67
E 26-601-257-000-000 866.67
E 26-602-257-000-000 866.66
B 23-500-62-00 1,500.00
1,500.00
1,500.00
73356 10/12/2016 WILLDAN 010-31926 CONSULTING SERVICES: LANDSCAPE & LIGHTING DISTRICT07/29/2016
E 10-808-235-000-000 15.66
15.66
15.66
73355 10/12/2016 RUBEN VILLAMAR B2267 REFUND OF DEPOSIT PROJECT #2267 10/12/2016
E 16-900-229-000-000 16.20
16.20
16.20
73354 10/12/2016 VERIZON WIRELESS 9772682540 EOC VERIZON CELL TOWER MONTHLY BILLING 09/25/2016
73353 10/12/2016 TRAFFIC MANAGEMENT INC 311360 FY 2016-17 GENERAL TRAFFIC SUPPLIES & SIGNS 09/19/2016
5.b
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
E 10-110-142-000-000 337.50
337.50
337.50
E 61-461-100-000-000 2,000.00
2,000.00
2,000.00
73366 10/19/2016 JACQUELINE MITCHELL SEP 2016 JM SEP 2016 HEALTH REIMBURSEMENT-MITCHELL 10/19/2016
E 10-195-245-000-000 16.86
16.86
16.86
73365 10/19/2016 GRAND TERRACE YOUTH FOOTBALL 2017-100420162016 GRAND TERRACE CITY SCHOLARSHIPS 10/04/2016
E 16-900-254-000-000 4,833.34
4,833.34
4,833.34
73364 10/19/2016 FRUIT GROWERS SUPPLY 91803832 LANDSCAPE MAINTENANCE SUPPLIES 10/03/2016
73363 10/19/2016 CLEAN STREET 83692 SEP STREET SWEEPING SERVICES 09/30/2016
E 10-175-272-000-000 726.66
E 10-185-272-000-000 50.82
777.48
777.48
E 10-190-226-000-000 32.00
32.00
32.00
73362 10/19/2016 CHEVRON TEXACO CARD SERVICES 48631457 SEP 2016 VEHICLE FUEL 10/06/2016
73361 10/19/2016 CA STATE DEPT OF JUSTICE 185336 FY 2016-17 FINGERPRINTING 09/06/2016
E 10-805-235-000-000 264.27
E 10-808-235-000-000 166.28
1,451.46
1,451.46
E 09-447-235-000-000 432.59
E 10-190-235-000-000 485.60
E 10-450-235-000-000 102.72
73360 10/19/2016 AT AND T SEP 2016 AT & TSEP 2016 AT & T 10/19/2016
5.b
Packet Pg. 56
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
E 10-370-210-000-000 4.00
4.00
4.00
E 10-190-250-000-000 229.50
229.50
229.50
73373 10/19/2016 SB COUNTY ASSESSOR 107381 UPDATED ASSESSOR PARCEL MAPS 10/11/2016
E 10-140-241-000-000 248.00
248.00
248.00
73372 10/19/2016 ROTO ROOTER PLUMBERS IE275234 FIRE STATION PLUMBING SERVICES 09/16/2016
E 10-175-272-000-000 489.13
489.13
489.13
73371 10/19/2016 ROADRUNNER SELF STORAGE INC 20755 OCT 2016 STORAGE RENTAL 10/17/2016
E 10-172-210-000-000 24.06
24.06
24.06
73370 10/19/2016 QUICK LANE Q42336 2001 FORD F-250 MAINTENANCE 10/19/2016
E 10-175-210-000-000 15.99
15.99
94.60
73369 10/19/2016 ON TRAC 8508975 SEP PLAN CHECK DELIVERY SERVICES 10/01/2016
E 10-175-210-000-000 78.61
78.61
869949537001 PUBLIC WORKS/ PLANNING & DEVELOPMENT OFFICE SUPPLIES10/06/2016
E 49-445-702-000-000 3,013.25
3,013.25
3,013.25
73368 10/19/2016 OFFICE DEPOT 866508625001 PUBLIC WORKS/ PLANNING & DEVELOPMENT OFFICE SUPPLIES09/22/2016
73367 10/19/2016 MOORE IACOFANO GOLTSMAN INC 0045466 FY 2016-17 JULY PARK ASSESSMENTS AND DESIGN 08/15/2016
5.b
Packet Pg. 57
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
E 33-300-210-000-000 1,035.00
1,035.00
3,735.00
E 33-300-210-000-000 2,700.00
2,700.00
786695000 1993 SERIES A& B REFUNDING ESCROW AGENT 07/25/2016
E 10-805-238-000-000 68.84
68.84
168.83
73379 10/19/2016 US BANK TRUST NATL ASSOC 4357986 2011 TABS SERIES A&B TRUSTEE FEES 07/25/2016
E 09-447-238-000-000 99.99
99.99
8448..7046 OCT-NOVOCT-NOV CITY HALL CABLE SERVICES 10/06/2016
E 10-175-218-000-000 529.46
529.46
529.46
73378 10/19/2016 TIME WARNER CABLE 8448...4289 OCT-NOVOCT-NOV CHILD CARE INTERNET SERVICES 10/07/2016
E 10-190-238-000-000 29.59
29.59
29.59
73377 10/19/2016 THE COMPUTERIZED EMBROIDERY CO27683 PUBLIC WORKS UNIFORMS FOR MAINTENANCE STAFF 09/21/2016
E 16-510-255-000-000 702.00
702.00
3,010.17
73376 10/19/2016 SO CA GAS COMPANY SEP2016 GAS 2SEP2016 NATURAL GAS 10/19/2016
E 16-510-255-000-000 2,308.17
2,308.17
5610018562 FY 2016-17 TRAFFIC SIGNAL MAINTENANCE 10/10/2016
E 10-175-272-000-000 144.72
144.72
144.72
73375 10/19/2016 SIEMENS INDUSTRY INC 5620012972 FY 2016-17 TRAFFIC SIGNAL MAINTENANCE 10/10/2016
73374 10/19/2016 SHELL FLEET MANAGEMENT 0000008000209687610SEP 2016 FUEL VEHICLE 10/19/2016
5.b
Packet Pg. 58
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
E 10-370-210-000-000 32.40
32.40
32.40
E 10-125-250-000-000 540.00
540.00
1,090.00
73384 10/26/2016 ACCENT GRAPHICS AND DESIGN 16-0789 250 BUSINESS CARDS-JESSICA LAMBARENA 10/11/2016
E 10-125-250-000-000 550.00
550.00
INV-ACC24954OCT MINUTETRAQ SUBSCRIPTION & HOSTING 10/12/2016
73383 10/26/2016 ACCELA INC 774375 INV-ACC24952OCT MINUTETRAQ SUBSCRIPTION & HOSTING 10/12/2016
E 10-195-245-000-000 106.50
E 10-805-245-000-000 38.00
144.50
1,177.00
E 10-805-245-000-000 38.00
1,032.50
4319783 JUL PEST CNTL SRVS: CITY HALL, BLDG & SAFETY & SR CNTR07/31/2016
E 09-447-245-000-000 38.00
E 10-195-245-000-000 106.50
E 10-450-245-000-000 850.00
R 10-450-01 50.00
50.00
50.00
73382 10/19/2016 WESTERN EXTERMINATORS CO 4387880 AUG PEST CNTL SRVS: CITY HALL, BLDG & SAFETY, C.CARE, SR CNTR08/31/2016
73381 10/19/2016 DELIA VILLARREAL 09222016DV DEPOSIT REFUND TO DELIA VILLARREAL FOR SHELTER 09/22/2016
E 10-185-235-000-000 131.57
E 16-510-236-000-000 342.99
817.61
817.61
E 09-445-235-000-000 20.00
E 09-446-235-000-000 40.00
E 10-175-240-000-000 283.05
73380 10/19/2016 VERIZON WIRELESS 9772833796 PUBLIC WORKS & C. CARE CELL PHONES 10/01/2016
5.b
Packet Pg. 59
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
B00-002-233
E 10-172-273-000-000 100.00
100.00
100.00
12,707.45
12,707.45
73389 10/26/2016 C B TYRES RECYCLING RESOURCES 18735 DISPOSAL OF WASTE TIRES 10/05/2016
E 10-195-246-000-000 1,226.48
E 22-425-301-000-000 10,840.00
B 23-200-86-00 640.97
E 10-187-256-010-000 256.25
256.25
256.25
73388 10/26/2016 BARR DOOR INC 26164 CITY HALL DOOR REPLACEMENTS 05/25/2016
E 16-900-257-000-000 328.32
328.32
328.32
73387 10/26/2016 AVID IDENTIFICATION SYSTEMS 374283 AVID PET ID CHIPS 10/20/2016
1,655.00
24,501.00
73386 10/26/2016 AN WIL BAG COMPANY 49432 COLD PATCH ASPHALT REPAIR 10/03/2016
R 10-410-06 259.00
B 23-200-23-00 1.00
B 23-500-57-00 1,340.00
B 23-500-56-00 8,715.00
9,030.00
REFUND OF DEPOSIT AND PERMIT 10/26/2016
R 10-410-01 55.00
R 10-410-01 55.00
R 10-410-06 259.00
B 23-200-23-00 1.00
B 23-500-55-00 13,500.00
13,816.00
B00-002-232 REFUND OF DEPOSIT AND PERMIT 10/26/2016
R 10-410-01 55.00
R 10-410-06 259.00
B 23-200-23-00 2.00
73385 10/26/2016 AD IMPROVEMENTS INC B00-002-223 REFUND OF DEPOSIT AND PERMIT 10/26/2016
5.b
Packet Pg. 60
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
E 09-447-220-000-000 355.22
355.22
355.22
B 10-022-63-00 1,055.55
1,055.55
1,055.55
73395 10/26/2016 CINTAS CORPORATION 150 150760071 CHILD CARE SUPPLIES 10/19/2016
E 16-900-220-000-000 380.00
380.00
380.00
73394 10/26/2016 CALPERS 457 PLAN PR END 10072016 457PR END 10072016 EMPLOYEE 457 PLAN CONTRIBUTIONS 10/07/2016
73393 10/26/2016 CAL STRIPE INC 16212-FINAL 2016-17 VAN BUREN TARFFIC CALMING 08/29/2016
R 10-700-01 -20.49
B 23-200-21-00 409.36
388.87
388.87
73392 10/26/2016 CA STATE DEPT OF CONSERVATION CONSV-JUL2016-SEP162016-17 SMIP 1ST QUARTER (JUL2016-SEP2016)10/26/2016
E 32-200-142-000-000 812.34
E 65-425-142-000-000 543.77
12,811.00
12,811.00
E 10-370-142-000-000 983.59
E 10-450-142-000-000 689.72
E 16-175-142-000-000 273.70
E 10-125-142-000-000 435.18
E 10-175-142-000-000 1,581.98
E 10-190-142-000-000 1,096.18
E 09-447-142-000-000 1,556.52
B 10-022-61-00 3,938.73
E 10-120-142-000-000 899.29
E 16-510-238-000-000 256.13
256.13
256.13
73391 10/26/2016 CA PUB EMPLOYEES RETIRE SYSTEM2143 NOV 2016 PERS HEALTH INSURANCE 10/15/2016
73390 10/26/2016 CA DEPT OF TRANSPORTATION SL170212 FY 2016-17 RAMPS, ENERGY, & MAINTENANCE 10/12/2016
5.b
Packet Pg. 61
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
24363
E 10-450-245-000-000 31.56
31.56
31.56
4,390.00
4,390.00
73401 10/26/2016 FRUIT GROWERS SUPPLY 91807770 LANDSCAPE MAINTENANCE SUPPLIES 10/19/2016
E 10-195-255-000-000 200.00
E 26-600-255-000-000 4,110.00
E 26-601-255-000-000 80.00
73400 10/26/2016 EZ SUNNYDAY LANDSCAPE 11724 `CIVIC CENTER MAINTENANCE 10/22/2016
E 10-172-250-000-000 87.00
E 10-370-250-000-000 43.50
130.50
130.50
E 10-125-230-000-000 404.80
404.80
404.80
73399 10/26/2016 DATA QUICK B1-2577650 SEP 2016 UPDATES TO PROPERTY DATA PROGRAM 10/03/2016
E 10-380-250-000-000 5,445.00
5,445.00
5,445.00
73398 10/26/2016 DAILY JOURNAL CORPORATION B2936258 PUBLIC NOTICE: NOTICE INVITING BIDS NO. GTB 2016-06 10/17/2016
93.89
382.03
73397 10/26/2016 CITY OF LOMA LINDA 2663 NOV 2016 INFO SYSTEMS SUPPORT 10/05/2016
126.26
24409 ORDINANCE NO. 298 2ND SUMMARY 10/18/2016
E 10-125-230-000-000 93.89
E 10-125-230-000-000 161.88
161.88
PUBLIC HEARING NOTICE 10/11/2016
E 10-125-230-000-000 126.26
73396 10/26/2016 CITY NEWSPAPER GROUP 24408 PLANNING COMMISSION HEARING NOTICE 10/18/2016
5.b
Packet Pg. 62
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
195016
E 10-370-250-000-000 1,257.83
1,257.83
1,257.83
E 10-172-265-000-000 135.00
135.00
135.00
73408 10/26/2016 JH DOUGLAS AND ASSOCIATES 6 FY 2016-17 HOUSING CONSULTANT SRVS 09/30/2016
E 10-140-265-000-000 200.00
200.00
200.00
73407 10/26/2016 INTERNATIONAL CODE COUNCIL 3111448 GOVERNMENTAL MEMBER DUES-SHIELDS 10/11/2016
E 10-110-142-000-000 150.00
150.00
150.00
73406 10/26/2016 ICMA 892119 FY 2016-17 MEMBERSHIP DUES 10/26/2016
73405 10/26/2016 WILLIAM HUSSEY SEP 2016 WH SEP 2016 HEALTH INS REIMB-WH 10/26/2016
R 10-410-06 59.80
B 23-200-23-00 1.00
60.80
60.80
75.00
75.00
73404 10/26/2016 HORIZON SOLAR POWER B00-002-196 REFUND OF PERMIT B00-002-196 10/26/2016
E 10-175-246-000-000 25.00
E 10-195-247-000-000 25.00
E 10-450-246-000-000 25.00
85.00
485.00
73403 10/26/2016 HIGH TECH SECURITY SYSTEMS 118600 NOV SECURITY ALARM & FIRE MONITORING SVCS 10/03/2016
E 10-195-245-000-000 400.00
400.00
FY 2016-17 GOPHER REMOVAL SVCS - PARKS, CITY HALL 09/23/2016
E 10-195-245-000-000 85.00
73402 10/26/2016 GOPHER PATROL 199080 FY 2016-17 GOPHER REMOVAL SVCS - PARKS, CITY HALL 10/11/2016
5.b
Packet Pg. 63
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
R 10-300-03 24,640.00
24,640.00
24,640.00
B 10-022-68-00 223.72
223.72
223.72
73414 10/26/2016 ONE SOURCE DISTRIBUTORS OSD 3 2016 2016 3RD QUARTER ECONOMIC DEVELOPMENT INCENTIVE PAYMENT10/26/2016
B 10-022-66-00 1,061.39
1,061.39
1,061.39
73413 10/26/2016 MIDAMERICA ADMIN AND RETIRE PR END 10072016 ARSPR END 10072016 ARS RETIREMENT CONTRIBUTIONS 10/07/2016
E 10-190-235-000-000 1,312.05
1,312.05
1,312.05
73412 10/26/2016 LINCOLN NATIONAL LIFE INSURANC LCLN NOV 2016NOV LIFE/AD&D/DEP LIFE/WI/LTD 10/25/2016
120.00
120.00
73411 10/26/2016 LEVEL 3 COMMUNICATIONS 47795673 OCT PHONE AND INTERNET SERVICES 10/17/2016
E 10-110-270-000-000 40.00
E 10-120-270-000-000 40.00
E 10-140-270-000-000 40.00
E 32-200-251-000-000 869.50
869.50
12,493.00
73410 10/26/2016 LEAGUE OF CALIFORNIA CITIES LOCC 10052016ANNUAL CONFERENCE MEETING 10/05/2016
E 10-160-250-000-000 5,167.00
5,167.00
79287 FY 2016-17 LEGAL SERVICES 09/30/2016
E 32-200-251-000-000 6,456.50
6,456.50
79285 FY 2016-17 LEGAL SERVICES 09/30/2016
73409 10/26/2016 JONES AND MAYER 79286 FY 2016-17 LEGAL SERVICES 09/30/2016
5.b
Packet Pg. 64
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
E 10-195-245-000-000 17,653.00
17,653.00
17,653.00
73419 10/26/2016 ROQUET PAVING INC 1003-16 ASPHALT REPAIRS ON MAINTENANCE YARD ENTRACE 10/17/2016
E 52-700-238-001-000 13.18
E 52-700-238-002-000 13.18
10,954.39
10,954.39
E 32-600-307-000-000 26.36
E 32-600-326-000-000 26.36
E 48-600-330-010-000 90.66
E 32-600-214-000-000 52.76
E 32-600-216-000-000 13.18
E 32-600-301-000-000 13.18
E 10-805-238-000-000 2,130.50
E 26-600-239-000-000 393.46
E 26-601-239-000-000 55.40
E 09-447-238-000-000 173.02
E 10-190-238-000-000 878.31
E 10-450-238-000-000 7,074.84
B 23-200-14-00 75.00
75.00
75.00
73418 10/26/2016 RIVERSIDE HIGHLAND WATER CO AUG/SEP 2016 RHWCAUG/SEP 2016 WATER USE 10/26/2016
B 10-022-62-00 8,008.85
8,008.85
8,008.85
73417 10/26/2016 RAYCO PLUMBING HEATING AIR 3548 C. CARE TOILET MAINTENANCE 09/06/2016
E 09-447-244-000-000 1,020.00
1,020.00
2,040.00
73416 10/26/2016 PUBLIC EMPLOYEES RETIREMENT PR END 10072016 PERSPR END 10072016 PERS RETIREMENT CONTRIBUTIONS 10/07/2016
E 09-447-244-000-000 1,020.00
1,020.00
1029 OCT 2016 JANITORIAL SERVICES 10/19/2016
73415 10/26/2016 PROGREEN BUILDING MAINTENANCE1028 SEP 2016 JANITORIAL SERVICES 10/18/2016
5.b
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
285.00
285.00
E 09-447-245-000-000 38.00
E 10-195-245-000-000 209.00
E 10-805-245-000-000 38.00
E 16-900-229-000-000 132.19
132.19
132.19
73425 10/26/2016 WESTERN EXTERMINATORS CO 4477102 SEP PEST CNTL SRVS: CITY HALL, BLDG & SAFETY, C.CARE, SR CNTR09/30/2016
E 10-195-245-000-000 57.49
57.49
57.49
73424 10/26/2016 TRAFFIC MANAGEMENT INC 306725 FY 2016-17 GENERAL TRAFFIC SUPPLIES & SIGNS 08/23/2016
E 10-805-238-000-000 58.91
58.91
58.91
73423 10/26/2016 COUNTY OF RIVERSIDE TLMA ADMINSTRATIONTL0000012795FY 2016-17 TRAFFIC SIGNAL LIGHTS MONITORING 10/13/2016
E 10-190-265-000-000 1,341.00
1,341.00
1,341.00
73422 10/26/2016 TIME WARNER CABLE 8448..3825 NOVNOV 2016 CIVIC CENTER CABLE SERVICES 10/14/2016
E 10-450-245-000-000 364.21
364.21
364.21
73421 10/26/2016 SO CA ASSOC OF GOVERNMENT 05162016 SCAGFY 2016-17 ANNULA DUES 05/16/2016
73420 10/26/2016 SITEONE LANDSCAPE SUPPLY 10172016 FY 2016-17 PARKS IRRIGATION SUPPLIES 10/17/2016
5.b
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Invoice #
CITY OF GRAND TERRACE
As of 10/31/2016
Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
786695000 256,718.01
117 checks in this report Total Checks:671,095.73
9062016
E 10-172-250-100-000 3,185.00
3,185.00
7,870.00
10/06/2016 US BANK TRUST NATL ASSOC GTTAB20111A 090116-22011 TABS SERIES A&B TRUSTEE FEES 09/06/2016
E 10-172-250-000-000 4,685.00
4,685.00
002-17230 SEP BUILDING OFFICIAL COVERAGE 10/05/2016
73426 10/26/2016 WILLDAN 002-17193 SEP 2016 PLAN CHECK/INSPECTION SERVICES 10/05/2016
E 33-300-210-000-000 256,718.01
256,718.01
1993 SERIES A& B REFUNDING ESCROW AGENT 07/25/2016
5.b
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AGENDA REPORT
MEETING DATE: November 15, 2016 Council Item
TITLE: Environmentally Preferable Purchasing and Practices Policy
Required for CalRecycle Grant Programs
PRESENTED BY: Yanni Demitri, Public Works Director
RECOMMENDATION: Approve an Environmentally Preferable Purchasing and
Practices Policy for CalRecycle Grant Eligibility
2030 VISION STATEMENT:
This staff report supports Goal #1, "Ensuring Fiscal Viability" by identifying additional
revenue sources.
BACKGROUND:
On October 25, 2016, the City Council passed a resolution authorizing the City Manager
or his designee to apply for CalRecycle grants.
DISCUSSION:
The City submitted an application to the CalRecyle Rubberized Pavement Grant
Program on October 26, 2016. One of the requirements of the Rubberized Pavement
Grant Program is the adoption of an Environmentally Preferable Purchasing and
Practices (EPPP) Policy by the City's governing body. The policy must be adopted by
the grant’s secondary application deadline, November 29, 2016.
The purpose of the EPPP Policy is to create a model for successfully purchasing
environmentally preferable products for the City of Grand Terrace and to meet the
eligibility requirement for present and future CalRecycle grant funding opportunities.
Nothing contained in this policy shall be construed as requiring a department, purchaser
or contractor to procure products that do not perform adequately for their intended use,
exclude adequate competition, risk the health or safety of workers and citizens, or are
not available at a reasonable price in a reasonable period of time.
The policy was derived from the CalRecycle template and reviewed by the Public Works
and Finance Departments. The Finance Department has committed to developing a
core set of fiscal policies to improve the City’s internal controls, accountability and
overall financial management. This EPPP Policy will be added on to the City’s existing
Fiscal Policy under Section 3: Policies Related to General Fiscal Management as an
addendum to section 3.01: Purchasing. This revision will be labeled as section 3.01.01:
Environmentally Preferable Purchasing and Practices. The following is a listing of the
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policies that have been approved and the policy in bold and highlighted in red is the
proposed addition:
Policies Related to Safeguarding of Assets (Section 1)
Cash Handling & Control (1.01)
Petty Cash Funds & Change Boxes (1.02)
Accounts Receivable (1.03)
Investments (1.04)
Fixed Assets (1.05)
Disposition of Surplus Property (1.06)
Fraud Prevention & Detection (1.07)
Policies Related to Liability (Section 2)
Accounts Payable (2.01)
Policies Related to General Fiscal Management (Section 3)
Purchasing (3.01)
o 3.01.01: Environmentally Preferable Purchasing and Practices
Budget Appropriation Adjustments (3.02)
Travel & Related Business Expenses (3.03)
Grants (3.04)
Donations (3.05)
Reserves (3.06)
Unclaimed Money (3.07)
STAFF RECOMMENDATION
Staff recommends that Council adopt the Environmentally Preferable Purchasing and
Practices Policy to allow eligibility for present and future CalRecycle grant funding
opportunities.
FISCAL IMPACT:
The City can receive grant funding from CalRecycle Grant Programs estimated at
$60,000 for the year 2016-2017 to be used for pavement projects.
ATTACHMENTS:
Grand Terrace EPPP Policy (DOCX)
APPROVALS:
Yanni Demitri Completed 11/09/2016 10:00 AM
Finance Completed 11/09/2016 11:32 AM
City Attorney Completed 11/09/2016 2:59 PM
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City Manager Completed 11/09/2016 3:32 PM
City Council Pending 11/15/2016 6:00 PM
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Page 1
CITY OF GRAND TERRACE
ENVIRONMENTALLY PREFERABLE PURCHASING POLICY
1.0 STATEMENT OF POLICY
It is the policy of the City of Grand Terrace to:
• Institute practices that reduce waste by increasing product efficiency and effectiveness;
• Purchase products that minimize environmental impacts, toxics, pollution, and hazards
to worker and community safety;
• Purchase products that reduce greenhouse gas emissions in their production, shipping,
use and discard; and
• Purchase products that include recycled content, are durable and long-lasting, and
conserve energy and water
2.0 PURPOSE
This Policy is adopted in order to:
Conserve natural resources,
Minimize environmental impacts such as pollution and use of water and energy,
Eliminate or reduce toxics that create hazards to workers and our community,
Support strong recycling markets,
Reduce materials that are landfilled,
Increase the use and availability of environmentally preferable products that protect the
environment,
Identify environmentally preferable products and distribution systems,
Reward manufacturers and vendors that reduce environmental impacts in their
production and distribution systems or services, and
Create a model for successfully purchasing environmentally preferable products and
encourage other purchasers in our community to adopt similar goals.
3.0 STRATEGIES FOR IMPLEMENTATION
3.1 Source Reduction
3.1.1 Institute practices that reduce waste, encourage reuse, and result in the purchase of
fewer products.
3.1.2 Purchase remanufactured products such as toner cartridges, tires, furniture,
equipment and automotive parts when possible.
3.1.3 Consider short-term and long-term costs in comparing product alternatives. This
includes evaluation of total costs expected during the time a product is owned,
including, but not limited to, acquisition, extended warranties, operation, supplies,
maintenance and replacement parts, disposal costs and expected lifetime compared
to other alternatives.
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3.1.4 Purchase products that are durable, long lasting, reusable or refillable and to the
extent possible avoid purchasing one-time use or disposable products.
3.1.5 Request vendors eliminate packaging or use the minimum amount necessary for
product protection. Vendors shall be encouraged to take back packaging for reuse.
3.1.6 Specify a preference for packaging that is reusable, recyclable or compostable,
when suitable uses and programs exist.
3.1.7 Encourage vendors to take back and reuse pallets and other shipping materials.
3.1.8 Encourage suppliers of electronic equipment, including but not limited to computers,
monitors, printers, and copiers, to take back equipment for reuse or environmentally
sound recycling when the City of Grand Terrace discards or replaces such
equipment, whenever possible.
3.1.9 Consider provisions in contracts with suppliers of non-electronic equipment that
require suppliers to take back equipment for reuse or environmentally sound
recycling when the City of Grand Terrace discards or replaces such equipment,
whenever possible.
3.1.10 Promote electronic distribution of documents rather than printing or copying.
3.1.11 When producing paper documents, print and copy all documents on both sides to
reduce the use and purchase of paper. Printers and copiers shall be set to default
to duplex.
3.1.12 Reduce the number and type of equipment needed to perform office functions to
save energy and reduce purchasing and maintenance costs. Eliminate desktop
printers, redundant network printers and reduce the number of fax machines leased
or owned by the City of Grand Terrace. Consider lease or purchase of multi-
function devices.
3.1.13 Ensure all imaging equipment is installed with energy and resource-efficient settings
set as default.
3.2 Recycled Content Products
3.2.1 Purchase products for which the United States Environmental Protection Agency
(U.S. EPA) has established minimum recycled content standard guidelines, such as
those for printing paper, office paper, janitorial paper, construction, landscaping,
parks and recreation, transportation, vehicles, miscellaneous and non-paper office
products.
3.2.2 Purchase multi-function devices, copiers and printers compatible with the use of
recycled content and remanufactured products.
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3.2.3 To the extent feasible and in accordance with California Public Contract Code, Sec.
10409, purchase re-refined lubricating and industrial oil for use in its vehicles and
other equipment, as long as it is certified by the American Petroleum Institute (API)
as appropriate for use in such equipment. This section does not preclude the
purchase of virgin-oil products for exclusive use in vehicles whose warranties
expressly prohibit the use of products containing recycled oil.
3.2.4 Ensure pre-printed recycled content papers intended for distribution that are
purchased or produced contain a statement that the paper is recycled content and
indicate the percentage of post-consumer recycled content.
3.3 Energy Efficient and Water Saving Products
3.3.1 Purchase energy-efficient equipment with the most up-to-date energy efficiency
functions. This includes, but is not limited to, high efficiency space heating systems
and high efficiency space cooling equipment.
3.3.2 Replace inefficient interior lighting with energy-efficient equipment when possible.
3.3.3 Replace inefficient exterior lighting, street lighting and traffic signal lights with
energy-efficient equipment when possible. Minimize exterior lighting where possible
to avoid unnecessary lighting of architectural and landscape features while providing
adequate illumination for safety and accessibility.
3.3.4 Purchase U. S. EPA Energy Star certified products when available.
3.3.5 Purchase U.S. EPA WaterSense labeled water-saving products when available.
This includes, but is not limited to, high-performance fixtures like toilets, low-flow
faucets and aerators, and upgraded irrigation systems.
3.4 Green Building Products and Practices
3.4.1 Consider Green Building practices for design, construction, and operation as
described in the LEED Rating Systems for all building and renovations undertaken
by the City of Grand Terrace.
3.5 Landscaping Products and Practices
3.5.1 Select plants to minimize waste by choosing species for purchase that are
appropriate to the microclimate, species that can grow to their natural size in the
space allotted them, and perennials rather than annuals for color. Native and
drought-tolerant plants that require no or minimal watering once established are
preferred.
3.5.2 Hardscapes and landscape structures constructed of recycled content materials are
encouraged. Limit the amount of impervious surfaces in the landscape. Permeable
substitutes, such as permeable asphalt or pavers, are encouraged for walkways,
patios and driveways.
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3.6 Toxics and Pollution Prevention Products and Practices
3.6.1 Manage pest problems through prevention and physical, mechanical and biological
controls when the City of Grand Terrace and its contractors maintain buildings and
landscapes.
3.6.2 Use products with the lowest amount of volatile organic compounds (VOCs), highest
recycled content, low or no formaldehyde and no halogenated organic flame
retardants when purchasing building maintenance materials such as paint,
carpeting, adhesives, furniture and casework.
3.6.3 Prohibit the purchase of products that use polyvinyl chloride (PVC) such as, but not
limited to, furniture and flooring.
3.6.4 Purchase products and equipment with no lead or mercury whenever possible. For
products that contain lead or mercury, the City of Grand Terrace should give
preference to those products with lower quantities of these metals and to vendors
with established lead and mercury recovery programs. In addition, whenever lead-
or mercury-containing products require disposal, the City of Grand Terrace will
dispose of those products in the most environmentally safe manner possible. All
fluorescent lamps and batteries will be recycled.
3.6.5 Purchase or specify commercial carpeting that meets NSF/ANSI 140 Standard for
Sustainable Carpet Assessment and require old carpet that is removed be recycled.
3.6.6 When replacing vehicles, consider less-polluting alternatives to diesel such as
compressed natural gas, bio-based fuels, hybrids, electric batteries, and fuel cells,
as available.
3.7 Bio-Based Products
3.7.1 Encourage the use of vehicle fuels made from non-wood, plant-based contents such
as vegetable oils whenever practicable.
3.7.2 Use paper, paper products and construction products made from non-wood, plant-
based contents such as agricultural crops and residues when feasible.
3.7.3 Use bio-based plastic products that are biodegradable and compostable, such as
bags, film, food and beverage containers, and cutlery when feasible.
3.7.4 Purchase compostable plastic products that meet American Society for Testing and
Materials (ASTM) standards as found in ASTM D6400. Meet ASTM D6868
standards for biodegradable plastics used as coatings on paper and other
compostable substrates when feasible.
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3.8 Forest Conservation Products
3.8.1 To the greatest extent practicable, do not procure wood products such as lumber
and paper that originate from forests harvested in an environmentally unsustainable
manner.
3.8.2 Encourage the purchase or use of previously used or salvaged wood and wood
products whenever practicable.
4.0 RESPONSIBILITIES
4.1 City of Grand Terrace recognizes its duty to act in a fiscally responsible as well as a
timely manner.
4.2 Nothing contained in this policy shall be construed as requiring a department,
purchaser or contractor to procure products that do not perform adequately for their
intended use, exclude adequate competition, risk the health or safety of workers and
citizens, or are not available at a reasonable price in a reasonable period of time.
4.3 Nothing contained in this policy shall be construed as requiring the City of Grand
Terrace, department, purchaser, or contractor to take any action that conflicts with
local, state or federal requirements.
4.4 Grand Terrace has made significant investments in developing a successful
recycling system and recognizes that recycled content products are essential to the
continuing viability of that recycling system and for the foundation of an
environmentally sound production system.
5.0 IMPLEMENTATION
5.1 The Director of Finance shall implement this policy in coordination with other
appropriate Grand Terrace personnel.
5.2 Upon request, buyers making the selection from competitive bids shall be able to
provide justification for product choices that do not meet the environmentally
preferable purchasing criteria in this policy.
5.3 Encourage vendors, contractors and grantees to comply with applicable sections of
this policy for products and services provided to the City of Grand Terrace.
6.0 PROGRAM EVALUATION
6.1 The Director of Finance shall periodically evaluate the success of this policy’s
implementation and report to the City Council.
7.0 DEFINITIONS
7.1 “American Society for Testing and Materials” means ASTM International, an open
forum for the development of high quality, market relevant international standards
use around the globe.
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7.2 “Bio-Based Products” means commercial or industrial products (other than food or
feed) that utilize agricultural crops or residues but does not include products made
from forestry materials.
7.3 “Biodegradable plastic” means the degradation of the plastic must occur as a result
of the action of naturally occurring microorganisms.
7.4 “Buyer” means anyone authorized to purchase or contract for purchases on behalf
of this jurisdiction or its subdivisions.
7.5 “Compostable plastic” means plastic that is biodegradable during composting to
yield carbon dioxide, water and inorganic compounds and biomass, at a rate
consistent with other known compostable materials and leaves no visually
distinguishable or toxic residues.
7.6 “Contractor” means any person, group of persons, business, consultant, designing
architect, association, partnership, corporation, supplier, vendor or other entity that
has a contract with the City of Grand Terrace or serves in a subcontracting capacity
with an entity having a contract with the City of Grand Terrace for the provision of
goods or services.
7.7 “Degradable plastic” means plastic that undergoes significant changes in its
chemical structure under specific environmental conditions.
7.8 “Energy Star” means the U.S. EPA’s energy efficiency product labeling program.
7.9 “Energy-Efficient Product” means a product that is in the upper 25% of energy
efficiency for all similar products, or that is at least 10% more efficient than the
minimum level that meets Federal standards.
7.10 “Federal Energy Management Program” is a program of the Department of Energy
that issues a series of Product Energy Efficiency Recommendations that identify
recommended efficiency levels for energy-using products.
7.11 “LEED Rating System” means the most recent version of the Leadership in Energy
and Environmental Design (LEED) Rating System, approved by the U.S. Green
Building Council, and designed for rating new and existing commercial, institutional,
and residential buildings.
7.12 “NSF/ANSI” means NSF International follows the American National Standards
Institute (ANSI) standards development process. Standards are developed by joint
committees (balanced stakeholder groups of public health, industry and user
representatives).
7.13 "Post-consumer Material" means a finished material which would normally be
disposed of as a solid waste, having reached its intended end-use and completed its
life cycle as a consumer item, and does not include manufacturing or converting
wastes.
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7.14 “Pre-consumer Material” means material or by-products generated after
manufacture of a product is completed but before the product reaches the end-use
consumer. Pre-consumer material does not include mill and manufacturing trim,
scrap, or broke which is generated at a manufacturing site and commonly reused
on-site in the same or another manufacturing process.
7.15 “Recovered Material” means fragments of products or finished products of a
manufacturing process, which has converted a resource into a commodity of real
economic value, and includes pre-consumer and post-consumer material but does
not include excess resources of the manufacturing process.
7.16 “Recycled Content” means the percentage of recovered material, including pre-
consumer and post-consumer materials, in a product.
7.17 “Recycled Content Standard” means the minimum level of recovered material and/or
post-consumer material necessary for products to qualify as “recycled products.”
7.18 “Recycled Product” means a product that meets the City of Grand Terrace’s
recycled content policy objectives for post-consumer and recovered material.
7.19 “Remanufactured Product” means any product diverted from the supply of discarded
materials by refurbishing and marketing said product without substantial change to
its original form.
7.20 “Reused Product” means any product designed to be used many times for the same
or other purposes without additional processing except for specific requirements
such as cleaning, painting or minor repairs.
7.21 “Source Reduction” refers to products that result in a net reduction in the generation
of waste compared to their previous or alternate version and includes durable,
reusable and remanufactured products; products with no, or reduced, toxic
constituents; and products marketed with no, or reduced, packaging.
7.22 “U.S. EPA Guidelines” means the Comprehensive Procurement Guidelines
established by the U.S. Environmental Protection Agency for federal agency
purchases as of October 2007 and any subsequent versions adopted.
7.23 “Water-Saving Products” are those that are in the upper 25% of water conservation
for all similar products, or at least 10% more water-conserving than the minimum
level that meets the Federal standards.
7.24 “WaterSense” means a partnership program by the U.S. Environmental Protection
Agency. Independent, third-party licensed certifying bodies certify that products
meet EPA criteria for water efficiency and performance by following testing and
certification protocols specific to each product category. Products that are certified
to meet EPA specifications are allowed to bear the WaterSense label.
8.0 EFFECTIVE DATES
8.1 This policy shall take effect on November 15, 2016.
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AGENDA REPORT
MEETING DATE: November 15, 2016 Council Item
TITLE: Award of Contract for HVAC Preventative Maintenance and
Repair Services
PRESENTED BY: Yanni Demitri, Public Works Director
RECOMMENDATION: 1. Reject the lowest bid from Honeywell Building Solutions
as unresponsive
2. Award a Contractor Agreement to ACCO Engineered
Systems for HVAC Services
3. Authorize the City Manager to execute the Contract
2030 VISION STATEMENT:
This staff report supports Goal #2 “Ensuring Our Fiscal Viability.”
BACKGROUND:
On August 15, 2005, the City entered into a 10-year Maintenance Service Agreement
with Honeywell Building Solutions for heating, ventilation, and air conditioning (HVAC)
Preventative Maintenance Services as well as Air Filter and Boiler Water Treatment
Services. On September 30, 2016, Staff recommendation to authorize a purchase order
of $25,102.12 for Honeywell pursuant to the Agreement’s automatic renewal clause was
continued by Council to allow further evaluation of the HVAC services provided by
Honeywell.
DISCUSSION:
City staff issued bid documents for HVAC Services in accordance with the City’s
purchasing policy. On October 20, 2016, the City Clerk issued a Notice Inviting Bids for
HVAC Maintenance and Repair Services. The Notice Inviting Bids was posted to the
City website and sent directly to a bidder's list. At bid opening on November 7, 2016,
two (2) bids were submitted to the City Clerk. The companies and their total base bids
are as follows:
Bid 1 Honeywell Building Solutions $15,670.00
Bid 2 ACCO Engineered Systems $22,850.00
Honeywell Building Solutions was the lowest bidder. However, their bid was non-
responsive as they neglected to use the bid schedule issued with the Bid Addendum,
and therefore, did not bid on a line item. ACCO Engineered Systems provided a
responsive bid. The contractor's and subcontractor’s licenses are valid, in good
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standing, and references provided positive feedback.
The scope of work includes: HVAC equipment preventative maintenance and repair at
City Hall, the Childcare Center and the Fire Station; Air Filter Service, Automation
Service at City Hall, Boiler and Water Treatment Service, and a one-time
comprehensive evaluation of the City’s HVAC systems with a report of the condition of
the system and estimates for replacement or repair of equipment. The scope of work
also calls for a warranty to be provided on replacement equipment. Furthermore, the
scope of work requires an annual performance review, and allows the City to conduct
inspections at any time to ensure the proper level of preventative maintenance service
is performed on the HVAC equipment.
Staff is recommending that Council reject the low bid from Honeywell Building Solutions
as non-responsive, award a Contractor Agreement to ACCO Engineered Systems in an
amount not to exceed $22,850 annually for HVAC Preventative Maintenance and
Repair Services, and authorize the City Manager to execute the contract.
FISCAL IMPACT:
There are funds budgeted in the FY2016-17 Adopted Budget General Fund (10-195-
257) to cover the annual cost of HVAC Maintenance Services ($22,850) as shown in the
table below.
Fund Account Approved
Budget
Expended
to Date
Balance for
Contract
General
Fund (10)
Public Works-Facilities
Maintenance (HVAC Agreement
- 10-195-257-000)
$33,730 ($2,200) $31,530
ATTACHMENTS:
16-08 Bid Summary (PDF)
Contractor Agreement with ACCO.pdf (PDF)
APPROVALS:
Yanni Demitri Completed 11/09/2016 3:06 PM
Finance Completed 11/09/2016 3:23 PM
City Attorney Completed 11/09/2016 4:02 PM
City Manager Completed 11/09/2016 4:51 PM
City Council Pending 11/15/2016 6:00 PM
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D-1
CONTRACT AGREEMENT
THIS CONTRACTORS AGREEMENT is made and entered into this day
of 2016,by and between the CITY OF GRAND TERRACE
a public entity, and ,("Contractor"),a California
Corporation.
1.Scope of Services. Contractor shall perform all the services as described as follows:
a)For and in consideration of the payments and agreements hereinafter mentioned to be
made and performed by said City, said Contractor agrees with said City to perform and
complete in a workmanlike manner all work required in the Scope of Services,
attached as Exhibit A and incorporated by this reference.
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.
2.Term. This Agreement shall be effective on the date first written above and the Agreement
shall remain in effect for three years unless terminated as provided herein.
3.Compensation/Payment. Contractor shall perform the Services under this Agreement for
the total sum not to exceed .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 City To
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City of Grand Terrace
22795 Barton Rd. Bldg.B
Grand Terrace,CA 92313
5.Prevailing Wage. If applicable, Contractor and all subcontractors are required to pay the
general prevailing wage rates of per diem wages and overtime and holiday wages determined by
the Director of the Department of Industrial Relations under Section 1720 et seq. of the
California Labor Code and implemented the City Council of the City of Grand Terrace. The
is
referred to and made a part hereof; the wage rates therein ascertained, determined, and specified
are referred to and made a part hereof as though fully set forth herein.
6.Contract Administration. A designee of the City will be appointed to administer this
Agreement on behalf of City and shall be referred to herein as Contract Administrator.
7.Standard of Performance. While performing the Services, Contractor shall exercise the
reasonable care and skill customarily exercised by reputable members of Contractors in the
Metropolitan Southern California Area, and shall use reasonable diligence and best judgment
while exercising its skill and expertise.
8.Personnel. Contractor shall furnish all personnel necessary to perform the Services and shall
be responsible for their performance and compensation.Contractor recognizes that the
qualifications and experience of the personnel to be used are vital to Contractor and timely
completion of the Services.
9.Assignment and Subcontracting. Neither party shall transfer any right, interest, or
obligation in or under this Agreement to any other entity without prior written consent of the
other party. In any event, no assignment shall be made unless the assignee expressly assumes the
obligations of assignor under this Agreement, in writing satisfactory to the parties. Contractor
shall not subcontract any portion of the work required by this Agreement without prior written
approval by the responsible Contract Administrator.Subcontracts, if any, shall contain a
provision making them subject to all provisions stipulated in this Agreement, including without
limitation, the insurance obligations set forth in Section 13.Contractor acknowledges that any
transfer of rights may require City Manager and/or City Council approval.
10.Independent Contractor. In the performance of this Agreement, Contractor and his
employees, subcontractors and agents, shall act in an independent capacity as independent
contractors, and not as officers or employees of the City or the City of Grand Terrace.
Contractor acknowledges and agrees that the City has no obligation to pay or withhold state or
federal taxes or to provide compensation or unemployment insurance to Contractor to
Contractors employees, subcontractors and agents. Contractor as an independent contractor shall
be responsible for any and all taxes that apply to Contractor as an employer.
11.PERS Eligibility Indemnity. In the event that Contractor or any employee, agent, or
subcontractor of Contractor providing services under this Agreement claims or is determined by
a court of competent jurisdiction or the California Public Employees Retirement System
to be eligible for enrollment in PERS as an employee of the City, Contractor shall
indemnify, defend, and hold harmless City for the payment of any employee and/or employer
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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 misconduct of the City,
Contractor shall defend, indemnify and hold the City, and its officers,employees and
agents, harmless from any and all loss, damage, claim for damage,liability, expense or
cost, including 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 Attorn Fees.The parties expressly agree that any payment, fees,
costs or expense that the City incurs or makes to or on behalf of an injured employee
under the 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 execution of this Agreement,Contractor
shall provide satisfactory evidence of, and shall thereafter maintain during the term of
this Agreement, such insurance policies and in the types, limits, forms and
ratings required herein. The rating and required insurance policies and may be
modified in writing by the Cit 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 indemnification obligations under Section 12 hereof.
13.1.2 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 California with a policy
rating of A- or higher and a Financial Class of VII or higher.
13.1.3 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.
13.1.4 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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Contractor pursuant to this Agreement are adequate to protect. If Contractor believes
that any required insurance coverage is inadequate, Contractor will obtain such
additional insurance coverage as deems adequate, at Contractor's sole expense.
13.2 Compensation Insurance: By executing this Agreement,certifies that
Contractor is aware of and will comply with Section 3700 of the Labor Code of the State
of California requiring every employer to be insured against liability for
compensation, or to undertake self-insurance before commencing any of the work.
Contractor shall carry the insurance or provide for self-insurance required by California
law to protect said Contractor from claims under the Compensation Act. Prior
to City's execution of this Agreement, Contractor shall file with City either (1) a
certificate of insurance showing that such insurance is in effect, or that Contractor is self-
insured for such coverage,or (2) a certified statement that Contractor has no employees,
and acknowledging that if Contractor does employ any person, the necessary certificate
of insurance will immediately be filed with City. Any certificate filed with City shall
provide that City will be given ten (10) days prior written notice before modification or
cancellation thereof.
13.3 Commercial General Liability and Automobile Insurance. Prior to City's
execution of this Agreement, Contractor shall obtain,and shall thereafter maintain during
the term of this Agreement, commercial general liability insurance and automobile
liability insurance as required to insure against damages for personal injury,including
accidental death, as well as from claims for property damage, which may arise from or
which may concern operations by anyone directly or indirectly employed by, connected
with, or acting for or on behalf of Contractor. The City and the City, and its officers,
employees and agents,shall be named as additional under the
insurance policies.
13.3.1 commercial general liability insurance policy shall cover both
bodily injury (including death) and property damage (including,but not limited to,
premises operations liability, products-completed operations liability, independent
liability, personal injury liability, and contractual liability) in an amount not less than
$1,000,000 per occurrence and a general aggregate limit in the amount of not less
than $2,000,000.
13.3.2 Contractors automobile liability policy shall cover both bodily injury and
property damage in an amount not less than $500,000 per occurrence and an
aggregate limit of not less than $1,000,000. All of automobile and/or
commercial general liability insurance policies shall cover all vehicles used in
connection with performance of this Agreement, which vehicles shall
include,but are not limited to, owned vehicles,leased vehicles,
employee vehicles, non-owned vehicles and hired vehicles.
13.3.3 Prior to City's execution of this Agreement, copies of insurance policies or
original certificates and additional insured endorsements evidencing the coverage
required by this Agreement, for both commercial general and automobile liability
insurance, shall be filed with City and shall include the City and its officers,
employees and agents, as additional Said policies shall be in the usual
form of commercial general and automobile liability insurance policies, but shall
include the following provisions:
It is agreed that the City of Grand Terrace and its officers, employees and agents,
are added as additional insures under this policy, solely for work done by and on
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behalf of the named insured for the City of Grand Terrace.
13.4 Insurance. Contractor shall require all of its subcontractors to
carry insurance, in an amount sufficient to cover the risk of injury, damage or loss that
may be caused by the scope of work and activities provided in
furtherance of this Agreement, including,but without limitation, the following
Workers Compensation, Commercial General Liability, Errors and
Omissions, and Automobile liability. Upon request, Contractor shall provide City
with satisfactory evidence that Subcontractors have obtained insurance policies and
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.
16.City's Right to Employ Other. City reserves the right to employ other in connection with
the Services.
17.Solicitation. Contractor warrants that they have not employed or retained any person or
City to solicit or secure this Agreement,nor has it entered into any agreement or understanding
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
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
commission, percentage, brokerage or commission fee.The remedies specified in this section
shall be in addition to and not in lieu of those remedies otherwise specified in this Agreement.
18.General Compliance with Laws. Contractor shall keep fully informed of federal,state and
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.
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 the 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
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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20.1 Other than as stated below, City shall give Contractor thirty (30) days prior written
notice prior to termination.
20.2 City may terminate this Agreement upon fifteen (15) days written notice to
Contractor, in the event:
20.2.1 Contractor substantially fails to perform or materially breaches the Agreement;
or
20.2.2 City decides to abandon or postpone the Services.
21.Offsets. Contractor acknowledges and agrees that with respect to any business tax or
penalties thereon,utility charges, invoiced fee or other debt which Contractor owes or may owe
to the City, City reserves the right to withhold and offset said amounts from payments or refunds
or reimbursements owed by City to Contractor. Notice of such withholding and offset shall
promptly be given to by City in writing.In the event of a dispute as to the amount owed or
whether such amount is owed to the City, City will hold such disputed amount until either the
appropriate appeal process has been completed or until the dispute has been resolved.
22.Successors and Assigns. This Agreement shall be binding upon City and its successors
and assigns, and upon Contractor and its permitted successors and assigns, and shall not be
assigned by,Contractor either in whole or in part,except as otherwise provided in paragraph 9 of
this Agreement.
23.Governing Law, Venue, Dispute Resolution and Attorneys' Fees. This Agreement shall
be governed by and construed in accordance with laws of the State of California. Prior to
commencing suit in a court of competent jurisdiction,any controversy, dispute or claim arising
out of the Agreement shall first be submitted to an alternative dispute resolution process as set
forth in Section 24 herein.Any action at law or in equity brought by either of the parties hereto
for the purpose of enforcing a right or rights provided for by this Agreement shall be tried in a
court of competent jurisdiction in the County of San Bernardino, State of California, and the
parties hereby waive all provisions of law providing for a change of venue in such proceedings to
any other county.In the event either party hereto shall bring suit to enforce any term of this
Agreement or to recover any damages for and on account of the breach of any term or condition
of this Agreement, it is mutually agreed that the prevailing party in such action shall recover all
costs thereof, including reasonable attorneys' fees, to be set by the court in such action.
24.Alternative Dispute Resolution. In the event of any controversy, dispute or claim arising
out of or relating to this Agreement,the parties hereto shall consult and negotiate with each other
and,recognizing their mutual interest, attempt to reach a solution satisfactory to both parties. If
they do not reach settlement within a period of 60 days, the matter shall be submitted to an
alternative dispute resolution process, either nonbinding arbitration or mediation, by
written notice from either party to the other. The parties shall meet and confer in good faith and
select a Process and an arbitrator or a mediator that is agreeable to both sides. The selected
Process shall be completed no later than 120 days after tender of the
aforementioned written notice,unless the Parties mutually agree to an extension of the Process
Period. If the matter is not successfully resolved by the selected Process, within the Process
Period, the parties are free to commence litigation in a court of competent jurisdiction as defined
in Section 23 herein. Any litigation commenced without both consent prior to the end
of the Process Period, shall be subject to a stay until the end of the Process Period. The Parties
further agree to equally bear the cost of the Process.
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25.Nondiscrimination. During Contract 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.
27.Authority: The individuals executing this Agreement and the instruments referenced herein
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.
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.
29.1 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.
29.2 This Agreement shall be governed by and construed in accordance with the laws
of the State of California in effect at the time of the execution of this Agreement.
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IN WITNESS WHEREOF City and Contractor have caused this Agreement to be duly
executed the day and year first above written.
THE CITY OF GRAND TERRACE,
A public body
By:_
G. Harold Duffey
City Manager
Attest:
Pat Jacques-Nares
City Clerk
APPROVED AS TO FORM:
Richard L.Adams II
City Attorney
By:_
[Printed Name]
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HVAC MAINTENANCE SERVICES
WORKER'S COMPENSATION INSURANCE CERTIFICATE
The Contractor shall execute the following form as required by the California Labor Code,
Section 1860 and 1861:
I am aware of the provisions of Section 3700 of the Labor Code which require
every employer to be insured against liability worker's compensation or to
undertake self-insurance in accordance with the provisions of that code, and I
will comply with such provisions before commencing the performance of the
work of this Contract.
DATE: (Contractor)
(By)
D-10
7.b
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HVAC MAINTENANCE SERVICES
EXHIBIT A
HVAC PREVENTATIVE MAINTENANCE AND REPAIR SERVICES
SCOPE OFSERVICES
The City of Grand Terrace seeks to retain a contractor for a period of three (3) years to
provide heater, ventilation, and air conditioning (HVAC) preventative maintenance and
repair services. All work shall be done in accordance with federal, state and local
codes and regulations. The scope of services includes, but is not limited to, the
following:
Service Locations:
City Hall: 22795 Barton Road, Grand Terrace, CA 92313
Childcare Center: 22400 Barton Road, Ste. 200, Grand Terrace, CA 92313
Fire Station: 22582 City Center Court, Grand Terrace, CA 92313
General Services
Provide a comprehensive evaluation of the existing HVAC System at
City facilities and provide detailed report that includes assessment of the
current condition of the system and its various components as well as
recommendations for repair or replacement of equipment with an
estimate of cost (See Item 7 of Bid Schedule)
Provide preventative maintenance services (refer to Sample
Preventative Maintenance Program) for
Provide maximum warranty for existing equipment and/or
replacement equipment
Provide hourly rates for service call-outs (outside of routine
maintenance schedule)
A.Equipment
Equipment covered by this specification includes electro-mechanical
systems, HVAC, boiler, water heaters, pumps, controls, roof-mounted
components, mechanical room devices, and related critical component
functions, materials, parts and operations. (Please refer to the Equipment
List included in this Scope of Services).
B.Maintenance Service
Contractor must utilize computer generated preventative maintenance task
scheduling to ensure timely and uniform maintenance on all equipment. The
computer shall use the time, the run time, the
equipment recommendations and the
maintenance experience to generate the required maintenance tasks and
the required frequency of task performance.
Contractor shall schedule a technician to perform HVAC preventative
maintenance service on all equipment at a frequency adequate to meet
the required level of service, but no less than quarterly (refer to the
Equipment List and Sample Preventative Maintenance Service Plan for
further details)
7.b
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HVAC MAINTENANCE SERVICES
The City shall be provided with a copy of the computer
generated preventative maintenance task schedule by the
Contractor
Upon completion of each service call, Contractor shall provide a
service report to the Public Works Director or his designee for
signature.
The details from the completed service report shall be entered into
the computer database by the Contractor. This will ensure
performance control and continuous program updating.
On a semi-annual basis, the Contractor shall supply the City with a copy
of the computer database.
C.Automation Service
Contractor shall maintain set-up and configuration of Honeywell Web Vision
1.0.35 interface with five XL10 Controllers for air conditioning control
capabilities at City Hall
Contractor shall check connection between web interface activated
temperature sensors and the five XL10 Controllers annually
Contractor shall trouble shoot and repair XL10 Controllers and field devices if
air conditioning control system is not functioning properly
D.Repair or replacement of parts, components and devices
All parts, components or devices that are worn or not in optimal functional
condition shall be repaired, or at the option, replaced with new parts,
components or devices. When parts, components or devices are replaced in
their entirety and a new design is available and is functionally equivalent
and compatible, the parts, components or device of the newer design shall
be used as the replacements.
Warranty shall be provided for replacement parts, components or devices
E.Air Filter Services
Contractor will furnish and install air filters appropriate for the design
ventilation systems. Air filter media for the fan system
units listed under the Equipment List in this Scope of Services will be
replaced no less than quarterly.
F.Additional Services
Additional services outside the existing scope of work,for HVAC
maintenance and repairs may be required, for example, the installation of
additional HVAC units. The City may request an itemized quote for
additional work, said quote shall include any and all additional parts and/or
labor necessary to complete the additional work.
G.Water Analysis and Treatment Services
Contractor shall provide a treatment program for the control of scale,
corrosion, and biological fouling.
Contractor shall perform water analysis of both chilled and hot water
systems. The analysis shall be performed once in the spring (chilled water
system) and once in the fall (hot water system). The results of the
analysis shall be used to determine any required additions to the water
treatment chemicals.
7.b
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HVAC MAINTENANCE SERVICES
On systems requiring continuous analysis, the Contractor shall install an
electronic monitoring system that will automate the water analysis
process, and adjust chemical feed and bleed interval automatically.
Contractor will provide and maintain all monitoring equipment, and will
supply biodegradable chemicals necessary to maintain proper water
treatment.
H.Air Quality
HVAC System must not aggravate any air in the building
System should provide a minimum of 25 percent makeup fresh air to
avoid the
Contractor shall conduct semi-annual random measurements of air flows
to ensure that the proper level of air flows and the proper air circulations
are maintained.
During the course of preventative maintenance service the Contractor shall
identify and report any potential microbiological growth sites or reservoirs.
Potential problem areas can include, but are not limited to, drain pans with
stagnant water, wet insulations, and wet acoustic ceiling tiles and possible
outdoor contamination sources.
To minimize the potential for microbiological growth, the Contractor shall
apply disinfectant to the replacement air filter elements prior to their
installation. The disinfectant must be non-toxic and must be approved by
the City prior to application.
I.Emergency Service
The Contractor shall provide emergency services on an as-needed
basis. Emergency service shall be available on a 24/7 basis, weekends
and holidays included.
The Contractor shall provide the City with an after-hours emergency
telephone number.
The Contractor shall be capable of responding to an emergency situation
within two (2) hours of notification of a HVAC system problem by the City.
The responding technicians must be trained on the City s HVAC systems
and their operations.
All labor, overtime, parts, supplies and any other expenses incurred on an
emergency service call shall be invoiced separately by the Contractor.
INSPECTIONS
The City reserves the right to conduct inspections to confirm that the proper levels of
preventative maintenance service are performed on the HVAC equipment. If the City finds
the preventative maintenance service fails to meet expectations, the City will notify the
Contractor in writing. Contractor shall promptly correct any deficiencies within 3 business
days. Failure to correct such deficiencies will be considered a breach of the Contract.
PERFORMANCE REVIEW
A review of the services provided within this Agreement will be performed by the Contractor
on an annual basis. The Contractor and the Public Works Director will discuss work
performed since the last review, answer questions pertaining to Service delivery, and
identify opportunities to further improve performance of the City s HVAC equipment.
7.b
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HVAC MAINTENANCE SERVICES
CITY RESPONSIBILITIES
The City will provide a reasonable means of access to the HVAC equipment.
CONTRACTOR RESPONSIBILITIES
The Contractor shall supply ALL necessary equipment,tools,instrumentation and
labor to perform the HVAC preventative maintenance service as described herein
The Contractor shall be responsible for repairs of damages incurred during the
performance of the preventative maintenance service
The Contractor shall provide a service report,which must include a copy of the
check-off lists and/or work sheets used by the technician
The Contractor shall be responsible for supplying any consumable materials such
as filters, belts and water treatment chemicals and invoiced separately,at cost,
unless otherwise informed by the City
7.b
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HVAC MAINTENANCE SERVICES
EQUIPMENT LIST:
QUANTITY LOCATION DESCRIPTION SIZE MODEL
1 Library Roof Package Unit 10 Tons Carrier
1 Meeting Room/
Roof
Package Unit 10 Tons Carrier
1 Council
Chambers/Roof
Package Unit 5 Tons Carrier
1 Civic Center Package Unit 5 Tons Carrier
1 Civic Center Package Unit 5 Tons Carrier
1 Admin/Roof Package Unit 40 Tons Carrier
1 Fire Station/
Roof
Package Unit 4 Tons Carrier
1 Fire Station/
Roof
Package Unit 4 Tons Carrier
1 Equipment
Room
Boiler 25HP Bryan
Model #:CL120WT-GI
1 Equipment
Room
Pump 3HP Unknown
1 Child Care Package Unit 4 Tons Carrier
1 Child Care Package Unit 5 Tons Carrier
1 Child Care Package Unit 5 Tons Carrier
1 Child Care Package Unit 3 Tons Carrier
1 Child Care Package Unit 3 Tons Carrier
1 Child Care Electronic Time Clock N/A N/A
AIR FILTER SERVICES
Fan System Unit Quantity Size Type Changes Per Year
All covered systems 48 Ave. 20-25-2 Pleated 4
7.b
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SAMPLE PREVENTATIVE MAINTENANCE SERVICE
A.AIR COMPRESSORS AND REFRIGERATED AIR DRYERS
1.Inspect and test electrical disconnect
2.Sequence test all controls
3.Check and calibrate safety controls and limits
4.Check and tighten electrical connections and check contact points
5.Check operating voltages and currents
6.Lubricate bearings
7.Check motor mounts and belt tension
8.Align and tighten belts
9.Check couplings and drives for wear and alignment
10.Check and clean air intake filter
11.Check rotation
12.Check oil level and pressure
13.Check head pressure
14.Check suction pressure
15.Check head bolts and anchor bolts
16.Check refrigerant charge
17.Drain tank and check automatic tank drain
18.Inspect compressed air system for clean dry air supply
19.Check crank case heater
B.CONDENSING UNITS
1.Inspect and test electrical
2.Sequence test all controls and adjust as needed
3.Check and calibrate safety controls and limits
4.Check and tighten electrical connections and check contact points
5.Check operating voltages and currents
6.Lubricate all motors, pumps and fan bearings
7.Check pump seal
8.Check spray nozzles and adjust when required
9.Check water strainer
10.Check pump strainer and clean when required
11.Check float control and adjust when required
12.Check drip pan and drain connections
13.Check bleeder line and adjust when required
14.Check water valve setting
15.Check receiver levels
16.Pump down system as required
17.Check bearings for end play, temperature and wear
18.Check motor mounts and belt tension, adjust when required
19.Check fan wheels and blades for dirt accumulation, clearance,
rotation, and balance
20.Check for visible refrigerant leaks
21.Check temperature rise across coil
22.Check sub-cooling leaving condenser
23.Check oil levels
7.b
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24.Check condition of coil surface and fins
25.Wash coils with water where possible
26.Check air intake screen
C.AIR DRYER
1.Check automatic traps
2.Clean and lubricate traps as required
3.Clean condenser tubes and cover grills
4.Check expansion valve and refrigerant charge
D.AIR COOLED CONDENSER
1.Clean heat exchanger surface as required
2.Examine surface for corrosion
3.Adjust automatic controls
4.Check air intake screen
5.Check for refrigerant leaks
6.Check condenser for blade and housing clearance
7.Lubricate condenser fan motors and bearings as required
8.Check and adjust condenser fan belt tension as required
9.Check operation of pressure and temperature controls
10.Check condenser screws and bolts for tightness
11.Check condenser fan amperage and voltage
12.Scrape, clean and repair rust spots as required
13.Check coils for dirt and wash coils with water where possible
E.RECIPROCATING COMPRESSORS
1.Check suction pressure with compressor under load
2.Check discharge pressure with compressor under load
3.Check oil pressure
4.Check compressor amperage and voltage
5.Check evaporator fan amperage
6.Check condenser fan amperage
7.Check and record oil level
8.Check pump amperage
9.Check oil for acid
10.Check refrigerant level
11.Check refrigerant system for leaks
12.Check operation of oil safety
13.Check operation of high pressure cut-out
14.Check operation of other safeties
15.Check and adjust all operating controls as required
16.Check all wiring, tighten all terminals and check contacts
17.Check condenser temperature differential (Delta
18.Check and adjust V-belts as required
7.b
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F.FAN COILS
1.Inspect and test electrical disconnect
2.Sequence test all controls
3.Check and tighten electrical connections and check contact points
4.Check operating currents
5.Lubricate bearings
6.Check bearings for end play, temperature and wear
7.Check motor mounts, belt tension and condition
8.Check fan wheels for dirt accumulation, clearance, rotation, and
balance
9.Check drives for wear and alignment
10.Check for visible refrigerant leaks
11.Check temperature drop across evaporator coil
12.Check TXV bulb location, strapping, and insulation
13.Check condition of coil surfaces and fins
14.Check condensate pans and drains
15.Check ice patterns
16.Check defrost controls
17.Change air filters as needed
G.FURNACES (GAS OR ELECTRIC)
1.Inspect and test electrical disconnect
2.Sequence test all controls
3.Check and calibrate safety controls and limits
4.Check and tighten electrical connections and check contact points
5.Check combustion
6.Check gas train controls, burners and pilot including pilot safety
device
7.Clean pilot
8.Check automatic gas valve
9.Lubricate bearings
10.Check bearings for end play, temperature and wear
11.Check motor mounts, belt tension and condition
12.Check fan wheels and blades for dirt accumulation, clearance,
rotation, and balance
13.Check fan limit control
14.Check drives for wear and alignment.
15.Check temperature delta
16.Change air filters as needed
17.Check Flue connection, restriction and operation
18.Test ignition control system
H.AIR HANDLERS
1.Inspect and test electrical disconnect
2.Sequence test all controls
3.Check and calibrate safety controls and limits
4.Check starter
5.Check and tighten electrical connections, and check contact points
7.b
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6.Check operating voltages and currents
7.Lubricate bearings
8.Check motor pulley and belts for security, alignment and wear
9.Check bearings for end play,temperature and wear
10.Check motor mounts,belt tension and condition
11.Check fan wheels and blades for dirt accumulation,clearance,
rotation,balance and vibration
12.Check wire and conduit for condition from motor to starter
13.Check for visible leaks
14.Check condition of coil surfaces and fins
15.Check condensate pans and drains
16.Change air filters as required
17.Check fan and motor alignment
18.Check motor for excessive heat and noise
19.Check rotation of motor
I.HEAT PUMP PACKAGE UNITS
1.Inspect and test electrical disconnect
2.Sequence test all controls
3.Check and calibrate safety controls and limits
4.Check and tighten electrical connections,and check contact points
5.Check operating voltages and currents
6.Lubricate bearings
7.Check bearings for end play,temperature and wear
8.Check motor mounts,belt tension and condition
9.Check fan wheels and blades for dirt accumulation,clearance,
rotation and balance
10.Check couplings and drive for wear and alignment
11.Check for visible refrigerant leaks
12.Check temperature drop across evaporator coil
13.Check TXV bulb location,strapping,and insulation
14.Check crankcase heater
15.Check condition of coil surfaces and fins
16.Check condensate pans and drains
17.Test operation of reversing valve
18.Change air filters as needed
J.PUMPS
1.Inspect and test electrical disconnect
2.Check and tighten electrical connections,contacts and motor
overloads
3.Check operating voltages and currents
4.Lubricate bearings
5.Check bearings for end play,temperature and wear
6.Check motor mounts
7.Check couplings and drives for wear and alignment
8.Check seal for visible leaks
9.Check differential pressure
7.b
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K.PACKAGED AIR CONDITIONING UNITS
1.Check compressor oil pressure and level
2.Check refrigerant sight glass and perform leak test
3.Check and clean air cooled condenser coil
4.Check condenser fan and motor bearings - Lubricate as required
5.Check supply fan motor bearings - Lubricate as required
6.Check drain pan - Drain and clean as required
7.Clean coils and inlet screen as required
8.Change air filter as required
9.Clean and lubricate all damper bearings and linkage
10.Check all wiring and connections
11.Check for proper operation of gas furnace section - Perform gas
furnace inspections as required
12.Check, adjust and calibrate all temperature controls
13.Clean, paint and repair corroded and rust spots as required
L.FANS AND BLOWERS
1)Inspect and test electrical disconnect.
2)Check and tighten electrical connections, and check contact points.
3)Check operating voltage and currents.
4)Check sheave condition
5)Lubricate bearings and all moving parts
6)Check bearings for end play, temperature and wear
7)Check motor mounts, belt tension and condition
8)Adjust tension on all belt drives
9)Check wheels and blades for dirt accumulation, clearance, rotation, and
balance
10)Check couplings and drives for wear and alignment
M.WATER TREATMENT
1)Check and report water treatment status including scale
2)Examine, test and adjust all water treatment devices
3)Perform periodic water analysis
4)Install and maintain electronic monitoring system on systems requiring
continuous analysis
5)Clean and adjust water treatment equipment
N.BOILERS
1)Check combustion
2)Check and clean pilot
3)Check fan limit control
4)Check pilot safety device
5)Check low water cut off
6)Check automatic water feeder
7)Check water strainer
7.b
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8)Check water pressure regulator
9)Check relief valve
10)Drain and recharge expansion tank
11)Slow down boiler and controls
12)Check automatic gas valve
13)Check boiler control settings
14)Check steam valves and traps, adjust controls as required
O.DAMPERS (AUTOMATIC OR MANUAL)
1)Check and adjust for correct operation
2)Check all linkage and adjust where necessary
3)Check fire dampers for flexible links
P.ECONOMIZERS
1)Lubricate damper linkages
2)Check condition of actuators
3)Check motor
Q.MOTORS AND MOTOR CONTROLS
1)Clean oil and/or grease
2)Check for overload under full operation
3)Check contactors and clean as necessary
4)Check time clock for proper settings
5)Check and adjust operation of all electric or pneumatic controls
6)Check motor speeds
7)Check amperage draws
8)Check voltages
9)Secure motor mounts
10)Check bearings
R.CONTROLS ELECTRIC/PNEUMATIC
1)Check thermostat contacts
2)Check starter contacts
3)Check damper motors/actuators
4)Check refrigerator air dryer
5)Check air controls and filters
6)Check air compressor intake and air filter
7)Check air compressor oil
8)Check air compressor belt
9)Lubricate air compressor motor
10)Spot check stats for calibration
7.b
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S.REFRIGERATION SYSTEMS
1)Check for proper operation of purger
2)Check accumulator and intercooler level
3)Check high and control pressure receiver levels
4)Check oil stills, drain as necessary
5)Check coils for ice patterns and fan operation
6)Walk the plant and inspect for signs of leaks
T.CHILLERS
1)Check flow switch operation
2)Check refrigerant charges and oil levels
3)Check glycol concentration
4)Check pressure differential
5)Check temperature differential
7.b
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CITY OF GRAND TERRACE
COUNTY OF SAN BERNARDINO
STATE OF CALIFORNIA
Addendum #1
FOR
HVAC MAINTENANCE &
REPAIR SERVICES
October 2016
Note: Timeline Dates below are Subject to Change]
Issuance of Bid byCity
Pre-Bid Meeting
Issuance of Addendum #1
Deadline Questions/Clarification Requests
Deadline for Submitting Complete Proposals
Presentation to City Council for Final Approval
Thursday, October 20, 2016
Wednesday, October 26, 2016 (11:00 am)
, October 2 , 2016
Monday,October 31, 2016 (5:00 pm)
Monday, November 7,2016 (1:00 pm)
Tuesday, November 15,2016
7.b
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HVAC MAINTENANCE AND REPAIR SERVICES
BID NO. 16-08
(ADDENDUM #1)
The City of Grand Terrace is hereby issuing Addendum No. 1 to the above referenced
Bid. Prospective bidders are reminded that they are to acknowledge receipt of all
Addendums in their Bid Documents on the next page of the Bidding Schedule.
PLEASE NOTE THAT THE DATE AND TIME FOR THE DELIVERY OF BIDS HAS
NOT BEEN CHANGED. BIDS ARE DUE ON MONDAY, NOVEMBER 7,2016 by 1:00
PM.
THE PURPOSE OF THIS ADDENDUM IS AS FOLLOWS:
Provide response to Contractors regarding
questions from the Pre-Bid Meeting.
RESPONSE TO QUESTION(S)RECEIVED FROM CONTRACTOR:
Q1 Do you want us to add the third unit at the Fire Station (York Model#
B2HZ024A06A) to the contract?
A1 -Yes. The bid schedule has been changed to show three units at the Fire
Station, and the updated bid schedule is included in this addendum.
Q2 Are exhaust fans included in the contract?
A2 -Yes
Q3 Are there two one year extensions available on the contract?
A3 -Yes
Q4 Ray Pack boilers require an annual service -the boiler is disassembled
and cleaned and the hot surface ignitor and flame rod are replaced.
AQMD also requires a flue gas analysis be performed on the boiler
annually. Do you want that included in the contract?
A4 -Yes. A line item has been added to the bid schedule to account for this
annual service, and the updated bid schedule is included in this
addendum.
Q5 Can you please send me a copy of the current (last contract awarded)
HVAC Maintenance and Repair Services contract and proposal?
A5 -Yes. The last awarded contract was to Honeywell in 2005 for a 10 year
term, and is included in this amendment for reference. The last contract
amount after CPI adjustment was $25,102.12 annually for FY 2015-16.
7.b
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Q6 Does the City allow remote access for the automation service?
A6 -Yes
Q7 Are replacement parts at an extra cost?
A7 -Yes. Part of the scope of work includes a comprehensive evaluation of the
the parts, cost to replace the parts and warranty information.
Q8 Is controller automation only at City Hall?
A8 -Yes, the Childcare Center and Fire Station have stand-alone systems.
Q9 Does the City want the Contractor to re-route duct work that is smashed
by the ladder in the attic of the Childcare Center?
A9 -An estimate for this work could be provided in the comprehensive
evaluation by the Contractor that is awarded the contract.
7.b
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AGENDA REPORT
MEETING DATE: November 15, 2016 Council Item
TITLE: Zoning Code Amendment 16-03; an Ordinance Repealing
and Replacing in Its Entirety Chapter 18.91 (Marijuana
Regulations) of Title 18 of the Grand Terrace Municipal
Code
PRESENTED BY: Sandra Molina, Planning & Development Services Director
RECOMMENDATION: Read by title only, waive further reading and adopt an
ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
GRAND TERRACE, CALIFORNIA, DETERMINING THIS
AMENDMENT IS EXEMPT PURSUANT TO SECTION
15061(b)(3) OF THE CALIFORNIA ENVIRONMENTAL
QUALITY ACT AND AMENDING THE GRAND TERRACE
MUNICIPAL CODE BY REPEALING AND REPLACING IN
ITS ENTIRETY CHAPTER 18.91 (MARIJUANA
REGULATIONS) OF TITLE 18 RELATING TO
MARIJUANA ACTIVITY
2030 VISION STATEMENT:
This item promotes Our Mission: To preserve and protect our community and its
exceptional quality of life through thoughtful planning, within the constraints of fiscally
responsible government.
BACKGROUND/DISCUSSION:
On October 25, 2016, the City Council adopted an urgency ordinance and introduced a
regular ordinance to amend the City’s regulations as it pertains to non-
medical/recreational marijuana uses.
These actions were taken in anticipation of the passage of Proposition 64, known as the
“Adult Use of Marijuana Act” (“AUMA”) which qualified for the November 8, 2016 ballot.
If Proposition 64 passes, it would give residents the right to non-medical/recreational
marijuana use, possession, and cultivation; as well as create a state licensing and
taxing scheme for such businesses.
FISCAL IMPACT:
No fiscal impact.
ATTACHMENTS:
Ordinance AUMA MJ Regular Ban_10.17.2016 (DOCX)
8
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APPROVALS:
Sandra Molina Completed 10/27/2016 3:46 PM
Finance Completed 10/31/2016 9:28 AM
City Attorney Completed 11/01/2016 4:30 PM
City Manager Completed 11/09/2016 11:34 AM
City Council Pending 11/15/2016 6:00 PM
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ORDINANCE NO.
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF GRAND TERRACE, CALIFORNIA, DETERMINING
THIS AMENDMENT IS EXEMPT PURSUANT TO SECTION
15061(b)(3) OF THE CALIFORNIA ENVIRONMENTAL
QUALITY ACT AND AMENDING THE GRAND TERRACE
MUNICIPAL CODE BY REPEALING AND REPLACING IN
ITS ENTIRETY CHAPTER 18.91 (MARIJUANA
REGULATIONS) OF TITLE 18 RELATING TO
MARIJUANA ACTIVITY.
WHEREAS, the City of Grand Terrace, pursuant to its police power, may adopt
regulations to protect the health, safety and welfare of the public, Cal. Const. art. XI, §
7, Cal. Govt. Code § 37100, and thereby is authorized to declare what use and
condition constitutes a public nuisance; and
WHEREAS, Government Code Section 38771 authorizes the City through its
legislative body to declare actions and activities that constitute a public nuisance; and
WHEREAS, in 1970, Congress enacted the Controlled Substances Act (21
U.S.C. Section 801 et seq.) which, among other things, makes it illegal to import,
manufacture, distribute, possess, or use marijuana for any purpose in the United States
and further provides criminal penalties for marijuana possession, cultivation and
distribution; and
WHEREAS, the People of the State of California have enacted Proposition 215,
the Compassionate Use Act of 1996 (codified at Health and Safety Code Section
11362.5 et seq.) (the “CUA”), which exempts qualified patients and their primary
caregivers from criminal prosecution under enumerated Health and Safety Code
sections for use of marijuana for medical purposes; and
WHEREAS, the California Legislature enacted Senate Bill 420 in 2003, the
Medical Marijuana Program Act (codified at Health and Safety Code Section 11362.7 et
seq.) (the “MMPA”), as amended, which created a state-wide identification card scheme
for qualified patients and primary caregivers; and
WHEREAS, on October 11, 2015, the Governor signed into law Senate Bill 643,
Assembly Bill 266, and Assembly Bill 243, collectively referred to as the Medical
Marijuana Regulation and Safety Act (“MMRSA”), effective January 1, 2016, which
established a state licensing system for medical marijuana cultivation, manufacturing,
delivery, and dispensing, regulating these activities with licensing requirements and
regulations that are only applicable if cities and counties also permit marijuana
cultivation, manufacturing, dispensing, and delivery within their jurisdictions. Effective
June 27, 2016, SB 837 changed the name of the Medical Marijuana Regulation and
Safety Act to the Medical Cannabis Regulation and Safety Act (“MCRSA”). Under the
MCRSA, cities and counties may continue to regulate and/or prohibit medical marijuana
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cultivation, manufacturing, dispensing, and delivery, consistent with their respective
police powers, in which case the new law would not allow or permit these activities
within the cities and counties where such activities are not otherwise permitted; and
WHEREAS, the City of Grand Terrace enacted Ordinance No. 288 in 2016,
which prohibited various types of uses related to medical marijuana; and
WHEREAS, on February 3, 2016, Assembly Bill 21 (Wood) was signed by the
Governor, amending provisions of MCRSA pertaining to cultivation licenses by
eliminating a March 1, 2016 deadline for local jurisdictions for the promulgation of
cultivation regulations or cultivation bans other local jurisdictions would lose the ability to
regulate to the State. Assembly Bill 21 also modified language in Health & Safety Code
section 11362.777(g), which pertained to exemptions from licensing requirements for
qualified patients and caregivers. The prior language, which specifically stated that
local governments retained the right to prohibit cultivation without exception, was
revised to state: “Exemption from the requirements of this section does not limit or
prevent a city, county, or city and county from exercising its police authority under
Section 7 of Article XI of the California Constitution.”; and
WHEREAS, notwithstanding the CUA, the MMPA, and the MCRSA as amended,
marijuana remains a schedule I substance pursuant to California Health & Safety Code
§ 11054 (d) (13); and
WHEREAS, marijuana also remains a schedule I substance pursuant to federal
law, 21 U.S.C. § 812, Schedule 1 (c) (10), and federal law does not provide for any
medical use defense or exception (Gonzales v. Raich, 545 U.S. 1 (2005); United States
v. Oakland Cannabis Buyers’ Coop., 532 U.S. 483 (2001)); and
WHEREAS, the California Supreme Court has established that neither the CUA
nor the MMPA preempt local regulation in the case of City of Riverside v. Inland Empire
Patients Health and Wellness Center, Inc., 56 Cal.4th 729 (2013); and
WHEREAS, the MMRSA expressly allows cities and counties to ban marijuana
cultivation consistent with current state law including the Maral v. City of Live Oak, 242
Cal.App.4th 940 (2013); and
WHEREAS, on November 8, 2016, the electorate of the State of California will
vote on Proposition 64 (“Prop 64”), to approve or not approve the Adult Use of
Marijuana Act (“AUMA”), to be codified in California Health and Safety Code at various
sections and in California Business and Professions Code at various sections. The
AUMA, if enacted, will allow adults 21 and over to use, possess, and cultivate limited
amounts of marijuana, establishes a state licensing and regulatory scheme for
marijuana businesses serving the recreational market; and will expressly allow local
jurisdictions to prohibit outdoor cultivation of marijuana for personal use, to regulate
indoor cultivation of marijuana for personal use, and to prohibit all non-medical and
recreational marijuana businesses from locating and operating within their jurisdictions;
and
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WHEREAS, this Ordinance shall only become effective if Prop 64 is passed by a
majority of the electorate at the November 8, 2016 statewide election. If Prop 64
passes, this Ordinance shall become effective immediately, and the regulations
contained herein shall take full force and effect immediately. If Prop 64 does not pass,
then this Ordinance shall be automatically revoked on the date the official election
results of the State of California have been certified.
WHEREAS, possession of marijuana and concentrated marijuana is governed by
State law. California Health and Safety Code, Section 11357 sets forth the criminal
punishment or adjudication for possession of marijuana and concentrated cannabis in
violation of State law; and
WHEREAS, the City Council of the City of Grand Terrace finds that it is in the
interest of the health, safety and welfare of the City to make explicit that, to the extent
allowable under state law, all marijuana related use and activity of any kind as set forth
herein, whether medical, recreational, or otherwise, is prohibited everywhere in the City
and is a public nuisance per se, consistent with State law, and
WHEREAS, the City Council of the City of Grand Terrace finds and clarifies this
prohibition does not apply to prohibit qualified patients and persons with identification
cards to cultivate indoors, possess, and use marijuana for their own personal medical
purposes only, as permitted by state law; but that nothing herein shall be construed to
authorize qualified patients to engage in the collective cultivation of marijuana as
described by Health and Safety Code section 11362.775, nor are they permitted to
cultivate marijuana above limits established by State law and guidelines for their own
personal use; and
WHEREAS, the City of Grand Terrace, pursuant to the provisions of the
California Environmental Quality Act (“CEQA”) (California Public Resources Code
Sections 21000 et seq.) and State CEQA guidelines (Sections 15000 et seq.) has
determined that the Ordinance is exempt pursuant to Section 15061(b)(3) of Title 14 the
California Code of Regulations; and
WHEREAS, the City Council finds that the provisions of this Ordinance are
consistent with the City of Grand Terrace’s General Plan; and
WHEREAS, all legal prerequisites prior to the adoption of this ordinance have
occurred.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND
TERRACE DOES HEREBY ORDAIN AS FOLLOWS:
SECTION 1. The City Council finds that above findings/recitals are true and
correct.
SECTION 2. The proposed amendment will not be detrimental to the health,
safety, morals, comfort or general welfare of the persons residing or working within the
neighborhood of the proposed amendment or within the city or injurious to property or
improvements in the neighborhood or within the city.
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SECTION 3. The proposed amendment is consistent with the latest adopted
general plan.
SECTION 4. Chapter 18.91 (“Marijuana Regulations”) of Title 18 (“Zoning”) of
the Grand Terrace Municipal Code is repealed in its entirety and shall be replaced with
the following:
“Chapter 18.91 – Marijuana Regulations
Section 18.91.010 – Purpose and findings.
The City Council of the City of Grand Terrace hereby finds and determines that it is the
purpose and intent of this chapter to prohibit medical and non-medical commercial
cannabis activity, including cultivation, possession, manufacture, processing, storing,
laboratory testing, labeling, transporting, distribution, and sale of non-medical cannabis
products and medical cannabis products within the meaning of California Business and
Professions Code Section 19300 et seq, and to prohibit personal marijuana cultivation
outdoors, to the extent permitted by state law, in order to promote the health, safety,
morals and general welfare of the residents and the businesses within the city.
Section 18.91.020 - Applicability.
A. Nothing in this chapter is intended, nor shall it be construed, to burden any
defense to criminal prosecution under the Compassionate Use Act.
B. All the provisions of this chapter shall apply to all property, public and private,
within the city.
C. All the provisions of this chapter shall apply indoors and outdoors.
D. Nothing in this chapter is intended, nor shall it be construed, to conflict with the
Medical Cannabis Regulation and Safety Act, the Adult Use of Marijuana Act, or
any other applicable state law.
Section 18.91.030 - Definitions.
A. “Commercial cannabis activity” shall mean the cultivation, possession,
manufacture, processing, storing, laboratory testing, labeling, transporting,
distribution, or sale of marijuana and marijuana products, including medical and
non-medical marijuana, non-medical cannabis products and medical cannabis
products within the meaning of California Business and Professions Code
Section 19300 et seq.
B. "Marijuana" shall have the same definition as that set forth in California Health
and Safety Code Section 11018.
C. "Marijuana cultivation" shall mean the planting, growing, harvesting drying or
processing of marijuana plants or any part thereof for any purpose, including
medical marijuana and non-medical recreational marijuana, and shall include
both indoor and outdoor cultivation.
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D. "Medical marijuana" shall mean marijuana used for medical purposes in
accordance with California Health and Safety Code section 11362.5.
E. "Operation" means any effort to locate, operate, own, lease, supply, allow to
be operated, or aid, abet or assist in the operation of commercial cannabis
activity.
F. "Person" means any person, firm, corporation, association, club, society, or
other organization. The term person shall include any owner, manager,
proprietor, employee, volunteer or salesperson.
18.91.040 – Commercial cannabis activity prohibited
A. Commercial cannabis activity by any person, including primary caregivers,
qualified patients and dispensaries, is prohibited in all zoning districts within the
City of Grand Terrace.
B. Delivery of all marijuana and marijuana products, to locations within City,
whether for medical or non-medical use, is prohibited.
C. Outdoor marijuana cultivation by any person, including primary caregivers
and qualified patients, for any purpose including medical or non-medical
(recreational) purposes is prohibited in all zoning districts within the City of Grand
Terrace.
D. Cultivation of marijuana indoors, as authorized by state law, shall be
permitted within private residences by persons 21 years of age or older, provided
that the cultivation is conducted in compliance with state law. No person shall
cultivate more marijuana plants indoors than is expressly authorized by Health
and Safety Code section 11362.2.
Section 18.91.050 - Declaration of public nuisance.
Any use, structure, or property that is altered, enlarged, erected, established,
maintained, moved, or operated contrary to the provisions of this chapter, is
hereby declared to be unlawful and a public nuisance and may be abated by the
city through civil proceedings by means of a restraining order, preliminary or
permanent injunction, or in any other manner provided by law for the abatement
of such nuisances, including but not limited to the remedies provided for in
Section 18.45.050 of this code.
Section 18.91.060 - Violations.
A. Violations of this chapter shall be subject to administrative penalties pursuant
to Chapter 1.05 of this Code and other civil remedies as be available under state
and/or federal law.
B. This chapter is not the exclusive means for the abatement of illegal marijuana
businesses or activity within the city of Grand Terrace. The remedies set forth
pursuant to this section shall be in addition to any other existing remedies for
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violations of the Zoning Code, including but not limited to, any action at law or
equity.”
SECTION 5. Pursuant to the provisions of the California Environmental Quality
Act (“CEQA”) (California Public Resources Code Sections 21000 et seq.) and State
CEQA guidelines (Sections 15000 et seq.) this Ordinance is exempt pursuant to Section
15061(b)(3) of Title 14 the California Code of Regulations.
SECTION 6. Any provision of the Grand Terrace Municipal Code or appendices
thereto inconsistent with the provisions of the Ordinance, to the extent of such
inconsistencies and no further, are repealed or modified to that extent necessary to
affect the provisions of this Ordinance.
SECTION 7. If any section, subsection, sentence, clause, phrase, or portion of
this Ordinance is for any reason held to be invalid or unconstitutional by the decision of
any court of competent jurisdiction, such decision shall not affect the validity of the
remaining portions of this Ordinance. The City Council of the City of Grand Terrace
hereby declares that it would have adopted this Ordinance and each section,
subsection, sentence, clause, phrase or portion thereof irrespective of the fact that any
one or more sections, subsections, sentences, clauses, phrases, or portions be
declared invalid or unconstitutional.
SECTION 8. Severability. If any provision of this ordinance or the application
thereof to any person or circumstance is held invalid, the remainder of the ordinance
and the application of such provision to other persons or circumstances shall not be
affected thereby.
SECTION 8. The Mayor shall sign and the City Clerk shall attest to the passage
of this Ordinance. The City Clerk shall cause the same to be published once in the
official newspaper within 15 days after its adoption. This Ordinance shall become
effective 30 days from its adoption.
PASSED, APPROVED AND ADOPTED this ____ day of ____________, 2016.
ATTEST:
____________________________ ______________________________
Pat Jacquez-Nares Darcy McNaboe
City Clerk Mayor
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I, Patricia Jacquez-Nares, City Clerk of the City of Grand Terrace, do hereby certify that
the foregoing Ordinance was introduced and adopted at a regular meeting of the City
Council of the City of Grand Terrace held on the ___ day of _______, 2016.
AYES:
NOES:
ABSENT:
ABSTAIN:
___________________________________
Pat Jaquez-Nares
City Clerk
Approved as to form:
___________________________________
Richard L. Adams, II
City Attorney
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AGENDA REPORT
MEETING DATE: November 15, 2016 Council Item
TITLE: Approve 5-Year Capital Improvement Program, Capital
Projects Needs Analysis (CPNA) & Maintenance of Efforts
Expenditure
PRESENTED BY: Yanni Demitri, Public Works Director
RECOMMENDATION: RECOMMENDATION:
Adopt a Resolution that:
1.Approves the 5-Year Capital Improvement Program
as presented and subject to annual update.
2.Authorizes the Maintenance of Efforts (MOE)
expenditure in the amount of $115,156 from the General
Fund required for Measure - I pass through money.
3.Adopts the Capital Projects Needs Analysis (CPNA)
required for Measure - I Arterial funding.
2030 VISION STATEMENT:
This staff report supports Goal #2 "Maintain Public Safety" by investing in improvements
to public infrastructure.
BACKGROUND:
The San Bernardino County voters have approved passage of Measure I in November
of 2004, authorizing San Bernardino Associated Governments (SANBAG), acting as the
San Bernardino County Transportation Authority (Authority), to impose a one-half of
one-percent sale and use tax on retail transactions applicable in the incorporated and
unincorporated territory of the County of San Bernardino.
The Measure I Strategic Plan requires local jurisdictions to annually adopt a Five-Year
Capital Project Needs Analysis (CPNA), which documents project or program needs by
fiscal year and includes the anticipated funding sources, funding amounts and project
phasing where appropriate. The CPNAs also demonstrate the availability of
development mitigation fair share funds for projects included in the Needs Analysis.
The Capital Project Needs Analyses for Valley jurisdictions include projects for the
Valley Freeway Interchange and Major Street Programs. SANBAG staff will use these
submittals in a cash-flow analysis necessary for effective implementation of the
Measure I Strategic Plan.
DISCUSSION:
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Measure I revenue can only be used for transportation improvement and traffic
management programs authorized in the Expenditure Plans set by Ordinance No. 04-01
and Ordinance No. 89-1 of the Authority. The Strategic Plan and Expenditure Plan
require each local jurisdiction applying for revenue from the Valley Major Street and
Freeway Interchange Programs to annually adopt and update the Five-Year CPNA.
The CPNA, as recommended, identifies one project in the City where funds would
improve traffic management, subject to projected availability of funds. This project is:
“Extend Commerce Way from 900’ n/o DeBerry Rd. to Main Street from 0 to 4 lanes”
The Master Agreement for this project will be prepared and presented to City Council at
a future date.
The proposed 5-Year Capital Improvement Projects (CIP) plan for years 2017-2022 also
includes a tree-trimming program, constructing ADA curb ramps, sidewalk repairs,
storm drain improvements, and other random projects as needed.
CEQA FINDING:
Paving projects are categorically exempt from the California Environmental Quality Act
(CEQA) process per section 15301- C “Existing Highways & Streets”.
FISCAL IMPACT:
Under this Five-Year plan, the City is committing to obligate $115,156 from its General
Fund for “Maintenance of Efforts” and $1,689,222.20 from its development impact fees
(arterial improvements) account over the five-year period including FY 2016-17 thru FY
2020-21 in order to advance the design and construction of the Commerce Way
Extension project and also to implement other transportation improvement projects
identified in the 5-Year program. The City will receive $658,458.56 in Measure I
subventions over the five year period for this project should the Council decide to
pursue this project in the future. The City’s commitment to obligate development impact
fees is a requirement to receive the Measure I funds. There are funds budgeted in the
FY2016-17 Approved Budget to cover the $115,156 commitment required by Measure I.
The Measure I Five-Year Plan is updated annually. If development impact fee revenues
are not generated at the anticipated pace, the City’s plan can be scaled back
accordingly. Should additional funding become available or City priorities change in the
future, the City’s Measure I Five-Year Plan can be revised with subsequent updates.
ATTACHMENTS:
CPNA (PDF)
Year2_of_5_Year_PavementProgram (PDF)
9
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Year3_of_5_Year_PavementProgram (PDF)
Year4_of_5_Year_PavementProgram (PDF)
5-Year CIP (XLSX)
Reso CIP (DOC)
APPROVALS:
Yanni Demitri Completed 11/08/2016 10:24 AM
Finance Completed 11/08/2016 5:43 PM
City Attorney Completed 11/08/2016 6:15 PM
City Manager Completed 11/09/2016 3:31 PM
City Council Pending 11/15/2016 6:00 PM
9
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Capital Project Needs Analysis
Agency: Grand Terrace
Program: Valley Arterial Sub-Program
Project Name: Extend Commerce Wy from 900' n/o DeBerry Rd to Main St from 0 to 4 lanes
Agency Project Name:
Agency reported Total Project Cost:
(Actual Fiscal Year 2016/2017 dollars - SANBAG will apply escalation factors, by year)
Public Share: 60.10% | Dev. Share: 39.90%
Funding Prior FY 17/18 FY 18/19 FY 19/20 FY 20/21 FY 21/22 Future Total
Total Project Cost
(All phases):
13,452,000
PA&ED Total
PS&E Total 0
ROW Total 0
CONST Total 0
Total
*Prior should identify any expenses incurred in prior years that have not yet been reimbursed by
SANBAG including FY 15/16 expenses.
Project Comments: Project Comments
Last Update: 11/7/2016 4:29:17 PM
Reference: Measure I Policy 40006
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A
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NAPA CT
EAGLE CT
FRANKLIN
WY
BROWNING
ST
EMERALD ST
PALM CT
ORANGEWOOD CT
VICTORIA ST
BROWNING
CT
FRANKLIN CT
DICKENS CT
VICTORIA ST
GRAN
D
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E
R
R
A
C
E
R
DARLISSDR
QUAIL LN
KINGSTON ST
WARBLER ST
PALIKA WY
MIKE TODD LN
CRANE ST
PRUITT CT
GRAND
TERRACE CT
THAMES ST
ARLISS
C
T
VIVIEN D A
CT
DE SOTO ST
VIVIENDA AVE
BRENTWOOD ST
ROSEDALE AV
FULMER PL
NANDINA ST
DARWIN AV
SISKIN CT
LADERA ST
FINCH ST
PEACOCK CT
WEST WOODLN
CENTER CITY CT
KINGFISHER RD
BURNS AVE
PRESTON ST
MIRADOAVE
C
A
N
A
L
S
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PASCAL AV
CANARY
CT
BLUEMOUNTAIN
CT
M I N O N A D R
DOVE ST
LARK ST
RAVEN WY
TANAGER ST
WARBLER AV
WARBLER AV
REED AVE
RAVEN WY
NIGHTINGALE WY
TANAGER ST MICHIGAN AV
O
R
IOLE
AV
GARDEN AV
DUTCH ST
ORIOLE AV
LA CROSSE AVE
WREN ST
M
A
P
L
E
A
V
E
SANBURG WY
KINGSTON
ST
LITTON AVE
TANAGER ST
FLAMINGO ST
ARLISS DR
HAMPTON CT
STONEWOOD DR
ROYAL AV
ROSEDALE AVE
MAVIS ST
G RAN D TE R RAC E R D
WHISTLER ST
LADERA ST
WILLET
A
V
FLAMINGO ST
WILMAC AV
M E RLE C T
C A RDINAL ST
BOSTICK AVE
DE SOTO ST
VIVIENDA AVE
CARHART AVE
ETONDR
TERRACE AVE
LA PAIX ST
DE SOTO ST
WALNUT AVE
GLEN D O R A DR
THRUSH ST
CARDINAL ST
KENTFIELD ST
LARK ST
VIVIENDA AV
BLUEBIRD LN
PASCAL
AV
C O M M E R C E WY
ROBIN WY
F AIR B U R N DR
MIRIA M W A YMC CLARREN ST
DARWIN AV
MIRADO AV
VISTA GRANDE WAY
REED AV
ETON DR
TAYLOR ST
HOLLY
ST
FRANKLIN ST
RAVEN WY
LACADENADR
WESTWOODST
CARDIN
ALCT
REED AV
ORIOLE AV
DOSRIOSAV
P
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AV
HO
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HILL
DR
REED AV
LA PAIX ST
P
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S
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COUNTRY
CLUBLN
VIVIENDA AV
FREMONTIA AV
OBSERVATION DR
OBSERVATIONDR
VAN BUREN ST VAN BUREN ST
BARTON RD
B A R T O N R D
PICO ST PICO ST
DE BERRY ST
DE BERRY ST
MICHIGAN ST
PALM AVE
MT
VERNON
AVE
MAIN ST MAIN ST MAIN ST
PALM AVE
MT
VERNON
AV
/
Date: 11/8/2016
FINCH ST
WREN ST
FLAMINGO ST
CONDOR CT
GARDEN AV
SANBURG WY
VIVIENDA AV
PASCAL AV
KENTFIELD ST KENTFIELD ST
LARK ST
KENTFIELD ST
KENTFIELD ST
LA PAIX ST
DE SOTO ST
LA PAIX ST
VIVENDA AVE MINONA CT
ARLISS DR
ARLISS LN HONEYHILL CT
GRANT TERRACE RD
GRANT TERRACE RD
CANAL ST
LADERA ST
FRANKLIN ST ORIOLE AV
CARDINAL ST
MAVIS ST
PASCAL AV
WILLET AV
VIVIENDA AVE
0 500 1,000 1,500 2,000Feet
City of Grand TerraceYEAR 25 Year Pavement ProgramPavement Condition Category
I - EXCELLENT TO GOOD (100 - 70)
II/III - FAIR (69 - 50)
IV - POOR (49 - 25)
V - VERY POOR (LESS THAN 25)
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PALM CT
ORANGEWOOD CT
VICTORIA ST
BROWNING
CT
FRANKLIN CT
DICKENS CT
VICTORIA ST
GRAN
D
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QUAIL LN
KINGSTON ST
WARBLER ST
PALIKA WY
MIKE TODD LN
CRANE ST
PRUITT CT
GRAND
TERRACE CT
THAMES ST
ARLISS
C
T
VIVIEN D A
CT
DE SOTO ST
VIVIENDA AVE
BRENTWOOD ST
ROSEDALE AV
FULMER PL
NANDINA ST
DARWIN AV
SISKIN CT
LADERA ST
FINCH ST
PEACOCK CT
WEST WOODLN
CENTER CITY CT
KINGFISHER RD
BURNS AVE
PRESTON ST
MIRADOAVE
C
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PASCAL AV
CANARY
CT
BLUEMOUNTAIN
CT
M I N O N A D R
DOVE ST
LARK ST
RAVEN WY
TANAGER ST
WARBLER AV
WARBLER AV
REED AVE
RAVEN WY
NIGHTINGALE WY
TANAGER ST MICHIGAN AV
O
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AV
GARDEN AV
DUTCH ST
ORIOLE AV
LA CROSSE AVE
WREN ST
M
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SANBURG WY
KINGSTON
ST
LITTON AVE
TANAGER ST
FLAMINGO ST
ARLISS DR
HAMPTON CT
STONEWOOD DR
ROYAL AV
ROSEDALE AVE
MAVIS ST
G RAN D TE R RAC E R D
WHISTLER ST
LADERA ST
WILLET
A
V
FLAMINGO ST
WILMAC AV
M E RLE C T
C A RDINAL ST
BOSTICK AVE
DE SOTO ST
VIVIENDA AVE
CARHART AVE
ETONDR
TERRACE AVE
LA PAIX ST
DE SOTO ST
WALNUT AVE
GLEN D O R A DR
THRUSH ST
CARDINAL ST
KENTFIELD ST
LARK ST
VIVIENDA AV
BLUEBIRD LN
PASCAL
AV
C O M M E R C E WY
ROBIN WY
F AIR B U R N DR
MIRIA M W A YMC CLARREN ST
DARWIN AV
MIRADO AV
VISTA GRANDE WAY
REED AV
ETON DR
TAYLOR ST
HOLLY
ST
FRANKLIN ST
RAVEN WY
LACADENADR
WESTWOODST
CARDIN
ALCT
REED AV
ORIOLE AV
DOSRIOSAV
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HO
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HILL
DR
REED AV
LA PAIX ST
P
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COUNTRY
CLUBLN
VIVIENDA AV
FREMONTIA AV
OBSERVATION DR
OBSERVATIONDR
VAN BUREN ST VAN BUREN ST
BARTON RD
B A R T O N R D
PICO ST PICO ST
DE BERRY ST
DE BERRY ST
MICHIGAN ST
PALM AVE
MT
VERNON
AVE
MAIN ST MAIN ST MAIN ST
PALM AVE
MT
VERNON
AV
/
Date: 11/8/2016
FINCH ST
WREN ST
FLAMINGO ST
CONDOR CT
GARDEN AV
SANBURG WY
VIVIENDA AV
PASCAL AV
KENTFIELD ST KENTFIELD ST
LARK ST
KENTFIELD ST
KENTFIELD ST
LA PAIX ST
DE SOTO ST
LA PAIX ST
VIVENDA AVE MINONA CT
ARLISS DR
ARLISS LN HONEYHILL CT
GRANT TERRACE RD
GRANT TERRACE RD
CANAL ST
LADERA ST
FRANKLIN ST ORIOLE AV
CARDINAL ST
MAVIS ST
PASCAL AV
WILLET AV
VIVIENDA AVE
0 500 1,000 1,500 2,000Feet
City of Grand TerraceYEAR 35 Year Pavement ProgramPavement Condition Category
I - EXCELLENT TO GOOD (100 - 70)
II/III - FAIR (69 - 50)
IV - POOR (49 - 25)
V - VERY POOR (LESS THAN 25)
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A
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EAGLE CT
FRANKLIN
WY
BROWNING
ST
EMERALD ST
PALM CT
ORANGEWOOD CT
VICTORIA ST
BROWNING
CT
FRANKLIN CT
DICKENS CT
VICTORIA ST
GRAN
D
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E
R
R
A
C
E
R
DARLISSDR
QUAIL LN
KINGSTON ST
WARBLER ST
PALIKA WY
MIKE TODD LN
CRANE ST
PRUITT CT
GRAND
TERRACE CT
THAMES ST
ARLISS
C
T
VIVIEN D A
CT
DE SOTO ST
VIVIENDA AVE
BRENTWOOD ST
ROSEDALE AV
FULMER PL
NANDINA ST
DARWIN AV
SISKIN CT
LADERA ST
FINCH ST
PEACOCK CT
WEST WOODLN
CENTER CITY CT
KINGFISHER RD
BURNS AVE
PRESTON ST
MIRADOAVE
C
A
N
A
L
S
T
PASCAL AV
CANARY
CT
BLUEMOUNTAIN
CT
M I N O N A D R
DOVE ST
LARK ST
RAVEN WY
TANAGER ST
WARBLER AV
WARBLER AV
REED AVE
RAVEN WY
NIGHTINGALE WY
TANAGER ST MICHIGAN AV
O
R
IOLE
AV
GARDEN AV
DUTCH ST
ORIOLE AV
LA CROSSE AVE
WREN ST
M
A
P
L
E
A
V
E
SANBURG WY
KINGSTON
ST
LITTON AVE
TANAGER ST
FLAMINGO ST
ARLISS DR
HAMPTON CT
STONEWOOD DR
ROYAL AV
ROSEDALE AVE
MAVIS ST
G RAN D TE R RAC E R D
WHISTLER ST
LADERA ST
WILLET
A
V
FLAMINGO ST
WILMAC AV
M E RLE C T
C A RDINAL ST
BOSTICK AVE
DE SOTO ST
VIVIENDA AVE
CARHART AVE
ETONDR
TERRACE AVE
LA PAIX ST
DE SOTO ST
WALNUT AVE
GLEN D O R A DR
THRUSH ST
CARDINAL ST
KENTFIELD ST
LARK ST
VIVIENDA AV
BLUEBIRD LN
PASCAL
AV
C O M M E R C E WY
ROBIN WY
F AIR B U R N DR
MIRIA M W A YMC CLARREN ST
DARWIN AV
MIRADO AV
VISTA GRANDE WAY
REED AV
ETON DR
TAYLOR ST
HOLLY
ST
FRANKLIN ST
RAVEN WY
LACADENADR
WESTWOODST
CARDIN
ALCT
REED AV
ORIOLE AV
DOSRIOSAV
P
A
S
C
A
L
AV
HO
N
E
Y
HILL
DR
REED AV
LA PAIX ST
P
A
RADISE
S
T
COUNTRY
CLUBLN
VIVIENDA AV
FREMONTIA AV
OBSERVATION DR
OBSERVATIONDR
VAN BUREN ST VAN BUREN ST
BARTON RD
B A R T O N R D
PICO ST PICO ST
DE BERRY ST
DE BERRY ST
MICHIGAN ST
PALM AVE
MT
VERNON
AVE
MAIN ST MAIN ST MAIN ST
PALM AVE
MT
VERNON
AV
/
Date: 11/8/2016
FINCH ST
WREN ST
FLAMINGO ST
CONDOR CT
GARDEN AV
SANBURG WY
VIVIENDA AV
PASCAL AV
KENTFIELD ST KENTFIELD ST
LARK ST
KENTFIELD ST
KENTFIELD ST
LA PAIX ST
DE SOTO ST
LA PAIX ST
VIVENDA AVE MINONA CT
ARLISS DR
ARLISS LN HONEYHILL CT
GRANT TERRACE RD
GRANT TERRACE RD
CANAL ST
LADERA ST
FRANKLIN ST ORIOLE AV
CARDINAL ST
MAVIS ST
PASCAL AV
WILLET AV
VIVIENDA AVE
0 500 1,000 1,500 2,000Feet
City of Grand TerraceYEAR 45 Year Pavement ProgramPavement Condition Category
I - EXCELLENT TO GOOD (100 - 70)
II/III - FAIR (69 - 50)
IV - POOR (49 - 25)
V - VERY POOR (LESS THAN 25)
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Summary of 5-Year CIP Plan:
First Year Paving 900,000.00$
Second Year Paving 977,132.00$
Third Year Paving 1,002,431.00$
Fourth Year Paving 985,290.00$
5-Year Tree-Trimming Program 192,802.00$
Main Street Chip Sealing 40,000.00$
6 ADA Ramps on Main Street 29,370.00$
50-ADA Ramps in the next 5 yrs 150,000.00$
Total 4,277,025.00$
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RESOLUTION NO. 2016-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAND TERRACE, STATE OF CALIFORNIA, ADOPTING THE
FIVE-YEAR CAPITAL PROJECT NEEDS ANALYSIS FOR
FISCAL YEAR 2016-17 THROUGH 2020-21
WHEREAS, San Bernardino County voters approved passage of Measure
I, in November 2004 authorizing San Bernardino Associated Governments,
acting as the San Bernardino County Transportation Authority, to impose a one-
half of one percent retail transactions and use tax applicable in the incorporated
and unincorporated territory of the County of San Bernardino; and
WHEREAS, revenue from the tax can only be used for transportation
improvement and traffic management programs authorized in the Expenditure
Plans set forth in Ordinance No. 04-1 of the Authority; and
WHEREAS, the Strategic Plan requires each local jurisdiction applying for
revenue from the Valley Major Street and Freeway Interchange Programs to
annually adopt and update a Five-Year Capital Project Needs Analysis.
WHEREAS, The City is required to maintain General Fund expenditure for
transportation-related construction and maintenance activities at the required
Maintenance of Efforts base year amount of $115,156.
NOW, THEREFORE, THE CITY COUNCIL OF GRAND TERRACE DOES
RESOLVE, DETERMINE, FIND AND ORDER AS FOLLOWS:
SECTION 1. That the City Council of the City of Grand Terrace, State of
California, hereby adopts the Measure I, Five-Year Capital Project Needs
Analysis for Fiscal Year 2016-17 through 2020-21, and the Five-Year Capital
Improvement Program, a copy of which is attached to this resolution.
SECTION 2. Authorize the Maintenance of Efforts (MOE) expenditure in the
amount of $115,156 from the General Fund required for Measure – I pass
through money.
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PASSED, APPROVED AND ADOPTED by the City Council of the City Grand
Terrace at a regular meeting held on the 15th day of November, 2016.
ATTEST:
____________________________ ___________________________
Pat Jacquez-Nares Darcy McNaboe
City Clerk Mayor
APPROVED AS TO FORM:
____________________________
Richard L. Adams, II
City Attorney
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I, PAT JACQUEZ-NARES, CITY CLERK of the City of Grand Terrace, do hereby
certify that the foregoing Resolution was introduced and adopted at a regular
meeting of the City Council held on the 15th day of November, 2016 by the
following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Pat Jacquez-Nares
City Clerk
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AGENDA REPORT
MEETING DATE: November 15, 2016 Council Item
TITLE: Municipal Code Amendment to Establish an Ordinance for
the Impoundment of Vehicles Used for Illegal Dumping
PRESENTED BY: Sandra Molina, Planning & Development Services Director
RECOMMENDATION: Waive further reading and Introduce an ORDINANCE OF
THE CITY COUNCIL OF THE CITY OF GRAND TERRACE,
CALIFORNIA ADDING CHAPTER 8.116 TO TITLE 8
(HEALTH AND SAFETY) OF THE GRAND TERRACE
MUNICIPAL CODE RELATING TO IMPOUNDMENT OF
NUISANCE VEHICLES USED FOR ILLEGAL DUMPING
2030 VISION STATEMENT:
This report supports our City’s Vision Statement: Grand Terrace is an exceptionally safe
and well managed City, known for its natural beauty and recreational opportunities; a
vibrant and diverse local economy; a place where residents enjoy an outstanding quality
of life that fosters pride and an engaged community, encouraging families to come and
remain for generations.
BACKGROUND:
Councilmember Hussey requested that City Staff present an ordinance that would allow
seizure of vehicles used in illegal dumping activities. This request was made due to
illegal dumping activities that occur on a consistent basis in the northwest end of the
City adjacent to Terrace Avenue, in proximity to the railroad trestle. While illegal
dumping may occur in other areas of the City, this area is prone to illegal dumping due
to its remoteness.
This area has become a frequent location for illegal dumping, which have appear to
have accelerated over the past 2-3 years. This area of the City is in the CDBG target
area and is inspected daily by Code Enforcement Staff. Code Enforcement and the
Sheriff’s Department work together to patrol the area as well as respond to complaints
of illegal dumping. Burrtec drivers also check the streets and street shoulders for
illegally dumped items when they are in the area. The removal of these illegally dumped
items results in additional staff time and disposal fees for items such as tires, oil,
concrete, and general household waste.
The number of illegal dumping incidents continues to substantially increase each year
as this area is isolated from public view and or street lighting (see below). It should be
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noted that in the first three months of this fiscal year, incidents are already over half of
what occurred last fiscal year.
Fiscal Year # of Cases
July 2013 through June 2014 9 cases
July 2014 through June 2015 14 cases
July 2015 through June 2016 22 cases
*July 2016 through Sept. 2016 16 cases
* Only 2 months of the fiscal year
DISCUSSION:
Attached for the Council’s consideration is a proposed ordinance to allow the
impoundment of nuisance vehicles used for illegal dumping. The impoundment of
vehicles used for illegal dumping is expressly permitted by the California Vehicle Code
(CVC), Section 22659.5; and the proposed ordinance follows the provisions of the CVC.
The ordinance authorizes the Sheriff’s Department to impound a vehicle used for illegal
dumping, provided that the owner or operator of the vehicle has had a prior conviction
for the same offense within the last three years. Consistent with the CVC, the ordinance
also contains provisions to notify legal owners of the impoundment, allow legal owners
to request a post storage hearing, and provisions regarding release of impounded
vehicles.
The Sheriff’s Department would order the impoundment of vehicles and would use their
towing vendors for vehicle impounds. Additionally, Sheriff’s Department personnel are
well versed in the notification and hearing process and Staff anticipates these functions
to be completed by the Sheriff’s Department.
FISCAL IMPACT:
No fiscal impact to the General Fund.
ATTACHMENTS:
Ordinance Ch. 8.116 Vehicle Seizure_11.8.2016 (DOCX)
APPROVALS:
Sandra Molina Completed 11/08/2016 2:49 PM
Finance Completed 11/08/2016 5:48 PM
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City Attorney Completed 11/08/2016 5:56 PM
Sandra Molina Completed 11/08/2016 6:11 PM
City Manager Completed 11/09/2016 3:26 PM
City Council Pending 11/15/2016 6:00 PM
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ORDINANCE NO. ___
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF GRAND TERRACE, CALIFORNIA ADDING CHAPTER
8.116 TO TITLE 8 (HEALTH AND SAFETY) OF THE
GRAND TERRACE MUNICIPAL CODE RELATING TO
IMPOUNDMENT OF NUISANCE VEHICLES USED FOR
ILLEGAL DUMPING
WHEREAS, illegal dumping poses a danger to public health and safety, creates
blight in the City, and tends to contribute to the presence of flies, insects, vermin, rats,
wild animals, and other rodents; and
WHEREAS, illegal dumping is facilitated by the use of vehicles, whereby persons
utilize vehicles to transport waste matter for the purpose of illegally dumping the waste
matter; and
WHEREAS, illegal dumping activities place an undue burden on the City, which
expends limited public resources in cleanup and enforcement costs; and
WHEREAS, illegal dumping activities and the vehicles used in those activities
are a public nuisance; and
WHEREAS, the City desires to adopt this ordinance pursuant to its authority
under section 22659.5 of the California Vehicle Code in order to set forth procedures for
abating and deterring illegal dumping activities; and
WHEREAS, on November 15, 2016, the City Council conducted a duly noticed
public meeting at Grand Terrace Council Chambers 22795 Barton Road, Grand
Terrace, CA 92313, and concluded said meeting on that date.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND
TERRACE, CALIFORNIA DOES ORDAIN AS FOLLOWS:
SECTION 1. The City Council finds that the foregoing findings/recitals are true
and correct.
SECTION 2. Title 8 of the Grand Terrace Municipal Code is hereby amended
with the addition of the following Chapter 8.116:
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“Chapter 8.116 Impoundment of Nuisance Vehicles Used for Illegal Dumping
Sections:
8.116.010 – Definitions
8.116.020 – Declaration of Nuisance Vehicle
8.116.030 – Impoundment of Nuisance Vehicle
8.116.040 – Post Storage Hearing
8.116.050 – Vehicle Release Prior to Expiration of Impoundment Period
8.116.060 – Proof of Vehicle Ownership
8.116.070 – Vehicle Towing and Storage Charges
Section 8.116.010 – Definitions.
For the purposes of this chapter, the following definitions shall apply:
A. “Authorized public officer” means a public officer authorized to exercise
the power of arrest pursuant to California Penal Code section 830.7(j).
B. “Bulky item” means any discarded furniture, home or industrial appliance,
abandoned vehicle or part of an abandoned vehicle, or any object that
exceeds the maximum size and/or weight described by the City’s franchise
waste hauler for placement into a household or commercial waste or
recyclable container.
C. “Driver” means a person who drives a motor vehicle.
D. “Hazardous waste” means any waste as defined in California Health and
Safety Code section 25117.
E. “Illegal dumping” means placing, throwing, dropping, depositing,
sweeping, dumping, disposing, or leaving or any organic or inorganic rubbish,
waste matter, garbage, bulky item, construction material, hazardous waste,
solid waste, or other solid semisolid, or liquid on any public or private property
not designated for that dumping or disposal purpose as prohibited by
California Penal Code section 374.3.
F. “Legal owner” means a person holding a security interest in a vehicle
which is subject to the provisions of the Uniform Commercial Code, as set
forth in California Vehicle Code section 370.
G. “Registered owner” means a person registered by the California
Department of Motor Vehicles as the owner of the vehicle, as set forth in
California Vehicle Code section 505.
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H. “Solid waste” means all putrescible and non-putrescible solid, semisolid
and liquid wastes, including garbage, trash, refuse, paper, rubbish, ashes,
industrial wastes, demolition and construction wastes, dewatered, treated or
chemically fixed sewage sludge, which is not hazardous waste, manure,
vegetable or animal solid or semisolid wastes, and other discarded solid and
semisolid wastes. Solid waste does not include hazardous waste.
I. “Vehicle” means a “vehicle” as that term is defined in California Vehicle
Code section 670, and “motor vehicle” means a “motor vehicle” as that term is
defined in California Vehicle Code section 415.
Section 8.116.020 – Declaration of nuisance vehicle.
A. Any vehicle used for the purpose of illegal dumping is a nuisance and the
vehicle shall be impounded as provided in this chapter.
B. Any vehicle used to transport any bulky item, any hazardous waste, or
solid waste for the purpose of illegal dumping is a nuisance and the vehicle shall be
impounded as provided in this chapter.
C. Any person or any agent, employee, or representative thereof who owns,
leases, conducts, or maintains any vehicle used for any of the purposes or acts set forth
herein is responsible for creating a public nuisance.
Section 8.116.030 – Impoundment of nuisance vehicle.
A. Pursuant to the provisions set forth in this chapter, any peace officer or
authorized public officer may seize a vehicle subject to impoundment for up to thirty (30)
days if all of the following conditions are met:
1. The vehicle is used in the commission or attempted commission of
illegal dumping in violation of section 374.3 of the California Penal Code;
2. The driver is validly arrested for a violation of Penal Code section
374.3; and
3. The owner or operator of the vehicle has had a prior conviction for
the same offense within the last three (3) years; and
B. Within two (2) working days after impoundment, the City shall send a
notice by certified mail, return receipt requested, to the legal owner of the vehicle, at the
address obtained from the Department of Motor Vehicles (DMV), informing the owner
that the vehicle has been impounded. The notice shall also include notice of the
opportunity for a post-storage hearing to determine the validity of the storage or to
determine the mitigating circumstances establishing that the vehicle should be released.
The notice shall include all of the following information:
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1. The name, address, and telephone number of the agency providing
the notice.
2. A description of the vehicle, which shall include, if available, the
manufacturer, the make or model, the license plate number, and the
mileage, and the location of the place of storage.
3. The authority and purpose for the removal of the vehicle.
4. A statement that, in order to receive a post-storage hearing, the
owners, or their agents, shall request the hearing in person, writing, or by
telephone within ten (10) days of the date appearing on the notice.
If the City fails to notify the legal owner within two (2) working days after the
impoundment as provided herein, the City shall be prohibited from charging for more
than five (5) days’ storage when the legal owner redeems the impounded vehicle. The
City shall maintain a published telephone number that provides information twenty-four
(24) hours a day regarding the impoundment of vehicles and the rights of a legal owner
and registered owner to request a hearing.
Section 8.116.040 – Post-storage hearing.
A. Any claimant who desires a post-storage hearing must make a request to
the City in person, in writing, or by telephone as specified in the notice of impounding
within ten (10) days of such notice. Failure to make a request within the time allowed
shall constitute the claimant’s waiver of any right to a post-storage hearing and satisfies
the requirement for such hearing.
B. The post-storage hearing shall be conducted within forty-eight (48) hours
of the request, excluding weekends and holidays. The City may authorize one of its
officers or employees to conduct the hearing, provided that officer or employee that
conducts the hearing is not the same person who directed the seizure of the vehicle.
C. Failure of the legal and registered owners, or their agents, to request or to
attend a scheduled hearing shall satisfy the post-storage hearing requirement.
8.116.050 – Vehicle release prior to expiration of impoundment period.
A. Notwithstanding the provisions of this chapter, the City shall release the
impounded vehicle to the registered owner or his or her agent prior to the expiration of
the impoundment period upon the determination of any of the following circumstances:
1. The driver of the impounded vehicle was arrested without probable
cause.
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2. The vehicle is a stolen vehicle.
3. The vehicle is subject to bailment and was driven by an unlicensed
employee of a business establishment, including a parking service or
repair garage.
4. The driver of the vehicle is not the sole registered owner of the
vehicle and the vehicle is being released to another registered owner of
the vehicle who agrees not to allow the driver to use the vehicle until after
the end of the impoundment period.
5. The registered owner of the vehicle was neither the driver nor a
passenger of the vehicle at the time of the alleged violation.
6. A spouse, registered domestic partner, or other affected third party
objects to the impoundment of the vehicle on the ground that it would
create a hardship, if the subject vehicle is the sole vehicle in a household.
The hearing officer shall release the vehicle where the hardship to a
spouse, registered domestic partner, or other affected third party created
by the impoundment of the subject vehicle, or the length of the
impoundment, outweigh the seriousness and severity of the act in which
the vehicle was used.
B. Release of vehicle to holder of security interest in vehicle.
1. A vehicle removed and seized pursuant to this chapter shall be
released to the legal owner of the vehicle or the legal owner’s agent prior
to the end of the impoundment period if both of the following conditions
are met:
a. The legal owner is a motor vehicle dealer, bank, credit union,
acceptance corporation, or other licensed financial institution legally
operating in this state, or is another person who is not the
registered owner and holds a security interest in the vehicle.
b. The legal owner or the legal owner’s agent pays all towing
and storage fees relating to the seizure and impoundment of the
vehicle.
2. A legal owner or a legal owner’s agent who meets the conditions of
release of this section shall not be required to request a post-storage
hearing as a requirement for release of the vehicle to the legal owner or
the legal owner’s agent.
3. Administrative costs authorized under Vehicle Code section
22850.5(a) shall not be charged to the legal owner of the type described in
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this section who redeems the vehicle pursuant to this section, unless the
legal owner voluntarily requests a post-storage hearing.
C. A legal owner who meets the requirements of release pursuant to section
8.116.050(B), or the legal owner’s agent, shall not release the vehicle to the registered
owner of the vehicle or an agent of the registered owner, unless the registered owner is
a rental car agency, until after termination of the impoundment period. Prior to
relinquishing the vehicle to the registered owner, the legal owner may require the
registered owner to pay all of the towing and storage charges related to the seizure and
impoundment of the vehicle.
D. Release of impounded rental vehicles.
1. A vehicle removed and seized pursuant to this chapter shall be
released to a rental car agency prior to the end of the impoundment period
if the agency is either the legal owner or the registered owner of the
vehicle and the rental car agency pays all towing and storage fees related
to the seizure and impoundment of the vehicle.
2. The rental car agency may require the person to whom the vehicle
was rented to pay all towing and storage charges related to the seizure
and impoundment.
3. The owner of a rental vehicle seized pursuant to this chapter may
continue to rent the vehicle upon recovery of the vehicle. However, the
rental car agency shall not rent another vehicle to the driver of the vehicle
that was seized until the expiration of the impoundment period.
Section 8.116.060 – Proof of vehicle ownership.
A. The legal owner or the legal owner’s agent shall present to the law
enforcement agency, the City, person in possession of the vehicle, or any person acting
on behalf of those agencies, a copy of the assignment, as defined in section 7500.1(b)
of the Business and Professions Code, a release from the responsible governmental
agency, if required by the agency, a government-issued photographic identification
card, and any one of the following, whether or not paperless or electronic, showing
proof of legal ownership of the vehicle, as determined by the legal owner or the legal
owner’s agent:
1. a certificate of repossession of the vehicle.
2. a security agreement for the vehicle, or
3. title.
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B. Any documents presented may be originals, photocopies, or facsimile
copies, or may be transmitted electronically. The law enforcement agency, City,
or any person acting on behalf of those agencies, or any person in possession of
the vehicle, may photocopy and retain the copies of any documents presented by
the legal owner or the legal owner’s agent.
C. The law enforcement agency, City, or other governmental agency, or any
person acting on behalf of those agencies, shall not require any documents to be
notarized.
D. The law enforcement agency, City, or any person acting on behalf of those
agencies may require the agent of the legal owner to produce a photocopy or
facsimile copy of its repossession agency license registration issued pursuant to
Chapter 11 (commencing with section 7500) of Division 3 of the Business and
Professions Code, or to demonstrate, to the satisfaction of the law enforcement
agency, City, or any person acting on behalf of the those agencies, that the agent
is exempt from licensure pursuant to section 7500.2 or 7500.3 of the Business
and Professions Code.
E. The law enforcement agency, City, or other governmental agency, or any
person acting on behalf of those agencies, shall not require any documents other
than those specified in this section.
F. The legal owner or the legal owner’s agent shall be given a copy of any
documents he or she is required to sign, except for a vehicle evidentiary hold log
book.
G. The legal owner shall indemnify and hold harmless a storage facility from
any claims arising out of the release of the vehicle to the legal owner or the legal
owner’s agent and from any damage to the vehicle after its release, including the
reasonable costs associated with defending any such claims.
8.116.070 – Vehicle towing and storage charges.
A. Towing and storage charges.
1. Except as provided in this section, the registered owner or his or
her agent shall be responsible for all towing and storage costs related to
the impoundment.
2. The registered owner of the motor vehicle shall not be responsible
for the towing and storage costs related to the impoundment in the
following circumstances:
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a. It is determined after a requested and held post-storage
hearing that reasonable grounds for the storage were not
established.
b. Notwithstanding any other provision of law, if a motor vehicle
is released prior to the expiration of the impoundment period
because the driver was arrested without probable cause.
3. No lien sale processing fees shall be charged to the legal owner
who redeems the vehicle prior to the fifteenth (15th) day of the
impoundment period. Neither the City nor any person having possession
of the vehicle shall collect from the legal owner as described in section
8.116.050(B)(1), or the legal owner’s agent, any administrative charges
imposed pursuant to section 22850.5 of the California Vehicle Code,
unless the legal owner voluntarily requested a post-storage hearing.
B. Payment of towing and storage charges.
1. Any person operating or in charge of a storage facility where
vehicles are stored pursuant to this chapter shall accept a valid bank
credit card or cash for payment of towing, storage, and related fees by a
legal or registered owner or the owner’s agent claiming the vehicle. A
credit or debit card shall be in the name of the person presenting the card.
For purposes of this section, “credit card” is as defined in section
1747.02(a) of the California Civil Code. Credit card does not include a
credit card issued by a retail seller.
a. A person operating or in charge of a storage vehicle as
described in this section who violates this section shall be civilly
liable to the owner of the vehicle or person who tendered the fees
for four (4) times the amount of the towing, storage, and related
fees not to exceed Five Hundred Dollars ($500.00).
b. A person operating or in charge of a storage facility as
described in this section shall have sufficient funds on the premises
of the primary storage facility during normal business hours to
accommodate, and make change for, a reasonable monetary
transaction.
c. Credit card charges for towing, storage, and related fees
shall comply with section 1748.1 of the California Civil Code. Law
enforcement agencies may include the costs of providing for
payment by credit card when making agreements with towing
companies on rates.
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2. The failure of a storage facility to comply with any applicable
provisions set forth in this section shall not affect the right of the legal
owner or the legal owner’s agent to retrieve the vehicle if all conditions
required of the legal owner under this chapter are satisfied.”
SECTION 3. This Ordinance has been reviewed for compliance with the
California Environmental Quality Act (CEQA), the CEQA guidelines, and the City’s
environmental procedures, and has been found to be exempt pursuant to Section 15061
(b)(3) (General Rule) of the CEQA Guidelines, in that the City Council hereby finds that
it can be seen with certainty that there is no possibility that the passage of this
Ordinance will have a significant effect on the environment.
SECTION 4. Any provision of the Grand Terrace Municipal Code or appendices
thereto that are inconsistent with the provisions of this Ordinance, to the extent of such
inconsistencies and no further, is hereby repealed or modified to the extent necessary
to effect the provisions of this Ordinance.
SECTION 5. If any section, subsection, subdivision, paragraph, sentence,
clause, or phrase of this Ordinance or any part thereof is for any reason held to be
unconstitutional, such decision shall not affect this validity of the remaining portion of
this Ordinance or any part thereof. The City Council hereby declares that it would
have passed each section, subsection, subdivision, paragraph, sentence, clause, or
phase thereof , irrespective of the fact that any one or more sections, subsection,
subdivisions, paragraphs, sentences, clauses, or phrases be declared unconstitutional.
SECTION 6. This Ordinance shall take effect thirty (30) days after its final
passage and, within fifteen (15) days of its passage, the City Clerk of the City of Grand
Terrace shall certify to the passage and adoption of this Ordinance and to its approval by
the Mayor and City Council, and shall cause the same to be published in a newspaper in
the manner required by law.
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PASSED, APPROVED AND ADOPTED this ____day of ______________, 2016.
___________________________
Darcy McNaboe
Mayor
ATTEST:
___________________________
Pat Jacquez-Nares
City Clerk
APPROVED AS TO FORM:
_________________________
Richard L. Adams II
City Attorney
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I, Pat Jacquez-Nares, City Clerk of the City of Grand Terrace, do hereby certify
that the foregoing Ordinance was introduced and adopted at a regular meeting of the
City Council of the City of Grand Terrace held on the ____ of _____, 2016, by the
following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
___________________________
Pat Jacquez-Nares
City Clerk
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AGENDA REPORT
MEETING DATE: November 15, 2016 Council Item
TITLE: Authorize the City Manager to Award Demolition Contract to
Demolish the Structures at 22273 Barton Road
PRESENTED BY: Sandra Molina, Planning & Development Services Director
RECOMMENDATION: Authorize the City Manager to Enter Into a Contract with the
Lowest Responsible Bidder for Demolition of Structures
located at 22273 Barton Road in an Amount not to Exceed
Forty Seven Thousand Dollars ($47,000)
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:
On September 13, 2016, the City Council authorized the City Manager to complete the
Purchase and Sale Agreement with the property owner of 22273 Barton Road, and
authorized appropriations of $900,000 to fund the purchase of the aforementioned
property and to cover the cost of demolition to clear the existing property of all
structures. The appropriation included $47,000.00 to cover demolition costs.
DISCUSSION:
Escrow closed on September 19, 2016. The terms of escrow allow the current resident
to remain on the property for 60 days after escrow closes. The City will have full
possession of the property on November 19, 2016. Staff does not want the property to
remain vacant for any significant amount of time, and create any health and safety
issues such as vandalism or squatting. Staff’s intent is for the structures to be
demolished by the end of this year.
A Notice Inviting Bids for demolition of the structures was advertised on October 4,
2016, and the bid opening is scheduled for November 21, 2016. Once opened, the Bids
are reviewed and the lowest responsible bidder is selected. This process follows the
City’s Purchasing Ordinance and Policies.
Staff would like to enter into a contract soon after bid opening with the intent of having
the work completed before the end of the calendar year. Therefore, in the interest of
time, Staff is requesting that the City Council authorize the City Manager to enter into a
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contract with the lowest responsible bidder for demolition services, not to exceed
$47,000.00.
FISCAL IMPACT:
On September 13, 2016, the City Council appropriated funds for the purchase of the
property and demolition of the structures. Demolition is budgeted at $47,000.00.
APPROVALS:
Sandra Molina Completed 11/02/2016 12:34 PM
Finance Completed 11/07/2016 4:14 PM
City Attorney Completed 11/08/2016 5:46 PM
City Manager Completed 11/09/2016 3:28 PM
City Council Pending 11/15/2016 6:00 PM
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AGENDA REPORT
MEETING DATE: November 15, 2016 Council Item
TITLE: City of Grand Terrace Assessment of Existing Park and
Recreation System and Establishing Funding Priorities for
Existing and New Parks
PRESENTED BY: G. Harold Duffey, City Manager
RECOMMENDATION: Provide Staff Direction by Approving Funding Priorities for
the use of Park Development Impact Fees to Refurbish,
Expand and add new Facilities to the Park and Recreation
System within the City of Grand Terrace.
2030 VISION STATEMENT
This staff report supports our 2030 Vision Statement: Grand Terrace is an exceptionally
safe and well managed City, known for its natural beauty and recreational opportunities;
a vibrant and diverse local economy; a place where residents enjoy an outstanding
quality of life that fosters pride and an engaged community, encouraging families to
come and remain for generations.
BACKGROUND:
On September 22, 2015 the City Council approved a professional services agreement
with MIG consulting to assess the existing park system within the City of Grand to
determine if it has the capacity to meet the recreational needs of the community. In
addition, the contract also called for the consultant to work on the development of three
new parks; The Dog Park, The Blue Mountain Nature Trail and Skate Park (Attachment
I).
The staff report also recommended the City Council use Park Developer Impact Fees
(Quimby Fees) to Fund the park assessment and remedy potential Americans
Disabilities Act and County Environmental Health issues at specific parks (Attachment
II).
DISCUSSION:
Over the past 13 months the consultant assessed the existing park system and
developed a report that identifies the amenities at each city park. In addition to the
amenities, the consultant identified potential improvements at each park (Attachment
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III). The consultant and City staff also met with community recreational leagues
(Baseball, Soccer, Football and basketball) to assess their future needs at each park.
However, because the Leagues are also dependent on Colton Joint Unified School
District (CJUSD) Fields, we included the Superintendent in our meeting to try to address
the immediate concerns of the Leagues. During our meeting, we identified immediate
and long term priorities for each League (Attachment IV).
New Parks
Dog Park - In the area of new parks, the consultant hosted several community
meetings, which lead to the design of a City Dog Park, the scope of services was
changed to accommodate the recommendation of design build, in hopes that design
build would reduce the overall estimated costs of $225,000 (Attachment V).
Blue Mountain Nature Trail - The Friends of the Blue Mountain held several meetings
with the Consultant and staff to discuss a trail head for the Blue Mountain Trail. The
committee examined two trail head areas; Palm and Honey Hill (privately owned) and
Observation and Van Buren (City owned property). Ultimately the City’s property was
selected as the new trail head for the Blue Mountain Nature Trail. Staff applied for a
State Parks matching fund Grant (Habitat Conservation Fund) for approximately
$298,000 - overall project would require city match of $200,000 for state funds. The
Grant would include the development of a Trail Head, restrooms, off street parking,
security gate and a new Blue Mountain trail from the Trail Head to the existing Blue
Mountain Nature Trail (Attachment VI).
Skate Park - City staff initially met with Skate Park committee and examined three
different locations for the skate park. The Consultant and City staff also met with youth
to get their feedback on what a skate park needed to keep them engaged. However,
because the committee membership changed, we were unable to present a finding at
this time. We will still be working on this project and return to the Council at a future
date.
Renovation and Partnerships
Grand Terrace Middle Soccer Field - The School district is prepared to invest
$193,384.12 on the middle soccer field and requested that the City enter into a joint use
agreement with the CJUSD. The City would then work with sports leagues to use the
facility for a fee. It is envisioned the user fee will cover the entire cost of a professional
management company to take care of the field. This project is unique to this program,
as all other programs within this project are funded by Park Developer Impact Fees,
which cannot be used for maintenance. So, it is crucial, if the City agrees to a joint use
agreement, with CJUSD, it must recover all its cost or there will be a direct impact to the
general fund (Attachment IIV).
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Grand Terrace Middle School Pool - Last fiscal year, the City proposed to use Grand
Terrace Middle School to host a summer swim program. The CJUSD was unable to
prepare the pool in time to host the event but allowed the City to use the high school
pool. The CJUSD indicated that refurbishing the pool would cost approximately
$130,000 (Attachment IIIV). If the City partnered with the school district the district
would use the pool throughout the school year and the City could enter into a joint use
agreement for use of the pool on weekends and during the summer.
Veteran’s Freedom Park - Formally known as Pico Park, The Council directed staff to
make facility improvements at the park. The improvements will enhance the parks
theme as a result of the Freedom Wall in the park. Based on Council direction MIG is
currently developing plans for the Veteran’s Freedom Park. Those improvements
coupled with an estimated cost of $70,000 for new baseball field lights should result in
the park receiving $150,000 facelift.
General Park Upgrades - Staff estimates that all of the existing parks may need new
park furniture and improved playground material over the next 5 years. Staff estimates
the equipment cost to be around $75,000.
The improvements and incorporation of new parks has a total value of approximately
$780,000. While there are various phases within this entire project, for planning
purposes staff would like the Council to prioritize the use of Park Development Impact
Fees, the City is expecting to have a balance of $826,997 (Attachment IX) by June
2018. If the Council supports staff recommendations in Attachment X, staff will move
forward with projects and return to Council with each project and funding request.
FISCAL IMPACT:
There will be no initial impact on the General Fund as a result of the Council approving
this project. However upon staff’s return for each project a funding source must be
identified for the project and the ongoing maintenance of each additional asset added
to the City’s park system.
ATTACHMENTS:
Attachment I - 09-22-2016 CC Approved Staff Report (PDF)
Attachment II - Park Compliance Photos (PDF)
Attachment III - Park Assessments (PDF)
Attachment IV - League Meeting Summary (PDF)
Attachment V - Dog Park (PDF)
Attachment VI - Habitat Conservation Fund Application (PDF)
Attachment VII - Soccer Field Estimate (PDF)
Attachment VIII - GT Middle School Pool Estimate (PDF)
Attachment IX - Fund Balance for Park Fund (PDF)
Attachment X - Parks Project Funding List (PDF)
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APPROVALS:
G. Harold Harold Duffey Completed 11/09/2016 1:39 PM
City Attorney Completed 11/09/2016 4:50 PM
Finance Completed 11/09/2016 4:51 PM
City Manager Completed 11/09/2016 4:52 PM
City Council Pending 11/15/2016 6:00 PM
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AGENDA REPORT
MEETING DATE: September 22, 2015 Council Item
TITLE: Appropriate $40,000 for Regulatory and ADA Compliance in
Existing City Parks; and Appropriate $110,000 and Approve
a Professional Services Agreement with MIG Inc. for Design,
Planning, Management, Communications and Technology
Services for; Assessment of Existing City Parks, their Ability
to Support Expanded Recreational Programs; Design,
Planning and Cost Estimates for the Development of Three
New Parks (Dog Park, Skate Park and Blue Mountain Nature
Trail).
PRESENTED BY: G. Harold Duffey, City Manager
RECOMMENDATION: 1.Appropriate $40,000 in Quimby Fees for Regulatory
and ADA upgrades to Richard Rollins and Pico Park(s).
2.Appropriate $110,000 in Quimby Fees for assessment
of existing parks and for the design and cost estimates three
new parks.
3.Authorize the City Manager to Execute a Sole
Source Agreement with MIG Inc. Landscape Architectural
Design Services for the assessment of existing City Parks,
their ability to support expanded recreational programs;
Design, planning and cost estimates for the development of
three new parks (Dog Park, Skate Park and Blue Mountain
Nature Trail).
2030 VISION STATEMENT:
This staff report supports Goal #1- Ensure Our Fiscal Viability (Explore Creative Means
to Provide Services), Goal #3- Develop and implement Successful Partnerships and
Goal 5-. Engage in Proactive Communication.
BACKGROUND:
Since its incorporation in 1978, the City of Grand Terrace has maintained a number of
neighborhood and community parks (Attachment I). Over the years, unfunded
regulatory mandates from State and Federal regulatory agencies require modifications
to amenities within parks to remain in compliance with State and Federal Laws. The last
decade has been fiscally challenging to cities as they struggle to just provide basic
services, leaving little to no funding to invest in upgrades at existing park facilities or
expansion of the park system.
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However, the City of Grand Terrace passed the Quimby Act which requires developers
to pay for or donate open space and parkland to maintain a targeted balance of open
space and 4.1 acres of parkland per 1,000 residents. Quimby Fees are collected on all
new development projects and are restricted to expansion or development of new open
space and parkland. Quimby Fees are a great way for cities to maintain quality of life
standards by insuring residents access to passive and active open space within a city.
The City of Grand Terrace has a current balance of approximately $303,000 in Quimby
Fees as of June 30, 2015 (Attachment II).
DISCUSSION:
Staff proposes the City Council use Quimby Fees in the following manner:
1.Insure existing City Park facilities are in compliance with State and Federal laws
and;
2.Provide assessment of existing City parks and open space and engage the
recreation needs;
3.Design, and develop cost estimates for three new parks and recreation facilities
(Dog Park, Skate Park and Blue Mountain Nature Trail) to facilitate their ability to
from private and government agencies.
1.Compliance
Richard Rollins and Pico Park both have snack bars where local sports groups
sell snacks to spectators during little league and soccer games. County
Environmental Health recently inspected both facilities and determined that a
number of upgrades are necessary for the snack bars to be in compliance with
the latest food prep standards (Attachment III). Although the facilities are
opinion,the facilities need to be upgraded to meet Environmental Health
requirements or the City should no longer allow the facilities to operate. If the
facilities continue to operate without meeting all Environmental Health standards,
the City could be exposed to future liability. The leagues are currently complying
by limiting the products they sell.
Limiting the products for sale, because of health restrictions,is impacting overall
profits from the snack bars. These sales generate money for athletic uniforms
and league necessities. Staff estimates the overall cost to bring both snack bars
into compliance is approximately $20,000.
-Ball field has significant
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travel path issues. The field was recently constructed after the loss of one
baseball diamond with the development of the high school. The field is placed on
the North/East end of the park without a concrete travel path. Access to the field
is difficult and nonexistent for anyone who would need to be accommodated
under the Americans Disabilities Act (ADA). Staff has received initial estimates
and believes a concrete path that meets ADA requirements can be designed and
constructed for approximately $20,000. Total cost for this component of the entire
project is estimated at approximately $40,000.
2.Existing Parks for Recreation
The City of Grand Terrace has a small administrative staff, the current functions
of Parks and Recreation Services are assigned to the Community Development
Department. City Parks are maintained by Public Works maintenance staff and
contractors. There are no Park and Recreation managers, planners or
administrators on staff to address the park planning issues outlined in this report.
Therefore, staff engaged MIG Inc. to assist the City with assessment of existing
City parks, facilitation of community engagement and the design and planning for
the development of new City Parks.
Sole Source Professional Service Contracts when the services provided by a
specific company are unique in quality, performance or use specification. Staff
believes MIG Inc. fits this criteria based on their ability to supplement city staff on
the various phases and components of this project A comprehensive proposal
from MIG Inc. (Attachment IV) is included, it highlights their innovative planning
and design solutions on park and recreation projects throughout California.
Although the City owns and maintains park facilities it does not officially sponsor
any recreational programs. It is only through its robust community leagues that
the City is able to maintain its active and robust recreation programs. In addition
to the sports leagues, the City also partners with the Colton Unified School
District (CJUSD) through a joint use facility agreement. The agreement is with
the CJUSD and the City and the City allows the leagues to utilize CJUSD
facilities through its agreement. The City is currently working with CJUSD on a
new agreement. Therefore, before the City embarks on any construction projects
or expansion of existing recreations facilities, staff would like to engage the
community to assess our existing facilities (including CJUSD) ability to meet
existing and future league programs. Staff proposes a series of community
meeting facilitated by MIG Inc. Total estimate of this component of the project
is estimated not to exceed $12,735.
3.New Parks
For more than a decade, the City has discussed the development of a Dog Park,
community members raised over $12,000 for a Dog Park and the City Council
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recently accepted former redevelopment property as the site for a City Dog Park
(Attachment V). Staff would like to utilize the planning and design service of MIG
Inc. to engage the community, design and prepare construction plans for the Dog
Park. MIG Inc. will be charged with
will then seek grant funds from public and private agencies for construction of the
Dog Park. Total costs of this component of the project including engineering
services is estimated not to exceed $46,500,
Over the last several years the community discussed the possibility of developing
a Skate Park in Grand Terrace. Azure Hills Seventh Day Adventist Church most
recently established a committee and has a potential site for a Skate Park. In the
past,there has been some concern about liability of a City if it owned a Skate
Park, however many communities throughout the nation own Skate Parks. Staff
proposes to move forward with the design of a Skate Park that can be housed on
public or private land. There are a number of different designs for a Skate Park.
Staff believes the City can effectively design one of the following Skate Parks:
a)Skate Dot (can support 3-5 concurrent users, one at a time).
b)A Skate Spot (usually has a number of structures on 2,500 to 5,000
square feet); and
c)Finally the Neighborhood Skate park (approximately 10,000 square
feet which has clear and distinct boarder).
MIG consultants will design one of the three options above.
project design will include the design and cost for above ground structures to be
placed on property owned by the City. However, the plans, once completed can
be used on private property, if it is determined that a city owned Skate Park is not
feasible, a partnership could also be developed where the plans could be used
on private property. It is also suggested that the Skate Parks mentioned above
have certain amenities (Attachment VI). Total cost of this component of the
project is estimated not to exceed $22,060
The final new park project is the Blue Mountain Nature Trail. Residents of the
Mountain. People are currently accessing the Blue Mountain from various points,
some of which are negatively impacting neighborhoods. The goal of this project
is to develop a Blue Mountain Nature Trail that consists of approximately 120
acres. The City currently owns 20 acres, which will act as the Trail Head of the
Blue Mountain Nature Trails. The Trail Head is envisioned to include parking,
restrooms and other amenities to allow residents and visitors legal and safe
access to the Blue Mountain. The goal is to develop the 120 acre Blue Mountain
Nature Trail that can eventually be expanded to 500 acres and tie into other
trails. In addition to developing legal access to the Blue Mountain, staff is also
hoping that this project will reduce negative impacts to existing neighborhoods.
Total cost for this component of the project is estimated not to exceed $28,420.
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FISCAL IMPACT:
Development Impact Fees) Fund -Fund 13 which consists of Quimby Fees that can
only be used for the improvement and acquisition of new parks and open space. The
current balance of this Fund is $303,000 and staff recommends that $40,000 be
appropriated to address Environmental and Regulatory issues at Richard Rollins and
Pico Park and $110,000 be used for a Professional Services contract with MIG Inc
(Attachment VII). The total amount of Quimby Fees requested for this project is
$150,000, leaving a balance of $153,000 in Fund 13.
Appropriation:
Fund No. & Title Account No. & Title Proposed Appropriation
Amount
13 Park Fund 13-640-250 Park
Improvements Professional
Services
$150,000
ATTACHMENTS:
Attachment I -Existing Parks (PDF)
Attachment II -Quimby Fee Balance (PDF)
Attachment III -Environmental Health Report (PDF)
Attachment IV -MIG Proposal for Grand Terrace (PDF)
Attachment V -Resolution Acquiring 22720 Vista Grande Way (PDF)
Attachment VI -Types of Skate Parks (PDF)
Attachment VII -MIG Agreement (PDF)
APPROVALS:
G. Harold Harold Duffey Completed 09/15/2015 8:20 PM
Finance Completed 09/15/2015 8:43 PM
City Attorney Completed 09/16/2015 8:41 AM
City Manager Completed 09/16/2015 12:40 PM
City Council Completed 09/22/2015 6:00 PM
RESULT:APPROVED [UNANIMOUS]
MOVER:Jackie Mitchell, Council Member
SECONDER:Bill Hussey, Council Member
AYES:McNaboe, Robles, Mitchell, Wilson, Hussey
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12.e
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Packet Pg. 200
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12.e
Packet Pg. 205
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Application Prepared By: EvanBrooksAssociates
1030 South Arroyo Parkway, Suite 106 | Pasadena, CA 91105
626.799.8011 | www.ebaplanning.com
12.f
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12.g
Packet Pg. 208
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12.h
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12.h
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12.h
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12.h
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12.h
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12.h
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12.h
Packet Pg. 215
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AGENDA REPORT
MEETING DATE: November 15, 2016 Council Item
TITLE: Adoption of a Resolution Establishing a Policy on Existing
Animal Licenses
PRESENTED BY: Sandra Molina, Planning & Development Services Director
RECOMMENDATION: Adopt a RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF GRAND TERRACE, STATE OF CALIFORNIA,
ESTABLISHING A POLICY ON DOG LICENSING FOR
THOSE ACCOUNTS THAT HAVE MORE THAN TWO
LEGALLY LICENSED DOGS
2030 VISION STATEMENT:
This report supports our City’s Vision Statement: Grand Terrace is an exceptionally safe
and well managed City, known for its natural beauty and recreational opportunities; a
vibrant and diverse local economy; a place where residents enjoy an outstanding quality
of life that fosters pride and an engaged community, encouraging families to come and
remain for generations.
BACKGROUND:
On September 27, 2016, the City Council considered a Zoning Code Amendment to
revise the zoning code to allow residents to keep any combination of dogs and cats, so
long as the maximum number does not exceed a total of four. The current code allows a
maximum of two dogs and a maximum of two cats.
The Council did not support the proposed amendment. Rather, because there are
existing accounts with more than two licensed dogs, the Council directed staff to return
with a policy that acknowledges those accounts, but also includes provisions to
ultimately obtain compliance.
DISCUSSION:
City records show that there are 54 accounts with more than two licensed dogs. These
accounts break out as follows:
1 account with 5 dogs
8 accounts with 4 dogs
45 accounts with 3 dogs
As proposed, the attached policy identifies the accounts with more than two licensed
dogs to establish the account numbers and dog tag numbers that the policy is
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applicable to. The policy states that these accounts have legally licensed dogs in
excess of two, and that the dogs will continue to be licensed annually, until such time
that the number of dogs is reduced to two.
The proposed policy is an equitable method to allow those residents that legally
licensed their dogs to keep them, until such time as they are down to two dogs.
FISCAL IMPACT:
As the number of accounts comes into compliance the General Fund will realize a slight
revenue decrease.
ATTACHMENTS:
Resolution_Animal Licensing_11.9.2016 (DOC)
Exhibit 2_Accounts with more than 2 dogs - 11-09-16 (PDF)
APPROVALS:
Sandra Molina Completed 11/07/2016 4:07 PM
Finance Completed 11/07/2016 4:15 PM
City Attorney Completed 11/07/2016 4:37 PM
Sandra Molina Completed 11/07/2016 4:44 PM
City Manager Completed 11/09/2016 3:25 PM
City Council Pending 11/15/2016 6:00 PM
13
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RESOLUTION NO. NO. 2016-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND
TERRACE, STATE OF CALIFORNIA, ESTABLISHING A POLICY ON
DOG LICENSING FOR THOSE ACCOUNTS THAT HAVE MORE THAN
TWO LEGALLY LICENSED DOGS
WHEREAS, Chapter 18.10 of the Zoning Code allows a resident to keep a
maximum of four pets consisting of two dogs and two cats;
WHEREAS, City Council recognizes that there are 54 accounts, identified in
Exhibit 2, whereby Grand Terrace residents were legally allowed to license more than
two dogs at a single residence;
WHEREAS, the City Council desires to establish a policy that recognizes that
there are pet licensing accounts with more than two dogs legally licensed, and establish
a mechanism to obtain compliance with the Zoning Code;
WHEREAS, on November 15, 2016, the City Council conducted a duly noticed
meeting at the City Council Chambers located at 22795 Barton Road, Grand Terrace,
California; and
WHEREAS, all legal prerequisites to the adoption of this Resolution have
occurred.
NOW THEREFORE, it is hereby found, determined, and resolved by the City
Council of the City of Grand Terrace, as follows
1. The City Council hereby specifically finds that all of the facts set forth in the
above Recitals, are true and correct.
2. The City Council hereby finds that this action is not subject to environmental
review pursuant to Section 15060(c)(2) of CEQA, in that this action will not result
in a direct or reasonably foreseeable indirect physical change in the environment.
3. The City Council hereby adopts the attached policy, attached hereto as Exhibit 1,
related to existing accounts with more than two licensed dogs.
4. The City Clerk of the City of Grand Terrace shall certify to the adoption of this
Resolution.
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PASSED AND ADOPTED by the City Council of the City of Grand Terrace,
California, at a regular meeting held on the 15th day of November, 2016.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
__________________________ __________________________
Pat Jacquez-Nares Darcy McNaboe
City Clerk Mayor
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Exhibit 1
This policy applies to all existing accounts with more than two legally licensed dogs.
1.Chapter 18.10 of the Zoning Code allows a resident to have two dogs and two
cats, for a maximum of four animals per household.
2.The City Council recognizes that there are 54 accounts, identified in Exhibit 2
“Accounts With More Than Two Licensed Dogs”, whereby Grand Terrace
residents were legally allowed to license more than two dogs at a single
residence.
3.Exhibit 2 identifies the account number of the pet owner, and each licensed dog
by tag number and name.
4.Dog owners will be allowed to annually license the dogs identified in Exhibit 2,
until such time as the number of dogs per account is reduced to no more than
two (2) dogs.
5.Once the number of dogs owned by the dog owner is reduced to two (2) or less,
a new dog shall not be licensed, if the total number of dogs will exceed two (2).
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Acct #Tag DogName # of Dogs
40
150 MONET
2537 MICKEY
1854 MISTY
3
202
2666 SIMON
2668 BUFFY
2667 JOSH
2665 ELLIE-MAE
4
260
3040 GOLDIE
3041 REBEL
2215 COOPER
3
413
2353 TOBY
2352 DUKE
2816 EVA
3
609
1134 FENDER BENDER
1133 PSYCHO PUPPY
1504 PRINCESS MIA
3
699
1985 TUCKER
2305 BRICK
1736 KIRBY
3
708
203 MAC
525 SHOOGIE
924 MAXIE
3
738
2902 SUKI
2901 MOKO
2903 PEKE
2904 BOWIE
4
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808
1209 SANDY
2821 SIRIUS
2335 IZZY
3
843
3008 SUNNY
2350 PHOEBE
2351 KILO
3
908
2310 MAX
2311 DIXIE
3076 LADY JANE
3
1063
2357 SANCHEZ
2359 LUCKY
2358 EMMA
3
1128
2327 RUBY
1824 ROCCO
1124 BELLA
3
1168
2537 ALLY
2768 SWEETIE
1563 CHLOE
3
1197
2313 ROCKET
2314 BLONDE
2334 BABY BOY
3
1429
2046 GROVER
2255 GRACE
3206 LUCY
3
1593
2954 HERSHEY
3133 LUCY
2743 MOLLY
3
1634
2718 PIXIE
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2711 DOZER
2712 JAKE
3
1678
2951 HARLEY
2704 PIPER
3117 YOLANDA
3
1690
1941 WILLOW
1942 ANYA
1972 FAITH
3
1741
2538 JINGLES
2539 PEANUTS
2540 SADIE
3
1775
1278 SAMANTHA
1347 LADY
2529 SHELIA
3
1794
2135 CHIQUITA
2728 TRIXIE
2136 LADY
3
1843
1498 ODO
2960 GIZMO
2180 BAN SHEE
3014 REX
4
1935
1533 PEANUT
2115 LILLY
2116 VAKITA
3
2005
2888 LADY
2887 WINSTON
1713 MILLI
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2907 CORKY
4
2013
1731 GIGIT
1817 TRIXIE
1877 SHADOW
3
2060
1780 COLBY
2436 ALFIE
2734 MR. LUCKY
3
2067
1671 DORA
1673 DIEGO
1672 BAM BAM
3
2105
1811 HIPPO
1812 FOXY
1813 GINGER
3
2145
3202 TANGO
3118 REINA
3201 HANNAH
3
2177
3083 CHEETARAH
3043 VAUGHN
3082 BUDDY
3032 BLAZE
4
2196
1856 DAISY
1938 CHARLIE
2318 LADY
3
2216
2270 LOLA
2979 SASHA
2271 ROCKY
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3
2222
2883 KEI
2246 SAM
2331 SUEKEY
3
2271
2576 PIXIE
2449 KLOE
2710 LOLA
3
2385
2669 BLUE
2670 JACK-JACK
2672 MAYHEM
2671 GINGER
4
2397
2691 SCRAPPY
2692 TALULA
2693 BEAMER
2694 BEAR
2695 RD
5
2408
2007 KATARA
2008 DANGER
2009 TOPH
3
2422
2092 QUEENIE
2329 COSMO
2091 HOOTIE
3
2431
3065 SNOWBALL
3066 PRECIOUS
2801 LILLY
2797 CHLOE 4
2444
2072 LADY
2073 ANGEL
2074 GRIEGO
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3
2445
3060 PRINCESS
3062 SKIPPER
3061 SAILOR
3
2455
2079 COOPER
2078 DUKE
2077 CRAMER
3
2474
2165 BEAGLE
2166 CHAMP
2152 DIEGO
3
2529
2110 COBBLER
2111 NOEL
2109 CASEY
3
2541
2291 LUCY
2292 MAXIE
2221 DOXXIE
3
2599
2454 KASSY
2455 ALLY LU
2456 MAX
2457 GRACIE
4
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2600
2451 YASHI
2450 ROXY
2796 COCO
3
2634
2374 BOO
2375 JACK
2376 ALLIE
3
2673
2740 RAMBO
2741 COOKIE
2739 SUGAR
3
2681
2750 ROMERO
2748 GIZMO
2749 BEAR
3
2690
2764 MANDY
2765 GRETCHEN
2773 RASCAL
3
2703
2787 PHOEBE
2803 DUKE
3196 MAX
3
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AGENDA REPORT
MEETING DATE: November 15, 2016 Council Item
TITLE: City Council Discussion on Advance Planning of 40 Acres
North of Vivienda Avenue
PRESENTED BY: Sandra Molina, Planning & Development Services Director
RECOMMENDATION: Staff requests that the City Council consider the options
included in the conclusion of the Agenda Report, and direct
staff accordingly.
2030 VISION STATEMENT:
This staff report supports Goal #5, Engage in Proactive Communication.
BACKGROUND:
The General Plan Land Use Map designates approximately 40 acres located at the
northwest portion of the City as Floodplain Industrial. The General Plan Land Use
Element states that properties designated within the Floodplain Industrial designation
have the potential for severe flooding due to their proximity to the Santa Ana River. It is
expected that the buildout of the area will occur over a long period of time and that in
the interim existing residential uses would be permitted, and that light agricultural uses
would be permitted including the keeping of animals with the approval of an Agricultural
Overlay zoning designation. Attached are an aerial of the 40 acre-area and an excerpt
of Table 2.3 (City of Grand Terrace General Plan Land Use Designations) from the
Land Use Element.
This area is made up primarily of vacant land. There are approximately three occupied
residential units in this area, which are considered legal nonconforming uses. There is
one vacant structure that was a residence, but because it has been vacant for several
years, it no longer can be re-established as a residential use pursuant to existing codes.
The majority of the 40 acres is within a flood zone and development would be subject to
the City’s Floodplain Management Ordinance. This area is primarily accessed via
Terrace Avenue, with secondary access from La Cadeña Avenue through the railroad
trestle. Terrace Avenue is not fully improved, and would need to be improved and most
likely redesigned. A Southern California Edison easement crosses the northerly
roperties, and there are transmission lines within the easement. A private road
easement is used by the residents in that area to access their properties.
The City has received a request by a resident requesting that the City consider initiating
applications to allow “ranchette” residential uses on large lots that also allow urban
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farming, urban agriculture and other ancillary commercial uses. Ranchette is a small
scale ranch.
DISCUSSION:
Urban agriculture is different from traditional farming. It is the growing of plants and
raising of animals within and around cities, and could include rooftop gardens,
aquaponics centers, or community gardens. The product is typically consumed by those
persons within the community.
The request received proposes to have the area re-zoned to allow “ranchette”
residential uses and to allow urban farming/agriculture uses, such as farms or ranches
for the grazing, breeding or raising of animals, boarding horses, growing of orchards,
groves, crops, flowers, and allowing the on-site sale of those crops, animals or animal
products.
When a proposal is received to change the zoning code and general plan, the petitioner
will submit the associated applications and bear the cost of processing the applications.
The proposal would be considered at public hearings. The request would involve a zone
change, general plan amendment, and environmental review. The zone change and
general plan amendment would require an initial deposit of $7,500.00, with actual hourly
costs charged to the project. These applications would require environmental review
under the California Environmental Quality Act (CEQA). CEQA studies are prepared by
an environmental consultant contracted by the City. The cost of the study is based on
the level of work needed. In this area, it is expected that at, a minimum, cultural,
biological, hydrology, air quality/greenhouse gas studies, will be required in order to
complete the environmental review. The cost could be several thousands of dollars.
CONCLUSION:
The request for the City to initiate this proposal would mean the City would bear the
costs for the project, including the research to determine appropriate uses and
development standards. The environmental costs are not known at this time. The
Council could determine that it is not a cost that the City can absorb at this time. The
requestor could also move forward on their own and bear the associated costs.
Another option would be to seek grants for this type of project, such as such as
sustainability grants or air quality grants. There would be costs associated with seeking
and applying for grants. If the Council so directs, staff could return with an estimated
cost for this option.
FISCAL IMPACT:
None associated with the discussion.
ATTACHMENTS:
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AERIAL.pdf (PDF)
Excerpt of Table 2.3 of Land Use Element (PDF)
APPROVALS:
Sandra Molina Completed 11/09/2016 11:15 AM
Finance Completed 11/09/2016 11:28 AM
City Attorney Completed 11/09/2016 2:50 PM
City Manager Completed 11/09/2016 3:29 PM
City Council Pending 11/15/2016 6:00 PM
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TERRACE AVE
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Land Use Element
Grand Terrace General Plan Adopted April 27, 2010
Resolution No. 2010-10
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Table 2.3
City of Grand Terrace
General Plan Land Use Designations
Land Use Designation Purpose of Land Use
Mount Vernon Avenue and north of Barton Road west of Mount
Vernon Avenue.
Permitted uses may include office/administrative uses and support
retail and service commercial uses
INDUSTRIAL
Light Industrial (LI)
Permitted uses for properties designated as Light Industrial include
those uses that can be made compatible with other surrounding uses
within the City regarding noise, dust, odors, vibration, glare, air
quality, traffic, aesthetics, and hazardous materials. Typical uses
may include light manufacturing and assembly, small scale
warehousing and distribution, research and development, and
administrative and service types of uses.
Floodplain Industrial (FI)
Properties designated with the Floodplain Industrial designation
experience the potential for severe flooding resulting from their
proximity to the Santa Ana River. Properties within this designation
are planned for ultimate development as light industrial, non-
polluting uses similar to the Light Industrial designation. Proposed
developments must demonstrate that adequate measures can be
implemented to ensure that the proposed use is effectively protected
from identified flood hazards.
Presently, parcels within this area are largely undeveloped or
developed as rural residential land uses. It is anticipated that buildout
of this area will occur over a long period of time. During this
buildout period, existing residential uses shall be permitted and
regulated under the requirements of the Low Density Residential land
use designation. Light agricultural uses shall be permitted including
the keeping of animals with the approval of an Agricultural Overlay
zoning designation.
INSTITUTIONAL
Public (P)
Public uses may include schools, parks, the City Hall, City
maintenance facilities and facilities owned and operated by public
utilities.
OPEN SPACE
Hillside Open Space (OS)
Properties designated as Hillside Open Space are those that should
not be developed as urban land uses due to environmental resources,
environmental constraints or scenic resources. These are primarily
located along the western and northern slopes of Blue Mountain.
Properties designated as Hillside Open Space shall be retained in
their natural condition and used as either natural open space or
parkland. They may be either publicly or privately owned.
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AGENDA REPORT
MEETING DATE: November 15, 2016 Council Item
TITLE: Award of Contract for Street Maintenance Services
PRESENTED BY: Yanni Demitri, Public Works Director
RECOMMENDATION: 1. Award a Contractor Agreement to Hardy and Harper,
Inc. for Street Maintenance Services
2. Authorize City Manager to execute the Contract
2030 VISION STATEMENT:
This staff report supports Goal #2 "Maintain Public Safety" by investing in critical
improvements to infrastructure.
BACKGROUND:
On August 27, 2013, the City Council approved a Professional Services Agreement with
Roquet Paving (now Mike Roquet Construction) to provide street maintenance services
for the City of Grand Terrace. The agreement term was for two years with a one year
extension allowed. The extension has now expired.
DISCUSSION:
On August 22, 2016, the City Clerk issued a Notice Inviting Bids for Street Maintenance
Services on behalf of the Public Works Department. The Notice Inviting Bids was
posted to the City website and sent directly to a bidder's list. By the time of the bid
opening on September 21, 2016, three (3) bids were submitted. The companies and
their total base bids per unit (square feet, tons or linear feet) are as follows:
Bid 1 Hardy and Harper, Inc. - Santa Ana, CA $73,900
Bid 2 Mike Roquet Construction - Highland, CA $114,283
Bid 3 SE Pipeline Construction - Santa Fe Springs,
CA
$146,368
Hardy and Harper, Inc. was the lowest, responsive bidder. The firm's contractor's
license is valid, and all references provided positive feedback.
The scope of work for street maintenance includes: minor repairs of asphalt concrete
(AC) such as patching, pot hole repair, street striping, and sealing pavement cracks.
Street maintenance may also include: sidewalk repair, utility cut repairs, curb painting
and curb and gutter maintenance. Contractor will also provide on-call emergency
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service for street repairs and set-up of emergency traffic control devices.
The Contractor Agreement for this service is for three years with a maximum of two,
one-year extensions allowed by Council. Staff is recommending that Council award a
Contractor Agreement to Hardy and Harper, Inc. in an amount not to exceed $75,000
annually for Street Maintenance Services, and authorize the City Manager to execute
the contract.
FISCAL IMPACT:
Funds for the Street Maintenance services were budgeted in the FY2016-17 Adopted
Budget.
ATTACHMENTS:
I. Contractor Agreement.pdf (PDF)
II. Bid Summary (PDF)
APPROVALS:
Yanni Demitri Completed 11/09/2016 3:34 PM
Finance Completed 11/09/2016 3:46 PM
City Attorney Completed 11/09/2016 4:41 PM
City Manager Completed 11/09/2016 4:51 PM
City Council Pending 11/15/2016 6:00 PM
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CONTRACT AGREEMENT
THIS CONTRACTORS is made and entered into this 15th day of
November 2016,by and between the CITY OF GRAND TERRACE
a public entity, and Hardy and Harper, Inc., ("Contractor"),a California Corporation.
1.Scope of Services.Contractor shall perform all the services as described as follows:
a)For and in consideration of the payments and agreements hereinafter mentioned to be
made and performed by said City,said Contractor agrees with said City to perform and
complete in a workmanlike manner all work required under the Bidding Schedule of the
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 materials,equipment,tools and services as may be stipulated in
said specification to be furnished by said City and to do everything required by this
Agreement and the said Specifications and Drawings.
b)The Notice Inviting Bids,Instructions to Bidders,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 a three (3) year period or until terminated as provided herein.A
maximum of two (2) one year extensions may be granted by the City.
3.Compensation/Payment.Contractor shall perform the Services under this Agreement for
the total sum not to exceed $75,000.00 annually.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 City To
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City of Grand Terrace
22795 Barton Rd. Bldg.B
Grand Terrace, CA 92313
Hardy and Harper, Inc.
1312 E. Warner Avenue
Santa Ana, CA 92705
5.Prevailing Wage.If applicable, Contractor and all subcontractors are required to pay the
general prevailing wage rates of per diem wages and overtime and holiday wages determined by
the Director of the Department of Industrial Relations under Section 1720 et seq. of the
California Labor Code and implemented the City Council of the City of Grand Terrace.The
determination is on file and open to inspection in the office of the City Clerk and is
referred to and made a part hereof; the wage rates therein ascertained, determined, and specified
are referred to and made a part hereof as though fully set forth herein.
6.Contract Administration. A designee of the City will be appointed to administer this
Agreement on behalf of City and shall be referred to herein as Contract Administrator.
7.Standard of Performance. While performing the Services, Contractor shall exercise the
reasonable care and skill customarily exercised by reputable members of Contractors in the
Metropolitan Southern California Area,and shall use reasonable diligence and best judgment
while exercising its skill and expertise.
8.Personnel. Contractor shall furnish all personnel necessary to perform the Services and shall
be responsible for their performance and compensation. Contractor recognizes that the
qualifications and experience of the personnel to be used are vital to Contractor and timely
completion of the Services.
9.Assignment and Subcontracting. Neither party shall transfer any right, interest, or
obligation in or under this Agreement to any other entity without prior written consent of the
other party. In any event, no assignment shall be made unless the assignee expressly assumes the
obligations of assignor under this Agreement,in writing satisfactory to the parties. Contractor
shall not subcontract any portion of the work required by this Agreement without prior written
approval by the responsible Contract Administrator. Subcontracts, if any, shall contain a
provision making them subject to all provisions stipulated in this Agreement, including without
limitation, the insurance obligations set forth in Section 13.Contractor acknowledges that any
transfer of rights may require City Manager and/or City Council approval.
10.Independent Contractor. In the performance of this Agreement, Contractor and his
employees, subcontractors and agents,shall act in an independent capacity as independent
contractors, and not as officers or employees of the City or the City of Grand Terrace.
Contractor acknowledges and agrees that the City has no obligation to pay or withhold state or
federal taxes or to provide compensation or unemployment insurance to Contractor to
Contractors employees, subcontractors and agents. Contractor as an independent contractor shall
be responsible for any and all taxes that apply to Contractor as an employer.
11.PERS Eligibility Indemnity. In the event that Contractor or any employee, agent, or
subcontractor of Contractor providing services under this Agreement claims or is determined by a
court of competent jurisdiction or the California Public Employees Retirement System
to be eligible for enrollment in PERS as an employee of the City,Contractor shall
indemnify, defend, and hold harmless City for the payment of any employee and/or employer
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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 misconduct of the City,
Contractor shall defend, indemnify and hold the City, and its officers, employees and
agents, harmless from any and all loss, damage, claim for damage,liability, expense or
cost, including 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 Fees.The parties expressly agree that any payment, fees,
costs or expense that the City incurs or makes to or on behalf of an injured employee
under the 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 execution of this Agreement, Contractor
shall provide satisfactory evidence of, and shall thereafter maintain during the term of
this Agreement,such insurance policies and in the types, limits,forms and
ratings required herein. The rating and required insurance policies and may be
modified in writing by the 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 indemnification obligations under Section 12 hereof.
13.1.2 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 California with a policy
rating of A- or higher and a Financial Class of VII or higher.
13.1.3 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.
13.1.4 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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Contractor pursuant to this Agreement are adequate to protect.If Contractor believes
that any required insurance coverage is inadequate,Contractor will obtain such
additional insurance coverage as deems adequate,at Contractor's sole expense.
13.2 Compensation Insurance:By executing this Agreement,certifies that
Contractor is aware of and will comply with Section 3700 of the Labor Code of the State
of California requiring every employer to be insured against liability for
compensation,or to undertake self-insurance before commencing any of the work.
Contractor shall carry the insurance or provide for self-insurance required by California
law to protect said Contractor from claims under the Compensation Act.Prior
to City's execution of this Agreement,Contractor shall file with City either (1)a
certificate of insurance showing that such insurance is in effect,or that Contractor is self-
insured for such coverage,or (2)a certified statement that Contractor has no employees,
and acknowledging that if Contractor does employ any person,the necessary certificate
of insurance will immediately be filed with City.Any certificate filed with City shall
provide that City will be given ten (10)days prior written notice before modification or
cancellation thereof.
13.3 Commercial General Liability and Automobile Insurance.Prior to City's
execution of this Agreement,Contractor shall obtain,and shall thereafter maintain during
the term of this Agreement,commercial general liability insurance and automobile
liability insurance as required to insure against damages for personal injury,including
accidental death,as well as from claims for property damage,which may arise from or
which may concern operations by anyone directly or indirectly employed by,connected
with,or acting for or on behalf of Contractor.The City and the City,and its officers,
employees and agents,shall be named as additional insured under the Contractor
insurance policies.
13.3.1 Contractor commercial general liability insurance policy shall cover both
bodily injury (including death)and property damage (including,but not limited to,
premises operations liability,products-completed operations liability,independent
liability,personal injury liability,and contractual liability)in an amount not less than
$1,000,000 per occurrence and a general aggregate limit in the amount of not less
than $2,000,000.
13.3.2 Contractors automobile liability policy shall cover both bodily injury and
property damage in an amount not less than $500,000 per occurrence and an
aggregate limit of not less than $1,000,000.All of Contractor automobile and/or
commercial general liability insurance policies shall cover all vehicles used in
connection with Contractor performance of this Agreement,which vehicles shall
include,but are not limited to,owned vehicles,leased vehicles,Contractor
employee vehicles,non-owned vehicles and hired vehicles.
13.3.3 Prior to City's execution of this Agreement,copies of insurance policies or
original certificates and additional insured endorsements evidencing the coverage
required by this Agreement,for both commercial general and automobile liability
insurance,shall be filed with City and shall include the City and its officers,
employees and agents,as additional insured .Said policies shall be in the usual
form of commercial general and automobile liability insurance policies,but shall
include the following provisions:
It is agreed that the City of Grand Terrace and its officers,employees and agents,
are added as additional insures under this policy,solely for work done by and on
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behalf of the named insured for the City of Grand Terrace.
13.4 Insurance.Contractor shall require all of its subcontractors to
carry insurance,in an amount sufficient to cover the risk of injury,damage or loss that
may be caused by the scope of work and activities provided in
furtherance of this Agreement,including,but without limitation, the following
Workers Compensation,Commercial General Liability,Errors and
Omissions,and Automobile liability.Upon request,Contractor shall provide City
with satisfactory evidence that Subcontractors have obtained insurance policies and
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.
16.City's Right to Employ Other.City reserves the right to employ other in connection with
the Services.
17.Solicitation.Contractor warrants that they have not employed or retained any person or
City to solicit or secure this Agreement,nor has it entered into any agreement or understanding
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
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
commission,percentage,brokerage or commission fee.The remedies specified in this section
shall be in addition to and not in lieu of those remedies otherwise specified in this Agreement.
18.General Compliance with Laws.Contractor shall keep fully informed of federal,state and
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.
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 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
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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20.1 Other than as stated below,City shall give Contractor thirty (30)days prior written
notice prior to termination.
20.2 City may terminate this Agreement upon fifteen (15) days written notice to
Contractor,in the event:
20.2.1 Contractor substantially fails to perform or materially breaches the Agreement;
or
20.2.2 City decides to abandon or postpone the Services.
21.Offsets.Contractor acknowledges and agrees that with respect to any business tax or
penalties thereon,utility charges,invoiced fee or other debt which Contractor owes or may owe
to the City,City reserves the right to withhold and offset said amounts from payments or refunds
or reimbursements owed by City to Contractor.Notice of such withholding and offset shall
promptly be given to by City in writing.In the event of a dispute as to the amount owed or
whether such amount is owed to the City,City will hold such disputed amount until either the
appropriate appeal process has been completed or until the dispute has been resolved.
22.Successors and Assigns.This Agreement shall be binding upon City and its successors
and assigns,and upon Contractor and its permitted successors and assigns,and shall not be
assigned by,Contractor either in whole or in part,except as otherwise provided in paragraph 9 of
this Agreement.
23.Governing Law,Venue,Dispute Resolution and Attorneys'Fees.This Agreement shall
be governed by and construed in accordance with laws of the State of California.Prior to
commencing suit in a court of competent jurisdiction,any controversy,dispute or claim arising
out of the Agreement shall first be submitted to an alternative dispute resolution process as set
forth in Section 24 herein.Any action at law or in equity brought by either of the parties hereto
for the purpose of enforcing a right or rights provided for by this Agreement shall be tried in a
court of competent jurisdiction in the County of San Bernardino,State of California,and the
parties hereby waive all provisions of law providing for a change of venue in such proceedings to
any other county.In the event either party hereto shall bring suit to enforce any term of this
Agreement or to recover any damages for and on account of the breach of any term or condition
of this Agreement,it is mutually agreed that the prevailing party in such action shall recover all
costs thereof,including reasonable attorneys'fees,to be set by the court in such action.
24.Alternative Dispute Resolution.In the event of any controversy,dispute or claim arising
out of or relating to this Agreement,the parties hereto shall consult and negotiate with each other
and,recognizing their mutual interest,attempt to reach a solution satisfactory to both parties. If
they do not reach settlement within a period of 60 days,the matter shall be submitted to an
alternative dispute resolution process,either nonbinding arbitration or mediation, by
written notice from either party to the other.The parties shall meet and confer in good faith and
select a Process and an arbitrator or a mediator that is agreeable to both sides.The selected
Process shall be completed no later than 120 days after tender of the
aforementioned written notice,unless the Parties mutually agree to an extension of the Process
Period.If the matter is not successfully resolved by the selected Process,within the Process
Period,the parties are free to commence litigation in a court of competent jurisdiction as defined
in Section 23 herein. Any litigation commenced without both consent prior to the end
of the Process Period, shall be subject to a stay until the end of the Process Period.The Parties
further agree to equally bear the cost of the Process.
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25.Nondiscrimination.During Contractor 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.
27.Authority:The individuals executing this Agreement and the instruments referenced herein
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.
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.
29.1 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.
29.2 This Agreement shall be governed by and construed in accordance with the laws
of the State of California in effect at the time of the execution of this Agreement.
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D-8
IN WITNESS WHEREOF City and Contractor have caused this Agreement to be duly
executed the day and year first above written.
THE CITY OF GRAND TERRACE,
A public body
By:_
G. Harold Duffey
City Manager
Attest:
Pat Jacques-Nares
City Clerk
APPROVED AS TO FORM:
Richard L.Adams II
City Attorney
CONTRACTOR
By:_
[Printed Name]
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E-1
GENERAL PROVISIONS
SECTION 1 -DEFINITIONS AND ABBREVIATIONS
1.01 CITY
The word "City" shall mean the City of Grand Terrace named in the Contract Documents.
1.02 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.
1.03 CONTRACTOR
The word "Contractor" shall mean the party entering into Contract with the City for performance
of the work called for in these specifications and shown on the drawings, including the
Contractor's authorized agents.
1.04 SUBCONTRACTOR
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.
The Contractor, shall in his bid offer, set forth:
(a)The name and the location of the place of business of each subcontractor who
will perform work or labor or render service to the prime Contractor in or about
the construction of the work or improvements, or a subcontractor licensed by the
State of California who, under subcontract to the prime Contractor, specially
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
one-half of 1 percent of the prime Contractor's total bid.
(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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E-2
1.05 CONTRACT
The word "Contract" shall mean the Contract Documents and shall include the written
Agreement entered into by the City and the Contractor for the performance of work described in
the specifications and shown on the Drawings, together with the Notice Inviting Bids, the
Instruction to Bidders, the Proposal, the Information Required of Bidder, the Specifications, the
Drawings, all addenda issued by the City with respect to the foregoing prior to the opening of
bids, and all change orders issued by the City and signed by the Contractor pertaining to the
Contract after the Contract is awarded.
1.06 SPECIFICATIONS
The word "Specifications" shall mean the General Conditions of the Contract and the Special
Provisions of the Contract, together with all addenda and change orders issued with respect
thereto.
STANDARD SPECIFICATIONS. The work embraced herein shall be done in accordance with
the provisions of the Standard Specifications for Public Works Construction, 2009 Edition,
commonly known as the "Greenbook", produced by Public Works Standards, Inc. and published
by BNI Publications Inc., insofar as the same may apply, which specifications are hereinafter
referred to as the Standard Specifications, and as modified herein.
1.07 DRAWINGS
The words "Drawings" or "Contract Drawings" shall mean those drawings accompanying the
Specifications which show the location, nature, extent and form of the work together with
applicable details.
1.08 COUNCIL
The City Council of the City of Grand Terrace.
1.09 ENGINEERS ESTIMATE
The lists of estimated quantities of work to be performed as contained in the Contract
Documents.
1.10 INSPECTOR
The representative of the Engineer or Director of Public Works who is assigned to inspect
conformance of the work in accordance with plans and specifications.
1.11 OVERLAY
A supplemental surface course placed on an existing pavement to improve its surface
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E-3
conformation or increase its strength.
1.12 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.
1.16 RIGHT-OF-WAY
Includes City of Grand Terrace Public Right-of-Way and City of Grand Terrace Public
Easements.
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E-4
SECTION 2 -SPECIFICATIONS, DRAWINGS AND RELATED DATA
2.01 INTENT OF SPECIFICATIONS AND DRAWINGS
The intent of the Specifications and Drawings is that the Contractor furnish all plans, labor,
materials, equipment and services, except as may be specifically noted otherwise, which are
required or necessary to fully complete the work.
2.02 SPECIFICATIONS AND DRAWINGS COMPLEMENTARY
The Specifications and Drawings are complementary to each other.
2.03 DISCREPANCIES IN SPECIFICATIONS AND DRAWINGS
Any discrepancies, errors, or omissions found in the Specifications or Drawings shall be
promptly reported to the Engineer who will issue a correction in writing. The Contractor shall not
take advantage of any such discrepancies, errors, or omissions, but shall comply with any
corrective measures regarding the same prescribed by the Engineer.
2.04 CONFLICTS BETWEEN SPECIFICATIONS AND DRAWINGS
In case of conflict between the Specifications and the Drawings, the Specifications shall govern
over the Drawings. In cases of conflict between the General Conditions and Special Provisions
of the Specifications, the Special Provisions shall govern over the General Conditions.
2.05 SHOP DRAWINGS
(a) Wherever called for in these Specifications or on the Drawings, or where required
by the Engineer, the Contractor shall furnish to the Engineer for review, 7 prints
of each shop drawing. The term "Shop Drawing" as used herein shall be
understood to include detail design, calculations, fabrication and installation
drawings, lists, graphs, operating instructions, etc. Unless otherwise required,
said drawings shall be submitted at a time sufficiently early to allow review of
same by the Engineer, and to accommodate the rate of construction progress
required under the Contract.
(b)All shop drawing submittals shall be accompanied by a letter of transmittal
identifying Contractor, fabricator and subcontractor. The Contractor may
authorize a material or equipment supplier to deal directly with the Engineer with
regard to shop drawings, however, ultimate responsibility for the accuracy and
completeness of the information contained in the submittal shall remain with the
Contractor.
(c) Normally, a separate transmittal shall be used for each specific item or class of
material or equipment for which a submittal is required. Transmittal of shop
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E-5
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.
(I) 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.
2.06 REFERENCE TO STANDARDS OR PUBLICATIONS
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Any reference made in the Specifications or Drawings to any specifications, standard, or
publication of any organization shall, in the absence of a specific designation to the contrary, be
understood to refer to the latest edition of the specification, standard, or publication in effect as
of date of advertising the work.
2.07 REFERENCE TO PROPRIETARY PRODUCTS
Where references to proprietary products appear in the Specifications or Drawings, it is for the
purpose of establishing an acceptable standard of equality or design. Unless a substitute is
expressly prohibited, the Contractor may request approval of a substitute for any such
proprietary product. Such request must be in writing and must include descriptive literature,
specifications, test reports, or samples, as appropriate, to enable the Engineer to determine the
acceptability of the product proposed for substitution. No substitute product shall be used on
the work until written approval has been received from the Engineer.
2.08 SPECIFICATION AND DRAWINGS FURNISHED TO THE
CONTRACTOR
The Owner shall furnish the Contractor 5 sets of Specifications, together with reduced drawings
(if any) and 5 sets of full-scale Drawings. Additional quantities of Specifications and Drawings
will be furnished at reproduction cost.
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SECTION 3 -ENGINEER-CONTRACTOR RELATIONS
3.01 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.
3.02 ARBITRATION
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.
3.03 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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transmission line, ditch, fence, or structure, and for replacing same. The
Contractor shall not be entitled to any extension of time or extra compensation on
account of any postponement, interference, or delay caused by any such
pipeline, transmission line, fence, or structure being on the line of the work
except as provided in Section 3.04.
3.04 CONSTRUCTION INTERFERENCES
(a) As used in this section, the word "Utility" shall be understood to include
tracks, overhead or underground wires, cables, pipelines,conduits, ducts,
sewers or storm drains. As used in this Section, the term "Service Connection"
shall be understood to mean all or any portion of a pipeline (including sewer
house laterals), conduit, wire, cable or duct, including meter, between a utility
distribution line and an individual customer, or customers when served by a
single service connection. As used in this Section, the term "Construction
Interference" shall be understood to include any utility or service connection
within the limits of excavation or over excavation required for the work under the
Contract as shown or as ordered by the Engineer, or any utility or service
connection located in the space which will be required by any of the work under
this Contract.
(b) In the event any utility or service connection is required to be disturbed or
removed to permit construction of a pipeline or other structure under the
Contract, such disturbance or removal shall be done only with the approval of the
Engineer and following notification to the Owner of the interfering utility or service
connection. Any such utility or service connection removed or otherwise
disturbed shall be reconstructed as promptly as possible in its original or other
authorized location in a condition at least as good as prior to such removal or
disturbance, subject to the inspection of the owner of same. The Contractor's
responsibility under this Section to remove or replace shall apply even in the
event such damage or destruction occurs after backfilling. The Owner of the
utility or service connection shall be notified immediately after damage or
destruction occurs or is discovered.
(c) During the performance of the work under this Contract, the Owner of any
utility affected by the work shall have the right to enter when necessary upon any
portion of the work for the purpose of maintaining service and of making changes
in or repairs to said utility.
(d) The Drawings show the approximate positions of known utilities in the
immediate vicinity of the work, but the City does not guarantee that all existing
utilities are shown. Service connections normally are not shown on the
Drawings. The Contractor, before commencing any excavation, shall ascertain
from records or otherwise, the existence, horizontal and vertical position, and
ownership of all existing utilities and service connections. If the Contractor
discovers any utility in the line of the work which is not shown on the Drawings,
he shall immediately notify the Engineer of the existence of same.The City will
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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
and by reason of such work. The Owner's obligation to repair damage to such a
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.
(f) All costs involved in removing, relocating, protecting, supporting, repairing,
maintaining or replacing any utility or service connection other than those
described in Subsection (e) herein shall be borne by the Contractor.
(g) The Contractor shall not be assessed liquidated damages for failure to
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,
protection, support, repair, maintenance and replacement.
(h) The City reserves the right, upon the determination of the actual position of
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
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.
Where unit prices in the Bidding Schedule are not applicable, adjustment in
Contract price will be in accordance with Section 5.02.
3.05 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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The address given in the form entitled "INFORMATION REQUIRED OF BIDDER" is hereby
designated as the place to which all notices, letters, and other communications to the Contractor
will be mailed or delivered. The mailing or delivering to said address of any notice, letter, or
other communication shall be deemed sufficient service thereof upon the Contractor. The date
of such service shall be the date of such mailing or delivery. Said address may be changed at
any time by written notice signed by the Contractor and delivered to the Engineer.
3.07 CONTRACTOR'S SUPERINTENDENCE
A qualified superintendent, acceptable to the Engineer, shall superintend the work and shall
provide competent supervision of the work until its completion. The superintendent shall have
full authority to act in behalf of the Contractor, and all directions given by the Engineer to the
superintendent shall be considered given to the Contractor. If the superintendent is not present
on a part of the work where the Engineer desires to give instructions, such instructions may be
given by the Engineer to the foreman in charge of the particular work to which the instructions
apply. Such instructions given to a foreman likewise shall be considered given to the
Contractor. Such instructions given by the Engineer to the superintendent or to a foreman,
when they concern items of substantial importance, will be confirmed in writing. All instructions
within the Engineer's authority as specified in Section 3.01. All as provided for in this
Subsection of the Standard Specifications except the Contractor shall submit a phone number
or numbers where he or his representative may be contacted 24 hours a day, 7 days a week in
the event of an emergency.
3.08 PROTESTS
If the Contractor considered any work demanded of him to be outside the requirements of the
Contract, or if he considers any order, instruction, or decision of the Engineer or of any inspector
to be unfair, he shall, immediately upon receipt of such order, instruction, or decision, ask for a
written confirmation of the same, whereupon he shall proceed without delay to perform the work
or to conform to the order, instruction, or decision satisfactory; but, unless the Contractor finds
such order, instruction, or decision satisfactory, he shall within 10 days after receipt of same, file
a written protest with the Engineer, stating clearly and in detail his objections and the reasons
therefore. Except for such protests or objections as are made of record in the manner specified
and within the time stated herein, the Contractor hereby waives all round for protests or
objections to the orders, instructions, or decisions of the Engineer and hereby agrees that, as to
all matters not included in such protest, the orders, instructions and decisions of the Engineer
and hereby agrees that, as to all matters not included in such protest, the orders, instructions
and decisions of the Engineer will be limited to matters properly falling within the Engineer's
authority as specified in Section 3.01.
3.09 INSPECTION AND TESTING
(a) All materials furnished and all work performed under the Contract shall be
subject to inspection by the Engineer. The Contractor shall be held strictly to the
true intent of the Specifications and Drawings in regard to quality to materials,
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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.
3.10 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
may be 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.
3.11 SUBCONTRACTS
(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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limitations as an original subletting. Each subcontractor shall be properly
licensed for the type of work which he is to perform.
(b) A copy of each subcontract, if in writing (or if not in writing, then a written
statement signed by the Contractor giving the name of the Subcontractor and the
terms and conditions of each subcontract), shall be filed promptly upon the
Owner's request. Each subcontract shall contain a reference to the Agreement
between the Owner and the Contractor, and the terms of that Agreement covered
thereby. Each subcontract shall provide for annulment of the same by the
Contractor upon written order of the Engineer, if, in the Owner's opinion, the
Subcontractor fails to comply with the requirements of the prime Contract insofar
as the same may be applicable to this work.
(c) The Contractor shall be responsible to the Owner for the acts and omissions
of his subcontractor and their employees to the same extent as he is responsible
for the acts and omissions of his own employees. Nothing contained in this
Section shall create any contractual relationship between any subcontractor and
the Owner or relieve the Contractor of any liability or obligation under the prime
Contract.
3.12 SUSPENSION OF WORK
(a) The Owner may, by written notice to the Contractor, suspend the work, in
whole or in part, for such period or periods as he may deem necessary, due to
unsuitable weather, delay in delivery of Owner-furnished equipment or materials,
or such other conditions as are considered unfavorable for prosecution of the
work, or failure on the part of the Contractor to carry out the provisions of the
Contract or to provide materials or workmanship meeting the requirements of the
Specifications. Suspended work shall be resumed by the Contractor within 10
days of receipt from the Owner of written notice to proceed.
(b) The Contractor shall have no claim for damages alleged to have been
suffered by reason of any suspension of the work without termination of the
Contract, and he shall receive no additional compensation because of any such
suspension.
3.13 TERMINATION OF CONTRACT BY OWNER (CONTRACTOR NOT AT
FAULT)
The Owner may terminate the Contract upon 10 days written notice to the
Contractor, if it is found that reasons beyond the control of either the Owner of
Contractor make it impossible or against the Owner's interests to complete the
work. In such a case, the Contractor shall have no claims against the Owner
except (1) for the value of work performed up to the date the Contract is
terminated, and (2) for the cost of materials and equipment on hand, in transit or
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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.
3.14 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.
3.15 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 fail 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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Contractor shall have no claim against the Owner except for those claims specifically
enumerated in Section 3.13.
3.16 FAILURE TO COMPLY
If the Contractor should refuse or neglect to comply with the provisions of the Contract or the
orders of the Owner, the Owner may have such provisions or orders carried out by others at the
expense of the Contractor.
3.17 CONTRACT TIME OF COMPLETION
The Contractor shall complete the construction of the work to the satisfaction of the Owner, in
accordance with the Standard Specifications and the Special Conditions. A "Notice to Proceed"
will be issued by the Owner, the date of which shall commence the Contract time. The allotted
time for this project is as follows:
All work shall be performed on a Friday and Saturday, if more than one day is
needed, from 7:30am 6:00pm.
SECTION 4 -MATERIALS AND WORKMANSHIP
4.01 SAFEGUARDING OF EQUIPMENT, MATERIALS AND WORK
The Contractor shall properly safeguard all equipment, materials, and work against loss,
damage, malicious mischief, or tampering by unauthorized persons until acceptance of the work
by the City. Locked and covered storage or continuous surveillance by a watchman shall be
provided if required to accomplish this purpose.
4.02 NEW MATERIALS AND EQUIPMENT
Unless otherwise specified, shown, or permitted by the Engineer, all materials and equipment
incorporated in the work shall be new and current manufacture. The Engineer may request the
Contractor to furnish manufacturer's certificates to this effect.
4.03 CONTRACTOR'S UTILITIES
The Contractor shall provide his own water, telephone, and all electric power required in
performance of the work under the Contract, and shall pay all installation charges and monthly
bills in connection therewith.
4.04 TITLE TO MATERIALS FOUND ON THE WORK
The City reserves the right to retain title to all soils, stone, sand, gravel, and other materials
developed and obtained from the excavation and from other operations connected with the
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work. Unless otherwise specified in the Special Provisions,neither the Contractor nor any
subcontractor shall have any right, title, or interest in or to any such materials. The Contractor
will be permitted to use in the work, without charges, any such materials which meet the
requirements of the Special Provisions and Drawings.
4.05 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.
4.06 SOUND CONTROL REQUIREMENTS
4.07 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.
4.08 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.
4.09 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
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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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SECTION 5 -PROGRESS AND PAYMENT
5.01 BREAKDOWN OF CONTRACT PRICE
Prior to commencement of the work, if requested by the Engineer, the Contractor shall submit a
detailed price breakdown of any or all of his bid items for the work. Such price breakdown shall
include quantities, unit prices, and any other information required, in sufficient detail, to enable it
to be used by the Engineer in preparing the monthly progress estimates. The Contractor shall
use the price breakdown form bound with Specifications if one is included.
5.02 CHANGE ORDERS
(a)The City may, as the need arises, order changes in the work through additions,
deletions, or modifications, without invalidating the Contract. Such changes will
be effected through written change orders delivered to the Contractor, describing
the change required in the work, together with any adjustment in Contract price
or time of completion as hereinafter provided. No such change shall constitute
the basis of claims for damage or anticipated profits; however, the City will make
reasonable allowance for the value of any work materials or equipment furnished
and subsequently rendered useless because of such change. Any adjustment in
Contract price resulting from a change order will be considered in computing
subsequent monthly payments due the Contractor. Any work performed in
accordance with a change order shall be subject to all provisions of the original
Contract, and the Contractor's sureties shall be bound thereby to the same
degree as under the original Contract.
(b)No labor cost for move in and out of minimum charges, other than the hourly
rate, shall be allowed for persons available from the force already on the job site.
Only the foremen directly supervising the job shall be included in the labor
charges. Labor rates for delays will be the actual costs. Labor rates for extra
work will be taken from the rates published periodically by the California
Department of Transportation.
Equipment rental rates for delays and for extra work will be taken from the rates
published periodically by the California Department of Transportation. Move in
and out or minimum charges other than the hourly rate, shall not apply to
equipment available from the force already on the job site. Right-of-way delay
factors shown on the Equipment Rental Rates do not apply. Copies of the
prevailing Equipment Rental Rates are available from the:
STATE OF CALIFORNIA
DEPARTMENT OF TRANSPORTATION
1900 ROYAL OAKS DRIVE
SACRAMENTO, CALIFORNIA 95819
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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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5.03 OVERTIME
Except as otherwise provided in this Section, the Contractor shall receive no additional
compensation for overtime work even though such overtime work may be required under
emergency conditions and may be ordered by the Engineer in writing. Additional compensation
will be paid the Contractor for overtime work only in the event extra work is ordered by the
Engineer and the change order specifically authorizes the use of overtime work, and then only
to such extent as overtime wages are regularly being paid by the Contractor for overtime work
of a similar nature in the same locality.
5.04 EXTENSION OF TIME
(a)The Contractor may be entitled to an extension of Contract time (1) if the work
has been suspended by the City, in whole or in part; or (2) Where weather or
other circumstances occur which delay progress and which are clearly beyond
the control of the Contractor; provided that, in either case, the Contractor is not at
fault and is not negligent under the terms of the Contract. The extension of time
allowed shall be as determined by the City.
(b)To receive consideration, a request for extension of time must be made in writing
to the City stating the reason for said request, and such request must be
received by the City within 10 days following the end of the delay-causing
condition.
5.05 LIQUIDATED DAMAGES
(a)The Contractor shall pay to the City the amount of two hundred and fifty dollars
per day, not as a penalty but as liquidated damages, if he fails to complete the
work within the time agreed upon. The period for which said damages shall be
paid shall be the number of calendar days from the date of termination of any
extension of time approved by the City. The City may deduct the amount of said
damages from any monies due or to become due the Contractor.
(b)The said amount is fixed and agreed upon by and between the Contractor and
the City because of the impracticability and extreme difficulty fixing and
ascertaining the actual damages the City would sustain; and said amount is
agreed to be the amount of damages which the City would sustain.
(c)The Contractor will not be assessed liquidated damages for delay in completion
of the project, which such a delay was caused by the failure of the City or the
Owner of a utility to provide for removal or relocation of an existing unknown
utility facility.
5.06 PROGRESS SCHEDULES
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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.
5.07 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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(e)In the event the Contract is terminated, any funds due the Contractor and
retained by the City in accordance with Subsection 5.07 shall become the
property of the City to the extent necessary to repay to the City any excess in the
Contract price above the cost of the work completed at the time of termination.
After issuance of notice of discontinued work, no further payments will be made
to the Contractor for the work covered by the notice until completion of the work
and final settlement has been made.
(f)Securities may be substituted by the Contractor for monies withheld as a
retention by the City to insure the performance of the work described in the
Contract agreement. At the request and expense of the Contractor, securities
equivalent to the amount withheld shall be deposited with the City, or with a State
or Federally chartered bank as the escrow agent, who shall pay such moneys to
the Contractor upon satisfactory completion of the Contract.
Securities eligible for investment under this Section shall include those listed in
Section 16430 of the Government Code or bank or savings and loan certificates
of deposit. The Contractor shall be the beneficial owner of any securities
substituted for money withheld and shall receive any interest thereon.
5.08 FINAL ESTIMATE AND PAYMENT
(a)When the City is of the opinion that the Contractor has completely performed all
work required under the Contract, he will submit to the Contractor a draft of the
final estimate. The Contractor will be expected to submit his written approval of
said final estimate within 5 calendar days after receipt or, in the event the
Contractor disagrees with said final estimate, he shall, within said 5-day period,
file a written statement of all claims which he intends to present. If the Contractor
delays more than 5 calendar days in approving said final estimate or in
presenting his own claims, the time for the final payment shall be extended by
the period of such delay.
(b)Upon receipt by the City of the Contractor's written approval of said final estimate
in accordance with Subsection 5.08(a), the City will certify physical completion of
the work.
(c)After acceptance of the work by the City and 35 calendar days after filing of the
Notice of Completion, the City will pay to the Contractor the amount remaining
after deducting all prior payments and all amounts to be kept or retained under
the provisions of the Contract. In the event acceptance of the work is delayed
more than 30 calendar days beyond the date of the last partial payment under
the Contract, the City will make further partial payment in accordance with
Section 5.07.
(d)If the Contractor disagrees with the City's final estimate and files a written
statement of his claims in accordance with Subsection 5.08(a), the City will issue,
as a semi-final estimate, the proposed estimate submitted to the Contractor, and
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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).
5.09 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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SECTION 6 -BONDS, INSURANCE, LEGAL RESPONSIBILITY, AND PUBLIC
SAFETY
6.01 FAITHFUL PERFORMANCE BOND
Each bond which is written by an out-of-state bonding company shall contain the name, address
and telephone number of an agent located in the State of California who is authorized to act for
the bonding company.
The Contractor shall secure with a corporate surety or sureties satisfactory to the City, a bond in
the amount of 100 percent of the total Bid Amount to guarantee faithful performance of the
Contract. The amount of this Faithful Performance Bond shall be reduced to 50% of the
Contract amount or $500.00 whichever is greater and shall remain in full force and effect for one
year from the date of the Final Notice of Completion to assure and guarantee against any
defective materials furnished in the performance of the Contract.
6.02 LABOR AND MATERIAL BOND
The Contractor shall secure with a corporate surety or sureties satisfactory to the City, a bond in
the amount of 100 percent of the total Bid Amount to guarantee payment of claims of laborers
and material-men under the Contract.
6.03 ADDITIONAL SURETY
If, during the life of the Faithful Performance Bond, any of the sureties named in said bond
become insufficient in the opinion of the City, he may require the Contractor to furnish additional
sufficient sureties within 5 days of receipt of written order to do so. In the event the Contractor
fails or neglects to furnish sufficient additional sureties, when ordered, within the prescribed time
period, the City may suspend the work or terminate the Contract, and the Contractor shall have
no claim for damages.
6.04 CONTRACTOR INDEBTEDNESS
Indebtedness incurred for any cause in connection with this work must be paid by the
Contractor and the City is hereby relieved at all times from any indebtedness or claim other than
payments under terms of the Contract and the Contractor will indemnify and hold harmless the
City and its officers and employees from any loss, demand, damages, claims or actions arising
from or in connection with said indebtedness.
6.05 UNPAID CLAIMS
If, upon or before the completion of the work, or at any time prior to expiration of the period
within which claims of lien may be filed of record, any person claiming to have performed
any labor or to have furnished any materials, supplies, or services toward the performance of
this Contract, or to have agreed to do so, shall file with the City a verified statement of such
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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.
6.06 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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(f) Scope of Insurance -The insurance required under Subsections (c) and
(d) hereof shall provide adequate protection for the Contractor and his
subcontractor's respectively, against damage claims which may arise
from operations under this Contract, whether such operations be by the
insured or by anyone directly or indirectly employed by him. In addition,
the insurance required under subsections (c), (d) and (e) hereof shall
name the City and Engineer, and their officers, agents and employees, as
"additional insured" under the policies. The insurance coverage should
contain the following provisions: "Solely as respects work done by and on
behalf of the named insured for the City of Grand Terrace, it is agreed
that the City of Grand Terrace, is added as an additional insured under
this policy. It is further agreed that the other insurance conditions of the
policy are amended to conform therewith."
All liability insurance policies shall bear an endorsement or shall have
attached a rider whereby it is provided that, in the event of expiration,
material alteration, or proposed cancellation of such policies for any
reason whatsoever, the City shall be notified by registered or certified
mail not less than 30 days before expiration, material alteration or
cancellation is effective.
All liability insurance shall cover comprehensive general and automobile
liability for both bodily injury (including death) and property damage,
including but not limited to aggregate products, aggregate operations,
aggregate protective and aggregate contractual with the following
minimum limits:
Bodily injury (including death) $1,000,00 each person, $1,000,000 each
occurrence
Property Damage $500,000 each occurrence, $1,000,000 aggregate
Special attention is directed to possible flood hazards, and/or nuisance
water such as irrigation and other runoff. The Contractor shall be
responsible for all injuries or damages to any portion of the work
occasioned by the above causes and he shall make good such injuries or
damages at no cost to the City prior to the completion and acceptance of
the work.
(g) Proof of Insurance -The Contractor shall furnish the City with certificates
showing the type, amount, class of operations covered, effective dates
and date of expiration of policies. Such certificates shall also contain
substantially the following statements: "The insurance covered by this
certificate will not be cancelled or materially altered, except after 30 days
written notice has been received by the City."
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6.07 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.
6.08 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
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
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
time the contract is awarded. The website for contractor registration with the Department of
Industrial Relations (DIR) is https://efiling.dir.ca.gov/PWCR; the annual non-refundable fee, valid
July 1 through June 30 (state fiscal year), is $300.
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.
6.09 PERMITS AND LICENSES
Unless otherwise provided in the Special Provisions, the Contractor shall obtain at his own
expense all permits and licenses required for prosecution of the work and shall pay all taxes
properly assessed against his equipment or property used in connection with the work.
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
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
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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E-27
6.10 SALES AND USE TAXES
The Contractor shall pay all sales and use taxes assessed by Federal, State or local authorities
on materials furnished by the Contractor in performance of the work.
6.11 PATENTS AND COPYRIGHTS
The Contractor shall indemnify and save harmless the City and its officers, agents, and
employees, against all claims or liability arising from the use of any patented or copyrighted
design, device, material, or process by the Contractor or any of his subcontractors in the
performance of the work.
6.12 Reserved
6.13 PUBLIC SAFETY AND CONVENIENCE - Please refer to Special
Provisions
For convenience to the Contractor to comply with the other provisions of this section, the
following telephone numbers are listed.
Fire Department 909-825-0221
Sheriff Department 909-824-0680
Courtesy Ambulance Service 909-884-3155
RTA 909-682-1234
Colton Unified School District 909-976-4110
If the above telephone numbers are changed, the Contractor is not relieved of his responsibility
of notifying the various departments.
6.14 SANITARY PROVISIONS
The Contractor shall provide and maintain such sanitary accommodations for the use of his
employees and those of his subcontractors as may be necessary to comply with the
requirements of local and State health departments.
6.15 FEDERAL SAFETY AND HEALTH REGULATIONS
(a)Contractors and subcontractors shall comply with the provisions of the
Safety and Health Regulations for construction, promulgated by the
Secretary of Labor under Section 107 of the "Contract Work Hours and
Safety Standards Act", as set forth in Title 29, C.F.R.
(b) Contractors and subcontractors shall comply with the provisions of
the Occupational Safety and Health Standards, promulgated by the
Secretary of Labor under the "Occupational Safety and Health Act of
1970," as set forth in Title 29. C.F.R.
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E-28
SECTION 7 -STATE OF CALIFORNIA REQUIREMENTS
7.01 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.
7.02 PAYROLL RECORDS
Contractor shall provide the City with certified copies of payroll records upon demand,
and within 24 hours of such demand.
7.03 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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E-29
7.04 WORKING HOURS
(a) The Contractor shall comply with Chapter 8.108 G.T.M.C. restricting work
between the hours of eight p.m. and seven a.m. weekdays, including
Saturday or at any time on Sunday or a National Holiday.
(b) The Contractor shall comply with all applicable provisions of Sections
1810 to 1817, inclusive, of the California Labor Code relating to working
hours. The Contractor shall, as penalty to the City, forfeit $25.00 for each
workman employed in the execution of the Contract by the Contractor or
by any subcontractor for each calendar day during which such workman is
required or permitted to work more than 8 hours in any one calendar day
and 40 hours in any one calendar week in violation of the
above-mentioned Sections of the California Labor Code.
7.05 PROTECTION OF WORKERS IN TRENCH EXCAVATION
Contractor shall comply with all of the requirements of California Division of Industrial
Safety. The protection of workers must meet the requirements of Construction Safety
Orders.
7.06 CONTRACTOR NOT RESPONSIBLE FOR DAMAGES RESULTING FROM
CERTAIN ACTS OF GOD
As provided in Sections 4150 and 4152, inclusive, of the California Government code,
the Contractor shall not be responsible for the cost of repairing or restoring damage to
the work, which damage is determined to have been proximately caused by an Act of
God in excess of five percent of the contracted amount, provided, that the work
damaged is built in accordance with accepted and applicable building standards and the
attached plans and specifications. The Contractor shall obtain insurance to indemnify
the City for any damage to the work caused by an Act of God if the premium for said
insurance coverage is not called for as a separate bid item in the Bidding Schedule for
the work.
For the purpose of this Section, the term "Acts of God" shall include only the following
occurrences or conditions and effect; earthquakes in excess of a magnitude of 3.5 on
the Richter Scale.
7.07 NOTICE OF COMPLETION
As required by the Civil Code, and within ten calendar days after date of acceptance of
the work by the City's governing body, the City will file, in the County Recorder's Office,
a Notice of Completion of the work.
7.08 CONCRETE FORMS, FALSEWORK AND SHORING
The Contractor shall comply fully with the requirements of Section 1717 of the
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E-30
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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SP-1
PART 3
CONSTRUCTION METHODS
SECTION 300 - EARTHWORK
300-1 CLEARING AND GRUBBING
300-1.2 Preservation of Property.
Any irrigation systems in conflict with the proposed improvements that are removed,
damaged, disturbed, or broken shall be modified/relocated, repaired, and/or
replaced to be operable and provide full irrigation coverage to the areas requiring
irrigation using new materials, equal or better than the original materials, with 20 mm
(3/4 in) Schedule 40 PVC being the minimum acceptable for underground lines and
13 mm (1/2 in) Schedule 80 being minimum acceptable for risers and with the
systems not being out of operation for more than two (2) days.
All trees, shrubbery and lawns deprived of normal irrigation watering due to a
thoroughly irrigated by the Contractor so that said plantings will not be damaged. If
any trees, shrubbery or lawns die or suffer unacceptable damage as a result of or
the same plant species and size. Existing grass lawns within areas that must be
excavated and/or re-graded shall be replaced with grass sod in kind. Dead, dying,
and unacceptably damaged grass shall be replaced with new grass sod.
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SP-2
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
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. ¼-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. ¼-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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SP-3
SECTION 84 - TRAFFIC STRIPES AND PAVEMENT MARKINGS
84-1 GENERAL
84-1.02 Materials. Traffic stripes and pavement markings shall be
thermoplastic and curb marking shall be paint unless otherwise shown on
the Plans. Contractor shall repaint any curb markings removed by
construction under this contract.
84-1.03A Tolerances and Appearance. The Contractor shall furnish the
necessary control points for all striping and markings, and shall be
responsible for the completeness and accuracy thereof to the satisfaction
of the Engineer.
The Contractor shall establish all traffic striping between these points by
string line or other method to provide striping that will vary less than ½-
inch in 50-feet from the specified alignment.
When no previously applied figures, markings, or traffic striping are
available to serve as a guide, suitable layouts shall be spotted in advance
of the permanent paint application. Traffic lines may be spotted by using a
rope as a guide for marking spots every 5-feet, by using a marking wheel
mounted on a vehicle, or by any other means satisfactory to the Engineer.
The Contractor shall mark or otherwise delineate the traffic lanes in the
new roadway or portion of roadway, or detour before opening it to traffic.
The Contractor shall provide an experienced technician to supervise the
location, alignment, layout, dimensions, and application of the paint.
Spotting shall be completed prior to the removal of any existing stripes.
Existing stripes and markings shall be removed prior to painting new
stripes and markings, but in no case shall any section of street be left
without the proper striping for more than 24 hours, or over weekends or
holidays.
Existing traffic stripes (including raised pavement markers), pavement
legends, and markings that do not conform to the plans shall be removed
by wet sandblasting per Section 15-2.02C, "Remove Traffic Stripes and
Pavement Markings," and Section 15-2.02D, "Remove Pavement
Markers," of the State Standard Specifications.
84-2 THERMOPLASTIC TRAFFIC STRIPES AND PAVEMENT MARKINGS
84-2.02 Materials. Traffic striping shall be thermoplastic including
crosswalks, arrows, and other pavement legends.
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SP-4
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.
Ready-mixed paints shall be suitable for use on either asphalt concrete or
portland cement concrete.
84-3.03 Construction. Paint shall be applied in two coats.
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-
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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SP-5
SPECIAL PROVISIONS
SIGNALS, LIGHTING, AND ELECTRICAL SYSTEMS
All equipment, materials, and components for installation of solar powered flashing
beacons shall conform to the 2010 Caltrans Standard Plans and Standard
Specifications, Section 86, "Signals, Lighting, and Electrical Systems," except as noted
in the 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 the 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.
86-1 GENERAL
86-1.03 Cost Breakdown. The cost breakdown shall be submitted to the
Engineer in conjunction with equipment list and drawings.
86-1.04 Equipment List and Drawings. The equipment list shall be
submitted to the Engineer within ten (10) working days after the date of
the Notice of Contract Approval.
Materials lists, manufacturer's data, brochures, technical data, etc., shall
be labeled and identified, and shall be submitted in bound booklet form.
The Contractor shall retain one copy of all approved material lists and
samples at the job site, readily accessible for inspection by the Engineer.
Said materials lists and samples shall be the basis for approval or
rejection of work.
86-1.05 Warranties, Guarantees, and Instruction Sheets. The Contractor
shall guarantee the entire work constructed under this contract and will
fully meet all requirements as to quality of workmanship and materials
any repairs or replacements made necessary by defects in workmanship
or materials that becomes evident within 1 year after acceptance of work
by the Agency and to restore to full compliance with the requirements of
these Specifications, any part of the work which during the 1-year period is
found to be deficient with respect to any provision of the Plans and
Specifications. The Contractor shall make all repairs and replacements
promptly upon receipt of written orders from the Engineer. If the
Contractor fails to make the repairs and replacements promptly, the City
may do the work and the Contractor and his surety shall be liable to the
City for the cost.
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SP-6
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
Engineer, the Contractor may commence work within 5-working days prior
to said delivery date.
The job site shall be maintained in a neat and orderly condition at all times
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,
smoothed to provide a level finished walking surface.
All striping, pavement markings, and signing shall be in place prior to
flashing beacon turn on.
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-
per approved Caltrans specifications.
86-8 PAYMENT
86-8.01 Payment. The second paragraph of Section 86-8.01, "Payment,"
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SP-7
of the State Standard Specifications, is superseded by the following:
Payment for the installation of solar powered flashing beacons shall be
included in the price bid for each solar powered flashing beacon
installation as shown on the Plans, and no additional compensation will be
allowed therefor.
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UNOIDCAL BID SUMMARY LOG
DA TE: 09/28/2016 TIME: 4:00 p.m.
BID NUMBER: 16-04
PROJECT: Street Maintenance Services
BIDDER'S NAME I ADDRESS NON-BID BOND ADDENDUM AMOUNT OF
COLLUSION 10% BID
AFFIDAVIT
Hardy & Harper, Inc. ./ ./ J...
Mike Roquet Construction v v ")._.
SE Pipe Line Construction v v 1-
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Description Estimated Quantity/ Unit Unit Price Total Price
Cold Mill and Replace 2"3000 SQ FT 3.4 10200
Cold Mill and Replace 3"3000 SQ FT 4 12000
Cold Mill and Replace 4"3000 SQ FT 4.5 13500
Asphalt Overlay 2"3000 SQ FT 1.8 5400
Asphalt Overlay 3"3000 SQ FT 2.4 7200
Asphalt Leveling Course 30 Tons 90 2700
Petromat 3000 SQ FT 4.5 13500
Asphalt Header Cut 300 Linear Feet 7 2100
Rout/Seal Pavement cracks 300 Linear Feet 1 300
Pothole Patching 1000 SQ FT 7 7000
TOTAL 73900
Description Estimated Quantity/ Unit Unit Price Total Price
Cold Mill and Replace 2"3000 SQ FT 6.47 19410
Cold Mill and Replace 3"3000 SQ FT 7.5 22500
Cold Mill and Replace 4"3000 SQ FT 8.05 24150
Asphalt Overlay 2"3000 SQ FT 4.42 13260
Asphalt Overlay 3"3000 SQ FT 4.1 12300
Asphalt Leveling Course 30 Tons 82.6 2478
Petromat 3000 SQ FT 0.85 2550
Asphalt Header Cut 300 Linear Feet 11.5 3450
Rout/Seal Pavement cracks 300 Linear Feet 1.95 585
Pothole Patching 1000 SQ FT 13.6 13600
TOTAL 114283
Description Estimated Quantity/ Unit Unit Price Total Price
Cold Mill and Replace 2"3000 SQ FT 4.6 13800
Cold Mill and Replace 3"3000 SQ FT 5.55 16650
Cold Mill and Replace 4"3000 SQ FT 6.4 19200
Asphalt Overlay 2"3000 SQ FT 2.85 8550
Asphalt Overlay 3"3000 SQ FT 3.7 11100
Asphalt Leveling Course 30 Tons 186 5580
Petromat 3000 SQ FT 1.86 5580
Asphalt Header Cut 300 Linear Feet 13.86 4158
Rout/Seal Pavement cracks 300 Linear Feet 2.5 750
Pothole Patching 1000 SQ FT 61 61000
TOTAL 146368
Hardy and Harper
Mike Roquet Construction Inc
SE Pipeline Construction
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