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09/22/2020CITY OF GRAND TERRACE CITY COUNCIL AGENDA ● SEPTEMBER 22, 2020 Council Chambers Regular Meeting 6:00 PM Grand Terrace Civic Center ● 22795 Barton Road City of Grand Terrace Page 1 PUBLIC ADVISORY: THE COUNCIL CHAMBER IS NOW OPEN TO THE PUBLIC!! Beginning June 15, 2020, the City of Grand Terrace will reopen its public meetings. Therefore, the regular meeting of the City Council for September 22, 2020 is now open to the public. Please be advised that face masks are required, social distancing will be practiced, and occupancy limits will be enforced. Please note that Pursuant to Section 3 of Executive Order N-29-20, issued by Governor Newsom on March 17, 2020, the regular meeting of the City Council for September 22, 2020 will also be conducted telephonically through Zoom and broadcast live on the City’s website. COMMENTS FROM THE PUBLIC The public is encouraged to address the City Council on any matter posted on the agenda or on any other matter within its jurisdiction. If you wish to address the City Council, you are invited to provide your name to the City Clerk who will be compiling a list of speakers. Speakers will be called upon by the Mayor at the appropriate time and each person is allowed three (3) minutes speaking time. If you would like to participate telephonically and speak on an agenda item, you can access the meeting by dialing the following telephone number and you will be placed in the waiting room, muted until it is your turn to speak: *67 1-669-900-9128 Enter Meeting ID: 817 3989 2380 Password: 346511 The City wants you to know that you can also submit your comments by email to ccpubliccomment@grandterrace- ca.gov. To give the City Clerk adequate time to print out your comments for consideration at the meeting, please submit your written comments prior to 5:00 p.m.; or if you are unable to email, please call the City Clerk’s Office at (909) 824-6621 x230 by 5:00 p.m. If you wish to have your comments read to the City Council during the appropriate Public Comment period, please indicate in the Subject Line “FOR PUBLIC COMMENT” and list the item number you wish to comment on. Comments that you want read to the City Council will be subject to the three (3) minute time limitation (approximately 350 words). Pursuant to the provisions of the Brown Act, no action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The City Council may direct staff to investigate and/or schedule certain matters for consideration at a future City Council meeting. PLEASE NOTE: Copies of staff reports and supporting documentation pertaining to each item on this agenda are available for public viewing and inspection at City Hall, 1st Floor Lobby Area and 2nd Floor Reception Area during regular business hours and on the City’s website www.grandterrace-ca.gov. For further information regarding agenda items, please contact the office of the City Clerk at (909) 824-6621 x230, or via e-mail at dthomas@grandterrace- ca.gov. 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. AMERICANS WITH DISABILITIES ACT In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk’s Office, (909) 824-6621 x230 at least 48 hours prior to the advertised starting time of the meeting. This will enable the City to make reasonable arrangements to ensure accessibility to this meeting. Later requests will be accommodated to the extent feasible. Agenda Grand Terrace City Council September 22, 2020 City of Grand Terrace Page 2 CALL TO ORDER Convene City Council Pledge of Allegiance Roll Call Attendee Name Present Absent Late Arrived Mayor Darcy McNaboe    Mayor Pro Tem Doug Wilson    Council Member Sylvia Robles    Council Member Bill Hussey    Council Member Jeff Allen    A. SPECIAL PRESENTATIONS - NONE B. REORDERING OF, ADDITIONS TO, OR REMOVAL OF ITEMS FROM THE AGENDA C. 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 – 09/08/2020 DEPARTMENT: CITY CLERK 3. Approval of the August-2020 Check Register in the Amount of $549,371.55 RECOMMENDATION: Approve the Check Register No. 08312020 in the amount of $549,371.55 as submitted, for the period ending August 31, 2020. DEPARTMENT: FINANCE Agenda Grand Terrace City Council September 22, 2020 City of Grand Terrace Page 3 4. Update City of Grand Terrace Conflict of Interest Code RECOMMENDATION: ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RESCINDING RESOLUTION NO. 2018-38 IN ITS ENTIRETY AND ADOPTING A CONFLICT OF INTEREST CODE APPLICABLE TO DESIGNATED POSITIONS, INCLUDING MEMBERS AND STAFF OF THE SUCCESSOR AGENCY TO THE GRAND TERRACE REDEVELOPMENT AGENCY, GRAND TERRACE PUBLIC FINANCE AUTHORITY, AND TO THE GRAND TERRACE HOUSING AUTHORITY DEPARTMENT: CITY CLERK 5. Update on Emergency Rehabilitation of Grand Terrace Road, North of Newport Avenue RECOMMENDATION: Receive and File DEPARTMENT: PUBLIC WORKS D. 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. E. PUBLIC HEARINGS - NONE F. UNFINISHED BUSINESS - NONE G. NEW BUSINESS 6. Agreement Between the City of Grand Terrace and the County of San Bernardino for Installation of a Ballot Drop Box at City Hall RECOMMENDATION: 1. Approve the Agreement between the City of Grand Terrace and the County of San Bernardino for Installation of a Ballot Drop Box at City Hall; and, Agenda Grand Terrace City Council September 22, 2020 City of Grand Terrace Page 4 2. Authorize the County of San Bernardino to install a ballot drop box on the west side of the City of Grand Terrace City Hall; and, 3. Authorize the City Manager to the sign the Agreement. DEPARTMENT: CITY CLERK 7. Approval of a Resolution Approving Change Orders to TSR Construction for Grand Terrace/Mount Vernon Intersection Improvements, Which Adjusts Quantities, Adds Extra Work, And, Therefore, Increases Total Compensation by $107,858.23; and Authorizing City Manager to Sign Such Change Orders RECOMMENDATION: Approve the attached resolution approving Change Order No. 1 and Change Order No. 2 for the Project entitled “Grand Terrace Mt. Vernon Intersection Project HSIPL-5421 (005)” which Adjusts Quantities for Certain Work Items, Adds Further Work Items to such Project, and which Increases the Total Compensation to be Paid to the Project Contractor in the Total Amount of $107,858.23 and which will be paid using the remaining Authorized Highway Safety Improvement Grant Funding Amounts; and Authorizing the City Manager to Execute Such Change Orders DEPARTMENT: PUBLIC WORKS H. REQUESTS FOR FUTURE AGENDA ITEMS BY CITY COUNCIL - NONE I. CITY COUNCIL COMMUNICATIONS Council Member Jeff Allen Council Member Bill Hussey Council Member Sylvia Robles Mayor Pro Tem Doug Wilson Mayor Darcy McNaboe J. CITY MANAGER COMMUNICATIONS K. CLOSED SESSION - NONE Agenda Grand Terrace City Council September 22, 2020 City of Grand Terrace Page 5 L. ADJOURN The Next Regular City Council Meeting will be held on Tuesday, October 13, 2020 at 6:00 PM. Any request to have an item placed on a future agenda must be made in writing and submitted to the City Clerk’s office and the request will be processed in accordance with Council Procedures. CITY OF GRAND TERRACE CITY COUNCIL MINUTES ● SEPTEMBER 8, 2020 Council Chambers Regular Meeting 6:00 PM Grand Terrace Civic Center ● 22795 Barton Road City of Grand Terrace Page 1 CALL TO ORDER Mayor Darcy McNaboe convened the Regular Meeting of the City Council for Tuesday, September 9, 2020 at 6:00 p.m. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor McNaboe Attendee Name Title Status Arrived Darcy McNaboe Mayor Present Doug Wilson Mayor Pro Tem Remote Sylvia Robles Council Member Present Bill Hussey Council Member Present Jeff Allen Council Member Present G. Harold Duffey City Manager Present Adrian Guerra City Attorney Present Debra Thomas City Clerk Present Steven Weiss Planning & Development Services Director Absent Craig Bradshaw Interim Public Works Director Present Cynthia A. Fortune Assistant City Manager Remote A. SPECIAL PRESENTATIONS - NONE B. REORDERING OF, ADDITIONS TO, OR REMOVAL OF ITEMS FROM THE AGENDA None. C.2 Packet Pg. 6 Mi n u t e s A c c e p t a n c e : M i n u t e s o f S e p 8 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council September 8, 2020 City of Grand Terrace Page 2 C. CONSENT CALENDAR RESULT: APPROVED [UNANIMOUS] MOVER: Jeff Allen, Council Member SECONDER: Bill Hussey, Council Member AYES: McNaboe, Wilson, Robles, Hussey, Allen 1. Waive Full Reading of Ordinances on Agenda 2. Approval of Minutes – Regular Meeting – 08/11/2020 APPROVE REGULAR MEETING MINUTES OF AUGUST 11, 2020 3. Approval of Minutes – Regular Meeting – 08/25/2020 APPROVE REGULAR MEETING MINUTES OF AUGUST 25, 2020 4. July 16, 2020 Planning Commission - Site and Architectural Review Board Meeting Minutes RECEIVE AND FILE. 5. Update on Emergency Rehabilitation of Grand Terrace Road, North of Newport Avenue RECEIVE AND FILE 6. Tentative Project Schedule for the General Plan Update RECEIVE AND FILE TENTATIVE PROJECT SCHEDULE FOR GENERAL PLAN UPDATE D. PUBLIC COMMENT None. E. PUBLIC HEARINGS - NONE C.2 Packet Pg. 7 Mi n u t e s A c c e p t a n c e : M i n u t e s o f S e p 8 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council September 8, 2020 City of Grand Terrace Page 3 F. UNFINISHED BUSINESS 7. City Department Monthly Activity Report - July 2020 G. Harold Duffey, City Manager gave the PowerPoint presentation for this item. RECEIVE AND FILE. RESULT: APPROVED [UNANIMOUS] MOVER: Jeff Allen, Council Member SECONDER: Bill Hussey, Council Member AYES: McNaboe, Wilson, Robles, Hussey, Allen G. NEW BUSINESS 8. Review of Existing Park Improvements and New Park Developments G. Harold Duffey, City Manager gave the PowerPoint presentation for this item. REVIEW EXISTING PLANS FOR PARK IMPROVEMENTS AND NEW PARK DEVELOPMENTS AND PROVIDE DIRECTION TO STAFF AND PARK AND RECREATION ADVISORY COMMITTEE RESULT: APPROVED [UNANIMOUS] MOVER: Sylvia Robles, Council Member SECONDER: Jeff Allen, Council Member AYES: McNaboe, Wilson, Robles, Hussey, Allen 9. Consideration for Use of Community Development Block Grant COVID-19 Virus (CDBG-CV) Funds and Authorization for Use of Those Funds Todd Nakasaki, Management Analyst, gave the PowerPoint presentation for this item. 1. AUTHORIZE STAFF TO UPDATE THE APPLICATION FOR CDBG- CORONAVIRUS (CV) PROGRAM FUNDING FOR EMERGENCY RENT/MORTGAGE AND UTILITY PAYMENT ASSISTANCE AND ASSISTING HOMELESS PLACEMENT IN SAFE HOUSING THROUGH PARTNERSHIPS WITH NON-PROFIT ORGANIZATIONS; AND 2. APPROVE THE REVENUE AND EXPENDITURE APPROPRIATIONS TO AVAIL OF CDBG-CORONAVIRUS FUNDING IN THE AMOUNT OF $100,000. C.2 Packet Pg. 8 Mi n u t e s A c c e p t a n c e : M i n u t e s o f S e p 8 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council September 8, 2020 City of Grand Terrace Page 4 RESULT: APPROVED [UNANIMOUS] MOVER: Jeff Allen, Council Member SECONDER: Sylvia Robles, Council Member AYES: McNaboe, Wilson, Robles, Hussey, Allen 10. Grand Terrace Small Business Storefront Assistance Grant Program to Support Local Small Businesses and Distribution of $35,000 in CARES Act Funds to Eligible Small Businesses G. Harold Duffey, City Manager gave the PowerPoint presentation for this item. 1. APPROVE GRAND TERRACE SMALL BUSINESS STOREFRONT ASSISTANCE GRANT PROGRAM; AND 2. APPROVE DISTRIBUTION OF UP TO $35,000 IN CARES ACT FUNDS TO ELIGIBLE SMALL BUSINESSES RESULT: APPROVED [UNANIMOUS] MOVER: Doug Wilson, Mayor Pro Tem SECONDER: Bill Hussey, Council Member AYES: McNaboe, Wilson, Robles, Hussey, Allen H. REQUESTS FOR FUTURE AGENDA ITEMS BY CITY COUNCIL - NONE I. CITY COUNCIL COMMUNICATIONS Council Member Jeff Allen Council Member Jeff Allen reported on his recent sighting of Citizens on Patrol and encouraged the community to join them. Council Member Bill Hussey Council Member Bill Hussey attended the League of California Cities Executive Board Meeting via Zoom. To view report, click here. Council Member Sylvia Robles Nothing to Report. Mayor Pro Tem Doug Wilson Mayor Pro Tem Doug Wilson cautioned the community about leaving their pets unattended outside as the local wildlife is roaming the area. C.2 Packet Pg. 9 Mi n u t e s A c c e p t a n c e : M i n u t e s o f S e p 8 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council September 8, 2020 City of Grand Terrace Page 5 Mayor Darcy McNaboe Mayor Darcy McNaboe attended the San Bernardino County Transportation Authority on September 2, 2020. To view report, click here. Mayor Darcy McNaboe attended the Omnitrans Board of Directors Meeting on September 2, 2020. To view report, click here. J. CITY MANAGER COMMUNICATIONS G. Harold Duffey, City Manager gave the PowerPoint presentation for this item and announced the upcoming Drive Up Movie night scheduled for Friday, September 25, 2020 and Saturday, September 26, 2020. K. CLOSED SESSION - NONE L. ADJOURN Mayor McNaboe adjourned the Regular Meeting of the City Council at 7:25 p.m. The Next Regular Meeting of the City Council will be held on Tuesday, October 13, 2020 at 6:00 p.m. _________________________________ Darcy McNaboe, Mayor of the City of Grand Terrace _________________________________ Debra L. Thomas, City Clerk of the City of Grand Terrace C.2 Packet Pg. 10 Mi n u t e s A c c e p t a n c e : M i n u t e s o f S e p 8 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) AGENDA REPORT MEETING DATE: September 22, 2020 Council Item TITLE: Approval of the August-2020 Check Register in the Amount of $549,371.55 PRESENTED BY: Cynthia Fortune, Assistant City Manager RECOMMENDATION: Approve the Check Register No. 08312020 in the amount of $549,371.55 as submitted, for the period ending August 31, 2020. 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 month of August 2020 has been prepared in accordance with Government Code §37202 and are hereby submitted for City Council’s approval. The check register list all vendor payments for the respective month, along with a brief description of the type of goods or services purchased and the account code(s) associated with each payment. The check registers list all payments made to vendors and employee reimbursements during the month of July. 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 Grand Terrace 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. DISCUSSION: CHECK REGISTER A total of $549,371.55 in accounts payable checks and/or wires were issued during the period for services, reimbursements, supplies and contracts and are detailed in the individual monthly registers. Below is a table that lists payments larger than $10,000 for the month of August-2020. C.3 Packet Pg. 11 Payments larger than $10,000: Check No. Payee Description Amount 77481 CALIFORNIA JPIA FY2020-21 GENERAL LIABILITY INSURANCE $64,506.00 FY2020-21 WORKERS' COMPENSATION INSURANCE $79,884.00 $144,390.00 77488 MOORE IACOFANO GOLTSMAN (MIG) JUN-2020 ENVIRONMENTAL REVIEW-EDWIN RENEWABLE FUELS PROJECT $11,272.20 77491 CALIFORNIA JPIA FY2020-21 PROPERTY INSURANCE $25,509.00 77495 GRANICUS MINUTETRAQ AGENDA PROCESSING ANNUAL LICENSE $16,032.00 77501 SB COUNTY SHERIFF AUG-2020 LAW ENFORCEMENT SVCS $183,999.00 77510 GOVINVEST FY2020-21 & FY2021-22 ANNUAL PENSION / OPEB SOFTWARE LICENSE $12,000.00 77518 SO. CAL EDISON COMPANY JUL-2020 ENERGY USAGE $14,287.59 77524 INTERWEST CONSULTING GROUP FEB-2020 - JUN-2020 PLAN REVIEW, DEP. BLDG OFFICIAL SERVICES $24,071.25 77545 RIVERSIDE HIGHLAND WATER CO JUN2020 - AUG 2020 WATER USAGE $13,924.49 TOTAL PAYMENTS LARGER THAN $10,000 $445,485.53 PAYROLL Payroll costs for the month: Pay Per. Period Start Period End Pay Date Amount Aug-20 4 From 7/25/2020 to 8/7/2020 8/13/2020 $44,169.69 5 From 8/8/2020 to 8/21/2020 8/27/2020 $42,198.80 $86,368.49 FISCAL IMPACT: All disbursements (including payroll) were made in accordance with the Approved Budget for Fiscal Year 2020-21 in the amount of: Description Amount Aug-20 Check Register $549,371.55 Payroll $86,368.49 $635,740.04 C.3 Packet Pg. 12 ATTACHMENTS: • Check Register Account Index (PDF) • August-2020 Check Register (PDF) APPROVALS: Cynthia A. Fortune Completed 09/12/2020 11:53 AM Finance Completed 09/12/2020 11:53 AM City Attorney Completed 09/14/2020 12:06 PM City Manager Completed 09/16/2020 6:19 PM City Council Pending 09/22/2020 6:00 PM C.3 Packet Pg. 13 CITY OF GRAND TERRACE FY2020-21 GRAND TERRACE CIVIC CENTER 22795 BARTON ROAD GRAND TERRACE, CA 92313 CHECK REGISTER Account Index Darcy McNaboe, Mayor Doug Wilson, Mayor Pro Tem Sylvia Robles, Council Member Bill Hussey, Council Member Jeff Allen, Council Member The Grand Terrace City Council meets on the Second and Fourth Tuesday of each month at 6:00 pm. C.3.a Packet Pg. 14 At t a c h m e n t : C h e c k R e g i s t e r A c c o u n t I n d e x ( A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ) 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 211 POSTAGE & MAILING 19 FACILITIES DEVELOPMENT FUND 190 NON-DEPARTMENTAL 220 SPECIAL DEPARTMENTAL EXP 20 MEASURE I FUND 195 FACILITIES MAINTENANCE 230 ADVERTISING 21 WASTE WATER DISPOSAL FUND 370 PLANNING & DEVELOPMENT SVCS 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 244 CUSTODIAL SERVICES 32 S/A CAPITAL PROJECTS FUND 430 RECREATION SERVICES 245 MAINT BLDG GRNDS EQUIPMNT 36 S/A 2011 TABS BOND PROCEEDS 441 CHILD CARE - NUTRITION GRANT 246 MAINT/OPER OF EQUIPMNT 45 CIP - COMMERCE WAY 445 CHILD CARE - TINY TOTS 250 PROFESSIONAL SERVICES 46 CIP - STREET IMPROVEMENTS 446 CHILD CARE - AFTER SCHOOL 251 BANKING SERVICE CHARGES 47 CIP - BARTON RD. BRIDGE PROJECT 447 CHILD CARE - PRE-SCHOOL 252 ROAD MAINTENANCE 48 CIP - CAPITAL PROJECTS FUND 450 PARKS MAINTENANCE 254 STREET SWEEPING 49 CIP - PARKS 461 COMMUNITY GRANTS 255 CONTRACTUAL SERVICES 50 CAPITAL PROJECT BOND PROCEEDS 500 AIR QUALITY PROGRAMS 256 ANIMAL SHELTERING SVCS 52 HOUSING AUTHORITY 510 STREET & SIGNAL LIGHTING 260 INSURANCE & SURETY BONDS 61 COMMUNITY BENEFITS FUND 573 LINE MAINTENANCE 265 MEMBERSHIPS & DUES 62 LIGHT UP GRAND TERRACE FUND 600 ZONE 1 13364 CANAL -TERR PINES 268 TRAINING 63 ILLEGAL FIREWORKS FUND 601 ZONE 3 TRACT 14471 PICO & ORIOLE 270 TRAVEL/CONFERENCES/MTGS 64 PUBLIC SAFETY FUND 602 ZONE 2 14264 FORREST CITY PHASE II 271 MILEAGE 65 SENIOR BUS PROGRAM FUND 603 ZONE 4 TRACT 17766 GREENBRIAR 625 NPDES 66 CAL RECYCLE GRANT 604 ZONE 5 TRACT 18793 PALOMINO 631 STORM DRAIN MAINTENANCE 67 PUBLIC EDUC & GOVT ACCESS (PEG)605 ZONE 6 TRACT 18071 JADEN 801 PLANNING COMMISSION 68 40TH YR CELEBRATION FUND 606 ZONE 7 TRACT 18604 TESORO/VAN BUREN 804 HISTORICAL & CULTURAL COMM. 69 COMMUNITY DAY FUND 625 NPDES 311 FACILITY IMPROVEMENTS 70 FIXED ASSED/EQUIP REPL FUND 631 STORM DRAIN MAINTENANCE 570 WASTEWATER TREATMENT 73 ACTIVE TRANS PRGM (ATP) GRANT 700 CAPITAL OUTLAY 400 OTHER COMMUNITY GRANTS 74 HIGHWAY SFTY IMPV PRGM (HSIP)705 EVERY 15 MINUTES 601 ELECTRICAL VEHICLE STATIONS 75 EMER MGMT PREP GRANT (EMPG)801 PLANNING COMMISSION 700 COMPUTER EQUIPMENT 76 ENHANCED INFRA FIN DIST (EIFD)804 HISTORICAL & CULTURAL COMMITTEE 701 CAPITAL IMPROVEMENT OTHER 77 SO CAL INCENTIVE PROJECT (SCIP)805 SENIOR CITIZENS PROGRAM 705 VEHICLES 90 COVID-19 EMERGENCY FUND 808 EMERGENCY OPERATIONS PROG.998 OVERHEAD COST ALLOCATION 95 DOG PARK ENDOWMENT FUND 999 TRANSFERS 999 TRANSFERS OUT City of Grand Terrace Check Register Index C.3.a Packet Pg. 15 At t a c h m e n t : C h e c k R e g i s t e r A c c o u n t I n d e x ( A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ) CITY OF GRAND TERRACE FY2020-21 GRAND TERRACE CIVIC CENTER 22795 BARTON ROAD GRAND TERRACE, CA 92313 MONTHLY CHECK REGISTER For the Period Ending August 31, 2020 Darcy McNaboe, Mayor Doug Wilson, Mayor Pro Tem Sylvia Robles, Council Member Bill Hussey, Council Member Jeff Allen, Council Member The Grand Terrace City Council meets on the Second and Fourth Tuesday of each month at 6:00 pm. C.3.b Packet Pg. 16 At t a c h m e n t : A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ( A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ) Invoice # E 10-185-210-000-000 4.21 4.21 4.21 E 10-450-245-000-000 9.04 9.04 100.35 77483 08/02/2020 OFFICE DEPOT 513091287002 NON- SKID BOOK END 07/09/2020 E 10-450-245-000-000 91.31 91.31 92159132 PEST CONTROL 07/02/2020 77482 08/02/2020 FRUIT GROWERS SUPPLY 92158723 ELBOW PVC, PIPE PVC, PRIMER CEMENT, COU 07/01/2020 B 10-016-80-00 64,506.00 B 10-016-81-00 79,884.00 144,390.00 144,390.00 B 23-510-17-00 246.50 246.50 246.50 77481 08/02/2020 CALIFORNIA JPIA PRIM01770 FY 2020-21 GENERAL LIAB & WORKER'S COMP 05/11/2020 E 10-185-255-000-000 2,326.00 2,326.00 5,210.00 77480 08/02/2020 US MODULAR INC REF DEP US MO REFUNDABLE DEPOSIT FOR US MODULAR GRA11/13/2019 E 10-185-255-000-000 2,884.00 2,884.00 AN0000002012 JUN 2020 ANIMAL SHELTERING SERVICES 07/14/2020 E 10-160-250-100-000 2,065.00 2,065.00 2,065.00 77479 08/02/2020 COUNTY OF RIVERSIDE AN0000001978 MAY 2020 ANIMAL SHELTERING SERVICES 06/11/2020 Inv. Date Amount Paid Check Total 77478 08/02/2020 ALESHIRE AND WYNDER LLP 57522 JUN 2020 LEGAL SERVICES 08/01/2020 Check # Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 8/31/2020 C.3.b Packet Pg. 17 At t a c h m e n t : A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ( A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ) Invoice # Inv. Date Amount Paid Check TotalCheck # Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 8/31/2020 E 10-172-250-100-000 504.00 504.00 1,260.00 E 10-172-250-100-000 756.00 756.00 00416086 CONSTRUCTION INSPECTION TR 18604 07/21/2020 E 10-370-250-125-000 11,272.20 11,272.20 11,272.20 77489 08/08/2020 WILLDAN 00416103 23400 WESTWOOD ST INSPECTION 07/22/2020 E 10-185-255-000-000 70.00 70.00 70.00 77488 08/08/2020 MOORE IACOFANO GOLTSMAN IN 0065311 JUN 2020 ENVIRONMENTAL SVCS FOR EDWIN 07/22/2020 E 10-805-238-000-000 83.91 83.91 83.91 77487 08/08/2020 ANIMAL EMERGENCY CLINIC GrT0620 JUN 2020 AFTER HOURS VETERINARY SERVIC 07/01/2020 E 10-450-245-000-000 90.45 90.45 514.94 77486 08/02/2020 TIME WARNER CABLE 0153825072320 SR CENTER INTERNET HSD3 - JUL-AUG 07/23/2020 E 10-450-245-000-000 424.49 424.49 101945155-001 HUNTER STEEL ROTOR, RAIN BIRD 1806, RAIN 07/28/2020 E 10-187-258-000-000 4,651.73 4,651.73 4,651.73 77485 08/02/2020 SITEONE LANDSCAPE SUPPLY 101335404-001 HUNTER STEEL ROTOR, HUNTER CHECK VALV 07/07/2020 77484 08/02/2020 SAN BERNARDINO COUNTY FIRE GT121CC 1ST QTR HOUSEHLD HAZ WASTE FEES 07/01/2020 C.3.b Packet Pg. 18 At t a c h m e n t : A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ( A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ) Invoice # Inv. Date Amount Paid Check TotalCheck # Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 8/31/2020 E 10-140-250-000-000 8,000.00 8,000.00 8 000 00 E 10-110-142-000-000 269.42 269.42 269.42 77497 08/08/2020 LANCE SOLL AND LUNGHARD LL 39538 AUDIT FEES OF FY2019-20 FINANCIALS 07/31/2020 E 10-125-250-000-000 16,032.00 16,032.00 16,032.00 77496 08/08/2020 WILLIAM HUSSEY AUG-2020-BH HL AUG-2020-BH HEALTH REIMBURSEMENT 08/05/2020 E 10-450-245-000-000 44.35 44.35 44.35 77495 08/08/2020 GRANICUS 129101 IGM2 - CIVIC STREAMING, AGENDA & MINUTES 07/16/2020 E 10-175-210-000-000 227.29 227.29 227.29 77494 08/08/2020 FRUIT GROWERS SUPPLY 92164553 FUEL MIX 50:1 ECHO POWERFUL 32 OZ 07/27/2020 E 10-120-250-000-000 500.00 500.00 500.00 77493 08/08/2020 DUNN EDWARDS CORP 2018399385 PAINTING MATERIALS FOR PUBLIC WORKS 07/21/2020 E 10-190-260-000-000 25,509.00 25,509.00 25,509.00 77492 08/08/2020 CREATIVE MANAGEMENT SOLUT GT-08-01-2020 JOB EVALUATION MRKT ANALYSIS 08/01/2020 E 10-140-250-000-000 446.81 446.81 446.81 77491 08/08/2020 CALIFORNIA JPIA PROP1938 FY2020-21 PROPERTY INSURANCE PROGRAM 07/30/2020 77490 08/08/2020 AVENU MUNISERVICES INV06-009610 BUSINESS LICENSE RENEWAL JUL 2020 08/05/2020 C.3.b Packet Pg. 19 At t a c h m e n t : A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ( A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ) Invoice # Inv. Date Amount Paid Check TotalCheck # Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 8/31/2020 E 10-190-238-000-000 114.98 114.98 114.98 E 10-190-238-000-000 78.00 78.00 193.49 77503 08/08/2020 TIME WARNER CABLE 0228510072520 CITY HALL CABLE - CITY HALL - JUL-AUG 07/25/2020 E 10-190-238-000-000 84.72 E 10-805-238-000-000 30.77 115.49 16179154 080120 JUL 2020 WATER FILTRATION RENTAL 08/01/2020 183,999.00 183,999.00 77502 08/08/2020 SPARKLETTS 9637116 080120 JUL 2020 BOTTLED WATER SERVICES - CITY 08/01/2020 E 10-410-255-000-000 5,658.30 E 10-410-256-000-000 170,057.41 E 14-411-256-000-000 8,283.29 E 10-625-220-000-000 3,827.00 3,827.00 3,827.00 77501 08/08/2020 SB COUNTY SHERIFF 19826 AUG MONTHLY LAW ENFORCEMENT SERVICE 08/03/2020 E 10-175-265-000-000 135.00 135.00 135.00 77500 08/08/2020 SB COUNTY DEPT OF PUBLIC WO FC 006/21 FLOOD CONTROL AGREEMENT FY2020-21 07/16/2020 E 10-190-210-000-000 1,713.66 1,713.66 1,713.66 77499 08/08/2020 S B COUNTY ENVIRONMENTAL IN0339763 BACKFLOW TEST CERT FOR ALEX CAPIZ 07/02/2020 8,000.00 77498 08/08/2020 OFFICE DEPOT 104055785001 HP TONER AND PAPER 07/02/2020 C.3.b Packet Pg. 20 At t a c h m e n t : A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ( A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ) Invoice # Inv. Date Amount Paid Check TotalCheck # Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 8/31/2020 dsb20194022 B 10-022-70-00 963.65 963.65 963.65 E 10-140-241-000-000 5,676.00 5,676.00 5,676.00 77509 08/15/2020 DENTAL HEALTH SERVICES 1882265 AUG 2020 EMPLOYEE PAID DENTAL INSURANC 07/16/2020 E 10-808-235-000-000 326.87 2,126.74 2,126.74 77508 08/15/2020 CUBESMART MANAGEMENT LLC 223 2020-21 STORAGE RENTAL 08/16/2020 E 10-190-235-000-000 1,165.89 E 10-450-235-000-000 221.90 E 10-805-235-000-000 412.08 B 23-250-20-00 134.56 134.56 301.22 77507 08/15/2020 AT AND T AUG 2020 AT&T AUG 2020 AT&T 08/01/2020 B 23-250-20-00 166.66 166.66 D193135 AUG EMPLOYEE CANCER & ACCIDENT INSURA 08/11/2020 E 10-190-235-000-000 190.05 190.05 190.05 77506 08/15/2020 AMERICAN FIDELITY ASSURANCE 2077325 EMPLOYEE CANCER & ACCIDENT INSURANCE 08/04/2020 36.26 143.61 77505 08/08/2020 VERIZON WIRELESS 9859400415 APLR CARD LINE CHARGES JUN-JUL20 07/23/2020 E 16-900-220-000-000 107.35 107.35 CA STATE FEE FOR REGULATORY COST 08/01/2020 E 16-900-220-000-000 36.26 77504 08/08/2020 UNDERGROUND SERVICE ALERT 720200300 MONTHLY DATABASE MAINTENANCE FEE 08/01/2020 C.3.b Packet Pg. 21 At t a c h m e n t : A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ( A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ) Invoice # Inv. Date Amount Paid Check TotalCheck # Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 8/31/2020 E 10-125-250-000-000 650.00 650.00 E 10-125-250-000-000 4,691.05 4,691.05 00345630 FY2020-21 ONLINE MUNICIPAL CODE HOSTING 07/07/2020 B 23-500-68-00 86.62 86.62 1,742.12 77515 08/15/2020 MUNICIPAL CODE CORPORATION 00346281 FY2020-21 SUPPLEMENT PAGES TO THE CODE 07/22/2020 B 23-500-88-00 1,655.50 1,655.50 CUP 16-03 REIM CONDITIONAL USE PERMIT REIMBURSEMENT 08/16/2020 E 10-120-265-000-000 1,400.00 1,400.00 1,400.00 77514 08/15/2020 TERRY MCDUFFEE REF DEP MCDU REFUNDABLE PLAN CHECK DEPOSIT - TERRY 08/11/2020 E 10-450-245-000-000 40.49 40.49 40.49 77513 08/15/2020 ICMA 328320 2020-21 MEMBERSHIP RENEWAL #5795671 08/12/2020 E 10-140-250-000-000 2,025.00 2,025.00 2,025.00 77512 08/15/2020 HOSE MAN INC 6220878-0001-06 PIPE SEALANT FOR FITNESS PARK 08/04/2020 E 10-140-250-000-000 12,000.00 12,000.00 12,000.00 77511 08/15/2020 HDL COREN CONE SIN002534 JUL - SEP PROPERTY TAX SERVICES 08/12/2020 77510 08/15/2020 GOVINVEST INC 2020-2862 FY 2020-21 & 2021-22 PENSION AND OPEB SOF 07/14/2020 C.3.b Packet Pg. 22 At t a c h m e n t : A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ( A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ) Invoice # Inv. Date Amount Paid Check TotalCheck # Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 8/31/2020 E 10-190-238-000-000 31.56 E 10-805-238-000-000 79.72 111.28 111.28 E 26-604-238-000-000 51.93 14,287.59 14,287.59 77519 08/15/2020 SO CA GAS COMPANY JUl 2020 GAS JUL 2020 GAS SERVICE 07/20/2020 E 26-601-238-000-000 25.07 E 26-602-238-000-000 34.71 E 26-603-238-000-000 5.79 E 10-450-238-000-000 988.04 E 16-510-238-000-000 5,803.88 E 26-600-238-000-000 30.86 E 10-172-238-000-000 151.18 E 10-175-238-000-000 151.18 E 10-190-238-000-000 7,044.95 E 10-450-245-000-000 91.21 91.21 253.67 77518 08/15/2020 SO CA EDISON COMPANY JUL 2020 EDISO JUL 2020 ENERGY USAGE 07/01/2020 E 10-450-245-000-000 162.46 162.46 102225074-001 HUNTER PGP- ADJUSTABLE ROTOR 08/06/2020 E 10-175-240-000-000 116.42 116.42 116.42 77517 08/15/2020 SITEONE LANDSCAPE SUPPLY 102345790-001 SWING JOINTS FOR MAIN ST AND ROTOR FOR 08/11/2020 E 10-125-250-000-000 350.00 350.00 5,691.05 77516 08/15/2020 QUINN RENTAL SERVICES PCI00022481 HOSE AND CAT HYDO ADVANCED 07/09/2020 00345524 FY20-21 ONLINE MUNI CODE ADMIN FEE 07/07/2020 C.3.b Packet Pg. 23 At t a c h m e n t : A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ( A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ) Invoice # Inv. Date Amount Paid Check TotalCheck # Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 8/31/2020 E 10-172-250-100-000 4,967.50 4,967.50 E 10-172-250-100-000 6,353.75 6,353.75 61506 APRIL 2020 B&S PLAN REVIEW 07/17/2020 E 10-450-255-000-000 490.00 490.00 4,010.00 77524 08/15/2020 INTERWEST CONSULTING GROU 61505 MAR 2020 PLAN REVIEW AND DEPUTY OFFICIA 07/17/2020 E 10-450-255-000-000 600.00 600.00 19900 MT VERNON & CANAL ST TRIMMING SERVICES 06/09/2020 E 26-601-255-000-000 80.00 2,920.00 19904 OBSERVATION WEED ABATEMENT SVS 06/12/2020 E 10-195-245-000-000 200.00 E 10-450-255-000-000 2,490.00 E 26-600-255-000-000 150.00 E 10-195-245-000-000 3,444.11 3,444.11 3,444.11 77523 08/15/2020 EZ SUNNYDAY LANDSCAPE 19905 JUN MONTHLY MAINTENANCE 06/19/2020 77522 08/15/2020 ACCO ENGINEERED SYSTEMS 1819272 DEC 2019 HEATER REPAIRS 01/28/2020 E 10-175-240-000-000 305.30 E 10-185-235-000-000 173.08 478.38 478.38 E 16-900-229-000-000 271.89 271.89 271.89 77521 08/15/2020 VERIZON WIRELESS 9859759490 JUL-AUG 2020 MONTHLY PHONE CHARGES 08/01/2020 77520 08/15/2020 TRAFFIC MANAGEMENT INC 644857 CUSTOM SIGN 30X30 07/31/2020 C.3.b Packet Pg. 24 At t a c h m e n t : A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ( A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ) Invoice # Inv. Date Amount Paid Check TotalCheck # Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 8/31/2020 E 22-425-311-000-000 5,373.00 5,373.00 5,373.00 E 22-425-311-000-000 1,791.00 1,791.00 1,791.00 77528 08/15/2020 THE REC CENTER 07012019 RC CDBG YOUTH SERVICES 07/01/2019 E 16-510-255-000-000 222.00 222.00 660.55 77527 08/15/2020 THE REC CENTER 08012019 RC CDBG YOUTH SERVICES 08/01/2020 E 16-510-255-000-000 438.55 438.55 17103379 JUN 2020 SIGNAL LIGHT MAINT SVCS 06/30/2020 E 74-175-250-000-000 1,147.24 1,147.24 2,603.58 77526 08/15/2020 ST FRANCIS ELECTRIC 17103378 JUN 2020 SIGNAL LIGHT MAINTENANCE 06/30/2020 E 10-625-220-000-000 1,456.34 1,456.34 HSIP-20-8 JUN HSIP SERVICES 06/01/2020 E 10-172-250-100-000 3,737.50 3,737.50 24,071.25 77525 08/15/2020 LYNN MERRILL 20 - 11 JUN NPDES SERVICES 06/17/2020 E 10-172-250-100-000 4,140.00 4,140.00 60507 MAY 2020 B&S PLAN REVIEW 07/17/2020 E 10-172-250-100-000 4,872.50 4,872.50 61508 JUNE 2020 B&S PLAN REVIEW 07/17/2020 61493 FEB 2020 PLAN REVIEW AND DEPUTY OFFICIA 07/17/2020 C.3.b Packet Pg. 25 At t a c h m e n t : A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ( A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ) Invoice # Inv. Date Amount Paid Check TotalCheck # Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 8/31/2020 E 10-450-245-000-000 1,490.71 1,490.71 1,490.71 E 16-900-254-000-000 5,101.24 5,101.24 5,101.24 77532 08/22/2020 DOG WASTE DEPOT 359850 DOG WASTE STATIONS & WASTE BAGS 08/12/2020 E 10-125-230-000-000 99.72 99.72 1,070.98 77531 08/22/2020 CLEAN STREET 97808 JUL STREET SWEEPING SERVICES 07/31/2020 E 10-125-230-000-000 485.63 485.63 32579 ORDINANCE NO. 332 - 2ND READING 07/20/2020 E 10-125-230-000-000 485.63 485.63 32688 DISPLAY AD/ APPEAL OF CUP 19-01, SA 19-03 &08/03/2020 4,445.02 4,445.02 77530 08/22/2020 CITY NEWSPAPER GROUP 32582 DISPLAY AD/ WEBSITE ELECTION INFO 07/20/2020 E 10-450-245-000-000 PARK SUPPLIES 179.78 E 90-120-220-000-000 COVID-19 SUPPLIES 32.31 E 90-190-220-000-000 PERS PROTECT EQPT 1,175.55 E 10-185-272-000-000 MTRLS & SUPPLIES 10.77 E 10-190-210-000-000 OFFICE SUPPLIES 0.99 E 10-195-245-000-000 FACILITY MTRLS & SUPP 740.27 E 10-172-210-000-000 ADOBE PRO MTHLY LIC 16.99 E 10-175-268-000-000 PESTICIDE RENEWAL CE 60.00 E 10-175-272-000-000 VEHICLE RPR & MAINT 1,906.57 E 10-110-210-000-000 ADOBE PRO MTHLY LIC 118.93 E 10-120-210-000-000 OFFICE/MAILING SUPP 72.86 E 10-125-265-000-000 CITY CLRK ASSOC MEM 130.00 77529 08/22/2020 ARROWHEAD CREDIT UNION JUL 2020 VISA VISA CHARGES JUL - AUG 2020 08/02/2020 C.3.b Packet Pg. 26 At t a c h m e n t : A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ( A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ) Invoice # Inv. Date Amount Paid Check TotalCheck # Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 8/31/2020 B 10-022-70-00 633.75 633.75 633.75 E 10-380-250-000-000 1,060.00 1,060.00 1,060.00 77538 08/30/2020 DENTAL HEALTH SERVICES 1920987 SEP 2020 EMPLOYEE PAID DENTAL INSURANC 08/16/2020 E 10-190-212-000-000 322.19 322.19 885.74 77537 08/30/2020 BENSON PRODUCTIONS 1536 JUL 2020 VIDEOGRAPHER SERVICES 08/03/2020 E 10-190-212-000-000 563.55 563.55 011015864 JUL XEROX COPIER 5955 EXPENSE 08/01/2020 E 36-300-250-000-000 2,920.00 2,920.00 2,920.00 77536 08/22/2020 XEROX CORPORATION 011015865 JUL XEROX COPIER W7970 EXPENSE 08/01/2020 E 10-450-245-000-000 37.80 37.80 181.18 77535 08/22/2020 US BANK TRUST NATL ASSOC 5812510 TRUSTEE & DISSEMINATION FEES- TABS 2011A07/27/2020 E 10-450-245-000-000 143.38 143.38 102408511-001 RAINBIRD PEB VALVE PLASTIC 08/13/2020 E 10-175-250-000-000 1,350.00 1,350.00 1,350.00 77534 08/22/2020 SITEONE LANDSCAPE SUPPLY 102316110-001 RAIN BIRD BUBBLER AND 10 YD SAND CLOTH 08/10/2020 77533 08/22/2020 EZ SUNNYDAY LANDSCAPE 20235 SERVICING OF MIRADO CHANNEL 07/22/2020 C.3.b Packet Pg. 27 At t a c h m e n t : A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ( A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ) Invoice # Inv. Date Amount Paid Check TotalCheck # Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 8/31/2020 E 10-175-210-000-000 8.41 E 10-185-210-000-000 30.55 38.96 E 10-110-142-000-000 596.19 596.19 596.19 77543 08/30/2020 OFFICE DEPOT 117119478001 A-Z DIVIDERS, FELT PENS, AND 3X3 POST IT N 08/19/2020 E 10-195-245-000-000 32.77 32.77 32.77 77542 08/30/2020 DARCY MCNABOE SEP-2020-DM SEP 2020 HEALTH REIMBURSEMENT 08/26/2020 E 10-450-245-000-000 41.47 41.47 41.47 77541 08/30/2020 GRAINGER 9614287390 PLUMBING SUPPLIES- C/H RESTROOMS 08/07/2020 E 10-450-245-000-000 55.00 55.00 7,945.00 77540 08/30/2020 FRUIT GROWERS SUPPLY 92169802 STRING TRIMMER STIHL 3LB 08/19/2020 E 26-601-255-000-000 80.00 3,645.00 20073 MAINLINE FIX AT DOG PARK 07/08/2020 E 10-195-255-000-000 200.00 E 10-450-255-000-000 3,215.00 E 26-600-255-000-000 150.00 E 26-601-255-000-000 80.00 4,245.00 20234 JUL 2020 PARKS AND PARKWAY MAINTENANC 07/17/2020 E 10-195-255-000-000 200.00 E 10-450-255-000-000 3,815.00 E 26-600-255-000-000 150.00 77539 08/30/2020 EZ SUNNYDAY LANDSCAPE 20404 AUG 2020 PARKS AND PARKWAY MAINTENANC 08/18/2020 C.3.b Packet Pg. 28 At t a c h m e n t : A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ( A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ) Invoice # Inv. Date Amount Paid Check TotalCheck # Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 8/31/2020 117120540001 E 10-190-238-000-000 108.87 108.87 387.09 E 10-805-238-000-000 278.22 278.22 0197046081620 CITY HALL CABLE - CITY HALL - AUG-SEP 08/16/2020 E 32-600-301-000-000 14.44 13,924.49 13,924.49 77546 08/30/2020 TIME WARNER CABLE 0007245080720 SR CTR CABLE INTERNET BLDG3 - AUG-SEP 08/07/2020 E 10-805-238-000-000 2,888.06 E 26-600-239-000-000 241.26 E 26-601-239-000-000 346.69 E 10-175-238-000-000 912.25 E 10-190-238-000-000 1,417.62 E 10-450-238-000-000 8,104.17 77545 08/30/2020 RIVERSIDE HIGHLAND WATER CO JUN-AUG 2020 R 05/28/20 TO 8/13/20 RIVERSIDE HIGHLAND 08/13/2020 E 10-450-245-000-000 6.55 E 90-185-220-000-000 9.00 119.47 119.47 E 10-185-272-000-000 48.92 R 10-200-05 5.00 R 10-450-01 50.00 E 10-185-210-000-000 11.30 11.30 89.03 77544 08/30/2020 PETTY CASH 08292020 PC REPLENISH PETTY CASH JUL-AUG 2020 08/29/2020 E 10-370-210-000-000 38.77 38.77 117093643001 PERSONAL FAN 08/19/2020 HANGING FOLDER FRAME 08/19/2020 C.3.b Packet Pg. 29 At t a c h m e n t : A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ( A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ) Invoice # Inv. Date Amount Paid Check TotalCheck # Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 8/31/2020 R 10-410-06 69.25 R 10-450-01 50.00 R 10-200-07 100.00 R 10-200-15 18.00 R 10-400-07 21.00 E 10-190-250-000-000 10.71 E 10-195-245-000-000 18.84 R 10-200-05 30.00 E 10-185-220-000-000 4.31 E 10-185-272-000-000 62.93 E 10-190-210-000-000 50.60 E 10-120-220-000-000 22.83 E 10-175-220-000-000 30.00 E 10-175-272-000-000 57.04 E 10-450-245-000-000 88.50 88.50 1,038.50 77549 08/30/2020 PETTY CASH 06202019 PETTY REPLENISH PETTY CASH 2019-20 06/29/2020 E 10-450-245-000-000 225.00 225.00 416544 GOPHER CONTROL - RICHARD ROLLINS 06/30/2020 E 10-195-245-000-000 325.00 325.00 416530 GOPHER CONTROL - DOG PARK 06/18/2020 E 10-450-245-000-000 400.00 400.00 416533 GOPHER CONTROL - CITY HALL 06/18/2020 77548 08/30/2020 GOPHER PATROL 416545 GOPHER CONTROL - PICO PARK 06/18/2020 E 10-450-255-000-000 1,475.00 B 95-309-30-00 200.00 1,675.00 1,675.00 77547 08/30/2020 EZ SUNNYDAY LANDSCAPE 19905 2 JUN LANDSCAPE SERVICES 08/29/2020 C.3.b Packet Pg. 30 At t a c h m e n t : A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ( A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ) Invoice # Inv. Date Amount Paid Check TotalCheck # Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 8/31/2020 Cynthia A. Fortune, Assistant City Manager City of Grand Terrace IN ACCORDANCE WITH CALIFORNIA GOVERNMENT CODE SECTION 37202, I HEREBY CERTIFY THAT, TO THE BEST OF MY KNOWLEDGE, THE AFORE LISTED CHECKS FOR PAYMENT OF CITY LIABILITIES HAVE BEEN AUDITED BY ME AND ARE ACCURATE, NECESSARY AND APPROPRIATE EXPENDITURES FOR THE OPERATION OF THE CITY. I FURTHER CERTIFY, TO THE BEST OF MY KNOWLEDGE, THAT THE CITY HAS AVAILABLE FUNDS FOR PAYMENT THEREOF. 1,392.67 1,392.67 Total:$549,371.55 E 10-175-272-000-000 862.75 E 10-185-272-000-000 173.13 E 65-425-272-000-000 356.79 B 10-022-63-00 1,700.20 1,700.20 1,700.20 66862991 08/17/2020 WEX BANK 66862991 JUL-AUG20 VEHICLE FULE CHEVRON 08/06/2020 637.56 637.56 16130658 08/07/2020 CALPERS 457 PLAN PAYDATE 07162 EFT PAYMENT CALPERS ACH 1001627461 07/16/2020 E 10-808-210-000-000 11.30 E 62-120-220-000-000 32.33 E 90-175-218-000-000 37.67 E 10-450-245-000-000 10.75 C.3.b Packet Pg. 31 At t a c h m e n t : A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ( A u g u s t - 2 0 2 0 C h e c k R e g i s t e r ) AGENDA REPORT MEETING DATE: September 22, 2020 Council Item TITLE: Update City of Grand Terrace Conflict of Interest Code PRESENTED BY: Debra Thomas, City Clerk RECOMMENDATION: ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RESCINDING RESOLUTION NO. 2018-38 IN ITS ENTIRETY AND ADOPTING A CONFLICT OF INTEREST CODE APPLICABLE TO DESIGNATED POSITIONS, INCLUDING MEMBERS AND STAFF OF THE SUCCESSOR AGENCY TO THE GRAND TERRACE REDEVELOPMENT AGENCY, GRAND TERRACE PUBLIC FINANCE AUTHORITY, AND TO THE GRAND TERRACE HOUSING AUTHORITY 2030 VISION STATEMENT: This staff reports supports Goal No. 5 in that the Conflict of Interest Code promotes transparency within the organization and community. BACKGROUND: The Political Reform Act requires every local government agency to review its Conflict of Interest Code biennially. In reviewing the City's Conflict of Interest Code, staff identified staff positions that should be removed and positions that should be included in the Code. The positions included in the attached Resolution properly reflect positions that may potentially have a material effect on his/her financial interest in the decision making process. The changes made are listed as follows: Positions Added to the Code Under Finance: Finance/Accounting Manager Senior Accountant Positions Added to the Code Under Planning & Development Services: Assistant Planner Positions Removed from the Code: Human Resources Technician C.4 Packet Pg. 32 Financial Analyst Associate Planner FISCAL IMPACT: This item does not require an expenditure of funds. ATTACHMENTS: • 2020-xx CC Reso - Conflict of Interest Code 2020 (DOCX) APPROVALS: Debra Thomas Completed 09/15/2020 10:15 AM City Attorney Completed 09/16/2020 5:37 PM Finance Completed 09/16/2020 5:50 PM City Manager Completed 09/16/2020 6:17 PM City Council Pending 09/22/2020 6:00 PM C.4 Packet Pg. 33 CC Reso No. 2020-xx Page 1 of 6 September 22, 2020 RESOLUTION NO. 2020-xx A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RESCINDING RESOLUTION NO. 2018-38 IN ITS ENTIRETY AND ADOPTING A CONFLICT OF INTEREST CODE APPLICABLE TO DESIGNATED POSITIONS, INCLUDING MEMBERS AND STAFF OF THE SUCCESSOR AGENCY TO THE GRAND TERRACE REDEVELOPMENT AGENCY, GRAND TERRACE PUBLIC FINANCING AUTHORITY AND THE GRAND TERRACE HOUSING AUTHORITY WHEREAS, the California Fair Political Practices Commission has adopted Section 18730 of Title 2 of the California Code of Regulations which contains the terms of a Standard Conflict of Interest Code, which can be incorporated by reference, and which may be amended by the Fair Political Practices Commission to conform to amendments in the Political Reform Act after public notice and hearings; and WHEREAS, a Conflict of Interest Code for City officials, employees and commissioners was adopted on September 25, 2018 by Resolution No. 2018-38; and WHEREAS, since the last revision of the Grand Terrace Conflict of Interest Code on September 25, 2018, it has been determined that there are proposed revisions to the Code; and WHEREAS, Government Code Section 87306.5 requires every local agency to review its Conflict of Interest Code in all even-numbered years. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, DOES RESOLVE, DECLARE, DETERMINE AND ORDER AS FOLLOWS: SECTION 1. Resolution No. 2018-38 is hereby rescinded. SECTION 2. In compliance with Government Code Section 87300, the City Council hereby adopts the FPPC’s Model Conflict of Interest Code authorized by 2 CCR § 18730 and the attached Exhibit “A” Designated Employees, and Exhibit “B” Appendix of Disclosure Categories. SECTION 3. The City Clerk shall certify to the passage and adoption of this Resolution and it shall take effect and be in force. C.4.a Packet Pg. 34 At t a c h m e n t : 2 0 2 0 - x x C C R e s o - C o n f l i c t o f I n t e r e s t C o d e 2 0 2 0 [ R e v i s i o n 2 ] ( U p d a t e C i t y o f G r a n d T e r r a c e C o n f l i c t o f I n t e r e s t C o d e ) CC Reso No. 2020-xx Page 2 of 6 September 22, 2020 PASSED, APPROVED AND ADOPTED by the City Council of the City of Grand Terrace, California, at a regular meeting held on the 22nd day of September 2020. ___________________________ Darcy McNaboe, Mayor ATTEST: Debra L. Thomas, City Clerk APPROVED AS TO FORM: Adrian Guerra City Attorney C.4.a Packet Pg. 35 At t a c h m e n t : 2 0 2 0 - x x C C R e s o - C o n f l i c t o f I n t e r e s t C o d e 2 0 2 0 [ R e v i s i o n 2 ] ( U p d a t e C i t y o f G r a n d T e r r a c e C o n f l i c t o f I n t e r e s t C o d e ) CC Reso No. 2020-xx Page 3 of 6 September 22, 2020 EXHIBIT “A” Designated Employees The following is a listing of positions for which the employee is required to submit Statements of Economic Interest (Form 700) pursuant to the Political Reform Act of 1974.1 To the extent that certain positions are required to perform actions on behalf of the City and also another agency or authority (such as the Successor Agency), the following disclosure requirements shall also apply to duties performed on behalf of any such agency/agencies. DEPARTMENTS / POSITIONS DISCLOSURE CATEGORIES City Attorney City Attorney 1 Assistant City Attorney 1 Deputy City Attorney 1 City Council / Boards of Directors Members of City Council2 1 City Clerk City Clerk 1 City Manager City Manager 1 Assistant City Manager 1 Human Resources Technician 2 1 Government Code § 87200 already requires the following individuals (among others) to disclose their economic interests: mayors, city council members, planning commissioners, city managers, city attorneys, city treasurers, other public officials who manage public investments, and candidates for any of these offices at any election. For ease of reference, this Conflict of Interest Code includes such individuals, even though they already have statutory disclosure obligations. This code is not intended to increase or decrease their existing statutory obligations to disclose. 2 Members of the City Council currently serve as ex officio members of the following Boards: (1) Grand Terrace Public Financing Authority (2) Grand Terrace Housing Authority; (3) Successor Agency to the Grand Terrace Redevelopment Agency. All City Councilmembers already are required to disclose all financial interests that they have which may be affected by their membership on the City Council, and therefore, they are already required to disclose all interests which may also affect the actions they take as members of these boards. C.4.a Packet Pg. 36 At t a c h m e n t : 2 0 2 0 - x x C C R e s o - C o n f l i c t o f I n t e r e s t C o d e 2 0 2 0 [ R e v i s i o n 2 ] ( U p d a t e C i t y o f G r a n d T e r r a c e C o n f l i c t o f I n t e r e s t C o d e ) CC Reso No. 2020-xx Page 4 of 6 September 22, 2020 Finance Department Director of Finance/Treasurer 1 Finance/Accounting Manager 1 Principal Accountant 2 Senior Accountant 2 Management Analyst 2 Budget Officer 2 Financial Analyst 2 Fire Department Fire Chief or Designee to Grand Terrace 1 Planning Commission Members 1 Planning & Development Services Planning & Development Services Director 1 Associate Planner 1 Assistant Planner 1 Building Official 1 Animal Control / Code Enforcement Officer 2 Police Department Sheriff Captain assigned to Grand Terrace 1 Sheriff Lieutenant assigned to Grand Terrace 2 Public Works Public Works Director 1 Management Analyst 2 Consultants* 1 *Consultants (and certain people filling new positions – see below) shall be included in the list of designated employees and shall disclose, pursuant to the broadest disclosure category in the Code, subject to the following limitations: The City Manager or Agency’s Executive Director may determine in writing that a particular consultant, although a “designated position,” is hired to perform a range of duties that is limited in scope and thus is not required to fully comply with the disclosure requirements described in this section. Such written determination shall include a description of the consultant’s duties and, based upon that description, a statement of the extent of disclosure requirements. The City Manager/Executive Director’s determination is a public record and shall be retained for public inspection in the same manner and location as this Conflict of Interest Code. Commission Regulation Section 18700.3 defines “consultant” as an individual who, pursuant to a contract with a state or local governmental agency: (1) Makes a governmental decision whether to: a. Approve a rate, rule or regulation; C.4.a Packet Pg. 37 At t a c h m e n t : 2 0 2 0 - x x C C R e s o - C o n f l i c t o f I n t e r e s t C o d e 2 0 2 0 [ R e v i s i o n 2 ] ( U p d a t e C i t y o f G r a n d T e r r a c e C o n f l i c t o f I n t e r e s t C o d e ) CC Reso No. 2020-xx Page 5 of 6 September 22, 2020 b. Adopt or enforce a law; c. Issue, deny, suspend, or revoke any permit, license, application, certificate, approval, order or similar authorization or entitlement; d. Authorize the agency to enter into, modify, or renew a contract provided it is the type of contract which requires agency approval; e. Grant agency approval to a contract which requires agency approval and in which the agency is a party or to the specifications for such a contract; f. Grant agency approval to a plan, design, report, study or similar item; g. Adopt, or grant agency approval of, policies, standards or guidelines for the agency or for any subdivision thereof; or (2) Serves in a staff capacity with the agency and that capacity participates in making a governmental decision as defined in Regulation 18704(a) and (b) or performs the same or substantially all the same duties for the agency that would otherwise be performed by an individual holding a position specified in the agency’s Conflict of Interest Code under Section 87302. Newly Created Positions To the extent required by Commission Regulation 18219, as it may be amended from time to time, “an employee in a newly created position that makes or participates in the making of decision and whose specific position is not yet listed in the conflict of interest code” is also required to disclose pursuant to the broadest disclosure category, subject to the same limitation, above, via which the City manager may determine, in writing, that the employee is not required to fully comply with the disclosure requirements, etc. C.4.a Packet Pg. 38 At t a c h m e n t : 2 0 2 0 - x x C C R e s o - C o n f l i c t o f I n t e r e s t C o d e 2 0 2 0 [ R e v i s i o n 2 ] ( U p d a t e C i t y o f G r a n d T e r r a c e C o n f l i c t o f I n t e r e s t C o d e ) CC Reso No. 2020-xx Page 6 of 6 September 22, 2020 EXHIBIT “B” DISCLOSURE CATEGORIES CATEGORY 1 Full Disclosure – All interests in real property as well as investments, business positions and sources of income, including gifts, loans and travel payments. 2 Full Disclosure – (excluding interests in real property) – Investments and business positions and sources of income, including gifts, loans and travel payments. 3 Interest in Real Property – Interests in real property located in the city, including property located within a two mile radius of any property owned or used by the City. 4 General Contracting – Investments, business positions and of income, including gifts, loans and travel payments from sources that provide leased facilities, goods, equipment, vehicles, machinery or services, including training or consulting services, of the type utilized by the City. C.4.a Packet Pg. 39 At t a c h m e n t : 2 0 2 0 - x x C C R e s o - C o n f l i c t o f I n t e r e s t C o d e 2 0 2 0 [ R e v i s i o n 2 ] ( U p d a t e C i t y o f G r a n d T e r r a c e C o n f l i c t o f I n t e r e s t C o d e ) AGENDA REPORT MEETING DATE: September 22, 2020 Council Item TITLE: Update on Emergency Rehabilitation of Grand Terrace Road, North of Newport Avenue PRESENTED BY: Craig Bradshaw, Interim Public Works Director RECOMMENDATION: Receive and File 2030 VISION STATEMENT: This staff report supports Goal #2 "Maintain Public Safety" by investing in critical improvements to infrastructure. BACKGROUND: Pursuant to Public Contract Code Sections 20168 and 22050 an exception to the formal competitive bid requirements is granted in the case of emergency. For the purposes of Public Contract Code Section 20168, an “emergency” is a sudden, unexpected occurrence that poses a clear imminent danger that requires an immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services. On August 5, 2020, the City met with Southern California Edison (SCE) team of engineers and contractors regarding the serious deteriorated roadway conditions of Grand Terrace Road, north of Newport Avenue (“Emergency Event”). It was determined that with SCE performing substation work and utility work in the area, they would be responsible for rehabilitating the roadway, from curb to curb, for approximately 1200 linear feet or the length of their communications trench. This leaves approximately 600 linear feet the responsibility of the City of Grand Terrace. It is prudent to accomplish this work in a timely manner, using the SCE contractor for the city’s share of the work. The estimated costs of carrying out the repairs necessary to address the Emergency Event is approximately $60,000. Pursuant to Public Contract Code Section 22050(a)(2), the Emergency Event must also be of a nature such that it will not permit any delay resulting from a competitive solicitation for bids and that the action that would address the Emergency Event is necessary to respond to the Emergency Event. The reason for this is SCE has determined it is in their best interest to rehabilitate approximately two-thirds of the deteriorated roadway, due to their substation project and installation of communication utilities in the roadway. The remaining portion of the roadway will be the city’s responsibility to complete. It is advantageous to the city to utilize the SCE contractor to perform the work in the most cost effective and timely way. C.5 Packet Pg. 40 On August 11, 2020, the City Council adopted a resolution finding that an emergency existed with respect to the serious deteriorated roadway conditions of Grand Terrace Road, north of Newport Avenue. It was determined that with SCE performing substation work and utility work in the area, they would be responsible for rehabilitating the roadway, from curb to curb, for approximately 1200 linear feet or the length of their communications trench. This leaves approximately 600 linear feet the responsibility of the City of Grand Terrace. It is prudent to accomplish this work in a timely manner, using the SCE contractor for the city’s share of the work. The estimated costs of carrying out the repairs necessary to address the Emergency Event is approximately $60,000. Staff recommended that the City Council find that the Emergency Event is an “emergency” within the meaning of Public Contract Code Section 20168 for the following reasons: Southern California Edison is willing to be responsible for rehabilitating the roadway the length of their utility trench and is willing to allow the city to utilize their contractor to repair the remaining stretch of deteriorated city roadway, which will result in safety improvements and cost savings to the city. For these reasons, the City Council adopted a resolution finding that an emergency existed, authorized staff to dispense with the formal bidding process and, rather, pursue an informal bidding process, and enter into a contract with an amount not to exceed $60,000. DISCUSSION: Pursuant to state law, if the governing body itself orders any actions to remedy the emergency, the governing body shall review the emergency action at the next meeting and every regularly scheduled meeting thereafter until the action is terminated to discuss if there is a need to continue the action. Since the last City Council meeting on September 8, 2020, the undergrounding has been completed. The city has met with Southern California Edison and determined how to split the contract, which is in the process of being executed and the work scheduled. Due to material shortages, contract discussions and approvals, the project is taking about 21 days longer than anticipated. The following is the latest schedule: August 31, 2020 Sawcutting, potholing utilities and installation of fiber conduit September 11, 2020 Completion of utility portion of project September 23 , 2020 Roadway Rehabilitation October 2, 2020 Paving and cleanup October 5, 2020 Job complete Staff will be back at the next Council Meeting to provide and update on the progress of the project. C.5 Packet Pg. 41 City staff recommends receiving and file this report into the public record. FISCAL IMPACT: There are no funding impacts for this receive and file item. APPROVALS: Craig Bradshaw Completed 09/16/2020 2:26 PM City Attorney Completed 09/16/2020 5:31 PM Finance Completed 09/16/2020 5:40 PM City Manager Completed 09/16/2020 6:19 PM City Council Pending 09/22/2020 6:00 PM C.5 Packet Pg. 42 AGENDA REPORT MEETING DATE: September 22, 2020 Council Item TITLE: Agreement Between the City of Grand Terrace and the County of San Bernardino for Installation of a Ballot Drop Box at City Hall PRESENTED BY: Debra Thomas, City Clerk RECOMMENDATION: 1. Approve the Agreement between the City of Grand Terrace and the County of San Bernardino for Installation of a Ballot Drop Box at City Hall; and, 2. Authorize the County of San Bernardino to install a ballot drop box on the west side of the City of Grand Terrace City Hall; and, 3. Authorize the City Manager to the sign the Agreement. 2030 VISION STATEMENT: This staff report supports Goal #1, Develop and Implement Successful Partnerships and Goal #5 Engage in Proactive Communication. BACKGROUND: Due to the current public health emergency, urgency legislation has been chaptered that changes how the November 3, 2020 Presidential General Election will be conducted. All active registered voters will receive a mail ballot. However, in person voting options will still be available. Polling places will be open for four days – October 31, through November 3, 2020. Since many polling places have changed since the primary election, voters will be urged to check the back of their Voter Information Guide or use the Polling Place Look-up Tool on the County of San Bernardino Elections Division’s (County) website to find their assigned polling place. Locations for polling places are still being determined as the County is working with various locations to finalize sites. DISCUSSION: The County has requested that the City of Grand Terrace City Hall serve as an Official Ballot Drop Box location. The Ballot Drop Box will allow registered voters to deposit their absentee (vote-by-mail) ballot into the secure Ballot Drop Box which will be located outside of the facility on the west side of the building. This Ballot Drop Box will replace the ballot boxes that have been customarily provided by the County and placed within G.6 Packet Pg. 43 City Hall and the County Library during the election period. The Ballot Drop Box requires a contract be executed between the County and City which will be effective upon signature by both parties (Attachment I). The City grants to the County and its agents the right to access and use a portion of the property shown on Attachment II, attached hereto. The County’s use of the area shall be limited to installing, operating, and maintaining the Official Ballot Drop Box in the contract area. The term of the agreement will commence on the date both parties execute the contract and shall continue for five (5) years or as otherwise terminated in accordance with Section C of the contract. The County will incur all costs associated with the installation of the Ballot Drop Box. Any maintenance of the Ballot Drop Box is that of the County to be coordinated through ROV, RES and San Bernardino County Facilities Maintenance. The County will provide the Ballot Drop Box (32” x 32” x 56” high) – similar to a FedEx drop box (Attachment III); concrete pour to set the Ballot Box drop box base and provide concrete pad (if necessary); drill and install concrete anchors; secure ballot drop box base with concrete anchors to concrete pad. The County has teams that cover Regions of the County of San Bernardino and the County will have a schedule where each team periodically retrieves and inspects the Ballot Drop Box as follows: Monday, October 19, 2020 9:30 am – 7:00 pm Tuesday, October 20, 2020 9:30 am – 7:00 pm Wednesday, October 21, 2020 9:30 am – 7:00 pm Thursday, October 22, 2020 9:30 am – 7:00 pm Friday, October 23, 2020 9:30 am – 7:00 pm Saturday, October 24, 2020 Closed Sunday, October 25, 2020 Closed Monday, October 26, 2020 9:30 am - 7:00 pm Tuesday, October 27, 2020 9:30 am - 7:00 pm Wednesday, October 28, 2020 9:30 am - 7:00 pm Thursday, October 29, 2020 9:30 am - 7:00 pm Friday, October 30, 2020 9:30 am - 7:00 pm Saturday, October 31, 2020 9:30 am - 7:00 pm Sunday, November 1, 2020 Closed Monday, November 2, 2020 9:30 am - 7:00 pm Election Day Tuesday, November 3, 2020 6:30 am - 9:00 pm Concluding the election, the Ballot Drop Box will be locked by County staff and unavailable until the next election. FISCAL IMPACT: G.6 Packet Pg. 44 There is no fiscal impact for this item as all costs will be incurred by the County of San Bernardino. ATTACHMENTS: • Attachment I - CON-ROV-0825-Template Agreement - County to install lock and unlock (PDF) • Attachment II - Ballot Drop Box Location (PDF) • Attachment III - Ballot Drop Box Example (PDF) APPROVALS: Debra Thomas Completed 09/15/2020 4:00 PM City Attorney Completed 09/16/2020 5:39 PM Finance Completed 09/16/2020 5:52 PM City Manager Completed 09/16/2020 6:18 PM City Council Pending 09/22/2020 6:00 PM G.6 Packet Pg. 45 Standard Contract Page 1 of 10 THE INFORMATION IN THIS BOX IS NOT A PART OF THE CONTRACT AND IS FOR COUNTY USE ONLY REGISTRAR OF VOTERS Department Contract Representative Telephone Number Contractor Contractor Representative Telephone Number Contract Term Original Contract Amount Amendment Amount Total Contract Amount Cost Center IT IS HEREBY AGREED AS FOLLOWS: WHEREAS, the County of San Bernardino (County) desires to place a secure ballot drop box on [insert City or contractor name] (Contractor’s) property located at [address and description] for the purpose of allowing city and county voters to deposit official ballots, 24/7, for all elections in San Bernardino County; and WHEREAS, the County finds Contractor qualified to provide a location for a secure ballot drop box on its property; and WHEREAS, the County desires that such services be provided by Contractor and Contractor agrees to perform these services as set forth below; NOW, THEREFORE, the County and Contractor mutually agree to the following terms and conditions: A. CONTRACTOR RESPONSIBILITIES A.1 To allow access to the box by voters during any scheduled Countywide consolidated election and during any other election in which voters within the Contractor’s jurisdiction are eligible to vote. A.2 To maintain the area adjacent to the box by keeping the area in good condition and conduct regular inspections at least once a day during business hours during voting periods and routine maintenance of the area to ensure the public has access to the box. Contract Number SAP Number G.6.a Packet Pg. 46 At t a c h m e n t : A t t a c h m e n t I - C O N - R O V - 0 8 2 5 - T e m p l a t e A g r e e m e n t - C o u n t y t o i n s t a l l l o c k a n d u n l o c k ( B a l l o t D r o p B o x A g r e e m e n t ) Revised 08/17/2020 Page 2 of 10 A.3 To report any damage, tampering or defacement of the box to the County. A.4 To monitor the status of the box during an election and report any issues to the County. A.5 To remove and secure mail ballots from the box on an emergency basis only upon direction by County. A.6 Contractor is receiving the ballot box from County and Contractor is not responsible or liable in any way what-so-ever for the adequacy of the box for its intended purpose or for acts of third parties that may damage to the box, tamper with or spoil of its contents, or any other criminal act of a third party related to the box or its contents. B. GENERAL CONTRACT REQUIREMENTS B.1 Recitals The recitals set forth above are true and correct and incorporated herein by this reference. B.2 Contract Amendments Contractor agrees any alterations, variations, modifications, or waivers of the provisions of the Contract, shall be valid only when reduced to writing, executed and attached to the original Contract and approved by the person(s) authorized to do so on behalf of Contractor and County. B.3 Contract Assignability Without the prior written consent of the County, the Contract is not assignable by Contractor either in whole or in part. B.4 Contract Exclusivity This is not an exclusive Contract. The County reserves the right to enter into a contract with other contractors for the same or similar services. The County does not guarantee or represent that the Contractor will be permitted to perform any minimum amount of work, or receive compensation other than on a per order basis, under the terms of this Contract. B.5 Attorney’s Fees and Costs If any legal action is instituted to enforce any party’s rights hereunder, each party shall bear its own costs and attorney fees, regardless of who is the prevailing party. This paragraph shall not apply to those costs and attorney fees directly arising from a third-party legal action against a party hereto and payable under Indemnification and Insurance Requirements. B.6 Change of Address Contractor shall notify the County in writing, of any change in mailing address within ten (10) business days of the change. B.7 Choice of Law This Contract shall be governed by and construed according to the laws of the State of California. B.8 Primary Point of Contact Contractor will designate an individual to serve as the primary point of contact for the Contract. Contractor or designee must respond to County inquiries within two (2) business days. Contractor shall not change the primary contact without written acknowledgement to the County. Contractor will also designate a back-up point of contact in the event the primary contact is not available. B.9 County Representative The Registrar of Voters or his/her designee shall represent the County in all matters pertaining to the services to be rendered under this Contract, including termination and assignment of this Contract, and shall be the final authority in all matters pertaining to the Services/Scope of Work G.6.a Packet Pg. 47 At t a c h m e n t : A t t a c h m e n t I - C O N - R O V - 0 8 2 5 - T e m p l a t e A g r e e m e n t - C o u n t y t o i n s t a l l l o c k a n d u n l o c k ( B a l l o t D r o p B o x A g r e e m e n t ) Revised 08/17/2020 Page 3 of 10 by Contractor. If this contract was initially approved by the San Bernardino County Board of Supervisors, then the Board of Supervisors must approve all amendments to this Contract. B.10 Damage to County Property Contractor shall repair, or cause to be repaired, at its own cost, all damages to the box caused by the willful or negligent acts of Contractor or its employees or agents. Such repairs shall be made immediately after Contractor becomes aware of such damage, but in no event later than thirty (30) days after the occurrence. If the Contractor fails to make timely repairs, the County may make any necessary repairs. The Contractor, as determined by the County, shall repay all costs incurred by the County for such repairs, by cash payment upon demand, or County may deduct such costs from any amounts due to the Contractor from the County, as determined at the County’s sole discretion. B.11 Drug and Alcohol Free Workplace In recognition of individual rights to work in a safe, healthful and productive work place, as a material condition of this Contract, the Contractor agrees that the Contractor and the Contractor’s employees, while performing service for the County, on County property, or while using County equipment: B.11.1 Shall not be in any way impaired because of being under the influence of alcohol or an illegal or controlled substance. B.11.2 Shall not possess an open container of alcohol or consume alcohol or possess or be under the influence of an illegal or controlled substance. B.11.3 Shall not sell, offer, or provide alcohol or an illegal or controlled substance to another person, except where Contractor or Contractor’s employee who, as part of the performance of normal job duties and responsibilities, prescribes or administers medically prescribed drugs. The Contractor shall inform all employees that are performing service for the County on County property, or using County equipment, of the County’s objective of a safe, healthful and productive work place and the prohibition of drug or alcohol use or impairment from same while performing such service for the County. The County may terminate for default or breach of this Contract and any other Contract the Contractor has with the County, if the Contractor or Contractor’s employees are determined by the County not to be in compliance with above. B.12 Duration of Terms This Contract, and all of its terms and conditions, shall be binding upon and shall inure to the benefit of the heirs, executors, administrators, successors, and assigns of the respective parties, provided no such assignment is in violation of the provisions of this Contract. B.13 Employment Discrimination During the term of the Contract, Contractor shall not discriminate against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, sexual orientation, age, or military and veteran status. Contractor shall comply with Executive Orders 11246, 11375, 11625, 12138, 12432, 12250, 13672, Title VI and Title VII of the Civil Rights Act of 1964, the California Fair Employment and Housing Act and other applicable Federal, State and County laws and regulations and policies relating to equal employment and contracting opportunities, including laws and regulations hereafter enacted. G.6.a Packet Pg. 48 At t a c h m e n t : A t t a c h m e n t I - C O N - R O V - 0 8 2 5 - T e m p l a t e A g r e e m e n t - C o u n t y t o i n s t a l l l o c k a n d u n l o c k ( B a l l o t D r o p B o x A g r e e m e n t ) Revised 08/17/2020 Page 4 of 10 B.14 Informal Dispute Resolution In the event the County determines that service is unsatisfactory, or in the event of any other dispute, claim, question or disagreement arising from or relating to this Contract or breach thereof, the parties hereto shall use their best efforts to settle the dispute, claim, question or disagreement. To this effect, they shall consult and negotiate with each other in good faith and, recognizing their mutual interests, attempt to reach a just and equitable solution satisfactory to both parties. B.15 Legality and Severability The parties’ actions under the Contract shall comply with all applicable laws, rules, regulations, court orders and governmental agency orders. The provisions of this Contract are specifically made severable. If a provision of the Contract is terminated or held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall remain in full effect. B.16 Material Misstatement/Misrepresentation If during the course of the administration of this Contract, the County determines that Contractor has made a material misstatement or misrepresentation or that materially inaccurate information has been provided to the County, this Contract may be immediately terminated. If this Contract is terminated according to this provision, the County is entitled to pursue any available legal remedies. B.17 Mutual Covenants The parties to this Contract mutually covenant to perform all of their obligations hereunder, to exercise all discretion and rights granted hereunder, and to give all consents in a reasonable manner consistent with the standards of “good faith” and “fair dealing”. B.18 Relationship of the Parties Nothing contained in this Contract shall be construed as creating a joint venture, partnership, or employment arrangement between the Parties hereto, nor shall either Party have the right, power or authority to create an obligation or duty, expressed or implied, on behalf of the other Party hereto. B.20 Representation of the County In the performance of this Contract, Contractor, its agents and employees, shall act in an independent capacity and not as officers, employees, or agents of the County of San Bernardino. B.21 Strict Performance Failure by a party to insist upon the strict performance of any of the provisions of this Contract by the other party, or the failure by a party to exercise its rights upon the default of the other party, shall not constitute a waiver of such party’s right to insist and demand strict compliance by the other party with the terms of this Contract thereafter. B.22 Subpoena In the event that a subpoena or other legal process commenced by a third party in any way concerning the Goods or Services provided under this Contract is served upon Contractor or County, such party agrees to notify the other party in the most expeditious fashion possible following receipt of such subpoena or other legal process. Contractor and County further agree to cooperate with the other party in any lawful effort by such other party to contest the legal validity of such subpoena or other legal process commenced by a third party as may be reasonably required and at the expense of the party to whom the legal process is directed, except as otherwise provided herein in connection with defense obligations by Contractor for County. B.23 Termination for Convenience The County and the Contractor each reserve the right to terminate the Contract, for any reason, with a sixty (60) day written notice of termination. Such termination may include all or part of the services described herein. If Contractor desires to terminate the Contract, they shall give the G.6.a Packet Pg. 49 At t a c h m e n t : A t t a c h m e n t I - C O N - R O V - 0 8 2 5 - T e m p l a t e A g r e e m e n t - C o u n t y t o i n s t a l l l o c k a n d u n l o c k ( B a l l o t D r o p B o x A g r e e m e n t ) Revised 08/17/2020 Page 5 of 10 County ample notice and access to remove the drop box. County shall have sixty (60) days from the date Contractor terminates the contract to remove the drop box and restore the property to its original condition. Should County fail to remove the drop box within sixty (60) days, Contractor may remove the box and charge the cost to County. County shall have sixty (60) days from the mailing of the cost notice to reimburse Contractor for the cost of removing the drop box. If Contractor removes the drop box due to County’s failure to remove the box, Contractor shall not be responsible for any damages to the drop box notwithstanding any other provision in this Contract. B.24 Time of the Essence Time is of the essence in performance of this Contract and of each of its provisions. B.25 Venue The parties acknowledge and agree that this Contract was entered into and intended to be performed in San Bernardino County, California. The parties agree that the venue of any action or claim brought by any party to this Contract will be the Superior Court of California, County of San Bernardino, San Bernardino District. Each party hereby waives any law or rule of the court, which would allow them to request or demand a change of venue. If any action or claim concerning this Contract is brought by any third party and filed in another venue, the parties hereto agree to use their best efforts to obtain a change of venue to the Superior Court of California, County of San Bernardino, San Bernardino District. C. TERM OF CONTRACT This Contract is effective as of *date and expires *date but may be terminated earlier in accordance with provisions of this Contract. D. COUNTY RESPONSIBILITIES D.1 To provide, install and remove the ballot box at County expense, and restore Contractor’s property to its original condition. D.2 To timely notify the Contractor of any elections to be conducted where the box will need to be available. D.3 To service the box by removing the ballots as required by County and State requirements during an election period. D.4 To maintain, repair or replace the box as needed. D.5 To respond to any reported problems or incidents related to the box within 48-hours of Contractor notifying County of the problem or incident. D.6 To unlock the box at the start of regular Contractor business hours twenty-nine (29) days before the day of an election to allow voters to return their voted mail ballots by depositing the ballots into the box. D.7 To securely lock the box promptly at 8:00 p.m. on the day of an election to prevent late ballots from being deposited. E. INDEMNIFICATION AND INSURANCE REQUIREMENTS E.1 Indemnification G.6.a Packet Pg. 50 At t a c h m e n t : A t t a c h m e n t I - C O N - R O V - 0 8 2 5 - T e m p l a t e A g r e e m e n t - C o u n t y t o i n s t a l l l o c k a n d u n l o c k ( B a l l o t D r o p B o x A g r e e m e n t ) Revised 08/17/2020 Page 6 of 10 a. Contractor agrees to indemnify, defend (with counsel approved by County) and hold harmless the County and its officers, employees, agents and volunteers from any and all claims, actions, losses, damages, and/or liability resulting from the Contractor’s negligent acts or omissions which arise from the Contractor’s performance of its obligations under this Contract. County agrees to indemnify, defend (with counsel approved by Contractor), and hold harmless the Contractor and its officers, employees, agents and volunteers from any and all claims, actions, losses, damages, and/or liability resulting from the County’s negligent acts or omissions which arise from the County’s performance of its obligations under this Contract. In the event the County and/or the Contractor is found to be comparatively at fault for any claim, action, loss or damage which results from their respective obligations under the Contract, the County and/or Contractor shall indemnify the other to the extent of its comparative fault. Furthermore, if the County or Contractor attempts to seek recovery from the other for Workers’ Compensation benefits paid to an employee, the County and Contractor agree that any alleged negligence of the employee shall not be construed against the employer of that employee. b. This section 4 survives the termination or expiration of this Contract. E.2 Self-Insurance If both County and Contractor are authorized self-insured public entities for purposes of Professional Liability, General Liability, Automobile Liability and Workers’ Compensation and warrant that through their respective programs of self-insurance, they have adequate coverage or resources to protect against liabilities arising out of the performance of the terms, conditions or obligations of this agreement, then that shall suffice for coverage and meet the insurance requirements for this Contract. E.3 Additional Insured All policies, except for Worker’s Compensation, Errors and Omissions and Professional Liability policies shall contain additional endorsements naming the County and its officers, employees, agents and volunteers as additional named insured with respect to liabilities arising out of the performance of services hereunder. The additional insured endorsements shall not limit the scope of coverage for the County to vicarious liability but shall allow coverage for the County to the full extent provided by the policy. Such additional insured coverage shall be at least as broad as Additional Insured (Form B) endorsement form ISO, CG 2010.11 85. E.4 Waiver of Subrogation Rights The Contractor shall require the carriers of required coverages to waive all rights of subrogation against the County, its officers, employees, agents, volunteers, contractors and subcontractors. All general or auto liability insurance coverage provided shall not prohibit the Contractor and Contractor’s employees or agents from waiving the right of subrogation prior to a loss or claim. The Contractor hereby waives all rights of subrogation against the County. E.5 Policies Primary and Non-Contributory All policies required herein are to be primary and non-contributory with any insurance or self- insurance programs carried or administered by the County. E.6 Severability of Interests The Contractor agrees to ensure that coverage provided to meet these requirements is applicable separately to each insured and there will be no cross liability exclusions that preclude coverage for suits between the Contractor and the County or between the County and any other insured or additional insured under the policy. E.7 Proof of Coverage The Contractor shall furnish Certificates of Insurance to the County Department administering the Contract evidencing the insurance coverage at the time the Contract is executed, additional endorsements, as required shall be provided prior to the commencement of performance of G.6.a Packet Pg. 51 At t a c h m e n t : A t t a c h m e n t I - C O N - R O V - 0 8 2 5 - T e m p l a t e A g r e e m e n t - C o u n t y t o i n s t a l l l o c k a n d u n l o c k ( B a l l o t D r o p B o x A g r e e m e n t ) Revised 08/17/2020 Page 7 of 10 services hereunder, which certificates shall provide that such insurance shall not be terminated or expire without thirty (30) days written notice to the Department, and Contractor shall maintain such insurance from the time Contractor commences performance of services hereunder until the completion of such services. Within fifteen (15) days of the commencement of this contract, the Contractor shall furnish a copy of the Declaration page for all applicable policies and will provide complete certified copies of the policies and endorsements immediately upon request. If Contractor is self-insured or a member of a JPIA, evidence of such coverage shall be furnished to County within fifteen (15) days of the commencement of this contract. E.8 Acceptability of Insurance Carrier Unless otherwise approved by Risk Management, insurance shall be written by insurers authorized to do business in the State of California and with a minimum “Best” Insurance Guide rating of “A- VII”. Self-insurance or membership in a JPIA shall suffice for coverage. E.9 Deductibles and Self-Insured Retention Any and all deductibles or self-insured retentions in excess of $10,000 shall be declared to and approved by Risk Management. E.10 Failure to Procure Coverage In the event that any policy of insurance required under this contract does not comply with the requirements, is not procured, or is canceled and not replaced, the County has the right but not the obligation or duty to cancel the contract or obtain insurance if it deems necessary and any premiums paid by the County will be promptly reimbursed by the Contractor or County payments to the Contractor will be reduced to pay for County purchased insurance. E.11 Insurance Review Insurance requirements are subject to periodic review by the County. The Director of Risk Management or designee is authorized, but not required, to reduce, waive or suspend any insurance requirements whenever Risk Management determines that any of the required insurance is not available, is unreasonably priced, or is not needed to protect the interests of the County. In addition, if the Department of Risk Management determines that heretofore unreasonably priced or unavailable types of insurance coverage or coverage limits become reasonably priced or available, the Director of Risk Management or designee is authorized, but not required, to change the above insurance requirements to require additional types of insurance coverage or higher coverage limits, provided that any such change is reasonable in light of past claims against the County, inflation, or any other item reasonably related to the County’s risk. Any change requiring additional types of insurance coverage or higher coverage limits must be made by amendment to this contract. Contractor agrees to execute any such amendment within thirty (30) days of receipt. Any failure, actual or alleged, on the part of the County to monitor or enforce compliance with any of the insurance and indemnification requirements will not be deemed as a waiver of any rights on the part of the County. E.12 The Contractor agrees to provide insurance set forth in accordance with the requirements herein. If the Contractor uses existing coverage to comply with these requirements and that coverage does not meet the specified requirements, the Contractor agrees to amend, supplement or endorse the existing coverage to do so. Without in anyway affecting the indemnity herein provided and in addition thereto, the Contractor shall secure and maintain throughout the contract term the following types of insurance with limits as shown: E.12.1 Workers’ Compensation/Employer’s Liability – A program of Workers’ Compensation insurance or a state-approved, self-insurance program in an amount and form to meet G.6.a Packet Pg. 52 At t a c h m e n t : A t t a c h m e n t I - C O N - R O V - 0 8 2 5 - T e m p l a t e A g r e e m e n t - C o u n t y t o i n s t a l l l o c k a n d u n l o c k ( B a l l o t D r o p B o x A g r e e m e n t ) Revised 08/17/2020 Page 8 of 10 all applicable requirements of the Labor Code of the State of California, including Employer’s Liability with $250,000 limits covering all persons including volunteers providing services on behalf of the Contractor and all risks to such persons under this contract. If Contractor has no employees, it may certify or warrant to the County that it does not currently have any employees or individuals who are defined as “employees” under the Labor Code and the requirement for Workers’ Compensation coverage will be waived by the County’s Director of Risk Management. With respect to Contractors that are non-profit corporations organized under California or Federal law, volunteers for such entities are required to be covered by Workers’ Compensation insurance. E.12.2 Commercial/General Liability Insurance – The Contractor shall carry General Liability Insurance covering all operations performed by or on behalf of the Contractor providing coverage for bodily injury and property damage with a combined single limit of not less than one million dollars ($1,000,000), per occurrence. The policy coverage shall include: a. Premises operations and mobile equipment. b. Products and completed operations. c. Broad form property damage (including completed operations). d. Explosion, collapse and underground hazards. e. Personal injury. f. Contractual liability. g. $2,000,000 general aggregate limit. E.12.3 Automobile Liability Insurance – Primary insurance coverage shall be written on ISO Business Auto coverage form for all owned, hired and non-owned automobiles or symbol 1 (any auto). The policy shall have a combined single limit of not less than one million dollars ($1,000,000) for bodily injury and property damage, per occurrence. If the Contractor is transporting one or more non-employee passengers in performance of contract services, the automobile liability policy shall have a combined single limit of two million dollars ($2,000,000) for bodily injury and property damage per occurrence. If the Contractor owns no autos, a non-owned auto endorsement to the General Liability policy described above is acceptable. E.12.4 Umbrella Liability Insurance – An umbrella (over primary) or excess policy may be used to comply with limits or other primary coverage requirements. When used, the umbrella policy shall apply to bodily injury/property damage, personal injury/advertising injury and shall include a “dropdown” provision providing primary coverage for any liability not covered by the primary policy. The coverage shall also apply to automobile liability. F. CORRECTION OF PERFORMANCE DEFICIENCIES F.1 Failure by Contractor to comply with any of the provisions, covenants, requirements or conditions of this Contract shall be a material breach of this Contract. F.2 In the event of a non-cured breach, County may, at its sole discretion and in addition to any other remedies available at law, in equity, or otherwise specified in this Contract: a. Afford Contractor thereafter two (2) calendar days within which to cure the breach; and/or G.6.a Packet Pg. 53 At t a c h m e n t : A t t a c h m e n t I - C O N - R O V - 0 8 2 5 - T e m p l a t e A g r e e m e n t - C o u n t y t o i n s t a l l l o c k a n d u n l o c k ( B a l l o t D r o p B o x A g r e e m e n t ) Revised 08/17/2020 Page 9 of 10 b. Discontinue reimbursement to Contractor for and during the period in which Contractor is in breach, which reimbursement shall not be entitled to later recovery; and/or c. Withhold funds pending duration of the breach; and/or d. Offset against any monies billed by Contractor but yet unpaid by County those monies disallowed pursuant to Item “b” of this paragraph; and/or e. Terminate this Contract immediately and be relieved of the payment of any consideration to Contractor. In the event of such termination, the County may proceed with the work in any manner deemed proper by the County. The cost to the County shall be deducted from any sum due to the Contractor under this Contract and the balance, if any, shall be paid by the Contractor upon demand. G. NOTICES All written notices provided for in this Contract or which either party desires to give to the other shall be deemed fully given, when made in writing and either served personally, or by facsimile, or deposited in the United States mail, postage prepaid, and addressed to the other party as follows: County of San Bernardino Registrar of Voters 777 E. Rialto Ave. San Bernardino, CA 92415 Contractor Address Notice shall be deemed communicated two (2) County working days from the time of mailing if mailed as provided in this paragraph. H. ENTIRE AGREEMENT This Contract, including all Exhibits and other attachments, which are attached hereto and incorporated by reference, and other documents incorporated herein, represents the final, complete and exclusive agreement between the parties hereto. Any prior agreement, promises, negotiations or representations relating to the subject matter of this Contract not expressly set forth herein are of no force or effect. This Contract is executed without reliance upon any promise, warranty or representation by any party or any representative of any party other than those expressly contained herein. Each party has carefully read this Contract and signs the same of its own free will. G.6.a Packet Pg. 54 At t a c h m e n t : A t t a c h m e n t I - C O N - R O V - 0 8 2 5 - T e m p l a t e A g r e e m e n t - C o u n t y t o i n s t a l l l o c k a n d u n l o c k ( B a l l o t D r o p B o x A g r e e m e n t ) Revised 08/17/2020 Page 10 of 10 IN WITNESS WHEREOF, the County of San Bernardino and the Contractor have each caused this Contract to be subscribed by its respective duly authorized officers, on its behalf. / / / / / / FOR COUNTY USE ONLY Approved as to Legal Form Reviewed for Contract Compliance Reviewed/Approved by Department Jolena Grider, Deputy County Counsel Bob Page, Registrar of Voters Date Date Date COUNTY OF SAN BERNARDINO (Print or type name of corporation, company, contractor, etc.) By (Authorized signature - sign in blue ink) Dated: Name (Print or type name of person signing contract) Title (Print or Type) Dated: Address G.6.a Packet Pg. 55 At t a c h m e n t : A t t a c h m e n t I - C O N - R O V - 0 8 2 5 - T e m p l a t e A g r e e m e n t - C o u n t y t o i n s t a l l l o c k a n d u n l o c k ( B a l l o t D r o p B o x A g r e e m e n t ) ATTACHMENT II G.6.b Packet Pg. 56 At t a c h m e n t : A t t a c h m e n t I I - B a l l o t D r o p B o x L o c a t i o n ( B a l l o t D r o p B o x A g r e e m e n t ) ATTACHMENT Ill -- \ G.6.c Packet Pg. 57 At t a c h m e n t : A t t a c h m e n t I I I - B a l l o t D r o p B o x E x a m p l e ( B a l l o t D r o p B o x A g r e e m e n t ) AGENDA REPORT MEETING DATE: September 22, 2020 Council Item TITLE: Approval of a Resolution Approving Change Orders to TSR Construction for Grand Terrace/Mount Vernon Intersection Improvements, Which Adjusts Quantities, Adds Extra Work, And, Therefore, Increases Total Compensation by $107,858.23; and Authorizing City Manager to Sign Such Change Orders PRESENTED BY: Craig Bradshaw, Interim Public Works Director RECOMMENDATION: RECOMMENDATION: Approve the attached resolution approving Change Order No. 1 and Change Order No. 2 for the Project entitled “Grand Terrace Mt. Vernon Intersection Project HSIPL-5421 (005)” which Adjusts Quantities for Certain Work Items, Adds Further Work Items to such Project, and which Increases the Total Compensation to be Paid to the Project Contractor in the Total Amount of $107,858.23 and which will be paid using the remaining Authorized Highway Safety Improvement Grant Funding Amounts; and Authorizing the City Manager to Execute Such Change Orders 2030 VISION STATEMENT: This staff report supports Goal #2 "Maintain Public Safety" by investing in critical improvements to infrastructure. BACKGROUND: On April 28, 2020, the City council awarded a contract to TSR Construction and Inspection to construct safety upgrades at five intersections on Mt. Vernon Blvd. in the amount of $268,350 with a contingency that is the lesser of 10% of the total contract sum or $25,000. The scope of work includes installation of five curb ramps, sidewalk, crosswalks, signs, and five solar powered streetlights. The project is funded by a Highway Safety Improvement Program (HSIP) federal grant. The initial grant amount was $398,300. HSIP funds are eligible for work on any public road or publicly owned bicycle or pedestrian pathway or trail, or on tribal lands for general use of tribal members, that corrects or improves the safety for its users. Grant monies cover design, construction engineering, and construction costs. During the initial phases of construction, it was determined there were several field issues that needed to be addressed to properly perform the work. In order to address G.7 Packet Pg. 58 the concerns, Change Order No. 1, in the amount of $62,158.23 was approved and issued. Unfortunately, the change order exceeded that contingency in the Agreement authorized by City Council. Discussing with the project manager and Caltrans Local Assistance it was determined that the full $398,300 grant allocated funds could be utilized to address field deficiencies and improve the project. In order to obtain authorization to utilize the funds above the contingency, it is appropriate for the City Council to approve Change Order No. 1 and Change Order No. 2, in the amount of $45,700, to properly complete the project. The additional work adds additional safety measures, improves the damaged asphalt and utilizes thermoplastic striping to enhance the long-term visibility of crosswalks to drivers. Staff recommends approving the attached change orders authorizing the use of the remaining $107,858.23 of HSIP funds and authorizing the City Manager to execute the change orders. DISCUSSION: By approving and authorizing the City Manager and the Director of Public Works to execute change orders to TSR Construction and Inspection, the City will benefit by increase pedestrian safety at the locations of work. The following table shows how the federal grant funds were approved (E-76) and actual available expenditures for each category. Based on the construction award amount of $268,350, there will remain approximately $107,950 of grant funds that can be used to make additional improvements. The proposed cost breakdown of the available funds is recommended as follows: E-76 Actual Available Contract Award Available Additional Funds Preliminary Engineering $24,956 $24,956 Construction $398,300 $376,300 $268,350 $107,950 Construction Engineering $22,000 Total $423,256 The funds will pay for additional safety work items that were not covered by the original contract. Therefore, including Change Order No. 1 and Change Order No. 2, the eight intersection safety items increasing the scope and cost for the project are as follows: 1. Asphalt Concrete Remove and Replace ($8,232) G.7 Packet Pg. 59 2. Additional asphalt mill and overlay ($30,525) 3. Streetlight mast arms ($7,500) 4. Streetlight foundations ($6,200) 5. Additional concrete curb ($2,701.23) 6. Payment and performance bonds ($7,000) 7. Canal Street crack and slurry seal ($10,400) 8. Additional striping on Mt Vernon ($6,500) 9. Crack & slurry seal three Mt Vernon intersections ($28,800) Total Estimated cost of $107,858.23 (the sum of Change Order No. 1: $62,158.23 and Change Order No. 2: $45,700). Increasing the contract from the award amount of $268,350 to the proposed amount of $376,208, represents an increase of $107,858.23. Of the contract amount $62,158 has been expended with Change Order No. 1, which leaves $45,792 in remaining available HSIP grant funds. With the contract substantially exceeding the original bid amount it is important to consider if it is prudent to consider rebidding the additional scope of work. The following items were considered in making a determination. 1. The extra work provided in Change Order No. 1 is important and necessary to complete the Project pursuant to the original Agreement. 2. Change Order No. 1 is complete, except for installation of street light poles that are backordered. 3. The extra work provided in Change Order No. 2 is important and necessary to complete the installation of enhanced crosswalks pursuant to the Agreement. 4. The Contractor's work and proposed Change Order No. 2's work, if approved, will be completed in October. It is not practical to rebid the small amount of remaining work, which will take a minimum of 3 months. 5. If the Project were re-bid, then the cost of procurement, preparation of bid documents, the bidding process, and the cost of work will likely exceed the available HSIP grant funds. 6. There are a limited number of firms that would be interested in a small contract. 7. The Contractor has used the Agreement's used unit prices where possible and has provided reasonable change order prices for work requested 8. Caltrans Local Assistance, which oversees the use of federal funds, found the use of the existing contract acceptable for completing the work. For the above reasons, it is staff’s recommendation that the City Council adopt the attached resolution which will approve Change Order No. 1 and Change Order No. 2, to be funded by HSIP grant funds, and authorize City Manager to execute such change orders. FISCAL IMPACT: G.7 Packet Pg. 60 The appropriation required for the above change orders are already included in the FY2020-21 Adopted Budget. ATTACHMENTS: • Attachment No. 1 GRAND TERRACE HSIPL 5421-(005) ChangeOrder 001 (PDF) • Attachment No. 2 GRAND TERRACE HSIPL 5421-(005) ChangeOrder 002 (PDF) • Attachment No. 3 HSIP Project Reso (DOCX) APPROVALS: Craig Bradshaw Completed 09/01/2020 5:59 PM City Attorney Completed 09/16/2020 9:12 PM Finance Completed 09/16/2020 9:28 PM City Manager Completed 09/16/2020 9:39 PM City Council Pending 09/22/2020 6:00 PM G.7 Packet Pg. 61 CITY OF GRAND TERRACE CONTRACT CHANGE ORDER To: TSR CONSTRUCTION AND INSPECTIONS Date: 06/30/2020 8264 Avenida Leon City Project No: Rancho Cucamonga, CA 91730 Project Name: Mt. Vernon Corridor Safety Improvement Project P : (909) 987 8038 Change Order No: 001 F : (909) 987 7519 Purchase Order No: Account Number(s): Attn: Gabriel Zapirtan Federal Project: HSHSIPL-5421 HSIP-5421 (005) CHANGES IN WORK: Item Adjustments at Contract Unit Prices This change order provides for contract quantity adjustments and adding additional items to the contract as follows: Bid Item No. Item Description Quantity Unit Price Total 5 ASPHALT CONCRETE REMOVE & REPLACE 588 $14.00 $8232.00 Extra Work at Agreed Unit Price This change order provides for additional work required to complete the project: New Item Description Quantity Unit Price Total 1 MILL AND OVERLAY AC PAVEMENT 3700 $8.25 $30,525.00 2 MAST ARMS FOR STREET LIGHTS 5 $1,500.00 $7,500.00 3 LIGHT POLE FOOTINGS 5 $1,240.00 $6,200.00 4 CONCRETE CURB 57 $47.39 $2,701.23 5 PAYMENT & PERFORMANCE BONDS 1 $7,000.00 $7,000.00 6 7 8 Subtotal $62,158.23 Total Change Order Amount G.7.a Packet Pg. 62 At t a c h m e n t : A t t a c h m e n t N o . 1 G R A N D T E R R A C E H S I P L 5 4 2 1 - ( 0 0 5 ) C h a n g e O r d e r 0 0 1 ( G r a n d T e r r a c e / M o u n t V e r n o n I n t e r s e c t i o n I m p r o v e m e n t s ) Contract Change Order No. 01 June 30, 2020 Page 2 CHANGES TO CONTRACT TIME: This change adds zero (0) working days to complete the additional work. SOURCE OF FUNDS: Funds are available from the following account(s): Change order amount of _$62,158.23 will be paid with __grant__________funds____________________ REASONS FOR CHANGE: EXISTING BI ITEM #5 ASPHALT CONCRETE REMOVE & REPLACE 588 SF of existing AC buckling pavement was saw cunt and removed and replaced to match existing conditions and meet ADA compliance. NEW ITEM #2 LIGHT POLE ARMS The contract drawings indicated the streetlights were to be installed by others. The bid sheet included a bid item for the supply and installation of 5 streetlights. A pre-bid answer to a question directed the bidders to include the scope and cost of the five streetlights, but the type/manufacture was not provided. Post bid Via email, the City Engineer provided some information to the contractor, the contractor submitted light poles for review that matched the information. Based on the Email from the City Engineer, approved them. (Email included) The bid item sheet called for the installation of 5 light poles, the drawings show 4 locations. We need to identify an additional location. (no cost) The light poles were described in the drawings with a picture of the light, the picture shows a light without a mast-arm. A 6’-0” mast arm is required. NEW ITEM #3: LIGHT POLE FOOTINGS The light poles required a footing designed by the engineer, the bid and contract documents omit the detail. NEW ITEM #4 Misc. Concrete curb 57 lf of concrete curb was added to accommodate existing conditions and meet ADA compliance. NEW BID ITEM #5 NEW BID ITEM PERFORMANCE AND PAYMENT BOND Direct reimbursement for the cost of contractor performance and payment bond in compliance with Public Contract Code and HSIPL grant requirements. G.7.a Packet Pg. 63 At t a c h m e n t : A t t a c h m e n t N o . 1 G R A N D T E R R A C E H S I P L 5 4 2 1 - ( 0 0 5 ) C h a n g e O r d e r 0 0 1 ( G r a n d T e r r a c e / M o u n t V e r n o n I n t e r s e c t i o n I m p r o v e m e n t s ) Contract Change Order No. 01 June 30, 2020 Page 3 SUMMARY OF COSTS: Original Contract Amount: $268,350.00 Original Completion 47 This Change Order: $62,158.23 Days Added 0 Previous Change Order(s): $0.00 Previous Days Added: 0 Revised Contract Amount: $330,508.23 Revised Completion 47 WD 47 WDDate: [SIGNATURES ON NEXT PAGE] G.7.a Packet Pg. 64 At t a c h m e n t : A t t a c h m e n t N o . 1 G R A N D T E R R A C E H S I P L 5 4 2 1 - ( 0 0 5 ) C h a n g e O r d e r 0 0 1 ( G r a n d T e r r a c e / M o u n t V e r n o n I n t e r s e c t i o n I m p r o v e m e n t s ) Contract Change Order No. 01 June 30, 2020 Page 4 I have received a copy of this Change Order and the above AGREED PRICES are acceptable to Contractor Signature Date Printed Name and Title Inspector - Signature Date Printed Name and Title City of Grand Terrace Recommended By: Alan French Public Works Director / City Engineer Date Approved By: G. Harold Duffey, City Manager Date Attested By: Debra L. Thomas, City Clerk Date Distribution: Original Conformed Copy: Conformed - File Copy: Contractor (1) City Project File (1) City Clerk (1) Finance (1) G.7.a Packet Pg. 65 At t a c h m e n t : A t t a c h m e n t N o . 1 G R A N D T E R R A C E H S I P L 5 4 2 1 - ( 0 0 5 ) C h a n g e O r d e r 0 0 1 ( G r a n d T e r r a c e / M o u n t V e r n o n I n t e r s e c t i o n I m p r o v e m e n t s ) CITY OF GRAND TERRACE CONTRACT CHANGE ORDER To: TSR CONSTRUCTION AND INSPECTIONS Date: 06/30/2020 8264 Avenida Leon City Project No: Rancho Cucamonga, CA 91730 Project Name: Mt. Vernon Corridor Safety Improvement P : (909) 987 8038 Change Order No: 002 F : (909) 987 7519 Purchase Order No: Account Number(s): Attn: Gabriel Zapirtan Federal Project: HSIP-5421 (005) CHANGES IN WORK: Item Adjustments at Contract Unit Prices This change order provides for contract quantity adjustments and adding additional items to the contract as follows: Bid Item No. Item Description Quantity Unit Price Total Extra Work at Agreed Unit Price This change order provides for additional work required to complete the project: New Item Description Quantity Unit Price Total 1 Canal Street crack and slurry seal 5,200 $2.00 $10,400.00 2 Additional striping on Mt Vernon 1 $6,500.00 $6,500.00 3 Crack & slurry seal three Mt Vernon intersections 3 9,600.00 $28,800.00 Subtotal $45,700.00 Total Change Order Amount G.7.b Packet Pg. 66 At t a c h m e n t : A t t a c h m e n t N o . 2 G R A N D T E R R A C E H S I P L 5 4 2 1 - ( 0 0 5 ) C h a n g e O r d e r 0 0 2 ( G r a n d T e r r a c e / M o u n t V e r n o n I n t e r s e c t i o n I m p r o v e m e n t s ) Contract Change Order No. 02 June 30, 2020 Page 2 CHANGES TO CONTRACT TIME: This change adds zero (0) working days to complete the additional work. SOURCE OF FUNDS: Funds are available from the following account(s): Change order amount of _$45,700.00 will be paid with grant funds REASONS FOR CHANGE: NEW ITEM #1: Canal Street crack and slurry seal Canal street is a route to school requiring safety measures including cross walks. The asphalt condition is poor. Slurry seal will extend the life of the intersection asphalt and new cross walks. NEW ITEM #2: Additional striping Stop bars were installed under the base contract, slurry seal of the intersections will require reinstallation of the stop bars. NEW ITEM #3: Crack and slurry seal three Mt. Vernon intersections All three intersection received safety enhancements and ADA curb ramps. Crosswalks are required by ADA regulations to maintain a level of smoothness. The asphalt condition is poor. Slurry seal will raise the level of smoothness and extend the life of the intersection asphalt and new cross walks. SUMMARY OF COSTS: Original Contract Amount: $268,350.00 Original Completion 47 This Change Order: $ 45,700.00 Days Added 0 Previous Change Order(s): $ 62,158.23 Previous Days Added: 0 Revised Contract Amount: $376,208.23 Revised Completion 47 [SIGNATURES ON NEXT PAGE] G.7.b Packet Pg. 67 At t a c h m e n t : A t t a c h m e n t N o . 2 G R A N D T E R R A C E H S I P L 5 4 2 1 - ( 0 0 5 ) C h a n g e O r d e r 0 0 2 ( G r a n d T e r r a c e / M o u n t V e r n o n I n t e r s e c t i o n I m p r o v e m e n t s ) Contract Change Order No. 02 June 30, 2020 Page 3 I have received a copy of this Change Order and the above AGREED PRICES are acceptable to Contractor Signature Date Inspector - Printed NamDeigitaalnly dsignTeditblyeGary C Yeo DN: C=US, E=gyeo@hrgreen.com, O=HR Green, OU=Construction Gary C Services, CN=Gary C Yeo Reason: I have reviewed this document SignaDtauter:e2020.09.02 13:02:09-07'00' Date Printed Name and Title City of Grand Terrace Recommended By: Alan French Public Works Director / City Engineer Date Approved By: G. Harold Duffey, City Manager Date Attested By: Debra L. Thomas, City Clerk Date Distribution: Original Conformed Copy: Conformed - File Copy: Contractor (1) City Project File (1) City Clerk (1) Finance (1) Yeo G.7.b Packet Pg. 68 At t a c h m e n t : A t t a c h m e n t N o . 2 G R A N D T E R R A C E H S I P L 5 4 2 1 - ( 0 0 5 ) C h a n g e O r d e r 0 0 2 ( G r a n d T e r r a c e / M o u n t V e r n o n I n t e r s e c t i o n I m p r o v e m e n t s ) 01247.0006/669535.1 RESOLUTION NO. 2020-xxx A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, APPROVING CHANGE ORDER NOS. 1 AND 2 FOR THE PROJECT ENTITLED “GRAND TERRACE MT. VERNON INTERSECTION PROJECT HSIPL-5421 (005)” WHICH ADJUSTS QUANTITIES FOR CERTAIN WORK ITEMS, ADDS FURTHER WORK ITEMS TO SUCH PROJECT, AND WHICH INCREASES THE TOTAL COMPENSATION TO BE PAID TO THE PROJECT CONTRACTOR IN THE TOTAL AMOUNT OF $107,858.23 AND WHICH WILL BE PAID USING THE REMAINING AUTHORIZED HIGHWAY SAFETY IMPROVEMENT GRANT FUNDING AMOUNTS; AND AUTHORIZING THE CITY MANAGER TO EXECUTE SUCH CHANGE ORDERS WHEREAS, the City of Grand Terrace was awarded $398,300 in Highway Safety Improvement (HSIP) grant, through the California Department of Transportation; and, WHEREAS, the HSIP grant funds are eligible for work on any public road or publicly owned bicycle or pedestrian pathway or trail, that corrects or improves the safety for its users; and, WHEREAS, the HSIP grant funds were used by the City for its project entitled “GRAND TERRACE MT. VERNON INTERSECTION PROJECT HSIPL-5421(005)” (“Project”); and, WHEREAS, the City selected TSR Construction and Inspection (“Contractor”) to carry out the Project by constructing safety upgrades at five intersections on Mt. Vernon Boulevard, in the formally bid amount of $268,350 and, therefore, entered into an agreement with Contractor for such work (“Agreement”); and, WHEREAS, during the initial phases of Project construction, it was determined there were several field issues that needed to be addressed to properly perform the necessary safety-related work, which included asphalt work, streetlight mast arms, curb and gutter, and upgraded striping under the Agreement; and, WHEREAS, Change Order No. 1 to the Agreement makes adjustments to quantities for certain items, adds extra work items, and, therefore, increases the Agreement’s total compensation by $62,158.23 (“Change Order No. 1”). Change Order No. 1 is more particularly described in Exhibit 1, which is attached hereto and incorporated herein by this reference; and, WHEREAS, though the increased costs in Change Order No. 1 exceeded the contingency authorized in the Agreement, Change Order No. 1 was nevertheless signed and issued; and, WHEREAS, Change Order No. 2 to the Agreement adds extra work items, and, therefore, increases the Agreement’s total compensation by $45,700 (“Change Order No. 2”). Change Order No. 2 is more particularly described in Exhibit 2, which is attached G.7.c Packet Pg. 69 At t a c h m e n t : A t t a c h m e n t N o . 3 H S I P P r o j e c t R e s o [ R e v i s i o n 4 ] ( G r a n d T e r r a c e / M o u n t V e r n o n I n t e r s e c t i o n I m p r o v e m e n t s ) 01247.0006/669535.1 hereto and incorporated herein by this reference; and, WHEREAS, the Agreement’s total compensation of $268,350, including the permitted contingency, was insufficient to cover the costs of both change orders’ extra work; and, WHEREAS, as provided further in this Resolution, it is not practical to rebid the remaining Project work; and, WHEREAS, City staff has verified with Caltrans Local Assistance, the grant administers, that approval of Change Order No. 1 and Change Order No. 2 is acceptable; and, WHEREAS, the City Council desires to approve Change Order Nos. 1 and 2 to the Agreement which will approve the quantity adjustments, extra work, increased compensation to Contractor, as further described therein, and authorize the use of the entire amount of HSIP funds granted to the City to pay for the additional costs related thereto; and, NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Grand Terrace as follows: 1. The Recitals set forth above are incorporated herein by this reference. 2. Based upon the forgoing and all information presented at the September 22, 2020, City Council meeting, including staff reports and presentations, the City Council finds and determines that it is impractical to rebid the Project so that it includes the items provided in Change Order Nos. 1 and 2 for the following reasons: a. The extra work provided in Change Order No. 1 is important and necessary to complete the Project pursuant to the Agreement. b. Change Order No. 1 is complete, except for installation of street light poles that are backordered. c. The extra work provided in Change Order No. 2 is important and necessary to complete the installation of enhanced crosswalks pursuant to the Agreement. d. The Contractor's work and proposed Change Order No. 2's work, if approved, will be completed in October. It is not practical to rebid the small amount of remaining work, which will take a minimum of 3 months. e. If the Project were re-bid, then the cost of procurement, preparation of bid documents, the bidding process, and the cost of work will likely exceed the available HSIP grant funds. f. There are a limited number of firms that would be interested in a G.7.c Packet Pg. 70 At t a c h m e n t : A t t a c h m e n t N o . 3 H S I P P r o j e c t R e s o [ R e v i s i o n 4 ] ( G r a n d T e r r a c e / M o u n t V e r n o n I n t e r s e c t i o n I m p r o v e m e n t s ) 01247.0006/669535.1 small contract. g. The Contractor has used the Agreement's used unit prices where possible and has provided reasonable change order prices for work requested 3. Based upon the forgoing, the City Council, therefore, approves Change Order No. 1, as more particularly described in Exhibit 1. 4. Based upon the forgoing, the City Council, therefore, approves Change Order No. 2, as more particularly described in Exhibit 2. 5. Accordingly, the City Manager is hereby authorized to execute Change Order No. 1 and Change Order No. 2. 6. If any section, subsection, sentence, clause, phrase, or portion of this Resolution 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 Resolution. The City Council of the City of Grand Terrace hereby declares that it would have adopted this Resolution 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. 7. This Resolution shall go into full force and effect immediately. 8. The City Clerk shall certify to the adoption of this Resolution. PASSED, APPROVED AND ADOPTED by the City Council of the City of Grand Terrace at a regular meeting held on the 22nd day of September, 2020. __________________________ Darcy McNaboe Mayor ATTEST: __________________________ Debra Thomas City Clerk APPROVED AS TO FORM: __________________________ Adrian R. Guerra City Attorney G.7.c Packet Pg. 71 At t a c h m e n t : A t t a c h m e n t N o . 3 H S I P P r o j e c t R e s o [ R e v i s i o n 4 ] ( G r a n d T e r r a c e / M o u n t V e r n o n I n t e r s e c t i o n I m p r o v e m e n t s ) 01247.0006/669535.1 Exhibit 1 – Change Order No. 1 G.7.c Packet Pg. 72 At t a c h m e n t : A t t a c h m e n t N o . 3 H S I P P r o j e c t R e s o [ R e v i s i o n 4 ] ( G r a n d T e r r a c e / M o u n t V e r n o n I n t e r s e c t i o n I m p r o v e m e n t s ) 01247.0006/669535.1 Exhibit 2 – Change Order No. 2 G.7.c Packet Pg. 73 At t a c h m e n t : A t t a c h m e n t N o . 3 H S I P P r o j e c t R e s o [ R e v i s i o n 4 ] ( G r a n d T e r r a c e / M o u n t V e r n o n I n t e r s e c t i o n I m p r o v e m e n t s )