10/27/2020CITY OF GRAND TERRACE
CITY COUNCIL
AGENDA ● OCTOBER 27, 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 October 27, 2020 is 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 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: 841 6207 6976
Password: 297541
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 October 27, 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 – 10/13/2020
DEPARTMENT: CITY CLERK
3. Approval of the September-2020 Check Register in the Amount of $567,034.67
RECOMMENDATION:
Approve the Check Register No. 09302020 in the amount of $567,034.67 as submitted,
for the period ending September 30, 2020.
DEPARTMENT: FINANCE
Agenda Grand Terrace City Council October 27, 2020
City of Grand Terrace Page 3
4. Termination of Emergency Declaration for the Rehabilitation of Grand Terrace Road,
North of Newport Avenue, Accepting Such Work as Complete, and Authorizing the
Filing of a Notice of Completion Related Thereto
RECOMMENDATION:
Adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND
TERRACE, CALIFORNIA FINDING AND DETERMINING THAT THE EMERGENCY
REHABILITATION OF GRAND TERRACE ROAD, NORTH OF NEWPORT AVENUE,
HAS BEEN COMPLETED IN A MANNER THAT ADDRESSES THE EMERGENCY
EVENT DECLARED BY RESOLUTION NO. 2020-31 AND, THEREFORE,
TERMINATING THE ACTIONS AUTHORIZED THEREUNDER; AND FURTHER
ACCEPTING THEREOF; AND AUTHORIZING THE FILING OF A NOTICE OF
COMPLETION RELATED THERETO
DEPARTMENT: PUBLIC WORKS
5. Request by Grocery Outlet for a Waiver of City Fees Related to a Thanksgiving Food
Distribution Special Event
RECOMMENDATION:
Waive the Special Event filing and permitting fees in the amount of $310.00 for Grocery
Outlet's Thanksgiving Food Distribution
DEPARTMENT: PLANNING & DEVELOPMENT SERVICES
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. Approve the Proposed Coronavirus Relief Funds (CRF) Programs and the
Corresponding Revenue and Expense Appropriations
Agenda Grand Terrace City Council October 27, 2020
City of Grand Terrace Page 4
RECOMMENDATION:
Approve the proposed programs and the revenue and expense appropriations of
$153,425 in additional Coronavirus Relief Funds (CRF) received from the County of San
Bernardino's CRF Allocation from the U.S. Treasury Department
DEPARTMENT: CITY MANAGER
7. Ordinance and Resolution Adopting and Establishing Procurement Procedures for
Public Projects Per the Uniform Public Construction Cost Accounting Act and for
Maintenance Work
RECOMMENDATION:
(1) Adopt a Resolution of the City Council of the City of Grand Terrace electing to
become subject to the Uniform Public Construction Cost Accounting Act.
(2) Conduct first reading by title only and waive further reading of an Ordinance
Adding Chapter 3.26 To Title 3 And Amending Section 3.24.060 of Chapter 3.24
of Title 3 of The Grand Terrace Municipal Code, which establish procurement
procedures for Public Projects, pursuant to the Uniform Public Construction Cost
Accounting Act, and for Maintenance Work.
DEPARTMENT: CITY ATTORNEY
8. California High Speed Rail Authority - Authorization to Enter into Reimbursement
Agreement and Issuance of Comment Letter
RECOMMENDATION:
1. Authorize the City Attorney to prepare a reimbursement agreement with the
California High Speed Rail Authority (CHSRA), consistent with the sample
agreement provided by the CHSRA, to reimburse the City for costs related to
Technical/Engineering Review Support and related work, and authorize the City
Manager to execute it subject to City Attorney approval as to form; and
2. Authorize the Mayor to sign environmental Notice of Intent/Notice of Preparation
comment letter to the CHSRA.
DEPARTMENT: PLANNING & DEVELOPMENT SERVICES
H. REQUESTS FOR FUTURE AGENDA ITEMS BY CITY COUNCIL
Pursuant to City Council policy set forth in the 2030 Vision and 2014 ‐2020 Strategic
Plan, if a City Council Member is interested in a task or project that will require more
than one hour of staff time to complete, the item will be agendized to ask the City
Council if time should be spent on preparing a report on the proposed item. In
accordance with this policy, this is the opportunity for City Council Members to request
that an item be placed on a future agenda and authorize staff to prepare an agenda
report. To ensure compliance with the Brown Act, the request shall be submitted to the
City Manager at least one week in advance of the meeting so that the topic can be
included on the agenda under this section. In order for any listed item to be placed on a
Agenda Grand Terrace City Council October 27, 2020
City of Grand Terrace Page 5
future agenda, the City Council must act by formal motion (i.e., requires a motion and a
second) to direct the City Manager to place the item on a future agenda. Pursuant to the
requirements of the Brown Act, no other items may be considered other than those
listed below.
1. Enforcement (or Condition of Approval) for 24-Hour Security Patrol for Apartments in
the City
Requested by: Council Member Bill Hussey
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
L. ADJOURN
The Next Regular City Council Meeting will be held on Tuesday, November 10, 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 ● OCTOBER 13, 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,
October 13, 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 Remote
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 Present
Craig Bradshaw Interim Public Works Director Remote
Cynthia A. Fortune Assistant City Manager Remote
A. SPECIAL PRESENTATIONS - NONE
B. REORDERING OF, ADDITIONS TO, OR REMOVAL OF ITEMS FROM THE AGENDA
G. Harold Duffey, City Manager announced Consent Calendar Agenda Item C.8 would
be moved to New Business.
C. CONSENT CALENDAR
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Minutes Grand Terrace City Council October 13, 2020
City of Grand Terrace Page 2
RESULT: APPROVED [UNANIMOUS]
MOVER: Doug Wilson, Mayor Pro Tem
SECONDER: Jeff Allen, Council Member
AYES: McNaboe, Wilson, Robles, Hussey, Allen
1. Waive Full Reading of Ordinances on Agenda
2. Approval of Minutes – Regular Meeting – 09/22/2020
APPROVE THE REGULAR MEETING MINUTES FOR SEPTEMBER 22, 2020.
3. August 20, 2020 Planning Commission - Site and Architectural Review Board Meeting
Minutes and February 13, 2020 Parks & Recreation Advisory Committee Meeting
Minutes
RECEIVE AND FILE.
4. City Department Monthly Activity Report - August 2020
RECEIVE AND FILE.
5. Cancel City Council Meetings Scheduled November 24, 2020 and December 22, 2020
ADOPT A RESOLUTION CANCELLING THE CITY COUNCIL MEETINGS
SCHEDULED FOR NOVEMBER 24, 2020 AND DECEMBER 22, 2020
6. Update to the City Council on the Emergency Rehabilitation of Grand Terrace Road,
North of Newport Avenue Project
RECEIVE AND FILE AN UPDATE ON THE EMERGENCY THAT WAS DECLARED
FOR THE GRAND TERRACE ROAD REHABILITATION PROJECT
7. Amendment No. 1 to Agreement Between the City of Grand Terrace and Moran
Janitorial Services, LLC for Facility Janitorial Services to Extend Term by One Year
1. APPROVE AMENDMENT NO. 1 TO AGREEMENT BETWEEN THE CITY OF
GRAND TERRACE AND MORAN JANITORIAL SERVICES, LLC TO EXTEND
THE AGREEMENT BY ONE YEAR
2. AUTHORIZE THE MAYOR TO EXECUTE THE AMENDMENT NO. 1 SUBJECT TO
CITY ATTORNEY APPROVAL AS TO FORM
9. Measure I Capital Project Needs Analysis for Fiscal Year 2020-2021 through 2024-2025
ADOPT “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND
TERRACE, STATE OF CALIFORNIA, APPROVING A FIVE-YEAR MEASURE I
CAPITAL PROJECT NEEDS ANALYSIS FOR FISCAL YEAR 2020-2021 THROUGH
2024-2025”
D. PUBLIC COMMENT
Isaac Jasper, Grand Terrace opposes Council Member Jeff Allen’s candidacy and
shared his personal opinion of what he believes are Council Member Allen’s beliefs.
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Minutes Grand Terrace City Council October 13, 2020
City of Grand Terrace Page 3
Jeffrey McConnell, Grand Terrace requested information regarding the time frame to
contest a local candidate’s candidate statement for the ballot.
Debra Thomas, City Clerk provided the guidelines in which to contest candidate
statements for the record, however indicated she would follow up with Mr. McConnell
and provide him with the deadline with which to contest candidate statements.
E. PUBLIC HEARINGS - NONE
F. UNFINISHED BUSINESS - NONE
G. NEW BUSINESS
8. Professional Services Agreement Between the City of Grand Terrace and Interwest
Consulting Group to Provide Management Services to the Planning and Development
Services and Public Works Departments in an Amount Not to Exceed $117,000
Steve Weiss, Planning & Development Services Director gave the PowerPoint
presentation for this item.
1. AWARD A PROFESSIONAL SERVICES AGREEMENT TO INTERWEST
CONSULTING GROUP TO PROVIDE MANAGEMENT SERVICES TO THE
PLANNING AND DEVELOPMENT SERVICES AND PUBLIC WORKS
DEPARTMENT IN AN AMOUNT NOT TO EXCEED $117,000.00; AND
2. AUTHORIZE THE MAYOR TO EXECUTE THE AGREEMENT SUBJECT TO CITY
ATTORNEY APPROVAL AS TO FORM.
RESULT: APPROVED [UNANIMOUS]
MOVER: Jeff Allen, Council Member
SECONDER: Bill Hussey, Council Member
AYES: McNaboe, Wilson, Robles, Hussey, Allen
10. Non-Owner Occupied/Rental Inspection Program Progress Report
Steve Weiss, Planning & Development Services Director gave the PowerPoint
presentation for this item.
PROVIDE DIRECTION TO INITIATE REFINEMENTS TO THE PROGRAM OR
RECEIVE AND FILE
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Minutes Grand Terrace City Council October 13, 2020
City of Grand Terrace Page 4
RESULT: APPROVED [UNANIMOUS]
MOVER: Jeff Allen, Council Member
SECONDER: Doug Wilson, Mayor Pro Tem
AYES: McNaboe, Wilson, Robles, Hussey, Allen
11. Changes to CARES Act Funded Programs, Authorization to City Manager to Sign
Agreement for Additional COVID-19 Funds, and Authorize Mayor to Send Letter of
Support for Business Re-Openings
G. Harold Duffey, City Manager gave the PowerPoint presentation for this item.
1. APPROVE THE FOLLOWING CHANGES TO CARES ACT FUNDED PROGRAMS:
A) ALLOCATION OF $20,000 IN ADDITIONAL FUNDS TO THE SMALL
BUSINESS ASSISTANT GRANT PROGRAM;
B) MODIFICATION OF RULES FOR SMALL BUSINESS ASSISTANCE
PROGRAM TO ALLOW STOREFRONT BUSINESSES THAT ENTERED INTO
A LEASE AGREEMENT AS OF JANUARY 1, 2020, TO PARTICIPATE IN THE
PROGRAM; AND
C) REDUCTION OF FUNDING FOR PROGRAM TO SUPPORT OUTDOOR
DINING.
2. AUTHORIZE CITY MANAGER TO SIGN AGREEMENT WITH COUNTY OF SAN
BERNARDINO FOR THE CITY TO RECEIVE ADDITIONAL CARES ACT FUNDS
FROM SAN BERNARDINO COUNTY.
3. AUTHORIZE THE MAYOR TO SEND LETTER SUPPORTING THE COUNTY OF
SAN BERNARDINO’S REQUEST FOR GOVERNOR NEWSOM TO CONSIDER
SUB-REGIONAL APPROACH TO RE-OPENING BUSINESSES IN SAN
BERNARDINO COUNTY.
RESULT: APPROVED [UNANIMOUS]
MOVER: Jeff Allen, Council Member
SECONDER: Sylvia Robles, Council Member
AYES: McNaboe, Wilson, Robles, Hussey, Allen
12. Update Regarding Various City Traffic Items and Related Questions Raised
Craig Bradshaw, Interim Public Works Director gave the presentation for this item.
RECEIVE AND FILE
RESULT: APPROVED [UNANIMOUS]
MOVER: Jeff Allen, Council Member
SECONDER: Bill Hussey, Council Member
AYES: Darcy McNaboe, Sylvia Robles, Bill Hussey, Jeff Allen
ABSENT: Doug Wilson
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Minutes Grand Terrace City Council October 13, 2020
City of Grand Terrace Page 5
H. REQUESTS FOR FUTURE AGENDA ITEMS BY CITY COUNCIL - NONE
I. CITY COUNCIL COMMUNICATIONS
Council Member Jeff Allen
Council Member Jeff Allen attended the League of California Cities Virtual Annual
Conference & Expo 2020 which was held October 7-9, 2020.
Council Member Bill Hussey
Nothing to Report.
Council Member Sylvia Robles
Nothing to Report.
Mayor Pro Tem Doug Wilson
Absent.
Mayor Darcy McNaboe
Mayor Darcy McNaboe attended the Omnitrans Board of Directors Meeting on
October 7, 2020. To view report, click here.
Mayor Darcy McNaboe attended the San Bernardino County Transportation Authority
on October 7, 2020. To view report, click here.
J. CITY MANAGER COMMUNICATIONS
Nothing to Report.
K. RECESS TO CLOSED SESSION
Mayor McNaboe recessed the regular meeting of City Council at 8:04 p.m.
CLOSED SESSION
1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS, pursuant to Government
Code Section 54956.8
Property: 21893 Barton Road (APN 1167-121-01-0000)
City negotiator: G. Harold Duffey, City Manager
Negotiating parties: Unknown
Under negotiation: Price and terms of payment
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Minutes Grand Terrace City Council October 13, 2020
City of Grand Terrace Page 6
2. CONFERENCE WITH REAL PROPERTY NEGOTIATORS, pursuant to Government
Code Section 54956.8
Property: APN 1178-061-01-0000
City negotiator: G. Harold Duffey, City Manager
Negotiating parties: Unknown
Under negotiation: Price and terms of payment
3. CONFERENCE WITH REAL PROPERTY NEGOTIATORS, pursuant to Government
Code Section 54956.8
Property: 22795 Barton Road (APN 0276-202-82-P000)
City negotiator: G. Harold Duffey, City Manager
Negotiating parties: Unknown
Under negotiation: Price and terms of payment
4. CONFERENCE WITH REAL PROPERTY NEGOTIATORS, pursuant to Government
Code Section 54956.8
Property: 22115 Barton Road (APN 1167-231-11-0000)
City negotiator: G. Harold Duffey, City Manager
Negotiating parties: Unknown
Under negotiation: Price and terms of payment
RECONVENE TO OPEN SESSION
Mayor McNaboe reconvened the regular meeting of City Council at 8:54 p.m.
REPORT OUT OF CLOSED SESSION
Agenda Item K.1 - Mayor McNaboe announced there was no reportable action and
direction was provided to staff.
Agenda Item K.2 - Mayor McNaboe announced there was no reportable action and
direction was provided to staff.
Agenda Item K.3 – Mayor McNaboe announced that the address for this item was listed
incorrectly on the agenda and therefore, was not discussed.
Agenda Item K. 4 – Mayor McNaboe announced there was no reportable action and
direction was provided to staff.
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Minutes Grand Terrace City Council October 13, 2020
City of Grand Terrace Page 7
L. ADJOURN
Mayor McNaboe adjourned the Regular Meeting of the City Council at 9:00 p.m. The
Next Regular meeting of the City Council will be held on Tuesday, October 27, 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
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AGENDA REPORT
MEETING DATE: October 27, 2020 Council Item
TITLE: Approval of the September-2020 Check Register in the
Amount of $567,034.67
PRESENTED BY: Cynthia Fortune, Assistant City Manager
RECOMMENDATION: Approve the Check Register No. 09302020 in the amount of
$567,034.67 as submitted, for the period ending September
30, 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 September 2020 has been prepared in accordance
with Government Code §37202 and is hereby submitted for City Council’s approval.
The check register lists 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 September-2020.
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 $567,034.67 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 register.
Below is a table that lists payments larger than $10,000 for the month of September-
2020.
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Payments larger than $10,000:
Check
No. Payee Description Amount
77572 TSR CONSTRUCTION MT VERNON INTERSECTION SAFETY
IMPROVMENTS $206,156.65
77574 ALESHIRE & WYNDER JUL-2020 LEGAL SERVICES $22,677.61
77578 SO CAL EDISON AUG-2020 ELECTRIC USAGE $15,268.80
77582 SB COUNTY SHERIFF APR-JUN-2020 SHERIFF OVERTIME, GAS &
VEHICLE $49,064.97
77589 ONSITE COMPUTING SEP-OCT-2020 INFORMATION TECHNOLOGY
SVCS $10,868.00
77590 SB COUNTY SHERIFF SEP-2020 LAW ENFORCEMENT SERVICES $183,999.00
77601 ALESHIRE & WYNDER AUG-2020 LEGAL SERVICES $22,073.41
TOTAL PAYMENTS LARGER THAN $10,000 $510,108.44
PAYROLL
Payroll costs for the month:
Pay Per. Period Start Period End Pay Date Amount
Sep-20
6 From 8/22/2020 to 9/4/2020 9/10/2020 $42,907.66
7 From 9/5/2020 to 9/18/2020 9/24/2020 $44,746.32
$87,653.98
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
Sep-20
Check Register $567,034.67
Payroll $87,653.98
$654,688.65
ATTACHMENTS:
• Check Register Account Index (PDF)
• September-2020 Check Register (PDF)
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APPROVALS:
Cynthia A. Fortune Completed 10/21/2020 4:05 PM
Finance Completed 10/21/2020 4:06 PM
City Attorney Completed 10/21/2020 4:51 PM
City Manager Completed 10/22/2020 4:22 PM
City Council Pending 10/27/2020 6:00 PM
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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.
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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
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CITY OF GRAND TERRACE
FY2020-21
GRAND TERRACE CIVIC CENTER
22795 BARTON ROAD GRAND TERRACE, CA 92313
MONTHLY CHECK REGISTER
For the Period Ending September 30, 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
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Invoice #
6031745
E 10-450-245-000-000 63.50
63.50
563.39
E 10-190-210-000-000 14.91
E 10-450-245-000-000 22.98
68.59
FERTILIZER FOR DOG PARK 05/11/2020
73.03
3193760 JUN SUPPLIES FOR CITY HALL, PARKS, SNR CN 06/03/2020
E 10-185-218-000-000 30.70
E 10-175-218-000-000 10.75
E 10-450-245-000-000 9.67
E 90-175-220-000-000 52.61
E 90-450-227-000-000 79.50
79.50
3272940 MAY SUPPLIES FOR CITY HALL, PARKS, SNR CN 05/14/2020
E 10-195-245-000-000 86.27
86.27
8043101 COVID SUPPLIES FY 2019-2020 04/29/2020
E 10-450-245-000-000 34.89
94.26
5191429 APR SUPPLIES FOR CITY HALL 04/02/2020
98.24
9610186 JUN SUPPLIES FOR CITY HALL & PARKS 06/17/2020
E 10-175-210-000-000 59.37
E 10-195-245-000-000 13.34
E 10-450-245-000-000 37.92
E 90-450-245-000-000 46.98
E 10-370-250-000-000 2,646.00
2,646.00
2,646.00
77552 09/10/2020 HOME DEPOT CREDIT SERVICE 5040692 SUPPLIES FOR CITY HALL, PARKS, SNR CNTR 04/02/2020
E 10-195-245-000-000 458.22
458.22
458.22
77551 09/10/2020 FEHR AND PEERS 139181 MAY-JUN 2020 PROF TRANSPORTATION SVCS 07/01/2020
Inv. Date Amount Paid Check Total
77550 09/10/2020 COUNTY OF RIVERSIDE TLMA ADM TL0000015436 JUN 2020 TRAFFIC SIGNAL LIGHTS MONITORIN 08/17/2020
Check #Date Vendor Invoice Description
Check Register
CITY OF GRAND TERRACE
As of 9/30/2020
C.3.b
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Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
CITY OF GRAND TERRACE
As of 9/30/2020
E 10-125-230-000-000 231.35
231.35
462.70
E 10-125-230-000-000 231.35
231.35
32563 GT AD FOR DELINQUENT REFUSE, SEWER 07/17/2020
B 10-022-30-00 46.18
46.18
46.18
77558 09/10/2020 CITY NEWSPAPER GROUP 32458 VMT PUBLIC HEARING NOTICE 7-14-2020 07/01/2020
E 10-380-250-000-000 1,440.00
1,440.00
1,440.00
77557 09/10/2020 JEREMY BRIGGS REIMB 10413241 REIMBURSEMENT FOR ADP CHECK 10413241 09/05/2020
E 10-140-250-000-000 240.42
240.42
240.42
77556 09/10/2020 BENSON PRODUCTIONS 1541 AUG 2020 VIDEOGRAPHER SERVICES 08/28/2020
77555 09/10/2020 AVENU MUNISERVICES INV06-009754 AUG BUSINESS LICENSE PROCESSING 09/03/2020
E 10-175-245-000-000 653.24
E 20-100-245-000-000 426.76
1,080.00
1,080.00
E 16-900-229-000-000 43.50
43.50
332.78
77554 09/10/2020 WEST COAST ARBORISTS INC 161616 JUN 2020 EMERGENCY CALL OUT 06/30/2020
E 16-900-229-000-000 97.88
97.88
614680 "TEMPORARY NO PARKING" SIGNS 04/07/2020
E 16-900-229-000-000 191.40
191.40
615426 STREET SIGNS- "NO PARKING ANYTIME" & "NO 04/10/2020
77553 09/10/2020 TRAFFIC MANAGEMENT INC 620411 TRAFFIC MGMT SUPPLIES & STREET SIGNS 04/30/2020
C.3.b
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Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
CITY OF GRAND TERRACE
As of 9/30/2020
418646
E 10-195-245-000-000 63.99
63.99
63.99
88.50
1,427.00
77563 09/10/2020 HOME DEPOT CREDIT SERVICE 3511720 SUPPLIES FOR CITY HALL 07/13/2020
88.50
424396 AUG GOPHER CTRL SVCS - R. ROLLINS PARK 08/25/2020
E 10-450-245-000-000 88.50
E 10-450-245-000-000 225.00
225.00
GOPHER CTRL SVCS- R. ROLLINS PARK 07/27/2020
E 10-450-245-000-000 88.50
E 10-450-245-000-000 225.00
225.00
425370 GOPHER CTRL SVCS- GT DOG PARK 08/25/2020
E 10-450-245-000-000 400.00
400.00
419624 GOPHER CNTRL SVCS- GT DOG PARK 07/27/2020
E 10-450-245-000-000 400.00
400.00
418460 GOPHER CTRL SVCS- PICO PARK 07/13/2020
E 10-450-255-000-000 690.00
690.00
690.00
77562 09/10/2020 GOPHER PATROL 424218 GOPHER CTRL SVCS- PICO PARK 08/14/2020
B 10-022-71-00 87.03
87.03
87.03
77561 09/10/2020 EZ SUNNYDAY LANDSCAPE 20406 WEED ABATEMENT OF 3 LOTS NEXT TO MCDO 08/19/2020
E 10-172-210-000-000 202.57
202.57
202.57
77560 09/10/2020 EYEMED FIDELITY SECURITY LIFE 164464352 SEP 2020 EMPLOYEE PAID VISION INSURANCE 07/22/2020
77559 09/10/2020 ELECTRO COM B00-003-626 SVC REPAIR OF MAIN SVC PANEL ON KINGSTON ST 09/01/2020
C.3.b
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Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
CITY OF GRAND TERRACE
As of 9/30/2020
E 10-190-235-000-000 190.05
190.05
190.05
E 16-900-220-000-000 36.26
36.26
118.86
77570 09/10/2020 VERIZON WIRELESS 9861459728 ALPR CARD LINE CHARGES JUL-AUG20 08/23/2020
E 16-900-220-000-000 82.60
82.60
dsb20194655 CA STATE FEE FOR REGULATORY COSTS 09/01/2020
E 16-900-229-000-000 103.87
103.87
103.87
77569 09/10/2020 UNDERGROUND SERVICE ALERT 820200300 AUG20 TICKET CHARGES & DATABASE MAINT F 09/01/2020
E 10-805-238-000-000 83.91
83.91
198.89
77568 09/10/2020 TRAFFIC MANAGEMENT INC 639120 CUSTOM ALUMINUM TRAFFIC SIGNS 07/14/2020
E 10-190-238-000-000 114.98
114.98
0153825082320 SR CENTER INTERNET - HSD3 -AUG-SEP 08/23/2020
E 10-190-238-000-000 78.00
78.00
78.00
77567 09/10/2020 TIME WARNER CABLE 0228510082520 AUG- SEP CITY HALL CABLE 08/25/2020
E 10-110-142-000-000 144.60
144.60
144.60
77566 09/10/2020 SPARKLETTS 16179154 082920 AUG 2020 FILTRATION SYSTEM RENTAL 08/29/2020
E 10-110-142-000-000 269.42
269.42
269.42
77565 09/10/2020 SYLVIA ROBLES AUG-2020-SR AUG-2020-SR MEDICARE REIMB 08/01/2020
77564 09/10/2020 WILLIAM HUSSEY SEP-2020-BH HL SEP-2020-BH HEALTH REIMBURSEMENT 09/01/2020
C.3.b
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Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
CITY OF GRAND TERRACE
As of 9/30/2020
58291
1,906.50
2,868.01
58288 JUL 2020 LEGAL SERVICES 08/26/2020
E 10-160-250-100-000 1,906.50
3,300.50
58290 JUL 2020 LEGAL SERVICES 08/26/2020
E 10-160-250-000-000 2,868.01
3,517.50
58293 JUL 2020 LEGAL SERVICES 08/26/2020
E 10-160-250-100-000 3,300.50
4,786.00
58287 JUL 2020 LEGAL SERVICES 08/26/2020
E 10-160-250-100-000 3,517.50
E 10-160-250-000-000 5,312.50
5,312.50
JUL 2020 LEGAL SERVICES 08/26/2020
E 10-160-250-000-000 4,786.00
E 10-380-250-000-000 132.00
132.00
132.00
77574 09/13/2020 ALESHIRE AND WYNDER LLP 58286 JUL 2020 LEGAL SERVICES 08/26/2020
E 74-175-250-010-000 206,156.65
206,156.65
206,156.65
77573 09/13/2020 ON SITE COMPUTING 54001136 IT SERVICES MAY 2020 06/17/2020
E 10-172-250-100-000 378.00
378.00
1,982.50
77572 09/12/2020 TSR CONSTRUCTION AND INSPECT INVOICE #1 PAR MT VERNON AVE CORRIDOR INTERSECTION 07/24/2020
E 10-172-250-100-000 722.50
722.50
00416152 SR PUBLIC WORKS OBSERVER 08/20/2020
E 10-172-250-100-000 882.00
882.00
002-23097 JUL PLAN REVIEW & INSPECTION SVCS 07/05/2020
77571 09/10/2020 WILLDAN 00416134 CONSTRUCTION INSPECTION SVCS 08/20/2020
C.3.b
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Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
CITY OF GRAND TERRACE
As of 9/30/2020
E 26-604-238-000-000 51.93
15,268.80
15,268.80
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 10-450-238-000-000 912.24
E 16-510-238-000-000 5,819.11
E 26-600-238-000-000 30.86
E 10-172-238-000-000 200.54
E 10-175-238-000-000 200.54
E 10-190-238-000-000 7,988.01
E 10-380-250-000-000 132.00
132.00
132.00
77578 09/13/2020 SO CA EDISON COMPANY AUG 2020 EDISO AUG 2020 EDISON 09/01/2020
E 10-140-250-000-000 645.00
645.00
645.00
77577 09/13/2020 ON SITE COMPUTING 54001306 AFTER HRS REMOTE SUPPORT- TICKET 202007 09/05/2020
E 10-808-235-000-000 326.44
2,086.51
2,086.51
77576 09/13/2020 HDL COREN CONE SIN003302 2019-20 CAFR STATISTICAL PACKAGE 09/09/2020
E 10-190-235-000-000 1,126.74
E 10-450-235-000-000 221.68
E 10-805-235-000-000 411.65
80.10
22,677.61
77575 09/13/2020 AT AND T SEP 2020 AT&T SEP 2020 AT&T 09/01/2020
906.50
58289 JUL 2020 LEGAL SERVICES 08/26/2020
E 90-160-250-000-000 80.10
58292 JUL 2020 LEGAL SERVICES 08/26/2020
E 10-160-250-000-000 906.50
C.3.b
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Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
CITY OF GRAND TERRACE
As of 9/30/2020
E 10-125-230-000-000 291.38
291.38
291.38
E 90-410-250-000-000 599.70
599.70
49,064.97
77583 09/19/2020 CITY NEWSPAPER GROUP 32895 NOTICE OF NOMINEES FOR PUBLIC OFFICE 09/08/2020
E 10-410-250-000-000 9,595.20
9,595.20
19901 APR-JUN SHERIFF COVID OVERTIME 09/01/2020
E 10-410-220-000-000 13,406.70
E 10-410-250-000-000 2,248.10
15,654.80
19900 APR-JUN SHERIFF OVERTIME - GT QUALITY 09/01/2020
E 10-410-250-000-000 23,215.27
23,215.27
19898 APR-JUN 2020 Q4 GAS & VEHICLE 09/01/2020
77582 09/19/2020 SB COUNTY SHERIFF 19899 APR-JUN 2020 SHERIFF OVERTIME 09/01/2020
E 10-175-240-000-000 802.46
E 10-185-235-000-000 161.19
963.65
963.65
77581 09/13/2020 VERIZON WIRELESS 9861824511 AUG-SEP 2020 MONTHLY PHONE CHARGES 09/01/2020
E 10-190-238-000-000 76.12
E 10-805-238-000-000 24.99
101.11
101.11
77580 09/13/2020 SPARKLETTS 9637116 090120 AUG 2020 BOTTLED WATER SERVICES CITY 09/01/2020
E 10-190-238-000-000 28.60
E 10-805-238-000-000 60.79
89.39
89.39
77579 09/13/2020 SO CA GAS COMPANY AUG 2020 GAS AUG 2020 GAS SERVICE 09/01/2020
C.3.b
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Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
CITY OF GRAND TERRACE
As of 9/30/2020
E 10-380-250-000-000 5,434.00
5,434.00
10,868.00
E 10-380-250-000-000 5,434.00
5,434.00
54001285 OCT 2020 IT SERVICES 10/01/2020
77589 09/19/2020 ON SITE COMPUTING 54001231 SEP 2020 IT SERVICES 08/01/2020
E 10-172-210-000-000 95.39
E 10-370-210-000-000 75.80
171.19
171.19
E 10-955-800-108-000 4,967.50
4,967.50
4,967.50
77588 09/19/2020 OFFICE DEPOT 123380374001 NOTE PADS, HP INK, 3 DIV FOLDER 09/10/2020
E 10-172-250-100-000 3,460.00
3,460.00
9,010.00
77587 09/19/2020 KTUA 32323 AUG20 MICHIGAN STREET WALK-ABILITY STRE 09/09/2020
E 10-175-110-000-000 2,497.50
E 16-175-110-000-000 3,052.50
5,550.00
62204 JUL 2020 DEPUTY BUILDING OFFICIAL AND 08/17/2020
E 10-185-255-000-000 715.06
715.06
715.06
77586 09/19/2020 INTERWEST CONSULTING GROUP 62592 FY 2020-21 INTERIM PUBLIC WORKS AND 09/03/2020
E 16-900-254-000-000 5,101.24
5,101.24
5,101.24
77585 09/19/2020 COUNTY OF RIVERSIDE AN0000002030 JUL 2020 ANIMAL SHELTERING SERVICES 09/03/2020
77584 09/19/2020 CLEAN STREET 98028 AUG20 STREET SWEEPING SERVICES 08/31/2020
C.3.b
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Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
CITY OF GRAND TERRACE
As of 9/30/2020
E 10-120-220-000-000 2,952.50
2,952.50
2,952.50
E 10-190-212-000-000 322.19
322.19
930.05
77596 09/20/2020 RHYTHM TECH PRODUCTIONS 454 2020-21 DRIVE UP MOVIE NIGHT TECH SVCS 09/19/2020
E 10-190-212-000-000 607.86
607.86
011280356 AUG XEROX COPIER 5955 EXPENSE 09/01/2020
E 10-450-245-000-000 900.00
900.00
900.00
77595 09/19/2020 XEROX CORPORATION 011280357 AUG XEROX COPIER W7970 EXPENSE 09/01/2020
E 10-805-238-000-000 278.22
278.22
278.22
77594 09/19/2020 TORO STRIPING INC.1157 RE-STRIPING FOR PARKING SPACES AT RICHA 09/15/2020
E 16-510-255-000-000 438.55
438.55
438.55
77593 09/19/2020 TIME WARNER CABLE 0007245090720 SR CTR CABLE INTERNET BLDG3 SEP-OCT 202 09/07/2020
E 10-450-255-000-000 86.11
86.11
86.11
77592 09/19/2020 ST FRANCIS ELECTRIC 17103375 MAY20 SIGNAL LIGHT MAINTENANCE 05/31/2020
183,999.00
183,999.00
77591 09/19/2020 SO CAL LOCKSMITH 47804 KEY FOR RICHARD ROLLINS RESTROOM 09/03/2020
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
77590 09/19/2020 SB COUNTY SHERIFF 19954 FY2020-21 LAW ENFORCEMENT SERVICES 09/08/2020
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Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
CITY OF GRAND TERRACE
As of 9/30/2020
58639
61.50
22,073.41
74.00
58646 AUG 2020 FRANCHISE CABLE LEGAL SERVICES 09/23/2020
E 67-125-250-000-000 61.50
123.00
58644 AUG 2020 CODE ENF LEGAL SERVICES - RETAI 09/23/2020
E 10-160-250-000-000 74.00
328.00
58641 AUG 2020 GENERAL LEGAL SERVICES - PERSO 09/23/2020
E 10-160-250-000-000 123.00
1,567.00
58645 AUG 2020 LEGAL SERVICES - SUCESSOR AGEN 09/23/2020
E 32-200-251-000-000 328.00
2,712.50
58643 AUG 2020 PW- ENGINEERING LEGAL SERVICES 09/23/2020
E 10-160-250-000-000 1,567.00
E 10-160-250-100-000 3,177.50
3,177.50
AUG 2020 SPECIAL PROJECT LEGAL SERVICES 09/23/2020
E 10-160-250-100-000 2,712.50
E 10-160-250-000-000 4,143.92
4,143.92
58647 AUG 2020 LABOR NEGOTIATION SERVICES - NO 09/23/2020
E 10-160-250-000-000 4,847.50
4,847.50
58642 AUG 2020 PLANNING LEGAL SERVICES - RETAI 09/23/2020
E 10-160-250-000-000 5,038.49
5,038.49
58638 AUG 2020 GENERAL LEGAL SERVICES - RETAIN 09/23/2020
E 10-805-245-000-000 338.67
338.67
338.67
77601 09/26/2020 ALESHIRE AND WYNDER LLP 58640 AUG 2020 LITIGATION LEGAL SERVICES - RETA 09/23/2020
77600 09/26/2020 ADT COMMERCIAL LLC 136108760 2ND QUARTER SENIOR CENTER SECURITY 09/08/2020
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Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
CITY OF GRAND TERRACE
As of 9/30/2020
E 10-370-250-000-000 2,295.00
2,295.00
2,295.00
E 10-110-142-000-000 596.19
596.19
596.19
77608 09/26/2020 MICHAEL BAKER INTERNATIONAL 1094937 AUG20 ON-CALL PLANNING AND ENVIRONMENT 09/21/2020
E 10-125-210-000-000 65.73
65.73
65.73
77607 09/26/2020 DARCY MCNABOE OCT 2020DM OCT 2020 HEALTH REIMBURSEMENT 09/26/2020
E 10-450-255-000-000 350.00
350.00
3,995.00
77606 09/26/2020 FEDEX 7-126-43169 EXPRESS MAILING SERVICE 09/18/2020
E 26-601-255-000-000 80.00
3,645.00
20585 WEED ABATEMENT- LA CADENA FROM PALM T 09/22/2020
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 10-195-245-000-000 113.72
113.72
113.72
77605 09/26/2020 EZ SUNNYDAY LANDSCAPE 20584 JUL20 PARKS AND PARKWAY MAINTENANCE 09/21/2020
E 10-190-238-000-000 660.09
660.09
660.09
77604 09/26/2020 COUNTY OF RIVERSIDE TLMA ADM TL0000015472 JUL20 TRAFFIC SIGNAL MONITORING - MAIN ST 09/18/2020
E 10-120-250-000-000 5,000.00
5,000.00
5,000.00
77603 09/26/2020 COLTON PUBLIC UTILITIES MAY-JUL 2020 G MAY-JUL 2020 GT SEWER COMM 09/15/2020
77602 09/26/2020 CBRE INC VALUATION ADVISORY 41251-PS203962 PROP APPRAISAL-PALM & HONEY HILL 09/24/2020
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Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description
Check Register
CITY OF GRAND TERRACE
As of 9/30/2020
Cynthia A. Fortune, Assistant City Manager
City of Grand Terrace
Total Checks:567,034.67
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.
E 10-172-250-100-000 595.00
595.00
595.00
E 10-190-238-000-000 108.87
108.87
108.87
77612 09/26/2020 WILLDAN 002-23228 AUG20 PLAN CHECK/ INSPECTION SVCS -PW & 09/02/2020
E 10-450-238-000-000 283.76
283.76
283.76
77611 09/26/2020 TIME WARNER CABLE 0197046091620 CITY HALL CABLE - SEP-OCT 09/16/2020
E 10-185-210-000-000 56.27
56.27
56.27
77610 09/26/2020 RIVERSIDE HIGHLAND WATER CO RHW 01612-01 RIVERSIDE HIGHLAND WATER ACCT 0612-01 09/16/2020
77609 09/26/2020 OFFICE DEPOT 123483611001 SHREDDER 09/11/2020
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AGENDA REPORT
MEETING DATE: October 27, 2020 Council Item
TITLE: Termination of Emergency Declaration for the Rehabilitation
of Grand Terrace Road, North of Newport Avenue,
Accepting Such Work as Complete, and Authorizing the
Filing of a Notice of Completion Related Thereto
PRESENTED BY: Craig Bradshaw, Interim Public Works Director
RECOMMENDATION: Adopt A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF GRAND TERRACE, CALIFORNIA FINDING AND
DETERMINING THAT THE EMERGENCY
REHABILITATION OF GRAND TERRACE ROAD, NORTH
OF NEWPORT AVENUE, HAS BEEN COMPLETED IN A
MANNER THAT ADDRESSES THE EMERGENCY EVENT
DECLARED BY RESOLUTION NO. 2020-31 AND,
THEREFORE, TERMINATING THE ACTIONS
AUTHORIZED THEREUNDER; AND FURTHER
ACCEPTING THEREOF; AND AUTHORIZING THE FILING
OF A NOTICE OF COMPLETION RELATED THERETO
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 11, 2020, 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
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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 October 13, 2020, the Grand Terrace Road
Rehabilitation Project was completed. This will conclude the project and a resolution
terminating the emergency action that addresses the emergency event and also
accepting the project as complete is attached. This resolution also authorizes the City
Manager to file a notice of completion for the project.
City staff recommends that the City Council adopt the attached Resolution.
FISCAL IMPACT:
The final invoice from Vance Corporation is for $49,008.46.
ATTACHMENTS:
• 2020-XX Resolution of Emergency Completion (DOC)
• Notice_of_Completion Grand Terrace Rehabilitation (PDF)
APPROVALS:
Craig Bradshaw Completed 10/21/2020 12:25 PM
City Attorney Completed 10/21/2020 5:19 PM
Finance Completed 10/21/2020 5:25 PM
City Manager Completed 10/22/2020 4:24 PM
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City Council Pending 10/27/2020 6:00 PM
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01247.0006/597988.1 Page 1 of 2
RESOLUTION NO. ______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND
TERRACE, CALIFORNIA FINDING AND DETERMINING THAT THE
EMERGENCY REHABILITATION OF GRAND TERRACE ROAD,
NORTH OF NEWPORT AVENUE, HAS BEEN COMPLETED IN A
MANNER THAT ADDRESSES THE EMERGENCY EVENT DECLARED
BY RESOLUTION NO. 2020-31 AND, THEREFORE, TERMINATING
THE ACTIONS AUTHORIZED THEREUNDER; AND FURTHER
ACCEPTING THEREOF; AND AUTHORIZING THE FILING OF A
NOTICE OF COMPLETION RELATED THERETO
WHEREAS, the City of Grand Terrace is a municipal corporation duly organized
and existing pursuant to the California Constitution and the laws of the State of
California (hereinafter the “City”); and
WHEREAS, Public Contract Code Section 20162 requires that the City
competitively bid public projects that are over $5,000; and
WHEREAS, Grand Terrace Road, north of Newport Avenue, is in a seriously
deteriorated condition and is listed on the City’s Capital Improvement Plan for Fiscal
Year 2019-2020 as “V – Very Poor (Less than 25)” and as described further in
Resolution 2020-31 (“Emergency Event”); and
WHEREAS, on August 11, 2020, the City of Grand Terrace approved Resolution
No. 2020-31 based upon substantial evidence that the emergency repairs were
necessary to address the Emergency Event pursuant to Public Contract Code Section
2050 and, therefore, authorized the waiver of competitive bidding requirements; and
WHEREAS, consequently, the City was able to work with Southern California
Edison (“SCE”) regarding the repair and rehabilitation of approximately 1800 linear feet
of Grand Terrace Road and to request that Edison repair and resurface Grand Terrace
Road, north of Newport Avenue adjacent to the Edison Substation (i.e., the area
relevant to the Emergency Event); and
WHEREAS, based upon Resolution No. 2020-31, the City Manager was
authorized to carry out the project that addresses the Emergency Event without
competitive bidding, which project is entitled the “Rehabilitation of Grand Terrace Road,
North of Newport Avenue, Project” that addresses the Emergency Event; and
WHEREAS, the City Council reviewed the Emergency Event at its meetings of
August 25, 2020, September 8, 2020, September 22, 2020, and October 13, 2020.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND
TERRACE DOES HEREBY RESOLVES AS FOLLOWS:
Section 1. The recitals set forth above are incorporated herein by this
reference.
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01247.0006/597988.1 Page 2 of 2
Section 2. The City Council finds and determines that the emergency
rehabilitation of the Grand Terrace Road, north of Newport Avenue, is completed in a
manner that fully addresses the Emergency Event.
Section 3. Based on the forgoing, the City Council finds and determines that
the Emergency Event, as contemplated by Resolution 2020-31, has concluded, and,
therefore, the actions authorized by Resolution No. 2020-31 are hereby terminated. The
project resulting from the actions so authorized was completed in a timely manner and
the total cost did not exceed the $60,000 pursuant to Resolution No. 2020-31.
Section 4. Based upon the forgoing, the City Council therefore accepts the
work related to the emergency rehabilitation of the Grand Terrace Road, north of
Newport Avenue, (“Project”) as complete, and authorizes the City Manager to file a
notice of completion for this Project and to take such further actions consistent with this
acceptance as may be necessary.
Section 5. This Resolution shall be effective immediately upon its adoption.
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Grand
Terrace at a regular meeting held on 13th day of September 2020.
_____________________________
Darcy McNaboe, Mayor
ATTEST:
_________________________
Debra L. Thomas, City Clerk
APPROVED AS TO FORM:
_________________________
Adrian R. Guerra, City Attorney
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RECORDING REQUESTED BY
AND WHEN RECORDED MAIL TO:
NAME
STREET
ADDRESS
CITY, STATE & ZIP CODE
TITLE ORDER NO. ESCROW NO. SPACE ABOVE THIS LINE FOR RECORDER’S USE ONLY
APN# NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN THAT:
The undersigned is OWNER or AGENT OF THE OWNER of the interest or estate stated below in the property
hereinafter described.
The full NAME of the OWNER is
The ADDRESS of the OWNER is
The NATURE OF THE INTEREST or estate of the undersigned is
(e.g. fee, leasehold, joint tenancy, vendee under a contract of purchase, etc.)
The full name(s) and address(es) of all persons, if any, who hold such interest or estate with the undersigned as
joint tenants or as tenants in common are:
Name Address
The full name(s) and address(es) of the successor(s) in interest of the undersigned if the property was
transferred subsequent to the commencement of the work of improvement herein referred to:
Name Address
A work of improvement on the property hereinafter described was COMPLETED on
The work of improvement completed is described as
The name of the original contractor, if any, for such work of improvement was:
The property on which said work of improvement was completed is in the City of ,
County of , State of California, and is DESCRIBED AS FOLLOWS:
The street address of said property is (if applicable)
Dated: Signature of Owner or Agent of Owner
*There are various types of deed forms depending on each person’s legal status. Before you use this form you may want to consult
an attorney if you have questions concerning which document form is appropriate for your transaction.
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I, am the (Name of below signor) (Owner, President, Authorized Agent, Partner, etc.)
the declarant of the foregoing Notice of Completion. I certify (or declare) under penalty of perjury under the
laws of the State of California that the foregoing is true and correct.
(Date and Place) (Signature)
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AGENDA REPORT
MEETING DATE: October 27, 2020 Council Item
TITLE: Request by Grocery Outlet for a Waiver of City Fees Related
to a Thanksgiving Food Distribution Special Event
PRESENTED BY: Steven Weiss, Planning & Development Services Director
RECOMMENDATION: Waive the Special Event filing and permitting fees in the
amount of $310.00 for Grocery Outlet's Thanksgiving Food
Distribution
2030 VISION STATEMENT:
This staff report supports Goal #4 - Develop and Implement Successful Partnerships
through productive collaboration with community groups, private and public sector to
facilitate the delivery of services benefiting our community.
BACKGROUND/DISCUSSION:
The COVID-19 pandemic has created a challenge to the local business economy.
Businesses have experienced disruption of their day to day activities, including
temporary closures, restrictions to protect the health and safety of employees, and
customers. The City has been assisting small businesses by offering financial
assistance thru the CARES Act, including assistance of lease payment, temporary
outdoor dining, and storefront assistance through reimbursement.
The pandemic has also created multiple social impacts, including closures of schools,
parks, recreational centers, and all group activities. Special events annually held by the
City and/or City businesses have been cancelled as well. In an effort to achieve
compliance with the Health and Safety State requirements, the City is promoting
activities that will benefit and service the community.
Grocery Outlet has applied for a “Special Event Permit” proposing to host a
Thanksgiving Food Distribution event on Saturday, November 21, 2020, from 10:00 a.m.
to 3:00 p.m. The activities include collecting food donations inside the Grocery Outlet
store a month leading to the event date and partnering with “Groceries of Love Food
Pantry” operated by the Church of Fire in Christ, to distribute Thanksgiving meals to
families in need.
The food distribution activities will be coordinated as a drive-up, allowing volunteers to
place the donation bags inside car trunks and maintaining social distancing among
participants. The designated area for the food distribution activities will encompass
about eight parking spaces located on the north side of the parking lot and the setup will
include a 10 x 10 EZ up, tables with a secure metal post and caution tape. There will be
about twenty (20) volunteers assisting. City Staff has included multiple conditions of
approval to ensure the area will be visible and safe for pedestrian and vehicular traffic.
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Conditions also include compliance with the State and San Bernardino County Health
requirements, and compliance with San Bernardino County Fire requirements.
The special event application includes a total of four (4) temporary signs, which can be
placed up to thirty (30) days in advance and must be removed within five (5) days after
the event. The application for the proposed event is in full compliance.
In previous years, the City Council has waived associated City fees in support of special
events benefiting the community. Pursuant of Chapter 8.50-Special Events, Section
8.50.150-Waivers (B), "the provisions of the Special Event application may be waived
for nonprofit corporations that are engaged in charitable or public benefit purposes
whenever those purposes benefit the city or its citizens."
Grocery Outlet is partnering with a non-profit organization, "Groceries of Love Food
Pantry," who will be collecting food donations, and donating products themselves for
the benefit of families in need; therefore, a fee waiver to cover the special event fee
application in the amount of $310.00 has been requested.
Staff recommends the City Council waive the fee since it is a community benefit for
ones in need while supporting an important business serving the City of Grand Terrace.
The City Council is authorized to waive this fee if it so chooses.
FISCAL IMPACT:
A fiscal impact of $310.00, for processing the Special Event application, from the
General Fund would be realized if this fee waiver request is approved by Council.
ATTACHMENTS:
• SE 20-03_Approval Letter_10.8.2020 (DOCX)
• SE 20-03_Review Agency memo (PDF)
APPROVALS:
Steven Weiss Completed 10/16/2020 2:45 PM
City Attorney Completed 10/21/2020 4:46 PM
Finance Completed 10/21/2020 5:24 PM
City Manager Completed 10/22/2020 4:22 PM
City Council Pending 10/27/2020 6:00 PM
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C:\users\dthomas\appdata\roaming\iqm2\minutetraq\grandterracecityca@grandterracecityca.iqm2.com\work\attachments\6393.docx
22795 Barton Road, Grand Terrace, California, 92313-5295 909/824-6621 Fax 909/824-6624
Planning and Development Services Department
DELIVERED BY ELECTRONIC MAIL
October 13, 2020
Morgan Helton, representing
Grocery Outlet
22411 Barton Road
Grand Terrace, CA 92313
Re: Approval of Special Event 20-03; Thanksgiving Food Distribution hosted by
Grocery Outlet at 22411 Barton Road
Dear Mrs. Helton:
We are pleased to inform you that the City of Grand Terrace Planning and Development
Services Department has approved Special Event 20-03 for Grocery Outlet proposing to
host a Thanksgiving Food Distribution event on Saturday, November 21, 2020, from
10:00 a.m. to 3:00 p.m. at 22411 Barton Road. The distribution will be coordinated as a
drive-thru setup, including 10 x 10 EZ-ups and tables. The activities will occupy about
eight parking spaces located at the north side of the property, fronting Barton Road.
This application includes three A-frame signs and pennant flag lines.
This approval is subject to the following Conditions of Approval:
1) The application and materials are approved as submitted by Morgan Helton
representing Grocery Outlet on October 2, 2020, including the completed
application, site plan, letter of intent, and temporary signs images. This
application is approved as submitted and condition herein and shall not be further
altered unless reviewed and approved by the affected City departments.
2) The Applicant shall comply with applicable provisions of Chapter 8.50 (Special
Events) of the Grand Terrace Municipal Code.
3) This approval does not relieve the applicant from complying with other applicable
Federal, State, County or City regulations or requirements.
4) The Applicant and volunteers shall comply with COVID-19 State of California
Requirements and San Bernardino County Public Health Department.
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SE 20-03
Grocery Outlet Thanksgiving Food Distribution
Page 2 of 2
5) The parking spaces designated for the proposed food distribution activities
located on the north side of the property shall be blocked with stanchion post and
caution tape safely directing the flow of traffic for the participating vehicles.
6) No accessible parking spaces shall be obstructed.
7) At the conclusion of the event the applicant shall ensure that any and all trash is
removed from the site and the parking lot shall be returned to its original
condition.
8) The temporary signs approved with this application shall be removed five days
after the event.
If you have any questions, please contact me at (909) 824-6621 ext. 247.
Sincerely,
STEVEN A. WEISS, AICP
Planning and Development Services Director
Enclosures
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\\Cogt-fs2\vol3\USERS\COMDEV\Project Files\Special Events\2020\SE 20-03_ 22441 Barton Road_Grocery Outlet Thanksgiving Food Distribution\SE 20-03_Review Agency memo_10.8.2020.doc
22795 Barton Road, Grand Terrace, California, 92313-5295 909/824-6621 Fax 909/824-6624
MEMORANDUM
PLANNING AND DEVELOPMENT SERVICES
DEPARTMENT
DATE: October 8, 2019 TO: Craig Bradshaw, Public Works Engineer (Interwest Consulting Group) Mark Berg, Building and Safety (Interwest Consulting Group)
Lieutenant Bryan Lane, San Bernardino County Sheriff’s Department
Mike Havens, San Bernardino County Fire Prevention Specialist FROM: Haide Aguirre, Assistant Planner
FILE NO: Special Event (SE) 19-02; Thanksgiving Food Distribution
APPLICANT: Grocery Outlet, represented by Morgan Helton LOCATION: 22441 Barton Road, APN 1167-311-10 Dear Reviewing Agency: Morgan Helton representing Grocery Outlet has submitted a Special Event Application
to host a Thanksgiving Food Distribution event on Saturday November 21, 2020, from 10:00 a.m. to 3:00 p.m. at 22441 Barton Road. Grocery Outlet will be partnering with a local food bank “Groceries of Love Food Pantry” operated by the Church of Fire in Christ to distribute Thanksgiving meals to families in need. The food distribution will be coordinated as a drive-up, allowing volunteers to place the donation bags inside car
trunks. The designated area for the food distribution activities will encompass about eight parking spaces located on the north side of the parking lot and the setup will include a 10 x 10 EZ up, tables, stanchion post, and caution tape. Attached please find project plans and materials to assist you in your review.
IN ORDER TO INCORPORATE ANY COMMENTS AND/OR CONDITIONS YOUR
AGENCY MAY HAVE INTO THE PROJECT REVIEW, WE NEED YOUR RESPONSE
BY THURSDAY, OCTOBER 15, 2020.
If you have any questions about this request or proposal, please do not hesitate to contact me at (909) 824-6621 ext. 247 or via email at haguirre@grandterrace-ca.gov Attachments
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10/2/2020 15301
H. Aguirre
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AGENDA REPORT
MEETING DATE: October 27, 2020 Council Item
TITLE: Approve the Proposed Coronavirus Relief Funds (CRF)
Programs and the Corresponding Revenue and Expense
Appropriations
PRESENTED BY: G. Harold Duffey, City Manager
RECOMMENDATION: Approve the proposed programs and the revenue and
expense appropriations of $153,425 in additional
Coronavirus Relief Funds (CRF) received from the County of
San Bernardino's CRF Allocation from the U.S. Treasury
Department
2030 VISION STATEMENT:
This staff report supports Goal #1, Ensuring Fiscal Viability, Goal #3, Promote Economic
Development and Goal #4, Develop and Implement Successful Partnerships.
BACKGROUND:
On March 27, 2020, President Trump signed the Coronavirus Aid, Relief, and Economic
Security Act (CARES Act), a $3.3 Trillion economic stimulus bill passed by the U.S.
Congress to respond to the growing effects of this historic public health pandemic. The
CARES Act included aid directly to local governments in the form of the Coronavirus
Relief Fund (CRF). On April 22, 2020, California was allocated $15.3 Billion in CRFs
with $9 Billion going to the State of California, with the remaining funds distributed
directly to qualifying counties and cities with a population over 500,000.
The cities in California with a population under 500,000 had to wait until Governor
Newsom signed the 2020-21 state budget, directing the State to distribute $500 Million
of its $9 Billion Coronavirus Relief Funds to local jurisdictions. The City of Grand
Terrace’s allocation was $153,000. Agencies have until December 31, 2020 to use CRF
proceeds. All unused proceeds as of December 31, 2020 must be returned to the U.S.
Treasury.
On July 28, 2020, the City of Grand Terrace accepted and allocated Coronavirus Relief
Funds (CRF) to support the following programs:
• Business Assistance Program for Sit-Down Restaurants
• Grand Terrace Small Business Storefront Assistance Grant Program
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• Reimbursement of Staff Time
• Rapid Testing for City Hall Employees and Elected Officials
On September 29, 2020, the Board of Supervisors approved a resolution to distribute
CRF in the same way the State distributed CRF’s to local jurisdictions. The City of
Grand Terrace will receive an additional $153,425.
On October 13, 2020, City Council authorized the City Manager to sign the Allocation
Agreement with the County of San Bernardino for CRFs (Attachment I).
DISCUSSION:
While it is great news for the Community that the County has authorized $153,425 in
CRF to the City of Grand Terrace, the City has limited time to get the money out into the
community, as the deadline for use of Funds is still 12/31/2020. Staff was directed on
10/13/2020 to return to City Council with recommendations for use of the CRF provided
by the County of San Bernardino. Staff’s recommendations for the Council to consider,
are as follows:
Table 1
Project Opportunities Amount
1 Community Youth Sports Protection Program $20,000
2 Senior Center Virtual Participation Program $40,000
3 Community Art and Culture Grants $10,000
4 City Hall Safety and Security Program $60,425
5 Wi-Fi Expansion in Public Places $23,000
TOTAL $153,425
Community Youth Sports Protection Program
On August 4, 2020, the State of California Public Health Office released guidance,
allowing Youth Sports to resume activities, the state guidelines are consistent with
guiding principles established by the Center for Disease Control (CDC) (Attachment II).
The CDC recommends Youth Programs take precautions to reduce the spread of
COVID-19 by assessing and eliminating risk. However, because of limited resources
and building of comradeship, Youth Sports are constantly sharing, which poses the
highest risk of exposure to COVID-19.
Youth Sports are predominately nonprofits, managed by volunteers. The City of Grand
Terrace does not have a recreation program, but the City developed an effective
partnership with community sports leagues by allowing them to utilize City facilities.
Eligible expenses can include:
• Purchase of Equipment to minimize sharing
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• Material needed to disinfect items before and after practice
• PPE (Personnel Protective Equipment) for athletes, coaches, and parent
volunteers.
Senior Center Virtual Connection and Activities
In 2019, Grand Terrace Senior Center served on average 500 hot lunches per month
and provided over 15 different types of activities with approximately 490 seniors
participating in the programs per month (Attachment III) . However, in March, the Senior
Center was closed because of the pandemic. Frozen Senior Meals are distributed in
bulk, once per week, and the Senior Center Coordinator provides one-on-one
interaction via phone calls and scheduled appointments with seniors to alleviate the
anxiety felt by seniors because of the isolation resulting from COVID-19. The strategy is
effective, but its capacity is limited.
The program calls for:
• The City will purchase computer and web broadcasting equipment to allow the
Senior Center Coordinator to conduct programs and activities for those residents
that signup for the virtual programs.
• The City to purchase a minimum of 10 tablets or laptops (with data plans) for the
use of virtual classrooms.
• The Senior Center Coordinator will distribute tablets or laptops to senior citizens
living in the Blue Mountain Villas, special accommodations can be made for
nonresidents of the Blue Mountain Villas that want to participate in the program.
Community Art and Culture Grants
Staff is recommending the City Council support Art and Cultural organizations within the
City of Grand Terrace by creating an Arts and Cultural Community Grants program. Art
and Cultural community organizations that were forced to close because of COVID-19
that demonstrate they still incurred office or classroom space expense, can request a
grant to help with classroom or office expenses. Art and Cultural organizations can
request a grant for up to $2,500 for rent or lease payments. An Arts and Cultural
Organization could also receive a grant for up to $1,000 to augment loss in fundraising
due to COVID-19. The grant program would require the nonprofit organizations to
demonstrate that the 501(c)(3) organization’s annual fundraising was significantly
impacted (over 80% reduction) because of COVID-19. Funding for Arts and Cultural
organizations is an eligible CRF expense and is active in other communities throughout
the nation( Attachment IV).
City Hall Safety and Security Program
The CDC recommends businesses improve central air filtration systems to enhance air
cleaning in office locations. The CDC also recommends organizations consider using
ultraviolet germicidal irradiation as a supplemental technique to inactivate potential
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airborne viruses in upper room air of common occupied spaces. The CDC also
recommends organizations continuously clean and disinfect high-touch surfaces
(Attachment V). To try and achieve some of the goals identified within the CDC
guidelines, Staff is recommending the Council approve the use of CRF to replace and
upgrade air conditioning systems in City Hall and enhance security measures in City
Hall.
Grand Terrace City Hall has three (3) air conditioning units within City Hall complex.
The main unit that covers City Hall lobby and operations area has been failing for years
and continues to require significant maintenance. Honeywell Technologies has
performed an analysis of our air conditioning system and while some of the units can be
upgraded to comply with CDC guidelines, the main unit cannot operate properly with an
increased air filtration system as recommended in the CDC guidelines. Honeywell also
reviewed the doors and locks within City Hall and recommends a keyless entry system
to several locations throughout the building to reduce touch location.
This program will be used as a match for the County CRF Proposed Infrastructure
Project described below.
WIFI Expansion in Public Places
Development of infrastructure and providing access to free public Wi-Fi is an acceptable
use of CRF funding (Attachment VI). Staff has engaged our IT consultant company to
analyze our ability to provide free Wi-Fi on Barton Road and in parks with concession
facilities. The development of infrastructure at the parks will allow the city to provide
access to Wi-Fi or partner with other agencies to allow Wi-Fi in parks. In addition, the
Wi-Fi access will also allow sports leagues that operate concessions, to accept
electronic forms of payment.
Authority to Enter into Contracts
All programs approved by the Council will be required to have committed or expended
the CRF funds by 12/31/2020. To ensure that the City utilizes the maximum amount of
CRF available, the City Manager shall utilize Section 5 of Resolution No. 2020-05 to
expedite the process and ensure the goals of the programs included within this report
are realized (Attachment VII). The City Manager as Director of Emergency Services
shall report all contracts entered into at the next regularly scheduled City Council
meeting.
FISCAL IMPACT:
Staff is recommending that City Council approve the following revenue and expense
appropriations for the County’s CRF allocation to the City:
Table 2
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Fund Description Amount
CRF
Fund - 92
Revenue
Coronavirus Relief Fund – SB County Allocation (92-800-XX) $153,425
TOTAL REVENUE APPROPRIATION $153,425
CRF
Fund - 92
Expenditures
Community Youth Sports Protection Prgm (92-120-250-310-000) $20,000
Senior Center Virtual Participation Prgm (92-120-250-311-000) $40,000
Community Art and Culture Grants (92-120-250-312-000) $10,000
City Hall Safety and Security Prgm (92-120-250-313-000) $60,425
Wi-Fi Expansion in Public Places (92-120-250-314-000) $23,000
TOTAL EXPENSE APPROPRIATION $153,425
$153,425 of CRF funds are proposed to subsidize the cost of these programs. Due to
the limited time constraints, staff is in the process of confirming with the governing
agencies that use of the funds for these purposes are authorized. Should any program
not be authorized for use of the funds, staff will present alternative program(s) and/or a
different funding source for Council consideration.
FUTURE CRF PROPOSED PROJECT
City Hall Proposed Infrastructure Project
While the County of San Bernardino provided cities with CRF based on population, they
will also provide the same amount for infrastructure projects. The City will be submitting
its application by no later than October 26, 2020, which is the County’s deadline
(Attachment VIII). The infrastructure allocation requires a one to one match. The City
can use County Population CRF funding for the one to one match for the CRF
infrastructure program.
ATTACHMENTS:
• Attachment I - San Bernardino County Allocation AGreement (PDF)
• Attachment II - Considerations for Youth Sports (PDF)
• Attachment III - Senior Center Activities (PDF)
• Attachment IV - Community Art and Culture Grants (PDF)
• Attachment V - City Hall Safety and Security Programs (PDF)
• Attachment VI - Wi-Fi Expansion in Public Places (PDF)
• Attachment VII - 2020-05 - Proclaiming Local Emergency (PDF)
• Attachment VIII - Notice of Funding Availability (PDF)
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APPROVALS:
G. Harold Duffey Completed 10/22/2020 10:28 AM
City Attorney Completed 10/22/2020 12:39 PM
Finance Completed 10/22/2020 4:13 PM
City Manager Completed 10/22/2020 4:43 PM
City Council Pending 10/27/2020 6:00 PM
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WHEREAS, the CARES Act provides that payments from the Fund may only be used to cover costs
that: i) are necessary expenditures incurred due to the public health emergency with respect to
COVID-19; ii) were not accounted for in the budget most recently approved as of March 27, 2020 (the
date of enactment of the CARES Act); and iii) were incurred during the period that begins March 1,
2020, and ends December 30, 2020; and
WHEREAS, on September 29, 2020, the Board of Supervisors for the County approved the transfer
from the Fund in an amount not-to-exceed $153,425, to support the community's response to the
COVID-19 pandemic, and
WHEREAS, County desires to transfer and CITY OF GRAND TERRACE, hereinafter called Entity,
desires to accept an amount of CARES Act Fund dollars to provide COVID-19 emergency response
to the residents of the County and Entity.
NOW, THEREFORE, in consideration of the above, the County and Entity agree as follows:
1. The CARES Act Fund.
Rev. 9/24/20
a. This Agreement applies to the following CARES Act Fund transfers:
i. The transfer by the County of an amount not-to-exceed $153,425 to the Entity
based on on the State of California's initial CARES Act distribution to cities to
support the community with responding to the COVID-19 pandemic as defined in
and limited by the CARES Act.
ii. The transfer by the County of an amount not to exceed $153,425 to the Entity on
a reimbursement basis. The Entity shall generate a monthly report (Report) of
actual cash expenditures to date under this Agreement, and estimated cash
expenditures through December 30, 2020. The Report shall provide sufficient
information to explain that the requested reimbursement complies with the
definitions and limitations in the CARES Act. The Entity shall provide Report to
County according to the following schedule: October 31, 2020, November 30,
2020; and any other subsequent report as requested by the County.
iii. County, through its Chief Executive Officer (CEO), in the CEO's sole discretion,
reserves the right to reduce the transfer amount identified in this Agreement with
fifteen (15) days advance written notice provided to the Entity. The reduction
would be based: A) on Entity's estimated cash expenditures through December
30, 2020 as identified in the October 31, 2020 and November 30, 2020 reports;
or B) a later determination by the United States Department of the Treasury,
County, or Entity that the costs identified in this Agreement are ineligible for
CARES Act funding.
b. The Entity certifies in this Agreement and shall certify in each Report, that the use of
funds submitted for reimbursement from the Fund will be used only to cover those costs
that: i) are necessary expenditures incurred due to the public health emergency with
respect to the COVID-19; ii) were not accounted for in the budget most recently
approved as of March 27, 2020 (the date of enactment of the CARES Act); and iii) were
incurred during the period that begins March 1, 2020, and ends December 30, 2020.
For purposes of this Agreement and pursuant to federal guidance, a cost is
"incurred" when the entity has expended funds to cover the cost.
c. The Entity agrees that the funds provided pursuant to this Agreement cannot be used: i)
as a revenue replacement for lower than expected tax or other revenue collections; or ii)
for expenditures for which the Entity has received any other emergency COVID-19
supplemental funding (whether state, federal or private in nature) for that same
expense.
Page 2of6
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d. The Entity shall prepare and submit to County an invoice for reimbursement of eligible
funding expenses identified in Paragraph 1.a., above. Invoices may be submitted to
County as frequently as monthly. County will review invoices for compliance with
existing CARES Act eligibility guidelines. Upon review/approval by County, County
shall reimburse to Entity within thirty (30) days of the completion of the County's review,
the amount of the invoices submitted. Approval and transfer of funds to Entity does not
guarantee or imply U.S. Treasury approval of the use of funds.
2. Both County and the Entity agree to comply with any and all CARES Act requirements, as well
as any and all applicable County, Entity, State, and Federal laws, regulations, policies and
procedures pertaining to the expenditures and reimbursements described in this Agreement.
County and Entity shall comply with 2 CFR Part 200 -Uniform Administrative requirements, Cost
Principles, and Audit Requirements for Federal Awards (Uniform Guidance), including, but not limited
to 2 CFR §200.303 (internal control), §200.330 thru §200.332 (subrecipient monitoring and
management), and subpart F (audit). The reimbursements under this Agreement do not
include Research and Development as defined in 2 CFR §200.87, nor do they include indirect
costs. The expenditures and reimbursements must also adhere to official federal guidance
issued or to be issued on what constitutes a necessary expenditure. Any use of funds provided
to the Entity or its subcontractor(s) that do not adhere to official federal guidance or
requirements shall be returned to the County. County and the Entity also agree that as
additional federal guidance becomes available, an amendment to this Agreement may become
necessary.
a. The Entity shall retain documentation of all uses of the funds reimbursed by the County,
including but not limited to invoices and/or sales receipts in a manner consistent with
§200.333 Retention requirements for records of 2 CFR Part 200 and/or Memorandum
OJG-CA-20-021 issued on July 2, 2020 by U.S. Treasury
(https://www.treasurv.gov/about/orqanizational-structure/ig/Paqes/CARES-Act-
Reportinq-and-Record-Keepinq-lnformation.aspx). Such documentation shall be
produced to County upon request and may be subject to audit. Unless otherwise
provided by Federal or State law (whichever is the most restrictive), the Entity shall
maintain all documentation connected with its performance under this Agreement for a
minimum of five (5) years from the date of the last payment made by County or until
audit resolution is achieved, whichever is later, and to make all such supporting
information available for inspection and audit by representatives of the County, the
State or the United States Government during normal business hours at Entity. Copies
will be made and furnished by the Entity upon written request by County.
b. The Entity shall establish and maintain an accounting system conforming to Generally
Accepted Accounting Principles (GAAP) to support Entity's requests for reimbursement
which segregate and accumulate costs of Entity and produce the Reports which clearly
identify reimbursable costs, matching fund costs, indirect cost allocation, and other
allowable expenditures by the Entity.
Rev. 9/24/20
c. The Entity shall cooperate in having an audit completed by County, at County's option
and expense. Any audit required by the CARES Act will be completed by the Entity at
Entity's expense.
d. The Entity shall repay to County any reimbursement for CARES Act funding that is
determined by subsequent audit to be unallowable under the CARES Act within the time
period required by the CARES Act, but no later than one hundred twenty (120) days of
Entity receiving notice of audit findings, which time shall include an opportunity for the
Entity to respond to and/or resolve the findings. Should the findings not be otherwise
resolved and the Entity fail to reimburse moneys due County within one hundred twenty
(120) days of audit findings, or within such other period as may be agreed between both
parties or required by the CARES Act, County reserves the right to withhold future
payments due to the Entity from any source under County's control.
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3. This Agreement may be terminated by County, through the County's CEO, for any reason, with
a thirty (30) day written notice to Entity of termination. Upon such termination, appropriate
reimbursements may still be made to the Entity prior to the effective date of termination. This
Agreement may also be terminated immediately by County in the event of a breach of the
Agreement terms by the Entity. In such event, County shall be entitled to pursue any available
remedies authorized by law or regulations.
4. This Agreement is from the Effective Date defined in Paragraph 11 through June 30, 2021.
County shall only reimburse costs incurred through December 30. 2020. Paragraphs 2a
through 2d, 4 and 5 shall survive the termination of this Agreement.
5. County agrees to indemnify, defend (with counsel reasonably approved by ENTITY) and hold
harmless the Entity and its officers, employees, agents, and volunteers from any and all
claims, actions or losses, damages, and/or liability resulting from the County's negligent acts or
omissions which arise from County's performance of its obligations under this Agreement.
The Entity agrees to indemnify, defend (with counsel reasonably approved by County), and
hold harmless County and its officers, employees, agents, and volunteers from any and all
claims, actions or losses, damages, and/or liability resulting from the Entity's negligent acts or
omissions which arise from Entity's performance of its obligations under this Agreement.
In the event the County and/or Entity is found to be comparatively at fault for any claim, action,
loss or damage which results from their respective obligations under the Agreement, the
County and/or Entity shall indemnify the other to the extent of its comparative fault.
6. This Agreement shall be governed by the laws of the State of California. Any action or
proceeding between the County and Entity concerning the interpretation or enforcement of this
Agreement, or which arises out of or is in any way connected with this Agreement, shall be
instituted and tried in the appropriate state court in the County of San Bernardino, California.
7. During the term of the Agreement, the Entity 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. The Entity shall comply with Executive Orders 11246, 11375, 11625, 12138, 12432,
12250, 13672, Title VJ 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.
8. The Entity certifies that neither it nor its principals or subcontracts is presently disbarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participation in this transaction by any federal department or agency. (See the following United
States General Services Administration's System for Award Management website
https://www.sam.gov). Any contracts funded by this Agreement shall be with vendors that
meet this certification.
9. If any word, phrase, clause, sentence, paragraph, section, article, part or portion of this
Agreement is or shall be invalid for any reason, the same shall be deemed severable from the
remainder hereof and shall in no way affect or impair the validity of this Agreement or any other
portion thereof.
Rev. 9/24/20 Page 4of6
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10. The recitals of this Agreement are incorporated into the body of this Agreement by this
reference.
11 . This Agreement shall take effect on the latest date it is signed and approved by either party's
authorized representatives (Effective Date).
12. Time is of the essence for each and every provision of this Agreement.
13. Since the parties or their agents have participated fully in the preparation of this Agreement,
the language of this Agreement shall be construed simply, according to its fair meaning, and
not strictly for or against any party.
14. No waiver of any default shall constitute a waiver of any other default or breach, whether of the
same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given
or performed by a party shall give the other party any contractual rights by custom, estoppel, or
otherwise.
15. Nothing contained in this Agreement shall be construed as a relinquishment of any rights now
held by the County or Entity.
16. This Agreement 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 Agreement not expressly set forth
herein are of no force or effect. This Agreement 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 Agreement and signs the
same of its own free will.
17. This Agreement may be executed in any number of counterparts, each of which so executed
shall be deemed to be an original, and such counterparts shall together constitute one and the
same Agreement. The parties shall be entitled to sign and transmit an electronic signature of
this Agreement (whether by facsimile, PDF or other email transmission), which signature shall
be binding on the party whose name is contained therein. Each party providing an electronic
signature agrees to promptly execute and deliver to the other party an original signed
Agreement upon request.
Rev. 9/24/20 Page 5of6
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r;'iT;I Centers for Disease biii6il Control and Prevention
Coronavirus Disease 2019 (COVID-19)
Considerations for Youth Sports
Considerations for Youth Sports
Updated May 29, 2020 Print
Ffifii!ii
As some communities in the United States begin to start youth sports activities again, the Centers for Disease Control and
Prevention (CDC) offers the following considerations for ways in which youth sports organizations can protect players,
families, and communities and slow the spread of the Coronavirus Disease 2019 (COVID-19). Administrators of youth sports
organizations can consult with state and local health officials to determine if and how to put into place these considerations.
Each community may need to make adjustments to meet its unique needs and circumstances. Implementation should be
guided by what is practical, acceptable, and tailored to the needs of each community. These considerations are meant to
supplement -not replace -any state, local, territorial, or tribal health and safety laws, rules, and regulations with which youth
sports organizations must comply.
Guiding Principles to Keep in Mind
There are a number of actions youth sports organizations can take to help lower the risk of COVID-19 exposure and reduce
the spread during competition and practice. The more people a child or coach interacts with, the closer the physical
interaction, the more sharing of equipment there is by multiple players, and the longer that interaction, the higher the risk of
COVID-19 spread. Therefore, risk of COVID-19 spread can be different, depending on the type of activity. The risk of COVID-19
spread increases in youth sports settings as follows:
• Lowest Risk: Performing skill-building drills or conditioning at home, alone or with family members.
• Increasing Risk: Team-based practice.
• More Risk: Within-team competition.
• Even More Risk: Full competition between teams from the same local geographic area.
• Highest Risk: Full competition between teams from different geographic areas.
If organizations are not able to keep in place safety measures during competition (for example, maintaining social distancing
by keeping children six feet apart at all times), they may consider dropping down a level and limiting participation to within-
team competition only (for example, scrimmages between members of the same team) or team-based practices only.
Similarly, if organizations are unable to put in place safety measures during team-based activities, they may choose individual
or at-home activities, especially if any members of the team are at high-risk for severe illness.
Assessing Risk
The way sports are played, and the way equipment is shared can influence the spread of COVID-19 among players. When you
are assessing the risk of spread in your sport, consider:
• Physical closeness of players, and the length of time that players are close to each other or to staff. Sports that require
frequent closeness between players may make it more difficult to maintain social distancing, compared to sports where
players are not close to each other. For close-contact sports (e.g., wrestling, basketball), play may be modified to safely
increase distance between players.
o For example, players and coaches can:
• focus on individual skill building versus competition;
• limit the time players spend close to others by playing full contact only in game-time situations;
• decrease the number of competitions during a season. 1/7
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Coaches can also modify practices so players work on individual skills, rather than on competition. Coaches may also put
players into small groups (cohorts) that remain together and work through stations, rather than switching groups or
mixing groups.
• Amount of necessary touching of shared equipment and gear (e.g., protective gear, balls, bats, racquets, mats, or water
bottles). It is also possible that a person can get COVID-19 by touching a surface or object that has the virus on it, and
then touching their own mouth, nose, or eyes. Minimize equipment sharing, and clean and disinfect shared equipment
between use by different people to reduce the risk of COVID-19 spread.
• Ability to engage in social distancing while not actively engaged in play (e.g., during practice, on the sideline, or in the
dugout). During times when players are not actively participating in practice or competition, attention should be given to
maintaining social distancing by increasing space between players on the sideline, dugout, or bench. Additionally,
coaches can encourage athletes to use downtime for individual skill-building work or cardiovascular conditioning, rather
than staying clustered together.
• Age of the player. Older youth might be better able to follow directions for social distancing and take other protective
actions like not sharing water bottles. If feasible, a coach, parent, or other caregiver can assist with making sure that
athletes maintain proper social distancing. For younger athletes, youth sports programs may ask parents or other
household members to monitor their children and make sure that they follow social distancing and take other protective
actions (e.g., younger children could sit with parents or caregivers, instead of in a dugout or group area).
• Players at higher risk of developing serious disease. Parents and coaches should assess level of risk based on individual
players on the team who may be at higher risk for severe illness, such as children who may have asthma, diabetes, or
other health problems.
• Size of the team. Sports with a large number of players on a team may increase the likelihood of spread, compared to
sports with fewer team members. Consider decreasing team sizes, as feasible.
• Nonessential visitors, spectators, volunteers. Limit any nonessential visitors, spectators, volunteers, and activities
involving external groups or organizations.
• Travel outside of the local community. Traveling outside of the local community may increase the chances of exposing
players, coaches, and fans to COVID-19, or unknowingly spreading it to others. This is the case particularly if a team from
an area with high levels of COVID-19 competes with a team from an area with low levels of the virus. Youth sports teams
should consider competing only against teams in their local area (e.g., neighborhood, town, or community).
Promoting Behaviors that Reduce Spread
Youth sports organizations may consider implementing several strategies to encourage behaviors that reduce the spread of
COVID-19.
• Staying Home when Appropriate
o Educate staff and player families about when they should stay home and when they can return to activity
• Actively encourage sick staff, families, and players to stay home. Develop policies that encourage sick
employees to stay at home without fear of reprisal, and ensure employees aware of these policies.
• Individuals, including coaches, players, and families, should stay home if they have tested positive for or are
showing COVI D-19 symptoms.
• Individuals, including coaches, players, and families, who have recently had a close contact with a person with
COVID-19 should also stay home and monitor their health.
• CDC's criteria can help inform return to work/school policies:
• If they have been sick with COVID-19
• If they have recently had a close contact with a person with COVI D-19
• Hand Hygiene and Respiratory Etiquette
o Teach and reinforce handwashing with soap and water for at least 20 seconds
• If soap and water are not readily available, hand sanitizer that contains at least 60% alcohol can be used (for
staff and older children who can safely use hand sanitizer).
o Do not allow spitting and encourage everyone to cover their coughs and sneezes with a tissue or use the inside of
their elbow. Used tissues should be thrown in the trash and hands washed immediately with soap and water for at
least 20 seconds.
• If soap and water are not readily available, hand sanitizer that contains at least 60% alcohol can be used.
• Masks
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o Teach and reinforce the use of masks. Masks are not intended to protect the wearer, but rather to reduce the risk
of spreading COVID-19 from the person wearing the mask (who may not have any symptoms of disease). Masks
may be challenging for players (especially younger players) to wear while playing sports. Masks should be worn by
coaches, youth sports staff, officials, parents, and spectators as much as possible.
o Wearing masks is most important when physical distancing is difficult.
o People wearing masks should be reminded to not touch the mask and to wash their hands frequently. Information
should be provided to all participants on the proper use, removal, and washing of masks.
• Note: Masks should not be placed on:
• Babies and children younger than 2 years old;
• Anyone who has trouble breathing or is unconscious;
• Anyone who is incapacitated or otherwise unable to remove the mask without assistance.
• Adequate Supplies
o If hand washing facilities are available, support healthy hygiene by providing supplies including soap, paper towels,
tissues, and no-touch/foot pedal trash cans. If hand washing facilities are not available, provide hand sanitizer with
at least 60% alcohol (for coaches, staff and older players who can safely use hand sanitizer).
• Signs and Messages
o Post signs in highly visible locations (e.g .. at entrances and exits, and in restrooms) that promote everyday
protective measures II and describe how to stop the spread II of germs such as by properly washing hands and
properly wearing a mask ~ .
o Broadcast regular announcements on public announcement (PA) system
o Include COVID-19 prevention messages (for example, videos) about behaviors that prevent spread of COVID-19
when communicating with staff, volunteers, officials, and families. This could include links, videos, and prevention
messages in emails, on organization websites, and through the team and league's social media accounts.
o Find freely available CDC print and digital resources on CDC's communication resources main page.
Maintaining Healthy Environments
Youth sports organizations may consider implementing several strategies to maintain healthy environments.
• Cleaning and Disinfection
o Clean and disinfect frequently touched surfaces on the field, court, or play surface (e.g., drinking fountains) at least
daily, or between uses as much as possible. Use of shared objects and equipment (e.g., balls, bats, gymnastics
equipment) should be limited, or cleaned between use by each individual if possible.
o Develop a schedule for increased, routine cleaning and disinfection.
o Ensure safe and correct use and storage of disinfectants, including storing products securely away from children.
Use products that meet EPA disinfection criteria ~ .
o Identify an adult staff member or volunteer to ensure proper cleaning and disinfection of objects and equipment,
particularly for any shared equipment or frequently touched surfaces.
o Cleaning products should not be used near children, and staff should ensure that there is adequate ventilation
when using these products to prevent children or themselves from inhaling toxic fumes.
o Use gloves when removing garbage bags or handling and disposing of trash. Wash hands after removing gloves.
• Shared Objects
o Discourage sharing of items that are difficult to clean, sanitize, or disinfect. Do not let players share towels, clothing,
or other items they use to wipe their faces or hands.
o Make sure there are adequate supplies of shared items to minimize sharing of equipment to the extent possible
(e.g., protective gear, balls, bats, water bottles); otherwise, limit use of supplies and equipment to one group of
players at a time and clean and disinfect between use.
• Keep each player's belongings separated from others' and in individually labeled containers, bags, or areas.
• If food is offered at any event, have pre-packaged boxes or bags for each attendee instead of a buffet or
family-style meal. Avoid sharing food and utensils. Offer hand sanitizer or encourage hand washing.
• Ventilation
o If playing inside, ensure ventilation systems or fans operate properly. Increase circulation of outdoor air as much as
possible, for example by opening windows and doors. Do not open windows and doors if doing so poses a safety or
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• Water Systems
o To minimize the risk of Legionnaires' disease and other diseases associated with water, take steps to ensure that all
water systems and features (e.g., drinking fountains, decorative fountains) are safe to use after a prolonged facility
shutdown. Drinking fountains should be cleaned and disinfected but encourage staff and players to bring their own
water to minimize touching water fountains.
• Modified Layouts and Social (Physical) Distancing
o Identify adult staff members or volunteers to help maintain social distancing among youth, coaches,
umpires/referees, and spectators (if state and local directives allow for spectators).
o Space players at least 6 feet apart on the field while participating in the sport (e.g., during warmup, skill building
activities, simulation drills)
o Discourage unnecessary physical contact, such as high fives, handshakes, fist bumps, or hugs.
o Prioritize outdoor, as opposed to indoor, practice and play as much as possible.
o Create distance between players when explaining drills or the rules of the game.
o If keeping physical distance is difficult with players in competition or group practice, consider relying on individual
skill work and drills.
o Encourage players to wait in their cars with guardians until just before the beginning of a practice, warm-up, or
game, instead of forming a group.
o Limit the use of carpools or van pools. When riding in an automobile to a sports event, encourage players to ride to
the sports event with persons living in their same household.
o If practices or competition facilities must be shared, consider increasing the amount of time between practices and
competitions to allow for one group to leave before another group enters the facility. If possible, allow time for
cleaning and/or disinfecting.
• Physical Barriers and Guides
o Provide physical guides, such as signs and tape on floors or playing fields, to make sure that coaches and players
remain at least 6 feet apart.
• Communal Spaces
o Close shared spaces such as locker rooms, if possible; otherwise, stagger use and clean and disinfect between use.
o Limit the number of players sitting in confined player seating areas (e.g., dugouts) by allowing players to spread out
into spectator areas if more space is available (e.g., if spectators are not allowed).
Maintaining Healthy Operations
Youth sports organizations may consider implementing several strategies to maintain healthy operations.
• Protections for Staff and Players at Higher Risk for Severe Illness from COVID-19
o Offer options for individuals at higher risk of severe illness from COVID-19 that limit exposure risk (such as virtual
coaching and in-home drills).
o Limit youth sports participation to staff and youth who live in the local geographic area (e.g., community, city, town,
or county) to reduce risk of spread from areas with higher levels of COVID-19.
• Regulatory Awareness
o Be aware of state or local regulatory agency policies related to group gatherings to determine if events can be held.
• Identifying Small Groups and Keeping them Together (Cohorting)
o Keep players together in small groups with dedicated coaches or staff, and make sure that each group of players
and coach avoid mixing with other groups as much as possible. Teams might consider having the same group of
players stay with the same coach or having the same group of players rotate among coaches.
o Consider staging within-team scrimmages instead of playing games with other teams to minimize exposure among
players and teams.
• Staggered Scheduling
o Stagger arrival and drop-off times or locations by cohort (group) or put in place other protocols to limit contact
between groups and with guardians as much as possible. One example is increasing the amount of time between
practices and competitions to allow for one group to depart before another group enters the facility. This also
allows for more time to clean the facility between uses.
o When possible, use flexible worksites (e.g., telework) and flexible work hours (e.g., staggered shifts) to help establish
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others, especially if social distancing is recommended by state and local health authorities.
• Gatherings, Spectators, and Travel
o Avoid group events, such as games, competitions, or social gatherings, where spacing of at least 6 feet between
people cannot be maintained.
o Limit any nonessential visitors, spectators, volunteers, and activities involving external groups or organizations as
much as possible -especially with individuals not from the local geographic area (e.g., community, town, city, or
county).
o Avoid activities and events such as off-site competitions or excursions (e.g., watching a professional team compete).
• Designated COVID-19 Point of Contact
o Designate a youth sports program staff person to be responsible for responding to COVI D-19 concerns. All coaches,
staff, officials, and families should know who this person is and how to contact them.
• Communication Systems
o Put systems in place for:
• Consistent with applicable law and privacy policies, having coaches, staff, umpires/officials, and families of
players (as feasible) self-report to the youth sports organization if they have symptoms of COVID-19, a positive
test for COVI D-19, or were exposed to someone with COVID-19 within the last 14 days in accordance
with health information sharing regulations for COVID-19 ~ (e.g. see "Notify Health Officials and Close
Contacts" in the Preparing for When Someone Gets Sick section below), and other applicable laws and
regulations.
• Notifying staff, officials, families, and the public of youth sports facility closures and restrictions in place to limit
COVID-19 exposure (e.g., limited hours of operation).
• Leave (Time Off) Policies
o Implement flexible sick leave policies and practices for coaches, officials, and staff that enable employees to stay
home when they are sick, have been exposed, or caring for someone who is sick.
• Examine and revise policies for leave, telework, and employee compensation.
• Leave policies should be flexible and not be punitive to people for taking time off and should allow sick
employees to stay home and away from co-workers. Leave policies should also account for employees who
need to stay home with their children if there are school or childcare closures, or to care for sick family
members.
o Develop policies for return-to-play after COVID-19 illness. CDC's criteria to discontinue home isolation and
quarantine can inform these policies.
• Back-up Staffing Plan
o Monitor absenteeism of coaches and officials, cross-train staff, and create a roster of trained back-up personnel.
• Coach and Staff Training
o Train coaches, officials, and staff on all safety protocols.
o Conduct training virtually, or ensure that social distancing is maintained during training.
• Recognize Signs and Symptoms
o If feasible, conduct daily health checks (e.g., symptom checking) of coaches, officials, staff, and players safely and
respectfully, and in accordance with any applicable privacy and confidentiality laws and regulations.
o Youth sports program administrators may use examples of screening methods found in CDC's supplemental
Guidance for Child Care Programs that Remain Open as a guide for screening children, and CDC's General Business
FAQs for screening staff.
• Sharing Facilities
o Encourage any organizations that share or use the youth sports facilities to also follow these considerations.
• Support Coping and Resilience
o Encourage employees to take breaks from watching, reading, or listening to news stories, including social media if
they are feeling overwhelmed or distressed.
o Promote healthy eating, exercising, getting sleep, and finding time to unwind.
o Encourage employees to talk with people they trust about their concerns and how they are feeling.
o Consider posting signs for the national distress hotline: 1-800-985-5990, or textTalkWithUs to 66746
Preparing for When Someone Gets Sick
r:,17
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~ ~~~P.tl
Public Health
only with local health officer approval
following their review of local
epidemiological data including cases
per 100,000 population rate
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DEPARTMENT OF INDUSTRIAL RE.LAi\ONS
CALIFORNIA
ALL
Your Actions
Save Lives
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Consistent with the July 20, 2020 announcement of the California Interscholastic
Federation, this document provides guidance for all youth sports programs-including
school-based, club, and recreational programs-to support a safe environment for
players, coaches and trainers, families, spectators, event/program/facility managers,
workers, and volunteers. For further guidance related to school settings, please see
this updated guidance for schools and school-based programs.
NOTE: The risk of transmitting the COVID-19 virus depends on several factors germane to
sports, including:
• Number of people in a location
• Type of location (indoor versus outdoor)
• Distance between people
• Length of time at a location
• Physical contact between people
• Touching of shared objects
• Use of face coverings
• Mixing of people from locations with different levels of community transmission
As general guidance, smaller groups are safer than larger; outdoor locations are safer
than indoor; sports that can ensure distance of six feet or more are safer than close
contact; and shorter duration is safer than longer. Leagues, coaches, parents, and
athletes need to consider all these factors as they plan to return to play.
• Outdoor and indoor sporting events, assemblies, and other activities that
require close contact or that would promote congregating are not permitted
at this time. For example, tournaments, events, or competitions, regardless of
whether teams are from the same school or from different schools, counties, or
states are not permitted at this time.
• Youth sports and physical education are permitted only when the following can
be maintained: (1) physical distancing of at least six feet; and (2) a stable
cohort, such as a class, that limits the risks of transmission (see CDC Guidance
on Schools and Cohorting). Activities should take place outside to the
maximum extent practicable.
• For sports that cannot be conducted with sufficient distancing or cohorting,
only physical conditioning and training is permitted and ONLY where physical
distancing can be maintained. Conditioning and training should focus on
individual skill-building (e.g., running drills and body weight resistance training)
and should take place outside, where practicable. Indoor physical
conditioning and training is allowed only in counties where gyms and fitness
centers are allowed to operate indoors.
2
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• Avoid equipment sharing, and if unavoidable, clean and disinfect shared
equipment between use by different people to reduce the risk of COVID-19
spread.
• Consistent with guidance for gyms and fitness facilities, cloth face coverings
must be worn during indoor physical conditioning and training or physical
education classes (except when showering). Activities that require heavy
exertion should be conducted outside in a physically distanced manner without
face coverings. Activities conducted inside should be those that do not require
heavy exertion and can be done with a face covering. Players should take a
break from exercise if any difficulty in breathing is noted and should change
their mask or face covering if it becomes wet and sticks to the player's face
and obstructs breathing. Masks that restrict airflow under heavy exertion (such
as N-95 masks) are not advised for exercise.
• Youth sports programs and schools should provide information to parents or
guardians regarding this and related guidance, along with the safety measures
that will be in place in these settings with which parents or guardians must
comply.
covid19.ca.gov \\\\\ ~'H IEl!I
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SENIOR CENTER
Mission:
To provide recreational, educational and social activities for the seniors in the community and to
enrich our seniors lives through friendship, activities, education and nourishment.
Core Values:
Seniors are recognized as a valuable asset.
Seniors have the opportunity to contribute and expand their talents and knowledge.
Seniors strengthen our community and benefit personally by their involvement.
Seniors have access to a full spectrum of services, including social, emotional, educational and
recreational opportunities appropriate to their unique needs and interests.
Seniors are treated respectfully and with dignity. Senior of all economic circumstances are served.
TABLE 1 - Senior Center Activities
Description
Jul-
2019
Aug-
2019
Sept-
2019
Oct-
2019
Nov-
2019
Dec-
2019
Nutrition Program (# of meals
served)
580 594 490 579 503 543
Arts and Crafts Classes 26 31 36 25 24 30
Bingo 41 45 54 49 51 48
Bridge 27 32 32 28 24 23
Bunco 27 33 72 28 24 38
Coffee with Megan 71 57 39 61 56 58
Exercise Classes 79 108 114 90 75 81
Garden Club 10 7 10 11 8 10
Morning Glories (quilting) 23 26 26 27
0
25 23
Movies with Solomon 0 0 0 0 0 0
Paint Classes 8 10 10 12
1
18 16
Card Game Night (Wednesday) 15 22 70 21 20 17
Zumba 46 0 45 40 28 35
Kings Corner 49 61 70 62 45 30
Cribbage 11 17 18 16 10 0
Cell Phone Class 7 8 12 12 15 11
Loteria - 24 - 24 21 25
SPECIAL EVENTS
Monthly Birthday Celebration 26 31 25 29 23 25
Entertainment (2nd Fri. each mo.) 25 24 15 29 49 31
Volunteer Meeting 16 0 26 0 0 0
Hydration Station 42 32 0 0 0 0
Bus Pass Distribution 32 0 35 28 23 0
4th of July Party / Sept Pizza Party / 41 - 49 - - -
Health Screening 26 24 20 0 0 10
Christmas / Holiday Celebration - - - - 57 55
Monthly Summary Attendance (Accounts for a senior participating in any activity/program. One
senior may have participated in 2 or more programs, not including meals.)
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Description
*Jan
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*Feb
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**Mar
-2020 Apr-
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May-
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Jun-
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Nutrition Program (# of meals
served)
- - 176
Arts and Crafts Classes - 32 -
Bingo - 36 -
Bridge - - -
Bunco - - -
Coffee with Shari - 46 -
Exercise Classes - 208 -
Garden Club - - -
Morning Glories (quilting) - - -
Movies with Solomon - - -
Paint Classes - 12 -
Card Game Night (Wednesday) - - -
Zumba - - -
Kings Corner - - -
Cribbage - - -
Cell Phone Class - - -
Loteria - 13 -
SPECIAL EVENTS
Monthly Birthday Celebration - 21 -
Entertainment (2nd Fri. each mo.) - - -
Volunteer Meeting - - -
Hydration Station - - -
Bus Pass Distribution - - -
4th of July Party / Sept Pizza Party - - -
Health Screening - - -
Monthly Summary Attendance (Accounts for a senior participating in any activity/program. One
senior may have participated in 2 or more programs, not including meals.)
*- Due to a transition in staff at the Senior Center in the month of January 2020, we were not able to
obtain complete information for January and February 2020 for the Senior Center Activities.
** - Due to COVID-19, the Senior Center will only be providing limited meals.
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CRF 2: CREATIVE ECONOMY RECOVERY GRANT
NONPROFIT Reimbursement Guidelines
Coronavirus Relief Funding: ROUND 2
Coronavirus, Aid, Relief, and Economic Security (CARES} Act Relief Funding
The Sacramento City Council approved using federal Coronavirus Relief Funding (CRF) provided
through the CARES Act to help support the arts and non-profit cultural organizations that have
experienced financial hardship because of the crisis caused by the global coronavirus (COVID-
19) pandemic. The CRF will be managed by the Sacramento Office of Arts and Culture (OAC}.
Nonprofit organizations who have been harmed by the mandated closures due to the
Coronavirus may apply for reimbursement of eligible expenses directly caused by COVID-19. For
questions while completing your application, please email artgrants@cityofsacramento.org.
For additional Coronavirus Relief Funding opportunities for the Arts and Culture sector, please
visit arts.cityofsacra mento.org.
GUIDELINES
The CARES Act and subsequent guidelines issued by the U.S. Department of the Treasury
specify the type of expenditures and programs which may by funded using CARES funds. The
City's use of CARES funds are limited to expenditures that:
• Are necessary expenditures incurred due to the COVID-19 public health emergency;
• Were not accounted for in the Fiscal Year (FY) 2020 budget;
• Can be expended before December 30, 2020;
• Were not reimbursed through a prior CARES Act funding source.
The City will use the answers to the questions in the following section to determine if the
expenditures are eligible for CARES funding. It is the responsibility of the applicant to provide
evidence of eligibility. Please review the following documents before responding to questions in
this section.
• CARES Act guidelines
• CARES Act FAQ, June 24th
• City of Sacramento CARES Program Review Flow Chart
• City Attorney and Auditor's Guidance
WHO SHOULD APPLY?
Nonprofit organizations that are part of Sacramento's Creative Economy may apply for
reimbursement of emergency general operating support loss due to mandated closures caused
by the Coronavirus (Covid-19). Nonprofits that received funding in the FIRST ROUND of Creative
Economy Recovery grants may apply for additional funding. However, applicants are reminded
that all reimbursement requests must be unique. The applicant is responsible for ensuring that
there is no duplication of CARES Act funding, whether that funding was obtained through the
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City of Sacramento, PPP, or EIDL loan, or any other resource that may have provided relief
through the CARES Act Federal funds.
Organizations must reside within the City of Sacramento. If you are unclear if your
organization's address lies within the City limits, you may enter your address at the link
provided below. If you DO NOT receive a DISTRICT NUMBER when you input your address, your
organization DOES NOT reside with the City of Sacramento.
CHECK YOUR ADDRESS: http://www.cityofsacramento.org/Mayor-Council/Find-Your-District.
WHAT EXEPENSES ARE ELIGIBLE?
1. If your organization ceased operations and remains closed, you may apply for general
operating costs that have allowed your organization to remain dormant. Each applicant must
complete a CRF 2: DOCUMENT COVER SHEET, which lists eligible expenses. A copy of the CRF 2:
Document Cover Sheet is available at arts.cityofsacramento.org/grants.
The reimbursement period for the CRF 2 grants is March 1-September 15, 2020. EXPENSES
REIMBURSED IN THE FIRST ROUND OF THE CREATIVE ECONOMY RECOVERY GRANTS ARE NOT
ELIGIBLE. The applicant is responsible for ensuring expenses ARE NOT duplicated.
2. If your organization continued to operate during the lockdown, generating income, you may
apply for reimbursement for expenses that specifically address COVID-19. For example, you are
responsible for your general operating expenses, but if you had to purchase Personal Protective
Equipment (PPE) or additional security or cleaning staff, you may apply for reimbursement of
those expenses. Each applicant must complete a CRF 2: DOCUMENT COVER SHEET; however,
not all listed expenses may be eligible in this case. A copy of the CRF 2: Document Cover Sheet
is available at arts.cityofsacramento.org/grants.
The reimbursement period for the CRF 2 grants is March 1-September 15, 2020. EXPENSES
REIMBURSED IN THE FIRST ROUND OF THE CREATIVE ECONOMY RECOVERY GRANTS ARE NOT
ELIGIBLE. The applicant is responsible for ensuring expenses ARE NOT duplicated.
3. If your organization ceased operations and has since resumed operations, earning revenue,
you may apply for lost operating expenses during your closure and for expenses to specifically
address COVID-19 when you re-opened. Each applicant must complete a CRF 2: DOCUMENT
COVER SHEET, which lists eligible expenses, though not all may be eligible for resuming
operations. A copy of the CRF 2: Document Cover Sheet is available at
arts.cityofsacramento.org/grants.
The reimbursement period for the CRF 2 grants is March 1-September 15, 2020. EXPENSES
REIMBURSED IN THE FIRST ROUND OF THE CREATIVE ECONOMY RECOVERY GRANTS ARE NOT
ELIGIBLE. The applicant is responsible for ensuring expenses ARE NOT duplicated.
GRANT AMOUNT
About $4,00,000 of the Coronavirus Act Relief Funding has been allocated by Sacramento City
Council for a second round of Creative Economy Recovery Grants in three categories, which
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include Nonprofit Reimbursement, Creative Business and Individual Artists. Awards allocations
will be based on total number of applicants, question responses, completeness of applications,
expense eligibility as outlined by the Federal Coronavirus Act Relief Fund and organizational
operating budget size. No cash match is required.
ORGANIZATIONAL ELIGIBILITY
Organizations must meet the baseline requirements outlined below:
1. The organization's mission must support the development, production, or presentation
of arts or cultural activities and disciplines. Arts disciplines include dance, theater, visual,
literary, media/film, music, cultural and traditional arts.
2. Applicants must provide evidence of nonprofit status (i.e., exempt from federal or state
taxation).
3. An applicant organization must have been in existence and be able to provide budget
and program information for at least one full year prior to March 1, 2020, as requested.
4. Applicant organizations must be based in the City of Sacramento.
5. The organization must serve an inclusive, diverse audience including but not limited to
American Indian/Alaskan Native, Appalachian, Asian, Black/African American,
Hispanic/Latir:ix, Native Hawaiian/Pacific Islander, LGBTQ+, Intellectually or Developmentally
Disabled and other culturally specific populations.
6. Organization must be a Vendor with the City of Sacramento.
Please use the following link to self-register on our website: Register as
Supplier. Email questions to portalhelp@cityofsacramento.org.
7. Nonprofit organizations must have a Business Occupancy Tax (BOT) exemption on file
with the City. The Office of Arts and Culture can help attain if awarded a grant.
8. Applicants who received funding from the City of Sacramento's first round of Creative
Economy Recovery Grants or other Federal CARES Act assistance, such as PPP or EIDL,
are eligible so long are expenses are not duplicated.
HOW TO APPLY
The OAC application for the CRF 2: NON PROFIT REIMBURSEMENT GRANT will be available
through Submittable (https://sacmetroarts.submittable.com/submit), an OAC online grant
portal, from September 16, 2020 through 11:59 pm on October 7, 2020. The following
information and materials will be required. NOTE: Please review the Panel Review Criteria listed
below before completing your application so that you may incorporate those criteria into your
application.
1. Organization Name;
2. Contact name, email, phone number;
3. Organization's address, as listed in tax documents on file with the City of Sacramento;
4. District where Organization is located. You may check your legal address:
http://www.cityofsacramento.org/Mayor-Council/Find-Your-District;
5. Amount of reimbursement requested;
6. Did you receive a Round 1 Creative Economy Recovery Grant?
7. If so, what amount?
8. Did you receive additional Federal CARES Act assistance: PPP, EIDL, City of Sacramento
Small Business Loan?
9. If so, what amount?
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10. Number of Full-time Equivalent (FTE) employees who were employed on September 1,
2020. For definition of FTE, see attachments;
11. What is your Supplier Number for the City of Sacramento? Answer "Not Applicable" if
you do not have an account.
12. Have you obtained Business Operations Tax Exemption through the City of Sacramento?
13. Provide a brief description of your organization and its contribution to Sacramento's
Creative Economy.
14. Briefly describe how your organization's practices align with the Sacramento Arts,
Culture and Creative Economy (ACCE) Commission's Race and Cultural Equity Statement.
See attachment 2 below.
15. Briefly describe how the organization experienced financial hardship such as loss of
income, ongoing payment obligations such as rent, utilities, mortgage, taxes, etc., or
losses incurred due to canceled arts and cultural programming because of the mandated
restrictions imposed by the state or local government due to COVID-19 from March !-
September 15, 2020; The panel relies heavily on how you answer this question when
scoring your need for funding.
16. Please select based on your FY 2019 Operating Budget:
a. <$500,000
b. $500,000-$2,000,000
c. >$2,000,000
17. DOCUMENTED LOSS:
Complete a CRF 2: DOCUMENTATION COVER SHEET
a. List and number all reimbursable expenses
b. List eligible documentation* and number it with corresponding expense
c. Attach all documentation to CRF 2: Document Cover Sheet IN ONE DOCUMENT
*Documentation can include copies of receipts, invoices, bills, etc. See sample CRF 2:
Document Cover Sheet sample in attachments below.
18. Upload proof of nonprofit status (IRS Determination letter).
19. Optional Demographic Information:
The Data collected will serve multiple purposes: to help the City understand how we
reflect the communities we serve, to equip our staff with critical data to better serve the
needs of our communities, and to track our progress with all of our community.
Race & Ethnicity: Check if individuals in your organization/company (including Board
members, if applicable), publicly self-identify as:
Asian/ Asian Americans/Pacific Islanders
Black/ African American/ African Hispanic/Latino/Latina/Latinx
Native American/American Indian/Indigenous
White/Caucasian/European
Multi-Racial or Multi-Ethnic (2 or more races or ethnicities)
Other category(ies)
Unknown
Sexual Orientation: Check if individuals in your organization/company (including Board
members, if applicable), publicly self-identify as:
G.6.d
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r.;'iT;I Centers for Disease
~Control and Prevention
COVID-19 Employer Information for Office Buildings
Employer Information for Office Buildings
Updated Sept. 11, 2020 Print
During the COVID-19 pandemic, office building employers, owners and managers, and operations specialists can take the
following steps to create a safe and healthy workplace for workers and clients.
How You Can Protect Your Staff and Others and Slow the Spread
Create a COVID-19 workplace health and safety plan.
• Start by reviewing the CDC Interim Guidance for Businesses and Employers.
Before resuming business operations, check the building to see if it's ready for occupancy,
• Evaluate the building and its mechanical and life safety systems to determine if the building is ready for occupancy.
Check for hazards associated with prolonged facility shutdown such as mold growth ~ , rodents or pests l!I ~ , or
issues with stagnant water systems, and take appropriate remedial actions.
• Ensure that ventilation systems in your facility operate properly. For building heating, ventilation, and air conditioning
(HVAC) systems that have been shut down or on setback, review new construction startup guidance provided in
ASH RAE Standard 180-2018, Standard Practice for the Inspection and Maintenance of Commercial Building HVAC
Systems II ~.
• Increase circulation of outdoor air as much as possible by opening windows and doors if possible, and using fans. Do
not open windows and doors if doing so poses a safety or health risk for occupants, including children (e.g .. a risk of
falling or of breathing outdoor environmental contaminants such as carbon monoxide, molds, or pollens).
• To minimize the risk of Legionnaires' disease and other diseases associated with water, take steps to ensure that all
water systems and features (e .g .. sink faucets, drinking fountains, decorative fountains) and water-using devices (e.g ..
ice machines, cooling towers) are safe to use after a prolonged facility shutdown.
Identify where and how workers might be exposed to COVID-19 at work.
Employers are responsible for providing a safe and healthy workplace~.
• Conduct a thorough hazard assessment ~ of the workplace to identify potential workplace hazards that could
increase risks for COVID-19 transmission.
• Identify work and common areas where employees could have close contact (within 6 feet) with others -for
example, meeting rooms, break rooms, the cafeteria, locker rooms, check-in areas, waiting areas, and routes of entry
and exit.
• Include all employees in communication plans -for example, management, staff, utility employees, relief employees,
janitorial staff, and maintenance staff.
• If contractors are employed in the workplace, develop plans to communicate with the contracting company about
changes to work processes and requirements for the contractors to prevent transmission of COVID-19.
Develop hazard controls using the hierarchy of controls to reduce transmission among workers. Use a combination of
controls noted below.
En;;ineerinf[ controls: Isolate workers from the hazard
1 /<;
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• Modify or adjust seats, furniture. and workstations P.I B to maintain social distancing of 6 feet between employees,
where possible.
o Install transparent shields or other physical barriers where possible to separate employees and visitors where
social distancing is not an option.
o Arrange chairs in reception or other communal seating areas by turning, draping {covering chair with tape or
fabric so seats cannot be used), spacing, or removing chairs to maintain social distancing.
• Use methods to physically separate employees in all areas of the building, including work areas and other areas such
as meeting rooms, break rooms, parking lots, entrance and exit areas, and locker rooms.
o Use signs, tape marks, or other visual cues such as decals or colored tape on the floor, placed 6 feet apart, to
show where to stand when physical barriers are not possible.
o Replace high-touch communal items, such as coffee pots and bulk snacks, with alternatives such as pre-
packaged, single-serving items. Encourage staff to bring their own water to minimize use and touching of water
fountains or consider installing no-touch activation methods for water fountains.
• Consider taking steps to improve ventilation in the building, in consultation with an HVAC professional, based on local
environmental conditions {temperature/humidity) and ongoing community transmission in the area:
o Increase the percentage of outdoor air, (e.g., using economizer modes of HVAC operations) potentially as high as
100% (first verify compatibility with HVAC system capabilities for both temperature and humidity control as well
as compatibility with outdoor/indoor air quality considerations).
o Increase total airflow supply to occupied spaces, if possible.
o Disable demand-control ventilation (DCV) controls that reduce air supply based on temperature or occupancy.
Coronavirus Disease 2019 (COVID-19) '"""" o Improve central air filtration:
• Increase air filtration B to as high as possible without significantly diminishing design airflow.
• Inspect filter housing and racks to ensure appropriate filter fit and check for ways to minimize filter byQass.
o Consider running the HVAC system at maximum outside airflow for 2 hours before and after occupied times, in
accordance with industry standards [3 .
o Generate clean-to-less-clean air movements P.I B by re-evaluating the positioning of supply and exhaust air
diffusers and/or dampers and adjusting zone supply and exhaust flow rates to establish measurable pressure
differentials. Have staff work in "clean" ventilation zones that do not include higher-risk areas such as visitor
reception or exercise facilities (if open).
• Consider using portable high-efficiency particulate air (HEPA) fan/filtration systems to help enhance air cleaning P.I
[3 {especially in higher-risk areas).
• Ensure exhaust fans in restroom facilities are functional and operating at full capacity when the building is occupied.
• Consider using ultraviolet germicidal irrad1at1on (OVGI) II B as a supplemental technique to inactivate potential
airborne virus in the upper-room air of common occupied spaces, in accordance with industry guidelines.
Administrative controls: Change the way people work
• Encourage employees who have symptoms of COVID-19 or who have a sick family member at home with COVID-19 to
notify their supervisor and stay home.
o Employees who appear to have symptoms when they arrive at work or who become sick during the day should
immediately be separated from others, provided a face mask if they are not using one, and sent home with
instructions and guidance on how to follow-up with their healthcare provider.
o Sick employees should follow CDC-recommended steps. Employees should not return to work until they meet
the criteria to discontinue home isolation, in consultation with their healthcare provider.
o Perform enhanced cleaning and disinfection after anyone suspected or confirmed to have COVID-19 has been in
the workplace.
• Consider conducting daily in-person or virtual health checks (e.g .. symptoms and/or temperature screening) of
employees before they enter the work site.
?IC:.
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o See CDC's COVID-19 General Business FAQs for guidance on how to safely conduct employee screening.
o Develop and implement a policy to prevent employees from gathering in groups while waiting for screening, and
maintain a 6-foot separation between employees.
o Alternatively, consider having employees perform self-checks at home before heading to the office.
• Stagger shifts, start times, and break times as feasible to reduce the number of employees in common areas such as
screening areas, break rooms, and locker rooms.
• Consider posting signs in parking areas and entrances that ask guests and visitors to phone from their cars to inform
the administration or security when they reach the facility.
o Provide directions for visitors to enter the building at staggered times.
• Consider posting signs in parking areas and entrances that ask guests and visitors to wear cloth face coverings if
possible, to not enter the building if they are sick, and to stay 6 feet away from employees, if possible.
• Clean and disinfect high-touch surfaces.
o Follow the Guidance for Cleaning and Disinfecting to develop, follow, and maintain a plan to perform regular
cleanings of surfaces to reduce the risk of people's exposure to the virus that causes COVI D-19.
o At least daily, clean and disinfect all surfaces that are frequently touched by multiple people, such as door
handles, desks, light switches, faucets, toilets, workstations, keyboards, telephones, handrails, printer/copiers,
and drinking fountains. More frequent cleaning and disinfection may be required based on level of use.
• If hard surfaces are dirty, clean them using a detergent or soap and water before you disinfect them.
• Disinfect using products that are EPA-approved for use against the virus that causes COVID-19 B . Follow
the manufacturer's instructions for all cleaning and disinfection products (e.g., concentration, application
method, and contact time).
• When EPA-approved disinfectants ~ are not available, alternative disinfectants can be used (for example,
1 /3 cup of 5.25-8.25% bleach added to 1 gallon of room temperature water, or 70% alcohol solutions).
• Prepare fresh bleach solutions daily.
• Do not mix bleach with ammonia or any other cleanser. This can cause fumes that may be very
dangerous to breathe in.
• Read EPA's infographic on how to use these disinfectant products B safely and effectively.
• Keep all disinfectants out of the reach of children.
o Give employees enough time to wash their hands and access to soap, clean water, and paper towels.
• Remind employees to wash their hands often with soap and water for at least 20 seconds. If soap and water
are not available, they should use hand sanitizer with at least 60% alcohol.
o Establish policies and practices for social distancing:
• Remind employees that people may be able to spread COVID-19 even if they do not show symptoms.
Consider all close interactions (within 6 feet) with employees, clients, and others as a potential source of
exposure.
• Discourage handshaking, hugs, and fist bumps.
• Encourage the use of outdoor seating areas and social distancing for any small-group activities such as
lunches, breaks, and meetings.
o For employees who commute to work using public transportation or ride sharing, consider offering the following
support:
• If feasible, offer employees incentives to use forms of transportation that minimize close contact with
others (e.g., biking, walking, driving or riding by car either alone or with household members).
• Ask employees to follow the CDC guidance on how to protect yourself when using transportation.
• Allow employees to shift their hours so they can commute during less busy times.
• Ask employees to wash their hands as soon as possible after their trip.
o Post instructions and reminders at entrances and in strategic places on hand hygiene, COVID-19 symptoms,
wearing cloth face coverings, and cough and sneeze etiquette. This should include signs for non-English
speakers, as needed.
o l Jc;p no-to11rh tr;ic;h r;inc; whPn noc;c;ihlP.
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VVlll I IUI. tJI Ul.'C\.I. ac;a111.:i1. \..\.JV iv-I ;1, ll \.01 I JJ' Ul.'C\.I. yuu 11UI11 U'C\.UI 111115 .;)I\." VVll.11 I IU a1 IU I l'CCUll 16 11 JCUl\.01 \.QI c.
Flu is another serious respiratory illness that can cause missed work, hospitalizations, and, in some cases,
even death. The combination offlu and COVID-19 could overwhelm healthcare settings.
Protect yourself, your family, and your community by getting a flu vaccine.
Where can I get more information?
You, as the employer, are responsible for responding to COVID-19 concerns and informing employees of the hazards in
your workplace. You can use these additional sources for more information on reducing the risk of exposures to COVID-
19 at work:
• CDC Interim Guidance for Businesses and Employers (COVID-19)
• CDC General Business Frequently Asked Questions
• NIOSH COVID-19 Workplace Safety and Health Topic
• CDC COVID-19
• OSHACOVID-19 ~
• OSHA Guidelines on Preparing Workplaces for COVID II [3
• OSHA Guidance on Returning to Work II ~
• AIHA Reopening: Guidance for General Office Settings II [3
• ASH RAE Recommendations for commercial buildings under epidemic conditions [3
• Building Owners & Managers Association International (BOMA): Getting Back to Work: Preparing Buildings for Re-Entry
Amid COVI D-19 II [3
• CDCINFO: 1-800-CDC-INFO (1-800-232-4636) I TTY: 1-888-232-6348 I website: cdc.gov/info
Last Updated Sept. 11, 2020
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NETWORK
(/network)
Tucson, Ariz., Gives Free Wi-Fi to Areas Hit Hard
byCOVID
City officials in Tucson have announced that they are moving forward with a plan to expand
access to free public Wi-Fi throughout the city, particularly in areas that are suffering from
the digital divide.
BY JASMINE DEMERS, THE ARIZONA DAILY STAR I AUGUST 3, 2020
SHUTTERSTOCK/N.VECTOR DESIGN
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"IU/LL/LULU 1 ucson, Ariz., 1..:>1ves i-ree vv1-i-1 to Areas Hit Hara oy L-uv1u
(TNS) -The city of Tucson, Ariz., is moving forward with a plan to expand access to
free, public Wi-Fi throughout the city, particularly in areas that are suffering from a
"digital divide."
During a recent meeting, the Tucson City Council voted to use $4-4 million of federal
CARES Act money -provided to local governments through the Coronavirus Relief
Fund -to fund the city Wi-Fi expansion plan.
Since the pandemic began, the need for internet access has become increasingly
apparent, said Councilman Steve Kozachik.
The council seemed confident that CARES Act funding would cover the project, arguing
that it will support the needs of citizens and help them deal with issues that have risen
as a direct result of the pandemic.
"We have pockets of the city that have zero connectivity," Kozachik said. "Schools are
about to open on a virtual platform. That alone screams of the need for us to address
that digital divide."
Using Census data, officials identified which areas of the city were most impacted by the
digital divide by looking at income levels, population and whether there was coverage
available from other broadband services such as CenturyLink and Cox.
The data showed that 10, 798 households in the city do not have access to the internet.
Covering nearly 20 square miles and targeting the most economically impacted areas of
the city, the plan will reach nearly 54,000 households and over 116,000 people. The
districts that will benefit from the plan include Tucson Unified, Flowing Wells and
Amphitheater school districts.
"We have four proof of concept areas, most of which revolve around parks in those hard
hit areas. And then they're going to expand out into the rest of the neighborhoods that
are hardest hit," said Tucson's chief information officer Collin Boyce.
"The goal, if additional funding exists, is to move out into other neighborhoods that are
in the lighter red or orange because there's a deficiency in those areas as well."
?17
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THE FUTURE OF Community Design
Ohio Communities Use Relief Funds to Install Public Wi-Fi
Dayton and Yellow Springs are among several cities that are using some of their CARES Act funding to expand
broadband access. Dayton plans to spend $1.4 million in certain neighborhoods lacking high-speed connectivity.
Bonnie Meibers, Dayton Daily News I October 16, 2020 I News
(TNS) -Several Dayton-area communities are using federal corona virus relief funding to install free Wi-Fi in their city or village as the need for
internet access has greatly increased during the pandemic.
Yellow Springs, using $30,000 of CARES Act funding, hopes to have fully-functional Wi-Fi downtown by Oct. 30.
Dayton, Springboro and Oxford have similar plans for free WIFI.
"This is a must," said
Yellow Springs Village Manager Josue Salmeron. "I don't see a future for any municipality if they cannot connect their citizens to the larger
marketplace and the world."
Open Vault, a company that tracks broadband usage, reported in the first quarter of 2020, average broadband consumption in the United
States increased 47 percent. It's also a 17 percent rise over the fourth quarter of 2019. The increase comes from the March stay-at-home order issued
in Ohio and other states that caused schools and work to go online to help prevent the spread of the COVID-19. Other things like entertainment,
including both video streaming and gaming, saw increases in usage as people needed to entertain themselves.
Kevin Hallinan , a professor in mechanical and aerospace engineering and renewable and clean energy at the University of Dayton, said cities
like Detroit and Pittsburgh already have successful city-wide Wi-Fi networks and sees this as a growing trend.
"You're seeing this pop up all over the country," Hallinan said. "It's a trend that's getting a lot more attention as a result ofCOVID-19 and it's a trend
that's getting more attention in tenns of the Black Lives Matter movement and inequity associated with the lack of access that, not just black
communities, but black and poor communities have."
Hallinan said that even if low income people have access to internet, they likely don't have devices to get on the internet with. He worked on a project
where he and some students were working to help people in the Twin Towers neighborhood reduce energy consumption and also decided to install
internet in houses without it. About half of the houses they worked with did not have internet and many of those households didn't have devices for
children to use beyond a smart phone.
"The digital divide is documented to show that kids who don't have access to internet are falling further behind," Hallinan said. "This is really is a
justice issue in the end."
Hallinan said ultimately, giving access to Wi-Fi is not enough. Along with Wi-Fi there needs to be a support system.
"It is essential for people to imagine how we can leverage the existence of a Wi-Fi system that gives access to all to create more equity," he said.
1 /.d.
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I FEATURED I
City offering free public WiFi spots
From Staff Reports
Sep 16, 2020
A sign announces City Hall as a Dragon Connected hotspot for internet access. Providing Wi-Fi through grants from
the federal coronavirus relief package, city officials say they hope to assist students attending virtual classes as well
as others affected by the pandemic.
Josh Edwards/ The Daily Sentinel
Free Wi-Fi has been set up for the public at city parks as well as the police station, City Hall
parking lot, library and recreation center, the city announced this week.
1/?
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Providing Wi-Fi through grants from the federal coronavirus relief package, city officials say
they hope to assist students attending virtual classes as well as others affected by the
pandemic. In assisting students, the city has partnered with Naogdoches ISD's Dragon
Connected program.
The city has received an estimated $370,000 in federal relief funding, the majority of which is
being used for pandemic response such as protective equipment, overtime and chemical
foggers. In addition to the public internet access, hand washing stations are also planned.
City facilities with public Wi-Fi include: C.L. Simon Recreation Center and the Judy McDonald
Public Library, 1112 North St.; Nacogdoches Police Department, 312 W. Main St.; and the City
Hall parking lot, 202 E. Pilar St.
Parks with Wi-Fi are: Banita Creek, 501 Pearl St.; Eugenia Sterne Park, 700 E. Main St.; Festival
Park, 507 S. Pecan St.; Maroney Park, 2110 Maroney Drive; Mill Pond Park, 1628 John St.; Pecan
Acres Park, 826 Starr Ave .; Pioneer Park, 501 Lenwood St.; Ritchie Street Park, 800 Ritchie St.;
Robert McCrimmon Park, 2129 Woden Road; Clint Dempsey Soccer Complex, 600 Pilar St. and
Liberty Hall, 805 E. Main St.
For more information, email recreation@nactx.us or call 936-559-2960.
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RESOLUTION NO. 2020-05
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND
TERRACE, CALIFORNIA, RA Tl FYI NG, DECLARING AND
PROCLAIMING A LOCAL EMERGENCY IN RESPONSE TO COVID-19
WHEREAS, in December 2019, an outbreak of respiratory illness due to a novel
coronavirus (COVID-19) was first identified in Wuhan City, Hubie Province, China; and
WHEREAS, the Center for Disease Control and Prevention (CDC) considers
COVID-19 to be a very serious public health threat with outcomes ranging from very mild
(including some with no reported symptoms) to severe, including illness resulting in death;
and
WHEREAS, according to the CDC, there is no vaccine to prevent COVID-19 and
there is no specific antiviral treatment recommended for COVID-19 at this time; and
WHEREAS, on January 30, 2020, the World Health Organization declared a Public
Health Emergency of International Concern over the global spread of COVID-19; and
WHEREAS, on January 31, 2020, Health and Human Services declared a Public
Health Emergency for the United States to aid the nation's healthcare community in
responding to COVID-19; and
WHEREAS, the California Department of Public Health (CDPH) has activated its
Medical and Health Coordination Center, and the Office of Emergency Services recently
activated the State Operations Center to provide support and guide actions to preserve
public health; and
WHEREAS, on March 4, 2020, Governor Gavin Newsom declared a State of
Emergency for the State of California; and
WHEREAS, on March 11, 2020, the World Health Organization characterized
COVID-19 as a "pandemic"; and
WHEREAS, on March 12, 2020, Governor Newsom issued Executive Order N-25-
20 regarding COVID-19; and
WHEREAS, on March 12, 2020, the San Bernardino County Health Official issued
an order related to COVID-19, which was subsequently revised by their March 16, 2020,
order (see below); and
WHEREAS, on March 13, 2020, President Trump declared a National State of
Emergency in response to increased spread of COVID-19; and
WHEREAS, on March 16, 2020, Governor Newsom issued Executive Order N-28-
20 regarding COVID-19; and
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WHEREAS, on March 17, 2020, the San Bernardino County Health Official issued
an order cancelling all meetings; and
WHEREAS, there are no known cases of COVID-19 within the City of Grand
Terrace, but COVID-19 is easily transmissible from person to person and as of March 17,
2020, has spread globally to over 151 countries and territories, has infected more than
179,000 individuals and killed more than 7,000 individuals per the World Health
Organization; and
WHEREAS, it is imperative to prepare for and respond to suspected or confirmed
COVID-19 cases within the City, and to prepare to respond to an increasing number or
individuals who may require medical care; and
WHEREAS, strict compliance with certain Municipal Code and other City
regulations would prevent, hinder, or delay appropriate actions to prevent and mitigate
the effects of the COVID-19, which issue cannot be timely addressed absent a declaration
of emergency; and
WHEREAS, per Government Code Section 8630 a declaration of a local
emergency shall not remain in effect for a period in excess of seven days unless it has
been ratified by the City Council; and
WHEREAS, Section 2.28.060 of the Grand Terrace Municipal Code appoints the
City Manager as Director of Emergency Services, and empowers the Director request the
City Council to proclaim the existence or threatened existence of a local emergency if the
City Council is in session, or to issue such proclamation if the City Council is not in
session; and
WHEREAS, out of an abundance of caution to protect the health, safety, and
welfare of the community, the Director of Emergency Services requested the City Council
to proclaim a local emergency due to the public health threat caused by COVID-19; and
NOW, THEREFORE, THE GRAND TERRACE CITY COUNCIL DOES HEREBY
RESOLVE, AS FOLLOWS:
SECTION 1. The conditions of extreme peril to the safety of persons and property
have arisen within the City of Grand Terrace, caused by the effects of COVID-19.
SECTION 2. The aforementioned conditions of extreme peril warrant and
necessitate the proclamation of the existence of a local emergency by the City, as the
means to resolve the conditions of extreme peril will probably exceed the capability of the
City.
SECTION 3. The City Council does hereby ratify the proclamation of emergency
by the City Manager as Director of Emergency Services on March 19, 2020 and the City
Council hereby further declares and proclaims the existence of a local emergency.
2020-05 CC Reso Page 2 of 4 March 24, 2020
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SECTION 4. During the existence of such local emergency, the powers, functions,
and duties of the City Manager as Director of Emergency Services and the Disaster
Council of this City shall be those prescribed by State Law, Chapter 2.28 of the Grand
Terrace Municipal Code, and ordinances and resolutions of this City, and approved plans
of the City in order to mitigate the effects of the local emergency.
SECTION 5. In addition to the powers, functions, and duties already prescribed
above, the Council desires to make clear the powers, functions, and duties include:
(a) As necessary for the public health, life, and property, entering into contracts to
arrange for the procurement of materials, goods, and services needed to assist in
preparing for, containing, responding to, mitigating the effects of, and recovering from the
spread of COVID-19.
(b) Applicable provisions of the Government Code and the Public Contract Code,
including but not limited to travel, advertising, and competitive bidding requirements, as
well as any City procurement or related policy, are suspended to the extent reasonably
necessary to address the effects of COVID-19.
(c) The Emergency Services Director is expressly authorized to assist with any
lawful order, including the enforcement of an order of quarantine or curfew, as well as
ordering potentially ill City employees to leave the workplace, authorizing certain City
employees to work remotely, taking steps to limit non-essential contact by City
employees, etc., to address the effects of COVID-19.
SECTION 6. The local emergency shall be deemed to continue to exist until its
termination is proclaimed by the City Council.
SECTION 7. The Government Code Section 8630 requirement that the Council
review of the need for continuing the local emergency at least once every 60 days until
the City Council terminates the local emergency has been waived for the duration of the
statewide emergency declared by Governor Newsom. In the event this declaration of
local emergency extends for more than the duration of the statewide emergency declared
for COVID-19, City Staff are directed to thereafter return this item for Council review of
the need for continuing the local emergency at least once every 60 days until the City
Council terminates the local emergency.
SECTION 8. This Resolution shall take effect immediately. A copy of the
Proclamation and this Resolution shall be forwarded to the San Bernardino County
Operational Area for transmission to California Emergency Management Agency.
The City Clerk shall certify to the passage and adoption of this resolution.
2020-05 CC Reso Page 3 of 4 March 24, 2020
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PASSED, APPROVED, AND ADOPTED by the City Council of the City of Grand
Terrace at a regular meeting held on the 24th day of March 2020.
D~ Mayo
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, . Qebra L. Thomas .
City Clerk·, ·
APPROVED AS/JORM:
@-_~~-
Adrian R. Guerra
City Attorney
2020-05 CC Reso Page 4 of 4 March 24, 2020
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PROCLAMATION OF THE EXISTENCE OF A LOCAL EMERGENCY
WHEREAS, in December 2019, an outbreak of respiratory illness due to a novel
coronavirus (COVID-19) was first identified in Wuhan City, Hubie Province, China; and
WHEREAS, the Center for Disease Control and Prevention (CDC) considers
COVID-19 to be a very serious public health threat with outcomes ranging from very mild
(including some with no reported symptoms) to severe, including illness resulting in death;
and
WHEREAS, according to the CDC, there is no vaccine to prevent COVID-19 and
there is no specific antiviral treatment recommended for COVID-19 at this time; and
WHEREAS, on January 30, 2020, the World Health Organization declared a Public
Health Emergency of International Concern over the global spread of COVID-19; and
WHEREAS, on January 31, 2020, Health and Human Services declared a Public
Health Emergency for the United States to aid the nation's healthcare community in
responding to COVID-19; and
WHEREAS, the California Department of Public Health (CDPH) has activated its
Medical and Health Coordination Center, and the Office of Emergency Services recently
activated the State Operations Center to provide support and guide actions to preserve
public health; and
WHEREAS, on March 11, 2020, the World Health Organization characterized
COVID-19 as a "pandemic"; and
WHEREAS, on March 4, 2020, Governor Newsom proclaimed the existence of a
state of emergency; and
WHEREAS, on March 12, 2020, Governor Newsom issued Executive Order N-25-
20 regarding COVID-19; and
01247.0001/637377.1
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WHEREAS, on March 13, 2020, President Trump declared a National State of
Emergency in response to increased spread of COVID-19; and
WHEREAS, the California Emergency Services Act, Government Code Sections
8558(c) and 8630 authorize the proclamation of a local emergency when conditions of a
disaster or extreme peril to the safety of persons and property within the territorial limits
of a city exist; and
WHEREAS, pursuant to Government Code Section 8630 such an emergency may
be proclaimed by the governing body or by an official designated by ordinance adopted
by the governing body; and
WHEREAS, Section 2.28.060 of the Grand Terrace Municipal Code empowers the
Director of Emergency Services/City Manager to proclaim the existence or threatened
existence of a "local emergency" if the City Council is not in session and requires that the
City Council act to ratify the proclamation within seven (7) days thereafter; and
WHEREAS, The City Manager, as Director of Emergency Services of the City of
Grand Terrace, in accordance with the authority provided under the above provisions of
state and local law, does hereby find:
1. That the proclamation of a local emergency warranted by virtue of the
extreme peril to the safety of persons and property in the City of Grand Terrace
caused by epidemic in the form of the global spread of a severe acute respiratory
illness caused by a novel (new) coronavirus ("COVID-19"), including confirmed
cases in the State of California and in San Bernardino County prompting the State
of California and the County of San Bernardino to declare a local health
emergency; and
2. That the City of Grand Terrace officers and employees take all steps as
requested by the Director of Emergency Services/City Manager and in accordance
with the guidelines as prescribed by the Federal, State and County governments
to prevent the spread of COVID-19 and to prevent or alleviate illness or death due
to the virus.
3. That the City Council of the City of Grand Terrace is not in session and
cannot immediately be called into session.
4. That this proclamation shall be in effect for a period of seven (7) days by
which time it must be ratified by the City Council of the City of Grand Terrace,
pursuant to Government Code Section 8630 and Grand Terrace Municipal Code
Section 2.28.060.
NOW, THEREFORE, IT IS HERBY PROCLAIMED that, based upon the
foregoing, a local emergency now exists throughout the City of Grand Terrace; and
01247.0001/637377.1
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BE IT FURTHER PROCLAIMED AND ORDERED that during the existence of said
local emergency, the powers, functions, and duties of the emergency organization of this
City shall be those prescribed by state law, ordinances, and resolutions of this City, and
by the City of Grand Terrace Emergency Plan.
BE IT FURTHER PROCLAIMED AND ORDERED that all City officers and
employees take all steps required by the City Manager to qualify the City for
reimbursement from the Federal Emergency Management Agency and for other state and
federal relief as my be available to reimburse the City for the expenses it incurs in
addressing this emergency.
Signed this 19th day of March 2020
Time: 5:oo f.M.
01247 .0001/637377 .1
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STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO )
CITY OF GRAND TERRACE )
I Debra L. Thomas, City Clerk of the CITY OF GRAND TERRACE, CALIFORNIA,
DO HEREBY CERTIFY that the foregoing Resolution, being Resolution No. 2020-05
was duly passed, approved and adopted by the City Council, approved and signed by
the Mayor, and attested by the City Clerk, at the regular meeting of said City Council
held on the 24th day of March 2020, and that the same was passed and adopted by the
following vote:
AYES: Council Members Allen, Hussey, Robles; Mayor Pro Tern Wilson;
Mayor McNaboe
NOES: None.
ABSENT: None
ABSTAIN: None.
Executed this 25th day of March 2020, at Grand Terrace, California.
Ql,~ er; L. Thomas : ;_ -. ·
City Clerk --= : -.:/--: · -3
---
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NOTICE OF FUNDING AVAILABILITY (NOF A)
COUNTY OF SAN BERNARDINO
CARES ACT CORONA VIRUS RELIEF FUND FOR CITIES AND TOWNS
This correspondence contains important time sensitive information regarding completion of the CARES
Act Coronavirus Relief Fund (CRF) for CITIES and TOWNS Application.
The CARES Act Coronavirus Relief Fund (CRF) for CITIES and TOWNS Notice of Funding Availability
(NOFA) is hereby released to Cities and Towns within San Bernardino County on Thursday, October
15, 2020. The CARES Act, signed into law on March 27, 2020, created the CRF, which provides a total
of $150.0 billion in federal fiscal support for state and local governments for the purpose of responding
to the Coronavirus Disease 2019 (COVID-19) pandemic. Section 5001(d) of the CARES Act provides
the eligible purposes for which CRF allocations may be used. Specifically, the CARES Act provides that
CRF may only be used to fund costs that -
1. are necessary expenditures incurred due to the public health emergency with respect to the
Coronavirus Disease 2019 (COVID-19);
2. were not accounted for in the budget most recently approved as of March 27, 2020 (the date of
enactment of the CARES Act) for the State or local government; and
3. were incurred during the period that begins on March 1, 2020, and ends on December 30,
2020. For purposes of this project, "incurred" means goods and or services received by
December 30, 2020.
On September 29, 2020, the San Bernardino County Board of Supervisors set-aside $25.0 million in
CARES Act funding to allocate to cities and towns for infrastructure projects. All proposed infrastructure
projects must meet CARES Act eligibility requirements as determined by guidance provided by the US
Treasury. Funding received for eligible infrastructure projects requires a one-to-one ($1 :$1) cash match
from the Cityffown. For example, if a $100,000 project is proposed, the Cityffown will be eligible to
receive up to a $50,000 reimbursement from the County. Funding directly allocated to Citiesffowns
under the County's $23.2 million allocation for expenses incurred while responding to the Pandemic
may be used as the match for infrastructure project program.
Proposed Project $100,000
Cityffown Funded Cash Match $50,000
County Funding (CARES Act) $50,000
This $25.0 million in funding has been broken into two allocation components:
• Up to $23.2 million in infrastructure project funding will be made available to each city based on
its share of the population, which will equal the amounts provided under the "city allocation"
funding distribution.
• Up to $1 .8 million in additional funding above the base allocations will be available to cities that
submit joint infrastructure projects with neighboring cities that focus on a regional approach to
addressing challenges faced by the pandemic. (If $1.8 million in joint infrastructure projects
cannot be identified, the remaining unspent amount will revert back to the proportionate share
based on population on November 6, 2020).
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Proposals should be submitted electronically and include the following:
• Completed Exhibit A-Project Application Form (attached to this NOFA).
o Examples of Exhibits are included as an attachment to this email.
o Examples of Infrastructure projects are included as an additional attachment to this
email.
• Any documentation to demonstrate costs that have already been incurred, or a spending plan to
demonstrate that costs will be incurred before December 30, 2020.
CARES Act CRF NOFA Timeline and Deadlines
Important milestones and deadlines within the application process are as follows:
• Availability of applications is October 15, 2020
• Deadline to submit applications via email is October 26, 2020 by 4:00 PM. Any late applications will
be held for review only if funds remain after review/funding of applications that were submitted prior
to deadline.
• The County will evaluate and notify Cities/Towns of eligible applications the week of October 26,
2020.
• The County will notify Cities/Towns of approved funding and final allocations by November 6, 2020.
• Acceptance of funding will require the City/Town to enter into a contract for reimbursement with the
County of San Bernardino (template attached for reference). Reporting deadlines per the
agreement:
o November30,2020
o any other subsequent report as requested by the County
Please read the template agreement carefully for detailed eligibility of the funding, requirements,
reimbursement, compliance, and certifications. Please note that all infrastructure project proposals
MUST meet the CARES Act Fund Program criteria and must be submitted during time of application to
be considered. Upon approval of a proposed project, the County will engage the City/Town to complete
the necessary contract documents. Late applications will only be reviewed if funding remains after
review of applications received prior to deadline. An example of a completed Exhibit A is provided for
your reference (PDF Attached entitled: EXAMPLE-EXHIBIT A TO CARES ACT FUNDING
AGREEMENT FINAL). Additional guidance from the US Treasury can be found here:
https://home.treasurv.gov/policy-issues/cares/state-and-local-governments
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Should you have any questions regarding this CARES ACT CRF for CITIES and TOWNS application
process, please contact Monique Amis, Administrative Analyst, at (909) 387-4883 or by email at
Moniq ue.Amis@cao. sbcounty. gov.
Respectfully,
County of San Bernardino
CARES Act Coronavirus Relief Fund for CITIES and TOWNS
County Administrative Office
Phone: 909-387-5423
Fax: 909-387-4883
385 North Arrowhead Ave., 4th Floor
San Bernardino, CA 92415-0043
Our job is to create a county in which those who reside and invest can prosper and achieve
well-being.
www.SBCountv.gov
County of San Bernardino Confidentiality Notice: This communication contains confidential
information sent solely for the use of the intended recipient. If you are not the intended recipient of this
communication, you are not authorized to use it in any manner, except to immediately destroy it and
notify the sender.
Page 3 of 3
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AGENDA REPORT
MEETING DATE: October 27, 2020 Council Item
TITLE: Ordinance and Resolution Adopting and Establishing
Procurement Procedures for Public Projects Per the Uniform
Public Construction Cost Accounting Act and for
Maintenance Work
PRESENTED BY: Adrian Guerra, City Attorney
RECOMMENDATION: (1) Adopt a Resolution of the City Council of the City of
Grand Terrace electing to become subject to the Uniform
Public Construction Cost Accounting Act.
(2) Conduct first reading by title only and waive further
reading of an Ordinance Adding Chapter 3.26 To Title 3 And
Amending Section 3.24.060 of Chapter 3.24 of Title 3 of The
Grand Terrace Municipal Code, which establish procurement
procedures for Public Projects, pursuant to the Uniform
Public Construction Cost Accounting Act, and for
Maintenance Work.
2030 VISION STATEMENT:
This staff report supports Goal #2 "Maintain Public Safety" by investing in critical
improvements to infrastructure.
BACKGROUND:
Chapter 3.24 of the Grand Terrace Municipal Code sets forth the City’s Purchasing
System (“Purchasing System”). The Purchasing System is not applicable to “public
projects” governed by the Public Contract Code. Generally, the Public Contract Code
strictly requires formal bidding for public projects in which the estimated value is $5,000
or more. However, the Public Contract Code also permits an alternative public project
bidding procedure pursuant to the Uniform Public Construction Cost Accounting Act
(“Act”), which can provide additional flexibility and efficiencies for the City’s public
project procurement process.
DISCUSSION:
The proposed ordinance implements the Act and adopts the Act’s bidding requirements
for “maintenance work” (e.g., routine, recurring, and usual work for the preservation or
protection of any publicly owned or operated facility for its intended purposes). The Act
was implemented by the State Legislature in 1983 as an alternative bidding procedure
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designed to reduce costs, expedite the awards process, reduce inefficiencies, and
simplify the administration of smaller public projects. Though the Act is not applicable to
maintenance work, this procedure is also similarly advantageous for maintenance work.
Under the Act, the City can use alternative bidding procedures for public projects as
follows:
1. Public projects of $60,000 or less may be performed by negotiated contract or by
purchase order;
2. Public projects greater than $60,000 but less than $200,000 may be contracted
through informal bidding procedures set forth in the Act, which includes providing
a notice inviting bid to a “contractor lists”;
3. Public projects of more than $200,000 must be contracted through traditional
formal bidding procedures.
The Act also allows the City to perform public projects with its own workforce in an
amount up to $60,000, if the City follows the accounting procedures set forth in the Act.
These accounting procedures basically require the City to track labor, equipment,
material, and overhead costs of a specific public project. The proposed ordinance would
also adopt similar and the same requirements and procedures mentioned above for
maintenance work.
Each of the thresholds above may be adjusted so long as the State law thresholds are
not exceeded. Additionally, the City Manager’s expenditure authority remains
unchanged at $10,000. Any public project or maintenance work in excess of $10,000
must be awarded by the City Council.
The benefits of utilizing informal bidding procedures authorized by the Act for public
projects or maintenance work under $200,000 include quicker contract award
processing, improved project schedules, elimination of considerable efforts and
expense related to project advertising, and simplified contract administration.
To implement these alternative bidding procedures for both public projects and
maintenance work, the City must adopt (1) a resolution declaring the City Council’s
choice to become subject to the Act’s procedures and informing the State Controller of
that decision and (2) an ordinance establishing an informal bidding procedure. Both this
ordinance and resolution are attached to this report.
FISCAL IMPACT:
Streamlined procurement methods will reduce public works construction and
maintenance costs.
ATTACHMENTS:
• Uniform Public Construction Cost Accounting Procedures resolution (003)
(DOCX)
• GT Uniform Public Construction Cost Accounting Ordinance (003)(DOC)
G.7
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APPROVALS:
Craig Bradshaw Completed 10/21/2020 3:45 PM
City Attorney Completed 10/22/2020 8:07 AM
Finance Completed 10/22/2020 11:23 AM
City Manager Completed 10/22/2020 4:22 PM
City Council Pending 10/27/2020 6:00 PM
G.7
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01247.0007/673851.4
RESOLUTION NO. _____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND
TERRACE, COUNTY OF SAN BERNARDINO, STATE OF
CALIFORNIA ELECTING TO BE SUBJECT TO UNIFORM PUBLIC
CONSTRUCTION COST ACCOUNTING PROCEDURES
WHEREAS, prior to the passage of Assembly Bill No. 1666, Chapter 1054,
Statutes of 1983, which added Chapter 2, commencing with Section 22000, to Part
3 of Division 2 of the Public Contract Code, existing law did not provide a uniform
cost accounting standard for construction work performed or contracted by local
public agencies; and
WHEREAS, Public Contract Code section 22000 et seq., the Uniform Public
Construction Cost Accounting Act, established such a uniform cost accounting
standard (“Act”); and
WHEREAS, the California Uniform Construction Cost Accounting
Commission (“Commission”) established under the Act has developed uniform
public construction cost accounting procedures for implementation by local public
agencies in the performance of or in the contracting for construction of public
projects; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Grand Terrace, as follows:
Section 1. The City Council hereby elects under Public Contract Code
Section 22030 to become subject to the uniform public construction cost accounting
procedures set forth in the Act and to the Commission’s policies and procedures
manual and cost accounting review procedures, as they may each from time to time
be amended, and directs that the City Clerk notify the State Controller forthwith of
this election.
Section 2. This Resolution shall take effect upon its adoption.
PASSED, APPROVED AND ADOPTED by the City Council of the City of
Grand Terrace, California, at a regular meeting on the 27th day of October, 2020.
______________________________
Darcy McNaboe, Mayor
ATTEST:
G.7.a
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01247.0007/673851.4
_______________________________
Debra Thomas, City Clerk
APPROVED AS TO FORM:
______________________
Adrian R. Guerra, City Attorney
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01247.0006/673204.9 Ordinance No. ___ Page 1 of 9 _____, 2020
ORDINANCE NO. ___
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND
TERRACE, CALIFORNIA ADDING CHAPTER 3.26 TO TITLE 3 OF THE
GRAND TERRACE MUNICIPAL CODE AND AMENDING SECTION
3.24.060 OF CHAPTER 3.24 OF TITLE 3 OF THE GRAND TERRACE
MUNICIPAL CODE, WHICH ESTABLISH PROCUREMENT
PROCEDURES FOR PUBLIC PROJECTS, PURSUANT TO THE
UNIFORM PUBLIC CONSTRUCTION COST ACCOUNTING ACT, AND
FOR MAINTENANCE WORK
WHEREAS, Public Contract Code Section 20100 et seq. establishes contracting,
bidding, and other procedures for public projects.
WHEREAS, the Uniform Public Construction Cost Accounting Act (codified at
Public Contract Code Section 22000 et seq.) provides for an alternative procedure for
the City to contracting, bidding and other procedures for public projects (“Act”), provided
that the City adopt this informal bidding ordinance and a resolution electing to be
subject to the public construction cost accounting procedures of the Act.
WHEREAS, the City Council has adopted Resolution No. 2020-_____ electing to
be subject to the public construction cost accounting procedures of the Act.
WHEREAS, .the City Council now desires to adopt informal bidding requirements
for public projects pursuant to the Act.
WHEREAS, the City Council further desires to adopt bidding requirements for
maintenance work.
WHEREAS, all legal prerequisites to the adoption of this Ordinance have
occurred.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY GRAND TERRACE
DOES HEREBY ORDAIN AS FOLLOWS:
SECTION 1. The City Council hereby specifically finds that all of the facts set
forth in the above Recitals, are true and correct and are incorporated herein as findings
of the City Council.
SECTION 2. Section 3.24.060 (PUBLIC PROJECTS EXEMPTIONS) of Chapter
3.24 (PURCHASING SYSTEM) of Title 3 (REVENUE AND FINANCE) is hereby retitled
and amended in its entirety as follows:
“Section 3.24.060 – Public Projects And Maintenance Work Exemptions
The procedures set forth in this chapter shall not apply to contracts for
“public projects,” as defined in Public Contract Code Sections 20161 and
22002, or any applicable successor statute, and “maintenance work,” as
G.7.b
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01247.0006/673204.9 Ordinance No. xxx Page 2 of 9 October 27, 2020
defined by Public Contract Code 22002 and Chapter 3.26 (Bid Procedures
for Public Projects and Maintenance Work), which are governed by the
procedures set forth in Chapter 3.26 (Bid Procedures for Public Projects
and Maintenance Work) and applicable provisions of the Public Contract
Code.”
SECTION 3. Chapter 3.26 (BID PROCEDURES FOR PUBLIC PROJECTS AND
MAINTENANCE WORK) is hereby added to Title 3 (REVENUE AND FINANCE) as
follows:
“Chapter 3.26 – Bid Procedures for Public Projects and Maintenance
Work
3.26.010 – Purpose.
A. This chapter is intended to provide for the city’s purchasing
procedures for public projects and maintenance work in a manner
consistent with State law.
B. The city has elected to become subject to the Uniform Public
Construction Cost Accounting Act (Public Contract Code Section 22000 et
seq.) and the contracting procedures set forth therein. Accordingly, the city
may procure public projects by force account, negotiated contract,
purchase order, informal bidding or formal bidding in accordance with the
alternative procedures authorized by the Act and the applicable dollar
amount limitations set forth in Section 22032 of the Act, as it may be
amended from time to time.
C. Specifically, this chapter is intended to comply with Public Contract
Code Section 22034, which requires that a public agency that has elected
to become subject to the uniform construction accounting procedures
enact an informal bidding ordinance to govern the selection of contractors.
D. This chapter is intended to ensure that contracts for public projects
in the city meet the requirements of applicable state laws, including
California Public Contract Code, Division 2, Part 1, and Division 2, Part 3,
Local Agency Public Construction Act. All procedures set forth in this
chapter shall be interpreted in a manner consistent with state law.
E. This chapter is further intended to provide bidding procedures for
maintenance work consistent with State law.
3.26.020 – Definitions.
As used in this chapter, the following words and terms shall be defined as
follows unless the context indicates that a different meaning is intended:
“Act” means the Uniform Public Construction Cost Accounting Act
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01247.0006/673204.9 Ordinance No. xxx Page 3 of 9 October 27, 2020
(California Public Contract Code Section 22000 et seq.).
“Bid” means the response submitted by a bidder to an invitation for bids
issued by the city for goods, services, maintenance work, or public
projects.
“Commission” means the California Uniform Public Construction Cost
Accounting Commission established pursuant to Public Contract Code
Section 22010.
“Facility” shall have the same meaning as set forth in Section 22002 of the
Act and includes any plant, building, structure, ground facility, utility
system (subject to the limitation found in Public Contract Code Section
22002), real property, streets and highways, or other public work
improvement.
“Force account” means work performed on public projects or maintenance
work using internal resources, including, but not limited to, labor,
equipment, materials, supplies, and subcontracts of the public agency.
“Informal bid” means a competitive bid that is submitted by a bidder for
procurement of goods or services for which formal bidding is not required.
“Maintenance work” shall have the same meaning as set forth in Public
Contract Code Section 22002. For the purpose of this chapter,
maintenance work is not considered a public project. Maintenance work
includes:
1. The routine, recurring, and usual work for the preservation or
protection of any publicly owned or operated facility for its intended
purposes.
2. Minor repainting.
3. Resurfacing of streets and highways at less than one inch.
4. Landscape maintenance including mowing, watering,
trimming, pruning, planting, replacement of plants, and servicing of
irrigation and sprinkler systems.
“Public project” shall have the same meaning as set forth in Public
Contract Code Section 22002 and includes the following:
1. Construction, reconstruction, erection, alteration, renovation,
improvement, demolition, and repair work involving any publicly owned,
leased, or operated facility.
2. Painting or repainting of any publicly owned, leased, or
G.7.b
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01247.0006/673204.9 Ordinance No. xxx Page 4 of 9 October 27, 2020
operated facility.
“Public project” does not include maintenance work as defined above.
Section 3.26.030 – Bid Procedures for defined public projects.
A. Authority to Award.
1. The city manager may award contracts for public
projects or maintenance work of ten thousand dollars or less
pursuant to the requirements of this chapter.
2. Contract for public projects or maintenance work over
ten thousand dollars shall be awarded by the City Council pursuant
to the requirements of this chapter.
B. Bidding Thresholds. The following limits and procedures apply to
contracting for public projects and maintenance work in the city:
1. Public projects or maintenance work of sixty thousand
dollars or less (or the current amount as specified in Article 3, Chapter 2 of
Part 3 of Division 2, Section 22032(a) of the Public Contract Code) may be
performed by the employees of the city, by force account, by negotiated
contract, or by purchase order. Except for performance by employees, by
force account, at least three quotes shall be sought when it is in the best
interest of the City;
2. Public projects or maintenance work of greater than sixty
thousand dollars but less than two hundred thousand dollars (or the
current amount as specified in Article 3, Chapter 2 of Part 3 of Division 2,
Section 22032(b) of the Public Contract Code) may be let to contract
through informal procedures as set forth in this chapter; and
3. Public projects or maintenance work of more than $200,000
(or the current amount as specified in Article 3, Chapter 2 of Part 3 of
Division 2, Section 22032(c) of the Public Contract Code) shall, except as
otherwise provided in this chapter or in the Public Contract Code, be let to
contract by the formal bidding procedure set forth in this chapter.
Section 3.26.040 – List of contractors.
A list of qualified contractors, identified according to categories of work,
shall be developed and maintained in accordance with Public Contract
Code Section 22034(a) and any criteria promulgated from time to time by
the Commission. Such list shall be maintained and updated from time to
time by the city manager or his/her designee.
Section 3.26.050 – Informal bid procedure.
G.7.b
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01247.0006/673204.9 Ordinance No. xxx Page 5 of 9 October 27, 2020
The following procedures shall apply to informal bids for public projects
and maintenance work:
A. Notice Inviting Informal Bids.
1. In accordance with Public Contract Code Section
22034, when a public project or maintenance work is permitted to
be let to contract by informal bidding pursuant to this chapter, a
notice inviting informal bids shall be mailed and/or emailed to all
contractors on the list created pursuant to Section 3.26.040 for the
category of work being bid.
2. Optional Noticing. Notice may be also provided to any
additional contractors, publications and/or construction trade
journals identified by the city manager or the city manager’s
designee.
B. Exception. If the product or service to be procured for a
public project or maintenance work is proprietary in nature such that it can
be obtained only from a certain contractor or contractors, the notice
inviting informal bids may be sent exclusively to such contractor or
contractors.
C. Time of Giving Notice. All mailing of notices to contractors
and construction trade journals pursuant to this section shall be completed
not less than ten calendar days before bids are due.
D. Description of Public Project or Maintenance Work. The
notice inviting informal bids shall describe the public project or
maintenance work in general terms and how to obtain more detailed
information about the public project or maintenance work, and state the
time and place for the submission of bids.
E. Authority to Award Contracts. The city manager is authorized
to award a contract for a public project or maintenance work pursuant to
the process set forth in this section if the lowest bid received is ten
thousand dollars or less. Contracts valued at more than ten thousand
dollars shall require city council approval.
F. Bids Exceeding Two Hundred Thousand Dollars. If all bids
received pursuant to the informal process are in excess of two hundred
thousand dollars (or the current amount as specified in Article 3, Chapter 2
of Part 3 of Division 2, Section 22034(d) of the Public Contract Code), the
city council may adopt a resolution by a four-fifths vote to award the
contract to the lowest responsible bidder at two hundred twelve thousand
five hundred dollars (or the current amount as specified in Section
22034(d) of the Public Contract Code) or less, if it determines the city’s
cost estimate was reasonable.
G.7.b
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01247.0006/673204.9 Ordinance No. xxx Page 6 of 9 October 27, 2020
G. Award of Contract. Any contract awarded pursuant to this
section shall be awarded to the lowest responsible bidder. If two or more
bids received are for the same total amount or unit price, quality and
service being equal, the approving entity may accept either bid.
H. No Bids. If no bids are received, the project may be
performed by city employees by force account, or negotiated contract
without further complying with this chapter.
Section 3.26.060 – Formal bidding procedures.
For those public projects or maintenance work requiring formal bidding
under Section 3.26.030, the following procedures shall be used:
A. Publication of Notice. In accordance with Public Contract
Code Section 22037, a notice shall be published, at least once, fourteen
calendar days before the date of opening the bids in a newspaper of
general circulation printed and published in the jurisdiction of the city. The
notice inviting formal bids shall also be sent electronically, if available, by
either facsimile or email, and mailed to all construction trade journals
specified by the commission in accordance with Public Contract Code
Section 22036 specified as appropriate for the area. The notice shall be
mailed at least fifteen calendar days before the date of opening the bids.
The notice inviting formal bids shall state the time and place for the
receiving and opening of sealed bids and distinctly describe the public
project or maintenance work. In addition to notice required by this section,
the city may give such other notice as it deems proper.
B. Bidder’s Security/Failure to Sign Contract. When deemed
necessary bidder’s security shall be prescribed in the notice inviting bids in
an amount equal to ten percent of the amount bid. Bidder’s security shall
be either a cash deposit with the city, a cashier’s or certified check
payable to the city, or a bidder’s bond. Unsuccessful bidders shall be
entitled to the return of bid security within sixty days of the date of the
award. On the refusal or failure of the lowest responsive and responsible
bidder to execute the contract, the city council may award the contract to
the next lowest responsive and responsible bidder. Should the lowest
responsive and responsible bidder refuse or fail to execute the contract
within ten days after the date of the award of the contract, then the bidder
shall be deemed to have forfeited the bid security amount to the city. The
city may retain as damages an amount out of the bid security equal to the
difference between the lowest bid and the second lowest bid and return
the excess bid security amount, if any, to the lowest bidder. All bids must
be signed by an individual or individuals authorized to bind the bidder to
bid terms.
C. Bid Opening Procedure. Sealed bids shall be submitted to
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01247.0006/673204.9 Ordinance No. xxx Page 7 of 9 October 27, 2020
the city clerk’s office and shall be identified as to bidder, public project or
maintenance work (as applicable), and shall state “Bid” on the envelope.
Bids shall be opened by the city clerk’s staff in public at the time and place
stated in the notice inviting bids. A written record and tabulation shall be
made at that time of all bids received by the deadline. Bids that are
received after the submittal deadline shall be marked as “Late” and shall
not be opened at the bid opening and shall not be considered for award.
Bids shall be open for public inspection in accordance to the California
Public Records Act. Bids may be submitted electronically, such as through
online bid boards or online websites, provided that such submissions
comply with the requirements of this Chapter.
D. Award of Contracts/Minor Irregularities. Contracts shall be
awarded by the city council to the lowest responsive and responsible
bidder whose bid fulfills the purpose intended, according to criteria
designated in the solicitation, and provided the award amount is within the
unencumbered appropriation for that item. The city council may waive
minor bid irregularities.
E. Change Orders. A “change order” shall be used to modify
the contract documents regarding contract price, schedule of payments,
completion date, plans and specifications, and for unit price overruns and
under runs, as specified in the contract. Work description and justification
must relate to the original project and must be work necessary to achieve
original scope of project. After a determination that costs are merited by
developments in a specific project, the purchasing officer, city manager is
authorized to issue contract amendments or change orders up to the
contract contingency approved by the city council.
F. Tie Bids. If two or more bids received are for the same total
amount or unit price, the city council may accept either bid.
G. Performance/Labor/Materials Bonds. A labor and materials
bond, plus a performance bond shall be required, from an acceptable
surety, in such amounts and in such a form as the city finds reasonably
necessary to protect the public interest. The City Manager may waive
bond requirements in this Section 3.26.070(G) for maintenance work if it is
determined to be in the best interest of the City and consistent with State
law.
H. No Bids. If no bids are received, the public project or
maintenance work may be performed by city employees by force account
or negotiated contract, without further complying with this chapter.
Section 3.26.070 – Rejecting formal bids.
The following rules apply to rejecting bids for public projects and
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01247.0006/673204.9 Ordinance No. xxx Page 8 of 9 October 27, 2020
maintenance work:
A. In accordance with Public Contract Code Section 22038, the
city council may, in its discretion, reject any bids presented, if the city,
prior to rejecting all bids, furnishes a written notice to an apparent low
bidder. The notice shall inform the bidder of the city’s intention to reject the
bid and shall be mailed at least two business days prior to the city council
meeting at which the city intends to reject the bid. If after the first invitation
of bids all bids are rejected and after reevaluating its cost estimates of the
project, the city shall have the option of either of the following:
1. Abandoning the public project/maintenance work or
re-advertising for bids in the manner described by this chapter.
2. Have the public project or maintenance work done by
force account without further complying with this chapter, provided
the city council has passed a resolution by a four-fifths vote
declaring that the project can be performed more economically by
city employees.
B. Lowest Bidder. If a contract is awarded, it shall be awarded
to the lowest responsible bidder.
C. No Bids. If no bids are received through the formal or
informal procedure, the public project or maintenance work may be
performed by the employees of the city, by force account, or negotiated
contract without further complying with this chapter.
Section 3.26.070 – Exceptions to Competitive Bidding.
Bidding pursuant to this Chapter shall not be required in the following
circumstances:
A. In the case of emergency pursuant to Public Contract Code
Section 22035.
B. Any procurement that is governed by Chapter 3.24 of the
Grand Terrace Municipal Code.
C. As authorized by any other applicable law.”
SECTION 4. Severability. Should any provision of this Ordinance, or its
application to any person or circumstance, be determined by a court of competent
jurisdiction to be unlawful, unenforceable or otherwise void, that determination shall
have no effect on any other provision of this Ordinance or the application of this
Ordinance to any other person or circumstance and, to that end, the provisions hereof
are severable. The City Council of the City of Grand Terrace declares that it would have
adopted all the provisions of this ordinance that remain valid if any provisions of this
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01247.0006/673204.9 Ordinance No. xxx Page 9 of 9 October 27, 2020
ordinance are declared invalid.
SECTION 5. Effective Date. This Ordinance shall become effective thirty (30)
days from and after its adoption.
SECTION 6. Certification. The Mayor shall sign and the City Clerk shall certify to
the passage and adoption of this Ordinance and shall cause the same to be published
and posted pursuant to the provisions of law in that regard.
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Grand
Terrace at a regular meeting held on the ____ day of _______, 2020.
_____________________________
Darcy McNaboe
Mayor
ATTEST:
____________________________
Debra Thomas
City Clerk
APPROVED AS TO FORM:
____________________________
Adrian R. Guerra
City Attorney
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AGENDA REPORT
MEETING DATE: October 27, 2020 Council Item
TITLE: California High Speed Rail Authority - Authorization to Enter
into Reimbursement Agreement and Issuance of Comment
Letter
PRESENTED BY: Steven Weiss, Planning & Development Services Director
RECOMMENDATION: 1. Authorize the City Attorney to prepare a
reimbursement agreement with the California High Speed
Rail Authority (CHSRA), consistent with the sample
agreement provided by the CHSRA, to reimburse the City for
costs related to Technical/Engineering Review Support and
related work, and authorize the City Manager to execute it
subject to City Attorney approval as to form; and
2. Authorize the Mayor to sign environmental Notice of
Intent/Notice of Preparation comment letter to the
CHSRA.
2030 VISION:
This staff report supports Goal #4: Develop and Implement Successful Partnership with
Local, Regional and State Agencies. This project will continue to protect our community
and its exceptional quality of life.
BACKGROUND:
The California High-Speed Rail Authority (Authority) is responsible for the planning,
design, construction, and operation of the first high-speed rail system in the nation
(Project). The California high-speed rail system will connect the mega-regions of the
state, contribute to economic development and a cleaner environment, create jobs, and
preserve agricultural and protected lands. When it is completed, it will run from San
Francisco to the Los Angeles basin in under three hours at speeds of over 200 miles
per hour. The system will eventually extend to Sacramento and San Diego, totaling 800
miles with up to 24 stations. In addition, the Authority is working with regional partners
to implement a statewide rail modernization plan that will invest billions of dollars in local
and regional rail lines to meet the state’s 21st century transportation needs.
The Authority may enter into agreements with private and public entities for design,
construction, and operation of high-speed rail trains, including all tasks and segments
thereof pursuant to California Public Utilities Code section 185036. Additional authority
for the Authority to enter into this Agreement (Agreement) includes, but is not limited to,
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California Public Utilities Code sections 185500 et seq.
DISCUSSION:
The decommissioned Cal Portland cement site on Aqua Mansa Road on County land
within Colton’s sphere of influence is being proposed as a multi-modal transportation
facility with a freight yard and switching station. Potentially, the City of Grand Terrace
will be impacted with rail and truck traffic, frontage roads and bridges. City Staff has had
the opportunity of reviewing the Notice of Intent/Notice of Preparation and has prepared
a draft letter expressing concern with the project (Attachment 1). Staff is recommending
that the City Council authorize the Mayor to execute the draft letter and submit it to the
Authority.
Third Party Agreement
The Authority has proposed to enter into a reimbursement agreement with the City of
Grand Terrace whereby the Authority will reimburse the City for certain costs related to
technical/engineering review of the project. Third-party agreements are executed by the
Authority with various cities, counties, municipalities, and other public agencies along a
specific project section alignment. These agreements are executed, so the entities
have an opportunity to address any concerns due to conflicts of High-Speed Rail
proposed alignment with their facilities and utilities. These conflict identifications are
performed to identify any impacts to or from the preferred alignment in the Record of
Decision (ROD) / Notice of Determination (NOD) for a project section.
The Authority will provide Preliminary Engineering for Project Definition (PEPD)
documents and associated technical reports to the affected parties for review and
comment. Upon review of the PEPD documents, the Third-Party Contractors are
expected to report any conflicts with their facilities and utilities and as requested by the
Authority, participate in the Authority’s coordination meetings. Third-Party Contractors
are expected to collaborate with the Authority to resolve any conflicts and concerns to
the extent that is practicable.
Attachments 2 and 3 is a sample “boilerplate” reimbursement agreement with a scope
of work. Staff is recommending that the City Council authorize the City Attorney to
prepare the reimbursement agreement, consistent with the sample agreement provided,
and authorize the City Manager to execute it subject to City Attorney approval as to
form.
FISCAL IMPACT:
It is anticipated review time could cost as much as $25,000 which is fully reimbursable
by the Authority. City staff will return to City Council for approval and award of an
agreement with a Third-Party Contractor and necessary revenue and expense
allocations for the reimbursement.
ATTACHMENTS:
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• HSR - DRAFT 11022020 (DOCX)
• CLEAN_11-02-2020 DRAFT_Reimbursement Agreement (DOCX)
• City of Grand Terrace_11-02-2020_Third Party Contract Expectation Memo
(DOCX)
APPROVALS:
Steven Weiss Completed 10/21/2020 4:50 PM
City Attorney Completed 10/22/2020 9:43 AM
Finance Completed 10/22/2020 11:16 AM
City Manager Completed 10/22/2020 4:24 PM
City Council Pending 10/27/2020 6:00 PM
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ATTACHMENT 1
November 2, 2020
Mark A. Mcloughlin, Director of Environmental Services
ATTN. Los Angeles - Anaheim, California High Speed Rail
Authority 770 L Street, Suite 620, MS-2
Sacramento, CA 95814
Re: NOI/NOP for the California High Speed-Rail System
Los Angeles to Anaheim Project Section Grand Terrace Component
To Mr. Mcloughlin:
Thank you for the opportunity to comment on the revised Notice of Intent to prepare an Environmental
Impact Statement and Notice of Preparation to prepare an Environmental Impact Report for the
California High-Speed Rail (HSR), Los Angeles to Anaheim Project Section; specifically the Grand
Terrace Component. The City of Grand Terrace. has concerns and environmental issues that we request
be addressed through the public outreach process, and in the EIR/EIS.
Our concerns and comments are provided in the context of portions of Grand Terrace located within
several Opportunity Zones may be disproportionately impacted by this project. Most of the census tracts
within these zones, and all of the census tracts directly impacted by the project, have CalEnviroScreen
3.0 scores above the goth percentile. Grand Terrace is most burdened by multiple sources of pollution
and is vulnerable to the effects of 20 indicators of environmental quality and socioeconomic and public
health conditions.
Public outreach conducted by California High-Speed Rail Authority (CHSRA) should be guided by
the Transportation Action. Plan Strategies prepared by the California State Transportation Agency
.
(CalSTA) pursuant to Governor Newsom's Executive Order (EO) N-19-19. · Two strategies in
are relevant to the Component of the project:
"1. Reduce public health harms and maximize benefits to disproportionately in urbanized and rural
regions and involve these community’s early in decision -making. Investments should also avoid
placing new ·or exacerbating existing substantial burdens on communities, even if unintentional.
"7. Progress towards developing zero-emission freight transportation system that avoids and mitigates
environmental justice impacts, reduces criteria and toxic air pollutants, improves freight's economic
competitiveness and efficiency, and integrates multi-modal design and planning into infrastructure
development on freight corridors.
Therefore, City of Grand Terrace residents should be involved early in decision-making regarding the
potential Grand Terrace Component (i.e., new rail connections, expansion of existing rail corridors, and
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Mark A. McLoughlin, Director of Environmental Services
November 2, 2020
Page 2
increased truck traffic through this city). While City of Grand Terrace staff have had initial
conversations with CHSRA, our involvement to date has been limited primarily to having conversations
on solutions to issues of concern prior to release of the draft EIR/EIS. Likewise, our residents deserve
to be consulted in a meaningful manner and provided with as much technical information as available
regarding preliminary rail alignments, frontage roads, and truck traffic analysis with specifications.
The public workshops/scoping meetings conducted to date did not include the sharing of such
information, leaving our residents unable to recommend solutions and alternatives that could be
analyzed in the EIR/EIS.
The comments below address issues that we would expect the EIR/EIS to analyze and address and, as
noted above, are focused on Grand Terrace and related rail and roadway improvements. Our comments
are provided in six categories: Traffic (train and truck); Air Quality; Noise and Vibration;
Hydrology/Water Quality; Visual Effects/Aesthetics; Land Use; and Energy.
Traffic (Train and Truck)
The City of Grand Terrace’s Planning and Development Service Department has provided the
following comments which pertain to the requested scope for the traffic analysis contained in the
EIR/EIS, appropriate mitigation measures, and related engineering and design issues.
1. Dedicate necessary Right of Way. Construct missing improvement such as sidewalk,
median parkways, Class 2 bike lane, sidewalk, curb and gutter.
2. The projected increase in the anticipated truck traffic index will require mitigation to
rehabilitate South La Cadena street pavement and median rehabilitation through Grand
Terrace.
3. Analyze project impacts on segments of La Cadena, Litton, Barton Road and all
intersections along these corridors (between 1-10 and 1-215 Freeway). Construct
mitigations identified by the analysis on these corridors and intersections.
4. Due to anticipated increase in train traffic, analyze the projected delay at BNSF track at-
grade crossings at Main Street.
5. As part of the proposed modifications to the BNSF rail corridor to Barton Road, the Barton
Road Bridge (extending from S. La Cadena Drive over the BNSF tracks) should be
realigned to better accommodate vehicular traffic.
Air Quality/Health
The addition of up to 10 freight trains per day and the associated increase in truck trips may offset any
positive benefits of the HSR project. Residents who live or work near heavily-traveled roadways,
railyards, bus yards, or trucking distribution centers can experience a high level of exposure to PM 2.5
(US EPA, 2002; Krivoshto et al., 2008). A study of US workers in the trucking industry found an
increasing risk for lung cancer with increasing years on the job (Garshick et al., 2008). The same trend
was seen among railroad workers, who showed a 40% increased risk of lung cancer (Garshik et al.,
2004). Studies have found strong associations between diesel particulate exposure and exacerbation of
asthma symptoms in asthmatic children who attend school in areas of heavy truck traffic (Patel et al.
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November 2, 2020
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2010, Spira-Cohen et al. 2011). Studies of both men and women demonstrate cardiovascular effects of
diesel PM exposure, including coronary vasoconstriction and premature death from cardiovascular
disease (Krivoshto et al., 2008). Another study of diesel exhaust inhalation by healthy non-smoking
adults found an increase in blood pressure and other potential triggers of heart attack and stroke
(Krishnan et al., 2013).
The City requests a Hot Spot Analysis, which can provide a weighted metric, based on rail operations
that have high impacts on emissions. The Hot Spot Analysis should include a map of the local BNSF
rail network hot spot locations, corresponding land use data, demographic data, rail tonnage and
operations data. The additional air emissions should be calculated for the specific intermodal location
using the methodology for location specific emissions and the weighted metric. The weighted metric
should incorporate the number of trains, line haul operations, switching operations, and train speed.
Total miles off-track from BNSF currently in the City of Grand Terrace should be provided as well
displaying current emissions and the additional emissions with the ten added lines.
Mitigations would have to be extensive to assist in lowering any additional emissions when Grand
Terrace is already at its highest score for environmental burdens. Governor Newsom's Executive Order
13045, states agencies must "ensure that its policies, programs, activities and standards address
disproportionate [environmental health and safety] risk to children" {62 FR 19885). Woodrow Wilson
elementary school is 1.1mile from the project site and San Salvador Pre School is directly in the project
boundary. This project is a risk to children's health.
Questions that should be addressed in the EIR/EIS include:
• What will be the schedule for required fleet transition to zero-emission technology - for all
trucks permitted?
Noise and Vibration
1. The EIR/EIS should analyze and mitigate the increase in noise levels
2. The overall increases in both daytime and nighttime noise levels associated should be
analyzed and mitigated in accordance with local noise standards. This should include truck
traffic and train traffic.
Noise and Vibration
1. The EIR/EIS should analyze and mitigate the increase in noise levels near train and truck
routes.
Visual Effects/Aesthetics
1. The City shall be involved in the approval of the aesthetics of the bridges, underpasses and any
structures that are part of the project within the City of Grand Terrace.
2. The EIR/EIS should analyze and mitigate the visual impact of wall and elevated rail height (up
to 35 feet above the existing grade at various locations) associated with the project, particularly
adjacent to residential neighborhoods.
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Mark A. McLoughlin, Director of Environmental Services
November 2, 2020
Page 4
3. The City and BNSF shall enter into a Maintenance Agreement for maintenance of
improvements related to the rail structure (bridge, retaining wall, etc.). Maintenance of these
facilities shall be the responsibility of BNSF, including removal of graffiti.
4. What type of nighttime lighting will be used? How high will the lighting masts be, and what
will be the light intensity? The EIR/EIS should explain this, including mitigation measures, in
a way that any affected layperson can understand.
Hydrology/Water Quality
Provide analysis and mitigation on how this runoff will be addressed from the project through Grand
Terrace.
Land Use
1. The Land Use analysis should address consistency with goals and policies of the City of Grand
Terrace’s General Plan Land Use Element, specifically:
a. Residential Neighborhood Preservation and Protection Goal and
b. Industrial Districts Goal and Policies
Energy
The EIR/EIS should address how the project will· move towards energy sustainability.
We appreciate the opportunity to provide comments for inclusion in the design of the project
components, for analysis in the EIR/EIS, and for mitigation of environmental impacts. The City of
Grand Terrace looks forward to working collaboratively with CHSRA on ways to forge more creative
solutions that will be a benefit to our community.
Should you have any questions or require additional information, please do not hesitate to contact
Harold Duffey, City Manager (909) 824-6621 ext.240, hduffey@grandterrace-ca.gov
Sincerely,
Darcy McNaboe, Mayor
City of Grand Terrace
(909) 824-6621 ext. 234
dmcnaboe@grandterrace-ca.gov
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HSR 1_-xx
Page 1 of 3
ATTACHMENT 2
SCOPE OF WORK
Formatted: Font: 14 pt
1. BACKGROUND AND PURPOSE
A. The California High-Speed Rail Authority (Authority) is responsible for the planning, design,
construction, and operation of the first high-speed rail system in the nation (Project). The
California high-speed rail system will connect the mega-regions of the state, contribute to
economic development and a cleaner environment, create jobs, and preserve agricultural and
protected lands. When it is completed, it will run from San Francisco to the Los Angeles basin in
under three hours at speeds of over 200 miles per hour. The system will eventually extend to
Sacramento and San Diego, totaling 800 miles with up to 24 stations. In addition, the Authority
is working with regional partners to implement a statewide rail modernization plan that will invest
billions of dollars in local and regional rail lines to meet the state’s 21st century transportation
needs.
B. The Authority may enter into agreements with private and public entities for design, construction,
and operation of high-speed rail trains, including all tasks and segments thereof pursuant to
California Public Utilities Code section 185036. Additional authority for the Authority to enter
into this Agreement (Agreement) includes, but is not limited to, California Public Utilities Code
sections 185500 et seq.
C. This Agreement is between the Authority, an agency of the State of California, and City of Grand
Terrace (Contractor), a California municipal corporation, herein after referred to collectively as
Parties.
D. To facilitate the construction of the high-speed rail system, the Authority requires the Contractor
to perform the work as described in Section 2 of this Exhibit (Work).
E. All inquiries regarding this Agreement will be directed to the project representatives identified
below:
AUTHORITY CONTRACTOR
Contract Manager: Ravi Mathur Contract Manager: G. Harold Duffey,
City Manager
Address:
770 L Street
Suite 620, MS 2
Sacramento, CA 95814
Address:
22795 Barton Road
Grand Terrace, CA 92313
Phone: (916) 403-0557 Phone: (909) 824-6621
Email: ravi.mathur@hsr.ca.gov Email: hduffey@grandterrace.ca.gov
The Contract Manager(s) may be changed without amendment, subject to the terms and
conditions in Exhibit D, Section 1 – Contract Management.
2. SCOPE OF WORK, TASKS, DELIVERABLES, AND SCHEDULE
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HSR 1_-xx
Page 2 of 3
ATTACHMENT 2
SCOPE OF WORK
Formatted: Font: 14 pt
A. The Authority shall provide the Contractor with a limited notice to proceed outlining the scope
of Work to commence under this Agreement (Limited Notice to Proceed), as well as a proposed
alignment, segment number(s), and any other information about the Project segment(s) to assist
the Contractor in the investigation of its existing facilities for conflicts with the Project’s
proposed alignment.
B. The Contractor will be reimbursed for its actual, direct, reasonable, and necessary expenses,
including attorney time, in its performance of the following activities as specifically set forth in
one or more Limited Notice(s) to Proceed:
Task Description Deliverable Schedule
1. Technical/Engineering
Review Support
Staff time to review
technical/preliminary
engineering
documents.
Comments on
technical/preliminary
engineering
documents.
Through expiration
or termination of
the Agreement.
2. Technical/Engineering
Review Support
Staff time for
identifying existing
conflicts.
Report identifying
conflicts.
Through expiration
or termination of
the Agreement.
3. Technical/Engineering
Review Support
Staff time for
coordination with the
Authority and its
representatives.
Participation in
coordination
activities.
Through expiration
or termination of
the Agreement.
The Contractor’s staff will be reimbursed at actual costs not to exceed the hourly rates set forth
in Attachment 1 – Rates and Budget Details. However, the Contractor acknowledges that “staff
time” does not include time for subcontractors and vendors. Subcontractor and vendor costs shall
only be reimbursed if necessary to augment Contractor’s staff, approved by the Contract Manager
in a written Limited Notice to Proceed, and specifically included in Attachment 1 – Rates and
Budget Details. The Contractor acknowledges that any attorney time must first be specified by
the Authority in writing in a Limited Notice to Proceed. The Contractor agrees attorney fees
shall not exceed three thousand dollars ($3,000).
C. The Contractor will be reimbursed the actual costs incurred for (i) labor, (ii) fringe and overhead
rates, and (iii) other direct costs, limited to approved subcontractors and vendors.
D. Except as specifically set forth above, the Contractor acknowledges the following costs shall not
be reimbursed: (i) reviewing and/or providing comments on environmental documents
(including, but not limited to, environmental impact statements and environmental impact
reports); (ii) attending meetings, unless requested in writing by the Authority; (iii) acquisition of
real property, which shall be handled through the property acquisition process; (iv) coordination
for design and construction activities, which shall be handled through task orders/utility
agreements; (v) preliminary and/or final designs, which shall be handled through task
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ATTACHMENT 2
SCOPE OF WORK
Formatted: Font: 14 pt
orders/utility agreements; (vi) construction, materials, or inspection, which shall be handled
through task orders/utility agreements; and (vii) travel expenses.
3. SCHEDULE OF SERVICES
Performance of the Work described in Section 2 shall commence upon receipt of a Limited Notice to
Proceed. Unless terminated as provided herein, the Work shall continue until the earlier of (i)
completion of the Work, or (ii) expiration of the term.
G.8.b
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Page 1 of 4
EXHIBIT B
BUDGET DETAIL AND PAYMENT PROVISIONS
1. FUNDING REQUIREMENTS
A. This Agreement shall be of no further force and effect if the California State Budget Act of the
current year and/or any subsequent years covered under this Agreement does not appropriate
sufficient funds for the Work identified in Exhibit A. In this event, except as provided in Section
1(B) below, the Authority shall have no liability to pay any funds whatsoever to the Contractor
or to furnish any other considerations under this Agreement, and the Contractor shall not be
obligated to perform any provision of this Agreement.
B. After execution or commencement of this Agreement, if funding for any fiscal year is reduced or
deleted by the California State Budget Act for purposes of the Work, the Authority shall have the
option to either: (i) cancel this Agreement with no further liability occurring to the Authority,
with the exception of reimbursing the Contractor for Work completed prior to the Agreement’s
cancellation; or (ii) offer an Agreement amendment to the Contractor to reflect the reduced
amount, the approval of which shall be subject to the mutual agreement of the Contractor and the
Authority.
C. This Agreement is valid and enforceable only if sufficient funds are made available to the State
of California by the United States Government or the California State Legislature for the purpose
of this Project. In addition, this Agreement is subject to any additional restrictions, limitations,
conditions, or any statute enacted by the Congress or State Legislature that may affect the
provisions, terms, or funding of this Agreement in any manner.
2. COMPENSATION, INVOICING, AND PAYMENT
A. The maximum amount of this Agreement is an estimate, and the actual amount of Work requested
by the Authority may be less. No payment shall be made to the Contractor in advance of services
rendered to the Contractor.
B. The Contractor shall not be entitled to payment for Work performed prior to receipt of the Limited
Notice to Proceed from the Authority’s Contract Manager. No Work shall begin before that time.
Invoices shall include the Agreement number, date prepared, billing period, actual hours worked
(by individual name and position), actual costs for salaries (by position), a narrative of the Work
performed, and fringe, overhead, and other direct costs. The Contractor shall not be paid for
claimed costs or expenses not identified on the Attachment 1 – Rates and Budget Details, except
as such claimed costs or expenses are within the scope of work and otherwise approved in
advance by the Authority in a Limited Notice to Proceed.
For services satisfactorily rendered in accordance with the terms of this Agreement and approved
by the Contract Manager, and upon receipt and approval of the invoices, the Authority shall
reimburse the Contractor for actual costs incurred. Subconsultants shall be subject to the same
reimbursement provisions.
G.8.b
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Page 2 of 4
EXHIBIT B
BUDGET DETAIL AND PAYMENT PROVISIONS
C. The Contractor shall provide one (1) original and two (2) copies, as set forth below, of each
invoice for payment. Invoices shall be submitted no more than monthly in arrears and within
thirty (30) calendar days of when services are provided, to:
Financial Office
California High-Speed Rail Authority
770 L Street, Suite 620 MS 3
Sacramento, CA 95814
accountspayable@hsr.ca.gov
(1 original and 1 copy)
AND
(1 copy)
Ravi Mathur, Contract Manager770 L Street, Suite 620 MS 2
Sacramento, CA 95814
Ravi.Mathur@hsr.ca.gov
D. The following certification shall be included on each invoice and signed by the Contractor’s
authorized official:
“I certify that this invoice is correct and proper for payment, and reimbursement for these costs
has not and will not be received from any other sources, including but not limited to a government
entity contract, subcontract, or other procurement method.”
E. The date of “invoice receipt” shall be the date the Authority’s Financial Office receives the paper
copy.
F. Payments shall be made to the Contractor for undisputed invoices. If the Authority’s Financial
Office disputes an invoice, it shall notify the Contractor within fifteen (15) working days of
receipt of the invoice and pay undisputed portions of the invoice in accordance with the
Agreement. The invoice may be disputed if additional evidence is required to determine the
invoice’s validity, deliverables for the billing period have not been received and approved, the
invoice contains inaccuracies, or the invoice does not otherwise comply with the terms of this
Agreement. If a disputed invoice, or any disputed portion thereof, is resolved, the Contractor
shall issue a new invoice for the resolved amount and the Authority shall pay the invoice in
accordance with the terms of this Agreement.
G.8.b
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Page 3 of 4
EXHIBIT B
BUDGET DETAIL AND PAYMENT PROVISIONS
G. Positions listed in Attachment 1 – Rates and Budget Details, may be changed without an
amendment to the Agreement. A request for change must be in writing, on the Contractor’s
letterhead, and (1) identify the position and rate that is requested to be added or removed; (2)
specify the reason for any position or rate change; (3) provide a current rate table for all project
team members; and (4) provide documentation supporting any position or rate change such as a
Board of Directors’ Resolution, a new union contract, or equivalent official document. There
shall be no change in the positions without written approval by the Authority’s Contract Manager.
H. The Contractor shall retain back-up documentation for audit purposes, available to the Authority
upon request. The Contractor shall include appropriate provisions in each of its subcontracts to
secure adequate backup documentation to verify all subcontractor services and expenses invoiced
for payment under this Agreement.
3. COST PRINCIPLES
The Contractor’s performance shall be governed by and in compliance with the following
administrative and cost principles:
A. If the Contractor is a governmental entity, then the Contractor shall comply with Title 49 Code
of Federal Regulations (C.F.R.), Part 18, Uniform Administrative Requirements for Grants and
Cooperative Agreements to State and Local Governments and U.S. Office of Management and
Budget (U.S. OMB) Circular A-87, Cost Principles for State, Local, and Indian Tribal
Governments, as amended.
B. If the Contractor is a for-profit organization, then the Contractor shall comply with Title 49
C.F.R., Part 19, Uniform Administrative Requirements for Grants and Cooperative Agreements
with Institutions of Higher Education, Hospitals, and other Non-Profit Organizations, and Title
48 C.F.R., Federal Acquisition Regulations System, Chapter 1, Part 31 et seq.
C. If the Contractor is a non-profit organization, then the Contractor shall comply with 49 C.F.R.
Part 18 and U.S. OMB Circular A-122, Cost Principles for Non-Profit Organizations.
D. If the Contractor is an educational institution, then the Contractor shall comply with 49 C.F.R.
Part 18 and U.S. OMB Circular A-21, Cost Principles for Education Institutions.
E. Any subcontract in excess of $25,000, entered into as a result of this Agreement, shall contain all
the provisions of this clause.
The identified circulars and regulations are hereby incorporated into this Agreement by reference as if
fully set out herein.
G.8.b
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EXHIBIT B
BUDGET DETAIL AND PAYMENT PROVISIONS
If any costs for which payment has been made to the Contractor are determined by subsequent audit to
be unallowable under the applicable administrative and cost principles referenced above, then the
unallowable costs are subject to repayment by the Contractor to the Authority.
4. CONTINGENT FEE
The Contractor certifies, by execution of this Agreement, that no person or selling agency has been
employed or retained to solicit or secure this Agreement upon an agreement or understanding for a
commission, percentage, brokerage, or contingent fee, with the exception of bona fide employees or bona
fide established commercial or selling agencies maintained by the Contractor for the purpose of securing
business. For breach or violation of this certification, the Authority has the right to annul this Agreement
without liability, to pay only for the value of the Work actually performed, or, in its discretion, to deduct
from the Agreement price or consideration, or otherwise recover, the full amount of such commission,
percentage, brokerage, or contingent fee.
G.8.b
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Page 1 of 3
EXHIBIT C
GENERAL TERMS AND CONDITIONS AND CONTRACTOR CERTIFICATIONS
1. GENERAL TERMS AND CONDITIONS
A. APPROVAL. This Agreement is of no force or effect until signed by both Parties and approved
by the Department of General Services, if required. The Contractor may not commence
performance until such written approval has been obtained.
B. AMENDMENT. No amendment or variation of the terms of this Agreement shall be valid unless
made in writing, signed by the Parties, and approved as required. No oral understanding or
agreement not incorporated into this Agreement is binding on any of the Parties.
C. ASSIGNMENT. This Agreement is not assignable by the Contractor, either in whole or in part,
without the consent of the state in the form of a formal written amendment.
D. AUDIT. The Contractor agrees that the Authority, the Department of General Services, the State
Auditor, or their designated representative shall have the right to review and to copy any records
and supporting documentation pertaining to the performance of this Agreement. The Contractor
agrees to maintain such records for possible audit for a minimum of three (3) years after final
payment, unless a longer period of records retention is stipulated. The Contractor agrees to allow
the auditor(s) access to such records during normal business hours and to allow interviews of any
employees who might reasonably have information related to such records. Further, the
Contractor agrees to provide the state a similar right to audit records and interview staff in any
subcontract related to performance of this Agreement. (Gov. Code § 8546.7.)
E. INDEMNIFICATION. The Contractor agrees to indemnify, defend, and save harmless the
Authority, its officers, agents, and employees from any and all claims and losses accruing or
resulting to any and all contractors, subcontractors, suppliers, laborers, and any other person,
firm, or corporation furnishing or supplying work services, materials, or supplies in connection
with the performance of this Agreement, and from any and all claims and losses accruing or
resulting to any person, firm or corporation who may be injured or damaged by the Contractor in
the performance of this Agreement.
F. DISPUTES. The Contractor shall continue with the responsibilities under this Agreement during
any dispute.
G. TERMINATION FOR CAUSE. The Authority may terminate this Agreement and be relieved of
any payments should the Contractor fail to perform the requirements of this Agreement at the
time and in the manner herein provided. In the event of such termination, the Authority may
proceed with the Work in any manner deemed proper by the Authority. All costs to the Authority
shall be deducted from any sum due to the Contractor under this Agreement and the balance, if
any, shall be paid to the Contractor upon demand.
G.8.b
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Page 2 of 3
EXHIBIT C
GENERAL TERMS AND CONDITIONS AND CONTRACTOR CERTIFICATIONS
H. INDEPENDENT CONTRACTOR. The Contractor and its agents and employees, in the
performance of this Agreement, shall act in an independent capacity and not as officers or
employees or agents of the state.
I. NON-DISCRIMINATION CLAUSE. During the performance of this Agreement, the Contractor
and its subcontractors shall not deny the contract’s benefits to any person on the basis of race,
religious creed, color, national origin, ancestry, physical disability, mental disability, medical
condition, marital status, sex, gender, gender identity, gender expression, age, sexual orientation,
or military and veteran status, nor shall they discriminate unlawfully 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, age, sexual orientation, or military and veteran status.
The Contractor shall ensure that the evaluation and treatment of employees and applicants for
employment are free from such discrimination. The Contractor and its subcontractors shall
comply with the provisions of the Fair Employment and Housing Act (Gov. Code § 12990 et
seq.), the regulations promulgated thereunder (Cal. Code Regs., tit. 2, § 11000 et seq.), the
provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov.
Code §§ 11135-11139.5), and the regulations or standards adopted by the awarding state agency
to implement such article. The Contractor shall permit access by representatives of the
Department of Fair Employment and Housing and the awarding state agency upon reasonable
notice at any time during the normal business hours, but in no case less than twenty-four (24)
hours’ notice, to such of its books, records, accounts, and all other sources of information and its
facilities as said Department or Agency shall require to ascertain compliance with this clause.
The Contractor and its subcontractors shall give written notice of their obligations under this
clause to labor organizations with which they have a collective bargaining or other agreement.
(See Cal. Code Regs., tit. 2, § 11105.)
The Contractor shall include the nondiscrimination and compliance provisions of this clause in
all subcontracts to perform Work under the Agreement.
J. TIMELINESS. Time is of the essence in this Agreement.
K. GOVERNING LAW. This contract is governed by and shall be interpreted in accordance with
the laws of the State of California.
L. UNENFORCEABLE PROVISION. In the event that any provision of this Agreement is
unenforceable or held to be unenforceable, then the Parties agree that all other provisions of this
Agreement have full force and effect and shall not be affected thereby.
2. CONTRACTOR CERTIFICATIONS
G.8.b
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Page 3 of 3
EXHIBIT C
GENERAL TERMS AND CONDITIONS AND CONTRACTOR CERTIFICATIONS
A. STATEMENT OF COMPLIANCE. The Contractor has, unless exempted, complied with the
nondiscrimination program requirements. (Gov. Code § 12990 et seq. and Cal. Code Regs., tit.
2, § 8103.)
B. DRUG-FREE WORKPLACE REQUIREMENTS. The Contractor will comply with the
requirements of the Drug-Free Workplace Act of 1990, and will provide a drug-free workplace
by taking the following actions:
i. Publishing a statement notifying employees that the unlawful manufacture, distribution,
dispensation, possession, or use of a controlled substance is prohibited, and specifying actions
to be taken against employees for violations.
ii. Establishing a Drug-Free Awareness Program to inform employees about:
1) the dangers of drug abuse in the workplace;
2) the person’s or organization’s policy of maintaining a drug-free workplace;
3) any available counseling, rehabilitation and employee assistance programs; and
4) penalties that may be imposed upon employees for drug abuse violations.
iii. Every employee who works on the proposed Agreement will:
1) receive a copy of the company’s drug-free workplace policy statement; and
2) agree to abide by the terms of the company’s statement as a condition of employment on
the Agreement.
Failure to comply with these requirements may result in suspension of payments under the Agreement,
termination of the Agreement, or both, and the Contractor may be ineligible for award of any future
state agreements if the department determines that any of the following has occurred: the Contractor
has made false certification or violated the certification by failing to carry out the requirements as noted
above. (Gov. Code § 8350 et seq.)
G.8.b
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EXHIBIT D
SPECIAL TERMS AND CONDITIONS
1. CONTRACT MANAGEMENT
A. The Contractor’s Contract Manager is responsible for the day-to-day project status, decisions,
and communications with the Authority’s Contract Manager. The Contractor may change its
Contract Manager by giving written notice to the Authority, but the Authority reserves the right
to approve any substitution of the Contract Manager. This approval shall not be unreasonably
withheld.
B. The Authority may change its Contract Manager at any time without an amendment, by giving
written notice to the Contractor.
2. TERMINATION
A. This Agreement may be terminated at any time by mutual agreement of the Parties in writing.
B. Termination for Convenience. The Authority reserves the right to terminate this Agreement upon
thirty (30) calendar days’ written notice to the Contractor, if terminated for the convenience of
the Authority. In the event of such termination for convenience, the Authority shall pay the
Contractor for all Work performed prior to the effective date of termination.
C. Notice of Termination for Subcontractors, Suppliers, and Service Providers. The Contractor shall
notify any subcontractor and service or supply vendor providing services under this Agreement
of the early termination date of this Agreement. Failure to notify any subcontractor and service
or supply vendor shall result in the Contractor being liable for any termination costs incurred by
any subcontractor and service or supply vendor for Work performed under this Agreement,
except those specifically agreed to by the Authority in writing.
D. Contractor Claims After Early Termination. The Contractor shall release the Authority from any
and all further claims for services performed arising out of this Agreement or its early
termination, upon acceptance by the Contractor of payment for costs actually incurred for Work
performed prior to receipt of the notice of termination and actual costs incurred as a result of
termination.
3. PURCHASE OF EQUIPMENT
No equipment is approved for purchase.
4. SUBCONTRACTING
A. Upon prior approval by the Authority, the Contractor may subcontract a portion of the Work.
Attachment 1 – Rates and Budget Details shall identify the rates for any approved subcontractor.
Any substitution of a subcontractor shall be approved in writing by the Authority’s Contract
Manager prior to such substituted subcontractor performing Work. Unless specifically noted
G.8.b
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Page 2 of 3
EXHIBIT D
SPECIAL TERMS AND CONDITIONS
otherwise, any subcontract in excess of $25,000 shall contain all the applicable provisions
stipulated in this Agreement.
B. This Agreement shall not create a contractual relationship between the Authority and any
approved subcontractor. A subcontract shall not relieve the Contractor of performance of its
duties hereunder. The Contractor shall be responsible for any and all acts and omissions of its
subcontractors and their employees.
C. The Contractor’s obligation to pay its subcontractors is independent of the Authority’s obligation
to pay the Contractor.
5. PUBLIC RECORDS; CONFLICTS OF INTEREST
A. This Agreement shall not limit or infringe on either Party’s duty to comply with the California
Public Records Act, Government Code section 6250 et seq.
B. The Contractor and its employees, and all its subcontractors and employees, shall comply with
the Authority’s Conflict of Interest Code and Organizational Conflict of Interest Policy.
C. Any subcontract in excess of $25,000, entered into as a result of this Agreement, shall contain
all of the provisions of this clause.
6. NONDISCRIMINATION COMPLIANCE
A. During the performance of this Agreement, the Contractor and its subcontractors shall not deny
the Agreement’s benefits to any person on the basis of race, religious creed, color, national origin,
ancestry, physical disability, mental disability, medical condition, genetic information, marital
status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and
veteran status, nor shall they discriminate unlawfully 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, age, sexual orientation, or military and veteran status. The Contractor
shall insure that the evaluation and treatment of employees and applicants for employment are
free of such discrimination.
B. The Contractor shall comply with the provisions of the Fair Employment and Housing Act (Gov.
Code § 12900 et seq.), the regulations promulgated thereunder (Cal. Code Regs., tit. 2, § 11000
et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government
Code (Gov. Code §§ 11135-11139.5), and the regulations or standards adopted by the awarding
state agency to implement such article.
G.8.b
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EXHIBIT D
SPECIAL TERMS AND CONDITIONS
C. The Contractor shall permit access by representatives of the Department of Fair Employment and
Housing to the awarding state agency upon reasonable notice at any time during normal business
hours, but in no case upon less than twenty-four (24) hours’ notice, to such of its books, records,
accounts, other sources of information, and facilities as said Department or Agency shall require
to ascertain compliance with this clause.
D. The Contractor and its subcontractors shall give written notice of their obligations under this
clause to labor organizations with which they have a collective bargaining or other agreement.
E. The Contractor shall include the nondiscrimination and compliance provisions of this clause in
all subcontracts to perform Work under this Agreement.
7. STOP WORK
A. The Authority’s Contract Manager may, at any time, by written notice to the Contractor, require
the Contractor to stop all or any part of the Work tasks in this Agreement.
B. Upon receipt of such stop Work order, the Contractor shall immediately take all necessary steps
to comply therewith and to minimize the incurrence of costs allocable to Work stopped.
C. The Contractor shall resume the stopped Work only upon receipt of written instruction from the
Authority Contract Manager canceling the stop Work order. An equitable adjustment shall be
made by the Authority based on a written request by the Contractor for such equitable adjustment.
Such adjustment request must be made by the Contractor within thirty (30) days from the date of
receipt of the stop Work notice.
8. SETTLEMENT OF DISPUTES
The Parties agree to use their best efforts to resolve disputes concerning a question of fact arising under
this Agreement in an informal fashion through consultation and communication, or other forms of non-
binding alternative dispute resolution mutually acceptable to the Parties.
9. HEADINGS AND RULES OF CONSTRUCTION
The headings appearing in this contract have been inserted for the purpose of convenience and ready
reference and do not define, limit, or extend the scope or intent of the clauses.
10. NON-WAIVER
Failure to enforce any provisions of this Agreement shall not operate as a waiver of that or any other
provision or any subsequent breach of this Agreement.
G.8.b
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EXHIBIT E
SUPPLEMENTAL TERMS AND CONDITIONS FOR CONTRACTS USING FEDERAL FUNDS
All terms in Exhibit E must be included in all subcontracts and lower-tier subcontracts regardless of amount
expended, unless otherwise noted.
1. FEDERAL REQUIREMENTS
The Contractor understands that the Authority has received federal funding from the Federal Rail
Administration (FRA) for the Project and acknowledges that it is required to comply with all applicable
federal laws, regulations, policies, and related administrative practices, whether or not they are specifically
referenced herein. The Contractor acknowledges that federal laws, regulations, policies, and related
administrative practices may change and that such changed requirements will apply to the Project. The
Contractor shall ensure compliance by its subcontractors [and include appropriate flow down provisions in
each of its lower-tier subcontracts as required by applicable federal laws, regulations, policies, and related
administrative practices, whether or not specifically referenced herein]. [Do not use if subcontracting is
permitted but subcontractor is in place prior to the Reimbursement Agreement]
Notwithstanding anything to the contrary contained in this Agreement, all FRA mandated terms shall be
deemed to control in the event of a conflict with other provisions contained in this Agreement. The
Contractor shall not perform any act, fail to perform any act, or refuse to comply with any Authority requests
that would cause the Authority to be in violation of FRA requirements.
2. COMPLIANCE WITH FEDERAL REQUIREMENTS
The Contractor’s failure to comply with federal requirements shall constitute a breach of this Agreement.
3. FEDERAL LOBBYING ACTIVITIES CERTIFICATION
The Contractor certifies, to the best of its knowledge and belief, that:
3.1. No state or federal appropriated funds have been paid or will be paid, by or on behalf of the
Contractor, to any person for influencing or attempting to influence an officer or employee of
any state or federal agency, a member of the State Legislature or United States Congress, an
officer or employee of the Legislature or Congress, or any employee of a member of the
Legislature or Congress in connection with the awarding of any state or federal agreement, the
making of any state or federal grant, the making of any state or federal loan, the entering into of
any cooperative agreement, and the extension, continuation, renewal, amendment, or
modification of any state or federal agreement, grant, loan, or cooperative agreement.
3.2. If any funds other than federal appropriated funds have been paid or will be paid to any person
for influencing or attempting to influence an officer or employee of any federal agency, a member
of Congress, an officer or employee of Congress, or an employee of a member of Congress in
connection with this federal agreement, grant, loan, or cooperative agreement, the Contractor
shall complete and submit Standard Form LLL, “Disclosure Form to Report Lobbying,” in
accordance with its instructions.
G.8.b
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EXHIBIT E
SUPPLEMENTAL TERMS AND CONDITIONS FOR CONTRACTS USING FEDERAL FUNDS
3.3. This certification is a material representation of fact upon which reliance was placed when this
transaction was made or entered into. Submission of this certification is a prerequisite for making
or entering into this transaction imposed by section 1352, Title 31, United States Code (U.S.C.).
Any person who fails to file the required certification shall be subject to a civil penalty of not less
than $10,000 and not more than $100,000 for each such failure.
3.4. The Contractor also agrees that by signing this document, it shall require that the language of this
certification be included in all lower-tier subcontracts that exceed $100,000, and that all such
subcontractors shall certify and disclose accordingly.
4. DEBARMENT AND SUSPENSION
This Agreement is a covered transaction for purposes of 2 C.F.R. 1200. As such, the Contractor is required
to comply with applicable provisions of Executive Orders Nos. 12549 and 12689, “Debarment and
Suspension,” 31 U.S.C. section 6101 note, and U.S. Department of Transportation (DOT) regulations,
“Non-procurement Suspension and Debarment,” 2 C.F.R. Part 1200, which adopt and supplement the
provisions of U.S. OMB “Guidelines to Agencies on Government-wide Debarment and Suspension (Non-
procurement),” 2 C.F.R. Part 180.
To the extent required by the aforementioned U.S. DOT regulations and U.S. OMB guidance, the
Contractor must verify that each subcontractor is not excluded or disqualified in accordance with said
regulations by reviewing the “Excluded Parties Listing System” at
http://www.sam.gov/portal/public/SAM/. The Contractor shall obtain appropriate certifications from each
such subcontractor and provide such certifications to the Authority.
The Contractor’s signature affixed herein shall also constitute a certification under penalty of perjury under
the laws of the State of California that the Contractor or any person associated therewith in the capacity of
owner, partner, director, officer, or manager:
4.1. Is not currently under suspension, debarment, voluntary exclusion, or determination of
ineligibility by any federal agency;
4.2. Has not had one or more public transactions (federal, state, and/or local) terminated within the
preceding three (3) years for cause or default;
4.3. Has not been convicted within the preceding three (3) years of any of the offenses listed in Title
2 C.F.R. section 180.800, subdivision (a), or had a civil judgment rendered against it for one of
those offenses within that time period; and
4.4. Is not presently indicted for or otherwise criminally or civilly charged by a government entity
(federal, state, and/or local) with commission of any of the offenses listed in Title 2 C.F.R. section
180.800.
Should the Contractor or any subcontractor become excluded or disqualified as defined in this Section
G.8.b
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EXHIBIT E
SUPPLEMENTAL TERMS AND CONDITIONS FOR CONTRACTS USING FEDERAL FUNDS
during the life of the Agreement, the Contractor shall immediately inform the Authority of this exclusion
or disqualification. The Contractor shall include a term or condition in the contract documents for each
lower-tier covered transaction, assuring that, to the extent required by the U.S. DOT regulations and U.S.
OMB guidance, each subcontractor will review the “Excluded Parties Listing System,” will obtain
certifications from lower-tier subcontractors, and will include a similar term or condition in each of its
lower-tier covered transactions.
5. SITE VISITS
The Contractor acknowledges that the FRA, through its authorized representatives, has the right, at all
reasonable times, to make site visits to review Project accomplishments and for other reasons. If any site
visit is made by the FRA on the premises of the Contractor or any of its subcontractors under this
Agreement, the Contractor shall provide, and shall require its subcontractors to provide, all reasonable
facilities and assistance for the safety and convenience of the FRA representatives in the performance of
their duties. All site visits and evaluations shall be performed in such a manner as will not unduly delay
Work being conducted by the Contractor or subcontractor.
6. SAFETY OVERSIGHT
To the extent applicable, the Contractor shall comply with any federal regulations, laws, or policies and
other guidance that the FRA or U.S. DOT may issue pertaining to safety oversight in general, and in the
performance of this Agreement, in particular.
7. ENVIRONMENTAL PROTECTION
The Contractor and any subcontractor under this Agreement shall comply with all applicable environmental
requirements and regulations, including any amendments, as follows:
7.1. Clean Air. The Contractor shall comply with all applicable standards, orders or regulations issued
pursuant to the Clean Air Act, as amended, 42 U.S.C. sections 7401 et seq. The Contractor shall
report each violation to the Authority, and acknowledges that the Authority shall, in turn, report
each violation as required to assure notification to the FRA and the appropriate Environmental
Protection Agency (EPA) Regional Office.
7.2. Clean Water. The Contractor shall comply with all applicable standards, orders, or regulations
issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. sections 1251
et seq. The Contractor shall report each violation to the Authority, and acknowledges that the
Authority shall, in turn, report each violation as required to assure notification to the FRA and
the appropriate EPA Regional Office.
7.3. Energy Conservation. The Contractor will comply with the mandatory standards and policies
relating to energy efficiency contained in the state energy conservation plan issued in compliance
with the Energy Policy and Conservation Act, 42 U.S.C. section 6421 et seq.
G.8.b
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Page 4 of 10
EXHIBIT E
SUPPLEMENTAL TERMS AND CONDITIONS FOR CONTRACTS USING FEDERAL FUNDS
7.4. Agreement Not to Use Violating Facilities. The Contractor agrees not to use any facility that is
listed on the List of Violating Facilities maintained by the EPA to perform Work hereunder. The
Contractor shall promptly notify the Authority if the Contractor or any subcontractor receives
any communication from the EPA indicating that any facility that will be used to perform Work
pursuant to this Agreement is under consideration to be listed on the EPA’s List of Violating
Facilities; provided, however, that the Contractor’s duty of notification hereunder shall extend
only to those communications of which it is aware, or should reasonably have been aware.
7.5. Environmental Protection. The Contractor shall comply with all applicable requirements of the
National Environmental Policy Act of 1969, as amended, 42 U.S.C. section 4321 et seq.
7.6. Incorporation of Provisions. The Contractor shall include the above provisions 7.1 through 7.6
in every subcontract hereunder exceeding $50,000, financed in whole or in part with federal
assistance provided by the FRA.
8. CIVIL RIGHTS
The following requirements apply to this Agreement:
8.1. Nondiscrimination. In accordance with Title VI of the Civil Rights Act, as amended, 42 U.S.C.
section 2000d; section 303 of the Age Discrimination Act of 1975, as amended, 42 U.S.C. section
6102; section 202 of the Americans with Disabilities Act of 1990, 42 U.S.C. section 12132; and
49 U.S.C. section 306, the Contractor will not discriminate against any individual because of
race, color, religion, national origin, sex, age or disability in any activities leading up to or in
performance of this Agreement. In addition, the Contractor will comply with applicable federal
implementing regulations and other implementing requirements that the FRA may issue.
8.2. Equal Employment Opportunity. The following equal employment opportunity requirements
apply to this Agreement:
8.2.1. Race, Color, Religion, National Origin, or Sex. In accordance with Title VII of the Civil
Rights Act, as amended, 42 U.S.C. section 2000e, the Contractor will comply with all
applicable equal opportunity requirements of U.S. Department of Labor (U.S. DOL)
regulations, “Office of Federal Contract Compliance Programs, Equal Employment
Opportunity, Department of Labor,” including 41 C.F.R 60 et seq. (which implements
Executive Order No. 11246, “Equal Employment Opportunity,” as amended by Executive
Order No. 11375, “Amending Executive Order 11246 Relating to Equal Employment
Opportunity,” 42 U.S.C. § 2000e note), and with any applicable federal statutes, executive
orders, regulations, and federal policies that may in the future affect construction activities
undertaken in the course of the Project. The Contractor will take affirmative action to
ensure that applicants are employed, and that employees are treated during employment,
without regard to their race, color, religion, national origin, sex, or age. Such action shall
include the following: employment, upgrading, demotion or transfer, recruitment or
G.8.b
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EXHIBIT E
SUPPLEMENTAL TERMS AND CONDITIONS FOR CONTRACTS USING FEDERAL FUNDS
recruitment advertising, layoff or termination; rates of pay or other forms of compensation;
and selection for training, including apprenticeship. In addition, the Contractor will comply
with any implementing requirements the FRA may issue.
8.2.2. Age. In accordance with section 4 of the Age Discrimination in Employment Act of 1967,
as amended, 29 U.S.C. section 623, the Contractor will refrain from discrimination against
present and prospective employees for reason of age. In addition, the Contractor will
comply with any implementing requirements the FRA may issue.
8.2.3. Disabilities. In accordance with section 102 of the Americans with Disabilities Act, as
amended, 42 U.S.C. section 12112, the Contractor will comply with the requirements of
U.S. Equal Employment Opportunity Commission, “Regulations to Implement the Equal
Employment Provisions of the Americans with Disabilities Act,” 29 C.F.R Part 1630,
pertaining to employment of persons with disabilities. Further, in accordance with section
504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. section 794, the Contractor
will comply with the requirements of U.S. DOT, “Nondiscrimination on the Basis of
Disability in Programs or Activities Receiving Federal Financial Assistance,” 49 C.F.R.
Part 27, pertaining to persons with disabilities. In addition, the Contractor will comply with
any implementing requirements the FRA may issue.
The Contractor also agrees not to discriminate on the basis of drug abuse, in accordance with the Drug
Abuse Office and Treatment Act of 1972 (Pub.L. No. 92-255), as amended, or alcohol abuse, in
accordance with the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and
Rehabilitation Act of 1970 (Pub.L. No. 91-616), as amended, and to comply with sections 523 and 527
of the Public Health Service Act of 1912 (42 U.S.C. § 290 dd), as amended, relating to confidentiality
of alcohol and drug abuse patient records. In addition, the Contractor will comply with applicable
federal implementing regulations and other implementing requirements that the FRA may issue.
The Contractor also agrees to include these requirements in each subcontract financed in whole or in
part with federal assistance provided by the FRA, modified only if necessary to identify the affected
parties.
9. ARRA FUNDED PROJECT
Funding for this Agreement has been provided through the American Recovery and Reinvestment Act of
2009 (ARRA) (Pub. L. No. 111-5). All contractors, including both prime and subcontractors, are subject to
audit by appropriate federal or state entities. The state has the right to cancel, terminate, or suspend the
Agreement if any contractor or subcontractor fails to comply with the reporting and operational
requirements contained herein.
10. ENFORCEABILITY
The Contractor agrees that if the Contractor or one of its subcontractors fails to comply with all applicable
G.8.b
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EXHIBIT E
SUPPLEMENTAL TERMS AND CONDITIONS FOR CONTRACTS USING FEDERAL FUNDS
federal and State of California requirements governing the use of ARRA funds, the state may withhold or
suspend, in whole or in part, funds awarded under the program, or recover misspent funds allowing an audit.
This provision is in addition to all other remedies available to the state under all applicable state and federal
laws.
11. PROHIBITION ON USE OF ARRA FUNDS
The Contractor agrees in accordance with ARRA section 1604 that none of the funds made available under
this Agreement may be used for any casino or other gambling establishment, aquarium, zoo, golf course,
or swimming pool.
12. ACCESS AND INSPECTION OF RECORDS
12.1. In accordance with ARRA sections 902, 1514, and 1515, the Contractor agrees that it shall permit
the State of California, the United States Comptroller General, the United States Department of
Transportation Secretary, or their representatives or the appropriate Inspector General appointed
under sections 3 or 8G of the United States Inspector General Act of 1978, or his representative,
to:
12.1.1. Access and reproduce any books, documents, papers and records of the Contractor that
directly pertain to, and involve transactions relating to, this Agreement for the purposes of
making audits, examinations, excerpts and transcriptions; and
12.1.2. Interview any officer or employee of the Contractor or any of its subcontractors regarding
the activities funded with funds appropriated or otherwise made available by ARRA.
12.2. Pursuant to 49 C.F.R. section 18.26, subdivision (i)(11), 49 C.F.R. section 19.26 or U.S. OMB
Circular A-133 (whichever applicable), the Contractor will maintain all books, records, accounts,
and reports required under this Agreement for a period of not less than three (3) years after the
date of termination or expiration of this Agreement, except in the event of litigation or settlement
of claims arising from the performance of this contract, in which case the Contractor will maintain
same until the Authority, the FRA Administrator, the Comptroller General, or any of their duly
authorized representatives, have disposed of all such litigation, appeals, claims, or exceptions
related thereto. The Contractor shall notify the Authority not less than six (6) months prior to
disposal of any books, records, accounts and reports required under this Agreement.
12.3. The Contractor will comply with, and assures the compliance of its employees with, the
information restrictions and other applicable requirements of the Privacy Act of 1974, Title 5
U.S.C. section 552, subdivision (a).
The Contractor shall include this provision in all lower-tier subcontracts.
13. WHISTLEBLOWER PROTECTION
G.8.b
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EXHIBIT E
SUPPLEMENTAL TERMS AND CONDITIONS FOR CONTRACTS USING FEDERAL FUNDS
The Contractor agrees that both it and its subcontractors shall comply with section 1553 of the ARRA,
which prohibits all non-federal contractors, including the state, and all contractors of the state, from
discharging, demoting, or otherwise discriminating against an employee for disclosures by the employee
that the employee reasonably believes are evidence of:
13.1. Gross mismanagement of a contract relating to ARRA funds;
13.2. Gross waste of ARRA funds;
13.3. A substantial and specific danger to the public health or safety related to the implementation or
use of ARRA funds;
13.4. An abuse of authority related to implementation or use of ARRA funds; or
13.5. A violation of law, rule, or regulation related to an agency contract (including the competition
for or negotiation of a contractor) awarded or issued relating to ARRA funds.
The Contractor agrees that it and its subcontractors shall post notice of the rights and remedies available to
employees under section 1553 of Title XV of Division A of the ARRA.
14. FRAUD AND FALSE CLAIMS ACT
The Contractor acknowledges that the provisions of the Program Fraud Civil Remedies Act of 1986 (6
C.F.R. Part 13), as amended, 31 U.S.C. section 3801 et seq., and the U.S. DOT regulations Program Fraud
Civil Remedies (49 C.F.R. Part 31), apply to its actions pertaining to this Project. Upon execution of this
Agreement, the Contractor certifies or affirms the truthfulness and accuracy of any statement it has made,
it makes, it may make, or it causes to be made, pertaining to this Agreement or the FRA-assisted project
for which Work is being performed under this Agreement. In addition to other penalties that may be
applicable, the Contractor further acknowledges that if it makes, or causes to be made, a false, fictitious, or
fraudulent claim, statement, submission, or certification, the federal government reserves the right to
impose the penalties of the Program Fraud Civil Remedies Act of 1986 as cited above on the Contractor to
the extent the federal government deems appropriate.
The Contractor also acknowledges that if it makes, or causes to be made, a false, fictitious, or fraudulent
claim, statement, submission, or certification to the federal government under a contract connected with a
project that is financed in whole or in part with federal assistance originally awarded by the FRA, the federal
government reserves the right to impose the penalties of 18 U.S.C. section 1001 or any other applicable law
on the Contractor, to the extent the federal government deems appropriate.
The Contractor agrees that it shall promptly notify the Authority and shall refer to an appropriate federal
inspector general any credible evidence that a principal, employee, agent, subcontractor, or other person
has committed a false claim under the False Claims Act or has committed a criminal or civil violation of
laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct involving ARRA funds.
G.8.b
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EXHIBIT E
SUPPLEMENTAL TERMS AND CONDITIONS FOR CONTRACTS USING FEDERAL FUNDS
The Contractor will include the above paragraphs in each subcontract financed in whole or in part with
federal assistance provided by the FRA. It is further agreed that the paragraphs shall not be modified, except
to identify the subcontractor who will be subject to the provisions.
15. REPORTING REQUIREMENTS
The Contractor agrees, upon request by the Authority in writing, to provide the Authority with the following
information:
15.1. The total amount of funds received by the Contractor during the time period defined in the
Authority’s request;
15.2. The amount of funds actually expended or obligated during the time period requested;
15.3. A detailed list of all projects or activities for which funds were expended or obligated, including:
15.3.1. The name of the project or activity;
15.3.2. A description of the project activity;
15.3.3. An evaluation of the completion status of the project or activity; and
15.3.4. An estimate of the number of jobs created and/or retained by the project or activity.
15.4. For any contracts or subcontracts equal to or greater than $25,000:
15.4.1. The name of the entity receiving the contract;
15.4.2. The amount of the contract;
15.4.3. The transaction type;
15.4.4. The North American Industry Classification System (NAICS) code or Catalog of Federal
Domestic Assistance (CFDA) number, if known;
15.4.5. The location of the entity receiving the contract;
15.4.6. The primary location of the contract, including city, state, congressional district, and
county;
15.4.7. The Data Universal Numbering System (DUNS) number, or name and zip code for the
entity headquarters, if known;
15.4.8. A unique identifier of the entity receiving the contract and the parent entity of the
Contractor, should the entity be owned by another; and
G.8.b
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EXHIBIT E
SUPPLEMENTAL TERMS AND CONDITIONS FOR CONTRACTS USING FEDERAL FUNDS
15.4.9. The names and total compensation of the five most highly compensated officers of the
company if received:
15.4.9.1. 80% or more of its annual gross revenues in federal awards;
15.4.9.2. $25,000,000 or more in annual gross revenue from federal awards; and
15.4.9.3. If the public does not have access to information about the compensation of senior
executives through periodic reports filed under section 13, subdivision (a) or
section 15, subdivision (d) of the Securities Exchange Act of 1934, or section 6104
of Internal Revenue Code of 1986.
15.4.10. Any other information reasonably requested by the State of California or required by
state or federal law or regulation.
Standard data elements and federal instruction for use in complying with reporting requirements under
section 1512 of the ARRA are pending review by the federal government and were published in the
Federal Register on April 1, 2009 (74 Fed. Reg. 14824), and are to be provided online at
www.FederalRegister.gov. The additional requirements will be added to this Agreement by
amendment.
16. REPRINTS OF PUBLICATIONS
Whenever an employee of a Contractor-related entity writes an article regarding the Project, or otherwise
resulting from Work under this Agreement, that is published in a scientific, technical, or professional
journal or publication, the Contractor shall ensure that the Authority is sent two reprints of the publication,
clearly referenced with the appropriate identifying information.
An acknowledgment of FRA support and a disclaimer must appear in any publication, whether copyrighted
or not, based on or developed under the Agreement, in the following terms:
“This material is based upon work supported by the Federal Railroad Administration under
a grant/cooperative agreement FR-HSR-0009-10-01-05, dated December 5, 2012. Any
opinions, findings, and conclusions or recommendations expressed in this publication are
those of the author(s) and do not necessarily reflect the view of the Federal Railroad
Administration and/or U.S. DOT.”
17. LABOR PROVISIONS
49 U.S.C. 24405, subdivision (b) provides that any person conducting rail operations over rail infrastructure
constructed or improved in whole or in part with funds provided through this Agreement shall be considered
a “rail carrier,” as defined by 49 U.S.C. 10102, subdivision (5), for the purposes of Title 49, U.S.C., and
any other statue that adopts that definition or in which that definition applies, including the Railroad
Retirement Act of 1974 (45 U.S.C. § 231 et seq.), the Railway Labor Act (43 U.S.C. § 151 et seq.), and the
G.8.b
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EXHIBIT E
SUPPLEMENTAL TERMS AND CONDITIONS FOR CONTRACTS USING FEDERAL FUNDS
Railroad Unemployment Insurance Act (45 U.S.C. 351 et seq.). To the extent required by 49 U.S.C. 24405,
subdivision (b) and other laws referenced above, the Contractor shall reflect these provisions in its
agreements funded in whole or in part by this Agreement with entities operating rail services over such rail
infrastructure.
18. LABOR PROTECTIVE ARRANGEMENTS
The Contractor will comply with the applicable protective arrangements established under section 504 of
the Railroad Revitalization and Regulatory Reform Act of 1976 (4R Act), 45 U.S.C. 836. with respect to
employees affected by actions taken in connection with the Project. The Contractor will also include the
applicable protective arrangements established by the U.S. DOL under 45 U.S.C. 836 in its arrangements
with entities operating rail services over rail infrastructure constructed as part of this Agreement.
G.8.b
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ATTACHMENT 1 - RATES AND BUDGET DETAILS
Position and Title Labor Rate per
Hour
Overhead
Percentage
Fringe
Percentage
Consultants Labor Rate per
Hour
Overhead
Percentage
Fringe
Percentage
G.8.b
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ATTACHMENT 3
Purpose of Third-Party Contract:
Third-party agreements are executed by California High-Speed Rail Authority (Authority)
with various cities, counties, municipalities and other public agencies along a specific
project section alignment. These agreements are executed, so the entities have an
opportunity to address any concerns due to conflicts of High-Speed Rail proposed
alignment with their facilities and utilities. These conflict identifications are performed to
identify any impacts to or from the preferred alignment in the Record of Decision (ROD)
/ Notice of Determination (NOD) for a project section.
The Authority will provide Preliminary Engineering for Project Definition (PEPD)
documents and associated technical reports to the affected parties for review and
comment prior to the public comment period for the corresponding Draft EIR/EIS. Upon
review of the PEPD documents, the Third-Party Contractors are expected to report any
conflicts with their facilities and utilities and, as requested by the Authority, participate in
the Authority’s coordination meetings. Third-Party Contractors are expected to
collaborate with the Authority to resolve any conflicts and concerns to the extent that is
practicable.
The review of Environmental Documents (EIR/EIS) is not covered by the current
contract scope, as it is considered part of the responsible agency review during public
review period after release of the Draft EIR/EIS. Additional studies and additional
alignments that the cities/agencies may need and propose are not covered under the
terms of these contracts.
Roles and Responsibilities:
Contract Manager: Contract Manager is responsible for managing cost, scope and
schedule of the Contract
Project Manager and Task Leads: Project Manager is responsible for managing cost,
scope and schedule of the Project. Task Leads are responsible for managing the
DATE: October 22, 2020
FROM: Ravi Mathur, Contract Manager, California High Speed Rail Authority
SUBJECT: Third Party Contract Expectation Memo
G.8.c
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project’s deliverables and scope of their respective areas (Engineering, Environmental,
Outreach). Project Manager and Task Leads must consult with the Contract Manager
and identify the level of effort prior to engaging the Third-Party Contractor.
Third-Party Contractors: Third Party Contractors are responsible for review of
documents submitted by the Authority and identifying/reporting conflicts with their
facilities. Third-Party Contractors attend coordination meetings as requested by the
Authority in an effort to mitigate conflicts and concerns to the extent that is practicable.
Schedule and Response Time:
The Authority is responsible to submit the PEPD and associated documents to the
Third-Party Contractors as soon as these documents are available for review.
Third-Party Contractors are expected to review and provide written comments within 30
days of receipt of PEPD documents.
Invoice Submittal
For efficient processing of invoices, the Authority requests all Third-Party Contractors to
submit invoices within 90 days after completion of work unless required otherwise by
the contract. Third-Party Contractors are expected to send a quarterly email update to
the Authority’s Contract Manager if no work was performed.
Invoice Format
Please submit invoice in following format including all requirements as listed in EXHIBIT
B “BUDGET DETAIL AND PAYMENT PROVISIONS” Section 2. Compensation,
Invoicing and Payment.
• First Page of Invoice
o Include Agreement Number
o Contract Capacity
o Date prepared and the billing period for the invoice
o Invoice total dollar amount
o Funds Remaining
o Certification as per Exhibit B, Provision 2.D
• Summary of Charges
o Third-Party Labor Charges
▪ Provide details of all labor charges for Third-Party with the
individuals name, position, hours worked, hourly rates including
fringe, overhead and other direct costs (if applicable) and any notes
for supporting documents. All hourly rates should be the actual
rates (as per Contract Exhibit B Section 2.B).
▪ Provide Subtotal of all charges for the Third-Party.
G.8.c
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o Sub-consultant Charges (For multiple subconsultants, please indicate the
hours and rates separately)
▪ Provide details of all labor charges for the sub-consultant(s),
with the individuals name, position, hours worked, hourly
rates including fringe, overhead and other direct costs (if
applicable). All hourly rates should be the actual rates (as
per Contract Exhibit B Section 2.B) and any notes for
supporting documents.
▪ Provide Subtotal of all charges for the sub-consultant.
All Third-Party and Sub-Consultant staff and their rates are required to be as
indicated in Attachment 1 in the Agreement or approved by the Contract Manager
prior to invoice being submitted.
• Description of Services Performed (Only charges directly related to the
Contract Exhibit A, Scope of Work Section 2.B should be listed here)
o Task 1
▪ Describe what activities were performed under this task.
Breakdown activities performed by each Third-Party and
Sub-consultant’s staff.
o Task 2
▪ Describe what activities were performed under this task.
Breakdown activities performed by each Third-Party and
Sub-consultant’s staff.
o Task 3
▪ Describe what activities were performed under this task.
Breakdown activities performed by each Third-Party and
Sub-consultant’s staff.
• Attachment
o Third-Party Ledger supporting hours listed in the Summary.
o Subcontractor’s Invoice Attachment with actual time sheet.
o All Meeting Invitations from the Authority.
o Any backup documents necessary for invoice clarifications.
Contract Terms Clarification
• EXHIBIT A “SCOPE OF WORK”
o Provisions 2.B: Third-Party will only be reimbursed for its actual, direct and
necessary expenses in its performance of the task listed in Exhibit A,
Scope of work.
▪ The Authority does not expect Third-Party to do any analysis or
concept studies for resolution of any concerns or conflicts. This
contract only reimburses the Third-Party for the identification of
G.8.c
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conflicts and coordinate with the Authority to resolve those conflicts
and concerns.
o Provision 2.D: Third-Party or any subconsultants will not be reimbursed for
attending meetings, unless at the request of the Authority.
• EXHIBIT B “BUDGET DETAIL AND PAYMENT PROVISIONS”
o Provision 2.B: Work done prior to receipt of Limited Notice to Proceed
(LNTP) from the Authority's Contract Manager is not entitled to payment.
▪ Coordination activities required for resolution of comments made on
previous Authority submittals, issued prior to execution of the third-
party agreement and receipt of Limited Notice of Proceed are not
considered part of this contract and not entitled for the payment
under this contract.
o Provision 2.B: Contractor shall not be paid for claimed costs or expenses
not identified on the Attachment I -Rate and Budget Details. Also, as per
Provision 2.B of Exhibit A “Scope of Work” Contractor staff and attorney
time will be reimbursed at the hourly rates set forth in the Budget.
Subcontractor, vendors, and attorney time shall only be reimbursed if
included in the Budget.
▪ Before adding a position for the Third-Party staff or new
subcontractor personnel and allowing them to work on the contract,
it is vital to get approval from the Authority’s Contract Manager in
writing. Any changes in hourly rate from what is identified in
Attachment-I Rate and Budget Details also requires written
approval from the Authority’s Contract Manager. Positions can be
added, and rates can be modified as per Contract Provisions 2.G
and 2.H of the Exhibit B, but must be submitted for approval in
writing to the Authority CM.
G.8.c
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