The URL can be used to link to this page

01/12/2021CITY OF GRAND TERRACE CITY COUNCIL AGENDA ● JANUARY 12, 2021 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 January 12, 2021 is now open to the public. Please be advised that face masks are required, social distancing will be practiced, and occupancy limits will be enforced. Please note that Pursuant to Section 3 of Executive Order N-29-20, issued by Governor Newsom on March 17, 2020, the regular meeting of the City Council for January 12, 2021 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: 897 2391 7030 Password: 966500 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 January 12, 2021 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 Bill Hussey    Council Member Sylvia Robles    Council Member Doug Wilson    Council Member Jeff Allen    City Manager G. Harold Duffey    A. SPECIAL PRESENTATIONS City of Grand Terrace Traffic Statistics & Homeless Outreach Update presented by Lieutenant Bryan Lane, San Bernardino County Sheriff's Department 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 – 12/08/2020 DEPARTMENT: CITY CLERK 3. October 8, 2020 Parks & Recreation Advisory Committee Meeting Minutes RECOMMENDATION: Receive and file. DEPARTMENT: CITY CLERK Agenda Grand Terrace City Council January 12, 2021 City of Grand Terrace Page 3 4. Approval of the November 2020 Check Register in the Amount of $615,772.99 RECOMMENDATION: Approve the Check Register No. 11302020 in the amount of $615,772.99 as submitted, for the period ending November 30, 2020. DEPARTMENT: FINANCE 5. Grand Terrace/Mount Vernon Intersection Improvements Project, Accepting Such Project as Complete, and Directing Staff to File a Notice of Completion RECOMMENDATION: 1. Accept the Grand Terrace/Mount Vernon Intersection Improvements Project as complete. 2. Direct City staff to file/record a Notice of Completion for the Grand Terrace/Mount Vernon Intersection Improvements Project. DEPARTMENT: PUBLIC WORKS 6. Approval and Adoption of Plans, Specifications, and Working Details for the 2020-21 Road Maintenance and Rehabilitation Project and Request for Authority to Advertise and Solicit Bids Such Project RECOMMENDATION: 1. Approve and Adopt the Plans, Specifications, and Working Details for the 2020-21 Road Maintenance and Rehabilitation Project subject to approval by the City Engineer. 2. Authorize Staff to Advertise and Solicit Bids for the 2020-21 Road Maintenance and Rehabilitation Project Bid Package. DEPARTMENT: PUBLIC WORKS D. PUBLIC COMMENT This is the opportunity for members of the public to comment on any items not appearing on the regular agenda. Because of restrictions contained in California Law, the City Council may not discuss or act on any item not on the agenda but may briefly respond to statements made or ask a question for clarification. The Mayor may also request a brief response from staff to questions raised during public comment or may request a matter be agendized for a future meeting. E. PUBLIC HEARINGS - NONE Agenda Grand Terrace City Council January 12, 2021 City of Grand Terrace Page 4 F. UNFINISHED BUSINESS 7. Update on Barton Road Streetscape Master Plan & Request for Direction to Prepare Appropriate Contract Documents to Continue Services with KTUA for the Barton Road Streetscape Master Plan and Michigan Street Walkability Plan RECOMMENDATION: 1. Receive and File Barton Road Streetscape Master Plan Design Information as a Progress Update 2. If the City Council desires to continue with KTUA to complete services relating to the Barton Road Streetscape Master Plan and Michigan Street Walkability Plan, direct Staff to prepare the appropriate contract documents to continue such services with KTUA and to bring such documents back to the City Council for its approval at a future meeting. DEPARTMENT: PLANNING & DEVELOPMENT SERVICES G. NEW BUSINESS 8. Approval of an Agreement Between The City of Grand Terrace and Moran Janitorial Services, LLC for Facility Janitorial Services RECOMMENDATION: 1. Approve an Agreement Between the City of Grand Terrace and Moran Janitorial Services, LLC for Facility Janitorial Services in Substantially the Form as Attached for a term of 3 years with 2 extensions of 1 year each at a maximum total annual cost of $25,020; 2. Authorize the Mayor to Execute the Agreement subject to City Attorney approval as to form. DEPARTMENT: PUBLIC WORKS 9. Purchase and Installation of Park Shade Structures at Fitness Park though the BuyBoard National Purchasing Cooperative RECOMMENDATION: 1. Consider waiving the City’s competitive bidding procedures with respect to the purchase of shade structures from Superior Recreational Products through the BuyBoard National Cooperative; and 2. Adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, ELECTING TO JOIN THE BUYBOARD NATIONAL PURCHASING COOPERATIVE AND APPROVING THE RELATED INTERLOCAL PARTICIPATION AGREEMENT; and 3. Authorize the purchase of park shade structures from Superior Recreational Products by purchase order in an amount of $48,778.86 (which includes a 10% discount) for Grand Terrace Fitness Park; and 4. Authorize staff to advertise the Grand Terrace Fitness Park Shade Project. Agenda Grand Terrace City Council January 12, 2021 City of Grand Terrace Page 5 5. Adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, APPROVING AN EXPENDITURE OF BOND PROCEEDS FOR THE PURCHASE AND INSTALLATION OF PARK SHADE STRUCTURES AT THE GRAND TERRACE FITNESS PARK; and; 6. Appropriate $100,000 from the General Fund 2011 Bond Proceeds Balance to Account No. 10-955-800-109 for the purchase and installation of park shade structures at the Grand Terrace Fitness Park. DEPARTMENT: PUBLIC WORKS 10. Consideration of a Resolution Updating Permit Fees for Transportation and Encroachment Permits Issued Pursuant to Chapters 12.08 and 12.20 of the Municipal Code RECOMMENDATION: Adopt the following Resolution: “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, UPDATING THE FEES AND RATES FOR THE CITY’S HAULING PERMIT, TRANSPORTATION PERMIT, ENCROACHMENT PERMIT, AND MINOR ENCROACHMENT PERMIT, PURSUANT TO GRAND TERRACE MUNICIPAL CODE SECTIONS 4.48.020, 4.48.030, AND 4.52.010, 12.08.050, 12.08.060, 12.08.080, 12.08.260, 12.20.070, 12.20.180” DEPARTMENT: PUBLIC WORKS 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 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. Create Ad Hoc Committee for the Re-Location of Wild Burros Requested by: Mayor Pro Tem Bill Hussey Agenda Grand Terrace City Council January 12, 2021 City of Grand Terrace Page 6 I. CITY COUNCIL COMMUNICATIONS Council Member Jeff Allen Council Member Doug Wilson Council Member Sylvia Robles Mayor Pro Tem Bill Hussey Mayor Darcy McNaboe J. CITY MANAGER COMMUNICATIONS K. RECESS TO CLOSED SESSION CLOSED SESSION 1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS, pursuant to Government Code Section 54956.8 Property: 22582 City Center Court (APN: 0277-161-30) City negotiator: G. Harold Duffey, City Manager Negotiating parties: San Bernardino County Fire Department Under negotiation: Price and terms of payment 2. CONFERENCE WITH LABOR NEGOTIATORS, pursuant to Government Code Section 54957.6 Agency Designated Representatives: G. Harold Duffey, City Manager Adrian R. Guerra, City Attorney Colin Tanner, Deputy City Attorney Unrepresented Employees: City Manager, Assistant City Manager, City Clerk, Senior Civil Engineer, Director Planning & Development Services, Management Analyst, (Two Positions), Senior Accountant (Two Positions), Finance/Accounting Manager, Assistant Planner RECONVENE TO OPEN SESSION REPORT OUT OF CLOSED SESSION Agenda Grand Terrace City Council January 12, 2021 City of Grand Terrace Page 7 L. ADJOURN The Next Regular City Council Meeting will be held on Tuesday, January 26, 2021 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, CITY COUNCIL AS THE SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY AND HOUSING AUTHORITY MINUTES ● DECEMBER 8, 2020 Council Chambers Regular Meeting 6:00 PM Grand Terrace Civic Center ● 22795 Barton Road City of Grand Terrace Page 1 CALL TO ORDER Mayor Darcy McNaboe convened the Regular Meeting of the City Council, City Council as the Successor Agency to the Community Redevelopment Agency and Housing Authority at 6:00 p.m. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Lieutenant Bryan Lane of the San Bernardino County Sheriff’s Department. Attendee Name Title Status Arrived Darcy McNaboe Mayor Present Doug Wilson Mayor Pro Tem Present Sylvia Robles Council Member Present Bill Hussey Council Member Present Jeff Allen Council Member Present G. Harold Duffey City Manager Present Adrian Guerra City Attorney Present Debra Thomas City Clerk Present Steven Weiss Planning & Development Services Director Remote Craig Bradshaw Interim Public Works Director Remote Cynthia A. Fortune Assistant City Manager Remote A. ELECTION RESULTS 1. Declaration of Results for the November 3, 2020 Municipal Election Debra Thomas, City Clerk gave the presentation for this item. ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RECITING THE FACT OF THE CONSOLIDATED MUNICIPAL ELECTION HELD ON NOVEMBER 3, 2020, ACCEPTING THE OFFICIAL CANVASS AND OFFICIAL STATEMENT OF VOTES CAST FROM THE SAN BERNARDINO COUNTY REGISTRAR RECORDER/COUNTY CLERK, AND DECLARING THE RESULTS THEREOF C.2 Packet Pg. 8 Mi n u t e s A c c e p t a n c e : M i n u t e s o f D e c 8 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council, Successor Agency and Housing Authority December 8, 2020 City of Grand Terrace Page 2 RESULT: APPROVED [UNANIMOUS] MOVER: Sylvia Robles, Council Member SECONDER: Jeff Allen, Council Member AYES: McNaboe, Wilson, Robles, Hussey, Allen B. SPECIAL PRESENTATIONS - NONE C. INSTALLATION OF OFFICERS AND OATHS OF OFFICE Presentation of Oaths of Office and Certificates of Election to Elected Officials Incoming Remarks by Council Member Sylvia Robles, Council Member Bill Hussey, and Council Member Jeff Allen RECESS THE CITY COUNCIL MEETING Mayor Darcy McNaboe recessed the Regular Meeting of the City Council at 6:20 p.m. RECONVENE THE CITY COUNCIL MEETING Mayor Darcy McNaboe reconvened the Regular Meeting of the City Council at 6:30 p.m. D. REORDERING OF, ADDITIONS TO, OR REMOVAL OF ITEMS FROM THE AGENDA None. E. CONSENT CALENDAR 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 – 10/27/2020 APPROVE THE REGULAR MEETING MINUTES OF OCTOBER 27, 2020. 3. Approval of Minutes – Regular Meeting – 11/10/2020 APPROVE THE REGULAR MEETING MINUTES OF NOVEMBER 10, 2020. C.2 Packet Pg. 9 Mi n u t e s A c c e p t a n c e : M i n u t e s o f D e c 8 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council, Successor Agency and Housing Authority December 8, 2020 City of Grand Terrace Page 3 4. City Department Monthly Activity Report - October 2020 RECEIVE AND FILE. 5. Adoption of a Resolution Regarding the Preparing of the 2021 Local Appointments List and Posting of the Same ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, REGARDING THE PREPARATION OF THE 2021 LOCAL APPOINTMENTS LIST AND POSTING OF THE SAME 6. Approval of the October-2020 Check Register in the Amount of $192,886.42 APPROVE THE CHECK REGISTER NO. 10312020 IN THE AMOUNT OF $192,886.42 AS SUBMITTED, FOR THE PERIOD ENDING OCTOBER 31, 2020. 7. Treasurer's Report as of June 30, 2020 RECEIVE AND FILE THE TREASURER'S REPORT FOR THE PERIOD ENDING JUNE 30, 2020. 8. Approval of the Revised Annual Appropriation Limits for Fiscal Years 2019-2020 and 2020-2021 ADOPT THE FOLLOWING TWO RESOLUTIONS: (1) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, AMENDING RESOLUTION 2019-18 BY REVISING THE APPROPRIATIONS LIMIT FOR FISCAL YEAR 2019-20, INCLUDING THE ADOPTION OF THE PRICE FACTOR AND POPULATION CHANGE FACTOR FOR THE APPROPRIATIONS LIMIT CALCULATION (2) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, AMENDING RESOLUTION 2020-20 BY REVISING THE APPROPRIATIONS LIMIT FOR FISCAL YEAR 2020-21, INCLUDING THE ADOPTION OF THE PRICE FACTOR AND POPULATION CHANGE FACTOR FOR THE APPROPRIATIONS LIMIT CALCULATION 9. Community Benefit Fund Grand Award to Living-4-Giving Foundation in the Amount of $1,695 APPROVE THE COMMUNITY BENEFIT FUND GRANT APPLICATION FROM THE LIVING-4-GIVING FOUNDATION IN THE AMOUNT OF $1,695 TO SUPPORT THE GRAND TERRACE HIGH SCHOOL SENIORS CLASS OF 2021 BLUE MOUNTAIN HIKE. 10. Approval of a Comprehensive Employer-Employee Relations Resolution ADOPT RESOLUTION NO. ____ ENTITLED A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA ADOPTING A COMPREHENSIVE EMPLOYER-EMPLOYEE RELATIONS RESOLUTION PERTAINING TO COMMUNICATIONS AND LABOR RELATIONS BETWEEN THE CITY, ITS EMPLOYEES, AND ITS EMPLOYEE ORGANIZATIONS C.2 Packet Pg. 10 Mi n u t e s A c c e p t a n c e : M i n u t e s o f D e c 8 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council, Successor Agency and Housing Authority December 8, 2020 City of Grand Terrace Page 4 F. PUBLIC COMMENT The following residents wanted to thank the City Council for supporting the Grand Terrace High School seniors. Ms. Otis Ms. Odenbaugh Mario Sanchez Sarah Garcia G. PUBLIC HEARINGS - NONE H. UNFINISHED BUSINESS - NONE I. NEW BUSINESS 11. Selection of Mayor Pro Tempore Debra Thomas, City Clerk gave the presentation for this item. Council Member Robles nominated Council Member Bill Hussey to serve as Mayor Pro Tempore. SELECT A COUNCIL MEMBER TO SERVE AS MAYOR PRO TEMPORE FOR A TERM OF TWO YEARS UNTIL THE NEXT REGULAR ELECTION. RESULT: APPROVED [UNANIMOUS] MOVER: Sylvia Robles, Council Member SECONDER: Jeff Allen, Council Member AYES: McNaboe, Wilson, Robles, Hussey, Allen 12. Mayor's Appointments to Boards, Commissions, and Committees Debra Thomas, City Clerk gave the presentation for this item. Council Member Hussey stated that he no longer wants to serve on the San Bernardino County Gang & Drug Task Force as he believes the committee’s only focus appears to be on the City of San Bernardino and recommends that representation on the Board by the City of Grand Terrace be rescinded at this time. C.2 Packet Pg. 11 Mi n u t e s A c c e p t a n c e : M i n u t e s o f D e c 8 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council, Successor Agency and Housing Authority December 8, 2020 City of Grand Terrace Page 5 Mayor McNaboe directed the City Clerk to reach out to the San Bernardino County Gang & Drug Task Force and ask how it is that the City became representatives on the board, what the agency’s goals are and how can the City best support those goals. Review of representation of the City on this committee will return to the January 12, 2021 Regular Meeting of the City Council for discussion. MAYOR TO APPOINT REPRESENTATIVES TO THE VARIOUS BOARDS, COMMISSIONS, AND COMMITTEES FOR COUNCIL APPROVAL. RESULT: APPROVED [UNANIMOUS] MOVER: Sylvia Robles, Council Member SECONDER: Bill Hussey, Mayor Pro Tem AYES: McNaboe, Hussey, Robles, Wilson, Allen 13. Amendment of April 19, 2017 Memorandum of Understanding with Lewis Land Developers, LLC, and the City of Grand Terrace G. Harold Duffey, City Manager gave Part 1 of the PowerPoint presentation for this item. Adam Collier, Lewis Group Project Manager gave Part 2 of the PowerPoint presentation for this item. PUBLIC COMMENT Johan Gallo, Grand Terrace commented on Randall Lewis’ commitment to communities, his buildings, and his efforts to bring business into the community. He believes the project will pay dividends for the City and its residents. APPROVE AMENDMENT TO MEMORANDUM OF UNDERSTANDING WITH LEWIS LAND DEVELOPERS, LLC. AND AUTHORIZE THE MAYOR TO EXECUTE SUBJECT TO CITY ATTORNEY APPROVAL AS TO FORM RESULT: APPROVED [UNANIMOUS] MOVER: Jeff Allen, Council Member SECONDER: Doug Wilson, Council Member AYES: McNaboe, Hussey, Robles, Wilson, Allen J. REQUESTS FOR FUTURE AGENDA ITEMS BY CITY COUNCIL - NONE K. CITY COUNCIL COMMUNICATIONS Council Member Jeff Allen Council Member Jeff Allen – Nothing to Report. C.2 Packet Pg. 12 Mi n u t e s A c c e p t a n c e : M i n u t e s o f D e c 8 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council, Successor Agency and Housing Authority December 8, 2020 City of Grand Terrace Page 6 Council Member Doug Wilson Council Member Doug Wilson – Nothing to Report. Council Member Sylvia Robles Council Member Sylvia Robles – Nothing to Report. Mayor Pro Tem Bill Hussey Council Member Bill Hussey – Nothing to Report. Mayor Darcy McNaboe Mayor Darcy McNaboe – Nothing to Report. L. CITY MANAGER COMMUNICATIONS G. Harold Duffey, City Manager gave a PowerPoint presentation notifying the City Council that the park volunteers have been provided with a safety vest and flashlight to assist navigating closure of the City’s parks. M. RECESS TO CLOSED SESSION Mayor McNaboe recessed the Regular Meeting of the City Council at 7:30 p.m. CLOSED SESSION 1. PUBLIC EMPLOYEE PERFORMANCE EVALUATION, pursuant to Government Code Section 54957.6 Title: City Manager RECONVENE TO OPEN SESSION Mayor McNaboe reconvened the Regular Meeting of the City Council at 8:38 p.m. REPORT OUT OF CLOSED SESSION Mayor McNaboe announced there was no reportable action. C.2 Packet Pg. 13 Mi n u t e s A c c e p t a n c e : M i n u t e s o f D e c 8 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) Minutes Grand Terrace City Council, Successor Agency and Housing Authority December 8, 2020 City of Grand Terrace Page 7 N. ADJOURN Mayor McNaboe adjourned the Regular Meeting of the City Council at 8:40 p.m. The Next Regular meeting of the City Council will be held on Tuesday, January 12, 2021 at 6:00 p.m. _________________________________ Darcy McNaboe, Mayor of the City of Grand Terrace _________________________________ Debra L. Thomas, City Clerk of the City of Grand Terrace C.2 Packet Pg. 14 Mi n u t e s A c c e p t a n c e : M i n u t e s o f D e c 8 , 2 0 2 0 6 : 0 0 P M ( C o n s e n t C a l e n d a r ) AGENDA REPORT MEETING DATE: January 12, 2021 Council Item TITLE: October 8, 2020 Parks & Recreation Advisory Committee Meeting Minutes PRESENTED BY: Debra Thomas, City Clerk RECOMMENDATION: Receive and file. 2030 VISION STATEMENT: This staff report supports Goal #5, Engage in Proactive Communication. BACKGROUND: Beginning with the November 14, 2017 City Council meeting, the City Clerk was directed by the City Manager to provide Council with a copy of the Planning Commission, Historical & Cultural Activities Committee and Volunteer Emergency Operations Committee minutes to keep Council up-to-date on those Commission/Committee activities and on January 16, 2018, the City Manager requested that the Parks & Recreation Advisory minutes be included in the Committee/Commission Report. DISCUSSION: On November 19, 2020, the Parks & Recreation Advisory Committee held its Special Meeting and approved the October 8, 2020 Regular Meeting minutes. The minutes for this meeting are included as an attachment to this report. The Parks & Recreation Advisory Committee’s next Regular Meeting is scheduled for January 14, 2021. Planning Commission / Site and Architectural Review Board – None. Historical & Cultural Activities Committee – None. FISCAL IMPACT: None. ATTACHMENTS: • 10-08-2020 P&R Minutes (PDF) C.3 Packet Pg. 15 APPROVALS: Debra Thomas Completed 12/15/2020 12:03 PM City Attorney Completed 01/04/2021 12:22 PM Finance Completed 01/06/2021 10:09 AM City Manager Completed 01/06/2021 5:28 PM City Council Pending 01/12/2021 6:00 PM C.3 Packet Pg. 16 C.3.a Packet Pg. 17 At t a c h m e n t : 1 0 - 0 8 - 2 0 2 0 P & R M i n u t e s ( C o m m i t t e e a n d C o m m i s s i o n M i n u t e s ) C.3.a Packet Pg. 18 At t a c h m e n t : 1 0 - 0 8 - 2 0 2 0 P & R M i n u t e s ( C o m m i t t e e a n d C o m m i s s i o n M i n u t e s ) C.3.a Packet Pg. 19 At t a c h m e n t : 1 0 - 0 8 - 2 0 2 0 P & R M i n u t e s ( C o m m i t t e e a n d C o m m i s s i o n M i n u t e s ) AGENDA REPORT MEETING DATE: January 12, 2021 Council Item TITLE: Approval of the November 2020 Check Register in the Amount of $615,772.99 PRESENTED BY: Cynthia Fortune, Assistant City Manager RECOMMENDATION: Approve the Check Register No. 11302020 in the amount of $615,772.99 as submitted, for the period ending November 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 November 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 November 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 $615,772.99 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 November 2020. C.4 Packet Pg. 20 Payments larger than $10,000: Check No. Payee Description Amount 77684 ALESHIRE & WYNDER SEP-2020 LEGAL SERVICES $21,153.38 77697 SB COUNTY SHERIFF OCT-2020 LAW ENFORCMENT SERVICES $183,999.00 77731 ON SITE COMPUTING DEC-2020 IT SERVICES $5,434.00 COVID-19 iPADS for SENIOR CENTER $17,510.64 $22,944.64 77734 SO CAL EDISON CO OCT-2020 ENERGY USAGE $11,880.15 77740 TSR CONSTRUCTION & INSPECTION MT VERNON CORRIDOR INTERSECTION IMP $68,590.00 77751 RIVERSIDE HIGHLAND WATER CO JUL-2020 - SEP-2020 WATER USAGE $14,287.21 77758 ARROWHEAD CREDIT UNION OCT-2020 CREDIT CARD CHARGES $11,105.76 77766 SB COUNTY SHERIFF NOV-2020 LAW ENFORCEMENT SERVICES $183,999.00 TOTAL PAYMENTS LARGER THAN $10,000 $517,959.14 PAYROLL Payroll costs for the month: Pay Per. Period Start Period End Pay Date Amount Nov-20 10 From 10/17/2020 to 10/30/2020 11/5/2020 $46,047.35 11 From 10/31/2020 to 11/13/2020 11/19/2020 $49,074.81 $95,122.16 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 Nov-20 Check Register $615,772.99 Payroll $95,122.16 $710,895.15 C.4 Packet Pg. 21 ATTACHMENTS: • Check Register Account Index (PDF) • November-2020 Check Register (PDF) APPROVALS: Cynthia A. Fortune Completed 01/01/2021 3:42 PM Finance Completed 01/01/2021 3:43 PM City Attorney Completed 01/04/2021 12:31 PM City Manager Completed 01/06/2021 5:28 PM City Council Pending 01/12/2021 6:00 PM C.4 Packet Pg. 22 CITY OF GRAND TERRACE FY2020-21 GRAND TERRACE CIVIC CENTER 22795 BARTON ROAD GRAND TERRACE, CA 92313 CHECK REGISTER Account Index Darcy McNaboe, Mayor Doug Wilson, Mayor Pro Tem Sylvia Robles, Council Member Bill Hussey, Council Member Jeff Allen, Council Member The Grand Terrace City Council meets on the Second and Fourth Tuesday of each month at 6:00 pm. C.4.a Packet Pg. 23 At t a c h m e n t : C h e c k R e g i s t e r A c c o u n t I n d e x ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f 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.4.a Packet Pg. 24 At t a c h m e n t : C h e c k R e g i s t e r A c c o u n t I n d e x ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f CITY OF GRAND TERRACE FY2020-21 GRAND TERRACE CIVIC CENTER 22795 BARTON ROAD GRAND TERRACE, CA 92313 MONTHLY CHECK REGISTER For the Period Ending November 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.4.b Packet Pg. 25 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f Invoice # E 10-160-250-000-000 444.00 444.00 21,153.38 E 10-160-250-000-000 697.00 697.00 59188 SEP 2020 GENERAL LEGAL SERVICES - RETAINE 10/28/2020 E 10-160-250-100-000 1,325.85 1,325.85 59187 SEP 2020 GENERAL LEGAL SERVICES - RETAINE 10/28/2020 E 32-200-250-000-000 1,353.00 1,353.00 59184 SEP 2020 SPECIAL PROJECT SERVICES - NON RE 10/28/2020 E 10-160-250-000-000 1,658.03 1,658.03 59189 SEP 2020 LEGAL SERVICES - SUCCESSOR AGEN 10/28/2020 E 10-160-250-100-000 1,820.00 1,820.00 59185 SEP 2020 GENERAL LEGAL SERVICES - RETAINE 10/28/2020 E 10-160-250-000-000 1,886.00 1,886.00 59183 SEP 2020 LEGAL SERVICES 10/28/2020 E 10-160-250-000-000 2,485.00 2,485.00 59190 SEP 2020 GENERAL LEGAL SERVICES - RETAINE 10/28/2020 E 10-160-250-000-000 4,182.00 4,182.00 59182 SEP 2020 GENERAL LEGAL SERVICES - RETAINE 10/28/2020 E 10-160-250-000-000 5,302.50 5,302.50 59191 SEP 2020 GENERAL LEGAL SERVICES - RETAINE 10/28/2020 Inv. Date Amount Paid Check Total 77684 11/01/2020 ALESHIRE AND WYNDER LLP 59186 SEP 2020 GENERAL LEGAL SERVICES - RETAINE 10/28/2020 Check #Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 11/30/2020 C.4.b Packet Pg. 26 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 11/30/2020 E 10-185-255-000-000 477.59 477.59 477.59 E 10-190-235-000-000 1,340.55 1,340.55 1,340.55 77688 11/01/2020 COUNTY OF RIVERSIDE AN0000002076 SEPT20 ANIMAL SHELTERING SERVICES 10/21/2020 E 10-380-250-000-000 580.00 580.00 580.00 77687 11/01/2020 CENTURYLINK 161081789 OCT 2020 PHONE AND INTERNET SERVICES 10/17/2020 77686 11/01/2020 BENSON PRODUCTIONS 1562 OCT 2020 VIDEOGRAPHER SERVICES FOR CITY 10/29/2020 E 90-190-220-000-000 TRAFFIC SAFETY SUPPLIE 342.56 E 90-450-245-000-000 HAND WASHING STATIONS 1,175.00 5,012.53 5,012.53 E 90-125-210-000-000 EMPL PROTECTIVE EQUIP 91.74 E 90-140-220-000-000 DRIVE UP MOVIE NIGHTS 849.91 E 90-175-220-000-000 EMPL PROTECTIVE EQUIP 17.20 E 10-450-245-000-000 PARK SUPPLIES 126.27 E 10-805-245-000-000 FLAG FOR SR CTR 89.18 E 90-120-220-000-000 TRAFFIC SAFETY SUPPLIE 31.03 E 10-185-272-000-000 VEHICLE TIRES 261.84 E 10-190-250-000-000 CITY DOMAIN ANN REGIS 400.00 E 10-195-245-000-000 MTRLS & SUPPLIES 43.50 E 10-175-210-000-000 MTRLS & SUPPLIES 150.69 E 10-175-272-000-000 VEHICLE TIRES 537.15 E 10-185-268-000-000 ENF OFFR ANN CONF 250.00 E 10-120-210-000-000 SB SUN SUBSCRIPTION 10.00 E 10-120-220-000-000 PORTABLE RESTROOMS 601.46 E 10-125-270-000-000 CLKS ASSN WORKSHOP 35.00 77685 11/01/2020 ARROWHEAD CREDIT UNION SEP 2020 VISA VISA CHARGES SEP - OCT 2020 10/02/2020 C.4.b Packet Pg. 27 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 11/30/2020 E 10-370-250-000-000 2,102.50 2,102.50 2,102.50 E 90-120-250-302-000 3,000.00 3,000.00 3,000.00 77693 11/01/2020 MICHAEL BAKER INTERNATIONAL 1096515B SEPT20 ON-CALL PLANNING AND ENVIRONMENT 10/06/2020 E 10-450-245-000-000 42.54 42.54 290.68 77692 11/01/2020 GOKSTAD GROUP LP GT-SAP-2020-01 COVID-19 GRANT - LEASE/ RENT AID-GT PROFES 10/26/2020 E 10-450-245-000-000 119.14 119.14 92183570 TREE STAKES 10/27/2020 E 10-450-245-000-000 98.82 E 90-450-245-000-000 30.18 129.00 92183483 TREE STAKES, BAR OIL, ENGINE OIL 10/27/2020 E 10-450-246-000-000 1,025.95 1,025.95 1,025.95 77691 11/01/2020 FRUIT GROWERS SUPPLY 92182915 12 AND 20 CHAIN, TRASH BAGS, AND HAND SOAP 10/23/2020 E 26-601-255-000-000 80.00 4,245.00 4,245.00 77690 11/01/2020 FIRST LINEAGE SITE SVCS 2020-F0284 ROUTINE SKIP LOADER SERVICING 10/19/2020 E 10-195-255-000-000 200.00 E 10-450-255-000-000 3,815.00 E 26-600-255-000-000 150.00 77689 11/01/2020 EZ SUNNYDAY LANDSCAPE 20673 SEPT20 PARKS AND PARKWAY MAINTENANCE 10/20/2020 C.4.b Packet Pg. 28 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 11/30/2020 107234195001 E 90-120-250-302-000 2,775.00 2,775.00 2,775.00 E 10-140-210-000-000 17.00 17.00 1,120.41 77695 11/01/2020 PARK CENTER GRAND TERRACE GT-SAP-2020-01 COVID-19 GRANT - LEASE/ RENT AID- CUSTOM W 10/26/2020 E 10-190-210-000-000 19.19 19.19 107349818001 MONTHLY PLANNER 07/15/2020 E 10-370-210-000-000 28.00 28.00 117119478002 KCUP COFFEE 10/16/2020 E 10-185-210-000-000 10.30 E 10-190-210-000-000 37.70 53.45 132379478001 8 X 11 PLANNER 10/20/2020 92.93 131168604001 SEALING TAPE, GEL PENS, COPY PAPER 10/19/2020 E 10-172-210-000-000 5.45 129.29 131814222001 STORAGE BOXES 10/21/2020 E 10-172-210-000-000 92.93 209.78 131168522001 POWERSHOT DIGITAL CAMERA 10/20/2020 E 10-185-210-000-000 129.29 E 10-190-210-000-000 570.77 570.77 FOLDERS, MOUSE PAD, MARKERS, BATTERIES, C 07/15/2020 E 10-190-210-000-000 209.78 77694 11/01/2020 OFFICE DEPOT 107899376001 KITCHEN SUPPLIES, INK/TONER, COPY PAPER 07/16/2020 C.4.b Packet Pg. 29 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 11/30/2020 E 90-120-220-000-000 3,982.00 3,982.00 3,982.00 E 10-805-238-000-000 83.91 83.91 307.76 77700 11/07/2020 SAN BERNARDINO COUNTY 1105 COVID-19 TEMPERATURE KIOSKS~11/06/2020 E 10-190-238-000-000 108.87 108.87 0153825102320 SR CENTER INTERNET - HSD3- OCT-NOV 10/23/2020 E 10-190-238-000-000 114.98 114.98 0197046101620 CITY HALL CABLE - CITY HALL - OCT-NOV 10/16/2020 E 10-190-238-000-000 78.00 78.00 78.00 77699 11/01/2020 TIME WARNER CABLE 0228510102520 CITY HALL CABLE - CITY HALL - OCT-NOV 10/25/2020 183,999.00 183,999.00 77698 11/01/2020 SPARKLETTS 16179154 102420 OCT 2020 WATER FILTRATION SYSTEM RENTAL 10/24/2020 E 10-410-255-000-000 5,658.30 E 10-410-256-000-000 170,057.41 E 14-411-256-000-000 8,283.29 E 10-110-142-000-000 144.60 144.60 144.60 77697 11/01/2020 SB COUNTY SHERIFF 20050 OCT MONTHLY LAW ENFORCEMENT SERVICES 10/22/2020 77696 11/01/2020 SYLVIA ROBLES OCT-2020-SR OCT-2020-SR MEDICARE REIMB 10/20/2020 C.4.b Packet Pg. 30 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 11/30/2020 E 10-450-246-000-000 568.00 568.00 568.00 E 10-370-230-000-000 257.69 257.69 257.69 77706 11/07/2020 FIREMASTER 0000778429 102720 FIRE EXTINGUISHER SERVICES 10/27/2020 B 10-022-71-00 87.03 87.03 87.03 77705 11/07/2020 FASTSIGNS SAN BERNARDINO INV-19105 NEIGHBORHOOD WATCH SIGN REPLACEMENT 10/20/2020 E 16-900-220-000-000 207.33 207.33 207.33 77704 11/07/2020 EYEMED FIDELITY SECURITY LIFE 164539841 NOV EMPLOYEE PAID VISION INSURANCE 11/03/2020 E 16-900-254-000-000 5,101.24 5,101.24 5,101.24 77703 11/07/2020 DUNN EDWARDS CORP 2018409636 RED PAINT FOR CURB ON LA PAIX 10/19/2020 E 90-120-250-302-000 3,000.00 3,000.00 6,000.00 77702 11/07/2020 CLEAN STREET 98500 OCT20 STREET SWEEPING SERVICES 10/31/2020 E 90-120-250-302-000 3,000.00 3,000.00 GT-SAP-2020-01 COVID-19 LEASE/RENT AID- BRAIDS BY LAURA 11/03/2020 77701 11/07/2020 BARRY LEE O CONNER ASSO GT-SAP-2020-01 COVID-19 GRANT - LEASE/RENT AID- SALON MON 10/29/2020 C.4.b Packet Pg. 31 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 11/30/2020 E 90-120-250-302-000 2,700.00 2,700.00 2,700.00 E 10-140-255-000-000 253.51 253.51 253.51 77712 11/07/2020 PIZZA PLUS PROPERTIES INC GT-SAP-2020-01 COVID-19 LEASE/RENT AID- SWEET EXPRESSION 10/26/2020 E 90-120-250-302-000 5,400.00 5,400.00 5,400.00 77711 11/07/2020 PAY PLUS SOLUTIONS INC 23753 FY2020-21 E-TOOLS PAY PLUS SUBSCRIPTION 08/01/2020 E 74-175-250-020-000 797.13 797.13 1,724.40 77710 11/07/2020 PARK CENTER GRAND TERRACE GT-SAP-2020-01 COVID-19 GRANT - LEASE/RENT AID~11/04/2020 E 10-625-220-000-000 927.27 927.27 HSIP-21-2 SEP 2020 MT VERNON GUARD RAIL PROJ 10/16/2020 E 74-175-250-010-000 13.00 13.00 13.00 77709 11/07/2020 LYNN MERRILL 21-1 NPDES SERVICES 10/13/2020 E 10-450-245-000-000 88.50 88.50 313.50 77708 11/07/2020 HR GREEN PACIFIC INC 139000 OCT20 MT VERNON CORRIDOR INTERSECTION 10/30/2020 E 10-450-245-000-000 225.00 225.00 435300 SEPT20 RICHARD ROLLINS PARK 10/23/2020 77707 11/07/2020 GOPHER PATROL 436240 SEPT20 DOG PARK 10/22/2020 C.4.b Packet Pg. 32 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 11/30/2020 E 16-900-220-000-000 36.26 36.26 79.26 E 16-900-220-000-000 43.00 43.00 dsb20195921 CA STATE FEE REGULATORY COST UNDERGROU 11/01/2020 E 16-900-229-000-000 81.57 81.57 81.57 77719 11/07/2020 UNDERGROUND SERVICE ALERT 1020200300 MONTHLY DATABASE MAINTENANCE FEE 11/01/2020 E 10-450-255-000-000 7.79 7.79 7.79 77718 11/07/2020 TRAFFIC MANAGEMENT INC 673723 3 ALUMINUM SIGNS 10/26/2020 E 10-450-245-000-000 341.52 341.52 341.52 77717 11/07/2020 SO CAL LOCKSMITH 48292 KEY FOR EOC DOOR 10/29/2020 E 90-120-250-302-000 3,000.00 3,000.00 3,000.00 77716 11/07/2020 SITEONE LANDSCAPE SUPPLY 104621073-001 SOLENOID ACTUATOR, STREET ELBOW MARLEX 11/03/2020 E 10-190-265-000-000 153.22 153.22 153.22 77715 11/07/2020 HOMAYUON SHAMOLIAN GT-SAP-2020-01 COVID-19 LEASE/RENT AID- GRAND TERRACE DE 11/02/2020 77714 11/07/2020 SB COUNTY TREASURER 1800000526 ADDITIONAL LAFCO APPORTIONMENT FEE 10/15/2020 E 10-190-238-000-000 14.44 E 10-805-238-000-000 2,155.97 2,170.41 2,170.41 77713 11/07/2020 RIVERSIDE HIGHLAND WATER CO 0524101 07/28/2020 - 09/28/2020 ASSESSMENT 10/13/2020 C.4.b Packet Pg. 33 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 11/30/2020 E 10-175-220-000-000 118.83 118.83 118.83 E 10-125-230-000-000 97.38 97.38 1,215.82 77725 11/14/2020 COMPUTERIZED EMBROIDERY CO I 43431 PW REPLACEMENT SHIRTS FOR A.CAPIZ AND R.11/06/2020 E 90-125-230-000-000 1,118.44 1,118.44 33167 ORDINANCE NO. 333 - 1ST READING 10/30/2020 E 10-380-250-000-000 1,450.00 1,450.00 1,450.00 77724 11/14/2020 CITY NEWSPAPER GROUP 33120 COVID-19 SMALL BUSINESS GRANT ADVERTISING 10/22/2020 E 90-120-250-302-000 3,000.00 3,000.00 3,000.00 77723 11/14/2020 BENSON PRODUCTIONS 1561 FILMING CITY COUNCIL/PLANNING COMMISSION 09/24/2020 E 10-808-235-000-000 379.19 2,165.69 2,165.69 77722 11/14/2020 BARTON ROAD PLAZA LLC GT-SAP-2020-01 COVID-19 GRANT LEASE/RENT AID UNIQUE HAIR 11/09/2020 E 10-190-235-000-000 1,137.14 E 10-450-235-000-000 228.64 E 10-805-235-000-000 420.72 E 10-190-235-000-000 190.05 190.05 190.05 77721 11/14/2020 AT AND T NOV 2020 AT&T NOV 2020 AT&T 11/01/2020 77720 11/07/2020 VERIZON WIRELESS 9865634591 ALPR CARD LINE CHARGES SEP-OCT20 10/23/2020 C.4.b Packet Pg. 34 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 11/30/2020 E 10-380-250-000-000 5,434.00 5,434.00 22,944.64 E 91-120-250-311-000 17,510.64 17,510.64 54001426 DEC 2020 IT SERVICES 11/01/2020 77731 11/14/2020 ON SITE COMPUTING 53009175 IPADS FOR THE SENIOR CENTER 11/13/2020 E 10-172-210-000-000 12.28 E 10-190-210-000-000 548.93 561.21 561.21 E 10-370-250-000-000 141.25 141.25 141.25 77730 11/14/2020 OFFICE DEPOT 132122676001 TISSUE, PAPER TOWELS, LINERS, AND PENS 10/26/2020 77729 11/14/2020 MOORE IACOFANO GOLTSMAN INC 0066130 AUG20 ON CALL CASE PLANNER SERVICES 09/22/2020 E 10-450-245-000-000 3.06 E 90-450-245-000-000 46.93 49.99 49.99 E 10-125-220-000-000 140.00 140.00 140.00 77728 11/14/2020 FRUIT GROWERS SUPPLY 92185033 HAND SOAP, LATEX GLOVES, AND DETAIL BRUSH 11/03/2020 E 10-450-255-000-000 650.00 650.00 650.00 77727 11/14/2020 FOX OCCUPATIONAL MEDICAL CTR 122517 PRE-EMPL PHYSICAL: C CLAYTON & B ANGULO 11/03/2020 77726 11/14/2020 EZ SUNNYDAY LANDSCAPE 20785 GENERAL WEED ABATEMENT ON TAYLOR ST 11/09/2020 C.4.b Packet Pg. 35 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 11/30/2020 E 10-450-255-000-000 120.55 120.55 120.55 77736 11/14/2020 SO CAL LOCKSMITH 48338 490 LOCKS FOR PICO PARK 11/04/2020 E 10-190-238-000-000 142.23 E 10-805-238-000-000 68.17 210.40 210.40 5,566.58 11,880.15 77735 11/14/2020 SO CA GAS COMPANY OCT 2020 GAS OCT 2020 GAS SERVICES 11/02/2020 6,313.57 OCT 202 EDISON OCT 2020 ENERGY USAGE 11/06/2020 E 16-510-238-000-000 5,566.58 E 10-450-238-000-000 1,186.68 E 16-510-238-000-000 467.80 E 26-604-238-000-000 52.72 E 10-172-238-000-000 127.11 E 10-175-238-000-000 127.11 E 10-190-238-000-000 4,352.15 E 10-450-245-000-000 41.52 41.52 41.52 77734 11/14/2020 SO CA EDISON COMPANY OCT 2020 EDISO OCT 2020 ENERGY USAGE 11/01/2020 E 90-120-220-000-000 3,982.00 3,982.00 3,982.00 77733 11/14/2020 SITEONE LANDSCAPE SUPPLY 104621073-002 LEMA SOLENOID PASLTIC ADAPTER 11/04/2020 77732 11/14/2020 SAN BERNARDINO COUNTY 1105B COVID-19 TEMPERATURE KIOSKS (4)11/06/2020 C.4.b Packet Pg. 36 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 11/30/2020 E 10-172-250-100-000 1,134.00 1,134.00 1,134.00 77742 11/14/2020 WILLDAN 00416262 22172 BARTON PLAN CHECK/ INSPECTION SVCS 10/28/2020 E 10-175-240-000-000 679.12 E 10-185-235-000-000 161.26 840.38 840.38 E 74-175-250-010-000 68,590.00 68,590.00 68,590.00 77741 11/14/2020 VERIZON WIRELESS 9866006672 OCT-NOV 2020 MONTHLY PHONE CHARGES 11/01/2020 E 16-900-229-000-000 8.97 8.97 231.83 77740 11/14/2020 TSR CONSTRUCTION AND INSPECT #2/PARTIAL MT VERNON AVE CORRIDOR INTERSECTION IMP 07/24/2020 E 16-900-229-000-000 222.86 222.86 675577 2.5" X 18" SLEEVE 10/30/2020 E 10-175-250-000-000 1,200.00 1,200.00 1,200.00 77739 11/14/2020 TRAFFIC MANAGEMENT INC 675559 ALUMINUM CUSTOM SIGN, NO PARKING SIGN, YE 10/30/2020 77738 11/14/2020 SUPERIOR INTERNATIONAL IND QUO0208449 PROVIDE SHADE STRUCTURE DESIGN 09/01/2020 E 10-190-238-000-000 76.12 E 10-805-238-000-000 43.15 119.27 119.27 77737 11/14/2020 SPARKLETTS 9637116 110120 OCT 2020 BOTTLED WATER SERVICES - CITY HA 11/01/2020 C.4.b Packet Pg. 37 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 11/30/2020 E 10-140-250-000-000 2,217.38 2,217.38 2,217.38 E 10-450-245-000-000 400.00 400.00 400.00 77749 11/21/2020 HDL COREN CONE SIN004393 OCT-DEC 2020 PROPERTY TAX SERVICES 10/31/2020 E 10-450-245-000-000 18.59 18.59 18.59 77748 11/21/2020 GOPHER PATROL 440477 OCT20 PICO PARK GOPHER CONTROL SERVICES 11/06/2020 E 10-175-272-000-000 61.88 61.88 61.88 77747 11/21/2020 FRUIT GROWERS SUPPLY 92185357 THREADED CAP PVC 11/04/2020 E 10-140-250-000-000 164.76 164.76 164.76 77746 11/21/2020 FRITTS FORD FLEET CENTER c58690 VEHICLE MAINTENANCE FOR FORD F250 11/16/2020 E 10-805-245-000-000 448.00 448.00 448.00 77745 11/21/2020 AVENU MUNISERVICES INV06-010170 BUSINESS LICENSE RENEWAL SEPT 2020 10/05/2020 E 10-190-212-000-000 322.19 322.19 720.34 77744 11/21/2020 ADT COMMERCIAL LLC 136691643 SR CTR SECURITY MONITORING REPAIR 10/09/2020 E 10-190-212-000-000 398.15 398.15 011808968 SEP- OCT WORKCENTER 5955 COPIER EXPENSE 11/01/2020 77743 11/14/2020 XEROX CORPORATION 011808969 SEP- OCT W7970 COPIER EXPENSE 11/01/2020 C.4.b Packet Pg. 38 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 11/30/2020 E 10-190-251-000-000 1,210.00 1,210.00 1,210.00 E 10-805-238-000-000 278.22 278.22 278.22 77755 11/21/2020 US BANK TRUST NATL ASSOC 5883241 CUSTODIAN FEES FOR CUSTODY ACCT #7906340 09/25/2020 E 16-510-255-000-000 563.85 563.85 563.85 77754 11/21/2020 TIME WARNER CABLE 0007245110720 SR CTR CABLE INTERNET BLDG3 - NOV-DEC 11/07/2020 E 10-450-245-000-000 56.60 56.60 56.60 77753 11/21/2020 ST FRANCIS ELECTRIC 17103386 OCT20 SIGNAL LIGHT MAINTENANCE 10/31/2020 E 32-600-301-000-000 14.44 14,287.21 14,287.21 77752 11/21/2020 SITEONE LANDSCAPE SUPPLY 104694377-001 HUNTER SPRAY ADAPTER, HUNTER BUBBLER, K 11/05/2020 E 10-805-238-000-000 763.48 E 26-600-239-000-000 399.16 E 26-601-239-000-000 324.46 E 10-175-238-000-000 630.10 E 10-190-238-000-000 1,456.70 E 10-450-238-000-000 10,698.87 E 10-140-210-000-000 51.28 51.28 142.82 77751 11/21/2020 RIVERSIDE HIGHLAND WATER CO JULY-SEPT RHW 07/28/20-09/28/20 RIVERSIDE HIGHLAND 09/28/2020 E 10-140-210-000-000 91.54 91.54 135487047001 CALCULATOR FOR FINANCE DEPARTMENT 11/10/2020 77750 11/21/2020 OFFICE DEPOT 135488025001 (4) LOGITECH WIRELESS COMBO 11/11/2020 C.4.b Packet Pg. 39 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 11/30/2020 11,105.16 11,105.16 E 91-120-220-000-000 EMPL PROTECTIVE EQUIP 164.62 E 91-125-220-000-000 PERSONAL PROTECTIVE E 178.54 E 91-450-245-000-000 HAND WASHING STATIONS 1,189.95 E 10-370-265-000-000 PLUMB ASSN MEMBERSHI 788.00 E 10-450-245-000-000 PARK SUPPLIES 153.06 E 16-900-257-000-000 TRAFFIC SFTY SIGNAGE 436.65 E 10-185-218-000-000 EMPL WORKSHIRTS 53.88 E 10-185-272-000-000 VEHICLE SUPPLIES 575.28 E 10-190-272-000-000 FIRE STATION MAINTENAN 330.00 E 10-175-218-000-000 MTRLS & SUPPLIES 115.96 E 10-175-235-000-000 APPLE PHONE STORAGE 0.99 E 10-175-272-000-000 VEHICLE MAINTENANCE 2,579.98 E 10-125-210-000-000 OFFICE SUPPLIES 100.78 E 10-140-210-000-000 OFFICE SUPPLIES 210.67 E 10-140-220-000-000 CONTINUING EDUCATION 3,517.92 E 10-110-210-000-000 OFFICE SUPPLIES 19.35 E 10-120-210-000-000 OFFICE SUPPLIES 48.13 E 10-120-220-000-000 EMPL PROTECTIVE EQUIP 641.40 E 10-195-247-000-000 398.00 398.00 398.00 77758 11/25/2020 ARROWHEAD CREDIT UNION OCT 2020 VISA VISA CHARGES FOR OCT-NOV 2020 11/02/2020 E 10-172-250-100-000 2,798.75 2,798.75 2,798.75 77757 11/25/2020 ADT COMMERCIAL LLC 137217559 CITY HALL SECURITY MONITORING REPAIR 11/13/2020 77756 11/21/2020 WILLDAN 002-23477 OCT20 PLAN CHECK/ INSPECTION SVCS -PW & B 11/04/2020 C.4.b Packet Pg. 40 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 11/30/2020 E 10-110-142-000-000 269.42 269.42 269.42 E 10-450-245-000-000 20.57 20.57 1,244.80 77760 11/25/2020 WILLIAM HUSSEY NOV-2020-BH HL NOV-2020-BH HLTH REIMB 11/01/2020 E 10-450-245-000-000 29.91 29.91 4272661 PARKS SUPPLIES 08/11/2020 E 10-195-245-000-000 43.20 E 10-450-245-000-000 21.58 64.78 4361917 PARKS SUPPLIES 08/21/2020 E 10-195-245-000-000 64.58 E 10-450-245-000-000 85.06 149.64 7533893 TABLE & NITRILE DIPPED GLOVES 07/29/2020 E 10-195-245-000-000 107.90 E 10-450-245-000-000 73.08 180.98 6273077 & 41924 CITY HALL & PARKS SUPPLIES 08/19/2020 E 10-450-245-000-000 284.10 284.10 7624952 LIGHTS FOR CITY HALL & PARKS SUPPLIES 07/29/2020 E 91-195-220-000-000 17.25 E 91-450-245-000-000 172.35 514.82 270014 PARKS SUPPLIES 09/24/2020 E 10-185-272-000-000 35.51 E 10-195-245-000-000 140.63 E 10-450-245-000-000 149.08 77759 11/25/2020 HOME DEPOT CREDIT SERVICE 6514983, 827132 CITY HALL, PARKS & COVID SUPPLIES 10/08/2020 C.4.b Packet Pg. 41 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 11/30/2020 E 10-110-142-000-000 144.60 144.60 144.60 E 10-805-210-000-000 20.00 347.31 847.31 77764 11/25/2020 SYLVIA ROBLES NOV-2020-SR ME NOV-2020-SR MEDICARE REIMB 11/20/2020 R 10-200-05 40.00 R 10-450-01 50.00 E 10-450-245-000-000 39.96 E 10-175-245-000-000 39.96 E 10-185-272-000-000 66.00 E 10-190-224-000-000 26.00 E 10-110-220-000-000 20.00 E 10-110-270-000-000 40.00 E 10-120-220-000-000 5.39 B 10-010-01-00 500.00 500.00 11232020 PC REPLENISH PETTY CACH JAN-APR 2020 11/23/2020 E 10-140-255-000-000 253.51 253.51 760.53 77763 11/25/2020 PETTY CASH 11232020 ADDITIONAL PETTY CASH FOR FUND 10 11/23/2020 E 10-140-255-000-000 253.51 253.51 24328 CALPERS MONTHLY CHARGES - NOV 11/01/2020 E 10-140-255-000-000 253.51 253.51 24143 CALPERS MONTHLY CHARGES - OCT 10/01/2020 E 10-110-142-000-000 612.86 612.86 612.86 77762 11/25/2020 PAY PLUS SOLUTIONS INC 23952 CALPERS MONTHLY CHARGES - SEP 09/01/2020 77761 11/25/2020 DARCY MCNABOE 203180011090 DEC-2020 DM HEALTH REIMBURSMENT 11/24/2020 C.4.b Packet Pg. 42 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f Invoice #Inv. Date Amount Paid Check TotalCheck #Date Vendor Invoice Description Check Register CITY OF GRAND TERRACE As of 11/30/2020 Cynthia A. Fortune, Assistant City Manager City of Grand Terrace IN ACCORDANCE WITH CALIFORNIA GOVERNMENT CODE SECTION 37202, I HEREBY CERTIFY THAT, TO THE BEST OF MY KNOWLEDGE, THE AFORE LISTED CHECKS FOR PAYMENT OF CITY LIABILITIES HAVE BEEN AUDITED BY ME AND ARE ACCURATE, NECESSARY AND APPROPRIATE EXPENDITURES FOR THE OPERATION OF THE CITY. I FURTHER CERTIFY, TO THE BEST OF MY KNOWLEDGE, THAT THE CITY HAS AVAILABLE FUNDS FOR PAYMENT THEREOF. 1,540.91 1,540.91 Total Checks:615,772.99 E 10-175-272-000-000 1,011.74 E 10-185-272-000-000 231.43 E 65-425-272-000-000 297.74 E 91-120-250-000-000 9,804.00 9,804.00 9,804.00 68457208 11/30/2020 WEX BANK 68457208 OCT-NOV20 VEHICLE FULE CHEVRON 11/06/2020 183,999.00 183,999.00 77767 11/25/2020 VITAL MEDICAL SERVICES LLC 3073 NOVEMBER COVID TESTING FOR STAFF 11/24/2020 E 10-410-255-000-000 5,658.30 E 10-410-256-000-000 170,057.41 E 14-411-256-000-000 8,283.29 E 10-125-221-000-000 606.00 606.00 606.00 77766 11/25/2020 SB COUNTY SHERIFF 20108 MONTHLY LAW ENFORCEMENT SERVICES - NOV 11/13/2020 77765 11/25/2020 SB COUNTY REGISTRAR OF VOTER 2979 ELECTION SERVICES - NOVEMBER 2020 11/20/2020 C.4.b Packet Pg. 43 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f This page left intentionally blank. C.4.b Packet Pg. 44 At t a c h m e n t : N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r ( N o v e m b e r - 2 0 2 0 C h e c k R e g i s t e r i n t h e A m o u n t o f AGENDA REPORT MEETING DATE: January 12, 2021 Council Item TITLE: Grand Terrace/Mount Vernon Intersection Improvements Project, Accepting Such Project as Complete, and Directing Staff to File a Notice of Completion PRESENTED BY: Craig Bradshaw, Interim Public Works Director RECOMMENDATION: 1. Accept the Grand Terrace/Mount Vernon Intersection Improvements Project as complete. 2. Direct City staff to file/record a Notice of Completion for the Grand Terrace/Mount Vernon Intersection Improvements Project. 2030 VISION STATEMENT: This staff report supports the following City Council Goals: Goal #2 "Maintain Public Safety" by investing in critical improvements to public infrastructure. BACKGROUND: On April 28, 2020, the City Council awarded a contract to TSR Construction and Inspection to construct safety upgrades at five intersections on Mt. Vernon Blvd. in the amount of $268,350 with a contingency that is the lesser of 10% of the total contract sum or $25,000 (“Project”). The scope of work includes installation of five curb ramps, sidewalk, crosswalks, signs, and five solar powered streetlights. The project is funded by a Highway Safety Improvement Program (HSIP) federal grant. The initial grant amount was $398,300. HSIP funds are eligible for work on any public road or publicly owned bicycle or pedestrian pathway or trail, or on tribal lands for general use of tribal members, that corrects or improves the safety for its users. Grant monies cover design, construction engineering, and construction costs. On September 22, 2020, the City Council authorized change orders in the amount of $107,858.23 utilizing the full remaining grant funds on the project. The additional work added additional safety measures, improved the damaged asphalt and utilized thermoplastic striping to enhance the long-term visibility of crosswalks to drivers. The project construction has been completed and within the approved budget. Contractor paperwork was approved on December 22, 2020. DISCUSSION: With the completion of this important grant funded safety project, it is recommended that the City Council accept the Project as complete and direct City staff to file a Notice of Completion (NOC). The 5% retention will be released to the contractor 30-days following the recordation of the NOC. C.5 Packet Pg. 45 FISCAL IMPACT: There is no fiscal impact to accepting the Grand Terrace/Mount Vernon Intersection Improvements Project as complete and directing staff to File a Notice of Completion for said project. ATTACHMENTS: • Notice of Completion (PDF) APPROVALS: Craig Bradshaw Completed 12/30/2020 6:00 PM City Attorney Completed 01/05/2021 9:32 PM Finance Completed 01/06/2021 10:21 AM City Manager Completed 01/06/2021 5:29 PM City Council Pending 01/12/2021 6:00 PM C.5 Packet Pg. 46 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. C.5.a Packet Pg. 47 At t a c h m e n t : N o t i c e o f C o m p l e t i o n ( M o u n t V e r n o n I n t e r s e c t i o n I m p r o v e m e n t P r o j e c t N o t i c e o f C o m p l e t i o n ) 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) C.5.a Packet Pg. 48 At t a c h m e n t : N o t i c e o f C o m p l e t i o n ( M o u n t V e r n o n I n t e r s e c t i o n I m p r o v e m e n t P r o j e c t N o t i c e o f C o m p l e t i o n ) AGENDA REPORT MEETING DATE: January 12, 2021 Council Item TITLE: Approval and Adoption of Plans, Specifications, and Working Details for the 2020-21 Road Maintenance and Rehabilitation Project and Request for Authority to Advertise and Solicit Bids Such Project PRESENTED BY: Craig Bradshaw, Interim Public Works Director RECOMMENDATION: 1. Approve and Adopt the Plans, Specifications, and Working Details for the 2020-21 Road Maintenance and Rehabilitation Project subject to approval by the City Engineer. 2. Authorize Staff to Advertise and Solicit Bids for the 2020-21 Road Maintenance and Rehabilitation Project Bid Package. 2030 VISION STATEMENT: This staff report supports Goal #2 "Maintain Public Safety" by investing in critical improvements to public infrastructure. BACKGROUND: The City of Grand Terrace receives an annual allotment of funds from Senate Bill 1, formally referred to as The Road Repair and Accountability Act of 2017 (RMRA) and Measure I Funds. Each year the City submits a list of projects to the California Transportation Commission (CTC) for use of RMRA and Measure I funds. Projects may be added or removed from the list and reported as such during the filing of the final report to the CTC for the fiscal year. Unused funds from a prior year are carried over to the following year and added to the following year's allocation. Plans have been prepared for the 2020-2021 Road Maintenance and Rehabilitation Project and staff is requesting authority to advertise. DISCUSSION: A bid package for the Road Rehabilitation Project which included construction plans, technical specifications, bid documents and an engineer's cost estimate have been prepared and are ready to advertise for construction bids. The project will include the removal and replacement of existing asphalt paving (various depths) at designated locations shown on the plans; cold mill existing AC 2" deep and construct 2" asphalt C.6 Packet Pg. 49 rubber hot mix (ARHM) overlay on Barton Road and La Cadena Road; construct asphalt rubber aggregate membrane (ARAM) and polymer modified emulsified asphalt- reclaimed asphalt pavement aggregate (PME-RAP) slurry on remaining streets; upgrade handicap ramps where required; and reinstall pavement markings and striping. All streets being resurfaced have a pavement condition index (PCI) in the 25-40 range. Further, all streets are in the poor to very poor range. The following streets are planned for repair: Year 2020 - 2021 Pavement Locations #Street From To Length Width Area 1 Fremontia Ave Reed Ave W Main St 2 Terrace Ave Vivienda Ave Walnut Ave 3 De Soto St Warbler Ave Oriole Ave 4 Grand Terrace Ct Grand Terrace Rd Cds 5 Carhart Ave Vivienda Ct Canal St 6 Oriole Ave La Paix St De Berry St 7 Garden Ave Cds Pico St 8 Minona Dr Eton Dr Preston St 9 Walnut Ave Terrace Ave Burns Ave 10 Pico St Mount Vernon Ave Oriole Ave 11 Rene Lane Michigan Avenue West End 635 27 12 Barton Road Honey Hill Western Driveway 13 Barton Road Western Driveway East City Limit 14 La Cadena Road Palm Avenue West Litton Avenue 1,800 64 40,128 17,388 29,664 8,908 27,232 16,864 7,680 15,424 30,336 50,520 17,300 50,880 21,600 134,786 1,254 32 828 21 927 32 278 32 851 32 527 32 240 32 482 32 948 32 1,263 40 1,060 48 900 24 See attachment for location map of streets. For purposes of bidding, street item numbers 1-11 are included in the base bid and items 12-14 will be included as add alternate items. Barton Road and La Cadena Road will be bid as add-alternate items to allow flexibility in adding these streets if favorable bids are received. Item number 11, Rene Lane, is a small street without curbs and gutters. The city is in discussions with Riverside Water to split the cost of this road rehab. In addition, the intersection of Canal Street and Mount Vernon Avenue is also included in the project. This location will receive new handicap ramps, new asphalt, and thermoplastic striping. The tentative project timeline is anticipated as follows: Notice to Bid - January 18, 2020 Bid Closing - February 12, 2020 Award of Contract - February 23, 2020 Start of Work - March 15, 2020 C.6 Packet Pg. 50 Completion of Work - April 30, 2020 The Engineer's opinion of probable construction costs including both the base bid and alternate bid items is $980,000. The full and complete plans, specifications, and working details for this project are available in the City Engineer’s Office. Staff therefore recommends that City Council: (1) Approve and Adopt the Plans, Specifications, and Working Details for the 2020-21 Road Maintenance and Rehabilitation Project subject to approval of the City Engineer; and (2) Authorize Staff to Advertise and Solicit Bids for the 2020-21 Road Maintenance and Rehabilitation Project Bid Package. FISCAL IMPACT There is no fiscal impact at this time to bid the project. At the time of project award, the project expenditure summary will be provided. ATTACHMENTS: • Project Locations (PDF) APPROVALS: Craig Bradshaw Completed 01/06/2021 4:20 PM City Attorney Completed 01/07/2021 11:33 AM Finance Completed 01/07/2021 12:39 PM City Manager Completed 01/07/2021 2:13 PM City Council Pending 01/12/2021 6:00 PM C.6 Packet Pg. 51 C.6.a Packet Pg. 52 At t a c h m e n t : P r o j e c t L o c a t i o n s ( R e q u e s t A u t h o r i t y t o A d v e r t i s e – 2 0 2 0 - 2 1 R o a d AGENDA REPORT MEETING DATE: January 12, 2021 Council Item TITLE: Update on Barton Road Streetscape Master Plan & Request for Direction to Prepare Appropriate Contract Documents to Continue Services with KTUA for the Barton Road Streetscape Master Plan and Michigan Street Walkability Plan PRESENTED BY: Steven Weiss, Planning & Development Services Director RECOMMENDATION: Receive and File Barton Road Streetscape Master Plan Design Information as a Progress Update If the City Council desires to continue with KTUA to complete services relating to the Barton Road Streetscape Master Plan and Michigan Street Walkability Plan, direct Staff to prepare the appropriate contract documents to continue such services with KTUA and to bring such documents back to the City Council for its approval at a future meeting. 2030 VISION: This item supports #3, Promote Economic Development by investing in infrastructure needed to support business attraction and retention. BACKGROUND: Barton Road from the Interstate 215 Roundabout to Palm Avenue has been the City's retail activity corridor and is the City’s primary east-west roadway. Updates to the Barton Road Specific Plan and the Town Center Master Plan will further enhance Barton Road as the City’s key business district. Barton Road can then transition into a complete street. The City envisions continuous sidewalks, parkway landscaping, bike lanes, lighting, street furniture, corner bulb-outs, bioswales for drainage and other methods to gradually reduce traffic speed in the commercial corridor. On April 9, 2019, and April 23, 2019, the City Council committed $125,650 from former Redevelopment Bond proceeds to retain KTUA to develop both the Barton Road Streetscape Master Plan and the Michigan Street Walkability Plan and exhibits that can be leveraged towards application for various grant funding sources). To date, KTUA F.7 Packet Pg. 53 has completed data collection and existing condition analyses including traffic volumes and roadway capacity mode share, land use/ destinations, demographics (e,g. walking, biking, age, income, etc.), and pedestrian and bicycle crash data, and has conducted one public workshop since the completion of the Active Transportation Plan. DISCUSSION: Barton Road Streetscape Master Plan Update Street improvements and grant applications now require extensive community engagement. Participation of citizens, businesses, landowners, appointed and elected officials, and other stakeholders throughout the City' s community is paramount to the success of the Plan. The City and consultant reached out to the businesses along Barton Road. KTUA also will work with the City to mail out flyers or distribute flyers at businesses along Barton Road and adjacent streets to announce the first workshop. A first workshop was conducted. Announcements will also be posted on the City's website and an e-blast will be sent to the stakeholders and participants from the Active Transportation Plan. The focus of this planning effort has been to address the multi- modal challenges of these corridors such as safety, traffic calming, non- motorized connectivity, and accessibility to neighborhood destinations. An interactive workshop format was used for the first workshop to listen and gather feedback on issues and solutions along Barton Road which has allowed KTUA to successfully collect the necessary feedback to meet the project' s goals. The following highlights the workshop format. The first workshop provided meaningful input from the stakeholders. There was a consensus for a need of complete sidewalk, traffic calming, safety/comfort for walker and bikers. Attached to the report is a conceptual drawing of future Barton Road that incorporates comments from Workshop #1 with further refinement. Innovative placement of sidewalks, striping, bicycle lanes and traffic calming design are included. For Barton Road to be a vibrant and attractive street, not only will complete street amenities help with accessibility, walkability, and bike ability, especially with new businesses, aesthetics will also play a major role. With landscape architects in-house, Consultant will provide streetscape, stormwater retention, lighting, and parkway landscaping recommendations while making allowances for storm drain improvements for a successful streetscape project. Placemaking is a key objective and will be the focus during the preparation of the streetscape recommendations. In addition, Consultant will provide a Green Street Toolbox that will identify the various options for urban greening elements such as trees, planting, and hardscape materials. Drought- tolerant planting plans and other sustainable methods will be explored to keep infrastructure and maintenance costs down. KTUA Contracts Expired F.7 Packet Pg. 54 The City entered into two contracts with KTUA as follows: 1. Contract No. 2019-09 related to Barton Road Streetscape Master Plan 2. Contract No. 2019-10 related to the Michigan Street Walkability Plan The purpose of these contracts is for KTUA to provide the City with services relating to the Barton Road Streetscape Master Plan and Michigan Street Walkability Plan. KTUA has commenced the work under these contracts. Though substantial progress has been achieved under both contracts and projects, the COVID-19 pandemic has caused unforeseen delays and continues to delay progress (e.g., it has caused substantial delays relating to property owner and community participation) and has resulted in many of KTUA’s tasks under these contracts to be delayed. As a result, only some of the services have been performed and there are still funds available on each contract to complete the remaining services for both projects. However, these contracts have expired. Under these unique circumstances, staff therefore recommends that these projects be continued with KTUA in order to complete the uncompleted services since there is no additional cost to the City beyond what was approved in these contracts and since KTUA has already performed the some of the services for these projects. Based upon the forgoing, staff is requesting that, if the City Council desires to continue with KTUA, the City Council provide direction to staff to prepare the appropriate contract documents to continue with KTUA, as provided above, and to bring back such documents for City Council approval at a future meeting. FISCAL IMPACT: There is no fiscal impact with receiving the information in this staff report. APPROVALS: Steven Weiss Completed 01/01/2021 10:30 AM City Attorney Completed 01/06/2021 6:18 PM Finance Completed 01/07/2021 2:25 PM City Manager Completed 01/07/2021 3:11 PM City Council Pending 01/12/2021 6:00 PM F.7 Packet Pg. 55 AGENDA REPORT MEETING DATE: January 12, 2021 Council Item TITLE: Approval of an Agreement Between The City of Grand Terrace and Moran Janitorial Services, LLC for Facility Janitorial Services PRESENTED BY: Craig Bradshaw, Interim Public Works Director RECOMMENDATION: 1. Approve an Agreement Between the City of Grand Terrace and Moran Janitorial Services, LLC for Facility Janitorial Services in Substantially the Form as Attached for a term of 3 years with 2 extensions of 1 year each at a maximum total annual cost of $25,020; 2. Authorize the Mayor to Execute the Agreement subject to City Attorney approval as to form. 2030 VISION STATEMENT: This staff report supports Goal #2 "Maintain Public Safety" by investing in critical improvements to infrastructure. BACKGROUND: On October 24, 2017, the City Council approved a contract with Moran Janitorial Services to provide janitorial services at City Hall facilities and City parks. The existing contract was for a term of three years and expired on October 24, 2020. In response to the contract expiring, a one-year to the existing contract was approved by the City Council at their October 13, 2020 meeting. Moran Janitorial determined they were unwilling to execute the contract, due to increases in costs that they had incurred over the previous three years. It was then necessary for the city to seek new proposals for janitorial services. Moran Janitorial continued to provide janitorial services during the interim period and RFP process pursuant to purchase orders. DISCUSSION: On November 20, 2020, a Request for Proposals was advertised on the City website, published in the San Bernardino County Sun and emailed to various janitorial companies on the City’s bidder’s list. Six (6) proposals were received by the Public Works Department on December 14, 2020, ranging from $22,992 to $50,376 for annual service costs as follows: Proposer Location Amount G.8 Packet Pg. 56 A & A Janitorial Services Sun City $22,992.00 Moran Janitorial Services, LLC Rancho Cucamonga $25,020.00 Dynamic Bldg. Maintenance Riverside $28,800.00 Pure Facility Solutions City of Industry $31,377.84 Executive Facilities Services, Inc. Riverside $34,779.24 Santa Fe Building Chino Hills $50,376.00 Review of the proposals shows that A & A Janitorial Services, LLC, was non-responsive to the Request for Proposals. A non-responsive proposal means that the proposal fails to comply with the requirements of the RFP. Of the responsive proposals received, Moran Janitorial Services, LLC. offered the best proposal addressing the full scope of work at a price of $25,020 annually. The request for proposals called for the following scope of work (details provided in contract documents): 1. Cleaning of Civic Center three (3) days a week 2. Cleaning of Civic Center Annex Building Bathrooms one (1) day a week 3. Opening of City Parks on Weekends and City Holidays at 7:00 a.m., and Cleaning of Parks on Weekends and City Holidays at 7:00 a.m. and at 1:00 p.m. 4. Service Inspections and Annual Performance Review Moran Janitorial Services, LLC is a registered Veteran-Owned Small Business (VOSB) that offers the breadth and quality of services required to address the scope of work. Staff is recommending that Council approve an Agreement with Moran Janitorial Services for facility janitorial services for a term of 3 years with 2 extensions of 1 year each and for an amount not to exceed $25,020.00 annually and authorize the City Manager to execute the Agreement. FISCAL IMPACT: There are sufficient funds in the approved FY 2020-21 Budget to cover the remainder of the fiscal year and will be appropriated in the future years: Fund Account No. & Title Projected 2020-21 Expense Available Budget FY2020-21 Proposed Annual Cost Future years General Fund (10) 195-245 - Maint. of Buildings & Grounds $8,340.00 $9,147.00 $16,680.00 General Fund (10) 450-245 Contractual Services $4,170 $5,250.00 $8,340.00 TOTAL $12,510.00 $14,397.00 $25,020.00 G.8 Packet Pg. 57 ATTACHMENTS: • Professional Services Agreement - Moran Janitorial Services (DOCX) • Moran Janitorial Service Proposal (PDF) APPROVALS: Craig Bradshaw Completed 01/05/2021 4:20 PM City Attorney Completed 01/06/2021 11:53 AM Finance Completed 01/07/2021 10:27 AM City Manager Completed 01/07/2021 10:33 AM City Council Pending 01/12/2021 6:00 PM G.8 Packet Pg. 58 1 | P a g e AGREEMENT FOR CONTRACT SERVICES By and Between CITY OF GRAND TERRACE and MORAN JANITORIAL SERVICES, LLC G.8.a Packet Pg. 59 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 2 | P a g e AGREEMENT FOR CONTRACT SERVICES BY AND BETWEEN THE CITY OF GRAND TERRACE AND MORAN JANITORIAL SERVICES, LLC This “AGREEMENT FOR CONTRACT SERVICES BY AND BETWEEN THE CITY OF GRAND TERRACE AND MORAN JANITORIAL SERVICES, LLC” (herein “Agreement”) is made and entered into this __ day of ________, 2021 by and between the City of Grand Terrace, a California municipal corporation (“City”) and MORAN JANITORIAL SERVICES, LLC, a California Limited Liability Company (“Contractor”). City and Contractor are sometimes hereinafter individually referred to as “Party” and hereinafter collectively referred to as the “Parties.” RECITALS A. City has sought, by issuance of a Request for Proposals or Invitation for Bids, the performance of the services defined and described particularly in Article 1 of this Agreement. B. Contractor, following submission of a proposal or bid for the performance of the services defined and described particularly in Article 1 of this Agreement, was selected by the City to perform those services. C. Pursuant to the City of Grand Terrace Municipal Code, City has authority to enter into and execute this Agreement. D. The Parties desire to formalize the selection of Contractor for performance of those services defined and described particularly in Article 1 of this Agreement and desire that the terms of that performance be as particularly defined and described herein. OPERATIVE PROVISIONS NOW, THEREFORE, in consideration of the mutual promises and covenants made by the Parties and contained herein and other consideration, the value and adequacy of which are hereby acknowledged, the parties agree as follows: ARTICLE 1. SERVICES OF CONTRACTOR 1.1 Scope of Services. In compliance with all terms and conditions of this Agreement, the Contractor shall provide those services specified in the “Scope of Services” attached hereto as Exhibit “A” and incorporated herein by this reference, which may be referred to herein as the “services” or “work” hereunder. As a material inducement to the City entering into this Agreement, Contractor represents and warrants that it has the qualifications, experience, and facilities necessary to properly perform the services required under this Agreement in a thorough, competent, and professional manner, and is experienced in performing the work and services contemplated herein. Contractor shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all services described herein. Contractor covenants that it shall follow the highest professional standards in performing the work and services required hereunder and that all materials will be both of good G.8.a Packet Pg. 60 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 3 | P a g e quality as well as fit for the purpose intended. For purposes of this Agreement, the phrase “highest professional standards” shall mean those standards of practice recognized by one or more first- class firms performing similar work under similar circumstances. 1.2 Contractor’s Proposal. The Scope of Service shall include the Contractor’s scope of work or bid which shall be incorporated herein by this reference as though fully set forth herein. In the event of any inconsistency between the terms of such proposal and this Agreement, the terms of this Agreement shall govern. 1.3 Compliance with Law. Contractor shall keep itself informed concerning, and shall render all services hereunder in accordance with, all ordinances, resolutions, statutes, rules, and regulations of the City and any Federal, State or local governmental entity having jurisdiction in effect at the time service is rendered. 1.4 Licenses, Permits, Fees and Assessments. Contractor shall obtain at its sole cost and expense such licenses, permits and approvals as may be required by law for the performance of the services required by this Agreement. Contractor shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the Contractor’s performance of the services required by this Agreement, and shall indemnify, defend and hold harmless City, its officers, employees or agents of City, against any such fees, assessments, taxes, penalties or interest levied, assessed or imposed against City hereunder. 1.5 Familiarity with Work. By executing this Agreement, Contractor warrants that Contractor (i) has thoroughly investigated and considered the scope of services to be performed, (ii) has carefully considered how the services should be performed, and (iii) fully understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. If the services involve work upon any site, Contractor warrants that Contractor has or will investigate the site and is or will be fully acquainted with the conditions there existing, prior to commencement of services hereunder. Should the Contractor discover any latent or unknown conditions, which will materially affect the performance of the services hereunder, Contractor shall immediately inform the City of such fact and shall not proceed except at Contractor’s risk until written instructions are received from the Contract Officer. 1.6 Care of Work. The Contractor shall adopt reasonable methods during the life of the Agreement to furnish continuous protection to the work, and the equipment, materials, papers, documents, plans, studies and/or other components thereof to prevent losses or damages, and shall be responsible for all such damages, to persons or property, until acceptance of the work by City, except such losses or damages as may be caused by City’s own negligence. G.8.a Packet Pg. 61 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 4 | P a g e 1.7 Further Responsibilities of Parties. Both parties agree to use reasonable care and diligence to perform their respective obligations under this Agreement. Both parties agree to act in good faith to execute all instruments, prepare all documents and take all actions as may be reasonably necessary to carry out the purposes of this Agreement. Unless hereafter specified, neither party shall be responsible for the service of the other. 1.8 Additional Services. City shall have the right at any time during the performance of the services, without invalidating this Agreement, to order extra work beyond that specified in the Scope of Services or make changes by altering, adding to or deducting from said work. No such extra work may be undertaken unless a written order is first given by the Contract Officer to the Contractor, incorporating therein any adjustment in (i) the Contract Sum for the actual costs of the extra work, and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written approval of the Contractor. Any increase in compensation of up to ten percent (10%) of the Contract Sum or $25,000, whichever is less; or, in the time to perform of up to one hundred eighty (180) days, may be approved by the Contract Officer. Any greater increases, taken either separately or cumulatively, must be approved by the City Council. It is expressly understood by Contractor that the provisions of this Section shall not apply to services specifically set forth in the Scope of Services. Contractor hereby acknowledges that it accepts the risk that the services to be provided pursuant to the Scope of Services may be more costly or time consuming than Contractor anticipates and that Contractor shall not be entitled to additional compensation therefor. City may in its sole and absolute discretion have similar work done by other Contractors. No claims for an increase in the Contract Sum or time for performance shall be valid unless the procedures established in this Section are followed. 1.9 Special Requirements. Additional terms and conditions of this Agreement, if any, which are made a part hereof are set forth in the “Special Requirements” attached hereto as Exhibit “B” and incorporated herein by this reference. In the event of a conflict between the provisions of Exhibit “B” and any other provisions of this Agreement, the provisions of Exhibit “B” shall govern. ARTICLE 2. COMPENSATION AND METHOD OF PAYMENT. 2.1 Contract Sum. Subject to any limitations set forth in this Agreement, City agrees to pay Contractor the amounts specified in the “Schedule of Compensation” attached hereto as Exhibit “C” and incorporated herein by this reference. The total annual compensation, including reimbursement for actual expenses, shall not exceed Twenty Five Thousand Twenty Dollars ($25,020) (the “Contract Sum”), unless additional compensation is approved pursuant to Section 1.8. G.8.a Packet Pg. 62 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 5 | P a g e 2.2 Method of Compensation. The method of compensation may include: (i) a lump sum payment upon completion; (ii) payment in accordance with specified tasks or the percentage of completion of the services, less contract retention; (iii) payment for time and materials based upon the Contractor’s rates as specified in the Schedule of Compensation, provided that (a) time estimates are provided for the performance of sub tasks, (b) contract retention is maintained, and (c) the Contract Sum is not exceeded; or (iv) such other methods as may be specified in the Schedule of Compensation. 2.3 Reimbursable Expenses. Compensation may include reimbursement for actual and necessary expenditures for reproduction costs, telephone expenses, and travel expenses approved by the Contract Officer in advance, or actual subcontractor expenses of an approved subcontractor pursuant to Section 4.5, and only if specified in the Schedule of Compensation. The Contract Sum shall include the attendance of Contractor at all project meetings reasonably deemed necessary by the City. Coordination of the performance of the work with City is a critical component of the services. If Contractor is required to attend additional meetings to facilitate such coordination, Contractor shall not be entitled to any additional compensation for attending said meetings. 2.4 Invoices. Each month Contractor shall furnish to City an original invoice for all work performed and expenses incurred during the preceding month in a form approved by City’s Director of Finance. By submitting an invoice for payment under this Agreement, Contractor is certifying compliance with all provisions of the Agreement. The invoice shall detail charges for all necessary and actual expenses by the following categories: labor (by sub-category), travel, materials, equipment, supplies, and sub-contractor contracts. Sub-contractor charges shall also be detailed by such categories. Contractor shall not invoice City for any duplicate services performed by more than one person. City shall independently review each invoice submitted by the Contractor to determine whether the work performed and expenses incurred are in compliance with the provisions of this Agreement. Except as to any charges for work performed or expenses incurred by Contractor which are disputed by City, or as provided in Section 7.3, City will use its best efforts to cause Contractor to be paid within forty-five (45) days of receipt of Contractor’s correct and undisputed invoice; however, Contractor acknowledges and agrees that due to City warrant run procedures, the City cannot guarantee that payment will occur within this time period. In the event any charges or expenses are disputed by City, the original invoice shall be returned by City to Contractor for correction and resubmission. Review and payment by City for any invoice provided by the Contractor shall not constitute a waiver of any rights or remedies provided herein or any applicable law. 2.5 Waiver. Payment to Contractor for work performed pursuant to this Agreement shall not be deemed to waive any defects in work performed by Contractor. G.8.a Packet Pg. 63 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 6 | P a g e ARTICLE 3. PERFORMANCE SCHEDULE 3.1 Time of Essence. Time is of the essence in the performance of this Agreement. 3.2 Schedule of Performance. Consultant shall commence the services pursuant to this Agreement upon receipt of a written notice to proceed and shall perform all services within the time period(s) established in the “Schedule of Performance” attached hereto as Exhibit “D” and incorporated herein by this reference. When requested by the Consultant, extensions to the time period(s) specified in the Schedule of Performance may be approved in writing by the Contract Officer but not exceeding one hundred eighty (180) days cumulatively. 3.3 Force Majeure. The time period(s) specified in the Schedule of Performance for performance of the services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of the Contractor, including, but not restricted to, acts of God or of the public enemy, unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars, litigation, and/or acts of any governmental agency, including the City, if the Contractor shall within ten (10) days of the commencement of such delay notify the Contract Officer in writing of the causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and extend the time for performing the services for the period of the enforced delay when and if in the judgment of the Contract Officer such delay is justified. The Contract Officer’s determination shall be final and conclusive upon the parties to this Agreement. In no event shall Contractor be entitled to recover damages against the City for any delay in the performance of this Agreement, however caused, Contractor’s sole remedy being extension of the Agreement pursuant to this Section. 3.4 Term. Unless earlier terminated in accordance with Article 7 of this Agreement, this Agreement shall continue in full force and effect until completion of the services but not exceeding three (3) years from the date hereof (“Term”). The City in its sole discretion may extend the Term of this Agreement in writing by two (2) extensions of one (1) year each. ARTICLE 4. COORDINATION OF WORK 4.1 Representatives and Personnel of Contractor. The following principals of Contractor (“Principals”) are hereby designated as being the principals and representatives of Contractor authorized to act in its behalf with respect to the work specified herein and make all decisions in connection therewith: Willard Moran CEO G.8.a Packet Pg. 64 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 7 | P a g e (Name) (Title) It is expressly understood that the experience, knowledge, capability and reputation of the foregoing principals were a substantial inducement for City to enter into this Agreement. Therefore, the foregoing principals shall be responsible during the term of this Agreement for directing all activities of Contractor and devoting sufficient time to personally supervise the services hereunder. All personnel of Contractor, and any authorized agents, shall at all times be under the exclusive direction and control of the Principals. For purposes of this Agreement, the foregoing Principals may not be replaced nor may their responsibilities be substantially reduced by Contractor without the express written approval of City. Additionally, Contractor shall utilize only competent personnel to perform services pursuant to this Agreement. Contractor shall make every reasonable effort to maintain the stability and continuity of Contractor’s staff and subcontractors, if any, assigned to perform the services required under this Agreement. Contractor shall notify City of any changes in Contractor’s staff and subcontractors, if any, assigned to perform the services required under this Agreement, prior to and during any such performance. 4.2 Status of Contractor. Contractor shall have no authority to bind City in any manner, or to incur any obligation, debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless such authority is expressly conferred under this Agreement or is otherwise expressly conferred in writing by City. Contractor shall not at any time or in any manner represent that Contractor or any of Contractor’s officers, employees, or agents are in any manner officials, officers, employees or agents of City. Neither Contractor, nor any of Contractor’s officers, employees or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to City’s employees. Contractor expressly waives any claim Contractor may have to any such rights. 4.3 Contract Officer. The Contract Officer shall be the City Manager or such person as may be designated by the City Manager. It shall be the Contractor’s responsibility to assure that the Contract Officer is kept informed of the progress of the performance of the services and the Contractor shall refer any decisions which must be made by City to the Contract Officer. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer. The Contract Officer shall have authority, if specified in writing by the City Manager, to sign all documents on behalf of the City required hereunder to carry out the terms of this Agreement. 4.4 Independent Contractor. Neither the City nor any of its employees shall have any control over the manner, mode or means by which Contractor, its agents or employees, perform the services required herein, except as otherwise set forth herein. City shall have no voice in the selection, discharge, supervision or control of Contractor’s employees, servants, representatives or agents, or in fixing their number, compensation or hours of service. Contractor shall perform all services required herein as an independent contractor of City and shall remain at all times as to City a wholly independent contractor with only such obligations as are consistent with that role. Contractor shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees G.8.a Packet Pg. 65 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 8 | P a g e of City. City shall not in any way or for any purpose become or be deemed to be a partner of Contractor in its business or otherwise or a joint venturer or a member of any joint enterprise with Contractor. 4.5 Prohibition Against Subcontracting or Assignment. The experience, knowledge, capability and reputation of Contractor, its principals and employees were a substantial inducement for the City to enter into this Agreement. Therefore, Contractor shall not contract with any other entity to perform in whole or in part the services required hereunder without the express written approval of the City. In addition, neither this Agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approval of City. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than twenty five percent (25%) of the present ownership and/or control of Contractor, taking all transfers into account on a cumulative basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this Agreement shall be void. No approved transfer shall release the Contractor or any surety of Contractor of any liability hereunder without the express consent of City. ARTICLE 5. INSURANCE AND INDEMNIFICATION 5.1 Insurance Coverages. The Contractor shall procure and maintain, at its sole cost and expense, in a form and content satisfactory to City, during the entire term of this Agreement including any extension thereof, the following policies of insurance which shall cover all elected and appointed officers, employees and agents of City: (a) General Liability Insurance (Occurrence Form CG0001 or equivalent). A policy of comprehensive general liability insurance written on a per occurrence basis for bodily injury, personal injury and property damage. The policy of insurance shall be in an amount not less than $1,000,000.00 per occurrence or if a general aggregate limit is used, then the general aggregate limit shall be twice the occurrence limit. (b) Worker’s Compensation Insurance. A policy of worker’s compensation insurance in such amount as will fully comply with the laws of the State of California and which shall indemnify, insure and provide legal defense for the Contractor against any loss, claim or damage arising from any injuries or occupational diseases occurring to any worker employed by or any persons retained by the Contractor in the course of carrying out the work or services contemplated in this Agreement. (c) Automotive Insurance (Form CA 0001 (Ed 1/87) including “any auto” and endorsement CA 0025 or equivalent). A policy of comprehensive automobile liability insurance written on a per occurrence for bodily injury and property damage in an amount not less than $1,000,000. Said policy shall include coverage for owned, non-owned, leased, hired cars and any automobile. G.8.a Packet Pg. 66 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 9 | P a g e (d) Professional Liability. Professional liability insurance appropriate to the Contractor’s profession. This coverage may be written on a “claims made” basis, and must include coverage for contractual liability. The professional liability insurance required by this Agreement must be endorsed to be applicable to claims based upon, arising out of or related to services performed under this Agreement. The insurance must be maintained for at least 5 consecutive years following the completion of Contractor’s services or the termination of this Agreement. During this additional 5-year period, Contractor shall annually and upon request of the City submit written evidence of this continuous coverage. (e) Subcontractors. Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and certified endorsements for each subcontractor. All coverages for subcontractors shall include all of the requirements stated herein. (f) Additional Insurance. Policies of such other insurance, as may be required in the Special Requirements in Exhibit “B”. 5.2 General Insurance Requirements. All of the above policies of insurance shall be primary insurance and shall name the City, its elected and appointed officers, employees and agents as additional insureds and any insurance maintained by City or its officers, employees or agents may apply in excess of, and not contribute with Contractor’s insurance. The insurer is deemed hereof to waive all rights of subrogation and contribution it may have against the City, its officers, employees and agents and their respective insurers. Moreover, the insurance policy must specify that where the primary insured does not satisfy the self-insured retention, any additional insured may satisfy the self-insured retention. All of said policies of insurance shall provide that said insurance may not be amended or cancelled by the insurer or any party hereto without providing thirty (30) days prior written notice by certified mail return receipt requested to the City. In the event any of said policies of insurance are cancelled, the Contractor shall, prior to the cancellation date, submit new evidence of insurance in conformance with Section 5.1 to the Contract Officer. No work or services under this Agreement shall commence until the Contractor has provided the City with Certificates of Insurance, additional insured endorsement forms or appropriate insurance binders evidencing the above insurance coverages and said Certificates of Insurance or binders are approved by the City. City reserves the right to inspect complete, certified copies of and endorsements to all required insurance policies at any time. Any failure to comply with the reporting or other provisions of the policies including breaches or warranties shall not affect coverage provided to City. All certificates shall name the City as additional insured (providing the appropriate endorsement) and shall conform to the following “cancellation” notice: CANCELLATION: SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATED THEREOF, THE ISSUING COMPANY SHALL MAIL THIRTY (30)-DAY G.8.a Packet Pg. 67 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 10 | P a g e ADVANCE WRITTEN NOTICE TO CERTIFICATE HOLDER NAMED HEREIN. [to be initialed] ______________ Contractor Initials City, its respective elected and appointed officers, directors, officials, employees, agents and volunteers are to be covered as additional insureds as respects: liability arising out of activities Contractor performs; products and completed operations of Contractor; premises owned, occupied or used by Contractor; or any automobiles owned, leased, hired or borrowed by Contractor. The coverage shall contain no special limitations on the scope of protection afforded to City, and their respective elected and appointed officers, officials, employees or volunteers. Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability. Any deductibles or self-insured retentions must be declared to and approved by City. At the option of City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects City or its respective elected or appointed officers, officials, employees and volunteers or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration, defense expenses and claims. The Contractor agrees that the requirement to provide insurance shall not be construed as limiting in any way the extent to which the Contractor may be held responsible for the payment of damages to any persons or property resulting from the Contractor’s activities or the activities of any person or persons for which the Contractor is otherwise responsible nor shall it limit the Contractor’s indemnification liabilities as provided in Section 5.3. In the event the Contractor subcontracts any portion of the work in compliance with Section 4.5 of this Agreement, the contract between the Contractor and such subcontractor shall require the subcontractor to maintain the same policies of insurance that the Contractor is required to maintain pursuant to Section 5.1, and such certificates and endorsements shall be provided to City. 5.3 Indemnification. To the full extent permitted by law, Contractor agrees to indemnify, defend and hold harmless the City, its officers, employees and agents (“Indemnified Parties”) against, and will hold and save them and each of them harmless from, any and all actions, either judicial, administrative, arbitration or regulatory claims, damages to persons or property, losses, costs, penalties, obligations, errors, omissions or liabilities whether actual or threatened (herein “claims or liabilities”) that may be asserted or claimed by any person, firm or entity arising out of or in connection with the negligent performance of the work, operations or activities provided herein of Contractor, its officers, employees, agents, subcontractors, or invitees, or any individual or entity for which Contractor is legally liable (“indemnitors”), or arising from Contractor’s or indemnitors’ reckless or willful misconduct, or arising from Contractor’s or indemnitors’ negligent performance of or failure to perform any term, provision, covenant or condition of this Agreement, and in connection therewith: G.8.a Packet Pg. 68 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 11 | P a g e (a) Contractor will defend any action or actions filed in connection with any of said claims or liabilities and will pay all costs and expenses, including legal costs and attorney’s fees incurred in connection therewith; (b) Contractor will promptly pay any judgment rendered against the City, its officers, agents or employees for any such claims or liabilities arising out of or in connection with the negligent performance of or failure to perform such work, operations or activities of Contractor hereunder; and Contractor agrees to save and hold the City, its officers, agents, and employees harmless therefrom; (c) In the event the City, its officers, agents or employees is made a party to any action or proceeding filed or prosecuted against Contractor for such damages or other claims arising out of or in connection with the negligent performance of or failure to perform the work, operation or activities of Contractor hereunder, Contractor agrees to pay to the City, its officers, agents or employees, any and all costs and expenses incurred by the City, its officers, agents or employees in such action or proceeding, including but not limited to, legal costs and attorney’s fees. Contractor shall incorporate similar indemnity agreements with its subcontractors and if it fails to do so Contractor shall be fully responsible to indemnify City hereunder therefore, and failure of City to monitor compliance with these provisions shall not be a waiver hereof. This indemnification includes claims or liabilities arising from any negligent or wrongful act, error or omission, or reckless or willful misconduct of Contractor in the performance of professional services hereunder. The provisions of this Section do not apply to claims or liabilities occurring as a result of City’s sole negligence or willful acts or omissions, but, to the fullest extent permitted by law, shall apply to claims and liabilities resulting in part from City’s negligence, except that design professionals’ indemnity hereunder shall be limited to claims and liabilities arising out of the negligence, recklessness or willful misconduct of the design professional. The indemnity obligation shall be binding on successors and assigns of Contractor and shall survive termination of this Agreement. 5.4 Sufficiency of Insurer. Insurance required by this Agreement shall be satisfactory only if issued by companies qualified to do business in California, rated “A” or better in the most recent edition of Best Rating Guide, The Key Rating Guide or in the Federal Register, and only if they are of a financial category Class VII or better, unless such requirements are waived by the Risk Manager of the City (“Risk Manager”) due to unique circumstances. If this Agreement continues for more than 3 years duration, or in the event the risk manager determines that the work or services to be performed under this Agreement creates an increased or decreased risk of loss to the City, the Contractor agrees that the minimum limits of the insurance policies may be changed accordingly upon receipt of written notice from the Risk Manager. G.8.a Packet Pg. 69 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 12 | P a g e ARTICLE 6. RECORDS, REPORTS, AND RELEASE OF INFORMATION 6.1 Records. Contractor shall keep, and require subcontractors to keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports, studies or other documents relating to the disbursements charged to City and services performed hereunder (the “books and records”), as shall be necessary to perform the services required by this Agreement and enable the Contract Officer to evaluate the performance of such services. Any and all such documents shall be maintained in accordance with generally accepted accounting principles and shall be complete and detailed. The Contract Officer shall have full and free access to such books and records at all times during normal business hours of City, including the right to inspect, copy, audit and make records and transcripts from such records. Such records shall be maintained for a period of three (3) years following completion of the services hereunder, and the City shall have access to such records in the event any audit is required. In the event of dissolution of Contractor’s business, custody of the books and records may be given to City, and access shall be provided by Contractor’s successor in interest. Notwithstanding the above, the Contractor shall fully cooperate with the City in providing access to the books and records if a public records request is made and disclosure is required by law including but not limited to the California Public Records Act. 6.2 Reports. Contractor shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the services required by this Agreement as the Contract Officer shall require. Contractor hereby acknowledges that the City is greatly concerned about the cost of work and services to be performed pursuant to this Agreement. For this reason, Contractor agrees that if Contractor becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the work or services contemplated herein or, if Contractor is providing design services, the cost of the project being designed, Contractor shall promptly notify the Contract Officer of said fact, circumstance, technique or event and the estimated increased or decreased cost related thereto and, if Contractor is providing design services, the estimated increased or decreased cost estimate for the project being designed. 6.3 Ownership of Documents. All drawings, specifications, maps, designs, photographs, studies, surveys, data, notes, computer files, reports, records, documents and other materials (the “documents and materials”), including any electronic documents and materials, prepared by Contractor, its employees, subcontractors and agents in the performance of this Agreement shall be the property of City and shall be delivered to City in a format of the City’s choice upon request of the Contract Officer or upon the termination of this Agreement, and Contractor shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership use, reuse, or assignment of the documents and materials hereunder. Any use, reuse or assignment of such completed documents for other projects and/or use of uncompleted documents without specific written authorization by the Contractor will be at the City’s sole risk and without liability to Contractor, and Contractor’s guarantee and warranties shall not extend to such use, reuse or assignment. Contractor may retain copies of such documents for its own use. Contractor G.8.a Packet Pg. 70 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 13 | P a g e shall have the right to use the concepts embodied therein. All subcontractors shall provide for assignment to City of any documents or materials prepared by them, and in the event Contractor fails to secure such assignment, Contractor shall indemnify City for all damages resulting therefrom. Moreover, Contractor with respect to any documents and materials that may qualify as “works made for hire” as defined in 17 U.S.C. § 101, such documents and materials are hereby deemed “works made for hire” for the City. 6.4 Confidentiality and Release of Information. (a) All information gained or work product produced by Contractor in performance of this Agreement shall be considered confidential, unless such information is in the public domain or already known to Contractor. Contractor shall not release or disclose any such information or work product to persons or entities other than City without prior written authorization from the Contract Officer. (b) Contractor, its officers, employees, agents or subcontractors, shall not, without prior written authorization from the Contract Officer or unless requested by the City Attorney, voluntarily provide documents, declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement. Response to a subpoena or court order shall not be considered “voluntary” provided Contractor gives City notice of such court order or subpoena. (c) If Contractor, or any officer, employee, agent or subcontractor of Contractor, provides any information or work product in violation of this Agreement, then City shall have the right to reimbursement and indemnity from Contractor for any damages, costs and fees, including attorney’s fees, caused by or incurred as a result of Contractor’s conduct. (d) Contractor shall promptly notify City should Contractor, its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed there under. City retains the right, but has no obligation, to represent Contractor or be present at any deposition, hearing or similar proceeding. Contractor agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Contractor. However, this right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. ARTICLE 7. ENFORCEMENT OF AGREEMENT AND TERMINATION 7.1 California Law. This Agreement shall be interpreted, construed and governed both as to validity and to performance of the parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of San Bernardino, State of California, or any other appropriate court in such county, and Contractor covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. In the event of litigation in a U.S. District G.8.a Packet Pg. 71 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 14 | P a g e Court, venue shall lie exclusively in the Central District of California, in the County of San Bernardino, State of California. 7.2 Disputes; Default. In the event that Contractor is in default under the terms of this Agreement, the City shall not have any obligation or duty to continue compensating Contractor for any work performed after the date of default. Instead, the City may give notice to Contractor of the default and the reasons for the default. The notice shall include the timeframe in which Contractor may cure the default. This timeframe is presumptively thirty (30) days, but may be extended, though not reduced, if circumstances warrant. During the period of time that Contractor is in default, the City shall hold all invoices and shall, when the default is cured, proceed with payment on the invoices. In the alternative, the City may, in its sole discretion, elect to pay some or all of the outstanding invoices during the period of default. If Contractor does not cure the default, the City may take necessary steps to terminate this Agreement under this Article. Any failure on the part of the City to give notice of the Contractor’s default shall not be deemed to result in a waiver of the City’s legal rights or any rights arising out of any provision of this Agreement. 7.3 Retention of Funds. Contractor hereby authorizes City to deduct from any amount payable to Contractor (whether or not arising out of this Agreement) (i) any amounts the payment of which may be in dispute hereunder or which are necessary to compensate City for any losses, costs, liabilities, or damages suffered by City, and (ii) all amounts for which City may be liable to third parties, by reason of Contractor’s acts or omissions in performing or failing to perform Contractor’s obligation under this Agreement. In the event that any claim is made by a third party, the amount or validity of which is disputed by Contractor, or any indebtedness shall exist which shall appear to be the basis for a claim of lien, City may withhold from any payment due, without liability for interest because of such withholding, an amount sufficient to cover such claim. The failure of City to exercise such right to deduct or to withhold shall not, however, affect the obligations of the Contractor to insure, indemnify, and protect City as elsewhere provided herein. 7.4 Waiver. Waiver by any party to this Agreement of any term, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any party of any breach of the provisions of this Agreement shall not constitute a waiver of any other provision or a waiver of any subsequent breach or violation of any provision of this Agreement. Acceptance by City of any work or services by Contractor shall not constitute a waiver of any of the provisions of this Agreement. No delay or omission in the exercise of any right or remedy by a non-defaulting party on any default shall impair such right or remedy or be construed as a waiver. Any waiver by either party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement. 7.5 Rights and Remedies are Cumulative. Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative and the exercise by either party G.8.a Packet Pg. 72 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 15 | P a g e of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other party. 7.6 Legal Action. In addition to any other rights or remedies, either party may take legal action, in law or in equity, to cure, correct or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. Notwithstanding any contrary provision herein, Contractor shall file a statutory claim pursuant to Government Code Sections 905 et. seq. and 910 et. seq., in order to pursue a legal action under this Agreement. 7.7 Termination Prior to Expiration of Term. This Section shall govern any termination of this Contract except as specifically provided in the following Section for termination for cause. The City reserves the right to terminate this Contract at any time, with or without cause, upon written notice to Contractor. In addition, the Contractor may terminate this Contract for cause, upon sixty (60) days’ advance written notice to City. Upon receipt of any notice of termination, Contractor shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. Except where the Contractor has initiated termination, the Contractor shall be entitled to compensation for all services rendered prior to the effective date of the notice of termination and for any services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer, except as provided in Section 7.3. In the event the Contractor has initiated termination, the Contractor shall be entitled to compensation only for the reasonable value of the work product actually produced hereunder. In the event of termination without cause pursuant to this Section, the terminating party need not provide the non-terminating party with the opportunity to cure pursuant to Section 7.2. 7.8 Termination for Default of Contractor. If termination is due to the failure of the Contractor to fulfill its obligations under this Agreement, City may, after compliance with the provisions of Section 7.2, take over the work and prosecute the same to completion by contract or otherwise, and the Contractor shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated (provided that the City shall use reasonable efforts to mitigate such damages), and City may withhold any payments to the Contractor for the purpose of set-off or partial payment of the amounts owed the City as previously stated. 7.9 Attorney’s Fees. If either party to this Agreement is required to initiate or defend or made a party to any action or proceeding in any way connected with this Agreement, the prevailing party in such action or proceeding, in addition to any other relief which may be granted, whether legal or equitable, shall be entitled to reasonable attorney’s fees. Attorney’s fees shall include attorney’s fees on any appeal, and in addition a party entitled to attorney’s fees shall be entitled to all other reasonable costs for investigating such action, taking depositions and discovery and all other necessary costs G.8.a Packet Pg. 73 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 16 | P a g e the court allows which are incurred in such litigation. All such fees shall be deemed to have accrued on commencement of such action and shall be enforceable whether or not such action is prosecuted to judgment. ARTICLE 8. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION 8.1 Non-liability of City Officers and Employees. No officer or employee of the City shall be personally liable to the Contractor, or any successor in interest, in the event of any default or breach by the City or for any amount which may become due to the Contractor or to its successor, or for breach of any obligation of the terms of this Agreement. 8.2 Conflict of Interest. Contractor covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City or which would in any way hinder Contractor’s performance of services under this Agreement. Contractor further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent or subcontractor without the express written consent of the Contract Officer. Contractor agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of City in the performance of this Agreement. 8.3 Covenant Against Discrimination. Contractor covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, ancestry or other protected class in the performance of this Agreement. Contractor shall take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, ancestry or other protected class. 8.4 Unauthorized Aliens. Contractor hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act, 8 U.S.C.A. §§ 1101, et seq., as amended, and in connection therewith, shall not employ unauthorized aliens as defined therein. Should Contractor so employ such unauthorized aliens for the performance of work and/or services covered by this Agreement, and should any liability or sanctions be imposed against City for such use of unauthorized aliens, Contractor hereby agrees to and shall reimburse City for the cost of all such liabilities or sanctions imposed, together with any and all costs, including attorney’s fees, incurred by City. G.8.a Packet Pg. 74 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 17 | P a g e ARTICLE 9. MISCELLANEOUS PROVISIONS 9.1 Notices. Any notice, demand, request, document, consent, approval, or communication either party desires or is required to give to the other party or any other person shall be in writing and either served personally or sent by prepaid, first-class mail, in the case of the City, to the City Manager and to the attention of the Contract Officer (with her/his name and City title), City of Grand Terrace, 22795 Barton Rd, Grand Terrace, CA 92313, and in the case of the Contractor, to the person(s) at the address designated on the execution page of this Agreement. Either party may change its address by notifying the other party of the change of address in writing. Notice shall be deemed communicated at the time personally delivered or in seventy-two (72) hours from the time of mailing if mailed as provided in this Section. 9.2 Interpretation. The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply. 9.3 Counterparts. This Agreement may be executed in counterparts, each of which shall be deemed to be an original, and such counterparts shall constitute one and the same instrument. 9.4 Integration; Amendment. This Agreement including the attachments hereto is the entire, complete and exclusive expression of the understanding of the parties. It is understood that there are no oral agreements between the parties hereto affecting this Agreement and this Agreement supersedes and cancels any and all previous negotiations, arrangements, agreements and understandings, if any, between the parties, and none shall be used to interpret this Agreement. No amendment to or modification of this Agreement shall be valid unless made in writing and approved by the Contractor and by the City Council. The parties agree that this requirement for written modifications cannot be waived and that any attempted waiver shall be void. 9.5 Severability. In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder unless the invalid provision is so material that its invalidity deprives either party of the basic benefit of their bargain or renders this Agreement meaningless. G.8.a Packet Pg. 75 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 18 | P a g e 9.6 Warranty & Representation of Non-Collusion. No official, officer, or employee of City has any financial interest, direct or indirect, in this Agreement, nor shall any official, officer, or employee of City participate in any decision relating to this Agreement which may affect his/her financial interest or the financial interest of any corporation, partnership, or association in which (s)he is directly or indirectly interested, or in violation of any corporation, partnership, or association in which (s)he is directly or indirectly interested, or in violation of any State or municipal statute or regulation. The determination of “financial interest” shall be consistent with State law and shall not include interests found to be “remote” or “noninterests” pursuant to Government Code Sections 1091 or 1091.5. Nor shall any such officer or employee participate in any decision relating to the Agreement which affects her/his financial interest or the financial interest of any corporation, partnership or association in which (s)he is, directly or indirectly, interested, in violation of any State statute or regulation, including but not limited to the Political Reform Act (Government Code Sections 81000, et seq.) Contractor warrants and represents that it has not paid or given, and will not pay or give, to any third party including, but not limited to, any City official, officer, or employee, any money, consideration, or other thing of value as a result or consequence of obtaining or being awarded any agreement. Contractor further warrants and represents that (s)he/it has not engaged in any act(s), omission(s), or other conduct or collusion that would result in the payment of any money, consideration, or other thing of value to any third party including, but not limited to, any City official, officer, or employee, as a result of consequence of obtaining or being awarded any agreement. Contractor is aware of and understands that any such act(s), omission(s) or other conduct resulting in such payment of money, consideration, or other thing of value will render this Agreement void and of no force or effect. Contractor’s Authorized Initials _______ 9.7 Corporate Authority. The persons executing this Agreement on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally bound to the provisions of this Agreement, and (iv) the entering into this Agreement does not violate any provision of any other Agreement to which said party is bound. This Agreement shall be binding upon the heirs, executors, administrators, successors and assigns of the parties. [SIGNATURES ON FOLLOWING PAGE] G.8.a Packet Pg. 76 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 19 | P a g e IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year first-above written. CITY: City of Grand Terrace, a municipal corporation _____________________________________ Darcy McNaboe, Mayor ATTEST: ____________________________________ Debra Thomas, City Clerk APPROVED AS TO FORM: ALESHIRE & WYNDER, LLP ____________________________________ Adrian R. Guerra, City Attorney CONTRACTOR: Moran Janitorial Services, LLC, a California Limited Liability Company By: __________________________________ Name: Title: By: __________________________________ Name: Title: Address: ___________________________ Two corporate officer signatures required when Contractor is a corporation, with one signature required from each of the following groups: 1) Chairman of the Board, President or any Vice President; and 2) Secretary, any Assistant Secretary, Chief Financial Officer or any Assistant Treasurer. CONTRACTOR’S SIGNATURES SHALL BE DULY NOTARIZED, AND APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR REGULATIONS APPLICABLE TO CONTRACTOR’S BUSINESS ENTITY. G.8.a Packet Pg. 77 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 20 | P a g e CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT STATE OF CALIFORNIA COUNTY OF SAN BERNARDINO On __________, 2021 before me, ________________, personally appeared ________________, proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature: _____________________________________ OPTIONAL Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form. CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT INDIVIDUAL CORPORATE OFFICER ____________________________ ___ TITLE(S) PARTNER(S) LIMITED GENERAL ATTORNEY-IN-FACT TRUSTEE(S) GUARDIAN/CONSERVATOR OTHER_____________________ __________ ____________________________ __________ SIGNER IS REPRESENTING: (NAME OF PERSON(S) OR ENTITY(IES)) _________________________________ ____________ _________________________________ ____________ ___________________________________ TITLE OR TYPE OF DOCUMENT ___________________________________ NUMBER OF PAGES ___________________________________ DATE OF DOCUMENT ___________________________________ SIGNER(S) OTHER THAN NAMED ABOVE A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document. G.8.a Packet Pg. 78 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) 21 | P a g e CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT STATE OF CALIFORNIA COUNTY OF SAN BERNARDINO On __________, 2021 before me, ________________, personally appeared ________________, proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature: _____________________________________ OPTIONAL Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT INDIVIDUAL CORPORATE OFFICER ____________________________ ___ TITLE(S) PARTNER(S) LIMITED GENERAL ATTORNEY-IN-FACT TRUSTEE(S) GUARDIAN/CONSERVATOR OTHER_____________________ __________ ____________________________ __________ SIGNER IS REPRESENTING: (NAME OF PERSON(S) OR ENTITY(IES)) _________________________________ ____________ _________________________________ ____________ ___________________________________ TITLE OR TYPE OF DOCUMENT ___________________________________ NUMBER OF PAGES ___________________________________ DATE OF DOCUMENT ___________________________________ SIGNER(S) OTHER THAN NAMED ABOVE A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document. G.8.a Packet Pg. 79 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) EXHIBIT "A" SCOPE OF SERVICES I. The Contractor shall provide the City with Services to the City as follows: A. Locations. The Contractor shall perform janitorial services, as set forth below, (“Services”) at the following locations: (1) Civic Center & Annex Building – 22795 Barton Road, Grand Terrace, CA 92313 (2) Richard Rollins Park - 22745 De Berry St; Grand Terrace, California 92313 (3) Veterans Freedom Park - 21950 Pico St, Grand Terrace, CA 92313 (4) Grand Terrace Fitness Park - 21937 Grand Terrace Rd, Grand Terrace, CA 92313 (5) Grand Terrace Dog Park – 22720 Vista Grande Way, Grand Terrace, CA 92313 B. TASK 1: Civic Center (1) Provide Services Three (3) Days/Week: Monday, Wednesday and Friday at City Hall as follows: i. Sweep all hard-surfaced floors with treated dust mops ii. Vacuum all carpet traffic patterns, giving special attention to public and executive areas iii. Empty all waste containers and place trash in pick-up areas iv. Dust desks, chairs, and office furniture with treated dust cloths (Papers and folders left on desks will not be moved.) v. Spot-clean door glass vi. Remove smudges from doors, door frames, and counters vii. Clean and polish drinking fountains viii. Return furniture to neat and orderly position ix. Remove spillage spots from carpets x. Replace wastebasket liners as necessary xi. Spot-clean partition glass xii. Clean counter and floor areas around coffee machine xiii. Empty sanitary napkin containers and replace insert xiv. Polish all metal and mirrors xv. Clean and disinfect all dispensers xvi. Clean and disinfect wash basins, toilet bowls and urinals xvii. Disinfect underside and tops of toilet seats xviii. Spot-clean tile walls and toilet partitions xix. Spot-clean walls around wash basins xx. Mop all lavatory floors with germicidal solution G.8.a Packet Pg. 80 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) xxi. Refill soap, towel, toilet tissue containers, and seat cover dispensers (Supplies will be provided) (2) Provide the following Weekly Services: i. Detail vacuum all carpeted areas ii. Dust baseboards, ledges, and window sills iii. Perform dusting of low-reach areas. Detail wood work. iv. Dust all counters, shelves, bookcases and file cabinets v. Spot clean painted partitions and painted walls vi. Spot-clean all wall switches and door facings vii. Clean entry door metal and thresholds viii. Clean lunchroom furniture and appliances ix. Replace basket liners (3) Provide the following Monthly Services: i. Perform dusting of high-reach areas including partition tops, door tops, and air conditioning vents ii. Dust picture frames iii. Brush down or vacuum wall ceiling vents iv. Clean and polish executive furniture (4) Provide the following Quarterly Services: i. Brush or vacuum upholstered furniture ii. Wipe down plastic and leather furniture iii. Clean entry door metal trim (5) Provide the following Floor Services: i. Mop composition floors for spillage daily ii. Clean and refinish all common areas floors (Twice/year) iii. Carpet shampooing (Twice/year) iv. Wipe down baseboards when refinishing floors (6) Providing the following Window Cleaning Services i. Spot clean entry lobby window glass inside and out ii. Spot clean partition glass (7) Provide the following Exterior Services: i. Sweep entrance approaches daily G.8.a Packet Pg. 81 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) C. TASK 2 Civic Center Annex Building (1) Provide Services One (1) Day/Week: Monday at the City Hall Annex Building Bathrooms as follows: i. Polish all metal and mirrors ii. Clean and disinfect all dispensers iii. Clean and disinfect wash basins, toilet bowls and urinals iv. Disinfect underside and tops of toilet seats v. Spot-clean tile walls and toilet partitions vi. Spot-clean walls around wash basins vii. Mop all lavatory floors with germicidal solution viii. Empty sanitary napkin containers and replace insert ix. Refill soap, towel, toilet tissue containers, and seat cover dispensers (Supplies will be provided) D. TASK 3: Provide Services at 7:00 a.m. and 1:00 p.m. - Saturday, Sunday & Holidays at Richard Rollins Park (referenced as “Subtask 3.1”), Veterans Freedom Park (referenced as “Subtask 3.2”), and GT Fitness Park (referenced as “Subtask 3.3”) as follows: (1) Daily Service for Common Areas i. Open parks and restroom facilities each morning at 7:00 a.m. ii. Polish all metal and mirrors iii. Clean and disinfect all dispensers iv. Clean and disinfect wash basins, toilet bowls and urinals v. Disinfect underside and tops of toilet seats vi. Spot-clean tile walls and toilet partitions vii. Spot-clean walls around wash basins viii. Empty sanitary napkin containers and replace insert ix. Mop all lavatory floors with germicidal solution x. Bathroom receptacle liners will be changed at least 1 time/weekend xi. At 7:00 a.m. and 1:00 p.m. do the following: 1. Empty and wipe out all bathroom wastepaper receptacles 2. Refill soap, towel, toilet tissue containers, and seat cover dispensers (Paper supplies provided) 3. Check for and dispose of trash and debris on park grounds 4. Empty park trash receptacles 5. Clean picnic shelter areas (2) Weekly Service i. Brush down vents ii. Wash down ceramic tile walls and toilet compartment partitions iii. Perform high dusting iv. Pour clean water down floor drains to prevent sewer gases (3) Floor Services G.8.a Packet Pg. 82 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) i. Scrub floor and refinish, clean baseboards (Twice/year) E. TASK 4: Provide Services at 7:00 a.m. and 1:00 p.m. - Saturday, Sunday & Holidays at Grand Terrace Dog Park (1) Daily Service for Common Areas i. Open park each morning at 7:00 a.m., empty all waste containers and place trash in pick-up areas ii. Clean and polish drinking fountains iii. Check park for dog feces, collect and dispose iv. Restock pet waste bags at pet waste stations v. Check for and dispose of trash and debris on park grounds vi. At 7:00 a.m. and 1:00 p.m. do the following: 1. Check for and dispose of trash and debris on park grounds 2. Empty park trash receptacles if full 3. Clean picnic table areas 4. Restock pet waste bags at pet waste stations as needed II. As part of the Services, Contractor will prepare and deliver such tangible work products to the City as may be requested by the City from time to time. III. In addition to the requirements of Section 6.2, during performance of the Services, Contractor will keep the City appraised of the status of performance by delivering status reports as requested by the City from time to time. IV. The City reserves the right to conduct inspections to confirm that the proper levels of janitorial maintenance service are performed on the City facilities. If the City finds the maintenance service fails to meet expectations, the City will notify the Contractor in writing. Contractor shall promptly correct any deficiencies within 24 hours. Failure to correct such deficiencies or repeating the same deficiency will be considered a breach of the Contract. All Services performed under this Agreement is subject to review and acceptance by the City, and must be revised by the Contractor without additional charge to the City until found satisfactory and accepted by City. V. A review of the services provided within this Agreement will be performed by the Contractor on an annual basis. The Contractor and the Public Works Director will discuss work performed since the last review, and answer questions pertaining to delivery of Services. G.8.a Packet Pg. 83 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) EXHIBIT "B" SPECIAL REQUIREMENTS I. Section 5.1(a) shall be amended as follows (bold and italics represents added language and strikethrough represents deleted language): General Liability Insurance (Occurrence Form CG0001 or equivalent). A policy of comprehensive general liability insurance written on a per occurrence basis for bodily injury, personal injury and property damage. The policy of insurance shall be in an amount not less than $1,000,000.00 per occurrence or if a general aggregate limit is used, then the general aggregate limit shall be twice the occurrence limit. This policy of insurance shall also have no less than $2,000,000 for Products Comp/Op Aggregate; $1,000,000 in Personal & Advertising Injury; $50,000 for Fire Damage (any one fire); and $5,000 for Medical Expense (any one person). II. Section 5.1(b) shall be amended as follows (bold and italics represents added language and strikethrough represents deleted language): Worker’s Compensation Insurance. A policy of worker’s compensation insurance in such amount as will fully comply with the laws of the State of California and which shall indemnify, insure and provide legal defense for the Contractor against any loss, claim or damage arising from any injuries or occupational diseases occurring to any worker employed by or any persons retained by the Contractor in the course of carrying out the work or services contemplated in this Agreement. This policy of insurance shall also have no less than $1,000,000 for EL Each Accident; $1,000,000 for EL Disease – Policy Limit; and $1,000,000 for EL Disease Each Employee. III. Section 5.1(d) shall be amended as follows (bold and italics represents added language and strikethrough represents deleted language): Professional Liability. Professional liability insurance appropriate to the Contractor’s profession. This coverage may be written on a “claims made” basis, and must include coverage for contractual liability. The professional liability insurance required by this Agreement must be endorsed to be applicable to claims based upon, arising out of or related to services performed under this Agreement. The insurance must be maintained for at least 5 consecutive years following the completion of Contractor’s services or the termination of this Agreement. During this additional 5-year period, Contractor shall annually and upon request of the City submit written evidence of this continuous coverage. This policy of insurance shall also be in an amount no less than $1,000,000 per claim and $2,000,000 in the aggregate. G.8.a Packet Pg. 84 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) EXHIBIT "C" SCHEDULE OF COMPENSATION I. Contractor shall perform the following tasks at the following rates: Task Description Monthly Cost Yearly Cost 1 Cleaning of City Hall 3 days/week on Monday, Wednesday and Friday $670.00 $8,040.00 2 Cleaning of City Hall Annex Building Bathroom 1 day/week on Monday $90.00 $1,080.00 3.1 Provide Access at 7:00 a.m. and Cleaning Services Twice a day (at 7:00 a.m. and at 1:00 p.m.) on Saturday, Sunday, and Holidays at Richard Rollins Park $400.00 $4,800.00 3.2 Provide Access at 7:00 a.m. and Cleaning Services Twice a day (at 7:00 a.m. and at 1:00 p.m.) on Saturday, Sunday, and Holidays at Veterans Freedom Park $400.00 $4,800.00 3.3 Provide Access at 7:00 a.m. and Cleaning Services Twice a day (at 7:00 a.m. and at 1:00 p.m.) on Saturday, Sunday, and Holidays at GT Fitness Park $400.00 $4,800.00 4 Provide Access at 7:00 a.m. and Cleaning Services Twice a Day (at 7:00 a.m. and at 1:00 p.m.) on Saturday, Sunday, and Holidays at Grand Terrace Dog Park $125.00 $1,500.00 Total Annual Cost: $25,020.00 II. Within the budgeted amounts for each Task, and with the approval of the Contract Officer, funds may be shifted from one Task subbudget to another so long as the Contract Sum is not exceeded per Section 2.1, unless Additional Services are approved per Section 1.8. IV. The City will compensate Contractor for the Services performed upon submission of a valid invoice. Each invoice is to include: A. Line items for all personnel describing the work performed, the number of hours worked, and the hourly rate. B. Line items for all materials and equipment properly charged to the Services. C. Line items for all other approved reimbursable expenses claimed, with supporting documentation. D. Line items for all approved subcontractor labor, supplies, equipment, materials, and travel properly charged to the Services. V. The total annual compensation for the Services shall not exceed $25,020.00 as provided in Section 2.1 of this Agreement. G.8.a Packet Pg. 85 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) EXHIBIT “D” SCHEDULE OF PERFORMANCE I. Consultant shall perform all Services timely in accordance with the schedule as provided in Exhibit “A”. II. The Contract Officer may approve extensions for performance of the services in accordance with Section 3.2. G.8.a Packet Pg. 86 At t a c h m e n t : P r o f e s s i o n a l S e r v i c e s A g r e e m e n t - M o r a n J a n i t o r i a l S e r v i c e s [ R e v i s i o n 1 ] ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 87 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 88 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 89 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 90 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 91 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 92 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 93 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 94 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 95 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 96 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 97 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 98 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 99 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 100 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 101 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 102 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 103 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 104 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 105 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 106 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 107 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) G.8.b Packet Pg. 108 At t a c h m e n t : M o r a n J a n i t o r i a l S e r v i c e P r o p o s a l ( C o n t r a c t A w a r d f o r F a c i l i t y J a n i t o r i a l S e r v i c e s ) AGENDA REPORT MEETING DATE: January 12, 2021 Council Item TITLE: Purchase and Installation of Park Shade Structures at Fitness Park though the BuyBoard National Purchasing Cooperative PRESENTED BY: Craig Bradshaw, Interim Public Works Director RECOMMENDATION: 1. Consider waiving the City’s competitive bidding procedures with respect to the purchase of shade structures from Superior Recreational Products through the BuyBoard National Cooperative; and 2. Adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, ELECTING TO JOIN THE BUYBOARD NATIONAL PURCHASING COOPERATIVE AND APPROVING THE RELATED INTERLOCAL PARTICIPATION AGREEMENT; and 3. Authorize the purchase of park shade structures from Superior Recreational Products by purchase order in an amount of $48,778.86 (which includes a 10% discount) for Grand Terrace Fitness Park; and 4. Authorize staff to advertise the Grand Terrace Fitness Park Shade Project. 5. Adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, APPROVING AN EXPENDITURE OF BOND PROCEEDS FOR THE PURCHASE AND INSTALLATION OF PARK SHADE STRUCTURES AT THE GRAND TERRACE FITNESS PARK; and; 6. Appropriate $100,000 from the General Fund 2011 Bond Proceeds Balance to Account No. 10-955-800-109 for the purchase and installation of park shade structures at the Grand Terrace Fitness Park. 2030 VISION STATEMENT: G.9 Packet Pg. 109 This staff report supports City Council Goal #2 "Maintain Public Safety" by investing in critical improvements to public infrastructure. BACKGROUND: The City receives several requests about adding amenities and improvements to City Parks. One of the requests has been to add shade structures at Fitness Park since there is a lack of natural shade. The City Council, at its Priorities Workshop Meeting on ______, added shade structure for playground areas at the Grand Terrace Fitness Park because of the lack of natural shade to shield park visitors and playground equipment. To accomplish the installation of shade structures, the following is proposed. 1 Staff proposes to purchase the park shade structure materials for the project directly from Superior Recreational Products through a governmental purchasing cooperative named the BuyBoard National Purchasing Cooperative, which is a purchasing cooperative agency that operates as a public entity under Maryland and Rhode Island statute. Purchasing through the BuyBoard National Purchasing Cooperative ensures the City will receive competitive pricing on materials and saves contractor markup. In order to do so, the City must join the BuyBoard National Purchasing Cooperative (BuyBoard) by adopting a resolution electing to join and entering into an Interlocal Participation Agreement. 2. Utilize informal bidding procedures to hire a contractor for the installation of the structural poles and shade structures. To fund the cost of materials and the installation of the shade structures, it is proposed to allocate $100,000 from bond proceeds from the 2011A Bonds Proceeds. DISCUSSION: Staff received the attached proposal for the purchase of shade structure materials at Grand Terrace Fitness Park. The proposal included schematic design locations of six (6) columns and three (3) shade sails. Superior Recreational Products is providing the materials at the BuyBoard’s government pricing, minus a 10% discount. The total cost of materials, shipping and tax is $48,778.86. Issuing the purchase order at this time will speed up the process of acquiring the materials, due to the 8-10 weeks lead time for fabrication of columns. If purchased from Superior Recreational Products, the following warranties will be applicable: 1-year limited warranty on all moving parts; 10-year warranty on thread; 10-year limited warranty on fabric; 20 years for steel structures; and 5-year limited warranty for powder coating. However, these warranties do not cover G.9 Packet Pg. 110 natural disasters (e.g., earthquakes). These warranties are described in greater detail in this report’s attachments. Once the materials are purchased, the City would then informally bid the installation of the materials. The cost of installation is estimated to be $50,000. Total cost of material purchase and installation is approximately $100,000. Installation Timeline The anticipated completion timeline is as follows: 1. December 17, 2020. City issued a purchase order in the amount of $1,200 to obtain structural design of poles and stamped plans. 2. January 12, 2021. City approves proposed resolution to join BuyBoard and utilize BuyBoard’s pricing and issues a purchase order to Superior Recreational Products in the amount of $48,778.87. Superior Recreational Projects then orders materials following receipt of structural design and stamped plans. There is an 8-10- week lag time for ordering columns and approximately 3-4-week lag time for custom sails. 3. January 18, 2021. City receives structural pole design and signed site plans. Staff will then utilize the city's informal bidding procedures to select a contractor for construction and installation. This project would be entitled the “Grand Terrace Fitness Park Shade Project.” 4. February 23, 2020. Award contract for installation of park shade structures. 5. March 2021. Poles installed and precise measurements are provided to Superior Recreational Products for fabrication of park sail shade material. 6. June 2021. Park shade material is installed. Contract completion. Use of Alternative Purchasing Procedures The direct purchase of shade structures from Superior Recreational Products will be obtained according to their public entity price agreements with BuyBoard. The direct purchase will result in a material cost savings of 10% off BuyBoard list price, eliminate the typical contractor markup costs on providing the materials, and a reduction in administrative expenses. The following Municipal Code allows the following types of purchases of materials outside of the standard competitive bid process: 3.24.170 - "Piggyback" purchases. Nothing contained in this Section shall prohibit the City from purchasing supplies, G.9 Packet Pg. 111 materials, equipment or services without complying with the herein bidding procedure, from a supplier who offers the same or better price, terms and/or conditions as the supplier previously offered as the lowest responsible bidder under competitive procurement conducted by another City or public agency, provided that the competitive procurement process of the other agency meets or exceeds the standards of the City, is for like or greater quantities, includes all known bidders and that, in the opinion of the purchasing agent, it is in the best interest of the City. This procurement practice is commonly referred to as "piggyback" purchasing. 3.24.180 - Exceptions to competitive bidding requirement. Notwithstanding any provision of this Chapter to the contrary, the competitive bidding provisions of this Chapter may be dispensed with when contracts which by their nature do not lend themselves to award by competitive bidding such as, but not limited to: … (F) Supplies, materials or equipment which can be obtained at a favorable price as a result of other governmental purchasing programs; and, … (H) Such other circumstances as the City Council may determine and document that will result in cost savings greater than those which would result from the use of customary bidding process. Based upon the forgoing, Staff has determined that purchasing this through from Superior Recreation through BuyBoard is the most efficient and cost-effective way to procure the necessary materials for the project, provides cost savings greater than those which would result from the use of customary bidding process, and is in the best interest of the City for the following reasons: 1. The materials being purchased have been competitively bid and included as part of a national governmental agency and included in BuyBoard. Many cities and other public agencies in California use this same bid board for purchase of materials. Superior Recreational Products further discounted the purchase price of the materials 10%. 2. Superior Recreational Brands utilizes the local landscape architecture company Recreation Brands Southern California, that specializes in park equipment and structure design. They have visited the park, prepared a design and are in the process of securing structural calculations and stamped plans. The city contracted separately with them for a total cost of $1,200 for the stamped plans. Superior Recreational Brands would be considered as a value-added reseller (VAR). They have added value to their park sail material by providing design and purchasing coordination at no additional cost to the city. 3. BuyBoard is a purchasing cooperative created by Maryland statute and Rhode Island Statute. 4. This is consistent with the intent of the Cooperative Purchasing provisions in G.9 Packet Pg. 112 Section 3.24.160 of the Municipal Code and such cooperative purchasing is commonly utilized by other cities. The City Council may consider waiving the City’s competitive bidding procedures and determine that the purchase of materials from Superior Recreational Brands through BuyBoard is consistent with the requirements of Grand Terrace Municipal Code Sections 3.24.170 and 3.24.180 and consistent with the intent of cooperative purchasing under Grand Terrace Municipal Code Section 3.24.160. STAFF RECOMMENDATIONS Therefore, Staff recommends that the City Council consider waiving the City’s competitive bidding procedures; and, if such competitive bidding procedures are waived, then (1) Adopt the attached resolution electing to join BuyBoard and approving the Interlocal Participation Agreement; (2) Approve the purchase of park shade structure materials by purchase order as described herein; (3) authorize Staff to advertise the Grand Terrace Fitness Park Shade Project; (4) Adopt the attached resolution finding this project is consistent with the requirements of the 2011 Tax Allocation Bonds and authorizing expenditure of $100,000 of such proceeds for use on this project; and (5) Appropriate $100,000 from the General Fund 2011 Bond Proceeds Balance to Account No. 10-955-800-109 for the purchase and installation of park shade structures at the Grand Terrace Fitness Park. FISCAL IMPACT: Staff is recommending that City Council approve the appropriation of $100,000 from the General Fund 2011 Bond Proceeds as highlighted in the table below: City of Grand Terrace Use of Approved 2011A Bond Proceeds (20%) BALANCE: As of 01-07-2021 Account Description Amount Bond Proceeds as approved by the Department of Finance (20%) 5% of proceeds $289,015 15% of proceeds $2,026,585 Total Authorized $2,315,600 Completed and/or Partially Completed Projects: 10-955-706 Playground Resurfacing - Child Care Facility $26,826 G.9 Packet Pg. 113 City of Grand Terrace Use of Approved 2011A Bond Proceeds (20%) BALANCE: As of 01-07-2021 Account Description Amount 10-955-707 Traffic Signal Lighting $23,200 10-955-708 Tree Replacement $15,282 10-955-709 Playground Resurfacing - Rollins Park $116,064 10-955-710 Sidewalk Repair $19,818 10-955-800-101 ALPR Cameras $142,147 10-955-800-102 Woody's Classic Grill Incentive Agreement $50,000 10-955-800-104 Purchase of Housing Authority Property $665,000 10-955-800-105 Mount Vernon Slope (grant writing services) $16,660 10-955-800-106 Barton Road Streetscape Plan (KTUA) TO DATE $38,673 10-955-800-107 Dog Park $54,254 10-955-800-108 Michigan Walkable Street Plan (KTUA) TO DATE $54,697 $1,222,621 Balance as of 12-31-2020 $1,092,979 Approved Projects: 10-955-800-103 Architecture & Planning Services (KTGY) $18,500 10-955-800-106 Barton Road Streetscape Plan (KTUA) Balance $12,468 10-955-800-108 Michigan Walkable Street Plan (KTUA) Balance $19,801 $50,769 Revised Balance $1,042,210 Other City Council-Approved Priority Projects Reduction of $20k Mount Vernon Slope ($580k - $20k for Canopy Project) $560,000 Sidewalk & Storm Drains on Michigan $300,000 Reduction of $20k Barton Road Business Sign Program ($100k - $20k for Canopy Project) $80,000 $940,000 NET $102,210 January 12, 2020 Proposed Project Approval 10-955-800-109 Canopy Shade for Fitness Park $100,000 BALANCE, 01-12-2020 $2,210 ATTACHMENTS: • Buy Board Resolution (DOCX) • Buy Board interlocal-participation-agreement (PDF) • Invoice - Grand Terrace Fitness Park - Binder (PDF) • Reso for Use of Bond Proceeds for GT Fitness Park (DOCX) G.9 Packet Pg. 114 APPROVALS: Craig Bradshaw Completed 01/04/2021 4:22 PM City Attorney Completed 01/06/2021 3:35 PM Finance Completed 01/07/2021 3:17 PM City Manager Completed 01/07/2021 3:23 PM City Council Pending 01/12/2021 6:00 PM G.9 Packet Pg. 115 RESOLUTION NO. 2021 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, ELECTING TO JOIN THE BUYBOARD NATIONAL PURCHASING COOPERATIVE AND APPROVING THE RELATED INTERLOCAL PARTICIPATION AGREEMENT WHEREAS, the National Purchasing Cooperative was formed on May 26, 2010, and developed to comply with state laws that require governmental entities to make purchases from an approved list of vendors who have gone through a competitive procurement process, the National Purchasing Cooperative (“Cooperative”) gives members the advantage of leveraging its ability to obtain bulk discounts, combined with the ease of online, web-based shopping; and WHEREAS, the pricing for certain services, materials, and supplies offered by the Cooperative would be advantageous for the City to join the Cooperative; and WHEREAS, the City therefore desires to join the Cooperative to take advantage of the Cooperative’s cost savings in the best interest of the City. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Grand Terrace, as follows: Section 1. The recitals set forth above are incorporated herein by this reference. Section 2. The City Council hereby elects to join The National Purchasing Cooperative and, therefore, approves the Interlocal Participation Agreement, which is attached hereto as Exhibit “A”. Section 3. The City Manager is authorized to execute the Interlocal Participation Agreement and take other actions necessary to implement this Resolution. Section 4. This Resolution shall take effect immediately upon its adoption PASSED, APPROVED AND ADOPTED by the City Council of the City of Grand Terrace, California, at a regular meeting held on the 12th day of January, 2021 ____________________________ Darcy McNaboe Mayor ATTEST: ___________________________ Debra L. Thomas G.9.a Packet Pg. 116 At t a c h m e n t : B u y B o a r d R e s o l u t i o n [ R e v i s i o n 5 ] ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) City Clerk APPROVED AS TO FORM: ___________________________ Adrian Guerra City Attorney G.9.a Packet Pg. 117 At t a c h m e n t : B u y B o a r d R e s o l u t i o n [ R e v i s i o n 5 ] ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) Exhibit A Interlocal Agreement G.9.a Packet Pg. 118 At t a c h m e n t : B u y B o a r d R e s o l u t i o n [ R e v i s i o n 5 ] ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) Page 1 of 6 (Revised by the Cooperative Board of Trustees on March 10, 2016). NATIONAL PURCHASING COOPERATIVE INTERLOCAL PARTICIPATION AGREEMENT This Interlocal Participation Agreement ("Agreement") is made and entered into on the date indicated below by and between The National Purchasing Cooperative ("Cooperative"), an administrative agency of cooperating local governments, acting on its own behalf and the behalf of all participating local governments, and the undersigned local government ("Cooperative Member"). I. RECITALS WHEREAS, the National Purchasing Cooperative was formed on May 26, 2010, pursuant to MD. CODE ANN., STATE FIN. & PROC. § 13-110 (West 2009), and R.I.GEN.LAWS § 16-2-9.2 (2009); and WHEREAS, the purpose of this Agreement is to facilitate compliance with state procurement requirements, to identify qualified vendors of commodities, goods and services, to relieve the burdens of the governmental purchasing function, and to realize the various potential economies, including administrative cost savings, for Cooperative Members; NOW THEREFORE, in consideration of the mutual covenants, promises and obligations contained herein, the undersigned Cooperative Member and the Cooperative agree as follows. II. TERMS AND CONDITIONS 1. Adopt Organizational Interlocal Cooperation Agreement. The Cooperative Member by the execution or acceptance of this Agreement hereby adopts and approves the Organizational Interlocal Agreement dated May 26, 2010, which agreement is incorporated herein by reference (and is available from the Cooperative upon request). The Organizational Interlocal Agreement established the Cooperative as an administrative agency of its collective participants, and Cooperative Member agrees to become a participant or additional party to that Organizational Interlocal Agreement. 2. Term. The initial term of this Agreement shall commence on the date it is executed by both parties and shall automatically renew for successive one-year terms unless sooner terminated in accordance with the provisions of this Agreement. 3. Termination. (a) By the Cooperative Member. This Agreement may be terminated by the Cooperative Member at any time by thirty (30) days prior written notice to the Cooperative, provided any amounts owed to any vendor have been fully paid. G.9.b Packet Pg. 119 At t a c h m e n t : B u y B o a r d i n t e r l o c a l - p a r t i c i p a t i o n - a g r e e m e n t ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) Page 2 of 6 (Revised by the Cooperative Board of Trustees on March 10, 2016). (b) By the Cooperative. The Cooperative may terminate this Agreement by: (1) Giving ten (10) days notice by certified mail to the Cooperative Member if the Cooperative Member breaches this Agreement; or (2) Giving thirty (30) days notice by certified mail to the Cooperative Member with or without cause. (c) Termination Procedure. If the Cooperative Member terminates its participation under this Agreement or breaches this Agreement, or if the Cooperative terminates participation of the Cooperative Member, the Cooperative Member shall bear the full financial responsibility for all of its purchases made from vendors under or through this Agreement. The Cooperative may seek the whole amount due, if any, from the terminated Cooperative Member. In addition, the Cooperative Member agrees it will not be entitled to a distribution which may occur after the Cooperative Member terminates from the Cooperative. 4. Payments by Cooperative Member. The Cooperative Member will make timely payments to the vendor for the goods, materials and services received in accordance with the terms and conditions of the bid invitation, instructions, and all other applicable procurement documents. Payment for goods, materials and services and inspections and acceptance of goods, materials and services ordered by the procuring Cooperative Member shall be the exclusive obligation of the procuring Cooperative Member, and not the Cooperative. Furthermore, the Cooperative Member is solely responsible for negotiating and securing ancillary agreements from the vendor on such other terms and conditions, including provisions relating to insurance or bonding, that the Cooperative Member deems necessary or desirable under federal, state or local law, local policy or rule, or within its business judgment. 5. Payments by Vendors. The parties agree that the Cooperative will require payment from vendors which are selected to provide goods, materials or services to Cooperative Members. Such payment (hereafter “Vendor Fees”) may be up to two percent (2%) of the purchase price paid by Cooperative Members or a flat fee amount that may be set from time to time by the Cooperative Board of Directors. Cooperative Member agrees that these Vendor Fees fairly compensate the Cooperative for the services and functions performed under this Agreement and that these Vendor Fees enable the Cooperative to pay the administrative, endorsement, licensing, marketing, and other expenses involved in successfully operating a program of electronic commerce for the Cooperative Members. Further, Cooperative Member affirmatively disclaims any rights to such Vendor Fees, acknowledging all such fees are the property of the Cooperative. Similarly, in no event shall a Cooperative Member be responsible for payment of Vendor Fees. 6. Distribution. From time to time, and at the sole discretion of the Cooperative Board of Directors, the Cooperative may issue a distribution to Cooperative Members under a plan developed by the Cooperative Board of Directors. The Cooperative Member acknowledges that a distribution is never guaranteed and will depend on the overall financial condition of the Cooperative at the time of the distribution and the purchases made by the Cooperative Member. 7. Administration. The Cooperative may enter into contracts with others, including non-profit associations, for the administration, operation and sponsorship of the purchasing program provided by this Agreement. The Cooperative will provide reports, at least annually, to the Cooperative Member electronically or by G.9.b Packet Pg. 120 At t a c h m e n t : B u y B o a r d i n t e r l o c a l - p a r t i c i p a t i o n - a g r e e m e n t ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) Page 3 of 6 (Revised by the Cooperative Board of Trustees on March 10, 2016). mail. Cooperative Member will report purchase orders generated under this Agreement to the Cooperative or its designee, in accordance with instructions of the Cooperative. 8. BuyBoard®. Cooperative Member will have a non-exclusive license to use the BuyBoard electronic purchasing application (BuyBoard) during the term of this Agreement. Cooperative Member acknowledges and agrees that the BuyBoard electronic application and trade name are owned by the Texas Association of School Boards, Inc., and that neither the Cooperative nor the Cooperative Member has any proprietary rights in the BuyBoard electronic application or trade name. The Cooperative Member will not attempt to resell, rent, or otherwise distribute any part of BuyBoard to any other party; nor will it attempt to modify the BuyBoard programs on the server or acquire the programming code. The Cooperative Member may not attempt to modify, adapt, translate, distribute, reverse engineer, decompile, or disassemble any component of the application. The Cooperative Member will use BuyBoard in accordance with instructions from the Cooperative (or its designee) and will discontinue use upon termination of participation in the Cooperative. The Cooperative Member will maintain equipment, software and conduct testing to operate the BuyBoard system at its own expense. III. GENERAL PROVISIONS 1. Amendment by Notice. The Board may amend this Agreement, provided that prior written notice is sent to the Cooperative Member at least 60 days prior to the effective date of any change described in such amendment and provided that the Cooperative Member does not terminate its participation in the Cooperative before the expiration of said 60 days. 2. Authorization to Participate and Compliance with Local Policies. Each Cooperative Member represents that its governing body has duly authorized its participation in the Cooperative and that the Cooperative Member will comply with all state and local laws and policies pertaining to purchasing of goods and services through its membership in the Cooperative. 3. Bylaws. The Cooperative Member agrees to abide by the Bylaws of the Cooperative, as they may be amended, and any and all written policies and procedures established by the Cooperative. Notwithstanding the foregoing, the Cooperative shall provide written notice to the Cooperative Member of any amendment to the Bylaws of the Cooperative and any written policy or procedure of the Cooperative that is intended to be binding on the Cooperative Member. The Cooperative shall promptly notify all Cooperative Members in writing of any Bylaw amendment, policy or procedure change. 4. Cooperation and Access. The Cooperative Member agrees that it will cooperate in compliance with any reasonable requests for information and/or records made by the Cooperative. The Cooperative reserves the right to audit the relevant records of any Cooperative Member. Any breach of this provision shall be considered material and shall make the Agreement subject to termination on ten (10) days written notice to the Cooperative Member. 5. Coordinator. The Cooperative Member agrees to appoint a program coordinator who shall have express authority to represent and bind the Cooperative Member, and the Cooperative will not be required to contact any other individual regarding program matters. Any notice to or any agreements with the coordinator shall be binding upon the Cooperative Member. The Cooperative Member reserves the right to change the coordinator as needed by giving written notice to the Cooperative. Such notice is not effective until actually received by the Cooperative. G.9.b Packet Pg. 121 At t a c h m e n t : B u y B o a r d i n t e r l o c a l - p a r t i c i p a t i o n - a g r e e m e n t ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) Page 4 of 6 (Revised by the Cooperative Board of Trustees on March 10, 2016). 6. Current Revenue. The Cooperative Member hereby represents that all payments, fees, and disbursements required of it hereunder shall be made from current revenues budgeted and available to the Cooperative Member. 7. Defense and Prosecution of Claims. The Cooperative Member authorizes the Cooperative to regulate the commencement, defense, intervention, or participation in a judicial, administrative, or other governmental proceeding or in an arbitration, mediation, or any other form of alternative dispute resolution, or other appearances of the Cooperative in any litigation, claim or dispute which arises from the services provided by the Cooperative on behalf of its members, collectively or individually. Neither this provision nor any other provision in this Agreement will create a legal duty for the Cooperative to provide a defense or prosecute a claim; rather, the Cooperative may exercise this right in its sole discretion and to the extent permitted or authorized by law. The Cooperative Member shall reasonably cooperate and supply any information necessary or helpful in such prosecution or defense. Subject to specific revocation, the Cooperative Member hereby designates the Cooperative to act as a class representative on its behalf in matters arising out of this Agreement. 8. Governance. The Board of Directors (Board) will govern the Cooperative in accordance with the Bylaws. 9. Legal Authority. The Cooperative Member represents to the Cooperative the following: a) The Cooperative Member has conferred with legal counsel and determined it is duly authorized by the laws of the jurisdiction in which the Cooperative Member lies to participate in cooperative purchasing, and specifically, the National Purchasing Cooperative. b) The Cooperative Member possesses the legal authority to enter into this Agreement and can allow this Agreement to automatically renew without subsequent action of its governing body. c) Purchases made under this Agreement will satisfy all procedural procurement requirements that the Cooperative Member must meet under all applicable local policy, regulation, or state law. d) All requirements––local or state–for a third party to approve, record or authorize the Agreement have been met. 10. Disclaimer. THE COOPERATIVE, ITS ENDORSERS, SPONSORS AND SERVICING CONTRACTORS, INCLUDING THE NATIONAL SCHOOL BOARDS ASSOCIATION (NSBA) AND THE TEXAS ASSOCIATION OF SCHOOL BOARDS, INC. (TASB), DO NOT WARRANT THAT THE OPERATION OR USE OF COOPERATIVE SERVICES WILL BE UNINTERRUPTED OR ERROR FREE. THE COOPERATIVE, ITS ENDORSERS, SPONSORS AND SERVICING CONTRACTORS, HEREBY DISCLAIM ANY AND ALL WARRANTIES, EXPRESS OR IMPLIED, IN REGARD TO ANY INFORMATION, PRODUCT OR SERVICE FURNISHED UNDER THIS AGREEMENT, INCLUDING WITHOUT LIMITATION, ANY AND ALL IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. 11. Limitation of Liability. Without waiver of the disclaimer or other limitation of liability in this Agreement, the parties agree that: (a) Neither party waives any immunity from liability afforded under law; G.9.b Packet Pg. 122 At t a c h m e n t : B u y B o a r d i n t e r l o c a l - p a r t i c i p a t i o n - a g r e e m e n t ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) Page 5 of 6 (Revised by the Cooperative Board of Trustees on March 10, 2016). (b) In regard to any lawsuit or formal adjudication arising out of or relating to this Agreement, neither party shall be liable to the other under any circumstance for special, incidental, consequential, or exemplary damages; (c) The maximum amount of damages recoverable will be limited to the amount of fees which the Cooperative received as a direct result of the Cooperative Member’s purchase activity, within 12 months of when the lawsuit or action was filed; and (d) In the event of a lawsuit or formal adjudication the prevailing party will be entitled to recover reasonable attorney’s fees. Without waiver of the disclaimer or other limitation of liability in this Agreement, the parties further agree to limit the liability of the Cooperative’s Endorsers, Sponsors and Servicing Contractors (defined in Paragraph 11, above) up to the maximum amount each received from or through the Cooperative, as a direct result of the undersigned Cooperative Member’s purchase activity, within 12 months of the filing of any lawsuit or action. 12. Limitation of Rights. Except as otherwise expressly provided in this Agreement, nothing in this Agreement is intended to confer upon any person, other than the parties hereto, any benefits, rights, or remedies under or by reason of this Agreement. 13. Merger/Entirety. This Agreement, together with the Cooperative’s Bylaws and Organizational Interlocal Agreement, represents the complete understanding of the Cooperative and Cooperative Member. To the extent there exists any conflict between the terms of this Agreement and that of prior agreements, the terms of this Agreement shall control and take precedence over all prior participation agreements. 14. Notice. Any written notice to the Cooperative may be given by e-mail to NSBA at BuyBoard@nsba.org; by U.S. mail, postage prepaid, and delivered to the National Purchasing Cooperative, 1680 Duke Street FL2, Alexandria, VA, 22314; or other mode of delivery typically used in commerce and accessible to the intended recipient. Notices to Cooperative Member may be given by e-mail to the Cooperative Member’s Coordinator or other e-mail address of record provided by the Cooperative Member; by U.S. mail, postage prepaid, and delivered to the Cooperative Member’s Coordinator or chief executive officer (e.g., superintendent, city manager, county judge or mayor); or other mode of delivery typically used in commerce and accessible to the intended recipient. 15. Severability. If any portion of this Agreement shall be declared illegal or held unenforceable for any reason, the remaining portions shall continue in full force and effect. 16. Signatures/Counterparts. The failure of a party to provide an original, manually executed signature to the other party will not affect the validity, enforceability or binding effect of this Agreement because either party may rely upon an electronic or facsimile signature as if it were an original. Furthermore, this Agreement may be executed in several separate counterparts, each of which shall be an original and all of which shall constitute one and the same instrument. 17. Authority. By the execution and delivery of this Agreement, each undersigned individual represents that he or she is authorized to bind the entity that is a party to this Agreement. G.9.b Packet Pg. 123 At t a c h m e n t : B u y B o a r d i n t e r l o c a l - p a r t i c i p a t i o n - a g r e e m e n t ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) Page 6 of 6 (Revised by the Cooperative Board of Trustees on March 10, 2016). IN WITNESS WHEREOF, the parties, acting through their duly authorized representatives, accept this Agreement. TO BE COMPLETED BY THE NATIONAL PURCHASING COOPERATIVE: By: Date: Director, Member & Leadership Services National School Boards Association On behalf of the National Purchasing Cooperative TO BE COMPLETED BY COOPERATIVE MEMBER: [Signature required unless accepted as an Amendment by Notice as described in the Agreement.] _________________________________________________________________ (Name of Local Government) By: __________________________________________________ Date: _________________ Signature of authorized representative of Cooperative Member __________________________________________________ Printed name and title of authorized representative Coordinator for the Cooperative Member is: ___________________________________ Name ___________________________________ Title ___________________________________ Mailing Address ___________________________________ City ___________________________________ State Zip Code ___________________________________ Telephone ___________________________________ Fax ___________________________________ Email G.9.b Packet Pg. 124 At t a c h m e n t : B u y B o a r d i n t e r l o c a l - p a r t i c i p a t i o n - a g r e e m e n t ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) 1050 Columbia Dr. Carrollton, GA 30117 QUO0208449 1.800.327.8774 superiorrecreation.com CREATED: 9/1/2020 EXPIRES: 11/17/2020 Thank you for the opportunity to quote your upcoming project! If you have any questions, please contact our Customer Service Department at 1.800.327.8774. Quotes do not include installation or safety surfacing unless otherwise noted. In the event of any inconsistencies in regards to terms, the terms stated on this quote shall control. PREPARED BY: William Cockrill Page 1 of 2 play. relax. live. PROJECT NAME NOTES Grand Terrace Fitness Park (revision of QUO0208211) BuyBoard #592-19 BILL TO SHIP TO TERMS Harold Duffey 909-824-6621 ext. 212 City of Grand Terrace 22795 Barton Rd. Grand Terrace CA 92313 TBD City of Grand Terrace 21937 Grand Terrace Ave Grand Terrace CA 92313 Net 30 QTY ITEM UNIT PRICE EXTENDED PRICE 1 Custom Shade Design - [COLUMNS OR METAL COMPONENTS FOR CUSTOM SAIL SHADE SIGN:] C1 (1) COLUMN: 14” SCH 40 @ 10’L + 3’ FOR EMBEDMENT/ DIRECT BURY. C2 (1) COLUMN: 14” SCH 40 @ 16’L + 3’ FOR EMBEDMENT/ DIRECT BURY. C3 (1) COLUMN: 16” SCH 40 @ 20’L + 3’ FOR EMBEDMENT/ DIRECT BURY. C4 (1) COLUMN: 14” SCH 40 @ 20’L + 3’ FOR EMBEDMENT/ DIRECT BURY. C5 (1) COLUMN: 16” SCH 40 @ 23’L + 3’ FOR EMBEDMENT/ DIRECT BURY. C6 (1) COLUMN: 14” SCH 40 @ 16’L + 3’ FOR EMBEDMENT/ DIRECT BURY. FRAME COLOR: TBD SHIPPING WEIGHT: 9601 LBS Pre-Fabricated Ready To Assemble Components; Superdurable Polyester TGIC 6 mil thick Powder Coated Framework “Using SRP’s Standard Framing Color Options” ~~~IF APPLICABLE WALL BRACKET HDWR TO BE SUPPLIED BY OTHERS~~~ ______________________________________________________ _______ $33,854.00 $33,854.00 G.9.c Packet Pg. 125 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) 1050 Columbia Dr. Carrollton, GA 30117 QUO0208449 1.800.327.8774 superiorrecreation.com CREATED: 9/1/2020 EXPIRES: 11/17/2020 Thank you for the opportunity to quote your upcoming project! If you have any questions, please contact our Customer Service Department at 1.800.327.8774. Quotes do not include installation or safety surfacing unless otherwise noted. In the event of any inconsistencies in regards to terms, the terms stated on this quote shall control. PREPARED BY: William Cockrill Page 2 of 2 play. relax. live. QTY ITEM UNIT PRICE EXTENDED PRICE 1 Custom Shade Design SAIL FABRIC - [CANOPY/FABRIC FOR CUSTOM SAIL SHADE DESIGN:] (1) TRIANGULAR CANOPY TO FIT AN OPENING APPROXIMATELY 51'-6" x 34'-2" x 47'-4" WITH QUICK TENSION AND RELEASE MECHANISMS, CABLES, & CLAMPS. (1) TRIANGULAR CANOPY TO FIT AN OPENING APPROXIMATELY 47'-2" x 53'-10" x 50'-6" WITH QUICK TENSION AND RELEASE MECHANISMS, CABLES, & CLAMPS. (1) TRIANGULAR CANOPY TO FIT AN OPENING APPROXIMATELY 35'-8" x 42'-7" x 50'-6" WITH QUICK TENSION AND RELEASE MECHANISMS, CABLES, & CLAMPS. FABRIC COLOR: TBD SHIPPING WEIGHT: 275 LBS ~~~ FABRIC MOUNTING POINTS MUST BE IN PLACE BEFORE FABRIC MEASUREMENTS ARE TAKEN TO ASSURE PROPER FIT. ALL MEASUREMENTS SHOULD BE TAKEN FROM TAB HOLES OR FROM CENTER MOST POINTS $9,730.00 $9,730.00 Subtotal.$43,584.00 SRP BuyBoard Discount - SRP BuyBoard 10% Discount -10%($4,358.40) Subtotal.$39,225.60 1 Engineering: Sealed Drawings & Fees - Engineering: Sealed Drawings & Fees with calculations $1,200.00 $1,200.00 1 Freight: Freight Out Billable and Handling - Freight: Freight Out Billable and Handling $6,513.28 $6,513.28 Subtotal $46,938.88 Tax (7.75%)$3,039.99 Net Total $49,978.87 G.9.c Packet Pg. 126 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) G.9.c Packet Pg. 127 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) G.9.c Packet Pg. 128 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) Turquoise* Cream* Mint Green Purple Beige* Forest Green Cedar*Brown Silver Steel Gray* Latte Brunswick Green* Sun Blaze Cayenne* Midnight Rivergum Green* True Blue Sky Blue*Navy Blue Yellow*Pearl Onyx Shade Colors TRADITIONAL FABRIC • ALL COLORS PASS THE NFPA 701 AND ASTM E84 TESTS For more information, contact us at 866.518.8120 or superiorrecreation.com/colors * Not California Fire Marshal certified G.9.c Packet Pg. 129 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) Powder Coat Colors Brown Iced Coffee White RedOrangeYellow Spring Green Ocean Blue Deep Periwinkle Burgundy TerracottaButterscotch Electric Purple Blue Patina Green Deep Green Feather GrayRubbed Bronze Starry Night Iron GrayBlack G.9.c Packet Pg. 130 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) srpshade.com | 1 REV. 03.09.16 Shade Structure Material Specifications FABRIC SPECIFICATIONS • Shade fabric is made of UV stabilized cloth manufactured by ALNET or approved equal. • The high density polyethylene material shall be manufactured with tensioned fabric structures in mind. • The fabric knit is to be made using monofilament and tape filler which has a weight of 9.38 to 10.32 oz. sq. yd. Material to be Rachel-knitted to ensure material will not unravel if cut. • Burst strength of 828 lbf (ASTM 3786). • Cloth meets fire resistance tests as follows: Alnet Extra Block: California State Fire Marshall Reg. #F-93501 Others: NFPA 701-99 (Test Method 2) and ASTM E-84 FABRIC PROPERTIES STRETCH STENTORED Tear Tests (lbs/ft)WARP 44.8 WEFT 44 Burst Tests (lbs ft) 828 Fabric Weight (oz/sqFT) avg 1.02 to 1.07 Fabric Width 9’-10” Roll Length 150’ Roll Size 63” x 16.5” Weight 120 lbs. Life Expectancy 10 years Fading Minimum fading after 6 years, 3 years for red and yellow Temperature -77 degrees Maximum Temperature +167 degrees 1050 Columbia Drive, Carrollton, GA 30117 800.327.8774 | sales@siibrands.com Continued on Page 2 G.9.c Packet Pg. 131 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) srpshade.com | 2 REV. 03.09.16 • Shade protection and UV screen protection factors are as follows: SHADE PROTECTION AND UV BLOCK OUT Color Shade Cover UVR Block Out True Blue 93%89% Beige 97%87% Forest Green 96%94% Sun Blaze 94%91% Silver 95%93% Black 98%97% River Gum Green 95%92% Sky Blue 95%94% Navy Blue 96%95% Turquoise 94%94% Yellow 76%94% Cream 74%92% THREAD • Shall be 100% expanded PTFE fiber which carries a 10 year warranty that is high strength and low shrinkage. • Shall have a wide temperature and humidity range. • Abrasion resistant and UV radiation immunity. • Shall be unaffected by non-hydrocarbon based cleaning agents, acid rain, mildew, chlorine, saltwater, and pollution. • Lockstitch thread – 1200 Denier or equal. • Chain stitch thread – 2400 Denier or equal. STEEL TUBING • All fabricated steel must be in accordance with approved shop drawings and calculations. • All steel is cleaned, degreased or etched to ensure proper adhesion of Superdurable powder coat in accordance with manufacturer’s specifications. • All Steel used on this project needs to be new and accompanied by the mill certificates if requested. Structural steel tubing up to 5”-7 gauge shall be galvanized per Allied Steel FLO-COAT specifications. Schedule 40 black pipe fabrications shall be sand-blasted and primed as described below. • All non-hollow structural shapes comply with ASTM A-36, unless otherwise noted. • All hollow structural steel shapes shall be cold formed HSS ASTM A-53 grade C, unless otherwise noted. • Plate products shall comply with ASTM A-36. SUPERDURABLE POWDER COATING & PRIMING • All non-galvanized steel shade to be sand-blasted and primed prior to Superdurable powder coating using reclaimable blast media in a mixture of GL50 & GL80 Steel Grit. • All non-galvanized steel must be coated with rust inhibiting primer prior to applying the Superdurable powder coat. Primer shall be Marine Grade Cardinal Industrial Finishes Corp. E396–GR1372 epoxy Superdurable powder coating semi-gloss smooth zinc rich primer. G.9.c Packet Pg. 132 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) srpshade.com | 3 REV. 03.09.16 • Welds shall be primed with rust inhibiting primer prior to applying the Superdurable powder coat. Primer shall be Marine Grade Cardinal Industrial Finishes Corp E396-GR1372 epoxy Superdurable powder coating semi-gloss smooth zinc rich primer. • All steel parts shall be coated for rust protection and finished with a minimum 3.5 mil thick UV-inhibited weather resistant Superdurable powder coating. • Powder used in the Superdurable powder coat process shall have the following characteristics: CHARACTERISTICS N.3.1 Specific Gravity 1.68+/-0.05 N.3.2 Theoretical Coverage 114+/- 4 ft 2/lb/mil N.3.3 Mass Loss During Cure <1% N.3.4 Maximum Storage Temperature 75˚ F • Superdurable powder coating shall meet the following tests: TESTS ASTM Gloss at 60 Degree 85-95 HOI TM 10.219 PCI Powder Smoothness 7 ASTM D2454-91 Over-Bake Resistance Time 200% ASTM D3363-92A Pencil Hardness H-2H ASTM D2794-93 Dir/Rev Impact, Gardner 140/140 in/lbs ASTM D3359-95B Adhesion, Cross Hatch 5B Pass ASTM D522-93A Flexibility Mandrel ¼” dia. No fracture ASTM B117-95 Salt Spray 1,000 hours UL DtOV2 Organic Coating Steel Enclosures, Elect Eq. Recognized • Application criteria: APPLICATION CRITERIA N.5.1 Electrostatic Spray Cold Substrate:0.032 in. CRS N.5.2 Cure Schedule 10 minutes at 400˚ F N.5.3 Pretreatment Bonderite 1000 N.5.4 Film Thickness 3.5 Mils WELDING • All shop welds shall be executed in accordance with the latest edition of the American Welding Society Specifications. • Welding procedures shall comply in accordance with the AWS D1.1-AWS Structural Welding Code-Steel. • All welds to be performed by a certified welder. All welds shall be continuous where length is not given, unless otherwise shown or noted on drawings. • All welds shall develop the full strength of the weaker member. All welds shall be made using E70xx.035 wire. • Shop connections shall be welded unless noted otherwise. Field connections shall be indicated on the drawings. Field welded connections are not acceptable. • All fillet welds shall be a minimum of ¼” unless otherwise noted. • All steel shall be welded shut at terminations to prevent internal leakage. G.9.c Packet Pg. 133 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) srpshade.com | 4 REV. 03.09.16 • Internal weld sleeving is not acceptable. • On-site welding of any component is not acceptable. SEWING • On-site sewing of a fabric will not be accepted. • All corners shall be reinforced with extra non-tear cloth and strap to distribute the load. • The perimeters that contain the cables shall be double lock stitched. INSTALLATION HARDWARE • Bolt and fastening hardware shall be determined based on calculated engineering loads. • All bolts shall comply with SAE-J429 (Grade 8) or ASTM A325 (Grade BD). All nuts shall comply with ASTM F-594, alloy Group 1 or 2. • Upon request, Stainless Steel hardware shall comply with ASTM A-304. • 1/4” galvanized wire rope shall be 7x19 strand with a breaking strength of 7,000 lbs. for shades generally under 575 sq. ft. unless requested larger by the customer. For shades over 575 sq. ft., cable shall be 5/16” with a breaking strength of 9,800 lbs. Upon request, 1/4” Stainless Steel wire rope shall be 7x19 strand with a breaking strength of 6,400 lbs. 5/16” Stainless Steel wire rope shall be 7/19 strand with a breaking strength of 9,000 lbs. • All fittings required for proper securing of the cable are hot dipped galvanized. CONCRETE • Concrete work shall be executed in accordance with the latest edition of American Concrete Building Code ACI 318 unless specified by the governing municipality. • Concrete specifications shall comply in accordance with, and detailed as per plans as follows: 1. 28 Days Strength F’c = 2500 psi 2. Aggregate: HR 3. Slump: 3-5 4. Portland Cement shall conform to C-150 5. Aggregate shall conform to ASTM C-33 • All reinforcement shall conform to ASTM A-615 grade 60. • Reinforcing steel shall be detailed, fabricated and placed in accordance with the latest ACI Detailing Manual and manual of Standard Practice. • Whenever daily ambient temperatures are below 80˚ Fahrenheit, the contractor may have mix accelerators and hot water added at the batch plant (see table). G.9.c Packet Pg. 134 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) srpshade.com | 5 REV. 03.09.16 • The contractor shall not pour any concrete when daily ambient temperature is below 55˚ Fahrenheit. TEMPERATE Temperature Range % Accelerator Type Accelerator 75-80˚1% High Early (non calcium) 70-75˚2%High Early (non calcium) Below 70˚3%High Early (non calcium) FOOTINGS • All anchor bolts set in new concrete shall be ASTM A-307, or ASTM F-1554 if specified by engineer. • All anchor bolts shall be zinc plated unless specified otherwise. • Footing shall be placed in accordance with and conform to engineered specifications and drawings. G.9.c Packet Pg. 135 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) srpshade.com | 6 REV. 03.09.16 Shade Warranty GENERAL CONDITIONS The warranty set forth shall be the purchaser’s sole and exclusive warranty. All warranties below are effective from the date of delivery by Superior Shade, its subsidiaries, or agents. Superior Shade reserves the right to repair or replace any item covered by this warranty. • This warranty will be void if the structures are not paid for in full. The warranty is void if the structures are not installed in strict compliance with the manufacturer specifications. • Purchaser shall notify Superior Shade or its agent in writing detailing any defect for which a warranty claim is being made. • Superior Shade shall not in any event be liable for indirect, special, consequential or liquidated damages. • Superior Shade specifically denies the implied warranties of fitness for a particular purpose and merchantability. • The warranty is void if any changes, modifications, additions or attachments are made to the structures or fabric without the written consent of the manufacturer. • No signs, objects, ornaments, fans, lights, fixtures or decorations may be hung from the top part of the structure, unless specifically designed and engineered by the manufacturer. These items may interfere with the fabric causing the warranty to be voided. • 1 year limited warranty on all moving parts and any item not specifically listed above. THREAD Thread shall be 100% expanded PTFE fiber that is high strength and low shrinkage, which carries a 10 year warranty. This warranties that the sewing thread will be free from defects in material and workmanship and will not be damaged by exposure to sunlight, weather and water. All other warranties disclaimed. FABRIC Superior Shade fabrics carry a ten-year limited manufacturer’s warranty from the date of delivery against failure from significant fading*, deterioration, breakdown, outdoor heat, cold, or discoloration. Should the fabric need to be replaced under the warranty, Superior Shade will manufacture and ship a new fabric at no charge for the first six years, thereafter pro-rated at 18% per annum over the last four years. *The colors Red and Yellow are warranted against significant fading for only two years. If the corners of the fabric are equipped with both holes in the fabric corner PLUS reinforcing straps, BOTH the strap and fabric hole must be placed over each corner hook or the fabric warranty is void. Fabric curtains, valences or flat vertical panels are not covered under the warranty. Fabric is not warranted where it is installed on a structure that is not engineered and built by Superior Shade or its agents. This warranty shall be void if damage to or failure to the shade structure is caused by contact with chemicals, chlorine, bleaching agents, hydrocarbons or hydrocarbon containing solvents, misuse, vandalism or any act of God, including but not limited to wind in excess of the wind limitations set forth below. All fabric tops are warranted for sustained winds up to 76mph (hurricane force 1) and for gusts of up to 3 seconds duration up to 90mph. Removal of the shade fabric is required if damaging winds are called for. Damage due to snow and/or ice accumulation is not covered by this warranty. Canopies should be removed during the “off season”. These structures have been designed to eliminate any friction between the rafters and the fabric. The warranty will, therefore, be voided if any modification (temporary or permanent) is made to the rafter, cross pieces or ridge beams, or if the fastening apparatus is not secured accordingly. G.9.c Packet Pg. 136 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) srpshade.com | 7 REV. 03.09.16 Superior Shade reserves the right, in cases where certain fabric colors have been discontinued, to offer the customer a choice of available colors to replace the warranted fabric of the discontinued color. The company does not warrant that any particular color will be available for any period of time and reserves the right to discontinue any color for any reason it may determine, without recourse by the owner of the discontinued fabric color. STEEL STRUCTURE The structural steel frames are covered for a period of twenty years against failure due to rust-through corrosion under normal environmental conditions. Workmanship is warranted for a period of five years. Structures are warranted for winds up to 90 mph only if shade canopies have been removed as per requirement set forth above in the fabric paragraph. Removal and re-installation must be performed by a qualified person or authorized dealer following the instructions in APPENDIX A below. This steel warranty shall be void if damage to the steel frame is caused by the installer or from physical damage, damage by salt spray or sprinkler systems, contact with chemicals, chlorine, pollution, misuse, vandalism, or any act of God. SUPERDURABLE POWDER COAT FINISH The limited warranty for powder coating provides for the following after a five year exposure period when applied according to the recommendations listed on the product’s technical data sheet and appropriate surface preparation has been utilized. • The coatings shall retain their original color with a E of < 7.5 units for high chroma colors, (Yellows, Reds, Oranges, Etc.) and a E of < 5.0 units for low chroma colors, when tested in accordance with ASTM D 2244. • The coating shall retain a minimum of 50% of its original gloss level after washing, when tested in accordance with ASTM D 523. • The coating shall exhibit chalking no worse than a numerical rating of 6, when evaluated in accordance with ASTM D 659-80. ACTS OF NATURE This warranty does not cover natural disasters, such as earthquakes, shifts of terrain, or tornadoes. If the structure is installed in an area exposed to hurricanes, removal of the shade fabric is required when a hurricane warning is issued. Appendix A: Proper Care, Maintenance, and Safe Removal of the Shade Canopy AVOID SNOW, ICE, AND HIGH WINDS: Remove the canopy in winter conditions as ice and snow loads are not covered by the warranty. The same goes for winds in excess of hurricane force 1. SHARP OBJECTS: Always avoid dragging the fabric across surfaces, etc. Roll or fold the fabric and carry it. Avoid sharp objects, bolts, snags, and other protrusions including mounting hardware. OBSTRUCTIONS: Keep foliage, such as tree limbs, shrubbery, and bushes, trimmed back and away from fabric at least three to four feet. SOURCES OF HEAT: Avoid contact with heat sources such as hot lights, torches, and avoid using grills, etc. under the fabric. CLEANING THE FABRIC The fabric itself is generally maintenance free with the exception of necessary removal due to weather or seasonal requirements. The fabric does not harbor mildew or mold, but residues such as tree sap, leaves, bird droppings, dust and dirt may need to be G.9.c Packet Pg. 137 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) srpshade.com | 8 REV. 03.09.16 removed. To clean the fabric, use water and mild soap. A soft mop or soft broom may also be used. Cleaners that do not contain hydrocarbons, solvents, bleach or ammonia may be used. Use of solvents, hydrocarbons, bleach, and ammonia type cleaners will void the fabric warranty. A pressure washer may be used if necessary using a wide-spray nozzle. CABLES AND HARDWARE It is recommended that the cables be replaced every 3 to 4 years or if corrosion is visible, whichever comes first. The cable ends must be wrapped with tape to secure any wires; thus, preventing the wires from tearing the fabric. Taping must be done when removing old cable as well as when installing new cable. Clamps should be replaced when the cable is replaced. If the cable appears slack on a still day (no wind), immediately have the cable and clamps re-tightened by a qualified person. The cable should not be slack. GLIDE ELBOW™ Lubricate Glide Elbows™ annually and before operating. A waterproof grease is recommended such as a lithium-based grease or anti-seize thread lubricant. STORAGE Fabric must be stored in a clean, dry place free from snags, sharp edges, etcetera. The storage area must be rodent-free. Wrap all hardware fittings with rags or some other protector, as they can damage the fabric. UNINSTALLING THE SHADE CANOPY NECESSARY CARE: It is important to take necessary care when handling the fabric during removal and installation to prevent damage to the fabric as well as SAFE control of the fabric in a breeze or wind. The fabric is tough and engineered for use as a shade, but it can tear or cut when or if pulled over a snag or sharp item; it can puncture from bolts or other protruding objects; and it can melt from objects such as like cigarettes, matches, hot torch tips, sparks and the like. In addition, care must be exercised to avoid the fabric hooks after the fabric is unhooked from the elbow corners and sides of the structure where there are intermediate supports. It is best to wrap any connected mounting hardware to prevent it from harming the fabric. PROPER AND SAFE: Based on the size of the canopy, several persons may be needed to properly and safely handle the fabric during the uninstalling process. You will need several commercial ladders or other means to work safely at heights such as scissor lifts, etc. It is advised that you pad the post side of the ladder and tie the ladder to the post. The pad is to protect the post finish. Also keep in mind that every 100 square feet of fabric (10’ X 10’) weighs approximately five pounds; a large canopy can get heavy fast. For proper control of the fabric, read below. It is best to remove the fabric on a still day. Do not attempt to remove the canopy in strong or gusty winds. REMOVAL OF THE CANOPY: Do not attempt to remove the canopy in strong or gusty winds. STANDARD ELBOWS: For shade structures with Standard Elbows, loosen the turnbuckle several turns in order to put enough slack in the cable to allow the fabric and cable to unhook from all the elbow hooks. Attach 3/8” or larger ropes to each corner of the fabric and cable before unhooking to secure and properly control the fabric from ground level. If uninstalling in breezy conditions, choose the windy side of the fabric and tie these corners to the posts with the ropes with enough slack to allow for unhooking the fabric from the structure. These ropes are to prevent the shade from flying away in the breeze and to help prevent injury to ground personnel. Once the corners have been secured to the posts, unhook the fabric and cables from each corner. On the side away from the wind, release the corners of the fabric and cable and have a person hold on to each rope. It may help to wrap the rope around a column to help hold it from getting caught in the wind. Fold the fabric back away from the hooks. Now it will be necessary to remove the cable clamps to allow the cable to be free from the structure and the turnbuckle. If the cable ends are frayed, wrap them with tape. It is usually not necessary nor is it recommended that the cable be removed from the canopy. With a person on each rope, starting at the windy side, gently pull the canopy down in between the framework of the structure. The side away from the wind can be guided with the ropes toward the persons pulling the canopy down. G.9.c Packet Pg. 138 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) srpshade.com | 9 REV. 03.09.16 It is important when reinstalling the canopy, that it is put back in its original orientation to the structure. Starting at the turnbuckle corner, the fabric and cable corners should be returned to their original positions. GLIDE ELBOWS: For shade structures with Glide Elbows, remove the protective covers from the ends of the glide elbows. Then, using the proper wrench, turn the hex nuts on the end of the Glide Elbow to run the glide hooks to their top most position. Do no loosen the cable clamps, leave the cable intact. Attach 3/8” ropes to each corner of the fabric and cable before unhooking to se- cure and properly control the fabric from ground level. If uninstalling in breezy conditions, choose the windy side of the fabric and tie these corners to the posts with the ropes with enough slack to allow for unhooking the fabric from the structure. These ropes are to prevent the shade from flying away in the wind and to help prevent injury to ground personnel. Once the corners have been secured to the posts, unhook the fabric and cables. On the side away from the wind, release the corners of the fabric and cable and have a person hold on to each rope. Fold the fabric back away from the hooks. It is a good idea to put the Glide Elbow pro- tective covers back in place. With Glide Elbow installations it is not necessary to loosen or remove the cable clamps nor to remove the cable from the canopy. If the cable ends are frayed, wrap them with tape. When uninstalling the canopy, mark or identify the corner of origin in such a way that when reinstalling the canopy, it is put back in its original orientation to the structure. The fabric and cable corners should be returned to their original positions when reinstall- ing the canopy. The cable and fabric should tighten properly when the glide elbows are adjusted down into their tension positions. SHADE SAILS WITH FANS: For shade sails equipped with fans, loosen the adjustable threaded rod several turns in order to put enough slack in the cable to allow the shackle pin to be removed (do not remove the pins until the fabric corners have been secured with ropes). Attach 3/8” or larger ropes to each corner of the fabric and fan before unhooking to secure and properly control the fabric from ground level. If uninstalling in breezy conditions, choose the windy side of the fabric and tie these corners to the posts with the ropes with enough slack to allow for unhooking the shackle from the structure. These ropes are to prevent the shade from flying away in the breeze and to help prevent injury to ground personnel. Once the corners have been secured to the posts, unhook the shackles and lower the fabric and cable to the ground. REINSTALLING HINTS Using the same rope technique, install from the windy side (if it is breezy) making sure to secure these ropes to the posts. Then, throw the remaining corner ropes over the structure and gently pull the canopy into position. The cables and fabric corners can now be fastened on the hooks (and cable guides if so equipped). Next reinstall the clamps if applicable and tightened the cable with the turnbuckle or the Glide Elbows. Do not attempt to install the canopy in strong or gusty winds. G.9.c Packet Pg. 139 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) Superior Recreational Products 1050 Columbia Drive Carrollton, GA 30117 770.834.6120 WARRANTY General Conditions: • The warranty set forth shall be the purchaser’s sole and exclusive warranty. • All warranties below are effective from the date of installation by Superior Shade, its subsidiaries or agents. • Superior Shade reserves the right to repair or replace any item covered by this warranty. • This warranty will be void if the structures are not paid for in full. • The warranty is void if the structures are not installed in strict compliance with the manufacturer specifications. • Purchaser shall notify Superior Shade or its agent in writing detailing any defect for which a warranty claim is being made. • Superior Shade shall not in any event be liable for indirect, special, consequential or liquidated damages. • Superior Shade specifically denies the implied warranties of fitness for a particular purpose and merchantability. • The warranty is void if any changes, modifications, additions or attachments are made to the structures or fabric without the written consent of the manufacturer. • No signs, objects, ornaments, fans, lights, fixtures or decorations may be hung from the top part of the structure, unless specifically designed and engineered by the manufacturer. These items may interfere with the fabric causing the warranty to be voided. Thread: • Superior Shade warranties its sewing thread for a period of eight years. • This warranties that the sewing thread will be free from defects in material and workmanship and will not be damaged by exposure to sunlight, weather and water. • All other warranties are disclaimed. • Labor for the removal, installation and/or freight charges, or tops with damage caused by thread will only be covered in instances where Superior Shade had installed the shade structures. In all cases where shade structures were not installed by Superior Shade or its agents, all labor for the removal, installation and/or freight will be at the customers’ expense and the warranty will only be applicable to the repair or replacement of the defective materials. G.9.c Packet Pg. 140 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) Superior Recreational Products 1050 Columbia Drive Carrollton, GA 30117 770.834.6120 Fabric: • Superior Shade fabrics carry a ten-year manufacturer’s warranty from the date of installation against failure from significant deterioration, breakdown, outdoor heat, cold or discoloration with the exception of the umbrella shade structures which carry a three-year warranty. • All fabric curtains, valences and flat vertical panels are not covered under the warranty. • Fabric is not warranted where it is installed on a structure that is not engineered and built by Superior Shade or its agents. • This warranty shall be void if damage to or failure to the shade structure is caused by contact with chemicals, misuse, vandalism or any act of God, including but not limited to, ice, snow or wind in excess of the applicable building code parameters. • All fabric tops are warranted for sustained winds up to 76mph (hurricane force 1) and for gusts of up to 3 seconds duration up to 90mph with no snow or ice accumulation. • The structures have been designed to eliminate any friction between the rafters and the fabric. The warranty will, therefore, be voided if any modification (temporary or permanent) is made to the rafter, cross pieces or ridge beams. • Labor for the removal, installation and/or freight charges will be covered in full for a period of twelve months where the shade structures supplied and installed by Superior Shade are defective. In all cases where the shade structures are not installed by Superior Shade or its agents, all labor for the removal, installation and/or freight will be at the customers’ expense and the warranty will only be applicable to the repair or replacement of the defective materials. • Superior Shade reserves the right, in cases where certain fabric colors have been discontinued, to offer the customer a choice of available colors to replace the warranted fabric of the discontinued color. The company does not warranty that any particular color will be available for any period of time and reserves the right to discontinue any color for any reason it may determine, without recourse by the owner of the discontinued fabric color. Steel: • The structural steel frames are covered for a period of twenty (20) years against failure due to rust corrosion or faulty workmanship. • Workmanship and painted surfaces are warranted for a period of twelve months. This warranty shall be void if damage to the steel frame or paint is caused by contact with chemicals, misuse, vandalism or any act of God, including but not limited to, ice, snow or wind in excess of the applicable building code parameters. G.9.c Packet Pg. 141 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) Superior Recreational Products 1050 Columbia Drive Carrollton, GA 30117 770.834.6120 Acts of Nature: • This warranty does not cover natural disasters, such as earthquakes, shifts of terrain or tornados. If the structure is installed in an area exposed to hurricanes, removal of the shade fabric is required when a hurricane warning is issued. • Structures are warranted for winds up to 145mph only if shade canopies have been removed as per requirement set forth above in the Fabric paragraph. Removal and reinstallation must be performed by an authorized Superior Shade installer unless otherwise specified in writing. Installation: • Labor for the removal, installation and/or freight charges will only be covered in instances where Superior Shade or its agents have installed the shade structures. In all cases where units were not installed by Superior Shade or its agents, all labor for the removal, installation and/or freight will be at the customers’ expense and the warranty will only be applicable to the repair or replacement of the defective materials. G.9.c Packet Pg. 142 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) 012511 Page 3 of 8 APPENDIX A PROPER CARE, MAINTENANCE AND SAFE REMOVAL OF THE SHADE CANOPY THINGS TO AVOID SNOW, ICE and HIGH WINDS: Remove the canopy in winter conditions, ice and snow load are not covered by the warranty. The same goes for winds in excess of hurricane force 1. SHARP OBJECTS: Always avoid dragging the fabric across surfaces, etc. Roll or fold the fabric and carry it. Avoid sharp objects, bolts, snags, and other protrusions including mounting hardware. OBSTRUCTIONS: Keep foliage, such as tree limbs, shrubbery, bushes, etc. trimmed back and away from fabric at least three to four feet. SOURCES OF HEAT: Also avoid contact with heat sources such as hot lights, torches, and avoid using grilles, etc. under the fabric. CLEANING THE FABRIC The fabric itself is generally maintenance free with the exception of necessary removal due to weather or seasonal requirements. The fabric does not harbor mildew or mold, but residues may. Residues such as tree sap, leaves, bird droppings, dust & dirt, etc. may need to be removed. To clean the fabric, use water and mild soap. A soft mop or soft broom may also be used. Cleaners that do not contain hydrocarbons, solvents, bleach or ammonia may be used. Use of solvents, hydrocarbons, bleach, and ammonia type cleaners will void the fabric warranty. A pressure washer may be used if necessary using a wide-spray nozzle. CABLES AND HARDWARE It is recommended that the cables be replaced if corrosion is visible, or every 3 to 4 years whichever comes first. The cable ends must be wrapped with tape to secure any wires thus preventing the wires from tearing the fabric. Taping must be done when removing old cable as well as when installing new cable. Clamps should be replaced when the cable is replaced. If the cable appears slack on a still day (no wind), immediately have the cable and clamps retightened by a qualified person. The cable should not be slack. GLIDE ELBOWS Lubricate glide elbows annually, and before operating. A waterproof grease is recommended such as a lithium based grease or anti-seize thread lubricant. STORAGE Fabric must be stored in clean dry place free from snags, sharp edges, etc. The storage area must be rodent-free. Wrap all hardware fittings with rags, etc. as they can damage the fabric. UNINSTALLING THE SHADE CANOPY NECESSARY CARE It is important to take necessary care when handling the fabric during removal and installation to prevent damage to the fabric as well as SAFE control of the fabric in a breeze or wind. The fabric is tough and engineered for use as a shade, but it can tear or cut when or if pulled over a snag or sharp item; it can puncture from bolts or other protruding objects; and it can melt from things like cigarettes, matches, hot torch tips, sparks and the like. In addition, care must be exercised to avoid the fabric hooks after the fabric is unhooked from the elbow corners and sides of the structure where there are intermediate supports. It is best to wrap any connected mounting hardware to prevent it from harming the fabric. G.9.c Packet Pg. 143 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) 012511 Page 4 of 8 PROPER AND SAFE Based on the size of the canopy, several persons may be needed to properly and safely handle the fabric during the uninstalling process. You will need several commercial ladders or other means to work safely at heights such as scissor lifts, etc. It is advised that you pad the post side of the ladder and tie the ladder to the post. The pad is to protect the post finish. Also keep in mind that every 100 square feet of fabric (10’ X 10’) weighs approximately five pounds; a large canopy can get heavy fast. For proper control of the fabric, read below. It is best to remove the fabric on a still day. Do not attempt to remove the canopy in strong or gusty winds. INSTALLATION IN REVERSE Refer to the Installation Instructions pages 7 and 8 (enclosed). Determine which style elbows (corners) are installed on your structure. Begin on page 8, at either Step 11 or Step 9 - depending on which style elbow is on your structure. In general, uninstalling the canopy means following these pages in reverse. Do not attempt to remove the canopy in strong or gusty winds. 1. For shade structures with Standard Elbows, loosen the turnbuckle several turns in order to put enough slack in the cable to allow the fabric and cables to unhook from all the elbow hooks. Attach 3/8” or larger ropes to each corner of the fabric and cable before unhooking to secure and properly control the fabric from ground level. If uninstalling in breezy conditions, choose the windy side of the fabric and tie these corners to the posts with the ropes with enough slack to allow for unhooking the fabric from the structure. These ropes are to prevent the shade from flying away in the breeze and to help prevent injury to ground personnel. Once the corners have been secured to the posts, unhook the fabric and cables from each corner. On the side away from the wind, release the corners of the fabric and cable and have a person hold on to each rope. It may help to wrap the rope around a column to help hold it from getting caught in the wind. Fold the fabric back away from the hooks. Now it will be necessary to remove the cable clamps to allow the cable to be free from the structure and the turnbuckle. If the cable ends are frayed, wrap them with tape. NOTE: It is usually not necessary nor is it recommended that the cable be removed from the canopy. With a person on each rope, starting at the windy side, gently pull the canopy down in between the framework of the structure. The side away from the wind can be guided with the ropes toward the persons pulling the canopy down. IMPORTANT HINT: It is important when reinstalling the canopy, that it is put back in its original orientation to the structure. Starting at the turnbuckle corner, the fabric and cable corners should be returned to their original positions. 2. For shade structures with Glide Elbows, remove the protective covers from the ends of the glide elbows. Then, using the proper wrench, turn the hex nuts on the end of the Glide Elbow to run the glide hooks to their top most position. Do not loosen the cable clamps, leave the cable intact. Attach 3/8” ropes to each corner of the fabric and cable before unhooking to secure and properly control the fabric from ground level. If uninstalling in breezy conditions, choose the windy side of the fabric and tie these corners to the posts with the ropes with enough slack to allow for unhooking the fabric from the structure. These ropes are to prevent the shade from flying away in the wind and to help prevent injury to ground personnel. Once the corners have been secured to the posts, unhook the fabric and cables. G.9.c Packet Pg. 144 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) 012511 Page 5 of 8 On the side away from the wind, release the corners of the fabric and cable and have a person hold on to each rope. Fold the fabric back away from the hooks. It is a good idea to put the Glide Elbow protective covers back in place. NOTE: With Glide Elbow installations it is not necessary to loosen or remove the cable clamps nor to remove the cable from the canopy. If the cable ends are frayed, wrap them with tape. IMPORTANT HINT: When uninstalling the canopy, mark or identify the corner of origin in such a way that when reinstalling the canopy, it is put back in its original orientation to the structure. The fabric and cable corners should be returned to their original positions when reinstalling the canopy. The cable and fabric should tighten properly when the glide elbows are adjusted down into their tension positions. 3. For shade sails equipped with fans, loosen the adjustable threaded rod several turns in order to put enough slack in the cable to allow the shackle pin to be removed (do not remove the pins until the fabric corners have been secured with ropes). Attach 3/8” or larger ropes to each corner of the fabric and fan before unhooking to secure and properly control the fabric from ground level. If uninstalling in breezy conditions, choose the windy side of the fabric and tie these corners to the posts with the ropes with enough slack to allow for unhooking the shackle from the structure. These ropes are to prevent the shade from flying away in the breeze and to help prevent injury to ground personnel. Once the corners have been secured to the posts, unhook the shackles and lower the fabric and cables to the ground. REINSTALLING HINTS Using the same rope technique, install from the windy side (if it is breezy) making sure to secure these ropes to the posts. Then, throw the remaining corner ropes over the structure and gently pull the canopy into position. The cables and fabric corners can now be hooked on the hooks (and cable guides if so equipped). Next reinstall the clamps if applicable and tightened the cable with the turnbuckle or the Glide Elbows. Do not attempt to install the canopy in strong or gusty winds. For help call Superior Shade at 1-888 829 8997 See Install instructions pages 7 & 8 attached G.9.c Packet Pg. 145 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) 1 SHADE STRUCTURE MATERIAL SPECIFICATIONS Rev. 10/8/2012 1.01 FABRIC SPECIFICATIONS A. UV shade fabric is made of UV stabilized cloth manufactured by ALNET, or approved equal. B. The high density polyethylene material shall be manufactured with tensioned fabric structures in mind. C. The fabric knit is to be made using monofilament and tape filler which has a weight of 9.38 to 10.32 oz. sq. yd. Material to be Rachel-knitted to ensure material will not unravel if cut. D. Burst strength of 828 lbf (ASTM 3786). E. Cloth meets fire resistance tests as follows: Alnet Extra Block: California State Fire Marshall Reg. #F-93501 Others: NFPA 701-99 (Test Method 2) ASTM E-84 F. Fabric Properties: STRETCH STENTORED Tear Tests (lbs/ft) WARP 44.8 WEFT 44 Burst Tests (lbs ft) 828 Fabric Weight (oz/sqFT) avg 1.02 to 1.07 Fabric Width 9’-10” Roll Length 150’ Roll Size 63” x 16.5” Weight 120 lbs. Life Expectancy 10 years Fading Note Minimum fading after 6 years. 3 years for Red and Yellow. Temperature - 77 degrees Maximum Temperature +167 degrees G.9.c Packet Pg. 146 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) 2 1.02 THREAD A. Shall be 100% expanded PTFE fiber which carries a 10 year warranty that is high strength and low shrinkage. B. Shall have a wide temperature and humidity range. C. Abrasion resistant and UV radiation immunity. D. Shall be unaffected by non-hydrocarbon based cleaning agents, acid rain, mildew, rot, chlorine, saltwater, and pollution. E. Lockstitch thread – 1200 Denier or equal. F. Chain stitch thread – 2400 Denier or equal. 1.03 STEEL TUBING A. All fabricated steel must be in accordance with approved shop drawings and calculations. B. All steel is cleaned, degreased or etched to ensure proper adhesion of powder-coat in accordance with manufacturer’s specifications. C. All Steel used on this project needs to be new and accompanied by the mill certificates if requested. Structural steel tubing up to 5”-7 Gage shall be galvanized per Allied Steel FLO-COAT specifications. Schedule 40 black pipe fabrications shall be sandblasted and primed as described below. D. All non-hollow structural shapes comply with ASTM A-36, unless otherwise noted. E. All hollow structural steel shapes shall be cold formed HSS ASTM A-53 grade C, unless otherwise noted. F. Plate products shall comply with ASTM A-36. 1.04 POWDER COATING & PRIMING A. All non-galvanized steel shall be sandblasted and primed prior to powder coating using brown fused aluminum oxide grit and the following primer. B. All non-galvanized steel must be coated with rust inhibiting primer prior to applying the powder coat. Primer shall be Marine Grade Cardinal Industrial Finishes Corp. E396 – GR1372 epoxy powder coating semi-gloss smooth zinc rich primer. G.9.c Packet Pg. 147 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) 3 C. Welds shall be primed with rust inhibiting primer prior to applying the powder coat. Primer shall be Marine Grade Cardinal Industrial Finishes Corp E396-GR1372 epoxy powder coating semi-gloss smooth zinc rich primer. D. All steel parts shall be coated for rust protection and finished with a minimum 3.5 mil thick UV-inhibited weather resistant powder coating. E. Characteristics: Powder used in the powder-coat process shall have the following characteristics: N.3.1 Specific gravity 1.68+/-0.05 N.3.2 Theoretical coverage 114+/- 4 ft 2/lb/mil N.3.3 Mass loss during cure < 1% N.3.4 Maximum storage temperature 75 degrees F F. Powder-coating shall meet the following tests: ASTM Gloss at 60 degree 85-95 HOI TM 10.219 PCI Powder smoothness 7 ASTM D2454-91 Over-bake resistance time 200% ASTM D3363-92A Pencil hardness H-2H ASTM D2794-93 Dir/Rev Impact, Gardner 140/140 in/lbs ASTM D3359-95B Adhesion, cross hatch 5B Pass ASTM D522-93A Flexibility Mandrel ¼” dia. No fracture ASTM B117-95 Salt Spray 1,000 hours UL DtOV2 Organic coating steel enclosures, elect eq. Recognized G. Application Criteria: N.5.1 Electrostatic spray cold Substrate:0.032 in. CRS N.5.2 Cure Schedule 10 minutes at 400 degrees F N.5.3 Pretreatment Bonderite 1000 N.5.4 Film Thickness 3.5 Mils 1.05 WELDING A. All shop welds shall be executed in accordance with the latest edition of the American Welding Society Specifications. B. Welding procedures shall comply in accordance with the AWS D1.1-AWS Structural Welding Code-Steel. G.9.c Packet Pg. 148 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) 4 C. All welds to be performed by a certified welder. All welds shall be continuous where length is not given, unless otherwise shown or noted on drawings. D. All welds shall develop the full strength of the weaker member. All welds shall be made using E70xx.035 wire. E. Shop connections shall be welded unless noted otherwise. Field connections shall be indicated on the drawings. Field –welded connections are not acceptable. F. All fillet welds shall be a minimum of ¼” unless otherwise noted. G. All steel shall be welded shut at terminations to prevent internal leakage. H. Internal weld sleeving is not acceptable. I. On-site welding of any component is not acceptable. 1.06 SEWING A. On-site sewing of a fabric will not be accepted. B. All corners shall be reinforced with extra non-tear cloth and strap to distribute the load. C. The perimeters that contain the cables shall be double lock stitched. 1.07 INSTALLATION HARDWARE A. Bolt and fastening hardware shall be determined based on calculated engineering loads. B. All bolts shall comply with SAE-J429 (Grade 8) or ASTM A325 (Grade BD). All nuts shall comply with ASTM F-594, alloy Group 1 or 2. C. Upon request, Stainless Steel hardware shall comply with ASTM A-304. D. 1/4” galvanized wire rope shall be 7x19 strand with a breaking strength of 7,000 lbs. for shades generally under 575 sq. ft. unless requested larger by the customer. For shades over 575 sq. ft., cable shall be 5/16” with a breaking strength of 9,800 lbs. Upon request, 1/4” Stainless Steel wire rope shall be 7x19 strand with a breaking strength of 6,400 lbs. 5/16” Stainless Steel wire rope shall be 7/19 strand with a breaking strength of 9,000 lbs. E. All fittings required for proper securing of the cable are hot dipped galvanized. G.9.c Packet Pg. 149 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) 5 1.08 CONCRETE A. Concrete work shall be executed in accordance with the latest edition of American Concrete Building Code ACI 318 unless specified by the governing municipality. B. Concrete specifications shall comply in accordance with, and detailed as per plans as follows: 1. 28 Days Strength F’c = 2500 psi 2. Aggregate: HR 3. Slump: 3-5 4. Portland Cement shall conform to C-150 5. Aggregate shall conform to ASTM C-33 C. All reinforcement shall conform to ASTM A-615 grade 60. D. Reinforcing steel shall be detailed, fabricated and placed in accordance with the latest ACI Detailing Manual and manual of Standard Practice E. Whenever daily ambient temperatures are below 80 degrees Fahrenheit, the contractor may have mix accelerators and hot water added at the batch plant (See Table 1). F. The contractor shall not pour any concrete when daily ambient temperature is below 55 degrees Fahrenheit. Temperature Range % Accelerator Type Accelerator 75-80 degrees 1% High Early (non calcium) 70-75 degrees 2% High Early (non calcium) Below 70 degrees 3% High Early (non calcium) 1.09 FOOTINGS A. All anchor bolts set in new concrete shall be ASTM A-307, or ASTM F-1554 if specified by engineer. B. All anchor bolts shall be zinc plated unless specified otherwise. C. Footing shall be placed in accordance with and conform to engineered specifications and drawings. G.9.c Packet Pg. 150 At t a c h m e n t : I n v o i c e - G r a n d T e r r a c e F i t n e s s P a r k - B i n d e r ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) RESOLUTION NO. 2021-___ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, APPROVING AN EXPENDITURE OF BOND PROCEEDS TO PURCHASE AND INSTALL PARK SHADE STRUCTURES FOR THE GRAND TERRACE FITNESS PARK WHEREAS, the Community Redevelopment Agency of the City of Grand Terrace, (“Redevelopment Agency”) was formed for the purpose of revitalizing areas within the City of Grand Terrace pursuant to Health and Safety Code Section 33000, et seq.; and WHEREAS, pursuant to Assembly Bill 1x26, enacted on June 28, 2011, and Assembly Bill 1484, enacted on June 27, 2012, (collectively the “Dissolution Act”), the Redevelopment Agency was dissolved on February 1, 2012; and WHEREAS, on January 10, 2012, the Grand Terrace City Council adopted Resolution 2012-01, pursuant to Part 1.85, of the Dissolution Act, by which the City Council elected to serve as the Successor Agency to the Redevelopment Agency upon the dissolution of the Redevelopment Agency under AB 26 (“Successor Agency”) commencing on February 1, 2012; and WHEREAS, pursuant to Health and Safety Code section 34191.4(c), after a successor agency has received a finding of completion from the State Department of Finance (“DOF”), a Successor Agency, with the approval of its Oversight Board, may list enforceable obligations to expend excess bond proceeds on its Recognized Obligation Payment Schedule (“ROPS”), so long as such expenditures are consistent with the bond covenants; and WHEREAS, the Successor Agency received a Finding of Completion from the DOF on May 9, 2013; and WHEREAS, the Successor Agency has excess bond proceeds from the $15,175,000 Grand Terrace Redevelopment Agency’s Community Redevelopment Project Area 2011A Tax Allocation Bonds (“Bond Proceeds”) which were issued for the purpose of financing public improvements within the Project Area; and WHEREAS, the DOF approved a Bond Proceeds Expenditure Agreement between the Successor Agency and the City of Grand Terrace (“City”) enabling the City to expend or allocate the Bond Proceeds for expenditures consistent with the applicable covenants of the 2011 Tax Allocation Bonds (“2011 TAB”); and WHEREAS, the expenditure approved in this Resolution is a public improvement within the intent and purpose the 2011 TAB and is consistent with the 2011 TAB covenants. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND TERRACE DOES RESOLVE, DETERMINE, AND ORDER AS FOLLOWS: G.9.d Packet Pg. 151 At t a c h m e n t : R e s o f o r U s e o f B o n d P r o c e e d s f o r G T F i t n e s s P a r k [ R e v i s i o n 2 ] ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) Resolution 2021-__ Page 2 of 2 SECTION 1. The City Council finds that the above recitations are true and correct and, accordingly, are incorporated herein as findings and a material part of this Resolution. SECTION 2. The City Council hereby authorizes the expenditure of Bond Proceeds in the amount of One Hundred Thousand Dollars and Zero Cents ($100,000.00) for the purchase and installation of park shade structures at the Grand Terrace Fitness Park. SECTION 3. If any section, subsection, sentence, clause, phrase, or portion of this Resolution is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Resolution. The City Council of the City of Grand Terrace hereby declares that it would have adopted this Resolution and each section, subsection, sentence, clause, phrase, or portion thereof irrespective of the fact that anyone or more sections, subsections, sentences, clauses, phrases, or portions be declared invalid or unconstitutional. SECTION 4. This Resolution shall go into full force and effect immediately. SECTION 5. The City Clerk shall certify to the adoption of this Resolution. PASSED, APPROVED AND ADOPTED by the City Council of the City of Grand Terrace at a regular meeting held on the 12th day of January, 2021. ________________________________ Darcy McNaboe Mayor ATTEST: ________________________________ Debra L. Thomas City Clerk APPROVED AS TO FORM: ________________________________ Adrian R. Guerra City Attorney G.9.d Packet Pg. 152 At t a c h m e n t : R e s o f o r U s e o f B o n d P r o c e e d s f o r G T F i t n e s s P a r k [ R e v i s i o n 2 ] ( P a r k S h a d e E q u i p m e n t P u r c h a s i n g ) AGENDA REPORT MEETING DATE: January 12, 2021 Council Item TITLE: Consideration of a Resolution Updating Permit Fees for Transportation and Encroachment Permits Issued Pursuant to Chapters 12.08 and 12.20 of the Municipal Code PRESENTED BY: Craig Bradshaw, Interim Public Works Director RECOMMENDATION: Adopt the following Resolution: “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, UPDATING THE FEES AND RATES FOR THE CITY’S HAULING PERMIT, TRANSPORTATION PERMIT, ENCROACHMENT PERMIT, AND MINOR ENCROACHMENT PERMIT, PURSUANT TO GRAND TERRACE MUNICIPAL CODE SECTIONS 4.48.020, 4.48.030, AND 4.52.010, 12.08.050, 12.08.060, 12.08.080, 12.08.260, 12.20.070, 12.20.180” 2030 VISION STATEMENT: This staff report supports the following City Council Goals: Goal #1 "Ensure our Fiscal Viability" by ensuring appropriate cost recovery for services, Goal #2 "Maintain Public Safety" by investing in critical improvements to public infrastructure. BACKGROUND: California State Law establishes that the legislative body of any county or city may establish reasonable fees for the processing of permits to the procedures required, or authorized, by local ordinance, but the fees shall not exceed the amount reasonably required to administer the processing of such permits. When a local agency imposes any fee on a proposed permit, those fees shall not exceed the estimated reasonable cost of providing the service for which the fee is imposed. The City of Grand Terrace has not reviewed its Encroachment (Street Excavation) and Transportation Permit fees since 2006. In September 2018, Council directed staff to work on reviewing the City’s existing fee structure to ensure fees were appropriate for services provided by staff and outside consultants and, if not, adjust them accordingly, so that the actual cost of providing services is captured. As part of this review, the City has reviewed the process and worked with staff on opportunities to streamline the accurate collection of fees for permitting to make it easier for applicants to access information and process fees. G.10 Packet Pg. 153 Also, the Council has recently adopted the practice of setting fees by resolution rather than an update to the ordinance. To provide efficient issuance of Transportation and Encroachment Permits, there is a need to streamline the process to insure a timely issuance of permits. In addition, these changes will allow the city to recoup the staff time to perform plan check, issue permits and provide inspections. Notice of this public hearing was published on December 31, 2020. DISCUSSION: In order to streamline the issuance of Transportation and Encroachment Permits and recover actual costs, Transportation and Encroachment Permits have been analyzed and new fees are proposed. For the Transportation Permits, there are two categories of permits and fees as follows: 1. Haul Permit Fee. This fee is for a stand-alone Haul Permit that may occur with new development. This permit allows for multiple trips within a city. This is primarily used for mass grading or other large operations using specified truck routes during specific times of day. This permit was only issued five times this past year. The proposed permit fee is $333 for the first day of work and $146 for each subsequent day. 2. Transportation Permit Fee. This fee is for a permit to transport an oversize object, such as a manufactured home or large piece of equipment, through the City. It is for a one-time pass-through. State fees apply for all pass-through permits. A onetime permit is $16 dollars, and an annual pass is $90. Oversized permits are only allowed on city specified streets during specific hours of the day. Many of these moves require California Highway Patrol (CHP) assistance. This permit was issued 10 times this past year for the standard oversized permit issuance. The standard single day fee remains $16 and the annual pass remains $90. For the Encroachment Permit (Street Excavations), there are also two categories of permits and fees as follows: 1. Encroachment Permit. This fee is typically for short term Utility Encroachment Permits. Most encroachment permits issued are for utilities doing repairs or new work in the public right of way. Utility encroachment permits that require the cutting of the streets all require traffic control plans and special utility trench repairs that require public works inspection. Without proper street repairs the roadway deteriorates at a much higher rate and substantially increase the street costs to maintain. There were 64 encroachment permits issued this past year. The permit fees are determined as follows: G.10 Packet Pg. 154 a. If the estimated permittee working days is 20 days or less, then the fee will be calculated as follows: (i) $442.00 for the first day plus $146.00 for each additional working day. This fee anticipates 1 hour of City work per day. (ii) If the actual days worked exceeds the estimated working days, then the permit holder will pay the difference in days using the $146.00 per day rate. For example, based upon an application, the estimated working days is 5 total days, and the estimated fee is $1,026.00. However, if the actual working days is 10, then the permittee would be required to pay for the extra 5 days. In this case, that would be an additional $730.00. (iii) If actual days worked exceeds 20 days, then a deposit-based fee will be required by the Public Works Director. The initial deposit will be the greater of the inspection cost estimate (determined by the Public Works Director using the rates in Table 2 provided in Exhibit A of the Resolution) or $1,000.00. This deposit will be expended using the hourly rates provided in Table 2 provided in Exhibit A of the Resolution (note that the hourly rates will also be increased by 1.5 times if overtime City work is required). The deposit shall be replenished upon request by the Public Works Director. For example, the initial estimate for a permit is 20 days. This means the permit fee is $3,220.00. However, the actual days worked is 25 days. The extra days’ worth of fees will be paid using a deposit fee method as described above. b. On the other hand, if estimated permittee working days is greater than 20 days or if the Public Works Director determines that more than one hour of City work is required per day, then the fee shall be a deposit-based fee. The initial deposit will be the greater of the inspection cost estimate (determined by the Public Works Director using the rates in Table 2 provided in Exhibit A of the Resolution) or $1,000. This deposit will be expended using the hourly rates provided in Table 2 provided in Exhibit A of the Resolution. The deposit shall be replenished upon request by the Public Work Director. For example, if the estimated permittee working days is 30 days, then a deposit-based fee will be required as provided above. Similarly, if it is determined that more than 1 hour of City work is required per day, then the deposit-based fee will be required. If a deposit-based fee is used, then any unspent excess deposits will be returned to the permitholder upon a written request. 2. Minor Encroachment Permit. This fee is for work that must be conducted outside the scope of a normal fixed fee engineering encroachment permit work due to special circumstances. For example, if a homeowner wants to widen a driveway or install an under curb drain outlet that utilized standard details this fee would be used. The fees for the Minor Encroachment Permit would be charged/calculated in the same manner is the regular Encroachment Permit except that the fee amount used is as follows: $201.00 for the first day of permittee work plus $146.00 for each additional working day. Similar to the above, this fee anticipates no more than 1 hour of City work per day. Everything else related to the use of a deposit-based fee structure would be G.10 Packet Pg. 155 the same as in the Encroachment Permit. Similarly, if a deposit-based fee is used, then any unspent excess deposits will be returned to the permit holder upon a written request. For example, if the estimated permittee work days is 5 days, then the fee is $785.00. However, if the actual working days is 10, then the permittee will be required to pay the difference: $730.00. Similar to the above, if the estimated permittee working days is 20 days, but actual working days is 25 days, then a deposit-based fee will be used and calculated in the same manner as a regular Encroachment Permit. Further, permits with estimated permittee work days is greater than 20 days or requiring greater than 1 hour of City work per day will require a deposit-based fee in the same manner as a regular Encroachment Permit. There were 11 of these types of permits pulled this past year. The attached Transportation and Encroachment Fee Study provides additional information for routine work in the public right of way. The number of hours may be adjusted based on required permit, plan check time and inspection time. Extenuating circumstances, such as night work, will require additional time for inspections and may require an overtime charge (which will be charged at 1.5 times the rate). The actual initial permit fees are changing slightly from what has been charged in the past for a single day work. Before Proposed Additional Days 1. Basic Haul Permit $185 $333 $146 2. Transport Permit $16 $16 N/A 3. Encroachment Permit $312 $442 $146 4. Minor Encroachment Permit $185 $201 $146 As it can be seen above, the fee structure used in the past for encroachment permit did not typically account for multiple days of work and multiple inspections. The new encroachment permit fees now require inspection for the additional days of work in the right of way. Routine inspections reduce traffic control liability and verify repairs in public right of way meet standard requirements. Poorly repaired utility trenches are one of the major causes of street failure and greatly increases city maintenance costs. The City Council is therefore recommended to review the proposed updates to the permit fees for Transportation and Encroachment Permits and consider adoption of the attached Resolution updating the fees for such permits. FISCAL IMPACT: Based on analysis of the fee increase (approximately $9,221) and including inspection charges for additional workdays (approximately $11,680), the additional annual revenue increase will be approximately $21,000 per year. The additional revenue will be used to G.10 Packet Pg. 156 offset staffing costs for permit technician, inspection staff and engineering staff. Better inspection of work in the public right of way, provides a significant potential savings in legal fees and risk avoidance. In addition, better repairs of streets and public infrastructure reduces the city's long term infrastructure costs. ATTACHMENTS: • Public Works Fee Resolution (January 12 2021 meeting) (DOCX) • Fixed_Transportation and Encroachment_Permit_Fees Study 12.16.2020 (XLSX) APPROVALS: Craig Bradshaw Completed 12/29/2020 5:27 PM City Attorney Completed 01/06/2021 3:00 PM Finance Completed 01/07/2021 11:34 AM City Manager Completed 01/07/2021 12:28 PM City Council Pending 01/12/2021 6:00 PM G.10 Packet Pg. 157 RESOLUTION NO. 2020-__ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, UPDATING THE FEES AND RATES FOR THE CITY’S HAULING PERMIT, TRANSPORTATION PERMIT, ENCROACHMENT PERMIT, AND MINOR ENCROACHMENT PERMIT, PURSUANT TO GRAND TERRACE MUNICIPAL CODE SECTIONS 4.48.020, 4.48.030, AND 4.52.010, 12.08.050, 12.08.060, 12.08.080, 12.08.260, 12.20.070, 12.20.180 WHEREAS, Sections 4.48.020, 4.48.030, 4.52.010, 12.08.050, 12.08.060, 12.08.080, 12.08.260, 12.20.070, and 12.20.180 of the Grand Terrace Municipal Code (“GMC”) and applicable state laws authorize the City of Grand Terrace to recover reasonable estimated costs of providing services by establishing fees relating to the City’s Hauling Permit, Transportation Permit, Encroachment Permit, and Minor Encroachment Permit; and WHEREAS, GMC Sections 4.48.020, 4.48.030, 4.52.010, 12.08.050, 12.08.060, 12.08.080, 12.08.260, 12.20.070, and 12.20.180 further provide that the City Council shall establish such fees by adoption of a resolution; and WHEREAS, the City Council has reviewed the draft updated Hauling Permit, Transportation Permit, Encroachment Permit fee, and Minor Encroachment Permit fee schedule, attached as Exhibit “A” and incorporated herein; and WHEREAS, a study was conducted by the Public Works Department relating to the fees for Hauling Permit, Transportation Permit, Encroachment Permit fee, and Minor Encroachment Permit and incorporated herein by this reference (“Fee Study”); and WHEREAS, a notice of public hearing for this matter was published in the City News on December 31, 2020; and WHEREAS, a public hearing was held by the City Council at its regular meeting on January 12, 2021, and all interested parties were given an opportunity to be heard regarding this matter. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND TERRACE DOES RESOLVE, DETERMINE, AND ORDER AS FOLLOWS: 1. The City Council finds and determines that the recitals above are true and correct and incorporated herein by this reference. 2. The updated fee amounts for the City’s Hauling Permits, Transportation Permits, Encroachment Permits, and Minor Encroachment Permits set forth on Exhibit “A” have been computed by the City’s Public Works Department and will be collected by the City’s Public Works Department for services provided by the City. 3. The Hauling Permit, Transportation Permit, Encroachment Permit, and Minor Encroachment Permit fees set forth on Exhibit “A” are exempt from the definition of “tax” under California Constitution Article 13C and Proposition 26, and that these fee will not exceed the estimated cost of providing the associated service and are adopted. G.10.a Packet Pg. 158 At t a c h m e n t : P u b l i c W o r k s F e e R e s o l u t i o n ( J a n u a r y 1 2 2 0 2 1 m e e t i n g ) [ R e v i s i o n 6 ] ( S t r e e t E x c a v a t i o n P e r m i t F e e S t u d y a n d A d j u s t m e n t ) 2 4. Based upon all oral and written communication at the January 12, 2021, public hearing, including, but not limited to the Fee Study, the fees set forth on Exhibit “A” are hereby adopted and shall be effective on March 13, 2021. 5. That the imposition of fees is not a “project” under the California Environmental Quality Act (“CEQA”) as defined in Section 15378(b)(4) of the CEQA Guidelines. 6. As of March 13, 2021, all previously adopted resolutions establishing fees for the same service are deemed repealed and replaced to the extent that such resolutions conflict with this Resolution. PASSED, APPROVED AND ADOPTED by the City Council of the City of Grand Terrace, California, at a regular meeting held on the 12th day of January, 2021. __________________________________ Darcy McNaboe Mayor ATTEST: __________________________________ Debra Thomas City Clerk APPROVED AS TO FORM: __________________________________ Adrian R. Guerra City Attorney G.10.a Packet Pg. 159 At t a c h m e n t : P u b l i c W o r k s F e e R e s o l u t i o n ( J a n u a r y 1 2 2 0 2 1 m e e t i n g ) [ R e v i s i o n 6 ] ( S t r e e t E x c a v a t i o n P e r m i t F e e S t u d y a n d A d j u s t m e n t ) 3 Exhibit “A” City of Grand Terrace Hauling Permit, Transportation Permit, Encroachment Permit, and Minor Encroachment Permit Fee Schedule January 12, 2021 Table 1 – Hauling Permit, Transportation Permit, Encroachment Permit, and Minor Encroachment Permit Fee Schedule Permit Description Fee Haul Permit Chapter 12.201; This is primarily used for mass grading or other large operations within the city using specified truck routes during specific times of day, where routine observation is required. Initial Fee of $333.00 for first day of work. Add $146.00 for each additional day. Transportation Permit Chapter 12. 20; This is for a permit to transport an oversize object, such as a manufactured home or large piece of equipment, through the City. State fees apply for these permits. See State of California website: https://dot.ca.gov/programs/traffic- operations/transportation-permits $16.00 Single Trip; $90 for an annual permit Encroachment Permit Chapter 12.08 If estimated permittee’s working days is 20 days or less, then the fee shall be calculated as follows: $442.00 for the first day plus $146.00 for each additional working day, provided that, if the actual days worked exceeds the estimated working days, then the permit holder will pay the difference in days using the $146.00 per day rate. However, if actual days worked exceeds 20 days, then a deposit-based fee will be required. The initial deposit will be the greater of the inspection 1 Chapter references are to the Grand Terrace Municipal Code unless stated otherwise. G.10.a Packet Pg. 160 At t a c h m e n t : P u b l i c W o r k s F e e R e s o l u t i o n ( J a n u a r y 1 2 2 0 2 1 m e e t i n g ) [ R e v i s i o n 6 ] ( S t r e e t E x c a v a t i o n P e r m i t F e e S t u d y a n d A d j u s t m e n t ) 4 cost estimate (determined by the Public Works Director using the rates in Table 2 below) or $1,000. This deposit will be expended using the hourly rates provided in Table 2 below. The deposit shall be replenished upon request by the Public Work Director. If estimated permittee’s working days is greater than 20 days or if the Public Works Director determines that more than one hour of City work is required per day, then the fee shall be a deposit-based fee. The initial deposit will be the greater of the inspection cost estimate (determined by the Public Works Director using the rates in Table 2 below) or $1,000. This deposit will be expended using the hourly rates provided in Table 2 below. The deposit shall be replenished upon request by the Public Work Director. If a deposit-based fee is used, then any unspent excess deposits will be returned to the permitholder upon a written request. Minor Encroachment Permit Chapter 12.08 If estimated permittee’s working days is 20 days or less, then the fee shall be calculated as follows: $201.00 for the first day plus $146.00 for each additional working day, provided that, if the actual days worked exceeds the estimated working days, then the permit holder will pay the difference in days using the $146.00 per day rate. However, if actual days worked exceeds 20 days, then G.10.a Packet Pg. 161 At t a c h m e n t : P u b l i c W o r k s F e e R e s o l u t i o n ( J a n u a r y 1 2 2 0 2 1 m e e t i n g ) [ R e v i s i o n 6 ] ( S t r e e t E x c a v a t i o n P e r m i t F e e S t u d y a n d A d j u s t m e n t ) 5 a deposit-based fee will be required. The initial deposit will be the greater of the inspection cost estimate (determined by the Public Works Director using the rates in Table 2 below) or $1,000. This deposit will be expended using the hourly rates provided in Table 2 below. The deposit shall be replenished upon request by the Public Work Director. If estimated permittee’s working days is greater than 20 days or if the Public Works Director determines that more than one hour of City work is required per day, then the fee shall be a deposit-based fee. The initial deposit will be the greater of the inspection cost estimate (determined by the Public Works Director using the rates in Table 2 below) or $1,000. This deposit will be expended using the hourly rates provided in Table 2 below. The deposit shall be replenished upon request by the Public Work Director. If a deposit-based fee is used, then any unspent excess deposits will be returned to the permitholder upon a written request. Table 2 – Hourly Rates Permit Technician II $112.00 per hour* Supervising Engineer $146.00 per hour* Senior Public Works Observer $146.00 per hour* *The rates above will be charged at (1.5 x the applicable hourly rate) if City staff overtime is required. G.10.a Packet Pg. 162 At t a c h m e n t : P u b l i c W o r k s F e e R e s o l u t i o n ( J a n u a r y 1 2 2 0 2 1 m e e t i n g ) [ R e v i s i o n 6 ] ( S t r e e t E x c a v a t i o n P e r m i t F e e S t u d y a n d A d j u s t m e n t ) User Fee Determination Cost Analysis Worksheet User Fee Description Fund Object Fee Code Last Update Minor Encroachment Permit M Description of Service, Demand, Subsidy and Other Comments: Personnel Costs Billing Rate Position Title Total Burdened Labor Cost / Hr. Hours by Position Per Unit Total Labor Cost per Unit of Service Senior Public Works Observer 127.00$ 1.00 $127.00 Permit Technician 97.00$ 0.50 $48.50 Total Burdened Personnel Costs per Unit of Service $175.50 (Day 2-20 Personal Costs) Description Cost Each Quantity Required Unit Cost 127.00$ 1.00 $127.00 $19.05 $146.05 Total Recommended Fee for each additonal day $146.00 Projected Annual Revenue Impact (average 1 add'l day per permit)$1,606.00 Fee Comparison Data Jurisdiction Fee per Unit Total Service Direct Costs $175.50 City of Grand Terrace $201.00 Dollars Percentage City-Wide General & Administrative* Rate @ 15%$26.33 City of Redlands (Calculated Min)122.60$ (78.40) -39%Total Service Cost / Unit $201.83 City of San Bernardino 61.20$ (139.80) -70%Recommended Fee $201.00 City of Ontario (no equivalent fee)-$ - Recommended Fee Subsidy $0.83 City of Rialto (No equivalent fee)-$ - Current Fee Amount $185.00 City of Riverside 108.00$ (93.00) -46%Fee Increase/(Decrease)$16.00 Annual Usage 11 Projected Annual Revenue Impact $176.00 Projected Annual Revenue Increase $1,782.00 Department/Category Code Public Works Department Public Works Public Works Additional Work Fee 4 Public Works Observer - 0.5 Hour per Each Additional Day General & Administrative Rate @ 15% Total Minor Encroachment Permit This fee is for additional work that must be conducted outside the scope of a normal fixed fee engineering permit due to special circumstances. For example, if a homeowner wants to widen a driveway or install an under curb drain outlet that utilized standard details this fee would be used. If a fixed fee determination is not possible a deposit based fee structure shall be used. The Permit Technician is responsible for coordinating the additional work and cashiering. The Senior Public Works Observer conducts on- site inspections to ensure that any special or additional work does not negatively impact the public right-of-way. More or (Less) than Grand Terrace's Fee per Unit of Service G.10.b Packet Pg. 163 At t a c h m e n t : F i x e d _ T r a n s p o r t a t i o n a n d E n c r o a c h m e n t _ P e r m i t _ F e e s S t u d y 1 2 . 1 6 . 2 0 2 0 ( S t r e e t E x c a v a t i o n P e r m i t F e e S t u d y a n d A d j u s t m e n t )