American Canyon City Council
August 15, 2023

REGULAR CITY COUNCIL MEETING AGENDA
City Hall - Council Chambers
4381 Broadway St., Suite 201, American Canyon
August 15, 2023
6:30 PM
City Council and other public meengs will be conducted in person at City Hall, 4381 Broadway, Suite 201, American Canyon, CA 94503. This meeng is also available via Zoom Teleconferencing as a convenience for public parcipaon.

This meeng will be broadcast live to residents on Napa Valley TV, on our website here and on YouTube here. Should technical issues with Zoom occur, please select another viewing option.

PUBLIC PARTICIPATION
Oral comments, during the mee)ng: Oral comments can be made in person during Open and Closed Session. A Zoom Webinar has been established for public comments made via zoom, during Open Session only. To give your public comment via zoom, connect via the below Zoom link and use the “raise your hand” tool, or call into the zoom mee-ng at 408-638-0968 and press *9 to “raise your hand” when the item is called. To avoid confusion, all hands raised outside of Public Comment periods will be lowered.

Written comments, via eComments: Please submit wri2en comments through the eComments link, located on the Mee-ngs & Agendas page of our websitehere. Comments will be available to council members in real -me. To allow for review of comments, eComments will close at 3:00 pm on the day of the mee-ng. All comments received will be posted online and become part of the mee-ng record.

Zoom Meeting Link: Click here.

Webinar ID: 852 5117 7763 Passcode: 123456
The above-iden-fied measures exceed all legal requirements for par-cipa-on in public comment, including those imposed by the Ralph M. Brown Act. For more informa-on, please call the Office of the City Clerk at (707) 647-4369 or email [email protected].

AGENDA MATERIALS: City Council agenda materials are published 72 hours prior to the mee-ng and are available to the public via the City’s website at www.cityofamericancanyon.org.

AMERICANS WITH DISABILITIES ACT: The City Council will provide materials in appropriate alterna-ve formats to comply with the Americans with Disabili-es Act. Please send a wri2en request to City Clerk at 4381 Broadway, Suite 201, American Canyon, CA 94503 or by email to [email protected]. Include your name, address, phone number and brief descrip-on of the requested materials, as well as your preferred alterna-ve format or auxiliary aid, at least three calendar days before the meeting.

Mayor: Leon Garcia
Vice Mayor: Pierre Washington
Councilmembers: Mariam Aboudamous, Mark Joseph, David Oro CITY COUNCIL MEETING AGENDA AUGUST 15, 2023
1 5:30 P.M. – CLOSED SESSION
The Mayor will call the meeng to order and conduct role call. Council will immediately convene into Closed Session a-er hearing any public comment on Closed Session items. At 6:30 p.m. the Council will reconvene into Open Session and then resume Closed Session at the end of the meeting to address outstanding items, if necessary.

CALL TO ORDER - CLOSED SESSION

ROLL CALL - CLOSED SESSION

PUBLIC COMMENTS - CLOSED SESSION ITEMS
This me is reserved for members of the public to address the City Council on Closed Session Items only. Comments must be made in person and are limited to 3 minutes. Comments for items on the Open Session agenda will be taken when the item is called in Open Session. Comments for Items not on the Closed Session or Open Session agenda will be heard during the Open Session Public Comment period.

MEETING RECESS - COUNCIL TO CONVENE IN CLOSED SESSION
5:30 P.M. CLOSED SESSION ITEMS

1. Conference with Legal Counsel - Exis)ng Li)ga)on. Authorized pursuant to Government Code Section 54956.9(d)(1):
a. American Canyon I, LLC vs. Napa Unified School District(Napa Superior Court Case No. 22CV001145).
b. City of American Canyon v. City of Vallejo, et al. (Sacramento Superior Court Case No. 34-2022-00327471).
c. City of American Canyon v. Leon Dale Schmidt (Napa County Superior Court Cases No. 22CV001041 and 23PR00161).
d. Center for Biological Diversity v. City of American Canyon et al. (Napa County Superior Court Case No. 23CV000511).
e. Golden State Environmental Jus&ce Alliance v. City of American Canyon et al. (Napa Superior Court Case No. 23CV000510).
f. City of Vallejo v. City of American Canyon et al . (Napa County Superior Court Case No. 23CV000517).

2. Conference with Legal Counsel – An)cipated Li)ga)on. Authorized pursuant to Government Code Section 54956.9 (d)(2).

One Matter.
6:30 P.M. OPEN SESSION - REGULAR MEETING

CALL TO ORDER - COUNCIL TO RECONVENE IN OPEN SESSION

PLEDGE OF ALLEGIANCE

ROLL CALL - OPEN SESSION

REPORT ON CLOSED SESSION/CONFIRMATION OF REPORTABLE ACTION CITY COUNCIL MEETING AGENDA AUGUST 15, 2023
2 PROCLAMATIONS AND PRESENTATIONS

PUBLIC COMMENTS - ITEMS NOT ON CLOSED SESSION OR OPEN SESSION AGENDA This me is reserved for members of the public to address the City Council on items that are not on the Closed Session or Open Session agenda and are within the subject ma5er jurisdicon of the City Council. Comments are limited to 3 minutes. Comments for items on the Open Session agenda will be taken when the item is called in Open Session.The City Council is prohibited by law from taking any acon on ma5ers discussed that are not on the agenda, and no adverse conclusions should be drawn if the City Council does not respond to public comment at this time.

AGENDA CHANGES
The Mayor and Council may change the order of the Agenda or request discussion of a Consent Item. A member of the Public may request discussion of a Consent Item by making that request during Public Comment.

CONSENT CALENDAR

3. Minutes of the Regular City Council meeting of August 1, 2023 Recommendation: Approve the minutes of the Regular City Council mee-ng of August 1, 2023.

4. Award Contract for the Irrigation Controller Upgrade Project (PR23-0150) Recommendation: Adopt a Resolu-on awarding a construc-on contract to SiteOne Green Tech in the amount of $394,862 and authorizing the Public Works Director to approve and execute Contract Change Orders in an aggregate amount not to exceed the Project Budget in conjunction with the Irrigation Controller Upgrade Project (PR23-0150).

5. Uniform Services Agreement with the Cintas Corporation Recommendation: Adopt a Resolu-on authorizing the City Manager to enter into a fiveyear Agreement with Cintas Corpora-on No. 2 for a cumula-ve amount not to exceed $205,000.

6. City Travel Policy
Recommendation: Adopt a Resolution Approving the Revised City Travel Policy.

7. City Investment Policy
Recommendation: Adopt a Resolution amending the City's Investment Policy.

8. Acceptance of Comple)on of Deferred Improvement Agreement/Release of Lien: 1111 Green Island Road
Recommendation: Approve Resolu-on accep-ng the sa-sfac-on of the Deferred Improvement Agreement and release of the lien thereto for the Deferred Improvement Agreement associated with 1111 Green Island Road.

PUBLIC HEARINGS

9. Watson Ranch Specific Plan and General Plan Technical Amendment Recommendation: Take the following ac-ons related to the General Plan and Watson Ranch Specific Plan:

CITY COUNCIL MEETING AGENDA AUGUST 15, 2023
3 1. Adopt a Resolu-on of the City Council of the City of American Canyon amending the General Plan to ensure consistency with and between the General Plan and the Watson Ranch Specific Plan.

2. Waive first reading, read by -tle only, and adopt an Ordinance by the City Council of the City of American Canyon amending the Watson Ranch Specific Plan.

10. Napa Valley Ruins & Gardens Hotel and Condominiums Vesting Tentative Subdivision Map Recommendation: A Resolu-on of the City Council of the City of American Canyon approving a Ves-ng Tenta-ve Subdivision Map for the Napa Valley Ruins and Gardens Hotel and Condominiums to subdivide a 17.98-acre site into fourteen lots for condominium purposes in the Watson Ranch Specific Plan Mixed-Use Zoning District, APN 059-430-020 and 059-430-021 (File No. PL23-0007)

11. Promontory Subdivision Vesting Tentative Subdivision Map Recommendation: A Resolu-on of the City Council of the City of American Canyon, California approving a Ves-ng Tenta-ve Subdivision Map for development of 216 singlefamily residen-al lots and 54 junior accessory dwelling units (JADUS) on a 56.94-acre site in the Watson Ranch Specific Plan area, APN 059-030-007 (File No. PL22-0034).

BUSINESS

12. Vo)ng Delegate and Alternate(s) for the League of California Ci)es 2023 Annual Business Meeting
Recommendation: Approve a Minute Order designa-ng a Vo-ng Delegate and Alternate(s) for the League of California Cities 2023 Annual Business Meeting.

MANAGEMENT AND STAFF ORAL REPORTS

13. Wastewater Operations Quarterly Update
Recommendation: Receive an update on Wastewater Operations.

MAYOR/COUNCIL COMMENTS, COMMITTEE REPORTS, AND FUTURE AGENDA ITEMS The Mayor and Council may comment on ma5ers of public concern and announce ma5ers of public interest; no collective council action will be taken.

14. a. Napa County Local Agency Formation Commission Update (Aboudamous) b. Napa Countywide Climate Action Committee Update (Garcia/Joseph) c. Napa Valley Transportation Agency Update (Garcia/Joseph) d. Napa Valley Tourism Improvement Board Update (Oro)

15. City Council Committee Report - Councilmember Mark Joseph

16. Future Agenda Items of Note:

September 5, 2023, Regular City Council Meeting. 6:30 p.m.

Latino Heritage Month
National CERT Week
CITY COUNCIL MEETING AGENDA AUGUST 15, 2023
4 Domestic Violence Awareness Month
Development Project Notice Requirements
Vehicle Miles Traveled Policy Resolution
Building and Safety Update
Public Works Quarterly Update
September 19, 2023, Special City Council Meeting. 6:30 p.m.

National Community Planning Month
Chamber of Commerce Presentation
Paoli/Watson Annexation EIR, General Plan Amendment and Prezoning General Plan Update
Purchasing Policy - CUPCCAA
Water Presentation - MUD
October 3, 2023, Regular City Council Meeting. 6:30 p.m.

National Code Enforcement Appreciation Month
Fire Prevention Month
Filipino Heritage Month
Youth Commissioner Appointments

ADJOURNMENT

CERTIFICATION
I, Taresa Geilfuss, CMC, City Clerk for the City of American Canyon, do hereby declare that the foregoing agenda of the City Council was posted in compliance with the Brown Act prior to the meeting date. ______________________________________
Taresa Geilfuss, CMC, City Clerk
CITY COUNCIL MEETING AGENDA AUGUST 15, 2023
5 CITY OF AMERICAN CANYON

REGULAR CITY COUNCIL MEETING

ACTION MINUTES
August 1, 2023
4:30 P.M. OPEN SESSION - REGULAR MEETING

CALL TO ORDER
The meeting was called to order at 4:34 p.m.

PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was recited.

ROLL CALL

Present: Councilmember Mark Joseph, Councilmember David Oro, Vice Mayor Pierre Washington, Mayor Leon Garcia

Absent: None
Excused: Councilmember Mariam Aboudamous

PUBLIC COMMENT
Mayor Garcia called for public comments. Justin Hamilton Hole was called to speak. The public comments period was closed.

AGENDA CHANGES
Agenda changes were presented to council.

CONSENT CALENDAR
Action: Motion to adopt CONSENT CALENDAR with items as amended made by Councilmember Mark Joseph, seconded by Vice Mayor Pierre Washington, and CARRIED by roll call vote.

Ayes: Councilmember Mark Joseph, Councilmember David Oro, Vice Mayor Pierre Washington, Mayor Leon Garcia
Nays: None
Abstain: None

Absent: Councilmember Mariam Aboudamous
Excused: None

1. Minutes of the Regular City Council meeting of July 18, 2023 Action: Approved the minutes of the Regular City Council meeting of July 18, 2023. 6 2. Report Upon Return from Closed Session for the Regular City Council Meeting of July 18, 2023
Action: Approved the Report Upon Return from Closed Session from July 18, 2023.

3. Brightview Landscape Services Amendment No. 10
Action: Adopted Resolution 2023-58 authorizing the City Manager to execute Amendment No. 10 (Agreement 2023-A121) to Agreement 2017-A111 with BrightView Landscape Services in the amount of $295,861 for a total contract amount not to exceed $2,912,482 for annual landscape maintenance services.

4. FY2023-24 Capital Budget and Construction Contract for the 2022 Annual Pavement Management Project (TR22-0300).

Action: Adopted Resolution 2023-59 amending the FY2023-24 Capital Budget to Increase Project Budget and Award a Construction Contract (Agreement 2023-A122) to Martin Brothers Construction for the 2022 Annual Pavement Management Project (TR22-0300)

5. Quarterly Investment Report for City and Fire District for Fiscal Year 2022-23 Quarter 4 Action: Received and filed the City and Fire District's Treasurer's Report for the quarter ended June 30, 2023.

6. NBS Consultant Agreement Amendment 1
Action: Adopted Resolution 2023-60 to authorize the City Manager to execute Amendment 1 (Agreement 2023-A123) to the professional services contract with NBS Government Finance Group, DBA: NBS to continue enterprise rate studies for the Water, Wastewater, and Recycled Water Enterprise Funds for a new not-to-exceed contract amount of $173,514.

7. Baker Tilly Professional Services Contract
Action: Adopted Resolution 2023-61 authorizing the City Manager to execute an agreement (Agreement 2023-A124) with Baker Tilly in an amount not to exceed $67,600 to evaluate the structure and operations of the Public Works and Maintenance and Utilities Departments.

8. Project Labor Agreement with the Napa Solano Building and Construction Trades Council Action: Adopted Resolution 2023-62 approving a Project Labor Agreement (Agreement 2023- A125) with the Napa Solano Building and Construction Trades Council and its affiliated local Unions.

MANAGEMENT AND STAFF ORAL REPORTS
There were no Management Staff or Oral Reports.
7 MAYOR/COUNCIL COMMENTS, COMMITTEE REPORTS, AND FUTURE AGENDA ITEMS

9. Future Agenda Items of Note:

August 15, 2023, Regular City Council Meeting. 6:30 p.m.

First Reading Watson Ranch Specific Plan and General Plan Amendment Promontory Single Family Subdivision Map
Watson Ranch NVRG Subdivision Map
Water Presentation Maintenance and Utilities Department

September 5, 2023, Regular City Council Meeting. 6:30 p.m.

Proclamation Latino Heritage Month
Proclamation National CERT Week
Proclamation Domestic Violence Awareness Month
Public Works Quarterly Update
General Plan Update
Vehicle Miles Traveled Policy Resolution
Building and Safety Update

ADJOURNMENT
The meeting was adjourned at 4:39 p.m.

CERTIFICATION
Respectfully Submitted,
_____________________________________
Taresa Geilfuss, CMC, City Clerk
8 CITY COUNCIL AGENDA
AUGUST 15, 2023

STAFF REPORT

CONSENT
ITEM NUMBER: 4.

TITLE
Award Contract for the Irrigation Controller Upgrade Project (PR23-0150)

RECOMMENDATION
Adopt a Resolu-on awarding a construc-on contract to SiteOne Green Tech in the amount of $394,862 and authorizing the Public Works Director to approve and execute Contract Change Orders in an aggregate amount not to exceed the Project Budget in conjunc-on with the Irriga-on Controller Upgrade Project (PR23-0150).

CONTACT
Erica Ahmann Smithies, P.E., Public Works Director
Brian Materne, Maintenance and Utilities Superintendent

BACKGROUND & ANALYSIS
The City’s Parks Maintenance Division maintains city owned parks and street landscape areas which are broken out into four main irrigation fund areas:

1. LLAD Zone 1, La Vinge subdivision

2. LLAD Zone 2, Vintage Ranch subdivision

3. LLAD Zone 3, Napa Junction Mixed Use

4. All other City Parks and Landscape areas maintained by the general fund.

There are over 40 irriga-on controllers located within the four irriga-on areas with a majority of them over 20 years old and failed. Staff iden-fied the need to replace the controllers system wide in the prior fiscal year and added the Irriga-on Controller Upgrade Project (PR23-0150) to the recently adopted Fiscal Year 2023/24 Capital Improvement Program. The upgraded system will assist staff in conserving water throughout the City Landscape system, now and into the future.

Staff received a quote from SiteOne Green Tech (SiteOne), an authorized dealer and installer for The Toro Company, a Sourcewell provider, for the RAINMASTER Irriga-on Control System in the amount of $394,862. This price includes purchase of equipment and installa-on. In accordance with the City of American Canyon Municipal Code Title 3, Chapter 3.12.270 D. Excep-ons to compe--ve bidding requirement, Council may authorize the execu-on of contracts for contractual services without observing the bidding procedures where the amount of the contract exceeds the value of 9 five thousand dollars. Sourcewell's Coopera-ve Contracts are available and open to public and nonprofit en--es across the United States and Canada; such as federal, state/providence, municipal, K-12 and higher education, tribal government, and other public entities.

In accordance with the City of American Canyon Municipal Code Title 3, Chapter 3.12, staff is recommending City Council to award an equipment purchase agreement to SiteOne in reliance on Sourcewell's award schedule to purchase and install the RAINMASTER Irriga-on Control System for the Irrigation Controller Upgrade Project (PR23-0150).

COUNCIL PRIORITY PROGRAMS AND PROJECTS
Infrastructure: "Develop and maintain infrastructure resources to support sustainable growth."

FISCAL IMPACT
The proposed contract amount with SiteOne is for $394,862. The FY 23/24 Capital Budget provides for a Project Budget for the Irriga-on Controller Upgrade project (PR23-0150) in the amount of $429,424, u-lizing LLAD Zone 1, 2, 3 and the Parks Repair and Replacement Fund is broken down as follows:

1.Fund 261 - LLAD Zone 1, $94,513

2.Fund 262 - LLAD Zone 2, $144,035

3.Fund 263 - LLAD Zone 3, $39,183

4.Fund 655 - Parks R&R ISF, $151,693

ENVIRONMENTAL REVIEW
15301 - The Project is exempt from review under the California Environmental Quality Act ("CEQA") under the Class 1 exemp-on of exis-ng facili-es of Sec-on 15301 of Title 14 of the California Code of Regula-ons and said exemp-on is not negated by any excep-on under Sec-on 15300.2 of said Regulations.

ATTACHMENTS:

1. Resolution - SiteOne Green Tech

2. Proposal from SiteOne

3. Sourcewell - Toro Company Contract 031121

4. Sole Source Letter for SiteOne
10 RESOLUTION NO. 2023‐

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AMERICAN CANYON AWARDING A CONSTRUCTION CONTRACT TO  SITEONE GREEN TECH IN THE AMOUNT OF $394,862 AND

AUTHORIZING THE PUBLIC WORKS DIRECTOR TO APPROVE AND EXECUTE CONTRACT CHANGE

ORDERS IN AN AGGREGATE AMOUNT NOT TO EXCEED THE PROJECT BUDGET IN CONJUNCTION WITH THE IRRIGATION CONTROLLER UPGRADE PROJECT (PR23‐0150))
WHEREAS, the Irrigation Controller Upgrade Project (PR23‐0150) will replace aging equipment and upgrade the irrigation control system citywide; and
WHEREAS, staff received a quote from SiteOne Green Tech, an authorized dealer and installer for The Toro Company, a Sourcewell provider, for $394,862 for equipment and installation of the RAINMASTER Irrigation Controller System; and
WHEREAS, the City of American Canyon Municipal Code Title 3, Chapter 3.12, allows for the City Council to award a contract to SiteOne Green Tech in reliance on Sourcewell's award schedule to purchase and install the RAINMASTER Irrigation Control System for the Irrigation Controller Upgrade Project (PR23‐ 0150); and
WHEREAS, there are sufficient funds in the CIP project budge for the Irrigation Controller Upgrade Project (PR23‐0150); and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of American Canyon hereby awards a construction contract with SiteOne Green Tech for the Irrigation Controller Upgrade Project (PR23‐ 0150) for an amount not to exceed $394,862; and
NOW, THEREFORE, BE IT FURTHER RESOLVED, that the City Council of the City of American Canyon hereby authorizes the Public Works Director to execute Contract Change Orders in an aggregate amount not to exceed the Project Budget in conjunction with the Irrigation Controller Upgrade Project (PR23‐ 0150).

PASSED, APPROVED and ADOPTED at a regularly scheduled meeting of the City Council of the City of American Canyon held on the 15th day of August, 2023 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
____________________________
Leon Garcia, Mayor
ATTEST:            APPROVE AS TO FORM:

____________________________   _____________________________ Taresa Geilfuss, CMC, City Clerk William D. Ross, City Attorney 11 Quotation
Pacheco CA #303
130 S Buchanan Cir Ste A
Pacheco, CA 94553-5125 W: (925)680-7620
Bill To:

City Of American Canyon (#202465)
4381 Broadway St Ste 201
American Canyon, CA 94503-9682 W: (707)647-4360
Ship To:

City Of American Canyon (#202465)
4381 Broadway St Ste 201
American Canyon, CA 94503-9682 W: (707)647-4360
Created Quote# Due Date Expected Award Date Expiration Date 06/09/2023 6360394 07/20/2023 08/19/2023 12/31/2023
Printed Job Name Job Description Job Start Date
07/21/2023 13:35:59 Full city upgrade to DXi LTE 07/20/2023 Line
#
Item# ItemDesc Qty UOM Unit Price Extended
Price
1 C THIS QUOTE REPLACES QUOTE #5963696
2 005-00 & 01 in SA4 Wetlands Edge & W. E. Turf 0.000
3 SA11-RM6-40 GT RMDXi-40 24SS Retrofit Sat Assy 1 EA 7,365.664 7,365.66 4 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.004 2,500.00 5 GTINSTALL-JA GT Install - Jacinto Arreola 5 EA 125.000 625.00 6 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 7 SA11X-RM6-32 GT RMDXi Extension-32 24SS Retro Sat Assembly 1 EA 3,103.322 3,103.32 8 GTINSTALL-JA GT Install - Jacinto Arreola 3.5 EA 125.000 437.50 9 - 0.000
10 001-00 in NA PED Com 1 0.000
11 SA6-RM6-16 GT RMDXi-16 16SS Sat Assy 1 EA 8,434.739 8,434.74 12 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 13 RSE-DXI DXI Rain Sensor, Enclosure Mount Assy 1 EA 228.000 228.00 14 GTINSTALL-JA GT Install - Jacinto Arreola 4 EA 125.000 500.00 15 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 16 - 0.000
17 002-00 NC-4245 Donaldson 0.000
18 SA6-RM6-24 GT RMDXi-24 16SS Sat Assy 1 EA 9,151.214 9,151.21 19 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 20 RSE-DXI DXI Rain Sensor, Enclosure Mount Assy 1 EA 228.001 228.00 21 GTINSTALL-JA GT Install - Jacinto Arreola 4.5 EA 125.000 562.50 22 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 23 - 0.000
24 004-00 & 01 in SA4 Wetlands Edge & W. E. Turf 0.000
25 SA11-RM6-40 GT RMDXi-40 24SS Retrofit Sat Assy 1 EA 7,365.674 7,365.67 26 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 27 GTINSTALL-JA GT Install - Jacinto Arreola 5 EA 125.000 625.00 28 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 29 SA11X-RM6-32 GT RMDXi Extension-32 24SS Retro Sat Assembly 1 EA 3,103.323 3,103.32 30 GTINSTALL-JA GT Install - Jacinto Arreola 3.5 EA 125.000 437.50 31 - 0.000
32 003-00 NC-4244 North Hampton 0.000
33 SA6-RM6-32 GT RMDXi-32 16SS Sat Assy 1 EA 9,867.160 9,867.16 34 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 35 RSE-DXI DXI Rain Sensor, Enclosure Mount Assy 1 EA 228.001 228.00 36 GTINSTALL-JA GT Install - Jacinto Arreola 5 EA 125.000 625.00 37 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 38 - 0.000
39 035-00 SC-22605 Senior Center 0.000
40 SA9-RM6-16 GT RMDXi-16 16SS Retro BB Sat Assembly 1 EA 5,036.006 5,036.01 41 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 42 GTINSTALL-JA GT Install - Jacinto Arreola 3 EA 125.000 375.00 43 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 44 - 0.000
45 027-00 & 01 GT28535[6] Kimberly Recycled 0.000
46 SA9-RM6-40 GT RMDXi-40 Retro 16SS Sat Assy 1 EA 7,185.431 7,185.43 47 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 48 RSE-DXI DXI Rain Sensor, Enclosure Mount Assy 1 EA 228.001 228.00 49 GTINSTALL-JA GT Install - Jacinto Arreola 5 EA 125.000 625.00 50 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 51 SA9-RM6-32 GT RMDXi-32 Retro 16SS Sat Assembly 1 EA 6,468.956 6,468.96 52 GTINSTALL-CC GT Install - Carl Coupe 3 EA 125.000 375.00 53 - 0.000
54 017-00 in Tesco Enclosure Vets South 0.000
55 SA01-RM6-32 GT RMDXi-32 Sat PWMAssy 1 EA 6,205.128 6,205.13 56 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 57 GTINSTALL-JA GT Install - Jacinto Arreola 4 EA 125.000 500.00 58 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 59 - 0.000
12 60 016-00 in Tesco Enclosure Vets Park 0.000
61 SA01-RM6-40 GT RMDXi-40 Sat PWMAssy 1 EA 6,921.603 6,921.60 62 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 63 GTINSTALL-JA GT Install - Jacinto Arreola 4.5 EA 125.000 562.50 64 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 65 - 0.000
66 Controllers H, G, & I "turf and shrubs" 0.000
67 Controller H 0.000
68 SA11-RM6-32 GT RMDXi-32 24SS Retrofit Sat Assy 1 EA 6,732.000 6,732.00 69 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 70 GTINSTALL-JA GT Install - Jacinto Arreola 3.5 EA 125.000 437.50 71 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 72 Controller G 0.000
73 SA11X-RM6-32 GT RMDXi Extension-32 24SS Retro Sat Assembly 1 EA 3,103.323 3,103.32 74 GTINSTALL-JA GT Install - Jacinto Arreola 2.5 EA 125.000 312.50 75 Controlller I 0.000
76 SA11X-RM6-32 GT RMDXi Extension-32 24SS Retro Sat Assembly 1 EA 3,103.323 3,103.32 77 GTINSTALL-JA GT Install - Jacinto Arreola 2.5 EA 125.000 312.50 78 - 0.000
79 Controller J "turf and shrubs" 0.000
80 SA10-RM6-16 GT RMDXi-16 18SS Retro BB Sat Assy 1 EA 5,149.572 5,149.57 81 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 82 GTINSTALL-JA GT Install - Jacinto Arreola 3 EA 125.000 375.00 83 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 84 - 0.000
85 Controller K "turf and shrubs" 0.000
86 SA10-RM6-16 GT RMDXi-16 18SS Retro BB Sat Assy 1 EA 5,149.572 5,149.57 87 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 88 GTINSTALL-JA GT Install - Jacinto Arreola 3 EA 125.000 375.00 89 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 90 - 0.000
91 Controller F Montecarlo "turf and shrubs" 0.000
92 SA10-RM6-32 GT RMDXi-32 18SS Retro BB Sat Assy 1 EA 6,582.522 6,582.52 93 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 94 GTINSTALL-JA GT Install - Jacinto Arreola 3.5 EA 125.000 437.50 95 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 96 - 0.000
97 Controller 013-00 Newel recycled 0.000
98 SA9-RM6-32 GT RMDXi-32 Retro 16SS Sat Assembly 1 EA 6,468.956 6,468.96 99 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 100 GTINSTALL-JA GT Install - Jacinto Arreola 4 EA 125.000 500.00 101 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 102 - 0.000
103 Controller 012-00 Shenandoah recycled 0.000
104 SA9-RM6-48 GT RMDXi-48 16SS Retro BB Sat Assembly 1 EA 7,901.906 7,901.91 105 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 106 GTINSTALL-JA GT Install - Jacinto Arreola 5 EA 125.000 625.00 107 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 108 - 0.000
109 Controller 011-00 "by fire recycled" 0.000
110 SA9-RM6-40 GT RMDXi-40 Retro 16SS Sat Assy 1 EA 7,185.457 7,185.46 111 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 112 GTINSTALL-JA GT Install - Jacinto Arreola 4 EA 125.000 500.00 113 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 114 - 0.000
115 Controller 014-00 Tuscan recycled 0.000
116 SA9-RM6-16 GT RMDXi-16 16SS Retro BB Sat Assembly 1 EA 5,036.001 5,036.00 117 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 118 GTINSTALL-JA GT Install - Jacinto Arreola 3 EA 125.000 375.00 119 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 120 - 0.000
121 Controller 024-00 Walmart entrance 0.000
122 SA9-RM6-24 GT RMDXi-24 16SS Retro BB Sat Assy 1 EA 5,752.508 5,752.51 123 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 124 GTINSTALL-JA GT Install - Jacinto Arreola 3.5 EA 125.000 437.50 125 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 126 - 0.000
127 Controller 025-00 Main St by Eucalyptus 0.000
128 SA9-RM6-40 GT RMDXi-40 Retro 16SS Sat Assy 1 EA 7,185.457 7,185.46 129 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 130 GTINSTALL-JA GT Install - Jacinto Arreola 5 EA 125.000 625.00 131 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 132 - 0.000
133 Controlller 20 Main St 0.000
134 SA9-RM6-48 GT RMDXi-48 16SS Retro BB Sat Assembly 1 EA 7,901.906 7,901.91 135 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 13 136 GTINSTALL-JA GT Install - Jacinto Arreola 5.5 EA 125.000 687.50 137 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 138 - 0.000
139 Controllers 021-00, 01, 0 0.000
140 SA9-RM6-24 GT RMDXi-24 16SS Retro BB Sat Assy 1 EA 5,752.475 5,752.48 141 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 142 GTINSTALL-JA GT Install - Jacinto Arreola 3 EA 125.000 375.00 143 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 144 SA9X-RM6-32 GT RMDXi Extension-32 16SS Retro Sat Assembly 1 EA 3,181.500 3,181.50 145 GTINSTALL-JA GT Install - Jacinto Arreola 3 EA 125.000 375.00 146 SA9X-RM6-32 GT RMDXi Extension-32 16SS Retro Sat Assembly 1 EA 3,181.500 3,181.50 147 GTINSTALL-JA GT Install - Jacinto Arreola 2.5 EA 125.000 312.50 148 - 0.000
149 Controllers 010-00 and 01 Tower recycled 0.000
150 SA9-RM6-32 GT RMDXi-32 Retro 16SS Sat Assembly 1 EA 6,468.956 6,468.96 151 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 152 GTINSTALL-JA GT Install - Jacinto Arreola 4 EA 125.000 500.00 153 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 154 SA9X-RM6-40 GT RMDXi Extension-40 16SS Retro Sat Assembly 1 EA 3,859.233 3,859.23 155 GTINSTALL-JA GT Install - Jacinto Arreola 3.5 EA 125.000 437.50 156 - 0.000
157 Controller 009-00 Bus stop recycled 0.000
158 SA9-RM6-24 GT RMDXi-24 16SS Retro BB Sat Assy 1 EA 5,752.508 5,752.51 159 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 160 GTINSTALL-JA GT Install - Jacinto Arreola 3.5 EA 125.000 437.50 161 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 162 - 0.000
163 Controllers 026-00 and 01 Silver Oak 0.000
164 SA9-RM6-32 GT RMDXi-32 Retro 16SS Sat Assembly 1 EA 6,468.956 6,468.96 165 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 166 GTINSTALL-JA GT Install - Jacinto Arreola 4 EA 125.000 500.00 167 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 168 SA9X-RM6-32 GT RMDXi Extension-32 16SS Retro Sat Assembly 1 EA 3,181.500 3,181.50 169 GTINSTALL-JA GT Install - Jacinto Arreola 3 EA 125.000 375.00 170 - 0.000
171 Controller022-00 Silver Oak 0.000
172 SA9-RM6-24 GT RMDXi-24 16SS Retro BB Sat Assy 1 EA 5,752.508 5,752.51 173 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 174 GTINSTALL-JA GT Install - Jacinto Arreola 3.5 EA 125.000 437.50 175 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 176 - 0.000
177 Controllers 006-00 and 01 "recycled water" 0.000
178 SA9-RM6-32 GT RMDXi-32 Retro 16SS Sat Assembly 1 EA 6,468.956 6,468.96 179 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 180 GTINSTALL-JA GT Install - Jacinto Arreola 3 EA 125.000 375.00 181 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 182 SA9X-RM6-32 GT RMDXi Extension-32 16SS Retro Sat Assembly 1 EA 3,181.500 3,181.50 183 GTINSTALL-JA GT Install - Jacinto Arreola 3 EA 125.000 375.00 184 - 0.000
185 Controllers 007-00 and 01 Newell Dr 0.000
186 SA9-RM6-40 GT RMDXi-40 Retro 16SS Sat Assy 1 EA 7,185.463 7,185.46 187 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 188 GTINSTALL-JA GT Install - Jacinto Arreola 4.5 EA 125.000 562.50 189 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 190 SA9X-RM6-40 GT RMDXi Extension-40 16SS Retro Sat Assembly 1 EA 3,906.900 3,906.90 191 GTINSTALL-JA GT Install - Jacinto Arreola 3.5 EA 125.000 437.50 192 - 0.000
193 Controllers 008-00 and 01 Am Can East 0.000
194 SA9-RM6-32 GT RMDXi-32 Retro 16SS Sat Assembly 1 EA 6,468.956 6,468.96 195 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 196 GTINSTALL-JA GT Install - Jacinto Arreola 4 EA 125.000 500.00 197 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 198 SA9X-RM6-24 GT RMDXi Extension-24 16SS Retro Sat Assembly 2.5 EA 2,456.100 6,140.25 199 GTINSTALL-JA GT Install - Jacinto Arreola 1 EA 125.000 125.00 200 - 0.000
201 Controllers A(1) and B(1) LaVigne turf and shrubs 0.000 202 SA10-RM6-24 GT RMDXi-24 18SS Retro BB Sat Assy 1 EA 5,866.047 5,866.05 203 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 204 PMR-CAC Irritrol Promax Remote CAC Receiver 1 EA 1,164.800 1,164.80 205 PWR-CON GT120V Power Conditioner, 60W 1 EA 1,020.416 1,020.42 206 GTINSTALL-JA GT Install - Jacinto Arreola 4.5 EA 125.000 562.50 207 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 208 SA10X-RM6-24 GT RMDXi Extension-24 18SS Retro Sat Assembly 1 EA 2,370.236 2,370.24 209 GTINSTALL-JA GT Install - Jacinto Arreola 2.5 EA 125.000 312.50 210 SA10-RM6-24 GT RMDXi-24 18SS Retro BB Sat Assy 1 EA 5,866.047 5,866.05 14 211 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 212 PMR-CAC Irritrol Promax Remote CAC Receiver 1 EA 1,164.800 1,164.80 213 PWR-CON GT120V Power Conditioner, 60W 1 EA 1,020.413 1,020.41 214 GTINSTALL-JA GT Install - Jacinto Arreola 4.5 EA 125.000 562.50 215 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 216 SA10X-RM6-24 GT RMDXi Extension-24 18SS Retro Sat Assembly 1 EA 2,370.236 2,370.24 217 GTINSTALL-JA GT Install - Jacinto Arreola 2.5 EA 125.000 312.50 218 C Item Note:
*Customer must install newconduit to link both Pedestals.

0.000
219 - 0.000
220 Controller E LaVigne turf and shrubs 0.000
221 SA10-RM6-24 GT RMDXi-24 18SS Retro BB Sat Assy 1 EA 5,866.047 5,866.05 222 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA 2,500.011 2,500.01 223 GTINSTALL-JA GT Install - Jacinto Arreola 3.5 EA 125.000 437.50 224 GTMISCPARTS GT Miscellaneous Parts 1 EA 150.000 150.00 Total Price: $ 364,745.76
Total Tax: $ 30,116.04
Total: $ 394,861.80
SiteOne Landscape Supplyis not responsible for the accuracyof the items contained in this quotation. Please reviewcarefully. Please add appropriate sales tax. Prices on this quote are good for 30 days after the entered bid date.

Local taxmaydiffer based on locations and local codes.
15 031121-TTC
Rev. 10/2020 1
Solicitation Number: RFP #031121

CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and The Toro Company, 8111 Lyndale Avenue South, Bloomington, MN 55420 (Vendor).

Sourcewell is a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.

Sourcewell issued a public solicitation for Grounds Maintenance Equipment, Attachments, and Accessories with Related Services from which Vendor was awarded a contract.

Vendor desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts (Participating Entities).

1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.

B. EXPIRATION DATE AND EXTENSION. This Contract expires April 30, 2025, unless it is cancelled sooner pursuant to Article 22. This Contract may be extended up to one additional one-year period upon request of Sourcewell and with written agreement by Vendor.

C. SURVIVAL OF TERMS. Articles 11 through 14 survive the expiration or cancellation of this Contract.

2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Vendor will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.

Vendor’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.







  

 



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All Equipment and Products provided under this Contract must be new/current model. Vendor may offer close-out or refurbished Equipment or Products if they are clearly indicated in Vendor’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.

This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.

B. WARRANTY. Vendor warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in design, materials, and workmanship.

In addition, Vendor warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended for the duration of Vendor’s written warranty for such item. Other than the warranties in this paragraph and Vendor’s express written warranty for its product, Vendor expressly disclaims all other warranties, express or implied. Vendor agrees to work with its dealers and distributors to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that is effective past the expiration of the Vendor’s warranty will be passed on to the Participating Entity.

C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution, Vendor will make available to Sourcewell a means to validate or authenticate Vendor’s authorized dealers, distributors, and/or resellers relative to the Equipment, Products, and Services related to this Contract. This list may be updated from time-to-time and is incorporated into this Contract by reference. It is the Vendor’s responsibility to ensure Sourcewell receives the most current version of this list.

3. PRICING
All Equipment, Products, or Services under this Contract will be priced as stated in Vendor’s Proposal.

When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity’s requested delivery location.

Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase.

A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Vendor must permit the Equipment and Products to be 






  

 



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returned within a reasonable time at no cost to Sourcewell or its Participating Entities.

Participating Entities reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery.

Vendor must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.

Sourcewell may declare the Vendor in breach of this Contract if the Vendor intentionally delivers substandard or inferior Equipment or Products. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Vendor as soon as possible and the Vendor will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.

B. SALES TAX. Each Participating Entity is responsible for supplying the Vendor with valid taxexemption certification(s). When ordering, a Participating Entity must indicate if it is a taxexempt entity.

C. HOT LIST PRICING. At any time during this Contract, Vendor may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.

When Vendor determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.

Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Participating Entities.

4. PRODUCT AND PRICING CHANGE REQUESTS
Vendor may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Contract Administrator. This form is available from the assigned Sourcewell Contract Administrator. At a minimum, the request must:
x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change; x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and 






  

 



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x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.

A fully executed Sourcewell Price and Product Request Form will become an amendment to this Contract and be incorporated by reference.

5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS

A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities.

The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Vendor understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.

Vendor is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.

B. PUBLIC FACILITIES. Vendor’s employees may be required to perform work at governmentowned facilities, including schools. Vendor’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.

6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Vendor that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Vendor. Typically, a Participating Entity will issue an order directly to Vendor. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell contract number. All Participating Entity orders under this Contract must be issued prior to expiration of this Contract; however, Vendor performance, 






  

 



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Participating Entity payment, and any applicable warranty periods or other Vendor or Participating Entity obligations may extend beyond the term of this Contract.

Vendor’s acceptable forms of payment are included in Attachment A. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.

B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Vendor, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entitles may require the use of a Participating Addendum; the terms of which will be worked out directly between the Participating Entity and the Vendor. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.

C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements (such as e-commerce specifications, specialized delivery requirements, or other specifications and requirements) not addressed in this Contract, the Participating Entity and the Vendor may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.

D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or in part, immediately upon notice to Vendor in the event of any of the following events:

1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the goods to be purchased;

2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements; or

3. Vendor commits any material breach of this Contract or the additional terms agreed to between the Vendor and a Participating Entity.

E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by the Participating Entity making the purchase.

7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Vendor will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:








  

 



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x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.

B. BUSINESS REVIEWS. Vendor must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, supply issues, customer issues, and any other necessary information.

8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Vendor must provide a contract sales activity report (Report) to the Sourcewell Contract Administrator assigned to this Contract. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Vendor must submit a report indicating no sales were made).

The Report must contain the following fields:
x Customer Name (e.g., City of Staples Highway Department); x Customer Physical Street Address;
x Customer City;
x Customer State/Province;
x Customer Zip Code;
x Customer Contact Name;
x Customer Contact Email Address;
x Customer Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Vendor.

B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Vendor will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Vendor may not charge Participating Entities more than the contracted price to offset the Administrative Fee.

The Vendor will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased by Participating Entities under this Contract during each calendar quarter. Payments should note the Vendor’s name and Sourcewell-assigned contract number in the memo; and must be 






  

 



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mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.

Vendor agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.

In the event the Vendor is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Vendor in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.

9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.

Vendor’s Authorized Representative is the person named in the Vendor’s Proposal. If Vendor’s Authorized Representative changes at any time during this Contract, Vendor must promptly notify Sourcewell in writing.

10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records, documents, and accounting procedures and practices relevant to this Agreement are subject to examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract.

B. ASSIGNMENT. Neither the Vendor nor Sourcewell may assign or transfer any rights or obligations under this Contract without the prior consent of the parties and a fully executed assignment agreement. Such consent will not be unreasonably withheld.

C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been fully executed by the parties.

D. WAIVER. If either party fails to enforce any provision of this Contract, that failure does not waive the provision or the right to enforce it.

E. CONTRACT COMPLETE. This Contract contains all negotiations and agreements between Sourcewell and Vendor. No other understanding regarding this Contract, whether written or oral, may be used to bind either party. For any conflict between the attached Proposal and the terms set out in Articles 1-22, the terms of Articles 1-22 will govern. 






  

 



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F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.

11. LIABILITY

Vendor must indemnify, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including injury or death to persons or property and attorneys’ fees, alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications and operating instructions.

12. GOVERNMENT DATA PRACTICES
Vendor and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Vendor under this Contract.

If the Vendor receives a request to release the data referred to in this article, the Vendor must immediately notify Sourcewell and Sourcewell will assist with how the Vendor should respond to the request.

13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT A. INTELLECTUAL PROPERTY

1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Vendor a royalty-free, worldwide, non-exclusive right and license to use theTrademark(s) provided to Vendor by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Vendor.
b. Vendor grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Vendor’s Trademarks in advertising and promotional materials for the purpose of marketing Vendor’s relationship with Sourcewell.

2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to its and their respective distributors, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article.

Each party will be responsible for any breach of this Article by any of their respective sublicensees.







  

 



23 031121-TTC
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3. Use; Quality Control.
a. Sourcewell must not alter Vendor’s Trademarks from the form provided by Vendor and must comply with Vendor’s removal requests as to specific uses of its trademarks or logos.
b. Vendor must not alter Sourcewell’s Trademarks from the form provided by Sourcewell and must comply with Sourcewell’s removal requests as to specific uses of its trademarks or logos.
c. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s Trademarks only in good faith and in a dignified manner consistent with such party’s use of the Trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.

4. As applicable, Vendor agrees to indemnify and hold harmless Sourcewell and its Participating Entities against any and all suits, claims, judgments, and costs instituted or recovered against Sourcewell or Participating Entities by any person on account of the use of any Equipment or Products by Sourcewell or its Participating Entities supplied by Vendor in violation of applicable patent or copyright laws.

5. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of vendors which may be used until the next printing). Vendor must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.

B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Vendor individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.

C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Materials should be sent to the Sourcewell Contract Administrator assigned to this Contract.

D. ENDORSEMENT. The Vendor must not claim that Sourcewell endorses its Equipment, Products, or Services.

14. GOVERNING LAW, JURISDICTION, AND VENUE
Minnesota law governs this Contract. Venue for all legal proceedings out of this Contract, or its breach, must be in the appropriate state court in Todd County or federal court in Fergus Falls, Minnesota.







  

 



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15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.

16. SEVERABILITY
If any provision of this Contract is found to be illegal, unenforceable, or void then both Sourcewell and Vendor will be relieved of all obligations arising under such provisions. If the remainder of this Contract is capable of performance, it will not be affected by such declaration or finding and must be fully performed.

17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:

1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Vendor will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.

2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Vendor may escalate the resolution of the issue to a higher level of management. A Party will have 30 calendar days to cure an outstanding issue.

3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Vendor must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Vendor fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, any additional costs incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed will be borne by the Vendor.

B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default:

1. Nonperformance of contractual requirements, or

2. A material breach of any term or condition of this Contract.

Written notice of default and a reasonable opportunity to cure must be issued by the party claiming default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:







  

 



25 031121-TTC
Rev. 10/2020 11
x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.

18. INSURANCE

A. REQUIREMENTS. At its own expense, Vendor must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:

1. Workers’ Compensation and Employer’s Liability.

Workers’ Compensation: As required by any applicable law or regulation.

Employer's Liability Insurance: must be provided in amounts not less than listed below:

Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease

2. Commercial General Liability Insurance. Vendor will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.

Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate

3. Commercial Automobile Liability Insurance. During the term of this Contract, Vendor will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.

Minimum Limits:
$1,000,000 each accident, combined single limit







  

 



26 031121-TTC
Rev. 10/2020 12

4. Umbrella Insurance. During the term of this Contract, Vendor will maintain umbrella coverage over Workers’ Compensation, Commercial General Liability, and Commercial Automobile.

Minimum Limits:
$2,000,000
Failure of Vendor to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.

B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Vendor must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Contract Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf.

Failure to request certificates of insurance by Sourcewell, or failure of Vendor to provide certificates of insurance, in no way limits or relieves Vendor of its duties and responsibilities in this Contract.

C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Vendor agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Vendor’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Vendor, and products and completed operations of Vendor. The policy provision(s) or endorsement(s) must further provide that coverage is primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.

D. WAIVER OF SUBROGATION. Vendor waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Vendor or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Vendor or its subcontractors. Where permitted by law, Vendor must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.

E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies), or self-insured retention. 






  

 



27 031121-TTC
Rev. 10/2020 13

19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.

B. LICENSES. Vendor must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Vendor conducts with Sourcewell and Participating Entities.

20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Vendor certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Vendor declares bankruptcy, Vendor must immediately notify Sourcewell in writing.

Vendor certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Vendor certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Vendor further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.

21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER

UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may also require additional requirements based on specific funding specifications. Within this Article, all references to “federal” should be interpreted to mean the United States federal government.

The following list only applies when a Participating Entity accesses Vendor’s Equipment, Products, or Services with United States federal funds.

A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-

1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing 






  

 



28 031121-TTC
Rev. 10/2020 14
regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.

B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by nonfederal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Vendor must be in compliance with all applicable Davis-Bacon Act provisions.

C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).

Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor must comply with applicable requirements as referenced above. 






  

 



29 031121-TTC
Rev. 10/2020 15
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor must comply with applicable requirements as referenced above.

E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). Vendor certifies that during the term of this Contract will comply with applicable requirements as referenced above.

F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Vendor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Vendors must file any required certifications. Vendors must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Vendors must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Vendors must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).







  

 



30 031121-TTC
Rev. 10/2020 16
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Vendor must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Vendor further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.

I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Vendor must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Vendor must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.

K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Vendor agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Vendor that are directly pertinent to Vendor’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Vendor’s personnel for the purpose of interview and discussion relating to such documents.

L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

22. CANCELLATION
Sourcewell or Vendor may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Vendor’s Proposal.

Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.







  

 



31 031121-TTC
Rev. 10/2020 17
Sourcewell The Toro Company
By: __________________________ By: __________________________ Jeremy Schwartz Brad Hamilton
Title: Chief Procurement Officer Title: Group VP
Date: ________________________ Date: ________________________ Approved:

By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________







  

 



 





 















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Bid Number: RFP 031121 Vendor Name: The Toro Company







  

 



55 Sourcewell Contract #031121-TTC | Amendment #1

AMENDMENT #1
TO
CONTRACT # 031121-TTC
THIS AMENDMENT is by and between Sourcewell and The Toro Company (Vendor).

Sourcewell awarded a contract to Vendor to provide Grounds Maintenance Equipment, Attachments, and Accessories with Related Services to Sourcewell and its Participating Entities, effective April 29, 2021, through April 30, 2025 (Contract).

The parties wish to amend the following terms within the Contract.

1. This Amendment is effective upon the date of the last signature below.

2. Vendor wishes to modify its pricing model to offer Product-category discounts off of current MSRP will apply as described in items 54-60. In Canada, the pricing model will be US MSRP multiplied by the exchange rate at the time of order (exchange rate based on the monthly average published rate at the time of order, according to the Bank of Canada – Monthly Exchange Rate). This creates a new MSRP for Canada and then the discount off that price is applied. Bank of Canada – Monthly Exchange Rate:
https://www.bankofcanada.ca/rates/exchange/monthly-exchange-rates/

3. Vendor will offer a “Smart Value” volume discount that includes the following incentive for individual large orders.

Toro Commercial
Purchases
Customer
Goods
Toro Commercial
Purchases
Customer
Goods
$ 150K - $ 199K
$ 200K - $ 249K
$ 250K - $ 299K
$ 300K - $ 349K
$ 350K - $ 399K
$ 400K - $ 449K
$ 450K - $ 499K
$ 500K - $ 549K
$ 4,500
$ 6,000
$ 10,000
$ 12,000
$ 14,000
$ 16,000
$ 18,000
$ 20,000
$ 550K - $ 599K
$ 600K - $ 649K
$ 650K - $ 699K
$ 700K - $ 749K
$ 750K - $ 799K
$ 800K - $ 849K
$ 850K - $ 899K
$ 900K*
$ 22,000
$ 24,000
$ 26,000
$ 28,000
$ 30,000
$ 32,000
$ 34,000
$ 36,000
Only single Purchase Orders (POs) on Toro Commercial Equipment qualify. Multiple POs may not be combined to qualify.

Vendor-authorized distributors/dealers understand these are ceiling prices and may choose to provide additional discounts based on unit quantity or total purchase volume. 









 

56 Sourcewell Contract #031121-TTC | Amendment #1

4. Vendor-authorized distributors/dealers may provide third-part equipment that attach to, or are used in, the configuration with any of Toro’s products. These products will be priced no higher than the products List Price.

Freight and setup fees may apply.

Vendor-authorized distributors/dealers may include setup fees – not to exceed 2% of the total Product cost, plus up to an additional 6% for cab-unit setups. Setup fees must be identified as a separate line- item on the quotation.

For the contiguous United States, delivery fees may be included at the distributor/dealer discretion – not to exceed 2% of the total product cost. Delivery fees must be identified as a separate line-item on the quotation.

For Alaska, Hawaii, US Islands, and Canada, freight and delivery fees may be included at distributor/dealer discretion – delivery fees not to exceed 2% of the total product cost; freight not to exceed actual pass-through costs. Freight and deliver fees must be identified as a separate line-item on the quotation.

5. Vendor will encourage and incent its authorized dealers to provide contract terms to Sourcewell members consistent with the terms of this Amendment; however, participation in the program described in the Amendment will be at the discretion of each Toro dealer.

Except as amended by this Amendment, the Contract remains in full force and effect.

Sourcewell The Toro Company
By: By:

Jeremy Schwartz, Chief Procurement Officer Brad Hamilton Date: Title:

Approved: Date:

By:

Chad Coauette, Executive Director/CEO
Date:










 






 







 







 







57 2023
July 21, 2023
Mr. Brian Materne
City of American Canyon
Landscape Supervisor
205 Wetlands Edge
American Canyon, CA 94503
(707) 647-4550
[email protected]
Mr. Materne,
In order to maintain the highest level of service for Toro® and Rain Master® central control products, Rain Master has appointed SiteOne® Green Tech (S1GT) as the exclusive, sole provider of DXi™, DX3™ and Evolution™ DX2 central control products and accessories in the State of California. This includes:
• All DXi sub-master and satellite controllers
• All LAGUNA™ software packages
• All DXi, DX3 and Evolution DX2 related accessories and service parts Due to the technical nature of central control components, field service and support may be necessary. The S1GT commitment to provide testing and service for the system would not be possible with open distribution. S1GT is also qualified to perform installations and upgrades as your organization sees fit.

Please do not hesitate to contact me with any questions or concerns.

Sincerely,
Sergio Ramos
Product Marketing Manager | Irrigation Business
(O) 951-785-3453 | [email protected]
58 CITY COUNCIL AGENDA
AUGUST 15, 2023

STAFF REPORT

CONSENT
ITEM NUMBER: 5.

TITLE
Uniform Services Agreement with the Cintas Corporation

RECOMMENDATION
Adopt a Resolu+on authorizing the City Manager to enter into a five-year Agreement with Cintas Corporation No. 2 for a cumulative amount not to exceed $205,000.

CONTACT
Erica Ahmann Smithies, P.E., Public Works Director
Brian Materne, Maintenance and Utilities Superintendent

BACKGROUND & ANALYSIS
The City provides uniforms to certain employees per the terms of its employment agreements. In addi+on to uniforms, Cintas also provides floor mats, shop rags, locker room supplies and the services necessary to clean repair and replace items provided. In an effort to provide the most efficient uniform services, Cintas Corporation No. 2 (Cintas) was selected in March of 2018.

The services provided by Cintas are available through the Omnia Partners Program, which allows the City to “piggyback” on the contract for uniform services that have been put out to bid in accordance with public bidding requirements. This process saves the City the effort of having to put this service out to bid on its own and allows access to beneficial terms of contracts previously entered by public en++es. In accordance with the City of American Canyon Municipal Code Title 3, Chapter 3.12.270 D. Excep+ons to compe++ve bidding requirement, Council may authorize the execu+on of contracts for contractual services without observing the bidding procedures where the amount of the contract exceeds the value of five thousand dollars. Omnia Partners Contracts are available and open to public and nonprofit en++es across the United States and Canada; such as federal, state/providence, municipal, K-12 and higher education, tribal government, and other public entities.

Staff is pleased with the level of service that Cintas has provided since 2018. Cintas has proven to consistently provide quality items and service.

COUNCIL PRIORITY PROGRAMS AND PROJECTS
Not applicable.
59 FISCAL IMPACT
Sufficient funds exist in the FY 2023/24 budget for the first contract year in the amount of $36,400.

It is an+cipated that Cintas's services will increase annually 3-5% therefore staff has calculated that by the end of year 5, cumulative contract expenditures will total approximately $205,000.

The annual services contract amount will be split between the General Fund, Wastewater Fund, and Water Fund based on the number of employees associated with each fund. The departments have budgeted for this service under miscellaneous contractual services (42190).

ENVIRONMENTAL REVIEW
15378(b) - The ac+on is not a "Project" subject to the California Environmental Quality Act ("CEQA") because it does not qualify as a "Project" under Public Resources Code Sec+ons 21065 and 21080 and in Section 15378(b) of Title 14 of the California Code of Regulations.

ATTACHMENTS:

1. Resolution Cintas

2. Omnia Partners/Cintas Proposal
60 RESOLUTION NO. 2023‐___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AMERICAN CANYON AUTHORIZING THE CITY MANAGER TO ENTER INTO A FIVE‐YEAR AGREEMENT WITH CINTAS NO. 2 FOR A TOTAL AMOUNT NOT TO EXCEED $205,000 FOR UNIFORM SERVICES WHEREAS, the City utilizes contract services for provision of employee uniforms and uniform services; and
WHEREAS, Cintas Corporation No. 2 (Cintas) is a full‐service provider of uniforms and related services; and
WHEREAS, Cintas services are available under a contract through Omnia Partners, which has bid these services utilizing appropriate public bidding procedures; and WHEREAS, the City of American Canyon Municipal Code Title 3, Chapter 3.12, allows for the City Council to award a contract to Cintas in reliance on Omnia Partners award schedule; and WHEREAS, the departments that utilize this service have sufficient funds in the FY 23/24 budget and will continue to budget these services in subsequent fiscal years.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of American Canyon hereby authorizes the City Manager to enter into a five‐year Agreement with Cintas Corporation No. 2 in the amount not to exceed $205,000.

PASSED, APPROVED and ADOPTED at a regularly scheduled meeting of the City Council of the City of American Canyon held on the 15th day of August, 2023, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
____________________________
Leon Garcia, Mayor
ATTEST:            APPROVE AS TO FORM:

____________________________   _____________________________ Taresa Geilfuss, CMC, City Clerk William D. Ross, City Attorney 61 62
63 64
65 CITY COUNCIL AGENDA
AUGUST 15, 2023

STAFF REPORT

CONSENT
ITEM NUMBER: 6.

TITLE
City Travel Policy

RECOMMENDATION
Adopt a Resolution Approving the Revised City Travel Policy.

CONTACT
Juan Gomez, Finance Director

BACKGROUND & ANALYSIS
The current City Travel Policy (Policy) for all City employees including elected and appointed officials has been in place since 2009 and staff is recommending updates to the policy. The updated policy incorporates a per diem meal and incidentals reimbursement, clarifies when overnight lodging is allowed, specifies that the most economical and efficient mode of transporta6on will only be reimbursed, and clarifies post travel documenta6on requirements. Also included are new modes of transporta6on which exist today that did not in 2009, for example rideshare (Uber, Ly9), are now included in allowable reimbursable travel expenses. The updated policy (Exhibit A) also includes new travel authorization and reimbursement forms (Exhibit B).

Meals- Employee reimbursement for meals during travel has been on actual receipts for those meals, the new policy moves to a more standard and efficient reimbursement rate structure using the U.S. General Services Administra6on (GSA) per diem rates for meals and incidentals. These rates are reviewed annually by the GSA and dependent on travel loca6on. Loca6ons with higher costs of living are allocated higher per diem rates than lower cost of living areas and the first and last day of travel is calculated at 75% of the per diem rate. The GSA's per diem rates are recognized by the IRS and reimbursements that fall under the federal per diem rate are non-taxable.

Lodging- Overnight accommoda6ons are allowable for out-of-town mee6ngs and conferences based on travel distance and loca6on. Due to the frequent selec6on of Sacramento, CA as a conference loca6on for many statewide professional and government organiza6ons, Sacramento, CA is an approved destination for overnight lodging regardless of commute time.

Transporta6on - The updated policy includes clarifying language on the form of transporta6on used by employees and reimbursement. The most economical mode of transporta6on, reasonably 66 consistent with scheduling and cargo space requirements should be used, using the most direct and 6me-efficient route. Rail, bus, taxi, ridesharing, and airfare will be reimbursed at actual cost. Only the most economic form of travel will be authorized. If any employee opts to drive instead of fly, the reimbursement shall be computed for the lesser, round-trip airfare or the actual mileage.

Other significant changes to the policy include when post travel documenta6on is required to be submiAed to Finance for reimbursement. Elected officials will not need City Council approval for travel expenses where council members are vo6ng delegates of organiza6ons, otherwise City Council approval is required for travel exceeding $500. The use of a City issued Cal-Card shall not be allowed for meals while on travel as meals are reimbursed via per diem rate reimbursement.

COUNCIL PRIORITY PROGRAMS AND PROJECTS
Organizational Effectiveness: "Deliver exemplary government services."

FISCAL IMPACT
Costs associated with employee travel are included in each department's FY2023/24 adopted budget. There is no anticipated significant fiscal impact as a result of the updated travel policy.

ENVIRONMENTAL REVIEW
15378(b) - The ac6on is not a "Project" subject to the California Environmental Quality Act ("CEQA") because it does not qualify as a "Project" under Public Resources Code Sec6ons 21065 and 21080 and in Section 15378(b) of Title 14 of the California Code of Regulations.

ATTACHMENTS:
1 - Resolution City Travel Policy

2. Exhibit A - City of American Canyon Travel Policy

3. Exhibit B - Travel Authorization Forms
67 RESOLUTION NO. 2023‐______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AMERICAN CANYON

ADOPTING A REVISED TRAVEL POLICY FOR ELECTED AND APPOINTED OFFICIALS

AND CITY EMPLOYEES
WHEREAS, the City American Canyon takes it stewardship over the use of its limited public resources seriously; and
WHEREAS, public resources should only be used when there is a substantial benefit to the City; and WHEREAS, career development and maintenance of professional knowledge and skills are valuable to employees and of benefit to the city; and
WHEREAS, attendance and events of legislative, regional, state and federal organizations are an integral part of service as a Councilmember or appointed official, or employee for representing the City’s interest; and
WHEREAS, this policy provides guidance to City elected and appointed officials, and employees on the use of City resources.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of American Canyon hereby adopts the revised Travel Policy as shown in Exhibit A.

BE IT FURTHER RESOLVED that section 14.2 and 14.3 of the current City Council Governance Protocol be revised to conform with the revised travel policy as shown in Exhibit A.

PASSED, APPROVED and ADOPTED at a regularly scheduled meeting of the City Council of the City of American Canyon held on the 15th day of August, 2023, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

_____________________________________
Leon Garcia, Mayor
ATTEST:
_______________________________       _____________________________________ Taresa Geilfuss, City Clerk       William D. Ross, City Attorney

68 Revised 07/2023 1

CITY OF AMERICAN CANYON

TRAVEL POLICY

PURPOSE
To establish a uniform policy for City employees, City elected officials, City appointed officials, and City commissioners hereafter known as “employees” for travel and business expenses. This policy establishes procedures for pre‐travel authorization and reimbursement of expenses incurred by employees when traveling on official City business or attending approved training programs. The governing rule for all City travel expenses shall be budget, availability, economy, convenience, and propriety.

GENERAL PROVISIONS
It is the policy of the City of American Canyon that all travel expenses and business expenses incurred meet the following criteria:

1. The expense incurred is of direct benefit to the City.

2. The amount of the expense is reasonable in terms of the event or activity involved.

3. The expenses incurred are within the department’s budget and are approved by the department head. The department heads have approval authority for employees traveling within the state.

4. The City Manager or designee will approve travel and business expenses incurred by employees for all out of state and international travel, regardless of funding source or reimbursement by an outside agency. City Manger travel shall be approved by Mayor or designee.

5. Elected Officials must have approval of the City Council for travel expenses expected to exceed $500 per trip for meetings/conferences, unless Council members are voting delegates of organizations (i.e., Cal‐Cities), in which case no prior City Council approval is required regardless of amount.

RESPONSIBILITY
Every employee who travels on official business on behalf of the City isresponsible for knowing and complying with the Travel Policy. Department heads are responsible for reviewing and approving or denying all travel requestsfor compliance within this policy.

PROCEDURAL GUIDELINES
All employees must complete and have approved the Advanced Travel Authorization Form before traveling or incurring any expenses. Event brochures/agendas (if available) must accompany the form along with all anticipated expenses outlined in it. No expensesshould be incurred without prior approval via the Advanced Travel Authorization Form.

After travel is completed, employees must fill out the Travel Expense Claim Form to accompany the Advanced Travel Authorization Form, with actual costsincurred. These forms must be included with every request for payment, including Cal Card receipts and Payment Requests (to vendors or employees).

Detailed, itemized receipts for expenses shall be attached to the Travel Expense Claim Form for all reimbursement purposes. Receipts that are not itemized are not acceptable. Receipts are not required 69 2
for per diem meals and incidental expenses.

TRAVEL POLICY
This policy is based upon the following policies, guidelines, and protocols:
a) Human Resources Policies and Practices Manual, Section 6.1(f), Travel Time. b) Human Resources Policies and Practices Manual, Section 9.5, Reimbursement of Expenses.
c) Human Resources Policies and Practices Manual, Section 9.6, Travel. d) City/Fire District Governance Handbook, Section 14.2, Authorized Expenses.

Except in the case of MOU language, or specific employment agreement language, the language in this policy shall take precedence when there is any conflict between this policy and any other City policy, guidelines, and/or protocols.

The City shall provide reimbursement for expenses directly related to attendance of approved conferences, seminars, meetings, and other official functions/purposes.

Official travelshould be planned, approved, budgeted, and controlled at the department level. Elected officials are subject to the guideline established in the Governance Protocol Handbook.

Generally, the number of staff attendees should be limited to the minimum necessary to accomplish the travel's purpose. However, this will not preclude any travel or other expenses associated with required or recommended training for any City employees.  Such training is subject to availability of funds and approval by the appropriate department head and/or City Manager.

In the event a scheduled trip is canceled, it is the employee's responsibility to make sure all necessary arrangements have been made to cancel reservations and receive all available refunds.  Failure to do so may result in directly charging the employee for the expenses incurred by the City. The City does not pay for travel insurance.

Travel Expense Categories:

Meals

1. Meals and Incidentals are combined into one rate hereby referred to as per diem. The term "incidental expenses” typically includes fees and tips given to people such as porters, baggage carriers, bellhops, hotel housekeepers, waiters, or other food service.

2. During travel, meal and incidental expenses are paid on a per diem basis. The City’s rate for Meals and Incidental Expenses (M&IE) shall be equal to the U.S. General Services Administration’s (GSA) M&IE rates (https://www.gsa.gov/travel/plan‐book/per‐diem‐rates) based on the location of travel. For international travel, M&IE rates are set by the U.S. Department of State https://aoprals.state.gov/web920/per_diem.asp

3. For days that are exclusive to travel, employees are paid 75% of the applicable per diem rate.

4. Meals and/or Incidental Expenses shall not be purchased using the Cal Card. 70 3
Lodging

1. Lodging is allowed for out‐of‐town conferences and meetings. Out‐of‐town is defined as a location greater than one and one half (1.5) hours' drive in addition to normal commute time.  Due to the frequent selection of Sacramento, CA as a conference location for many statewide organizations, Sacramento, CA is an approved destination for lodging regardless of commute time. It is the City policy to provide adequate lodging for its employees while they are out of town on approved travel.  Lodging is an allowable expense for the evening preceding or following a training, meeting, or conference, when necessary, as determined by the department head. Employees must submit an itemized hotel check‐out receipt to obtain reimbursement or as supporting documentation if paid with a Cal Card.

2. Lodging charges are based on standard single occupancy rates. Reimbursement will not be provided for additional lodging expenses incurred by family members when an employee’s family accompanies them, or for any charges above the single occupancy rate if the hotel charges more for additional guests in the same room.

3. If lodging is in connection with a conference, lodging expenses must not exceed the group rate published by the conference sponsor for the event, or the rate for government employees on official business. If the group or government rate is not available, lodging at comparable rates to the group rate, which do not substantially increase transportation costs or interfere with an employee’s duties, are presumed to be reasonable and reimbursable.

4. If an employee extends their stay for personal reasons, they are responsible for all associated costs that exceed approved business travel. These extended travel expenses may not be charged to the Cal Card. Documentation shall be maintained to separate the business and personal travel expenses.

Transportation

1. The most economical mode of transportation, reasonably consistent with scheduling and cargo space requirements should be used, using the most direct and time‐efficient route. Rail, bus, taxi, ridesharing, and airfare will be reimbursed at actual cost. Only the most economic form of travel will be authorized. All travel arrangements should be made in advance. If any employee chooses to drive instead of fly, the reimbursement shall be computed for the lesser, round‐trip airfare or the actual mileage.
a. Airfare: Only economy and coach airfare will be authorized. Reasonable baggage fees may be reimbursed. Airline early check‐in fees, seat upgrades, travel insurance and other premium fees are not reimbursable. If the employee extends or modifies their travel for personal reasons, such as staying over a weekend before or after, and the cost of the airfare is greater than the necessary travel airfare, the employee is responsible for paying the difference.
b. Rental Vehicles: Rental vehicles will only be allowed for business reasons in a situation where the hotel location is not within walking distance of the event location and a shuttle service or other means of ground transportation are not available, impractical, or too costly. Rental vehicles are only allowed as a business necessity, not for personal convenience. Rental vehicle agreements should be limited to economy, compact or 71 4
subcompact cars. Rental Car insurance must be purchased, and at the minimum level. If a portion of the trip includes personal use, such as staying over a weekend, then the employee shall pay the pro‐rata cost of the rental car. Vans and other large vehicles may be rented if there is a group of employees traveling together. c. Automobiles: Mileage expenses will be reimbursed at the actual miles traveled times the federal mileage rate when an employee uses their own vehicle for travel. The federal mileage rates are designed to compensate the driver for gasoline, insurance, maintenance, and other expenses associated with operating a vehicle. For employees who receive an auto allowance, mileage reimbursement will only be made in excess of 50 miles, each way of a trip.

2. When an employee operates a motor vehicle for authorized travel purposes, minimum insurance limits must be on file with Human Resources prior to travel. The driver of the vehicle is required to have the following amounts and types of insurance:
 $100,000 Bodily Injury
 $300,000 Each Occurrence
 $50,000 Property Damage

3. Local/Short Distance Travel
For local/short distance travel, City vehicles shall be used whenever practical. However, the following are instances where it is not appropriate to use a City vehicle:
a) For trips that are in close mileage of an employee’s normal commute. If the travel is more than an employee normal home‐to‐work commute, then the reimbursement will be for mileage that exceeds that at the IRS rate in effect at the time of travel. An exception would be if the employee isreporting to/from the work location.
b) For those employees/officials who receive an auto allowance, if the trip is 50 miles or less each way.
c) For trips that will take the City vehicle out of commission/use by others for more than one full day. The exception is for employees serving on standby duty and preapproved to keep a City vehicle overnight and/or emergency vehicles on official assignments.
d) To park at an airport while the employee uses air travel to a destination.

Other Expenses
Personal expenses, including entertainment and travel insurance, are examples of items not eligible for reimbursement. All necessary expenses should be anticipated and detailed on the Advanced Travel Authorization Form. The following types of additional expenses are reimbursable, provided they are necessary for official business and detailed receipts are obtained:
 Baggage Charges
 Telecommunications Expenses (i.e., hotel internet)
 Toll
 Parking or Garage Fees (airport parking should be equal or less than long term rates)  Taxis, Rideshare, or Shuttles, including a maximum 15 percent gratuity 72 5
PRE‐PAID TRAVEL EXPENSES
100% of confirmed airfare, lodging, registration expense shall be paid in advance using the Cal Card or by check after the Advanced Travel Authorization Form has been approved. In no case shall petty cash be used for any travel advance.

POST TRAVEL REIMBURSEMENT
Employees are required to complete the Travel Expense Claim Form within 45 days of travel with detailed receipts. After 120 days, expenses paid by the City/District where receipts have not been provided shall be reported on the employee’s W‐2 at the end of the year, per IRS Publication 463.

TRAVEL TIME
Employees are compensated at their normal hourly rate for time committed to work‐related travel, which is called travel time, as defined further in Human Resources Policies and Procedures Manual Section 6.1(f). Travel time in this policy is only applicable to employees covered by the Fair Labor Standards Act (FLSA).

For all FLSA non‐exempt employees, common travel time situations are described with the following scenarios:
 Travel to and from different work or job sites.
 Travel for single day training or other activities that do not require an overnight stay.  Time spent in meetings and/or training during approved conferences and events are considered active work time.
 If the employee is expected to work before, during or after travel, all time is compensable.  If travel time falls on a non‐working day, holiday or weekend, only travel time to and from the destination is compensated.
 Personal time spent taking breaks from travel to eat, sleep or engage in personal activities, such as sightseeing, must be excluded from travel time.  If travel occurs on a normal scheduled workday and is less than the regular work shift, compensation is provided at a minimum of a regular work shift. Employees are expected to be available to work once settled in.
 Employees who decline to use public transportation and request permission to drive their personal vehicle instead will only be compensated for hours that would have been used for the public transportation method.

Employees who are FLSA exempt should coordinate their time appropriately with their Department Head; however, they are not eligible for compensatory time or overtime.

CITY MANAGER DISCRETIONARY EXCEPTIONS
The City Manager can make exceptions to this policy on a case‐by‐case basis as recommended by the department head for unusual or extenuating circumstances. Exceptions must be explained on the Advance Travel Authorization Form and signed by the City Manager. 73 Employee Name: Today's Date:

Travel Dates: GL Account Code:

Destination: GL Account Code:

Travel Purpose: GL Account Code:
(Use multiple codes if you wish to split)
Amount to be paid
by City CC or Check
Amount to be
reimbursed to
Employee
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ 0.655 -
-
- -
$ - $ -
$ - $ -
I have read and understand the City's Travel Policy. I also understand I will be personally responsible for all costs incurred and advances issued if City Policy and criteria are not met. I further understand that I must submit a post-travel claim form to reconcille any advances and expenses, accompanied by original receipts, within 45 calendar days of the conculsion of travel.

I hereby certify the above is a true and correct statement and my expenses are strictly for official business.

I also certify that if I am driving my personal vehicle I will carry the required automobile insurance coverage:
$100,000 Bodily Injury, $300,000 Each Occurance; $50,000 Property Damage Date Signed
Please send the completed form to [email protected] Employee Certification
Employee Signature
Manager Signature (if necessary)
Department Director Signature
City Manager Signature (if necessary)
Per Diem Full Day Rate
Employee travel advance can be requested for financial hardships, no earlier than thirty days prior to travel.

Request for Employee Travel Advance - Per Diem Only

CITY OF AMERICAN CANYON

ADVANCE TRAVEL AUTHORIZATION
To be used in all official business travel that includes at least one night stay Employee and Department Manager Agreement on Responsibilies, Regular Work Duties & Time Description
Registration or Enrollment Fee
Lodging
Airfare
Ground Transportation (Taxi, Rideshare,Shuttle)
Parking (Airport, Hotel, Parking Structure)
Pre-Travel Authorization and Anticipated Costs
Mileage (GSA Rate)
Per Diem (GSA Rate)
Other (List)
Vendor
Updated July 2023
74 Employee Name: Today's Date:

Travel Dates: Department/Division:

Destination: GL Account Code:

Travel Purpose:

Amount of
Anticipated Cost
(from Travel
Authorization)
Actual Cost
(Receipts Attached)
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ 0.655 -
- -
- -
$ - $ -
*Attach copies of all receipts, confernce or training flyers.

Total Amounts Paid by City/District Cal Card or Check $ - Total Amounts Advanced to Employee $ -
Total Advance and City/District Paid $ -
Amount Due to Employee $ -
Notes, explanations:

Date Signed
Department Director Signature
Please send the completed form to [email protected]

CITY OF AMERICAN CANYON
Employee Signature
Per Diem (GSA Rate)
Other (List)
Ground Transportation
Parking
Mileage (GSA Rate)
Registration or Enrollment Fee
Lodging
Airfare
Travel Expense Claim Form
To be used in all reibursement claims related to travel Post-Travel Reconciliation of Costs
Description Vendor
75 CITY COUNCIL AGENDA
AUGUST 15, 2023

STAFF REPORT

CONSENT
ITEM NUMBER: 7.

TITLE
City Investment Policy

RECOMMENDATION
Adopt a Resolution amending the City's Investment Policy.

CONTACT
Juan Gomez, Finance Director/Treasurer

BACKGROUND & ANALYSIS
The City’s Investment Policy requires the Treasurer/Finance Director to submit a wri3en allowable policy to the City Council annually. The Policy defines the scope and authority for investment activities, objectives, strategies, allowable investments, and reporting requirements.

The City contracts with Chandler Asset Management to assist in the management of this City’s pooled cash investment por8olio. The City also maintains investments with the California Local Agency Investment Fund (LAIF). The revised Policy replaces "Treasurer" with "Finance Director", since the City does not have an elected Treasurer. The Finance Director for the purpose of managing the investment program outlined in the policy is the Treasurer. Update to Sec<on 11 to include language prohibi<ng the purchase of Private Placement Securi<es for non-Qualified Ins<tu<onal Buyers and prohibiting a future settlement date exceeding 45 days.

The updated policy (Exhibit A) also specifically lists the CalTrust - California Assest Management Program (CAMP) as an allowable investment, under our current policy CAMP is an allowable investment under Sec<on 14, Local Government Investment Pools. CAMP is an alterna<ve investment to LAIF, is 'AAA' rated by Standard & Poor's, inves<ng in U.S. Government treasuries and agencies and in high-quality short-term debt obligations of U.S. companies and financial institutions.

Staff reviewed the amended investment policy with the Finance Committee on August 10, 2023.

COUNCIL PRIORITY PROGRAMS AND PROJECTS
Organizational Effectiveness: "Deliver exemplary government services." 76 FISCAL IMPACT
The Recommended Action will have no direct fiscal impact.

ENVIRONMENTAL REVIEW
15378(b) - The ac<on is not a "Project" subject to the California Environmental Quality Act ("CEQA") because it does not qualify as a "Project" under Public Resources Code Sec<ons 21065 and 21080 and in Section 15378(b) of Title 14 of the California Code of Regulations.

ATTACHMENTS:

1. Resolution Investment Policy

2. Exhibit A - Investment Policy

3. Investment Policy Presentation
77 RESOLUTION NO. 2023‐ ___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AMERICAN

CANYON ADOPTING AMENDMENTS TO
THE CITY OF AMERICAN CANYON’S INVESTMENT POLICY
WHEREAS, the City’s Investment Policy requires annual review by the City Council; and WHEREAS, staff proposed amending the City’s Investment Policy to reflect the addition of Section 11.8 regarding the prohibition of Private Placement Securities for agencies that are not Qualified Institutional Buyers as defined by the Securities and Exchange Commission and addition of Section 11.9 regarding the prohibition of the purchase of securities with a forward settlement date exceeding 45 days; and
WHEREAS, at the Finance Committee Meeting held on August 10, 2023 the Finance Committee reviewed staff recommendation to revise the Investment Policy.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of American Canyon hereby adopts the Investment Policy as set forth in Exhibit A attached hereto and incorporated by reference.

PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council of the City of American Canyon held on the 15th day of August, 2023 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

____________________________
Leon Garcia, Mayor
ATTEST:            APPROVED AS TO FORM:
_______________________________       ___________________________ Taresa Geilfuss, City Clerk                                       William D. Ross, City Attorney 78 CITY OF AMERICAN CANYON

INVESTMENT POLICY
Section One: Introduction

1.1 The purpose of this policy is to establish a prudent and systematic investment policy, and to organize and formalize investment-related activities. This policy is written to incorporate industry best practices and recommendations from sources such as the Government Finance Officers Association (GFOA), California Municipal Treasurers Association (CMTA), California Debt and Investment Advisory Commission (CDIAC) and the Association of Public Treasurers (APT).

1.2 The City's Investment Policy is authorized under the California Government Code, section 53600, et, seq. as it applies to the investment of public funds, and the American Canyon Municipal Code, Section 2.16.030.

Section Two: Scope

2.2 This policy covers all funds and investment activities under the direct authority of the City, as set forth in the State Government Code, Sections 53600 et seq., with the following exceptions:
 Proceeds of debt issuance shall be invested in accordance with the City’s general investment philosophy as set forth in this policy; however, such proceeds are to be invested pursuant to the permitted investment provisions of their specific bond indentures.
 Any other funds specifically exempted by the City Council.

2.3 Pooling of Funds: Apart from fiduciary funds with additional investment restrictions, and any other funds directed by City Council, the City will consolidate cash and reserve balances from all funds to maximize investment earnings and to increase efficiencies with regard to investment pricing, safekeeping and administration.

Investment income will be allocated to the various funds based on their respective participation and in accordance with generally accepted accounting principles.

Section Three: Prudence

3.1 Pursuant to California Government Code, Section 53600.3, all persons authorized to make investment decisions on behalf of the City are trustees and therefore fiduciaries subject to the Prudent Investor Standard:
“…all governing bodies of local agencies or persons authorized to make investment decisions on behalf of those local agencies investing public funds pursuant to this chapter are trustees and therefore fiduciaries subject to the 79 prudent investor standard. When investing, reinvesting, purchasing, acquiring, exchanging, selling, or managing public funds, a trustee shall act with care, skill, prudence, and diligence under the circumstances then prevailing, including, but not limited to, the general economic conditions and the anticipated needs of the City, that a prudent person acting in a like capacity and familiarity with those matters would use in the conduct of funds of a like character and with like aims, to safeguard the principal and maintain the liquidity needs of the City. Within the limitations of this section and considering individual investments as part of an overall strategy, investments may be acquired as authorized by law.”

3.2 The Finance Director and other authorized persons responsible for managing City funds acting in accordance with written procedures and this investment policy and exercising due diligence shall be relieved of personal responsibility for an individual security’s credit risk or market price changes provided that the Finance Director or other authorized persons acted in good faith. Deviations from expectations of a security’s credit or market risk should be reported to the City Council in a timely fashion and appropriate action should be taken to control adverse developments.

Section Four: Objectives

4.1 The City’s overall investment program shall be designed and managed with a degree of professionalism worthy of the public trust. The overriding objectives of the program are to preserve principal, provide sufficient liquidity, and manage investment risks, while seeking a market-rate of return.

4.2 Safety - It is the primary duty and responsibility of the Finance Director to protect, preserve and maintain cash and investments placed in his/her trust on behalf of the citizens of American Canyon. Investments will be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio. To attain this objective, the City will diversify its investments by investing funds among a variety of securities with independent returns.

4.3 Liquidity - The investment portfolio will remain sufficiently liquid to meet all operating requirements that may be reasonably anticipated. An adequate percentage of the City's investment portfolio should be maintained in liquid shortterm securities which can be converted to cash if necessary, to meet disbursement requirements. Since all cash requirements cannot be anticipated, investments in securities with active secondary or resale markets is highly recommended.

Emphasis should be on marketable securities with low sensitivity to market risk.

4.4 Return on Investments – Yield and return should become a consideration only after the basic requirements of safety and liquidity have been met. The portfolio should be designed to attain a market-average rate of return throughout budgetary and economic cycles, taking into account the City's risk constraints, the cash flow characteristics of the portfolio, and State and local laws, ordinances or resolutions that restrict investments.
80 Section Five: Delegation of Authority

5.1 Authority to manage the City’s investment program is derived from California Government Code, Sections 41006 and 53600 et seq.

5.2 The City Council is responsible for the management of the City’s funds, including the administration of this investment policy. Management responsibility for the cash management of the City’s funds is hereby delegated to the Finance Director.

5.3 The Finance Director will be responsible for all transactions undertaken and will establish a system of procedures and controls to regulate the activities of subordinate officials and employees. Such procedures will include explicit delegation of authority to persons responsible for investment transactions. No person may engage in an investment transaction except as provided under the terms of this policy and the procedures established by the Finance Director.

5.4 The City may engage the services of one or more external investment advisers, who are registered under the Investment Advisers Act of 1940, to assist in the management of the City’s investment portfolio in a manner consistent with the City’s objectives. External investment advisers may be granted discretion to purchase and sell investment securities in accordance with this investment policy.

5.5 The City’s overall investment program shall be designed and managed with a degree of professionalism that is worthy of the public trust. The City recognizes that in a diversified portfolio, occasional measured losses may be inevitable and must be considered within the context of the overall portfolio’s return and the cash flow requirements of the City.

Section Six: Ethics and Conflicts of Interest

6.1 All participants in the investment process shall act as custodians of the public trust.

Investment officials shall recognize that the investment portfolio is subject to public review and evaluation. Thus, employees and officials involved in the investment process shall refrain from personal business activity that could create a conflict of interest or the appearance of a conflict with proper execution of the investment program, or which could impair their ability to make impartial investment decisions.

6.2 Employees and investment officials shall disclose to the Chief Executive Officer any material interests in financial institutions with which they conduct business, and they shall further disclose any large personal financial/investment positions that could be related to the performance of the investment portfolio. Employees and officers shall refrain from undertaking any personal investment transactions with the same individual with whom business is conducted on behalf of the City.

Section Seven: Internal Controls
81 7.1 A system of internal control shall be established and documented in writing. The controls shall be designed to prevent losses of public funds arising from fraud, employee error, misrepresentation of third parties, unanticipated changes in financial markets, or imprudent actions by employees and officers of the City.

7.2 Controls deemed most important include:
a. The control of collusion and separation of duties;
b. Custodial safekeeping of funds invested or on deposit; c. Minimizing the number of authorized Investment Officers; and d. Written documentation of procedures and transactions.

7.3 In selecting financial institutions for the deposit or investment of City funds, the Finance Director shall consider the credit-worthiness of the institution. Such creditworthiness shall be monitored on a regular basis throughout the period in which City funds are deposited or invested.
a. Any deposit or investment of funds shall be in writing, signed by the Finance Director and the authorized representative of the institution. b. All transfers must be made by authorized personnel and properly logged and documented.

7.4 The Finance Director shall encourage peer review of the Finance Director's investments and investment practices. In addition, the City's cash management and investment practices shall be included in any outside financial audit of the City.

7.5 An annual Cash Flow Forecast may be prepared by the Finance Director and would be used to assist in the development of the annual operating budget for the City.

Section Eight: Authorized Financial Institutions, Depositories, and Broker/Dealers

8.1 To the extent practicable, the Finance Director shall endeavor to complete investment transactions using a competitive bid process whenever possible. The City’s Finance Director will determine which financial institutions are authorized to provide investment services to the City. It shall be the City’s policy to purchase securities only from authorized institutions and firms.

8.2 The Finance Director shall maintain procedures for establishing a list of authorized broker/dealers and financial institutions which are approved for investment purposes that are selected through a process of due diligence. Due diligence shall determine whether such authorized broker/dealers, and the individuals covering the City are reputable and trustworthy, knowledgeable and experienced in Public Agency investing and able to meet all of their financial obligations. These institutions may include "primary" dealers or regional dealers that qualify under Securities and Exchange Commission (SEC) Rule 15c3-1 (uniform net capital rule). 82 8.3 In accordance with Section 53601.5, institutions eligible to transact investment business with the City include:
 Institutions licensed by the state as a broker-dealer;  Institutions that are members of a federally regulated securities exchange;  Primary government dealers as designated by the Federal Reserve Bank and non-primary government dealers;
 Nationally or state-chartered banks;
 The Federal Reserve Bank; or
 Direct issuers of securities eligible for purchase.

8.4 Selection of financial institutions and broker/dealers authorized to engage in transactions will be at the sole discretion of the City, except where the City utilizes an external investment adviser in which case the City may rely on the adviser for selection.

8.5 All financial institutions which desire to become qualified bidders for investment transactions (and which are not dealing only with the investment adviser) must supply the Finance Director with audited financials and a statement certifying that the institution has reviewed the California Government Code, Section 53600 et seq. and the City’s investment policy. The Finance Director will conduct an annual review of the financial condition and registrations of such qualified bidders.

8.6 Public deposits will be made only in qualified public depositories as established by State law. Deposits will be insured by the Federal Deposit Insurance Corporation, or, to the extent the amount exceeds the insured maximum, will be collateralized in accordance with State law.

8.7 Selection of broker/dealers used by an external investment adviser retained by the City will be at the sole discretion of the adviser. Where possible, transactions with broker/dealers shall be selected on a competitive basis and their bid or offering prices shall be recorded. If there is no other readily available competitive offering, best efforts will be made to document quotations for comparable or alternative securities. When purchasing original issue instrumentality securities, no competitive offerings will be required as all dealers in the selling group offer those securities at the same original issue price.

Section Nine: City’s Investment Strategy

9.1 The most effective method of increasing investment yields without sacrificing safety is to extend the investment horizon commensurate with the City's cash requirements. To that end, improved cash forecasting and management is the preferred investment strategy for the City.
a) Cash management activities include accurate cash projections, the expeditious collection of revenue, the control of disbursements, cost-effective banking 83 relations, and a short-term borrowing program, when needed, that coordinates working capital requirements and investment opportunity.

Section Ten: Allowable Investment Instruments

10.1 The City investments are governed by California Government Code, Sections 53600 et seq. Within the investments permitted by the Code, the City seeks to further restrict eligible investments to the guidelines listed below. In the event a discrepancy is found between this policy and the Code, the more restrictive parameters will take precedence. Percentage holding limits and minimum credit quality requirements listed in this section apply at the time the security is purchased. Any investment currently held at the time the policy is adopted which does not meet the new policy guidelines can be held until maturity and shall be exempt from the current policy. At the time of the investment’s maturity or liquidation, such funds shall be reinvested only as provided in the current policy.

10.2 All investments of City funds shall be made in accordance with California Government Code Sections 53600, et seq., or in accordance with California Government Code 16429.1 authorizing investments into the State Local Agency Investment Fund (LAIF). Investments will be authorized by the City Finance Director. An appropriate risk level shall be maintained by primarily purchasing securities that are of high quality, liquid, and marketable. The portfolio shall be diversified by security type and institution to avoid incurring unreasonable and avoidable risks regarding specific security types or individual issuers:

1. Municipal Securities include obligations of the City, the State of California and any local agency within the State of California, provided that:

 The securities are rated in a rating category of “A” or its equivalent or better by at least one Nationally Recognized Statistical Rating Organization (“NRSRO”).
 No more than 5% of the portfolio may be invested in any single issuer.  No more than 30% of the portfolio may be in Municipal Securities.  The maximum maturity does not exceed five (5) years.

2. Municipal Securities (Registered treasury notes or bonds) of any of the other 49 states in addition to California, including bonds payable solely out of the revenues from a revenue-producing property owned, controlled, or operated by a state or by a department, board, agency, or authority of any of the other 49 states, in addition to California.

 The securities are rated in a rating category of “A” or its equivalent or better by at least one NRSRO.
 No more than 5% of the portfolio may be invested in any single issuer.  No more than 30% of the portfolio may be in Municipal Securities.  The maximum maturity does not exceed five (5) years.
84 3. U.S. Treasuries and other government obligations for which the full faith and credit of the United States are pledged for the payment of principal and interest.

There are no limits on the dollar amount or percentage that the City may invest in U.S. Treasuries, provided that:
 The maximum maturity is five (5) years.

4. Federal Agencies or United States Government-Sponsored Enterprise obligations, participations, or other instruments, including those issued by or fully guaranteed as to principal and interest by federal agencies or United States government-sponsored enterprises. There are no limits on the dollar amount or percentage that the City may invest in Federal Agency or GovernmentSponsored Enterprises (GSEs), provided that:
 No more than 30% of the portfolio may be invested in any single Agency/GSE issuer.
 The maximum maturity does not exceed five (5) years.
 The maximum percent of callable agency securities in the portfolio will be 20%.

5. Banker’s Acceptances, provided that:
 They are issued by institutions which have short-term debt obligations rated “A-1” or its equivalent or better by at least one NRSRO; or long-term debt obligations which are rated in a rating category of “A” or its equivalent or better by at least one NRSRO.
 No more than 40% of the portfolio may be invested in Banker’s Acceptances.  No more than 5% of the portfolio may be invested in any single issuer.  The maximum maturity does not exceed 180 days.

6. Commercial Paper, provided that the securities are issued by an entity that meets all of the following conditions in either paragraph (a) or (b) and other requirements specified below:
a. Securities issued by corporations:

1. A corporation organized and operating in the United States with assets more than $500 million.

2. The securities are rated “A-1” or its equivalent or better by at least one NRSRO.

3. If the issuer has other debt obligations, they must be rated in a rating category of “A” or its equivalent or better by at least one NRSRO. b. Securities issued by other entities:
85 1. The issuer is organized within the United States as a special purpose corporation, trust, or limited liability company.

2. The securities must have program-wide credit enhancements including, but not limited to, overcollateralization, letters of credit, or a surety bond.

3. The securities are rated “A-1” or its equivalent or better by at least one NRSRO.
 No more than 25% of the portfolio may be invested in Commercial Paper.  The City may not own more than 10% of the outstanding commercial paper of any single issuer.
 No more than 5% of the portfolio may be invested in any single issuer.  The maximum maturity does not exceed 270 days.

7. Negotiable Certificates of Deposit (NCDs), issued by a nationally or statechartered bank, a savings association or a federal association, a state or federal credit union, or by a federally licensed or state-licensed branch of a foreign bank, provided that:
 The amount of the NCD insured up to the FDIC limit does not require any credit ratings.
 Any amount above the FDIC insured limit must be issued by institutions which have short-term debt obligations rated “A-1” or its equivalent or better by at least one NRSRO; or long-term obligations rated in a rating category of “A” or its equivalent or better by at least one NRSRO.
 No more than 30% of the total portfolio may be invested in NCDs (combined with CDARS).
 No more than 5% of the portfolio may be invested in any single issuer.  The maximum maturity does not exceed five (5) years.

8. Federally Insured Time Deposits (Non-Negotiable Certificates of Deposit) in state or federally chartered banks, savings and loans, or credit unions, provided that:
 The amount per institution is limited to the maximum covered under federal insurance.
 No more than 20% of the portfolio will be invested in a combination of federally insured and collateralized time deposits.
 The maximum maturity does not exceed five (5) years.

9. Collateralized Time Deposits (Non-Negotiable Certificates of Deposit) in state or federally chartered banks, savings and loans, or credit unions in excess of insured amounts which are fully collateralized with securities in accordance with California law, provided that:
 No more than 20% of the portfolio will be invested in a combination of 86 federally insured and collateralized time deposits.
 The maximum maturity does not exceed five (5) years.

10. Certificate of Deposit Placement Service (CDARS), provided that:
 No more than 30% of the total portfolio may be invested in a combination of Certificates of Deposit, including CDARS.
 The maximum maturity does not exceed five (5) years.

11. Collateralized Bank Deposits. City’s deposits with financial institutions will be collateralized with pledged securities per California Government Code, Section 53651. There are no limits on the dollar amount or percentage that the City may invest in collateralized bank deposits.

12. Repurchase Agreements collateralized with securities authorized under California Government Code, maintained at a level of at least 102% of the market value of the Repurchase Agreement. There are no limits on the dollar amount or percentage that the City may invest, provided that:
 Securities used as collateral for Repurchase Agreements will be delivered to an acceptable third party custodian.
 Repurchase Agreements are subject to a Master Repurchase Agreement between the City and the provider of the repurchase agreement. The Master Repurchase Agreement will be substantially in the form developed by the Securities Industry and Financial Markets Association (SIFMA).  The maximum maturity does not exceed one (1) year.

13. State of California Local Agency Investment Fund (LAIF), provided that:
 The City may invest up to the maximum amount permitted by LAIF.  LAIF’s investments in instruments prohibited by or not specified in the City’s policy do not exclude the investment in LAIF itself from the City’s list of allowable investments, provided LAIF’s reports allow the Finance Director to adequately judge the risk inherent in LAIF’s portfolio.

14. Local Government Investment Pools
 CalTrust/ California Asset Management Program (CAMP)
 Other LGIPs permitted by the City.
 There is no issuer limitation for Local Government Investment Pools

15. Corporate Medium-Term Notes (MTNs), provided that:
 The issuer is a corporation organized and operating within the United States or by depository institutions licensed by the United States or any state and operating within the United States.
87  The securities are rated in a rating category of “A” or its equivalent or better by at least one NRSRO.
 No more than 30% of the total portfolio may be invested in MTNs.  No more than 5% of the portfolio may be invested in any single issuer.  The maximum maturity does not exceed five (5) years.

16. Asset-Backed, Mortgage-Backed, Mortgage Pass-Through Securities, and Collateralized Mortgage Obligations from issuers not defined in sections 3 and 4 of the Allowable Investment Instruments section of this policy, provided that:
 The securities are rated in a rating category of “AA” or its equivalent or better by a NRSRO.
 No more than 20% of the total portfolio may be invested in these securities.  No more than 5% of the portfolio may be invested in any single Asset-Backed or Commercial Mortgage security issuer.
 The maximum legal final maturity does not exceed five (5) years.

17. Mutual Funds and Money Market Mutual Funds that are registered with the Securities and Exchange Commission under the Investment Company Act of 1940, provided that:
a. Mutual Funds that invest in the securities and obligations as authorized under California Government Code, Section 53601 (a) to (k) and (m) to (q) inclusive and that meet either of the following criteria:
(i) Attained the highest ranking or the highest letter and numerical rating provided by not less than two (2) NRSROs; or
(ii) Have retained an investment adviser registered or exempt from registration with the Securities and Exchange Commission with not less than five years’ experience investing in the securities and obligations authorized by California Government Code, Section 53601 and with assets under management in excess of $500 million.
 No more than 10% of the total portfolio may be invested in shares of any one mutual fund.
b. Money Market Mutual Funds registered with the Securities and Exchange Commission under the Investment Company Act of 1940 and issued by diversified management companies and meet either of the following criteria:
(i) Have attained the highest ranking or the highest letter and numerical rating provided by not less than two (2) NRSROs; or (ii) Have retained an investment adviser registered or exempt from 88 registration with the Securities and Exchange Commission with not less than five years’ experience managing money market mutual funds with assets under management in excess of $500 million.  No more than 20% of the total portfolio may be invested in the shares of any one Money Market Mutual Fund.
c. No more than 20% of the total portfolio may be invested in these securities.

18. Supranationals, provided that:
 Issues are US dollar denominated senior unsecured unsubordinated obligations issued or unconditionally guaranteed by the International Bank for Reconstruction and Development, International Finance Corporation, or InterAmerican Development Bank.  The securities are rated in a rating category of “AA” or its equivalent or better by a NRSRO.
 No more than 30% of the total portfolio may be invested in these securities.  No more than 10% of the portfolio may be invested in any single issuer.  The maximum maturity does not exceed five (5) years.

Section Eleven: Prohibited Investment Vehicles and Practices

11.1 State law notwithstanding, any investments not specifically described herein are prohibited, including, but not limited to futures and options.

11.2 In accordance with Government Code, Section 53601.6, investment in inverse floaters, range notes, or mortgage derived interest-only strips is prohibited.

11.3 Investment in any security that could result in a zero interest accrual if held to maturity is prohibited. Under a provision sunsetting on January 1, 2026, securities backed by the U.S. Government that could result in a zero- or negative-interest accrual if held to maturity are permitted.

11.4 Trading securities for the sole purpose of speculating on the future direction of interest rates is prohibited.

11.5 Purchasing or selling securities on margin is prohibited.

11.6 The use of reverse repurchase agreements, securities lending or any other form of borrowing or leverage is prohibited.

11.7 The purchase of foreign currency denominated securities is prohibited.

11.8 Agencies that are not Qualified Institutional Buyers (QIB) as defined by the 89 Securities and Exchange Commission are prohibited from purchasing Private Placement Securities. The SEC defines a QIB as having at least $100,000,000 in securities owned and invested.

11.9 The purchase of a security with a forward settlement date exceeding 45 days from the time of the investment is prohibited.

Section Twelve: Investment Pools/Mutual Funds

12.1 The City shall conduct a thorough investigation of any pool or mutual fund prior to making an investment, and on a continual basis thereafter. The Finance Director shall develop a questionnaire which will answer the following general questions:
 A description of eligible investment securities, and a written statement of investment policy and objectives.
 A description of interest calculations and how it is distributed, and how gains and losses are treated.
 A description of how the securities are safeguarded (including the settlement processes), and how often the securities are priced and the program audited.  A description of who may invest in the program, how often, what size deposit and withdrawal are allowed.
 A schedule for receiving statements and portfolio listings.  Are reserves, retained earnings, etc. utilized by the pool/fund?  A fee schedule, and when and how is it assessed.
 Is the pool/fund eligible for bond proceeds and/or will it accept such proceeds? Section Thirteen: Collateralization

13.1 Collateralization of Certificates of Deposit (CD): The City shall require any commercial bank or savings and loan association to deposit eligible securities with an agency of a depository approved by the State Banking Department to secure any uninsured portion of a Non-Negotiable Certificate of Deposit. The value of eligible securities as defined pursuant to California Government Code, Section 53651, pledged against a Certificate of Deposit shall be equal to 150% of the face value of the CD if the securities are classified as mortgages and 110% of the face value of the CD for all other classes of security.

13.2 Collateralization of Bank Deposits: This is the process by which a bank or financial institution pledges securities, or other deposits for the purpose of securing repayment of deposited funds. The City shall require any bank or financial institution to comply with the collateralization criteria defined in California Government Code, Section 53651.

13.3 Repurchase Agreements: The City requires that Repurchase Agreements be collateralized only by securities authorized in accordance with California Government Code:
90  The securities which collateralize the repurchase agreement shall be priced at Market Value, including any Accrued Interest plus a margin. The Market Value of the securities that underlie a repurchase agreement shall be valued at 102% or greater of the funds borrowed against those securities.
 Financial institutions shall mark the value of the collateral to market at least monthly and increase or decrease the collateral to satisfy the ratio requirement described above.
 The City shall receive monthly statements of collateral.

Section Fourteen: Delivery, Safekeeping and Custody

14.1 Delivery-versus-Payment (DVP). All investment transactions shall be conducted on a delivery-versus-payment basis.

14.2 Safekeeping and Custody. To protect against potential losses due to failure of individual securities dealers, and to enhance access to securities, interest payments and maturity proceeds, all cash and securities in the City’s portfolio shall be held in safekeeping in the City’s name by a third party custodian, acting as agent for the City under the terms of a custody agreement executed by the bank and the City. All investment transactions will require a safekeeping receipt or acknowledgment generated from the trade. A monthly report will be received by the City from the custodian listing all securities held in safekeeping with current market data and other information.

14.3 The only exceptions to the foregoing shall be depository accounts and securities purchases made with: (i) local government investment pools; (ii) time certificates of deposit, and, (iii) mutual funds and money market mutual funds, since the purchased securities are not deliverable.

Section Fifteen: Maximum Maturity

15.1 To the extent possible, investments shall be matched with anticipated cash flow requirements and known future liabilities.

15.2 The City will not invest in securities maturing more than five (5) years from the date of trade settlement, unless the City Council has by resolution granted authority to make such an investment.

Section Sixteen: Risk Management and Diversification

16.1 Mitigating Credit Risk in the Portfolio
Credit risk is the risk that a security or a portfolio will lose some or all its value due 91 to a real or perceived change in the ability of the issuer to repay its debt. The City will mitigate credit risk by adopting the following strategies:
 The diversification requirements included in the “Allowable Investment Instruments” section of this policy are designed to mitigate credit risk in the portfolio.
 No more than 5% of the total portfolio may be deposited with or invested in securities issued by any single issuer unless otherwise specified in this policy.  The City may elect to sell a security prior to its maturity and record a capital gain or loss in order to manage the quality, liquidity or yield of the portfolio in response to market conditions or City’s risk preferences.  If the credit ratings of any security owned by the City are downgraded to a level below the quality required by this investment policy, the following steps will be taken.
 If a security is downgraded to a level below the quality required by this investment policy, the Finance Director will use discretion in determining whether to sell or hold the security based on its current maturity, the economic outlook for the issuer, and other relevant factors.  Any actions taken related to the downgrade by the City’s professional investment manager will be communicated to the Finance Director in a timely manner.
 If a decision is made to retain a security downgraded to a level below the quality required by this investment policy in the portfolio, its presence in the portfolio will be monitored and reported monthly to the City Council.

16.2 Mitigating Market Risk in the Portfolio
Market risk is the risk that the portfolio value will fluctuate due to changes in the general level of interest rates. The City recognizes that, over time, longer-term portfolios have the potential to achieve higher returns. On the other hand, longerterm portfolios have higher volatility of return. The City will mitigate market risk by providing adequate liquidity for short-term cash needs, and by making longer-term investments only with funds that are not needed for current cash flow purposes.

16.3 The City further recognizes that certain types of securities, including variable rate securities, securities with principal paydowns prior to maturity, and securities with embedded options, will affect the market risk profile of the portfolio differently in different interest rate environments. The City, therefore, adopts the following strategies to control and mitigate its exposure to market risk:
 The City will maintain a minimum of six months of budgeted operating 92 expenditures in short term investments to provide sufficient liquidity for expected disbursements.
 The maximum stated final maturity of individual securities in the portfolio will be five (5) years, except as otherwise stated in this policy.  The duration of the portfolio will generally be approximately equal to the duration (typically, plus or minus 20%) of a Market Benchmark, an index selected by the City based on the City’s investment objectives, constraints and risk tolerances.

Section Seventeen: Review of Investment Portfolio

17.1 The Finance Director shall periodically, but no less than quarterly, review the portfolio to identify investments that do not comply with this investment policy and establish protocols for reporting major and critical incidences of noncompliance to the City Council.

Section Eighteen: Performance Evaluation

18.1 The investment portfolio shall be designed to attain a market-average rate of return throughout budgetary and economic cycles, taking into account the City’s risk constraints, the cash flow characteristics of the portfolio, and state and local laws, ordinances or resolutions that restrict investments.

18.2 The Finance Director shall monitor and evaluate the portfolio’s performance relative to the chosen market benchmark(s), which will be included in the Finance Director ’s quarterly report. The Finance Director shall select an appropriate, readily available index to use as a market benchmark.

Section Nineteen: Reporting Requirements

19.1 The Finance Director shall submit annually a written investment policy to the City Council. The Council shall consider the investment policy at a public meeting.

19.2 The Finance Director shall submit a quarterly investment report to the City Council.

The report must be submitted within 45 days following the end of the month covered by the report. Such report shall include at least the following information:
 Types of investments;
 Name of the institution in which funds are invested or deposited;  Date of maturity, if applicable;
 Par and dollar amount investment on all securities;
 Percent distribution of each type of investment or deposit;  Current market value as of the date of the report, including source of the valuation except those under LAIF;
93  Rate of interest;
 Average weighted yield of all investments;
 The accrued interest earnings fiscal year-to-date for each investment;  A statement relating the report to the City's Investment Policy; and  A statement that there are sufficient funds to meet the City's next six  months' financial obligations.

The Finance Director shall also submit the above information annually to the external auditors.

19.3 Periodic reports shall be prepared as required by circumstances or as directed by City Council. Such circumstances include, but are not limited to, notification that any City investment may be in jeopardy, or a sudden and significant drop in the current market value of any City investment.

Section Twenty: Review of Investment Policy

20.1 The investment policy will be reviewed and adopted at least annually within 120 days of the end of the fiscal year, to ensure its consistency with the overall objectives of preservation of principal, liquidity and return, and its relevance to current law and financial and economic trends.

20.2 Any recommended modifications or amendments shall be presented by Staff to the City Council for their consideration and adoption.

Section Twenty-One: Glossary of Investment Terms
Agencies. Shorthand market terminology for any obligation issued by a governmentsponsored entity (GSE), or a federally related institution. Most obligations of GSEs are not guaranteed by the full faith and credit of the US government.

Examples are:

FFCB. The Federal Farm Credit Bank System provides credit and liquidity in the agricultural industry. FFCB issues discount notes and bonds.

FHLB. The Federal Home Loan Bank provides credit and liquidity in the housing market. FHLB issues discount notes and bonds.

FHLMC. Like FHLB, the Federal Home Loan Mortgage Corporation provides credit and liquidity in the housing market. FHLMC, also called “FreddieMac” issues discount notes, bonds and mortgage pass-through securities.

FNMA. Like FHLB and FreddieMac, the Federal National Mortgage Association was established to provide credit and liquidity in the housing market.

FNMA, also known as “FannieMae,” issues discount notes, bonds and mortgage pass-through securities.

GNMA. The Government National Mortgage Association, known as “GinnieMae,” issues mortgage pass-through securities, which are guaranteed by the full faith and credit of the US Government.
94 PEFCO. The Private Export Funding Corporation assists exporters. Obligations of PEFCO are not guaranteed by the full faith and credit of the US government.

TVA. The Tennessee Valley Authority provides flood control and power and promotes development in portions of the Tennessee, Ohio, and Mississippi River valleys. TVA currently issues discount notes and bonds.

Asset Backed Securities. Securities supported by pools of installment loans or leases or by pools of revolving lines of credit.

Average Life. In mortgage-related investments, including CMOs, the average time to expected receipt of principal payments, weighted by the amount of principal expected.

Banker’s Acceptance. A money market instrument created to facilitate international trade transactions. It is highly liquid and safe because the risk of the trade transaction is transferred to the bank which “accepts” the obligation to pay the investor.

Benchmark. A comparison security or portfolio. A performance benchmark is a partial market index, which reflects the mix of securities allowed under a specific investment policy.

Broker. A broker brings buyers and sellers together for a transaction for which the broker receives a commission. A broker does not sell securities from his own position.

California Asset Management Program. (CAMP) A California Joint Powers Authority (JPA) established in 1989 to provide California public agencies with investment services. The CAMP Pool is a fully liquid, stable net asset value (NAV) investment option with a AAA rating from Standard and Poor’s, that stresses daily liquidity and safety of principle as the two primary objectives.

Callable. A callable security gives the issuer the option to call it from the investor prior to its maturity. The main cause of a call is a decline in interest rates. If interest rates decline, the issuer will likely call its current securities and reissue them at a lower rate of interest.

Certificate of Deposit (CD). A time deposit with a specific maturity evidenced by a certificate.

Certificate of Deposit Account Registry SYSTEM (CDARS). A private placement service that allows local agencies to purchase more than $250,000 in CDs from a single financial institution (must be a participating institution of CDARS) while still maintaining FDIC insurance coverage. CDARS is currently the only entity providing this service. CDARS facilitates the trading of deposits between the California institution and other participating institutions in amounts that are less than $250,000 each, so that FDIC coverage is maintained.

Collateral. Securities or cash pledged by a borrower to secure repayment of a loan or repurchase agreement. Also, securities pledged by a financial institution to secure deposits of public monies.
95 Collateralized Bank Deposit. A bank deposit that is collateralized at least 100% (principal plus interest to maturity). The deposit is collateralized using assets set aside by the issuer such as Treasury securities or other qualified collateral to secure the deposit in excess of the limit covered by the Federal Deposit Insurance Corporation.

Collateralized Mortgage Obligations (CMO). Classes of bonds that redistribute the cash flows of mortgage securities (and whole loans) to create securities that have different levels of prepayment risk, as compared to the underlying mortgage securities.

Collateralized Time Deposit. Time deposits that are collateralized at least 100% (principal plus interest to maturity). These instruments are collateralized using assets set aside by the issuer such as Treasury securities or other qualified collateral to secure the deposit in excess of the limit covered by the Federal Deposit Insurance Corporation.

Commercial Paper. The short-term unsecured debt of corporations.

Coupon. The rate of return at which interest is paid on a bond.

Credit Risk. The risk that principal and/or interest on an investment will not be paid in a timely manner due to changes in the condition of the issuer.

Dealer. A dealer acts as a principal in security transactions, selling securities from and buying securities for his own position.

Debenture. A bond secured only by the general credit of the issuer.

Delivery vs. Payment (DVP). A securities industry procedure whereby payment for a security must be made at the time the security is delivered to the purchaser’s agent.

Derivative. Any security that has principal and/or interest payments which are subject to uncertainty (but not for reasons of default or credit risk) as to timing and/or amount, or any security which represents a component of another security which has been separated from other components (“Stripped” coupons and principal). A derivative is also defined as a financial instrument the value of which is totally or partially derived from the value of another instrument, interest rate, or index.

Discount. The difference between the par value of a bond and the cost of the bond, when the cost is below par. Some short-term securities, such as T-bills and banker’s acceptances, are known as discount securities. They sell at a discount from par and return the par value to the investor at maturity without additional interest. Other securities, which have fixed coupons, trade at a discount when the coupon rate is lower than the current market rate for securities of that maturity and/or quality.

Diversification. Dividing investment funds among a variety of investments to avoid excessive exposure to any one source of risk.

Duration. The weighted average time to maturity of a bond where the weights are the present values of the future cash flows. Duration measures the price sensitivity of a security to changes interest rates.
96 Federal Deposit Insurance Corporation (FDIC). The Federal Deposit Insurance Corporation (FDIC) is an independent federal agency insuring deposits in U.S. banks and thrifts in the event of bank failures. The FDIC was created in 1933 to maintain public confidence and encourage stability in the financial system through the promotion of sound banking practices.

Federally Insured Time Deposit. A time deposit is an interest-bearing bank deposit account that has a specified date of maturity, such as a certificate of deposit (CD). These deposits are limited to funds insured in accordance with FDIC insurance deposit limits.

Leverage. Borrowing funds in order to invest in securities that have the potential to pay earnings at a rate higher than the cost of borrowing.

Liquidity. The speed and ease with which an asset can be converted to cash.

Local Agency Investment Fund (LAIF). A voluntary investment fund open to government entities and certain non-profit organizations in California that is managed by the State Treasurer’s Office.

Local Government Investment Pool. Investment pools that range from the State Treasurer’s Office Local Agency Investment Fund (LAIF) to county pools, to Joint Powers Authorities (JPAs). These funds are not subject to the same SEC rules applicable to money market mutual funds.

Make Whole Call. A type of call provision on a bond that allows the issuer to pay off the remaining debt early. Unlike a call option, with a make whole call provision, the issuer makes a lump sum payment that equals the net present value (NPV) of future coupon payments that will not be paid because of the call. With this type of call, an investor is compensated, or "made whole."
Margin. The difference between the market value of a security and the loan a broker makes using that security as collateral.

Market Risk. The risk that the value of securities will fluctuate with changes in overall market conditions or interest rates.

Market Value. The price at which a security can be traded.

Maturity. The final date upon which the principal of a security becomes due and payable.

Medium Term Notes. Unsecured, investment-grade senior debt securities of major corporations which are sold in relatively small amounts on either a continuous or an intermittent basis. MTNs are highly flexible debt instruments that can be structured to respond to market opportunities or to investor preferences.

Modified Duration. The percent change in price for a 100-basis point change in yields.

Modified duration is the best single measure of a portfolio’s or security’s exposure to market risk.

Money Market. The market in which short-term debt instruments (T-bills, discount notes, commercial paper, and banker’s acceptances) are issued and traded.

Money Market Mutual Fund. A mutual fund that invests exclusively in short-term securities. Examples of investments in money market funds are certificates of deposit and U.S. Treasury securities. Money market funds attempt to keep their net asset values at $1 per share.
97 Mortgage Pass-Through Securities. A securitized participation in the interest and principal cash flows from a specified pool of mortgages. Principal and interest payments made on the mortgages are passed through to the holder of the security.

Municipal Securities. Securities issued by state and local agencies to finance capital and operating expenses.

Mutual Fund. An entity which pools the funds of investors and invests those funds in a set of securities which is specifically defined in the fund’s prospectus. Mutual funds can be invested in various types of domestic and/or international stocks, bonds, and money market instruments, as set forth in the individual fund’s prospectus. For most large, institutional investors, the costs associated with investing in mutual funds are higher than the investor can obtain through an individually managed portfolio.

Nationally Recognized Statistical Rating Organization (NRSRO).

A credit rating agency that the Securities and Exchange Commission in the United States uses for regulatory purposes. Credit rating agencies provide assessments of an investment's risk. The issuers of investments, especially debt securities, pay credit rating agencies to provide them with ratings. The three most prominent NRSROs are Fitch, S&P, and Moody's.

Negotiable Certificate of Deposit (CD). A short-term debt instrument that pays interest and is issued by a bank, savings or federal association, state or federal credit union, or state-licensed branch of a foreign bank. Negotiable CDs are traded in a secondary market and are payable upon order to the bearer or initial depositor (investor).

Primary Dealer. A financial institution (1) that is a trading counterparty with the Federal Reserve in its execution of market operations to carry out U.S. monetary policy, and (2) that participates for statistical reporting purposes in compiling data on activity in the U.S. Government securities market.

Prudent Person (Prudent Investor) Rule. A standard of responsibility which applies to fiduciaries. In California, the rule is stated as “Investments shall be managed with the care, skill, prudence and diligence, under the circumstances then prevailing, that a prudent person, acting in a like capacity and familiar with such matters, would use in the conduct of an enterprise of like character and with like aims to accomplish similar purposes.”
Repurchase Agreement. Short-term purchases of securities with a simultaneous agreement to sell the securities back at a higher price. From the seller’s point of view, the same transaction is a reverse repurchase agreement.

Safekeeping. A service to bank customers whereby securities are held by the bank in the customer’s name.

Securities and Exchange Commission (SEC). The U.S. Securities and Exchange Commission (SEC) is an independent federal government agency responsible for protecting investors, maintaining fair and orderly functioning of securities markets and facilitating capital formation. It was created by Congress in 1934 as the first federal regulator of securities markets. The SEC promotes full public disclosure, protects investors against fraudulent and manipulative practices in the market, and monitors corporate takeover actions in the United States. 98 Securities and Exchange Commission SEC) Rule 15c3-1. An SEC rule setting capital requirement for brokers and dealers. Under Rule 15c3-1, a broker or dealer must have sufficient liquidity in order to cover the most pressing obligations. This is defined as having a certain amount of liquidity as a percentage of the broker/dealer's total obligations. If the percentage falls below a certain point, the broker or dealer may not be allowed to take on new clients and may have restrictions placed on dealings with current client.

Structured Note. A complex, fixed income instrument, which pays interest, based on a formula tied to other interest rates, commodities or indices. Examples include inverse floating rate notes which have coupons that increase when other interest rates are falling, and which fall when other interest rates are rising, and "dual index floaters," which pay interest based on the relationship between two other interest rates - for example, the yield on the ten-year Treasury note minus the Libor rate. Issuers of such notes lock in a reduced cost of borrowing by purchasing interest rate swap agreements.

Supranational. A Supranational is a multi-national organization whereby member states transcend national boundaries or interests to share in the decision making to promote economic development in the member countries.

Total Rate of Return. A measure of a portfolio’s performance over time. It is the internal rate of return, which equates the beginning value of the portfolio with the ending value; it includes interest earnings, realized and unrealized gains, and losses in the portfolio.

U.S. Treasury Obligations. Securities issued by the U.S. Treasury and backed by the full faith and credit of the United States. Treasuries are considered to have no credit risk and are the benchmark for interest rates on all other securities in the US and overseas. The Treasury issues both discounted securities and fixed coupon notes and bonds.

Treasury Bills. All securities issued with initial maturities of one year or less are issued as discounted instruments and are called Treasury bills. The Treasury currently issues three- and six-month T-bills at regular weekly auctions. It also issues “cash management” bills as needed to smooth out cash flows.

Treasury Notes. All securities issued with initial maturities of two to ten years are called Treasury notes and pay interest semi-annually.

Treasury Bonds. All securities issued with initial maturities greater than ten years are called Treasury bonds. Like Treasury notes, they pay interest semi-annually.

Yield to Maturity. The annualized internal rate of return on an investment which equates the expected cash flows from the investment to its cost. 99 City Council
August 15, 2023
City Investment Policy
100
City Investment Policy
• Must be adopted annually by City Council• Local Agencies must comply with State of California Code, Sections 53600 et seq. 101
City Investment Policy
Why does Governing Body need to adopt an Annual Investment Policy?• Section 53607 – only delegates authority to Treasurer for a period of one‐year • Policy must be current (compliant) with Section 53600 et seq of California Government Code
• Incorporate best practices from GFOA, CMTA, CDIAC, APT • Any change in the Policy shall be considered by the Council at a public meeting 102
City Investment Policy
• Objectives (53600.5)
103
City Investment Policy
• Allowable Investments
• U.S. Treasuries, Federal Agencies, Public Agency Bonds, Corporate Notes, Local Gov’t Investment Pools (LGIP’s), State of California Local Agency Investment Fund (LAIF) • Maximum maturity & maximum percentages
• Prohibited Investments
• Domestic/International Equities
• EFT’s• High‐Yield Bonds
• Commodities• Private Equity
• Futures/Options
104
105
106
City Investment Policy
• Changes to the current Policy

1. Section 11.8 ‐ Agencies that are not Qualified Institutional Buyers (QIB) as defined by the Securities and Exchange Commission are prohibited from purchasing Private Placement Securities. The SEC defines a QIB as having at least $100,000,000 in securities owned and invested.

2. Section 11.9 ‐ The purchase of a security with a forward settlement date exceeding 45 days from the time of the investment is prohibited.

3. Replace “Treasurer” with “Finance Director” throughout the Policy.

4. Section 10.14 – Local Government Investment Pools
Specify the CalTrust/California Asset Management Program (CAMP) in Policy. 107
• JPA Established in 1989, allowable by CA Gov’t Code 53601 • 300 CA agencies participate, including 90 cities.
• Governed by Board made up of six public agency officials • ‘AAA’ rated by S&P
10 California Asset Management Program (CAMP)
108
109
Questions?
110

CITY COUNCIL AGENDA
AUGUST 15, 2023

STAFF REPORT

CONSENT
ITEM NUMBER: 8.

TITLE
Acceptance of Comple"on of Deferred Improvement Agreement/Release of Lien: 1111 Green Island Road

RECOMMENDATION
Approve Resolu"on accep"ng the sa"sfac"on of the Deferred Improvement Agreement and release of the lien thereto for the Deferred Improvement Agreement associated with 1111 Green Island Road.

CONTACT
William D. Ross, City Attorney
Erica Smithies, Public Works Director

BACKGROUND & ANALYSIS
On May 25, 2006, the Planning Commission approved Tenta"ve Parcel Map (the "Map") (Resolu"on No. 2006-03, A9achment 2) to subdivide a 12 acre site into three lots was filed by the Napa Mill Development Company ("Developer") for property located west of the junc"on of Green Island Road and Jim Oswalt Way with APNs 058-030-042 & 058-330-001 (the, "Property"). Approval of the Map was conditioned on Developer fulfilling certain conditions of approval.

Among the Condi"ons, Condi"on of Approval for Map approval 16 required Developer to waive the right of any protest and consent to the forma"on of, or annexa"on to, a City Assessment District, Landscape and Ligh"ng District or other mechanism used to construct water, storm drainage and street system improvements and the under-grounding of u"lity lines. Condi"on of Approval for Map approval 17 required Developer to design and construct public street improvements along the south side and west side of Green Island Road along the property frontage, said improvements consis"ng of widening and half-street improvements of one through lane, parking lane, curb, gu9er, sidewalk, drainage facili"es, under-grounding of overhead u"li"es, streetlights, and parkway to the satisfaction of the City Engineer (the "Improvements").

On September 7, 2006, the City of American Canyon and the Developer entered into a Deferred Improvement Agreement (the "Agreement") (A9achment 3) to defer the sa"sfac"on of Condi"on of Approval 17 un"l the forma"on of a Green Island Road Assessment District in the future. Under the Agreement, if the improvements were not completed by Developer, the Developer's obliga"on to reimburse the City for the improvements with interest were to be a lien on the Property. 111
Subsequently, BREF2 1111 Green Island Road, LLC, the current owner, ("Current Owner") subsequently acquired the Property through foreclosure and succeeded to the obliga"ons to sa"sfy the referenced condi"ons of approval and to the obliga"ons of the Agreement. On May 7, 2023, the City and the Current Owner agreed that $270,494 was the current sum (including interest) to sa"sfy the obliga"ons of the Agreement. Then on July 14, 2023, the Current Owner submi9ed payment totaling $270,494 to satisfy the obligations of the Agreement (Attachment 4).

Staff has determined that remaining obliga"ons associated with the Agreement have been completed to the City's sa"sfac"on. Therefore, it is appropriate to confirm comple"on of the Agreement and release the lien on the Property.

COUNCIL PRIORITY PROGRAMS AND PROJECTS
Infrastructure: "Develop and maintain infrastructure resources to support sustainable growth."

ENVIRONMENTAL REVIEW
15378(b) - The ac"on is not a "Project" subject to the California Environmental Quality Act ("CEQA") because it does not qualify as a "Project" under Public Resources Code Sec"ons 21065 and 21080 and in Section 15378(b) of Title 14 of the California Code of Regulations.

ATTACHMENTS:

1. Resolution Accepting 1111 GIR Deferred Improvement Agreement Satisfaction

2. PC Reso 2006-03

3. Deferred Improvement Agreement

4. Proof of payment
112
RESOLUTION NO. 2023-______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AMERICAN CANYON ACCEPTANCE OF THE

SATISFACTION OF THE DEFERRED IMPROVEMENT AGREEMENT AND RELEASE OF LIEN THERETO ASSOCIATED WITH THE PROPERTY LOCATED AT 1111 GREEN ISLAND ROAD WHEREAS, on May 25, 2006, the Planning Commission approved Tentative Parcel Map (Resolution No. 2006-03) (the “Map”) to subdivide a 12 acre site into three lots was filed by the Napa Mill Development Company (“Developer”) for property located west of the junction of Green Island Road and Jim Oswalt Way with APNs 058-030-042 & 058-330-001 (the, “Property”); and WHEREAS, Condition of Approval for Map approval 16 required Developer to waive the right of any protest and consent to the formation of, or annexation to, a City Assessment District, Landscape and Lighting District or other mechanism used to construct water, storm drainage and street system improvements and the under-grounding of utility lines; and WHEREAS, Condition of Approval for Map approval 17 required Developer to design and construct public street improvements along the south side and west side of Green Island Road along the Property frontage, said improvements consisting of widening and half-street improvements of one through lane, parking lane, curb, gutter, sidewalk, drainage facilities, under-grounding of overhead utilities, streetlights, and parkway (the “Improvements”) to the satisfaction of the City Engineer; and WHEREAS, on September 7, 2006, the City of American Canyon and the Developer, entered into a Deferred Improvement Agreement (“Agreement”) to defer the satisfaction of Condition of Approval 17 until the formation of a Green Island Road Assessment District; and WHEREAS, under the Agreement, if the Improvements were not completed by Developer, the Developer’s obligation to reimburse the City for the Improvements with interest were to be a lien on the Property; and
WHEREAS, BREF2 1111 Green Island Road, LLC (the “Current Owner”) subsequently acquired the Property through foreclosure and succeeded to the obligations to satisfy the referenced conditions of approval and to perform the obligations of the Agreement; and
WHEREAS, on May 7, 2023, the City and the Current Owner agreed that $270,494 was the current sum (including interest) to satisfy the obligations of the Agreement and the remaining Map conditions; and WHEREAS, on July 14, 2023, the Current Owner submitted payment totaling $270,494 to satisfy the obligations of the Agreement; and
WHEREAS, the remaining obligations associated with the Agreement have been completed to the City’s satisfaction. Therefore, it is appropriate to confirm completion of the Agreement and release the lien on the Property.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of American Canyon hereby confirms the Current Owner’s obligations under the Agreement are completed. 113
NOW, THEREFORE, BE IT FURTHER RESOLVED that the City Council of the City of American Canyon hereby releases the lien and directs the City Clerk to record this Resolution in the Records of the County of Napa.

PASSED, APPROVED and ADOPTED at a regularly scheduled meeting of the City Council of the City of American Canyon held on the 15
th day of August, 2023, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
________________________________
Leon Garcia, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ ______________________________ Taresa Geilfuss, CMC, City Clerk William D. Ross, City Attorney 114
City of American Canyon
PC RESOLUTION NO. 2006-03
APPROVING TENTATIVE PARCEL MAP TM 06-01

FOR NAPA MILL DEVELOPMENT COMPANY
1111 Green Island Road
APNs 058-030-042 & 058-330-001
WHEREAS, an application for a Tentative Parcel Map to subdivide a 12 acre site into three lots was filed by the Napa Mill Development Company for property located west of the junction of Green Island Road and Jim Oswalt Way with APNs 058-030-042 & 058-330-001; and WHEREAS, pursuant to the California Environmental Quality Act, the proposed parcel map is exempt per Section15315 (Minor Land Divisions), and
WHEREAS, the Planning Commission held a duly-noticed public hearing on May 25, 2006 on the subject application, at which time all those in attendance were given the opportunity to speak; and
WHEREAS, based on the evidence in the record, the Planning Commission has determined that the Napa Mill Tentative Map will not conflict with the adopted goals and policies of the General Plan and meets the requirements of the City Subdivision Ordinance, NOW, THEREFORE, BE IT RESOLVED, that the Planning Commission of the City of American Canyon does hereby approve the Napa Mill Tentative Parcel Map (TM 06-01), based on the following findings and subject to the Conditions of Approval set forth in the attached Exhibit A and incorporated herein by reference.

1. The proposed map is consistent with the General Plan and any applicable specific plan.

The proposed creation of three lots in the Industrial Designation is consistent with the General Plan in terms of land use and density. There is no applicable specific plan.

2. The design and improvement of the proposed subdivision is consistent with the General Plan and any applicable specific plan.

There are no General Plan or specific plan policies or standards that apply to the subdividing of the property. Future development will be subject to development standards.

3. The site is physically suitable for the type of development.

The site has sufficient levelland to support three industrial buildings/sites, has minimal environmental constraints and has direct access to streets and a major highway. It adjoins other industrial development.

4. The site is physically suitable for the proposed density of development.

Improvements on the site can be accommodated on the site without the approval of any variances or exceptions.

5. The design of the subdivision and the proposed improvements are not likely to cause substantial environmental damage or substantially and avoidably injure fish or wildlife or their habitat.

The proposed subdivision design is not expected to cause environmental damage or injure fish or wildlife.

Planning Commission Resolution No. 2006-03 Page 1 of 6
115

6. The design of the subdivision and the type of improvements is not likely to cause serious public health problems.

The subdivision and al/ improvements will be designed and constructed to not cause public health problems

7. The design of the subdivision and the type of improvements will not conflict with easements, acquired by the public at large, for access through or use of property within the proposed subdivision.

The project is conditioned to provide for and avoid conflicts with any relevant easements.

8. The discharge of waste water, including sewage and stormwater runoff, from the proposed subdivision will meet all applicable water quality requirements of the Regional Water Quality Control Board.

The discharge of al/ waste water will meet all applicable RWQCB requirements, guaranteed by the Conditions of Approval.

PASSED, APPROVED AND ADOPTED at a regular meeting of the American Canyon Planning Commission on May 25, 2006, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

ATTEST:
~~1j~
Sherri Burgess
Administrative Assistant
Planning Commission Resolution No. 2006-03
(!J~C~~
Chelle Castagnola, Chairman
APPROVED AS TO FORM:

William Ross
City Attorney

116
Exhibit A

CONDITIONS OF APPROVAL
Napa Mill Development Company
Tentative Parcel Map TM 06-01
1111 Green Island Road
APNs 058-030-042 & 058-330-001
Planning Department Sandra Cleisz, Senior Planner - (707) 647-4337

1. Approval is granted for Tentative Parcel Map TM 06-01 to subdivide a 12-acre site into 3 lots, which shall be substantially as shown on the map labeled Exhibit A, except as modified by these conditions.

2. All future development on the site shall be subject to Design Review permits (at a minimum), and require Initial Study or Studies and the appropriate environmental document(s) consistent with the California Environmental Quality Act (CEQA). The CEQA document shall study at a minimum the issue areas of biology, traffic, geology and faults, water availability (utilities) and aesthetics. No grading or site disturbance shall occur prior to CEQA studies have been adopted by decisionmakers (Planning Commission or City Council).

Public Works Department Armando Mora, Associate Civil Engineer - (707) 647-4585

3. Tentative Map PM 03-01 shall be valid for a 24-month period from the effective date of the tentative parcel map approval by the City Council. Should the Final Map not be filed prior to the expiration date, the Tentative Map shall become null and void unless the applicant files a timely request for an extension.

Parcel Map

4. The Final Map shall be prepared in accordance with the City of American Canyon Subdivision Ordinance, the State Subdivision Map Act, the approved tentative map, and these conditions of approval.

5. A current title report (within the past 30 days) shall be submitted with the Final Map.

6. Closure calculations shall be provided at the time of initial Final Map check submittal. All calculated points within the map shall be based upon one common set of coordinates. All information shown on the map shall be directly verifiable by information shown on the closure calculation printout. The points of beginning shall be clearly defined. All lot acreages shall be shown and shall be verifiable from information shown on the closure calculation printout.

7. The developer shall enter into a deferment agreement for the public improvements with the City and pay all applicable fees, which are required, prior to or concurrent with the City's approval of the agreement unless otherwise approved by the City Engineer and/or City Council. Deferment agreement shall be executed prior to the recordation of the map.

8. If the subdivision improvements are required to be completed at a later time, the developer shall enter into a subdivision agreement with the City and pay all applicable fees and post all sureties, which are required, prior to or concurrent with the City's approval of the agreement unless otherwise approved by the City Engineer and/or City Council.

Planning Commission Resolution No. 2006-01 Tentative Map 05-02 Conditions of Approval

117

9. The developer shall pay all applicable City fees and charges at the rate and amount in effect at the time such fees and charges become due and payable. Prior to final action by the City Council on this application, the applicant will be provided a detailed list of all of all required fees and when they are due and payable.

Dedications, Easements, and Access

10. The developer shall make a 15-foot wide Irrevocable Offer of Dedication (100) for right-ofway along the project frontage of Green Island Road.

11. The developer shall grant a 20-foot wide, public storm water easement as shown on the tentative parcel map from Green Island Road to Oswalt Way.

12. The developer shall dedicate a 5-foot public utility easement (PUE) along Green Island Road and Oswalt Way adjacent to the public right-of-way.

13. The developer shall grant a 10-foot wide public easement for an existing public sanitary sewer adjacent to the existing public utility easement as shown on the tentative parcel map.

14. The developer shall reserve a private, 20-foot wide storm water easement as shown on the tentative parcel map.

15. The developer shall reserve a private, 15-foot wide sanitary sewer service lateral for the benefit of Parcel 1 on Parcel 2 to the public sanitary sewer as shown on the tentative parcel map.

16. The develop waives the right of any protest and consents to the formation of, or annexation to, an City Assessment District, Landscape and Lighting District or other mechanism used to construct water, storm drainage and street system improvements and the undergrounding of utility lines.

Street Improvements

17. The developer shall design and construct public street improvements along the south side and west side of Green Island Road along the property frontage. The improvements shall consist of widening and half-street improvements of one through lane, parking lane, curb, gutter, sidewalk, drainage facilities, under-grounding of overhead utilities, streetlights, and parkway to the satisfaction of the City Engineer. Said improvements are deferred until the formation of an assessment district or mechanism is created or deemed necessary by the City Engineer.

18. The design and construction of street improvements shall conform to the City of American Canyon Public Works Department Engineering Standard Plans and Specifications for Public Improvements (latest edition) and local ordinances.

19. Any pavement structural section constructed for both public streets and private streets shall be based on the geotechnical report prepared for the project.

Water System Improvements

20. The design and construction of water system improvements shall conform to the City of American Canyon Public Works Department Engineering Standard Plans and Specifications for Public Improvements (latest edition) and local ordinances.

21. The location and the number fire hydrants shall be installed in compliance with American Canyon Fire District Protection Regulations.

Planning Commission Resolution No. 2006-01 Tentative Map 05-02 Conditions of Approval

118

22. Domestic water services shall be provided by the applicant for all parcels within the subdivision. The applicant shall pay the water charge fees for a building permit prior to its issuance.

23. The developers shall submit final hydraulic calculations to the City Engineer to prove adequacy, size, and location of all proposed water lines based on the approved tentative map. Final sizing of water lines shall be reviewed by the City Engineer during the plan check process and shall be revised at the direction of the City Engineer.

Sanitary Sewer Improvements

24. The design and construction of sanitary sewer improvements shall conform to the City of American Canyon Public Works Department Engineering Standard Plans and Specifications for Public Improvements (latest edition) and local ordinances.

25. All proposed public sewer improvements including connections to the existing or proposed sewer system shall be shown on the improvement plans and constructed as part the of site development.

26. Sanitary sewer services shall be provided by the developer for all parcels within the subdivision. The developer shall pay the sewer connection fee for a building permit prior to its issuance.

27. The developer shall submit sanitary sewer calculations to the City Engineer to prove adequacy, size, and location of all proposed sewer lines based on the approved tentative map. Final design of sanitary sewer lines shall be reviewed by the City Engineer during the plan check process and shall be revised at the direction of the City Engineer.

Recycled Water Improvements

28. The developer shall design and construct recycled water facilities for landscaping within the public right-of-way.

29. The design and construction of recycled water system improvements shall conform to the City of American Canyon Public Works Department Engineering Standard Plans and Specifications for Public Improvements (latest edition) and local ordinances.

Drainage Improvements

30. The design and construction of all storm drainage improvements shall conform to the City of American Canyon Public Works Department Engineering Standard Plans and Specifications.

31. A final drainage study with calculations required to be submitted with the site development plans. Final sizing of storm drain conduits and location of drainage facilities shall be determined prior to approval of the plans and shall be based on the approved tentative map.

32. The site shall detain 90% of the increased post-construction storm water run-off based on a 10 year/2-hour storm event. The facilities may be either on-site or off-site, subject to the discretion of the City Engineer.

Utilities

33. Overhead utilities along the project frontage shall be placed underground. Said improvements are deferred until the formation of an assessment district. .

Planning Commission Resolution No. 2006-01 Tentative Map 05-02 Conditions of Approval

119
Grading

34. No grading shall occur on any portion of the site prior to a Design Review permit being approved, and all necessary CEQA review having occurred. A grading plan prepared by a registered civil engineer and geotechnical report shall be submitted to the City prior to issuance of a grading permit.

35. If grading extends into the rainy season (between October 1 and April 15), an erosion control plan shall be included as a part of the improvement plans unless otherwise waived by the City Engineer. Plans shall show any effect on adjacent properties.

36. Upon completion of grading, the developer shall submit a compaction report from geotechnical and certification from a civil engineer or surveyor that the pads are at the correct elevation.

37. The developer shall be responsible for obtaining all necessary permits from all applicable agencies before grading, unless otherwise approved by the City Engineer.

General

38. Existing public and private facilities damaged during the course of construction shall be repaired by the applicant, at his sole expense, to the satisfaction of the Public Works Director. Services will be maintained throughout construction.

39. Reasonable measures shall be provided for and practiced to minimize any nuisance from dust during grading and construction.

40. The developer shall be responsible for obtaining the necessary Regional Water Quality Control Broad storm water pollution permit for grading and construction.

41. Any fence or structure within public right-of-way shall be relocated outside of the public right-of-way within 60 days after the recordation of the map.

42. Construction and grading activities on the site shall occur between 7:00 am and 6:00 pm Monday through Friday. Work on weekends and holidays require written approval from the City Engineer. If approved, weekend and holiday work shall occur only between 8:00 am and 6:00 on Saturdays, and 10:00 am and 6:00 pm on Sundays and state and federal holidays.

43. Prior to issuing a building permit, the developer shall pay a fee to mitigate potentially significant traffic impacts to SR29, in order to improve the entire corridor through American Canyon.

44. In the event any historic or cultural resources are discovered during the grading, all activities shall cease. A qualified archaeologist shall be retained to preserve, protect, or remove any significant historic or cultural resources.

Fire Department Keith Caldwell, Fire Chief - (707) 642-2747

45. All Fire Department regulations and requirements shall be implemented prior to Final Map approval.

Planning Commission Resolution No. 2006-01 Tentative Map 05-02 Conditions of Approval

120

RECORDING REQUESTED BY
AND WHEN RECORDED MAIL TO:

City of American Canyon
300 Crawford Way
American Canyon, CA 94503
A.P No. 058-030-042, 058-330-001
Location: Jim Oswalt Way
EXEMPT from recording fee pursuant to
Government Code Section 27383

AGREEMENT
2006-0037889
Recorded ! REC FEE 0. 00
Official Records I
County of I CCl ONE CON=ORJIIE 1.00
Napa I

JOHN TUTEUR I
Assessor-Recorder-Coul
I
I LS
02:53PM 26-1lct-200(i I Page 1 of 13
1111111111111111111111111111111111
THIS DEFERRED IMPROVEMENT AGREEMENT is made by and between City of American Canyon ("City") and Napa Mill Development Company, a California Limited partnership, Nicholas Investments, a California General Partnership, and George S.

Nielson and Diann M. Nielsoh, as Trustees of the Nielson Family Trust dated February 23, 2005, collectively referred to hereafter as ("Developer") and is effective September 7, 2006 ("effective date").

WHEREAS, Developer desires to create three parcels from one parcel of real property, the Napa Mills; located on approximately 12 acres of property on the north side of Jim Oswalt Way and west of Green Island Road (hereinafter described as the "subject property"), located in the City of American Canyon, State of California, at Napa County Assessor's Parcel Numbers 058-030-042 and 058-330-001; and WHEREAS, the City of American Canyon Planning Commission, by its approval of Resolution No. 2006-03 on May 25, 2006, has approved Developer's project consisting of a Parcel Map (the "Project"), subject to certain conditions which have not been completed for the division of three industrial lots; and WHEREAS, the Conditions of Approval for Napa Mills Tentative Parcel Map PM 0601-001 (APN 058-030-042 and 058-330-001) required Developer to waive the right of any protest and consent to the formation of, or annexation to, a City Assessment District, Landscape and Lighting District or other mechanism used to construct water, storm drainage and street system improvements and the under-grounding of utility lines; and
121
, Deferred Improvement Agreement

WHEREAS, the Conditions of Approval for Napa Mills Tentative Parcel Map required Developer to design and construct public street improvements along the south side and west side of Green Island Road along the property frontage, said improvements consisting of widening and half-street improvements of one through lane, parking lane, curb, gutter, sidewalk, drainage facilities, under-grounding of overhead utilities, streetlights, and parkway to the satisfaction of the City Engineer.

WHEREAS, the City has conditioned Santa Clara Warehouse Project to research the feasibility of assessment district for the improvement of Green Island Road; and envrions.

WHEREAS, the City agrees to defer the construction of the frontage improvements formation of a Green Island Road Assessment District for a limited period of time pending the;
NOW, THEREFORE, City and Developer agree as follows:

Developer shall satisfy all conditions described below:

1. The improvement shall be deferred until the establishment of the Green Island Road Assessment project, three years from the date of execution of this agreement, or site development. Said improvements shall consist of road widening, curb, gutter, sewer, water, storm improvements and undergrounding of overhead utilities on Green Island Road along the subdivision frontage.

2. The developer shall post a surety of 110% of the Engineer's Estimate prepared by Robert A. Karn & Associates, dated March 3, 2006, to ensure the construction of the said improvements.

3. Upon formation of an assessment district or any other mechanism to construct improvements, the developer waives the right of any protest and consents to the formation and annexation to the said district or other mechanism used to construct improvements.
a. Cost of design and construction of the Green Island Road improvements will be funded by the Assessment District or other mechanism, such costs to be based on bid prices received by the Assessment District for the Green Island Road Improvement Project.

The frontage improvements required under the Conditions of Approvals listed in Resolution No. 2006-03 shall be constructed by the Assessment District as part of the Green Island Road Improvement Project.
122
Defe'rred Improvement Agreement

4. If the Green Island Road Assessment is not established in the period of three years, the developer shall design and construct as required under the Conditions of Approvals listed in Resolution No. 2006-03 at his own cost, at such time as the City determines it to be necessary to provide access from the project to Green Island Road or to fully provide continuous improvements along a segment of Green Island Road. At that time, the Developer shall execute a subdivision agreement and post the necessary sureties for the construction.

Satisfaction of said conditions is deferred in accordance with the provisions of this Agreement.

1. A. If Developer designs and constructs the improvements, the Developer has the responsibility of completing the above identified conditions in a workmanlike and professional manner and in accordance with the applicable provisions of the standard specifications of the City of American Canyon, as the same may be revised from time to time, and the American Canyon Municipal Code.

B. Developer understands that work in the public right-of-way may not be commenced until an encroachment permit is obtained and the required insurance submitted.

C. Developer, upon notification for improvements required under paragraph No. 4 above, agrees to submit detailed plans and specifications for the work of improvements necessary to complete the condition(s) set forth in paragraph 1. Such plans and specifications shall be completed and submitted to the City for its review within 60 days after notification and after approval of same construction shall commence in accordance with the notice specified in paragraph 3(A).

At the time plans are submitted to City, Developer shall pay all the required inspection fees then in effect. The Department of Public Works, Engineering Division shall be the responsible department for review and approval of such plans and any revisions as well as for inspection of the work. However, City has not and will not make an independent investigation of the job site, soils conditions and other conditions which might affect the design and construction of any improvements to be made to satisfy the conditions of Developer's Project. It is the responsibility of the Developer to design and construct all required improvements in such a manner as to ensure reasonable accomplishment of their purposes. In the event that job conditions require changes in the approved plans, a request for such deviation must be submitted in writing by Developer along with checking and inspection costs for prior approval by the City; no deviation will be allowed without such approval.
123
, Deferred Improvement Agreement

2. A. If the City of American Canyon determines that there is no further reason to defer construction for the improvements because their construction is necessary for orderly development of the surrounding area, the City shall notify the developer in writing to commence their design, installation and construction. The notice shall be mailed to the current owner or owners of the subject property shown on the latest adopted County Assessment roll. The notice shall describe the work to be done by the Developer/Owner, the time within which the work shall commence and the time within which the work shall be completed (as specified in Paragraph 4, below). Each Owner shall participate on a pro-rata share of a cost of a facility provided by others, the notice shall include the amount to be paid and the time when payments must be made.

B. If the Developer/Owner disagrees with the requirements set forth in any notice to commence design and installation of improvements s/he shall, within 20 days of the date the notice was mailed, request a review of the requirements by the City Council of American Canyon. The decision of the City Council shall be binding upon both City and the Developer/Owner.

3. Developer shall, in accordance with the plans cited in Paragraph 2, including all details and notes shown thereon, promptly complete or cause to be completed the required work to the satisfaction of City on or before one year from the expiration date listed in the notice listed in the above Section 2.A. The completion of date may be extended by the Public Works Director on a yearly basis up to a maximum of five years without City Council action. At the option of the City, the Developer's surety shall be made a party to any such written extension. Nor other delay caused by the City shall constitute a waiver of any of the obligations of the Developer or Developer's surety as contained herein.

4. Developer shall allow City's duly authorized representatives access to the work at all times and shall furnish them with every reasonable facility for asserting that the methods, materials and workmanship comply with the requirements and intent of the approved plans. The Developer is required to give at least one day's advance notice of the date upon which work is to commence and the date upon which the work is to be completed. City may reject defective work and require its repair, replacement or removal by Developer, all at no expense to City.

5. The estimated cost of completing the condition(s) described in Paragraph 1 is $159,400, and shall be adjusted annually for inflation per the Engineering News Review commencing one year from the date of this agreement.

6. Developer shall, prior to City's issuance of any necessary permits for the proposal, including building permits, deliver to City a security in a form satisfactory to the City Attorney; either a cash deposit, a corporate surety 124
Defe'rred Improvement Agreement
PageS
bond in the form attached hereto, or an instrument of credit equivalent to 50 percent of the estimate set forth in Paragraph 5 and sufficient to assure City that the condition(s) described in Paragraph 1 will be satisfactorily completed and that all laborers and material suppliers shall be paid. The surety for such security shall be currently admitted to transact surety insurance by the California Department of Insurance and shall carry a Best's rating of no less that A+. The content and manner of posting bonds, instruments of credit or cash shall be done to the satisfaction of the City.

Certificates of deposit shall not be deemed to be satisfactory security unless such certificates provide that the City is the owner of record of such funds. City shall be the sole oblige named on any instrument required by this agreement.

7. City shall not be required to exonerate any surety or release any security relating to satisfactory completion of the condition(s) until acceptance of the improvements by the City or, in the case of improvements which will not be dedicated and accepted by City, until the improvements have passed final inspection by City. In addition, release of security and exoneration of sureties will be predicated upon the receipt of required maintenance and/or warranty agreements and security therefore. No improvement shall be accepted by the City unless and until it is free of all liens and encumbrances, free of all material defects and conditions which may create a hazard to the public health, safety or welfare, and until City has received a full set of photo Mylar-reproduced "as-built" plans.

8. In event that the condition(s) are not completed to the satisfaction of the City within the time specified by this agreement, City, in addition to any other remedy at law or equity, may complete such work with its own forces or by contract. By execution of this Agreement, Developer grants City permission to enter onto the subject property as may be necessary or convenient to construct such improvements. In the event of such default by Developer, the surety and any person, form, partnership, entity, corporate or association claiming any interest in the real property hereinabove described and each of them shall totally reimburse City for the entire cost and from the date of notification of such costs and expenses until paid.

Such obligation of reimbursement shall be unlimited by the amount of the estimates hereinabove set forth or by such security as may have been provided to City in connection with this agreement. Such amounts and interest accrued thereon shall constitute a lien on the subject property.

9. It is the intention of the parties hereto that this agreement bind themselves, their heirs, assigns and successors in interest and for the obligations to run with the land. In addition, the parties agree that this agreement shall be recorded by the Developer and by recordation of this agreement; it is the intention of parties to give notice to all future purchasers of this intent to bind as described above. Upon sale or division of the subject property, the terms hereof shall apply separately to each parcel, and the owner of each 125
Deferred Improvement Agreement