Agenda packet — Baldwin Park City Council, April 17, 2024 (part 2 of 3)

TO: Honorable Mayor and Members of the City Council
FROM: Rose Tam, Director of Finance
DATE: April 17, 2024
SUBJECT: Implement and Update Written Policies and Procedures for Accounting and Financial Reporting, Federal Awards
Management, and Automated Clearinghouse (ACH) and Wire
Transfer Policy and Procedures

SUMMARY
The purpose of this staff report is to present updated accounting and financial reporting and federal awards management related policies and procedures as recommended by the City’s independent auditors, and updated ACH and wire transfer policy and procedures to the City Council for review and approval.

RECOMMENDATION
It is recommended that the City Council review and approve the following accounting and financial reporting policies and procedures as follows:

1. Federal Awards Management Policy

2. Subrecipient Monitoring Policy

3. Write-off Policy

4. ACH and Wire Transfer Policy and Procedures

FISCAL IMPACT
None

BACKGROUND
The City's independent auditors have recommended implementing a policy and procedure for subrecipient monitoring. When the City received the American Rescue Plan Act (APRA) funds, there were some entities that the City designated to receive a subaward to achieve various approved community programs and projects. Federal regulation requires the City to monitor these subrecipients of the federal awards, thus the new policy and procedure will provide guidance for staff to fulfill the requirements.

The auditors have also recommended the City to implement a policy and procedure for writing off uncollectible receivables. The ability to write off uncollectible receivables will provide a fair representation of the City’s accounting records.

The Federal Awards Management Policy has also been updated to reflect some requirements by the California Department of Transportation.

The ACH and Wire Transfer Policy and Procedures have been updated to enhance security measures, minimize the risk of unauthorized transactions, and improve overall security.

Page 2 ends

ALTERNATIVES
None

LEGAL REVIEW
This report has been reviewed and approved by the City Attorney as to legal form and content.

ATTACHMENTS

1. Federal Awards Management Policy

2. Subrecipient Monitoring Policy

3. Write-off Policy

4. ACH and Wire Transfer Policy and Procedures

1 City of Baldwin Park
Policy and Procedures for Federal Awards Administration (Updated and Effective April 17, 2024)

Grant Administration

The purpose of this policy is to establish procedures for administrating federal awards within the guidelines. The City of Baldwin Park does not have a centralized grants department; therefore, it is the responsibility of each department obtaining a grant to care for and be familiar with all grant documents and requirements. If a grant is Federal, the department should i mmediately notify the Director of Finance for inclusion in t he City’s Single Audit. For the purpose of this policy, “Program Director” applies to the individual wit hin a given department who will be responsible for the grant, and the “Administrator” applies to the federal grant agency.

1. Grant Development, Application, and Approval

a. Legislative Approval – Once the grant plan is developed and the application is filed with the granting a gency, legislative approval is required. If such legislative approval is not specifically required by the written terms of the grant, then the department head may, at his or her discretion, approve grant applications. In this case, a copy of the application shall be sent to the Administrator’s office. If an award is given, a copy of the signed agreement shall also be furnished to t he Administrator’s office and the City’s Director of Finance. Electronic copies are preferable.

b. Matching Funds – Grants that require City matching funds must be coordinated through the Administrator’s office. Available funds must be identified within the existing budget or a budget adjustment will be required for the match. Depending on the nature of the grant, there may be some considerations that may require further discussion and long-term planning prior applying for the grant. For example, the grant establishes a level of service that cannot be maintained once the grant funds are depleted.

c. Grant Budgets – Most grants require the submission of an expenditure budget to the granting agency. T he department head should review this requirement prior to submission and provide the personnel and all related cost projections to the City’s Director of Finance for the budget preparation.

2. Grant Program Implementation

a. Notification and Acceptance of an Award – Official notification of a grant award is typically sent by a funding agency to the program director and/or other official designated in the original grant proposal. However, the authorization to actually spend grant funds is derived from the Board through the approval of a grant budget. This is done with the adoption of the Government-wide operating budget, as the grant budget is a component of such.

b. Establishment of Accounts – The department that obtained the grant will provide the Administrator’s office with information needed to establish revenue and expense accounts for the project. Ordinarily, this information will include a copy of both a summary of the project and the budget.

c. Purchasing Guidelines – All other Government purchasing and procurement guidelines apply to the expenditure of grant funds. The use of grant funds does not exempt any purchase from

2 normal purchasing requirements. All typical paperwork and bidding requirements apply. All normal staff approvals apply. When in doubt, the Program Director should contact t he Administrator’s office for further assistance.

3. Financial and Budgetary Compliance

a. Monitoring Grant Funds – The financial software is considered to be City of Baldwin Park ’s “official” accounting system. Ultimately, the information in this system is what will be audited and used to report to governing boards. Program Directors shall use inquiries and reports generated directly from the financial software to aid in grant tracking. If any “off- system” accounting records are maintained, it is the responsibility of the Program Director to ensure that the program’s internal records agree to the City’s accounting system. Departments may use some internal mechanism (such as a spreadsheet) to monitor grant revenues, expenditures and budgetary compliance, however all such financial information will also be maintained in the City’s financial software system.

b. Fiscal Years – Occasionally, the fiscal year for the granting agency will not coincide with the City’s fiscal year. This may require adjustments to the internal budget accounts and interim financial re ports as well as special handling during the fiscal year-end cl ose. It is the responsibility of the department head to oversee their grant budgets within his/her department and to bring such discrepancies to the attention of the Administrator and Director of Finance at the time the grant accounts are established.

c. Grant Budgets – When the accounting structure for a grant is designed, it will include the budget that was prepared when the grant application was submitted. The terms of each specific grant will dictate whether any budget transfers between budgeted line items will be permitted. In no case will the Program Director be authorized to exceed the total budget authority provided by the grant.

If grant funds have not been totally expended by fiscal year-end, it is the responsibility of the Program Director to notify the Director of Finance that budget funds need to be carried forward to the new fiscal year, and to confirm the amounts of such carryforwards. This can be done during the City’s normal annual budgeting process. Carryforwards of grant funds will be subjected to maximum allowable amounts/percentages based on the grant award agreement and/or the Uniform Guidance compliance supplement.

d. Capital Assets – City of Baldwin Park is responsible for maintaining an inventory of assets purchased with grant monies. The City is accountable and must make them physically available for inspection during any audit. The Director of Finance must be notified immediately of any sale of these assets. Customarily, the proceeds of the sale can only be used on the grant that purchased them. In most cases, specific governing regulations can be found in the original grant.

The individual department overseeing the grant will coordinate t his requirement. All transactions that involve the acquisition or disposal of grant funded capital assets must be immediately brought to the attention of the Director of Finance.

4. Record Keeping

a. Audit Workpapers – The City’s external auditors audit all grants at the end of each fiscal year.

The department who obtained the grant will prepare the required audit workpapers. These will then need to be sent to the Director of Finance within a reasonable time following year end.

b. Record Keeping Requirements – Grant record keeping requirements may vary substantially from one granting agency to another. Consequently, a clear understanding of these grant

3 requirements at the beginning of the grant process is vital. The Program Director within a department applying for a grant will maintain copies of all grant draw requests, and approved grant agreements including budgets.

Uniform Guidance Compliance Supplement - General Information

City Poli cies-The following financial policies/guidelines have been separately reviewed and approved by the City Council. These policies may be incorporated into this document by reference.

All of the policies below are applicable to Federal grants where appropriate:

• Accounts Payable Guidelines
• ACH Policy
• Bidding Policy
• Bond and Annexation Policy
• Contracts – Designate Signatory
• Fixed Assets Policy
• Illegal or Unauthorized Expenditures
• Insurance Settlement Policy
• Investment Policy
• Purchasing Policy
• Travel Reimbursement Policy

Please see the City’s Code of Ordinances and/or Policies on the City of Baldwin Park website for a full listing of policies.

Uniform Guidance Compliance Supplement - Activities A llowed/Un-allowed and Allowable Costs/Cost Principles

The requirements for allowable costs/cost principles are contained in the Uniform Guidance, program legislation, Federal awarding agency regulations, and the terms and conditions or the award.

In order to ensure compliance with these requirements, the City has implemented the following policies and procedures:

1. All grant expenditures will be in compliance with the Uniform Guidance, State law, City Government policy, and the provisions of the grant award agreement will also be considered in determining allow ability. Grant funds will only be used for expenditures that c onsidered reasonable a nd necessary for the administration of the program.

2. Grant expenditures will be approved by the department head when the bill or invoice is received.

The terms and conditions of the Federal Award will be considered upon approval. Accounts payable disbursements will not be processed for payment until all necessary approval has been obtained.

2. Payroll costs will be documented in accord ance with the Uniform Guidance. Specifically, compensation for personal services will be handled as set out in §200.430 and compensation for fringe benefits will follow §200.431 of the Uniform Guidance.

Uniform Guidance Compliance Supplement - Cash Management

Source of Governing Requirements – The requirements for cash management are contained in the Uniform Guidance, program legislation, Federal awarding a gency regulations, and the terms and conditions or the award.

4 In order to ensure compliance with these requirements, the City has implemented the following policies and procedures:

1. Most of the City’s grants are awarded on a reimbursement basis. As such, program costs will be expended and disbursed prior to requesting reimbursement from the grantor agency. If Federal grant funds are received first, care will be taken in order to minimize the time elapsing between receipt of Federal funds and disbursement to contractors/employees/sub-recipients according to §200.302 (6) of the Uniform Guidance.

2. Cash draws will be initiated by the Program Director who will determine the appropriate draw amount. Documentation of how this amount was determined will be retained. Payments and travel costs will be handled in a manner consistent with the City’s existing Accounts Payable policies and in accordance with §200.305 (payments) and §200.474 (travel costs) of the Uniform Guidance.

3. The physical draw of cash will be processed in the City’s financial software, Tyler Incode 10 and related banking system, or through the means prescribed by the grant agreement for other awards.

4. Supporting documentation or a copy of the cash draw paperwork will be filed along with the approved paperwork described above by the Finance Department, the grant receiving department, and retained for audit purposes.

Uniform Guidance Compliance Supplement - Eligibility

Source of Governing Requirements – The requirements for eligibility are contained in program legislation, Federal awarding agency regulations, and the terms and conditions of the award.

Additional Policies and Procedures. The following policies and procedures will also be applied, to the extent that they do not conflict with or contradict the existing City/Board policies.

1. Federal grants will only benefit those individuals and/or groups of participants that are deemed to be eligible.

2. Initial eligibility determinations will be made by the Program Director based on the grant award/contract.

Sufficient documentation to support these determinations will be retained and made available to administration, auditors, and pass-through or grantor agencies, upon request. It is the receiving grant department’s responsibility to maintain complete, accurate, and organized records to support eligibility determinations.

Uniform Guidance Compliance Supplement - Equipment and Real Property Management

Source of Governing Requirements – The requirements for equipment are contained in the Uniform Guidance, program legislation, Federal awarding agency regulations, and the terms and conditions of the award.

Additional Policies and Procedures. The following policies and procedures will also be applied, to the extent that they do not conflict with or contradict the existing policies.

In order to ensure compliance with these requirements, The City has implemented the following policies and procedures:

1. All equipment will be used in the program for which it was acquired through Federal grants/funds.

2. When required, purchases of equipment will be pre-approved by the grantor or pass-through agency. The Program Director will be resp onsible for ensuring that equipment purchases ha ve been previously approved, if required, and will retain evidence of this approval.

5 3. Property/Equipment rec ords will be maintained, a ph ysical in ventory shall be taken e very two years, and an appropriate system shall be used to safeguard assets.

4. When assets with a current per unit fair market value of $5,000 or more are no longer needed for a Federal program, a request f or written guidance shall be made from the grant or agency as to what to do with the property/equipment prior to sale or relocation. The City shall abide with the requirements set out in §200.311 and §200.313 of the Uniform Guidance in this regard. If a sale will take place, proper procedures shall be used to provide for competition to the extent practical and result in the highest possible return.

Uniform Guidance Compliance Supplement - Matching, Level of Effort and Earmarking

Source of Governing Requirements – The requirements for matching are contained in the Uniform Guidance, program legislation, Federal awarding agency regulations, and the terms and conditions of t he award. The requirements for level of effort and earmarking are contained in program legislation, Federal awarding agency regulations, and the terms and conditions of the award.

City of Baldwin Park defines “matching”, “level of effort”, and “earmarking” consistent with the definitions of the Uniform Guidance Compliance Supplement:

Matching or cost sharing includes requirements to provide contributions (usually non-Federal) or a specified amount or percentage of match Federal awards. Matching may be in the form of allowable costs incurred or in-kind contributions (including third-party in-kind contributions).

Level of effort includes requirements for (a) a specified level of service to be provided from period to period, (b) a specified level of expenditures from non-Federal or Federal sources for specified activities to be maintained from period to period, and (c) Federal funds to supplement and not supplant non- Federal funding of services.

Earmarking includes requirements that specify the minimum and/or maximum amount of percentage of the program’s funding that must/may be used for specified activities, including funds provided to subrecipients. Earmarking may also be specified in relation to the types of participants covered.

In order to ensure compliance with these requirements, the City has implemented the following policies and procedures:

1. Compliance with matching, level of effort, and earmarking requirements will be the responsibility of Program Director.

2. Adequate documentation will be maintained to support compliance with matching, level of effort, and earmarking requirements. Such information will be made available to administration, auditors, and pass-through or grantor agencies, as requested.

Uniform Guidance Compliance Supplement - Period of Performance

Source of Governing Requirements – The requirements for period of performance of Federal funds are contained in the Uniform Guidance, program legislation, Federal awarding agency regulations, and the terms and conditions of the award.

In order to ensure compliance with these requirements, the City has implemented the following policies and procedures:

1. Costs will be charged to an award only if the obligation was incurred during the funding

6 period unless pre-approved by the Federal awarding agency or pass-through grantor agency.

2. All obligations will be liquidated no later than 90 days after the end of the funding period or as specified by program legislation.

3. Compliance with period of performance requirements will initially be assigned to the Program Director.

Uniform Guidance Compliance Supplement - Procurement, Suspension and Debarment

Source of Governing Requirements – The requirements for procurement are contained in the Uniform Guidance, program legislation, Federal awarding agency regulations, and the terms and conditions of the award.

The requirements for suspension and debarment are contained OMB guidance in 2 CFR part 180, which implements Executive Orders 12549 and 12689, Debarment and Suspension; Federal agency regulations in 2 CFR implementing the OMB guidance; the Uniform Guidance; program legislation; Federal awarding agency regulations; and the terms and conditions of the award.

In order to ensure compliance with these requirements, the City has implemented the following policies and procedures:

1. Purchasing and procurement related to Federal grants will be subject to the general policies and procedures of the City. (See City Purchasing and Bidding Policy)

2. Contract files will document the significant history of the procurement, including the rationale for the method of procurement, selection of the contract type, contractor selection or rejection, and the basis of contract price.

3. Procurement will provide for full and open competition.

4. No employee, officer, or agent may participate in t he selection, award, or a dministration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents can neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.

If the financial interest is not substantial or the gift is an unsolicited item of nominal value, no further action will be taken. However, disciplinary actions will be applied for violations of such standards otherwise.

5. The City will avoid the acquisition of unnecessary or duplicative items. Consideration will be given to c onsolidating or breaking out procurements to obtain a more economical purchase. Where appropriate, an a nalysis will be made of le ase versus purchase alternatives, and any other appropriate analysis to determine the most economical approach. The City will also analyze other means, as described in §200.318 of the Uniform Guidance, in order to ensure appropriate and economic acquisitions.

6. T he Government is prohibited from contracting with or making s ub-awards under covered transactions to parties that are suspended or debarred or whose principals are suspended or debarred.

“Covered transactions” include those procurement contracts for goods and services awarded under a non-procurement transaction (i.e., grant or cooperative agreement) that are expected to

7 equal or exceed $20,000 or meet certain other specified criteria. All non-procurement transactions (i.e., s ub-awards to subrecipients), irrespective of award amount, are considered covered transactions.

7. The City of Baldwin Park will include a suspension/debarment clause in all written contracts in which the vendor/contractor will certify that it is not suspended or debarred. The contract will also contain language requiring the vendor/contractor to notify the Government immediately upon becoming suspended or debarred. This will serve as adequate documentation as long as the contract remains in effect.

8. The Program Director or designee will be responsible for reviewing and tracking a year-to- date transaction report fr om the City’s accounting system. Any vendor with accumulated transactions equaling or exceeding $20,000 that is not subject to a written contract including a suspension/debarment clause or for which a signed statement or suspension or debarment is not on file will be subject to additional procedures. The Program Director or designee will check the Excluded Parties List System (EPLS) maintained by the General Services Administration (GSA) for the vendor’s name. A potential match will be followed-up on immediately. Each vendor searched on EPLS will be initialed on the vendor transaction report and the report will be signed and dated on the first or last page. The vendor transaction report will be retained as evidence of control.

9. If a vendor is found to be suspended or debarred, the City will immediately cease to do business with this vendor.

10. Executed contracts will be retained and filed by the City Clerk’s office and the Program Director.

Uniform Guidance Compliance Supplement - Program Income

Source of Governing Requirements – The requirements for program income are found in the Uniform Guidance, program legislation, Federal awarding agency regulations, and the terms and conditions of the award.

To ensure compliance with these requirements, the City has implemented the following policies and procedures:

1. Program income will include (but will not be limited to): income from fees for services performed, the use or rental of real or personal property acquired with grant funds, the sale of commodities or items fabricated under a grant agreement, and payments of principal and interest on loans made with grant funds. It will not include interest on grant funds unless otherwise provided in the Federal awarding agency regulations or terms and conditions of the award.

2. The City will allow program income to be used in one of three methods:

a. Deducted from outlays
b. Added to the project budget
c. Used to meet matching requirements

Absent specific guidance in the Federal awarding agency regulations or the terms and conditions of the award, program income shall be deducted from program outlays.

3. Program income, when applicable, will be accounted for as a revenue source in the same program code (whether it is division or project in the financial software Tyler Incode 10) as the Federal grant.

Uniform Guidance Compliance Supplement – Reporting

8 Source of Governing Re quirements – Reporting requirements are contained in the following documents: Uniform Guidance, Performance reporting, 2 CFR section 215, Performance reporting, 2 CFR section 215.51, program legislation, ARRA (and the previously listed OMB documents and future additional OMB guidance documents that may be issued), the Transparency Act, implementing requirements in 2 CFR part 170 and the FAR, and previously listed OMB guidance documents, Federal awarding agency regulations, and the terms and conditions of the award.

In order to ensure compliance with these requirements, City has implemented the following policies and procedures:

1. Reports will be submitted in the required frequency and within the required deadlines. a. Submitting an invoice (progress payment) to Caltrans at least once every six months pursuant to Section 5.2 of the Local Assistance Procedures Manual and the Master Agreement between Caltrans and the City, or as indicated by the specific grant guidelines.

2. Reports will be completed using the standard forms (as applicable) and method of delivery (i.e., email, grantor website, postal service, etc.).

3. Regardless of the method of report delivery, a copy of the submitted report will be retained along with any documentation necessary to support the data in the report. T he report will evidence the date of submission in order to document compliance with timeliness requirements. This may be done either physically or electronically.

4. Financial reports will always be prepared based on the general ledger using the required basis of accounting (i.e., cash or accrual). In cases where financial data is tracked outside of the accounting system (such as in spreadsheets or paper ledgers), this information will be reconciled to the general ledger prior to report submission.

5. Any report with financial-related data will either be prepared or reviewed by the Program Director and will have the appropriate review based on specific grant guidelines.

6. Preparation of reports will be the responsibility of Program Director. All reports (whether financial, performance, or s pecial) m ust be reviewed a nd a pproved by the Director of Finance (as applicable) prior to submission. This will be evidenced by either physical signatures or electronic timestamps of approval.

7. Copies of s ubmitted reports with preparer and reviewer si gnatures and data will be filed with supporting documentation and any follow-up correspondence from the grantor or pass-through agency. Copies of all such reports will be made available to administration, auditors, and pass- through or grantor agencies, as requested.

Uniform Guidance Compliance Supplement – Subrecipient Monitoring

Source of Governing Requirements – The requirements for subrecipient monitoring are contained in 31 USC 7502(f) (2) ( B) (Single Audit Act Amendments of 1996 (Pub. L. No. 104-156)), Uniform Guidance, program legislation, 2 CFR parts 25 and 170, and 48 CFR parts 4, 42, and 52 Federal awarding agency regulations, and the terms and conditions of the award.

The City will review and oversee subrecipient activity and obtain a copy of their single audit. Other oversight processes and procedures will be established on a case by case basis, dependent on grant requirements and the level of activity of the sub-recipient.

Uniform Guidance Compliance Supplement - Special Tests and Provisions

Source of Governing Requirements – The laws, regulations, and the provisions of contract or grant

9 agreements pertaining to the program

Additional Policies and Procedures. The following policies and procedures will also be applied to the extent that they do not conflict with or contradict the City’s policies listed on page 3:

In order to ensure compliance with t hese requirements, City has implemented the following policies and procedures:

1. The Program Director will be assigned the responsibility for identifying compliance requirements for special tests and provisions, determining approved methods for compliance, and retaining any necessary documentation.

Uniform Guidance Compliance Supplement – Time and Effort Reporting

Source of Governing Requirements – As a recipient of federal funding, the City of Baldwin Park is required to comply with the requirements of Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

Policy Statement:

1. Each employee whose time is committed to a federally sponsored program is required to complete a time and effort report (timesheet).

2. The City of Baldwin Park will use an “after-the-fact-effort” reporting system. This indicates that the distribution of salaries and wages will be supported by time and effort reports.

3. Time and Effort Reporting shall reasonably reflect the percentage distribution of effort expended by the City employees involved in federally funded grants. These reports shall reasonably reflect the activity for which the employee is compensated and shall include all activities on an integrated basis. Time and effort reports must represent, in percentages totaling 100%, a reasonable estimate of an employee’s effort for the period reported.

4. The Finance Department is responsible for the distribution, collection, and retention of copies of all time and effort reports.

Procedures:

1. The Program Director will identify and determine the specific employees required to complete time and effort reports for each payroll cycle. This determination should align with the grant budget submitted to the grantor.

2. City employees receiving a time and effort report shall complete with the actual percentages of effort for the given period. They will sign the effort report to verify and obtain the manager’s signature.

3. The federal grant program distribution of wages/salaries for each employee should be supported by the time and effort report which includes the actual effort and the following:

• Employee Name
• Payroll Period
• Grant Name(s)/Fund#/Project#
• Payroll job code allocation number(s)
• Total hours paid during the pay period. Reports must account for all of the employee’s hours. This means total hours during the pay period which includes the regular, overtime, sick, vacation, holiday, and/or any other hours reported during the pay period. • Hours worked during the pay period for each grant project, program or non -federal

10 activity. The report must reflect an “after-the fact” distribution of the actual employee’s hours. This means the number of hours worked on each program if the employee worked on multiple programs.
• Supervisor signature. The supervisor having first -hand knowledge of the work performed by the employee will review and sign-off on the time and effort report.

4. Each time and effort report may be accompanied with documentation as needed that provides evidence of effort throughout the time and period of the report.

5. All employees must sign the ir own individual time and effort report. In addition, the Program Director must review, verify and sign or approve electronically all effort reports and must be submitted to the Finance Department.

6. Any salary reallocation or adjustments resulting from time and effort reports will be made as determined between the Finance Director and Program Director.

7. Evidence of salary reallocations (budget revisions) must accompany a modified time and effort report.

8. The Finance Department will incorporate the time and effort reports in the grant file and retain them for compliance purposes. These reports should be completed in a timely manner and must be made available for audit.

Uniform Guidance Compliance Supplement – Single Audit Requirements

The Schedule of Expenditures of Federal Awards (SEFA) reporting is the process of preparing a financial statement schedule that lists the City of Baldwin Park’s expenditures of federal assistance for the fiscal year by federal agency, grant number and amou nt. SEFA reporting is required under the Uniform Guidance, 2 CFR 200, Subpart F – Audit Requirements, if the City of Baldwin Park is subject to the Single Audit requirement, which is triggered when the federal expenditures reported on the SEFA meet the Federal threshold for major federal programs within a fiscal year.

Reporting Guidelines:

The City of Baldwin Park’s SEFA is conducted by the Finance Department and is published as part of the Single Audit Reporting Package. The Schedule should include all expenditures of federal awards that were received directly from a federal agency and indirectly (pass-through) from a state agency, local government or other nongovernmental entity.

Federal award information can be found in the staff report presented to the City Council or provided by the department requesting the Federal award. Report award-related expenditures in the year they take place, even if the government will not be reimbursed by the awarding agency until the following year.

At a minimum, the SEFA should contain the following for each federal grant:
- Grant agreement and notice of the award as applicable - Type of grant (e.g., reimbursement basis or structured payments) - Program name and cluster title (if applicable)
- Name of federal funding agency
- The Catalog of Federal Domestic Assistance (CFDA) number for each reward - Pass-through entity (if applicable)
- Pass-through entity identifying number (if applicable) - Amount passed through to each subrecipient (if applicable) - Award amount

11 - Award date
- Match requirement (if applicable)
- Period of performance
- Footnote disclosures or comments
The SEFA should be prepared on the same basis of accounting as the financial statements.

To facilitate timely and accurate preparation of a SEFA for fiscal year end, a monthly reconciliation of expenditures in the general ledger should be performed. The City should include grant -specific coding/project number in their charts of accounts to identify eligible expenditures. The Finance Department should review grants included in the previous year’s SEFA to determine if they should be included in the current year SEFA.

It is important to note that the expenditures reported on the SEFA will not necessarily tie to those reported on the operating statement, especially if the federal awards include loans or non-cash awards (property, supplies, etc.). In situations where expe nditures reported in the SEFA are not the same as the expenditures reported in the general ledger (due to outstanding loan balances, timing of grant awards, expenditures incurred in a prior period, etc.), a reconciliation should be included in the notes to the SEFA.

The City is required to submit the Data Collection Form and the reporting package to the Federal Audit Clearinghouse and the State Controller’s Office in accordance with Federal guidelines, which include the Basic Financial Statements of the City, within the earlier of 30 days after receipt of the auditor’s report, or nine months after the end of the audit period.

Housing Quality Standard Inspections and Utilities Allowance

In regard to Housing Quality Standard Inspections and Utilities Allowance, please refer to the Baldwin Park Housing Authority Administration Plan , which sets the standards for the Housing Division for inspection and reviews the utilities allowance in a timely manner. The Housing Authority Administration Plan is maintained by the Housing Manager and the Community Development Director and reviewed and adopted by the City Council.

1 City of Baldwin Park
Policy and Procedures for Subrecipient Monitoring
(Updated and Effective April 17, 2024)

The purpose of this policy is to establish procedures for monitoring governmental agencies, entities, or non-profit organizations that receive federally funded subaward from the City of Baldwin Park. The policy ensures subrecipients achieve performance goals and comply with federal law and regulations and with the provisions of any agreement that governs the subaward.

OMB Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR 200) (“Uniform Guidance”), specifically §200.332, requires pass -through entities to evaluate each subrecipient's risk of noncompliance in order to de termine the appropriate monitoring level, monitor the activities of subrecipient organizations to ensure that the subaward is in compliance with applicable Federal statutes and regulations and terms of the subaward, and verify that subrecipients are audited as required by Subpart F of the Uniform Guidance.

How to determine a Subrecipient
Below are a few definitions and examples to help determine if the entity is a subrecipient or they are a contractor. The subrecipient monitoring policies and procedures do not apply to contractors.

Subrecipient
• Performance is measured against whether the objectives of the program are met • Responsible for programmatic decision making
• Adheres to applicable program compliance requirements • Uses the sponsored program funds to carry out their portion of the programmatic effort of the project
Contractor
• Provides goods and services within normal business operations • Provides similar goods and services to many different purchasers • Operates in a competitive environment
• Provides goods and services ancillary to the operation of the program • Provides goods and services which are not subject to compliance requirements of the Federal program as a result of the agreement, though similar requirements may apply for other reasons

Who is responsible for monitoring the Subrecipient
The department that is working with the entity receiving the subaward shall be responsible for monitoring the subrecipient ensuring compliance to the program . The monitoring process will involve the Finance Department in regards to any assessment in the financial reports.

Subrecipient Agreement
When preparing a contractual agreement with the subrecipient, the agreement must have the following information:
• Subrecipient name
• Subrecipient Authorized Representative and program contact information • Subrecipient Employee Identification Number (EIN)
• Subrecipient DUNS number
• Federal Award Identification Number (FAIN)
• Name of the Federal Awarding Agency

2 • Contact information for the official at the Federal Awarding Agency • Catalog of Federal Domestic Assistance (CFDA) number and name • Federal award date
• Total amount of the federal award and Indirect Cost Rate • Federal award project description
• A notation indicating the funds are for research and development (if applicable) • Start and end date of the agreement
• Amount of federal funds budgeted for the agreement and Indirect Cost Rate allowed • A statement that all activities must be in accordance with federal statutes, regulations, and terms and conditions of the federal award ( provide the subrecipient a copy of the award documents)
• A detailed description of any additional requirements the subrecipient to be responsible for such as performance and/or financial reports, attending meetings and/or trainings, etc. • A statement about the monitoring activities, such as where/when they will take place; also include a statement indicating the subrecipient will collaborate on monitoring activities including providing requested financial documents
• A statement indicating if any of the items in the agreement change during the period of performance, the agreement will be amended
• Provide close out terms and conditions

Subrecipient Risk Assessment
Prior to award, the department shall evaluate the subrecipient’s risk of noncompliance with the Uniform Guidance, and the terms and conditions of the subaward, which risk assessment shall be documented, 2 CFR § 200.332(b). Depending on the City’s assessment of a subrecipient’s noncompliance, following award, the C ity may utilize the tools specified in Subrecipient Monitoring, described below.

Subrecipients who pose a greater risk of noncompliance should be subject to more intensive, and more frequent monitoring. The County’s evaluation of the subrecipient’s risk of non -compliance may include consideration of such factors as:
• Subrecipient’s prior experience with the same or similar subawards • Results of previous audits
• Changes to subrecipient’s personnel or systems
• Extent and results of federal awarding agency monitoring

Subrecipient Monitoring
The City shall monitor subrecipients on a quarterly basis (90 days) throughout the term of the agreement (department should establish a regular monitoring schedule and document all monitoring), to ensure all subrecipients comply with the Uniform Guidance, that the subaward is used for authorized purposes, and that the subaward performance goals are achieved, as follows 2 CFR § 200.332(d):
• Reviewing subrecipient’s financial and performance reports • Ensuring subrecipients provide timely reports and information, as required by the federal awards
• Following up and ensuring the subrecipient takes timely and appropriate action on all deficiencies as detected through audits, on-site reviews, and written confirmation from the subrecipient, highlighting the status of actions planned or taken to address Single Audit findings
• Issuing a management decision on Audit Findings, as required by 2 CFR § 200.521 (Management Decision)
Monitoring methods may include, but are not limited to (2 CFR § 200.332(e)):
• Frequent (monthly or bi-monthly), scheduled phone conversations with the subrecipient’s management
• In-person or Virtual meetings with the subrecipient’s management

3 • Written progress reports
• Financial status reports
• Periodic checks of the SAM Exclusions on the SAM.gov website • Review of draft deliverables

Subrecipient Monitoring Certification
Upon the completion of the monitoring process, a written documentation of the monitoring report shall be prepared by the department and approved by the Director of Finance.

Closeout of Subrecipient Awards
The City shall initiate subaward closeout actions following the conclusion of the subaward period of performance. See 2 CFR § 200.344 for the list of actions required to complete this process.

City of Baldwin Park
Policy and Procedures for Write-off Uncollectible
Accounts Receivable
(Effective April 17, 2024)

To establish uniform guidelines for determining which delinquent accounts receivable should be considered a bad debt and written off. Also, to provide a fair representation of accounts receivable balances in the City's financial statements.

Designation of an Account as Uncollectible
An account may be considered uncollectible after the appropriate collection procedures have been followed if it meets one or more of the following criteria:
• The City has expended all its resources to contact the debtor for at least a year and unsuccessfully received any response.
• The debt is discharge through legal action
• The debt is disputed and the City has insufficient documentation to pursue collection efforts • The cost of further collection efforts will exceed the estimated recovery amount • The debtor has no assets and there is no expectation they will have any in the future

Write-off Authority
• Director of Finance may approve write off transactions up to $5,000.00. • Chief Executive Officer (CEO)/City Manager may approve write off transactions between $5,000.01 and $10,000.00.
• City Council authorization required for transactions over $10,000.01.

It is the responsibility of the Finance Department to provide the CEO and/or the City Council with an aging report as needed, identifying all outstanding receivable with a value of $ 5,000.01 or more per transaction determined to be delinquent or uncollectible, including the basis for collection and the actions taken.

A write-off of uncollectible accounts receivable from the City’s accounting records does not constitute forgiveness of the debt or gift of public funds.

Accounting Procedure
Once the account is determined to be uncollectible, the amount reflected in the accounts receivable balance is reversed off the system. The Finance Department will determine the appropriate account to offset the amount to for proper accounting.

1 City of Baldwin Park
ACH and Wire Transfer Policy and Procedures
(Updated and Effective April 17, 2024)

I. Purpose:

This policy is to establish guidelines for ACH and wire transfer policy and procedures for the City of Baldwin Park (the City) to have effective check and balance, internal control, prevent irregularities, and promote financial soundness of the City. To bolster security measures and mitigate the risk of fraud, the City has implemented the Positive Pay service with its designated bank for all ACH transfers. This service will enable the bank to cross -verify transaction details against authorized lists provided by the City, thereby minimizing the poten tial for unauthorized transactions and enhancing overall security.

II. Procedures:

ACH for Payroll

1. Payroll timesheets are prepared by the employees and submitted to the supervisor and department head for approval.

2. Payroll Specialist and/or Finance Clerk receives, reviews, and verifies hours entered in the payroll system. Finance does not have access to enter or modify pay rates and benefits.

3. The payroll system will generate an edit report. The edit report is reviewed by Payroll Specialist and verified by other Finance Clerk prior to finalizing the payroll.

4. A payroll ACH file and ACH register report are created and sent to the Accounting Manager and Director of Finance for review and approval.

5. The Accounting Manager or the Director of Finance will send the payroll ACH file and ACH register report to the Accountant/Management Assistant for processing.

6. The Accountant/Management Assistant will upload the payroll ACH file to the bank and confirm that the total in the file is equal to the total that was given by the Payroll Specialist.

7. The Accountant/Management Assistant will make the transfer from the general bank account to the payroll account to fund the payroll ACH after the approval of the Accounting Manager/Director of Finance.

❖ The Accountant and the Management Assistant do not have access to enter and process payroll. The Accounting Manager and Director of Finance only have access for review and approval but do not have access to enter payroll nor process ACH transfer.

Auto Payment for Utility Payment

1. Finance Department – Accounting Manager, with the approval of Director of Finance may set up Auto Pay with the utility vendors to streamline the process of the City’s utility payment. A utility vendor payment summary should be given to the Accountant to insure that adequate funds are available for payment.

2. Utility vendors will withdraw payments from the City’s general checking account on the due date.

3. Responsible departments will approve and forward the monthly bills to the Finance Department for the purpose of reconciling with the bank records.

4. Finance will generate ACH debit monthly report from the bank and record the expenditure accordingly in the accounting system on a monthly basis.

2 Wire/ACH Transfers

1. All wire/ACH transfer requests are required to be submitted with the WIRE/ACH TRANSFER REQUEST/AUTHORIZATION form (see Exhibit A attached) to the Accounting Manager and the Director of Finance for review and approval.

2. Wire Transfers are for debt service payments to the fiscal agent/trustees, city investments and any other items that require a wire transfer.

3. Debt service payments to the trustee occur twice a year. The invoice is sent to the Finance Director for review and approval. The invoice is then given to the Accountant to create the wire trans fer on the Bank’s online system.

4. Recurring transfers (i.e. bond payments) are made by using a template setup by the Accountant.

The template defines the payee, banking information, and limited amount s that can be transferred based on the payment due with supporting documentation. The template and any changes are required approval from the Accounting Manager or the Director of Finance.

5. Non-recurring wire /ACH transfers are made by using a Free Form Wire Transfer setup by the Accountant with the payee, banking information, and actual amount to be transferred based on approved supporting documentation including the Vendor Wire & Direct Deposit ACH Authorization form after being reviewed and approved by the requested department head, Accounting Manager and the Director of Finance.

6. The Accounting Manager or the Director of Finance will review and approve the bank online file to verify the amount prior to the wire transfer. The Accountant will provide the wire transfer confirmation along with the invoice to the Accounting Manager and the Director of Finance for final review and approval signature prior recording the transfer.

❖ The Accounting Manager and Director of Finance only have access for review and approval but do not have access to initiate and modify the ACH and wire transfer.

City of Baldwin Park
Finance Department
14403 E. Pacific Avenue, CA 91706
626-960-4011
Vendor Wire & Direct Deposit ACH Authorization
The City of Baldwin Park vendor wire and direct deposit (ACH) authorization form must be completed and signed by the vendor or designated representative to initiate, or change direct deposit of payments to the designated bank below.

The vendor must submit a corresponding blank voided ch eck or bank verification letter to this authorization form. Bank verification letters must be accompanied by a recent bank statement.

Vendor Information
Vendor Name:

Address:

City: Sta
te: Zip:

Contact Name: Phone: Ext:

Email Address:

Banking Information
Name(s) on Bank Account:

Bank Name:

Bank Routing Number:

Bank Account Number:

I authorize the City of Baldwin Park to initiate credit entries and, if necessary, debit entries a nd adjustments for any credit entries in error to the a
ccount as designated. This authorization is to remain in effect until withdrawn by me in writing with sufficient notice to the
City to allow adequate time to effect termination.

Date
Authorized Signature by Director of Finance
Date
Title:

Date
Authorized Signature by requested Vendor
Print Name:

Authorized Signature by requested Department Head
Print Name:

Print Name:

Department:

Exhibit B

STAFF REPORT
ITEM NO. ____10____

Page 1 ends

TO: Honorable Mayor and Members of the City Council
FROM: Enrique C. Zaldivar, City Manager
Manuel Carrillo Jr., Director of Recreation and Community Services
DATE: April 17, 2024
SUBJECT: City to City Friendship Relationship Between the Cities of Baldwin Park and Fresnillo, Zacatecas, Mexico

SUMMARY
On August 6, 2023, the City of Baldwin Park hosted a delegation from the City of Fresnillo led by Mayor Saul Monreal Avila on the occasion of the inaugural basketball tournament between the two cities organized by the Mineros Lejos de Fresnillo organization. Both cities made a commitment to strengthen the friendship and promote our cultural, sports, familial, and diplomatic ties. This report requests Council approval for the 2nd Annual Friendship Basketball Tournament and diplomatic visit.

RECOMMENDATION
It is recommended that the City Council:

1. Declare Sunday August 11, 2024, as the official day for the diplomatic visit by the City of Fresnillo, Zacatecas, Mexico, to be led by Interim Mayor Rita Rocio Quiñones de Luna.

2. Declare that the hosting of the 2nd Annual Friendship Basketball Tournament at Morgan Park will serve as the main event for the diplomatic visit.

3. Authorize the Director of Finance to appropriate up to $12,000 from the General Fund and make necessary budget adjustment to defray expenses associated with the event.

FISCAL IMPACT
The City of Baldwin Park's funding contribution as the host city of the event will not exceed $12,000 from the General Fund. This amount will cover expenses such as food, beverages, supplies, and hotel lodging for the delegation.

BACKGROUND
Many of our City residents trace familial ties to the state of Zacatecas, Mexico, and some specifically to the City of Fresnillo. Fresnillo is a city of nearly 200,000 residents, which was founded in modern times in 1551 by Spanish mining explorers., although the region had been inhabited by native peoples for millennia prior to the arrival of the Spanish.

Present-day Fresnillo is a vibrant and growing city with an industrial economic base while still retaining a strong mining and agricultural economic sec tor. In fact, the group of Baldwin Park residents who founded the organization Mineros Lejos de Fresnillo (Mineros), were originally from Fresnillo with roots in its mining industry.

Mineros has been playing “pick -up” basketball at Morgan Park for several years as a way of cultivating their bicultural connections to the two cities. In 2023, they took a leap of faith in growing their vision to have basketball

Page 2 ends

be a diplomatic instrument that brings the two cities together in friendship, Thus, the Friendship Basketball Tournament was born.

DISCUSSION
Fostering healthy cultural, diplomatic, and economic ties between two cities is a well -established tradition, generally carried out thru the Sister City International (trademark) organization in a formal manner, and which requires a charter membership and formal agreement thru the organization. In this instance and at this stage, we are forming an informal City to City Friendship that may lead to a formal Sister City relationship in the future.

During the August 6, 2023 visit by the Fresnillo delegation led by Mayor Saul Monreal Avila, our own mayor Emmanuel J. Estrada, Councilmember Alejandra Avila, Councilmember Monica Garcia, and City Clerk Christopher Saenz officially welcomed them to the City and presided over the opening of the basketball tournament held at the Morgan Park gymnasium, with four (4) basketball team participating.

This year’s Fresnillo delegation will be led by Interim Mayor Rita Qui ñones, joined by Mayor Angel Gerardo Hernandez Vasquez of the neighboring City of Calera. The visit and basketball tournament will be held on Sunday August 11, 2024, at the Morgan Park Gymnasium.

Mineros Lejos de Fresnillo will be the organizer of the baske tball tournament and will coordinate the associated logistics. This year, the plan is to have more teams participate, including teams from our very own local Baldwin Park, Sierra Vista and North Park high schools. This year, the focus will remain on men teams, with the intent to expand it to include women teams in subsequent years.

Mineros Lejos de Fresnillo conducts volunteer fund -raising to the extent possible. However, they will need to rely on the support from both cities to help defray the cost associated with the event.

ALTERNATIVES
None being recommended.

LEGAL REVIEW
This report has been reviewed and approved by the City Attorney as to legal form and content.

ATTACHMENTS
None

STAFF REPORT
ITEM NO. ____11____

Page 1 ends

TO: Honorable Mayor and Members of the City Council
FROM: Sam Gutierrez, Director of Public Works
PREPARED BY: Lena Abdullah, Management Analyst
DATE: April 17, 2024
SUBJECT: Approve Amendments to the Professional Service Agreements (PSAs) with David Volz Design, Evan Brooks and Associates (EBA), Infrastructure Engineers a Bowman Company, John L.

Hunter and Associates, Onward Engineering, RKA Consulting Group, TAIT and Associates and Willdan Engineering to
Extend Term for One-Year and Authorize Staff to Publish a Request for Qualifications (RFQ) to Update and Establish the List of On-Call Consultants for Engineering Services.

SUMMARY
This item will authorize the Director of Public Works to publish a Request for Qualifications (RFQ) to update and establish a revised list of on -call Engineering Consultant Firm s. It will also authorize an extension of the existing Professional Services Agreement s (PSAs) for one (1) additional year term per the provisions of the agreement. The City has existing PSAs with eight (8) consultant firms including David Volz Design, Evan Brooks and Associates, John L Hunter and Associates, Onward Engineering, RKA Consulting Group, TAIT and Associates, Infrastructure Engineers, and Willdan Consulting. The PSAs cover general engineering services such as civil design, traffic engineering, engineering Plan Check, geotechnical engineering, landscape architectural, NPDES and stormwater compliance, construction management, inspection, funds management, and related services. The one-year extension provides for the continuity of projects currently under development and ensures that the projects do not experience delays.

RECOMMENDATION
It is recommended that the City Council:

1. Authorize the Director of Public Works to publish a Request for Qualifications to establish an updated list of on-call Engineering Consultants Firms; and,

2. Approve Amendments to the current Professional Services Agreements for a one-year term extension with David Volz Design, Evan Brooks and Associates, John L Hunter and Associates, Onward Engineering, RKA Consulting Group, TAIT and Associates, Infrastructure Engineers, and Willdan Consulting; and,

3. Authorize the Mayor and City Clerk to execute the Amendments to the PSAs.

FISCAL IMPACT
There is no impact the General Fund. The establishment of an on -call list for Engineering Services and the approval of the PSAs in-and-of themselves do not have a fiscal impact on the City’s budget. The fiscal impact analysis for the projects and services to be performed by the selected consultants is presented to the City Council for approval and appropriation annually either as part of the 5-year Capital Improvement Program (CIP) budget and/or the various components of the Operations budget or on a case-by-case basis as project needs arise.

BACKGROUND
At the December 16, 2020, meeting, City Council directed staff to seek additional consultants via a RFQ for the on-call Engineering Services, particularly from specialized companies to foster healthy competition amongst a diverse set of services and consultants for the benefit of the City.

Page 2 ends

On January 28, 2021, the Department of Public Works published a RFQ for as-needed Engineering Plan Checks, Civil Design, Construction Management, Inspection, Geotechnical, Stormwater, Traffic and Related Service. A total of twenty-eight (28) proposals were received and reviewed by a panel of 3 staff members. As a result, seven (7) firms were selected in addition to the existing consultant at the time creating a list of eight (8) firms with diverse sizes and range of expertise to meet the City’s needs on a project-by-project basis.

On April 21, 2021, the City Council approved this list of consultants for on-call Engineering Services to support the various service requirements on approximately 50 Capital Improvement Projects. The agreements were fully executed and are due to expire on April 21, 2024.

DISCUSSION
Staff is recommending that the City Council authorize the extension of these eight (8) PSAs for a one (1) additional year term while simultaneously authorizing the Director of Public Works to put out another RFQ to establish a new list of on-call consultants. Staff reached out via email to all firms, and they have confirmed their agreement to continue for one additional year on the same terms and conditions of the original PSA. If approved Staff will publish the RFQ , review proposals, and present a list to City Council for approval before the PSAs expire in 2025.

ALTERNATIVES

1. Reject the extension of the PSAs and the publishing of the RFQ. This action is not recommended as it will significantly delay projects by requiring that an RFQ be circulated for each service need as it arises, which will exhaust time and resources.

2. Provide alternate direction.

CEQA REVIEW
The action being considered by the City Council is exempt from the California Environmental Quality Act (CEQA) because it is not a “project” under Section 15378(b)(5) of CEQA Guidelines. The action involves an organizational or administrative activity of government that will not result in the direct or indirect physical change in the environment.

LEGAL REVIEW
This report has been reviewed and approved by the City Attorney as to legal form and content.

ATTACHMENTS

1. Amendments to the current PSAs for a one-year term extension.

2. Current PSAs with Consulting Firms.

3. Request for Qualifications (RFQ to be published)

FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT

THIS FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT (“First Amendment”) is made and entered into the 17th day or April 2024, by and between DAVID VOLZ DESIGN (“Consultant”) and THE CITY OF BALDWIN PARK (the “City”). City and Consultant are occasionally herein referred to collectively as the “Parties.”

RECITALS

WHEREAS The City and Consultant entered into a Consultant Services Agreement dated April 21, 2021 (the “Agreement”) to provide consulting services for a 5-year term; and WHEREAS, The City and Consultant have mutually agreed to amend the Agreement, as provided for in Section 2C, to extend the Agreement Term for a period of one (1) additional year, and

NOW THEREFORE, the above recitals, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties hereto agree as follows:

1. Section 1.B is hereby changed to:

Expiration Date: April 21,2025

2. Section 23 NOTICES: is hereby changed to:

Notices pursuant to this Agreement shall be in writing and may be given by personal delivery or by mail. Notices shall be directed to City’s Designated Representative identified in Paragraph “22” of this Agreement.

3. Except as expressly amended hereby, the existing Agreement remains in effect as originally executed.

IN WITNESS WHEREOF, the parties have executed this Amendment on the day first above written.

CITY OF BALDWIN PARK

By: _____________________________________
Emmanuel J. Estrada, Mayor

Dated: __________________________________

Approved by

By: ________________________________________
City Attorney

Dated: __________________________________

CONSULTANT: __________________________

By: ______________________________________
Name/Title

Dated: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT

THIS FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT (“First Amendment”) is made and entered into the 17 th day or April 2024, by and betwee n EVAN BROOKS AND ASSOCIATES (“Consultant”) and THE CITY OF BALDWIN PARK (the “City”). City and Consultant are occasionally herein referred to collectively as the “Parties.”

RECITALS

NOW THEREFORE, the above recitals, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties hereto agree as follows:

1. Section 1.B is hereby changed to:

Expiration Date: April 21,2025

2. Section 23 NOTICES: is hereby changed to:

3. Except as expressly amended hereby, the existing Agreement remains in effect as originally executed.

IN WITNESS WHEREOF, the parties have executed this Amendment on the day first above written.

CITY OF BALDWIN PARK

By: _____________________________________
Emmanuel J. Estrada, Mayor

Dated: __________________________________

Approved by

By: ________________________________________
City Attorney

Dated: __________________________________

CONSULTANT: __________________________

By: ______________________________________
Name/Title

Dated: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT

THIS FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT (“First Amendment”) is made and entered into the 17 th day or April 2024, by and between INFRASTRUCTURE ENGINEERS A BOWMAN COMPANY, INC (“Consultant”) and THE CITY OF BALDWIN PARK (the “City”). City and Consultant are occasionally herein referred to collectively as the “Parties.”

RECITALS
WHEREAS The City and Consultant entered into a Consultant Services Agreement dated April 21, 2021 (the “Agreement”) to provide consulting services for a 5-year term; and WHEREAS, The City and Consultant have mutually agreed to amend the Agreement, as provided for in Section 2C, to extend the Agreement Term for a period of one (1) additional year, and
WHEREAS, After the Effective Date of the Agreement, Infrastructure Engineers changed its name to Infrastructure Engineers, a Bowman Company.

NOW THEREFORE, the above recitals, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties hereto agree as follows:

1. Section 1.B is hereby changed to:

Expiration Date: April 21,2025

2. The Agreement is amended by replacing named “Consultant” in its entirety as follows:
“Infrastructure Engineers” shall mean Infrastructure Engineers, a Bowman Company.

3. Section 22.B is hereby changed to:

Infrastructure Engineers, a Bowman Company
Attn: Farzad Dorrani
Title: Principal of Operations
3060 Saturn Street,
Suite 250 Brea, CA 92821-1732
Tel: (714) 940-0100
Email: [email protected]

4. Section 23 NOTICES: is hereby changed to:

5. Except as expressly amended hereby, the existing Agreement remains in effect as originally executed.

IN WITNESS WHEREOF, the parties have executed this Amendment on the day first above written.

CITY OF BALDWIN PARK

By: _____________________________________
Emmanuel J. Estrada, Mayor

Dated: __________________________________

Approved by

By: ________________________________________
City Attorney

Dated: __________________________________

CONSULTANT: __________________________

By: ______________________________________
Name/Title

Dated: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT

THIS FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT (“First Amendment”) is made and entered into the 17 th day or April 2024, by and betwee n JOHN L HUNTER AND ASSOCIATES (“Consultant”) and THE CITY OF BALDWIN PARK (the “City”). City and Consultant are occasionally herein referred to collectively as the “Parties.”

RECITALS

NOW THEREFORE, the above recitals, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties hereto agree as follows:

1. Section 1.B is hereby changed to:

Expiration Date: April 21,2025

2. Section 23 NOTICES: is hereby changed to:

3. Except as expressly amended hereby, the existing Agreement remains in effect as originally executed.

IN WITNESS WHEREOF, the parties have executed this Amendment on the day first above written.

CITY OF BALDWIN PARK

By: _____________________________________
Emmanuel J. Estrada, Mayor

Dated: __________________________________

Approved by

By: ________________________________________
City Attorney

Dated: __________________________________

CONSULTANT: __________________________

By: ______________________________________
Name/Title

Dated: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT

THIS FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT (“First Amendment”) is made and entered into the 17 th day or April 2024, by and betwee n ONWARD ENGINEERING (“Consultant”) and THE CITY OF BALDWIN PARK (the “City”) . City and Consultant are occasionally herein referred to collectively as the “Parties.”

RECITALS

NOW THEREFORE, the above recitals, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties hereto agree as follows:

1. Section 1.B is hereby changed to:

Expiration Date: April 21,2025

2. Section 23 NOTICES: is hereby changed to:

3. Except as expressly amended hereby, the existing Agreement remains in effect as originally executed.

IN WITNESS WHEREOF, the parties have executed this Amendment on the day first above written.

CITY OF BALDWIN PARK

By: _____________________________________
Emmanuel J. Estrada, Mayor

Dated: __________________________________

Approved by

By: ________________________________________
City Attorney

Dated: __________________________________

CONSULTANT: __________________________

By: ______________________________________
Name/Title

Dated: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT

THIS FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT (“First Amendment”) is made and entered into the 17 th day or April 2024, by and betwee n RKA CONSULTING GROUP (“Consultant”) and THE CITY OF BALDWIN PARK (the “City”). City and Consultant are occasionally herein referred to collectively as the “Parties.”

RECITALS

NOW THEREFORE, the above recitals, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties hereto agree as follows:

1. Section 1.B is hereby changed to:

Expiration Date: April 21,2025

2. Section 23 NOTICES: is hereby changed to:

3. Except as expressly amended hereby, the existing Agreement remains in effect as originally executed.

IN WITNESS WHEREOF, the parties have executed this Amendment on the day first above written.

CITY OF BALDWIN PARK

By: _____________________________________
Emmanuel J. Estrada, Mayor

Dated: __________________________________

Approved by

By: ________________________________________
City Attorney

Dated: __________________________________

CONSULTANT: __________________________

By: ______________________________________
Name/Title

Dated: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT

THIS FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT (“First Amendment”) is made and entered into the 17 th day or April 2024, by and betwee n TAIT AND ASSOCIATES (“Consultant”) and THE CITY OF BALDWIN PARK (the “City”) . City and Consultant are occasionally herein referred to collectively as the “Parties.”

RECITALS

NOW THEREFORE, the above recitals, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties hereto agree as follows:

1. Section 1.B is hereby changed to:

Expiration Date: April 21,2025

2. Section 23 NOTICES: is hereby changed to:

3. Except as expressly amended hereby, the existing Agreement remains in effect as originally executed.

IN WITNESS WHEREOF, the parties have executed this Amendment on the day first above written.

CITY OF BALDWIN PARK

By: _____________________________________
Emmanuel J. Estrada, Mayor

Dated: __________________________________

Approved by

By: ________________________________________
City Attorney

Dated: __________________________________

CONSULTANT: __________________________

By: ______________________________________
Name/Title

Dated: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT

THIS FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT (“First Amendment”) is made and entered into the 17 th day or April 2024, by and betwee n WILLDAN ENGINEERING (“Consultant”) and THE CITY OF BALDWIN PARK (the “City”) . City and Consultant are occasionally herein referred to collectively as the “Parties.”

RECITALS

NOW THEREFORE, the above recitals, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties hereto agree as follows:

1. Section 1.B is hereby changed to:

Expiration Date: April 21,2025

2. Section 23 NOTICES: is hereby changed to:

3. Except as expressly amended hereby, the existing Agreement remains in effect as originally executed.

IN WITNESS WHEREOF, the parties have executed this Amendment on the day first above written.

CITY OF BALDWIN PARK

By: _____________________________________
Emmanuel J. Estrada, Mayor

Dated: __________________________________

Approved by

By: ________________________________________
City Attorney

Dated: __________________________________

CONSULTANT: __________________________

By: ______________________________________
Name/Title

Dated: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Consultant Services Agreement

Page 1 of 5 ends

CONSULTANT SERVICES AGREEMENT

THIS AGREEMENT is made and entered into this 21st day of April 2021 by and between the City of Baldwin Park, ("City"), and David Volz Design ("Consultant").

In consideration of the following mutual covenants, provisions and agreements, and other valuable consideration, the receipt and sufficiency of which is hereby acknowledged, City and Consultant agree as follows:

1. SCOPE OF SERVICES . Consultant agrees to perform during the term of this Agreement, the tasks, obligations, and services set forth in the “Scope of Services” attached to and incorporated into this Agreement as Exhibit “A.” Duration of Scope of Services may be extended on a month-to-month basis but shall not exceed the total compensation.

2. COMPENSATION. City shall pay for the services performed by Consultant pursuant to the terms of this Agreement at the time and manner set forth in the “Scope of Services” attached to and incorporated into this Agreement as Exhibit “A.”

3. TIME FOR PERFORMANC E. Service Provider shall perform the services above described in a timely manner in accordance with the professional standard practices and the provisions of this agreement. This Agreement is effective as of the Commencement Date and shall terminate on the Expiration Date, unless sooner terminated as provided in Section 16 herein:

A. Commencement Date: April 21, 2021
B. Expiration Date: April 21, 2024
C. Upon mutual agreement by the parties, this agreement may be extended for an additional two (2) one-year terms.

4. AUDIT OR EXAMINATION. Consultant shall keep all records of funds received from City and make them accessible for audit or examination for a period of three years after final payments are issued and other pending matters.

5. STATUS OF CONSULTANT. Consultant shah provide all necessary personnel, equipment and material, at its sole expense, in order to perform the services required of it pursuant to this Agreement. For the purpose of this Agreement, Consultant shah be deemed, for alt purposes, an independent contractor and shall have control of alt work and the manner in which it is performed. Consultant shah be free to contract for similar services to be performed for other entities while under contract with City. Consultant is not an agent or employee of City, and is not entitled to participate in any pension plan, insurance, bonus or similar benefits City provides for its employees. Consultant shall be responsible to pay and hold City harmless from any and alt payroll and other taxes and interest thereon and penalties, therefore, which may become due as a result of services performed hereunder.

6. ASSIGNMENT. This Agreement is for the specific services with Consultant as set forth herein. Any attempt by Consultant to assign the benefits o r burdens of this Agreement without written approval of City is prohibited and shall be null and void; except that Consultant may assign payments due under this Agreement to a financial institution.

7. RIGHT TO UTILIZE OTHERS. City reserves the right to util ize others to perform work similar to the Services provided herein.

8. COMPLIANCE WITH LAW. Contract services shall be provided in accordance with the applicable laws and regulations of all governmental agencies that are in force at the time services are per formed. Consultant shall be responsible for becoming aware of and staying Consultant Services Agreement

Page 2 of 5 ends

abreast of all such laws and ensuring that all services provided hereunder conform to such laws.

The terms of this Agreement shall be interpreted according to the laws of the State of California.

9. LIABILITY. Consultant shall indemnify, and hold harmless City, its officials, officers, and employees against any and all actions, claims, damages, liabilities, losses or expenses of whatsoever kind, name or nature, including legal co sts and reasonable attorneys’ fees, whether or not suit is actually filed, and any judgment rendered against City and/or its officials, officers, or employees that may be asserted or claimed by any person, firm, or entity arising out of Consultants' neglig ent performance, or the negligent performance of its agents, employees, subcontractors, or invitees, as well as, negligent acts or omissions of Consultant, it’s agents, employees, subcontractors or invitees, however, this indemnity clause shall not apply i f there is concurrent passive or active negligence on the part of City, or its officials, officers, agents or employees.

10. INSURANCE. Consultant shall maintain insurance coverage in accordance with the following during the course of its performance hereunder:

(A) Comprehensive General Liability Insurance (including premises and operations, contractual liability, personal injury and independent Consultants’ liability) with the following minimum limits of liability:
(1) Personal or Bodily Injury -- $1,000,000, single limit, per occurrence; and (2) Property Damage -- $1,000,000, single limit, per occurrence; or (3) Combined single limits -- $2,000,000.

(B) Comprehensive Automobile Liability Insurance including as applicable own, hired and non-owned automobiles with the following minimum limits of liability:
(1) Personal or Bodily Injury -- $1,000,000, single limit, per occurrence; and (2) Property Damage -- $1,000,000, single limit, per occurrence; or (3) Combined single limits -- $2,000,000.

(C) Professional Liability Insurance with annual aggregates of $1,000,000 or such other amount as may be approved in writing by the City.

(D) Worker's Compensation Insurance that complies with the minimum statutory requirements of the State of California.

(E) Prior to commencement of services hereunder, Consultant shall provide City with a certificate of Insurance reflecting the above, and an end orsement for each policy of insurance which shall provide:
(1) The City, and its officials, officers, agents and employees are named as additional insured (with the exception of Professional Liability and Worker’s Compensation);
(2) The coverage provided shall be primary (with the exception of Professional Liability and Worker’s Compensation) as respects to City, its officials, officers, agents or employees; moreover, any insurance or self-insurance maintained by City or its officials, officers, Consultant Services Agreement

Page 3 of 5 ends

(F) With respect to Workers’ Compensation Insurance, the insurer shall agree to waive all rights of subrogation against City and City personnel for losses arising from work performed by Consultant for City, and the insurer’s agreement in this regard shall be reflected in the Workers’ Compensation Insurance endorsement.

11. OWNERSHIP OF DOCUMENTS . All of the documents required to be prepared pursuant hereto shall, upon the completion thereof, be deemed for all purposes to be the property of City. City’s ownership of documents includes any and all analysis, computations, plans, correspondence and/or other pertinent data, information, documents, and computer media, including disks and other materials gathered or prepared by Consultant in performance of this Agreement. Such work product shall be transmitted to City within ten (10) days after a written request therefore. Consultant may retain copies of such products. Any re -use by City shall be at the sole risk of City and without liability to Consultant.

12. RECORDS AND INSPECTIONS. Consultant shall maintain full and accurate records with respect to all services and matters covered under this Agreement. City shall have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcripts therefrom, and to inspect all program data, documents, proceedings and activities. Consultant shall maintain an up -to-date list of key personnel and telephone numbers for emergency contact after normal business hours.

13. TAXPAYER IDENTIFICATION NUMBER . Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W-9, as issued by the Internal Revenue Service.

14. CONFLICT OF INTEREST. Consultant agrees that any conflict or potential conflict of interest shall be fully disclosed prior to execution of contract and Consultant shall comply with all applicable federal, state and county laws and regulations governing conflict of interest.

15. POLITICAL ACTIVITY/LOBBYING CERTIFICATION. Consultant may not conduct any activity, including any payment to any person, officer, or employee of any governmental agency or body or member of Congress in connection with the awarding of any federal contract, grant, loan, intended to influence legislation, administrative rulemaking or the election of candidates for public office during time compensated under the representation that such activity is being performed as a part of this Agreement.

16. RIGHT TO TERMINATE. City may terminate this Agreement at any time, with or without cause, in its sole discretion, with thirty (30) days written notice.

17. EFFECT OF TERMINATION. Upon termination as stated in Paragraph “16” of this Agreement, City shall be liable to Consultant only for work performed by Consultant up to Consultant Services Agreement

Page 4 of 5 ends

and including the date of termination of this Agreement, unless the termination is for cause, in which event Consultant need be compensated only to the extent required by law. Consultant shall be entitled to payment for work satisfactorily completed to date, based on proration of the compensation set forth in Exhibit “B” attached hereto. Such payment will be subject to City’s receipt of a close-out billing.

18. LITIGATION FEES . Should litigation arise out of this Agreement for the performance thereof, the court shall award costs and expenses, including reasonable attorney’s fees, to the prevailing party. In awarding attorney’s fees, the court shall not be bound by any court fee schedule but shall award the full amount of costs, expenses and attorney’s fees paid and/or incurred in good faith. “Prevailing Party” shall mean the party that obtains a favorable and final judgment. Should litigation occur, venue shall be in the Superior Court of Los Angeles Co unty.

This paragraph shall not apply and litigation fees shall not be awarded based on an order or otherwise final judgment that results from the parties’ mutual settlement, arbitration, or mediation of the dispute.

19. COVENANTS AND CONDITIONS. Each term and each provision of this Agreement to be performed by Consultant shall be construed to be both a covenant and a condition.

20. INTEGRATED AGREEMENT. This Agreement represents the entire Agreement between the City and Consultant. No verbal agreement or implied covenant shall be held to vary the provisions of this agreement. This Agreement shall bind and inure to the benefit of the parties to this Agreement, and any subsequent successors and assigns.

21. MODIFICATION OF AGREEMENT. This Agreement may not be modified, nor may any of the terms, provisions or conditions be modified or waived or otherwise affected, except by a written amendment signed by all parties.

(B) City of Baldwin Park
Att.: Sam Gutierrez
14403 East Pacific Avenue
Baldwin Park, CA 91706
(626) 960-4011 ex. 460

23 NOTICES. Notices pursuant to this Agreement shall be in writing and may be given by personal delivery or by mail. Notices shall be directed to City’s Designated Representative identified in Paragraph “21” of this Agreement.
5/24/2021
Consultant Services Agreement

Page 1 of 5 ends

CONSULTANT SERVICES AGREEMENT

THIS AGREEMENT is made and entered into this 21st day of April 2021 by and between the City of Baldwin Park, ("City"), and Evan Brooks and Associates (EBA) ("Consultant").

3. TIME FOR PERFORMANCE. Service Provider shall perform the services above described in a timely manner in accordance with the professional standard practices and the provisions of this agreement. This Agreement is effective as of the Commencement Date and shall terminate on the Expiration Date, unless sooner terminated as provided in Section 16 herein:

A. Commencement Date: April 21, 2021
B. Expiration Date: April 21, 2024
C. Upon mutual agreement by the parties, this agreement may be extended for an additional two (2) one-year terms.

7. RIGHT TO UTILIZE OTHERS. City reserves the right to util ize others to perform work similar to the Services provided herein.

Page 2 of 5 ends

abreast of all such laws and ensuring that all services provided hereunder conform to such laws.

The terms of this Agreement shall be interpreted according to the laws of the State of California.

10. INSURANCE. Consultant shall maintain insurance coverage in accordance with the following during the course of its performance hereunder:

(C) Professional Liability Insurance with annual aggregates of $1,000,000 or such other amount as may be approved in writing by the City.

(D) Worker's Compensation Insurance that complies with the minimum statutory requirements of the State of California.

Page 3 of 5 ends

13. TAXPAYER IDENTIFICATION NUMBER . Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W-9, as issued by the Internal Revenue Service.

16. RIGHT TO TERMINATE. City may terminate this Agreement at any time, with or without cause, in its sole discretion, with thirty (30) days written notice.

Page 4 of 5 ends

19. COVENANTS AND CONDITIONS. Each term and each provision of this Agreement to be performed by Consultant shall be construed to be both a covenant and a condition.

Att.: HAL SUETSUGU
2824 East Foothill Boulevard,
Pasadena, CA 91107
Phone: 626·799·8011

(B) City of Baldwin Park
Att.: Sam Gutierrez
14403 East Pacific Avenue
Baldwin Park, CA 91706
(626) 960-4011 ex. 460

Page 1 of 5 ends

CONSULTANT SERVICES AGREEMENT

THIS AGREEMENT is made and entered into this 21st day of April 2021 by and between the City of Baldwin Park, ("City"), and Infrastructure Engineers ("Consultant").

3. TIME FOR PERFORMANCE. Service Provider shall perform the services above described in a timely manner in accordance with the professional standard practices and the provisions of this agreement. This Agreement is effective as of the Commencement Date and shall terminate on the Expiration Date, unless sooner terminated as provided in Section 16 herein:

A. Commencement Date: April 21, 2021
B. Expiration Date: April 21, 2024
C. Upon mutual agreement by the parties, this agreement may be extended for an additional two (2) one-year terms.

7. RIGHT TO UTILIZE OTHERS. City reserves the right to util ize others to perform work similar to the Services provided herein.

Page 2 of 5 ends

abreast of all such laws and ensuring that all services provided hereunder conform to such laws.

The terms of this Agreement shall be interpreted according to the laws of the State of California.

10. INSURANCE. Consultant shall maintain insurance coverage in accordance with the following during the course of its performance hereunder:

(C) Professional Liability Insurance with annual aggregates of $1,000,000 or such other amount as may be approved in writing by the City.

(D) Worker's Compensation Insurance that complies with the minimum statutory requirements of the State of California.

Page 3 of 5 ends

13. TAXPAYER IDENTIFICATION NUMBER . Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W-9, as issued by the Internal Revenue Service.

16. RIGHT TO TERMINATE. City may terminate this Agreement at any time, with or without cause, in its sole discretion, with thirty (30) days written notice.

Page 4 of 5 ends

19. COVENANTS AND CONDITIONS. Each term and each provision of this Agreement to be performed by Consultant shall be construed to be both a covenant and a condition.

(B) City of Baldwin Park
Att.: Sam Gutierrez
14403 East Pacific Avenue
Baldwin Park, CA 91706
(626) 960-4011 ex. 460

23 NOTICES. Notices pursuant to this Agreement shall be in writing and may be given by personal delivery or by mail. Notices shall be directed to Ci ty’s Designated Representative identified in Paragraph “21” of this Agreement.
5/24/2021
Consultant Services Agreement

Page 1 of 5 ends

CONSULTANT SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this 21st day of April 2021 by and between the City of Baldwin Park, ("City"), and John L Hunter and Associates ("Consultant").

3. TIME FOR PERFORMANCE. Service Provider shall perform the services above described in a timely manner in accordance with the professional standard practices and the provisions of this agreement. This Agreement is effective as of the Commencement Date and shall terminate on the Expiration Date, unless sooner terminated as provided in Section 16 herein:

A. Commencement Date: April 21, 2021
B. Expiration Date: April 21, 2024
C. Upon mutual agreement by the parties, this agreement may be extended for an additional two (2) one-year terms.

5. STATUS OF CONSULTANT. Consultant shah provide all necessary personnel, equipment and material, at its sole expense, in order to perform the services required of it pursuant to this Agreement. For the purpose of this Agreement, Consultant shah be deemed, for alt purposes, an i ndependent contractor and shall have control of alt work and the manner in which it is performed. Consultant shah be free to contract for similar services to be performed for other entities while under contract with City. Consultant is not an agent or employee of City, and is not entitled to participate in any pension plan, insurance, bonus or similar benefits City provides for its employees. Consultant shall be responsible to pay and hold City harmless from any and alt payroll and other taxes and interest thereon and penalties, therefore, which may become due as a result of services performed hereunder.

6. ASSIGNMENT. This Agreement is for the specific services with Consultant as set forth herein. Any attempt by Consultant to assign the benefits or burdens o f this Agreement without written approval of City is prohibited and shall be null and void; except that Consultant may assign payments due under this Agreement to a financial institution.

7. RIGHT TO UTILIZE OTHERS. City reserves the right to utilize others to perform work similar to the Services provided herein.

8. COMPLIANCE WITH LAW. Contract services shall be provided in accordance with the applicable laws and regulations of all governmental agencies that are in force at the time services are performed. Consultant shall be responsible for becoming aware of and staying Consultant Services Agreement

Page 2 of 5 ends

abreast of all such laws and ensuring that all services provided hereunder conform to such laws.

The terms of this Agreement shall be interpreted according to the laws of the State of California.

9. LIABILITY. Consultant shall indemnify, and hold harmless City, its offici als, officers, and employees against any and all actions, claims, damages, liabilities, losses or expenses of whatsoever kind, name or nature, including legal costs and reasonable attorneys’ fees, whether or not suit is actually filed, and any judgment ren dered against City and/or its officials, officers, or employees that may be asserted or claimed by any person, firm, or entity arising out of Consultants' negligent performance, or the negligent performance of its agents, employees, subcontractors, or invitees, as well as, negligent acts or omissions of Consultant, it’s agents, employees, subcontractors or invitees, however, this indemnity clause shall not apply if there is concurrent passive or active negligence on the part of City, or its officials, officers, agents or employees.

10. INSURANCE. Consultant shall maintain insurance coverage in accordance with the following during the course of its performance hereunder:
(A) Comprehensive General Liability Insurance (including premises and operations, contractual liability, personal injury and independent Consultants’ liability) with the following minimum limits of liability:
(1) Personal or Bodily Injury -- $1,000,000, single limit, per occurrence; and (2) Property Damage -- $1,000,000, single limit, per occurrence; or (3) Combined single limits -- $2,000,000.
(B) Comprehensive Automobile Liability Insurance including as applicable own, hired and non-owned automobiles with the following minimum limits of liability:
(1) Personal or Bodily Injury -- $1,000,000, single limit, per occurrence; and (2) Property Damage -- $1,000,000, single limit, per occurrence; or (3) Combined single limits -- $2,000,000.
(C) Professional Liability Insurance with annual aggregates of $1,000,000 or such other amount as may be approved in writing by the City. (D) Worker's Compensation Insurance that complies with the minimum statutory requirements of the State of California.
(E) Prior to commencement of services hereunde r, Consultant shall provide City with a certificate of Insurance reflecting the above, and an endorsement for each policy of insurance which shall provide:
(1) The City, and its officials, officers, agents and employees are named as additional insured (with th e exception of Professional Liability and Worker’s Compensation);
(2) The coverage provided shall be primary (with the exception of Professional Liability and Worker’s Compensation) as respects to City, its officials, officers, agents or employees; moreover, any insurance or self-insurance maintained by City or its officials, officers, Consultant Services Agreement

Page 3 of 5 ends

(F) With respect to Workers’ Compensation Insurance, the insurer shall agree to waive all rights of subrogation against City and City personnel for losses arising from work performed by Consultant for City, and the insurer’s agreement in this regard shall be reflec ted in the Workers’ Compensation Insurance endorsement.

11. OWNERSHIP OF DOCUMENTS . All of the documents required to be prepared pursuant hereto shall, upon the completion thereof, be deemed for all purposes to be the property of City. City’s ownership of doc uments includes any and all analysis, computations, plans, correspondence and/or other pertinent data, information, documents, and computer media, including disks and other materials gathered or prepared by Consultant in performance of this Agreement. Such work product shall be transmitted to City within ten (10) days after a written request therefore. Consultant may retain copies of such products. Any re -use by City shall be at the sole risk of City and without liability to Consultant.

13. TAXPAYER IDENTIFICA TION NUMBER . Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W-9, as issued by the Internal Revenue Service.

16. RIGHT TO TERMINATE. City may terminate this Agreement at any time, with or without cause, in its sole discretion, with thirty (30) days written notice.

Page 4 of 5 ends

18. LITIGATION FEES . Should litigat ion arise out of this Agreement for the performance thereof, the court shall award costs and expenses, including reasonable attorney’s fees, to the prevailing party. In awarding attorney’s fees, the court shall not be bound by any court fee schedule but shall award the full amount of costs, expenses and attorney’s fees paid and/or incurred in good faith. “Prevailing Party” shall mean the party that obtains a favorable and final judgment. Should litigation occur, venue shall be in the Superior Court of Los A ngeles County.

19. COVENANTS AND CONDITIONS. Each term and each provision of this Agreement to be performed by Consultant shall be construed to be both a covenant and a condition.

22. DESIGNATED REPRESENTATIVES . The Consultant Representative (A) designated below shall be responsible for job performance, negotiations, contractual matters, and coordination with the City. The City Representative (B) designated below shall act on the City’s behalf as Project Manager.
(A) John L Hunter & Associates
Att.: John L Hunter
6131 Orangethorpe Ave e300,
Buena Park, CA 90620
Tel: (562) 802-7880
(B) City of Baldwin Park
Att.: Sam Gutierrez
14403 East Pacific Avenue
Baldwin Park, CA 91706
(626) 960-4011 ex. 460
23 NOTICES. Notices pursuant to this Agreement shall be in writing and may be given by personal delivery or by mail. Notices shall be directed to City’s Designated Representative identified in Paragraph “21” of this Agreement.
5/24/2021
Consultant Services Agreement

Page 1 of 5 ends

CONSULTANT SERVICES AGREEMENT

THIS AGREEMENT is made and entered into this 21st day of April 2021 by and between the City of Baldwin Park, ("City"), and Onward Engineering ("Consultant").

A. Commencement Date: April 21, 2021
B. Expiration Date: April 21, 2024
C. Upon mutual agreement by the parties, this agreement may be extended for an additional two (2) one-year terms.

7. RIGHT TO UTILIZE OTHERS. City reserves the right to util ize others to perform work similar to the Services provided herein.

Page 2 of 5 ends

abreast of all such laws and ensuring that all services provided hereunder conform to such laws.

The terms of this Agreement shall be interpreted according to the laws of the State of California.

10. INSURANCE. Consultant shall maintain insurance coverage in accordance with the following during the course of its performance hereunder:

(C) Professional Liability Insurance with annual aggregates of $1,000,000 or such other amount as may be approved in writing by the City.

(D) Worker's Compensation Insurance that complies with the minimum statutory requirements of the State of California.

(E) Prior to commencement of services hereunder, Consultant shall provide City with a certificate of Insurance reflecting the above, and an endorsement for each policy of insurance which shall provide:
(1) The City, and its officials, officers, agents and employees are named as additional insured (with the exception of Professional Liability and Worker’s Compensation);
(2) The coverage provided shall be primary (with the exception of Professional Liability and Worker’s Compensation) as respects to City, its officials, officers, agents or employees; moreover, any insurance or self-insurance maintained by City or its officials, officers, Consultant Services Agreement

Page 3 of 5 ends

11. OWNERSHIP OF DOCUMENTS . All of the documents required to be prepared pursuant hereto shall, upon the completion thereof, be deemed for all purposes to be the property of City. City’s ownership of documents includes any and all analysis, computations, plans, correspondence and/or other pertinent data, information, documents, and computer media, including disks and other materials gathered or p repared by Consultant in performance of this Agreement. Such work product shall be transmitted to City within ten (10) days after a written request therefore. Consultant may retain copies of such products. Any re -use by City shall be at the sole risk of City and without liability to Consultant.

13. TAXPAYER IDENTIFICATION NUMBER . Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W-9, as issued by the Internal Revenue Service.

16. RIGHT TO TERMINATE. City may terminate this Agreement at any time, with or without cause, in its sole discretion, with thirty (30) days written notice.

Page 4 of 5 ends

19. COVENANTS AND CONDITIONS. Each term and each provision of this Agreement to be performed by Consultant shall be construed to be both a covenant and a condition.

(B) City of Baldwin Park
Att.: Sam Gutierrez
14403 East Pacific Avenue
Baldwin Park, CA 91706
(626) 960-4011 ex. 460

23. NOTICES. Notices pursuant to this Agreement shall be in writing and may be given by personal delivery or by mail. Notices shall be directed to City’s Designated Representative identified in Paragraph “21” of this Agreement.
5/24/2021
Consultant Services Agreement

Page 1 of 5 ends

CONSULTANT SERVICES AGREEMENT

THIS AGREEMENT is made and entered into this 21st day of April 2021 by and between the City of Baldwin Park, ("City"), and RKA Consulting Group ("Consultant").

A. Commencement Date: April 21, 2021
B. Expiration Date: April 21, 2024
C. Upon mutual agreement by the parties, this agreement may be extended for an additional two (2) one-year terms.

7. RIGHT TO UTILIZE OTHERS. City reserves the right to util ize others to perform work similar to the Services provided herein.

Page 2 of 5 ends

abreast of all such laws and ensuring that all services provided hereunder conform to such laws.

The terms of this Agreement shall be interpreted according to the laws of the State of California.

10. INSURANCE. Consultant shall maintain insurance coverage in accordance with the following during the course of its performance hereunder:

(C) Professional Liability Insurance with annual aggregates of $1,000,000 or such other amount as may be approved in writing by the City.

(D) Worker's Compensation Insurance that complies with the minimum statutory requirements of the State of California.

(E) Prior to commencement of services hereunder, Consultant shall provide City with a certificate of Insurance reflecting the above, and an endorsement for each policy of insurance which shall provide:
(1) The City, and its officials, officers, agents and employees are named as additional insured (with the exception of Professional Liability and Worker’s Compensation);
(2) The coverage provided shall be primary (with the exception of Professional Liability and Worker’s Compensation) as respects to City, its officials, officers, agents or employees; moreover, any insurance or self-insurance maintained by City or its officials, officers, Consultant Services Agreement

Page 3 of 5 ends

11. OWNERSHIP OF DOCUMENTS . All of the documents required to be prepared pursuant hereto shall, upon the completion thereof, be deemed for all purposes to be the property of City. City’s ownership of documents includes any and all analysis, computations, plans, correspondence and/or other pertinent data, information, documents, and computer media, including disks and other materials gathered or p repared by Consultant in performance of this Agreement. Such work product shall be transmitted to City within ten (10) days after a written request therefore. Consultant may retain copies of such products. Any re -use by City shall be at the sole risk of City and without liability to Consultant.

13. TAXPAYER IDENTIFICATION NUMBER . Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W-9, as issued by the Internal Revenue Service.

16. RIGHT TO TERMINATE. City may terminate this Agreement at any time, with or without cause, in its sole discretion, with thirty (30) days written notice.

Page 4 of 5 ends

19. COVENANTS AND CONDITIONS. Each term and each provision of this Agreement to be performed by Consultant shall be construed to be both a covenant and a condition.

(B) City of Baldwin Park
Att.: Sam Gutierrez
14403 East Pacific Avenue
Baldwin Park, CA 91706
(626) 960-4011 ex. 460

Cody Howing
5/24/2021
Consultant Services Agreement

Page 1 of 5 ends

CONSULTANT SERVICES AGREEMENT

THIS AGREEMENT is made and entered into this 21st day of April 2021 by and between the City of Baldwin Park, ("City"), and TAIT and Associates ("Consultant").

A. Commencement Date: April 21, 2021
B. Expiration Date: April 21, 2024
C. Upon mutual agreement by the parties, this agreement may be extended for an additional two (2) one-year terms.

7. RIGHT TO UTILIZE OTHERS. City reserves the right to util ize others to perform work similar to the Services provided herein.

Page 2 of 5 ends

abreast of all such laws and ensuring that all services provided hereunder conform to such laws.

The terms of this Agreement shall be interpreted according to the laws of the State of California.

10. INSURANCE. Consultant shall maintain insurance coverage in accordance with the following during the course of its performance hereunder:

(C) Professional Liability Insurance with annual aggregates of $1,000,000 or such other amount as may be approved in writing by the City.

(D) Worker's Compensation Insurance that complies with the minimum statutory requirements of the State of California.

Page 3 of 5 ends

agents or employees shall be in excess of Consultants’ insurance and not contributed with it.
(3) The insurer shall provide at least thirty (30) days prior written notice to City of cancellation or of any material change in coverage before such change or cancellation becomes effective.
(F) With respect to Workers’ Compensation Insurance, the insurer shall agree to waive all rights of subrogation against City and City personnel for losses arising from work performed by Consultant for City, and the insurer’s agreement in this regard shall be reflected in the Workers’ Compensation Insurance endorsement.

13. TAXPAYER IDENTIFICATION NUMBER . Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W-9, as issued by the Internal Revenue Service.

16. RIGHT TO TERMINATE. City may terminate this Agreement at any time, with or without cause, in its sole discretion, with thirty (30) days written notice.

Page 4 of 5 ends

19. COVENANTS AND CONDITIONS. Each term and each provision of this Agreement to be performed by Consultant shall be construed to be both a covenant and a condition.

Page 1 of 5 ends

CONSULTANT SERVICES AGREEMENT

THIS AGREEMENT is made and entered into this 21st day of April 2021 by and between the City of Baldwin Park, ("City"), and Willdan Engineering ("Consultant").

A. Commencement Date: April 21, 2021
B. Expiration Date: April 21, 2024
C. Upon mutual agreement by the parties, this agreement may be extended for an additional two (2) one-year terms.

7. RIGHT TO UTILIZE OTHERS. City reserves the right to util ize others to perform work similar to the Services provided herein.

Page 2 of 5 ends

abreast of all such laws and ensuring that all services provided hereunder conform to such laws.

The terms of this Agreement shall be interpreted according to the laws of the State of California.

10. INSURANCE. Consultant shall maintain insurance coverage in accordance with the following during the course of its performance hereunder:

(C) Professional Liability Insurance with annual aggregates of $1,000,000 or such other amount as may be approved in writing by the City.

(D) Worker's Compensation Insurance that complies with the minimum statutory requirements of the State of California.

(E) Prior to commencement of services hereunder, Consultant shall provide City with a certificate of Insurance reflecting the above, and an endorsement for each policy of insurance which shall provide:
(1) The City, and its officials, officers, agents and employees are named as additional insured (with the exception of Professional Liability and Worker’s Compensation);
(2) The coverage provided shall be primary (with the exception of Professional Liability and Worker’s Compensation) as respects to City, its officials, officers, agents or employees; moreover, any insurance or self-insurance maintained by City or its officials, officers, Consultant Services Agreement

Page 3 of 5 ends

11. OWNERSHIP OF DOCUMENTS . All of the documents required to be prepared pursuant hereto shall, upon the completion thereof, be deemed for all purposes to be the property of City. City’s ownership of documents includes any and all analysis, computations, plans, correspondence and/or other pertinent data, information, documents, and computer media, including disks and other materials gathered or p repared by Consultant in performance of this Agreement. Such work product shall be transmitted to City within ten (10) days after a written request therefore. Consultant may retain copies of such products. Any re -use by City shall be at the sole risk of City and without liability to Consultant.

13. TAXPAYER IDENTIFICATION NUMBER . Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W-9, as issued by the Internal Revenue Service.

16. RIGHT TO TERMINATE. City may terminate this Agreement at any time, with or without cause, in its sole discretion, with thirty (30) days written notice.

Page 4 of 5 ends

19. COVENANTS AND CONDITIONS. Each term and each provision of this Agreement to be performed by Consultant shall be construed to be both a covenant and a condition.

(B) City of Baldwin Park
Att.: Sam Gutierrez
14403 East Pacific Avenue
Baldwin Park, CA 91706
(626) 960-4011 ex. 460

CITY OF BALDWIN PARK
MONTH XX, 2024

REQUEST FOR QUALIFICATIONS FOR

AS-NEEDED ENGINEERING PLAN CHECK, CIVIL

DESIGN, CONSTRUCTION MANAGEMENT,

INSPECTION, GEOTECHNICAL, STORMWATER,

TRAFFIC AND RELATED SERVICES

PROPOSALS DUE
Month XX, 2024

CITY OF BALDWIN PARK

ENGINEERING DIVISION
14403 E. PACIFIC AVENUE
BALDWIN PARK, CA 91706

2 GENERAL .............................................................................................................................................................. 3 REQUIREMENTS .................................................................................................................................................. 3 CONSULTANT AGREEMENT AND INSURANCE ......................................................................................... 3 PROPOSAL SCHEDULE (ESTIMATED SCHEDULE ONLY) ....................................................................... 3 CONSULTANT INQUIRIES ................................................................................................................................ 4 SCOPE OF SERVICES ......................................................................................................................................... 5 PROPOSAL .................................................................................................................................................................. 9 PROPOSAL DEADLINE ...................................................................................................................................... 9 PROPOSAL CONTENTS...................................................................................................................................... 9 A. Cover Letter ........................................................................................................................................ 10 B. Team Description ................................................................................................................................ 10 C. Qualifications ....................................................................................................................................... 10 D. Understanding and Approach ............................................................................................................. 10 E. Federal Requirements .......................................................................................................................... 10 F. Fee Summary ...................................................................................................................................... 10 REVIEW AND SELECTION PROCESS ........................................................................................................... 11 EVALUATION ..................................................................................................................................................... 11 ETHICS IN PUBLIC CONTRACTING ............................................................................................................. 12 PROPRIETARY INFORMATION ...................................................................................................................... 12 INCURRING COSTS .......................................................................................................................................... 12 SOLICITATION OF PROPOSAL ONLY ......................................................................................................... 12 REJECTION OF SUBMISSION OF PROPOSALS .......................................................................................... 12 LETTERS OF OBJECTION ................................................................................................................................ 13 NEWS RELEASES .............................................................................................................................................. 13 MINORITY AND WOMAN OWNED BUSINESSES ...................................................................................... 13 CONFLICT OF INTEREST ................................................................................................................................ 13 APPENDIX A - Consultant’s Agreement .................................................................................... 3 REQUEST FOR QUALIFICATIONS (RFQ) FOR AS-NEEDED ENGINEERING

PLAN CHECK, DESIGN, CONSTRUCTION MANAGEMENT, INSPECTION

AND RELATED SERVICES

INTRODUCTION AND OVERVIEW

GENERAL
The City of Baldwin Park is inviting proposals from qualified Consultants to provide Plan Check, civil engineering, traffic engineering, Landscape architectural, Stormwater, Construction Management, Inspection, federal funding, and Related Services to the Engineering Division of the City of Baldwin Park Public Works Department. It is the City’s intention to procure Consultant Services that provide the best combination of quality, reliability, effectiveness and performance that best fit the needs of the City. Of particular importance is the ability of the successful firms to provide staff that are self - motivated and can quickly learn the City’s Capital Improvement Program process to manage projects to completion, on schedule and on/or below budget targets. Successful consulting firms will provide full plan check, design, construction management, inspection, and related services.

REQUIREMENTS
The proposal shall consist of a report describing the Consultant’s qualifications, experience and references plus a schedule of consulting fees. Submittal requirements include one (1) original of the complete proposal. Proposal and Fee Schedule must be submitted separately. The original proposal must be clearly marked “As-Needed Plan Check, Design, Construction Management, Inspection and Related Services” and contain original signatures and must be easily reproducible on a standard copying machine. The consultant must also submit an electronic copy of the complete proposal in PDF format. Failure to clearly identify the original or provide original signatures may result in a proposal being found non-responsive and given no consideration. Any alternative or deviation from the specifications should be clearly indicated and described in your proposal response otherwise it may be found to be non- responsive and will not be considered.

CONSULTANT SERVICES AGREEMENT
The services provided by the successful Consultant(s) shall be governed by an Agreement for Consultant Services (Appendix A). The Consultant will be required to always maintain in force the insurance requirements as noted in the Agreement for Consultant Services during the performance of work.

The term of the Consultant Services Agreement will be for three years, commencing on the date of full execution of the contract. The City shall have the right, at its sole option, to extend the term of the Agreement for up to two additional one-year terms. If the City authorizes the Consultant in writing to perform services on a given project prior to the stated expiration date, but thereafter such services are not completed by the stated expiration date, then the expiration of the Agreement shall be automatically extended solely to allow for the completion of such services.

Proposals will be accepted only from parties that are free of all obligations and interests that might conflict with the best interest of the City and have the capacity to provide services on a timely basis.

PROPOSAL SCHEDULE (ESTIMATED)
RFQ Mailing Date TBD
Questions Due Date TBD
Proposal Due Date TBD
PM Interviews (if necessary as deemed by the City) TBD Award Date TBD
4 SUBMITTAL
One (1) original Proposal, and one electronic copy (PDF file) must be received on or before:

Day, Month XX, 2024, by 5:00
Addressed to:

Sam Gutierrez
Public Works Director
City of Baldwin Park, Engineering Division 14403
East Pacific Avenue
Baldwin Park, CA 91706
Faxed or e-mailed proposals will not be accepted. Late proposals will not be accepted. The consultant shall be solely responsible for its delivery to the City prior to the date and hour stated above. Any proposals received after the stated date and time due to delay in mail delivery or any other reason will not be considered by the City.

Any revisions to the RFQ will be issued and distributed as addenda. Proposers are specifically directed not to contact any other City personnel for meetings, conferences or technical discussions related to this RFQ. Failure to adhere to this policy may be grounds for rejection of proposals.

Upon receipt of proposals, the City may elect to “shortlist” firms. Interviews will only be conducted with the shortlist firms to obtain additional information regarding the proposal if the City determines that additional information is needed to make a selection. The City reserves the right to select a successful Consultant without conducting interviews.

The City of Baldwin Park Department of Public Works hereby affirmatively ensures that minority owned business enterprises will be afforded full opportunity to submit and have considered, a proposal in response to this notice and will not be discriminated against on the basis of race, color, national origin, ancestry, handicap, gender, sexual preference, or religion in any consideration leading to the award of contract.

The right is reserved by the City of Baldwin Park Department of Public Works to reject any or all submittals, to waive any irregularities or informalities not affected by law, to evaluate the submittals provided, to negotiate further with any and/or all consultants and to award the contract according to the offer which best serves the interests of the City.

CONSULTANT INQUIRIES
For the purpose of answering questions and clarifying details, a proposer’s conference will be conducted at the time, date and place specified in the Proposal Schedule (pg. 3). Except for the proposer conference, no oral interpretations will be made to any proposer as to the meaning of the RFQ documents. All questions must be submitted by the date shown on the Proposal Schedule; phone questions will not be accepted. Interpretations will be written in the form of an Addendum and sent to all proposers by e -mail by the date shown on the Proposal Schedule. Due to the nature of information to be disseminated at the conference, attendance is advised for any firm wishing to submit a proposal.

All inquiries concerning RFQ procedures, regulations and technical information must be submitted in writing by the due date shown on the proposal schedule to:

Lena Abdulah
Management Analyst
City of Baldwin Park, Engineering Division 14403
East Pacific Avenue
Baldwin Park, CA 91706
[email protected]

Documents may be inspected and obtained at the office of the Department of Public Works, 14403 East Pacific Avenue, Baldwin Park 91706 (2 nd floor). This RFQ can also be found on the City’s website at:
https://www.baldwinpark.com/rfps.

BACKGROUND
The City of Baldwin Park Public Works Department consists of two divisions - Engineering and Maintenance. Under the guidance of the Public Works Director, it provides coordinated community enhancement, development services, engineering design and infrastructure maintenance including contract management, construction inspection and oversight.

The Public Works Department also manages the City’s Capital Improvement Program budget. This budget consists of projects aimed at improving the City’s public infrastructure such as streets, transportation, streetlights, traffic signals, public buildings, sewer and storm drains, park maintenance and facility upgrades.

The City is requesting interested Consulting firms, to propose services that will aid in the development of various projects and programs on an “As-Needed” basis.

The scope of work includes, but is not limited to:

Consultant shall assist the City of Baldwin Park’s Engineering Staff with, but not be limited to, providing the following Design services:

Engineering Plan Check Services
• Review and recommend approval of various grading plans, National Pollutant Discharge Elimination System/Low Impact Development (NPDES/LID), street Improvement plans, sanitary sewer plans, storm drain plans, traffic signal and traffic control Plan checks for both public and private developments. • Review and recommend approval of Low Impact Development reports, traffic impact reports, Hydraulics and hydrology studies and sewer studies for both public and private developments. • Provide preliminary design review of site/grading plans and attend City design review meetings as necessary.
• Review and recommend approval plan check easements, lot line adjustments, dedications, vacations, subdivision, final parcel and tract maps Projects
• Provide inspection services for grading activities, NPDES/LID compliance, street improvements, sanitary sewer and storm drain installation.
• Provide survey, preliminary engineering and civil engineering design services as necessary • Provide information regarding any additional services that may benefit the City.

For Land Development Projects, Consultant fees for each service such as grading plan check, map checks, and inspections which cannot exceed 65% of the applicable fees as established in the City’s current Public Works Fee Schedule (Attachment 2). It should be assumed that, on average, the fees will cover up to three (3) plan checks. It can be anticipated that the City will annually adjust the Public Works Fee Schedule by the Consumer Price Index for the region. Therefore, Consultant fees for these services will be adjusted in accordance with the change to the Public Works Fee Schedule.

For Land Development Projects, prior to completion of the first plan check, the Consultant shall research existing City engineering records including, but not limited to the documents described above for consistency with the proposed improvements. The Consultant shall also visit the project site to verify the proposed improvements are consistent with the physical constraints in the field.

The Consultant shall pick up plan check submittals from the City within 24 hours of notification by the City. The first plan check shall be completed within ten (10) working days unless otherwise directed by the City. Each subsequent plan check shall be completed within ten (10) working days unless otherwise directed by the City.

Each specific assignment under an on -call engineering services contract will be compensated on either lump sum or time -and- materials basis. The method of compensation will be specified in writing by the City at the time the assignment is given.

At a minimum, plan check services shall be provided in conformance with the most current version of the following documents and standards:

- California Building Code
- City of Baldwin Park Citywide Design Guidelines
- City of Baldwin Park Grading Ordinance

- Approved Specific Plans, Site Plans, Environmental Documents, and/or Tentative and Final Maps - Traverse, Lot, and Tract Boundary Closures for final or parcel maps - Low Impact Development and Greenstreet
- Grants, easements, or vacations as applicable
- Conditions of Approval
- Title Reports

Civil Engineering Design Services
• Civil Engineering design services for various CIP projects including preparation of Plan, Specifications and Estimate (PS&E). Engineering surveying shall be included in all designs as part of the PS&E with no extra charge.
• Conduct utilities investigations, field investigations, Engineering surveying, and coordination with utilities and agencies.
• Provide City Engineer services and value Engineering as needed. • Provide Grading, drainage and floodplain studies.
• Provide Site development plans.
• Pedestrian and Bicycle Master Plans.
• Update Sewer and Storm Drain Master Plans.
• Storm Water and BMP system design including erosion and sedimentation control. • Hydraulic and hydrologic studies.
• Sewer capacity studies.
• Provide conceptual design and alternative development plans and schematic plans including 3D modeling and videos of the project as needed.
• Conduct Information Workshops, monthly status meetings and presentation to City Officials as needed. • Perform land surveys for the project as needed.

Traffic Engineering Services
• City Traffic Engineering Services, including the attendance of City Council, Traffic and Transportation Commission, and other meetings as necessary.
• Geometric design, traffic signal design, including complete preparation of plans, specifications and estimates, signing and striping plan, and the construction administration/inspection of these facilities. • Review of environmental studies/traffic impact studies for proposed development projects, studies and report preparations for items such as traffic control devices (traffic signals, stop signs, etc.), citizen complaints and concerns, level of service at intersections, school safety issues and speed surveys/speed limit determinations. • Preparation of traffic data for compliance with the Congestion Management Program. • Review and assist City staff with Vehicle Mile Traveled (VMT). • Traffic signal operation and coordination studies, including the implementation of signal timing and coordination programs.
• Coordination with City staff and Consultants for traffic requirements for Capital Improvement Program projects
• Conduct warrant studies for traffic control devices.
• Provide traffic related services for rail crossings safety improvement projects including wiring diagrams and timing preemption
• Experience with the CPUC and SCRRA requirements (Provide list of Rail Crossing projects). • Other related services as requested/directed by the City.

Landscape Architectural Services
• Landscape Architectural and engineering services for City parks, trails, street medians and parking lots, including Dog Park and other approved park projected, the attendance of City Council meetings, and other meetings as necessary.
• Landscape architectural, including complete preparation of plans, specifications, estimates, and scheduling. • Complete data collection including, but not limited to, file review, General Plan review, scoping meetings, boundary and topographic surveying, research existing utility locations and engineering studies.

• Coordinate with city staff and consultants for Capital Improvement Program projects and other City projects. • Provide conceptual design and alternative development plans and schematic plans including 3D modeling and videos of the project as needed.
• Conduct Information Workshops, monthly status meetings and presentation to City Officials as needed. • Provide information regarding any additional services that may benefit the City. • Other related services as requested/directed by the City.

Geotechnical Engineering Services
• Reviewing and recommending on various soils investigations, geotechnical, engineering geology, and environmental remediation reports which pertain to development and capital improvement projects. • Pavement testing and analysis, soils investigation and compaction testing. • Arrange to have potholes taken If the proposed improvements interfere with existing utilities. • Other related services as requested/directed by the City.

Construction Management and Inspection Services
• Construction Management and Contract Administration.
• Inspections of construction projects including storm drain and pipeline relocation, street improvements, traffic signal improvements, roadway widening, striping, traffic control, utility protection (with relocation if required) and project quality control.
• Specialty inspection, City retained, for concrete work, electrical/telemetry, structural, and equipment testing and schedule the appropriate inspector and associated certification for the task being supervised. • Document management (i.e. shop drawings, Request for Information (RFI), change order, monthly reports, progress payment, memos, meeting minutes, etc.). • Coordination of meetings with City representatives, contractors, and other agencies related to the project. • Coordinate geotechnical and materials testing by City retained laboratory. • Constructability reviews.
• Schedule and chair a pre-construction meeting with the City, affected Agencies, and Contractor and prepare meeting minutes.
• Establish coordination and communication procedures among participants. • Coordinate site mobilization of Contractor.
• Provide and maintain contract administration and full-time project inspection. • Establish and implement coordination and communication procedures among all Project participants.
• Review Contractors’ CPM schedule and monitor updates on a weekly basis. • Prepare comprehensive monthly reports with construction updates; monthly reports will consist of the progress, compliance, issues with their corresponding solutions, submittal log sheets, change order log report, clarification log report, testing log report, photos, etc. • Log Compliance of Environmental documentation and BMP’s • Evaluate all contractor claims and coordinate the resolution of conflicts in the plans and/or specifications, contractor-suggested design changes, and design changes necessitated by unforeseen field conditions. • Establish and implement procedures for processing and expediting Requests for Information (RFI), Requests for Clarification (RFC), approval of shop drawing submittals, approval of material and equipment sample submittals, approval of contract schedule adjustments, negotiate and recommend for approval of change orders, substitutions and review and recommend for approval of payment requests. • Conduct field interviews for federally funded projects. • Verification of materials and construction equipment, all facility construction, street restoration and site improvements.

• Verify contractor protection of existing survey monuments and their restoration. • Ensure compliance with all permitting requirements, agency requirements and local regulations. • Monitor contractor’s safety program and performance as required for compliance with Cal/OSHA. • Monitor the maintenance of the Project Record Drawings during construction and the final preparation of “as-built” drawings after project completion. • Prepare final punch-list and verify completion of punch list items by Contractor for final acceptance by City.
• Assist in project closeout and assemble all warranties, guarantees, and operation and maintenance manuals.
• Submit final construction management report summarizing the project history, including major problems, claims and recommendations, actions taken for corrective action. • For Capital Improvements Project, inspections will be 8 hours per day and construction management will be 4 hours per day for the duration of the project.

NPDES Compliance and Stormwater Services
• Assist staff with meeting the overall requirements of the General NPDES Permit including staying current of any changes of the Permit and implementing innovative techniques and best practices programs and measures designed to facilitate compliance with the permit.
• Compile and review documents for the preparation and submittal of the City’s Annual NPDES Report. • Assist staff with keeping accurate and current records of required information of all construction and post- construction pertinent to the Annual Report and submitting annual report using Wramps. • Review compliance-related documents and prepare required reporting documents. • Review Storm Water Pollution Prevention Plans (SWPPP) for compliance. • Develop and implement requirements including comprehensive BMP measures and maintenance schedules for developers to comply with.
• Perform commercial and industrial inspections per the requirements of the NPDES permit. • Update and implement an Illicit Connection/Illicit Discharge detection and elimination program. • Represent the City at various industry meetings and workshops. • Provide training and assist staff in implementing stormwater management plans.

Federal/ State/ Local Funds Management
• Perform and assist staff with the following tasks
▪ Federal Compliance and Documentation
▪ Labor Compliance
▪ Progress Payment Review
▪ Grants Reimbursements
▪ Assist staff with MTA grant and local return quarterly reports ▪ SB1 progress and expenditure reports
▪ ATP progress reports
▪ Local streets and roads program

All Engineering services shall be performed by or under the responsible charge of a California Licensed Professional Engineer (and/or California Licensed Land Surveyor as applicable) eligible to prepare and sign such plans.

The firm will be required to disclose to the City a list of all of its clients for the past three (3) years for the purpose of allowing the City to review potential conflict of interest issues. In addition, the firm will be required to disclose any litigation in which it has been a party to in the last five (5) years.

PROPOSAL

PROPOSAL DEADLINE

One (1) original Proposal, and one electronic copy (PDF file) must be received on or before:

Day, Month XX, 2024, by 5:00, Addressed to:

Sam Gutierrez
Public Works Director
City of Baldwin Park, Engineering Division 14403
East Pacific Avenue
Baldwin Park, CA 91706

PROPOSAL CONTENTS
The information requested below will be used to evaluate the respondent’s Proposal. Respondents may be deemed non-responsive if they do not respond to all Sections, A through F.

The Consultants Proposal for Design, Construction Management, Inspection and Related Services RFQ must include all the following items to be considered as a responsive, valid submittal. The sections should be separated by divider pages that are tabbed, colored or of heavier stock. One (1) unbound original of the Proposal must be submitted.

One (1) Portable Document Formatted (PDF) electronic copy of the complete Proposal must also be submitted contained on USB Flash Drive.

Proposals must be prepared simply and economically, providing a straightforward, concise description of methodology and approach to satisfy the requirements of this solicitation. Emphasis should be on completeness and clarity of content with sufficient detail to allow for accurate evaluation and comparative analysis.

Respondent’s Proposal shall be clear, concise, accurate, and comprehensive. Excessive or irrelevant materials will not be favorably received.

At a minimum, the Proposal shall include the following sections:

A. Cover Letter
A cover letter identifying the Consultant’s name and proposed subcontractors or sub consultants that are integral to the proposed team, contact name, phone number and e-mail address, and signed by an officer of the Consultant that is authorized to enter a contract with the City.

B. Team Description
This section discusses the Consultant’s proposed team. Include an organization chart showing proposed relationship among consultant team/staff as well as any other parties that may have significant role in the delivery of services to the City.

Discuss staffing plan, the workload, both current and anticipated, for all key team members, and their capacity to perform the requested services. Discuss specific personnel who will be assigned to this contract as the Construction Manager and Contract Inspector, along with their title within the firm, individual qualifications, and hourly rate classification. Employee titles must match the classifications in the hourly rate schedule.

C. Qualifications
Provide a listing of three (3) projects where the proposed Construction Manager and Inspector have performed similar work as detailed in the scope of services. Specify whether this work was performed while the individual was employed by the proposer. Include the client's name, address, phone number, and the name of a contact person.

Similar work must include duties as listed in the scope of services. Include any appurtenant information, such as start and end dates of projects, project budget. It should be noted that the client would be contacted as a reference check.

If sub consultants are proposed, identify any past working relationships among the team members and the sub consultants.

D. Understanding and Approach
This section should clearly convey clear understanding of the nature of public contracting and Capital Improvement Projects processes, identification of possible major issues, and proposed solutions thereof, for the work as detailed in the Scope of services section of this RFQ. Include a description of the Consultant’s work plan and approach to providing Construction Management and Inspection services.

Describe how related services, including, but not limited to, various independent plan check reviews and bid ability/constructability/claims avoidance reviews, identification of deliverables and implementation schedules will be conducted. The work plan should include sufficient detail to demonstrate a clear understanding of the “As-Needed”

approach to the work.

E. Federal Requirements
This section discusses the Consultant’s experience and knowledge with working on federally aided projects and the federal requirements, thereof. Include sufficient detail to demonstrate a clear understanding of the documentation work required using federal funds, including but not limited to Caltrans’ Local Assistance Procedural Manual and Local Assistance Guidelines.

F. Fee Summary
Fee schedule shall be based on an hourly rate and/or percentage-based breakdown of services clearly detailing “As- Needed” or “Project-to-project” costs so that the City may easily estimate “Not-to-exceed” amount caps for any project in which the consultant may be retained to provide services. For budgetary purposes the consultant may assume 500 Hours of Construction Management, 500 Hours of Inspection services and 150 hours of related services as typical for a project. It may be assumed that most the work will be performed between the hours of 8:00 AM and 5:00 PM however, the fee schedule shall include hourly rates for overtime, after-hour inspection or weekend working hours on any given project.

Payment shall be for actual working hours on the project or percentage of estimated construction costs and shall not include any travel time.

Consultant shall include sufficient detail such that any necessary contract modifications may be accommodated using the cost provided therein.

REVIEW AND SELECTION PROCESS
The City reserves the right to reject any or all proposals or parts of the proposals, to negotiate modifications of proposals submitted, and to negotiate specific work elements with a proposer into a project of lesser or greater magnitude than described in this RFQ or the proposer’s reply.

The process for selection includes the following sequence:
• Review proposals.
• Identify the best qualified Consulting firms.
• Reference checks.
• Evaluation of the quality, maturity, and financial stability of the firm. • An evaluation of the firm's ability and experience in providing services, including:
• Experience with local government.
• Scope of activities covered.
• Length of time involved.
• Level of client satisfaction.
• Cost/benefit relationship.
• Relative success.
• An evaluation of the experience and training of the proposed Consultant’s team. • If deemed necessary, Interview with qualified proposers. • Negotiate with best qualified Consultant firms.
• Present City’s recommendation to the City Council.
• Execution of professional agreement for consulting services.

EVALUATION
A panel of City of Baldwin Park will evaluate all proposals submitted and select the top competitive proposals.

Evaluation of qualification statements and proposals will be based on the information called for in this RFQ. Brochures or other promotional presentations beyond that requested or elaborate artwork, papers, binders or expensive visuals are not desired.

The City of Baldwin Park reserves the right to waive any irregularities or informalities in any RFQ process when it is in the best interest of the City to do so; to re-advertise for proposals, if desired; to sit and act as sole judge of the merit and proposals of the service offered and; to evaluate in its absolute discretion, the qualification statement and propo sal of each Proposer, so as to select the Proposer which best serves the requirements of the City, thus ensuring that the best interest of the City will be served.

The City may make such an investigation as it deems necessary to determine the ability of a Consultant to provide the required services, and the Proposer will furnish to the City all such information and data for this purpose as the City may request. The City reserves the right to reject any submittals if the evidence submitted by, or investigation of, such Proposer fails to satisfy the City that such proposer is properly qualified to carry out the obligations of a contract and to deliver the services contemplated herein or; the submittal of any Proposer who has previously failed to perform properly, or complete on time, contracts of a similar nature. Any material misrepresentation or material falsification of information provided to the City in the Proposal, or at any point in the evaluation process, is grounds for rejection. The City expressly reserves the right to reject the submittal of any Proposer who is in default on the payment of taxes, licenses or other money due to the City of Baldwin Park.

The City reserves the right to conduct a background inquiry of each Proposer which may include the collection of appropriate criminal history information, contractual and business associations and practices, employment histories, financial background, and reputation in the business community.

ETHICS IN PUBLIC CONTRACTING
Each consulting entity, by submitting a proposal, certifies that it is not a party to any collusive action or any action that may be in violation of the Sherman Antitrust Act by submitting a proposal, the proposer certifies that it was made without fraud; that it has not offered or received any kickbacks or inducements from any other entity in connection with this RFQ. The proposer further certifies that no relationship exists between itself and the City or another person or organization that interferes with fair competition or constitutes a conflict of interest with respect to a contract with the City of Baldwin Park.

PROPRIETARY INFORMATION
The proposals received shall become the property of the City of Baldwin Park and are subject to public disclosure. Proposers are to indicate any restrictions on the use of data contained in their responses. Those parts of a proposal which are defined as business or trade secrets, as that term is defined in California Government Code, Section 6254.7, and are reasonably marked as "Trade Secrets", "Confidential" or "Proprietary" shall only be disclosed to the public if such disclosure is required or permitted under the California Public Records Act or otherwise by law. Proposers who wish to have such information maintained confidentially shall be responsible for advancing all reasonable attorney's fees and costs associated with disputes that may arise respecting whether records are subject to disclosure.

INCURRING COSTS
The City is not liable for any costs incurred by Proposers in responding to this RFQ.

SOLICITATION OF PROPOSAL ONLY
Nothing contained herein shall be deemed as a binding offer or commitment by the City, its officers, agents, employees, or related parties. Each party or parties responding to this RFQ do acknowledge that they are not guaranteed that they will be selected as the consultant or offered an opportunity to provide the requested services.

REJECTION OF SUBMISSION OF PROPOSALS
The proposal request does not commit the City of Baldwin Park to award any contract. The City reserves the right, at its sole discretion, to reject any or all proposals without penalty, to waive irregularities in any proposals or in the proposal procedures, and to be the final judge as to which is the responsible, qualified proposal. Any proposal which contains items not specified, items which are incorrect, which does not complete all the items scheduled or does not respond to items in the manner specified in this request may be considered non-responsive and may be rejected on these bases in the sole discretion of the City.

Proposals offering less than 90 days for acceptance from the proposed closing date may be considered non-responsive and may be rejected. Non -acceptance of any proposal will not imply any criticism of the proposal or convey any indication that the proposal was deficient. Non-acceptance of any proposal will mean that another proposal was deemed to be more advantageous to the City of Baldwin Park, or that no proposal was deemed acceptable.

LETTERS OF OBJECTION
If a proposer discovers any ambiguity, conflict, discrepancy, omission, or other errors in the RFQ, he/she shall notify the City of Baldwin Park in writing not less than three (3) days before the date of opening. Inquiries concerning this RFQ should be submitted in writing to Sam Gutierrez, Public Works Director, and the envelope should be marked “Plan Check, Design, Construction Management, Inspection and related services”. Inquiries are to state the page and applicable RFQ section(s) or paragraph number(s) to which the question(s) pertain. Clarification shall be given by written notice to all proposers.

The RFQ and all subsequent modifications are hereby designated as the sole reference and authority for the preparation of proposals and take precedence over all information related to the acquisition obtained from any source either by verbal or written communications.

PUBLIC INFORMATION
Except for proprietary information, clearly designated, all materials received relative to this request will become public information and be available for inspection as provided under the public records act (Government Code, Section 6200, et seq.). The City reserves the right to retain all proposals submitted, whether the proposal was selected or judged to be non-responsive.

PROPOSAL VALIDITY PERIOD
Submitted proposals shall be valid for at least ninety (90) days from the date of submission.

NEWS RELEASES
The proposer shall not make news releases pertaining to an award resulting from proposals made in response to the request without the prior written approval of the City of Baldwin Park. In addition, the successful proposer must agree not to release any advertising copy mentioning the City of Baldwin Park or quoting the opinion of any City employee without written approval by the City of Baldwin Park.

MINORITY AND WOMAN OWNED BUSINESSES
The City of Baldwin Park herewith notifies all potential proposers that it will insure that in any contract or agreement entered, that minority and woman owned business enterprises will be afforded full opportunity to participate in this procurement and will not be discriminated against on the grounds of sex, race, color or national origin in the consideration for award.

CONFLICT OF INTEREST
Except for items that are clearly promotional in nature, mass produced, trivial in value and not intended to invoke any form of reciprocation, employees of the City of Baldwin Park may not accept gratuities, entertainment, meals, or anything of value whatsoever from current or potential proposers. The offer of such gratuity to an employee of the city shall be cause for declaring such supplier to be an irresponsible proposer and preventing the firm from responding to this RFQ.

APPENDIX A - Consultant’s Agreement
[COMPANY NAME]
Consultant Services Agreement Page 1 of 7

CONSULTANT SERVICES AGREEMENT

THIS AGREEMENT is made and entered into this day of , 2021 by and between the City of Baldwin Park, ("City"), and [ COMPANY NAME ] (“Consultant").

2. COMPENSATION. City shall pay for the services performed by Consultant pursuant to the terms of this Agreement at the time and manner set forth in the “Schedule of Compensation” attached to and incorporated into this Agreement as Exhibit “B.”

3. TIME FOR PERFORMANCE . Consultant shall perform the services above described in a timely manner in accordance with the professional standard practices [ SHORT DESCRIPTION OF TIME CONSTRAINTS ].

4. AUDIT OR EXAMINATION . Consultant shall keep all records of funds received from City and make them accessible for audit or examination for a period of three years after final payments are issued and other pending matters.

5. STATUS OF CONSULTANT . Consultant shall provide all necessary personnel, equipment and material, at its sole expense, in order to perform the services required of it pursuant to this Agreement. For the purpose of this Agreement, Consultant shall be deemed, for all purposes, an independent contractor and shall have control of all work and the manner in which it is performed. Consultant shall be free to contract for similar services to be performed for other entities while under contract with City. Consultant is not an agent or employee of City, and is not entitled to participate in any pension plan, insurance, bonus or similar benefits City provides for its employees. Consultant shall be responsible to pay and hold City harmless from any and all payroll and other taxes and interest thereon and penalties, therefore, which may become due as a result of services performed hereunder.

6. ASSIGNMENT. This Agreement is for the specific services with Consultant as set forth herein. Any attempt by Consultant to assign the benefits or burdens of this Agreement without written approval of City is prohibited and shall be null and void; except that Consultant may assign payments due under this Agreement to a financial in stitution.

7. RIGHT TO UTILIZE OTHERS . City reserves the right to utilize others to perform work similar to the Services provided herein.

8. COMPLIANCE WITH LAW. Contract services shall be provided in accordance with the applicable laws and regulations of all governmental agencies that are in force at the time services are performed. Consultant shall be responsible for becoming aware of and staying abreast of all such laws and ensuring that all services provided hereunder conform to

[COMPANY NAME]
Consultant Services Agreement Page 2 of 7

such laws. The terms of this Agreement shall be interpreted according to the laws of the State of California.

9. LIABILITY. Consultant shall indemnify, and hold harmless City, its officials, officers, and employees against any and all actions, claims, damages, liabilities, losses or expenses of whatsoever kind, name or nature, including legal costs and reasonable attorneys' fees, whether or not suit is actually filed, and any judgment rendered against City and/or its officials, officers, or employees that may be asserted or claimed by any person, firm, or entity arising out of Consultants' negligent performance, or th e negligent performance of its agents, employees, subcontractors, or invitees, as well as, negligent acts or omissions of Consultant, it’s agents, employees, subcontractors or invitees, however, this indemnity clause shall not apply if there is concurrent passive or active negligence on the part of City, or its officials, officers, agents or employees.

10. INSURANCE. Consultant shall maintain insurance coverage in accordance with the following during the course of its performance hereunder:

(A) Comprehensive General Liability Insurance (including premises and operations, contractual liability, personal injury and independent Consultants' liability) with the following minimum limits of liability:
(1) Personal or Bodily Injury -- $1,000,000, single limit, per occurrence; and (2) Property Damage -- $1,000,000, single limit, per occurrence; or (3) Combined single limits -- $2,000,000.

(B) Comprehensive Automobile Liability Insurance including as applicable own, hired and non -owned automobiles with the following minimum limits of liability:
(1) Personal or Bodily Injury -- $1,000,000, single limit, per occurrence; and (2) Property Damage -- $1,000,000, single limit, per occurrence; or (3) Combined single limits -- $2,000,000.

(C) Professional Liability Insurance with annual aggregates of $1,000,000 or such other amount as may be approved in writing by the City.

(D) Worker's Compensation Insurance that complies with the minimum statutory requirements of the State of California.

(E) Prior to commencement of services hereunder, Consultant shall provide City with a certificate of Insurance reflecting the above, and an endorsement for each policy of insurance which shall provide:
(1) The City, and its officials, officers, agents and employees are named as additional insured (with the exception of Professional Liability and Worker’s Compensation);
(2) The coverage provided shall be primary (with the exception of Professional Liability and Worker’s Compensation) as respects to City, its officials, officers, agents or employees; moreover, any insurance or self-insurance maintained by City or its officials, officers,

[COMPANY NAME]
Consultant Services Agreement Page 3 of 7

(F) With respect to Workers’ Compensation Insurance, the insurer shall agree to waive all rights of subrogation against City and City personnel for losses arising from work performed by Consultant for City, and the insurer's agreement in this regard shall be r eflected in the Workers’ Compensation Insurance endorsement.

11. OWNERSHIP OF DOCUMENTS . All of the documents required to be prepared pursuant hereto shall, upon the completion thereof, be deemed for all purposes to be the property of City. City’s ownership of documents includes any and all analysis, computations, plans, correspondence and/o r other pertinent data, information, documents, and computer media, including disks and other materials gathered or prepared by Consultant in performance of this Agreement. Such work product shall be transmitted to City within ten (10 ) days after a written request therefore. Consultant may retain copies of such products. Any re -use by City shall be at the sole risk of City and without liability to Consultant.

12. RECORDS AND INSPECTIONS . Consultant shall maintain full and accurate records with respect to all services and matters covered under this Agreement. City shall have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcripts therefrom, and to inspect all program data, documents, proceedings and activities. Consultant shall maintain an up -to-date list of key personnel and telephone numbers for emergency contact after normal business hours.

13. TAXPAYER IDENTIFICATION NUMBER . Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W-9, as issued by the Internal Revenue Service.

16. RIGHT TO TERMINATE . City may terminate this Agreement at any time, with or without cause, in its sole discretion, with thirty (30) days written notice.

17. EFFECT OF TERMINATION . Upon termination as stated in Paragraph “16” of this Agreement, City shall be liable to Consultant only for work performed by Consultant up to

[COMPANY NAME]
Consultant Services Agreement Page 4 of 7

This paragraph shall not apply and litigation fees shall not be awarded based on an order or otherwise final judgment that results from the parties’ mu tual settlement, arbitration, or mediation of the dispute.

19. COVENANTS AND CONDITIONS . Each term and each provision of this Agreement to be performed by Consultant shall be construed to be both a covenant and a condition.

20. INTEGRATED AGREEMENT . This Agreement represents the entire Agreement between the City and Consultant. No verbal agreement or implied covenant shall be held to vary the provisions of this agreement. This Agreement shall bind and inure to the benefit of the parties to this Agreement, and any subsequent successors and assigns.

(A) CONSULTANT
[NAME]
[ADDRESS 1]
[ADDRESS 2]
[TELEPHONE]

(B) City of Baldwin Park
Att.: Sam Gutierrez
14403 East Pacific Avenue
Baldwin Park, CA 91706
(626) 960-4011 ex. 460

[COMPANY NAME]
Consultant Services Agreement Page 5 of 7

IN WITNESS WHEREOF, the parties have executed this Agreement on the day first above written.

CITY OF BALDWIN PARK

By:

Mayor

Dated:

CONSULTANT: [COMPANY NAME]

By:

Name/Title

Dated:

Page 1 of 2 ends

CITY OF BALDWIN PARK

PUBLIC WORKS FEE SCHEDULE
Effective September 16, 2019

Service / Application Current Fee Proposed Fee
PARCEL (FINAL) MAP $3,000 plus $75 per parcel $3,000 plus $75 per parcel

TRACT (FINAL) MAP
$2,990 for 1st 4 lots/units plus $195 for each additional lot/unit for first three plan checks
$2,990 for 1st 4 lots/units plus $195 for each
additional lot/unit for first three plan checks
$225 for each additional plan check $225 for each additional plan check EASEMENT DEED REVIEW $495 $495
EASEMENT CHECKING $495 $495

MONUMENT INSPECTION
$270 for first monument plus $65 for additional
monument
$270 for first monument plus $65 for additional
monument
MAP CONSISTENCY VERIFICATION $440 $440
WAIVER & COMPLIANCE CERTIFICATION $400 $400
AGREEMENT/IMPROVEMENT SECURITY $450 $450
IMPROVEMENT AGREEMENT TIME EXTENSION $500 $500
ADDITIONAL PLAN SUBMITTAL Not In Use Not In Use

FINAL MAP TIME EXTENSION
Six months $275 $275
Twelve months $550 $550
CERTIFICATE OF CORRECTION $1200 $1200
CERTIFICATE OF COMPLIANCE $2000 $2000
STREET VACATION PROCESSING $2200 $2200
COVENANT & AGREEMENT REVIEW $1000 $1000
LOT LINE ADJUSTMENT $3300 $3300

ENGINEERING DOCUMENT/ STUDY/ REPORT REVIEW
(GEOTECHNICAL REPORT, HYDROLOGY & HYDRULICS

REPORT, LOW IMPACT DEVELOPMENT LID REPORT,
TRAFFIC STUDY, MISCELLANEOUS DOCUMENTS, ETC.)

$1,600

$1,600/each
EXPEDITED MAP/PLAN CHECK 1-1/2 times the original fee 1-1/2 times the original fee OTHER ENGINEERING SERVICES $50 per hour with minimum one hour $50 per hour with minimum one hour

ENCROACHMENT PERMIT-LANE CLOSURE
Per occurrence $175 $175
Monthly permit $490 $490
Annual permit $3750 $3750
ENCROACHMENT PERMIT-ROAD CLOSURE $650 $650
ENCROACHMENT PERMIT-OVERHEAD STRUCT. $560 $560

STREET CUT PLAN CHECK & INSPECTION
TRENCH LENGTH:

Up to 10 sq.ft. $115 $115
11 to 100 sq.ft. $115 plus $1.25 per sq.ft. over 10' $115 plus $1.25 per sq.ft. over 10' Over 100 sq.ft. $228 plus $1.04 per sq.ft. over 100' $228 plus $1.04 per sq.ft. over 100' SEWER DYE TEST $240 $240
STREET NAME CHANGE PROCESSING $1,590 plus $175 per sign $1,590 plus $175 per sign STREET ADDRESS CHANGE None None
PRIVATE DIRECTIONAL SIGN $2,500 for two years $2,500 for two years GRAFFITI ABATEMENT AGREEMENT Not In Use Not In Use
OVER WIDTH/HEIGHT/WEIGHT PERMIT $16 single trip permit; $90 annual permit (fees set by $16 single trip permit; $90 annual permit (fees set

GRADING & EXCAVATION PLAN CHECK
50 to 100 cubic yards $380 $380
101 to 1,000 cubic yards $380 + $82 per 100 CY $380 + $82 per 100 CY 1,001 to 10,000 cubic yards $1,120 + $200 per 1,000 CY $1,120 + $200 per 1,000 CY 10,001 to 100,000 cubic yards $2,920 + $275 per 10,000 CY $2,920 + $275 per 10,000 CY > 100,000 cubic yards $5,395 + $435 per 100,000 CY $5,395 + $435 per 100,000 CY

DRAINAGE PLAN CHECK
One to three lots $250 for the first lot $250 for the first lot Four or more lots $115 for each additional lot $115 for each additional lot

EROSION CONTROL PLAN CHECK
Less than 1 acre $130 $130
1 acre but less than 5 acres $500 $500

OFFSITE IMPROVEMENTS PERMIT (PLAN CHECK AND INSPECTION) $0 - $999 $175 $175
$1,000 - $9,999 $175 + 11% of value over $1,000 $175 + 11% of value over $1,000 $10,000 - $49,999 $1,165 + 8% of value over $10,000 $1,165 + 8% of value over $10,000 $50,000 - $99,999 $4,365 + 4% of value over $50,000 $4,365 + 4% of value over $50,000 $100,000 - $999,999 $6,365 + 2% of value over $100,000 $6,365 + 2% of value over $100,000

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CITY OF BALDWIN PARK

PUBLIC WORKS FEE SCHEDULE
Effective September 16, 2019

Service / Application Current Fee Proposed Fee
Street Improvements (such as curb only, cross gutter,
sidewalk, driveway approach, curb & gutter, ADA ramp,
etc.)

Refer to Fees under Offsite Improvement Permit
Storm Drain Improvements (such as parkway drain,
catch basin, manhole, SD mainline and lateral, etc.)

Refer to Fees under Offsite Improvement Permit
Traffic Improvements (such as red curbs, striping,
lettering/ arrow, street name signs, traffic regulatory signs, traffic signal, etc.)

Refer to Fees under Offsite Improvement Permit
Sewer Improvements (such as manhole, sewer mainline
and lateral, etc.)

Refer to Fees under Offsite Improvement Permit
Other Improvements (such as Street light and street
tree installation, etc.)

Refer to Fees under Offsite Improvement Permit

GRADING & EXCAVATION INSPECTION
50 - 100 cubic yards $355 $355
101 - 1,000 cubic yards $355+$65 per 100 CY $355+$65 per 100 CY 1,001 - 10,000 cubic yards $940+$85 per 100 CY $940+$85 per 100 CY 10,001 - 100,000 cubic yards $1,705+$30 per 100 CY $1,705+$30 per 100 CY > 100,000 cubic yards $1,980.00 $1,980.00

DRAINAGE INSPECTION
One to three lots $300 for first lot $300 for first lot Four or more lots $115 for each additional lot $115 for each additional lot

EROSION INSPECTION
Less than 1 acre $385 first three acres $385 first three acres 1 acre but less than 5 acres $125 each additional acre $125 each additional acre SEWER SEDDLE AND WYE $500/each
TRAFFIC CONTROL PLAN CHECK $85 + 75/HR
OTHER FIELD INSPECTION FBHR*
RE-INSPECTION FBHR*

NATIONAL POLLUTANT DISCHARGE ELIMINATION

SYSTEM (NPDES) INSPECTION

FBHR*

C&D MATERIALS MANAGEMENT
DEMOLITION $300 for 1st review
$75 for each subsequent review
CONSTRUCTION $300 for 1st review
$75 for each subsequent review

C&D MATERIALS MANAGEMENT ADMIN FEE
DEMOLITION $100
CONSTRUCTION $100
C&D MATERIALS MANAGEMENT RE-ROOF PROJECT $75

STAFF REPORT
ITEM NO. ____12____

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TO: Honorable Mayor and Members of the City Council
FROM: Sam Gutierrez, Director of Public Works
PREPARED BY: Romany Basilyous, Engineering Manager
DATE: April 17, 2024
SUBJECT: Approval of a Construction Contract with Gentry General Engineering Company for the Construction and Completion of Unfinished Improvements for City Project No. CIP 22 -040, Calino Avenue Sewer and Storm Drain Improvements

SUMMARY
This item will authorize the award of a construction contract to Gentry General Engineering Company (GGE), in an amount of $851,790.78 for the completion of unfinished improvements at Calino Avenue . As part of the contract, GGE will be resuming the construction of improvements originally awarded to Stance Construction Company (SCC) that have been left uncompleted . SCC has ceased all construction activities and inform ed the City that it will be going out of business. The remaining work for the project consists of construction of sanitary sewer including lateral house connections , installation of storm drains and construction of street infrastructure improvements.

RECOMMENDATION
It is Staff’s recommendation that the City Council:

1. Find Stance Construction Company in default of its Contract; and

2. Approve and award the construction contract to Gentry General Engineering Company of Colton, CA in the amount of $851,790.78 for the completion of unfinished improvements at Calino Avenue; and

3. Authorize the Mayor and City Clerk to execute the contract with Gentry General Engineering Company; and

4. Authorize the Director of Finance to transfer $80,000 from CIP22-037, Acct. # 275-50-752-58100-55017 to CIP22-040, Acct #275-50-752-58100-55021; allocate $310,617.77 to Acct 100-50-000-46950-55021 from expected surety payment received and Acct #100 -50-752-58100-55021 for the additional expenditures and to make necessary budget adjustments.

FISCAL IMPACT
There is no additional fiscal impact to the General Fund since additional cost will be paid form Surety . Funding for the remaining construction costs of the project will be listed as follows:

Available Funds Amount
Fund Transfer From Acct #275-50-752-58100-55017 To Acct #275-50-752-58100-55021 $80,000.00 Appropriate To Act #100-50-752-58100-55021(Surety payment) $310,617.77 CIP22-040 Acct #275-50-752-58100-55021 (Remaining Balance) $493,335.55 Total Amount $883,953.32

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BACKGROUND
Calino Avenue is located west of Puente Avenue and south of the Interstateb10 Freeway and is an unimproved private residential street. The pavement is in poor condition and does not meet the City street standards resulting in flooding of the street. There are no curb and gutters, sidewalks, storm drains nor sanitary sewer availability.

Twelve (12) of the homes along Calino Avenue are on septic tank systems. Septic tanks are susceptible to leaks, overflows, and become obstructed if not properly maintained, p osing a risk to residents and the environment.

Septic tanks are no longer allowed by the State of California when sanitary sewer infrastructure is available.

In 2004, in an effort to address the situation, eighty-four percent (84%) of the property owners who reside along Calino Avenue signed a petition requesting that the City initiate the formation of an assessment district. On October 20, 2004, the City Council adopted Resolution 2004 -073 declaring its intent to construct certain improvements based on the proposed Calino Avenue Assessment District No. 2004 -01. Despite the adoption of the resolution, the proposed formation of the assessment district was not formed due to lack of participation by two property owners. The largest property holds two homes and one apartment complex.

However, considering the passage of the American Recovery Plan Act (ARPA), renewed interest from the residents lead to a preliminary review for the feasibly of constructing the improvements by leveraging these funds.

This once-in-a-generation infusion of funds provides an opportunity for State, Local, and Tribal governments with the ability to address a broad range of water and sewer infrastructure needs. ARPA provides governments with wide latitude to identify investments in water and sewer.

In December 2022, City Council accepted the plans and specifications and awarded the const ruction contract to Stance Construction Company in the amount of $649,726.51. On April 5, 2023, City Council authorized additional scope in the amount of $92,950.00 to abandon existing septic tanks and to make 12 sewer lateral connections to the newly constructed sewer main line extension.

In October 2023, Stance Construction Company “ SCC” ceased all construction activities at Calino Avenue and informed the City that it is going out of business and will not be returning to complete the Project.

DISCUSSION
In order to resume the project and complet e the work, SCC must be found to be in default of its contract and a replacement contractor be selected to take over the project. Staff has reviewed all appropriate documentation and determined that SCC appears to be in default of its Contract, specifically under section 6 -7.1, subd. (a), (b), and (d) of the “Greenbook” Standard Specifications for Public Works Construction (“Greenbook”) that is made a part of the Contract Documents for the Contract for the Project. SCC was given ample op portunity to remedy the situation but failed to respond and did not commence satisfactory corrective action within an appropriate timeframe.

In November 2023, the City filled a Notice to Cure with the Surety company “Argonaut Insurance” to place Stance Construction Company in default of its Contract . At the same time, the City took proactive action in finding another contractor to complete the job. After reaching out to four (4) contractors, the City received a quote from Gentry General Engineering Company in an amount of $851,790.78 and considered that quote the lowest responsible and responsive quote . That quote was procured as a completion contract of the prior defaulting contractor’s contract and therefore exempt from competitive bidding pursuant to Shore v. Central Contra Costa Sanitary District (1962) 208 Cal.App.2d 465.

In March 18, 2024 Argonaut Insurance Company agreed to pay the City $310,617.77 to mitigate any potential damages and to cover most of the cost of the new agreement with Gentry General Engineering Company. Based on this, Staff is recommending that the City Council find SCC to be in default of its contractual obligations

Page 3 ends

resulting in the consequences specified in the Contract Documents and authorize the award of contract to Gentry General Engineering for the completion of the unfinished improvements at Calino Avenue.

ALTERNATIVES

1. The City Council may choose not to award a construction contract, reject the agreement, and re-bid the project. This action is not recommended as re -bidding the project will delay the work and may result in increased costs.

2. Provide Staff with alternate direction.

CEQA REVIEW
The subject Calino Avenue Street Improvements Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to a Class 1 (Section 15301, Existing Facilities), subsection (c) exemption, which includes Existing highways and st reets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities (this includes road grading for the purpose of public safety), and other alterations such as the addition of bicycle facilities, including but not limited to bicycle parking, bicycle-share facilities and bicycle lanes, transit improvements such as bus lanes, pedestrian crossings, street trees, and other similar alterations that do not create additional automobile lanes). The key consideration for a Class 1 exemption is whether the project involves negligible or no expansion of an existing use.

LEGAL REVIEW
This report has been reviewed and approved by the City Attorney as to legal form and content.

ATTACHMENTS

1. Agreement with Gentry General Engineering Company.

IN WITNESS WHEREOF, the parties have executed and entered into this Agreement as of the date first written above.

CONTRACTOR:

BY: -�_V_t,.,_-n'Yl __ G�t,t"l-r"f
----+- ------(PrintName)
Signature: ��-
Title:

Address:

CITY OF BALDWIN PARK, a municipal corporation
By: _______________ _
Emmanuel J. Estrada, MAYOR
ATTEST:

By:--,,---,-----------
Christopher Saenz, City Clerk
APPROVED AS TO FORM:

Marco Ornelas Lopez, Assistant City Attorney

STAFF REPORT
ITEM NO. ____13____

Page 1 ends

TO: Honorable Mayor and Members of the City Council
FROM: Sam Gutierrez, Director of Public Works
PREPARED BY: David Lopez, Associate Engineer
DATE: April 17, 2024
SUBJECT: Authorization to Submit a Voucher Application Pursuant to the U.S. Department of Energy’s Energy Efficiency Conservation Block Grant Program (EEBCG) for the Procurement of Solar Powered Lighting

SUMMARY
This report seeks City Council authorization to submit a federal voucher application to the U.S. Department of Energy’s Energy Efficiency Conservation Block Grant Program (EECBG) for the procurement of solar-powered lighting fixtures to be installed at various locations citywide, including Hilda Solis Park, Morgan Park and parkette located on Baldwin Park Blvd and Sterling Avenue , among other locations . The U.S. Department of Energy (DOE), through its EECBG program announced a non-competitive funding opportunity available to government agencies for formula grant funds based on population. At least 19 cities in the San Gabriel Valley are eligible for formula funds including the City of Baldwin Park. The City’s EECGB allocation is listed as $127,900.

RECOMMENDATION
It is recommended that the City Council:

1. Authorize staff to submit a voucher application to the Department of Energy’s EECBG Program for the procurement of solar-power lighting equipment; and

2. Authorize the Director of Finance to appropriate $127,900 to Fund No. 270, assign an account number including the project number, and make the necessary budget adjustments; and

3. Authorize the Director to Public Works to process the necessary grant documentation.

FISCAL IMPACT
There is no net fiscal impact to the General Fund . The funds for this Grant will be front funded by the General Fund Reserve and subsequently recovered on a reimbursement basis upon completion of the procurement process.

The total funding available for this project is $1 27,900, per the DOE’s Final Allocation of Funds notice. All funding will go towards energy efficient, solar-powered lighting equipment purchase and installation.

BACKGROUND
In 2022, the Department of Energy’s EECBG program was funded through the Infrastructure Investment and Jobs Act (IIJA). As part of the program, the DOE will distribute $440 million in formula and competitive EECBG Program funding to eligible local government, states, and Indian tribes, with 98% of the funds being directly allocated to entities eligible for the formula allocation, and 2% as competitiv e grants for formula -ineligible entities. As a local government with more than 35,000 people, the City of Baldwin Park would be eligible for a formula allocation of up to $1 27,900. The program outlines 14 eligible activities which range from strategy development to clean energy development including renewable energy, zero-emission transportation, and energy efficiency projects. In order to be eligible to receive funding the DOE requested that interested entities complete and submit a pre-award application sheet by April 28, 2023. The City submitted the application on April 18, 2023 and received acknowledgement of receipt on April 19, 2023.

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DISCUSSION
The City of Baldwin Park has over 600 streetlights and facility lighting fixtures that were retrofitted to LED in 2017 as part of the City’s Energy Efficiency Project. The proposed use for the grant funds would be to supplement, or in some cases, increase lighting amenities to park and open space locations currently without any lighting. This can be done in a cost -effective and expedited manner with the use portable solar-powered light standards and fixtures that are in -line with the City’s goals of sustained long -term impacts in terms of energy, emission reductions, and equitable workforce and community investment opportunities. Staff has already performed a n audit and has identified several high-need locations in which to install the light standards.

Local governments receiving an allocation can choose to receive the funding as a formula grant, a voucher for technical assistance, or a voucher for equipment purchase and installation. The vouchers are equivalent to the formula allocation amount, and eligible entities that opt for vouchers have a simplified application process. Those using vouchers will not need to apply for and administer a direct federal grant, will have reduced documentation, monitoring and reporting requirements, and are not required to establish financial management systems typically required for federal grant management. The voucher option is recommended by DOE for entities receiving less than $250,000, and therefore Staff recommends pursuing a voucher in lieu of a grant.

The application deadline to submit for a voucher is April 30, 2024. As part of the application process, an Energy Efficiency and Conservation Strategy ("EECS/Strategy") must be submitted. For loca l government entities, a detailed EECS/Strategy and project specific information may be submitted, revised, or amended within 120 days of the effective date of the award . Since there are several upgrades needed in the City’s lighting facilities, staff recommends applying the entirety of the allocated funds for lighting equipment purchase and installation.

ALTERNATIVES
The City Council may choose:

1. Not to authorize the voucher application and direct staff to apply for the program as a grant, however, this route is not recommended for awarded amounts under $250,000 and would require significantly more administrative work and time for application, implementation, and reporting.

2. Provide alternate direction.

CEQA REVIEW
The action being considered by the city council is exempt from the California Environmental Quality Act (CEQA) because it is not a “project” under section 15378(b)(5) of CEQA guidelines. The action involves an organizational or administrative activity of g overnment that will not result in a direct or indirect physical change in the environment.

LEGAL REVIEW
This report has been reviewed and approved by the City Attorney as to legal form and content.

ATTACHMENTS

1. Site Map and Locations

STAFF REPORT
ITEM NO. _____14_____

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TO: Honorable Mayor and Members of the City Council
FROM: Enrique C. Zaldivar, City Manager
Sam Gutierrez, Director of Public Works
Manuel Carrillo Jr., Director of Recreation and Community Services
PREPARED BY: Romany Basilyous, Engineering Manager
DATE: April 17, 2024
SUBJECT: Consideration and Direction for Title and Sub -Logo for the Education and Outreach Campaign for Active Transportation Cycle 3 Project – CIP 20 -129, San Gabriel River Commuter Bikeway Greening Project Ph II – Generally known as the Big Dalton Bike and Walk Trail

SUMMARY
This item seeks to provide an update to the City Council on the non-infrastructure components for the Active Transportation Cycle 3 (ATP) of the San Gabriel River Bikeway Greening Project and seeking City Council direction on project elements such as the outreach project messaging title and sub-logo.

RECOMMENDATION
It is recommended that the City Council:

1. Select an official local name for the Bike/Walk Trail Project; and

2. Select a project sub-logo to be used along with the City’s logo.

FISCAL IMPACT
The approval of this action will have no impact on the City’s General Fund. The project is included in the current Fiscal Year’s Capital Improvement Program (CIP) approved by City Council. There is no additional appropriation required. The funds are available in the approved budget for the project.

BACKGROUND/ DISCUSSION
This project is phase II and a continuation of phase I of the City Project No. CIP 19 -41 San Gabriel River Commuter Bikeway Trail. In Phase I, the project included the construction of a Class 1 Bikeway along the San Gabriel River from Ramona Boulevard to the Walnut Creek Wash and connection to Walnut Creek Nature Park.

Phase II of the project includes all landscaping and irrigation improvements along the Bikeway Trail.

The Trail has been referred to by various names over the years, starting with the fact that the trail is part of the LA County’s Bike Trail System and such it is a leg of the San Gabriel River Commuter Bikeway Trail. However, for our City purposes, we can name the segment within the city boundaries with a unique name to be used locally, which is what this report is recommending.

On March 17, 2022, the California Transportation Commission’s (CTC), allocated State funds through its Active Transportation Program (ATP Cycle 3) for the construction of the San Gabriel Commuter Bike Path Greening Project. The allocated amount, totaling $ 677,000, included two (2) State Grants: ATPLNI -5323(038) for non - infrastructure work and ATPL-5323(039) for construction.

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On September 20, 2023, City Council approved a Consultant Agreement with Tripepi Smith and Associates (TSA), in the amount not to exceed $104,000 , for non-infrastructure components for the Project, including the programming and outreach of bike events, strategic development, social media management, press releases, web hosting and support, content generation, graphics videos and any other marketing or public affairs tasks assigned by the City.

As part of the ongoing outreach campaign , TSA and the Bal dwin Park teams felt that the messaging for the outreach campaign should have an “umbrella” term to reduce confusion among the various leg segments of the trail, all of which have different names associated for each grant. With consensus from the team, and in an effort to consolidate the messaging under a consistent campaign, TSA proposed three (3) titles and four (4) sub-logos to choose from as following:

Title Options:

A. Baldwin Park Greenway
B. San Gabriel River Bikeway / Greenway / Greening
C. Big Dalton Wash Greenway / Trail

Sub-logos Options: (Please see Attachment # 1)

Staff recommended “Baldwin Park Greenway” title to establish a brand reflecting that one continuous path will eventually span both the San Gabriel River and Big Dalton Wash segments and together cover 5+ miles of the City. Even though the ATPLNI grant covers the San Gabriel River segment, staff want to start the narrative that there will ultimately be one continuous bikeway. Staff opted for the "Greenway" tagline (as opposed to a bikeway, etc) to be inclusive of all forms of active transportation.

ALTERNATIVES
The City Council may choose to provide staff with alternate direction.

CEQA REVIEW
The subject San Gabriel River Commuter Bikeway Project is exempt from the California Environmental Quality Act (CEQA) pursuant to a Class 1 (Section 15201, Existing Facilities), subsection (c) exemption, which includes the repair, maintenance, and/or minor alteration of existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities (this includes road grading for the purpose of public safety) The key consideration for a Class 1 exemption is whether the project involves negligible or no expansion of an existing use.

LEGAL REVIEW
This report does not require legal review.

ATTACHMENTS

1. Sub-logo design options

Option A
Option B
Option C
Option D

STAFF REPORT
ITEM NO. ____15____

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TO: Honorable Mayor and Members of the City Council
FROM: Rose Tam, Director of Finance
DATE: April 17, 2024
SUBJECT: American Rescue Plan Act (ARPA) Grant Updates on Appropriations, Expenditures, and Available Balances

SUMMARY
The American Rescue Plan Act of 2021 (ARPA) was signed into law on March 11, 2021, providing $350 billion in additional funding for state and local governments to assist in pandemic rescue and recovery efforts. The City of Baldwin Park was allocated and receiv ed $22,917,903. This report is intended to provide updates on appropriations, expenditures, and available balances as of March 31, 2024, and to seek City Council approval and direction regarding the remaining unappropriated balance.

RECOMMENDATION
It is recommended that the City Council:

1. Approve or make changes to the ARPA updated allocation, and

2. Add new programs or projects to the remaining unappropriated balance, and

3. Authorize the Director of Finance to set up account #s for appropriation to the new programs and projects and make necessary budget amendments.

FISCAL IMPACT
There is no fiscal impact on the General Fund. These updates will provide the City Council with the opportunity to allocate the remaining unappropriated balance in the of $403, 630 from the ARPA grants for programs and projects aimed at benefiting the community, promoting safety, and addressing infrastructure needs, as outlined in the attached detailed list, though not limited to it.

BACKGROUND/DISCUSSION
The American Rescue Plan Act of 2021 (ARPA) was signed into law on March 11, 2021, to provide additional funding for state and local governments to assist in pandemic rescue and recovery efforts. Since the City has received the full allocation of $22,917,903, and with the City Council’s direction, we have allocated the grants to sixty-nine projects and programs aimed at providing assistance to the community. These include but are not limited to support for senior citizens, local school students, youth workf orce programs, homeless assistance, nonprofit organizations, and local businesses, as detailed in the attached list. The grants also support the City’s various programs and projects, which aim to promote safety and address infrastructure needs within the community.

The ARPA grants are required to be obligated by December 31, 2024, and utilized by December 31, 2026. As described by the Treasury, the term “obligation” means placing orders for property and services and entering into contracts, subawards, and similar transactions that require payment.

ALTERNATIVES
City Council may direct staff with a desired alternative and may continue to add additional programs and projects with the available balance.

Page 2 ends

LEGAL REVIEW
Legal review is not required.

ATTACHMENTS

1. ARPA Appropriation/Expenditure/Available Balances Updates

Item # Department Description/Project Name ARPA Category Appropriation Total
Expenditures
as of 3/31/24
Available
Balance Appropriation
Total
Expenditures
as of 3/31/24
Available
Balance
Available Balance
for
Reappropriation
Note
1 IT Microsoft 365 and Exchange Migration EA License Broadband:

Other Projects 165,000 165,000 -$ - - Completed. Need to consider future annual license fee for about $100K/year 2 IT Citywide Phone System Upgrade Broadband:

Other Projects 200,000 182,370 17,630$ - - 17,629.8 Completed. 3 IT Server Upgrades Broadband:

Other Projects 100,000 100,000 -$ - - 4 IT Purchase Computers and Tablets Broadband:

Other Projects 199,294 199,294 -$ - - 5 IT Upgrade Internet Bandwidth Broadband:

Other Projects 146,065 132,065 14,000$ - - Completed but need to keep remaining balance for future pmt. Estimated future annual subscription $70K. Might go up depending on the speed needed. 6 IT Website Upgrades Broadband:

Other Projects 250,000 44,166 205,834$ - - Civic Plus-Once it's final, will allocate any remaining balance to the Microsoft lic. Fee 7 IT Cyber Security System and Software Subscription Broadband:

Other Projects 100,000 49,960 50,040$ - - Completed and will use the remaining balance to fund future subscription. Estimated $35K/year. 8 IT
Dell PowerStor SSD, Meraki Wi-Fi Access Points, IT
Workstations and laptops, UPS and Netgear ObiGuest Wi-Fi for Recreation facilities
Broadband:
“Last Mile”
projects
85,000 - 85,000$ - - New project and not complete yet. 9 HR Office Chairs** Revenue
Replacement 75,000 59,934 15,066$ - - Will complete by the end of April 2024 10 City Clerk Prime Government** a) Revenue
Replacement 152,158 61,580 90,577$ - - Contract expires in June 2025.Original remaining balance $84,759. Recommend to reallocate the shortage of $5,818 from item #11.
11 Finance Budget Software** a) Revenue
Replacement 165,981 87,113 78,868$ - - Plan to discontinue the program to reallocate the fund to the Administrative cost or LA County for the animal control fees after proposed of $5,818 to item #10. Original remaining balance $84,686.
12 Finance Administrative Expenditures Administrative
Expenses 72,476 25,946 46,530$ - - Continue to use to cover small portion of allowable Admin cost. 13 PD Body and Vehicle Cameras** Revenue
Replacement - -$ 554,933 541,627 13,306 Will apply remaining balance to pay for the annual lic. plate reader fee-$75K/year. 14 PD Spillman RIPA & NIBRS Compliant Software (FY 2024)** Revenue Replacement 45,000 - 45,000$ - - 15 PD Lease vehicles - Patrol, Detective and Admin** Revenue Replacement 500,000 416,924 83,076$ - - 16 PD Upgrades to the Emergency Operations Center (EOC) Other Public Health Services 100,000 - 100,000$ - - 17 PD Replace PD Telephone and Radio Audio Recorder** Revenue Replacement 42,000 - 42,000$ - - 18 PD Replace Obsolete PD Tasers
Personal
Protective
Equipment
182,883 182,883 -$ - - 19 PD PD Mobile Command Upgrades** Revenue
Replacement 120,000 - 120,000$ - - 20 PD Crossing Guard Services (FY 2022)
Aid to Other
Impacted
Industries
- -$ 124,794 124,794 -

20.1 PD Crossing Guard Services (FY 2024)
Aid to Other
Impacted
Industries
- -$ 159,590 - 159,590

20.2 PD Crossing Guard Services (FY 2025)
Aid to Other
Impacted
Industries
- -$ 100,000 - 100,000 21 PD Replace Surveillance System for PD** Revenue
Replacement 188,816 188,816 -$ - -

ARPA APPROPRIATION/EXPENDITURE/AVAILABLE BALANCE UPDATES

CITY COMMUNITY
Item # Department Description/Project Name ARPA Category Appropriation Total
Expenditures
as of 3/31/24
Available
Balance Appropriation
Total
Expenditures
as of 3/31/24
Available
Balance
Available Balance
for
Reappropriation
Note

ARPA APPROPRIATION/EXPENDITURE/AVAILABLE BALANCE UPDATES

CITY COMMUNITY
22 PD Crime Statistics/Analysis/Crime Mapping Solution
Community
Violence
Interventions
- -$ 20,000 20,000 - 23 PD Replace 25 Mobile Data Computers (MDC)** Revenue
Replacement 160,000 81,286 78,714$ - - 24 PD BPPD Pride Platoon (FY 2023)
Addressing
Educational
Disparities:

Mental Health
Services
- -$ 11,997 11,997 - 25 CD Oath to Country Foundation Veteran Home Rehab
Assistance
Housing Support:

Other Housing
Assistance*^
- -$ 50,000 25,000 25,000 26 CD Shop Local Program- Yiftee
Small Business
Economic
Assistance
(General)
- -$ 115,000 112,105 2,895 27 CD Affordable Homeowner Expansion Agreement Other Public Health Services - -$ 2,000,000 1,725,000 275,000 28 PW Conceptual Design for Susan Rubio Zocalo Park & Civic Center Plaza**
Revenue
Replacement - - 34,240 34,240 - 29 PW Public Works Maintenance Yard Upgrades** Revenue
Replacement 2,550,000 196,616 2,353,384 - - Estimated $65K for sewer & water to reclass/reduce same amount from Revenue Replacement 30 PW Storm and Sewer Assessment - Master Plan b)
Clean Water:

Other Sewer
Infrastructure
- - - - - Reallocate original appropriated $80K to Calino Sewer & Storm Drain project. 31 PW City Hall Improvements including Council Chambers** Revenue Replacement 2,940,000 544,096 2,395,904 - - 32 PW Calino Avenue Sewer and Storm Drain b)
Clean Water:

Other Sewer
Infrastructure
- - 1,090,810 512,474 578,336 Allocate $80k from Item#30. 33 PW Toilet Replacement Program Water and
Sewer: Other - - 587,000 221,000 366,000 366,000 Total estimated cost included $68,977.20 for 235 not committed/uninstalled toilets plus $30,492 for extra room to meet costs may incur.
34 PW Susan Rubio Zocalo Park & Civic Center Plaza** Revenue Replacement - - 1,200,000 662,859 537,141 Estimated $65K for sewer & water to reclass/reduce same amount from Revenue Replacement 35 Recreation Programming for Family Services Center
Economic
Impact
Assistance:

Other
- - 90,000 - 90,000 36 Recreation Games Room Equipment Upgrades** Revenue
Replacement - - 75,000 3,859 71,141 37 Recreation Install New Shade Sails at Morgan and Hilda Solis Parks c) Economic
Impact
Assistance:

Other
- - - - - Reallocate original appropriated $300K to Morgan Park Restrooms Improvements. 38 Recreation Martial Arts Room Mat Flooring** Revenue
Replacement - - 75,000 - 75,000 39 Recreation Replace Boxing Ring at Community Center** Revenue Replacement - - 50,000 24,310 25,690 40 Recreation Digital Communication Equipment ** Revenue Replacement 20,000 20,000 - - - Item # Department Description/Project Name ARPA Category Appropriation Total
Expenditures
as of 3/31/24
Available
Balance Appropriation
Total
Expenditures
as of 3/31/24
Available
Balance
Available Balance
for
Reappropriation
Note

ARPA APPROPRIATION/EXPENDITURE/AVAILABLE BALANCE UPDATES

CITY COMMUNITY
41 Recreation Recreational Subsidy Program c )
Healthy
Childhood
Environments:

Child Care
- - 35,000 12,989 22,011 Reallocate $40k to Morgan Park Restrooms Improvements. 42 Recreation Free Excursions for youth, teen, and family c) Healthy
Childhood
Environments:

Other
- - 35,000 13,188 21,812 Reallocate $15k to Morgan Park Restrooms Improvements. 43 Recreation Food Distribution Program
Household
Assistance: Food
Programs
- - 452,500 417,046 35,454 44 Recreation Cultural Exhibit/Program
Healthy
Childhood
Environments:

Child Care
- - 17,500 - 17,500 45 Recreation Senior Trips & Events Reimbursement Program d) Economic
Impact
Assistance:

Other
- - 193,940 118,727 75,213 Allocate $60k from Senior Meal Delivery Program. 46 Recreation Senior Meal Delivery Program d)
Household
Assistance: Food
Programs
- - 522,000 437,653 84,347 Reallocated $130K from Senior Trips & Events Reimbursement Program 11/1/2023 Reallocated $75K from Recreational Subsidy Program 11/15/2023 Reallocate $60k to Senior Trips & Events Reimbursement Program 47 Recreation Santa Clothes Program e)
Economic
Impact
Assistance:

Other
- - 255,000 151,482 103,518 Allocate $100k from BASiC Subsidy Reimbursement Program to cover this program through 2026.
48 Recreation BASiC Subsidy Reimbursement Program e)
Healthy
Childhood
Environments:

Child Care
- - 219,352 164,042 55,310 Reallocate $100k to Santa Clothes Program 49 Recreation Downtown Street Market Business Space Grant f) Economic
Impact
Assistance:

Other
- - - - - Reallocate original appropriated $25k to Downtown Street Market PSA Campaign. 50 Recreation Downtown Street Market PSA Campaign f)
Economic
Impact
Assistance:

Other
- - 35,000 7,599 27,401 Allocate $25k from Downtown Street Market Business Space Grant. 51 Recreation Posada (FY 2023)
Economic
Impact
Assistance:

Other
- - 10,000 8,790 - The remaining balance has been carried to FY 2024.

51.1 Recreation Posada (FY 2024) g)
Economic
Impact
Assistance:

Other
- - 8,630 5,780 2,850 Allocate $2,957.25 from Drive Thru Food Giveaway. 52 Recreation Baldwin Park NOW Small Businesses Ad Space Contributions to UI Trust Funds - - 12,000 1,850 10,150 53 Recreation Appliances for Recreational Facilities Other Public Health Services - - 94,150 82,034 12,116 Item # Department Description/Project Name ARPA Category Appropriation Total
Expenditures
as of 3/31/24
Available
Balance Appropriation
Total
Expenditures
as of 3/31/24
Available
Balance
Available Balance
for
Reappropriation
Note

ARPA APPROPRIATION/EXPENDITURE/AVAILABLE BALANCE UPDATES

CITY COMMUNITY
54 Recreation Recreation Transportation for Children Services Healthy
Childhood
Environments:

Other
- - 9,500 2,145 7,355 55 Recreation Replace Roof at Community Center-Sr. & Teen Center** Revenue Replacement - - 1,000,000 - 1,000,000 56 Recreation High School Band Boosters** Revenue
Replacement 24,000 24,000 - 57 Recreation Student Field Trip Financial Assistance** Revenue Replacement - - 120,000 80,818 39,182 Include estimated cost for fieldtrips in May 2024. 58 Recreation Re-hire Part-Time Staff for Recreation Departments ($270,000 each for FY 2023 & FY 2024)
Public Sector
Workforce:

Rehiring Public
Sector Staff
540,000 472,500 67,500 - - 59 Recreation Audio Visual System at Senior Center** Revenue Replacement - - 36,952 36,952 - 60 Recreation Drive Thru Food Giveaway g)
Household
Assistance: Food
Programs
- - 4,743 4,743 - Completed, reallocate remaining balance of $2,957.25 to Posada. 61 PD/City-Wide LA County Animal Control (FY 2023) Other Public Health Services - - 333,711 333,711 -

61.1 PD/City-Wide LA County Animal Control (FY 2024) Other Public Health Services - - 676,259 519,674 156,585

61.2 PD/City-Wide LA County Animal Control (FY 2025) Other Public Health Services 673,559 - 673,559 Proposed for FY 2024-25 62 Recreation
PW
CD
Garvey Family Bridge Project/HHPP (Capital Portion) Other Public Health Services - - 327,831 327,831 - 63 Recreation
PW
CD
Garvey Family Bridge Project/HHPP (Operating Portion)
Negative
Economic
Impacts
- - 122,652 74,767 47,885 64 City-Wide One-Time Premium Pay Public Sector
Employees 1,242,522 1,242,522 - - - 65 City-Wide ARPA SB95 Sick Leave (COVID)
Household
Assistance: Paid
Sick and Medical
Leave
51,982 51,982 - - - 66 City-Wide Mental Health Awareness (FY 2023)
Addressing
Educational
Disparities:

Mental Health
Services
2,300 2,300 - 60,520 47,818 12,703

66.1 City-Wide Mental Health Awareness (FY 2024)
Addressing
Educational
Disparities:

Mental Health
Services
- - 33,262 - 33,262 Item # Department Description/Project Name ARPA Category Appropriation Total
Expenditures
as of 3/31/24
Available
Balance Appropriation
Total
Expenditures
as of 3/31/24
Available
Balance
Available Balance
for
Reappropriation
Note

ARPA APPROPRIATION/EXPENDITURE/AVAILABLE BALANCE UPDATES

CITY COMMUNITY
67 City-Wide NextGen Youth Workforce Program w/Goodwill Assistance to
Unemployed or
Underemployed
Workers (e.g. job
training,
subsidized
employment,
employment
supports or
incentives)
- - 247,000 106,967 140,033 Include additional proposed of $120k in the staff report for the 4/17/24 CC mtg to cove calendar year 2024. 2025, and 2026.
68 Admin Baldwin Park Eastside Little League Youth Organization Economic
Impact
Assistance:

Other
- - 13,000 13,000 - 69 Recreation/P
W Morgan Park Restrooms Improvements c) Other Public
Health Services - - 590,000 29,712 560,288 Allocate $300k from Install New Shade Sails at Morgan and Hilda Solis Parks project Allocate $40k from Recreational Subsidy Program.

Allocate $15k from Free Excursions for youth, teen, and family. (E-Team meeting 4/9/24)
10,396,476$ 4,507,351$ 5,889,125$ 12,501,426$ 7,042,583$ 5,457,632$ 383,629$

CITY COMMUNITY TOTAL
11,458,952$ 11,458,952$ 22,917,903$
10,396,476$ 12,501,426$ 22,897,903$
1,062,475$ (1,042,475)$ 20,000$
Total
Appropriation
Total
Expenditures
Total
Available
Balance
as of 3/31/24
CITY 10,396,476$ 4,507,351$ 5,889,125$ COMMUNITY 12,501,426$ 7,042,583$ 5,458,843$ 22,897,903$ 11,549,935$ 11,347,968$
Total allowed to be used in Revenue Replacement Category (Unrestricted like General Fund) 10,000,000$ Total projected appropriation to Revenue Replacement Category (City)** 6,958,954$ Total projected appropriation to Revenue Replacement Category (Community)** 3,170,125$ 10,129,080$
Total Projected Revenue Replacement Available Balance/(Deficit) $ (129,080) PW Yard - Estimated cost for sewer & water to reclass from Revenue Replacement $ 65,000 Zocalo - Estimated cost for sewer & water to reclass from Revenue Replacement $ 65,000 Total Estimated Overage Reduction 130,000$
Cushion left for Revenue Replacement 920$
Total Available Balance
TOTAL
Total ARPA Received and Allocation
Total Appropriation and New Request

STAFF REPORT
ITEM NO. ____SA-1____

Page 1 ends

TO: Honorable Mayor and Members of the City Council
FROM: Rose Tam, Director of Finance
PREPARED BY: Grace Nguyen, Senior Finance Clerk
DATE: April 17, 2024
SUBJECT: Successor Agency to The Dissolved Community Development Commission of The City of Baldwin Park Warrants and
Demands

SUMMARY
Attached is the Warrants and Demands Register for the Successor Agency to the Dissolved Community Development Commission of the City of Baldwin Park to be ratified by the City Council.

RECOMMENDATION
Staff recommends that the Board ratify the attached Warrants and Demands Register.

FISCAL IMPACT
The total of the attached Warrants Register for Successor Agency of the City of Baldwin Park was $1,025.00.

BACKGROUND
The attached Claims and Demands the required information as set out in the California Government Code. Staff has reviewed the requests for expenditures for the appropriate budgetary approval and for the authorization from the department head or its design ee. Pursuant to Section 37208 of the California Government Code, the Chief Executive Officer or his/her designee does hereby certify to the accuracy of the demands hereinafter referred. Payments released since the previous meeting and the following is a summary of the payment released:

1. The March 08, 2024 to April 04, 2024 Successor Agency Warrant with check number 13635 in the total amount of $1,025.00 was made on behalf of Successor Agency of the City of Baldwin Park constituting of claim and demand against the Successor Agency of the City of Baldwin Park, are herewith presented to the City Council as required by law, and hereby ratified.

LEGAL REVIEW
Not Applicable

ATTACHMENTS

1. Check Register

STAFF REPORT
ITEM NO. ____SA – 2____

Page 1 ends

TO: Honorable Mayor and Members of the City Council
FROM: Rose Tam, Director of Finance
PREPARED BY: Anthony Ceballos, Accountant
DATE: April 17, 2024
SUBJECT: Treasurer’s Report SA – January 2024

SUMMARY
Attached is the Treasurer’s Report for the month of January 2024. The Treasurer’s Report lists all cash for the City which includes the Baldwin Park Financing Authority, the Housing Authority, and the Successor Agency to the Community Development Commission (CDC). All investments are in compliance with the City’s Investment Policy and the California Government Code.

RECOMMENDATION
Staff recommends that the Board receive and file the Treasurer’s Report for January 2024.

FISCAL IMPACT
None

BACKGROUND
City of Baldwin Park Investment Policy requires the Treasurer’s Report be submitted to the Mayor and City Council on a monthly basis.

LEGAL REVIEW
Not Applicable

ATTACHMENTS

1. Exhibit “A”, Treasurer’s Report

FINANCE AUTHORITY

REGULAR MEETING
Agenda
April 17, 2024, 7:00 PM

Chair
Vice Chair
Board Member
Board Member
Board Member
Emmanuel J. Estrada
Jean M. Ayala
Alejandra Avila
Daniel Damian
Monica Garcia

Welcome to your Finance Authority Meeting
We welcome your interest and involvement in the City’s legislative process. This agenda includes information about topics coming before the Board Members and the action recommended by city staff. You can read about each topic in the staff reports, which are available on the city’s website and in the Office of the City Clerk.

Please note that, in the event of a technical issue causing a disruption in the call-in option or internet-based option, the meeting will continue unless otherwise required by law, such as when a Board Member is attending the meeting virtually pursuant to certain provisions of the Brown Act. Electronic devices are to be turned off while meetings are in session.

How to watch
The City of Baldwin Park provides two ways to watch a Finance Authority meeting:

In Person

Most Finance Authority meetings take
place at City Hall, 14403 E. Pacific
Ave., Baldwin Park, CA 91706
Online

Audio streaming will be available at
https://www.youtube.com/channel/UCFLZ0_dDFRjy59rhiDZ13Fg/featured?view_as=subscriber http://baldwinpark.granicus.com/ViewPublisher.php?view_id=10 Reasonable Accommodations
Individuals with disabilities may request an agenda packet in appropriate alternative formats as required by the Americans with Disability Act of 1990. Reasonable accommodations and auxiliary aids will be provided to effectively allow participation in the meeting. Please contact the City Clerk’s Office at (626) 960-4011.

Public Comments
The public is encouraged to address the City Council or any of its Agencies listed on this agenda on any matter posted on the agenda or on any other matter within its jurisdiction. In accordance with Chapter 39 of the Baldwin Park Municipal Code, Speakers must address the Council as a whole and refrain from making impertinent, slanderous, or profane remarks or disrupt the peace of the meeting. Speaker cards are available at the podium and by request with the City Clerk.

Public Communication
There is a three-minute speaking time limit. This is the time set aside to address the City Council. Please notify the City Clerk if you require the services of an interpreter. No Action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The legislative body or its staff may: 1) Briefly respond to statements made or questions asked by persons; or 2) Direct staff to investigate and/or schedule matters for consideration at a future meeting. [Government Code §54954.2] If you wish to comment on agenda items and are unable to physically appear in person, please email your name, place of residence, item number or topic and a phone number where you will be available between the hours of 7:00 PM du ring City Council Meetings to [email protected]. Written comments will be distributed and will be made part of the written record but will NOT be read verbally at the meeting.

CALL TO ORDER

ROLL CALL

PUBLIC COMMUNICATIONS

CONSENT CALENDAR

1. Treasurer’s Report FA – January 2024
Staff recommends that the Board receive and file the Treasurer’s Report for January 2024.

ADJOURNMENT

CERTIFICATION
I, Christopher Saenz, City Clerk of the City of Baldwin Park hereby certify that, under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the City Hall bulletin board not less than 72 hours prior to the meeting.

Christopher Saenz
City Clerk

For further information regarding agenda items, please contact the office of the City Clerk at (626) 960-4011 ext. 466 or via e-mail at [email protected]. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Public Works Department or Risk Management at (626) 960-4011. Notification 48 hours prior to the meeting will enable staff to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 34.102.104 ADA TITLE II)

STAFF REPORT
ITEM NO. ____FA – 1____

Page 1 ends

TO: Chair and Members of the Finance Authority
FROM: Rose Tam, Director of Finance
PREPARED BY: Anthony Ceballos, Accountant
DATE: April 17, 2024
SUBJECT: Treasurer’s Report FA – January 2024

RECOMMENDATION
Staff recommends that the Board receive and file the Treasurer’s Report for January 2024.

FISCAL IMPACT
None

BACKGROUND
City of Baldwin Park Investment Policy requires the Treasurer’s Report be submitted to the Mayor and City Council on a monthly basis.

LEGAL REVIEW
Not Applicable

ATTACHMENTS

1. Exhibit “A”, Treasurer’s Report

HOUSING AUTHORITY

REGULAR MEETING
Agenda
April 17, 2024, 7:00 PM

Chair
Vice Chair
Board Member
Board Member
Board Member
Emmanuel J. Estrada
Jean M. Ayala
Alejandra Avila
Daniel Damian
Monica Garcia

Welcome to your Housing Authority Meeting
We welcome your interest and involvement in the City’s legislative process. This agenda includes information about topics coming before the Board Members and the action recommended by city staff. You can read about each topic in the staff reports, which are available on the city’s website and in the Office of the City Clerk.

How to watch
The City of Baldwin Park provides two ways to watch a Housing Authority meeting:

In Person

Most Housing Authority meetings take
place at City Hall, 14403 E. Pacific
Ave., Baldwin Park, CA 91706
Online

CALL TO ORDER

ROLL CALL

PUBLIC COMMUNICATIONS

CONSENT CALENDAR

1. Baldwin Park Housing Authority’s Warrants and Demands Staff recommends that the Board ratify the attached Warrants and Demands Register.

2. Treasurer’s Report HA – January 2024
Staff recommends that the Board receive and file the Treasurer’s Report for January 2024.

ADJOURNMENT

Christopher Saenz
City Clerk

STAFF REPORT
ITEM NO. ____HA – 1____

Page 1 ends

TO: Chair and Members of the Housing Authority
FROM: Rose Tam, Director of Finance
PREPARED BY: Grace Nguyen, Senior Finance Clerk
DATE: April 17, 2024
SUBJECT: Baldwin Park Housing Authority’s Warrants and Demands

SUMMARY
Attached are the Warrants and Demands Registers for the City of Baldwin Park Housing Authority to be ratified by the Board.

RECOMMENDATION
Staff recommends that the Board ratify the attached Warrants and Demands Register.

FISCAL IMPACT
The total of the Warrants and Demands for Housing Authority was $754,095.05.

BACKGROUND
The attached Claims and Demands report format meets the required information as set out in the California Government Code. Staff has reviewed the requests for expenditures for the appropriate budgetary approval and for the authorization from the department head or its designee. Pursuant to Section 37208 o f the California Government Code, the Chief Executive Officer or his/her designee does hereby certify to the accuracy of the demands hereinafter referred. Payments released since the previous meeting and the following is a summary of the payment released:

1. The March 08, 2024 to April 04, 2024 Warrant check numbers 72986 through 73009 in the amount of $8,921.88 and Automated Clearing House (ACH) In the amount of $745,173.17 were made on behalf of City of Baldwin Park Housing Authority constituting of claims and demands, are herewith presented to the Board as required by law, and hereby ratified.

LEGAL REVIEW
Not Applicable

ATTACHMENTS

1. Happy Check Register

2. Happy Check Register ACH

Check Register ReportDate Range: 3/8/2024...4/4/2024VMS Date Range:...Program:-Payment Type:Check Numbers: ...Direct Deposit: Exclude Direct DepositCheck Cleared: AllPort Status: Include Port InsZero HAPs: Include Zero HAPsVoided Payments:Omit Voided PaymentsHeld Checks: Exclude Held ChecksGrouped by:Sorted by: Check Number4/4/2024Check Number Check Date Payee Name Amount DDVMS Date72986 04/01/2024 Julie L Fonseca $19.0004/01/202472987 04/01/2024Vanessa G Ross$109.0004/01/202472988 04/01/2024 Jacqueline Chaves $248.0004/01/202472989 04/01/2024Xiomara A Martinez$21.0004/01/202472990 04/01/2024 City of Pomona Housing Authority $819.4404/01/202472991 04/01/2024 Crystal N Gonzales $88.0004/01/202472992 04/01/2024 Ken Chi-Kin Yu $10.0004/01/202472993 04/01/2024 Jasmine Janae Rhodes $138.0004/01/202472994 04/01/2024 Monica A Escalante $45.0004/01/202472995 04/01/2024Viridiana Medina$17.0004/01/202472996 04/01/2024 Camille M Lovesmith $47.0004/01/202472997 04/01/2024 Christine A Rodriguez $38.0004/01/202472998 04/01/2024 Gwendolyn Jean Adams $16.0004/01/202472999 04/01/2024 Jess Edward Peralta $10.0004/01/202473000 04/01/2024 Ricky Garcia $4.0004/01/202473001 04/01/2024 Sarah Rios $21.0004/01/202473002 04/01/2024 Maria L Lopez $21.0004/01/202473003 04/01/2024 Tricia J Haseltine $120.0004/01/202473004 04/01/2024 Eternal Link LLC $1893.0004/01/202473005 04/01/2024 Flemisha Perowe $135.0004/01/202473006 04/01/2024 George Ka Chun Chew $2494.0004/01/202473007 04/01/2024 City of Carlsbad$1121.4404/01/202473008 04/01/2024 Cameron Properties $1316.0004/01/202473009 04/01/2024 Mary F Ballesteros $171.0004/01/2024$8,921.88Total5Unit Count$1,486.20Average Weighted by Unit Count$343.15AverageHard to House CountCheck Register Report GN 04/04/2024 Page 1Copyright © 2011-2024, HAPPY Software, Inc.

Check Register ReportDate Range: 3/8/2024...4/4/2024VMS Date Range:...Program:-Payment Type:Check Numbers: ...Direct Deposit: Include Direct DepositCheck Cleared: AllPort Status: Include Port InsZero HAPs: Include Zero HAPsVoided Payments:Omit Voided PaymentsHeld Checks: Exclude Held ChecksGrouped by:Sorted by: Check Number4/4/2024Check Number Check Date Payee Name Amount DDVMS Date33255 03/12/2024 Dung Tran $3828.0002/01/202433256 04/01/2024Y & H Investment, Inc.$1317.0004/01/202433257 04/01/2024 Eunice Property, LLC $1270.0004/01/202433258 04/01/2024 Wilson Apartment Associates L.P. $1816.0004/01/202433259 04/01/2024 Monet Huong Nguyen $3029.0004/01/202433260 04/01/2024ASCENSION HOLDINGS LLC$1268.0004/01/202433261 04/01/2024 Tom Cinquegrani $513.0004/01/202433262 04/01/2024 Mark T. Fernandez $881.0004/01/202433263 04/01/2024 Melody (Muoi) Dao $1597.0004/01/202433264 04/01/2024 John W. Ruwitch and Anh Lam Truong $2012.0004/01/202433265 04/01/2024Adam King Lee and Joyce Ng Lee$1374.0004/01/202433266 04/01/2024 Mingyu Qu $2201.0004/01/202433267 04/01/2024 SAE GROUP, LLC $1988.0004/01/202433268 04/01/2024 Wei Zhen Su $1474.0004/01/202433269 04/01/2024 Mallorca Apartments, LTD $2970.0004/01/202433270 04/01/2024 Michael I. or Ling Brooks $941.0004/01/202433271 04/01/2024 Cipriano Salazar Jr. $1612.0004/01/202433272 04/01/2024 Dung Tran $2357.0004/01/202433273 04/01/2024 $6685.0002/02/202433274 04/01/2024 Monrovia 612, LP $25845.0004/01/202433275 04/01/2024 Leslie K Ng $1684.0004/01/202433276 04/01/2024 Jun Hua Hu $2745.0004/01/202433277 04/01/2024 Lien Diep $1287.0004/01/202433278 04/01/2024 Rosa Lamas-Serratos $1668.0004/01/202433279 04/01/2024Villa Olive Oak dba Oak Park- South$5468.0004/01/202433280 04/01/2024 Malcolm Oso $983.0004/01/202433281 04/01/2024 Dajojo, LLC$1170.0004/01/202433282 04/01/2024 Investor Trust Realty Group, Inc. $1427.0004/01/202433283 04/01/2024 Sieu Tuan Phan $3249.0004/01/202433284 04/01/2024 Don Norwood $1463.0004/01/202433285 04/01/2024Aaron Abdus Shakoor$1861.0004/01/202433286 04/01/2024Ana Thai$921.0004/01/2024Check Register Report GN 04/04/2024 Page 1Copyright © 2011-2024, HAPPY Software, Inc. 33287 04/01/2024 SRI Properties No 15 LLC $1397.0004/01/202433288 04/01/2024 Larry Chow $1851.0004/01/202433289 04/01/2024 T & T Asset Holding, LLC $537.0004/01/202433290 04/01/2024 Michael Alfred Alarcon $1269.0004/01/202433291 04/01/2024 Mousa Boushaaya $1798.0004/01/202433292 04/01/2024 Tuan Viet Ho $2190.0004/01/202433293 04/01/2024Xiaomin Lin and Xiaoxi Wu$2717.0004/01/202433294 04/01/2024 Jun Ye and Ming Feng $440.0004/01/202433295 04/01/2024 4324 Walnut St LLC$2118.0004/01/202433296 04/01/2024 El Monte Housing Partners LP - The$11968.0004/01/202433297 04/01/2024 Joseph T. Tung $1202.0004/01/202433298 04/01/2024Alamitas LLC$232.0004/01/202433299 04/01/2024Avalon Monrovia LLC$1436.0004/01/202433300 04/01/2024 Pro Management Inc. $1600.0004/01/202433301 04/01/2024Andrew & Eva Fogg$1419.0004/01/202433302 04/01/2024 Heritage Park Villas LP $25469.0004/01/202433303 04/01/2024 Heritage Park Villas LP $2416.0004/01/202433304 04/01/2024 Manapa Enterprises LLC $1507.0004/01/202433305 04/01/2024Villa Olive Oak dba Oak Park - South$7051.0004/01/202433306 04/01/2024 $12367.0004/01/202433307 04/01/2024 Palo Verde Apartments, LP $899.0004/01/202433308 04/01/2024 Sharon Campbell $3149.0004/01/202433309 04/01/2024 John M Jacquet Sr. $1631.0004/01/202433310 04/01/2024 Linda Alice Enriquez $2124.0004/01/202433311 04/01/2024 Ha X Van $5329.0004/01/202433312 04/01/2024 Chen Jackson $1210.0004/01/202433313 04/01/2024 Philip Tsui $337.0004/01/202433314 04/01/2024 Paul Yen $1719.0004/01/202433315 04/01/2024 Mie Chen $2778.0004/01/202433316 04/01/2024 Becky Binh Nguyet Luu or Eddie Ma $2131.0004/01/202433317 04/01/2024 Tinh Van Le $668.0004/01/202433318 04/01/2024 The Six Straws LLC $1087.0004/01/202433319 04/01/2024 Everardo Garcia $2421.0004/01/202433320 04/01/2024 Ngoc T. Lieu $3008.0004/01/202433321 04/01/2024Alfred Tai-Kong Ho and Lisa Chen$562.0004/01/202433322 04/01/2024 Covina 023 Woods 206 LP c/o $882.0004/01/202433323 04/01/2024 Doreen Han $1662.0004/01/202433324 04/01/2024 PI Properties No. 94 LLC$1154.0004/01/202433325 04/01/2024 Cecilia Lan Cao $785.0004/01/202433326 04/01/2024 Baldwin Park Family Housing Limited $23021.0004/01/202433327 04/01/2024 Grace Chiou $901.0004/01/202433328 04/01/2024 Marina Alvarez $4742.0004/01/202433329 04/01/2024 Zhi Min Li and WXL Investments Inc. $945.0004/01/202433330 04/01/2024 Sui Man Mak $802.0004/01/202433331 04/01/2024 Henry Wong $2174.0004/01/202433332 04/01/2024 West Covina Senior Villas II, LP $506.0004/01/2024Check Register Report GN 04/04/2024 Page 2Copyright © 2011-2024, HAPPY Software, Inc. 33333 04/01/2024 Dung Trung Pham and Tammy Tram $364.0004/01/202433334 04/01/2024 Francisco J. Sanchez and Gloria $1045.0004/01/202433335 04/01/2024 Blessed Rock of El Monte $28367.0004/01/202433336 04/01/2024 Blessed Rock of El Monte $5581.0004/01/202433337 04/01/2024 Joanne Pham Chau$2118.0004/01/202433338 04/01/2024Vintage West Covina$5758.0004/01/202433339 04/01/2024Alfonso Contreras$1308.0004/01/202433340 04/01/2024 Ryan Quach and Hue Cao $1831.0004/01/202433341 04/01/2024Alta Vista Villas, LP c/o Yale$3491.0004/01/202433342 04/01/2024 West Covina Seniors Villas I $997.0004/01/202433343 04/01/2024 Post Brookhollow , LP $15054.0004/01/202433344 04/01/2024 Rahmat Ray Nehdar$1148.0004/01/202433345 04/01/2024Alexander Chan$2260.0004/01/202433346 04/01/2024 Phat Binh Vuong $1062.0004/01/202433347 04/01/2024Alan Wu$806.0004/01/202433348 04/01/2024 Lawe Family Trust $844.0004/01/202433349 04/01/2024 Henry Ho $1288.0004/01/202433350 04/01/2024 PAMA IV Properties, LP $5164.0004/01/202433351 04/01/2024 Roger Hin Nam Mak $9490.0004/01/202433352 04/01/2024 LAT Investments, LLC $3231.0004/01/202433353 04/01/2024 Kimmie Mu Matsunaga $4187.0004/01/202433354 04/01/2024Xitlalai Del Real Sanchez$1560.0004/01/202433355 04/01/2024 Delgar IV LLC $1427.0004/01/202433356 04/01/2024 Mary L Haynes $1060.0004/01/202433357 04/01/2024 Betty Chim Lieu $6192.0003/01/202433358 04/01/2024 Clinett Glazis $309.0004/01/202433359 04/01/2024 Jim & Nancy Bailey $523.0004/01/202433360 04/01/2024 Kimberly Nguyen $1022.0004/01/202433361 04/01/2024 Gregory W. Pratt $4254.0004/01/202433362 04/01/2024 Joseph M. Kwok $1893.0004/01/202433363 04/01/2024 Leng Zhang and Bao Ying Jiang $1680.0004/01/202433364 04/01/2024 Mack E Titus $1817.0004/01/202433365 04/01/2024 Sophia Wong $1247.0004/01/202433366 04/01/2024 Lois J Gaston $1737.0004/01/202433367 04/01/2024 Doan & Lily Thi $2100.0004/01/202433368 04/01/2024 El Monte Affordable Housing Partner $309.0004/01/202433369 04/01/2024 Jose Baudelio Delgado $670.0004/01/202433370 04/01/2024 Larry Mimms $1600.0004/01/202433371 04/01/2024 Jaime Jimenez $702.0004/01/202433372 04/01/2024 Guillermo Vasquez $2641.0004/01/202433373 04/01/2024 Ramiro Viramontes and Veronica $244.0004/01/202433374 04/01/2024 $1734.0004/01/202433375 04/01/2024 $2920.0004/01/202433376 04/01/2024 Fat Law $903.0004/01/202433377 04/01/2024 Kevin Kambor Kwong and Yuk Ming $1572.0004/01/202433378 04/01/2024 Dwight Chang $2291.0004/01/2024Check Register Report GN 04/04/2024 Page 3Copyright © 2011-2024, HAPPY Software, Inc. 33379 04/01/2024 Cameron Park Community Partners, $1554.0004/01/202433380 04/01/2024 Mozhgan Tavakoli $1638.0004/01/202433381 04/01/2024Anmelindon LLC$1869.0004/01/202433382 04/01/2024 Lourdes Vela $3745.0004/01/202433383 04/01/2024 Gilbert Roybal $966.0004/01/202433384 04/01/2024 Philip & Fanny Kwok $1578.0004/01/202433385 04/01/2024 Primrose Villa dba Oak Park-North $8984.0004/01/202433386 04/01/2024 Woodside Village Apartments LP $16569.0004/01/202433387 04/01/2024 Cynthia Pham $685.0004/01/202433388 04/01/2024 Katie Yau and Daniel Hong $3088.0004/01/202433389 04/01/2024 Fanny Chan$1100.0004/01/202433390 04/01/2024 Baldwin Rose LP $1896.0004/01/202433391 04/01/2024 Kwan and Mei Chiang $1399.0004/01/202433392 04/01/2024 Sergio Molina $236.0004/01/202433393 04/01/2024 Fortune America $896.0004/01/202433394 04/01/2024 Jason Tran $1298.0004/01/202433395 04/01/2024 Chuen Lau $1734.0004/01/202433396 04/01/2024 Tanya H Chen $2164.0004/01/202433397 04/01/2024 Dan Thanh Peng and Hoan Peng $1626.0004/01/202433398 04/01/2024 Sunset Square #200U, LP $5959.0004/01/202433399 04/01/2024 Ngoc Lieu $1252.0004/01/202433400 04/01/2024 Lark Ellen Village $13009.0004/01/202433401 04/01/2024Xuyen Thach Han$2940.0004/01/202433402 04/01/2024 EZ APT LLC $1332.0004/01/202433403 04/01/2024 Kim Wah Wong and Sau Yi Wong $1490.0004/01/202433404 04/01/2024 Lucena A Ewing $4344.0004/01/202433405 04/01/2024 Jocelyn Jae Jhong $2872.0004/01/202433406 04/01/2024 Emilio De Jesus Cruz $842.0004/01/202433407 04/01/2024 Delgar V LLC $961.0004/01/202433408 04/01/2024 Isabel R Sanchez $1760.0004/01/202433409 04/01/2024 Cienega Garden Apartments $9389.0004/01/202433410 04/01/2024Vinh Hong Lai$4119.0004/01/202433411 04/01/2024 LPC 1829 E Workman Ave., LLC $2910.0004/01/202433412 04/01/2024 Doreen E Ewing $1381.0004/01/202433413 04/01/2024 Moller Property Management $1264.0004/01/202433414 04/01/2024 TPA/NASCH LLC, Westgate as a sole $3366.0004/01/202433415 04/01/2024 TDF LP - Pacific Towers c/o Winn $14239.0004/01/202433416 04/01/2024 Paul & Annie W Chau $892.0004/01/202433417 04/01/2024 Steven Eraj Espantman and Marta $1295.0004/01/202433418 04/01/2024 Gilbert Dominguez$11501.0004/01/202433419 04/01/2024 Eric Yu $1374.0004/01/202433420 04/01/2024 Up Hill Investment Inc. $1766.0004/01/202433421 04/01/2024 Dieu Van Huynh $918.0004/01/202433422 04/01/2024 Kelly Nguyen $1614.0004/01/202433423 04/01/2024Vijay Gulati$4783.0004/01/202433424 04/01/2024 Nancy Mikhaiel $2151.0004/01/2024Check Register Report GN 04/04/2024 Page 4Copyright © 2011-2024, HAPPY Software, Inc. 33425 04/01/2024 Badillo Street Senior Apartments, LLC $23829.0004/01/202433426 04/01/2024 Monrovia Heritage Park LP $16205.0004/01/202433427 04/01/2024 Los Angeles County Housing Authority$10113.6404/01/202433428 04/01/2024 Tyler-Valley Metro Housing, LP$17119.0004/01/202433429 04/01/2024 James or Barbara Fox $1086.0004/01/202433430 04/01/2024 Mayra Ortega $1263.0004/01/202433431 04/01/2024 Sel Homes LLC $9094.0004/01/202433432 04/01/2024 Hui Chuan Wang $4751.0004/01/202433433 04/01/2024 725-731 W. Duarte Rd, LLC $1036.0004/01/202433434 04/01/2024 Nhan Nguyen and Amy Tran $2948.0004/01/202433435 04/01/2024 Paul P Simon $2189.0004/01/202433436 04/01/2024 Puente Villa LLC $1425.0004/01/202433437 04/01/2024 RAMONA BLVD. FAMILY $10881.0004/01/202433438 04/01/2024AJG Realty Inc.$2053.0004/01/202433439 04/01/2024 Maria Martha Martinez $1873.0004/01/202433440 04/01/2024Antonio & Aida Rinos$1773.0004/01/202433441 04/01/2024 Greater San Gabriel Valley Property$1144.0004/01/202433442 04/01/2024Annette C Scott$1572.0004/01/202433443 04/01/2024 1024 Royal Oaks LP dba Whispering $17318.0004/01/202433444 04/01/2024 1024 Royal Oaks LP dba Whispering $13632.0004/01/202433445 04/01/2024 Derek Sim$1197.0004/01/202433446 04/01/2024 Josephine Tran$1124.0004/01/202433447 04/01/2024Allan M. & Virginia J Chipp and Ralph$1060.0004/01/202433448 04/01/2024 Zi Jian Li $1227.0004/01/202433449 04/01/2024 Minh A Nguyen $1792.0004/01/202433450 04/01/2024 DelGar I LLC. $1315.0004/01/202433451 04/01/2024 Jaime Barcena $1400.0004/01/202433452 04/01/2024 Monica D Mao $1764.0004/01/202433453 04/01/2024 Shiu-Ein Huang $248.0004/01/202433454 04/01/2024 LAI MING LEUNG $564.0004/01/202433455 04/01/2024 The Promenade Housing Partners, LP $5091.0004/01/202433456 04/01/2024 Paramjit S Nijjar $2655.0004/01/202433457 04/01/2024 Rosa Beltran $1643.0004/01/202433458 04/01/2024 David Wagner$1173.0004/01/202433459 04/01/2024Ynfante Holdings I, LLC$1008.5304/01/202433460 04/01/2024 Roman Basin $1059.0004/01/202433461 04/01/2024 Sandhya Kal and Padma Kal $1519.0004/01/202433462 04/01/2024 K. Carl and Zitta A Setian $1380.0004/01/202433463 04/01/2024 Nomer Lacson$2117.0004/01/202433464 04/01/2024Anna & Simon Choi$1429.0004/01/202433465 04/01/2024 Chung Thi Pham $2695.0004/01/202433466 04/01/2024 Roy Lam $1298.0004/01/202433467 04/01/2024 Golden Dragon Properties LLC c/o $970.0004/01/202433468 04/01/2024 Nancy H Shen $719.0004/01/202433469 04/01/2024 Joe Clark$1146.0004/01/202433470 04/01/2024 Richard A DaSylveira $214.0004/01/2024Check Register Report GN 04/04/2024 Page 5Copyright © 2011-2024, HAPPY Software, Inc. 33471 04/01/2024 M B Equity LLC $1441.0004/01/202433472 04/01/2024 Sara Romo $1893.0004/01/202433473 04/01/2024 T & P Property LLC $925.0004/01/202433474 04/01/2024 Singing Wood Senior Housing LP $23996.0004/01/202433475 04/01/2024 Sitara B. Mamdani $2336.0004/01/202433476 04/01/2024 Garvey Senior Affordable Partners, LP $2868.0004/01/202433477 04/01/2024 Ryan Kinpong Woo and Ching King $1064.0004/01/202433478 04/01/2024 Mei Yan Chen $1215.0004/01/202433479 04/01/2024 Shawn Hui Zhen $2577.0004/01/202433480 04/01/2024 Fred Lau $682.0004/01/2024$745,173.17Total520Unit Count$1,427.87Average Weighted by Unit Count$1,405.99Average4Hard to House Count Check Register Report GN 04/04/2024 Page 6Copyright © 2011-2024, HAPPY Software, Inc.

STAFF REPORT
ITEM NO. ____HA – 2____

Page 1 ends

Baldwin Park City CouncilApril 17, 2024

Baldwin Park City Council
April 17, 2024