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4.01 CONTRACTOR shall be paid at the rates set forth in the Proposal and shall not increase any rate without the prior written consent of the CITY. Notwithstanding anything in this Agreement to the contrary, total fees and charges paid by CITY to CONTRACTOR under this Agreement shall not exceed Two Million, Seven Hundred Twenty Four Thousand, Three Hundred Eighty-eight Dollars and Zero Cents ($2,724,388.00).
4.02 CONTRACTOR shall not be compensated for any Services rendered nor reimbursed for any expenses incurred in excess of those authorized unless approved in advance by the CITY, in writing.
4.03 CONTRACTOR shall submit to CITY, on or before the fifteenth (15th) of each month, itemized invoices for the Services rendered in the previous month. The CITY shall not be obligated to pay any invoice that is submitted more than sixty (60) days after the due date of such invoice. CITY shall have the right to review and audit all invoices prior to or after payment to CONTRACTOR. This review and audit may include, but not be limited to CITY' s:
a. Determination that any hourly fee charged is consistent with this Agreement's approved hourly rate schedule;
b. Determination that the multiplication of the hours billed times the approved rate schedule dollars is correct;
c. Determination that each item charged is the usual, customary, and reasonable charge for the particular item. If CITY determines an item charged is greater than usual, customary, or reasonable, or is duplicative, ambiguous, excessive, or inappropriate, CITY shall either return the bill to CONTRACTOR with a request for explanation or adjust the payment accordingly, and give notice to CONTRACTOR of the adjustment.
4.04 If the work is satisfactorily completed, CITY shall pay such invoice within thirty (30) days of its receipt. Should CITY dispute any portion of any invoice, CITY shall pay the undisputed portion within the time stated above, and at the same time advise CONTRACTOR in writing of the disputed portion.
5. Obligations of CONTRACTOR.
5.01 CONTRACTOR agrees to perform all Services in accordance with the terms and conditions of this Agreement and the Proposal. In the event that the terms of the Proposal shall conflict with the terms of this Agreement or contain additional terms that purport to bind the CITY other than the Services to be rendered and the price for the Services, the terms of this Agreement shall govern and said additional or conflicting terms shall be of no force or effect.
5.02 Except as otherwise agreed by the parties, CONTRACTOR will supply all personnel, materials and equipment required to perform the Services. CONTRACTOR
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shall provide its own offices, telephones, vehicles and computers and set its own work hours. CONTRACTOR will determine the method, details, and means of performing the Services under this Agreement.
5.03 CONTRACTOR shall keep CITY informed as to the progress of the Services by means of regular and frequent consultations. Additionally, when requested by CITY, CONTRACTOR shall prepare written status reports.
5.04 CONTRACTOR is responsible for paying, when due, all income and other taxes, fees and withholding, including withholding state and federal taxes, social security, unemployment and worker's compensation, incurred as a result of the compensation paid under this Agreement. CONTRACTOR agrees to indemnify, defend and hold harmless CITY for any claims, costs, losses, fees, penalties, interest, or damages suffered by CITY resulting from CONTRACTOR's failure to comply with this provision.
5.05 In the event CONTRACTOR is required to prepare plans, drawings, specifications and/or estimates, the same shall be furnished in conformance with local, state and federal laws, rules and regulations.
5.06 CONTRACTOR represents that it possesses all required licenses necessary or applicable to the performance of Services under this Agreement and the Proposal and shall obtain and keep in full force and effect all permits and approvals required to perform the Services herein. In the event CITY is required to obtain an approval or permit from another governmental entity, CONTRACTOR shall provide all necessary supporting documents to be filed with such entity.
5.07 CONTRACTOR shall be solely responsible for obtaining Employment Eligibility Verification information from CONTRACTOR's employees, in compliance with the Immigration Reform and Control Act of 1986, Pub. L. 99-603 (8 U.S.C. 1324a), and shall ensure that CONTRACTOR's employees are eligible to work in the United States.
5.08 In the event that CONTRACTOR employs, contracts with, or otherwise utilizes any Ca1PERS retirees in completing any of the Services performed hereunder, such instances shall be disclosed in advance to the CITY and shall be subject to the CITY's advance written approval.
5.09 Drug -free Workplace Certification. By signing this Agreement, the CONTRACTOR hereby certifies under penalty of perjury under the laws of the State of California that the CONTRACTOR will comply with the requirements of the Drug -Free Workplace Act of 1990 (Government Code, Section 8350 et seq.) and will provide a drug - free workplace.
5.10 CONTRACTOR shall comply with all applicable local, state and federal laws, rules, regulations, entitlements and/or permits applicable to, or governing the Services authorized hereunder.
6. Insurance. CONTRACTOR hereby agrees to be solely responsible for the health
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and safety of its employees and agents in performing the Services under this Agreement and shall comply with all laws applicable to worker safety including but not limited to Cal -OSHA.
Therefore, throughout the duration of this Agreement, CONTRACTOR hereby covenants and agrees to maintain insurance in conformance with the requirements set forth below. Attached hereto as Exhibit "B" are copies of Certificates of Insurance and endorsements as required by Section 7.02. If existing coverage does not meet the requirements set forth herein, CONTRACTOR agrees to amend, supplement or endorse the existing coverage to do so.
CONTRACTOR shall provide the following types and amounts of insurance:
6.01 Commercial general liability insurance in an amount of not less than $1,000,000 per occurrence and $2,000,000 in the aggregate; CONTRACTOR agrees to have its insurer endorse the general liability coverage required herein to include as additional insured's CITY, its officials, employees and agents. CONTRACTOR also agrees to require all contractors and subcontractors to provide the same coverage required under this Section 6.
6.02 Business Auto Coverage in an amount no less than $1 million per accident.
If CONTRACTOR or CONTRACTOR's employees will use personal autos in performance of the Services hereunder, CONTRACTOR shall provide evidence of personal auto liability coverage for each such person.
6.03 Workers' Compensation coverage for any of CONTRACTOR's employees that will be providing any Services hereunder. CONTRACTOR will have a state -approved policy form providing statutory benefits as required by California law. The provisions of any workers' compensation will not limit the obligations of CONTRACTOR under this Agreement. CONTRACTOR expressly agrees not to use any statutory immunity defenses under such laws with respect to CITY, its employees, officials and agents.
6.04 Optional Insurance Coverage. Choose and check one: Required X /Not Required _; Errors and omissions insurance in a minimum amount of $2 million per occurrence to cover any negligent acts or omissions committed by CONTRACTOR, its employees and/or agents in the performance of any Services for CITY.
7. General Conditions pertaining to Insurance Coverage
7.01 No liability insurance coverage provided shall prohibit CONTRACTOR from waiving the right of subrogation prior to a loss. CONTRACTOR waives all rights of subrogation against CITY regardless of the applicability of insurance proceeds and shall require all contractors and subcontractors to do likewise.
7.02. Prior to beginning the Services under this Agreement, CONTRACTOR shall furnish CITY with certificates of insurance, endorsements, and upon request, complete copies of all policies, including complete copies of all endorsements. All copies of policies and endorsements shall show the signature of a person authorized by that insurer to bind coverage on its behalf.
7.03. All required policies shall be issued by a highly rated insurer with a minimum A.M. Best rating of "A:VII"). The insurer(s) shall be admitted and licensed to do business
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in California. The certificates of insurance hereunder shall state that coverage shall not be suspended, voided, canceled by either party, or reduced in coverage or in limits, except after thirty (30) days' prior written notice has been given to CITY.
7.04 Self-insurance does not comply with these insurance specifications.
CONTRACTOR acknowledges and agrees that that all insurance coverage required to be provided by CONTRACTOR or any subcontractor, shall apply first and on a primary, non- contributing basis in relation to any other insurance, indemnity or self-insurance available to CITY.
7.05 All coverage types and limits required are subject to approval, modification and additional requirements by CITY, as the need arises. CONTRACTOR shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect CITY's protection without CITY's prior written consent.
7.06 CONTRACTOR agrees to provide immediate notice to CITY of any claim or loss against CONTRACTOR or arising out of the Services performed under this Agreement. CITY assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve CITY.
8. Indemnification.
8.01 CONTRACTOR and CITY agree that CITY, its employees, agents and officials should, to the extent permitted by law, be fully protected from any loss, injury, damage, claim, lawsuit, cost, expense, attorneys' fees, litigation costs, defense costs, court costs or any other costs arising out of or in any way related to the performance of this Agreement by CONTRACTOR or any subcontractor or agent of either as set forth herein.
Accordingly, the provisions of this indemnity are intended by the parties to be interpreted and construed to provide the fullest protection possible under the law to CITY.
CONTRACTOR acknowledges that CITY would not enter into this Agreement in the absence of the commitment of CONTRACTOR to indemnify and protect CITY as set forth herein.
a. To the fullest extent permitted by law, CONTRACTOR shall defend, indemnify and hold harmless CITY, its employees, agents and officials, from any liability, claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses, damages or costs of any kind, whether actual, alleged or threatened, actual attorneys' fees incurred by CITY, court costs, interest, defense costs, including expert witness fees and any other costs or expenses of any kind whatsoever without restriction or limitation incurred in relation to, as a consequence of or arising out of, or in any way attributable actually, allegedly or impliedly, in whole or in part to the performance of this Agreement.
CONTRACTOR's obligation to defend, indemnify and hold harmless shall include any and all claims, suits and proceedings in which CONTRACTOR (and/or CONTRACTOR's agents and/or employees) is alleged to be an employee of CITY.
All obligations under this provision are to be paid by CONTRACTOR as they are
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incurred by CITY.
b. Without affecting the rights of CITY under any provision of this Agreement or this Section, CONTRACTOR shall not be required to indemnify and hold harmless CITY as set forth above for liability attributable solely to the fault of CITY, provided such fault is determined by agreement between the parties or the findings of a court of competent jurisdiction.
8A. Indemnification Design Professionals.
8A.01 In the event that CONTRACTOR is a design professional under California Civil Code Section 2782.8 this Section 8A shall apply instead of Section 8. To the fullest extent permitted by California law and in accordance with California Civil Code section 2782.8, CONTRACTOR shall indemnify, and hold harmless the City, its officers, employees, trustees and members ("Indemnified Parties") from any and all actions, assessments, counts, citations, claims, costs, damages, demands, judgments, liabilities (legal, administrative or otherwise), losses, notices, expenses, fines, penalties, proceedings, responsibilities, violations, attorney's and consultants' fees and causes of action including, but not limited to those for, injury to property or persons, including personal injury and/or death ("Claim(s)"), to the extent that the Claim(s) arises out of, pertains to, or relates to the negligence, recklessness, or willful misconduct of CONTRACTOR, its directors, officials, officers, employees and consultants arising out of, connected with, or resulting from the performance of the Services, the Project, or this Agreement. This indemnity excludes liability caused by the negligence or willful misconduct of any of the Indemnified Parties.
The cost to indemnify, hold harmless, and defend charged to CONTRACTOR shall not exceed CONTRACTOR'S proportionate percentage of fault.
9. Additional Services, Changes and Deletions.
9.01 In the event CONTRACTOR performs additional or different services than those described herein without the prior written approval of the City Manager and/or City Council of CITY, CONTRACTOR shall not be compensated for such services.
CONTRACTOR expressly waives any right to be compensated for services and materials not covered by the scope of this Agreement or authorized by the CITY in writing.
9.02 CONTRACTOR shall promptly advise the City Manager and Finance Director of CITY as soon as reasonably practicable upon gaining knowledge of a condition, event or accumulation of events which may affect the scope and/or cost of Services. All proposed changes, modifications, deletions and/or requests for additional services shall be reduced to writing for review and approval by the CITY and/or City Council.
10. Termination of Agreement.
10.01 Notwithstanding any other provision of this Agreement, CITY, at its sole option, may terminate this Agreement with or without cause, or for no cause, at any time by giving twenty (20) days' written notice to CONTRACTOR.
10.02 In the event of termination, the payment of monies due CONTRACTOR for undisputed Services performed prior to the effective date of such termination shall be paid
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within thirty (30) business days after receipt of an invoice as provided in this Agreement.
Immediately upon termination, CONTRACTOR agrees to promptly provide and deliver to CITY all original documents, reports, studies, plans, specifications and the like which are in the possession or control of CONTRACTOR and pertain to CITY.
11. Status of CONTRACTOR.
11.01 CONTRACTOR shall perform the Services in CONTRACTOR's own way as an independent contractor, and in pursuit of CONTRACTOR'S independent calling, and not as an employee of CITY. However, CONTRACTOR shall regularly confer with CITY's City Manager as provided for in this Agreement.
11.02 CONTRACTOR agrees that it is not entitled to the rights and benefits afforded to CITY's employees, including disability or unemployment insurance, workers' compensation, retirement, Ca1PERS, medical insurance, sick leave, or any other employment benefit. CONTRACTOR is responsible for providing, at its own expense, disability, unemployment, workers' compensation and other insurance, training, permits, and licenses for itself and its employees and subcontractors.
11.03 CONTRACTOR hereby specifically represents and warrants to CITY that it possesses the qualifications and skills necessary to perform the Services under this Agreement in a competent, professional manner, without the advice or direction of CITY and that the Services to be rendered pursuant to this Agreement shall be performed in accordance with the standards customarily applicable to an experienced and competent professional rendering the same or similar services in the same geographic area where the CITY is located. Further, CONTRACTOR represents and warrants that the individual signing this Agreement on behalf of CONTRACTOR has the full authority to bind CONTRACTOR to this Agreement.
12. Ownership of Documents; Audit.
12.01 All draft and final reports, plans, drawings, studies, maps, photographs, specifications, data, notes, manuals, warranties and all other documents of any kind or nature prepared, developed or obtained by CONTRACTOR in connection with the performance of Services performed for the CITY shall become the sole property of CITY, and CONTRACTOR shall promptly deliver all such materials to CITY upon request. At the CITY's sole discretion, CONTRACTOR may be permitted to retain original documents, and furnish reproductions to CITY upon request, at no cost to CITY.
12.02 Subject to applicable federal and state laws, rules and regulations, CITY shall hold all intellectual property rights to any materials developed pursuant to this Agreement. CONTRACTOR shall not such use data or documents for purposes other than the performance of this Agreement, nor shall CONTRACTOR release, reproduce, distribute, publish, adapt for future use or any other purposes, or otherwise use, any data or other materials first produced in the performance of this Agreement, nor authorize others to do so, without the prior written consent of CITY.
12.03 CONTRACTOR shall retain and maintain, for a period not less than four
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years following termination of this Agreement, all-time records, accounting records and vouchers and all other records with respect to all matters concerning Services performed, compensation paid and expenses reimbursed. At any time during normal business hours and as often as CITY may deem necessary, CONTRACTOR shall make available to CITY's agents for examination all of such records and shall permit CITY's agents to audit, examine and reproduce such records.
13. Miscellaneous Provisions.
13.01 This Agreement, which includes all attached exhibits, supersedes any and all previous agreements, either oral or written, between the parties hereto with respect to the rendering of Services by CONTRACTOR for CITY and contains all of the covenants and agreements between the parties with respect to the rendering of such Services in any manner whatsoever. Any modification of this Agreement will be effective only if it is in writing signed by both parties.
13.02 CONTRACTOR shall not assign or otherwise transfer any rights or interest in this Agreement without the prior written consent of CITY. Unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under this Agreement.
13.03 CONTRACTOR shall timely file FPPC Form 700 Conflict of Interest Statements with CITY if required by California law and/or the CITY's conflict of interest policy.
13.04 If any legal action or proceeding, including an action for declaratory relief, is brought to enforce or interpret the provisions of this Agreement, the prevailing party will be entitled to reasonable attorneys' fees and costs, in addition to any other relief to which that party may be entitled.
13.05 This Agreement is made, entered into and shall be performed in the County of Riverside in the State of California and shall in all respects be interpreted, enforced and governed under the laws of the State of California. The parties agree that venue in any litigation between them shall be in Riverside County, California.
13.06 CONTRACTOR covenants that neither it nor any officer or principal of its firm has any interest, nor shall they acquire any interest, either directly or indirectly, which will conflict in any manner or degree with the performance of their Services hereunder.
CONTRACTOR further covenants that in the performance of this Agreement, no person having such interest shall be employed by it as an officer, employee, agent, or subcontractor.
13.07 CONTRACTOR has read and is aware of the provisions of Section 1090 et seq. and Section 87100 et seq. of the Government Code relating to conflicts of interest of public officers and employees. CONTRACTOR agrees that they are unaware of any financial or economic interest of any public officer or employee of the CITY relating to this Agreement. It is further understood and agreed that if such a financial interest does exist at the inception of this Agreement, the CITY may immediately terminate this
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Agreement by giving notice thereof. CONTRACTOR shall comply with the requirements of Government Code section 87100 et seq. and section 1090 in the performance of and during the term of this Agreement.
13.08 Improper Consideration. CONTRACTOR shall not offer (either directly or through an intermediary) any improper consideration such as, but not limited to, cash, discounts, services, the provision of travel or entertainment, or any items of value to any officer, employee or agent of the CITY in an attempt to secure favorable treatment regarding this Agreement or any contract awarded by CITY. The CITY, by notice, may immediately terminate this Agreement if it determines that any improper consideration as described in the preceding sentence was offered to any officer, employee or agent of the CITY with respect to the proposal and award process of this Agreement or any CITY contract. This prohibition shall apply to any amendment, extension or evaluation process once this Agreement or any CITY contract has been awarded. CONTRACTOR shall immediately report any attempt by any CITY officer, employee or agent to solicit (either directly or through an intermediary) improper consideration from CONTRACTOR.
13.09 Severability. If any portion of this Agreement is declared invalid, illegal or otherwise unenforceable by a court of competent jurisdiction, the entire balance of this Agreement not so affected shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereby have made and executed this Agreement to be effective as of the day and year first above written.
CITY: CONTRACTOR:
CITY OF BEAUMONT Mark Thomas and Company
By: By:
David Fenn, Mayor
Print Name:
Title:
ATTEST:
By:
Nicole Wheelwright, Deputy City Clerk
APPROVED AS TO FORM:
By:
John 0 Pinkney, City Attorney
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EXHIBIT "A"
PROPOSAL
(insert behind this page)
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EXHIBIT "B"
CERTIFICATES OF INSURANCE AND ENDORSEMENTS
(insert behind this page)
MARK THOMAS
November 16, 2023
City of Beaumont
560 E. 6th Street
Beaumont, CA 92223
Project No.: 21-00237
RE: Amendment - State Route 60 / Potrero Blvd Interchange Phase 2 Dear Robert:
Mark Thomas & Company, Inc. is pleased to submit this scope of work to complete the final Plans, Specifications, and Estimates (PS&E) for SR-60/Potrero Blvd Interchange Phase 2.
Attached is our scope of work, cost proposal, and updated rate sheets.
Thank you for the opportunity to provide this amendment for the project. Please call me at 805-701-9427 or email at [email protected] if you need any additional information or have any questions regarding this amendment.
Sincerely,
Darin Johnson, PE
Project Manager /Division Manager
MARK THOMAS
Enclosures: Exhibit A - Scope of Servies
Exhibit B - Compensation
Mark Thomas Billable T&M Rates
■I ■I ,I,■I ,■I ALAL LA IRVINE CA 92606 N AVENUE, SUITE 205
MARKTHOMAS.COM
SCOPE OF WORK
11/16/2023
EXHIBIT A
City of Beaumont — SR-60/Potrero Blvd Interchange Phase 2 Final Plans, Specifications, & Estimates
Mark Thomas will coordinate the following Scope of Work with the entire Project Team to complete the technical reports required to deliver the final plans, specifications and estimates for the Project. Generally, this will include project management, supplemental surveying, environmental revalidation, and final engineering. Mark Thomas will also coordinate all design submittals and QA/QC for the project design. Mark Thomas will serve as the central coordinator for all activities between the consulting team, California Department of Transportation (Caltrans), City staff, RCTC, and other regulatory agencies.
The project received approval of the environmental document on March 1, 2013. The initial construction schedule targeted 2015 to bring in a full interchange to the community, however the final design for Phase 2 was put on hold before final design was completed. Final design of Phase 2 resumed in 2018 and a 95% submittal was made to Caltrans in May 2019. Comments were received by Caltrans in July 2019 and the PS&E was put on hold again. After the 95% submittal, a traffic study was done that determined the WB Direct On -Ramp and the EB Direct On -Ramp could be eliminated, and the interchange would perform acceptably through the design year. This scope of work identifies the effort required to update plans, specs, estimates, reports and supporting documentation.
Assumptions:
• The WB Loop On -Ramp is the only alignment with any significant changes. All other alignments will remain as designed in the 95% submittal made in July 2019.
• Mark Thomas will take the lead in monthly Project Development Team (PDT) meetings and will be responsible for the preparation of meeting agendas and minutes as well as coordination of meeting times and locations with Caltrans, the City of Beaumont (City), and RCTC.
• All deliverables will be in electronic format, except where noted. • There will be two 95% and two 100% PS&E submittals and a Final Submittal The following scope of work outlines the tasks required to complete these tasks.
TASK 1 - PROJECT MANAGEMENT
1.1 Project Management
Mark Thomas will manage the project team, which includes managing the team, general project coordination, preparing contract paperwork, memo's, letters and e-mail, making phone calls, preparing invoices and monthly progress report and maintaining project files.
1.2 Project Meetings
Mark Thomas will establish a Caltrans Project Development Team (PDT) including members of the design team, City, Caltrans, RCTC and other individuals critical to the project delivery. This scope assumes a total of 14 virtual PDT meetings and 15 focused face-to-face meetings over the anticipated 14 -month schedule.
SCOPE OF WORK
11/16/2023
1.3 Project Schedule
Mark Thomas will prepare and maintain a CPM schedule for the project. The CPM schedule will be updated and provided to the City. The CPM schedule will include agency review periods and utility/right of way items and quality control activities. The schedule will be used as a living document throughout the project.
1.4 Quality Assurance/Quality Control
Mark Thomas will complete and document an independent technical review of each major submittal.
TASK 2 — SURVEY, ROW, UTILITIES & ENVIRONMENTAL
2.1- Utility Coordination
Based on the current understanding of the utility conflicts from Phase I of the project, it is anticipated that utility coordination for Phase 11 could require approximately 15 months minimum to complete. Epic is currently reaching out to the utility owners for a timeline.
*Note: Kinder Morgan Energy Partners (KMEP) and Williams Pipeline (formerly Questar) are long lead time utility owners for engineering review of project plans and/or design of relocation plans.
EPIC will review and complete any outstanding Facility Map Requests (FMRs) and Utility Verification Letters (UVLs) with the utility owners that have not previously provided a response to bring the project utility files current for Phase
11. The revised set of project plans will need to be provided to the utility owners for review for correctness of the description and depiction of the utility facilities delineated on the Utility Plan. Per Caltrans standards, utility owners are allotted 30 days response time.
Positive Location (potholing) will be required for underground utility facilities affected by the proposed project improvements; notably KMEP & Williams Pipeline, and potentially, Beaumont Cherry Valley Water District (BCVWD).
Some of the potholing operations will require a Caltrans Encroachment Permit to complete. It is the responsibility of the pothole contractor to obtain all necessary State and Local permits.
Deliverables:
• Pothole Report, sourced from pothole contractor
EPIC will proceed with revising and issuing Relocation Claim Letter (RCLs) to all affected utility owners with facilities identified within the project limits and begin coordinating the preparation of relocation plans by the utility owners as necessary. EPIC will prepare Notice to Owner (NTOs) letters and Utility Agreements (UAs), as necessary, for those utility owners requiring relocation to accommodate the proposed project improvements. For utility owners not in conflict with the project, a 'No Conflicts' to Owner letters (NCLs) will be issued to close the utility file(s). PRIME will review and approve all relocation plans for compatibility with the proposed project improvements.
Deliverables:
• RCL liability responses; utility owners allotted 60-120 days response time per Caltrans • Relocation plans, sourced from utility owners; 6-12 months (TYP) • Notice to Owners (NTOs)
• Utility Agreements (UAs); as needed
• 'No Conflicts' to Owner Letter (NCLs); as needed
EPIC will provide Utility Certification (Liability Certification) packages for all affected utility owners for project ROW certification and assist the project with utility certification. EPIC will also prepare and submit Resident Engineer (RE) files for the Construction Management team.
SCOPE OF WORK
11/16/2023
Deliverables:
• Utility Certification (Liability) Package per Caltrans standards • RE Utility file(s)
2.2 — Supplemental Topo/Field Survey
Base mapping was previously updated in 2019 to reflect the construction of Phase I. A budget of two weeks of supplemental survey is assumed to allow for topo updates that may be required due to existing condition changes over the last four years.
Deliverables:
• Supplemental Topo / Field Survey
2.3 — Right of Way
The City began to work on right of way after receiving initial PAED and obtained the majority of the right of way needed for the project, but the project was put on hold in late 2014.
In the summer of 2016, the City began working with Caltrans again and brought in consultants to assist in its effort to deliver the project as committed in the project environmental document. In September 2016, the City of Beaumont sought the services of Epic Land Solutions to assist with the remaining tasks associated with right of way.
In June 2017, Epic assisted the City of Beaumont in preparing the Right of Way Certification by replicating and re- signing documents obtained in acquiring the necessary right of way by the City following a loss of possession of the originally executed documents. Below is an analysis of rights previously acquired and rights needed to certify Phase II of the project.
Right of Way Status Analysis and Scope of Work
Carmen Hall, Trustee
Acquired R/W from Certification
• Dedication — 21977-1, 2
NOTE: The R/W Appraisal Maps call out necessary right of way as 21977-1; however, 21977-1 and 2 were acquired. R/W Appraisal Maps should be updated.
Current Acquisition Status
The City entered into a Possession and Use Agreement in May 2017 which stated that the property owner would grant the City the necessary right of way and allow the City to have immediate possession and right to record the deeds pending payment at a later date. The agreement states that the City has the right to defer payment for up to 12 months following the agreement or until construction commences, whichever occurs first. If the City were not to make payment within the 12 -month window, the City would revert ownership back to the property owner within 30 days.
At this time, it is unclear if payment was made to the property owner to finalize the transfer of ownership. This should be confirmed with the City.
SCOPE OF WORK
11/16/2023
This parcel is potentially landlocked based on the construction of a proposed wall. Previously, the City was working on obtaining access from the adjacent parcel owner. Coordination with RCTC and the City will be needed to determine if these rights were obtained. There is a cell site on property that would be impacted if there was no access to the property. Access would also be required for the maintenance of existing utilities.
Scope:
If payment by the City has not been made, it may require the need to re -acquire the permanent rights for the property. In this case, an appraisal would be prepared along with a formal appraisal review report and a new offer to acquire would be presented to the property owner.
Determination of access rights to the parcel need to be determined. If access has not been provided by the adjacent property owner, steps will be required to ensure access can be maintained. This would be achieved by obtaining the rights from adjacent owner or a full purchase of the parcel.
ASM Beaumont LLC
Acquired R/W from Certification
• ROW Dedication — 21978-1
• ROW Dedication — 21978-2
• Drainage Easement — 21978-3
• Temporary Construction Easement — 21978-4
• ROW Dedication - 21978-5
• Slope Easement — 21978-6
Current Acquisition Status
The City entered into a Possession and Use Agreement in June 2017 which stated that the property owner would grant the City the necessary right of way and allow the City to have immediate possession and right to record the deeds pending payment at a later date. The agreement states that the City has the right to defer payment for up to 12 months following the agreement or until construction commences, whichever occurs first. If the City were to not make payment within the 12 -month window, the City would revert ownership back to the property owner.
At this time, it is unclear if payment was made to the property owner to finalize the transfer of ownership. This should be confirmed with the City.
The City acquired a temporary construction easement. The TCE deed states that the TCE commences upon Notice to Proceed provided by the City and shall expire 3 years from that date. Six years have lapsed since the TCE deed was recorded. It is recommended that a new appraisal related to the TCE be prepared and the rights be acquired from the property owner providing a clear start timeline, in line with Caltrans guidelines.
Scope:
The TCE will need to be re -acquired. A new appraisal report and appraisal review will be prepared, and deeds drafted for the TCE area providing a clear start timeline, in line with Caltrans guidelines and a new offer to acquire would be presented to the property owner.
SCOPE OF WORK
11/16/2023
If payment by the City has not been made for the permanent rights, it would require the need to re -acquire these areas. In this case, a valuation for the permanent rights would be included in the appraisal scope that is being prepared for the TCE and a new offer to acquire would be presented to the property owner.
Potrero 40 LLC
Acquired R/W from Certification
• ROW Dedication — 21979 -1
• Slope Easement — 21979-2
• Drainage Easement — 21979-3
• TCE — 21979-4
• ROW Dedication — 21979-5
NOTE: The R/W Appraisal Maps call out necessary right of way as 21979-1 through 4; however, 21979-5 was also acquired. e.
Current Acquisition Status
The property owner granted the City a TCE in 2014 with an 18 -month duration beginning June 30, 2017. This TCE is now expired and will need to be re -acquired.
Scope:
A new appraisal report and appraisal review will be prepared, and deeds drafted for the TCE area providing a clear start timeline, in line with Caltrans guidelines and a new offer to acquire would be presented to the property owner.
David Ricker DBA American Trust Deed Services
Acquired R/W from Certification
• Slope Easement — 21982-1
NOTE: The R/W Appraisal Maps do not call out necessary right of way for 21982-1; however, it was 21982-1 and 21982-2 that was acquired. R/W Appraisal Maps should be updated.
Current Acquisition Status
Property rights previously acquired.
Scope:
No action needed.
LV Heartland LLC
Acquired R/W from Certification
• ROW Dedication — 21880-1
• ROW Dedication - 21980-2
• TCE — 21980-4
SCOPE OF WORK
11/16/2023
Current Acquisition Status
In July 2014 parcel Map 34880 was approved by the City which included 5 lettered lots for dedication. In May 2017 the City of Beaumont accepted those parcels at a City Council meeting held on May 2, 2017.
Property rights previously acquired.
Scope:
No action needed.
Trinity Partners LLC
Acquired R/W from Certification
• ROW Dedication — 21981-1, 2
• ROW Dedication — 21981-3
• ROW Dedication - 21981-4
• Drainage Easement — 21981-5, 6-, 7
• TCE — 21981- 8, 9, 10, 11
Current Acquisition Status
• The property owner executed an Acknowledgement for Donation for the necessary right of way which was executed in June 2017. The TCE deed states that it is effective as of the date of recording and shall expire upon Notice of Completion of the project construction.
Scope:
It is recommended that the TCE be re -acquired. It is recommended that a new appraisal related the TCE area be prepared, and the rights be acquired from the property owner providing a clear start timeline, in line with Caltrans guidelines and a new offer to acquire would be presented to the property owner.
Inter -agency Transfers
It appears from updates Epic has received on the project that there are three locations where rights would need to be transferred between the City and Caltrans.
Scope:
Epic will coordinate with the RCTC, the City of Beaumont and Caltrans to convey the rights necessary for the project.
Acquisition of Additional TCEs and R/W
There are additional TCEs that are required for the project at two locations and right of way may be required from an additional two locations yet to be determined.
Scope:
An appraisal report will be prepared and reviewed by a third -party appraiser. An offer package will be prepared and presented to the property owners to acquire the necessary rights.
SCOPE OF WORK
11/16/2023
Assumptions:
• Assumes 32 client meetings, monthly status report preparation, and related tasks. • Assumes 7 parcels with 7 unique owners are impacted.
• Assumes 7 appraisals will be prepared.
• Appraisal summary statements will be provided for each appraisal. • Assumes Client will provide Right of Way document templates. Epic can provide for an additional fee. • Assumes appraisal reviews will be desk reviews.
• Assumes legal descriptions and plat maps will be provided by others. • Assumes eminent domain support will include impasse letters, and copies , owner files and diaries sent to the attorney. Additional eminent domain services can be provided for additional fee. • Assumes 7 partial acquisitions only, no full acquisitions or relocations. • Assumes no Phase 1 or Phase 11 Site Assessments are required from Epic. • Assumes project has no delays and that scope can be completed within 16 months from NTP. • Deposition, court testimony and expert witness fees are additional, to be compensated on a time and materials basis.
• This proposal does not include fees for litigation guarantees. If litigation becomes necessary, Epic will obtain a market -competitive price to obtain a litigation guarantee from a third -party title company. The cost of litigation guarantees vary depending on the number required and the value of the property acquisition at the time of litigation. Litigation guarantees will cost a minimum of $750 per file. • Appraisal Reports will be completed within 12 weeks of Notice to Proceed (NTP) and the appraiser's receipt of all pertinent documents (e.g., preliminary title reports, appraisal maps, legal descriptions, plat maps, mitigation plans).
2.4 — Right of Way Requirements Mapping
Mark Thomas will prepare a right of way requirements map based upon the interchange design and the existing right of way appraisal map dated 2009 to identify permanent and temporary right of way needed in addition to the right of way that has previously been acquired by the City. Mapping will identify necessary areas for acquisition, existing underlying ownership information and impacts to existing easements as can be determined from available information. Land rights required for utility relocation (as best understood prior to final utility company prepared utility relocation plans) will also be depicted on the right of way requirements mapping. Mapping will be provided in PDF format. At this time, there are 5 TCE's that are anticipated and no permanent right of way requirements beyond what has previously been acquired by the City.
Deliverables:
• Draft and Final Right of Way Requirements Map.
2.5 — Right of Way Appraisal Mapping
The scope of this task is to prepare right of way appraisal maps based upon proposed acquisitions determined. The acquisitions do not include the existing right of way the City has previously acquired. It is assumed to include 5 TCE's and no additional permanent right of way beyond what has previously been acquired by the City.
Deliverables:
• Draft Right of Way Appraisal Map.
SCOPE OF WORK
11/16/2023
• Final Right of Way Appraisal Map.
2.6 — Plats and Legal Descriptions
Up to 5 plats and legal descriptions will be prepared and shall conform to California Land Surveyor's Act requirements. Plats and legal descriptions will be submitted to RCTC and City for review and comment and will be updated once based upon those comments. Additional rounds of review and revision will be performed as supplemental service.
Deliverables:
• Plat and Legal Descriptions for fee take acquisition and TCE needs (2 hard copies and PDF format)
2.7 — Environmental Revalidation
The scope of this task is to provide a third Caltrans CEQA/NEPA Environmental Revalidation (herein referred to as Third Caltrans Revalidation) for the project for the removal of direct westbound and/or direct eastbound on -ramps from the project design.
• Prepare draft and final Third Caltrans Revalidation for removal of the direct westbound and/or direct eastbound on -ramps, per Caltrans' request and per the Caltrans Standard Environmental Reference. • This Third Caltrans Revalidation will be prepared based on the approved environmental document (3/1/2013) and the second Revalidation approved on November 20, 2020. • New Biological Delineation and Biological Resources Review (see Task 2.9).
Deliverables:
• Draft third Caltrans Revalidation for City review/approval. • Draft and Final third Caltrans Revalidation document for Caltrans review/approval.
2.8 — Environmental Regulatory Permit Modifications
The scope of this task is to obtain permitting approval (USACE 404 Nationwide Permit, RWQCB 401 Certification, and CDFW 1602 Agreement) for impacts to jurisdictional waters. The project was previously permitted under the 2017 Nationwide Permit Program (expired March 18,2022). Pending what a new Biology Report indicates, there is a possibility of reducing the amount of compensatory mitigation fees required by the Project associated with the permanent removal of the direct eastbound and westbound on -ramps. • Prepare permit applications (404/401), amendment (1602), and submit to regulatory agencies. • Coordination with the regulatory agencies.
Deliverables:
• Draft permit modification amendment requests.
2.9 —Jurisdictional Delineation and Biological Resources Verification Under contract to Moffatt & Nichol, SWCA proposes the following tasks to be conducted to evaluate current site conditions for aquatic and biological resources within the Phase 2 project area of the State Route (SR) 60 Potrero Interchange Project (Phase 2). Phase 1 work for the project has been completed but certain previous permits expired.
Phase 2 work includes incorporation of a design revision by removal of the prior planned ramps that were previously authorized. This scope of work is limited to review within Phase 2 (120 acres). Coordination time with Moffatt and Nichol is also included below to discuss project revisions, impacts, and ensure the best approach for environmental planning and permitting needs. In summary, updated site condition information is needed.
2.9.1 Delineation Conditions Review
SCOPE OF WORK
11/16/2023
2.9.1.1 Desktop Search & Field Conditions Review
SWCA wetland scientists will conduct an updated desktop review of U.S. Geologic Survey National Hydrography Dataset, U.S. Fish and Wildlife Service (USFWS) National Wetland Inventory, and aerial imagery to assess whether information may have changed. Moffatt and Nichol will provide SWCA the previous delineation report (and spatial data) which will be reviewed to understand prior jurisdictional waters previously considered.
Two SWCA delineators will conduct a field review by comparing site conditions to previously delineated aquatic resources and noting differences in conditions. Delineators will collect up to 4 wetland determination sampling plots to evaluate and/or confirm wetland conditions in comparison to previous conditions. SWCA has estimated 3 days of field work by two people. SWCA will use a tablet and Field Maps application to record observed changes. A full updated delineation is not within the scope of work because it is not yet known the extent to which site conditions may have changed since the last delineation report. Evaluation of biological conditions would occur concurrently as described in Task 2.9.2 below.
2.9.2 Delineation Conditions Memo
SWCA will prepare a Delineation Conditions Memo for the 120 -acre Phase 2 area describing if site conditions have changed, and if so, at what locations. We will provide written descriptions of each drainage and/or aquatic feature and a map showing the location of any feature changes. Current Waters of the United States regulations will be considered during field review to indicate potential jurisdictional status.
2.9.2 Biological Resources Conditions Review
2.9.2.1 Desktop and Field Conditions Review
SWCA biologists will conduct an updated desktop review of special status species by searching USFWS Information for Planning and Consultation (IPaC), California Natural Diversity Database, California National Plant Society other available desktop data, and aerial imagery to assess whether information may have changed. Moffatt and Nichol provided SWCA the previous biological resources report (and associated spatial data) which will be reviewed to understand prior resources previously considered.
Once completed, our biologists will conduct a field survey of the 120 -acre Phase 2 area. We will record current changes to biological conditions, vegetation alliances as appropriate, and update flora and fauna lists if needed.
2.9.2.2 Biological Resource Memo
SWCA will prepare a Biological Resources memo reflecting biological resource conditions in the Phase 2 project area.
The memo will include updated desktop dataset data, field observations, maps, a description of conditions, a summary of potential changes in conditions compared to the prior biological resources assessment and aerial imagery, and summary of potential considerations associated with anticipated permit needs.
2.9.3 Coordination
SWCA will coordinate with Moffatt and Nichol up to 6 hours to discuss project revisions, impacts, and approach.
Assumptions:
• The Iteris Draft traffic study (dated December 29, 2022) provided to M&N will include all traffic information needed for Caltrans, and no additional traffic analysis will be needed. • Project design changes will remain within the current right-of-way and project footprint/study areas analyzed in the original environmental document and subsequent Environmental Revalidations. A shift outside of these areas will trigger the need for a more robust analysis and likely require additional authority to augment the analysis.
SCOPE OF WORK
11/16/2023
• No additional environmental technical studies/memos or technical study updates/amendments/addendums will be needed. If any are determined necessary, a new scope and fee will be prepared. • This proposal assumes one round of Mark Thomas/City review of the draft third Caltrans NEPA Environmental Revalidation before Caltrans submittal and one round of Caltrans review before Caltrans approval. Additional rounds of review may require additional authority. • The fee includes up -to 12 staff hours for conference calls with the Team and Caltrans. Unused hours will not be billed. Additional meeting attendance may require additional authority. No in -person meetings have been scoped to reduce costs.
• To reduce M&N fees, Mark Thomas will provide the new impact calculations to M&N based on the revised CAD and overlayed with the jurisdictional waters boundaries. • This proposal is good for 90 days and assumes the estimated schedule below. Project delays outside of M&N's control that deviate more than 6 months from the estimated schedule may require an updated proposal.
• All submittals will be electronic to reduce production costs.
TASK 3 — ENGINEERING SUPPORT
3.1— Supplemental Project Report
The Project Report was prepared and approved in March 2013. A Supplemental Project Report will be prepared documenting the removal of the WB Direct On -Ramp and the EB Direct On -Ramp. It is assumed that the Supplemental Project Report will be a minimal document of approximately 20 — 25 pages that will summarize the project changes.
Deliverables:
• Supplemental Project Report
3.2 — Supplemental Design Standard Decision Document
Design Standard Decision Documents (DSDD) were prepared and approved during the previous design phases. It is assumed there are no new features identified at this time that do not meet current Caltrans Design Standards, and it is assumed a Supplemental DSDD will need to be prepared documenting the removal of the two direct on -ramps and the non-standard features associated with those two ramps.
Deliverables:
• Supplemental Design Standard Decision Document
3.3 - Drainage Report
Mark Thomas will update the drainage report and submit it to the City, and Caltrans for review. The update will include removal and/or updating of drainage systems impacted by the removal of the two direct on -ramps.
Deliverables:
• Drainage Report
3.4 - Storm Water Data Report
Mark Thomas will update the Storm Water Data Report (SWDR) for the PS&E phase. The report will be submitted to the City, and Caltrans for approval.
SCOPE OF WORK
11/16/2023
Deliverables:
• Storm Water Data Report
3.5 — Traffic Management Plan (TMP)
Mark Thomas will update the Transportation Management Plan (TMP) for the project. The TMP will conform to Caltrans TMP Guidelines by addressing project strategies and approaches to reduce traffic impacts of construction through Public Information, Motorist Information, Incident Management Strategies, Construction Strategies and Alternative Route Strategies. The TMP will include calculations for lane closures and preparation of lane closure charts.
Mark Thomas will update the TMP for the 95% project completion milestones. The TMP checklist will be updated at the 100% and RTL milestones and the final report at the 95% stage will be reproduced with the updated TMP checklist attached. This scope of work assumes that PIMS hourly traffic count data is available within the project limits. This scope assumes that a separate lane closure report will not be required, and all lane closure information will be contained in the TMP. The scope excludes conducting traffic counts, although counts can be conducted as an additional out of scope service.
Deliverables:
• Traffic Management Plan
3.6 — Geotechnical Design & Materials Report
Terracon Consultants, Inc. (Terracon), under subcontract with Mark Thomas, will provide geotechnical design services to support the update of plans, specifications and cost estimates. Terracon previously prepared a Foundation Report for design and construction of the existing bridge. Two of the borings performed for that investigation (A-10-001 and A-10-002) were advanced very near the alignment of the proposed new retaining wall No. 5. Therefore, Terracon plans to use those borings for our analysis of the proposed wall. Terracon also previously prepared a Geotechnical Design Report that included subsurface information for the five sign locations, which have not changed. Additional exploratory borings and laboratory testing are not included in our scope of services. If additional borings are required by Caltrans, this will require a modification to our fee.
Data from previous field and laboratory programs, along with as -built information provided to Terracon, will be evaluated by a professional engineer. The engineer will develop a geotechnical site characterization, perform the engineering calculations necessary to evaluate foundation alternatives, and develop appropriate geotechnical engineering design criteria for the retaining wall. If required, Terracon will also confirm that foundation design assumptions for overhead signs in the new Standard Plans are applicable to the five originally planned overhead signs.
A Preliminary foundation report (PFR) will be prepared during the wall type selection. The PFR will be prepared using the existing subsurface information and available data. After wall type selection, a Foundation Report (FR) will be prepared with final design level recommendations expanding on preliminary recommendations provided in the PFR.
Log of Test boring sheets from our previous bridge foundation report will also be included in the FR for reference.
Terracon will review the new Caltrans Standard Plans for the five overhead signs and confirm that the soil conditions described in our GDR are consistent with the Standard Plan assumptions.
SCOPE OF WORK
11/16/2023
The retaining wall deliverables will follow the Caltrans Foundation Report for Earth Retaining Systems guidelines, dated January 2021, as applicable:
Deliverables:
• Preliminary Foundation Report
• Foundation Report
• Overhead Sign Geotechnical Memorandum
Assumptions:
• Field exploration (borings) or laboratory testing are not included in this scope of work. • "As -built" Log -of -Test Boring (LOTB) sheets from our previous report will be included, however, drafting/updating to create new LOTB is not included in our scope.
• Preparation of supplemental reports and letters, unless specified in the above scope of work, are not included in our fee estimate.
4.0 — PLANS, SPECS, & ESTIMATE (PS&E)
The PS&E package will be prepared in conformance with Caltrans design and drafting standards. PS&E packages will be submitted at First 100% Submittal (Task 4), Second 100% Submittal (Task 5), and Final (Task 6) stages of completion as described below. The total plan package will be developed over a series of submittals which are described below with the following plan sheets comprising the final plan package:
Roadway Plans
Mark Thomas will prepare Roadway Plans to current City and Caltrans standards.
It is anticipated that the following roadway sheets will be prepared.
Description Estimated Number of
Sheets
Title Sheet 1
Typical Cross Sections 7
Key Map 1
Project Control 1
Layouts 10
Profile and Superelevation 13
Construction Details 21
Erosion Control 11
Contour Grading 9
Drainage Plans, Profiles, Quantities and Details 65
Sanitary Sewer Plans, Profiles, and Details 4
Utility Plans 10
Construction Area Signs 1
Motorist Information Plans, Details and Quantities 3
Stage Construction and Traffic Handling Plans 32
Pavement Delineation Plans, Quantities and Details 17
SCOPE OF WORK
11/16/2023
Sign Plans, Quantities and Details 24
Summary of Quantities 5
Planting and Irrigation Plans 25
Electrical Plans, Details and Quantities 22
Total Estimated Roadway Plan Sheets 282 sheets
Structure Plans
Mark Thomas will prepare Structure Plans for San Timeteo Creek Br (Widen), Retaining Wall #1, Retaining Wall #4, and Retaining Wall #5.
Assumptions
• It is assumed San Timeteo Creek Br (Widen) PS&E will be updated based on most recent Caltrans comments, and updated Caltrans criteria.
• It is assumed Retaining Wall #1 PS&E will be updated based on most recent Caltrans comments, and updated Caltrans criteria.
• The location of the edge of shoulder in front of Retaining Wall #4 will move closer to the mainline due to the removal of the EB Direct On -Ramp. If a wall is still required after the geometric changes, it is assumed the location of the wall will remain in the current location to provide the addition of a future EB Direct On -Ramp if required at some point in the future.
• Retaining Wall #5 will be a new wall designed under the existing Potrero Blvd Overcrossing to provide for the design of the realigned WB Loop On -Ramp.
It is anticipated that the following structure sheets will be prepared.
Description Estimated Number of Sheets
Retaining Wall No. 1 General Plan 2
Retaining Wall No. 4 General Plan 1
Retaining Wall No. 5 General Plan 1
Retaining Wall Details 6
Retaining Wall Log of Test Borings 1
General Plan 1
Index to Plans 1
Foundation Plan 1
Bridge Removal Details 1
Abutment Layout 2
Abutment Details 1
Pier Layout 1
Typical Section 1
Slab Reinforcement Details 2
Log of Test Borings 5
Total Estimated Structure Plan Sheets 27 Sheets
SCOPE OF WORK
11/16/2023
Freeway Interchange Improvement Plans
Freeway interchange improvement plans will follow Caltrans plan format. Typical cross sections and layouts will be provided. Construction details will be required for pavement elevation conforms and vertical control.
Drainage Plans
Culverts, ditches, inlets, and other drainage features will be shown on the drainage plans. Drainage systems will be numbered with letters assigned to individual drainage items. Drainage profiles will be on separate sheets, followed by drainage details and drainage quantities. Details will be required for any City or County standards, including manholes.
Erosion Control Plans
Erosion control plans including planting requirements for biostrips and bioswales within the project limits will be prepared. Erosion control plans will be prepared in conformance with current Caltrans requirements.
Utility Plans
Utility plans will be prepared which depict mapped utility facilities at the time of the start of construction. Utility facilities to be relocated by the contractor will be shown, while facilities to be relocated by others will be shown. Any utility facilities that will be relocated prior to construction will be shown as an existing condition.
Traffic Handling/Stage Construction Plans
Traffic handling plans will be prepared for stage construction. This scope assumes a total of two stages. These plans, which will include temporary signing, assume that existing pavement grades will be maintained.
Planting and Irrigation Plans
Planting and Irrigation plans will be prepared showing landscaping required for the interchange plans.
Electrical Plans
Electrical plans will be prepared including sign illumination, closed circuit television system, ramp metering, interconnect conduit and cable, and signals. The electrical PS&E will include permanent electrical systems.
Specifications
Mark Thomas will prepare specifications for the project. The special provisions will follow Caltrans Standard Special Provisions (SSPs) and Standard Plans. It is understood that RCTC will Advertise, Award and Administered the project.
Construction Cost Estimates
Mark Thomas will prepare an itemized engineer's estimate at all submittal stages of the project. The format will be similar to the Caltrans Basic Engineering Estimating System (BEES) format. The unit costs will be determined by reviewing similar recent project bid summaries, recent similar Caltrans Contract Cost Data book, the California Highway Construction Cost Index information and reviewing the Caltrans ESC site for unit costs.
SCOPE OF WORK
11/16/2023
Contract Plan Preparation
Plans will be prepared for each bid package and submitted at the 95% Submittal, 100% Submittal and Final stages. Plan submittals will be in electronic PDF format.
6.4 — Resident Engineers (RE) File
Mark Thomas will prepare and compile the Resident Engineers (RE) file prior to RTL. RE file will include critical project information including quantity calculation back-up, environmental commitments, environmental documentation, environmental permits, project correspondence, and design notes to the RE.
6.5 — Ready To List — (RTL) File
Mark Thomas will prepare the Ready to List Certification Form and compile the required documents.
7.0 — CONSTRUCTION SUPPORT
7.1— Bid Support
Mark Thomas will assist RCTC during the bidding process; this scope assumes that RCTC will advertise, award, and administer the construction contract. The work may include, but not limited to, answering bid inquiries from prospective bidders, attending pre -bid meetings, and preparing addenda to the PS&E documents during the advertisement period.
7.2 — Construction Support
Mark Thomas will provide construction support. The scope will include:
• Participate in progress/field meetings.
• Address technical questions related to the plans, specifications, and design intent. • Address Requests for Information (RFIs).
• Assist in reviewing submittals such as shop drawings, samples of construction material, and product data as required in the construction documents. MT's review and action shall only be for conformance with the design concept of the Project and with the information given in the construction documents. MT's review of any Contractor prepared drawings shall not relieve the Contractor from their sole responsibility for dimensions, quantities, calculations, weights, fabrication processes, construction means and methods, and coordination of trades or safety factors related to construction.
• Assist in reviewing/preparation CCOs including engineering analysis. MT's review and action shall be for conformance with the design concept of the Project and with appropriate construction specifications and details. • Provide adjustments and revisions to design, based upon unanticipated and/or unknown field conditions encountered during the course of construction.
7.3 — Record Drawings
Mark Thomas will prepare record drawings from contractor and construction as -built drawings and markups.
EXHIBIT B - COST PROPOSAL FOR PROJECT SCOPE: City of Beaumont: SR -60 / Potrero Boulevard Interchange - Phase 2 MARK
THOMAS
SUBS
TOTAL COST
Sr. Engineering Manager
Engineering Manager
Sr. Technical Lead
Sr. Project Manager
Technical Lead
Project Manager
Sr. Technical Engineer
Sr. Project Engineer
Project Engineer
Sr. Technician
Design Engineer II
Design Engineer I
Survey Division Manager
Survey Manager I
Project Surveyor 11
Survey Technician III
LAUD Division Manager
LAUD Project Manager
Sr. Landscape Architect
Landscape Designer II
Sr. Project Accountant
Sr. Project Coordinator
Total
Hours
Total MT
Cost
Epic Land Solutions (Utilities
and ROW)
Moffat & Nichol
(Environmental)
Terracon (Geotechnical)
CLSurvey (Supplemental
Survey)
J. Smith & T. Muli (Drainage)
1.0 PROJECT MANAGEMENT
1.1 GeneralProject Management
260
80 120
36 36
532
$156,156
4,800
$160,956
1.2 Project Meetings
80 20
142
60 60
6 12
12 392
$91,810
-
3,500
-
-
$95,310
1.3 Project Schedule
64 40
68 172
$44,032
-
-
-
$44,032
1.4 Quality Assurance/Quality Control
80 60
60 80
12 292
$70,628
-
-
-
-
$70,628
Subtotal Phase 1
484
0 100
0 362
0 120
0 148
0 60
0 0
0 0
0 18
12 12
0 36
36 1388
$362,626
$0
$8,300
$0
$0
$0
$370,926
2.0 SURVEY, ROW, UTILITIES & ENVIRONMENTAL
2.1 Utility Coordination
0 $0
27,963
-
-
-
-
$27,963
2.2 Supplemental Topo/Field Survey
0 $0
-
-
-
29,000
-
$29,000
2.3 Right of Way
0 $0
141,598
-
-
-
-
$141,598
2.4 Right of Way Requirements Mapping
4 24
32 24
4 88
$16,900
-
-
-
-
-
$16,900
2.5 Right of Way Appraisal Mapping
4 24
4 16
24 48
120
$22,076
-
-
-
-
-
$22,076
2.6 Plats and Legal Descriptions
4 8
24 36
100
172
$29,324
-
-
-
-
-
$29,324
2.7 Environmental Revalidation
0 $0
-
33,000
-
-
-
$33,000
2.8 Environmental Regulatory Permit Modifications
0 $0
-
29,000
-
-
-
$29,000
2.9 Jurisdictional Delineation and Biological Resources Verification 0 $0
-
22,000
-
-
-
$22,000
Subtotal Phase 2
0 0
12 0
48 0
0 32
0 24
0 0
16 40
60 148
0 0
0 0
0 0
380
$68,300
$169,561
$84,000
$0
$29,000
$0
$350,861
3.0 ENGINEERING SUPPORT
3.1 Supplemental Project Report
24 60
80 164
$30,560
-
-
-
-
-
$30,560
3.2 Supp Design Standard Decision Document
16 40
24 48
128
$23,096
-
-
-
-
-
$23,096
3.3 Drainage Report
24 40
60 40
164
$28,040
-
-
-
-
10,000
$38,040
3.4 StormWater Data Report (SWDR)
24 40
16 80
$11,984
-
-
-
-
-
$11,984
3.5 Traffic Management Plan (TMP)
32 40
16 88
$13,472
-
-
-
-
-
$13,472
3.6 Geotechnical FR and GDR
0 $0
-
-
30,000
-
-
$30,000
Subtotal Phase 3
0 0
64 0
140
0 0
56 0
24 268
72 0
0 0
0 0
0 0
0 0
0 624
$107,152
$0
$0
$30,000
$0
$10,000
$147,152
4.0 95% PLANS, SPECIFICATIONS & ESTIMATE (PS&E)
4.1 Roadway Plans
40 184
585
484
476
597
2366
$365,213
-
$365,213
4.2 Roadway Quantities and Estimate
24 64
32 24
144
$24,344
-
-
-
-
$24,344
4.3 Roadway Specifications
24 40
60 96
$17,120
-
$17,120
4.4 Structures Plans
60 80
64 100
100
200
160
764
$149,020
-
-
-
-
$149,020
4.5 Structures Quantities and Estimate
32 20
40 40
132
$23,680
-
-
-
$23,680
4.6 Structures Specifications
20 20
40 80
$14,700
-
-
-
-
$14,700
4.7 Landscape Plans
16 80
140
224
4.8 Landscape Quantities and Estimate
---
24 $3,9125 $32,796
-
-
-
$3,912
4.9 Landscape Specifications
2 8
24 34
$4,534
-
-
-
-
-
$4,534
4.10 nSSP Approval Requests
60 60
120
$24,000
-
-
-
-
-
$24,000
Subtotal Phase 4
0 60
120
116
292
100
585
304
0 724
780
621
0 0
0 0
0 18
112
164
0 0
3996
$659,319
$0
$0
$0
$0
$0
$659,319
5.0 100% PLANS, SPECIFICATIONS 8, ESTIMATE (PS&E)
5.1 Roadway Plans
25 125
357
290
286
358
1441
$223,609
-
-
-
-
$223,609
5.2 Roadway Quantities and Estimate
16 64
24 24
128
$21,496
$21,496
5.3 Roadway Specifications
12 32
24 68
$11,928
-
-
-
-
$11,928
5.4 Structures Plans
20 40 80
40 60
60 356
5.5 Structures Quantities and Estimate
20 0
20 20
60 $11,040
-
-
-
-
$11,040
Structures
20 20
20 60
$11,040
$11,040
5.75.6 Landscape Plans
8 40
80 128
$17,568
-
-
-
-
$17,568
5.8 Landscape Quantities and Estimate
c
5.9 Landscape Specifications s
---
2 8
10 $1,262
-
-
-
-
$1,262
5.10 Combined Specifications
12 80
40 132
$23,128
-
-
-
$23,128
5.11 nSSP Approval Requests
4 32
60 96
$15,328
-
-
-
-
$15,328
Subtotal Phase 5
0 20
65 96
169
40 357
268
0 410
534
382
0 0
0 0
0 8
48 88
0 0
2485
$409,037
$0
$0
$0
$0
$0
$409,037
6.0 FINAL PLANS, SPECIFICATIONS & ESTIMATE (PS&E)
6.1 Roadway PS&E
25 75
238
194
190
239
961
$149,538
-
-
-
-
-
$149,538
6.2 Structures PS&E
20 20
72 20
30 60
60 282
$57,840
-
-
-
-
-
$57,840
6.3 Landscape PS&E
6 28
40 74
$10,510
-
-
-
-
-
$10,510
6.4 Resident Engineers (RE) File
60 120
240
120
540
$83,040
-
-
-
-
-
$83,040
6.5 Ready to List (RTL) File
16 24
60 100
$16,408
-
-
-
-
-
$16,408
Subtotal Phase 6 =
0 20
45 72
151
20 238
174
0 254
550
359
0 0
0 0
0 6
28 40
0 0
1957
$317,336
$0
$0
$0
$0
$0
$317,336
7.0 CONSTRUCTION SUPPORT
7.1 Bid Support
8 24
16 48
$8,016
-
-
-
-
-
$8,016
7.2 Construction Support
60 148
640
210
440
1498
$247,662
18,719
-
-
-
-
$266,381
7.3 Record Drawings
40 520
80 640
$93,160
-
-
-
-
-
$93,160
Subtotal Phase 7
0 0
60 0
196
0 0
664
0 730
0 536
0 0
0 0
0 0
0 0
0 0
2186
$348,838
$18,719
$0
$0
$0
$0
$367,557
TOTAL HOURS
484
100
466
284
1358
160
1300
1498
148
2166
2192
1970
16 40
60 148
18 44
200
292
36 36
13016
OTHER DIRECT COSTS
$0
$102,200
$0
$0
$0
$0
$102,200
TOTAL COST
1 $183,9201
$31,9001
$123,4901
$75,2601
$290,6121
$34,2401
$241,8001
$278,6281
$24,2721
$314,0701
$311,2641
$226,5501
$5,0881
$8,6801
$11,5201
$20,1281
$4,6621
$9,2841
$32,6001
$34,1641
$5,2561
$5,2201
1 $2,272,6081
$290,4801
$92,3001
$30,0001
$29,0001
$10,0001
$2,724,388
Please note that the rates shown are for estimating purposes only.
See rate schedule for actual rates/ranges.
11/16/2023
MARK THOMAS
///////////////////////////////////////////////////////////////////////////////// MARK THOMAS & COMPANY, INC. RATE SCHEDULE
EXPIRES JUNE 30, 2024
Engineering
Intern
Technician
Design Engineer I
Design Engineer II
Sr. Technician
Civil Engineering Designer
Project Engineer
Sr. Project Engineer
Sr. Technical Engineer
Technical Lead
Sr. Technical Lead
Design Manager
Engineering Manager
Sr. Engineering Manager
Construction Management
Office Technician
Office Engineer
* Asst. Resident Engineer
* Inspector - CM
Project Controls/Scheduler
Resident Engineer
Sr. Resident Engineer
Area Manager - CM
Planning
Planner 1
Planner II
Sr. Planner
Landscape Architecture/Urban Design
Landscape Intern
Landscape Designer 1
Landscape Designer II
Landscape Architect
Sr. Landscape Architect
Grant Writing
Funding Specialist
Sr. Funding Specialist
Funding Manager
$50 - $90
$68 - $138
$89 - $156
$112 - $189
$118 - $189
$118 - $215
$148 - $198
$166 - $228
$166 - $228
$183 - $270
$222 - $338
$299 - $374
$311 - $361
$331 - $472
$65 - $107
$112 - $215
$163 - $299
$126 - $333
$157 - $296
$213 - $325
$266 - $358
$311 - $472
$83 - $116
$92 - $159
$112 - $189
$50 - $90
$80 - $119
$98 - $150
$112 - $202
$121 - $224
$112 - $221
$154 - $238
$260 - $342
Surveying
Survey Technician 1-111
Lead Survey Technician
Survey Specialist 1-111
Asst Surveyor 1-111
Project Surveyor 1-111
* Chief of Party
* Instrumentperson
* Chainperson
* Apprentice
* 2 -Person Crew
* 3 -Person Crew
* Utility Locator
* 2 -person Utility Locate
Project Management & Oversight
Project Manager
Sr. Project Manager
Survey Manager 1-11
Division Manager
Principal
Project Support
Technical/Sr. Technical Writer
Project/Sr. Project Assistant
Project/Sr. Project Coordinator
Graphic/Sr. Graphic Designer
Project/Sr. Project Accountant
Sr. Graphic Manager
Project Accountant Manager
District Management
* Inspector - Apprentice
* Inspector/Sr. Inspector
Assistant/Associate Sanitary Engineer
Sanitary/Sr. Sanitary Project Engineer
Operations/Deputy District Manager
District Manager -Engineer
Special Services
Expert Witness
Strategic Consulting
$56 - $179
$121 - $195
$104 - $275
$104 - $185
$153 - $277
$163 - $238
$151 - $211
$142 - $200
$83 - $159
$306 - $438
$392 - $484
$129 - $208
$266 - $426
$183 - $270
$222 - $338
$203 - $293
$251 - $423
$408 - $488
$62 - $182
$71 - $140
$98 - $179
$104 - $195
$106- $189
$148 - $218
$163 - $228
$62 - $111
$101 - $163
$142 - $215
$169 - $293
$231 - $351
$325 - $384
$494
$494
Reimbursables including, but not limited to; reproductions, delivery and filing fees; outside consultant fees; and survey field expenses will be billed at Cost Plus 5%. Mileage will be billed per current IRS Rate.
Additional promotional steps exist within various rate categories.
This rate schedule expires June 30, 2024; rates are subject to escalation with new hourly rate schedule as of July 7, 2024. * These charge rates are subject to Prevailing Wage laws and Union contract.
RATP gen982)af 1
40F1
BEAUA MONTA -C L 1 F O R N 1 -
Staff Report
TO: City Council
FROM: Julie Van Hook, Public Information Officer
DATE December 19, 2023
SUBJECT: Adoption of an Updated Strategic Communications Plan Description The Strategic Communications Plan is a proactive approach serving as a roadmap for engagement and aligning messaging with the goals and mission of the City of Beaumont (City). By design, it enhances consistency, builds trust, and ensures information reaches the right audience at the right time.
Background and Analysis:
Preparation began as part of the Public Information Officer's onboarding process.
Onboarding consisted of participating in various meetings with council, department executives, staff who performed similar functions, and feedback from the community gathered from meetings, public comment, and social media.
An assessment was conducted on current communication strategies, including any changes to objectives and tactics. Various methods, such as surveys and stakeholder feedback, were used to gather information and in the development of this plan. The City's goals and audiences were reviewed for relevance, clarity, and measurement.
Messages and channels of information were evaluated. Messages should be tailored to each audience, consistent, credible, and compelling across all platforms and materials.
Channels were reviewed for preferences, accessibility, and advantages/disadvantages.
With adjustments to communication citywide, messages and channels can be optimized for impact and reach.
Monitoring and elevating communication results, data, and feedback will be a natural step in all messaging. As the city continues to evolve and technology continues to advance, communication will adapt as needed.
Fiscal Impact:
The cost to prepare this staff report was approximately $100.00.
Recommended Action:
Review, discuss and adopt the Strategic Communications Plan.
Attachments:
A. 2023-2026 Strategic Communications Plan
,
2023-2026
i er
2023-2026 City of Beaumont Strategic Communication Plan City of Beaumont
Strategic Communications Plan
City of Beaumont Mission Statement
The City of Beaumont is committed to providing core services to the community that ensure it remains a desirable place to live, work and play. Through responsible and professional leadership and in partnership with local agencies to achieve common goals and leverage area resources, the city will strive to improve the quality of life for all residents living and working in the community.
Public Information Office Mission Statement
Be the best source of information about the City of Beaumont by creating and sharing effective messages and compelling stories that foster positive engagement and connection with all stakeholders.
2023-2026 City of Beaumont Strategic Communication Plan Table of Contents
Executive Summary 3
Why We Have a Plan 3
Communications Team 4
Target Audience 4
Background 5
Communication Structure 6
Current Communication Methods 7
Communication Tools 10
Appendix A— Communication Plan Implementation 11
Appendix B — Digital Strategy 23
Appendix C — Placeholder for Crisis Communication Plan 24
2023-2026 City of Beaumont Strategic Communication Plan Executive Summary
The 2023-2026 Strategic Communications Plan is a living document intended to adapt and enhance as the city continues to evolve. As technology advances and platforms for citizen engagement continue to change, this plan is expected to change to meet the needs of the community. The plan, as it is adopted today, is simply a snapshot of the city's current communication goals and objectives for a unified and cohesive strategy to best serve the City of Beaumont's community and stakeholders.
The plan outlines the overall communication philosophy, structure, audience, and platforms.
Why We Have a Plan
Communication is a basic obligation and essential to an open and transparent government. Communicating with residents, businesses, and visitors is vital to fostering trust and the overall success of the city. Through consistent and engaging communication, the City of Beaumont can grow informed community participation, enhance pride and overall quality of life for its residents.
2023-2026 City of Beaumont Strategic Communication Plan Communications Team
Everyone who represents the city in an official capacity can be seen as a communicator.
It is important to create a unified structure defining messaging and the process for all communication to ensure reliability with and for the city's stakeholders. The success of the plan is dependent upon everyone's understanding and participation.
For the purpose of this plan, the city defines its core communicators as follows:
• Mayor and City Council
• City Manager
• Deputy City Manager
• Chief of Police (and designee)
• Public Information Officer
• Executive Team
• Recreation Manager
• Police Services Manager
• City Clerk
• City Treasurer
• City Boards, Commissions, and Committees
• Other Council -Appointed Officials
Target Audience
A key component of any communication plan is identifying and knowing the audience.
The external stakeholders are:
• Residents
• Visitors
• Businesses
• Community organizations
• Sister cities
• Schools
• Regional influencers
• Media
The internal stakeholders are:
• Employees
• City Council
• City Clerk
• City Treasurer
• City boards, commissioners and committees
2023-2026 City of Beaumont Strategic Communication Plan Background
This plan is a revision of the adopted 2018 City of Beaumont Strategic Communications Plan. Updating the city-wide strategic communication plan will advance the City of Beaumont's Strategic Plan, Level 3, Target #1 Goal #4, to increase public communication, education and strategy. This plan incorporates relationship building and public communication strategy.
Past Plans & Guides
• Original Strategic Communications Plan — Established in 2018, containing initial goals and strategies for an unspecified timeframe.
• Style Guide — Developed in 2019, containing guidelines and standards for both graphic and language perspectives. This guide is active.
2023-2026 City of Beaumont Strategic Communication Plan Communication Structure
• Public and Internal Communication
o Goal 1: Accurately and timely communicate information regarding the city's programs and services through a unified and layered framework for maximum reach.
■ Objective 1: Regularly communicate city council decisions and actions
■ Objective 2: Make information about city programs and services readily available and easy to understand
■ Objective 3: Increase awareness, interest, participation, and engagement from the community and businesses
■ Objective 4: Increase employee awareness and build organizational knowledge
• Crisis Communication
o Goal 1: Enable seamless communication during times of crisis ■ Objective 1: Assess and implement a readiness campaign for crisis communication
• Media Relations
o Goal 1: Proactively build relationships with journalists and editors ■ Objective 1: Provide proactive news and public service announcements for widespread coverage
■ Objective 2: Provide timely and accurate responses to media inquiries and requests
2023-2026 City of Beaumont Strategic Communication Plan Current Communication Methods
Advertising
Advertisements are limited to events, programs, and service -related information. The purpose of advertising is to advance the quality of life for its residents and the economic vitality of the city. This includes promoting businesses, incentive programs and community events.
Communication training and assistance
City employees who manage social media accounts should receive basic and ongoing training as needed. Future training will be provided on an as -needed basis to keep employees abreast of current and emerging trends.
Digital Communications
The dominant form of communication currently consists of a variety of digital platforms and local media coverage. Below is a list of communication methods currently used:
Websites
• beaumontca.gov —Official City website
• beaumontcabusiness.gov —Economic Development website (2023) • bmtparks.com — Parks and Recreation website (2023)
• BeaumontPD.org — Police Department website (2016)
Email subscriptions
• City of Beaumont's news and events calendar — a calendar for all types of events including public meetings and sponsored community city events • Beaumontca.gov Notify Me —Subscriptions to various calendars and news:
o Construction Updates
o Council Agenda
o Economic Development Committee
o Election Central
o Finance and Audit Committee
o Misc. Public Meetings
o Planning Commission Agenda
o Stewart Park Renovation
o City Spotlight
o News and Notices
• Beaumontca.gov Alert Center — For safety alerts
• Beaumontca.gov Calendar — For city events
• Beaumontca.gov Newsflash — Citywide spotlight
2023-2026 City of Beaumont Strategic Communication Plan Guides
• City Magazine and Recreational Guide: Quarterly online publication featuring city news, recreational information and events. Printed and mailed publications to commence for the Winter 2024 edition.
Message Boards
• Available within city facilities and outside city hall for public consumption.
TV Channel
• PEG Channel is featured on Frontier, Channel 32, broadcasting city council meetings, special programming, and upcoming events.
YouTube Channel
• Features live and recorded public meetings and showcases other programming. Subscribers can like the channel to follow.
Mobile App
• City of Beaumont's Mobile App is an engagement tool for residents to connect electronically to request service, contact information, access news, and view events. The Transit App is used by travelers using city transportation for real time GPS locations, arrival times, ETAs, and assistance with planning connected trips.
Social media outlets
• City of Beaumont City Hall Facebook
• City of Beaumont X
• City of Beaumont Instagram
• City of Beaumont Linkedln
• City of Beaumont Nextdoor
• City of Beaumont Youtube
• City of Beaumont TikTok
• Police Department Facebook
• Police Department X
• Police Department Instagram
• Police Department Nextdoor
• Police Department Neighbors Portal by Ring (No url available) • Parks and Recreation Facebook
• Parks and Recreation Instagram
• Transit Facebook
2023-2026 City of Beaumont Strategic Communication Plan Graphic Identity Manual
In 2018, the city updated its logo and developed a graphic identity found in its Brand Style Guide. The guide offers best practices to facilitate standards and ensure consistency in visual and written communication regarding its logo, font, color scheme, and graphics.
Media Relations
A positive working relationship with news media from local and regional outlets is vital to successfully communicating city -related information. The goal of effective media relations is to publish frequently, factually, and professionally. All media inquiries should be responded to promptly whenever possible.
Print publications
With a shift in how society consumes information, the cost versus effectiveness of print publications is reviewed on a case -by -case basis. In most cases, distributing communication digitally is the most cost-effective and predominant method used by the city. Each department produces its own print publications on a smaller scale, including flyers, cards, posters, and brochures to name a few.
However, to maintain a layered and widespread approach the city will utilize local print media, Annual Report, and begin to print its City Magazine for public consumption.
Public Relations
The city continues to establish good and transparent relationships with all its residents, business owners, and visitors through various platforms described throughout the plan.
The city monitors and coordinates responses regarding general inquiries and/or complaints received through a variety of channels.
The city oversees its Public, Educational, and Governmental Access (PEG) Channel through Frontier. Locally, residents can access programming centered on government programs, activities, upcoming events, and services through PSAs, features, and graphic images.
The city utilizes several ways to generate content for distribution including event calendars, internal/employee communication, and social media strategies.
2023-2026 City of Beaumont Strategic Communication Plan Current Communication Tools
The city invests in a variety of tools including software, video, technology services, and platforms to support effective communication. The primary tools utilized by the city include:
• CivicPlus — website management platform
• Hootsuite — social media scheduling and analytics
• Constant Contact — subscription platform for email announcements • Grammarly — subscription tool for plain language, grammar, and spelling • Canva — subscription for graphic creation
• Archive Social — archives all social account activities for public records requests • Variety of other tools for various projects
Appendix A — Communication Plan Implementation
2023-2026 City of Beaumont Communication Plan
PUBLIC AND INTERNAL COMMUNICATION
Goal 1: Accurately and timely communicate information regarding the city's programs and services through a unified and layered framework for maximum reach.
Objective 1: Regularly communicate city council decisions and actions Strategy 1: Provide consistent and regular updates on city government decisions and actions TACTIC 1: Provide timely recap messages on social media
ONGOING
TACTIC 2: Launch monthly mayor's newsletter
FEB 2024
TACTIC 3: Distribute regular news releases on major
council actions such as on development, major
infrastructure projects, and community affairs
ONGOING
Appendix A — Communication Plan Implementation
2023-2026 City of Beaumont Communication Plan
PUBLIC AND INTERNAL COMMUNICATION
Goal 1: Accurately and timely communicate information regarding the city's programs and services through a unified and layered framework for maximum reach.
Objective 2: Make information about city programs and services readily available and easy to understand Strategy 1: Provide and regularly update the city's website to ensure its accessible, user-friendly, and informative TACTIC 1: Work with Civic Plus to analyze the website
layout and make improvements to address areas to
optimize engagement and information sharing
JAN 2024
New website calendar in Jan 2024
TACTIC 2: Ensure staff can regularly update and maintain their department pages
ONGOING
TACTIC 3: Verify all written materials are published in plain language and centralized for ease
ONGOING
For review planned in Jan 2024
TACTIC 4: Work with website vendor for add-on tools to
manage content and ADA accessibility
FEB 2024
Appendix A — Communication Plan Implementation
2023-2026 City of Beaumont Communication Plan
PUBLIC AND INTERNAL COMMUNICATION
Goal 1: Accurately and timely communicate information regarding the city's programs and services through a unified and layered framework for maximum reach.
Objective 3: Increase awareness, interest, participation, and engagement from the community and businesses Strategy 1: Monitor communication and adapt to communication preferences. Utilize cross -functioning communication methods for maximum reach
TACTIC 1: Evaluate the PEG Channel. Update regularly
and streamline special events as another method of
communication
JAN 2024
TACTIC 2: Utilize different avenues to market and
advertise city events and programs such as billboards, in- person meetings, surveys, banners, etc.
ONGOING
Published twice at the local movie theater.
Exploring options for billboard usage.
TACTIC 3: Produce print and digital publications for
citywide distribution (city magazine, annual report, etc.) JAN 2024
TACTIC 4: Development of strategic outreach campaigns
for upcoming construction projects
JAN 2024
Preliminary discussion in place.
TACTIC 5: Develop an Annual Report reflecting the city's achievements for legislative and community outreach
SPRING 2024
TACTIC 6: Monitor and engage in official city social media outlets
ONGOING
TACTIC 7: Highlight department activities with high
community impact including Police, Fire, Public Works, and Community Services
ONGOING
TACTIC 8: Regularly assess the effectiveness of various platforms and channels for effectiveness
ONGOING
Appendix A — Communication Plan Implementation
2023-2026 City of Beaumont Communication Plan
PUBLIC AND INTERNAL COMMUNICATION
Goal 1: Accurately and timely communicate information regarding the city's programs and services through a unified and layered framework for maximum reach.
Objective 3: Increase awareness, interest, participation, and engagement from the community and businesses Strategy 2: Continue to stay abreast of new and emerging communication trends, strategies, and practices TACTIC 1: Maintain professional memberships such as
with the California Public Information Officer's (CAPIO) Association, PRSA, and ICMA
ONGOING
Attend Annual Meeting in May 2024
TACTIC 2: Identify new ways to communicate, best
practices, training, and tools through participation in statewide, regional, and local programs
ONGOING
TACTIC 3: Identify and implement new or more effective
ways to communicate with the community
ONGOING
Appendix A — Communication Plan Implementation
2023-2026 City of Beaumont Communication Plan
PUBLIC AND INTERNAL COMMUNICATION
Goal 1: Accurately and timely communicate information regarding the city's programs and services through a unified and layered framework for maximum reach.
Objective 3: Increase awareness, interest, participation, and engagement from the community and businesses Strategy 3: Conduct audits and prepare effective messaging TACTIC 1: Prepare a content calendar and track
performance, reoccurring events, and activities
FEB 2024
TACTIC 2: Utilize social media management platform to
analyze reach, and schedule releases of information
during optimal times
ONGOING
Need to on -board all social media
contributors to platform.
TACTIC 3: Develop and maintain one voice messaging
strategy and talking points
ONGOING
TACTIC 4: Analyze results from outreach campaigns to
evaluate effectiveness and areas of opportunity
SPRING 2024
Transportation and construction projects
Appendix A — Communication Plan Implementation
2023-2026 City of Beaumont Communication Plan
PUBLIC AND INTERNAL COMMUNICATION
Goal 1: Accurately and timely communicate information regarding the city's programs and services through a unified and layered framework for maximum reach.
Objective 4: Increase employee awareness, build organizational knowledge, and camaraderie Strategy 1: Launch new platforms to foster engagement and share information TACTIC 1: Launch internal monthly newsletter highlighting council actions, events, program and project statuses, and employee spotlights
ONGOING
Published November 2024, and monthly
thereafter
TACTIC 2: Develop an intranet landing page to serve as
the main hub for information
WINTER 2024
Partnership with IT
TACTIC 3: Launch a committee to help plan for celebratory events such as birthdays, holidays, and annual employee recognition ceremony
SPRING 2024
Partnership with HR
Appendix A — Communication Plan Implementation
2023-2026 City of Beaumont Communication Plan
PUBLIC AND INTERNAL COMMUNICATION
Goal 1: Accurately and timely communicate information regarding the city's programs and services through a unified and layered framework for maximum reach.
Objective 4: Increase employee awareness and build organizational knowledge Strategy 2: Partner with other departments to develop communication objectives, goals, and structure TACTIC 1: Define processes, structure and roles related to the release of communication
SPRING 2024
TACTIC 2: Work with other departments to review
communication efforts, goals, and structure. Discuss best practices and emerging trends
SPRING 2024
Appendix A — Communication Plan Implementation
2023-2026 City of Beaumont Communication Plan
CRISIS COMMUNICATION
Goal 1: Enable seamless and real time information sharing during times of disruption Objective 1: Assess and implement a readiness campaign for crisis communication Strategy 1: Identify protocols, tools, and training to improve our communication during crisis situations TACTIC 1: Implement a city-wide program with push
notifications for cross -utilization for traffic and construction updates
WINTER 2024
TACTIC 2: Develop local crisis communication plan
FALL 2024
Appendix A — Communication Plan Implementation
2023-2026 City of Beaumont Communication Plan
MEDIA RELATIONS
Goal 1: Proactively build relationships with journalists and editors Objective 1: Provide proactive news and public service announcements to achieve coverage Strategy 1: Regularly distribute releases, photos, and video content related to city programs, services, events, and actions
TACTIC 1: Maintain a regular distribution list of media contacts for print and broadcast media
ONGOING
TACTIC 2: Promote city resources for information about
programs and services to media for access
ONGOING
Appendix A — Communication Plan Implementation
2023-2026 City of Beaumont Communication Plan
MEDIA RELATIONS
Goal: Proactively build relationships with journalists and editors Objective 1: Provide proactive news and public service announcements to achieve coverage Strategy 2: Continue to foster proactive communication within the organization regarding possible emerging issues.
TACTIC 1: Utilize executive team meetings as an internal forum to exchange information about items of potential
media interest
ONGOING
TACTIC 2: Reach out to department heads and attend
department meetings on upcoming programs, events,
activities, and needs of promotion or potential media
interest
ONGOING
OCT 2023 began attending the Public
Works Department meeting
Appendix A — Communication Plan Implementation
2023-2026 City of Beaumont Communication Plan
MEDIA RELATIONS
Goal: Maintain positive working relationships with media Objective 2: Provide timely and accurate responses to media inquiries and requests for information Strategy 1: Regularly review media inquiries and respond accordingly TACTIC 1: Respond to media inquiries within 24-48 hours, or sooner
ONGOING
TACTIC 2: Centralize media interactions through PIO
ONGOING
TACTIC 3: Coordinate responses from subject matter
experts within the city
ONGOING
TACTIC 4: Review media publications for accuracy, and
make suggestions to correct the record, if needed
ONGOING
2023 — Initiated check -ins with local media
to ensure accurate coverage
Appendix A — Communication Plan Implementation
2023-2026 City of Beaumont Communication Plan
MEDIA RELATIONS
Goal: Maintain positive working relationships with members of media Objective 2: Provide timely and accurate responses to media inquiries and requests for information Strategy 2: Foster good working relationships locally and regionally TACTIC 1: Provide tips, stories and publish ads with local media
ONGOING
Oct 2023 — Published full page
transportation graphic
Nov 2023 — New resident letter from
former Mayor Julio Martinez
TACTIC 2: Identify opportunities for broadcast and
televised media coverage
ONGOING
Oct 2023 —ABC 7 live broadcast showing
of Shadow Creek Park
TACTIC 3: Reach out to local media to discuss special
events, meeting coverage and general information
ONGOING
TACTIC 4: Assess opportunities to host media events,
when appropriate
ONGOING
2023-2026 City of Beaumont Communication Plan
Appendix B — Digital Strategy
The digital strategy is a plan to utilize digital channels and tools to communicate with the public and achieve goals as outlined in the plan. This strategy should be used as a guide for content and frequency for sharing on a per -platform basis that can be managed by existing staff.
Our Voice
• Professional
• Accurate
• Authentic
• Good-natured and fun
Digital Strategy Matrix
Digital Channel
Message
Frequency
Main Website
•
Services, programs, facilities, and event
information
Weekly
•
News, notices, and updates
PEG Channel
•
Council, board, and commission coverage
Weekly meeting
•
PSAs, event, and service information
coverage
Internal Newsletter
•
Staff highlights, event coverage, contests, and
reminders
Monthly
Facebook
•
News, alerts, updates, events, and goodwill
messaging
5-10 posts/wk
Instagram
•
Showcase images of community events & updates
7-12 post/week
X
•
Newsworthy information
2-4 posts/wk
Linkedln
•
Agency & employee success
3-6 posts/mo
•
Recruitment messages
Nextdoor
•
Trash and recycling reminders
6 posts/mo
•
Major communication campaigns
•
Targeted traffic/road closure alerts
•
Invitation to join meetings, volunteer, etc.
YouTube
•
Program PSAs & public meetings coverage
5/mo
City Magazine/Rec
•
City highlights, programs & services
Quarterly
Guide
Constant Contact
•
Opt -in service for updates on events & news
As needed
2023-2026 City of Beaumont Communication Plan
Appendix C— Placeholder Crisis Communication Plan
Under development. The expected completion and addition to the Plan is Fall 2024.
BEAUMONT
- C !� 1 1 0 R "1 A
Staff Report
TO: City Council
FROM: Christina Taylor, Deputy City Manager
DATE December 19, 2023
SUBJECT: Discussion and Direction on the Community Benefit Fee in the Policy on Land Use and Sensitive Receptors (PLUS)
Description Discuss and provide direction to staff on formalizing the Community Benefit Fee in the PLUS
Background and Analysis:
Throughout 2022, staff and the Land Use Subcommittee worked together to prepare a draft policy for analysis of industrial developments. Staff worked with the Land Use Subcommittee on a draft policy which was presented to City Council on August 3, 2022.
At that meeting, staff received feedback from City Council as well as interested parties.
Staff continued to work with stakeholders, with the primary concern related to the 1,000 feet separation between dock doors and sensitive receptors. On September 6, 2022, staff presented the policy with the additional information requested and additional points of discussion in a redline format. On October 4, 2022, Council held discussion and adopted the Policy. Staff subsequently formalized the policy, clearing the redlines and incorporating Council's comments.
Part of the PLUS adoption process was discussion on the Community Benefit Fee.
Currently the policy states the following:
2. Warehouse/distribution, logistics, e -commerce and other similar types of industrial development typically produce some community impacts related to the construction and operation of these facilities. The applicant for any new project will be requested to participate in the community benefit fee, which would be utilized to further off -set potential air quality impacts to the community and provide a community benefit above and beyond any CEQA related mitigation measures. The fee would be based on a nexus study and subject to the requirements of California Government Code sections 66000- 66025 (the "Mitigation Fee Act"), and Assembly Bill (AB) 1600. The fee will be collected on a one-time basis. Funds collected through the fee program will be subject
to designation for use by the City Council and will generally be used for projects that directly benefit the impacted community wherein the project is located.
After further research and discussion, staff is recommending the following changes:
• Change from Community Benefit Fee to Community Benefit Program • Removal of reference to a fee based on a nexus study. Instead, participation in the Community Benefit Program will be negotiated on a per -project basis. ■ Funds collected through the program can be used for projects directly benefiting the community.
Attachment A to this report shows the PLUS including in redline the changes recommended by staff.
Fiscal Impact:
The cost to prepare this staff report is approximately $150.
Recommended Action:
Direct staff to amend the PLUS language as presented.
Attachments:
A. Policy on Land Use and Sensitive Receptors
Purpose
Policy on Land Use and Sensitive Receptors
BEAUF O MOR N NT
A-
C A L 1
For the past decade, the City of Beaumont was one of the fastest growing cities in the region. The City's proximity to Los Angeles, Orange and San Diego counties, the availability of affordable land and high quality of life have all contributed to making Beaumont an attractive place to live and work. The continuing rate of growth in Beaumont and in the larger region exceeds the capacity of the City's financial resources to meet the needs for transportation infrastructure. Warehousing, logistics, e -commerce and distribution are established sectors of the Inland Empire economy and are increasing in the City of Beaumont. These uses contribute to local job growth and continue to expand based on trends in e -commerce. Due to the City's location, providing direct access to 1-10, SR -60 and SR79, it is anticipated that strong demand for growth in the logistics industry will continue.
The City recognizes construction and operations of logistics, warehouses and other similar types of projects in close proximity to sensitive land uses or sensitive receptors, negatively affects quality of life. Sensitive receptors generally include residences, schools, parks, playgrounds, community centers, assisted living, day care centers, nursing homes, hospitals, and similar uses. The City of Beaumont has all of these types of sensitive receptors and additionally has several active -55+ communities.
This policy is intended to provide a guide through which logistics, warehouses and similar projects can be planned in a way that lessens their impact on the community and the environment. This policy will aid in minimizing potential impacts to sensitive receptors by acknowledging the City's existing General Plan and zoning which provides location and standards for development of these types of projects and California Environmental Quality Act (CEQA) project analysis. This policy does not exempt a project from preparation of the appropriate environmental review and application of any necessary measures that may arise as a result.
This policy provides criteria which shall be implemented to supplement project -level mitigation measures, to further reduce impacts related to logistics, warehousing and any project of similar size or type of development.
The application of this policy is intended to be included in the evaluation of and conditions of approval for individual development projects. This will provide standards for which applicants and the public can look to and will provide an opportunity for City staff to monitor individual conditions of approval. The policies are organized into specific categories, to address potential quality of life issues from initial design to construction and operations.
Applicability
The policy guidelines apply to new projects submitted after the policy approval date and will be implemented during the development review process.
This policy applies to logistics, warehouse and similar projects that include any building larger than 100,000 square feet in size or type. It is intended to provide a general guidance that will be appropriate for most industrial or logistics, warehouse or similar projects. Project -level review under CEQA applies to any project,
12.9.23
regardless of square footage and may include any technical reports including, but not limited to noise, greenhouse gas, air quality, and traffic. The Planning Department shall use this policy to review projects and in instances where a project does not conform to the policy shall document findings to be considered by the Planning Commission and City Council.
Analysis
1. An "Air Quality" study shall be prepared in accordance with CEQA and the South Coast Air Quality Management District (SCAQMD) guidelines which includes both project specific and cumulative impact analysis.
2. A "Health Risk Assessment" shall be prepared in accordance with CEQA and the South Coast Air Quality Management District (SCAQMD) guidelines when a proposed project meeting the criteria of this policy is located within 1,000 feet of a sensitive receptor.
3. A "Noise Impact Analysis" shall be prepared in accordance with CEQA guidelines to assess potential impacts to the neighboring properties and surrounding community.
4. A "Construction Traffic Control Plan" shall be prepared, reviewed and approved prior to issuance of a grading permit, which details the locations of equipment staging areas, material stockpiles, proposed road closures, and hours of construction operations.
5. A "Traffic Study" or "Traffic Impact Analysis" shall be prepared in accordance with CEQA, analyzing both Vehicle Miles Traveled (VMT) and Level of Service (LOS) C as allowed by the City's General Plan. The study shall identify improvements and fair share costs for the project.
6. A stacking or queuing study shall be provided as part of the project review. The study shall identify the necessary on -site queuing area so vehicle and truck traffic waiting to access the site shall not extend into the public right-of-way.
7. A "Water Supply Assessment" shall be prepared as part of the environmental review process.
8. A "Sewer Study" shall be prepared as part of the project review process.
9. An "Economic Impact Study" shall be prepared as part of the project review process. At a minimum, the study shall provide a cost for service analysis, estimate of revenue generated, anticipated property tax revenue and any other information necessary to provide a comprehensive evaluation of the fiscal impacts to the City.
10. An "Energy Efficiency Plan" shall be prepared as part of the project review process which shows how the project will encourage efficiency above and beyond Title 24 requirements.
Construction Phase
1. During construction of the project, all copy of current California registration for each piece of construction equipment accessing the site shall be provided to the City. If equipment is not registered in
12.9.23
California proof of CARB-Compliant engines or newer as identified by the most current CARB engine standards shall be provided.
2. Construction contractors shall locate or park all stationary construction equipment away from sensitive receptors nearest the project site.
3. The surrounding streets shall be swept on a daily basis to remove any construction related debris and dirt.
4. Dust control measures meeting SCAQMD standards shall be implemented for all land disturbance and construction activity.
5. All Water Quality requirements and best practices shall be adhered to throughout the construction phase.
6. Construction contractors shall prohibit truck drivers from idling more than five (5) minutes and require operators to turn off engines when not in use, in compliance with the California Air Resources Board regulations.
7. During construction, a City representative shall conduct an on -site inspection with a project representative to verify compliance with these policies, and to identify other opportunities to reduce construction impacts.
Siting and Design
1. Truck bays and loading docks shall be a minimum of 1,000 feet, from the property line of the sensitive receptor to the nearest dock door using a direct straight-line method. This distance may be reduced if the site design includes berms or other similar features to appropriately shield and buffer the sensitive receptors from the active truck operations areas. Dock doors shall not be visible from surrounding residential properties or the public right-of-way. Other setbacks appropriate to the site's zoning classification shall be incorporated in the design.
2. Projects shall be designed to provide adequate on -site parking for commercial trucks and passenger vehicles and on -site queuing for trucks not visible from sensitive receptors. Commercial trucks shall not be parked in the public right-of-way or nearby residential areas. Queuing shall not extend into the public right- of-way.
3. Truck driveways shall be placed on streets that do not front sensitive receptors.
4. Sites shall clearly mark entry and exit points for trucks and service vehicles.
5. Facility operators shall establish specific truck routes between the facility and regular destinations, identifying the most direct routes to the nearest highway/freeway and prohibit traveling near sensitive receptors or through residential neighborhoods. The truck route should be submitted as part of the entitlement package.
12.9.23
6. Separate entry and exit points for trucks and passenger vehicles shall be provided to minimize vehicle/truck conflict.
7. Sites shall be densely screened with landscaping along all bordering streets and adjacent sensitive receptors, with trees spaced no further apart than 25 feet on center. Trees utilized in landscape screening shall be a minimum of 36 -inch box. A permanent maintenance mechanism shall be approved as part of the entitlement process to assure that the landscaping remains in place and functional in accordance with the approved landscaping plan.
8. A "wing -wall" shall be installed perpendicular to the loading dock areas to further reduce truck or operational noise and to serve as an aesthetic screening feature for the loading area when adjacent to sensitive receptors.
9. All project lighting shall comply with the City's "Dark Sky Ordinance", Beaumont Municipal Code Chapter 8.50 Outdoor Lighting. Lighting shall be shielded and directed down to the interior of the site and not spill over onto adjacent properties.
10. Project facilities shall install electrical panels and conduit to facilitate future electrical connections, to eliminate idling of main and auxiliary engines during the loading and unloading process. At all cold storage facilities electrical connections shall be provided to each dock.
11. Facility construction and operational noise shall comply with Beaumont Municipal Code Chapter 9.02 Noise Control.
12. Sites shall be designed to significantly minimize aesthetic impact and structures shall have a neutral palette, blending in with the surrounding environment.
13. Any mechanical or structural equipment or components located on the exterior of the building shall be screened from view and enclosed to protect the equipment and deter vandalism.
Operation
1. Facility operators shall prohibit truck drivers from idling more than five (5) minutes and require operators to turn off engines when not in use, in compliance with the California Air Resources Board regulations.
2. Facility operators shall coordinate with CARB and SCAQMD to obtain the latest information about regional air quality concentrations, health risks, and trucking regulations.
3. On -site equipment shall be compliant with CARB and SCAQMD regulations.
4. Facility operators shall require all drivers to park and perform any maintenance of trucks in designated on -site areas and not within the surrounding community or on public streets.
5. Facility operators for sites that exceed 250 employees shall establish a rideshare program, in accordance with AQMD rule 2202, with the intent of discouraging single -occupancy vehicle trips and promote alternate modes of transportation, such as carpooling and transit where feasible.
12.9.23
PPill°IV
A minimum of 5% or as required by the Cal Green Code, whichever is greater of employee parking p all be designated and infrastructure installed and operational for electric or other alternative fueled vehicles.
7. Externally announcing public address (PA) system are prohibited with the exception of emergency notifications.
8. Facility operational noise shall comply with Beaumont Municipal Code Chapter 9.02 Noise Control.
Any ongoing operational noise shall be evaluated through the CEQA process.
Wayfinding
1. Wayfinding signs shall be posted in the appropriate locations that trucks should not idle for more than five (5) minutes and that truck drivers should turn off their engines when not in use.
2. Wayfinding signage shall be posted in the appropriate locations that clearly show the designated entry and exit points for trucks, service vehicles and passenger vehicles.
3. Signs stating parking and maintenance of all trucks is to be conducted within designated areas and not within the surrounding community or on public streets shall be posted in the appropriate locations.
4. Signs should be posted in the appropriate locations and handouts should be provided that show the locations of nearest food options, fueling, truck maintenance services, and other similar convenience services, if these services are not available onsite. The facility operator shall also email this information to drivers expected to visit the site, 24 hours in advance of their arrival.
5. Each facility shall designate a point of contact responsible for implementing the measures described herein and/or in the project conditions of approval and mitigation measures. Contact information should be provided to the City and updated annually, and signs should be posted in visible locations providing the contact information for the point of contact to the surrounding community. These signs shall also identify the website and contact information for the South Coast Air Quality Management District.
6. Signage shall comply with the City's Sign Ordinance, Beaumont Municipal Code Chapter 17.07 Signage, which may be amended from time to time.
Community Benefit
1. Applicants for proposed projects meeting the criteria for this policy shall engage in meaningful and transparent community outreach to engage the existing community in determining issues of concern. The applicant shall make a quantifiable effort to address concerns through site design and other means during the project entitlement process. Suggested outreach efforts include but are not limited to, hosting community meetings, making presentations at Homeowner's Association meetings, and Planning Commission workshops.
2. Warehouse/distribution, logistics, e -commerce and other similar types of industrial development typically produce some community impacts related to the construction and operation of these facilities. The
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applicant for any new project will be requested to participate in the community benefit fee program, which would will be utilized to further off -set potential air quality impacts to the community and provide a community benefit above and beyond any CEQA related mitigation measures. The fee Program participation would will be based on a nexus study and subject to the requirements of California Government Code sections 66000 66025 (thc "Mitigation Fee Act"), and Assembly Bill (AB) 1600. The fee will be collected on a one time basis negotiated on a per -project basis. Funds collected through thc fcc program will be subject to designation for use by the City Council and will generally be used for projects that directly benefit the community wherein the project is located.
12.9.23
BEAUMONT
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Staff Report
TO: City Council
FROM: Nicole Wheelwright, Deputy City Clerk
DATE December 19, 2023
SUBJECT: Mayoral Appointments to Various Boards, Commissions and Committees Description Annual Appointments of City Council Members to City and outside agency boards, commissions and committees.
Background and Analysis:
As part of an annual reorganization, it is the Mayor's discretion to appoint City Council members to various boards, commissions and committees. The following entities require representatives from the City Council.
• Riverside Transit Agency
• Transportation Now
• Riverside County Transportation Commission
• Western Riverside County Regional Conservation Authority • Beaumont Cherry Valley Parks and Recreation District
• Beaumont Cherry Valley Water District
• Beaumont Unified School District
• Legislative Liaison
• Collaborative Agency
• City Manager and Mayor's Breakfast
• Eastern Riverside County Interoperable Communications Authority • Southern California Association of Governments
• League of California Cities
• Memorial Committee
• Finance and Audit Committee
• Economic Development Committee
• Western Riverside Council of Governments
• Water Re -Use Ad -Hoc 2x2 Committee
• Passcom
• Beaumont Basin Watermaster Board
• Memorial Ad -Hoc Committee
• Youth Council
• Policy on Land Use (PLUS) Committee
• Cherry Festival Liaison
• San Gorgonio Pass Regional Water Alliance
• San Gorgonio Pass Water Agency
• Beaumont Library District
• Parks and Recreation Committee
• San Gorgonio Integrated Regional Water Management Region Stakeholder Advisory Committee
• HR Sub -Committee
Fiscal Impact:
Staff estimates the cost to prepare this staff report to be $195.
Recommended Action:
Mayoral appointments of City Council members to various boards, commissions and committees.
Attachments:
A. List of boards, commissions and committees.
*Provides Stipend
Boards and Assigned Electeds
Riverside Transit Agency *
A collaboration of cities within the County of Riverside to discuss transportation within the County.
Representative -
Alternate Representative -
Meets the fourth Thursday of the month @ 2:00pm
1825 Third Street, Board Room, Riverside
Transportation Now *
Regional meeting of Transit providers and community advocates to discuss regional transit issues Representative -
Alternate Representative -
Meets the first Thursday of the month @ 12 noon
550 E 6th St, City Hall, Beaumont
Riverside County Transportation Commission*
Oversees transportation capital projects in the Western Riverside County.
Representative -
Alternate Representative -
Meets the Second Wednesday of the month at 9:30am
4080 Lemon Street, First Floor
Western Riverside County Regional Conservation Authority * A joint powers authority for the purpose of acquiring, administering, operating and maintaining land and facilities for ecosystem conservation
Board Member -
Alternate Board Member -
Meets the first Monday of the month at 12:30pm
4080 Lemon Street, First Floor
Beaumont Cherry Valley Parks and Recreation District
Operates parks and recreation centers in the Beaumont/Cherry Valley Area Liaison -
Alternate Liaison -
Meets the second Wednesday of the month at 5:00pm
390 W. Oak Valley Pkwy, Beaumont
Beaumont Cherry Valley Water District
Water distribution for the Beaumont, Cherry Valley and a portion of Calimesa Liaison -
Alternate Liaison
Meets the second Wednesday of the month at 7:00pm
560 Magnolia Ave, Beaumont
Beaumont Unified School District
Meeting for the Board of Trustees to discuss topics within the district.
Liaison -
Alternate Liaison -
Meets the second and fourth Tuesday of the month at 6:30pm 350 W. Brookside Ave, Beaumont
Legislative Liaison
Representation of Beaumont at Sacramento and Washington DC events.
Representative -
Alternate Representative —
Collaborative Agency
A joint meeting between agencies within the City to collaborate on events and issues, initially started as an emergency operations agency.
Representative -
Alternate Representative —
Meets the first Wednesday every two months at 5:00 p.m.
City Manager and Mayor's Breakfast
A joint meeting between the Mayors and City Mangers of Banning, Beaumont, Morongo, Calimesa and Riverside County Supervisor.
Mayor Fenn Representative
City Manager, Elizabeth Gibbs — Representative
Meets the first Thursday of the month at 7:00am
Eastern Riverside County Interoperable Communications Authority (ERICA) Joint Powers authority of cities regarding radio communications Representative —
Kari Mendoza — Board Member Meets on the even months at 2:00 68700 Avenida Lalo Guerrero, City Hall, Cathedral City
Southern California Association of Governments*
Joint Powers Authority under State Law to address regional issues Representative -
Alternate -
Meets on the first Thursday of the month
818 West 7th Street, 12th Floor, Los Angeles
League of California Cities
Association of California City Officials to combine resources and information to influence policy Voting Delegate -
Alternate -
Rotating locations
Memorial Committee
Committee to oversee the City memorials (i.e Police and Fire Memorial, Veteran's Memorial) Committee Member -
Alternate Committee Member —
Meets on an as -needed basis
550 E 6th St, City Hall, Beaumont
Finance and Audit Committee
Promotes enhanced fiscal responsibility, accountability, integrity and transparency.
Committee Member/Council Member -
Committee Member/Council Member -
Meets the fourth Monday on a quarterly basis at 6:00pm
550 E 6th St, City Hall, Beaumont
Economic Development Committee
Evaluate and provide advice and recommendations to the City Council concerning Economic Development matters.
Committee Member/Council Member -
Committee Member/Council Member -
Meets the second Wednesday of the month at 4:00pm
550 E 6th St, City Hall, Beaumont
Western Riverside Council of Governments*
Comprised of cities in Riverside County to discuss regional issues Committee Member/Council Member
Alternate Member/Council Member -
Meets the first Monday of the month at 2:00pm
4080 Lemon St, County of Riverside Administrative Building, Riverside Water Re -Use Ad -Hoc 2x2 Committee
Collaborative meeting with the Beaumont Cherry Valley Water District to discuss logistics of re -use water from the Treatment Plant
Committee Member/Council Member -
Committee Member/Council Member -
BCVWD Board Member
BCVWD Board Member
Meets on an as needed basis
550 E 6th ST., City Hall, Beaumont
Passcom
Board Member -
Alternate Board Member
Meets on the 2nd Tuesday of the month at 8:30am
Four Seasons Meeting Room at Main Clubhouse
Beaumont Basin Watermaster Board
Liaison -
Meets on the 15t Wednesday of even months at 10:00 am
560 Magnolia Ave. Beaumont
Memorial Ad -Hoc Committee
Council Member
Alternate -
Meets as needed
550 E 6th Street Beaumont City Hall
Youth Council
Council Member -
Alternate —
Meets on the 2nd Tuesday of each month (September —June) at 4:00pm 550 E 6th Street Beaumont City Hall
Policy on Land Use (PLUS) Committee
Council Member -
Council Member —
Meets as needed
550 E 6th Street Beaumont City Hall
Cherry Festival
To be a point of contact for the Cherry Festival Assoc and attend meetings as necessary Liaison —
Alternate -
Meets on the first Wednesday of each month (weekly in May) 1310 Oak Valley Parkway (CRC)
San Gorgonio Pass Regional Water Alliance
Collaborative committee to manage water resources on a regional scale Liaison
Meets the fourth Wednesday every other month at 5:00pm
99 East Ramsey St., Banning
San Gorgonio Pass Water Agency
Board of elected directors to discuss regional water needs Liaison —
Meets the second and fourth Monday of each month at 1:30 p.m. 1210 Beaumont Ave
Beaumont Library District
To be the point of contact for the Board of Trustees and attend meetings as necessary Liaison —
Alternate —
Meets on the fourth Thursday of each month at 6:30 p.m. 125 E. 8th Street
Parks and Recreation Committee
To discuss the Parks Master Plan and park uses throughout the City Council Member -
Alternate —
Meets on the fourth Monday on a quarterly basis at 4:00 p.m. 550 E 6th St, City Hall, Beaumont
San Gorgonio Integrated Regional Water Management Region Stakeholder Advisory Committee To inform the San Gorgonio Water Management Group of regional needs, goals and strategies Council Member -
Alternate —
Meets on Wednesdays at 2:00 p.m.
99 E. Ramsey, Banning City Hall
HR Sub -Committee
Meets on an as -needed basis for employee MOU negotiations.
Council Member -
Council Member -
Meets at City Hall
BEAUMONT
- C !� 1 1 0 R "1 A
Staff Report
TO: City Council
FROM: Robert Vestal, Public Works Director
DATE December 19, 2023
SUBJECT: Utility Undergrounding Discussion
Description Discuss amending Beaumont Municipal Code (BMC) to establish a Utility Undergrounding Requirements section.
Background and Analysis:
The BMC has two sections that discuss undergrounding of utilities: Chapter 12.16 - Utility Undergrounding and Chapter 17.04.100 — Utilities.
Chapter 12.16- "Utility Undergrounding" provides the City the ability to create Underground Utility Districts, levy an assessment of the cost to underground the existing utilities against the property owners, and perform the undergrounding of utilities within the district. There are currently four Utility Undergrounding Districts. • Resolution 1978-35: District 101 -Area near Highland Springs and Sixth Street • Resolution 1989-01: District 89-1 - Area along Sixth Street, between American and Allegheny
• Resolution 1998-27: Along an 880 feet portion of Brookside Avenue and 1,940 feet portion of Beaumont Avenue
• Resolution 2005-31: District 2 - Beaumont Avenue between Eighth Street and 1- 10 FWY
Chapter 17.04.100 — "Utilities" establishes the requirements of new and existing utilities associated with the development of a project. 17.04.100(B) specifically identifies undergrounding of utility lines having 16 kilovolts or less. However, Chapter 17.04.100 does not explicitly state that existing poles must be undergrounded which provides opportunity for challenges. Additionally, Chapter 17.04.100 is located in the Zoning section of the BMC.
City staff recommends the following changes to the BMC:
1. Chapter 12.16- "Utility Undergrounding" be renamed to "Utility Undergrounding Districts" to more clearly reflect its application.
2. Add Chapter 12.18 — Utility Undergrounding Requirements to incorporate the City's policies requiring the conversion of existing overhead utilities into new underground systems as a condition related to the City's approval for land use and development applications and permits.
3. Amend the Zoning Code Section 17.04.100 — "Utilities" to clarify the City's requirements applicable to both the undergrounding of existing overhead utilities and the installation of new underground utility systems as a condition related to approvals for land use development applicants.
Proposed Chapter 12.18 — Utility Underqroundinq Requirements Chapter 12.18 — "Utility Undergrounding Requirements" will establish uniform provisions for the regulation of requiring conversions of existing overhead utility systems into new underground systems. The chapter will be divided accordingly:
• 12.18.010 — Purpose and Authority
• 12.18.020 — Definitions
• 12.18.030 — Requirements to underground existing overhead utility lines • 12.18.040 — Application to Developments and Improvements • 12.18.050 — Utility Assessment Form
• 12.18.060 — Exempted Utility Devices
• 12.18.070 — Exempted Developments or Improvements
• 12.18.080 — Waiver
• 12.18.090 — Appeals
Requirements
The requirement to underground existing overhead utilities will be imposed on each and every permit required from the City for development or improvement of private property.
Existing overhead utility lines located on, extending across, or located adjacent to private property, including those overhead utility lines located along the perimeter of private property within public rights -of -way of City streets bordering private property, shall be placed underground into new underground systems. Existing overhead utility lines shall be placed underground on the property subject to the development or improvement as follows:
A. Except as otherwise provided in this subsection, the existing overhead utility lines shall be placed into a new underground system located along the entire frontage of the subject property from boundary line to boundary line as depicted in Figure C-1;
B. Whenever a utility pole is located on the frontage of the subject property and within five feet of its boundary line, existing utility pole may remain to be used as a riser with the existing overhead utility lines placed underground into a new underground system located along the frontage of the property from boundary line to the existing utility pole except for that distance of five feet or less between the utility pole and the other boundary line as depicted in Figure C-2;
C. Whenever an existing utility pole is located within one hundred fifty (150) feet of a boundary line of the subject property, the existing overhead utility lines shall be placed into a new underground system located along the entire frontage of the subject property from boundary line to boundary line and from one of the boundary lines to the existing utility pole as depicted in Figure C-3.
Whenever a utility pole is located more than one hundred fifty (150) feet from a boundary line of the subject property, a new utility pole may be installed at one boundary line of the subject property and the existing overhead utility lines shall be placed into a new underground system along the entire frontage of the subject property from one boundary line to the newly installed utility pole as depicted in Figure C-3;
D. In the event that the subject property is located on a corner where two streets intersect, the existing overhead utility lines shall be placed into a new underground system extending across one or both of the streets to the next existing utility pole provided that the utility pole is within one hundred fifty (150) feet of one of the boundary lines of the subject property as depicted in Figure C-4.
C-1
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C-3
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_ _YSet PoI@ - —6
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1 PROJECT I
I SITE ID
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Use Existing
C-4
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Existing (1)
Pole T
New aPole
Exemptions
The following existing overhead utility lines shall be exempted from the requirement to placed underground as otherwise required in this chapter:
A. Existing overhead utility lines operated at voltages in excess of thirty-four thousand five hundred volts (> 34.5 kV);
B. In residential in -fill areas where property is to be developed for residential purposes where existing overhead utility lines are located along or near the rear property lot lines of the subject property to be developed and where those existing overhead utility lines provide service to adjoining residential properties that are not the subject of the development or improvement; C. Appurtenances and associated equipment including, but not limited to, surface mounted transformers and switches, pedestal mounted terminal boxes and meter cabinets which may be left in place above ground; D. Improvements to an existing commercial or industrial building where the improvement increases the building footprint or total square footage by less than 300 square feet, ref BMC 17.11.050(A);
E. Improvements to an existing residential building where the improvement increases the building footprint or total square footage by less than twenty- five percent (25%), ref BMC 17.11.050(A).
F. Whenever the owner or developer of a subject property is required to underground existing overhead utility lines but the length of the property frontage is less than three hundred (300) feet, the City may allow the owner or developer to pay a fee to the City that is equal to the unit cost of placing the existing overhead utility lines underground multiplied by the length over which the undergrounding is required
34.5kV Threshold
Current BMC Chapter 12.16- "Utility Undergrounding" has an exemption from undergrounding utility lines that exceed 34.5 kilovolts (kV). Chapter 17.04.100 — "Utilities" has an exemption from undergrounding utility lines that exceed 16 kV. City staff conducted a survey of twenty-eight surrounding cities' kV exemptions. Twelve cities use approximately 34.5 kV. Only Beaumont and Rialto have lower kV exemptions.
The remaining cities do not list the kV. The following table shows the results of the survey:
City
Code Section
kV Requirement
Waiver?
Banning
17.24.170
<33 kV
No
Beaumont
17.04.100
<=16 kV
No
City
Code Section
kV Requirement
Waiver?
Calimesa
17.15.140
<=34.5 kV
Yes - City Engineer
Cathedral City
8.30.050
Not specified
No
Chino
13.32 <=34.5 kV
Listed exceptions
Coachella
16.28.150
Not specified
Yes - City Council
Corona
15.60 <34 kV
Yes - City Council
Fontana
27-50 to 27-54
<36 kV
Listed exceptions
Hemet
82-172
<=34.5 kV
Yes - City Engineer
Highland
16.40.380
<=34.5 kV
Listed exceptions
Indio
156.106
Not specified
Yes - PW Director
La Quinta
13.24.110
Not specified
Yes - City Manager
Menifee
9.23 Not specified
Yes - varies
Moreno Valley
9.14.130
<115 kV
Yes - City Engineer
Norco
13.08 <40 kV
Yes -City Council
Ontario
7-7
<=34.5 kV
Listed exceptions
Palm Desert
12.16.020,
25.40.120
<=16 kV
Listed exceptions
Palm Springs
8.04.402, 9.60.030
<35 kV ; <=33 kV
Yes - City Engineer
Perris
19.02.070
Not specified
No
Pomona
62-31
Not specified
Listed exceptions
Rancho
Cucamonga
16.36.090
PUC exempted
Yes - City Council
Rancho Mirage
12.16.010
Not specified
No
Redlands
17.17.020
Not specified
Yes - Approving Body
Rialto
15.32 <=16 kV
Yes - varies
Temecula
15.04.090
<34 kV
Yes - Planning
Commission
San Bernardino
19.30.110
<33 kV
Listed exceptions
San Jacinto
15.32 <66 kV
Listed exceptions
Yucaipa
83.041120
Not specified
If <4 poles removed
Waiver
If an owner or developer who is the applicant of a land use or development application believes that the undergrounding requirement is impractical and will cause practical difficulties and unnecessary hardship due to certain topographical conditions, street configurations, underground obstacles, soil, water or other natural conditions which would make the placement of existing overhead utilities into new underground systems unreasonable, the owner or developer shall provide such notice of intent to pursue a waiver with the Utility Assessment Form required by Section 12.18.050. The burden is
imposed on the owner or developer to provide sufficient justification for a waiver to be considered by the City Council. The waiver, if requested, shall be considered prior to the time the approval authority considers the land use or development application. If such waiver is granted, the City may require the owner or developer to pay an in lieu fee.
Fiscal Impact:
The cost of preparing the staff report is estimated to be $1,500.
Recommended Action:
Direct staff to advertise for a public hearing and proceed with amending the Beaumont Municipal Code;
Establish an exemption to undergrounding utilities in excess of 34.5 kV; Establish an exemption to undergrounding utilities for parcels having a project width less than 300 feet and require an in -lieu fee for future undergrounding via Capital Improvement Program (CIP); and,
Establish a waiver process for applicants to petition City Council to pay in -lieu fees for otherwise non-exempt projects.
Attachments:
A. Draft Ordinance Amending the Beaumont Municipal Code
DRAFT ORDINANCE NO. XXXX
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF BEAUMONT, CALIFORNIA AMENDING T H E
TITLE OF CHAPTER 12.16, ADDING CHAPTER
12.18 AND AMENDING CHAPTER 17.04 OF THE CITY
OF BEAUMONT MUNICIPAL CODE CONCERNING
REQUIREMENTS FOR UNDERGROUNDING OF
EXISTING OVERHEAD UTILITIES APPLICABLE TO
DISCRETIONARY APPROVALS RELATED TO LAND USE
AND DEVELOPMENT
WHEREAS, the City has implemented policies requiring the conversion of existing overhead utilities into underground systems for many years as a condition related to approvals for land use and development applications; and
WHEREAS, the City's consistent practice to implement polices requiring the undergrounding of existing utility poles, overhead utility lines and related transmission devices serves the public health, safety and welfare in the following respects:
a) Undergrounding of existing overhead utilities eliminates potential hazards to life and property in the event of emergencies or disasters such as earthquakes, fires, floods, hazardous or toxic waste releases, rains, and riots;
b) Undergrounding of existing overhead utilities facilitates the delivery of emergency services to persons and property located adjacent to the public right-of-way; c) Undergrounding of existing overhead utilities improves or increases the accessibility of the public right-of-way for such public uses as pedestrian travel, ease of deliveries to adjacent property, and landscaping treatments;
d) Undergrounding of existing overhead utilities eliminates the threat of downed powerlines and the resulting fires that can be caused by high winds.
WHEREAS, the City Council desires to clarify the provisions related to and applicability of undergrounding of existing overhead utilities on approvals of applications and permits related to land use and development as identified in the Beaumont Municipal Code; and WHEREAS, the City has proposed to amend the title of Chapter 12.16 to more clearly reflect its application to "Utility Undergrounding Districts;" and
WHEREAS, the City has proposed to add Chapter 12.18 "Utility Undergrounding Requirements" to incorporate the City's policies requiring the conversion of existing overhead utilities into new underground systems as a condition related to the City's approvals for land use and development applications and permits; and
WHEREAS, the City has proposed to amend the City's Zoning Code in Section 17.04.100 "Utilities" to clarify the City's requirements applicable to both the undergrounding of existing overhead utilities and the installation of new underground utility systems as a condition related to approvals for land use and development applications; and
WHEREAS, duly noticed public hearing to consider the amendment to the City's Zoning Code was conducted on this matter as required by law by the Planning Commission on XXXX; and WHEREAS, the Planning Commission recommends that the City Council approve the proposed amendment to Section 17.04.100 of the Zoning Code; and
WHEREAS, following the Planning Commission's recommendation, the City Council has approved the amendment to Section 17.04.100 of the Zoning Code in addition to the amendments of and additions to Title 12 of the Municipal Code; and WHEREAS, duly noticed public hearing was conducted on this matter as required by law by the City Council on XXXX; and
WHEREAS, the City Council of the City of Beaumont has reviewed the reasons for the amendments and additions to the Municipal Code as described above.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BEAUMONT DOES ORDAIN AS FOLLOWS:
SECTION 1: The amendment of the title to Chapter 12.16 of the Beaumont Municipal Code to read: "Utility Undergrounding Districts" is hereby approved.
SECTION 2: The City Council hereby amends Title 12 to include Chapter 12.18 entitled "Utility Undergrounding Requirements" to the Beaumont Municipal Code, to read as specifically set forth in Exhibit "A", which Exhibit is attached hereto and made a part hereof.
SECTION 3: The City Council hereby finds that the amendment to the City's Zoning Code in Section 17.04.100 "Utilities" is consistent with the adopted policies in the Beaumont Municipal Code and the General Plan of the City of Beaumont.
SECTION 4: The City Council hereby amends Section 17.04.100 "Utilities" to the Beaumont Municipal Code, to read as specifically set forth in Exhibit "B", which Exhibit is attached hereto and made a part hereof.
SECTION 5: The City Council finds that the actions contemplated by this Ordinance are exempt from the California Environmental Quality Act ("CEQA") pursuant to Section 15060 (b)(3), CEQA review is not required because there is no possibility that this Ordinance may have a significant effect upon the environment and the proposed text amendments constitute a minor alteration in a land use limitation under CEQA Guidelines Section 15305, and such a land use limitation is a permissible exercise of the City's zoning powers.
SECTION 6: The City Council hereby declares that if any provision, section, paragraph, sentence, or word of this Ordinance is rendered or declared to be invalid or unconstitutional by any final court action in a court of competent jurisdiction, or by reason of any preemptive legislation, such invalidity shall not affect the other provisions, sections, paragraphs, sentences or
words of this Ordinance, and to this end the provisions of this Ordinance are severable. The City Council declares that it would have adopted this Ordinance irrespective of the invalidity of any particular portion thereof and intends that the invalid portions should be severed and the balance of the Ordinance enforced.
SECTION 7: The Mayor shall sign and the City Clerk shall certify to the passage of this Ordinance and cause the same or a summary thereof to be published within 15 days after adoption in accordance with Government Code Section 36933. This Ordinance shall take effect 30 days after adoption in accordance with Government Code Section 36937.
NOW, THEREFORE, BE IT ORDAINED that the City Council of the City of Beaumont, California, approves these amendments to the Beaumont Municipal Code.
MOVED AND PASSED upon first reading and ordered posted at a regular meeting of the City Council of the City of Beaumont, California, held on the XX day of XXXXX, by the following roll call vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
MOVED, PASSED AND ADOPTED upon second reading at a regular meeting of the City Council of the City of Beaumont, California, held on the XX day of XXXXX, by the following roll call vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
David Fenn, Mayor
Attest:
Nicole Wheelwright, Deputy City Clerk
Approved as to form:
John O. Pinkney, City Attorney
EXHIBIT "A"
Chapter 12.16 UTILITY UNDERGROUNDING DISTRICTS
Chapter 12.18 "Utility Undergrounding Requirements"
12.18.010 — Purpose and authority.
This chapter establishes uniform provisions for the regulations requiring conversion of existing overhead utility systems into new underground systems applicable to approvals granted by the City in accordance with Title 17 and other applicable codes relating to land use and development applications requested for development of private property. It is the intent of this code to clarify the City's requirements for undergrounding of existing overhead utilities on and adjacent to property subject to land use and development applications, and that furthers the City Council's legislative purpose to protect the public health, safety and welfare through the absence of utility poles, overhead utility lines and related transmission devices in the following respects:
a) Undergrounding of existing overhead utilities eliminates potential hazards to life and property in the event of emergencies or disasters such as earthquakes, fires, floods, hazardous or toxic waste releases, rains, and riots;
b) Undergrounding of existing overhead utilities facilitates the delivery of emergency services to persons and property located adjacent to the public right-of-way; c) Undergrounding of existing overhead utilities improves or increases the accessibility of the public right-of-way for such public uses as pedestrian travel, ease of deliveries to adjacent property, and landscaping treatments;
d) Undergrounding of existing overhead utilities eliminates the threat of downed powerlines and the resulting fires that can be caused by high winds.
12.18.020 — Definitions.
Whenever in this chapter the words or phrases defined in this section are used, they shall have the respective meanings assigned to them in the following definitions.
A. "Development" means a project receiving City approvals related to land use and development in accordance with Title 17 of the Beaumont Municipal Code or related codes requiring City permits to allow for the improvement to private property; construction of new or expansion of existing residential, commercial or industrial buildings; residential subdivisions; and other projects requiring City land use and development permits.
B. "Improvement" means any addition or modification to an existing building on private property subject to City land use and development permits.
C. "Permit" means any permit required to be issued by the City, or any of its officials, as a prerequisite to the development or improvement of private property within the City, including, but not limited to, any building permit, conditional use permit, grading permit, occupancy permit, site approval, subdivision approval or variance.
D. "Utility line" means any utility line necessary, convenient or required for the
transmission of energy or transmission of any communication signal to or from any property within the City, including cable television, electrical, telephone and other energy or communication devices such as lines, poles, transformers and related devices.
12.18.030 — Requirement to underground existing overhead utility lines.
A. Existing overhead utility lines located on, extending across, or located adjacent to private property, including those overhead utility lines located along the perimeter of private property within public rights -of -way of City streets bordering private property, shall be placed underground into new underground systems as required pursuant to this chapter.
B. The requirement to place underground existing overhead utility lines shall be imposed on each and every permit required from the City for the development or improvement of private property within the City as required pursuant to this chapter.
C. The requirement to underground existing overhead utility lines shall be performed by the owner or developer of the property seeking its development or improvement, or any construction thereon, at the owner's or developer's sole expense. The owner or developer shall arrange for the placement of existing overhead utility lines into a new underground system with the applicable utility company including the processing of any applications, payment of any fees or expenses, the submission and approval of any plans and the coordination of said undergrounding with the City Engineer where such undergrounding is located within public rights -of -way.
D. Existing overhead utility lines shall be placed underground on the property subject to the development or improvement as follows:
a. Except as otherwise provided in this subsection, the existing overhead utility lines shall be placed into a new underground system located along the entire frontage of the subject property from boundary line to boundary line as depicted in Figure C-1. b. Whenever a utility pole is located on the frontage of the subject property and within five feet of its boundary line, existing utility pole may remain to be used as a riser with the existing overhead utility lines placed underground into a new underground system located along the frontage of the property from boundary line to the existing utility pole except for that distance of five feet or less between the utility pole and the other boundary line as depicted in Figure C-2.
c. Whenever an existing utility pole is located within one hundred fifty (150) feet of a boundary line of the subject property, the existing overhead utility lines shall be placed into a new underground system located along the entire frontage of the subject property from boundary line to boundary line and from one of the boundary lines to the existing utility pole as depicted in Figure C-3. Whenever a utility pole is located more than one hundred fifty (150) feet from a boundary line of the subject property, a new utility pole may be installed at one boundary line of the subject property and the
existing overhead utility lines shall be placed into a new underground system along the entire frontage of the subject property from one boundary line to the newly installed utility pole as depicted in Figure C-3.
d. In the event that the subject property is located on a corner where two streets intersect, the existing overhead utility lines shall be placed into a new underground system extending across one or both of the streets to the next existing utility pole provided that the utility pole is within one hundred fifty (150) feet of one of the boundary lines of the subject property as depicted in Figure C-4.
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E. No certificate of occupancy or final approval shall be issued for any property whose development or improvement requires the undergrounding of existing overhead utility lines unless and until compliance with this chapter shall have been accomplished to the satisfaction of the City.
12.18.040 —Application to developments and improvements.
The requirement to place underground existing overhead utility lines created and imposed by this chapter shall apply to private property within the City whose owner or developer requires a permit from the City for development of the property for residential, commercial, or industrial purposes, unless otherwise exempt in accordance with Section 12.18.070.
12.18.050 — Utility assessment form.
A. Upon an application for any permit from the City to develop or improve private property, the owner or developer shall submit a utility assessment form without which the permit application shall be incomplete and ineligible for action by the City. The utility assessment form shall require the following information:
1. The name, address and telephone number of the developer and owner;
2. The location of the property and its legal description;
3. The nature of the proposed development or improvement;
4. A statement from each applicable utility company serving the property containing a general description of the existing overhead utility lines to be placed underground and an estimated cost thereof In the absence of a cost estimate provided by the applicable utility company, the owner or developer shall provide an estimate prepared by its utility consultant using most current data available.
5. If applicable, a statement by the owner or developer indicating its intent to pursue deferral of the obligation in accordance with section 12.18.070(G).
6. If applicable, a statement by the owner or developer indicating its intent to pursue waiver of the obligation in accordance with section 12.18.080.
7. Any other information required by the City to implement the purposes and requirements of this chapter.
B. The City shall review the utility assessment form in order to identify the existing overhead utility lines required for placement underground unless otherwise exempted in accordance with Section 12.18.060. However, the presumption shall be that all existing overhead utility lines shall be placed underground, unless the City has received and approved the utility assessment form that identifies the circumstances where an exemption pursuant to Section 12.18.060 applies.
C. The approval or issuance of any permit to develop or improve private property shall be conditioned by the City with a requirement to underground each existing overhead utility line required to be placed into a new underground system.
12.18.060 — Exempted utility devices.
The following existing overhead utility lines shall be exempted from the requirement to placed underground as otherwise required in this chapter:
A. Existing overhead utility lines operated at voltages in excess of thirty-four thousand five hundred volts (5 34.5 kV);
B. In residential in -fill areas where property is to be developed for residential purposes where existing overhead utility lines are located along or near the rear property lot lines of the subject property to be developed and where those existing overhead utility lines provide service to adjoining residential properties that are not the subject of the development or improvement;
C. Appurtenances and associated equipment including, but not limited to, surface mounted transformers and switches, pedestal mounted terminal boxes and meter cabinets which may be left in place above ground.
12.18.070 — Exempted developments or improvements.
The City hereby exempts from the provisions of this chapter the following developments or improvements of private property meeting any one of the following criteria:
A. Interior tenant improvements and conditional use permits for which construction is not required; or
B. Exterior upgrading or repair of existing improvements, including but not limited to, reproofing, additions of awnings, landscaping, equipment screening, repainting and application of other exterior finishes; or
C. Additions of functional equipment to any existing improvements, including but not limited to, air conditioners, antennae, block walls and fences, cooling towers, enclosure of outdoor storage areas, loading docks, satellite dishes, silos and water tanks; or D. The development of a new single family residence on a property where the adjacent properties are serviced by existing overhead utility lines provided that the utility lines to connect the proposed single family residence shall be placed underground to the proposed single family residence.
E. Improvements to an existing commercial or industrial building where the improvement increases the building footprint or total square footage by less than 300 square feet.
F. Improvements to an existing residential building where the improvement increases the building footprint or total square footage by less than twenty-five percent (25%).
G. Whenever the owner or developer of a subject property is required to underground existing overhead utility lines under this chapter but the length of the project frontage is less than three hundred (300) feet, the City may allow the owner or developer to pay a fee
to the City that is equal to the unit cost of placing the existing overhead utility lines underground multiplied by the length over which the undergrounding is required, not to exceed three hundred (300) feet, in lieu of such undergrounding. The unit price for undergrounding any utility lines shall be based upon the most recent unit price for undergrounding utility lines as established by the applicable utility company that would otherwise be responsible for placing the existing overhead utility lines underground. The owner or developer shall obtain a written statement of the unit price for undergrounding the required utility lines from the applicable utility companies serving the subject property and submit it to the City for determination of the amount of the in lieu fee. The burden is imposed on the owner or developer of the subject property to disclose at the time of application their intent to pursue an in lieu fee, with such intent to be incorporated into the City's permit approval associated with the development or improvement.
12.18.080 — Waiver.
If an owner or developer who is the applicant of a land use or development application subject to the provisions of this chapter believes that the undergrounding requirement is impractical and will cause practical difficulties and unnecessary hardship due to certain topographical conditions, street configurations, underground obstacles, soil, water or other natural conditions which would make the placement of existing overhead utilities into new underground systems unreasonable, the owner or developer shall provide such notice of intent to pursue a waiver with the Utility Assessment Form required by Section 12.18.050. The burden is imposed on the owner or developer to provide sufficient justification for a waiver to be considered by the City Council. The waiver, if requested, shall be considered prior to the time the approval authority considers the land use or development application. If such waiver is granted, the City may require the owner or developer to pay an in lieu fee in accordance with section 12.18.070(G).
12.18.090 — Appeals.
An owner or developer of private property subject to the provisions of this chapter is afforded the right to appeal a decision made by the applicable approval authority where the land use or development application was approved with the imposition of requirements to place underground existing overhead utility lines. The right to appeal excludes approvals of land use or development applications granted by the City Council, as the opportunity to pursue a waiver of the obligation to underground existing overhead utility lines occurred during the City Council's consideration of the land use or development application in question.
The following appeal procedures shall be followed:
A. Appeal of City Official's Decision. Decisions of the applicable City Official, granted by the City Official in accordance with Title 17 and other applicable codes relating to land use and development applications, may be appealed to the Planning Commission. All such appeals shall be filed in writing with the Secretary of the Planning Commission.
B. Persons Eligible to File an Appeal. Any person may appeal a decision or action of the applicable City Official, in accordance with the terms of this chapter.
C. Time Limit for Filing an Appeal. All appeals must be filed within 15 calendar days of the date of the approval of the land use or development application. If the 15th day occurs on a holiday or weekend, the appeal period shall be extended to the next City workday. No appeal shall be accepted after the appeal period has expired.
D. Appeals Form. All appeals must be submitted in writing on the appropriate form provided by the City. The appeal must specifically state the grounds for the appeal and instances in which the review body erred in requiring the undergrounding of existing overhead utilities pursuant to this chapter.
E. Payment of Fees. A fee shall be paid concurrent with filing of the appeal in accordance with the fee schedule established by resolution of the City Council.
F. Scheduling of Public Hearing. Within 15 days upon receipt of an appeal, the City Clerk shall set the matter for public hearing. The hearing shall be noticed as provided for in Section 17.42 of the Beaumont Municipal Code.
G. Findings. All actions to affirm, reverse, or modify in whole or part any decision of the applicable City Official or Planning Commission shall be made with supporting findings for the affirmation, reversal, or modification.
EXHIBIT "B"
17.04.100 - Utilities.
The following performance standards with respect to the provision of utilities and infrastructure are outlined in this Section to ensure the service demands of existing and future development are met.
A. Provision of New Utility Service and Connections. The developer or owner of a property proposing to improve or otherwise develop the property in accordance with the provisions of Title 17 "Zoning" of this Municipal Code, or such other codes and regulations applicable to development of property, shall be responsible for furnishing and installing all required utility service and connections, in cooperation with and as required by the applicable utility company.
B. Underground' Utility Lines Required. In order to protect the public safety and improve the appearance and functioning of the community, all new electrical distribution lines of 4-6 34.5 kilovolts or less, and all new telephone, cable television, and similar wires that provide customer services shall be installed within underground systems, except for:
1. Utility poles within six feet of the rear lot line used for terminating underground facilities.
2. Temporary utilities while construction is ongoing.
3. Risers and poles as provided by developer or owner.
4. Meter boxes, terminal boxes, and similar equipment.
5. Transformers, except that all transformers shall be located in vaults.
6. Infill development in R -SF Zones where existing overhead lines serve the area, subject to the approval of the Director of Community Development.
C. Undergrounding of Existing Utility Lines Required. In order to protect the public safety and improve the appearance and functioning of the community, all existing electrical distribution lines of 34.5 kilovolts or less, and all existing telephone, cable television, and similar wires located on or adjacent to property being developed shall be converted to new underground systems in accordance with the provisions of Chapter
12.18 "Utility Undergrounding Requirements" of the Beaumont Municipal Code.
D. Electrical Disturbance. No activity shall be permitted if it causes electrical disturbance that affects the operation of equipment located beyond the property line. Radio, television, and microwave transmitters shall be suitably wired, shielded, and controlled so that they do not emit electrical waves or impulses that may affect other electronic devices or equipment.
S'EiP
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December 4, 2023
CITY OF BEAUMONT PROFESSIONAL SERVICES THRU: 11/30/2023 REVISED TOTAL DUE:
Sincerely,
SBEMP, LLP
By: Accounting Department
$122,806.51
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Facsimile 760-322-2107
December 4, 2023
City of Beaumont
E-MAIL INVOICES
Our file no:
City of Beaumont*Salenga
Professional services through: 11/30/2023: Invoice # 83734 BALANCE DUE — PLEASE SUBMIT PAYMENT:
Amount
$2.605.10
Palm Springs, CA
T (760) 322-2275
SLOVAK BARON EMPEY MURPHY & PINKNEY LLP
Indian Wells, CA Orange County, CA San Diego, CA New Jersey New York T (760) 322- 9240 T (714) 435-9591 T (619) 501-4540 T (609) 955-3393 T (212) 829-4399 ------.sbemp
SEiP
A T T O R N E Y S
1800 E Tahquitz Canyon Way
Palm Springs, CA 92262
Fed. ID #33-0833010
Telephone 760-322-2275
Facsimile 760-322-2107
December 4, 2023
City of Beaumont
E-MAIL INVOICES
Our file no:
City of Beaumont*Urban Logic
Professional services through: 11/30/2023: Invoice # 83742 Amount
BALANCE DUE — PLEASE SUBMIT PAYMENT: $34.374.95
SLOVAK BARON EMPEY MURPHY & PINKNEY LLP
Palm Springs, CA
T (760) 322-2275
Indian Wells, CA Orange County, CA San Diego, CA New Jersey New York T (760) 322- 9240 T (714) 435-9591 T (619) 501-4540 T (609) 955-3393 T (212) 829-4399 ------.sbemp
SEiP
A T T O R N E Y S
1800 E Tahquitz Canyon Way
Palm Springs, CA 92262
Fed. ID #33-0833010
Telephone 760-322-2275
Facsimile 760-322-2107
December 4, 2023
City of Beaumont
E-MAIL INVOICES
Our file no:
City of Beaumont*Webb
Professional services through: 11/30/2023: Invoice # 83737 BALANCE DUE — PLEASE SUBMIT PAYMENT:
Amount
$1.115.50
Palm Springs, CA
T (760) 322-2275
SLOVAK BARON EMPEY MURPHY & PINKNEY LLP
Indian Wells, CA Orange County, CA San Diego, CA New Jersey New York T (760) 322- 9240 T (714) 435-9591 T (619) 501-4540 T (609) 955-3393 T (212) 829-4399 ------.sbemp
SEiP
A T T O R N E Y S
1800 E Tahquitz Canyon Way
Palm Springs, CA 92262
Fed. ID #33-0833010
Telephone 760-322-2275
Facsimile 760-322-2107
December 4, 2023
City of Beaumont
E-MAIL INVOICES
Our file no:
City of Beaumont*Wright
Professional services through: 11/30/2023: Invoice # 83738 BALANCE DUE — PLEASE SUBMIT PAYMENT:
Amount
$2.265.82
Palm Springs, CA
T (760) 322-2275
SLOVAK BARON EMPEY MURPHY & PINKNEY LLP
Indian Wells, CA Orange County, CA San Diego, CA New Jersey New York T (760) 322- 9240 T (714) 435-9591 T (619) 501-4540 T (609) 955-3393 T (212) 829-4399 ------.sbemp
SEiP
A T T O R N E Y S
1800 E Tahquitz Canyon Way
Palm Springs, CA 92262
Fed. ID #33-0833010
Telephone 760-322-2275
Facsimile 760-322-2107
December 4, 2023
City of Beaumont
E-MAIL INVOICES
Our file no:
City of Beaumont-Labor&Employ
Professional services through: 11/30/2023: Invoice # 83739 BALANCE DUE — PLEASE SUBMIT PAYMENT:
Amount
$2.581.20
Palm Springs, CA
T (760) 322-2275
SLOVAK BARON EMPEY MURPHY & PINKNEY LLP
Indian Wells, CA Orange County, CA San Diego, CA New Jersey New York T (760) 322- 9240 T (714) 435-9591 T (619) 501-4540 T (609) 955-3393 T (212) 829-4399 ------.sbemp
SEiP
A T T O R N E Y S
1800 E Tahquitz Canyon Way
Palm Springs, CA 92262
Fed. ID #33-0833010
Telephone 760-322-2275
Facsimile 760-322-2107
December 4, 2023
City of Beaumont
E-MAIL INVOICES
Our file no:
City of Beaumont-OverRetainer
Professional services through: 11/30/2023: Invoice # 84292 BALANCE DUE — PLEASE SUBMIT PAYMENT:
Amount
$16,299.80
Palm Springs, CA
T (760) 322-2275
SLOVAK BARON EMPEY MURPHY & PINKNEY LLP
Indian Wells, CA Orange County, CA San Diego, CA New Jersey New York T (760) 322- 9240 T (714) 435-9591 T (619) 501-4540 T (609) 955-3393 T (212) 829-4399 ------.sbemp
SEiP
A T T O R N E Y S
1800 E Tahquitz Canyon Way
Palm Springs, CA 92262
Fed. ID #33-0833010
Telephone 760-322-2275
Facsimile 760-322-2107
December 4, 2023
City of Beaumont
E-MAIL INVOICES
Our file no:
City of Beaumont -Retainer
Professional services through: 11/30/2023: Invoice # 83741 BALANCE DUE — PLEASE SUBMIT PAYMENT:
Amount
$7.500.00
Palm Springs, CA
T (760) 322-2275
SLOVAK BARON EMPEY MURPHY & PINKNEY LLP
Indian Wells, CA Orange County, CA San Diego, CA New Jersey New York T (760) 322- 9240 T (714) 435-9591 T (619) 501-4540 T (609) 955-3393 T (212) 829-4399 ------.sbemp
FY 2024
Beginning Fund Estimated
Balance Revenues
PROPRIETARY/ENTERPRISE FUNDS
840 Community Facilities District (202,817,899.71)
860 Evidence 2,472.14
TOTALS
18,442,029.00
(202,815,427.57) 18,442,029.00
November FYTD 2024 Actual
Activity Revenues
FY 2024
Budgeted
Expenditures
263,904.45 1% 18,442,029.00
243.66 -
264,148.11 1% 18,442,029.00
November
Activity
FYTD 2024
Actual % T/D Ending Fund
Expenditures Balance
1,309,998.59
25.00 1,310,023.59 7% (203,861,303.05)
0% (203,863,993.85)
2,690.80
*Beginning Balances are not final until the prior fiscal year audit is complete.
Beginning Fund Balance
FY 2024 Budgeted November FYTD 2024 Actual
Revenues Activity Receipts
%
FY 2024 Budgeted November FYTD 2024 Actual
Expenditures Activity Disbursements
% T/D Ending Fund
Balance
GOVERNMENTAL FUNDS
100 GENERAL FUND 35,456,303.91 67,789,803.00 1,120,007.18 11,439,747.94 17% 70,006,721.00 3,631,037.39 18,179,531.13 26% 28,716,520.72 120 SELF INSURANCE 6,329,219.38 - 184,113.30 0% - - 68,400.94 0% 6,444,931.74 200 GAS TAX 1,566,996.00 682,438.17 44% 1,566,996.00 - 391,774.00 25% 290,664.17 201 SB1 2,329,870.55 1,353,950.00 128,962.91 474,906.09 35% 2,018,738.00 0% 2,804,776.64 202 MEASURE A 2,895,980.53 743,600.00 80,865.39 248,182.62 33% 2,264,528.00 0% 3,144,163.15 205 AQMD 267,785.11 72,300.00 2,008.27 3% 90,000.00 86,834.10 86,834.10 0% 182,959.28 210 PEG 35,711.17 19,238.00 - 3,954.11 21% 14,630.00 4,566.70 31% 35,098.58 215 CDBG/GRANTS (407,984.19) 4,120,150.00 1,737.91 0% 4,918,281.00 3727.5 621,766.38 13% (1,028,012.66) 220 COPS 523,785.60 159,459.00 8,333.33 20,594.81 13% 171,992.00 100,824.00 115,906.73 67% 428,473.68 225 ASSET SEIZURES (STATE) 294,397.72 - 382.99 0% 25.00 0% 294,755.71 230 ASSET SEIZURES (FEDERAL) 59,719.24 37,049.25 37,454.11 0% 0% 97,173.35 240 OTHER FUNDS 409,241.73 52,839.00 1,635.00 25,812.23 49% 144,970.00 4,577.50 18,031.48 12% 417,022.48 250 CFD-ADMIN 1,329,821.12 1,802,415.00 10,390.75 1% 1,854,890.00 71,312.88 116,313.12 6% 1,223,898.75 255 CFD-MAINT SVCS 70,092.92 3,950,426.00 490.29 0% 4,851,993.00 35,280.60 1% 35,302.61 260 CFD-PUBLIC SAFETY 197,521.59 1,086,506.00 1,481.32 0% 1,086,506.00 0% 199,002.91 500 GENERAL CAPITAL PROJECTS 39,101,617.32 106,745,732.00 92,200.00 3,283,187.44 3% 109,578,732.00 4,220,167.71 8,483,648.86 8% 33,901,155.90 510 CFD CAPITAL PROJECTS 13,214,314.25 1,058,869.00 99,101.42 0% 10,487,937.00 226,645.98 0% 13,086,769.69 550 DIF 6,728.22 - 50.46 0% - - 0% 6,778.68
552 BASIC SERVICES DIF 1,703,433.15 238,218.00 - 57,768.89 24% 698,664.00 42,404.26 0% 1,718,797.78 554 GENERAL PLAN DIF 231,129.48 27,953.00 7,102.61 25% - 0% 238,232.09 555 RECREATIONAL FACILITIES DIF 2,500,479.58 391,556.00 - 84,526.30 22% 900,000.00 0% 2,585,005.88 556 TRAFFIC IMPACT DIF 1,371,765.82 174,068.00 35,499.15 20% 984,378.00 92,200.00 92,200.00 9% 1,315,064.97 558 RAILROAD CROSSING DIF 2,809,846.12 195,490.00 - 48,032.84 25% 773,561.00 5,251.75 0% 2,852,627.21 559 POLICE FACILITIES DIF 1,874,579.00 282,666.00 66,528.97 24% 1,515,854.00 8,151.36 0% 1,932,956.61 560 FIRE STATION DIF 5,799,822.34 354,691.00 - 84,640.86 24% 4,400,000.00 - 0% 5,884,463.20 562 ROAD AND BRIDGE DIF 12,090,362.68 1,388,471.00 331,539.30 24% 11,341,021.00 (1,352.50) 0% 12,423,254.48 566 EMERGENCY PREPAREDNESS DIF 806,387.02 344,446.00 71,093.64 21% 0% 877,480.66 567 COMMUNITY PARK DIF 2,981,755.80 624,440.00 85,215.40 14% 914,828.00 0% 3,066,971.20 568 REGIONAL PARK DIF 1,977,512.20 14,830.45 0% 1,871,479.00 5,924.00 0% 1,986,418.65 569 NEIGHBORHOOD PARK DIF 3,770,090.08 756,574.00 104,337.04 14% 1,349,000.00 - 0% 3,874,427.12 570 PASS THROUGH DIF 6,882,593.93 104,337.04 0% 9,758,000.00 755,937.76 0% 6,230,993.21 850 Beaumont Financing Authority 35,953,179.63 3,080,846.00 42,986.51 1% 3,080,846.00 0% 35,996,166.14 855 Beaumont Public Improvement Authority 47,777,680.32 3,023,346.00 - 120.53 0% 3,023,346.00 - 0% 47,777,800.85 TOTALS 140,031,289.44 195,300,856.00 17,507,149.68 9% 249,667,891.00 29,257,241.65 12% 129,037,135.23
FY 2024
Beginning Fund Estimated
Balance Revenues
PROPRIETARY/ENTERPRISE FUNDS
November FYTD 2024 Actual
Activity Revenues
FY 2024
Budgeted
Expenditures
November
Activity
FYTD 2024
Actual % T/D Ending Fund
Expenditures Balance
564 RECYCLED WATER DIF 4,119,073.25 442,851.00 178,156.28 40% 3,972,634.00 - 2,873.75 0% 4,294,355.78 600 INTERNAL SERVICE FUND 8,359,174.89 1,814,483.00 335,822.90 19% 7,014,037.00 384,054.02 1,021,489.58 15% 7,673,508.21 700 WASTEWATER 7,574,329.71 13,422,801.00 2,335,385.10 4,620,050.46 34% 13,726,359.00 624,713.85 2,897,497.50 21% 9,296,882.67 705 WASTEWATER DIF 9,714,063.78 2,172,351.00 627,208.97 29% 9,435,221.00 0% 10,341,272.75 710 WASTEWATER CAPITAL PRO 107,266,694.48 24,277,012.00 - 287,912.43 1% 24,548,883.00 80,743.46 127,144.43 1% 107,427,462.48 750 TRANSIT (75,904.84) 2,993,669.00 58,209.88 1,188,156.52 40% 2,993,669.00 229,417.40 1,046,694.91 35% 65,556.77 755 Transit GASB 68 Fund 512,421.35 - - - 0% - - - 0% 512,421.35 760 TRANSIT CAPITAL PROJECTS 2,515,106.61 14,151,692.00 118,854.88 94,866.28 1% 14,151,692.00 124,014.74 1% 2,485,958.15 TOTALS 139,984,959.23 59,274,859.00 2,512,449.86 7,332,173.84 12% 75,842,495.00 1,318,928.73 5,219,714.91 7% 142,097,418.16