Bell City Council
August 23, 2023

01135.0001/333088.1

CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT

STATE OF CALIFORNIA

COUNTY OF LOS ANGELES
On __________, 2022 before me, ________________, personally appeared ________________, proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that
by his/her/their signature(s) on the instrument the person(s), o r the entity upon behalf of which the person(s) acted, executed the instrument.

I
certify under P ENALTY OF PERJURY under the laws o f the State of C alifornia that t h e foregoing p aragraph is true and correct.

WITNESS my hand and of ficial s eal.

S
ignature: _____________________________________

OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form

CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT

INDIVIDUAL

CORPORATE OFFICER
_______________________________
T

ITLE(S)

PARTNER(S) LIMITED

GENERAL

ATTORNEY-IN-F ACT

TRUSTEE(S)

GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
S
IGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________
___________________________________

TITLE OR TYPE OF DOCUMENT
___________________________________

NUMBER OF PAGES
___________________________________

DATE OF DOCUMENT
___________________________________

SIGNER(S) OTHER THAN NAMED ABOVE
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.

01135.0001/333088.1
CALIF

ORNIA ALL-PURPOSE ACKNOWLEDGMENT

STATE OF CALIFORNIA

COUNTY OF LOS ANGELES
On __________, 2022 before me, ________________, personally appeared ________________, proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that
by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I
certify under P ENALTY OF PERJURY under the laws o f the State of C alifornia that t h e foregoing p aragraph is true and correct.

WITNESS my hand and of ficial s eal.

S
ignature: _____________________________________

OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form.

CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT

INDIVIDUAL

CORPORATE OFFICER
_______________________________
T

ITLE(S)

PARTNER(S) LIMITED

GENERAL

ATTORNEY-IN-F ACT

TRUSTEE(S)

GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
S
IGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________
___________________________________

TITLE OR TYPE OF DOCUMENT
___________________________________

NUMBER OF PAGES
___________________________________

DATE OF DOCUMENT
___________________________________

SIGNER(S) OTHER THAN NAMED ABOVE
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.

01135.0001/333088.1
EXHIBIT “A”
SC

OPE OF SERVICES
I. Consultant will perform the following Services:

A.

B.

C.

II. As part of the Services, Consultant will prepare and deliver the following tangible work products to the City:

A.

B.

C.

III. In addition to the requirements of Section 6.2, during performance of the Services, Consultant will keep the City appraised of the status of performance by delivering the following status reports:

A.

B.

C.

IV. All work product is subject to review and acceptance by the City, and must be revised by the Consultant without additional charge to the City until found satisfactory and accepted by City.

V. Consultant will utilize the following personnel to accomplish the Services:

A.

B.

C.

01135.0001/333088.1
EXHIBIT “B”
SP

ECIAL REQUIREMENTS
(Superseding Contract Boilerplate)

01135.0001/333088.1
EXHIBIT “C”

SCHEDULE OF COMPENSATION

I. Consultant shall perform the following tasks at the following rates:

RATE TIME SUB-BUDGET
A. __________ __________ __________ __________
B. __________ __________ __________ __________
C. __________ __________ __________ __________
D. __________ __________ __________ __________

II. A retention of ten percent (10%) shall be held from each payment as a contract retention to be paid as part of the final payment upon satisfactory completion of services.

III. Within the budgeted amounts for each Task, and with the approval of the Contract Officer, funds may be shifted from one Task subbudget to another so long as the Contract Sum is not exceeded per Section 2.1, unless Additional Services are approved per Section 1.8.

IV. The City will compensate Consultant for the Services performed upon submission of a valid invoice. Each invoice is to include:

A. Line items for all personnel describing the work performed, the number of hours worked, and the hourly rate.

B. Line items for all materials and equipment properly charged to the Services.

C. Line items for all other approved reimbursable expenses claimed, with supporting documentation.

D. Line items for all approved subcontractor labor, supplies, equipment, materials, and travel properly charged to the Services.

V. T he total compensation for the Services shall not exceed $______ as provided in Section 2.1 of this Agreement.

VI. The Consultant’s billing rates for all personnel are attached as Exhibit C-1.

01135.0001/333088.1
EXHIBIT “C-1”

BILLING RATES

01135.0001/333088.1
EXHIBIT “D”
SCH

EDULE OF PERFORMANCE
I. Consultant shall perform all S ervices timely in accordance with the schedule to be developed by Consultant and subject to the written approval of the Contract Officer and the City Attorney’s office.

II. Co
nsultant shall deliver the following tangible work products to t he City by the following dates.

A.

B.

C.

III. T
he Contract Officer may approve extensions for performance of the services in accordance with Section 3.2.

WWW.CMSIMPLE4U.COM

WOR K

CONCLUSION

CM SIMPLE JANITORIAL LLC
“Your Ultimate Solution”

OUR COMMITMENT

CM Simple has endeavored to provide a noteworthy representation of how we are the stand -apart Service Provider to make a difference in your cleaning program and facility support needs.

Although, there are multiple entities from which you may derive your selection, please know our team at CM Simple has various differentiators for your consideration:
• Multiple Certs: Small Business (SBE), Minority-Owned (MBE) and Woman-Owned (MBE) • 15+yrs Dual Management Expertise: Field Service and Administrative Operations • Quick up start for onboarding new clients (no long delays or extensive red tape)

To summarize our proposal, we would like to highlight some central points:
• Nationwide Service Provider
• Active COVID-19 Response Plan
• Responsive Quality Assurance Plan
• Diverse and competent team for higher performance
• Comprehensive service offerings to eliminate the strain of multiple providers

Our next step is:
• To solidify with a written contract that outlines the actionable steps • Begin service provision as a seamless transition

Should you have any questions or require additional information please do not hesitate to contact us.

1 Attachment “2” – Cost Proposal (JANITORIAL SERVICES)

For all services described below, unless excluded by City in description of services below, City shall consider rates below to include, but not be limited to, all labor, equipment, fees of any kind, overhead, traffic control, fuel, materials, consumables, surcharges, disposal fees, and any other cost associated with and necessary for the Contractor to perform such service. No qualifications, exemptions, or alterations of services described below will be allowed. All requirements for which there is not a specific task item, such as insurance, bonds, and invoicing for example, shall be distributed amongst the various unit prices being provided. The Contractor shall be paid on the Hourly Rate plus materials mark-ups only for work performed under the Agreement executed by the successful Contractor and the City.

Name of Contractor: ________________________________________________________

In accordance with the Request for Proposal (RFP) for the Janitorial Services Contract, the undersigned declares that he/she has carefully examined and read the RFP requirements and is familiar with the requirements therein contained, and proposes to furnish all labor, material, and supplies necessary to accomplish the terms of the maintenance contract at the following rates:

FACILITY WEEKLY
COST
PER
MONTH
COST
PER
YEAR

SCHEDULE
City Hall M/T/W/TH/F $

$
Police Facility M/T/W/TH/F/Sat/Sun $

$
Bell Community Center M/T/Th/F/Sun $

$
Bell Technology Center M/W/F/Sat $

$
Camp Little Bear Park Facility

M/W/F/Sat $ $
Veterans Memorial Park Clubhouse
and Public Restrooms

M/W/F/Sat $ $
Ernest Debs Park Facility

M/W/F/Sat $ $
Treder Park Restroom

Sun/Fri $ $
Nueva Vista Soccer Complex Public
Restrooms

Monday – Friday (April –
November. No Service
(December – March)
$ $
The Bell House M/W/F $

$
The City Yard Building M/W/F $

$

TOTAL

$

$
*Prevailing wages must be paid to all employees during normal business hours, Monday through Friday 7:30AM to 3:30PM
CM Simple Janitorial LLC
9,218.48
4,703.21
4,703.21
$4,703.21
4,703.21
642.78
391.93
391.93
391.93
391.93
7,713.39
517.36
517.36
768.21
2,199.58
2,978.90
1,269.90
26,394.91
35,746.83
15,238.83
6,208.30
10,461.82
6,208.30
125,541.89

City of Bell
Agenda Report

DATE: August 23, 2023

TO: Mayor and Members of the City Council

FROM: Manuel Acosta, Communit y Development Director

PREPARED
BY: Valentin Flores, Economic Development Specialist

APPROVED Michael L. Antwine II (e-signature)
BY:

Michael L. Antwine II , City Manager

SUBJECT: Consideration to approve Amen dment No. 2 w ith Tierra West Advisors for Successor Agency Administrative Services

RECOMMENDATION:

It is recommended that the City Council approve C ontract Amendment No. 2 with Tierra West Advisors for Successor Agency Administrative Services not exceeding $36,000 and extend the agreement term.

BACKGROUND:

On June 12 , 2019, the city approved a n Agreement with Tierra West Adv isors for Successor Agency Administrative Services. The Agreement was for three (3) years with two (2) one-year extensions. Staff is now recommending that Amendment No. 2 to increase the contract amount by $36,000 and extend the contract for 1 year be approved, which will be the second- year option.

DISCUSSION:

Since 1980 , Tierra West Real Estate Co nsultants has provided professional real es tate consulting to several Cal ifornia corporations and public/private entities . In 2006, Tierra West Advisors, Inc. ("Tierra West"), a licensed full-service Real Estate Advisory Firm, was created. For decades, Tierra West has offered advisory services to a variety of p ublic agencies and private developers during redevelopment and now pos t-redevelopment. Their team regul arly assists local communities with the insightful analysis and vision required to make sound decisions that benefit the community and s takeholders. They work collaboratively with cities to cr eate v ibrant public spaces
and help guide communities toward prosperous a nd sustainable futures.

The consultant will perform the following Services:

A. Develop and Maintain a Budget and Cash Flow Model. The consultant will develop, maintain, and adjust, as needed, a working cash flow model for the Successor Agency to anticipate future budget needs.

B. Review and complete Annual ROPS and Accompanying Administrative Budget for one (1) fiscal year:

AGENDA ITEM 5

(1) Fiscal Year 2023-2024:

1. The Successor Agency is required to submit a Recognized Obligation Payment Schedule ("ROPS") to the Oversight Board and Department of Finance annually. Consultant shall review the preliminary ROPS submitted for the fiscal year 2023-2024 on behalf of and in consultation with the Successor Agency for submittal to the Oversight Board. Consultant shall prepare the ROPS for the following fiscal years on behalf of, and in consultation with, the Successor Agency for submittal to the Oversight Board. Should an issue arise during the Department of Finance review of the ROPS, Consultant shall assist the Successor Agency in drafting a Meet and Confer request and attend any subsequent meeting.

2. The Successor Agency is required to prepare and submit an annual administrative budget supporting the use of the annual administrative allowance allowed by law. Consultant review and advice on the draft annual administrative budget for the fiscal year 2023-2024 on behalf of, and in consultation with, the Successor Agency. The Successor Agency is allowed to amend its annual ROPS once during the period. The consultant will assist the Successor Agency if requested by City at no additional cost.

C. City Loan Repayment. The Successor Agency will continue to seek repayment on two housing fund deferrals and several outstanding City loans. Consultant shall calculate annual payment amounts in accordance with laws governing City loan repayments.

D. Attend Meetings as Necessary. Consultant shall make a staff member available to the Successor Agency should they need assistance at any Successor Agency or Oversight Board meetings on an as-needed basis.

E. Additional Administrative Services as Necessary. Consultant shall assist the Successor Agency with any additional administrative tasks on an as-needed basis.

F. Support Services for Tasks A-E

I. As part of the Services, Consultant will prepare and deliver the following tangible work products to the City:

 A working cash flow model for the Successor Agency to anticipate any future budget needs.  Review the prepared draft ROPS for fiscal year 2023-24  ROPS for fiscal years 2023-24
 Review the draft annual administrative budget for fiscal year 2023-24  An annual administrative budget for fiscal years 2023-24  City loan repayment documentation, as necessary
 Property disposition documentation, as necessary

The consultant will keep the City appraised of the status of performance by delivering the following status reports:

A. Written updates on new legislation affecting the dissolution process. Updated shall be provided within sixty (60) days of any legislative actions.

B. An annual report that summarizes the upcoming fiscal year's obligation payment schedule prior to the Oversight Boards review and submittal of the. Fiscal year ROPS to the State of California Department of Finance.

All work products are subject to review and acceptance by the City and will be revised by the Consultant until accepted by City.

The consultant will utilize the following personnel to accomplish the Services:
 John Yonai, Principal
 Lauren Yonai, Project Analyst

ESTIMATED COMPENSATION OF ADMINISTRATION EFFORTS PER FISCAL YEAR

A. Consultant shall perform the following tasks at the hourly rates shown above; an example of the estimated budgets per task is as follows:

Task A: $6,000
Task B: $7,000
Task C: $6,000
Task D: $5,000
Task E: $7,000
Task F: $5,000

B. Within the budgeted amounts for each Task, funds may be shifted from one Task to another as the Contract Sum is consistent with the amount proposed unless Additional Services are approved.

C. The City will compensate the Consultant for the Services performed upon submission of a valid invoice. Each invoice is to include:

1. Line items for all personnel describing the work performed, the number of hours worked, and the hourly rate.

2. Line items for all other approved reimbur sable expenses claimed, with supporting documentation.

3. Line Items for all approved subcontractor labor, supplies, equipment, materials, and travel properly charged to the Services.

D. The annual compensation for the Administration Services described is estimated at Thirty-Six Thousand Dollars ($36,000).

SCHEDULE OF PERFORMANCE

A. Contractor shall perform all services time ly as provided below. Where no time frames are specified, the Contractor shall comply with the deadlines established by the Contract Officer.

1. The working cash flow model for the Successor Agency to anticipate any future budget needs is due no later than January 15th of each fiscal year,

2. The ROPS no later than January 15th of each fiscal year

3. An annual administrative budget for the fiscal year due no later than January 15th of each fiscal year

4. City loan repayment documentation, as necessary and as directed by the

5. City.

6. Property disposition documentation, as necessary and as directed by the City.

B. The City may approve extensions for the performance of the services

C. The term of this Agreement may be extended by the City or Successor Agency upon the 3rd fiscal year completion by Consultant. At the City's sole and absolute discretion, the City may

extend the term for three (3) additional fiscal years at the hourly rates adjusted by CPI.

Currently, Tierra West provides the following Successor Agency/ROPS Advisory tasks/services:

 Implementation Agreements
 Real Estate Services
 City Administration
 Special Project Activities
 Administrative Services

Staff recommends that the City Council approve Amendment No.2 with Tierra West Advisors for Successor Agency Administrative Services in the amount of $36,000 for the term of one year per year from July 1, 2023, to June 30, 2024.

FISCAL IMPACT:

There will be no impact on the General Fund. The $36,000 for this agreement is considered an allowable expense under the Recognized Obligation Payment Schedule (ROPS). The Successor Agency receives an allowance of $173,076.00 for the fiscal year 2023-24 for administrative costs.

The funds for this agreement will come from the administrative cost allowance.

ATTACHMENT(S):

1. Amendment No. 2

2. Contract Services Agreement dated June 12, 2019

-1-
01135.0001/911558.4
AMENDMENT NO. 2

TO AGREEMENT FOR CONTRACTUAL SERVICES

THIS AMENDMENT NO. 2 TO THE AGREEMENT FOR CONTRACTUAL
SERVICES ("Amendment No. 2") by and between the CITY OF BELL ("City"), a California charter city, and TIERRA WEST ADVISORS, INC., a California corporation ("Consultant"), is effective as of the ____ day of _____________, 2023.

RECITALS

A. City and Consultant entered into that certain Contract Services Agreement dated June 12 , 2019 ("Agreement") whereby Consultant agreed to provide certain redevelopment dissolution and successor agency advisory services (the "Services").

B. The term of the Agreement was from June 12, 2019 to June 30, 2022 with two (2) one-year extensions in the City's sole and absolute discretion (per Exhibit D of the Agreement).

C. The total maximum compensation due under the Agreement was $108,000, with an annual not to exceed amount of $36,000 from the date of the Agreement to June 30, 2020, and $36,000 per fiscal years 2020-2021 and 2021-2022.

D. City and Consultant entered into that certain Amendment No. 1 to the Agreement dated February 23, 2022 (“Amendment No. 1), whereby the term of the Agreement was extended by one additional year, from July 1, 20 22 to June 30, 2023, with the City exercising the first of the two (2) one-year extensions. Amendment No. 1 also increase d the Contract Sum by $36,000 from $108,000 to $144,000, to account for the one-year term extension.

E. By this Amendment No. 2, the City and Consultant now desire to extend the term of the Agreement by one additional year, from July 1, 2023 to June 30, 2024, with the City exercising it s second of two (2) one-year extensions. Amendment No. 2 will also increase the Contract Sum by $36,000 from $144,000 to $180,000, to account for the one- y e a r term extension.

F. Except as amended hereby, this extension is subject to the same terms and conditions as provided in the Agreement.

TERMS

1. Contract Amendments. The Agreement is amended as provided herein.

Added text is indicated in bold italics, deleted text is indicated in strikethrough.

a. Section 2.1, "Contract Sum," is hereby amended and shall now read as follows: "2.1 Contract Sum.

-2-
01135.0001/911558.4

Subject to any limitations set forth in this Agreement, City agrees to pay Consultant the amounts specified in the "Schedule of Compensation" attached hereto as Exhibit "C" and incorporated herein by this reference. The total compensation , including reimbursement for actual expenses, shall not exceed $144,000 (One Hundred Forty Four Thousand Dollars) $180,000 (One Hundred Eighty Thousand Dollars) (the "Contract Sum"), unless additional compensation is approved pursuant to Section 1.9."

b. Section III of Exhibit "D," is hereby amended and shall now read as follows:

"III. This Agreement shall continue in full force and effect until the end of the 2022-2023 2023-2024 fiscal year . At the City's sole and absolute discretion, the City may extend the term for one (1) additional fiscal year.

2. Continuing Effect of Agreement. Except as amended by Amendment No. 2 , all provisions of the Agreement shall remain unchanged and in full force and effect. From and after the date of this Amendment No. 2, whenever the term "Agreement" appears in the Agreement, it shall mean the Agreement, as amended by Amendment No. 1 and Amendment No. 2.

3. Affirmation of Agreement; Warranty Re Absence of Defaults. City and Consultant each ratify and reaffirm each and every one of the respective rights and obligations arising under the Agreement. Each party represents and warrants to the other that there have been no written or oral modifications to the Agreement other than as provided herein. Each party represents and warrants to the other that the Agreement is currently an effective, valid, and binding obligation.

Consultant represents and warrants to City that, as of the date of this Amendment No. 2, City is not in default of any material term of the Agreement and that there have been no events that, with the passing of time or the giving of notice, or both, would constitute a material default under the Agreement.

City represents and warrants to Consultant that, as of the date of this Amendment No. 2, Consultant is not in default of any material term of the Agreement and that there have been no events that, with the passing of time or the giving of notice, or both, would constitute a material default under the Agreement.

4. Adequate Consideration. The parties hereto irrevocably stipulate and agree that they have each received adequate and independent consideration for the performance of the obligations they have undertaken pursuant to this Amendment No. 2.

5. Authority. The persons executing this Amendment No . 2 on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Amendment No. 2 on behalf of said party, (iii) by so

-3-
01135.0001/911558.4
executing this Amendment No. 2, such party is formally bound to the provisions of this Amendment No. 2, and (iv) the entering into this Amendment No. 2 does not violate any provision of any other Agreement to which said party is bound. [SIGNATURES ON FOLLOWING PAGE]

-4-
01135.0001/911558.4
IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 2 on the date and year first-above written.

CITY:

CITY OF BELL, a California charter city

Fidencio J. Gallardo
Mayor
ATTEST:

Angela Bustamante
City Clerk

APPROVED AS TO FORM:

Aleshire & Wynder, LLP

David J. Aleshire
City Attorney
CONSULTANT:

TIERRA WEST ADVISORS, INC., a
California corporation
By:

Name: John Yonai
Title: Director
By:

Name: Rose Acosta Yonai
Title: CEO, Secretary and CFO
Address: 2616 East 3rd Street
Los Angeles, CA 90033
Two corporate officer signatures required when Consultant is a corporation, with one signature required from each of the following groups: 1) Chairman of the Board , President or any Vice President; and 2) Secretary, any Assistant Secretary, Chief Financial Officer or any Assistant Treasurer. CONSULTANT'S

SIGNATURES SHALL BE DULY NOTARIZED, AND APPROPRIATE ATTESTATIONS SHALL

BE INCLUDED AS MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION ,

OR OTHER RULES OR REGULATIONS APPLICABLE TO DEVELOPER'S BUSINESS ENTITY

City of Bell
Agenda Report

DATE: August 23, 2023

TO: Mayor and Members of the City Council

FROM: Manuel Acosta, Community Development Director

PREPARED
BY: Martin Rodriguez, Management Aide

APPROVED Michael L. Antwine II (e-signature)
BY: ________________________________________
Michael L. Antwine II, City Manager

SUBJECT: Approve an Agreement with Willdan Engineering for the Community Development Block Grant (CDBG) Program Implementation and Administration Assistance Services for one (1) year, with two (2) one-year extensions.

RECOMMENDATION:

It is recommended that the City Council approve an Agreement with Willdan Engineering for the Community Development Block Grant (CDBG) Program Administration Services in the amount of $42,679.

BACKGROUND:

The City of Bell is a participating City with the Urban County of Los Angeles Community Development Authority (LACDA). It receives an annual allocation of Federal funds from the Department of Housing and Urban Development (HUD) CDBG Grant through LACDA. The City of Bell will receive in Fiscal Year 2023-24 $449,955, which will fund several eligible programs and projects, which includes residential rehabilitation, code compliance, graffiti removal, and commercial rehabilitation programs.

HUD and LACDA require that the City monitor and manage the CDBG-funded projects and programs within the HUD rules and regulations. The oversight of the program requires a staff member or consultant with specialist training and experience to manage the CDBG rules and regulations to comply with LACDA and HUD. Since November 28, 2018, Diana Cho and Associates have provided Community Development Block Grant Program Administrative Services for the City. However, on June 30, 2023, the contract agreement with Diana Cho and Associates expired, and the City went through an RFP process to solicit for a CDBG consultant; Unfortunately, Diana Cho and Associates decided not to submit a proposal due since she plans on retiring and slowing down.

DISCUSSION:

On June 30, 2023, the City issued a Request for Proposal to CDBG consultants The City received 4 proposals from the following firms:

• Willdan
• B-Adair
AGENDA ITEM 6

• Avant Garde
• The Ramsay Group

All firms are well regarded in their field, prov iding CDBG services to several cities throughout Los Angeles County, and have over 25 years of experience. Staff reviewed the proposals and determined that the firm that would most effectively and efficiently serve the City's needs at this time is Willdan Engineering. Willdan has provided E ngineering services to the City of Bell for more than 8 years (collectively) and is familiar with the City's policies and procedures.

On June 30, 2023, a formal bid process was initiated to solicit bids for Community Development Block Grant (CDBG) Program Implementation and Administration Assistance Services through Planet Bids Included the vendor list provided by Los Angeles County Community Development Authority. The proposals were due on July 14th, 2023, and the City received four (4) proposals.

Below are the vendors who submitted a proposal:

Ranking Vendor Name
1 Willdan
2 B-Adair
3 The Ramsay Group
4 Avant Garde

All proposals were reviewed and evaluated by an RFP Review Committee of City staff. The proposals were evaluated with the following criteria in mind:

• Cost (30%)
• Responsiveness to RFP (15%)
• Qualifications and Experience (20%)
• References/Previous Performance (10%)
• Ability to Provide Services (25%)

Based on the criteria mentioned above, staff determined that the proposal from Willdan Engineering was the most responsive bid. The proposal was responsive, professional, and well- organized (Attachment "2"). Willdan has provided services to the following cities : Bell, Bell Gardens, La Verne, Commerce, Huntington Pa rk, and Hawaiian Gardens. Staff recommends that the City Council approve a new Agreement with Willdan for one (1) year, with two (2) one- year extensions. Staff contacted Willdan’s references, and the staff in the various Cities that were contacted were highly satisfied with the CDBG administrative services provided by Willdan.

FISCAL IMPACT:

There will be no impact on the General Fund. This contract will be paid with CDBG funds.

ATTACHMENT(S):

1. New Contract Services Agreement Willdan

2. Willdan Proposal

01135.0001/915921.1 1

CONTRACT SERVICES AGREEMENT

By and Between

CITY OF BELL

and

WILLDAN ENGINEERING

01135.0001/915921.1

AGREEMENT FOR CONTRACT SERVICES

BETWEEN THE CITY OF BELL AND

WILLDAN ENGINEERING
THIS AGREEMENT FOR CONTRACT SERVICES (herein “Agreement”) is made and entered into this ____ day of ________, 2023 by and between the City of Bell, a California charter city (“City”) and Willdan Engineering, a California corporation (“Consultant”). City and Consultant may be referred to, individually or collectively, as “Party” or “Parties.”

RECITALS
A. City has sought, by issuance of a Request for Proposals or Invitation for Bids , the performance of the services defined and described particularly in Article 1 of this Agreement.

B. Consultant, following submission of a pro posal or bid for the performance of the services defined and described particularly in Article 1 of this Agreement, was selected by the City to perform those services.

C. Pursuant to the City of Bell Municipal Code, City has authority to enter into and execute this Agreement.

D. The Parties desire to formalize the selection of Consultant for performance of those services defined and described particularly in Article 1 of this Agreement and desire that the terms of that performance be as particularly defined and described herein.

OPERATIVE PROVISIONS
NOW, THEREFORE, in consideration of the mutual promises and covenants made by the Parties and contained herein and other consideration, the value and adequacy of which are hereby acknowledged, the parties agree as follows:

ARTICLE 1. SERVICES OF CONSULTANT

1.1 Scope of Services.

In compliance with all terms and conditions of this Agreement, the Consultant shall provide those services specified in the “Scope of Services ” attached hereto as Exhibit “A” and incorporated herein by t his reference, which may be referred to herein as the “services” or “work” hereunder. As a material inducement to the City entering into this Agreement, Consultant represents and warrants that it has the qualifications, experience, and facilities necessary to properly perform the services required under this Agreement in a thorough, competent, and professional manner, and is experienced in performing the work and services contemplated herein. Consultant shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all services described herein. Consultant covenants that it shall follow the highest professional standards in performing the work and services required hereunder and that all materials will be both of go od quality as well a s fit for the purpose intended. For purposes of this Agreement, the phrase “highest professional standards ” shall mean those

01135.0001/915921.1 2
standards of practice recognized by one or more first -class firms performing similar work under similar circumstances.

1.2 Consultant’s Proposal.

The Scope of Services shall include the Consultant’s scope of work or bid which shall be incorporated herein by this reference as though fully set forth herein. In the event of any inconsistency between the terms of such prop osal and this Agreem ent, the terms of this Agreement shall govern.

1.3 Compliance with Law.

Consultant shall keep itself informed concerning, and shall render all services hereunder in accordance with , all ordinances, resolutions, statutes, rules, and regulati ons of the City and any Federal, State or local governmental entity having jurisdiction in effect at the time service is rendered.

1.4 Licenses, Permits, Fees and Assessments.

Consultant shall obtain at its sole cost and expense such licenses, permits and appr ovals as may be requ ired by law for the performance of the services required by this Agreement.

Consultant shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties and interest, which may be imposed by law and ar ise from or are nece ssary for the Consultant’s performance of the services required by this Agreement, and shall indemnify, defend and hold harmless City , its officers, employees or agents of City, against any such fees, assessments, taxes , penalties or in terest levied, asses sed or imposed against City hereunder.

1.5 Familiarity with Work.

By executing this Agreement, Consultant warrants that Consultant (i) has thoroughly investigated and considered the scope of services to be performed, (ii) has carefully con sidered how the serv ices should be performed, and (iii) fully understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. If the services involve work upon any site, Consultant warrants that Consultant has or will investigate the site and is or will be fully acquainted with the conditions there existing, prior to commencement of services hereunder. Should the Consultant discover any latent or unknown conditions, which will materially affect the performance of the services hereunder, Consultant shall immediately inform the City of such fact and shall not proceed except at Consultant’s risk until written instructions are received from the Contract Officer.

1.6 Care of Work.

The Consultant shall adopt reason able methods during the life of the Agreement to furnish continuous protection to the work, and the equipment, materials, papers, documents, plans, studies and/or other components thereof to prevent losses or damages, and shall be

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responsible for all such damages, to persons or property, until acceptance of the work by City, except such losses or damages as may be caused by City’s own negligence.

1.7 Further Responsibilities of Parties.

Both parties agree to use reasonable care and diligence to perform their re spective obligations under this Agreement. Both parties agree to act in good faith to execute all instruments, prepare all documents and take all actions as may be reasonably necessary to carry out the purposes of this Agreement. Unless hereafter specified, neither party shall be responsible for the service of the other.

1.8 Additional Services.

City shall have the right at any time during the performance of the services, without invalidating this Agreement, to order extra work beyond that specified in the Scop e of Services or make changes by altering, adding to or deducting from said work. No such extra work may be undertaken unless a written order is first given by the Contract Officer to the Consultant, incorporating therein any adjustment in (i) the Contract Sum for the actual costs of the extra work, and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written approval of the Consultant. Any increase in compensation of up to ten percent (10%) of the Contract Sum or $25,000, whichever is less ; or, in the time to perform of up to one hundred eighty (180) days, may be approved by the Contract Officer. Any greater increases, taken either separately or cumulatively, must be approved by the City Council. It is expressly understo od by Consultant that the provisions of this Section shall not apply to services specifically set forth in the Scope of Services. Consultant hereby acknowledges that it accepts the risk that the services to be provided pursuant to the Scope of Services may be more costly or t ime consuming than Consultant anticipates and that Consultant shall not be entitled to additional compensation therefor. City may in its sole and absolute discretion have similar work done by other Consultants. No claims for an increase in the Contract Sum or time for performance shall be valid unless the procedures established in this Section are followed.

1.9 Special Requirements.

Additional terms and conditions of this Agreement, if any, which are made a part hereof are set forth in the “Special Requirement s” attached hereto as Exhibit “B” and incorporated herein by this reference. In the event of a conflict between the provisions of Exhibit “B” and any other provisions of this Agreement, the provisions of Exhibit “B” shall govern.

ARTICLE 2. COMPENSATION AND METHOD OF PAYMENT.

2.1 Contract Sum.

Subject to any limitations set forth in this Agreement, City agrees to pay Consultant the amounts specified in the “Schedule of Compensation ” attached hereto as Exhibit “C” and incorporated herein by this referen ce. The total compen sation, including reimbursement for actual expenses, shall not exceed Forty Two Thousand Six Hundred Seventy Nine Dollars and

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Zero Cents ($42,679.00) (the “Contract Sum”), unless additional compensation is approved pursuant to Section 1.8.

2.2 Method of Compensation.

The method of compensation may include: (i) a lump sum payment upon completion ; (ii) payment in accordance with specified tasks or the percentage of completion of the services, less contract retention; (iii) payment for time and materials based u pon the Consultant’s rates as specified in the Schedule of Compensation, provided that (a) time estimates are provided for the performance of sub tasks , (b) contract retention is maintained, and (c) the Contract Sum is not exceeded; or (iv) such other methods as may be specified in the Schedule of Compensation.

2.3 Reimbursable Expenses.

Compensation may include reimbursement for actual and necessary expenditures for reproduction costs, telephone expenses, and travel expenses approved by the Contract Officer in advance, or actual subcontractor expenses of an approved subcontractor pursuant to Section 4.5, and only if specified in the Schedule of Compensation. The Contract Sum shall include the attendance of Consultant at all project meetings reasonably deemed n ecessary by the City.

Coordination of the performance of the work with City is a critical component of the services. If Consultant is required to attend additional meetings to facilitate such coordination, Consultant shall not be entitled to any additional compensation for attending said meetings.

2.4 Invoices.

Each month Consultant shall furnish to City an original invoice for all work performed and expenses incurred during the preceding month in a form approved by City ’s Director of Finance. By submitting an invoice for payment under this Agreement, Consultant is certifying compliance with all provisions of the Agreement. The invoice shall contain all information specified in Exhibit “C” , and shall detail charges for all necessary and actual expenses by the following categories: labor (by sub -category), travel, materials, equipment, supplies, and sub - contractor contracts. Sub-contractor charges shall also be detailed by such categories. Consultant shall not invoice City for any duplicate services performed by more than one person.

City shall independently review each invoice submitted by the Consultant to determine whether the work performed and expenses incurred are in compliance with the provisions of this Agreement. Except as to any charges for work performe d or ex penses incurred by Consultant which are disputed by City, or as provided in Section 7.3, City will use its best efforts to cause Consultant to be paid within forty -five (45) days of receipt of Consultant’s correct and undisputed invoice; however, Co nsultant acknowledges and agrees that due to City warrant run procedures, the City cannot guarantee that payment will occur within this time period . In the event any charges or expenses are disputed by City, the original invoice shall be returned by City to Consultant for correction and resubmission. Review and payment by City for any invoice provided by the Consultant shall not constitute a waiver of any rights or remedies provided herein or any applicable law.

2.5 Waiver.

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Payment to Consultant for work perfo rmed pu rsuant to this Agreement shall not be deemed to waive any defects in work performed by Consultant.

ARTICLE 3. PERFORMANCE SCHEDULE

3.1 Time of Essence.

Time is of the essence in the performance of this Agreement.

3.2 Schedule of Performance.

Consultant shall commence the ser vices pursuant to this Agreement upon receipt of a written notice to proceed and shall perform all services within the time period(s) established in the “Schedule of Performance ” attached hereto as Exhibit “D” and incorporated herein by this reference. When requested by the Consultant, extensions to the time period(s) specified in the Schedule of Performance may be approved in writing by the Contract Officer but not exceeding one hundred eighty (180) days cumulatively.

3.3 Force Majeure.

The time period( s) spec ified in the Schedule of Performance for performance of the services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of the Consultant, including, but not restricted to, acts of God or of the public enemy, unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars, litigation, and/or acts of any governmental agency, inclu ding th e City, if the Consultant shall within ten (10) days of the commencement of such delay notify the Contract Officer in writing of the causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and extend the time for performing the services for the period of the enforced delay when and if in the judgment of the Contract Officer such delay is justified. The Contract Officer ’s determination shall be final and conclusive upon the parties to this Agreement. In no event sh all Consultant be entitled to recover damages against the City for any delay in the performance of this Agreement, however caused, Consultant’s sole remedy being extension of the Agreement pursuant to this Section.

3.4 Term.

Unless earlier terminated in accordance with Article 7 of this Agreement, this Agreement shall continue in full force and effect until completion of the services but not exceeding one (1) year from the date hereof, except as otherwise provided in the Schedule of Performance ( Exhibit “D”). The City may, in its sole discretion, extend the Term for two (2) additional one-year terms.

ARTICLE 4. COORDINATION OF WORK

4.1 Representatives and Personnel of Consultant.

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The following principals of Consultant (“Principals”) are hereby designated as being the principals and represent atives of Consultant authorized to act in its behalf with respect to the work specified herein and make all decisions in connection therewith:

Salvador Lopez Jr. Director of Planning
(Name) (Title)

Jennifer Maria Deputy Director of Planning
(Name) (Title)
It is expressly understood that the experience, knowledge, capability and reputation of the foregoing principals were a substantial inducement for City to enter into this Agreement.

Therefore, the foregoing principals shall be responsible during the term of this Agreement for directing all activities of Consultant and devoting sufficient time to personally supervise the services hereunder. All personnel of Consultant, and any authorized agents, shall at all times be under the exclusive direction and control of the Principals. For purposes of this Agreement , the foregoing Principals may not be replaced nor may their responsibilities be substantially reduced by Consultant without the express written approval of City. Additionally, Consultant shall utilize only competent personnel to perform services pursuant to this Agreement. Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant’s staff and subcontractors, if any, assigned to perform the services required under this Agreement.

Consultant shall notify City of any changes in Consultant’s staff and subcontractors, if any, assigned to perform the services required under this Agreement, prior to and during any such performance.

4.2 Status of Consultant.

Consultant shall have no authority to bind City in any manner, or to incur any obligation, debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless such authority is expressly conferred under this Agreement or is otherwise expressly conferred in writing by City. Consultant shall not at any time or in any manner represent that Consultant or any of Consultant’s officers, employees, or agents are in any manner officials, officers, employees or agents of City. Neither Consultant, nor any of Consultant’s officers, employees or agents, s hall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to City ’s employees. Consultant expressly waives any claim Consultant may have to any such rights.

4.3 Contract Officer.

The Contract Officer shall be Manual Acosta, the City ’s Community Development Director or such person as may be designated by the City Manager. It shall be the Consultant’s responsibility to assure that the Contract Officer is kept informed of the progress of the performance of the services and the Consultant shall refer any decisions which must be made by City to the Contract Officer. Unless otherwise specified herein, any approval of City required hereunder shall m ean the approval of the Contract Officer . The Contract Officer shall have

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authority, if specified in writing by the City Manager, to sign all documents on behalf of the City required hereunder to carry out the terms of this Agreement.

4.4 Independent Consultant.

Neither the City nor any of its employees shall have any control over the manner, m ode or means by whi ch Consultant, its agents or employees, perform the services required herein, except as otherwise set forth herein. City shall have no voice in the se lection, discharge, supervision or control of Consultant’s employees, servants, representatives or agents, or in fixing their number, compensation or hours of service. Consultant shall perform all services required herein as an independent contracto r of Ci ty and shall remain at all times as to City a wholly independent contractor with only s uch obligations as are consistent with that role. Consultant shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of City. City shall not in any way or for any purpose become or be deemed to be a partner of Consultant in its business or otherwise or a joint venturer or a member of any joint enterprise with Consultant.

4.5 Prohibition Against Subcontracting or Assignment.

The experience, knowledge, capability and reputation of Consultant, its principa ls and employees were a substantial inducement for the City to enter into this Agreement. Therefore, Consultant shall not contract with any other entity to perfor m in whole or in part the services required hereunder without the express written approval of the City. In additi on, neither this Agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approv al of City. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than twenty five percent (25%) of the present ownership and/or control of Consultant, taking all transfers into account on a c umulative basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this Agreement shall be void. No approved transfer shall relea se the Consultant or any surety of Consultant of any liability hereunder without the express consent of City.

ARTICLE 5. INSURANCE AND INDEMNIFICATION

5.1 Insurance Coverages.

Without limiting Consultant’s indemnification of City, and prior to commencement of any service s under this Agreement, Consultant shall obtain, provide and maintain at its own expense durin g the term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to City.
(a) General liability insurance . Consultant shall maintain commercial general liability insurance with coverage at least as bro ad as Insurance Ser vices Office form CG 00 0 1, in an amount not less than $2,000,000 per occurrence, $4 ,000,000 general aggregate, for bodily injury, personal inj ury, and property damage. The policy must include contractual liability that has not been amen ded. Any endorsemen t restricting standard ISO “insured contract” language will not be accepted.

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(b) Automobile liability insurance . Consultant shall maintain auto mobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Services to be performed under this Agreement, including cove rage for any owned, hired, non - owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.
(c) Professional liability (errors & omissions) insurance . Consultant shall maintain professional liability insurance th at covers the Services to be performed in connection with this Agreement, in the minimum amoun t of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this Agreement and Consultant agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this Agreement. (d) Workers’ compensation insurance . Consultant shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000).
(e) Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and certified endorsements for ea ch subcontractor. All coverages for subcontractors shall include all of the requirement s stated herein.
(f) Additional Insurance. Policies of such other insurance, as may be required in the Special Requirements in Exhibit “B”.

5.2 General Insurance Requirements.
(a) Proof of insurance . Consultant shall provide certificates of insurance to City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endors ements must be approved by City’s Risk Manager prior to commencement of performance. Current c ertification of insurance shall be kept on file with City at all times during the term of this Agreement. City reserves the right to require complete, certified c opies of all required insurance policies, at any time.
(b) Duration of coverage . Consultant s hall procure and ma intain for the duration of this Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in c onnection with the performance of the Services hereunder by Consultant, its agents, representatives, employees or subconsultants. (c) Primary/noncontributing. Coverage provided by Consultant shall be primary and any insurance or self-insurance procured or maintained by City shall not be required to contribute with it. The limits of insurance requi red herein may be s atisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non -

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contributory basis for t he benefit of City before the City’s own insurance or self -insurance shall be called upon to protect it as a named insured.
(d) City’s rights of enforcement. In the event any policy of insurance required under this Agreement does not comply with these spec ifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. (e) Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or that is on the List of Appr oved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VI (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless oth erwise approved by the City’s Risk Manager.
(f) Waiver of subrogation . All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against City, its elected or appointed officers, agents, officials, emplo yees and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants.
(g) Enforcement of contract p rovisions (non -estoppel). Consu ltant acknowledges and agrees that any actual or alleged failure on the part of the City to in form Consultant of non-compliance with any requirement imposes no additional obligations on the City nor does it waive any rights hereunder.
(h) Requirements not limiting. Requirements of specific coverage features or limits contained in this section are n ot intended as a li mitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Consultant maintains higher li mits than the minimums shown above, the City requires and shall be entitled to coverage for th e higher limits mai ntained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. (i) Notice of cancellation . Consultant agrees to oblige its insurance agent o r broker and insure rs to provide to City with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonr enewal of coverage for each required coverage.
(j) Additional insured status . General liabilit y policies shall pr ovide or be endorsed to provide that City and its officers, officials, employees, and agents, and volunteers

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shall be additional insureds under such p olicies. This provision shall also apply to any excess/umbrella liability policies.
(k) Prohibition of und isclosed coverage limitations . None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing. (l) Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions. (m) Pass through clause . Consultant agrees to ensure that its sub consultants, subcontractors, and any other party involved with the project who is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage and endorsements required of Consultant. Consultant agrees to monitor and r eview all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with consultants, subcontractors, and others engaged in the project will be submitted to City for review. (n) Agency’s right to revise specificati ons. The City reser ves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Consultant ninety (90) d ays advance written notice of such change. If such change results in substantial additi onal cost to the Co nsultant, the City and Consultant may renegotiate Consultant’s compensation.
(o) Self-insured retentions . Any self -insured retentions must be d eclared to and approved by City. City reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self -insurance will not be considered to comply with these specifications unless approved by City.
(p) Timely no tice of claims . Consultant shall give City prompt and timely notice of claims made or suits instituted that arise out of or result from Consultant’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies.
(q) Additional insurance . Consultant shall also procure and maintain, at its own cost and ex pense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work.

5.3 Indemnification.

To the full extent permitted by law, Consultant agrees to indemnify , defend and hold harmless the City, its officers, employees and agents ( “Indemnified Parties ”) against, and will hold and save them and each of them harmless from, any and al l actions, either judicial, administrative, arbitration or regulatory claims, damages to perso ns or property, los ses, costs, penalties, obligations, errors, omissions or liabilities whether actual or threatened (herein “claims

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or liabilities”) that may be asserted or claimed by any person, firm or entity arising out of or in connection with the neg ligent performance of the work, operations or activities provided herein of Consultant, its officers, employees, agents, subcontractors, or invitees, or any indiv idual o r entity for which Consultant is legally liable (“indemnitors”), or arising from Consultant’s or indemnitors’ reckless or willful misconduct, or arising from Consultant’s or indemnitors’ negligent performance of or failure to perform any term, provi sion, covenant or condition of this Agreement, and in connection therewith:
(a) Consultant will defend any action or actions filed in connection with any of said claims or liabilities and will pay all costs and expenses, including legal costs and attorneys’ fees incurred in connection therewith;
(b) Consultant will promptly pay any judgment rendered against the City, its officers, agents or employees for any such claims or liabilities arising out of or in connection with the negligent performance of or failure to perform such work, operations or activities of Consultant hereunder; and Consultant agrees to save and hold the City, its officers, agents, and employees harmless therefrom;
(c) In the event the City, its officers, agents or employees is made a party to any action or proceeding filed or prosecuted against Consultant for such damages or other claims arising out of or in connection with the negligent performance of or failure to perform the work, operation or activities of Consultant hereunder, Consultant agrees to pay to the City, its officers, agents or employees, any and all costs and expenses incurred by the City, its officers, agents or employees in such action or proceeding, including but not limited to, legal costs and attorneys’ fees.

Consultant shall incorporate similar indemnity agreements with its subcontra ctors and if it fails to do so Consultant shall be fully re sponsible to indemnify City hereunder therefore, and failure of City to monitor compliance with these provisions shall not be a waiver hereof. This indemnification includes claims or liabilities arising from any negligent or wrongful act , error or omission, or reckless or willful misconduct of Consultant in the performance of professional services hereunder. The provisions of this Section do not apply to claims or liabilities occurring as a result of City ’s sole negligence or willful acts or omissions, but, to the fullest extent permitted by law, shall apply to claims and liabilities resulting in part from City ’s negligence, except that design pro fessionals’ indemnity hereunder shall be limited to claims and liabilities arising out of the negligence, recklessness or willful misconduct of the design professional . The indemnity obligation shall be binding on successors and assigns of Consultant and shall survive termination of this Agreement.

ARTICLE 6. RECORDS, REPORTS, AND RELEASE OF INFORMATION

6.1 Records.

Consultant shall keep, and require subcontractors to keep, such ledgers , books of accounts, invoices, vouchers, canceled checks, reports, studies or other do cuments relating to the disbursements charged to City and services performed hereunder (the “books and records ”), as shall be necessary to perform the services required by this Agreement and enable the Contract Officer to evaluate the performance of such s ervices. Any and all such documents shall be

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maintained in accordance with generally accepted accounting principles and shall be complete and detailed. The Contract Officer shall have full and free access to such books and records at all times during normal business hours of City, including the right to inspect, copy, audit and make records and transcripts from such records. Such records shall be maintained for a period of three (3) years following completion of the services hereunder, and the City shall ha ve access to such records in the event any audit is required. In the event of dissolution of Consultant’s business, custody of the books and records may be given to City, and access shall be provided by Consultant’s successor in interest. Notwithstanding t he above, the Consultant shall fully cooperate with the City in providing access to the books and records if a public records request is made and disclosure is required by law including but not limited to the California Public Records Act.

6.2 Reports.

Consultant shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the services required by this Agreement as the Contract Officer shall require. Consultant hereby acknowledges that the City is greatly concerned a bout the cost of work and services to be performed pursuant to this Agreement. For this reason , Consultant agrees that if Consultant becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the work or services contemplated herein or, if Consultant is providing design services, th e cost of the proje ct being designed, Consultant shall promptly notify the Contract Officer of said fact, circumstance, technique or event and the estimated incre ased or decreased cost related thereto and, if Consultant is providing design services, the estimated increased or decreased cost estimate for the project being designed.

6.3 Ownership of Documents.

All drawings, specifications, maps, designs, photographs, stu dies, s urveys, data, notes, computer files, reports, records, documents and other materials (the “documents and materials”) prepared by Consultant, its employees, subcontractors and agents in the performance of this Agreement shall be the property of City and sha ll be delivered to City upon request of the Contract Officer or upon the termination of this Agreement, and Consultant shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ow nership use, reuse, or assignment of the documents and materials hereunder. Any use, reuse or assignment of such completed documents for other projects and/or use of uncompleted documents without specific written authorization by the Consultant will be at the City’s sole risk and without liability to Consultant, and Consultant’s guarantee and warra nties shall not ext end to such use, re use or assignment . Consultant may retain copies of such documents for its own use. Consultant shall have the right to use the concepts embodied therein.

All subcontractors shall provide for assignment to City of any do cuments or material s prepared by them, and in the event Consultant fails to secure such assignment, Consultant shall indemnify City for all damages resulting ther efrom. Moreover, Consultant with respect to any documents and materials that may qualify as “works made for hire ” as defined in 17 U.S.C. § 101, such documents and materials are hereby deemed “works made for hire” for the City.

6.4 Confidentiality and Release of Information.

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(a) All information gained or work product produced by Consultant in performance of this Agreement shall be considered confidential, unless such information is in the public domain or already known to Consultant. Consultant shall not release or disclose any such information or work product to persons or entities other than City wit hout prior written authorization from the Contract Officer.
(b) Consultant, its officers, employees, agents or subcontractors, shall not, without prior written a uthorization from the Contract Officer or unless requested by the City Attorney, voluntarily p rovide documents, declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement. Response to a subpoena or court order shall not be considered “voluntary” provided Consultant gives City notice of such court order or subpoena. (c) If Consultant, or any officer, employee, agent or subcontractor of Consultant, provides a ny information or work product in violation of this Agreement, then City shall have the right to reimbursement and indemnity from Consultant for any damages, costs and fees, including attorney’s fees, caused by or incurred as a result of Consultant’s conduct. (d) Consultant shall promptly notify City should Consultant, its officers, employees, agents or subcontractor s be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admiss ions or oth er discovery request, court order or subpoena from any party regarding this Agreement and the work performed there under. City retains the right, but has no obligation, to represent Consultant or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to re view any response t o discovery requests provided by Consultant. However, this right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response.

ARTICLE 7. ENFORCEMENT OF AGREEMENT AND TERMINATION

7.1 California Law.

This Agreement sha ll be interpreted, construed and governed both as to validity and to performance of the parties in accordance with the laws of the State of Cal ifornia. Legal actions concerning any dispute, claim or matter arising out of or in relation t o this Agreement sh all be instituted in the Superior Court of the County of Los Angeles, State of California, or any other appropriate court in such county, and Consultant covenants and agrees to submit to the personal jurisdiction of such court in the eve nt of such action. In the event of litigation in a U.S. District Court, venue shall lie exclusively in the Central District of California, in the County of Los Angeles, State of California.

7.2 Disputes; Default.

In the event that Consultant is in default under the terms of this Agreement, the City shall not have any obligation or duty to continue compensating Consultant for any work performed after the date of default . Instead, the City may give notice to Consultant of the default and the reasons for the default. The notice shall include the timeframe in which Consultant may cure the

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default. This timeframe is presumptively thirty (30) days, but may be extended, though not reduced, if circumstances warrant. During the period of time that Consultant is in defaul t, the City shall h old all invoices and shall, when the default is cured, proceed with payment on the invoices. In the alternative, the City may, in its sole disc retion, elect to pay some or all of the outstanding invoices during the period of default. If Consultant does not cure the default, the City may take necessary steps to terminate this Agreement under this Article. Any failure on the part of the City to giv e notice of the Consultant’s default shall not be deemed to result in a waiver of the City’s legal rights or any rights arising out of any provision of this Agreement.

7.3 Retention of Funds.

Consultant hereby authorizes City to deduct from any amount payable to Consultant (whether or not arising out of this Agreement) (i) any amounts the payment of wh ich may be in dispute hereunder or which are necessary to compensate City for any losses, costs, liabilities, or damages suffered by City, and (ii) all amounts fo r which City may be liable to third parties, by reason of Consultant’s acts or omissions in pe rforming or failing to perform Consultant’s obligation under this Agreement. In the event that any claim is made by a third party, the amount or validity of which is disputed by Consultant, or any indebtedness shall exist which shall appear to be the basis for a claim of lien, City may withhold from any payment due, without liability for interest because of such withholding, an amount sufficient to cover such claim . The failure of City to exercise such right to deduct or to withhold shall not, however, affe ct the obligations of the Consultant to insure, indemnify, and protect City as elsewhere provided herein.

7.4 Waiver.

Waiver by any party to this Agreement of any ter m, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any party of any breach of the provisions of this Agreement shall not constitute a waiver of any other provision or a waiver of a ny subsequent breach or violation of any provision of this Agreement.

Acceptance by City of any work or services by Consultant shall not constitute a waiver of any of the provisions of this Agreement. No delay or omission in the exercise of any right or re medy by a non -defaulting party on any default shall impair such right or remedy or be construe d as a waiver. Any waiver by either party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement.

7.5 Rights and Remedies are Cumulative.

Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative and the exercise by either party of one or mo re of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other party.

7.6 Legal Action.

In addition to any other rights or remedies, either party may take legal action, in law or in equity, to cure, correct or remedy any default, to recover damages for any default, to compel

01135.0001/915921.1 15
specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy c onsistent with the purposes of this Agreement. Notwithstanding any contrary provision herein, Consultant shall fi le a statutory claim pursuant to Government Code Sections 905 et seq. and 910 et seq., in order to pursue a legal action under this Agreement.

7.7 Termination Prior to Expiration of Term.

This Section shall govern any termination of this Contract except as specifically provided in the following Section for termination for cause. The City reserves the right to terminate this Contract at any time, wit h or without cause, upon thirty (30) days ’ written notice to Consultant, except that where ter mination is due to the fault of the Consultant, the period of notice may be such shorter time as may be determined by the Contract Officer . In addition, the Consultant reserves the right to terminate this Contract at any time, with or without cause, upon s ixty (60) days’ written notice to City, except that where termination is due to the fault of the City, the period of notice may be such shorter time as the Consultant may determine. Upon receipt of any notice of termination, Consultant shall immediately ce ase all services he reunder except such as may be specifically approved by the Contract Officer. Except where the Consultant has initiated termination, the Consultant shall be entitled to compensation for all services rendered prior to the effective date of the notice of termination and for any services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be ap proved by the Contract Officer , except as provided in Section 7.3. In the event the Consultant has initiated termination, the Consultant shall be entitled to compensation only for the reasonable value of the work product actually produced hereunder. In the event of termination without cause pursuant to this Section, the terminating party need not p rovide the non -terminating party with the opportunity to cure pursuant to Section 7.2.

7.8 Termination for Default of Consultant.

If termination is due to the failure of the Consultant to fulfill its obligations under this Agreement, City may, after compliance with the provision s of Section 7.2, take over the work and prosecute the same to completion by contract or otherwise, and the Consultant shall be liable to the e xtent t hat the total cost for completion of the services required hereunder exceeds the compensation herein stipu lated (provided that the City shall use reasonable efforts to mitigate such damages), and City may withhold any payments to the Consultant for the purpose of set-off or partial payment of the amounts owed the City as previously stated.

7.9 Attorneys’ Fees.

If either party to this Agreement is required to initiate or defend or made a party to any action or proceeding in any way connected with this Agr eement, the prevailing party in such action or proceeding, in addition to any other relief whi ch may be granted, whether legal or equitable, shall be entitled to reasonable attorney ’s fees. Attorney’s fees shall include attorney ’s fees on any appeal, and i n addition a party entitled to attorney ’s fees shall be entitled to all other reasonable costs for investigating such action, taking depositions and discovery and all other necessary costs the court allows which are incurred in such litigation. All such fe es shall be deemed to have accrued on commencement of such action and shall be enforceable whe ther or not such action is prosecuted to judgment.

01135.0001/915921.1 16
ARTICLE 8. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION

8.1 Non-liability of City Officers and Employees.

No officer or emp loyee of the City shall be personally liable to the Consultant, or any successor in interest, in the event of any default or breach by the City or for any amount which may become due to the Consultant or to its successor, or for breach of any obligation of the terms of this Agreement.

8.2 Conflict of Interest.

Consultant covenants that neither it, nor any officer or prin cipal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City or which w ould in any way hinder Consultant’s performance of services under this Agreement. Consultant further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent or su bcontractor without the express written consent of the Contract Officer . Consultant agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of City in the performance of this Agreement.

No officer or employee of the City shall have any financial interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision r elating to the Agreement which a ffects her/his financial interest or the financial inter est of any corporation, partnership or association in which (s)he is, directly or indirectly, interested, in viol ation of any State statute or regulation. The Consultant warrants that it has not paid or given and will not pay or give any third party any money or other consideration for obtaining this Agreement.

8.3 Covenant Against Discrimination.

Consultant covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination aga inst or segregation of, any person or group of persons on account of race, color, creed, relig ion, sex, gender, s exual orientation, marital status, national origin, ancestry or other protected class in the performance of this Agreement. Consultant shall take affirmative action to insure that applicants are employed and that employees are treated du ring employment wit hout regard to their race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, ancestry or other protected class.

8.4 Unauthorized Aliens.

Consultant hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act, 8 U.S.C. § 1101 et seq. , as amended, and in connection therewith, shall not employ unauthorized aliens as defined therein. Should Consultant so employ such unauthorized aliens for the performance o f work and/or servi ces covered by this Agreement, and should any liability or sanctions be imposed against City for such use of unauthorized aliens, Consultant hereby agrees to and shall reimburse City for the cost of all such

01135.0001/915921.1 17
liabilities or sanctions impo sed, together with any and all costs, including attorneys ’ fees, incurred by City.

ARTICLE 9. MISCELLANEOUS PROVISIONS

9.1 Notices.

Any notice, demand, request, document, consen t, approval, or communication either party desires or is required to give to the other party o r any other person shall be in writing and either served personally or sent by prepaid, first -class mail, in the case of the City, to the City Manager and to the attention of the Contract Officer (with her/his name and City title), City of Bell, 6330 Pine Avenue, Bell, Calif ornia 90201 and in the case of the Consultant, to the person(s) at the address designated on the execution page of this Agreement. Either party may change its address by notifying the other party of the change of address in writing. Notice shall be deemed communicated at the time personally delivered or in seventy -two (72) hours from the time of mailing if mailed as provided in this Section.

9.2 Interpretation.

The terms of this Agreement shall be construed in accordance with the meaning of the language used a nd shall not be construed for or against either party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply.

9.3 Counterparts.

This Agreement may be executed in counterparts, each of which shall be deemed to be an original, and such counterparts shall constitute one and the same instrument.

9.4 Integration; Amendment.

This Agreement including the a ttachments hereto is the entire, complete and exclusive expression of the understanding of the parties. It is understood that there are no oral agreements between the parties hereto affecting this Agreement and this Agreement supersedes and cancels any and all previous negotiations, arrangements, agreements and understandings, if any, between the parties, and none shall be used to interpret this Agreement. No amendment to or modification of this Agreement shall be valid unless made in writing and approved b y the Consultant and by the City Council. The parties agree that this requirement for written modifications canno t be waived and that any attempted waiver shall be void.

9.5 Severability.

In the event that any one or more of the phrases, sentences, clauses, pa ragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable b y a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, c lauses, paragraphs, or sections of this Agreement which are hereby declared as severable and s hall be interpreted to carry out the intent

01135.0001/915921.1 18
of the parties hereunder unless the invalid provision is so material that its invalidity deprives either party of the basic benefit of their bargain or renders this Agreement meaningless.

9.6 Warranty & Representation of Non-Collusion.

No official, officer, or employee of City has any financial interest, direct or indirect, in this Agreement, nor shall any official, officer, or employee of City participate in any decision relating to this Agreement which may affect hi s/her financial int erest or the financial interest of any corporation, partnership, or association in which (s)he is directly or indirectly interested, or in violation of any corporation, partnership, or association in which (s)he is directly or indirectly interested, or in violation of any State or municipal statute or regulation. The determination of “financial interest” shall be consistent with State law and sha ll not include interests found to be “remote” or “noninterests” pursuant to Government Code Se ctions 1091 or 1091 .5. Consultant warrants and represents that it has not paid or given, and will not pay or give, to any third party including, but not limited t o, any City official, officer, or employee, any money, consideration, or other thing of value as a result or cons equence of obtaining or being awarded any agreement.

Consultant further warrants and represents that (s)he/it has not engaged in any act(s), omission(s), or other conduct or collusion that would result in the payment of any money, consideration, or other t hing of value to any third party including, but not limited to, any City official, officer, or employee, as a result of consequence of obtainin g or be ing awarded any agreement. Consultant is aware of and understands that any such act(s), omission(s) or oth er conduct resulting in such payment of money, consideration, or other thing of value will render this Agreement void and of no force or effect.

Consultant’s Authorized Initials _______

9.7 Corporate Authority.

The persons executing this Agreement on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally bound to the provision s of this Agreement, and (iv) th at entering into this Agreement does not violate any provision of any other Agreement to which said party is bound. This Agreement shall be binding upon the heirs, executors, administrators, successors and assigns of the parties. [SIGNATURES ON FOLLOWING PAGE]

01135.0001/915921.1 19
IN WITNESS WHEREOF , the parties hereto have executed this Agreement on the date and year first-above written.

CITY:

CITY OF BELL, a charter city

Fidencio J. Gallardo, Mayor
ATTEST:

Angela Bustamante, City Clerk
APPROVED AS TO FORM:

ALESHIRE & WYNDER, LLP

David J. Aleshire, City Attorney
CONSULTANT:

WILLDAN ENGINEERING, a California
Corporation
By:

Name: Creighton Early
Title: Chief Financial Officer
By:

Name: Kate Nguyen
Title: Secretary
Address: 2401 E. Katella Ave., Ste. 300
Anaheim, CA 92806
Two corporate officer signatures required when Consultant is a corporation, with one signature required from each of the following groups: 1) Chairman of the Board, President or any Vice President; and 2) Secretary, any Assistant Secretary, Chief Financial Officer or any Assistant Treasurer. CON SULTANT’S

SIGNATURES SHALL BE DULY NOTARIZED, AND APPROPRIATE ATTESTATIONS SHALL BE

INCLUDED AS MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR REGULATIONS APPLICABLE TO CO NSULTANT’S BUSINESS ENTITY.

01135.0001/915921.1

CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT

STATE OF CALIFORNIA

COUNTY OF ORANGE
On __________, 2023 before me, ________________, personally appeared ________________, proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature: _____________________________________

OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form

CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT

INDIVIDUAL

CORPORATE OFFICER
_______________________________

TITLE(S)

PARTNER(S) LIMITED

GENERAL

ATTORNEY-IN-FACT

TRUSTEE(S)

GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________

___________________________________

TITLE OR TYPE OF DOCUMENT
___________________________________

NUMBER OF PAGES
___________________________________

DATE OF DOCUMENT
___________________________________

SIGNER(S) OTHER THAN NAMED ABOVE

A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.

01135.0001/915921.1

CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT

STATE OF CALIFORNIA

COUNTY OF ORANGE
On __________, 2023 before me, ________________, personally appeared ________________, proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature: _____________________________________

OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form.

CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT

INDIVIDUAL

CORPORATE OFFICER
_______________________________

TITLE(S)

PARTNER(S) LIMITED

GENERAL

ATTORNEY-IN-FACT

TRUSTEE(S)

GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________

___________________________________

TITLE OR TYPE OF DOCUMENT
___________________________________

NUMBER OF PAGES
___________________________________

DATE OF DOCUMENT
___________________________________

SIGNER(S) OTHER THAN NAMED ABOVE

A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.

01135.0001/915921.1 A-1
EXHIBIT “A”

SCOPE OF SERVICES
I. Consultant shall assist the City with the administration of the Community Development Block Grant program (“Services”). Services shall include, but not be limited to, the following:

A. Meet with City representatives to provide status updates on all CDBG projects and issues requiring immediate attention.

B. Prepare and submit to City a quarterly status report of all CDBG projects.

C. Develop time lines for each approved CDBG project, establishing key dates for review, and accomplishment and progress monitoring.

D. Review and maintain files for all CDBG projects.

E. Develop and maintain financial spreadsheets for all CDBG projects, to include eligible reimbursements, amounts expended, reimbursements received, and balances available.

F. Monitor and maintain all financial records relevant to CDBG-funded projects and reconcile any discrepancies between records.

G. Prepare monthly reimbursement requisitions to the Community Development Commission for all CDBG projects.

H. Gather and maintain information required for and prepare and submit all required Grantee Performance reports.

I. Perform CDBG project oversight monitoring including on-going monitoring and closeout review for all CDBG-funded projects.

J Establish and maintain all operating assignments with CDBG sub-recipients.

K. Conduct Davis-Bacon and state prevailing wage monitoring and contract compliance for all CDBG-funded construction projects.

L. Conduct Section 3 monitoring and compliance for all CDBG-funded projects.

M. Prepare all CDBG related submissions as required by the Department of Housing and Urban Development (HUD) and the Community Development Commission (CDC) (ex. Contract/Subcontract Activity Report, Labor Standards Report, etc.).

N. Perform liaison functions between the City and the Los Angeles Community Development Commission.

01135.0001/915921.1 A-2
O. Prepare all CDBG related documents including reports, contracts, agreements, and amendments.

P. Develop, prepare, and submit project amendments, as required, for all CDBG- funded projects.

Q. Advise City and ensure proper implementation of all CDBG program changes.

R. Prepare and submit a Cost Summary and all necessary documentation for the upcoming CDBG program year.

S. Conform to the mandatory regulatory provisions of the Urban County CDBG Program.

T. Be available at City Hall as necessary to complete all work items.

U. Complete Labor Compliance for individual projects as requested.

V. All other CDBG -related work as directed by City’s Community Development Director. All work items will be carried out in conjunction with City staff direction, input, and review.

II. As part of t he Services, Consultant will prepare and deliver the following tangible work products to the City:

A. All documents referenced in Exhibit A, Section I above.

III. In addition to the requirements of Section 6.2, d uring performance of the Services, Consultant will keep the City appraised of the status of performance b y delivering the following status reports:

A. Status reports due upon request from the City.

IV. All work product is subject to review and acceptance by the City, and must be revised by the Consultant without additional charge to the City until found satisfactory and accepted by City.

V. Consultant will utilize the following personnel to accomplish the Services:

A. Salvador Lopez Jr., Principal in Charge / Quality Assurance Manager

B. Jennifer Maria, CDBG Program Manager / Program Administration

C. Suzanne Ruelas, Housing Rehabilitation Coordination

01135.0001/915921.1 A-3
D. Jane Freij, CDBG Labor Compliance

E. Natalia Lopez, CDBG Analysis

F. Rina Galit, CDBG Analysis

G. Amanda Perez, CDBG Labor Compliance Technical Support

01135.0001/915921.1 B-1
EXHIBIT “B”

SPECIAL REQUIREMENTS
(Superseding Contract Boilerplate)

Section 5.1(b), “Automobile liability insurance.” is hereby deleted.

Section 5.1(d), “Workers’ compensation insurance.” is hereby deleted.

The following is hereby added:
“Consultant shall assist City to e nsure that City CBDG proj ects co mply with all applicable Federal and County of Los Angeles Requirements including, but not limited to, the following:
• FEDERAL REQUIREMENTS

o EQUAL EMPLOYMENT OPPORTUNITY CLAUSE. During the Performance of this agreement, the Consultant agrees as follows:

▪ The Consultant will not discriminate against any employee or applicant of reemployment because of age, race, creed, sex, color, or national origin.

The Consultant will take affirmative action to ensure that the applicants are employed, and that employ ees are treated during employment, without regard to their age, race, creed, sex, color or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; rates of pay of other forms of compens ation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the City setting forth the provisions of this non-discrimination clause.

▪ The Consultant will, in all solicitation of advertisement for employees be placed by or on behalf of the Consultant; state that all qualified applicants will receive consideration for employment without regard to age, race, creed, color, sex, or national origin.

▪ The Consultant will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this agreement so that such

01135.0001/915921.1 B-2
provision will be binding upon each sub Consultant, provided that the foregoing provisions shall no t apply to contract s or subcontracts for standard commercial supplies or raw materials.

▪ The Consultant will comply with all provisions of the Executive Order 11246 of September 24, 1965 and of the rules, regulations, and relevant order of Secretary of Labor.

▪ The Consultant will furnish all information and reports required by Executive Order 11246 of September 25, 1965, and by the rules, regulations and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records and accounts by the City and Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations and orders.

▪ In the event of the Consultants non-compliance with the equal opportunity clauses on the agreement or with any such rules, regulations or orders, this agreement may be canceled, terminated, or suspended in whole or in part and the Consultant authorized in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.

▪ The Consultant will include the provisions of paragraph (a) through (f) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Ord er 11246 of September 24, 1965, so that such provisions will be binding upon each sub Consultant or vendor. The Consultant will take such action with respect to any subcontract or purchase order as the City may direct as a means of enforcing such provisions including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subConsultant or vendor as a result of such directions by the City, the Consultant may request the Uni ted Sta tes to enter into such litigation to protect the interest of the United States.

▪ CIVIL RIGHTS ACT OF 1964. Under Title VI Civil Rights Act of 1964, no person shall, on the grounds of race, color, or national origin, be excluded from participation in , be denied the benefits of, or be subjected to discrimination under any program activity receiving federal financial assistance.

01135.0001/915921.1 B-3

▪ SECTION 109 OF THE HOUSING AND COMMUNITY
DEVELOPMENT ACT OF 1974. No person in the United States shall, on the grounds of rac e, color, national origin, or sex be excluded from participation in, be denied the benefits, or be subjected to discrimination under any program or activity funded in whole in part with funds made available under this title.

▪ AGE DISCRIMINATION ACT OF 1975 AND REHABILITATION ACT OF 1973. Any prohibition against discrimination of the bases of age under the Age Discrimination Act of 1975, or with respect to an otherwise qualified handicapped individual as provided in Section 504 of the Rehabilitation Act of 1 973, sh all also apply to any such program or activity.

▪ “SECTION 3” COMPLIANCE IN THE PROVISION OF TRAINING,
EMPLOYMENT AND BUSINESS OPPORTUNITIES. The work to be
performed under this agreement is on a project assisted under a program providing direct fede ral fin ancial assistance from the Department of Housing and Urban Development and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u. Section 3 requires that, to the greatest extent feasible, opportunities for training and employment be given to lower income residents of the project area and contract for work in connection with the project be awarded to business concerns which are located in or owned in substantial part by persons residing in the area of the project.

▪ The parties of the agreement will comply with the provision of said Section 3 and the regulations issued pursuant thereto by the Secretary of Housing and Urban development set forth in 24 CFR 135, and all applicable rules an d orders of the Department issued there under prior to the execution of the agreement. The parties to this agreement Certify and agree that they are under contractual or other disability which would prevent them from complying with these requirements.

▪ The Consultant will send to each labor organization or representative of workers with which he has collective bargaining agreement or other contract or understanding, if any, a notice advising the said labor organization workers’ representatives of his commit ments u nder this

01135.0001/915921.1 B-4
Section 3 clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment of training.

▪ The Consultant will include this Section 3 clause in every subcontract for work in connection wit h the p roject and will, at the direction of the applicant for or receipt of federal financial assistance, take appropriate action pursuant to the subcontract upon a finding that the sub Consultant is in violation of regulations under 24 CFR Pat 135 and will not le t any subcontract unless the sub Consultant has first provided him with a preliminary statement of availability to comply with the requirement of these regulations.

▪ Compliance with provision of Section 3, the regulations set forth in 24 CFR Part 135, and all applicable rules and orders of the contract, shall be in condition of the federal financial assistance provide to the project, binding upon the applicant or recipient for such assistance, its successors, and assigns. Failure to fulfill these requirements shall subject the applicant or recipient, its Consultants and sub Consultant, it successors and assigns to those sanctions specified by the grant or loan agreement or contract through which federal assistance is provided, and to such sanction as ar e specified by 24 CFR Part 135.

▪ LOBBYING CERTIFICATION. The Consultant certifies that no Federal appropriated funds have been paid or will be paid, by or on behalf of the Consultant, to any person for influencing or attempting to influence an officer or e mployee of any agency, an agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan or cooperative agreement.

▪ The Consultant certifies that if any funds other than Federal appropriated funds have been pa id or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of any agency in connection with this Federal contract, grant, loan, or cooperative agreem ent, th e Consultant shall complete and submit Standard Form -LLL,” Disclosures Form to Report Lobbying.” In accordance with its instructions.

▪ The Consultant shall require that the language of this certification be included in all subcontracts and that sub Consultants shall certify and disclose accordingly.

01135.0001/915921.1 B-5

o DISCLOSURE AND COMPLIANCE. Consultant agrees that any conflict or potential conflict of interest shall be full disclosed prior to execution of contract and Consultant shall comply with all applicable federal, state and county laws and regulations governing conflict of interest including but not limited to 24 CFR Part 570.611 and 24 CFR Part 85, Section 85.36(b).

• COUNTY OF LOS ANGELES REQUIREMENT

o The Consultant certifies that it is understood that each pe rson/entity/firm who applies for a Community Development Commission contract, and as part of that process, shall certify that they are familiar with the requirements of Los Angeles County Chapter 2.160, (Los Angeles County Ordinance 93-0031) and;

o That all persons/entities/firms acting on behalf of the above named firm have and will comply with the County Code, and;

o That any person/entity/firm w ho seeks a contract with the Community Development Commission shall be disqualified therefrom and denied the con tract and shall be liable in civil action, if any lobbyist, lobbying firm, lobbyist employer or any other person or entity action on behalf of t he above named firm fails to comply with the provisions of the County Code.

01135.0001/915921.1 C-1
EXHIBIT “C”

SCHEDULE OF COMPENSATION
I. Consultant shall perform the tasks in Exhibit A, Section I at the following rates:

Staff Member Project Role Hourly Rate
Salvador Lopez Jr. Principal-in-charge /
Quality Assurance
Manager
$216.00
Jennifer Maria CDBG Program Manager
/ Administration
$198.00
Natalia Lopez CDBG Analysis $105.00
Rina Galit CDBG Analysis $105.00
Jane Freij CDBG Labor
Compliance
Administration
$166.00
Amanda Perez CDBG Compliance
Technical Support
$132.00
II. A retention of ten percent ( 10%) shall be held from each p ayment as a contract retention to be paid as part of the final payment upon satisfactory completion of services.

III. Within the budgeted amounts for each Task, and with the approval of the Contract Officer, funds may be shifted f rom one Task subbud get to another so long as the Contract Sum is not exceeded per Section 2.1, unless Additional Services are approved per Section 1.8.

IV. The City will compensate Consultant for the Services performed upon submission of a valid invoice. Each invoice is to include:

A. Line items for all personnel describing the work performed, the number of hours worked, and the hourly rate.

B. Line items for all materials and equipment properly charged to the Services.

C. Line items for all other approved reimbursable expenses claimed, with supporting documentation.

01135.0001/915921.1 C-2
D. Line items for all approved subcontractor labor, supplies, equipment, materials, and travel properly charged to the Services.

V. The total compensation for the Services shall not exceed the Contract Sum as provided in Section 2.1 of this Agreement.

01135.0001/915921.1 D-1
EXHIBIT “D”

SCHEDULE OF PERFORMANCE
I. Consultant shall perform all services timely in accordance with the following schedule:

July 2023
• Beginning of new fiscal year
• Quarterly Performance Reports due by the end of the first week for the prior year’s fourth quarter
• Monthly funding request submittals to the Community Development Commission

August 2023
• 31st – Financial Close-Out Deadline for all prior year projects • Monthly funding request submittals to the Community Development Commission

September 2023
• End of the 1st quarter
• Contract and Subcontract Activit y Report due to Community Development Commission
• Semi-Annual Labor Standards Report due to the Community Development Commission
• Monthly funding request submittals to the Community Development Commission

October 2023
• Quarterly performance Reports due by the end of the first week for the current year’s first quarter
• Technical Assistance & project oversight of any capital improvement or public service projects
• Monthly funding request submittals to the Community Development Commission II. Consultant shall deliver the following tangible work products to t he City by the following dates.

A. All documents referenced in Exhibit A, Section I above.

01135.0001/915921.1 D-2
III. The Cont ract Officer ma y approve extensions for performance of the services in accordance with Section 3.2.

City of Bell
Proposal
Community Development Block Grant
Program Implementation and Administration
Assistance
July 14, 2023

July 14, 2023
City Clerk’s Office
Attention: Ms. Angela Bustamante, City Clerk
City of Bell
6330 Pine Avenue
Bell, CA 90201
Subject: Proposal to Provide Community Development Block Grant (CDBG) Program Implementation and Administration Assistance
The City of Bell is seeking an experienced and qualified consultant to provide administrative and labor compliance services for the City’s CDBG-funded projects/programs. Willdan Engineering (Willdan) is confident that our team can successfully provide the full range of services being requested by the City and in a manner fully consistent with the City’s requirements and in a timely m anner.

Willdan believes the project team we have assembled is particularly well qualified to assist the City of Bell with its CDBG Program for the reasons outlined below.

Extensive Grant Management and Administration Experience Willdan has performed grant administration services for 55 cities, assisting with the overall management of grants, including federally funded programs. Our proposed team members understand the grant cycle process from the proposal stage to the grant/contract close-out. Willdan has administered all aspects of various federally funded programs for municipalities and has operated federally funded residential and/or commercial rehabilitation programs such as CDBG, HOME, ESG and NSP in a number of cities.

Strong Project Management Team
Ms. Jennifer Maria will serve as the CDBG Program Administrator. She will be the primary contact for the City and be responsible for the day-to-day management of services provided under the contract. Ms. Maria possesses 15 years of experience at the federal and local level – drafting, reviewing, and aligning program policies and HUD regulations pursuant to 24 CFR 570, Federal Register, and HUD CPD notices. Ms. Maria possesses extensive knowledge of providing grant administration services for non-entitlement agencies that participate in the Urban County program under the guidance and oversight of the Los Angeles Community Development Authority (LACDA). Willdan’s Director of Planning, Salvador Lopez Jr, will provide corporate oversight, ensuring that any staff members we place with the City perform to the City’s and Willdan’s expectations of excellence. Mr. Lopez will be available to the City for any issue they need to discuss regarding Willdan’s work for the City.

Full-Service Capabilities
Willdan's team can undertake any conceivable Community Development Block Grant (CDBG) assignment the City may encounter.

Our team’s past assignments encompass a wide range of tasks involving preparing and reviewing environmental assessments; implementing HUD- and HCD-funded housing projects; performing labor compliance; developing financial and performance reports; and reviewing, selecting, and monitoring subrecipients and contractors.

Experience with the City of Bell
Willdan has provided services to the City of Bell for more than 8 years. More recently, Willdan’s planning team, led by Salvador Lopez Jr., provided planning services to the City of Bell in 2018. Willdan has also provided City Engineering services to the City from 2017 until our current contract for the Eastern Avenue Street Improvement Project.

Mr. Salvador Lopez Jr., Director of Planning, is authorized to act as the principal/management contact representing Willdan Engineering during contract negotiations and in executing the agreement. Additionally, as Principal in Charge, he will hold overall responsibility for the scope of services provided in the City’s RFP. He can be reached by mail at Willdan Engineering, 13191 Crossroads Parkway North, Suite 405, Industry, CA 91746; by office phone at (562) 908 -6200 extension 6287; by cell phone at (626) 831-1133; or by email at [email protected].

Willdan is committed to providing the highest degree of value to the City of Bell. We appreciate the opportunity to present our experience and qualifications and are excited to possibly expand our working relationship with the City. Should you have any questions or need additional information, please contact me at (562) 364- 7600, or via email at [email protected].

Respectfully submitted,

WILLDAN ENGINEERING

Salvador Lopez Jr. Jennifer Maria
Director of Planning Deputy Director of Planning

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
2 Table of Contents

1. Technical ................................................................................................................................................................ 3 a. Executive Summary ............................................................................................................................................ 3 b. Approach ........................................................................................................................................................... 4 c. Tasks to Perform Services .................................................................................................................................. 7 d. Timeline ............................................................................................................................................................. 9

2. Management and Staffing ................................................................................................................................... 11 a. Key Personnel and Their Responsibilities ........................................................................................................ 11 b. Organization Chart of Proposed Team ............................................................................................................ 12 c. Commitment .................................................................................................................................................... 12 d. Resumes of Proposed Staff Members ............................................................................................................. 14

3. Prior Related Firm Experience ............................................................................................................................. 27 a. Qualifications and Experience ......................................................................................................................... 27 b. References/Previous Performance .................................................................................................................. 28 c. HUD- and HCD-Funded Grant Administration Services Experience ................................................................. 29

4. Cost and Pricing .................................................................................................................................................. 32 a. Cost Estimate – General Administration/Reporting ........................................................................................ 32 b. Staff Hourly Rates ............................................................................................................................................ 32 c. Additional Services and Reimbursable Expenses ............................................................................................. 32

5. Additions or Exceptions to the City’s Request for Proposal ................................................................................ 33

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
3 1. Technical
a. Executive Summary
Willdan Engineering, a California corporation since 1964, is a subsidiary of Willdan Group, Inc., a publicly traded Delaware corporation. Services are provided to nationwide clientele through three subsidiary firms – Willdan Engineering, Willdan Energy Solutions, and Willdan Financial Services – that offer a portfolio of diversified capabilities. Throughout our 58-year history, Willdan Engineering (Willdan) has served as a full-service, multi-disciplinary firm specializing in municipal building and safety, engineering design, construction management and inspection, and planning services. Our full complement of support disciplines provides effective and efficient solutions to resolve ever-changing challenges experienced by municipal agencies today – and in the future. Willdan maintains our headquarters at 2401 East Katella Avenue, Suite 300, Anaheim, CA 92806. Willdan maintains a strong financial balance sheet and has the financial and staffing resources to perform and complete all contractual obligations under the City’s RFP from the first day at the start of the work. There are no pending conditions such as bankruptcy, litigation, office closures, mergers, etc., that would impede Willdan's ability to complete CDBG Program Implementation and Administration Services under the City’s contract.

Willdan Engineering currently has a staff of approximately 450 professionals, with headquarters in Anaheim and a large office in Los Angeles County (City of Industry). Our team for this proposal is based out of our Industry office and within easy reach of Bell for any project-related needs. Willdan’s strengths relative to this solicitation include:

Willdan’s team will be led by Ms. Jennifer Maria, Deputy Director of Planning. She will serve as Project Manager and as the City's main point of contact. Ms. Maria will be responsible for the day- to-day management of services provided for implementation, administration, and reporting of CDBG/HOME entitlement grant and other funding sources received from HUD.

Our proposed on-the-ground team members for the City include Ms. Jennifer Maria and Ms. Jane Freij, who possess working knowledge of HUD, CDBG, and other HUD-funded program processes, procedures, and financial requirements. They communicate effectively, have outstanding oral and written skills, and work well under tight deadlines – facilitating timely and effective responses to City staff requests. Our staff exhibit a very personable, professional style in working with City staff. Our proposed team provides adequate staff coverage to meet normal daily and fluctuating program demands.

Willdan is a one-stop resource with the full range of capabilities. We can undertake any conceivable CDBG and HUD-related assignment the City may encounter. Willdan's diverse team includes planners, housing, and financial professionals. Our team’s past assignments include a wide range of tasks, including preparation and review of environmental assessments, implementation of housing projects, labor comp liance, Section 3, financial and performance reporting, and the review, selection and monitoring of sub -recipients and contractors.

Willdan has more than 1,500 employees, including licensed engineers, program and construction managers, financial analysts, planners, and other skilled professionals. We have supported the implementation of community visions through engineering, construction management, inspection, planning, building safety, and staff augmentation services. Willdan has completed various types of projects for over 90 percent of the cities and counties in California. Willdan maintains a strong financial balance sheet and has the financial and staffing resources to perform and complete all contractual obligations.

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
4 b. Approach
Summary of Services and Work Plan
Willdan will provide consultant services and assistance for the administration and implementation of the City’s CDBG projects.
 Prepare Annual Planning Summary and CDBG project planning documents.  Prepare Agreements to Implement Community Development Block Grant Programs with the Los Angeles County Development Authority including Exhibit A documents, project descriptions and budgets.  Prepare Reimbursable Contracts to Implement Permanent Local Housing Allocation Programs with the Los Angeles County Development Authority including Exhibit A documents, project descriptions and budgets.  Prepare and process amendments to the Agreements to Implement for continuing projects.  Coordinate with staff and gather all necessary documentation for Los Angeles County Development Authority program monitoring and audit preparation.
 Monitor programs and prepare responses to monitoring and audit findings by the Los Angeles County Development Authority and U. S. Department of Housing and Urban Development.  Prepare and complete Los Angeles County Development Authority and U. S. Department of Housing and Urban Development reports and documents. Provide assistance to staff to ensure the City is meeting LACDA and HUD criteria regarding program-reporting requirements.  Prepare and complete all relevant City Council agenda reports and memoranda.  Provide CDBG financial management assistance.
 Provide Labor and Contract Compliance and Section 3 monitoring for CDBG construction projects.

Below is Willdan’s Work Plan . All tasks shall be performed in conformance with Federal and State requirements while adhering to program benchmarks.

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
5 Methodology
Willdan is proposing to provide to the City of Bell the appropriate range of services needed to assist the City with the general administration of its CDBG-funded program in order to ensure grant compliance and allow City staff to direct their attention and efforts to the many other tasks required of them. Willdan will provide these services to minimize demands upon the time and effort of City staff. Willdan’s technical approach to assisting with the administration of the City’s CDBG -funded projects/programs involves assigning a well -qualified team, under the direction of a senior member of our staff, to provide the services being requested by the City.

Our designated CDBG Program Manager/Administrator, Jennifer Maria, will take the lead in providing CDBG administration services and report directly to the department manager in delivering the desired services. She will also be respo nsible for delegating specific tasks to the other team members, as necessary, and monitoring their performance.

Progress Reports
Willdan shall provide progress reports on a monthly basis, unless a shorter interval for reporting is requested by the City. These progress reports shall include progress on each deliverable, as well as an estimated completion date. Should any impediments be encountered throughout the implementation process, that data shall be included as well. Our team is more than happy to monitor/tailor progress reports to meet the City’s needs.

Communication Plan
Prior to commencing administrative CDBG program functions, the Project Manager will meet with City staff to ensure that all information pertaining to the City’s goals and objectives are heard and understood. Thereafter, a clear action plan/timeline will be coordinated with staff to properly refl ect completion dates and milestones for all deliverables. Simultaneously, our Project Manager will develop a strategy to effectively maintain an open channel of communication to furnish up-to-date information pertinent to the overall administration and ove rsight of the CDBG projects/programs. Our team will also coordinate with City staff to determine the best method for data sharing in order to perform various CDBG -related tasks.

Understanding of City Operations
It is our goal to become an extension of the City of Bell’s team and to take on any tasks or projects that may be required in accordance with CDBG operations. To effectively do so, our team will take the necessary steps to become fully familiarized with City operations as they pertain to overall CD BG administration. Although federal implementation guidelines for the CDBG are generally consistent, our team understands that compliant implementation of those activities must be tailored to meet the specific needs of the City, as well as its internal operations.

Coordination with LACDA
Our team will promptly communicate with the City of Bell’s assigned representative (Contract Manager) of the LACDA’s Grants Management Unit (GMU) to acquire up-to-date data and information related to any pending or outstanding items. Our goal is to ensure that the City is responsive in maintaining a positive rapport with the LACDA office. Thereafter, a consistent line of communication will be maintained with the LACDA office to demonstrate the City’s commitment to successfully implementing all CDBG -related activities. Any communication of consequence that arises will be conveyed to corresponding City staff in a timely manner.

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
6 Public Outreach
Clear communication with the City’s intended target groups for program participation is essential to the effective administration of any CDBG-funded program/project. Our
team is committed to developing a comprehensive
understanding of the Community’s housing and commercial business needs by becoming knowledgeable of the City’ s demographic information, understanding the goals and
ambitions of the residents, and identifying key
stakeholders.

CDBG Administration
Willdan staff will provide guidance for the administration and implementation of the City’s CDBG - funded activities, including determining project eligibility, maintaining accurate/complete project files and required program documentation, as well as monitoring of programs to assure compliance with all federal, state, and local regulations and procedures. W illdan will w ork with the City to prepare final drawdown for prior fiscal year projects, collect and report quarterly and year -end accomplishments, and prepare and submit cyclical reports, which may include Quarterly Cash Transaction Reports, Semi- Annual Labor Standards C ompliance Reports, Contract/Subcontract Activity Reports, MBE Activity Report, etc. We will prepare staff reports and presentation materials, as requested by the City, for any CDBG public hearings, and attend public hearings with City staff. Our team will complete drawdown requests on a regular basis in accordance with City operational processes for the reimbursement of current-year expended funds reported in the LACDA’s grant systems, maintain an ongoing record of draws for each activity, receipt of progra m income, and regularly input project/program accomplishments into the reporting system for CDBG. We will prepare National Environmental Policy Act (NEPA) Environmental Review documents via the Environmental Service Review (ESR) for new fiscal year CDBG pr ojects, as applicable. We will also a ddress any other administrative item that requires attention with a solid sense of priority and care (e.g., requests for proposals, contracts, etc.).

Customer Service
The Willdan team is not only committed to maintai ning the highest quality of service for the City of Bell’s external customers, but just as importantly, for its internal customers. Our mission is to actively put forth efforts to develop and nurture positive working relationships with City staff in order to foster the spirit of teamwork. Effective collaboration with City staff is essential to our success in providing the best CDBG services for the community.

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
7 c. Tasks to Perform Services
CDBG Administration
 Meet with City representatives to provide status
updates on the CDBG-funded projects and issues
requiring immediate attention.
 Review program guidelines for effective
implementation of all CDBG-funded activities and
ensure all LACDA and City requirements for
program participation are grant compliant.

Develop program guidelines, as needed.
 Develop timelines for each approved CDBG
project, establishing key dates for review to track
each project’s progression in alignment with
established milestone targets for completion.
 Assist City with implementation of program
marketing plans, as needed.
 Create and maintain complete, grant-compliant
files for all program participants for monitoring
and retention purposes.
 Perform ongoing program oversight, to include
on-going monitoring and closeout review for all
CDBG-funded activities. Assist the City with
preparation for annual programmatic and
financial in-progress monitoring by LACDA GMU
staff.
 Develop and maintain financial spreadsheets for
all CDBG program files, to include eligible
reimbursements, amounts expended,
reimbursements received, and balances available
to be utilized for each funding source for financial
reporting purposes.
 Monitor and maintain all financial records
relevant to CDBG-funded projects and reconcile
any records discrepancies.
 Prepare and submit monthly Funding Requests,
for each funding source, on the LACDA partner
page.
 Prepare all CDBG-related submissions to the
LACDA, including but not limited to, Planning
Summaries, Quarterly Performance Reports
(QPR’s), ESR’s, Semi-Annual Labor Standards
Reports, Funding Requests, Project/Budget
Amendments, etc.)
 Assist City Staff with the development of CDBG-
funded projects/programs (i.e., activity
summaries, budgets, national objectives,
applicable census tracts, etc.). Coordinate public
notices for public hearing purposes. Prepare staff
reports and applicable materials to be presented
to the Council for consideration/approval. Input
planning summaries and submit all required
supporting documentation for LACDA review.

Review Agreements to Implement and process for
approval. Review Exhibit A’s and process for
approval.
 Review pending Cooperation Agreements and
Reimbursable Contracts. Coordinate approval
process.
 Prepare/present Council presentations for
new/canceled programs and/or to provide
updates on existing CDBG-programs, as needed.
 Assist City by providing technical assistance to City staff and program participants seeking
clarification on issued program guidelines. Create
FAQ mechanism for ongoing use, as needed.
 Establish an effective communication channel
with City’s designated Contract Manager from
LACDA. Establish an equally effective
communication channel for all CDBG program
participants, as applicable.
 Work with City staff to ensure annual drawdown
requirement are met in accordance with LACDA’s
annual Participating Cities Performance Policy.
 Conform with new/existing mandatory regulatory
provisions concerning use of CDBG funds under
the Urban County Program and Standard
Agreement between LACDA, as published via
Grants Management Unit (GMU) bulletins.
 Be available at City Hall as necessary to meet with
program applicant and complete all related work
items.

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
8 Labor Compliance
 Review grant agreement and wage and labor
compliance requirements for construction
projects with project team (City, construction
project manager).
 Prepare various reports for wage and labor
compliance, including – but not limited to –
contract and subcontract activity (HUD Form
2516), contracting and enforcement activity
(HUD form 4610), and Section 3 reporting;
reports will be delivered to City for review
before reporting deadlines with original, fully-
executed final reports delivered to City.
 Meet with City staff and funding agency
representatives, as necessary, to discuss
reporting requirements and worksite labor
component supervision, including proper
documentation of required paperwork.
 Provide telephone support and attend
meetings as requested by City staff.
 Provide services for administering,
monitoring, and enforcing labor standards
provisions for CDBG-assisted construction
projects, including:
 Assist and guide project construction
manager with preparation of wage and labor
requirements sections for construction bid
documents.
 Determine specific labor standards
parameters applicable for each project.
 Implement and monitor Equal Employment
Opportunities and Section 3 Programs.
 Ensure Federal Labor Standards Provisions
(HUD-4010 form) are incorporated into
specifications and/or contract(s).
 Establish communication channels/noticing
to effectively inform applicants of their status
in the program and next steps, as applicable.

Establish Ensure DOL Wage Decision is
incorporated into the specifications and/or
contract(s).
 Verify contractor's eligibility to contract with
federal and state agencies.
 Ensure wage determination is current at bid
opening or other appropriate date.
 Conduct meetings to inform contractors of
wage and reporting obligations.
 Identify and initiate requests for additional
work classifications and wage rates as
needed.
 Conduct employee field interviews to confirm
worker classification and wage rate for
project workforce, including apprentices,
conforms with applicable Wage Decision.
 Perform continuous and timely monitoring
reviews of CPRs and related submissions for
compliance.
 Notify prime contractor in writing of any
labor discrepancies or suspected violations
and define corrective actions to be taken.
 Inform prime contractor of responsibility to
ensure subcontractors make restitution
payments or to make restitution payments on
behalf of subcontractors.
 Identify violations and investigate complaints
of underpayment to workers.
 Submit Labor Standards Violation and 5.7
Enforcement Reports for complaints involving
underpayments to workers.
 Refer cases for informal review and/or make
recommendations for debarment.
 Require escrow accounts to ensure payment
of outstanding wages.
 Dispose of escrow accounts in timely manner
in accordance with federal regulations and
Labor Compliance Guidelines.
 Maintain labor standards administration and
enforcement file and document all activities.

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
9 d. Timeline
Project Timeline
Willdan staff has substantial training and experience providing a variety of community development services to governmental agencies across California. We have administered all aspects of CDBG activities under the Urban County Program and projects for municipalities. The t imeline reflected below can be modified accordingly as requested by the City.

Project Timeline
Date Task
July 202 3
Meet with City -designated point of contact, as well as pertinent City staff to acquire the following: relevant program operation information, program guidelines for all on - going CDBG Programs, status of current financial drawdowns for previous year projects/programs, current/pending items to be addressed (in any), departmental goals and objectives for each CDBG project/program. Develop effective communication system with City staff to maintain efficient progress for each CDBG program. Contact assigned CDBG Contract Manager and acquire information on pending items, if any. Gather all necessary information needed to submit funding requests for FY 202 2-23 in anticipation of final program year close out in the month of August 2022. Review any pending Reimbursabl e Contracts for FY 202 3/24 and process for approval. Review pending Exhibit A’s for FY 202 3/24 and process for approval.

August 2023
Implement tracking mechanism and monitoring efforts to ensure all CDBG programs/projects are on track to meet established benchmarks and activity accomplishments. Ensure any remaining program/project costs from FY 2022-23 program year are submitted via funding requests prior to closeout. Prepare and submit funding requests for costs incurred during the month of July 202 3.

September 202 3
Continued program/project tracking and oversight. Begin coordination of data collection for Quarterly Performance Reports for Quarter 1 (Jul -Sept). Prepare and submit funding requests for incurred costs during the month of August 202 3. Prepare and submit Semi -Annual Labor Standards report for Period 2.

October 202 3
Continued program/project tracking and oversight. Discuss and develop program budget for F/Y 202 4-25 Program Year. Develop presentation timeline in preparation project approval processes. Prepare and submit funding requests for incurred costs during the month of September 2022. Generate and Publish Public Hearing Notice for CDBG F/Y 202 4-25 projects. Sub mit Quarterly Performance Reports for Quarter 1 for CDBG in accordance with LACDA guidelines for each funding source.

November 202 3
Continued program/project tracking and oversight. Draft agenda report for Council presentation of all CDBG projects during Public Hearing. Begin coordination of data collection for Quarterly Performance Reports for Quarter 2 (Oct -Dec). Prepare and submit funding requests for incurred costs during the month of October 202 3.

December 202 3
Continued program/project tracking and oversight. Begin coordination of data collection for Quarterly Performance Reports for Quarter 2 (Oct -Dec). Prepare and submit funding requests for incurred costs during the month of November 202 3.

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
10 Project Timeline
Date Task
January 202 4
Continued program/project tracking and oversight. Prepare and submit Quarterly Performance Reports for Quarter 2 for CDBG in accordance with LACDA guidelines for each funding source. Assess the progress of each CDBG project to evaluate whether or not they are on track to meet a minimum of 80% of their proposed accomplishments. Prepare and input Planning Summaries for F/Y 2023 -24 CDBG Projects. Gather all necessary supplemental documentation for Planning Summary approval by LACDC. Gather data and prepare Env ironmental Service Requests (ESR’s) for construction projects, as needed. Submit final Planning Summaries and corresponding City documents for LACDC approval before the February 1, 2023, deadline. Prepare and submit funding requests for incurred costs duri ng the month of December 2022.

February 202 4
Continued program/project tracking and oversight. Monitor budget drawdown for each project in anticipation of the CDBG annual draw down deadline on March 30, 202 4.

Evaluate the overall status of each project and determine if there is a need for project amendments prior to LACDA-designated deadlines for each funding source. Prepare and submit funding requests for incurred costs during the month of January 202 4.

March 202 4
Continued program/project tracking and oversight. Evaluate progress of each project and establish feasibility of activity accomplishments prior to the end of the program year.

Develop strategy to complete any outstanding items before June 30. Begin coordination of data collection for Quarterly Performance Reports for Quarter 3 (Jan -Mar). Prepare and submit Semi-Annual Labor Standards report for Period 1. Prepare and submit funding requests for incurred costs during the month of February 2024.

April 202 4
Continued pr ogram/project tracking and oversight. Prepare and submit Quarterly Performance Reports for Quarter 3 for CDBG in accordance with LACDA guidelines for each funding source. Complete and submit Quarterly Performance Reports for Quarter

3. Submit pending project amendments prior to the May 1, 202 4, deadline. Prepare and submit funding requests for incurred costs during the month of March 20 24. Submit pending project amendments prior to the May 1, 2024, deadline.

May 2024
Continued program/project tracking and oversight. Prepare and submit funding requests for incurred costs during the month of April 2024. Begin review and coordinate execution of annual CDBG Cooperation Agreement and individual project Exhibit A’s, as they become available. Initiate close-out process for each current CDBG project.

June 202 4
Develop strategies and commence preparation for implementation of F/Y 2024-25 CDBG projects. Prepare and submit funding requests for incurred costs during the month of May 2024. Gather data, prepare, and submit Quarterly Performance Reports (quarterly and annual narratives) for Quarter 4 for all CDBG activities. Gather all necessary financial/purchasing information needed for any outstanding funding requests in anticipation of the program year’s financial close out in the month of August 202 4.

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
11 2. Management and Staffing
a. Key Personnel and Their Responsibilities
Willdan is committing high -performing core team members dedicated to the City, who will be led by our proposed CDBG Program Manager/Administrator , Ms. Jennifer Maria. We have committed additional qualified staff with commensurate experience who are availab le to assist the City with their program administration assistance needs.

Our staff is well qualified to provide the services the City seeks based on their education, career training, and work experience. As this broad experience indicates, our staff has worked in a wide range of multi -cultural communities and has the experience and knowledge to successfully implement programs in politically and culturally diverse cities.

Jennifer Maria
CDBG Program Manager | CDBG Program Administration
Education | Credentials
BS, Business Administration | Grant Writing & Administration Course | 16 Years' Experience
Availability: 75%

Experience that benefits the City:
 Extensive experience with a variety of government-funded programs: CDBG, HOME, HUD, NSP. Etc.  Home Improvement Program Grant Administration, City of Santa Fe Springs  On-Call Grant Administration, City of Moreno Valley
 CDBG Coordinator/HR Manager, CDBG/CDBG-CV Program Implementation and Administration, City of Cudahy

Willdan's Project Manager Ms. Jennifer Maria is the Deputy Director of Planning at Willdan Engineering, who possesses over 16 years of grant experience. Ms. Maria is experienced in the administration of HUD -funded programs, such as the Comm unity Development Block Grant (CDBG) and the HOME Investment Partnerships Program (HOME). Additionally, Ms. Maria is experienced with the implementation and administration of Neighborhood Stabilization Program (NSP) projects, Housing Rehabilitation (Grant/Loan Program), Code Enforcement, Economic Development, Public Facilities and Public Service Programs.

References:
 City of Moreno Valley, Dena Heald, Deputy Finance Director, [email protected] , (951) 413-302 1  City of Santa Fe Springs, Santa Fe Springs, Maribel Garcia, Municipal Affairs Manager, [email protected], (562) 409-75 69
 City of Cudahy, Andres Rangel, Management Analyst, [email protected] , (323) 773 -51 43, ext. 238

S
alvador Lopez Jr.

Principal in Charge | Quality Assurance Manager
Education | Credentials
BS, Urban and Regional Planning | 22 Years' Experience
Availability: 10%

Experience that benefits the City:
 Project management of multiple planning entitlement and environmental projects  Principal-in-Charge/Quality Assurance Manager, CDBG Program Administration, City of Moreno Valley  Principal-in-Charge/Quality Assurance Manager, CDBG Program Administration, City of Torrance  Principal-in-Charge/Quality Assurance Manager, CDBG Program Administration, City of Temple City

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
12 Willdan’s Principal-in-Charge, Mr. Salvador Lopez Jr. has over 22 years of planning experience that spans all aspects of planning, including current, advance, and environmental planning, as well as active transportation planning and housing and community development. He is highly experienced at managing multi -disciplinary teams in the development of policy and long-range planning documents for public agencies.

References:
 City of Moreno Valley, Dena Heald, Deputy Finance Director, [email protected], (951) 413-302 1  City of Torrance, Julia Smith, Housing Specialist, [email protected] , (310) 618-5 913  City of Temple City, Adam Gulick, Associate Planner, [email protected] , (626) 285-2 171, ext. 4313 b. Organization Chart of Proposed Team
Willdan has assembled a highly qualified project team. If any member of our proposed team is unable to fulfill their responsibilities, we have ample staff among our 450 employees to complete our contract. We will not replace any team members without the written consent of the City of Bell. Our team organizational chart is provided below.

c. Commitment
One basic requirement to completing work according to the project schedule is the availability of staff and our ability to assemble the project team with the appropriate technical disciplines. Willdan's workload is reviewed on a weekly, monthly, and quarterly basis. Willdan will commit on a priority basis, the labor resources necessary to complete a specific project or projects. Willdan has staffed this project with the appropriate experienced staff and is fully committed to completing the awarded project(s) scope of services within project schedules and budgets.

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
13 Areas of experience are shown for our proposed staff in the table below. Resumes for our team members begin on the following page.

Team Member Years with
Willdan
Areas of Experience
Project Management &
Administration of Public Projects
Preparing and Facilitating Creative
and Inclusive, Public Participation
and Engagement Plans, Strategies
& Tactics
Development and Preparation of
Plans for Federal Programs
Producing high quality product
information.

Ability to lead, facilitate and
coordinate projects involving
comprehensive participation.

Experience with GIS mapping and
demographic surveys.

Experience on public project
implementation strategies.

Capacity to accomplish work in the
required time.

Experience working with
government agencies.

Jennifer Maria 4         
Salvador Lopez Jr. 7         
Suzanne Ruelas <1      
Natalia Lopez 2      
Rina Galit 3     
Jane E. Freij 22     
Amanda Perez 6     

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
14 d. Resumes of Proposed Staff Members
Salvador Lopez Jr.

Principal-in-Charge/Quality Assurance Manager
Profile Summary
Education: BS, Urban and Regional Planning, California State Polytechnic University, Pomona Experience: 22 Years

Mr. Salvador Lopez possesses planning expertise and experience spanning all aspects of planning, including current, advance, and environmental planning, as well as active transportation planning and housing and community development. He is highly experienced at managing multi-disciplinary teams in the development of policy and long- range planning documents for public agencies.

Relevant Project Experience
CDBG Program Administration, City of Temple City, California. P rincipal-in-Charge/Quality Assurance Manager responsible for ensuring staffing resource availability and implementing quality assurance/control on a case-by-case project basis. Willdan is administering and implementing the Emergency Small Business Assistance Program funded by the CARES Act.

CDBG Program Administration, City of Torrance, California. Principal-in-Charge/Quality Assurance Manager responsible for ensuring staffing resource availability and implementing quality assurance/control on a case-by-case project basis. Wi lldan is assisting with a special project involving a Los Angeles Urban County Community Development Block recipient to create and administer a CDBG -funded rental assistance program to alleviate the COVID19 rental housing crisis.

CDBG Program Administratio n, City of Moreno Valley, California. Principal-in-Charge/Quality Assurance Manager responsible for ensuring staffing resource availability and implementing quality assurance/control on a case-by-case project basis. Willdan is assisting with the administra tion of HUD -funded programs such as Neighborhood Stabilization Program and HOME Investment Partnership Program – in particular, facilitating the NSP1 brant closeout process.

Contract Planning Services, City of Redlands, California. Project Manager responsible for overall project management and oversight for interim staffing resources provided to the City. Staff planners assist with current planning and other planning activities.

On-Call CEQA/NEPA Planning Services, City of Claremont , California. Project Manager responsible for overall project management and oversight for CEQA/NEPA documentation services necessary to implement the City's planned developments. Willdan's planning project managers prepare environmental documents pursuant to CEQA and NEPA and other environmental documentation or technical studies and assist with securing and complying with required regulatory permits. The range of environmental documents encompasses initial studies, negative/mitigated negative declarations, and environmental impact reports pursuant to CEQA, categorical exclusions, environmental assessments/findings of no significant impacts, and environmental impact statements pursuant to NEPA.

Contract Planning Services, City of Long Beach, California. Project Manager responsible for overall project management and oversight for staffing resources provided to the City. Staff planners assist with current planning, advance planning, special projects planning, development project review, entitlement processing, CEQA document preparation and review, historic assessments, community outreach, and other long -range planning activities.

Contract Planning Services, City of Cudahy, California. Project Manager responsible for overall project management and oversight for staffing resources provided to the City. Willdan provides full -time contract planning services for the City's Planning Division as well as for Interim Community Development Director.

Contract Planning Services, City of Hawaiian Gardens, California. Project Manager responsible for overall project management and oversight for staffing resources provided to the City. Staff planners assist with resolving parking issues related to the Hawaiian Gardens Casino and its operations; disposition of RDA parcels; produc ing flyers and

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
15 brochures; overseeing City improvement projects such as skate park, sidewalk, and fleet replacement plans; and other projects as assigned.

Contract Planning Services, City of South Gate, California. Project Manager responsible for overall pr oject management and oversight for staffing resources provided to the City. Staff planners assist with day- to-day current planning activities, design review, entitlement processing, counter assistance, and environmental review. Willdan is providing on -call planning services – including contract staff augmentation – to assist the planning division with general current planning activities.

On-Call Current Planning Services, City of Elk Grove, California. Project Manager responsible for overall project management and oversight of planning services provided to the City. Assigned planners will be responsible for on- call current planning services for all types of projects requiring entitlements, including – but not limited to – conditional use permits, variances, design reviews, rezones, zoning and general plan amendments, and tentative subdivision maps.

Contract Planning Services, County of Sacramento, California. Project Manager responsible for overall project management and oversight for staffing resources provi ded to the City. Staff planners assist with current planning, advance planning, special projects planning, and environmental review. In addition, staff provides on- call environmental planning services.

On-Call Planning Services, City of El Monte, California. Project Manager responsible for overall project management and oversight of on -call planning services provided to the City. Contract planning services emphasize discretionary case processing and long- range advanced planning programs. Programs involved land use planning; complex land use development projects; general administration of City-initiated planning work and studies; conceptual plans; land use entitlement applications; general plan, specific plan, and zoning code updates and map amendments; and initial studies under the California Environmental Quality Act and related environmental documents. Associated staff reports, resolutions, and ordinances were prepared and presented as needed.

Special Project Planning Services, City of Artesia, California. Project Manager responsible for overall project management and oversight of on-call planning services provided to the City. Contract planning services encompass reviewing and processing land use entitlement applications; preparing general plan text or map amendments; preparing or amending specific plans; preparing zoning code text or map amendments; and preparing related environmental studies. Performance of these responsibilities requires expertise and knowledge in general plan compliance and implementation, CEQA/NEPA conformance, project management, and general planning procedures.

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
16 Jennifer Maria
CDBG Program Administrator
Profile Summary
Education: BS, Business Administration (Magna Cum Laude), Mount Saint Mary's University, Los Angeles Mathematics in Applied Science (Accounting), University of California, Los Angeles Certificate, Grant Writing and Administration, California State University, Dominguez Hills Experience: 15 Years

Ms. Jennifer Maria offers expertise in and experience with implementation and administration of Community Development Block Grant Programs, including housing rehabilitation grant/loan programs, Code Enforcement, and Public Service Programs. Ms. Maria has provided translation services to predominantly Spanish speakin g communities – translating promotional and public information notices from English to Spanish throughout her community development career.

Relevant Project Experience
Grant Administration and Closeout (NSP1 & NSP3), City of Compton, California. Ms. Maria assists the City with gr
ants management and closeout services for each funding source. She also assists the City with program file review, coordination with HUD representatives, and responds to monitoring requests as part of the closeout process. Ms.

Maria maintains project data in the DRGR grants system.

Five-Year ConPlan and Annual Action Plan Services, City of Pomona, California. Ms. Maria assists the City of Pomona with necessary data analysis, technical assistance, and report development of the City’s 5 -year Consolidation and Annual Action Plan.

Housing Rehabilitation Services, City of Santa Fe Springs, California. Ms. Maria assists the City of La Verne with implementation services for an ARPA -funded Housing Rehabilitation Program. Ms. Maria assisted the City with program guideline development and marketing strategies. She currently assists the City with client intake processes, program eligibility determinations, home inspections, work write-ups, bid review, and project management for each participant file.

Housing Rehabilitation Services, City of La Verne, California. Ms. Maria assists the City of La Verne with implementation services for an ARPA -funded Housing Rehabilitation Program. Ms. Maria assisted the City with program guideline development and marketing strategies. She currently assists the City with client intake processes, program eligibility determinations, home inspections, work write-ups, bid review, and project management for each participant file.

Housing Rehabilitation & Sewer Connection Program Implementation Services, City of La Cañada Flintridge, California. Ms. Maria assists the City with implementation services for the CDBG -funded Housing Rehabilitation Program & Sewer Connection Program. She performs client intake proces ses, program eligibility determinations, and full project oversight for each participant’s project file.

Grant Administration Services, City of Moreno Valley, California. Special Projects Support. Ms. Maria currently assists in the provision of on -call gr ant administration services to the City for their CDBG, HOME, NSP and ESG programs. She primarily assists with the implementation of the NSP1, NSP3 and HOME- funded affordable housing projects, while providing as -needed technical advisement for inquiries re lated to CDBG program implementation/administration.

CDBG/CDBG-CV Program Implementation and Administration, City of Cudahy, California. Ms. Maria was CDBG Coordinator/Human Resources Manager responsible for implementing and administering Community Development Block Grant Programs, including housing rehabilitation grant/loan programs, code enforcement and public service programs under the general direction of the Community Development Director. Monitored rules and administered, regulations, procedures, forms, applications, records, request for proposals, and reports in accordance with applicable federal, state and local laws, rules and regulations, as they applied to each individual CDBG/CDBG -CV Program. Developed, implemented and maintained program informat ion, evaluation and reporting systems; prepared and submitted grantee performance reports, including project descriptions and program budgets.

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
17 Maintained, prepared, and entered client data onto the CDBG Public Service and Housing Rehabilitation Modules for quarterly and annual reporting purposes. Conducted special studies and surveys, as need by the City, or as requested by the Los Angeles Community Development Commission (LACDC). Assisted in the preparation of budgets, requests for proposals, and public hearing notices for the Community Development Department. Implemented and monitored contracts between the City and the appropriate agencies involved with CDBG; served as primary contact with the LACDC. Prepared staff reports for the City Council and attended City Council Meetings and/or City Commission meetings, as necessary. Reviewed/prepared CDBG Funding requests reimbursements, as needed by the Finance Department. Assisted the Finance Director with preparation for Financial Monitoring performed by the Los Angeles Community Development Commission. Coordinated development and delivery of panel presentations for LACDC staff, as needed. Identified funding sources and prepared grant proposals for various grants such as data collection, research, narratives, budgets, and scopes of work. Managed/tracked the return of Program Income for the Housing Rehabilitation Program. Processed reconveyance requests for past Housing Rehabilitation Program participants. Provided English/Spanish translations for promotional and public notices.

CDBG Program Implementation and Administration, City of Cudahy, California. Ms. Maria was Administrative Assistant responsible for implementing and administering CDBG Programs, including housing rehabilitation grant/loan programs, code enforcement and public service programs under the general direction of the Community Development Director. Monitored rules and administered, regulations, procedures, forms, records, request for proposals, and reports in accordance with applicable federal, state and local laws, rules and regulations, as they applied to each individual CDBG Program. Developed, implemented and maintained program information, evaluation and reporting systems; prepared and submitted grantee performance reports, including project descriptions and program budgets. Conducted special studies and surveys. Assisted with preparing program/project budgets, requests for proposals and public hearing notices for the Community Development Department.

Implemented and monitored contracts between the City and the appropriate agencies involved with CDBG. Served as the principal contact with the Los Angeles County Community Development Commission. Prepared staff reports for the City Planning Commission and the City Council. Made all necessary presentations to the City Council and community during Public Hearings for annual CDBG budgets. Reviewed CDBG Funding Requests under the supervision of the Community Development Director and the Finance Director. Assisted the Finance Director with preparation for Financial Monitoring performed by CDBG. Identified funding sources and prepared grant proposals for various grants such as data collection, research, narratives, budgets, and scopes of work. Provided as -needed administrative support to Planning, Building and Safety, Engineering, and Code Enforcement Community Development Division.

Business License Application Administrative Support, City of Cudahy , California. Ms. Maria was Account Clerk responsible for providing technical assistance to all potential businesses and contractors during the application process and compiled necessary documentation required for that specific type of business. Created and maintained files for all new and existing businesses/contractors. Generated and expedited Business License Renewal Notices on an annual basis. Collected and processed payment information for all Business License Renewals on an annual basis.

Coordinated oversight of tenant improvements with Building and Safety Division. Assisted the Planning Division the processing of Zoning Clearances. Monitored businesses for compliance with the assistance of the Code Enforcement Department.

Community Development Division Administrative Support, City of Cudahy, California. Ms. Maria was Clerk Typist responsible for providing the Community Development Director with general administrative support. Provided the Code Enforcement Supervisor with clerical assistance by generating outgoing violation notices and tracking follow - up inspections. Managed and maintained the Cudahy Swap Meet. Organized, generated, and submitted paperwork for the payment of invoices received by the City of Cudahy. Collected and processed payments for Pre -Sale Inspections and Building and Safety Permits. Served as relief coverage for receptionist and maintain confidential City files/documents.

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
18 Suzanne Ruelas
Housing Programs Coordinator
Profile Summary
Education: Nan& McKay Housing Certifications:

HCV Executive Management
Financial Accounting & Reporting
Family Self-Sufficiency (FSS)
Supervision and Management
Experience: 14 years

Ms. Suzanne Ruelas possesses in-depth expertise in community development and housing programs. Her experience encompasses administering public agency housing and economic development programs, managing grant funding, and preparing reports submitted to the U.S. Department of Housing and Urban Development, State of California Department of Housing and Community Development, and various City Councils.

Relevant Project Experience
Housing Rehabilitation Services, City of Santa Fe Springs, California. Ms. Ruelas assists the City of La Verne with i
mplementation services for an ARPA -funded Housing Rehabilitation Program. She currently assists the City with client intake processes, program eligibility determinations, home inspections, work write -ups, bid review, and project management for each participant file.

Housing Rehabilitation Services, City of La Verne, California. Ms. Ruelas assists the City of La Verne with implementation services for an ARPA -funded Housing Rehabilitation Program. She currently assists the City with client intake processes, program eligibility determinations, home inspections, work write -ups, bid r eview, and project management for each participant file.

Housing Rehabilitation & Sewer Connection Program Implementation Services, City of La Cañada Flintridge, California. Ms. Ruelas assists the City with implementation services for the CDBG -funded Hous ing Rehabilitation Program & Sewer Connection Program. She performs client intake processes, program eligibility determinations, and full project oversight for each participant’s project file.

Housing Manager, City of Baldwin Park, California. Ms. Ruelas was Housing Manager responsible for administration of federal and state funds including but not limited to Community Development Block Grant (CDBG), HOME Investment Partnership (HOME) and Redevelopment Housing Set Aside Funds, CalHOME, American Recovery and Reinvestment (ARRA) Neighborhood Stabilization Program (NSP), Homeless Prevention and Rapid Re -Housing Program (HPRP), Housing Choice Voucher Program (HCV), Public Housing and Project Based Voucher Program.

Prepared and submitted grant applications, Drafted and monitored final City and Housing Authority budgets, prepared guidelines, implemented and monitored new and existing programs; Prepared and presented staff reports to City Council and Commissions; prepared and submitted HUD monthly, annual and five -year reports, conduct and respond to audits. Directed supervision of up to eleven staff members. Responsible for oversight and monitoring of projects including, but not limited to Housing Rehabilitation, public service programs, First Time Homebuyer program, Family Self -Sufficiency Program, and Housing acquisition, rehabilitation and resale programs. Served as liaison with non -profit partners, City Commissions, City Council, HUD and State Representatives and community members.

CDBG Coordinator, City of Baldwin Park, California. Ms. Ruelas was CDBG Coordinator responsible for the administration of Community Development Block Grant (CDBG), HOME Investment Partnership (HOME), CalHOME and Redevelopment Housing Set Aside Funds. Responsible for the preparation of staff reports and budgets, HUD annual reports and audits. Supervision of up to four employees. Responsible for oversight and monitoring of CDBG- and HOME-funded projects.

Executive Secretary, City of Baldwin Park, California. Ms. Ruelas was Executive Secretary responsible for assisting the Community Development Director in conducting their responsibilities such as the following: preparation and oversight of department budget, including accounts receivable and payable; preparation, review and revisions to bi- weekly status reports, staff reports, and inter -department memorandums; assisted consultant with relocation

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
19 benefits and activities of residents in developing areas, performed property management for publicly- owned properties; loan application intake; loan committee member for Commercial and affordable housing loan programs; prepared City loan documents; prepared and reviewed department timesheets; recorded and transcribed minutes; prepared department policies and procedures; supervised part- time assistant and administrative clerks within the department; and performed notarial acts as requested.

Housing Specialist, City of Baldwin Park, California. Ms. Ruelas was Housing Specialist responsible for assisting with administration of the City’s Community Development Block Grant (CDBG) programs, Home Improvement Loan program, HOME funded Tenant Based Rental Assistance program (TBRA), Housing Choice Voucher Program (HCV), First Time Homebuyer program and California Housing Financing Agency (CHFA) Help Progra m; assisted in the relocation process of tenants located in redevelopment areas; responsible for the intake and review of applications for all above-mentioned programs; determined eligibility; performed financial record keeping; accounts receivable and payable; performed property management duties; converted program documents to computer -generated format; prepared City’s program documents including deeds, promissory notes, agreements and SHPO’s, recorded and transcribed minutes and acted as liaison for the Housing Commission and CDBG Joint Commission; prepared annual, monthly and year-end financial reports; supervised part-time employees.

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
20 Natalia Lopez
Grants Analyst
Profile Summary
Education: BS, Business Administration, California State University, San Bernadino AA, Business Administration, San Bernardino Valley College Expertise: Grant Administration & Analysis
Housing Programs
Subrecipient Selection, & Training
IDIS Interface Management
Public Assistance
Public Works/Capital Improvement Projects
Experience: 14 years

Ms. Natalia Lopez is a Willdan grants analyst with 14 years of administration experience. She possesses high proficiency in the administration HUD Entitlement grant funds awarded to local government agencies for eligible activities, including IDIS interface management, research of applicable laws and regulations, report preparation, and applicable regulatory guidance for client agencies.

Grant Administration and Closeout (NSP1 & NSP3), City of Compton, California. Ms. Lopez assists the City with grants management and closeout services for each funding source. She also assists the City with program file review, coordination with HUD representatives, and responds to monitoring requests as part of closeout process. Ms. Maria maintains project data in the DRGR grants system.

Five-Year ConPlan and Annual Action Plan Services, City of Pomona, California. Ms. Lopez assists the City of Pomona with necessary data analysis, technical assistance, and report development of the City’s 5 -year Consolidation and Annual Action Plan.

Analyst I, City of Moreno Valley, California. Ms. Lopez a ssisted in the administration of the Community Development Block Grant (CDBG) program. Reviewed CDBG subrecipient invoices and monthly statistical reports to ensure completeness and compliance with Housing and Urban Development (HUD) regulations. Tracked expenditures and performances of all CDBG subrecipients. Processed in voices for payment with accounts payable.

Routed subrecipient agreement for insurance approval, final signatures, and final execution. Verified monthly CODE Enforcement Service Areas for CDBG eligibility using the City’s Geographic Information Systems data base. Provided support with processing subrecipient invoices for HOME and Emergency Solutions Grant (ESG). Assemble environmental review data documents for preparation of HUD Environmental Monitoring. Assisted in coordinating access to HUD Environmental Re view Online System (HEROS) for corresponding individuals. Assisted in the coordination of the Technical Assistance Meeting for Grant Funding. Compiled performance data for inclusion in the Annual Action Plan. Prepared public notices for publication in the local newspaper. Gathered files required as part of the Citizens Participation Plan. Updated grants unit procedure manuals, forms, and databases. Maintained a centralized filling system for all grant funded activities. Scanned, uploaded and created digital files. Prepared memorandums, letters, and emails. Assisted in preparation of home lien releases and reconveyances. Fielded phone calls from the general public regarding grant funded programs. Collaborated with multiple departments on assignments including City Attorney, City Clerks, Graphics, Facilities & Finance. Created, maintained, and updated forms, databases, logs, files, records, and reports for department use. Assisted in coordinating scheduled meetings, workshops, and training rooms as needed.

Office Manager, Hidden Valley Landscapes. Ms. Lopez performed accounting functions via QuickBooks for Accounts Payable and Accounts Receivable. Conducted financial audits and budget analysis. Responsible for hiring, processing payroll, maintaining employee schedules, and employee audits for workers compensation claims. Maintained calendar, appointments, and meeting schedule. Submitted plans to City Building and Safety Department for building permits. Prepared letters for official correspondence. Maintained files, reports, and computer databases through confidential and accurate data entry. Provided general information to the public as first point of contact via phone or in person.

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
21 Human Resources Coordinator, Balance Staffing. Ms. Lopez supervised and assisted 60 internal employees, and approximately 8,000 temporary employees. Resolved benefit related problems and maintained positive employee relations. Administered plans in accordance with federal and state regulations. Maintained OSHA log and databases that tracks incidents and status. Processed workers compensation claims; injury reports, medical documentations, return to work plans. Performed employment verifications, EDD Claims. Conducted E-Verify and background checks for new internal employees. Audited I -9’s and maintained current files/records. Processed separation forms. Filed papers and documents into appropriate employee files. Assisted and prepared correspondence; processed mail.

ABE Fire Protection. Administrative Assistant. Performed general office duties: answering multi -line phone, filing, faxing, photocopy machine. Created proposals and invoices, prepared letters. Assisted CEO with daily activities as needed. Responsible for document preparation for field technicians and followed up with technicians. Obtained city business licenses when needed. Completed submittals paperwork for projects; shop drawings, material data, samples, and product data.

Administrative Assistant, Inland Fire Protection Inc. Ms. Lopez maintained company scheduling. Billed, faxed and mailed numerous invoices daily. Organized, filed, and retained customer documents. Assisted CEO and Supervisor with daily tasks. Responsible for docu ment preparation for field technicians; Fire Sprinkler Reports, Extinguishers, and Fire Suppression System. Created proposals and assisted in sales.

Human Resources Office Assistant, City of San Bernardino, California. Human Resources Office Assistant. Ms. Lopez conducted salary analysis survey and scheduled/arranged correspondences for official meetings. Performed general office duties: answering multi-line phone, filing, faxing. Distributed mail throughout departments in a timely manner.

Alphabetized, input, and filed classified client information.

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
22 Rina Galit
Grants Analyst
Profile Summary
Education: Bachelor of Science; Business Administration & Marketing, San Diego State University Certification: Grant Analysis, Grant Program Administration & Support , Subrecipient Selection, & Training , IDIS Interface Management
Experience: 3 years

As a Grants Analyst, Ms. Rina Galit assists in the research and analysis required to administer HUD Entitlement grant funds awarded to local government agencies for eligible activities, including IDIS interface management, research of applicable laws and regulations, report preparation, and applicable regulatory guidance for client agencies.

Relevant Project Experience
City of Moreno Valley, CA — Gran t Analyst. Ms. Galit currently serves as a grant analyst for the City of Moreno Valley and provides analytical support to the senior project team. She provides technical and compliance reviews of subrecipient invoices under agreement with the City. Ms. Galit also participates in conducting the onsite monitoring of the City’s CDBG and ESG subrecipients providing technical support in the review of agreements, Davis -Bacon prevailing wage compliance, Section 3 compliance and other HUD regulations affecting the program activity.

Willdan services include, but are not limited to, reviewing, scoring and preparing Council recommendation reports specific to grant applications for the City’s annual CDBG, HOME and ESG entitlement awards; conducting pre - and post-award training sessions with subrecipients; reviewing sub-recipient invoices for payment; and entering various information into the HUD Integrated Disbursement of Information System (IDIS). The project team also oversees the preparation of the Annual Action Plan and the Consolidated Annual Performance Evaluation Report (CAPER), plans and conducts the annual onsite subrecipient monitoring, and interfaces with regional HUD representatives on technical issues for the City.

City of Moreno Valley, CA. Management Aide. Prior to joining Willdan, Ms. Galit served the City of Moreno Valley as a management aide in the Special Districts division. While with the City she assisted in division budget preparation analysis, administration, and review; maintained budget spreadsheets by entering prior year actuals; created and maintained reports, records and files required in connection with department work processes, as well as maintenance of the Eastern Municipal Water District (EMWD) water usage, various contract and budget tracking spreadsheets; processed Special Districts invoices, obtained approvals, ensured adherence to purchase order amounts; reconciled and audited contract amounts with actuals; prepared contracts, requisitions, change orders, and new vendor setup for Special Districts vendors as well as draft RFP for landscaping guidelines, and reviewed contracts up for renewal; and prepared and revised several division training manuals and other administrative materials, specifically for Special District processes in the Accela Civic Platform (ACP).

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
23 Jane Freij
Labor Compliance Administrator
Profile Summary
Education: BA, Linguistics, University of Kansas
Certification: Litigation/Corporations, Attorney Assistant Training Program, University of California, Los Angeles Experience: 30 years

Ms. Jane Freij possesses a proven record of profitability achieved through comprehensive and effective management of time and budget. Key areas of expertise include project needs analyses, scheduling and budgeting, contract administration/negotiation, legal documentatio n, policy and procedure development, and writing and editing. Ms. Freij provides oversight of labor compliance monitoring services for various federally funded projects under FHWA, FTA, HUD, and EPA. She is familiar with the FHWA federal funding administra tion process from field review and request for authorization to final invoicing and has specialized training in the reporting requirements and fraud detection and prevention procedures for federally funded projects as well as CDBG Program labor compliance requirements.

Ms. Freij served as a Contract Administrator responsible for developing and negotiating contracts for products and services, monitoring and enforcing contractual compliance, serving as risk management liaison, and managing a multi-state licensing project for an energy services subsidiary. Ms. Freij 's background encompasses a strong legal background – with paralegal and senior paralegal experience in the areas of real estate, land development, and contract law litigation.

Relevant Project Experience
Affordable Housing Program, Snyder Langston Residential, Los Angeles, California. M s. Freij was Consulting Labor Compliance Officer responsible for monitoring contractor compliance for eight major housing projects, both rehabilitation and new construction, in downtown Los Angeles valued at over $250 million. Willdan provided independent third-party labor compliance oversight, Section 3 enforcement, and local hire tracking and reporting services pursuant to the requirements of U.S. Housing and Urban Development grants for affordable housing construction and state and local requirements. Services entail receiving and reviewing contractor document submittals in support of certified payrolls; entering data into the City's LCPtracker electronic payroll and the State Department of Industrial Relations databases; forwarding documentation to the City of Los Angeles; and providing guidance to subcontractor personnel regarding compliance requirements. Compliance coordination efforts involved the City of Los Angeles Housing and Community Investment Department and the Housing Authority for the City of Los Angeles and multi-jurisdictional oversight by local, county, state, and federal authorities.

CDBG Program Related Labor Compliance Administration, Various Cities, California. Ms. Freij was Contract Labor Compliance Administrator responsible for providing supervisor y federal and state labor compliance services for CDBG-funded projects administered by the U.S. Department of Housing and Urban Development and the Los Angeles County Community Development Commission for:
 City of Cerritos
 City of Commerce
 City of Grover Beach
 City of Hawaiian Gardens
 City of La Mirada
 City of La Puente
 City of Lakewood
 City of Lawndale
 City of Los Alamitos
 City of Maywood
 City of Paramount
 City of Pico Rivera
 City of Ridgecrest
 City of Rosemead
 City of Sierra Madre
 City of South El Monte
 City of South Gate
 City of Temple City
 City of Whittier

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
24 ADA Park Accessibility Program, City of Cerritos, California. Ms. Freij was Labor Compliance Officer for a multi-year program, responsible for monitoring contractor compliance for upgrading accessibility features and playground surfacing at all City parks. The projects – funded by Community Development Block Grants – require coordination with the Los Angeles County Community Deve lopment Authority for labor compliance and Section 3 compliance monitoring and enforcement.

CDBG Program Funded Infrastructure and Park Improvements, Various Cities, California. Ms. Freij was the Labor Compliance Officer responsible for monitoring contract or compliance for a variety of citywide infrastructure and park improvements, including:
 Annual Citywide Street Improvement Program, City of Hawaiian Gardens, California – CDBG funded improvements with annual costs ranging from $200,000 to over $400,000  Lee Owens Park, City of Whittier, California – High-profile complex park renovation with a construction cost of $1.4 million and involving over a dozen subcontractors
 Pio Pico Park Improvements, City of Pico Rivera, California – $600,000 improvement project using CDBG funds. (June 2019 – March 2020)
 Citywide ADA Sidewalk Improvements, City of Pico Rivera, California – sidewalk upgrades to comply with the Americans with Disabilities Act on a citywide scale with construction valued at $260,000  Sierra Vista and Memorial Parks ADA Improvements, City of Sierra Madre, California. Parkwide upgrades to comply with the Americans with Disabilities Act with improvements valued at $134,000 and funding administered by LACDA
Burns Community Center, City of Lakewood, California. Ms. Freij was C onsulting Labor Compliance Officer responsible for labor compliance and Section 3 monitoring and enforcement activities, including a subcontractor training seminar. The CDBG-funded renovation and rehabilitation project has a constructio n value of $2 million and entailed compliance for multiple subcontractors.

Crossings at Cherry Orchard Affordable Housing , Snyder Langston Residential, Anaheim, California. Ms. Freij was the Labor Compliance Officer hired by the developer to monitor labor compliance and Section 3 activities of three dozen subcontractors during the construction of a 45-unit affordable housing project. The $27 million project funded by the U.S. Department of Housing and Urban Development required extensive Section 3 hiring/subcontracting.

Multiple Federal Highway Administration Program Infrastructure Improvements, Various Municipalities, California. Ms. Freij was Labor Compliance Office responsible for providing on -call supervisory labor compliance services for Federal Highway Administration-funded projects for:
 City of Baldwin Park
 City of Calabasas
 City of Coachella
 City of Commerce
 City of Hawaiian Gardens
 City of Huntington Park
 City of La Cañada Flintridge
 City of La Mirada
 City of Lakewood
 City of Maywood
 City of Monterey Park
 City of Paramount
 City of Pico Rivera
 City of Placentia
 City of Pomona
 City of Rancho Palos Verdes
 City of Rolling Hills Estates
 City of Rosemead
 City of South Gate
 City of South Pasadena
 City of Thousand Oaks
 City of Westlake Village
 City of Whittier

Proposition 84 Funded Improvements Labor Compliance Administration, Various Municipalities, California. Ms.

Freij was C onsulting Labor Compliance Officer responsible for project management and supervisory labor compliance monitoring for various Los Angeles County municipalities.

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
25 Amanda Perez
Labor Compliance Specialist
Profile Summary
Education: AS, Human Resources Management, Mount San Antonio College AS, Business Administration, Mount San Antonio College
Certification: Certificate of Achievement, Business Management I-III Certificate of Achievement, Human Resources Management I-III Certificate of Achievement, International Business I
Experience: 12 years

Ms. Amanda Perez currently supports 15 engineers and prepares proposals, contracts, and other technical documents. She is responsible for issuing invoicing, progress payments, and schedules and for maintaining detailed, accurate records. She conducts comprehensive audits of projects for the Director of Construction Management and Inspection Services for accuracy and compliance. She is experienced with methodical and precise technical and legal document editing and is proficient in conducting research from databases and other sources in the preparation of documents and for reporting to management. She monitors Labor Compliance projects to ensure conformity to Federal and State regulations and assists the manager with larger-scale labor compliance contracts.

She previously served as Executive Assistant to the Vice President of Human Resources and HR Specialist. She was involved with documentation, training and development, audits, compensation and benefits, event planning, project management, and database maintenance for a multi-million-dollar communications firm.

Relevant Project Experience
ADA Transition Plan – Phase I, City of Ridgecrest, California. Willdan is providing project management, construction administration, and labor compliance services for this $500,000 HU D/CDBG-funded ADA Improvements Project, involving the removal and reconstruction of pavement, curb, gutter, and sidewalk with ADA -compliant improvements. Ms. Perez is the Labor Compliance Specialist in charge of monitoring the activities of the prime contractor and its subcontractors.

CDBG Pavement Improvements, City of Highland, California . Ms. Perez is Labor Compliance Specialist. Willdan is providing project management, construction administration, and labor compliance services on this $700,000 HUD/CDBG project.

Residential Street Overlay, City of Hawaiian Gardens, California . Ms. Perez served as the consulting Labor Compliance Officer, providing labor compliance monitoring and enforcement services for this Community Development Block Grant (CDBG) project, with a project cost of approximately $505,000, administered through the Los Angeles Community Development Authority (LACDA).

Skid Row Housing Trust, Los Angeles, California. Labor Compliance Specialist. Ms. Perez is assisting the Labo r Compliance Officer in providing labor compliance monitoring and enforcement services for nine major affordable housing projects, both rehabilitation and new construction, in downtown Los Angeles, valued at over $250 million.

She receives and reviews sub contractor document submittals in support of certified payrolls that are entered into the LCPtracker electronic payroll system and the State DIR database; forwards documentation, as needed, to the City of Los Angeles; and provides guidance to subcontractor personnel regarding compliance requirements. The projects are subject to multi-jurisdictional oversight by local, county, state, and federal authorities.

Annual Street Resurfacing Project, City of Rolling Hills Estates, California. Ms. Perez is Labor Compliance Specialist for a contract providing project management, contract administration, and labor compliance services for the Annual Street Resurfacing Project.

Pavement Rehabilitation on Various Streets and Fishburn Avenue Improvement Project FY 17 -18, City of Bell, California. Ms. Perez is Labor Compliance Specialist for a project providing project management, contract administration, construction observation, utility coordination, material testing and labor compliance services for the Pavement Rehabilitation on various streets and Fishburn Avenue Improvement Project.

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
26 CNG and Electric Charging Station Upgrades, South Pasadena, California. Labor Compliance Specialist. Ms. Perez is assisting the Labor Compliance Officer and is providing labor compliance monitoring and enforcement services for the City’s CNG and Electric Charging Station Upgrades project. The project comprised of CNG and electrical charging station upgrades in various locations throughout the City of South Pasadena.

Downs Street Widening , City of Ridgecrest, California . Labor Compliance Specialist. Willdan provided civil and traffic engineering design, environmental compliance, right -of-way acquisition, and bidding assistance and is providing resident engineering, construction management, inspection, quality assurance materials testing, federal funding administration, and labor compliance services for widening improvements to close a 1,500-foot gap between Ridgecrest Boulevard and Upjohn Avenue. The project's goal was to widen the narrow street segment to an ultimate width to match the other previously widened segments at both ends. The project was split into two phases – east and west – for funding purposes.

Traffic Signal at 12 Locations, City of Lynwood, California . Labor Compliance Assistant. Responsible for providing labor compliance services for this $1 million traffic signal improvements project funded with Proposition C funds and subject to State of California Department of Industrial Relations (DIR) labor compliance and prevaili ng wage requirements.

Reconstruction of McGee Alleys, City of Whittier, California . Federal Labor Compliance Assistant. Responsible for providing labor compliance services for this Community Development Block Grant (CDBG) project, with a project cost of ap proximately $225,000 and administered through the Los Angeles Community Development Authority (LACDA).

Sidewalk Improvements Citywide, City of Pico Rivera, California. Federal Labor Compliance Assistant. Responsible for providing labor compliance services for this Community Development Block Grant (CDBG) project, which involved removing and replacing ADA -compliant wheelchair ramps citywide and which had a project cost of approximately $234,000 and was administered by the Los Angeles Community Development Authority (LACDA).

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
27 3. Prior Related Firm Experience
a. Qualifications and Experience
Housing and Community Development
Willdan staff has substantial training and experience in providing a variety of community development services to governmental agencies across California. We have administered all aspects of the HUD - and HCD-funded programs for municipalities and are operating HUD- and HCD-funded residential and/or commercial rehabilitation programs in a number of cities. Our community development staff has procured grants and other forms of funding from the Department of Housing and Urban Development (HUD) and the State Department of Housing and Community Development (HCD) for a variety of purposes, including housing rehabilitation, first -time homebuyer assistance, commercial rehabilitation, and public works/community facility projects. Our staff has also conducted a wide r ange of housing studies, including inventories and analyses of potential housing sites, housing condition surveys, housing element updates, and affordable housing strategies.

Due to our long -term involvement in administering housing and community developme nt programs, we have developed a thorough understanding of the program requirements of the funding agencies involved and have established sound practices and standard procedures to maintain a high level of accuracy and productivity, including those associated with HUD funds awarded. Our community development staff has strong organizational skills and works efficiently to comply with grant program deadlines. Additionally, our staff applies sound technical and creative approaches to addressing grant administration issues that arise. We have developed good working relationships with the respective funding agencies, including HUD, HCD, and LACDA. Our staff regularly attends workshops and seminars sponsored by these agencies in order to remain current with their regulations and procedures.

Grant Administration
Effective grant administration is essential for the successful management and performance of the City’s various CDBG-funded projects. Further, with the release of the “Uniform Guidance” by the U.S. Office of Management and Budget (OMB) on December 26, 2013 (codified at 2 CFR Part 200), Willdan understands the need to ensure that grant operations are efficient, accurate and transparent. Staff have developed several assessment tools and templates designed to assist grantees to implement and adhere to HUD guid elines and also OMB administrative requirements.

Staff have gained experience in the following areas:
 Proficient use of the Integrated Disbursement Information System (IDIS);  Financial and performance reporting through the Consolidated Annual Performance R eport (CAPER);  Sub-recipient monitoring in accordance with applicable OMB Circulars and enabling grant statutes;  Annual single audit preparation;
 Technical assistance to provide guidance in the interpretation of the Code of Federal Regulations and Circulars, as well as appropriate use of federal funds, etc.;  Grant proposal coordination and budget preparation;
 Documentation of procedures and training of staff and sub-recipients;  Presentation of reports to executives and council/board members; and  Coordination across multiple agency stakeholders including city staff, elected officials, HUD, and other consultants to advise on the status of funding and to ensure earmarking requirements are met.

Our staff is professionally qualified to provide the services the City of Bell seeks based on their education, career training, and work experience. As this broad experience indicates, our staff has worked in a wide range of multi - cultural communities and has the experience and knowledge to successfully implement programs in politically and culturally diverse cities.

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
28 b. References/Previous Performance
Provided below for your review and consideration are highlighted relevant projects Willdan has selected to showcase our experience. These project descriptions also include client contact information and key staff assigned. We are proud of our reputation for customer service and encourage you to contact our past clients concerning our commitment to completing these assignments within the agreed-upon project timelines and budget.

City of Cerritos - Labor Compliance Monitoring and Enforcement Services Services Description: Willdan has provided labor compliance monitoring and enforcement services for the City of Cerritos for the past seven years for over one dozen park and playground improvement projects citywide. The improvements are ADA/accessibility enhancements using Community Development Block Grant (CDBG) funds and are overseen by the Los Angeles County Community Development Authority (LACDA); several projects have required Section 3 program compliance.

Dates of Service: 2014 to Present
Contact: City of Cerritos
18125 Bloomfield Avenue, Cerritos, CA 90703

Dario Simoes, Assistant City Engineer
(562) 916-1228
[email protected]
Proposed Staff Involvement: Salvador Lopez Jr., Principal-in-Charge; and Jane Freij, Labor Compliance Manager

City of Moreno Valley - CDBG Program Administration
Services Description: Willdan is providing grant administration services to administer the City’s Housing and Urban Development Programs, services, and activities related to Community Development Block Grants, Home Investment Partnership Program Emergency Solutions Grant, and Neighborhood Stabilization Program Grant.

Dates of Service: July 2020 to Present
Contact: City of Moreno Valley
14177 Frederick Street, Moreno Valley, CA 92552
Dena Heald, Deputy Finance Director
(951) 413-3021
[email protected]
Proposed Staff Involvement: Jennifer Maria, Project Lead (HOME, NSP, and CDBG); Rina Galit, Grant Analyst; Rebecca Acevedo, Grant Support; and Robert Quaid, Project Manager.

City of Torrance - CDBG-CV ERA Program Administration
Services Description: W illdan staff members provided guidance and assistance to a Los Angeles Urban County Community Development Block recipient helping the recipient create and administer a CDBG -CV-funded rental assistance program to alleviate the COVID-19 rental housing crisis.

Dates of Service: 2021 to 2022
Contact: City of Torrance
3231 Torrance Boulevard, Torrance, CA 90503
Julia Smith, Housing Specialist
(310) 618-5913
[email protected]
Proposed Staff Involvement: Salvador Lopez, Jr., Principal-in-Charge/Project Lead

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
29 City of Santa Fe Springs - CDBG Home Improvement Program Administration Services Description: W illdan provided technical assistance with the administration of the City’s Community Development Block Grant (CDBG) funded the City’s Home Improvement Program.

Dates of Service: 2022 to Present
Contact: City of Santa Fe Springs
11710 Telegraph Rd, Santa Fe Springs, CA 90670
Maribel Garcia, Municipal Affairs Manager
(562) 409-7569
[email protected]
Proposed Staff Involvement: Salvador Lopez, Jr., Principal-in-Charge; Jennifer Maria; Project Manager, and Suzanne Ruelas, Housing Programs Coordinator

City of La Verne - Housing Rehabilitation Program Administration Services Description: W illdan is currently providing technical assistance with the administration of the City’s American Rescue Plan Act (ARPA) funded Residential Rehabilitation Program.

Dates of Service: 2022
Contact: City of La Verne
3660 D Street, La Verne, CA 91750
Candice Bowcock, Senior Planner
(909) 596-8706
[email protected]
Proposed Staff Involvement: Salvador Lopez, Jr., Principal-in-Charge; Jennifer Maria; Project Manager, and Suzanne Ruelas, Housing Programs Coordinator

City of Cudahy - CDBG Program Administration
Services Description: Willdan currently provides technical advisement to CDBG staff related to the development and implementation of their CDBG and CDBG-CV funded programs.

Dates of Service: 2019 to 2021
Contact: City of Cudahy
5220 Santa Ana Street,
Cudahy, CA 90201
Brenda Rodriguez, Administrative Services Director
(323) 773-5143 ext. 236
[email protected]
Proposed Staff Involvement: Salvador Lopez, Jr., Principal-in-Charge; Jennifer Maria; CDBG Technical Advisor

c. HUD- and HCD-Funded Grant Administration Services Experience Willdan has performed HUD- and HCD-funded grant administration services consecutively for more than 25 years.

The following table shows our relevant experience and the extent of our CDBG, HOME, and other Community Development Experience for municipalities throughout California.

Client
Successful Grant
Applications
CDBG
Administration
Rental Assistance
First-Time
Homebuyer
Residential
Rehabilitation
Commercial
Rehabilitation
Economic
Development &
Redevelopment
City of Agoura Hills 
City of Alhambra  
City of Anaheim   
Town of Apple Valley 
City of Arcadia 

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
30 Client
Successful Grant
Applications
CDBG
Administration
Rental Assistance
First-Time
Homebuyer
Residential
Rehabilitation
Commercial
Rehabilitation
Economic
Development &
Redevelopment
City of Azusa   
City of Baldwin Park 
City of Bell    
City of Bellflower   
City of Bell Gardens    
City of Beverly Hills 
City of Burbank  
City of Calimesa   
City of Carson 
City of Cerritos 
City of Chino 
City of Clearlake   
City of Colusa   
County of Colusa   
City of Commerce 
City of Corona 
City of Costa Mesa   
City of Covina 
City of Cudahy 
City of Culver City   
City of El Monte 
City of Escondido 
City of Fountain Valley 
City of Fresno 
City of Glendale 
City of Goleta 
City of Greenfield 
County of Glenn 
City of Hanford  
City of Hawaiian Gardens      
City of Hawthorne 
County of Humboldt 
City of Huntington Park   
City of Irwindale  
City of Jackson 
City of La Cañada Flintridge  
City of La Habra     
City of La Mirada 
City of Lake Forest  
City of Lancaster  
City of La Puente   
City of La Verne 
City of Lawndale 
City of Lincoln 

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
31 Client
Successful Grant
Applications
CDBG
Administration
Rental Assistance
First-Time
Homebuyer
Residential
Rehabilitation
Commercial
Rehabilitation
Economic
Development &
Redevelopment
City of Long Beach  
County of Los Angeles   
City of Lynwood    
City of Marysville  
City of Maywood 
City of Mendota 
City of Montebello 
City of Norco 
City of Ontario   
County of Orange 
City of Orange Cove 
City of Oroville  
City of Palmdale  
Town of Paradise 
City of Paramount     
County of Placer   
City of Pomona  
City of Rancho Cordova 
City of Rancho Cucamonga  
City of Redondo Beach 
City of Rialto 
City of Rolling Hills Estates 
City of Rosemead     
City of Sacramento 
City of San Bernardino 
City of San Buenaventura 
City of San Gabriel   
City of San Joaquin    
City of Santa Ana 
City of Santa Monica   
City of Sierra Madre   
City of Signal Hill 
City of Simi Valley 
City of South El Monte  
City of South Lake Tahoe 
City of Susanville   
City of Taft 
City of Tehama 
City of Temple City  
City of Thousand Oaks 
City of Torrance 
City of Turlock 
City of Upland     
County of Ventura  

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
32 Client
Successful Grant
Applications
CDBG
Administration
Rental Assistance
First-Time
Homebuyer
Residential
Rehabilitation
Commercial
Rehabilitation
Economic
Development &
Redevelopment
City of Victorville 
City of Waterford  
City of West Hollywood   
City of Westlake Village 
City of West Sacramento 
City of Wheatland 
City of Whittier 
City of Williams 
City of Woodland    

4. Cost and Pricing
Willdan proposes the following fee estimates to provide Administrative and Labor Compliance Services for the City of Bell’s CDBG projects/programs. A total not-to-exceed price for the tasks required is $42,679. An annual not-to- exceed amount for subsequent annual extensions, as requested, may be negotiated based on annual allocation and prior-year funds available to administer CBDG projects/programs. a. Cost Estimate – General Administration/Reporting
Service Type Cost Estimate (Flat
Fee)
CDBG Administration Services $42,679
Labor Compliance Services (As needed) *See below
Not-to-Exceed Total $42,679
*Labor compliance fees to be determined on an as-needed basis, based on project size. b. Staff Hourly Rates
Staff Member Project Role Hourly Rate
Salvador Lopez Jr.  Principal-in-Charge/ Quality Assurance Manager $216 Jennifer Maria  CDBG Program Manager/Administration 198 Suzanne Ruelas  Housing Rehabilitation Coordination (optional) 125 Natalia Lopez  CDBG Analysis 105
Rina Galit  CDBG Analysis 105
Jane Freij  CDBG Labor Compliance Administration 166
Amanda Perez  CDBG Compliance Technical Support 132
c. Additional Services and Reimbursable Expenses
Any additional services will be invoiced at the staff hourly rates provided above in 4 .b. Staff Hourly Rates. Willdan will invoice the City for reimbursable out-of-pocket expenses such as postage, travel, mileage (current prevailing rate), and photocopying (currently $.06 per copy). Any additional expenses for reports or outside services will be billed to the City. Charges for meeting and consulting with counsel, City staff, or other parties regarding services

Proposal for CDBG Program Implementation
and Administration Assistance

City of Bell
33 not listed in the scope of work will be at our then-current hourly rates. In the event a third party requests any documents, Willdan may charge such third party for providing said documents in accordance with Willdan’s applicable rate schedule.

5. Additions or Exceptions to the City’s Request for Proposal Willdan’s legal counsel has reviewed the City’s RFP and attached contract and has no additions or exceptions to the provisions and conditions.

13191 Crossroads Parkway North, Suite 405
Industry, CA 91746-3443
562.908.6200 | 800.499.4484 | Fax: 562.695.2120
www.willdan.com

DATE: August 23, 2023

TO: Mayor and Members of the City Council

FROM:   Michael L. Antwine II, City Manager
Javier Ochiqui, Assistant to the City Manager

APPROVED Michael L. Antwine II (e-signature)
BY: __________________________________
Michael L. Antwine II, City Manager

SUBJECT:  American Rescue Plan Act (ARPA) Quarterly Report (Status Update #2)

RECOMMENDATION:

It is recommended that the Mayor and Members of the City Council receive and file this report.

BACKGROUND:

The City of Bell was allocated $8,497,378 million in funding, of which, the city received $4,248,689 on July 13, 2021, and $4,248,689 on July 21, 2022. On March 23, 2022, the City Council approved $2,508,802.15 per Resolution 2022-22. On October 5, 2022, the City Council approved the allocation of the remaining $5,988,576.

Staff has categorized the City’s APRPA allocation based on the City Council’s Budget Priorities:

Economic Development, Public Infrastructure , Community Services, and Fiscal Health and Sustainability. On December 14, 2022, the City Council adopted Resolution 2022-79, which approved the budget amendment for the City’s remaining ARPA balance as previously approved by the City Council on October 5, 2022. On May 10, 2023, staff gave the City Council an ARPA Quarterly report (Status Update #1).

DISCUSSION:

The purpose of this staff report (Update #2) is to provide the City Council and Community with an update on the implementation of the various ARPA programs and projects. Staff have begun to implement the ARPA projects and will be coming back to the City Council on those items that require City Council approval. The below Tables (1, 2 and 3) is the status of each ARPA project approved by the City Council broken down by Project, Total Budget, Expended, Available Balance, Status/Justification and Estimated Completion Date:

City of Bell
Agenda Report
AGENDA ITEM 7

Table No. 1 – Approved ARPA Spending Plan No. 1
Project Total Budget Expended Available
Balance
Status/Justification Estimated
Completion
Date
City Organizational
Study (CIP#2103)

$50,000 $61,753 - $11,753 Completed: The additional
costs overrun due to
workshops facilitated by Pat
West, LLC. The additional
costs were covered with fund
balance.

Completed
Holiday Decorations
(CIP#2101)

$223,656 $223,656 $0 Complete Completed
Youth Sports Public
Health Assistance
(Acct#311)

$241,000 $240,500 $500 Completed: Complete CSD has
continued to hire part-time staff
to administer programs.

Completed
Atlantic Avenue
Specific Plan
(CIP#2093)

$69,730 $14,000 $55,730 In progress: 30% Complete.

The Atlantic Specific Plan total
project budget is $269,730, of
which ARPA portion of the
costs is $69,730
3/1/24
Cheli Area Specific
Plan (CIP#2092)

$130,270 $13,070 $117,200 In progress: 20% Complete
The Cheli Specific Plan total
project budget is $330,970, of
which ARPA portion of the
costs is $130,270
3/1/24

TOTAL

$714,656

$552,979

$161,677

Table No. 2 – Approved Spending Plan No. 2
Project Total Budget Expended Available
Balance
Status/Justification Estimated
Completion
Date
Springbrook Financial
System (CIP#2106)

$281,000 $97,788 $183,212 In progress: 70% complete 10/1/23 City Website Redesign
(CIP#2107)

$140,000 $0 $140,000 In progress: 30% complete.

RFP bids are due on 9/8/23.
7/1/2024
Live Stream Services
Upgrade (CIP#2108)

$90,000 $0 $90,000 In progress: 20% complete.

Hired Production Access
Group, Inc. to re-draft the
RFP. Construction should
start in Jan/Feb 2024.
3/1/2024
Bell Community Center
Audio/Visual Upgrade
(CIP#2109)

$70,000 $6,500 $63,500 In progress: 20% complete.

Hired Production Access
Group, Inc. to revise the
RFP. Construction should
start in Jan/Feb 2024.
3/1/2024

Zoning Code Update
(CIP#2110)

$250,000 $250,000 $250,000
(Encumbered)
In progress: 25% Complete
Staff has selected a
Planning Firm
7/1/24
Encampment and
Homeless Services
Response (CIP#2111)

$80,000 $0 $80,000 In progress: 10% Complete
Funds will be utilized for the
Bell Shelter Pilot Program
with the Salvation Arm
y
6/30/24
Police Vehicles
(CIP#2112)

$200,000 $90,450 $109,550 In progress: 75% Complete.

Two (2) vehicles have been
ordered: (1) Dodge Charger
2023, and (1) BMW 250 RT
motorcycle
10/1/24

Covid Relief Fund
Replenishment to the
General Fund
(Acct#7909 and 8104)

$683,146 $683,146 $0 Completed Completed

TOTAL

$1,794,146

$1,127,884

$916,262

Table No. 3 – Approved Spending Plan No. 3
Project Total
Budget
Expended Available
Balance
Status/Justification Estimated
Completion
Date
Economic
Development (CIP#
2116)

$2,925,000 $82,190.44 $2,842,809.56
(encumbered-
$76,739.92)
$2,766,069.64
In progress: 15% Complete
Staff is currently working with
the following consultants: Team
California, CCGA Membership,
Drone Photography, Google
Earth Studio Video, ICSC
Giveaways, Graphic Designer
for flyer, RFRM Architecture,
Forward, Collier, Kosmont, Z&K
Consultants, Property
Advertisement and Branding
and Marketing Graphic
Designers.

TBD
City Facilities and
Infrastructure
(CIP#2117)

$800,000 $28,890.77 $771,109.23
(encumbered -
$40,000)
$731,109
In progress: 20% Complete
Community Development office
rehab, City Hall paint, City Hall
project, new furniture for City
Hall, Mayor’s Office, City
Manager’s Office, Finance
Offices, and two workstations,
etc. PD (property Specialist
Office
) work begins on 8/21/23.

TBD
Community Service
Programs (CIP#2118)

$808,576 $5,395.74 $803,180.26
(encumbered-
$42,673.20)
$760,507.06
In progress: 10% Complete
Veterans Memorial Park
Clubhouse testing, Five (5)
fixtures completed, Netting in
progress, and Veterans Park
Clubhouse Floor Maintenance
pending.

TBD

Fiscal Health and
Sustainability
(CIP#2119)

$355,000 $0 $355,000 In progres s: 15% complete Staff
will provide recommendations
to award agreements in August
2023 for the User Fee (approx.
$24,800) & Development
Impact Fee (approx. $51,000)
studies
7/1/24
Citywide Fleet
Replacement Program
(CIP#2120)

$600,000 $0 $600,000 In-progress: 10% complete.

City Manager’s Office and
Public Works Dept. are
developing a comprehensive
plan.  Analyzing market and
meeting with vehicle
consultants to finalize the plan
to begin preparing purchase vs.
lease recommendations.
8/1/23
Adoption of
Plan
Information &
Technology
Improvements &
Upgrades (CIP#2121)

$500,000 $293,000 $207,000 In-progress: 30% complete.

The City Council approved the
Open Gov agreement on
4/26/23 for $293,000.
-Neo Gov (HR System
-10%
complete)
-Agenda Management
Software
-Text My Gov (Renewal)
-New IT Contract
-Cyber Security software

12/31/24

TOTAL

$5,988,576

$409,476.95

$5,419,685.70

The City Manager’s Office will present the next quarterly status report on the ARPA Implementation Plan on December 13, 2023.

ATTACHMENT(S):

1. PowerPoint Presentation – ARPA Quarterly Report Update (Status Update #2)

City of Bell
American Rescue Plan
Act (ARPA) Quarterly
Report (Status Update)
Wednesday, August 23, 2023
Presented By:

Michael L. Antwine II, City Manager

Table of
Contents
• Background
• City’s Allocation of $8,497,378
• Status Update (Council Approved Projects)
• Table No. 1
• Table No. 2
• Table No. 3

3 Background
The City of Bell was allocated $8, 497,378 million in
funding, of which, the city received $4,248,689 on July 13, 2021, and $4,248,689 on July 21, 2022. On March
23, 2022, the City Council approved $2,508,802.15 per
Resolution 2022-22. On October 5, 2022, the City
Council approved the allocation of the remaining
$5,988,576.

Staff categorized the City’s APRPA allocation based on
the City Council’s Budget Priorities: Economic
Development, Public Infrastructure, Community
Services, and Fiscal Health and Sustainability. On
December 14, 2022, the City Council adopted
Resolution 2022-79, which approved the budget
amendment for the City’s remaining ARPA balance as
previously approved by the City Council on October 5,
2022.

Status Update (Council
Approved Projects)
4 Table No. 1 – Approved ARPA Spending
Plan No. 1
Project Total Budget Expended Available Balance Status/Justification Estimated Completion Date
City Organizational Study
(CIP#2103)
$50,000 $61,753 - $11,753 Complete. The overage was due to include the cost of the Pat West, LLC
workshops.

Completed
Holiday Decorations (CIP#2101) $223,656 $223,656 $0 Complete Completed Youth Sports Public Health
Assistance (Acct#311)
$241,000 $240,500 $500 Completed: Complete CSD has
continued to hire part-time staff to
administer programs.

Completed
Atlantic Avenue Specific Plan
(CIP#2093)
$69,730 $14,000 $55,730 In progress: 30% Complete. The Atlantic Specific Plan total project budget is
$269,730, of which ARPA portion of the
costs is $69,730
3/1/24
Cheli Area Specific Plan
(CIP#2092)
$130,270 $13,070 $117,200 In progress: 20% Complete The Cheli Specific Plan total project budget is
$330,970, of which ARPA portion of the
costs is $130,270
3/1/24
TOTAL $714,656 $552,979 $161,677

Status Update (Council
Approved Projects)
5 Table No. 2 – Approved ARPA Spending
Plan No. 2
Project Total Budget Expended Available Balance Status/Justification Estimated Completion Date
Springbrook Financial System (CIP#2106) $281,000 $97,788 $183,212 In progress: 70% complete 10/1/23 City Website Redesign (CIP#2107) $140,000 $0 $140,000 In progress: 30 % complete. RFP bids are due on 9/8/23.
7/1/2024
Live Stream Services Upgrade (CIP#2108) $90,000 $0 $90,000 In progress: 20% complete. Hired Production Access Group, Inc. to re-draft the RFP .

Construction should start in Jan/Feb 2024.
3/1/2024
Bell Community Center Audio/Visual
Upgrade (CIP#2109)
$70,000 $6,500 $63,500 In progress: 20% complete. Hired Production Access Group, Inc. to re-draft the RFP .

Construction should start in Jan/Feb 2024.
3/1/2024
Zoning Code Update (CIP#2110) $250,000 $250,000 $250,000 (Encumbered)
In progress: 25% Complete Staff has selected a
Planning Firm.
7/1/24
Encampment and Homeless Services
Response (CIP#2111)
$80,000 $0 $80,000 In progress: 10% Complete Funds will be utilized for the Bell Shelter Pilot Program with the
Salvation Army
6/30/24
Police Vehicles (CIP#2112) $200,000 $90,450 $109,550 In progress: 75% complete. Two (2) vehicles have been ordered: (1) Dodge Charger 2023, and (1)
BMW 250 RT motorcycle
10/1/24
Covid Relief Fund Replenishment to the
General Fund
(Acct#7909 and 8104)
$683,146 $683,146 $0 Completed Completed
TOTAL $1,794,146 $1,127,884 $916,262

Status Update (Council
Approved Projects)
6 Table No. 3 – Approved ARPA Spending
Plan No. 3
Project Total Budget Expended Available Balance Status/Justification Estimated Completio
n Date
Economic Development (CIP#
2116)
$2,925,000 $82,190.44 $2,884,600
(encumbered-$76,739.92)
$2,766,069.64
In progress: 15% Complete Staff is currently working with the following consultants: Team California, CCGA Membership, Drone Photography, Google Earth Studio Video, ICSC Giveaways, Graphic Designer for flyer, RFRM Architecture, Forward, Collier, Kosmont, Z&K Consultants, Property Advertisement and Branding and Marketing Graphic Designers.

TBD
City Facilities and Infrastructure
(CIP#2117)
$800,000 $28,890.77 $771,109.23
(encumbered- $40,000)
$731,109
In progress: 20% Complete Community Development office rehab, City Hall paint, City Hall project, new furniture for City Hall, Mayor ’s Office, City Manager’s Office, Finance Offices, and two workstations, etc.

TBD
Community Service Programs
(CIP#2118)
$808,576 $5,395.74 $803,180.26
(encumbered-$42,673.20)
$760,507.06
In progress: 40% Complete Veterans Memorial Park Clubhouse testing, Five (5) fixtures completed, Netting in progress, and Veterans Park Clubhouse Floor Maintenance pending.

TBD
Fiscal Health and Sustainability
(CIP#2119)
$355,000 $0 $355,000
In progress: 15% complete Staff will provide recommendations to award agreements in August 2023 for the User Fee (approx. $ 24,800) & Development Impact Fee (approx. $51,000) studies
7/1/24
Citywide Fleet Replacement
Program (CIP#2120)
$600,000 $0 $600,000 In-progress: 10% complete.

City Manager’s Office and Public Works Dept. are developing a comprehensive plan. Analyzing market and meeting with vehicle consultants to finalize the plan to begin preparing purchase vs. lease recommendations.
8/1/23
Adoption of
Plan
Information & Technology
Improvements & Upgrades
(CIP#2121)
$500,000 $293,000 $207,000 In-progress: 30% complete. The City Council approved the Open Gov agreement on 4/26/23 for $293,000. Pending: -Neo Gov (HR System – 10% complete) - Agenda Management Software -Text My Gov (Renewal)-New IT Contract -Cyber Security software
12/31/24
TOTAL $5,988,576 $409,476.95 $5,419,685.70

Thank you

QUESTIONS & ANSWERS

City of Bell
Agenda Report

DATE: August 23, 2023

TO: Mayor and Members of the City Council

FROM: Carlos Islas, Police Chief

APPROVED Michael L. Antwine II (e-signature)
BY: ________________________________________
Michael Antwine, City Manager

SUBJECT: Approve an RFP awa rd agreement with Aztec Telecom, Inc. to Purchase and install a Microwave Radio Antenna Link System; to be funded by the 2020 State Homeland Security Grant Program (SHSGP).

RECOMMENDATION:

It is recommended that the City Council authorize the City Manager to execute an agreement with Aztec T elecom, Inc., awarding the Microw ave Radio Antenna Link project as the most responsive RFP bid for the installation of the Microwave Link Radio Antenna between City of Bell and the City of Montebello regional ICI communications Hub.

BACKGROUND:

The Bell Police Department (BPD) relies on the radio system to provide ess ential public safety service to the community. The radio system connects police officers and other first responders with dispatchers who relay information gathered from residents. The radio system also provides a platform by which police officers and other first responders can communicate directly with each other to coordinate essential routine and emergency services to the community. In the event of a major emergency the need for effective r adio system cannot be overstated and it is critical that the Bell Police Department has reliable and redundant communications to ensure it can carry out the public safety mission of public safety to residents.

DISCUSSION

On September 28, 2022, the Mayor, and Members of the City Council approved acceptance of the 2020 SHSGP award for the purchase and installation of an above ground Microwave Radio Antenna Link to the City of Montebello regional ICI hub for regional public safety communications. In response the City initiated a solicitation of Request for Proposals (RFP) on May 17, 2023, for purchase and installation of a Microwave Radio Antenna Link system.

The proposals were due on M onday, May 31, 2023. The City received F ive (5) proposals for Microwave Radio Antenna Link project. Below is the list of consultants that submitted a proposal, along with their proposed percentage breakdown and overall rankings:

AGENDA ITEM 8

Ranking Vendor Name Cost Other
1 Aztec Telecom, Inc. $75,885.50
2 Aviat U.S., Inc. $105,969.00
3 Cable AML, Inc. $110,000.00
4 Microwave Networks, Inc. $154,415.00
5 Commline Inc. $85,000.00

All five (5) proposals were reviewed by the police department and IT staff. All raters selected Aztec Telecom, Inc., as the lowest, most- responsive bidder to provide Microwave Radio Antenna Link System and Installation. The proposals were evaluated with the following “Best Value” criteria in mind:

• Cost (30%)
• Responsiveness to RFP (15%)
• Qualifications and Experience (20%)
• References/Previous Performance (10%)
• Ability to Provide Services (25%)

Based on the criteria mentioned above, staff determined that the proposal from Aztec Telecom , Inc., was the most responsive bid. Their proposal was professional and well organized (Attachment “2”). They have experience in the ICI System installations and have well-qualified staff.

FISCAL IMPACT:

There is no additional fiscal impact to the City’s General Fund. The 2020 SHSGP award will provide $174,185.00 in funding for the purchase of equipment, installation, and connected training.

ATTACHMENTS

1. Agreement (Uder Separate Cover)

City of Bell
Agenda Report

DATE: August 23, 2023

TO: Mayor and Members of the City Council

FROM: Carlos Islas, Police Chief

APPROVED Michael L. Antwine II (e-signature)
BY: ________________________________________
Michael L. Antwine II, City Manager

SUBJECT: Ap prove the sub-lease Agreement with Crown Castle Fiber , LLC., in the amount of $7,800.00 per year for a five-year period totaling $39,000.00, for the use of space on the Monopole behind City Hall to attach a Microwave Radio Antenna Link.

RECOMMENDATION:

It is recommended that the City Council authorize the City Manager or his designee to enter into a five-year lease agreement with Crown Castle Fiber, LLC., in the amount of $7,800.00 per year for a total of $39,000.00 to provide space on their leased cell tower monopole for the installati on of the Microwave Radio Antenna Link system. The lease cost will be reimbursed by the 2020 SHSGP Award.

BACKGROUND:

The Bell Police Depart ment (BPD) relies on i ts radio syste m to provide ess ential public safety service to the community. The radio syste m connects police officers and other first responders with dispatchers who relay information gathered from r esidents. The radio system also pr ovides a platform by which police officers and other first responders can communicate directly with each other to coordinate essential routine and emergency services to the community. To ensure reliable communications during natural disasters and other unforeseen events or emergencies, the Bell Police Department applied for and received a 2020 SHSGP of $ 174,185.00 for t he purchase and installation of a Microwave Radio Antenna Link. This Microwave Radio Antenna Link will provide wireless above ground radio communi cations between the City of Montebello regional hub which links to the ICI regional communications platform.

On September 28, 2022, the City Council approved the acceptance of the 2020 SHSGP for $174,185.00 for the purchase and installation of a Microwave Radio Antenna Link. The City then utilized the solicitation of Request for Proposals (RFP) for purchase and installation of a Microwave Radio Antenna Link system.

The RFP process identified Aztec Telcom, Inc., as the most responsi ve bidder to install the Microwave Radio Antenna Link between the City of Bell and the City of Montebello.

Unfortunately, t he City of Bell currently does not have an available radio communications monopole to mount the Microwave Radio Antenna Link, thus necessitating the need to seek space from Crown Castle Fiber, LLC., who currently leases the monopole from the City, to allow AGENDA ITEM 9

the installation of the Microwave Radio Antenna Link equipment on the existing cell tower monopole located to the rear of the PD and City Hall.

DISCUSSION:

To allow the installation of the Microwave Radio Antenna Link, it is necessar y to enter into a lease agreem ent for space on the monopole for approximately $7,800.00 per year for a five - year period totaling $39,000.00 which will be reimbursed through the 2020 SHSGP for five years. This would allow for effective and reliable above ground Micro wave Radio Antenna Link communications and interoperability communications with allied public safety agencies in the greater Los Angeles County region through the ICI System.

The agreement with C rown Castle Fiber , LLC., would be sole source vendor as they are the only monopole located behind the police statio n and there are no oth er immediately available monopole options.

FISCAL IMPACT:

There is no additional fiscal impact to the City’s General Fund. The sublease agreement for the monopole space would be funded by the 2020 SHSGP which will provide $174,185.00 in funding for the purchase equipment, monopole lease, and installation of the Microwave Radio Antenna Link system, and training.

ATTACHMENT(S):

1. Resolution 2022-62

2. Agreement (Under Separate Cover)

City of Bell
Agenda Report

DATE: August 23, 2023

TO: Mayor and Members of the City Council

FROM: Carlos Islas, Police Chief

APPROVED Michael L. Antwine II (e-signature)
BY: ________________________________________
Michael L. Antwine II, City Manager

SUBJECT: Ap prove the sub-lease Agreement with the City of Montebello in the amount of $6,000.00 per year for a five-year period totaling $30,000.00, for the use of space on the Monopole behind City Hall to attach a Microwave Radio Antenna Link

RECOMMENDATION:

It is recommended that the City Council au thorize th e City Manager to enter into a five-year lease agreement with the City of Montebello in the amount of $6,0 00.00 per year for a total of $30,000.00 to provide space on their leased cell tower monopole for the installation of the Microwave Radio Antenna Link system. The lease cost will be reimbursed by the 2020 SHSGP Award.

BACKGROUND:

The Bell Police Depart ment (BPD) relies on its radio system to provide ess ential public safety service to the community. The radio system connects police offi cers and other first responders with dispatchers who relay information gathered from r esidents. The radio system also pr ovides a platform by which police officers and other first responders can communicate directly with each other to coordinate essential routine and emergency services to the community. To ensure reliable communications during natural disasters and other unforeseen events or emergencies, the Bell Police Department applied for and received a 2020 SHSGP of $ 174,185.00 for the purchase and installation of a Microwave Radio Antenna Link. This Microwave Radio Antenna Link will provide wireless above ground radio communi cations between the City of Montebello regional hub linking to the ICI regional communications platform.

On September 28, 2022, the Mayor and Members of the City Council approved the acceptance of the 2020 SHSGP for $ 174,185.00 for the purchase and installation of a Microwave Radio Antenna Link. The City has identified Aztec Telcom, Inc., as the most responsive bidder as part of the RFP process to install the Microwave Radio Antenna Link between the City of Bell and the City of Montebello.

DISCUSSION

To complete the necessary communications link to the ICI regional communications networ k, the City of Bell will need to place a re ceiver Microwave Radio Antenna Link mounted on an existing mo nopole in the City of Montebello to connect to the regional hub linking to the ICI AGENDA ITEM 10

regional communications platform . The City of Montebello has agreed to accommodate the installation of the Microwave Radio Antenna Link on their monopol e u nder a five- year lease agreement in the amount of $6,000.00 per year for a total amount of $30,000.00. This lease expense i s an allowable expense which will be completely reimbursable to the City of Bell through the 2020 SHSGP award of $174,185.00.

This would allow for effective and reliable above ground M icrowave Radio Antenna Link communications and interoperability communications with allied public safety agencies in the greater Los Angeles County region through the ICI System.

The agreement with the City of Montebello would be sole source vendor as they are the only regional ICI communications hub for the southeast region.

FISCAL IMPACT:

There is no additional fiscal impact to the City’s General Fund. The sublease agreement for the monopole space would be funded by the 2020 SHSGP which will provide $174,185.00 in funding for the purchase equipment, monopole lease, and installation of the Microwave Radio Antenna Link system, and training.

ATTACHMENTS

1. Lease Agreement (Under Separate Cover)

City of Bell
Agenda Report

DATE: August 23, 2023

TO: Mayor and Members of the City Council

FROM: Angela Bustamante, City Clerk

APPROVED Michael L. Antwine II (e-signature)
BY: _ _______________________________________
Michael L. Antwine II, City Manager

SUBJECT: Consideration of a Resolution Approving Revisions to the City’s Records Retention Schedules

RECOMMENDATION:

It is recommended that the City Council read by title only, waive further reading and adopt Resolution No. 2023-60 titled:

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
BELL AMENDING THE CITY’S RECORDS RETENTION
SCHEDULES AND RESCINDING RESOLUTION 2014-51

BACKGROUND:

The City of Bell updated its R ecords Retention Schedule i n 2014, in which G ladwell Governmental Services, Inc., an expert in local government records, assisted with the update. A properly completed Records Retention Schedule provides an agency with the legal authority to dispose of records entrusted in its care. It certifies the life, care, and disposition of all agency records.

Disposition of records may include sending appropriate records to the city Public Works yard, recycling unneeded records, and/or destroying records. Once records hav e fulfilled their administrative, fiscal, or l egal function, they should be disposed of as soon as possible in accordance with the e stablished retention schedule. Keeping records beyond the retention period causes a burden on staff with more documents to manage, slows down response time to public records requests and extends the agen cy’s legal liabilit y. Compliance with the R ecords Retention Schedule is highly recommended as it improves staff efficiency and customer ser vice when the status of information is up to date and available when needed.

Please note that all City Council agenda packets, minutes, resolutions, and ordinances are all permanently retained.

DISCUSSION:

Best practices require a periodic rev iew of the Records R etention Schedule to include new technology and mandated records; remove obsolete recor ds’ series; merge records ’ series; AGENDA ITEM 11

incorporate additional or renamed Divisions, and update retention schedules in compliance with City, County, State, and federal laws.

Staff utilized the services of Gladwell Governmental Services, Inc., to review the re tention schedules included as Exhibit A.

Resolution 2023-60 only include s major revisions/updates that could impact department procedures. There is still a necessity for the City Cl erk’s Office to perform a comprehensive review of the retenti on schedules. Staff anticipates initiating and completing the comprehensive review by the end of the fiscal year.

Changes are shown in “Track Change” format, with additions in blue underline and removals in red strikeout font.

The upgrade of the current records management process is driven by many factors, including:
• Very limited space in City facilities
• Many departments are filing and storing copies of the same records • Bell produces and manages many permanent records
• Technology advancements
• C hanges in law and Best Practices

The City Clerk’s Office will be implementing a new Records Retention program by the end of the fiscal year. The new records retention program will create more efficient and economical methods for the creation, utilization, maintenance, retention, preservation and disposal of al l records managed by the City.

It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the City Clerk and City Attorney (to ensure there are no litigation holds), which is provided in Section 2 of the resolution. It is also standard business practice for California cities to authorize updates to the sche dule without further action of the City Council.

The City of Bell will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies.

FISCAL IMPACT:

None.

ATTACHMENT(S):

1. R esolution No. 2023-60

Resolution 2023-60

RESOLUTION NO. 2023-60

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELL
AMENDING THE CITY’S RECORDS RETENTION SCHEDULES
AND RESCINDING RESOLUTION 2014-51

WHEREAS, the City Clerk is responsible for the administration and management of City records and public records and their retention as determined by their legal, fiscal, administrative and archival value; and

WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Bell; and

WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and

WHEREAS, Section 34090.7 of the Government Code of the State of California provides for the destruction of duplicate City records and public records that are no longer needed for reference, and in a manner prescribed by the legislative body of the City; and

WHEREAS, on September 10, 2014 pursuant to Resolution No. 2014-51, the City Council adopted a Citywide Records Retention Schedule; and

WHEREAS, it was necessary to review and update the City’s Records Retention Schedules for all departments in order to facilitate the orderly and efficient retention and destruction of city records and public records; and

WHEREAS, the City’s Records Retention Schedules, attached hereto as Exhibit “A” and incorporated herein by this reference, is updated, and outlines all recommended revisions; and

WHEREAS, it is now recommended that the City Council adopt the revised citywide Records Retention Schedules.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BELL DOES RESOLVE AS FOLLOWS:

SECTION 1. Previous Resolution No. 2014-51 is hereby rescinded.

SECTION 2. The records of the City of Bell, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the City Clerk and City Attorney, without further action by the City Council of the City of Bell.

SECTION 3. With the consent of the Department Head, City Clerk, City Manager, and City Attorney, minor updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council.

Resolution 2023-60

SECTION 4. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers as defined by the California Public Records Act.

SECTION 5. The City Clerk shall certify the passage and adoption of this resolution and enter it into the book of original resolutions.

SECTION 6. This resolution shall become effective immediately upon its passage and adoption.

PASSED, APPROVED AND ADOPTED this 23
rd day of August 2023.

________________________________
Fidencio J. Gallardo, Mayor

APPROVED AS TO FORM:

__________________________
David Aleshire, City Attorney

CERTIFICATE OF ATTESTATION AND ORIGINALITY

I, Angela Bustamante, City Clerk of the City of Bell, hereby attest to and certify that the foregoing resolution is the original resolution adopted by the Bell City Council at its regular meeting held on the 23
rd day of August 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_______________________________
Angela Bustamante, City Clerk

HOW TO USE RETENTION SCHEDULES
©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed.

Copies or duplicates of records should never be retained longer than the prescribed period for the original record.

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS

The City -wide retention schedule inclu des those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining t he original record for the prescribed length of time.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.

BENEFITS

This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:

• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.

AUTHORIZATION TO DESTROY RECORDS:

Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it.
• If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record.

Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy.

On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).”

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)

Records Description: The record series (a group of like records).

Transitory Records not retained in the ordinary course of business , that do NOT have substantive content : Preliminary drafts, notes, or interagency or intra - agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a “trusted system”, etc.

Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.

Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained

For file folders containing documents with different retention timeframes, use the document with the longest retention time.

P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated.

Vital? = Those records that are needed for basic operations in the event of a disaster.

Media Options (guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes

Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed

Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF (legal requirements) the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media, Immutable Cloud Media, DVD-R, CD- R, Blue-ray-R, or WORM – Write Once Read Many Media, or microfilmed) which is stored in a safe & separate location, and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations may suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Finance CW-001
Accounts Payable, Invoices,
Petty Cash, Warrant Requests,
Travel Reimbursements, etc.

Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Payment
Mag,
Ppr
All originals go to Finance
(these are copies); GC
§34090.7
Lead Dept. CW-002
Affidavits of Publications /
Public Hearing Notices / Legal
Advertising / Affidavits of
Posting
2 years 2 years
Mag,
Mfr, OD,
Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; Statute of Limitations
on Municipal Government
actions is 3 - 6 months; CCP
§§337 et seq, 349.4; GC
§§34090, 54960.1(c)(1)
City Clerk CW-003 Agenda Packets / Staff
Reports: City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD GC §34090.7
City Clerk CW-004
Agreements & Contracts
(Specifications / Scope of
Work, Notices of Completion,
etc.)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S
Yes: Upon
Completio
n
All agreements that are
approved by the City Council
are sent to the City Clerk; GC
§34090.7
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations may suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-005
Agreements & Contracts:

ADMINISTRATIVE FILES,
WITH grant funding
(Correspondence, Project
Administration, Project
Schedules, RFPs, Certified
Payrolls, Insurance
Certificates, Invoices, Logs,
etc.)
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion
+ 10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
Some Grant Funding Agencies
require audits; Meets auditing
standards; Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for
Grants to Local Governments
is 3 years from expenditure
report or final payment of
grantee or subgrantee;
statewide guidelines propose 4
years; 2 CFR 200.334; 7 CFR
3016.42; 21 CFR 1403.36 &
1403.42(b); 24 CFR 85.42,

91.105(h), 92.505, &
570.502(a), 28 CFR 66.42; 29
CFR 97.42; 40 CFR 31.42; 44
CFR 13.42; 45 CFR 92.42;
OMB Circular A-133; GC
§34090, GC §8546.7
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations may suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-006
Agreements & Contracts:

ADMINISTRATIVE FILES, and
NOT funded by a grant
(Correspondence, Project
Administration, Project
Schedules, RFPs. Certified
Payrolls, Insurance
Certificates, etc.)
Completion 10 years Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
Covers E&O Statute of
Limitations (insurance
certificates are filed with
agreement); Published Audit
Standards=4-7 years; Statute
of Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP
§337 et. seq., GC §34090
Lead Dept. CW-007
Agreements & Contracts:

UNSUCCESSFUL BIDS,

UNSUCCESSFUL
PROPOSALS or RESPONSES
to RFPs (Request for
Proposals) and/or RFQs
(Request for Qualifications)
that don't result in a contract
2 years 2 years Mag,
Ppr
The RFP / RFQ and the
successful proposal becomes
part of the agreement or
contract (City Clerk is the
Office of Record for successful
contracts) GC §34090
Finance CW-008
Audits / Audit Reports / Annual
Comprehensive Financial
Report (ACFR) CAFR -
Comprehensive Annual
Financial Reports
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr Copies; GC §34090.7
CW-009 Bids: See Agreements &
Contracts
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations may suspend normal retention periods (retention resumes after settlement or completion).

CW-010 Brochures: See Reference
Manuals
Finance CW-011 Budgets - Finals
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S/I Yes: After
5 years GC §34090.7
Lead Dept. CW-012 City Attorney Opinions P P Yes
Mag,
Mfr, OD,
Ppr
S Department Preference; GC
§34090
City Clerk CW-013 Claims
Copies -
When No
Longer
Required
(Upon
Settlement)
Copies -
When No
Longer
Required
(Upon
Settlement)
Yes: Before
Settlement
Mag,
Mfr, OD,
Ppr
S/I Yes: After
Settlement GC §§34090.7, 34090.6
Lead
(Responding)
Dept.

CW-014 Complaints / Concerns from
Citizens or Correspondence
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
City preference; Statute of
Limitations for personal
property, fraud, etc. is 3 years;
Claims must be filed in 6
months; CCP §§338 et seq.,
340 et seq., 342, GC §§945.6,
GC §34090
CW-015 Contracts: See Agreements
CW-016 Copies or duplicates of any
record
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations may suspend normal retention periods (retention resumes after settlement or completion).

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-017
Correspondence - ROUTINE
(Content relates in a
substantive way to the
conduct of the public's
business)
(e.g. Letters, Memorandums,
Administrative, Chronological,
General Files, Press Releases,
Public Records Requests, Reading
File, Working Files, etc.)
2 years 2 years Mag,
Ppr GC §34090
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations may suspend normal retention periods (retention resumes after settlement or completion).

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-018
Correspondence -

TRANSITORY /

PRELIMINARY DRAFTS,
Interagency and Intraagency
Memoranda not retained in the
ordinary course of business
Content NOT Substantive, or
NOT made or retained for the
purpose of preserving the
informational content for
future reference
(e.g. calendars, checklists, e-
mail, flyers that does not have
a material impact on the
conduct of business,
invitations, instant messaging,
logs, mailing lists, meeting
room registrations, staff
videoconference chats, notes
and recordings, supply
inventories, telephone
messages, text messages,
transmittal letters, thank yous,
requests from other cities,
social media, undeliverable
envelopes, visitors logs, voice
mails, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Refer to the City's
Administrative Policies.

Electronic and paper records
are categorized, filed and
retained based upon the
CONTENT of the record.

Records where either the
Content relates in a
substantive way to the conduct
of the public's business, or
ARE made or retained for the
purpose of preserving the
informational content for future
reference are saved by placing
them in an electronic or paper
(project) file folder and retained
for the applicable retention
period. E-mails that have a
material impact on business
are saved outside the e-mail
system by printing them out
and placing them in a file
folder, or saving them
electronically; If not mentioned
here, consult the City Attorney
to determine if a record is
considered transitory /
preliminary drafts. GC §34090,
GC §6252; 64 Ops. Cal. Atty.

Gen. 317 (1981)); City of San
Jose v. Superior Court (Smith).

S218066. Supreme Court of
California, 2017
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations may suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CW-019 Deeds, Easements (All)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Send all originals to the City
Clerk; GC §34090.7
Lead Dept. CW-020 Drafts & Notes: Drafts that are
revised (retain final version)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes
are not retained in the "Regular
Course of Business". Consult
the City Attorney to determine
if a record is considered a
draft. GC §§34090, 6252,
6254(a)
Lead Dept. CW-021 Grants (UNSUCCESSFUL
Applications, Correspondence) 2 years 2 years Mag,
Ppr GC §34090
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations may suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-022
Grants / CDBG / Reimbursable
Claims / FEMA Claims / OES
Claims Subventions
(SUCCESSFUL Reports, other
records required to pass the
funding agency's audit, if
required)
Applications (successful), program
rules, regulations & procedures,
reports to grant funding agencies,
correspondence, audit records,
completion records
2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Ppr
Meets auditing standards;
Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for
Grants to Local Governments
is 3 years from expenditure
report or final payment of
grantee or subgrantee;
statewide guidelines propose 4
years; 2 CFR 200.334; 7 CFR
3016.42; 21 CFR 1403.36 &
1403.42(b); 24 CFR 85.42,

91.105(h), 92.505, &
570.502(a), 28 CFR 66.42; 29
CFR 97.42; 40 CFR 31.42; 44
CFR 13.42; 45 CFR 92.42;
OMB Circular A-133; GC
§34090, GC §8546.7
Human
Resources CW-023 Grievances and Informal
Complaints (Employees)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Disposition
Mag,
Ppr
Send all grievances to Human
Resources; All State and
Federal laws require retention
until final disposition of formal
complaint; State requires 2
years after action is taken; GC
§§12946, 12960 34090
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations may suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CW-024 Lawsuits, Litigation, Pending
Litigation
Copies -
When No
Longer
Required
(Upon
Settlement)
Copies -
When No
Longer
Required
(Upon
Settlement)
Yes: Before
Settlement
Mag,
Mfr, OD,
Ppr
S/I Yes: After
Settlement
Risk Management
administrates claim; GC
§§34090.7, 34090.6
Lead Dept. CW-025 Leave Requests / Vacation
Requests
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Preliminary draft / transitory
record; GC §34090, GC §6252
City Clerk CW-026 Minutes - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§34090.7
Lead Dept. CW-026.1
MSDS (Material Data Safety
Sheets) / Safety Data Sheets
(SDS) / Chemical Use Report
Form (or records of the
chemical / substance / agent,
where & when it was used)
30 years 30 years
Mag,
Mfr, OD,
Ppr
S Yes (after
inactive)
Previous MSDS may be
obtained from a service; MSDS
may be destroyed as long as
a record of the chemical /
substance / agent, where &
when it was used is
maintained for 30 years;
Applies to qualified employers;
8 CCR 3204(d)(1)(B)(2 and 3),
29 CFR 1910.1020(d)(1)(ii)(B),
GC §34090
City Clerk CW-027 Municipal Code (these are
copies)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Original
Mag,
Mfr, OD,
Ppr
I No
Return any whole unused
codes to the City Clerk;
Originals maintained by City
Clerk Permanently; GC §34090
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations may suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-028 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records - may be obtained
from the newspaper company;
GC §34090
Staffing Dept. CW-029
Notices: Public Hearing
Notices and Proofs of
Publications
2 years 2 years Mag,
Ppr
Statute of Limitations on
Municipal Government actions
is 3 - 6 months; CCP§337 et
seq; GC §34090
City Clerk CW-030 Ordinances - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No Originals maintained by City
Clerk Permanently; GC §34090
Human
Resources CW-031 Personnel Files
After
Separation,
Transfer to
Human
Resources
After
Separation,
Transfer to
Human
Resources
Before
Separation
Mag,
Ppr
Ensure records kept in
Department files comply with
City policy (all originals are
sent to Human Resources,
except for Police Department
employees); GC §34090.7
Lead Dept. CW-032 Personnel Files (Supervisor's
Notes)
When No
Longer
Required
When No
Longer
Required
Before
Annual
Performance
Evaluation
Mag,
Ppr
Preliminary drafts; Notes
maintained in a separate folder
to be incorporated into
performance evaluation, or to
document progressive
discipline; GC §34090 et seq.

Lead Dept. CW-033 Personnel Work Schedules 2 years 2 years Mag, Ppr GC §34090
Lead Dept. CW-033.1
Pre-Trip Inspections / Vehicle
Safety Checks / Daily Vehicle
Inspections / Daily Equipment
Checks
2 years 2 years Mag,
Ppr 13 CCR 1234(c); GC §34090
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations may suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-034 Public Relations / Press
Releases 2 years 2 years Mag,
Ppr GC §34090
City Clerk CW-035
Records Destruction Lists /
Certificate of Records
Destruction
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §34090.7
CW-036
Reference Materials: Policies,
Procedures, Brochures,
Manuals, Newsletters &
Reports: Produced by

OUTSIDE ORGANIZATIONS
(League of California Cities,
Chamber of Commerce, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-Records
Lead Dept. CW-037
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc:

Produced by YOUR
Department
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department preference;
Statewide guidelines propose
superseded + 2 or 5 years; GC
§34090
Lead Dept. CW-038
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc:

Produced by OTHER
Departments
When
Superseded
When
Superseded Mag,
Ppr Copies; GC §34090.7
CW-039 Reference or Working Files:

See Correspondence
Lead Dept. CW-040
Reports and Studies
(Historically significant - e.g.,
Zoning Studies)
10 years P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
10 years
Administratively and
Historically significant,
therefore retained permanently;
GC §34090
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations may suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-041
Reports and Studies (other
than Historically significant
reports - e.g. Annual Reports)
10 years 10 years Mag,
Ppr
Information is outdated after 10
years; statewide guidelines
propose 2 years; If historically
significant, retain permanently;
GC §34090
City Clerk CW-042 Resolutions - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§34090.7
Lead Dept. CW-043 Special Projects / Subject Files
/ Issue Files
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§34090 et seq.

Lead Dept. CW-044
Subject / Reference Files:

Subjects other than Specifically
Mentioned in Retention
Schedules
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§34090 et seq.

Lead Dept. CW-045
Surveys / Questionnaires (that
the City issues).

If a summary of the data is
compiled, the survey forms are
considered a draft or transitory
record, and can be destroyed
as drafts (When No Longer
Required)
2 years 2 years Mag,
Ppr GC §34090
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations may suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Payroll CW-046
Time Sheets / Time Cards /
Overtime Sheets / Overtime
Cards
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §34090.7
Lead Dept. CW-046.1
Training - ALL COURSE

RECORDS
(Attendance Rosters, Outlines
and Materials; includes Ethics
Training, Harassment
Prevention Training, & Safety
training, Tailgates)
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S Yes: When
Inactive
Department preference; Ethics
Training is 5 years;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection,
or discharge; State Law
requires 2 -3 years for
personnel actions; 8 CCR
§3203 et seq., 29 CFR
1602.31; LC §6429(c); GC
§§12946, 12960 34090,
53235.2(b); 53237.2(b)
Lead Dept. CW-047 Volunteer / Unpaid Intern
Applications, Time Sheets, etc. 3 years 3 years Ppr
Department preference (Courts
treat volunteers as employees);
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection,
or discharge; 29 CFR 1602.31
& 1627.3(b)(1)(i)&(ii), GC
§§12946, 12960 34090
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations may suspend normal retention periods (retention resumes after settlement or completion).

CITY CLERK
City Clerk CC-001
Agenda Packets / Staff
Reports:

City Council, Redevelopment /
Successor Agency / Oversight
Board, Housing Authority, Planning
Commission
5 years P P Yes: Until
After Meeting
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department Preference; GC
§34090 et seq.

City Clerk CC-002
Agreements - Imaged,
Infrastructure, CIPs, MOUs,
MOAs (excludes Housing
Agreements)
includes all contractual
obligations (e.g. Amendments,
Scope of Work or Successful
Proposal)
Examples of Infrastructure:

Architects, CalPERS, City
Mangers, CIPs (Capital
Improvement Projects,) franchise
agreements, Joint Powers, MOUs,
settlement, etc.

Completion P P Yes: Before
Completion
Mag, Mfr,
OD, Ppr S Yes: Upon
Completion
Other contracts are maintained
by the Lead Department
managing the contract;
Department Preference; All
infrastructure, JPAs, & Mutual
Aid contracts should be
permanent for emergency
preparedness; Statute of
Limitations is 4 years; 10 years
for Errors & Omissions; land
records are permanent by law;
CCP §§337. 337.1(a), 337.15,
343; GC §34090, Contractor
has retention requirements in
48 CFR 4.703
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations may suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-003
Agreements - Non-
Infrastructure that are NOT
Imaged (excludes Housing
Agreements)
includes all contractual
obligations (e.g. Amendments,
Scope of Work or Successful
Proposal)
Examples of NON-Infrastructure:

Consulting, disposal, leases, loans,
mutual aid, professional services,
services, etc.

Completion 10 years Completion +
10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I Yes: Upon
Completion
Other contracts are maintained
by the Lead Department
managing the contract; Covers
E&O Statute of Limitations;
Published Audit Standards=4-7
years; Statute of Limitations:

Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; Statewide guidelines
propose termination + 5 years;
CCP §§336(a), 337 et. seq.,
GC §34090
City Clerk CC-004
Applications for Boards,
Commissions or Committees -
ALL (successful or
unsuccessful)
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-005 City Council Correspondence 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-006
City Council Subcommittees
(composed solely of less than
a quorum of the City Council)
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-007 Claim Log / Copies of Claims 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-008
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests): ALL
2 years 5 years 7 years Mag, Mfr,
OD, Ppr S / I Yes
City maintains original
statements; GC §81009(e)&(g);
GC §81009(f)&(g); 2 CCR
18615(d)
City Clerk CC-009 FPPC Form 801 (Gift to
Agency Report) 4 years 4 years Mag, Ppr Must post on website; 2 CCR 18944.2(c)(3)(G)
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations may suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-010 FPPC Form 802 (Tickets
Provided by Agency Report) 7 years 7 years Mag, Ppr Must post on website for 4 years; GC §81009(e)
City Clerk CC-010.1 FPPC Form 803 (Behested
Payment Report) 7 years 7 years Mag, Ppr FPPC Regulation 18734(c); GC §81009e
City Clerk CC-011
FPPC Form 806 (Agency
Report of Public Official
Appointments)
7 2 years 7 2 years Mag, Ppr
Must post on website; 2 CCR
18702.5 18705.5; GC §34090;
GC §81009(e)
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014