Regular Meeting of the Calimesa City Council
February 7, 2022
CALL TO ORDER
ROLL CALL: MAYOR DAVIS, MAYOR PRO TEM CERVANTEZ, COUNCIL MEMBER DUVALL, COUNCIL MEMBER HEWITT AND COUNCIL MEMBER MOLINA.
STAFF: CITY MANAGER JOHNSON, CITY ATTORNEY BARROW, CITY CLERK
GERDES, FINANCE DIRECTOR REID, PLANNING MANAGER LUCIA, PUBLIC
WORKS DIRECTOR MONSON, CITY ENGINEER THORNTON, INTERIM FIRE CHIEF O’CONNELL AND SHERIFF CAPTAIN SALAS.
PLEDGE OF ALLEGIANCE
City of Calimesa
Regular Meeting of the Calimesa City Council
Meeting Agenda
Monday, February 7, 2022 – 6:00 p.m.
Norton Younglove Multipurpose Senior Center
908 Park Avenue, Calimesa, CA 92320
William Davis, Mayor Jeff Cervantez, Mayor Pro Tem
Wynona Duvall, Council Member Wendy Hewitt, Council Member Linda Molina, Council Member Bonnie Johnson, City Manager Quinn Barrow, City Attorney The Calimesa City Council will be conducting this meeting in the Norton Younglove Senior Center. Pursuant to the recent 12/15/2021 State of California Mandate, it is required that masks be worn indoors by all those fully vaccinated or unvaccinated and while attending the Council meeting. Members of the public may participate in this meeting in one of two ways:
1) In person at the Norton Younglove Senior Center, 908 Park Avenue, Calimesa, CA 92320. 2) By viewing the meeting on Facebook Live, beginning at 6:00 p.m. at https://www.facebook.com/cityof.calimesa Submission of Public Comments: If attending the meeting, public comment will be allowed by completing a blue speaker slip and providing it to the City Clerk at the meeting. Please observe a time limit of three (3) minutes when giving your presentation. When called upon, please step forward to the microphone, state your name for the record, whom you represent and any statement you wish to make. Please be advised that you may not defer your three (3) minutes to another speaker. Otherwise, public comment will be accepted via email. Please send comments via email to the Calimesa City Clerk at [email protected]. Identify public comment or the specific agenda item you wish to comment on in your email’s subject line. You may submit comments on any agenda item. Emailed comments must be submitted by 5:30 p.m. on Monday, February 7, 2022 and will be read into the record by the City Clerk. Electronic comments on agenda items may only be submitted via email and comments via text and social media (Facebook, Twitter, etc.) will not be accepted.
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in a City meeting or other services offered by this City, please contact the City Clerk’s Office, (909) 795-9801. Notification of at least 48 hours prior to the meeting or time when services are needed will assist the City staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting or service.
Any public writings distributed by the City to at least a majority of the Council Members regarding any item on this regular meeting agenda will be made available at the public counter at City Hall located at 908 Park Avenue, Calimesa, CA 92320.
Regular Meeting of the Calimesa City Council
February 7, 2022
COMMUNICATIONS FROM THE PUBLIC
Anyone wishing to address the Council on any item within the Council’s jurisdiction that is not on the agenda may do so at this time. This is not a time for City Council discussion of non-agenda items. After receiving public comments, Council Members or staff, after being recognized by the Mayor, may briefly respond to statements made by the public or questions posed by the public. In addition, Council Members may ask questions for clarification or make a referral to staff for factual information to be reported back to the Council at a later meeting.
APPROVAL OF THE AGENDA
RECOMMENDATION: Move to approve the agenda
Motion____________________ Second____________________ Vote____________________ CONSENT CALENDAR (Items 1 – 10)
The following Consent Calendar items are expected to be routine and non-controversial. Council will act upon them at one time without discussion. Any Council Member or staff member may request removal of an item from the Consent Calendar for discussion.
1. APPROVAL OF CITY COUNCIL ACTION MINUTES.
a) City Council action minutes of a regular meeting of January 18, 2022
2. RECEIVE AND FILE CITY COMMISSION & BOARD MINUTES.
a) Library Commission action minutes of a regular meeting of December 7, 2021. b) Planning Commission action minutes of a regular meeting of December 13, 2021.
3. APPROVAL OF WARRANT REGISTERS.
a) Check Register Report with a total of $344,150.65 (Check Nos. 38134 to 38226) b) January 20, 2022 Payroll of $82,469.68
February 1, 2022 Council Payroll of $1,671.75
4. WAIVE FULL READING OF ANY PROPOSED ORDINANCES ON THE AGENDA.
This permits reading the title only in lieu of reciting the entire text of the Ordinances. This does not take policy action on the Ordinances or approve or disapprove any Ordinances on the agenda.
5. TREASURER’S REPORT FOR MONTH END OF DECEMBER 31, 2021.
RECOMMENDATION: That the City Council receive and file the Treasurer’s Report for the month end of December 31, 2021.
6. FIRST AMENDMENT TO THE AMENDED AND RESTATED AGREEMENT BETWEEN
THE CITY OF CALIMESA AND FAMILY SERVICE ASSOCIATION TO PROVIDE
SENIOR SERVICES AT THE NORTON YOUNGLOVE MULTIPURPOSE SENIOR CENTER.
RECOMMENDATION: That the City Council approve the Amended and Restated Agreement between the City of Calimesa and Family Service Association (FSA) to provide Senior Services at the Norton Younglove Multipurpose Senior Center.
7. REJECTION OF BID RECEIVED FOR CITY HALL AND CD ANNEX CARPET REPLACEMENT.
RECOMMENDATION: That the City Council reject the bid received for City Hall and CD Annex Carpet Replacement Bid No. 2021-10 and authorize staff to re-bid the project.
Regular Meeting of the Calimesa City Council
February 7, 2022
8. AWARD CONSTRUCTION CONTRACT FOR CITY HALL EXPANSION.
RECOMMENDATION: That the City Council:
1. Award a construction contract to I.E. General Engineering, Inc. for the amount of $435,580 for the construction of the City Hall Expansion; and
2. Approve a construction contingency of 10% for the amount of $43,558, a design budget of $14,500 for plans specifications and bidding, and a budget for the management of construction including inspection and materials testing of 8% in the amount of up to $34,800; and
3. Approve the Plans and Specifications; and
4. Approve Resolution 2022-03, a Resolution of the City of Calimesa Amending the FY 2021-22 Budget to include an additional appropriation from the Development Impact Fee account – Fund 33 – Administrative Facilities Fees for the construction of the City Hall Expansion.
9. ACCEPTING LANDSCAPE IMPROVEMENTS AND AWARDING A CONTRACT FOR
LANDSCAPE MAINTENANCE SERVICES FOR CFD MAINTAINED AREAS WITHIN SINGLETON HEIGHTS.
RECOMMENDATION: That the City Council:
1) Accept the landscape improvements for maintenance in Tract 26811; Community Facilities District (CFD 2012-1), and
2) Award a contract to Excel Landscape to provide landscape maintenance services.
10. APPROVAL OF AGREEMENT FOR RIGHT-OF-WAY WEED CONTROL.
RECOMMENDATION: That the City Council approve an agreement with Rene’s Commercial Management for Right-of-Way Weed Control in the amount of $13,500 and authorize the City Manager to execute the agreement.
POLICE CHIEF COMMENTS & REPORTS
FIRE CHIEF COMMENTS & REPORTS
MAYOR & COUNCIL MEMBER REPORTING OF COUNTY & REGIONAL MEETINGS This is the time for comments, announcements and/or reports on meetings attended at public expense as required by AB 1234.
BUSINESS ITEMS
11. COUNTY LINE ROAD (CLR) TRANSPORTATION CORRIDOR IMPROVEMENTS
PROJECT, CONSTRUCTION CONTRACT AWARD
RECOMMENDATION: That the City Council:
1. Award a contract to Roadway Engineering and Construction Corporation in the amount of $8,185,689.00 for construction of roadway and drainage improvements along County Line Road between Park Avenue and Bryant Street; and
2. Authorize 10% construction contingencies in the amount of $818,569.00 for project change orders; and
Regular Meeting of the Calimesa City Council
February 7, 2022
3. Approve the Plans and Specifications for construction of roadway and drainage improvements along County Line Road between Park Avenue and Bryant Street; and
4. Authorize the City Manager to execute minor change orders not exceeding the authorized construction contingencies; and
5. Authorize a construction management, geotechnical engineering, and survey budget of $880,000.
12. 2021-22 MID-YEAR FINANCIAL AND BUDGET REPORT
RECOMMENDATION: That the City Council approve Resolution No. 2022-04 A Resolution of the City Council of the City of Calimesa amending the Fiscal Year 2021-22 Budget to include recommended adjustments.
COUNCIL MEMBERS’ COMMENTS & REPORTS
This is the time for additional general comments, announcements, reports on meetings attended at public expense as required by AB 1234, requests of staff, and other issues of concern to Council Members may be presented briefly at this time. The Council may not legally take action on any item presented at this time other than to direct staff to investigate a complaint or place an item on a future agenda unless (1) by a majority vote, the Council determines that an emergency situation exists, as defined by Government Code § 54956.5 or (2) by a four-fifths vote, the Council determines that there is a need for immediate action and the need for action arose subsequent to the agenda being posted as required by Government Code § 54954.2(b).
CITY MANAGER COMMENTS & REPORTS
CLOSED SESSION ITEMS
A. PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Pursuant to Government Code Section 54957
Title: City Manager
ADJOURNMENT
Adjourn to the Regular Meeting of the City Council on Tuesday, February 22, 2022 at 6:00 p.m.
City Council Meeting
Agenda Report
Agenda Item No. 1
SUBJECT: APPROVAL OF CITY COUNCIL MEETING MINUTES
MEETING DATE: February 7, 2022
PREPARED BY: Darlene Gerdes, Deputy City Manager/City Clerk RECOMMENDATION: That the City Council approve the action minutes as presented for the Regular City Council meeting of January 18, 2022.
ATTACHMENTS:
Attachment A: City Council action minutes of January 18, 2022 regular meeting.
City Council Action Minutes of the
Regular Meeting of January 18, 2022
City Of Calimesa
City Council Minutes of Regular Meeting
January 18, 2022
Pursuant to the State of California Executive Order N-29-20, regarding the COVID19 pandemic, the Calimesa City Council conducted this meeting in the Norton Younglove Senior Center maintaining appropriate social distancing. Members of the public were encouraged to participate in the meeting in one of two ways:
1) In person at the Norton Younglove Senior Center, 908 Park Avenue, Calimesa, CA 92320, maintaining a 6-foot distance from others. Face masks are mandatory. 2) By viewing the meeting on Facebook Live, beginning at 6:00 p.m. at https://www.facebook.com/cityofcalimesa
Submission of Public Comments: Those attending the meeting and maintaining appropriate social distancing, were allowed to speak during public comment by completing a blue speaker slip and providing it to the City Clerk at the meeting. Otherwise, public comment was accepted via email to the Calimesa City Clerk at [email protected] with a deadline of 5:30 p.m. on Tuesday, January 18, 2022.
CALL TO ORDER 6:00 p.m. by Mayor Davis
ROLL CALL: MAYOR DAVIS, MAYOR PRO TEM CERVANTES, COUNCIL MEMBER DUVALL AND COUNCIL MEMBER HEWITT.
ABSENT: MAYOR PRO TEM MOLINA
There was Council consensus to excuse the absence of Mayor Pro Tem Molina.
STAFF: CITY MANAGER JOHNSON, ASSISTANT CITY ATTORNEY
FLOWER, CITY CLERK GERDES, FINANCE DIRECTOR REID,
PLANNING MANAGER LUCIA, PUBLIC WORKS ENGINEER
BAILEY, INTERIM FIRE CHIEF O’CONNELL AND SHERIFF
CAPTAIN SALAS.
PLEDGE OF ALLEGIANCE
Pledge of Allegiance was led by Public Works Engineer Bailey.
COMMUNICATIONS FROM THE PUBLIC
None
APPROVAL OF THE AGENDA
MOTION BY COUNCIL MEMBER DUVALL, SECONDED BY COUNCIL MEMBER HEWITT, CARRIED 4-0-1-0(MAYOR PRO TEM MOLINA WAS ABSENT) TO APPROVE THE AGENDA AS PRESENTED.
Mayor Davis asked if there were any items to be removed from the Consent Calendar for Attachment 1A
City Council Action Minutes of the
Regular Meeting of January 18, 2022
discussion. Mayor Pro Tem Cervantez requested that Item No. 6 be removed in order to provide his comments.
CONSENT CALENDAR (Items 1 – 6)
The following Consent Calendar items are expected to be routine and non-controversial. Council will act upon them at one time without discussion. Any Council Member or staff member may request removal of an item from the Consent Calendar for discussion.
1. APPROVAL OF CITY COUNCIL ACTION MINUTES.
a) City Council action minutes of a regular meeting of December 20, 2021
2. RECEIVE AND FILE CITY COMMISSION & BOARD MINUTES.
There are no minutes ready for approval at this time
3. APPROVAL OF WARRANT REGISTERS.
a) Check Register Report with a total of $507,130.57 (Check Nos. 38049 to 38133) b) December 23, 2021 Payroll of $81,514.09
January 1, 2022 Council Payroll of $1,671.75
January 6, 2022 Payroll of $86,114.56
4. WAIVE FULL READING OF ANY PROPOSED ORDINANCES ON THE AGENDA.
This permits reading the title only in lieu of reciting the entire text of the Ordinances.
This does not take policy action on the Ordinances or approve or disapprove any Ordinances on the agenda.
5. TRAVEL EXPENSES
RECOMMENDATION: That the City Council move to approve the Council Travel Training and Meeting/Mileage Expenses Report through December 31, 2021.
MOTION BY MAYOR PRO TEM CERVANTEZ, SECONDED BY COUNCIL MEMBER HEWITT, CARRIED 4-0-1-0(COUNCIL MEMBER MOLINA WAS ABSENT) TO APPROVE ITEM NO’S 1 – 5 OF THE CONSENT CALENDAR AS PRESENTED.
ITEMS REMOVED FROM THE CONSENT CALENDAR FOR DISCUSSION
6. RESOLUTION APPROVING NEW CITY LOGO AND AUTHORIZING RELATED ACTIONS.
RECOMMENDATION: That the City Council adopt Resolution No. 2022-02, A Resolution of the City Council of the City of Calimesa, California approving a new city logo and authorizing related actions.
Mayor Pro Tem Cervantez thanked staff for their work on the new logo, stating that it is outstanding and speaks to the past, but also has a modern flair. He questioned
City Council Action Minutes of the
Regular Meeting of January 18, 2022
when new signage etc. would be created using the new logo.
Deputy City Manager/City Clerk Gerdes stated that signage etc. would most likely be changed with requested funds in the 22/23 fiscal year budget. She added that staff would begin to make changes using the new logo on City letterhead, mailings, etc.
MOTION BY MAYOR PRO TEM CERVANTEZ, SECONDED BY COUNCIL MEMBER HEWITT, CARRIED 4-0-1-0(COUNCIL MEMBER MOLINA WAS ABSENT) TO ADOPT RESOLUTION NO. 2022-02, A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CALIMESA, CALIFORNIA APPROVING A NEW CITY LOGO AND AUTHORIZING RELATED ACTIONS.
CHAMBER OF COMMERCE REPORTS
No Report was provided as there were no members from the Chamber in attendance.
POLICE CHIEF COMMENTS & REPORTS
Captain Salas reported 424 calls for service from December 20th – January 17th. He further reported 8 arrests, 12 traffic citations, 2 injury collisions, 3 vehicle burglaries, 4 vandalism reports, 5 reports of fraud, 12 petty thefts and 4 mail thefts. He further reported an increase in over doses, reporting 21 for the last month with one resulting in death. He further reported on the POP officer’s accomplishments with 20 arrests, 12 citations issued and 400 community contacts, he added that Deputy Juan Cedeño is doing a great job.
FIRE CHIEF COMMENTS & REPORTS
Interim Fire Chief O’Connell reported that he attended the Riverside County Board of Supervisors meeting where they spoke about the on-going health crisis and the effect it is having on ambulance response times. He stated that the department has a great working relationship with AMR, adding that AMR are experiencing a shortage of people resulting in significant delays.
MAYOR & COUNCIL MEMBER REPORTING OF COUNTY & REGIONAL MEETINGS This is the time for comments, announcements and/or reports on meetings attended at public expense as required by AB 1234.
Council Member Hewitt reported that she attended a WRCOG Joint Board and City Manager TAC meeting to discuss WRCOG’s Strategic Plan, adding that they selected a mission and the core values of WRCOG.
Mayor Pro Tem Cervantez reported that he attended a meeting of the RCA where they adopted new policies and procedures for RCA and RCTC.
City Clerk Gerdes read into the record the meetings attended by Council Member Molina who could not be in attendance. The meetings are as follows:
City Council Action Minutes of the
Regular Meeting of January 18, 2022
San Gorgonio Pass RTA TNOW zoom meeting on 1/6/22-Safe Routes to School Program presentation by Riverside University Health System offering grant opportunities for children and also for seniors. Forwarded info to the City Manager and Planning Manager.
RCTC meeting on 1/12/22 via zoom – Highlights: Ben Benoit elected to represent Banning, Beaumont, Calimesa, Canyon Lake, Eastvale, Hemet, Lake Elsinore, Menifee, Norco, Perris, San Jacinto & Wildomar. Resolution to authorize Virtual Board and Committee Meetings pursuant to AB361. Fiscal Year 2021/2022 Mid-Year revised revenue projections and budget increases (Measure A, Local Transportation Fun (LTF) and TUMF).
RTA Budget & Finance Meeting via zoom on 1/12/22 – Highlights no cash flow issues, no significant changes to the proposed Agency Investment Policy for 2022 & routine business.
RTA Greater Riverside TNOW zoom meeting on 1/13/2022.
BUSINESS ITEMS
7. AMENDMENTS TO THE APPROVED JOB DESCRIPTIONS FOR FIRE CHIEF,
ADMINISTRATIVE ASSISTANT CLASSIFICATION SERIES AND ACCOUNTING TECHNICIAN.
RECOMMENDATION: That the City Council adopt Resolution No. 2022-01, a Resolution of the City Council of the City of Calimesa, California adopting a revised position classification plan for City Personnel for Fiscal Year 2021-22.
City Manager Johnson presented the agenda report.
After Council discussion, the following action was taken:
MOTION BY COUNCIL MEMBER HEWITT, SECONDED BY MAYOR PRO TEM CERVANTEZ, CARRIED 4-0-1-0(COUNCIL MEMBER MOLINA WAS ABSENT) TO ADOPT RESOLUTION NO. 2022-01, A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF CALIMESA, CALIFORNIA ADOPTING A REVISED POSITION CLASSIFICATION PLAN FOR CITY PERSONNEL FOR FISCAL YEAR 2021-22.
COUNCIL MEMBERS’ COMMENTS & REPORTS
This is the time for additional general comments, announcements, reports on meetings attended at public expense as required by AB 1234, requests of staff, and other issues of concern to Council Members may be presented briefly at this time. The Council may not legally take action on any item presented at this time other than to direct staff to investigate a complaint or place an item on a future agenda unless (1) by a majority vote, the Council determines that an emergency situation exists, as defined by Government Code § 54956.5 or (2) by a four-fifths vote, the Council determines that there is a need for immediate action and the need for action arose subsequent to the agenda being posted as required by Government Code § 54954.2(b).
Council Member Duvall gave a “shout out” to Acorn Technologies and Seth for his assistance in getting her Surface Pro working, adding that he was very response and she was greatly pleased with his service. She stated that she had reviewed the Draft Housing
City Council Action Minutes of the
Regular Meeting of January 18, 2022
Element, adding that it was an excellent document. She further gave a “shout out” to her daughter who completed the Pasadena Marathon.
Council Member Hewitt stated that she attended the Calimesa Chamber Installation Dinner and Awards Ceremony, adding it was a great event and thanked staff for attending.
She further announced upcoming Chamber events; the Valentine’s Day Drawing and the Hungry Games Program. She reminded all of the next Chamber Breakfast held the 1st Tuesday of each month.
Mayor Pro Tem Cervantez announced that he attended the Calimesa Chamber Installation Dinner and Awards Ceremony, stating it was a great event. He thanked the Council for his appointment to Mayor Pro Tem, stating that he is thrilled and honored to serve in this new role.
CITY MANAGER COMMENTS & REPORTS
None
ADJOURNMENT
Meeting was adjourned at 6:33 p.m. to the Regular Meeting of the City Council on Monday, February 7, 2022 at 6:00 p.m.
Respectfully Submitted,
Darlene Gerdes, City Clerk
City Council Meeting
Agenda Report
Agenda Item No. 2
SUBJECT: APPROVAL OF COMMISSION MEETING MINUTES
MEETING DATE: February 7, 2022
PREPARED BY: Darlene Gerdes, Deputy City Manager/City Clerk RECOMMENDATION: That the City Council approve the action minutes as presented for the Library Commission meeting of December 7, 2021 and Planning Commission meeting of December 13, 2021.
ATTACHMENTS:
Attachment A: Library Commission action minutes of December 7, 2021 regular meeting.
Attachment B: Planning Commission action minutes of December 13, 2021.
City Council Meeting
Agenda Report
Agenda Item No. 3
SUBJECT: APPROVAL OF WARRANT REGISTER
MEETING DATE: February 7, 2022
PREPARED BY: Celeste Reid, Finance Director
RECOMMENDATION: That the City Council approve the Warrant Register as presented.
SUMMARY: The attached Check Register Report for City Council’s approval is as follows:
a) Check Register Report with a total of $344,150.65 (Check Nos. 38134-38226) b) January 20, 2022 Payroll of $82,469.68
February 1, 2022 Council Payroll of $1,671.75
City Council Meeting
Agenda Report
Agenda Item No. 4
SUBJECT: WAIVE FULL READING OF ANY PROPOSED ORDINANCES ON
THE AGENDA
MEETING DATE: February 7, 2022
PREPARED BY: Darlene Gerdes, Deputy City Manager/City Clerk This permits reading the title only in lieu of reciting the entire text of the ordinances. This does not take
policy action on the Ordinances or approve or
disapprove any Ordinances on the agenda.
City Council Meeting
Agenda Report
Agenda Item No. 5
SUBJECT: TREASURER’S REPORT FOR MONTH END OF DECEMBER 31, 2021.
MEETING DATE: February 7, 2022
PREPARED BY: Celeste Reid, Finance Director
RECOMMENDATION: That the City Council receive and file the Treasurer’s Report for month end of December 31, 2021.
BACKGROUND: Pursuant to Council Resolution No. 2021-51 approved on November 15, 2021, the Monthly Treasurer’s Report is hereby submitted. The report complies with the aforementioned Council Resolution, as well as Government Code Section 53646.
There were no significant transactions or transfers between investment and checking accounts in the month of December 2021.
FISCAL IMPACT: None
ATTACHMENTS:
Attachment A: Treasurer’s Report for the month end of December 31, 2021
City Council Meeting
Agenda Report
Agenda Item No. 6
SUBJECT: FIRST AMENDMENT TO THE AMENDED AND RESTATED
AGREEMENT BETWEEN THE CITY OF CALIMESA AND FAMILY
SERVICE ASSOCIATION TO PROVIDE SENIOR SERVICES AT THE
NORTON YOUNGLOVE MULTIPURPOSE SENIOR CENTER
MEETING DATE: February 7, 2022
PREPARED BY: City Manager Bonnie Johnson
RECOMMENDATION: That the City Council approve the Amended and Restated Agreement between the City of Calimesa and Family Service Association (FSA) to provide Senior Services at the Norton Younglove Multipurpose Senior Center.
BACKGROUND/DISCUSSION: On September 4, 2007, the City and Family Service Association (FSA) entered into an agreement by which FSA would provide Interim Senior Center Manager Services for the City at the Senior Center. On July 1, 2008, the City and FSA entered into a new agreement to retain FSA for a three-year term, terminable on 30-days’ notice, by which FSA provides City services to facilitate expanded services at the Senior Center. Subsequent to the above, several amendments have been entered into and in September 2021 the agreement was amended and restated to incorporate all amendments to date.
Now, the City and FSA desire to amend the Amended and Restated Agreement to account for service level changes due to the COVID-19 pandemic. Specifically, the effects of COVID-19 have limited FSA’s ability to provide certain ongoing programming due to staff shortage and mandated health and safety protocols. As such, the City and FSA desire to change the method of compensation until such time staffing levels and full programming are restored. Therefore, the Compensation and Expenses section of the agreement is proposed to be amended as follows:
“2.1 Notwithstanding Section 2 above, effective for the period commencing January 1, 2022, until the Parties agree differently, the compensation under this Agreement shall be based on time and materials and not the stated contract rate in Section 2 of this Agreement. The City Manager shall have the authority to reinstate the Contract Rate at such time sufficient staffing and programming are restored. The change back to the Contract Rate shall be mutually agreed upon in writing by the FSA President/CEO and the City Manager.” FISCAL IMPACT: Overall cost to the City is expected to decrease until full programming is restored. No budget amendment is being requested at this time as exact savings to the City is difficult to estimate.
ATTACHMENT:
Attachment A: First Amendment to the Amended and Restated Agreement
FIRST AMENDMENT TO THE AMENDED AND
RESTATED AGREEMENT BETWEEN THE CITY OF
CALIMESA AND FAMILY SERVICE ASSOCIATION TO
PROVIDE SENIOR SERVICES AT THE NORTON
YOUNGLOVE MULTIPURPOSE SENIOR CENTER
This First Amendment (herein “First Amendment”) is entered into this 7 th day of
February 2022 and is an amendment to that certain Amended and Restated Agreement (herein “Agreement”) that was made and entered into on September 7, 2021 by and between the City of Calimesa, a California municipal corporation (herein “City”) and Family Service Association of Western Riverside County, a California non-profit corporation (herein “FSA”) to provide senior programs and services for the City at the Norton Younglove Multipurpose Senior Center (herein “Senior Center”). Collectively, the City and FSA may be referred to as “Parties” or sometimes individually as “Party.”
R E C I T A L S
WHEREAS, City owns and operates the Senior Center; and
WHEREAS, FSA is a California non-profit corporation with operations in the County of Riverside, California including, but not limited to, the City of Calimesa, California, exempt under Section 501(c)(3) of the Internal Revenue Code and organized and operated to provide social services to families and population segments with special needs, including but not limited to, services for senior citizens; and
WHEREAS, FSA is experienced in planning and developing programs for seniors and related resources at senior service centers and, for its own account, provides senior service programs at multiple locations through its service area; and WHEREAS, FSA currently leases a portion of the Senior Center from the City, pursuant to a lease dated September 18, 2006, and under which FSA provides a senior nutrition program at the Senior Center; and
WHEREAS, on September 7, 2021, City and FSA entered into an amended and restated agreement incorporating all past agreement amendments by which FSA would provide Center Manager Services for the City at the Senior Center; and WHEREAS, the COVID-19 pandemic has caused the City and FSA to adjust services to be provided by FSA due to staffing shortages and health and safety protocols; and WHEREAS, the Parties now desire to amend the Agreement to provide for changes in Subsection 2.1 (Compensation and Expenses) to change the method of compensation until such time staffing levels and full programming are restored.
NOW, THEREFORE, the Parties agree as follows:
Section 1. Subsection 2.1 ( of Section 2 - Compensation and Expenses) (Contract Rate and Expenses) is hereby added to read as follows:
2.1 Notwithstanding Section 2 above, effective for the period commencing January 1, 2022, until the Parties agree differently, the compensation under this Agreement shall be based on time and materials and not the stated contract rate in Section 2 of this Agreement. The City Manager shall have the authority to reinstate the Contract Rate at such time sufficient staffing and programming Attachment 6A
are restored. The change back to the Contract Rate shall be mutually agreed upon in writing by the FSA President/CEO and the City Manager.
IN WITNESS WHEREOF, the City and FSA have executed this First Amendment to the Amended and Restated Agreement the day and year first above written above. “City”
THE CITY OF CALIMESA, a
municipal Corporation of the State of
California
By:
William Davis, Mayor
Date:
“FSA”
Family Service Association of Western Riverside
County, a California non-profit corporation
By:
FSA President/CEO
Date:
ATTEST:
By:_____________________________
Darlene Gerdes, City Clerk
APPROVED AS TO LEGAL FORM:
By:_____________________________
Quinn Barrow, City Attorney
City Council Meeting
Agenda Report
Agenda Item No. 7
SUBJECT: REJECTION OF BID RECEIVED FOR CITY HALL AND CD ANNEX
CARPET REPLACEMENT
MEETING DATE: February 7, 2022
PREPARED BY: Mari Shakir
RECOMMENDATION: That the City Council reject the bid received for City Hall and CD Annex Carpet Replacement Bid No. 2021-10 and authorize staff to re-bid the project.
DISCUSSION: On November 1, 2021, staff released a notice inviting bids for the project. The scope includes removal and replacement of the carpet in the City Hall and CD Annex buildings. A sole bid was received from Mike’s Custom Flooring in the amount of $33,078.47, which is more than the budgeted amount of $25,000. Staff is in the process of exploring options to bring down the cost and recommends rebidding at a later date.
FISCAL IMPACT: There is no fiscal impact to the City at this time.
ATTACHMENTS:
Attachment A: Mike’s Custom Flooring Bid Schedule
Attachment 7A
City Council Meeting
Agenda Report
Agenda Item No. 8
SUBJECT: AWARD CONSTRUCTION CONTRACT FOR CITY HALL
EXPANSION
MEETING DATE: February 7, 2022
PREPARED BY: Bonnie Johnson, City Manager
Margaret Monson, Public Works Director
RECOMMENDATION: That the City Council:
1. Award a construction contract to I.E. General Engineering, Inc. for the amount of $435,580 for the construction of the City Hall Expansion; and
2. Approve a construction contingency of 10% for the amount of $43,558, a design budget of $14,500 for plans specifications and bidding, and a budget for the management of construction including inspection and materials testing of 8% in the amount of up to $34,800; and
3. Approve the Plans and Specifications; and
4. Approve Resolution 2022-03, a Resolution of the City of Calimesa Amending the FY 2021-22 Budget to include an additional appropriation from the Development Impact Fee account – Fund 33 – Administrative Facilities Fees for the construction of the City Hall Expansion.
BACKGROUND: The City Council conceptually approved a plan for the City Hall Expansion on March 15, 2021. This plan would enclose the current breezeway that is present between City Hall and the Senior Center, provide for an ADA accessible walkway to the Development Services offices, and yield approximately 800 square feet of additional office space. The original engineer’s estimate was $350,000. Following Council approval, staff began the design of the plans for the expansion.
Staff discovered structural failure in the trusses of the roof of the existing patio cover and called in a structural engineer. Following inspection, the engineer recommended multiple truss companies to contact for design and manufacture of the new trusses. Five truss companies stated they were too busy to accommodate such a small job. Staff hired a structural architect for the structural design at $4,000 and incorporated the structural plans into the design set. Based on the additional structural requirements, the roof structure and trusses will be required to be removed and rebuilt.
DISCUSSION: Staff advertised for public bidding the construction project and bids were opened on January 5, 2022. Seven bids were received with Inland Empire Engineering, Inc. being the lowest responsive bidder. Staff checked their references, and they were favorable. A bid protest was received from the second lowest bidder with the licenses held and lack of sub-contractors being listed as the basis of their protest. I.E. General Engineering, Inc. holds a class A and class B license, and the combination of licenses are determined to be sufficient to complete the majority of the work.
The fire alarm system extension and relocation of a fire sprinkler will be done by a fire system contractor and the subcontract is less than ½ of 1% of the total contract required by the Standard Specifications for Public Works Construction for listing of subcontractors. This allows the prime
contractor to forego the listing of the subcontractor. The second lowest contractor who lodged the protest would not qualify for the contract as they were performing less than 51% of the work.
The table below lists the bids as received:
BIDDER BID AMOUNT
1 I.E. General Engineering, Inc. $435,580.00
2 S A S Construction, Inc. $474,000.00
3 R Dependable Construction, Inc $518,000.00
4 General Consolidated Constructors $523,000.00
5 PCN3, INC $642,678.42
6 MLC CONSTRUCTORS, Inc. $683,423.00
7 DALKE & SONS $745,000.00
Staff recommends award to I.E. General Engineering, Inc. for the amount of $435,580. Their bid has been deemed responsive, licenses and references are all favorable.
FISCAL IMPACT: Council approved a preliminary budget of $350,000 for the City Hall Expansion on March 15, 2021. With the passing of nearly a year, the addition of the roof reconstruction and the increased lumber costs, the lowest bid is $435,580. Additional costs are necessary to complete the construction as outlined in the table below:
BUDGET AMOUNT
1 Design $10,500.00
2 Structural Design $ 4,000.00
3 Total design $ 14,500.00
4 Construction $435,580.00
5 Contingency 10% $ 43,558.00
6 Construction management
8% - estimated (materials testing included)
$ 34,846.00
7 GRAND TOTAL $528,484.00
The City’s Development Impact Fee (DIF) Fund 33, Administrative Facilities Fees, has an available fund balance of approximately $2,525,000. City staff is recommending a budget revision from $350,000 to include a total of $528,484 (i.e., an additional appropriation of $178,484) for the construction of City Hall Expansion. This amount includes design, construction, contingency and construction management.
ATTACHMENTS:
Attachment A: Resolution 2022-03
RESOLUTION 2022-03
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CALIMESA CALIFORNIA, AMENDING THE FY 2020-21 BUDGET TO INCLUDE AN APPROPRIATION FROM THE DEVELOPMENT IMPACT FEE FUND 33 FOR
THE CONSTRUCTION OF CITY HALL EXPANSION INCLUDING DESIGN,
CONSTRUCTION, CONTINGENCY AND CONSTRUCTION MANAGEMENT
WHEREAS, the City is required to provide services and City staff require office space in order to perform City services; and
WHEREAS, with the additional population growth, the City will require more services and more staff to provide services, City Council determined the expansion of City Hall would be a priority project; and
WHEREAS, due to a variety of factors, the budget exceeded what was originally estimated including the requirement of a new roof and the structure that supports it, as well as the dramatic increase in lumber costs; and
WHEREAS, the City Council now deems it appropriate to amend the FY 2021-22 budget to incorporate the construction of City Hall Expansion from $350,000 to $528,484 to include the design, construction, construction contingency and construction management of the City Hall Expansion; and
WHEREAS, the City budget includes Development Impact Fee Fund 33 – Administrative Facilities Fees; and
WHEREAS, the current unobligated balance in Fund 33 – Administrative Facilities Fees is approximately $2,525,000; and
WHEREAS, the City Council now deems it appropriate to allocate a total of $528,484 from Fund 33 – Administrative Facilities Fees for the City Hall Expansion construction.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CALIMESA HEREBY FINDS, DETERMINES, RESOLVES AND ORDERS AS FOLLOWS:
The Fiscal Year 2021-22 Budget is hereby amended by $178,484 to appropriate additional funding from Fund 33 – Administrative Facilities Fees for the City Hall Expansion construction.
PASSED, APPROVED, and ADOPTED this 7
th day of February, 2022.
_____________________________________
WILLIAM DAVIS, MAYOR
ATTEST:
_________________________________
DARLENE GERDES, CITY CLERK
Attachment 8A
City Council Meeting
Agenda Report
Agenda Item No. 9
SUBJECT: ACCEPTING LANDSCAPE IMPROVEMENTS AND AWARDING A
CONTRACT FOR LANDSCAPE MAINTENANCE SERVICES FOR
CFD MAINTAINED AREAS WITHIN SINGLETON HEIGHTS.
MEETING DATE: February 7, 2022
PREPARED BY: Mari Shakir, Associate Engineer
RECOMMENDATION: That the City Council:
1) Accept the landscape improvements for maintenance in Tract 26811; Community Facilities District (CFD 2012-1), and
2) Award a contract to Excel Landscape to provide landscape maintenance services.
BACKGROUND: The Public Works Department hereby notifies the City Council that the Developer has completed the Landscape Improvements related to the above-named Tract in the Singleton Heights project in compliance with the improvement plans and all applicable City Standards. The work has been inspected and deemed complete by the City Landscape Architect. Staff recommends accepting the Landscape Improvements for maintenance. These areas include fuel modification, slopes, streetscape, medians, a basin, and a pocket park.
On November 29, 2021, the City released an RFP for landscape maintenance services. Six proposals were received by the January 10, 2022 deadline. A panel of 3 city staff reviewed each proposal and provided scores for the following categories:
1) Experience
2) Project Personnel
3) Past Experience in Dealing with Firm
4) Depth of Understanding the Project
5) Interest in Project
6) Completeness of Information Submitted
DISCUSSION: Along with the proposals, each firm was required to submit proposed unit prices.
The chart below lists the scoring of each proposal from highest to lowest along with the proposed pricing.
Score Base Monthly Cost Base Annual Cost Annual Cost + Tree Trimming Inland Empire 91 $13,373.67 $160,484.00 $171,959.00
Excel 87 $9,545.00 $114,540.00 $134,840.00
Mariposa 87 $16,958.00 $203,496.00 $203,721.00
Brightview 83 $28,388.33 $340,660.00 $346,778.00
Urban 64 $10,616.67 $127,400.00 $132,000.00
American 59 $37,630.67 $451,568.00 $524,368.00
The three firms with the top scoring proposals are highlighted in yellow. Staff is confident that these three all have the capability, experience, and personnel to execute all contract requirements. It should be noted that Inland Empire is currently contracted with the City to maintain the JP Ranch community, giving a slight advantage to their score for category 3 “Past Experience Dealing with Firm”. Staff deems it within the best interest of the CFD to award the contract to the firm with the lowest pricing within this higher scoring group.
FISCAL IMPACT: The landscape maintenance for Tract 26811 is paid for by the annual maintenance assessment for CFD 2012-1. The Fiscal Year 2021-22 budget contains funding for the services described above. No additional appropriation is being requested at this time. Subsequent funding will be included in the Fiscal Year 2022-23 budget for CFD 2012-1.
ATTACHMENTS:
Attachment A: Agreement for Landscape Maintenance Services
1 CITY OF CALIMESA
PROFESSIONAL SERVICES AGREEMENT
FOR
LANDSCAPE MAINTENANCE SERVICES
1. PARTIES AND DATE.
This Agreement is made and entered into this day of , 20___, by and between the City of Calimesa, a municipal organization organized under the laws of the State of California with its principal place of business at 908 Park Avenue, Calimesa, California 92320 (“City”) and Excel Landscape, a California Corporation (“Contractor”), with its principal place of business at 710 Rimpau Ave. Ste. 108, Corona, CA 92789. City and Contractor are sometimes individually referred to herein as “Party” and collectively as “Parties.”
2. RECITALS.
2.1 Contractor.
Contractor desires to perform and assume responsibility for the provision of professional landscape maintenance Contractor services required by the City on the terms and conditions set forth in this Agreement. Contractor represents that it is licensed in the State of California and is familiar with the plans of City.
2.2 Project.
City desires to engage Contractor to render such services for the landscape maintenance services at Singleton Heights (“Project”) as set forth in this Agreement.
3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Contractor promises and agrees to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional landscape maintenance services necessary for the Project (“Services”). The Services are more particularly described in Exhibit “B” attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations. In the event of any conflict or inconsistency between the provisions of this Agreement and any of the Exhibits, the provisions of this Agreement shall take precedence.
3.1.2 Term. The term of this Agreement shall be from March 01, 2022, to February 28, 2025, (“Initial Term”) unless earlier terminated or extended as provided herein.
The City Manager shall have the unilateral option, at his or her sole discretion, to renew or Attachment 9A
2 extend this Agreement annually for no more than two additional one-year terms. Any extension shall not be effective except upon execution of a written amendment to this Agreement signed by the City Manager and Contractor's authorized representatives. Contractor shall complete the Services within the term of this Agreement, or any extension thereof, and shall meet any other established schedules and deadlines.
3.2 Responsibilities of Contractor.
3.2.1 Control and Payment of Subordinates; Independent Contractor. The Services shall be performed by Contractor or under its supervision. Contractor will determine the means, methods and details of performing the Services subject to the requirements of this Agreement. City retains Contractor on an independent contractor basis and not as an employee.
Contractor shall complete, execute, and submit to City a Request for Taxpayer Identification Number and Certification (IRS FormW-9) prior to commencement of any Services under this Agreement. Contractor retains the right to perform similar or different services for others during the term of this Agreement. Any personnel performing the Services under this Agreement on behalf of Contractor shall also not be employees of City and shall at all times be under Contractor's exclusive direction and control. Contractor shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Contractor shall be responsible for all reports and obligations respecting such personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance.
3.2.2 Schedule of Services. Contractor shall perform the Services expeditiously, within the term of this Agreement, and in accordance with the Schedule of Services set forth in Exhibit “C” attached hereto and incorporated herein by reference.
Contractor represents that it has the professional and technical personnel required to perform the Services in conformance with such conditions. In order to facilitate Contractor's conformance with the Schedule, City shall respond to Contractor's submittals in a timely manner. Upon request of City, Contractor shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services.
3.2.3 Conformance to Applicable Requirements. All Services provided by Contractor shall be subject to the approval of City.
3.2.4 Substitution of Key Personnel. Contractor has represented to City that certain key personnel will perform and coordinate the Services under this Agreement. Should one or more of such personnel become unavailable, Contractor may substitute other personnel of at least equal competence upon written approval of City. In the event that City and Contractor cannot agree as to the substitution of key personnel, City shall be entitled to terminate this Agreement for cause. As discussed below, any personnel who fail or refuse to perform the Services in a manner acceptable to the City, or who are determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property, shall be promptly removed from the Project by the Contractor at the request of the City. The key personnel for performance of this Agreement are
3 as follows: Jose Alfaro – Owner/General Manager; Hector Lopez – Project Manager; Justino Murillo – Supervisor.
3.2.5 City's Representative. The City hereby designates the City Manager, or his or her designee, to act as its representative for the performance of this Agreement (“City's Representative”). City's Representative shall have the power to act on behalf of the City for all purposes under this Contract. The City Manager hereby designates Public Works Director, or his or her designee, as the City's day-to-day contact for the implementation of the Services hereunder. Contractor shall not accept direction or orders from any person other than the City's Representative or his or her designee.
3.2.6 Contractor's Representative. Contractor hereby designates Project Manager, or his or her designee, to act as its representative for the performance of this Agreement (“Contractor's Representative”). Contractor's Representative shall have full authority to represent and act on behalf of the Contractor for all purposes under this Agreement. The Contractor's Representative shall supervise and direct the Services, using his or her best skill and attention, and shall be responsible for all means, methods, techniques, sequences and procedures and for the satisfactory coordination of all portions of the Services under this Agreement.
3.2.7 Coordination of Services. Contractor agrees to work closely with City staff in the performance of Services and shall be available to City's staff, Contractors and other staff at all reasonable times.
3.2.8 Standard of Care; Performance of Employees. Contractor shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Contractor represents and maintains that it is skilled in the professional calling necessary to perform the Services. Contractor warrants that all employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. Finally, Contractor represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services and that such licenses and approvals shall be maintained throughout the term of this Agreement. As provided for in the indemnification provisions of this Agreement, Contractor shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Contractor's failure to comply with the standard of care provided for herein. Any employee of the Contractor or its sub-Contractors who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Contractor and shall not be reassigned to perform any of the Services or to work on the Project.
3.2.9 Laws and Regulations. Contractor shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including but expressly not limited to all Cal/OSHA requirements, and shall give all notices required by law. Contractor shall be liable for all violations of such laws and regulations in connection with Services. Without limiting the
4 indemnification provisions set forth in Section 3.5.6 of this Agreement, if the Contractor performs any Services knowing it to be contrary to such laws, rules and regulations and without giving written notice to the City, Contractor shall be solely responsible for all costs arising therefrom. In addition to all other indemnification provisions of this Agreement, Contractor shall defend, indemnify and hold City, its officials, directors, officers, employees and agents free and harmless, pursuant to the indemnification provisions of this Agreement, from any claim or liability arising out of any failure or alleged failure to comply with such laws, rules or regulations. Contractor’s obligations under this section 3.2.9 shall survive expiration or termination of this Agreement, and shall not be restricted to insurance proceeds, if any, received by the City, its directors, officials officers, employees, agents, or volunteers.
3.2.10 Insurance.
3.2.10.1 Time for Compliance. Contractor shall not commence Services under this Agreement until it has provided evidence satisfactory to the City that it has secured all insurance required under this section. In addition, Contractor shall not allow any subcontractor to commence work on any subcontract until it has provided evidence satisfactory to the City that the subcontractor has secured all insurance required under this section.
3.2.10.2 Types of Insurance Required. As a condition precedent to the effectiveness of this Agreement for any Services to be performed hereunder and without limiting the indemnity provisions of the Agreement, the Contractor in partial performance of its obligations under such Agreement, shall procure and maintain in full force and effect during the term of the Agreement, the following policies of insurance. If the existing policies do not meet the Insurance Requirements set forth herein, Contractor agrees to amend, supplement or endorse the policies to do so prior to commencement of any Services under this Agreement. (a) Commercial General Liability: Insurance Services Office (ISO) Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; or (3) contain any other exclusion contrary to the Agreement.
(b) Automobile Liability Insurance: Insurance Services Office Form CA 0001 covering Code 1 (any auto), with limits no less than $2,000,000 per accident for bodily injury and property damage. (c) Contractor’s Pollution Liability: and/or Errors and Omissions (if project involves environmental hazards) with limits no less than
5 $1,000,000 per occurrence or claim, and $2,000,000 policy aggregate.
(d) Workers' Compensation: Workers' Compensation Insurance, as required by the State of California and Employer's Liability Insurance with a limit of not less than $1,000,000 per accident for bodily injury and disease.
3.2.10.3 Endorsements. Required insurance policies shall not be in compliance if they include any limiting provision or endorsement that has not been submitted to the City for approval.
(A) The policy or policies of insurance required by Section 3.2.10.2 (a) Commercial General Liability, Section 3.2.10.2(b) Automobile Liability, and Section 3.2.10.2(c) Contractor's Pollution Liability, and any excess/umbrella liability policies, shall be endorsed to provide the following:
(1) Additional Insured: The City, its officials, officers, employees, agents, and volunteers shall be additional insureds with regard to liability and defense of suits or claims arising out of the performance of the Agreement.
Additional Insured Endorsements shall not (1) be restricted to “ongoing operations”; (2) exclude “contractual liability”; (3) restrict coverage to “sole” liability of Contractor; or (4) contain any other exclusions contrary to the Agreement.
(2) Cancellation: Required insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium.
(B) The policy or policies of insurance required by Section 3.2.10.2 (d) Workers' Compensation shall be endorsed to provide the following:
(1) Waiver of Subrogation: A waiver of subrogation stating that the insurer waives all rights of subrogation against the indemnified parties.
(2) Cancellation: Required insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium.
3.2.10.4 Primary and Non-Contributing Insurance. All insurance coverages shall be primary and any other insurance, deductible, or self-insurance maintained by
6 the indemnified parties shall not contribute with this primary insurance. Policies shall contain or be endorsed to contain such provisions.
3.2.10.5 Waiver of Subrogation. Required insurance coverages shall not prohibit Contractor from waiving the rights of subrogation prior to a loss. Contractor shall waive all subrogation rights against the indemnified parties. Policies shall contain or be endorsed to contain such provisions .
3.2.10.6 Deductible. Any deductible or self-insured retention must be approved in writing by the City and shall protect the indemnified parties in the same manner and to the same extent as they would have been protected had the policy or policies not contained a deductible or self-insured retention.
3.2.10.7 Evidence of Insurance. The Contractor, concurrently with the execution of the Agreement, and as a condition precedent to the effectiveness thereof, shall deliver either certified copies of the required policies, or original certificates and endorsements on forms approved by the City. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf. At least fifteen (15 days) prior to the expiration of any such policy, evidence of insurance showing that such insurance coverage has been renewed or extended shall be filed with the City. If such coverage is cancelled or reduced, Contractor shall, within ten (10) days after receipt of written notice of such cancellation or reduction of coverage, file with the City evidence of insurance showing that the required insurance has been reinstated or has been provided through another insurance company or companies.
3.2.10.8 Failure to Maintain Coverage. Contractor agrees to suspend and cease all operations hereunder during such period of time as the required insurance coverage is not in effect and evidence of insurance has not been furnished to the City. The City shall have the right to withhold any payment due Contractor until Contractor has fully complied with the insurance provisions of this Agreement.
In the event that the Contractor's operations are suspended for failure to maintain required insurance coverage, the Contractor shall not be entitled to an extension of time for completion of the Services because of production lost during suspension.
3.2.10.9 Acceptability of Insurers. Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and authorized to do business in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.
3.2.10.10 Insurance for Subcontractors. All Subcontractors shall be included as additional insureds under the Contractor's policies, or the Contractor shall be responsible for causing Subcontractors to purchase the appropriate insurance in compliance with the terms of these Insurance Requirements, including adding the City as an Additional Insured to the Subcontractor’s policies.
7 3.2.1 Business License. Contractor shall procure a City of Calimesa Business License and renew it annually during the term of the Agreement or any extension thereof.
3.3 Fees and Payments.
3.3.1 Compensation.
3.3.1.1 Contractor shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit ”D” attached hereto and incorporated herein by reference. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement.
3.3.1.2 In the event that the City Manager elects to extend the Initial Term in accordance with Section 3.1.2, above, of this Agreement, City will pay Contractor at the rates shown on Exhibit “D”, for Services, as adjusted pursuant to Section 3.3.5, and pursuant to Section 3.3.4, below.
3.3.2 Payment of Compensation. Contractor shall submit to City a monthly itemized statement which indicates work completed and hours of Services rendered by Contractor. The statement shall describe the amount of Services and supplies provided since the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the statement. City shall, within 45 days of receiving such statement, review the statement and pay all approved charges thereon.
3.3.3 Reimbursement for Expenses. Contractor shall not be reimbursed for any expenses unless authorized in writing by City.
3.3.4 Extra Work. At any time during the term of this Agreement, City may request that Contractor perform Extra Work. As used herein, “Extra Work” means any work which is determined by City to be necessary for the proper completion of the Project, but which the Parties did not reasonably anticipate would be necessary at the execution of this Agreement.
Contractor shall not perform, nor be compensated for, Extra Work without written authorization from the City.
3.3.5 Rate Increases. In the event that this Agreement is renewed pursuant to Section 3.1.2, the rates set forth in Exhibit “C” shall be adjusted each year at the time of renewal as set forth in Exhibit “C.”
3.3.6 Prevailing Wages. Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., (“Prevailing Wage Laws”), which require the payment of prevailing wage rates and the performance of other requirements on “public works” and “maintenance” projects. To the extent that any of the Services are performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Contractor agrees to and shall fully comply with such Prevailing Wage Laws, including but not limited to those set forth in Exhibit “E”, attached hereto and incorporated herein by this reference. City shall provide Contractor with a copy of
8 the prevailing rates of per diem wages in effect at the commencement of this Agreement.
Contractor shall make copies of the prevailing rates of per diem wages for each craft, classification or type of worker needed to execute the Services available to interested parties upon request, and shall post copies at the Contractor's principal place of business and at the project site. Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
3.4 Accounting Records.
3.4.1 Maintenance and Inspection. Contractor shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Contractor shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement.
3.5 General Provisions.
3.5.1 Termination of Agreement.
3.5.1.1 Grounds for Termination. City may, by written notice to Contractor, terminate the whole or any part of this Agreement at any time and without cause by giving written notice to Contractor of such termination, and specifying the effective date thereof, at least seven (7) days before the effective date of such termination. Upon termination, Contractor shall be compensated only for those Services which have been adequately rendered to City, and Contractor shall be entitled to no further compensation. Contractor may not terminate this Agreement except for cause, by giving thirty (30) days prior written notice to City.
3.5.1.2 Effect of Termination. If this Agreement is terminated as provided herein, City may require Contractor to provide all finished or unfinished documents or data and other information of any kind prepared by Contractor in connection with the performance of Services under this Agreement. Contractor shall be required to provide such documents and other information within fifteen (15) days of the request.
3.5.1.3 Additional Services. In the event this Agreement is terminated in whole or in part as provided herein, City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated.
3.5.2 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address, or at such other address as the respective parties may provide in writing for this purpose:
9 Contractor:
Excel Landscape
710 Rimpau Ave. Suite 108
Corona, CA 92879
Attn: Hector Lopez, Project Manager
City:
City of Calimesa
908 Park Avenue
Calimesa, CA 92320
Attn: Mari Shakir, Associate Engineer
Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service.
3.5.3 Confidentiality.
All ideas, memoranda, specifications, plans, procedures, designs, drawings, descriptions, computer program data, input record data, written information, and other documents & data either created by or provided to Contractor in connection with the performance of this Agreement shall be held confidential by Contractor. Such materials shall not, without the prior written consent of City, be used by Contractor for any purposes other than the performance of the Services. Nor shall such materials be disclosed to any person or entity not connected with the performance of the Services or the Project. Nothing furnished to Contractor which is otherwise known to Contractor or is generally known, or has become known, to the related industry shall be deemed confidential. Contractor shall not use City's name or insignia, photographs of the Project, or any publicity pertaining to the Services or the Project in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of City.
3.5.4 Cooperation; Further Acts. The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement.
3.5.5 Attorney's Fees. If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party reasonable attorney's fees and costs of such action.
3.5.6 Indemnification.
3.5.6.1 To the fullest extent permitted by law, Contractor shall, at its sole cost and expense, defend, hold harmless and indemnify City and its elected officials, officers, attorneys, agents, employees, designated volunteers, successors, assigns and those City agents
10 serving as independent contractors in the role of City officials (collectively “Indemnitees”), from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, actions challenging the award of this contract, stop notices, expenses, judgments, penalties, liens, and losses of any nature whatsoever, including fees of accountants, attorneys, or other professionals and all costs associated therewith and the payment of all consequential damages (collectively “Liabilities”), in law or equity, whether actual, alleged or threatened, which arise out of, are claimed to arise out of, pertain to, or relate to the acts or omissions of Contractor, its officers, agents, servants, employees, subcontractors, materialmen, Contractors or their officers, agents, servants or employees (or any entity or individual that Contractor shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees’ active or passive negligence, except for Liabilities arising from the sole negligence or willful misconduct of the Indemnitees as determined by court decision or by the agreement of the Parties. Contractor shall defend the Indemnitees in any action or actions filed in connection with any Liabilities with counsel of the Indemnitees’ choice, and shall pay all costs and expenses, including all attorneys’ fees and experts’ costs actually incurred in connection with such defense.
Contractor shall reimburse the Indemnitees for any and all legal expenses and costs incurred by Indemnitees in connection therewith.
3.5.6.2 Contractor shall obtain executed indemnity agreements with provisions identical to those in this Section from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Contractor in the performance of this Agreement. If Contractor fails to obtain such indemnity obligations, Contractor shall be fully responsible and indemnify, hold harmless and defend the Indemnitees from and against any and all Liabilities at law or in equity, whether actual, alleged or threatened, which arise out of, are claimed to arise out of, pertain to, or relate to the acts or omissions of Contractor’s subcontractor, its officers, agents, servants, employees, subcontractors, materialmen, Contractors or their officers, agents, servants or employees (or any entity or individual that Contractor’s subcontractor shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees’ active or passive negligence, except for Liabilities arising from the sole negligence or willful misconduct of the Indemnitees as determined by court decision or by the agreement of the Parties.
3.5.6.3 Contractor’s obligation to indemnify under this Section shall survive expiration or termination of this Agreement, and shall not be restricted to insurance proceeds, if any, received by the City, its directors, officials officers, employees, agents, or volunteers.
3.5.7 Entire Agreement. This Agreement contains the entire Agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements. This Agreement may only be modified by a writing signed by both parties.
3.5.8 Governing Law; Venue. This Agreement shall be governed by the laws of the State of California. Venue shall be in Riverside County.
3.5.9 Time of Essence. Time is of the essence for each and every provision of this Agreement.
11 3.5.10 Non-Exclusive Agreement; City's Right to Retain Other Contractors.
Notwithstanding any other provision of this Agreement, City reserves right to retain other Contractors in connection with this Project.
3.5.11 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the parties.
3.5.12 Assignment or Transfer. Contractor shall not assign, hypothecate, or transfer, either directly or by operation of law, this Agreement or any interest herein without the prior written consent of the City. Any attempt to do so shall be null and void, and any assignees, hypothecates or transferees shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer.
3.5.13 Construction; References; Captions. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days. All references to Contractor include all personnel, employees, agents, and subcontractors of Contractor, except as otherwise specified in this Agreement. All references to City include its elected and appointed officials, officers, employees, agents, designated volunteers and those agents serving as independent contractors in the role of City officials, except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement.
3.5.14 Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties.
3.5.15 Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise.
3.5.16 No Third Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties.
3.5.17 Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.
3.5.18 Prohibited Interests. Contractor maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Contractor, to solicit or secure this Agreement. Contractor warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Contractor, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Further, Contractor warrants that it has not promised or paid to any city employee or official, any rebates, kickbacks, or other unlawful considerations contingent upon or resulting from the award or making of this
12 Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
3.5.19 Equal Opportunity Employment. Contractor represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Contractor shall also comply with all relevant provisions of City's Minority Business Enterprise program, Affirmative Action Plan or other related programs or guidelines currently in effect or hereinafter enacted.
3.5.20 Labor Certification. By its signature hereunder, Contractor certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake selfinsurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Services.
3.5.21 Authority to Enter Agreement. Contractor has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party.
3.5.22 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original.
3.6 Subcontracting.
3.6.1 Prior Approval Required. Contractor shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior written approval of City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement.
[Signatures on following page.]
13 IN WITNESS WHEREOF, the parties have executed this Agreement for landscape maintenance on this ____ day of __________, 202__.
CITY OF CALIMESA [INSERT NAME OF CONTRACTOR]
By: By:_____________________________
Bonnie Johnson
City Manager Name:___________________________
Title:____________________________
Attest:
[If Corporation, TWO SIGNATURES, President OR
Vice President AND Secretary, AND CORPORATE
SEAL OF CONTRACTOR REQUIRED]
By:
Darlene Gerdes By:_____________________________
City Clerk
Name:___________________________
Approved as to Form: Title:____________________________
RICHARDS WATSON GERSHON
By:
Quinn M. Barrow
City Attorney
EXHIBIT “A”
RFP
1 CITY OF CALIMESA
REQUEST FOR PROPOSALS
FOR
LANDSCAPE MAINTENANCE SERVICES
FOR CFD 2012-1 – SINGLETON HEIGHTS COMMUNITY
The City of Calimesa (hereinafter called ‘City’) is seeking a qualified contractor to provide landscape maintenance services. The scope of the work, the content of the proposal, and the selection process are described in this ‘Request for Proposal’ (hereinafter called ‘RFP’). The scope of work is described in detail in Exhibit ‘A’ Scope of Work for Landscape Maintenance Services.
SUBMITTAL GUIDELINES AND REQUESTED INFORMATION
Four copies of the proposal shall be submitted in a sealed envelope with the caption “Landscape Maintenance Services” and addressed to:
Mari Shakir, Associate Engineer
City of Calimesa
908 Park Ave.
Calimesa, CA 92320
All proposals shall be received by 2:00 p.m., Monday, January 10, 2022.
Proposals will not be accepted after the deadline. Facsimiles will not be accepted. Inquiries should be directed to Mari Shakir, Associate Engineer (909) 795-9801, [email protected]. If all proposals are rejected, the City may re-advertise and set a revised proposal acceptance deadline.
The proposal will be used to evaluate the firm’s capability. Therefore, it should be complete and accurate. The proposal should be limited to 25 pages. The proposal should include, at a minimum, the following information:
A letter of introduction that summarizes the key points of the proposal and includes the name, address, and phone number of the person who is authorized to represent the firm.
Company and Organization. General company information including number of employees, location of company headquarters and branch offices, number of years in business and organization, disciplines and staffing. Identify the branch office for this project and related experience in the area.
Overall approach to providing maintenance services (10 pages maximum) including understanding of work, work plan, company capabilities.
2 Schedule. Layout a 12-month schedule necessary to complete all the required work activities at each location. Include activities that are performed weekly, monthly, and annually.
Equipment and Resources. Provide a listing of equipment and related resources that will be available in delivering the maintenance services being requested. At a minimum, include type, age, condition and numbers of each item.
List of the municipalities the firm has provided similar services including date of service, scope, and contact information (name, position, and telephone number).
Resumes of key personnel who will be assigned to this project. Description of the type and amount of insurance carried by the firm.
The Contractor’s proposed fee schedule for the work shall be submitted in a separate sealed envelope accompanying the proposal. This envelope shall be marked “Proposed Fee Schedule for Landscape Maintenance Services” for identification. The fee schedule shall be in the form shown on Exhibit ‘B’ – Fee Schedule for Landscape Maintenance Services.
CONTRACTOR SELECTION
City staff will evaluate all of the proposal submittals. The City may interview the top Contractors whose qualifications most closely match the requirements of this Request for Proposal and the needs of the City. Staff will rank the Contractors and submit its recommendation to the City Council. The staff recommendation could be based only on the proposals. The Council will make the final decision and enter into an agreement prepared by the City for the desired work. That agreement will include a detailed scope of work and a payment for services schedule.
All costs for preparing the proposals are the sole responsibility of the Contractor.
The City reserves the right to reject any or all proposals, to request additional information for clarification, to accept or negotiate modifications to any proposal following the deadline for receipt of the proposal and to waive any irregularity if such serves the best interest of the City.
SELECTION CRITERIA
The City will use the following criteria in the selection of the Contractor.
1. Understanding of Work
2. Work Plan
3. References from municipal contracts
4. Capabilities of company and proposed staff
3 Proposed fees will be reviewed and negotiated after ranking the proposals.
The City may require Contractors to participate in additional rounds of refining submittals prior to the ultimate selection. These rounds could encompass revisions to the submittal criteria.
The Contractor selected will be required to execute the included Agreement for Landscape Maintenance Services (Draft).
BACKGROUND
The purpose of this Request for Proposal (RFP) is to provide ongoing maintenance for all existing and future accepted parcels/tracts in the Singleton Heights Subdivision within the City of Calimesa (City) and within the City right of way fronting this subdivision. The maintenance for this project is funded by Community Facilities District 2012-01 which is a special assessment to the property owners within the Singleton Heights Subdivision.
Elements to be maintained may include:
Parkway and Median Landscaping
Fuel Modification Areas
Fences
Trees
Irrigation Pipe and Appurtenances/Water Management
Pocket Park Maintenance
SCOPE OF WORK
The scope of the work includes the regular maintenance and extraordinary maintenance at all areas within the CFD shown in Exhibit C. The scope of work is described in detail in Exhibit “A” – Scope of Work for Landscape Maintenance Services. The Contractor is responsible for verifying the scope of work at the site prior to submitting a proposal.
INSURANCE
Insurance Requirements. Contractor shall provide and maintain insurance acceptable to the City Attorney in full force and effect throughout the term of this Agreement, against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by Contractor, its agents, representatives or employees. Insurance is to be placed with insurers with a Bests' rating of no less than A:VII. Contractor shall provide the following scope and limits of insurance as stated in the attached sample agreement.
4 LABOR CODE REQUIREMENTS
Contractor shall comply with all provisions of the California Labor Code, including but not limited to the payment of not less than the Prevailing Rate of Wages, the stipulation that eight (8) hours of labor constitutes a legal day's work and that no worker shall be permitted to work in excess of eight (8) hours during any one calendar day except as permitted by law.
The Contractor is required to have all employees working on this project to complete an employment eligibility form.
Exhibit “B”-Scope of Work Page 1 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 03/21
Exhibit “B” – Scope of Work
Landscape Maintenance Services
For City Facilities
Exhibit “A”-Scope of Work Page 2 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
Table of Contents
Section 1000 Scope of Work 3
Section 1100 Responsibilities of the Contractor 5
Section 1200 Prosecution of the Work 8
Section 1300 Compensation 11
Section 1400 Extra Work 12
Section 1500 Maintenance 13
Section 1600 Inspection and Administration 14
Section 1700 Schedules 15
Section 1800 City Facilities Inventory 16
Section 1900 Landscape Maintenance 17
Section 2000 Irrigation System 22
Section 2100 Rodent and Pest Control 24
Exhibit “A”-Scope of Work Page 3 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
SECTION 1000
SCOPE OF WORK
1000-1 General:
1.1 The Work to be performed shall consist of furnishing all labor, materials, and equipment necessary to maintain the landscaped areas within the geographical boundaries established for CFD 2012-1 (hereinafter called “City Facilities”). Water for landscape purposes shall be provided to the site and paid for by the City.
1.2 The actual work to be performed, contract requirements, and compensation are defined in the sections contained herein.
1.3 The general performance criteria is as follows:
a. Groundcover areas shall be watered, weeded, fertilized, per seasonal requirements.
b. Shrubs and trees within the City Facilities shall be maintained to promote healthy growth to include but not limited to fertilization, natural shape trimming, and thinning.
c. Areas shall be kept free of trash, landscape debris and leaves. d. The pocket park(s) shall be maintained in a clean and safe manner. e. Pest control (rodents, gophers, squirrels, insects)
f. Fuel Modification Zones shall be maintained per Fire Department requirements as referenced in this document.
g. Concrete “V” gutters and bench drains shall be kept clean of debris before and after each storm event.
h. Detention Basin: slopes, floor, drain inlet, chain link fence/gates h. Open Space, selective thinning of dense vegetation for fuel reduction and removal of non-native invasive weeds.
1.4 A partial listing of tasks involved in maintaining the areas as described shall include but not be limited to the following:
a. Water management to promote and sustain healthy growth. b. Weed control, both hand removal and City approved chemicals. c. Fertilization at regular and specified intervals.
d. Rodent, disease and pest control.
e. Pruning and thinning trees.
f. Trimming shrubs, ground cover and vines using natural cut techniques where feasible, except adjacent to paved areas. g. Complete operation and maintenance of irrigation system with weekly inspections.
h. Removal of trash and debris.
i. Emptying of trash containers.
j. Maintenance of pocket parks.
k. Cleaning and sweeping of adjacent walkways.
i. Graffiti Removal
1.5 All Work shall be in accordance with the City’s storm water ordinances.
Exhibit “A”-Scope of Work Page 4 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
1.6 Contractor shall follow the proper Integrated Pest Management (IPM) policy and procedures and attend any available Riverside County IPM training programs.
1.7 Contractor shall be responsible for incorporating the required water window and irrigation water allowance by the water district, city, and state of California.
1000-2 General care of all landscape areas:
2.1 Included within the scope of work is the operation and maintenance of the irrigation system. However, due to factors outside the control of either the Contractor or City, additional damage may be sustained. The extent of which is unforeseeable. Therefore, the Contractor shall repair such damage as a portion of the work. Reimbursement shall be made to the Contractor for those costs above normal maintenance at the contract unit prices. Irrigation parts used will be reimbursed at cost plus 15%.
1000-3 Definitions:
3.1 City Facilities – Areas as defined in Exhibit C and shall cover the spectrum of activities: landscape maintenance, irrigation maintenance, tree and shrub pruning, Fuel Modification, and rodent, disease, and pest control.
3.2 Landscape Area – Includes areas such as planted or not planted areas within the tract boundaries and other areas that require landscape maintenance, irrigation maintenance, and rodent, disease, and pest control.
3.3 City – the City of Calimesa. The City shall be represented by the assigned Project Administrator.
3.4 Contractor – The individual, partnership, corporation, joint venture, or other legal entity entering into a contract with the City to perform the Work. The Contractor shall be represented by the assigned Project Manager.
3.5 Work – That which is to be done under the contract to include furnishing all labor, materials and equipment.
Exhibit “A”-Scope of Work Page 5 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
SECTION 1100
RESPONSIBILITIES OF THE CONTRACTOR
1100-1 Labor Personnel:
1.1 Foremen: The Contractor shall provide foremen who communicate effectively in written and oral English and who shall be present at all times during contract operations. Any order or communications given to these foremen shall be deemed as delivered to the Contractor.
1.2 Workmen: Workers employed by the Contractor to perform the Work shall do so competently and orderly. Any worker found to be incompetent, disorderly, troublesome, refuses to perform the work properly and acceptably, intemperate, or otherwise objectionable, as determined by the City, shall not be used for further work in this contract. The workers must be able to communicate effectively in English.
1.3 Emergency Contact: The Contractor shall provide a twenty-four (24) hour emergency contact name and number in case of an emergency. 1100-2 Records:
2.1 Contractor shall maintain an accurate record showing name, employee number, classification, actual hours worked, and actual wages and benefits paid per diem to each employee.
2.2 These records shall reflect all workers engaged in the performance of the work.
2.3 Said records shall be available upon request of the City and shall be retained for a minimum of three (3) years by the Contractor. 1100-3 Licenses/Permits:
3.1 Prior to submittal of bids and during the performance of the Work, the Contractor shall be licensed in accordance with the requirements of Division III, Chapter 9 of the Business and Professional Code of the State of California. The Contractor shall have either a Class A – General Engineering Contractor License or a C-27 Landscape Maintenance.
3.2 The Contractor must possess or employ persons possessing a valid certificate/license in the following specialties. Persons possessing such licenses shall be registered with the California Department of Pesticide Regulation, International Society of Arboriculture or Irrigation Association. a. Pest Control Advisor, Qualified Applicator, Pest Control Operators b. Certified Arborist
c. Certified Landscape Irrigation Water Manager and Certified Irrigation Technician by Irrigation Association.
Exhibit “A”-Scope of Work Page 6 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
3.3 The Contractor shall obtain and pay for all permits and licenses incidental to the work or made necessary by its operations and pay all costs incurred by the permit or license requirements.
3.4 The Contractor shall contact Yucaipa Valley Water District for Recycled Water Site Supervisor Training and include staff required per California Department of Public Health.
1100-4 Contractor’s Office and Facilities:
The Contractor shall maintain an office or base of operations within one (1) hour drive of the site.
1100-5 Safety:
5.1 The Contractor shall perform all the Work required in such a manner as to meet all accepted standards for safe practices during all operations and to maintain safe condition of premises and right of ways at all times.
5.2 The Contractor shall accept the sole responsibility for complying with all applicable City, County, State or other legal requirements including but not limited to full compliance with the intent and terms of the applicable OSHA and Cal/OSHA safety orders at all times so as to protect all persons, including Contractor’s employees, agents of the City, members of the public or others from foreseeable injury, or damage to property.
5.3 The Contractor shall conduct operations as to offer the least possible obstruction and inconvenience to the public to include disruption of the noise levels within the area.
5.4 The Contractor shall provide and pay for all barricades, lights, signs, and other traffic control devices necessary to comply with all applicable City, County, and State requirements for maintaining public safety. Placement of all warning devices shall be in accordance with the Work Area Traffic Control Handbook (WATCH).
5.5 All incidents out of the norm including but not limited to crimes, thefts, vandalism, hazards, etc. shall be reported immediately to the City.
5.6 Personnel shall wear company uniforms and reflective vests and shall utilize company logo identified vehicles.
1100-6 Cooperation with Others:
The Contractor shall recognize that during the course of the contract other activities and operations will be conducted by the City or other contractors. The Contractor may be required to modify or curtail operations and shall promptly comply with any request by the City to cooperate.
Exhibit “A”-Scope of Work Page 7 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
1100-7 Protection and Restoration of Existing Improvements:
7.1 All damage incurred to existing facilities by the Contractor’s operations shall be repaired or replaced at Contractor’s expense.
7.2 All repairs shall be completed within the following time limits a. Irrigation or utility damage shall be repaired prior to the end of the workday.
b. Damage to facilities, shrubs, trees, and turf shall be repaired or replaced within five (5) working days.
c. Repairs shall be done using equipment and materials shown on the landscape installation plans and consistent with existing site equipment.
7.3 All damage repairs shall be completed in accordance with the following:
b. Trees - Minor damage such as bark loss from impact of equipment shall not be allowed. Damage by contractor may be remedied by a qualified tree surgeon or certified arborist, if allowed by the city. If damage results in loss of tree, the damaged tree shall be removed and replaced with a tree of the same species and current size. c. Shrubs - Minor damage may be corrected by appropriate pruning.
Major damage shall be corrected by removal of the damaged shrub and replacement with the same species and current size. d. Chemical Operations – Damage resulting from either spray drift or lateral leaching shall be repaired in accordance with the above. e. Slope/erosion – Damaged of slope/landscape areas, planted or not planted, caused by irrigation system, shall be repaired within one week of notification. Compaction of fill as per original grading requirements for project.
1100-8 Worksite Limits:
The Contractor shall not enter upon adjacent property for the purpose of conducting any operations required under this contract unless the Contractor has notified the City and obtained written permission from the affected property owner. 1100-9 Hours of Work:
The Contractor shall perform all required work within normal business hours of 7:00 am to 5:00 pm, Monday through Friday, excluding City holidays. The daily/weekly schedule should remain the same unless prior approval given by the City.
Exhibit “A”-Scope of Work Page 8 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
SECTION 1200
PROSECUTION OF THE WORK
1200-1 Subcontract:
1.1 The Contractor shall be responsible for all work performed under this contract and shall keep all work under their direct control.
1.2 Any and all subcontractors used on this work shall be under the direct supervision of the Contractor and shall be considered as employees of the Contractor. Like employees, any subcontractor who is found to be incompetent, disorderly, troublesome, intemperate, or otherwise objectionable or who fails or refuses to perform the work properly and acceptably shall be removed from the site and not be used for further work in this contract.
1.3 The City will not arbitrate nor be a party to any disputes between the Contractor and any subcontractor.
1200-2 Assignments:
No contract or portion thereof may be assigned without prior written consent of the City. Consent will not be given to any proposed assignment or delegation which would relieve the Contractor of their responsibilities under the contract. The City will not consent to any assignment or delegation of a part of the work under this contract.
1200-3 Independent:
The Contractor is an independent Contractor and nothing herein contained shall authorize Contractor to act as an agent of the City or to bind or obligate the City in any manner whatsoever.
1200-4 General Environmental Requirements:
4.1 Sound Control:
a. The Contractor shall comply with all City sound control and noise level rules, regulations and ordinances which apply to any work performed pursuant to the contract and shall make every effort to control any undue noise resulting from the operations.
b. Each internal combustion engine used for any purpose on the job or related to the job shall be equipped with a muffler of a type recommended by the manufacturer. No internal combustion engine shall be operated in performance of the work without said muffler. c. The noise level from the Contractor’ operations shall be in accordance with the City ordinance covering “noise control”. d. Said noise level requirement shall apply to all equipment on the job or related to the job, including but not limited to trucks, mowers, or tractors that may or may not be owned by the Contractor. The use of
Exhibit “A”-Scope of Work Page 9 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
loud sound signals shall be avoided in favor of lights warnings except those required by safety laws for the protection of personnel. 1200-5 Water Conservation:
5.1 Whenever possible the use of water shall be minimized, particularly during cleanup operations.
5.2 All irrigation and water supply systems shall be kept in good working condition and leaks shall be repaired promptly.
5.3 Rules and regulations established by Yucaipa Valley Water District shall be followed, included meeting established water use budgets and operation schedule water windows.
5.4 No irrigation runoff from the site is allowed at any City Facility at any time. 1200-6 Water and Air Pollution:
The Contractor shall comply with all water and air pollution control rules, regulations, ordinances and statutes.
1200-7 Termination, Suspension, and Reduction:
7.1 Termination
1. By reason of Contractor’s default - If at any time in the opinion of the City, the Contractor has failed to supply an adequate working force, adequate equipment, or has failed in any respect to prosecute the work with the diligence, force and quality specified and intended in and by the terms of the contract, notice thereof in writing will be served by the City. Should the Contractor neglect or refuse to provide means for satisfactory compliance as directed within the time specified, the City shall have the power to terminate the Contractor’s control and negotiate for satisfactory performance of the work through alternative sources.
2. By reasons of acts beyond the control of the City - This contract may be terminated by the City without liability for damages whenever the City is prevented by operation of law, an act of God, or by the official action of the public, Federal or State authorities from complying with the provisions of this contract.
3. For the convenience of the City - Based on discontinued need for the work or reductions in funding the contract may be terminated upon thirty (30) days written notice by the City to the Contractor. A prompt and fair settlement will be made with the Contractor based on actual expenses and reasonable profit, not to include anticipated profit.
Exhibit “A”-Scope of Work Page 10 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
7.2 Reductions
1. This contract may be reduced in scope and quantity by the City without liability for damages, if and when funding reductions are enacted by law, or action of the public.
2. At such time that a reduction occurs, the scope of work and areas under contract will be revised and reduced commensurate with the funding.
3. Adjustments of the contract specifications and corresponding contract prices will be negotiated in accordance with available funding.
1200-8 Deficient Performance:
8.1 The City shall notify the Contractor both verbally and in writing each time its performance is unsatisfactory and corrective action is necessary.
8.2 The City will provide a period for completing the corrective actions. Failure to correct the deficiency within the time required by the City shall result in a reduction of payment based on a % of monthly fees.
8.3 The Contractor shall immediately initiate and complete corrective action upon notice from the City.
Exhibit “A”-Scope of Work Page 11 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
SECTION 1300
COMPENSATION
1300-1 Payment:
1.1 Payment to the Contractor will be made for work actually completed in accordance with the specifications contained herein and unit prices proposed in Exhibit “B”.
1.2 Payment for “extra work” will be made in the amount indicated in the City’s written authorization.
1300-2 Invoicing:
2.1 Within ten (10) calendar days after the end of the month, the Contractor shall submit a completely itemized invoice based on work completed for the previous month.
2.2 Invoices shall be submitted in duplicate.
2.3 Invoices shall be submitted on standard company letterhead forms and shall state the following.
a. Invoice number
b. Invoice date
c. Invoice period
d. Itemized costs with unit prices for each City Facility e. Change orders, irrigation repairs, and authorized additional work f. Project name: Landscape Maintenance Services – Singleton Heights
2.4 Invoices for all City Facilities shall be mailed to the following:
Public Works Department
City of Calimesa
Attn: Public Works Director
908 Park Ave
Calimesa, CA 92320
Exhibit “A”-Scope of Work Page 12 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
SECTION 1400
EXTRA WORK
1400-1 Authorization:
1.1 Extra work may be required by the City to remedy vandalism, accidents, acts of God, theft, or civil disturbances within the areas covered by the contract. Extra work may also be required to perform regular items of work where special conditions dictate that a frequency greater than that specified is necessary.
1.2 Extra work may be required by the City in order to add new, to modify existing, or refurbish existing landscaping and irrigation.
1.3 Prior to performing any extra work, the Contractor shall prepare and submit a written description of the work with an estimate of costs to include labor, materials, tools, and equipment. Cost estimates shall be per preapproved contract unit or price as requested by City as a ‘lump sum’, or ‘not to exceed’ quote.
1.4 Work shall not commence without the written authorization of the City.
1.5 Extra work may be initiated with a verbal estimate and authorization when a condition exists wherein there is imminent danger of injury to the public or damage to property. Within twenty-four (24) hours after verbal authorization, the written estimate with approval shall be prepared by the Contractor and provided to the City for approval.
1400-2 Payment:
2.1 Copies of all extra work authorizations shall be attached to the invoice.
2.2 The actual costs for materials and labor shall be compensated to the Contractor for ‘not to exceed’ quotes.
2.3 Costs for unit price work shall be paid as extra work per unit cost of items provided.
Exhibit “A”-Scope of Work Page 13 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
SECTION 1500
MAINTENANCE
1500-1 Authorization:
1.1 The Contractor shall obtain written authorization from the City prior to initiating maintenance work on the irrigation system.
1.2 Standardized irrigation maintenance will be compensated in accordance with the unit prices in Exhibit “B”.
1.3 No approval or compensation will be granted for any damage caused by the Contractor’s operations.
1500-2 Payment:
Copies of all maintenance authorizations shall be attached to the invoice.
Exhibit “A”-Scope of Work Page 14 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
SECTION 1600
INSPECTION AND ADMINISTRATION
1600- 1 Control of Work:
1.1 A project administrator will be assigned by the City to manage the terms of this contract. The project administrator shall decide any and all questions which may arise as to the following:
1. The quality or acceptability of the materials furnished and the work performed.
2. The manner of performance.
3. The rate of performance.
4. The interpretation of the work specifications.
5. The acceptable fulfillment of the contract on the part of the Contractor.
1.2 The project administrator shall have the following responsibilities.
1. Direct the inspection and administration of the work.
2. Have the authority to implement alternative action either by City forces or request separate contract to accomplish the work and prevent loss or damage based upon the urgency of the conditions.
3. Request and approve “extra work”.
4. Receive and approve invoices submitted by the Contractor.
5. Recommend and provide documentation regarding all claims and compensation.
6. Decide any and all questions which may arise as to claims and compensation.
7. Have the authority to enforce and make effective such decisions and orders as the Contractor fails to promptly carry out.
8. Refer any questions or doubt relative to the true meaning of the specification to City Council, whose decisions thereon shall be final.
9. Secure any separate contract required to accomplish the work and prevent loss or damage.
10. Shall be the City’s primary day-to-day contact with the Contractor.
1.3 The Contractor shall assign a project manager to administer the terms of this work. The Contractor’s project manager shall have the following responsibilities.
1. Primary contact with the City.
2. Schedule and supervise resources to adequately perform the work.
3. Submit proposals for “extra work”.
Exhibit “A”-Scope of Work Page 15 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
SECTION 1700
SCHEDULES
1700-1 Annual Schedule:
1.1 The Contractor shall submit an annual schedule, which shall indicate the time frames when items of work shall be completed.
1.2 The Contractor shall update the schedules when actual performance differs substantially from planned performance.
1700-2 Monthly Schedule:
2.1 A schedule for the month divided into weekly time periods shall be submitted to the City. The weekly time period shall include the work items by the day of the week.
2.2 The monthly schedule shall be submitted at least three (3) days prior to the work being initiated.
2.3 The Contractor shall prepare the work schedule to correspond to its labor and equipment resources. All work shall be completed on the day scheduled unless work cannot be completed due to inclement weather.
2.4 The monthly schedule shall include the following activities. The frequencies of each activity are estimates only. The actual frequency will be determined by the City.
Activity Frequency
Landscape Maintenance 1 every week
Irrigation System Maintenance 1 every week
Rodent/Disease & Pest Control 1 per month (if necessary) Tree Trimming Varies
Pocket Park Maintenance 1 every week
1700-3 Performance During Inclement Weather:
The Contractor shall adjust the schedule to compensate for lost days due to inclement weather. Payment will not be made for activities cancelled due to rain.
Exhibit “A”-Scope of Work Page 16 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
SECTION 1800
CITY FACILITIES INVENTORY
1800-1 Review of Facilities:
The Contractor shall perform a complete review of all facilities within the first month of the start of contract, and in every April for the duration of the contract. The review shall include inspection of all facilities as listed in Section 1800. The Contractor shall prepare a report indicating deficiencies or recommended improvements to plantings, soils, and equipment. Payment shall be included in the unit bid price for Facility Maintenance.
1800-2 CFD 2012-1 Singleton Heights Inventory:
The Work specified herein is for the facilities contained within Singleton Heights.
The facilities are listed below.
Facility Quantity
Landscaped Area (planted & irrigated) 218,788 SF
Fuel Modification Zone B (irrigated) 550,384 SF
Fuel Modification Zone C 177,577 SF
Open Space 443,468 SF
Trees 1 LS
Monument Sign 1 EA
Walkways 1 LS
Irrigation System 1 LS
Drainage System (Basin, Drain Inlets) 60,672 SF
Steel Fencing 270 LF
Chain Link Fencing 1,450 LF
Exhibit “A”-Scope of Work Page 17 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
SECTION 1900
LANDSCAPE MAINTENANCE
1900-1 Watering:
1.1 Landscaped areas shall be irrigated as required to maintain adequate growth and healthy appearance.
1.2 Refer to Section 1200-5.
1.3 Irrigation shall be accomplished in accordance with the following time frames.
Landscaped areas 9:00 pm – 6:00 a.m.
Manual irrigation 9:00 a.m. – 3:00 p.m.
1.4 Contractor shall monitor the requirements of the plant material, soil conditions, seasonal temperature variations, wind conditions, and rainfall and provide Water Management for the project. Contractor shall recommend appropriate seasonal adjustments of watering schedules.
Controller schedules shall be submitted to City Inspector at the beginning of each month, prior to proposed adjustments. No changes will be implemented without prior approval of the City.
1.5 Special watering required during daytime hours such as after fertilization, during periods of extreme dryness or heat, or during manual irrigation cycles shall be conducted in accordance with the following criteria. a. There shall be no drift onto private property or roadways for any reason.
b. There shall be irrigation personnel present at each location until watering cycle is complete.
1900-2 Weed Control:
2.1 A controlled program of pre-emergent chemical application shall be used to control weed growth, supplemented by hand removal of noxious weeds or grasses as necessary or requested by the City to maintain landscaped areas in a “weed-free” condition. A broad spectrum pre-emergent weed control shall be applied once each year once in April to all ground cover areas and shrub beds.
2.2 Weeds and grasses shall be removed from all planted areas within seven (7) days from the time that they are first visible. Methods of removal shall be hand removal or cultivation dependent upon planting concentration.
2.3 Contractor shall follow proper Integrated Pest Management policy and procedures.
Exhibit “A”-Scope of Work Page 18 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
1900-3 Fertilization:
3.1 Landscaped areas shall be fertilized with a slow-release fertilizer. The frequency of the application will be five (5) times per year or as directed by the City. Soil test samples shall be submitted to approved soil lab for analysis recommendation 2 times a year (Spring & Fall) prior to fertilizer application. Type and rate of fertilizer shall be directed by soil test results and recommendations.
3.2 Contractor shall follow proper Integrated Best Management policy and procedures.
1900- 4 Groundcover:
4.1 Groundcover areas shall be maintained in a manner which will promote the healthy growth of the plant material in a somewhat natural state while removing weed infestation. Natural growth pattern for each plant shall be the intent unless conflicts with irrigation system coverage is observed. Some plant material may be removed or irrigation system revised as directed by City Inspector.
4.2 The landscaped parkways shall be maintained to eliminate overhang into the roadway and paved areas.
1900-5 Shrubs and Vines:
5.1 All shrubbery shall be trimmed, shaped, and thinned a minimum of twice per year, once in Spring and once in Fall. Natural hand cut trimming is recommended. Hard cut pruning using power equipment to shape shrubs into squares, balls, etc. is not recommended. Plantings are meant to keep a natural shape overall. Selective thinning may be required for vertical height control.
5.2 All shrubs shall be trimmed to maintain horizontal clearance along all walkways and trails to prevent encroachment onto private property and to remove dead, damaged or diseased limbs as necessary.
5.3 Pruning procedures.
a. All cuts shall be made sufficiently close, to the parent stem so that healing can readily start under normal conditions.
b. All limbs 1” or greater shall be under cut to prevent splitting. c. All equipment utilized shall be clean, sharp and expressly designed for shrub and ground cover pruning.
5.4 All trimmings and debris shall be either mulched and used on-site, or diverted to a green waste facility.
5.5 Vines that are self-attaching to the wall shall be cut to leave the top block row of the wall clear. Vines shall not grow over wall or fences.
Exhibit “A”-Scope of Work Page 19 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
1900-6 Tree Care:
6.1 Pruning (Tree Trimming)
a. The City will provide a notice to proceed before the Contractor initiates tree trimming. Pruning work on trees above 15’ shall be “Extra Work” and only per approved scope of work.
b. All trees shall be trimmed, shaped and thinned at least once every three (3) years between the months of October and December. c. Tree pruning shall be performed based on the following categories with the intent of developing structurally sound trees, symmetrical appearance with the proper vertical and horizontal clearance. (1) All dead and damaged branches and limbs shall be removed at the point of breaking at the time damage occurs.
(2) The following minimum clearances shall be maintained at all times and shall be a part of scheduled pruning unless a specific problem arises.
(a) All branches overhanging the curb line on roadways
shall have a Thirteen (13) foot minimum vertical
clearance.
(b) All branches overhanging walkways or trails shall have a eight (8) foot minimum vertical clearance.
(c) All trees shall be trimmed to prevent encroachment on private property.
d. Pruning Procedures
(1) All cuts shall be made in accordance with ANSI A300 Standards for Tree Care Operations.
(2) All limbs 1 ½” diameter or greater in diameter shall be under cut to prevent splitting.
(3) All limbs shall be lowered to the ground using a method which prevents damage to the remaining limbs.
(4) All equipment utilized shall be clean, sharp and expressly designed for tree pruning.
(5) Climbing spurs shall not be used.
e. Pruning Criteria
(1) The initial step of pruning shall be removal of all dead wood, weak, diseased, insect infested and damage limbs.
(2) Trees shall then be pruned for vertical and horizontal clearances.
(3) Crossed or rubbing limbs shall be removed unless removal will result in large gaps in the general outline.
(4) Trees shall be thinned of smaller limbs to distribute the foliage evenly. A general rule of thinning no greater than 25% of the foliage is to be removed, unless the city provides directions otherwise.
(5) Trees shall be trimmed and shaped to provide a symmetrical appearance typical of the species.
(6) Suckers and sprouts shall cut to branch bark ridge with the trunk or limb.
Exhibit “A”-Scope of Work Page 20 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
f. Structural weaknesses such as split crotch or limbs, double leaders, diseased or decayed limbs, or severe damage shall be reported to the City.
g. Special emphasis shall be placed upon public safety during pruning operations, particularly when adjacent to roadways and sidewalks.
Lane closures shall be approved by Public Works prior to start of work.
h. Trimmings and debris shall either be mulched and used on-site, or diverted to a green waste facility at the end of each working day.
6.2 Staking and Tying
a. Those trees which shall be staked fall into these categories. Tree stakes and ties shall be per original construction documents or current City details.
(1) Replacement of missing or damaged stakes where the tree diameter is less than three (3) inches, requires staking for stability, or is less than two (2) years old.
(2) In those cases where tree has been damaged and requires staking for support.
(3) For new trees or recently planted trees which have not previously been staked.
6.3 Spraying – Deciduous and Evergreen
a. If necessary and directed by a PCA and approved by the City, deciduous trees shall be sprayed as recommended by Pest Control Advisor to control disease and pests
b. Control shall include and not limited to: anthracnose and other tree diseases, aphids, oak moths, spider mites, scale, thrips, caterpillars, beetles and mealy bugs.
6.4 Tree Removals
a. Trees less than forty-five (45) feet which are downed by either natural or unnatural causes shall be mulched and recycled on-site, or diverted to a green waste facility. Where possible, stumps shall be ground to twelve (12) inches below grade with the wood chips raked level to fill hole.
b. Tree removals shall be considered “extra work”. Unless tree is classified as a weed by City Inspector.
c. When a tree requires removal and stump grinding is not possible, trunk shall be cut flush to grade and treated with systemic herbicide.
6.5 Fertilization
a. Use Best Management Practices for Tree Fertilization per PCA & International Society of Arboriculture specifications and documents.
6.6 Damaged Trees and Branches
a. Trees and branches that are damaged or have fallen due to storms or other events shall be moved from walkways or other public areas
Exhibit “A”-Scope of Work Page 21 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
within twenty-four (24) hours, and removed from the site within seventy-two (72) hours.
1900-7 General Maintenance:
1.1 Contractor shall perform the following tasks on a weekly basis:
a. Remove all animal feces or other materials detrimental to human health.
b. Remove broken glass and sharp objects. Properly dispose offsite. c. Inspect and maintain all City Facilities in a neat, clean and safe condition.
d. Remove leaves, paper, and other debris from landscaped areas and walkways. Dispose debris offsite at a City approved location. Leaves may be retained if approved for natural mulch. 1900-8 Payment:
7.1 Payment for irrigation management, care of groundcover, shrubs and trees (except pruning) including watering, fertilization, weeding, and spraying as specified herein will be made at the monthly unit price for landscape maintenance as proposed in Exhibit “B”.
7.2 Payment for the annual pruning of all trees regardless of size will be made at the lump sum price for tree trimming as proposed in Exhibit “B”.
Exhibit “A”-Scope of Work Page 22 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
SECTION 2000
IRRIGATION SYSTEM
2000-1 Operation Management and Maintenance:
1.1 The irrigation system to include all components from connection to meters, shall be maintained in an operational state at all times. This coverage applies to controllers and remote-control valves, gate valves, backflow devices, main and lateral lines, sprinkler heads, emitters, screens, filters, sensors, complete drip systems, and moisture sensing devices.
1.2 Contractor shall provide personnel fully trained in all phases of landscaping and irrigation systems operation, maintenance, adjustment, and repair; in all types of components to include controllers, valves, sprinkler heads, drip irrigation components; and with all brands and models of irrigation equipment.
1.3 All irrigation systems shall be tested and inspected a minimum of once per week in accordance with the following:
a. A schedule shall be submitted at the start of the contract showing the location, day of week and time of day that each system will be tested.
Any changes shall be submitted for approval prior to enactment. b. Systems shall be adjusted in order to:
(1) Provide adequate coverage of all landscape areas;
(2) Eliminate site run-off and erosion;
(3) Prevent watering roadways, walkways, trails, fences, and private property.
c. All system malfunctions, damage, and obstructions shall be recorded and corrective actions taken.
d. Weekly reports indicating the inspection dates and any required corrections shall be prepared and submitted to the City on a monthly basis.
1.4 In addition to weekly testing, all irrigation systems shall be tested and inspected as necessary when damage is suspected, observed or reported.
1.5 Adjustment and maintenance shall be divided into the following categories and actions:
a. Irrigation heads shall be adjusted to maintain proper coverage in accordance with these specifications. Adjustment shall include actual adjustments to heads, cleaning and flushing heads, lines, emitters, and screens and removal of obstructions.
b. Damage resulting from the Contractor’s operations shall be repaired or replaced prior to the end of the workday at the Contractor’s expense.
c. Maintenance to the irrigation system shall be completed within twelve (12) hours after approval by the City on major component damage such as broken irrigation lines, defective or broken valves, and within
Exhibit “A”-Scope of Work Page 23 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
48 hours after approval by the City on maintenance to sprinkler heads and other minor items.
d. Inspect irrigation valve boxes weekly to ensure lids are securely fastened. Replace mounting hardware if necessary. Control insects within irrigation equipment for safety and proper operation of system.
Removal of gopher soil from valve boxes once a month or as needed.
e. All replacements shall be with original type and model materials unless a substitute is approved by the City.
f. Contractor shall maintain an adequate stock of medium and high usage items for maintenance of the irrigation system.
g. Contractor shall implement repairs in accordance with all effective warranties and no separate payment will be made for maintenance on equipment covered by warranty.
h. Contractor shall pay for all excessive utility usage due to failure to maintenance malfunctions on a timely basis or unauthorized increases in the frequency of irrigation. Costs will be determined from comparisons of usage with historical usage for the same time period. 2000-2 Payment:
2.1 Payment for performing irrigation system maintenance as specified herein will be made at the unit price for irrigation system maintenance as proposed in Exhibit “B”.
2.2 Maintenance to the irrigation system for causes other than the Contractor’s operations shall be divided as follows:
(1) The cost for minor maintenance shall be included in the costs for irrigation system maintenance as proposed in Exhibit “B”. Minor maintenance shall include spray nozzle adjustments, replacement or repair of riser stabilization, drip irrigation system components, and other small parts.
(2) Major maintenance shall include all items other than small parts and will be paid in accordance with the extra work hourly rate proposed in Exhibit “B”. Material itemized will be paid at cost plus 15%.
Exhibit “A”-Scope of Work Page 24 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
SECTION 2100
RODENT AND PEST CONTROL
2100-1 Rodent Control:
1.1 All landscaped areas shall be maintained free of rodents to include but not limited to gophers and squirrels. The reduced presence of other rodents may be requested by the City.
1.2 All methods employed by the Contractor to perform rodent control shall conform to all federal, state, and county environmental regulations.
1.3 The method for rodent control shall be submitted to the City for approval before implementation.
1.4 Rodent control shall be performed in accordance with the Pest Control Advisor recommendations and following criteria:
a. All mounds shall be raked level a minimum of twenty-four (24) hours prior to treatment.
b. Non approved poisonous bait and noxious gases shall not be used. c. Soil shall be checked in the area to be treated to ensure proper soil moisture exists prior to treatment with treated bait.
d. All treated bait and traps shall be placed in the tunnel. Traps shall be covered with soil once inserted into tunnel to prevent vandalism and to ensure public safety.
e. Any and all spilled bait shall be picked up or buried immediately. f. All treated areas shall be inspected as often as necessary after treatment for dying animals. Contractor shall remove all dying animals and carcasses and dispose offsite prior to the end of each work day until area no longer requires further treatment. Rejected bait shall be removed immediately.
g. Rodent control will commence monthly upon authorization provided by the City.
2100-2 Pest Control:
2.1 Landscaped areas shall be maintained pest free to include but not limited to snails, sow bugs, aphids, caterpillars, etc. that could cause damage to any plants, shrubs, groundcover, trees, irrigation systems, facilities, or cause erosion.
2.2 Pest control shall be performed in accordance with the following criteria:
a. Follow the proper Integrated Pest Management (IPM) policy and procedures.
b. Insect pests to be treated shall be identified and life stage determined prior to treatment.
c. Areas which may be adversely affected by chemical treatment operation shall be identified (i.e., waterways). Necessary
Exhibit “A”-Scope of Work Page 25 of 25 Pages
Landscape Maintenance Services for CFD 2012-1 Singleton Heights 11/21
precautionary measures shall be taken to prevent contaminant of these areas.
d. Pesticides and disease control products shall be applied in accordance with the label recommendations and shall be applied to infested plants only.
e. Pest control will commence upon written authorization provided by the City.
2100-3 Payment:
3.1 Pest and rodent control shall be paid for at the unit price for Pest and Rodent Control.
EXHIBIT “C”
SCHEDULE OF SERVICES
In the event that this Agreement is renewed pursuant to Section 3.1.2, the first renewal period shall be from March 01, 2025 to February 28, 2026. The second renewal period shall be from March 01, 2026, to February 28, 2027.
EXHIBIT “D”
COMPENSATION
In the event that this Agreement is renewed pursuant to Section 3.1.2, the rates set forth as follows may be adjusted each year at the time of renewal described in Exhibit “C” in accordance with the March Consumer Price Index, All Urban Consumers, Los Angeles-Riverside-Orange Counties up to a maximum percentage of five percent.
EXHIBIT “E”
LABOR CODE REQUIREMENTS
EXHIBIT E
Terms for Compliance with California Labor Law Requirements
1. Contractor acknowledges that the project as defined in this Agreement between Contractor and City, to which this Agreement to Comply with California Labor Law Requirements is attached and incorporated by reference, is a “public work” as defined in Division 2, Part 7, Chapter 1 (commencing with Section 1720) of the California Labor Code (“Chapter 1”), and that this Agreement is subject to (a) Chapter 1, including without limitation Labor Code Section 1771 and (b) the rules and regulations established by the Director of Industrial Relations (“DIR”) implementing such statutes. Contractor shall perform all work on the project as a public work. Contractor shall comply with and be bound by all the terms, rules and regulations described in 1(a) and 1(b) as though set forth in full herein.
2. California law requires the inclusion of specific Labor Code provisions in certain contracts. The inclusion of such specific provisions below, whether or not required by California law, does not alter the meaning or scope of Section 1 above.
3. Contractor shall be registered with the Department of Industrial Relations in accordance with California Labor Code Section 1725.5, and has provided proof of registration to City prior to the effective date of this Agreement. Contractor shall not perform work with any subcontractor that is not registered with DIR pursuant to Section 1725.5. Contractor and subcontractors shall maintain their registration with the DIR in effect throughout the duration of this Agreement. If Contractor or any subcontractor cease to be registered with DIR at any time during the duration of the project, Contractor shall immediately notify City.
4. Pursuant to Labor Code Section 1771.4, Contractor’s services are subject to compliance monitoring and enforcement by DIR. Contractor shall post job site notices, as prescribed by DIR regulations.
5. Pursuant to Labor Code Section 1773.2, copies of the prevailing rate of per diem wages for each craft, classification, or type of worker needed to perform the Agreement are on file at City Hall and will be made available to any interested party on request.
Contractor acknowledges receipt of a copy of the DIR determination of such prevailing rate of per diem wages, and Contractor shall post such rates at each job site covered by this Agreement.
6. Contractor shall comply with and be bound by the provisions of Labor Code Sections 1774 and 1775 concerning the payment of prevailing rates of wages to workers and the penalties for failure to pay prevailing wages. Contractor shall, as a penalty to the City, forfeit two hundred dollars ($200) for each calendar day, or portion thereof, for each worker paid less than the prevailing rates as determined by the DIR for the work or craft in which the worker is employed for any public work done pursuant to this Agreement by Contractor or by any subcontractor.
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7. Contractor shall comply with and be bound by the provisions of Labor Code Section 1776, which requires Contractor and each subcontractor to (1) keep accurate payroll records and verify such records in writing under penalty of perjury, as specified in Section 1776, (2) certify and make such payroll records available for inspection as provided by Section 1776, and (3) inform the City of the location of the records.
8. Contractor shall comply with and be bound by the provisions of Labor Code Sections 1777.5, 1777.6 and 1777.7 and California Administrative Code title 8, section 200 et seq. concerning the employment of apprentices on public works projects.
Contractor shall be responsible for compliance with these aforementioned Sections for all apprenticeable occupations. Prior to commencing work under this Agreement, Contractor shall provide City with a copy of the information submitted to any applicable apprenticeship program. Within 60 days after concluding work pursuant to this Agreement, Contractor and each of its subcontractors shall submit to the City a verified statement of the journeyman and apprentice hours performed under this Agreement.
9. Contractor acknowledges that eight hours labor constitutes a legal day’s work.
Contractor shall comply with and be bound by Labor Code Section 1810. Contractor shall comply with and be bound by the provisions of Labor Code Section 1813 concerning penalties for workers who work excess hours. Contractor shall, as a penalty to the City, forfeit twenty-five dollars ($25) for each worker employed in the performance of this Agreement by Contractor or by any subcontractor for each calendar day during which such worker is required or permitted to work more than eight hours in any one calendar day and 40 hours in any one calendar week in violation of the provisions of Division 2, Part 7, Chapter 1, Article 3 of the Labor Code. Pursuant to Labor Code section 1815, work performed by employees of Contractor in excess of eight hours per day, and 40 hours during any one week shall be permitted upon public work upon compensation for all hours worked in excess of eight hours per day at not less than one and one-half times the basic rate of pay.
10. California Labor Code Sections 1860 and 3700 provide that every employer will be required to secure the payment of compensation to its employees. In accordance with the provisions of California Labor Code Section 1861, Contractor hereby certifies as follows:
“I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers’ compensation or to undertake selfinsurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.”
11. For every subcontractor who will perform work on the project, Contractor shall be responsible for such subcontractor’s compliance with Chapter 1 and Labor Code Sections 1860 and 3700, and Contractor shall include in the written contract between it and each subcontractor a copy of those statutory provisions and a requirement that each subcontractor shall comply with those statutory provisions. Contractor shall be required
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to take all actions necessary to enforce such contractual provisions and ensure subcontractor’s compliance, including without limitation, conducting a periodic review of the certified payroll records of the subcontractor and upon becoming aware of the failure of the subcontractor to pay his or her workers the specified prevailing rate of wages.
Contractor shall diligently take corrective action to halt or rectify any failure.
12. To the maximum extent permitted by law, Contractor shall indemnify, hold harmless and defend (at Contractor’s expense with counsel reasonably acceptable to the City) the City, its officials, officers, employees, agents and independent contractors serving in the role of City officials, and volunteers from and against any demand or claim for damages, compensation, fines, penalties or other amounts arising out of or incidental to any acts or omissions listed above by any person or entity (including Contractor, its subcontractors, and each of their officials, officers, employees and agents) in connection with any work undertaken or in connection with the Agreement, including without limitation the payment of all consequential damages, attorneys’ fees, and other related costs and expenses. All duties of Contractor under this Section shall survive termination of the Agreement.
City Council Meeting
Agenda Report
Agenda Item No. 10
SUBJECT: APPROVAL OF AGREEMENT FOR RIGHT-OF-WAY WEED
CONTROL.
MEETING DATE: February 7, 2022
PREPARED BY: Mari Shakir, Associate Engineer
RECOMMENDATION: That the City Council approve an agreement with Rene’s Commercial Management for Right-of-Way Weed Control in the amount of $13,500 and authorize the City Manager to execute the agreement.
BACKGROUND: Rene’s Commercial Management has been providing right-of-way weed abatement services, operating on a routine annual agreement with the City. The annual service includes 2 herbicide applications; a 1
st pre-emergent spray followed by a 2nd post emergent spray.
The applications are typically started in February for maximum effectiveness. Rene’s Commercial Management warranties their work for one year and provides additional applications if needed to maintain a 90% control level.
In prior years, the contract cost was $10,000. On January 22, 2022, Rene’s Commercial Management notified staff of a 35% price increase due to rising material costs. A new quote was provided to the City in the amount of $13,500. A letter from the supplier discussing the increase was also included with the quote.
DISCUSSION: For 16 years, Rene’s Commercial Management has provided the City with exceptional service, but with this price increase the annual agreement now exceeds City Manager signature (per CMC) of $10,000. With the time constraint to start the first application, staff recommends executing this annual agreement.
FISCAL IMPACT: Right-of-way weed abatement services are paid for by the Gas Tax fund. The 2021-22 approved budget contains $12,000. A mid-year budget adjustment will be recommended to fund the balance of the agreement. Therefore, no additional appropriation is being requested with this action.
ATTACHMENTS:
Attachment A: Agreement
Attachment B: Quote with Supplier Letter
CITY OF CALIMESA
ANNUAL WEED CONTROL
CITY RIGHT-OF-WAY
This Contract Agreement is made and entered into for the above-stated project this____ day of _________________________, 20_____, BY AND BETWEEN the CITY OF CALIMESA, as CITY and Rene’s Commercial Management, as CONTRACTOR.
CONTRACTOR agrees to receive and accept the prices set forth in the Proposal/Quote as full compensation for furnishing all materials, performing all work, and fulfilling all obligations hereunder. CONTRACTOR shall notify CITY if site conditions require any price variance from the estimated dollar amount of $13,500 prior to starting additional work. Said compensation shall cover all expenses, losses, damages, and consequences arising out of the nature of the work during its progress or prior to its acceptance, including those for well and faithfully completing the work and the whole thereof in the manner and time specified in the aforesaid contract documents; and also including those arising from actions of the elements, unforeseen difficulties or obstructions encountered in the prosecution of the work, suspension or discontinuance of the work, and all other unknowns or risks of any description connected with the work.
CITY hereby promises and agrees to employ, and does hereby employ, CONTRACTOR to provide the materials, do the work and fulfill the obligations according to the terms and conditions herein contained and referred to, for the prices aforesaid, and hereby contracts to pay the same at the time, in the manner, and upon the conditions set forth in the contract documents.
For and in consideration of the payments and agreements to be made and performed by CITY, CONTRACTOR agrees to furnish all materials and perform all work required for the above-stated project, and to fulfill all other obligations as set forth in the aforesaid contract documents.
The CONTRACTOR must possess a current City business license.
CONTRACTOR acknowledges the provisions of the California State Labor Code requiring every employer to be insured against liability for worker's compensation, or to undertake self-insurance in accordance with the provisions of that Code and certifies compliance with such provisions.
Contractor further acknowledges the provisions of the California State Labor Code requiring every employer to pay at least the minimum prevailing rate of per diem wages for each craft classification or type of workman needed to execute this contract as determined by the Director of Labor Relations of the State of California.
CONTRACTOR agrees to indemnify, defend, and hold harmless CITY and all of its officers and agents from any claims, demand or causes of action, including related expenses, attorney's fees, and costs, based on, arising out of, or in any way related to the work undertaken by CONTRACTOR hereunder.
Attachment 10A
COMPENSATION INSURANCE CERTIFICATE
Pursuant to Section 1861 of the State Labor Code, each Contractor to whom a public works contract has been awarded shall sign the following certificate and shall submit same to the City of Calimesa prior to performing any work on this contract:
I am aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for worker's compensation or to undertake self-insurance in accordance with the provisions of that code, and I shall comply with such provisions before commencing the performance of the work of this contract.
_____________________________________
Contractor
By:___________________________________
Title:_________________________________
Date:_________________________________
By executing this document, the CONTRACTOR is offering to provide the services set forth in the Proposal/Quote and upon written acceptance of the CONTRACTOR’S award by the City, it will have entered into a binding agreement.
CONTRACTOR
Signature: Date:
Print Name: Title:
Company Name:
Address:
City: State: Zip:
Email Address: Phone No:
CITY OF CALIMESA
Bonnie Johnson, City Manager
ATTESTED BY:
Darlene Gerdes, City Clerk
René’s Commercial Management
1002 Luna Way * San Jacinto, CA 92583 *
Tel. (951) 830-0239 * Fax (951) 654-7563
PROPOSAL / QUOTE
FOR
RIGHT-OF-WAY WEED CONTROL
CITY OF CALIMESA, CA
January 20, 2022
We are pleased to offer, once again our management services to the City of Calimesa, we appreciate the opportunity in assisting the City in keeping the selected Right-of-Ways neat and weed free! Our company had maintained them for 16 years under the supervision of Department of Public Works (Eric Williamson), and we will work once again to help the City maintained City’s Right-of-Ways as we have for several years.
Since pre-emergent applications need moisture, (rain), and we would like soil contact to be effective with the herbicide application, we would recommend that any dry weeds that are higher a foot be cut or trim down for treatment to be more effective.
Even though, our proposal is for only (2) herbicide applications, we warranty our work, if any other applications are needed to give a 90%+ control level at all times, these other applications will be at "no extra charge", to the City. Treatment is only effective for 1 year.
We will apply the same EPA-CA registered herbicides to the roadsides with roadside application equipment the same as last year. The recommended pre-emergent herbicides are Goal 2XL and Karmex DF for the sensitive landscape areas and Oust XP and Karmex DF for non-sensitive areas, such as “open” Right-of-Ways, etc., for our post-emergent herbicide applications we recommend RangerPro and Garlon 4 Ultra.
PRICE:
Pre-emergent Weed Control:....................................................................................$8,876.25 2nd Post-emergent Weed Control:...........................................................................$4,623.75 Total Cost For Season Control:............................................................................$13,500.00 Price includes all labor, equipment, materials, and traffic control needed for this project.
Rene's Commercial Management
CA PCO # 31685
________________________________ __________________
Authorized Signature Date
(Quote is good for 15 days)
Attachment 10B
December 10, 2021
Re: glyphosate pricing
Rene,
Glyphosate prices continue to rise, as of November 10, price went up around $8.00 more per gallon, (25%). The latest word I have from Bayer, maker of Roundup and Ranger Pro brands, is that they will raise their prices another 30% as of January 1, 2022. And an overall price in all products/chemicals will be around 30-35% as of January 1, 2022.
As stated before, this is purportedly due to a combination of factors, including reduced imports due to COVID, significant shipping delays, increased shipping costs, factory close-downs due to weather, and difficulty of obtaining packaging.
Sorry, I have no control over these increases and I cannot predict whether prices will continue to go up, or at what point they might hopefully get stable or even maybe begin go down. I will keep you posted.
Please call if you have any questions.
Thank you!
Glenn Feenstra
Nutrien Ag Solutions
Profit from our
Experience
Glenn B. Feenstra
Pest Control Advisor
Certified Crop Advisor
801 S. Grand Ave
San Jacinto, CA 92582
(951) 654-9301
[email protected]
City Council Meeting
Agenda Report
Agenda Item No. 11
SUBJECT: COUNTY LINE ROAD (CLR) TRANSPORTATION CORRIDOR
IMPROVEMENTS PROJECT, CONSTRUCTION CONTRACT
AWARD
MEETING DATE: February 7, 2022
PREPARED BY: Bonnie Johnson, City Manager
Michael Thornton, City Engineer
RECOMMENDATION: That the City Council:
1. Award a contract to Roadway Engineering and Construction Corporation in the amount of $8,185,689.00 for construction of roadway and drainage improvements along County Line Road between Park Avenue and Bryant Street; and
2. Authorize 10% construction contingencies in the amount of $818,569.00 for project change orders; and
3. Approve the Plans and Specifications for construction of roadway and drainage improvements along County Line Road between Park Avenue and Bryant Street; and
4. Authorize the City Manager to execute minor change orders not exceeding the authorized construction contingencies; and
5. Authorize a construction management, geotechnical engineering, and survey budget of $880,000.
BACKGROUND: The Cities of Calimesa and Yucaipa are collaborating on construction of roadway and drainage improvements along County Line Road (CLR) between Park Avenue and Bryant Street. Since the proposed improvements are located in both cities, the cities have executed two fair share agreements that identified funding obligations of both cities. On March 5, 2018, and November 2, 2020, Council approved the respective agreements.
As noted above, on March 5, 2018, the City Council approved the Fair Share Agreement with the City of Yucaipa for County Line Road Corridor Improvements from Calimesa Boulevard to Bryant Street (2018 Agreement). Yucaipa had secured 2 grants: namely an Active Transportation Program (ATP) grant in the amount of $872,000, and a Mobile Source Reduction Committee (MSRC) grant in the amount of 380,000. Both are currently being used for improvements on County Line Road.
The 2018 Agreement includes grant match obligations for both cities. Yucaipa serves as the lead agency for ATP and MSRC funded improvements.
In addition, in January of 2018, Calimesa and Yucaipa partnered on a grant application for SB 1 Local Partnership Program (LPP) funding in the amount of $3,747,000. This grant was not only
targeting other areas on County Line Road not covered by the ATP and MSRC grants, but also overlapped with the 2018 Agreement for improvements not covered by ATP and MSRC; namely the multiple roundabouts (intersection improvements) planned for County Line Road. The cities were awarded this grant in the May of 2018. Funds were allocated by the CTC to the cities on March 25, 2021. The cities have 12 months after the date of allocation to award a contract. After award of the contract, the cities have up to 36 months to complete the construction. The grant amounts are shared between the two cities – see the Fiscal Impact section below.
After preparation of the contract documents, the City estimated the construction cost of the project at $7.5 million and City issued a notice of inviting bids. On August 24, 2021, the City received two bids for project construction. The amounts received far exceeded the construction budget – bids received totaled $10,678,626.59 and $11,704,225.50. The higher-than-expected bids are attributable to higher costs than expected for many items – in particular, the costs of Portland Cement Concrete (roundabouts islands, curbs, gutters, sidewalks, etc.), asphalt concrete pavement, catch basin filters, lighting, South Mesa Water Company’s (SMWC) water system modifications, and landscaping (tree replacement). Staff pursued other possible funding sources including through Riverside County Transportation Commission to fill the funding shortfall without success. Therefore, staff recommended that Council reject all bids, permit staff to rescope the project to reduce costs, rebid the project, and bring a recommendation of award back to City Council for consideration. The City of Yucaipa supported the recommendation. Council accepted Staff’s recommendation and rejected the bids on October 18, 2021.
Staff subsequently rescoped the project. The primary changes included, but were not limited to, pavement section redesign to utilize the existing asphalt to be removed for aggregate base, deleting landscaping including tree replacement, deleting roundabout monumentation and signage, and deleting lighted crosswalks. In addition, SMWC water facilities were rescoped and presented in a separate bid schedule to facilitate removal from this project if SMWC ultimately performs the work as part of their larger water line replacement project.
On January 19, 2022, the cities received the following bids:
Bidder Total Amount
Roadway Engineering and Construction Corp. $ 8,185,689.00 Hillcrest Contracting $ 8,249,756.73
All American Asphalt $ 9,644,214.91
Christensen Brothers General Engineering, Inc. $10,921,571.50 Los Angeles Engineering, Inc. $13,194,339.85
Bid details are shown on Attachment A. Roadway Engineering and Construction Corp. (Roadway) bid is the lowest responsive bid and staff recommends award to Roadway.
Staff is working with the City of Yucaipa to amend the November 2, 2020, Fair Share agreement to incorporate the final funding obligations of each City as discussed below and shown in Attachment A. Staff anticipates this amendment to be on the February 22nd Council meeting for approval.
FISCAL IMPACT: Calimesa’s estimated total fiscal impact from the 2018 Agreement (as amended by the November 2020 agreement) is $596,000. Calimesa’s portion of the 2018 Agreement is being funded by SB 1 RMRA (Road Maintenance and Repair Act) annual allocations over five years. The LPP project is an estimated total cost of $13,569,366. The LPP grant, for construction only, is in the amount of $3,747,000. The remaining cost of $9,822,366 is the local match requirement. Calimesa’s local match for the LPP agreement is estimated to be $2,581,027; while Yucaipa’s local match is estimated to be $7,241,339. Calimesa’s fair share will be funded by a combination of Development Impact fees (DIF), RMRA, MSRC Grant and contributions from developers. Staff does not anticipate having to reallocate any of the funding previously committed to the Citywide paving project.
ATTACHMENTS:
Attachment A: Bid Summary
City Council Meeting
Agenda Report
Agenda Item No. 12
SUBJECT: 2021-22 MID-YEAR FINANCIAL AND BUDGET REPORT
MEETING DATE: February 7, 2022
PREPARED BY: Celeste Reid, Finance Director
RECOMMENDATION: That the City Council approve Resolution No. 2022-04 A Resolution of the City Council of the City of Calimesa amending the Fiscal Year 2021-22 Budget to include recommended adjustments.
DISCUSSION: It is considered with best practices that the budget be reviewed on an ongoing basis to ensure the fiscal integrity of City operations. The purpose of this report is to provide current summary information that will assist the City Council in the decision-making process. This report includes updated projections to close fiscal year 2021-22 for each City fund (Attachment A), as well as recommended changes to the budget (Attachments B through E).
The attachments to this report are as follows:
• Attachment A: Fund Summary – reflects July 1, 2021, available beginning balances based on the 2020-21 annual audit, as well as adjusted 2021-22 revenue and expenditure projections which incorporate proposed budget changes. • Attachment B: General Fund Summary – reflects summary adjustments recommended in the General Fund
• Attachment C: General Fund Revenue Sources by Type – reflects recommended revenue adjustments by line item
• Attachment D: General Fund Expenditure Summary – reflects recommended expenditure adjustments in detail
• Attachment E: Other Funds Adjustments – reflects recommended revenue and expenditure adjustments in other City funds
• Attachment F: Carryovers and Other Previously Approved Budgetary Changes – reflects certain appropriations unspent in 2020-21 and carried forward to 2021-22, as well as additional appropriations approved thus far in 2021-22.
Budgetary Carryovers
As explained and adopted in Resolution 2021-27 which approved the 2021-22 Budget, at the end of FY 2020-21 certain purchase commitments or contracts may exist representing contractual obligations of previously budgeted funds. In addition, certain amounts related to one-time allocations for specific projects and services may remain unspent. This is
common in the Capital Improvement Program (CIP) wherein projects frequently cross fiscal years. At the City Manager’s discretion, these amounts will be deemed to be “rebudgeted” as an addition to the budget amounts approved so long as these amounts do not cause total expenditures in FY 2020-21 to exceed projected actuals to close the year as shown in the 2021-22 Proposed Budget. There was a need for carryovers, and thus, in addition to the adjustments proposed in this report, the 2021-22 budget has already been revised by those amounts. For informational purposes, a schedule of Carryovers and Other Previously Approved Budgetary Changes by fund is presented as Attachment F.
General Fund
With 50% of the fiscal year complete, General Fund revenues are 26% received while expenditures are 36% spent. After incorporation of recommended adjustments, the percentages are 25% and 35%, respectively. However, it should be noted that as of January 31st (the beginning of the third quarter of the fiscal year) the percentages increase to 49.9% and 46.7%, respectively.
The numbers, referred to above, being below 50% through December 31st is typical and due to many factors. For example, certain major General Fund revenues such as property taxes are primarily collected in the second, third and fourth quarters of the fiscal year and thus, at mid-year (December 31st), will generally show less than 50% collected. Another major revenue source, Vehicle License Fee (VLF) backfill, after recommended adjustment, represents approximately 15% of estimated revenue and is received in the third and fourth quarters and thus has a significant lowering effect on the percentage of revenue received through mid-year. In addition, sales tax receipts through December reflect four month’s revenue collection, or 40% received, due to the required accrual method of accounting.
After incorporation of recommended adjustments as detailed in Attachment C, when compared to the original adopted 2021-22 budget, revenues are projected to increase by $388,680, or 5%. Although there is a favorable trend for both the City’s tax base and General Fund reserve, it should be noted certain revenues are one-time in nature and should not be used to fund ongoing expenditures. One-time revenue primarily relates to certain development activity. Staff estimates that an increase of $35,300 of the recommended revenue adjustment is one-time in nature, while increases of $353,380 are expected to be recurring revenue.
With respect to expenditures, many operational costs are relatively straight-line in nature, i.e., there is generally a proportionate share spent each month. However, there are other operating costs that do not follow this pattern. Because of these timing issues, year to date expenditure percentages by Department may vary.
For example, salary and benefit costs are tracking as expected through mid-year, with the exception of Fire Department overtime costs which includes strike team responses.
Contract services such as Police, Fire Dispatch services, City Attorney, and City Engineer, which together represent approximately 35% of the operations budget, do not
reflect a full six months of billings through December. These contract costs are billed in arrears based upon actual services provided and, thus, do not reflect a full six months at mid-year. This will cause the overall percentage spent through mid-year to fall below the 50% mark.
The proposed General Fund expenditure adjustments result in an increase of $238,914.
These adjustments are detailed in Attachment D. The majority of the recommended adjustments, $196,614, are one-time in nature and will not be recurring on an on-going basis. The balance of the adjustments, $42,300, are ongoing in nature and will be budgeted on an annual basis going forward.
One-time in nature net expenditures include recommended increases of $361,000 which are partially offset by decreases of ($164,386) relating to reimbursements from federal and state agencies for Fire Department strike team assignments and Planning department salary allocations to development projects.
As noted above, one-time recommended expenditure increases total $361,000. On December 20, 2021, the Calimesa City Council conceptually approved the transition of services provided by the Calimesa Fire Department from basic life support services to advanced life support with paramedic services. The staff report indicated the projected costs of implementing this program were estimated to be $150,000 for equipment, professional services and training. These costs have been included as recommended adjustments. Other one-time recommended adjustments include increases for fiscal year 2020-21 WRCOG Clean Cities Coalition dues payment of $3,000, and Fire Department overtime costs of $208,000 which are based on strike team assignments and the adherence to minimum staffing operational requirements.
As noted above, one-time recommended expenditure decreases total ($164,386). These include reimbursements for strike team assignments collectively reducing the Fire Department budget one-time by ($149,386) as well as a recommended reduction of Planning Department salary costs ($15,000) based on salary allocations applied to development activity.
Recommended ongoing expenditure increases of $42,300 primarily relate to inflationary cost increases and other contractual adjustments. The recommended increases are for additional wi-fi broadband services at City facilities of $4,500, dues costs of $5,000 for the generator and WRCOG dues for Clean Cities Coalition and Solid Waste Cooperation memberships, office supplies of $1,200, professional services and advertising costs for public notices of $4,000, maintenance of Fire Department vehicles of $15,000, costs of fuel $4,500, and copier equipment of $5,600, and communications services of $2,500.
Based upon all proposed adjustments in the General Fund (as reflected on Attachment B), the ending General Fund projected fund balance is expected to decrease by ($141,378). This is an increase of $149,766 over current budget projected net operating deficit of ($291,144). In addition, the 2020-21 independent financial audit reflects a net
increase in fund balance of $1,825,048; an increase of $1,133,964 over budgetary projections. This includes revenue in excess of original estimates of $418,666 and expenditure savings of $715,298. The revenue variance was mainly due to increases in property taxes, sales tax and development related revenue exceeding original estimates.
With relation to expenditure savings, it included approximate Fire Department costs of ($150,000), Police Department costs of ($53,000) Planning Department costs ($150,000), City Attorney costs ($60,000), non-departmental costs ($113,000) and all other departments combined costs of ($189,000). However, please note that a portion of the expenditure savings is offset by General Fund carryovers of $184,366 as detailed on Exhibit F.
As a result of the activity discussed in this report, the total General Fund ending fund balance as of June 30, 2022, is projected to be $7,096,563, or 83% of budgeted expenditures. This reflects an increase of $1,090,656 from the projected fund balance as originally adopted in June 2021 for the year ending June 30, 2022. In addition, per Council action on October 7, 2019, 30% of fund balance is reserved for unanticipated one-time needs, catastrophic events, other emergencies, or economic downturn. An additional 5% is reserved for equipment replacement. This is a combined total of 35% fund balance projected reserve of $2,998,808. The Council also maintains a reserve for pavement management of $1,000,000 and reserve of $160,000 for compensated absences. This results in a projected net unreserved fund balance of $2,937,755.
Other Funds
Attachment E contains the proposed revenue and expenditure adjustments for all other City funds. Adjustments are recommended in certain CFD funds to reflect the additional maintenance costs for catch basin cleaning and maintenance. Although formal budgets are not required to be adopted for CFD’s under GASB (Government Accounting Standards Board guidelines), it is recommended that budgets be adopted as a tool for staff to track expected activity.
Total recommended revenue adjustments include a net decrease to anticipated revenues in total of ($5,050). This relates to decreases of ($29,050) in interest income calculations based on low interest rates resulting in lower dollars available for allocation to respective funds and decreased projections for Gas Tax revenue based upon the most recent revised estimates available as of the date of mid-year budget review. In addition, the Traffic Improvement Fund does have anticipated revenue increases of $24,000 for mitigation fee collections.
Total recommended expenditures adjustments of $31,600 include increases to the Insurance fund for professional legal services and claims of $17,000, AQMD professional contract services of $1,000, Gas Tax professional contract services for right of way weed control of $2,000, California Recycling grant supplies purchases of recycling containers of $6,000, and CFD maintenance cost increases of $5,600.
Looking Forward
The City of Calimesa has been granted funding of $2,191,266 from the American Rescue Plan Act 2021 (ARPA). The City received $1,095,633 in July 2021 and the remaining balance is expected to be received in July 2022. The dollars are being accounted for in a separate fund. The City Council on August 2, 2021 had preliminary discussions regarding the allowable use of the funding, however, there was no formal appropriation of funding approved at that time. The City Council will provide direction to staff regarding appropriations as additional information is available and final funding is received. The City must obligate funding by December 2024 and funds must be spent by December 2026.
Also, California cities have been repeatedly faced with State imposed fiscal impacts over which the cities have no local control. Two of those areas have impacted the City of Calimesa and will continue to going forward.
First, PERS rates have been a problem for agencies for many years due to volatility and changes in policy. However, unlike many other agencies, the PERS rates for active employees in Calimesa are going down slightly to 9.12% in fiscal year 2022-23. The 2023-24 PERS rate is projected to be similar at 9.1%. The continued rate uncertainties from year to year that all PERS agencies are facing is the result of an action by the PERS Board to lower the estimated discount rate (the assumed rate of return on investments) in its rate calculations. Furthermore, the decrease in discount rate has also resulted in an increase in the City’s unfunded liability which also has to be paid annually in addition to the active member rate. Projected payment of the unfunded liability for 2022-23 is expected to be $82,000, which is approximately $10,000 higher than the 2021-22 payment of $72,150. The projected 2023-24 is expected to be approximately $94,000.
Based on these trends there is a steady increase in payments required for PERS unfunded liabilities.
In addition, the State adopted legislation regarding Successor Agencies (formerly Redevelopment Agencies) which changed the methodology for calculating the annual administrative cost allowance. Since Redevelopment Agency dissolution in 2012, Calimesa had been receiving $250,000 on an annual basis for administrative costs.
Those costs include a portion of staff costs, certain City Attorney costs, Financial Consultant costs and Economic Development Consultant costs. For 2016-17, the administrative cost allowance for Calimesa was decreased to $110,544, or 50% of enforceable obligations. The funding difference of approximately $140,000 was borne by the General Fund. Since that time, the administrative allowance has been an average of $99,000 per year; 2021-22 being $97,083. The 2022-23 ROPS is currently being reviewed by the State. The State is, once again, encouraging Calimesa to file a “last and final” Recognized Obligation Payment Schedule (ROPS) given the Successor Agency obligations are mainly servicing one outstanding bond issue. If the Successor Agency takes that action, it is anticipated that the administrative allowance will be significantly further reduced by the State, thus potentially creating more impact on the General Fund.
Staff continues to ask questions and evaluate options.
FISCAL IMPACT: The overall proposed adjustments increase the fiscal year 2021-22 General Fund projected ending fund balance by $149,766. Projected fund summary balances for all funds are shown on Attachment A. Detailed updated projections on all City Funds will be provided during the upcoming 2022-23 budget adoption process.
ATTACHMENTS:
Attachment A: Resolution No. 2022-04 with Attachments A through F as described above.
RESOLUTION 2022-04
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CALIMESA CALIFORNIA, AMENDING THE FY 2021-22 BUDGET
TO INCLUDE CERTAIN RECOMMENDED ADJUSTMENTS
WHEREAS, the City Council adopted the Fiscal year 2020-21 Budget on June 7, 2021; and
WHEREAS, on an ongoing the basis the budget should be monitored and adjusted as necessary to reflect current operating results; and
WHEREAS, the City Council now deems it appropriate to incorporate certain adjustments into the budget to incorporate current operating results, as well other necessary adjustments.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CALIMESA HEREBY FINDS, DETERMINES, RESOLVES AND ORDERS AS FOLLOWS:
Section 1: The Fiscal Year 2021-22 Budget is hereby amended to incorporate adjustments as detailed on Attachments C, D and E to the accompanying staff report.
PASSED, APPROVED, and ADOPTED this 7
th day of February 2022.
________________________________
WIILIAM DAVIS, MAYOR
ATTEST:
_________________________________
DARLENE GERDES, CITY CLERK
Attachment 12A
CITY OF CALIMESA
Fiscal Year 2021-22
Mid-Year Budget Review
Fund Summary
Attachment A
July 1, 2021 Revised Revised June 30, 2022
Available Budgeted Budgeted Projected
Balance Revenue Expenditures Balance
General Fund (1) $ 7,237,941 $ 8,426,646 $ 8,568,024 $ 7,096,563 Special Revenue Funds
Special Deposits 19 10 - 29
Insurance Fund 177,014 1,700 17,000 161,714
Supplemental Law Enforcement 60,280 148,850 167,295 41,835 American Rescue Plan Act - 1,000 - 1,000
CDBG ( Housing Rehab Grant) (2) 439,039 - - 439,039
Planning Grant - 203,292 203,292 -
HOME (Housing Rehab Grant) (2) 968,510 4,000 3,500 969,010 Library Fund 286,772 39,070 32,375 293,467
Air Quality Fund (AQMD) 31,191 11,840 2,070 40,961
Gas Tax Fund 23,298 230,896 249,367 4,827
LLMD 11,596 180,100 175,191 16,505
Recycling Fund 16,947 5,075 6,000 16,0220
Total Special Revenue Funds 2,014,666 825,833 856,090 1,984,409 Capital Projects Funds
Capital Improvement Fund - ADA 60,327 5,350 - 65,677
CFD's
Public Safety CFD 382,828 713,368 660,777 435,419
JP Ranch CFD (3)(4) 1,847,237 523,426 507,726 1,862,937 Singleton Heights CFD (3)(4) 1,696,386 629,510 560,344 1,765,552 Summerwind CFD (3)(4) 1,986,989 971,373 725,789 2,232,573 CFD Deposits(M Verde & H Oaks) (5) 31 - - 31
Total CFD Funds 5,913,471 2,837,677 2,454,636 6,296,512 Successor Agency (3) 141,233 294,751 294,751 141,233
Operating Budget Totals $ 15,367,638 $ 12,390,257 $ 12,173,501 $ 15,584,394 Capital Improvement Funds
Measure A $ 429,417 $ 193,000 $ 534,760 $ 87,657
Road Maintenance and Rehabiliation 359,651 180,063 499,705 40,009 Fire Facilities Fees (5) 30,408 16,000 55,460 (9,052)
Flood Control and Drainage Fees 2,904,351 7,305,278 8,176,350 2,033,279 Administration Facilities Fees 2,805,623 76,480 369,605 2,512,498 Library Facilities Fees 1,136,720 21,880 65,790 1,092,810 Law Enforcement Fees 534,926 5,980 4,280 536,626
Traffic Improvement Fees 1,576,206 13,659,275 15,066,793 168,688 Park Improvement Fees 3,323,285 40,880 6,135 3,358,030
Capital Improvement Budget Totals 13,100,587 21,498,836 24,778,878 9,820,545 Grand Total - All Funds $ 28,468,225 $ 33,889,093 $ 36,952,379 $ 25,404,939 Notes:
(1) Balance includes funds restricted per Reserve Policy (2) Grant completed. Activity/balance represents repayment of rehab loans. Beginning available balance includes restricted funds for grant purposes. (3) Balances include monies restricted for debt service on bonds. (4) Beginning balance includes unexpended bond proceeds pending developer drawdown. (5) Although a negative fund balance exists due to long-term internfund loan, current cash balance is sufficient to pay 4 years of debt service.
FY 2020-21
Actuals
FY 2021-22
Amended
Budget
FY 2021-22
Revised
Estimates
Recommended
Adjustments
REVENUES
TAXES $ 4,679,146 $ 4,575,853 $ 4,879,785 $ 303,932
FRANCHISE FEES 500,737 492,731 492,731 -
INTERGOVERNMENTAL REVENUES 1,266,493 1,221,137 1,322,610 101,473 FINES & FORFEITURES 12,188 19,450 26,450 7,000
BUILDING & SAFETY 957,858 400,950 402,150 1,200
USE OF MONEY/PROPERTY 91,702 92,654 82,254 (10,400)
CHGS FOR SVCS (PLANNING/ENG) 275,606 172,140 188,440 16,300 CHGS FOR SVC (MISC) 863,047 960,000 945,000 (15,000)
LICENSES & PERMITS 66,030 48,051 49,226 1,175
OTHER REVENUES 256,564 55,000 38,000 (17,000)
TOTAL REVENUES 8,969,371 8,037,966 8,426,646 388,680
EXPENDITURES
CITY COUNCIL 55,178 71,583 78,583 7,000
CITY MANAGER 302,942 322,791 322,791 -
CITY CLK - GENERAL OPERATIONS 120,320 105,891 108,891 3,000 CITY CLK - RENT CONTROL 10,117 20,587 20,587 -
CITY CLK - HUMAN RESOURCES 72,462 76,500 76,500 -
CITY CLK - RISK MANAGEMENT 169,532 200,264 201,264 1,000 CITY ATTORNEY 110,413 185,000 185,000 -
FINANCE 174,082 299,125 299,125 -
INFORMATION TECHNOLOGY 142,183 218,625 223,125 4,500
PLANNING/CODE ENF/BLDG & SAFETY 831,953 838,711 823,711 (15,000) ENGINEERING 52,649 99,835 99,835 -
CITIZENS PATROL 463 8,040 8,040 -
POLICE 1,955,695 2,471,501 2,471,501 -
ANIMAL CONTROL 40,000 48,289 48,289 -
FIRE SERVICE 2,086,104 2,515,597 2,743,411 227,814
COMMUNITY SERVICES 154,587 152,376 152,376 -
PUBLIC WORKS 427,234 483,805 487,305 3,500
NON-DEPARTMENTAL 438,409 210,590 217,690 7,100
TOTAL EXPENDITURES 7,144,323 8,329,110 8,568,024 238,914 $ 1,825,048 $ (291,144) $ (141,378) $ 149,766
$ 5,412,893 $ 7,237,941 $ 7,237,941 N/A
$ 7,237,941 $ 6,946,797 $ 7,096,563 N/A
101% 83% 83% N/A
$2,500,512 $2,915,189 $2,998,808 N/A
35% 35% 35% N/A
RESERVE FOR PAYMENT MANAGEMENT $ - 1,000,000$ $ 1,000,000 N/A PERCENTAGE OF BUDGETED EXPENDITURES 12% 12% N/A
RESERVE FOR COMPENSATED ABSENCES $ - 160,000$ $ 160,000 N/A PERCENTAGE OF BUDGETED EXPENDITURES 2% 2% N/A
$ 4,737,429 2,871,609$ $ 2,937,755 N/A
PERCENTAGE OF BUDGETED EXPENDITURES 66% 34% 34% N/A
NET UNRESERVED FUND BALANCE
PERCENTAGE OF BUDGETED EXPENDITURES
COUNCIL APPROVED RESERVES
COUNCIL APPROVED RESERVE PERCENTAGES
CITY OF CALIMESA Attachment B
ENDING FUND BALANCE
Fiscal Year 2021-22 Mid-Year Budget Review
General Fund Summary
NET OPERATING SURPLUS (DEFICIT)
BEGIINING FUND BALANCE
CITY OF CALIMESA
FY 2020-21
Audited Actuals
FY 2021-22
Amended Budget
FY 2021-22
Revised Estimate
Recommended
Adjustment
1 TAXES:
4001 Property Tax 1,042,437 1,090,385 1,167,385 77,000
4002 Property Transfer Tax 144,423 60,000 100,000 40,000 4003 TOT 86,990 72,000 72,000 -
4004 Sales Tax 1,173,073 1,040,400 1,040,400 -
4005 Fire Property Tax 2,232,223 2,313,068 2,500,000 186,932 Total Taxes 4,679,146 4,575,853 4,879,785 303,932
2 FRANCHISE FEES:
4201 So Cal Edison 91,599 93,431 93,431 -
4202 Gas Company 29,503 29,500 29,500 -
4203 CR&R Sanitation 269,809 267,800 267,800 -
4204 Cablevision 89,086 80,000 80,000 -
4206 Frontier Communications 20,740 22,000 22,000 -
Total Franchise Fees 500,737 492,731 492,731 -
3 INTERGOVERNMENTAL REVENUES:
4020 Waste Management 1,793 2,800 2,800 -
4800 Other Govtl Revenues 6,512 7,810 7,810 -
4802 Beaumont Bldg Permit 5,500 1,000 12,000 11,000
4804 VLF Backfill 1,137,502 1,209,527 1,300,000 90,473
4935 CARES - COVID Grants 115,186 - - -
Total Intergovernmental 1,266,493 1,221,137 1,322,610 101,473 4 FINES & FORFEITURES:
4100 Parking/Registration 4,693 4,000 4,000 -
4102 Admin Citations 4,620 3,000 10,000 7,000
4108 Vehicle Impound Cost Recovery 2,375 2,500 2,500 -
4150 EMSA Penalties - 8,000 8,000 -
4402 Code Enforcement fees - - - -
4476 Building Abatement 500 450 450 -
4480 Abandoned Vehicle Fees - 1,500 1,500 -
Total Fines & Forfeitures 12,188 19,450 26,450 7,000
5 BUILDING & SAFETY:
4401 Building Permits 899,220 375,000 375,000 -
4415 Building Permit Admin Fee 45,938 13,800 17,000 3,200 4489 (pass thru) Green Fee 270 150 150 -
4530 Weed Abatement 12,430 12,000 10,000 (2,000)
Total Building & Safety 957,858 400,950 402,150 1,200
6 USE OF MONEY/PROPERTY:
4210 T-Mobile Rent 34,187 35,554 35,554 -
4301 Facility Rental 2,400 2,400 1,000 (1,400)
4403 Microfilming Fees 11,353 3,200 3,200 -
4600 Passport Applications - 1,000 2,000 1,000
Fiscal Year 2021-22 Mid-Year Budget Review
Revenues by Source Type Attachment C
CITY OF CALIMESA
FY 2020-21
Audited Actuals
FY 2021-22
Amended Budget
FY 2021-22
Revised Estimate
Recommended
Adjustment
Fiscal Year 2021-22 Mid-Year Budget Review
Revenues by Source Type Attachment C
4611 Sales of Copies 1,351 500 500 -
4650 Interest Income 42,411 50,000 40,000 (10,000)
Total Use of Money/Property $ 91,702 $ 92,654 $ 82,254 $ (10,400)
CITY OF CALIMESA
FY 2020-21
Audited Actuals
FY 2021-22
Amended Budget
FY 2021-22
Revised Estimate
Recommended
Adjustment
Fiscal Year 2021-22 Mid-Year Budget Review
Revenues by Source Type Attachment C
7 CHGS FOR SVCS-PLANNING/ENGINEERING:
4309 Encroachment Permits $ 12,714 $ 12,000 $ 12,000 $ - 4405 Mitigation Fees 294 200 1,000 800
4420 Forclosure Ordinance - 300 300 -
4450 Planning Fees 955 2,000 2,000 -
4451, 4452 Plan Check Fees 50,588 30,000 45,000 15,000
4453 Development Plan Rev 8,825 15,000 15,000 -
4462 Grading Fees 6,785 5,000 5,000 -
4464 Temporary Use Permit - 1,000 1,000 -
4465 Engineering Fees - 1,000 1,000 -
4485 General Plan Maintenance Fee 72,660 22,000 22,000 - 4486 Zoning Review - - 500 500
4487 Technology Surcharge 21,951 6,500 6,500 -
4490 Fire Prevention 70,664 50,000 50,000 -
4620 Mobile Home Registration Fee 30,170 27,140 27,140 - Total Planning & Engineering Charges 275,606 172,140 188,440 16,300 8 CHARGES FOR SERVICES (MISC):
4101 City Personnel cost / CFD 315,000 650,000 650,000 - 4410 Administrative Fee 68,137 40,000 40,000 -
4625 Miscellaneous 78,689 30,000 15,000 (15,000)
4626 Development Agreement Fee 392,301 234,000 234,000 - 4630 Credit Card Fees 8,920 6,000 6,000 -
863,047 960,000 945,000 (15,000)
9 LICENSES & PERMITS:
4300 Business License 25,559 23,000 23,000 -
4302 Business License - New - Inspections 3,387 2,000 2,000 - 4303 Business License - New Application Review 3,360 1,500 1,500 - 4304 Business License - Annual Fire Inspection 10,010 8,500 8,500 - 4308 Home Occupation Permits 3,078 1,026 1,026 -
4330 Bingo - - - -
4406 Wide Load Permits 346 200 200 -
4407 Recycle Deposit 17,735 10,000 10,000 -
4471 Sign Applications 2,555 1,825 3,000 1,175
Total Licenses & Permits 66,030 48,051 49,226 1,175
10 OTHER REVENUE:
4119 Reimbursements 77,564 - - -
4930 Community Benefit Charge 179,000 55,000 38,000 (17,000) 4935 CARES Act, COVID Grants - - - -
9501 Transfers-in Other Funds - - - -
Total for Misc Revenue 256,564 55,000 38,000 (17,000)
GENERAL FUND TOTAL $ 8,969,371 $ 8,037,966 $ 8,426,646 $ 388,680 Total Charges for Services (Misc.)
Expenditures
Recommended
Adjustment
Dept./Account Number
City Council:
01-1100-7650 Increase in Dues & Subcriptions $ 7,000
Ongoing - $4,000; Onetime - $3,000
7,000
City Clerk:
01-1300-7550 Increase General Function Advertising 3,000 Ongoing 01-1330-7210 Increase in Risk Management Professional Services 1,000 Ongoing 4,000
Information Technology:
01-2100-7420 Increase in Communications - additional Broadband WIFI 4,500 Ongoing 4,500
Planning:
01-3000-6011 Allocated Project Payroll (15,000) One-time (15,000)
Fire:
01-4300-6030 Overtime increase - Strike Teams (mutual aid), COVID backfill, other backfill 208,000 One-time 01-4300-6031 Overtime Reimbursement - Strike Teams (76,730) One-time 01-4300-7741 O and M Reimbursement - Strike Teams (72,656) One-time 01-4300-7725 Advanced Life Support Program - Equipment 100,000 One-time 01-4300-7210 Advanced Life Support Program - Professional Services 25,000 One-time 01-4300-7210 Advanced Life Support Program - Training 25,000 One-time 01-4300-7432 Repairs & Maintenance Vehicles 15,000 Ongoing 01-4300-7610 Office Supplies 1,200 Ongoing
01-4300-7740 Fuel & Oil 3,000 Ongoing
227,814
Public Works:
01-5100-7420 Increased communication costs - Wireless Phone 2,500 Ongoing 01-5100-7430 AQMD Fee for Generator 1,000 Ongoing
3,500
Non-Departmental:
01-8100-7230 Increased Copy charges & contract 5,600 Ongoing 01-8100-7740 Increased Fuel & Oil costs 1,500 Ongoing
7,100
42,300 Ongoing
196,614 One-time
Total Recommended Expenditure Adjustments $ 238,914
CITY OF CALIMESA Attachment D
Fiscal Year 2021-22 Mid-Year Budget Review
General Fund Expenditure Summary
Fund
Revenue Expenditure
Insurance Fund:
13-0000-4650 Interest Income $ 1,000 $ -
13-0000-7210 Professional Services - Legal Fees and claims processing - 17,000 1,000 17,000
American Rescue Plan Act:
16-0000-4650 Interest Income 1,000 -
1,000 -
Library:
19-0000-0000 Interest Income (1,600) -
19-0000-4800 Other Governmental Revenues (750) -
(2,350) -
AQMD:
21-0000-7210 Professional Services - Contract services - 1,000 - 1,000
Gas Tax:
24-0000-4523 HUTA 2103 Revenue Estimate (11,000) -
24-0000-4525 HUTA 2105 Revenue Estimate 400 -
24-0000-4526 HUTA 2106 Revenue Estimate (600) -
24-0000-4527 HUTA 2107 Revenue Estimate 4,500 -
24-0000-7433 Contract for right-of-way weed control - 2,000 (6,700) 2,000
Measure A:
25-0000-4650 Interest Income (4,000) -
(4,000) -
Traffic Improvement Fees:
36-0000-4405 Mitigation fees 24,000 -
36-0000-4650 Interest Income (7,000) -
17,000 -
Park Improvement Fees:
39-0000-4650 Interest Income (11,000) -
(11,000) -
CFD's:
55-0000-7210 Singleton Heights Catch Basin Cleaning & Maintenance (Prof Services) - 2,000 57-0000-7210 Summerwind Catch Basin Cleaning & Maintenance (Prof Services) - 3,600 - 5,600
California Recycling Grant:
71-5100-7735 Special Supplies - Recycling Containers - 6,000 - 6,000
Total Recommended Adjustments $ (5,050) $ 31,600
CITY OF CALIMESA Attachment E
Fiscal Year 2021-22 Mid-Year Budget Review
Other Funds Adjustments
Recommended Adjustment
Revenues and Expenditures Description Detail by Fund
Revenue
General Fund (01) Carryover from 20-21: EPMG Award Grant $ 6,610 Planning Grants (18) Carryover from 20-21: SB2 State Grant 121,809 Carryover from 20-21: LEAP Grant 64,583
Additional Appropriation: Additional APNs to Overlay Zone Project 16,900 Flood/Drainage (32) Carryover from 20-21: Riverside County Flood Control - Calimesa Creek 7,220,638 Street and Trafiic (36) Carryover from 20-21: Balance of Grant funding and local funding - CLR/Calimesa Blvd 1,296,265 Carryover from 20-21: Grant funds and local funding - CLR Corridor Improvement Project 7,087,750 Carryover from 20-21: TUMF and local funding for County Line Road Interchange 500,000 Carryover from 20-21: Transfer in from Fund 22 299,705
Carryover from 20-21: Balance of Developer Contribution for Cherry Valley Interchange 2,230,295 TOTAL REVENUE CARRYOVERS AND OTHER PREVIOUSLY APPROVED ADJUSTMENTS $ 18,844,555 Expenditures
General Fund (01) Carryover from 20-21: Website Development $ 40,000 Carryover from 20-21: Computer Replacements 2,000
Carryover from 20-21: Professional Services for Housing Element 50,000 Carryover from 20-21: Fire Department Emergency Management 25,000 Carryover from 20-21: Fire Department IT Software 9,000 Carryover from 20-21: Fire Department Monument 4,144
Carryover from 20-21: Restroom Upgrades 11,906
Carryover from 20-21: Vehicle Upgrades 7,935
Carryover from 20-21: Chamber Agreement 21,381
Carryover from 20-21: Consultant Fee for DIF Affordable Housing Fee 13,000 Additional Appropriation: Playground Equipment Replacement 15,322 Planning Grants (18) Carryover from 20-21: SB2 State Grant 121,809 Carryover from 20-21: LEAP Grant 64,583
Additional Appropriation: Additional APNs to Overlay Zone Project 16,900 RMRA - SB 1 (22) Carryover from 20-21: Transfer to County Line Road/Calimesa Blvd Intersection Project 299,705 Measure A (25) Carryover from 20-21: County Line - California to Bryant 70,000 Carryover from 20-21: County Line - 3rd to California 135,000 Carryover from 20-21: Miscellaneous Streets - California St. - County Line to Myrtlewood 120,000 Flood/Drainage (32) Carryover from 20-21: Calimesa Creek 8,160,653 Carryover from 20-21: Roberts Road - Final Costs 2,000
Administrative Facilities (33) Carryover from 20-21: Admin facility expansion plans 15,325 Library Facilties (34) Carryover from 20-21: Library facility expansion plans 11,510 Street and Trafiic (36) Carryover from 20-21: County Line Road/Calimesa Blvd Intersection 1,582,669 Carryover from 20-21: CLR Corridor Improvement Project 8,544,049 Carryover from 20-21: County Line Interchange Planning 500,000 Carryover from 20-21: Cherry Valley Interchange Planning 2,219,380 TOTAL EXPENDITURE CARRYOVERS AND OTHER PREVIOUSLY APPROVED ADJUSTMENTS $ 22,063,271
CITY OF CALIMESA
Fiscal Year 2020-21 Budgetary Carryovers
into Fiscal year 2021-22 Budget
and Previously Approved Budget Adjustments Attachment F