Regular Meeting of the Calimesa City Council
Meeting Agenda
Monday, April 6, 2026 – 6:00 PM
Norton Younglove Multipurpose Senior Center
908 Park Avenue, Calimesa, CA 92320
The Calimesa City Council will be conducting this meeting in the Norton Younglove Senior Center. Members of the public may attend this meeting in person at the Norton Younglove Senior Center, 908 Park Avenue, Calimesa, CA 92320, or the public may view the City Council meetings live at https://www.youtube.com/@calimesacity900/live beginning at 6:00 p.m.
Submission of Public Comments: Public comment will be allowed by completing a speaker slip and providing it to the City Clerk at the meeting. Please observe a time limit of 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 3 minutes to another speaker.
Jeff Cervantez, Mayor John Manly, Mayor Pro Tem
Eric Cundieff, Council Member Edgar Garcia, Council Member Linda Molina, Council Member Will Kolbow, City Manager Steven Flower, City Attorney 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.
Call to Order
Roll Call: Mayor Cervantez, Mayor Pro Tem Manly, Council Member Cundieff, Council Member Garcia and Council Member Molina.
Staff: City Manager Kolbow, City Attorney Flower, City Clerk Gerdes, Finance Director Reid, Community Development Director Lucia, Public Works Director Shakir, City Engineer Thornton, Deputy Fire Chief Shaw and Sheriff Captain Esquibel
Pledge of Allegiance
Proclamation Presentation – "DMV/Donate Life California Month" - April 2026 Communications From the Public
Pursuant to the Brown Act, this is the opportunity for members of the public to directly address the Council on any item within the Council’s subject matter jurisdiction. Please note that this is also the time in which members of the public may address the Council on any item on the Consent Calendar. This is not the 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, Consent Calendar and Waiver of Full Reading of Ordinances This is the time for the City Council to notify the public of any changes to the agenda; such as removal of an agenda item, rearrangement of the agenda, postponement of an agenda item or continuance of an item to a future meeting. This is also the time for the City Council to remove items from the Consent Calendar for individual consideration. Waiver of full reading of ordinances does not take policy action or approve or disapprove any ordinances on the agenda, it simply means that the entire text of the ordinance will not be read.
Consent Calendar
The following items on the Consent Calendar are routine and customary items and are enacted by a single motion, with the exception of items previously removed during “Approval of the Agenda” for individual consideration. Any items removed shall be individually considered immediately after taking action on the Consent Calendar.
1. Approval of City Council Meeting Minutes of March 16, 2026 Regular Meeting and March 21, 2026 Special Strategic Plan Workshop
Recommendation: That the City Council approve the action minutes of the Regular City Council Meeting of March 16, 2026 and the action minutes of the Special Strategic Plan Workshop of March 21, 2026.
2. Receive and File City Commission & Board Minutes
Recommendation: There are no minutes ready for approval at this time.
3. Approval of Accounts Payable and Payroll Warrant Registers Recommendation: That the City Council approve the Accounts Payable and Payroll Warrant Registers as presented.
4. Treasurer's Report for the month ended January 31, 2026 Recommendation: That the City Council receive and file the Investment Report for the month ended January 31, 2026.
5. Purchase of Haaker Trailered Hot Water Pressure Washer Recommendation: That the City Council:
1. Approve the purchase of a Haaker Hot Water Pressure Washer in the amount of $24,939.08
2. Adopt Resolution 2026-09, A Resolution of the City Council of the City of Calimesa, California, Amending the FY 2025-26 Budget to Include an Adjustment of $24,939.08 into Gas Tax Fund 24.
6. Approval of Accounting Software ERP PRO Licensing of Content Manager Core Module Recommendation: Approve the addition of content manager core module system to the City’s ERP Accounting software with Tyler Technologies and authorize the City Manager to execute the contract on behalf of the City.
7. Adoption of Resolution No. 2026-08 Approving a CPI Rate Increase by CR&R, Incorporation effective July 1, 2026.
Recommendation: That the City Council adopt Resolution No. 2026-08, A Resolution of the City Council of the City of Calimesa, California, Approving a CPI rate increase by CR&R, Incorporated effective July 1, 2026.
8. Approval of First Amendment to Agreement With Integrity Arborist and Ecoscape Inc. for Weed Abatement Services Within Community Facilities District No. 2013-1 (JP-Ranch) Recommendation: That the City Council approve the First Amendment to the Agreement with Integrity Arborist and Ecoscape Inc. for additional weed abatement services within Community Facilities District No. 2013-1 (JP Ranch) in the amount of $1,362 per month through January 31, 2028.
Fire Chief Report
Sheriff Captains Report
Public Hearings
Speakers are encouraged to be brief and remain within the established time limit of 3 minutes per speaker. Once the public hearing has been closed, no further testimony will be taken.
9. Public Hearing : WRCOG TUMF Amendments
Recommendation: That the City Council:
1. Introduce 1st Reading, by title only of Ordinance No. 420, AN ORDINANCE OF THE CITY OF CALIMESA AMENDING CHAPTER 18.105 OF THE CALIMESA MUNICIPAL CODE TO REVISE THE DEFINITIONS OF “MULTI-FAMILY RESIDENTIAL UNIT” AND “SINGLE FAMILY RESIDENTIAL UNIT”
FOR PURPOSES OF THE WESTERN RIVERSIDE COUNTY TRANSPORTATION UNIFORM
MITIGATION (TUMF) FEE PROGRAM AND TO ESTABLISH CONSTRUCTION COST INDEX ADJUSTMENTS TO THE WESTERN RIVERSIDE COUNTY TUMF PROGRAM; and
2. Adopt Resolution No. 2026-05, a Resolution of the City Council of the City of Calimesa, California amending the applicable Transportation Uniform Mitigation Fee (TUMF) applicable to all developments in the City of Calimesa.
Business Items
10. Award of Professional Services Agreement to Acton Architecture for Architectural and Engineering Design Services - City Hall Renovation Project
Recommendation: That the City Council:
1) Authorize the City Manager to execute a Professional Services Agreement with Acton Architecture for architectural and engineering design services for the City Hall Renovation Project in an amount not to exceed $390,393, subject to City Attorney approval; and 2) Authorize the City Manager to approve change orders or additional services for the agreement in an amount not to exceed 10% of the agreement amount; and
3) Adopt Resolution 2026-10 approving a budget amendment to allocate additional funding for the City Hall Renovation Project design services.
Mayor & Council Member Reporting of County & Regional Meetings/Conferences This is the time for 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. CONFERENCE WITH LABOR NEGOTIATORS Pursuant to Government Code Section 54957.6. City Negotiator: Will Kolbow, City Manager and Darlene Gerdes, Deputy City Manager/City Clerk/Human Resources. Represented Employees: Calimesa Professional Firefighters Association.
Adjournment
Meeting Adjourned to the Regular City Council Meeting on Monday, April 20, 2026, at 6:00 p.m.
CITY COUNCIL MEETING
Agenda Report
Agenda Item No. 1.
SUBJECT: Approval of City Council Meeting Minutes of March 16, 2026 Regular Meeting and March 21, 2026 Special Strategic Plan Workshop MEETING DATE: April 6, 2026
PREPARED BY: Darlene Gerdes, Deputy City Manager/City Clerk RECOMMENDATION:
That the City Council approve the action minutes of the Regular City Council Meeting of March 16, 2026 and the action minutes of the Special Strategic Plan Workshop of March 21, 2026.
ATTACHMENTS:
1. CCM 03-16-2026 Draft Action Minutes Regular Meeting
2. CCM 03-21-2026 Draft Action Minutes Special Strategic Plan Workshop
City Council Action Minutes of the Regular Meeting of
March 16, 2026
City Of Calimesa
City Council Minutes of Regular Meeting
March 16, 2026
CALL TO ORDER 6:00 p.m. by Mayor Cervantez
ROLL CALL: MAYOR CERVANTEZ, MAYOR PRO TEM MANLY, COUNCIL MEMBER CUNDIEFF AND COUNCIL MEMBER MOLINA.
ABSENT: COUNCIL MEMBER GARCIA
There was Council consensus to excuse the absence of Council Member Garcia.
STAFF: CITY MANAGER KOLBOW, CITY ATTORNEY FLOWER, CITY CLERK
GERDES, FINANCE DIRECTOR REID, DEPUTY FIRE CHIEF SHAW AND SHERIFF CAPTAIN ESQUIBEL.
PLEDGE OF ALLEGIANCE
Pledge of Allegiance was led by Council Member Molina
COMMUNICATIONS FROM THE PUBLIC
Pursuant to the Brown Act, this is the opportunity for members of the public to directly address the Council on any item within the Council’s subject matter jurisdiction. Please note that this is also the time in which members of the public may address the Council on any item on the Consent Calendar. This is not the 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.
Bill Thomas, 37420 Leta Drive, Calimesa stated that he was encouraged to hear of the recission of the City of Yucaipa Freeway Corridor Plan and what it might mean for Calimesa. He expressed his support of the original retail plan for the Oak Valley Project that was planned in the early years of cityhood. He stated that it is important to have retail in the city, not industrial, as retail brings the sales tax that the City needs.
Howard Reeves, 1017 Douglas Street, Calimesa expressed his appreciation to the City for the $5,000 contribution to the Calimesa Youth Baseball and Softball League. He thanked Mayor Cervantez and Council Member Cundieff for their attendance at the Opening Ceremonies on March 14th at Summerwind Park and further thanked Yaiza Benson for her attendance and assistance to the league.
APPROVAL OF THE AGENDA, CONSENT CALENDAR AND WAIVER OF FULL READING OF ORDINANCES - This is the time for the City Council to notify the public of any changes to the agenda; such as removal of an agenda item, rearrangement of the agenda, postponement of an agenda item or continuance of an item to a future meeting. This is also the time for the City Council to remove items from the Consent Calendar for individual consideration. Waiver of full reading of ordinances does not take policy action or approve or disapprove any ordinances on the agenda, it simply means that the entire text of the ordinance will not be read.
Mayor Cervantez asked if there were any necessary changes to the agenda or any items to be removed from the Consent Calendar for discussion. There were no items pulled from the Consent Calendar. The agenda, consent Calendar and waiver of full reading of ordinances was approved by the following action:
City Council Action Minutes of the Regular Meeting of
March 16, 2026
MOTION BY COUNCIL MEMBER MOLINA, SECONDED BY COUNCIL MEMBER MANLY, CARRIED 4-0-1-0(COUNCILMEMBER GARCIA WAS ABSENT) TO APPROVE THE AGENDA, CONSENT CALENDAR AS PRESENTED, AND WAIVE FULL READING OF ORDINANCES.
CONSENT CALENDAR (Items 1 - 5
The following items on the Consent Calendar are routine and customary items and are enacted by a single motion, with the exception of items previously removed during “Approval of the Agenda” for individual consideration Any items removed shall be individually considered immediately after taking action on the Consent Calendar.
1. APPROVAL OF CITY COUNCIL ACTION MINUTES.
a) City Council action minutes of the March 2, 2026 regular meeting
2. RECEIVE AND FILE CITY COMMISSION & BOARD MINUTES.
RECOMMENDATION: That the City Council approve the:
a) Parks, Trails & Community Services Commission action minutes of the regular meeting of February 4. 2026
b) Planning Commission action minutes of the regular meeting of February 9, 2026
3. APPROVAL OF WARRANT REGISTERS.
a) Check Register Report with a total of $725,351.89 (Check Nos. 45087-45139) b) March 12, 2026 Payroll of $138,957.97
4. COUNCL TRAVEL AND TRAINING – MEETING AND MILEAGE EXPENSE REPORT.
RECOMMENDATION: That the City Council approve the Council Travel, Training and Meeting/Mileage Expenses Report through February 28,2026.
5. APPROVAL OF AGREEMENT FOR FARMERS MARKET VENDOR COORDINATOR SERVICES.
RECOMMENDATION: That the City Council approve the agreement for vendor coordinator services with “Where’s the Event” for the Calimesa Farmers Market.
CALIMESA CHAMBER OF COMMERCE REPORT
Chamber Vice President Tony Phillips provided the following report: He thanked City Manager Kolbow for speaking at the March Chamber breakfast and announced the next breakfast meeting for April 14th at Kafe Royale with Skye Moore from Twin Graphics as the guest speaker. He further announced that Mayor Cervantez would be the guest speaker for the May breakfast meeting. He stated that the Chamber has been asked to volunteer and assist with the Scottish Festival that would take place on Saturday, March 21st. He announced that the Chamber President who was sworn in at the January Installation dinner has resigned, adding that he as Vice President would be acting as President until a new President is selected. He stated that they are working on an update of the Chamber’s website and social media. He announced that the Annual Scholarship Tea would be held in May and the venue is still to be determined.
City Council Action Minutes of the Regular Meeting of
March 16, 2026
BUSINESS ITEMS
6. APPROVAL OF LETTER TO SACRAMENTO AND ADOPTION OF RESOLUTION ADVOCATING FOR RESTORATION OF LOCAL LAND USE AUTHORITY.
RECOMMENDATION: That the City Council:
1. Approve the attached letter to the Governor and State Legislature addressing the continued erosion of local land authority and requesting legislative relief;
2. Adopt Resolution No. 2026-07 formally calling for restoration of local planning authority and recognition of the role cities already play In delivering housing; and
3. Direct staff to coordinate with regional jurisdictions and organizations advocating for policies that better reflect the realities facing Inland Communities.
City Manager Kolbow presented the agenda report.
After Council discussion the following action was taken:
MOTION BY COUNCIL MEMBER CUNDIEFF, SECONDED BY COUNCIL MEMBER MANLY, CARRIED 4-0-1-0(COUNCIL MEMBER GARCIA WAS ABSENT) TO APPROVE A LETTER TO
THE GOVERNOR AND STATE LEGISLATURE ADDRESSING THE CONTINUED EROSION OF
LOCAL LAND AUTHORITY AND REQUESTING LEGISLATIVE RELIEF, ADOPT RESOLUTION NO. 2026-07 FORMALLY CALLING FOR RESTORATION OF LOCAL PLANNING AUTHROITY
AND RECOGNITION OF THE ROLE CITIES ALREADY PLAY IN DELIVERING HOUSING AND
DIRECT STAFF TO COORDINATE WITH REGIONAL JURISDICTIONS AND ORGANIZATIONS
ADVOCATING FOR POLICIES THAT BETTER REFLECT THE REALITIES FACING INLAND COMMUNITIES.
7. CITY OF CALIMESA ENDORSEMENT OF LARRY SMITH TO THE LOCAL AGENCY FORMATION COMMISSION (LAFCO) BOARD.
RECOMMENDATION: That the City Council consider whether to endorse Lawrence “Larry” Smith for the position of Regular Special District Member – Western Riverside County on the Riverside Local Agency Formation Commission (LAFCO) and, if so, authorize the Mayor to sign the endorsement letter.
Mayor Cervantez presented the agenda report.
After Council discussion the following action was taken:
MOTION BY COUNCIL MEMBER MOLINA, SECONDED BY COUNCIL MEMBER CUNDIEFF, CARRIED 4-0-1-0(COUNCIL MEMBER GARCIA WAS ABSENT) TO ENDORSE LAWRENCE “LARRY” SMITH FOR THE POSITION OF REGULAR SPECIAL DISTRICT MEMBER –
WESTERN RIVERSIDE COUNTY ON THE RIVERSIDE LOCAL AGENCY FORMATION
COMMISSION (LAFCO) AND AUTHORIZE THE MAYOR TO SIGN THE ENDORSEMENT LETTER.
City Council Action Minutes of the Regular Meeting of
March 16, 2026
MAYOR & COUNCIL MEMBER REPORTING OF COUNTY & REGIONAL
MEETINGS/CONFERENCES
This is the time for 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 Molina reported that she attended an RTA Administration and Operations Committee meeting on March 4th, a Lions Club Student Speaker Speech Contest and thanked Yaiza Benson and Christine VanHyning for their assistance as judges. She further reported that she attended a SCAG Transportation Committee meeting, an RCTC meeting and City Selection Committee meeting. She stated that on March 13th she attended the Valley Elementary Leadership Day, stating it was very empowering watching the students run the whole show. She asked for a future agenda item to discuss Council travel.
Council Member Cundieff reported that he attended a Transportation NOW meeting, and a WRCOG Orientation held for new board members. He further reported that he attended the Valley Elementary School Leadership Day and expressed his support of the school leadership and the program that provides building blocks for the students to be successful. He stated that he attended the Opening Ceremonies for the Calimesa Youth Baseball and Softball League on March 14th at Summerwind Park and thanked Howard Reeves for his hard work, adding that Howard has had this vision for many years. He thanked staff for their hard work and all they do for the City. He spoke regarding Donkey Land and the recent cruelty to the donkey’s and announced a Town Hall meeting that would be held on Monday, March 23, 2026 at Sandals Church in Riverside. He stated that there is a $50,000 reward for those who catch those being cruel to the donkeys.
Mayor Pro Tem Manly reported that on March 11th he and Mayor Cervantez, along with city staff met with Congressman Ken Calvert regarding funding opportunities for the City.
Mayor Cervantez stated that it was good to have Congressman Calvert here and thanked him for his ongoing support of the City of Calimesa and hopes he will remember the City for future project.
He reported that he attended the Opening Ceremonies for the Calimesa Youth Baseball and Softball Leavy, adding that it was a fantastic and historical moment and an honor to be there. He gave a “Shout out” to Howard Reeves for all his work.
CITY MANAGER COMMENTS & REPORTS
City Manager Kolbow reported that Council Member Garcia asked him to provide his comments of his excitement for the Famer’s Market that would be coming soon and thanked staff for their work to make this possible. He stated that he submitted a letter of support on behalf of the City for a current Bill regarding the Fire Hazard Severity Zone Map. He announced the Annual Easter Egg Hunt at Summerwind Park on April 4th.
RECESS TO CLOSED SESSION
City Attorney Flower announced the Closed Session Item and Mayor Cervantez recessed the meeting to Closed Session at 6:45 p.m.
City Council Action Minutes of the Regular Meeting of
March 16, 2026
CLOSED SESSION ITEMS
A. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to Government Code Section 54957.6. City Negotiator: Will Kolbow, City Manager and Darlene Gerdes, Deputy City Manager/City Clerk/Human Resources.
Represented Employees: Calimesa Professional Firefighters Association.
CLOSED SESSION ANNOUNCMENT
A. No reportable action
ADJOURNMENT
Meeting adjourned at 7:46 p.m. to the Special Strategic Plan Workshop Meeting of the City Council on Saturday, March 21, 2026 at 6:00 p.m.
Respectfully Submitted,
Darlene Gerdes, City Clerk
City Council Action Minutes of the Special Meeting of
March 21, 2026 – Strategic Planning Workshop
City Of Calimesa
City Council Minutes of Special Meeting
March 21, 2026 - Strategic Plan Workshop
CALL TO ORDER 9:00 a.m. by Mayor Cervantez
ROLL CALL: MAYOR CERVANTEZ, MAYOR PRO TEM MANLY, COUNCIL
MEMBER CUNDIEFF, COUNCIL MEMBER GARCIA AND COUNCIL
MEMBER MOLINA..
ABSENT: None
STAFF: CITY MANAGER KOLBOW, CITY CLERK GERDES, CITY
ATTORNEY FLOWER, FINANCE DIRECTOR REID, COMMUNITY
DEVELOPMENT DIRECTOR LUCIA, PUBLIC WORKS DIRECTOR
SHAKIR, CITY ENGINEER THORNTON, DEPUTY FIRE CHIEF
SHAW AND SHERIFF CAPTAIN ESQUIBEL.
PLEDGE OF ALLEGIANCE
Pledge of Allegiance was led by Mayor Cervantez
WORKSHOP ITEMS
1. Strategic Planning Workshop.
RECOMMENDATION: That the City Council participate in the strategic planning workshop as facilitated by Jacob Green and Associates.
City Manager Kolbow provided opening comments and introduced Steve Mermell of Jacob Green and Associates who facilitated the workshop. He provided a power point presentation that included the following topics providing for discussion and interaction from the Mayor, City Council and City Staff:
• Overview of Strategic Planning Process
• Vision, Mission, Values
• Stakeholder engagement
• SWOT(Strengths, Weaknesses, Opportunities, Threats) Analysis Results • Establish Goals
• Develop Objectives
• Discuss Next Steps.
A lunch break was taken at 11:45 a.m. and the workshop reconvened at 12:50 p.m.
Upon return from the lunch break, Mr. Mermell introduced Jacob Green Associate Katie Distelrath who joined to participate in the final session of the workshop Mr.
City Council Action Minutes of the Special Meeting of
March 21, 2026 – Strategic Planning Workshop
Mermell provided a recap of the morning session that included discussion of the importance of Strategic Planning, updated the City’s Vision, Mission & Values, reviewed result of the Community Survey, reviewed results of the staff survey, discussed the strengths, weaknesses, opportunities and threats and established goals for the next 3-5 years.
The afternoon included discussion and interaction from the Mayor, Council and Staff of the goals and objectives as follows:
Goals: Public Safety, Quality of Life, Economic Development, Infrastructure, Community Engagement and Financial and Organizational Sustainability.
Goal: Public Safety
Objectives:
Fire Department: Analysis of the need for and feasibility of an additional station Sheriff: Response times, Focus on improving the safety of public spaces (parks, buildings, etc.), Explore the feasibility of enhancing law enforcement visibility, Expand technology to support public safety, Alleviate the impact of homelessness on the community and Safe Routes to School.
Goal: Quality of Life
Objectives:
Explore opportunities to enhance or increase street lighting, Adopt a Parks and Trails Master Plan To Include: Inclusive Playgrounds/Universally Accessible Playgrounds (grants), Explore ways to improve health and wellness for the City of Calimesa, Explore ways to enhance the City’s beautification (public art), Explore the addition of a Community Center, Explore Family Entertainment enhancements.
Goal: Economic Development
Objectives:
Develop an Economic Development Strategic Plan, Explore improving the development review process How to make the process predictable and easy to navigate, Code cleanup, Zoning, Explore the development of a Business Improvement District, Explore the addition of a sales tax agreement threshold and Explore a TOT.
Goal: Infrastructure
Objectives:
Maintain an acceptable current level of service, Improve traffic flow in specific areas of the City Cherry Valley interchange (grants), explore improvements to smart technology (RTCT), Enhance street maintenance (including striping,
City Council Action Minutes of the Special Meeting of
March 21, 2026 – Strategic Planning Workshop
lighting, signs), Explore bring an expert to provide a briefing on the possibility of building a power plant, Ensure the City’s infrastructure is efficient to meet current needs and future growth, Consider optimal use for the open lot next to the Library and Drainage Master Plan.
Goal: Community Engagement
Objectives:
California Digital Age Assurance Act – AB 1043 (January 1, 2027), SP 707, Enhance community events, Explore ways to enhance Community Engagement, Explore opportunities to connect and partner with local school districts.
Goal: Financial and Organizational Sustainability
Objectives:
Explore opportunities to enhance revenue, Enhance cross departmental and Citywide communication (CM), Assess staffing levels / succession planning and consider a tuition reimbursement program.
Following the establishment of the objectives it was explained that work planning comes next in the process, which will be completed by city staff. Once the work plan is completed, a draft of the completed strategic plan will be brought back to Council for further discussion and review with the availability to amend, as necessary.
2. Site Visit – 1055 Calimesa Blvd., Calimesa
RECOMMENDATION: That the City Council adjourn the Special Meeting following the conclusion of the Strategic Planning Item No. 1 and reconvene for a tour of the Future city hall building located at 1055 Calimesa Blvd., Calimesa.
The Strategic Plan Workshop adjourned at 2:54 p.m. and reconvened at the future city hall building at 1055 Calimesa Blvd., at 3:15 p.m. where a tour of the facility was provided to the City Council.
ADJOURNMENT
The meeting adjourned at 3:45 p.m. to the Regular Meeting of the City Council on Monday April 6, 2026 at 6:00 p.m.
Respectfully Submitted,
Darlene Gerdes, City Clerk
CITY COUNCIL MEETING
Agenda Report
Agenda Item No. 2.
SUBJECT: Receive and File City Commission & Board Minutes MEETING DATE: April 6, 2026
PREPARED BY: Darlene Gerdes, Deputy City Manager/City Clerk RECOMMENDATION:
There are no minutes ready for approval at this time.
ATTACHMENTS:
None
CITY COUNCIL MEETING
Agenda Report
Agenda Item No. 3.
SUBJECT: Approval of Accounts Payable and Payroll Warrant Registers MEETING DATE: April 6, 2026
PREPARED BY: Celeste Reid, Finance Director
RECOMMENDATION:
That the City Council approve the Accounts Payable and Payroll Warrant Registers as presented.
SUMMARY:
a) Check Register Report with a total of $2,290,827.03 (Check Nos.45140-45243) b) March 26, 2026 Payroll of $136,241.02 & April 1, 2026 Council Payroll of $3,886.75 ATTACHMENTS:
1. April 6, 2026 AP Warrent Register
2. 03-26-2026 Payroll Register
3. 04-01-2026 Council Payroll Register
CITY COUNCIL MEETING
Agenda Report
Agenda Item No. 4.
SUBJECT: Treasurer's Report for the month ended January 31, 2026 MEETING DATE: April 6, 2026
PREPARED BY: Celeste Reid, Finance Director
RECOMMENDATION:
That the City Council receive and file the Investment Report for the month ended January 31, 2026.
BACKGROUND:
Pursuant to Council Resolution No. 2025-50 approved on September 15, 2025, the monthly Treasurer’s Report is hereby submitted. The report complies with the aforementioned Council resolution, as well as Government Code Section 53646.
DISCUSSION:
The investment report provides information in accordance with the Investment Policy approved by Council Resolution No. 2025-50. Information includes the reporting of realized and unrealized gain and loss activity for the respective month of reporting. Generally, unrealized gains and losses are the day-to-day increases or decreases in an assets value. Until an investment is sold for cash, the gains or losses remain unrealized. Realized gains and losses reflect the results of selling of investments and are the difference between the cost basis and the market value as of the transaction date of sale. The City will continually have reportable changes of unrealized gain and loss activity between cost basis and market value as underlying investments are subject to the variability of market conditions. Staff evaluates investment options on an ongoing basis to ensure reasonable access to funds and reserves are set aside to maintain availability of cash position for general operations and capital assets.
FISCAL IMPACT:
Revenue of $274,879 of interest and dividend earnings was recognized for LAIF Investment quarterly interest, Checking Sweep account, CFD and Successor Agency funds.
ATTACHMENTS:
1. Treasurer's Report for the month ended January 31, 2026
CITY OF CALIMESA
INVESTMENT REPORT
For the Month Ended
Celeste Reid, CPA
Finance Director and Treasurer
Celeste Reid
January 31, 2026
All City investments are shown are shown in this report and conform to the City Investment Policy. All investment transactions during this period are included in this report. As City Treasurer of the City of Calimesa, I hereby certify that sufficient investment liquidity and anticipated revenue are available to meet the next six (6) months' estimated expenditures.
CITY OF CALIMESA
INVESTMENT REPORT
For the Month Ended January 31, 2026
CASH AND INVESTMENTS HELD FOR CITY OPERATIONS
Yield Interest &
Par Maturity Cost Market % of Coupon Interest Dividends Realized Unrealized Institution/Investment Type Value Call Date Basis Value Porfolio Rate Rate Earned Gain(Loss) Gain(Loss) Bank of America (Checking) 4,322,929 On Demand $ 4,322,929 $ 4,322,929 15% N/A 2.6% $ 5,124 N/A N/A Local Agency Investment Fund (LAIF) 24,721,046 On Demand 24,721,046 24,774,975 85% N/A 3.93% 262,985 - $ 53,929 Petty Cash 400 On Demand 400 400 0% N/A None - N/A N/A
Total Cash and Investments Held by City $ 29,044,375 $ 29,098,304 100% $ 268,109
CASH AND INVESTMENTS HELD BY THIRD PARTY TRUSTEE
Yield Interest &
Par Maturity Cost Market % of Coupon Interest Dividends Realized Unrealized Institution/Investment Type Value Call Date Basis Value Porfolio Rate Rate Earned Gain(Loss) Gain(Loss) Bank of New York Mellon - Successor Agency Bond Accounts Blackrock Treasury Trust Instl 10 (Money Market fund) 200,480 On Demand $ 200,480 $ 200,480 9% N/A 3.53% $ 639 N/A N/A Blackrock Treasury Trust Instl 62 (Money Market fund) 3,546 On Demand 3,546 3,546 0% N/A 3.53% - N/A N/A US Bank - Community Facilities Districts
Blackrock Liquidity Fund T-Fund Dollar 2,101,431 On Demand 2,101,431 2,101,431 91% N/A 3.33% 6,131 N/A N/A Total Cash and Investments Held by Trustee $ 2,305,457 $ 2,305,457 100% $ 6,770
CITY COUNCIL MEETING
Agenda Report
Agenda Item No. 5.
SUBJECT: Purchase of Haaker Trailered Hot Water Pressure Washer MEETING DATE: April 6, 2026
PREPARED BY: Kyle Coney, Maint. Superintendent
RECOMMENDATION:
That the City Council:
1. Approve the purchase of a Haaker Hot Water Pressure Washer in the amount of $24,939.08
2. Adopt Resolution 2026-09, A Resolution of the City Council of the City of Calimesa, California, Amending the FY 2025-26 Budget to Include an Adjustment of $24,939.08 into Gas Tax Fund 24.
BACKGROUND:
The City currently utilizes a small pressure washer for staff operations. Current limitations include:
• A small pressure washer which only has 1800 PSI, which limits cleaning efficacy. • It is a small gas-powered pressure washer with no tank or catch system which limits the locations it can be used.
• Due to these limitations, we are unable to remove graffiti, clean areas throughout parks and right of ways that have no water access, can't catch chemicals used to remove graffiti, and has to be loaded and unloaded from vehicles, risking injury of staff.
DISCUSSION:
Benefits of a trailered hot pressure washer:
• Improved Cleaning Efficiency: Heated water significantly enhances the removal of grease, oil, and stubborn residues, reducing the need for chemical cleaners. • Reduced Labor Time: Staff can complete cleaning tasks faster, allowing more time for other essential duties.
• Cost Savings Over Time: Lower labor hours and reduced chemical use can offset the initial purchase cost.
• Enhanced Equipment Longevity: Regular and effective cleaning helps prevent corrosion and buildup that can damage equipment.
• Improved Safety and Compliance: Cleaner surfaces reduce slip hazards, help maintain a safer work environment, allows staff to work safer, and limits safety risks. • A trailered hot water pressure washer provides significant operational advantages over a standard unit by offering mobility to service multiple park locations efficiently, while also accommodating a reclaim system that captures and contains contaminated wash water, helping prevent pollutants from entering the storm drain system and ensuring regulatory compliance.
Staff contacted Haaker Equipment, Geyser Equipment, and SteamX via both email and phone to request quotes for a trailered pressure washer. Due to a lack of response from SteamX despite multiple outreach attempts, only two quotes were obtained for this project.
FISCAL IMPACT:
Gas Tax funds has sufficient funds available for the acquisition of the Hot Water Pressure Washer. A budget amendment of $24,939.08 is requested.
ATTACHMENTS:
1. Hot Pressure washer Resolution 2026-09
2. Haaker Equipment Quote
3. Geyser Equipment Quote
RESOLUTION 2026-09
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CALIMESA, CALIFORNIA, AMENDING THE FY 2025-26 BUDGET
TO INCLUDE AN ADJUSTMENT OF $24,939.08 INTO GAS TAX
FUND 24.
WHEREAS, effective cleaning that reduces labor expenses, minimizes chemical use, shortens project timelines, and extends the lifespan of equipment
WHEREAS, A pressure washer can significantly reduce paint supply costs for graffiti removal by effectively stripping unwanted paint from surfaces, minimizing the need for primers, repainting, and additional coating materials.
WHEREAS, The city staff will experience improved productivity and enhanced safety with the acquisition of new equipment
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CALIMESA HEREBY FINDS, DETERMINES, RESOLVES AND ORDERS AS FOLLOWS:
The Fiscal Year 2025-26 General Fund Budget is hereby amended as follows:
• The Gas Tax Fund 24 has sufficient funds available for the acquisition of the Hot Pressure Washer. A budget amendment of $24,939.08 is requested.
PASSED, APPROVED, and ADOPTED this 6th day of April 2026.
_____________________________________
JEFF CERVANTEZ, MAYOR
ATTEST:
_________________________________
DARLENE GERDES, CITY CLERK
Haaker Total Clean
2070 North White Avenue
La Verne, CA 91750
951-830-7281
Fax: (909) 598-1427
Alfred Pappas
[email protected]
Customer Info: www.totalcleanequip.com
City of Calimesa
908 Park Ave
Calimesa, Ca 92320
Kyle Coney
909-732-7828
[email protected]
Proposal 3/5/2026
Qty Item # Name Price Total
1 5255JBK-SEZ035
Alkota 5355JBK Hot Water Self Contained
Pressure Washer. 3,500 PSI @ 5 GPM, Equipped
With a 19HP Kohler Electric Start Engine, Belt
drive tri-plex GP pump, 126' schedule 80 coil 14",
Adjustable temperature control, Racor Oil Filter,
Stainless Steel Panels and Coil Wrap
$ 22,913.30 22,913.30 $
5k Onboard Generator to Operate Reclaim System
9.5 Gallon Diesel and 6 Gallon Gas tanks
Hour Meter on burner and engine
200ft High Pressure Hose
15, 25, and 40 Degree Nozzles
115V Diesel Burner
Trigger Shut-Off Gun With Wand
1 Trailer 21051 Single Axle Trailer, 230 gal tank INCLUDED INCLUDED 1 F05-00214 12V Battery Installed on Pressure Washer INCLUDED INCLUDED 1 8-VFS2-1B0000 5 GPM / Single Vacuum Reclaim System INCLUDED INCLUDED Sub-Total $22,913.30
Freight $ 250.00 $250.00
Subject to all applicable taxes 7.75% $1,775.78
Total $24,939.08
PO# ________________ Date : _________
Approved by ___________________________________
Print Name ___________________________________
Picture is similar to unit that is
being quoted
Quotation
Date
3/5/2026
Quote #
8913
Name / Address
City of Calimesa
908 Park Ave.
Calimesa, CA 92320
909-732-7828
Atnn: Kyle Coney
P.O. No. Terms Rep:
BB
E:Mail
Total
Industrial Water Cleaning
Systems & Solutions
Pressure Washers
Custom Trailer Systems
Sand Blast Systems
Auto Detail Systems
Water Treatment Systems
Water Recyclers
Water Recovery
Water Evaporators
Graffiti Removal Products
Worlds Best
Taginator
Detergents
Degreasers
Air Compressors
Generators
Hose Reels
Tanks
Surface Cleaners
Parts & Accessories
In House & Mobile Service
Industrial Water Cleaning Systems & Solutions
3280 Call Drive, Riverside, CA 92503
877-218-5525
Qty Item Description Price Total
Miscellaneous ... #HVS-3506-1H6G Mi-T-M* Hot Water
Pressure Washer
Gasoline Engine Powered / Diesel
Heated
5.5 GPM @ 3500 PSI
Honda GX630 688cc Engine Electric
Start
Belt Driven General* Tri-Plunger Pump
120 Volt Burner System with Adjustable
Thermostat
2900 Watt Generator
Auxiliary Power Receptacle (120V 20A
GFCI)
Shut-off Gun, 42" Variable Pressure
Wand and Nozzles.
1 9,995.00 9,995.00T
Miscellaneous ... #UTT460 Trailer, Dual Axle with
Electric Brakes
Dual 230 Gallon Tanks with Dump
Valve and Inlet Filter
High Pressure Hose Reel (Cox) 200'
High Pressure Hose
Low Pressure Hose Reel (Cox*) 50' Inlet
Hose
Hose Reel Stacker
1 9,941.00 9,941.00T
Quotation
Date
3/5/2026
Quote #
8913
Name / Address
City of Calimesa
908 Park Ave.
Calimesa, CA 92320
909-732-7828
Atnn: Kyle Coney
P.O. No. Terms Rep:
BB
E:Mail
Total
Industrial Water Cleaning
Systems & Solutions
Pressure Washers
Custom Trailer Systems
Sand Blast Systems
Auto Detail Systems
Water Treatment Systems
Water Recyclers
Water Recovery
Water Evaporators
Graffiti Removal Products
Worlds Best
Taginator
Detergents
Degreasers
Air Compressors
Generators
Hose Reels
Tanks
Surface Cleaners
Parts & Accessories
In House & Mobile Service
Industrial Water Cleaning Systems & Solutions
3280 Call Drive, Riverside, CA 92503
877-218-5525
Qty Item Description Price Total
Miscellaneous ... Mi-T-M* Portable Vacuum Wash Water
Recovery System
Model# PWR-10-OME1
Electric Powered, Vacuum with
Automatic Pump-Out
55 Gallon Tank Capacity
3 Stage-Vacuum Motor
1500 Watts / 115 Volt / 12.5 Amp
1/3 HP Transfer Pump
Includes Vacuum Hose 2" X 50'
Scupper Pick-UpTool and
20''Containment Berm.
1 5,300.00 5,300.00T
HD24-DP Battery, 12 Volt
This dealer is required by law to charge a
nonrefundable $2.00 California battery
fee and a refundable deposit for each
lead-acid battery purchased.
1 156.90 156.90T
1 2.00 2.00 California Batt... California Battery Fee
Sales Tax 10.50% 2,666.25
$28,061.15
CITY COUNCIL MEETING
Agenda Report
Agenda Item No. 6.
SUBJECT: Approval of Accounting Software ERP PRO Licensing of Content Manager Core Module
MEETING DATE: April 6, 2026
PREPARED BY: Celeste Reid, Finance Director
RECOMMENDATION:
Approve the addition of content manager core module system to the City’s ERP Accounting software with Tyler Technologies and authorize the City Manager to execute the contract on behalf of the City.
BACKGROUND:
The City Council on March 17, 2025 approved the acquisition of new accounting software of ERP Pro with Tyler Technologies. The City staff is currently in the configuration phase of the ERP System and full implementation is expected to begin May 1, 2026.
DISCUSSION:
At the time of approval of the contract with Tyler Technologies in March 2025, the City intended to maintain document management of all finance documents including cash receipts and invoices for payment with the City’s current provider, Laserfiche document management system. However, Tyler Technologies has recently informed the City that since the new ERP System is maintained on the cloud, Laserfiche and ERP Pro Software do not have mutual compatibility of document management. Tyler Technologies does provide Content Manager as a module to ERP Pro software, which will accomplish the same objective of attaching and storing financial records to transactions within the ERP software system. City staff received a quote with an estimated annual cost of $4,180 with an initial onetime implementation cost of $4,890.
City Staff respectfully recommends the City Council authorize the change to update the contract with Tyler Technologies for the additional Content Manager module to allow for documents to be linked and internally connected to financial transactions. This module will support modern best practices of financial recordkeeping and document management.
FISCAL IMPACT:
There are sufficient appropriations available of $9,070 budgeted in the Technology Fund in Fiscal Year 2025-26 to enter into an agreement to license the Tyler Technologies ERP Pro Content Manager module and implementation services. Future fiscal year budgets will reflect the approximate annual cost of software licensing.
ATTACHMENTS:
1. Quote- Content Manager Core
2026-599328-X1T4H5 CONFIDENTIAL Page 1
Billing Address: Shipping Address
CALIMESA, CA CITY OF City of Calimesa
ATTN: LISA GARAY 908 Park Ave
908 PARK AVE.
CALIMESA CA 92320 Calimesa CA 92320-1148
Celeste Reid
+1 (909) 795-9801,,249
[email protected]
Quoted By Brandon Swanson
Quote Expiration 9/6/26
Quote Name Content Manager Core
Tyler Annual Software – SaaS
Description Annual
Tyler One
Content Manager Suite
Content Manager Core $ 4,180
TOTAL: $ 4,180
Services
Description Hours/Units Extended Price
Content Manager Suite
Professional Services 32 $ 4,640
Other Services
Project Management 1 $ 250
TOTAL: $ 4,890
2026-599328-X1T4H5 CONFIDENTIAL Page 2
Summary One Time Fees Recurring Fees
Total SaaS $ 4,180
Total Tyler Services $ 4,890
Summary Total $ 4,890 $ 4,180
2026-599328-X1T4H5 CONFIDENTIAL Page 3
Comments
Work will be delivered remotely unless otherwise noted in this agreement.
Expenses associated with onsite services are invoiced as incurred according to Tyler's standard business travel policy.
SaaS is considered a term of one year unless otherwise indicated.
Client agrees that items in this sales quotation are, upon Client's signature or approval of same, hereby added to the existing agreement ("Agreement") between the parties and subject to its terms. Additionally, payment for said items, as applicable but subject to any listed assumptions herein, shall conform to the following terms, subject to payment terms in an agreement, amendment, or similar document in which this sales quotation is included:
• License fees for Tyler and third-party software are invoiced upon the earlier of (i) delivery of the license key or (ii) when Tyler makes such software available accessible. • Fees for hardware are invoiced upon delivery.
• Fees for year one of hardware maintenance are invoiced upon delivery of the hardware. • Annual Maintenance and Support fees are first payable when Tyler makes the software accessible to the Client, and SaaS fees, Hosting fees, and Subscription fees are first payable on the first day of the month following the date this quotation was signed (or if later, the commencement of the agreement’s initial term). Any such fees are prorated to align with the applicable term under the agreement, with renewals invoiced annually thereafter in accord with the agreement.
Fees for services included in this sales quotation shall be invoiced as indicated below. • Implementation and other professional services fees shall be invoiced as delivered. • Client has six months to use the services. If Client does not use the services within six months, Tyler may remove the unused services or issue a new quote to provide services at then-current rates.
• Fixed-fee Business Process Consulting services shall be invoiced 50% upon delivery of the Best Practice Recommendations, by module, and 50% upon delivery of custom desktop procedures, by module.
• Fixed-fee conversions are invoiced 50% upon initial delivery of the converted data, by conversion option, and 50% upon Client acceptance to load the converted data into Live/Production environment, by conversion option. Where conversions are quoted as estimated, Tyler will invoice Client the actual services delivered on a time and materials basis.
2026-599328-X1T4H5 CONFIDENTIAL Page 4
• Except as otherwise provided, other fixed price services are invoiced upon complete delivery of the service. For the avoidance of doubt, where "Project Planning Services" are provided, payment shall be invoiced upon delivery of the Implementation Planning document. Dedicated Project Management services, if any, will be invoiced monthly in arrears, beginning on the first day of the month immediately following initiation of project planning. • If Client has purchased any change management services, those services will be invoiced in accordance with the Agreement. • Notwithstanding anything to the contrary stated above, the following payment terms shall apply to fees specifically for migrations: Tyler will invoice Client 50% of any Migration Services Fees listed above upon Client approval of the product suite migration schedule. The remaining 50%, by line item, will be billed upon the go-live of the applicable product suite. Tyler will invoice Client for any Project Management Fees listed above upon the go-live of the first product suite. Annual SaaS Fees will be invoiced upon availability of the hosted environment.
Any SaaS or hosted solutions added to an agreement containing Client-hosted Tyler solutions are subject to Tyler’s SaaS Services terms found here: https://www.tylertech.com/terms/tyler-saasservices.
Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held for six (6) months from the Quote date or the Effective Date of the Contract, whichever is later.
Customer Approval: Date:
Print Name: P.O.#:
CITY COUNCIL MEETING
Agenda Report
Agenda Item No. 7.
SUBJECT: Adoption of Resolution No. 2026-08 Approving a CPI Rate Increase by CR&R, Incorporation effective July 1, 2026.
MEETING DATE: April 6, 2026
PREPARED BY: Mari Shakir, Public Works Director
RECOMMENDATION:
That the City Council adopt Resolution No. 2026-08, A Resolution of the City Council of the City of Calimesa, California, Approving a CPI rate increase by CR&R, Incorporated effective July 1, 2026.
BACKGROUND:
The City entered into a Franchise Agreement dated August 14, 1996 with Cherry Valley Sanitation, Inc. to provide for solid waste disposal for residential, commercial and industrial properties in the City. On October 20, 2003, the Council adopted Resolution 2003-50 approving the transfer of the Franchise Agreement to CR&R Incorporated. On July 7, 2008, the Council adopted the First Amendment to the Franchise Agreement with CR&R. The Franchise Agreement provides for an annual rate increase pursuant to the change in inflation as well as the ability of CR&R to request other modifications and adjustments to solid waste collection rates as necessary, subject to approval of the City Council by resolution.
DISCUSSION:
CR&R has reviewed the data from the Bureau of Labor Statistics for the month of January 2026 and indicated that the Consumer Price Index (CPI) had increased by 3.02%. They further indicated that the County of Riverside’s Waste Management Department would increase their disposal rate by 2.94%. Based on the data supplied by both the BLS and the County of Riverside, CR&R has prepared a new rate schedule reflecting these adjustments to the applicable service rates.
In addition, CR&R has added an additional commercial service option which includes a 4 cubic yard trash dumpster to provide additional service flexibility for commercial customers.
CR&R has prepared a new Exhibit “C” to reflect the increases that would become effective July 1, 2026 and is attached for Council review.
Government Code Section 53756 authorizes public agencies providing water, sewer or refuse collection services to adopt a fee schedule for a period not exceeding five (5) years. The schedule may include adjustments, including a clearly defined formula for inflationary adjustments, provided that the adjusted fee does not exceed the cost of providing the service.
Agencies that include any adjustment in their fee schedule must give notice to their customers pursuant to Government Code section 53755(a) no less than thirty (30) days before the adjustment becomes effective. At the public hearing held on June 17, 2024, CR&R requested that we provide for the five (5) year period in the Notice of Public Hearing, as referenced above.
Staff agreed to their request as allowable through the Proposition 218 process. The 2024 Notice of Public Hearing included the appropriate language providing for the 5-year period.
This 2026 increase shall be for year 3 in the 5-year period.
FISCAL IMPACT:
There is no fiscal impact with this action.
ATTACHMENTS:
1. Resolution 2026-08
2. CR&R Letter
RESOLUTION NO 2026-08
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CALIMESA, CALIFORNIA, APPROVING A C.P.I. RATE
ADJUSTMENT BY CR&R, INCORPORATED EFFECTIVE
JULY 1, 2026
WHEREAS, the City entered into a Franchise Agreement dated August 14, 1996 with Cherry Valley Sanitation, Inc. (the “Franchise Agreement”) to provide for solid waste disposal; and
WHEREAS, on October 20, 2003 the Council adopted Resolution 2003-50 approving transfer of said Franchise Agreement to CR&R Incorporated (“CR&R”); and WHEREAS, on July 7, 2008 the Council adopted the First Amendment to the Franchise Agreement with CR&R; and
WHEREAS, on October 19, 2015 the Council adopted the Second Amendment to the Franchise Agreement with CR&R; and
WHEREAS, on September 20, 2021 the Council adopted Ordinance No. 381 to implement SB 1383 by amending the Calimesa Municipal Code, adding Chapter 8.31 (Mandatory Organic Waste Disposal Reduction) and amending Chapter 8.30 (Waste Management); and
WHEREAS, on December 20, 2021 the Council adopted the Third Amendment to the Franchise Agreement with CR&R to add SB383 and SB1383 regulations requiring the City to adopt and enforce an ordinance or enforceable mechanism to implement relevant provisions of SB 1383 Regulations; and
WHEREAS, the Franchise Agreement provides for an annual rate increase pursuant to the change in inflation as well as the ability of CR&R to request other modifications and adjustments to solid waste collection rates as necessary, subject to approval of the City Council by resolution; and
WHEREAS, CR&R has requested rate adjustments based on the 3.02% CPI increase and the 2.94% Riverside County disposal rate increase, as reflected in the Rate Schedule attached hereto as Exhibit “C”; and
WHEREAS, the entirety of CR&R’s rate increase requests are specifically listed in the Rate Schedule marked Exhibit C and attached hereto.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CALIMESA AS FOLLOWS:
Section 1. The Rate Schedule attached hereto and marked Exhibit C is hereby approved and the rates approved thereon shall take effect July 1, 2026.
Section 2. The Rate Schedule attached hereto and marked Exhibit C shall be and become an Amendment to the Franchise Agreement.
PASSED, APPROVED AND ADOPTED this 6th day of April 2026. _____________________________________
JEFF CERVANTEZ, MAYOR
ATTEST:
_____________________________________________
DARLENE GERDES, CITY CLERK
CITY COUNCIL MEETING
Agenda Report
Agenda Item No. 8.
SUBJECT: Approval of First Amendment to Agreement With Integrity Arborist and Ecoscape Inc. for Weed Abatement Services Within Community Facilities District No. 2013-1 (JP-Ranch)
MEETING DATE: April 6, 2026
PREPARED BY: Kyle Coney, Maint. Superintendent
RECOMMENDATION:
That the City Council approve the First Amendment to the Agreement with Integrity Arborist and Ecoscape Inc. for additional weed abatement services within Community Facilities District No. 2013-1 (JP Ranch) in the amount of $1,362 per month through January 31, 2028.
BACKGROUND:
On January 7, 2025, the City entered into an agreement with Integrity Arborist and Ecoscape Inc. to provide weed abatement services within Community Facilities District No. 2013-1 (JP Ranch). The agreement term commenced February 1, 2025 and extends through January 31, 2028.
An area within JP Ranch was originally anticipated to be conveyed by a private developer as a wildlife corridor to the Inland Empire Resource Conservation District (IERCD). Coordination efforts between the developer, the Fire Department, and IERCD did not result in a mutually acceptable plan for vegetation management, fuel modification, and long-term maintenance responsibilities. As a result, the property has not been formally dedicated for its intended use and remains under City ownership, though it has not been formally accepted into the City’s maintenance portfolio.
Due to the current condition of the site and the potential fire hazard and public safety concerns associated with unmanaged vegetation, staff determined that it is necessary to initiate weed abatement services within this additional area until a long-term maintenance strategy is established.
Integrity Arborist and Ecoscape Inc., the City’s existing contractor for weed abatement services within CFD No. 2013-1, has agreed to incorporate maintenance of the additional area into its existing scope of services.
DISCUSSION:
The proposed First Amendment adds weed abatement services for the additional JP Ranch area at a cost of $1,362 per month. Utilizing the City’s existing contractor ensures continuity of service, maintains consistency with current maintenance operations within the CFD area, and allows the City to address fire risk concerns in a timely and efficient manner.
All other terms and conditions of the original agreement remain unchanged, and the amendment will remain in effect through the current agreement expiration date of January 31, 2028.
FISCAL IMPACT:
The First Amendment will increase the agreement amount by $1,362 per month through January 31, 2028. Funding for these services will be paid through Community Facilities District No. 2013-1 (JP Ranch) funds.
ATTACHMENTS:
1. Integrity Arborist First Amendment
2. Signed Monthly Estimate
3. JP Ranch Weed Abate Agr - Integrity Arborist & Ecoscape, Inc.
FIRST AMENDMENT TO AGREEMENT FOR WEED ABATEMENT SERVICES
BETWEEN
THE CITY OF CALIMESA AND INTEGRITY ARBORIST AND ECOSCAPE INC.
This FIRST AMENDMENT to AGREEMENT FOR WEED ABATEMENT SERVICES (hereinafter “Agreement”), for reference purposes dated this 1st day of APRIL, 2026, is made and entered into by and between the CITY OF CALIMESA, CALIFORNIA (hereinafter “City”) and INTEGRITY ARBORIST AND ECOSCAPE INC. (hereinafter “Contractor”) with reference to the following facts:
RECITALS
WHEREAS, City and Contractor entered into a certain Agreement for Weed Abatement services for Community Facilities District 2013-1 – JP Ranch dated January 7, 2025; and
WHEREAS, the Agreement commenced on February 1, 2025 and expires January 31, 2028; and
WHEREAS, the area proposed to be added to this Agreement (the “Additional Area”) was originally anticipated to be conveyed by a private developer as a wildlife corridor to the Inland Empire Resource Conservation District (IERCD); and WHEREAS, coordination efforts between the developer, the Fire Department, and IERCD did not result in a mutually acceptable plan for vegetation, fuel modification, and ongoing maintenance of the wildlife corridor; and
WHEREAS, due to the lack of agreement, the Additional Area has not been formally dedicated or accepted for its intended use and is presently owned by the City, though not formally accepted into the City’s maintenance portfolio; and WHEREAS, the current condition of the Additional Area presents potential fire hazards and public safety concerns if left unmanaged; and
WHEREAS, the City has determined it is in the best interest of public health, safety, and welfare to initiate weed abatement and maintenance services within the Additional Area until a long-term disposition is determined.
WHEREAS, Contractor has agreed to add services for additional area located in JP Ranch at the cost of $1,362 Per Month; and
NOW, THEREFORE, in consideration of the foregoing, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the City and Contractor agree to amend the Agreement for Weed Abatement Services as follows:
AMENDMENT
1. The Amended Agreement for Weed Abatement Services shall commence on April 1, 2026, and shall continue through January 31, 2028.
2. Cost Change. The First Amended amount for the additional area to be maintained shall be an Additional $1,362 Per Month. All other terms and pricing of the original Agreement shall remain unchanged.
3. Counterparts. This First Amendment may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement.
4. Effective Date. This First Amendment shall become effective on April 1, 2026.
IN WITNESS WHEREOF, the parties hereto have executed this First Amendment on the date and year first-above written.
City of Calimesa
By: _____________________________
Will Kolbow, City Manager
ATTEST:
By: _____________________________
Darlene Gerdes, City Clerk
Integrity Arborist and Ecoscape Inc.., a
California corporation
By: _____________________________
Its: ______________________________
By: _____________________________
Its: ______________________________
CITY COUNCIL MEETING
Agenda Report
Agenda Item No. 9.
SUBJECT: Public Hearing : WRCOG TUMF Amendments
MEETING DATE: April 6, 2026
PREPARED BY: Mike Thornton, City Engineer
RECOMMENDATION:
That the City Council:
1. Introduce 1st Reading, by title only of Ordinance No. 420, AN ORDINANCE OF THE CITY OF CALIMESA AMENDING CHAPTER 18.105 OF THE CALIMESA MUNICIPAL CODE TO REVISE THE DEFINITIONS OF “MULTI-FAMILY RESIDENTIAL UNIT” AND “SINGLE FAMILY RESIDENTIAL UNIT” FOR PURPOSES OF THE WESTERN RIVERSIDE COUNTY
TRANSPORTATION UNIFORM MITIGATION (TUMF) FEE PROGRAM AND TO ESTABLISH
CONSTRUCTION COST INDEX ADJUSTMENTS TO THE WESTERN RIVERSIDE COUNTY TUMF PROGRAM; and
2. Adopt Resolution No. 2026-05, a Resolution of the City Council of the City of Calimesa, California amending the applicable Transportation Uniform Mitigation Fee (TUMF) applicable to all developments in the City of Calimesa.
BACKGROUND:
The City is a Member Jurisdiction of the Western Riverside Council of Governments (“WRCOG”), a joint powers agency comprised of the County of Riverside and eighteen (18) cities located in Western Riverside County. Acting in concert, in 2002-2003 the WRCOG Member Jurisdictions developed a plan whereby the shortfall in funds needed to enlarge the capacity of the Regional System of Highways and Arterials due to new development in Western Riverside County could be made up in part by a Transportation Uniform Mitigation Fee (“TUMF”) on future residential, commercial and industrial development. As a Member Jurisdiction of WRCOG and as a TUMF Participating Jurisdiction, the City participated in the preparation of a certain “Western Riverside County Transportation Uniform Fee Nexus Study,” (“2002 Nexus Study”) later adopted by the WRCOG Executive Committee. Based on the 2002 Nexus Study, the City adopted and implemented an ordinance authorizing the City’s participation in a TUMF Program.
Pursuant to the Mitigation Fee Act (Gov. Code §§ 66000 et seq.), WRCOG prepared a new nexus study (“2024 Nexus Study”) to update the fees. On September 9, 2024, the WRCOG Executive Committee reviewed the 2024 Nexus Study and recommended TUMF Participating Jurisdictions update their fees by amending their applicable TUMF ordinances to reflect changes in the TUMF network and the construction cost.
On February 18th, 2025, Council adopted Ordinance No. 408, which amended the City’s TUMF Ordinance; and Resolution 2025-01 adopting the TUMF Fee schedule as presented below:
1. $12,380 per single-family residential unit 1,800 square feet or less
2. $13,927 per single family residential unit between 1,801 and 2,300 square feet
3. $15,476 per single family residential unit between 2,301 and 2,700 square feet
4. $19,344 per single family residential unit greater than 2,700 square feet
5. $7,816 per multi-family residential unit
6. $2.33 per square foot of an industrial project
7. $7.72 per square foot of a retail commercial project
8. $4.89 per square foot of a service commercial project
9. $2.45 per square foot of a service Class A and B Office On December 1, 2025, the WRCOG Executive Committee approved the implementation of an automatic Construction Cost Index (CCI) adjustment for all TUMF land uses tied to the September indices of the National Association of Realtors and Engineering News Record with a cap at 5% of any annual adjustments.
DISCUSSION:
The proposed Ordinance will permit automatic annual CCI adjustments tied to approved construction cost indices and makes minor refinements to definitions of single-family and multifamily residential developments. The proposed Resolution, effective July 1st, 2026, establishes the TUMF Fee Schedule as follows:
1. $12,705 per single-family residential unit 1,800 square feet or less
2. $14,292 per single-family residential unit between 1,801 and 2,300 square feet
3. $15,881 per single family residential unit between 2,301 and 2,700 square feet
4. $19,851 per single family residential unit greater than 2,700 square feet
5. $8,021 per multifamily residential unit
6. $2.39 per square foot of an industrial project
7. $7.92 per square foot of a retail commercial project
8. $5.02 per square foot of a service commercial project
9. $2.51 per square foot of a service Class A and B Office FISCAL IMPACT:
None
ATTACHMENTS:
1. Calimesa 2026 TUMF Ordinance 420
2. Calimesa 2026 TUMF Resolution 2026-05
ORDINANCE NO. 420
AN ORDINANCE OF THE CITY OF CALIMESA AMENDING
CHAPTER 18.105 OF THE CALIMESA MUNICIPAL CODE TO
REVISE THE DEFINITIONS OF “MULTI-FAMILY RESIDENTIAL
UNIT” AND “SINGLE FAMILY RESIDENTIAL UNIT” FOR
PURPOSES OF THE WESTERN RIVERSIDE COUNTY
TRANSPORTATION UNIFORM MITIGATION (TUMF) FEE
PROGRAM AND TO ESTABLISH CONSTRUCTION COST
INDEX ADJUSTMENTS TO THE WESTERN RIVERSIDE
COUNTY TUMF PROGRAM
WHEREAS, the City of Calimesa is a member agency of the Western Riverside Council of Governments (“WRCOG”), a joint powers agency comprised of the County of Riverside and 18 cities located in Western Riverside County. Acting in concert, the WRCOG Member Agencies developed a plan whereby the shortfall in funds needed to enlarge the capacity of the Regional System of Highways and Arterials in Western Riverside County (the “Regional System”) could be made up in part by a Transportation Uniform Mitigation Fee (“TUMF”) on future residential, commercial and industrial development; and
WHEREAS, in furtherance of this plan, the WRCOG Executive Committee adopted the “Western Riverside County Transportation Uniform Fee Nexus Study”, dated October 18, 2002 (the “2002 Nexus Study”); and
WHEREAS, based on the 2002 Nexus Study, the City adopted Ordinance 204 on May 1st, 2003 (the “TUMF Ordinance”) pursuant to California Government Code sections 66000 et seq. authorizing the City to impose the Transportation Uniform Mitigation Fee (“TUMF”) upon new development; and
WHEREAS, in 2016, the TUMF Nexus Study (“2016 Nexus Study”) was updated for the purpose of updating the fees. On July 10, 2017, the WRCOG Executive Committee reviewed the 2016 Nexus Study and TUMF Program and recommended TUMF Participating Jurisdictions amend their applicable TUMF ordinances to reflect changes in the TUMF network and the cost of construction in order to update the TUMF Program; and
WHEREAS, on August 21st, 2017, the City adopted Ordinance No. 351 which adopted the 2016 Nexus Study and updated the TUMF; and
WHEREAS, in 2018, the TUMF Program was altered to adopt a process in which WRCOG calculates and collects TUMF on behalf of member agencies under the Western Riverside County Transportation Uniform Mitigation Fee Program Ordinance of 2018; and WHEREAS, the City adopted Ordinance No. 362 on February 4th, 2019 allowing WRCOG to calculate and collect TUMF on behalf of the City; and WHEREAS, WRCOG, with the assistance of TUMF Participating Jurisdictions, prepared an updated nexus study entitled “Transportation Uniform Mitigation Fee Nexus Study: 2024 Update” (“2024 Nexus Study”) pursuant to California Government Code sections 66000 et seq. (the Mitigation Fee Act), for the purpose of updating the fees; and
WHEREAS, in September 2024, the WRCOG Executive Committee reviewed the 2024 Nexus Study and TUMF Program and recommended TUMF Participating Jurisdictions amend their applicable TUMF ordinances to reflect changes in the TUMF network and the cost of construction in order to update the TUMF Program; and
WHEREAS, on February 18th, 2025, the City Council approved Ordinance No. 408, which adopted the 2024 Nexus Study and its findings; and
WHEREAS, the TUMF Administrative Plan calls for a Construction Cost Index (“CCI”) adjustment to be brought forth to the WRCOG Executive Committee on an annual basis; and WHEREAS, on December 1, 2025, the WRCOG Executive Committee approved the implementation of an automatic CCI adjustment for all TUMF land uses tied to the September indices of the National Association of Realtors and Engineering News Record with a cap at 5% of any annual adjustments; and
WHEREAS, an automatic CCI adjustment ensures that fee levels keep pace with increases in cost of constructing transportation projects and avoids large increases at comprehensive TUMF Nexus Study updates; and
WHEREAS, this approach also allows for consistency and predictability for the TUMF Program, while ensuring that the fair share principles under the Mitigation Fee Act (Government Code Sections 66000 to 66008, generally known as “AB 1600”) are satisfied; and WHEREAS, the City Council desires to provide for automatic inflationary adjustments to the TUMF to reflect changes in construction costs over time, without modifying the underlying fee nexus, land use assumptions, or fee methodology; and
WHEREAS, this Ordinance also includes minor updates to Chapter 18.105 of the Municipal Code to clarify the definitions of “multi-family residential unit” and “single family residential unit”; and
WHEREAS, on April 6, 2026, the City Council held a duly noticed public hearing in accordance with the provisions of the Mitigation Fee Act, Government Code Sections 66000 to 66008, on this Ordinance at which time members of the public had the opportunity to present oral and written comments on the Ordinance, and the Council heard public testimony on the Ordinance and following consideration thereof, adopted this Ordinance; THE CITY COUNCIL OF THE CITY OF CALIMESA DO ORDAIN AS FOLLOWS:
SECTION 1. The above recitals are true and correct and are incorporated herein by this reference.
SECTION 2. The definition of “Multi-Family Residential Unit” outlined in Chapter 18.105 of Title 18 (“Zoning, Land Use, and Development Regulations”) of the Calimesa Municipal code, Section 18.105.020(M) is hereby amended to read as follows:
“M. “Multi-Family Residential Unit” means a residential dwelling unit that is physically attached to one or more other dwelling units by a shared wall, floor, ceiling, roof, or structural foundation, regardless of the lot or parcel configuration, ownership structure, or type of subdivision (including condominium subdivisions). Multi-family residential units include, but are not limited to,
duplexes, townhomes, apartments, and condominiums with attached units. As outlined in the Ordinance, accessory dwelling units (ADUs) and junior accessory dwelling units (JADUs), as defined by state law, are exempt from TUMF and shall not be counted in determining residential land use classification.”
SECTION 3. The definition of “Single Family Residential Unit” outlined in Chapter 18.105 of Title 18 (“Zoning, Land Use, and Development Regulations”) of the Calimesa Municipal code, Section 18.105.020(T) is hereby amended to read as follows:
“T. Single Family Residential Unit” means a residential dwelling unit that is physically detached from any other dwelling unit, sharing no common wall, floor, ceiling, roof, or structural foundation with another dwelling unit, regardless of the lot or parcel configuration, ownership structure, or type of subdivision (including condominium subdivisions). As outlined in the Ordinance, accessory dwelling units (ADUs) and junior accessory dwelling units (JADUs), as defined by state law, are exempt from TUMF and shall not be counted in determining residential land use classification.”
SECTION 4. Chapter 18.105 of Title 18 (“Zoning, Land Use, and Development Regulations”) of the Calimesa Municipal code, Section 18.105.030(C), is hereby amended and restated to read as follows:
“C. Fee Adjustment.
1. The fee schedule may be periodically reviewed and the amounts adjusted by the WRCOG executive committee. By amendment to the resolution referenced in subsection (A) of this section, the fees may be increased or decreased to reflect the changes in actual and estimated costs of the regional system including, but not limited to, debt service, lease payments and construction costs. The adjustment of the fees may also reflect changes in the facilities required to be constructed, in estimated revenues received pursuant to this chapter, as well as the availability or lack thereof of other funds with which to construct the regional system. WRCOG shall review the TUMF program no less than every four years after 2025.
2. Beginning July 1, 2026, and annually thereafter, the Transportation Uniform Mitigation Fee (TUMF) shall be automatically adjusted to reflect changes in construction costs.
a. The annual adjustment shall be calculated by WRCOG
based on a blended Construction Cost Index derived from: (1) the National Association of Realtors – Median Sales Price of Existing Single-Family Homes, and (2) the Engineering News-Record (ENR) Construction Cost Index, using the September values of each index from the prior calendar year. b. The percentage adjustment applied to the TUMF shall equal the annual percentage change in the blended index; provided, however, that in no event shall the annual adjustment exceed five percent (5%), whether positive or negative.
c. The calculated adjustment shall be implemented on July 1 of the year following index calculation.
d. If either referenced index is discontinued or materially altered, WRCOG shall apply a comparable, industry-recognized index that most closely reflects regional transportation construction costs.” SECTION 5. Effect. No provisions of this Ordinance shall entitle any person who has already paid the TUMF to receive a refund, credit or reimbursement of such payment. This Ordinance does not create any new TUMF.
SECTION 6. Severability. If any section, subsection, subdivision, paragraph, sentence, clause or phrase of this ordinance, or any part thereof, is for any reason held to be unconstitutional, such decision shall not affect the validity of the remaining portion of this Ordinance or any part thereof. The City Council hereby declares that it would have passed each section, subsection, subdivision, paragraph, sentence, clause or phrase thereof, irrespective of the fact that any one or more section, subsection, subdivision, paragraph, sentence, clause or phrase be declared unconstitutional. If for any reason any portion of this ordinance is found to be invalid by a court of competent jurisdiction, the balance of this ordinance shall not be affected.
SECTION 7. No Procedural Defenses. Prohibition of Jurisdictions from raising procedural defenses, including without limitation a statute of limitations, laches, the California Government Tort Claims Act, and necessary parties in a dispute with WRCOG regarding the matters set forth herein.
SECTION 8. Judicial Review. Any judicial action or proceeding to attack, review, set aside, void or annul this Ordinance shall be made in accordance with the provisions of Government Code Section 66020 to 66025.
SECTION 9. Ordinance No. 420. This Ordinance amends certain provisions of Ordinance No. 408 provided this Ordinance is not declared invalid or unenforceable by a court of competent jurisdiction. If, for whatever reason, this Ordinance is declared invalid or unenforceable by a court of competent jurisdiction, Ordinance No. 408 all other related ordinances and polices shall remain in full force and effect.
SECTION 10 CEQA Findings. The City Council hereby finds that adoption of this Ordinance is exempt from with the California Environmental Quality Act (“CEQA”) pursuant to Sections 15061(b)(3) and 15378(b)(4) of the CEQA Guidelines because it can be seen with certainty that there is no possibility that this Ordinance may have a significant effect on the environment and because it creates a government funding mechanism that does not involve any commitment to any specific project and neither approves nor cause the construction of any specific transportation improvements within Riverside County. Pursuant to CEQA Guidelines Section 15061(d) and 15062, a Notice of Exemption will be prepared, executed and filed for the foregoing determination in the manner required by law.
SECTION 11. Effective Date. This Ordinance shall take effect thirty (30) days after its adoption.
APPROVED and ADOPTED by the City Council and attested by the City Clerk this 6th
day of April 2026 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Jeff Cervantez, City of Calimesa Mayor
Attest:
Darlene Gerdes, City Clerk
RESOLUTION NO. 2026-05
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CALIMESA AMENDING THE
APPLICABLE TRANSPORTATION UNIFORM MITIGATION FEE (TUMF) APPLICABLE TO
ALL DEVELOPMENTS IN THE CALIMESA
WHEREAS, the City of Calimesa (“City”) is a member agency of the Western Riverside Council of Governments (“WRCOG”), a joint powers agency comprised of the County of Riverside and eighteen cities located in Western Riverside County; and WHEREAS, the member agencies of WRCOG recognized that there was insufficient funding to address the impacts of new development on the regional system of highways and arterials in Western Riverside County (the “Regional System”); and WHEREAS, in order to address this shortfall, the member agencies formulated a plan whereby a transportation mitigation fee would be assessed on new development and would be used to fund the necessary improvements for the Regional System; and WHEREAS, WRCOG, with the assistance of TUMF Participating Jurisdictions, prepared an updated nexus study entitled “Transportation Uniform Mitigation Fee Nexus Study: 2024 Update” (“2024 Nexus Study”) pursuant to California Government Code sections 66000 et seq. (the Mitigation Fee Act), for the purpose of updating the fees; and WHEREAS, in September 2024, the WRCOG Executive Committee reviewed the 2024 Nexus Study and TUMF Program and recommended TUMF Participating Jurisdictions amend their applicable TUMF ordinances to reflect changes in the TUMF network and the cost of construction in order to update the TUMF Program; and
WHEREAS, consistent with its previous findings made in the adoption of Ordinance No. 408, the City Council has been informed and advised, and hereby finds, that if the capacity of the Regional System is not enlarged and unless development contributes to the cost of improving the Regional System, the result will be substantial traffic congestion in all parts of Western Riverside County, with unacceptable Levels of Service. Furthermore, the failure to mitigate growing traffic impacts on the Regional System will substantially impair the ability of public safety services (police and fire) to respond and, thus, adversely affect the public health, safety and welfare. Therefore, continuation of a TUMF Program is essential; and
WHEREAS, the City Council finds and determines that there is a reasonable and rational relationship between the use of the TUMF and the type of development projects on which the fees are imposed because the fees will be used to construct the transportation improvements that are necessary for the safety, health, and welfare of the residential and non-residential users of the development in which the TUMF will be levied; and
WHEREAS, the City Council finds and determines that there is a reasonable and rational relationship between the need for the improvements to the Regional System and the type of development projects on which the TUMF is imposed because it will be necessary for the residential and non-residential users of such projects to have access to the Regional system.
Such development will benefit from the Regional System improvements and the burden of such developments will be mitigated in part by payment of the TUMF; and
WHEREAS, the City Council finds and determines that the cost estimates set forth in the new 2024 Nexus Study are reasonable cost estimates for constructing the Regional System improvements and the facilities that compromise the Regional System, and that the amount of the TUMF expected to be generated by new development will not exceed the total fair share cost to such development; and
WHEREAS, the fees collected pursuant to the TUMF Ordinance shall be used to help pay for the design, planning, construction of and real property acquisition for the Regional System improvements and its facilities as identified in the 2024 Nexus Study. The need for the improvements and facilities is related to new development because such development results in additional traffic and creates the demand for the improvements; WHEREAS, by notice duly given and published, the City Council set the time and place for a public hearing on the 2024 Nexus Study and the fees proposed thereunder and at least ten (10) days prior to this hearing, the City Council made the 2024 Nexus Study available to the public; and
WHEREAS, at the time and place set for the hearing, the City Council duly considered data and information provided by the public relative to the cost of the improvements and facilities for which the fees are proposed and all other comments, whether written or oral, submitted prior to the conclusion of the hearing; and
WHEREAS, section 2 of Ordinance 408 amended Chapter 18.105 (“Western Riverside County Transportation Uniform Mitigation Fee Program”) of Title 18 (“Zoning, Land Use and Development Regulations”) of the Calimesa Municipal Code (CMC) WHEREAS, CMC 18.105.030(C) of the TUMF Ordinance authorizes periodic review and adjustment to the applicable TUMF in accordance with any adjustments made by the WRCOG Executive Committee; and
WHEREAS, CMC 18.105.030(C)(1) of the TUMF Ordinance implements an annual automatic construction cost index (“CCI”) adjustment to the TUMF; and WHEREAS, the purpose of the Resolution is to implement the initial automatic CCI adjustment as provided for in CMC 18.105.030(C)(1) of the TUMF Ordinance and WHEREAS, further CCI increases shall be automatically implemented pursuant to CMC
18.105.030(C)(1) of the TUMF Ordinance; and
WHEREAS, the automatic CCI adjustment implemented by this Resolution is inflationary only and does not modify the underlying fee nexus, land use assumptions, improvement program, or proportionality findings previously adopted by the City; and WHEREAS, the fees collected pursuant to this Resolution shall be used to finance the public facilities described or identified in the Nexus Study; and WHEREAS, the levying of TUMF has been reviewed by the City Council and staff in accordance with the California Environmental Quality Act (“CEQA”) and the CEQA Guidelines and it has been determined that the adoption of this Resolution is exempt from CEQA pursuant to Section 15061(b)(3) of the CEQA Guidelines.
WHEREAS, on April 6, 2026, the City Council held a duly noticed public hearing in accordance with the provisions of the Mitigation Fee Act, Government Code Sections 66000 to 66008, on this Resolution at which time members of the public had the opportunity to present oral and written comments on the Resolution. The Council heard public testimony on the Resolution and following consideration thereof, adopted this Resolution.
NOW, THEREFORE, the City Council of Calimesa does resolve as follows:
SECTION 1. Findings. The recitals set forth above are hereby adopted as findings in support of this Resolution. In addition, the City Council re-adopts the findings contained in Section 1 of Ordinance 408 in support of the adjusted TUMF contained herein.
SECTION 2. TUMF Schedule. In accordance with CMC 18.105.030(C)(1) of the TUMF Ordinance, there is hereby adopted the following fee schedule implementing the initial CCI adjustment for the TUMF which replaces the fee schedule set forth in Sections 2 of Resolution No. 25-01 in its entirety as of April 6th, 2026, shall go into effect upon the Effective Date set forth in Section 4, below:
A. There is hereby adopted the following TUMF schedule:
(1) $12,705 per single family residential unit 1,800 square feet or less (2) $14,292 per single family residential unit between 1,801 and 2,300 square feet (3) $15,881 per single family residential unit between 2,301 and 2,700 square feet (4) $19,851 per single family residential unit greater than 2,700 square feet (5) $8,021 per multi-family residential unit
(6) $2.39 per square foot of an industrial project
(7) $7.92 per square foot of a retail commercial project (8) $5.02 per square foot of a service commercial project (9) $2.51 per square foot of a service Class A and B Office SECTION 3. CEQA Findings. The City Council hereby finds that adoption of this Resolution is exempt from with the California Environmental Quality Act (“CEQA”) pursuant to Sections 15061(b)(3) and 15378(b)(4) of the CEQA Guidelines because it can be seen with certainty that there is no possibility that this Resolution may have a significant effect on the environment and because it creates a government funding mechanism that does not involve any commitment to any specific project and neither approves nor cause the construction of any specific transportation improvements within Riverside County. Pursuant to CEQA Guidelines Section 15061(d) and 15062, a Notice of Exemption will be prepared, executed and filed for the foregoing determination in the manner required by law.
SECTION 4. Effective Date. This Resolution shall become on July 1, 2026.
ADOPTED this_____ day of ___________ 2026.
By: __________________________________
Jeff Cervantez, City of Calimesa Mayor
ATTEST:
By: ________________________
Darlene Gerdes, City Clerk
CITY COUNCIL MEETING
Agenda Report
Agenda Item No. 10.
SUBJECT: Award of Professional Services Agreement to Acton Architecture for Architectural and Engineering Design Services - City Hall Renovation Project
MEETING DATE: April 6, 2026
PREPARED BY: Mari Shakir, Public Works Director
Will Kolbow, City Manager
RECOMMENDATION:
That the City Council:
1) Authorize the City Manager to execute a Professional Services Agreement with Acton Architecture for architectural and engineering design services for the City Hall Renovation Project in an amount not to exceed $390,393, subject to City Attorney approval; and 2) Authorize the City Manager to approve change orders or additional services for the agreement in an amount not to exceed 10% of the agreement amount; and 3) Adopt Resolution 2026-10 approving a budget amendment to allocate additional funding for the City Hall Renovation Project design services.
BACKGROUND:
The City of Calimesa is proceeding with the renovation and adaptive reuse of the recently acquired former bank building located at 1055 Calimesa Boulevard to serve as the City’s permanent City Hall facility. The project will consolidate City operations currently located in multiple facilities into a single civic building designed to support current staffing needs and anticipated future growth.
On January 20, 2026, the City released a Request for Proposals (RFP) for architectural and engineering design services for the City Hall Renovation Project. The RFP solicited qualified firms to provide comprehensive services including building assessment, programming, schematic design, design development, construction documents, bidding support, and construction administration services necessary to deliver the project.
A total of thirteen (13) proposals were received prior to the February 19, 2026 deadline. Staff evaluated the proposals based on qualifications, project understanding and approach, experience with similar municipal projects, proposed team structure, responsiveness to the RFP
requirements, and overall ability to successfully deliver the project.
Based on the evaluation of the written proposals, staff selected two firms to participate in interviews: Acton Architecture and SVA Architects. Following the interviews, staff determined that Acton Architecture was the firm best suited to support the City’s goals for the project and to provide the level of coordination and responsiveness desired for the renovation of the future City Hall facility.
DISCUSSION:
Acton Architecture demonstrated a strong understanding of the project objectives and the challenges associated with renovating an existing facility for municipal use. The firm presented a clear approach to early due diligence, programming, and coordination intended to align project scope, schedule, and budget prior to advancing into detailed design. Their proposal emphasized collaboration with City staff and stakeholders throughout the design process and identified strategies to reduce the risk of downstream changes during construction.
Acton Architecture also brings recent experience working with the City through delivery of the Calimesa Library project, as well as experience completing renovations and civic facilities for other public agencies throughout Southern California. Staff believes this familiarity with City processes and expectations will support efficient project delivery and effective coordination throughout the design phases.
Acton Architecture submitted a fee proposal that included base services and optional services.
Staff recommends incorporating all base services and selected optional services, excluding the topographic survey, for a total agreement amount of $390,393. These services support completion of programming, conceptual design, schematic design, design development, construction documents, bidding support, and construction administration necessary for the City Hall Renovation Project.
Staff further recommends authorizing a contingency of 10% of the agreement amount to allow the City Manager to approve additional services if required during the design process. This contingency authority will help maintain the project schedule and flexibility as existing building conditions are further evaluated during early design phases.
A budget amendment is required to appropriate sufficient funding to support the proposed agreement and contingency authority. Approval of the attached resolution will authorize the necessary adjustment to the project budget.
FISCAL IMPACT:
Acton Architecture submitted a fee proposal that includes base services and selected optional services for a total agreement amount of $390,393. Staff recommends authorization of an additional contingency in the amount of $39,039 (10%) for potential additional services if needed during design. Approval of the attached resolution will appropriate additional funding
in the total amount of $429,432 from Fund 33 - Administrative Facilities Fees to support completion of architectural and engineering design services for the City Hall Renovation Project.
ATTACHMENTS:
1. Resolution No. 2026-10
2. Professional Services Agreement
RESOLUTION NO 2026-10
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CALIMESA, CALIFORNIA, APPROVING A BUDGET
AMENDMENT FOR THE CITY HALL RENOVATION
PROJECT AND AUTHORIZING FUNDING FOR
ARCHITECTURAL AND ENGINEERING DESIGN SERVICES
WHEREAS, the City of Calimesa acquired the former bank building located at 1055 Calimesa Boulevard for renovation and adaptive reuse as the City’s future City Hall facility; and
WHEREAS, the City issued a Request for Proposals for architectural and engineering design services necessary to complete the City Hall Renovation Project; and
WHEREAS, Acton Architecture was determined by staff to be the most qualified firm to provide professional architectural and engineering design services for the project following a competitive selection process; and
WHEREAS, the City Council desires to authorize execution of a Professional Services Agreement with Acton Architecture in the amount of $390,393; and WHEREAS, the City Council further desires to authorize a contingency in the amount of 10% of the agreement amount for additional services if required during the design process; and
WHEREAS, a budget amendment is required to appropriate funding necessary to support completion of these services.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CALIMESA AS FOLLOWS:
Section 1. The City Council approves a budget amendment in the amount of $429,432 from Fund 33 – Administrative Facilities Fees for architectural and engineering design services associated with the City Hall Renovation Project.
Section 2. The City Council authorizes funding for a Professional Services Agreement with Acton Architecture in an amount not to exceed $390,393.
Section 3. The City Council authorizes the City Manager to approve additional services associated with the agreement in an amount not to exceed 10% of the agreement amount.
Section 4. The City Manager, or designee, is authorized to implement the budget amendment consistent with this resolution.
PASSED, APPROVED AND ADOPTED this 6th day of April 2026.
_____________________________________
JEFF CERVANTEZ, MAYOR
ATTEST:
_____________________________________________
DARLENE GERDES, CITY CLERK
PROFESSIONAL SERVICES AGREEMENT
This Professional Services Agreement (“Agreement”) is entered into and is effective as of April 06, 2026 (“Effective Date”) and is between the City of Calimesa, a California municipal corporation (“City”) and Acton Architecture, Inc, a California corporation (“Consultant”). City and Consultant are sometimes referred to herein as the “Parties”, and individually as a “Party”.
RECITALS
A. City issued Request for Proposals on January 20, 2026, titled “City Hall Architectural, Space Planning, Interior Design, AV/IT, and Exterior Design Services”.
Consultant submitted a proposal dated February 19, 2026 in response to the RFP.
B. Consultant represents that it is qualified to perform such services by virtue of its experience and the training, education, and expertise of its principals and employees.
C. City desires to retain Consultant as an independent contractor and Consultant desires to serve City to perform these services in accordance with the terms and conditions of this Agreement.
NOW THEREFORE, in consideration of the Parties’ performance of the promises, covenants, and conditions stated herein, the Parties therefore agree as follows:
AGREEMENT
1. CONSULTANT’S SERVICES.
A. Scope of Services. Consultant shall perform the services described in the Scope of Services (the “Services”) for architectural and engineering services for the new City Hall, attached as Exhibit A. City may request, in writing, changes in the Scope of Services to be performed. Any changes to the scope or cost of work must be in writing and mutually agreed upon by the Parties.
B. Party Representatives. For the purposes of this Agreement, the City Representative shall be the City Manager, or such other person designated in writing by the City Manager (the “City Representative”). For the purposes of this Agreement, the Consultant Representative shall be Matt, Acton, Principal/Owner (the “Consultant Representative”). The Consultant Representative shall directly manage Consultant’s Services under this Agreement. Consultant shall not change the Consultant Representative without City’s prior written consent.
C. Time for Performance. Consultant shall commence the Services on the Effective Date and shall perform all Services by the deadline established by the City Representative or, if no deadline is established, with reasonable diligence.
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D. Standard of Performance. Consultant shall perform all Services under this Agreement in accordance with the standard of care generally exercised by like professionals under similar circumstances and in a manner reasonably satisfactory to City.
E. Personnel. Consultant has, or will secure at its own expense, all personnel required to perform the Services required under this Agreement. All of the Services required under this Agreement shall be performed by Consultant or under its supervision, and all personnel engaged in the work shall be qualified to perform such Services.
F. Compliance with Laws. Consultant shall comply with all applicable federal, state and local laws, ordinances, codes, regulations and requirements.
G. Permits and Licenses. Consultant shall obtain and maintain during the Agreement term all necessary licenses, permits and certificates required by law for the provision of Services under this Agreement, including a business license.
2. TERM.
The term of this Agreement shall be from the Effective Date through December 01, 2028, unless sooner terminated as provided in Section 12 of this Agreement or extended as by the written consent of both parties.
3. COMPENSATION.
A. Compensation. As full compensation for Services satisfactorily rendered, City shall pay Consultant in accordance with the Approved Fee Schedule attached hereto as Exhibit B. In no event shall Consultant be paid more than $390,393.00 (the “Maximum Compensation”) for such Services.
B. Expenses. The amount set forth in paragraph 3.A. above includes reimbursement for all expenditures incurred in the performance of this Agreement.
C. Unauthorized Services and Unanticipated Expenses. City will not pay for any services not specified in the Scope of Services, unless the City Council or the City Representative, if applicable, and the Consultant Representative authorize such services in writing prior to Consultant’s performance of those services or incurrence of additional expenses. Any additional services authorized by the City Council, or (where authorized) the City Manager shall be compensated at the rates set forth in Exhibit B, or, if not specified, at a rate mutually agreed to by the Parties. At the request of the Consultant, the City Council may, in writing, reimburse Consultant for an unanticipated expense at its actual cost. City shall make payment for additional services and expenses in accordance with Section 4 of this Agreement.
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4. METHOD OF PAYMENT.
A. Invoices. Consultant shall submit to City an invoice, on a monthly basis, for the Services performed pursuant to this Agreement. Each invoice shall itemize the Services rendered during the billing period, the days worked, number of hours worked, the hourly rates charged, if applicable, and the amount due. City shall review each invoice and notify Consultant in writing within ten Business days of receipt of any disputed invoice amounts.
B. Payment. City shall pay all undisputed invoice amounts within 30 calendar days after receipt up to the Maximum Compensation set forth in Section 3 of this Agreement. City does not pay interest on past due amounts. City shall not withhold federal payroll, state payroll or other taxes, or other similar deductions, from payments made to Consultant. Notwithstanding the preceding sentence, if Consultant is a nonresident of California, City will withhold the amount required by the Franchise Tax Board pursuant to Revenue and Taxation Code Section 18662 and applicable regulations.
C. Audit of Records. Upon 24-hour notice from the City, Consultant shall make all records, invoices, time cards, cost control sheets and other records maintained by Consultant in connection with this Agreement available during Consultant’s regular working hours to City for review and audit by City. City’s rights under this Section 4.C shall survive for two years following the expiration or earlier termination of this Agreement.
5. INDEPENDENT CONTRACTOR.
Consultant is, and shall at all times remain as to City, a wholly independent contractor. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City. Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant’s employees, except as set forth in this Agreement.
Consultant will determine the means, methods, and details of performing the services.
Any additional personnel performing services under this Agreement on behalf of Consultant shall also not be employees of City and shall at all times be under Consultant’s exclusive direction and control. Consultant shall not, at any time, or in any manner, represent that it or any of its officers, agents or employees are in any manner employees of City.
6. INFORMATION AND DOCUMENTS.
A. Consultant covenants that all data, reports, documents, discussion, or other information (collectively “Data”) developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed or released by Consultant without prior written authorization by City. City shall grant such authorization if applicable law requires disclosure. Consultant, its officers, employees, agents, or subcontractors shall not without written authorization from the City Manager or unless requested in writing by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information
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concerning the work performed under this Agreement or relating to any project or property located within the City. A response to a subpoena or court order shall not be considered “voluntary,” provided Consultant gives City notice of such court order or subpoena.
B. Consultant shall promptly notify City should Consultant, its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the City. City may, but has no obligation to, represent Consultant or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant. However, City’s right to review any such response does not imply or mean the right by City to control, direct or rewrite the response.
C. All Data required to be furnished to City in connection with this Agreement shall become City’s property, and City may use all or any portion of the Data submitted by Consultant as City deems appropriate. Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files containing data generated for the Services, surveys, notes, and other documents prepared in the course of providing the Services shall become City’s sole property and may be used, reused or otherwise disposed of by City without Consultant’s permission. Consultant may take and retain copies of the written products as desired, but the written products shall not be the subject of a copyright application by Consultant.
D. Consultant’s covenants under this Section shall survive the expiration or termination of this Agreement.
7. CONFLICTS OF INTEREST.
A. Consultant affirms that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the Services, or which would conflict in any manner with the performance of the Services contemplated by this Agreement.
Consultant further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, Consultant shall avoid the appearance of having any interest, which would conflict in any manner with the performance of the Services. Consultant and its officers, employees, associates and subcontractors, if any, shall comply with all conflict of interest statutes of the State of California applicable to Consultant’s Services under this Agreement, including the Political Reform Act (Gov. Code § 81000, et seq.) and Government Code Section 1090.
During the term of this Agreement, Consultant may perform similar Services for other clients, but Consultant and its officers, employees, associates and subcontractors shall not, without the City Representative’s prior written approval, perform work for another person or entity for whom Consultant is not currently performing work that would require
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Consultant or one of its officers, employees, associates or subcontractors to abstain from a decision under this Agreement pursuant to a conflict of interest statute. Consultant shall incorporate a clause substantially similar to this Section into any subcontract that Consultant executes in connection with the performance of this Agreement.
B. Consultant further warrants and maintains that it has not employed or retained any person or entity, other than a bona fide employee working exclusively for Consultant, to solicit or obtain this Agreement. Nor has Consultant paid or agreed to pay any person or entity, other than a bona fide employee working exclusively for Consultant, any fee, commission, gift, percentage, or any other consideration contingent upon the execution of this Agreement. Upon any breach or violation of this warranty, City shall have the right, at its sole and absolute discretion, to terminate this Agreement without further liability, or to deduct from any sums payable to Consultant hereunder the full amount or value of any such fee, commission, percentage or gift.
C. All Consultant warrants and maintains that it has no knowledge that any officer or employee of City has any interest, whether contractual, noncontractual, financial, proprietary, or otherwise, in this transaction or in the business of Consultant, and that if any such interest comes to the knowledge of Consultant at any time during the term of this Agreement, Consultant shall immediately make a complete, written disclosure of such interest to City, even if such interest would not be deemed a prohibited “conflict of interest” under applicable laws as described in this subsection.
8. INDEMNIFICATION, HOLD HARMLESS, AND DUTY TO DEFEND.
A. Indemnity for Design Professional Services.
To the fullest extent permitted by law, Consultant shall, at its sole cost and expense, protect, indemnify, and hold harmless City and its elected officials, officers, attorneys, agents, employees, designated volunteers, successors, assigns and those City agents serving as independent contractors in the role of City officials (each an “Indemnitee” and collectively “Indemnitees”), from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, judgments, penalties, liens, and losses of any nature whatsoever, including fees of accountants, attorneys, or other professionals and all costs associated therewith, and reimbursement of attorney’s fees and costs of defense (collectively “Liabilities”), whether actual, alleged or threatened, which arise out of, are claimed to arise out of, pertain to, or relate to, in whole or in part, the negligence, recklessness or willful misconduct of Consultant, its officers, agents, servants, employees, subcontractors, material men, consultants or their officers, agents, servants or employees (or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of design professional services under this Agreement by a “design professional,” as the term is defined under California Civil Code Section 2782.8(c).
B. Other Indemnities.
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1) Other than in the performance of design professional services, and to the maximum extent permitted by law, Consultant shall at its sole cost and expense, indemnify, defend, and hold harmless each and every Indemnitee from and against any and all liabilities, damages, losses, expenses, claims, demands, suits, fines, or judgments (each, a “Claim,” and collectively, the “Claims“), including reasonable attorneys’ fees, costs, and expenses incidental thereto, which may be suffered by, incurred by, accrued against, charged to, or recoverable from any Indemnitee, by reason of any Claim arising out of or relating to any act, error or omission, negligence, or misconduct of Consultant, its officers, directors, agents, employees, and/or subcontractors, during the performance of this Agreement, including, without limitation, Claims arising out of or relating to:
(i) bodily injury (including death) or damage to tangible personal or real property; (ii) nonpayment of any payment required to be paid to subcontractors, if any, of Company; (iii) any material misrepresentation or breach of warranty set forth in this Agreement; (iv) Consultant’s professional services; and (v) any material breach of any covenant set forth in this Agreement; provided, however, that the foregoing indemnity shall not apply to the extent the applicable Claim resulted from the negligent acts or omissions, or willful misconduct, of an Indemnitee arising from the sole negligence or willful misconduct of the Indemnitees as determined by court decision or by the agreement of the Parties. 2) Consultant shall pay all required taxes on amounts paid to Consultant under this Agreement, and indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. 3) Consultant shall fully comply with the workers’ compensation law regarding Consultant and Consultant’s employees. Consultant shall indemnify and hold City harmless from any failure of Consultant to comply with applicable workers’ compensation laws.
4) City may offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant’s failure to promptly pay to City any reimbursement or indemnification arising under this subparagraph B.2).
5) Consultant 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 Consultant in the performance of this Agreement. If Consultant fails to obtain such indemnity obligations, Consultant shall be fully responsible and indemnify, hold harmless and defend the Indemnitees from and against any and all Claims 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 Consultant’s subcontractor, its officers, agents, servants, employees, subcontractors, materialmen, consultants or their officers, agents, servants or employees (or any entity or individual that Consultant’s subcontractor shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees’ active or passive negligence,
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except for Liabilities arising from the sole negligence or willful misconduct of the Indemnitees as determined by final arbitration or by court decision or by the agreement of the Parties.
C. Indemnification Procedures. Promptly after receipt by City of a threat, notice, or filing of any Liabilities or Claim against an Indemnitee, City shall give notice thereof to Consultant, provided that failure to give or delay in giving such notice shall not relieve Consultant of any obligation it may have to the Indemnitee except to the extent that Consultant demonstrates that the defense of the Liabilities or Claim is prejudiced thereby. Consultant shall have sole control of the defense and of all negotiations for settlement of any Liabilities or Claim and City shall not independently defend or respond to any Liabilities or Claim; provided, however, that: (i) City may defend or respond to any Liabilities or Claim, at Consultant’s expense, if City’s counsel determines, in its sole discretion, that such defense or response is necessary to preclude a default judgment from being entered against an Indemnitee; and (ii) City shall have the right, at its own expense, to monitor Consultant’s defense of any Liabilities or Claim. At Consultant’s request, City shall reasonably cooperate with Consultant in defending against or settling any Liabilities or Claim; provided, however, that Consultant shall reimburse City for all reasonable out-of-pocket costs incurred by City (including, without limitation, reasonable attorneys’ fees and expenses) in providing such cooperation.
D. Workers’ Compensation Acts not Limiting. Consultant’s indemnifications and obligations under this Section, or any other provision of this Agreement, shall not be limited by the provisions of any workers’ compensation act or similar act. Consultant expressly waives its statutory immunity under such statutes or laws as to City, its officers, agents, employees and volunteers.
E. Insurance Requirements not Limiting. City does not, and shall not, waive any rights that it may possess against Consultant because of the acceptance by City, or the deposit with City, of any insurance policy or certificate required pursuant to this Agreement. The indemnities in this Section shall apply regardless of whether or not any insurance policies are determined to be applicable to the Liabilities, Claim, tax, assessment, penalty or interest asserted against City.
F. Survival of Terms. Consultant’s indemnifications and obligations under this Section shall survive the expiration or termination of this Agreement.
9. INSURANCE.
A. Minimum Scope and Limits of Insurance. Consultant shall procure and at all times during the term of this Agreement carry, maintain, and keep in full force and effect, insurance as follows:
1) Commercial General Liability Insurance with a minimum limit of $2,000,000.00 per occurrence for bodily injury, personal injury and property damage and a general aggregate limit of $2,000,000.00 per project or location. If Consultant is a limited
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liability company, the commercial general liability coverage shall be amended so that Consultant and its managers, affiliates, employees, agents and other persons necessary or incidental to its operation are insureds.
2) Automobile Liability Insurance for any owned, non-owned or hired vehicle used in connection with the performance of this Agreement with a combined single limit of $2,000,000.00 per accident for bodily injury and property damage. If Consultant does not use any owned, non-owned or hired vehicles in the performance of Services under this Agreement, Consultant shall obtain a non-owned auto endorsement to the Commercial General Liability policy required under subparagraph A.1) of this Section. 3) Workers’ Compensation Insurance as required by the State of California and Employer’s Liability Insurance with a minimum limit of $1,000,000.00 per accident for bodily injury or disease. If Consultant has no employees while performing Services under this Agreement, workers’ compensation policy is not required, but Consultant shall execute a declaration that it has no employees. 4) Professional Liability/Errors and Omissions Insurance with minimum limits of $2,000,000.00 per claim and in aggregate.
B. Acceptability of Insurers. The insurance policies required under this Section shall be issued by an insurer admitted to write insurance in the State of California with a rating of A:VII or better in the latest edition of the A.M. Best Insurance Rating Guide. Selfinsurance shall not be considered to comply with the insurance requirements under this Section.
C. Additional Insured. The commercial general and automobile liability policies shall contain an endorsement naming City and its elected and appointed officials, officers, employees, agents and volunteers as additional insureds. This provision shall also apply to any excess/umbrella liability policies.
D. Primary and Non-Contributing. The insurance policies required under this Section shall apply on a primary non-contributing basis in relation to any other insurance or self-insurance available to City. Any insurance or self-insurance maintained by City, its elected and appointed officials, officers, employees, agents or volunteers, shall be in excess of Consultant’s insurance and shall not contribute with it.
E. Consultant’s Waiver of Subrogation. The insurance policies required under this Section shall not prohibit Consultant and Consultant’s employees, agents or subcontractors from waiving the right of subrogation prior to a loss. Consultant hereby waives all rights of subrogation against City.
F. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At City’s option, Consultant shall either reduce or eliminate the deductibles or self-insured retentions with respect to City, or Consultant shall procure a bond guaranteeing payment of losses and expenses.
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G. Cancellations or Modifications to Coverage. Consultant shall not suspend, void, cancel, reduce or otherwise modify the insurance policies required by this Section during the term of this Agreement. The commercial general and automobile liability policies required under this Agreement shall be endorsed to state that should the issuing insurer cancel the policy before the expiration date, the issuing insurer will endeavor to mail 30 days’ prior written notice to City. If any insurance policy required under this Section is canceled or reduced in coverage or limits, Consultant shall, within two Business Days of notice from the insurer, phone, fax or notify City via certified mail, return receipt requested, of the cancellation of or changes to the policy.
H. City Remedy for Noncompliance. If Consultant does not maintain the policies of insurance required under this Section in full force and effect during the term of this Agreement, or in the event any of Consultant’s policies do not comply with the requirements under this Section, City may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, City may, but has no duty to, take out the necessary insurance and pay, at Consultant’s expense, the premium thereon.
Consultant shall promptly reimburse City for any premium paid by City or City may withhold amounts sufficient to pay the premiums from payments due to Consultant.
I. Evidence of Insurance. Prior to the performance of Services under this Agreement, Consultant shall furnish City’s Risk Manager with a certificate or certificates of insurance and all original endorsements evidencing and effecting the coverages required under this Section. The endorsements are subject to City’s approval. Consultant may provide complete, certified copies of all required insurance policies to City.
Consultant shall maintain current endorsements on file with City’s Risk Manager.
Consultant shall provide proof to City’s Risk Manager that insurance policies expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Consultant shall furnish such proof at least two weeks prior to the expiration of the coverages.
J. Indemnity Requirements not Limiting. Procurement of insurance by Consultant shall not be construed as a limitation of Consultant’s liability or as full performance of Consultant’s duty to indemnify City under Section 8 of this Agreement.
K. Subcontractor Insurance Requirements. Consultant shall require each of its subcontractors that perform Services under this Agreement to maintain insurance coverage that meets all of the requirements of this Section.
10. MUTUAL COOPERATION.
A. City’s Cooperation. City shall provide Consultant with all pertinent Data, documents and other requested information as is reasonably available for Consultant’s proper performance of the Services required under this Agreement.
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B. Consultant’s Cooperation. In the event any claim or action is brought against City relating to Consultant’s performance of Services rendered under this Agreement, Consultant shall render any reasonable assistance that City requires.
11. RECORDS AND INSPECTIONS.
Consultant shall maintain complete and accurate records with respect to time, costs, expenses, receipts, correspondence, and other such information required by City that relate to the performance of the Services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to City, its designees and representatives at reasonable times, and shall allow City to examine and audit the books and records, to make transcripts therefrom as necessary, and to inspect all work, data, documents, proceedings and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three years after receipt of final payment.
12. TERMINATION OF AGREEMENT.
A. Right to Terminate. City may terminate this Agreement at any time, at will, for any reason or no reason, after giving written notice to Consultant at least five (5) calendar days before the termination is to be effective. Consultant may terminate this Agreement at any time, at will, for any reason or no reason, after giving written notice to City at least sixty (60) calendar days before the termination is to be effective.
B. Obligations upon Termination. Consultant shall cease all work under this Agreement on or before the effective date of termination specified in the notice of termination. Consultant shall deliver to City all materials, reports, documents, notes or other written materials compiled through the last working day this Agreement is in effect.
In the event of City’s termination of this Agreement due to no fault or failure of performance by Consultant, City shall pay Consultant based on the percentage of work satisfactorily performed up to the effective date of termination. In no event shall Consultant be entitled to receive more than the amount that would be paid to Consultant for the full performance of the Services required by this Agreement. Consultant shall have no other claim against City by reason of such termination, including any claim for compensation.
13. FORCE MAJEURE.
Consultant shall not be liable for any failure to perform its obligations under this Agreement if Consultant presents acceptable evidence, in City’s sole judgment, that such failure was due to acts of God, embargoes, inability to obtain labor or materials or reasonable substitutes for labor or materials, governmental restrictions, judicial orders,
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enemy or hostile governmental action, civil commotion, fire or other casualty, or other causes beyond Consultant’s reasonable control and not due to any act by Consultant.
14. DEFAULT.
A. Consultant’s failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default.
B. In addition to the right to terminate pursuant to Section 12, if the City Manager determines that Consultant is in default in the performance of any of the terms or conditions of this Agreement, City shall serve Consultant with written notice of the default. Consultant shall have ten (10) calendar days after service upon it of the notice in which to cure the default by rendering a satisfactory performance. In the event that Consultant fails to cure its default within such period of time, City may, notwithstanding any other provision of this Agreement, terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.
15. NOTICES.
Any notice, consent, request, demand, bill, invoice, report or other communication required or permitted under this Agreement shall be in writing and conclusively deemed effective: (a) on personal delivery, (b) on confirmed delivery by courier service during Consultant’s and City’s regular business hours, or (c) three (3) Business Days after deposit in the United States mail, by first class mail, postage prepaid, and addressed to the Party to be notified as set forth below:
If to City: If to Consultant:
Attn:Will Kolbow ________________________________
City of Calimesa ________________________________
908 Park Avenue ________________________________
Calimesa, California 92320 ________________________________ With a courtesy copy to:
City Attorney
908 Park Avenue
Calimesa, California 92320
16. NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY.
In the performance of this Agreement, Consultant shall not discriminate against any employee, subcontractor or applicant for employment because of race, color,
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religious creed, sex, gender, gender identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, sexual orientation or other basis prohibited by law. Consultant will take affirmative action to ensure that subcontractors and applicants are employed, and that employees are treated during employment, without regard to their race, color, religious creed, sex, gender, gender identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information or sexual orientation.
17. PROHIBITION OF ASSIGNMENT AND DELEGATION.
Consultant shall not assign any of its rights or delegate any of its duties under this Agreement, either in whole or in part, and whether by assignment or novation, without City’s prior written consent. City’s consent to an assignment of rights under this Agreement shall not release Consultant from any of its obligations or alter any of its primary obligations to be performed under this Agreement. Any attempted assignment or delegation in violation of this Section shall be void and of no effect and shall entitle City to terminate this Agreement. As used in this Section, “assignment” and “delegation” means any sale, gift, pledge, hypothecation, encumbrance or other transfer of all or any portion of the rights, obligations, or liabilities in or arising from this Agreement to any person or entity, whether by operation of law or otherwise, and regardless of the legal form of the transaction in which the attempted transfer occurs.
18. NO THIRD PARTY BENEFICIARIES INTENDED.
This Agreement is made solely for the benefit of the Parties to this Agreement and their respective successors and assigns, and no other person or entity may have or acquire a right by virtue of this Agreement.
19. WAIVER.
No delay or omission to exercise any right, power or remedy accruing to City under this Agreement shall impair any right, power or remedy of City, nor shall it be construed as a waiver of, or consent to, any breach or default. No waiver of any breach, any failure of a condition, or any right or remedy under this Agreement shall be (1) effective unless it is in writing and signed by the Party making the waiver, (2) deemed to be a waiver of, or consent to, any other breach, failure of a condition, or right or remedy, or (3) deemed to constitute a continuing waiver unless the writing expressly so states.
20. FINAL PAYMENT ACCEPTANCE CONSTITUTES RELEASE.
The acceptance by Consultant of the final payment made under this Agreement shall operate as and be a release of City from all claims and liabilities for compensation to Consultant for anything done, furnished or relating to Consultant’s work or services.
Acceptance of payment shall be any negotiation of City’s check or the failure to make a written extra compensation claim within ten calendar days of the receipt of that check.
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However, approval or payment by City shall not constitute, nor be deemed, a release of the responsibility and liability of Consultant, its employees, subcontractors and agents for the accuracy and competency of the information provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by City for any defect or error in the work prepared by Consultant, its employees, subcontractors and agents.
21. CORRECTIONS.
In addition to the above indemnification obligations, Consultant shall correct, at its expense, all errors in the work which may be disclosed during City’s review of Consultant’s report or plans. Should Consultant fail to make such correction in a reasonably timely manner, such correction may be made by City, and the cost thereof shall be charged to Consultant. In addition to all other available remedies, City may deduct the cost of such correction from any retention amount held by City or may withhold payment otherwise owed Consultant under this Agreement up to the amount of the cost of correction.
22. NON-APPROPRIATION OF FUNDS.
Payments to be made to Consultant by City for services performed within the current fiscal year are within the current fiscal budget and within an available, unexhausted fund. In the event that City does not appropriate sufficient funds for payment of Consultant’s services beyond the current fiscal year, this Agreement shall cover payment for Consultant’s services only to the conclusion of the last fiscal year in which City appropriates sufficient funds and shall automatically terminate at the conclusion of such fiscal year.
23. EXHIBITS.
Exhibits A and B constitute a part of this Agreement and are incorporated into this Agreement by this reference. If any inconsistency exists or arises between a provision of this Agreement and a provision of any exhibit, or between a provision of this Agreement and a provision of Consultant’s proposal, the provisions of this Agreement shall control.
24. ENTIRE AGREEMENT AND MODIFICATION OF AGREEMENT.
This Agreement and all exhibits referred to in this Agreement constitute the final, complete and exclusive statement of the terms of the agreement between the Parties pertaining to the subject matter of this Agreement and supersede all other prior or contemporaneous oral or written understandings and agreements of the Parties. No Party has been induced to enter into this Agreement by, nor is any Party relying on, any representation or warranty except those expressly set forth in this Agreement. This
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Agreement may not be amended, nor any provision or breach hereof waived, except in a writing signed by both Parties.
25. HEADINGS.
The headings in this Agreement are included solely for convenience of reference and shall not affect the interpretation of any provision of this Agreement or any of the rights or obligations of the Parties to this Agreement.
26. WORD USAGE.
Unless the context clearly requires otherwise, (a) the words “shall,” “will” and “agrees” are mandatory and “may” is permissive; (b) “or” is not exclusive; and (c) “includes” or “including” are not limiting.
27. TIME OF THE ESSENCE.
Time is of the essence in respect to all provisions of this Agreement that specify a time for performance; provided, however, that the foregoing shall not be construed to limit or deprive a Party of the benefits of any grace or use period allowed in this Agreement.
28. BUSINESS DAYS.
“Business days” means days Calimesa City Hall is open for business.
29. GOVERNING LAW AND CHOICE OF FORUM.
This Agreement, and any dispute arising from the relationship between the Parties to this Agreement, shall be governed by and construed in accordance with the laws of the State of California, except that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not be applied in interpreting this Agreement. Any dispute that arises under or relates to this Agreement (whether contract, tort or both) shall be resolved in a superior court with geographic jurisdiction over the City of Calimesa.
30. ATTORNEYS’ FEES.
In any litigation or other proceeding by which a Party seeks to enforce its rights under this Agreement (whether in contract, tort or both) or seeks a declaration of any rights or obligations under this Agreement, the prevailing Party shall be entitled to recover all attorneys’ fees, experts’ fees, and other costs actually incurred in connection with such litigation or other proceeding, in addition to all other relief to which that Party may be entitled.
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31. SEVERABILITY.
If a court of competent jurisdiction holds any provision of this Agreement to be illegal, invalid or unenforceable for any reason, the validity of and enforceability of the remaining provisions of this Agreement shall not be affected and shall continue in full force and effect.
32. COUNTERPARTS.
This Agreement may be executed in multiple counterparts, all of which shall be deemed an original, and all of which will constitute one and the same instrument.
33. CORPORATE AUTHORITY.
Each person executing this Agreement on behalf of his or her Party warrants that he or she is duly authorized to execute this Agreement on behalf of that Party and that by such execution, that Party is formally bound to the provisions of this Agreement. [SIGNATURE PAGE FOLLOWS]
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Executed on the dates set forth below by the undersigned authorized representative of City and Company, to be effective as of the Effective Date.
City:
City of Calimesa,
a California municipal corporation
By:
Will Kolbow
City Manager
ATTEST:
By:
Darlene Gerdes
City Clerk
APPROVED AS TO FORM:
By:
Steven L. Flower
City Attorney
Consultant:
Acton Architecture, Inc.,
a California corporation
By:
Name:
Title:
By:
Name:
Title:
PROOF OF AUTHORITY TO BIND
CONTRACTING PARTY REQUIRED
A-1
EXHIBIT A
SCOPE OF SERVICES
Acton Architecture 9
Phase: Due Diligence
Task - Project Kickoff Meeting + Project Schedule
a. Upon receipt of contract approval, we will begin coordinating the Project Kickoff Meeting. We typically like to get started with design and project discussions at this meeting unless the City prefers a simplified “meet-and-greet” style meeting. b. We will also review the Master Project Schedule reflecting design phase timelines, review periods, and milestone activities for review with the City Team prior to issuance to any other Project Team members and Stakeholders.
Task - Site Surveys (Topographical)
c. We are recommending a survey be completed based upon the Scope outlined in the RFP which we will begin coordinating availability of the surveyor and site access with the City upon receipt of contract approval to allow the surveying to start as soon as possible.
Task - Laser Scanning + As-Built Modeling
d. We are also including laser scanning in our Proposal which will scan the interior and exterior of the entire building to generate a 3D point-cloud from which we utilize in developing our 3D model of the existing building including all exterior, interior, and above-ceiling elements. The scanner provides dimensional accuracy down to millimeters and allows us to create a highly accurate base model that has proven to save more change order costs than our cost to provide this service.
Task - Utility Research + Title Report
e. Internally, we will also begin gathering and reviewing other available documents related to the site including contacting local utility purveyors to obtain their record documents of utilities on or around the project site, and we will request a Preliminary Title Report from the City to identify any existing easements, dedications, or other property encumbrances.
Task - Fire Flow Test
f. Yet another item we will initiate simultaneously to the above efforts, we will coordinate with the City and local water purveyor to obtain a Fire Flow Test for the nearest fire hydrant to serve the building. While the final design of the new fire sprinkler system will be a Deferred Approval, we would recommend having the Flow Test completed during design to ensure we have the pressure needed and we can include preliminary pipe routing and coordination on the site.
Task - City Project Standards
g. Included in our initial Meeting Agendas, we will request any City Project Standards that may be established beyond the Standards provided with this RFP. These Standards may include: Door Hardware Standards, Mechanical Equipment Standards, Plumbing Fixture Standards, Low-Voltage System Standards, etc... If such Standards have not been developed by the City, we will develop such Standards for the Project in close collaboration with City Staff.
Task - Field Observation + Assessment
h. Performed after our laser scanning is completed, we and our engineering team will perform one or more field visits Pictured: Riverside County Fire Station 41
(Completed while at Holt Architecture)
Section 2: Detailed Scope + Methodology
Acton Architecture 10
h. to observe the existing building conditions, identify all major existing equipment and their relative stage of life, and document any concerns or deficiencies. Our final observation report will document these existing conditions and systems while providing any additional maintenance or replacement recommendations, code deficiencies, and any equipment likely to be reused.
Phase: Programming + Preliminary Design
Task - Regularly Schedule Project Meetings + Schedule Tracking a. While Project Meetings during the Due Diligence Phase may be more limited, we will look to coordinate a standing meeting time for approximately 1-1/2 hours, bi-weekly during Programming and Preliminary Design to maintain consistent communication during this Phase.
b. We will continually monitor and update the Master Project Schedule to identify potential concerns or communicate to the City in advance of any meetings or decisions critical to maintaining the Schedule.
Task - Preliminary Program Document + Owner Project Goals c. We anticipate the first (1-3) Project Meetings focusing on establishing the Preliminary Program Document and understanding the City’s goals for the Project. It is not uncommon for our firm to be able to obtain enough Program information during the very first meeting to allow our team to initiate Conceptual Design immediately following the meeting.
Task - Primary Decision-makers Program Review Meeting
d. After a draft of the Preliminary Program Chart is developed, we will request a meeting with only the primary decisionmakers for the project to review the Program information provided to assist us in identifying the Wants vs. Needs.
Understanding the bare minimum requirements for the Program, as well as, prioritizing the wish-list items will provide us a more definined foundation to begin design. This effort is also imperative to protecting the project Budget to ensure the feedback provided by City Staff and/or the Subcommittee is not stretching the boundaries of costs.
Task - Conceptual Floor Plan Options
e. With the Preliminary Program Chart established, we will start Conceptual Floor Plan design to begin to bring the project concept to life. Many firms prefer to hold drawing efforts until the Programming efforts have been completely exhausted in the Program Chart. It is our opinion that this approach too often exhausts and frustrates the client team and expends far too much schedule time for limited benefit. We prefer to start Conceptual Design as quickly as possible while continuing to develop the Program Chart hand-in-hand with the Conceptual Plans. Saving this time in Programming will greatly support the Project’s ability to meet reduce the overall design schedule.
Task - Site Improvements Coordination + Emergency Generator f. Understanding the intent of the project is to limit the site improvements, we are anticipating we’ll have some improvements to meet ADA requirements, provide the emergency generator, and provide the EV vehicle charging. We will develop a Conceptual Site Plan to delineate the expected work to be further coordinated during Schematic Design.
Task - Preliminary Project Budget (Go/No-Go) Estimate
g. With the approved Conceptual Floor Plan, Site Plan, and Due Diligence efforts completed, develop a Preliminary Total Project Budget reflecting both Hard and Soft Costs to provide an initial gut-check Estimate to ensure Scope and Budget are aligned with expectations.
Phase: Schematic Design
Task - Continue Bi-Weekly Project Meetings + Schedule Monitoring a. We will look to continue the Bi-Weekly meeting schedule established during Preliminary Design. When additional meetings are required, we will look to coordinate these meetings in between the bi-weekly regular meetings. b. The Master Project Schedule will continue to be monitored, updated, with critical path items communicated to the City in advance.
Task - 3D Exterior Design Modeling
c. We will kick off the Schematic Design phase by jumping into 3D Exterior Design modeling. We will develop multiple options exploring various concepts that incorporate the features, materials, and characteristics of the City’s Downtown Design Guidelines. We intentionally try to limit options to a total of (3) designs per meeting, however, we will continue to make revisions and/or provide new designs in subsequent meetings until the Project Team has settled on a singular design.
Acton Architecture 11
Task - Interior Room x Room Design
a. To maintain an efficient design schedule, we will utilize portions of the Meeting Agendas each meeting to work with the City’s Project Team on a deeper level of design on the interior, working room-by-room through the Floor Plan to further refine and define each room’s final design needs. This will include beginning discussions on preferred material types and locations throughout the building, casework types and location, specialty equipment needs, audio-visual equipment locations, etc... This process is primarily to ensure every room has properly allocated floor and wall space for any item or room function requiring square footage to accommodate.
Task - Preliminary Code Analysis + Meeting with Building Official and Fire Marshal b. Once the exterior design is narrowed to a single design option and the room-by-room review of the interior is completed, we will perform our Preliminary Code Analysis to verify the overall project design is code compliant. If there are any elements of the design or Building Code causing concern, we will request a separate meeting with the Building Official and/or Fire Marshal to review our concerns, as well as, hear from each of them if they have any additional questions.
This is a very important task in the project to avoid unwanted surprises later in design that can lead to time delays.
Task - Site Design + Preliminary Grading Plan
c. Concurrent to the design efforts on the building design itself, we will also be developing an Architectural Site Plan that reflects the intended Scope of Work including: hardscape types and locations, specialty paving areas, ADA paths of travel, and any other associated site elements. We will strive to establish the Architectural Site Plan as a mini-project milestone that, once developed, will serve as the preliminary background for our Civil Engineer to begin their design efforts. Our Civil will review the Architectural Site Plan and begin coordinating grade changes with us to ensure ADAcompliance and Preliminary Grading Plan.
Task - Site Utility Coordination
d. As the Site and Building designs are taking shape, we will communicating with the various utility purveyor’s to ensure the intended Project design is servicable or suitable to the requirements of the utility companies.
Task - Develop Building Systems Basis of Design Narratives e. Based upon information provided during Due Diligence and Project Meetings, our Mechanical, Electrical, Plumbing, Technology, and Fire Protection Teams will draft a Basis of Design Narrative identifying the intended system types to be used for the project, major equipment make and manufacturer, performance criteria, control systems, and any other functional criteria for the systems. We will submit this document to the City for review internally or during a Project Meeting to ensure the intended system designs are in alignment with the City’s Standards and requirements.
Task - Interior Room x Room 3D Design + Modeling + Rendering j. After completing the room-by-room design review, we will complete the 3D design of the interior spaces including finalizing the selection of the interior materials, finishes and ceiling designs to produce photo-realistic renderings of the primary rooms or areas. We utilize these renderings as tools to support approval of the final designs and produce them to mimic the real-world materials and spaces as closely as possible to avoid any unwanted surprises later in the project.
Task - Initiate BIM Modeling + Engineering Design Efforts j. Upon acceptance of the interior and exterior design deliverables to date, we will begin developing the 3D Building Information Model that will be the primary vehicle for developing the formal Project Drawings for the remainder of the design phases. This milestone establishes when the engineering consultant team begins their system designs in earnest for the project.
Task - Finalize Exterior and Interior Photo-Realistic Renderings k. As the Schematic Design phase progresses, there may be small variations, adjustments, or changes to the design, as such, we will track these changes and ensure the final Renderings are updated to reflect these revisions to provide the most accurate representations of the design prior to displaying to the Public and at the end of this Phase.
Task - Public Meetings
l. With the completion of the project Renderings and other design documents desired by the City for review with the Public and/or City Council, we will coordinate any requested Public Meetings with the City. We understand there may be multiple such meetings and we are prepared to attend and support as many of these meetings as needed for the project.
m. We do suggest the City consider waiting to take design deliverables in front of Council or the Public until this later stage of Schematic Design. This ensures major aspects in the design have been thoroughly reviewed, discussed, and coordinated internally to avoid presenting design visuals too early and requiring a future meeting to reveal a modified design concept.
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Pictured: Riverside Fire Station 41 + Redlands Police Dept. (Completed while at Holt Architecture)
Task - Design Revisions / Updates (if required)
a. If design revisions are requested as a result of feedback from the Public Meetings, such revisions will be completed across the design deliverables until such revisions are accepted and/or finalized. We will notify the City during this process if any such requests pose a risk to the Budget or Project Schedule before proceeding with the changes to ensure clear communication of expectations or impacts.
Task - Complete Schematic Design Plans + Deliverables
b. After any such additional design changes are completed, we will continue with the remaining completion of the final Schematic Design Plans + Deliverables across the entire Design Team to reach Phase completion.
Task - Schematic Design Cost Estimate
c. Upon delivery of the final Schematic Design deliverables, we will initiate our 3rd-Party Cost Estimating team to produce a more detailed Schematic Design Cost Estimate to validate the Budget at this stage of design compared to the Preliminary Project Budget.
d. If the Preliminary Project Budget relied upon a rough order of magnitude percentage to budget for the Soft Costs, we will work with the City at this stage to more specifically quantify the intended Soft Costs either by assisting the City in obtaining quotes on various line items and/or formally defining a budgetary allowance for line items.
Phase: Design Development
Task - Continue Bi-Weekly Project Meetings + Schedule Monitoring a. We will continue with regular Project Meetings and Schedule tracking and updates throughout this Phase. b. With many major architectural design decisions made during Schematic Design, Project Agendas will commonly shift to focusing on the building systems, owner-vendor designs, and more detailed aspects of the overall design (ie. Door function requirements and hardware, toilet accessories, specific casework design, thermostat locations, etc...) Task - Low-Voltage Responsibility Matrix
c. Early in this design Phase, we will develop a draft of the Low-Voltage Responsbility Matrix that will be included in the final Plan Set. This Matrix will delineate each of the Low-Voltage Systems and who is responsible for procurement and installation to ensure a complete and functioning system install by the end of the project. Responsibilities will often vary between the low-voltage designer, owner, owner vendor, and general contractor.
Task - Overhead System Routing and Coordination
d. As part of our effort to identify and resolve overhead system conflicts throughout the Design Development Phase, we will push our Mechanical, Electrical, and Plumbing Engineers to begin design and modeling of their overhead system elements including preliminary sizing. Many firms do not start this process until Construction Documents, however, our Front-Loaded Design approach means that by this stage of design, we are past the point of major design changes and leverage that to work with our Engineers earlier than many other firms. This ensures we can proceed to the Construction Document Phase without risk of large, unknown conflicts arising later in design.
Acton Architecture 13
Task - Preliminary Equipment Schedules + Review
a. From our room-by-room design discussions in Schematic Design, assembly of Project Standards, and any additional information obtained during the Design Meetings, we will develop a draft of the Equipment, Site Furnishings (if needed,) Toilet Accessories, Doors, Windows, and M/E/P Equipment Schedules at this stage of the project to provide ample time for City Review and/or revisions prior to completion of this Design Phase. Our goal is to obtain City approval of these Schedules prior to end of Phase to ensure we correctly record the desired selections, procurement responsibilities, and can coordinate these items accordingly in the design documents.
Task - Continue Design Document Production
b. Underpinning each of the tasks listed in this Phase, we will continue to develop the overall Plan Set throughout this Phase by continually updating the primary design drawings submitted in Schematic Design while continuing to develop new drawings: Enlarged Elevations (if necessary for the design,) Enlarged Floor and Ceiling Plans, Wall Schedule, Building and Wall Sections, and outlining the project details to be developed in Construction Documents.
Task - Low-Voltage System “Spots + Dots”
c. After City approval of the Low-Voltage Responsibility Matrix, we will begin developing the preliminary Low-Voltage System drawings identifying IT / Server Rack configurations and system components such as: Access Control locations, CCTV locations, Audio-Visual equipment locations, wireless access point locations, etc... We call these Plans the “Spots + Dots” with the primary focus being to identify all Low-Voltage System devices for City approval prior to end of Phase.
Task - 50% Design Development BIM Clash Detection
h. With our target to complete preliminary overhead building system routing and sizing by the 50% Phase milestone, we will initiate our BIM Clash Detection process to identify, analyze, and coordinate any potential conflicts with these preliminary system designs. We look for significant clashes and assess if such conflicts are simple modeling errors, situations that can be resolved by re-routing portions of the overhead system, areas that could be resolved with some adjustments from our Structural Engineer, or as a last resort, issues that may require design modifications.
Task - Design Development Cost Estimate + Owner Review
i. Upon delivery of the final Design Development deliverables, we will initiate our 3rd-Party Cost Estimating team to review and update the detailed Estimate completed in Schematic Design to validate the Budget compared to the Preliminary Project Budget. If this Estimate is tracking above the previously established Budget, we will review and discuss with the City to identify next steps: Value Engineering, Scope Reduction, Bid Alternates, and/or Project Contingency Reduction.
We will request the Project not continue into Construction Documents until the Design and Budget are in alignment if such a situation occurs.
j. Concurrently, we will coordinate with any City Department needing to complete a review of the Plan Set, commonly City I.T. and Facilities Departments, to ensure the design is meeting any requests or requirements they’ve provided to date.
We will also schedule a Page-Turn meeting with the City’s Project Team to review the entire design to the level of detail desired by the City to ultimately achieve written design approval.
Phase: Construction Documents
Task - Project Meetings + Schedule Monitoring
a. We will continue with regular Project Meetings, however, we will discuss the frequency with the City as a majority of the design decisions will be completed by this stage. We commonly look to space out the regular Project Meetings to a frequency that is considerate of the City’s time and/or adjust the bi-weekly meetings to quicker project update agendas. If additional design meetings are necessary during this Phase, we will communicate with the City and schedule accordingly. Schedule tracking and updates continue throughout this Phase.
Task - Recieve Final Owner-Vendor Design Drawings + Complete Final Coordination b. If there is a Furniture, Furnishings, and Equipment Vendor (FF&E) hired by the City, we will request they provide their final layout and infrastructure drawings as soon as possible to allow the remainder of the design schedule ample time to complete design and infrastructure coordination. Similar approach to any other Owner Vendors that are involved in the Project.
Task - Site Utilities + Coordination
c. As much as is allowable by the utility purveyors, we will work with them to initiate their internal utility designs and/ or review our proposed on-site utility system design to achieve preliminary acceptance. When utility providers initiate their internal design varies by utility and agency, however, we will do everything in our power to encourage them to start their efforts during Construction Documents to prevent potential schedule impacts to the start of construction. d. We will coordinate between Civil and Plumbing, as well as, the utility purveyors to finalize the intended Site Utility Plan.
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Task - Finalize Building Systems Sizing
a. While our Engineers will complete general sizing of their systems during Design Development, many of them do not finalize their sizing until Construction Documents as they want to ensure design is no longer changing and they can begin the final calculations.
Task - Project Detailing
b. With the Plans, Elevations, and Sections completed during Design Development, we will utilize a majority of our Construction Document production efforts on completing the Project Detailing. By front-loading the coordination and conflict resolution efforts, the beginning of this Phase works to resolve any remaining issues identified during Design Development to support enhanced schedule efficiency in detailing which in turn further minimizes the risk of change orders during construction as we will have ample time to properly coordinate detailing and references across the design disciplines.
Task - Door Hardware Sets
c. After confirmation of the Door functions, types, frames, and leaf types in Design Development, we will contact our Door Hardware Consultant (Assa Abloy) to assemble the door hardware sets and Specifications for inclusion in the Door Schedule and Technical Specifications by the end of this Phase.
Task - 50% Construction Documents BIM Clash Detection
h. The BIM Clash Detection process has continued throughout the design efforts since it began at 50% Design Development, however, we push our Engineers to finalize and complete any remaining issues by 50% Construction Documents.
Task - Updated or New Fire Flow Test
i. As Fire Flow Tests are typically only valid for 6-months, we will coordinate to have a new Fire Flow Test completed prior to Plan Check Review should the original Test Report expire by this time.
Task - Technical Specifications
j. We begin outlining the Technical Specifications during Design Development, however, we will complete the Specifications during Construction Documents to ensure there are no additional design revisions that can impact the approach and applicability of the Specifications.
Task - Commissioning Review + Coordination
l. Commonly occuring behind the scenes, we will begin Commissioning activities during Construction Documents.
The Commissioning (Cx) Agent will review the previously developed Basis of Design System Narratives and another other pertinent Project documents with the Design Development Plan Set and continue with review throughout the Construction Documents Phase to ensure the system designs are in alignment with the owner-approved Narratives and identify any design elements requiring attention or adjustment prior to Plan Check Review submission.
Phase: Plan Check + Plan Reviews
Task - 90% Plan Set Submission
a. We recommend submitting the 90% Construction Document Plan Set, Calculations, and Technical Specifications to Plan Check Round #1 Review. This Set will be substantially complete to allow for a thorough Plan Check Review that can occur simultaneously to final Owner-Page Turn review and the final internal QA/QC Design Team Review. b. For schedule efficiency, we target having the Owner Review and the final QA/QC Design Review comments completed by the projected completion date of the Plan Check Round #1 Review. This will allow the Design Team to receive final revision comments at one time which will allow us to ensure all comments are completed and properly coordinated throughout the Documents prior to Plan Check Round #2 submission. It is our target to obtain Permit Approval by the completion of Plan Check Round #2 completion.
Phase: Bid Assistance
Task - Bidding Assistance + Review
a. As outlined above in our Project Approach narrative, we will support the City in the Bidding Process by assisting in the development of a Bid Schedule, establishing the Pre-Bid Job Walk for prospective Bidders, responding to Pre-Bid RFIs, Substitution Requests, developing RFI and Substitution Logs, and reviewing the final bids to provide our comments and feedback.
Acton Architecture 15
Phase: Construction Administration + Project Closeout
Task - Construction Administration
a. As outlined above in our Project Approach narrative, we will support the City throughout the Construction Phase of the Project. We will attend project meetings, assemble meeting agendas, record meeting minutes, review and respond to RFIs, Submittals, and Substitution Requests from the contractor, review Pay Applications, and review the contractor’s Logistics Plans and Schedule.
b. We do not estimate our fees for this phase based upon the number of meetings as we prioritize attending however many meetings are necessary to finish the project. While we’ve anticipated bi-weekly meetings as mentioned in the RFP, just know that we will not submit Add-Services tied to additional meetings.
Task - Project Closeout
a. During Project Closeout we will proactively communicate with the contractor to ensure they are aware of the documents required to be submitted (Warranties, Training Manuals, As-Builts) in advance and review these documents for accuracy, completeness, and compliance with the requirements of the Bid Documents for the City’s records.
Technical Studies + Reports:
To complete this Project, there will be several studies and reports required, below is an initial list as outlined throughout our Project Approach and Scope of Work Sections:
1. Topographic Survey
2. Building System Assessment Report and Structural
Evaluation
3. Preliminary Title Report
4. Fire Flow Test Report
5. Hazardous Materials Report of (E) Buildings (by City)
6. Lighting Photometric Studies
Additional Considerations:
1. Hazardous Materials:
a. Should the Report identify materials requiring
abatement, we have experience assisting the
City in identifying the most beneficial approach to
completing these efforts.
2. Low-Voltage System Designs
a. We understand the City has stated these system
designs are to be a Deferred Approval per the Q&A,
however, we highly recommend reconsidering this
approach to ensure the final systems, equipment,
programming, and controls are to the City’s liking
in additional to being properly coordinated with
the design. We have included the Fees to provide
the system designs as “Optional Services” in our
Proposal.
3. Building Signage
a. We understand the City has requested building
signage included in our Proposal. We have included
a signage design allowance in our Fees as “Optional
Services” and we hope to further discuss with you
accordingly.
4. CCTV of Existing Underground Piping
a. We highly recommend the City consider inspecting
the existing underground piping to ensure pipes
remain intact and in good working condition to
avoid unwanted maintenance issues after building
opening.
5. Geotechnical Investigation
a. If a Structural retrofit is deemed necessary, a
Geotechnical Report will be required and we can
provide this Service as an Additional Service upon
request
EXHIBIT B
APPROVED FEE SCHEDULE
Base Services $ 270,000
Laser Scanning + Modeling ANC Consulting - 9,450$ 15% $ 10,868 Building Signage TBD Allowance 15,000$ 15% $ 17,250
Low-Voltage Systems Design P2S - 68,500$ 15% $ 78,775
Reimbursements 5% $ 13,500
Base Services Total $ 390,393
Optional Services Lump Sum $ 17,250
Contingency $ 12,414
Optional Services Total $ 29,664
Base Services + Optional Services Total $ 420,057
Project Management & Coordination 10% 27,000$
Building Assessment + Code Analysis 7% 18,900$
Space Programming + Needs Assessment 4% 10,800$
Test Fits + Conceptual Layouts 7% 18,900$
Schematic Design 15% 40,500$
Design Development 15% 40,500$
Construction Documents 25% 67,500$
Bidding Support 2% 5,400$
Construction Administration 15% 40,500$
Totals 100% $ 270,000
Topographic Survey VCA - 15,000$
15% 17,250$
Totals $ 17,250
Base Services
Optional Services
Base Services Phase Breakdown
Optional Services
Acton Architecture 3
Fee Proposal: Hourly Rate & Expense Sheet
The following Hourly Rate & Expense Sheet shall be used in invoicing for applicable reimbursement expenses, as well as, any Additional Services not included in this RFP. If Additional Services are necessary, they shall only be performed upon written authorization from the City.
Acton Architecture Inc
Architectural Hourly Rate & Expenses - 2026
Hourly Rates
• Principal: $192 / Hour
• Project Architect: $144 / Hour
• Interior Design: $92 / Hour
• Architectural Assistant: $72 / Hour
Printing / Plotting Costs:
All deliverables required to be printed or plotted with be billed at the direct cost + 25% from the reprographics company including any shipping or delivery fees as applicable.
Travel Expenses:
If air travel is required, the direct cost + 25% of flights, hotels, meals, and car rentals (as applicable) will be billed. Work time will be billed at the applicable hourly rate including travel time.
Vehicle travel will be billed at direct cost + 25% and include meals if the travel time (including the meeting) is (4) hours or more. Mileage will be billed at the applicable federal rate for business use calculated door-to-door.
Permitting / Other Costs:
If additional expenses are incurred to complete the Scope of Services (ie. Permitting fees, specialized software requirements, etc…) such instances will be reviewed with the Owner prior to incurring these costs and, if approved, will be billed as direct costs + 25% on monthly invoices.
Acton Architecture 4
Fee Proposal: P2S Hourly Rate & Expense Sheet
The following Hourly Rate & Expense Sheet shall be used in invoicing for applicable reimbursement expenses, as well as, any Additional Services not included in this RFP. If Additional Services are necessary, they shall only be performed upon written authorization from the City.
P2S LP
RATE SCHEDULE FOR ENGINEERING SERVICES ON A
TIME AND EXPENSE BASIS
Category Rate
PRINCIPAL ENGINEER $378
ENGINEER GRADE 05 $319
ENGINEER GRADE 04 $309
ENGINEER GRADE 03 $265
ENGINEER GRADE 02 $244
ENGINEER GRADE 01 $216
DESIGN ENGINEER GRADE 05 $265
DESIGN ENGINEER GRADE 04 $244
DESIGN ENGINEER GRADE 03 $216
DESIGN ENGINEER GRADE 02 $191
DESIGN ENGINEER GRADE 01 $171
DESIGNER GRADE 04 $182
DESIGNER GRADE 03 $171
DESIGNER GRADE 02 $156
DESIGNER GRADE 01 $150
CAD/BIM DESIGNER GRADE 04 $151
CAD/BIM DESIGNER GRADE 03 $136
CAD/BIM DESIGNER GRADE 02 $122
CAD/BIM DESIGNER GRADE 01 $112
COMMISSIONING GRADE 05 $319
COMMISSIONING GRADE 04 $277
COMMISSIONING GRADE 03 $236
COMMISSIONING GRADE 02 $188
COMMISSIONING GRADE 01 $161
TECHNICAL WRITER $171
PROJECTASSISTANT $112
In addition, for direct out-of-pocket expenses (when they occur), we quote the following:
1) Automobile: at current IRS rate per mile from home office for travel outside Los Angeles, Orange, San Diego, San Bernardino, Riverside & King counties
2) Travel Expense: at Cost
3) Subsistence: While away from home office for more than 1 day: at Cost, but not to exceed $275 per day per person.
4) Plan Check Fees: at Cost plus 10% markup
5) Third-Party Services: at Cost plus 10% markup
• Printing and copy services
• Consultant and subcontract professional fees
• Surveying / Soils Investigation
• Testing Laboratory Work
LIABILITY LIMITS
Professional Liability $ 5,000,000.
General Liability $ 2,000,000.
Effective January 1, 2026 – December 31, 2026
RT-226