AGENDA
CITY
COUNCIL REGULAR MEETING
CITY OF CERES, CALIFORNIA
City Council Chambers, 2701 Fourth Street
Monday, September 26, 2022 – 6:00 p.m.
Mailing Address: Ceres City Hall, 2220 Magnolia Street, Ceres, CA 95307-3292 Phon
e: (209) 538-5700 Fax: (209) 538-5780
CALL TO ORDER
May
or Lopez
ROLL CALL
May
or: Javier Lopez
Vice Mayor: Bret Silveira (District 3)
Councilmembers: James Casey (District 1); Vacant (District 2); Mike Kline (District 4) NOTICE: THIS MEETING WILL BE HELD IN ACCORDANCE WITH CALIFORNIA GOVERNMENT CODE SECTION 54953, SUBDIVISION (e) OF THE RALPH M. BROWN ACT (CALIFORNIA GOVERNMENT CODE SECTION 54950, ET SEQ.), CERES RESOLUTION NO 2022-71, AND THE FEDERAL AMERICANS WITH DISABILITIES ACT. WHILE THIS MEETING WILL BE PHYSICALLY
OPEN TO THE PUBLIC, GIVEN THE STATE OF EMERGENCY REGARDING THE THREAT OF COVID- 19, MEMBERS OF THE PUBLIC MAY ALSO PARTICIPATE AND COMMENT VIA THE APPLICATION, ZOOM.
Click this link to join the webinar:
https://us02web.zoom.us/j/81030345740?pwd=N2JQK3FCODRmdUl0cC96ZDRNNTJGZz09 Webinar ID: 810 3034 5740; Passcode: 123190; or Dial: (669) 900-6833
REMOTE PUBLIC COMMENT IS ALSO AVAILABLE FOR THE CITY COUNCIL MEE TING BY EMAILING THE CITY CLERK AT [email protected] BEFORE 4:00 PM THE DAY OF THE MEETING. INCLUDE THE AGENDA ITEM NUMBE R OR PUBLIC COM MENT PERIOD IN THE SUBJECT LINE OF THE EMAIL. THE CLERK MAY READ WRITTEN COMMENT S INTO THE RECORD, IF SPECIFICALLY REQUESTED TO DO SO AT THE BEGINNING OF YOUR EMAIL. YOUR
WRITTEN COMMENT WILL BE DISTRIBUTED TO THE CITY COUNCIL AND KEPT ON FILE AS PART OF THE OFFICIAL RECORD OF THE COUNCIL MEETING.
*If you have any questions on how to attend virtua lly or are encountering difficulties connecting to the meeting, please contact the City Clerk at (209) 646-4812 or by email at [email protected].
AGENDA
Regular City Council Meeting
September 26, 2022
INVOCATION
I
nvocation by Pastor Jim Stochl, Harvest Presbyterian Church.
PLEDGE OF ALLEGIANCE
P
ledge of Allegiance led by Mayor Lopez.
PRESENTATIONS
A. P
resent Certificates related to the Crosstown Showdown Football Game B. G
olden Valley Health Centers 50th Anniversary Proclamation C. H
ispanic Heritage Month Proclamation
CITIZEN COMMUNICATIONS to the Council on matters not included on the agenda (five minutes).
While the City Council welcomes and encourages participation in City Council meetings, adopted rules allow no more than 5 minutes (Resolution No. 2007-106) for expression of non-agenda items. Matters under the jurisdiction of the City Council, and not on the posted agenda, may be addressed by the general public; however, California law prohibits the City Council from taking action on any matter which is not on the posted agenda unless it is determined to be an emergency by the City Council. Citizens are entitled to address the City Council on any agenda item subject to the 5- minute provision.
APPOINTMENTS TO BOARDS/COMMISSIONS
N
one
CONFLICT OF INTEREST DECLARATION
CONSENT CALENDAR
All matters listed on the consent calendar are considered routine in nature and will be enacted by a single motion unless otherwise requested by an individual Councilmember or public for special consideration.
Otherwise, the recommendation of staff will be accepted and acted upon by roll call vote.
1. C
lerks Report of Posting. The agenda of the September 26, 2022 City Council meeting was posted on Wednesday, September 21, 2022. (City Clerk)
2. W
aive Readings. All r eadings of o rdinances and resolutions are waived. (Waive reading in full of all ordinances and resolutions on the agenda and declare that said titles which appear on the public agenda shall be determined to have been read by title). (City Clerk)
3. A
pproval of Minutes for the September 12, 2022 Regular City Council meeting. (City Clerk)
AGENDA
Regular City Council Meeting
September 26, 2022
4. R
egister of Audited Demand(s) Dated September 7, 2022 through September 14, 2022. (Dias)
5. G
eneral Correspondence – Information Only
a. Public Works Monthly Report for August 2022 (Royal) b. Recreation Monthly Report for June – August 2022 (Chavez)
6. R
esolution No. 2022-122, Accepting the CML -5241 (062 & 063) ITS Signal Synchronization, Phases III & IV Project as Complete, Approving the Balancing Contract Change Order, Authorizing the Filing of the Notice of Completion and Retention Release to the Contractor. (Waugh)
7. R
esolution No. 2022-123, Authorizing the City to Continue Teleconferenced Public Meetings Pursuant to Assembly Bill 361 Allowing the City to Continue a Hybrid Virtual Meeting Environment. (City Clerk)
8. R
esolution No. 2022 -124, Recommending the Stanislaus County Board of Supervisors Approve the Fiscal Year 2021- 2022 Community Development Block Grant (CDBG) and Emergency Shelter Grant (ESG) Consolidated Annual Performance and Evaluation Report (CAPER). (Hoem)
9. R
esolution No. 2022-125, Accepting Well 42 Design and Construction Project as Partially Complete and Releasing the Retention Amount to the Contractor. (Royal)
10. R
esolution No. 2022 -126, Adopting and Establishing the Use of an Electronic Signature Policy. (City Clerk)
11. R
esolution No. 2022 -127, Approving the Use of American Rescue Plan Act (ARPA) Funds for Additional Audio-Visual Upgrades to the Council Chambers and Authorizing a Budget Amendment. (City Clerk)
12. R
esolution No. 2022-128, Authorizing the City Manager to Enter into a Professional Services Contract with Wood Rodgers, Inc. to P erform Professional Planning Services R elated to the P reparation of the Copper Trails Master Plan Including the Creation of an Environmental Impact Report in C ompliance with the California Environmental Quality Act. (Hoem)
13. R
esolution No. 2022 -129, Awarding the Contract for the Phase I Site Improvements for the Public Safety Training Facility Project Located at Fire Station No. 3 to Machado & Sons Construction Inc.; Authorizing a 10% Contingency; and Authorizing the City Manager to Execute the Contract. (Waugh)
CONSIDERATION OF ITEM(S) REMOVED FROM THE CONSENT CALENDAR AGENDA
Regular City Council Meeting
September 26, 2022
UNFINISHED BUSINESS
14. R
esolution No. 2022-84, Approving the Use of American Rescue Plan Act (ARPA) Funds to Lease Security Cameras for Select City Parks and City Yards and Authorizing Staff to Move Forward with the Purchase. (Collins)
PUBLIC HEARING
N
one
NEW BUSINESS
N
one
DISCUSSION ITEMS
N
one
COUNCILMEMBER REFERRALS
Councilmembers request to have an agenda item placed on a future agenda. (Pursuant to Chapter 2 - City Council Meetings, J -8.
City Council Referrals/Determination of Items for Agenda.)
REPORTS
At this time, any Councilmembers or City Staff will make an announcement, or report briefly on his or her activities. • M
ayor
• City Council
• City Manager
• City Attorney
• Departments
• County Supervisor
CLOSED SESSION
N
one
REPORT FROM CLOSED SESSION
N
one
ADJOURNMENT
The next regularly scheduled City Council Meeting will be held on October 10, 202 2 at 6:00 p.m. in the City Council Chambers located in the Community Center at 2701 Fourth Street, Ceres, CA AGENDA
Regular City Council Meeting
September 26, 2022
Council Agenda:
The City C ouncil a genda is ava ilable f or pu blic r eview o n the City’s w ebsite a t www.ci.ceres.ca.us and posted at the time and places noted above.
Related Materials:
Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection at the City Clerk’s Office at City Hall located at 2220 Magnolia Street, Ceres, CA during normal business hours.
Persons with questions concerning any agenda item may call the City Clerk’s Office at (209) 538-5731.
Notice regarding Americans with Disabilities Act:
In
compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting or if you need the agenda and/or the documents in the agenda packet provided in an alternative format, please contact the city clerk’s office at (209) 538- 5731 at least 48 hours prior to the meeting to ensure that reasonable arrangements can be made (28CFR 35.102-35.104 ADA TITLE II)
AFFIDAVIT OF POSTING
I, F
allon Martin, City Clerk, for the City of Ceres, declare under penalty of perjury that the foregoing agenda for the Regular City Council Meeting was posted on Wednesday, September 21, 2022, at the following locations in Ceres:
• Com
munity Center Display Case – 2701 Fourth Street
• City Hall Display Case – 2720 2nd Street
• City Hall Display Case – 2220 Magnolia Street
__________________________________________________________________________________________________________________________________________________________ Fallon Martin, City Clerk
ITEM A
ITEM A
ITEM A
ITEM A
ITEM A
ITEM A
ITEM A
ITEM A
ITEM A
ITEM A
ITEM A
IN RECOGNITION OF
GOLDEN VALLEY HEALTH CENTERS 50TH ANNIVERSARY
WHEREAS, Golden Valley Health Centers began serving the Central Valley in the City of Merced in 1972; and
WHEREAS, Golden Valley Health Centers team of doctors, dentists, behavioral h ealth counselors and other medical professionals and their teams are committed to providing quality healthcare services regardless of language, financial or cultural barriers; and
WHEREAS, Golden Valley Health Centers is a Federally Qualified Health Center that provides medical, dental, behavior health and specialties to over 150,000 patients in Merced, Stanislaus and San Joaquin Counties at their 45 locations; and
WHEREAS, Golden Valley Health Centers has been certified as an Advocacy Center of Excellence by the National Association of Community Health Centers (NACHC), which is a community health center that creates a culture of advocacy to ensure that policymakers at all levels of government commit to investing in affordable, equitable, and innovative care that health centers provide; and
WHEREAS, Golden Valley Health Centers is celebrating their 50 th
Anniversary in 2022.
NOW THEREFORE, I, Javier Lopez, Mayor of the City of Ceres, on behalf of the City Council, Vice Mayor Bret Silveira, Councilmembers James Casey and Mike Kline , do hereby reco gnize Golden Valley Health Centers 50 th Anniversary and encourage all citizens of Ceres to join me in this wort hy observance.
Proclaimed this 26th day of September, 2022
___________________________
Javier Lopez, Mayor
ITEM B
ITEM B
DECLARING SEPTEMBER 15th – OCTOBER 15th, 2022 AS
HISPANIC HERITAGE MONTH
WHEREAS, throughout the history of Ceres, people have come from all parts of the globe to call this community home, creating a diverse population that enriches our community; and
WHEREAS, Hispanic and Latino residents of Ceres have a profound and positive influence on the community, enhancing and shaping the local character with traditions that reflect their multiethnic and multicultural backgrounds; and WHEREAS, Hispanic Her itage Month celebrates the histories, cultures and contributions of residents whose ancestors were indigenous to North America as well as Spain, Mexico, the Caribbean, and Central and South America; and
WHEREAS, Hispanic and Latino residents of Ceres stren gthen the community and bring promise to the future through their significant cultural, social, economic, and charitable contributions; and
WHEREAS, Hispanic Heritage Week began in 1968 under President Johnson and was expanded by President Reagan i n 1988 to cover a 30 -day period beginning September 15
th; and
WHEREAS, the City of Ceres recognizes the significan ce of all Hispanic and Latino res idents and commemorat es Hispanic Heritage Month gi ving everyone an opportunity to take pride in these roots and to help promote the rich diversity these cultures have to offer.
NOW THEREFORE, I, Javier Lopez, Mayor of the City of Ceres, on behalf of the City Council, Vice Mayor Bret Silveira, Councilmembers James Casey and Mike Kline, do hereby proclaim September 15th – October 15th, 2022 as Hispanic Heritage Month in the City of Ceres.
Proclaimed this 26th day of September, 2022
___________________________
Javier Lopez, Mayor
ITEM C
ITEM C
DRAFT MINUTES
CITY COUNCIL REGULAR MEETING
CITY OF CERES, CALIFORNIA
(via ZOOM and in person)
City Council Chambers, 2701 Fourth Street
Monday, September 12, 2022 – 6:00 p.m.
Mailing Address: Ceres City Hall, 2720 Second Street, Ceres, CA 95307-3292 Phone: (209) 538-5700 Fax: (209) 538-5780
CALL TO ORDER
M
ayor Lopez called the September 12, 2022 meeting to order at 6:00 p.m.
ROLL CALL – Present:
Ma
yor: Javier Lopez
Vice Mayor: Bret Silveira (District 3)
Councilmembers: James Casey (District 1) and Mike Kline (District 4) Note: District 2 - Vacant
District 1
Councilmember
Casey
District 2
District 4
Councilmember
Kline
District 3
Vice Mayor
Silveira
Mayor Lopez
Present VACANT Present Present Present
INVOCATION
Provided by Tim Giannosa, Big Valley Grace Church.
PLEDGE OF ALLEGIANCE
P
ledge of Allegiance was led by Mayor Lopez.
PRESENTATIONS
A. P
resentation by Barbara Pearce Chiesa with the American Foundation for Suicide Prevention.
City Council meeting was conducted in accordance with California Governor Newsom’s Executive Orders N-20-20 and N-35-20 and COVID-19 pandemic protocols. This meeting was open to the public with limited capacity seating.
ITEM 3
DRAFT MINUTES
Regular City Council Meeting
September 12, 2022
B. Suicide Awareness Week Proclamation
Mayor Lopez presented a Proclamation to Barbara Pearce Chiesa and Patricia Pacheco from the American Foundation for Suicide Prevention in honor of Suicide Awareness Week.
CITIZEN COMMUNICATIONS to the Council on matters not included on the agenda (five minutes)
Ma
ry Alton spoke regarding a property o n 10 th Street with multiple dwelling s and the safety of the renters due to the building conditions.
Bruce Briones spoke regarding various enhancements he wishes to see at Neel Dog Park and the City participating in the second annual “Dog Fest” (August 2023).
Kimberly Alston spoke regarding Neel Dog Park grounds maintenance and the City getting involved in the second annual “Dog Fest” next year (August 2023).
Gene Yeakley spoke regarding a n open street maintenance position and enacting a moratorium on building homes and businesses until the state water issue improves.
Alvaro Zuniga spoke regarding the City continuing hybrid meetings, servicing the recycle can weekly and putting ARPA funds towards an indoor sports facility.
APPOINTMENTS TO BOARDS/COMMISSIONS
N
one
CONFLICT OF INTEREST DECLARATION
N
one
CONSENT CALENDAR
C
onsent Calendar item 8 was removed by Councilmember Casey.
Action: M otion by Vice Mayor Silveira , seconded by Councilmember Kline_, approving items 1 – 7 and 9. Motion carried 4/0/0 by the following roll call vote:
Councilmember
Casey
Councilmember
Kline
Vice Mayor
Silveira Mayor Lopez
Yes Yes Yes Yes
1. Clerks Report of Posting. The Agenda of the September 12, 2022 City Council Meeting was Posted on Wednesday, September 7, 2022. (City Clerk)
ITEM 3
DRAFT MINUTES
Regular City Council Meeting
September 12, 2022
2. Waive Readings. All Readings of Ordinances and Resolutions are Waived. (Waive Reading in Full of all Ordinances and Resolutions on the Agenda and Declare that Said Titles which Appear on the Public Agenda shall be Determined to have been Read by Title). (City Clerk)
3. Approval of Minutes
a. Minutes of August 22, 2022 Regular City Council Meeting. (City Clerk)
4. Register of Audited Demand(s) Dated August 17, 2022 through August 31, 2022. (Dias)
5. Resolution No. 2022-117, Accepting the CML-5241 (065) Traffic Signal at Morgan Road and Service Road Project as Complete, Approve the Balancing Contract Change Order, Authorizing the Filing of the Notice of Completion and Releasing Retention to the Contractor. (Waugh)
6. Resolution No. 2022-118, Approving Contract Change Order No. 1 for the Morrow Village Phase I CDBG Sidewalk Improvement Project, Accepting Said Project as Complete, Approving the Balancing Contract Change Order, Authorizing the Filing of the Notice of Completion, and Releasing the Retention to the Contractor. (Waugh)
7. Resolution No. 2022-119, Accepting the School Traffic Safety at Various Location Improvements Project as Complete, Approving the Balancing Contract Change Order, Authorizing the Filing of the Notice of Completion, and Releasing Retention to the Contractor. (Waugh)
8. Removed for separate consideration.
9. Resolution No. 2022 -121, Accepting the Whitmore Avenue Storm Lift Station Hatch Replacement Project as Complete, Approving the Balancing Contract Change Order, Authorizing the Filing of the Notice of Completion and Retenti on Release to the Contractor. (Waugh)
CONSIDERATION OF ITEM(S) REMOVED FROM THE CONSENT CALENDAR
Item
8: Removed for separate consideration by Councilmember Casey
Resolution No. 2022-120, Authorizing the City Manager to Approve a Purchase Order and Authorizing a 10% Contingency with Tru- Tech Roofing for the Re- roofing of City Hall and American Legion Hall in the City of Ceres. (Royal)
Councilmember Casey spoke regarding the importance of supporting local businesses and the bidding process for large projects.
Mayor Lopez asked for public comment. The following members of the public spoke:
ITEM 3
DRAFT MINUTES
Regular City Council Meeting
September 12, 2022
John Warren inquired if the City reached out to companies that did not respond, in addition to businesses in San Joaquin County.
Mayor Lopez closed public comment.
Council and staff discussion included t he number of bids requested, the use of informal versus formal bidding process for this project, reaching out to additional contractors and bringing back the bid process at a later date for examination and possible changes.
Action: M
otion by Vice Mayor Silveira, seconded by Mayor Lopez , approving item 8. Motion carried 4/0/0 by the following roll call vote:
Councilmember
Casey
Councilmember
Kline
Vice Mayor
Silveira Mayor Lopez
Yes Yes Yes Yes
UNFINISHED BUSINESS
N
one
PUBLIC HEARING
N
one
NEW BUSINESS
N
one
DISCUSSION ITEMS
N
one
COUNCILMEMBER REFERRALS
N
one
REPORTS
At this time, any Council members or City Staff will make an announcement or report briefly on his or her activities.
• M ayor
Nothing to report.
ITEM 3
DRAFT MINUTES
Regular City Council Meeting
September 12, 2022
• City Council
Nothing to report.
• City Manager
Nothing to report.
• City Attorney
Nothing to report.
• Departments
Director of Engineering, Kevin Waugh, spoke regarding an available grant from StanCOG that would allow the City to build additional pedestrian and bicycle paths.
Chief of Police, Richard Collins, spoke regarding National Police Womens’ Day and recognized the female police officers in the City of Ceres as well as those nationwide.
• County Supervisor
Field Representative, Russell Fowler, spoke on behalf of County Supervisor, Channce Condit, regarding the Ceres Police D epartment’s Swearing-In Ceremonies and attending the Veterans of Foreign Wars and American Legion’s 9/11 Remembrance Event.
CLOSED SESSION
N
one
REPORT FROM CLOSED SESSION
N
one
ADJOURNMENT
The next regularly scheduled City Council Meeting will be held on September 26, 2022 at 6:00 p.m. in the City Council Chambers located in the Community Center at 2701 Fourth Street, Ceres, CA.
T
here being no further business, Mayor Lopez adjourned the meeting at 7:02 p.m.
ITEM 3
DRAFT MINUTES
Regular City Council Meeting
September 12, 2022
_____________________________
Javier Lopez, Mayor
_______________________________
By Cristina Aguilar, Deputy City Clerk
for Fallon Martin, City Clerk
Cons
istent with Council Policy, the minutes referenced above are in Action Format. The complete recording of the meeting can be viewed at http://www.ci.ceres.ca.us/ agenda center.
ITEM 3
ITEM 4
ITEM 4
ITEM 4
ITEM 4
ITEM 4
ITEM 4
ITEM 4
ITEM 4
ITEM 4
ITEM 4
ITEM 4
ITEM 4
ITEM 4
ITEM 4
ITEM 4
ITEM 4
ITEM 4
ITEM 4
ITEM 4
ITEM 4
ITEM 4
ITEM 4
COUNCIL AGENDA REPORT
CITY COUNCIL
Javier Lopez, Mayor
James Casey, Dist.1
Vacant, Dist. 2
Bret Silveira, Dist. 3
Mike Kline, Dist. 4
MEETING DATE: September 26, 2022
TO: Mayor and City Council
FROM:
Alex Terrazas, City Manager
CONTACT: Sam Royal, Interim Public Works Director
[email protected], (209) 538-56
17 SUBJECT: Public Works Monthly Report for August 2022
RECOMMENDED COUNCIL ACTION:
Information only, no action required.
I. BACKG
ROUND:
Outlined below are the significant actions performed by the Public Works Department for the month of August 2022.
FACILITY SERVICES
• Completed 177 Facilities Maintenance work orders including: 107 service requests for electrical/lighting, plumbing repairs, HVAC issues, locksmith tasks, general repairs, and 70 preventive maintenance services
• Completed the installation of vinyl wood flooring in the new exercise room at the Community Center for dance classes
• Assisted in the set -up, event support, and tear down for the National Night Out event on August 2
nd at Whitmore Park. The event was well attended by the public • Assisted with SCADA imp rovements, troubleshooting, and repairs to well controls for Park’s irrigation improvements, Streets’ lift stations and Water’s wells and communications
• Continued clean-up of homeless debris at Independence Park and Roeding Park Maintenance activities are performed by one (1) Supervisor, one (1) Senior Facilities Maintenance Worker, two (2) Facility Maintenance Workers, three (4) Custodians, with one (1) vacant Custodian.
ITEM 5a
FLEET SERVICES
Completed 97 work orders
Fleet, Department 20
• Received new Crane truck replacement 20-260-98
• Fleet took Wastewater’s old Toro mower and repaired axle bearings and bushings as well as hydraulic lines and blades, wheels, and tires for a temporary loner to Parks until their new mower arrives in March 2023
Fire, Department 15
• 90-day and service of the Westport fire engine and completed various pump repairs
Police, Department 10
• Five units went to the dealer for recalls, four units went to the dealer for warranty repairs
Streets, Department 30
• Street sweeper 90-day and service
Water, Department 35
• N/A
Parks, Department 40
• The electrical issue with the Toro mower was resolved per a Toro technician and is back in service
• Waiting on a belt for the Exmark mower, which is still on national backorder
Wastewater, Department 25
• Removed old TV van from service along with old crane truck • Repair and replace John Deere disc bearings and discs
Facilities, Department 41
• N/A
Emergency and non-emergency City vehicles and equipment is maintained and repaired by one (1) Supervisor, one (1) S enior Maintenance Mechanic , and two (2) Maintenance Mechanics.
LANDSCAPE MAINTENANCE
Completed a total of 490 service requests in the following categories:
• Bike Path Repairs: 1
• City Grounds Maintenance: 29
• Park Landscape and Maintenance: 157
• Parks Landscape Chemical Usage: 400 gallons at parks/grounds • Playground and Equipment Repairs; All parts for several playgrounds ordered, 120- day plus on arrival
• Playground and Equipment Inspections: 0
• Right of Way (ROW) Irrigation Repairs: 57 sprinklers and 2 valves • Park Trees: 21 trimmed
ITEM 5a
• Tree Customer Requests (tree or limb down, trims or removals): 132 • Parks S prinklers Repaired or Replaced:
o Barry Grove – 3 vandalism
o Costa Fields – 0
o Don Pedro – 3 vandalism
o Independence – 2 vandalism
o Neel Dog Park – 1 maintenance
o Neel Park – 4 vandalisms
o Persephone – 4 maintenance
o Redwood – 0
o Riverbluff – 7 maintenances, 1 valve
o Riverview – 2 vandalisms
o Roeding Hts. – 12 vandalisms
o Sam Ryno – 5 maintenances
o Smyrna – 5 maintenances
o Strawberry – 6 Vandalism
o Whitmore – 2 maintenances
• Parks General Maintenance/Repairs:
o Steam cleaned covered areas of River Bluff, Sam Ryno and Smyrna and 4th Street
o Graffiti removal at Sam Ryno (2), Strawberry (6), River Bluff (4), Roeding (4), Neel (5), Persephone (3), Smyrna (8), Berry Grove, and Independence (2) parks
Total Vandalism & Repair cost is $5,000.00
• Grid Prune by West Coast Arborists (WCA)
o Grid # 3 2020-2021 100% - complete with 2,343 trees pruned o Gird # 4 2021-2022 99% - completed with 2,450 trees pruned so far o Grid # 2 2022-2023 - started in July, 25% completed
o Grid # 1 & 5 - incomplete with a total of 8,571 trees unpruned o Pending - 167 high risk, 11 removals and 56 trims from July
Grounds
• Rights of Way (ROWs):
o Hatch Road - Code Enforcement involved due to property damages, boulders moved, and trees cut down by homeowners. Still awaiting approval from Engineering to approve “No Parking Signs” in City ROW or Boulders o Placed boulders at Central and Park and along Railroad ROW o Faith Home replaced 1 backflows stolen 2 replaced 1 stolen again o Re-staked 10 trees along Eastgate and 4 trees along Fowler Road; 1 tree damaged by vandalism
• Lions Park
o Disked and weeded park
• Strawberry Park
o Repaired 3in mainline
o Repaired 4 valves on west side
• Berry Grove
o Replaced pressure tank on well Vandalized
• S myrna Park
o Re staked 4 trees along Presidential walkway due to vandalism ITEM 5a
• Whitmore Museum:
o Repaired 2 sprinklers
o Elm tree is dying in front WCA and Grover to look at tree • River Bluff Park:
o Playground area - replaced 3 sprinklers and capped 2 due to vandalism o Repaired fence to lower area due to fire 6 times
o Brush hogged trimmed trees lower area
o Installed directional signs around pond area Lower Bluff • Guillermo Ochoa Park:
o Ongoing maintenance of Carousel and Merry-Go-Round
o Repaired carousel damaged by vandalism 3 times
o Removed Merry -Go-Round wheel due to Vandalism parts arrived to be repaired soon.
o Brush hogged whole park
• City Parks landscaping and maintenance is performed by one (1) Supervisor, one (1) Sr. Parks Maintenance Worker, three (3) Park Maintenance Workers, and zero (0) part-time Maintenance Worker.
SOLID WASTE & RECYCLING
Reminder: The City’s Leaf & Limb collection program will resume for the season on October 1
st and run until January 9th.
• Highlights of solid waste and recycling collection by Bertolotti for August 2022 o Residential…………………….… 1,475.11 tons
o Commercial……………………… 1,484.54 tons
o Illegal dump……………………… 8.89 tons, 39 locations
o Bulky items…………………….… 56.68 tons,163 locations
o Leaf/limb (illegal) …………….… 15.33 tons
o Street Sweep………………….… 58.35 tons
o Residential Organics…………… 532.33 tons
o Commercial Organics…………. 377.51 tons
o Residential Recycle………….… 175.57 tons
o Commercial Recycle …………… 5.59 tons
o C&D ……………………………… 0
o Used oil…………………………… 1,010 gallons
o Used oil filter……………...……… 100
• There were 91 organics cart contamination violations and 14 recycle cart contamination violations issued in August.
• City staff collected 17 illegal dump sites in the City’s non-right-of-way locations. • To comply with the requirements of SB1383, businesses within the City of Ceres who do not currently subscribe to organics collection service will receive a 90-gallon organics cart as part of their garbage service. Customers will have the option to upgrade organics collection at an additional cost if they choose to do so.
Education and outreach efforts for the recent changes to the City’s solid waste collection services have included:
ITEM 5a
• Numerous phone calls and responses to individual customers via phone and email requests
• City website updates
• Landscape signs posted throughout town
• Social media pages have been created on Facebook and Instagram to deliver regular announcements on Public Works important information (including the new garbage collection service)
• Studio 209 commercial (was shown on the Ceres Courier and all affiliate newspapers) websites as well as the Public Works social media pages • There have been 10 Ceres Courier articles and 3 Modesto Bee articles on the program changes
• Advertisement in the Stanislaus County Fair tab published in the Ceres Courier and affiliate newspapers
• Utility billing insert was included in the November utility billing mailer • A second utility billing insert with the garbage, organics, and recycling schedule information was included in February’s billing mailer as well as on the City’s website • A doorhanger was delivered to customers when they received their additional cart • A partnership with the Ceres Courier now provides a bi -weekly column, written by Public Works staff to provide regular updates on important information and projects affecting residents (including the changes to garbage service) • A promotional magnet with information on what material goes in each bin is being distributed with violation notices and with community outreach activities • A presentation to a local civic was provided in November. Any further community groups interested will be accommodated as well
• Leaf and Limb program notices were distributed to customers still placing piles for collection past the program end date by Public Works, Code Enforcement and Bertolotti employees
• Garbage Cart storage violation notices were distributed to incompliant residents to notify them of code requirements by Public Works, Code Enforcement and Bertolotti employees
The Solid Waste Division work is performed by one (1) Administrative Analyst and (2) Field Service Technicians.
STREETS SERVICES
• Staff responded to a total of 91 customer service requests • Responded to 232 Underground Service Alerts (USA) markings • Responded to 17 Blight issues
• Repaired 16 streetlights
• Removed and replaced sidewalk at 5 locations to meet ADA requirements • P erformed traffic control at Hatch and Moffett, n/b and w/b for WCA tree trimming • P erformed traffic control for school parade
• Deployed message boards for 3 days for National Night Out • P erformed 2 excavations for the Water Division
• Removed 18 loads of water with the Vac -Con on Brickit Court, due to vehicle st riking fire hydrant
• The Streets Division has been loaning out 1 staff member 1-2 days per week to work on Wastewater and Parks Divisions’ SCADA issues
ITEM 5a
• Please note the Streets Division has been down one staff member since January due to workers comp injury
City Streets Division maintenance is performed by one (1) Supervisor, two (2) Sr. Maintenance Workers, six (6) Streets Maintenance Operators, and one (1) Street Sweeper Operator.
WASTEWATER (WWTP)
• Responded to 5 customer service requests and 21 sewer problems, during working hours and after hours
• Staff responded to 1 Smart Cover alarm that prevented Sanitary Sewer Overflows (SSO’s). There were (0) SSO’s in August
• Serviced or Repaired:
o Lift Stations – 21
o WWTP Equipment – 22
o Main line sewer plugs – 1
o Aerators – 0
• Staff performed weekly landscape maintenance, weed abatement, and levee erosion control
• Staff checked on force main to Turlock
• Staff cleaned 22,450 feet of Sewer Main Line
• Staff CCTV inspected 600 feet of sewer line
• Staff identified a break in the sewer line during CCTV inspection. Rolfe Construction performed the repair on the broken segment of pipe
• Staff continues the process of updating the Wastewater Discharge Report (WDR) • SCADA Integrator, Jeff Burrows, and Wastewater Systems Supervisor, Matthew Williams, continued converting lift station and treatment plant control panels to the new SCADA system
• Staff continued working with Shawn Walker from Streets Division to retrofit and install a new irrigation pump control system and integrate it into the SCADA system • Staff assisted the Streets Department with video inspection of the storm line at Mauna Kia
• Staff attended training:
o New Hire Safety Training
o CCTV Sewer Software Training
• Staff performed pond maintenance by discing ponds
• Staff assisted Parks Division by mowing soccer fields due to equipment failure • Senior Wastewater Operator Shawn Hess passed Herbicide/Pesticide Applicator licensing
• Staff sampled and delivered samples for TID Almond Power Plant Discharge Study • Staff checked & marked 376 USA tickets, which took 53 hours; preventing contractors from damaging City sewer lines
• Turlock sewer use charges $136,609.62 for the month of July • Modesto sewer use charges $130,268.05 for the month of July • Biochemical Oxygen Demand (BOD) 74 mg/L
• Treated and disposed of 74.60 MG of wastewater with an average of 2.41 MGD Ceres Wastewater System operations and maintenance are performed by one (1) Supervisor, two (2) Sr. Wastewater Operators, two (2) Operator II, two (2) Operator-in-Training. There are still three (3) open Operator positions.
ITEM 5a
WATER SERVICES
• August 2022 well production was 229.08 million gallons • Average water use for August 2022 was 7.38 million gallons per day • Water staff responded to 83 customer service requests • Water staff responded to 79 Underground Service Alerts (USA) markings • Meter statistics and repairs:
o Meters in water distribution system: 11,803
o Meters/radios serviced: 50
o Meters replaced: 50
o Meters upgraded from ¾”, 5/8” to 1”: 1
o New meter installations: 1
o Meters tested for accuracy: 0
• Total valves in water distribution system: 4,402 of which 126 were exercised • Blow-offs and hydrants flushed: 49
• Water main leaks: 0
• Service line leaks: 2
• Service lines have been replaced: 1
• Hydrants replaced: 1
• New valve installation at well 41
• Analyzer replacement at well 32
WATER CONSERVATION
August 2022 calculated residential gallons used per person per day: 108.09 • Annual average is 88.03 gallons per person per day
• Responded to 46 water conservation service requests
• Issued courtesy notifications: 9
• Performed 0 water audits
• Delivered 86 water waste warnings and 9 water waste fines • Rebates Issued: Dishwasher: 0, Smart Irrigation: 0, ULF Toilets: 5, Washing Machine: 0, and Turf Replacements: 3
Total Rebates YTD: 83
The graph below shows our production numbers for 2020 in blue compared to 2022 in purple with the water reduction target of 15% in red. For August 2022, we had a decrease of 1.065% from the August 2020 production numbers.
ITEM 5a
Water system maintenance is performed by one (1) Public Works Superintendent, one (1) Water Distribution Supervisor, one (1) Administrative Analyst, one (1) Sr. Water Distribution Operator, eight (8) Water Distribution Operators, two (2) Field Service Technicians, two (2) part-time Water Conservationists.
Approved by: _____________________________
Alex Terrazas, City Manager
ITEM 5a
ITEM 5b
ITEM 5b
ITEM 5b
ITEM 5b
COUNCIL AGENDA REPORT
CITY COUNCIL
Javier Lopez, Mayor
James Casey, Dist.1
Vacant, Dist. 2
Bret Silveira, Dist. 3
Mike Kline, Dist. 4
MEETING DATE: September 26, 2022
TO: Mayor and City Council
FROM: Alex Terrazas, City Manager
CONTACT: Kevin Waugh, P.E., Director of Engineering Services/City Engineer [email protected], (209) 538-5775
SUBJECT:
Resolution No. 2022 -122, Accepting the CML-5241 (062 & 063 ) ITS Signal Synchronization, Phases III & IV Project as Complete, Approving the Balancing Contract Change Order, Authorizing the Filing of the Notice of Completion, and Retention Release to the Contractor
RECOMMENDED COUNCIL ACTION:
Staff recommends the City Council adopt a resolution accepting the CML- 5241(062 & 063) ITS Signal Synchronization Phases III & IV Project as complete, approve the Balancing Contract Change Order, authorize the filing of the Notice of Completion, and retention release to the contractor.
I. BACKGROUND:
The project is the third & fourth phase of the ITS Signal Synchronization Project. This project was awarded by City Council in October 2021. The project involves fiber optic cable installation and splicing into existing traffic signals. Phase III connected Central Avenue and Service Road intersection to Central Avenue and Don Pedro Street intersection. Phase IV connec ts the signals at Whitmore Avenue and Crows Landing R oad intersection to Whitmore Ave nue and Morgan R oad intersection. Both Phases III & IV will tie into the Traffic Operations Center located at City Hall.
II. REASONS FOR RECOMMENDATION:
All work has been completed in accordance with the contract proposal.
III. FISCAL IMPACTS:
ITEM 6
The contract was awarded in the amount of $760,545.00, plus a 10% contingency. The final construction cost for the project was $ 766,176.77, only 0.74 % of the contingency amount was used.
IV. EXISTING POLICY / RELATIONSHIP TO THE STRATEGIC PLAN:
N/A
V. POLICY ALTERNATIVES:
N/A
VI. INTERDEPARTMENTAL COORDINATION:
Upon acceptance of this work, the Public Works Street s Department will provide ongoing regular maintenance.
VII. PUBLIC PARTICIPATION:
N/A
VIII. ENVIRONMENTAL REVIEW:
All environmental work was completed prior to the award of this project.
IX. STEPS FOLLOWING APPROVAL:
The Notice of Completion will be filed, and the 5% retention will be released after 35 days if no claims are filed.
Approved by: _______________________________
Alex Terrazas, City Manager
Attachments:
1. Resolution
2. N otice of Completion
3. B alance Contract Change Order
ITEM 6
RESOLUTION NO. 2022-122
ACCEPTING THE CML-5241 (062 & 063) ITS SIGNAL
SYNCHRONIZATION, PHASES III & IV PROJECT AS COMPLETE,
APPROVING THE BALANCING CONTRACT CHANGE ORDER,
AUTHORIZING THE FILING OF THE NOTICE OF COMPLETION, AND
RETENTION RELEASE TO THE CONTRACTOR
THE CITY COUNCIL
City of Ceres
WHEREAS, the contractor has completed all work required pursuant to their contract with the City of Ceres for the CML-5241(062 & 063) ITS Signal Synchronization, Phases III & IV Project; and
WHEREAS, the City Engineer has recommended this project be accepted as complete and the contractor, St. Francis Electric, Inc ., be paid all sums due under the contract; and
WHEREAS, the final contract amount is $ 766,176.77 and the funds to cover the final payment and retention funds are available in account numbers 268.95.160 6, 251.95.1606, 271.95.1606, 268.95.1609, 271.95.1609, and 251.95.1609; and
WHEREAS, it appears the sums due under the contract are reasonable.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Ceres does hereby accept the CML-5241 (062 & 063) ITS Signal Synchronization, Phases III & IV Project as complete, approves the balancing contract change order, authoriz es the filing of the Notice of Completion, and retention release to the contractor.
PASSED AND ADOPTED by the Ceres City Council at a regular meeting thereof held on the 26
th day of September 2022, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
_______________________________
Javier Lopez, Mayor
ATTEST:
__________________________________
Fallon Martin, City Clerk
ITEM 6
ITEM 6
NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN:
1. On October 11, 2021, the City of Ceres, a Municipal Corporation in the County of Stanislaus, State of California accepted the bid of St. Francis Electric Inc., for the CML-5241 (062 & 063) ITS Signal Synchronization Phases III & IV project.
2. On April 29, 2022, said contract as a whole (including authorized change orders 1, 2, & 3) was completed by St Fran cis Electric Inc. a nd accepted by the City Council of the City of Ceres at a regular meeting of the City Council held on the 26th day of September, 2022.
3. A faithful performance bond and/or warranty bond in the amount of ten (10) percent of the contract price will be forced for a period of one year after notice of completion is filed.
By: _______________________________
Fallon Martin, City Clerk
City of Ceres
VERIFICATION
I, the undersigned, affirm:
I am the person who signed the foregoing notice. I have read and understand the above notice and know its contents, and the facts stat ed therein are true and correct to the best of my knowledge.
I declare under penalty of perjury that the foregoing is true and correct.
Executed in the City of Ceres, County of Stanislaus, State of California on this 26th day of September, 2022.
By: ________________________________________,
Fallon Martin, City Clerk
ITEM 6
ITEM 6
ITEM 6
ITEM 6
COUNCIL AGENDA REPORT
CIT
Y COUNCIL
Javier Lopez, Mayor
James
Casey, Dist.1
Vacant, Dist. 2
Bret Silveira, Dist. 3
Mike Kline, Dist. 4
MEETING DATE: September 26, 2022
TO: Mayor and City Council
FROM: Alex Terrazas, City Manager
Nubia Goldstein, City Attorney
CONTACT: Nubia Goldstein, City Attorney, [email protected] Fallon Martin, City Clerk, [email protected] SUBJECT: Resolution 2022-123, A uthorizing the City to Continue Teleconferenced Pub lic Meetings Pursuant to Assembly Bill 361 Allowing the City to Continue a Hybrid Virtual Meeting Environment
RECOMMENDED COUNCIL ACTION:
St
aff recommends Council adopt a Resoluti on authorizing the City to Continue Teleconferenced Public Meetings Pursuant to Assembly Bill 361.
I. BACKGROUND:
Gov
ernor Gavin Newsom signed Executive Order N -15-21 cl arifying that cities may continue to meet remotely in accordance with procedures e stablished by prior Execut ive Orders. On September 16, 2021 Governor Newsom signed AB 361 which allows cities to continue to meet remotely during proclaimed states of emergency under modified Brown Act requirements that are similar but not identical to the r ules and pr ocedures esta blished by the previous Executive Brown Act Orders.
Th
is bill, u ntil January 1, 2024, would authorize a local agency to use teleconferencing without com plying with the teleconferencing requirements imposed by the Ralph M. Brown A ct when a legi slative body of a local agency holds a meeting during a declared state of emerg ency, as that term is defined, when state of local health officials have imposed or recom mended measures to promote social distancing, during a proclaimed state of emergency.
ITEM 7
II. REASO NS FOR RECOMMENDATION:
On June 11, 2021, Governor Newsom issued Ex ecutive Order N -08-21, which among other things rescinded his prior Executive Order N -29-20 and set a date of October 1, 2021, for public agencies to transition back to public meetings held in full compliance with the Brown Act.
As multiple variants have surged in California, the legislature has taken action to extend the COVID -19 exceptions to the Brown Acts’s teleconference requirements, subject to some additional s afeguards. AB 361 allows a local agency to use teleconferencing without complying with the Brown Act provisions in any of the following circumstances:
• The legislative body holds a meeting during a proclaimed state of emergency, and state or local offici als have impose d or reco mmended measures to promote social distancing.
• The legislative body holds a meeting during a proclaimed state of emergency for the purpose of determining, by majority vote, whether as a result of the emergency, meeting in person w ould present imminent risks to the health or safety of attendees.
• The legislative body hold s a meeting during a proclaimed state of emergency and has determined, by majority vote that, as a result of the emergency, meeting in person would present imminent risks to the health or safety of attendees.
A local agency that holds a meeting under th ese circumstances would be required by AB 361 to do all of the following, in addition to giving notice of the meeting and posting agendas as required under the Brown a ct. These additional requirements are intended to protect the public’s right to participate in the meetings of local agency legislative bodies.
Pursuant to AB 361 local agencies are required to do all of the following in addition to meeting notice requirements under the Brown Act:
• Allow the public to access the meeting and require that the ag enda provide an opportunity for the public to directly address the legislative body pursuant to the Brown Act’s other teleconferencing provisions. • In each instance when the local agency provid es n otice of the teleconferenced meeting or posts its agenda, give notice for how the public can access the meeting and provide public comment. • Identify and include in the agenda an opportunity for all persons to attend via a call-in or an internet-based service option; the legislative body need not provide a physi cal location for the public to attend or provide comments.
• Conduct teleconference meetings in a manner that protects the statutory and constitutional rights of the public.
• Stop the meeting until public access is restored in the event of a service disruption that either prevents the local agency from broadcasting the ITEM 7
meeting to the public using the call-in or internet-based service option or is within the local ag ency’s control and prevents the public from submitting public comments (any actions taken during such a service disruption can be challenged under the Brown Act’s existing challenge provisions). • Not require comments be submitted in advance (though the le gislative body may pr ovide th at as an opti on) and provide the opportunity to comment in real time.
• Provide adequate time for public comment, either by establishing a timed public comment per iod or by allowing a reasonable amount of time to comment.
• If the legisla tive b ody uses a third- party we bsite or platform to host the teleconference, and the third- party service requires users to register to participate, the legislative body must provid e adequate time during the comment period for users to register a nd may not close the registration comment period until the comment period has elapsed.
AB 361 also provides that, if the state of emergency remains active for more than 30 days, a local agency must make the following findings by majority vote every 30 days to contin ue using the bill’s exemption to the Brown Act teleconferencing rules:
• The legislative body has reconsidered the circumstances of the emergency; and
• Either of the following circum stances exist: The state of emergency continues to directly i mpact the ability of members to meet safely in person, or State or local officials conti nue to impose or recommend social distancing measures.
The goal of AB 361 is “to improve and enhance publi c access to local agency meetings during the COVID -19 pandemic and future applicable emergencies, by allowing b roader access through teleconferencing options” consistent with Executive Order N -29-20. The bill contains an urgency clause which became effective upon signing with a sunset of January 1, 2024.
Since Ja nuary of 2021, the C eres C ity Council me etings h ave been held with virtual hybrid teleconference components. The City Council Chamber is open for public attendance and allows for public participat ion through a virtual environment. On October 11, 2021, the Ceres City Council adopted Resolution No. 2021-101 authorizing the City to implement telec onferenced public meetings pursuant to Assembly B ill 361. This allowed the City to continue a hybrid vir tual meeting environment. The legislative body must now conduct the 30-day review and make the n ecessary f indings to cont inue to meet in a virt ual hybr id environment.
III. F
ISCAL IMPACTS :
There is no fiscal impact.
ITEM 7
IV. EXISTING POLICY / RELATIONSHIP TO THE STRATEGIC PLAN:
N/A
V. P
OLICY ALTERNATIVES :
N/A
VI. I
NTERDEPARTMENTAL COORDINATION:
The response was prepared by the City Attorney in coordinati on with the City Manager and City Clerk.
VII
. PUBLIC PARTICIPATION:
The public is encouraged to provide input at the City Council meeting.
VIII.
E NVIRONMENTAL REVIEW:
N /A
IX.
STEPS FOLLOWING APPROVAL:
If Council makes t he fi nding that the state of emergency continues to directly impact the abil ity of m embers to meet safely in per son, and/or State or local officials continue to impose or recommend social distancing measures , the City will continue using the hybrid environment. The City Council will revisit the need to conduct meetings remotely within 30 days of the adoption of this resolution.
Prepared by: _______________________________
Nubia Goldstein, City Attorney
Submitted by: ______________________________
Alex Terrazas, City Manager
Attachments:
1. Resolution
ITEM 7
{CW116127.1}
RESOLUTION NO. 2022-123
AUTHORIZING THE CITY TO CONTINUE TELECONFERENCED
PUBLIC MEETINGS PURSUANT TO ASSEMBLY BILL 361 ALLOWING
THE CITY TO CONTINUE A HYBRID VIRTUAL MEETING
ENVIRONMENT
THE CITY COUNCIL
City of Ceres
WHEREAS, on March 4, 2020, Governor Newsom declared a State of Emergency to make additional resources available, formalize emergency actions already underway across multiple state agencies and departments, and help the State prepare for a broader spread of COVID-19; and
WHEREAS, on March 23, 2020, the City Council adopted Resolution N umber 2020-23 declaring a local emergency due to COVID-19; and
WHEREAS, on March 17, 2020, in response to the COVID-19 pandemic, Governor Newsom issued Executive Order N-29-20 suspending certain provisions of the Ralph M.
Brown Act in order to allow local legislative bodies to conduct meetings telephonically or by other means; and
WHEREAS, as a result of Executive Order N -29-20, staff set up Zoom meetings for all City Council, Planning Commission and Measure H Oversight Committee meetings; and
WHEREAS, on June 11, 2021, Governor Newsom issued Executive Order N -08- 21, which placed an end date of September 30, 2021, for agencies to meet remotely; and
WHEREAS, since issuing Executive Order N -08-21, the Delta variant has emerged, causing a spike in COVID-19 cases throughout the state; and
WHEREAS, on October 11, 2021, the City Council adopted Resolution No. 2021- 101 a uthorizing the City to i mplement teleconferenced public meetings pursuant to Assembly Bill 361 allowing the City to continue a hybrid virtual meeting environment. The City will revisit the need to conduct meetings remotely within 30 days of the adoption of this resolution.
WHEREAS, because of the ongoing health risks associated with the rapid spread of COVID-19, the City is concerned about the health and safety of all individuals who intend to attend Council and Commission meetings and there is a need to continue the virtual hybrid meeting environment.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CERES
RESOLVES AS FOLLOWS:
ITEM 7
{CW116127.1} Resolution No. 2022-105; Page 2 of 2
1. In compliance with AB 361, and in order to continue to teleconference without the usual teleconference requirements of the Brown Act, the City Council makes the following findings:
a. The City Council has reconsidered the circumstances of the state of emergency; and
b. The state of local emergency continues to directly impact the ability of the City Council and its Commissions /Committees, as well as staff and members of the public, from meeting safely in person; and
c. State and local officials continue to recommend measures to promote social distancing.
2. City Council and Commission/Committee meetings will continue to be conducted with a virtual hybrid component for the next 30 days in compliance with AB 361, in order to better ensure the health and safety of the public.
3. The City Council will revisit the need to conduct meetings remotely within 30 days of the adoption of this resolution.
PASSED AND ADOPTED by the Ceres City Council at a regular meeting thereof held on the 26
th day of September, 2022 by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
_____________________________
Javier Lopez, Mayor
ATTEST:
__________________________________
Fallon Martin, City Clerk
ITEM 7
COUNCIL AGENDA REPORT
CITY COUNCIL
Javier Lopez, Mayor
James Casey, Dist.1
Vacant, Dist. 2
Bret Silveira, Dist. 3
Mike Kline, Dist. 4
MEETING DATE: September 26, 2022
TO: Mayor and City Council
FROM: Alex Terrazas, City Manager
CONTACT: Marjorie Blom, Planning Consultant
[email protected], (209) 538-5774
SUBJECT:
Resolution No. 2022 -124, Recommending the Stanislaus County Board of Supervisors A pprove the Fiscal Year 2021 - 2022 Community Development Block Grant (CDBG) and Emergency
Shelter Grant (ESG) Consolidated Annual Performance and Evaluation Report (CAPER)
RECOMMENDED COUNCIL ACTION:
Staff recommends approval of a r esolution recommending the Stanislaus County Board of Supervisors approve the Fiscal Year (FY) 2021 - 2022 Community Development Block Grant (CDBG) and Emergency Shelter Grant (ESG) Consolidated Annual Performance and Evaluation Report (CAPER).
I. BACKG ROUND:
The Stanislaus Urban County Consortium, consisting of the cities of Ceres, Hughson, Oakdale, Riverbank, Patterson, Newman, Waterford and the County, receives annual allocations of funds for Community Development Block Grant (CDBG) and Emergency Shelter Grant (ESG) activities. A requirement of the program is for the administering jurisdiction (Stanislaus County) to:
1) P repare a Consolidated Annual Performance Evaluation Report (CAPER) 2) M ake the CAPER available for a 15-day public review period 3) A llow any member of the public who wishes to speak on the matter 4) S ubmit the CAPER to the United States Department of Housing and Urban Development (HUD) for review
The FY 2021 - 2022 CAPER outlines the projects that were undertaken by the Consortium members as well as various public service agencies that were funded to assist additional persons and households. For FY 2021 - 2022, the City of Ceres was allocated $233,828 ITEM 8
for CDBG program activities and related administration funds for the Morrow Village curb, gutter and ADA sidewalk infrastructure improvement project.
The CDBG program has been very effective in providing communities with resources to address a wide range of unique community development needs for low- income persons within Stanislaus County. In Ceres, the program has been utilized over the last several years to provide infrastructure improvements such as: new drainage, curbs, gutters, and sidewalks in predominately low-income census tracts. These infrastructure improvements are based upon the community’s needs and priorities, as outlined in the Stanislaus Urban County Consortia FY 2021 - 2022 CDBG Annual Action Plan.
II. RE
ASONS FOR RECOMMENDATION:
HUD requires this action of all Consortium members.
III. F
ISCAL IMPACTS :
There is no direct fiscal impact for recommending that the Stanislaus County Board of Supervisors approve the FY 2021 - 2022 CAPER.
IV. E
XISTING POLICY / RELATIONSHIP TO THE STRATEGIC PLAN :
N/A
V. P
OLICY ALTERNATIVES :
N/A
VI. I
NTERDEPARTMENTAL COORDINATION:
N/A
VII. P
UBLIC PARTICIPATION:
The FY 2021 - 2022 CAPER has been made available for public review, for a 15-day public review period from September 2, 2022 to September 19, 2022. Notice of the Stanislaus County Public Hearing and availability of the CAPER document was also posted at the County Planning and Community Development Department.
The public will also have the opportunity to speak about the CAPER at an upcoming Stanislaus County Board of Supervisors public hearing. As required by Community Development Block Grant program guidelines, any public comments received will be included in the final CAPER that County staff will submit to HUD by December 1, 2022.
VIII. EN
VIRONMENTAL REVIEW :
N/A
IX. ST EPS FOLLOWING APPROVAL :
ITEM 8
The City Council’s recommendation on the approval of the FY 2021 - 2022 CAPER will be forwarded to the County Board of Supervisors.
Approved by: _____________________________
Alex Terrazas, City Manager
Attachments:
1. FY 2021 - 2022 CAPER
ITEM 8
ITEM 8
RESOLUTION NO. 2022-124
RECOMMENDING THE STANISLAUS COUNTY BOARD OF SUPERVISORS APPROVE THE FISCAL YEAR 2021 - 2022 COMMUNITY DEVELOPMENT BLOCK
GRANT (CDBG) AND EMERGENCY SHELTER GRANT (ESG) CONSOLIDATED
ANNUAL PERFORMANCE AND EVALUATION REPORT (CAPER)
THE CITY COUNCIL
City of Ceres, California
WHEREAS, the City of Ceres is a member of the Stanislaus County Consortium which also includes the cities of Hughson, Oakdale, Riverbank, Patterson, Newman, Waterford and the County of Stanislaus; and
WHEREAS, the Consortium receives annual allocations of funds for Community Development Block Grant (CDBG) and Emergency Shelter Grant (ESG) activities; and
WHEREAS, a requirement and prerequisite to receiving the annual funds is preparation of a Consolidated Annual Performance Evaluation Report (CAPER); and
WHEREAS, the CAPER is requir ed to be made available for a 15- day public review period beginning September 2, 2022 through September 19, 2022 and followed by the Stanislaus County Board of Supervisors taking action by recommending approval of the CAPER and to forward it to the United States Department of Housing and Urban Development (HUD) by December 1, 2022; and
WHEREAS, the City of Ceres was allocated $23 3,828 for CDBG program activities and related admini stration fu nds for FY 20 21 - 2022, which involved the following: 1) Morrow Village curb, gutter and ADA sidewalk infrastructure improvement project; and
WHEREAS, the City Council finds that this program has been very effective in providing resources to hel p m eet t he needs and priorities of the very low and low income residents by providing much needed infrastructure improvements in primarily low income census tracts in the City of Ceres.
NOW, THEREFORE, BE IT RESOLVED that the City Counc il of t he City of Ceres d oes hereby recommend the Stanislaus County Board of Supervisors approve the F iscal Year 2021 – 2022 Communi ty De velopment Block Grant (CDBG) and Emergency Shelter Grant (ESG) Consolidated Annual Performance and Evaluation Report (CAPER).
PASSED AND ADOPTED by the Ceres City Council at a regular meeting thereof held on the 26
th day of September 2022, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
ITEM 8
- 2 -
_______________________________
Javier Lopez, Mayor
ATTEST:
__________________________________
Fallon Martin, City Clerk
ITEM 8
DRAFT CAPER 1
OMB Control No: 2506-0117
Stanislaus Urban County
Fiscal Year 2021-2022
Consolidated Annual Performance
and Evaluation Report (CAPER)
for HUD Entitlement Programs that include CDBG,
ESG, and NSP Programs
September 2022
Prepared by:
Stanislaus County
Planning and Community
Development Department
1010 10th Street, Suite 3400
Modesto, CA 95354
ITEM 8
DRAFT CAPER 2
OMB Control No: 2506-0117
Stanislaus Urban County Fiscal Year 2021-2022 CAPER
Stanislaus County – Board of Supervisors
District 1 Buck Condit
District 2 Vito Chiesa
District 3 Terry Withrow, Chairperson
District 4 Mani Grewal
District 5 Channce Condit
City of Ceres – City Council
Mayor Javier Lopez
District 1 Councilmember James Casey
District 2 Vacant
District 3 Councilmember Bret Silveira
District 4 Councilmember Mike Kline
City of Hughson – City Council
Mayor George Carr
Mayor Pro Tem Harold Hill
Councilmember Michael Buck
Councilmember Samuel Rush
Councilmember Ramon Bawanan
City of Newman – City Council
Mayor Casey Graham
Councilmember Scott Bally
Councilmember Laroy McDonald
Councilmember John Pimentel
City of Oakdale – City Council
Mayor Cherilyn Bairos
Mayor Pro Tem Christopher Smith
Councilmember Bob Amaral
Councilmember Curtis Haney
Councilmember Fred Smith
City of Patterson – City Council
Mayor Dennis McCord
District A Councilmember Shivaugn Alves
District B Councilmember Alfred Parham
District C Councilmember Dominic Farinha
District D Councilmember Cynthia Homen
City of Riverbank – City Council
Mayor Richard D. O’Brien
District 1 Councilmember Luis Uribe
District 2 Councilmember Rachel Hernandez
District 3 Councilmember Cal Campbell, Vice Mayor
District 4 Councilmember Darlene Barber-Martinez
City of Waterford – City Council
Mayor Jose Aldaco
Vice-Mayor Joseph Ewing, III
Councilmember Jamie Hilton
Councilmember Jill Kitchens
Councilmember Elizabeth Talbott
ITEM 8
DRAFT CAPER 3
OMB Control No: 2506-0117
Table of Contents
Introduction .................................................................................................................................................. 4 CR-05 – Goals and Outcomes ........................................................................................................................ 6 Table 1 – Consolidated Plan Accomplishments – Program Year 2 and Strategic Plan to Date ................ 8 CR-10 - Racial and Ethnic Composition of Families Assisted ...................................................................... 10 Table 2 – Table of Assistance to Racial and Ethnic Populations by Source of Funds .............................. 10 CR-15 - Resources and Investments 91.520(a) ........................................................................................... 11 Table 3 – Resources Made Available ...................................................................................................... 11 Table 4 – Identify the Geographic Distribution and Location of Investments ........................................ 12 CR-20 - Affordable Housing 91.520(b) ........................................................................................................ 14 Table 5 - Number of Households ............................................................................................................ 14 Table 6 - Number of Households Supported .......................................................................................... 14 Table 7 – Number of Persons Served ...................................................................................................... 15 CR-25 - Homeless and Other Special Needs 91.220(d, e); 91.320(d, e); 91.520(c) .................................... 16 CR-30 - Public Housing 91.220(h); 91.320(j) ............................................................................................... 20 CR-35 - Other Actions 91.220(j)-(k); 91.320(i)-(j) ........................................................................................ 21 CR-40 - Monitoring 91.220 and 91.230 ....................................................................................................... 26 CR-45 - CDBG 91.520(c) .............................................................................................................................. 28 CR-60 - ESG 91.520(g) (ESG Recipients Only) .............................................................................................. 29 CR-65 - Persons Assisted ............................................................................................................................. 32 Table 8 – Household Information for Homeless Prevention Activities ................................................... 32 Table 9 – Household Information for Rapid Re-Housing Activities ........................................................ 32 Table 10 – Shelter Information ............................................................................................................... 32 Table 11 – Household Information for Street Outreach ......................................................................... 33 Table 12 – Household Information for Persons Served with ESG ........................................................... 33 Table 13 – Gender Information ............................................................................................................... 33 Table 14 – Age Information .................................................................................................................... 33 Table 15 - Special Population Served ...................................................................................................... 34 CR-70 – ESG 91.520(g) - Assistance Provided and Outcomes ..................................................................... 34 Table 16 - Shelter Capacity ..................................................................................................................... 34
ITEM 8
DRAFT CAPER 4
OMB Control No: 2506-0117
Program Year - 2
Consolidated Plan 2020-2025
2021-2022 Stanislaus Urban County
Consolidated Annual Performance and
Evaluation Report
Introduction
The 2021-2022 Consolidated Annual Performance and Evaluation Report (CAPER) constitutes the second reporting period ( the Fiscal Year covering July 1, 202 1 to June 30, 202 2) of the Five -Year Consolidated Planning period. The Stanislaus Urban County annually receives Community Development Block Grant (CDBG) and Emergency Solutions Grants (ESG) program funds from U.S. Department of Housing and Urban Development (HUD) as an entitlement jurisdiction . The Stanislaus Urban County is made up of the unincorporated a reas of Stanislaus County along with cities of Ceres, Hughson, Newman, Oakdale, Patterson, Riverbank, and Waterford. Stanislaus County is the “lead entity” for the Stanislaus Urban County.
HUD requires the Stanislaus Urban County to prepare and adopt a five-year Consolidated Plan (Con Plan) and Annual Action Plans to inform HUD on how the allocated grant funds will be used. At the end of each fiscal year, HUD requires this annual CAPER to report the progress made in accomplishing the goals set forth in the Con Plan, also referred to as a Strategic Plan, and Annual Action Plan (AAP). As a recipient of Neighborhood Stabilization Program (NSP) funding in prior fiscal years, the Stanislaus Urban County’s CAPER reports on NSP activities occurring during the reporting fiscal year.
In Fiscal Year 20 21-2022, the Stanislaus Urban County continued its focus on effectively administering and implementing CDBG, ESG, and NSP programs. Despite of the impacts of the Coronavirus pandemic (COVID 19) experienced during the fiscal year, HUD funded programs continued to serve the community and assisted in the response to COVID 19.HUD funded infrastructure projects continued with a mixture of preliminary design, engineering, environmental assessments, and construction activities occur during the fiscal year. Non -profits awarded CDBG and ESG funding for delivery of public services and emergency shelter operations continued with downsized operations in response to social distancing and staffing constraints but carried on in order to provide needed services to the communities most vulnerable.
The annual HUD Entitlement program funding allocated to the Stanislaus Urban County in Fiscal Year 2021-2022 were:
CDBG $2,469,380
ESG $ 212,662
Total: $2,682,042
In addition to the funding listed above, the CAPER also reports on the use of federal CDBG and ESG Coronavirus Aid, Relief, and Economic Secur ity (CARES) Act funding awarded to the Stanislaus Urban County in Fiscal Years 2019-2020 and 2020-2021. The CARES Act identified additional funding for the CDBG ITEM 8
DRAFT CAPER 5
OMB Control No: 2506-0117
and ESG programs to prevent, prepare for, and respond to the community impacts of the COVID -19 pandemic.
HUD’s distribution plan for CDBG and ESG CARES Act funding included multiple rounds: an initia l round (CV1) that would allow for quick access to funding necessary to address the immediate crisis resulting from the pandemic and rounds two and three, CV2 and CV3, that would support post -pandemic community recovery. The Stanislaus Urban County has been awarded the following round one CDBG (CV1) and ESG (CV1), round two ESG (CV2), and round three CDBG (CV3) funding:
CDBG Round One (CV1) Allocation: $1,358,994
CDBG Round Three (CV3) Allocation: $1,432,755
Total $2,791,749
ESG Round One (CV1) Allocation: $ 698,717
ESG Round Two (CV2) Allocation: $3,891,785
Total $4,590,502
The Stanislaus Urban County members are also members in the City of Turlock/Stanislaus County HOME Investment Partnerships Program (HOME) Consortium (hereafter referred to as the “HOME Consortium”).
The Fiscal Year 2021-2022 HOME allocation for the HOME Consortium was $1,468,808 of which $962,728 was specifically allocated to the Stanislaus Urban County members. As the lead entity for the HOME Consortium in Fiscal Year 2021-2022, the City of Turlock administers the HOME program and reports on HOME activity in the City of Turlock’s CAPER which is presented to the Turlock City Council for adoption.
The City of Turlock’s CAPER is made available on the City’s website and may also be accessed by contacting the City of Turlock’s Housing Program Services Division.
CDBG, ESG, NSP, and HOME funds are designed to primarily serve the low-income community as defined by the Area Median Income (AMI) limits per program for Stanislaus County as determined by HUD. Funds are used by the Stanislaus Urban County to meet the following goals of the Con Plan:
1. Increase and improve supply of affordable housing
2. Work to end and prevent homelessness
3. Improve infrastructure and public facilities
4. Provide public services
5. Community emergency responses
6. Administration
In Fiscal Year 202 1-2022, the Stanislaus Urban County continued to collaborate with the Stanislaus Community System of Care (CSOC), the local federally recognized Continuum of Care (CoC), on homeless services and programs. A CoC is an integrated system of care that guides and tracks homeless individuals and households through a comprehensive array of housing and services designed to prevent and end homelessness. The programing of ESG funding is brought to the local CoC for feedback and to ensure coordination with Countywide efforts to address homelessness.
This CAPER is presented in the template format generated by HUD which includes a series of questions and answers in relation to specific program funding received by the Stanislaus Urban County . The information provided in the CAPER is limited to the specific questions that HUD requires of the Stanislaus Urban County and does not address any other federal or state funding received by the members of the Stanislaus Urban County.
ITEM 8
DRAFT CAPER 6
OMB Control No: 2506-0117
CR-05 – Goals and Outcomes
Progress the jurisdiction has made in carrying out its strategic plan and its action plan.
91.520(a)
This could be an overview that includes major initiatives and highlights that were proposed and executed throughout the program year.
The priorities identified in t he Con Plan are : public infrastructure, economic development, affordable housing, public services, and community emergency response to COVID 19. In many neighborhoods and communities throughout the planning area, public infrastructure (sewer, curb, gutter , sidewalk, storm drainage, etc.) is minimal or non -existent, causing this to be a high priority need. All of the Stanislaus Urban County members utilize CDBG funds for infrastructure improvement related projects in an effort to improve the quality of li fe for residents in and around the project areas enjoy an improved quality of life.
Through the CDBG Public Services Grant (PSG) p rogram, the Stanislaus Urban County sets aside approximately 10% of its annual CDBG allocation for programs that provide services to low to moderate- income households (families or individuals). In Fiscal Year 2021-2022, a total of 10 public service programs were funded $243,352 to carry-out a number of needed services that included assistance to the homeless and tho se at risk of becoming homeless. Approximately 2,159 individuals received a form of service through the CDBG-PSG funded public service programs . Funded public service programs ranged from meal and shelter for low-income households to emergency food assistance programs.
Throughout Fiscal Year 20 21-2022, the Stanislaus Urban County and the local CoC worked together on strengthening efforts to address and collaborate on homeless issues. Those efforts included working with the CoC , and other entitlem ent jurisdictions , to oversee and monitor , for federal compliance , the Coordinated Entry System ( CES) operated in conjunction with the Homeless Management Information System (HMIS). Efforts to oversee and monitor the CES include d continuing to update local CES policies and procedures.
In response to COVID 19, the Con Plan was amended to add a “community emergency response” goal allowing for the Stanislaus Urban County to direct CARES funding, as well as other annual CDBG and ESG entitlement funding, as needed, to assist the community to prepare, prevent , and protect its residents, service providers, and businesses from the impact to COVID 19.
In Fiscal Year 2021-2022 CDBG CV3 funding was awarded through a competitive grant application process to six (6) service providers that will begin their service agreements in September 2022. The outcomes for these funded programs will be included in the Fiscal Year 2022-2023 CAPER. Also awarded in Fiscal Year 2021-2022 was the annual ESG funding allocation, which was awarded to the three (3) recipients of the Fiscal Year 2020 -2021 ESG CV1 funding, which were awarded through a competitive grant application process. The accomplishments for both the annual ESG and ESG CV (1 and 2) are the same, except for a shelter renovation project that was funded with ESG CV2 funds awarded in Fiscal Year 2021-2022. A total of 483 individuals were assisted with ESG funds an d a total of 20 additional shelter beds are under construction with ESG CV funds. In Fiscal Year 2021 -2022, the remaining ESG CV2 funding was also awarded equally among ESG CV1 service providers.
HUD Community Planning and Development (CPD) Notice CPD -21-08 - Waivers and Alternative Requirements for the Emergency Solutions Grants (ESG) Program, issued April 18, 2022, sets the ITEM 8
DRAFT CAPER 7
OMB Control No: 2506-0117
requirements for the recapture of funds, along with the process for redistribution of captured funds, if the 20% and 50% expenditu re deadlines were not meet. If the 20% expenditure deadline was not met, the jurisdiction would have a recapture of 20% of its grant allocation. On March 16, 2022, the County received a notice that the September 30, 2021 deadline to expend 20% of the ESG CV funds was not met resulting in a recapture of $614,576.04. An attempt by County staff to appeal the recapture decision was denied by HUD with HUD representatives strongly recommending moving forward to meet the June 16, 2022 50% expenditure deadline in order to avoid further recapturing of funds. It was explained that the jurisdictions that met the 50% expenditure deadline would be considered for receipt of redistributed recaptured funding. The County met the June 16, 2022 deadline of expending 50% of th e ESG CV grant allocation; however, on August 23, 2022 HUD released the awarding of redistributed funding and none of the funding has been awarded to the Stanislaus Urban County.
While all of the ESG CV1 funding was awarded by the Board of Supervisors on December 14, 2021 to three agencies, two of the agencies (Family Promise and Community Housing and Shelter Services) never executed their agreements with the County due to concerns that they would not be able to meet the September 30, 2022 expenditure deadline. Those two agreements totaled, $668,404, thus the recapture (reduction) in federal ESG CV funds did not impact any active programs. The remaining $53,828, the difference from the amount recaptured and the amount of the unexecuted agreements, has been redistributed to the We Care Program- Turlock in accordance with the Board of Supervisors December 14, 2021 award allowing for redistribution of funding among the awarded agencies if a grantee were unable to expend funding.
Progress that was made is detailed in the attached PR-26 Financial Summary Report.
Comparison of the proposed versus actual outcomes for each outcome measure submitted with the consolidated plan and explain, if applicable, why progress was not made toward meeting goals and objectives. 91.520(g)
Categories, priority levels, funding sources and amounts, outcomes/objectives, goal outcome indicators, units of measure, targets, actual outcomes/outputs, and percentage completed for each of the grantee’s program year goals.
ITEM 8
DRAFT CAPER 8
OMB Control No: 2506-0117
Table 1 – Consolidated Plan Accomplishments – Program Year 2 and Strategic Plan to Date *The Affordable Housing goal is in the FY 2020-2025 Con Plan as a goal for the overall City of Turlock/Stanislaus Urban County HOME Consortium, which is administered by the City of Turlock. All HOME Program funded projects, housing goals and related activities are reported in the City of Turlock’s CAPER.
Consolidated Plan Accomplishments Strategic Plan to Date Program Year 1 Goal Category Source / Amount Indicator Unit of
Measure
Expected Actual Percent
Complete
Expected Actual Percent
Complete
Administration Other-
Administration
CDBG: $343,810
ESG: $15,949
CDBG CV1: $271,796
CDBG CV3: $286,551
ESG CV1: $54,257.28
ESG CV2: $343,335.32
N/A N/A N/A N/A N/A N/A N/A N/A
Community Emergency
Response Program
Other-Emergency
Assistance
CDBG CV1: $1,087,198
CDBG CV3: $1,146,204
ESG CV1: $628,846
ESG CV2: $2,838,825
Rapid Re-Housing Households
Assisted 385 5 1.2% 10 5 50%
Homeless Persons
Overnight Shelter
Persons
Assisted 970 726 75% 500 446 89%
Homeless Prevention Persons
Assisted 900 0 0 0 0 0
Other Other 4,361 3250 7% 2,000 325 16%
Improve Public
Infrastructure
Non-Housing
Community
Development
CDBG: $1,739,324 Infrastructure
Activities
Households
Assisted 7,500 811 11% 1,500 700 46%
Provide Public Services
Homeless Non-
Homeless Special
Needs
CDBG FY21-22: $243,352
CDBG FY20-21: $142,966
Public service
activities other than
Low/Moderate-
Income Housing
Benefit
Persons
Assisted 7,000 4,567 65% 2,000 2,159 107%
Work to End and Prevent
Homelessness Homeless
ESG: $196,713
Other Other 2,100 808 38% 500 483 97%
*Affordable Housing Affordable
Housing N/A N/A N/A N/A N/A N/A N/A N/A N/A
ITEM 8
DRAFT CAPER 9
OMB Control No: 2506-0117
Assess how the jurisdiction’s use of funds, particularly CDBG, addresses the priorities and specific objectives identified in the plan, giving special attention to the highest priority activities identified.
The Stanislaus Urban County’s Con Plan identifies public infrastructure and facility improvement , affordable housing, commun ity and economic development, public services , homeless services , and community emergency response as the high priority needs. Consistent with these priorities, the Stanislaus Urban County’s undertook the following activities:
• Each member continued with the design, engineering, and construction of various public infrastructure project contributing to the improvement of neighborhoods. • Continued to fund public service programs through a competitive grant process to assist non- profits to aid low- and moderate-income persons in need of services such as food, shelter, and youth services. Without the assistance, many individuals and families would lack access to valuable services that address some of their basic needs. • Offered grants, to non-profits, through a competitive process , to assist the community to prepare, prevent, and protect its residents, service providers, and businesses from the impact of COVID 19.
The following service provider’s expenditures and outcomes are reflected in the CAPER:
CDBG-PSG Program Funded Service Providers
Court Appointed Special Advocates- Direct Services Program $24,335.20 Center for Human Services-Ceres Family Resource Center $24,335.20 Center for Human Services-Oakdale Family Resource Center $24,335.20 Center for Human Services- Westside Family Resource Center $24,335.20 Children’s Crisis Center- Guardian House $24,335.20
Children’s Crisis Center- Marsha’s House $24,335.20
Children’s Crisis Center- Verda’s House $24,335.20
Salvation Army Red Shield-At Risk Teen Program $24,335.20 United Samaritans Foundation-Daily Lunch Program-Hughson $24,335.20 United Samaritans Foundation-Daily Lunch Program- Westside $24,335.20
ESG Program Funded Service Providers
Community Housing and Shelter Services- HMIS Data Entry $15,949 Family Promise of Greater Modesto- Shelter to Solutions $90,382 We Care Program-Turlock- Emergency Shelter Program and RRH Program $90,382
CDBG CV1 Program Funded Service Providers
Cambridge Academies- Enterprise Connection Program $201,731.50 Center for Human Services- Family Resource Center Concrete Support $201,731.50 Children’s Crisis Center-CDBG CARES Program $170,691.50 Family Promise of Greater Modesto- Rent/Utility Assistance Program $201,731.50 Salvation Army -Red Shield- Feed the Need Program $201,731.50 United Samaritans Foundation-Employee Hazard Pay $109,578.50
ITEM 8
DRAFT CAPER 10
OMB Control No: 2506-0117
CDBG CV3 Program Funded Service Providers
Cambridge Academies- HOST House Shelter Program $200,000 Cambridge Academies- Naomi’s House Shelter Program $200,000 Center for human Services- Family Resource Center Concrete Support $200,000 Community Housing and Shelter Services-Rental Assistance Program $180,000 Haven Women’s Center of Stanislaus-Haven Emergency Shelter Program $166,204 Salvation Army -Red Shield- Feed the Need Program $200,000
ESG CV1 Program Funded Service Providers:
Community Housing and Shelter Services- Rental Assistance $244,615.34 Family Promise of Greater Modesto- Shelter to Solutions $264,615.33 We Care Program-Turlock- Emergency Shelter Program $119,615.33
ESG CV2 Program Funded Service Providers:
United Samaritans Foundation- Shelter Renovation Project $2,500,000 We Care Program-Turlock- Emergency Shelter Program $334,202.33
As the Stanislaus Urban County’s lead entity, county staff administratively supported all of the Stanislaus Urban County members on their paths towards meeting the goals identified by the community during the Con Plan process. The competitive grant review process utilized a Grant Review P anel made up of representatives from each of the Stanislaus Urban County ’s members and the CSOC to assure progress towards meeting the Con Plan’s priorities and addressing community needs.
CR-10 - Racial and Ethnic Composition of Families Assisted
Describe the families assisted (including the racial and ethnic status of families assisted).
91.520(a)
Race/Ethnicity CDBG ESG
White 1,944 241
Black or African American 59 55
Asian 19 10
American Indian or American Native 28 5
Native Hawaiian or Other Pacific Islander 34 3
Other 75 140
Refused to Answer 29
Total 2,159 454
Hispanic 1,372 159
Not Hispanic 787 324
Table 2 – Table of Assistance to Racial and Ethnic Populations by Source of Funds
ITEM 8
DRAFT CAPER 11
OMB Control No: 2506-0117
Narrative
The Stanislaus Urban County identifies priority need and offers services and programs to eligible individuals and households regardless of race and ethnicity. Table 2 above reflects the CDBG PSG and the ESG programs for Fiscal Year 2021-2022 and is generated by the HUD CAPER template and the information reported reflects demographic information provided by participants and recorded in the HUD Integrated Disbursement and Information System (IDIS) reporting system.
Through CDBG PSG funds there were several non-profits that addressed the needs of special populations in the Stanislaus Urban County. Of the total 2,159 individuals assisted, approximately 69 individuals with disabilities were assisted with emergency food, shelter, and/or utility assistance and a total of 244 seniors were assisted. Among the assisted individuals, there were169 female head of households, 63 veterans, 13 domestic violence victims, 151 homeless, and 5 provided with homeless prevention, 4 provided emergency shelter, 159 provided case management, and 1,629 provided emergency food assistance.
Through ESG funds there were several non-profits that assisted homeless persons and families make a transition to permanent housing and independent living. With the use of ESG grant funds both the chronically homeless populations and temporarily homeless households were provided the opportunity to be placed into permanent housing. While enrolled in these programs, case managers worked with each household to set goals and work on a housing action plan in order to identify and connect with any needed services such as: Temporary Assistance for Needy Families (TANF), food stamps, Veteran’s benefits, future employment opportunities, etc. Throughout the f iscal year, ESG homeless prev ention and rapid re - housing funds placed 20 homeless individuals into permanent housing. At the end of the fiscal year , 19 of those individuals were stably housed. The ESG programs assisted a total of 483 households throughout the fiscal year.
ESG funds were also used to provide emergency shelter to homeless individuals and households. Clients that showed progress and motivation toward self -sufficiency receive extended case management in conjunction with rapid re-housing assistance funds to assist in the placement of job and permanent housing placement.
CR-15 - Resources and Investments 91.520(a)
Identify the resources made available.
Source of Funds Resources Made Available
CDBG $2,469,380.00
ESG 212,662.00
CDBG CV1 1,358,994
CDBG CV3 1,432,755
ESG CV1 683,103.28
ESG CV2 3,182,160.18
Table 3 – Resources Made Available
ITEM 8
DRAFT CAPER 12
OMB Control No: 2506-0117
Narrative
In Fiscal Year 2021-2022, the annual entitlement and CARES Act CDBG and ESG funding in the amounts identified in the table above continued to provide much needed public services in the community and helped alleviate the impact of COVID 19 . Collectively, these resources assist the Stanislaus Urban County in addressing infrastructure needs and to provide services to the most vulnerable of our community. When other resources are available, Stanislaus Urban County members leverage CDBG funds with local, state, or other federal funds. In Fiscal Year 2021-2022, CDBG and ESG activities leveraged $1,319,281 and $209,152 respectively to support service delivery.
Identify the geographic distribution and location of investments
Target Area Planned
Percentage of
Allocation
Actual
Percentage of
Allocation
Narrative Description
West Modesto (unincorporated) 30 30 Infrastructure, Public Services and Economic Development Ceres 11 11 Infrastructure, Public Services and Economic Development Empire 0 0 Infrastructure, Public Services and Economic Development Hughson 7 7 Infrastructure, Public Services and Economic Development Newman 7 7 Infrastructure, Public Services and Economic Development Oakdale 8 8 Infrastructure, Public Services and Economic Development Patterson 8 8 Infrastructure, Public Services and Economic Development Riverbank 7 7 Infrastructure, Public Services and Economic Development Unincorporated Stanislaus County 15 15 Infrastructure, Public Services and Economic Development Waterford 7 7 Infrastructure, Public Services and Economic Development Table 4 – Identify the Geographic Distribution and Location of Investments ITEM 8
DRAFT CAPER 13
OMB Control No: 2506-0117
Narrative
CDBG funding is allocated among all the Stanislaus Urban County’s members based on a population and poverty formula, along with an equitable amount of funding for administration. Stanislaus County, as lead entity, receives a greater percentage of funding for administration. Each member sets their own priority for public infrastructure projects. In many neighborhoods and communities within the Stanislaus Urban County’s planning area, public infrastructure is minimal or non-existent, causing this to be a high priority need. Infrastructure such as sewer, water, curb, gutter, sidewalk, and storm drainage are typical development standards in newer neighborhoods, but are non -existent or antiquated in older neighborhoods. The Stanislaus Urban County members eac h use the majority of their annual CDBG entitlement funds for infrastructure improvement -related projects. CDBG PSG and ESG, annual entitlement and CARES Act, funding is made available for use throughout the entire Stanislaus Urban County. CDBG annual entitlement funding is also used to fund fair housing services throughout the entire Stanislaus Urban County.
Leveraging
Explain how federal funds leveraged additional resources (private, state and local funds), including a description of how matching requirements were satisfied, as well as how any publicly owned land or property located within the jurisdiction that were used to address the needs identified in the plan.
Leveraging Resources
In Fiscal Year 202 1-2022, CDBG and ESG activitie s leveraged $1,319,281 and $209,152 respectively to support service delivery. The source s of leveraged funding included: private donations, other local funding, program inc ome, and in-kind donations. Although match was not required of the ESG funded service providers the amounts were still provided to County staff.
Under the NSP program , the Stanislaus Urban County was provided funding to mitigate the negative effects of high foreclosure rates. The program design t ook foreclosed and vacant homes t hat were deteriorating due to neglect, and in turn rehabilitate d the homes utilizing local workers and material suppliers. The homes were then resold to qualified first time homebuyers and the sales proceeds were retained by the Stanislaus Urban County as Program Income (PI); along with the future repayment of first- time down payment assistance provided by the NSP program. NSP PI is available for housing development activities, including the Abandoned and Dangerous Buildings program.
Collectively, the leveraging of resources assists the Stanislaus Urban County in addressing its affordable housing and infrastructure needs; and to provide services to the most vulnerable of our community.
Matching
On July 19, 2021, HUD released Notice CPD -21-08 removing the match requirement for current annual ESG funds and ESG CV funds until September 30, 2022. The ESG match requirement was waived by the County to its ESG and ESG CV funded service providers and the match amounts reported in the CAPER are as a result of several service providers voluntarily providing ESG match information.
ITEM 8
DRAFT CAPER 14
OMB Control No: 2506-0117
Under the ESG program, 50% of the costs related to the projects are reimbursed and the remainder of the costs paid by non -ESG match funding sources (i.e. , local unrestricted donat ions). In this manner, the subrecipient in turn commits their dollar -to-dollar match by paying the remainder of the expenses from non-ESG sources. County staff reviews quarterly ESG statistical tables, narratives, HMIS activity reports, request for funds forms, and budget printouts that identify the total funds used/requested by each grantee during that reporting period. County staff verifies and cross-references the information with IDIS on the quarterly budget activity reports. Monitoring visits are also scheduled quarterly by county staff for each grantee to ensure appropriate expenditure of funds. As part of the ESG monitoring process, invoices and accompanying receipts are reviewed for reimbursement eligibility.
CR-20 - Affordable Housing 91.520(b)
Evaluation of the jurisdiction's progress in providing affordable housing, including the number and types of families served, the number of extremely low -income, low-income, moderate- income, and middle-income persons served.
One-Year Goal Actual
Number of Homeless households to be
provided affordable housing units 4 0
Number of Non-Homeless households to be
provided affordable housing units 6 0
Number of Special-Needs households to be
provided affordable housing units 2 0
Total 12 0
Table 5 - Number of Households
One-Year Goal Actual
Number of households supported through
Rental Assistance (ESG only) 0 20
Number of households supported through
The Production of New Units 0 0
Number of households supported through
Rehab of Existing Units 8 0
Number of households supported through
Acquisition of Existing Units 4 0
Total 12 20
Table 6 - Number of Households Supported
Discuss the difference between goals and outcomes and problems encountered in meeting these goals.
The Stanislaus Urban County’s progress in meeting the affordable housing goals reflected in Tables 5 and 6 are generally reported in the City of Turlock’s CAPER with regards to participation in the HOME Investment Partnership Program (HOME) program ; however, this CAPER captures the goals and actual outcomes specific to the Stanislaus Urban County’s CDBG, ESG, and NSP programs. ESG funds were used to assist 5 households (20 clients) in obtaining affordable rental housing through the rapid re-housing program, however, the use of rapid re-housing funding was impacted by increasing rents, combined with ITEM 8
DRAFT CAPER 15
OMB Control No: 2506-0117
a COVID 19 eviction moratorium, which limited the supply of affordable housing rental opportunities.
Staffing and operational impacts resultin g from COVID 19 limited outreach efforts for the housing rehabilitation programs offered by the Stanislaus Urban County and may have kept eligible property owners from seeking assistance.
Discuss how these outcomes will impact future annual action plans.
The Stanislaus Urban County will continue to coordinate at a regional level with the Stanislaus Regional Housing Authority ( SRHA), non -profit housing developers, the CSOC (and participating agencies with housing funds), and other entitlement jurisdictions (cities of Modesto and Turlock) to address affordable housing issues as well as hom eless prevention strategies. New sources of f unding for the planning and development of affordable housing have been made available at the state level and several planning efforts are underway throughout Stanislaus County to accelerate affordable and market -rate housing in Stanislaus County; however, while the new source of funding will aid the efforts to address affordable housing needs, the high cost of developing affordable housing will remain a challenge in getting actual units developed in the volume needed. With respect to HUD funding, there are simply not enough funds available from the yearly CDBG allocation or remaining NSP PI to meet the Stanislaus Urban County’s affordable housing need. The Stanislaus Urban County will continue to use its annual CDBG allocation to:
improve the public infra structure needed to preserve existing affordable housing and support new affordable housing, and to provide fair housing services to assist with tenant/landlord issues.
Include the number of extremely low -income, low -income, and moderate -income persons served by each activity where information on income by family size is required to determine the eligibility of the activity.
Number of Persons Served CDBG Actual CDBG CV Actual
Extremely Low-income 1,698 2,159
Low-income 446 2,921
Moderate-income 15 213
Total 2,159 5,293
Table 7 – Number of Persons Served
Narrative
The Stanislaus Urban County does not use CDBG funds directly for affordable housing development but does provide CDBG PSG and ESG funding to assist the homeless and those at risk of becoming homeless with housing needs.
In Fiscal Year 2021-2022, 2,159 individuals received services from the five (5) non-profit service providers awarded CDBG PSG funds a nd 5,293 individuals received services from the six (6) non-profit service providers awarded CDBG CV funding. Services received included emergency food assistance, utility assistance, respite childcare, case management, shelter services, education classes , and resource referrals.
During Fiscal Year 2021-2022, a total of ten (10) clients with special needs were assisted in obtaining housing through the ESG rental assistances programs and a total of 20 individuals were assisted with ESG funds in finding affordable rental housing.
ITEM 8
DRAFT CAPER 16
OMB Control No: 2506-0117
CR-25 - Homeless and Other Special Needs 91.220(d, e); 91.320(d, e); 91.520(c)
Evaluate the jurisdiction’s progress in meeting its specific objectives for reducing and ending homelessness through:
Reaching out to homeless persons (especially unsheltered persons) and assessing their individual needs.
Throughout Fiscal Year 202 1-2022, the Stanislaus Urban County utilized CDBG PSG and ESG funding to implement outreach strategies to assist in addressing the homeless p opulation. The Stanislaus Urban County awarded grants to non -profit homeless service providers to provide homeless prevention, case management, food, shelter, and rapid re-housing. All grantees are required to actively participate in the CSOC in an effor t to enhance the coordinated outreach and engagement efforts to the homeless population. The Stanislaus Urban County continues to be actively involved is involved in the development and planning of the local CSOC's outreach and engagement efforts to identify needs and gaps in services for the homeless. The CSOC has developed a system for coordinated intake, assessment, and referral that fully complies with federal CoC requirements.
In Fiscal Year 2021-2022, ESG funding was provided to non-profit service providers to assist with Homeless Management Information System (HMIS) data entry. During the fiscal year, a total of 446 individuals were sheltered and 37 individuals obtained housing through ESG funded programs. All Stanislaus Urban County ESG funded non-profits maintain client information in the HMIS system and track the progress of the clients while in the programs. Once out of the programs, progress is difficult to track due to lack of funding to pay for the cost of follow-up.
Addressing the emergency shelter and transitional housing needs of homeless persons.
Throughout Fiscal Year 202 1-2022, t he Stanis laus Urban County provided CDBG PSG and ESG grant funding to various emergency shelters and housing service providers to address emergency shelter needs of homeless persons and households. A number of the emergency shelter clients subsequently received rapid re-housing assistance and became stably housed.
The Stanislaus Urban County has been working in collaboration with the local CoC, currently recognized as the CSOC, for over 22 years to improve services for the homeless and those at risk of homelessness.
This collaborative is comprised of: the Stanislaus Regional Housing Authority (SRHA), the City of Turlock, the City of Modesto, the County’s Behavioral Health and Recovery Services (BHRS), the County’s Community Services Agency (CSA), shelter providers, housing and housing counseling services providers, faith-based organizations, and over a dozen housing and supportive service providers.
The HMIS Sub-committee of the CSOC, has continued to work diligently throughout the fiscal year to improve the data quality of the current HMIS system. Through ESG funding from the Stanislaus Urban County, Community Housing and Shelter Services (CHSS) has entered non-HUD funded homeless service providers client information into the HMIS system. This data allows the CSOC’s homeless data collection to be a much more valuable tool for tracking individuals patterns into and out of homelessness. Improving data quality will allow funding to be prioritized based on trends of homeless populations within Stanislaus County.
ITEM 8
DRAFT CAPER 17
OMB Control No: 2506-0117
While not funded by the Stanislaus Urban County, t he following are some of the facilities available, and efforts undertaken, during the fiscal year to address the emergency shelter and transitional housing needs of homeless persons countywide:
Access Center Emergency Shelter (ACES)
The Access Center Emergency Shelter (ACES), a 182 bed, low-barrier shelter focused on providing shelter to the most vulnerable unsheltered population by decreasing common barriers to individuals accepting shelter service, such as, pets, partners, and posse ssions. ACES opened November 26, 2019 and is being operated by the Salvation Army through an agreement approved by the Board of Supervisors on October 1, 2019. Included in the bed count is a 22 -bed dorm area available for those individuals experiencing homelessness that suffer from a significant mental illness. This dorm-style room reduces instances of victimization and increases the efficacy of therapeutic intervention. The Community Assessment Response and Engagement (CARE) Multidisciplinary Team is also able to use the location to provide case management and shelter to the most vulnerable unsheltered individuals. The opening of ACES also afforded an opportunity for the most vulnerable unsheltered population to be sheltered and connected with case management services, with a strong emphasis on assisting shelter guests to become document ready for entry into the community’s coordinated entry housing continuum. Additionally, Stanislaus County Animal Services Agency partnered with ACES to create a health y pets program. This program provides pet food, crates, and animal health services to pets residing at ACES.
Empire Cold Weather Family Shelter
The Empire Cold Weather Family Shelter was initiated by the County’s Community Services Agency (CSA) in November 2018 as a partnership with the SRHA. The target population served are families who are currently being case managed in CSA Housing Support Program (HSP) unit, have used all available temporary shelter nights, are still e ngaged in the search for permanent housing and have been unsheltered the longest based on date of referral to the HSP program.
CSA works in partnership with Community Housing and Shelter Services (CHSS) for placement of families at the Empire Cold Weather Family Shelter and has an existing contract with CHSS to administer, arrange and facilitate temporary housing services to CalWORKs and Welfare-to-Work eligible families. CHSS also provides case management services, which include assisting and educating participants on their income, household budgets, and housing options; aiding participants in completion of housing applications and landlord outreach; and providing housing search workshops.
CSA has staff onsite during standard business hours to work with the families and CHSS staff will also engage with the families on a regular basis. Stanislaus County Affordable Housing Corporation (STANCO) provides on-site property management services including security and routine maintenance of the facility and units.
ITEM 8
DRAFT CAPER 18
OMB Control No: 2506-0117
Family Housing Facility
In coordination with the countywide strategy to address the critical issue of homelessness especially as it impacts families with school aged children, Stanislaus County has leased with a motel located at 1128 South 9th Street, in Modesto area. The property has 21 units and a three-room office space. In November 2019, CSA began using this site to operate a year -round family shelter using the successful model implemented at the Empire Cold Weather Family Shelter. The Family Housing Facility operates 24-hours a day; CSA has contracted with STANCO for property management and security services.
Access Center
On February 3, 2020, the Access Center, a “hub location” for multiple homeless programs and the entry way into the shelter system, opened at 912 D Street in Modesto. The Access Center serves as a one-stop hub and physical entry point for individuals at-risk of or currently experiencing homelessness to access a wide range of co -located homelessness services including centralized homeless outreach a nd engagement; housing assessments and navigation; and homelessness support services and referrals. The Access Center also employs a “meet you where you are” strategy that has specialized homeless outreach workers meet individuals on the street and in homeless encampment areas and encourages individuals to connect to services.
The following partners are co -located at the Access Center - Center for Human Services; Community Housing and Shelter Services; Community Impact Central Valley; Disability Resource Agency for Independent Living; Downtown Streets Team Modesto; Golden Valley Health Centers; Salvation Army - Modesto; Stanislaus County (Behavioral Health and Recovery Services and Community Services Agency); Telecare Corporation and Turning Point Community Programs.
Homeless Strategic Plan
The Stanislaus Homeless Alliance (SHA) and CSOC have collaborated to update the Plan to Address Homelessness in Stanislaus County, originally prepared in January 2019. In September 2020, the SHA and the CSOC each appointed three members to serve on a work group to spearhead the effort. The updated plan, now referred to as the Homeless Strategic Plan, was approved by the CSOC on July 14, 2021 and aims to address the needs of people experiencing homelessness by enhancing community decision - making, supporting organizational and provider capacity , and improving systems coordination. A joint committee made up of members from the CSOC and the SHA has been formed to continue the examination of the plan and begin implementation of the goals outlined in the plan.
The facilities and efforts identified above are ongoing and form a critical piece of the homeless support foundation in Stanislaus County. The Stanislaus Urban County will continue to align its funding strat egy with the broader efforts of the CSOC by supporting the service and shelter providers in their efforts to address the emergency shelter and transitional needs of homeless persons.
ITEM 8
DRAFT CAPER 19
OMB Control No: 2506-0117
Helping low-income individuals and families avoid becoming homeless, especially extremely low-income individuals and families and those who are: likely to become homeless after being discharged from publicly funded institutions and systems of care (such as health care facilities, mental health facilities, foster care and other youth facilities, and corrections programs and institutions); and, receiving assistance from public or private agencies that address housing, health, social services, employment, education, or youth needs.
Throughout Fiscal Year 202 1-2022, the Stanislaus Urban County continued to actively participate in the CSOC in an effort to i nsure CDBG PSG and ESG funding is aligned with countywide efforts to help low- income individuals and families avoid becoming homeless. CSOC efforts include improving the program planning for homeless funding utilization throughout Stanislaus County and working with private hospitals to encourage the incorporation of rental assistance and case management into discharge planning. CSOC representatives actively collaborate with the County Sheriff’s Office and the Probation Department to identify services available for recently discharged parolees to help prevent homelessness among that population. Non-profit awarded CDBG PSG and ESG funding are required to participate in the C SOC as part of the effort to insure alignment with the broader community efforts to address homelessness and to allow for education opportunities on new community programs that can be value added to existing programs.
Helping homeless persons (especially chronically homeless individuals and families, families with children, veterans and their families, and unaccompanied youth) make the transition to permanent housing and independent living, including shortening the period of time that individuals and families experience homelessness, facilitating access for homeless individuals and families to affordable housing units, and preventing individuals and families who were recently homeless from becoming homeless again.
The Stanislaus Urban County partnered with CHSS, Family Promise, and the We Care Program in efforts to help homeless individuals and families make a transition to permanent housing and independent living.
With the use of ESG grant funds, both the chronically homeless populations and temporarily homeless households were provided the opportunity to be placed into permanent housing. While enrolled in these programs, case managers work with each household to set goals and work on a housing action plan in order to identify and connect with any needed services such as: Temporary Assistance for Needy Families (TANF), Food Stamps, Veteran’s Benefits, future employment opportunities, etc. Throughout Fiscal Year 2021-2022, ESG shelter, homeless prevention, and rapid re-housing funds placed 20 homeless individuals into permanent housing. At the end of the fiscal year, 19 of those individuals were stably housed.
Family Promise and the We Care Program utilized ESG funds to provide emergency shelter to homeless individuals and households. Clients that showed progress toward self-sufficiency received extended case management in conjunction with rapid re-housing assistance funds to assist in the placement of job and permanent housing placement.
ITEM 8
DRAFT CAPER 20
OMB Control No: 2506-0117
CR-30 - Public Housing 91.220(h); 91.320(j)
Actions taken to address the needs of public housing.
In California, public housing is administered directly through local Public Housing Authorities (PHAs). The Stanislaus Regional Housing Authority (SRHA) is the largest property manager of multi -family and single household public housing units for the lower income population of Stanislaus County. The SRHA is committed to provide decent affordable housing to its residents and, in doing so, the SRHA keeps public housing units in favorable conditions so that its residents have a safe and healthy living environment.
Administered by the SRHA is the Riverbank Housing Authority that operates 60 units for seni ors and 30 family units for low income households.
The SRHA and the Stanislaus Urban County have a strong relationship and continue to work together towards furthering decent, safe, and affordable housing throughout the community.
According to the SRHA 2022 PHA Plan, the SRHA currently operates 8,144 affordable and subsidized housing units:
• 737 public housing units (includes 647 Stanislaus and 90 Riverbank public housing units); • 1,060 project-based Section 8 units, and;
• 1,135 other affordable housing units; and
• 5,212 housing choice vouchers
The SRHA currently has 5,212 vouchers allocated for Stanislaus County. Of those vouchers, 212 vouchers are specifically for homeless veterans ( Veterans Affairs Supportive Housing (VASH) vouchers), 2 70 vouchers are specifically for reunifying families that are facing homelessness or living in substandard housing with children removed from the home, 380 are project-based vouchers, and 11 are project based vouchers for a senior complex in the City of Patterson.
Actions taken to encourage public housing residents to become more involved in management and participate in homeownership.
The Stanislaus Regional Housing Authority (SRHA) has a Resident Advisory Board (RAB) which is comprised of Public Housing Authority (PHA) and Voucher program partici pants. Any time there are substantial policy changes (such as prioritization of the wait list, program termination changes, areas where there is flexibility in establishing program guidelines), this board must be notified and given an opportunity to respond by either supporting and/or rejecting policy changes. The RAB’s determination then goes to the Housing Authority Board of Commissioners (BOC) for consideration of whether to support or reject. In addition, the SRHA is required to have program participants sit on their BOC per regulations.
Actions taken to provide assistance to troubled PHAs.
The Stanislaus Urban County has no PHAs that are troubled and/or that have requested assistance.
ITEM 8
DRAFT CAPER 21
OMB Control No: 2506-0117
CR-35 - Other Actions 91.220(j)-(k); 91.320(i)-(j)
Actions taken to remove or ameliorate the negative effects of public policies that serve as barriers to affordable housing such as land use controls, tax policies affecting land, zoning ordinances, building codes, fees and charges, growth limitation s, and policies affecting the return on residential investment. 91.220 (j); 91.320 (i)
The Con Plan identifies the following public policies as having the potential to negatively affect affordable housing and residential investment: shortage of affordable housing funding, climate change, environmental protection, growth management, planning and development fees, and prevailing wages.
To address the potential negative effects of these policies, the members of the Stanislaus Urban County strive to consistently review all potential barriers to affordable housing that are within their authority to address (local development standards and development review procedures); to continue to pursue and utilize available funding for mortgage assistance and housing rehabilitation; and to continue to work with, and partner with , housing developers , from the nonprofit and for -profit sectors , to promote the development of affordable housing and special-needs housing.
In Fiscal Year 2021-2022, the members of the Stanislaus Urban County continued to take steps to program various state funding sources aimed at increasing the production of housing. Funding sources include the SB 2 Planning Grant and Permanent Local Housing Allocation (PL HA); and Local Early Action Planning (LEAP). Efforts to be undertaken with these funding sources include: a county wide initiative to build a shared vision and policy framework for housing in Stanislaus County, development of Accessory Dwelling Unit (ADU) templates, various housing related or dinance amendments (including ADU ordinances for compliance with State law), and development of the State required 6 th cycle Housing Elements. Other Stanislaus Urban County efforts aimed at increasing housing production include the construction of public sewer infrastructure, review of ADU development fees, and the continuation of owner-occupied housing rehabilitation pr ograms which help to maintaining existing affordable housing stock and others have amended development fees for ADUs.
PLHA is an ongoing funding source that is based on the Stanislaus Urban County’s 2017 CDBG entitlement allocation. As such, the funding is available for use in the unincorporated areas of Stanislaus County along with cities of Ceres, Hughson, Newman, Oakdale, Patterson, and Waterford. The City of Riverbank joined the Stanislaus Urban County in Fiscal Year 2020 -2021 and, as such, is eligible for PLHA funding directly from the State. The Stanislaus County Board of Supervisors adopted 5-year plan for PLHA funding provides for the: acquisition/development of permanent supportive housing, development/preservation of ADU’s, fiscal incentives, and multi-family rental housing.
Actions taken to address obstacles to meeting underserved needs. 91.220(k); 91.320(j)
The Stanislaus Urban County continuously tries to identify underserved needs through community and program engagement. The scoring criteria and guidelines used to fund activities include an emphasis on prevention-focused proposals. CDBG Public Service Grant (PSG) and ESG grants are reviewed and scored based defined criteria that emphasis: collaboration, prevention focused services, and innovative methods to providing public services. The grant review panel for both CDBG PSG and ESG funding is comprised of one representative from each for Stanislaus Urban County members and a representative from the CoC in an effort to make sure needs being addressed are reflective of the entire Stanislaus Urban County area and to align with efforts being taken by other agencies throughout Stanislaus County.
ITEM 8
DRAFT CAPER 22
OMB Control No: 2506-0117
For Fiscal Year 2021-2022, a total of $243,352 in CDBG Public Services Grant funds were allocated based on a competitive grant process to which public service providers had the opportunity to apply for grants up to $25,000. A total of 10 grants were equally awarded $24,335.20 to non-profits to provide services such as: food assistance, emergency shelter, counseling, utility assistance, and tutoring to underserved areas and individuals. CDBG funding in the amount of $25,000 for fair housing services was awarded to Project Sentinel.
For Fiscal Year 2021 -2022, an additional $142,966 in CDBG PSG funding was received by the Stanislaus Urban County as the result of an error HUD made in calculating the Fiscal Year 2020 -2021 annual allocation. This additional funding was proportionally awarded, through contract amendments, to the non-profits awarded the annual funding allocation of CDBG-PSG.
The contract amendments authorizing the us e of the additional $142,966 extended the expenditure deadline for all CDBG PSG funding from June 30, 2021 to September 30, 2021 in accordance with HUD allowances for the expenditure of funding.
For Fiscal Year 20 21-2022, a total of $196,713 in ESG funds were allocated based on the FY 2020 -2021 competitive grant process. A total of 45% of the grant awards went towards emergency shelter programs, 40% went toward homeless prevention and rapid re -housing program, 7.5% went towards funding data entry for the Homeless Management and Information System (HMIS), and the remaining 7.5% went to Stanislaus County for the administration of the ESG program. Over 483 homeless persons, or persons at- risk of becoming homeless, were assisted with overnight sh elter, emergency food, and housing stability assistance throughout Fiscal Year 2021-2022.
In addition to the annual CDBG and ESG entitlement funding, a total of $1,087,198 in CDBG CV1 and $628,846 in ESG CV1 funding were also allocated through a competitive grant process in Fiscal Year 2021- 2022. A total of six (6) service providers received CDBG CV 1 funding for public services and three (3) services providers received ESG CV1 funding.
Actions taken to reduce lead-based paint hazards. 91.220(k); 91.320(j)
The Health Services Agency (HSA) of Stanislaus County is the lead agency for the identification, documentation, and prevention of lead poising in Stanislaus County . HSA works with referrals from schools and other agencies to test for lead-based paint hazards. During Fiscal Year 2021-2022, approximately 37 homes were tested and nine (9) were found to have contamination. If a housing unit is found to have lead-based paint, the abatement process and consequences of living in a home that is contaminated, is explained to the residents. The Stanislaus Urban County members provide lead-based paint information to all residents that participate in the down payment assistance and /or housing rehabilitation programs. If, during a housing rehabilitation, a housing unit is found to have any lead-based paint issues, information on the dangers of lead-based paint are provided to the property owner and lead abatement is conducted as part of the rehabilitation work . Every effort is made to provide a safe and healthy housing opportunity for clients participating in Stanislaus Urban County funded housing assistance programs.
During Fiscal Year 202 1-2022, no activities necessitating the need to test for lead -based paint were undertaken.
ITEM 8
DRAFT CAPER 23
OMB Control No: 2506-0117
Actions taken to reduce the number of poverty-level families. 91.220(k); 91.320(j)
To reduce the number of persons living under the poverty level, the Stanislaus Urban County has continued its partnership with other local entitlement jurisdictions, agencies, and the CSOC to provide services and resources to families in need. As well as, provide a portion of CDBG and ESG funding, through a competitive process, to eligible non-profits that have a proven track record of assisting the homeless on their path towards employment and permanent housing.
During Fiscal Year 202 1-2022, the Stanislaus Urban County allocated a total of $245,352 in CDBG PSG funds and $196,713 in ESG funds to non -profits for various programs aimed at assisting individuals and families experiencing homelessness or at risk of experiencing homelessness; and to assist low - and moderate- income individuals and families achieve self-sufficiency.
Actions taken to develop institutional structure. 91.220(k); 91.320(j)
The strategies identified in the Con Plan for overcoming gaps in the institutional structure and service delivery system for carrying out a strat egy to address priority needs is to : 1 ) continue to work collaboratively with service and shelter providers to identify and address gaps in the service delivery system; and 2) continue to invest time and resources to strengthen the entire CoC system and not one particular agency or organization.
During the Stanislaus Urban County’s CDBG PSG and ESG program monitoring, agency-to-agency referrals are reviewed to verify that participants receiving services do not experience gaps in services as they strive to reach their goal of independence from the need of public services.
The CoC, locally recognized as the Stanislaus Community System of Care ( CSOC), is a dedicated network of service providers, consumers , and government agencies that work collaboratively to identify where gaps exist and how they can be best addressed. The CSOC continues working to improve coordination among service providers and to further enhance the Coordinated Entry System (CES). The main goal of the CES is to assist service providers to tracking and responding to the needs of individuals that seek services. To date, only a limited number of service providers utilize the HMIS coordinated entry system component to track clients and report program accomplishments.
Building the capacity o f non-profits continues to be an important issue for the Stanislaus Urban County and other entitlement jurisdictions (the cities of Modesto and Turlock). The Stanislaus Urban County has partnered with both the cities of Modesto and Turlock to provide technical assistance and trainings to local service providers in the areas of: client screening, HMIS data collection, and basic case management requirements.
Actions taken to enhance coordination between public and privat e housing and social service agencies. 91.220(k); 91.320(j)
The Stanislaus Urban County recognizes it cannot work alone in achieving the goals outlined in the Con Plan. Therefore, the Stanislaus Urban County participates with and coordinates with the fol lowing collaboratives and public housing agency in order to better serve and coordinate the needs of the community:
ITEM 8
DRAFT CAPER 24
OMB Control No: 2506-0117
Turlock Community Collaborative
This collaborative was formed to deal with homeless issues facing Turlock. A group is comprised of concerned community members, faith-based groups, and government agencies working together to deal with issues concerning the homeless and the community.
Stanislaus Community System of Care (CSOC)
The CSOS, the locally recognized CoC, is a collaborative comprised of local government agencies, shelter providers, housing and housing counseling services providers, faith-based organizations, and over a dozen housing and supportive service providers . The Stanislaus County’s Community Services Agency ( CSA), serving as the Collaborative Applicant (CA), assists the CSOC to coordinate with service providers, law enforcement, and community members to conduct the County’s annual Homeless Point in Time (PIT) Count. During Fiscal Year 2021-2022, the Stanislaus Urban County continued to participate in efforts to improving the functionality of the CSOC’s HMIS, including the CES component , and to update the CES policies and procedures. Fiscal year efforts have also included working with the C SOC’s CA on the operations of the HMIS in order to meet HUD’s mandate that all ESG program participants are part of and actively entering pertinent universal data elements into the HMIS.
Stanislaus Regional Housing Authority (SRHA)
The SRHA and Stanislaus County have a strong relationship and continue to work towards furthering decent, safe, and affordable housing throughout the County. The County funds several programs such as the Housing Rehabilitation p rogram and Emergency Sewer Lateral Connection program that SRHA administers. The SRHA also serves on several housing and community development related committees for the County.
Identify actions taken to overcome the effects of any impediments identified in the jurisdiction’s analysis of impediments to fair housing choice. 91.520(a)
In Fiscal Year 2021-2022, Project Sentinel responded to a total of 599 calls for landlord/tenant mediation and fair housing information within the Stanislaus Urban County area. A total of 14 fair housing cases and 43 tenant/landlord cases were handled by the agency during the fiscal year. Additionally, Project Sentinel fielded 313 fair housing information and service referral calls, benefiting 929 residents. In addition to fair housing services, HUD entitlement jurisdictions are asked to report on any fair housing investigations that may be conducted during the year in the CAPER . The U.S. Department of Justice, through their Fair Housing Testing Program, contracts out with fair housing agencies to conduct testing separate from their service agreements with any jurisdiction. Project Sentinel conducted no fair housing tests within the Stanislaus Urban County in Fiscal Year 2021-2022.
Additional Actions Taken to Address Obstacles to Meeting Underserved Needs
Some non-profits and community organizations may not be familiar with the HUD funding grant process and other funding resources that may be available to them. As a result, many organizations and non - profits have not used HUD funds and other types of financial assistance. In Fiscal Year 202 1-2022, the Stanislaus Urban County, working collaboratively with agencies familiar with HUD processes, continued to share program and funding information with service providers and grassroots organizations throughout the community in an effort to better meet the underserved needs of the community.
ITEM 8
DRAFT CAPER 25
OMB Control No: 2506-0117
An annual Notice of Funding Availability (NOFA) is announced for the release of CDBG and ESG funds for the Public Service Grant cycle. The NOFA include d an announcement of a mandatory Grant Technical Workshop and timeline for the upcoming grant cycle. The NOFA was advertised in the local newspaper, The Modesto Bee, in English and Spanish. An e-mail was sent out to all past and current grantees and applicants that had applied in the last five years. County staff also announced the NOFA at the local CSOC meeting, distributes a reminder, and e-mailed the local CSOC agencies a NOFA announcement. County staff coordinated with its Stanislaus Urban County members to distribute the NOFA announcement to service providers working in their respective cities. It is through the funds awarded in these NOFAs that the Stanislaus Urban County is able provide much needed services to underserved communities.
County staff annually holds a Grant Technical Workshop, to release the upcoming grant application and explains the grant requirements. The workshop provides an opportunity for questions and answers, and County staff is available via phone, in person , and by e -mail to answer questions throughout the grant application process. Once grant awards are announced, t he County also requires grantees to attend a Grantee T echnical Workshop prior to receiving their agreement s. In the workshop , the policies, procedures, program regulations, requirements, and obligations of the grant are explained. All grantees receive the information covered in the workshop via email. During Fiscal Year 2021-2022, all workshops continued to be conducted online due to COVID 19 safety precautions instead of in person meetings.
Technical assistance is ongoing in an effort to provide every opportunity for staff to respond to inquiries and concerns. Reference, guidance , and support materials are provided upon request, eithe r at the Planning and Community Development department office , or via the internet. The Stanislaus Urban County is constantly looking for ways to encourage public and private partnerships and joint ventures between non-profit and for-profit housing developers.
ITEM 8
DRAFT CAPER 26
OMB Control No: 2506-0117
CR-40 - Monitoring 91.220 and 91.230
Evaluate the jurisdiction’s progress in meeting its specific objectives for reducing and ending homelessness through:
Describe the standards and procedures used to monitor activities carried out in furtherance of the plan and used to ensure long -term com pliance with requirements of the programs involved, including minority business outreach and the comprehensive planning requirements.
Stanislaus County regularly monitors progress on activities to ensure compliance with program requirements. Evaluation takes place during the application and funding process, and after agreements have been executed. Funding and service agreements set clear performance mea sures, reporting procedures, timeliness, and budgets against which goals are measured. County staff regularly monitor s compliance with contracting requirements and performance goals through the implementation and review of quarterly performance reports, reimbursement requests and desk and on-site monitoring. Due to COVID 19 restrictions, on-site monitoring performed during the fiscal year was limited and alternative methods, such as video conference calls in combination with desk audits , were utilized to verify and confirm that grant funds are and were used in an eligible and appropriate manner.
County staff hosts a quarterly meeting with representatives of all the members of the Stanislaus Urban County to review financial items, update activity statuses, and to provide training on compliance
For Stanislaus Urban County Infrastructure projects, County staff reviews quarterly project progress reports, Request for Funds (RFF) forms, and budget activity printouts, which identify the total funds used by all jurisdictions during a given month. County staff also verify and cross-references the information on department’s monthly budget activity reports. On and off-site monitoring visits are also held quarterly to track expenditure of funds as well as to ensure compliance with federal requirements such as labor standards enforcement (i.e., certified payroll and worker interviews) and Section 3 requirements.
For non-profits awarded CDBG PSG and ESG funds, County staff conducts an initial technical worksh op with all awarded agencies to provide a comprehensive overview of the quarterly reporting, request for funds, and monitoring processes and requirements. County staff is available to awarded agencies during regular business hours to address technical concerns and questions as they arise. Non-profits that reach a certain performance threshold become eligible for bi -annual monitoring reviews in place of the quarterly reviews.
Under the ESG program, County staff reviews quarterly ESG statistical tables, na rratives, HMIS activity reports, RFF forms and budget printouts, which identify the total funds used/requested by each grantee during that reporting period. \ ESG funded agencies are provided with ongoing HMIS system training. As part of the ESG monitori ng process, only 50% of the costs related to the project are reimbursed, as the remainder of the costs is paid by non -ESG match funding sources (i.e. , local unrestricted donations). In this manner, the subrecipient in turn ensures that dollar-to-dollar matching requirements are satisfied by paying the remainder of the expenses from non-ESG sources.
ITEM 8
DRAFT CAPER 27
OMB Control No: 2506-0117
Citizen Participation Plan. 91.105(d); 91.115(d)
Describe the efforts to provide citizens with reasonable notice and an opportunity to comment on performance reports.
The following public comment period, community meeting and public hearing information provided in italics is for public notification purposes and will not be included as part of the final CAPER submitted to HUD:
Public hearing period: September 2, 2022 to September 19, 2022. Written public comments must be submitted to the Stanislaus County Planning and Community Development Department by 4:30 p.m. on Monday, September 19, 2022.
As part of the CAPER process the following community meetings are being held:
Virtual Meeting Options
September 10, 2022, at 10:00 a.m., via Zoom video conferencing at:
https://us06web.zoom.us/j/89238588834?pwd=U2I1SUZXaFdrOEtqTUl0N25CNFBIdz09
Meeting ID: 892 3858 8834 Passcode: 7Pqkgx
Join by phone: +1 669 444 9171 US
Meeting ID: 892 3858 8834 Passcode: 251891
September 13, 2022, at 5:00 p.m., via Zoom video conferencing at:
https://us06web.zoom.us/j/81037932919?pwd=WDFDSnVGSURubmhZWEFrQ3Q4YkRZQT09
Meeting ID: 810 3793 2919 Passcode: ct0M7Y
Join by phone: +1 669 444 9171 US
Meeting ID: 810 3793 2919 Passcode: 456994
Live Meeting Option
September 14, 2022, at 5:30 p.m., 1010 10th Street, Basement Training Room, Modesto, CA 95354.
This section of the draft CAPER is presented in a past tense to reflect the version of the final CAPER to be considered for adoption:
A Notice of Public Hearing and Document Availability was released in accordance with the Stanislaus Urban County’s Citizen Participation Plan advising residents of the availability of the draft CAPER for a 15- day public review period. The notice was published in both English and Spanish on September 1, 2022 in The Modesto Bee, defining the CAPER review process and how persons, agencies, and interested groups may participate; as well as instructions on how to submit written comments. As part of the public review ITEM 8
DRAFT CAPER 28
OMB Control No: 2506-0117
process, notice of the Draft CAPER was also distributed electronically to the CSOC and to persons registered through the County’s StanAware electronic notification system . The Draft CAPER was also made available for public review via the County’s P lanning and Community Development Department website and copies of the Draft CAPER were made available for review at the Planning Departments of all the Stanislaus Urban County participants.
A community meeting and public hearing were held in accordance with the Stanislaus Urban County’s Citizen Participation Plan. Notice of the meeting and hearing was sent out through the County’s StanAware electronic notification system, the C SOC list serve , and provided by email to community members that have expressed interest in the CAPER.
CR-45 - CDBG 91.520(c)
Specify the nature of, and reasons for, any changes in the jurisdiction’s program objectives and indications of how the jurisdiction would change its programs as a result of its experiences.
No changes in the Stanislaus Urban County's program objectives occurred during Fiscal Year 2021-2022.
Does this Jurisdiction have any open Brownfields Economic Development Initiative (BEDI) grants?
No.
ITEM 8
DRAFT CAPER 29
OMB Control No: 2506-0117
CR-60 - ESG 91.520(g) (ESG Recipients Only)
ESG Supplement to the CAPER in e-snaps
For Paperwork Reduction Act
1. Recipient Information—All Recipients Complete
Basic Grant Information
Recipient Name STANISLAUS COUNTY
Organizational DUNS Number 073136772
EIN/TIN Number 946000540
Identify the Field Office San Francisco
Identify CoC(s) in which the recipient or
subrecipient(s) will provide ESG
assistance
Turlock/Modesto/Stanislaus County CoC
ESG Contact Name
Prefix Ms.
First Name Angela
Middle Name -
Last Name Freitas
Suffix -
Title Planning and Community Development Director
ESG Contact Address
Street Address 1 1010 10th Street
Street Address 2 Suite 3400
City Modesto
State CA
ZIP Code 95354
Phone Number 209-525-6330
Extension -
Fax Number 209-525-5911
Email Address [email protected]
ESG Secondary Contact
Prefix Mrs.
First Name Ana
Last Name San Nicolas
Suffix -
Title Community Development Manager
Phone Number 209-525-6330
Extension -
Email Address [email protected]
ITEM 8
DRAFT CAPER 30
OMB Control No: 2506-0117
2. Reporting Period—All Recipients Complete
Program Year Start Date 07/01/2021
Program Year End Date 06/30/2023
3a. Subrecipient Form – Complete one form for each subrecipient
Fiscal Year 2021 ESG FUNDS
Subrecipient or Contractor Name: STANISLAUS COUNTY-Administration City: Modesto
State: CA
Zip Code: 95354-0859
DUNS Number: 073136772
Is subrecipient a victim services provider: No
Subrecipient Organization Type: Unit of Government
ESG Subgrant or Contract Award Amount: $15,949
Subrecipient or Contractor Name: COMMUNITY HOUSING AND SHELTER SERVICES-HMIS Data Collection
City: Modesto
State: CA
Zip Code: 95354-3436
DUNS Number: 835658782
Is subrecipient a victim services provider: No
Subrecipient Organization Type: Other Non-Profit Organization ESG Subgrant or Contract Award Amount: $15,959
Subrecipient or Contractor Name: FAMILY PROMISE OF GREATER MODESTO - Homeless Prevention, Rapid Re-Housing and Shelter
City: Modesto
State: CA
Zip Code: 95358-9803
DUNS Number: 023267225
Is subrecipient a victim services provider: No
Subrecipient Organization Type: Other Non-Profit Organization *ESG Subgrant or Contract Award Amount: $90,382
Subrecipient or Contractor Name: WE CARE PROGRAM -TURLOCK-Emergency Shelter Program City: Turlock
State: CA
Zip Code: 95380-5413
DUNS Number: 179569772
Is subrecipient a victim services provider: No
Subrecipient Organization Type: Other Non-Profit Organization ESG Subgrant or Contract Award Amount: $90,382
ITEM 8
DRAFT CAPER 31
OMB Control No: 2506-0117
Reporting Period
Program Year Start Date 07/01/2020
Program Year End Date 06/30/2022
Fiscal Year 2020 ESG FUNDS - Year 2 Carry-Over
*Starting Balance as of July 1, 2021 for grant awarded in Fiscal Year 2020.
Subrecipient or Contractor Name: STANISLAUS COUNTY-Administration City: Modesto
State: CA
Zip Code: 95354-0859
DUNS Number: 073136772
Is subrecipient a victim services provider: No
Subrecipient Organization Type: Unit of Government
*ESG Subgrant or Contract Award Amount: $0
Subrecipient or Contractor Name: COMMUNITY HOUSING AND SHELTER SERVICES-HMIS Data Collection
City: Modesto
State: CA
Zip Code: 95354-3436
DUNS Number: 835658782
Is subrecipient a victim services provider: No
Subrecipient Organization Type: Other Non-Profit Organization *ESG Subgrant or Contract Award Amount: $2,623.28
Subrecipient or Contractor Name: WE CARE PROGRAM -TURLOCK-Emergency Shelter Program City: Turlock
State: CA
Zip Code: 95380-5413
DUNS Number: 179569772
Is subrecipient a victim services provider: No
Subrecipient Organization Type: Other Non-Profit Organization *ESG Subgrant or Contract Award Amount: $0
ITEM 8
DRAFT CAPER 32
OMB Control No: 2506-0117
CR-65 - Persons Assisted
4. Persons Served
4a. Complete for Homelessness Prevention activities.
Number of Persons in Households Total
Adults 5
Children 12
Don't Know/Refused/Other 0
Missing Information 0
Total 17
Table 8 – Household Information for Homeless Prevention Activities
4b. Complete for Rapid Re-Housing activities
Number of Persons in Households Total
Adults 7
Children 13
Don't Know/Refused/Other 0
Missing Information 0
Total 20
Table 9 – Household Information for Rapid Re-Housing Activities
4c. Complete for Shelter
Number of Persons in Households Total
Adults 312
Children 39
Don't Know/Refused/Other 95
Missing Information 0
Total 446
Table 10 – Shelter Information
ITEM 8
DRAFT CAPER 33
OMB Control No: 2506-0117
4d. Street Outreach
Number of Persons in Households Total
Adults 0
Children 0
Don't Know/Refused/Other 0
Missing Information 0
Total 0
Table 11 – Household Information for Street Outreach
4e. Totals for all Persons Served with ESG
Number of Persons in Households Total
Adults 324
Children 64
Don't Know/Refused/Other 950
Missing Information 0
Total 483
Table 12 – Household Information for Persons Served with ESG
5. Gender—Complete for all activities
Gender Total
Male 327
Female 60
Transgender 1
Don't Know/Refused/Other 95
Gender Non-Confirming 1
Missing Information 0
Total 483
Table 13 – Gender Information
6. Age—Complete for all activities
Age Total
Under 18 64
18-24 18
25-61 270
62 and Over 36
Don't Know/Refused/Other 95
Missing Information 0
Total 483
Table 14 – Age Information
ITEM 8
DRAFT CAPER 34
OMB Control No: 2506-0117
7. Special Populations Served—Complete for all activities
Subpopulation Total Total
Persons
Served –
Homeless
Prevention
Total
Persons
Served –
Rapid
Re-Housing
Total
Persons
Served in
Emergency
Shelters
Veterans 16 0 0 16
Victims of Domestic
Violence 57 2 3 52
Elderly 36 0 0 36
HIV/AIDS 3 0 0 3
Chronically Homeless 166 0 0 166
Persons with Disabilities:
Severely Mentally Ill 10 4 3 3
Chronic Substance
Abuse 4 0 1 3
Other Disability 5 1 1 3
Table 15 - Special Population Served
CR-70 – ESG 91.520(g) - Assistance Provided and Outcomes
8. Shelter Utilization
Number of New Units - Rehabbed 0
Number of New Units - Conversion 0
Total Number of bed-nights available 17,885
Total Number of bed-nights provided 16,530
Capacity Utilization 90%
Table 16 - Shelter Capacity
9. Project Outcomes Data measured under the performance standards developed in consultation with the CoC(s)
Stanislaus County regularly updates and utilizes a CDBG and ESG p rogram Desk Guide for subrecipients.
This guide was developed and is updated in consultation with the local CoC. The Desk Guide covers both federal and state ESG funds administered by Stanislaus County. Under the CDBG and ESG program, County staff track the progress of individual subrecipients in fulfilling goals and objectives set forth in the Con Plan in order to ensure that programs remain on task. Tracked data is reviewed and entered into the IDIS system on a semiannual basis . If tracked data falls short of the goals and objectives set forth, appropriate adjustments will be made, and notification sent to the respective subrecipients to make them aware of milestones and timeliness needing to be met in order to ensure continued receipt of funding.
The coordinated monitoring process has been established to verify and c onfirm that grant funds have been used in an eligible and appropriate manner for each and every program funded with CDBG and ESG funds.
ITEM 8
DRAFT CAPER 35
OMB Control No: 2506-0117
County staff reviews quarterly ESG statistical tables, narratives, HMIS activity reports, Request for Funds forms, and budget printouts, which identify the total funds used/requested by each subrecipient during that reporting period. County staff also verifies and cross -references the information on the quar terly budget activity reports. Monitoring visits are also scheduled quarterly by County staff for each grantee to ensure ap propriate expenditure of funds. As part of the ESG monitoring process , invoices and accompanying receipts are reviewed for reimbursement eligibility. Once eligibility is confirmed, 50% of the costs related to the project are reimbursed, as the remainder of the costs are paid by a non-ESG match funding sources (i.e., local unrestricted donations). In this manner, the subrecipient in turn commits their dollar-to-dollar match by paying the remainder of the expenses from non-Federal sources.
ITEM 8
ITEM 8
COUNCIL AGENDA REPORT
CITY COUNCIL
Javier Lopez, Mayor
James
Casey, Dist.1
Vacant, Dist. 2
Bret Silveira, Dist. 3
Mike Kline, Dist. 4
ME
ETING DATE: September 26, 2022
TO: M
ayor and City Council
FR
OM: Alex Terrazas, City Manager
CONT
ACT: Sam Royal, Interim Director of Public Works
sam
[email protected], (209) 538-5617
SUBJECT: Resolution No. 2022-1 25, Accepting Well 42 Design and Construction Project as Partially Complete and Releasing the Retention Amount to the Contractor
RECOMMENDED COUNCIL ACTION:
Staff recommends the City Council adopt a r esolution accepting the Well 42 Design & Construction Project as partially complete in order to release the retention amount to the contractor.
I. BACKGRO
UND:
Ci
ty Council awarded a contract for the Well 42 (northeast corner of 5th Street and North Street on the Whitmore Mansion property) project to Conco West, Inc. on January 11, 2021, Resolution No. 20 21-01. The project involved furnishing and installing a complete pump station, associated equipment, and piping.
II. REAS
ONS FOR RECOMMENDATION:
The c
ontractor is justified in receiving a partial retention release. All work has been substantially completed in accordance with the contract proposal with the exclusion of the delivery and installation of the emergency generator equipment. The reason that the emergency generator was not installed was due only to a third-party delay caused by the San Joaquin Valley Air Pollution Control District’s approval process. The delay was not caused by the contractor. The emergency generator has been ordered and is scheduled for delivery in mid-December 2022. The contractor’s performance bond will guarantee that the City will be reimbursed should the contractor be unable to perform the balance of the contract (e.g., supply the emergency generator).
III. FI
SCAL IMPACTS:
ITEM 9
Staff is requesting Council approve to release a partial retention in the amount of $72,318.67 to the contractor. The contract was awarded in the amount of $1,410,000.00, plus a 10% contingency for the total amount of $1,551,000.00. The construction total amount spent to date is $1,366,864.60. The remaining balance of $184,135.40 to complete the project is held in account number 527.95. 8005; 5% of the remaining balance will be retained until final completion.
IV. E
XISTING POLICY / RELATIONSHIP TO THE STRATEGIC PLAN:
N/A
V. PO
LICY ALTERNATIVES:
N/A
VI. I
NTERDEPARTMENTAL COORDINATION:
Upon
partial acceptance of this work, Public Works Water Division will provide ongoing regular maintenance.
VII. P
UBLIC PARTICIPATION:
N/A
VIII. EN
VIRONMENTAL REVIEW:
Al
l environmental work was completed prior to the award of this project.
IX. ST
EPS FOLLOWING APPROVAL:
The F
inance Director to make the accounting entries to release the retention amount and pending delivery date of the emergency generator, the contractor will then complete the work in accordance with the contract proposal and file for notice of completion.
Appr
oved by: ______________________________
Alex Terrazas, City Manager
Atta
chments:
1. Resolution
ITEM 9
RESOLUTION NO. 2022-125
ACCEPTING WELL 42 DESIGN AND CONSTRUCTION PROJECT AS
PARTIALLY COMPLETE AND RELEASING THE RETENTION AMOUNT
TO THE CONTRACTOR
THE CIT Y CO UNCIL
City of Ceres
WHEREAS, City Council awarded a contract for the Well 42 project to Conco West Inc. on January 11, 2021 to furnish and install a complete pumping station, associated equipment, and piping; and
WHEREAS, all work has been substantially completed in accordance with the contract proposal pending delivery and installation of the emergency generator equipment; and
WHEREAS, the San Joaquin Valley Air Pollution Control District’s approval process has delayed the contractor from ordering the emergency generator on time to complete construction until mid-December 2022; and
WHEREAS, staff is
requesting to acknowledge partial project completion in order to release the retention amount of $72,318.67 to date.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Ceres does hereby accept Well 42 Design and Construction Project as partially complete and release the retention amount to the Contractor.
BE IT FURTHER RESOLVED the Finance Director to make the accounting entries to release the retention amount.
PASSED AND ADOPTED by the Ceres Ci ty C ouncil at a regular meeting thereof held on the 26th day of September 2022, by the following vote:
AYES: Counc
ilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
______
_______________________
Javier Lopez, Mayor
ATTEST:
______
_______________________
Fallon Martin, City Clerk
ITEM 9
ITEM 9
COUNCIL AGENDA REPORT
CITY COUNCIL
Javier Lopez, Mayor
James Casey, Dist.1
Vacant, Dist. 2
Bret Silveira, Dist. 3
Mike Kline, Dist. 4
MEETING DATE: September 26, 2022
TO: Mayor and City Council
FROM: Alex Terrazas, City Manager
CONTACT: Fallon Martin, City Clerk
[email protected], (209) 538-5731
SUBJECT: Resolution No. 2022-126, Adopting and Establishing an Electronic Signature Use Policy
RECOMMENDED COUNCIL ACTION:
Staff recommends the City Council adopt and establish an Electronic Signature Use Policy.
I. BACKGROUND:
City staff has found the use of electronic and digital signatures on legally binding documents to be increasingly necessary by both City staff and the public . Staff has been asked numerous times to execute contracts electronically under the provisions of the Uniform Electronic Transactions Act but has been unable to do so without an adopted policy by City Council authorizing the use of electronic signatures.
II. REASONS FOR RECOMMENDATION:
Establishing an electronic signature use policy will enable the City to use and accept approved electronic signatures and digital signatures in lieu of written signatures. Utilizing electronic and digital signatures allows for a more efficient process in many cases, reduces the use of paper, promotes digital filing, and contributes to an effective City records management system.
III. FISCAL IMPACTS:
There is no fiscal impact.
IV. EXISTING POLICY / RELATIONSHIP TO THE STRATEGIC PLAN:
N/A
V. POLICY ALTERNATIVES:
ITEM 10
City Council could choose to not adopt and establish an electronic signature use policy.
VI. INTERDEPARTMENTAL COORDINATION:
N/A
VII. PUBLIC PARTICIPATION:
N/A
VIII. ENVIRONMENTAL REVIEW:
N/A
IX. STEPS FOLLOWING APPROVAL:
Upon approval from City Council, staff will begin the implementation of the Electronic Signature Use Policy.
Approved by: _____________________________
Alex Terrazas, City Manager
Attachments:
1. Electronic Signature Policy
ITEM 10
RESOLUTION NO. 2022-126
ADOPTING AND ESTABLISHING AN ELECTRONIC SIGNATURE USE
POLICY
THE CITY COUNCIL
City of Ceres
WHEREAS, the City of Ceres has found the use of electronic and digital signatures on legally binding documents to be an increasingly necessary tool, desired for use by City Staff and the public; and
WHEREAS, under California law, the use of electronic signatures is at the option of the parties, including public agencies, involved in a transaction; and
WHEREAS, the Uniform Electronic Transactions Act (“UETA” codified at Civ. Code § 1633.1 et seq.) generally governs the use of “electronic signatures” by parties to a transaction, and Government Code section 16.5 governs the use of “digital signatures” (a type of electronic signature) by and in transactions with public entities; and
WHEREAS, the establishment of this policy will enable the City to use and accept approved electronic signatures and digital signatures in lieu of written signatures, that comply with the requirements of California Government Code section 16.5, the UETA, and other applicable laws and regulations; and
WHEREAS, a digital signature is a digital code that uniquely identifies and authenticates the sender (and is subject to State regulations on approved technologies); an electronic signature is broadly defined to include a typed name concluding an email, a digital image of a handwritten signature, and the click of an “I accept” button on an e- commerce site; and
WHEREAS, using appropriate electronic signature technology would allow the City to collect and preserve signatures on documents quickly, securely, and efficiently, while reducing the use of paper, facilitating document retention, promoting digital filing, and contributing to an effective City records management system; and
WHEREAS, the City shall regularly update approved forms for electronic or digital signatures; and
WHEREAS, electronic signatures vary in their level of security, user -friendliness, and verifiability. The conditions under which they are accepted for public records are a governmental affair for the City to determine and for which the City may set policy; and
WHEREAS, City Staff has increasingly been asked to execute contracts electronically under the provisions of the UETA, but has been unable to do so without a policy from the City Council authorizing electronic signatures; and ITEM 10
WHEREAS, the City seeks to provide its residents, businesses, vendors, and contractors the opportunity to submit information or transact business with the City electronically to the greatest extent practicable; and
WHEREAS, the City Council desires to enact a policy authorizing the use of electronic signatures on City documents.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Ceres does hereby resolve as follows:
Section 1. Recitals. The Recitals set forth above are true and correct and are incorporated into this Resolution by this reference.
Section 2. CEQA. The City Council finds that this action is not a project subject to the California Environmental Act (“CEQA”) because it involves only general policy and procedure making and does not have the potential for resulting in either a direct or physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. (CEQA Guidelines, §§ 15002(d), 15378, 15061(b)(3).)
Section 3. Policy. The City of Ceres Electronic Signature Use Policy, attached as Exhibit A of this Resolution, is hereby adopted. The City Manager or their designee, in consultation with the City Attorney, may subsequently amend the Policy and adopt additional guidelines as necessary to implement the Policy’s stated purpose.
Section 4. Effective. This Resolution will become effective immediately upon adoption.
PASSED AND ADOPTED by the Ceres City Council at a regular meeting thereof held on the 26
th day of September 2022, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
________________________________
Javier Lopez, Mayor
ATTEST:
_________________________________
Fallon Martin, City Clerk
ITEM 10
CITY OF CERES
{CW116025.1}
ELECTRONIC SIGNATURE USE POLICY
I. Purpose
The City of Ceres (“City”) seeks, in this Electronic Signature Use Policy (“Policy”) , to implement guidelines for the use and acceptance of electronic signatures used to conduct official business in the City. This Policy allows the use of electronic signatures in lieu of manual signatures, when permitted by law, and establishes when an electronic signature may replace a manual signature.
II. Legal Background
California has adopted statutes regulating the use of electronic signatures including California Civil Code section 1633.1 et seq., otherwise known as the Uniform Electronic Transactions Act (“UETA”), and California Government Code section 16.5.
This Policy and the guidelines and procedures included hereunder are intended to comply entirely with all applicable laws and regulations , including, without limitation, the aforementioned statutes. To the extent that any procedure, policy, or guideline contained herein conflicts with applicable law, City staff, officials, and agents, and all other persons subject to this Policy , are required and expected to comply with the requirements of the applicable law(s).
III. Findings and Declarations
A. The use of electronic signature technology will allow the City to collect and preserve signatures on documents quickly, securely, and efficiently.
B. The conditions under which the City will accept electronic signatures on City records or documents are a municipal affair for the City to determine and for which the City may set policy.
C. The City has a vital interest in reducing the waste of paper, increasing the efficient use of public resources, and ensuring the security and authenticity of electronic records, including electronic signatures.
ITEM 10
{CW116025.1}
D. This Policy seeks to mitigate the risks associated with conducting transactions, transmitting information, and maintaining public records that use electronic signatures.
IV. Definitions
A. “Approved List of Digital Signature Certification Authorities” means the list of Certification Authorities approved by the California Secretary of State to issue certification for digital signature transactions involving public entities in California.
The current Approved List of Digital Signature Certification Authorities can be found at the following address:
https://www.sos.ca.gov/administration/regulations/current- regulations/technology/digital-signatures/approved-certification-authorities/.
B. “Certification Authority” means a person or entity that issues certification for a digital signature transaction.
C. “Digital signature” means an electronic identifier, created by computer, intended by the party using it to have the same force and effect as the use of a manual signature. A digital signature is a type of “electronic signature.” D. “Electronic” means relating to technology having electrical, digital, magnetic, wireless, optical, electromagnetic, or similar capabilities.
E. “Electronic record” means a record, file, or document created, generated, sent, communicated, received, or stored by electronic means. An electronic record generally contains information or a data file that was created and stored in digitized form through the use of computers, machines, and software applications.
F. “Electronic signature” means an electronic sound, symbol, or process attached to or logically associated with an electronic record and executed or adopted by a person with the intent to sign the electronic record. For purposes of this Policy, a digital signature is a type of electronic signature.
G. “External document” means any document generated by or required to be signed by persons other than the City. Examples of external documents include contracts to which the City is a party that must be signed by a non-City party or applications completed by members of the public and submitted to the City.
H. “Internal document” means a form or document created by the City and for use exclusively by the City in which a signature is required or used.
I. “Manual signature” means an original wet signature applied to a document.
ITEM 10
{CW116025.1}
J. “Transaction” means an action or set of actions occurring between two or more persons relating to the conduct of business, commercial, or governmental affairs.
V. General Policy Rules
The City encourages the use and acceptance of electronic signatures in internal and external activities, documents, and transactions when it is operationally feasible, where technology permits, and permitted by law.
A. Compliance with Law, Policy . To the extent permitted by law and this Policy, the City accepts electronic signatures as legally binding.
B. Use Optional. The use or acceptance of electronic signatures shall be at the option of the non- City signatories. Nothing in this Policy shall require the City to use or permit the use of electronic signatures.
C. Consent. All parties that wish to use electronic signatures shall agree to follow this Policy, shall provide written or electronic consent as to the use of electronic signatures, and shall agree to indemnify the City against any liability associated with transmitting an electronic signature or an electronically signed record by electronic transmission.
D. Signature Use. The City Manager or designee may require the use of manual, electronic, or digital signatures at their discretion.
E. Internal City Business . The City requires that various internal documents be approved by an employee, supervisor, department head, or other City staff and approvals for internal documents may be signified by electronic means as a replacement for a manual signature.
F. Internal documents that create or impose a legal or fiduciary duty may require a digital signature, as determined by the City Manager, or designee.
G. External Documents and Transactions
1. If an electronic signature is used for an external document involving a transaction with the City which creates or imposes a legal duty, the City Manager may require a digital signature.
2. Design professionals, such as architects and engineers, wishing to use an electronic seal and signature may do so as allowed by the Califor nia Business and Professions Code. Non-design professionals may sign plans via use of any valid electronic signature technology that complies with the requirements of this Policy including, but not limited to, a digital signature.
3. For any City business involving a non- City party, including , without limitation, external documents, the use and acceptance of electronic records, electronic signatures, and digital signatures by the City shall be in ITEM 10
{CW116025.1}
accordance with administrative procedures as designated and amended from time to time by the City Manager or their designee.
H. Documents for Which Electronic Signatures are Prohibited:
1. Civil Code section 1633.3 contains a list of transactions for which electronic signatures are unavailable.
2. Signatures that must be made in the presence of a notary public.
3. Unless otherwise allowed, documents that are recorded with the County of Stanislaus.
I. Valid Electronic Signatures. When a signature is required, the parties may agree that an electronic signature satisfies that requirement if:
1. The signature is in accordance with the requirements of the UETA;
2. The signature is created using an electronic signature technology that has been approved by the City Manager, or their designee, in accordance with the provisions of this Policy; and
3. The signature is in accordance with any and all other applicable laws and regulations.
J. Valid Digital Signatures.
1. Digital signatures used in compliance with this Policy shall have the same force and effect as the use of a manual signature provided that the digital signature has all of the following attributes:
2. It is unique to the person using it;
3. It is capable of verification;
4. It is under the sole control of the person using it;
5. It is linked to data in such a manner that if the data is changed, the digital signature is invalidated;
6. It conforms to the regulations adopted by the California Secretary of State , including, but not limited to, the acceptable technology requirements s et forth under the California Code of Regulations, title 2, section 22003;
7. The Certification Authority issuing the certification for the digital signature transaction must appear on the “Approved List of Digital Signature Certification Authorities” authorized by the California Secretary of State; and ITEM 10
{CW116025.1}
8. Prior to accepting a digital signature, City staff shall ensure that the level of security used to identify the signer of a document is sufficient for the transaction being conducted, that the level of security used to transmit the signature is sufficient for the transaction being conducted, and that the certificate format used by the signer is sufficient for the security and interoperability needs of the City.
K. Minimum Standards. These are minimum standards. Any transaction must be analyzed under the facts and circumstances existing at the time a transaction has been executed. Depending upon the circumstances, the City may require a higher level of signature verification (i.e., out -of-state signatory). Nothing in this Policy prohibits a City official or employee, with the consent from the City Manager, from requiring a wet signature or higher form of secure electronic signature if they believe it is prudent or necessary.
L. Acceptable Electronic Signature Technologies . The City Manager or designee shall identify the level of security procedures required for particular documents.
The City Manager or designee shall also identify vendors and technology to execute those security procedures using industry best practices.
M. Further Acts. Nothing in this Policy shall prevent the City Manager , or their designee, from adopting additional guidelines or taking further actions to implement this Policy or to add other permissible forms of electronic signatures to this Policy.
VI. Sanctions
Any person that makes inappropriate, illegal, or fraudulent use of electronic signatures, digital signatures, or electronic records in violation of this Policy or of any applicable law or regulation is subject to sanctions up to and including dismissal, suspension, and criminal prosecution as specified in published City policies, and state and federal law, regardless of whether such sanctions are directly referenced in this Policy. All inappropriate, illegal, or fraudulent uses of any electronic means of transmission shall be prosecuted to the fullest extent permitted by law, including the recovery of attorneys’ fees and administrative costs.
ITEM 10
ITEM 10
COUNCIL AGENDA REPORT
CITY COUNCIL
Javier Lopez, Mayor
James Casey, Dist.1
Vacant, Dist. 2
Bret Silveira, Dist. 3
Mike Kline, Dist. 4
MEETING DATE: September 26, 2022
TO: Mayor and City Council
FROM: Alex Terrazas, City Manager
CONTACT: Fallon Martin, City Clerk
[email protected], (209) 538-5731
SUBJECT:
Resolution No. 2022 -127, Approving the Use of American Rescue Plan Act (ARPA) Funds for Additional Audio-Visual Upgrades to the Council Chambers and Authorizing a Budget Amendment
RECOMMENDED COUNCIL ACTION:
Staff recommends the City Council approves the use of ARPA funds for additional audio-visual (AV) upgrades to the Council Chambers.
I. BACKG ROUND:
On March 14, 2022, Council approved Resolution 2022- 15, the expenditure plan for the first installment of ARPA funds. Within that plan a total of $190,000.00 was allocated to the City Clerk’s Office to perform the following items:
• Digitization of City’s Historical Mandated Microfilm = $25,000.00 • Complete Council Chambers Audio and Camera Control Upgrades = $15,000.00 • Remodel Council Dais (construction) = $150,000.00
Staff determined a (construction) remodel of the Council’s dais was not necessary. Since the AV upgrades exceeded the amount budgeted, Council authorized staff to utilize $32,127.23 that were allocated for the remodel of the council dais to cover the additional cost for AV upgrades. The AV upgrades that were approved at the August 8, 2022 council meeting (Resolution 2022-101) were:
• M onitors at the dais for the Mayor, Councilmembers, City Manager, and City Attorney
• Push to speak notification system
• Speaker system with amplification
• Programming add-ons to wall touch panel
• Web based backup controls
ITEM 11
• Installation and labor
During public comment at the August 8, 2022 council meeting, a number of items were brought up that were not factor ed into the original proposed upgrades. Therefore, staff reassessed the approved upgrades and found the need for additional items to better enhance the audience’s ability to view presentations displayed on the monitors during council meetings. There is also a need to improve the microphone used for public comment and citizen communications. With that said, staff is recommending the following be added to the council chamber upgrades:
• Installation of a designated podium microphone for citizen communication and public comment
• Installation of dais speakers
• Installation of two television monitors designated for the audience
The three items listed above will cost an additional $13,954.54. Staff recommends adding a 10% contingency to ensure there are extra funds in the event equipment cost increases.
The 10% contingency would be $1, 395.00 with a grand total for the additional upgrades costing $15, 349.54. Staff is requesting this additional amount come from the first installment of ARPA funds that were not used for the council dais remodel. If the additional items are approved, the AV project for the council chambers will have a grand total of $62,476.77.
The work will be sole sourced to West Coast Sound and Light as they are the best fit based on their familiarity with the current setup, controls, and previous AV upgrades they performed in the Council Chambers . Per Resolution 2010- 84, sole source purchases “include such items that are unique because of their quality, durability, availability, or fitness for a particular use.”
II. RE
ASONS FOR RECOMMENDATIO N:
To assist with a more seamless council meeting and provide proper backup in the event there is equipment failure.
III. F
ISCAL IMPACTS :
The cost associated for the additional AV upgrades is $15,349.54.
A budget amendment in the amount of $15, 349.54 will need to be made, moving funds from CARES Act – Capital Projects ( 219.95.800500) to CARES Act – Communication Equipment (219.63.051500).
IV. E XISTING POLICY / RELATIONSHIP TO THE STRATEGIC PLAN :
N/A
V. P OLICY ALTERNATIVES :
Council could choose to not approve the AV upgrades or utilizing funds allocated for the council dais remodel.
ITEM 11
VI. INTERDEPARTMENTAL COORDINATION:
N/A
VII. P UBLIC PARTICIPATION:
N/A
VIII. EN VIRONMENTAL REVIEW :
N/A
IX. STEPS FOLLOWING APPROVAL:
Upon City Council approval, the Finance Director will make the appropriate accounting entries.
Approved by: __________________________
Alex Terrazas, City Manager
Attachments:
1. Attachment 1 – Budget Amendment
2. Attachment 2 – Resolution 2022-101
3. Attachment 3 – Quotes from West Coast Sound & Light
ITEM 11
ITEM 11
RESOLUTION NO. 2022-127
AP
PROVING THE USE OF AMERICAN RESCUE PLAN ACT (ARPA)
FUNDS FOR ADDITIONAL AUDIO-VISUAL UPGRADES TO THE
COUNCIL CHAMBERS AND AUTHORIZING A BUDGET AMENDMENT
T
HE CITY COUNCIL
City of Ceres
W
HEREAS, on March 14, 2022, Council approved Resolution 2022- 15, the expenditure plan for the first installment of ARPA funds; and W
HEREAS, within that plan a total of $190,000.00 was allocated to the City Clerk’s Office to perform a number of items; and
W
HEREAS, the total allocated included $25,000.00 for digitization of the City’s historical mandated microfilm, $15,000.00 for audio-visual (AV) upgrades to the Council Chambers, and $150,000.00 for a (construction) remodel of the council dais; and W
HEREAS, staff determined the (construction) remodel of the Council dais was not necessary; and
W
HEREAS, on August 8, 2022 Council approved a number of Council Chamber upgrades which included monitors at the dais, push to speak notification system, speaker system with amplification, programming add-ons to wall touch panel, web based backup controls, and installation and labor; and
W
HEREAS, during public comment at the August 8, 2022 council meeting, a number of items were brought up that were not factored into the original proposed upgrades; and
W
HEREAS, staff recommends additional AV upgrades be included in the project which are installation of a designated podium microphone for citizen communication and public comment, installation of dais speakers, and installation of two television monitors designated for the audience; and
W
HEREAS, the additional AV upgrades will cost $15,349.54 which includes a 10% contingency ($1,395.00) to ensure there are extra funds in the event equipment cost increases and brings the total cost for AV upgrades to the Council Chambers to $62,476.77; and
W
HEREAS, staff is requesting the cost of the additional AV upgrades be used from the Council dais construction remodel which was approved as a part of the first round of ARPA funds; and
ITEM 11
WHEREAS, staff is requesting a budget amendment in the amount of $15,349.54 be made, moving the funds from CARES A ct – Capital Projects ( 219.95.800500) to CARES Act – Communication Equipment (219.63.051500); and WHEREAS, the work will be sole sourced to West Coast Sound and Light.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Ceres does hereby ap prove the use of Americ an Rescue Plan Act (ARPA) funds for additional audio-visual upgrades to the Council Chambers and authorizes a budget amendment.
BE I T F URTHER RESOLVED the C ity o f C eres F inance D irector i s h ereby authorized and directed to record the appropriate accounting entries.
PASSED AND ADOPTED by the Ceres City Council at a regular meeting thereof held on the 26th day of September 2022, by the following vote:
Councilmembers:
Councilmembers:
Councilmembers:
Councilmembers:
___
_____________________________
Javier Lopez, Mayor
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
___
______________________________
Fallon Martin, City Clerk
ITEM 11
Attachment 1
Budget Amendment No.
Fiscal Year 2022 - 2023
Reference Resolution No. 2022-127, dated September 26, 2022 authorizing appropriations for the Additional Audio-Visual Upgrades to the Council Chambers as follows:
Appropriations:
Fund Name Fund
No.
Dept.
No.
Object
No.
Appropriation
Amount
ARPA Fund 219 63 051500 $15,349.54
ARPA Fund 219 95 800500 ($15,349.54)
Requested Appropriation $15,349.54
2022 - 2023 Current Appropriation $47,127.23
Total Appropriation $62,476.77
Estimated Revenues:
Fund Name Fund
No.
Type
No.
Object
No.
Estimated
Revenue Amt.
Total Estimated Revenue
2022 - 2023 Current Estimated Revenue
Total Estimated Revenue
Fiscal Impact:
ITEM 11
ITEM 11
ITEM 11
ITEM 11
ITEM 11
ITEM 11
Date 9/5/2022
Quote # 3150
Bill To:
City of Ceres
ACCOUNTS PAYABLE
2220 Magnolia St.
Ceres, CA 95307-3216
The WCSL Corporation dba West Coast Sound & Light
19740 Grace Way
Sonora, CA 95370
Project
Price good for 30 days
Approved by:
Phone #
209-522-4896
Fax #
209-297-4622
E-mail
[email protected]
Web Site
www.wcslonline.com
Total
Subtotal
Sales Tax (8.375%)Please review this Quote.
Feel free to contact us if you have any questions.
This is a Quote only and is valid for 30 days.
To confirm, sign at bottom and email to [email protected]. or Fax to 209-297-4622.
Item
Description Qty
Wireless podium mic quote
-This is to add a wireless podium mic to one of the 2 existing wireless systems. This will allow you to use the current handheld or the podium mic. You will not be getting an additional channel. If this is done with the current approved quotes, then there will not be any additional labor.
ULXD8=-G50 Shure Wireless gooseneck microphone base for ULXD and QLXD. Includes AA Alkaline Batteries
1 _____________________________________
$838.82
$774.00
$64.82
ITEM 11
Date 9/5/2022
Quote # 3151
Bill To:
City of Ceres
ACCOUNTS PAYABLE
2220 Magnolia St.
Ceres, CA 95307-3216
The WCSL Corporation dba West Coast Sound & Light
19740 Grace Way
Sonora, CA 95370
Project
Approved by:
Phone #
209-522-4896
Fax #
209-297-4622
E-mail
[email protected]
Web Site
www.wcslonline.com
Total
Subtotal
Sales Tax (8.375%)Please review this Quote.
Feel free to contact us if you have any questions.
This is a Quote only and is valid for 30 days.
To confirm, sign at bottom and email to [email protected]. or Fax to 209-297-4622.
Item
Description Qty
Parts to complete Dias speaker add-on
60-1308-02 SpeedMount Pair of Two-Way Surface Mount Speakers with 6.5" Woofer 2 60-1761-02 Extron XPA U 1002-70VTwo Channel Amp, 100 wa©s at 70 volts 1 16-2C-BLK Liberty Black Commercial grade general purpose 16 AWG 2 conductor cable 1 70-978-03 Extron SMK P SM 26/28Pivot Mount for SM 26 and SM 28, Pair - White 2 Labor Labor to install 1
_____________________________________
$5,605.41
$5,357.70
$247.71
ITEM 11
Date 9/5/2022
Quote # 3152
Bill To:
City of Ceres
ACCOUNTS PAYABLE
2220 Magnolia St.
Ceres, CA 95307-3216
The WCSL Corporation dba West Coast Sound & Light
19740 Grace Way
Sonora, CA 95370
Project
Approved by:
Phone #
209-522-4896
Fax #
209-297-4622
E-mail
[email protected]
Web Site
www.wcslonline.com
Total
Subtotal
Sales Tax (8.375%)Please review this Quote.
Feel free to contact us if you have any questions.
This is a Quote only and is valid for 30 days.
To confirm, sign at bottom and email to [email protected]. or Fax to 209-297-4622.
Item
Description Qty
Additional public TV add-on. Client to provide 2 TVs up to 80" in size. We will provide mounts, wiring infrastructure, and programming. Price is if we do this project with the rest of the project.
-Backing for TV mounts may need to be added. Power for TVs will need to be added.
MPA-XHD86U Mustang MPA-XHD86U Mustang Professional Full Motion Articulating Mount 2 60-1481-01 Extron DA4 HD 4K, 4 Output 1
Parts-COG 1 x 100' HDMI cable
1 x 150' HDMI cable
1 Labor Labor to install 1
_____________________________________
$4,022.31
$3,804.21
$218.10
ITEM 11
9/19/22, 10:14 AM Samsung 75" Class - Q7 Series - 4K UHD QLED LCD TV - Allstate 3-Year Protection Plan Bundle Included for 5 Years of Total Coverage* | Costco https://www.costco.com/samsung-75"-class---q7-series---4k-uhd-qled-lcd-tv---allstate-3-year-protection-plan-bundle-included-for-5-years-of-total-coverage*.product.100754556.html 1/8 My Warehouse
Open until 8:30 PM
Delivery Location
Turlock 95307
Lists / Reorder
Home / Electronics / TVs / 75 in & Above TVs
+5
Delivery Only (set up and installation NOT included)
Setup is available for $30.00
Price valid through 10/2/22
While supplies last.
Features:
Motion Rate 240
Quantum Processor 4K
Motion Xcelerator Turbo+
100% Color Volume with Quantum Dots
Quantum HDR
Quick Ship
Samsung 75" Class - Q7 Series - 4K
UHD QLED LCD TV - Allstate 3-Year
Protection Plan Bundle Included for 5
Years of Total Coverage*
Item 9875700 Model QN75Q7DAAFXZA
4.6 (2083) Write a review
Your Price 1,599.99$
Share Print
Delivery
Same-Day Delivery
Prices and Availability Will Vary
Earliest Delivery Thursday,
September 22
Delivery ZIP Code: 95307
Change
Your delivery date is not
secured until you complete
your order. Dates may change
based on delivery address,
availability and if multiple items
are shipped.
1
Add to Cart
Shop Same-Day Now
Add to List
Compare Product
Product Details Specifications Manuals & Guides Warranty & Services Shipping & Returns Reviews Product Details
Not sure where to start? Explore all Samsung QLED TVs
Limit 3 per member.
$100 BUNDLE SAVINGS WITH PURCHASE OF SAMSUNG QLED TV AND ALLSTATE PROTECTION PLAN BUNDLE. Purchase 3 Year Allstate Protection Plan Bundle ($99.99) and QLED TV, Receive $100 Off Total Purchase. Protection Plan Bundle will automatically be added to cart. *Year 1 & 2 - Manufacturer warranty and Costco Concierge. Allstate enrollment provides additional coverage for Years 3, 4 and 5.
For more information about this product or warranty issues, please call 1-800-SAMSUNG (1-800-726-7864) M- Members also bought
$1,999.99
Price valid through 9/20/22
Samsung 85" Class - Q7
Series - 4K UHD QLED
Feedback
ITEM 11
9/19/22, 10:14 AM Samsung 75" Class - Q7 Series - 4K UHD QLED LCD TV - Allstate 3-Year Protection Plan Bundle Included for 5 Years of Total Coverage* | Costco https://www.costco.com/samsung-75"-class---q7-series---4k-uhd-qled-lcd-tv---allstate-3-year-protection-plan-bundle-included-for-5-years-of-total-coverage*.product.100754556.html 2/8 F: 8am-Midnight (EST), Sat-Sun: 9am-11pm (EST).
View More
Specifications
Brand Samsung
Compatible with Alexa
Compatible with Google Assistant
Compatible with SmartThings
Connectivity Bluetooth
Connectivity Wi-Fi Enabled
Dimensions (with stand) 13.3 in. x 40.4 in. x 66 in.
Dimensions (without stand) 1 in. x 37.8 in. x 66 in.
Display Type QLED
Features Smart
High Dynamic Range (HDR) HDR 10 Plus
High Dynamic Range (HDR) Quantum HDR
Inputs - HDMI 1 HDMI 2.1
Inputs - HDMI 2 HDMI 2.1
Inputs - HDMI 3 HDMI 2.1
Inputs - HDMI 4 HDMI 2.1
Model QN75Q7DAAFXZA
Motion Technology Motion Xcelerator Turbo+
Native Refresh Rate 120Hz
Number of Digital Optical
Audio Inputs
1 Number of HDMI Inputs 4
Number of USB Ports 2
Resolution 3840 x 2160
Screen Size Class 75 in.
Screen Type Flat
Smart TV Platform Samsung Tizen
Speaker Output 20 W
VESA Mounting Standard 400x400
Warranty Coverage 5 Years
LCD TV - Allstate 3-Year
Protection Plan Bundle
Included for 5 years of total
coverage*
(0)
$1,099.99
Samsung 75" Class -
Q60BD Series - 4K UHD
QLED LCD TV - Allstate 3-
Year Protection Plan Bundle
Included for 5 years of total
coverage*
(280)
$2,399.99
Price valid through 10/2/22
Samsung 85" Class -
Q80BD Series - 4K UHD
QLED LCD TV - Allstate 3-
Year Protection Plan Bundle
Included for 5 years of total
coverage*
(152)
Feedback
ITEM 11
9/19/22, 10:14 AM Samsung 75" Class - Q7 Series - 4K UHD QLED LCD TV - Allstate 3-Year Protection Plan Bundle Included for 5 Years of Total Coverage* | Costco https://www.costco.com/samsung-75"-class---q7-series---4k-uhd-qled-lcd-tv---allstate-3-year-protection-plan-bundle-included-for-5-years-of-total-coverage*.product.100754556.html 3/8 Weight - with Stand 73.6 lb.
Weight - without Stand 70.8 lb.
Wireless Standard 802.11ac
View More
Manuals & Guides
PDF Spec Sheet
Warranty & Services
2nd Year Warranty
Free Technical Support
90 Day Return Policy
Learn About Costco Concierge Services
Shipping & Returns
Delivery, in a box, to the room of choice. It does NOT include set up, installation, or package removal. *Our delivery coverage is within 50-miles of a Costco Wholesale warehouse and includes Alaska, Hawaii and Puerto Rico. (Some exceptions apply). Orders shipped to Alaska, Hawaii or Puerto Rico will have an additional shipping and handling charge calculated and applied at checkout. To confirm availability in your area, enter the delivery zip code at the top of the item page.
Setup is available for an additional fee and includes:
Packaging removal.
TV is attached to the base provided, then connected to power and one video source.
Basic Setup does NOT include: wall mounting, connection to a home theater, or concealing of wiring.
If you are shipping this item to the State of California, a California Electronic Waste Recycling fee will apply to your order at checkout.
Purchasers in Washington may obtain information about recycling TVs, monitors, and desktop and laptop computers by visiting www.ecyclewashington.org.
Costco.com products can be returned to any of our more than 800 Costco warehouses worldwide.
SHOP CONFIDENTLY
We are committed to offering the best value to our members, with a risk-free 100% satisfaction guarantee on both your membership and merchandise. If you have questions about your membership or products you've purchased at Costco, please visit the membership counter at your local Costco or Contact Customer Service.
Costco will accept returns within 90 days (from the date the member receives the merchandise) for this product.
View Costco's Return Policy
For manufacturer warranty information, please contact us.
Costco Concierge Services | Technical Support
Free technical support exclusive to Costco members for select electronics and consumer goods.
How To Return Costco.com Orders
View More
Feedback
ITEM 11
9/19/22, 10:14 AM Samsung 75" Class - Q7 Series - 4K UHD QLED LCD TV - Allstate 3-Year Protection Plan Bundle Included for 5 Years of Total Coverage* | Costco https://www.costco.com/samsung-75"-class---q7-series---4k-uhd-qled-lcd-tv---allstate-3-year-protection-plan-bundle-included-for-5-years-of-total-coverage*.product.100754556.html 4/8 Reviews
Write a review
Good TV with excellent picture and not bad sound from only TV speakers. Unique solar remote that is … Show Full Review 390 of 544 people found this helpful
Bought this a week ago. TV turned on and connected to WiFi but would not connect to any of 5 differ… Show Full Review 89 of 107 people found this helpful
Reviews
Most Helpful Favorable Review
See more 4 and 5 star reviews
Most Helpful Critical Review
See more 1, 2, and 3 star reviews
The main reason for 1 star is because of the AWFUL User experience in the main menu. Samsung forces 'sponsored content' down your throat in the MAIN MENU. I worked with Samsung Tech support. No help. I finally researched on the web different domains I had to block on my router in order to block these horrible advertisements. Can you imagine buying a Samsung dishwasher and being forced to 2083 Reviews☆☆☆☆☆☆☆☆☆☆ 4.6
Search topics and reviewsSearch topics and reviews ϙ
Rating Snapshot
Select a row below to filter reviews.
5★ 1619
4★ 271
3★ 105
2★ 30
1★ 58
Average Customer Ratings
Overall 4.6★★★★★★★★★★
· a year ago
Good TV, Buy Elsewhere
Verified Purchaser*★★★★★★★★★
Bugged by Costco
· a year ago
Disappointing TV and service
Verified Purchaser*★★★★★★★★
markfrom
? ≡1–8 of 2083 Reviews Sort by: Most Relevant ▼
· 10 months ago
This is NOT a beautiful television
★★★★★★ Allyofreason
Feedback
ITEM 11
9/19/22, 10:14 AM Samsung 75" Class - Q7 Series - 4K UHD QLED LCD TV - Allstate 3-Year Protection Plan Bundle Included for 5 Years of Total Coverage* | Costco https://www.costco.com/samsung-75"-class---q7-series---4k-uhd-qled-lcd-tv---allstate-3-year-protection-plan-bundle-included-for-5-years-of-total-coverage*.product.100754556.html 5/8 look at ads while you select items on the MENU? This very bad experience took hours of my life to find a hack. I would have returned it if I couldn't have figured this work around out. If you can find a smart tv with no banner ads or sponsored content, I recommend finding another brand.
Recommends this product ✘ No
Helpful?
Yes · 56 No · 8 Report
I bought this TV two months ago and I’m happy with the picture quality. Brighter than my 10 year old Samsung TV and the color is much more accurate. I know the sound quality won’t be great so I bought a compatible soundbar. The Tizen operating system is responsive except when it loses its network connection whenever I first power on the TV. I had to unplug the power cord and plug it again to get the TV to connect to my home network again which became cumbersome for me. I found a way to fix this issue by setting the TV”s IP address to static and changing the DNS address. I don’t think a lot of folks would have the technical know how to do this hence the reason for the 4 stars.
Recommends this product ✔ Yes
Originally posted on
Samsung 65" Class - Q7 Series - 4K UHD QLED LCD TV - Allstate 3-Year Protection Plan Bundle Included for 5 years of total coverage*
Helpful? Yes · 11 No · 0 Report
Picture quality is good. I have been unhappy with the automated excessively sound by the automated woman's voice that is present when you turn on the TV. Furthermore, the voice is not only loud but she does not speak clearly. Also, when you turn off the TV a loud signal indicates that the TV is closing down. I have gone to settings, but cannot find how to disable these loud, annoying sounds. This could be a serious issue if someone nearby were sleeping. Furthermore, I have found connecting to the internet for browsing has thus far been unsuccessful. My final assessment is that this TV is not particularly user friendly.
Recommends this product ✔ Yes
Originally posted on
Samsung 65" Class - Q7 Series - 4K UHD QLED LCD TV - Allstate 3-Year Protection Plan Bundle Included for 5 years of total coverage*
Helpful? Yes · 35 No · 9 Report
This is still an LED backlit TV. That being said, it has noticeable backlight bleed. At this screen size it could be worse and I was able to "massage out" some of the bleed, still, it could be better. Colors are popping, I like it. The remote is much better than my 5yr old 60" Samsung had (no batteries, charges on solar, how cool is that). Much heavier than expected, it is definitely a 2 people job to mount it. I was afraid of the ads but I barely use any of the smarter features, the built in apps for Netflix, HBO etc can be reached without extending the TVs built in interface. In any case, if you don't like the ads, search reddit for how to block Samsung ad pages in your router.
Recommends this product ✔ Yes
Helpful?
Yes · 12 No · 1 Report
· 8 months ago Verified Purchaser*★★★★★★★★★ CostcoMan
· a year ago
A few issues need addressing.
Verified Purchaser*★★★★★★★★★ llittleredhen
· a year ago
Great but not perfect
Verified Purchaser*★★★★★★★★★ Zsolt
Feedback
ITEM 11
9/19/22, 10:14 AM Samsung 75" Class - Q7 Series - 4K UHD QLED LCD TV - Allstate 3-Year Protection Plan Bundle Included for 5 Years of Total Coverage* | Costco https://www.costco.com/samsung-75"-class---q7-series---4k-uhd-qled-lcd-tv---allstate-3-year-protection-plan-bundle-included-for-5-years-of-total-coverage*.product.100754556.html 6/8 Purchased online, as not in warehouses. Wanted a larger screen with excellent quality. I got it. I had a 52", and the 65" has great colors and very responsive. I wanted a refresh rate of 120 over the 60 that I had. Remote control is easy to use and requires no batteries.
Recharges with solar cells. works much like a Roku I was using. I have two other Samsungs and love the brand. Can't say much about the Allstate insurance yet. I bought it over a month ago and no one has called or written me about how to register for the coverage. Don't buy it if you want the coverage. I'll likely never get any use from it. It's an "insurance" tease, as far as I'm concerned.
Recommends this product ✔ Yes
Originally posted on Samsung 65" Class - Q7 Series - 4K UHD QLED LCD TV - Allstate 3-Year Protection Plan Bundle Included for 5 years of total coverage*
Helpful? Yes · 24 No · 8 Report
2 issues with this TV. Both are known issues and impossible to fix with settings.
One is it has an auto darkening "feature" that you can't turn off. So every time a dark scene comes on you can see it visibly darken.
Happens all the time with title cards. This is a known issue with Samsung TVs. I have an older Samsung that does the same thing but it's pretty mild so I don't mind it. This one goes to the extreme.
Second is related. The HDR performance is awful. Again, it takes dark scenes and makes them even darker, to the point of not even being able to see what's on the screen.
Recommends this product ✘ No
Originally posted on Samsung 55" Class - Q7 Series - 4K UHD QLED LCD TV - Allstate 3-Year Protection Plan Bundle Included for 5 years of total coverage*
Helpful? Yes · 16 No · 1 Report
From the first day I setup the TV is started turning off my it's self. Some times every once in a while and sometimes many times an hour.
Returned it for a different brand. This is an issue with Samsung's power supple card that they've had problems with before. I had this an a Samsung Plasma TV I bought years ago. Samsung replaced it under warranty with the same flawed power board that then failed again in a couple of years and I had to replace and then again it failed untill I got it rebuilt by a place that knew how to fix the problem with the Samsung card.
Recommends this product ✘ No
Originally posted on Samsung 85" Class - Q7 Series - 4K UHD QLED LCD TV - Allstate 3-Year Protection Plan Bundle Included for 5 years of total coverage*
Helpful? Yes · 14 No · 2 Report
· a year ago
TV Review, but NOT the Insurance
Verified Purchaser*★★★★★★★★★ Martha
· 10 months ago
Impossible to watch dark scenes
Verified Purchaser*★★★★★★★★★ Gibscreen
· 9 months ago
Disappointed, Samsung is still having issues!!!!!!
Verified Purchaser*★★★★★★ CTW had hope
· 4 months ago
1 month old - power ON and OFF randomly
Verified Purchaser*★★★★★★ imceo
Feedback
ITEM 11
9/19/22, 10:14 AM Samsung 75" Class - Q7 Series - 4K UHD QLED LCD TV - Allstate 3-Year Protection Plan Bundle Included for 5 Years of Total Coverage* | Costco https://www.costco.com/samsung-75"-class---q7-series---4k-uhd-qled-lcd-tv---allstate-3-year-protection-plan-bundle-included-for-5-years-of-total-coverage*.product.100754556.html 7/8 My daughter has this model before, and it works great. I bought it and mounted to the wall, it is pretty good. After 1 week, everything went great, so I decide to threw the "TV Stand" away. BAD things happened, I watched the disney channel in the middle, and the screen went black. Followed the web suggestion - unplug and plug back. It is no luck. The SMART TV is so SMART - ON and OFF randomly!! This morning happened again, 10 hours passed, the screen does not come back any more. If I can return to COSTCO without the TV Stand, I will do that.
Recommends this product ✘ No
Helpful? Yes · 12 No · 1 Report
1–8 of 2083 Reviews ◄ ►
View More
Sponsored Products
(68)
$1,199.99
Price valid through 10/16/22
LG 75" Class - QNED80 Series -
4K UHD QNED TV - Allstate 3-
Year Protection Plan Bundle…
(3576)
Member Only Item
$60 OFF
Google Nest Learning Thermostat
with Nest Temperature Sensor
(1)
$2,799.99
Price valid through 10/16/22
Hisense 100" - L5G Series - Short
Throw Projector with ALR Screen
(0)
$1,079.99
Purchase Qualifies for a $100 Costco
Shop Card.*
Hisense 75" Class - U75H Series
- 4K UHD ULED LCD TV
$3,29
Price va
Hisens
Short T
with AL
Similar Products
(152)
$1,799.99
Price valid through 10/2/22
Samsung 75" Class - Q80BD
Series - 4K UHD QLED LCD TV -
Allstate 3-Year Protection Plan… (2706)
$1,099.99
Samsung 75" Class - Q6 Series -
4K UHD QLED LCD TV - Allstate
3-Year Protection Plan Bundle…
(0)
$1,999.99
Price valid through 9/20/22
Samsung 85" Class - Q7 Series -
4K UHD QLED LCD TV - Allstate
3-Year Protection Plan Bundle… (280)
$1,099.99
Samsung 75" Class - Q60BD
Series - 4K UHD QLED LCD TV -
Allstate 3-Year Protection Plan…
$3,49
Price v
Samsu
Series
Allstat
Feedback
ITEM 11
9/19/22, 10:14 AM Samsung 75" Class - Q7 Series - 4K UHD QLED LCD TV - Allstate 3-Year Protection Plan Bundle Included for 5 Years of Total Coverage* | Costco https://www.costco.com/samsung-75"-class---q7-series---4k-uhd-qled-lcd-tv---allstate-3-year-protection-plan-bundle-included-for-5-years-of-total-coverage*.product.100754556.html 8/8 Feedback
ITEM 11
ITEM 11
COUNCIL AGENDA REPORT
CITY COUNCIL
Javier Lopez, Mayor
James Casey, Dist.1
Vacant, Dist. 2
Bret Silveira, Dist. 3
Mike Kline, Dist. 4
MEETING DATE: September 26, 2022
TO: Mayor and City Council
FROM: Alex Terrazas, City Manager
CONTACT: Christopher Hoem, Community Development Director [email protected], (209) 538-5778
SUBJECT:
Resolution No. 2022-128, Authorizing the City Manager to Enter into a Professional Services Contract with Wood Rodgers, Inc. to Perform Professional Planning Services Related to the Preparation of the Copper Trails Master Plan I ncluding the C reation of an Environmental Impact Report in C ompliance with the Califor nia Environmental Quality Act
RECOMMENDED COUNCIL ACTION:
Staff recommends the City Council authorize the City Manager to enter into a Professional Services Contract with Wood Rodgers, Inc. per the attached resolution for the preparation of the Copper Trails Master Plan including the creation of an Environmental Impact Report (EIR) in compliance with the California Environmental Quality Act.
I. BACKG
ROUND:
The project proponents, Stewart S. Fahmy and Nav Athwal have contacted staff and wish to initiate the Specific Plan, EIR and potential annexation of the Copper Trails Master Plan area, to the City of Ceres.
As a point of reference, the Copper Trails Master Plan area consists of approximately 534.6 acres and will require the completion of a Master Plan and EIR and related documents .
The proposed project area is bordered by E. Service Road to the north, the Union Pacific Railroad, Highway 99, and Mitchell Road to the east, T.I.D Lower Lateral No. 2 to the south, and Blaker Road to the west. Central Avenue and Moffett Road run north and south through the project, and E. Redwood Road runs east and west through the project. In addition, within the proposed project boundary area are the existing Central Valley High School, Hanline Elementary School, and Hidahl Elementary School, along with existing uses of rural homes, row crops and farmland.
Request for Proposals
ITEM 12
The City of Ceres issued a Request for Proposals (RFP), in May 2022 for the preparation of the Copper Trails Specific Plan and EIR. The proposals were sent to 20 qualified consulting firms. After receiving no responses, the City sent a new RFP to an expanded list of 34 qualified consulting firms on June 6, 2022. On July 15, t he closing date of the RFP, one proposal was received, from Wood Rodgers, Inc . Staff followed the municipal code regulations for this RFP process, as outlined in 4.07.010.
II. RE ASONS FOR RECOMMENDATIO N:
The proposed attached resolution, pending City Council approval, awards the Professional Services Agreement to Wood Rodgers, Inc. and the associated Copper Trails Master Plan and EIR will begin immediately upon execution of the a greement. Wood Rodgers, Inc.’s proposal and contract anticipat e th e process will take approximately 15.5 months to complete. Vance Jones will be the Project Manager for this project. Wood Rodgers , Inc. was the firm that completed the West Landing Specific Plan and EIR, which were adopted by the City Council in 2011. The West Landing Specific Plan area was successfully annexed into the City on June 4, 2012.
The City has negotiated and plans to execute an agreement for Professional Consultant Services with Wood Rodgers, Inc. for the preparation of the Copper Trails Master Plan and related documents. The approximate cost of the services to be performed by Wood Rodgers, Inc. is estimated at $497,620.00. As explained below, this cost will be paid through the City by the project proponents.
General Plan Consistency
Ceres General Plan Policy 1.5.B. requires that annexation to the City shall be approved only after City approval of an appropriate area wide plan (e.g., master plan or specific plan).
The plan will address land use, circulation, housing, infrastructure, and public facilities and services based on the annexation policy included as Appendix A of this Policy Document.
Pursuant to this General Plan Policy, the project proponents wish to initiate the annexation process and staff has secured the necessary firm to complete the master plan and EIR for that to be achieved.
Future Annexation
If and when the City adopts the EIR and approves the Copper Trails Master Plan, then the next step would be to process an annexation for the land within the Master Plan area and an area north of Service Road to avoid creating an unincorporated County pocket. The annexation process would begin approximately two years from the start of the proposed contract. At the future time, t he City would submit an annexation application to the Local Area Formation Commission (LAFCO) for their process and review. A public annexation hearing would be held to decide on the annexation request. Upon approval by LAFCO, the area would be annexed into the city limits of the City of Ceres and the future permitting for land use and construction would be within the City’s j urisdiction. Please see attached Annexation Map.
III. F
ISCAL IMPACTS :
ITEM 12
The project proponents are funding this planning effort. The proponents have already paid the necessary application processing fees and will be required to make timely deposits to the City of Ceres for reimbursement of invoices received from Wood Rodgers, Inc. for this project. The overall project cost is $497,620.00 and the project proponents are responsible for this cost. This process is similar to that used for the Whitmore Ranch Specific Plan, which was approved by the City in 2018.
IV. E
XISTING POLICY / RELATIONSHIP TO STRATEGIC PLAN :
The Copper Trails Master Pl an would support a goal within the Strategic Plan regarding Planning for the Future. That goal says: “ Ensure the City has plans and policies in place to attract and create desirable development, maintain and improve neighborhoods and annex land to achieve a livable community and support a strong economy”.
V. P
OLICY ALTERNATIVES :
The Council could elect not to move forward with a contract with Wood Rodgers , Inc. to complete the Copper Trails Master Plan and EIR.
VI. I NTERDEPARTMENTAL COORDINATION:
N/A
VII. P UBLIC PARTICIPATION:
N/A
VIII
. ENVIRONMENTAL REVIEW:
The negotiation or entering into a contract does not fall under the description of a “Project” under the California Environmental Quality Act (CEQA); therefore, this action is not subject to environmental review.
IX.
STEPS FOLLOWING APPROVAL:
Upon approval, staff will have Wood Rodgers, Inc. sign and return two copies of the Professional Services Contract, then work on the Copper Trails Master Plan and EIR will commence. In addition, staff will send the initial $100,000.00 invoice to the project proponents.
Approved by: _____________________________
Alex Terrazas, City Manager
Attachments:
1) Resolution
2) Professional Services Contract
3) Exhibit E – Proposed Land Use
ITEM 12
4) Revised Scope of Work & Schedule
5) Revised Budget
6) Annexation Map
ITEM 12
RESOLUTION NO. 2022-128
AUTHORIZING THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES CONTRACT WITH WOOD RODGERS, INC. TO PERFORM
PROFESSIONAL PLANNING SERVICES RELATED TO THE PREPARATION
OF THE COPPER TRAILS MASTER PLAN INCLUDING THE CREATION OF
AN ENVIRONMENTAL IMPACT REPORT IN COMPLIANCE WITH THE
CALIFORNIA ENVIRONMENTAL QUALITY ACT
THE CITY COUNCIL
City of Ceres
WHEREAS, project proponents Stewart S. Fahmy and Nav Athwal have filed the necessary applications with the City of Ceres for the annexation, Environmental Impact Report (EIR) and associated master plan and desire to proceed with the aforementioned project applications; and
WHEREAS, Request for Proposals for a Master Plan, EIR and Annexation project were disseminated and a process for selection undertaken; and
WHEREAS, based on the proposal received and vetted by staff , Wood Rodgers, Inc.. has the necessary qualifications and demonstrated expertise to assist the City in the preparation of these documents; and
WHEREAS, staff has developed an a greement for a Professional Services Contract agreeable to both the City of Ceres and Wood Rodgers Inc., which Agreement is on file in the office of the City Clerk; and
WHEREAS, Wood Rodgers Inc. has submitted a schedule of 1 5.5 months to complete this project at a cost of $497,620 .00, which is the s ole responsibility of the project proponents.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Ceres does hereby authorize the City Manager to enter into a Professional Services Contract with Wood Rodgers , Inc. to perform professional planning services related to the preparation of the Copper Trails Master Plan including the creation of an Environmental Impact Report in compliance with the California Environmental Quality Act.
PASSED AND ADOPTED by the Ceres City Council at a regular meeting thereof held on the 26
th day of September 2022, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
ITEM 12
_____________________________
Javier Lopez, Mayor
ATTEST:
_____________________________
Fallon Martin, City Clerk
ITEM 12
-1-
AGREEMENT
FOR
PROFESSIONAL
CONSULTANT SERVICES
THIS AGREEMENT is made and entered into in the CITY of Ceres, State of California, by and between the CITY OF CERES, a municipal corporation of the State of California, hereinafter referred to as "CITY", and Wood Rodgers, Inc., hereinafter referred to as "CONSULTANT".
NOW, THEREFORE, in consideration of this Agreement, and the mutual promises, covenants, and stipulations hereinafter contained, the parties agree as follows:
1. SCOPE OF SERVICES, BUDGET & SCHEDULE
In compliance with all terms and conditions of this Agreement, the CONSULTANT shall provide those services specified in the “Scope of Services, Budget & Schedule” attached hereto as Exhibit “A” and incorporated herein by this ref erence, which services may be referred to herein as the “services” or “work” hereunder. As a material inducement to the CITY entering into this Agreement, CONSULTANT represents that it is a provider of work and services consistent with the standards of care, diligence and skill ordinarily exercised by professional consultants in similar circumstances in accordance with sound professional practices and that CONSULTANT is experienced in performing the work and services contemplated herein. CONSULTANT covenants that it will follow professional standards in performing the work and services required hereunder and that all work product will be of good quality.
2. COMPLIANCE WITH LAW
All services rendered hereunder shall be provided in accordance wi th all applicable ordinances, resolutions, statutes, rules, and regulations of the CITY and any Federal, State, or local governmental agency having jurisdiction in effect at the time service is rendered.
3. LICENSES, PERMITS, FEES, & ASSESSMENTS
CONSULTANT shall obtain at it s sole cost and expense such licenses, permits, and approvals as may be required by law for the performance of the services required by this Agreement. CONSULTANT shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the CONSULTANT’S performance of the services required by this Agreement, and shall indemnify, defend and hold harmless CITY against any such fees, ITEM 12
-2-
assessments, taxes, pe nalties, or interest levied, assessed, or imposed against CITY hereunder.
4. FAMILIARITY WITH WORK
By executing this Agreement, CONSULTANT warrants that CONSULTANT: (a) has thoroughly investigated and considered the scope of serv ices to be performed; (b) has carefully considered how the services should be performed; and, (c) understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement. If services involve work upon any site, CONSULTANT warrants that CONSULTANT has or will investigate the site and is or will be acquainted with the conditions there existing to the extent identifiable by visual examination, prior to commencement of services hereunder. Should the CONSULTANT discover any lat ent or unknown co nditions which will materially affect the performance of the services hereunder, CONSULTANT shall immediately inform the CITY of such fact and shall not proceed except at CONSULTANT’S risk until written instructions are received from the Contract Officer.
5. FURTHER RESPONSIBILITIES OF PARTIES
Both parties agree to use reasonable care and diligence to perform their respective obligations under this Agreement. Both parties agree to act in good faith to execute all instruments, prepare all documents, and take all actions as may be reasonably necessary to carry out the purposes of this Agreement. Unless hereafter specified, neither party shall be responsible for the service of the other.
6. ADDITIONAL SERVICES
CITY shall have the right at any t ime during t he performance of the services, without invalidating this Agreement, to order extra work or make changes by altering, adding to or deducting from said work. No such extra work may be undertaken unless a written order is first given by the Contract Officer to the CONSULTANT, incorporating therein any adjustment in (i) the Contract Sum, and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written approval of the CONSULTANT
. Any change in compensation of five
percent (5%) or less of the Contract Sum, may be approved by the Contract Officer. Any gr
eater change, taken either separately or cumulatively must be approved by the CITY Council.
It is expressly understood by CONSULTANT that the provisions of this section shall not apply to services specifically set forth in the Scope of Services or reasonably contemplated therein.
ITEM 12
-3-
7. TERM OF AGREEMENT
This Agreement shall be effective upon execution by both parties and will continue in effect until CITY'S acceptance of and payment for all services authorized by CITY and performed by CONSULTANT, unless terminated earlier in accordance with the provisions of the termination clause in this Agreement. In no event shall the term of this Agreement exceed two years, unless extended by an agreement in writing between the parties.
8. COMMENCEMENT OF WORK
CONSULTANT shall not undertake any work or incur any costs whatsoever under the terms of this Agreement except upon the prior receipt of a fully executed Purchase Order from the Ceres Depar tment of Finance. Any costs incurred by CONSULTANT prior to receipt of a purchase order shall be at CONSULTANT’S expense.
9. COMPENSATION
For the services rendered pursuant to this Agreement, the CONSULTANT shall be compensated not to exc eed amount of $497,620, unless otherwise amended per Section 6 .
CONSULTANT shall submit an invoice every 30 (thirty) days for work performed.
CONSULTANT shall be paid within thirty (30) days of receipt by the CITY of a properly prepared invoice identifying the task(s) performed, the number of hours and the hourly rate.
CONSULTANT shall not be compensated for travel time or vehicle expense to and from the City of Ceres beyond what has been included in the scope of work. CONSULTANT shall not be entitled to any additional consideration, compensation, salary, wages, or other type of remuneration for services rendered under this Agreement, including consideration in the form of overtime, health insurance benefits, retirement benefits, disability retirement benefits, sick leave, vacation time, paid holidays, or other paid leaves of absence of any kind whatsoever.
10. WORK SCHEDULE, WORK HOURS, OFFICE SPACE
CONSULTANT’S obligation is to perform, in a timely manner, the services required to fulfill the CITY’S objectives of the overall work tasks described in Exhibit A. It is understood by both parties that the performance of the services may require a varied schedule, with the times for completion of various work activities to be set by CITY. The CONSULTANT shall determine the days and hours they will work from wee k-to-week and report that schedule on a regular basis to the Contract Officer. CONSULTANT is expected to perform certain work duties at the work location in the CITY and the CITY will provide CONSULTANT with the o ffice space, meeting space as necessary . Additionally, in coordination with the CITY Contract Officer, CONSULTANT may also perform work duties off-site at the CONSULTANT’S office.
ITEM 12
-4-
11. PERSONAL PERFORMANCE BY CONSULTANT
CONSULTANT has represented to CI TY that they will be personally responsible for the performance of the services referred to in this Agreement. CITY has entered into this Agreement in reliance on that representation by CONSULTANT. CONSULTANT therefore agrees that they will not during the term of this Agreement engage others to per form any of the services under this Agreement.
12. CONTRACT OFFICER
The Contract Officer for the services performed under this Agreement shall be the Director of Community Development of the City of Ceres , or such person as he may designate. It shall be the CONSULTANT’S responsibility to assure that the Contract Officer is kept informed of the progress of the performance of the services and the CONSULTANT shall refer any decisions, which must be made by CITY to the Contract Officer. Unless other wise specified herein, any approval of CITY required hereunder shall mean the approval of the Contract Officer. The Contract Officer shall have authority to sign all documents on behalf of the CITY required hereunder to carry out the terms of this Agreement.
13. PROHIBITION AGAINST SUBCONTRACTING OR ASSIGMENT
The experience, knowledge, capability, and reputation of CONSULTANT were a substantial inducement for the CITY to enter into this Agreement . Therefore, CONSULTANT shall not contract with any other en tity to perform i n w hole or in part the services required hereunder without the express written approval of the Contract Officer or as described in the attached s cope of work . In addition, neither this agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated, or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approval of CITY .
In the event of any such unapproved transfer, including any bankruptcy proceeding, this Agreement shall, at CITY ’s option, be void. No approved transfer shall release the CONSULTANT or any surety of CONSULTANT of any liability hereunder without the express consent of CITY.
14. OWNERSHIP OF DOCUMENTS/TITLE TO DATA
Ownership of Documents
Subject to receipt of payment, all rep orts, drawings, designs, graphics, working papers and other incidental work or materials furnished hereunder shall become and remain the property of CITY , and may be used by C ITY as it may require without any additional cost to CITY; provided, however, any use or reuse of such information and other documents by City except for the specific purpose for which such information was prepared, without the written ITEM 12
-5-
authorization of Con sultant shall be at City ’s sole risk . No reports shall be used by CONSULTANT for purposes other than this contract without the express prior written consent of CITY.
All materials, documents, data or information obtained from CITY data files or any CITY medium furnished to CONSULTANT in the performance of this Agreement will at all times remain the property of CITY . Such data or information may not be used or copied for direct or indirect use by CONSULTANT after termination of this Agreement without writ ten consent of CITY.
15. INTEREST OF CONTRACTOR
CONSULTANT warrants that they presently have no inter est and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required to be performed under this Agreement. CONSULTANT warrants that, in performance of this A greement, CONSULTANT shall not employ any person having any such interest. CONSULTANT agrees to file a Statement of Economic Interests with the CITY Clerk at the start and end of this contract if so required at the option of CITY.
16. REPORTS
CONSULTANT shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the services required by this Agreement as the Contract Officer shall require.
17. RECORDS
For a period of three (3) years from the date of completion of the services hereunder, CONSULTANT shall keep, and require subcontractors to keep, such books and records as shall be necessary to perform the services required by this Agreement and enable the Contract Officer to evaluate the performance of such services.
18. AMENDMENTS
Both parties to this Agreement understand that it may become desirable or necessary during the performance of this Agreement, for CITY or CONSULTANT to modify the scope of services provided for under this Agreement. Any material extension or change in t he scope of work shall be discussed with CITY and the change and cost shall be memorialized in a written amendment to the original contract prior to the performance of the additional work.
Until a change order is so executed, CITY will not be responsibl e t o pay any charges CONSULTANT may incur in performing such additional services, and CONSULTANT shall not be required to perform any such additional services.
ITEM 12
-6-
19. INDEPENDENT CONTRACTOR
All acts of CONSULTANT relating to the performance of this Agreement, shall be performed as independent contractor and not as an agent, officer, or employee of CITY .
CONSULTANT, by virtue of this Agreement, has no authority to bind or incur any obligation on behalf of CITY. CONSULTANT has no authority or responsibility to exercise any rights or power vested in CITY . No agent, officer, or employee of CITY is to be considered an employee of CONSULTANT. It is understood by both CONSULTANT and CITY that this Agreement shall not under any circumstances be c onstrued or consider ed to create an employer -employee relationship or a joint venture.
CONSULTANT at all times during the term of this Agreement, shall represent and conduct themselves as independent contractor and not as an employee of CITY.
CONSULTANT shall determine the method, details and means of performing the work and services to be provided by CONSULTANT under this Agreement. CONSULTANT shall be responsible to CITY only for the requirements and results specified in this Agreement and, except as expressly provided i n this Agreement, shall not be subjected to CITY'S control with respect to the physical action or activities of the CONSULTANT in fulfillment of this Agreement. CONSULTANT has control over the manner and means of performing the services under this Agreement. CONSULTANT is permitted to provide services to others during the same period service is provided to CITY under this Agreement.
As an independent contr actor, CONSULTANT hereby indemnifies and holds CITY harmless from any and all claims that may be m ade against CITY based upon any contention by any third party that an employer -employee relationship exists by reason of this Agreement.
20. NOTICES
Any and all notices permitted or required to be given hereunder shall be deemed duly given and effective (1) upon actual delivery, if delivery is by hand; or (2) five (5) days after delivery into the United States mail if delivery is by postage paid registered or c ertified (return receipt requested) mail. Each such notice shall be sent to the parties at the addre ss respectively indicated below or to any other address as the respective parties may designate from time to time in writing.
FOR CONSULTANT: Name:
WOOD RODGERS
Address: 2020 L Street, Suite 400
S acramento, CA 95811
ITEM 12
-7-
Attention: Paul Meuser, AICP, LEED, AP, Principle-in-Charge Phone: (925) 847-1549
FOR CITY: Name: CITY of Ceres
Address: 2220 Magnolia Street
Ceres, CA 95307
Attention: Christopher Hoem, Community Development Director Phone: (209) 538-5778
21. INSURANCE REQUIREMENTS
CONSULTANT shall provide proof of insurance which meets the requirements as specified in Exhibit “B”.
CONSULTANT is required to show proof of Worker ’s Compensation Insurance coverage.
22. TERMINATION OF AGREEMENT
Either party may terminate this Agreement by giving the other party at least fourteen (14) days notice of its intention to terminate.
Either party may terminate this Agreement immediately should the other party commit an act of dishonesty, theft or willful destruction of property of the other party.
The parties may terminate this Agreement at any time upon the mutual written agreement of the parties.
In the Event of Termination
If this Agreement is terminated pursuant to this Paragraph, CONSULTANT shall cease all work on the project as of the termination date. If CITY so requests, and at CITY 'S cost, CONSULTANT shall provide sufficient oral or written status reports to make CITY reasonably aware of the status of CONSULTANT ’S work. Further, if CITY so requests, CONSULTANT shall deliver to CITY any work products whether in draft or final form which have been produced to date.
If the Agreement is terminated pursuant to any of the subsections contained in this paragraph, CITY will pay CONSULTANT an amount based on the percentage of work completed on the termination date, this percentage shall be determined by CITY in its sole discretion
23. ENTIRE AGREEMENT
This Agreement and its exhibits contain the entire understanding between CONSULTANT and CITY. All previous proposals, offe rs and communications relative to this Agreement, whether oral or written, are hereby superseded except to the extent that they have ITEM 12
-8-
been incorporated into this Agreement. No future waiver of or exception to any of the terms, conditions, and provisions of this Agreement shall be considered valid unless specifically agreed to in writing by all the parties.
24. PARTIAL INVALIDITY
If any provision in this Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, t he remaining provisions shall nevertheless continue in full force without being impaired or invalidated in any way.
25. WAIVER
The waiver by any party to this Agreement of a breach of any provision hereof shall be in writing and shall not operate or be const rued as a waiver of any other or subsequent breach hereof unless specifically stated in writing.
26. GOVERNING LAW
This Agreement shall be construed and interpreted both as to validity and to performance of the parties in accordance with the laws or the State of California. Legal actions concerning any dispute, claim, or matter arising out of or in relation to this Agreement shall be instituted in t he Superior Court of the County of Stanislaus, State of California, or any other appropriate court in such county, and CONSULTANT covenants and agrees to submit to the personal jurisdiction of such court in the event of such action.
27. HEADINGS NOT CONTROLLING
Headings used in the Agreement are for reference purposes only and shall not be considered in construing this Agreement.
28. CITY BUSINESS LICENSE
CONSULTANT will have a CITY of Ceres business license, as required.
29. ATTORNEYS’ FEES
If either party to this Agreement is required to initiate or defend or is made a party to any action or proceeding in an y way connected with this Agreement, the prevailing party in such action or proceeding, in addition to any other relief which may be granted, whether legal or equitable, shall be entitled to reasonable attorneys’ fees. A ttorneys’ fees shall include attorneys’ fees on any appeal, and in addition a party entitled to attorneys’ fees shall be entitled to all other reasonable costs for investigating such action, taking depositions and discovery, and all other necessary costs the court allows which are incurred in such litigation. All such fees shall be deemed to have accrued on commencement of such action and shall be enforceable if such action is prosecuted to judgment.
ITEM 12
-9-
30. Neither this Agreement nor any of the Services provi ded hereunder shall constitute or provide for, and CONSULTANT shall not be considered to have rendered, any legal or financial opinion(s).
31. This Agreement shall not create any rights or benefits to parties other than CONSULTANT and CITY. No third party shall have the right to rely on CONSULTANT opinions rendered in connection with the Services without the written consent of CONSULTANT and the third party’s agreement to be bound to the same conditions and limitations as CITY.
IN WITNESS WHEREOF, the parties have execut ed this Agreement on the dates indicated below.
Dated: ______________________, 2022
Dated: ______________________, 2022
CITY OF CERES, a municipal corporation
By_______________________________
Alex Terrazas, City Manager
CONSULTANT
By_______________________________
WOOD RODGERS
APPROVED AS TO FORM
__________________________________
Nubia Goldstein, City Attorney
CONSULTANT’s Federal ID #
__________________________________
ITEM 12
-10-
EXHIBIT “A”
SCOPE OF SERVICES, BUDGET & SCHEDULE
CONSULTANT, WOOD RODGERS , under administrative dir ection from the Community Development Director, will provide services to the City of Ceres as scoped t o complete The Copper Trails Master Plan and associated EIR to satisfy the California Environmental Quality Act. Such services shall include but are not limited to the following:
SCOPE OF WORK AND SCHEDULE
See Attached
BUDGET
See Attached
ITEM 12
-11-
EXHIBIT “B”
INSURANCE REQUIREMENTS FOR CONSULTANTS
CONSULTANT shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the CONSULTANT, his/her agents, representatives, or employees.
Minimum Scope of insurance
Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 0001).
2. Insurance Services Office Form Number CA 00 01 covering Automobile Liability, Code 1 (any auto).
Minimum Limits of Insurance
CONSULTANT shall maintain limits no less than:
1. General Liability (Including operations, products and co mpleted operations as applicable.):
$1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability:
$1,000,000 per accident for bodily injury and property damage.
SPECIAL SITUATIONS/CLAIMS HANDLING PROCEDURES
Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the entity.
Other Insurance Provision
The commercial general liability and automobile liability policies are to contain, or be endors ed to contain, the following provisions:
1. The Entity, its officers, officials, employees, are to be covered as additional insured’s as respects: liability arising out of work or operations performed by or on behalf of the CONSULTANT; or automobiles owne d, leased, hired or borrowed by the ITEM 12
-12-
CONSULTANT.
2. For any claims related to this project, the CONSULTANT’S insurance coverage shall be primary insurance as respects the Entity, its officers, officials, employees. Any insurance or self-insurance maintained by the entity, its officers, officials, employees or volunteers shall be excess of the CONSULTANT’S insurance and shall not contribute with it.
3. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled, except after thirty (30) days’ prior written notice by certified mail, return receipt requested, has been given to the entity.
4. Coverage shall not extend to any indemnity coverage for the active negligence of the additional insured in any case where an agreeme nt to indemnify the additional insured would be invalid under Subdivision (b) of section 2782 of the Civil Code.
If General liability, Contractors Pollution Liability and/or Asbestos Pollution Liability and/or Errors and Omissions coverages are written on a claims-made form:
1. The retroactive date must be shown, and must be before the date of the contract or the beginning of contract work.
2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.
3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, the Contractor must purchase an extended period coverage for a minimum of five (5) years after completion of contract work.
4. A copy of the claims reporting requirements must be submitted to the entity for review.
5. If the services involve lead- based paint or asbestos identification/remediation, the Contractors Pollution Liability shall not contain lead- based paint or asbestos exclusions.
If the services involve m old identification/remediation, the Contractors Pollution Liability shall not contain a mold exclusion and the definition of “pollution” shall include micr obial matter including mold.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the Entity.
Verification of Coverage
CONSULTANT shall furnish the Entity wit h o riginal certificates and endorsements, including amendatory endorsements, effecting coverage required by this clause. The endorsements should be on forms provided by the Entity or on other than the Entity’s forms, provided those endorsements c onform to Entity requirements. All certificates and endorsements are to be received and approved by the Entity before work commences; however, failure to do so shall not operate as a waiver of these insurance policies, including endorsements effecting the coverage required by these specifications at any time.
ITEM 12
-13-
Waiver of Subrogation
CONSULTANT hereby agrees to waive subrogation under its Workers’ Compensation policy , which any insurer of contractor may acquire from vendor by virtue of the payment of any loss.
CONSULTANT agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation.
The workers’ compensation policy shall be endorsed to contain a waiver of subrogation in favo r of the entity for all work performed by the consul tant, its agents, employees, independent contractors and subcontractors.
ITEM 12
ITEM 12
EXHIBIT E - PROPOSED LAND USE FOR EACH PARCEL
ITEM 12
ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 1
PROJECT UNDERSTANDING
The Copper Trails planning area is located south of the City of Ceres and is generally bounded by E. Service Road to the north, Turlock Irrigation District Lower Lateral 2 to the south, Blaker Road to the west, and the Union Pacific Railroad, Highway 99 and Mitchell Road to the east. Exist ing uses consist of a mixture of developed, underdeveloped, and vacant parcels that generally include rural residential and agricultural uses, and the existing Central Valley High School, Hanline Elementary School, Hidahl Elementary School and student farm site. Located within the City’s Sphere of Influence, the ±535‐acre project site is identified by th e General Plan as an opportunity area to accommodate development with a mix of residential, commercial, park, and public/quasi‐public land uses.
The City of Ceres is seeking a consultant to prepare a Master Plan/Specific Plan to guide future development of the Copper Trails planning area. This effort would involve preparation of Land Use Plan, Park, Pa th, Trail and Tree Master Plan, Specific Plan, Environmental Impact Report, and Financing Plan, which collectively would establish a regulatory structure to implement a development plan. The project would also entail several related approvals, including a General Plan Amendment, Rezone/Pre‐Zone, and Annexation.
Based on our understan ding, the City has several goals and objectives for the Copper Trails planning area:
To create a comprehensive vision for development of the project area, formulated with input from City staff, property owners, community members, and other stakeholders; To expand the City’s available housing opportunities with a variety of integrated residential la nd uses and mixed housing types;
To establish a community design framework that results in an improved quality of life and a livable community;
To accommodate motorized and non‐motorized transportation modes, including a trail system that helps implement StanCOG’s Non‐Motorized Plan; and
To creat
e a comprehensive policy document (Specific Plan) with clear strategies, goals, and objectives to implement the development plan consistent with the project vision.
The Consultant Team of Wood Rodgers, Basecamp Environmental, Inc. and Economic & Planning Systems (EPS) appreciates the opportunity to assist the City with this effort. We are passionate about crea ting sustainable, livable, and buildable communities, and our deep experience preparing and implementing Specific Plans reflects this. Our Scope of Work outlines an approach to work with City staff and stakeholders to evaluate the project site, develop a preferred land use plan, and prepare a Specific Plan, Environme ntal Impact Report, and Financing Plan. We are confident that our expertise will enable both the City and property owners to realize their long‐term goals for the Copper Trails planning area.
ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 2
SCOPE OF WORK
This Scope of Work includes the following assumptions:
That the project design (land use plan, roadway alignments, etc.) will be finalized prior to initiating Specific Plan preparation. If, while Specific Plan preparation is underway, the project is modified in a manner that affects previously prepared text, graphics, or exhibits, a bu dget adjustment may be needed to complete the Scope of Work.
That a Preliminary Land Use Plan for the project area has previously been prepared by others and will form the basis for the final Land Use Plan to be reflected in the Specific Plan and evaluated in the EIR. That all engineering efforts will be pr
epared by others and will be provided to the Consultant Team to support completion of the Scope of Work. This includes technical studies, data, and exhibits including, but not limited to, site boundary, topography, aerial imagery, existing utilities, infrastructure/utility master plans, storm drainage master pla n, floodplain boundaries, cost estimates, development agreement, etc. We assume that this type of technical information will be provided to Consultant Team so it can be summarized in a manner suitable for the Specific Plan document and environmental analysis. That engineering data/exhibits and base mapping will be provided to Consultan t Team in a format that is usable for the purpose of preparing text and exhibits for the Specific Plan and EIR, meaning that they will be provided electronically and in their native format (i.e. AutoCAD, GIS, Word, Excel, etc. file formats). That comments on each draft of the Specific Plan will be provided to Consultant Team in a co nsolidated format, and that any conflicting comments will be resolved by the City staff prior to Consultant Team review. That there are no major revisions to, or significant changes in the direction of, the proposed project that would require the previously prepared Specifi c Plan sections to be re‐written or significantly revised. That the number of meetings or hearings does not exceed the Consultant Team’s assumptions outlined in this Scope of Work. Meetings and hearings are identified throughout the Scope of Work and the budget for these efforts are captured as part of each consul tant’s meeting task line item.
Specific Plan Scope of Work (Wood Rodgers)
Task 1 – Research and Investigation
Task 1.1 – Start-up Meeting, Data Collection, and Site Visit The Consultant Team will organize a project start‐up meeting with City staff. The purpose of this meeting will be to gain an understanding of the City’s goals for the Copper Trails Master Plan (CTMP) and to identify the City’s expectations of the Consultant Team. Prior to this meeting City staff will ide ntify what plans, reports, topographic surveys, base mapping, codes, policy documents, and other pertinent information are needed to initiate the Specific Plan process within the City’s existing policy framework. Once we have a working knowledge of the area, we will perform a visual and photo survey, documenting existing conditions, and familiarizi ng ourselves with the Specific Plan area. We will also research Stanislaus County’s extensive database of GIS data to identify relevant data that can be utilized during the Specific Plan process. We assume that pertinent base map information, such as site boundaries, parcel line work, topography, etc., has been completed by ot hers and will be made available to Consultant Team in electronic AutoCAD and/or GIS formats.
ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 3 Task 1.2 – Base Mapping and Preliminary Engineering Studies For this task we have assumed that all information regarding base mapping and infrastructure needed to complete this Scope of Work has been (or will be) prepared by others and will be provided to the Consultant Team in usable, electronic AutoCAD and/or GIS formats. This includes the following:
Base Mapping: An aerial topographic su rvey of the project site area, conducted at a planning‐level survey, will be provided to the Consultant Team. This consists of digital topographic mapping with planning and design level accuracy with two‐foot contour intervals at a scale of 1”=100’, including spot grades. We recommend “over‐flying” the site by a minim um of 400 feet around the perimeter to be sure adjacent information is included. Mapping should meet National Mapping Standards accuracy. We also recommend that a digital color orthographic aerial photograph be included, prepared in a 1 to 1 orthographic format utilizing state plane coordinate system for use in AutoCAD or ArcGIS format. Th e aerial topographic survey and color photograph represent an important part of the base information and will be relied upon for identification of project constraints, opportunities, land planning, and infrastructure analysis. Base mapping should be provided to the Consultant team concurrent with completion of Task 1.1 and sho uld include the following:
Base topography and APN level boundary information.
Existing Assessor’s Parcels and other pertinent information. Available environmental constraints mapping from environmental consultants (if applicable). Physical/land‐use constraints.
Digital orthographic aerial photography.
Infrastructure Studies: Using technical studies prepared by others , including existing plans, as‐builts, and other documents, the engineering consultant will evaluate existing infrastructure conditions. They will provide their findings, which will be included in the Consultant team’s opportunities and constraints evaluation. This information should begin to identify points of connection for infrastructure needed to serve the project. Planned in frastructure systems will be summarized in the Specific Plan based on infrastructure master plans prepared by others. We recommend that preliminary studies include an assessment of on‐site and off‐site circulation, sewer, water, and drainage facilities, as well as an initial assessment of capacity opportunities, constraints, and preliminary engineering solutions to support the buil d out of the Specific Plan area.
Wood Rodgers will coordinate with City staff and the project’s engineering team to collect the mapping and studies, and will organize and format data in a manner that is appropriate for preparation of the Land Use Plan, Park, Path, Trail and Tree Master Plan, and Sp ecific Plan exhibits.
Task 1.3 – Opportunities and Constraints Analysis
Based on data and information generated through completion of prior tasks and efforts from the Consultant Team, a site constraints and opportunities evaluation will be conducted. This will assimilate the results of the site visit, visual survey, natural resource investigations, mobility assessment, infrastructure studies, and City input. Existing site conditions will be de picted on a base map, with supporting photographs and textual descriptions. Key opportunities and constraints relating to land use, site conditions, roadways, infrastructure, market opportunities, and other issues will be summarized in a Findings Memorandum.
ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 4 Deliverables:
Opportunities and constraints exhibit (one full‐size hard copy and one soft copy in pdf format)
Findings Memorandum (one soft copy in pdf format)
Task 2 – Preliminary Design
Task 2.1 – Land Use Plan Refinements
Wood Rodgers will work with City staff and property owners to determine what adjustments should be made to the previously‐prepared Preliminary Land Use Plan based on outcomes from the Opportunities and Constraints Analysis. We will evaluate the Preliminary Land Use Plan against these outcomes to generate land use refinements that e nhance development feasibly and create consistency with project objectives. Potential land use design changes and refinements will be reviewed and discussed, and as directed by City staff, Wood Rodgers will initiate preliminary revisions to the Land Use Plan for City review.
Deliverables:
One refined Land Use Plan (one full‐size hard copy and one soft copy in pdf format) Task 2.2 –Draft Land Use Plan
Upon completion of the Land Use Plan refinements, Wood Rodgers will meet with City staff to receive final comments. Taking into consideration comments from staff and the project sponsor, Wood Rodgers will prepare a Draft Land Use Plan for use in preparing the Specific Plan and EIR Project Description. We assume that thi s effort is limited to minor adjustments and not significant changes to the Land Use Plan’s design.
Deliverables:
Draft Land Use Plan (one full‐size hard copy and one soft copy in pdf format) Task 2.3 – Environmental Scoping for Project & Draft Land Use Plan After release of the EIR Notice of Preparation (NOP), the Consultant Team will prepare materials for a public scoping meeting to accomplish the following:
Presentation of the Draft Land Use Plan and overview of Specific Plan/EIR process. Receive input on environmental issues of concern to be addressed in EIR.
This mee
ting will substantiate City support for the Draft Land Use Plan that will be used to advance the preparation of the Specific Plan. Input relating to environmental analysis will be used to inform the scope of the Environmental Impact Report.
Task 2.4 – Formulation of Park, Path, Trail, and Tree Master Plan Based on initial input and the Draft Land Use Plan, Wood Rodgers will formulate a Park, Path, Trail, and Tree Master Plan. The Plan will reinforce the ideas of connectivity throughout the community at large, taking into account all modes of transportation and allowing streets to be ‘complete’ in their design.
The Plan will feature park design conce
pts and potential programming elements, means of connection, and plant palette(s). The plan(s) are intended to be sustainable from the outset of their implementation: open spaces will ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 5 be connected by means other than streets and can function as LID devices for stormwater management. Plant palettes can be developed to respond to Ceres’ climate and not require tremendous inputs or maintenance. The potential for use of recycled water will be considered as part of this task.
The trail plan will identify a system of tra ils and pathways through the Specific Plan area, with the Draft Land Use Plan as its basis. Trails and pathways will be designed so that they can be naturally surveillable from various land uses and not tucked away so that they become neighborhood detriments. The trail system will provide a viable alternative to motorized ci
rculation within the community, and it will connect the Copper Trails Plan Area to the overall Stanislaus County Council of Government’s Non‐motorized Plan. The intent is to reduce vehicular traffic within the Copper Trails Master Plan as well as the entire City of Ce res and Stanislaus County.
At the City’s direction, the detailed components of this task (i.e. park design concepts, plant palettes, etc.) can be completed in conjunction with the Specific Plan sections outlined in Task 3.3. When complete, Wood Rodgers will submit the Preliminary Park, Path, Trail, and Tree Master Plan to City staff for review and commen t. After City review is complete and comments are provided, Wood Rodgers will meet with City staff to discuss comments and receive direction.
Deliverables:
Preliminary Park, Path, Trail, and Tree Master Plan Exhibit (one full‐size hard copy and one soft copy in pdf format)
Task 2.5 – Finalize Plans
The Consultant Team will address City comments on the Preliminary Park, Path, Trail, and Tree Master Plan and will prepare a Final Plan for incorporation into the Specific Plan document. If the Final Park, Path, Trail, and Tree Master Plan results in minor land use adjustments, the Consultant Team will also prepare min or revisions to the Draft Land Use Plan. When finalized, these final plans will be memorialized in the Specific Plan document for staff’s review in the Administrative Draft.
Deliverables:
Final Park, Path, Trail, and Tree Master Plan Exhibit (one full‐size hard copy and one soft copy in pdf format)
Revised Draft Land Use Plan, if warranted (one full‐size hard copy and one soft copy in pdf format) Task 3 – Draft Specific Plan
Task 3.1 – Develop Specific Plan Guiding Principles
The initial step to crafting the Copper Trails Master Plan document lies in establishing a comprehensive vision for the planning area. The Consultant Team will identify the overarching goals of the City, property owners, and the community from information gained in previous tasks and meetings.
Task 3.2 – Prepare Detailed Specific Plan Outline and Develop Goals, Objectives, and Policies
The Consultant Team will coordinate with City staff and prepare a detailed outline for the Specific Plan document to establish its organizational structure, content, and exhibits. Through this process, the Consultant Team, City, ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 6 and stakeholders will together formulate a well‐developed set of goals and preliminary project objectives to achieve the desired project vision. The intent is for the project objectives to inform the Project Description for the EIR.
Deliverables:
Detailed Specific Plan outline (one soft copy in pdf format) Project objectives for development of the Copper Trails planning area (one soft copy in pdf format) Task 3.3 – Prepare Draft Specific Plan Sections
Based on the City‐approved outline, Consultant Team will prepare draft Specific Plan sections. As sections are drafted, Consultant Team will coordinate with City staff to address questions and resolve issues where appropriate to ensure that Specific Plan provisions are aligned with project goals, objectives, and overarching vision. Based on our proje ct understanding, we anticipate the Specific Plan will include the topics listed below, however we recognize that this list will be refined during preparation of the detailed Specific Plan outline.
3.3.1 – Introduction
The introduction will provide an overview of the Copper Trails Master Plan, its purpose and scope, relationship to the City’s General Plan and Municipal Code, and its compliance with the California Environmental Quality Act and other pertinent regulations.
3.3.2 – Existing Conditions
Existing land uses, physical, environmental, and archeological conditions will be incorporated into this section.
The site constraints analysis completed in Task 1.4 will be incorporated into this section as well. Together, findings from these tasks will paint a picture of the plan area as it exists today.
3.3.3 – Land Use
The land use plan will serve as the framework for the development plan. This section will summarize the various land uses and development potential of each, with corresponding summary tables to support the development plan. The Consultant Team will craft necessary text and exhibits that are consistent with goals expressed by th e City of Ceres in its RFP; creating a livable community through the use of updated and innovative planning philosophies.
3.3.4 – Circulation
The circulation element plays an important role in the form, function, and character of a community. This section will establish a circulation framework for the Copper Trails planning area that allows for the efficient and safe movement of motorized and non‐motorized users. Through consultation with City staff, Consultant Team will dev elop and finalize design sections for streets and trails, which will be illustrated via diagrams and sections. Applicable components of the Park, Path, Trail, and Tree Master Plan will also be incorporated to guide implementation of non‐motorized mobility elements.
3.3.5 – Parks and Recreation
This section will incorporate all of the elements of the Park, Path, Trail, and Tree Master Plan, including provisions for development of the project’s park and recreational elements. This will address park requirements, concept plans, and other amenities. The text will describe guiding themes and sustainable ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 7 design intent for the entire system of open spaces, identifying each area and the specific concepts that make them unique within this system.
3.3.6 – Public Infrastructure
Based on utility/infrastructure master plans/studies prepared by others and provided to the Consultant Team, Wood Rodgers will summarize the planned utility systems necessary to serve buildout of the development plan. This section is anticipated to contain the following sub‐sections:
Sewer Studies ‐ This will include identification of off‐site and on‐site existi ng and proposed trunk level sewer facilities including major shed areas, pump stations (if required), preliminary trunk line alignments, connection points, and off‐site conveyance facilities, and other applicable elements to serve the project.
Potable Water – This will include a summary of potable water supply and demand, as well as sources to serve the project. Th
e location of infrastructure points of connection, transmission mains, groundwater wells, storage and related facilities will be identified and described with text and illustrated with associated exhibits.
Recycled Water – This will include a summary of recycled water supply and demand, including potential supply sources. Th e location of infrastructure points of connection, transmission mains, storage, pump stations, and related facilities will be summarized with text and accompanying exhibit.
Storm Drainage and Flood Control –‐ This will detail the off‐site and on‐site trunk facilities and incorporate preliminary level hydraulic modeling to identify the proposed trunk drai nage systems. Off‐site system improvements (if required) will be identified to mitigate downstream impacts.
Dry Utilities – This will summarize and identify providers of electric, natural gas, and telecommunication facilities for the project. It will also include identification of the existing facilities (per the utility companies) and identification of the pl anned facilities needed to serve the project.
3.3.7 – Design Guidelines
The Design Guidelines section will address the architectural guidelines and dimensional standards for each residential and non‐residential use. The architectural guidelines will address appropriate architectural styles, garage orientations and placements, architectural detailing, materials, colors, massing, a design review process, and harmony of each neighborhood and district within the greater community.
3.3.8 –Implementation
This section will identify and summarize the various “nuts and bolts” elements necessary to administer the Specific Plan over the life of project buildout. This includes the Specific Plan’s regulatory relationship with adopted City plans and codes, development phasing, provisions for financing and maintaining public improvements, subsequent entitlements and City approvals, and processes for Specifi c Plan modifications and amendments. The Financing Plan (prepared by EPS) will be appropriately referenced in this section.
Task 3.4 – Prepare Administrative Draft Specific Plan #1 Upon completion of individual sections identified in the prior task, Wood Rodgers will compile an administrative draft of the Specific Plan document for City review. The initial draft will be based on the final outline approved by ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 8 the City and will include text, summary tables, and exhibits that support each section of the Specific Plan. After City review is complete and a consolidated document of staff comments is provided, Wood Rodgers will meet with City staff to discuss comments and receive direction.
Deliverables:
Administrative Draft Specific Plan #1 (10 hard copies and one soft copy in pdf format) Task 3.5 – Prepare Public Review Draft Specific Plan
After receiving direction from the City on Administrative Draft #1, Wood Rodgers will prepare a Public Review Draft Specific Plan document. This draft will address comments received from City staff on Administrative Draft #1, as well as City‐approved comments from stakeholders. It is anticipated that preparation of Public Review Draft will involve several meeti
ngs or working sessions with City staff to clarify comments, address issues, and provide final direction on content. For this task, we have assumed that comments received on the previous draft do not significantly change the project description, and that revisions are not required to be annotated throughout the docume
nt. After City review is complete and a consolidated document of staff comments is provided, Wood Rodgers will meet with City staff to discuss comments and receive direction. Preparation of the Public Review Draft will be coordinated with release of the Draft Environmental Impact Report.
Deliverables:
Public Review Draft Specific Plan (10 hard copies and one soft copy in pdf format) Task 3.6 – Solicit Public Comments
We assume that a forty‐five (45) day public comment period will be provided for both the Specific Plan and EIR, which would run concurrently for both documents. Upon completion of the review period, Wood Rodgers will review all public comments provided by the City and will meet with staff to review co mments and receive direction. As part of this effort, Wood Rodgers will help staff develop and implement a methodology for addressing the body of public input.
Task 4 – Final Specific Plan
Task 4.1 – Prepare Administrative Final Specific Plan
As directed by the City, Wood Rodgers will revise the Public Review Draft Specific Plan to address comments received during the public comment period. For this task, we assume that comments received do not include significant project revisions that would cause substantial re‐write or exhibit revisions to the Specific Plan docume
nt.
Deliverables:
Administrative Final Specific Plan (10 hard copies and one soft copy in pdf format) Task 4.2 – Prepare Final Specific Plan
Upon adoption by the City Council, Wood Rodgers will prepare a Final Specific Plan document, updated to reflect approved resolution/ordinance numbers and adoption date. If appropriate, the Final document will incorporate City Council direction received during the public hearing process. This task assumes that any revisions consist of “clean‐up” items that can be addr essed with minor edits to document text and no revisions to exhibits.
ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 9 Deliverables:
Final Specific Plan (10 hard copies and one soft copy in pdf format) Task 5 –Entitlements
Task 5.1 – Prepare Entitlement Exhibits
Wood Rodgers will prepare exhibits to support the public hearing process for entitlements associated with the Specific Plan’s approval. This includes a General Plan Amendment exhibit and exhibits supporting the Pre‐ zoning/Annexation application to the Stanislaus County Local Agency Formation Commission (LAFCO).
Task 5.2 – Process Pre-Zoning/Annexation
Wood Rodgers will assist City staff in processing the annexation application with LAFCO following project approval by the City Council. This consists of preparing the application package for City staff to submit to LAFCO for the annexation process. Any exhibits and/or information that must be prepared in addition to those developed as part of th
e Specific Plan process (except for the above‐mentioned entitlement exhibits or as included in other sections of this Scope of Work) will be considered additional work and will be performed under a contract amendment. Additionally, Wood Rodgers will function as an extension of City staff and will pr epare a staff report, resolutions, and findings for LAFCO’s consideration at a public hearing. We assume that this task will require preparation of one staff report and that the LAFCO entitlement process will include one public hearing.
Task 5.3 – Meetings and Hearings
The Scope of Work identifies several tasks that require Wood Rodgers’s attendance at meetings and hearings.
The budget for preparation and attendance at project‐related meetings is based on the number of meetings identified below. To the extent feasible, Wood Rodgers proposes to utilize virtual meeting platforms (Teams, Zoom, etc.) to condu ct meetings. Additional meetings will be treated as an Additional Expense, and will be billed on a time‐and‐materials basis.
Meetings
One (1) project start‐up meeting with City staff and the Consultant Team One (1) working meeting to evaluate Preliminary Land Use Plan One (1) working meeting to generate a Draft Land Use Plan One (1) EIR scoping meeting to receive input on environmental issues to be addressed One (1) working meeti
ng to formulate Park, Path, Trail, and Tree Master Plan One (1) virtual meeting to develop guiding principles and review preliminary Specific Plan outline One (1) virtual meeting to receive comments and direction on Administrative Draft Specific Plan #1 One (1) virtual meeting to receive com ments and direction on the Public Review Draft Specific Plan Hearings
Two (2) public hearings, one each with the Planning Commission and City Council, to receive comments on the Public Review Draft Specific Plan and Draft EIR during the 45‐day review period ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 10 Two (2) public hearings, one each with the Planning Commission and City Council, to consider adoption of the Final Specific Plan
Additional Meetings
Up to two (2) additional virtual working meetings with City staff, the Consultant Team, and or stakeholder groups to resolve project related issues, address comments, and/or coordinate completion of the Scope of Work.
Financing Plan Scope of Work (EPS)
Task 6: Prepare Public Facilities Financing Plan
The Financing Plan should be prepared in a manner that can be summarized succinctly for the City, property owners, and other potential investors, so the “rules of engagement” are clearly identified, articulated, and quantified. The Financing Plan and recommended financing strategy should result in the greatest optimization of available revenue sources to meet th e following backbone infrastructure and public facilities requirements of the project:
Clearly identify physical and financial obligations of the Master Plan and each property owners’ development project.
Include flexibility to accommodate changes in development phasing, sequencing, and land uses in response to market conditions.
Equitably allocate project costs to land uses based on proportional benefit received. Maximize th
e use of existing tools and funding mechanisms.
Maximize use of “pay‐as‐you‐go” funding mechanisms.
Make appropriate use of public land‐secured debt financing mechanisms. Effectively leverage available regional, state, and federal funding.
EPS proposes the subtasks detailed belo
w to prepare the Financing Plan.
Task 6.1: Compile Financing Plan Data
EPS will engage the City, Project team, and other stakeholders to gather the following data to prepare the Financing Plan:
Backbone infrastructure and public facilities costs at buildout. The Financing Plan will include summarized costs for infrastructure and public facilities as shown in the Master Plan. Infrastructure cost estimates are assumed to be provided by the project e ngineers, while cost estimates for public facilities are assumed to be provided by the City, project engineers, and EPS, as noted below.
Estimated finished real estate values. EPS will review and vet estimated finished real estate values provided by the City or will utili ze and adjust, as necessary, recent values collected for recent development in the City or nearby jurisdictions. This analysis will be informed by available data and long‐term pricing trends for comparable product types. Existing City, Stanislaus County (County), and other agency fees; special taxes; and assessments applicable to th e project. EPS will review and include all current fees, special ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 11 taxes, and assessments that are applicable to fund backbone infrastructure and public facilities required to support development in the Master Plan, as provided by the City.
Existing and proposed special taxes and assessments for certain project‐related operations and maintenance costs (e.g., landscape, roadway, streetlight maintenance, etc.). EPS will review and in clude all current taxes and assessments that are applicable to fund ongoing operations and maintenance of onsite and offsite improvements required to serve Master Plan development, as provided by the City.
City policies and preferences on maximum annual special taxes and assessment burdens.
This information will be incorporated into the project’ s financial burden analysis and land‐ secured financing bonding capacity estimates.
Task 6.2: Allocate Improvement Costs
EPS, the City, Project applicants, and other identified stakeholders will develop a strategy for allocating improvement costs among the various beneficiaries in (or beyond) the Master Plan. EPS will allocate costs on the basis of industry‐standard measures of demand for, or benefit from, the different types of improvements.
For example, road costs ty pically are allocated on the basis of trip generation.
Task 6.3: Identify Financing Mechanisms and Strategy
EPS will consider for inclusion in the Financing Plan all currently available sources of funding for capital improvements, including any planned general obligation and revenue bond issues, existing citywide fees, and dedication requirements. To the extent that existing mechanisms are unable to finance improvements and related maintenance costs, EPS will consider a variety of other Project‐spe cific financing mechanisms that may include the following options:
Area‐specific development impact fees (and related reimbursement agreements). Special assessments and taxes (e.g., Mello‐Roos Community Facilities Districts [CFDs]). Private contributions and exactions.
Tax increment financing mechanisms (e.g., Enhanced Infrastructure Finance District or Community Revitalization and Inves
tment Authority).
Statewide Community Infrastructure Program (SCIP) financing. Bond Opportunities for Land Development (BOLD) financing.
EPS, with the assistance of the Project Team, will select financing mechanisms and strategies for the Master Plan that are based on financing principles; statutory and legal considerations; and i ndustry standards regarding who typically pays for what, the timing of public improvements relative to private development, commitments regarding the availability of public‐sector funding, and other relevant factors.
Task 6.4: Analyze Cost Burdens and Financial Feasibility Based on the development projections for Master Plan buildout, the Financing Plan will evaluate the impact of infrastructure cost burdens on the overall financial feasibility of the private real estate development components of the Project, as well as any proposed financing mechanisms subject to basic municipal financing requirements (e.g., value‐to‐lien ratio). The analysis will be based on estimates of finished real estate values ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 12 for private development. If initial cost allocations appear infeasible based on industry standards, alternative allocations and other measures (e.g., cost reductions, phasing) will be evaluated.
Task 6.5: Prepare Financing Plan
EPS will prepare a draft Financing Plan document, incorporating the technical analysis and narrative describing the proposed project and project land uses, infrastructure and public facility requirements, funding sources, financial feasibility findings, the project financing strategy, maintenance funding sources, and a detailed description of financing strategy implementation and administration. The Financing Plan will id entify the land uses and required backbone infrastructure and public facilities for buildout of the Project. EPS will complete an Administrative Draft Financing Plan for review by the City and Project developers. After making any revisions required to the Administrative Draft Financing Plan based on a single set of consolidated comm ents provided by the City and the Project developers, EPS will complete a Public Review Draft Financing Plan to be submitted to the City Council for approval. EPS will be available to attend one public hearing regarding the Financing Plan.
Task 6.6: Prepare Response to Comments Memo and Final Financing Plan While it is not possible to determine the extent of public comments at this time or whether an update to the Public Review Draft Financing Plan will be required, this work program includes an initial budget estimate to prepare a Final Financing Plan. Under this task, EPS will prepare a draft Response to Commen ts (RTC) memorandum, summarizing public comments to the Public Review Draft Financing Plan and to the extent appropriate, how these comments have been incorporated into a Final Financing Plan. After discussing our approach with the City and Project developers, EPS will incorporate any necessary edits into a Final Financing Plan for submission to th
e City. Note that, if the level of effort required to address public comments exceeds what has been assumed for this task, a budget amendment may be necessitated. Should this occur, EPS will work with City staff to determine a more precise budget to address comments and a Fina l Financing Plan document at that time.
Task 6.7: Assist In Master Plan Preparation
EPS will provide assistance to the Project team in preparing the Master Plan document. Specifically, EPS will review, edit, and contribute to the Master Plan sections addressing Public Infrastructure and Services.
Task 6.8: Attend Meetings and Public Presentations and Provide Project Management
EPS assumes attendance at one kick‐off meeting and up to two videoconference meetings with City staff to discuss the methodology, assumptions, and findings of the Financing Plan or to present the Financing Plan in a public meeting. In addition to these meetings, EPS anticipates participating in conference calls with the Project tea
m on an as‐needed basis.
This subtask also includes overall project management and coordination between EPS, the Project team, the City, Project applicants, and other identified stakeholders to ensure all parties remain on the same page throughout the project and tasks are completed on schedule.
ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 13 Optional Additional Tasks
EPS is available to assist in preparing a market assessment to inform the Master Plan Land Use Plan and evaluate the net fiscal impacts of Master Plan’s land uses on the City’s General Fund and other applicable districts. If requested, EPS will prepare a separate work order and budget to prepare th ese optional tasks. Prepare a Residential and Commercial Market Analysis. As part of the preparation of a Master Plan Land Use Plan, the project team and City may wish to explore supportable demand for residential and commercial land uses within the Master Plan. EPS would gather information on local and regional economic trends, including:
residential absorption and pricing tre
nds; existing commercial inventory; commercial vacancy rates; annual net commercial absorption; average commercial rental rates; potential retail leakage; and pipeline development projects for residential and commercial uses. EPS would augment this data with interviews of local real estate professional to gain an understanding of current market dynamics. Prepare a Fiscal Impact Analysis. Once the Master Plan Land Use Plan is finalized, EPS is available to prepare a fiscal impact analysis to evaluate the impact of the proposed Master Plan on the costs and revenues of the City’s General Fund and other applicable districts. The fiscal impact analysis would co mpare forecasts of the revenues generated through property tax, sales tax, transfer tax, and other General Fund sources with the cost of providing urban services to the proposed Master Plan.
EIR Scope of Work (Basecamp)
BaseCamp Environmental proposes to prepare a program‐level EIR to evaluate the potential environmental impacts associated with annexation and implementation of the proposed CTMP. Analysis in the EIR will include assessment of the individual and cumulative environmental effects of the proposed project. The Draft EIR, Final EIR, and related work products will be prepare d in accordance with the criteria, standards, and provisions of the California Environmental Quality Act of 1970 (CEQA), Section 21000 et seq. of the Public Resources Code and the State CEQA Guidelines (California Code of Regulations Section 15000 et seq.), and the regulations, requirements, and procedures of the City of Ceres.
In order to f
ully address all the environmental issues of concern as they relate to the CTMP project, BaseCamp Environmental has assembled a team of technical experts. BaseCamp Environmental proposes to sub‐contract with the following firms for the preparation of technical studies to be used in the CTMP EIR:
Saxelby Acoustics– Noise Analysis
Wood Rodge
rs – Traffic Impact Analysis
The Air Quality and Greenhouse Gas Emissions analysis will be prepared in‐house by BaseCamp Senior Planner, Terry Farmer.
Task 7.1 – Preliminary Environmental Analysis Through Notice of Preparation Task 7.1.1 – Preliminary Environmental Analysis
Objective – The objective of this task is to conduct a preliminary environmental analysis to identify potential issue areas, if any, that will need to be addressed during development of the CTMP.
ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 14 Approach – BaseCamp Environmental will coordinate with City staff and Wood Rodgers to identify potential issue areas to be addressed in the preliminary environmental analysis (e.g. biological and cultural resources). For the purposes of this scope of work, BaseCamp Environmental has assumed one (1) working meeting with City staff and the project team. BaseCamp Environme
ntal anticipates that the preliminary environmental analysis may include but not be limited to coordinating with pertinent local and state agencies, conducting records searches, and reviewing existing City planning documents and/or ordinances relevant to the proposed project. Based on the results of the preliminary analysis, BaseCamp Environmental will coordinate wi th City staff and the project team in the development of the project description for the CTMP to allow for self‐mitigation to the extent feasible.
Deliverable:
One (1) working meeting with City staff and the project team.
Task 7.1.2 – CEQA Project Initiation
Objective – The objective of this task is to conduct a start‐up meeting with representatives from the City of Ceres and the project team to coordinate and confirm assumptions regarding the proposed project and scope of the EIR.
Approach – BaseCamp Environmental will obtain and review available data for the project area, as well as policy documentation from the City of Ceres and other agencies that may be affected by th e proposed project. BaseCamp Principal Charlie Simpson and Senior planner Terry Farmer will meet with City staff for purposes of reviewing the refined scope of work for the environmental document. BaseCamp Environmental anticipates being provided with complete copies of all pertinent City documents and mapping, as well as materials and technical studi es developed to date. The BaseCamp Environmental team will review the project schedule and milestones, and will identify the role that each will play during the effort as well as a summary of meetings and products. BaseCamp Environmental will also coordinate with the City to conduct a site visit.
Deliverable:
Project Initiation Meeting.
Refined Scope of Work, Schedule, and Budget, as necessary. Site Visit.
Task 7.1.3 – Prepare Project Description
Objective – The objective of this task is to prepare a draft project description in consultation with City staff and the project team.
Approach – Based on BaseCamp’s extensive CEQA experience, we have found that completing a draft of the project description during the project initiation phase greatly reduces the potential for pr oject related issues throughout the preparation of the environmental documents. BaseCamp Environmental will rely on the information to be provided by Wood Rodgers on the Master Plan to complete a summary of the characteristics of the proposed project. BaseCamp Environmental will work with City staff and Wood Rodgers to build up on the project description details for use in the EIR. The project description will detail the project location, background, and history of the project, intended uses, discretionary actions, characteristics, goals, and objectives, phasing, ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 15 agreements, and permits and approval that are required for the project based on available information. In addition, this section will include a summary of the regional and local environmental setting for the proposed project as well as a description of on‐site and off‐site infrastructure necessary to serve the project. The project descrip tion will identify LAFCo as a responsible agency and outline LAFCo’s role in the reorganization. The project description will also include a regional and project location map.
The draft project description will be submitted to the City for review and comment. BaseCamp Environmental will incorporate the necessary modifications into the project descriptio n prior to incorporation into the CTMP project EIR.
Deliverable:
One (1) electronic copy of the draft project description for the environmental document to the City for review.
Task 7.1.4 – Prepare Notice of Preparation
Objective – The objective of this task is to prepare the Notice of Preparation (NOP) for public review and to conduct a scoping meeting during the 30‐day NOP public review period.
Approach – BaseCamp Environmental will prepare an Administrative Draft NOP for the CTMP project for review by City staff. Consistent with the requirements of CEQA, the NO P will include a description of the proposed project, location map, and general environmental effects anticipated to be caused by the proposed project. BaseCamp Environmental will finalize the NOP based on City comments on the Administrative Draft, and will submit one digital copy of th e finalized NOP to the City. We assume that the City, as Lead Agency, will distribute the NOP to the State Clearinghouse and agencies.
BaseCamp Environmental will attend a public scoping meeting to solicit the public’s input on the content of the EIR during the 30‐day NOP public review period . BaseCamp Environmental will work with City of Ceres staff to determine the anticipated format, schedule the meeting, and to confirm objectives for the public scoping meeting.
BaseCamp Environmental will be available to assist the City to conduct the meeting. BaseCamp Environmental has made the following assumptions regarding the format of the me eting; however, BaseCamp Environmental will coordinate with City staff to identify the preferred approach.
BaseCamp Environmental assumes the public scoping meeting will be set up as a brief project overview presentation, in order for the community to gain an understanding of the project and make comments based upon accurate k nowledge of the project. The scoping meeting will emphasize the review process as well as the intent and requirements of CEQA. Following the presentation, the meeting will be devoted to public participation and comments. Written comment forms will be provided for this purpose, and these comments, along with verbal comments, will bec ome part of the administrative record. This scoping can be an effective way to bring together and resolve the concerns of affected federal, state, and local agencies, as well as the local community.
At the conclusion of the NOP comment period, BaseCamp Environmental will review the comments received.
BaseCamp Environmental will consult with th e City to determine if the scope of services for the EIR needs to be amended based upon the comments received.
ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 16 Deliverables:
One (1) electronic copy of the Administrative Draft NOP, in PDF format, to City staff for review.
One (1) electronic copy of the Final NOP, in PDF format, for State Clearinghouse and public distribution. Publishing, posting, and distribution of the NOP.
Facilitation and attendance at one (1) public scoping meeti ng. Revised scope of services for the EIR, if needed, based upon NOP comments received.
Task 7.2 – Prepare Administrative Draft and Draft EIR
Task 7.2.1 – Prepare Administrative Draft EIR
Objective – The objective of this task is to prepare an accurate, thorough, and complete Administrative Draft EIR for the proposed project.
Approach – BaseCamp Environmental will prepare the Administrative Draft EIR in accordance with CEQA. The Administrative Draft EIR will include all statutory sections required by CEQA Section 15120‐15132, including th e executive summary, introduction and project description, setting, assessment of environmental impacts, identification of required mitigation measures for each of the environmental issues, and a complete list of the authors responsible for the environmental analysis. The EIR will also conform to the City of Ceres’ preferred format.
BaseCamp Environmental proposes to prepare an EI R that will provide a program‐level analysis to evaluate the potential environmental effects associated with implementation of the CTMP project. The main purpose of the EIR will be to provide the public and decision‐makers with a thorough, legally defensible environmental analysis of the proposed project. The report w ill be accurate and free of jargon so that the information it contains is readable and easy to use by the decision‐makers as well as the public. Comments on the NOP will be reviewed and incorporated, as appropriate. The Administrative Draft EIR will be reviewed with City staff for ad equacy and accuracy. The CTMP project EIR will include the following sections:
Task 7.2.1.1 – Introduction and Executive Summary
The introduction will cite the provisions of CEQA and the City of Ceres’ CEQA implementation procedures to which the proposed project is subject. This section will identify the intended uses of the EIR, purpose of the EIR and statutory authority, summary of the scoping procedures, areas of known controversy, and a list of the NOP co
mment letters and concerns raised in the letters.
The EIR will also include a summary chapter to briefly describe in text the impacts and mitigation measures.
A summary table will be included, consisting of a matrix of impacts and mitigation measures, with levels of significance of impacts bef ore and after mitigation. The summary table will include all mitigation measures applicable to the proposed project.
Task 7.2.1.2 – Environmental Setting, Impacts, and Mitigation Measures The environmental analysis for the proposed project will focus on the following areas: Agricultural Resources; Air Quality and Greenhouse Gas Emissions; Biological Resources; Land Use and Planning; Noise; Public Services and Utilities; Transportation and Circulation; Growth Inducing Impacts; Cumulative Impacts; and Significant ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 17 Unavoidable Impacts. Project alternatives will also be included. Some refinement to these issues may be required based on the comments that will be received during the NOP scoping process.
Information will be drawn from the City of Ceres General Plan, the City’s Water and Sewer System Master Plans, as well as any other information pertine nt to the project area. BaseCamp Environmental assumes that Wood Rodgers will provide an SB 610 WSA, if required. In addition to these documents, BaseCamp Environmental will also review the technical studies prepared by Saxelby Acoustics and Wood Rodgers for noise and traffic, respectively. Consistent with CEQA and the requirem ents of the City of Ceres, each environmental chapter will include an introduction, environmental setting, regulatory setting, method of analysis, standards of significance, identification of environmental impacts, the development of mitigation measures and monitoring strategies, level of significance after mitigation, cumulative impacts and mitigation measures, level of significance after m itigation measures, significant impacts, and effects found not to be significant. BaseCamp Environmental proposes to include the following technical chapters in the CTMP project EIR:
Agricultural Resources – The Agricultural Resources chapter will summarize the status of the existing agricultural resources within the project boundaries, using the current State model and data, i ncluding identification of any prime/unique farmland or farmland of statewide importance within the project boundaries. This effort will include review of the Stanislaus LAFCO's Agricultural Preservation Policy. Any conflicts with existing zoning for agricultural use or right‐to‐farm ordinances applicable to the proposed project will also be identified. If the proposed project con tains property identified as Farmland of Statewide Importance, BaseCamp Environmental will coordinate with the City to ensure that any feasible mitigation measures, including payment of applicable agricultural mitigation fees, are addressed. BaseCamp Environmental will work with the City to ensure that all findings, conditions, and contingencies are met. The analysis will further incl
ude a discussion regarding conversion of farmland to residential non‐agricultural uses as well as consistency with the City’s community design policies. Following the setting discussion, the chapter will identify thresholds of significance applicable to the proposed. The impacts will be measured against the thresholds of significan ce and appropriate mitigation measures and monitoring strategies will be identified which are consistent with the policies of the City of Ceres. In addition, the chapter will address the project’s consistency with LAFCo agricultural policies and standards.
Air Quality and Greenhouse Gas Emissions – The air quality analysis for the proposed project will be performed in‐house by BaseCamp Se
nior Planner Terry Farmer utilizing the CalEEMod software package and following the San Juan Valley Air Pollution Control District (SJVAPCD) Environmental Review Guidelines.
BaseCamp Environmental will utilize the traffic data to be provided by Wood Rodgers to obtain vehicle trip generation dat a including Vehicle Miles Traveled (VMT). The air quality impact analysis will include a quantitative assessment of short‐term (i.e., construction) and long‐term (i.e., operational) increases of criteria air pollutant emissions of primary concern (i.e., ROG, NOX, and PM10) for the proposed project. For carbon monoxide, BaseCamp Environmental will perform CALINE 4 modeling only if one or more of the study intersections are degrade
d to a level of service specified by the Air District. For the purposes of this scope of work, BaseCamp Environmental has assumed up to two (2) intersections. The project’s cumulative contribution to regional air quality will be discussed, based in part on th e modeling conducted at the project ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 18 level. The significance of air quality impacts will be determined in comparison to SJVAPCD‐recommended significance thresholds. SJVAPCD‐recommended mitigation measures will be incorporated to reduce any significant air quality impacts, and anticipated reductions in emissions associated with proposed mitigation measures will be quantified. In addition, BaseCamp Environmental will review any City ordi nances related to construction and construction mitigation.
Greenhouse Gas (GHG) Emissions – BaseCamp Environmental will work closely with SJVAPCD throughout preparation of the GHG section and will follow the District’s guidelines, including emissions reductions through the implementation of Best Performance Standards (BPS). If the project does not meet the District BPS require
ments, BaseCamp Environmental will utilize CalEEMod to produce an estimate of carbon dioxide emissions for the project, including indirect emissions of greenhouse gases (e.g., electricity, natural gas). Emissions would be calculated as carbon dioxide equivalents. GHG would be quantified for the project as follows:
Run the CalEEMod program, based on discussions wi th SJVAPCD, using project land use and trip generation to produce an estimate of Vehicle Miles
Traveled and carbon dioxide emissions for the project; and Compare project GHG emissions to SJVAPCD Business As Usual (BAU) standards.
Biological Resources – The Biological Resources chapter of the EIR will summa rize the setting and describe the potential effects to plant communities, trees, wildlife, and wetlands including adverse effects on rare, endangered, candidate, sensitive, and special‐status species for the project site. BaseCamp Environmental anticipates that impacts to biological resources are not likely to occur on the site, given that th e land has been regularly disturbed for agricultural use. BaseCamp Environmental will conduct a records search of the California Natural Diversity Database (CNDDB) to identify any potential biological resources. If determined in consultation with the City that a site‐specific biological resources study is required, BaseCamp Environmental would propose to sub‐contract with the appropriate te chnical subconsultant and amend the contract accordingly. In addition, BaseCamp Environmental will rely upon information from available management plans and biological databases for the analysis. This chapter of the EIR will include an analysis of the existing setting, identification of the thresholds of significance, identification of impacts, and the development of mitiga
tion measures and monitoring strategies.
Land Use and Planning – The Land Use and Planning chapter will evaluate the consistency of the proposed project with the City of Ceres’ adopted plans and policies. BaseCamp Environmental will review the City’s General Plan and Zoning Ordinance, as well as LAFCo policies an d standards and any other appropriate documents to address consistency issues. The chapter will further assess the compatibility of the proposed project with the surrounding land uses, both existing and proposed, as well as the compatibility of land uses within the proposed Specific Plan area. The chapter will ide ntify land use impacts and mitigation measures and note any inconsistencies or incompatibilities with adopted plans and polices created by approval of the proposed project.
Noise – The Noise chapter of the EIR will be based upon a technical study prepared by Saxelby Acoustics under contract with BaseCamp Environmental. The noise an alysis will include short‐term construction noise and vibration impacts as well as long‐term operational noise impacts associated with transportation and stationary ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 19 noise sources. Saxelby Acoustics will conduct a community noise survey to quantify existing background noise levels within the project site, including short‐term noise level measurements and continuous noise level measurements for a minimum of 24‐hours. Existing traffic noise levels at major roadways as well as any stationary noise sources associated with athletic activities at s chools in the Master Plan area will be evaluated. Saxelby Acoustics will identify all significant noise impacts due to and upon development of the proposed project. Future traffic noise will be predicted utilizing the Federal Highway Administration (FHWA RD77‐108) traffic noise prediction model. Saxelby Acoustics will rely on the traffic da
ta to be provided by Wood Rodgers as well as existing posted speed limits, truck count information, and 24‐hour traffic split data to run the model. BaseCamp Environmental will internally review the noise report to ensure that all CEQA issues have been adequately and accurately addressed and wi ll incorporate the results of the analysis into the noise chapter of the EIR. This chapter will include an analysis of the existing setting, identification of the thresholds of significance, identification of impacts, and the development of mitigation measures and monitoring strategies.
Public Services and Utilities – The Public Services and Util ities chapter will summarize setting information and identify potential new demand for services; including water, sewer, energy, fire, police, schools, parks, and recreation. BaseCamp Environmental will rely on information from the Ceres Water and Sewer System Master Plans. BaseCamp Environmental will also consult with the appropriate City an d other agencies in order to address public services and obtain the most recent information. BaseCamp Environmental will consult with the City and Wood Rodgers to determine if a WSA is needed once the Specific Plan land use densities have been identified. BaseCamp Environmental assumes Wood Rodgers will provide the SB 610 WSA, if nec essary.
This chapter will include an analysis of the existing setting, identification of the thresholds of significance, identification of impacts, and the development of mitigation measures and monitoring strategies in sufficient detail to provide adequate information for LAFCo.
Transportation and Circulation – The Transportation and Circulation chapter of the EI R will be based upon a Transportation Impact Study to be prepared by Wood Rodgers traffic staff under contract with BaseCamp Environmental (please see Appendix B for a complete scope). Wood Rodgers will prepare a comprehensive Transportation Impact Analysis Report (TIAR) that will quantify existing, short‐term and future traffic impacts associated wi
th the anticipated future development of the Master Plan. The study will assess impacts associated with vehicular miles traveled as well as impacts to the SR 99 mainline. The traffic scenarios to be studied will include Existing Conditions, Existing Plus Project Conditions, Short Term No Project Conditions, Short Ter
m Plus Project Conditions, Cumulative No Project Conditions, and Cumulative Plus Project Conditions. In order to establish existing conditions, Omni‐Means will conduct observations at the following locations:
Task 7.2.1.3 – Statutorily Required Sections
The Statutorily Required Sections chapter of the EIR will summarize potentially significant, unavoidable, significant irreversible, growth‐inducing, and cumulative impacts. The chapter will summarize the cumulative impacts that will be contained in each technical section and will be qualitative in nature. BaseCamp Environmental will coordinate with City staff and the project team to de termine the approach to the cumulative analysis.
ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 20 Task 7.2.1.4 – Alternatives Analysis
The EIR will include an Alternatives analysis. The alternatives chapter will evaluate, at a minimum, three alternatives, including the No Project Alternative. Alternatives will be selected when more information related to project impacts is available so the alternatives can be designed to reduce significant project impacts. Any additional alternatives shall be deve loped in consultation with the City of Ceres staff during preparation of the Administrative Draft EIR to respond to identified significant impacts. The Alternatives chapter will describe the alternatives and identify the environmentally superior alternative. The alternatives will be analyzed at a level of detail less than that of the proposed project; however, the analyses will incl
ude sufficient detail to allow a comparison of the impacts. The Alternatives chapter will also include a section of alternatives considered but dismissed. A matrix comparing the impacts of the proposed project to the three alternatives will also be included.
Deliverable:
Five (5) hard copies and one (1) electronic CD copy, in PDF format, of the Administrative Draft EIR to City of Ceres staff.
Task 7.2.2 – Prepare Traffic Impact Study
Objective – The objective of this task is to develop both Vehicle Miles Traveled and safety modeling analysis to support preparation of the transportation section of the Draft EIR.
Approach – Wood Rodgers will perform the following tasks as part of the Copper Trails Specific Plan Traffic Analysis Report.
Task 7.2.2.1 – Project Characteristics and Study Area Data o Estimate Project trip generation for one project alternative based on the latest edition of the ITE Trip Generation Manual, accounting for internal capture. o Assign Project trips to the local roadway network based on trip distributions developed using the City of Ceres General Plan Travel Demand Model.
o New existing 24‐hour ADT counts w ill be collected at up to 25 roadway segments. New existing AM and PM peak hour counts will be collected at up to 5 ramp intersections. o Prepare future (Cumulative General Plan Buildout Year) forecasts for study area roadways using the City of Ceres General Plan Travel Demand Model.
Task 7.2.2.2 – Vehicle Miles Traveled (VMT) Analysis
o Estimate Project VMT/Capita, VMT/Employee, and/or regional change in VMT, using the City of Ceres General Plan Travel Demand Model, consistent with City VMT Guidelines. o Evaluate Project VMT against City, County, or regional thresholds of significance. o Determine potential VMT mitigation measures if the Project is shown to have significant VMT impacts.
Task 7.2.2.3 – Safety and Multimodal Analysis
o Evaluate queuing at study area off‐ramps for up to two interchanges under Existing and Existing Plus Project conditions.
o Provide recommended queuing mitigations, if necessary. o Evaluate last 5 years collision data for study area Caltrans facilities.
ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 21 o Qualitative analysis of Project impacts on bicycle, pedestrian, and transit facilities.
Task 7.2.2.4 – Traffic Impact Study Report
o Summarize the findings of Tasks 7.2.2.1 through 7.2.2.3 in a Traffic Impact Study Report using appropriate, text, tables, and figures.
o Prepare traffic data in support of other environmental document elements and technical studies.
Deliverables:
Traffic Impact Study
Task 7.2.3 – Prepare Screencheck Draft and Draft EIR
Objective – The objective of this task is to edit the Administrative Draft EIR based on the comments received, to prepare a Screencheck Draft EIR, and to distribute and process the Draft EIR for public review.
Approach – After City staff has reviewed the Administrative Draft EIR, BaseCamp Environmental will attend one (1) working meeting with City staff, as necessary, to discuss comments on the Administrative Draft EIR. BaseCamp Environmental will also be available for conference calls, as needed, to discuss City edits.
BaseCamp Environmental will respond to one consolidated set of City comments on the Administrative Draft EIR and incorporate City comments in the form of a Screencheck Draft EIR. If desired, BaseCamp Environmental will provide the comments in a “strike‐through – underline” format to assist with the final check of the docu ment.
BaseCamp Environmental will respond to additional comments from the City on the Screencheck Draft EIR (anticipated to only require editorial or other “non‐substantive” changes) and will prepare the document for the required 45‐day public review period. BaseCamp Environmental assumes the City will distribute the Draft EIR in accordance with CE QA requirements. BaseCamp Environmental will prepare the Notice of Availability (NOA) of the Draft EIR for the City to publish and post in accordance with CEQA. BaseCamp Environmental will prepare the Notice of Completion (NOC) and post the Draft EIR to the State Clearinghouse CEQAnet website.
If requested by the City, BaseCamp En vironmental will attend one (1) public meeting during the 45‐day public review period to receive comments on the Draft EIR. Additional public meetings could easily be accommodated and would be billed on a time and materials basis. BaseCamp Environmental will assist the City as necessary, as part of Task 4, Planning Services, with preparation of the appro priate noticing and staff reports. In addition, if necessary, BaseCamp Environmental will provide a court reporter and written comment forms to gather public comments at the hearing.
Deliverables:
One (1) meeting with City staff as necessary to discuss comments on the ADEIR and conference calls, as needed.
One (1) electronic copy of the Screencheck DEIR for City review. Five (5) bound copies, one (1) unbound copy, and one (1) electronic CD copy of the DEIR, in PD F format, including Appendices.
Notice of Availability preparation.
Notice of Completion and the DEIR, posted to State Clearinghouse CEQAnet website.
ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 22 Attendance at one (1) public hearing to record comments on the DEIR, if requested by City.
Tasks 7.3 – Prepare Administrative Final EIR and Final EIR Task 7.3.1 – Prepare Administrative Final EIR
Objective – The objective of this task is to prepare an Administrative Final EIR containing written responses to all comments received during the 45‐day public review period in conformance with the requirements of Section 15132 of the CEQA Guidelines.
Approach – After the public comment period for the Draft EIR has closed, BaseCamp Environment al will attend one (1) working meeting with City staff to review all comments received and determine the appropriate written responses to the comments on the Draft EIR received during the public review period. These comments and responses will be compiled into an Administrative Final EIR for review by the City of Ceres. Th e EIR will include a list of persons, organizations, and agencies commenting on the EIR. BaseCamp Environmental does not anticipate that these comments will raise new issues, or that new surveys or technical studies will be required to complete adequate responses. Further, BaseCamp Environmental assumes that the am ount and nature of comments can be addressed within the hours shown in the budget spreadsheet. Should more time be needed to respond to additional comment letters, BaseCamp Environmental will initiate discussions immediately with City staff to conduct this extra work. The Administrative Final EIR will consist of comments on the Draft EIR and responses to all comme
nts on the Draft EIR. Changes in the Draft EIR text necessitated by the comments will also be provided and summarized on an errata sheet.
Deliverables:
One (1) meeting with City staff to review comments received and discuss approach. One (1) electronic copy of the Administrative Final EIR, including MMRP Task 7.3.2 – Prepare Mitigation Monitoring and Reporting Program (MMRP) Objective – The objective of this task is to prepare a Mitigation Monitoring and Reporting Program (MMRP) based on the standard City of Ceres format.
Approach – To comply with Public Resources Code Section 21081.6, BaseCamp Environmental will prepare a summary mitigation monitoring and reporting program (MMRP) for adoption by the City of Ceres. The summary will include policies and actions identified in the CTMP EIR, including methods of implementation. The MMRP will be provided to the City with the Administrative Final EIR
, thereby, allowing the City to provide comments, which would subsequently be incorporated into the MMRP in the Final EIR.
Deliverables:
One (1) electronic copy in PDF format of the MMRP as a component of the Administrative Final EIR to City staff for review.
Task 7.3.3 – Prepare Screencheck and Final EIR
Objective – The objective of this task is to revise the Administrative Final EIR and prepare a Screencheck Final EIR in order to provide a thorough, responsive Final EIR.
ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 23 Approach – BaseCamp Environmental will attend one (1) working meeting with the City of Ceres staff to discuss revisions to the Administrative Final EIR. Upon receiving comments on the Administrative Final EIR, BaseCamp Environmental will revise the Administrative Final EIR document and submit a Screencheck Final EIR to the City prior to pri nting. BaseCamp Environmental assumes the Final EIR will be distributed to agencies and persons making comments by the City at least ten days prior to the EIR Certification Hearings. BaseCamp Environmental will work with the City and prepare all required noticing.
Deliverables:
One (1) electronic copy of the Screencheck Final EIR to the City of Ceres. Five (5) bound copies, one (1) unbound copy, and one (1) CD copy, in PDF format, of the Final EIR to the City of Ceres, including Response to Comments and MMRP. Attendance at one (1) mee ting with City staff to discuss Administrative Final EIR.
Task 7.3.4 – Prepare Findings of Fact, Statement of Overriding Considerations, and Notice of Determination (NOD)
Objective – The objective of this task is to prepare the required Findings of Fact and Statement of Overriding Considerations (FOF/SOCS) for approval by the City of Ceres, as necessary.
Approach – BaseCamp Environmental will prepare the FOF/SOCS pursuant to CEQA, and will incorporate information regarding the project’s environmental impacts disclosed in the EIR . In addition, the FOF/SOC will provide the appropriate language to dismiss the project alternatives not selected. BaseCamp Environmental will also provide proposed language on the overriding considerations, if necessary, which describes the benefits of the project that would outweigh any adverse environmental effects, if any. BaseCamp Environmental anticipates submitting the F
OF/SOCS in conjunction with the Administrative Final EIR. BaseCamp Environmental further anticipates that the City Attorney would review and provide feedback on the adequacy of the FOF/SOCS. In addition, should the project be approved, BaseCamp Environmental will prepare a Notice of Determination (NOD) for filing at the County Clerk Rec orders Office and posting at the State Clearinghouse.
Deliverables:
One (1) hard copy and one (1) electronic copy of the administrative draft FOF/SOC to City staff with the Administrative Final EIR.
One (1) hard copy and one (1) electronic copy of the final FOF/SOCS to City staff with the Final EIR. One (1) hard copy and one (1) electroni c copy of the NOD to City staff.
Task 7.4 – Project Management, Meetings and Hearings
Objective – The objective of this task is to ensure close, extensive coordination and interaction with City staff, the project team, technical sub‐consultants, and the public throughout the processing of the proposed project and associated environmental document.
Approach – Charlie Simpson with BaseCamp Environmental will serve as the Principal in Charge for th e EIR and will be responsible for coordination with City staff and overseeing preparation of the EIR. Terry Farmer of BaseCamp Environmental will serve as the Project Manager and will be responsible for handling the day‐to‐day activities of the EIR preparation, coordinating with the City and the techni cal consultants, and responding to staff inquiries about the ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 24 EIR and the process. This support includes attendance at meetings and public hearings as provided for in this Scope of Work. BaseCamp Environmental anticipates regular phone and e‐ mail communications with City staff, project stakeholders, and pertinent County, State, and local agencies throughout the processing and preparation of the EIR. BaseCamp Environment al will be available to assist the City throughout the process; including responding to public inquiries, agency questions, and requests for information.
In addition to the meetings outlined in the above tasks, BaseCamp Environmental will attend up to two (2) public hearings and up to two (2) progress meetings with City staff and th e project team. Additional meetings and hearings can be accommodated and will be treated as an Additional Expense, billed on a time‐and‐materials basis.
Deliverables:
Coordination, assistance, and project management throughout the process. Regular in person, phone, and e‐mail communication with City staff throughout the processing of the proposed project and environmental document.
Attendance at up to two (2) public hearings, including one (1) Planning Commission hearing and one (1) City Council h earing.
Attendance at two (2) progress meetings with City staff and the project team
ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Scope of Work & Schedule
Wood Rodgers, Inc. 22-0197 September 13, 2022 Page | 25
PROJECT SCHEDULE
The preliminary schedule below outlines an approach to complete the Scope of Work up through City Council consideration. We anticipate a duration of approximately 15.5 months commencing from the initial Start Up Meeting. We have assumed concurrent preparation of the Specific Plan, EIR, and Financing Plan with completion dates aligned with mil estones in the public review process. This schedule is intentionally flexible and we anticipate refining timelines and milestones in coordination with City staff.
WORK PROGRAM TASKS
TASK 1 ‐ Research and Investigation
Task 1.1 ‐ Start‐up Meeting, Data Collection, and Site Visit Task 1.2 ‐ Base Mapping and Preliminary Engineering Studies Task 1.3 ‐ Opportunities and Constraints Analysis
TASK 2 ‐ Preliminary Design
Task 2.1 – Land Use Plan Refinements
Task 2.2 – Draft Land Use Plan
Task 2.3 – CEQA Scoping & Draft Land Plan
Task 2.4 – Formulation of Park, Path, Trail, and Tree Master Plan Task 2.5 – Finalize Plans
TASK 3 – Draft Specific Plan
Task 3.1 – Develop Specific Plan Guiding Principles
Task 3.2 – Specific Plan Outline & Goals, Objectives, & Policies Task 3.3 – Prepare Draft Specific Plan Sections
Task 3.4 – Prepare Admin Draft Specific Plan #1
Task 3.5 – Public Review Draft Specific Plan
Task 3.6 – Solicit Public Comments 45 days
TASK 4 – Final Specific Plan
Task 4.1 – Prepare Administrative Final Specific Plan
Task 4.2 – Prepare Final Specific Plan
TASK 5 – Entitlements
Task 5.1 – Entitlement Exhibits
Task 5.2 – Initiate Pre‐Zoning/Annexation
Task 5.4 – Meetings and Hearings
TASK 6 ‐ Prepare Public Facilities Financing Plan
Task 6.1 ‐ Compile Financing Plan Data
Task 6.2 ‐ Allocate Improvement Costs
Task 6.3 ‐ Identify Financing Mechanisms and Strategy
Task 6.4 ‐ Analyze Cost Burdens and Financial Feasibility Task 6.5 ‐ Prepare Financing Plan
Task 6.6 ‐ RTC Memo & Final Financing Plan
Task 6.7 ‐ Assist in Mas ter Plan Preparation
Task 6.8 ‐ Public Hearings
TASK 7 ‐ EIR Preparation + Environmental
Task 7.1 ‐ Prelim Environmental Analysis & Notice of Preparation Task 7.1.1 ‐ Preliminary Environmental Analysis
Task 7.1.2 ‐ CEQA Project Initiation
Task 7.1.3 ‐ Prepare Project Description
Task 7.1.5 ‐ Notice of Preparation
Task 7.2 ‐ Prepare Administrative Draft and Draft EIR
Task 7.2.1 ‐ Prepare Administrative Draft EIR
Task 7.2.2 ‐ Screencheck Draft and Draft EIR
Task 7.3 ‐ Prepare Administrative Final EIR and Final EIR 45 days Task 7.3.1 ‐ Prepare Administrative Final EIR
Task 7.3.2 ‐ Mitigation Monitoring and Reporting Program Task 7.3.3 ‐ Prepare Screencheck and Final EIR
Task 7.3.4 ‐ Findings of Fact, Overriding Considerations & NOD Task 7.4 ‐ Meetings and Hearings
Repres ents m ile st one , meeti ng or hearing
TIMELINE IN MONTHS
10 11 12 13 14 15123456789 1 6
ITEM 12
ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Budget
Wood Rodgers, Inc. 22-0197 September 13, 2022
ITEM 12
Proposal for the Preparation of the Copper Trails Master Plan (CTMP) REVISED Budget
Wood Rodgers, Inc. 22-0197 September 13, 2022
HOURLY FEE SCHEDULE
CLASSIFICATION STANDARD RATE
Principal Engineer/Geologist/Surveyor/Planner/GIS/LA* II $280 Principal Engineer/Geologist/Surveyor/Planner/GIS/LA* I $250 Senior Engineer/Geologist/Surveyor/Planner/GIS/LA* II $235 Senior Engineer/Geologist/Surveyor/Planner/GIS/LA* I $225 Project Engineer/Geologist/Surveyor/Planner/GIS/LA* II $215 Project Engineer/Geologist/Surveyor/Planner/GIS/LA* I $200 Engineer/Geologist/Surveyor/Planner/GIS/LA* II $190
Engineer/Geologist/Surveyor/Planner/GIS/LA* I $180
Assistant Engineer/Geologist/Surveyor/Planner/GIS/LA* $150 Designer $90
Senior CAD Technician/Graphics Designer II $180
Senior CAD Technician/Graphics Designer I $165
CAD Technician/Graphics Designer $150
Project Coordinator $160
Administrative Assistant $140
1 Person Survey Crew $220
2 Person Survey Crew $320
3 Person Survey Crew $410
Consultants, Outside Services, Materials & Direct Charges Cost Plus 10% Overtime Work, Expert Witness Testimony and Preparation Rate Plus 50% *LA = Landscape Architect
Blueprints, reproductions, and outside graphic services will be charged at vendor invoice. Auto mileage will be charged at the IRS standard rate, currently 62.5 cents per mile.
Fee Schedule subject to change January 1, 2023.
ITEM 12
ITEM 12
ITEM 12
{CW116133.1}
COUNCIL AGENDA REPORT
CITY COUNCIL
Javier Lopez, Mayor
J
ames Casey, Dist.1
Vacant, Dist. 2
Bret Silveira, Dist. 3
Mike Kline, Dist. 4
MEETING DATE: September 26, 2022
TO:
F
ROM:
CO
NTACT:
SUBJECT:
Mayor and City Council
Alex Terrazas, City Manager
Kevin Waugh, P.E., Director of Engineering Services/City Engineer [email protected], (209) 538-5775
Resolution No. 2022-129, Awarding the Contract for the Phase I Site Improvements for the Public Safety Training Facility Project Located at Fire Station No. 3 to Machado & Sons Construction Inc.; Authorizing a 10% Contingency; and Authorizing the City Manager to Execute the Contract
RECOMMENDED COUNCIL ACTION:
S
taff recommends awarding of the Contract for the Phase I S ite Improvements for the Public Safety Training Facility project located at Fire Station No. 3 to Machado & Sons Construction Inc.; authorizing a 10% contingency and authorizing the City Manager to execute the contract.
I. BACKGRO UND:
The Modesto Fire Department, which provides fire protection services to the City of Ceres, in collaboration with neighboring and regional public safety departments, have proposed the construction of a Public Safety Training Facility located at Fire Station No. 3 at 420 Service Road, Ceres, CA.
Phase I Site Improvements include the following: site grading, placement of a reinforced concrete foundation, and installation of an additional fire hydrant. Once Phase I Site Improvements are completed, a formal public solicitation for Phase II will be initiated to supply and install the tactical containers that form the building itself. Estimated project completion for Phase II is April-May 2023.
The total estimated project cost for both Phase I and Phase II is about $900,000 excluding a contingency. Although the current contract with Modesto Fire Department requires that the City of Ceres maintain its fire facilities, the cost of this project will be funded jointly by the City of Ceres Capital Improvement Funds, the Public Facility Funds for Fire (Fund 499), and from the Regional Fire Authority (RGA) in the amount of $300,000, $275,000, and $325,000, respectively.
ITEM 13
{CW116133.1}
II. REASONS FOR RECOMMENDATION:
Staff originally estimated the Phase I Site Improvements to be just under $200,000, which allows the agencies, by law, to utilize the informal bid process . On June 9, 2022, f our qualified, experienced local contractors were sent an RFP comprising detailed plans and specifications for the Phase I Site Improvements. However, no bids were received on the bid due date. The contractors claimed that they were too busy or not interested in reporting certified payroll.
In July 2022, Staff withdrew the informal bid solicitation and conducted a formal public solicitation by advertising a new RFP with the CIPList exchange, the Courier, and the City of Ceres’ website. Four bids were received on August 10, 2022, the bid due date. Of the four (4) bids received, Machado & Sons Construction Inc. was the lowest responsible bidder with a bid amount of $154,612.00. A ten percent contingency of $15,461.00 brings the estimated project total of Phase I Site Improvements to $170,073.00. A memo is attached showing a detailed comparison of the formal bid.
A formal bid solicitation is planned for Phase II in Fall 2022. The scope of Phase II will comprise supplying and installing the tactical containers forming the building structure.
Bids will be received in December 2022-January 2023 and project completion is estimated April-May 2023. Once the entire project is complete, the new Public Safety Training Facility will allow the City of Ceres, the Regional Fire Authority, the Ceres Police Department, and other agency personnel to centralize emergency response training in a unique environment with the goal of improving life safety of both residents and emergency response personnel.
III.
F ISCAL IMPACTS:
Funding for Phase I of this project was approved by the City Council as part of the FY 2021/22 budget process. The funding was rolled over into the City of Ceres FY 2022/23 Capital Improvement Plan (CIP); Account Number 499.95.800500.
Once a tactical container contractor is selected under the Phase II formal bidding process, Staff will submit to Council a request for approval of the construction contract. Phase II will be funded jointly from the remainder in Account Number 499.95.800500 (City of Ceres FY 2022/23 CIP funds), the Public Facility Funds for Fire (Fund 499) and the RFA.
IV. EXISTING POLICY / RELATIONSHIP TO STRATEGIC PLAN:
This project is in conformance with the priority of the Strategic Plan to ensure the community has adequate, well-maintained infrastructure.
V. P OLICY ALTERNATIVES :
The City Council can choose to direct staff to reject the bids and re-bid the project; or reject the bids and eliminate the project.
VI. I NTERDEPARTMENTAL COORDINATION:
The Engineering Services Department coordinated with the Public Works Department , Police Department, and Fire Department.
ITEM 13
{CW116133.1}
VII. PUBLIC PARTICIPATION:
There were no committees or public participation involved in this project.
VIII. EN VIRONMENTAL REVIEW :
N/A
IX. ST EPS FOLLOWING APPROVAL :
Execute the Contract with the contractor, conduct a preconstruction conference and issue the Notice to Proceed.
Approved by: _______________________________
Alex Terrazas, City Manager
Attachments:
1. Resolution
2. Bid Results
3. Contract
ITEM 13
ITEM 13
RESOLUTION NO. 2022-129
RESOLUTION AWARDING OF THE CONTRACT FOR THE PHASE I
SITE IMPROVEMENTS FOR THE PUBLIC SAFETY TRAINING FACILITY PROJECT LOCATED AT FIRE STATION NO. 3 TO MACHADO & SONS CONSTRUCTION INC.; A UTHORIZING A 10% CONTINGENCY; AND
AUTHORIZING THE CITY MANAGER TO EXECUTE THE CONTRACT.
THE CITY COUNCIL
City of Ceres
WHEREAS, proposals for the Phase I S ite Improvements for the Public Safety Training Facility project located at Fire Station No. 3 were due on August 10, 2022; and
WHEREAS, the lowest responsive and responsible bid for the Phase I S ite Improvements for the Public Safety Training Facility project located at Fire Station No. 3 was received from Machado & Sons Construction Inc., in the amount of $154,612.00; and
WHEREAS, a construction contingency in the amount of 10% , or $15,461.00, is appropriate to accommodate any unforeseen costs , bringing the t otal authorization to $170,073.00; and
WHEREAS, the Phase I site improvements for the Public Safety Training Facility project was programmed in FY 2021/22 and rolled over to FY 2022/ 23 Capital Improvement Program in account number 499.95.800500.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ceres does hereby award the contract for the Phase I S ite Improvements for the Public Safety Training Facility project located at Fire Station No. 3 to Machado & Sons Construction Inc.; authorizes a 10% contingency ; and authoriz es the City Manager to execute the contract.
PASSED AND ADOPTED by the Ceres City Council at a regular meeting thereof held on the 26
th day of September 2022, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
_______________________________
Javier Lopez, Mayor
ATTEST:
__________________________________
Fallon Martin, City Clerk
ITEM 13
ITEM 13
NO. ITEM UNIT OF ESTIMATED UNIT PRICE TOTAL UNIT PRICE TOTAL UNIT PRICE TOTAL UNIT PRICE TOTAL
MEASURE QUANTITY (IN FIGURES) (IN FIGURES) (IN FIGURES) (IN FIGURES) (IN FIGURES) (IN FIGURES) (IN FIGURES) (IN FIGURES) 1 Mobilization LS 1 $15,000.00 $15,000.00 $8,200.00 $8,200.00 $20,000.00 $20,000.00 $8,100.00 $8,100.00 2 Demolition & Disposal of
Material LS 1 $7,500.00 $7,500.00 $6,430.00 $6,430.00 $25,420.00 $25,420.00 $20,100.00 $20,100.00 3 Grading & Earthwork (Fill) CY 120 $180.00 $21,600.00 $287.50 $34,500.00 $150.00 $18,000.00 $314.70 $37,764.00 4 Reinforced Concrete Foundation LS 1 $125,000.00 $125,000.00 $65,950.00 $65,950.00 $83,730.00 $83,730.00 $109,700.00 $109,700.00 5 Crushed Rock CY 55 $380.00 $20,900.00 $203.00 $11,165.00 $241.00 $13,255.00 $319.00 $17,545.00 6 6" PVC Piping, Fire Hydrant &
Disinfection LS 1 $30,000.00 $30,000.00 $28,367.00 $28,367.00 $32,986.00 $32,986.00 $28,510.00 $28,510.00 $220,000.00 $154,612.00 $193,391.00 $221,719.00
NO. ITEM UNIT OF ESTIMATED UNIT PRICE TOTAL UNIT PRICE TOTAL
MEASURE QUANTITY (IN FIGURES) (IN FIGURES) (IN FIGURES) (IN FIGURES) 1 Mobilization LS 1 $15,000.00 $15,000.00 $20,826.00 $20,826.00 2 Demolition & Disposal of
Material LS 1 $7,500.00 $7,500.00 $24,079.00 $24,079.00 3 Grading & Earthwork (Fill) CY 120 $180.00 $21,600.00 $419.63 $50,355.00 4 Reinforced Concrete Foundation LS 1 $125,000.00 $125,000.00 $89,689.00 $89,689.00 5 Crushed Rock CY 55 $380.00 $20,900.00 $377.49 $20,762.00 6 6" PVC Piping, Fire Hydrant &
Disinfection LS 1 $30,000.00 $30,000.00 $50,891.00 $50,891.00 $220,000.00 $256,602.00
NONENONE
SUB-CONTRACTORS:
Public Safety Training Facility Phase I: Site Improvements
BID TABULATION SHEET
BID DUE: AUGUST 10, 2022 at 2:00 PM
Engineer's Estimate
MACHADO & SONS
CONSTRUCTION INC. F. LODUCA CO.
TURLOCK, CA STOCKTON, CA
(P22-002)
UNITED PAVEMENT MAINTENCE
HUGHSON, CA
TOTAL BID:
NONE
Engineer's Estimate TCB INDUSTRIAL INC.
MODESTO, CA
TOTAL BID:
SUB-CONTRACTORS:
RELIABLE FIRE & SECURITY
ITEM 13
ITEM 13
ITEM 13
ITEM 13
ITEM 13
ITEM 13
ITEM 13
ITEM 13
ITEM 13
ITEM 13
ITEM 13
ITEM 13
ITEM 13
ITEM 13
ITEM 13
ITEM 13
ITEM 13
ITEM 13
ITEM 13
ITEM 13
ITEM 13
ITEM 13
COUNCIL AGENDA REPORT
CITY COUNCIL
Javier Lopez, Mayor
James Casey, Dist.1
Vacant, Dist. 2
Bret Silveira, Dist. 3
Mike Kline, Dist. 4
MEETING DATE: September 26, 2022
TO: Mayor and City Council
FROM: Alex Terrazas, City Manager
CONTACT: Richard Collins, Chief of Police
[email protected], (209) 538-5725
SUBJECT:
Resolution No. 2022-84, Approving the Use of American Rescue Plan Act (ARPA) Funds to Lease Security Cameras for Select City Parks and City Yards and Authorizing Staff to Move Forward with the Purchase
RECOMMENDED COUNCIL ACTION:
Staff recommends the City Council approves the us e of ARPA funds to lease Security Cameras for select City parks and City yards.
I. BACKGROUND:
At the July 11, 2022, council meeting, Council tabled Resolution No. 2022-84 (item no. 9).
The resolution recommended installation of security cameras at five city parks to reduce the repeated occurrences of vandalism, thefts, and graffiti. Ochoa Park was not included in Staff’s recommendation. This community park also experiences high volumes of vandalism. Council directed staff to examine the feasibility of installing security cameras at Ochoa Park. Staff also completed an analys is to compare the costs associated with leasing versus purchasing the security equi pment. The staff report from the July 11 th
meeting is included as an attachment.
II. REASONS FOR RECOMMENDATION:
Staff created a plan to purchase a security camera system like the proposed package from Epic iO Technologies, formerly known as IntelliSite. Milestone Systems would provide the equipment for infrastructure and data st orage. The cameras would be purchased separately from the vendor Axis. The system includes (32) fixed night vision cameras, (8) night vision pan-tilt-zoom ca meras, and the associated infr astructure to manage the system. Support fees for all the cameras, cellular service, and upgrading bandwidth capacity were also included in the pricing. Each camera requires separate licensing which ITEM 14
is an additional fee. The cost to purchase this system is $568,388.00 for five years of operation.
This does not include adding one IT employee to the IT Department to manage the system.
Compensation for a new IT employee is estimated to start at $118,000.00 per year. In total, purchasing a security system that is managed by City staff is estimated at $1,167,388.00 over five years. Although the cameras for this system have night vision capabilities, they do not have talk down features, conspicuous flashing blue lights, or the ability to set up geo- fencing. Geo- fencing allows alerts to trigger if people enter areas beyond what is allowable. In addition, if any of the hardware fails or is damaged, the city is responsible for purchasing the replacement parts.
The cameras leased from Epic iO have a variety of features. All of them have night vision and live feed with the capability of being accessed via cell phone or computer. The Ceres Police Dispatch Center can monitor the cameras as well. Some of the cameras will also have the pan-tilt-zoom option (PTZ), blue flashing lights, and signage indicating the park is being monitored by Ceres PD, and a talk-down speaker which allow an authorized person to speak through the system remotely.
Another key feature with the Epic iO system is its Advance AI technology. This technology does not use facial recognition. It does detect the difference between humans and animals.
It also gives users the ability to set geo- fencing around areas in conjunction with sending alerts if humans and/or vehicles go beyond the invisible boundaries.
There will be a total of forty -two (42) cameras and fourteen (14) gateways l eased for installation at the following parks and City yards, which have been chosen due to their high volume of activity and crime:
• River Bluff, to include Lower River Bluff
• Smyrna Park, to include the skate park and City yard
• Roeding Heights Park, to include the tennis courts and gazebo • Strawberry Fields Park
• Whitmore Park, to include the gazebo
• Ochoa Park
In addition to Council’s approval of this project at the April 11, 2022, meeting, a specific resolution authorizing the expenditure is required.
III. F
ISCAL IMPACTS :
Council approved the use of up to $300,000 in ARPA funds for this project per Resolution 2022-31. Staff received an updated quote from EPIC iO Technologies, Inc. in the amount of $625,766.20 (tax included) to fund this project for five (5) years. Nine cameras were added to monitor the lower River Bluff Terrace and Ochoa Park. The quoted amount includes cameras, gateways, and installation. Additionally, this amount includes the annual subscription fee for support, and maintenance. The maintenance plan includes advanced replacement per system.
ITEM 14
The amount to fully fund this project is $6 55,766.20 which includes $ 30,000 for installation/labor costs by City Staff as requested at the July 11 Council Meeting. This is $355,766.20 over the approved allocated amount for this project. However, the Police Department Building Security Project was allocated $250,000 of ARPA Funds, but only required $50,000 to upgrade the existing Key Card system. Staff recommends reallocating $200,000 of unused funds from the PD Building Security Project. Staff also recommends allocating $155,766.20 of unallocated ARPA funds from the first installment to fully fund this project totaling $6 55,766.20. The requested amount pays for (9) additional cameras that were added to the original quote.
This project will be fully funded for five (5) years. Prior to the end of the five- year term Police Department staff will evaluate the effectiveness of the camera system and develop recommendations for Council’s consideration.
IV. E
XISTING POLICY / RELATIONSHIP TO THE STRATEGIC PLAN :
N/A
V. P
OLICY ALTERNATIVES :
Council could choose to not approve the purchase of these cameras which would result in City parks and yards to continue to experience vandalism and crime with no mechanism in place for preventing such acts.
VI. I
NTERDEPARTMENTAL COORDINATION:
N/A
VII. P UBLIC PARTICIPATION:
N/A
VIII. EN
VIRONMENTAL REVIEW :
N/A
IX. STEPS FOLLOWING APPROVAL:
Upon City Council approval staff will make the necessary purchase of the cameras from EPIC iO Technologies, Inc. The Finance Department will reallocate the unused funds from the PD Building Security Project and appropriate unaollocated ARPA funds. If approved installation will occur in approximately 60-90 days.
Approved by: ______________________________
Alex Terrazas, City Manager
Attachments:
1. Resolution
ITEM 14
2. Budget Amendment
3. July 11, 2022 Staff Report
4. Quote from Intellisite
5. Project Site Design
6. Sole Source Letter
7. Intellisite Name Change Documents
ITEM 14
RESOLUTION NO. 2022-84
APPROVING THE USE OF AMERICAN RESCUE PLAN ACT (ARPA) FUNDS TO
LEASE SECURITY CAMERAS FOR SELECT CITY PARKS AND CITY YARDS AND
AUTHORIZING STAFF TO MOVE FORWARD WITH THE PURCHASE
THE CITY COUNCIL
City of Ceres, California
WHEREAS, the City Council approved a mid-year budget which included the use of ARPA funds for various projects at the Police Department, including the lease of Cameras for select City Parks and City Yards; and
WHEREAS, the City Parks and City Yards have seen an upswing in vandalism and other crimes over the past two and a half years making the lea se of cameras a necessity; and
WHEREAS, the lease of cameras for select City Parks and City Y ards will provide a mechanism for preventing these acts; and
WHEREAS, the lease of these Cameras will have no fiscal impact on the City.
NOW, THEREFORE, BE IT RESOLVED , that the Ci ty Council of the C ity of Ceres does hereby approve the use of American Rescue Plan Act ( ARPA) funds to lease security cameras for select City parks and City yards and authorizes staff to move forward with the lease.
BE IT FURTHER RESOLVED the City of Ceres Finance Director is hereby authorized and directed to record the appropriate accounting entries.
PASSED AND ADOPTED by the Ceres City Council at a regular meeting thereof held on the 26
th day of September 2022, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
_____________________________
Javier Lopez, Mayor
ATTEST:
_____________________________
Fallon Martin, City Clerk
ITEM 14
ITEM 14
Exhibit A
Exhibit "A"
Budget Amendment No.
Fiscal Year 2022 - 2023
Reference Resolution No. 2022-84 dated September 26, 2022 authorizing appropriations for ARPA Fund Projects as follows:
Appropriations:
Fund Name Fund
No.
Dept.
No.
Object
No.
Appropriation
Amount
ARPA FUND 219 10 050800 $200,000.00
ARPA FUND – PD 2222 219 95 800500 -$200,000.00
ARPA FUND 219 10 050800 $155,766.20
Requested Appropriation $355,766.20
2022 - 2023 Current Appropriation + $300,000.00
Total Appropriation $655,766.20
Estimated Revenues:
Fund Name Fund
No.
Type
No.
Object
No.
Estimated
Revenue Amt.
Total Estimated Revenue $
2022 – 2023 Current Estimated Revenue + $
Total Estimated Revenue $
Fiscal Impact: NONE: MOVING FROM ONE ACCOUNT TO ANOTHER. THE
POLICE BUILDING SECURITY SYSTEM PROJECT CAME IN UNDER BUDGET AND THE PARKS CAMERA PROJECT CAME IN OVER BUDGET. IN ADDITION, THERE
ARE ARPA FUNDS NOT ALLOCATED FOR ANY SPECIFIC PROJECT THAT CAN BE USED TO FUND THIS CAMERA PROJECT.
ITEM 14
ITEM 14
COUNCIL AGENDA REPORT
CITY COUNCIL
Javier Lopez, Mayor
James Casey, Dist.1
Open, Dist. 2
Bret Silveira, Dist. 3
Mike Kline, Dist. 4
MEETING DATE: July 11, 2022
TO: Mayor and City Council
FROM: Alex Terrazas, City Manager
CONTACT: Richard Collins, Chief of Police
[email protected], (209) 538-5725
SUBJECT:
Resolution No. 2022 -___, Approving the Use of ARPA F unds to Purchase Security Cameras for S elect City Parks and City Yards and Authorizing Staff to Move Forward with the Purchase.
RECOMMENDED COUNCIL ACTION:
Staff recommends the City Council approves the use of ARPA funds to purchase Security Cameras for select City parks and City yards.
I. BACKG ROUND:
On April 11, 2022, the City Council approved a mid- year budget amendment which included the approval of the use of ARPA funds for various projects at the Police Department. One of those projects is to purchase security cameras for select City parks and City yards.
The instances of vandalism over the past five years have grown exponentially and has made the need for security cameras in our City parks no longer a desire, but a necessity.
II. RE
ASONS FOR RECOMMENDATIO N:
City parks have a tendency to become a hotspot for illicit activities, especially under the cover of night. Security cameras in C ity parks allow police officers and other authorized City officials to view the cameras at any time of the day or night to ensure parks are safe and in good order, thus making the parks a City asset rather than a City liability.
In the past two and a half years, City parks have seen an upswing in vandalism and other crimes which include : graffiti; damage to playground equipment, trees, restrooms, sprinklers, and wells; stolen plaques; damaged fencing; trash emptied onto lawn areas; fires, both external and in trash cans; dumping of garbage; damage to the lawn areas ; ITEM 14
vehicle break-ins; fights; side shows; illegal vendors; alcohol use; smoking marijuana in the presence of children; and on-going issues with the homeless.
The cameras being purchased will have a variety of features. All of them will have night vision and live feed with the capability of being accessed via cell phone or computer. Some of the cameras will also have the pan- tilt-zoom option (PTZ), red and blue flashing lights and signage indicating the park is being monitored by Ceres PD, and a talk-down speaker which allow an authorized person to speak through the system remotely.
There will be a total of thirty -three (33) cameras and eleven (11) gateways purchased to be installed at the following parks and City yards, which have been chosen due to their high volume of activity and crime:
• River Bluff, to include Lower River Bluff
• Smyrna Park, to include the skate park and City yard
• Roeding Heights Park, to include the tennis courts and gazebo • Strawberry Fields Park
• Whitmore Park, to include the gazebo
In addition to Council’s approval of this project at the April 11, 2022 meeting, a specific resolution authorizing the expenditure is required.
III. F ISCAL IMPACTS :
Council approved the use of up to $300,000 in ARPA funds for this project per Resolution 2022-31. Staff received a quote from EPIC iO Technologies, Inc. in the amount of $498,750 to fund this project for five (5) years. The quoted amount, $498,750, includes the cost for cameras, gateways, and installation. Additionally, this amount includes the annual subscription fee for support, and maintenance.
Staff would like Council to note that the Quote and Site Design Documents are in the name of “IntelliSite.” During the course of working on this project, IntelliSite went through a name change to EPIC iO Technologies, Inc. Official documents showing the name change are attached.
The quoted amount of $498,750 is $200,000 over the approved allocated amount for this project. However, the Police Department Building Security Project was allocated $250,000 of ARPA Funds, but only required $20,000 to upgrade the existing Key Card system. Staff recommends reallocating $200,000 of unused funds from the PD Building Security Project to fully fund this project.
This project will be fully funded for five (5) years. Prior to the end of the five -year term Police Department staff will evaluate the effectiveness of the camera system and develop recommendations for Council’s consideration.
ITEM 14
IV. POLICY ALTERNATIVES:
Council could choose to not approve the purchase of these cameras which would result in City parks and yards to continue to experience vandalism and crime with no mechanism in place for preventing such acts.
V. ST EPS FOLLOWING APPROVAL :
Upon City Council approval staff will make the necessary purchase of the cameras from EPIC iO Technologies, Inc. and the Finance Department will reallocate the unused funds from the PD Building Security Project. If approved installation will occur in approximately 60-90 days.
Approved by: ___________________________________
Alex Terrazas, City Manager
Attachments:
1. Resolution
2. Quote from Intellisite
3. Project Site Design
4. Sole Source Letter
5. Budget Amendment
ITEM 14
ITEM 14
We have prepared a quote for you
Ceres PD - Parks SCAAS
Quote # 001395
Version 4
Prepared for:
City of Ceres Police Department
Patrick Crane
[email protected]
ITEM 14
Tuesday, September 06, 2022
City of Ceres Police Department
Patrick Crane
2727 Third Street
Ceres, CA 95307
[email protected]
Dear Patrick,
IntelliSite’s Smart Community as a Service (SCaaS) brings immediate value to local communities across the country as an affordable monthly subscription. Delivered as a cloud-based or on-premises solution, IntelliSite SCaaS addresses the needs of today’s communities with the latest state-of-the-art safety and security monitoring solutions.
IntelliSite's SCaaS solution helps communities efficiently and cost-effectively manage safety and security with the intent to reduce crime rates. IntelliSite offers a complete video management solution featuring AI-based edge analytics, sensors, video recording, LED lighting and loudspeakers. IntelliSite provides remote and interactive access to video footage via fiber or LTE/cellular networks.
IntelliSite is with you every step of the way. IntelliSite will help you plan, design, implement and operate your IoT, Safety and Security and Computer Vision deployments. IntelliSite offers a turnkey solution paired with best-in-class customer experience. Please do not hesitate to reach out to me with your questions and concerns. I can be reached at [email protected].
Thank you and I look forward to working with you.
Elpidio
IntelliSite, LLC
Page: 2 of 4
ITEM 14
Subscriptions - 5 Year (Annual Pricing)
Product Details Quantity
IOT-UIGAI-5YR UIG with AI Capability - 5 Year Rental
Rugged edge compute gateway with AI capability. Remote site design included. 5 year rental.
14 IOT-DI-ADV-5YR DeepInsights Advanced AI - 5 Year Subscription DeepInsights dashboard, video management, and AI software license (module). Priced per stream. 5 year subscription.
41 DVAI-SMVR-5YR DeepInsights AI Module: Vehicle Recognition (LPR) Vehicle make, model, color, and license plate recognition with real-time alerting. 5 year subscription.
1 IOT-CARE-PKG-5YR IntelliCare Maintenance Plan - 5 Year Subscription The IntelliCare Maintenance Plan covers system health monitoring, remote support, and advanced replacement per system. 5 year subscription. 14 IOT-CAM-FXDBLT-5YR Fixed Bullet Camera - 5 Year Rental Fixed Bullet Camera - 5 Year Rental
33 IOT-CAM-PTZ-5YR PTZ Outdoor Dome Camera - 5 Year Rental Pan-tilt-zoom (PTZ) outdoor dome camera. 5 year rental. 8 Annual - 5 Year Subtotal: $108,368.00
Services
Description Price Qty Ext. Price
IOT-UIG-OSFI UIG On-Site Field Install
IntelliSite UIG field install, per UIG. Excludes permits. $2,500.00 14 $35,000.00
Subtotal: $35,000.00
Page: 3 of 4
ITEM 14
Ceres PD - Parks SCAAS
Prepared by: Prepared for: Quote Information:
IntelliSite, LLC City of Ceres Police Department Quote #: 001395 Elpidio
9176206979
[email protected]
2727 Third Street
Ceres, CA 95307
Patrick Crane
(917) 620-6979
[email protected]
Version: 4
Delivery Date: 09/06/2022
Expiration Date: 10/31/2022
Quote Summary
Description Recurring Interval Recurring Amount One-Time Amount Subscriptions - 5 Year (Annual Pricing) Annual - 5 Year $108,368.00 Shipping $3,500.00
Services $35,000.00
Shipping: - $3,500.00
Total: $108,368.00 $38,500.00
Jurisdictional taxes will be applied whenever applicable. Shipping, handling, and other fees may also apply. We reserve the right to cancel orders arising from pricing or other errors.
IntelliSite, LLC City of Ceres Police Department
Signature:
Name: Elpidio Compres
Title:
Date: 09/06/2022
Signature:
Name:
Date:
Page: 4 of 4
ITEM 14
Document Type :
Site Design Document
REV D
Date:
July 18, 2022
Project Type:
Smart City Cameras / IoT
Project Name:
City of Ceres Park Cameras
Customer Name:
City of Ceres
Provided by:
Steve Peterson
IntelliSite Contacts:
David Talcott, Pre-Sales Engineer, 949-751-9999, [email protected] Steve Peterson, Pre-Sales Engineer, 801-369-2069, [email protected]
ITEM 14
Date
Project Notes
Author
July 18, 2022 Steve Peterson
• The pictures depicted in this document are intended to represent a site design for the suggested IntelliSite hardware equipment at the City of Ceres, CA. The outlined illustrations below were created to show approximate installation locations for the intended purpose of visual aid and internal hardware quantities.
• A site walk may need to be conducted prior to installation to confirm final placement of hardware along with any additional infrastructure needs and/or requirements. This will be outlined in the Scope of Work document (S.O.W) which will be created and submitted once the design portion of the project has been approved.
• For questions regarding hardware and software compliance and setup, please contact the Sales Engineer at the contact listed above.
Legend
ALPR Camera
Fixed AI Camera
PTZ Camera
UIG Comms Box
Speaker
Public WiFi
Blue Strobe
Steel Pole
Wood Pole
Electric/Service
Document Terminology Document Info IntelliSite IO
Project = The “Project” is defined as the overall impacted work being performed based off all hardware and software under the PO.
Site = The “Site” is defined as the area withing the project that is impacted by hardware and/or software.
Building = The “ Building “is defined as area within the site that is being impacted by hardware and/or software.
Space = The “ Space “is defined as the area withing the site the defines the flow of traffic (Vehicle and/or Pedestrian) Document
Type
Site Design
Document (SDD)
3463 Lakemont
Blvd. O/H Service Wire
Author Select One Suite 104
Issue 1 Fort Mill, SC O/H Cat6 Cable Rev D 29708
ITEM 14
Date Project Overview Provided by:
July 18, 2022 LPR & Camera Install Steve Peterson
Address Link: River Bluff Regional Park, Park Entry, 3761 Hatch Rd. Ceres, CA Notes
(1) LPR Camera to be installed on
existing steel Traffic light pole at
entrance to park capture rear
vehicle license plates.
(1) Fixed camera to count vehicles
as they enter the park.
(1) UIG for connectivity.
Customer provides (24/7) 110VAC
power for UIG. Providing three
wires in a junction box with
knockouts.
Customer provides all work
permits for installation and traffic
control.
Legend
Fixed Camera
LPR Camera
UIG (Universal IoT
Gateway)
Steel Pole
Page Document
Type
Site Design
Document (SDD)
Author Steve Peterson
3 Issue 1
Rev D
ITEM 14
Date Project Overview Provided by:
July 18, 2022 LPR & Camera Install Steve Peterson
Address Link: River Bluff Regional Park, Concession Building, 3761 Hatch Rd. Ceres, CA Notes
(3) Fixed cameras to watch
concessions, eating areas and
playground. Two installed on
existing security steel pole and
one on gable of concession
building.
(2) PTZ cameras installed on
existing security steel pole to
perform surveillance of
concessions area.
(2) UIG for connectivity.
Customer provides (24/7) 110VAC
power for UIG. Providing three
wires in a junction box with
knockouts.
Customer provides all work
permits for installation.
Legend
Fixed Camera
PTZ Camera
UIG (Universal IoT
Gateway)
Steel Pole
Page Document
Type
Site Design
Document (SDD)
Author Steve Peterson
4 Issue 1
Rev D
ITEM 14
Date Project Overview Provided by:
July 18, 2022 LPR & Camera Install Steve Peterson
Address Link: River Bluff Regional Park, River Trail Road/Walking Path, 3761 Hatch Rd. Ceres, CA Notes
(4) Fixed cameras to be installed
on existing security steel pole. To
watch road/walking path East and
West bound and North.
(1) UIG for connectivity.
Customer provides (24/7) 110VAC
power for UIG. Providing three
wires in a junction box with
knockouts.
Customer provides all work
permits for installation.
Legend
Fixed Camera
UIG (Universal IoT
Gateway)
Steel Pole
Page Document
Type
Site Design
Document (SDD)
Author Steve Peterson
5 Issue 1
Rev D
ITEM 14
Date Project Overview Provided by:
July 18, 2022 LPR & Camera Install Steve Peterson
Address Link: River Bluff Regional Park, Parking Lot 1, 3761 Hatch Rd. Ceres, CA Notes
(2) Fixed cameras to be installed
on existing security steel pole on
east side parking lot.
(1) PTZ Camera installed on same
pole as fixed cameras
(1) UIG for connectivity.
Customer provides (24/7) 110VAC
power for UIG. Providing three
wires in a junction box with
knockouts.
Customer provides all work
permits for installation.
Legend
Fixed Camera
PTZ Camera
UIG (Universal IoT
Gateway)
Steel Pole
Page Document
Type
Site Design
Document (SDD)
Author Steve Peterson
6 Issue 1
Rev D
ITEM 14
Date Project Overview Provided by:
July 18, 2022 LPR & Camera Install Steve Peterson
Address Link: River Bluff Regional Park, Parking Lot 2, 3761 Hatch Rd. Ceres, CA Notes
(2) Fixed cameras to be installed
on new steel security pole
installed by customer in south end
of parking lot.
(1) UIG for connectivity.
Customer provides (24/7) 110VAC
power for UIG. Providing three
wires in a junction box with
knockouts.
Customer provides all work
permits for installation.
Legend
Fixed Camera
UIG (Universal IoT
Gateway)
Steel Pole
Page Document
Type
Site Design
Document (SDD)
Author Steve Peterson
7 Issue 1
Rev D
ITEM 14
Date Project Overview Provided by:
July 18, 2022 LPR & Camera Install Steve Peterson
Address Link: Smyrna Park Maintenance Bldg. Ceres, CA Notes
(3) Fixed cameras installed on
corners of the maintenance bldg.
To cover maintenance yard,
parking lot, and building entry.
(1) PTZ for surveillance of parking
lot and restrooms.
(1) UIG for connectivity
(1) Speaker for Talk down
(1) Blue Strobe light
Customer provides (24/7) 110VAC
power for UIG. Providing three
wires in a junction box with
knockouts.
Customer provides all work
permits for installation.
Legend
Fixed Camera
PTZ Camera
Speaker
UIG (Universal IoT Gateway)
Blue Strobe
Page Document
Type
Site Design
Document (SDD)
Author Steve Peterson
8 Issue 1
Rev D
ITEM 14
Date Project Overview Provided by:
July 18, 2022 LPR & Camera Install Steve Peterson
Address Link: Smyrna Skate Park, Ceres, CA Notes
(1) Fixed cameras to be installed
on existing steel pole. To cover
skate park.
(1) UIG for connectivity.
(1) Blue strobe
(1) Speaker for talk-down
Customer provides (24/7) 110VAC
power for UIG. Providing three
wires in a junction box with
knockouts.
Customer provides all work
permits for installation.
Legend
Fixed Camera
UIG (Universal IoT
Gateway)
Blue Strobe
Speaker
Steel Pole
Page Document
Type
Site Design
Document (SDD)
Author Steve Peterson
9 Issue 1
Rev D
ITEM 14
Date Project Overview Provided by:
July 18, 2022 LPR & Camera Install Steve Peterson
Address Link: Smyrna Skate Park Parking Lot, Ceres, CA Notes
(4) Fixed cameras to be installed
on existing parking lot pole. To
cover skate park parking lot.
(1) UIG for connectivity.
(1) Blue strobe
(1) Speaker for talk-down
Customer provides (24/7) 110VAC
power for UIG. Providing three
wires in a junction box with
knockouts.
Customer provides all work
permits for installation.
Legend
Fixed Camera
UIG (Universal IoT
Gateway)
Blue Strobe
Speaker
Steel Pole
Page Document
Type
Site Design
Document (SDD)
Author Steve Peterson
10 Issue 1
Rev D
ITEM 14
Date Project Overview Provided by:
July 18, 2022 LPR & Camera Install Steve Peterson
Address Link: Gazebo at Roeding Park, 2824 Stanford Ave. Ceres, CA Notes
(2) Fixed camera installed on
existing light pole near tennis
courts. Covering well equipment
and gazebo.
(1) PTZ for surveillance of walking
path installed on same tennis
court light pole.
(1) UIG for connectivity
Customer provides (24/7) 110VAC
power for UIG. Providing three
wires in a junction box with
knockouts.
Customer provides all work
permits for installation.
Legend
Fixed Camera
PTZ Camera
UIG (Universal IoT Gateway)
Steel Pole
Page Document
Type
Site Design
Document (SDD)
Author Steve Peterson
11 Issue 1
Rev D
ITEM 14
Date Project Overview Provided by:
July 18, 2022 LPR & Camera Install Steve Peterson
Address Link: Gazebo at Whitmore Park, 2921 3rd St. Ceres, CA Notes
(2) Fixed camera installed on
restroom gable.
(1) UIG for connectivity.
Customer provides (24/7) 110VAC
power for UIG. Providing three
wires in a junction box with
knockouts.
Customer provides all work
permits for installation.
Legend
Fixed Camera
UIG (Universal IoT Gateway)
Page Document
Type
Site Design
Document (SDD)
Author Steve Peterson
12 Issue 1
Rev D
ITEM 14
Date Project Overview Provided by:
July 18, 2022 LPR & Camera Install Steve Peterson
Address Link: Strawberry Fields Park. Ceres, CA Notes
(2) Fixed cameras installed on
restroom gable.
(1) UIG for connectivity
Customer provides (24/7) 110VAC
power for UIG. Providing three
wires in a junction box with
knockouts.
Customer provides all work
permits for installation.
Legend
Fixed Camera
UIG (Universal IoT Gateway)
Page Document
Type
Site Design
Document (SDD)
Author Steve Peterson
13 Issue 1
Rev D
ITEM 14
Date Project Overview Provided by:
July 18, 2022 LPR & Camera Install Steve Peterson
Address Link: River Bluff Regional Park, Walking Trails, Ceres, CA Notes
(4) Fixed cameras installed on
poles shown on map.
(1) PTZ camera installed on pole
shown on map.
(2) UIG for connectivity
Customer provides (24/7) 110VAC
power for UIG. Providing three
wires in a junction box with
knockouts.
Customer provides all work
permits for installation.
Legend
Fixed Camera
UIG (Universal IoT Gateway)
PTZ Camera
Steel Pole
Page Document
Type
Site Design
Document (SDD)
Author Steve Peterson
14 Issue 1
Rev D
ITEM 14
Date Project Overview Provided by:
July 18, 2022 LPR & Camera Install Steve Peterson
Address Link: Guillermo Ochoa Park 3818 Kiwi Dr. Ceres, CA 95307 Notes
(3) Fixed cameras installed on
existing steel light pole.
(1) UIG for connectivity
Customer provides (24/7) 110VAC
power for UIG. Providing three
wires in a junction box with
knockouts.
Customer provides all work
permits for installation.
Legend
Fixed Camera
UIG (Universal IoT Gateway)
Steel Pole
Page Document
Type
Site Design
Document (SDD)
Author Steve Peterson
15 Issue 1
Rev D
ITEM 14
ITEM 14
Memorandum
September 20, 2022
To: City Council/Finance
Re: Sole Source Letter – EPIC iO Technologies, Inc.
IntelliSite UIG with integrated IntelliSite DeepInsights Software Platform is a sole source product developed, manufactured, sold and distributed exclusively by EPIC iO Technologies, Inc. EPIC iO develops an Integrated Software Platform comprised of unique source code and proprietary trained artificial intelligence models, template and rules engine and also assembles the UIG hardware products that are comprised of purpose-built hardware enclosures, machined and modified by EPIC iO, with proprietary configurations and capabilities. The combination of the tightly integrated software and hardware components are not available through any other company.
As such, EPIC iO Technology, Inc. is a Sole Source Provider.
Rick Collins
Chief of Police
Rick Collins
Chief of Police
[email protected]
209-538-5726
ITEM 14
ITEM 14
ITEM 14
ITEM 14
ITEM 14
ITEM 14