Agenda packet — Clovis City Council, June 19, 2023 (part 2 of 2)

CLOVIS CITY COUNCIL MEETING

May 15, 2023 6:00 P.M. Council Chamber

Meeting called to order by Mayor Ashbeck
Flag Salute led by Councilmember Basgall

Roll Call: Present: Councilmembers Basgall, Bessinger, Mouanoutoua, Pearce Mayor Ashbeck

PRESENTATION – 6:02

6:02 – ITEM 1 - PRESENTATION OF PROCLAMATION DESIGNATING MAY 21 - 27, 2023, AS NATIONAL PUBLIC WORKS WEEK.

PUBLIC COMMENTS – 6:12

Mike Cunningham, Resident, shared concerns regarding the length of public comments addressing issues not on the agenda.

Molly Anala, Resident, spoke in support of a Council-approved flag policy.

Eric Rollens, Resident, spoke in support of a Council-approved flag policy.

Don Watnick, Resident, spoke in support of a Council-approved flag policy.

Brent Berdine, Resident, spoke in support of a Council-approved flag policy.

Dina C., Resident, spoke in support of a Council-approved flag policy.

Resident, spoke in support of a Council-approved flag policy.

Hannah Cunnings, Resident, spoke in support of a Council-approved flag policy.

Tammy Gold, Resident, spoke in support of a Council-approved flag policy.

Ricardo, Resident, spoke in support of a Council-approved flag policy.

Marlo Jenkins, Resident, spoke in support of a Council-approved flag policy.

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CONSENT CALENDAR – 6:42

Motion by Councilmember Bessinger, seconded by Councilmember Mouanoutoua, that the items on the Consent Calendar be approved, including the waiver of the reading of the ordinance. Motion carried by unanimous vote.

2. Administration - Approved - Minutes from the May 1, 2023, Council Meeting.

3. Administration - Adopted - Ord. 23-01, R2022-001, A request to rezone the subject property from the R-1-7500 (Single-family Residential, 7,500 sf) Zone District to the R-2 (Multifamily Medium-High Density Residential) Zone District, located north of Alluvial Avenue, between Sunnyside and Fordham Avenues. (Vote: 5-0)

4. Administration - Adopted - Ord. 23 -02, A request to approve an ordinance of the City Council of the City of Clovis amending Section 8.1.01.1 of Chapter 8.1 of Title 8 relating to amendments to uniform administrative code to add Photovoltaic and Energy Storage Systems fee Table S-1. (Vote: 5-0)

5. Finance – Received and Filed – Investment Report for the Month of December 2022.

6. Finance – Received and Filed – Treasurer’s Report for the Month of December 2022.

7. Finance – Received and Filed – Investment Report for the Month of January 2023.

8. Finance – Received and Filed – Treasurer’s Report for the Month of January 2023.

9. General Services – Approved – Res. 23 -38, Authorizing Amendments to the City’s Classification Plan by Revising the Public Safety Dispatcher Classificat ion in the Police Department.

10. General Services - Approved – Res. 23 -39, Authorizing Amendments to the City’s Classification and Compensation Plans to Adopt the Parts Runner Classification with a Salary Range of $3,522 to $4,281 per month, and Approv ed – Res. 23-40, Amending the City’s FY 22-23 Position Allocation Plan.

11. Planning and Development Services – Approved – Res. 23-41, Adopt a list of projects funded by SB1: The Road Repair and Accountability Act.

PUBLIC HEARINGS – 6:43

6:43 ITEM 12 – APPROVED – RES. 23-42, A RESOLUTION CONFI RMING THE DIAGRAM AND ASSESSMENTS FOR THE ANNUAL LEVY, 202 3-2024 LANDSCAPE MAINTENANCE DISTRICT NO. 1.

Marlo Jenkins, Resident, shared concerns regarding the landscaping near Armstrong and Herndon Avenues requested for the City Council to consider building a new park in the area.

Brent Berdine, Resident, shared concerns regarding public noticing.

Motion for approval by Councilmember Mouanoutoua, seconded by Councilmember Bessinger. Motion carried by unanimous vote.

7:04 ITEM 13 - CONSIDER ITEMS ASSOC IATED WITH APPROXIMA TELY 500 ACRES OF

LAND LOCATED WITHIN THE AREA GENERALLY B OUND BY SHEPHERD AVE NUE

ON THE SOUTH, WILLOW AVENUE ON THE WEST, THE ENTERPRISE CANA L ON 187
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THE NORTH AND THE PEACH AVENUE ALIGNMENT ON THE EAST. CITY OF CLOVIS, APPLICANT.

Bill Smittcamp, spoke in support to including the Clovis Hills Church in the annexation.

Shawn Beaty, Clovis Hills Church Representative, spoke in support to including the Clovis Hills Church in the annexation.

Manny Penn, spoke in support to including the Clovis Hills Church in the annexation.

Anna K., Resident, spoke in support to including the Clovis Hills Church in the annexation.

Arakel Arisian, shared that some property owners within the area intend to continue using the land for agricultural purposes.

13A. APPROVED INTRODUCTION – ORD. 23 -03, R2023 -003, A REQUE ST TO ESTABLISH PREZONING CLASSIFICATIONS FOR APPROXIMATELY 333 ACRES OF

PROPERTY AND TO MODIFY PREZONING CLASSIFICATIONS ON APPROXIMATELY 35 ACRES WITHIN THE OVERALL 5 00 ACRE PROJECT AREA . CITY OF CLOVIS, APPLICANT.

Motion for approval by Councilmember Mouanoutoua, seconded by Councilmember Bessinger. Motion carried by unanimous vote.

13B. APPROVED - RES. 23-43, RO309, A RESOLUTIO N OF APPLICATION FOR THE ANNEXATION OF APPROXIMATELY 500 ACRES INTO THE CLOVIS CITY LIMITS.

Motion to approve the resolution of application for the annexation of approximately 500 acres into the Clovis city limits, and to include three additional parcels (APNs: 580-071-26; 580-071-20; and 580-050-60 (Clovis Hills Church property)) with the condition that should Clovis Hills Church further develop their property where there is an increase of water usage from the water allocation that the City is already providing to the pr operty (approximately 33 acre ft.), a service agreement between Clovis Hills Church and the City of Clovis will be required in order for the City to source and provide more water to the Clovis Hills Church property. Prior to annexation, Clovis Hills Church shall fulfill the applicable terms of the existing Extra -Territorial Agreement, including the payment of a water supply fee as described in the Agreement.

Motion for approval by Councilmember Mouanoutoua, seconded by Councilmember Basgall. Motion carried by unanimous vote.

9:05 ITEM 14 – CONTINUED – CONSIDER REVIEW AND INTRODUCTION – RES. 23-XX, 2023-24 CITY OF CLOV IS ANNUAL BUDGET, FIVE YEAR CAPITAL IMPROV EMENT PROGRAM, AND INFORMATION REGARDING THE CLOVIS SUCCESSOR AGENCY.

A) FINANCE DEPARTMENT (JAY SCHENGEL)
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B) CITY COUNCIL/CITY ATTORNEY/CITY MANAG ER/CITY CLERK (JOHN

HOLT/JESSE VELEZ)

C) POLICE DEPARTMENT (CURT FLEMING)

D) FIRE DEPARTMENT (JOHN BINASKI)

E) PUBLIC UTILITIES DEPARTMENT (SCOTT REDELFS)

F) PLANNING AND DEVE LOPMENT SERVICES/COM MUNITY INVESTMENT

PROGRAM (RENEE MATHIS)

G) GENERAL SERVICES (SHONNA HALTERMAN)

H) ECONOMIC DEVELOPM ENT, HOUSING, AND CO MMUNICATIONS (CHAD

MCCOLLUM)

Item continued to the June 5, 2023, City Council Meeting.

CITY MANAGER COMMENTS – 9:53

COUNCIL COMMENTS – 9:54

CLOSED SESSION – 9:55

ITEM 15 - GOVERNMENT CODE SECTION 54956. 9(D)(1) CONFERENCE W ITH LEGAL COUNSEL – EXISTING LITIGATION CASE NAME: DESIREE MARTINEZ V. CITY OF CLOVIS, ET AL., CASE NO. F082914

No action was taken by the City Council during the closed session.

Mayor Ashbeck adjourned the meeting of the Council to June 5, 2023

Meeting adjourned: 10:00 p.m.

______________________________ ________________________________ Mayor City Clerk
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CLOVIS CITY COUNCIL MEETING

June 5, 2023 6:00 P.M. Council Chamber

Meeting called to order by Mayor Ashbeck
Flag Salute led by Councilmember Bessinger

Roll Call: Present: Councilmembers Basgall, Bessinger, Mouanoutoua, Pearce Mayor Ashbeck

PRESENTATION – 6:03

6:03 – ITEM 1 - PRESENTATION OF PROC LAMATION HONORING FI RE CHIEF JOHN BINASKI UPON HIS RET IREMENT AND COMMENDI NG HIM FOR HIS OVERA LL 32 YEARS OF FIRE SERVIC E AND 10 YEARS OF SE RVICE TO THE CLOVIS COMMUNITY.

6:29 – ITEM 2 - PRESENTATION OF PROC LAMATION HONORING CI TY ENGINEER MIKE HARRISON UPON HIS RE TIREMENT AND COMMEND ING HIM FOR 39 YEARS OF SERVICE TO THE CLOVIS COMMUNITY.

PUBLIC COMMENTS – 6:56

Robert, Resident, shared complaints regarding an ongoing issue with the smoke detectors in his apartment complex and affordable housing.

CONSENT CALENDAR – 7:05

Councilmember Basgall abstained from voting on item 11 indicating that he has been involved with the incident as a witness. He also abstained from voting on item 14 as he is a member of the Marjaree Mason Center Board.

Motion by Councilmember Bessinger, seconded by Councilmember Mouanoutoua, that the items on the Consent Calendar with the exception of items 11 and 14, be approved. Motion carried by unanimous vote.

3. Administration - Approved - Minutes from the May 8, 2023, Council Meeting.

4. Administration - Adopted - Ord. 23 -03, R2023 -003, A request to establish prezoning classifications for approximately 333 acres of property and to modify prezoning classifications on approximately 35 acres within the overall 500 -acre project area, located within the area generally bound by Shepherd Avenue on the south, Willow Avenue on the west, the Enterprise Canal on the north and the Peach Avenue alignment on the east. City of Clovis, applicant. (Vote: 5-0)

5. Administration - Received and Filed – Economic Development Corporation Serving Fresno County Quarterly Report, January - March 2023.
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6. Administration - Received and File d – Business Organization of Old Town (BOOT) Third Quarter Report, January through March 2023.

7. Administration - Approved – Authorize the City Manager to enter into an agreement with Pro Ag Management, Inc. on the lease of 1625 Shaw Ave., Suite 101, for $116,000 per year.

8. Administration – Approved – Waive Formal Bidding Requirements and Authorize a Service Contract with The Lew Edwards Group to Conduct Polling and Feasibility Analysis of Revenue Options for $49,400.

9. Finance – Received and Filed – Investment Report for the Month of February 2023.

10. Finance – Received and Filed – Treasurer’s Report for the Month of February 2023.

12. Planning and Development Services – Approved – Final Acceptance for Final Map for Tract 6367, located at southeast area of Armstrong Avenue and Nees Avenue (Gleneagles Homes, a California Corp DBA Gary McDonald Homes, a California corporation).

13. Planning and Development Services – Approved – Bid Award for CIP 19-11 Bullard Avenue Rehabilitation; and authorize the City Manager to execute the contract on behalf of the C ity with Dave Christian Construction Company in the amount of $761,162.25.

15. Public Utilities – Approved – Award Non -Exclusive Franchise Agreements for Hauling of Construction and Demolition Debris, and Update the City’s Approved Hauler List.

7:06 ITEM 11 - GENERAL SERVICES – APPROVED - CLAIM REJECTION OF THE GENERAL LIABILITY CLAIM ON BEHALF OF PHORUM SHETH.

Motion for approval by Councilmember Bessinger, seconded by Councilmember Pearce.

Motion carried 4-0-0-1 with Councilmember Basgall abstaining.

7:06 ITEM 14 - POLICE - APPROVED – RES. 23-44, AUTHORIZING THE POLICE CHIEF AND

THE POLICE DEPARTMEN T TO EXECUTE AN MOU AND GRANT COOPERATIV E AGREEMENT BETWEEN MA RJAREE MASON CENTER, INC., A CALIFORNIA NONPROFIT CORPORATION (MMC), AND APPROVED - RES. 23-45, AMENDING THE POLICE DEPARTMENT BUDGET TO REFLECT THE AWARD OF $25,000.

Motion for approval by Councilmember Bessinger, seconded by Councilmember Pearce.

Motion carried 4-0-0-1 with Councilmember Basgall abstaining.

PUBLIC HEARINGS – 7:07

7:07 ITEM 16 - APPROVED INTRODUCTION – ORD. 23-04, AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF CLOVIS ADDING CHA PTER 4.14 TO TITLE 4 OF THE

CLOVIS MUNICIPAL CODE PROHIBITING SPECTATORS AT VEHICLE SIDESHOWS IN THE CITY OF CLOVIS.

Lewis, Resident, shared concerns regarding street racing and people running traffic lights.

Motion for approval by Councilmember Mouanoutoua, seconded by Councilmember Bessinger. Motion carried by unanimous vote.

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7:25 ITEM 1 7 - APPROVED – RES. 23 -46, A RESOLUTION REVIS ING THE MASTER

DEVELOPMENT FEE SCHEDULE AND PROVIDING A DESCRIPTION OF FEES TO BE REQUESTED FOR COUNTY ADOPTION. (CONTINUE D FROM THE MAY 8, 20 23, MEETING.)

Mike Prandini, BIA Representative, requested for the Council to defer the decision due to inconsistencies in the fee calculation for the street fees.

Darius Assemi, Granville Homes Representative, spoke in support of Council holding a workshop with stakeholders to discuss potential financing options for development.

Motion for approval by Councilmember Mouanoutoua , seconded by Councilmember Bessinger, for the Council to approve a resolution revising the master development fee schedule and directing staff to continue working with stakeholders and return with a workshop or workshops to explore other means of calculat ing and collecting development impact fees. Motion carried by unanimous vote.

8:41 ITEM 18 - CONTINUED - RES. 23-47, 2023-2024 CITY OF CLOVIS ANNUAL BUDGET,

FIVE YEAR CAPITAL IM PROVEMENT PROGRAM, A ND INFORMATION REGAR DING THE CLOVIS SUCCESSOR AGENCY. (CONTINUED FROM THE MAY 15, 2023, MEETING.)

Item continued to the June 19, 2023, City Council meeting.

COUNCIL ITEMS – 9:44

9:44 ITEM 19 - APPROVED – CHANGE OF COUNCIL MEETING SCHEDULE.

Motion for approval by Councilmember Mouanoutoua, seconded by Councilmember Bessinger. Motion carried by unanimous vote.

CITY MANAGER COMMENTS – 9:45

COUNCIL COMMENTS – 9:45

CLOSED SESSION – 9:53

20. GOVERNMENT CODE SECT ION 54956.9(D)(4 ) CONFERENCE WITH LE GAL

COUNSEL - ANTICIPATED LITIGATION DECIDING WHETHER TO INITIATE

LITIGATION ONE POTENTIAL CASE

21. GOVERNMENT CODE SECT ION 54957 PUBLIC EMPLOYEE EVA LUATION TITLE: CITY MANAGER

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Mayor Ashbeck adjourned the meeting of the Council to June 19, 2023

Meeting adjourned: 10:45 p.m.

______________________________ ________________________________ Mayor City Clerk
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AGENDA ITEM NO. 5.

TO: Mayor and City Council
FROM: Administration
DATE: June 19, 2023
SUBJECT: Administration - Adopt – Ord. 23-04, An ordinance of the City Council of the City of Clovis adding Chapter 4.14 to Title 4 of the Clovis Municipal Code prohibiting spectators at vehicle sideshows in the City of Clovis. (Vote: 5-0)
ATTACHMENTS: None

This item was approved for introduction on June 5, 2023, with a unanimous vote.

Please direct questions to the City Manager’s office at 559-324-2060. 194
AGENDA ITEM NO. 6.

TO: Mayor and City Council
FROM: Finance Department
DATE: June 19, 2023
SUBJECT: Finance – Receive and File – Investment Report for the Month of March 2023.

ATTACHMENTS: 1. Distribution of Investments

2. Monthly Investment Transactions

3. Certificates of Deposit

4. Municipal Securities

5. Graph of March 31, 2023 Treasury Rates

CONFLICT OF INTEREST
Councilmembers should consider recusal if a campaign contribution exceeding $250 has been received from the project proponent (developer, applicant, agent, and/or participants) since January 1, 2023 (Government Code 84308).

EXECUTIVE SUMMARY
Attached is the Investment Report for the month of March 2023. Shown in Attachment 1 is the distribution of investments which lists all the individual securities owned by the City with the book and market values. Book value is the actual price paid for the investment. Market value is the amount that the investment is worth if sold in the open market. The market value (which fluctuates daily) that is used in the report is as of the last working day of the month. Attachment 2 reflects the monthly investment transactions for the month of March 2023. Attachment 3 lists the certificates of deposit. Attachment 4 lists the municipal securities. Attachment 5 is a graph of Treasury rates on March 31, 2023.

The investment of the City’s funds is performed in accordance with the adopted Investment Policy. Funds are invested with the following objectives in mind:

1. Assets are invested in adherence with the safeguards and diversity of a prudent investor.

2. The portfolio is invested in a manner consistent with the primary emphasis on preservation of the principal, while at taining a high rate of return consistent with this guideline. Trading of securities for the sole purpose of realizing trading profits is prohibited.

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3. Sufficient liquidity is maintained to provide a source for anticipated financial obligations as they become due.

4. Investments may be made, consistent with the Investment Policy Guidelines, in fixed income securities maturing in three years or less and can be extended to five years with the City Manager’s approval.

The Finance Department invests the Ci ty’s assets with an expectation of achieving a total rate of return at a level that exceeds the annualized rate of return on short -term government guaranteed or insured obligations (90 -day Treasury bills) and to assure that the principal is preserved with minimal risk of depreciation or loss. In periods of rising interest rates, the City of Clovis portfolio return may be less than that of the annualized 90 -day Treasury bill. In periods of decreasing interest rates, the City of Clovis portfolio return may be greater than the annualized 90-day Treasury bill. The current 90 -day Treasury bill rate (annualized) is 2.94%. The rate of return for the City of Clovis portfolio is 2.64%. The goal for the City of Clovis investment return is 120% of the 90 -day Treasury bill rate. The current rate of return is 90% of the Treasury bill rate.

In accordance with the Investment Policy, the investment period on each investment does not exceed three years and can be extended to five years with the City Manager’s approval. As of March 2023, the average investment life of the City’s investment portfolio is 1.80 years.

Current Investment Environment and Philosophy
During the month of March 2023, the federal funds rate increased to 4.75%-5.00%. On March 31, 2023, the Treasury yield curve increased from 3-month to 6-month notes, then decreased to 10-year notes.

Certificates of Deposit (CD’s)
The City purchases both negotiable and non-negotiable Certificates of Deposit (CD’s). Although negotiable CD’s can be traded, it is the City’s policy to buy and hold all CD’s. Negotiable CD’s are held by U.S. Bank, a third party custodian. Non-negotiable CD’s are held in the City’s safe.

Purchases and Maturities
• 4 government securities totaling $10,000,000 were purchased. • 1 government security totaling $18,000,000 matured.
• 13 certificates of deposit totaling $3,250,000 were purchased. • 5 certificates of deposit totaling $1,250,000 matured. • 2 municipal securities totaling $1,435,000 were purchased.

Market Environment
• During March the federal funds rate increased to 4.75%-5.00%. • On March 31, the yield curve increased from 3-month to 6-month notes, then decreased to 10-year notes. See Attachment 5, Graph of Treasury Rates on March 31, 2023.

Prepared by: Jeffrey Blanks, Deputy Finance Director
Reviewed by: City Manager AH
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STATED

DAYS TO

MATURITY

NET BOOK MARKET YIELD TO INTEREST INVEST MATURIT Y FROM COST VALUE VALUE * MATURIT Y RATE DATE DATE 3/31/2023

GOV'T SECURITIES
FFCB 5,000,000 5,000,000 4,795,150 0.250% 0.250% 03/01/21 03/01/24 336 FHLB 4,998,000 4,999,204 4,929,250 3.276% 3.250% 08/17/22 03/08/24 343 FHLB 1,994,000 1,997,796 1,979,960 3.835% 3.625% 09/14/22 03/08/24 343 FFCB 1,999,000 1,999,488 1,915,520 0.317% 0.300% 03/24/21 03/18/24 353 FHLB 5,000,000 5,000,000 4,750,200 0.350% 0.350% 06/07/21 06/07/24 434 FHLB 941,770 966,754 952,480 4.500% 0.700% 11/17/22 06/24/24 451 FHLB 4,969,000 4,982,724 4,739,700 1.274% 1.050% 01/20/22 11/15/24 595 FHLB 1,595,506 1,640,684 1,624,984 4.515% 0.500% 11/16/22 12/30/24 640 FNMA 1,857,400 1,885,100 1,860,800 4.415% 0.500% 03/23/23 02/24/25 696 FNMA 930,300 943,820 930,690 4.338% 0.520% 03/23/23 02/25/25 697 FHLB 932,200 945,314 932,440 4.328% 0.625% 03/23/23 02/27/25 699 FHLB 3,980,000 3,988,320 3,809,720 1.922% 1.750% 02/28/22 02/28/25 700 FHLB 4,000,000 4,000,000 3,883,600 2.750% 2.750% 04/25/22 04/25/25 756 FAMCMTN 3,947,600 3,966,614 3,710,840 1.121% 0.750% 12/16/21 07/28/25 850 FHLB 5,000,000 5,000,000 4,925,850 3.600% 3.600% 08/30/22 08/28/25 881 FAMCMTN 4,948,500 4,965,811 4,609,050 0.869% 0.600% 10/14/21 09/08/25 892 FHLB 4,963,000 4,974,486 4,527,200 0.750% 0.580% 09/08/21 02/11/26 1,048 FHLB 3,922,000 3,946,404 3,636,480 1.229% 0.750% 12/16/21 02/24/26 1,061 FFCB 4,967,500 4,976,099 4,497,450 1.075% 0.940% 10/14/21 09/28/26 1,277 FHLB 3,649,200 3,704,858 3,617,040 3.342% 1.150% 06/29/22 10/28/26 1,307 FHLB 5,988,000 5,991,149 5,421,540 1.291% 1.250% 11/24/21 11/24/26 1,334 FHLB 5,127,757 5,095,138 4,697,950 1.580% 2.125% 01/20/22 12/11/26 1,351 FHLB 4,043,250 4,043,250 3,953,503 3.397% 1.020% 06/29/22 02/24/27 1,426 FHLB 4,550,000 4,643,227 4,540,162 3.173% 1.020% 08/17/22 02/24/27 1,426 FHLB 3,695,200 3,772,718 3,742,769 2.564% 0.900% 03/31/22 02/26/27 1,428 FHLB 6,072,400 6,138,777 6,090,045 3.737% 0.900% 01/19/23 02/26/27 1,428 FHLB 5,247,000 5,156,931 5,115,994 4.329% 0.900% 02/16/23 02/26/27 1,428 FHLB 5,050,770 5,317,002 5,091,639 3.971% 1.000% 12/14/22 02/26/27 1,428 FHLB 4,000,000 4,000,000 3,754,120 2.375% 2.375% 03/08/22 03/08/27 1,438 FFCB 5,160,000 5,223,923 5,171,640 3.996% 0.830% 03/23/23 02/22/28 1,789 SECURITIES TOTAL 118,529,353$ 119,265,591 $ $114,207,766 LAIF 75,000,000$ 75,000,000 $
Municipal Issuance 56,870,000$ 52,675,462 $
Sweep Account (Union Bank) 30,827,750$ 30,827,750 $ TOTAL CD'S 23,495,000$ 22,921,197 $
TOTAL INVESTMENTS 305,458,341$ 295,632,175 $
* Market values for securities obtained from US Bank.

City of Clovis
Distribution of Investments
As of March 31, 2023
ATTACHMENT 1
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Activity Maturity
Institution Description Activity Amount Market Value Rate Date Date FNMA Gov. Sec. Purchase 2,000, 000 1,857,400 0.500% 03/23/23 02/24/25 FNMA Gov. Sec. Purchase 1, 000,000 930,300 0.520% 03/23/23 02/25/25 FFCB Gov. Sec. Purchase 6,000, 000 5,160,000 0.830% 03/23/23 02/22/28 FHLB Gov. Sec. Purchase 1, 000,000 932,200 0.625% 03/23/23 02/27/25 Foothill De Anza Ref Bond Mun Iss. Purchase 835,000 835,000 0.906% 03/24/23 08/01/25 El Monte Ca Ref Bond Mun Iss. Pu rchase 600,000 600,000 1. 326% 03/24/23 06/01/27 Alaska Fed Cr CD Purchase 250,000 250,000 4.650% 03/05/23 03/09/26 Blue Ridge Bk CD Purchase 250, 000 250,000 4.500% 03/16/23 03/16/26 Carroll Cnty CD Purchase 250, 000 250,000 4.650% 03/30/23 03/30/28 Cibc Bk CD Purchase 250,000 250,000 4.650% 03/24/23 03/24/26 First Cmnty Bk CD Purchase 250,000 250,000 4.500% 03/22/23 03/23/26 Flagstar Bk CD Purchase 250, 000 250,000 4.650% 03/30/23 04/24/26 Mid Carolina Cr CD Purchase 250,000 250,000 4.600% 03/13/23 03/13/26 Northwest Bk CD Purchase 250, 000 250,000 4.600% 03/17/23 03/17/26 People Bk Co CD Purchase 250, 000 250,000 4.650% 03/30/23 03/30/27 Signature Bk CD Purchase 250, 000 250,000 4.500% 03/24/23 03/24/26 Technology Cr Un CD Purchase 250,000 250,000 4.650% 03/23/23 03/23/26 Tradition Cap Bk CD Purchase 250,000 250,000 4.600% 03/03/23 03/03/26 Valleystar Cr Un CD Purchase 250,000 250,000 4.600% 03/20/23 03/20/26 FHLB Gov. Sec. Maturity 18,000, 000 18,250,894 2.125% 03/10/23 03/10/23 Axos Bank CD Maturity 250, 000 250,000 1.550% 03/27/23 03/27/23 Bank Leumi CD Maturity 250, 000 250,000 1.450% 03/31/23 03/31/23 Celtic Bank CD Maturity 250, 000 250,000 1.550% 03/13/23 03/13/23 Centerstate Bank CD Maturity 250,000 250,000 0.900% 03/30/23 03/30/23 Nicolet Natl Bank CD Maturity 250,000 250,000 0.900% 03/27/23 03/27/23

PORTFOLIO DATA
Current Month (03/23)
Book Market
CD'S 23,495,000 $ 22,921,197 $
Gov't Securities* 119,265,591 114,207,766
Municipal Securities 56,870,000 52,675,462
LAIF 75,000,000 75,000,000
Sweep Account (Union Bank) 30,827,750 30,827,750
TOTAL 305,458,341 $ 295,632,175 $
Prior Month (02/23)
Three Months Previous (12/22)
Book Market Book Market
CD'S 21,495,000 $ 20,891,156 $ CD'S 19,995,000 $ 19,489,847 $ Gov't Securities* 128,172,290 121,101,534 Gov't Securities* 125,365,607 118,704,819 Municipal Securities 55,435,000 50,692,253 Municipal Securities 52,935,000 48,186,516 LAIF 75,000,000 75,000,000 LAIF 74,905,243 74,905,243
Sweep Account (Union Bank) 23,626,633 23,626,633 Sweep Account (Union Bank) 21,537,434 21,537,434 TOTAL 303,728,923 $ 291,311,576 $ TOTAL 294,738,284 $ 282,823,859 $ Six Months Previous (09/22) One Year Previous (03/22)
Book Market Book Market
CD'S 16,245,000 $ 15,738,360 $ CD'S 10,995,000 $ 10,863,747 $ Gov't Securities* 138,724,630 131,664,480 Gov't Securities* 131,597,608 128,547,760 Municipal Securities 40,070,000 36,705,918 Municipal Securities 9,465,000 9,118,120 LAIF 74,651,233 74,651,233 LAIF 74,453,060 74,453,060
Sweep Account (Union Bank) 31,983,745 31,983,745 Sweep Account (Union Bank) 53,645,114 53,645,114 TOTAL 301,674,608 $ 290,743,736 $ TOTAL 280,155,782 $ 276,627,801 $ *Adjusted Quarterly for Premium/Discount Amortization
As of March 31, 2023
Monthly Investment Transactions
City of Clovis
ATTACHMENT 2
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AGENDA ITEM NO. 7.

MARKET INTEREST INVEST MATURITY MATURITY FROM INTEREST
Negotiable CDs COST PRICE RATE DATE DATE 03/31/23 FREQUENCY Discover Bank 250,000 249,930.00 1.350% 04/02/20 04/03/23 3 MONTHLY Berkshire Bank 250,000 249,850.00 1.300% 04/08/20 04/06/23 6 MONTHLY American Express 250,000 249,445.00 1.100% 04/21/20 04/21/23 21 MONTHLY New York Cmnty Bank 250,000 241,885.00 0.350% 12/11/20 12/11/23 255 QUARTERLY Transportation Alliance Bk 250,000 238,740.00 0.250% 03/12/21 03/12/24 347 QUARTERLY Preferred Bank 250,000 238,335.00 0.250% 03/25/21 03/25/24 360 QUARTERLY Bankunited Natl Assn 245,000 233,867.20 0.450% 03/31/21 04/01/24 367 QUARTERLY Greenstate Credit Union 250,000 236,415.00 0.450% 06/16/21 06/17/24 444 QUARTERLY Eaglemark Savings Bank 250,000 235,997.50 0.400% 06/30/21 06/28/24 455 QUARTERLY Texas Exchange Bk 250,000 235,937.50 0.500% 07/09/21 07/09/24 466 QUARTERLY BMW Bk North Amer 250,000 235,617.50 0.550% 07/30/21 07/30/24 487 QUARTERLY Toyota Finl Svgs 250,000 234,840.00 0.650% 09/09/21 09/09/24 528 QUARTERLY State Bk India 250,000 234,627.50 0. 650% 09/17/21 09/17/24 536 QUARTERLY Ubs Bank Usa 250,000 233,337.50 0.750% 11/17/21 11/18/24 598 QUARTERLY Webbank Salt Lake City 250,000 233,222.50 0.750% 11/29/21 11/29/24 609 QUARTERLY Medallion Bank Salt Lake City 250,000 233,142.50 0.900% 12/20/21 12/20/24 630 QUARTERLY Beal Bank 250,000 232,790.00 0.950% 01/19/22 01/15/25 656 QUARTERLY Mountain Amer Fed 250,000 243,112.50 3.450% 08/31/22 02/28/25 700 QUARTERLY Barclays Bk 250,000 235,007.50 1.700% 03/09/22 03/10/25 710 QUARTERLY Goldman Sachs Bk 250,000 234,777.50 1.650% 03/09/22 03/10/25 710 QUARTERLY Safra National Bk 250,000 236,165.00 2.000% 03/23/22 03/24/25 724 QUARTERLY Pentagon Federal Cr Un 250,000 236,015.00 2.000% 03/28/22 03/28/25 728 QUARTERLY Beal Bank 250,000 236,992.50 2.200% 04/06/22 04/02/25 733 QUARTERLY JP Morgan Chase 250,000 238,362.50 2.500% 04/08/22 04/08/25 739 QUARTERLY First Natl Bank 250,000 243,105.00 2.200% 04/12/22 04/11/25 742 QUARTERLY One Community Bank 250,000 238,920.00 2.700% 04/29/22 04/29/25 760 QUARTERLY Americu Credit Union 250,000 239,375.00 2.800% 05/02/22 05/02/25 763 QUARTERLY Synchrony Bank Retail 250,000 240,745.00 3.100% 05/20/22 05/20/25 781 QUARTERLY Connexus Credit Union 250,000 240,080.00 3.000% 05/26/22 05/27/25 788 QUARTERLY Bmo Harris Bank 250,000 240,642.50 3.150% 06/17/22 06/17/25 809 QUARTERLY Saco Biddeford 250,000 239,067.50 2.850% 06/17/22 06/17/25 809 QUARTERLY Baxter Credit Union 250,000 250,000.00 3.400% 06/28/22 06/30/25 822 QUARTERLY Capital One Bank 250,000 241,622.50 3.350% 06/29/22 06/30/25 822 QUARTERLY American First Cr Un 250,000 240,887.50 3.250% 07/15/22 07/15/25 837 QUARTERLY Trustone Financial Cr Un 250,000 240,847.50 3.250% 07/19/22 07/21/25 843 QUARTERLY American Natl Bank 250,000 239,937.50 3.100% 07/27/22 07/28/25 850 QUARTERLY TCM Bank 250,000 241,322.50 3.350% 07/28/22 07/28/25 850 QUARTERLY Generations Bank 250,000 241,552.50 3. 400% 08/03/22 08/04/25 857 QUARTERLY Direct Fed Credit 250,000 241,130.00 3.500% 08/17/22 08/18/25 871 QUARTERLY Resource One Credit 250,000 240,850.00 3.300% 08/17/22 08/18/25 871 QUARTERLY Connext Credit 250,000 241,882.50 3.500% 08/31/22 08/29/25 882 QUARTERLY Skyone Fed Credit 250,000 242,430.00 3.600% 08/30/22 09/02/25 886 QUARTERLY Credit Union of Texas 250,000 242,377.50 3.600% 09/14/22 09/15/25 899 QUARTERLY Forbright Bank 250,000 241,747.50 3.500% 09/16/22 09/16/25 900 QUARTERLY Ally Bank Sandy Utah 250,000 244,920.00 4.050% 09/29/22 09/19/25 903 QUARTERLY Alabama Credit Union 250,000 242,282.50 3.600% 09/20/22 09/22/25 906 QUARTERLY Kemba Finl Credit Union 250,000 244,610.00 4.000% 09/21/22 09/22/25 906 QUARTERLY Farmers Merchants 250,000 243,110.00 3.750% 09/28/22 09/29/25 913 QUARTERLY Jefferson Finl FCU 250,000 245,460.00 4.150% 09/29/22 09/29/25 913 QUARTERLY Dort Finl Credit Union 250,000 244,580.00 4.000% 09/30/22 09/30/25 914 QUARTERLY First National Bank 250,000 236,745.00 3.625% 09/30/22 09/30/25 914 QUARTERLY Numerica Credit Union 250,000 246,332.50 4.200% 09/30/22 09/30/25 914 QUARTERLY Vystar Credit Union 250,000 246,625.00 4.350% 09/30/22 09/30/25 914 QUARTERLY Bell Bank Fargo 250,000 245,397.50 4.150% 10/13/22 10/14/25 928 QUARTERLY Pacific Alliance 250,000 245,695.00 4.200% 10/14/22 10/14/25 928 QUARTERLY First Financial Bank 250,000 245,397.50 4.150% 10/13/22 10/17/25 931 QUARTERLY Great Southern Bank 250,000 247,497.50 4.500% 10/20/22 10/20/25 934 QUARTERLY American Bank 250,000 246,595.00 4.350% 10/21/22 10/21/25 935 QUARTERLY Queensborough Natl Bank 250,000 245,967.50 4.100% 10/21/22 10/21/25 935 QUARTERLY Public Alliance Cr Un 250,000 247,457.50 4.500% 10/25/22 10/27/25 941 QUARTERLY City of Clovis
Certificates of Deposit
As of March 31, 2023
ATTACHMENT 3
199
AGENDA ITEM NO. 7.

MARKET INTEREST INVEST MATURITY MATURITY FROM INTEREST
Negotiable CDs COST PRICE RATE DATE DATE 03/31/23 FREQUENCY City of Clovis
Certificates of Deposit
As of March 31, 2023
First Citizens Bank 250,000 248,667.50 4.700% 10/28/22 10/28/25 942 QUARTERLY LCA Bank Corp 250,000 246,872.50 4.400% 10/28/22 10/28/25 942 QUARTERLY Sharonview Fed Cr Un 250,000 250,042.50 4.850% 10/31/22 10/31/25 945 QUARTERLY United Heritage Cr Un 250,000 248,967.50 4.700% 11/04/22 11/04/25 949 QUARTERLY Capital One Natl Assn 250,000 249,875.00 4.900% 11/16/22 11/17/25 962 QUARTERLY Morgan Stanley Bank 250,000 250,065.00 5.000% 11/18/22 11/18/25 963 QUARTERLY Spokane Teachers Cr Un 250,000 250,512.50 5.000% 11/23/22 11/23/25 968 QUARTERLY Morgan Stanley Private 250,000 248,977.50 4.750% 12/09/22 12/09/25 984 QUARTERLY Community Bank Topeka 250,000 246,112.50 4.300% 12/14/22 12/15/25 990 QUARTERLY Austin Telco Fed 250,000 250,225.00 4.950% 12/16/22 12/16/25 991 QUARTERLY Rogue Credit Union 250,000 250,012.50 5.100% 12/23/22 12/23/25 998 QUARTERLY Alliant Credit Union 250,000 251,205.00 5.100% 12/30/22 12/30/25 1,005 QUARTERLY Liberty First Cr Un 250,000 247,650.00 4.550% 01/17/23 01/19/26 1,025 QUARTERLY Capital Educators Fed Cr 250,000 247,650. 00 4.550% 01/19/23 01/20/26 1,026 QUARTERLY Manufacturers Traders 250,000 245,670.00 4.250% 01/31/23 01/23/26 1,029 QUARTERLY City Natl Bank 250,000 246,342.50 4.350% 01/25/23 01/26/26 1,032 QUARTERLY Coastlife Cr Un 250,000 248,287.50 4.650% 02/13/23 02/13/26 1,050 QUARTERLY Achieve Finl Cr Un 250,000 248,285.00 4.650% 02/17/23 02/17/26 1,054 QUARTERLY California Cr Un Glendale 250,000 247,280.00 4.500% 02/23/23 02/23/26 1,060 QUARTERLY Truliant Fed Cr Un 250,000 247,940.00 4.600% 02/28/23 02/27/26 1,064 QUARTERLY Pioneer Fed Cr Un Mtn Home 250,000 247,940.00 4.600% 02/28/23 03/02/26 1,067 QUARTERLY Tradition Cap Bank 250,000 247,595.00 4. 600% 03/03/23 03/03/26 1,068 MONTHLY Alaska Fed Cr 250,000 248,955.00 4.650% 03/05/23 03/09/26 1,074 MONTHLY Mid Carolina Credit 250,000 250,602.50 4.600% 03/13/23 03/13/26 1,078 MONTHLY Blue Ridge Bank 250,000 250,662.50 4.500% 03/16/23 03/16/26 1,081 MONTHLY Northwest Bank 250,000 250,675.00 4.600% 03/17/23 03/17/26 1,082 MONTHLY Valleystar Credit Union 250,000 250,680.00 4.600% 03/20/23 03/20/26 1,085 MONTHLY First Community Bank 250,000 250,332.50 4.500% 03/22/23 03/23/26 1,088 MONTHLY Technology Credit Union 250,000 250,682.50 4.650% 03/23/23 03/23/26 1,088 MONTHLY Cibc Bank 250,000 250,332.50 4.650% 03/24/23 03/24/26 1,089 MONTHLY Signature Bank 250,000 250,685.00 4.500% 03/24/23 03/24/26 1,089 MONTHLY Flagstar Bank 250,000 250,702.50 4.650% 03/30/23 04/24/26 1,120 MONTHLY People Bank Co 250,000 248,940.00 4. 650% 03/30/23 03/30/27 1,460 MONTHLY Carroll County 250,000 246,165.00 4.650% 03/30/23 03/30/28 1,826 MONTHLY Negotiable CD TOTAL 23,495,000$ 22,921,197 $
CD TOTAL 23,495,000$ 22,921,197 $
ATTACHMENT 3
200
AGENDA ITEM NO. 7.

MARKET INTEREST INVEST MATURITY MATURITY FROM INTEREST
Municipal Securities COST PRICE RATE DATE DATE 03/31/23 FREQUENCY Huntington Beach Pension Bond 1,000,000 990,650 0.381% 04/01/21 06/15/23 76 QUARTERLY Fresno Unified Taxable Go Ref Bond 500,000 492,685 0.462% 09/30/20 08/01/23 123 QUARTERLY Pomona Cali Uni Sch Dist Go Bond 815,000 803,264 0.534% 10/20/20 08/01/23 123 QUARTERLY San Jose CA USD Ref Bond 775,000 763,437 0.221% 01/20/21 08/01/23 123 QUARTERLY Vista CA USD Ref Bond 750,000 739,433 0.221% 01/20/21 08/01/23 123 QUARTERLY William Hart Cali HS Go Bond 1,000,000 985,380 0.366% 12/23/20 08/01/23 123 QUARTERLY Jefferson Cali Elem Sch Dist Go Bond 710,000 697,717 0.399% 10/27/20 09/01/23 154 QUARTERLY Santa Rosa Calif Watr Ref Bond 350,000 344,029 0.578% 12/01/20 09/01/23 154 QUARTERLY California St Univ Ref Bond 3,455,000 3,367,554 0.475% 04/01/22 11/01/23 215 QUARTERLY San Diego CA Convention Ref Bond 1,450,000 1,398,482 1.527% 08/18/22 04/15/24 381 QUARTERLY Santa Ana College Ref Bond 440,000 416,684 0.644% 12/17/21 08/01/24 489 QUARTERLY University CA Rev Bond 1,000,000 975,250 4.350% 09/15/22 05/15/25 776 QUARTERLY Antelope Valley CA Ref Bond 750,000 706,140 1.767% 05/12/22 08/01/25 854 QUARTERLY Chabot Las Positas Cmnty Clg Bond 1,490, 000 1,362,143 0.880% 04/29/22 08/01/25 854 QUARTERLY Foothill De Anza Bond 835,000 770,738 0.906% 03/24/23 08/01/25 854 QUARTERLY San Dieguito High School Ref Bond 1,000,000 942,580 1.661% 10/13/22 08/01/25 854 QUARTERLY Santa Ana CCD Ref Bond 250,000 228,580 0.744% 05/12/22 08/01/25 854 QUARTERLY Orange County Water Dist Ref Bond 900,000 852,552 2.095% 10/13/22 08/15/25 868 QUARTERLY San Jose CA Txble Ser B 2,355,000 2,248,672 2.450% 10/13/22 09/01/25 885 QUARTERLY Los Angeles CA USD Ref Bond 1,000,000 906,130 1.455% 11/15/21 07/01/26 1,188 QUARTERLY Chabot Las Positas Cmnty Clg CA 3,505,000 3,118,469 1.080% 07/27/22 08/01/26 1,219 QUARTERLY Chaffey CA High School Ref Bond 1,565,000 1,467,125 2.475% 06/30/22 08/01/26 1,219 QUARTERLY Huntington Beach HS Dist Ref Bond 3,305, 000 2,988,513 1.208% 04/29/22 08/01/26 1,219 QUARTERLY Placentia Yorba USD Ref Bond 1,110,000 996,136 1.070% 05/31/22 08/01/26 1,219 QUARTERLY San Diego CA Cmnty Ref Bond 470,000 440,982 2.299% 04/29/22 08/01/26 1,219 QUARTERLY San Ramon Valley CA USD Ref Bond 2,125,000 1,925,526 1.147% 11/03/21 08/01/26 1,219 QUARTERLY Sonoma Cnty Jr College Ref Bond 2,000,000 1,877,320 2.447% 06/30/22 08/01/26 1,219 QUARTERLY San Diego CA Pub Facs Ref Bond 1,625,000 1, 476,963 1.812% 08/18/22 10/15/26 1,294 QUARTERLY CA ST Univ Rev Ref Bond 2,500,000 2,239,775 1.142% 02/17/23 11/01/26 1,311 QUARTERLY El Dorado CA Irr Dist Ref Bond 1,175,000 1,055,091 1.687% 08/18/22 03/01/27 1,431 QUARTERLY University Gen Rev Bond 2,385,000 2,122, 626 1.316% 10/13/22 05/15/27 1,506 QUARTERLY El Monte Ca Ref Bond 600,000 527,112 1.326% 03/24/23 06/01/27 1,523 QUARTERLY Colton CA Jt Uni Sch 1,060,000 947,470 1.603% 11/17/22 08/01/27 1,584 QUARTERLY Contra Costa Ref Bond 880,000 805,174 2.163% 09/15/22 08/01/27 1,584 QUARTERLY Foothill De Anza CCD 540,000 480,919 1.473% 12/15/22 08/01/27 1,584 QUARTERLY Fremont CA Uni Sch Dist 1,100,000 962,027 1.113% 11/17/22 08/01/27 1,584 QUARTERLY Fremont CA USD Ref Bond 1,140,000 1,036, 499 2.000% 05/31/22 08/01/27 1,584 QUARTERLY Marin CA Cmnty Clg Dist 335,000 324,166 3.330% 11/17/22 08/01/27 1,584 QUARTERLY Mount San Antonio Cmnty Clg 285,000 249, 540 1.139% 11/17/22 08/01/27 1,584 QUARTERLY Mount San Antonio Ref Bond 405,000 373, 434 2.329% 10/13/22 08/01/27 1,584 QUARTERLY Saddleback VY Uni Ref Bond 3,000,000 2,763, 750 2.400% 08/10/22 08/01/27 1,584 QUARTERLY San Diego CA Com CD 590,000 547,355 2.407% 12/15/22 08/01/27 1,584 QUARTERLY San Ramon Valley Ref Bond 1,435,000 1,277, 007 3.415% 09/15/22 08/01/27 1,584 QUARTERLY Santa Monica Cmnty Clg Ref Bond 1,000, 000 966,380 3.050% 09/15/22 08/01/27 1,584 QUARTERLY Sierra CA Cmnty Clg Dist 465,000 404,345 1.129% 11/17/22 08/01/27 1,584 QUARTERLY William Hart CA Un High 200,000 172,802 1.174% 11/17/22 08/01/27 1,584 QUARTERLY Rancho Santiago Cmnty Clg 335,000 289,728 1.106% 11/17/22 09/01/27 1,615 QUARTERLY San Jose CA Txble Ser B 910,000 847,128 2.600% 10/13/22 09/01/27 1,615 QUARTERLY Mun. Securities TOTAL 56,870,000$ 52,675,462 $
Municipal Securities TOTAL 56,870,000$ 52,675,462 $
City of Clovis
Municipal Securities
As of March 31, 2023
ATTACHMENT 4
201
AGENDA ITEM NO. 7.

Treasury Rates as of March 31, 2023
3 month Treasury bill 4.85
6 month Treasury bill 4.94
2 Yr Treasury note 4.06
3 Yr Treasury note 3.81
5 Yr Treasury note 3.60
10 Yr Treasury note 3.48

CITY OF CLOVIS

FINANCE DEPARTMENT
MARCH 31, 2023 TREASURY RATES
As indicated in the above graph, treasuries increase from 3-month to 6-month notes, then decrease to 10-year notes.
0 1
2 3
4 5
6 3 month
Treasury bill
6 month
Treasury bill
2 Yr Treasury
note
3 Yr Treasury
note
5 Yr Treasury
note
10 Yr
Treasury note

INTEREST RATES

TREASURIES
TREASURY RATES ON MARCH 31, 2023
ATTACHMENT 5
202
AGENDA ITEM NO. 7.

TO: Mayor and City Council
FROM: Finance Department
DATE: June 19, 2023
SUBJECT: Finance – Receive and File – Treasurer’s Report for the Month of March 2023.

ATTACHMENTS: 1. Summary of Cash Balances

2. Summary of Investment Activity

3. Investments with Original Maturities Exceeding One Year

EXECUTIVE SUMMARY
Attached for the Council’s information is the Treasurer’s Report for the month ended March 31, 2023.

Pursuant to Section 41004 of the Government Code of the State of California, the City Treasurer is required to submit a monthly report of all receipts, disbursements, and fund balances.

Attachment 1 provides a summary of the beginning balance, total receipts, total disbursements, ending balance for all funds, and a listing, by fund, of all month end fund balances. Attachment 2 summarizes the investment activity for the month and distribution, by type of investment, held by the City. Attachment 3 lists all investments with original maturities exceeding one year as of the month ended March 31, 2023.

Prepared by: Jeffrey Blanks, Deputy Finance Director

Reviewed by: City Manager AH
203
AGENDA ITEM NO. 8.

Previous Balance 5,017,894.58$
Deposits 48,652,291.67
Disbursements (47,801,655.03)
Current Balance 5,868,531.22$

FUNDS BALANCE
100 General Fund 17,461,137.46 $
201 Local Transportation 14,555,179.71
202 Parking and Business Improvements 226,687.40
203 Off Highway Use 72,619.60
204 Community Facilities District 2020-1 145,360.88 205 Senior Citizen Memorial Trust 56,400.48
207 Landscape Assessment District 6,636,137.64
208 Blackhorse III (95-1) Assessment District 104,094.90 301 Park & Recreation Acquisition 12,154,053.70
305 Refuse Equipment Reserve 2,327,131.68
310 Special Street Deposit Fund 44,728,604.36
313 Successor Agency 627.38
314 Housing Successor Agency 1,079,794.45
402 1976 Fire Bond Redemption 25,475.23
404 1976 Sewer Bond Redemption Fund 419,335.48
501 Community Sanitation Fund 16,000,722.31
502 Sewer Service Fund 37,858,603.31
504 Sewer Capital Projects-Users 461,009.01
506 Sewer Capital Projects-Developer 6,528,366.82
507 Water Service Fund 42,407,298.75
508 Water Capital Projects-Users 7,341,173.90
509 Water Capital Projects-Developer 11,119,141.65 515 Transit Fund 6,408,011.04
540 Planning & Development Services 15,606,177.61
601 Property & Liability Insurance 612,048.95
602 Fleet Maintenance 22,497,199.47
603 Employee Benefit Fund 12,070,874.38
604 General Government Services 20,641,635.99
605 Facilities Maintenance 3,911,877.78
606 Information Technology 6,468,285.25
701 Curb & Gutter Fund 165,713.93
703 Payroll Tax & Withholding Fund 781,205.02
712 Temperance/Barstow Assmt Dist (98-1) 78,188.07 713 Shepherd/Temperance Assmt Dist (2000-1) 5,847.93 715 Supp Law Enforcement Serv 316,889.59
716 Asset Forfeiture 251,342.70
720 Measure A-Public Safety Facility Tax 1,729.23
736 SA Admin Trust Fund 1,421.40
741 SA Debt Service Trust Fund (201,670.84)
747 Housing Successor Trust Fund 1,137.98
SUBTOTALS 311,326,871.58$
999 Invested Funds (305,458,340.36)
TOTAL 5,868,531.22$
Statement of Cash Balances
As of March 31, 2023
City of Clovis
ATTACHMENT 1
204
AGENDA ITEM NO. 8.

Balance of Investments Previous Month End 303,728,922.01 $ Time Certificates of Deposit Transactions
Investments 3,250,000.00
Withdrawals (1,250,000.00)
Total CD Changes 2,000,000.00
Other Changes
Government Securities (8,906,699.00)
Local Agency Investment Fund 0.00
Municipal Securities 1,435,000.00
Sweep Account 7,201,117.35
Total Other Changes (270,581.65)
Balance of Investments Current Month End 305,458,340.36$ Insured CD's 23,495,000.00
Government Securities 119,265,589.85
US Treasury Notes 0.00
Local Agency Investment Fund 75,000,000.00
Municipal Securities 56,870,000.00
Sweep Account 30,827,750.51
Investment Total 305,458,340.36$
Distribution of Investments
As of March 31, 2023
City of Clovis
Summary of Investment Activity
For the month of March 31, 2023
City of Clovis
ATTACHMENT 2
205
AGENDA ITEM NO. 8.

Investment
Balance At Stated
Institution Face Value Amortized Cost Maturity Rate
FFCB 5,000,000.00 5,000,000 3/1/2024 0.250%
FHLB 5,000,000.00 4,999,204 3/8/2024 3.250%
FFCB 2,000,000.00 1,997,796 3/8/2024 3.625%
FHLB 2,000,000.00 1,999,488 3/18/2024 0.300%
FHLB 5,000,000.00 5,000,000 6/7/2024 0.350%
FHLB 1,000,000.00 966,754 6/24/2024 0.700%
FHLB 5,000,000.00 4,982,724 11/15/2024 1.050%
FHLB 1,735,000.00 1,640,684 12/30/2024 0.500%
FNMA 2,000,000.00 1,885,100 2/24/2025 0.500%
FNMA 1,000,000.00 943,820 2/25/2025 0.520%
FHLB 1,000,000.00 945,314 2/27/2025 0.625%
FHLB 4,000,000.00 3,988,320 2/28/2025 1.750%
FAMCMTN 4,000,000.00 4,000,000 4/25/2025 2.750%
FAMCMTN 4,000,000.00 3,966,614 7/28/2025 0.750%
FHLB 5,000,000.00 5,000,000 8/28/2025 3.600%
FHLB 5,000,000.00 4,965,811 9/8/2025 0.600%
FFCB 5,000,000.00 4,974,486 2/11/2026 0.580%
FHLB 4,000,000.00 3,946,404 2/24/2026 0.750%
FHLB 5,000,000.00 4,976,099 9/28/2026 0.940%
FHLB 4,000,000.00 3,704,858 10/28/2026 1.150%
FHLB 6,000,000.00 5,991,149 11/24/2026 1.250%
FHLB 5,000,000.00 5,095,138 12/11/2026 2.125%
FHLB 4,500,000.00 4,043,250 2/24/2027 1.020%
FHLB 5,000,000.00 4,643,227 2/24/2027 1.020%
FHLB 4,000,000.00 3,772,718 2/26/2027 0.900%
FHLB 6,800,000.00 6,138,777 2/26/2027 0.900%
FHLB 5,700,000.00 5,156,931 2/26/2027 0.900%
FHLB 6,000,000.00 5,317,002 2/26/2027 1.000%
FHLB 4,000,000.00 4,000,000 3/8/2027 2.375%
FHLB 6,000,000.00 5,223,923 2/22/2028 0.830%
Original Maturities Exceeding One Year
As of March 31, 2023
City of Clovis
ATTACHMENT 3
206
AGENDA ITEM NO. 8.

TO: Mayor and City Council
FROM: Finance Department
DATE: June 19, 2023
SUBJECT: Finance – Approval – Selection of Hinderliter de Llamas & Associates (HdL) to Provide Short-term Rental Compliance and both Transient Occupancy Tax and Tourism Business Improvement District Assessment Collection Services in the Amount of $37,000.

ATTACHMENTS: 1. Draft Agreement

RECOMMENDATION
For the City Council to authorize the City Manager to enter into an agreement with Hinderliter de Llamas & Associates (HdL) for the provision of short-term rental compliance services, as well as transient occupancy tax (TOT) and tourism business improvement district assessment (TBID) collection services.

EXECUTIVE SUMMARY
As a result of the growth in short-term rental properties in the City, City staff identified the need to contract for services to both bring these properties into compliance as well as collect TOT and TBID. Staff reviewed three quotes; as a result of the review, HdL was selected as the firm with the best combination of experience, services, and pricing to fit the City’s needs, both currently and into the future. It is recommended that a contract be signed with HdL to provide short-term rental compliance services as well as TOT and TBID collection services.

BACKGROUND
As the City has grown, more properties have been utilized for the purposes of short-term rentals.

The City requires that all properties that are operating as short -term rentals obtain a business license, as well as a home occupation permit, among other con ditions stipulated in the Clovis Municipal Code. In addition, these properties are required to charge, collect, and remit TOT and TBID on a quarterly basis, as is required of hoteliers. City staff identified the need to obtain 207
AGENDA ITEM NO. 9.
services necessary to identify those short-term rental properties that are not currently licensed, permitted, and remitting the required taxes.

City staff reached out and received quotes from three providers of services related to short-term rental compliance. One of the respondents provided tools to potentially identify the short -term rental properties but didn’t provide the full suite of services desired by the City. Of the other two, HdL provided the greatest offering of both services and price. HdL also provides the synergy between short -term rental compliance, TOT and TBID collection services, and its current provision of business license software services to the City. As part of this agreement, HdL will also manage the remittance of TOT and TBID from hoteliers and will perform ro utine audits of TOT filings as requested by the City.

Staff are confident that these services will be integral in bringing short-term rental properties into compliance on a citywide basis, as well as in generating additional revenue from TOT that was previously uncollected.

FISCAL IMPACT
Costs for the first year of these services ($37,000) along with the associated revenue offsets have been included in the Finance department budget for the fiscal year 202 3-2024. Annual costs related to these services (approximately $27,000 per year plus 3% or CPI escalators) will be included in future Finance Department budgets.

REASON FOR RECOMMENDATION
Staff have identified the need for services to identify short-term rental properties in order to bring them into compliance, as well as services that help facilitate quarterly remittance of both TOT and TBID. HdL was identified as a firm that has provided these services for numerous municipalities in California and has been a business partner of the City for over a decade.

ACTIONS FOLLOWING APPROVAL
After approval by the Council, the City Manager will execute an agreement with HdL, after which City staff will begin work with HdL on outreach to short -term rental properties and hoteliers in Clovis.

Prepared by: Jeffrey Blanks, Deputy Finance Director

Reviewed by: City Manager AH

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MASTER SERVICES AGREEMENT
THIS MASTER SERVICES AGREEMENT (this “ Agreement”) is entered into as of ______________, 2023 (the “Agreement Date”) by and between Hinderliter De Llamas & Associates (HdL) (“Consultant”), and City of Clovis (“Client”), which is located within the state of California (the “State”).

W I T N E S S E T H:

WHEREAS, Consultant is engaged in the business of providing consulting, software and other services that help public agencies understand and maximize their collection of sales, use and transactions taxes, business license taxes, property and lodging taxes, and other revenues, as well as their delivery of other public services (collectively, “Consultant’s Business”); and WHEREAS, Client desires to contract with Consultant to obtain one or more of the services included within Consultant’s Business (as provided for in Section 1) upon the terms and conditions contained in this Agreement;
WHEREAS, Consultant desires to contract with Client to render such services upon the terms and conditions contained in this Agreement.

NOW THEREFORE, in consideration of the covenants and promises contained herein, Client and Consultant mutually agree as follows:

1. Services.

1.1 Consultant will perform those services included within Consultant’s Business that are described in any and all schedule(s) referencing this Agreement and signed by Client and Consultant as of the Agreement Date or hereafter (individually and collectively, the “ Schedule(s)”), upon the terms and conditions contained in this Agreement (including the Schedules ) (such services are, collectively, the “Services”)

1.2 Consultant warrants that it will perform the Services in a professional manner in accordance with professional standards . In performing the Services, Consultant is acting as an independent contractor (and not as an agent or employee of Client).

1.3 Client acknowledges and agrees that any other public agency (including, without limitation, any participating government agency) located within or outside of the State (e.g., city, municipality, county, district, public authority or other political subdivision) may procure services for fees and other terms and conditions that are substantially similar to any of the Services, Fees and other terms and conditions set forth in this Agreement, provided that such other public agency executes a separate agreement with Consultant wherein the services rendered to such other public agency, the fees payable by such other public agency, and the other terms and conditions of such separate agreement are the responsibility of Consultant and such other public agency and not Client.

1.4 This Agreement does not limit the right of Consultant to enter into additional contracts with Client or to contract with other persons or entities (that are not Client ) to provide them with merchandise or services of any kind whatsoever, including, but not limited to, services similar to the Services.

ATTACHMENT 1 209
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2. Fees. As compensation for performing the Services, Client will pay Consultant the fees, costs and expenses as described in the Schedules (individually and collectively these fees and costs are, the “Fees”). Consultant may perform the Services using professionals from its staff or Consultant’s affiliated entities, and such Services will be billed to Client under the same billing terms applicable to Consultant’s staff. Consultant may increase the Fees from time to time (including, without limitation, annually as described in the Schedules). Other than a Fee increase as described in the Schedules, Client may notify Consultant of a request that such Fee increase be modified or revoked and, if Consultant fails to do so to Client’s satisfaction within thirty (30) days after the receipt of such request, Client may terminate this Agreement without cause pursuant to Section 7.3.

3. Invoices; Payment.

3.1 Consultant will invoice Client for the Fees earned and/or incurred by Consultant pursuant to this Agreement.

3.2 Invoices are due and payable upon receipt. Interest will begin to accrue on the thirtieth (30th) day following the invoice date on all unpaid balances at a rate of one and one -half percent (1½%) per month, or the maximum rate permitted by law, whichever is less. Payments will first be credited to interest and then to principal. In the event that Client disputes or contests an invoice, only that portion so disputed or contested in good faith will be withheld from payment, and the undisputed portion must be timely paid. Interest will accrue on any contested portion of the invoice not timely paid and will be payable immediately if the contested invoice is resolved in favor of Consultant.

3.3 If Client fails to fully pay an invoice within 30 days after the invoice date, Consultant may, after gi ving five (5) days’ notice to C lient, suspend the rendering of Services under this Agreement until said invoice is paid in full, together with all interest that has accrued thereon. In the event of such a suspension of Services, Consultant will have no liability to Client for any delays or damages arising therefrom.

4. Insurance. Throughout the term of this Agreement , Consultant will maintain the following insurance in not less than the referenced amounts: (a) workers compensation and employers liability insurance as may be required by the State; (b) property damage liability of $1,000,000 per incident; (c) bodily injury liability of $1,000,000 per incident; and (d) professional liability for any errors or omissions of $1,000,000.

5. Client Support.

5.1 Client will promptly provide in writing to Consultant all data and other information relating to or which may be necessary for Consultant’s performance of the Services. Without limiting the foregoing, Client will keep C onsultant informed on a timely basis in writing as to the existence and amendments of the laws, ordinances and/or regulations under which Consultant is performing the Services (including any adopted by Client). Consultant will be permitted to rely on the accuracy, timeliness and completeness of the inf ormation provided by Client, and in no event will Consultant be liable to Client or others as a result of such reliance. 210
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5.2 Client will examine all of Consultant’s reports, specifications, notices, proposals and other documents. In the event that a decision is required of Client in order for Consultant to perform the Services, Client will render such decision in writing in a timely manner.

5.3 Client will assist Consultant in obtaining such licenses, permits and approvals as may be required by law for perform ing the Services, and Client will pay all fees, assessments and taxes related to the application, issuance and maintenance thereof.

5.4 The Services do not include services that Consultant may be required or requested to provide to support, prepare, document, bring, defend or assist in litigation undertaken or defended by Client (“Litigation Services”). If Consultant agrees with Client or is required to perform Litigation Services, Client will promptly pay Consultant for all of Consultant’s costs and expenses related to Litigation Services at Consultant’s actual cost , plus ten percent (10 %) thereof (all of which are deemed to be additional Fees).

6. Confidentiality; Software Use and Warranty; Records.

6.1 Consultant will comply with the requirements of the applicable law s, ordinances and/or regulations of which it has been informed by Client pursuant to Section 5 .1 concerning the confidentiality of tax records.

6.2 As used herein, the term “proprietary information” means all information, techniques, processes, services or material that has or could have commercial value or other utility in Consultant’s Business, including without limitation: Consultant’s (i) software, computer or data processing programs; (ii) data processing applications, routines, subroutines, techniques or systems; (iii) desktop or web-based software; (iv) audit, tax or fee collection/administration or business processes, methods or routines ; (v) marketing plans, analys es and strategies; and (v i) materials , techniques and intellectual property used. Except as otherwise required by law, Client must hold in confidence and may not use (except as expressly authorized by this Agreement) or disclose to any other party any proprietary information provided, learned of or obtained by Client in connection with this Agreement.

The terms of this Section 6.2 do not apply to any information that is public information.

6.3 If access to any software which Consultant owns is provided to Client as part of this Agreement (including, without limitation, if Client chooses to subscribe to such software and reports option as part of the Services) (such Consultant-owned software is, collectively, the “ Software”), Consultant hereby provides a limited, non-exclusive, non-transferable license to Client for the use by such of Client’s staff as may be designated from time to time by Client and approved by Consultant in writing to use the Software pursuant to and during the Term of this Agreement. The Software must only be used by such authorized Client staff, and Client must not sublicense, sublet, duplicate, modify, decompile, reverse engineer, disassemble, or attempt to derive the source code of the Software. The license granted hereunder does not imply ownership by Client or any of Client’s staff of the Software nor any rights of Client or any of Client’s staff to sublicense, transfer or sell the Software, or rights to use the Software for the benefit of others. Client may not create (or allow the creation of) any derivative work or product based on or derived from the Software or documentation, nor modify (or allow the modification of) the Software or documentation without the prior written consent of Consultant. In the event of a br each of this provision (and without limiting Consultant’s remedies), such modification, derivative work or product based on the Software or documentation is hereby deemed assigned to Consultant. Upon termination of this Agreement or this Software license, this 211
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Software license will be deemed to have expired and Client must immediately deactivate, cease using and remove, delete and destroy all the Software (including, without limitation, from Client’s computers and network). Consultant warrants that the Software will perform in accordance with the Software’s documentation.

6.4 All documents, preliminary drafts, communications and any and all other work product related to the Services and provided by Consultant to Client either in hard copy or electronically are the property of Client. This does not include any software, programs, methodologies or systems used in the creation of such work product, nor does it include any drafts, notes or internal communications prepared by Consultant in the course of performing the Services that were not otherwise provided to Client in either hardcopy or electronic form, all of which may be protected by Consultant or others’ copyrights or other intellectual property. It is possible that any documents, drafts, communic ations or other work product provided to Client may be considered public records under applicable law and/or may be discoverable through litigation. Consultant may publicly state that it performs the Services for Client.

6.5 Subject to applicable law, Consultant is responsible for retaining all final documents and other final work product related to the Services for a period of not less than three (3) years from the date provided to Client. Retention of any other documents, preliminary drafts, communications and any and all other work product provided to Client by Consultant is the responsibility of Client.

Consultant has no responsibility to retain any drafts, notes, communications, emails or other writings created or received by Client in the course of performing the Services (other than the final documents and other final work product related to the Services and provided to Client for the term of years referenced above).

7. Term and Termination.

7.1 The initial term of this Agreement commences as of the Agreement Date and, unless terminated earlier pursuant to any of this Agreement's express provisions, will continue in effect until twelve (12) months from such date (the “Initial Term”). This Agreement will automatically renew for successive twelve (12) month terms unless earlier terminated as set forth in Section 7.2 or 7.3 or either party gives the other party written notice of non-renewal at least one hundred twenty (120) days prior to the expiration of the then-current term (each a “Renewal Term” and, collectively, together with the Initial Term, the “Term”).

7.2 This Agreement may be terminated by either party for cause upon not less than forty- five (45) days’ written notice given to and received by the other party, if the other party has materially breached this Agreement through no fault of the notifying party and fails to (i) commence correction of such material breach within thirty (30) days of receipt of the above-referenced written notice and (ii) diligently complete the correction thereafter.

7.3 In addition, e ither party may terminate this Agreement without cause upon not less than one hundred twenty (120) days’ written notice to the other party.

7.4 On termination, C lient will pa y Consultant for all Fees and other compensation (including for Litigation Services) earned and /or incurred through the termination date and will thereafter timely pa y Consultant for all other Fees and compensation to which Consultant may be entitled pursuant to this Agreement (including the Schedules hereto). 212
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8. Indemnification.

8.1 Consultant agrees to fully and promptly indemnify and hold harmless (but not defend) Client and each of its officers, employees and agents (collectively, “Client Group”) from and against any and all third -party liabilities, judgments, awards, losses, claims, damages, expenses, and costs (including, without limitation, for reasonable third -party a ttorneys’ fees and costs awarded in connection therewith) (each, a “Third -Party Liability”, and collectively, “Third -Party Liabilities”) directly or indirectly related to this Agreement and arising out of any negligent act or negligent omission, or reckless or willful misconduct, of Consultant or any of its directors, officers, employees, agents, direct and indirect equity holders, or affiliates (collectively, “Consultant Group”) under this Agreement; provided, that such obligations to indemnify and hold ha rmless are only to the extent Consultant admits in writing, or any of Consultant Group is found by a court of competent jurisdiction in a judgment which has become final and that is no longer subject to appeal or review, to have caused the above-described Third-Party Liability(ies). In no event shall Consultant be obligated to defend any of Client Group or pay for any Client Group attorneys’ fees or other costs of defending against any such Third -Party Liabilities (“defense costs”), with exception of if Co nsultant is obligated to indemnify and hold harmless Client Group as described above in this Section 8.1 then Consultant shall also be responsible for the defense costs incurred by Client Group for the related matter.

Consultant’s duty to indemnify and hold harmless Client shall not apply to claims for liability which arise from the issuance or non-issuance of any registration, license, permit, or exemption.

8.2 Client agrees to fully and promptly indemnify and hold harmless (but not defend) each of Consultant Group from and against any and all Third-Party Liabilities directly or indirectly related to this Agreement and arising out of any negligent act or negligent omission, or reckless or willful misconduct, of any of Client Group under this Agreement; provided, that such obligations to indemnify and hold harmless are only to the extent Client admits in writing, or any of Client Group is found by a court of competent jurisdiction in a judgment which has become final and that is no longer subject to appeal or review, to have caused the above-described Third-Party Liability(ies). In no event shall Client be obligated to defend any of Consultant Group or pay for any Consultant Group attorneys’ fees or other costs of defending against any such Third-Party Liabilities (“defense costs”), with exception of if Client is obligated to indemnify and hold harmless Consultant Group as described above in this Section

8.2 then Client shall also be responsible for the defense costs incurred by Consultant Group for the related matter.

9. Liability Limitations; Governing Law; Dispute Resolution.

9.1 To the maximum extent permitted by law and notwithstanding anything to the contrary in this Agreement:

9.1.1 Except as may otherwise be expressly set forth in this Agreement, Consultant makes no warranty of any kind with respect to the Services or the Software, express or implied. Consultant hereby disclaims all other warranties, express or implied, including the implied warranties of merchantability, fitness for a particular purpose, title and non infringement. Consultant disclaims all warranties and responsibility for third party software.

9.1.2 In no event will any of Consultant Group be liable for any Client monies not collected by Consultant Group, or any special, incidental, or consequential damages of any nature 213
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whatsoever, even if such restrictions deprive one or more remedies of their essential purpose. This damage exclusion is independent of any remedies provided for herein.

9.1.3 Without limitation on any statue of limitations that expire in less than three years, no claim may be brought by Client against any one or more of Consultant Group arising out of this Agreement (including, without limitation, in connection with the Services or the Software) more than three years after the date upon which Client has actual knowledge of the first occurrence of the action or inaction giving rise to such claim (whether relating to the Services, the Software or otherwise).

9.1.4 Client acknowledges this Agreement is with Consultant in its capacity as a corporation or a limited liability company, and Client agrees that in no event will it seek to hold any of the Consultant Group (other than Consultant) responsible for any obligations under this Agreement.

9.2 The law of the State will govern the validity of this Agreement, its interpretation and performance, and any other claims related to it, without regard to the State’s conflict of laws rules.

Venue for any legal action arising out of this Agreement will be proper only in the State courts or the federal court in Fresno County. The parties hereby submit to the exclusive jurisdiction of such courts and waive any other venue to which either party might be entitled by domicile or otherwise. Both parties waive the right to a jury trial in an action to enforce, interpret or construe this Agreement.

9.3 If either party is required to bring legal action to enforce its rights under this Agreement or as the result of a breach of this Agreement, the costs and expenses of the prevailing party, including reasonable attorneys’ fees, will be paid by the non-prevailing party.

9.4 A breach of this Agreement by either party may cause the other party hereto irreparable harm, the amount of which may be difficult to ascertain, and therefore such other party will have the right to apply to a court of competent jurisdiction for specific performance and/or an order restraining and enjoining any further breach and for such other relief as such other party may deem appropriate.

Such right is in addition to the remedies otherwise available to such other party at law or in equity.

The parties hereto expressly waive the defense that a remedy in damages will be adequate and any requirement in an action for specific performance or injunction hereunder for the posting of a bond.

10. General Legal Provisions.

10.1 Authorization to Proceed . Each Schedule must be signed by both Client and Consultant before such Schedule will be binding on the parties hereto.

10.2 Force Majeure . Consultant and Client is not responsible for damages o r delay in performance caused by acts of God, strikes, lockouts, accidents or other events beyond the control of Consultant.

10.3 Amendment; Waiver . Any provisions of this Agreement (including, without limitation, any Schedules or provisions within any Schedules) may be amended or terminated if in writing and signed by both Client and Consultant . No waiver by any party of any default, misrepresentation or breach of warranty or covena nt hereunder, whether intentional or not, will be deemed to be valid unless acknowledged by such party in writing, and such waiver will not extend to 214
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any prior or subsequent default, misrepresentation or breach of warranty or covenant hereunder or affect in any way any rights arising by virtue of any prior or subsequent such occurrence.

10.4 Severability and Survival. If any provision in this Agreement is held illegal, invalid or unenforceable, the enforceability of th e remaining provisions will not be impaired thereby.

Notwithstanding any other provision s of this Agreement (including, without limitation, Section 7), Sections 3, 5.5, 6, 7, 8, 9 and 10 will survive the termination of this Agreement.

10.5 No Third-Party Beneficiaries; Services Limited to Agreement. Except as set forth in Section 8, this Agreement gives no rights or benefits to anyone other than Client and Consultant and has no third-party beneficiaries. The Services to be performed for Client by Consultant are defined solely by this Agreement (including the Schedules), and not by any other contract or agreement that may be associated with performing the Services.

10.6 Assignment. This is a bilateral personal services agreement. Neither party will have the power to or will assign any of the duties or rights or any claim arising out of or related to this Agreement, whether arising in tort, contract or otherwise, without the written consent of the other party. Any unauthorized assignment is void and unenforceable. Th is Agreement is binding on the successors and assigns of the parties hereto.

10.7 Notices. All notices under this Agreement must be in writing and will be deemed to have bee n g iven when such notice is received (i) from United States Postal Service First Class Certified Mail, Return Receipt Requested, (ii) by courier service, or (iii) by email; provided, however, that notices received on a weekend or holiday or on a business day after 4:00 p.m. local time will be deemed to have been received on the next business day . Notices will, unless another address is specified in writing, be sent to the address es indicated below (each of which must include a street address and an email address): Consultant: Hinderliter De Llamas & Associates (HdL), Attn: George Bonnin, Email: [email protected]; and Client: ________________________________, Attn: _______________, Email: ___________.

10.8 Entire Agreement; Conflict. This Agreement (including any Schedules dated as of the Agreement Date or hereafter) constitutes the entire agreement between the parties and supersedes any prior understandings, agreements, or representations by or between the parties, written or oral, to the extent they have related in any way to the subject matter hereof. Should there ever be a conflict between the terms and conditions of the Schedule(s) and the remainder of this Agreement, the terms and conditions of the remainder of this Agreement will prevail and be controlling.

10.9 Counterparts; Electronic Signatures; Authority. This Agreement may be signed in any number of counterparts, each of which will constitute an original and all of which, when taken together, will constitute one agreement. Any signed signature pages of this Agreement transmitted by email or other electronic means in a portable document format (PDF) or other clear and visible electronic format will have the same legal effect as an original. Each of the persons signing on behalf of a party hereto represents that he or she has the authority to sign this Agreement on such party’s behalf.

10.10 No Adverse Construction . Both parties acknowledge having had the opportunity to participate in the drafting of this Agreement. This Agreement will not be construed against either 215
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party based upon authorship. The section headings contained in this Agreement are inserted for convenience only and will not affect in any way the meaning or interpretation of this Agreement. [Signatures are on the next page]

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IN WITNESS WHEREOF, the parties hereto have entered into this Agreement through their duly authorized representatives as of the Agreement Date.

CONSULTANT:

Hinderliter De Llamas & Associates (HdL)

By:

Its:

CLIENT:

City of Clovis, CA

By:

Its:

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SCHEDULE E

Tax and Fee Administration Services and Fees
Transient Occupancy Tax – Operations Management Services

SCHEDULE E – This Schedule E provides the scope of Services and Fees for tax and fee administration related to transient occupancy tax pursuant to the Master Services Agreement dated __________, 2023 (“MSA”).

The MSA includes the main body of the MSA , this Schedule, and all other Schedules to the MSA.

Terms not otherwise defined herein have the definitions given to them within the main body of the MSA.

SCOPE OF SERVICES
Consultant will provide the following Services relative to Client’s transient occupancy tax administration.

1. Operations Management Services

1.1. Establish and maintain database of Client lodging providers.

1.2. Receive and process registrations, tax returns and payments in a timely fashion.

1.3. Provide lodging providers multiple options for submitting registrations, tax returns, payments, or support requests (including via website, email, mail, phone, and fax. Consultant tax specialists will be available for live interactions Monday through Friday, 8:00am to 5:00pm Pacific).

1.4. Remit revenue to Client no less than quarterly.

1.5. Provide Client staff access to website portal offering lodging provider registry inquiry and reporting capabilities.

1.6. Endeavor to ensure accurate filings of returns by consistently monitoring returns, providing compliance audits, and educating lodging providers as mutually agreed to by Client and Consultant.

1.7. Provide analysis reports monthly and annually pr ovide revenue trends and key insights on Client lodging providers.

2. Online Payment Processing – Consultant’s services include PCI compliant payment processing services powered by FIS Global, which supports both credit card and eCheck transactions.

2.1. Client Responsibilities

2.1.1. As a condition to its receipt of the Service, Client shall execute and deliver any and all applications, agreements, certifications or other documents required by FIS Global, Networks or other third parties whose consent or approval is necessary for the processing of Transactions by FIS Global. “Network” is an entity or association that operates, under a common service mark, a system which permits participants to authorize, route, and settle Transactions among themselves, including, for example, networks op erated by VISA USA and Mastercard, Inc., NYCE Corporation, American Express, and Discover.

2.1.2. Client hereby grants Consultant the full right, power and authority to request, receive and review any Data or records reflected in a Transaction report. Client represents and warrants that it has the full right and authority to grant these rights.

FEES

3. Operations Management Services

3.1. Fees for performing operations transient occupancy tax management Services (hoteliers), shall be $850.00 per property, per year for each quarterly filing property plus a one-time implementation fee of $5,000.00.

3.2. Fees will be increased as of January 1st of each calendar year with reference to the 12-month percent change in the most recently published annual Consumer Price Index for All Urban Consumers (CPI - 218
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U), West Region, as reported by the U.S. Bureau of Labor Statistics (the “CPI Change”). Each annual increase in the Fees will be equal to the greater of two percent (2%) or the actual CPI Change and the lesser of eight percent (8%) or the actual CPI Change. For example, if the actual CPI Change is 1.5%, then the annual increase will be 2%, if the actual CPI Change is 3.5%, then the annual increase will be 3.5%, and if the actual CPI Change is 12%, then the annual increase will be 8%.

3.3. Fees related to travel and lodging expenses are billed at cost and apply to all m eetings (including implementation, training, operations and support).

3.4. Fees will be invoiced monthly to Client for Services performed during the prior month. Fees will be netted out of Client’s monthly revenue disbursement. Client will submit payment for any balance due to Consultant within 30 days of receiving the invoice.

4. Payment Processing – Consultant will configure payment processing services to utilize either a taxpayer funded model (convenience fee) or Client funded model, as directed by Client. Client may switch between these models upon written request to Consultant. Fees for each o f these payment processing models are detailed here.

4.1. Taxpayer funded model – Client authorizes Consultant to collect each convenience fee from the taxpayer at time of payment.

4.1.1. Credit and debit card processing – 2.9% of transaction amount, minimum of $2.00

4.1.2. ACH/eCheck processing - $1.25 per transaction

4.2. Client funded

4.2.1. Credit and debit card processing – 2.9% of transaction amount

4.2.2. ACH/eCheck processing - $0.50 per transaction

4.3. Returned payments/NSF fee – Each occurrence of a card chargeback, returned payment or insufficient funds will incur a fee of $25.00, to be applied to the taxpayers account.

4.4. Consultant reserves the right to review and adjust pricing related to payment proce ssing services on an annual basis. Consultant will communicate any such adjustment to Client in writing, with 60 days advance notice. Items that will be considered in the review of fees may include, but are not limited to: regulatory changes, card associat ion rate adjustments, card association category changes, bank/processor dues and assessments, average consumer payment amounts, card type utilization, and costs of service.

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4.5. IN WITNESS WHEREOF, the parties hereto have entered into this Schedule E to the MSA through their duly authorized representatives as of ___________, 2023.

CONSULTANT:

Hinderliter De Llamas & Associates (HdL)

By: _________________________
Its: _________________________

CLIENT:

City of Clovis, CA

By: ________________________
Its: ________________________

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SCHEDULE G
Tax and Fee Administration Services and Fees
Transient Occupancy Tax – Short-Term Rentals

SCHEDULE G – This Schedule G provides the s cope of Services and Fees for tax and fee administration–related to transient occupancy tax short-term rentals pursuant to the Master Services Agreement dated __________, 2023 (“MSA”).

The MSA includes th e main body of the MSA, th is Schedule, and all other Schedules to the MSA.

Terms not otherwise defined herein have the definitions given to them within the main body of the MSA.

SCOPE OF SERVICES
Consultant will provide the following Services relative to Cli ent’s short-term rentals transient occupancy tax administration.

5. Identification and Monitoring

5.1. Monitor short-term rental sites to identify new listings and closures.

5.2. Match listings to specific parcels using GIS and property tax assessor data.

5.3. Identify properties which are already registered and paying taxes.

5.4. Provide a visual map of listing locations in Client’s jurisdiction.

5.5. Record listing details (including start date, sites linked to, and other information necessary for documenting evidence of short-term rental activity).

6. Education, Registration, and Compliance

6.1. Notify non -compliant lodging providers of their status and any actions necessary to become compliant.

6.2. Provide short-term rentals website with links to FAQs, education packets, and support for registering, filing returns, and making payments.

6.3. Follow-up with non-compliant entities and assist as needed to obtain compliance.

6.4. Work with Client to identify additional requirements and ensure collection of data necessary for enforcement procedures.

7. Online Payment Processing – Consultant’s services include PCI compliant payment processing services powered by FIS Global, which supports both credit card and eCheck transactions.

7.1. Client Responsibilities

7.1.1. As a condition to its receipt of the Service, Client shall execute and delive r any and all applications, agreements, certifications or other documents required by FIS Global, Networks or other third parties whose consent or approval is necessary for the processing of Transactions by FIS Global. “Network” is an entity or association that operates, under a common service mark, a system which permits participants to authorize, route, and settle Transactions among themselves, including, for example, networks operated by VISA USA and Mastercard, Inc., NYCE Corporation, American Express, and Discover.

7.1.2. Client hereby grants Consultant the full right, power and authority to request, receive and review any Data or records reflected in a Transaction report. Client represents and warrants that it has the full right and authority to grant these rights.

FEES

8. Compliance and Monitoring Services

8.1. Fees for performing Short-Term Rental Compliance and Monitoring shall be as follows: $19,500.00 year one (1), $15,000.00 year two (2) and beyond + CPI.

8.2. Fee for TBID Administration shall be $2,400/year + CPI. 221
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8.2.1. Fees will be increased as of January 1st of each calendar year with reference to the 12 -month percent change in the most recently published annual Consumer Price Index for All Urban Consumers (CPI-U), West Region, as reported by the U.S. Bureau of Labor Statistics (the “CPI Change”). Each annual increase in the Fees will be equal to the greater of two percent (2%) or the actual CPI Change and the lesser of ten percent (10%) or the actual CPI Change. For example, if the actual CPI Change is 1.5%, then the annual increase will be 2%, if the actual CPI Change is 3.5%, then the annual increase will be 3.5%, and if the actual CPI Change is 12%, then the annual increase will be 10%.

8.3. Travel and lodging expenses are billed at cost and apply to all meetings (including implementation, training, operations and supp ort). Travel expenses only apply to out-of-scope travel and must therefore be pre-approved by Client.

8.4. Fees will be invoiced monthly to Client for Services performed during the prior month. Fees will be netted out of Client’s monthly revenue disbursement. Client will submit payment for any balance due to Consultant within 30 days of receiving the invoice.

9. Payment Processing – Consultant will configure payment processing services to utilize either a taxpayer funded model (convenience fee) or Client funded model, as directed by Client. Client may switch between these models upon written request to Consultant. Fees for each of these payment processing models are detailed here.

9.1. Taxpayer funded model – Client authorizes Consultant to collect each convenience fee from the taxpayer at time of payment.

9.1.1. Credit and debit card processing – 2.9% of transaction amount, minimum of $2.00

9.1.2. ACH/eCheck processing - $1.25 per transaction

9.2. Client funded

9.2.1. Credit and debit card processing – 2.9% of transaction amount

9.2.2. ACH/eCheck processing - $0.50 per transaction

9.3. Returned payments/NSF fee – Each occurrence of a card chargeback, returned payment or insufficient funds will incur a fee of $25.00, to be applied to the taxpayers account.

9.4. Consultant reserves the right to review and adjust pricing related to payment processing services on an annual basis. Consultant will communicate any such adjustment to Client in writing, with 60 days advance notice. Items that will be considered in the review of fees may include, but are not limited to: regulatory changes, card association rate adjustments, card association category changes, bank/processor dues and assessments, average consumer payment amounts, card type utilization, and costs of service.

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1234662.2 Page 15 of 15

IN WITNESS WHEREOF, the parties hereto have entered into this Schedule G to the MSA through their duly authorized representatives as of ___________, 2023.

CONSULTANT:

Hinderliter De Llamas & Associates (HdL)

By: _________________________
Its: _________________________

By: _________________________
Its: _________________________
CLIENT:

City of Clovis, CA

By: ________________________
Its: ________________________

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TO: Mayor and City Council
FROM: General Services Department
DATE: June 19, 2023
SUBJECT: General Services - Approval – Res. 23-___, Authorizing Amendments to the City’s Classification and Compensation Plans to Adopt the Deputy Public Utilities Director Classification with a FY 2023-24 Salary Range of $13,690 to $16,640 per month, and Approval – Res. 23-___, Amending the City’s FY 2023-24 Position Allocation Plan.

ATTACHMENTS: 1. Res. 23-____ Classification and Compensation Plan

2. Res. 23-____ Position Allocation Plan

CONFLICT OF INTEREST
Councilmembers should consider recusal if a campaign contribution exceeding $250 has been received from the project propone nt (developer, applicant, agent, and/or participants) since January 1, 2023 (Government Code 84308).

RECOMMENDATION
For City Council to approve a resolution authorizing amendments to the City’s Classification and Compensation Plans by adopting the Deputy Public Utilities Director classification with a n FY 2023-24 salary range of $13,690 to $16,640 per month and approve a resolution amending the City’s FY 2023-24 Position Allocation Plan by deleting one (1) Assistant Public Utilities Director position and adding one (1) Deputy Public Utilities Director in the Public Utilities Department.

EXECUTIVE SUMMARY
The Public Utilities Department has a need to reclassify a vacant Assistant Public Utilities Director position to the position of Deputy Public Utilities Director . The proposed classification will be responsible for assisting the Public Utilities Director with oversight of the Public Utilities Department and will be the second in command when the Public Utilities Director is not available.

This position will be unique in the department and separates itself from the Assistant Public Utilities Director classifications by the level and complexity of assignments received, the expectation to understand all operational aspects of the depa rtment, the significant level of responsibility placed on the position, the capacity to provide direct support for City Administration when appropriate, and it establishes an order for department succession planning. Adequate funds were included in the ado pted FY 23-24 Public Utilities budget for the Assistant Public Utilities Director position and additional costs associated with reclassification to the new position 224
AGENDA ITEM NO. 10.
will be minimal. Modification of the City’s Classification, Compensation, and Position Allocation Plans require City Council’s approval.

BACKGROUND
The Public Utilities Department has a need to add the Deputy Public Utilities Director classification in place of a vacant Assistant Public Utilities Director position . The Deputy Public Utilities Director will plan, organize, and direct the work of assigned divisions and operations in the City's field services and utilities activities , serve as second in command to assist the City’s Public Utilities Director in operational management of the Public Utilities Department, and advise the Public Utilities Director regarding public utility matters.

The FY 23-24 position allocation plan will be updated to reflect the new position by the deletion of one (1) Assistant Public Utilities Director position and the addition of one (1) Deputy Public Utilities Director position, as noted in Attachment A of Attachment 2.

It is recommended the salary range for the Deputy Public Utilities Director be placed at a percentage difference with the Deputy Police Chief as the same percentage difference between the Public Utilities Director and Police Chief on the City of Clovis management salary schedule.

The recommended salary range would be $13, 690 to $16,640 per month. The Deputy Public Utilities Director will be as signed to the management group. The new classification and salary range reflect the current needs of the City.

FISCAL IMPACT
The fiscal impact of salary and benefits for converting th e Assistant Public Utilities Director position to a Deputy Public Utilities Director position for FY 23-24 is approximately an additional $19,500. There are adequate funds in the Public Utilities Department budget to cover the costs of this position for the FY 23-24 fiscal year.

REASON FOR RECOMMENDATION
The recommended changes to the City’s Classification, Compensation, and Position Allocation Plans better suit the staffing needs of the Public Utilities Department. Modification of the City’s Classification, Compensation and Position Allocation Plans require City Council’s approval.

ACTIONS FOLLOWING APPROVAL
The position allocation for the Public Utilities Department will be modified as noted in Attachment

2. Personnel staff will update the City’s classification and compensation plans with the addition of the Deputy Public Utilities Director.

Prepared by: Lori Shively, Personnel/Risk Manager

Reviewed by: City Manager AH

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[Type here]
RESOLUTION 23-___

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVIS APPROVING AMENDMENTS TO THE CITY’S CLASSIFICATION AND COMPENSATION PLANS BY

ADOPTING A DEPUTY PUBLIC UTILITIES DIRECTOR CLASSIFICATION IN THE

PUBLIC UTILITIES DEPARTMENT

WHEREAS, it has been determined that the City has a need for a Deputy Public Utilities Director classification to provide the necessary support to the Public Utilities Department; and

WHEREAS, it has been determined that the appropriate salary range for the Deputy Public Utilities Director classification is $13,690 to $16,640 per month; and

WHEREAS, it has been determined that it is appropriate to assign the Deputy Public Utilities Director classification to the Management Group.

NOW THEREFORE, BE IT RESOLVED , that the City of Clovis will modify the City’s Classification and Compensation Plans to include the Deputy Public Utilities Director classification (Attachment A) with a monthly salary range of $13,690 to $16,640 per month.

* * * * *

The foregoing Resolution was introduced and adopted at a regular meeting of the City Council of the City of Clovis held on June 19, 2023, by the following vote to wit:

AYES:

NOES:

ABSENT:

ABSTAIN:

Dated: June 19, 2023

___________________________ __________________________ Mayor City Clerk

ATTACHMENT 1
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ATTACHMENT A
City of Clovis

DEPUTY PUBLIC UTILITIES DIRECTOR
$13,690 - $16,640 Monthly Salary

DEFINITION
Under direction, to plan, organize and direct the work of assigned divisions and operations in the City's field services and utilities activities; to serve as a second in command to assist the City’s Public Utilities Director in operational management of the Public Utilities Department; to advise the Public Utilities Director regarding public utility matters; and to perform related work as required.

CLASS CHARACTERISTICS
This classification performs operational management of public utilities functions. The incumbent may act as Public Utilities Director as designated by the Public Utilities Director, and is responsible to the Public Utilities Director for advice and consultation on engineering, long range planning, operational and regulatory matters, water supply, water production and distribution, water meter reading and infrastructure, groundwater recharge, fleet maintenance and renew al, wastewater collection and treatment, reclaimed water, storm drain maintenance, parks and landscape maintenance, traffic signals and street lighting maintenance, solid waste, landfill operation, street sweeping, street maintenance, energy programs and projects, regulatory compliance and utility infrastructure. Coordinates with the Public Utilities Director on long term strategic planning and sustainability for City services and operations. The Deputy Public Utilities Director exercises supervision over o ther managerial employees, making assignments, setting priorities, training and reviewing work.

The incumbent is responsible for preparing performance evaluations, processing employee grievances, recommending employment, and for taking and recommending dis ciplinary action. Positions in this class act with a high degree of independence of action in the assigned area of responsibility. Direction received consists of the assignment of the responsibility to attain objectives according to policy guidelines. Incumbents are expected to resolve most problems confronted through the application of judgment and precedent, referring to the Director only those problems which involve the establishment of new procedures or which involve solutions that are inconsistent with department procedures and policies. Most work is not reviewed directly by a supervisor and when work is reviewed, the review is directed toward final outcomes and results.

EXAMPLES OF DUTIES
Plan, organize and supervise assignments of the division heads and managerial subordinates in the utilities maintenance and operations divisions, including water supply, reclaimed water, wastewater maintenance, street maintenance, storm drainage, park maintenance, solid waste collection and disposal, street sweeping, fleet, traffic signals and street lighting; evaluate the need for and develop plans and schedules for long-range utilities programs; as delegated, may perform as the Engineer of Record for the Public Utilities Department and may inspect and approve City Public Utilities improvements; organize available resources for the maintenance, improvement and repair of facilities; compile estimates, contract provisions and specifications; confer with the City Manager and various public groups on proposed projects and improvements; confer with subordinates on the construction, repair and maintenance of utilities facilities and infrastructure; may approve 227
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plans and specifications for Public Utilities; interac t with other departments on problems of design, materials and processes proposed in connection with new construction or major repairs; prepare ordinances for Council consideration; recommend levels of service for utilities, street sweeping, park maintenanc e, refuse collection, traffic signals, street lighting and storm drains; participate in the selection of new employees; represent the City in relations with other governmental agencies; participate in direction of the solid waste disposal program; confer w ith private engineering firms and developers; conduct field inspections; formulate program definition and policy; develop and administer budget; conduct performance evaluations; explain policies, procedures and objectives of the department to staff by written directive and by oral communications; conduct staff meetings; and perform related work as required.

TYPICAL QUALIFICATIONS:

LICENSE REQUIRED
 Possession of a valid California Driver's License and a good driving record;  Possession of a current and vali d Civil Engineer license from the State of California Department of Consumer Affairs Board for Professional Engineers, Land Surveyors, and Geologists.

EDUCATION AND EXPERIENCE
Education:
 Graduation from an accredited college or university with a Bachelor's Degree in Civil Engineering or a closely related field.

Education Desirable:
 A Master’s Degree in Civil Engineering or closely related field.

And

Experience:
 Five (5) years of increasingly responsible professional engineering and administrative experience, with at least two (2) years in a supervisory or administrative capacity in municipal or county government.

QUALIFICATIONS
Knowledge of:
 Technical, legal, financial and public relations problems involved in the conduct of municipal public works programs;
 Methods of preparing designs, plans, specifications, estimates, reports and recommendations relating to municipal utilities and proposed facilities;  Federal, state and local laws and regulations relating to municipal public works and utilities;
 Engineering principles and practices as applied to the field of municipal utilities;  Principles and methods of supervision, employee training and motivation;  Effective leadership and management principles and practices;  Budget administration and principles;
 Project management principles and methods;
 Appropriate safety precautions and procedures.
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Ability to:
 Prepare comprehensive and complex technical reports;
 Provide leadership and a clear focus on mission to establish and maintain effective working relationships with subordinates, public groups and organizations, City officials and private and governmental agencies;
 Develop and implement goals, objectives, policies and priorities;  Understand pertinent procedures and functions quickly;  Read, understand and apply highly complex materials;
 Formulate and administer budgets;
 Communicate clearly and concisely, orally and in writing;  Establish and maintain effective relationships with those contacted in the course of work;  Operate a vehicle observing legal and defensive driving practices.

PHYSICAL DEMANDS AND WORKING CONDITIONS
 Incumbent is required to attend frequent evening meetings.  Incumbent is required to travel within and outside of City to attend meetings.  Positions in this classification are designated as confidential under the Meyers -Millais Brown Act and are exempt employees under the Fair Labor Standards Act.  Work is primarily sedentary.

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ATTACHMENT 2
RESOLUTION 23-__

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVIS
APPROVING AMENDMENTS TO THE CITY’S FY 23-24 POSITION

ALLOCATION PLAN

WHEREAS, the FY 23-24 Position Allocation Plan in the Public Utilities Department was approved as part of the FY 23-24 City Budget adoption process; and

WHEREAS, a review of the staffing needs for the Public Utilities Department indicates that the addition of one (1) Deputy Public Utilities Director position is necessary in order to provide the support necessary for the Public Utilities Department; and

WHEREAS, amending the City’s adopted FY 23-24 Position Allocation Plan requires City Council authorization.

NOW, THEREFORE, BE IT RESOLVED, that the City of Clovis shall amend the City’s FY 23-24 Position Allocation Plan as noted in Attachment A.

* * * * *

The foregoing resolution was introduced and adopted at a regular meeting of the City Council of the City of Clovis held on June 19, 2023, by the following vote, to wit.

AYES:

NOES:

ABSENT:

ABSTAIN:

DATED: June 19, 2023

______________________________ ______________________________ Mayor City Clerk

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ATTACHMENT A
POSITION ALLOCATION ADJUSTMENT BY DEPARTMENT FY 23-24

DEPARTMENT NUMBER OF POSITIONS

Public Utilities Department

Delete: Assistant Public Utilities Director 1.0

Add: Deputy Public Utilities Director 1.0

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TO: Mayor and City Council
FROM: General Services Department
DATE: June 19, 2023
SUBJECT: General Services – Approval – Res. 23-___, Adopting the FY 2023-2024 Consolidated Transportation Service Agency (CTSA) Operations and Program Budget for Roundup Transit Services.

ATTACHMENTS: 1. Resolution 23-___

2. CTSA OPB FY 2023-2024

RECOMMENDATION
For the City Council to approve a resolution adopting the FY 2023-2024 Consolidate d Transportation Service Agency (CTSA) Operations and Program Budget for Roundup Transit.

EXECUTIVE SUMMARY
The CTSA Operations and Program Budget (OPB) is a planning document required to maintain compliance with Public Utilities Code regulations to secure Transportation Development Act (TDA) funds for designated Consolidated Transportation Service Agencies. The document is revised annually as required.

BACKGROUND
The CTSA Operations and Program Budget (OPB) for the Clovis Urban Area, Fresno Metropolitan Area, Rural Fresno County, and the City of Clovis has been developed in cooperation with the Fresno Council of Governments (FCOG).

The OPB is intended to serve the following purposes:

1. Provide a program of operations, including an implementation schedule for new or modified services, and a program budget for the Clovis CTSA coordinated and consolidated socia l service transportation services for the program year beginning July 1, 202 3, through June 30, 2024.
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2. Serve as a resource document for local elected officials, social service agencies, and citizens.

3. Demonstrate the CTSA’s compliance with Section 99275.5 of the Public Utilities Code concerning Transportation Development Act (TDA) Local Transportation Fund (LTF) Article

4.5 claim evaluation criteria and required findings, and with the Fresno Council of Governments Assembly Bill 120 Action Plan.

4. Document efforts to improve coordination and consolidation of social services transportation services in order to meet state regulations.

Transportation Development Act (TDA) regulations require the Council to adopt the document by Resolution. The CTSA budget has been prepared in accordance with the City’s proposed FY 2023-2024 budget. The Clovis section of the CTSA document is written to be a stand-alone document for specialized transportation for the elderly and disabled citizens of Clovis and is consistent with the Americans with Disabilities Act (ADA) Paratransit Implementation Plan, 1196 and 1197 Updated Plan.

FISCAL IMPACT
None.

REASON FOR RECOMMENDATION
As a designated CTSA, the City of Clovis is required to prepare the OPB annually to comply with Section 99275.5 of the Public Utilities Code concerning the Transportation Development Act (TDA) Local Transportation Funds (LTF) Article 4.5 claim criteria and required productivity findings.

ACTIONS FOLLOWING APPROVAL
Attach Resolution in the Clovis section of the CTSA document and file finalized document with the Fresno Council of Governments (FCOG).

Prepared by: Susanna Herrera, Management Analyst

Reviewed by: City Manager AH

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ATTACHMENT 1
RESOLUTION 23-___

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVIS
APPROVING THE ADOPTION OF THE CTSA’S OPERATIONS AND PROGRAM

BUDGET FOR CLOVIS TRANSIT ROUNDUP SERVICES

WHEREAS, the Fresno Council of Governments (FCOG) has separately designated the Clovis Transit Roundup Service as a Consolidated Transportation Services Agency (CTSA); and

WHEREAS, the document has been prepared in cooperation with Fresno Area Express, Clovis Transit, and the Fresno County Rural Transit Agency (FCRTA); and

WHEREAS, Clovis Transit has prepared, under contract, the FY 2023 -2024 “Operations Program and Budget for the Clovis CTSA”; and

WHEREAS, the document has been prepared in conjunction with the annual performance evaluation process, the Short Range Transit Plans and Public Transit Budgets; and

WHEREAS, said document has been reviewed during the past forty-five (45) days.

NOW, THEREFORE, BE IT RESOLVED, that the City of Clovis does hereby adopt the “Operations and Program Budget for the Clovis CTSA 2023 -2024” a s the basis for its continued responsibility as the designated CTSA for the City of Clovis.

* * * * *

The foregoing resolution was introduced and adopted at a regular meeting of the City Council of the City of Clovis held on June 19, 2023, by the following vote, to wit.

AYES:

NOES:

ABSENT:

ABSTAIN:

DATED: June 19, 2023

______________________________ ______________________________ Mayor City Clerk

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ATTACHMENT 2

CONSOLIDATED TRANSPORTATION SERVICE AGENCY

OPERATIONS PROGRAM AND BUDGET

FOR FISCAL YEAR 2023 - 24

CLOVIS URBAN AREA

Date: May 2023

SUBMITTED TO

THE FRESNO COUNCIL OF GOVERNMENTS

PREPARED BY

CITY OF CLOVIS

THE CLOVIS CONSOLIDATED TRANSPORTATION SERVICE AGENCY

155 N. Sunnyside Ave
Clovis, CA 93611
Phone: 559-324-2760

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TABLE OF CONTENTS

CLOVIS URBAN CTSA................................................................................................ 1 INTRODUCTION.......................................................................................................... 1

GOALS, OBJECTIVES & POLICIES FOR CTSA - STATE & REGIONAL.................. 2

GOALS, OBJECTIVES & STANDARDS FOR THE LOCAL CLOVIS CTSA............... 4 GOAL 1 Service Level................................................................................................. 4 GOAL 2 Service Quality.............................................................................................. 5 GOAL 3 Service Productivity....................................................................................... 6 GOAL 4 System Image................................................................................................ 6

OVERVIEW................................................................................................................. 7 DESCRIPTION OF EXISTING PARATRANSIT SERVICE......................................... 10

ANNUAL PRODUCTIVITY TRENDS......................................................................... 13 FISCAL YEAR EST. 2022-2023 BUDGET FOR THE CLOVIS CTSA....................... 14 FISCAL YEAR PROJ. 2023-2024 BUDGET FOR THE CLOVIS CTSA..................... 15 FOLLOW-UP ON 2019-2021 TRIENNIAL PERFORMANCE AUDIT......................... 16 FOLLOW-UP ON 2022 PRODUCTIVITY EVALUATION........................................... 19

ATTACHMENTS

A. ORGANIZATIONAL CHART........................................................................... A-1 B. MAP-SERVICE AREA..................................................................................... A-2 C. RESOLUTION................................................................................................. A-3

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1 OPB 2024

OPERATIONS AND PROGRAM BUDGET OF THE

CLOVIS URBAN CONSOLIDATED TRANSPORTATION SERVICE AGENCY

INTRODUCTION

The City of Clovis operates two types of public transit service. Clovis Stageline provides general public, fixed-route service within the City limits and into the northeast area of Fresno including CSUF. Clovis Roundup operates specialized demand-responsive service for disabled residents with scheduled trips within Clovis/ Fresno metropolitan area. The City of Clovis has designated Roundup services as the Consolidated Transportation Service Agency (CTSA) for the Clovis Transit service area.

INTRODUCTION

The Consolidated Transportation Service Agency (CTSA) Operations Program and Budget (OPB) for the Clovis Urban Area has been developed in cooperation with the Fresno Council of Governments (Fresno COG). The OPB is intended to:

1. Provide a program of operations, including an implementation schedule for new or modified services, and a program budget for CTSA coordinated and consolidated social service transportation services for the program year, July 1, 2023 through June 30, 2024.

2. Serve as a resource document for local elected officials, social service agencies, and citizens.

3. Demonstrate the CTSA’s compliance with Section 99275.5 of the Public Utilities Code concerning Article 4.5 claim evaluation criteria and required findings, and with the Fresno COG Assembly Bill 120 Action Plan (adopted February 1982).

4. Document efforts to improve coordination and consolidation of social service transportation services in order to:

a. Demonstrate compliance with Chapter 1120 of the 1979 California Statutes by addressing and substantiating which of the coordination benefits specifically listing in the legislation should be pursued by the CTSA.

b. Create additional opportunities to utilize supplemental grant funding available from federal and state assistance programs to support social service transportation services by demonstrating that “coordination criteria” have been met.

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Operational concerns for FY24 include:

 Continue close monitoring of operations following unprecedented shift in ridership due to coronavirus pandemic;

 Continue enhanced cleaning and safety initiatives to maintain sanitary environment inside vehicle for employees and passengers;

 Monitor demand for service to newly-expanded city areas to the northeast and southeast, including Harlan Ranch, Loma Vista, and Heritage Grove;

 Continue to monitor impacts of VMT and maximize any potential mitigation resulting from route changes;

 Continue to assess commercial driver shortage and make necessary adjustments to continue to meet service levels;

 Construction of transit hub at Landmark Square;

 Continue zero-emission pilot project;

 Conclude feasibility electrification study in collaboration with CalStart Inc. for ICT Compliance and begin planning for fleet conversion;

 Monitor legislative relief in response to coronavirus pandemic and plan for changes in efficiency metrics and potential impacts on funding;

 Continue coordination efforts with other transit agencies in the region including Fresno Area Express, Fresno County Rural Transit Agency, and Fresno Council of Governments;

 Continue the process of becoming a federal funding recipient while monitoring and the short and long-term impacts on operations and services to the community.

GOALS, OBJECTIVES, AND POLICIES FOR CONSOLIDATED TRANSPORTATION

SERVICE AGENCIES (STATE AND REGIONAL MANDATES)

In 1985 the Clovis City Council adopted the following goals, objectives, and standards for Clovis Transit as part of the transit planning process. Annually the Council reviews and amends these standards as needed.

Chapter 1120 of the 1979 California Statues and the Assembly Bill 120 Action Plan declare goals, objectives and policies which apply "generally" to CTSA services. These are as follows:

GOAL

Improve transportation service required by social service fund recipients by promoting the improved coordination and consolidation of transportation services.

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3 OPB 2024

Objectives Which May Apply

1. Centralized administration for the elimination of duplicated administrative requirements.

2. Identification and consolidation of all sources of funding for the provision of more effective and cost-efficient services.

3. Centralized dispatching for more efficient vehicle use.

4. Centralized maintenance for adequate, regular, and more cost-effective vehicle maintenance.

5. Adequate driver training programs for safer vehicle operation and lower insurance costs.

6. Combined purchasing for more effective cost savings.

Policies

1. Any centralized administration shall utilize, to the maximum extent possible, existing public and private administrative capabilities and expertise to achieve the system goals.

2. Existing sources of funding utilized prior to the Social Service Transportation Improvement Act (Assembly Bill 120) shall, to the maximum extent possible, be continued.

3. The consolidation of services shall, to the maximum extent possible, utilize existing agency operating and maintenance personnel and expertise.

4. The Fresno COG shall utilize its regulatory roll over Transportation Development Act (TDA) moneys by monitoring and evaluating the performance of the CTSA’s through the TDA claim process, an annual financial audit, and annual productivity evaluation, a triennial performance audit, and the CTSA’s compliance with the Action Plan.

5. The Fresno COG, as part of its ongoing transportation planning process, which includes review by various technical committees, shall review CTSA designates compliance with the Action Plan at least annually.

6. The Fresno COG shall review, through the Executive Order 12372 review process, the transportation services offered by social service agencies and their consistency with the Action Plan, and make appropriate comments and findings encouraging their participation with the CTSA, as part of the final Clearinghouse commentary.

7. The Fresno COG shall encourage members to evaluate their financial commitments to local social service projects (which either in full or part provide transportation services) and make appropriate recommendations for proper coordination with the CTSA in order to maximize the effective use of local transportation dollars.

8. Transportation Development Act/Local Transportation Fund (TDA/LTF) Article 4.5 moneys shall not be expended without a minimum dollar for dollar match with other available funds to the CTSA.

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9. The CTSA shall be required to maintain, at a minimum, an overall farebox revenue to operating cost ratio of 10% for all CTSA transportation services. The 10% farebox recovery may also be provided for by CTSA contractual arrangements or donations. The funding formula would then be 45% TDA/LTF Article 4.5 moneys and 55% local match. (This specific efficiency requirement was suspended by the California Legislature for FY19/20 – FY25/26 due to impacts of the coronavirus pandemic on public transit.)

GOALS, OBJECTIVES, AND STANDARDS FOR THE CLOVIS CONSOLIDATED

TRANSPORTATION SERVICE AGENCY (LOCAL MANDATES)

In 1985, the Clovis City Council adopted the following goals, objectives, and standards for Clovis Transit as part of the transit planning process. Annually the Council reviews and amends these standards as needed.

GOAL 1. SERVICE LEVELS: CLOVIS TRANSIT WILL PROVIDE PUBLIC

TRANSPORTATION SERVICE TO A MAXIMUM NUMBER OF PEOPLE IN THE CLOVIS AREA.

Objective A.: To provide a transit system that meets the public transportation needs of the service area.

Standard 1: Clovis Transit’s demand responsive service (Roundup) will operate seven (7) days a week excluding City observed holidays. Operational hours for demand responsive service in Clovis are 6:15 A.M. to 7:15 P.M.

Monday through Friday. Saturday & Sunday hours are 7:00 A.M. to 3:30 P.M.

Standard 2: Clovis Transit’s CTSA Roundup services shall implement "real time dispatching" for demand responsive service to improve overall operations and increase ridership.

Objective B: To provide CTSA Roundup transit services that adequately serves elderly and disabled residents.

Standard 1: Clovis Transit should maintain base fare levels for elderly and disabled riders, those qualifying for ADA paratransit service.

Standard 2: As per The Americans with Disabilities Act of 1990 (ADA) all new vehicles purchased must have ADA lifts. All vehicles met those regulations as of March 16, 1997.

Objective C: To secure a stable and sufficient local funding mechanism.

Standard 1 : Clovis Transit should identify and coordinate funding mechanisms that will address all transportation funding needs in the Clovis area.

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Standard 2: Clovis Transit should identify short and long range needs and maximize revenue resources, utilizing all funding mechanisms including federal grants, State enabling legislation, and farebox revenue.

GOAL 2. SERVICE QUALITY: CLOVIS TRANSIT WILL PROVIDE A QUALITY SERVICE.

Objective A: To provide reliable and convenient public transit service.

Standard 1: Clovis Transit’s CTSA Roundup Services should operate its demand response service within five (5) minutes before the scheduled pick up time and no more than fifteen (15) minutes after the scheduled pick up time.

Drivers shall not wait for patrons for more than five (5) minutes after arrival at the designated pick up time. Passengers must be ready for their pickup as directed by transit staff or through information provided by the ride application.

Passengers returning to Clovis from Fresno may wait up to one hour for a ride back.

Objective B: To provide safe, clean, attractive and comfortable vehicles and facilities.

Standard 1: All CTSA Roundup vehicles returning to the yard after revenue service should be swept and dusted before being assigned for service the following day.

Standard 2: The exteriors of Clovis Transit vehicles should be cleaned at least once a week.

Standard 3: In winter, the heaters on Clovis Transit vehicles should work 100% of the time.

Standard 4: In summer, at least 95% of all vehicles on the street should have operable air-conditioners.

Objective C: To provide a safe system.

Standard 1: Clovis Transit vehicles should operate in excess of 150,000 miles between preventable accidents, and bus operators should be formally recognized for their safe driving.

Standard 2: Buses should be checked daily for proper operation and condition of lights, mirrors, radios, and fluids; detailed mechanical inspections should be completed every 3,000 miles/45 days. Operations, maintenance, and other employees will be provided safety training at the beginning of their employment and such training will be updated on a regularly scheduled basis.

Objective D: To record and respond to all public comments.

Standard 1: Clovis Transit should continue to track and evaluate all compliments, complaints, and inquiries from the public.

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GOAL 3: SERVICE PRODUCTIVITY: CLOVIS TRANSIT WILL OPERATE AN EFFICIENT AND EFFECTIVE BUS SYSTEM.

Objective A: To establish and maintain system-wide productivity indicators.

Standard 1: Clovis Transit should achieve a 10% farebox recovery ratio for demand responsive (CTSA Roundup Service) and 20% for fixed route (Stageline Services). (As of October 2020, the Clovis City Council made permanent an earlier fare suspension that was put into place under an Emergency Order by the City Manager. All productivity indicators will be continued to be measured to ensure efficient and adequate service.)

Standard 2: Clovis Transit should record and report, at least monthly with quarterly reports, the following performance indicators.

 Total Monthly Ridership
 Total Monthly Revenue
 Total Monthly Expense
 Total Revenue Hours
 Passengers Per Revenue Mile
 Total Revenue Miles
 Total Non-Revenue Miles
 Average Weekday Ridership
 Farebox Ratio
 Total Road Calls
 Total Operating Expense Per Passenger
 Total Operating Expense Per Revenue Hour
 Total Operating Expense Per Revenue Mile
 Total Revenue Per Revenue Hour
 Total Revenue Per Revenue Mile
 Passengers Per Revenue Hour
 Equivalent Full Time Employees

GOAL 4 SYSTEM IMAGE: CLOVIS TRANSIT WILL STRIVE TO PROMOTE ITS SERVICE AND IMPROVE ITS IMAGE.

Objective A: To provide clear and consistent system information to transit passengers.

Standard 1: Current bus schedules and system information should be available to the public at all major public facilities and on the internet.

Standard 2: Telephone service information should be available to the public at all times during hours of operation.

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Objective B: To provide for community involvement in transit system affairs.

Standard 1: Clovis Transit should become involved in and work with citizen groups, civic groups, and other area associations to communicate the services and benefits of Clovis Transit.

Standard 2: Clovis Transit should maintain a positive presence on the city’s social media channels, disseminating useful information to passengers and the community on a regular schedule.

OVERVIEW

The “Assembly Bill 120 Action Plan for Fresno County” (February 1982) developed by the Fresno COG designated the City of Clovis as the CTSA for the Clovis Urbanized Area. The Clovis CTSA is coordinated by the Transit Supervisor and General Services Manager.

Clovis Roundup provides demand-responsive, curb-to-curb and door-to-door transportation service for disabled residents within the City's existing Sphere of Influence. Service is available Monday through Friday and limited weekend service within the Clovis area, and Monday through Friday to Fresno with limited service in accordance with the ADA ¾ mile rule on Saturday.

The program was originally funded with an Older Americans Act Grant but now is funded by City and TDA/Local Transportation Funds. The most significant social service provider in Clovis is the Clovis Senior Activity Center. Most social services in the area are provided by or through the Senior Center. Clovis Transit also works closely with Central Valley Regional Center, Clovis Unified School District, and various County departments. In FY 88, the Clovis City Council designated its Roundup service solely as a Consolidated Transportation Service Agency (CTSA) function. Local Measure "C" dollars are used to provide the necessary match of TDA/LTF Article 4.5 funds.

Roundup service operates within Clovis Monday through Friday, 6:15 A.M. to 7:15 P.M. and weekends from 7:30 A.M. to 3:00 P.M. Service to Fresno is available Monday through Friday, 7:00 A.M. to 5:00 P.M and in a limited capacity on Saturday in accordance with the ADA ¾ mile rule. Reservations can be made for the same day or up to fourteen (14) days in advance based on vehicle availability. Current software technology allows passengers to submit a request for same-day service and the request may be scheduled based on vehicle availability.

In April of 2020, under an Emergency Order issued by the Clovis City Manager, the Clovis City Council approved the temporary suspension of fares during the COVID19 pandemic. The action was one of many intended to provide a safer environment on the buses by eliminating the need for cash or passes to be passed from person to person. Effective October, 2020, the city council approved a permanent zero-fare model for all Clovis Transit bus services. In fall of 2019, Clovis Transit had provided free rides for all passengers using grant funds to underwrite fares. This resulted in a 35% increase in ridership, and once the health crisis subsides, ridership levels are expected to rise again due to the free-fare model.

Marketing efforts in FY 22-23 included social media, bus advertising, bus shelters, real-time software with trip scheduling, and community events. Clovis Transit uses Google Transit for passenger route-planning and is integrated with Fresno Area Express. Route information is listed in the City of Fresno FAX guide. Fresno Area Express adopted temporarily a fare-free 243
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model; however, has reinstated fares at a discounted rate. FAX continues to explore the possibility of free fares. Passes and other rider programs have been eliminated by Clovis Transit. A website for Clovis Transit has been launched independent of the City’s website. The site provides easy access to route and rider information and other alerts about the system.

During FY 22-23, utilizing California Emergency Management Agency Proposition 1B Transit Safety and Security Grants, cameras and security systems were purchased. Clovis Transit’s allocation of these funds have now been completely expended. The project included:

 Purchase of security systems and cameras for the Transit building located in Landmark Square. The cameras will be installed inside the new building and on the exterior of the 7-acre project site, providing an enhanced level of safety for visitors and employees.

Additionally, a building security system will provide a secure work site for employees assigned to the Transit building. The interior of the building will be accessible by authorized persons only. Several monitoring stations were also purchased to facilitate monitoring of traffic and pedestrians inside and outside the building along with the activity at the large bus shelter north of the transit building. Installation of security systems will occur once the building has been completed which is expected in Fall 2023.

Other completed projects included:

 Construction of the DSS bus stop that will serve the new Fresno County Department of Social Services Clovis Campus offices. The 250’ bus stop has three 20’ bus stops and benches and has been designed to accommodate Clovis Transit, FAX, and FCRTA buses that will be stopping frequently at the service center.  Replacement of camera systems at the City of Clovis’ Operation and Maintenance Yard.

The new cameras will provide enhanced security for employees and the bus fleet that is housed at the Yard.

Additionally, Low Carbon Transit Operations Program (LCTOP) funds, Public Transportation Modernization, Improvement, and Enhancement Account (PTMISEA), and SB1 State of Good Repair funds were received and will be used for multi-year projects which include:

 Construction of a transit center and administrative offices. Funds have been expended and completion of center is expected Fall 2023.
 Purchase of Automated Passenger Counters and Automated Location Announcer systems has been processed. Systems are expected to be installed by Spring 2024.  Rolling multiple year allocation of funds to purchase replacement vehicles.  The first phase of the route re-design project has begun which included the design and distribution of a community needs survey. This project was delayed due to the pandemic but as health conditions have improved, work has begun again. The survey was administered and available in early fall of 2021. The survey targeted the underrepresented and disadvantaged community members, as well as the community at large. Results from the survey have been combined with comments received through the Fresno Council of Government’s Unmet Needs Process, the City’s ATP Results, and all results have been evaluated and incorporated into the re-design and/or service change of the current routes. Phase two of this project has been initiated to include the evaluation of new re-design of existing routes. Staff will be utilizing community and stakeholder feedback to make additional modification and finalize the new routes.  Rolling multiple year allocation of funds toward the purchase of a zero-emission bus.

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A Measure C New Technology Grant was awarded in FY18-19 for a three-year zero-emission battery electric bus pilot project. This pilot project will help determine the costs required for infrastructure, charging, and operation of electric buses by a public transit agency. The 2018 mandate from the California Air Resources Board requiring the conversion to zero-emission transit buses for public transit operators by 2030 has made this project necessary to develop a plan to meet that requirement. The infrastructure phase is complete and the buses have been incorporated into service. Grant documentation was submitted for the closure of the grant; however, Clovis Transit continues to gather data from the vehicles and is sharing information about the project across the U.S.

In addition, as an effort to meet the California Air Resource Board requirement of all transit buses converting to zero-emission by 2030, the City of Clovis and CalStart Inc. partnered to conduct a feasibility study and generate an electrification master plan for Clovis Transit. This project is possible through Caltrans’ Sustainable Communities Grant FY 20-21. The study by CalStart gathered background information on Clovis Transit’s operational data and the probable zero emission technologies available. Electric and hydrogen conversions were reviewed and analyzed to determine which conversion would be most beneficial for Clovis Transit. The feasibility study has concluded, and the electrification master plan has been generated. In February 2023, the master plan was presented to the City Council. The required rollout plan will be submitted to CARB by July 2023.

In March, 2020, the novel coronavirus (COVID-19) spread throughout the globe causing a pandemic and a state of emergency in California and Clovis. A shelter-in-place order along with shuttering of all non-essential businesses resulted in a drastic reduction in ridership on fixed- route services and paratransit services in Clovis. A year after the initial stay-at-home order, schools and businesses opened with capacity restrictions. Ridership continued to struggle to recover riders. As more of the general public became vaccinated, the case rates were predicted to drop and conditions to improve. However, a COVID-19 variant created a surge, increasing positive rates, and resulting in the reinstitution of a mask mandate in all public settings regardless of vaccination status. As of March 1, 2022, two years after the initial spread of the pandemic, the state government has removed the mask mandate for most public settings including most recently, public transit. Masks are not required to ride any Clovis Transit vehicle but will remain available free of charge to anyone needing one during their trip. As of February 28, 2023, the State of California terminated the COVID-19 state of emergency. Although, all restrictions have been lifted, ridership has not yet fully recovered. The City of Clovis continues a steady rise towards pre-pandemic levels.

Roundup, paratransit service, is expected to exceed its pre-pandemic ridership in FY 22-23.

Ridership for Stageline, fixed-route service, has not returned to the service levels prior to the pandemic but is improving each month. In the first days of the shut-down in March, 2020, Clovis Transit made a commitment to the community by ensuring all services would be available to those essential workers within Clovis and Fresno. For the last three years, Clovis Transit drivers have performed in an exceptional manner by maintaining a safe environment for passengers.

Clovis Transit has great employees, however; we are short staffed. Driver shortage has been an issue in the past but was greatly exacerbated by the pandemic. The City as well as other public transit agencies have a challenging time recruiting commercial drivers. During FY 2021-22, Clovis Transit decided to purchase two ProMaster Minibuses which do not require a commercial license to operate. This has provided some staffing relief in the short-term and a greater degree of flexibility. These minibuses seat 7 passengers and 3 mobility devices and will be used for the paratransit service. An additional eight ProMaster Minibuses have been ordered and will be received during FY2023-24.

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DESCRIPTION OF EXISTING PARATRANSIT SERVICES

A. CITY OF CLOVIS - ROUNDUP

1. Background

Roundup is a demand-responsive service providing door-to-door service. Service is available to qualified riders requesting transportation within the service area and provides essential service to many ambulatory and non-ambulatory passengers. Service is currently provided by radio dispatched, lift-equipped buses as well as wheelchair accessible minivans.

2. Service Area

Roundup, operated by the City of Clovis, provides door-to-door service on a demand-responsive basis to disabled residents within its existing boundaries, primarily along Shepherd Avenue to the north, Dakota Avenue to the south, Locan/DeWolf/Leonard Avenues to the east, and west to the City limits. Service for the residents of the Fresno County Island, Tarpey Village, is also provided with reimbursement from the County of Fresno. Zonal service is also operated within the City of Fresno as far north as Shepherd Avenue, south to Kings Canyon, west to West Avenue and south to Downtown Fresno.

3. Days and Hours of Operation

Currently, Roundup operates within Clovis’ Sphere of Influence Monday through Friday from 6:15 A.M. to 7:15 P.M. and Saturday & Sunday service from 7:30 A.M. to 3:00 P.M. as demand requires. Service to Fresno operates Monday through Friday 7:00 A.M. to 5:00 P.M, and on Saturdays in accordance with the ADA ¾ mile rule.

4. Response Time

Service is provided on both an advance-reservation basis and a real-time, space-available basis. Passengers may make reservations up to fourteen (14) days in advance or a same-day request. Service is offered on a first-called/first-served basis. Roundup policy requires the passenger to be ready at least one (1) hour before a scheduled Fresno appointment and 45 minutes for a Clovis appointment with pick-up within 5 minutes of designated time and no longer than 15 minutes after designated time for pick-up.

5. Eligibility/Accommodations

Service is available to those persons who have been ADA certified. To become certified, the applicant must complete an ADA application, have it signed by a medical professional and return it to the administrative offices located at 155 N. Sunnyside Ave. Applications are reviewed by the Transit Supervisor and any applications needing further review will be sent to the General Services Manager and/or Fresno Area Express for evaluation and determination using their qualified medical staff person.

In order to comply with ADA requirements for destination to origin service, the driver will provide assistance to passengers who require help to/from the door of their origin or destination.

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may travel no farther than 100 feet to provide assistance. Drivers will enter a foyer/lobby area to collect a passenger but will not enter a private residence or individual room inside a building.

Drivers will assist passengers using a wheelchair over one curb or step only. Case-by-case situations may require additional modifications to ensure that the origin-to-destination requirement is met.

6. Fares

All rides on Clovis Transit are free for the passenger. A passenger may be accompanied by one caregiver/attendant, and up to 3 guests.

7. Restriction on Trip Purpose and Capacity Constraints

Roundup does not restrict trips based on trip purpose. Dispatchers schedule as many trips as can be accommodated beyond pre-scheduled subscription trips (less than 50%) on a space- available basis.

Roundup policies do not restrict the number of trips provided to an individual nor is a waiting list maintained. Roundup's operational practices do not allow for substantial numbers of untimely pick-ups, trip denials, missed trips, or excessively long trips that would limit availability of service. In order to improve efficiency, a No-Show Policy is enforced. The No Show Policy states that any passengers who miss four or more trips in a month will be assessed and those passengers who no-show at least 3% of their monthly trips will receive a warning letter.

Additional no-shows may lead to suspension from the Roundup service. See the policy for more details.

8. Automated Dispatching

Clovis Transit completed a successful implementation of new transit dispatching software in August 2022. The system automates all dispatching, routing, and scheduling functions as well as creates reports regarding ridership, fares, and operating costs. Drivers use a tablet for their manifest and trip reporting. The software has also allowed for the ability to revise the no-show policy to be a percentage of the planned trips instead of a quantity of trips per month.

Additionally, trips can be booked through the city’s web-based app, Clovis Transit.

9. Vehicle Fleet

Roundup operates with sixteen (16) lift-equipped mid-size buses, nine (9) wheelchair accessible mini-vans, and two (2) Promaster minibuses.

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Vehicle Profile -- Roundup Fleet

10. Roundup Ridership

Year Inter-city Trips to Fresno Trips within Clovis Total

FY 18-19

21,961

30,991

52,952

FY 19-20

20,222

30,162

50,384

FY 20-21

11,540

21,861

33,401

FY 21-22

14,762

30,790

45,552
Estimated
FY 22-23

28,000

42,000

70,000
Projected
FY23-24

30,000

45,000

75,000

Year Model Number Lift/Ramp
Equipped
2007 Glaval
Cutaway
1 Yes
2007 Dodge
Caravan
1 Yes
2008 Glaval
Cutaway
6 Yes
2011 Braun
Activan
1 Yes
2012 Arboc
Low-Floor
6 Yes
2013 Braun
Activan
2 Yes
2018 Dodge
Caravan
2 Yes
2019 Champion
Low-Floor
3 Yes
2019 Dodge
Caravan
3 Yes
2021 Dodge
Promaster
2 Yes
Total 27
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CLOVIS ROUNDUP ANNUAL PRODUCTIVITY TRENDS FY2020-2024
Fiscal Year Percentage Change
INDICATOR 2019-2020 2020-2021 2021-2022 ESTIMATED
2022-2023

PROJECTED
2023-2024
2019-
20/
2020-
21 2020-21/
2021-22
2021-22/
2022-23
2022-23/
2023-24
Total Passengers 50,384 33,489 45,552 70,000 75,000 -33.5 36.0 53.7 7.1 Vehicle Hours 28,448 22,166 26,503 34,000 37,400 -22.1 19.6 28.3 10.0 Vehicle Miles 346,021 229,783 298,061 465,800 512,380 -33.6 29.7 56.3 10.0 Operating Costs $3,316,107 $3,229,665 $3,580,265 $5,310,600 5,386,300 -2.6 10.9 48.3 1.4 Fares* $76,485 $0 $0 $0 $0 -100.0 0.0 0.0 0.0
Employees 19 19 21 21 21 0.0 10.5 0.0 0.0

Passengers/Hour 1.77 1.51 1.72 2.06 2.01 -14.7 13.9 19.8 -2.4 Passengers/Mile 0.15 0.15 0.15 0.15 0.15 0.0 0.0 0.0 0.0 Cost/Vehicle Hour $116.57 $145.70 $135.09 $156.19 $144.02 25.0 -7.3 15.6 -7.8 Cost/Vehicle Mile $9.58 $14.06 $12.01 $11.40 $10.51 46.8 -14.60 -5.1 -7.8 Vehicle Hours/Employee 1,497 1,166 1,262 1,619 1,780 -22.1 8.2 28.3 9.9

Operation Subsidy/Passenger $64.30 $96.44 $78.60 $75.87 $71.82 33.3 -18.50 -3.5 -5.3 Farebox Ratio** N/A N/A N/A N/A N/A N/A N/A N/A N/A
Farebox Ratio w/out Measure C N/A N/A N/A N/A N/A N/A N/A N/A N/A

*FY19 fares include $256,607 in Measure C funds
*FY20 fares were suspended in April, 2020 under an EO issued by Clovis City Manager; fare box ratio was suspended by thru end of FY21/22 *FY21 fares were permanently eliminated in October, 2020 by the Clovis City Council *FY21 Farebox Ratio to be waived until FY 2026 - AB149
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ROUNDUP TRANSIT ESTIMATED CTSA BUDGET FISCAL YEAR 2022-2023 FARES/MISC. TDA ARTICLE 4 TDA ARTICLE 4.5 STA FUNDS MEASURE C TOTAL

EXPENDITURES

OPERATING EXPENSES -

PERSONNEL

Personnel (Salaries and Overtime) 389,500 318,100 421,000 1,128,600 Extra Help 970,800 970,800
Benefit Package 764,600 764,600

OPERATING EXPENSES -

SERVICES, MATERIALS, &

SUPPLIES
Vehicle Charges 134,200 520,000 654,200
Admin/Misc./COVID19 Supplies 69,000 69,000
Communications 130,000 130,000
Marketing and Promotion 17,000 17,000
General Services/Admin Charges 566,200 566,200
Training and Membership Dues 4,600 4,600
Travel and Meeting Expenses 9,000 9,000
Insurance 108,600 108,600

CAPITAL EXPENSES/GRANTS
STA Purchase of 6 Vans 888,000 888,000
TOTALS 0 3,163,500 318,100 1,309,000 520,000 5,310,600

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*NOTE: THESE FUNDS WERE ROLLED OVER FROM A PRIOR YEAR.

ROUNDUP TRANSIT PROJECTED CTSA BUDGET FISCAL YEAR 2023-2024 FARES/MISC. TDA ARTICLE 4 TDA ARTICLE 4.5 STA FUNDS MEASURE C TOTAL

EXPENDITURES

OPERATING EXPENSES -

PERSONNEL

Personnel (Salaries and Overtime) 520,100 259,000 500,000 1,279,100 Extra Help 1,000,000 1,000,000
Benefit Package 876,600 876,600

OPERATING EXPENSES -

SERVICES, MATERIALS, &

SUPPLIES
Vehicle Charges 177,700 546,000 723,700
Admin/Misc./COVID19 Supplies 85,000 85,000
Communications 100,000 100,000
Marketing and Promotion 17,000 17,000
General Services/Admin Charges 653,200 653,200
Training and Membership Dues 4,700 4,700
Travel and Meeting Expenses 9,000 9,000
Insurance 138,000 138,000

CAPITAL EXPENSES/GRANTS
STA Purchase of 3 Buses 500,000 500,000
TOTALS 0 2,581,300 259,000 *2,000,000 546,000 5,386,300 251
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FOLLOW-UP ACTIONS ON THE TRIENNIAL PERFORMANCE AUDIT FISCAL YEARS FY 2018/19 – FY 2020/21

The latest Triennial Performance Audit of the City of Clovis Transit System was completed by Moore and Associates in November 2021. With two exceptions, Moore & Associates, Inc. finds the City of Clovis to be in compliance with the requirements of the Transportation Development Act. In addition, the entity generally functions in an efficient, effective, and economical manner.

FUNCTIONAL REVIEW, FINDINGS AND RECOMMENDATIONS

Triennial Functional Review

1. General Management and Organization

The City’s transit program is operated in-house. The General Services Manager monitors on-time performance regularly and prepares a monthly report inclusive of collisions/road calls, no-shows, complaint calls, and ridership. The program is structured and staffed appropriately with respect to management but could use more staff. The internal organization structure is appropriate, effective, and efficient.

2. Service Planning

The only service change occurring during the audit period was the transition to Zero Fares, which was made permanent in October 2020. The most recent Short Range Transit Plan (SRTP) for the Fresno-Clovis Metropolitan Area was adopted in June 2021. The SRTP provided a post-COVID plan for transit development in the region.

3. Scheduling, Dispatch, and Operations

Full-time drivers and dispatchers are represented by the Clovis Transit Employees Bargaining Unit (TEBU) through the Operating Engineers Local 3, which represents public utilities. All drivers are cross-utilized between Stageline and Round Up. There are sixteen (16) full-time drivers, four (4) full-time lead drivers, and two (2) full-time dispatchers. The City maintains an extra “floater” driver assignment each day. Higher-capacity buses are assigned to the higher-demand routes. On weekends, the City attempts to balance miles by using vehicles used the least during the week.

4. Personnel Management and Training

Recruitment is ongoing. The City employs four full-time in-house trainers who cover the entire training process. New recruits must have a year of driving experience. Regardless of experience, all drivers receive the same training curriculum following initial hire. Driver turnover tends to occur within part-time positions. There is little to no turnover among full- time drivers.

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5. Administration

The General Services Manager is responsible for annual budgeting. The transit budget goes to City Council for approval and is wrapped into the overall city budget. The General Services Manager also oversees grants. In addition to TDA claims, the City receives state and local PTMISEA, LCTOP, and Measure C funds.

6. Marketing and Public Information

Marketing is handled in-house. The City hired a public affairs manager to coordinate all of the City’s social media and communications. Recent bus shelter purchases reflect a decision to obtain shelters with poster kiosks to support display advertising. The City promoted its free-fare program as well as did extensive marketing during the peak of the COVID pandemic. The City also conducted a rider survey regarding route re-design.

7. Fleet Maintenance

All maintenance is conducted in-house. While staffing is a concern it has not affected pullout. Body damage is likely to be sent out; the City does not have its own paint shop.

Anything beyond basic fabrication is sent out, as is some transmission work. The number of bays and lifts is sufficient to support the current transit fleet. Much of the work on the buses is done during the nightshift. A schedule is in place for vehicle replacement.

Triennial Audit Findings

Based on discussions with City of Clovis staff, analysis of program performance, and an audit of program compliance and function, the audit team presents two compliance findings:

1. In FY 2018/19, FY 2019/20, and FY 2020/21, TDA fiscal audits were not submitted within the extended timeframe.

2. The City did not demonstrate use of the TDA definition for reporting full-time equivalent (FTE) employees.

The audit team has identified no functional findings.

Triennial Audit Recommendations

1. In FY 2018/19, FY 2019/20, and FY 2020/21, TDA fiscal audits were not submitted within the extended timeframe.

Recommendation: Work with TDA auditors to ensure the TDA fiscal audit can be completed no later than March 31 following the end of the fiscal year.

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Recommended Action: If completion of the City’s audited financials is impacting the TDA auditor’s ability to prepare the TDA audit, work with the City auditors to ensure they are aware of the transit-specific TDA audit deadline. If the issue is with the TDA auditors, work with them and Fresno COG to ensure appropriate deadlines have been built into the auditor’s contract.

Timeline: Ongoing.

2. The City did not demonstrate use of the TDA definition for reporting full-time equivalent (FTE) employees.

Recommendation: Ensure the TDA definition of full-time equivalent (FTE) employees is used for reporting to the State Controller.

Recommended Action: Document all actual hours worked related to transit. For administrative staff dedicated to transit, hours may be estimated, but still need to be factored into the calculation (e.g., a position that is 0.5 FTE would equal 1,040 hours).

Hours should be allocated between fixed route (general operations) and demand- response (specialized services) based on either actual work performed or a formula based on vehicle service hours by mode. Ensure the individual(s) completing the reports are aware of how to calculate this data using the TDA definition.

Timeline: FY 2021/22.

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CLOVIS STAGELINE/ROUNDUP:
2022 PRODUCTIVITY EVALUATION COMMITTEE RECOMMENDATIONS

A. Comply, where feasible, with the FY 2019 through FY 2021 Triennial Performance Audit Recommendations.

This is ongoing.

B. Continue to monitor effectiveness of Stageline service, optimize routing, and seek ways to increase ridership to maintain the State-mandated 20% farebox ratio without continued reliance on Measure C farebox subsidy. (The farebox ratio has been suspended through FY 2026/2027 due to COVID-19 impacts on ridership)

Although the farebox ratio was not achieved directly from ridership contributions, the Clovis City Council allocated Measure "C" funds be utilized on the Local Transportation Fund Claim to meet the State mandated 20% ratio. Clovis Transit adopted a zero-fare model in October 2020, and will continue to use Measure C to meet farebox ratios when reinstated.

C. Continue to improve CTSA potential through increased coordination and consolidation with local social service transportation providers to reduce its reliance on Measure C farebox subsidy.

Currently, Clovis Transit is working with CVRC by transporting clients and providing assistance in the transitional training of special needs riders who are able to travel on either demand responsive or fixed-route service. This on-going coordination with local social service agencies to improve independent living skills of special riders will continue.

Additional coordination occurs with Clovis Unified School District to assist special needs classes in travel training and education regarding transportation available to the disabled.

D. Continue to coordinate with FAX to consolidate services for maximum efficiency and effectiveness.

This is ongoing. Coordination occurs for Clovis Transit to accommodate transfers from Handy Ride to Round Up. Clovis Transit and FAX have continued work on a route planning and development of shared bus stops throughout Clovis.

E. Implement responsibilities under the Americans with Disabilities Act of 1990.

Full compliance has been obtained.

F. Address responsibilities under the Clean Air Act of 1990, the San Joaquin Valley Unified Air Pollution Control District Clean Air Plan, the Council of Fresno County Governments Transportation Control Measures Plan and Congestion Management Plan (CMP).

This is ongoing. When operationally feasible, Clovis Transit will continue to purchase low emission vehicles to help reduce greenhouse gas and particulate emissions.

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G. Coordinate with the Fresno County Department of Social Services to plan and implement transportation strategies focused on addressing the State mandates Welfare to Work - CalWorks Program.

Coordination with Human Services is ongoing including coordinating with bus pass purchases. A number of students in the program attend the Clovis Adult School, Institute of Technology, and Clovis Community College – Herndon Campus, which are served every 30 minutes.

H. Prepare and adopt updated Short Range Transit Plans/Operation Program and Budget to reflect the inclusion of Measure C funded programs.

With the passage of Measure C in November 2006, Clovis Transit has implemented some of the services listed in the Measure C Expenditure Plan that was presented to the voters.

AMERICANS WITH DISABILITIES ACT OF 1990

ADA PARATRANSIT PLAN

As of 1996, the City of Clovis has been in full compliance with the ADA. Clovis Transit’s entire fleet is lift-equipped. ADA reports have been completed until 1996 and letters of compliance completed for each year thereafter.

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A-1
General Services Director– Shonna Halterman
General Services Manager – Amy Hance
2 FT Transit Dispatchers
4 FT Lead Driver/Trainers
16 FT Bus Drivers
Transit Supervisor
Bethany Berube
3 PT Vehicle Washers
1 FT Clerical
4 PT Transit Dispatchers
24 PT Bus Drivers
16 PT Van Drivers
Management
Analyst
Susanna Herrera
Management
Analyst
Nick Chin
Clovis City Council
Mayor Lynne Ashbeck, Mayor Pro Tem Vong Mouanoutoua, Councilmember Matt Basgall, Councilmember Drew Bessinger, Councilmember Diane Pearce City Manager – John Holt
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RESOLUTION 23-___

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVIS
APPROVING THE ADOPTION OF THE CTSA’S OPERATIONS AND PROGRAM

BUDGET FOR CLOVIS TRANSIT ROUNDUP SERVICES

WHEREAS, the Fresno Council of Governments (FCOG) has separately designated the Clovis Transit Roundup Service as a Consolidated Transportation Services Agency (CTSA); and

WHEREAS, the document has been prepared in cooperation with Fresno Area Express, Clovis Transit, and the Fresno County Rural Transit Agency (FCRTA); and

WHEREAS, Clovis Transit has prepared, under contract, the FY 2023-2024 “Operations Program and Budget for the Clovis CTSA”; and

WHEREAS, the document has been prepared in conjunction with the annual performance evaluation process, the Short Range Transit Plans and Public Transit Budgets; and

WHEREAS, said document has been reviewed during the past forty-five (45) days.

NOW, THEREFORE, BE IT RESOLVED, that the City of Clovis does hereby adopt the “Operations and Program Budget for the Clovis CTSA 2023-2024” as the basis for its continued responsibility as the designated CTSA for the City of Clovis.

* * * * *

The foregoing resolution was introduced and adopted at a regular meeting of the City Council of the City of Clovis held on June 19, 2023, by the following vote, to wit.

AYES:

NOES:

ABSENT:

ABSTAIN:

DATED: June 19, 2023

______________________________ ______________________________ Mayor City Clerk

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TO: Mayor and City Council
FROM: General Services Department
DATE: June 19, 2023
SUBJECT: General Services – Approval – Bid Award for the Landmark Square Clovis Senior Activity Center Audio/Visual/Lighting System Installation and Integration in the Amount of $146,562.11; and Authorize the City Manager to Execute the Contract on behalf of the City.

ATTACHMENTS: 1. Proposal

2. Scope of Work

RECOMMENDATION

1. For the city Council to award a contract for the installation and integration of an audio/visual/lighting system in the new Clovis Senior Activity Center at Landmark Square to Key Code Media in the amount of $146,562.11; and

2. For the city Council to authorize the City Manager to execute the contract on behalf o f the City.

EXECUTIVE SUMMARY
Staff is recommending that City Council authorize the City Manager to award and execute the contract to Key Code Media, who was the lowest responsible bidder from a bid opening that took place on May 12, 2023.

The Clovis Senior Activity Center: A Smittcamp Family Legacy is a new City facility located in the Old Town area of Clovis. The Main Hall is approx imately 5,000 square feet and includes a stage, two green rooms, and an audio/visual/lighting control room. The space will be used for multiple activities including classes, presentations and lectures, vocal performances, and community meetings.

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The pro ject scope includes procurement, installation, and integration of a turn -key audio/visual/lighting system in the Main Hall. The project also includes staff training and a system operation manual.

BACKGROUND
The following is a summary of the bids received on May 12, 2023:

BIDDERS BID

Key Code Media $146,562.11
EIDIM AV Technology $245,331.00

Each bid was examined, and the bidder’s submittals were found to be in order. Key Code Media is the lowest responsible bidder. Staff has validated the lowers bidder’s contractor’s license status and completeness of paperwork.

FISCAL IMPACT
This project will be funded through donations received by the Friends of the Clovis Senior Activity Center, a 501(c)(3) non-profit organization.

REASON FOR RECOMMENDATION
Key Code Media is the lowest responsible bidder. There are sufficient funds available for the anticipated cost of this project.

ACTIONS FOLLOWING APPROVAL

1. The contract will be prepared and executed.

2. The project will begin approximately two (2) weeks after the contract is executed and will be completed in thirty (30) working days thereafter. Component availability may impact the estimated timeline.

Prepared by: Amy Hance, General Services Manager

Reviewed by: City Manager AH

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Audiovisual and Lighting System
Procurement and Installation
Prepared for:

Amy H ance

phone: 559-324-2769
[email protected]
Prepared by:

Key Code Media
ATTACHMENT 1 262
AGENDA ITEM NO. 12.

COVER LETTER
Thank you for the opportunity to present our proposal for the City of Clovis Audiovisual and Lighting System Procurement and Installation. Key Code Media is a full-service con sulting, design, sales, integration, service and support provider for the digital media market. This includes complete broadcast, production, distribution, and post-production facilities.

Established in 2001, Key Code Media has grown and expanded to become a formidable national System Integrator, with successful projects in excess of $10M, including entire ca mpuses with multiple buildings.

Whether you are adding or replacing equipment, doing a renovation, or embarking on entirely new construction, we can support you from conceptual design through go-live services and ongoing support contracts.

We expect the following RFP response will demonstrate our competence and enthusiasm to work with the City of Clovis team to deploy an on-time, on-budget renovation to your existing facility. We have reviewed every detail in the RFP and our responses will show that we have noted and accounted for all the unique aspects associated with this project.

We will bring to bear the best executive management, project management, engineers, drafters, installers and administrative resources in the industry to ensure we exceed every expectation you have. We maintain a deep pool of skilled, certified specialists to back every integration project. Just as importantly, our company culture, starting with the Owner, Mike Cavanagh, prioritizes our clients. Our initial response to any situation is to immediately do what is your best interest.

We further differentiate ourselves from every other integrator through the breadth of services we provide.

We have a li censed Education division providing the industry training necessary to build and grow technical and creative minds which are so valuable to all of us. We maintain a robust Demo facility to showcase the latest production and post-production technologies. Through the age of Covid we have converted our Demo areas into remote production control rooms and hosted the computers and storage in our equipment rooms to support remote editing. We also offer Key Code Total Care contracts that provide annual support and managed services to our clients.

We look forward to being selected for this project!
Best Regards,
Brian Vlerebome
[email protected]
Key Code Media | Keeping You Ahead of Technology
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Government & Municipalities Projects
Key Code Media is the preferred resource for audiovisual equipment, installatio n, and aftermarket support for government and municipalities across the country. Most installations include upgrades to city council chambers, master control rooms, video walls, and conference rooms and multi-purpose use audio-visual spaces.

1. City of Los Angeles
($18,196,745.67)

2. City of Costa Mesa
($6,402,057.56)

3. City of Burbank
($2,661,542.7)

4. City of Vancouver
($2,191,205.9)

5. Studio City
($2,018,847.78)

6. CityTV of Santa Monica
($1,164,011.39)

7. Pasadena City College
($1,033,579.08)

8. KVIE Public Television
($959,120.68)

9. City of Hawthorne
($885,127.43)

10. Pierce County TV
($762,310.56)

11. Los Angeles County DPSS
Media Services
($759,168.48)

12. Bernalillo County
($756,455)

13. CIty Of Tacoma
($729,004.29)

14. LA CityView Channel 35
($589,341.91)

15. City Of Thousand Oaks
($526,562.5)

16. City of Denver, Denver
Media Services
($427,386.25)

17. Studio City Digital
($380,476.47)

18. Detroit Public Schools
($371,067.62)

19. City of West Covina
($271,513.37)

20. City of Perris
($254,119.2)

21. City of Canon City
($234,829.5)

22. Bay City TV/ Channel 6
($224,189.55)

23. Los Angeles Fire
Department ($220,352)

24. Los Angeles County Fire
Department
($183,769.4)

25. City Of Lafayette
($172,886.98)

26. City of West Bend -
WBCTV ($166,002.02)

27. City of Algoma
($163,662)

28. City of Pasco
($162,472.74)

29. City Of Laguna Woods
($150,072.71)

30. City of Los Angeles ITA
($142,445.96)

31. City of DeKalb
($140,518.43)

32. City of Irving ($140,496)

33. City And County Of
Denver ($132,560)

34. City of Aurora
($131,477.99)

35. City of Glendale
($127,708.2)

36. City of West Allis
($117,532.6)

37. SLO County Office of
Education ($112,093.5)

38. City of Rochester Hills
($111,550)

39. Boundary County
($94,665.92)

40. City of Lawndale
($94,008.79)

41. City of SeaTac
($92,739.02)

42. City of Highland Park
($91,896.5)

43. Village of Hoffman
Estates ($90,018.04)

44. City of Spokane
($86,604.4)

45. City of Lakewood
($86,322.3)

46. City of San Bernardino
($83,435)

47. Spokane Valley Fire
Department
($79,989.36)

48. City of Bellingham
($76,444.48)

49. City Edit ($73,343)

50. Missouri Department of
Elementary Education
($67,357)

51. Cook County Admin.

Offices ($66,111.73)

52. City of Ann Arbor
($65,795)

53. Ventura County
Community ($62,107)

54. City of Stoughton
(
$61,201)

55. City of Lacey Public
Affairs ($59,881.37)

56. King County Civic TV
($59,516.85)

57. Ventura County Comm
College ($58,448.93)

58. City of Kent
($57,473.01)

59. Department of
Rehabilitation
($55,539.09)

60. City of Burbank - Water
and Power ($54,341.98)

61. City Of Mesa Channel
11 ($51,522)

62. City of Livonia
($50,440.16)

63. Tacoma Public Schools
($50,341.23)

64. City of Sierra Madre
($46,980)

65. LA County Social Services
($46,534.9)

66. City Of Fontana
($46,198.89)

67. National City Finance
($44,151.95)

68. Orange County Dept of
Education ($42,735)
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69. City of Glendale -
Media Center
($42,401.98)

70. Clark County School
District ($40,586.07)

71. Idaho Public TV
($39,841.26)

72. Marion County School
District ($39,613.93)

73. LA City View Channel 35
($38,412.53)

74. City of Belvidere
($38,061)

75. City of Medford
($37,879.9)

76. City of Vacaville
($34,581.98)

77. City of Santa Monica
($34,013.4)

78. Los Angeles County
Internal Services Dep
($33,600)

79. City of Rio Rancho
($33,432)

80. Novato Public Access TV
($33,400)

81. City Hall Annex
($33,050)

82. King County Office of
Cultural ($32,484)

83. Orange County Sheriff
Dept. ($30,405.38)

84. City of Des Moines
($29,360.4)

85. City of Torrance
($29,154.14)

86. North Orange County
($28,583.96)

87. City of Redmond
($27,479)

88. San Luis Obispo County
Office of Education
($27,237.93)

89. City of Happy Valley
($27,055)

90. City of Cupertino
($26,778.45)

91. City Of Dallas ($25,600)

92. City of West Hollywood
($25,520)

93. City of Sherwood
($25,518)

94. CIty of Elmhurst
($24,745)

95. City of Spokane Valley
($23,861.07)

96. City of Racine ($23,530)

97. Bay City TV/Fox Channel
6 ($23,137.37)

98. CityTV of Santa Monica
($21,971.08)

99. Cox Media, Orange
County ($21,820.38)
100. Idaho Public
Television ($21,697)
101. City of
Woodinville ($21,494)
102. City of Everett
($20,776)
103. City of
Wilsonville ($19,919)
104. City of Rancho
Palos Verdes
($19,777.86)
105. Village of La
Grange ($19,146.21)
106. Village of Villa
Park ($18,604.66)
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Key Code Media | Keeping You Ahead of Technology
Burbank • Dallas • Denver • San Francisco • Seattle • Chicago • Detroit • Newport Beach • New York

REFERENCES

City of Costa Mesa
City Council Chamber Audio Visual and Broadcast Upgrade 77 Fair Dr.

Costa Mesa, CA
Dane Bora, Public Affair Manager with the City of Costa Mesa.

[email protected] (714) 754-5098
City Council Chamber Audio Visual and Broadcast Upgrade – June 2019 The City of Costa Mesa sent out a call for Proposals to revitalize all the broadcast and A/V technology in not only their Council Chambers, but also Master Control, Machine room and their Conference / Community rooms. Key Code Media was awarded this RFP, as the City felt they were the best Qualified to meet their needs. Key Code jumped in and helped the City finalize the Design, and to Provide Alternative Solutions to Keep them Ahead of Technology.

The project consisted of 3 Parts-

1. Council Chambers. The new HD Panasonic PTZ Cameras showcase all new furniture, LED Lighting and Digital Signage in the while Sennheiser and Shure Microphones and audio reinforcement run through a custom cabling, giving each council position has it’s own Crestron Interface for control of the environment. 4 Racks of equipment later, the Master Control update included a full turnkey Ross Video Carbonite and Xpression Graphics system, showing on a custom multi-viewer, with full Crestron touchscreen system to choose any audio or video input, to send it to any room on the network, or simply adjust levels. The room feeds Transmission facilities in the basement to go live on Cable Television, and via the City’s YouTube Live channel.

2. Conference Room. Provided and installed a new AV system including projection screen, retrofitted table, Credenza with racks for all AV equipment. This system comprises Projector, QSC Speakers, Ceiling tile Microphones utilizing Biamp DSP- all through a Crestron controller and Crestron touch screen to control all the room’s technology.

3. Community Room. Key Code Media provided and Installed a new complete AV Community room including the Projector, motorized touch screen, custom furniture, Displays, Ceiling tile microphones, QSC Speakers, through Biamp DSP’s and a Crestron Control system.

The Creston system allows full interaction between the Council Chambers, and the Conference and Community Spaces- allowing them to not only be used for overflow, but interact fully with the Meeting in the chamber, and the Broadcast to live streaming.

These 3 parts are tied via a custom fibre infrastructure to the City’s IT department- and then all users of the systems, including the City Council were trained on how to utilize the systems. 3 “Mock” meetings, and 4 Actual meetings were run by Key Code to ensure that any and all possible challenges from the new integration and systems were up to Par for the City team.

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Key Code Media | Keeping You Ahead of Technology
Burbank • Dallas • Denver • San Francisco • Seattle • Chicago • Detroit • Newport Beach • New York

City of Los Angeles
Emergency Operations Center
500 E. Temple St.

Los Angeles, CA 90012
Rob Freeman, Assistant General Manager Emergency Management [email protected]
213-484-4804
Emergency Operations Center Design Build April 2008 – Current This was a $5 million project for the design and installation of the Emergency Operations Center (EOC), which houses the Emergency Management Division (EMD), LAPD, and LAFD, as well as the 911 emergency response center. The EOC is a two-story building with two large 4x7 video walls utilizing 28 NEC 55” monitors each. They incorporate Jupiter PixelNet video wall processors as well as Crestron control equipment. This building required redundancy in all aspects of the design because of the critical nature of the building which is open 24/7, 365 days per year.

City of Burbank
275 East Olive Avenue Burbank, CA 91502
Nareg Garabedian - Administrative Analyst
[email protected] (818)-238-5840
Council Chamber Upgrade – December 2017
The City of Burbank brought the need of a full scale video installation for their city Council Chambers down the street to Key Code Media’s Door- and the Burbank Local team delivered! A Ross Graphite and Ross Lightning Control System handling feeds from Panasonic PTZ Cameras going to AJA Ki-Pro Digital Recorders, and Live Streaming to the public.

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Key Code Media | Keeping You Ahead of Technology
Burbank • Dallas • Denver • San Francisco • Seattle • Chicago • Detroit • Newport Beach • New York

Santa Monica College
1900 Pico Blvd, Santa Monica, CA 90405
Brant Looney, IT Director
[email protected] 310-261-7635
Campus Wide AV and Radio Station Build – June 2017 - Current Santa Monica College came to Key Code Media with a challenge, to move their 35 year old out of their basement.

As part of a $4.4 million project, KCRW, the premiere NPR radio outlet in Southern California was moved up from the basement into newly built facilities. The scope of the several year project included full turn key design, engineering and integration services of A large Production Studio and Television Control room, an Audio Control Room, an ADR Studio, Two Radio Control rooms, Three Production Booths, Four Voice over Booths, Seven Edit Suites, Twenty-Eight Classrooms, Three Conference rooms, and a Hundred Eighty seat Auditorium. Integration services include cabling, installation, commissioning, training and an on-going support agreement. This multi-discipline installation has included a wide range of equipment in Live, Post, Automation and Audio.

City of Santa Monica
165 Main St #3025, Santa Monica, CA 90401
Amber Rachane, City Project Manager
[email protected]
(310) 434-2624
City Council Chamber Audio Visual and Broadcast Upgrade – June 2020 This was a $500k design build project for the city council chamber’s audio visual and broadcast upgrades including; presentation system, new (2) 65” displays in the council chamber room and (2) in the lobby area, a new projector, projector screen, some furniture remodel, and new mics and control system.

Key Code also built complete new rack machine rooms connected to a full production Ross System. Includes existing Panasonic cameras, Ross Carbonite and Ross Expression and add new Ross LCS System, a new complete Crestron switcher, Captioning Board Display and equipment, electronic nameplates plus a completely new audio system.

New Voting system with agenda management was also added to their new system.

Added (2) New Kiosks for Public Speakers Registration before entering council meeting which feeds directly to the meeting management system.

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Key Code Media | Keeping You Ahead of Technology
Burbank • Dallas • Denver • San Francisco • Seattle • Chicago • Detroit • Newport Beach • New York

-----
Additional Case Studies can be found at the following link:
https://www.keycodemedia.com/category/featured-work/

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Andrew Vargas
Integrated Systems Certification Level 1
02/18/2023 02/18/2025
Powered by TCPDF (www.tcpdf.org)
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Andrew Vargas
Pro Audio Level 3: Application Training
02/16/2023 02/16/2025
Powered by TCPDF (www.tcpdf.org)
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Audiovisual and Lighting System Procurement and Installation Quote # 226197 Version 1
Prepared for:

City of Clovis
Prepared by:

Brian Vlerebome
Key Code Media, Inc. - California
270 S. Flower Street
Burbank, CA 91502
818-303-3900
www.keycodemedia.com
ATTACHMENT 2
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Audiovisual and Lighting System
Procurement and Installation
Prepared for: City of Clovis
Sales Quotation
Quote #226197 v 1
May 1, 2023
Scope of Work
Installation labor = 4 technicians for 7 days
2 standard installers, 1 senior installer, 1 site lead
Engineering labor = 2 engineers for 4 days
Commissioning, tuning, lights focus, documentation
CAD labor = 1 day of CAD engineer
As built drawings and reviewing existings + red lines
Project manager = 1 day
To organize the project install, travel, etc.

Lighting
No. Part # Manufacturer Description Qty Price Ext. Price Equipment change notes:
4267K1030 replaced by 4268K1003
7060A1008-A replaced by 7412A1008-A
1 7225A1000-US ETC ColorSource 20 Lighting Control Console w/ 20 faders, 80 channels or Devices, Mulit-Touch screen, (1) 5-pin DMX/RDM Port, USB port, 120V power supply
1 $1,727.21 $1,727.21
2 7225A4020 ETC Dust Cover, CS20 & 20AV 1 $48.46 $48.46 3 ECPB-DMXIN ETC One-Gang DMX Input Plug In Station Wall Plate 2 $130.77 $261.54 4 ECPB-DMXOUT ETC One-Gang DMX Output Plug In Station Wall Plate 6 $130.77 $784.62 5 4267A1034 ETC Response Opto Splitter - 12 Port, terminal, 1 Input/ 1 Thru, 12 Output, 100-230VAC, 1U Rack Mount (LOCATE IN AV RACK) 1 $1,326.92 $1,326.92
6 4268K1003 ETC 4-Port 3-Position IDC Termination Ki t- 4 connectors (for CAT5e Wire)
2 $30.77 $61.54
7 7413A1001-A ETC ColorSource RGB+L Spot LED Light Engine/Fixture Body w/ shutter barrel, clamp, no lens tube, black & 6' Edison to PowerCon cable
6 $1,493.80 $8,962.80
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Audiovisual and Lighting System
Procurement and Installation
Prepared for: City of Clovis
Sales Quotation
Quote #226197 v 1
May 1, 2023
Lighting
No. Part # Manufacturer Description Qty Price Ext. Price 8 7060A2048 ETC 36 degree EDLT Lens Tube Assembly w/ color frame 6 $282.29 $1,693.74 9 7412A1008-A ETC ColorSource PAR - Deep Blue/RGB+Lime LED Flood Lighting Fixture, black w/ 6' Edison to PowerCon cable
8 $800.00 $6,400.00
10 7060A2009 ETC C-Clamp 8 $20.77 $166.16
11 7410K1013 ETC Oval Diffusor Kit / "WIDE" for ColorSource PAR 8 $35.38 $283.04 12 SAF1/8x30B TMB Safety Cable, 1/8"x30", black 14 $3.85 $53.90 13 ZDP45NS5 TMB DataPlex DMX Cable, 5' 14 $35.03 $490.42 14 ZDP45NS10 TMB DataPlex DMX Cable, 10' 14 $38.33 $536.62 15 7186A1008-5 ETC Echo Inspire Wall Station - 8-button (-1=cream, -3=grey,-4=black, - 5=white)
2 $176.92 $353.84
16 7186A1114-5 ETC EchoAccess - Bluetooth Controlled via Mobile APP, (-1=cream,- 4=black, -5=white)
1 $252.75 $252.75
17 4267A1015 ETC DIN Rail Rack Mount Kit 1 $269.23 $269.23 18 7186A1212 ETC Echo DIN Rail Power Supply and Aux Power 1 $223.08 $223.08 19 7186A1111-1 ETC Echo DMX Scene Controller, DMX Input for 'snapshot' capture of lighting scenes, supports 32 presets
1 $307.69 $307.69
20 CABLE Low Voltage Cables for: Control DMX/CAT5e, TMB PCLP1PTP & PCLP2PTP for arch control (ESTIMATE)
1 $800.00 $800.00
21 Contingency Contingency +/- 10% of subtotal 1 $2,500.36 $2,500.36 Subtotal: $27,503.92
Audio
No. Part # Manufacturer Description Qty Price Ext. Price 22 E 115 QSC Full-Range Loudspeaker; 15" Two-Way Passive, 55Hz - 20kHz, 500-2000W capacity, 130dB maximum output, 8 ohm, trapizoidal plywood enclosure (SIDES)
2 $799.46 $1,598.92
May 1, 2023Quote #226197 v 1 Page: 3 of 11
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Procurement and Installation
Prepared for: City of Clovis
Sales Quotation
Quote #226197 v 1
May 1, 2023
Audio
No. Part # Manufacturer Description Qty Price Ext. Price 23 E 112 QSC Full Range Loudspeaker; 12" Two-Way Passive, 64Hz - 20kHz, 400-1600W capacity, 128dB maximum output, 8 ohm, trapizoidal plywood enclosure (CENTER)
1 $618.13 $618.13
24 E 110 QSC Full Range Loudspeaker; 10" Two-Way Passive, 64Hz - 20kHz, 400-1600W capacity, 128dB maximum output, 8 ohm, trapizoidal plywood enclosure (STAGE CEILING)
2 $510.99 $1,021.98
25 GXD4 QSC GXD Series Amplifier; Class D, maximum 1600W, on-board processing, 120VAC (E112 center / E110 ceiling monitor) 1 $558.00 $558.00
26 GXD8 QSC GXD Series Amplifier; Class D, maximum 4500W, on-board processing, 120VAC (E115 left & right)
1 $852.25 $852.25
27 CP8 QSC Compact Active Loudspeaker; 8" Two-Way Active w/ 90 degree coverage, 56Hz-20kHz, 800W Class D Amplifer, 100-240VAC (FLOOR MONITOR)
2 $412.09 $824.18
28 AT35 Atlas Sound Volume Attenuator, 35W, Single Gang 5 $27.96 $139.80 29 FAP63T-W Atlas Sound 6.5" Coxial In-Ceiling Speaker w/ 32watt 70V/100V transformer (GREEN ROOMS, TECH ROOM, KITCHEN)
6 $124.27 $745.62
30 CMS 403ICTE Tannoy 4" Full Range Directional Dual-Concentric Ceiling Speaker w/ 40watt 70V/100V transformer (SOUTH ENTRY)
Sold in pairs only
3 $160.66 $481.98
31 DPA1202 Atlas Sound Multi-channel, Onboard DSP Power Amplifier, 1200 watt, 70V/100V, 4 & 8 ohm & optional Dante Network Audio
1 $1,412.52 $1,412.52
32 ZED-6 Allen & Heath ZED Series Compact 6 Input Analog Mixer; 2 XLR inputs, 2 stereo inputs, 2 guitar DI high impeadance inputs, XLR outputs (FOR

GUESTS WITH NO ACCESS TO CONTROL ROOM)
1 $168.13 $168.13
33 AH-QU-16C Allen & Heath Qu16 Series Digital Audio Mixing Console, 16 mono + 3 stereo inputs, 4 mono & 3 stereo outputs, dSnake remote audio port 1 $2,178.45 $2,178.45
34 AH-AP9262 Allen & Heath Dust Cover for QU-16 1 $63.34 $63.34 35 AH-LEDLAMP-X Allen & Heath Console Light 1 $119.29 $119.29 36 AH-AB168 Allen & Heath Stage Box; 16 XLR Inputs / 8 XLR Outputs, dSnake Input 1 $1,326.40 $1,326.40
37 AH-AB168-RK19 Allen & Heath Rack Kit for AB168 1 $89.56 $89.56 May 1, 2023Quote #226197 v 1 Page: 4 of 11
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Audiovisual and Lighting System
Procurement and Installation
Prepared for: City of Clovis
Sales Quotation
Quote #226197 v 1
May 1, 2023
Audio
No. Part # Manufacturer Description Qty Price Ext. Price 38 DN-300ZB Denon Music Player: CD, SD card, USB, Bluetooth Device & AM/FM Receiver w/ balanced outputs
1 $380.77 $380.77
39 ERK 4028 Middle Atlantic Equipment Rack; 40 space, 28" wide, rear door 1 $778.55 $778.55 40 EB1 Middle Atlantic 1 Space Econo Blank Panel 10 $9.68 $96.80 41 D2 Middle Atlantic Drawer, 2U rack mount 4 $155.71 $622.84 42 CBS-ERK-28R Middle Atlantic Caster Kit for ERK Rack 1 $222.29 $222.29 43 PDS-615R Middle Atlantic Rackmount Power Sequencer 6-Outlet 15A (Black) 1 $422.26 $422.26 44 KCM-INT-MAT Middle Atlantic Misc. Hardware: Rack Screws, Lacing Rails, etc 1 $80.00 $80.00 45 QLXD124/85-G50 SHURE QLXD Series Wireless Microphone System: (1) QLXD receiver, (1) QLXD Handheld wireless transmitter w/ SM58 microphone, (1) QLXD Bodypack transmitter & WL85 lavalier microphone
2 $1,349.45 $2,698.90
46 UA844+SWB SHURE Five-way active antenna splitter and power distribution system for QLX-DÃ‚Â®, ULXÃ‚Â®, ULX-DÃ‚Â®, SLXÃ‚Â®, and BLXÃ‚Â®
(BLX4R only) receivers. (470-952 MHz)
1 $472.53 $472.53
47 E6OW6-AX Countryman Countryman Omni-directional Earset microphone (lt-tan) 2 $331.40 $662.80 48 UA864 SHURE Wall/Ceiling Mountable Wideband Antenna 2 $372.53 $745.06 49 UA825 SHURE Antenna Cable, BNC/BNC, 25' 2 $46.15 $92.30 50 SM58-LC SHURE Shure Cardioid Dynamic 4 $87.91 $351.64 51 SM57-LC SHURE Shure SM57-LC Microphone 4 $80.22 $320.88 52 KCM-INT-MAT Key Code Media Misc. Mic Stands, XLR Cable, etc (ESTIMATE) 1 $650.00 $650.00 53 LS-55-072 LISTEN

TECHNOLOGIE
S
iDSP Prime Level Stationary RF System: (1) LT-800 RF
Transmitter, (4) LR-4200-072 Intelligent DSP RF Receivers (72MHz) + Li-ion battery, (2) LA-430 Intelligent Earphone/Neck Loop Lanyard, (4) LA-401 Universal Ear Speaker, Signage, Universal Antenna Kit, R
1 $1,833.37 $1,833.37
54 LR-4200-072 LISTEN

TECHNOLOGIE
S
Listen Technologies Intelligent DSP RF Receiver (72 MHz) 16 $146.20 $2,339.20 May 1, 2023Quote #226197 v 1 Page: 5 of 11
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TECHNOLOGIE
S
Universal Ear Speaker 16 $15.30 $244.80
56 LA-430 LISTEN

TECHNOLOGIE
S
Listen Ear Phone/Neck Loop Lanyard - Black 4 $49.18 $196.72 57 ISO102BBX Ace Backstage Full Backbox w/ Isolation Kit 2 $173.23 $346.46 58 ISO104BBX Ace Backstage Doublewide Backbox w/ Isolation Kit 2 $264.30 $528.60 59 PE-MP Ace Backstage Panel and Narrow Duplex Cover (Duplex Receptacle not included) 4 $26.97 $107.88
60 WP308 Ace Backstage Aluminum Wall Panel with 8 Connectrix Mounts, 3 Gang, Black 5 $23.24 $116.20 61 DIR WHIRLWIND Director Direct Box, 1/4" Input to Line Level XLR Output 2 $91.11 $182.22 62 PODDI WHIRLWIND Pod DI Single Summing Output Direct Box, 1/8" Stereo to XLR Output
1 $112.07 $112.07
63 PODMIX WHIRLWIND PodMIX Passive Mixer, 1/8" Stereo, L & R RCA, XLR Mic IN / XLR Output
2 $187.16 $374.32
64 PRESSMITE WHIRLWIND Pressbox - Active, mic in, 12 mic + 2 line outputs, battery or AC powered
1 $1,153.18 $1,153.18
65 KCM-INT-MAT Key Code Media Network 16 port Switch, CAT6 Shielded Patchbay, patch cables, etc
1 $1,800.00 $1,800.00
66 KCM-INT-MAT Key Code Media Low Voltage Cables for:control, speaker and data (ESTIMATE) 1 $650.00 $650.00
67 Contingency Contingency +/- 10% of subtotal 1 $3,078.12 $3,078.12 Subtotal: $33,859.31
Visual
No. Part # Manufacturer Description Qty Price Ext. Price 68 PT-RZ690WU7 Panasonic 6000-Lumen WUXGA Exhibition Laser DLP 1 $6,380.00 $6,380.00 69 ET-DLE035 Panasonic Fixed Ultra Short-Throw Lens 1 $5,040.92 $5,040.92 70 ET-PKD120S Panasonic Low Ceiling - Ceiling Mount for RZ660 1 $486.81 $486.81 May 1, 2023Quote #226197 v 1 Page: 6 of 11
281
AGENDA ITEM NO. 12.

Audiovisual and Lighting System
Procurement and Installation
Prepared for: City of Clovis
Sales Quotation
Quote #226197 v 1
May 1, 2023
Visual
No. Part # Manufacturer Description Qty Price Ext. Price 71 70258L Da-Lite Tensioned Cosmopolitan Screen, Electric Roll-down 100"x160" (189" dia) w/ Low Voltage Control size: 8'-3"h.x 13'3"w. 1 $3,522.67 $3,522.67
72 KCM-INT-MAT Key Code Media Support Hardware: Strut, Bolts, Washers, Nuts (ESTIMATE) 1 $150.00 $150.00
73 SW-HDSC914K KANEXPRO 1X2 HDMI Splitter w/ 4K Cinema Resolution 1 $2,058.58 $2,058.58 74 SP-HD1X24K KANEXPRO KanexPro SP-HD1X24K 1X2 HDMI Splitter with 4K Cinema Resolutions
1 $34.27 $34.27
75 EXT-HDBT70C KANEXPRO 4K/30Hz Extender over HDBT - 230 feet & POE; Set of: 1- transmitter, 1-receiver, 1-power supply
3 $171.51 $514.53
76 SDI-HDSDXPRO KANEXPRO HDMI to SDI Converter 1 $123.48 $123.48 77 LED-1709HDR ToteVision 17 Inch LED-Backlit 1080I/P HDMI LCD Rack-Mount Monitor 1 $570.72 $570.72 78 DN-500BDMKII DENON Denon DN-500BDMKII Blu-Ray DVD & CD/SD/USB Player Denon DN-500BDMKII Blu-Ray DVD & CD/SD/USB
Player
1 $413.98 $413.98
79 VGA2HD2 StarTech VGA Video & Audio to HDMI converter - PC to HDMI, power supply included
1 $99.53 $99.53
80 P582-006-V2 Tripp Lite Tripp Lite 6ft DisplayPort to HDMI Adapter Converter Cable DP w/ Latches to HDMI DPort 1.2 4K x 2K M/M - DisplayPort/HDMI for Audio/Video Device, Monitor, Projector, TV, Graphics Card - 6 ft - 1 x DisplayPort Male Digital Audio/Video - 1 x HDMI Male Digit 2 $19.02 $38.04
81 KCM-INT-MAT Key Code Media Low Voltage Cables for: control, video signal and data (ESTIMATE)
1 $500.00 $500.00
82 Contingency Contingency +/- 10% of subtotal 1 $1,993.35 $1,993.35 Subtotal: $21,926.88
Professional Services
No. Part # Description Qty Price Ext. Price
83 KCMPS-200 Pre-Integration and System Testing
Pre-Integration Specialist will ensure that all system components conform to requirements by executing internal test plans, reporting and analyzing any defects or configuration issues.
24 $98.00 $2,352.00
May 1, 2023Quote #226197 v 1 Page: 7 of 11
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AGENDA ITEM NO. 12.

Audiovisual and Lighting System
Procurement and Installation
Prepared for: City of Clovis
Sales Quotation
Quote #226197 v 1
May 1, 2023
Professional Services
No. Part # Description Qty Price Ext. Price
84 KCMPS-201 Installer
Install/terminate low voltage, network cabling and hardware to industry standards.
160 $105.00 $16,800.00
85 KCMPS-202 Senior Installer
Advanced Installer. Oversees Installation/termination of low voltage, network cabling and hardware to industry standards.
80 $120.00 $9,600.00
86 KCMPS-205 Assistant Engineer
Engineer with general system knowledge. Responsible for assisting with setting up, configuring, and maintaining systems for Post, Broadcast and AV Communications.
40 $105.00 $4,200.00
87 KCMPS-206 Engineer
Engineer with advanced system knowledge. Responsible for setting up, configuring, and maintaining systems for Post, Broadcast and AV Communications.
40 $165.00 $6,600.00
88 KCMPS-208 Assistant CAD Engineer
A design and draw preparation engineer
8 $120.00 $960.00
89 KCMPS-210 Project Manager
Manages projects to ensure the proposed plan adheres to the timeline, budget and scope. Their duties include planning projects in detail, setting schedules for all stakeholders and executing each step of the project.
16 $135.00 $2,160.00
90 KCMPS-212 Site lead - Superintendent
An onsite project manager
80 $135.00 $10,800.00
91 KCM-T&E Travel & Expenses - estimated
Travel Expenses to be billed after project completes
1 $8,000.00 $8,000.00
92 KCM-INT-MAT Integration materials - including equipment rentals, misc cables, ties, connectors 1 $1,800.00 $1,800.00 Subtotal: $63,272.00
May 1, 2023Quote #226197 v 1 Page: 8 of 11
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AGENDA ITEM NO. 12.

Audiovisual and Lighting System
Procurement and Installation
Prepared for: City of Clovis
Sales Quotation
Quote #226197 v 1
May 1, 2023
Key Code Total Care
30 Day Key Code Total Care Bronze
Thank you for choosing Key Code Media, this quote is covered under a 30-day remote support plan. The equipment is covered under manufacturing warranty and the labor is covered by Key Code Support.

Key Code support hosts its own secure remote access support system. This system is much like a TeamViewer remote access, with the exception that it’s hosted by Key Code Media and sits behind our firewall. As part of Change Me and Key Code Media support agreement, we can install this lightweight utility on all purchased computers at the discretion of facility staff. This will allow a support engineer to log in and see what the operator is seeing in real time.

Service Expectations
This support proposal includes the following Service Level agreements:

1. Provide normal business hours support
a. Access to M-F 9am EST - 6pm PST support line
b. Includes emergency and non-emergency call for:
i. Software Issues and Version Upgrades
ii. Hardware support for purchased equipment
iii. Remote support
c. Major Holidays are not included in coverage
i. Christmas Day
ii. July 4th
iii. Thanksgiving +1
iv. New Year’s Day
v. Memorial Day
vi. Labor Day

2. Contract Includes Costs for Mileage Associated with support visits a. Does not include for Airfare, Hotel, Rental Car, or Per-Diem b. Does not include Travel Costs associated with other quotes c. All Non-Covered T&E will be invoiced at actual cost
Warranty Terms
The warranty begins upon completion of install and lasts for 30 days.

Support Contract Information
Service Hotline: 818-303-3980
Email Support: [email protected] (Email is monitored from 9a – 6p)

Call Back Response Time
9am – 6pm response time 5 – 30 minutes
May 1, 2023Quote #226197 v 1 Page: 9 of 11
284
AGENDA ITEM NO. 12.

Audiovisual and Lighting System
Procurement and Installation
Prepared for: City of Clovis
Sales Quotation
Quote #226197 v 1
May 1, 2023

SUBJECT TO STATE AND LOCAL TAXES WHERE APPLICABLE
F.O.B. FACTORY, FREIGHT IS ADDITIONAL
May 1, 2023Quote #226197 v 1 Page: 10 of 11
285
AGENDA ITEM NO. 12.

Audiovisual and Lighting System
Procurement and Installation
Prepared for: City of Clovis
Sales Quotation
Quote #226197 v 1
May 1, 2023
Audiovisual and Lighting System Procurement and Installation Prepared by: Bill To: Ship To:Ship To: Quote Information:

Key Code Media, Inc. -
California
City of Clovis City of ClovisCity of Clovis Quote #: 226197 Brian Vlerebome
818-303-3900
Fax 818-303-3901
[email protected]
m
1033 Fifth Street
Clovis, CA 93612
Amy Hance
(559) 324-2769
[email protected]
1033 Fifth Street
Clovis, CA 93612
Amy Hance
(559) 324-2769
[email protected]
Version: 1
Delivery Date: 05/01/2023
Expiration Date: 06/30/2023
Terms:

Quote Summary
Description Amount
Lighting $27,503.92
Audio $33,859.31
Visual $21,926.88
Professional Services $63,272.00
Total: $146,562.11
This Sales Quote (“SO”) incorporates the Terms and Conditions found at http://www.keycodemedia.com/terms/salesorder (“T&C”) and constitutes an offer or counter-offer, as applicable, by Key Code Media, Inc. or Burst Communications (“Seller”). This SO, including the T&C incorporated therein, shall become binding on the buyer listed herein (“Buyer”) on the earliest of Buyer’s: (i) acknowledgement hereof; or (ii) receipt of any goods and/or services ordered hereunder. No Buyer acknowledgement form, purchase order, or other document shall modify the SO or the T&C.

Key Code Media, Inc. - California City of Clovis
Signature:

Name: Brian Vlerebome
Title: Senior Account Manager
Date: 05/01/2023
Signature:

Name: Amy Hance
Date:

May 1, 2023Quote #226197 v 1 Page: 11 of 11
286
AGENDA ITEM NO. 12.

TO: Mayor and City Council
FROM: General Services Department
DATE: June 19, 2023
SUBJECT: General Services – Approval - Res. 23- ___, Adopting the California Air Resources Board Innovative Clean Transit Rule Zero-Emission Bus Rollout Plan.

ATTACHMENTS: 1. Resolution 23- ___

2. CARB ICT Zero-Emission Bus (ZEB) Rollout Plan

RECOMMENDATION
For the City Council to approve a resolution approving the California Air Resources Board Innovative Clean Transit Rule Zero-Emission Bus Rollout Plan for the Clovis Transit fleet.

EXECUTIVE SUMMARY
In 2018, the California Air Resources Board (CARB) implemented the Innovative Clean Transit Rule (ICT), which mandates the transition of all public transit fleets to 100% zero -emission vehicles by 2040. Clovis Transit is required to complete several elements inside the ICT Rule including a non-binding Zero-Emission Bus (ZEB) Rollout Plan that must be submitted to CARB by July 1, 2023. The CARB ICT ZEB Rollout Plan has been developed utilizing the Clovis Transit Electrification Feasibility Study , presented to the Council on February 21, 2023 , and the Council’s directive to staff. As the conversion to a zero -emission transit fleet progresses, staff will provide regular updates to council and will modify the non -binding ZEB Rollout Plan as required by CARB.

BACKGROUND
The CARB ICT Rule requires all public transit operators in California to begin working toward a zero-emission fleet. Clovis Transit has been designated a ‘small fleet operator’ and as such, is required to meet two primary elements:

 Submit a non-binding ZEB Fleet Rollout Plan to CARB by July 1, 2023. 287
AGENDA ITEM NO. 13.
 Adhere to a graduated zero-emission vehicle purchasing schedule, which is:
o Any vehicle purchases made in 2026 – 2028 must include at least 25% zero - emission vehicles.
o Any vehicle purchase in 2029 or later must be 100% zero-emission.

The City received grant funds from Caltrans to collaborate with CALSTART, a consultant group, to conduct the Clovis Transit Fleet Electrification Feasibility Study , which supports the CARB ICT ZEB Rollout Plan. This study analyzed the current fleet, zero -emission technologies, route modeling for available technologies, and identified multiple scenarios that would comply with the ICT rule. Those findings were presented to the City Council on February 21, 2023, where the Council selected one of those conversion options and provided city staff a directive to develop a hybrid model.

City staff utilized the feasibil ity study as well as Council’s directive to generate the CARB ICT ZEB Rollout Plan. The plan includes the following ICT required information:
 A goal of full transition to zero-emission buses by 2040;  Identification of the types of zero-emission bus technologies being deployed;  A schedule for zero -emission and conventional internal combustion engine bus purchases;
 A schedule for construction of facilities and infrastructure for zero-emission buses;  City’s plans to deploy zero-emission buses in Disadvantaged Communities;  The training plan and schedule for zero -emission bus operators, maintenance staff and repair staff; and
 Identification of potential funding sources.

FISCAL IMPACT
The cost of the req uired conversion of the Clovis Transit fleet to zero -emission is estimated to be between $33.3 million to $41.1 million. The funds required will be invested through the life of the project from 2026 to the completion of the entire fleet transition by 2040 . These estimates include the capital required to purchase vehicles, land, and infrastructure. Funding for the conversion to a zero-emission fleet will be supported through a variety of federal, state, and local grants.

REASON FOR RECOMMENDATION
Clovis Transit is mandated under the CARB ICT Rule to submit a non -binding Zero-Emission Bus (ZEB) Rollout Plan and an approved Resolution to CARB by July 1, 2023.

ACTIONS FOLLOWING APPROVAL
Transit staff will submit the approved Resolution and CARB ICT Zero-Emission Bus (ZEB) Rollout Plan to CARB by July 1, 2023. As needed, staff will modify and resubmit the non-binding ZEB Rollout Plan to meet CARB requirements.

Prepared by: Susanna Herrera, Management Analyst

Reviewed by: City Manager AH
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AGENDA ITEM NO. 13.

ATTACHMENT 1
RESOLUTION 23-___

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVIS

APPROVING THE CARB ICT ZERO-EMISSION BUS ROLLOUT PLAN

WHEREAS, the California Code of Regulations Title 13, Division 3, Chapter 1, Article

4.3, Part 2023.1(d) Zero Emissions Bus Rollout Plan Requirements requires that a transit agency Zero-Emission Bus Rollout Plan must be approved by its governing Board; and

WHEREAS, Zero-Emission Bus Rollout Plan sets forth t he City of Clovis’ plan which meets the following requirements:
 A goal of full transition to zero -emission buses by 2040 with careful planning that avoids early retirement of conventional internal combustion engines buses;  Identification of the types of ze ro-emission bus technologies the City of Clovis is planning to deploy;
 A schedule for zero -emission and conventional internal combustion engine bus purchases and lease options;
 A schedule for conversion of conventional internal combustion engine buses to zero- emission technologies;
 A schedule for construction of facilities and infrastructure modifications or upgrades, including charging, fueling, and maintenance facilities, to deploy and maintain zero- emission buses;
 Explanation of how the City of Clovis plans to deploy zero -emission buses in Disadvantaged Communities;
 A training plan and schedule for zero-emission bus operators and maintenance and repair staff; and
 Identification of potential funding sources.

NOW, THEREFORE, BE IT RESOLVED, that City of Clovis hereby approves the City of Clovis’ Zero-Emission Bus Rollout Plan as set forth in full.

NOW, THEREFORE, BE IT FURTHER RESOLVED, that insofar as the provisions of any Ordinance, Resolution, document, or previous action of the City Manager, prior to the date of this Resolution, are inconsistent with the provisions of this Resolution or any policy adopted by this Resolution, this Resolution and the City of Clovis’ Policies adopted herein shall control.

* * * * *

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AGENDA ITEM NO. 13.

The foregoing resolution was introduced and adopted at a regular meeting of the City Council of the City of Clovis held on June 19, 2023, by the following vote, to wit.

AYES:

NOES:

ABSENT:

ABSTAIN:

DATED: June 19, 2023

______________________________ ______________________________

Mayor City Clerk

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AGENDA ITEM NO. 13.

JU NE 2023

City of Clovis
Clovis Transit Division

Zero-Emission
Bus (ZEB)
Rollout Plan

ATTACHMENT 2 291
AGENDA ITEM NO. 13.

Table of Contents

Section A: Transit Agency Information ........................................................................1 Section B: Rollout Plan ................................................................................................2 Section C: Technology Portfolio ..................................................................................3 Section D: Bus Fleet Composition................................................................................5 Section E: Facilities and Infrastructure ........................................................................9 Section F: Disadvantaged Communities .................................................................... 11 Section G: Workforce Training .................................................................................. 12 Section H: Potential Funding Sources ........................................................................ 13 Section I: Start-up and Scale-up ................................................................................ 15 Section J: Appendix (Council Resolution) .................................................................. 16

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AGENDA ITEM NO. 13.

1 Section A: Transit Agency Information
Clovis Transit Overview
Clovis Transit provides public transportation to the City of Clovis with four fixed routes (Stageline) and a demand-response paratransit service (Round Up) using a fleet of thirty-four buses, twenty-two vans, and one trolley. Fixed-route and paratransit services are provided Monday through Friday from 6:30 a.m. to 6:30 p.m. and on Saturday from 7:00 a.m. to 3:30 p.m. Paratransit service runs on Sunday from 7:00 a.m. to 3:30 p.m.

The fixed route service provides transit options to key destinations in and around the City of Clovis, including the Sierra Vista Mall, the Civic Center, Walmart, Target, city schools, various hospitals and medical facilities, and Fresno State University. Three of the four fixed -route service lines offer easy connections to Fresno Area Express transit network.

Transit Agency Name City of Clovis – Clovis Transit
Mailing Address 155 N. Sunnyside Ave.

Clovis, CA 93611
Name of Transit Agency’s Air District San Joaquin Valley Air Pollution Control District Total Number of Buses 35 Buses (57 fleet vehicles)
Population (2021 American Community Survey) 122,985
Contact Information Amy Hance, General Services Manager (559) 324-2769
[email protected]
Joint Group (Yes/No) No, the City of Clovis is not a part of a joint zero-emission group.
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AGENDA ITEM NO. 13.

2 Section B: Rollout Plan
General Information
The City of Clovis has a goal to fully transition to a zero -emission fleet by 2040 as required by California Air Resource Board’s (CARB) Innovative Clean Transit (ICT) Rule. Clovis Transit plans to replace the current internal combustion engine (ICE) fleet with zero -emission buses (ZEBs) as the buses reach the end of their useful life to avoid early retirement of any vehicle. This ZEB rollout plan will serve as a planning tool for the City of Clovis to achieve the conversion to zero-emission vehicles and will be submitting this plan as per the ICT requirements. The City of Clovis’ City Council has approved this ZEB Rollout Plan and is aware this plan may be modified in the f uture as technology and other key project factors change. The resolution was approved and signed on June 19, 2023, and has been attached under Section J.

The City of Clovis through Caltrans’ Sustainable Communities grant partnered with CALSTART to conduct an electrification feasibility study, which provided relevant and essential information for staff and elected officials to determine the city’s direction in transitioning and meeting the zero- emission ICT mandate. As a small fleet operator, transition will begin in 2026 and full fleet conversion should conclude by 2040. The City of Clovis will be replacing vehicles for Stageline ( fixed route) and Round Up ( paratransit service). Zero-emission vehicles will be purchased on a hybrid mod el which will include battery electric buses (BEBs) and fuel cell electric buses (FCEBs), also known as hydrogen vehicles. The majority of the Stageline vehicles will be fuel cell electric buses (FCBEs), while Round Up vehicles will predominantly be battery electric buses (BEBs). A hybrid mod el (combination) was selected to afford Clovis Transit flexibility, reliability, and resiliency.

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AGENDA ITEM NO. 13.

3 The Clovis Transit ZEB Rollout Plan has been created and completed by City of Clovis staff. If follow up details on the rollout plan are needed, please contact:

Susanna Herrera OR Amy Hance
Management Analyst General Services Manager
(559) 324-2785 (559) 324-2769
[email protected] [email protected]

Section C: Technology Portfolio
Types of ZEB Technologies
The Clovis Transit Fleet Electrification Feasibility Study investigated the feasibility of battery electric and fuel cell electric vehicles. Study revealed the battery electric vehicle range is 225 miles for large buses; however, range is impacted by heating, ventilation, and air conditioning usage. Clovis tends to have cool winters and hot summers, which would trigger the utilization of the heating and air conditioning units resulting in decreasing battery range on battery electric vehicles (BEBs). CALSTART completed route modeling to determine the impact of the terrain and climate on the ranges for BEBs and FCEBs. As a result, existing internal combustion engine (ICE) vehicles would need to be replaced by BEBs at a 1 to 2 ratio. The hydrogen fuel cell electric bus (FCEB) was identified to have a mu ch longer range at 350 miles allowing for a 1 to 1 replacement. Although climate also impacts the range on FCEBs, it is not as impactful due to the larger range available through this zero-emission option.

In addition, FCEBs take a shorter time frame of approximately 15 -20 minutes to charge versus the BEBs at 8 to 10 hours.

Sample of BEB Sample of FCBE

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AGENDA ITEM NO. 13.

4 Clovis Transit has a large number of cutaway vehicles and both technologies are in the early stages of developing this size vehicle. It is expected that technology will improve, and such vehicles will be available for the city’s transition to a zero-emission fleet. The feasibility study findings were reviewed and considered in determining the transition pathway for the City of Clovis. Clovis Transit intends to deploy a hybrid fleet which will include battery electric buses (BEBs) and fuel cell electric buses (FCEBs). Both technologies are being explored as Cl ovis Transit moves into the zero-emission transition due to transit service needs, reliability, and resiliency. It is anticipated that to finalize the full conversion the City will need a total of twenty-four (24) small size (cutaways) BEBs, four (4) small size (cutaways) FCEBs, and eleven (11) full size (32’ buses - standard) FCEBs.

Regardless of the technology selected for th e conversion to zero-emission, the priority for this transition will be the implementation of the necessary infrastructure. Existing city facilities are incapable of supporting additional energy requirements for BEBs or FCEBs due to its limited access to direct power. The City of Clovis will be required to purchase land to construct a new transportation center in support of a zero-emission fleet. The new center will provide the spacing for vehicles, access to power supply, the ability to store hydrogen, incorporate safety features and updated maintenance facilities, and appropriate charging infrastructure. Land availability and funding will be explored to begin the transition and may result in modifications of this plan based on outcomes.

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AGENDA ITEM NO. 13.

5 Section D: Bus Fleet Composition
Current Fleet and Future Purchases
Table 1: Current Fleet (Buses and Vans)

Number of
Buses
Engine Model
Year
Bus Model
Year
Fuel Type Bus Type
1 2007 2007 Diesel Cutaway
3 2007 2007 Gasoline Van
12 2008 2008 Diesel Cutaway
2 2011 2011 Gasoline Van
6 2012 2012 Diesel Cutaway
2 2013 2013 Gasoline Van
2 2015 2015 Diesel Standard
2 2018 2018 Gasoline Van
2 2018 2018 Electric (ZEV) Cutaway
3 2019 2019 Diesel Cutaway
6 2019 2019 Diesel Standard
3 2019 2019 Gasoline Van
2 2021 2021 Gasoline Van
3 2022 2022 Diesel Standard
8 2022 2022 Gasoline Van

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6 Table 2: Future Purchases (Buses and Vans)
This replacement schedule is based on the FTA’s useful life of vehicles recommendations. A standard bus is a small size – heavy duty vehicle approximately 30’ and it has a useful life of ten (10) years or 350,000 miles. A medium size - medium duty of 25’ to 35’ (cutaway) has a useful life of seven (7) years or 200,000 miles. The majority of Clovis Transit vehicles are cutaways and have exceeded their useful life. Van replacements are based on a twelve (12) year useful life. Clovis Transit has a credit of 3 electric vehicles; therefore, in 2026 and 2029 vehicles being purchased can be conventional. Replacement schedule may also be modified due to availability and funding.

Year Total Number
of Buses/Vans
to Purchase
Number
of ZEB
Purchases
Percentage
of ZEB
Purchases
ZEB
Bus
Type(s)
ZEB
Fuel
Type(s)
Number of
Conv.

Bus/Van
Purchases
Percentage of
Annual Conv.

Bus Purchases
Type(s)
of Conv.

Buses
Fuel
Type(s) of
Conv. Buses
2024 3 0 0% N/A N/A 3 100% Cutaway Diesel
2024 3 0 0% N/A N/A 3 100% Van Gasoline
2025 2 1 50% Cutaway Electric/
Depot
1 50% Cutaway Diesel
2025 2 0 0% N/A N/A 2 100% Van Gasoline
2026 3 0 0% N/A N/A 3 100% Cutaway Diesel
2027 2 0 0% N/A N/A 2 100% Cutaway Diesel
2027 2 0 0% N/A N/A 2 100% Van Gasoline
2028 2 0 0% N/A N/A 2 100% Cutaway Diesel
2029 2 0 0% N/A N/A 2 100% Cutaway Diesel
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AGENDA ITEM NO. 13.

7 Year Total Number
of Buses to
Purchase
Number
of ZEB
Purchases
Percentage
of ZEB
Purchases
ZEB
Bus
Type(s)
ZEB
Fuel
Type(s)
Number of
Conv. Bus
Purchases
Percentage of
Annual Conv.

Bus Purchases
Type(s)
of Conv.

Buses
Fuel
Type(s) of
Conv. Buses
2030 2 0 0% N/A N/A 2 100% Van Gasoline
2031 1 1 100% Standard Hydrogen/
Depot
0 0% N/A N/A
2031 2 2 100% Cutaway Electric/
Depot
0 0% N/A N/A
2031 3 0 0% N/A N/A 3 100% Van Gasoline
2032 1 1 100% Standard Hydrogen/
Depot
0 0% N/A N/A
2032 3 3 100% Cutaway Electric/
Depot
0 0% N/A N/A
2033 2 2 100% Standard Hydrogen/
Depot
0 0% N/A N/A
2033 2 0 0% N/A N/A 2 100% Van Gasoline
2034 2 2 100% Standard Hydrogen/
Depot
0 0% N/A N/A
2034 4 0 0% N/A N/A 4 100% Van Gasoline
2035 2 2 100% Standard Hydrogen/
Depot
0 0% N/A N/A
2035 2

2 100% Cutaways Hydrogen/
Depot
0 0% N/A N/A
2035 4 0 0% N/A N/A 4 100% Van Gasoline
2037 2 2 100% Cutaways Hydrogen/
Depot
0 0% N/A N/A
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AGENDA ITEM NO. 13.

8 Year Total Number
of Buses to
Purchase
Number
of ZEB
Purchases
Percentage
of ZEB
Purchases
ZEB
Bus
Type(s)
ZEB
Fuel
Type(s)
Number of
Conv. Bus
Purchases
Percentage of
Annual Conv.

Bus Purchases
Type(s)
of Conv.

Buses
Fuel
Type(s) of
Conv. Buses
2038 6 6 100% Cutaways Electric/
Depot
0 0% N/A N/A
2039 6 6 100% Cutaways Electric/
Depot
0 0% N/A N/A
2040 6 6 100% Cutaways Electric/
Depot
0 0% N/A N/A

Conventional Buses:

The City of Clovis will not be converting conventional buses to zero-emission buses (ZEBs). All future replacements will be new purchases as outlined in the replacement schedule (Table 2). Many of the existing vehicles have gone beyond their useful life and may not be capable of a conversion.

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AGENDA ITEM NO. 13.

9 Section E: Facilities and Infrastructure
Facilities Information
Clovis Transit currently resides in a building stationed at the City of Clovis’ Operations and Maintenance Yard. Facilities are shared between Public Works, Fleet Maintenance, and Clovis Transit. Existing location does not have the necessary space and energy requirements for Clovis Transit to transition to a zero-emission fleet. The current fleet size has been constricted for many years due to insufficient parking space. It is understood that any replacements of an internal combustion engine (ICE) v ehicle will require a 1 to 2 replacement for a battery electric bus (BEB ); therefore, additional space is required.

City of Clovis will be required to move to a new location that will provide the adequate spacing for a future zero-emission fleet as well as afford the capacity for department growth as the city grows. At a minimum, the Clovis Transit will need ap proximately four (4) acres to operate existing routes and complete the conversion to a zero-emission fleet. See rendering #1 for possible facility layout which is to include administration offices, maintenance building, charging infrastructure, bus wash station, and parking areas for staff and transit vehicles. Extensive planning and collaboration between the City of Clovis and Pacific Gas and Electric (PG&E) will be required to coordinate utility needs for th e new facility.

Table 4: Facilities and Construction Timeline

Division/
Facility Name
Address Main
Function(s)
Type(s) of
Infrastructure
Service
Capacity
(bus #)
Needs
Upgrade
(Yes/No)
Estimated
Construction
Timeline
Operations
and
Maintenance
Yard
155 N.

Sunnyside
Ave.

Clovis, CA
93611
Public
Works,
Maintenance
and Transit
Diesel
Fueling,
CNG
Fueling, and
2 Electric
Chargers
57 Unable to
upgrade
due to
lack of
land and
exhausted
power
supply.

N/A –
Transit will
require a
new site.

Clovis
Transit
TBD Transit and
Facilities
Diesel/Gas
Fueling,
Electric
Chargers
and
Hydrogen
Storage
61 N/A – Will
be a new
facility.

July 2030 –
July 2035
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10 Rendering #1

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11 Section F: Disadvantaged Communities
Providing Service
According to CalEnviroScreen 4.0, the City of Clovis has multiple disadvantaged communities in the southwest region of the city . These communities are exposed to high levels of pollution due to the greenhouse gas emissions by vehicles , including buses . Clovis Transit serves the disadvantaged communities throughout Clovis as well as some areas in the City of Fresno through the operation of various routes. As the City of Clovis transitions to a zero-emission fleet, it will continue to service those disadvantaged communities within Clovis and surrounding areas. The new ZE Bs will be incorporated in different routes and will be rotated to ensure the disadvantaged communities are benefiting from clean, quiet, and climate changing transportation.

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12 Section G: Workforce Training
Training Options
The transition from internal combustion engines (ICEs) to zero-emission buses (ZEBs) will impact every aspect of operations of Clovis Transit. Workforce training will be essential in the transition from ICEs to ZEBs. Training will need to be provided to fleet maintenance staff, lead drivers, drivers, and bus washers. As Clovis Transit begins to purchase and receive new ZEBs , there will be an opportunity for staff to obtain training through the OEM s, technology suppliers, and infrastructure providers. In addition to those trainings, the City of Clovis will consider providing additional training opportunities to staff through Fresno City College (FCC). FCC offers an Alternative Fueled Vehicle Certificate Program at their state-of-the-art facility. Additional training is also available through:
 SunLine West Coast Center of Excellence in Zero-Emission Technology (CoEZET)  AC Transit ZEB University
The training opportunities mentioned will be reviewed, designated, and listed in a training schedule for the Clovis Transit workforce. Training will provide staff knowledge, hands on experience, and confidence in dealing with these new technologies.

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13 Section H: Potential Funding Sources
Funding Options
Clovis Transit is currently funded with local and state funds and does not accept federal funding.

However, due to the high cost of transitioning to ZEBs, Clovis Transit will need to accept federal funding in the future and has begun that process in earnest. Clovis Transit must fund the transition to a ZEB fleet through competitive grants that pay for planning, buses, and/or bus facilities. The state has numerous funding sources and incentives such as:

 California State Budget
o Allocated $2.7 billion for FY 21-22 and a total of $3.9 billion over the next three years. o Millions of dollars are being earmarked for ZEBs and associated refueling and charging infrastructure.
 Clean Transportation Program – California Energy Commission o Funds projects that help transition California’s fuels and vehicle types to achieve the state’s climate policies.
o Proposed $30.1 million for FY 22 -23 and $13.8 million for FY23 -24 for zero-emission medium and heavy -duty vehicles and infrastructure under t he California Transportation Program.
 Carl Moyer Program – CARB
o Grant funds for engines, equipment, and other sources of air pollution that exceed CARB’s regulations for on-road heavy-duty vehicles.
o ZEBs with a GVWR of greater than 14,000 lbs. are eligible for funding.  Energy Infrastructure Incentives for Zero-Emission Commercial Vehicles (EnergIIZE) o Program launched by CEC and managed by CALSTART.
o $50 million to help finance the purchase of charging and hydrogen infrastructure. o Benefits communities with disproportionately high levels of air pollution.  Hybrid and Zero-Emission Truck and Bus Voucher Incentive Project (HVIP) – CARB/CALSTART o HVIP provides vouchers that are used to finance the purchase of clean transportation vehicles.
o HVIP vouchers are applied at the point-of-purchase, and they are at a first-come, first- serve basis.
 Low Carbon Fuel Standard (LCFS) Program - CARB
o Mechanism for the users and producers of low-carbon fuels to generate credits for the use of low-carbon fuels.
o These credits can be sold in the LCFS market, and funds can be used to purchase infrastructure and/or ZEBs.
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14  Low Carbon Transit Operations Program (LCTOP) – Caltrans o Funded through GGRF, which is funded by revenues from the state’s cap -and-trade system.
o Funding is available through an allocation request for operation and capital assistance.  Volkswagen (VW) Mitigation Trust – CARB
o Settlement with EPA and Volkswagen, it mitigates the excess NOx. o Allocated $431 million to the state to fund the deployment of clean transportation vehicles.

Once the City of Clovis becomes a federal recipient through the Federal Transit Administration (FTA), the city will be eligible to apply for federal grants. Some of the grants available include:

 Bus and Bus Facilities (5339) – U.S. Department of Transportation (DOT)/Caltrans o Provides capital funding to replace, rehabilitate and purchase transit vehicles and construct bus-related facilities.
o Funding is approximately $1 billion per year f rom FY2022 through FY2026, and the states will administer and manage the funds.
 Bipartisan Infrastructure Law (BIL)
o Law authorizes up to $108 billion for public transportation and it focuses on safety, modernization, climate, and equity.
o Modernization
 Capital Investments Grants will fund up to $23 billion with an $8 billion guarantee to invest in new high-capacity transit projects.  State of Good Repair Grants will provide $23.1 billion over five years for repair and maintenance of transit systems.
o Climate - Low or No Emissions Program (Low-No)
 Provides funding to state and local governmental authorities for the purchase or lease of zero -emission and low-emission transit buses, as well as, charging infrastructure, construction costs, or leasing a facility to house a fleet.  Approximately $1.12 billion will be allocated per year.  Congestion Mitigation and Air Quality (CMAQ) Improvement Plan – DOT o Funds are administered by the state and can finance projects that reduce traffic congestion and improve air quality.
o The program will fund $13.2 billion for the next five years.  Rebuilding American Infrastructure with Sustainability and Equity (RAISE) Grants- DOT o Funding intended for road, rail, transit, and port projects. o This funding is for projects that are difficult to support through the traditional DOT programs.
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15 Section I: Start-up and Scale-up
Challenges & CARB Support

The City of Clovis will experience significant challenges in its transition to zero -emission bus deployment. The initial major hurdle will be the acquisition of land to construct a new transportation center for Clovis Transit. The available land in the City of Clovis is limited and land cost has increased dramatically due to housing demands and inflation. Current trends estimate each acre will cost approximately one (1) million dollars. The City of Clovis will require at a minimum four ( 4) acres to construct the new transit facility.

The second and most evident challenge will be funding to support this transition. It is projected that the funding required to accomplish this transition will be substantial. Funding will be necessary to acquire land, design and construct th e transportation center, purchase zero-emission buses, purchase and install infrastructure for both battery electric and fuel cell battery vehicles. The COVID- 19 pandemic had a major impact on supply and demand as well as inflation resulting in increased pricing for vehicles and the necessary infrastructure. In addition, vehicle deliveries continue to be impacted and are taking almost double the amount of time it took prior to COVID-19.

Time will be a third and critical challenge for the City of Clovis. T he mandate requires this transition take place by 2040. The City of Clovis will make every effort to meet this deadline; however, we are requesting CARB’s support by providing agencies an extension if we are unable to complete the full transition by 2040 due to unforeseen challenges. The large amount of funding needed to meet this mandate will require time by the city to build its revenue funds to be able to purchase the necessary components to complete the transition.

Due to the substantial amount of funds needed for this transition, it will be essential for CARB to continue to provide funding for vehicles, infrastructure, and if possible, operations. These new technologies will require additional funding to operate due to the costs associated with electricity charges and the cost of hydrogen. As technology improves, we would presume costs would decrease; however, initially the cost of operating this type of fleet will be costly. Financial support is necessary for agencies, especially small size agencies, to transition and offer the same level of service to the community.

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16 Section J: Appendix

DRAFT RESOLUTION

RESOLUTION 23-___

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVIS

APPROVING THE CARB ICT ZERO-EMISSION BUS ROLLOUT PLAN

WHEREAS, the California Code of Regulations Title 13, Division 3, Chapter 1, Article 4.3, Part 2023.1(d) Zero Emissions Bus Rollout Plan Requirements requires that a transit agency Zero-Emission Bus Rollout Plan must be approved by its governing Board; and

WHEREAS, Zero-Emission Bus Rollout Plan sets forth the City of Clovis’ plan which meets the following requirements:
 A goal of full transition to zero-emission buses by 2040 with careful planning that avoids early retirement of conventional internal combustion engines buses;  Identification of the types of zero-emission bus technologies the City of Clovis is planning to deploy;
 A schedule for zero -emission and conventional internal combustion engine bus purchases and lease options;
 A schedule for conversion of conv entional internal combustion engine buses to zero - emission technologies;
 A schedule for construction of facilities and infrastructure modifications or upgrades, including charging, fueling, and maintenance facilities, to deploy and maintain zero - emission buses;
 Explanation of how the City of Clovis plans to deploy zero -emission buses in Disadvantaged Communities;
 A training plan and schedule for zero-emission bus operators and maintenance and repair staff; and
 Identification of potential funding sources.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Clovis hereby approves the City of Clovis’ Zero-Emission Bus Rollout Plan as set forth in full.

NOW, THEREFORE, BE IT RESOLVED , that insofar as the provisions of any Ordinance, Resolution, document, or previous action of the City Manager, prior to the date of this Resolution, are inconsistent with the provisions of this Resolution or any policy adopted by this Resolution, this Resolution and the City of Clovis’ Policies adopted herein shall control.

* * * * *

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17 The foregoing resolution was introduced and adopted at a regular meeting of the City Council of the City of Clovis held on June 19, 2023, by the following vote, to wit.

AYES:

NOES:

ABSENT:

ABSTAIN:

DATED: June 19, 2023

______________________________ ______________________________

Mayor City Clerk

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TO: Mayor and City Council
FROM: General Services
DATE: June 19, 2023
SUBJECT: General Services – Approval – Res. 23 -___, Amending the City’s FY 2023-24 Classification and Compensation Plans by Adding a Deputy General Services Director Classification , Adding a Transit Manager Classification, and Revising the Transit Supervisor Classification within the General Services Department.

ATTACHMENTS: 1. Res. 23-___, Classifications

RECOMMENDATION
For City Council to approve a resolution amending the City’s FY 2023 -24 Classification and Compensation Plans to add a Deputy General Services Director Classification, add a Transit Manager Classification, and to revise the Transit Supervisor Classification within the General Services Department.

EXECUTIVE SUMMARY
Due to the growth of the City and an increase in staff and responsibilities, the General Services Department has a need to reorganize portions of the General Services Department structure.

Reorganizing a portion of the General Services Department structure will help handle growing demand and succession plannin g. Specifically, the Personnel/Risk Manager and General Services Manager will be converted to Deputy G eneral Services Director, and the Transit Supervisor will be converted to Transit Manager.

BACKGROUND
General Services currently consists of three divisions: Personnel/Risk Management, Community Services, and Department Support. Additional staffing, regulations related to fleet electrification, and additional technical expertise related to federal funding has led to increased responsibility for our Community Services management team. Staffing increases City -wide as well as a 310
AGENDA ITEM NO. 14.
plethora of new labor related regulations have significantly increased the workload and responsibility for the Personnel/Risk Manager.

In order to better balance the responsibilities of the divisions and bring General Services’ structure more in line with other City departments, the f ollowing structural changes were approved in the FY 2023-24 budget:
 Convert the current Personnel/Risk Manager position to Deputy General Services Director at the same salary range as Deputy Finance Director $11,851 to $14,405.  Convert the current General Services Manager position to Deputy General Services Director at the same salary range as Deputy Finance Director $11,851 to $14,405.  Reclass the current Transit Supervisor position to Transit Manager at the same salary range as Solid Waste Manager $9,994 to $12,149.

Attachment 1 includes new classifications of Deputy General Services Director and Transit Manager which include the additional requirements and responsibilities of these positions, as well as a revised Transit Supervisor classification.

FISCAL IMPACT
The position conversions have already been added to the FY 2023-24 fiscal budget.

REASON FOR RECOMMENDATION
Council approval is required to approve new classifications or revisions. Conversion of these positions better represent the responsibilities and duties of the classifications.

ACTIONS FOLLOWING APPROVAL
The positions stated in the background section will be converted to the new classifications herein.

Prepared by: Shonna Halterman, General Services Director

Reviewed by: City Manager AH

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RESOLUTION 23-___

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVIS APPROVING AMENDMENTS TO THE CITY’S CLASSIFICATION AND COMPENSATION PLANS BY

ADOPTING A DEPUTY GENERAL SERVICES DIRECTOR CLASSIFICATION,

ADOPTING A TRANSIT MANAGER CLASSIFICATION, AND REVISING THE TRANSIT

SUPERVISOR CLASSIFICATION IN THE GENERAL SERVICES DEPARTMENT

WHEREAS, it has been determined that the City has a need for a Deputy General Services Director classification at the salary range of $11, 851 to $1 4,405 and Transit Manager Classification at the salary range of $9, 994 to $12,149 to provide the necessary support to the General Services Department; and

WHEREAS, it has been determined that revisions a re needed to the existing Transit Supervisor classification; and

WHEREAS, it has been determined that it is appropriate to assign these classifications to the Management Group.

NOW THEREFORE, BE IT RESOLVED, that the City of Clovis will modify the City’s FY 2023-24 Classification and Compensation Plans to include the Deputy General Services Director classification (Attachment A) with a monthly salary range of $11,851 to $14,405 per month , the Transit Manager classification ( Attachment B ) with the salary range of $9,994 to $12,149 and revise the existing Transit Supervisor classification (Attachment C).

* * * * *

The foregoing Resolution was introduced and adopted at a regular meeting of the City Council of the City of Clovis held on June 19, 2023, by the following vote to wit:

AYES:

NOES:

ABSENT:

ABSTAIN:

Dated: June 19, 2023

___________________________ __________________________ Mayor City Clerk

ATTACHMENT 1
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ATTACHMENT A

City of Clovis
Deputy General Services Director
$11,851 - $14,405

DEFINITION
Under administrative direction, to plan, organize, and manage the operations of the assigned divisions within the General Services Department including division budgeting, policies and processes, and conducting operations to fulfill the vision and mission of the division(s); and perform related work as required.

CLASS CHARACTERISTICS
The incumbent performs a variety of professional level work in one area/division: either personnel/risk management, or community services. In this capacity the incumbent exercises direct supervision of mid -management, technical, and clerical staff setting priorities, making assignments, training, and reviewing the work of subordinates. The incumbent acts with a high degree of independence of action in the assigned areas of responsibility. Direction and instructions that are given by the Department Head generally do not provide all of the information needed to complete the assignment. The incumbent is expected to resolve most problems confronted through the application of judgment and precedent, referring to the Department Head only those problems which inv olve the establishment of new procedures or which involve situations that are inconsistent with departmental procedures and policies. The incumbent reports to and receives direction from the General Services Director.

EXAMPLES OF DUTIES
Duties may include but are not limited to the following:

Personnel/Risk Management Division:

Develop, coordinate, maintain and supervise the administration of effective personnel policies, practices, and procedures to ensure employment of competent personnel, fair and nondiscriminatory application of policies, practices and procedures, timely and cost effective utilization of resources, and advising management and employees in their interpretation when necessary; maintain, supervise, and administer the classification, compensation, benefits and self -insurance plans, recruitment and selection, safety and training, and employee evaluation programs; develop and coordinate the implementation of policies, rules, and practices for carrying out personnel programs seeking appropria te authorization for policy and rule changes when required; participate in and coordinate the negotiations process with employee organizations as lead negotiator and/or as a member of the management team; perform needed research, maintain records, and prep are, process and implement memoranda of understanding as they pertain to personnel matters; advise management and employees regarding grievance procedures and monitor the grievance process; maintain the City's personnel files and other records in conformance with law and professional personnel management practices; coordinate personnel activities with other City departments and Personnel Commission; supervise and participate in the preparation of various personnel and risk management reports; prepare and ad minister the personnel and risk management budgets as well as the employee benefits and property/liability internal service funds; supervise the development, administration, and enforcement of responsibilities in such matters as diversity, inclusion, safet y, employee development, and performance evaluations; 313
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maintain awareness of state -of-the-art development in personnel administration, employee benefits, and risk management; develop and coordinate benefit programs and risk management programs, negotiating service levels and administering contracts; supervise, train and evaluate employees; recommend and take disciplinary actions; and perform related duties as assigned.

Community Services Division:

Develop, coordinate, maintain and supervise the administration of effective community services programs in the areas of public transportation, senior services, and community recreation; grant writing; draft requests for proposals for vehicles, equipment, and services; ensure the timely and cost effecti ve use of resources; develop, maintain, supervise, and administer community service programs and budgets; develop and coordinate the implementation of policies, rules and practices for carrying out program duties and seeking appropriate authorization for policy and rule changes when required; present reports and policy changes to City Council; represent the City on interagency boards and committees; perform research; maintain records; maintain awareness and education on state -of-the-art developments in comm unity services issues; administer contracts for services; supervise, train, and evaluate employees; recommend and implement disciplinary actions; attend meetings, conferences and seminars; and perform related duties as assigned.

TYPICAL QUALIFICATIONS

LICENSE REQUIRED
• Possession of a valid appropriate California Driver's License and a good driving record.

EDUCATION AND EXPERIENCE
Education:
• A Bachelor’s Degree from an accredited college or university with a major in Business, Human Resources, Public Administration, Recreation, Public Transportation, or a closely related field.

 A Masters degree is desirable.

Experience:
• Five (5) years of professional -level experience in one or more of the primary areas of responsibility (i.e., personnel, risk management, public transit, senior services, community recreation) with at least two (2) years of supervisory experience.

QUALIFICATIONS

For Personnel/Risk Management Division; Knowledge of:
 Principles and practices of public personnel administration, including methods and techniques used in recruitment and selection, classification, salary administration, training and safety, and benefits design and administration. 314
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 Principles and practices o f public risk management including administration of self - insured programs, workers’ compensation, public property an liability, and safety and loss control.
 Applicable Federal, State, and local laws, regulations, ordinances and policies.  Principles and practices of organization, administration, budget and management.  Applicable employer-employee relations’ laws, methods and practices.

For Community Services Division; Knowledge of:
 Public transit systems, planning, regulations, funding sources, and operations.  Senior citizen programs and aging issues.
 Public recreation programs and operations.
 Modern management practices.
 Employee development / training methods.
 Grant writing / application processes.
 Applicable Federal, State, and local laws, regulations, ordinances and policies.  Principles and practices of organization, administration, budget and management.  Appropriate safety practices and procedures.

Ability to:

 Plan, organize and implement comprehensive city-wide programs.  Negotiate service contracts and memoranda of understanding.  Exercise independent judgement in the solution of personnel problems.  Understand, interpret, and apply personnel rules and regulations.  Read, understand, interpret, and apply laws, rules, and regulations to specific situations;
 Plan, schedule, make work assignments, set priorities, develop goals, train, evaluate, select and conduct discipline of subordinates;
 Perform advanced research and develop sound recommendations;  Develop and administer budgets;
 Communicate clearly and concisely, orally and in writing;  Exercise independent judgement in the solution of challenges;  Establish and maintain effective working relationships with officials, em ployees, organizations, and the general public.
 Operate a vehicle observing legal and defensive diving practices.

PHYSICAL DEMANDS AND WORKING CONDITIONS

 Incumbent is required to attend periodic evening meetings;  Incumbent is required to travel within and out of the city to attend meetings;  The work is primarily sedentary.

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ATTACHMENT B
City of Clovis
Transit Manager
$9,994 - $12,149

DEFINITION
Under administrative direction, plan, organize, manage, and direct the activities of the City’s Transit Section; coordinate planning, budgeting, procurement, and contract management activities related to public transportation and the City ‘s transit system ; and perform related work as required.

CLASS CHARACTERISTICS
Under the direction of the Deputy General Services Director, this single position class is responsible for the management of the City’s public transit operation. This incumbent acts with a high degree of independence of action in the assigned area of responsibility to attain objectives ac cording to policy guidelines. Methods and procedures are expected to be developed to resolve problems encountered. Except where a deviation in policy is involved, most work is not reviewed; the review is directed towards final outcome and results. Work hours vary and include being subject to 24 -hour emergency callback working holidays and weekends.

EXAMPLES OF DUTIES
Duties may include, but are not limited to, the following: develop, coordinate, maintain and supervise the administration of effective public transportation; ensure the timely and cost effective use of resources; develop, maintain, supervise, and administer transit programs and budgets; administer agreements with contractors and others for the provisions of services and capital acquisitions; de velop and coordinate the implementation of policies, rules and practices for carrying out program duties and seeking appropriate authorization for policy and rule changes when required; perform research, maintain records; maintain awareness and education o n state-of-the-art developments in transit; supervise, train, and evaluate employees; recommend and implement disciplinary actions; prepare staff reports and present to City Council, respond to emergency situations as required including those occurring after normal working hours; and perform related work as required.

TYPICAL QUALIFICATIONS

LICENSE REQUIRED
 Possession of a valid Class C California Driver’s License and a good driving record.

EDUCATION AND EXPERIENCE
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education:
 A Bachelor’s Degree from an accredited college or university with major coursework related to public administration, business administration, transportation, or related field.  A master’s degree is desirable.

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And

 Five (5) years progressively responsible professional work experience and at least three (3) years of supervisory experience. No more than two years of education may be substituted by additional related experience.

QUALIFICATIONS
Knowledge of:
 Public transit systems, planning, and operations.
 Modern management practices.
 Employee development and training.
 Audits and inspections.
 FTA funding reporting and requirements.
 Thorough knowledge of transit route strategies.
 Development and monitoring of a budget.
 Safe work practices of public transit operations.
 Applicable Federal, State, and local laws, regulations, ordinances, and policies.  Principles and practices of organization, administration, budgeting, and management.  Appropriate safety practices and procedures.

Ability to:
 Plan, organize, and implement public transit operations including vehicles and personnel.
 Manage, plan, assign, and evaluate the work of assigned staff.  Perform advanced research and develop sound recommendations.  Develop and administer budgets.
 Maintain and prepare clear, concise, and accurate reports.  Communicate effectively orally and in writing.
 Conduct investigations.
 Exercise independent judgment in the solution of challenges.  Establish record-keeping systems.
 Understand and carry out oral and written instructions.  Establish and maintain effective relationships with officials, employees, organizations, and those contacted in the course of work.

PHYSICAL DEMANDS AND WORKING CONDITIONS
Work is primarily sedentary with occasional lifting, pulling, and/or pushing of ob jects weighing up to 25 pounds, and infrequent lifting, pulling and/or pushing of objects weighing up to 50 pounds.

Incumbent will be required to attend periodic evening meetings. Incumbent is required to travel within and outside of the City to attend meetings, conferences, etc.

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ATTACHMENT C
City of Clovis

TRANSIT SUPERVISOR

DEFINITION
Under general direction, plan s, organize s and direct s the activities of the City’s Transit Section and performs related work as required.

CLASS CHARACTERISTICS
The Transit Supervisor classification is a management level classification that oversees the day-to-day operation of the City’s transit systems, manages transit contracts with vendors and serves as a liaison between other City departments a nd various outside agencies.

Reporting to the General ServicesTransit Manager, incumbents are is expected to resolve most problems confronted through the application of judgment and precedent, referring to the supervisor only those which involve the establishment of new procedures or which involve solutions which are inconsistent with departmental pro cedures. Incumbents in this classification are is exempt from overtime requirements of the Fair Labor Standards Act.

EXAMPLES OF DUTIES
Plans, organizes and directs the activities of public transit systems; supervises a staff of bus drivers, trainers, di spatchers and clerical personnel; evaluates the performance of subordinates; completes performance reviews and disciplinary actions of staff as needed; manages and adjusts schedules for staff and public transit systems; analyzes and plans transit operation s; recommends and implements modification or elimination of schedules and routes; markets and promotes the use and expansion of the transit system through meetings with community groups, the general public and through the media; responds to inquiries, complaints and correspondence from customers and the public; performsprepares staff reports, route analysis and studies related to transit operations; coordinates/conducts transit investigations; monitors fare box recovery and reconciliation; assists in the preparation of the section budgets and monitors budgets throughout the fiscal year; prepares annual reports assists with reporting as required by local, state and federal authorities; supervises transit safety and training programs and coordinates driver ph ysical exams as needed; coordinates maintenance and installation of bus stops; responds to passenger accidents or incidents requiring intervention; administers transit contracts with contract vendors; assists the General Services Manager with various community programs and services provided by the Community Services Division City; and performs related work as required.

TYPICAL QUALIFICATIONS

LICENSE REQUIRED
Possession of a valid Class C California Driver’s License with a good driving record. May be required to obtain a Class B California Drivers License with passenger endorsement.

EDUCATION AND EXPERIENCE
A combination of education and experience is required.

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Education:

A Bachelor’s Degree from an accredited college or university with a major in Graduation from an accredited college or university with a BA/BS Degree in Business Administration, Public Administration, or related field;

AND

Experience:

Three (3) years of increasingly responsible experience, two (2) years of which shall have been in a lead or supervisory capacity.

QUALIFICATIONS
Knowledge of:
 Basic State and federal requirements for public transit systems;  Administration and operation of public transportation systems and related safety procedures, ordinances, regulations and traffic laws;
 Modern business management principles and practices;
 Government funding sources as well as general budget principles and practices;  Computerized logisticstransit systems and record keeping;  Current personnel management practices and regulations.

Ability to:
 Direct, supervise and evaluate transit personnel and activities;  Supervise drivers in operating buses and bus schedules;  Plan, implement and maintain a comprehensive employee training and development program;
 Maintain good labor relations with employees and manage labor related issues;  Resolve minor grievances and disciplinary actions;
 Investigate and resolve customer complaints courteously and in a timely manner;  Express ideas effectively in oral and written form;
 Establish and maintain effective working relationships with others;  Respond in an emergency and provide transit services as needed;  Provide instruction on computer use and program management;  Develop and maintain a budget.

SUPPLEMENTAL INFORMATION

PHYSICAL DEMANDS AND WORKING CONDITIONS
Work is primarily sedentary with occasional lifting, pulling, and/or pushing of objects weighing up to 25 pounds, and infrequent lifting, pulling and/or pushing of objects weighing up to 50 pounds.

Incumbent will be requi red to attend periodic evening meetings. Incumbent is required to travel within and outside of the City to attend meetings, conferences, etc.

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TO: Mayor and City Council
FROM: General Services Department
DATE: June 19, 2023
SUBJECT: General Services - Approval – Res. 23-___, Amending the City’s FY 23- 24 Classification and Compensation Plans to Adopt a Senior Management Analyst Classification with a FY 2023-24 Salary Range of $8,517 to $1 0,353 per month and Authorizing Amendments to the Management Analyst Classification.

ATTACHMENTS: 1. Res. 23-____, Classification adoption and revisions

RECOMMENDATION
For the City Council to approve a resolution amending the City’s FY 23 -24 Classification and Compensation Plans to adopt a Senior Management Analyst Classification with a FY 2023-24 salary range of $8, 517 to $10,353, and au thorizing amendments to the existing Management Analyst Classification.

EXECUTIVE SUMMARY
Executive Management has expressed a need to add a Senior Management Analyst classification. The proposed classification will be responsible for the supervision and operation of the administrative functions in the assigned department. It is also beneficial to update the Management Analyst Classification and revise the duties section. Modification of the City’s Classification and Compensation plans require the City Council’s approval.

BACKGROUND
Executive Management has a need to add a Senior Management Analyst classification. The incumbent will be responsible for providing direct supervision over assigned professional, technical, and office support staff. This position would also perform complex work including budgetary assignments, projects, and program development in the designated department. With the growth of the City, it is necessary to add this classification and update the Classification and 320
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Compensation Plans. This new classification will be assigned to the Management Group for employee benefits. The recommended salary range is equivalent to the FY 2023-24 supervisor classification salary range of $8,517 to $10,353 per month.

A recent analysis of the Management Analyst classification identified a need for minor revisions and updates to the classification. The experience section will no longer include supervision as a required duty. This revision will assist with any recruitments that may occur in the future.

FISCAL IMPACT
When Executive Management determines the need to add Senior Management Analyst position(s) at some point in FY 23-24, Council approval of the change to the Position Allocation Plan will be required and fiscal impact analyzed at that time. There is n o fiscal impact for revisions to the Management Analyst classification.

REASON FOR RECOMMENDATION
Addition of the Senior Management Analyst classification is necessary to meet the needs of the Executive Management staff. It was also determined that the Management Analyst classification requires updating. The recommended changes to the City’s Classification, and Compensation Plans require Council approval.

ACTIONS FOLLOWING APPROVAL
Personnel staff will add the new Senior Management Analyst classification and amend the existing Management Analyst classification to the City’s Classification and Compensation Plan.

Prepared by: Lori Shively, Personnel/ Risk Manager

Reviewed by: City Manager AH

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ATTACHMENT 1
RESOLUTION 23-___

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVIS APPROVING AMENDMENTS TO THE CITY’S CLASSIFICATION AND COMPENSATION PLANS BY

ADOPTING A SENIOR MANAGEMENT ANALYST CLASSIFICATION AND

REVISING THE MANAGEMENT ANALYST CLASSIFICATION

WHEREAS, it has been determined that the City has a need for a Senior Management Analyst classification to provide the necessary support to the staffing needs of Executive Staff; and

WHEREAS, it has been determined that it is necessary to update the Management Analyst classification to support the needs of Executive Staff; and

WHEREAS, it has been determined that the appropriate salary range for the Senior Management Analyst classification is $8,517 to $10,353 per month; and

WHEREAS, it has been determined that it is appropriate to assign the Senior Management Analyst classification to the Management Group for employee benefits.

NOW THEREFORE, BE IT RESOLVED , that the City of Clovis will modify the City’s Classification and Compensation Plans for FY 23 -24 to include the Senior Management Analyst classification (Attachment A) with a monthly salary range of $8,517 to $10,353 and will revise the Management Analyst Classification (Attachment B.)

* * * * *

The foregoing Resolution was introduced and adopted at a regular meeting of the City Council of the City of Clovis held on June 19, 2023, by the following vote to wit:

AYES:

NOES:

ABSENT:

ABSTAIN:

Dated: June 19, 2023

___________________________ __________________________ Mayor City Clerk

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ATTACHMENT A
City of Clovis
Senior Management Analyst

SALARY RANGE
$8,517 - $10,353 Monthly Salary

DEFINITION
Under the department head’s direction, perform a variety of highly complex assignments involving research, analysis, planning, evaluation, program coordination and administrative duties. Supervise, assign, and evaluate the work of all assigned staff and performs related work as assigned.

CLASS CHARACTERISTICS
Incumbents work independently receiving direction as to the goals of the organization, typically reporting to a department head or assistant and may provide assistance and input on policy development. Incumbents also serve as a subject expert in a particul ar area and are held accountable for complete proficiency in using the tools of a highly complex management analysis activity. Projects at this level typically have City-wide or departmental impact. Typical assignment areas include but are not limited to budgeting, management and organization, workflow and staffing development, program evaluation, policy and procedure development, management information analysis, contract management, classification, and recruitment, and needs analysis and feasibility studie s. The Senior Management Analyst shall provide direct supervision over assigned professional, technical, and office support staff.

EXAMPLES OF DUTIES:

Conduct complex policy, systems and analytical studies on departmental, procedures, budgetary requirements, human resources management and other related management functions; perform cost studies, gather data and analyzes information, and prepare reports outlining methodology, analysis recommendations related to administrativ e, fiscal, organizational, human resources and management issues; interview and consult with departmental officials and employees, representatives from other organizations and groups, and the general public to give and/or secure necessary information; anal yze practices and procedures and make recommendations for organizational, operational, policy, and procedural improvements; conduct needs analysis, feasibility studies, and evaluations for assigned projects and programs; develop, summarize, and maintain ad ministrative and fiscal records; develop and analyze quantitative data for management control and evaluation purposes; prepare, recommend and present a variety of budgetary, informational and statistical reports on a broad spectrum of specialized administr ative and program related problems, through written, graphic, and oral presentations; make verbal presentations of study findings/recommendations to department and City management and City Council as the assignment requires; serve as the subject expert on a departmental or City-wide basis in the area of assignment, and is accountable for proficiency in using the tools of a highly complex management analysis activity; negotiate and monitor contracts; ensure compliance with contract provisions; coordinate wit h service providers in the delivery of contract requirements; prepare and participate in RFP process, council reports, program documentation, policies, procedures and other written materials; manage projects and may conduct studies requiring inter -departmental coordination; use a variety of information applications and databases to collect, analyze and prepare reports; shall provide direct 323
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supervision to subordinate staff by directing the work activities; prioritizing and coordinating work assignments; reviewing work for accuracy; recommending improvements in workflow and procedures; participate in selection, training, motivating, and evaluat ion of assigned staff; provide or coordinate staff training; work with employees to correct deficiencies; and perform other related duties as required.

QUALIFICATIONS:

LICENSE REQUIRED
Possession of a valid and appropriate California Driver’s License and a good driving record.

Education:

Graduation from an accredited college or university with a Bachelor’s Degree in Public Administration, Human Resources Management, Risk Management, Business Administration, Economics, or a closely related field.

AND

Experience:

Five (5) years of progressively responsible administrative experience, and two (2) years of management experience, preferably in municipal government.

Knowledge of:
 Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies and procedures;  Methods of research and report preparation, writing and presentation;  Contracts and negotiation skills;
 Project management and reporting requirements;
 Staff analysis methods, statistical methods applicable to management analysis;  Management problem solving methods;
 Basic local governmental functions and organization;
 Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures;  Effective communication and interviewing techniques at all organizational levels of the City or other public or private agencies required for gathering, evaluating, and transmitting information;
 English usage, grammar, spelling, vocabulary, and punctuation;  Federal, State, and local laws and regulations relating to assigned areas of responsibility.  Modern office practices, methods, and computer equipment and applications related to the work.

Ability to:
 Formulate, gath er, interpret, analyze, evaluate and present a variety of financial, informational, and statistical data;
 Reason logically and creatively and utilize a variety of analytical techniques to resolve complex and specialized managerial problems;
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 Identify and de fine problem areas and develop and evaluate alternatives to these complex issues;
 Persuade, justify, and project consequences of decisions and/or recommendations;  Negotiate, monitor, and review contracts for compliance;  Prepare and present clear and concise reports;
 Supervise and train staff in work procedures;
 Consult with and advise staff and other interested parties on a wide variety of issues in the subject matter specialization;
 Gain and maintain the confidence and cooperation of those contacted during the course of work especially in sensitive relationships with representatives of departmental and other outside groups;
 Analyze policies and procedures and make recommendations to management;  Utilize computers and advanced computer software to analyze information;  Make recommendations for program and procedural modifications based on financial performance, regulatory and/or legislative changes;
 Establish and maintain effective working relationships with coworkers and the public;  Work independently performing complex analytical assignments and meets deadlines.

SUPPLEMENTAL INFORMATION:

PHYSICAL DEMANDS AND WORKING CONDITIONS
 Work is primarily sedentary and performed in an office environment.  Positions in this classification are designated as confidential under the Meyers-Millas Brown Act and are exempt employees under the Fair Labor Standards Act.  Incumbent is required to attend periodic evening meetings.  Incumbent is required to travel within and out of City to attend meetings.

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City of Clovis
Management Analyst

DEFINITION
Under administrative direction, perform s a variety of professional level assignments and highly complex assignments involving research, analysis, planning, evaluation, program coordination, administrative duties and related work as assigned.

CLASS CHARACTERISTICS
This classification is a journey level professional managerial classification that reports to the City Manager or a division or department head of one of the City’s operating departments.

Incumbents perform their assigned duties with minimum supervision and develop s, plans, organizes, supervises, and implements various city or department wide programs. Positions in this classification have considerable independence in selecting work methods and procedures. Instructions given by the supervisor generally do not provide all of the information to complete the assignment. Incumbent is expected to resolve most problems confronted through the application of judgment and precedent, referring to the supervisor only those situations which involve the establishment of new procedures or which involves solutions which are inconsistent with established procedures or policies.

EXAMPLES OF DUTIES:

Plans and prioritizes projects designated by the division or department head; assist s the department in performing the day -to-day professional administr ative functions of the department in the areas of budget, records management, personnel, labor relations, risk management, training, legal and regulatory issues, employee benefits, workers’ compensation, bid processes, elections, and purchasing; provides or coordinates training in areas of assigned responsibilities; supervises and reviews the work of assigned staff; works with various committees or commissions to administer assigned programs; prepares various reports on operations and activities; assist s in and prepar esing budgets; certif iesy documents; ensure s that the legal requirements for the assigned programs are met; administers federal, state, and local laws and regulations relating to assigned areas of responsibility; write s staff reports, ordinances and resolutions as needed; respond s to inquiries from the public and City staff; assist s in formulating program policies, goals and procedures; assist s in the development of new program elements and program modifications as neces sary to meet stated goals and objectives; conduct s specific and comprehensive analyses of a wide range of municipal policies involving organization, procedures, finance and services; assists in basic office management functions; represents the assigned dep artment to outside agencies and organizations; participate s in outside community and professional groups and committees; and perform other related duties as required.

ATTACHMENT B
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QUALIFICATIONS:

LICENSE REQUIRED
 Possession of a valid and appropriate Ca lifornia Driver’s License and a good driving record.

EDUCATION AND EXPERIENCE
A combination of education and experience is required.

Education:

AND

Experience:

Five (5) years of progressively responsible administrative experience, preferably in municipal government.

Knowledge of:
 Basic principles and practices of administrative procedures and public administration including organization, staff supervision, workflow, data collection and analysis;  Basic statistics and graphic presentation;
 Spreadsheet, data base, word processing, and prese ntation computer software at an advanced level;
 Basic research, analytical, and statistical methods and techniques;  State and local government organization and operation;  Research methods and techniques;
 Report creation and presentation using computer software; and  Federal, State, and local laws and regulations relating to assigned areas of responsibility.

Ability to:
 Prepare clear, complete and concise reports;
 Make clear and concise oral presentations;
 Provide direction to professional and support staff;
 Gather and analyze factual data and summarize findings.  Interpret and apply laws, rules, and regulations.
 Establish and maintain effective working relationships with department officials and employees.
 Perform administrative detail work.
 Establish and maintain effective working relationships with coworkers and the public. 327
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SUPPLEMENTAL INFORMATION:

PHYSICAL DEMANDS AND WORKING CONDITIONS
 Work is primarily sedentary and performed in an office environment.  Positions in this classification are design ated as confidential under the Meyers -Millas Brown Act and are exempt employees under the Fair Labor Standards Act.  Incumbent is required to attend periodic evening meetings.  Incumbent is required to travel within and out of City to attend meetings.

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TO: Mayor and City Council
FROM: General Services Department
DATE: June 19, 2023
SUBJECT: General Services - Approval – Res. 23-___, Authorizing Amendments to the City’s Classification and Compensation Plans to Adopt the Senior Personnel Technician Classification with a Salary Range of $7,002 to $8,511 per month.

ATTACHMENTS: 1. Res. 23-____ Classification and Compensation Plans

RECOMMENDATION
For City Council to approve a resolution authorizing amendments to the City’s Classification and Compensation Plans by adopting the Senior Personnel Technician classification with a salary range of $7,002 to $8,511 per month.

EXECUTIVE SUMMARY
The General Services Department has a need to add a flex Senior Personnel Technician classification. Th is proposed classification will be responsible for advanced journey level personnel job functions. Adequate funds were included in the adopted FY 23-24 General Services Department budget for the new classification and the flex option added to the position allocation plan. Modification of the City’s Classification and Compensation Plans require City Council’s approval.

BACKGROUND
Growth of the City and increased California regulations related to personnel matters necessitate the addition of a flex Senior Personnel technician classification within the General Services Department. The new classification will be responsible for advanced level technical Personnel work establishing recruitment plans, administering new hire backgrounds, and various compliance reporting responsibilities that are required by State, Federal, and local regulations.

This classification will be responsible for tracking and administering the Federal Department of 329
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Transportation requirements for the commercial drivers in the City. The incumbent s will also perform some advanced payroll functions. The department will be converting three (3) Personnel Technicians to three (3) Senior Personnel Technician positions. These positions were approved in the FY 23-24 budget.

The newly revised Senior Personnel Technician classification will now allow the current employees who meet the minimum job requirements to flex and promote into the higher-level classification, The requirements for flexing into the Senior Personnel Technician classification are noted on the job classification (Attachment A).

It is recommended that the new classification be assigned to the management group. The incumbents currently receive the management group benefits.

FISCAL IMPACT
The fiscal impact of salary and benefits for converting the current incumbents to the senior level position will be approximately an additional $12,000 for FY 23-24. There are adequate funds in the General Services Department budget to cover the costs of these positions for this fiscal year.

REASON FOR RECOMMENDATION
The recommended changes to the City’s Classification and Compensation Plans better suit the staffing needs of the General Services Department. Modification of the City’s Classification and Compensation Plans require City Council’s approval.

ACTIONS FOLLOWING APPROVAL
The City’s Classification and Compensation Plans will be amended as specified above. Three (3) Personnel Technicians will be reclassified to the Senior Personnel Technician classification.

Prepared by: Lori Shively, Personnel/Risk Manager

Reviewed by: City Manager AH

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RESOLUTION 23-

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVIS APPROVING AMENDMENTS TO THE CITY’S CLASSIFICATION AND COMPENSATION PLANS BY

ADOPTING A SENIOR PERSONNEL TECHNICIAN CLASSIFICATION IN THE

GENERAL SERVICES DEPARTMENT

WHEREAS, it has been determined that the City has a need for a Senior Personnel Technician classification to provide the necessary support to the General Services Department; and

WHEREAS, it has been determined that the appropriate salary range for the Senior Personnel Technician classification is $7,002 to $8,511 per month; and

WHEREAS, it has been determined that it is appropriate to assign the Senior Personnel Technician classification to the Management Group for benefits.

NOW THEREFORE, BE IT RESOLVED , that the City of Clovis will modify the City’s Classification and Compensation Plans to include the Senior Personnel Technician classification (Attachment A) with a monthly salary range of $7,002 to $8,511.

* * * * *

The foregoing Resolution was introduced and adopted at a regular meeting of the City Council of the City of Clovis held on June 19, 2023, by the following vote to wit:

AYES:

NOES:

ABSENT:

ABSTAIN:

Dated: June 19, 2023

___________________________ __________________________ Mayor City Clerk

ATTACHMENT 1

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CITY OF CLOVIS

SENIOR PERSONNEL TECHNICIAN
$7,002 to $8,511

DEFINITION
Under general supervision perform advanced technical and administrative personnel work in a variety of personnel program areas; follows established reporting and record keeping procedures; and performs related work as required.

CLASS CHARACTERISTICS
The Senior Personnel Technician will perform p rofessional journey level personnel job functions. Incumbents perform complex technical and confidential functions for a variety of personnel related activities. Incumbents perform work which has some variation and allows or requires a moderate range of choice in the application of defined methods or procedures; receive minimal instructions when tasks are assigned and have some latitude in selecting work methods. Work is periodically reviewed upon completion for final results. Incumbents are expected to refer to the supervisor for instruction matters which do not fit a clear pattern.

Positions in this class are designated as confidential under the Meyers-Milias-Brown Act and designated as exempt under the Fair Labor Standards Act.

EXAMPLES OF DUTIES
Coordinate and implement personnel recruitment plans; prepare an d distribute job announcements; place advertising in appropriate media; attend and coordinate job fairs; review and evaluate employment applications; maintain recruitment database and applicant statistics; receive and process online employment applications; prepare and transmit notices to employment candidates; maintain recruitment files; assist in development and evaluation of selection instruments; proctor written, oral and/or performance examination components; compile examination results and prepare the eligibility list; respond to inquiries regarding the recruitment and selection process; prepare and distribute quarterly performance evaluation report; prepare demographic, census, and other periodic reports; provide information regarding employee benefits and City personnel rules, regulations and procedures; create and revise class specifications; participate in and respond to salary and benefit surveys, analyze data and make recommendations; process exception basis payroll transactions such as back pay, workers’ compensation and State Disability Insurance adjustments; process leave donations; prepare and transmit salary adjustment forms to affected employees; assist with training and other related programs; tracking city -wide training; process State Disability Insurance claims; coordinate health insurance open enrollment and enroll employees in various benefit programs; explain benefits programs, and assist in resolving benefit problems; administer COBRA insurance continuation and Retiree Health programs; reconcile vendors bills with eligibility reports and process for payment; serve on committee(s); prepare FMLA/CFRA, PDL leave notices; track state and federal leaves; assist the Personnel Commission; assist in the preparation of Council Reports: collect an d prepare information in support of the labor negotiation process; take notes in labor negotiations and for personnel matters; plan and coordinate City -wide events responsible for administering DOT compliance for pre -employment and bi -annual limited query’s, pull notice compliance, and a variety of responsibilities related to DOT compliance; maintaining and completing city OSHA logs; operate a variety of office equipment; conduct new hire on- boarding and perform related work as required.

ATTACHMENT A
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TYPICAL QUALIFICATIONS

LICENSE REQUIRED
 Possession of a valid Class C California Driver’s License and a good driving record.

EDUCATION AND EXPERIENCE
Education:
 Graduation from an accredited college or university with a Bachelor’s Degree in Public Administration, Human Resource Management, Risk Management, Business Administration or closely related field.

AND

Experience:
 Four years of performing complex technical work in personnel/human resources.

 Incumbents in the Personnel Technician classification may be promoted to the Senior Personnel Technician upon the following qualifications:
o Meet the minimum qualifications for the position;
o Successful completion of the probationary period, one (1) year; o Recommendation of the appointing authority;
o A minimum of exceeds standards on the most current performance evaluation.

QUALIFICATIONS
Knowledge of:
 Principles and practices of personnel administration;  Methods used in employee recruitment, testing and selection;  Methods of basic statistics;
 Accurate record-keeping methods;
 Employee benefit programs and regulations;
 Word processing, spreadsheet, presentation, and database software;  Fair Labor Standards Act:
 Methods and techniques for report preparation and writing and  Applicable federal, state laws.

Ability to:
 Coordinate a variety of projects and activities simultaneously;  Establish and maintain record keeping systems;
 Interpret and apply rules, labor agreements and other standards appropriately in a wide variety of circumstances;
 Exercise mature and independent judgment;
 Operate a computer and associated software with accuracy;  Establish and maintain effective relationships with those contacted in the course of work;
 Maintain the confidentiality of privileged information;  Compile, evaluate and analyze data;
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 Develop comprehensive reports on a variety of personnel and organizational issues;  Perform general accounting and mathematical calculations; and  Communicate clearly and concisely both orally and in writing.

SUPPLEMENTAL INFORMATION

PHYSICAL DEMANDS AND WORKING CONDITIONS
 Work is primarily sedentary.
 Incumbent is required to attend periodic evening meetings.  Incumbent is required to travel within and out of City to attend meetings.

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AGENDA ITEM NO. 16.

TO: Mayor and City Council
FROM: Planning and Development Services
DATE: June 19, 2023
SUBJECT: Planning and Development Services - Approval – Res. 23 -___, Final Map Tract 6413, located at the northwest area of Shaw Avenue and Highland Avenue (Bonadelle Neighborhoods, BN6123, LP, a California Limited Partnership).

ATTACHMENTS: 1. Res. 23-___

2. Vicinity Map

3. Final Map Copy

RECOMMENDATION
For the City Council to approve Res. 23-___, which will:

1. Accept the offer of dedication of parcels and public utility easements within Tract 6413; and

2. Authorize the recording of the final map.

EXECUTIVE SUMMARY
The owner, Bonadelle Neighborhoods, BN6123, LP, a California Limited Partnership, acting as the subdivider, has submitted a final map. The improvement plans are being processed by C ity staff. The improvements to be installed include curb, gutter, sidewalk, streetlights, fire hydrants, street paving, sanitary sewer, water mains, and landscaping. The subject tract is at the northwest area of Shaw Avenue and Highland Avenue. It contains approximately 8.6 acres and consists of 75 residential units, zoned R-1-MD.

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FISCAL IMPACT
The subdivider will be installing curb, gutter, sidewalk, fire hydrants, street paving, sanitary sewer, water mains, and landscaping, which will be perpetually maintained by the City of Clovis.

For the streetlights, the City will pay for the power and PG&E will provide the maintenance.

REASON FOR RECOMMENDATION
The subdivision agreement has been executed by the subdivider and all development fees paid or deferred in accordance with the Municipa l Code. The agreement provides for the developer to complete a technically correct map and improvement plans, and to complete all the required improvements in compliance with the conditions of approval. The improvements are adequately secured.

ACTIONS FOLLOWING APPROVAL
The final map will be filed with the Fresno County Recorder’s office for recording.

Prepared by: Ruben Amavizca, Engineer II

Reviewed by: City Manager AH

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ATTACHMENT 1
RESOLUTION 23-__

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVIS APPROVING FINAL SUBDIVISION MAP FOR TRACT NO. 6413

WHEREAS, a final map has been presented to the City Council of the City of Clovis for Tract 6413, by The City of Clovis, a Municipal Corporation; and

WHEREAS, improvement security for said final tract has been bifurcated based on one scenario in which temporary storm drainage storage is required on-site and a second scenario in which the permanent storm drainage system to said final tract is constructed and active; and

WHEREAS, said permanent storm drainage system will be separately contracted and secured through the Fresno Metropolitan Flood Control District; and

WHEREAS, said final tract conforms to the requirements of Chapter 2, Part 2, of Division 4 of the Business and Professions Code and to local ordinances.

NOW, THEREFORE, BE IT RESOLVED, by the City of Clovis as follows:

1. The final map of Tract 6413, consisting of four (4) sheets, a copy of which is on file with the City Clerk, be and the same is hereby approved.

2. The subdivision improvement plans for said tract have been approved by City Staff.

3. The preliminary Engineer’s Cost Estimate of development cost of said tract, a copy of which is on file with the City Clerk, be and the same is hereby approved and adopted as the estimated cost of improvements for said subdivision in the sum of $3,151,156.49.

4. The offer and dedication for public use of the parcels and easements specified on said map are accepted by the City of Clovis and the City Clerk is authorized and directed to execute said subdivision map.

5. This Council finds that the proposed subdivision, to gether with the provisions for its design and improvement, are consistent with applicable general and specific plans of the City of Clovis.

6. Improvement Security (Permanent Improvements Including the Temporary Basin) , as provided hereunder and in said Subdivision Agreement, is fixed at one hundred percent (100%) of the remaining improvements to be constructed or the sum of $ 2,399,000.00 for guaranteeing specific performance of said agreement and fifty percent (50%) of the remaining improvements or the sum of $1,200,000.00 for payment of labor and materials furnished by contractors, subcontractors, labormen and materialmen in connection with the improvements required to be made or constructed by said subdivider in conformity with said subdivision map or said agreement. 337
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7. Improvement Security (Permanent Improvements Following Backfill of the Temporary Basin), as provided hereunder and in said Subdivision Agreement, is fixed at one hundred percent (100%) of the remaining improvements to be constructed or the sum of $752,000.00 for guaranteeing specific performance of said agreement and fifty percent (50%) of the remaining improvements or the sum of $ 376,000.00 for payment of labor and materials furnished by contractors, subcontractors, labormen and materialmen in connection with the improvements required to be made or constructed by said subdivider in conformity with said subdivision map or said agreement.

8. Subdivider shall furnish a bond in the sum of $239,900.00 being the amount determined by the City Council of the City as necessary for the guarantee and warranty of the work (Permanent Improvements Including the Temporary Basin) for a period of one year following the completion and acceptance of the tract against any defective work or labor done, or defective materi als furnished. Said bond is required to be furnished prior to acceptance of the tract by the City Council.

9. Subdivider shall furnish a bond in the sum of $75,200.00 being the amount determined by the City Council of the City as necessary for the guarantee and warranty of the work (Permanent Improvements Following Backfill of the Temporary Basin) for a period of one year following the completion and acceptance of the tract against any defective work or labor done, or defective materials furnished. Said bond i s required to be furnished prior to acceptance of the tract by the City Council.

* * * * *

The foregoing resolution was introduced and adopted at a regular meeting of the City Council of the City of Clovis held on June 19, 2023, by the following vote, to wit.

AYES:

NOES:

ABSENT:

ABSTAIN:

DATED: June 19, 2023

______________________________ ______________________________ Mayor City Clerk
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Attachment 2
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Attachment 3
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TO: Mayor and City Council
FROM: Planning and Development Services
DATE: June 19, 2023
SUBJECT: Planning and Development Services - Approval – Res. 23 -___, Annexation of Proposed Tract 6 413, located at the northwest area of Shaw Avenue and Highland Avenue to the Landscape Maintenance District No. 1 of the City of Clovis ( Bonadelle Neighborhoods, BN6123, LP, a California Limited Partnership).

ATTACHMENTS: 1. Res. 23-___

RECOMMENDATION
For the City Council to approve Res. 23-___, which will annex proposed Tract 6 413, located at the northwest area of Shaw Avenue and Highland Avenue to the Landscape Maintenance District (LMD) No. 1 of the City of Clovis.

EXECUTIVE SUMMARY
The owner, BN6123, LP, a California Limited Partnership , acting as the subdivider, has requested to be annexed to the LMD No. 1 of the City of Clovis as set forth by the Conditions of Approval for Tract 6413.

BACKGROUND
Bonadelle Neighborhoods, BN6123, LP, a California Limited Partnership, the developer of Tract 6413, has executed a covenant that this development be annexed to the City of Clovis, LMD No.

1. An executed copy can be provided on request. Council formed the original District on July 15, 1985, for the purpose of funding the maintenance of landscaped areas and parks.

Under the provisions of the Landscaping and Lighting Act of 1972 and in accordance with Article XIII C and Article XIII D of Proposition 218, all the owners of property proposed for annexation 344
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have provided a written request and consent to annexation and have executed a covenant (petition) indicating acceptance of the annual assessment.

FISCAL IMPACT

Tract 6413 Year to Date

LMD Landscaping added: 0.113 acres 12.613 acres

Resource needs added: 0.011 persons 1.262 persons

The resource needs estimate is based on 1 person per 10 acres of landscaped area.

REASON FOR RECOMMENDATION
The property owners for the subject tract have requested annexation into the City of Clovis LMD No. 1.

ACTIONS FOLLOWING APPROVAL
Tract 6413 shall become a part of City of Clovis LMD No. 1 and will be assessed next year for maintenance costs.

Prepared by: Ruben Amavizca, Engineer II

Reviewed by: City Manager AH

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Attachment 1
RESOLUTION 23-__

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVIS APPROVING ANNEXATION TO LANDSCAPING MAINTENANCE DISTRICT NO. 1 OF THE CITY OF CLOVIS

WHEREAS, City of Clovis Landscape Maintenance District No. 1 ("District") was formed by Resolution No. 85-78, adopted July 15, 1985, pursuant to Part 2 of Division 15 of the Streets and Highways Code (Landscape and Lighting Act of 1972), herein the "Act"; and

WHEREAS, all of the owners of property proposed to be annexed to the District consisting of proposed Tract No. 6413, as described in Attachment A attached hereto and incorporated herein by reference, have consented to said annexation and such annexation may be ordered without notice and hearing or filing of engineer's report, or both.

NOW, THEREFORE, BE IT RESOLVED, by the City of Clovis as follows:

1. That the public interest and convenience require that certain property described in Attachment A attached hereto and by reference incorporated herein be annexed into Landscape Maintenance District No. 1 of the City of Clovis for the maintenance and servicing of landscaping facilities.

2. The City Clerk shall receive and file the maps showing the boundaries of the areas annexed as set forth in Attachment A which boundaries shall be used for assessment proceedings until and unless a change of organization is approved pursuant to the Act.

* * * * *

The foregoing resolution was introduced and adopted at a regular meeting of the City Council of the City of Clovis held on June 19, 2023, by the following vote, to wit.

AYES:

NOES:

ABSENT:

ABSTAIN:

DATED: June 19, 2023

______________________________ ______________________________ Mayor City Clerk

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AGENDA ITEM NO. 18.

ATTACHMENT A

Legal Description

LOTS 1 THROUGH 75, INCLUSIVE, OF TRACT MAP 6413 , RECORDED IN VOLUME ______, PAGES _____ THROUGH _____ OF TRACT MAPS, FRESNO COUNTY RECORDS.

347
AGENDA ITEM NO. 18.

TO: Mayor and City Council
FROM: Planning and Development Services
DATE: June 19, 2023
SUBJECT: Planning and Development Services – Approval – Bid Award for CIP 19- 19, Armstrong Avenue Street Improvements; and authorize the City Manager to execute the contract on behalf of the City with Dave Christian Construction Company in the amount of $691,478.00.

ATTACHMENTS: 1. Vicinity Map

RECOMMENDATION

1. For the City Council to award a contract for CIP 19 -19, Armstrong Avenue Street Improvements – to Dave Christian Construction Company, in the amount of $691,478.00; and

2. For the City Council to authorize the City Manager to execute the contract on behalf of the City.

EXECUTIVE SUMMARY
Staff is recommending that City Council authorize the City Manager to award and execute the contract to Dave Christian Construction Company, who was the lowest responsible bidder from a bid opening that took place on June 6, 2023.

This p roject consists of street improvements on Armstrong Avenue from Sierra Avenue to Tollhouse Road, approximately ±0.45 mile. Construction shall include full street reconstruction, grinding, asphalt concrete paving, ADA concrete improvements, adjustment of ex isting manholes, water valves, utility boxes, and vaults to finish grade, installation of traffic markings and signs to current MUTCD standards.

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AGENDA ITEM NO. 19.

BACKGROUND
The following is a summary of the bids received on June 6, 2023:

BIDDERS BASE BID

Dave Christian Construction Co. $691,478.00
Emmett Valley Construction, Inc. $729,581.00
Avison Construction, Inc. $802,874.00
Emmett’s Excavation, Inc. $812,125.00
American Paving Co. $865,523.20
Jim Crawford Construction. Co., Inc. $891,709.56

ENGINEER’S ESTIMATE $774,894.00

All bids were examined, and the bidder’s submittals were found to be in order. Dave Christian Construction Company is the lowest responsible bidder. Staff has validated the lowest bidder contractor’s license status, bid bond and completeness of grant funding paperwork.

FISCAL IMPACT
This project was budgeted in the 2022 -2023 Community Investment Program. The project is supported by Surface Transportation Block Grant Program (STBG) through the City Community Investment Program.

REASON FOR RECOMMENDATION
Dave Christian Construction Company is the lowest responsible bidder. There are sufficient funds available for the anticipated cost of this project.

ACTIONS FOLLOWING APPROVAL

1. The contract will be prepared and executed, subject to the Co ntractor providing performance security that is satisfactory to the City.

2. Construction shall begin approximately two (2) weeks after contract execution and be completed in thirty-five (35) working days thereafter.

Prepared by: Nate Stava, Project Civil Engineer

Reviewed by: City Manager AH
349
AGENDA ITEM NO. 19.

Attachment 1
350
AGENDA ITEM NO. 19.

TO: Mayor and City Council
FROM: Planning and Development Services Department
DATE: June 19, 2023
SUBJECT: Planning and Development Services – Approval – Final Acceptance for CIP 17-06 Old Town Clovis Streetscape 2021.

ATTACHMENTS: 1. Vicinity Map

RECOMMENDATION
For the City Council to accept the work performed as complete and to authorize the recording of the Notice of Completion.

EXECUTIVE SUMMARY
The project consisted of the construction of the following improvements at 3 locations in Old Town Clovis:

• Site 'A' Clovis Avenue - from Rodeo Drive to 5th Street: work included construction of new curb, gutter and sidewalk (stamped/standard), trees an d tree wells, irrigation system, asphalt pavement plug, new drive approaches and street lighting.

• Site 'B' Woodworth Avenue - from Bullard Avenue to 5th Street: work included construction of new curb, gutter, and sidewalk (stamped/standard), new asphal t concrete pavement plug, new drive approach, curb ramp and minor striping.

• Site 'C' Pollasky Avenue - from 5th Street to 4th Street: work included construction of new tree wells, transfer of existing trees from pots to tree wells, removal of existing concrete, planter pots, minor irrigation, paver removal and re -installation and new tree installation.

351
AGENDA ITEM NO. 20.

BACKGROUND
Bids were received on March 22, 2022, and the project was awarded by the City Council to the low bidder, American Paving Co. on April 4, 202 2. The project was completed in accordance with the construction documents and the contractor has submitted a request for acceptance of the project.

FISCAL IMPACT

1. Award $423,499.30

2. Cost increases/decreases resulting from differences $4,612.20 between estimated quantities used for award and
actual quantities installed.

3. Contract Change Orders $11,553.94

4. Liquidated Damages $0.00

___________
Final Contract Cost $ 439,665.44

This project was approved in the Community Investment Program 2021-22 fiscal year budget.

Sites A & B are funded by the Streets Fund and Site C is funded by the General Fund through the City Community Investment Program.

REASON FOR RECOMMENDATION
The Public Utilities Department, the City Engineer, the Engineering I nspector, and the Project Engineer agree that the work performed by the contractor is in accordance with the project plans and specifications and has been deemed acceptable. The contractor, American Paving Co. requested final acceptance from the City Council.

ACTIONS FOLLOWING APPROVAL

1. The Notice of Completion will be recorded; and

2. All remaining retention funds will be released no later than 35 calendar days following recordation of the notice of completion, provided no liens have been filed.

Retention funds may be released within 60 days after the date of completion, provided no liens have been filed, with “completion" defined as the earlier of either (a) beneficial use and occupancy and cessation of labor, or (b) acceptance by the City Counci l per Public Contract Code Section 7107(c)(2).

Prepared by: Karl Lenhof, Engineering Inspector

Reviewed by: City Manager AH

352
AGENDA ITEM NO. 20.

CIP 17-06 Clovis Old Town Streetscape 2021
Attachment 1
353
AGENDA ITEM NO. 20.

ATTACHMENTS: 1. Vicinity Map

CONFLICT OF INTEREST
Councilmember, Vong Mouanoutoua owns property within 1000 feet of subject property and, pursuant to law, must abstain from participation and decision regarding this item.

Councilmembers should consider recusal if a campaign contribution exceeding $250 has been received from the project proponent (developer, applicant, agent, an d/or participants) since January 1, 2023 (Government Code 84308).

RECOMMENDATION
For the City Council to accept the work performed as complete and to authorize the recording of the Notice of Completion.

EXECUTIVE SUMMARY
The project consisted of the rehabilitation of Ashlan Avenue from Locan Avenue to De Wolf Avenue. Rehabilitation. It included grinding two inches of existing asphalt pavement and replacing it with three inches of new asphalt concrete, removal, and replacem ent of partial reconstruction of asphalt-concrete paving in full depth, replacing ADA curb ramps, modifying existing median noses, replacing traffic signal loop detectors, adjusting existing traffic signal boxes, traffic and manholes to grade, and re-striping and signing the road to match the existing on Ashlan Avenue.

BACKGROUND
Bids were received on July 12, 2022, and the project was awarded by the City Council to the low bidder, Dave Christian Construction Co, Inc. on August 1, 2022. The project was com pleted in accordance with the construction documents and the contractor has submitted a request for acceptance of the project.
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AGENDA ITEM NO. 21.

FISCAL IMPACT

1. Award $598,571.00

2. Cost increases/decreases resulting from differences ($3,869.50) between estimated quantities used for award and
actual quantities installed.

3. Contract Change Orders $ 13,533.81

4. Liquidated Damages $0.00

___________
Final Contract Cost $ 608,235.31

This project was budgeted in the 2022 -2023 Community Investment Program. The project is funded by Senate Bill 1 (SB1) funding through the City Community Investment Program.

REASON FOR RECOMMENDATION
The Public Utilities Department, the City Engineer, the Engineering Inspector, and the Project Engineer agree that the work performed by the contractor is in accordance with the project plans and specifications and has been deemed acceptable. The contractor, Dave Christian Construction Co, Inc. requested final acceptance from the City Council.

ACTIONS FOLLOWING APPROVAL

1. The Notice of Completion will be recorded; and

2. All remaining retention funds will be released no later than 35 calendar days following recordation of the notice of completion, provided no liens have been filed.

Prepared by: Karl Lenhof, Engineering Inspector

Reviewed by: City Manager AH

355
AGENDA ITEM NO. 21.

CIP 21-16 ASHLAN AVENUE STREET REHABILITATION
Attachment 1
356
AGENDA ITEM NO. 21.

TO: Mayor and City Council
FROM: Planning and Development Services
DATE: June 19, 2023
SUBJECT: Planning and Development Services – Approval – Consultant List from which Professional Consultants may be selected for Fiscal Year 2023 - 2024.

ATTACHMENTS: 1. Fiscal Year 2023-2024 Consultant Master List

RECOMMENDATION
For the City Council to approve the attached Consultant List for implementing the Community Investment Program to evaluate private development and public works projects for Fiscal Year 2023-2024, effective July 1, 2023.

BACKGROUND
In accordance with Clovis Municipal Code, Section 2-7.08 subsection (c), the City Manager shall annually recommend to the City Council, for approval, a list of qualified professional consultants as selected by the City Engineer. These professional consultants may be utilized to implement the City’s Five-Year Community Investment Program, and evaluate private development projects and public works projects, and perform special studies. The list includes consultants expressing interest in performing work for the City who possess the required qualifications.

FISCAL IMPACT
None.

REASON FOR RECOMMENDATION
The updated attached list includes qualified professional consulting firms who have expressed a desire to be considered for City projects.

357
AGENDA ITEM NO. 22.

ACTIONS FOLLOWING APPROVAL
None.

Prepared by: Tatiana Partain, Management Analyst

Reviewed by: City Manager AH

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AGENDA ITEM NO. 22.

CONSULTANT ADDRESS CITY ZIP
Achievement Engineering Corp. 5070 N 6th St., Suite 188 Fresno 93720 AECOM 1360 E Spruce Ave, Suite 101 Fresno 93720
Aegis Groundwater Consulting, LLC 1177 E Shaw Ave, Suite 101 Fresno 93710 Alan Mok Engineering 7415 N. Palm Ave, Suite 101 Fresno 93711 Alisto Engineering Group 1575 Treat Blvd., Suite 201 Walnut Creek 94598 AMBIENT Air Quality & Noise Consulting 612 12th Street, Suite 201 Paso Robles 93446 Applied Earthwork Inc. 1391 W. Shaw Ave, Suite C Fresno 93711 Area West Environmental 6248 Main Avenue, Suite C Orangevale 95662 Ascent Environmental, Inc. 455 Capitol Mall, Suite 300 Sacramento 95814 Associated Transportation Engineers 100 N. Hope Avenue, Suite 4 Santa Barbara 93110 ATI Architects and Engineers 2510 Douglas Blvd. Roseville 95661 Begur Consulting 6350 Greenfield Drive Gilroy 95020
Berg & Associates 302 W. 5th St. Suite 210 San Pedro 90731 Biggs Cardosa Associates Inc. 5250 N. Palm Ave., Suite 211 Fresno 93704 Black and Veatch 8950 Cal Center Drive, Suite 238 Sacramento 95826 Blackburn Consulting 360 W. Bedford Ave., Suite 101 Fresno 93711 Blair, Church and Flynn 451 Clovis Avenue, Suite 200 Clovis 93612 Boyle Engineering Corporation 1360 E. Spruce Ave. Fresno 93720 Broussard and Associates 389 Clovis Avenue Clovis 93612 Brown & Caldwell 3480 Buskirk Avenue Pleasant Hill 94523 Brown Buntin Associates 406 W School Ave Visalia 93291
Bruce Hale Design 1201 N W Blakely Court Seattle WA 98177 BSA Architects 350 Pacific Avenue, Suite 302 San Francisco 94111 BSK and Associates 567 W. Shaw Avenue, Suite B Fresno 93704 California Associates Labratories LLP 4124 W. Swift Avenue, Suite 107 Fresno 93722 California Utility Consultants 456 Clovis Ave Suite 6 Clovis 93612 Carollo Engineers 7580 N. Ingram Ave, Suite 112 Fresno 93711 CEI Engineering Assoc., Inc. 1044 E. Herndon Ave., Suite 108 Fresno 93720 CH&D Architects 2120 20th Street Sacramento 95818
CITY OF CLOVIS FY 2023-2024 CONSULTANT LIST
ATTACHMENT 1
Attachment 1
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AGENDA ITEM NO. 22.

Cole & Russell Architects, Inc. 600 Vine Street, Suite 202 Cincinnati 45202 Cornerstone Structural Engineering Group 986 W. Alluvial Avenue, Suite 201 Fresno 93704 Cotton/Bridges/Associates 3840 Rosin Court, Suite 130 Sacramento 95834 CSG Consultants 21 Alisal St #108 Salinas 93901
Dale Rutherford Architecture 333 W. Shaw Avenue, Suite 102 Fresno 93704 Danielian Associates Sixty Corporate Park Irvine 92606
Derivi Construction Architecture 924 N. Yosemite Street Stockton 95203 Dewberry Engineers, Inc. 11060 White Rock Road, Suite 200 Rancho Cordova 95670 DeWees Design 58 Plaza Square, Studio A Orange 92866
Dixon & Associates Land Surveying 620 Dewitt Ave Suite 101 Clovis 93612 DKS Associates 1956 Webster Street, Suite 300 Oakland 94612 Don Dommer Associates 1144 65th Street, Suite G Oakland 94608 Donabedian Hannah Architecture 5070 N. Sixth St., Suite 103 Fresno 93710 Douglas "John" Johnson Land Surveying 4444 N. Dickenson Fresno 93704 Electrical Power Systems 4049 N. Fresno Street Fresno 93726 Engineering Designs 5155 N. First Street Fresno 93710
Environmental Science Associates 8950 Cal Center Drive, Suite 300 Sacramento 95826 ESP (Espinosa) Surveying 2598 North Miami Ave Fresno 93727 Fehr & Peers 2990 Lava Ridge Court #200 Roseville 95661 First Carbon Solutions (FCS) 7726 N. First Street, #413 Fresno 93720 Geocon Consultants, Inc. 3160 Gold Valley Drive, Suite 800 Rancho Cordova 95742 Geo-Logic Associates 143 E. Spring Hill Drive Grass Valley 95945 Harbour & Associates 389 Clovis Avenue, Suite 300 Clovis 93612 Harris Construction 5286 E. Home Avenue Fresno 93727
HDR Engineering 2365 Iron Point Road #300 Folsom 95630
Hilliard Architects, Inc. 57 Post Street, Suite 512 San Francisco 94104 HLA Group, Landscape Architects & Planners 1990 Third Street, Suite 500 Sacramento 95814 HydroScience Engineers, Inc. 3353 Bradshaw Road, Suite 218 Sacramento 95827 Infrastructure Engineering Corporation 14271 Danielson Street Poway 92064 Integrated Designs By Somam Inc 6011 N. Fresno Street, Suite 130 Fresno 93710 J. Dorbritz, A.I.A. 800 Frenwood Pacific Topanga 90290
J.D. Walsh, Architecture & Urban Devel. 1945 Belding Dri ve Palm Springs 92262 James Oakes 191 W. Shaw Avenue, Suite 101 Fresno 93704
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AGENDA ITEM NO. 22.

JLB Traffic Engineering Inc 5928 E Kaviland Fresno 93727 Johnson Architecture 942 E. Olive Ave. Fresno 93728
Kenneth D. Schmidt & Associates 600 W. Shaw Avenue, Suite 250 Fresno 93704 Kitchell 2450 Venture Oaks Way, STE 500 Sacramento 95833 Kittelson & Associates 1455 Response Road, Suite 120 Sacramento 95815 Klassen Corporation 2021 Westwind Drive Bakersfield 93301 Kleinfelder 5125 N. Gates Avenue, Suite 102 Fresno 93706 Krazan & Associates 215 W. Dakota Avenue Clovis 93612
Lars Andersen & Associates 4694 W. Jacquelyn, Suite 119 Fresno 93722 Lee & Ro, Inc. 11171 Sun Center Drive, Suite 210 Rancho Cordova 95670 Lore Engineering, Inc. 620 Dewitt Ave Suite 101 Clovis 93612 LSA Associates 2565 Alluvial Ave, Suite 172 Clovis 93611 Mark Thomas & Co Inc 7571 N Remington Ave, Suite 102 Fresno 93711 Marks Bloxom Architects 555 W. Shaw Ave Suite B7 Fresno 93704 McPheeters & Associates 1486 Tollhouse Rd. Clovis 93611 Melton Design Group Inc. 820 Broadway St. Chico 95928
Michael K. Nunley & Associates, Inc 8405 N Fresno St, Suite 120 Fresno 93720 Michael Sutherland & Associates 36691 Avenue 12 Madera 93638 Mid-Valley Engineering 5635 N. Figarden Drive, Suite 107 Fresno 93720 MIG 800 Hearst Avenue Berkeley 94710
Miyamoto International, Inc. 1450 Halyard Drive, Suite One West Sacramento 95691 MKN, Inc. 530 Paulding Circle B Arroyo Grande 93421
Moore Twining Labs, Inc. 2527 Fresno St. Fresno 93721
Morton & Pitalo Inc 75 Iron Point Circle #120 Folsom 95630 MWM Architects, Inc. 2333 Harrison Street Oakland 94612 Nichols Consulting Engineers 1101 Pacific Avenue, Suite 300 Santa Cruz 95060 Nichols Consulting Engineers, Chtd. 8795 Folsom Blvd., Suite 250 Sacramento 95826 Nichols Consulting Engineers, Chtd. 501 Canal Blvd., Suite C Richmond 94804 Ninyo & Moore 675 Hegenberger Road, Suite 220 Oakland 94621 Northstar Engineering Group 909 14th Street Modesto 95354 NV5 1215 West Center Street, Suite 201 Manteca 95337
O’Dell Engineering 1165 Scenic Drive, Suite A Modesto 95350 Paul Halajian Architects 389 Clovis Avenue, Ste. 200 Clovis 93612 361
AGENDA ITEM NO. 22.

Peters Engineering 952 Pollasky Ave. Clovis 93612
PlaceWorks, Inc. 3 MacArthur Place, Suite 1100 Santa Ana 92707 Precision Civil Engineering 1234 O Street Fresno 93722
Provost and Pritchard, Inc. 2505 Alluvial Ave. Clovis 93611 Quad-Knopf Engineering, Inc. 601 E. Pollasky Ave Suite 301 Clovis 93612 R.W. Greenwood and Associates 2558 E. Olive Avenue Fresno 93701 Rincon Consultants Inc 1530 Montery St Suite D San Luis Obispo 93401 RMA GeoScience 3897 N Ann Ave Fresno 93727
Robert Boro & Associates P.O. Box 4734 Fresno 93744
RRM Design Group 210 East F Street Oakdale 95361
RRM Design Group 3765 S. Higuera Street, Suite 102 San Luis Obispo 93401 Safety Network 2310 Larkin Fresno 93727
Salem Engineering Group 4729 W. Jacquelyn Avenue Fresno 93722 Santina & Thompson 1355 Willow Way, Suite 280 Concord 94520 Sasaki Associates, Inc. 900 N. Point Street, Suite B300 San Francisco 94109 Schricker Engineering Group inc 2550 Walsh Ave Suite 120 Santa Clara 95051 SCS Engineers 3117 Fite Circle Suite 108 Sacramento 95827 See's Consulting & Technical (mail only) P.O. Box 28246 Fresno 93729 Sigfried Engineering, Inc. 4045 Coronado Avenue Stockton 95204 SIM-PBK 7790 N. Palm Avenue Fresno 93711
Smith-Emery 1940 Oakdale Avenue San Francisco 94124
Technicon Engineering Services 4539 N. Brawley Avenue, # 108 Fresno 93722 The Beals Group #2 N. Market Street San Jose 95113
The Taylor Group Architects 10 River Park East, Suite 104 Fresno 93720 TJKM Transportation Consultants 4234 Hacienda Drive, Suite 101 Pleasanton 94588 Transportation Planning Group 222 N. Garden, Suite 100 Visalia 93291 Triad Architecture & Planning Assoc. 516 W. Shaw Ave., Suite 206 Fresno 93704 Tri-City Engineering 4630 W. Jennifer, Suite 101 Fresno 93722 Trinity Engineering Labs 1187 N Willow #105 PMB 20 Clovis 93611 Vanir 4540 Duckhorn Drive, Suite 300 Sacramento 95834
Vector Engineering 12438 Loma Rica Road, Suite C Grass Valley 95945 Vermeltfoort Architects 8525 N Cedar #106 Fresno 93720
VRPA Technologies (DBE) 4630 W Jennifer Fresno 93722
362
AGENDA ITEM NO. 22.

Wald, Ruhnke & Dost Architects, LLP 330 Fifth Street, Suite C Clovis 93612 West Coast Land Surveying 3949 N. Condor Ct. Sanger 93657 West Yost Assoc 2020 Research Park Dr #100 Davis 95618
Willdan Associates 2495 Natomas Park Drive, Suite 550 Sacramento 95833 Willdan Serving Public Agencies 2014 Tulare Street, Suite 515 Fresno 93721 Wilson & Associates 4221 W. Sierra Madre, Suite 201 Fresno 93722 WJV Acoustics, Inc. 113 N. Church Street, Suite 203 Visalia 93291 WLC 10470 Foothill Blvd. Virginia Dart Tower Rancho Cucamonga 91730 Wood Architects 5761 Stoddard Road Modesto 95356
Yamabe and Horn Engineering, Inc. 2985 N. Burl Ave., Suite 101 Fresno 93727 Zander Design, Landscape, Architect & Planning 2927 Newbury Street, Suite B Berkeley 94703 363
AGENDA ITEM NO. 22.

TO: Mayor and City Council
FROM: Police Department
DATE: June 19, 2023
SUBJECT: Police - Approval - Purchase of Military Equipment (Force on Force Equipment) in the amount of $7,159.96.

ATTACHMENTS: 1. Policy 706 (Military Equipment) of the Clovis Police Department Policy Manual.

2. Quote from UTM for requested training equipment.

RECOMMENDATION
Staff recommends that the City Council approve purchase of 10 Ultimat e Training Munitions (UTM) Glock 19/45 blank barrels and miscellaneous UTM training rounds in the amount of $7,159.96. These rounds are for use with UTM conversion kits already purchased and in use by Clovis PD in training scenarios. This purchase requires notice in accordance with Policy 706 of the Clovis Police Department Policy Manual.

EXECUTIVE SUMMARY
Staff recommends that the City Council approve purchase of 10 UTM Glock 19/45 blank barrels and miscellaneous UTM training rounds for department training. The 10 UTM Glock 19/45 blank barrels will complement our current inventory of 15 UTM Glock 19/45 firearm conversion kits, 15 UTM Glock 19/45 MMR barrels (fires training projectiles), and 5 UTM Glock 19/45 blank barrels.

The purchase of an additional 10 UTM Glock 19/45 blank barrels will provide additional flexibility and training options. The Clovi s Police Department prides itself on providing cutting edge training and the purchase of these additional training barrels will help accomplish that objective.

The purchase of the additional UTM training ammunition will allow Clovis Police Department training staff the opportunity to employ the use of realistic force on force training across a variety of training topics such as Use of Force & Decision Making, Defensive Tactics, Patrol Tactics, Driver’s Training, and basic firearms. These rounds work with UTM conversion kits already in the Clovis PD inventory for the department issued Glock 45 handgun and Sig Sauer MCX 300 364
AGENDA ITEM NO. 23.
blk rifle. These rounds vary from projectile marking rounds for both the pistol and rifle, “silent blank rounds” which do not fire a p rojectile but do cycle the firearm, and “battle blank rounds” which do not fire a projectile but delivers a realistic audible report to simulate gunfire.

BACKGROUND
Realizing the significant training value of providing realistic force on force training, the Clovis Police Department made a sizeable purchase of UTM training equipment. This purchase included UTM firearm conversion kits which allowed the department issued Glock 45 pistol and Sig Sauer 300 blk rifle to be converted to fire a variety of non -lethal force on force training munitions and safety equipment consisting of helmets and groin protection. Research has proven the importance of providing realistic, scenario -based training to improve officer performance and response in critical scenarios.

The initial purchase focused primarily on the purchase of equipment allowing the use of projectile training rounds, however, as we have utilized this equipment over the past year training instructors have seen the need to purchase additional blank barre ls for training scenarios. For safety purposes, the UTM barrels are intentionally designed to fire either a projectile round (such as the MMR) or a blank round (SBR or BBR). This design prevents potential injuries from occurring as several of the projectile rounds have a minimum standoff distance and may cause injury if fired too closely at a person.

The SBR round specifically was designed for use in close quarters and has a zero -standoff distance. We have found this configuration minimizes safety con cerns for our role players provides training opportunities previously limited by the use of the projectile rounds.

Furthermore, use of the blank barrels with the SBR round will allow force on force training to take place in any training environment. Some t raining locations do not allow the use of the traditional projectile rounds out of concern for damaging walls or other property. The use of the blank barrels and SBR rounds will allow the Clovis Police Department to provide realistic force on force training in any environment.

FISCAL IMPACT
With the purchase of these additional 10 UTM Glock 19/45 blank barrels, the Clovis Police Department will have 15 UTM Glock 19/45 co nversion kits that can be configured to use projectile or blank training rounds for tra ining. This purchase will be a one -time payment of $7,159.96. There are available funds in the Police Department FY 22 -23 budget to cover the cost. Following the purchase of this hardware, the only anticipated future cost is for the regular purchase of UTM training ammunition. Based on current and projected usage, annual cost is estimated at approximately $6,000. New and replacement protective personal equipment costs will also occur.

REASON FOR RECOMMENDATION
Approval will allow the Department to p rovide cutting edge force on force training which will improve officer performance and increase officer and public safety. The purchase of the additional barrels will allow new training scenarios to take place. The purchase of the assorted training ammun ition will help keep a steady supply as force -on-force training continues throughout the year.
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AGENDA ITEM NO. 23.

ACTIONS FOLLOWING APPROVAL
The Department will purchase force on force training equipment manufactured by Ultimate Training Munitions. This purchase will include:

 1000 rounds of 9mm (BBR) Battlefield Blank Rounds
 2000 rounds of 9mm (SBR) Silent Blank Rounds
 900 rounds of 5.56mm (SBR) Silent Blank Rounds
 900 rounds of 5.56mm red marking (RVR) (Reduced Velocity Rounds)  1000 rounds of 9mm red marking (MMR) Man Marking Rounds  10 Glock 19/45 Gen 5 blank barrel kits
 2 universal insertion tools (used to assist with installing rifle conversion kits)

Prepared by: Christopher Hutchison, Police Sergeant

Reviewed by: City Manager AH

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AGENDA ITEM NO. 23.

Published with permission by Clovis Police Department
Military Equipment - 1
Military Equipment
706.1 PURPOSE AND SCOPE
The purpose of this policy is to provide guidelines for the approval, acquisition, and reporting requirements of military equipment (Government Code § 7070; Government Code § 7071; Government Code § 7072).
706.1.1 DEFINITIONS
Definitions related to this policy include (Government Code § 7070):

Governing body
– The elected or appointed body that oversees the Department.

Military equipment – Includes but is not limited to the following:
• Unmanned, remotely piloted, powered aerial or ground vehicles. • Mine-resistant ambush-protected (MRAP) vehicles or armored personnel carriers. • High mobility multipurpose wheeled vehicles (HMMWV), two-and-one-half-ton trucks, five-ton trucks, or wheeled vehicles that have a breaching or entry apparatus attached, excluding unarmored all-terrain vehicles and dirt bikes. • Tracked armored vehicles that provide ballistic protection to their occupants and utilize a tracked system instead of wheels for forward motion.
• Command and control vehicles that are either built or modified to facilitate the operational control and direction of public safety units. • Weaponized aircraft, vessels, or vehicles of any kind. • Battering rams, slugs, and breaching apparatuses that are explosive in nature. This does not include a handheld,ram designed to be operated by one person. • Firearms and ammunition of fifty (.50) caliber or greater, excluding standard-issue shotguns and standard-issue shotgun ammunition.
• Specialized firearms and ammunition of less than fifty (.50) caliber, including firearms and accessories identified as assault weapons pursuant to Penal Code section 30510 and Penal Code section 30515, with exception of standard department issued firearms.
• Any firearm or firearm accessory that is designed to launch explosive projectiles. • Noise-flash diversionary devices and explosive breaching tools, including, but not limited to, grenades.
• Munitions containing tear gas or oleoresin capsicum (OC), excluding standard, Department-issued handheld pepper spray.
• TASER® Shockwave, microwave weapons, water cannons, and Long-Range Acoustic Devices (LRADs).
• Kinetic energy weapons and munitions, including, but not limited to, projectile launchers, bean bag rounds, and rubber bullets.

ATTACHMENT 1
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AGENDA ITEM NO. 23.

Published with permission by Clovis Police Department
Military Equipment - 2
• Any other equipment as determined by a governing body or a state agency to require additional oversight.
706.2 POLICY
It is the policy of the Clovis Police Department that members of this department comply with the provisions of Government Code § 7071.
706.3 MILITARY EQUIPMENT COORDINATOR
The Chief of Police should designate a member of this department to act as the military equipment coordinator. The responsibilities of the military equipment coordinator include but are not limited to:
(a) Acting as liaison to the governing body for matters related to the requirements of this policy.
(b) Identifying department equipment that qualifies as military equipment in the current possession of the Department, or the equipment the Department intends to acquire that requires approval by the governing body.
(c) Conducting an inventory of all military equipment at least annually. (d) Collaborating with any allied agency that may use military equipment within the jurisdiction of Clovis Police Department (Government Code § 7071). (e) Preparing for, scheduling, and coordinating the annual community engagement meeting to include:

1. Publicizing the details of the meeting.

2. Preparing for public questions regarding the department’s funding, acquisition, and use of equipment.
(f) Preparing the annual military equipment report for submission to the Chief of Police and ensuring that the report is made available on the department website (Government Code § 7072).
(g) Establishing the procedure for a person to register a complaint or concern, or how that person may submit a question about the use of a type of military equipment, and how the Department will respond in a timely manner.
706.4 MILITARY EQUIPMENT INVENTORY
The following constitutes a list of qualifying military equipment for the Department:

See attachment: Military Equipment List.pdf
706.5 APPROVAL
The Chief of Police or the authorized designee shall obtain approval from the governing body by way of an ordinance adopting this military equipment policy. As part of the approval process, the Chief of Police or the authorized designee shall ensure the proposed military equipment policy is submitted to the governing body and is available on the department website at least thirty (30) days prior to any public hearing concerning the military equipment at issue (Government Code § 368
AGENDA ITEM NO. 23.

Published with permission by Clovis Police Department
Military Equipment - 3
7071). The military equipment policy must be approved by the governing body prior to engaging in any of the following (Government Code § 7071):
(a) Requesting military equipment made available pursuant to Title 10 of the United States Code section 2576a.
(b) Seeking funds for military equipment, including but not limited to applying for a grant, soliciting or accepting private, local, state, or federal funds, in-kind donations, or other donations or transfers.
(c) Acquiring military equipment either permanently or temporarily, including by borrowing or leasing.
(d) Collaborating with another law enforcement agency in the deployment or other use of military equipment within the jurisdiction of this department. (e) Using any new or existing military equipment for a purpose, in a manner, or by a person not previously approved by the governing body.
(f) Soliciting or responding to a proposal for, or entering into an agreement with, any other person or entity to seek funds for, apply to receive, acquire, use, or collaborate in the use of military equipment.
(g) Acquiring military equipment through any means not provided above. 706.6 COORDINATION WITH OTHER JURISDICTIONS
Military equipment maybe used by any other law enforcement agencies or members in this jurisdiction if such military equipment has been approved for use in accordance with this policy.

Military equipment used by other law enforcement agencies that are providing mutual aid or assistance to this jurisdiction shall comply with their respective military use policies in rendering mutual aid or assistance.
706.7 ANNUAL REPORT
Upon approval of a military equipment policy, the Chief of Police or the authorized designee should submit a military equipment report to the governing body for each type of military equipment approved within one year of approval, and annually thereafter for as long as the military equipment is available for use (Government Code § 7072).

The Chief of Police or the authorized designee should also make each annual military equipment report publicly available on the department website for as long as the military equipment is available for Department use. The report shall include all information required by Government Code section 7072 for the preceding calendar year for each type of military equipment in department inventory.
706.8 COMMUNITY ENGAGEMENT
Within thirty (30) days of submitting and publicly releasing the annual report, the Department shall hold at least one well-publicized and conveniently located community engagement meeting, 369
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Military Equipment - 4
at which the Department should discuss the report and respond to public questions regarding Department funding, acquisition, or use of military equipment.

In accordance with Section 706.3(g) of this policy and Government Code section 7070(d)(7), members of the public may register complaints or concerns or submit questions about the use of each specific type of military equipment in this policy. The Department will monitor all complaints, concerns, and questions to ensure timely responses are completed. Complaints, concerns, or questions may be submitted by any of the following means:

1. Via email to: [email protected]

2. Via phone call to: (559) 324-2406

3. Via postal mail to: Clovis Police Department, Attn: Chief of Police, 1233 Fifth Street, Clovis, CA 93612
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Attachments - 5
Attachments
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Military Equipment List.pdf - 6
Military Equipment List.pdf
Military Equipment List.pdf
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1 Military Equipment

1. Mobile Command Vehicle (MCV) – A vehicle used as a mobile dispatch center and/or office that provides heated and cooled shelter, a source of electricity and lighting, access to Department computer systems, and a place for department members to meet at the scene of a critical incident, pre- planned event, natural disaster, or community event. a. Description quantity, capabilities, and purchase cost The MCV is custom built by the Farber Company on a 2 axel Freightliner Chassis that had an initial cost of $542,608 in 2006. The single unit (1) has a chassis motor which propels the vehicle and a generator which powers all internal electrical components and can provide external power to additional lights or equipment as necessary. The MCV has two full dispatch terminals, space for up to 7 additional workstations, and multiple divider doors that can break up the space into five separate rooms. The MCV has three dedicated cell phone lines and 5 sets of radios that can communicate with all surrounding agencies on both UHF and VHF frequencies.
b. Purpose
To be used at the scene of any pre planned event, community event, critical event, or natural disaster where a portable office, dispatch center, heated or cooled shelter, supplemental power source and/or meeting location is needed. c. Authorized use
Only staff trained in the deployment and operation of the MCV may operate it.

Only members that have a California Class B driver’s license with air brake endorsement may drive the vehicle.
d. Lifespan
The MCV has a 30-year lifespan on the chassis and vehicle. Upgrades on technology inside the vehicle will be on an as needed basis. e. Fiscal Impact
Annual maintenance cost is approximately $1,500.00
f. Training
The drivers shall receive training in the safe handling of the vehicle on a closed training course. Once the operator has shown competence in vehicle handling, the driver will drive the vehicle throughout the city with an experienced driver. 373
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2 The driver shall also undergo California Department of Motor Vehicle commercial vehicle testing.

g. Legal and Procedural Rules
Use shall be in accordance with California State law regarding the operation of motor vehicles.

2. Crisis Negotiation Team (CNT) Vehicle - A vehicle used as a mobile office that provides shelter, access to the Police Department computer systems, and facilities on extended events. a. Description, quantity, capabilities, and purchase cost 2007 General Motors 4500 Utilimaster (custom built) vehicle, cost: $149,654, quantity: 1 The CNT vehicle can be utilized with SWAT/CNT callouts and for community events.
b. Purpose
To be utilized for critical incident callouts and community events. c. Authorized Use
The CNT vehicle is used by officers and staff who have been properly trained in the safe handling of the vehicle. The driver of the vehicle shall have a valid California driver license.
d. Lifespan
The CNT vehicle has a 30-year lifespan on a chassis and vehicle. e. Fiscal Impact
Annual maintenance, $600.
f. Training
Once completing a closed training course, the operator will drive the vehicle throughout the city with an experienced driver.
g. Legal and Procedural Rules
Use shall be in accordance with California State law regarding the operation of motor vehicles.
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3 3. Unmanned Aircraft System (UAS): An unmanned aircraft along with the associated equipment necessary to control it remotely.
a. Description, quantity, capabilities, and purchase cost of current UAS:
i. DJI MAVIC MINI, cost: $500 each, quantity: 20. Miniature UAS that weighs approximately 249 grams and can record video and audio with approximately 30 minutes of flight time.
ii. DJI MAVIC 2 ENTERPRISE ADVANCED, cost: $7,500, quantity: 2. UAS that has a color and thermal camera as well as audible speaker and light.

Capable of video recording and weighs 909 grams without a payload, approx. 30 minutes of flight time.
iii. DJI MAVIC ENTERPRISE, cost: $3,500, quantity: 1. UAS that has a color and thermal camera as well as audible speaker and light. Capable of video recording and weighs 899 grams without a payload, approx. 30 minutes of flight time.
iv. DJI MAVIC PRO, cost: $1,500, quantity: 1. UAS that weighs approx. 1.5 pounds, 25-minute flight time and a single-color camera with recording capabilities.
v. DJI PHANTOM 4, cost: $1,600, quantity: 1. UAS that weighs approx. 1380 grams, 28-minute fight time and a single-color camera with recording capabilities.
vi. DJI MATRICE 300 with HT20 camera, cost: $25,000 each, quantity: 1.

UAS that has 45 minutes of flight time, in all weather, has an IR camera, zoom camera and light. Has video recording capabilities. vii. DJI MATRICE 210 with Z30 camera, cost: 10,500 each, quantity: 1. UAS that has 30 minutes of flight time without a payload, in all weather, has a zoom camera and light. Has video recording capabilities. viii. SKY HERO LOKI 2, cost: 10,500 for a package of 2, quantity: 1.

Ruggedized interior tactical UAS that has 16 minutes of flight time. It has a forward facing analog fixed day-night + IR camera allowing it to fly in total darkness. Unable to record video currently.
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4 ix. SKYDIO 2, cost: $1,100, quantity: 1. UAS that weighs approx. 775 grams, 27 minutes of flight time. It has a zoom camera and 360-degree accident avoidance. It is unable to fly in darkness.

b. Purpose
To be deployed when its view would assist officers or incident commanders with the following situations, which include but are not limited to:
i. Major collision investigations.
ii. Searching for missing persons.
iii. Natural disaster management.
iv. Crime scene photography.
v. SWAT, tactical or other public safety and life preservation missions. vi. In response to specific requests from local, state, or federal fire authorities for fire response and/or prevention.
c. Authorized Use
Only assigned operators who have completed the required training shall be permitted to operate any UAS during approved missions.
d. Expected Life Span
All UAS equipment, 3-5 years.
e. Fiscal Impact
Annual maintenance and battery replacement cost is approximately $10,000. f. Training
All Department UAS operators are required to obtain a PART 107 license. In addition, each operator must attend a basic department training course and participate in ongoing quarterly training.
g. Legal and Procedural Rules
Use is established under FAA Regulations 14 CFR Part 107, COA, FAA waivers, and the City of Clovis UAS policy. It is the policy of Clovis Police Department to 376
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5 utilize UAS only for official law enforcement purposes, and in a manner that respects the privacy of our community, pursuant to State and Federal law.

4. 40 MM Launchers and Rounds: 40MM Launchers are utilized by department personnel as a less lethal tool to launch impact rounds.

a. Description, quantity, capabilities, and purchase cost:
i. DEFENSE TECHNOLOGY, 40MM SINGLE SHOT LAUNCHER, #1425, cost:
$1000, quantity: 2. The 40MM Single Launcher is a tactical single shot launcher that features an expandable ROGERS Super Stoc and an adjustable Integrated Front Grip (IFG) with light rail. It will fire standard 40mm less lethal ammunition, up to 4.8 inches in cartridge length. It will launch a 40MM less lethal round up to 131 feet and is only authorized to be used by SWAT personnel.

ii. DEFENSE TECHNOLOGY, 40MM TACTICAL 4-SHOT LAUNCHER, #1440, cost:
$1975, quantity: 2. The 40mm Tactical 4-Shot Launcher is low-profile and lightweight, providing multi-shot capability in an easy to carry launcher. It features the Rogers Super Stoc™ expandable gun stock, an adjustable Picatinny mounted front grip, and a unique direct-drive system to advance the magazine cylinder. It will launch a 40MM less lethal round up to 131 feet and is only authorized to be used by SWAT personnel.

iii. DEFENSE TECHNOLOGY, 40MM EXACT IMPACT SPONGE, #6325, cost: $18, quantity: 62. A less lethal 40mm lightweight plastic and foam projectile fired from a single or multi-round purpose built 40mm grenade launcher with a rifled barrel at 325 FPS. The 30-gram foam projectile delivers 120 ft/lbs. of energy on impact. The 40mm Exact Impact Sponge Round provides accurate and effective performance when fired from the approved distance of not less than five (5) feet and as far as 131 feet from the target.

iv. DEFENSE TECHNOLOGY, SPEDE-HEAT 40MM LONG-RANGE, CS, #6182, cost:
$30, quantity: 34. The SPEDE-HEAT CS Long-Range Munitions delivers one chemical canister of CS agent from a 40 mm launcher down range up to 150 yards. The Spede-Heat is a pyrotechnic round designed specifically for outdoor use in crowd control situations with a high-volume continuous burn that expels its payload in approximately 20-40 seconds from a single source.

The Spede-Heat family may be used to conceal tactical movement or to route a crowd.

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6 v. DEFENSE TECHNOLOGY, SPEDE-HEAT 40MM LONG-RANGE ROUND, SAF SMOKE, #6183, cost: $27, quantity: 12. The Spede-Heat Saf-Smoke Long Range Munitions is designed to deliver one chemical canister of Saf-Smoke™ payload down range up to 150 yards. The Spede-Heat is a pyrotechnic round designed specifically for outdoor use in crowd control situations with a high- volume continuous burn that expels its payload in approximately 20-40 seconds from a single source. The Spede- Heat 40 mm is designed for outdoor and has a maximum effective range of 150 yards.

b. Purpose:

To limit the escalation of conflict where employment of lethal force is prohibited or undesirable.
c. Authorized Use:
i. Situations for use of the less lethal weapon systems may include, but are not limited to:

ii. Self-destructive, dangerous and/or combative individuals. Riot/crowd control and civil unrest incidents.

iii. Circumstances where a tactical advantage can be obtained. Potentially vicious animals.

iv. Training exercises or approved demonstrations.

v. By officers who have been trained in their proper use.

d. Lifespan:
i. Defense Technology #1425- 25 years.

ii. Defense Technology #1440- 15 years.

iii. Model 6182 Defense Technology Spede-Heat 40 MM long-range, CS- 5 years.

iv. Model 6183 Spede-Heat 40mm Long-range Round, Saf Smoke- 5 years.

e. Fiscal Impact:

Annual maintenance is approximately $50 for each launcher.

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7 f. Training:

Sworn members utilizing 40MM less lethal chemical agents or impact rounds are trained in there use by POST certified and/or Defense Technology less lethal and chemical agent instructors.
g. Legal and Procedural Rules:

The 40mm launchers are to be used only for official law enforcement purposes and pursuant to State and Federal law, including those regarding the use of force.

5. Distraction Devices: A device used to distract dangerous persons.

a. Description, quantity, capabilities, and purchase cost:

Defense Technology, 7290-2 FLASH-BANG, cost: $52, quantity: 39. A non- bursting, non-fragmenting multi-bang device that produces a thunderous bang with an intense bright light. Ideal for distracting dangerous suspects during assaults, hostage rescue, room entry or other high-risk arrest situations. b. Purpose:

A distraction device is ideal for distracting dangerous suspects during assaults, hostage rescue, room entry or other high-risk arrest situations. To produce atmospheric over- pressure and brilliant white light and, as a result, can cause short-term (6 - 8 seconds) physiological/psychological sensory deprivation to give officers a tactical advantage.
c. Authorized Use:

Diversionary Devices shall only be used:
i. In hostage and barricaded subject situations.

ii. In high-risk warrant (search/arrest) services where there may be extreme hazards to officers.

iii. During other high-risk situations where their use would enhance officer safety.

iv. During training exercises or approved demonstrations. 379
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8 v. By officers who have been trained in their proper use.

d. Lifespan:

Until used.
e. Fiscal Impact:

No annual maintenance.
f. Training:

Prior to use, officers must attend divisionary device training that is conducted by Post certified instructors and/or Defense Technology.
g. Legal and Procedural Rules:

Diversion devices are to be used only for official law enforcement purposes and pursuant to State and Federal law, including those regarding the use of force.

6. Chemical Agent and Smoke Canisters: Canisters that contain chemical agents that are released when deployed.

a. Description, quantity, capabilities, and purchase cost:
i. DEFENSE TECHNOLOGY, TRIPLE-CHASER SEPARATING CANISTER, CS, #1026, cost: $47, quantity: 18. The Triple-Chaser CS consists of three separate canisters pressed together with separating charges between each. When deployed, the canisters separate and land approximately 20 feet apart allowing increased area coverage in a short period of time. This canister can be hand thrown or launched from a fired delivery system. The canister is 6.5 in. by 2.7 in. and holds an approximately 3.2 oz. of active agent payload. It has an approximate burn time of 20-30 seconds.

ii. DEFENSE TECHNOLOGY, RIOT CONTROL CONTINUOUS DISCHARGE GRENADE, CS, #1082, cost: $27, quantity: 9. The Riot Control CS Grenade is designed specifically for outdoor use in crowd control situations with a high volume continuous burn that expels its payload in approximately 20-40 seconds through four gas ports located on the top of the canister. This grenade can be used to conceal tactical movement or to route a crowd. The 380
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9 volume of smoke and agent is vast and obtrusive. This launchable grenade is

6.0 in. by 2.35 in. and holds approximately 2.7 oz. of active agent.

iii. DEFENSE TECHNOLOGY, FLAMELESS EXPULSION CS GRENADE, #2042, cost:
$48, quantity: 8. The CS Flameless Expulsion Grenade is a compact, non- pyrotechnic, chemical agent device that provides safe expulsion without risk of fire. It is safe to use inside of a residence. Unlike pyrotechnical grenades, this device’s contents are expelled upon actuation of a CO2 cartridge that will affect a confined area of approximately 1500 square feet. This grenade is 7.5 in. by 1.65 in. and delivers approximately .16 oz. of active agent during its 3-second discharge time.

iv. DEFENSE TECHNOLOGY, MAXIMUM HC SMOKE MILITARY-STYLE CANISTER, #1083, cost: $38, quantity: 18. The Military-Style Maximum Smoke Grenade comes from the Defense Technology #3 smoke grenade. It is a slow burning, high volume, continuous discharge grenade designed for outdoor use in crowd management situations. Emits grey-white smoke only for approximately 1.5 to 2 minutes.

v. DEFENSE TECHNOLOGY, POCKET TACTICAL BLUE SMOKE GRENADE, #1017B, cost: $39, quantity: 3. The Pocket Tactical Blue Smoke Grenade is a small, lightweight device. Though it is slightly over four inches in length, it produces a blue smoke cloud so fast it appears to be an enveloping screen produced by a full size tactical colored smoke grenade. It will burn approximately 20-40 seconds.

vi. DEFENSE TECHNOLOGY, RIOT CONTROL CONTINUOUS DISCHARGE CS GRENADE, #1080, cost $41, quantity: 8- The Riot Control OC Grenade is designed specifically for outdoor use in crowd control situations with a high- volume continuous burn that expels its payload in approximately 20-40 seconds through four gas ports located on the top of the canister. This grenade can be used to conceal tactical movement or to route a crowd. The volume of smoke and agent is vast and obtrusive. This launchable grenade is

6.0 in. by 2.35 in. and holds approximately 0.88 oz. of active agent.

vii. DEFENSE TECHNOLOGY, OC VAPOR AEROSOL GRENADE, #1056, cost: $49, quantity: 12. The Defense Technology OC Vapor Aerosol Grenade is for law enforcement and corrections use to deliver a high concentration of Oleoresin Capsicum (OC) in a powerful mist. The grenade is designed for indoor use in confined areas and once deployed, inflames the mucous membranes and exposed skin resulting in an intense burning sensation. The incapacitating effect of the OC Vapor on the subject is dramatic with minimal decontamination needed. Removing the subject from the affected area to fresh air will resolve respiratory effects within minutes. The OC Vapor Aerosol Grenade is ideal for cell extractions or barricade situations 381
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10 where the use of pyrotechnic, powder or liquid devices is not practical or desired.
viii. DEFENSE 1.3% MK-46V STREAM OC AEROSOL #43046, cost: $495, quantity:

1. The MK-46 features a trigger handle, is intended for use in crowd management and will deliver 26 short bursts of OC at an effective range of 25-30 ft. This 1.3% MC OC aerosol product utilizes a stream delivery method providing a target-specific, strong concentrated stream for greater standoff.

ix. DEFENSE TECHNOLOGY, SPEDE-HEAT CS, #1072, cost: $40, quantity: 72. The Spede-Heat CS Grenade is a high volume, continuous burn it expels its payload in approximately 20-40 seconds. The payload is discharged through four gas ports on top of the canister, three on the side and one on the bottom. This launchable grenade is 6.12 in. by 2.62 in. and holds approximately 2.9 oz. of active agent. It is delivered in a burn safe for safety.

x. DEFENSE TECHNOLOGY, SPEDE-HEAT POCKET TACTICAL CS, # 1072 cost:
$30, quantity: 62. Pocket Tactical Grenade, CS. The Pocket Tactical CS Grenade is a quick burning, reduced volume, continuous discharge grenade.

Pelletized chemical agent is discharged through one (1) gas port located on the bottom of the canister. The Pocket Tactical Grenade is a small, lightweight, easily carried device that provides a medium volume of chemical agent. The 0.9 oz. of active agent will burn approximately 20-40 seconds. It is delivered in a tomahawk burn safe for safety.

xi. DEFENSE TECHNOLOGY, RUBBER BALL STINGERS CS, cost $ 30, quantity: 13:

The Stinger Grenade is most widely used as a crowd management tool by Law Enforcement and Corrections. The Stinger Grenade has an initial 1.5 second delay that initiates fuze assembly separation, followed by another.5 second delay before the blast which is sufficient to project the rubber balls and chemical agent in a 50-foot radius.

xii. DEFENSE TECHNOLOGY, STINGERS OC, cost $ 30, quantity: 8: The Stinger OC Grenade is a maximum effect device that delivers four stimuli for psychological and physiological effects: rubber pellets, light, sound, and OC.

The Stinger Grenade is most widely used as a crowd management tool by Law Enforcement and Corrections. The Stinger Grenade has an initial 1.5 second delay that initiates fuze assembly separation, followed by another .5 second delay before the blast which is sufficient to project the rubber balls and chemical agent in a 50-foot radius.

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11 b. Purpose:

To limit the escalation of conflict where employment of lethal force is prohibited or undesirable. Situations for use of the less lethal weapon systems may include, but are not limited to:

Self-destructive, dangerous and/or combative individuals. Riot/crowd control and civil unrest incidents.

Circumstances where a tactical advantage can be obtained. Potentially vicious animals.
c. Authorized Use:

Only officers who have been trained in proper use in the use of chemical agents are authorized to use chemical agents.
d. Lifespan:
5 years from manufacturing date.
e. Fiscal Impact:

No annual maintenance.
f. Training:

Sworn members utilizing chemical agent canisters are certified by POST and/or Defense Technology less lethal and chemical agent instructors. g. Legal and Procedural Rules:

Chemical agents will only be used for official law enforcement purposes and pursuant to State and Federal law.

7. Armored Vehicles: Wheeled armored personnel vehicle utilized for law enforcement purposes.
a. Description, quantity, capabilities, and purchase cost i. MRAP, cost: $0, quantity: 1. The MRAP is a United States Army specialized armored vehicle manufactured of common commercial and military parts. It seats 10-12 personnel with open floor plan that allows for rescue of down personnel. It stops various projectiles, which provides greater safety to citizens and officers beyond the protection level of shield and personal body armor.
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12 ii. Lenco Bearcat, G3, cost: $431,133.42, quantity 1. The Lenco Bearcat, G3, is an armored vehicle that seats 10-12 personnel with open floor plan that allows for rescue of down personnel. It can stop various projectiles, which provides greater safety to citizens and officers beyond the protection level od a shield and personal body armor.

b. Purpose
To be used in response to critical incidents to enhance officer and community safety, improve scene containment and stabilization, and assist in resolving critical incidents.
c. Authorized Use
The use of armored vehicles shall only be authorized by a watch commander or SWAT commander, based on the specific circumstances of a given critical incident. Armored vehicles shall be used only by officers trained in their deployment and in a manner consistent with Department policy and training. d. Lifespan
Estimated 15-25 years.
e. Fiscal Impact
Annual maintenance of approximately $5,000.
f. Training
All drivers/operators shall attend formalized instruction and be trained in vehicle operations and practical driving. MRAP drivers are required to possess a valid Class B California driver license. The Bearcat may be driven by any Clovis Police Officer trained in the operation of the Bearcat. g. Legal and Procedural Rules
The department will only use the MRAP and Bearcat for official law enforcement purposes, and pursuant to State and Federal law.

8. Explosive Breaching Tools: Tools that are used to conduct an explosive breach. a. Description, quantity, capabilities, and purchase cost

i. Detonating Cord, cost: $1 per foot, quantity: 90 feet. The detonating 384
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13 cord is a thin, flexible plastic tube usually filled with pentaerythritol tetranitrate (PETN, pentrite). With the PETN exploding at a rate of approximately 6400 m/s, any common length of detonation cord appears to explode instantaneously. It is a high speed fuse which explodes, rather than burns, and is suitable for detonating high explosives. Detonating cord is the primary explosive used to defeat doors, walls, windows, and other barricades for SWAT Operators to safely make entry into a specific location, or create distraction, with no risk to the person inside of the room being breached.

ii. Blasting Cap, cost: $12, quantity: 9. A blasting cap is a small sensitive primary explosive device generally used to detonate a larger, more powerful, and less sensitive secondary explosive such as TNT, dynamite, or plastic explosive. Blasting caps come in a variety of types, including non-electric caps, electric caps, and fuse caps.

iii. Nonel, cost: $429.00 per case, Quantity: 10 total. Nonel is a zero-delay shock tube that contains a reactive explosive compound that provides a safe distance from the explosive initiator to the explosive charge that is placed on the target that is going to be breached.

iv. Remington 870 Express Breaching Shotgun, cost: $500, quantity: 2.

This weapon allows for breachers to safely utilize shotgun breaching rounds to destroy deadbolts, locks, and hinges. The stand-off that is attached to the end of the barrel allows for positive placement of the gun into the correct position and vents gases to prevent overpressure. This weapon can also defeat windows and sliding glass doors with a flash bang round. A less lethal 2.4- inch 12-gauge shotgun round firing a ballistic fiber bag filled with 40 grams of lead shot at a velocity of 270-290 feet per second (FPS).

v. Royal Arms Tesar-2 Back Cap 425 Grain Copper Frangible Breaching Round, cost: $5 per round, quantity: 50. The round is fired from a breaching shotgun and is used to destroy deadbolts, locks, and hinges.

vi. Royal Arms Tesar-4 Yellow Cap 750 Grain Copper Frangible Breaching Round, cost: $5 per round, quantity: 45. The round is fired from a breaching shotgun and is used to destroy deadbolts, locks, and hinges.

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14 vii. Royal Arms HP C, cost: $6 per round, quantity: 20. The round is fired from a breaching shotgun and is used to cut rebar, penetrate security glass, car doors, and can penetrate engine blocks.

viii. Royal Arms FTR-P1 12 Gauge Frangible Polyshot Training Rounds 48, cost: $2.50 per round, quantity 48. The round is fired from a breaching shotgun and used as a training tool to show how to effectively use and deploy a breaching shotgun.

b. Purpose
To safely force entry into a structure.

c. Authorized Use
Explosive breaching may only occur after authorization by the Incident Commander or SWAT Commander in the field, and during training exercises.

d. Lifespan
Breaching Shotgun- 25 years, Blasting Caps- 10 years, Detonating cord- 10 years, Royal Arms Tesar-2 black cap 425 grain copper breaching round- 5 years, Tesar-4 yellow cap 750 grain copper frangible breaching round- 5 years, Royal Arms HP cutter 12-gauge hollow point rebar cutter breaching round- 5 years e. Fiscal Impact
Annual maintenance is approximately $500.
f. Training
All officers who use explosive breaching tools shall attend 40 hours of explosive breaching instruction and must additionally receive quarterly training for explosive operations.
g. Legal and Procedural Rules
Breaching tools will only be used for official law enforcement purposes, and pursuant to State and Federal law.

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15 9. Less Lethal Shotgun: Less Lethal Shotguns are used to deploy the less lethal 12-gauge Defense Technology Beanbag Round.
a. Description, quantity, capabilities, and purchase cost i. REMINGTON 870 LESS LETHAL SHOTGUN, cost: $946, quantity: 19. The Remington 870 Less Lethal Shotgun is used to deploy the less lethal 12- gauge Defense Technology Beanbag Round up to 75 feet. The range of the weapon system helps to maintain space between officers and a suspect reducing the immediacy of the threat which is a principle of De- escalation.
ii. DEFENSE TECHNOLOGY DRAG STABILIZED 12 GAUGE BEAN BAG ROUND:
cost: $5, quantity: 500. A less lethal 2.4 -inch translucent 12-gauge shotgun round in a tear shaped bag filled with 40 grams of lead shot at a velocity of 270 feet per second (FPS). Bean bag rounds are discharged from a dedicated 12-gauge shotgun that is distinguishable by an orange butt stock and fore grip. This design utilizes four stabilizing tails and utilizes smokeless powder as a propellent. This round provides accurate and effective performance when fired from the approved distance of not fewer than five (5) feet. The maximum effective range of this munition is up to 75 feet from the target. The Bean Bag round is very accurate. However, effectiveness depends on many variables, such as distance, clothing, stature, and the point where the projectile impacts. b. Purpose
To limit the escalation of conflict where employment of lethal force is prohibited or undesirable.
c. Authorized Use
Only Officers who have been instructed on and demonstrated proficient use of this force option are allowed to deploy and utilize it.

Situations for use of the less lethal weapon systems may include, but are not limited to:
i. Self-destructive, dangerous and/or combative individuals.

ii. Riot/crowd control and civil unrest incidents.

iii. Circumstances where a tactical advantage can be obtained.

iv. Potentially vicious animals.

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16 v. Training exercises or approved demonstrations.

d. Lifespan
Remington 870 Less-lethal shotgun- 25 years, Defense Technology Bean Bag rounds- No expiration.
e. Fiscal Impact
Annual maintenance is approximately $5.00 per shotgun.
f. Training
All officers are trained in the use of the 12 gauge less lethal shotgun as a less lethal option through in-service training.
g. Legal and Procedural Rules
Less lethal shotguns are to be used only for official law enforcement purposes, and pursuant to State and Federal law.

10. Robot: A remotely controlled, unmanned machine that operates on the ground, which is utilized to enhance the safety of the community and officers.

a. Description, quantity, capabilities, and purchase cost ICOR Caliber T5, Cost: $120,000, Quantity: 1, Capabilities: It is a compact, two- man portable system that shares the same core design of a large robot. Able to climb stairs and provide disruption capabilities. The T5 is best suited to assist EOD and SWAT teams in inspecting and retrieving of suspicious devices from narrow passages of buses, trains, and places. It’s turreted claw/disruptor arm integrates the remote handling capabilities of a disruptor. Able to lift to 45 pounds with arm retracted and 18 pounds with arm extended. Capable of dragging 200+ pounds.

b. Purpose
To be used to remotely obtain visual and audio intelligence, remotely bring any medium weight items to a safe location, disrupt suspicious packages, X-ray, 388
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17 search buildings/indoor or outdoor areas, provide phones or other items to people during Crisis Negotiations.

c. Authorized Use
Only approved operators who have completed the required training are authorized to use this equipment. These personnel are restricted to EOD team members only and the use is authorized by the Bomb Squad Commander and requested by the Incident Commander incidents.

d. Expected Lifespan
8-10 Years

e. Fiscal Impact
Maintenance and battery replacement at about $1,200 annually.

f. Training
Only EOD team members who have attended HDS six-week certification course or who have completed other necessary training as approved by the Bomb Commander.

g. Legal and Procedural Rules
The robot is to be used only for official law enforcement purposes, and in a manner that respects the privacy of our community, pursuant to State and Federal law.

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18 I. Maintenance of Military Use Supply Levels
When stocks of military equipment such as less lethal rounds, gas canisters, UAS batteries, etc. have reached significantly low levels or have been exhausted, the Department may order an amount sufficient to replenish the supply up to the above listed amounts without city council approval to maintain essential availability for the Department’s needs. Clovis Police Department may also acquire additional stock of items listed here from other law enforcement agencies or CalOES in the event of an emergency when approved by the Chief of Police or designee.

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ATTACHMENT 2
ATTACHMENT 2
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AGENDA ITEM NO. 23.

TO: Mayor and City Council
FROM: Public Utilities Department
DATE: June 19, 2023
SUBJECT: Public Utilities – Approval – Res. 23-___, Authorizing the Submittal of a Voucher Application Under the San Joaquin Valley Air Pollution Control District (SJVAPCD) Zero-Emission Landscaping Equipment Voucher Program and Authorizing the City Manager to be the Contract Authority. (Councilmember Drew Bessinger has a conflict of interest on this item.)
ATTACHMENTS: 1. Resolution

CONFLICT OF INTEREST

Councilmember Drew Bessinger is on the board of the San Joaquin Valley Air Pollution Control District therefore he has a conflict of interest on this item.

Councilmembers should consider recusal if a campaign contribution exceeding $250 has been received from the project proponent (developer, applicant, agent, and/or participants) since January 1, 2023 (Government Code 84308).

RECOMMENDATION
For the City Council to approve a resolution authorizing the submittal of a voucher application under the San Joaquin Valley Air Pollution Control District (SJVAPCD) Zero-Emission Landscaping Equipment Voucher Program and authorizing the City Manager to be the contract authority.

EXECUTIVE SUMMARY
The San Joaquin Valley Air Pollution Control District currently is operating the Zero-Emission Landscaping Equipment Voucher Program. The purpose of the program is to provide incentives for the replacement of existing gas-powered equipment with the purchase of new battery- powered electric commercial landscaping equipment, which will provide a direct benefit to Valley residents. Under the program, t he City is eligible to purchase a commercial battery-powered electric ride-on mower at 70% of the purchase price or up to $15,000 per mower. The program terms require that the City provide a resolution from the City Council, authorizing the submittal of the application and identifying the individual authorized to implement the new vehicle project. 396
AGENDA ITEM NO. 24.

In accordance with the City Purchasing Manual and Procedures, t he City obtained three price quotes for battery -powered electric mowers , and Baker Supplies and Repairs provided the lowest responsible quote for a GreenWorks mower. The GreenWorks battery-powered electric ride-on commercial mower will be purchased for the Public Utilities Parks Division. The total cost is $ 29,362.49, of which $ 15,000 would be eligible for grant funding, leaving a balance of $14,362.49 that will be paid out of the Parks Division’s equipment renewal account.

BACKGROUND
Under t he program criteria , an eligible public agency providing commercial-scale landscape maintenance in -house may purchase new battery -powered electric landscaping equipment using this voucher program. The agency must dispose of the existing gas or diesel -powered equipment being replaced on a one-to-one replacement ratio (i.e., one old gas or diesel-powered ride-on mower for one new battery-powered electric ride-on mower) and the a gency must be located within the geographical area of the San Joaquin Air basin.

FISCAL IMPACT
Obtaining a voucher under this program greatly reduces the cost of acquiring the battery- powered electric ride-on mowers. The total cost of one electric mower is $29,362.49. Applying the voucher funding available will reduce the total amount being paid by the City to $14,362.49.

The Public Utilities Parks Division renewal budget has funds available in the fiscal year 22-23 budget.

REASON FOR RECOMMENDATION
Approving a resolution and designating the City Manager as the contract authority will allow staff to submit a voucher application for grant funding. Obtaining a voucher under t his program will allow the City to purchase a needed replacement mower with a battery-powered electric ride-on mower at a reduced cost.

ACTIONS FOLLOWING APPROVAL
Staff will complete and submit a Zero Emission Landscape Equipment Voucher application, including the City Resolution. Once SJVAPCD approves the application , the City will proceed with the purchase of the electric mower and the destruction of the existing mower being replaced.

After the purchase of the electric mower, the City will submit a claim for reimbursement to SJVAPCD.

Prepared by: Jim Stringfield, Fleet Manager

Reviewed by: City Manager AH

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AGENDA ITEM NO. 24.

Attachment 1
RESOLUTION 23-___

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVIS

APPROVING AND AUTHORIZING TO MAKE APPLICATION FOR AND TO SIGN

CERTAIN ASSURANCES WITH RESPECT TO APPLICATIONS FOR LOCAL, STATE,

AND FEDERAL PROGRAMS, PROJECTS, OR GRANTS

WHEREAS, Several Local, State , and Federal programs allow public and non -profit transportation providers to apply for administration, capital, and operation assistance programs or grants; and

WHEREAS, the San Joaquin Valley Air Pollution District has a Zero-Emission Landscaping Equipment Voucher Program with the objective of funding the purchase of electric landscaping equipment which will provide a direct benefit to Valley residents; and

WHEREAS, the City of Clovis City Council must authorize someone by resolution as the “Authorized Individual” to make application for and to administer the Zero-Emission Landscaping Equipment Voucher Program.

NOW, THEREFORE, BE IT RESOLVED, that the City of Cl ovis hereby authorizes the City Manager, or his designee, to make application for, to sign required assurances, and to administer the Zero-Emission Landscaping Equipment Voucher Program with respect to applications for Local, State, and Federal programs, projects, or grants.

* * * * *

The foregoing resolution was introduced and adopted at a regular meeting of the City Council of the City of Clovis held on June 19, 2023, by the following vote, to wit.

AYES:

NOES:

ABSENT:

ABSTAIN:

DATED:

______________________________ ______________________________ Mayor City Clerk

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AGENDA ITEM NO. 24.

TO: Mayor and City Council
FROM: Public Utilities Department
DATE: June 19, 2023
SUBJECT: Public Utilities – Approval – First Amendment to Large Container Service Agreement with Industrial Waste and Salvage (IWS).

ATTACHMENTS: 1. First Amendment to Agreement

2. 2021 Agreement

RECOMMENDATION
For the City Council to approve an amendment of a 4% increase to the service agreement for large container hauling services provided by Industrial Waste and Salvage (IWS) within the City of Clovis.

EXECUTIVE SUMMARY
Industrial Waste and Salvage (IWS) has an agreement with the City of Clovis for large container hauling services. The agreement was award ed in 2021 and the parties are currently halfway through the 3-year term. IWS has requested an increase in the contract rates due to the unanticipated rising inflation and costs of providing the services. The applicable Consumer Price Index (CPI) increase from March 2022 to March 2023 was 7.4%. As a comparison, Republic Services – which provides commercial and residential recycling and organics disposal services for the City – is receiving a 4% CPI increase this year based on their contractual agreement with the City. Staff is recommending a comparable 4% increase on a one-time basis for the remaining term of the IWS agreement, which will expire December of 2024. This will be the only increase recommended by staff for the term of the contract.

BACKGROUND
Certain businesses elect to utilize large refuse containers – including roll-off boxes, compactor boxes, and front-loading bins – due to the volume of waste that they produce. The City does not have the equipment or resources to manage these large containers. The City must therefore contract with an outside vendor to provide these services. 399
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The City contracts for these services rather than allowing businesses to contract directly with the hauler to ensure that as much of the waste as possible is recycled an d diverted away from the landfill and that the City can account for such diversion to help meet State waste diversion requirements. IWS has their own recycling facility – Cedar Avenue Recyclin g and Transfer Station (CARTS) – and contributes to the City’s w aste diversion goal . IWS sorts the waste collected through this contract and reports diverted waste to the City. The actual waste diversion rate varies from month to month; over the last few years, it has ranged between 23% and 32%.

IWS has been a responsive contractor for the City of Clovis by providing clean bins to community events in a timely manner, servicing newly opened businesses’ compactor and roll-off container needs quickly and efficiently and responding to service needs on short notice.

This cost increase is a result of recent inflation and increased costs for IWS to provide the service, including fuel price increases. Staff is recommending a 4% increase to be comparable with recent increases in other Solid Waste services.

FISCAL IMPACT
The amendment will result in a 4% increase in costs to City customers that use large container services. The City invoices and collects payment for the service on behalf of IWS and charges IWS a 10% administration fee to handle this special service. There should be minimal impact to the Solid Waste operational budget as this is a pass-through service and the City administration portion merely covers City staff cost related to processing the large container refuse service.

REASON FOR RECOMMENDATION
The Large Container Contract is competitively procured every 3-6 years. Staff believes IWS ’ proposed 4% rate increase is reasonable and appropriate . The amendment to the agreement with IWS will provide a rate adjustment in line with other Solid Waste service increases.

ACTIONS FOLLOWING APPROVAL
The City Manager will execute the amendment with IWS and the 4% rate adjustment will take effect on August 1, 2023. Following Council’s approval, staff will notify customers by letter of the 4% rate adjustment.

Prepared by: Glenn Eastes, Assistant Public Utilities Director

Approved by: City Manager AH

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AGENDA ITEM NO. 25.

FIRST AMENDMENT TO

LARGE CONTAINER SERVICE AGREEMENT
This First Amendment to Large Container Service Agr eement (“First Amendment”) is entered into effective on June ____2023, by and between the City of Clovis, a California municipal corporation (“City”) and Caglia Environmental DBA Industrial Waste and Salvage (“IWS”) pursuant to the following recitals:

RECITALS:

WHEREAS, City and Contractor entered into that certain Large Cont aine r Service Agreement dated December 13, 2021 (“Agreement”), the terms of which are incorporated herein by this reference; and
WHEREAS, Contractor has been diligently undertaking its responsibilities as identified in the Agr eement since that time ; and
WHEREAS, significant cost increases since the date of the Agreement have increased the costs of pr oviding the services, and Contractor has requested an increase in the compensation under the Agreement, and City is willing to approve such an increase.

NOW THEREFORE, in consideration of the mutual covenants herein contained, and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, City and Contractor agree as follows:

AGREEMENT:

1. R ecitals . The Recitals stated above are true and correct and are a substantive part of this First Amendment.

2. Increase in Compensation. The compensation City shall pay Contractor pursuant to the Agreement shall be increased Four percent (4.0%) beginning August 1, 2023, and Exhibit “A” to the Agreement is hereby amended and replaced with Exhibit “A” attached to this First Amendment. The ten percent (10.0%) administration fee and AB 939 disposal fee shall be paid by Contractor to City based on the new fee schedule attached hereto as Exhibit “A.”

3. A ll Other Terms R emain in Effect. Exc ept as expressly set forth herein, all other terms of the Agreement shall remain unchanged and in full force and effect, including all capitalized terms defined in the Agr eement unless ot herwise defined in thi s F irs t Amendment, and the Agreement sha ll be interpreted so as to give full force and effect to this Firs t Amendment.

IN WITNESS WHEREOF, the City and Contractor have signed this First Amendment effective on the date set forth above.
1 ATTACHMENT 1 401
AGENDA ITEM NO. 25.
2 CITY:

City of Clovis, a California Municipal
Corporation
By _______________________________
John Holt, City Manager
CONTRACTOR:

Industrial Waste and Salvage, Inc.
__________________________________
_____________________,President
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Front Loaders
4‐yd
# of bins 1x Week 2x Week 3x Week 4x Week 5x Week 6x Week 1 151.43 295.93 447.37 598.8 750.13 901.67
2 297.87 581.87 879.74 1177.6 1475.48 1773.35
3 444.37 867.94 1312.31 1756.68 2201.07 2645.44
4 590.84 1160.88 1751.72 2342.57 2933.41 3524.26
5 737.32 1446.88 2184.2 2921.52 3658.83 4396.14
6‐yd
# of bins 1x Week 2x Week 3x Week 4x Week 5x Week 6x Week 1 227.15 445.64 672.79 899.94 1,127.09 1,354.25
2 449.34 881.35 1,330.69 1,780.03 2,229.36 2,678.71
3 671.53 1,317.07 1,988.58 2,660.11 3,331.64 4,003.17
4 859.08 1,683.51 2,542.59 3,401.67 4,260.76 5,119.84
5 1,115.90 2,188.48 3,304.38 4,420.29 5,536.19 6,652.09 3yd Specialty Compactor
# of bins 1x Week 2x Week 3x Week 4x Week 5x Week 6x Week 1 265.57 531.14 796.71 1,062.28 1,327.85 1,593.42
2 531.14 1,062.28 1,593.42 2,124.55 2,655.70 3,186.84
3 796.71 1,593.42 2,390.13 3,186.84 3,983.54 4,780.26
Compactors
Delivery Fee 288.60
Pull Charge 288.60
Tonnage Charge 57.72
Turn Around Fee 34.07
Drop Boxes
Delivery Fee 288.60 Minimum rental charge
Pull Charge 288.60 w/ 1 ton or less
Tonnage Charge 57.72 634.92
Exhibit A
IWS Rates 8/1/23
Includes 10% Admin Fee
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AGENDA ITEM NO. 25.

CITY OF CLOVIS, PUD 21-23 AGREEMENT
Furnishing Selected Commercial Refuse Disposal and Materials Recovery Services

CITY OF CLOVIS

PUBLIC UTILITIES DEPARTMENT

LARGE CONTRAINER SERVICE AGREEMENT
This agreement made at the City of Clovis, California, by and between the City of Clovis, a municipal corporation, hereinafter referred to as the "Owner," and Industrial Waste and Salvage (IWS), hereinafter referred to as "Contractor."
WITNESSETH: That the Contractor and the Owner, for the
consideration hereinafter named, agree as follows:

WHEREAS, the Owner has the need for large container refuse hauling and disposal services, for certain businesses in the City of Clovis; and
WHEREAS, the Contractor is qualified and willing to perform said services and is the successful bidders for these services.

NOW, THEREFORE, in consideration of the foregoing and of the covenants, conditions and promises hereinafter contained, the parties hereto agree as follows:

The Contractor agrees to furnish all labor and materials, including tools, implements and appliances required, and to perform all the work in a good and workmanlike manner, free from any and all liens and claims of mechanics, materialmen, subcontractors, artisans, machinists, teamsters, draymen and laborers required for the Furnishing Selected Commercial Refuse Disposal & Material Recovery Services ("Project") as described in the specifications therefore and other documents relating thereto.

The Contractor and the Owner agree that the Advertisement (Notice Inviting Proposals), the Contract Specifications, and the Proposal hereto attached, together with this agreement, form the contract, and they are as fully a part of the contract as if herein repeated. No part of said Specifications which is in conflict with any portion of this agreement shall be considered as any part of this agreement, but shall be utterly null and void.

The Owner agrees to pay the Contractor the current funds for the performance of the contract. Payment shall be shown in Proposal Form of attached Exhibit "A" as specified in this agreement. Contractor agrees to pay the Owner 10%
administration fee and AB939 disposal fee.

ARTICLE 4. TERMINATION. Owner may terminate or suspend
this Agreement as permitted in the Proposal Form and other Contract Documents.

ARTICLE 5. INDEMNITY AND INSURANCE. Contractor shall
indemnify and hold harmless and covered as additional insured Owner and its officers, officials, employees, and agents as required below and in the Contract Documents, and shall provide insurance as follows:

ARTICLE 6. TERMINATION.. If the Contractor should be
adjudged a bankrupt, or if he makes a general assignment for the benefit of his creditors, or if a receiver should be appointed on account of his insolvency, or if he or any of his subcontractors should persistently violate any of the provisions of the contract, or if he should persistently disregard laws, ordinances or the instructions of the Engineer, then the Owner may, upon
certificate of the Engineer when sufficient cause exists to justify such action, serve written notice upon the Contractor and his surety of its intention to terminate the contract, such notice to contain the reasons for such intention to terminate the contract, and unless within five (5) calendar days after the serving of such notice, such violations shall cease and satisfactory
arrangements for correction thereof be made, the contract shall, upon the expiration of said five (5) calendar days, cease and SPECIFICATIONS AR-1
terminate. In the event of any such termination, the Owner shall immediately serve written notice thereof upon the surety and the Contractor, and the surety shall have the right to take over and perform the contract, provided, however, that if the surety within ten (10) calendar days after the serving upon it of notice of termination does not give Owner written notice of its intention to take over and perform the contract or does not commence performance thereof within the ten (10) calendar days stated above from the date of the serving of such notice, the Owner may take over the work and prosecute the same to completion by contract or by any other method it may deem advisable, for the account and at the expense of the Contractor, and the Contractor and his surety shall be liable to the Owner for any excess cost occasioned the Owner thereby, and in such event the Owner may, without liability for so doing, take
possession of and utilize in completing the work such
materials, appliances, plans and other property belonging to the Contractor as may be on the site of the work and necessary therefore. In such case the Contractor shall not be entitled to receive any further payment until the work is finished. If the unpaid balance of the contract price shall exceed the expenses of finishing the work, including compensation for additional managerial and administration services, such excess shall be paid the Contractor. If such expense shall exceed such unpaid balance, the Contractor shall pay the difference to the Owner.

The expense incurred by the Owner, as herein provided, and damage incurred through the Contractor's default, shall be certified by the Engineer.

ARTICLE 7. TERM OF CONTRACT. The Contract was award
December 31'12021 for an initial three year term with an option to extend for an additional 3 year term upon mutual consent.

ARTICLE 8. REPORTING REQUIREMENTS. Contract agrees
to report all waste and recycling tonnages associated with the hauling of debris through this contract in a timely manner.

Contractor is responsible for all regulatory fees and fines that result from Contractor's failure to report waste and recycling tonnages in a timely manner. Contractor also adhere to, and follow, all state and local waste diversion and recycling rules and requirements.

ARTICLE 9. INDEMNITY AND INSURANCE. Contractor shall
indemnify and hold harmless and covered as additional insured the Owner, County of Fresno, Local Agency and U.S.

Department of Housing and Urban Development, and its
officers, officials, employees, and agents from and against all claims, damages, losses and expenses including attorney fees arising out of the performance of the work described herein, caused in whole or part by any negligent act or omission of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, except where caused by the active negligence, sole negligence, or willful misconduct of the Owner. Owner shall provide insurance as follows:

A. Insurance Requirements For Contractors
With construction risks, Contractor shall, at its sole cost and expense, 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 ATTACHMENT 2
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AGENDA ITEM NO. 25.

TO: Mayor and City Council
FROM: Public Utilities Department
DATE: June 19, 2023
SUBJECT: Public Utilities – Approval – Authorize the City Manager to Execute a Consultant Services Agreement with Provost and Pritchard Consulting Group to Review and Amend the 2017 Water Master Plan, for an Amount of $188,200.

ATTACHMENTS: 1. Contract Amendment

RECOMMENDATION
For the City Council to authorize the City Manager to execute a consultant services agreement with Provost and Pritchard Consulting Group to review and amend the 2017 Master Plan in the amount of $188,200.

EXECUTIVE SUMMARY
Provost and Pritchard are on the City Council’s approved list of qualified consulting engineers per Clovis Municipal Code section 2.7.08(c), and staff is recommending that Council authorize the City Manager to execute a contract with Provost and Pritchard to review and amend the 2017 Water Master Plan.

Provost and Pritchard recently completed an audit of the existing 2017 Water Master Plan, identifying gaps and deficiencies in master planned infrastructure and water supply sources that will be needed to support future growth in the City. This contract will initiate the second phase of work, which consists of providing City staff with project alternatives to review and to consider including an amendment to the 2017 Water Master Plan. An amended master plan will bridge the gaps found in the first phase of the analysis.

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AGENDA ITEM NO. 26.

BACKGROUND
Since the completion of the 2017 Water Master Plan, certain assumptions – such as water supply availability, transmission main location, and water treatment plant location that will be needed for future development – have come in to question. Accordingly, Provost and Pritchard were contracted as a master planning consultant to identify gaps in the analysis and provide suggestions for areas where amending the master plan was necessary.

Upon completing their analysis, Provost and Pritchard provided staff with recommendations for general enhancements to the existing Master Plan. These results were documented in two technical memorandums. These recommendations include identifying alternatives to water treatment plant locations and dif fering scenarios on the most feasible means of providing a reliable water supply to meet future demand needs. Typically, a new master plan may be issued every five to ten years; however, with the General Plan update in progress, City staff believe it is best to amend the 2017 Water Master Plan and defer the complete master plan update until completion of the General Plan.

Having completed the 2017 Water Master Plan and subsequent planning level analyses for the water system, staff have deemed Provost and P ritchard the most qualified consultant to complete this analysis. Provost and Pritchard are on the approved list of qualified consulting engineers developed by the Community Investment Program, and City staff recommends awarding the contract amendment to Provost and Pritchard in the amount of $188,200.

FISCAL IMPACT
Funds for this project are budgeted for in the fiscal year 2023-2024 Water Developer Fund.

REASON FOR RECOMMENDATION
Provost and Pritchard completed the 2017 Water Master Plan and are listed on the approved qualified consulting engineers list. There are sufficient funds available for the anticipated costs of the project.

ACTIONS FOLLOWING APPROVAL
The City Manager will execute a contract with Provost and Pritchard Consulting Group in the amount of $188,200.

Prepared by: Kevin Tuttle, Civil Engineer

Reviewed by: City Manager AH

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455 W Fir Avenue
Clovis, CA 93611-0242
Tel: (559) 449-2700
Fax: (559) 449-2715
www.provostandpritchard.com
\\ppeng.com\pzdata\clients\Clovis_City of Utility-1717\171722009-WMP Amendment\000 Project Management\015 Amendments\20230306 Draft Contract Amendment.docx Engineering  Surveying  Structural  Geostructural  Planning  Environmental  GIS  Construction Services  Hydrogeology  Consulting Clovis  Bakersfield  Visalia  Modesto  Los Banos  Chico  Sacramento  Sonora  San Luis Obispo  Boise, Idaho March 10, 2023
Paul Armendariz
City of Clovis, Public Utilities
<Sent via Email: [email protected]>
Re: Contract Amendment No. 1 for Water Master Plan Amendment, Clovis, California Dear Mr. Armendariz:

Over the past several months, we have been working with the City of Clovis (City) to document, summarize and evaluate the assumptions the City of Clovis Water Master Plan Update, Phase III, finalized in 2017 and adopted in 2018 (WMP), was predicated upon and how the conditions may differ in today’s market and environment (Project). To date we have prepared two Technical Memoranda, in the first two phases of work for the Project, Phase 01 and 02. • The first (Technical Memorandum 1 [TM1]) focused on summarizing the System Performance and Design Criteria used in the hydraulic model and to update supply and demands documented in the WMP to reflect current data.
• The second (Technical Memorandum 2 [TM2]) focused on evaluating the existing WMP buildout scenario for potential gaps or deficiencies in master planned infrastructure or water supply sources. The purpose of identifying any deficiencies is to allow the City the opportunity to evaluate changes to the capital improvements required for the City’s buildout in a future phase of work.

We understand that the City wishes to prepare an Amendment to the WMP, in advance of a full WMP Update, anticipated in several more years. The intent of the Amendment is to bring current the existing WMP reflecting current supply and demand conditions, and related findings including evaluating the Capital Improvements Program and other growth assumptions to ensure they reflect current projections and benefit the City residents.

As it was intended to complete the Amendment in sequential steps, to allow for confirmation of direction and assumptions prior to moving into the subsequent phase of work, this contract amendment provide details on the understood next steps. The following scope of services describes these steps in greater detail.

A proposed scope of work is submitted for Provost & Pritchard Consulting Group to incorporate these changes.

ATTACHMENT 1
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Water Master Plan Amendment Page 2 of 4
\\ppeng.com\pzdata\clients\Clovis_City of Utility-1717\171722009-WMP Amendment\000 Project Management\015 Amendments\20230306 Draft Contract Amendment.docx Clovis WMP Amendment, Job No. 1717-22009
Phase 03: Future System Analysis and Preliminary Cost Analysis This phase consists of completing the analysis for the items identified in TM2, Section 6: Immediate Recommendations, as follows:
• Piping Layout – a hydraulic model analysis will be conducted on the piping layout items to determine what changes should be incorporated into the WMP Amendment in the areas identified in TM2.
• Major Infrastructure – utilizing various analysis tools, including calculations, GIS, hydraulic modeling, etc., the following items will be evaluated to determine a preferred alternative to the Surface Water Treatment Plant (SWTP) location(s), and provide the City with a 12-month surface water supply reliability:
o SWTP location – up to three alternatives will be discussed and evaluated o Raw Water Pipeline – up to three alternative alignments will be discussed and evaluated o Modifications to the Enterprise Canal
• Each of the alternatives shall have a preliminary master planning level cost. This shall include any land costs necessary. Costs for recommended improvements shall be categorized by village to be consistent with the 2018 WMP. These costs shall be submitted to City staff for review prior to modifications to the Capital Improvement Program.
• As a first order of work in this Phase, our team will develop the planning alternatives for discussion with the City prior to initiating analysis.

Meetings:
• Meeting 1: define and discuss the planning alternatives to be considered. This meeting will be held at the beginning of this Phase.
• Meeting 2: discuss preliminary recommendations following analysis of planning alternatives.

This meeting will be held prior to preparation of draft deliverables to account for modifications prior to City review of draft deliverables.

Deliverables:
• Summary Report, including tables and/or figures to document each of the alternatives.

Phase 04: Capital Improvement Program
Based on the preferred alternative(s) selected by the City, our team will prepare revisions to the Capital Improvement Program, documenting each improvement, with an associated identification number for the Preferred Alternative. This will include contingencies, as approved by City staff, a cost sharing analysis in support of the Mitigation Fee Act set forth in California Government Code Sections 66000- 66025, commonly referred to as “AB 1600 requirements”, and the cost for each improvement in current dollars.

It should be noted that the City is currently evaluating the Surface Water Treatment Plant (SWTP) operations and potential improvements to improve operations (SWTP Evaluation Project). Accordingly, capital costs associated with new SWTPs shall be consistent with the SWTP Evaluation Project. The consultant completing the SWTP Evaluation Project will develop capital costs for SWTP improvements which will be incorporated into the Capital Improvement Program. 413
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Water Master Plan Amendment Page 3 of 4
\\ppeng.com\pzdata\clients\Clovis_City of Utility-1717\171722009-WMP Amendment\000 Project Management\015 Amendments\20230306 Draft Contract Amendment.docx Deliverables:
• Tables and figures documenting the results of the Capital Improvement Program.

Phase 05: Master Plan Amendment Report
This phase consists of preparing an Amendment to the WMP, documenting the findings the previous phases and the incorporation of the Technical Memoranda from all previous phases described herein.

This report should document any relevant methodologies used in the development of the supply and demands, hydraulic model, and the capital improvement program. We will assist City staff as necessary to finalize this report and gain approval through the City Council process.

Deliverables:
• Draft, Final Draft, and Final reports. An electronic copy PDF and 10 hard copies of the Final Report shall be provided to City staff.

Professional Fees
Provost & Pritchard Consulting Group will perform the services in Phases 03 through 05 for the fixed fee amount for each phase as shown below. Phases 01, 02 and CON from the original proposal are noted for awareness, only; additional budget is not being requested for these phases. These services will be invoiced monthly, on a percent-complete basis. Reimbursable Expenses are included in the Fixed Fee amount stated.

Phase Original
Contracted Fee
Contract Amendment
No. 1 Estimated Fee
Total
Estimated Fee
Phase 01 $33,700 $33,700
Phase 02 $17,800 $17,800
Phase 03 $96,600 $96,600
Phase 04 $35,300 $35,300
Phase 05 $56,300 $56,300
Phase CON (TMNE) $5,600 $5,600
Totals: $57,100 $188,200 $245,300

The line items shown above are estimates and are not intended to limit billings for any given Task.

Required task effort may vary up or down from the line item estimates shown, however total billings will not exceed the Total shown without additional auth orization. If the scope changes materially from that described above, as a result of any agency’s decision or because of design changes requested by the City, we will prepare a revised estimate of our fees for your approval before we proceed.

Assumptions
• The culmination of Phase 03 will be a Preferred Alternative which Phases 04 and 05 will be based upon. Changes to the Preferred Alternative after the start of Phase 04 may necessitate a contract amendment.
• Updates to tables and figures referenced in Phase 03 are assumed to be limited to the tables and/or figures shown in the WMP, as needed.
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Water Master Plan Amendment Page 4 of 4
\\ppeng.com\pzdata\clients\Clovis_City of Utility-1717\171722009-WMP Amendment\000 Project Management\015 Amendments\20230306 Draft Contract Amendment.docx • If the City elects to provide ESRI GIS shapefiles for the City water system, the City shall provide shapefile data for all water system facilities, including but not limited to pipelines, valves, fire hydrants, pumps, wells, tanks, treatment plants, etc.
• For Phase 05, P&P will entertain substantive revisions to the “Draft Report”. Edits requested by the City at the “Final Draft” and “Final Report” stages are assumed to be minor in nature and comprise of simple edits to phrasing of language, spelling/grammar errors, etc. Substantive changes to the report after the “Draft Report” stage may require a contract amendment. • Capital Improvement Projects will be categorized by facility type as noted above. • The scope of services requires Consultant to provide its opinion of probable construction costs.

Such opinion is to be made on the basis of Consultant's experience and qualifications and represents Consultant's best judgment as to the probable construction costs. However, since Consultant has no control over costs or the price of labor, equipment or materials, such opinions of probable construction costs do not constitute representations, warranties or guarantees of the accuracy of such opinions, as compared to bid or actual costs. • The deliverables identified in the scope of services will include one review submittal. Additional revisions and submittals can be provided under the Phase CON budget. • All deliverables will be provided in electronic PDF format, except as noted above. Any additional hard copies provided will be provided under Phase CON budget.

Terms and Conditions
This an addendum to the previously-approved Provost & Pritchard Consulting Group proposal and associated consulting service agreement, with project number referenced above, dated 11/17/2022.

The signature below hereby authorizes Phases 03 through 05 and the performance of the following tasks for a fixed fee budget of $188,200.

Sincerely Yours,
Provost & Pritchard Consulting Group

Heather Bashian, RCE 73075
Director of Operations

Terms and Conditions Accepted
By: City of Clovis

Signature

Printed Name

Title Date
415
AGENDA ITEM NO. 26.

TO: Mayor and City Council
FROM: Public Utilities Department
DATE: June 19, 2023
SUBJECT: Public Utilities – Approval – Waive Formal Bidding Requirements and Authorize the Purchase of 2 Community Clean-Up Refuse Trucks and 2 Residential Refuse Trucks from Affinity Truck Center Using the Sourcewell Purchasing Contract in the Total Amount of $1,676,257.14.

ATTACHMENTS: None.

RECOMMENDATION
For the City Council to approve waiving the City’s formal bidding requirements and authorize purchasing two (2) 2024 Autocar RNG-powered rear-loading Community Clean-Up refuse trucks for $433,213.44 each and two (2) 2024 Autocar RNG -powered side-loading residential refuse trucks for $404,915.33 each, for a combined total of $1,676,257.14 (including tax and delivery fees), from Affinity Truck Center of Fresno utilizing the Sourcewell Purchasing Contract 060920- ATC.

EXECUTIVE SUMMARY
There are funds in this fiscal year’s Fleet Renewal budget to purchase two (2) 2024 Autocar RNG-powered rear-loading Community Clean-Up refuse trucks and two (2) 2024 Autocar RNG- powered side-loading residential refuse trucks for the Public Utilities Depar tment’s Solid Waste Division. The existing equipment is scheduled to be replaced due to its age. Affinity Truck Centers’ bid price for all four trucks is $1,676,257.14, including tax, delivery fees, and Sourcewell pricing discount. The four new trucks meet current emissions requirements.

The Sourcewell Purchasing contract, formerly the National Joint Powers Alliance (NJPA) contract, is a nationwide public procurement service that makes the governmental procurement process more efficient. All contracts ava ilable to participating members have been awarded by virtue of a public competitive procurement process compliant with State statutes. 416
AGENDA ITEM NO. 27.

BACKGROUND
The recommended vehicles are available from Affinity Truck Center of Fresno and meet the Department’s needs. T he vehicles are available to be ordered and will be built according to Public Utilities Department Solid Waste Division needs.

The Fleet Fund includes a vehicle and equipment replacement program where the different divisions within City departments budget for and contribute a set amount of money annually for the future scheduled replacement of a vehicle or piece of equipment. This allows each department and the divisions within the departments to financially plan for the large capital expense of purchasing new vehicles and equipment that need to be replaced due to age, wear and tear, or to meet regulatory requirements. Depending on the condition and need of the vehicle or equipment being replaced, it will be moved from front -line operation and may be kept a s a back-up, or it will be auctioned off in the City’s vehicle and equipment surplus program.

FISCAL IMPACT
Funds were included in the 2022-2023 Fleet Capital Acquisition budget, often referred to as the Fleet renewal or Fleet replacement budget. The Soli d Waste Division in the Public Utilities Department has accumulated the necessary funds for replacement of the equipment.

REASON FOR RECOMMENDATION
Sufficient replacement funds have been collected to replace the existing trucks, which have been in service for almost 10 years and are scheduled for replacement. Staff has evaluated the available equipment and it meets the needs of the Public Utilities Department’s Solid Waste Division. The proposed method of purchasing the equipment is cost-effective and sufficient funds are available.

ACTIONS FOLLOWING APPROVAL
Purchase orders will be prepared for the City Manager’s approval and sent to the vendors.

Prepared by: Jim Stringfield, Fleet Manager

Reviewed by: City Manager AH
417
AGENDA ITEM NO. 27.

TO: Mayor and City Council
FROM: Administration
DATE: June 19, 2023
SUBJECT: Consider Approval – Change of Council Meeting Schedule.

Staff: John Holt, City Manager
Recommendation: Approve
ATTACHMENTS: None.

RECOMMENDATION
For the City Council to approve the addition of a council meeting on Monday, July 10, 2023, and cancellation of the regular Council meeting scheduled for Monday, July 3, 2023.

EXECUTIVE SUMMARY
There is a need to change the schedule of meeting s for the City Council in July. Staff is recommending that City Council approve the addition of a council meeting on Monday, July 10, 2023, and canceling the meeting of Monday, July 3, 2023.

BACKGROUND
Staff is recommending that City Council consider approving a council meeting on July 10, 2023, as City Hall buildings will not be accessible from June 30 – July 4, 2023. This request would cancel the July 3, 2023, meeting and reschedule it to July 10, 2023.

Given adequate notice, staff will be able to amend the timing of actions coming forward so that operations will not be affected by the cancellation.

FISCAL IMPACT
None.

418
AGENDA ITEM NO. 28.

REASON FOR RECOMMENDATION
Pursuant to the Clovis Municipal Code, the City Council meets in regular session on the first, second, and third Monday of each month, except when those Mondays occur on a recognized City holiday. The City Council needs to confirm any change to the schedule of meetings in order to properly notice the public of the City Council’s schedule of meetings.

ACTIONS FOLLOWING APPROVAL
A revised schedule of meetings will be published in conformance with law.

Prepared by: Rebecca Simonian, Executive Assistant

Reviewed by: City Manager AH

419
AGENDA ITEM NO. 28.

Clovis City CouncilJune 19, 2023

Clovis City Council
June 19, 2023