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B. The Contractor shall perform weed removal and shall identify in their schedules approximate time frames for performing this function. Failure to adhere to this specification shall result in a $200 Performance Deficiency Deduction per site for each day Deficiency remains uncorrected. Acceptable methods of control are:
Annual weeds, mechanical and/or chemical methods. Perennial weeds such as Bermuda grass, nutsedge (species), bindweed, pennisetum grass shall be controlled with chemical means only.
C. After weeds have been sprayed and removed, the Contractor shall rake or sweep the area removing any debris generated as a result of the weed control process.
D. Chemical herbicide control is the responsibility of the Contractor. The Frequency Schedule outlines the minimum herbicide controls. If weed control has not been maintained as specified, the City may require additional herbicide applications at no additional cost to the City. Preventative weed control, such as pre-emergent herbicides and post-emergent herbicides is the responsibility of the Contractor.
See also PEST CONTROL and HERBICIDES Sections below.
PEST CONTROL
General
The Contractor shall provide complete and continuous control and/or eradication of all plant pests at no extra cost, including: weeds; insects, mites, nematodes, and other invertebrates; gophers, squirrels, rats, mice, and other vertebrates; snails and slugs; pathogens and diseases.
Controls to include necessary use of integrated pest control systems involving the use of life history information and extensive monitoring. Control through prevention, cultural practices, pesticide applications, exclusion, natural enemies and host resistance.
The only exception to this is with regards to bees. The contractor will be responsible for reporting to the City any bee activity (swarms or hives) immediately.
All areas of the landscape shall be inspected for infestations of harmful pests. Leaves that may be blotched, blighted, deformed, mildewed, rusted, scorched, discolored, defoliated, or wilted should be noted. Identify the cause of injury and consult a Pest Control Advisor before application of chemical treatments.
At certain times of the year, and with certain environmental conditions, the presence of certain pests can be anticipated; start preventative cultural methods before a pest is visible. Inspect new growth for the presence of aphids, leaf hoppers, scale, mealy bugs, and mites. Look for ants on soil, along walks, and trunks of shrubs and trees. Control adult beetles before they lay eggs on bark in the spring. Ongoing inspections are necessary to determine if there is a summer brood. Snails shall be controlled before becoming epidemic. They can be anticipated as a menace from spring until the advent of high temperatures, wherever moist soil prevails.
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Pruning may be an effective prevention of an epidemic of insects and diseases.
Removing infected parts and disposing of them off site separates the pest or pathogen from the host. Examples are Pine tree tip month, Juniper twig girdler, Verticillium wilt, and some other fungal caused blights of foliage. Proper thinning of tree foliage, to provide light and aeration for groundcover may aid in disease prevention. Use care when pruning not to spread disease by keeping all cutting edges sterile by dipping in an alcohol or bleach solution after each cut
Application of Pesticides
A. Notification: City shall be notified prior to the application of pesticides and other chemicals. THERE SHALL BE NO APPLICATION OF A PESTICIDE WITHOUT WRITTEN PERMISSION FROM THE CITY.
B. Timing: Pesticides shall be applied at times which limit the possibility of contamination from climatic or other factors and at the proper life cycle of the pests.
Early morning application shall be used when possible to avoid contamination from drift. Applicator shall monitor forecast weather conditions to avoid making application prior to inclement weather to eliminate potential runoff of treated areas.
C. Irrigation: Irrigation water applied after treatment shall be reduced to eliminate runoff. When water is required to increase pesticide efficiency, it shall be applied only in quantities of which area is capable of receiving without excessive runoff.
Coordinate with City representative.
D. Handling of Pesticides: The Contractor shall be responsible for the safe and proper application of all chemicals. Care shall be taken in transferring and mixing pesticides to prevent contaminating areas outside the target area. Application methods shall be used which ensure that materials are confined to the target area.
Spray tanks containing leftover materials shall not be drained on the site to prevent any contamination. Disposal of pesticides and tank rinsing materials shall be within the guidelines established in the State of California Food and Agricultural Code or EPA regulations.
E. Equipment and Methods: Spray equipment shall be in good operating condition, quality, and design to efficiently apply materials to the target area. Drift will be minimizing by avoiding high pressure applications and using water soluble drift agents.
F. Selection of Materials: Pesticides shall be selected from those materials which characteristically shall be used when possible to limit windblown particles. The use of adjuvant will be to increase pesticide efficiency thereby reducing the total amount of technical material required to gain control.
G. Substitutions: Wherever a specific type of material is specified, no substitutions shall be allowed without the written consent of the City representative. Certification of Materials: All materials shall be delivered to the site in original unopened containers. Materials shall be subject to inspection by the City representative.
H. Licenses and Permits: The contractor shall obtain necessary permits and licenses to comply with the City, County, State or Federal laws for using pest control chemicals. All material use shall be in strict accordance and applied within the most current EPA regulations and the California Food and Agricultural Code.
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1. The State of California Agricultural Code requires that ALL pesticides and/or chemicals may be used only after a written recommendation by a State of California Licensed Pest Control Advisor is obtained, with a copy forwarded to the City Public Works Department prior to chemical use. A recommendation consists of all the applicator should know for an accurate and safe usage. The recommendation must be time and site specific.
2. Application of all pesticides shall be made by or under the supervision of a person holding a valid license, permit, or certificate issued pursuant to Sections11701 and following, and Sections 14151 and following, of the California Food and Agriculture Code. Said person or company shall be registered to conduct a pest control business in the State of California and the County of Riverside during the entire term of this Agreement and any extension(s) thereof.
3. In case a Restricted Use Pesticide is recommended, the City must have a use permit issued by the County of Riverside Agricultural Commissioner.
I. Use Reports: Contractor shall complete and furnish a pesticide application log to be submitted to the City at the monthly walk through. The log shall have the following information included:
1. The pest to be controlled
2. Method of control
3. Copies of the product labels
4. MSDS Sheets
5. A frequency schedule
6. A copy of the PCA recommendation
J. Material Use Reports: Pesticide applications shall be recorded on the maintenance schedule and coordinated with the City’s representative. Material use reports for all pesticides shall be filed with the City no later than the 10th of every month for the preceding month.
K. Plant Material Replacement: The Contractor will assume responsibility and liability of use of chemical controls, and shall be responsible for the replacement of any plants, turf, and trees killed or damaged by improper chemical applications.
Herbicides
Weeds must be removed upon appearance. Selective post emergence herbicides shall be used to kill weeds without permanent injury to other plants. Do not proceed with a treatment except as recommended by a Pest Control Advisor in writing with a copy forwarded to the City‘s representative prior to treatment.
A. All creeping grasses shall be kept out of shrubs and groundcovers.
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B. The Contractor shall be especially careful if applying chemicals to control weeds because of possible damage to the lawn. Before such applications are made the turf should be well established and in a vigorous growth condition. All chemicals applied will be recorded and coordinated with the City’s representative.
C. Broadleaf weeds in turf shall be removed selectively, without injury to the lawn grass other than slight, temporary discoloration.
D. Grass weeds in lawns shall be controlled with selective post-emergence herbicides. Pre-emergent herbicide application shall be required to control crabgrass in all turf area. Scheduling for pre-emergence herbicide controls of weedy grass seeds shall be set forth in the FREQUENCY SCHEDULE.
E. Weeds not killed with herbicides shall be removed manually. Turf and other desirable plants killed by weeds, chemicals, etc., shall be replaced at the Contractor’s expense. All replacements must be made within 7 calendar days after receiving notice from the City.
F. See also WEED CONTROL and PEST CONTROL Sections above.
Insecticides/Fungicides
A. The Contractor shall be responsible for the application of the appropriate chemical.
B. The Contractor shall be responsible for the replacement of any plant, tree or turf area, at no cost to the City, if appropriate measures or actions were not taken to control and/or eradicate the problem.
C. The City shall notify the Contractor in writing if the City has knowledge of any insect, fungus or disease problems. Preventive fungicides shall be applied as necessary.
D. Insecticide and/or fungicide applications shall be recorded on the maintenance schedule and coordinated with the City’s representative. See also Application of Pesticides above.
FERTILIZER APPLICATIONS
All landscape areas shall be fertilized at rates and intervals designated in the Frequency Schedule. This includes shrubs, ground covers, and turf. Equipment and labor to apply any fertilizer shall be included in the contract. The City is to supply the fertilizer materials.
Compliance with fertilization specifications will be enforced by application inspections and periodic soil analysis. See also LITTER CONTROL/DEBRIS REMOVAL Section below.
A. SHRUBS & GROUND COVERS: Contractor shall use a balanced fertilizer in shrub and ground cover areas as requested in the Frequency Schedule or as directed by the City’s Representative. The Contractor is to provide the equipment and labor to apply the fertilizer as part of this contract.
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LITTER CONTROL / DEBRIS REMOVAL
A. All litter will be picked up by daily at scheduled sites. a. This includes all debris discarded by the public during the use of the facility.
b. Pick up all areas including areas around trash enclosures, benches, in medians/planter bed areas. Remove all trash, litter and empty all trash cans.
c. Trash should be taken and deposited hauled away by Contractor or trash must be hauled off to an approved site. Trash in trash cans throughout parks must be emptied. If cans are overflowing, contractors shall empty debris into dumpsters (this includes debris on the ground and in the can). If trash and debris is dumped next to dumpster and enclosure, contractor shall try to put it into the dumpster, if there is no room, it shall be hauled off the site.
B. The Contractor shall provide a general clean-up operation throughout the contracted areas for the purpose of picking up papers, trash such as paper, cans, bottle, broken glass, dog droppings and any out-of-place or discarded items, hanging or broken tree branches, or other debris which may accumulate in the landscape areas, caused by winds or normal conditions. Failure to remove and dispose of debris deposited by winds or under normal conditions within twenty-four (24) hours shall result in a $200 Performance Deficiency Deduction per acre for each day Deficiency remains uncorrected beyond deadline.
C. The Contractor shall also regularly remove dried plant material, such as: fallen leaves, twigs, flowers, and seed pods, and; dried up and/or dead portions of trees, shrubs, vines, and ground cover at intervals set forth in the Frequency Schedule. Every effort shall be made to remove litter from all areas as early in the morning as possible, and no later than 10:00a.m.
D. Contractor shall remove all debris resulting from Contractor’s maintenance operations and dispose of it off-site in a legal manner, at Contractor’s sole expense. Disposal of debris shall not be allowed in any City trashcan, bin or City facility (corporate yard or satellite yards) nor in any park refuse container unless other arrangements have been authorized by the City. Failure to remove and dispose of debris generated by Contractor’s maintenance operations within twenty-four (24) hours shall result in a $200 Performance Deficiency Deduction per acre impacted for each day that Deficiency remains uncorrected beyond deadline.
1. No debris will be all allowed to remain at the end of the workday.
2. All surfaces will be raked or swept after litter and/or weeds are removed.
3. All grass clippings shall be picked up after each mowing or trimming operation. If mulching mowers are used, all visible clippings must be removed in accordance with this specification. Failure to remove and dispose of debris shall result in $200.00 Performance Deficiency Deduction per acre impacted for each day that Deficiency remains uncorrected beyond deadline.
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4. All debris must be separated into green waste, recyclables, and other waste to minimize contamination and be disposed of in the appropriate locations. Failure to separate and dispose of debris appropriately shall result in $200.00 Performance Deficiency Deduction per occurrence. See also GREEN WASTE Section below.
5. All walkways will be kept clean/clear or debris and plant growth. Care shall be taken not to create unnecessary hazards to foot or wheelchair traffic during maintenance operations.
6. All shrub areas not interplanted with ground cover will be raked clean a minimum of once a week or as directed by City representative.
E. Contractor’s operations shall comply with Chapter 13.16 (Stormwater Management) of the City’s Municipal Code, including but not limited to Section
13.16.120 – Compliance with General Permits, and Section 13.16.130 – Compliance with Best Management Practices (BMP’s)
1. Blowing of grass cuttings, debris, plant litter, fertilizers or other chemical granules, pellets, or dusts into public streets, gutters, or storm drain inlets is a violation of City’s NPDES Permit, and shall result in a $200.00 Performance Deficiency Deduction per site, per occurrence.
2. Contractor shall be solely responsible for payment of any fines, or costs of any cleanup or enforcement action that may result from Contractor’s failure to adhere to this specification.
F. The contractor shall provide National Pollutant Discharge Elimination System (NPDES) Permit training for Urban Runoff management to Contractor’s employees and subcontractors if any. Failure to provide Urban Runoff management training is a violation of Order No. R7-2008-0001, NPDES No. CAS 617002 (Municipal Separate Storm Sewer System NPDES Permit), Section f.- Public Education and Outreach viii, Permittees’ Employees, for each day of which such failure occurs, and shall in addition, be a breach of the contract with the City of Coachella (City). Contractor understands and agrees that NPDES Permit violations are grounds for enforcement action by the Environmental Protection Agency, the State/Regional Water Resources Control Board and the City and may result in permit termination (stop work order), civil and criminal fines, and termination of contract. By submitting a proposal, the Contractor certifies to the City that he has trained his employees and subcontractors, if any, for Urban Runoff Management, and included sufficient sums in his base compensation proposal amount to cover such costs of said training.
SIDEWALK / HARDSCAPE AREA CLEANING
Contractor shall maintain and clean any accumulated sand, gravel, grass and plant clippings or debris on all sidewalk and hardscape areas within the Landscape Area boundaries. All surfaces will be raked or swept after litter and/or weeds are removed. All hardscape surfaces will be maintained clean and free of debris by powerwashing when needed. This shall be performed on a continuous basis as needed. See Frequency Schedule.
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RESURFACING AND RAKING OF DECOMPOSED GRANITE (DG)
A. All work associated with the maintenance and repair of decomposed granite and gravel surfaces including: trails and planter areas.
B. Rake, clean, repair or resurface DG/gravel surfaces using manual or machine assisted methods to achieve a smooth, level and uniform surface.
C. DG/gravel areas will be uniformly covered and smooth, free of ruts, ridges, plant growth, and potholes.
RESURFACING AND RAKING OF WOOD CHIPS
A. All work associated with the maintenance and repair of wood chip surfaces include playground areas.
B. Rake, clean, evenly disperse wood chips using manual methods to achieve a smooth, level and uniform surface.
C. All wood chip surfaces will be maintained free from weeds, debris or moisture.
D. In the event of flooding that displaces wood ships, the displaced chips shall be gathered, cleaned of any unwanted material and redistributed to the playground area.
DRAINAGE FACILITIES
The Contractor shall be responsible for continual inspection of surface drains, Vditches, located within the landscaped areas. Surface drains shall be checked and maintained free of obstruction and debris at all times to assure proper drainage.
Remove any debris or vegetation that might accumulate at the inlet to prevent proper flow of water. See also LITTER CONTROL/DEBRIS REMOVAL Section above.
SPECIFIC TERMS & CONDITIONS
GREEN WASTE
The Contractor shall compost all appropriate green waste removed from City landscape areas at an approved facility where green waste is converted to a usable soil amendment. If any compost is used in the execution of the landscape maintenance contract, it must be from a facility that receives and composts City of Coachella green waste. Said products shall be approved by the Public Works Director or his designee before use. The Contractor shall submit verification of recycling City of Coachella green waste as part of the Contractor’s monthly report.
EXTRA WORK
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During the course of the contract period, additional services, labor and materials, beyond those specified in the contract may be required and performed on a time and material or unit price basis. Such work will be billed according to the Extra Work pricing schedule provided as part of this contract. The Contractor may notify the City of the need for Extra Work and/or the City may request Extra Work. The City will issue a Work Request form upon which the Contractor will provide estimated labor, material and/or unit price costs. The Contractor must have a signed work order from the Public Works Director or his designee before beginning work.
The Contractor shall provide twenty-four- (24) hour emergency service, with prompt correction or mitigation of emergency damage when notified of an occurrence. An emergency that is causing a hazard to the public or property must be responded to within one (1) hour. Failure to do so may result in monetary deductions from the monthly billing.
Work should be limited to the level required to mitigate an emergency and further repairs shall be completed during normal working hours. Extra work will be a separate item from normal contractual duties. The Contractor is expected to complete the contractual duties as specified on schedule and extra work shall not interfere with or delay these duties.
1. In the event the Contractor is required by the City and agrees to perform extra work, the following procedure shall govern such work:
A. Work will be executed under the direction of the Contractor’s maintenance supervisor on a time and materials basis or an agreed lump sum price depending on the nature of the work.
B. When required by the City Representative, a written estimate of cost will be submitted for approval and issuance of a purchase order prior to work being done. The Contractor shall maintain records sufficient to distinguish the direct cost of said extra work from cost of other operations. The Contractor shall furnish reports of extra work on forms furnished by the contractor, itemizing all costs for labor, materials, and equipment. The report shall include hours worked. The following procedure will govern such extra work:
C. City will issue work request for such extra work to be performed.
D. Repairs due to vandalism
E. Material cost shall be actual cost not to exceed 15% for the handling of materials purchased by the Contractor and used for the extra work.
Extra work must be approved by the City Representative in writing.
GUARANTEE AND / OR REPLACEMENT POLICY
All new plant material and irrigation installation shall be guaranteed for a period of one calendar year except due to “Acts of God, “i.e., damage or death of plant material due to wind or storm, or vandalism, theft, or other willful acts over which the maintenance contractor has no control. Existing plants shall be replaced by Contractor if they die due to Contractor’s negligence.
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EXHIBIT “B”
SCHEDULE OF SERVICES
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EXHIBIT “C”
COMPENSATION
Monthly = $4,900.00
Annual = $58,800.00
Two Year Term = $117,600.00
Two Year Term plus 15% contingency = $135,240.00
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EXHIBIT “D”
PAYMENT AND PERFORMANCE BONDS
Item 15.
STAFF REPORT
2/9/2022
TO: Honorable Mayor and City Council Members
FROM: Cástulo R. Estrada, Utilities Manager
SUBJECT: Resolution 2022-19 Approving The Creation and Funding for a Full-Time Assistant Engineer (Utilities) Position and Eliminating The Position Approved by Resolution No. 2021-51
STAFF RECOMMENDATION:
Staff recommends that the City Council approve Resolution No. 2022-19 approving and funding a full-time Assistant Engineer (Utilities) Position that will focus on water and wastewater tasks.
BACKGROUND:
Currently, the City has more than 12 million dollars in Utility related projects programmed into the Capital Improvement Program. In The past, the Utilities department had a separate devoted staff member that helped coordination efforts to advance and deliver these Utility projects.
Looking forward, City Staff anticipate increased funding opportunities for utility related projects due to increased Federal and State infrastructure funding and Economic Stimulus funding. City Staff also anticipate increased demand to advance and deliver utility projects in association with projected growth. Therefore, in order to place the Utility department in the best position to respond to growing grant opportunities, manage multiple projects and serve the citizenry with future development projects, a new Assistant Engineer (Utilities) specifically assigned to the Water and Sanitation areas is needed. This position will place the Utility department in an advantageous position to take advantage of all federal and state funding resources while better serving our community.
The Assistant Engineer (Utilities) position falls under Sanitary/Miscellaneous Employees and would report to the Utilities Manager. This position would be added to the approved organizational structure and is currently included in the City’s approved salary schedule, with a Pay Grade 21 annually.
FISCAL IMPACT:
Funding for this position has been appropriated by Resolution No. 2021-51. No additional fiscal impact is anticipated.
Item 16.
RESOLUTION NO. 2022-19
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF COACHELLA, CALIFORNIA, APPROVING THE CREATION AND
FUNDING FOR A FULL-TIME ASSISTANT ENGINEER (UTILITIES) POSITION AND ELIMINATING THE POSITION APPROVED BY RESOLUTION NO. 2021-51 WHEREAS, the City has a funded vacant full-time Construction Project Coordinator position under the Utilities Department;
WHEREAS, the Utilities Department has determined that it will better serve the City’s needs to recruit and fill a full-time Assistant Engineer (Utilities) position instead; WHEREAS, The Assistant Engineer (Utilities) position falls under Sanitary/Miscellaneous Employees and would report to the Utilities Manager. This position would be added to the approved organizational structure and is currently included in the City’s approved salary schedule, with a Pay Grade 21 annually;
NOW, THEREFORE, BE IT RESOLVED, DETERMINED, AND ORDERED by the City Council of the City of Coachella, as follows:
Section 1. Incorporation of Recitals. The City Council hereby finds and determines that the foregoing Recitals of this Resolution are true and correct and hereby incorporated into this Resolution as though fully set forth herein.
Section 2. Title. Adopt Resolution No. 2022-19 a Resolution of the City Council of Coachella, California, approving the creation and funding for a full-time Assistant Engineer (Utilities) position.
PASSED, APPROVED and ADOPTED this 9
th day of February 2022.
___________________________________
Steven A. Hernandez
Mayor
ATTEST:
___________________________________
Angela M. Zepeda
City Clerk
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APPROVED AS TO FORM:
___________________________________
Carlos Campos
City Attorney
STATE OF CALIFORNIA
COUNTY OF RIVERSIDE
CITY OF COACHELLA
)
) ss.
)
I HEREBY CERTIFY that the foregoing Resolution No. 2022-19 was duly adopted by the City Council of the City of Coachella at a regular meeting thereof, held on the 9 th day of
February 2022 by the following vote of Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
___________________________________
Andrea J. Carranza
Deputy City Clerk
Item 16.
21City Hall
1515 Sixth Street
Coachella, CA 92236
Telephone: (760) 398-3502
DECEMBER February 20162022 FLSA:
NON-EXEMPT
ASSISTANT ENGINEER (UTILITIES)
DEFINITION
Under the general supervision of the City EngineerUtilities Manager, serves as an Engineer-In-Training performsing engineering work in several engineering disciplines for municipal projects.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the City EngineerUtilities Manager. Exercises no supervision of staff.
CLASS CHARACTERISTICS
The Engineer-in-TrainingAssistant Engineer (Utilities) classification is designed to be filled by a candidate who has completed a Bachelor of Science degree, or equivalent, in the field of Civil Engineering, or related field.; and is in the process of securing a state certification as a Professional Engineer. This classification is designed to allow a candidate who meets the academic prerequisites the opportunity to be employed in a position supervised by a professional engineer. This will allow the EIT to meet the experience requirement to be eligible to take the State Professional Engineers examination.
EXAMPLES OF ESSENTIAL JOB FUNCTIONS (Illustrative Only) Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
1. Performs entry level and intermediate engineering work under the direction of a Professional Engineer (P.E.).the Utilities Manager.
2. Works independently or as a member of a team to coordinate, monitor, and review engineering projects. Assists in investigations. Completes preparation of plans as an Engineer-In-Training (EIT) for an assigned area of responsibility as directed by the City Engineer.
3. Performs work as assigned for engineering projects such as capital improvement programs, sewer/water construction, landfill construction and engineering studies, and water/wastewater/stormwater management projects.
4. Performs engineering design work for various municipal projects.
5. Provides assistance and direction to engineering support staff as needed to coordinate gathering of data and compilation of information necessary to complete project assignments.
6. Prepares reports including text and exhibits. Makes presentations, maintains accurate records, notes and other required documentation for assigned projects.
7. Ensures that assigned projects are completed within the guidelines and timetables established by local, state, and federal laws, regulations, standards, and/or policies.
8. Reviews plans submitted by consulting engineers related to water, sanitary sewer, drainage, and street design to ensure they meet the City’s minimum design standards.
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9. Attends meetings as needed or requested to address engineering issues related to assigned area of responsibility.
10. Develops work orders for field crews as required by job duties. Monitors, assists with and verifies completion of the work as needed.
11. Reads and interprets a variety of information such as plans and specifications, other construction documents, technical manuals, and testing information.
12. Utilizes a variety of computer software applications such as spreadsheet, database, computeraided design (CAD), ArcView, work processing and internet programs.
13. Travels to a variety of project sites for assigned area of responsibility.
14. Prepares and performs contract administration of utility projects. This includes preparing or coordinating with others to prepare bid documents, Council staff reports, and contract summaries, negotiations in changes of contract scope, monitoring design costs and overall project budget, resolution of claims, disputes and outstanding issues.
15. Coordinates and negotiates project work with developers, contractors, public agencies, public utilities, local groups, cities and individual customers.
16. Prepares or coordinates with other to complete reimbursement packages with state or federal agencies for various projects funded by grants.
17. Participates in the preparation of capital improvement budgets, utility rate development and grant administration.
13. QUALIFICATIONS
Knowledge of:
Principles, procedures, standards, and practices related to professional level engineering work with specialized knowledge in assigned area of responsibility; mathematics as it relates to complex engineering work and calculations; computerized software programs used for engineering applications; applicable standards, laws and regulations as they relate to assigned discipline.
Ability to:
Effectively perform engineering level work in assigned discipline; may direct assigned technical and/or administrative support staff; accurately design, analyze, understand, and interpret plans and specifications, construction drawings, and schematic diagrams; utilize sounds independent judgment and make responsible decisions and recommendations; work effectively with only general direction and guidance; communicate effectively both verbally and in writing; utilize computer software applications; deal effectively and courteously with associates, customers, and the general public; prepare accurate and complete reports and records; effectively present reports, information, and recommendations; effectively welcome and embrace differences among employees and citizens; perform effectively as a member of the team in carrying out the City’s stated mission and philosophy; perform the essential functions of the job without posting a direct threat to the health and safety of others.
Education and Experience:
Any combination of training and experience which would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:
A bachelor’s degree from an accredited college or university in Civil Engineering, or closely related engineering field providing appropriate engineering education related to the specialty area, and two (2) years of professional engineering experience. Registered as an Engineer-In-Training (EIT) in the State of California. Must have basic knowledge of principles, practices and procedures used in municipal utilities and/or public works. Previous work with a public agency is highly desirable Formatted: Indent: Left: 0.25", No bullets or numbering
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Licenses and Certifications:
A valid certificate as an Engineer-In-Training issued by the California State Board for Professional Engineers. A valid California class C driver’s license with satisfactory driving record and automobile insurance is also required.
PHYSICAL DEMANDS
Performs bending and reaching to both ground level and overhead; lifts, carries, pushes, and pulls up to 25 pounds. Works both inside and out doors, must have the physical ability to inspect work on construction sites, and the ability to climb or descend stairs or ladders as needed to inspect the physical conditions of facilities or work sites. Must have ability to operate a computer keyboard and mouse.
ENVIRONMENTAL ELEMENTS
Employee will primarily work indoors with heating and cooling regulated in a general office environment, however, will be exposed to extreme weather conditions when conducting on-site field work or inspections for various engineering projects. Subject to safety hazards from working in and around traffic or excavation areas, dust and pollen from construction sites, cramped spaces and poor lighting from underground structures, and possible exposure to disease when working around solid waste reduction and disposal and sanitary sewers.
Revised 102/0914/2216
Item 16.
STAFF REPORT
2/9/2022
TO: Honorable Mayor and City Council Members
FROM: Maritza Martinez, Public Works Director
SUBJECT: Approve professional services agreement between City of Coachella and the Greater Coachella Valley Chamber of Commerce for fiscal year 2021-2022.
STAFF RECOMMENDATION:
Approve professional services agreement between City of Coachella and the Greater Coachella Valley Chamber of Commerce for fiscal year 2021-2022.
EXECUTIVE SUMMARY:
The City of Coachella has partnered with the Greater Coachella Valley Chamber of Commerce (Chamber), as a private business support organization within the City to provide professional services. The City renews the service agreement annually with the Chamber, which commemorates the services the Chamber will provide to the City each fiscal year. These services include supporting the City’s economic development efforts by providing: business services, various community and city events, and further development of Coachella’s tourism market. The budget and the services identified in the attached professional services agreement total $60,700 which is more than the agreement for 2020/2021 as city events were canceled due to COVID-19 restrictions and the 2021/2022 agreement also reflects an increased cost in Chamber business costs.
The services described in the proposed 2021/2022 Agreement include the following services and final costs to the City after any available revenues are deducted per service/event:
Visitor Center ($41,500)
o Staffed Mon-Thu, 8:30 - 4:30; Visitor Center is responsible for marketing the City of Coachella to guests and visitors at the center. Services include local directory, city and relocation information, and general business related guidance. State of the City/Business Awards ($8,200)
o Chamber will organize and manage: Business Expo; ticket sales/sponsors, and business awards.
General Promotion / Marketing ($2,000)
o Video Footage as needed.
Holiday Parade ($2,500)
o Provide food vendors, judges and assist in soliciting convertible cars for dignitaries. Coachella Tacos Tequila and Chavelas Festival ($6,500)
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o Provide stipend and monetary prizes to participating businesses. Provide and staff ticketing for both presale and door entry tickets.
FISCAL IMPACT:
The recommended action will not have a fiscal impact as funding for the recommended action has been appropriated in the approved fiscal year 2021/2022 budget.
Attachment: 2021/2022 Professional Services Agreement
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City of Coachella
Professional Services Agreement Fiscal Year 2021-22
With Greater Coachella Valley Chamber of Commerce
Section 1. Parties
This agreement is made and entered into when executed herein by and between the City of Coachella (“City”) and the Greater Coachella Valley Chamber of Commerce (“Chamber”). City and Chamber are sometimes individually referred to as “Party” and collectively as “Parties”.
Section 2. Purpose
a. The purpose of this agreement is to enter into a partnership between the City of Coachella and the Greater Coachella Valley Chamber of Commerce for the purpose of undertaking the planning and implementation of economic development, marketing and business development services and providing assistance to retain business and generally strengthen and expand the business climate and economic opportunities in the City of Coachella. b. The City will provide such assistance and guidance as may be required to support the objective set forth in this Agreement and will provide the funding and in-kind services for the services and activities set forth in this agreement.
c. The Chamber will provide professional and qualified staff and volunteers that will work to disseminate appropriate information to existing and prospective businesses and community members and operate within agreed upon hours.
Section 3. Scope of Work
The Chamber shall
a. Pro-actively represent the City of Coachella to potential business and industry which will add to the tax base of the City.
b. Encourage tourist interest in Coachella and promote tourism through the Visitor Center. The Chamber will provide visitor information services for the benefit of its residents as well as all business, retail, restaurant, hotel and other related establishments. c. Establish, coordinate and operate various “Business Services and Events, Tourism and Cultural Activities” including business development, Tourism Events, and Cultural Celebrations as described in Exhibit “A”, attached hereto and incorporated herein by this reference. d. Provide quarterly reports to the City Council on economic development and Chamber activities within the City. Specifically, these quarterly reports should be coordinated with the agreed consideration noted in Section 5, and submitted to the City Liaison by the end of September, December, March and June.
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Section 4. Duration of Contract
The term of this agreement shall commence on July 1, 2021 and expire June 30, 2022.
Section 5. Consideration
As consideration for the services provided in Section 3, the City will compensate the Chamber the sum of $15,175 on a quarterly basis (disbursed in July, October, January, April), for a total amount of $60,700.
Section 6. Independent Contractor
The City and Chamber intend that an independent contractor relationship be created by this Agreement.
The Chamber and anyone affiliated with the Chamber for the purpose of this agreement is not considered an employee of the City for any purpose, and neither the Chamber nor any of its employees shall be entitled to any of the benefits of the City provides to employees, including health insurance, sick time, annual leave, or workers compensation. The Chamber specifically represents and stipulates that it is engaged in the business of providing the services set forth in this agreement, whether or not for profit, and that the Chamber is fully registered and legally authorized to conduct such business and pays all necessary taxes and assessments levied against such business.
Section 7. Suspension, Termination and Close Out
If the Chamber fails to comply with the terms and conditions of this agreement, the City may pursue such remedies as are legally available, including but not limited to, the suspension or termination of this agreement with a 60-day notice.
Section 8. Changes, Amendments, and Modifications
The City may, from time to time, request changes and modifications to Section 3, Scope of Work, referring to any additional events and services, to be performed hereunder.
Section 9. Assignability
The Chamber shall not assign any interest in this agreement, and shall not transfer any interests in the agreement without prior written consent of the City.
Section 10. Reports and Information
The Chamber shall at such time and in such form as the City may require, furnish the City periodic reports, including an accounting for the expenditures of the City funds, as it may request pertaining to the services rendered pursuant to this agreement, the costs and obligations incurred or to be incurred in connection therewith, or for any other matters covered by this agreement.
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Section 11. Compliance and Local Laws
The Chamber shall comply with all applicable laws, ordinances, and codes of the state and local government and the Chamber shall hold and save the City harmless with respect to any damages arising from any tort done in performing and of the work embraced by this agreement.
Section 12. Liability and Indemnification
The Chamber agrees to hold the City harmless and shall indemnify and defend all claims. Demands, or suits of law or equity arising from negligent or intentional wrongful actions or omissions of the Chamber or the Chamber’s officials or agents in providing services under this agreement except to the extent arising in whole or in part from the actions of the City or City’s officials or agents.
This Agreement contains all terms and conditions agreed to by the City of Coachella and the Greater Coachella Valley Chamber of Commerce.
In Witness Whereof, the City of Coachella and the Greater Coachella Valley Chamber of Commerce have executed this Agreement as of the date and year last written below:
City of Coachella Greater Coachella Valley Chamber of Commerce _________________________ _________________________
Steven Hernandez Emily Falappino
Mayor President and CEO
_______________ _______________
Date Date
Attest: ___________________________ Date: ________
Andrea Carranza, Deputy City Clerk
Approved As To Form
__________________________
Carlos Campos, City Attorney
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Exhibit “A”
Business Services and Events, Tourism and Cultural Services
1. Business Services
a. Business Advocate - Generally, promote the economic interests of the City through advocacy and business marketing.
b. Visitor Center - Direct, staff and run the City’s Visitor Center. Hours of operation are Monday through Thursday, 8:30 AM to 4:30 PM.
c. Directory of Business - Make available through digital and/or printed products, as well as direct customer support, a directory of businesses in Coachella. d. Information Regarding Economic Development - Supply and make on hand information from the City regarding local economic initiatives, programs and support. e. Housing Information - Supply and make on hand information from the City and local property management companies information regarding local housing. f. Business License Information - Supply and make on hand information from the City regarding acquiring business license.
g. Public Outreach – Supply and make on hand information from the City regarding General Plan, City Business Initiatives/Programs.
h. Digital Campaigns - Support Local Restaurant, Hospitality or Other Relevant Business, to include social media and other digital platforms.
2. Events
a. Coachella State of the City and Business Awards Gala – Plan, Market and Execute event on behalf of the City. City will offer input and guidance on event agenda, working in cooperation with the Mayor of Coachella. Chamber will retain operational control, including purchasing decisions, price points and revenues.
b. Support the City’s Holiday Christmas Parade – Secure donated vehicles for dignitaries, not to exceed twelve (12), including drivers for vehicles. Identify no more than five (5) food vendors to service event, including facilitating health permits. Secure three (3) judges for the holiday parade. Chamber retains all revenue from services rendered. c. Tacos and Tequila Festival – Plan, help market, and execute event, to include vendors, prize money, permits, insurance, ticketing, security, and facilitating county health permits.
Chamber retains all revenue from ticket and group (sponsorship) sales.
3. Cultural Activities
a. Promote the City’s Movies in the Park Program – Utilize marketing avenues to raise public awareness.
b. Promote the City’s Day of the Young Child Event – Utilize marketing avenues to raise public awareness.
c. Promote the Run with los Muertos Event – Utilize marketing avenues to raise public awareness.
d. Work with City to Develop and Propose New Events
4. Tourism
a. Support the City’s Tourism Outreach for Local Events and Businesses through Visitor Center and marketing outlets.
b. Support City’s Mexicali Sister Cities Agreement
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* City shall provide financial support and/or in-kind services from entities such as Fire, Police, and Public Works, City Streets and Parks where applicable. **Due to the COVID-19 public health crisis, some services may be altered, delayed or not executed. Services not rendered may be supplemented with a new or different program or event as mutually agreed upon between both parties.
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EXHIBIT “B”
Rates for Services
BUSINESS SERVICES / TOURISM / CULTURAL
Visitor Center | $41,500
GCVCC will staff the Coachella Resource & Visitor’s Center Monday – Thursday from 8:30am-4:30pm, weekly. Bilingual support will be made available to guide visitors with information and resources related to tourism, doing business in Coachella, living in Coachella, and downtown.
GCVCC rate increases account for increasing cost of labor, operational overhead, as well as intended upgrades to the resource center.
General Promotion / Marketing | $2,000
GCVCC will look for ways to enhance its marketing materials, circulation, and impressions made by marketing the City of Coachella. Despite increasing costs of labor and production resources, GCVCC does not propose an increase to this budget this year.
EVENTS
State of the City / Business Awards | $8,200
GCVCC will coordinate a unique outdoor State of the City Event. This will include the design, planning, and coordination of the event along with some degree of vendor management. GCVCC will work with City staff to plan and produce this event.
This event is quoted with an increase. The 2021 State of the City event will include significant changes that require more planning, additional resources, and added costs.
Additionally, pricing reflects consideration of the general increases associated with the cost of food, beverage, event rentals, and event resources through outside vendors. The Chamber will provide the City with two tables of seating. Additional tables to be billed as ordered by the City.
Holiday Christmas Parade | $2,500
GCVCC will contribute to the annual Holiday parade for residents of Coachella. Services will include the coordinating food vendors, securing judges, soliciting convertible or open aired vehicles involved with the event. GCVCC introduces a small stipend for this event to offset the cost of staff hours to produce and recruit businesses for this event. In the event that rental fees or additional costs are incurred for securing vehicles, such fees and costs will be in addition to the base stipend.
Tacos & Tequila | $6,500
GCVCC staff will work alongside City Staff to plan, coordinate, produce, and resource for the annual Tacos & Tequila event. Given COVID-19 restrictions, GCVCC will incur increased costs and limited revenue. Pricing reflects consideration of the general increases associated with the cost of staffing, outside vendors, and includes significant
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increases to the stipends offered to participating businesses, as well as a general increase in monetary prizes.
GCVCC Annual Golf Tournament | $0
GCVCC will provide the City of Coachella with a foursome at its Annual Golf Tournament. The City of Coachella agrees to participate with at least four individuals.
Event registration may not be gifted to any party other than City staff or council. 2022 GCVCC Annual Awards & Installation Dinner | $0
GCVCC will provide the City of Coachella with seating for four at its Annual Awards and Installation Dinner. The City of Coachella agrees to participate with at least four individuals. Event registration may not be gifted to any party other than City staff or council.
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EXHIBIT “C”
Optional Services
(Services below will be in addition to the contract as currently written on Page 2, Section 5)
ADDITIONAL SERVICE OPTIONS
ESL / Hispanic Business Support | $35,000
GCVCC will dedicate personnel resources to supporting the Hispanic business community through grassroots efforts, printed and posted business resources in Spanish, Spanish educational workshops, and general business support for the Hispanic business community. GCVCC will produce a one-of-a-kind, strategic effort that fosters an approachable business resource and network for Hispanic business owners. The Chamber will create metrics of measurement to adapt its programs and ensure successful outcomes.
Recurring Events, Programs, & Initiatives | $18,000
GCVCC will launch a new variety of recurring business events, programs, and initiatives through the calendar year at a higher frequency to serve the local business community and the City’s overall economic development interests. Recurring events will be designed and hosted in live, online, and hybrid formats. Additionally, events will be facilitated with an intentional effort to occasionally include and/or feature City Staff and Council with the business community. Examples of such events may include: specialty mixers, coffee with the city events, city walks (business visits), and business education events – all hosted specifically for the City of Coachella. The frequency of such events will be coordinated with City Staff.
Collateral Creation | $1,500
GCVCC will create and design Relocation Packets, Infographics and marketing pieces on “Doing Business in City of Coachella” and limited social media and digital marketing pieces to assist the City in its PR and marketing efforts. All collateral will be designed with City approval. Designs are intended to promote business and visitation throughout City of Coachella. Printing, production, and advertising costs are not included.
Site Visits & Business Visitation | $8,000
GCVCC will coordinate with the City Staff and/or Council to arrange site visits of large employers, new businesses, and/or industry innovators. Arrangements will account for a City Staff Member and/or City Council Member’s participation to view, tour, and get to know a local Coachella business. GCVCC will photo document each visit to market, promote, and share.
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