Agenda, special meeting, first session — Coalinga City Council, June 18, 2025 (part 2 of 3)

The City of Coalinga will be enforcing the Coalinga Municipal Code which requires the removal of accumulated junk, property and/or garbage in the vicinity of [ insert address ], including any temporary shelters. Any individuals who are residing or storing property in this area are in violation of the Coalinga Municipal Code and will need to immediately move off this site and remove any personal property they own.

On [ insert date ], at [ insert time ], the City of Coalinga will conduct a clean-up of the area, including the removal of all individuals, personal property, temporary shelters, junk and/or garbage from this area. Individuals wishing to reclaim personal property collected by the City as part of the clean-up project may do so by contacting [ person and title ] at [ address and phone number ] for a period of thirty (30) days following [ date of clean-up ]. Personal property collected by the City shall be stored, without charge, for thirty days. After thirty (30) days, any unclaimed property will be thrown away. If you have any questions or comments, please contact [ person and title ] at [ address and phone number ].

EXHIBIT D

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: City CouncilApproval of a City Council Electronic Device Purchase and Buyback Policy
Meeting Date: Wednesday, June 18, 2024
From: Seam Brewer, Interim City Manager
Prepared by: Sean Brewer, Interim City Manager
I. RECOMMENDATION:

Staff recommends that the City Counciladopt the attached City Council Electronic Device Purchase and Buyback Policy establishing a process for the issuance of electronic devices to elected Council Members and providing a formal buyback mechanism for devices at the end of their useful life.

II. BACKGROUND:

To ensure City Council Members have the tools necessary to effectively perform their duties, staff has developed a standardized policy for issuing electronic devices to newly elected officials. This initiative aims to enhance access to City communications, reduce reliance on personal devices for City business, and align with best practices in digital governance.

Additionally, to manage City assets responsibly and equitably, the policy outlines a buyback program for devices that have reached the end of a standard four-year lifecycle.

III. DISCUSSION:

Under the proposed policy, newly elected Council Members will receive a City-issued electronic device for official use upon certification of election results. The device will remain City property throughout the member's term and must be used in compliance with allapplicable City IT policies. After a minimum of four years of service life, Council Members may opt to purchase the device for 10% of its originalcost, provided it is properly cleared of City data. Devices may be replaced if a Council Member begins a new term or exceeds the initial lifecycle. The program will be administered by the City Manager or designee, who willalso review any exceptionalcases.

IV. ALTERNATIVES:

Council may choose to revise the policy.

V. FISCAL IMPACT:

The fiscal impact is minimaland will be managed through the City’s IT and general fund budgets. Buyback revenue offsets a portion of replacement costs while extending the value of public investments in technology.

ATTACHMENTS:

File Name Description
Council_Electronic_Device_Purchase_-_Buyback_Policy_2025.docx Council Electronic Device Purchase and Buyback Policy City of Coalinga
City Council Electronic Device Purchase and Buyback Policy Purpose:

The purpose of this policy is to establish a standardized program for the purchase and use of electronic devices for elected members of the City Council and to provide a buyback mechanism for devices reaching the end of their standard operational term.

Section 1. Authorized Devices

1.1 Upon successful election and certification, each City Council Member shall be eligible to receive one (1) City-issued electronic device for official City business.

1.2 The preferred device shall be determined at the discretion of the newly elected councilmember based on individual accommodation needs.

1.3 Devices shall be configured with appropriate security, productivity, and communication software to ensure compatibility with City systems.

Section 2. Device Ownership and Responsibility

2.1 The device remains City property during the elected term of service.

2.2 Council Members are responsible for maintaining the device in good working condition and reporting any malfunctions or security breaches promptly.

2.3 Devices shall be used in accordance with all City IT security policies and applicable laws. Personal use shall be limited and must not interfere with the primary purpose of the device.

Section 3. Buyback Program

3.1 After a minimum of four (4) years of service life, the City shall offer the device to the seated or departing Council Member for personal purchase.

3.2 The predetermined buyback value shall be based on a straight-line depreciation model at the time of original purchase. Using this model, the electronic device shall cost 10% of the original purchase price.

3.3 Devices must be cleared of all City data and reset in accordance with IT protocols before being transferred.

3.4 If the Council Member declines the buyback option, the device shall be returned to the City for surplus disposition or reassignment.

Section 4. Replacement Devices

4.1 Should a Council Member begin a second term or continue service beyond the initial device lifecycle, a replacement device may be issued.

4.2 The old device will then be eligible for buyback as outlined in Section 3, or returned to the City if declined.

Section 5. Program Oversight

5.1 The City Manager or designee shall oversee the implementation and administration of this policy.

5.2 Any exceptions or unique circumstances shall be reviewed on a case-by-case basis and may require City Council approval.

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: City CouncilApproval of a New Hanger Waitlist Policy for New Coalinga MunicipalAirport
Meeting Date: Wednesday, June 18, 2025
From: Sean Brewer, Interim City Manager
Prepared by: Mercedes Garcia, Senior Administrative Analyst I. RECOMMENDATION:

Senior Administrative Analyst and the Interim City Manager recommend the City Councilapprove the Hangar Wait List Policy for the New Coalinga MunicipalAirport.

II. BACKGROUND:

New Coalinga MunicipalAirport does not have a formal Wait List Policy in place.

III. DISCUSSION:

In order to establish procedures for a formal waitlist policy that is fair, transparent, and economically strategic staff recommends adopting the Aircraft Hangar Waitlist Policy. This policy includes prioritization criteria for military, government agencies, and aviation businesses.

Policy Summary
Application must be completed.

Annual renewal of application to remain on the list.

Applicant may decline hangar offer once and retain their position.

Prioritization Criteria for Military and Government Agencies, Aviation Businesses, or Local Economic Impact in Coalinga.

Appeal process for applicants who believe bypassed unfairly.

Review of policy biennially to ensure alignment with Airport Master Plan and City economic development strategies.

IV. ALTERNATIVES:

Do not approve the Airport Hangar Waitlist Policy.

V. FISCAL IMPACT:

None.

ATTACHMENTS:

File Name Description
City_of_Coalinga_New_Coalinga_Municipal_Airport_Waitlist_Policy.docx New Coalinga Municipal Airport Hangar Waitlist Policy City of Coalinga New Coalinga Municipal Airport
Aircraft Hangar Waitlist Policy
Purpose:

This policy establishes a fair, transparent, and economically strategic process for managing the waitlist for aircraft hangar space at the New Coalinga Municipal Airport.

The policy ensures reasonable access while supporting the long-term operational and economic goals of the airport and the City of Coalinga.

1. Waitlist Eligibility
Any individual, business, or organization interested in leasing a hangar at the New Coalinga Municipal Airport may submit a completed Hangar Waitlist Application.

Applications will be accepted on a rolling basis and must be renewed annually to remain active.

2. Waitlist Maintenance
A chronological list will be maintained based on the date and time a completed application is received.

Applicants must update contact information and confirm continued interest annually.

Failure to do so will result in removal from the list.

Applicants may decline one offered hangar space and retain their position. A second declination will result in the removal from the list unless an exception is granted by the Airport Manager.

3. Prioritization Criteria
While applications are generally processed in the order received, the City reserves the right to prioritize applicants whose tenancy provides a direct economic or operational benefit to the airport and the City. These include but are not limited to:

Military and Government Agencies: Entities providing defense, emergency response, or other public service functions.

Aviation Businesses: Businesses offering aircraft maintenance, charter services, flight training, aerial firefighting, or agricultural spraying.

Tenants Creating Local Economic Impact: Operations generating jobs, tourism, or commercial activity in Coalinga.

Strategic Partnerships: Tenants aligned with airport development plans or long-term sustainability goals.

Such applicants may be offered available space ahead of others on the list at the discretion of the Airport Manager, with documentation justifying the prioritization.

4. Offer and Acceptance Process
When a hangar becomes available, the Airport Manager will contact the next eligible applicant (or prioritized applicant, as outlined above).

Applicants must respond within 10 business days. Failure to respond will be considered a declination.

Upon acceptance, applicants must sign a lease agreement and submit all required documentation and payments within 15 business days.

5. Appeals
Applicants who believe they have been bypassed unfairly may submit a written appeal to the City Manager within 30 days of notice. The City Manager's decision is final.

6. Policy Review
This policy will be reviewed biennially or as needed to ensure alignment with the Airport Master Plan and city economic development strategies.

Adopted by the City of Coalinga on June 18, 2025.

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: CouncilAdoption of Resolution No. 4273 Amending the Assistant City Manager Pay Scale
Meeting Date: Wednesday, June 18, 2025
From: Sean Brewer, Interim City Manager
Prepared by: Sean Brewer, Interim City Manager
I. RECOMMENDATION:

Staff recommends Counciladopt Resolution No. 4273 amending the Assistant City Manager Pay Scale.

II. BACKGROUND:

The Assistant City Manager's pay scale has remained unchanged since 2021, while department head pay scales have increased by 10% over the same period. Following a 5% increase for department heads in 2024, the ACM pay scale should have been adjusted accordingly to maintain a reasonable separation between the two.

III. DISCUSSION:

This resolution increases the Assistant City Manager Pay Scale by 5% to be in line with the recent department head increase to maintain reasonable separation between the positions.

IV. ALTERNATIVES:

V. FISCAL IMPACT:

The 5% increase of the ACM position has been incorporated into the FY26 budget.

ATTACHMENTS:

File Name Description
RESO#4273_Amending_the_Assistant_City_Manager_Pay_Scale_061825.doc Resolution No. 4273 RESO#4273_Amended_Pay_Scale-Asst._City_Manager-Effective_070125_061825.docx Pay Scale_Revised RESOLUTION NO. 4273

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COALINGA REVISING THE

CITY OF COALINGA ASSISTANT CITY MANAGER PAY SCALE
WHEREAS, the governing body of the City of Coalinga is authorized to prepare, install, revise and maintain a position classification and compensation plan covering all positions in the competitive service;

NOW, THEREFORE, BE IT RESOLVED,
I. That the City Council of the City of Coalinga hereby established pay scales for all employees in all classifications of employment described on the Assistant City Manager Pay Scale to be revised effective June 18, 2025.

The foregoing resolution was approved and adopted at a meeting of the City Council of the City of Coalinga held on the 18th day of June, 2025, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

APPROVED:
________________________________
Nathan Vosburg, Mayor
ATTEST:
________________________________
Shannon Jensen, City Clerk
City of Coalinga Assistant City Manager Pay Scale
Effective: January 1, 2021
Approved: March 4, 2021
Revised: March 4, 2021
Grade Position Step A Step B Step C Step D Step E Step F Assistant City Manager
Annually $112,080.10 $117,684.10 $123,568.30 $129,746.70 $136,234.00 $143,045.70 Monthly $9,340.01 $9,807.00 $10,297.36 $10,812.23 $11,352.84 $11,92048 Bi-Weekly $4,310.77 $4,526.31 $4,752.62 $4,990.29 $5,239.77 $5,501.76 Hourly $53.8846 $56.5789 $59.4078 $62.3782 $65.4971 $68.7719 City of Coalinga Assistant City Manager Pay Scale
Effective: July 1, 2021
Approved: June 3, 2021
Revised: June 3, 2021
Grade Position Step A Step B Step C Step D Step E Step F Assistant City Manager
Annually $117,684.10 $123,568.30 $129,746.70 $136,234.00 $143,045.70 $150,197.98 Monthly $9,807.00 $10,297.36 $10,812.23 $11,352.84 $11,920.48 $12,516.50 Bi-Weekly $4,526.31 $4,752.62 $4,990.29 $5,239.77 $5,501.76 $5,776.85 Hourly $56.5789 $59.4078 $62.3782 $65.4971 $68.7719 $72.2105 City of Coalinga Assistant City Manager Pay Scale
Effective: July 1, 2025
Approved: June 18, 2025
Revised: June 18, 2025
Grade Position Step A Step B Step C Step D Step E Step F Assistant City Manager
Annually $123,568.30 $129,746.70 $136,234.00 $143,045.70 $150,197.98 $157,707.88 Monthly $10,297.36 $10,812.23 $11,352.84 $11,920.48 $12,516.50 $13,142.33 Bi-Weekly $4,752.62 $4,990.29 $5,239.77 $5,501.76 $5,776.85 $6,065.69 Hourly $59.4078 $62.3782 $65.4971 $68.7719 $72.2105 $75.8210

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: Adopt Resolution No. 4274 Approving Business Systems Analyst Job Description Meeting Date: Wednesday, June 18, 2025
From: Seam Brewer, Interim City Manager
Prepared by: Mai Vang, Financial Services Director
I. RECOMMENDATION:

Staff recommends that the City Councilapprove the attached resolution adopting the job description for the new position of Business Systems Analyst.

II. BACKGROUND:

As part of the City's strategic planning efforts to modernize internal operations and improve overall departmentalefficiency, a need was identified for a dedicated position to support the evaluation, development, and optimization of the City’s enterprise business systems. The Business Systems Analyst will play a key role in improving interdepartmental workflows, enhancing technologicalcapabilities, and supporting datadriven decision-making across critical functions including finance, payroll, HR, permitting, and utility billing.

III. DISCUSSION:

The proposed job description outlines the essential duties, qualifications, and responsibilities associated with the Business Systems Analyst position. This position will serve as a key liaison between users, City staff, and technical vendors while leading projects aimed at operationaland technological improvements.

The role will help ensure that enterprise systems meet the evolving needs of the City and will provide both strategic insight and hands-on technical support for departments citywide.

A resolution (No. 4274) is attached for adoption, formally approving the job description for inclusion in the City’s classification plan.

IV. ALTERNATIVES:

Do not approved the recommended job description.

V. FISCAL IMPACT:

The position is included in the FY 2025–26 budget under the City Manager’s Office. Any adjustments to staffing allocations or funding will be managed through the normal budget adjustment process.

ATTACHMENTS:

File Name Description
RESO#4274_Approving_the_Business_Systems_Analyst_Job_Description_061825.doc RESO#4274_Approving the Business Systems
A
nalystJobDescription
Business_Systems_Analyst_-_JD_Official.docBusinessSystemsAnalyst-JDOfficial RESOLUTION NO. 4274

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COALINGA

APPROVING THE BUSINESS SYSTEMS ANALYST JOB DESCRIPTION
WHEREAS, the City Manager and her staff have presented the City Council with the Business Systems Analyst Job Description; and
WHEREAS, the Business Systems Analyst Job Description has been reviewed by the City Council and the City Council has determined that the Job Description is adequate and necessary; and WHEREAS, the City Council has determined to approve the Business Systems Analyst Job Description.

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

1. The Business Systems Analyst Job Description is hereby approved.

2. The City Manager and his/her designees are authorized to implement and carry out the provisions of the Business Systems Analyst Job Description.

The foregoing resolution was approved and adopted at a regular meeting of the City Council of the City of Coalinga held on the 18th day of June, 2025, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

APPROVED:
______________________________
Nathan Vosburg, Mayor
ATTEST:
______________________________
Shannon Jensen, City Clerk
1 of 6
Created 6/18/25 Business Systems Analyst
Rev 6/18/2025
City of Coalinga
155 W. Durian
Coalinga, CA 93210
Business Systems Analyst
Pay Class: 35 Basic
FLSA Exempt

DEFINITION
Under general direction, the Business Systems Analyst is responsible for evaluating, improving, and supporting the City’s business systems and departmental processes. This position analyzes current operations, identifies areas for technological and procedural enhancements, and leads the development and implementation of data-driven solutions. The Analyst serves as a liaison between end-users, City staff, and technical vendors, providing guidance, training, and technical expertise to ensure systems are aligned with operational needs. The role plays a critical part in improving efficiency, promoting innovation, and supporting enterprise-level applications such as finance, payroll, human resources, permitting, and utility billing systems.

Business Analysis & Process Improvement
• Conducts in-depth analysis of City systems, policies, and procedures to identify areas for improvement.
• Documents workflows and evaluates operational efficiency across departments. • Develops and implements recommendations for enhanced business processes. • Conducts feasibility studies and cost-benefit analyses to support proposed solutions.

Systems Evaluation & Implementation
• Assesses user needs and supports the implementation and optimization of business systems. • Develops system documentation and end-user training materials. • Manages moderately complex technology and automation projects. • Oversees quality assurance, testing, and issue resolution with IT teams or vendors. • Designs reports and dashboards using advanced data tools. 2 of 6
Created 6/18/25 Business Systems Analyst
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Technical & Functional Support
• Provides day-to-day support for enterprise systems such as ERP, HRIS, and utility billing software.
• Coordinates system integration efforts and cross-departmental workflows. • Manages user access rights and security protocols in accordance with City policy. • Serves as a departmental Power User and resource for application support.

Liaison, Communication & Training
• Acts as a key liaison between users, IT personnel, and external vendors. • Leads meetings, facilitates workshops, and represents departments on system-related initiatives.
• Develops clear and effective training sessions and technical documentation. • Provides guidance to staff on using business systems and optimizing service delivery.

Project Leadership & Oversight
• Leads the planning and implementation of business technology projects. • Prepares Requests for Proposals (RFPs), Quotes (RFQs), and Information (RFIs) for system improvements.
• May oversee project teams and mentor departmental staff on process and systems improvement.

Compliance, Research & Reporting
• Tracks legislative, regulatory, and industry trends affecting business systems. • Conducts audits of system data integrity and performance metrics. • Prepares analytical reports, cost assessments, and compliance summaries. • Recommends hardware and software purchases aligned with strategic goals.

Other Responsibilities
• Coordinates workstation setups and resolves hardware/software issues. • May assist with data validation using test transactions in accounting or HR systems. • Performs other duties as assigned.
3 of 6
Created 6/18/25 Business Systems Analyst
Rev 6/18/2025

QUALIFICATIONS
(1) Required Qualifications
Education: Completion of at least 20 semester units of accounting coursework from an accredited college or university is required.

A bachelor’s degree in accounting, finance, business administration, or a closely related field is also required. Candidates who have not yet obtained the degree may qualify with proof of enrollment and anticipated completion within twelve (12) months of appointment.

Experience: Minimum of two (2) years of progressively responsible experience in business systems analysis, including experience with ERP or departmental systems and process redesign.

Licenses: Possession of a valid Class C California Driver License at time of appointment.
(2) Desirable Qualifications
NOTE: The specifications listed below outline the desirable qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

Experience: Prior experience in municipal or public sector operations such as finance, HR, payroll, permitting, or utility billing.

Proficiency with ERP platforms (e.g., Tyler Munis, Oracle, SAP, Workday) and reporting tools (e.g., Power BI, Tableau, SQL).

Familiarity with public sector accounting principles, budget processes, and HR systems.

KNOWLEDGE, SKILLS AND ABILITIES
NOTE: The following are a representative sample of the KAS’s necessary to perform essential tasks of the position.

Knowledge of:
 Principles and practices of business systems analysis, design, and documentation 4 of 6
Created 6/18/25 Business Systems Analyst
Rev 6/18/2025
 Public sector operations, workflows, and organizational structures  Enterprise Resource Planning (ERP) systems (e.g., Tyler Munis, Oracle, SAP, Workday)  Software development lifecycle (SDLC) and system implementation methodologies  Governmental accounting, finance, payroll, and human resources processes  Techniques for process mapping, business process reengineering, and performance measurement
 Methods of project planning, budgeting, scheduling, and control  Database systems, reporting tools (e.g., Power BI, Tableau, SQL), and data integrity standards
 IT governance, data security, and user access management principles  Federal, state, and local regulations impacting public agency operations and data management
Skill and Ability to:
 Analyze complex business problems and translate them into technical requirements and solutions
 Design and document workflows, process diagrams, and user specifications  Evaluate and recommend system enhancements and process improvements  Coordinate and manage cross-departmental projects from planning through implementation  Facilitate meetings and communicate technical concepts clearly to non-technical audiences  Prepare clear and concise reports, training guides, proposals, and system documentation  Collaborate effectively with internal staff, external vendors, and technical teams  Interpret and apply relevant laws, regulations, policies, and procedures  Learn new software platforms and tools quickly and train others in their use  Exercise sound judgment, maintain confidentiality, and work independently with minimal supervision
5 of 6
Created 6/18/25 Business Systems Analyst
Rev 6/18/2025

ATTITUDE
Must demonstrate initiative, professionalism, and a commitment to service excellence. A positive and cooperative attitude is essential to ensure effective teamwork and departmental support.

PHYSICAL AND PSYCHOLOGICAL REQUIREMENTS
NOTE: The physical and psychological demands described are representative of those that must be met to perform the essential duties of this classification. Reasonable accommodations may be made for qualified individuals.
 Ability to sit for extended periods of time while working at a computer workstation.  Manual dexterity and hand-eye coordination sufficient to operate standard office equipment including computers, printers, copiers, and telephones.  Ability to lift, carry, push, or pull objects up to 25 pounds occasionally.  Visual acuity to read printed materials and computer screens for extended periods.  Ability to hear and communicate effectively in person, by telephone, and in meetings.  Occasional travel to off-site meetings, training sessions, or work locations may be required.  Ability to concentrate and remain focused in a dynamic office environment with frequent interruptions.
 Capacity to work under pressure with competing deadlines and changing priorities.  Emotional resilience to handle constructive feedback, stakeholder input, and project-related challenges.
 Ability to exercise sound judgment, maintain confidentiality, and manage sensitive information.
 Willingness to adapt to technological changes and organizational improvements.  Strong sense of initiative, responsibility, and ethical conduct in all work assignments.

Approved by: ______________________________ _____________ 6 of 6
Created 6/18/25 Business Systems Analyst
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Sean Brewer, Interim City Manager Date

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: Adopt Resolution No. 4275 Approving Lube Technician Job Description Meeting Date: Wednesday, June 18, 2025
From: Seam Brewer, Interim City Manager
Prepared by: Sean Brewer, Interim City Manager
I. RECOMMENDATION:

Staff recommends that the City Councilapprove the Lube Technician Job Description and adopt Resolution No. 4275.

II. BACKGROUND:

As part of the City’s ongoing strategic planning efforts, a need was identified within the Public Works Department – Service Center to improve operationalefficiency and workflow. One criticalarea of focus was the demand on the City's Equipment Mechanic, whose time is increasingly occupied with routine maintenance tasks. To better allocate labor resources and allow the mechanic to focus on more complex diagnostics and repairs, staff is recommending the establishment of a new Lube Technician position.

III. DISCUSSION:

The proposed Lube Technician position will be responsible for routine maintenance services such as oil changes, fluid inspections, tire maintenance, lubrication, and other preventative services for the City’s fleet.

By having a dedicated position to address these tasks, the Service Center can operate more efficiently, minimize equipment downtime, and extend the service life of City vehicles and equipment.

The attached job description outlines the duties, qualifications, and physical requirements associated with the position. This classification will be a non-exempt, General Unit position under Pay Class 23. Adoption of Resolution No. 4275 will formally approve the job description and authorize staff to proceed with implementation.

IV. ALTERNATIVES:

Do not approved the Lube Technician Job Description
V. FISCAL IMPACT:

The fiscal impact of this position has been considered in the FY 2025–26 operating budget under the Public Works Department. No additional budget amendment is required at this time.

ATTACHMENTS:

File Name Description
RESO#4275_Approving_the_Lube_Technician_Job_Description_061825.doc Lube Technician Job Description Resolution Lube_Technician_-_JD_Official.doc Lube Technician Job Description RESOLUTION NO. 4275

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COALINGA

APPROVING THE LUBE TECHNICIAN JOB DESCRIPTION
WHEREAS, the City Manager and her staff have presented the City Council with a Lube Technician Job Description; and
WHEREAS, the Lube Technician Job Description has been reviewed by the City Council and the City Council has determined that the Job Description is adequate and necessary; and WHEREAS, the City Council has determined to approve the Lube Technician Job Description.

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

1. The Lube Technician Job Description is hereby approved.

2. The City Manager and his/her designees are authorized to implement and carry out the provisions of the Lube Technician Job Description.

The foregoing resolution was approved and adopted at a regular meeting of the City Council of the City of Coalinga held on the 18th day of June, 2025, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

APPROVED:
______________________________
Nathan Vosburg, Mayor
ATTEST:
______________________________
Shannon Jensen, City Clerk
1 of 3
Created 6/18/25 Lube Technician
Rev 6/18/2025
City of Coalinga
155 W. Durian
Coalinga, CA 93210
Lube Technician
Pay Class: 23 General
FLSA Non-Exempt

DEFINITION
Under general supervision of the Public Works Supervisor, the Lube Technician performs preventive maintenance services on the City’s fleet of vehicles and equipment. This includes oil changes, fluid checks, tire inspections, lubrication, filter replacements, and related maintenance tasks. This position ensures City vehicles and equipment remain in safe and efficient working condition and supports the Public Works Department – Service Center.

EXAMPLES OF ESSENTIAL DUTIES
NOTE: Examples listed in this class specification represents but is not necessarily exhaustive or descriptive of duties assigned to this position. Each individual in this classification may not necessarily perform all the duties listed. Management reserves the right to assign other related tasks if such duties are a logical assignment for this position.  Perform oil and fluid changes on City vehicles and equipment, including light and heavyduty units.  Inspect and replace filters, belts, hoses, and other serviceable parts.  Conduct tire checks, rotations, replacements, and inflation adjustments.  Lubricate chassis, joints, and mechanical components.  Maintain accurate service records, logs, and maintenance reports.  Identify and report mechanical issues requiring further repair.  Assist in maintaining a clean, organized, and safe shop environment.  Operate tools and equipment such as lifts, jacks, air tools, and tire machines.  Follow all safety guidelines and City procedures in performing maintenance work.  Assist other Service Center staff or divisions of Public Works as assigned. 2 of 3
Created 6/18/25 Lube Technician
Rev 6/18/2025

QUALIFICATIONS
(1) Required Qualifications
Education: High school diploma or equivalent required.

Experience: One (1) year of experience in automotive or equipment maintenance is preferred.

Licenses: Valid State of California Driver’s License, Class C. A Class B license is desirable or may be required within a specified timeframe. Must be insurable under the City’s insurance policy without the City incurring additional costs.

Other: Must be 21 years of age at time of appointment; be a U.S. citizen or legal resident alien; and pass a thorough background investigation and physical examination with drug screening.
(2) Desirable Qualifications
NOTE: The specifications listed below outline the desirable qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

Experience: -Experience working with both gasoline and diesel-powered vehicles and equipment.
-Familiarity with fleet maintenance operations.
-Prior work experience in a municipal or public agency setting. (3) Desirable Qualifications
-Automotive Service Excellence (ASE) certification in maintenance or lubrication (preferred, but not required).

KNOWLEDGE, SKILLS AND ABILITIES
NOTE: The following are a representative sample of the KAS’s necessary to perform essential tasks of the position.

Knowledge of:
 Preventative maintenance procedures and intervals.
3 of 3
Created 6/18/25 Lube Technician
Rev 6/18/2025
 Tools and equipment used in vehicle service work.
 Occupational safety practices and procedures.
 Basic automotive and mechanical systems.

Skill and Ability to:
 Perform routine maintenance tasks with accuracy and efficiency.  Operate automotive maintenance tools and diagnostic equipment.  Follow written and verbal instructions.
 Keep detailed service records and complete reports.
 Work both independently and as part of a team.
 Establish and maintain effective working relationships.

ATTITUDE
Must demonstrate initiative, professionalism, and a commitment to service excellence. A positive and cooperative attitude is essential to ensure effective teamwork and departmental support.

Approved by: ______________________________ _____________ Sean Brewer, Interim City Manager Date

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: Adopt Resolution No. 4276 Approving Public Outreach Coordinator Job Description
Meeting Date: Wednesday, June 18, 2025
From: Seam Brewer, Interim City Manager
Prepared by: Sean Brewer, Interim City Manager
I. RECOMMENDATION:

Staff recommends that the City Councilapprove the Public Outreach Coordinator job description and adopt Resolution No. 4276, formally establishing the position within the City of Coalinga.

II. BACKGROUND:

As part of the City’s recent strategic planning process, communication with the public—especially related to economic development initiatives—was identified as a key area for improvement. In response to this strategic goal, the City has developed a new classification titled Public Outreach Coordinator (Economic Development Focus) to strengthen community engagement and improve the City’s visibility and transparency in delivering services and promoting development opportunities.

III. DISCUSSION:

The Public Outreach Coordinator position is intended to enhance public awareness of City programs and services, promote economic development efforts, and ensure timely and effective communication with residents, businesses, and stakeholders. The position will be housed in the City Manager’s Office and will play a central role in managing the City’s public communications, coordinating outreach campaigns, attending public events, and facilitating engagement strategies aligned with the City’s economic development goals.

The accompanying job description outlines the duties, qualifications, and expectations for the role and ensures the position aligns with the City’s operational needs and community expectations.

IV. ALTERNATIVES:

Do not approve the Public Outreach Coordinator Position V. FISCAL IMPACT:

The position is included in the FY 2025–26 budget under the City Manager’s Office. Any adjustments to staffing allocations or funding will be managed through the normal budget adjustment process.

ATTACHMENTS:

File Name Description
RESO#4276_Approving_the_Public_Outreach_Coordinator_Job_Description_061825.doc Public Outreach Coordinator Resolution Public_Outreach_Coordinator_-_JD_Official.doc Public Outreach Coordinator Job Description RESOLUTION NO. 4276

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COALINGA

APPROVING THE PUBLIC OUTREACH COORDINATOR JOB DESCRIPTION WHEREAS, the City Manager and her staff have presented the City Council with a Public Outreach Coordinator Job Description; and
WHEREAS, the Public Outreach Coordinator Job Description has been reviewed by the City Council and the City Council has determined that the Job Description is adequate and necessary; and WHEREAS, the City Council has determined to approve the Public Outreach Coordinator Job Description.

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

1. The Public Outreach Coordinator Job Description is hereby approved.

2. The City Manager and his/her designees are authorized to implement and carry out the provisions of the Public Outreach Coordinator Job Description.

The foregoing resolution was approved and adopted at a regular meeting of the City Council of the City of Coalinga held on the 18th day of June, 2025, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

APPROVED:
______________________________
Mayor/Mayor Pro-Tem
ATTEST:
______________________________
City Clerk/Deputy City Clerk
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City of Coalinga
155 W. Durian
Coalinga, CA 93210
Public Outreach Coordinator (Economic Development Focus) Pay Class: 29 Basic
FLSA Exempt

DEFINITION
Under general supervision, the Public Outreach Coordinator develops and implements strategic communication and engagement efforts to inform, educate, and involve Coalinga residents, business owners, and stakeholders in City activities, with an emphasis on economic development projects and priorities. This position plays a key role in promoting city services, engaging the public, and supporting economic development initiatives.

EXAMPLES OF ESSENTIAL DUTIES
NOTE: Examples listed in this class specification represents but is not necessarily exhaustive or descriptive of duties assigned to this position. Each individual in this classification may not necessarily perform all the duties listed. Management reserves the right to assign other related tasks if such duties are a logical assignment for this position.  Develop and manage public outreach strategies to promote City programs, services, and economic development initiatives.
 Coordinate and support public meetings, forums, and community events related to City projects and business activities.
 Prepare press releases, flyers, newsletters, and website/social media content.  Serve as a liaison between the City, local businesses, residents, and regional partners.  Promote City incentives, business retention, attraction, and downtown revitalization efforts.  Create and manage digital content for the City’s online platforms.  Assist in creating promotional materials such as brochures, business profiles, and presentations.  Collect and analyze community feedback to improve outreach efforts.  Implement outreach strategies to reach diverse segments of the population.  Plan, Coordinate and Attend Community Events in addition to attending conferences related to economic development efforts.
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QUALIFICATIONS
(1) Required Qualifications
Education: Bachelor’s degree in Communications, Public Relations, Marketing, Public Administration, or a related field preferred.

Experience: Two (2) years of experience in public information, community engagement, communications, or economic development is preferred.

Experience in local government is highly desirable.

Licenses: Valid State of California Drivers License, Class C; must be insurable under the City’s insurance policy without the City incurring any additional premiums or costs.

Other: Must be 18 years of age at time of appointment; be a U.S. citizen or Legal resident alien; and pass a thorough background
investigation, psychological evaluation and physical examination with drug test.

Must be able to work evenings and weekends as needed for community events.
(2) Desirable Qualifications
NOTE: The specifications listed below outline the desirable qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

Experience: -Experience working in public agency communications or outreach. -Familiarity with economic development tools and strategies. -Graphic design or digital media proficiency is desirable. -Updating Websites

KNOWLEDGE, SKILLS AND ABILITIES
NOTE: The following are a representative sample of the KAS’s necessary to perform essential tasks of the position.

Knowledge of:
 Principles and practices of public communication and outreach.  Local economic development programs and stakeholders.  Digital communication platforms and content management.  Graphic design and multimedia principles.
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Skill and Ability to:
 Communicate effectively in writing and verbally.
 Organize and implement campaigns, public meetings, and events.  Work independently and with interdepartmental teams.
 Establish positive working relationships with community stakeholders.  Represent the City professionally in public settings.

ATTITUDE
Must demonstrate initiative, professionalism, and a commitment to public service. A positive, inclusive, and customer-oriented approach to community engagement is essential.

Approved by: ______________________________ _____________ Sean Brewer, Interim City Manager Date

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: Council Consideration of Staff's Recommendation Regarding a Request by Councilmember Horn to Purchase Window Tint Meters for the Police Department - Future Agenda Item
Meeting Date: Wednesday, June 18, 2025
From: Sean Brewer, (i)City Manager
Prepared by: Sean Young, Police Commander
I. RECOMMENDATION:

This was a future agenda item requested by Mayor Pro-Tem Horn. It was requested that the police department look into purchasing tint meters to determine the amount of light that is allowed through those vehicles stopped for tint violations.

II. BACKGROUND:

The police department has issued citations in the past for violations of California Vehicle Code Sections 26708(a)(1), 26708(c), 26708(d) and 26708(e). In short, these sections address the issue of having materials affixed to the front window and front side windows on vehicles. While 26708(a)(1) addresses any material being affixed to the windows, sections 26708(c), 26708(d), and 26708(e) address the issue of a colored material being affixed to the front and front side windows.

III. DISCUSSION:

There have been arguments regarding citations being issued for these sections by those who have received citations. Some do not understand they are being cited for the material not being clear and colorless and not for the amount of light that is let through. While both 26708(d) and 26708(e) have a stipulation that the material must allow 70% of the light through, the material must still be clear, colorless, and transparent.

The citations that have been issued were due to the affixed material not being colorless.

In researching different tint meters, staff has found that Laser Labs is a reputable company that has two different tint measuring devices, the Inspector II and the Enforcer II. The Enforcer II unit sells for about $109 and the Inspector II sells for about $169. The main difference is the Enforcer II seems to be geared towards measuring tint levels on side windows while the Inspector II is suitable for side, front, and rear windows.

EDTM is another reputable company that sells both options. Their TINT-CHEK Window Tint Meter sells for about $105 and is comparable to the Laser Lab Enforcer II and the EDTM TINT-CHEK PRO Window Tint Meter is about $229 and is comparable to the Laser Lab Inspector II.

At this time it is not recommended that tint meters be purchased due to the clear wording within California Vehicle Code Section 26708 and its subsections and the fact that tint citations are based off a material that is affixed to the windows that is not colorless rather than the violation being based off the amount of light that the material allows to pass through.

IV. ALTERNATIVES:

Councilcan direct the police department to purchase tint meters. (Not recommended) If directed to purchase the tint meters, staff would recommend purchasing four units, ensuring one tint meter would be on every shift and readily available for use.

V. FISCAL IMPACT:

The tint meters will have a some variation in pricing depending on which model is chosen. The style that would work best would be ones similar to the Laser Labs Inspector II ($169) and the EDTM TINT-CHEK PRO ($229). This is an unbudgeted item and would have an impact on the general fund of anywhere between $169 and $916 (plus tax and shipping) depending on what brand and on if one or four units were purchased.

ATTACHMENTS:

File Name Description
NoAttachments Available

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: Award Sharp Ambulance Billing the Contract for Ambulance Billing Services Meeting Date: Wednesday, June 18, 2025
From: Sean Brewer, Interim City Manager
Prepared by: Greg DuPuis, Fire Chief
I. RECOMMENDATION:

The Fire Chief and Interim City Manager recommend that Councilaward the ambulance billing services contract to Sharp Ambulance Billing and authorize the Interim City Manager or designee to sign all documents on behalf of the City following a 90 day notification to our current biller, Wittman Enterprises.

II. BACKGROUND:

At the April 17, 2025 Council meeting, Councilapproved the Fire Chief to issue a Request for Proposal (RFP) for ambulance billing services. The purpose of the proposal was that the current ambulance billing agreement was due for review, and staff was seeking competitive proposals from qualified vendors to ensure continued compliance, efficiency, and maximum revenue recovery.

The billing landscape for EMS providers has grown increasingly complex, particularly in California. Statespecific regulations such as AB 176, and participation in reimbursement programs such as the Voluntary Rate Range Program (VRRP), Intergovernmental Transfer (IGT), and Public Provider Ground Emergency Medical Transport (PP-GEMT) require a high level of expertise to manage effectively.

III. DISCUSSION:

Issuing the formal Request for Proposals (RFP) ensured a transparent, competitive selection process that invited qualified vendors to submit proposals based on clearly defined service expectations and evaluation criteria. A competitive procurement process allowed the Department to evaluate vendors not only on cost, but also on compliance, technologicalcompatibility (e.g., ESO EHR integration), reporting capabilities, customer service standards, and overall value. This approach supports fiscal responsibility, regulatory compliance, and enhanced patient service outcomes.

Proposals were received from the following vendors:

1. Johnson’s Medical Billing & Collections Services

2. Sharp Ambulance Billing

3. Wittman Enterprises LLC
The Department conducted a thorough evaluation of vendor proposals submitted in response to the Ambulance Billing Services RFP. Evaluation criteria and weights were created to reflect operational priorities, including regionalexperience and system compatibility. Scores were assessed and normalized using a 100- point rubric.

Each proposal was evaluated based on the following criteria:

EMS Billing Experience (20 points)
Technical Capabilities & Integration (10 points)
Compliance & Certifications (10 points)
Customer Service Standards (10 points)
Cost-Effectiveness / Fee Structure (10 points)
Reporting and Analytics (5 points)
Implementation Plan & Timeline (5 points)
California EMS Program Expertise (15 points)
Regional Experience (5 points)
System Compatibility (5points)
AB 716 Compliance & State Presence (5 points)
The total scores for each vendor were:

Johnson’s Medical Billing: 73/100
Sharp Ambulance Billing: 100/100
Wittman Enterprises LLC: 96/100
Sharp Ambulance Billing received the highest total score (100), reflecting their superior qualifications in experience, technicalcapability, and regional familiarity. Wittman Enterprises LLC followed closely with a score of 96. Johnson’s Medical Billing scored significantly lower, at 76, mainly due to their inexperience in CA based EMS programs. Based on this evaluation, staff recommends awarding the contract to Sharp Ambulance Billing to best serve the City’s operationaland fiscal objectives.

Sharp is currently used by neighboring fire agencies including Kingsburg and Selma, offering strong local validation and confidence in performance. Their proposed pricing is 4% of net collections, which is competitively lower than Wittman’s current rate of 4.6%. Sharp's system is ESO-compatible, supporting seamless integration with the City's ePCR platform. Their proposed implementation timeline is 2 to 10 days, with limited transition risk due to shared use of the Waystar/Zirmed clearinghouse system. They demonstrated strong reporting capabilities, bilingualcustomer service, and fullcompliance with California EMS reimbursement programs and AB 716 regulations.

While Wittman Enterprises has provided consistent service to the City for over 20 years, staff believes the opportunity to partner with Sharp represents a fresh, competitive approach while still preserving operational continuity.

IV. ALTERNATIVES:

1. None
V. FISCAL IMPACT:

Under the proposed agreement, Sharp Ambulance Billing willcharge 4% of net collections. This is a performance-based model that aligns cost with actual revenue received, promoting high collection efficiency.

The charge with our current biller is 4.6%.

ATTACHMENTS:

File Name Description
Sharp_Ambulance_Agreement_2025_Cleaned_Final.pdf AmbulanceAgreement Coalinga_County_Ambulance_Billing_Services_.pdf Johnson Medical Proposal Coalinga_Ambulance_Billing_Services_-_RFP_Response_Signed_.pdf SharpAmbulance Billing Proposal Coalinga_Wittman_RFP_Response__5-16-25.pdf Wittman Enterprise, LLC Proposal

AGREEMENT FOR PROFESSIONAL

AMBULANCE BILLING SERVICES

BETWEEN CITY OF COALINGA

AND SHARP AMBULANCE BILLING, LLC
This Agreement made and entered into this, XX day of XXXX 2025, by and between The City of Coalinga, hereinafter referred to as “PROVIDER,” and Sharp Ambulance Billing, LLC, hereinafter referred to as “SHARP”

RECITALS
WHEREAS, PROVIDER desires to use the billing service offered by SHARP an independent contractor, as its agent for the purpose of performing the services described in SECTION 2.

SCOPE OF SERVICES.

WHEREAS, concurrently with entering into this Agreement that parties are also entering into the HIPAA Business Associate Agreement (“HIPAA Agreement”), attached hereto and incorporated by this reference as though fully set forth herein; and WHEREAS, this Agreement is the “UNDERLYING Agreement” as defined by and reference in the HIPAA Agreement.

WITNESSETH
That the parties hereto have mutually covenanted and agreed, and by these presents do covenant and agree with each other as follows:

1. TERM: This Agreement shall commence on the date it is executed by SHARP and PROVIDER and it shall continue in full force and in effect until it is terminated by either party, giving ninety (90) days advance written notice to the other party.

2. SCOPE OF SERVICES: SHARP will perform services as set forth detailed in this section.

PROVIDER understands, agrees to, and accepts that SHARP has no responsibility or obligation for determining the accuracy of any claims made to governmental agencies, and that SHARP relies on PROVIDER for making any such claims on documentation. All services provided pursuant to this Agreement shall also be subject to the terms and conditions of the HIPAA Agreement. To the extent there is any conflict between the provisions of this Agreement and the provisions of the HIPAA Agreement, the HIPAA Agreement will control, as set forth in Section 5.3 of the HIPAA Agreement.

2.1 Private Billing: SHARP to prepare all invoices and follow-up mailings. Initial invoicing with both English and Spanish instructions will be on 8 x 11 billings and will be placed in envelopes, sealed and mailed, postage prepaid. Initial invoicing occurs within four (4) days of receipt of transport tickets. The Patient may also have the option to receive billing electronically. A toll free 800-like telephone number will be provided to patients.

An initial telephone call will also be made at this time to elicit any insurance information from the patient or patient’s family. If they receive no answer on this call, SHARP will send an inquiry letter in addition to the initial invoice. The standard bill schedule is as follows:

Private Bill Schedule

1. Invoice Immediately

2. Statement 30 days

3. Past Due 20 days

4. Final Demand 10 days

2.2 Medicare and Medi-Cal: SHARP will prepare all invoices and electronically convey them to Medicare and Medi-Cal fiscal intermediaries within seven (7) days of receipt patient documentation.

All secondary and coinsurance billing will be transferred immediately to the appropriate secondary pay source and billed within 24 hours to that source.

2.3 Workers’ Compensation and Private Insurance: SHARP to bill private insurance, supplemental insurance, secondary insurance and Workers' Compensation billed according to specific requirements. Electronic billing of insurance companies is performed where appropriate. Any correspondence for additional information or follow-up necessary to secure insurance payments will be performed by SHARP.

2.4 Delinquent Claim Handling: Telephone follow up at a minimum of 3 calls will continue to the patient until payment in full is received, acceptable payment arrangements are established, or account is returned to the PROVIDER for collection or other handling.

SHARP will provide PROVIDER with a report listing all accounts that have been inactive for six (6) months in a format specified by PROVIDER.

2.5 Receipts Processing: SHARP will accept payments in the form of cash, check, money order, cashier’s check or credit card. All cash receipts will be deposited and posted within one (1) day of receipt of funds. All funds will be deposited into a PROVIDER-designated bank account. Bank deposit receipts will be sent electronically to PROVIDER. SHARP shall have no access to the proceeds of the receipts. All funds are under the exclusive control of PROVIDER.

And/Or
SHARP will receive electronic copies of payments deposited by PROVIDER and post those payments to the correct patient account within one (1) day of receipt.

All credit card fees incurred through payment processing will be the responsibility of the PROVIDER. A credit card processor/merchant account will be designated and set up by PROVIDER.

2.6 Refunds: SHARP will research and verify all overpayments. If a refund is required, SHARP will submit electronically all supporting documentation to PROVIDER upon completion of research. PROVIDER will issue payment directly to the specified party and will send an electronic copy to SHARP, to be posted to the patient’s account within 24 hours.

2.7 Reports: Monthly, SHARP will perform accurate month end close procedures that will result, as a minimum, in the following reports:
o Monthly Ticket Survey
o Monthly Sales Journal
o Monthly Cash Receipts Journal
o Monthly Receivables Aging
o Management A/R Analysis
o Statistical Reports customized to client needs
Such reports will be available to PROVIDER on the 15th day of the month following the date of service, or ten (10) business days after the final submission of patient care records from the previous month

2.8 Source Documents: SHARP will retain in electronic format all source documents including attachments for seven (7) years from the date of the reported incident. When the service is terminated, all source documents are returned to PROVIDER in an electronic format at PROVIDER’s expense.

3. COMPENSATION AND PAYMENT: SHARP will provide the billing services as stated for a fee as outlined in 3.1. SHARP will invoice Provider at the end of each month. Invoices are payable upon receipt and shall be deemed late if not received by SHARP within thirty (30) calendar days of the invoice date.

3.1 FEES:
(a) SHARP shall be compensated at a rate of 4.0% of net collections for all ambulance billing services performed under this Agreement. (b) Monthly reports: Included
SHARP will provide PROVIDER financial information for EFT payment of invoices.

4. FINANCE CHARGE: SHARP invoices unpaid for more than forty-five (45) days are subject to a monthly interest charge of 1 1/2% unless in dispute.

5. AGENCY RELATIONSHIP: SHARP is an independent billing service contractor and PROVIDER specifically designates SHARP as its agent for the purpose of performing the services described in Section 11 of this Agreement. SHARP and PROVIDER agree that the intermediaries for Medicare and Medicaid may accept claims prepared and submitted by SHARP on behalf of PROVIDER only so long as this Agreement remains in effect.

5.1 Liaison: PROVIDER shall assign a liaison for conference and communication of any matters subject to the services provided by the contract.

5.2 Coordination of Services: SHARP and PROVIDER mutually agree that person(s) who have knowledge of this agreement and the legal capacity to comply with this agreement shall be available for conference at all regular business hours (Pacific Time). Each party agrees that during the time that this agreement is in effect, the responsible contact person(s) will be available at all regular business hours (Pacific Time) for communication or other matters of this agreement. The current contact information regarding the signing of this agreement is:

Primary Contact for SHARP Primary contact for PROVIDER
Barry Christian Greg DuPuis
President Fire Chief
5006 Sunrise Blvd Suite 100 300 W. Elm Street
Fair Oaks, CA 95670 Coalinga, CA 93210
916-669-4607 559-935-1652

5.3 Training: SHARP will provide annual revenue enhancement training for EMS and financial staff. This includes four (4) hours of teleconference, webinar or Skype-facilitated training for PROVIDER general staff and six (6) hours for EMS management.

6. PERFORMANCE MONITORING: SHARP agrees to allow PROVIDER, or any agent or Consultant as they deem so qualified, to monitor audit, review, examine, or study the methods, procedures and results of the billing and collection methods used.

7. COMPLYING WITH THE LAW: SHARP shall adhere to all applicable state and federal laws and regulations in effect during the term of this Agreement.

8. INSURANCE: SHARP will maintain in force throughout the term of this Agreement the following insurance:

SHARP will maintain the following insurance coverage:

A) General Liability Insurance, 2,000,000 aggregate,
B) Professional liability insurance, 1,000,000
C) Workers’ Compensation insurance, 1,000,000.

9. INDEMNIFICATION AND HOLD HARMLESS:

SHARP hereby agrees to indemnify, defend, and save harmless PROVIDER, its officers and employees from all liability, including any claim of liability and any losses or costs (including reasonable attorneys’ fees) arising out of the negligent or intentional act, recklessness or gross negligence of SHARP its officers, or employees.

PROVIDER agrees to defend, indemnify and save harmless SHARP, its officers, and employees harmless from all liability, including any claim of liability and any losses or costs (including reasonable attorneys’ fee) arising out of the negligent or intentional act, recklessness or gross negligence of PROVIDER, its officers, or employees.

9.1 SHARP LIMITED LIABILITY: SHARP shall use due care in processing the claims of the PROVIDER, but SHARP will be responsible only to the extent of correcting any errors which occur within SHARP’s reasonable control; such errors will be corrected at no additional charge to PROVIDER. Damages to PROVIDER for errors in the processing of claims shall be limited to the total compensation that would have been received with the services provided under this agreement, and shall not include any contingent liability, regardless of the form of action. Any potential instances that might qualify under this language will be investigated and negotiated on a case-by-case basis. This paragraph in no way limits indemnification to third parties as addressed above.

10. SHARP SERVICES AND RESPONSIBILITIES: SHARP shall provide the following services for PROVIDER.
(a) screen, prepare, and submit claims to all payors including but not necessarily limited to individual people, Medicare intermediaries, insurance carriers, companies, government and quasi-government agencies and any other source of pay for ambulance. (b) track and trace all claims submitted,
(c) resubmit or otherwise resolve denied or disallowed claims, (d) retain all source documents for 72 months,
(e) provide adequate precautions to protect confidentiality of patient records in accordance with applicable state and federal law.
(f) timely submit claims, predicated upon normal working conditions and subject to adjustment at any time in the event of any cause or causes beyond the control of SHARP. (g) conduct all contact and correspondence with beneficiaries or responsible parties.

11. PROVIDER RESPONSIBILITIES: Provider shall have the following responsibilities to SHARP:
(a) Provide SHARP with the proper documentation necessary to prepare claims and reach final adjudication,
(b) Provide SHARP with any correspondence from the fiscal intermediaries, insurance, attorneys, and patients for SHARP to perform proper follow-up of outstanding billings and proper posting and tracking of accounts receivable.
(c) Obtain patient signature or patient representative signature on trip ticket or indicate why unable to obtain signature.
(d) PROVIDER shall grant SHARP access to the designated City lock box for the purpose of retrieving necessary billing documentation and correspondence directly related to ambulance billing services for reconciliation purposes. Such access shall be coordinated to ensure compliance with applicable security and confidentiality protocols and may include the provision of a key or access code as determined appropriate by the PROVIDER.

12. DISPUTES: Any controversy or claim arising out of or relating to this Agreement, or the breach thereof, shall be settled by arbitration administered by the American Arbitration Association in accordance with its Commercial Arbitration rules and judgment upon the award rendered by the arbitrator may be entered in any court having jurisdiction thereof. Civil Code of Procedure 1283.05 is incorporated into the discovery provisions of CCP §1283 in all issues arising out of or relating to this Agreement, or the breach thereof.

13. EXCUSE OF NON-PERFORMANCE: Neither party shall be liable for damages to the other party for failure of performance under the terms of this Agreement in the event that party's performance is prevented or made unreasonably difficult or costly by any labor dispute beyond control of the party, war, governmental action, looting, vandalism, earthquake, fire, flood, or any other natural occurrence.

14. DISENGAGEMENT AGREEMENT: Upon termination of the Agreement, SHARP will continue to perform billing services to the date agreed upon as the termination date. SHARP will return to PROVIDER all previously retained source documents, along with a full accounting of outstanding accounts receivable in an electronic format at the PROVIDER’s expense.

15. NOTICE: Any notice given hereunder shall be deemed served immediately if hand-delivered in writing to an officer or other duly appointed representative of the Party to whom the notice is directed, or if transmitted by electronic format to the email address contained in this Agreement or listed below. Notices shall also be deemed served five business days after transmittal by registered, certified, express, or regular mail or by Federal Express to the business address identified in this Agreement.

SHARP AMBULANCE BILLING, LLC PROVIDER:

Barry Christian, President Greg DuPuis, Fire Chief
5006 Sunrise Blvd Suite 100
Fair Oaks, CA 95670
300 W. Elm Avenue
Coalinga, CA 93210
Email [email protected] Email [email protected]

16. ENTIRETY: Any of the terms or conditions of this Agreement may be waived at any time by the party entitled to the benefit thereof, but no such waiver shall affect or impair the rights of the waiving party to require observance, performance or satisfaction either of that term or condition as its applies on the subsequent occasion or of any other term or condition hereof.

Nothing in this Agreement, whether express or implied is intended to confer any rights or remedies under or by reason of this Agreement on any persons other than the parties to it and their respective successors and assigns, nor is anything in this Agreement intended to relieve or discharge the obligation or liability of any third persons to any party to this Agreement nor shall any provision give any third persons any rights of subrogation or action over against any party to this Agreement This Agreement sets forth the entire understanding of the parties with respect to the subject matter herein. There are no other understandings, terms or other Agreements expressed or implied, oral or written, except as set forth herein.

IN WITNESS WHEREOF the parties hereto have executed this Agreement the day and year first herein above written.

SHARP AMBULANCE BILLING, LLC
By: _________________________________ Date: ___________________ Barry Christian, President

CITY OF COALINGA
By: _________________________________ Date: ___________________ Greg DuPuis, Fire Chief
Sharp Ambulance Billing, LLC
Business Associate Agreement
Between Sharp Ambulance Billing, LLC and the City of Coalinga This Business Associate Agreement (“Agreement”) between the City of Coalinga (Covered Entity) and Sharp Ambulance Billing, LLC (Business Associate) is executed to ensure that Sharp Ambulance Billing, LLC will appropriately safeguard protected health information (“PHI”) that is created, received, maintained, or transmitted on behalf of the City of Coalinga in compliance with the applicable provisions of Public Law 104-191 of August 21, 1996, known as the Health Insurance Portability and Accountability Act of 1996, Subtitle F – Administrative Simplification, Sections 261, et seq., as amended ("HIPAA"), and with Public Law 111-5 of February 17, 2009, known as the American Recovery and Reinvestment Act of 2009, Title XII, Subtitle D – Privacy, Sections 13400, et seq., the Health Information Technology and Clinical Health Act, as amended (the “HITECH Act”).

A. General Provisions

1. Meaning of Terms. The terms used in this Agreement shall have the same meaning as those terms defined in HIPAA.

2. Regulatory References. Any reference in this Agreement to a regulatory section means the section currently in effect or as amended.

3. Interpretation. Any ambiguity in this Agreement shall be interpreted to permit compliance with HIPAA.

B. Obligations of Business Associate
Sharp Ambulance Billing, LLC agrees that it will:

1. Not use or further disclose PHI other than as permitted or required by this Agreement or as required by law.

2. Use appropriate safeguards and comply, where applicable, with the HIPAA Security Rule with respect to electronic protected health information (“e-PHI”) and implement appropriate physical, technical and administrative safeguards to prevent use or disclosure of PHI other than as provided for by this Agreement.

3. Report to the City any use or disclosure of PHI not provided for by this Agreement of which it becomes aware, including any security incident (as defined in the HIPAA Security Rule) and any breaches of unsecured PHI as required by 45 CFR §164.410.

Breaches of unsecured PHI shall be reported to the City of Coalinga without unreasonable delay but in no case later than 60 days after discovery of the breach.

4. In accordance with 45 CFR 164.502(e)(1)(ii) and 164.308(b)(2), ensure that any subcontractors that create, receive, maintain, or transmit PHI on behalf of Sharp Ambulance Billing, LLC agree to the same restrictions, conditions, and requirements that apply to Sharp Ambulance Billing, LLC with respect to such information.

5. Make PHI in a designated record set available to the City of Coalinga and to an individual who has a right of access in a manner that satisfies the City’s obligations to provide access to PHI in accordance with 45 CFR §164.524 within 30 days of a request.

6. Make any amendment(s) to PHI in a designated record set as directed by the City of Coalinga or take other measures necessary to satisfy the City’s obligations under 45 CFR §164.526.

7. Maintain and make available information required to provide an accounting of disclosures to the City or an individual who has a right to accounting within 60 days and as necessary to satisfy the City of Coalinga’s obligations under 45 CFR §164.528.

8. To the extent that Sharp Ambulance Billing, LLC is to carry out any of the City of Coalinga’s obligations under the HIPAA Privacy Rule, Sharp Ambulance Billing, LLC shall comply with the requirements of the Privacy Rule that apply to the City when it carries out that obligation.

9. Make its internal practices, books, and records relating to the use and disclosure of PHI received from, or created or received by Sharp Ambulance Billing, LLC on behalf of the City of Coalinga, available to the Secretary of the Department of Health and Human Services for purposes of determining Sharp Ambulance Billing, LLC and the City’s compliance with HIPAA and the HITECH Act.

10. Restrict the use or disclosure of PHI if the City of Coalinga notifies Sharp Ambulance Billing, LLC of any restriction on the use or disclosure of PHI that the City has agreed to or is required to abide by under 45 CFR §164.522; and

11. If the City is subject to the Red Flags Rule (found at 16 CFR §681.1 et seq.), Sharp Ambulance Billing, LLC agrees to assist the City of Coalinga in complying with its Red Flags Rule obligations by: (a) implementing policies and procedures to detect relevant Red Flags (as defined under 16 C.F.R. §681.2); (b) taking all steps necessary to comply with the policies and procedures of the City’s Identity Theft Prevention Program; (c) ensuring that any agent or third party who performs services on its behalf in connection with covered accounts of the City agrees to implement reasonable policies and procedures designed to detect, prevent, and mitigate the risk of identity theft; and (d) alerting the City of any Red Flag incident (as defined by the Red Flag Rules) of which it becomes aware, the steps it has taken to mitigate any potential harm that may have occurred, and provide a report to the City of any threat of identity theft as a result of the incident.

C. Permitted Uses and Disclosures by Business Associate The specific uses and disclosures of PHI that may be made by Sharp Ambulance Billing, LLC on behalf of the City of Coalinga include:

1. The preparation of invoices for patients, carriers, insurers and others responsible for payment or reimbursement of the services provided by the City of Coalinga to its patients.

2. Preparation of reminder notices and documents pertaining to collections of overdue accounts.

3. The submission of supporting documentation to carriers, insurers and other payers to substantiate the healthcare services provided by the City to its patients or to appeal denials of payment for the same; and

4. Other uses or disclosures of PHI as permitted by HIPAA necessary to perform the services that Sharp Ambulance Billing, LLC has been engaged to perform on behalf of the City.

D. Termination

1. The City of Coalinga may terminate this Agreement if the City determines that Sharp Ambulance Billing, LLC has violated a material term of the Agreement.

2. If either party knows of a pattern of activity or practice of the other party that constitutes a material breach or violation of the other party’s obligations under this Agreement, that party shall take reasonable steps to cure the breach or end the violation, as applicable, and, if such steps are unsuccessful, terminate the Agreement if feasible.

3. Upon termination of this Agreement for any reason, Sharp Ambulance Billing, LLC shall return to the City or destroy all PHI received from the City, or created, maintained, or received by Sharp Ambulance Billing, LLC on behalf of the City that Sharp Ambulance Billing, LLC still maintains in any form. Sharp Ambulance Billing LLC shall retain no copies of the PHI, unless otherwise required by law. If return or destruction is infeasible, the protections of this Agreement will extend to such PHI.

AGREED TO THIS FIRST DAY OF JULY 2025
City of Coalinga Sharp Ambulance Billing, LLC
Signature: _________________________ Signature: ___________________________ Title: _____________________________ Title: _______________________________ Date: _____________________________ Date: _______________________________

REQUEST FOR PROPOSAL
RFP # 004

AMBULANCE BILLING SERVICES
City of Coalinga
Submitted To:

Chief Greg DuPuis
Coalinga Fire Department
Email: [email protected]
____________________________________________________________________________________ Submitted By:

Alexandria Johnson
President & CEO
Johnson’s Medical Billing & Collections Services
Email: [email protected]
Submission Date: May 16, 2025
955 N. Duesenberg Drive / Ontario, California 91764
Ph: 626.621.6033 Fax: 626.603.6813
Johnson’s Medical Billing Collection Services
955 N Duesenberg Dr #2225
Ontario, CA 91764
(626) 621-6033
[email protected]
Chief Greg DuPuis
Coalinga Fire Department
300 W. Elm Avenue
Coalinga, CA 93210
Email: [email protected]
Subject: Proposal Submission – Ambulance Billing Services Dear Chief DuPuis,
Johnson’s Medical Billing Collection Services is pleased to submit our proposal for Ambulance Billing Services for the City of Coalinga. We offer a truly distinctive approach by combining boutique-level responsiveness with enterprise-grade capability. Unlike larger firms that may treat clients as just another account, we prioritize personalized service, ensuring that every engagement receives dedicated attention, customized solutions, and proactive communication.

At the same time, our operational capacity allows us to scale efficiently, adapt to complex requirements, and deliver consistent, high-quality results. This positions us to bring immediate and long-term value to Coalinga’s EMS billing operations through a seamless, compliant, and results-driven approach.

Our competitive advantage lies in three key pillars:
● Expert Billing and Revenue Cycle Management: Our team is composed of seasoned EMS billing professionals with deep expertise in navigating federal, state, and payer-specific regulations. We consistently maximize reimbursement while minimizing denials and delays to ensure steady cash flow and financial health for our clients. ● Compliance-First Operations: We maintain rigorous internal controls, adhere strictly to HIPAA, Medicare, and Medicaid regulations, and invest in ongoing staff training. This ensures a compliance-driven culture that safeguards patient data and minimizes legal or Johnsons MBCS 626.621.6033

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financial risk.
● Advanced Analytics, Transparency, and Real-Time Data: Our sophisticated reporting tools and real-time dashboards provide actionable insights into billing performance and payer behavior. Additionally, we offer LIVE claim status data, enabling your team to view the current status of all claims in real time. This visibility ensures full transparency and empowers stakeholders to monitor performance, track processing progress, and respond quickly to any issues that arise.

What truly sets us apart is our collaborative partnership model. We work as an extension of your team, aligning our goals with yours through strategic planning, responsive communication, and a shared dedication to public service. For municipal EMS agencies like the Coalinga Fire Department, this means a dependable partner that supports both financial stewardship and community care.

Additionally, our team is highly knowledgeable with California-specific EMS reimbursement programs, including the Voluntary Rate Range Program (VRRP), Intergovernmental Transfer (IGT), and the Public Provider Ground Emergency Medical Transport (PP-GEMT) program. We provide end-to-end support for these programs—from application to reconciliation—ensuring full compliance and optimal recovery of eligible funds.

In conclusion, Johnson’s Medical Billing Collection Services delivers more than billing—we provide a strategic, compliance-focused partnership backed by expert operations, advanced analytics, and a strong commitment to serving local communities. We are confident in our ability to meet and exceed the City of Coalinga’s expectations and look forward to the opportunity to support your EMS billing operations.

Sincerely,
Alexandria Johnson
CEO
Johnson’s Medical Billing Collection Services
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Alexandria Johnson
Company Profile
Company Name and Contact Information
Johnson’s Medical Billing Collection Services
955 N. Duesenberg Dr Ontario, CA 91764
Phone: (626) 621-6033
Email: [email protected]
Website: www.johnsonsmbcs.com
Years in Business and EMS Billing Qualifications
At Johnson’s Medical Billing & Consulting Services (JMBCS), we bring more than a decade of hands-on experience supporting healthcare providers through precise, compliant, and efficient billing services. For nearly 15 years, our team has worked hard to help practices improve collections, reduce errors, and maintain strong payer relationships always with an emphasis on integrity and service.

While our firm is actively expanding into the Emergency Medical Services (EMS) billing space, we are not new to the complexities of healthcare reimbursement or regulatory compliance. Our expansion into EMS billing is guided by our founder, Alexandria Johnson, a Certified Ambulance Coder (CAC) who brings deep expertise in ambulance billing regulations, Medicare/Medicaid requirements, and claims accuracy. Her leadership ensures that every EMS client receives the same high standards we’ve consistently delivered across the healthcare landscape.

We understand that EMS billing is unique, requiring speed, precision, and complete documentation. That’s exactly what we’re committed to bringing to our municipal partners.

Overview of Services Provided
At JMBCS, we don’t just handle claims, we manage the entire revenue cycle with care and attention to detail. Our EMS billing services are designed to support operational efficiency and compliance, while ensuring timely, accurate reimbursements.

Our service offerings include:

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● Insurance Eligibility Verification and Documentation Support We confirm coverage and collect all required documentation upfront to support clean claims and reduce delays.
● EMS Claims Submission and Follow-Up
We handle claim creation, coding, submission, and follow-through with both public and private payers.
● Patient Billing, Invoicing, and Call Center Services
From invoicing to answering patient questions, we provide compassionate, clear communication to support your community.
● Ongoing Compliance Monitoring
We stay up to date with Medicare, Medicaid, and HIPAA standards—so you don’t have to worry about staying compliant.
● Custom Reporting and Data Analytics
Access detailed reports and performance dashboards to keep you informed and in control.
● Dedicated Onboarding and Client Support
You’ll receive hands-on support from day one, including training, system setup, and continuous assistance.

Number of EMS Billing Clients
At this time, Johnson’s Medical Billing Collection Services does not have active EMS billing clients. However, we are actively expanding into this area and are currently engaging with municipal EMS agencies and first responder departments to establish long-term partnerships.

Our experience in healthcare billing has equipped us with a deep understanding of claims management, compliance, and payer dynamics—expertise that is fully transferable to EMS billing. We are committed to bringing the same high level of accuracy, responsiveness, and personalized service to our future EMS clients. At JMBCS, every client receives dedicated attention, and we approach each new opportunity as a chance to build a meaningful and results-driven partnership.

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Key Staff
We’ve built a lean but highly specialized team that understands the full lifecycle of EMS billing, from intake to reimbursement. Every team member is trained in EMS-specific workflows and is committed to delivering reliable, compliant results.
● Alexandria Johnson – Lead EMS Billing Specialist & Compliance Supervisor Role:

Alexandria will oversee all EMS billing operations, serve as the main compliance officer, and manage billing workflows and quality control. She will also act as the primary point of contact for regulatory matters and performance oversight. ● To Be Hired– Patient Intake & Documentation Coordinator Role:

Responsible for processing EMS run reports, verifying documentation completeness, and validating insurance eligibility to ensure clean and compliant claims. ● Rodney Wagner – Claims Processing & Submission Specialist Role:

Prepares and submits EMS claims to Medicare, Medicaid, and commercial payers.

Tracks claim progress, addresses rejections, and ensures compliance with coding and submission timelines.
● Tuprisha Hubbard – Accounts Receivable & Follow-Up Analyst Role:

Manages the claims aging process, conducts follow-ups with payers, handles appeals, and helps maximize revenue through proactive recovery efforts. ● Maurice Thompson – Patient Billing & Support Representative Role:

Communicates directly with patients regarding invoices, payment options, and billing inquiries. Ensures timely, clear, and courteous service to resolve account questions and support financial transparency.

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Experience and References
Relevant Experience
Johnson’s Medical Billing Collection Services (JMBCS) brings a strong foundation in healthcare billing and regulatory compliance, with a proven history of delivering full-cycle revenue management to a broad range of medical providers, specialty clinics, and private practices. Our services include intake coordination, coding, claims submission, payer communication, patient billing, and collections.

Although we have not yet performed EMS-specific billing, we have already integrated EMS protocols and regulatory standards into our operational workflows under the direction of Alexandria Johnson, a Certified Ambulance Coder (CAC). These preparations reflect our proactive approach to meeting the specific demands of emergency medical services billing.

Our firm is highly experienced in managing contracts that require detailed documentation, HIPAA compliance, and coordination with government and private payers, including Medicare and Medicaid. We operate with a commitment to accuracy, timeliness, and audit-readiness—attributes that are essential for successful EMS billing engagements.

References & Similar Contracts
While these engagements are not with EMS agencies, they involve complex, high-volume medical billing work that mirrors the operational and regulatory conditions of municipal EMS billing contracts. Each project below demonstrates our ability to manage sensitive data, ensure compliance, communicate with multiple stakeholders, and deliver results in high-accountability environments:

1. Dr. Mark Reed DPM
OC Wound Healing & Foot Care
Email: [email protected] | Phone: (714) 323-7768
Scope: Full-service medical billing, coding audits, claims submission and denial management Location: Orange County, CA

2. Karan Staggers, MSN, APRN, FNP-C
ALMS Community Health Center
Email: [email protected] | Phone: (312) 307-1295
Scope: Revenue cycle management, insurance verification, Medicaid claims handling Location: Grand Prairie, TX
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3. Bijan Farhangui, Practice Manager
MSC Wound Care
Email: [email protected] | Phone: (510) 589-5496
Scope: Claims billing and collections, financial reporting, and payer contracting support Location: Fresno, CA
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Technical Plan
Our Billing Process
At Johnson’s Medical Billing & Consulting Services (JMBCS), we take pride in delivering a billing process that’s as precise as it is personal. Our team follows a structured, end-to-end workflow that ensures claims are handled with care, accuracy, and speed allowing our clients to focus on their mission while we manage the financial side.

Here’s how we manage the EMS billing process from start to finish:

Pre-Billing and Intake Review
We carefully review EMS run reports and supporting documentation to verify completeness and accuracy before submitting any claims. This upfront diligence minimizes rework and boosts first-pass acceptance rates.

Insurance Verification
Using integrated tools within our billing platform, CollaborateMD, we verify insurance eligibility in real time to ensure claims are clean and billable from the outset.

Coding and Claim Submission
Our certified coders apply current HCPCS and ICD standards. Claims are submitted electronically through CollaborateMD, ensuring compliance with payer requirements and reducing delays.

Denial Management
We monitor all claim statuses and take swift action on any denials. Our team corrects and resubmits claims quickly and handles appeals professionally to support continuous cash flow.

Patient Billing and Follow-Up
We issue timely, easy-to-understand patient statements and provide responsive support through phone and digital channels to assist with questions and payment options.

Reporting and Review
Clients receive regular and on-demand reports covering collections, aging accounts, and performance metrics, offering complete visibility into billing operations.

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Our Software Utilization
About CollaborateMD
CollaborateMD is a cloud-based medical billing and practice management platform that powers our EMS billing operations. It features real-time dashboards, integrated clearinghouse connections, automated claim tracking, and eligibility verification tools—all within a secure, HIPAA-compliant environment. Its intuitive design streamlines every step of the revenue cycle, allowing our team to work efficiently while giving clients clear, on-demand insights into financial performance. As our core software solution, CollaborateMD supports the level of transparency, speed, and compliance expected in high-accountability environments like EMS billing.

Security Protocols and HIPAA Compliance
Protecting sensitive information is a responsibility we take seriously. JMBCS maintains strict HIPAA compliance and implements comprehensive safeguards to keep your data secure every step of the way.

Our security protocols include:
● End-to-end encryption of all data in transit and at rest ● Role-based access controls and automated audit trails to ensure accountability ● Multi-factor authentication for all system users
● Regular HIPAA training and internal security audits for our team ● Business Associate Agreements (BAAs) with all vendors, including CollaborateMD We also perform routine software updates and patch management to ensure continuous protection of electronic Protected Health Information (ePHI). With JMBCS, your data is handled with the same level of care and compliance as your patients.

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Transition and Onboarding Plan
We understand that a smooth transition is just as important as excellent ongoing service. That’s why we’ve developed a proven onboarding process designed to make your switch to JMBCS seamless, timely, and stress-free.

Here’s what you can expect during onboarding:
● Initial Consultation
We begin with a kickoff meeting to connect with your team, align on goals, establish expectations, and map out key milestones.
● Data Migration & Setup
We securely import your patient and payer data into CollaborateMD, configure the system to meet your needs, and establish user access for your team. ● Workflow Integration & Staff Training
We’ll walk you through every step of the process, provide live training for your staff, and conduct claim testing to ensure everything is working as expected. ● Go-Live & Monitoring
Once we go live, our team actively monitors billing activity and addresses any issues in real-time, ensuring a smooth and confident launch.
● Ongoing Support & Optimization
Post-launch, you’ll have direct access to dedicated support staff. We’ll also schedule periodic reviews to refine processes, answer questions, and make continuous improvements.

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Reporting and Analytics
Sample Reports and Reporting Frequency
Our company is committed to providing transparent, consistent, and actionable reporting to support the City of Coalinga’s EMS operations. We deliver a suite of customized reports that help stakeholders monitor financial performance, compliance, and operational efficiency.

Standard Reports Include:
● Monthly Billing Summary: Overview of claims submitted, payments received, denials, and outstanding accounts receivable.
● Payer Mix Analysis: Breakdown of revenues by payer type (Medicare, Medicaid, private insurance, self-pay).
● Collection Rate Report: Trends in gross and net collection rates over time. ● Claim Aging Report: Detailed aging of receivables (30/60/90/120+ days). ● Denial and Rejection Analysis: Categorization of denials, root causes, and resolution strategies.
● Compliance & Audit Reports: Tracks claim compliance with state and federal regulations.
● Custom Ad Hoc Reports: Available upon request to meet specific operational or strategic needs.

Reporting Frequency:
● Monthly: Comprehensive reports provided by the 10th of each month. ● Quarterly: Performance reviews and strategic insights aligned with budget and operational planning.
● Annually: Year-end summary and recommendations for continuous improvement. ● On-Demand: Additional reports available upon request with a standard 2–3 business day turnaround.

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Availability of Dashboards or Real-Time Data Access
To ensure the City of Coalinga has continuous and transparent access to billing performance, our team utilizes CollaborateMD, a secure, cloud-based medical billing and practice management platform that offers robust real-time dashboards and data access capabilities.

Through this system, Coalinga stakeholders will be empowered to monitor billing activities, claim statuses, and key performance indicators with ease.

Key Features of the CollaborateMD Dashboard
Real-Time Claims Tracking
Users can track the life cycle of EMS claims from creation to final adjudication in real time. This includes:
● Submission confirmations and timestamps
● Payer responses (rejections, denials, approvals)
● Payment updates and remittance details
● Alerts for pending actions or missing documentation
Interactive KPI Dashboards
The platform provides visually intuitive dashboards that display:
● Gross and Net Charges
● Payments Received and Collection Rates
● Aging Accounts Receivable Breakdown
● Denial Trends and Common Rejection Reasons
These visualizations are updated in real time and can be filtered by date range, payer, or claim status for in-depth analysis.

Exportable Data & Custom Reports
CollaborateMD allows authorized users to export billing data in multiple formats, including:
● Excel
● PDF
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● CSV
This flexibility supports integration with internal financial systems, council reporting, and ad hoc decision-making needs.

Role-Based User Access Controls
The system includes customizable access levels, ensuring that different City departments—such as EMS administrators, finance staff, and compliance officers—can view data relevant to their responsibilities. This feature promotes both security and operational efficiency.

Mobile and Remote Access
As a cloud-based solution, the platform is accessible from any internet-connected device, including desktops, tablets, and smartphones. This ensures that City officials can monitor key data anytime, from anywhere, without disruption.

Optional Features
● Auto-Notifications: Set automated alerts for rejected claims, denials, or high-dollar account activity.
● Integrated Notes and Communication Logs: Review internal updates and notes linked to specific claims or patient accounts.
● Compliance Dashboard: Track claim edits, rule violations, and audit status in real time to maintain audit readiness.

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Implementation Timeline
Johnson’s Medical Billing Collection Services will ensure a seamless transition and timely launch of ambulance billing services, we propose a comprehensive 90-day implementation plan beginning immediately upon contract award. Our team has successfully onboarded multiple clients and utilizes a structured, milestone-based approach to ensure every operational, technical, and administrative requirement is addressed.

Key Milestones: Contract Award to Go-Live
Week Milestone Description
Week 1 Kickoff Meeting Introduce project teams, define
communication protocols, and
confirm implementation plans.

Week 2–4 Data Gathering & System
Configuration
Collect and validate EMS billing
data, including payer details and
rate schedules. Address
complexities unique to
EMS—such as one-time
patients, incomplete
demographics, and transient
insurance coverage—by
configuring CollaborateMD for
accurate claim handling and
reimbursement.

Week 4-5 Compliance & Documentation
Review
Ensure all documentation
complies with state, federal, and
local EMS billing requirements.

Conduct internal audit readiness
checks.

Week 5-6 Payer Enrollment & NPI/EDI
Setup
Submit electronic data
interchange (EDI) and electronic
funds transfer (EFT) enrollments
to Medicare, Medi-Cal, and
private insurers.

Week 6-7 Staff Training & System
Testing
Train City staff on
dashboard/reporting access and
support procedures. Perform full
system tests with test claims
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Week 7–8 Soft Launch & Parallel
Processing
Begin billing using real claims
while running parallel checks
with the current vendor to verify
accuracy. Address
discrepancies.

Week 8 Go-Live & Transition
Complete
Full transition to our billing
operations with live claims
processing and support in place.

Post-launch check-in scheduled.

Week 9-12 Post-Go-Live Optimization &
Support
Monitor performance, resolve
any issues, and optimize system
configuration based on initial
billing outcomes.

This timeline reflects a structured 90-day transition process, with core implementation and Go-Live activities occurring within the first 8–9 weeks. The remaining period is dedicated to post-launch optimization and support, ensuring system stability and operational continuity. This extended window accommodates potential payer enrollment delays, additional stakeholder review cycles, and minor revisions that may emerge after Go-Live. By anticipating these common contingencies, we ensure the City of Coalinga experiences a seamless and fully supported transition.

Staff Training and Support
We provide comprehensive training and continued assistance to ensure Coalinga staff are confident and well-informed throughout the transition:
● Client Portal & Dashboard Training
Hands-on training on how to navigate the CollaborateMD dashboard, access real-time data, generate reports, and interpret KPIs.
● Policy and Procedure Orientation
Review of claims submission protocols, communication workflows, and compliance safeguards.
● User Guides & Training Materials
Printed and digital reference materials, including quick-start guides, FAQs, and video tutorials.
● Ongoing Support After Go-Live
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for the first 90 days post-launch.
● Emergency Escalation Protocols
Clear chain-of-command and direct access to senior leadership for urgent concerns.

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Customer Service Standards
Our organization is committed to delivering compassionate, efficient, and multilingual patient support that reflects positively on the City of Coalinga and its EMS department. We understand that ambulance billing can be a sensitive and often confusing process for patients, which is why our customer service protocols prioritize clarity, accessibility, and timely resolution.

Patient Contact Methods and Hours of Operation
Patients can reach our billing support team through multiple convenient channels:

Contact Method Availability
Toll-Free Phone Monday – Friday, 8:00 AM – 6:00 PM PST
Secure Email 24/7 submission; responses within 1 business day
Online Patient Portal 24/7 access to view bills, payment options, and submit questions
Mailing Address For correspondence and documentation
submission
Every call is answered by a trained billing specialist—no outsourced call centers or automated mazes. All agents are equipped to handle inquiries related to insurance claims, payments, denial explanations, and financial hardship options.

Escalation and Dispute Resolution Procedures
We maintain a structured, transparent process for issue escalation and dispute resolution to ensure concerns are resolved quickly and fairly:

1. Tier 1 – Initial Support
Billing representatives address standard inquiries, verify patient records, and assist with common concerns.

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2. Tier 2 – Account Review
For complex cases (e.g., insurance denials or duplicate billing), the issue is escalated to a senior billing analyst for detailed account research and payer follow-up.

3. Tier 3 – Management Oversight
If a resolution is not satisfactory, the case is escalated to a customer service supervisor or operations manager. A formal response is issued within 3–5 business days.

4. City Liaison Notifications
For recurring issues or high-priority concerns, we notify the designated City EMS liaison and provide a report outlining the issue and corrective actions taken.

Languages Supported
To ensure inclusivity and equitable access to services, our team offers bilingual and multilingual support:
● English (Primary)
● Spanish (Fluent Support Team Available)
● Additional languages available through certified medical interpretation services upon request
All translated patient materials—including statements, consent forms, and appeals documentation—are available in English and Spanish as standard.

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Fee Structure
Clear, Reliable, and Aligned with Your Goals
At Johnson’s Medical Billing & Consulting Services, we believe in transparency, consistency, and building strong, results-driven partnerships. Our proposed fee structure is designed to eliminate guesswork and provide the City of Coalinga with full clarity on costs while we deliver high-quality EMS billing services.

Rather than using a percentage-of-collections model, we propose a fixed monthly fee, allowing for predictable budgeting and financial stability.
● One-Time Implementation Fee: We propose a one-time implementation and onboarding fee of $37,500, which covers a comprehensive 90-day setup period. This investment supports all the preparation needed for a successful launch, including team training, SOP development, workflow design, system onboarding, and go-live coordination. This fee is due at the start of the engagement. ● Monthly Service Fee: Our fixed monthly billing service fee of $12,500 will begin only after the 90-day implementation period is complete and we officially go live. This ensures that all foundational elements are in place before service-based invoicing begins. The monthly fee covers full EMS billing operations, compliance oversight, payer follow-up, detailed reporting, and ongoing client support.

This structure ensures the City of Coalinga receives maximum value and preparedness upfront, with ongoing service charges commencing only once we are live and operational.

Fee Structure Breakdown
Service Category Details Cost Frequency
Implementation &
Onboarding
Covers all setup
activities during the
90-day pre-launch
phase
$37,500 One-Time (Upfront)
Monthly Service Fee Begins after go-live;
includes all billing,
compliance, reporting,
and client services
$12,500 Monthly (Post-Launch)
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We’ve designed this approach with your needs in mind—delivering structure, clarity, and peace of mind as we begin a strategic partnership built on trust and performance.

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Compliance and Certifications
Our company is fully compliant with all federal and state regulations governing ambulance billing and the handling of protected health information (PHI). We maintain up-to-date industry certifications and enforce rigorous internal policies to safeguard patient data and ensure billing accuracy.

HIPAA Compliance
We are fully HIPAA certified, with a documented compliance program that includes:
● Administrative Safeguards: Employee training, policies, access controls, and vendor Business Associate Agreements.
● Technical Safeguards: Encrypted data transmission (SSL/TLS), two-factor authentication, and audit logging within our billing platform (CollaborateMD). ● Physical Safeguards: Restricted facility access, secure storage, and device security protocols.

Our HIPAA compliance program is reviewed annually and updated to reflect regulatory changes and security best practices.

Certifications and Industry Credentials
Our team holds the following professional certifications:
● Certified Ambulance Coder (CAC)
Our staff includes team members certified through the National Academy of Ambulance Compliance (NAAC)
● Certified Professional Biller (CPB)
This credential ensures expert-level proficiency in claim processing, insurance rules, payer-specific nuances, and denial management across commercial and government plans.

These certifications reflect our specialized training in EMS billing and reinforce our commitment to legal and ethical compliance.

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Data Security and Breach Response Plan
We maintain a robust Data Security and Breach Response Policy that ensures prompt action, transparency, and mitigation in the rare event of a breach. Key components include:
● Rapid Response Protocol: All breaches reported within 24 hours to Coalinga’s designated contact.
● Containment and Remediation: Isolation of affected systems, full security review, and password resets.
● Regulatory Compliance: Reports submitted to HHS and any relevant agencies as required by HIPAA.
● Root Cause Analysis: Post-incident review and system updates to prevent recurrence.

Our billing infrastructure is supported by HIPAA-compliant cloud systems with secure backups, disaster recovery capabilities, and 99.9% system uptime.

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California Expertise and AB 716 Compliance
We’re Proud to Be California-Based
As a California-based business, we understand firsthand the unique needs, payer landscape, and regulatory environment of EMS providers in this state. We live and work here—just like the communities we serve. That means we’re not only familiar with California-specific billing requirements; we’re also deeply invested in staying current with state legislation, including recent changes that affect how ambulance services are billed.

Our proximity allows us to build strong relationships with local EMS agencies, Medi-Cal, and insurers across the state. When you partner with us, you’re not just hiring a vendor—you’re gaining a responsive, in-state team that understands how things work here and how to make the system work for you.

Understanding and Complying with AB 716
We take compliance seriously, especially when it comes to legislation like Assembly Bill 716 (AB 716) which protects patients from receiving unexpected ambulance bills. We’ve built our internal systems and processes to fully align with this law.

Here’s how we’re already complying:
● No Balance Billing: Our billing software is set up to recognize when AB 716 applies.

For those patients, we never send bills for anything beyond their in-network share (like co-pays or deductibles).
● Direct Payer Coordination: We communicate directly with health plans to resolve claims so we don't pull patients into the middle of payment disputes. ● Team Training: Everyone on our team is trained on AB 716 and knows how to handle these situations with professionalism and empathy.
● System Safeguards: We’ve adjusted our internal policies and claim workflows so that prohibited billing practices are automatically flagged and prevented.

We’ve also updated our patient communication materials to reflect this law, ensuring that what we send out is not only legally compliant but also easy to understand and reassuring for the patient.

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What This Means for Coalinga
By working with a local, fully compliant billing company, the City of Coalinga can feel confident that your patients are being treated fairly, your services are billed correctly, and your billing partner understands the legal and ethical standards required in today’s EMS landscape.

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California EMS Reimbursement Programs
Although our firm has not yet directly participated in the California EMS reimbursement programs listed below, our team has conducted in-depth training and operational planning in anticipation of supporting EMS agencies with these complex funding streams. We bring a strong foundation of billing expertise, regulatory compliance, and systems integration that fully equips us to manage these programs effectively from day one. Below is a detailed demonstration of our understanding and capability in each program:

Voluntary Rate Range Program (VRRP)
Demonstration of Knowledge:
● We understand that the VRRP allows California public ambulance providers to voluntarily certify their actual costs to establish a higher Medicaid payment rate through federal financial participation.
● Participation requires submission of cost data via DHCS, agreement with the Medi-Cal Administrative Activities (MAA) unit, and coordination with managed care plans.

How We Will Support Clients:
● Data Collection Template: We have developed a cost-reporting intake worksheet based on DHCS VRRP guidance to ensure collection of allowable costs (labor, equipment, training).
● Tracking & Reconciliation: We will use our billing software’s cost-center tagging features to monitor VRRP-qualified transports and reconcile reimbursements. ● Quarterly Audit Process: A compliance checklist is used to ensure each submission aligns with federal guidelines and managed care contracts.

Intergovernmental Transfer (IGT)
Demonstration of Knowledge:
● The IGT program allows public entities to transfer funds to the state, which are then matched with federal dollars and returned to the public provider as supplemental payment.

Johnsons MBCS 626.621.6033

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● These payments are tied to contract agreements with Medi-Cal managed care plans and require accurate documentation and fund certification.

How We Will Support Clients:
● IGT Calendar System: We maintain a proactive calendar to track IGT cycles, key deadlines, and fund transfer windows for each managed care partner. ● Transfer Authorization Packet: We will create and submit a standard packet that includes fund certification letters, transfer amounts, and contract references. ● Reconciliation Reports: Our finance team will provide monthly IGT reconciliation reports to ensure transparency in fund flow and compliance documentation.

Public Provider Ground Emergency Medical Transport (PP-GEMT) Demonstration of Knowledge:
● The PP-GEMT program provides cost-based supplemental reimbursement to publicly operated ground ambulance services for Medi-Cal fee-for-service transports. ● Providers must submit annual cost reports and participate in audits conducted by DHCS.

How We Will Support Clients:
● Annual Cost Report Preparation: We have pre-built templates aligned with the DHCS PP-GEMT cost report forms (CMS-2552 based) that include expense classification, allocation methods, and patient volume data.
● Compliance Monitoring: Our compliance team cross-references billing logs with transport records to ensure accuracy and completeness of Medi-Cal qualifying runs. ● Audit-Ready Documentation: All PP-GEMT records are maintained in a centralized, secure digital repository, structured to support future state audits or inquiries.

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Summary
We appreciate the opportunity to be considered for this important project with the City of Coalinga. At Johnson’s Medical Billing Collection Services, our interest in partnering with your team is grounded in a shared commitment to efficient, transparent, and community-oriented service.

Our team brings a strong background in EMS billing and collections, supported by proven systems, a deep understanding of compliance standards, and a client-focused mindset. We’ve built our reputation on being both accessible and effective—delivering accurate, timely results while maintaining open lines of communication and a genuine investment in our clients' success.

This proposal reflects our readiness to contribute not just as a vendor, but as a trusted extension of your department. We’re confident in our ability to provide value through a thoughtful, reliable, and high-performing approach, and we look forward to the potential of working together to strengthen your EMS operations.

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CAPABILITIES STATEMENT

ABOUT US

WHY CHOOSE US

CERTIFICATIONS
POC: Alexandria Johnson
(626) 621-6033 / FAX - (626) 603-6813
[email protected]
Rancho Cucamonga, CA
johnsonsmbcs.com
Johnson's Medical Billing is a women and minority-owned company dedicated to providing exceptional billing services while fostering growth within underserved communities. With a focus on maximizing revenue for healthcare providers, we leverage our industry expertise to streamline billing processes and improve financial outcomes. Our mission goes beyond just revenue generation; we are committed to educating and empowering women and minorities by creating job opportunities and offering training to build a more inclusive workforce in the healthcare industry.

We go beyond revenue generation. We
are committed to empowering women
and minorities by creating job
opportunities and providing training for a
more inclusive healthcare workforce. Our
team ensures compliance, reduces claim
denials, and maximizes revenue with
cutting-edge technology and
transparent reporting. We offer
personalized solutions tailored to your
practice, minimizing administrative
burdens so you can focus on patient care.

With a client-first approach, we deliver
reliable, efficient, and ethical medical
billing services, making us the trusted
partner for your financial success.

CAPABILITIES
Comprehensive Medical Billing
Services, RevenueCycle
Management (RCM)
Medical Collections & Recovery
Compliance & Regulatory
Assurance
Customized Solutions for
Healthcare Providers
Patient Support and Engagement
Credentialing and Provider
Enrollment
Denial Management and Appeals
Data Analytics and Performance
Monitoring
Technology Integration and
Support
Training and Education Services

PERFORMANCE
Podiatry Hotline Foot and Ankle - 2021-Current
OC Wound Healing and Foot Care - 2024-Current
ALMSCommunity Health Center - 2024-Current
Family Foot and Ankle Center - 2023-2024
Pure Mind Counseling & Wellness - 2023-2023
524292
561440
541219
541611
541990
621999
561499

NAICS CODES
DUNS Number: 19351406
Cage Number: 9KMB3
Register Date: 10/06/2020
Corporation Type: SCORP
UEI: DCB9W6NCBL45

May 16, 2025
DUE: by email to Chief Greg DuPuis (by 5:00 PM 5/16/25) Wittman Enterprises, LLC
11093 Sun Center Drive
Rancho Cordova, California 95670
www.emsmc.com
RFP Contact: Russ Harms
Director, Customer Success
(916) 669-4628 Direct Line
[email protected]
City of Coalinga
RFP: Ambulance Billing Services
Coalinga RFP Response: Ambulance Billing Services | 1
Table of Contents

1. Cover Letter...............................................................................................................2

2. Company Profile ........................................................................................................3

3. Experience and References ........................................................................................5

4. Technical Plan ...........................................................................................................7

5. Reporting and Analytics ...........................................................................................18

6. Implementation Timeline .........................................................................................33

7. Customer Service Standards....................................................................................35

8. Fee Structure...........................................................................................................37

9. Compliance and Certification...................................................................................39

10.California Expertise..................................................................................................42

11.California EMS Reimbursement Compliance.............................................................43 Appendix: EMS|MC Partnership Enhancements Detail...............................................44 Coalinga RFP Response: Ambulance Billing Services | 2

1. Cover Letter
Letter from our CEO
May 16, 2025
Thank you for allowing me to reintroduce our qualifications and our team to you and provide the City of Coalinga with our RFP response for Ambulance Billing Services. Since 1991 (and since 2001 for Coalinga), Wittman Enterprises LLC has provided our clients complete ambulance billing services in compliance with current local, state, and federal laws and statutes. We follow and exceed currently accepted standards for accurate, consistent, and best EMS billing practices while maximizing revenue recovery, honoring your collections philosophy, and treating each of your patients, citizens, and visitors as our own. We serve more than 150 public EMS and Fire Department clients (130 in California alone) and are the largest California-based billing company:
with the client base, patient database, and experience with California fire departments (and the multitude of California insurance payers) for the most effective billing and cost recovery programs possible.

Wittman Enterprises remains the most qualified and experienced EMS biller in California and our ultimate focus is on, and has always been based on, the best patient and client services, billing results (accurate and legal billing and the most in reimbursable revenue), and transparency (Client Portal, Reporting, Month-End Reporting, KPIs, etc.). We use all the resources necessary to provide the best in customer service and collect for our clients: (on average) 10-20% more in net revenue than our competitors. Wittman has unmatched experience with California City and County/Fire Department ambulance billing programs.

As a new part of the EMS|MC Group, your same Wittman Team now has direct access to a huge suite of new human and technology resources to supplement the quality product you have come to expect from us, including: enhanced billing and reporting software; more comprehensive client business intelligence portal (EMSight) and patient portal systems; regular in-person visits from your Client Liaison; and direct access to our new consulting division, PWW Advisory Group (PWW|AG).

Since the beginning Wittman Enterprises has demonstrated our expertise needed to invoice correctly for the City’s services to Medicare/Medi-Cal/Medi-Cal HMO, commercial insurance companies, and private pay individuals, based on the City’s fee schedule. Wittman Enterprises could not be prouder of the tremendous working relationship we have enjoyed with the City of Coalinga and all our EMS and Fire Billing partners over the last 33 years. We have worked together on multiple changes to our industry: on the GEMT and GEMT/QAF rollouts and implementations; on ICD-10 conversions; on the new PPGEMT-IGT; ET3; CMS Ambulance Cost Data Collection; AB 716; and so many others. We are gratified to reintroduce our unwavering commitment to the City and to your EMS team. We anxiously look forward to continuing our long-term partnership together.

I am authorized to bind Wittman Enterprises, LLC to the provisions of this RFP and any contract awarded pursuant to it.

Sincerely,
Corinne Wittman-Wong, CEO
Wittman Enterprises LLC (established 1991)
11093 Sun Center Drive | Rancho Cordova, CA 95670
916.669.4608 direct | 855.611.0056 toll-free | [email protected] Coalinga RFP Response: Ambulance Billing Services | 3

2. Company Profile
a. Bidder’s legal name and corporate structure.

Wittman Enterprises, LLC: a wholly owned subsidiary of EMS|MC, Incorporated b. Bidder’s primary contact information, including name, address, phone, website, and email.

Wittman Enterprises, LLC
11093 Sun Center Drive, Rancho Cordova, CA 95670
(855) 611-0056 toll-free | www.emsmc.com
c. Bidder’s years in business and EMS billing experience Wittman Enterprises has been providing complete EMS billing services since 1991. Our products and services are specifically designed to ensure that EMS transport providers like the City of Coalinga are reimbursed in a timely manner for the services they provide. • Ambulance Transport Billing and Fire
Service Fee Recovery
• Treat-no-Transport Billing and Collection
(Assessments)
• ePCR and RMS Integration • Subscription Program Support • First Responder Billing and Collection • Patient Survey Program Support d. Number of EMS Billing Clients
We serve more than 150 public EMS and Fire Department clients in the West (130 in California) e. Coaling: Current Main Wittman Contact
f. Coalinga: Current Staffing Chart
Contract Management Team
Corinne Wittman-Wong, CEO (916) 669-4608 [email protected] Walter Imboden, President/CFO (916) 669-4602 [email protected] Kathryn Garcia, Vice President (916) 669-4606 [email protected] Russ Harms, Director of Client Success (916) 669-4628 [email protected] Joe Balkema, Director of IT (916) 669-4620 [email protected] Management Team
Jennifer Bump, Division Manager Stephanie Cooper-Noe (CMC, CACO, CAPO Insurance Services CADS), Client Services Executive
(916) 669-4612 (916) 669-4607
[email protected] [email protected]
Heather Montano, Division Manager Jennifer Gentry (CAC, CADS) Patient Services Client Services Executive
(916) 669-4627 (916) 669-4621
[email protected] [email protected]
Nicole Powers, Division Manager Judy Vang (CAC, CADS)
Electronic Billing/Cash Receipts Customer Service Executive (916) 669-4624 (916) 669-4613
[email protected] [email protected]
Coalinga RFP Response: Ambulance Billing Services | 4
Operations Team/Experience
Jessica Ceccato, Division Supervisor: Insurance/Auditing 14 years Elayne Huff, Senior Lead: Insurance 24 years
Angelas Thao (CAC), Senior Lead: Billing 20 years
Karen Cotton, Lead: Insurance 7 years
Mayra Ruiz, Lead: Billing 14 years
Rachel Troche, Division Supervisor: Patient Services 19 years Savannah Cotton, Division Supervisor: Incoming Calls 6 years Edgar Aguilar, Lead: Patient Services 6 years
Stephanie Canas, Lead: Incoming Calls 10 years
Sheng Cha, Division Supervisor: Administration/Electronic Billing 18 years Rene Wittman, Senior Lead: Cash Receipts 30 years
Maria Delgado, Lead: Electronic Billing 4 years
Por Vue, Lead: Cash Receipts 3 years
California-Specific: Insurance Team Specialists
• La Dona Finister: California commercial and government accounts specialist (VA, Department of Corrections, Blue Shield/Blue Cross of California, Secure Horizons, Pacificare of California, Kaiser, Etc.
• Christine Marshall: Medi-Cal and Medi-Cal HMO accounts specialist • Kristine Martinez: California Medicare and Medicare HMO accounts specialist Coalinga RFP Response: Ambulance Billing Services | 5

3. Experience and References
Qualifications Statement
Wittman Enterprises has customized service innovations to our partners in the EMS transport industry since 1991. We have extensive experience and specialize in invoicing, categorizing, recording, monitoring, supervising, and managing of ambulance billing and EMS cost recovery systems and services. From our Western Region office in Rancho Cordova, CA, we bill approximately 937,000 claims annually and collect more than $721,000,000 each year for our clients. Wittman brings our 33 years of EMS billing experience to you and to your neighboring communities, helping each of our individual partners reach and exceed their district/city/county/department customized program objectives. Now, as part of the EMS|MC group, collectively we billed 5.5 million claims and collected over $2.2 Billion in 2024 for our clients across the nation.
33 Years EMS Billing Experience
We were founded 33 years ago with the promise of providing expert and personal attention to our EMS partners and their EMS billing programs. This will never change. Wittman provides industryleading services to our EMS partners to help them continue providing cost-effective programs and responsive services; specifically for your program, enhancing the quality of life in Coalinga while balancing the financial accountability needs of your citizens. This starts with valuing customer service with everything we have done as a company since our beginning. We have:
• Continued Wittman’s exclusive dedication to the EMS/Fire industry, choosing to be expert in that industry only rather than diversify into other medical billing fields. • Maintained our excellent reputation gained from professional relationships with providers and third-party payers, as well as from our sensitive yet collection-oriented communications with patients and their representatives.
• Demonstrated a long and successful history of meeting and exceeding client expectations and service deadlines.
• From the beginning of our client projects, anticipated and managed issues such as Medicare/Medi-Cal/VA/private insurance compliance and revalidations, guiding for and partnering with our California clients on special industry programs such as GEMT, GEMT QAF, and PPGEMT-IGT, responding to legal and other requests, and customization of reporting programs that surpass specific client analytic needs.

California Strong
No California based biller will provide as much in actual reimbursement or complete customer services as Wittman Enterprises has historically demonstrated. We have a proven record of accomplishment of collecting 10-20% more than our competitors collect. Out-of-state billing companies will not be able to arrive at these reimbursements either, due to their lack of billing and collection experience in the State of California and inexperience with the multitude of California payers.

Coalinga RFP Response: Ambulance Billing Services | 6
Select Client References (Proprietary and Confidential) We encourage you to contact any of our references including any that have not been listed for this proposal. We know that hearing about their experiences with Wittman Enterprises will differentiate us from our competition. Wittman is eager to continue providing top-notch services to the City of Coalinga and nurture that strong working partnership. Please contact any of our references directly to hear about their performance satisfaction with Wittman Enterprises. A recent email from the EMS Director at Rialto spells out the differences in what we bring our EMS Partners: “It is a pleasure working with everyone over at Wittman. We have used the revenue you fine folks have worked very hard to get for us to save lives in this city. We have one of the highest ROSC rates in the world and it takes money to make that happen. Everyone over there should be proud of what you do.” Coalinga City of Pasadena
(EMS Billing Partners since 2008) (EMS Billing Partners since 2011) Felipe Rodriguez, Fire Chief Chad Augustin, Fire Chief
916.405.7100 626.744.4655
[email protected] [email protected] Sac Metro City of Berkeley
(EMS Billing Partners since 2001) (EMS Billing Partners since 2019) Jon Rudnicki, Assistant Chief David Sprague, Fire Chief 916.859.4135 510.517.5934
[email protected] [email protected] City of Sacramento City of San Diego
(EMS Billing Partners since 2018) (EMS Billing Partners since 2023) Tilden Biliter, Assistant Chief Becky Newell, Deputy Chief 916.767.2208 858.987.2811
[email protected] [email protected]
City of Newport Beach City of Anaheim
(EMS Billing Partners since 1996) (EMS Billing Partners since 2018) Kristen Thompson, EMS Chief Robert Stuart, EMS Chief
949.644.3385 714.765.4035
[email protected] [email protected]
Coalinga RFP Response: Ambulance Billing Services | 7

4. Technical Plan
Billing System
ZOLL’s RescueNet software has long been recognized as one of the industry’s powerful and comprehensive electronic patient care billing and reporting solutions. Wittman has used RescueNet as our billing software since 2003.

Billing to Payment Cycle
Records Confirmed and Screened for Completeness
All PCRs are thoroughly reviewed for medical necessity, treatments and treatment codes, ICD-10 codes, appropriateness of charges for services based on service rendered, and overall completeness. Coding with the appropriate payer, patient condition, and charges normally occur with 48-72 hours of receipt. PCRs with incomplete information may be referred to the transporter for missing or incomplete information when hospital face sheets are not available. Patient accounts with private insurance, Medicare, and Medi-Cal information are billed immediately. If insurance information is not available on the initial call report, additional research is conducted to locate available payer information. Only when a payer cannot be identified through our efforts will the patient’s account be converted for private billing.

Coalinga RFP Response: Ambulance Billing Services | 8
Identification of Payment Sources
When insurance information is incorrect or incomplete, our Customer Service Representatives work with hospitals and patients to obtain current and accurate information. After initial patient contact is made, insurance eligibility is verified with the patient still on the phone. This prevents billing delays and allows customer service reps to inform patients when there are any problems with provided insurance information. Wittman electronically bills all Medicare, Medi-Cal, qualified primary and secondary insurance sources, workers compensation, health maintenance organizations, third-party liability, benefit programs, and self-insurance programs. Those who do not accept electronic claims are billed via generated paper statements mailed directly to them.

Locating and Verifying Insurance
All insurance and third-party payer information provided is verified online or by phone. By identifying the correct payer for a patient’s claim before it is ever billed, we consistently keep our percentage of incorrect billings extremely low. If the incorrect insurance is billed, our customer service team contacts the patient or receiving hospitals for the correct insurance information.

Follow-Up Protocols
Our comprehensive collection services include working with your receiving hospitals to obtain patient demographics to ensure the highest level of collection possible. We also gather information via secure email, VPN, fax, and phone calls to the financial offices of the hospitals. We engage in a variety of other processes while following up on accounts with inadequate billing information including:
• Use of Zip Code/Street Directories for obtaining missing/incomplete addresses in addition to our own proprietary address checker program and MelissaData.com. • Use of Accurint for tracing mail returns
• Contacting the EMS Division to locate missing information from PCRs • Contacting the patient or family members for billing or insurance information • Mailing inquiry forms to the patient
Assignment Authorization
Based on our extensive EMS billing experience, we find that the most efficient billing and collection programs are a direct result of a strong partnership between us and our client. That concept is particularly important when discussing patient signature authorizations. Agencies are not permitted to file claims to Medicare without the signature of the patient, designated guardian, or witnessed declaration that the patient is not able to sign. Recognizing that there are times when obtaining these signatures is not feasible, Wittman partners with you to address missing and invalid signatures. This includes education and direct patient contact to obtain required information. Patient signature authorizations can significantly impact revenue when not diligently pursued in a timely manner.

Patient Database
For 33 years, we have compiled our extensive Patient Database containing thousands of patient records and demographics with patient historical data. Our California database was built piece by piece during our substantial work here since 1991. This comprehensive Patient Database allows us to cross-reference accounts and streamline the billing process in a more efficient and thorough manner. We do this under the strictest HIPAA compliance regulations to ensure proper patient confidentiality.

Coalinga RFP Response: Ambulance Billing Services | 9
Medicare Billing
For incidents where the paramedic noted no Medicare insurance information, Wittman Enterprises requests insurance information and an authorization signature from the patient. Once a patient responds to our request(s) for Medicare information, and/or if our electronic scrubber identifies patient Medicare insurance, we complete the following steps:

Step 1: Our billing team determines the level of service on every PCR and then adds any applicable charges and evaluates the incident for medical necessity per Medicare guidelines.

Step 2: Our billing team electronically confirms Medicare eligibility and updates all newly provided information to our billing system. We always check eligibility when the patient is over the age of sixty-five and we have been provided with a Social Security Number or Medicare ID. We also check for eligibility information on the PCR or hospital face sheet when the patient has been identified as a Medicare patient.

Step 3: Patient signature is added to their account once we have received it from them or if it is provided with the initial incident report.

Step 4: All available transport information is either uploaded automatically to the billing system or the biller manually enters/verifies transport information from the PCR.

Step 5: The primary Payer is updated in our billing system and Medicare is billed electronically.

Medi-Cal Billing
The detailed steps for billing Medi-Cal are mostly the same as those for billing Medicare. There is an additional step taken: We check eligibility whenever we are provided with the patient’s Social Security Number or Medi-Cal ID. Our billers determine the level of service and add any applicable charges. Once we have received eligibility, we clarify whether it is a straight Medi-Cal Plan, or a Medi-Cal HMO plan, and update the payer in our billing system to submit the claim to the proper Medi-Cal payer.

Private Insurance Billing
After a patient responds to our request(s) for insurance information, and/or if our electronic scrubber identifies patient private insurance information, we complete the following steps:

Step 1:
• The billing team updates all newly provided information into our billing system • Billing team electronically reconfirms eligibility of insurance • Billing team calls insurance directly when necessary to verify patient eligibility Step 2: If a patient is confirmed eligible, we add the payer to the patient’s account along with their coverage and insurance identification information.

Step 3: The billing department notates the account and changes the primary payer from self-pay to insurance.

Step 4: After double-checking the primary payer, the billing team submits claim via keystroke to the correct paying insurance (electronically for those companies providing that method submission, or through the mail for others).

Coalinga RFP Response: Ambulance Billing Services | 10
Denied or Disallowed Claims
Wittman Enterprises pursues every claim and follows through with every denial so that all legitimate revenue is collected on behalf of our clients. Denials are not accepted; in fact, as a policy we appeal all claims where the denial has appeals rights and we determine that an appeal is warranted. Additionally, Wittman demands payment with appropriate interest from non-compliant insurance companies. We have a considerable number of SOPs covering multiple scenarios for processing denials for Medicare, Medi-Cal, and Private Insurance. Our SOPs are available for your review upon request.

Medicare Denials: Medicare may deny claims for any number of reasons such as a patient without Part B coverage on the date of service, incorrect patient information on claim, Medicare is a secondary payer, the patient has a Medicare Advantage plan, and many others. Wittman Enterprises actively appeals and processes all denials, making sure our clients get their maximum legal reimbursements. Our thorough process starts with reviewing the denial code and includes:
• Identifying the course of action based on the denial code • Further researching Medicare eligibility
• Verifying payer primacy between patient insurance and Medicare coverage • Reviewing modifiers and codes for accuracy
• Checking EOBs for reported non-covered services or for no Part B coverage • Billing secondary payers such as insurance and Medi-Cal as necessary • Correcting information requested on denial and resubmission to Medicare, supplemental insurance, Medi-Cal, and the patient to reflect all necessary changes • Scheduling a call-back date to follow up on resubmission • Notating the account so that it reflects up-to-the-minute status of every claim Medi-Cal Denials: Not all Medi-Cal denials are provided to us in the same way. Most ae received in traditional EOB format, where codes are given, and definitions are provided. Others are returned in letter format without code or any apparent reason for the denial. Our procedures for processing Medi-Cal denials include:
• Reviewing EOB/letter to verify if payment was issued, and to identify the explanation for the listed code. This primary step is key for determining the type of denial received and what course of action to take for ultimate payment
• Further investigating patient’s Medi-Cal eligibility and modify claim data if necessary • Identifying the hierarchy of payers. Assuming Medi-Cal is the primary: add appropriate denial code along with any other necessary changes.
• Resubmitting claim to Medi-Cal
• Scheduling a call-back date to follow up on resubmission • Notating the account so that it reflects up-to-the-minute status of every claim.

Insurance Denials: Health Plans and Medical Groups issue denials when all or parts of a claim are not paid. There are several types of denials. Some are issued correctly according to the patient’s insurance policy and/or billing guidelines, while others are incorrect due to an error by the health plan when processing the claim. Our standard operating procedures include:
• Verifying whether the denial is based on “not a covered benefit,” “not eligible,” “unable to identify as a Member,” or “primary insurance paid more than allowed,” for example. • If there is another billable insurance on file, submitting a claim to that insurance and attaching the denial received
Coalinga RFP Response: Ambulance Billing Services | 11
• If there is no other billable insurance on file, contacting the patient to inform them of the denial and request any other insurance information.
• When corrected information is received from the patient, updating the payer information and send a claim and a copy of the PCR to that insurance with the denial received attached • When there is no viable insurance policy to bill, no Member or Resident program, converting the claim to private pay and billing directly to the patient.

Hospital Patient Records
Creating a mutually beneficial partnership with your destination hospitals was a key part of the transition schedule with you in 1994 when we started our work together. We have established a reliable relationship with each of them to ensure the timeliest and most accurate face sheet batching possible. We pledge to continue working with your top receiving hospitals to implement the most effective and streamlined process. Wittman’s team will reconnect with hospital Health Information Management (HIM) personnel to upgrade as needed to the most efficient option: direct VPN database access or scheduled FTP “data dumps.” Self-Pay Bill Schedule
Wittman Enterprises customizes your bill schedule to reflect your program needs. These schedules work with our billing program, tracking accounts receivable and assigning them to customer service representatives for making follow-up calls. The following are two examples of customized bill schedules.

Mail Returns
Correspondence from us to your patients may be returned for various indicated reasons including:
no such street; no such number; undeliverable as addressed; attempted not known (address is valid, but the patient does not live there); insufficient address (possibly missing apartment number, suite number, etc.). We complete the following steps to ensure every account is worked appropriately:

Step 1: Compare Address
• Double check the address on the correspondence against the current address listed in the modify customer screen of the billing system Step 2: Review the Account
• Review the account for other possible dates of service • Review notes to verify where in the billing process the account sits • Re-check Medicare/Medi-Cal for additional demographic information Coalinga RFP Response: Ambulance Billing Services | 12
Step 3: Call patient to verify contact information
Step 4: White Pages reversal of phone number
Step 5: Review possible alternative addresses
Step 6: Accurint Check
Step 7: Review PCR for Pick-up Address/Patient Address
Step 8: Cross-check hospital face sheet
Step 9: Final patient contact
Patient Payment Options
Wittman effects positive collections for Coalinga’s financial requirements while providing compassionate service to your patients—doing everything possible to attain reimbursement from your claims. With that goal we try to provide as many payment options as possible, so patients have choices of how best to make payments to their account: whether they mail their check, pay by credit card, or set up a limited installment payment plan.

Credit Card Portal: Based on our preferences, we provide credit card payment options for your patients. They are informed through our correspondence and our customer service staff how to make credit card payments. Our Patient Portal may redirect patients to the client’s Virtual Merchant Terminals where they complete their payments. Like all our services this can be customized to fit the needs of your program.

Installment Payments: For patients unable to pay their full balance, Wittman follows your policies regarding self-pay accounts. This could include minimum payments accepted and the duration of the private pay contract. Based on our experience, we have found that limiting payback duration to one year usually provides the best results for our clients. Patients have the option of making their monthly payments by check or credit card. They may also set up an AutoPay agreement with a signed authorization where payment is automatically withdrawn from their credit card each month.

Hardships, Discounts, and Reductions
While providing our services we follow Coalinga’s policies. For example, you might waive the ambulance fee if the patient does not have the financial resources to pay. We notify your department in case of any situation requiring modification of account balances, pay schedule, referral to collections, or account write off. No adjustment is ever made without prior authorization from you. All adjustments are clearly documented and identified in our regular reporting and documentation. We customize policies at your direction regarding discounts and reductions. Some of these may include hardships, attorney requests, city employees, or small balance write offs. In all cases, no discount decisions or write-offs are made without your advance approval.

Coalinga/Fire Staff and Provider Scope of Work
Wittman Enterprises will enjoy regular contact with Coalinga and Fire staff for direction on specific accounts, balance adjustments, QA/QI, and other procedures requiring your authorization. When we have exhausted our resources and need help completing missing information, clarifying unclear or incomplete narratives, we may request assistance from our regular Coalinga/EMS/Fire contacts who are normally able to acquire the missing information from their own resources. However, as Coalinga RFP Response: Ambulance Billing Services | 13
your billing partner, Wittman generally does not require additional tasks from your team as it is our job to support your billing and reimbursement program.

We are a full-service billing agency that effectively conducts the full range of tasks associated with your ambulance billing. As part of creating and maintaining the most efficient and effective billing system partnership between you and Wittman Enterprises, the following are the basic provider responsibilities generally accepted as current standards of best practices possible. • Submit necessary transport information, including pay source information and patient condition, to Wittman Enterprises for clean billing purposes.
• Forward to Wittman all necessary information relating to patient transport services, payments, and patient eligibility.
• Provide clarification when questions arise regarding paramedic documentation.

Request for Changes to Coalinga-Provided Data
We do not anticipate requesting any changes in data collection by the Coalinga/Fire/EMS departments, provided we receive Coalinga’s PCRs with appropriate and complete documentation meeting industry, Medicare, Medi-Cal, HIPAA, and other billing standards and requirements. Over the course of our partnership together we will collaborate with your teams closely, developing and maintaining a collaborative process to obtain any missing data needed for proper billing as needed.

Hospital Patient Record Systems
Creating a mutually beneficial partnership with your destination hospitals is a key part of our transition schedule when we began our work with you. Because of our long-term partnership we already have strong contacts with many of the shared hospitals each of your ambulances transport to. Our initial contact with your hospitals usually starts even before the contract has been finalized. Initially, most hospitals elect to exchange data through a fax solution where Wittman submits an information request on a regular basis (usually at least 9 days after transport to attain hospital-generated demographic and insurance updates to their facesheets). Once the information is retrieved, the face sheets are faxed back to Wittman for further processing. This is an effective short-term solution; however, we work with HIPAA compliance and IT teams at each hospital to attempt to establish a more efficient mode of information transfer. Typically, faxed requests can take a minimum of two working days before we might expect to receive the requested information from the hospital.

As part of our proposal, we commit to introducing (re-introducing) ourselves to your hospitals to discuss how we can work together to update to a more effective and streamlined process. Expediting the initial set-up is important and we will work with the hospital Health Information Management (HIM) personnel to set up a more efficient option: a scheduled FTP “data dump,” or VPN access to your patient’s information on the hospital’s system.

Insurance Information Verification
In order to create and maintain the most efficient and effective billing system Partnership between Coalinga and Wittman Enterprises, current standards of best practice for ambulance transport provider include: submitting necessary transport information, including pay source information and patient condition, to Wittman Enterprises for billing purposes; forwarding to Wittman Enterprises all necessary information relating to patient transport services, payments and patient eligibility; obtaining signature of patient or guarding; and, providing the patient’s Social Security Number. However, we recognize the urgent nature of EMS responses and realize that this standard is not always Coalinga RFP Response: Ambulance Billing Services | 14
possible in emergency situations and therefore strive to provide the highest level of service possible and minimize your time commitments in the process.

As part of our support of your billing program, we use proprietary upfront automated scrubbers that search for and verify discoverable patient insurance information based on demographic information gleaned from each PCR. Next, our billing department reviews each PCR and/or hospital face sheet for insurance eligibility information or for demographic details that will allow them to conduct an additional search for insurance coverage. When there is not enough information available or insurance coverage information provided, we send out a Request for Information Letter to the patient asking for policy information we use to submit claims to their insurer. Finally, as part of our frontend and back-end automation, manual scrubbing, and staff research:
• Patients will have been cross-referenced by name, Social Security Number, incident pickup or residence address, and date(s) of service through a variety of resources including our extensive Patient Database.
• We will have conducted all appropriate follow-up calls and mailers. • We have identified all available alternative patient contacts • We will have completed and redone our skip-tracing processes to locate the correct address and telephone information with tools such as Accurint.com, The Haines Directory, MelissaData.com, etc.
• Receiving hospitals will have been contacted for most accurate and current patient demographic information. • A second verification of Medicare, Medi-Cal, and Private Insurance eligibility will have been performed. • In short, all efforts will have been exhausted to try and ensure we have the most current, correct, and complete insurance information for the patient.

Claims Submission
Wittman Enterprises electronically submits all Medicare, Medi-Cal, VA, qualified primary and secondary insurance sources, workers compensation, health maintenance organizations, third-party liability, benefit programs, and self-insurance programs. All payers who do not accept electronic claims are billed via generated paper statements mailed directly to them per their accepted requirements.

General Collections Evaluation SOP
On average, we send less than 12% of all accounts billed for additional collection efforts. Wittman provides current reports identifying any non-collectable accounts to be released to your collection agency. As part of our process, we work with your agency and provide them with necessary documentation regarding each account. However, before an account is even considered for referral to collections the following exhaustive procedures will have been performed:
• Patients will have been cross-referenced by name, Social Security Number, incident pickup or resident address, and date(s) of service through a variety of resources including our extensive Patient Database.
• The entire regular invoicing cycle will have been completed. • We will have conducted all appropriate follow-up calls and letters. • We will have identified all available alternate patient contacts.

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• We will have completed our skip-tracing process to locate the correct address and telephone information with tools such as Accurint.com, The Haines Directory, MelissaData.com, etc. • Receiving hospitals will have been contacted for most accurate and current patient demographic information. • A second verification of Medicare, Medi-Cal, and Private Insurance eligibility is performed.

Final Review: Delinquent Accounts
Once an account has gone through the billing cycle, an account representative will review the account one final time before placing on collection review. At that point a customer service lead will perform a final review of the entire account to ensure all SOPs were followed throughout the billing cycle. If all efforts have been made and the process is followed correctly, a write-off report will be submitted to the client contact and, if approved, electronically submitted to Coalinga’s contracted collection agency.

Availability of Records
As part of our services, Wittman Enterprises fulfills multiple types of record requests with complete adherence to HIPAA and other privacy laws.
• Customer contact notices: All customer contacts via our bill schedule of events, and via phone call and other correspondence are tracked automatically by our billing system in the various history and activity sections. These are permanent records and cannot be removed from the billing system.
• Customer mailing: Copies of mailed correspondence to and from patients are logged automatically into our billing system and/or in our records management system (DocuWare). • Small claims/bankruptcy filings: All our efforts on accident-related accounts, bankruptcies, small claims, etc. are logged automatically into our billing system and/or in our records management system. It takes many hours of correspondence and re-billing to the bankruptcy courts to get our clients’ payments that otherwise would be written off by our competitors. • Subpoena and records requests: We manage patient records request following all HIPAA regulations. Attorney subpoena requests are managed according to each clients’ preferences. If we are managing these requests on your behalf, we employ ChartSwap as the standard platform where authorized subpoenas for records requests may be attained by attorneys and other client-authorized representatives. • Incident history: Our billing program logs and keeps forever all incident billing activity and records as part of its programming. • Client Portal Access: Our clients each have access to our Client Portal, which is a direct view into our billing system. All the history and activity of accounts are available to authorized client users of our Portal System.
• Client Requests: In addition to your Client Portal access, Coalinga will work directly with your assigned Customer Service Executive (Stephanie Cooper-Noe) to allow us to fulfill any requests you may have for records on trip-level incident information.

HIPAA and Privacy Statement
With recent news that a competitor experienced a breach of their security protocols, resulting in the unauthorized attainment and alleged disclosure of HIPAA-protected personal patient information, Wittman Enterprises assures you that as a matter of practice we exceed current HIPAA regulation requirements and take every possible precaution to maintain the integrity of private Coalinga RFP Response: Ambulance Billing Services | 16
health information. We comply with all CMS regulations and applicable Federal Medicare and State Medi-Cal regulations regarding claim submission and processing.

Access to Records
Wittman Enterprises ensures that its use, disclosure of and requests for PHI are in accordance with the Minimum Necessary requirements under HIPAA. We make every reasonable effort to limit the amount of PHI we use, disclose, or request to the Minimum Necessary to accomplish the intended purpose of the use, disclosure, or request.

Internal Use
Wittman’s Privacy Officer is responsible for identifying those persons or categories of people in our workforce who need access to PHI to carry out their duties, and shall for each such person or class:
• Identify the category or categories of PHI to which access is needed for the persons or class to carry out their duties
• Identify any conditions that should apply to each person’s or class’s access to PHI • Ensure that approved personnel shall only have access to PHI when they are on duty. Each department is responsible for overseeing and making reasonable efforts to ensure that personnel under its supervision only obtain access to the limited type of PHI that is required to carry out their duties. All requests from any department for changes in access to PHI by its personnel shall be directed to the Privacy Officer for approval.

Routine Disclosure to Third Parties
For disclosures that Wittman Enterprises makes on a routine, recurring basis, we may use protocols that limit the PHI disclosed to the Minimum Necessary to achieve the purpose of the disclosure. The Privacy Officer is responsible for ensuring that all departments and functions within the Organization identify disclosures of PHI that they make on a routine, recurring basis. The Privacy Officer is responsible for assisting each applicable department to create standard protocols to be applied to ensure that routine disclosures only include the Minimum Necessary PHI. Protocols under this section must address the following:
• The protocol must set forth the type of PHI that can be disclosed • The protocol must identify the types or categories of people to whom the PHI identified in the protocol can be disclosed
• The protocol must identify any applicable conditions to provide the disclosure Non-Routine Disclosure to Third Parties
All disclosures that are not routine and recurring must be reviewed on an individual basis in accordance with this section. The Privacy Officer, together with the compliance committee, shall be responsible for developing criteria to be applied to analyze non-routine disclosures to determine the Minimum Necessary PHI that can appropriately be disclosed. All non-routine disclosures must be forward to the Privacy Officer for review and approval prior to making the disclosure. The Privacy Officer shall be responsible for reviewing each such non-routine disclosure and determining the Minimum Necessary PHI that can be included in the disclosure. Finally, the PHYI requested for disclosure by the following entities shall be deemed to be the Minimum Necessary for the stated purpose and do not require individual review by the Privacy Officer:
• Disclosures to a public official in accordance with applicable law, if the p8ublic official represents that the information requested is the Minimum Necessary Coalinga RFP Response: Ambulance Billing Services | 17
• The information is requested by another Health Care Provider, Health Plan, or Health Care Clearinghouse
• The information is requested by a professional who is a member of Wittman’s workforce or is a Business Associate of Wittman Enterprises for the purpose of providing professional services to the Organization, if the professional represents that the information requested is the Minimum Necessary for the stated purpose(s); or
• A person is requesting PHI for research purposes and he or she has complied with the Organization’s policy on research and provides documentation to that effect.

In the event a workforce member believes that a request for a disclosure involving PHI from a person or entity is not the Minimum Necessary, such workforce member must raise his or her concerns with the Privacy Officer. The Officer is responsible for evaluating such requests for disclosure and determining whether it is reasonable for Wittman Enterprises to rely on such request.

Project Plan
If we are fortunate enough to renew our contract with the City of Coalinga, a contract transition with a new work plan, schedule, and onboarding schedule will be unnecessary. Medicare, Medi-Cal, VA, and private insurance will not require updating/revision. No loss or delay in revenues will be experienced by the City because of contracting with an unknown, untested, or inexperienced vendor. The service levels and collection performance the City has come to expect from us since 2001 will remain the continuously improving standard under which we have operated for more than 33 years.

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5. Reporting and Analytics
Clear and Concise Reporting
Our robust reporting system is customized to meet your reporting needs and provides complete accountability and transparency for the work we do on your behalf. We have hundreds of reports available for your metric and reporting needs. There is no extra cost for reporting or for Ad Hoc reports designed for your exclusive use. Reports are available from your Client Liaison at any time AND many of them can be hard coded to your Client Portal for live and electronic access based on prepopulated fields. Coalinga currently accesses our Client Portal and client reporting system, allowing authorized Coalinga and EMS personnel to obtain invoices, account balances, billing reports, and other hands-on account management tools. Daily, monthly, quarterly, annual, and special reporting can be provided in PDF and Excel format. Our reporting system allows interface with Crystal reporting software. For example, Coalinga’s customized reporting program includes specific details such as:
 Number of Reports Received  Number Billed and Bill Type  Calls Not Billed  Gross Charges
 Contributions Allowed or Write Down  Net Charges
 Adjustments  Payments
 Refunds  Balance Owed
 Number of Bills/Amounts to Collections Pending Claims at Collections Status  Write-Offs  Aging Reports
Reporting Library
This is a small sample of our extensive reporting library. In fact, we have hundreds of system-generated reports and several hundred customized reports meeting your reporting needs. Utilizing our inhouse programmers, we design reporting to fit all our clients’ needs:
 Management Summary  Ticket Survey Summary by Payer
 Incident Survey Summary by Trip Date  Year-to-Date Revenue  Aging Current Payer (aging data)  Cash Receipts Summary  Credit Summary  Activity Summary by Vehicle
 Activity Summary by Payer  Refund Report
Monthly Reporting Requirements
Our month-end correspondence with you includes Cash Receipt Reports that reconcile deposits, receivables, billings, patient accounts, adjustments, dishonest checks, and refunds. Financial and performance reports are detailed and easy to read. These reports provide detailed accounting for account adjustments of any type, and track revenue by period. Our reports are Accurate and Easy to Read. Robust and Individualized. Accessible. Your monthly reports can be emailed, dropped to an FTP mailbox, or sent to you via U.S. Mail, depending on your preferences. • A/R Aging Report: Detail or Summary based on trip date, patient, or payer. It can be customized to track a specific payer, or payers and date ranges and lists how many ambulance transport claims are still outstanding for any given period.
• Ticket Survey Report: Detail or Summary can be run by date of service, payer, or patient (or combination). This report provides the number of accounts imported into our billing system in any given month and under the payer mix category.

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• Year-to-Date Revenue Report: Provides a snapshot of the last twelve months and offers totals in all categories including Medicare and Medi-Cal write-downs, monthly number of delinquent accounts and refund amounts. • Management Summary Report: This report run by fiscal year provides an accounting by financial class of total trips and dollars billed each month, with a cumulative year-to-date tracking. • Ad Hoc Reports: Our billing software collects and tracts numerous data elements whether input manually or downloaded electronically.

Custom Reporting
On-demand reports are our specialty and provided to you at no additional charge. Our billing software tracks numerous data elements from PCRs we receive from you. From the large data field our ad hoc reports are available and online for Coalinga review and can contain month-end and realtime information as needed.

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Sample Reporting
Ticket Survey Summary by Payor
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Activity Summary (by Payor Category) CY 2024
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Activity Summary (by Vehicle and Call Type) CY 2024
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Charge Type (by Billing Zone) CY 2024
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Cash Receipts Journal Sub Report
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Complete Portal Solutions
Wittman offers secured Internet access to our billing system via our Complete Service Portal System, 24 hours a day. Our system includes:

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Client Portal and Electronic Dashboard
Wittman Enterprises offers secured Internet access to our billing system via our Client Portal, 24 hours a day. No additional software is required for Coalinga to access the information through our secured server. It is accessed with a secured login that is password protected. Information accessed from the Portal is in near-real time, allowing authorized Coalinga personnel to view each claim wherever it is in the billing and collection process.

Access to the Client Portal is granted only to pre-authorized Coalinga personnel with permission to view such information and is strictly limited to Coalinga’s information. All patients may be referenced by name, date of service, incident, and run number. Your staff can print invoices for patients and run reports for their own use. Additionally, Coalinga’s specialized reports can be made available through this site. Our billing software system is Microsoft Windows-based, which enables data export by authorized staff for easy manipulation (Excel, PDF, Crystal, etc.). It also allows for a clear and traceable audit trail for initial client verification, billing notification, and phone contact. Moreover, our software aut0omatically updates each individual account detailing date, change, or billing function. All history and noted entries become a permanent record and all charges are maintained for a complete payment history. Finally, the Portal provides an “electronic dashboard,” accessible 24 hours a day that provides a one-screen synopsis of the current state of the EMS billing operation, based on the preferences selected by each Client Portal authorized user.

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Main Dashboard
Statistics
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Portal Preferences
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Reporting
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Auditing
In addition to continuous training and quality control protocols, we perform audits continuously with seven independent auditors and a supervisor located in our office. They perform various audits including pre-billed claims, submitted claims, denied claims, etc. Wittman’s internal auditing program scrutinizes all our work to ensure records are not missing, minimum content criteria is preset, fee schedules are accurate and applied correctly, billing codes are appropriate and itemized charges are captured. Our auditing team reviews thoroughly a minimum 10% of the work that each employee completes during the week. Auditors randomly select accounts for audit based on production reports from the previous week. Our meticulous efforts are designed to ensure compliance (whether we are billing Medicare, Medi-Cal, private insurance, or patients) focusing on every step from initial billing, account follow up, and the posting of payments. Additionally, we audit charges, credits, level of service, schedules, payers, customer service quality and thoroughness, and provide key feedback to customer service representatives and management staff. Each Wittman Enterprises department is evaluated from their own specific auditing form regarding job functions and their effectiveness at meeting quality, compliance, and productivity standards. If any anomalies are identified through our auditing efforts, we devote the necessary resources to pinpoint areas for improvement and revise protocols, retrain staff, and test solutions to avoid future refrains. Finally, all newly hired staff are continually audited until their audits regularly reach a consistent 95% success rate. Positive audit results are linked directly to our strong procedures and processes, training, and form our rigorous internal auditing program.

In our 33 years in business Wittman Enterprises, LLC has never received a negative external audit.

We keep accurate and up-to-date records of all bills, payments, and correspondence related to billing functions to ensure a positive outcome to any audit and encourage the Coalinga Fire Department, and its authorized agents, to inspect and audit all data and records relating to our performance under the contract. Wittman Enterprises is always at your disposal during any audit procedure, ensuring immediate compliance with request for information.

Key Performance Indicators
Tracking and examining accounts receivable, and Payment Average (revenue) are useful tools helping us judge how “quickly” and efficiently we are getting our clients their maximum and legalreimbursements. This does not work as well as a snapshot in time but rather as a comparison tool from period to period.Additionally,A/R Days are monitored regularly to ensurethemost consistentandeffectiveresultspossible,analyzinghowlong it takes from the billing date to when we receive payment on your behalf.

In this example, the account’sA/RDaysare calculated by:
• Getting the Average Charge per Day: taking the last 3 months of charges divided by the number of days in those 3 months.

February March April Total Charges
for the 3
Months
# of Days in
this 3 Month
Period
$486,938 $529,350 $490,601 $1,506,889 92
• Andthen dividing theA/RBalanceby theAverageDailyCharge, giving ushowmanydaysof charges are outstanding.

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Average Charge per Day A/R Balance A/R Days
$16,379.23 $1,022,531 62
When the work is being managed appropriately your outstandingA/R should not usually be more than three months of charges. Much of this key information will be provided in your Year-to-Date Revenue Report along with several other Key Performance Indicators (KPIs).

Additionally, our division managers use department KPIs to analyze trends, performance, and to address any anomalies before they become issues.

Training and Continuous Education
We participate in a training partnership with the State of California (ET17-0248) that mandates significant training hours and topics to improve skills, accuracy, and customer service. Approved topics include Class/Lab/E-Learning hours including Business Skills (Business Communication, Customer Service, Data Entry); Commercial Skills (Anatomy, Medical Terminology, ICD-10, Errors and Exceptions, HIPAA, Billing, Medicare/Medi-Cal); Computer Skills (ZOLL, DocuWare, Noridian, Novitas); Management Skills (Team Building, Leadership, Decision Making).

Wittman Enterprises Training Program: New Hires
Our comprehensive and ongoing training program allows us to continuously improve the way we conduct our clients’ business and get them the maximum in legal reimbursement available.

Initial Training: Employees begin with a minimum of four weeks’training on general concepts required of their position including: our billing software system, office and position procedures, ambulance billing rules and regulations, identifying key payers, ambulance billing best practices, HIPAA, industry standards, customer service, billing, Medicare, Medi-Cal, and Private Insurances.

Trainees are not advanced in the program until they have demonstrated competence in all required areas. If they are unable to show the required competence, employees are provided with extra training opportunities and/or dismissed if necessary.

Secondary Training: The next phase of training runs for another four weeks, emphasizing the practical potion of the employees’ job and preparing them to conduct their position under direct supervision. At this point, the employees “shadow” senior staff, applying what they have learned so far.

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100% Auditing and Training: After successfully completing the first eight weeks of training, staff operate independently under direct supervision. During this time, new employees and their work product are 100% audited until the employee exceeds a minimum of 90% error-free performance consistently. Regular one-on-ones and training sessions are conducted to ensure the minimum amount of human error. Later, our auditing team routinely and randomly audits between 10% and 20% of staff and their work each week.

Certified Ambulance Coders: As part of the EMS|MC family of companies, including Paige, Wolfberg, and Worth (PWW) and NAAC Ambulance Coding, all Wittman Enterprises and EMS|MC billing and coding staff are NAAC-certified professionals, maintaining their competency by completing their annual continuing education requirements. We demand all our staff observe in practice all the requirements to comply with applicable federal, state, and local laws/regulations as they apply to the services we provide, including maintaining confidentiality for all medical and patient information in accordance with HIPAA rules.

Wittman Enterprises Training Program: Continuous Improvement Team Training: Each of our teams meet weekly to go over and document training topics, industry and job-specific updates, staff questions, and SOP reviews. Agenda items typically include Case Studies/Best Practices; Industry/Job Training and Updates; CMS Updates Coding/ICD-10 Training; Medical Necessity; Errors and Exception Reporting.

Continuing Education: Wittman employees are required to not only stay current on industry and individual job requirements, but to push their learning curve through continuing education and to bring our clients the best qualified staff in the industry. In-House Program includes topics like: Telephone Doctor: Continuous Customer Service Training; Business Communications; The 7 Habits of Highly Effective Mangers; NAAC certification programs.

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6. Implementation Timeline
Key Milestones from Contract Award
As stated earlier, if we are fortunate enough to renew our contract with the City of Coalinga, a contract transition with a new work plan, schedule, and onboarding schedule will be unnecessary.

Medicare, Medi-Cal, VA, and private insurance will not require updating/revision. No loss or delay in revenues will be experienced by the City because of contracting with an unknown, untested, or inexperienced vendor. The service levels and collection performance the City has come to expect from us since 2001 will remain the continuously improving standard under which we have operated for more than 33 years.

Wittman Enterprises: Industry Compliance and Training
As part of the EMS|MC group, Wittman Enterprises has direct access to our consulting division, PWW Advisory Group (PWW|AG) and their NAAC program, which assesses and drives transformational change and adopts best practices to better serve patients and their communities. Our entire team brings a deep understanding of the industry and its complexities because we have been in it for decades. With our insight and expertise of our advisory and compliance group, we help you navigate compliance and operational challenges.

Through PWW|AG, our clients gain access to industry leading, National Academy of Ambulance Compliance (NAAC), accredited education and training on topics affecting the EMS and mobile healthcare industry. All Wittman Enterprises/EMS|MC billing and coding staff are NAAC-certified professionals and maintain their competency through annual continuing education requirements.

NAAC provides and accredits a wide range of continuing education programs throughout the year, both in classroom and online offerings. Wittman and the entire EMS|MC group comply with all applicable federal, state, ad local laws/regulations as they apply to the services we provide including maintaining confidentiality for all medical and patient information in accordance with HIPAA rules.

EMS|MC also can provide PCR Documentation Training sessions for all medics through our online and onsite training program, EMScholar Powered by VAIRKKO.

EMS|MC’s consulting division, PWW Advisory Group
(PWW|AG) assesses and drives transformational change,
adopting best practices to better serve patients and the communities.

PWW|AG offers a legacy in EMS and mobile healthcare, delivering a multidisciplinary approach to help tackle the challenges modern emergency and mobile healthcare agencies face today.

Doug Wolfberg Stephen Wirth Ryan Stark Kim Stanley
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Documentation Training
Initial & On-Going Training - EMScholar™ - EMS|MC’s Online Documentation Platform EMStart anticipates your agency & training needs of your staff and crew. While our team proactively addresses technical matters, we focus heavily on training & education during the EMStart deployment process and throughout our partnership.

In-depth training will be provided on all our interactive applications, EMSight™, & our secure FTP.

This training comes at no additional cost to
Coalinga.

EMScholar™ powered by VAIRKKO is an interactive education portal that provides up-to-date content vetted by industry experts at PWW|AG. EMScholar™ offers onsite & online training with 24/7 mobile app access to courses anywhere an Internet connection is available. Our micro-learning courses are taught by knowledgeable instructors who average 20 years of experience &/or education. Once our six-module course is completed, a certificate of completion is provided. Below are some screenshots taken from the training courses.

Chief Compliance Officer, Kim Stanley, & our Learning
& Development team annually audit & update
EMS|MC’s PCR documentation course. Kim and her
team provide additional compliance training & updates
on an as-needed basis, as new compliance regulations are put into place. EMS|MC’s Customer Success Department is solely tasked with building long-term partnerships with our clients through dedicated account management processes.

The Customer Success Executive and/or our Training Team will provide onsite training during the deployment phase of our partnership & at increments deemed necessary by Coalinga.

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7. Customer Service Standards
Customer Services Availability
Wittman provides customer service representatives from 8:00 am to 4:30 pm, Pacific Time, Monday through Friday, excluding major holidays. Our toll-free number has multiple lines available for patients, clients, insurance companies, attorneys, and third parties to call for information or to discuss account status. Our system accepts voice mail messages and routes calls to appropriate person and/or voicemail boxes 24 hours per day. It was recently upgraded and our Verizon router replaced, and the system updated, ensuring the most effective solution and intuitive routing of calls both for Coalinga and your patients. All our calls are handled from our Rancho Cordova, CA office:
none of our internal or external calls are offshored.

EMS Partner Satisfaction
The City of Coalinga will continue to count onWittman to conduct diligent, regular, and uninterrupted billing and collection services in a professional businesslike manner. Our personal approach and higher levels of service greatly exceed industry standards.Your expectations and overall satisfaction are attained through ongoing and regulartraining, continuous improvement, and our comprehensive auditing program. Our comprehensive and ongoing training program allows us to continuously improve thebusiness activities that weconduct onbehalfoftheCity andensure that youcontinue to receive the maximum legal reimbursement available.The secret to our clients’ successful reimbursement is ultimately the personal attention we give to each of their accounts.

Simply put, it is the dedication to our process that combines the best in technology with the commitment of people to perform the demanding work necessary to pursue elusive insurance Payers, successfully appeal Medicare and insurance denials, and work effectively through difficult reimbursement issues such as Medicaid cutbacks. The significant efforts we undertake as commitment to our EMS partners allow us to meet and exceed client expectations (and requirements as set forth in your RFP) and achieve high client/customer satisfaction.We stand behind the work we conduct on behalf of our clients and work closely with each of them to make sure they are completely satisfied with our performance.

Alternative Language Capabilities
We employ several Spanish, Chinese, and Vietnamese-speaking Customer Service representatives in management and non-management positions. Such valuable resources provide your patients with the highest quality of service possible. On rare occasions, if a patient speaks a language we are not staffed to service, we utilize Language Line Services to assist those customers effectively.

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Workload Accomplishment
Our EMS billing and collection success is tied directly to the ratio of PCRs to the number of people assigned to your project. This is the key to your (and our) success. Wittman innovates by fully embracing automated and technological advances while recognizing that our quality service is reliant upon our talented people providing you the best of services.

Through training, forecasting, hiring, and expansion of our EMS partner base, we constantly maintain our ideal staffing ratio of approximately 4,000 claims-per-staff (compared to 8,000-12,000 or more claims-per-staff from our competitors).

Hardships, Discounts, and Reductions
While providing our services we follow Coalinga’s policies. For example, you might waive the ambulance fee if the patient does not have the financial resources to pay. We notify your department in case of any situation requiring modification of account balances, pay schedule, referral to collections, or account write off. No adjustment is ever made without prior authorization from you. All adjustments are clearly documented and identified in our regular reporting and documentation. We customize policies at your direction regarding discounts and reductions. Some of these may include hardships, attorney requests, City employees, or small balance write offs. In all cases, no discount decisions or write-offs are made without your advance approval.

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8. Fee Structure
Cost Statement
Please keep in mind that we are committed to competitive fees for our clients; however, we are not always going to be the cheapest. As part of our business model, we have chosen to charge our clients a fair market rate that allows us to maintain a superior level of service with staffing levels that provide both exceptional collection results and unmatched customer service. Reducing fees to “beat” the competition would mean that we could not provide the level of customer service and performance on which our company is built. Wittman Enterprises generally outperforms our competitors by 10-20% in net collections to our clients’ bottom lines. Wittman’s team puts more effort into maximizing our clients’ program recovery which results in highest collection percentages. We will collect more for you than our competitors, using our 33-year commitment to putting the right people on the task, doing the job thoroughly and doing it the right way and (at the same time), providing the best client AND patient services.

Competitor Transition Performance Data (Proprietary and Confidential) The charts below show two long-term clients who contracted with a different vendor, leaving Wittman Enterprises (for a “lower” fee) and experiencing a significant decrease in net revenue collected. For example, Client # 1 lost approximately $30,440,896 in revenue during the contracted time with their new billing contractor. Client #2 also experienced poor overall performance, and they asked Wittman Enterprises to return as their EMS Billing Partner soon after.

CLIENT 1 (Year 1) Wittman Enterprises Low Bid Vendor
Rate charged to client $17.25 per ticket $12.75 per ticket Revenue collected $37,030,484 $34,056,482
Cost in fees to client $1,242,000 $882,000
Net Revenue to client $35,788,484 $33,174,482 (7.8% drop) CLIENT 2 (Year 1) Wittman Enterprises Low Bid Vendor
Rate charged to client 5.9% of net collections 5% of net collections Revenue collected $1,963,296 $1,794,71
Cost in fees to client $115,834 $89,735
Net Revenue to client $1,847,462 $1,704,982 (8.3% drop) Proposed Fees
Wittman Enterprises LLC is pleased to offer the City of Coalinga all billing, collections, financial reporting, and accounts receivable management described in our proposal based on the following fee schedule. Proposals are valid for 180 days following submission.

Proposed Services Proposed Fee
Ambulance Billing and Collection Services 3.99% of net collections* Note: Wittman Enterprises LLC provides complementary annual revenue enhancement training for EMS and financial staff. For Coalinga general staff, this includes four hours of teleconference, online seminar, or TEAMS-facilitated training. For EMS and EMS Management, it includes six hours. Additionally, your teams will Coalinga RFP Response: Ambulance Billing Services | 38
have access to a variety of training tools through EMScholar and other outlets that can supplement your training plans as well.
* Note: The proposed fee rates are dependent upon the Provider’s participation in the Public Provider Ground Emergency Medical Transport Intergovernmental Transfer Program (PPGEMT-IGT). Upon the City’s separation from or the discontinuance of the PPGEMT-IGT program, the proposed fee rate shall be increased by a minimum of 0.50% effective the next monthly billing cycle.

Coalinga RFP Response: Ambulance Billing Services | 39

9. Compliance and Certification
Compliance and Certification Statement
As part of the EMS|MC group, Wittman Enterprises has direct access to our consulting division, PWW Advisory Group (PWW|AG) and their NAAC program, which assesses and drives transformational change and adopts best practices to better serve patients and their communities. Our entire team brings a deep understanding of the industry and its complexities because we have been in it for decades. With our insight and the expertise of our advisory and compliance group, we help you navigate compliance and operational challenges.

Through PWW | AG, our clients gain access to industry-leading, National Academy of Ambulance Compliance (NAAC), accredited education and training on topics affecting the EMS and mobile healthcare industry. All Wittman Enterprises| EMS|MC billing and coding staff are NAAC-certified professionals and maintain their competency through annual continuing education requirements.

NAAC provides and accredits a wide range of continuing education programs throughout the year, both in classroom and online offerings. Wittman and the entire EMS|MC group comply with all applicable federal, state, and local laws/regulations as they apply to the services being provided: including maintaining confidentiality for all medical and patient information in accordance with HIPAA rules. Finally, we maintain current auditing certifications for SSAE18 SOC 2, Type 1 with annual renewals.

Data Security
Wittman Enterprises adheres to a defense in depth strategy to protect the confidentiality, integrity, and availability of information across our networks. This includes both policy and technical controls to mitigate the risks of unauthorized access and allowing access only to the minimum necessary for a particular role. We employ the following types of controls: availability, physical security, data security, backups, disaster recovery, and monitoring. Wittman utilizes quarterly PCI-DSS scans to attest to compliance, an annual SSAE-18 audit around business processes, and an annual HIPAA compliance validation from a third-party auditor.

Business Continuity Plan
Our Business Continuity Plan is designed to allow Wittman to continue conducting our clients’ business until recovery from an unforeseen disaster or emergency is accomplished. It defines how we would stay in touch with our clients and with each other, continuing to do our work. The plan 1) documents key personnel and backups, 2) identifies those who can telecommute, 3) documents critical equipment and appropriate off-site backups, 4) identifies critical documents, and 5) identifies contingency equipment options and locations.

Utilizing Veritas Backup Exec software, our electronic computing and storage capabilities are backed up redundantly by a Dell Power Vault 124T with twenty-four terabytes of storage capacity.

Wittman’s network consists of a redundant Raid Ten Array Network Attached Storage, running on two Dell R720 Dual Processor eight core servers on Windows Server in an active/passive cluster mode. Wittman uses RescueNet Billing by ZOLL Data Systems. In the event of a catastrophic event, the software is readily available for us to replace. As an added precaution, all backup and system programs are kept offsite. To minimize any potential down time Wittman contracts with Dell Computers for a maximum of 4-hour service response time on all our billing servers. In case of an interruption in Coalinga’s (or Wittman’s) ability to transmit or receive ePCRs electronically we maintain the ability to receive information through our secured FTP site. Our IpSwitch Secure FTP Server is the industry-leader in FTP security.

Coalinga RFP Response: Ambulance Billing Services | 40
Training and Continuous Education
We participate in a training partnership with the State of California (ET17-0248) that mandates significant training hours and topics to improve skills, accuracy, and customer service. Approved topics include Class/Lab/E-Learning hours including Business Skills (Business Communication, Customer Service, Data Entry); Commercial Skills (Anatomy, Medical Terminology, ICD-10, Errors and Exceptions, HIPAA, Billing, Medicare/Medi-Cal); Computer Skills (ZOLL, DocuWare, Noridian, Novitas); Management Skills (Team Building, Leadership, Decision Making).

Secondary Training: The next phase of training runs for another four weeks, emphasizing the practical portion of the employees’ work and preparing them to take on their position under direct supervision. At this point, the employees “shadow” senior staff, applying what they have learned so far.

More specialized concepts such as “ALS” and “BLS” are introduced and mastered along with workflow management (organizing and prioritizing), ambulance coding, data entry, common industry abbreviations. There is significantly more hands-on training in this section than in the initial period. 100% Auditing and Training: After successfully completing the first eight weeks of training, staff operate independently under direct supervision. During this time, new employees and their work product are 100% audited until the employee exceeds a minimum of 90% error-free performance consistently. Regular one-on-ones and training sessions are conducted to ensure the minimum amount of human error. Later, our auditing team routinely and randomly audits between 10% and 20% of staff and their work each week.

Certified Ambulance Coders: As part of the EMS|MC family of companies, including Paige, Wolfberg, and Worth (PWW) and NAAC Ambulance Coding, all Wittman Enterprises and EMS|MC billing and coding staff are NAAC-certified professionals, maintaining their competency by completing their annual continuing education requirements. We demand all our staff observe in practice all the requirements to comply with applicable federal, state, and local laws/regulations as they apply to the services that we provide, including maintaining confidentiality for all medical and patient information in accordance with HIPAA rules.

Coalinga RFP Response: Ambulance Billing Services | 41
Wittman Enterprises Training Program: Continuous Improvement Team Training: Each of our teams meet weekly to go over and document training topics, industry and job-specific updates, staff questions, and SOP reviews. Agenda items typically include: Case Studies/Best Practices; Industry/Job Training and Updates; CMS Updates Coding/ICD-10 Training; Medical Necessity; Errors and Exception Reporting.

NAAC provides and accredits a wide range of continuing education programs throughout the year, both in classroom and online offerings. Wittman and the entire EMS|MC group comply with all applicable federal, state, ad local laws/regulations as they apply to the services we provide: including maintaining confidentiality for all medical and patient information in accordance with HIPAA rules.

EMS|MC also can provide PCR Documentation Training sessions for all medics through our online and onsite training program, EMScholar Powered by VAIRKKO.

Subcontractor
InfoSend (Anaheim, CA): Invoicing and mailings exchanged through a secured and HIPAA-compliant method and fully executed Business Associate Agreement.

Coalinga RFP Response: Ambulance Billing Services | 42

10. California Expertise
California EMS and Fire Partners (Proprietary and Confidential) Coalinga RFP Response: Ambulance Billing Services | 43

11. California EMS Reimbursement Compliance
California Support: GEMT/QAF/IGT/PPGEMT/AB 716
During the complicated design and implementation of the first California GEMT program, Wittman Enterprises provided leadership and support for our clients throughout the process, working closely with the architects of the program, providing multiple training opportunities for our clients, and designing reports specifically required for applying for these GEMT-type funds. Our continuing industry support is part of the hands-on customer service and resources/support we provide all our California clients for IGT; GEMT (2011); GEMT QAF (2017); PPGEMT-IGT (2019); and currently the new AB 716 (Balance Billing Legislation, 2024).

Coalinga RFP Response: Ambulance Billing Services | 44
APPENDIX: EMS|MC Partnership Enhancements Detail
EMSmart Billing System
EMSmart™ is EMS|MC’s proprietary intelligent billing/workflow platform. It is a rules-based processing engine that allows EMS|MC to analyze multiple ePCR data points to aid in the determination of claim level of service & priority.

EMSmart™ brings the best of human judgement & automation together to ensure the highest cleanclaim rate & cash-per-trip results in the industry. Once a claim is imported into EMSmart™, a rulesbased engine completes automated assessment of the claim & then a Billing Specialist reviews 100% of imported claims to accuracy. After the review, the claim then moves to the appropriate workflow.

From there, Billing Specialists update patient demographic information & insurance as necessary, coding suggestions are reviewed, & then all trips are reviewed for signatures. EMSmart™ is the backbone of our billing process. During the EMStart onboarding process we create a client specification document that is based on your responses to our detailed questionnaire, and then we input your rules into our pre-processor.

EMSight Portal System
Later in 2025 or early 2026, Coalinga’s interface experience with Wittman Enterprises will be upgraded with a variety of platforms including a new Portal System and Billing System. After conversion from the current RescueNet billing program to the EMSmart billing program, Coalinga will have access to a new Portal System (EMSight) that will track more Crew Analysis and significantly detailed performance than ever before. For example, the EMSight Portal System has more secure correspondence built in (ACR RTP workflow and client notes and document uploading), likely to result in fewer needs for a separate secure email appliance. As with Wittman’s current processes, clients will have secure FTP access to enhance protected health information.

EMSight Demo and Screen Shots (Proprietary and Confidential) To share our new Portal System, we will send you a demo link and login so that you can test-drive the new system at your convenience. For us to protect this proprietary system, please request demo access (and/or request an in-person or online demo) and we will provide that information to you and your team separately and immediately.

The EMSMC & Wittman partnership will not only bring technology enhancements, but also further improve specific areas of the billing process including more detailed and comprehensive KPIs.

Coalinga RFP Response: Ambulance Billing Services | 45
While this is not an all-inclusive description, we believe that the most noticeable enhancements for the City are as follows:

Dedicated Customer Success Executive
Your Customer Success Executive will provide monthly meetings, Quarterly Business Reviews (QBRs) & Annual Business Reviews (ABRs) for full transparency throughout the length of our partnership.

Monthly Meetings, QBR’s & ABRs will include:
• Account performance overview
o Account trends, process changes, revenue comparisons and more • Reporting packages
o Monthly Reporting Package
o Ad-Hoc Reporting Packages
o EMSight™ Reporting Packages
• Industry Updates
• Technology Updates
Proven Management of Call Reports Lacking Sufficient Information EMS|MC staff reviews each portion of the transport including attachments & narratives to determine if any information required for billing is missing. If so, the transport is placed on a dedicated schedule, called the “ACR Return to Provider” (ACR RTP). Trips on this schedule are then made available for immediate & actionable feedback, via the EMSight™ client portal.

Coalinga RFP Response: Ambulance Billing Services | 46
Clean Claim Rate
At EMS|MC, we are very committed to maintaining the highest clean claim rate possible. Clean claims mean faster reimbursement for our clients. EMS|MC maintains a high clean claim percentage by ensuring that every claim is verified using a proprietary automated quality validation system.

This validation system uses complex logic that can identify many potential errors that could lead to claim rejections or denials, which lead to increased aging and inconsistent revenue.

Exhaustive Account Follow-up for all Denied or Open Balance Claims Account follow-up is conducted for all denied claims, or those claims with an open balance status beyond the normal time frame in which insurers are required to process claims. Our billing system automatically flags these accounts based on the specific payor & age of the account so that timely account research may be conducted which minimizes aging balances Tracking Denials for Increased Effectiveness
Our billing system can track denial codes & reason codes for internal quality assurance analysis.

Denial reports are routinely reviewed by the billing operations manager for payor denial trends & potential coding issues. This report allows our team to stay informed & make the necessary adjustments to our processes to avoid duplication & maintain exceptional collection performance.

Appeal Process for Denied or Rejected Claims Increases Revenue Denied claims are always reviewed by a Revenue Cycle Specialist to determine the specific reason.

Most appeals begin with a telephone review with the specific carrier to clarify the reason for denial.

This ensures that the claim was not mistakenly denied. In some cases, it can be corrected & paid via telephone conversation.

EMS|MC 2025 KPI Standards:

Coalinga RFP Response: Ambulance Billing Services | 47
Additional Resources
EMS|MC’s consulting division, PWW Advisory Group
(PWW|AG) assesses and drives transformational change,
adopting best practices to better serve patients and the communities.

The team brings a deep understanding of the industry and its complexities because we have
been in it for decades. With our
insight and the expertise of our
advisory and compliance
group, we help you navigate
compliance and operational
challenges. PWW|AG offers a
legacy in EMS and mobile
healthcare, delivering a multidisciplinary approach to help tackle the challenges modern emergency and mobile healthcare agencies face today.

Enhanced Compliance
Our dedication to Compliance sets EMS|MC apart in the industry. EMS|MC has developed a culture of Compliance throughout our organization. Beyond the annual training & quality assurance process, EMS|MC has embedded compliance into our daily workflows that set the foundation & expectations across our organization. EMS|MC goes beyond the minimum requirements set forth by the OIG & has created a compliance program that is the best in the EMS billing industry.

EMS|MC’s compliance expertise keeps our clients safeguarded from the legal exposure that may potentially arise with EMS billing. With the ever-changing healthcare marketplace & the political environment, we will be by your side when you may not have the resources to do it alone.

Doug Wolfberg Stephen Wirth Ryan Stark Kim Stanley
Coalinga RFP Response: Ambulance Billing Services | 48
Initial & On-Going Training - EMScholar - EMS|MC’s Online Documentation Platform EMStart anticipates your agency & training needs of
your staff and crew. While our team proactively addresses technical matters, we focus heavily on training & education during the EMStart deployment process
and throughout our partnership. In-depth training will
be provided on all of our interactive applications,
EMSight™, & our secure FTP. This training comes at no additional cost to Coalinga.

Chief Compliance Officer, Kim Stanley, & our Learning & Development team annually audit & update EMS|MC’s PCR documentation course. Kim and her team provide additional compliance training & updates on an as-needed basis, as new compliance regulations are put into place. EMS|MC’s Customer Success Department is solely tasked with building long-term partnerships with our clients through dedicated account management processes. The Customer Success Executive and/or our Training Team will provide onsite training during the deployment phase of our partnership & at increments deemed necessary by Coalinga.

Coalinga RFP Response: Ambulance Billing Services | 49
EMSmart Billing System
EMSmart™ is EMS|MC’s proprietary intelligent billing/workflow platform. It is a rules-based processing engine that allows EMS|MC to analyze multiple ePCR data points to aid in the determination of claim level of service & priority.

EMSight Portal System
Later in 2025, Coalinga’s interface experience with Wittman Enterprises will be upgraded with a variety of platforms including a new Portal System and Billing System. After conversion from the current ImageTrend RescueNet billing program to the EMSmart billing program, the City will have access to a new Portal System (EMSight) that will track more Crew Analysis and significantly detailed performance than ever before. For example, the EMSight Portal System has more secure correspondence built in (ACR RTP workflow and client notes and document uploading), likely to result in fewer needs for a separate secure email appliance. As with Wittman’s current processes, clients will have secure FTP access to enhance protected health information.

EMSight & Reporting
EMSight™ is EMS|MC’s secure online business intelligence dashboard & reporting solution with real-time patient search functionality, collaboration/workflow tools, & robust payment posting module. EMSight™ offers
daily, weekly & monthly reports with detailed accounting of billing & collections, including both summary & detail-level data in an easy-to-interpret format. EMSight™ was built around client feedback & was made to make
your life easier. As an attentive partner, we attest to being dedicated to continuous process improvement & transparency for our client partners.

Coalinga’ designated personnel will have their own login ID & password for our secure client online portal website. Individual access is granted to a particular feature/portal and is based on Coalinga’ preferences and job function. There is no limit on the number of licenses or client employees accessing EMSight™. After logging in to the portal, clients are presented with a detailed dashboard divided into four subject areas:

Coalinga RFP Response: Ambulance Billing Services | 50
Billable Trips, Gross Charges, Net Collections, & Account Receivables. Each icon or number displayed on the dashboard is drillable (can be selected for additional details) & will promptly display second or third level reports. Reports can be filtered by various criteria & exported to an Excel or PDF format.

EMS|MC knows that business happens during non-traditional business hours, and we built EMSight™ for real-time availability. Beyond the standard EMS|MC month-end reporting package that the Coalinga will receive, EMSight™ provides reliable ad-hoc reporting that will help keep your billing data readily available 24 hours a day, 7 days a week.

This includes but is not limited to:
• Account Analysis By Month and Payor By Trip Date • Client Import Report • Account Analysis By Month By Trip Date • Credit As Type Summary Report (Deposit Date) • Aging Report By Current Payor (Aging Date Based) • Credit As Type Summary Report (Post Date) • Charge Detail Report (Post Date) • Credit As Type Summary Report (Trip Date) • Charge Detail Report (Trip Date) • Payment Credit By Payor (Deposit Date) • Charge Type Detail Report (Post Date) • Payment Credit By Payor (Post Date) • Charge Type Detail Report (Trip Date) • Payor Mix By Gross Charges by Trip Date • Client Demographics – Mileage • Trip Detail By Primary Payor Coalinga RFP Response: Ambulance Billing Services | 51
EMS|MC realizes that unique reports often need to be created to offer invaluable organizational insight. EMS|MC has consistently been able to develop & provide these reports at no additional cost.

Ad-Hoc reporting requests will be reviewed with your Customer Success Executive & our Project Management/IT teams to determine & develop the most effective reports.

Besides drillable dashboards allowing multiple levels of detail, Coalinga will have access to an array of modules using the left navigational menu. The following is the list of the most frequently used functionalities:

There is no additional charge for customized reporting.

Coalinga RFP Response: Ambulance Billing Services | 52
Patient Records – This area allows searching of our billing system records in real time using various search criteria: First Name, Last Name, DOB, SSN, Incident Number, Run Number, & Date of Service. Search results can be drilled down to a detailed report that can be printed. Patient Notes – Patient Notes encourages users to add notes to specific patient accounts to drive transports to a new billing schedule. Users will be able to immediately note individual patient accounts, & specific transports, of any updates that might be related to that account.

Coalinga RFP Response: Ambulance Billing Services | 53
ACR-RTP is workflow functionality that allows EMS|MC billing staff to return the trip back to the Coalinga as the trip is being worked in our billing system in real time. Some of the reasons for returning trips are missing PCS form, incorrect information listed on the PCS form, missing patient address, etc.

Coalinga can access all the information under their fingertips, upload a missing file or correct the information on the portal. This interactive tool will allow us to collaborate with Coalinga in real time, identify trends & eliminate any disruption in cash flow. Below is an example of one of the ways EMS|MC utilizes the ACR-RTP to maximize reimbursement opportunities:
• EMS|MC obtains the patient care record, which includes a narrative indicating that an EKG was conducted during the transport. However, the absence of the EKG interpretation limits billing to the Basic Life Support (BLS) level, despite the provision of an Advanced Life Support (ALS) intervention. To bill at the maximally appropriate level, it is essential to secure this missing information. Consequently, EMS|MC will classify this service in the ACR-RTP, which gives Coalinga the opportunity to supply either the EKG interpretation or the qualifications of the attending paramedic.

Coalinga RFP Response: Ambulance Billing Services | 54
Payment Summary provides access to financial dashboards & reports. Drillable dashboards show several financial metrics for any given month - the amount of posted payments, prior period adjustments, refunds, & net collections.

The Payments Received section shows daily amounts for Bank Deposits, Credit Card payments, Direct to Client payments, EFT payments & Patient ACH payments. Each daily amount is drillable & will show the detailed report of all payments. Like Payments Received, the Payment Posted section is broken down into fourteen subcategories with daily totals, followed by Reconciliation & Refunds sections.

Coalinga RFP Response: Ambulance Billing Services | 55
Crew Analysis® provides the ability to quantify how often crew members are documenting specific data points on their PCRs: Patient signature, Phone number, Insurance with policy number, Social Security Number & whether the trip was returned on the ACR-RTP report. This unique tool will allow Coalinga to review your crew documentation scores & averages in comparison to the EMS|MC National Average. Coalinga can utilize the “Crew Member Trend Chart” to depict documentation trends for crew members over the last 12 months, or within a specific date range if desired. Trips can be viewed by ordering facility in Crew Analysis®. Capturing these in-depth data analytics can be used both to incentivize & to drive training:
• Provides internal feedback
• Qualifies for improvement the variables within your control • Increases compliant collections
• Showcases clean claims produced by crew members
• Reveals organizational trends contributing to production/regression This information is available in a report form that can be downloaded & printed. Coalinga will have the ability to print multiple crew member scorecards at one time from the Crew Analysis Metrics Crew List. This report is to aid in crew level performance review & training resulting in providing information needed to maximize revenue collection.

Quality documentation is key to achieving the highest levels of reimbursement in the most efficient manner.

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: Consideration of Bid Award for Resurfacing Project - Phase 2 Meeting Date: Wednesday, June 18, 2025
From: Sean Brewer, Interim City Manager
Prepared by: Anthony Uribe, Utilities Supervisor
I. RECOMMENDATION:

It is recommended that the Coalinga City Councilaward a contract in the amount of $1,126,000.00 to American Pavement Systems, Inc., 1012 11th St., Ste. 1000, Modesto, CA 95354 for the Resurfacing Project Phase 2 Project It is also recommended that a contingency of 10% ($112,600.00) be included in the Councilaction to cover any unforeseen incidentals for a totalauthorization amount of $1,238,600.00.

II. BACKGROUND:

In June 2021, the Coalinga City Council directed staff to prepare plans and specifications and authorized a call to bids for the 2021 Citywide Rubberized Cape Seal Project. The project involved placement of asphalt rubber cape seal on twenty-six street segments located within the City of Coalinga. The street segments were selected based on their PCI or Pavement Condition Index which was evaluated in 2019 utilizing the City's pavement management program. PCI is a numerical rating (0 to 100) of the pavement condition based on the type and severity of distresses observed in the pavement. Roadways with ratings of 0-24 are categorized as Very Poor, 25-49 as Poor, 50-69 as Fair, 70-79 as Very Good, and 90-100 as Excellent. For this project, the median score is 50, which barely tips into the fair category.

Phase 2 of this project involves placement of asphalt rubber seal on fifty-one street segments located within the City of Coalinga.

III. DISCUSSION:

City Staff received and opened 3 bids for this project on June 3, 2025 at 2:00pm. American Pavement Systems, Inc. was the apparent low bidder with a total bid proposal of $1,126,000.00. The Engineer’s Estimate was $857,105.00. The entire bid summary is included as Attachment “A”. American Pavement Systems, Inc. has furnished the required bid bond. If the City Council decides to award the project to American Pavement Systems, Inc., and the ”Notice to Proceed” is issued, the Contractor will have 75 working days to complete the work. The following is a tentative schedule:

Award of Contract: June 18, 2025
Start of Construction: July 28, 2025
Completion of Construction: October 21, 2025
IV. ALTERNATIVES:

The alternative to this councilaction would be to reject all bids. If all bids are rejected, the City would have to re-advertise or cancel the project. Staff believes that re-advertising the project will not result in lower bids.

V. FISCAL IMPACT:

Totalauthorization request for this contract is $1,126,000.00 with an additional 10% contingency of $112,600.00 for a total of $1,238,600.00. This project is funded by TDA funds.

There will be no fiscal impact to the General Fund.

ATTACHMENTS:

File Name Description
Cape_Seal_Bid_Summary.pdf Bid Summary
City of Coalinga
PW 22-002 / 3083 Project Name: Coalinga Resurfacing Project - Phase 2 Base Bid Items
Item Description Unit Qty. Engineer's Est. Unit Price Extension Unit Price Extension Unit Price Extension 1 Mobilization/Demobilization LS 1 $47,000.00 $ 50,000.00 $ 50,000.00 $ 15,000.00 $ 15,000.00 $ 60,000.00 $ 60,000.00 2 Traffic Control / Worker Safety LS 1 $14,000.00 $ 73,085.00 $ 73,085.00 $ 74,870.00 $ 74,870.00 $ 58,500.00 $ 58,500.00 3 Dust Control LS 1 $2,500.00 $ 5,000.00 $ 5,000.00 $ 3,080.00 $ 3,080.00 $ 5,000.00 $ 5,000.00 4 Rubberized Cape Seal ( Rubber+Chip+Slurry Type 2) SY 148910 $744,550.00 $ 6.50 $ 967,915.00 $ 7.00 $ 1,042,370.00 $ 7.25 $ 1,079,597.50 5 Striping and Pavement Markings LS 1 $49,055.00 $ 30,000.000 $ 30,000.00 $ 68,800.00 $ 68,800.00 $ 32,500.00 $ 32,500.00 Base Bid Summary $ 857,105.00 $ 1,126,000.00 $ 1,204,120.00 $ 1,235,597.50 June 3, 2025
ATTACHMENT "A" Bids 1-4
1 2
VSS International, Inc.
3 American Pavement Systems, Inc. Pavement Coatings Co.

F:\Docs\3000's\3083 COC 2024 Slurry-Cape-Cap Seal Project\Bid Docs\Bid Summary.xlsx Date Printed: 6/3/2025, 2:44 PM

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: Consideration of Bid Award for Phelps Avenue Rehabilitation Phase II Meeting Date: Wednesday, June 18, 2025
From: Sean Brewer, Interim City Manager
Prepared by: Sean Brewer, Interim City Manager
I. RECOMMENDATION:

It is recommended that the Coalinga City Councilaward a contract in the amount of $502,738.00 to Emmett Valley Construction, 9662 W. Kearney Blvd., Fresno, CA 93706 for the Phelps Avenue Rehabilitation Phase II Project. It is also recommended that a contingency of 10% (50,273.80) be included in the Council action to cover any unforeseen incidentals for a total authorization amount of $553,011.80.

II. BACKGROUND:

On March 2, 2023, Council proceeded with Tri City to provide Civil Engineering Design & Construction Management Services for Phelps Ave for a not to exceed amount of $147,101.00. The cost estimate for construction according to the original grant application was $735,650.

III. DISCUSSION:

City Staff received and opened 6 bids for this project on May 20, 2025 at 2:00pm. Emmett Valley Construction was the apparent low bidder with a total bid proposal of $502,738.00. The Engineer’s Estimate was $619,877.00. The entire bid summary is included as Attachment “A”. Emmett Valley Construction has furnished the required bid bond. If the City Council decides to award the project to Emmett Valley Construction, and the ”Notice to Proceed” is issued, the Contractor will have 30 working days to complete the work. The following is a tentative schedule:

Award of Contract: June 18, 2025
Start of Construction: July 21, 2025
Completion of Construction: August 29,2025
IV. ALTERNATIVES:

V. FISCAL IMPACT:

Totalauthorization request for this contract is $502,738.00 with an additional 10% contingency of $50,273.80 for a total of $553,011.80. This project is funded by STBG Grant Funds.

There will be no fiscal impact to the General Fund.

ATTACHMENTS:

F
ileNameDescription
Phelps_Ave_Ph_II_Bid_Summary.pdfBidSummary
City of Coalinga
Phelps Ave Rehabilitation Phase 2
STPL-5146(030)
#2966 / #3109CM
Base Bid Items
Item Description Unit Qty. Engineer's Est. Unit Price Extension Unit Price Extension Unit Price Extension Unit Price Extension Unit Price Extension Unit Price Extension 1 Mobilization/Demobilization LS 1 $25,600.00 $ 25,000.00 $ 25,000.00 $ 10,000.00 $ 10,000.00 $ 50,000.00 $ 50,000.00 $ 45,000.00 $ 45,000.00 $ 32,000.00 $ 32,000.00 $ 52,999.85 $ 52,999.85 2 Worker Saftey LS 1 $ 1,400.00 $ 2,000.00 $ 2,000.00 $ 100.00 $ 100.00 $ 500.00 $ 500.00 $ 500.00 $ 500.00 $ 1,000.00 $ 1,000.00 $ 1,425.00 $ 1,425.00 3 Traffic Control LS 1 $ 17,200.00 $ 25,000.00 $ 25,000.00 $ 16,000.00 $ 16,000.00 $ 37,000.00 $ 37,000.00 $ 104,000.00 $ 104,000.00 $ 35,000.00 $ 35,000.00 $ 16,200.00 $ 16,200.00 4 Dust Control LS 1 $ 1,700.00 $ 5,000.00 $ 5,000.00 $ 1,000.00 $ 1,000.00 $ 400.00 $ 400.00 $ 600.00 $ 600.00 $ 2,500.00 $ 2,500.00 $ 4,080.00 $ 4,080.00 5 Construction Surveying LS 1 $ 4,500.00 $ 4,000.00 $ 4,000.00 $ 3,600.00 $ 3,600.00 $ 3,650.00 $ 3,650.00 $ 6,400.00 $ 6,400.00 $ 5,000.00 $ 5,000.00 $ 7,709.40 $ 7,709.40 6 Erosion & Sediment Control Plan LS 1 $ 10,000.00 $ 1,500.00 $ 1,500.00 $ 3,000.00 $ 3,000.00 $ 2,500.00 $ 2,500.00 $ 1,700.00 $ 1,700.00 $ 1,000.00 $ 1,000.00 $ 5,155.00 $ 5,155.00 7 Excavation, Grading, & Native Soil Compaction CY 10 $ 250.00 $ 100.000 $ 1,000.00 $ 900.00 $ 9,000.00 $ 1,150.00 $ 11,500.00 $ 265.00 $ 2,650.00 $ 500.00 $ 5,000.00 $ 240.00 $ 2,400.00 8 Concrete & AC Removal & Disposal CY 8 $ 1,600.00 $ 750.000 $ 6,000.00 $ 300.00 $ 2,400.00 $ 1,500.00 $ 12,000.00 $ 1,200.00 $ 9,600.00 $ 500.00 $ 4,000.00 $ 615.00 $ 4,920.00 9 3.5" Cold Mill Excavation & Disposal CY 1549 $ 46,470.00 $ 17.000 $ 26,333.00 $ 30.00 $ 46,470.00 $ 19.00 $ 29,431.00 $ 26.00 $ 40,274.00 $ 28.00 $ 43,372.00 $ 25.25 $ 39,112.25 10 Hot Mix Asphalt Type A (HMA-A) TON 3125 $ 437,500.00 $ 101.000 $ 315,625.00 $ 112.00 $ 350,000.00 $ 98.50 $ 307,812.50 $ 88.00 $ 275,000.00 $ 112.00 $ 350,000.00 $ 116.00 $ 362,500.00 11 Aggregate Base Class II TON 29 $ 1,015.00 $ 100.000 $ 2,900.00 $ 200.00 $ 5,800.00 $ 175.00 $ 5,075.00 $ 42.00 $ 1,218.00 $ 40.00 $ 1,160.00 $ 202.00 $ 5,858.00 12 Concrete 6" Curb and Gutter LF 350 $ 14,000.00 $ 53.000 $ 18,550.00 $ 50.00 $ 17,500.00 $ 36.00 $ 12,600.00 $ 44.00 $ 15,400.00 $ 50.00 $ 17,500.00 $ 44.50 $ 15,575.00 13 Concrete Curb Ramp SF 160 $ 4,000.00 $ 53.000 $ 8,480.00 $ 27.00 $ 4,320.00 $ 21.00 $ 3,360.00 $ 26.00 $ 4,160.00 $ 30.00 $ 4,800.00 $ 29.50 $ 4,720.00 14 Concrete Sidewalk SF 130 $ 1,950.00 $ 45.000 $ 5,850.00 $ 24.00 $ 3,120.00 $ 12.00 $ 1,560.00 $ 16.00 $ 2,080.00 $ 20.00 $ 2,600.00 $ 18.25 $ 2,372.50 15 2.5' Dia. Concrete Solar Light Foundation EA 2 $ 6,250.00 $ 4,000.000 $ 8,000.00 $ 6,238.00 $ 12,476.00 $ 6,238.00 $ 12,476.00 $ 6,240.00 $ 12,480.00 $ 6,000.00 $ 12,000.00 $ 1,700.00 $ 3,400.00 16 Solar Street Light Installation EA 2 $ 5,202.00 $ 4,000.000 $ 8,000.00 $ 1,900.00 $ 3,800.00 $ 1,900.00 $ 3,800.00 $ 1,900.00 $ 3,800.00 $ 6,000.00 $ 12,000.00 $ 3,300.00 $ 6,600.00 17 Adjust Existing Utilities EA 3 $ 3,750.00 $ 1,500.000 $ 4,500.00 $ 1,500.00 $ 4,500.00 $ 1,000.00 $ 3,000.00 $ 2,100.00 $ 6,300.00 $ 1,500.00 $ 4,500.00 $ 2,735.00 $ 8,205.00 18 Striping, Marking and Signage LS 1 $ 37,490.00 $ 35,000.000 $ 35,000.00 $ 33,500.00 $ 33,500.00 $ 33,350.00 $ 33,350.00 $ 33,350.00 $ 33,350.00 $ 40,000.00 $ 40,000.00 $ 36,197.00 $ 36,197.00 Base Bid Summary $ 619,877.00 $ 502,738.00 $ 526,586.00 $ 530,014.50 $ 564,512.00 $ 573,432.00 $ 579,429.00 5 R.J. Berry Jr., Inc.
6 Cen Cal Construction
ATTACHMENT "A" Bids 1-6
4 Cal Valley Construction
1 2
Terra West Construction
3 Emmet Valley Construction Granite Construction Co.

F:\Docs\2900's\2968 Phelps Avenue Improvements Phase II (STBG)\Bid Docs\Bid Summary.xlsx Date Printed: 5/20/2025, 3:21 PM

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: Consideration of Bid Award for AHSC Pacific Apts STI & TRA Meeting Date: Wednesday, June 18, 2025
From: Sean Brewer, Interim City Manager
Prepared by: Sean Brewer, Interim City Manager
I. RECOMMENDATION:

It is recommended that the Coalinga City Council:award a Contract in the amount of $1,494,494.00 to CenCal Construction, 34762 Lencioni Ave., Bakersfield, CA 93308 for the AHSC Pacific Apts STI & TRA Project. It is also recommended that a contingency of 15% ($224,174.10) be included in the Council action to cover any unforeseen incidentals for a total authorization amount of $1,718,668.10.

II. BACKGROUND:

On February 15, 2024, Council proceeded with executing Design & Construction Engineering Task Orders with the City Engineer. The primary scope of work is to construct sustainable transportation improvements in support of the AHSC Pacific Apartments project located throughout Coalinga, CA. The work consists of, but is not limited to: construction surveying, traffic control, demolition of existing concrete & pavement improvements, construction of new concrete sidewalk and driveways, installation of ADA-compliant curb ramps, development of Class I, Class III, and Class IV bikeways, and installation of new bike rack stations. Additional improvements include sustainable solar street lighting and infrastructure. Completion of the project will enhance safety, mobility, and accessibility for pedestrians, cyclists, and transit users throughout the community. (See Project Description Memo for details)
III. DISCUSSION:

City Staff received and opened 1 bid for this project on May 27, 2025 at 2:00pm. Cen-Cal Construction was the apparent low bidder with a total bid proposal of $1,494,494.00. The Engineer’s Estimate was $1,780.029.00. The entire bid summary is included as Attachment “A”. Cen-Cal Construction has furnished the required bid bond. If the City Council decides to award the project to Cen-Cal Construction, and the “Notice to Proceed” is issued, the Contractor will have 75 working days to complete the work. The following is a tentative schedule:

Award of Contract: June 18, 2025
Start of Construction: July 7, 2025
Completion of Construction: October 21, 2025
IV. ALTERNATIVES:

V. FISCAL IMPACT:

Totalauthorization request for this contract is $1,494,494.00 with an additional 15% contingency of $224,174.10 for a total of $1,718,668.10. This project is funded by an AHSC Grant, Affordable Housing and Sustainable Communities program. STI (Sustainable Transportation Infrastructure and TRA, Transportation Related Amenities.

There will be no fiscal impact to the General Fund.

ATTACHMENTS:

File Name Description
AHSC_TRA-STI_Project_Description_Memo.pdf Project Desc Memo AHSC_Pacific_Apts_STI_TRA_Project_Bid_Summary.pdf Bid Summary AHSC_Pacific_Apts_Project_Bid_Results.pdf Bid Results
1 4630 West Jennifer Avenue, Suite 101
Fresno, CA 93722-6415
Tel: (559) 447-9075
Fax: (559) 447-9074
Email: [email protected]
www.TriCityEngineering.com

MEMORANDUM
To: Sean Brewer
From: Erika Lansburgh
Subject: AHSC Pacific Apartments Sustainable Transit Infrastructure (STI) Project & Transit Related Amenities (TRA) Project
Date: June 9, 2025
This project focuses on infrastructure improvements for the project Pacific Apartments Sustainable Transit Infrastructure (STI) and lighting improvements for the Transit Related Amenities (TRA) both grants received from Affordable Housing & Sustainable Communities (AHSC) Grant. The work includes enhancements to pedestrian accessibility, bicycle mobility, street lighting, and transit infrastructure to improve safety and connectivity within the community. The project aims to enhance accessibility, safety, and overall infrastructure to better serve the community.

The work will include new construction of approximately 21,22 square feet (SF) sidewalk and driveways, and 64 ADA compliant curb ramps to improve accessibility. Additionally, the project includes the installation of 122 LED solar-powered streetlights to improve nighttime visibility and safety. The project also includes new construction of 6 bike rack stations and will develop multiple bikeway improvements, including 0.07 miles of Class I bike paths, 0.72 miles of Class III bike routes, and 1.14 miles of Class IV bikeways. Public Safety improvements includes 2 rectangular rapid flashing beacon’s (RRFB) and one crosswalk.

The work will require construction coordination, quality assurance, and compliance with project specifications. Responsibilities include managing pre-construction meetings, site meetings, contractor Requests for Information (RFIs), product submittal reviews, and labor compliance verification. Additionally, daily progress reports will be reviewed, and contract change orders will be prepared to ensure adherence to project plans. The project will also require the review of contractor schedules, reconciliation of work items, and funding compliance oversight with applicable state and local funding procedures.
2 The cost estimate for this project funded through the AHSC Pacific Apartments STI grant for the infrastructure (curb ramps, sidewalk, driveways, installation of street light and foundation, etc.) and street improvements (bike lanes, crosswalk, RRFB’s, etc.). The city received approval from the grant board to pre-purchase the LED solar streetlights through locally funded enterprise funds and to be reimbursed from the TRA Grant. The city also received approval to combine the two grants into one project with one contractor.

The lowest apparent and successful Contractor’s bid (w/15% Contingency): $1,723,151. 58 The solar street lights City shall purchase for reimbursement: $526,546. 00 Total Project Cost: $2,249,697.
58 TITLE SHEET FOR: Know what'sbelow. Callbefore you dig.

R CONSTRUCTION PLANS FOR: LOCATION MAP - STATE STATE OF CALIFORNIA - NTS COALINGA AFFORDABLE HOUSING & SUSTAINABLE COMMUNITIES (AHSC) PROGRAM COALINGA CITY OFFICIALS LOCATION MAP - CITY CITY OF COALINGA - NTS Tri City Engineering, Inc.

COALINGA, CALIFORNIA
AHSC
S
B
E
E
G.

FO S
R
P DE
R S
ETN0
L

VI C I T

I GER S
C F O
A ET
No. C-57148
L
A
E U
L
AI
OFI
NR
CU
NG
N IO A

NEER I L
COALINGA PACIFIC APTS. SUSTAINABLE

TRANSPORTATION INFRASTRUCTURE (STI)

ELM STREET -
HIGHWAY 198\33

PACIFIC

PACIFIC
McCOLLUM LANE

CHENEY LANE HASLEHURST WAY

WALKER LANE

HALIBURTON WAY

FISHER LANE

BOARDAGARY LANE

CURTISS LANE

MASON WAY POLK POLK PLEASANT

JOAQUIN

MONTEREY

PRINCETON

CINDY LANE HOUSTON SACRAMENTO

PRINCETON PACIFICDOVEWOOD
CT.

MONTEREY

APPALOOSA

PINTO STREET

CLYDESDALE STREET

PALOMINO STREET

FOREST STREET MUSTANG WAY

ARABIAN STREET TROTTER

FOREST STREET SACRAMENTO HOUSTON PLEASANT VALLEY

LOUISIANA
BARKER

DOROTHY
ALFRED

WARTHAN
IVY

HAWTHORNE

HAYES POLK
PINE
GLENN

SEVENTH
SUNSET

CALIFORNIA
FRESNO

COALINGA TYLER LUCILLE

WARTHAN

POLK POLK

COX LANE

MAY LANE

AFFORDABLE HOUSING
DEVELOPMENT SITE LEGEND T-1 SHEET INDEX NATHAN VOSBURG - MAYOR JAMES HORN - MAYOR PRO-TEM JOSE "MANNY" RAMIREZ - COUNCIL MEMBER ROGER SCHINDLER - COUNCIL MEMBER LONNIE HEDGECOCK - COUNCIL MEMBER SEAN BREWER - INTERIM CITY MANAGER SHANNON JENSEN - CITY CLERK MARIO ZAMORA - CITY ATTORNEY NOEL BUCU - CITY ENGINEER APPROVALS: CITY OF COALINGA: PROJECT CONTACTS CITY OF COALINGA, PUBLIC WORKS DEPT. ANTHONY URIBE & ERIC DE LEON 135 E. SACRAMENTO COALINGA, CA 93210 (559) 935-1533 (OFFICE) TRI CITY ENGINEERING, CITY ENGINEERS DAN JAUREGUI & ERIKA LANSBURGH 4630 W. JENNIFER AVENUE #101 FRESNO, CA 93722 (559) 447-9075 (OFFICE) RMA GEOSCIENCE 3897 N. ANN AVE. FRESNO, CA 93727 DISPATCH: 24-48HR NOTICE REQUIRED (559) 708-8865, (559) 732-3039 OR (800)RMA-4396 EXT.5404 *CITY REPRESENTATIVE MUST BE ON SITE FOR ALL INSPECTIONS. USA (UNDERGROUND SERVICE ALERT) 811 *USA DOES NOT LOCATE CALTRANS FACILITIES COOLIDGE

HACHMAN

GARFIELD POLK

HACHMAN VALLEY PLEASANT
FOREST SUSTAINABLE TRANSIT INFRASTRUCTURE (STI) PROJECT & TRANSIT RELATED AMENITIES (TRA) PROJECT STATE GRANT NO. 20-AHSC-14708 FOR THE: CITY OF COALINGA PW 23-011 APRIL 2025

COALINGA

COALINGA
ELM STREET - HIGHWAY 198
THOMPSON T-1 TITLE SHEET................................ 1 GN-1 GENERAL NOTES AND DETAILS.......2 DN-1 DETAILS NOTES - 1....................... 3 DN-2 DETAILS NOTES - 2.......................4 DM-1 DEMO SHEET - 1........................... 5 DM-2 DEMO SHEET - 2........................... 6 DM-3 DEMO SHEET - 3.......................... 7 DM-4 DEMO SHEET - 4.......................... 8 DM-5 DEMO SHEET - 5........................... 9 DM-6 DEMO SHEET - 6......................... 10 DM-7 DEMO SHEET - 7......................... 11 DM-8 DEMO SHEET - 8......................... 12 DM-9 DEMO SHEET - 9......................... 13 DM-10 DEMO SHEET - 10........................14 DM-11 DEMO SHEET - 11........................15 DM-12 DEMO SHEET - 12........................16 C-1 CIVIL SHEET - 1..........................17 C-2 CIVIL SHEET - 2..........................18 C-3 CIVIL SHEET - 3..........................19 C-4 CIVIL SHEET - 4..........................20 C-5 CIVIL SHEET - 5..........................21 C-6 CIVIL SHEET - 6..........................22 C-7 CIVIL SHEET - 7..........................23 C-8 CIVIL SHEET - 8..........................24 C-9 CIVIL SHEET - 9..........................25 C-10 CIVIL SHEET - 10........................ 26 C-11 CIVIL SHEET - 11........................ 27 C-12 CIVIL SHEET - 12........................ 28 GR-1 GRADING SHEET - 1.................... 29 GR-2 GRADING SHEET - 2.................... 30 GR-3 GRADING SHEET - 3................... 31 GR-4 GRADING SHEET - 4.................... 32 GR-5 GRADING SHEET - 5.................... 33 GR-6 GRADING SHEET - 6.................... 34 GR-7 GRADING SHEET - 7.................... 35 GR-8 GRADING SHEET - 8.................... 36 GR-9 GRADING SHEET - 9.................... 37 GR-10 GRADING SHEET - 10...................38 GR-11 GRADING SHEET - 11...................39 GR-12 GRADING SHEET - 12...................40 L-1 LIGHTING SHEET - 1....................41 ST-1 STRIPING SHEET - 1....................42 ST-2 STRIPING SHEET - 2....................43 City of Coalinga
PW 23-011 AHSC Pacific Apartments STI & TRA Project
Base Bid Items
Item Description Unit Qty. Engineer's Est. Unit Price Extension 1 Mobilization/General Requirements LS 1 $ 91,400.00 $ 183,500.00 $ 183,500.00 2 Worker Safety LS 1 $ 13,100.00 $ 4,182.50 $ 4,182.50
3 Traffic Control LS 1 $ 15,200.00 $ 40,000.00 $ 40,000.00 4 Dust Control LS 1 $ 11,800.00 $ 36,500.00 $ 36,500.00 5 Construction Surveying LS 1 $ 29,800.00 $ 28,985.00 $ 28,985.00 6 Subgrade Excavation, Compaction, and Grading SF 37,810 $ 18,905.00 $ 2.25 $ 85,072.50 7 Trail Cut CY 1,310 $ 13,100.00 $ 39.00 $ 51,090.00
8 Concrete Asphalt CY 405 $ 89,100.00 $ 435.00 $ 176,175.00 9 Hot Mix Asphalt Type A (HMA-A) TON 185 $ 25,900.00 $ 319.00 $ 59,015.00 10 Cold Mix Asphalt 3/8'' SC8 TON 9 $ 1,530.00 $ 720.00 $ 6,480.00 11 Aggregate Base Class II TON 537 $ 26,850.00 $ 130.00 $ 69,810.00 12 Concrete 6'' Curb and Gutter LF 2,070 $ 124,200.00 $ 46.00 $ 95,220.00 13 Concrete Curb Return SF 4,040 $ 88,880.00 $ 13.00 $ 52,520.00 14 Concrete Sidewalk SF 19,160 $ 287,400.00 $ 9.00 $ 172,440.00 15 Concrete Curb Ramp SF 4,520 $ 198,880.00 $ 22.00 $ 99,440.00 16 Concrete Drive Way Approach SF 2,120 $ 93,280.00 $ 16.00 $ 33,920.00 17 Concrete Pad (5.5' X 2.5') SF 220 $ 3,300.00 $ 19.00 $ 4,180.00 18 Bike Racks EA 6 $ 3,600.00 $ 765.00 $ 4,590.00
19 Striping, Marking and Signage LS 1 $ 143,600.00 $ 113,000.00 $ 113,000.00 20 Clearing, Grubbing, Tree Removal and Disposal SF 20,322 $ 40,644.00 $ 1.00 $ 20,322.00 21 Solar Light foundation and Installation EA 82 $ 418,200.00 $ 1,800.00 $ 147,600.00 22 Fence Relocation LS 1 $ 30,000.00 $ 2,500.00 $ 2,500.00 23 Stick on Truncated Domes SF 284 $ 11,360.00 $ 28.00 $ 7,952.00 Base Bid Summary $ 1,780,029.00 $ 1,494,494.00
May 27, 2025 1
Cen-Cal Construction
F:\Docs\2900's\2966 Coalinga Pacific Apts. Sustainable Transportation Infrastructure (STI)\Bid Docs\2966 Bid Summary.xlsx Date Printed: 5/28/2025, 6:51 AM
Attachment "B"
AHSC Pacific Apartments STI & TRA Project
PW 23-011 / #2966 & 2965
Tuesday, May 27, 2025
2:00 PM (D.S.T.), at Tri City Engineering Office
Base Bid
1 $1,494,494.00
2 3
4 5
6 7
Sub List
Bid Results
City of Coalinga
Project No. :

Bid Date:

Westrock LLC
Austin Enterprise
Chrisp Company
Joyner Construction Staking
Project Name:

Bidder
JL Plank dba Cen-Cal Construction
Tri City Engineering
4630 W. Jennifer Ave., #101
Fresno, CA 93722-5415
Tel: 559.447.9075
Fax: 559.447-9074
[email protected]
City of Coalinga
155 W. Durian Ave
Coalinga, CA 93210
Tel (559) 935-1533
Fax (559) 935-1184

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: Consideration of City to Purchase Solar Lights for AHSC Pacific Apts STI & TRA
Meeting Date: Wednesday, June 18, 2025
From: Sean Brewer, Interim City Manager
Prepared by: Sean Brewer, Interim City Manager
I. RECOMMENDATION:

It is recommended that the Coalinga City Councilapprove the purchase of solar lights from Fonroche Lighting for the AHSC Pacific Apts. STI & TRA Project in the amount of $521,758.00.

II. BACKGROUND:

On February 15, 2024, Council proceeded with executing Design & Construction Engineering Task Orders with the City Engineer to design locations for new curb ramps, bike lanes, crosswalks and new solar street lights. Staff had executed the final standard agreement and had reviewed the disbursement agreement and was just awaiting the executed copy from the State to begin reimbursement. All of this work is eligible for reimbursement; however, reimbursement cannot be requested until the disbursement agreement has been executed. Staff feels that the City can begin and encumber the expenses for a while until the reimbursement agreement is executed where staff will submit its first reimbursement request to the State.

III. DISCUSSION:

There are 121 number of solar lights proposed for this project. The attached exhibit identifies the locations of all 121 light's. The contractor shall install the foundation and the light. It is requested for the City to prepurchase the lights instead of the contractor to expedite project completion.

Currently, there is an 8–10 week lead time on the lights to be delivered that will limit the construction schedule and the installation of the foundation and in return the installation of the light. The city will be reimbursed through the Affordable Housing & Sustainable Communities (AHSC) Transit Related Amenities (TRA) Grant. The totalamount of $521,758.00 for the 121 number of solar lights has been approved to be reimbursed.

IV. ALTERNATIVES:

The alternative to this councilaction would be to reject the request for the City to purchase of the lights. If rejected, the contractor would have to purchase the lights in a change order and in return approve additional time for the lights to be purchased and delivered, which could take an additional 1-2 months. Staff believes that if the contractor were to purchase the lights, the change order would also indicate an increase in cost.

V. FISCAL IMPACT:

Totalauthorization request for this authorization is $521,758.00. This project is funded by an AHSC Grant, Affordable Housing and Sustainable Communities program. STI (Sustainable Transportation Infrastructure and TRA, Transportation Related Amenities.

There will be no fiscal impact to the General Fund.

ATTACHMENTS:

File Name Description
2966_Staff_Report_Form_CITY_LIGHTS_Attachments.pdf City Lights Map and Quote Tri City Engineering, Inc. COALINGA, CALIFORNIA AHSC S B E EG. FO S R P DE R S ETN0 L VI C I T I GER S C F O A ET No. C-57148 L A E UL AI OFI NR CUNG N IO A NEER I L COALINGA PACIFIC APTS. SUSTAINABLE TRANSPORTATION INFRASTRUCTURE (STI) S. COALINGA ST. &
PACIFIC ST.

SCALE 1''=200'
GENERAL NOTES:

LIGHT KEY NOTES: LIGHTING PLAN FOR:

L-1

TYPICAL PLACEMENT IN CORNER RAMP
NTS

TYPICAL PLACEMENT IN LANDSCAPE
NTS

TYPICAL PLACEMENT IN SIDEWALK
NTS

TYPICAL PLACEMENT IN RIGHT OF WAY
NTS

RW RW RW
Tri City Engineering, Inc. CALIFORNIA LIGHTING EXHIBIT FOR: COALINGA, AHSC COALINGA PACIFIC APTS. SUSTAINABLE TRANSPORTATION INFRASTRUCTURE (STI) Fonroche Lighting America
2224 SE Loop Building C
Fort Worth, TX 76140
339-225-4530
Packaging, Shipping USD 22,243.00
Total Line Items USD 499,515.00
Shipping estimated; final cost determined on day of shipping and added to invoice. 135 E. Sacramento Ave
Coalinga, California 93210
United States
Ship To
Ship To Name City of Coalinga CA
155 W Durian Ave., Coalinga, CA 93210
Coalinga, California 93210
United States
Bill To
Bill To Name City of Coalinga CA
Est. Lead Time Within 6 Weeks
Quote Expiration 7/2/2025
Date
Quote Date 4/2/2025
G7504-Coalinga CA-Street Lighting
Project-RevD
Quote Name
Quote Number 00084480
Shipping Terms Prices are FOB Origin
50% deposit, 50% Net 30 from Ship
Date-contingent on credit approval
Payment Terms
Opportunity Owner Jacob Fox
Quantity Fonroche Model
Number Fonroche Product Description ListPrice/Unit
Customer
Discount
%
Price
System Amount

89.00 [T54-CK16B-4K-T3]
[P190F-3P]HW-MC
Fixture Color: BK
POLE: 25Ft. Round
Tapered
Pole-Anchor
Base-1-6 FT Arm
--Pole Color: BK
SmartLight Assembly with 936Wh-24V NiMH Battery , special extreme temperature (from -40F to +158F), 1 x 190W solar module with Top of Pole assembly and Intelligent
management/control system. Provisioned for Single Fixture configuration. Single Essential (Formerly CK16B) Fixture 4K Color Temp.-Type 3 Fixture Color: BK - . Power Assembly color is black. Mount: High wind and enhanced marine coating. 25Ft. Round Tapered Pole-Anchor Base-1-6 FT Arm --Pole
Color is BK
8 Year Warranty All Night Lighting 365 Days a Year - Full Battery Replacement
Assumes No Shading | Assumes little or no snow
10 Degrees Tilt
100% =22 Watts worst case conditions.T-PM: 6 hrs. @100% | T-N (Balance of night) @80% | T-AM: 1 hrs. @100%
USD
3,891.00 0.00 USD3,891.00
USD
346,299.00

32.00 [T54-CK16B-4K-T3]
[P310F-4P]HW-MC
Fixture Color: BK
POLE: 25Ft. Round
Tapered
Pole-Anchor
Base-1-6 FT Arm
--Pole Color: BK
SmartLight Assembly with 1248Wh-24V NiMH Battery , special extreme temperature (from -40 °F to +158 °F), 310W solar module with Top of Pole assembly and Intelligent
management/control system. Provisioned for Single Fixture configuration. Single Essential (Formerly CK16B) Fixture 4K Color Temp.-Type 3 Fixture Color: BK - . Power Assembly color is black. Mount: High wind and enhanced marine coating. 25Ft. Round Tapered Pole-Anchor Base-1-6 FT Arm --Pole
Color is BK
8 Year Warranty All Night Lighting 365 Days a Year - Full Battery Replacement
Assumes No Shading | Assumes little or no snow
10 Degrees Tilt
100% =33 Watts worst case conditions.T-PM: 6 hrs. @100% | T-N (Balance of night) @80% | T-AM: 1 hrs. @100%
USD
4,788.00 0.00 USD4,788.00
USD
153,216.00
Fonroche Lighting America
2224 SE Loop Building C
Fort Worth, TX 76140
339-225-4530
Seller's Terms and Conditions of Sale in effect on the date of this order shall apply to this quote and are hereby incorporated by reference.

Seller's Terms and Conditions of Sale may be viewed at https://www.fonrochesolarlighting.com/about-us/terms/.

Pricing is based on Fonroche Lighting America's Standard Terms & Conditions and any additional terms stipulated herein. It is the Representative's responsibility to convey these terms to the customer. Without prior written approval from Fonroche Lighting America's Sales Director, any deviation from these terms may constitute a change in this pricing at the time of order. In the event that Fonroche Lighting America is unable recuperate difference in pricing from end customer, it may deduct the difference from representative's commission.

Quote Total USD 521,758.00
& Handling Est.

This quotation is subject to the following terms and conditions

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: Authorize Interim City Manager to Sign and Submit Local Transportation Development Funds for FiscalYear 2025-2026
Meeting Date: Wednesday, June 18, 2025
From: Sean Brewer, Interim City Manager
Prepared by: Mai Vang, Financial Services Director
I. RECOMMENDATION:

Financial Services Director recommends City Councilauthorize the Interim City Manager to sign and submit the Transportation Funding Claim to the Council of Fresno County Governments (COG) to facilitate the collection of City’s share of the Local Transportation Development Act and State Transit Assistance Funds (Articles 3 & 8 and Transit monies) for FY 2025-2026.

II. BACKGROUND:

The Council of Fresno County Governments has determined the apportionment of Local Transportation Funds and State Transit Assistance Funds for FY 2025-2026.

To facilitate distribution of the funds allocated to the City of Coalinga, a Transportation Funding Claim form (see attachment) must be submitted to COG. City Counciladopted Resolution No. 3629 on November 7, 2013 as a “continuing resolution” so that future action by City Council only requires authorization for the City Manager to sign and submit the Claim Form documents attached. These funds are used for transit operations and street maintenance. The following is a breakdown of this year’s claim.

FY2026
Bicycle & Pedestrian (Art. 3) 19,974
Regional Transportation Planning 27,893
Streets & Roads (Art. 8.a) 830,099
FCRTA (Transit Operations) 247,377
Community Transit Service (CTSA). Art. 4.5 48,460
TOTAL 1,173,803
III. DISCUSSION:

There is $1,173,803 in Local Transportation and State Transit Assistance revenues designated for Coalinga in FY 2025-2026.

A previously signed Memorandum of Understanding (MOU) with Fresno County on March 25, 2008 regarding Tax Sharing Agreement requires the City remit a portion of the transportation revenues to the County, which was amended and signed on April 26, 2023. Under Article VIII section 8.2B, with the annexation of the non-contiguous Pleasant Valley State Prison and Mental Health Treatment Facility, this specific impact led to an increase in City share of certain population based revenues such as the Transportation Development Act Funds (TDA), and Measure C Program Funds. The MOU allows the City to remit to the County of Fresno their apportionment share of TDA and Measure C funds to be claimed out of the City of Coalinga TDA revenues. Based on population data received from the State Department of Finance, the calculation for FY 2025-2026. Staff has not received reimbursement details for the agreement; therefore, Staff will return to Council to amend the FY25/26 TDA budget as needed.

IV. ALTERNATIVES:

No alternatives recommended. This annualclaim ensures City receives its proportionate share of this transportation funding.

V. FISCAL IMPACT:

There is $1,173,803 in Local Transportation and State Transit Assistance revenues designated for Coalinga in FY 25-26, of which $850,073 willcome directly to the City for use; with the exception of the portion related to the MOU with Fresno County when it becomes available. This portion will reduce the City's reimbursement.

ATTACHMENTS:

File Name Description
20250618_-_TDA_CLAIM_FORM-COALINGA-2025-26.pdf FY25/26 TDA Claim Form Enter Date: 6/18/2025 Claimant Name: City of Coalinga
From: Applicant:

Address:

City/State/Zip:

Contact Phone/email:

Local Transportation Fund
Apportionment: $ 998,211.00
Unexpended, Held by Claimant:

Other Agency:

State Transit Assistance Fund
Estimate: $ 175,592.00
Unexpended, Held in Trust:

Other
Other:

TOTAL
$ 1,173,803.00
Please print and sign after completing form
Authorized Signature:

Name/Title:

Date:

This applicant is an eligible claimant pursuant to Section 99203 of the Public Utilities Code and certifies that the following transportation funds are available to be claimed:
for the purposes and respective amounts specified in the attached claim be drawn from the Local Transportation Fund and State Transit Assistance Fund.
spell out total amount in above cell
Coalinga, CA 93210
Mai Vang/ 559-935-1531 Ext. 129/ [email protected]
TRANSPORTATION FUNDING CLAIM FOR FISCAL YEAR: 2025/26
Instructions: Please note that each page of this claim is a separate worksheet, please click through all tabs and complete. Also note that light yellow fields require an entry if applicable, light grey fields contain formulas that will automatically calculate based on corresponding entries. A date and claimant name field is at the top of the first page, and automatically repeats on following pages, (date should be formatted 00/00/0000) When completed, please print, sign and send signed original via mail to:

Les Beshears, Director of Finance, Fresno Council of Governments, 2035 Tulare Street, Suite 201, Fresno, CA 93721
City of Coalinga
155 W. Durian Ave
Enter Date: 6/18/2025 Claimant Name:

TRANSPORTATION FUNDING CLAIM DETAIL FOR FISCAL YEAR: 2025/26

PURPOSE AMOUNT SUBTOTAL

1. Bicycle & Pedestrian Facilities:

Article 3: $ 19,974.00
Article 8a:

Audit Exceptions (General Fund Payback);
Unexpended Funds, Held by Claimant:
$ 19,974.00

2. Regional Transportation Planning: $ 27,893.00 27,893.00 $

3. Public Transportation State Transit Assistance Funds (STA): $ - Other:
$ -

4. Community Transit Service CTSA, Article 4.5: $ 48,460.00 48,460.00 $

5. Streets & Roads: Article 8a: $ 830,099.00
Unexpended Funds, Held by Claimant:
$ 830,099.00

6. To Be Claimed By:

Fresno County Rural Transit Agency LTF: $ 71,785.00
Fresno County Rural Transit Agency STA: $ 175,592.00
MOU Fresno County PVSP:
$ 247,377.00

7. Reserve in Fund Pending Further Claiming $ - - $
GRAND TOTAL $ 1,173,803.00
Claim Total Must Agree With Total on First Page $ 1,173,803.00 Minus Non Transit Claims $ 323,730.00
GRAND TOTAL PAYABLE TO CLAIMANT $ 850,073.00
Allocation instructions and payment by the Fresno County Auditor-Controller to the applicant is subject to such monies being available for distribution, and to the provisions that such monies will be used only in accordance with the rules and regulations of the Transportation Development Act.

City of Coalinga
Enter Date: 6/18/2025 Claimant Name:

PROJECT TITLE & BRIEF DESCRIPTION PROJECT COST

1. Various Bicycle & Pedestrian Facilities throughout the claimant's jurisdiction: $ 19,974.00 AND/OR:
$ -
$ -
$ -
TOTAL PROJECT COSTS $ 19,974.00

PROJECT TITLE & BRIEF DESCRIPTION PROJECT COST
$ 830,099.00
AND/OR: $ -
$ -
$ -
$ -
TOTAL PROJECT COSTS $ 830,099.00
City of Coalinga
Other - describe briefly if applicable:

Other - describe briefly if applicable:

BICYCLE AND PEDESTRIAN FACILITIES FOR FISCAL YEAR: 2025/26 Two percent (2%) of the claimant’s Local Transportation Fund apportionment must be spent on bicycle and pedestrian facilities (PUC 99233.3 and 99234); such claims are to be filed as Article 3. Claims for projects in excess of 2% may be filed as Article 8a (PUC 99400(a)). If other funding is to be used with Local Transportation Funds to implement projects, such funding should be shown on the claim form.

Other - describe briefly if applicable:

Local Transportation Funds coming to claimants within Fresno County may be used for streets and roads improvements and maintenance pursuant to Article 8 (PUC 99400), but only after Fresno COG makes a finding that public transportation needs within the claimant’s jurisdiction are reasonably met by satisfying the service requirements set forth by the Regional Transportation Plan (PUC 99401.5).

STREETS AND ROADS CLAIM FOR FISCAL YEAR: 2025/26

1. Development, Construction & Maintenance Facilities throughout the claimant's jurisdiction:

Enter Date: 6/18/2025 Claimant Name:

CONTINGENCY PROJECT LISTING FOR FISCAL YEAR: 2025/26
CHECK ALL THAT APPLY (Enter "X" in yellow box)

BICYCLE AND PEDESTRIAN FACILITIES PUBLIC TRANSPORTATION STREETS & ROADS X Article 3 Article 4 X Article 8a

STANDARD ASSURANCES FOR CLAIMANTS
CLAIMANT ASSURANCES: (initial yellow box all that apply) X
X
The undersigned hereby certifies that the above statements are true and correct.

Please print and sign after completing form
Name/Title:

Date:

City of Coalinga
A. Claimant certifies that it has submitted a satisfactory, independent fiscal audit, with required certification statement, to the RTPA and to the State Controller, pursuant to PUC 99245 and 21 Cal. Code of Regulations Section 6664 for the prior fiscal year (project year minus two). Claimant assures that this audit requirement will be completed for the current fiscal year (project year minus one).

Authorized
Signature:

B. Claimant certifies that it has submitted a State Controller Report to the RTPA and to the State Controller, pursuant to PUC 99243.

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: Adoption of Resolution No. 4265 Adopting the FiscalYear 2025-2026 Annual Budget
Meeting Date: Wednesday, June 18, 2025
From: Sean Brewer, Interim City Manager
Prepared by: Mai Vang, Financial Services Director
I. RECOMMENDATION:

Interim City Manager and Financial Services Director recommends City Council adopt Resolution No. 4265 for adopting the annual budget appropriation for FiscalYear 2025/2026.

II. BACKGROUND:

III. DISCUSSION:

For FiscalYear 2025–26, the City of Coalinga is implementing a new budget development approach that emphasizes transparency, accountability, and financial responsibility. This approach was designed to ensure the City’s resources are aligned with core operational needs, strategic goals, and community expectations.

Unlike previous years, where department budgets were based on historical figures with minor incremental changes, the FY25–26 budget was developed using a zero-based budgeting methodology. Departments were required to justify each line item from the ground up, which helped identify efficiencies, reduce outdated spending patterns, and clarify operational priorities.

General Fund
Importantly, the General Fund—which is the primary operating fund of the City—is presented as a legally balanced budget. In accordance with California Government Code Section 29009, and general municipal finance principles, cities are required to adopt a budget in which expenditure does not exceed available resources, including projected revenues and authorized fund balances. This ensures that ongoing operations are fiscally sustainable and that no unauthorized deficits are incurred.

To further enhance accountability:

Resolution No 4270 establishes a separate list of one-time projects and purchases for City Councilapproval. Once approved, staff will be authorized to proceed without returning for additional approval unless the item is capital improvement or a professional services contract.

All appropriation requests beyond the adopted budget will require a formal budget resolution and amendment, ensuring continued fiscal oversight.

Resolution No 4268 establishes a minimum fund balance requirement for the General Fund to control, monitor and circumvent any potential overspending.

Additional Consideration within FY25/26 Proposed Budget:

Treasurer Compensation:At this time, staff does not recommend adjusting the current Treasurer compensation of $50 per meeting. This recommendation is based on the fact that we are stillawaiting additional information and clarification from the City Attorney regarding the statutory and practical duties of the City Treasurer in comparison to those of the Finance Director. This review was initiated at the request of the City Council to ensure alignment between compensation and responsibilities. Once the City Attorney’s analysis is complete and staff have a clearer understanding of the Treasurer’s role and level of responsibility, a revised per-meeting pay scale will be brought forward for Councilconsideration, if warranted.

Planning Commission stipend:At this time, staff does not recommend increasing the Planning Commission stipend, which is currently set at $50 per meeting. This amount is consistent with what many similar sized cities provide and reflects the limited number of meetings held annually. Additionally, the current stipend sufficiently covers the time commitment and responsibilities expected of commissioners, who serve in an advisory capacity. Given the City’s ongoing efforts to manage expenditure and prioritize core services, maintaining the existing rate is fiscally responsible and appropriate.

Coalinga Paper Partnership:As part of the FY26 budget staff has incorporated funding to partner with the local newspaper to support the City’s communication and outreach efforts. This partnership would include regular placement of full-page color advertisements (12 per year – fullcolor page monthly) to be used for public notices, press releases, and other city-related information. It would also cover newspaper subscriptions for key city facilities, ensuring continued access to local news and community updates. The agreement reflects a collaborative effort to maintain transparent and effective communication with the public.

Final payment terms will be contingent upon Councils approval of the fiscal year budget.

Council Pay Increase:An increase to council pay has been included in the budget to $520.00 (from $450) per month which represents a 5% increase (year-over-year) from 2022 when ordinance No. 851 was passed allowing for a 5% increase each year which has not happened since the adoption of the ordinance. If any council members wish to waive this it can be adjusted in payroll.

Chamber of Commerce Annual Stipend: City staff will be working collaboratively with the Chamber Director to explore potential scopes of work that could support an annual stipend. Once these options are developed, staff will return to the City Council for further discussion to determine an appropriate cost structure and stipend amount. Any financialcommitment can be incorporated through the budget adjustment process. As part of the review, staff conducted research on practices in other cities and found that most jurisdictions provide some form of financial support to their localchambers, typically through a formal MOU or agreement to ensure accountability and proper use of funds.

Four new positions:

1. Public Outreach Coordinator(Permanent Full-Time) – to enhance community communication and engagement.

2. Business Systems Analyst (Permanent Full-Time) – to improve internal processes and ERP system functionality using data-driven solutions.

3. Lube Technician (Permanent Full-Time) – to reduce fleet maintenance costs and extend vehicle life for Public Works, Police, and Fire departments.

4. Reserve Officer(Temporary Part-Time) – to assist full-time officers and improve police service delivery.

These staffing proposals reflect the City’s commitment to addressing operational gaps, improving service delivery, and responding to emerging community needs.

The new budgeting approach aims to restore confidence in the City’s fiscal processes while allowing for more thoughtful and strategic allocation of taxpayer dollars. Staff believe this change in methodology will serve as a foundation for better long-term financial planning and reporting.

IV. ALTERNATIVES:

Councilcould postpone adoption budget plan for FY 2025-2026, which is not recommended.

V. FISCAL IMPACT:

Adoption of the FY 2025-2026 budget plan would appropriate available resources and expenditures for every specified governmental fund as set forth in the budget plan.

ATTACHMENTS:

File Name Description
20250618_-_Budget_Adoption_FY_25-26_Resolution_No_4265.pdf Resolution No. 4265 20250618_-_FY25-26_Proposed_Budget_(FINAL).pdf 20250618 - FY25-26 Proposed Budget (FINAL) Resolution No. 4265
RESOLUTION NO. 4265

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COALINGA

ADOPTING THE FINAL BUDGET OF THE CITY OF COALINGA FOR THE FISCAL YEAR JULY 1, 2025 TO JUNE 30, 2026, PROVIDING FOR THE APPROPRIATION

AND EXPENDITURE OF ALL SUMS SET FORTH IN SAID FINAL BUDGET,

PROVIDING FOR THE TRANSFERS AND ADDITIONAL APPROPRIATIONS AND

REPEALING ALL RESOLUTIONS AND PARTS OF RESOLUTIONS IN CONFLICT

HEREWITH
WHEREAS, the City Council of the City of Coalinga has submitted a Proposed Budget for the fiscal year July 1, 2025 through June 30, 2026; and WHEREAS, after examination, deliberation and due consideration, the City Council of the City of Coalinga has approved the same with modifications; and WHEREAS, it is the intention of the City Council to adopt the said budget as modified and amended by the City Council of the City of Coalinga as the Final Budget for the fiscal year 2025-2026.

WHEREAS, any revisions to the adopted budget following its approval shall require a formal budget adjustment, the preparation and adoption of a corresponding resolution, and approval by the City Council of the City of Coalinga;

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COALINGA AS FOLLOWS:

1. That certain budget for the fiscal year July 1, 2025 through June 30, 2026, presently on file in the office of the Deputy City Clerk entitled, “CITY OF COALINGA - ANNUAL BUDGET - FISCAL YEAR 2025-26,” which is hereby referred to and incorporated herein by reference as though fully set forth herein verbatim, is hereby adopted as modified and amended by the City Council of the City of Coalinga as the Final Annual Budget of the City of Coalinga for the fiscal year July 1, 2025 through June 30, 2026.

2. From and after the operative date of this resolution the several amounts stated in the Final Annual Budget hereinafter referred to as adopted expenditures shall become and thereafter be appropriated to the offices, departments, accounts, objects and purposes stated therein for the fiscal year to which said budget is to apply and said monies are hereby authorized to be expended for the purposes and objects specified in said budget.

3. All resolutions and parts of resolutions in conflict herewith, including, but not necessarily limited to, such resolutions or parts of resolutions relating to compensation, allowances or benefits as may be in conflict herewith, are hereby expressly repealed.

4. This resolution shall take effect immediately upon adoption.

Resolution No. 4265
PASSED AND ADOPTED by the City Council of the City of Coalinga at a Special Meeting on June 18, 2025 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

APPROVED
____________________________
Nathan Vosburg, Mayor
ATTEST
____________________________
City Clerk/Deputy City Clerk

Fiscal Year 2025/2026
Proposed Budget
Presented by Interim City Manager
Prepared by Financial Services Department
June 18, 2025
FY25/26 Proposed Budget ‐ Schedule of Revenues by Fund 1 FY25/26 Proposed Budget ‐ Schedule of Expenditure by Fund 2 FY25/26 Proposed Budget Summary ‐ Net 3
FY25/26 Projected Ending Fund Balance by Fund 4
100 ‐ General Fund Reserve 5
General Fund ‐ FY25/26 Proposed Budget 6
101 ‐ General Fund
400 ‐ Revenues 7
401 ‐ Elected Officials 10
404 ‐ Community Development 11
405 ‐ Administrative Services Dept. 13
406 ‐ Financial Services Department 14
408 ‐ Human Resources Dept 15
413 ‐ Police Department 16
415 ‐ Police ‐ Animal Control 18
416 ‐ Fire/EMS Department 19
431 ‐ Service Center Department 22
432 ‐ BLDGS & Grounds Maintenance 23
435 ‐ Airport Operations 24
440 ‐ Municipal Grounds Maint 26
900 ‐ Transfer to Other Funds 28
102 ‐ PD Evidence Fund 29
103 ‐ PD Fed Forfeiture Fund 30
104 ‐ Scholarship Fund 31
105 ‐ COPS Grant Fund 32
106 ‐ Police Dept Grants 33
107 ‐ Gas Tax Fund 34
109 ‐ TDA ‐ Article 3 Fund 36
110 ‐ LTF ‐ Article 8 Fund 37
111 ‐ SB1‐RD Rehab Maint Acct Fund 38
114 ‐ Habitat Conservation Fund 39
116 ‐ PD Forfeiture‐Unclaimed 40
117 ‐ IGT‐Intergovernmental Transfer 41
125 ‐ Measure C‐Street Maint 43
126 ‐ Measure C‐ADA Compliance 44
127 ‐ Measure C‐Flexible Fund 45
130 ‐ Special Assessment Districts 46
140 ‐ General Capital Project Fund 47
141 ‐ Public Building‐Facilities Impact Fees 48
142 ‐ Law Enforcement Impact Fees 49
143 ‐ Fire Protection Impact Fees 50
144 ‐ Storm Drainage ‐ Flood Control Impact Fees 51
Page
Table of Contents
Page
145 ‐ Streets ‐ Bridges Impact Fees 52
146 ‐ Park Impact Fees 53
150 ‐ Coalinga Public Financing Authority 54
301 ‐ CDBG Program Income 55
303 ‐ CDBG Program Fund 56
304 ‐ Home Program Fund 57
305 ‐ Caltrans Grants Fund 58
306 ‐ Special Revenue Grants Fund 59
310 ‐ AHSC Grant 61
FY25/26 Propoposed Budget Summary ‐ Water Enterprise Fund 62 501 ‐ Water Enterprise Fund 63
FY25/26 Propoposed Budget Summary ‐ Gas Enterprise Fund 68 502 ‐ Gas Enterprise Fund 69
FY25/26 Propoposed Budget Summary ‐ Sewer Enterprise Fund 72 503 ‐ Sewer Enteprise Fund 73
FY25/26 Propoposed Budget Summary ‐ Sanitation Enterprise Fund 78 504 ‐ Sanitation Enterprise Fund 79
815 ‐ Low‐Mod Housing Asset Fund 82
820 ‐ RORF‐Redev Oblig Retirement Fund (RDA) 83
851 ‐ EDA Community Bldg Rentals 85
852 ‐ EDA Revolving Fund 86
Type Revenue
Fund
FY22/23 Actual
Audited
FY23/24
Unaudited Actual
FY24/25  Adopted
Budget
FY25/26 Proposed
Budget
100 ‐ General Fund Reserve                 21,024                2,575,972 0 128,600 101 ‐ General Fund         12,080,816              13,859,282 14,225,291 14,376,600 102 ‐ PD Evidence Fund 197 859 0 4,900
103 ‐ PD Fed Forfeiture Fund 19 45 0 300
104 ‐ Scholarship Fund 174 415 100 2,200
105 ‐ COPS Grant Fund              145,695 120,246 100,000 108,800 106 ‐ Police Dept Grants              265,000 (4,749) 422,284 366,000 107 ‐ Gas Tax Fund              453,228 450,108 490,846 509,700 109 ‐ TDA ‐ Article 3 Fund 101 64,372 19,774 20,000
110 ‐ LTF ‐ Article 8 Fund 4,582                2,382,507 583,677 971,800 111 ‐ SB1‐RD Rehab Maint Acct Fund              403,394 446,302 462,477 478,200 114 ‐ Habitat Conservation Fund 309 712 300 3,600
116 ‐ PD Forfeiture‐Unclaimed 50 120 0 700
117 ‐ IGT‐Intergovernmental Transfer           1,675,729                3,635,147 3,215,773 3,825,900 125 ‐ Measure C‐Street Maint              290,815 270,493 284,062 312,300 126 ‐ Measure C‐ADA Compliance 9,709 9,191 10,072 11,100 127 ‐ Measure C‐Flexible Fund              356,418 334,853 346,271 381,000 130 ‐ Special Assessment Districts 320 762 200 4,000
140 ‐ General Capital Project Fund                 48,368 40,520 0 63,100 141 ‐ Public Building‐Facilities Impact Fees 691 26,157 0 10,300 142 ‐ Law Enforcement Impact Fees 466 37,642 0 4,300
143 ‐ Fire Protection Impact Fees 467 37,951 0 4,300
144 ‐ Storm Drainage ‐ Flood Control Impact Fees                 13,658 64,012 0 21,400 145 ‐ Streets ‐ Bridges Impact Fees 434 117,305 0 25,500 146 ‐ Park Impact Fees 983 92,315 0 13,900
150 ‐ Coalinga Public Financing Authority              787,138 19,314 1,289,178 2,003,200 301 ‐ CDBG Program Income                 98,356 848 200 4,500 305 ‐ Caltrans Grants Fund           1,309,993 929,014 2,776,215 4,525,000 306 ‐ Special Revenue Grants Fund           1,847,908 583,413 503,959 99,000 310 ‐ AHSC Grant 1,060 ‐ 500,000 5,000,000
501 ‐ Water Enterprise Fund           6,077,705              10,927,709 13,916,500 18,397,500 502 ‐ Gas Enterprise Fund           4,083,200                2,807,153 3,314,300 3,179,100 503 ‐ Sewer Enteprise Fund           1,992,065                2,431,177 1,732,000 3,576,000 504 ‐ Sanitation Enterprise Fund           2,632,248                2,845,434 2,556,920 2,685,100 815 ‐ Low‐Mod Housing Asset Fund                 69,140 44,072 6,072 73,900 820 ‐ RORF‐Redev Oblig Retirement Fund (RDA)           1,522,091 792,726 674,893 659,700 851 ‐ EDA Community Bldg Rentals 172 418 52 2,200
852 ‐ EDA Revolving Fund 208 494 62 2,600
Grand Total         36,364,724              45,944,312 47,431,478 61,856,300 Note: Funds with no Budget were hidden.

Change in Budget 30.41%
FY25/26 Proposed Budget - Schedule of Revenues by Fund

Page 1 of 86 ends

Fund
FY22/23 Actual
Audited
FY23/24
Unaudited
Actual
2025
Adopted
Budget
FY25/26
Proposed
Budget
100 ‐ General Fund Reserve 5,366         523,544 2,676,320 1,600,500 101 ‐ General Fund                 10,188,133   13,752,920 14,223,291 16,279,800 104 ‐ Scholarship Fund ‐ ‐                  1,000 1,000 105 ‐ COPS Grant Fund 189,557         232,177 213,841 191,600 106 ‐ Police Dept Grants 792         651,927 422,284 371,400 107 ‐ Gas Tax Fund 349,083         463,963 518,784 507,800 109 ‐ TDA ‐ Article 3 Fund 150,365 28 50,000 50,000
110 ‐ LTF ‐ Article 8 Fund 140,022         174,621 1,892,364 306,000 111 ‐ SB1‐RD Rehab Maint Acct Fund 80,796         841,121 100,000 1,000,000 114 ‐ Habitat Conservation Fund 4,097 3,284              4,047 5,000 117 ‐ IGT‐Intergovernmental Transfer 2,325,447     3,584,516 3,740,652 5,699,100 125 ‐ Measure C‐Street Maint 820,891             4,380 1,541,243 735,700 126 ‐ Measure C‐ADA Compliance ‐ 30 45,000 49,000
127 ‐ Measure C‐Flexible Fund 6,589           30,790 685,229 884,100 141 ‐ Public Building‐Facilities Impact Fees 3,643             3,876 21,000 5,000 142 ‐ Law Enforcement Impact Fees ‐ 44 0 100
143 ‐ Fire Protection Impact Fees ‐ 44 0 100
146 ‐ Park Impact Fees ‐         100,296 10,000 10,000
150 ‐ Coalinga Public Financing Authority 899,457           24,943 875,726 1,386,800 305 ‐ Caltrans Grants Fund 1,426,816     1,003,550 2,112,545 4,525,000 306 ‐ Special Revenue Grants Fund 1,709,421         600,491 428,959 139,000 310 ‐ AHSC Grant 1,060         110,971 500,000 4,500,000 501 ‐ Water Enterprise Fund 6,067,880     8,402,918 13,602,876 19,153,400 502 ‐ Gas Enterprise Fund 4,258,154     3,508,948 4,152,905 3,788,800 503 ‐ Sewer Enteprise Fund 1,868,502     1,945,626 1,937,425 4,309,100 504 ‐ Sanitation Enterprise Fund 2,795,674     2,514,282 2,488,699 2,675,900 815 ‐ Low‐Mod Housing Asset Fund 74,871           33,925 25,000 24,000 820 ‐ RORF‐Redev Oblig Retirement Fund (RDA) 711,507     1,461,830 848,877 897,700 Grand Total                 34,395,281   44,385,796 53,406,364 69,095,900 Note: Funds with no Budget were hidden.

Change in Budget 29.38%
FY25/26 Proposed Budget - Schedule of Expenditures by Fund

Page 2 of 86 ends

Sum of 2026 Proposed Budget Column Labels
Funds Revenue Expenditure Net
100 ‐ General Fund Reserve 128,600       1,600,500 (1,471,900) 101 ‐ General Fund              14,376,600     16,279,800 (1,903,200) 102 ‐ PD Evidence Fund 4,900 ‐ 4,900
103 ‐ PD Fed Forfeiture Fund 300 ‐ 300
104 ‐ Scholarship Fund 2,200               1,000 1,200
105 ‐ COPS Grant Fund 108,800 191,600           (82,800) 106 ‐ Police Dept Grants 366,000          371,400 (5,400) 107 ‐ Gas Tax Fund 509,700 507,800           1,900
109 ‐ TDA ‐ Article 3 Fund 20,000             50,000 (30,000) 110 ‐ LTF ‐ Article 8 Fund 971,800 306,000           665,800 111 ‐ SB1‐RD Rehab Maint Acct Fund 478,200       1,000,000 (521,800) 114 ‐ Habitat Conservation Fund 3,600               5,000 (1,400) 116 ‐ PD Forfeiture‐Unclaimed 700 ‐ 700
117 ‐ IGT‐Intergovernmental Transfer                3,825,900       5,699,100 (1,873,200) 125 ‐ Measure C‐Street Maint 312,300          735,700 (423,400) 126 ‐ Measure C‐ADA Compliance 11,100             49,000 (37,900) 127 ‐ Measure C‐Flexible Fund 381,000          884,100 (503,100) 130 ‐ Special Assessment Districts 4,000 ‐ 4,000
140 ‐ General Capital Project Fund 63,100 ‐ 63,100
141 ‐ Public Building‐Facilities Impact Fees 10,300               5,000 5,300 142 ‐ Law Enforcement Impact Fees 4,300                  100 4,200 143 ‐ Fire Protection Impact Fees 4,300                  100 4,200 144 ‐ Storm Drainage ‐ Flood Control Impact Fees 21,400 ‐ 21,400 145 ‐ Streets ‐ Bridges Impact Fees 25,500 ‐ 25,500
146 ‐ Park Impact Fees 13,900             10,000 3,900
150 ‐ Coalinga Public Financing Authority                2,003,200       1,386,800 616,400 301 ‐ CDBG Program Income 4,500 ‐ 4,500
305 ‐ Caltrans Grants Fund                4,525,000       4,525,000 0 306 ‐ Special Revenue Grants Fund 99,000          139,000 (40,000) 310 ‐ AHSC Grant                5,000,000       4,500,000 500,000 501 ‐ Water Enterprise Fund              18,397,500     19,153,400 (755,900) 502 ‐ Gas Enterprise Fund                3,179,100       3,788,800 (609,700) 503 ‐ Sewer Enteprise Fund                3,576,000       4,309,100 (733,100) 504 ‐ Sanitation Enterprise Fund                2,685,100       2,675,900 9,200 815 ‐ Low‐Mod Housing Asset Fund 73,900             24,000 49,900 820 ‐ RORF‐Redev Oblig Retirement Fund (RDA) 659,700          897,700 (238,000) 851 ‐ EDA Community Bldg Rentals 2,200 ‐ 2,200
852 ‐ EDA Revolving Fund 2,600 ‐ 2,600
Grand Total              61,856,300     69,095,900        (7,239,600) Note: Funds with no Budget were hidden.

FY25/26 Proposed Budget Summary ‐ Net

Page 3 of 86 ends

Fund
Beginning Fund
Balance @ 7/1/2025  Revenue  Expenditure
Projected Ending Fund
Balance @ 6/30/2026
100 ‐ General Fund Reserve 4,362,370               128,600           1,600,500 2,890,470 101 ‐ General Fund 5,681,310         14,376,600         16,279,800 3,778,110 102 ‐ PD Evidence Fund 4,021 4,900 ‐ 8,921
103 ‐ PD Fed Forfeiture Fund 5,543 300 ‐ 5,843
104 ‐ Scholarship Fund 50,826 2,200 1,000 52,026
105 ‐ COPS Grant Fund 90,345               108,800               191,600 7,545 106 ‐ Police Dept Grants (121,213)               366,000               371,400 (126,613) 107 ‐ Gas Tax Fund 131,373               509,700               507,800 133,273 109 ‐ TDA ‐ Article 3 Fund (46,292)                 20,000                 50,000 (76,292) 110 ‐ LTF ‐ Article 8 Fund 1,671,491               971,800               306,000 2,337,291 111 ‐ SB1‐RD Rehab Maint Acct Fund 106,340               478,200           1,000,000 (415,460) 114 ‐ Habitat Conservation Fund 81,914 3,600 5,000 80,514 116 ‐ PD Forfeiture‐Unclaimed 14,723 700 ‐ 15,423
117 ‐ IGT‐Intergovernmental Transfer 3,030,752           3,825,900           5,699,100 1,157,552 125 ‐ Measure C‐Street Maint 53,314               312,300               735,700 (370,086) 126 ‐ Measure C‐ADA Compliance 7,618                 11,100                 49,000 (30,282) 127 ‐ Measure C‐Flexible Fund 557,014               381,000               884,100 53,914 130 ‐ Special Assessment Districts 93,137 4,000 ‐ 97,137 140 ‐ General Capital Project Fund 62,312                 63,100 ‐ 125,412 141 ‐ Public Building‐Facilities Impact Fees 104,709                 10,300 5,000 110,009 142 ‐ Law Enforcement Impact Fees 77,283 4,300 100 81,483 143 ‐ Fire Protection Impact Fees 77,867 4,300 100 82,067 144 ‐ Storm Drainage ‐ Flood Control Impact Fees 448,983                 21,400 ‐ 470,383 145 ‐ Streets ‐ Bridges Impact Fees 1,633                 25,500 ‐ 27,133 146 ‐ Park Impact Fees 265,835                 13,900                 10,000 269,735 150 ‐ Coalinga Public Financing Authority 24,630,160           2,003,200           1,386,800 25,246,560 301 ‐ CDBG Program Income 103,742 4,500 ‐ 108,242
303 ‐ CDBG Program Fund (204,951) ‐ ‐ (204,951)
304 ‐ Home Program Fund (8,025) ‐ ‐ (8,025)
305 ‐ Caltrans Grants Fund 486,327           4,525,000           4,525,000 486,327 306 ‐ Special Revenue Grants Fund 644,169                 99,000               139,000 604,169 308 ‐ AB179 57,609 ‐ ‐ 57,609
310 ‐ AHSC Grant (110,971)           5,000,000           4,500,000 389,029 501 ‐ Water Enterprise Fund 3,842,910         18,397,500         19,153,400 3,087,010 502 ‐ Gas Enterprise Fund 768,565           3,179,100           3,788,800 158,865 503 ‐ Sewer Enteprise Fund 5,980,206           3,576,000           4,309,100 5,247,106 504 ‐ Sanitation Enterprise Fund 216,168           2,685,100           2,675,900 225,368 815 ‐ Low‐Mod Housing Asset Fund 1,586,967                 73,900                 24,000 1,636,867 820 ‐ RORF‐Redev Oblig Retirement Fund (RDA) (2,078,319)               659,700               897,700 (2,316,319) 851 ‐ EDA Community Bldg Rentals 48,136 2,200 ‐ 50,336
852 ‐ EDA Revolving Fund 60,402 2,600 ‐ 63,002
Total                  52,836,303         61,856,300         69,095,900 45,596,703 FY25/26 Projected Ending Fund Balance by Fund

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Note: The beginning fund balance is based on estimates from the FY24/25 Mid-Year Review and will be updated after the fiscal year ends on 6/30/2025.

City of Coalinga
FY25/26 Proposed Budget
Fund 100 - GENERAL FUND RESERVE FUND
2022-2023
Audited
2025-2026
Proposed
Budget
2023-2024
Unaudited
2024-2025
YTD Activity
2024-2025
Approved
Budget
FY2025/2026
Base Budget
Fund: 100 - GENERAL FUND RESERVE FUND
Revenue
Category: 44 - USE OF PROPERTY & MONEY
100-400-44010 Interest Earned 17,159 39,288 0 18,788 0.00 128,600 Category: 44 - USE OF PROPERTY & MONEY Total: 17,159 39,288 0 18,788 0.00 128,600 Category: 49 - TRANSFERS FROM OTHER FUNDS
100-400-48120 Operating Transfer In 0 213,894 0 0 0.00 0 100-400-49320 Transfer In from General Fund 3,865 2,320,255 0 0 0.00 0 Category: 49 - TRANSFERS FROM OTHER FUNDS Total: 3,865 2,534,149 0 0 0.00 0 Revenue Total: 21,024 2,573,437 0 18,788 0.00 128,600
Expense
Category: 99 - NON-OPERATING EXPENSES
100-900-94073 Transfer to General Fund 5,366 523,544 2,676,320 2,676,320 0.00 1,600,500 Category: 99 - NON-OPERATING EXPENSES Total: 5,366 523,544 2,676,320 2,676,320 0.00 1,600,500 Expense Total: 5,366 523,544 2,676,320 2,676,320 0.00 1,600,500 Fund: 100 - GENERAL FUND RESERVE FUND Surplus (Deficit): 15,658 2,049,893 (2,676,320) -2,657,533 0.00 (1,471,900) FY25/26 Proposed Budget Surplus (Deficit): 15,658 2,049,893 (2,676,320) (2,657,533) 0.00 (1,471,900)

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Fund 101 - General Fund
Type Revenue
Row Labels 2025 Adopted Budget
2026 Base
Budget Request (+/-)
2026 Proposed
Budget
% Change by
Department
General Fund 14,225,291.00 - 14,376,600 14,376,600 1.06% 400 - REVENUES 11,749,514.00 - 11,957,800 11,957,800 1.77% 416 - FIRE/EMS DEPARTMENT 2,418,295.00 - 2,367,100 2,367,100 -2.12% 435 - AIRPORT OPERATIONS 57,482.00 - 51,700 51,700 -10.06% Grand Total 14,225,291.00 - 14,376,600 14,376,600
Percent change from Prior Year 1.06%
Fund 101 - General Fund
Type Expenditure
Category (Multiple Items)
Department
Sum of 2025 Adopted
Budget
Sum of
2026 Base
Budget
Sum of Request
(+/-)
Sum of 2026
Proposed
Budget
% Change by
Department
401 - ELECTED OFFICIALS 447,691 - 377,000 377,000 -15.79% 404 - COMMUNITY DEVELOPMENT 270,866 - 616,400 616,400 127.57% 405 - ADMINISTRATIVE SERVICES DEPT. 325,337 - 330,000 330,000 1.43% 406 - FINANCIAL SERVICES DEPARTMENT 300,016 - 359,900 359,900 19.96% 408 - HUMAN RESOURCES DEPT 193,834 - 202,200 202,200 4.32% 413 - POLICE DEPARTMENT 5,062,889 - 5,411,600 5,411,600 6.89% 415 - POLICE - ANIMAL CONTROL 543,976 - 119,000 119,000 -78.12% 416 - FIRE/EMS DEPARTMENT 3,866,483 - 5,175,100 5,175,100 33.85% 431 - SERVICE CENTER DEPARTMENT 37,723 - 46,000 46,000 21.94% 432 - BLDGS & GROUNDS MAINTENANCE 456,300 - 751,900 751,900 64.78% 435 - AIRPORT OPERATIONS 192,985 - 531,900 531,900 175.62% 440 - MUNICIPAL GROUNDS MAINT 2,525,191 - 2,358,800 2,358,800 -6.59% Grand Total 14,223,291 - 16,279,800 16,279,800
Percent change from Prior Year 14.46%
General Fund - FY25/26 Proposed Budget Summary

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FY25/26 Proposed Budget
City of Coalinga
Fund 101 - GENERAL FUND
Department: 400 - REVENUES
2022-2023
Audited
2025-2026
Proposed
Budget
2023-2024
Unaudited
2024-2025
YTD Activity
2024-2025
Approved
Budget
FY2025/2026
Base Budget
Fund: 101 - GENERAL FUND
Department: 400 - REVENUES
Revenue
Category: 40 - TAX REVENUE
101-400-40010 Current Year Secured Tax 420,897 441,176 420,000 370,664 0 440,000 101-400-40030 Supplemental Secured Tax 39,117 36,703 25,000 37,488 0 28,000 101-400-40040 Current Year Unsecured Tax 63,672 70,888 60,000 77,213 0 65,000 101-400-40050 Prior Year Unsecured Tax 1,030 1,424 1,000 1,080 0 1,000 101-400-40060 Supplemental Unsecured Tax 191 4,226 200 121 0 500 101-400-40070 Penalties & Interest 0 0 500 0 0 0
101-400-40080 Public Safety Pension Tax 529,420 564,944 540,000 354,585 0 550,000 101-400-40090 Supplemental Public Safety Pension Tax 23,056 12,959 25,000 11,890 0 25,000 101-400-40120 Property Tax in Lieu of VLF 2,167,158 2,296,449 2,274,866 2,387,369 0 2,473,200 101-400-40140 RDA ROPS Pass Thru/Residual Distrib. Tax 573,480 843,736 400,000 435,900 0 500,000 101-400-41010 CA Sales & Use Tax 1,199,061 1,191,784 1,237,124 1,053,974 0 1,148,800 101-400-41011 CA Measure J 1% Transaction Tax 2,249,728 2,323,999 2,166,042 1,486,099 0 2,031,000 101-400-41020 Local Public Safety Fund (LPSF) Sales Tax 51,563 57,359 40,000 48,612 0 40,000 101-400-41030 Airplane Apportionment Tax 1,553 2,459 1,000 1,703 0 2,100 101-400-41031 Assessment Tax 0 0 64,000 31,509 0 64,000 101-400-41040 PG&E Franchise Tax 114,534 119,699 119,000 140,092 0 170,300 101-400-41060 Transient Occupancy Tax (TOT) 52,069 81,816 50,000 52,628 0 50,000 101-400-41070 Real Property Transfers 27,364 18,892 37,000 18,729 0 70,000 101-400-41080 Mid Valley Franchise Fees 528,147 483,320 525,000 421,693 0 550,000 101-400-42190 Cannabis Revenue Raising Fee 467,761 283,804 219,919 382,785 0 200,000 Category: 40 - TAX REVENUE Total: 8,509,803 8,835,636 8,205,651 7,314,134 0 8,408,900 Category: 42 - LICENSES & PERMITS REVENUE
101-400-42010 Business Licenses 178,007 167,016 145,000 160,718 0 160,000 101-400-42030 Animal Licenses 30 (77) 200 86 0 100
101-400-42040 Bicycle Licenses 5 0 10 0 0 0
101-400-42050 Building Permits 72,471 106,080 110,000 65,998 0 120,000 101-400-42060 Electrical Permits 548 0 0 0 0 0
101-400-42110 Local Gun Permits 6,597 8,131 8,000 3,482 0 8,000 101-400-42120 Encroachment Permits 380 228 500 2,180 0 500 101-400-42130 Residential Solar Permit Fees 25,762 11,580 13,000 12,438 0 13,000 Category: 42 - LICENSES & PERMITS REVENUE Total: 283,801 292,957 276,710 244,902 0 301,600 Category: 43 - FINES & PENALTIES REVENUE
101-400-43010 Vehicle Code Fines 8,440 7,458 10,000 5,678 0 8,000 101-400-43020 Other Court Fines 3,471 7,070 4,300 6,509 0 4,300 Category: 43 - FINES & PENALTIES REVENUE Total: 11,911 14,528 14,300 12,187 0 12,300 Category: 44 - USE OF PROPERTY & MONEY
101-400-44010 Interest Earned 38,691 89,882 40,000 39,244 0 336,400 101-400-44020 Land Rentals 70,310 78,588 75,000 79,956 0 75,000 101-400-44060 Pride Sign Rentals 1,100 1,000 1,000 100 0 500 Category: 44 - USE OF PROPERTY & MONEY Total: 110,101 169,470 116,000 119,301 0 411,900 Category: 45 - INTERGOVERNMENTAL
101-400-45010 Motor Vehicle In Lieu Fees 18,519 22,317 18,000 28,441 0 25,000 101-400-45060 Homeowners Property Tax Relief 8,964 9,140 10,000 0 0 5,000 101-400-45211 POST Reimbursement 9,242 7,767 5,000 2,023 0 5,000

Page 7 of 86 ends

2022-2023
Audited
2025-2026
Proposed
Budget
2023-2024
Unaudited
2024-2025
YTD Activity
2024-2025
Approved
Budget
FY2025/2026
Base Budget
101-400-45212 SB90 State Mandated Cost Reimbursement 12,526 63,331 25,000 426 0 10,000 Category: 45 - INTERGOVERNMENTAL Total: 49,251 102,554 58,000 30,890 0 45,000 Category: 46 - GRANTS REVENUE
101-400-46110 Grant Revenue 0 50,300 0 7,500 0 0
Category: 46 - GRANTS REVENUE Total: 0 50,300 0 7,500 0 0 Category: 47 - CHARGES FOR SERVICES REVENUE
101-400-42170 Cannabis Application Fees 1,460 2,348 5,000 3,242 0 3,000 101-400-42180 Cannabis Regulatory Permit Renewal 0 0 0 0 0 2,000 101-400-42200 Cannabis Regulatory Licensing Fee 57,111 27,246 53,766 90,408 0 45,000 101-400-46020 Planning & Dev. Fees 40,008 28,201 60,000 15,241 0 60,000 101-400-46040 Plan Checking Fees 44,014 60,916 55,000 55,808 0 60,000 101-400-46050 Vacant Building Registration 150 150 500 1,050 0 500 101-400-46070 Code Enforcement Citation Misc. 7,350 30,498 20,000 10,481 0 15,000 101-400-46080 Weed & Lot Cleaning Fees 1,636 0 0 0 0 500 101-400-46100 Court Fees and Costs 0 4,500 3,000 3,100 0 3,000 101-400-46120 Police Service Reimbursements 1,895 0 0 1,800 0 2,000 101-400-46130 Accident Report Fees 5,862 7,071 5,000 5,730 0 3,000 101-400-46140 Fingerprint Fees 15,819 13,023 10,000 8,551 0 7,000 101-400-46160 Miscellaneous Police Receipts 1,880 3,454 5,000 6,431 0 3,000 101-400-46220 CHUSD Resource Officer Program 0 0 0 0 0 0 101-400-46230 WHCC Resource Officer Program 135,059 140,367 136,167 46,789 0 136,200 101-400-46240 Dispatch Contract Fee 156,000 0 0 0 0 0
101-400-46982 Miscellaneous Service Fees 0 287 0 746 0 800 Category: 47 - CHARGES FOR SERVICES REVENUE Total: 468,243 318,062 353,433 249,377 0 341,000 Category: 48 - MISCELLANEOUS REVENUE
101-400-48020 Sale of City Property 0 4,225 0 7,460 0 0 101-400-48080 Proceeds from Capital Lease 201,769 0 0 0 0 0 101-400-48160 Miscellaneous Revenue 90,955 126,852 5,000 229,727 0 40,000 101-400-48170 Reimbursements & Refunds 0 481 0 66,321 0 5,000 101-400-48190 Donations 6,261 117 100 88 0 100
101-400-48191 Donations-K9 Program 16,500 8 14,000 250 0 500 101-400-48192 Donations-Veterans Banner Program 0 0 0 67 0 0 101-400-48200 Administrative Fees 20 9,412 5,000 0 0 1,000 101-400-48220 Special Events Revenue 30,251 37,622 25,000 4,040 0 70,000 Category: 48 - MISCELLANEOUS REVENUE Total: 345,756 178,717 49,100 307,953 0 116,600 Category: 49 - TRANSFERS FROM OTHER FUNDS
101-400-48120 Operating Transfer In 241,284 1,285,255 0 0 0 720,000 101-400-49000 Transfer from General Fund Reserve 5,366 150,503 2,676,320 2,676,320 0 1,600,500 Category: 49 - TRANSFERS FROM OTHER FUNDS Total: 246,650 1,435,758 2,676,320 2,676,320 0 2,320,500 Revenue Total: 10,025,517 11,397,982 11,749,514 10,962,563 0 11,957,800 Expense
Category: 60 - PERSONNEL SERVICES EXPENSE
101-400-62020 MEDICAL/LIFE INSURANCE 0 2,291 0 0 0 0
Category: 60 - PERSONNEL SERVICES EXPENSE Total: 0 2,291 0 0 0 0 Category: 70 - MAINT. & OPERATIONS EXPENSE
101-400-92080 MISCELLANEOUS EXPENSE 0 3,713 0 0 0 0

Page 8 of 86 ends

2022-2023
Audited
2025-2026
Proposed
Budget
2023-2024
Unaudited
2024-2025
YTD Activity
2024-2025
Approved
Budget
FY2025/2026
Base Budget
101-400-94020 BAD DEBT EXPENSES 0 52,000 0 0 0 0
Category: 70 - MAINT. & OPERATIONS EXPENSE Total: 0 55,713 0 0 0 0 Expense Total: 0 58,004 0 0 0 0
Department: 400 - REVENUES Surplus (Deficit): 10,025,517 11,339,977 11,749,514 10,962,563 0 11,957,800 Fund: 101 - GENERAL FUND Surplus (Deficit): 10,025,517 11,339,977 11,749,514 10,962,563 0 11,957,800 FY25/26 Proposed Budget Surplus (Deficit): 10,025,517 11,339,977 11,749,514 10,962,563 0 11,957,800

Page 9 of 86 ends

FY25/26 Proposed Budget
City of Coalinga
Fund 101 - GENERAL FUND
Department: 401 - ELECTED OFFICIALS
2022-2023
Audited
2025-2026
Proposed
Budget
2023-2024
Unaudited
2024-2025
YTD Activity
2024-2025
Approved
Budget
FY2025/2026
Base Budget
Fund: 101 - GENERAL FUND
Department: 401 - ELECTED OFFICIALS
Expense
Category: 60 - PERSONNEL SERVICES EXPENSE
101-401-60020 Salaries Part Time 20,798 16,390 31,000 15,942 0 37,000 101-401-62030 Social Security FICA 1,286 1,016 1,922 948 0 1,200 101-401-62040 Medicare Insurance 301 238 450 222 0 500
101-401-62070 Workers' Comp. Insurance 1,298 1,258 3,000 1,529 0 1,400 Category: 60 - PERSONNEL SERVICES EXPENSE Total: 23,684 18,902 36,372 18,641 0 40,100 Category: 70 - MAINT. & OPERATIONS EXPENSE
101-401-70010 Office Supplies 1,941 373 2,550 1,055 0 2,000 101-401-70030 Postage & Freight Out 33 0 300 30 0 100
101-401-70040 Printing & Binding 792 258 600 287 0 2,600 101-401-70070 Audio/Video Equipment Supplies 1,916 0 1,500 0 0 200 101-401-70200 Council Audio/Video Supply 0 36 500 0 0 200 101-401-70440 Miscellaneous Supplies 1,475 0 0 0 0 100
101-401-72030 Telephone 3,259 3,677 3,504 2,506 0 3,000 101-401-76010 General Advertising 0 0 500 0 0 300
101-401-84010 Office Equip. Repairs & Maint. 535 283 700 1,377 0 500 101-401-84012 Computer Equipment 0 0 0 0 0 7,500
101-401-86010 Training, Travel, & Conference 12,209 12,952 2,000 1,049 0 2,000 101-401-86011 Training, Travel, & Conference District 1 0 27 5,000 3,025 0 10,000 101-401-86012 Training, Travel, & Conference District 2 0 27 5,000 1,361 0 10,000 101-401-86013 Training, Travel, & Conference District 3 0 27 5,000 3,671 0 10,000 101-401-86014 Training, Travel, & Conference District 4 0 27 5,000 1,915 0 10,000 101-401-86015 Training, Travel, & Conference District 5 0 27 5,000 1,576 0 10,000 101-401-86030 Subs., Dues, & Publications 14,676 16,073 17,000 21,606 0 29,200 101-401-86034 Coalinga Area Chamber of Commerce Stipend 60,000 0 0 0 0 0 101-401-88010 City Attorney Fees 60,484 65,033 135,000 58,794 0 80,000 101-401-88020 Outside Attorney Fees 0 19,239 40,000 30,628 0 30,000 101-401-88040 Computer Programming/Consult. 3,648 1,539 4,660 1,044 0 1,500 101-401-88100 Professional Services 56,490 53,992 60,200 71,154 0 70,000 101-401-88220 Special Events Expense 23,231 19,727 29,105 15,049 0 25,000 101-401-88221 Youth in Government Prorgram Expense 6,030 4,500 20,000 6,000 0 5,000 101-401-90010 Liability & Property Insurance 1,662 1,357 3,200 1,660 0 2,000 101-401-92060 Election Expense 3,199 2,689 35,000 26,059 0 0 101-401-92080 Miscellaneous Expense 0 24,200 0 0 0 1,000 101-401-92081 Fireworks Display 11,750 11,750 30,000 12,100 0 24,200 Category: 70 - MAINT. & OPERATIONS EXPENSE Total: 263,330 237,810 411,319 261,944 0 336,400 Category: 98 - CAPITAL EXPENDITURES
101-401-98030 Office Furniture & Equipment 4,265 0 0 0 0 500 Category: 98 - CAPITAL EXPENDITURES Total: 4,265 0 0 0 0 500 Expense Total: 291,278 256,712 447,691 280,585 0 377,000 Department: 401 - ELECTED OFFICIALS Total: 291,278 256,712 447,691 280,585 0 377,000 Fund: 101 - GENERAL FUND Total: 291,278 256,712 447,691 280,585 0 377,000 FY25/26 Proposed Budget Total: 291,278 256,712 447,691 280,585 0 377,000

Page 10 of 86 ends

Coalinga City CouncilJune 18, 2025

Coalinga City Council
June 18, 2025