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interest herein without the prior written consent of the City. Any attempt to subcontract or take any other action not authorized herein shall be null and void, and any subconsultants, assignees, hypothecates or transferees shall acquire no right or interest by reason of such action.
3.6.6.2 Corona Utility Authority. To the extent that this Agreement is deemed to be a "material contract" under either of the CUA Management Agreements, Consultant has no right to terminate this Agreement, either with or without cause, based upon the existence or non-existence of either or both of the CUA Management Agreements. Therefore, if an applicable CUA Management Agreement expires or terminates for any reason, Consultant shall remain fully obligated to perform under this Agreement with the CUA or another third party contracted by the CUA for the maintenance, management and operation of the applicable utility system.
3.6.7 Construction; References; Captions. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days.
All references to Consultant include all personnel, employees, agents, and subconsultants of Consultant, except as otherwise specified in this Agreement. All references to City include its elected officials, officers, employees, agents, and volunteers except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content or intent of this Agreement.
3.6.8 Amendment; Modification. No supplement, modification or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties.
3.6.9 Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel or otherwise.
3.6.10 No Third Party Beneficiaries. Except to the extent expressly provided for in Section 3.6.6, there are no intended third party beneficiaries of any right or obligation assumed by the Parties.
3.6.11 Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.
3.6.12 Prohibited Interests. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Consultant further agrees to file, or shall cause its employees or subconsultants to file, a Statement of Economic Docusign Envelope ID: 4CDACCAE-7064-40B1-9D0A-0B4691675023 Docusign Envelope ID: 1BFD457B-B1D5-4C04-8005-AA9A06266CE8
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Interest with the City’s Filing Officer as required under state law in the performance of the Services. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the Term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
3.6.13 Cooperation; Further Acts. The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement.
3.6.14 Attorney’s Fees. If either Party commences an action against the other Party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing Party in such litigation shall be entitled to have and recover from the losing Party reasonable attorney’s fees and all other costs of such action.
3.6.15 Authority to Enter Agreement. Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party.
3.6.16 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original.
3.6.17 Entire Agreement. This Agreement contains the entire Agreement of the Parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements. This Agreement may only be modified by a writing signed by both Parties.
[SIGNATURES ON NEXT 2 PAGES]
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CITY’S SIGNATURE PAGE FOR
CITY OF CORONA
PROFESSIONAL SERVICES AGREEMENT
WITH BOWMAN CONSULTING GROUP LTD
(PROJECT MANAGEMENT/STAFF AUGMENTATION – UTILITIES DEPARTMENT ON-CALL ENGINEERING AND PROFESSIONAL CONSULTING SERVICES – PART 2, RFP 25-070AS)
IN WITNESS WHEREOF, the Parties have entered into this Agreement as of the date first written above.
CITY OF CORONA
By: _________________________
Tom Moody
Utilities Director
Reviewed By: _________________________
Aftab Hussain
Assistant Utilities Director
Reviewed By: _________________________
Nicole McDaniel
Assistant to the City Manager/
Acting Purchasing Manager
Attest:
_________________________
Sylvia Edwards
City Clerk, City of Corona, California
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CONSULTANT’S SIGNATURE PAGE FOR
CITY OF CORONA
PROFESSIONAL SERVICES AGREEMENT
WITH BOWMAN CONSULTING GROUP LTD
(PROJECT MANAGEMENT/STAFF AUGMENTATION – UTILITIES DEPARTMENT ON-CALL ENGINEERING AND PROFESSIONAL CONSULTING SERVICES – PART 2, RFP 25-070AS)
IN WITNESS WHEREOF, the Parties have entered into this Agreement as of the date first written above.
BOWMAN CONSULTING GROUP LTD
a Delaware corporation
By: _________________________
Robert Hickey
Executive Vice President
By: _________________________
Kathryn Williams
Secretary
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EXHIBIT “A”
SCOPE OF SERVICES
Consultant promises and agrees to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the On-Call Engineering and Professional Consulting Services necessary for the Project. The Services are more particularly described herein.
The consultant shall provide professional services in support of Discipline(s) described below. The design-related services shall include preparation of project specific plans and specifications, including calculations signed and stamped by a professional engineer registered in the State of California with specific experience in the design and construction of subject facilities. Under the supervision of said engineer, the consultant shall perform or cause to be performed by others, all necessary services to prepare a complete set of biddable construction documents (following all applicable City of Corona standards, requirements and specifications). The consultant’s services shall include the following project management assistance in support of the categories listed below:
• Provide project management and coordination with City staff. Prepare and provide project status updates including updates to scope status, schedule and cost. • Perform Quality Assurance/Quality Control (QA/QC).
• Prepare and perform presentations to City staff, the public and other stakeholders. • Prepare and attend project coordination meetings with City staff and other permitting agencies.
• Prepare cost estimates and project schedules.
• Prepare meeting agenda and minutes.
Support services typically needed by the City for each design-related Discipline include, but are not limited to, the following:
Project Management/Staff Augmentation
Project Management is the overall planning, coordination and control of a project from inception to completion in order to produce a functionally and financially viable project completed on time within authorized costs and to the required quality standards. The role of a project manager/administrator/analyst includes acquiring resources and coordinating the efforts of team members and third-party contractors or consultants in order to deliver projects according to established deadlines and within budget. The project manager/administrator/analyst will also define the project’s objectives and oversee quality control throughout the project life cycle. The project manager/administrator/analyst will act as an extension of the City’s staff and be available to perform project management duties from the Public Works office at City Hall. City shall provide a work space with a desk, telephone, computer and basic stationary items. Consultant’s Fee/Rate structure shall include the cost of providing standard training courses sufficient to perform the essential duties of the position.
The City can provide such training at no cost to the consultant but does not pay the employee to attend such training.
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Project Management - Capital Improvement Project Tasks: Consultant shall provide experienced personnel, equipment and facilities to perform the following tasks.
1. Successfully manage more than one project at a time. Must be able to shift focus between various projects and ensure all are progressing satisfactorily.
2. Define project scope, goals and deliverables that support the City’s goals in collaboration with senior management and stakeholders.
3. Determine and assess need for staff and/or consultants and secure appropriate proposals and contracts.
4. Effectively communicate project expectations to team members and stakeholders.
5. Use project management checklists to identify project requirements and track completion of milestones.
6. Prepare and update project schedules from design through construction.
7. Track and monitor project milestones and deliverables.
8. Manage project budget and minimize exposure to excessive risk in a project.
9. Identify permitting and environmental requirements.
10. Identify the elements of project design and construction likely to give rise to disputes, then proactively resolve and create contingency plans.
11. Conduct progress meetings.
12. Coordinate with other agencies and utilities.
13. Participate in the preparation of cost estimates and construction specifications.
14. Assure quality control.
15. Devise the project work plans and revisions as required.
16. Design submittal review.
17. Constructability review.
18. Participate in bidding phase.
19. Periodically inspect the project site and assist and provide technical guidance to inspectors in studying field problems and incorporating design revisions as necessary.
20. Maintain and control project documents.
21. Review design and construction contract amendments and change orders.
22. Prepare and present project reports on a regular basis.
23. Draft City Council reports.
24. Coach, mentor, and direct team members and contractors by influencing them to take positive action and accountability for their assigned work.
25. Build, develop, and grow business relationships vital to the success of the project.
26. Provide proper documentation to close projects in a timely manner.
27. Other project management duties as necessary to support City projects.
28. Provide rate sheets for various level of staffing such as project manager/project coordinator/analyst/office specialist etc.
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EXHIBIT “B”
SCHEDULE OF SERVICES
Consultant shall complete the Services within the Term of this Agreement, and shall meet any other reasonable schedules and deadlines established by City’s Representative.
The contract term shall be effective from the date in Section 3.1.2, Term through June 30, 2028 with one (1) additional three-year option renewal period, on an as-needed basis, with no guaranteed usage for on-call professional engineering and/or on-call professional consulting services. Pricing shall remain effective and in force for the entire initial contract term. City reserves the right to exercise option year renewals in its sole discretion. Subsequent contract term extensions, if exercised by the City, are as follows:
• Option 1, if exercised, shall be effective July 1, 2028 through June 30, 2031.
Option year pricing shall be negotiated by the Parties prior to commencement of each additional three-year period. Negotiated price adjustments will be made in accordance with and shall not exceed the percentage of change in the United States Bureau of Labor Statistics Consumer Price Index “All Urban Consumers for Riverside, California, Area (CPI-U), not seasonally adjusted, for the most recent twelve (12) months for which statistics are available. This method of price adjustment shall apply to each extension period exercised. Option years shall become effective only upon issuance by the City of a duly authorized Purchase Order.
Increases in labor costs subject to mandated prevailing wage or minimum wage increases during any contract extension term must be supported, at time of contract negotiation, with documentation from the appropriate entity enforcing the increase in labor costs. Consultants must provide labor cost increases to the City a minimum of thirty (30) days in advance of contract or amendment term end date.
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EXHIBIT “C”
COMPENSATION
Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth herein.
CONSULTANT RATES
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DATE: 03/18/2026
TO: Honorable Mayor and City Council Members
Honorable President and Board Members
FROM: Utilities Department
2026-96
REQUEST FOR CITY COUNCIL AND
CORONA UTILITY AUTHORITY ACTION
SUBJECT:
MAINTENANCE AND GENERAL SERVICES AGREEMENTS WITH CRITTER GITTERS PEST MANAGEMENT, INC. AND HERITAGE CUSTOM LANDSCAPE, INC. FOR WILD
PIG DEPREDATION SERVICES
EXECUTIVE SUMMARY:
This staff report asks the City Council to approve Maintenance and General Services Agreements with Critter Gitters Pest Management, Inc., and Heritage Custom Landscapes, Inc. for wild pig depredation services as part of the Utilities Department’s inkind services in lieu of lease payments for the property leased from the Army Corps of Engineers at 2205 Railroad Street.
RECOMMENDED ACTION:
That the City Council:
a. Authorize award of RFP 26-023MB to Critter Gitters Pest Management, Inc. , and Heritage Custom Landscapes, Inc. in the amount of $150,000 each per year for two years for the wild pig depredation project.
b. Authorize the City Manager, or his designee, to negotiate and execute the Maintenance/General Services Agreements with Heritage Custom Landscapes, Inc. in the amount of $150,000 per year for initial contract term ending February 29, 2028, with one optional one-year renewal, including any non-substantive extensions, change orders, purchase orders, and amendments up to the amount authorized by Corona Municipal Code Section 3.08.060(H), which is equivalent to 10% or $15,000 per contract.
c. Authorize the City Manager, or his designee, to negotiate and execute the Maintenance/General Services Agreements with Critter Getters Pest Management, Inc. in the amount of $150,000 per year for initial contract term ending February 29, 2028, with one optional one-year renewal, including any nonsubstantive extensions, change orders, purchase orders, and amendments up to the amount authorized by Corona Municipal Code Section 3.08.060(H), which is equivalent to 10% or $15,000 per contract.
That the Corona Utility Authority review, ratify, and, to the extent necessary, direct that the City Council take the above actions.
BACKGROUND & HISTORY:
On January 4, 2023, City Council approved the easement agreement between the Army Corps of Engineers (ACOE) and City of Corona for Water Reclamation Facility No. 1 (WRF1) located at 2250 Railroad Street in the Prado Dam Flood Control Basin. The 35- year easement (through September 27, 2057) was renewed for $11,453,000 to allow the City of Corona to continue operating WRF1. The easement was fully executed by the ACOE on January 19, 2023. Under the terms of the easement, the Utilities Department is responsible for conducting in-kind services and completing projects identified and approved by the ACOE within 7 years.
Following execution of the easement agreement, ACOE and Utilities Department staff met to identify and prioritize projects to be completed beginning in Fiscal Year 2023-24.
As part of this effort, ACOE requested the implementation of wild pig depredation services within the non-leased portions of the Prado Basin to address environmental damage and ongoing operational concerns associated with feral pig activity. Under the terms of the easement agreement, in which ACOE identifies the projects, and the City of Corona carries them out, the City began a competitive procurement process for these services at ACOE's request.
ANALYSIS:
On December 30, 2025, the Purchasing Division issued Request for Proposal (RFP) Feral Pig Depredation Project – Corona WRF 1 Lease In-Kind Services RFP 023, following Section 3.08.110 Non-Public Projects formal bidding procedure and the City’s purchasing policy. The RFP was published on the City’s bidding portal, PlanetBids. A total of 111 registered vendors were notified through PlanetBids. Seven (7) vendors downloaded the RFP documents. Seven (7) proposals were received through the PlanetBids bidding service by the proposal due date of January 20, 2026, from the following vendors:
After initial evaluations, four vendors were invited for an in-person interview based on their proposal ranking by the raters.
Following the evaluation of the proposals and interviews with each bidder, Heritage Custom Landscapes, Inc. (HCL) and Critter Gitters Pest Management, Inc. (Critter Gitters), were selected as the recommended contractors for the project. Their proposals demonstrated superior technical expertise, extensive experience in conducting feral pig trapping and depredation services, and a cost-effective approach submitted with their proposal. Additionally, their proposed methodologies incorporate humane trapping practices, strategic placement of baited corral and cage traps, use of remote monitoring technology, and adaptive management techniques to improve capture success rates while minimizing impacts to non-target species and surrounding habitats, which are critical to achieving the project’s objectives.
The costs per task related to the feral pig depredation activities submitted by Critter Gitters are outlined as follows:
Line Item Description Cost Unit
Initial Costs
1 Mobilization (not to exceed 5%) / site
assessment $6,000 LS
Trap Costs
2 Trap/trap deployment/trap monitoring $1,000 Trap
Pig Removal Costs
3 Carcass removal/disposal $250 Carcass
4 Pig processing (for consumption) $300 Pig
Vendor Location Rank
Critters Gitters Pest Management, Inc. Lakeside, CA 1
Heritage Custom Landscapes, Inc. Rancho
Cucamonga,
CA
2 Integrated Pest Control Management Ontario, CA 3
Allied Pest Control Corona, CA 4
Salute to Service Wildlife Ontario, CA 5
Wildlife Innovations Lakeside, CA 6
Akela Pest Control Riverside, CA 7
Labor Costs
5 Field technician $115 Hour
6 Administrative $80 Hour
Equipment, Material and Supplies Cost
7 Equipment, materials, and supplies $25,000 LS
The estimated costs per task related to the feral pig depredation activities submitted by HCL are outlined as follows:
Line Item Description Cost Unit
Initial Costs
1 Mobilization (not to exceed 5%) / site
assessment $25,000 LS
Trap Costs
2 Trap/ trap deployment/trap monitoring $1,200 Trap
Pig Removal Costs
3 Carcass removal/disposal $200 Pig
4 Pig processing (for consumption) $700 Pig
Labor Costs
5 Field technician $140 Hour
6 Administrative $140 Hour
Equipment, Material and Supplies Cost
7 Caterpillar 305CR Excavator, $600
Rental/$350 Transportation $950 Day
8 Cracked Corn in 50lb bags $40 Bag
Staff recommends that the City Council approve Maintenance/General Services Agreements with Critter Gitters and HCL to conduct feral pig depredation services for $150,000 each per year. Staff believes this contract is in the best interest of the City.
FINANCIAL IMPACT:
Funding for the recommended actions is available in the Water Reclamation Facility No. 1 Lease Operating and Maintenance Project No. 77640 within the Sewer Utility Fund 572 ENVIRONMENTAL ANALYSIS:
This action is exempt pursuant to Section 15061(b)(3) of the Guidelines for the California Environmental Quality Act (CEQA), which states that a project is exempt from CEQA if the activity is covered by the common sense exemption that CEQA applies only to projects that have the potential for causing a significant effect on the environment. Where
it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. This action involves pig depredation and there is no possibility that approving this project will have a significant effect on the environment. Therefore, no environmental analysis is required.
PREPARED BY: AFTAB HUSSAIN, ASSISTANT UTILITIES DIRECTOR REVIEWED BY: TOM MOODY, UTILITIES DIRECTOR
ATTACHMENTS:
1. Exhibit 1 – MGSA Critter Gitters Pest Management, Inc.
2. Exhibit 2 – MGSA Heritage Custom Landscapes, Inc.
CITY OF CORONA
MAINTENANCE/GENERAL SERVICES AGREEMENT
WITH CRITTER GITTERS PEST MANAGEMENT, INC.
(FERAL PIG DEPREDATION - CORONA WRF 1 LEASE IN-KIND SERVICES RFP 26- 023MB)
1. PARTIES AND DATE.
This Agreement is made and entered into this _______ day of __________________, 2026 by (“Effective Date”) by and between the City of Corona, a municipal corporation organized under the laws of the State of California with its principal place of business at 400 South Vicentia Avenue, Corona, California 92882 (“City”) and Critter Gitters Pest Management, Inc. a California Corporation with its principal place of business at 9816 Vine Street, Suite A, Lakeside, CA 92040 (“Contractor”). City and Contractor are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement.
2. RECITALS.
2.1 Contractor.
Contractor desires to perform and assume responsibility for the provision of certain maintenance or other general services required by the City on the terms and conditions set forth in this Agreement. Contractor represents that it is experienced in providing feral pig depredation, for in-kind services required for the U.S Army Corps of Engineers to public clients, that it and its employees or subcontractors have all necessary licenses and permits to perform the Services in the State of California, and that is familiar with the plans of City.
Contractor shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior written approval of City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement.
2.2 Project.
City desires to engage Contractor to render such services for the Feral Pig Depredation - Corona WRF 1 Lease In-kind Services RFP 26-023MB project (“Project”) as set forth in this Agreement.
2.3 Corona Utility Authority.
Contractor understands that the City has entered into a Water Enterprise Management Agreement and a Wastewater Enterprise Management Agreement, both dated as of February 6, 2002, with the Corona Utility Authority (“CUA”) for the maintenance, management and operation of those utility systems (collectively, the “CUA Management Agreements”). To the extent that this Agreement is deemed to be a "material contract" under either of the CUA Management Agreements, City enters into this Agreement on behalf of the CUA and subject to the terms of the applicable CUA Management Agreement(s).
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3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Contractor promises and agrees to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional feral pig depredation maintenance or other general services necessary for the Project (“Services”). The Services are more particularly described in Exhibit “A” attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations.
3.1.2 Term. The term of this Agreement shall be from
_______________________, 2026 to February 29, 2028 (“Term”), unless earlier terminated as provided herein. Contractor shall complete the Services within the Term of this Agreement and shall meet any other established schedules and deadlines. The Parties may, by mutual, written consent, extend the Term of this Agreement one or more times by executing a written amendment pursuant to Section 3.5.8 below (each a “Renewal Term”). The terms “Term” and “Renewal Term” may sometimes be generally and collectively referred to as “Term” in this Agreement.
3.2 Responsibilities of Contractor.
3.2.1 Control and Payment of Subordinates; Independent Contractor. The Services shall be performed by Contractor or under its supervision. Contractor will determine the means, methods and details of performing the Services subject to the requirements of this Agreement. City retains Contractor on an independent contractor basis and not as an employee.
Contractor retains the right to perform similar or different services for others during the Term of this Agreement. Any additional personnel performing the Services under this Agreement on behalf of Contractor shall also not be employees of City and shall at all times be under Contractor’s exclusive direction and control. Contractor shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Contractor shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers’ compensation insurance.
3.2.2 Schedule of Services. Contractor shall perform the Services within the Term of this Agreement, in accordance with the Schedule of Services set forth in Exhibit “B” attached hereto and incorporated herein by reference, and in accordance with any other completion schedule or milestones which may be separately agreed upon in writing by the Parties. Contractor represents that it has the professional and technical personnel required to perform the Services in conformance with such conditions. In order to facilitate Contractor’s conformance with the Schedule, City shall respond to Contractor’s submittals in a timely manner. Upon request of City, Contractor shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services.
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3.2.3 Conformance to Applicable Requirements. All Services performed by Contractor shall be subject to the approval of City.
3.2.4 City’s Representative. The City hereby designates Tom Moody, Utilities Director or his or her designee, to act as its representative for the performance of this Agreement (“City’s Representative”). City’s Representative shall have the power to act on behalf of the City for all purposes under this Agreement. Contractor shall not accept direction or orders from any person other than the City’s Representative or his or her designee.
3.2.5 Contractor’s Representative. Contractor hereby designates David Bertram, or his or her designee, to act as its representative for the performance of this Agreement (“Contractor’s Representative”). Contractor’s Representative shall have full authority to represent and act on behalf of the Contractor for all purposes under this Agreement.
The Contractor’s Representative shall supervise and direct the Services, using his best skill and attention, and shall be responsible for all means, methods, techniques, sequences and procedures and for the satisfactory coordination of all portions of the Services under this Agreement.
3.2.6 Coordination of Services. Contractor agrees to work closely with City staff in the performance of Services and shall be available to City’s staff, consultants and other staff at all reasonable times.
3.2.7 Standard of Care; Performance of Employees. Contractor shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Contractor represents and maintains that it is skilled in the professional calling necessary to perform the Services. Contractor agrees that all employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. Finally, Contractor represents that it, its employees and subcontractors shall have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, including a City Business License, and that such licenses and approvals shall be maintained throughout the Term of this Agreement. As provided for in the indemnification provisions of this Agreement, Contractor shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Contractor’s failure to comply with the standard of care provided for herein. Any employee of the Contractor or its sub-contractors who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Contractor and shall not be re-employed to perform any of the Services or to work on the Project.
3.2.8 Disputes. Should any dispute arise respecting the true value of any work done, of any work omitted, or of any extra work which Contractor may be required to do, or respecting the size of any payment to Contractor during the performance of this Contract, Contractor shall continue to perform the Work while said dispute is decided by the City. If Contractor disputes the City’s decision, Contractor shall have such remedies as may be provided by law.
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3.2.9 Laws and Regulations; Employee/Labor Certifications. Contractor shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal/OSHA requirements, and shall give all notices required by law. Contractor shall be liable for all violations of such laws and regulations in connection with Services. If the Contractor performs any work or Services knowing them to be contrary to such laws, rules and regulations and without giving written notice to the City, Contractor shall be solely responsible for all costs arising therefrom. City is a public entity of the State of California subject to certain provisions of the Health & Safety Code, Government Code, Public Contract Code, and Labor Code of the State. It is stipulated and agreed that all provisions of the law applicable to the public contracts of a municipality are a part of this Contract to the same extent as though set forth herein and will be complied with. These include but are not limited to the payment of prevailing wages, the stipulation that eight (8) hours' labor shall constitute a legal day's work and that no worker shall be permitted to work in excess of eight (8) hours during any one calendar day except as permitted by law. Contractor shall defend, indemnify and hold City, its officials, directors, officers, employees and agents free and harmless, pursuant to the indemnification provisions of this Agreement, from any claim or liability arising out of any failure or alleged failure to comply with such laws, rules or regulations.
3.2.9.1 Employment Eligibility; Contractor. By executing this Agreement, Contractor verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time. Such requirements and restrictions include, but are not limited to, examination and retention of documentation confirming the identity and immigration status of each employee of the Contractor. Contractor also verifies that it has not committed a violation of any such law within the five (5) years immediately preceding the date of execution of this Agreement and shall not violate any such law at any time during the Term of the Agreement. Contractor shall avoid any violation of any such law during the Term of this Agreement by participating in an electronic verification of work authorization program operated by the United States Department of Homeland Security, by participating in an equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, or by some other legally acceptable method. Contractor shall maintain records of each such verification and shall make them available to the City or its representatives for inspection and copy at any time during normal business hours. The City shall not be responsible for any costs or expenses related to Contractor’s compliance with the requirements provided for in Section 3.2.9 or any of its sub-sections.
3.2.9.2 Employment Eligibility; Subcontractors, Sub-subcontractors and Consultants. To the same extent and under the same conditions as Contractor, Contractor shall require all of its subcontractors, sub-subcontractors and consultants performing any work or Services relating to the Project or this Agreement to make the same verifications and comply with all requirements and restrictions provided for in Section 3.2.9.1.
3.2.9.3 Employment Eligibility; Failure to Comply. Each person executing this Agreement on behalf of Contractor verifies that they are a duly authorized officer of Contractor, and understands that any of the following shall be grounds for the City to terminate the Agreement for cause: (1) failure of Contractor or its subcontractors, subDocusign Envelope ID: 0E305A5A-06C9-46D1-AABF-97EEBB81E833 Docusign Envelope ID: FF0E8AAA-FCBC-4F6C-B6FD-42B44DD51DEC
subcontractors or consultants to meet any of the requirements provided for in Sections 3.2.9.1 or
3.2.9.2; (2) any misrepresentation or material omission concerning compliance with such requirements (including in those verifications provided to the Contractor under Section 3.2.9.2); or (3) failure to immediately remove from the Project any person found not to be in compliance with such requirements.
3.2.9.4 Labor Certification. By its signature hereunder, Contractor certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Workers’ Compensation or to undertake self-insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Services.
3.2.9.5 Equal Opportunity Employment. Contractor represents that it is an equal opportunity employer and it shall not discriminate against any subconsultant, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Contractor shall also comply with all relevant provisions of City’s Minority Business Enterprise program, Affirmative Action Plan or other related programs or guidelines currently in effect or hereinafter enacted.
3.2.9.6Air Quality. Contractor must fully comply with all applicable laws, rules and regulations in furnishing or using equipment and/or providing services, including, but not limited to, emissions limits and permitting requirements imposed by the South Coast Air Quality Management District (SCAQMD) and/or California Air Resources Board (CARB).
Although the SCAQMD and CARB limits and requirements are more broad, Contractor shall specifically be aware of their application to "portable equipment", which definition is considered by SCAQMD and CARB to include any item of equipment with a fuel-powered engine.
Contractor shall indemnify City against any fines or penalties imposed by SCAQMD, CARB, or any other governmental or regulatory agency for violations of applicable laws, rules and/or regulations by Contractor, its subcontractors, or others for whom Contractor is responsible under its indemnity obligations provided for in this Agreement.
Contractor shall comply, and shall ensure all subcontractors comply, with all applicable requirements of the most current version of the regulations imposed by CARB including, without limitation, all applicable terms of Title 13, California Code of Regulations Division 3, Chapter 9 and all pending amendments (“Regulation”).
Throughout the Project, and for three (3) years thereafter, Contractor shall make available for inspection and copying any and all documents or information associated with Contractor’s and its subcontractors’ fleets including, without limitation, the Certificates of Reported Compliance (“CRCs”), fuel/refueling records, maintenance records, emissions records, and any other information the Contractor is required to produce, keep or maintain pursuant to the Regulation upon two (2) calendar days’ notice from the City.
Contractor shall be solely liable for any and all costs associated with compliance with the Regulation as well as for any and all penalties, fines, damages, or costs associated with any and all violations, or failures to comply with the Regulation. Contractor shall Docusign Envelope ID: 0E305A5A-06C9-46D1-AABF-97EEBB81E833 Docusign Envelope ID: FF0E8AAA-FCBC-4F6C-B6FD-42B44DD51DEC
defend, indemnify and hold harmless the City, its officials, officers, employees and authorized volunteers free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Regulation.
3.2.10 Insurance.
3.2.10.1 Time for Compliance. Promptly following the Effective Date of this Agreement, but in no event before Contractor commences any Services under this Agreement, Contractor shall provide evidence satisfactory to the City that it has secured all insurance required under this section. Failure to provide and maintain all required insurance shall be grounds for the City to terminate this Agreement for cause.
3.2.10.2 Minimum Requirements. Contractor shall, at its expense, procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the Agreement by the Contractor, its agents, representatives, employees or subcontractors.
Contractor shall also require all of its subcontractors to procure and maintain the same insurance for the duration of the Agreement. Such insurance shall meet at least the following minimum levels of coverage:
(A) Minimum Scope of Insurance. Coverage shall be at least as broad as the latest version of the following: (1) General Liability: Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001); (2) Automobile Liability:
Insurance Services Office Business Auto Coverage form number CA 0001, code 1 (any auto), or if Contractor has no owned autos, Code 8 (hired) and 9 (non-owned); and (3) Workers’ Compensation and Employer’s Liability: Workers’ Compensation insurance as required by the State of California and Employer’s Liability Insurance. (B) Minimum Limits of Insurance. Contractor shall maintain limits no less than: (1) General Liability: $1,000,000 per occurrence for bodily injury, personal injury, advertising injury and property damage. If Commercial General Liability Insurance or other form with general aggregate limit is used including, but not limited to, form CG 2503, either the general aggregate limit shall apply separately to this Agreement/location or the general aggregate limit shall be twice the required occurrence limit; (2) Automobile Liability:
$1,000,000 per accident for bodily injury and property damage; and (3) Workers’ Compensation and Employer’s Liability: Workers’ Compensation limits as required by the Labor Code of the State of California. Employer’s Liability limits of $1,000,000 per accident for bodily injury or disease.
3.2.10.3 Insurance Endorsements. The insurance policies shall contain or be endorsed (amended) to include the following provisions:
(A) General Liability. The general liability policy shall state that: (1) the City, its directors, officials, officers, employees, agents, and volunteers shall be covered as additional insured with respect to liability arising out of work or operations performed by or on behalf of the Contractor, including materials, parts or equipment furnished in connection therewith (the endorsement form shall be at least as broad as ISO Form CG 20 10 11 85 or both CG 20 37 and one of the following: CG 20 10, CG 20 26, CG 20 33 or CG 20 38); and (2) the insurance coverage shall be primary insurance coverage as respects the City, its Docusign Envelope ID: 0E305A5A-06C9-46D1-AABF-97EEBB81E833 Docusign Envelope ID: FF0E8AAA-FCBC-4F6C-B6FD-42B44DD51DEC
directors, officials, officers, employees, agents, and volunteers (the endorsement form shall be at least as broad as ISO CG 20 01 04 13). Any insurance or self-insurance maintained by the City, its directors, officials, officers, employees, agents, and volunteers shall be excess of the Contractor’s insurance and shall not be called upon to contribute with it in any way. (B) Waiver of Subrogation – Workers’ Compensation and
Employer’s Liability Coverage. The insurer shall agree to waive all rights of subrogation against the City, its directors, officials, officers, employees, agents, and volunteers for losses paid under the terms of the insurance policy which arise from work or Services performed by the Contractor.
(C) All Coverages. If Contractor maintains broader coverage and/or higher limits than the minimums shown above, the City is entitled to the broader coverage and/or higher limits maintained by Contractor. Thus, any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
3.2.10.4 Other Provisions; Endorsements Preferred. Contractor shall endeavor to provide endorsements regarding the following provisions, but nonetheless understands, acknowledges and agrees that the following provisions shall apply and that failure to comply shall be considered to be a breach of this Agreement by Contractor:
(A) Waiver of Subrogation – All Other Policies. Contractor hereby waives all rights of subrogation any insurer of Contractor’s may acquire against the City, its directors, officials, officers, employees, agents, and volunteers for losses paid under the terms of any insurance policy which arise from work or Services performed by the Contractor.
Contractor understands, acknowledges and agrees that this provision is in full force and effect even if the City does not receive a waiver of subrogation endorsement from the insurer. (B) Notice. Contractor shall either: (1) require its insurer to provide thirty (30) days prior written notice to the City before coverage is suspended, voided, or canceled; or (2) notify City in writing that such notice is not available and forward any notice of such actions to the City within two (2) business days from date of receipt by Contractor.
Contractor understands, acknowledges and agrees that this provision is in full force and effect even if the City does not receive a waiver of subrogation endorsement from the insurer.
3.2.10.5 Claims Made Policies. The following provisions shall apply to all policies that provide coverage on a claims-made basis: (A) the retroactive date must be shown and must be before the date on which any Services under this Agreement commence; (B) the insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the Project; and (C) if coverage is canceled or not renewed and is not replaced with another claims-made policy with a retroactive date prior to the date on which any Services under this Agreement commence, Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of Project.
3.2.10.6 Deductibles and Self-Insurance Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the Contractor to provide proof of ability to pay losses and related investigation, Docusign Envelope ID: 0E305A5A-06C9-46D1-AABF-97EEBB81E833 Docusign Envelope ID: FF0E8AAA-FCBC-4F6C-B6FD-42B44DD51DEC
claims administration and defense expenses within the deductible or self-insured retention. The deductible or self-insured retention may be satisfied by either the named insured or the City.
3.2.10.7 Acceptability of Insurers. Unless under the circumstances a different rating is otherwise acceptable to the City in its sole and absolute discretion, insurance is to be placed with insurers which are satisfactory to the City and which meet either of the following criteria : (1) an insurer with a current A.M. Best’s rating no less than A-:VII and licensed as an admitted insurance carrier in California; or (2) an insurer with a current A.M.
Best’s rating no less than A-:X and authorized to issue the required policies in California.
3.2.10.8 Verification of Coverage. Contractor shall furnish City with original certificates of insurance, as well as amendatory endorsements or copies of the applicable policy language effecting coverage required by this Agreement. All documents must be received and approved by the City before any Services commence; provided, however, that failure to obtain the required documents prior to the commencement of Services shall not waive Contractor’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, at any time.
3.2.10.9 Reporting of Claims. Contractor shall report to the City, in addition to Contractor’s insurer, any and all insurance claims submitted by Contractor in connection with the Services under this Agreement.
3.2.10.10 Sub-Contractors. All subcontractors shall comply with each and every insurance provision of this Section 3.2.10. Contractor shall therefore not allow any subcontractor to commence work on any subcontract to perform any part of the Services until it has provided evidence satisfactory to the City that the subcontractor has secured all insurance required under this Agreement.
3.2.10.11 Special Risk or Circumstances. The City reserves the right, in its sole and absolute discretion, to modify the requirements of this Section 3.2.10, including limits, based on any of the following: (A) the nature of the risk of the Services; (B) the prior experience of the insured; (C) the rating or other quality or characteristic of the insurer; (D) any special or unique coverage issues; and (E) any other special or unique circumstances.
3.2.11 Safety. Contractor shall execute and maintain its work and Services so as to avoid injury or damage to any person or property. In carrying out its Services, the Contractor shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the Services and the conditions under which the Services are to be performed.
3.2.12 Bonds.
3.2.12.1 Performance Bond. If required by law or otherwise specifically requested by City in Exhibit “C” attached hereto and incorporated herein by reference, Contractor shall execute and provide to City concurrently with this Agreement a Performance Bond in the amount of the Total Compensation indicated in this Agreement, and in a form provided or approved by the City. If such bond is required, no payment will be made to Contractor until it has been received and approved by the City.
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3.2.12.2 Payment Bond. If required by law or otherwise specifically requested by City in Exhibit “C” attached hereto and incorporated herein by reference, Contractor shall execute and provide to City concurrently with this Agreement a Payment Bond in the amount of the Total Compensation indicated in this Agreement, and in a form provided or approved by the City. If such bond is required, no payment will be made to Contractor until it has been received and approved by the City.
3.2.12.3 Bond Provisions. Should, in City’s sole opinion, any bond become insufficient, or any surety be found to be unsatisfactory, Contractor shall renew or replace the affected bond within 10 days of receiving notice from City. In the event the surety or Contractor intends to reduce or cancel any required bond, at least thirty (30) days prior written notice shall be given to the City, and Contractor shall post acceptable replacement bonds at least ten (10) days prior to expiration of the original bonds. No further payments shall be deemed due or will be made under this Agreement until any replacement bonds required by this section are accepted by the City. To the extent, if any, that the Total Compensation is increased in accordance with the Agreement, the Contractor shall, upon request of the City, cause the amount of the bonds to be increased accordingly and shall promptly deliver satisfactory evidence of such increase to the City. To the extent available, the bonds shall further provide that no change or alteration of the Agreement (including, without limitation, an increase in the Total Compensation, as referred to above), extensions of time, or modifications of the time, terms, or conditions of payment to the Contractor, will release the surety. If the Contractor fails to furnish any required bond, the City may terminate this Agreement for cause.
3.2.12.4 Surety Qualifications. The bonds must be provided by a surety which is satisfactory to the City and which meets either of the following criteria: (1) a surety with a current A.M. Best’s rating no less than A-:VII and licensed as an admitted surety insurer in California; or (2) a surety with a current A.M. Best’s rating no less than A-:X and authorized to issue the required bonds in California. If a surety does not meet these requirements, the insurer will be considered qualified if it is in conformance with Section 995.660 of the California Code of Civil Procedure, and proof of such is provided to the City.
3.2.13 Accounting Records. Contractor shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Contractor shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement.
3.3 Fees and Payments.
3.3.1 Rates & Total Compensation. Contractor shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit “C” attached hereto and incorporated herein by reference. The total compensation, including authorized reimbursements, shall not exceed One Hundred and Fifty Thousand Dollars ($150,000.00) (“Total Compensation”) per fiscal year, without written Docusign Envelope ID: 0E305A5A-06C9-46D1-AABF-97EEBB81E833 Docusign Envelope ID: FF0E8AAA-FCBC-4F6C-B6FD-42B44DD51DEC
approval of City’s Representative. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement.
3.3.2 Payment of Compensation. Contractor shall submit to City a monthly itemized statement which indicates work completed and hours of Services rendered by Contractor. The statement shall describe the amount of Services and supplies provided since the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the statement. City shall, within 30 days of receiving such statement, review the statement and pay all approved charges thereon.
3.3.3 Reimbursement for Expenses. Contractor shall not be reimbursed for any expenses unless authorized in writing by City.
3.3.4 Extra Work. At any time during the Term of this Agreement, City may request that Contractor perform Extra Work. As used herein, “Extra Work” means any work which is determined by City to be necessary for the proper completion of the Project, but which the Parties did not reasonably anticipate would be necessary at the execution of this Agreement.
Contractor shall not perform, nor be compensated for, Extra Work without written authorization from City’s Representative.
3.3.5 Prevailing Wages. Contractor is aware of the requirements of Chapter 1 (beginning at Section 1720 et seq.) of Part 7 of Division 2 of the California Labor Code, as well as Title 8, Section 16000 et seq. of the California Code of Regulations (“Prevailing Wage Laws”), which require the payment of prevailing wage rates and the performance of other requirements on “public works” and “maintenance” projects. If the Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the Total Compensation is $1,000 or more, Contractor and its subcontractors shall fully comply with the Prevailing Wage Laws for their employees and any others to whom such laws are applicable. Contractor and its subcontractors shall also be responsible for any and all violations and fines imposed on them pursuant to the Prevailing Wage Laws. Pursuant to SB 854, which amended the Prevailing Wage Laws, this Agreement would also be subject to compliance monitoring and enforcement by the California Department of Industrial Relations (“DIR”). Beginning April 1, 2015, no contractor or subcontractor may be awarded this Agreement unless registered with the DIR pursuant to Labor Code Section 1725.5. The City will report all necessary agreements to the DIR as required by the Prevailing Wage Laws. Contractor shall make copies of the prevailing rates of per diem wages for each craft, classification or type of worker needed to execute the Services available to interested parties upon request and shall post copies at the Contractor’s principal place of business and at the Project site. It is most efficient for the Contractor to obtain a copy of the prevailing wages in effect at the commencement of this Agreement from the website of the Division of Labor Statistics and Research of the DIR located at www.dir.ca.gov/dlsr/. In the alternative, Contractor may obtain a copy of the prevailing wages from the City’s Representative. Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
3.3.6 Apprenticeable Crafts. If the Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, Docusign Envelope ID: 0E305A5A-06C9-46D1-AABF-97EEBB81E833 Docusign Envelope ID: FF0E8AAA-FCBC-4F6C-B6FD-42B44DD51DEC
Contractor shall comply with the provisions of Section 1777.5 of the California Labor Code with respect to the employment of properly registered apprentices upon public works when Contractor employs workmen in an apprenticeable craft or trade. The primary responsibility for compliance with said section for all apprenticeable occupations shall be with Contractor.
3.4 Termination of Agreement.
3.4.1 Grounds for Termination. City may, by written notice to Contractor, terminate the whole or any part of this Agreement at any time and without cause by giving written notice to Contractor of such termination, and specifying the effective date thereof, at least seven (7) days before the effective date of such termination. Upon termination, Contractor shall be compensated only for those Services which have been adequately rendered to City, as well as any authorized reimbursable expenses, and Contractor shall be entitled to no further compensation. Contractor may not terminate this Agreement except for cause.
3.4.2 Effect of Termination. If this Agreement is terminated as provided herein, City may require Contractor to provide all finished or unfinished Documents and Data and other information of any kind prepared by Contractor in connection with the performance of Services under this Agreement. Contractor shall be required to provide such document and other information within fifteen (15) days of the request.
3.4.3 Additional Services. In the event this Agreement is terminated in whole or in part as provided herein, City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated.
3.5 General Provisions.
3.5.1 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective Parties at the following address, or at such other address as the respective Parties may provide in writing for this purpose:
Contractor:
Critter Gitters Pest Management, Inc.
9816 Vine Street,
Suite A
Lakeside, CA 92040
Attn: David Bertram
City:
City of Corona
400 South Vicentia Avenue
Corona, CA 92882
Attn: Tom Moody, Utilities Department
Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the Party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service.
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3.5.2 Indemnification. To the fullest extent permitted by law, Contractor shall defend (with counsel of City’s choosing), indemnify and hold the City, its directors, officials, officers, employees, volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, to the extent arising out of, pertaining to, or incident to any alleged willful misconduct or negligent acts, errors or omissions of Contractor, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Contractor’s Services, the Project or this Agreement, including without limitation the payment of all settlement amounts, expert witness fees and attorneys fees and other related costs and expenses. Notwithstanding the foregoing, to the extent Contractor's Services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor. Contractor’s obligation to indemnify shall survive expiration or termination of this Agreement, and shall not be restricted to insurance proceeds, if any, received by the City, its directors, officials, officers, employees, agents, or volunteers.
3.5.3 Governing Law; Government Code Claim Compliance. This Agreement shall be governed by the laws of the State of California. Venue shall be in Riverside County. In addition to any and all contract requirements pertaining to notices of and requests for compensation or payment for extra work, disputed work, claims and/or changed conditions, Contractor must comply with the claim procedures set forth in Government Code Sections 900 et seq. prior to filing any lawsuit against the City. Such Government Code claims and any subsequent lawsuit based upon the Government Code claims shall be limited to those matters that remain unresolved after all procedures pertaining to extra work, disputed work, claims, and/or changed conditions have been followed by Contractor. If no such Government Code claim is submitted, or if any prerequisite contractual requirements are not otherwise satisfied as specified herein, Contractor shall be barred from bringing and maintaining a valid lawsuit against the City.
3.5.4 Time of Essence. Time is of the essence for each and every provision of this Agreement.
3.5.5 City’s Right to Employ Other Contractors. City reserves right to employ other contractors in connection with this Project.
3.5.6 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the parties.
3.5.6.1 Subcontractors; Assignment or Transfer. Contractor shall not subcontract any portion of the Services required under this Agreement, except as expressly authorized herein, without the prior written approval of the City. Subcontracts, if any, shall include a provision making them subject to all provisions of this Agreement. Contractor shall also not assign, hypothecate or transfer, either directly or by operation of law, this Agreement or any interest herein without the prior written consent of the City. Any attempt to subcontract or take any other action not authorized herein shall be null and void, and any subcontractors, assignees, hypothecates or transferees shall acquire no right or interest by reason of such action.
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3.5.6.2 Corona Utility Authority. To the extent that this Agreement is deemed to be a "material contract" under either of the CUA Management Agreements, Contractor has no right to terminate this Agreement, either with or without cause, based upon the existence or non-existence of either or both of the CUA Management Agreements. Therefore, if an applicable CUA Management Agreement expires or terminates for any reason, Contractor shall remain fully obligated to perform under this Agreement with the CUA or another third party contracted by the CUA for the maintenance, management and operation of the applicable utility system.
3.5.7 Construction; References; Captions. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days. All references to Contractor include all personnel, employees, agents, and subcontractors of Contractor, except as otherwise specified in this Agreement. All references to City include its elected officials, officers, employees, agents, and volunteers except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content or intent of this Agreement.
3.5.8 Amendment; Modification. No supplement, modification or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties.
3.5.9 Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel or otherwise.
3.5.10 No Third Party Beneficiaries. Except to the extent expressly provided for in Section 3.5.6, there are no intended third party beneficiaries of any right or obligation assumed by the Parties.
3.5.11 Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.
3.5.12 Prohibited Interests. Contractor maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Contractor, to solicit or secure this Agreement. Further, Contractor warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Contractor, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Contractor further agrees to file, or shall cause its employees or subcontractors to file, a Statement of Economic Interest with the City’s Filing Officer as required under state law in the performance of the Services. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the Term of this Agreement, no member, officer or employee Docusign Envelope ID: 0E305A5A-06C9-46D1-AABF-97EEBB81E833 Docusign Envelope ID: FF0E8AAA-FCBC-4F6C-B6FD-42B44DD51DEC
of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
3.5.13 Cooperation; Further Acts. The Parties shall fully cooperate with one another and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement.
3.5.14 Attorney’s Fees. If either Party commences an action against the other Party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing Party in such litigation shall be entitled to have and recover from the losing Party reasonable attorney’s fees and all other costs of such action.
3.5.15 Authority to Enter Agreement. Contractor has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party.
3.5.16 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original.
3.5.17 Entire Agreement. This Agreement contains the entire Agreement of the Parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings, or agreements. This Agreement may only be modified by a writing signed by both Parties.
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CITY’S SIGNATURE PAGE FOR
CITY OF CORONA
MAINTENANCE/GENERAL SERVICES AGREEMENT
WITH CRITTER GITTERS PEST MANAGEMENT, INC.
(FERAL PIG DEPREDATION PROJECT CORONA WRF 1 LEASE IN-KIND SERVICES – RFP 26-023MB)
IN WITNESS WHEREOF, the Parties have entered into this Agreement as of the date first written above.
CITY OF CORONA
By: _________________________
Tom Moody
Utilities Director
Reviewed By: _________________________
Aftab Hussain
Assistant Utilities Director
Reviewed By: _________________________
Nicole McDaniel
Assistant to the City Manager/Acting Purchasing Manager Attest: _________________________
Sylvia Edwards, City Clerk,
City of Corona, California
CONTRACTOR’S SIGNATURE PAGE FOR
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CITY OF CORONA
MAINTENANCE/GENERAL SERVICES AGREEMENT
WITH CRITTER GITTERS PEST MANAGEMENT, INC.
(FERAL PIG DEPREDATION PROJECT CORONA WRF 1 LEASE IN-KIND SERVICES – RFP 26-023MB)
IN WITNESS WHEREOF, the Parties have entered into this Agreement as of the date first written above.
CRITTER GITTERS PEST MANAGEMENT, INC.
a California corporation
By: _________________________
David Bertram
President
By: _________________________
Jonathan Bertram
Vice President/Secretary
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EXHIBIT “A”
SCOPE OF SERVICES
Contractor promises and agrees to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional feral pig depredation services necessary for the Project. The Services are more particularly described herein.
Contractor shall conduct feral pig trapping operations within the Prado Dam Flood Control Reservoir. The objective is to reduce feral pig impacts on public safety, habitat, infrastructure, and sensitive natural resources.
Scope of Work
1. Site Survey
Contractor shall conduct an initial site survey of the designated trap-eligible sites at the start of the contract in order to assess pig activity, travel corridors, habitat conditions, access points, and environmental constraints. Survey activities will continue on an as needed basis to determine site effectiveness and to reassess presence of feral pigs and to assess success of trapping efforts. The City will provide third party-collected aerial thermal imagery of the pig population in the Reservoir. All data gathered for this project will be the property of the City of Corona and may be used to advise adaptive management of the project plan.
2. Trap Needs Assessment
Contractor shall determine the number, type, and configuration of traps that will be necessary for successful and effective trapping endeavors. The contractor will be responsible for providing the City with a brief deployment plan prior to installation.
3. Trap Deployment and Management
Contractor shall be responsible for all aspects of trap operation including:
- Delivery of traps to the site(s) in a manner that prevents the destruction of the surrounding vegetation
- Installation and setup in approved assigned locations - Relocation of traps on an as need basis
- Maintenance which includes baiting, camera checks (if applicable), and functional inspections
- Operation of traps in a humane and effective manner
- Installation of traps may not hinder or alter existing vegetation, with the exception of light mowing of grasses, and no grading whatsoever of the landscape will be permissible. - All traps must be monitored on a regular basis to ensure the welfare of not only feral pigs but any other wildlife confined in the traps. In addition, Prolonged confinement of feral pigs and other wildlife must be prevented.
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- Off-highway vehicles (OHV) and trucks are permitted for the deployment and relocation of traps. The Contractor shall exercise due care when operating vehicles in areas containing tall, dry grasses to prevent ignition or fire hazards. - Contractor shall maintain all vehicles and equipment in good working order and in compliance with all applicable fire safety laws and regulations. Vehicles shall be equipped and operated in a manner that prevents ignition of dry vegetation, vehicles must stay on designated paths at all times.
- All vehicles and traps must be cleaned prior to deployment in an effort to avoid the spread of invasive plant species in the basin.
4. Timely Removal of Captured Pigs
Contractor shall timely dispatch pigs, ensuring that once the traps are active and pigs are captured, they are dispatched within 12 hours or before sunrise on the same evening they are trapped. Removal of dispatched pigs must also be conducted swiftly to prevent the attraction of carnivorous wildlife susceptible to becoming caught withing the traps. All dispatching and removal efforts must be consistent with humane standards and legal requirements and methods must comply with all applicable federal, state, and local regulations.
5. Carcass Disposal
Carcasses must not be disposed of in or around nearby creeks, streambeds, drainages, or wetlands. If the US Department of Food and Drug Agency approves the carcasses suitability for human consumption, the contractor may donate it to a charitable organization. In the case of charitable donations, if the carcass is to be donated to a charitable food bank the City reserves the right to inspect/verify all feral pig carcasses prior to delivery. Furthermore, the same terms apply for delivery of carcasses to rendering facilities. Contractors will be responsible for delivering the carcass to the aforementioned facilities with the appropriate equipment and within an appropriate amount of time to hold the meat to CDPH public health standards.
6. Notifications & Safety Compliance
Contractors must notify the Corona Police Department (PD) at least 24 hours prior to entering the Prado Basin for trapping activities. Disclosure of anticipated firearm use will be necessary.
Additionally, the method, location of use, and safety procedures correlated to the use of firearms must also be disclosed. If firearms are used they must be discharged during times of least public activities such as early in the morning and after dark, utilized at short range, and shot away from any trails or public areas. For depredation purposes, nonlead ammunition is required. The use of lead ammunition is prohibited.
7. Reporting requirements
All feral pigs taken or killed under Corona’s depredation permits must be reported through the California Department of Fish and Wildlife (CDFW) online “Wildlife Incident Reporting” system (https://apps.wildlife.ca.gov/wir). Depredation take reporting requires that, under a depredation permit, wild pigs must be reported monthly with no exception to zero animals being Docusign Envelope ID: 0E305A5A-06C9-46D1-AABF-97EEBB81E833 Docusign Envelope ID: FF0E8AAA-FCBC-4F6C-B6FD-42B44DD51DEC
taken that month within the reporting period. The contractor will be responsible for obtaining a depredation permit and will be responsible for reporting all take.
The contractor must also report to the City with:
- A monthly summary of pigs taken
- Trap locations and any adjustments
- Notes on feral pig activity patterns, issues encountered, and any recommended operational changes
8. Deliverables:
• Annual Survey Plan – Include a written description of the equipment and resources used for pig control.
• Monitoring – provide frequency of trap monitoring.
• Capture – Provide a written description for method of capture and method of dispatch used
• Feral Pigs Captured – Provide a table showing sex, reproductive status, weight, condition and how it was disposed
• Disposal – Provide a table showing location, date, weight • Donations – Provide the name and address of the charities receiving the pork donation. • Reporting – Submit all Deliverables by the 5th of every month, reporting on the prior month, to the City of Corona UD
• Monthly operational summary to the City
9. Assigned Sites:
A total of Twenty-Eight (28) designated sites shall be available for trap placement.
Contractor shall perform work only at the site(s) specially assigned by the Utilities Department during the kickoff meeting following award of the Contract by the Council.
The map below depicts all Twenty-Eight sites referenced in the RFP document.
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EXHIBIT “B”
SCHEDULE OF SERVICES
Contractor shall complete the Services within the Term of this Agreement and shall meet any other reasonable schedules and deadlines established by City’s Representative.
The initial contract term will be for approximately 2 years and shall be effective on or about March, 2026 through February 29, 2028.
Option 1, if exercised, shall be effective March 1, 2028 through February 28, 2029 Option year pricing shall be negotiated by the Parties prior to commencement of additional One (1) year period. Negotiated price adjustments will be made in accordance with and shall not exceed the percentage of change in the United States Bureau of Labor Statistics Consumer Price Index “All Urban Consumers for Riverside, California, Area (CPI-U), not seasonally adjusted, for the most recent twelve (12) months for which statistics are available. This method of price adjustment shall apply to each extension period exercised. Option years shall become effective only upon issuance by the City of a duly authorized Purchase Order.
.
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EXHIBIT “C”
COMPENSATION
Contractor shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth herein.
The Total Compensation shall not exceed $150,000 per fiscal year without authorized written approval of City’s Representative.
Line
Item Description Unit Cost
Initial Costs
1 Mobilization (not to exceed 5%) / site assessment LS $6,000 Trap Costs
2 Trap/ trap deployment/ trap monitoring Per trap $1,000 Pig Removal Costs
3 Carcass removal/disposal Per pig $250
4 Pig processing (for consumption) Per pig $300
Labor Costs
5 Field technician Per hour $115
6 Administrative Per hour $80
Equipment, Materials, and Supplies Costs
7 Equipment, Materials and Supply LS $25,000
Pursuant to Section 3.2.12 Bonds, payment and performance bonds will NOT be required.
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CITY OF CORONA
MAINTENANCE/GENERAL SERVICES AGREEMENT
WITH HERITAGE CUSTOM LANDSCAPES, INC.
(FERAL PIG DEPREDATION - CORONA WRF 1 LEASE IN-KIND SERVICES RFP 26- 023MB)
1. PARTIES AND DATE.
This Agreement is made and entered into this _______ day of __________________, 2026 by (“Effective Date”) by and between the City of Corona, a municipal corporation organized under the laws of the State of California with its principal place of business at 400 South Vicentia Avenue, Corona, California 92882 (“City”) and Heritage Custom Landscapes, Inc. a California Corporation with its principal place of business at 9967 Meadow Drive, Rancho Cucamonga, CA 91737-1691 (“Contractor”). City and Contractor are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement.
2. RECITALS.
2.1 Contractor.
Contractor desires to perform and assume responsibility for the provision of certain maintenance or other general services required by the City on the terms and conditions set forth in this Agreement. Contractor represents that it is experienced in providing feral pig depredation, for in-kind services required for the U.S Army Corps of Engineers to public clients, that it and its employees or subcontractors have all necessary licenses and permits to perform the Services in the State of California, and that is familiar with the plans of City.
Contractor shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior written approval of City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement.
2.2 Project.
City desires to engage Contractor to render such services for the Feral Pig Depredation - Corona WRF 1 Lease In-kind Services RFP 26-023MB project (“Project”) as set forth in this Agreement.
2.3 Corona Utility Authority.
Contractor understands that the City has entered into a Water Enterprise Management Agreement and a Wastewater Enterprise Management Agreement, both dated as of February 6, 2002, with the Corona Utility Authority (“CUA”) for the maintenance, management and operation of those utility systems (collectively, the “CUA Management Agreements”). To the extent that this Agreement is deemed to be a "material contract" under either of the CUA Management Agreements, City enters into this Agreement on behalf of the CUA and subject to the terms of the applicable CUA Management Agreement(s).
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3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Contractor promises and agrees to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional feral pig depredation maintenance or other general services necessary for the Project (“Services”). The Services are more particularly described in Exhibit “A” attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations.
3.1.2 Term. The term of this Agreement shall be from
_______________________, 2026 to February 29, 2028 (“Term”), unless earlier terminated as provided herein. Contractor shall complete the Services within the Term of this Agreement and shall meet any other established schedules and deadlines. The Parties may, by mutual, written consent, extend the Term of this Agreement one or more times by executing a written amendment pursuant to Section 3.5.8 below (each a “Renewal Term”). The terms “Term” and “Renewal Term” may sometimes be generally and collectively referred to as “Term” in this Agreement.
3.2 Responsibilities of Contractor.
3.2.1 Control and Payment of Subordinates; Independent Contractor. The Services shall be performed by Contractor or under its supervision. Contractor will determine the means, methods and details of performing the Services subject to the requirements of this Agreement. City retains Contractor on an independent contractor basis and not as an employee.
Contractor retains the right to perform similar or different services for others during the Term of this Agreement. Any additional personnel performing the Services under this Agreement on behalf of Contractor shall also not be employees of City and shall at all times be under Contractor’s exclusive direction and control. Contractor shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Contractor shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers’ compensation insurance.
3.2.2 Schedule of Services. Contractor shall perform the Services within the Term of this Agreement, in accordance with the Schedule of Services set forth in Exhibit “B” attached hereto and incorporated herein by reference, and in accordance with any other completion schedule or milestones which may be separately agreed upon in writing by the Parties. Contractor represents that it has the professional and technical personnel required to perform the Services in conformance with such conditions. In order to facilitate Contractor’s conformance with the Schedule, City shall respond to Contractor’s submittals in a timely manner. Upon request of City, Contractor shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services.
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3.2.3 Conformance to Applicable Requirements. All Services performed by Contractor shall be subject to the approval of City.
3.2.4 City’s Representative. The City hereby designates Tom Moody, Utilities Director or his or her designee, to act as its representative for the performance of this Agreement (“City’s Representative”). City’s Representative shall have the power to act on behalf of the City for all purposes under this Agreement. Contractor shall not accept direction or orders from any person other than the City’s Representative or his or her designee.
3.2.5 Contractor’s Representative. Contractor hereby designates Dan Peters, or his or her designee, to act as its representative for the performance of this Agreement (“Contractor’s Representative”). Contractor’s Representative shall have full authority to represent and act on behalf of the Contractor for all purposes under this Agreement. The Contractor’s Representative shall supervise and direct the Services, using his best skill and attention, and shall be responsible for all means, methods, techniques, sequences and procedures and for the satisfactory coordination of all portions of the Services under this Agreement.
3.2.6 Coordination of Services. Contractor agrees to work closely with City staff in the performance of Services and shall be available to City’s staff, consultants and other staff at all reasonable times.
3.2.7 Standard of Care; Performance of Employees. Contractor shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Contractor represents and maintains that it is skilled in the professional calling necessary to perform the Services. Contractor agrees that all employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. Finally, Contractor represents that it, its employees and subcontractors shall have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, including a City Business License, and that such licenses and approvals shall be maintained throughout the Term of this Agreement. As provided for in the indemnification provisions of this Agreement, Contractor shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Contractor’s failure to comply with the standard of care provided for herein. Any employee of the Contractor or its sub-contractors who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Contractor and shall not be re-employed to perform any of the Services or to work on the Project.
3.2.8 Disputes. Should any dispute arise respecting the true value of any work done, of any work omitted, or of any extra work which Contractor may be required to do, or respecting the size of any payment to Contractor during the performance of this Contract, Contractor shall continue to perform the Work while said dispute is decided by the City. If Contractor disputes the City’s decision, Contractor shall have such remedies as may be provided by law.
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3.2.9 Laws and Regulations; Employee/Labor Certifications. Contractor shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal/OSHA requirements, and shall give all notices required by law. Contractor shall be liable for all violations of such laws and regulations in connection with Services. If the Contractor performs any work or Services knowing them to be contrary to such laws, rules and regulations and without giving written notice to the City, Contractor shall be solely responsible for all costs arising therefrom. City is a public entity of the State of California subject to certain provisions of the Health & Safety Code, Government Code, Public Contract Code, and Labor Code of the State. It is stipulated and agreed that all provisions of the law applicable to the public contracts of a municipality are a part of this Contract to the same extent as though set forth herein and will be complied with. These include but are not limited to the payment of prevailing wages, the stipulation that eight (8) hours' labor shall constitute a legal day's work and that no worker shall be permitted to work in excess of eight (8) hours during any one calendar day except as permitted by law. Contractor shall defend, indemnify and hold City, its officials, directors, officers, employees and agents free and harmless, pursuant to the indemnification provisions of this Agreement, from any claim or liability arising out of any failure or alleged failure to comply with such laws, rules or regulations.
3.2.9.1 Employment Eligibility; Contractor. By executing this Agreement, Contractor verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time. Such requirements and restrictions include, but are not limited to, examination and retention of documentation confirming the identity and immigration status of each employee of the Contractor. Contractor also verifies that it has not committed a violation of any such law within the five (5) years immediately preceding the date of execution of this Agreement and shall not violate any such law at any time during the Term of the Agreement. Contractor shall avoid any violation of any such law during the Term of this Agreement by participating in an electronic verification of work authorization program operated by the United States Department of Homeland Security, by participating in an equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, or by some other legally acceptable method. Contractor shall maintain records of each such verification and shall make them available to the City or its representatives for inspection and copy at any time during normal business hours. The City shall not be responsible for any costs or expenses related to Contractor’s compliance with the requirements provided for in Section 3.2.9 or any of its sub-sections.
3.2.9.2 Employment Eligibility; Subcontractors, Sub-subcontractors and Consultants. To the same extent and under the same conditions as Contractor, Contractor shall require all of its subcontractors, sub-subcontractors and consultants performing any work or Services relating to the Project or this Agreement to make the same verifications and comply with all requirements and restrictions provided for in Section 3.2.9.1.
3.2.9.3 Employment Eligibility; Failure to Comply. Each person executing this Agreement on behalf of Contractor verifies that they are a duly authorized officer of Contractor, and understands that any of the following shall be grounds for the City to terminate the Agreement for cause: (1) failure of Contractor or its subcontractors, subDocusign Envelope ID: 18AA02FC-454F-4EFB-8435-9D892226423B Docusign Envelope ID: FF0E8AAA-FCBC-4F6C-B6FD-42B44DD51DEC
subcontractors or consultants to meet any of the requirements provided for in Sections 3.2.9.1 or
3.2.9.2; (2) any misrepresentation or material omission concerning compliance with such requirements (including in those verifications provided to the Contractor under Section 3.2.9.2); or (3) failure to immediately remove from the Project any person found not to be in compliance with such requirements.
3.2.9.4 Labor Certification. By its signature hereunder, Contractor certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Workers’ Compensation or to undertake self-insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Services.
3.2.9.5 Equal Opportunity Employment. Contractor represents that it is an equal opportunity employer and it shall not discriminate against any subconsultant, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Contractor shall also comply with all relevant provisions of City’s Minority Business Enterprise program, Affirmative Action Plan or other related programs or guidelines currently in effect or hereinafter enacted.
3.2.9.6Air Quality. Contractor must fully comply with all applicable laws, rules and regulations in furnishing or using equipment and/or providing services, including, but not limited to, emissions limits and permitting requirements imposed by the South Coast Air Quality Management District (SCAQMD) and/or California Air Resources Board (CARB).
Although the SCAQMD and CARB limits and requirements are more broad, Contractor shall specifically be aware of their application to "portable equipment", which definition is considered by SCAQMD and CARB to include any item of equipment with a fuel-powered engine.
Contractor shall indemnify City against any fines or penalties imposed by SCAQMD, CARB, or any other governmental or regulatory agency for violations of applicable laws, rules and/or regulations by Contractor, its subcontractors, or others for whom Contractor is responsible under its indemnity obligations provided for in this Agreement.
Contractor shall comply, and shall ensure all subcontractors comply, with all applicable requirements of the most current version of the regulations imposed by CARB including, without limitation, all applicable terms of Title 13, California Code of Regulations Division 3, Chapter 9 and all pending amendments (“Regulation”).
Throughout the Project, and for three (3) years thereafter, Contractor shall make available for inspection and copying any and all documents or information associated with Contractor’s and its subcontractors’ fleets including, without limitation, the Certificates of Reported Compliance (“CRCs”), fuel/refueling records, maintenance records, emissions records, and any other information the Contractor is required to produce, keep or maintain pursuant to the Regulation upon two (2) calendar days’ notice from the City.
Contractor shall be solely liable for any and all costs associated with compliance with the Regulation as well as for any and all penalties, fines, damages, or costs associated with any and all violations, or failures to comply with the Regulation. Contractor shall Docusign Envelope ID: 18AA02FC-454F-4EFB-8435-9D892226423B Docusign Envelope ID: FF0E8AAA-FCBC-4F6C-B6FD-42B44DD51DEC
defend, indemnify and hold harmless the City, its officials, officers, employees and authorized volunteers free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Regulation.
3.2.10 Insurance.
3.2.10.1 Time for Compliance. Promptly following the Effective Date of this Agreement, but in no event before Contractor commences any Services under this Agreement, Contractor shall provide evidence satisfactory to the City that it has secured all insurance required under this section. Failure to provide and maintain all required insurance shall be grounds for the City to terminate this Agreement for cause.
3.2.10.2 Minimum Requirements. Contractor shall, at its expense, procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the Agreement by the Contractor, its agents, representatives, employees or subcontractors.
Contractor shall also require all of its subcontractors to procure and maintain the same insurance for the duration of the Agreement. Such insurance shall meet at least the following minimum levels of coverage:
(A) Minimum Scope of Insurance. Coverage shall be at least as broad as the latest version of the following: (1) General Liability: Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001); (2) Automobile Liability:
Insurance Services Office Business Auto Coverage form number CA 0001, code 1 (any auto), or if Contractor has no owned autos, Code 8 (hired) and 9 (non-owned); and (3) Workers’ Compensation and Employer’s Liability: Workers’ Compensation insurance as required by the State of California and Employer’s Liability Insurance. (B) Minimum Limits of Insurance. Contractor shall maintain limits no less than: (1) General Liability: $1,000,000 per occurrence for bodily injury, personal injury, advertising injury and property damage. If Commercial General Liability Insurance or other form with general aggregate limit is used including, but not limited to, form CG 2503, either the general aggregate limit shall apply separately to this Agreement/location or the general aggregate limit shall be twice the required occurrence limit; (2) Automobile Liability:
$1,000,000 per accident for bodily injury and property damage; and (3) Workers’ Compensation and Employer’s Liability: Workers’ Compensation limits as required by the Labor Code of the State of California. Employer’s Liability limits of $1,000,000 per accident for bodily injury or disease.
3.2.10.3 Insurance Endorsements. The insurance policies shall contain or be endorsed (amended) to include the following provisions:
(A) General Liability. The general liability policy shall state that: (1) the City, its directors, officials, officers, employees, agents, and volunteers shall be covered as additional insured with respect to liability arising out of work or operations performed by or on behalf of the Contractor, including materials, parts or equipment furnished in connection therewith (the endorsement form shall be at least as broad as ISO Form CG 20 10 11 85 or both CG 20 37 and one of the following: CG 20 10, CG 20 26, CG 20 33 or CG 20 38); and (2) the insurance coverage shall be primary insurance coverage as respects the City, its Docusign Envelope ID: 18AA02FC-454F-4EFB-8435-9D892226423B Docusign Envelope ID: FF0E8AAA-FCBC-4F6C-B6FD-42B44DD51DEC
directors, officials, officers, employees, agents, and volunteers (the endorsement form shall be at least as broad as ISO CG 20 01 04 13). Any insurance or self-insurance maintained by the City, its directors, officials, officers, employees, agents, and volunteers shall be excess of the Contractor’s insurance and shall not be called upon to contribute with it in any way. (B) Waiver of Subrogation – Workers’ Compensation and
Employer’s Liability Coverage. The insurer shall agree to waive all rights of subrogation against the City, its directors, officials, officers, employees, agents, and volunteers for losses paid under the terms of the insurance policy which arise from work or Services performed by the Contractor.
(C) All Coverages. If Contractor maintains broader coverage and/or higher limits than the minimums shown above, the City is entitled to the broader coverage and/or higher limits maintained by Contractor. Thus, any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
3.2.10.4 Other Provisions; Endorsements Preferred. Contractor shall endeavor to provide endorsements regarding the following provisions, but nonetheless understands, acknowledges and agrees that the following provisions shall apply and that failure to comply shall be considered to be a breach of this Agreement by Contractor:
(A) Waiver of Subrogation – All Other Policies. Contractor hereby waives all rights of subrogation any insurer of Contractor’s may acquire against the City, its directors, officials, officers, employees, agents, and volunteers for losses paid under the terms of any insurance policy which arise from work or Services performed by the Contractor.
Contractor understands, acknowledges and agrees that this provision is in full force and effect even if the City does not receive a waiver of subrogation endorsement from the insurer. (B) Notice. Contractor shall either: (1) require its insurer to provide thirty (30) days prior written notice to the City before coverage is suspended, voided, or canceled; or (2) notify City in writing that such notice is not available and forward any notice of such actions to the City within two (2) business days from date of receipt by Contractor.
Contractor understands, acknowledges and agrees that this provision is in full force and effect even if the City does not receive a waiver of subrogation endorsement from the insurer.
3.2.10.5 Claims Made Policies. The following provisions shall apply to all policies that provide coverage on a claims-made basis: (A) the retroactive date must be shown and must be before the date on which any Services under this Agreement commence; (B) the insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the Project; and (C) if coverage is canceled or not renewed and is not replaced with another claims-made policy with a retroactive date prior to the date on which any Services under this Agreement commence, Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of Project.
3.2.10.6 Deductibles and Self-Insurance Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the Contractor to provide proof of ability to pay losses and related investigation, Docusign Envelope ID: 18AA02FC-454F-4EFB-8435-9D892226423B Docusign Envelope ID: FF0E8AAA-FCBC-4F6C-B6FD-42B44DD51DEC
claims administration and defense expenses within the deductible or self-insured retention. The deductible or self-insured retention may be satisfied by either the named insured or the City.
3.2.10.7 Acceptability of Insurers. Unless under the circumstances a different rating is otherwise acceptable to the City in its sole and absolute discretion, insurance is to be placed with insurers which are satisfactory to the City and which meet either of the following criteria : (1) an insurer with a current A.M. Best’s rating no less than A-:VII and licensed as an admitted insurance carrier in California; or (2) an insurer with a current A.M.
Best’s rating no less than A-:X and authorized to issue the required policies in California.
3.2.10.8 Verification of Coverage. Contractor shall furnish City with original certificates of insurance, as well as amendatory endorsements or copies of the applicable policy language effecting coverage required by this Agreement. All documents must be received and approved by the City before any Services commence; provided, however, that failure to obtain the required documents prior to the commencement of Services shall not waive Contractor’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, at any time.
3.2.10.9 Reporting of Claims. Contractor shall report to the City, in addition to Contractor’s insurer, any and all insurance claims submitted by Contractor in connection with the Services under this Agreement.
3.2.10.10 Sub-Contractors. All subcontractors shall comply with each and every insurance provision of this Section 3.2.10. Contractor shall therefore not allow any subcontractor to commence work on any subcontract to perform any part of the Services until it has provided evidence satisfactory to the City that the subcontractor has secured all insurance required under this Agreement.
3.2.10.11 Special Risk or Circumstances. The City reserves the right, in its sole and absolute discretion, to modify the requirements of this Section 3.2.10, including limits, based on any of the following: (A) the nature of the risk of the Services; (B) the prior experience of the insured; (C) the rating or other quality or characteristic of the insurer; (D) any special or unique coverage issues; and (E) any other special or unique circumstances.
3.2.11 Safety. Contractor shall execute and maintain its work and Services so as to avoid injury or damage to any person or property. In carrying out its Services, the Contractor shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the Services and the conditions under which the Services are to be performed.
3.2.12 Bonds.
3.2.12.1 Performance Bond. If required by law or otherwise specifically requested by City in Exhibit “C” attached hereto and incorporated herein by reference, Contractor shall execute and provide to City concurrently with this Agreement a Performance Bond in the amount of the Total Compensation indicated in this Agreement, and in a form provided or approved by the City. If such bond is required, no payment will be made to Contractor until it has been received and approved by the City.
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3.2.12.2 Payment Bond. If required by law or otherwise specifically requested by City in Exhibit “C” attached hereto and incorporated herein by reference, Contractor shall execute and provide to City concurrently with this Agreement a Payment Bond in the amount of the Total Compensation indicated in this Agreement, and in a form provided or approved by the City. If such bond is required, no payment will be made to Contractor until it has been received and approved by the City.
3.2.12.3 Bond Provisions. Should, in City’s sole opinion, any bond become insufficient, or any surety be found to be unsatisfactory, Contractor shall renew or replace the affected bond within 10 days of receiving notice from City. In the event the surety or Contractor intends to reduce or cancel any required bond, at least thirty (30) days prior written notice shall be given to the City, and Contractor shall post acceptable replacement bonds at least ten (10) days prior to expiration of the original bonds. No further payments shall be deemed due or will be made under this Agreement until any replacement bonds required by this section are accepted by the City. To the extent, if any, that the Total Compensation is increased in accordance with the Agreement, the Contractor shall, upon request of the City, cause the amount of the bonds to be increased accordingly and shall promptly deliver satisfactory evidence of such increase to the City. To the extent available, the bonds shall further provide that no change or alteration of the Agreement (including, without limitation, an increase in the Total Compensation, as referred to above), extensions of time, or modifications of the time, terms, or conditions of payment to the Contractor, will release the surety. If the Contractor fails to furnish any required bond, the City may terminate this Agreement for cause.
3.2.12.4 Surety Qualifications. The bonds must be provided by a surety which is satisfactory to the City and which meets either of the following criteria: (1) a surety with a current A.M. Best’s rating no less than A-:VII and licensed as an admitted surety insurer in California; or (2) a surety with a current A.M. Best’s rating no less than A-:X and authorized to issue the required bonds in California. If a surety does not meet these requirements, the insurer will be considered qualified if it is in conformance with Section 995.660 of the California Code of Civil Procedure, and proof of such is provided to the City.
3.2.13 Accounting Records. Contractor shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Contractor shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement.
3.3 Fees and Payments.
3.3.1 Rates & Total Compensation. Contractor shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit “C” attached hereto and incorporated herein by reference. The total compensation, including authorized reimbursements, shall not exceed One Hundred and Fifty Thousand Dollars ($150,000.00) (“Total Compensation”) per fiscal year, without written Docusign Envelope ID: 18AA02FC-454F-4EFB-8435-9D892226423B Docusign Envelope ID: FF0E8AAA-FCBC-4F6C-B6FD-42B44DD51DEC
approval of City’s Representative. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement.
3.3.2 Payment of Compensation. Contractor shall submit to City a monthly itemized statement which indicates work completed and hours of Services rendered by Contractor. The statement shall describe the amount of Services and supplies provided since the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the statement. City shall, within 30 days of receiving such statement, review the statement and pay all approved charges thereon.
3.3.3 Reimbursement for Expenses. Contractor shall not be reimbursed for any expenses unless authorized in writing by City.
3.3.4 Extra Work. At any time during the Term of this Agreement, City may request that Contractor perform Extra Work. As used herein, “Extra Work” means any work which is determined by City to be necessary for the proper completion of the Project, but which the Parties did not reasonably anticipate would be necessary at the execution of this Agreement.
Contractor shall not perform, nor be compensated for, Extra Work without written authorization from City’s Representative.
3.3.5 Prevailing Wages. Contractor is aware of the requirements of Chapter 1 (beginning at Section 1720 et seq.) of Part 7 of Division 2 of the California Labor Code, as well as Title 8, Section 16000 et seq. of the California Code of Regulations (“Prevailing Wage Laws”), which require the payment of prevailing wage rates and the performance of other requirements on “public works” and “maintenance” projects. If the Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the Total Compensation is $1,000 or more, Contractor and its subcontractors shall fully comply with the Prevailing Wage Laws for their employees and any others to whom such laws are applicable. Contractor and its subcontractors shall also be responsible for any and all violations and fines imposed on them pursuant to the Prevailing Wage Laws. Pursuant to SB 854, which amended the Prevailing Wage Laws, this Agreement would also be subject to compliance monitoring and enforcement by the California Department of Industrial Relations (“DIR”). Beginning April 1, 2015, no contractor or subcontractor may be awarded this Agreement unless registered with the DIR pursuant to Labor Code Section 1725.5. The City will report all necessary agreements to the DIR as required by the Prevailing Wage Laws. Contractor shall make copies of the prevailing rates of per diem wages for each craft, classification or type of worker needed to execute the Services available to interested parties upon request and shall post copies at the Contractor’s principal place of business and at the Project site. It is most efficient for the Contractor to obtain a copy of the prevailing wages in effect at the commencement of this Agreement from the website of the Division of Labor Statistics and Research of the DIR located at www.dir.ca.gov/dlsr/. In the alternative, Contractor may obtain a copy of the prevailing wages from the City’s Representative. Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
3.3.6 Apprenticeable Crafts. If the Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, Docusign Envelope ID: 18AA02FC-454F-4EFB-8435-9D892226423B Docusign Envelope ID: FF0E8AAA-FCBC-4F6C-B6FD-42B44DD51DEC
Contractor shall comply with the provisions of Section 1777.5 of the California Labor Code with respect to the employment of properly registered apprentices upon public works when Contractor employs workmen in an apprenticeable craft or trade. The primary responsibility for compliance with said section for all apprenticeable occupations shall be with Contractor.
3.4 Termination of Agreement.
3.4.1 Grounds for Termination. City may, by written notice to Contractor, terminate the whole or any part of this Agreement at any time and without cause by giving written notice to Contractor of such termination, and specifying the effective date thereof, at least seven (7) days before the effective date of such termination. Upon termination, Contractor shall be compensated only for those Services which have been adequately rendered to City, as well as any authorized reimbursable expenses, and Contractor shall be entitled to no further compensation. Contractor may not terminate this Agreement except for cause.
3.4.2 Effect of Termination. If this Agreement is terminated as provided herein, City may require Contractor to provide all finished or unfinished Documents and Data and other information of any kind prepared by Contractor in connection with the performance of Services under this Agreement. Contractor shall be required to provide such document and other information within fifteen (15) days of the request.
3.4.3 Additional Services. In the event this Agreement is terminated in whole or in part as provided herein, City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated.
3.5 General Provisions.
3.5.1 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective Parties at the following address, or at such other address as the respective Parties may provide in writing for this purpose:
Contractor:
Heritage Custom Landscapes Inc.
9967 Meadowood Dr.
Rancho Cucamonga, CA. 91737-1691
Attn: Dan Peters
City:
City of Corona
400 South Vicentia Avenue
Corona, CA 92882
Attn: Tom Moody, Utilities Department
Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the Party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service.
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3.5.2 Indemnification. To the fullest extent permitted by law, Contractor shall defend (with counsel of City’s choosing), indemnify and hold the City, its directors, officials, officers, employees, volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, to the extent arising out of, pertaining to, or incident to any alleged willful misconduct or negligent acts, errors or omissions of Contractor, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Contractor’s Services, the Project or this Agreement, including without limitation the payment of all settlement amounts, expert witness fees and attorneys fees and other related costs and expenses. Notwithstanding the foregoing, to the extent Contractor's Services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor. Contractor’s obligation to indemnify shall survive expiration or termination of this Agreement, and shall not be restricted to insurance proceeds, if any, received by the City, its directors, officials, officers, employees, agents, or volunteers.
3.5.3 Governing Law; Government Code Claim Compliance. This Agreement shall be governed by the laws of the State of California. Venue shall be in Riverside County. In addition to any and all contract requirements pertaining to notices of and requests for compensation or payment for extra work, disputed work, claims and/or changed conditions, Contractor must comply with the claim procedures set forth in Government Code Sections 900 et seq. prior to filing any lawsuit against the City. Such Government Code claims and any subsequent lawsuit based upon the Government Code claims shall be limited to those matters that remain unresolved after all procedures pertaining to extra work, disputed work, claims, and/or changed conditions have been followed by Contractor. If no such Government Code claim is submitted, or if any prerequisite contractual requirements are not otherwise satisfied as specified herein, Contractor shall be barred from bringing and maintaining a valid lawsuit against the City.
3.5.4 Time of Essence. Time is of the essence for each and every provision of this Agreement.
3.5.5 City’s Right to Employ Other Contractors. City reserves right to employ other contractors in connection with this Project.
3.5.6 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the parties.
3.5.6.1 Subcontractors; Assignment or Transfer. Contractor shall not subcontract any portion of the Services required under this Agreement, except as expressly authorized herein, without the prior written approval of the City. Subcontracts, if any, shall include a provision making them subject to all provisions of this Agreement. Contractor shall also not assign, hypothecate or transfer, either directly or by operation of law, this Agreement or any interest herein without the prior written consent of the City. Any attempt to subcontract or take any other action not authorized herein shall be null and void, and any subcontractors, assignees, hypothecates or transferees shall acquire no right or interest by reason of such action.
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3.5.6.2 Corona Utility Authority. To the extent that this Agreement is deemed to be a "material contract" under either of the CUA Management Agreements, Contractor has no right to terminate this Agreement, either with or without cause, based upon the existence or non-existence of either or both of the CUA Management Agreements. Therefore, if an applicable CUA Management Agreement expires or terminates for any reason, Contractor shall remain fully obligated to perform under this Agreement with the CUA or another third party contracted by the CUA for the maintenance, management and operation of the applicable utility system.
3.5.7 Construction; References; Captions. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days. All references to Contractor include all personnel, employees, agents, and subcontractors of Contractor, except as otherwise specified in this Agreement. All references to City include its elected officials, officers, employees, agents, and volunteers except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content or intent of this Agreement.
3.5.8 Amendment; Modification. No supplement, modification or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties.
3.5.9 Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel or otherwise.
3.5.10 No Third Party Beneficiaries. Except to the extent expressly provided for in Section 3.5.6, there are no intended third party beneficiaries of any right or obligation assumed by the Parties.
3.5.11 Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.
3.5.12 Prohibited Interests. Contractor maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Contractor, to solicit or secure this Agreement. Further, Contractor warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Contractor, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Contractor further agrees to file, or shall cause its employees or subcontractors to file, a Statement of Economic Interest with the City’s Filing Officer as required under state law in the performance of the Services. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the Term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
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3.5.13 Cooperation; Further Acts. The Parties shall fully cooperate with one another and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement.
3.5.14 Attorney’s Fees. If either Party commences an action against the other Party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing Party in such litigation shall be entitled to have and recover from the losing Party reasonable attorney’s fees and all other costs of such action.
3.5.15 Authority to Enter Agreement. Contractor has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party.
3.5.16 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original.
3.5.17 Entire Agreement. This Agreement contains the entire Agreement of the Parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings, or agreements. This Agreement may only be modified by a writing signed by both Parties.
[SIGNATURES ON NEXT 2 PAGES]
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CITY’S SIGNATURE PAGE FOR
CITY OF CORONA
MAINTENANCE/GENERAL SERVICES AGREEMENT
WITH HERITAGE CUSTOM LANDSCAPES, INC.
(FERAL PIG DEPREDATION PROJECT CORONA WRF 1 LEASE IN-KIND SERVICES – RFP 26-023MB)
IN WITNESS WHEREOF, the Parties have entered into this Agreement as of the date first written above.
CITY OF CORONA
By: _________________________
Tom Moody
Utilities Director
Reviewed By: _________________________
Aftab Hussain
Assistant Utilities Director
Reviewed By: _________________________
Nicole McDaniel
Assistant to the City Manager/Acting Purchasing Manager Attest: _________________________
Sylvia Edwards, City Clerk,
City of Corona, California
CONTRACTOR’S SIGNATURE PAGE FOR
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CITY OF CORONA
MAINTENANCE/GENERAL SERVICES AGREEMENT
WITH HERITAGE CUSTOM LANDSCAPES, INC.
(FERAL PIG DEPREDATION PROJECT CORONA WRF 1 LEASE IN-KIND SERVICES – RFP 26-023MB)
IN WITNESS WHEREOF, the Parties have entered into this Agreement as of the date first written above.
HERITAGE CUSTOM LANDSCAPES INC.
a California corporation
By: _________________________
Dan Peters
President/CEO
By: _________________________
Casey Peters
Secretary
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EXHIBIT “A”
SCOPE OF SERVICES
Contractor promises and agrees to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional feral pig depredation services necessary for the Project. The Services are more particularly described herein.
Contractor shall conduct feral pig trapping operations within the Prado Dam Flood Control Reservoir. The objective is to reduce feral pig impacts on public safety, habitat, infrastructure, and sensitive natural resources.
Scope of Work
1. Site Survey
Contractor shall conduct an initial site survey of the designated trap-eligible sites at the start of the contract in order to asses pig activity, travel corridors, habitat conditions, access points, and environmental constraints. Survey activities will continue on an as needed basis to determine site effectiveness and to reassess presence of feral pigs and to assess success of trapping efforts. The City will provide third-party-collected aerial thermal imagery of the pig population in the Reservoir. All data gathered for this project will be the property of the City of Corona and may be used to advise adaptive management of the project plan.
2. Trap Needs Assessment
Contractor shall determine the number, type, and configuration of traps that will be necessary for successful and effective trapping endeavors. The contractor will be responsible for providing the City with a brief deployment plan prior to installation.
3. Trap Deployment and Management
Contractor shall be responsible for all aspects of trap operation including:
- Delivery of traps to the site(s) in a manner that prevents the destruction of the surrounding vegetation
- Installation and setup in approved assigned locations - Relocation of traps on an as need basis
- Maintenance which includes baiting, camera checks (if applicable), and functional inspections
- Operation of traps in a humane and effective manner
- Installation of traps may not hinder or alter existing vegetation, with the exception of light mowing of grasses, and no grading whatsoever of the landscape will be permissible. - All traps must be monitored on a regular basis to ensure the welfare of not only feral pigs but any other wildlife confined in the traps. In addition, Prolonged confinement of feral pigs and other wildlife must be prevented.
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- Off-highway vehicles (OHV) and trucks are permitted for the deployment and relocation of traps. The Contractor shall exercise due care when operating vehicles in areas containing tall, dry grasses to prevent ignition or fire hazards. - Contractor shall maintain all vehicles and equipment in good working order and in compliance with all applicable fire safety laws and regulations. Vehicles shall be equipped and operated in a manner that prevents ignition of dry vegetation, vehicles must stay on designated paths at all times.
- All vehicles and traps must be cleaned prior to deployment in an effort to avoid the spread of invasive plant species in the basin.
4. Timely Removal of Captured Pigs
Contractor shall timely dispatch pigs, ensuring that once the traps are active and pigs are captured, they are dispatched within 12 hours or before sunrise on the same evening they are trapped. Removal of dispatched pigs must also be conducted swiftly to prevent the attraction of carnivorous wildlife susceptible to becoming caught withing the traps. All dispatching and removal efforts must be consistent with humane standards and legal requirements and methods must comply with all applicable federal, state, and local regulations.
5. Carcass Disposal
Carcasses must not be disposed of in or around nearby creeks, streambeds, drainages, or wetlands. If the US Department of Food and Drug Agency approves the carcasses suitability for human consumption, the contractor may donate it to a charitable organization. In the case of charitable donations, if the carcass is to be donated to a charitable food bank the City reserves the right to inspect/verify all feral pig carcasses prior to delivery. Furthermore, the same terms apply for delivery of carcasses to rendering facilities. Contractors will be responsible for delivering the carcass to the aforementioned facilities with the appropriate equipment and within an appropriate amount of time to hold the meat to CDPH public health standards.
6. Notifications & Safety Compliance
Contractors must notify the Corona Police Department (PD) at least 24 hours prior to entering the Prado Basin for trapping activities. Disclosure of anticipated firearm use will be necessary.
Additionally, the method, location of use, and safety procedures correlated to the use of firearms must also be disclosed. If firearms are used they must be discharged during times of least public activities such as early in the morning and after dark, utilized at short range, and shot away from any trails or public areas. For depredation purposes, nonlead ammunition is required. The use of lead ammunition is prohibited.
7. Reporting requirements
All feral pigs taken or killed under Corona’s depredation permits must be reported through the California Department of Fish and Wildlife (CDFW) online “Wildlife Incident Reporting” system (https://apps.wildlife.ca.gov/wir). Depredation take reporting requires that, under a depredation permit, wild pigs must be reported monthly with no exception to zero animals being taken that month within the reporting period. The contractor will be responsible for obtaining a depredation permit and will be responsible for reporting all take.
The contractor must also report to the City with:
- A monthly summary of pigs taken
- Trap locations and any adjustments
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- Notes on feral pig activity patterns, issues encountered, and any recommended operational changes
8. Deliverables:
• Annual Survey Plan – Include a written description of the equipment and resources used for pig control.
• Monitoring – provide frequency of trap monitoring.
• Capture – Provide a written description for method of capture and method of dispatch used
• Feral Pigs Captured – Provide a table showing sex, reproductive status, weight, condition and how it was disposed
• Disposal – Provide a table showing location, date, weight • Donations – Provide the name and address of the charities receiving the pork donation. • Reporting – Submit all Deliverables by the 5th of every month, reporting on the prior month, to the City of Corona UD
• Monthly operational summary to the City
9. Assigned Sites: A total of Twenty-Eight (28) designated sites shall be available for trap placement. Contractor shall perform work only at the site(s) specially assigned by the Utilities Department during the kickoff meeting following award of the Contract by the Council.
The map below depicts all Twenty-Eight sites referenced in the RFP document.
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EXHIBIT “B”
SCHEDULE OF SERVICES
Contractor shall complete the Services within the Term of this Agreement and shall meet any other reasonable schedules and deadlines established by City’s Representative.
The initial contract term will be for approximately 2 years and shall be effective on or about March, 2026 through February 29, 2028.
Option 1, if exercised, shall be effective March 1, 2028 through February 28, 2029 Option year pricing shall be negotiated by the Parties prior to commencement of additional One (1) year period. Negotiated price adjustments will be made in accordance with and shall not exceed the percentage of change in the United States Bureau of Labor Statistics Consumer Price Index “All Urban Consumers for Riverside, California, Area (CPI-U), not seasonally adjusted, for the most recent twelve (12) months for which statistics are available. This method of price adjustment shall apply to each extension period exercised. Option years shall become effective only upon issuance by the City of a duly authorized Purchase Order.
.
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EXHIBIT “C”
COMPENSATION
Contractor shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth herein.
The Total Compensation shall not exceed $150,000 per fiscal year without authorized written approval of City’s Representative.
Line
Item Description Unit Cost
Initial Costs
1 Mobilization (not to exceed 5%) / site assessment LS $25,000 Trap Costs
3 Trap/ trap deployment/ trap monitoring Per trap $1,200 Pig Removal Costs
4 Carcass removal/disposal Per pig $200
5 Pig processing (for consumption) Per pig $700
Labor Costs
6 Field technician Per hour $140
7 Administrative Per hour $140
Equipment, Materials, and Supplies Costs
8 Caterpillar 305CR Excavator, $600 Rental/$350
Transportation, Cracked Corn 50lbs bags LS
$950
Pursuant to Section 3.2.12 Bonds, payment and performance bonds will NOT be required.
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DATE: 03/18/2026
TO: Honorable Mayor and City Council Members
FROM: Public Works Department
2026-89
REQUEST FOR CITY COUNCIL ACTION
SUBJECT:
PURCHASE PLAYGROUND EQUIPMENT AND SHADE STRUCTURES FROM
LANDSCAPE STRUCTURES FOR THE GRIFFIN PARK RENOVATION PHASE II
PROJECT
EXECUTIVE SUMMARY:
This staff report asks the City Council to award a contract with Landscape Structures for the purchase of playground equipment and shade structures at Griffin Park.
RECOMMENDED ACTION:
That the City Council:
a. Authorize the City Manager, or his designee, to execute the attached sales quotations 1197121-01-02 with Landscape Structures in the total amount of $172,908.
b. Authorize the City Manager, or his designee, to negotiate and execute nonsubstantive extensions, amendments, and change orders up to 10% or $17,291. c. Authorize the City Manager, or his designee, to issue a Purchase Order to Landscape Structures in the amount of $172,908.
d. Make a determination under Corona Municipal Code Section 3.08.125(A) that competitive bidding has been satisfied based upon the reasons provided in the “Basis for Determination of Competitive Bidding” section of this report.
BACKGROUND & HISTORY:
Griffin Park, located at 2804 Griffin Way in Corona, is a 13-acre site that recently reopened with limited amenities after being closed for nearly thirty years. The park has undergone a series of phased improvements in response to evolving community needs and citywide strategic objectives. Originally closed in 2008 due to budget constraints, the park’s reopening and subsequent enhancements have been shaped by extensive public engagement, site assessments, and alignment with the City’s Parks and Recreation Master Plan.
Community input, gathered through meetings and surveys, consistently emphasized the importance of accessible, safe, and shaded recreational spaces, particularly for families and children. This feedback informed prioritization of new amenities, including the integration of modern playground equipment and shade structures, to address both comfort and safety concerns for park users. Given that much of the park is underdeveloped, the proposed Griffin Park Renovation Phase II Improvements Project, funded by the California Office of Grants and Local Services, was created to install these amenities.
ANALYSIS:
The proposed purchase of playground equipment and shade structures is designed to provide shade and a nature-inspired playground. The conceptual rendering of the shade structure and playground is shown in Exhibit 3. The shade structure is designed to provide sufficient shade for residents using the outdoor equipment and to offer children a playground environment while preserving the park’s natural feel.
BASIS FOR DETERMINATION OF COMPETITIVE BIDDING
The Public Works Department is requesting to utilize Landscape Structures to purchase equipment for this project pursuant to Corona Municipal Code (CMC) Section
3.08.125(A), based upon competitive bidding already being completed. “When the purchasing agent and authorized contracting party, with the approval of the City Manager, determines that:
(1) A competitive bid procedure has been conducted by another public agency, including, but not limited to, another local agency, the state, through the California Multiple Award Schedule (CMAS), the federal government, through the General Services Administration (GSA), the U.S. Communities Government Purchasing Alliance, or the Western States Contracting Alliance (WSCA); and (2) The price to the city is equal to or better than the price to that public agency.” The pricing provided by Landscape Structures is Sourcewell pricing, based on Contract Number 101625-LSI. Sourcewell is the largest cooperative purchasing organization for public sector procurement. Their cooperative contracts are “Procurement conducted by,
or on behalf of, one or more Public Procurement Units” as defined by the American Bar Association Model Procurement Code for State and Local Governments. Sourcewell's analysts streamline the procurement process by developing RFPs and IFBs for national, competitive solicitations that meet or exceed many local requirements. The Sourcewell Contract number 101625 - LSI is between Sourcewell, a Minnesota service located at 202 12th Street Northeast, Staples, MN 56479 (Sourcewell), and Landscape Structures Inc., 601 7th Street S., Delano, MN 55328 (Supplier).
Sourcewell Contract Number 101625-LSI was awarded from a competitive solicitation conducted by the State of Minnesota local government, on Oct 16, 2025, for playground equipment, outdoor fitness equipment, site accessories, surfacing, and related products under RFP #101625. The RFP was sent on August 28, 2025, and 64 companies submitted proposals by the October 16, 2025, due date and time. As a result of the evaluation process, Landscape Structures was awarded the contract.
Based on the analysis, the staff recommends purchasing the playground equipment for the Griffin Park Renovation Phase II Project from Landscape Structures and executing the sales quotation for $172,908. Purchasing the equipment in advance and through Sourcewell eliminates the contractor’s standard 15% markup and reduces the costs by 6%-8% compared to purchasing directly from the manufacturer.
FINANCIAL IMPACT:
Funding for the recommended actions is available in the Griffin Park Renovation Phase II Project, Capital Improvement Project No. FC-2023-11 within the Reimbursement Grant Fund 480. The project is funded by the California Office of Grants and Local Services (OGALS) grant, with total funding of $1,865,627 and an available balance of $ 1,697,067, which is sufficient to cover the recommended actions.
ENVIRONMENTAL ANALYSIS:
This action is categorically exempt based on CEQA Guidelines Section 15301 (Existing Facilities) and Section 15303 (New Construction or Conversion of Small Structures), which provide categorical exemptions for projects involving minor alterations to existing public facilities and the installation of small new structures, provided there is no significant expansion of use. A Notice of Exemption has also been filed with Riverside County which specifically identifies the installation of shade structures and related park amenities as qualifying activities under these provisions. This action involves purchasing playground and shade structure equipment for an undeveloped area within the existing facility.
PREPARED BY: EDGAR RODRIGUEZ, ASSISTANT PROJECT MANAGER REVIEWED BY: SAVAT KHAMPHOU, PUBLIC WORKS DIRECTOR
ATTACHMENTS:
1. Exhibit 1- Location Map
2. Exhibit 2- Agreement
3. Exhibit 3- Renderings
CITY OF CORONA
PUBLIC WORKS DEPARTMENT
VICTORIA PARK SPLASHPAD
PROJECT NO FC-2023-12
EXHIBIT 1 – LOCATION MAP
PROJECT LOCATION
Griffin Park Phase II Capital Improvement FC-2023-11
Project Location
Customer Information
CONTACT:
PHONE
FAX: F.O.B.
email: FREIGHT
SHIP TO:
Maintenance
Kit/Info ? TERMS (Subject To Credit Approval By LSI)
BILL TO: SHIPPING TIME
We are pleased to submit this proposal to supply the following items:
QTY ITEM NO. DESCRIPTION UNIT WT UNIT PRICE WEIGHT
1 1197121-01-02 111,848.10 - $ 111,848.10
- $ -
- $ (8,947.85)
- $ -
- $ -
- $ -
- $ -
- $ -
- $ -
Total Weight -
ORDER ONLY UPON APPROVAL BY LANDSCAPE STRUCTURES, INC. CUSTOMER SUBTOTAL MATERIAL $ 102,900.25 RECEIPT OF AN ORDER ACKNOWLEDGEMENT CONSTITUTES SUCH APPROVAL.
INSTALLATION Not Included
ACCEPTED BY CUSTOMER DATE
FREIGHT $ 7,200.00
PRINT NAME
1/27/2026 8.75% SALES TAX $ 9,003.77
PROPOSED BY LSI REPRESENTATIVE DATE
TOTAL $ 119,104.02
PRINT NAME
Taxable: Freight Installation
Standard Terms and Conditions for Installation Apply
SIGNATURE BELOW ACCEPTING THIS PROPOSAL WILL CONSTITUTE A PURCHASE
EXTENDED AMT
Project Name: GRIFFIN PARK - Corona - LSI PLAY ONLY
LSI Freestanding Play
Includes Adventurescape, log steppers
peak rock, log crawl, balance beam
Steve Hunt
8% Sourcewell Discount
Net 30 days upon credit approv., deposit may be required 8 to 10 Weeks ARO
Pricing Good for 60 days from Date of Proposal
City of Corona
562 431-3538 #300 Destination
PROPOSAL
Sourcewell Contract No. 101625-LSI
Prepaid Collect
ALL PURCHASE ORDERS, CONTRACTS, AND
CHECKS TO BE MADE OUT TO:
LANDSCAPE STRUCTURES, INC.
601 7TH STREET SOUTH
DELANO, MN 55328 U.S.A.
763-972-3391 800-328-0035
Fax: 763-972-3185
Customer Information
CONTACT:
PHONE
FAX: F.O.B.
email: FREIGHT
SHIP TO:
Maintenance
Kit/Info ? TERMS (Subject To Credit Approval By LSI)
BILL TO: SHIPPING TIME
We are pleased to submit this proposal to supply the following items:
QTY ITEM NO. DESCRIPTION UNIT WT UNIT PRICE WEIGHT
1 1197121-01-02 47,506.50 - $ 47,506.50
- $ -
- $ (2,850.39)
- $ -
- $ -
- $ -
- $ -
- $ -
- $ -
Total Weight -
ORDER ONLY UPON APPROVAL BY LANDSCAPE STRUCTURES, INC. CUSTOMER SUBTOTAL MATERIAL $ 44,656.11 RECEIPT OF AN ORDER ACKNOWLEDGEMENT CONSTITUTES SUCH APPROVAL.
INSTALLATION Not Included
ACCEPTED BY CUSTOMER DATE
FREIGHT $ 5,240.00
PRINT NAME
1/27/2026 8.75% SALES TAX $ 3,907.41
PROPOSED BY LSI REPRESENTATIVE DATE
TOTAL $ 53,803.52
PRINT NAME
Taxable: Freight Installation
Steve Hunt
Standard Terms and Conditions for Installation Apply
SIGNATURE BELOW ACCEPTING THIS PROPOSAL WILL CONSTITUTE A PURCHASE 6% Sourcewell Discount
EXTENDED AMT
Project Name: GRIFFIN PARK - Corona - LSI SHADE ONLY
LSI Skyways Shade
skyways cantiliver shades (4) 16'x16'
shade engineering/calcs
Net 30 days upon credit approv., deposit may be required 8 to 10 Weeks ARO
Pricing Good for 60 days from Date of Proposal
City of Corona
562 431-3538 #300 Destination
PROPOSAL
Sourcewell Contract No. 101625-LSI
Prepaid Collect
ALL PURCHASE ORDERS, CONTRACTS, AND
CHECKS TO BE MADE OUT TO:
LANDSCAPE STRUCTURES, INC.
601 7TH STREET SOUTH
DELANO, MN 55328 U.S.A.
763-972-3391 800-328-0035
Fax: 763-972-3185
June 22nd – 2 PM
Shade Studies
July 15th – 2 PM
June 22nd – 2 PM
July 15th – 2 PM
7
August 15th – 2 PM
Shade Studies
September 22nd – 2 PM
August 15th – 2 PM
September 22nd – 2 PM
8
Conceptual Renderings
9
Conceptual Renderings
10
Conceptual Renderings
11
Conceptual Renderings
12
DATE: 03/18/2026
TO: Honorable Mayor and City Council Members
Honorable President and Board Members
FROM: Utilities Department
2026-97
REQUEST FOR CITY COUNCIL AND
CORONA UTILITY AUTHORITY ACTION
SUBJECT:
UPDATE ON EMERGENCY SEWER MAIN LINE AND PARKING LOT REPAIRS AT 3915 GREEN RIVER ROAD
EXECUTIVE SUMMARY:
This staff report provides the City Council with an update on contracted emergency repairs for a sewer main line running through the property at 3915 Green River Road.
RECOMMENDED ACTION:
That the City Council receive and file the update to contracted emergency sewer main line and parking lot repairs at 3915 Green River Road.
That the Corona Utility Authority review, ratify, and to the extent necessary, direct the City Council to take the above actions.
BACKGROUND & HISTORY:
During a routine preventive maintenance inspection on December 5, 2025, the Utilities Department (UD) identified required repairs to a sewer main line behind the commercial property at 3915 Green River Road. UD, in coordination with our Sewer Main Rehabilitation Services contractor, Sancon Technologies (Sancon), developed a plan to
install Cured-In-Place Pipe (CIPP) to complete the repair. UD and Sancon initiated the scheduled maintenance project on February 11, 2026.
During pre-lining preparation of the pipe, which included hydrowashing, a preconstruction Closed-Circuit Television (CCTV) inspection, and other setup activities, the pre-inspection video showed that the liner was failing and that dirt was collapsing into the sewer line due to severe corrosion. Sancon confirmed advanced corrosion at the crown of the existing 10-inch ductile iron pipe and that the exterior liner was actively collapsing into the line after hydrowashing and recommended terminating hydrowashing to prevent further collapse of the pipe. After further analysis and confirmation that soil was pressing the exterior liner in, it was determined that a 55-foot segment of pipe was too damaged to complete CIPP lining, and immediate pipe replacement of the affected segment would be required.
The severity of the damage presented an imminent risk of a total sewer main collapse, particularly given the forecasted rainfall for the following week. This degradation required an immediate emergency response to prevent potential sewer overflows and environmental contamination. Due to the technical requirements of the repair, which involved excavating to approximately 30 feet, UD’s contractor required significant working space for heavy machinery and material transport. Consequently, these essential operations fully restricted access to the CubeSmart Self Storage facility from the afternoon of Wednesday, February 11, 2026, through Sunday morning, February 15, 2026.
On March 4, 2026, the City Council was formally notified of the contracted emergency repairs for the sewer main line running through the property at 3915 Green River Road, pursuant to Corona Municipal Code (CMC) Section 3.08.130(A).
ANALYSIS:
Due to the emergency nature of the situation, staff contacted one of the City’s On-Call Contractors, Augustine General Engineering, Inc., who is experienced in sewer main repairs and equipped to respond to a repair and excavation of this magnitude. Augustine General Engineering. Inc. was selected based on their immediate availability, ability to mobilize resources, possession of the proper excavation equipment, and experience with similar emergency repairs at this depth and proximity to the railroad tracks. The scope of work was as follows:
Trenched 5- to 8-feet wide, 28-to-30 feet deep, and 50-to-60 feet long to access the damaged 10-inch Ductile Iron Pipe Gravity Sewer Main Line Installed approximately 55 linear feet of 10-inch SDR-35 sewer pipe Removed and reinstalled an 18-inch Storm Drain concrete lateral Placed 60 tons of gravel
Backfilled the excavated area with 550-to-600 tons of Class II Base Placed 15 tons of temporary asphalt cold mix
Sancon conducted a CCTV reinspection of the new main line and installed CIPP lining, per their original scope, for the remaining sections of the line, thereby ensuring the
structural integrity and proper flow of the sewer main in that area. Augustine General Engineering, Inc., placed temporary asphalt, and UD will be requesting quotes for the final trench pavement restoration. RE Chaffee Construction, Inc., hauled away the project spoils, which were temporarily stored on City property near Palisades and Green River Road.
UD is in the process of bidding the trench and pavement restoration to repair the parking lot at 3915 Green River Road. UD will bring forth, at a future City Council meeting, details regarding the total costs incurred for the repair of the sewer main, remediation, and restoration, including detailed cost information for labor, materials, and equipment.
BASIS FOR EXCEPTION TO COMPETITIVE BIDDING:
An exception to competitive bidding was warranted for this action pursuant to Corona Municipal Code (CMC) Section 3.08.130(A), which states as follows:
(A) Emergencies. In situations determined by the City Manager to constitute an emergency for a public project pursuant to § 22035 of the Act and Cal. Public Contract Code § 22050. The City Council hereby delegates to the City Manager the power to declare a public emergency and take any directly related and immediate action required by the emergency, up to a total of $500,000, pursuant to § 22035 of the Act and Cal.
Public Contract Code § 22050. Emergency expenditures of more than $500,000 shall first be approved by the City Council. Work shall be performed without the benefit of competitive bidding, either formal or informal, only so long as necessary under those sections.
For projects of more than the amount provided for in § 22032(a) of the Act (currently $75,000), a report on the emergency and work performed shall be provided at the next regular meeting of the City Council, and then at every meeting thereafter required by § 22050. At such meetings, the City Council shall determine, by a four-fifths vote, that there is a need to continue the action without the benefit of informal or formal competitive bidding in accordance with § 22035 of the Act and Cal. Public Contract Code § 22050.
The City Council shall terminate the emergency action at the earliest possible date that conditions warrant, so that the remainder of the emergency action may be completed pursuant to a formal bidding procedure.
Staff believes this situation meets the definition of an emergency, as the immediate repair of the damaged sewer main line and parking lot repairs at 3915 Green River Road were essential to prevent a sanitary sewer overflow and to restore the affected parking lot as soon as possible, limiting the impact on the business.
FINANCIAL IMPACT:
Funding for the recommended action is available in the Sewer Line Infrastructure Operating and Maintenance Project No. 71950 within the Sewer Utility Fund 572.
ENVIRONMENTAL ANALYSIS:
This action is categorically exempt pursuant to Section 15302 (c) of the Guidelines for the California Environmental Quality Action (CEQA), which states that “operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use beyond that existing at the time of the CEQA determination” and is therefore exempt from CEQA. This action involves repairs to existing infrastructure to maintain public health and safety. Therefore, is exempt from the requirements of CEQA, and no environmental analysis is required.
PREPARED BY: ERIN KUNKLE, MAINTENANCE MANAGER
REVIEWED BY: TOM MOODY, UTILITIES DIRECTOR
DATE: 03/18/2026
TO: Honorable Mayor and City Council Members
FROM: City Manager’s Office – City Clerk
2026-85
REQUEST FOR CITY COUNCIL ACTION
SUBJECT:
RESOLUTION APPROVING THE UPDATED CITY-WIDE RECORDS RETENTION
SCHEDULE
EXECUTIVE SUMMARY:
This staff report asks the City Council to approve the annual update of the City-wide Records Retention Schedule to facilitate document management and specify the times and circumstances at which City Departments may purge obsolete physical and electronic records legally and efficiently.
RECOMMENDED ACTION:
That the City Council adopt Resolution No. 2026-016, approving the updated City-wide Records Retention Schedule.
BACKGROUND & HISTORY:
The City Council previously adopted the City-wide records retention schedules for the City of Corona (City) on August 21, 2024. Government Code Section 34090 provides a process whereby any City record which has served its purpose is no longer required or is not classified as a “permanent record” may be destroyed as long as the destruction of said records follows a transparent statutory process and will not interfere with the services and functions of the City. Making periodic updates to a public agency’s records retention in an open setting serves two purposes. First, the records retention schedule informs the public, staff, and public officials of the City’s requirements for records management and lawful destruction. Second, an update like this provides a rational and responsible way to
maintain critical documents while purging and streamlining the agencies’ files of nonessential paperwork.
ANALYSIS:
The updated Records Retention Schedule, included as Exhibit A to Resolution No. 2026- 016, applies to all Departments and functions and denotes the retention requirements and timeframes for each record series based on state, federal, and other minimum requirements of applicable law, as well as each Department’s administrative, operational, historical, and reference needs. Each Department has approved the associated citations and references. In some cases, the City has opted to retain records for a longer period of time than required by state or federal law. In no instance has the City opted to retain a record for a shorter period of time than required by law. In all cases, the minimum time period for retention under Government Code Section 34090 is two years.
The retention schedules were written interactively with representatives from all Departments participating in the project. They provide clear, specific record descriptions and retention periods and apply current law to the management of City records.
The following schedules were updated:
1. Fire Department
2. Human Resources
3. Information Technology
4. Legal and Risk Management
5. Police Department
6. Planning and Development Department
FINANCIAL IMPACT:
There is no financial impact associated with the recommended action.
ENVIRONMENTAL ANALYSIS:
This action is exempt pursuant to Section 15061(b)(3) of the Guidelines for the California Environmental Quality Act (CEQA), which states that a project is exempt from CEQA if the activity is covered by the commonsense exemption that CEQA applies only to projects that have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have significant effect on the environment, the activity is not subject to CEQA. This action is to adopt a City-wide Records Retention Schedules. There is no possibility that this action will have a significant effect on the environment. Therefore, no environmental analysis is required.
PREPARED BY: SYLVIA EDWARDS, CITY CLERK
REVIEWED BY: JUSTIN TUCKER, ASSISTANT CITY MANAGER
ATTACHMENTS:
1. Exhibit 1 – Updated Citywide Retention Schedules
2. Exhibit 2 – Resolution No. 2026-016
HOW TO USE RETENTION SCHEDULES
©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.
The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained.
Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required.
The term “records” shall include all records as defined by the California Public Records Act.
STRUCTURE: CITY-WIDE, DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record.
Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.)
BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free office space and computer storage space
• Reduce the cost of records storage – paper and electronic • Eliminate duplication of effort within the City
• Find records faster
• Determine what media should be used to store records
AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records):
Destruction or deletion of an official (original) record that has exceeded its retention period (and has SUBSTANTIVE CONTENT) must be authorized prior to destruction or deletion. • If there is a minimum retention (“Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record.
Copies, drafts, notes and non-records (or originals that do NOT have SUBSTANTIVE CONTENT) do NOT require authorization, and can be destroyed “When No Longer Required.” If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive.
On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).”
RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.
Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the “Destroy Paper after Imaged & QC’d” below for the Legal Requirements for the electronic record to be the official (original) record.
Records Description: The record series (a group of like records).
Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.
Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.
P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated and certain data may require minimum retention.
Vital? = Those records that are needed for basic operations in the event of a disaster.
Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper, Mylar, Linen, “Hard Copy”
OD = Optical Disk or other Unalterable Media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed
Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location.
Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes; other legal mandates may apply.
Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA) Page 955 of 1369
Ver. 11.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-1
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-001
Accident / Incident Reports - MEMBERS OF
THE PUBLIC
Employees are sent to Human Resources
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-002
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Statute of Limitations for some Municipal
Government actions is 3 - 6 months;
CCP§335 et seq; GC §§34090,
65009(c)(1)
Lead Dept.
(Managing the
Agreement /
Contract)
CW-003
Agreements / Contracts INFORMAL (Not
Approved by the City Council)
NON-INFRASTRUCTURE, Professional
Services Agreements, Tenant / Lease
Agreements - NOT IMAGED
Agreement / Contract includes all contractual
obligations (e.g. Specifications / Successful
Proposal / Scope of Work)
City Clerk retains originals if they were
approved by the City Council
Examples of Non-Infrastructure: Consultants,
Franchises, Landscaping, Painting, Slurry Seals
(Paving), Tree Trimming, Leases, Personnel,
Professional Services, etc.
Completion +
4 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; Statute of
Limitations is 4 years; 10 years for Errors
& Omissions; CCP §§337. 337.1(a),
337.15, 343; GC §34090, Contractor has
retention requirements in 48 CFR 4.703(a)
CITY-WIDE (Used by ALL Departments)
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 11.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-2
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Lead Dept.
(Managing the
Agreement /
Contract)
CW-004
Agreements / Contracts INFORMAL (Not
Approved by the City Council)
INFRASTRUCTURE, / IF IMAGED, JPAs,
MOUs
Agreement / Contract includes all contractual
obligations (e.g. Specifications / Successful
Proposal / Scope of Work)
City Clerk retains originals if they were
approved by the City Council
Examples of Infrastructure: Architects,
Buildings, bridges, covenants, development,
environmental, Joint Powers, MOUs, park
improvements, property / property restrictions,
redevelopment, reservoirs, sewers, sidewalks,
street / alley improvements, settlement,
subdivisions, utilities, water, etc.
P
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; All infrastructure
contracts should be permanent for
emergency preparedness; Statute of
Limitations is 4 years; 10 years for Errors
& Omissions; land records are permanent
by law; CCP §337 et. seq., GC §34090;
Contractor has retention requirements in
48 CFR 4.703
Lead Dept.
(Managing the
Agreement /
Contract)
CW-005
Agreements / Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Certified Payrolls,
Project Schedules, RFP - Request for Proposal
/ Successful Proposal, etc.)
Completion +
4 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
City preference; Covers E&O Statute of
Limitations; Statute of Limitations:
Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 11.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-3
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Lead Dept.
(Managing the
Agreement /
Contract)
CW-006
Agreements / Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Certified Payrolls,
Project Schedules, RFP - Request for Proposal
/ Successful Proposal, etc.)
Completion +
4 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR
91.105(h), 92.505, & 570.502(b); GC
§34090
Lead Dept. CW-007
Boards, Commissions, / Committees: External
Organizations / Regional Boards /
Commissions - Agendas, Minutes,
Resolutions, / other documents
(e.g. County Board of Supervisors)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Non-records
City Clerk CW-008
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
MINUTES
Send Original Minutes to the City Clerk
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City Clerk);
GC §34090.7
Lead Dept. CW-009
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Lead Dept. CW-010
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
Recordings - AUDIO RECORDINGS of
Meetings / Audio Recordings
30 days, or
After Minutes
have been
Approved,
whichever is
Longer.
Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 11.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-4
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-011
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
Recordings - VIDEO RECORDINGS of
Meetings / Video Recordings
2 years Mag
Department preference; Video recordings
of meetings are required for 90 days; GC
§34090.7
Lead Dept. CW-012
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS / MINUTES (If agendas or minutes
are created)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.
Lead Dept. CW-013
Committees: Subcommittees of the City
Council (Ad-Hoc / Standing Committees)
AGENDAS / MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
All actions are made by the City Council;
GC §34090
Lead
(Responding)
Dept.
CW-014 Complaints / Concerns from Citizens
(Excludes Police Officers)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
City preference; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Lead Dept. CW-015 Copies / duplicates of any record
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-016
Correspondence - ROUTINE
(IF CONTENT relates in a SUBSTANTIVE way
to the conduct of the public's business)
(e.g. e-mail / email with SUBSTANTIVE content,
Letters, Memorandums, Administrative Files,
Chronological, General Files, Reading File,
Working Files, etc.)
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
ONLY IF the Content relates in a
substantive way to the conduct of the
public's business; City of San Jose v.
Superior Court (2017) 2 Cal.5th 608; GC
§34090
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 11.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-5
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-017
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency /
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, / NOT made /
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail / email,
social media posting, employee directories,
flyers, invitations, instant messaging,
inventories, logs, mailing lists, meeting room
registrations, PowerPoint presentations,
speaker cards, speech notes, Teams
videoconference chats, notes / recordings,
supply inventories, telephone messages, text
messages, transmittal letters, thank yous,
requests from other cities, preliminary notices /
stop work notices for construction projects,
undeliverable envelopes / returned mail, visitors
logs, voice mails, webpages, etc.)
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are
categorized, filed and retained based
upon the CONTENT of the record.
Records where either the CONTENT
relates in a SUBSTANTIVE way to the
conduct of the public's business, or
ARE made or retained for the purpose of
preserving the informational content for
future reference are SAVED by placing
them in an electronic or paper (project)
file folder and retained for the
applicable retention period. If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary draft. GC §§34090,
7927.500; 64 Ops. Cal. Atty. Gen. 317
(1981)); City of San Jose v. Superior Court
(2017) 2 Cal.5th 608
Lead Dept. CW-018 Drafts / Notes: Drafts that are revised (retain final version)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a draft.
GC §§34090, 7927.500, 7928.705
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 11.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-6
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-019 GIS Database / Data / Layers (both City-wide / Specialized)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require
the data or output for historical purposes;
Department Preference (Preliminary
documents); GC §34090 et seq.
Lead Dept.
(Managing the
Grant)
CW-020 Grant Applications funded by the City's General
Fund 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Finance maintains payable information in
Accounts Payable; GC §34090
Lead Dept.
(Managing the
Grant)
CW-021 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Managing the
Grant)
CW-022
Grants / CDBG Administration (Community
Development Block Grant) / Reimbursable
Claims / FEMA Reimbursements / OES
Reimbursements (SUCCESSFUL Reports,
other records required to pass the funding
agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations /
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.
Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee; 2 CFR 200.334; 24 CFR
91.105(h), 92.505, 570.490, & 570.502(a),
GC §34090
Lead Dept. CW-023 Newspaper Clippings
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
Human
Resources CW-024 Personnel Files (Department Copies)
Send all originals to Human Resources
Separation or
Transfer + 3
years
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Originals are retained by Human
Resources; GC §34090.7
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 11.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-7
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-025 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Notes maintained in a separate folder to
be incorporated into performance
evaluation, or to document progressive
discipline; GC §34090 et seq.
Lead Dept. CW-026 Photographs
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Uses the
Vehicle)
CW-027
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090; 13 CCR 1234(c)
Lead Dept. CW-028 Public Relations / Press Releases 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-029 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Not accessible to the public; GC §§34090,
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-030 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Not accessible to the public until purchase
has been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR
91.105(h), & 570.502(b); , GC §34090
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 11.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-8
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-031
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals,
Newsletters, Plans (if not provided in the
schedule), Standard Operating Procedures
(SOPs), Studies, Reports (if not provided in the
schedule.): / Strategic Plans, etc.: Produced by
OUTSIDE ORGANIZATIONS (League of
California Cities, Chamber of Commerce, etc.)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Non-Records
Lead Dept. CW-032
Reference Materials: Procedures, Brochures,
Flyers, Handbooks, Manuals, Newsletters,
Plans (if not provided in the schedule),
Standard Operating Procedures (SOPs),
Studies, Reports (if not provided in the
schedule.): / Strategic Plans, etc.: Produced
by YOUR Department
Send all Policies / Administrative Policies to the
City Clerk
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. CW-033
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals,
Newsletters, Administrative Policies, Plans (if
not provided in the schedule), Standard
Operating Procedures (SOPs), Studies, Reports
(if not provided in the schedule.): / Strategic
Plans, etc.: Produced by OTHER Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-034 Reports, Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 11.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-9
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-035 Reports, Studies (other than Historically significant - e.g. Annual Reports) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC
§34090
Lead Dept. CW-036 Special Event Permits Expiration + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
Lead Dept. CW-037 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
City Clerk or
Police CW-038 Subpoenas (appearance / duces tecum) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
Lead Dept. CW-039
Surveys / Questionnaires (that the City issues).
If a summary of the data is compiled, the survey
forms are considered a draft / transitory record,
/ can be destroyed as drafts (When No Longer
Required)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-039.5
Training EMPLOYEE RECORDS (If Records
are Created)
Required Information for all Employee Training:
Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualifications
Separation +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
LC §1198.5, 6401.9(f), 6429(c); 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b); 53238.3(b)
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 11.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-10
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Lead Dept.
(Presenting the
Training)
CW-040
Training Presented by Staff - COURSE
RECORDS
(Attendance Rosters / Sign-in Sheets, Outlines /
Materials; includes Ethics, Fiscal & Financial,
Harassment, Workplace Violence, Safety
Training, Tailgates)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Ethics, Fiscal and
Financial, Harassment & Workplace
Violence Prevention Training is 5 years;
Calif. Labor Division is required to keep
their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years for personnel actions; 8
CCR §3203 et seq., 29 CFR 1602.31
1627.3(b)(ii), LC §6429(c); GC §§12946,
12960, 34090, 53235.2(b); 53237.2(b);
53238.3(b); LC §6401.9(f),
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-1
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-001
Agenda Packets - City Council, Housing
Authority, Public Financing Authority,
Redevelopment Agency, Successor
Agency, Oversight Board, Committee of the
Whole (dissolved 4/2023), Corona Utility
Authority (CUA)
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-002
Agreements / Contracts, Amendments -
FORMAL (Approved by the City Council)
(NON-INFRASTRUCTURE, Professional
Services Agreements, Tenant / Lease
Agreements - NOT IMAGED into the
Records Management Software) Excludes
Recreation
Agreement / Contract includes all contractual
obligations (e.g. Specifications / Successful
Proposal / Scope of Work) / Initial insurance
certificates
Examples of Non-Infrastructure:
Consultants, Franchises, Landscaping,
Painting, Slurry Seals (Paving), Tree
Trimming, Leases, Personnel, Professional
Services, etc.
Completion
+ 4 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of Limitations
4 years for all contracts; CCP §§337. 337.1(a),
343; GC §34090, Contractor has retention
requirements in 48 CFR 4.703(a)
CITY CLERK
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/11/2026
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-2
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk CC-003
Agreements / Contracts, Amendments -
FORMAL (Approved by the City Council)
(INFRASTRUCTURE, / IF IMAGED into the
Records Management Software, JPAs,
Liens, MOUs, Public Agencies)
Agreement / Contract includes all contractual
obligations (e.g. Specifications / Successful
Proposal / Scope of Work) / Initial insurance
certificates
Examples of Infrastructure: Architects,
Buildings, bridges, covenants, development,
environmental, Joint Powers, MOUs, park
improvements, property / property restrictions,
redevelopment, reservoirs, sewers, sidewalks,
street / alley improvements, settlement,
subdivisions, utilities, water, etc.
P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; All infrastructure
contracts should be permanent for emergency
response; Statute of Limitations is 10 years for
Errors & Omissions; 4 years for all contracts;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090, Contractor has retention requirements
in 48 CFR 4.703(a)
City Clerk CC-004 Board / Commission / Committee Applications (All, whether appointed / not) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-005 Board / Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-006
Bonds: Private Development Labor / Materials,
Performance Bonds, Letters of Credit,
Encroachment Permits, Monitoring Bonds
Release of
Bond / Letter
of Credit
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Security; GC §34090
City Clerk CC-007 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/11/2026
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-3
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk CC-008 Claim Forms 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Risk Management
handles Claim Files; GC §34090
City Clerk CC-009
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):
ELECTRONICALLY FILED / DATABASE
(NetFile)
10 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Only Campaign
Statements filed electronically are required for
10 years; GC §81009(f)(g); GC §84615
City Clerk CC-010
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):
DESIGNATED EMPLOYEES /
CONSULTANTS (specified in the City's
Conflict of Interest code)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
City maintains original statements; GC
§81009(e)&(g)
City Clerk CC-011
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):
PUBLIC OFFICIALS (elected / not elected.
Includes City Council Members, Planning
Commission Members, City Manager, City
Treasurer / City Attorney)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Department Preference; as of January 1, 2025,
the FPPC is the Filing Officer for 87200 filers;
City maintains copies only; original statements
are filed with FPPC; GC §81009(f)&(g)
City Clerk CC-012 Economic Interest Filings (FPPC Form 635 or 602) - Lobbyist Authorization / Reporting 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 CCR 18615(f), GC §34090
City Clerk CC-013
Filing System / Subject Files / Function Filing
System - HISTORICALLY SIGNIFICANT,
LAND, PLANNING, CAPITAL
IMPROVEMENT INFRASTRUCTURE
PROJECTS
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-014 Filing System / Subject Files / Function Filing System - NOT HISTORICALLY SIGNIFICANT
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-015 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; GC §81009(e) CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/11/2026
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-4
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk CC-016 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Should post on website for 4 years; GC
§81009(e)
City Clerk CC-017 FPPC Form 803 (Behested Payment Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC GC §81009(e)
City Clerk CC-018 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; 2 CCR 18702.5(b)(3);
GC §34090; GC §81009(e)
City Clerk /
Elections CC-018.5
Prop. 218 proceedings / Property-based Fee
Increases - Ballots / Protest Letters,
Tabulation, Notices, Mailing List (e.g. water,
solid waste, etc.)
2 years Ppr GC §53753(e)(2); 53755(d)
City Clerk /
Elections CC-019
Campaign Filings (FPPC 400 Series Forms /
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC ; GC §81009(b)&(g)
City Clerk /
Elections CC-020
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL
CANDIDATES - PRIOR TO ELECTRONIC
FILING
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Candidates without committees are not
required to file their statements, reports or
copies online or electronically; ; Paper must be
retained for at least 2 years; GC
§81009(b)&(g)u Ā
City Clerk /
Elections CC-021
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL
CANDIDATES, ELECTRONICALLY FILED -
WITH / WITHOUT Committees
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Campaign statements must be posted on the
City’s website within 72 hours and remain on
line for 4 years; Statements filed electronically
are required for 10 years; GC §81009(b)&(g);
GC §84615
City Clerk /
Elections CC-022
Campaign Filings (FPPC 400 Series Forms):
THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC ; GC §81009(f)&(g)
CITY CLERK / ELECTIONS
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/11/2026
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-5
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk /
Elections CC-023
Campaign Filings (FPPC 400 Series Forms):
OTHER COMMITTEES (PACS - not candidatecontrolled)7 years Mag, Mfr, OD, Ppr S / I Yes: After QC ; GC §81009(c)&(g)
City Clerk /
Elections CC-024
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
City Clerk /
Elections CC-025
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CA law states term of office and 4 years after
the expiration of term and does not delineate
between the two; EC §17100
City Clerk /
Elections CC-026
Elections - GENERAL, WORKING /
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Precinct Maps, County Election
Services, Candidate Statements to be printed
in the Sample Ballot, Polling Locations /
Precinct Board Members, Notices, Postings,
etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk /
Elections CC-027
Elections - HISTORICAL Files (Copies of
Sample Ballot, Copy of Resolution Declaring
Results, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk /
Elections CC-028
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
Final
Examination
+ 1 year
after petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk /
Elections CC-028.1
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - NOT
Examined by Proponents
Determinatio
n of
Insufficiency
+ 8 months
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk makes the
determination of insufficiency / examines the
petitions. unless there is a legal or FPPC
proceeding. EC §§17200(b)(3), 17400
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/11/2026
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-6
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk /
Elections CC-029 Elections - Petitions (Initiative, Recall / Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
(End of Elections Section)
City Clerk CC-030 Ethics Training Certificates for City Council, Board / Commission Members, Employees
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
GC §§ 3105, 12946, 12960, 34090, 53235.2(b)
LC §1198.5
City Clerk CC-031
Historical Records / Archives, Photographs, /
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video
tape) may be limited because of the media's
life expectancy; GC §34090
City Clerk CC-035 Judgements (Money Judgments in Favor of City) 20 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Attorney CC-032 Lawsuits / Litigation
Final
Resolution +
2 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
City Clerk CC-033
Minutes: City Council, Housing Authority,
Public Financing Authority, Redevelopment
Agency, Successor Agency, Oversight
Board, Corona Utility Authority (CUA)
All Boards / Commissions: Committee of the
Whole (dissolved 4/2023), Library Board of
Trustees, Parks / Recreation Commission,
Planning / Housing Commission, etc.
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(e)
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/11/2026
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-7
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk CC-034 Oath of Office / Appointments: City Council, Board / Commission Members
Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department Preference; Statute of Limitations:
Public official misconduct is discovery of
offense + 4 years, GC §§36507, 34090; PC
§§801.5, 803(c); 29 USC 1113
City Clerk CC-035 Ordinances P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(e)
City Clerk CC-036
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall /
Referendum Petitions
1 year Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Law requires 1 year for petitions; GC §50115 City Clerk CC-037
Preliminary Notices / Stop Work Notices (for
the City's construction projects - all are cleared
prior to a Notice of Completion)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-038 Public Records Requests / Subpoenas Duces Tecum / GovQA Database 2 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-039
Recorded Documents: Abstract of Judgment,
Agreements for Parking, Certificate of
Compliance, Deeds, Easements, Final Order
of Condemnation, Full Reconveyance, Liens,
Notice of Completion, Notice of Manufactured
Home, Rights of Way
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
City Clerk CC-040 Recordings: AUDIO RECORDINGS of City
Council Meetings / Audio Tapes
Minimum 4
years
Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
City Clerk CC-040.5 Recordings: VIDEO RECORDINGS of City Council Meetings / Video Tapes
Minimum 4
years
Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/11/2026
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-8
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk CC-041 Records Destruction Authorization Forms / Certifications (All Departments) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-041.5
Redistricting Web Page / Council District
Boundary Web Page (Map, Redistricting
Process, Agendas, Calendars, Notice, etc.)
10 years Mag, Ppr EC §21160(i) 21608(g); GC §34090
City Clerk CC-042
Resolutions: City Council, Redevelopment
Agency, Successor Agency, Oversight
Board, Planning / Housing Commission,
Corona Utility Authority (CUA)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(e)
City Clerk CC-042.5 Secretary of State Statement of Facts / Registry of Public Agencies 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk or
Police CC-043 Subpoenas (appearance / duces tecum) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/11/2026
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Housing Homeless Services)
Page CM-1
Office of
Record (OFR) Record No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY MANAGER
City Manager CM-001 Closed Session Memos 5 years Mag, Mfr, OD, Ppr S / I
Yes:
After QC
& OD
Department preference; GC §34090
City Manager CM-002
Legislative Advocacies, Support /
Opposition to proposed Federal / State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Department preference; GC §34090
City Manager CM-003 Proclamations / Certificates 2 years Mag, Mfr, OD, Ppr S / I
Yes:
After QC
& OD
GC §34090
City Manager CM-004 Project Files / Subject Files (Subject will change over time)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Department Preference; GC §34090 et seq.
Finance CM-005 Travel Records / Expense Reports Minimum 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
GC §34090.7
CITY MANAGER / HOUSING AND HOMELESS SERVICES
City Manager
/ Housing &
Homeless
Services
Housing Plans: Consolidated Annual
Performance and Evaluation Review
(CAPER) / Comprehensive Housing
Affordability Strategy (CHAS) / Consolidated
Action Plan / Analysis of Impediments to
Fair Housing Choices / Citizen Participation
Plan / Action Plans, etc.
Superseded
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
24 CFR 91.105(h); 24 CFR 92.508(a); GC
§34090
City Manager
/ Housing &
Homeless
Services
Housing Programs: Affordable Housing
Projects, Rehabilitation, First Time Home
Buyers, HOME / CDBG Housing Projects
WITHOUT a Recapture / Resale
Restriction
Loan Payoff + 5 years Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
HUD requires 5 years after the agreement
terminates; Consistent with Consolidated Plan
Requirements; Required for 3-4 years from
expenditure or performance report; 2 CFR
200.334; 24 CFR 92.508(a)(c), & 570.502,
982.158, 884.214; ; GC §34090
CORONA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Housing Homeless Services)
Page CM-2
Office of
Record (OFR) Record No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Manager
/ Housing &
Homeless
Services
Housing Programs: Affordable Housing
Projects, Rehabilitation, First Time Home
Buyers, HOME, Affordable Covenants /
Restrictions / CDBG Housing Projects
WITH a Recapture / Resale Restriction
5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever
is Longer
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
HUD requires 5 years after the project
completion; documents imposing recapture /
resale restrictions are 5 years after the
affordability period terminates; Uniform Admin.
Requirements for Grants to Local Governments
is 3 years from expenditure report; 2 CFR
200.334; 24 CFR 92.508(a)(c)(2) & 570.502(b),
982.158, 884.214; GC §34090
CORONA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNICATIONS Page COMM-1 Office of
Record (OFR) Record No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
COMMUNICATIONS
Communic. COMM-001 Articles 2 years Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
GC §34090
Lead Dept. COMM-002
City Publications / Completed Graphic
Design Projects - WITH SIGNIFICANT
HISTORICAL VALUE
P
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Department Preference; The Customer (Lead
Department) is responsible for retaining the final
record for it's retention period; GC §34090
Lead Dept. COMM-003 City Publications / Graphic Design Projects When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Department Preference; The Customer (Lead
Department) is responsible for retaining the final
record for it's retention period; GC §34090
Lead Dept. COMM-004 Newspaper Clippings / Media Clippings When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Non-records - may be obtained from the
newspaper company; GC §34090
Lead Dept. COMM-005 Photographs
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Preliminary Drafts (retention is placed on the final
record in which the photograph is published in, if
any); destroy unnecessary photographs. GC
§34090
Communic. COMM-006 Press Releases (excludes Police / Fire, which can issue their own) 2 years Mag, Mfr, OD, Ppr S / I Yes:
After QC
& OD
GC §34090
Lead Dept. COMM-007 Videos - Educational, Promotional
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Department Preference; The Customer (Lead
Department) is responsible for retaining the final
record for it's retention period; GC §34090
CORONA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 10.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Library, Recreation Services)
Page CS-1
Office of
Record (OFR) Record No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
COMMUNITY SERVICES / LIBRARY
Community
Services /
Library
CS-010 _Library Information / Library Management
System Database
Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Data Fields / Records are interrelated;
GC §34090
Community
Services /
Library
CS-011 Comment Cards / Statements from Patrons
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Community
Services /
Library
CS-012 Contest Entries (Photo Contests, etc.)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Community
Services /
Library
CS-013 Contest Winners (Awards / Certificates for
Photo Contests, etc.) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.
Community
Services /
Library
CS-014 Contracts for Digital Services / Subscription
for On-Line Services, Presenters, Collections
Completion +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.
Community
Services /
Library
CS-015
Facility Rental Applications (Room
Reservations, etc. - also see Insurance on
City-wide)
2 years Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Services /
Library
CS-016
Grants: LSCA (Library Services /
Construction), LSTA (Library Services /
Technology), SLRC (State Literacy Resource
Centers), CLLS (California Library Literacy
Services); CLSA (California Library Services
Act, IMLS (Institute of Museum / Library
Services), / PLF (Public Library Foundation)
ONLY. For all others, follow City-wide
Schedule. (SUCCESSFUL Reports, /
Financial Information) Send copy of
application / award to Administrative Services
Final
Expenditure
+ 5 years
Mag,
Mfr, OD,
Ppr
S/ I Yes: After
QC & OD
Per California State Library Records
Management Program Requirements
(April 27, 1998); GC §34090
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 10.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Library, Recreation Services)
Page CS-2
Office of
Record (OFR) Record No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
Services /
Library
CS-017
History Collection Releases / Grant Deeds /
Copyright Usage Permission / Photo / Video
Release Agreement / Use Items from Library
Collection, etc.
P
Mag,
Mfr, OD,
Ppr
S/ I Yes: After
QC & OD
Department preference; GC §34090 et.
seq.
Community
Services /
Library
CS-018 Incident Reports / Disruptive Patrons Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Services /
Library
CS-019 Library Board of Trustees
AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Services /
Library
CS-020
Library Board of Trustees
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
Community
Services /
Library
CS-020.5
Library Board of Trustees
Recordings - VIDEO RECORDINGS of
Meetings - Video Tapes
Minimum 2
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
City Clerk CS-021
Library Board of Trustees
MINUTES
Send all final originals to the City Clerk
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City Clerk);
GC §34090.7
Community
Services /
Library
CS-022
Library Programs - Education, Youth /
Families, Lifelong Learning, etc. (Program
Manager's Records)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts / Content Not
Substantive; GC §34090
Community
Services /
Library
CS-023 Library Statistics / Circulation Reports
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Copies (placed in Library Board's Agenda
Packet); GC §34090.7
Community
Services /
Library
CS-024 Passport Transmittals 24 months
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
US Passport requirement to destroy
forms monthly; GC §34090
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 10.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Library, Recreation Services)
Page CS-3
Office of
Record (OFR) Record No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
Services /
Library
CS-025 Patron Applications / Internet User
Agreements 2 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Services /
Library
CS-026 Program Sign Ups (e.g. Summer Reading)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Content Not Substantive / Preliminary
Drafts; GC §34090
Community
Services /
Library
CS-027
Registrations / Sign-ins / Waivers (Homework
Center - Signed by participants, / their parent /
guardian)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.
Community
Services /
Library
CS-027.5 Waivers / Release Forms (Artists / Exhibitor's work in Display Cases) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.
COMMUNITY SERVICES / RECREATION SERVICES
Community
Services /
Recreation
Services
CS-028 _Recreation Activity Registration Database
(CivicRec)
Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Services /
Recreation
Services
CS-029
Activity / Special Programs / Event Files
Children's Programs, Cultural Arts, Sports,
Seniors, Filming, Theatre Programs etc.
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Community
Services /
Recreation
Services
CS-030 Activity Guide / Class Guide / Program Guide
(Final)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Community
Services /
Recreation
Services
CS-031
Agreements / Contracts - Class Instructors,
Performers, Special Events, Sponsorships,
Others where Errors / Omissions don't apply
Completion +
2 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; Statute of
Limitations for Errors & Omissions is not
applicable; CCP §§337. 337.1(a),
337.15, 343; GC §34090
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 10.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Library, Recreation Services)
Page CS-4
Office of
Record (OFR) Record No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
Services /
Recreation
Services
CS-032
Applications / Participants' Registration /
Liability Forms / Release of Liability Forms /
Photo Releases / Waivers of Liability /
Permissions: Camps, Field Trips,
Authorization to give Medicine, etc.
2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Public Works /
Engineering
OR
Community
Services
CS-033
Capital Improvement Projects (CIP) - where
Community Services is the Lead:
MAINTENANCE-ONLY PROJECTS
(Painting, Pavement Resurfacing,
Potholing, Signal Synchronization, Slip
Lining, Slurry Seal, Re-Roof, etc. - No
change in Infrastructure Configuration)
All Final Records (Plans, RFP / Specifications
/ Addenda, Successful Proposal, Change
Orders, Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute
of Limitations: Contracts & Spec's=4
years, CCP §337 et. seq., GC §34090
Public Works /
Engineering
OR
Community
Services
CS-034
Capital Improvement Projects (CIP) - where
Community Services is the Lead:
Administration File
Project Administration, Certified Payrolls,
Certificate of Compliance, Construction
Manager's Logs, Correspondence, Costs,
Estimates, Daily Inspections, Insurance
Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting
Agendas / Minutes, Monthly Reports, Notices,
Real Estate Appraisals, RFIs / RFQs , Safety.
SWPPP / WPCP, etc.
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 10.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Library, Recreation Services)
Page CS-5
Office of
Record (OFR) Record No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Engineering
OR
Community
Services
CS-035
Capital Improvement Projects (CIP) - where
Community Services is the Lead: Permanent
File
Plans, RFP / Specifications / Addenda,
Successful Proposal, Change Orders, EIRs,
Negative Declarations, Categorical
Exemptions, Materials Testing Reports,
Grading Permits, Hazardous Materials, Notice
of Completion, Photos, Record Drawings Soils
Reports, Studies, Submittals, Surveys, etc.
P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Engineering
OR
Community
Services
CS-036
Drawings - where Community Services is the
Lead: Record Drawings, Maps, Large-Format
Drawings, Survey Record Maps, "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Community
Services /
Recreation
Services
CS-037 Evaluations / Surveys (Programmatic
Evaluations of Recreation programs)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Community
Services /
Recreation
Services
CS-038 Incident Reports / Disruptive Patrons 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Community
Services /
Recreation
Services
CS-039 Liability Waivers (if separate from another
record) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 10.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Library, Recreation Services)
Page CS-6
Office of
Record (OFR) Record No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
Services /
Recreation
Services
CS-040
Park Facility Use Requests / Field Rentals /
Facility Use Applications / Permits (Includes
Insurance Certificates / ABC Permits where
appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090 et. seq.
Community
Services /
Library
CS-041 Parks / Recreation Commission
AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Services /
Library
CS-042
Parks / Recreation Commission
Recordings - AUDIO RECORDINGS of
Meetings - Audio Tapes
Minimum 2
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
Community
Services /
Library
CS-042.5
Parks / Recreation Commission
Recordings - VIDEO RECORDINGS of
Meetings - Video Tapes
Minimum 2
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
City Clerk CS-043
Parks / Recreation Commission
MINUTES
Send all final originals to the City Clerk
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City Clerk);
GC §34090.7
Community
Services /
Recreation
Services
CS-044 Rosters / Sign-in / Sign-Out Sheets for
classes / programs 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Services /
Recreation
Services
CS-045 Schedules / Hours (classes / staff)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 10.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Library, Recreation Services)
Page CS-7
Office of
Record (OFR) Record No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CS-046
Volunteer / Unpaid Intern Applications /
Agreements - Unsuccessful / Pending
Applicants
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; EEOC / FLSA /
ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection,
or discharge; ; 29 CFR 1627.3(b)(1)(i),
29 CFR 1602.14; GC §§12946, 12960,
34090; 29 USC 1113
Lead Dept. CS-047
Volunteer / Unpaid Intern Applications /
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
IRS Regulation 31-6001-1 four years after
the due date of such tax for the return
period to which the records relate, or the
date such tax is paid, whichever is the
later. GC §34090; 26 CFR 31.6001-1
Community
Services /
Recreation
Services
CS-048 Volunteer Awards / Certificates UNCLAIMED
(not picked up) 1 year
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Content Not Substantive; GC §34090
Division
Providing
Service / Work
CS-049
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Data is interrelated; CCP §§338 et seq.,
340 et seq., 342, GC §34090
Division
Providing
Service / Work
CS-050
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
CS-051
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (/ partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; CCP §§338 et
seq., 340 et seq., 342, GC §34090
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 5.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT Page ED-1 Office of Record
(OFR) Record No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ECONOMIC DEVELOPMENT
Economic
Development ED-001 Economic Development Projects (Records related to Business Recruitment / Retention) Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
Economic
Development ED-002 Downtown Revitalization / Downtown Business Improvement District Minimum 5
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
Economic
Development Property Management: Tenant / Leases, etc.
Completion
of Lease + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Economic
Development
Redevelopment Projects / Project Areas
(Ensure Planning has all Environmental
Documents, Engineering has all CIP Projects, /
City Clerk has all Real Property records for
Permanent retention)
Completion +
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Economic
Development
Redevelopment Projects / Project Areas
CIP Projects built by Redevelopment Agency,
if any
Send to
Engineering
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Economic
Development
Redevelopment Projects / Project Areas
Environmental Documents / CEQA Permits,
EIRs, Categorical Exemptions, Negative
Declarations, etc.
Send to
Planning
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Economic
Development
Redevelopment Projects / Project Areas
Real Property: Deeds, Easements, Rights of
Way
Send to City
Clerk
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 10.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Bonds And Development, Budget And Revenue, Acct., Payroll, Purchasing) Page FIN-1
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FINANCE / ADMINISTRATION
Finance /
Lead Div. FIN-001 Financial Services Database / ERP Database (One Solution)
Indefinite -
Minimum 7
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated;
GC §34090
Finance /
Admin. FIN-002 Pension Stabilization Trust Board of Trustees
AGENDAS / STAFF REPORTS
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance /
Admin. FIN-003
Pension Stabilization Trust Board of Trustees
Recordings - AUDIO RECORDINGS of
Meetings - Audio Tapes
2 years Mag
Department preference; Audio
Required for 30 days; GC §54953.5(b);
Video recordings of meetings are
required for 90 days; GC §34090.7
Finance /
Admin. FIN-003.5
Pension Stabilization Trust Board of Trustees
Recordings - VIDEO RECORDINGS of
Meetings - Video Tapes
2 years Mag
Department preference; Audio
Required for 30 days; GC §54953.5(b);
Video recordings of meetings are
required for 90 days; GC §34090.7
Finance /
Admin. FIN-004 Pension Stabilization Trust Board of Trustees
MINUTES P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(e)
CORONA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 10.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Bonds And Development, Budget And Revenue, Acct., Payroll, Purchasing) Page FIN-2
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FINANCE / BONDS AND DEVELOPMENT
Finance /
Bonds &
Develop.
FIN-005
Bonds / Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) / General Obligation Bonds / Revenue
Bonds / Assessment District Bonds / CFD
Bonds - Includes Continuing Disclosure
Reports
See Bank Statements for statement retention.
Fully
Defeased +
10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of
Limitations for Bonds issued by local
governments are 10 years; IRS bond
auditing regulations state, "…material
records should generally be kept for as
long as the bonds are outstanding, plus
3 years after the final redemption date
of the bonds; There are specific
requirements for disposal of unused
bonds; CCP §§336 et seq. 337.5(a);
26 CFR 1.6001-1(e): 26 CFR § 1.148-
5(d)(6)(iii)(E); GC §43900 et seq.
Finance /
Bonds &
Develop.
FIN-006 Escrow Accounts Closed + 5
years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
FINANCE / BUDGET AND REVENUE
Finance /
Budget &
Revenue
FIN-007
Billable Hourly Rates (salaries/benefits plus an
overhead rates, used when City staff is billing
their time spent on a project, grant, etc.)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.
Finance /
Budget &
Revenue
FIN-008 Budget Transfers 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.
Finance /
Budget &
Revenue
FIN-009 Budgets - Adopted / Final P
Yes:
Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et
seq.
Finance /
Budget &
Revenue
FIN-010 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Yes:
Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 CORONA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 10.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Bonds And Development, Budget And Revenue, Acct., Payroll, Purchasing) Page FIN-3
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Budget &
Revenue
FIN-010.1 Business License Applications, Registrations / Renewals 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing
standards; GC §34090 et seq.
Finance /
Budget &
Revenue
FIN-010.2 Business License Database
Indefinite
(Minimum 5
years)
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference - Data is
interrelated; GC §34090, H&S §19850
Finance /
Budget &
Revenue
FIN-010.3 Cost Allocation Plans 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.
Finance /
Budget &
Revenue
FIN-010.4 Property Tax Receipts 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.
Finance /
Budget &
Revenue
FIN-010.5 User Fee Study 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.
FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FIN-011 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.
FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090; 29
USC 436
Finance /
General
Accounting
FIN-012
Accounts Payable / Invoices / Backup
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, etc.)
7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference to pass grant
audits (meets municipal government
auditing standards); GC §34090
Finance /
General
Accounting
FIN-013
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Transient
Occupancy Tax (TOT), Auctions of Surplus
Property, Credit Card Payment Receipts,
Tenant Billing / Rent, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
CORONA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 10.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Bonds And Development, Budget And Revenue, Acct., Payroll, Purchasing) Page FIN-4
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
General
Accounting
FIN-014
Assessment Districts / Community Facilities
Districts / Landscape Maintenance Districts /
Street Lighting Districts / Special Districts
Engineers Reports
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
General
Accounting
FIN-015 Audit Reports / Annual Consolidated Financial
Report (ACFR) / related Audit Opinions P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et
seq.
Finance /
General
Accounting
FIN-016 Audit Work Papers 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (preliminary
drafts); GC §34090
Finance /
General
Accounting
FIN-017 Audits - Single Audits / Transportation Audits / PERS Audit, FEMA / OES Audits, etc. 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (exceeds
municipal government auditing
standards to ensure FEMA or OES
does not recoup money); GC §34090
Finance /
General
Accounting
FIN-018
Bank Statements / Trustee Statements, Fiscal
Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Wire
Transfers
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; GC §§34090,
26 CFR 31.6001-1
Finance /
General
Accounting
FIN-019 Bankruptcies - NOT pursued
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC
§34090
Finance /
General
Accounting
FIN-020 Bankruptcies - Where a claim is filed 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference (negative
information remains on credit ratings
for 7 years); GC §34090
Finance /
General
Accounting
FIN-021 Checks / Warrant Register Report (issued) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-022 Checks / Warrants (Cashed / Returned / NSF) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
CORONA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 10.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Bonds And Development, Budget And Revenue, Acct., Payroll, Purchasing) Page FIN-5
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
General
Accounting
FIN-023
Checks deposited to Bank (City scans them for
the Bank, rather than physically taking the
checks to the bank to deposit them.)
Follow Bank
Instructions
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
These are bank instruments, and not
City records; per bank agreement.
Finance /
General
Accounting
FIN-024 Collection Agency Assignments / Unpaid
Accounts 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Negative
credit information remains on credit
reports for 7 - 10 years; Meets auditing
standards; City does not Lien property
(Liens are good for 10 years from
recording date, and may be extended
by re-recording lien); WC 36729; GC
§34090
Finance /
General
Accounting
FIN-025
Daily Cash Summaries, Bank Deposits, Bank
Transmittal Advice, Cashier's Reports,
Transaction Central Credit Card Refunds
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; GC §§34090,
26 CFR 31.6001-1
Finance /
General
Accounting
FIN-026 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§34090
Finance /
General
Accounting
FIN-027 Fixed Assets - Annual Listing (Source
Documents) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-028
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
Maturity + 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; FTC Reg's rely on "selfenforcement"; GC§§ 34090, 43900 Finance /
General
Accounting
FIN-029 Journal Entries / Journal Vouchers / Budget
Adjustments 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets
municipal government auditing
standards; Statute of Limitations is 4
years; GC §34090, CCP § 337
CORONA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 10.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Bonds And Development, Budget And Revenue, Acct., Payroll, Purchasing) Page FIN-6
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
General
Accounting
FIN-030 Payment Stubs / Water Receipts / Utility
Receipts (when payment is submitted)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary Documents - payments can
be made without including the stub; GC
§34090 et seq.
Finance /
General
Accounting
FIN-031
Reports, Financial Reports generated from
Database, General Ledgers Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets, etc.
5 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; Uncertain if Financial
system can re-create reports
accurately; GC §34090
Finance /
General
Accounting
FIN-032
Reports: Annual State / Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self Insurer
Report (SIP Report), Street Report, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-033
Treasurer's Reports signed / approved by the
City Treasurer / Financial Reports, Warrant
Reports, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-034 Vehicle Titles ("Pink Slips") Sale or
Disposal
Mag, Mfr,
OD, Ppr S / I Given to Auction House / New Owner; GC §34090 Finance /
General
Accounting
FIN-035 W-9s
Vendor
Inactive + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets IRS auditing standards; GC
§34090
FINANCE / PAYROLL
Finance /
Lead Div. FIN-036 Financial Services Database / ERP Database (One Solution)
Indefinite -
Minimum 7
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated;
GC §34090
Human
Resources FIN-037
1095-C, 1094-C (Employer-Provided Health
Insurance Offer / Coverage) / Transmittal
Form)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Instructions
state "Generally, keep copies of
information returns you filed with the
IRS or have the ability to reconstruct
the data for at least 3 years, from the
due date of the returns"; GC §34090
CORONA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 10.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Bonds And Development, Budget And Revenue, Acct., Payroll, Purchasing) Page FIN-7
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Payroll FIN-038
CalPERS Reports, Annual Valuation Reports,
Actuarial Valuation Reports, Annual Employer
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Most recent records are stored on
CalPERS website; Department
Preference; Retained to match other
auditing periods; GC §34090
Finance /
Payroll FIN-039 Checks / Warrant Register Report - Payroll Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-040 Checks / Warrants - Cancelled - Payroll Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090,
26 CFR 31.6001-1
Finance /
Payroll FIN-041
DE-6, DE-7, DE-9 DE-43, W-3, / DE-166, 941
Forms, IRS 5500 Forms (Employee Benefit
Plans), PERS / FICA / Medicare Adjustments -
Quarterly Payroll Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-042 Deferred Compensation (City Statements) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Produced by Deferred Comp. Provider;
GC §304090, 26 CFR 31.6001.1
Finance /
Payroll FIN-043 Employee Payroll File (all Copies - Human Recourses retains W-4s / other original records Upon
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Copies; GC §34090.7
Finance /
Payroll FIN-044 Garnishments, Child Support, Court Orders regarding Employee Wages Completion
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance /
Payroll FIN-045 Payroll Reports (includes Leave Registers, time Transaction Reports, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Payroll FIN-046 PERS Statements (Books) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-047 Retiree Medical Enrollment / Retiree Billing / COBRA Billing 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets
municipal government auditing
standards; GC §34090
CORONA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 10.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Bonds And Development, Budget And Revenue, Acct., Payroll, Purchasing) Page FIN-8
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Payroll FIN-048 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to facilitate
grant audits or claim reimbursements;
Meets auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3 years;
IRS Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR 516.5;
GC §34090; 8 CCR 11040.7(c); 29
CFR 516.5 & 516.6(c);
Finance /
Payroll FIN-049 W-2's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
FINANCE / PURCHASING
Finance /
Lead Div. FIN-050 Financial Services Database / ERP Database (One Solution)
Indefinite -
Minimum 7
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated;
GC §34090
Finance /
Purchasing FIN-051
Bid Packets / Pre-Qualification Packets /
Solicitations / Planet Bids Database
Unsuccessful Proposals, Notices, etc.
Lead Department determines successful
proposer
5 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to meet
possible grant audits; GC §34090
Finance /
Purchasing FIN-052 Bonds: Bid Bonds
After
issuance of
Notice to
Proceed
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Security; GC §34090
Finance /
Purchasing FIN-053 Bonds: Performance Bonds, Payment Bonds After Filing
of Notice of
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Security; GC §34090
CORONA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 10.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Bonds And Development, Budget And Revenue, Acct., Payroll, Purchasing) Page FIN-9
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Purchasing FIN-054 Exigis Insurance Certificate Management Database (Certificate of Insurances) Indefinite -
Minimum 10
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Longest
Statute of Limitations is 10 years;
Conforms with Agreement Retention
(usually filed with agreement); CCP
§337 et seq.; GC §34090
Finance /
Purchasing FIN-055 Purchase Orders / Requisitions 7 years Yes: Before Completion Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference to match
Database retention; (Professional
Services always have a contract,
therefore Errors & Omissions are not
applicable); Statute of Limitations is 4
years; 10 years for Errors & Omissions;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090
CORONA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2026
Ver. 17.0 RECORDS RETENTION SCHEDULE: FIRE
(Admin., Emergency Mgmt., EMS, Fire Prevention, Ops / Suppression, Training) Page FR-1
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FIRE / ADMINISTRATION
Fire /
Admin. FR-001 Fire Incident Database (ImageTrend)
Indefinite -
Minimum Life
of the
Structure or
Activity or
Minimum 5
years,
Whichever is
Longer
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Data is interrelated; retention is required for Fire
Inspections / Business Inspection Files /
Occupancy Inspections / Approvals, Modification
/ Alternative Methods or Materials; CFC §§
1.8.4.3.1, 104.7 – 104.7.4 and 107.5; GC §34090
et seq.
Fire /
Admin. FR-002 Awards / Certificates that are NOT sent to Human Resources 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Fire /
Admin. FR-003 Drone (Unmanned Aerial Vehicle) Recordings When No
Longer
Required
Mag Does not record regular and ongoing operations;
GC §34090.6 et seq,
Fire /
Admin. FR-004 ISO Insurance Ratings 15 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (rated every 10 years);
GC §34090
Fire /
Admin. FR-005 Monthly Statistical Reports / Run Statistics When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Considered a preliminary draft / copy (the Fire
database is the original, and can accurately recreate the reports); GC §34090 et seq.
City Clerk FR-006 Mutual Aid Agreements, Joint Power
Authorities (Local / State)
Copies - When
No Longer
Required
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD City Clerk is OFR; GC §34090.7
Fire /
Admin. FR-007
Public Affair Events (Certificates of
entitlement for fund-raisers / events, tours
/ presentations, / public event information -
Fire Service Day, Press Release, Press
contacts / department newsletters)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/11/2026
Ver. 17.0 RECORDS RETENTION SCHEDULE: FIRE
(Admin., Emergency Mgmt., EMS, Fire Prevention, Ops / Suppression, Training) Page FR-2
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Fire /
Admin. FR-008
Legal Affairs (includes Public record
requests, Environmental Review requests,
Subpoena requests, injury/damage
waivers, Ride-a-long / parking requests, /
use of off-site facilities hold harmless
waivers)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Fire /
Admin. FR-009 Strike Team Reimbursement (OES / FEMA) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Fire /
Emergency
Manage.
FR-010 Emergency Operations Plan When
Superseded Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Fire / EMS FR-011 Fire Incident ePCR Database
(ImageTrend)
Indefinite -
Minimum 20
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Data is interrelated (e-PCRs for minors are
required until 1 year after age 18, but not less
than 7 years - see Patient Care Reports); GC
§34090 et seq.
Fire / EMS FR-012 Controlled Substance Logs, Inventories / Drug Logs 3 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference - required for 3 years; 21
CFR §1304.04, 1310.04; 22 CCR 70263 and
71233; , B&P 4081; GC §34090
Fire / EMS FR-012.5 Employee Vaccinations, TB Test, etc.
Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Files maintained
separately; Claims can be made for 30 years for
toxic substance exposure; 8 CCR §3204(d)(1) et
seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946, 34090
Fire / EMS FR-013 EMS Complaints 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Statute of Limitations for health providers is 3
years; Call Records are required for 3 years; 13
CCR 1100.7, CCP §340.5, GC §34090
Fire / EMS FR-014 HIPAA Policies / Procedures (Health
Insurance Portability / Accountability Act)
Superseded +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 45 CFR 164.530(j)
FIRE / EMERGENCY MEDICAL SERVICES
FIRE / EMERGENCY MANAGEMENT (See City-Wide for Grants)
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/11/2026
Ver. 17.0 RECORDS RETENTION SCHEDULE: FIRE
(Admin., Emergency Mgmt., EMS, Fire Prevention, Ops / Suppression, Training) Page FR-3
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Fire / EMS FR-015
Patient Care Reports / PCRs / e-PCRs
(EMS transportation) Reports: ALL
(medical / non-medical.)
Includes e-PCR Database / Electronic
Patient Care Report Database
(ImageTrend)
Patient Information Worksheets are drafts
20 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; adults required for 10
years for Medi-Cal patients, 7 years for non-MediCal adults; minors until 1 year after age of majority, but not less than 10 years for Medi-Cal
patients, 7 years for non-Medi-Cal minors; 10
years is recommended by AHIMA for "healthcare
providers"; Statute of Limitations for health
providers is 3 years; CCP §340.5, H&S
§§1797.98e 123145; 42 CFR 482.24(b); 22 CCR
97530.9(c)(3), 70751(c) & 71551(c); 22 CCR
70751(c), 71551(c), 73543(a), 74731(a),
75055(a), 75343(a), 77143(a), W&I 14124.1;
CMS Pub. 100-4, Chapter 1, Section 110.3; GC
§30490
FIRE / FIRE PREVENTION
Fire / Fire
Prevention FR-016 Fire Inspection Database (ImageTrend) Indefinite -
Minimum Life
of the
Structure or
Activity or
Minimum 5
years,
Whichever is
Longer
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
CFC §§ 1.8.4.3.1, 104.7; CBC § 107.5; H&S
§19850; GC §34090
Fire / Fire
Prevention FR-017
Fire Inspections / Business Inspection
Files / Occupancy Inspections /
Approvals, Modification / Alternative
Methods / Materials
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD CFC § 104.7; GC §34090
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/11/2026
Ver. 17.0 RECORDS RETENTION SCHEDULE: FIRE
(Admin., Emergency Mgmt., EMS, Fire Prevention, Ops / Suppression, Training) Page FR-4
Office of
Record
(OFR)
Record No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
County
CUPA FR-018 Hazardous Materials Business Plans, Inventories, Permits, etc.
Copies - When
No Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Not City Records, County CUPA is the Office of
Record (CUPA = Certified Unified Program
Agencies)
Fire / Fire
Prevention FR-019 Permits: Construction Fire Permits: High Piled Storage, Sprinkler Systems, etc.
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD CFC § 104.7; GC §34090
Fire / Fire
Prevention FR-020
Permits: Operational Fire Code Permits /
Special Event Permits (assembly
permits, burn permits, candle permits, tent
permits, open flame, etc.)
Expiration of
Permit + 2
years
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD CFC §104.6 104.7; GC §34090
Fire / Fire
Prevention
This needs to
be
alphabetized
after the Fire
Marsal
changes it to
what they
want
Fire Department Licenses Surrendered +
2 years
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD CFC §104.7; GC §34090
Fire / Fire
Prevention
This needs to
be
alphabetized
after the Fire
Marsal
changes it to
what they
want
Special Event Permits Expiration + 2
years
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/11/2026