City of Desert Hot Springs
ACTION MINUTES
City Council Meeting
6:00 PM - Tuesday, October 18, 2022
Council Chambers
CLOSED SESSION - 4:45 P.M.
CALL TO ORDER
Mayor Matas called the Closed Session to order at 4:45 P.M.
ROLL CALL
Present:
Council Members: Russell Betts, Roger Nuñez, Jan Pye
Mayor Pro Tem: Gary Gardner
Mayor: Scott Matas
PUBLIC COMMENTS
None.
Jennifer Mizrahi, City Attorney, announced the Closed Session Items.
CLOSED SESSION:
1. CONFERENCE WITH LEGAL COUNSEL—ANTICIPATED LITIGATION Initiation of litigation pursuant to paragraph (4) of subdivision (d) of Section 54956.9: One Potential Case
2. CONFERENCE WITH REAL PROPERTY NEGOTIATORS
Pursuant to Government Code Section 54956.8:
Property: 639-093-030
Agency Negotiator: Luke Rainey, City Manager
Daniel Porras, Assistant City Manager
Jennifer Mizrahi, City Attorney
Lynn Coker, Broker
Negotiating Parties: Young Ae Woo and the City of Desert Hot Springs Under Negotiation: Price and Terms
City Council
October 18, 2022
PRESENTATIONS - 5:30 P.M.
Police Department Introductions and Swearing-In
Jim Henson, Chief of Police
Jim Henson, Police Chief, introduced the following new employees and promotions:
Dispatchers - Megan Miller, Yvonne Renteria, and Amy Burning.
Community Service Officers - Anthony Estrada and Ali Taleghani.
Change of Assignment - Jason Kupka, Detective
Promotions - Jason Jimenez, Sergeant; and Christopher James, Detective.
New Police Officers - George Bailey, John Sanders, and Douglas Banowetz.
Jerryl Soriano, City Clerk, administered the Oath.
REGULAR SESSION - 6:00 P.M.
CALL TO ORDER
Mayor Matas called the Regular Session to order at 6:00 P.M.
ROLL CALL
Present:
Council Members: Russell Betts, Roger Nuñez, Jan Pye
Mayor Pro Tem: Gary Gardner
Mayor: Scott Matas
INVOCATION
Pastor Richard Kirk gave the Invocation.
PLEDGE OF ALLEGIANCE
Council Member Pye led the Pledge of Allegiance.
CITY ATTORNEY REPORT ON CLOSED SESSION
Jennifer Mizrahi, City Attorney, advised that there was no reportable action.
City Council
October 18, 2022
APPROVAL OF AGENDA
ACTION: Approve the October 18, 2022 Regular Meeting Agenda and approve the Consent Calendar.
Moved by Council Member Betts
Seconded by Council Member Nuñez
Carried 5-0 by the following votes:
AYES: Betts, Nuñez, Pye, Gardner, and Matas
PUBLIC COMMENTS
Caden Cross expressed thanks to City for beautification efforts.
Tom Moen spoke regarding Highway 62 and Pierson Boulevard and Tranquility Park.
Michael Duff expressed thanks regarding Short-Term Vacation Rental compliance.
CITY MANAGER REPORT
Geoffrey Buchheim, Administrative Services Director, provided a financial update.
Nicholas Haecker, Public Works Director, provided updates regarding various projects.
Erick Becerril, Community Development Director, reported on Staff's attendance at the 2022 California Cannabis Control Summit.
Roberta Crncic, Recreation and Community Services Director, reminded that the Job and Health Fair would be held on Saturday, October 22, 2022, at the Health and Wellness Center.
MAYOR AND COUNCIL MEMBER REPORTS
Council Member Betts reported on the various meetings and events he attended.
Mayor Pro Tem Gardner reported on the various meetings and events he attended.
Council Member Nuñez reported on the various meetings and events he attended.
Council Member Pye reported on the various meetings and events she attended.
Mayor Matas reported on the various meetings and events he attended.
City Council
October 18, 2022
PUBLIC HEARINGS:
3. (Continued From October 4, 2022) Resolution Adopting Revised User Fees List to the User Fee Schedule
Recommendation:
1) Staff Report;
2) Entertain questions of Staff from the City Council
3) Open Public Hearing;
4) Take public testimony from those favor;
5) Take public testimony from those opposed;
6) Take public testimony from those in a neutral position; 7) Close the Public Hearing;
8) City Council discussion; and
9) Adopt a Resolution of the City Council adopting the Revised User Fees.
Staff Report - SR-22-231 - Pdf
Geoffrey Buchheim, Administrative Services Director, presented the staff report and responded to questions.
Mayor Matas opened the Public Hearing.
There was no public testimony.
Mayor Matas closed the Public Hearing.
A discussion ensued.
ACTION: Approve Staff recommendation and adopt Resolution 2022-044.
Moved by Mayor Pro Tem Gardner
Seconded by Council Member Pye
Carried 5-0 by the following votes:
AYES: Betts, Nuñez, Pye, Gardner, and Matas
ADMINISTRATIVE CALENDAR:
4. OneFuture Coachella Valley Funding Request
Recommendation:
Consider a $25,000 sponsorship proposal from OneFuture to provide educational services to the City of Desert Hot Springs residents.
Staff Report - SR-22-222 - Pdf
Erick Becerril, Community Development Director, presented the staff report.
Sheila Thornton, OneFuture Coachella Valley, responded to questions.
ACTION: Approve the funding request in the amount of $25,000.
City Council
October 18, 2022
Moved by Council Member Pye
Seconded by Council Member Betts
Carried 5-0 by the following votes:
AYES: Betts, Nuñez, Pye, Gardner, and Matas
5. Budget Adjustments for the 2022-2023 Fiscal Year
Recommendation:
Adopt a Resolution of the City Council approving the FY 2022-2023 Budget Adjustments.
Staff Report - SR-22-234 - Pdf
Geoffrey Buchheim, Administrative Services Director, presented the staff report and responded to questions.
ACTION: Approve Staff recommendation.
Moved by Mayor Pro Tem Gardner
Seconded by Council Member Pye
Carried 5-0 by the following votes:
AYES: Betts, Nuñez, Pye, Gardner, and Matas
6. Enterprise Fleet Management, Inc. Fleet Leasing and Replacement Program and Fleet Maintenance Program
Recommendation:
Staff recommends City Council approve the implementation of the pilot vehicle leasing and replacement program, approve the Master Equity Lease Agreement and Maintenance Management Agreements with Enterprise Fleet Maintenance, Inc. and authorize the City Manager to execute the said Agreements and any necessary amendments. It is further recommended that the City Council approve the attached list of designated vehicles and authorize Enterprise Fleet Maintenance, Inc. to liquidate these vehicles on behalf of the City.
Staff Report - SR-22-233 - Pdf
Nicholas Haecker, Public Works Director, presented the staff report and responded to questions.
A discussion ensued.
Zeke Jenkins. Enterprise Fleet Management, Inc., responded to questions.
ACTION: Approve Staff recommendation.
Moved by Council Member Nuñez
Seconded by Council Member Betts
Carried 5-0 by the following votes:
AYES: Betts, Nuñez, Pye, Gardner, and Matas
City Council
October 18, 2022
7. Notice of Completion - Police Department Dispatch Center Tenant Improvements
Recommendation:
1) Approve and accept the work with change orders;
2) Authorize the City Manager to execute the Notice of Completion; and 3) Authorize the release of final retention payment and performance bonds Staff Report - SR-22-230 - Pdf
Nicholas Haecker, Public Works Director, presented the staff report.
ACTION: Approve Staff recommendation.
Moved by Mayor Pro Tem Gardner
Seconded by Council Member Nuñez
Carried 5-0 by the following votes:
AYES: Betts, Nuñez, Pye, Gardner, and Matas
CONSENT CALENDAR:
8. City Council Regular Meeting Minutes: October 4, 2022 Staff Report - SR-22-232 - Pdf
ACTION: Approve the Minutes as presented.
PUBLIC COMMENTS
Russell Betts spoke regarding a medical scare that his planning commission appointee experienced.
ADJOURN
Mayor Matas adjourned the meeting at 7:37 P.M.
Jerryl Soriano, CMC, City Clerk
SR-22-231
City of Desert Hot Springs
City Council
AGENDA ITEM REPORT
To: City Council
Date: October 18, 2022
Department: Administrative Services
Prepared by: Geoffrey Buchheim, Administrative Services Director Subject: (Continued From October 4, 2022) Resolution Adopting Revised User Fees List to the User Fee Schedule
RECOMMENDATION:
1) Staff Report;
2) Entertain questions of Staff from the City Council
3) Open Public Hearing;
4) Take public testimony from those favor;
5) Take public testimony from those opposed;
6) Take public testimony from those in a neutral position; 7) Close the Public Hearing;
8) City Council discussion; and
9) Adopt a Resolution of the City Council adopting the Revised User Fees.
BACKGROUND:
The California Constitution allows municipalities to recover reasonable costs borne from providing certain services to certain individuals. The City is permitted to charge fees based on “costs reasonably borne” by the City, however, the fees may not exceed those costs in providing the service. “Costs reasonably borne” is intended to include all appropriations by an entity for the appropriate costs for the continuation of the service over time. This includes the ongoing expenses such as operating costs and an allocation for overhead and administration. The types of costs include: salaries and wages; employee fringe benefits; maintenance and operations costs; overhead costs; general City and department and/or divisional overhead costs. Without corresponding user fees, these services would funded by tax revenues. In June 2020, the City adopted its current user fee schedule based on the User Fee Study completed in April 2020.
DISCUSSION:
Over the last two years, there has been a need to revise current fees and add new fees. Existing fees need to be revised as changes in operation and costs arise. The following are proposed changes to existing fees:
SR-22-231
Service Name Fee Description Proposed Revised
Fee
Current Fee
Block Wall Fixed fee $215 for first 300 feet
+ $0.50 per lineal
foot after 300 feet
$215 and $57 per
500 lineal feet after
300 feet
Planning Building
Review Fee
Hourly $153.23 per hourly $465
Vacation Rental Fee Per Certificate $1,241.81 general
vacation rental,
$931.75 primary
residence vacation
rental, $620.90
homeshare vacation
rental
$230
Water Quality
Management
Preliminary Plan
Review
Fixed Fee $610 $500
New fees need to be added due to new regulations or as the City adds services. The following a proposed fees to be added to the user fee schedule:
Service Name Fee Description Proposed Revised Fee
SB-9 Urban Lot Split - Planning Fixed Fee $1,165.36
SB-9 Urban Lot Split -
Engineering
Fixed Fee $985.26
SB-9 Two Unit Development Fixed Fee $1,165.36
New Single Family Residential
Grading Plan Check Fee
Fixed Fee $1,935
New Single Family Residential
Grading Permit Fee
Fixed Fee $460 for first 3 reviews
Master Plan Check Fee Valuation Same as current Standard Plan Check Fee
Sub-Master Plan Check Fee Valuation 50% of Master Plan Check Fee Fire Plan Check & Permit Fee -
New Multi-Residential/Hotel,
Motel, Apartments,
Condominiums
Per Unit $657.02
Fire Plan Check & Permit Fee -
New Commercial/Industrial
Fixed Fee $684.27
Fire Plan Check & Permit Fee -
Residential Addition/Remodel
Fixed Fee $493.52
Fire Plan Check & Permit -
Commercial Tenant
Improvement
Fixed Fee $520.77
SR-22-231
Service Name Fee Description Proposed Revised Fee
Fire Plan Check & Permit FeeCommercial/Industrial Addition or Remodel
Fixed Fee $548.02
Swim Lessons 4 Classes per Month $25.00
Aerobics Per Class $5.00
Aquatic Center Entrance Daily
Fee
Fixed Fee $0.50 Adult, $0.25 Youth(3-17),
$1.00 Family of 4
Aquatic Center Pass (10
Admissions)
Fixed Fee $5.00 Adult, $2.50 Youth (3-
17), $10.00 Family of 4
Basketball/Volleyball/Gym
Annual Membership
Fixed Fee $50.00 for residents, $150.00
for non-residents
Aquatic Center Season Pass Fixed Fee $50 Adult, $95 Family of 4 Basketball/Volleyball/Gym
Drop-in Fee
Fixed Rate $5.00 for residents, $10.00 for
non-residents
After-School Program Per Month $25.00
Transportation Fee Per Month $20.00 Elementary/Middle
School, $5.00 High School
Summer Camp Per Month $100.00 Full Day, $50.00 Half
Day
Sibling Discount for Summer
Camp
Per Month $25.00
Winter Break Program Fixed Rate $50.00 for 3 weeks
Spring Break Program Fixed Rate $50.00 for 2 weeks
The above listed fees are the only fee changes being proposed. All other user fees will remain the same as approved by Council in June 2020. This also does not change the development impact fees approved by Council in December 2021.
The proposed user fee changes and the revised User Fee Schedule was provided to the Desert Valley Builders Association (“DVBA”) for their review. On September 29, 2022, DVBA provided a letter to the City in support of the revised fees. The notice of the revised fee schedule was also sent to other agencies on request. The notice was also posted on the City’s website and advertised in the Desert Star Weekly on September 21st and September 28th. When the Public Hearing was continued to October 18, 2022 to include more changes in the revised fees, these changes were provided to DVBA and other requesting agencies on October 6, 2022.
FISCAL IMPACT:
All of the fees, with the exception of the Recreation Fees, would recover the full costs associated with each service being provided. The Recreation Fees are same as what was charged from Borrego before the City took over the recreation center.
ATTACHMENTS:
Exhibit 1 - Resolution Adopting Revised User Fee Schedule FY 2022-23 Proposed Fee Schedule Changes - October 2022
Exhibit 3 - DVBA Letter Dated 9-29-2022
SR-22-231
RESOLUTION NO. 2022-______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DESERT
HOT SPRINGS, COUNTY OF RIVERSIDE, STATE OF CALIFORNIA,
ADOPTING THE ADDITION OF REVISED USERS FEES, DATED
OCTOBER 2022, TO THE USER FEE SCHEDULE
WHEREAS, the City of Desert Hot Springs had conducted an analysis of its services, the costs reasonably bone from providing those services, the beneficiaries of those services, and the revenue produced by those paying fees and charges for special services in 2020; and
WHEREAS, the City wishes to comply with both the letter and the spirit of Article XIIIB of the California Constitution and limit the growth of taxes; and WHEREAS, the City provides various planning and building development services to the public including, but not limited to, processing applications, reviewing plans and maps, issuing permits and reviewing development agreements (the “Building and Planning Services”); and
WHEREAS, the City desires to establish a methodology of recovering some portion of the costs reasonably borne from providing certain other special services, including but not limited to, those concerning park and recreation services, rental of City property, police and fire services, and other miscellaneous City services, of a voluntary or limited nature, such that general taxes are not diverted from general services of a broad nature and thereby utilized unfairly and inequitably for such special services (“City Services”); and
WHEREAS, City Council intends to collect various fees (the “Fees”) and, in certain cases, require advance deposit of the Fees, to offset the costs associated with providing the Building and Planning Services and City Services; and WHEREAS, because some of the Fees are described in Government Code Section 66014, the City is required to hold at least one open and public meeting as well as a general description of the matter to be considered are to be mailed at least 14 days prior to the date of the meeting to those parties (if any) who have filed requests for such notifications; and
WHEREAS, since no requests for such notification were filed with the City, no notices were mailed; and
WHEREAS, data indicating the amount of the estimated cost required to provide the Building and Planning Services and City Services and the resources anticipated to fund the same were made available to the public at least 10 days prior to the date of this meeting, in accordance with Government Code Section 66016; and WHEREAS, pursuant to Government Code Sections 66016 and 66018, the enactment or increase in any fees to be charged for services must be adopted by the City Council by ordinance or resolution, after providing notice and holding a public hearing; and
WHEREAS, pursuant to Government Code Section 66018, the City complied with all notice and hearing requirements thereof; and
WHEREAS, City Staff has made revisions and added new fees to the User Fees adopted by City Council in June 2020; and,
WHEREAS, a duly noticed public hearing before the City Council was held on October 4, 2022 and extended to October 18, 2022, at which public testimony was received and duly considered on the proposed Fees; and
WHEREAS, the amount of the Fees does not exceed the true cost of providing the Building and Planning Services and City Services; and WHEREAS, any increase to the amount of the fees as set forth in the User Fee Schedule is not a “project” subject to the California Environmental Quality Act because it is a funding mechanism have no physical effect on the environment.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Desert Hot Springs as follows:
Section 1. RECITALS
That the Recitals set forth above are true and correct.
Section 2. APPROVAL OF USER FEE STUDY
That the City Council hereby approve and adopt the User Fee Schedule and the fees and charges contained herein.
Section 3. REPEAL OF CONFLICTING PROVISIONS
That all the provisions heretofore adopted by the City Council that are in conflict with the provisions of this Resolution are hereby repealed.
Section 4. SEVERABLITY
That if any provisions of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications of this Resolution which can be given effect without the invalid provision or application, and to this end the provisions of this Resolution are severable. The City Council hereby declares that it would have adopted this Resolution irrespective of the invalidity of any particular portion thereof.
Section 5. EFFECTIVE DATE
That this Resolution shall take effect upon its adoption and the User Fee Schedule and the Fees contained therein shall take effect immediately.
Section 6. CERTIFICATION
That the City Clerk shall certify to the passage of this Resolution and enter it into the book or original resolutions.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Desert Hot Springs at a regular meeting held on this eighteenth day of October 2022 by the following vote:
AYES:
NAYES:
ABSENT:
ATTEST: APPROVED:
Jerryl Soriano, City Clerk Scott Matas, Mayor
APPROVED AS TO FORM:
Jennifer Mizrahi, City Attorney
CERTIFICATE OF CLERK
I, Jerryl Soriano, City Clerk of the City of Desert Hot Springs, do hereby certify that the foregoing is a full, true and correct copy of a resolution duly adopted at a regular meeting of the City Council of the City of Desert Hot Springs duly and regularly held at the regular meeting place thereof on October 18, 2022, of which meeting all of the members of said City Council had due notice, and at said meeting said resolution was adopted by the following vote:
AYES:
NAYES:
ABSTAIN:
ABSENT:
I do hereby further certify that an agenda of said meeting was posted at least 72 hours before said meeting at 11-999 Palm Drive, Desert Hot Springs, CA 92240, a location freely accessible to members of the public, and a brief description of said resolution appeared on said agenda.
I do hereby further certify that I have carefully compared the foregoing copy with the original minutes of said meeting on file and of record in my office; that said copy is a full, true and correct copy of the original resolution adopted at said meeting and entered in said minutes; and that said resolution has not been amended, modified, rescinded or revoked in any manner since the date of its adoption, and the same is now in full force and effect.
Dated: October 18, 2022
City Clerk of the City of Desert Hot Springs
[SEAL]
City of Desert Hot Springs
Proposed Fee Schedule Changes
10/06/2022
Service Name Fee Description Adopted Fee
SB-9 Urban Lot Split - Planning Fixed Fee $1,165.36
SB-9 Two Unit Development - Planning Fixed Fee $1,165.36 Service Name Fee Description Adopted Fee
New Single Family Residential Grading Plan Check Fee Fixed Fee $1,935.00 New Single Family Residential Grading Permit Fee Fixed Fee $460 for first 3 reviews Water Quality Management Preliminary Plan Review Fixed Fee $610.00 SB-9 Urban Lot Split - Engineering Fixed Fee $985.26
Service Name Fee Description Adopted Fee
Block Wall Fixed Fee
$215 for first 300 ft +
$0.50 per Lineal ft (after
300 ft)
Planning Building Plan Review Fee Hourly 153.23 per hour Master Plan Check Fee Valuation Same as Standard Plan
Check Fee
Sub-Master Plan Check Fee Valuation 50% of Master Plan
Check Fee
Service Name Fee Description Adopted Fee
Plan Check & Permit - New Multi-Residential/Hotel,
Motel, Apartments, Condominiums Per Unit $657.02
Plan Check & Permit - New Commericial/Industrial Fixed Fee $684.27 Plan Check & Permit - Residential Addition/Remodel Fixed Fee $493.52 Plan Check & Permit - Commerical Tenant Improvement Fixed Fee $520.77 Plan Check & Permit - Commerical/Industrial Addition or Remodel Fixed Fee $548.02
Service Name Fee Description Adopted Fee
General Vacation Rental Fee Per Certificate $1,241.81
Primary Residence Vacation Rental Fee Per Certificate $931.75 Homeshare Vacation Rental Fee Per Certificate $620.90
Swim Lessons 4 Classes per Month $25.00
Aerobics Per Class $5.00
Aquatic Center Entrance Fee - Adult Daily Fee Fixed Fee $0.50 Aquatic Center Entrance Fee - Youth (3-17) Daily Fee Fixed Fee $0.25 Aquatic Center Entrance Fee - Family of 4 Daily Fee Fixed Fee $1.00 Aquatic Center Pass (10 Admissions) - Youth (3-17) Fixed Fee $2.50 Aquatic Center Pass (10 Admissions) - Adult Fixed Fee $5.00 Aquatic Center Pass (10 Admissions) - Family of 4 Fixed Fee $10.00 Aquatic Center Season Pass - Youth/Adult Fixed Fee $50.00 Aquatic Center Season Pass - Family of 4 Fixed Fee $95.00
RECREATION
ADMINISTRATION
BUILDING & SAFETY
PLANNING
PUBLIC WORKS
FIRE SERVICES
Any fees not included in this Fee Schedule will be calculated based on actual costs to provide the service.
All Non-Deposit Plan Check Fees cover 3 Plan Checks. All Deposit Based Fees are charged in 30 minute increments. 1 of 2 Page 15 of 163
City of Desert Hot Springs
Proposed Fee Schedule Changes
10/06/2022
Basketball/Volleyball/Gym Annual Membership
Fixed Fee $50 for residents, $150
for non-residents
Basketball/Volleyball/Gym Drop-in Fee Fixed Rate $5 for residents, $10 for non-residents
After-School Program Per Month $25.00
Transportation Fee (Elementary/Middle School) Per Month $20.00 Transportation Fee (High School) Per Month $5.00
Summer Camp - Full Day Per Month $100.00
Summer Camp - Half Day Per Month $50.00
Sibling Discount for Summer Camp Per Month $25.00
Winter Break Program Fixed Rate $50 for 3 weeks
Spring Break Program Fixed Rate $50 for 2 weeks
Any fees not included in this Fee Schedule will be calculated based on actual costs to provide the service.
All Non-Deposit Plan Check Fees cover 3 Plan Checks. All Deposit Based Fees are charged in 30 minute increments. 2 of 2 Page 16 of 163
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desertvalleysbuilders association
PRESIDENT
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ImmediatePast President
DeborahMccamy City of Desert Hot Springs
5°‘“h°m Ca“f°mi3 035 Company Geoffrey Buchheim, Administrative Services Director ?Z1 11999 Palm Drive TomDubose _ DuboseDesign Group, inc. Desert Hot Sprlngsa CA 92240 SECRL1/iRY/TREASURER
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VICEPQESIDENT
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MissionSprings Water ChiefExecutive Officer
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Dan Olivier
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Alan Pace/Programs Chairman
Petra Geosciences
Kevin Pillow
AC HoustonLumber
John Powell, Jr.
Coachclia Valley Water District
Mike Rowe
MSA Consulting
Phil Smith
SunriseCompany
AlissaVaiter
Fidelity NationalTitle
Jeff Wattenbarger
Wattenbarger Construction
34360 Gateway Drive 0 PalmDesert - CA 922i l
(750) 776-7001 office - (750) 776-7002 fax
www.TheDVBA.org Page 17 of 163
SR-22-222
City of Desert Hot Springs
City Council
AGENDA ITEM REPORT
To: City Council
Date: October 18, 2022
Department: City Manager
Prepared by: Erick Becerril, Community Development Director Subject: OneFuture Coachella Valley Funding Request
RECOMMENDATION:
Consider a $25,000 sponsorship proposal from OneFuture to provide educational services to the City of Desert Hot Springs residents.
BACKGROUND:
In 2005, the Coachella Valley Economic Partnership (CVEP) launched a career pathways program to increase educational attainment as a driver of economic development. This program built a connection between local businesses, K-12 districts, high school career pathways programs, higher education, and county partners to provide student support systems to create a stronger workforce for local businesses.
The program then expanded to include a college access and scholarship initiative called Pathways to Success and was ultimately combined under CVEP’s Workforce Excellence division.
In 2012, a Regional Plan for College and Career Success was created, with the CVEP Workforce Excellence division leading the implementation. The Plan outlined a five-year framework for business, education, and community partners to collaborate to achieve goals.
Excellence division leading the implementation. The Plan outlined a five-year framework for business, education, and community partners to collaborate to achieve goals.
In 2017, the Workforce Excellence division was spun off from CVEP and OneFuture Coachella Valley was established as a stand-alone 501(c)(3). The organization was created to lead the development and implementation of Regional Plan 2.0, emphasizing college completion, workforce readiness and job attainment for local students.
The City provided support to OneFuture in the amount of $25,000 during FY20-21.The attached proposal outlines how our funding will be used by the organization to help assure students succeed in college, career, and life.
DISCUSSION:
OneFuture Coachella Valley proposes a $25,000 agreement with the City of Desert Hot Springs for the following:
• $20,000 to support:
SR-22-222
o College and career pathway programs and financial aid assessment and support services for students and families from Desert Hot Springs
o Gents Alliance program addressing barriers to college and career success among young men from Desert Hot Springs
o Additional Project: Co-partner with the City to develop career exploration events or activities to introduce K-16 students to careers in public service and government • $5,000 for a scholarship fund base which will be matched dollar for dollar with valley nonprofits and foundations to support Desert Hot Springs students.
OneFuture focuses on educational success, with the goal of students having a clear economic and academic path to and through college. They connect students with financial aid for college including the opportunity to achieve OneFuture scholarships; and they provide career support such as counseling, college enrollment application assistance, and internship connections. Since 2009, 215 Desert Hot springs scholars have received $1,800,000 in scholarship funds.
OneFuture collaborates to offer career mentoring services and activities. Each year, more than 70 students from Desert Hot Springs High School participate in the KidWind competition, a regional competition promoting wind technology. They also connect students with healthcare providers for paid summer internships.
FISCAL IMPACT:
Staff has included budget appropriations in the amount of $25,000 in the FY22-23 Adopted Budget.
This expense will come from the Dues & Subscriptions line item for the City Council budget in the General Fund, Account 100-4235-41-11-0000.
ENVIRONMENTAL ANALYSIS:
ATTACHMENTS:
Exhibit 1 - OneFuture Proposal
City of Desert Hot Springs
Education & Economic Development Proposal
July 2022
Name: OneFuture Coachella Valley
Address: 41550 Eclectic Street, Suite, 200 E
Palm Desert, CA 92260
Contact Information: 760-625-0422
Website: www.onefuturecv.org
Federal Tax Exempt Number: 81-3653698
Contact Person & Title: Sheila Thornton, President/CEO
760-799-4137
[email protected]
Funding Request: $25,000.00
Operational Budget: $1,956,634
Organizational Budget: $2,441,634 (includes $485,000 in scholarships to local students) Fiscal Year: 2022-2023
Period this request will cover: July 2022 – June 2023
Purpose of this request:
OneFuture Coachella Valley (OFCV) respectfully submits this proposal to provide services to the City of Desert Hot Springs to increase educational attainment and earnings potential for low-income residents of the city through college support, career planning and workforce development services. We propose a $25,000 contract as a Regional Investment Fund that will address the need for long-term economic recovery and growth through degree completion for local students and workforce quality improvements.
Building on 15 years of experience and successful outcomes, OneFuture Coachella Valley is confident that education is the way to long-term economic success, wellness, and upward mobility for its residents. Per the Georgetown Center on Education and the Workforce, cities with higher degree attainment rates have significantly lower unemployment rates, higher wages, better overall health, and a lower likelihood of requiring disability payments.
Now more than ever, is the time to invest in the success of our youth as an economic growth strategy. This partnership will not only change the lives of students and their families, but also strengthen the economy so that residents of all backgrounds can stay in the area and achieve careers or grow businesses that are personally and financially rewarding.
OneFuture Coachella Valley proposes a $25,000 contract with the City of Desert Hot Springs for the following:
• $20,000 to support:
o College and career pathway programs and financial aid assessment and support services for students and families from Desert Hot Springs
o Gents Alliance program addressing barriers to college and career success among young men from Desert Hot Springs
o Additional Project: Co-partner with the City to develop career explorations events or activities to introduce K-16 students to careers in public service and government • $5,000 for a scholarship fund base which will be matched dollar for dollar with valley nonprofits and foundations to support Desert Hot Springs students.
ONEFUTURE COACHELLA VALLEY SERVICES FOR DHS STUDENTS AND SCHOLARS Financial Aid: consulting, parent and student training, and school district support to increase regional financial aid application to meet the goals of the Regional Plan for College and Career Success.
Student Support Services: 1-1 counseling, career roadmap, college enrollment and application process, financial aid package review and assessment, leadership conference, networking mixers, scholar progress reports and scholar persistence.
Career Pipeline Support: KidWind Annual Competition, Health Career Connections Summer Internship Program for local undergraduate students, High School Pathway & Career Academy community engagement support.
Job Placement & Referral: connect local graduates with local employers through mentorships, internships, and jobs.
Regional Alignment Team management and facilitation: business, education, civic and community engagement to support key indicators of the Regional Plan for College and Career Success. Teams include: K-12, Business Engagement, Behavioral Health, Data, Financial Aid, College Completion, Gents Alliance and Opportunity Youth and Young Adult.
OneFuture shares with the City a common commitment to the overall well-being of the youth of our region and the broader community. Through this partnership, we will work with city staff to create a shared message on educational attainment and the critical role it plays in economic mobility for students, families, businesses, and communities:
• 3-yearly social media posts (Facebook, IG, Twitter, LinkedIn) on the City’s role as Leadership Partner in regional education and economic development strategy • 2-yearly acknowledgement messages in the OneFuture Coachella Valley monthly newsletter • Acknowledgement as a Leadership Partner on the OneFuture Coachella Valley website for the applicable year
• Listed as a Leadership Partner and Contributor at the Regional Plan for College and Career Success Annual Retreat. This event is a regional convening of approximately 75 – 100 local business partners, school district administrators, higher education institutions and community constituents
• Listed and reported out as a Leadership Partner and Contributor at the Annual ‘The Future is Ours’ fundraising event
CITY OF DESERT HOT SPRINGS
IMPACT: SHAPING THE FUTURE WORKFORCE IN DESERT HOT SPRINGS • 262 students from Desert Hot Springs High School participate in four Pathway & Career Academy Programs in Education, Public Service, Renewable Energy, and Arts, Media & Entertainment
• 215 scholars from Desert Hot Springs have received $1,800,000 Million in scholarship funds since 2009
• 100% of scholars receive OFCV Support Services: 1-1 counseling, financial aid assistance, academic planning, career roadmap and professional development, and mental wellness checks to assure that scholars persist
• Each year, more than 70 students from Desert Hot Springs High School participate in the Regional Kid Wind Competition
WHERE ARE THEY NOW?
OneFuture continually collects data and makes every effort to stay in touch with scholars and monitor their college and career success. OneFuture graduates from Desert Hot Springs are now sharing their gifts regionally and across the world.
59% of DHS graduates are living and working in the Coachella Valley.
Former scholars with degrees, currently working and/or attending post-graduate studies:
Employed
- Peace Corps
- Current City of Desert Hot Springs Assistant City Manager - Educational institutions: CSU Long Beach, University of California San Diego, College of the Desert, Palm Springs Unified School District
- Policy and Planning
- Cathedral City employee
- Coachella Valley Water District accountant
- Former City of Desert Hot Springs City Council Member - Entrepreneur creating and designing new apps
- Healthcare: nurses, behavioral therapists and other healthcare workforce - Local non-profits
Post Graduate Studies
- Materials science & engineering
- Law
- Medical School
SR-22-234
City of Desert Hot Springs
City Council
AGENDA ITEM REPORT
To: City Council
Date: October 18, 2022
Department: Administrative Services
Prepared by: Geoffrey Buchheim, Administrative Services Director Subject: Budget Adjustments for the 2022-2023 Fiscal Year RECOMMENDATION:
Adopt a Resolution of the City Council approving the FY 2022-2023 Budget Adjustments.
BACKGROUND:
Beginning with Fiscal Year (FY) 2016-2017, the City moved to a two-year budget format, whereby the operating budget would be presented by staff and ultimately approved by the City Council every two years. On June 1, 2021, City Council approved the budgets for the 2021-2022 and 2022-2023 fiscal years. During the regular course of business, adjustments to the budget become necessary as new information for more accurate estimates become available and actual changes in programs occur such as salary and benefit costs change, changes in staff positions, and new or altered demands for contracted services. These adjustments allow for the City to continue daily operations and on-going repairs, maintenance, and improvements to the City’s public facilities and equipment are funded.
The City’s Finance Staff worked in cooperation with Staff from other City departments to determine the changes in their needs for FY 2022-2023. The items presented here are the adjustments for the FY2022-2023 Budget for the City Council’s review.
DISCUSSION:
Consolidated General Fund:
The Consolidated General Fund consists of three funds used to account for virtually all required services funded predominantly with discretionary revenue sources:
General Fund (Fund 001)
Emergency Reserve Fund (Fund 212)
Public Safety Fund (Fund 245)
The summary of budget adjustments for FY2022-2023 in the Consolidated General Fund are as follows:
Consolidated General Fund FY2022-2023 Adjustments
Revenues 2,065,857
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Operating Expenses 2,065,422
Surplus (Deficit) 435
Request Use of Fund Balance for One-time
Expenditures 275,000
There are several changes in the revenues of the Consolidated General Fund. The largest changes in revenues are from property taxes, transient occupancy taxes, and sales taxes. The changes in these revenue sources are due to increased economic activity in the City. Other significant increases include building permits and other fees that are due to increased development activity in the City.
The increases in expenses are comprised of several items. The budget adjustments for FY2022-2023 include cost increases for changes in the MOUS for the Police and Desert Hot Springs Employees Union, which were approved by the City Council on December 8, 2021. The budget adjustments also include similar cost increases for the non-represented employees as well as increases in insurance premiums for all employees. Other adjustments to expenditures include replacement of some police vehicles, added contract services for Code Enforcement, building maintenance and repairs, homeless consulting services, $15,000 for expediting homeless clean up services, parks repairs and maintenance, GIS technologies, programs funded by grants, and additional costs related to the dispatch center.
There is an estimated $404,000 surplus in the Consolidated General Fund from FY2021-2022. With that in mind, Staff is requesting to use fund balance for one-time expenditures in the amount of $275,000. The 2 one-time expenditures are:
- $150,000 for a Parks Master Plan
- $125,000 for enhanced recruitment in the Police Department Restricted Funds:
Streets/Traffic Signals/Bridges Development Impact Fee Fund:; - Increase expenditures in the amount of $148,579 for the City’s portion of the North Indian Canyon Widening Project and $9,100 for the ATP Cycle 6 Hacienda Avenue Improvement Design. These expenses will be covered by the revenues already budgeted for the fund this fiscal year.
Community Center Development Impact Fee Fund: - Increase revenues by $90,000 due to increased development activity and increase expenditures by $85,000 for improvement projects.
Storm Drainage Development Impact Fee Fund: - Increase revenues by $15,000 due to increased development activity and increase expenditures by $52,382 for the Update Master Drainage Plan project.
Art in Public Places Fund: - Increase expenditures by $100,000 for community art projects. The programs will be covered by the estimated $375,991 in fund balance at 6/30/2022.
Quimby Fees Fund: - Increase revenues by $500,000 for increased development activity and increase expenditures by $507,210 for park improvement projects related to the Corp Yard Park, Reflection Park, Mission Springs Park, and Tedesco Park. The difference will be covered by revenues already budgeted in this fund for the fiscal year.
SR-22-234
Measure A Fund: - Increase expenditures by $575,789 for various streets projects including City-wide slurry seal, sidewalk and shoulder repair, Hacienda Drive improvements, and Palm Drive improvements. These additional costs will be covered by already budgeted revenues in the fund as well as the estimated $586,298 in fund balance in the fund at 6/30/2022.
State Gas Tax Fund (140): - Decrease of personnel expenditures in the amount of $56,517 due to changes in staffing assigned to that fund.
SB1 Road Maintenance and Rehab Fund: - Increase expenditures by $1,481,845 for various street projects, including Palm Drive improvements, Hacienda Avenue improvements, and City-wide annual slurry seal projects. These additional costs will be covered by the annual SB1 funding of $572,702 and the estimated fund balance of $998,282 at 6/30/2022.
Community Development Block Grant Fund: - Increase grant revenues by $546,935 and increase expenditures by $546,935 for improvements to Reflection Park and Wardman Park.
Capital Improvement Project Fund: - Increase grant revenues by $4,025,260 and increase expenditures by $4,761,239 for various capital improvement projects. The excess of expenditures over revenues is for the Musco Lighting Project and will be utilizing the available fund balance in that fund as of 6/30/2022.
Health & Wellness Fund (211): - Increase revenues by $234,520 for increased fees and increase expenditures by $231,572 for increased programs and maintenance.
Public Facilities Capital Improvement Fund: - Increase expenditures by $16,328,485 for the capital improvement projects funded by the 2021 Bonds.
ARPA Fund: - Increase revenues by $3,454,116 for the second traunch of the Corona Virus Relief Funds. Increase expenditures by $300,000 for the small business improvement program approved by City Council on 10/4/2022.
Cabot’s Museum Fund: - Increase Transfers In by $183 and increase Contract Services by $183.
City Debt Service Fund: - Increase Utility Users Tax revenue by $225,000 and decrease the Transfer In from the General Fund by $485,368.
City-wide Landscape/Lighting Maintenance District Fund (501): - Increase in costs by $182,217, to cover personnel cost increases and additional maintenance due to new medians, traffic lights and street lamps. These costs will be offset by an additional transfer from the General Fund.
Equipment Replacement Fund: - Increase expenditures by $17,000 for payments to Enterprise Fleet for new Public Works vehicles. The increase cost will be offset by an increase transfer from the General Fund.
Housing Authority Fund: - Increase expenditures by $33,425 for changes in personnel costs. The increase will be covered by the current excess of revenue over expenditures in the Adopted Budget for this fund.
SR-22-234
RDA Obligation Retirement Fund (911): - Increased staff costs in the amount of $13,385 which will be offset by a decrease of $13,385 in legal services.
FISCAL IMPACT:
For FY 2022-2023, these adjustments will change the projected revenues and expenditures in the Consolidated General Fund as follows:
Consolidated General Fund FY2022-2023 Budget
Revenues $32,338,283
Operating Expenses $32,161,656
Surplus (Deficit) $176,627
Estimated Change in Fund Balance from FY21-
22 $404,000
Requested Use of Fund Balance for One-time
Expenditures $275,000
Estimated Ending Fund Balance at 6/30/2023 $13,255,683
Streets/Traffic Signals/Bridges Development Impact Fee Fund: - Overall fiscal impact is a net total of $71,521 of revenues over expenditures
Community Center Development Impact Fee Fund: - Overall fiscal impact is a net total of $5,500 of revenues over expenditures.
Storm Drainage Development Impact Fee Fund: - The overall fiscal impact is a net total of $36,882 of expenditures over revenues.
Art in Public Places Fund: - The overall fiscal impact is an increase in expenditures of $100,000.
Quimby Fees Fund: - The overall fiscal impact is a net total of $12,290 of revenues over expenditures.
Measure A Fund: - The overall fiscal impact is a net total of $319,673 of expenditures over revenues.
State Gas Tax Find (140) – The overall fiscal impact to increase expenditures by $56,517.
SB1 Road Maintenance and Rehab Fund: - The overall fiscal impact to increase expenditures by $1,481,845.
Community Development Block Grant Fund: - The overall fiscal impact is a net $0 in changes Capital Improvement Project Fund: - The overall fiscal impact is a net total of $535,979 of expenditures over revenues.
Health & Wellness Fund (211) – The overall fiscal impact is a net total of $2,948 of revenues over expenditures.
Public Facilities Capital Improvement Fund: - The overall fiscal impact to increase expenditures by $16,328,485.
SR-22-234
ARPA Fund: - The overall fiscal impact is a net total of $3,154,116 of revenues over expenditures.
Cabot’s Museum Fund: - The overall fiscal impact is a net $0 in changes.
City Debt Service Fund: - The overall fiscal impact is a net total of $100,000 of revenues over expenditures.
City-wide Landscape/Lighting Maintenance District Fund (501) – The overall fiscal impact is a net $0 in changes.
Housing Authority Fund: - The overall fiscal impact is a net total of $163,269 of revenues over expenditures.
RDA Obligation Retirement Fund (911) – The overall fiscal impact is a net $0 in changes.
ATTACHMENTS:
Exhibit 1 - Resolution
Exhibit 2 - FY 2022-23 Proposed Budget Adjustments Exhibit
RESOLUTION NO. 2022-______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DESERT
HOT SPRINGS APPROVING THE FISCAL YEAR 2022-2023
CONSOLIDATED GENERAL FUND OPERATING, CAPITAL
IMPROVEMENT PLAN AND OTHER FUNDS’ BUDGET ADJUSTMENTS
WHEREAS, the City Council adopted the Fiscal Year 2022-2023 Budget as part of the 2-Year Budget on June 1, 2021; and
WHEREAS, adjustments to the budget are required for Year 2 as more information becomes available; and
WHEREAS, the City Manager has the full authority to execute any and all documents related to the Fiscal Year 2022-2023 Budget; and WHEREAS, the City Manager may delegate authority to implement this resolution to the Administrative Services Director.
NOW, THEREFORE BE IT RESOLVED, DETERMINED, AND ORDERED BY THE CITY COUNCIL, AS FOLLOWS:
Section 1. The City Council of Desert Hot Springs approves the Fiscal Year 2022-2023 proposed budget adjustments.
PASSED AND ADOPTED by the City Council of the City of Desert Hot Springs at a regular meeting of the City Council duly held on the 18th day of October 2022, by the following vote:
AYES:
NAYS:
ABSENT:
ABSTAIN:
ATTEST: APPROVED:
Jerryl Soriano, CMC, City Clerk Scott Matas, Mayor
APPROVED AS TO FORM:
Jennifer A. Mizrahi, City Attorney
FY22-23 Consolidated General Fund Budget Summary
Consolidated General Fund FY22-23 Adopted Budget FY22-23 Adjustments FY22-23 Amended Budget General Fund
Revenues 23,614,904 1,755,328 25,370,232
Expenditures 13,279,498 654,494 13,933,992
Surplus 10,335,406 1,100,834 11,436,240
Public Safety Fund
Revenues 6,657,622 310,529 6,968,151
Expenditures 16,747,821 1,410,928 18,158,749
Deficit (10,090,199) (1,100,399) (11,190,598)
Total Difference 245,207 435 245,642
Use of Fund Balance for One-Time Expenditures 275,000 275,000 ACCOUNT Account Name FY21-22 Adopted Budget FY22-23 Adopted Budget Propposed Adjustments FY22-23 Amended Budget General Fund
100-3101-00-00-0000 PROPERTY TAX - SECURED 946,006 983,846 0 983,846 100-3102-00-00-0000 PROPERTY TAX - UNSECURED 36,658 37,758 5,000 42,758 100-3104-00-00-0000 PROPERTY TAX - SUPPLEMENTAL 10,000 10,000 12,000 22,000 100-3105-00-00-0000 PROPERTY TRANSFER TAX 105,000 110,000 90,000 200,000 100-3106-00-00-0000 PASS THROUGH INCREMENT REVENUE 500,000 500,000 310,000 810,000 100-3111-00-00-0000 TRANSIENT OCCUPANCY TAXES 2,150,000 2,210,000 750,000 2,960,000 100-3112-00-00-0000 SPECIAL REVENUE - DISPENSARIES 2,463,380 2,687,281 -300,000 2,387,281 100-3115-00-00-0000 SALES & USE TAX 1,990,726 2,049,429 450,000 2,499,429 100-3117-00-00-0000 SPECIAL REVENUE - CULTIVATORS 5,800,812 6,542,235 -527,672 6,014,563 100-3118-00-00-0000 RECYCLING FRANCHISE FEES 163,200 163,200 67,000 230,200 100-3119-00-00-0000 FRANCHISE FEES 1,715,508 1,851,284 200,000 2,051,284 100-3123-00-00-0000 TRIPLE FLIP VLF 2,699,879 2,888,871 0 2,888,871 100-3125-00-00-0000 TOWING FRANCHISE FEES 70,000 70,000 0 70,000 100-3201-00-00-0000 BUSINESS LICENSES 180,000 180,000 50,000 230,000 100-3211-00-00-0000 BUILDING PERMIT 850,000 900,000 150,000 1,050,000 100-3212-00-00-0000 PLANNING FEES 400,000 450,000 0 450,000 100-3213-00-00-0000 BUILDING PLAN CHECK FEES 530,000 530,000 0 530,000 100-3214-00-00-0000 ENVIRONMENTAL PLAN CHECK FEES 65,000 65,000 -20,000 45,000 100-3215-00-00-0000 VACATION RENTAL CERTIFICATE FEE 10,000 10,000 331,000 341,000 100-3216-00-00-0000 TECHNOLOGY SURCHARGE FEE 10,000 10,000 20,000 30,000 100-3221-00-00-0000 ENCROACHMENT PERMIT 5,000 5,000 0 5,000 100-3222-00-00-0000 GRADING PERMIT 5,000 5,000 0 5,000
100-3223-00-00-0000 ENGINEERING FEES 500,000 550,000 0 550,000 100-3225-00-00-0000 GENERAL PLAN MAINT SURCHARGE 25,000 25,000 30,000 55,000
100-3309-00-00-0000 ABANDONED RESIDENTIAL PROPERTY 1,000 1,000 0 1,000 100-3317-00-00-0000 MASSAGE PERMIT 1,000 1,000 0 1,000
100-3401-00-00-0000 INVESTMENT EARNINGS 50,000 50,000 0 50,000 100-3420-00-00-0000 RENTAL INCOME FEES 5,000 5,000 10,000 15,000 100-3520-00-00-0000 MOTOR VEHICLE IN LIEU 22,000 22,000 0 22,000 100-3551-00-00-0000 GRANTS 227,000 77,000 0 77,000
100-3551-00-00-2000 GRANTS - TRAILS CONSERVATION 0 0 128,000 128,000 100-3723-00-00-0000 ADMINISTRATIVE COSTS REIMBURSEMENTS 375,000 375,000 0 375,000 100-3729-00-00-0000 ADMINISTRATIVE FEES 50,000 50,000 0 50,000 100-3795-00-00-0000 MISCELLANEOUS REVENUE 100,000 100,000 0 100,000 100-3999-00-00-0000 TRANSFERS IN 100,000 100,000 0 100,000 Total Revenues 22,162,169 23,614,904 1,755,328 25,370,232 City Council
100-4101-41-11-0000 SALARIES-ELECTEDS/APPOINTED 113,601 113,601 0 113,601 100-4140-41-11-0000 EMPLOYEE BENEFITS 86,192 94,811 -19,769 75,042 100-4150-41-11-0000 PERS RETIREMENT 5,759 6,047 394 6,441 100-4160-41-11-0000 TAXES 9,656 9,656 -4,262 5,394
100-4170-41-11-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 13,881 13,881 -3,742 10,139 100-4235-41-11-0000 DUES AND SUBSCRIPTIONS 184,100 184,100 0 184,100 100-4247-41-11-0000 SPECIAL EVENTS 20,000 20,000 30,000 50,000 100-4320-41-11-0000 CONTRACT SERVICES 274,548 321,265 45,000 366,265 100-4230-41-11-0001 TRAVEL AND TRAINING 5,000 5,000 0 5,000 100-4230-41-11-0002 TRAVEL AND TRAINING 5,000 5,000 0 5,000 100-4230-41-11-0003 TRAVEL AND TRAINING 5,000 5,000 0 5,000 100-4230-41-11-0004 TRAVEL AND TRAINING 5,000 5,000 0 5,000 100-4230-41-11-0008 TRAVEL AND TRAINING 5,000 5,000 0 5,000 Total City Council Expenditures 732,737 788,361 47,620 835,981 City Manager
100-4100-41-12-0000 SALARIES 812,643 820,770 220,327 1,041,097 100-4115-41-12-0000 ANNUAL LEAVE BUYOUT 55,000 55,000 0 55,000 100-4140-41-12-0000 EMPLOYEE BENEFITS 145,887 160,475 19,959 180,434 100-4150-41-12-0000 PERS RETIREMENT 74,121 74,862 16,598 91,460 100-4160-41-12-0000 TAXES 67,756 68,433 1,071 69,504
100-4170-41-12-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 109,493 111,588 34,891 146,479 100-4215-41-12-0000 PRINTING 3,000 3,000 0 3,000
100-4220-41-12-0000 OFFICE SUPPLIES 10,000 10,000 0 10,000 100-4230-41-12-0000 TRAVEL AND TRAINING 20,350 20,350 0 20,350 100-4235-41-12-0000 DUES AND SUBSCRIPTIONS 15,296 15,296 0 15,296 100-4247-41-12-0000 SPECIAL EVENTS 55,000 55,000 25,000 80,000 100-4251-41-12-0000 UNIFORMS 10,000 10,000 0 10,000
100-4255-41-12-0000 FUEL 2,500 2,500 0 2,500
100-4260-41-12-0000 REPAIR & MAINTENANCE-VEHICLE 1,000 1,000 0 1,000 100-4266-41-12-0000 SUPPLIES & MAINTENANCE 53,500 53,500 6,000 59,500 100-4320-41-12-0000 CONTRACT SERVICES 0 0 100,000 100,000
100-5030-41-12-0000 EQUIPMENT 0 0 13,245 13,245
Total City Manager Expenditures 1,435,546 1,461,774 437,090 1,898,864 City Clerk
100-4100-41-13-0000 SALARIES 176,416 178,180 25,402 203,582 100-4115-41-13-0000 ANNUAL LEAVE BUYOUT 6,000 6,000 0 6,000 100-4140-41-13-0000 EMPLOYEE BENEFITS 15,223 16,746 19,824 36,570 100-4150-41-13-0000 PERS RETIREMENT 24,612 24,859 -489 24,370 100-4160-41-13-0000 TAXES 16,717 16,884 -1,376 15,508
100-4170-41-13-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 24,033 24,273 4,878 29,151 100-4210-41-13-0000 ADVERTISING 30,000 30,000 0 30,000
100-4230-41-13-0000 TRAVEL AND TRAINING 12,500 8,000 0 8,000 100-4235-41-13-0000 DUES AND SUBSCRIPTIONS 515 515 0 515 100-4250-41-13-0000 UNIFORM ALLOWANCE 0 275 0 275
100-4320-41-13-0000 CONTRACT SERVICES 116,500 36,500 100,000 136,500 Total City Clerk Expenditures 422,516 342,232 148,239 490,471 City Attorney
100-4315-41-14-0000 LEGAL 950,000 1,000,000 0 1,000,000 Total City Attorney Expenditures 950,000 1,000,000 0 1,000,000 Finance
100-4100-41-15-0000 SALARIES 450,920 455,429 163,743 619,172 100-4105-41-15-0000 OVERTIME / ON-CALL 7,000 7,000 0 7,000 100-4115-41-15-0000 ANNUAL LEAVE BUYOUT 8,000 8,000 0 8,000 100-4140-41-15-0000 EMPLOYEE BENEFITS 80,177 88,195 18,022 106,217 100-4150-41-15-0000 PERS RETIREMENT 44,355 44,799 14,808 59,607 100-4160-41-15-0000 TAXES 43,156 43,588 3,329 46,917
100-4170-41-15-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 62,044 62,664 26,373 89,037 100-4215-41-15-0000 PRINTING 550 550 0 550
100-4230-41-15-0000 TRAVEL AND TRAINING 5,500 5,500 0 5,500 100-4235-41-15-0000 DUES AND SUBSCRIPTIONS 700 700 0 700 100-4266-41-15-0000 SUPPLIES & MAINTENANCE 500 500 0 500 100-4284-41-15-0000 FEES & PERMITS 500 500 0 500
100-4320-41-15-0000 CONTRACT SERVICES 377,716 288,558 24,000 312,558 Total Finance Expenditures 1,081,118 1,005,983 250,275 1,256,258 Human Resources
100-4100-41-16-0000 SALARIES 180,760 182,567 14,343 196,910 100-4105-41-16-0000 OVERTIME / ON-CALL 1,000 1,000 0 1,000 100-4115-41-16-0000 ANNUAL LEAVE BUYOUT 2,000 2,000 0 2,000 100-4140-41-16-0000 EMPLOYEE BENEFITS 51,658 56,824 -12,832 43,992 100-4150-41-16-0000 PERS RETIREMENT 13,720 13,857 2,401 16,258 100-4160-41-16-0000 TAXES 16,975 17,145 -2,081 15,064
100-4170-41-16-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 24,404 2,464 25,852 28,316 100-4210-41-16-0000 ADVERTISING 6,500 6,500 0 6,500
100-4215-41-16-0000 PRINTING 400 400 0 400
100-4230-41-16-0000 TRAVEL AND TRAINING 5,700 6,200 0 6,200
100-4235-41-16-0000 DUES AND SUBSCRIPTIONS 7,200 7,200 0 7,200 100-4240-41-16-0000 EDUCATION 48,000 48,000 0 48,000
100-4266-41-16-0000 SUPPLIES & MAINTENANCE 5,500 5,500 0 5,500 100-4320-41-16-0000 CONTRACT SERVICES 20,850 20,850 0 20,850 Total Human Resources Expenditures 384,667 370,507 27,684 398,191 IT
100-4100-41-17-0000 SALARIES 173,862 175,600 109,853 285,453 100-4105-41-17-0000 OVERTIME / ON-CALL 12,000 12,000 0 12,000 100-4115-41-17-0000 ANNUAL LEAVE BUYOUT 5,000 5,000 0 5,000 100-4140-41-17-0000 EMPLOYEE BENEFITS 40,081 44,089 8,289 52,378 100-4150-41-17-0000 PERS RETIREMENT 20,430 20,634 9,093 29,727 100-4160-41-17-0000 TAXES 16,092 16,252 5,519 21,771
100-4170-41-17-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 23,134 23,365 17,559 40,924 100-4200-41-17-0000 UTILITIES 94,800 100,300 3,700 104,000 100-4230-41-17-0000 TRAVEL AND TRAINING 1,500 1,500 1,500 3,000 100-4235-41-17-0000 DUES AND SUBSCRIPTIONS 180,550 223,000 68,200 291,200 100-4255-41-17-0000 FUEL 2,000 2,000 1,000 3,000
100-4260-41-17-0000 REPAIR & MAINTENANCE-VEHICLE 1,000 1,000 0 1,000 100-4266-41-17-0000 SUPPLIES & MAINTENANCE 34,000 34,000 1,000 35,000 100-4320-41-17-0000 CONTRACT SERVICES 32,500 27,000 126,000 153,000 Total IT Expenditures 636,949 685,740 351,713 1,037,453 Non-Departmental
100-4100-41-19-0000 SALARIES -245,053 -257,305 -889,617 -1,146,922 100-4155-41-19-0000 PERS UNFUNDED LIABILITY - MISCELLANEOUS 364,679 419,381 0 419,381 100-4170-41-19-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 0 0 56,280 56,280 100-4220-41-19-0000 OFFICE SUPPLIES 9,000 9,000 0 9,000 100-4225-41-19-0000 POSTAGE 7,000 7,000 0 7,000
100-4266-41-19-0000 SUPPLIES & MAINTENANCE 23,000 23,000 0 23,000 100-4280-41-19-0000 CLAIMS EXPENSE 40,000 40,000 0 40,000 100-4320-41-19-0000 CONTRACT SERVICES 2,500 2,500 0 2,500 100-4995-41-19-0000 MARIJUANA RESERVE 1,242,648 150,000 0 150,000 100-4999-41-19-0000 TRANSFERS OUT 3,042,744 3,328,068 -285,826 3,042,242 Total Non-Departmental Expenditures 4,486,518 3,721,644 -1,119,163 2,602,481 Public Works
100-4100-41-41-0000 SALARIES 243,540 245,976 64,332 310,308 100-4105-41-41-0000 OVERTIME / ON-CALL 5,000 5,000 0 5,000 100-4110-41-41-0000 COMP TIME BUYOUT 10,000 10,000 0 10,000 100-4115-41-41-0000 ANNUAL LEAVE BUYOUT 5,000 5,000 0 5,000 100-4140-41-41-0000 EMPLOYEE BENEFITS 89,530 98,483 -28,583 69,900 100-4150-41-41-0000 PERS RETIREMENT 16,018 16,179 4,800 20,979 100-4160-41-41-0000 TAXES 24,276 24,518 -859 23,659
100-4170-41-41-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 34,900 35,249 9,224 44,473 100-4215-41-41-0000 PRINTING 1,200 1,200 0 1,200
100-4220-41-41-0000 OFFICE SUPPLIES 7,000 7,000 0 7,000
100-4230-41-41-0000 TRAVEL AND TRAINING 3,300 3,300 0 3,300 100-4235-41-41-0000 DUES AND SUBSCRIPTIONS 0 0 300 300
100-4250-41-41-0000 UNIFORM ALLOWANCE 413 1,013 0 1,013 100-4251-41-41-0000 UNIFORMS 500 500 0 500
100-4255-41-41-0000 FUEL 2,000 2,000 0 2,000
100-4260-41-41-0000 REPAIR & MAINTENANCE-VEHICLE 31,000 34,000 2,250 36,250 100-4266-41-41-0000 SUPPLIES & MAINTENANCE 65,350 43,700 23,333 67,033 100-4288-41-41-0000 PROGRAM EXPENSE 75,147 75,147 0 75,147 100-4320-41-41-0000 CONTRACT SERVICES 177,281 143,941 107,175 251,116 Total Public Works Expenditures 791,455 752,206 181,973 934,178 Public Buildings
100-4200-41-42-0000 UTILITIES 110,000 110,000 0 110,000 100-4255-41-42-0000 FUEL 1,000 1,000 0 1,000
100-4266-41-42-0000 SUPPLIES & MAINTENANCE 80,400 87,400 12,500 99,900 100-4284-41-42-0000 FEES & PERMITS 4,700 4,700 0 4,700
100-4288-41-42-2000 PROGRAM EXPENSE - TRAILS CONSERVATION 0 0 128,000 128,000 100-4320-41-42-0000 CONTRACT SERVICES 413,832 408,232 0 408,232 Total Public Buildings Expenditures 609,932 611,332 140,500 751,832 Building & Safety
100-4100-41-61-0000 SALARIES 459,696 464,293 -9,752 454,541 100-4105-41-61-0000 OVERTIME / ON-CALL 4,000 4,000 0 4,000 100-4115-41-61-0000 ANNUAL LEAVE BUYOUT 15,000 15,000 0 15,000 100-4140-41-61-0000 EMPLOYEE BENEFITS 109,834 120,818 -19,750 101,068 100-4150-41-61-0000 PERS RETIREMENT 43,785 44,223 -8,718 35,505 100-4160-41-61-0000 TAXES 43,400 73,834 -39,269 34,565
100-4170-41-61-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 62,392 63,016 2,036 65,052 100-4215-41-61-0000 PRINTING 3,000 3,000 -1,500 1,500
100-4220-41-61-0000 OFFICE SUPPLIES 5,000 5,000 0 5,000 100-4230-41-61-0000 TRAVEL AND TRAINING 10,000 10,000 0 10,000 100-4235-41-61-0000 DUES AND SUBSCRIPTIONS 1,300 1,300 0 1,300 100-4250-41-61-0000 UNIFORM ALLOWANCE 825 5,025 0 5,025 100-4255-41-61-0000 FUEL 3,000 3,000 500 3,500
100-4260-41-61-0000 REPAIR & MAINTENANCE-VEHICLE 3,700 3,700 1,000 4,700 100-4266-41-61-0000 SUPPLIES & MAINTENANCE 4,200 4,200 0 4,200 100-4320-41-61-0000 CONTRACT SERVICES 401,000 401,000 0 401,000 Total Building & Safety Expenditures 1,170,132 1,221,409 -75,452 1,145,957 Planning
100-4100-41-62-0000 SALARIES 335,507 338,862 -52,779 286,083 100-4101-41-62-0000 SALARIES-ELECTEDS/APPOINTED 7,200 0 0 0 100-4105-41-62-0000 OVERTIME / ON-CALL 4,000 4,000 0 4,000 100-4115-41-62-0000 ANNUAL LEAVE BUYOUT 4,000 4,000 0 4,000 100-4140-41-62-0000 EMPLOYEE BENEFITS 43,527 47,880 3,937 51,817 100-4150-41-62-0000 PERS RETIREMENT 26,828 27,096 -5,223 21,873 100-4160-41-62-0000 TAXES 32,089 32,410 -10,600 21,810
100-4170-41-62-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 46,132 46,593 -5,516 41,077 100-4215-41-62-0000 PRINTING 2,500 2,500 -500 2,000
100-4220-41-62-0000 OFFICE SUPPLIES 4,000 4,000 0 4,000 100-4230-41-62-0000 TRAVEL AND TRAINING 7,000 7,000 0 7,000 100-4235-41-62-0000 DUES AND SUBSCRIPTIONS 5,500 5,500 0 5,500 100-4250-41-62-0000 UNIFORM ALLOWANCE 825 275 0 275
100-4266-41-62-0000 SUPPLIES & MAINTENANCE 500 500 500 1,000 100-4320-41-62-0000 CONTRACT SERVICES 286,000 286,000 15,000 301,000 Total Planning Expenditures 805,608 806,616 -55,181 751,435 Engineering
100-4100-41-63-0000 SALARIES 167,376 169,050 42,298 211,348 100-4115-41-63-0000 ANNUAL LEAVE BUYOUT 4,000 4,000 0 4,000 100-4140-41-63-0000 EMPLOYEE BENEFITS 15,144 16,658 32,512 49,170 100-4150-41-63-0000 PERS RETIREMENT 12,725 12,852 3,157 16,009 100-4160-41-63-0000 TAXES 16,521 16,686 -551 16,135
100-4170-41-63-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 23,751 23,989 6,341 30,330 100-4230-41-63-0000 TRAVEL AND TRAINING 1,500 750 0 750 100-4235-41-63-0000 DUES AND SUBSCRIPTIONS 0 0 500 500
100-4250-41-63-0000 UNIFORM ALLOWANCE 275 275 0 275
100-4266-41-63-0000 SUPPLIES & MAINTENANCE 400 400 100 500 100-4284-41-63-0000 FEES & PERMITS 50 50 50 100
100-4320-41-63-0000 CONTRACT SERVICES 90,000 60,000 250,382 310,382 Total Engineering Expenditures 331,742 304,710 334,789 639,499 Economic Development
100-4100-41-64-0000 SALARIES 0 0 81,919 81,919
100-4140-41-64-0000 EMPLOYEE BENEFITS 0 0 11,190 11,190 100-4150-41-64-0000 PERS RETIREMENT 0 0 5,912 5,912
100-4160-41-64-0000 TAXES 0 0 5,686 5,686
100-4170-41-64-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 0 0 11,200 11,200 100-4210-41-64-0000 ADVERTISING 145,500 145,500 75,000 220,500 100-4215-41-64-0000 PRINTING 1,000 1,000 8,500 9,500
100-4220-41-64-0000 OFFICE SUPPLIES 2,500 2,500 0 2,500 100-4230-41-64-0000 TRAVEL AND TRAINING 40,250 40,250 0 40,250 100-4235-41-64-0000 DUES AND SUBSCRIPTIONS 18,755 18,755 0 18,755 100-4320-41-64-0000 CONTRACT SERVICES 157,205 155,120 60,000 215,120 Total Economic Development Expenditures 365,210 363,125 259,407 622,532 Total General Fund Expenditures 14,204,130 13,435,639 929,494 14,365,132 Revenues over Expenditures 7,958,039 10,179,266 825,834 11,005,100 Streets/Traffic Signals/Bridges Development Impact Fee Fund 103-3231-00-00-0000 STREETS/TRAFFIC SIGNALS/BRIDGES 220,000 220,000 0 220,000 103-3401-00-00-0000 INVESTMENT EARNINGS 100 100 0 100
Total Revenues 220,100 220,100 0 220,100
103-5020-50-72-3025 CONSTRUCTION 0 0 129,147 129,147
103-5005-50-72-3025 ADMINISTRATION 0 0 10,332 10,332
103-5010-50-71-3023 DESIGN 0 0 9,100 9,100
Total Expenditures 0 0 148,579 148,579
Revenues over Expenditures 220,100 220,100 -148,579 71,521 Community Center Development Impact Fee Fund
106-3230-00-00-0000 COMMUNITY CENTER FEES 50,000 50,000 90,000 140,000 106-3401-00-00-0000 INVESTMENT EARNINGS 400 500 0 500
Total Revenues 50,400 50,500 90,000 140,500
106-5020-50-72-0000 CONSTRUCTION 0 0 85,000 85,000
106-4999-50-72-0000 TRANSFERS OUT 50,000 50,000 0 50,000 Total Expenditures 50,000 50,000 85,000 135,000
Revenues over Expenditures 400 500 5,000 5,500
Storm Drainage Development Impact Fee Fund
108-3229-00-00-0000 STORM DRAINAGE IMPROVEMENT 70,000 70,000 15,000 85,000 108-3401-00-00-0000 INVESTMENT EARNINGS 500 500 0 500
Total Revenues 70,500 70,500 15,000 85,500
108-4320-50-72-0000 CONTRACT SERVICES 0 0 46,500 46,500 108-5020-50-72-0000 CONSTRUCTION 70,000 70,000 -70,000 0 108-5005-50-72-6001 ADMINISTRATION 0 0 2,400 2,400
108-5005-50-72-6001 ADMINISTRATION 0 0 3,221 3,221
108-5010-50-72-6001 DESIGN 0 0 30,000 30,000
108-5010-50-72-6001 DESIGN 0 0 40,261 40,261
Total Expenditures 70,000 70,000 52,382 122,382
Revenues over Expenditures 500 500 -37,382 -36,882
Proposing to use $36,882 of estimated ending Fund Balance of $209399 at 6/30/2022 Art in Public Places Fund
110-3232-30-30-0000 ART IN PUBLIC PLACES 50,000 50,000 0 50,000 Total Revenues 50,000 50,000 0 50,000
110-4320-50-72-0000 CONTRACT SERVICES 50,000 50,000 100,000 150,000 Total Expenditures 50,000 50,000 100,000 150,000
Revenues over Expenditures 0 0 -100,000 -100,000
Proposing to use $100,000 of estimated ending Fund Balance of $375,991 at 6/30/2022 Quimby Fees Fund
111-3233-00-00-0000 QUIMBY FEES 100,000 100,000 500,000 600,000 111-3401-00-00-0000 INVESTMENT EARNINGS 500 500 0 500
Total Revenues 100,500 100,500 500,000 600,500
111-5005-50-73-0000 ADMINISTRATION 2,419 6,000 -6,000 0 111-5010-50-73-0000 DESIGN 30,233 0 0 0
111-5020-50-73-0000 CONSTRUCTION 0 75,000 -75,000 0
111-5005-50-73-4000 ADMINISTRATION 0 0 125,339 125,339
111-5010-50-73-4000 DESIGN 0 0 10,030 10,030
111-5005-50-73-4002 ADMINISTRATION 0 0 3,200 3,200
111-5010-50-73-4002 DESIGN 0 0 40,000 40,000
111-5005-50-73-4006 ADMINISTRATION 0 0 3,704 3,704
111-5020-50-73-4006 CONSTRUCTION 0 0 46,297 46,297
111-5005-50-73-4010 ADMINISTRATION 0 0 26,640 26,640
111-5020-50-73-4010 CONSTRUCTION 0 0 333,000 333,000
Total Expenditures 32,652 81,000 507,210 588,210
Revenues over Expenditures 67,848 19,500 -7,210 12,290
Measure A Fund
127-3401-00-00-0000 INVESTMENT EARNINGS 400 400 0 400
127-3540-00-00-0000 MEASURE 'A' REVENUE 510,000 515,000 0 515,000 Total Revenues 510,400 515,400 0 515,400
127-4999-43-71-0000 TRANSFERS OUT 161,669 161,084 0 161,084 127-5005-50-71-0000 ADMINISTRATION 11,355 6,800 -6,800 0 127-5020-50-71-0000 CONSTRUCTION 199,534 91,400 -91,400 0 127-5005-50-71-3001 ADMINISTRATION 0 0 2,091 2,091
127-5010-50-71-3001 DESIGN 0 0 26,133 26,133
127-5005-50-71-3002 ADMINISTRATION 0 0 4,925 4,925
127-5010-50-71-3002 DESIGN 0 0 61,551 61,551
127-5005-50-71-3003 ADMINISTRATION 0 0 3,798 3,798
127-5010-50-71-3003 DESIGN 0 0 47,469 47,469
127-5005-50-71-3008 ADMINISTRATION 0 0 8 8
127-5020-50-71-3008 CONSTRUCTION 0 0 100 100
127-5005-50-71-3013 ADMINISTRATION 0 0 16,000 16,000
127-5020-50-71-3013 CONSTRUCTION 0 0 200,000 200,000
127-5005-50-71-3014 ADMINISTRATION 0 0 4,000 4,000
127-5010-50-71-3014 DESIGN 0 0 33,170 33,170
127-5005-50-71-3015 ADMINISTRATION 0 0 5,054 5,054
127-5020-50-71-3015 CONSTRUCTION 0 0 80,000 80,000
127-5005-50-71-3017 ADMINISTRATION 0 0 4,000 4,000
127-5020-50-71-3017 CONSTRUCTION 0 0 50,000 50,000
127-5005-50-71-3019 ADMINISTRATION 0 0 4,045 4,045
127-5020-50-71-3019 CONSTRUCTION 0 0 50,559 50,559
127-5005-50-71-3021 ADMINISTRATION 0 0 2,023 2,023
127-5020-50-71-3021 CONSTRUCTION 0 0 25,280 25,280
127-5005-50-71-3024 ADMINISTRATION 0 0 3,614 3,614
127-5020-50-71-3024 CONSTRUCTION 0 0 45,168 45,168
127-5000-50-71-9000 PRELIMINARY STUDY 0 0 4,630 4,630
127-5005-50-71-9000 ADMINISTRATION 0 0 371 371
Total Expenditures 372,558 259,284 575,789 835,073
Revenues over Expenditures 137,842 256,116 -575,789 -319,673 Proposing to use $319,673 of estimated ending Fund Balance of $586,298 at 6/30/2022 Gas Tax Fund
140-3530-00-00-0000 STATE GAS TAX 2107 214,270 214,270 0 214,270 140-3531-00-00-0000 STATE GAS TAX 2107.5 6,000 6,000 0 6,000 140-3532-00-00-0000 STATE GAS TAX 2106 106,525 106,525 0 106,525
140-3533-00-00-0000 STATE GAS TAX 2105 168,375 168,375 0 168,375 140-3534-00-00-0000 STATE GAS TAX 2103 258,401 258,401 0 258,401 Total Revenues 753,571 753,571 0 753,571
140-4100-43-71-0000 SALARIES 178,214 179,996 42,222 222,218 140-4105-43-71-0000 OVERTIME / ON-CALL 5,000 5,000 0 5,000 140-4110-43-71-0000 COMP TIME BUYOUT 15,000 15,000 0 15,000 140-4115-43-71-0000 ANNUAL LEAVE BUYOUT 3,000 3,000 0 3,000 140-4140-43-71-0000 EMPLOYEE BENEFITS 28,457 31,303 3,987 35,290 140-4150-43-71-0000 PERS RETIREMENT 20,661 20,867 3,844 24,711 140-4155-43-71-0000 PERS UNFUNDED LIABILITY - MISCELLANEOUS 3,000 3,000 0 3,000 140-4160-43-71-0000 TAXES 17,189 17,361 -421 16,940
140-4170-43-71-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 24,711 24,958 6,885 31,843 140-4200-43-71-0000 UTILITIES 155,000 155,000 0 155,000 140-4250-43-71-0000 UNIFORM ALLOWANCE 550 550 0 550
140-4255-43-71-0000 FUEL 10,000 11,000 0 11,000
140-4260-43-71-0000 REPAIR & MAINTENANCE-VEHICLE 7,350 8,150 0 8,150 140-4266-43-71-0000 SUPPLIES & MAINTENANCE 41,500 22,500 0 22,500 140-4320-43-71-0000 CONTRACT SERVICES 36,900 85,500 0 85,500 140-4999-43-71-0000 TRANSFERS OUT 161,669 161,084 0 161,084 Total Expenditures 708,201 744,269 56,517 800,786
Revenues over Expenditures 45,370 9,302 -56,517 -47,215 SB1 Road Maintenance and Rehab Fund
142-3401-00-00-0000 INVESTMENT EARNINGS 1,000 1,000 0 1,000 142-3536-00-00-0000 SB1 RMRA 571,702 571,702 0 571,702
Total Revenues 572,702 572,702 0 572,702
142-4320-50-71-0000 CONTRACT SERVICES 310,861 89,139 -89,139 0 142-5020-50-71-3000 CONSTRUCTION 0 0 598,600 598,600
142-5010-50-71-3003 DESIGN 0 0 29,840 29,840
142-5020-50-71-3013 CONSTRUCTION 0 0 40,000 40,000
142-5020-50-71-3014 CONSTRUCTION 0 0 257,745 257,745
142-5020-50-71-3016 CONSTRUCTION 0 0 20,000 20,000
142-5020-50-71-3018 CONSTRUCTION 0 0 46,999 46,999
142-5020-50-71-3022 CONSTRUCTION 0 0 577,800 577,800
Total Expenditures 310,861 89,139 1,481,845 1,570,984
Revenues over Expenditures 261,841 483,563 -1,481,845 -998,282 Proposing to use $998,282 of estimated ending Fund Balance of $998,282 at 6/30/2022 CDBG Fund
145-3551-30-30-0000 GRANTS 290,000 291,000 -291,000 0
145-3551-30-30-4002 GRANTS 0 0 291,000 291,000
145-3551-30-30-4015 GRANTS 0 0 546,935 546,935
Total Revenues 290,000 291,000 546,935 837,935
145-5010-44-51-0000 DESIGN 290,000 291,000 -291,000 0
145-5020-44-51-4002 CONSTRUCTION 0 0 291,000 291,000
145-5020-44-51-4015 CONSTRUCTION 0 0 546,935 546,935
Total Expenditures 290,000 291,000 546,935 837,935
Revenues over Expenditures 0 0 0 0
Capital Improvement Fund
210-3551-00-00-0000 GRANTS 1,403,273 1,427,760 -1,427,760 0 210-3999-00-00-0000 TRANSFERS IN 0 200,000 -35,979 164,021 210-3551-30-30-3000 GRANTS 0 0 3,700,000 3,700,000
210-3551-30-30-3001 GRANTS 0 0 78,398 78,398
210-3551-30-30-3002 GRANTS 0 0 283,074 283,074
210-3551-30-30-3004 GRANTS 0 0 650,000 650,000
210-3551-30-30-3019 GRANTS 0 0 206,300 206,300
210-3551-30-30-3021 GRANTS 0 0 159,570 159,570
210-3551-30-30-6003 GRANTS 0 0 369,657 369,657
210-3551-30-30-9000 GRANTS 0 0 42,000 42,000
Total Revenues 1,403,273 1,627,760 4,025,260 5,653,020
210-5005-50-71-0000 ADMINISTRATION 99,370 105,760 -105,760 0 210-5020-50-71-0000 CONSTRUCTION 1,303,903 1,322,000 -1,322,000 0 210-5020-50-71-3000 CONSTRUCTION 0 0 3,700,000 3,700,000 210-5010-50-71-3001 DESIGN 0 0 78,398 78,398
210-5010-50-71-3002 DESIGN 0 0 283,074 283,074
210-5020-50-71-3004 CONSTRUCTION 0 0 650,000 650,000
210-5020-50-71-3019 CONSTRUCTION 0 0 206,300 206,300
210-5020-50-71-3021 CONSTRUCTION 0 0 159,570 159,570
210-5000-50-71-9000 PRELIMINARY STUDY 0 0 42,000 42,000 210-5010-50-72-6003 DESIGN 0 0 369,657 369,657
210-5020-50-73-4013 CONSTRUCTION 0 0 260,497 260,497
210-5020-50-73-4014 CONSTRUCTION 0 0 439,503 439,503
Total Expenditures 1,403,273 1,427,760 4,761,239 6,188,999 Revenues over Expenditures 0 200,000 -735,979 -535,979
Proposing to use $535,979 of estimated ending Fund Balance at 6/30/2022 Health & Wellness Fund
211-3724-00-00-0000 REIMBURSEMENTS 33,860 33,860 0 33,860 211-3765-00-00-0000 SWIMMING FEES 3,000 3,000 4,000 7,000 211-3766-00-00-0000 RECREATION CENTER FEES 5,000 5,000 120,000 125,000 211-3999-00-00-0000 TRANSFERS IN 1,002,845 1,017,284 35,520 1,052,804 211-3420-30-30-0000 RENTAL INCOME FEES 0 0 15,000 15,000 211-3764-30-30-0000 LITTLE LEAGUE REVENUE 0 0 60,000 60,000 Total Revenues 1,044,705 1,059,144 234,520 1,293,664
211-4100-44-53-0000 SALARIES 49,744 49,744 0 49,744
211-4160-44-53-0000 TAXES 3,806 3,806 0 3,806
211-4170-44-53-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 0 0 868 868 211-4200-44-53-0000 UTILITIES 82,000 82,000 0 82,000
211-4230-44-53-0000 TRAVEL AND TRAINING 0 1,500 0 1,500 211-4251-44-53-0000 UNIFORMS 1,500 1,500 0 1,500
211-4266-44-53-0000 SUPPLIES & MAINTENANCE 22,000 22,000 10,000 32,000 211-4284-44-53-0000 FEES & PERMITS 550 550 0 550
211-4320-44-53-0000 CONTRACT SERVICES 191,056 191,056 214 191,270 Total Aquatic Center Expenditures 350,656 352,156 11,082 363,238 211-4100-44-54-0000 SALARIES 260,520 263,125 74,100 337,225 211-4140-44-54-0000 EMPLOYEE BENEFITS 85,941 94,535 -12,514 82,021 211-4150-44-54-0000 PERS RETIREMENT 16,695 16,862 8,220 25,082 211-4160-44-54-0000 TAXES 23,491 23,726 2,072 25,798
211-4170-44-54-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 33,775 34,113 14,380 48,493 211-4215-44-54-0000 PRINTING 500 500 0 500
211-4251-44-54-0000 UNIFORMS 1,500 1,500 0 1,500
211-4255-44-54-0000 FUEL 2,500 2,500 0 2,500
211-4266-44-54-0000 SUPPLIES & MAINTENANCE 21,312 21,312 0 21,312 211-4284-44-54-0000 FEES & PERMITS 1,210 1,210 0 1,210
211-4293-44-54-0000 PROGRAM EXPENSES-LITTLE LEAGUE 0 0 60,000 60,000 211-4320-44-54-0000 CONTRACT SERVICES 6,300 6,300 73,822 80,122 Total Recreation Center Expenditures 453,744 465,683 220,080 685,763 211-4200-44-55-0000 UTILITIES 29,000 29,000 0 29,000
211-4266-44-55-0000 SUPPLIES & MAINTENANCE 0 0 0 0
211-4320-44-55-0000 CONTRACT SERVICES 4,860 4,860 410 5,270 Total Health Center Expenditures 33,860 33,860 410 34,270 211-4200-44-56-0000 UTILITIES 60,000 60,000 0 60,000
211-4266-44-56-0000 SUPPLIES & MAINTENANCE 41,485 41,485 0 41,485 211-4275-44-56-0000 INSURANCE PREMIUMS 9,000 10,000 0 10,000 211-4320-44-56-0000 CONTRACT SERVICES 95,960 95,960 0 95,960 Total Community Center Expenditures 206,445 207,445 0 207,445 Total H&W Center Fund Expenditures 1,044,705 1,059,144 231,572 1,290,716 Revenues over Expenditures 0 0 2,948 2,948
Public Facilities Capital Improvement Fund
222-4320-50-42-7000 CONTRACT SERVICES 0 0 10,000 10,000 222-5020-50-42-7000 CONSTRUCTION 0 0 96,096 96,096
222-4320-50-42-8002 CONTRACT SERVICES 0 0 40,176 40,176 222-5015-50-42-8002 ENGINEERING 0 0 45,740 45,740
222-5020-50-42-8002 CONSTRUCTION 0 0 760,022 760,022
222-5025-50-42-8002 FURNITURE & FIXTURES 0 0 82,900 82,900 222-5030-50-42-8002 EQUIPMENT 0 0 223,535 223,535
222-4320-50-42-8003 CONTRACT SERVICES 0 0 40,176 40,176 222-5010-50-42-8003 DESIGN 0 0 166,181 166,181
222-5015-50-42-8003 ENGINEERING 0 0 368,505 368,505
222-5020-50-42-8003 CONSTRUCTION 0 0 5,906,733 5,906,733 222-5025-50-42-8003 FURNITURE & FIXTURES 0 0 168,500 168,500 222-5010-50-42-8004 DESIGN 0 0 250,846 250,846
222-5015-50-42-8004 ENGINEERING 0 0 449,327 449,327
222-5020-50-42-8004 CONSTRUCTION 0 0 6,349,465 6,349,465
222-5030-50-42-8004 EQUIPMENT 0 0 108,200 108,200
222-4320-50-42-8005 CONTRACT SERVICES 0 0 40,176 40,176 222-5010-50-42-8005 DESIGN 0 0 58,166 58,166
222-5015-50-42-8005 ENGINEERING 0 0 174,890 174,890
222-5020-50-42-8005 CONSTRUCTION 0 0 869,690 869,690
222-5030-50-42-8005 EQUIPMENT 0 0 119,161 119,161
Total Public Facilities Improvements Expenditures 0 0 16,328,485 16,328,485 ARPA Funds
230-3551-30-30-0000 Grants 3,454,116 0 3,454,116 3,454,116 Total Revenues 3,454,116 0 3,454,116 3,454,116
230-4288-41-19-0000 Program Expense 0 0 300,000 300,000 230-4999-41-19-0000 Transfers Out 1,923,794 0 0 0
Total Expenditures 1,923,794 0 300,000 300,000
Revenues over Expenditures 1,530,322 0 3,154,116 3,154,116 Publice Safety Fund
245-3113-00-00-0000 PARCEL TAX FOR PUBLIC SAFETY 2,889,225 2,975,901 0 2,975,901 245-3116-00-00-0000 POLICE FEES 5,000 5,000 -2,500 2,500 245-3120-00-00-0000 SALES TAX PROP 172 - 1/2 CENT PS 145,000 148,000 73,618 221,618 245-3121-00-00-0000 LIVE SCAN FEES 4,000 4,000 -3,000 1,000 245-3202-00-00-0000 ANIMAL LICENSES 12,000 12,000 4,000 16,000 245-3203-00-00-0000 ANIMAL IMPOUND FEES 6,000 6,000 0 6,000 245-3204-00-00-0000 ANIMAL CITATIONS 500 500 0 500
245-3205-00-00-0000 UTILITY USERS TAX 2,492,402 2,567,174 80,000 2,647,174 245-3301-00-00-0000 SUPERIOR COURT TRAFFIC FINES 26,000 26,000 5,000 31,000 245-3302-00-00-0000 CRIMINAL CODE FINES 1,500 1,500 1,000 2,500 245-3303-00-00-0000 PARKING CITATIONS 25,000 25,000 0 25,000 245-3304-00-00-0000 DUI CITATIONS 20,000 20,000 0 20,000 245-3305-00-00-0000 VEHICLE IMPOUND FEES 30,000 30,000 0 30,000 245-3306-00-00-0000 FALSE ALARM CALL FEES 1,500 1,500 0 1,500 245-3307-00-00-0000 ALARM PERMIT FEES 1,000 1,000 0 1,000 245-3308-00-00-0000 ADMINISTRATIVE CITATIONS 250,000 250,000 0 250,000 245-3311-00-00-0000 TRAFFIC CITATION SIGN-OFF FEES 5,000 5,000 0 5,000 245-3551-00-00-0000 GRANTS 152,341 128,747 0 128,747
245-3551-00-00-8007 GRANTS 0 0 18,717 18,717
245-3551-00-00-8009 GRANTS 0 0 83,694 83,694
245-3724-00-00-0000 REIMBURSEMENTS 25,000 25,000 0 25,000 245-3725-00-00-0000 SCHOOL RESOURCE OFFICER REIMBURSEMENT 120,000 120,000 0 120,000 245-3726-00-00-0000 INSURANCE RECOVERIES 50,000 50,000 50,000 100,000 245-3727-00-00-0000 POST REIMBURSEMENT 5,000 5,000 0 5,000 245-3733-00-00-0000 PRCSAT REIMBURSEMENT 50,000 50,000 0 50,000 245-3795-00-00-0000 MISCELLANEOUS REVENUE 50,000 50,000 0 50,000 245-3999-00-00-0000 TRANSFERS IN 150,200 150,200 0 150,200 Total Revenues 6,516,668 6,657,522 310,529 6,968,051
Patrol & Field
245-4100-42-23-0000 SALARIES 4,007,493 4,047,567 507,810 4,555,377 245-4105-42-23-0000 OVERTIME / ON-CALL 350,000 350,000 0 350,000 245-4110-42-23-0000 COMP TIME BUYOUT 250,000 250,000 0 250,000 245-4115-42-23-0000 ANNUAL LEAVE BUYOUT 80,000 80,000 0 80,000 245-4120-42-23-0000 PART-TIME 70,752 70,752 0 70,752
245-4140-42-23-0000 EMPLOYEE BENEFITS 661,171 727,289 -40,391 686,898 245-4150-42-23-0000 PERS RETIREMENT 725,766 726,383 9,145 735,528 245-4156-42-23-0000 PERS UNFUNDED LIABILITY - SAFETY 833,702 958,757 0 958,757 245-4160-42-23-0000 TAXES 376,956 470,470 -132,121 338,349 245-4170-42-23-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 541,927 676,362 -21,299 655,063 245-4200-42-23-0000 UTILITIES 86,987 86,987 21,200 108,187 245-4210-42-23-0000 ADVERTISING 2,000 2,000 0 2,000
245-4215-42-23-0000 PRINTING 5,000 5,000 0 5,000
245-4220-42-23-0000 OFFICE SUPPLIES 19,000 19,000 0 19,000 245-4225-42-23-0000 POSTAGE 9,000 9,000 0 9,000
245-4230-42-23-0000 TRAVEL AND TRAINING 55,000 61,000 16,000 77,000 245-4235-42-23-0000 DUES AND SUBSCRIPTIONS 17,000 17,000 0 17,000 245-4250-42-23-0000 UNIFORM ALLOWANCE 69,400 67,200 0 67,200 245-4251-42-23-0000 UNIFORMS 16,000 16,000 4,000 20,000 245-4255-42-23-0000 FUEL 105,000 105,000 0 105,000
245-4260-42-23-0000 REPAIR & MAINTENANCE-VEHICLE 90,000 90,000 40,000 130,000 245-4266-42-23-0000 SUPPLIES & MAINTENANCE 173,000 186,000 42,500 228,500 245-4284-42-23-0000 FEES & PERMITS 1,000 1,000 100 1,100 245-4288-42-23-0000 PROGRAM EXPENSE 152,341 128,747 0 128,747 245-4288-42-23-8007 PROGRAM EXPENSE 0 0 18,737 18,737
245-4288-42-23-8009 PROGRAM EXPENSE 0 0 83,694 83,694
245-4315-42-23-0000 LEGAL 20,000 20,000 0 20,000
245-4320-42-23-0000 CONTRACT SERVICES 2,298,940 884,741 134,165 1,018,906 245-4999-42-23-0000 TRANSFERS OUT 193,348 193,348 0 193,348 245-5030-42-23-0000 EQUIPMENT 500,000 0 168,000 168,000 Total Patrol & Field Expenditures 11,710,783 10,249,603 851,540 11,101,143 Code Compliance
245-4100-42-24-0000 SALARIES 387,650 391,526 159,621 551,147 245-4105-42-24-0000 OVERTIME / ON-CALL 25,000 25,000 0 25,000 245-4115-42-24-0000 ANNUAL LEAVE BUYOUT 3,000 3,000 0 3,000 245-4140-42-24-0000 EMPLOYEE BENEFITS 117,517 129,268 21,022 150,290 245-4150-42-24-0000 PERS RETIREMENT 31,530 31,845 9,987 41,832 245-4160-42-24-0000 TAXES 35,963 36,322 5,841 42,163
245-4170-42-24-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 51,701 52,218 27,037 79,255 245-4215-42-24-0000 PRINTING 2,000 2,000 0 2,000
245-4220-42-24-0000 OFFICE SUPPLIES 4,500 4,500 2,000 6,500 245-4230-42-24-0000 TRAVEL AND TRAINING 3,500 3,500 0 3,500 245-4235-42-24-0000 DUES AND SUBSCRIPTIONS 600 600 400 1,000
245-4250-42-24-0000 UNIFORM ALLOWANCE 3,500 11,575 0 11,575 245-4251-42-24-0000 UNIFORMS 3,500 3,500 2,000 5,500
245-4255-42-24-0000 FUEL 8,000 8,000 0 8,000
245-4260-42-24-0000 REPAIR & MAINTENANCE-VEHICLE 7,000 7,000 40,000 47,000 245-4266-42-24-0000 SUPPLIES & MAINTENANCE 7,000 7,000 5,525 12,525 245-4319-42-24-0000 CANNABIS COMPLIANCE CONTRACT SERVICES 165,600 165,600 0 165,600 245-4320-42-24-0000 CONTRACT SERVICES 177,890 178,040 518,450 696,490 245-4322-42-24-0000 ABATEMENT EXPENSE 60,000 60,000 0 60,000 Total Code Compliance Expenditures 1,095,451 1,120,494 791,882 1,912,376 Animal Control
245-4100-42-26-0000 SALARIES 267,541 270,217 -2,259 267,958 245-4105-42-26-0000 OVERTIME / ON-CALL 35,000 35,000 0 35,000 245-4110-42-26-0000 COMP TIME BUYOUT 3,000 3,000 0 3,000 245-4115-42-26-0000 ANNUAL LEAVE BUYOUT 6,000 6,000 0 6,000 245-4140-42-26-0000 EMPLOYEE BENEFITS 55,294 60,823 -21,362 39,461 245-4150-42-26-0000 PERS RETIREMENT 22,080 22,300 -1,182 21,118 245-4160-42-26-0000 TAXES 24,904 25,153 -4,654 20,499
245-4170-42-26-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 35,802 36,160 2,372 38,532 245-4215-42-26-0000 PRINTING 1,000 1,000 0 1,000
245-4220-42-26-0000 OFFICE SUPPLIES 1,200 1,200 0 1,200 245-4230-42-26-0000 TRAVEL AND TRAINING 2,700 2,700 0 2,700 245-4235-42-26-0000 DUES AND SUBSCRIPTIONS 600 600 0 600 245-4250-42-26-0000 UNIFORM ALLOWANCE 5,900 4,800 0 4,800 245-4251-42-26-0000 UNIFORMS 3,000 3,000 0 3,000
245-4255-42-26-0000 FUEL 6,000 6,000 0 6,000
245-4260-42-26-0000 REPAIR & MAINTENANCE-VEHICLE 5,500 5,500 0 5,500 245-4266-42-26-0000 SUPPLIES & MAINTENANCE 29,000 29,000 2,500 31,500 245-4320-42-26-0000 CONTRACT SERVICES 133,102 133,102 55,227 188,329 245-5035-42-26-0000 VEHICLES 10,000 0 0 0
Total Animal Control Expenditures 647,623 645,555 30,643 676,198 Dispatch Center
245-4100-42-29-0000 SALARIES 522,683 1,055,820 -63,563 992,257 245-4105-42-29-0000 OVERTIME / ON-CALL 25,000 50,000 0 50,000 245-4140-42-29-0000 EMPLOYEE BENEFITS 75,773 166,700 100,652 267,352 245-4150-42-29-0000 PERS RETIREMENT 36,819 74,374 6,286 80,660 245-4160-42-29-0000 TAXES 44,428 89,745 -13,837 75,908
245-4170-42-29-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 63,869 129,015 13,672 142,687 245-4200-42-29-0000 UTILITIES 0 0 16,000 16,000
245-4215-42-29-0000 PRINTING 1,000 1,000 0 1,000
245-4220-42-29-0000 OFFICE SUPPLIES 7,000 5,000 2,000 7,000 245-4230-42-29-0000 TRAVEL AND TRAINING 20,000 20,000 0 20,000 245-4235-42-29-0000 DUES AND SUBSCRIPTIONS 1,000 1,000 1,000 2,000 245-4250-42-29-0000 UNIFORM ALLOWANCE 0 21,000 0 21,000 245-4251-42-29-0000 UNIFORMS 8,000 8,000 0 8,000
245-4266-42-29-0000 SUPPLIES & MAINTENANCE 12,000 12,000 0 12,000 245-4320-42-29-0000 CONTRACT SERVICES 124,500 44,500 374,654 419,154 245-5020-42-29-0000 CONSTRUCTION 104,529 0 0 0
245-5030-42-29-0000 EQUIPMENT 873,026 0 0 0
Total Dispatch Center Expenditures 1,919,627 1,678,154 436,864 2,115,018 Fire Services
245-4200-42-31-0000 UTILITIES 37,000 37,000 0 37,000
245-4200-42-31-0000 UTILITIES 37,000 37,000 0 37,000
245-4215-42-31-0000 PRINTING 200 200 0 200
245-4255-42-31-0000 FUEL 1,000 1,000 0 1,000
245-4260-42-31-0000 REPAIR & MAINTENANCE-VEHICLE 1,500 1,500 0 1,500 245-4266-42-31-0000 SUPPLIES & MAINTENANCE 70,000 70,000 0 70,000 245-4284-42-31-0000 FEES & PERMITS 1,000 1,000 0 1,000
245-4292-42-31-0000 CPR PROGRAM 1,000 1,000 0 1,000
245-4320-42-31-0000 CONTRACT SERVICES 2,023,522 2,968,090 -700,000 2,268,090 Total Fire Services Expenditures 2,172,222 3,116,790 -700,000 2,416,790 Total Public Safety Fund Expenditures 17,545,706 16,810,596 1,410,928 18,221,524 Revenues over Expenditures -11,029,038 -10,153,074 -1,100,399 -11,253,473 Cabot's Museum Fund
270-3999-00-00-0000 TRANSFERS IN 137,000 137,000 183 137,183 Total Revenues 137,000 137,000 183 137,183
270-4200-44-51-0000 UTILITIES 25,000 25,000 0 25,000
270-4210-44-51-0000 ADVERTISING 30,000 30,000 0 30,000
270-4220-44-51-0000 OFFICE SUPPLIES 500 500 0 500
270-4266-44-51-0000 SUPPLIES & MAINTENANCE 7,500 7,500 0 7,500 270-4275-44-51-0000 INSURANCE PREMIUMS 7,000 7,000 0 7,000 270-4320-44-51-0000 CONTRACT SERVICES 67,000 67,000 183 67,183 Total Expenditures 137,000 137,000 183 137,183
Revenues over Expenditures 0 0 0 0
City Debt Service Fund
401-3205-00-00-0000 UTILITY USERS TAX 1,200,000 1,250,000 225,000 1,475,000 401-3401-00-00-0000 INVESTMENT EARNINGS 20,000 20,000 0 20,000 401-3999-00-00-0000 TRANSFERS IN 1,103,962 1,238,188 -485,368 752,820 Total Revenues 2,323,962 2,508,188 -260,368 2,247,820
401-4285-60-15-0000 ADMINISTRATIVE FEES 5,000 5,000 0 5,000 401-4320-60-15-0000 CONTRACT SERVICES 2,500 2,500 0 2,500 401-4401-60-15-0000 INVESTMENT LOSS 40,000 40,000 0 40,000 401-4700-60-81-0000 PRINCIPAL 430,000 445,000 0 445,000 401-4705-60-82-0000 INTEREST EXPENSE 1,537,024 1,655,320 0 1,655,320 Total Expenditures 2,014,524 2,147,820 0 2,147,820
Revenues over Expenditures 309,438 360,368 -260,368 100,000 Citywide Lighting & Landscaping Maintenance District Fund 501-3110-00-00-0000 SPECIAL ASSESSMENTS 572,017 572,017 0 572,017
501-3999-00-00-0000 TRANSFERS IN 798,937 735,596 182,817 918,413 Total Revenues 1,370,954 1,307,613 182,817 1,490,430
501-4100-43-45-0000 SALARIES 209,235 211,327 33,961 245,288 501-4105-43-45-0000 OVERTIME / ON-CALL 8,000 8,000 0 8,000 501-4110-43-45-0000 COMP TIME BUYOUT 25,000 25,000 0 25,000 501-4140-43-45-0000 EMPLOYEE BENEFITS 27,534 30,287 36,764 67,051 501-4150-43-45-0000 PERS RETIREMENT 16,124 16,285 2,191 18,476 501-4155-43-45-0000 PERS UNFUNDED LIABILITY - MISCELLANEOUS 3,000 3,000 0 3,000 501-4160-43-45-0000 TAXES 19,557 19,752 -1,014 18,738
501-4170-43-45-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 28,115 28,396 6,827 35,223 501-4200-43-45-0000 UTILITIES 255,000 255,000 0 255,000 501-4250-43-45-0000 UNIFORM ALLOWANCE 963 1,563 0 1,563 501-4255-43-45-0000 FUEL 13,000 14,000 0 14,000
501-4260-43-45-0000 REPAIR & MAINTENANCE-VEHICLE 2,500 2,500 50 2,550 501-4266-43-45-0000 SUPPLIES & MAINTENANCE 235,800 195,800 1,414 197,214 501-4320-43-45-0000 CONTRACT SERVICES 196,802 166,802 86,798 253,600 501-5030-43-45-0000 EQUIPMENT 0 0 90,000 90,000
Total Park Maintenance Expenditures 1,040,630 977,712 256,991 1,234,703 501-4200-43-47-0000 UTILITIES 46,000 46,000 0 46,000
501-4266-43-47-0000 SUPPLIES & MAINTENANCE 45,000 45,000 -9,925 35,075 501-4320-43-47-0000 CONTRACT SERVICES 239,324 239,501 -64,849 174,652 Total Landscape Maintenance Expenditures 330,324 330,501 -74,774 255,727 Total Citywide LMD Fund Expenditures 1,370,954 1,308,213 182,217 1,490,430 Revenues over Expenditures 0 -600 600 0
Equipment Replacement Fund
615-3999-30-30-0000 TRANSFERS IN 193,348 193,348 17,000 210,348 Total Revenues 193,348 193,348 17,000 210,348
615-4287-42-23-0000 LEASE EXPENSE 193,348 193,348 17,000 210,348 Total Expenditures 193,348 193,348 17,000 210,348
Revenue over Expenditures 0 0 0 0
Housing Authority Fund
700-3401-00-00-0000 INVESTMENT EARNINGS 1,000 1,000 0 1,000 700-3999-00-00-0000 TRANSFERS IN 736,628 736,628 0 736,628 Total Revenues 737,628 737,628 0 737,628
700-4100-45-75-0000 SALARIES 84,102 84,943 27,473 112,416 700-4115-45-75-0000 ANNUAL LEAVE BUYOUT 4,247 4,247 0 4,247 700-4140-45-75-0000 EMPLOYEE BENEFITS 19,936 21,929 67 21,996 700-4150-45-75-0000 PERS RETIREMENT 6,383 6,447 1,779 8,226 700-4160-45-75-0000 TAXES 7,793 8,183 -164 8,019
700-4170-45-75-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 11,204 11,316 4,270 15,586 700-4288-45-75-0000 PROGRAM EXPENSE 400,000 400,000 0 400,000 700-4320-45-75-0000 CONTRACT SERVICES 3,789 3,869 0 3,869
Total Expenditures 537,454 540,934 33,425 574,359
Revenues over Expenditures 200,174 196,694 -33,425 163,269 Successor Agency Fund
911-3109-00-00-0000 TAX INCREMENT 4,695,940 4,734,532 0 4,734,532 911-3401-00-00-0000 INVESTMENT EARNINGS 50,000 50,000 0 50,000 Total Revenues 4,745,940 4,784,532 0 4,784,532
911-4100-60-85-0000 SALARIES 137,026 138,397 22,771 161,168 911-4140-60-85-0000 EMPLOYEE BENEFITS 24,813 27,294 -11,580 15,714 911-4150-60-85-0000 PERS RETIREMENT 11,591 11,707 1,925 13,632 911-4155-60-85-0000 PERS UNFUNDED LIABILITY - MISCELLANEOUS 2,000 2,000 0 2,000 911-4160-60-85-0000 TAXES 13,764 13,902 -2,922 10,980
911-4170-60-85-0000 WORKERS COMP/GENERAL LIABILITY INSURANCE 19,788 19,986 3,190 23,176 911-4200-60-85-0000 UTILITIES 1,000 1,000 0 1,000
911-4220-60-85-0000 OFFICE SUPPLIES 10,000 10,000 0 10,000 911-4285-60-85-0000 ADMINISTRATIVE FEES 5,000 5,000 0 5,000 911-4315-60-85-0000 LEGAL 30,000 30,000 -13,385 16,615
911-4320-60-85-0000 CONTRACT SERVICES 39,900 39,980 0 39,980 911-4401-60-85-0000 INVESTMENT LOSS 50,000 50,000 0 50,000 911-4700-60-85-0000 PRINCIPAL 2,590,000 2,755,000 0 2,755,000 911-4705-60-85-0000 INTEREST EXPENSE 1,114,313 943,638 0 943,638 911-4999-60-85-0000 TRANSFERS OUT 736,628 736,628 0 736,628 Total Expenditures 4,785,823 4,784,532 0 4,784,532
Revenues over Expenditures -39,883 0 0 0
SR-22-233
City of Desert Hot Springs
City Council
AGENDA ITEM REPORT
To: City Council
Date: October 18, 2022
Department: Public Works
Prepared by: Nicholas Haecker, Public Works Director
Subject: Enterprise Fleet Management, Inc. Fleet Leasing and Replacement Program and Fleet Maintenance Program
RECOMMENDATION:
Staff recommends City Council approve the implementation of the pilot vehicle leasing and replacement program, approve the Master Equity Lease Agreement and Maintenance Management Agreements with Enterprise Fleet Maintenance, Inc. and authorize the City Manager to execute the said Agreements and any necessary amendments. It is further recommended that the City Council approve the attached list of designated vehicles and authorize Enterprise Fleet Maintenance, Inc. to liquidate these vehicles on behalf of the City.
BACKGROUND:
The City’s fleet currently includes 28 vehicles assigned to various departments, excluding vehicles assigned to public safety. These vehicles range from light duty crossover vehicles to heavy duty trucks primarily utilized in the City’s Public Works Department and Code Compliance Department.
In the past years, the City has not had a fleet replacement program and has not replaced fleet on a regular basis. As a result, some of the City’s fleet has aged to the point that in many cases the annual costs and staff time of maintaining an aged unit exceeds its salvage value. Currently, the City’s fleet includes eight (8) Compressed Natural Gas (CNG) vehicles that are up to seven years old which are being utilized for critical operations. Excessive costs of maintenance due to the overall age and condition of the fleet and a low salvage value that is associated with CNG vehicles does not provide opportunities to appropriately fund the City’s “Equipment Replacement Fund.” Currently, there is a high demand for all types of used vehicles. Inflated salvage values of CNG vehicles that would not normally be this high, makes the timing to sell and replace these vehicles optimal.
City Staff who utilize the CNG vehicles daily are having to fill up natural gas fuel every day and in some cases two times a day. These vehicles are used for daily use as well as emergency response. There is only one filling location for CNG vehicles in Desert Hot Springs, located at Mission Springs Water District Corporate Yard. If there is an emergency and this filling station is not available, Desert Hot Springs critical response would have to account for an hour round trip to fill up at the next CNG fueling station.
Currently, City Staff is handling all maintenance scheduling in-house. This has become a tedious process as the vehicles, CNG fuel lines and tanks have developed wear and tear. A more difficult
SR-22-233
challenge has been locating a certified mechanic to perform work on CNG fueled vehicles, as this is not a common vehicle repair.
DISCUSSION:
Staff’s analysis concludes that fully funding a maintenance program as well as supporting a structured and methodical vehicle replacement program could be best achieved through leasing the needed vehicles instead of purchasing them, and outsourcing portions of the fleet maintenance activities, which is currently handled in-house.
A review of other fleet replacement and maintenance programs of other cities indicated that over the course of the last few years, several cities have opted to adopt a vehicle lease program and use contract services for maintenance of their fleet. Their programs have resulted in substantial cost savings while allowing them to benefit from use of vehicles, generally less than three to four years old, which in turn has contributed to reduction of maintenance costs.
Staff researched companies that would be capable of facilitating the needs of the fleet leasing program and fleet maintenance program. Staff’s research included "Sourcewell," a municipal contracting agency that creates a national cooperative of contract purchasing opportunities for products and services on behalf of its members. Cooperative purchasing provides participating entities and suppliers increased administrative efficiencies and the power of combined purchasing volume that results in overall cost savings. Sourcewell membership is available to any government agency, education institution, tribal entity or nonprofit organization. The City of Desert Hot Springs is a member of Sourcewell and has utilized its low government negotiated rates on previous projects.
On January 11, 2022 Sourcewell issued a Request for Proposals for fleet management services. The proposal due date and bid opening was on March 1, 2022. Sourcewell found Enterprise Fleet Management, Inc. to be the most qualified bidder and was awarded the contract. Sourcewell deemed Enterprise Fleet Management, Inc. the sole provider for fleet management services.
Staff’s research also indicated that Enterprise Fleet Management, Inc. has successfully partnered with cities nationwide including Palm Desert, La Quinta, Coachella, Banning, San Jacinto, Redlands and Corona. Enterprise Fleet Management, Inc. have also partnered with Mission Springs Water District and Palm Springs Unified School District.
To evaluate feasibility of implementing a similar program with the City of Desert Hot Springs, Staff has met with Enterprise Fleet Management, Inc. to discuss a pilot program that consist of a vehicle lease and replacement program and a fleet management program.
The vehicle lease and replacement programs are established through an “open-ended” lease which would allow the City to replace more vehicles with less upfront capital. Below are highlights of this program:
• The City has all rights of ownership and can equip the vehicles with aftermarket parts (utility bodies, toolboxes, etc.).
• Leasing would provide the opportunity to minimize the amount of large capital outlays necessary for purchasing vehicles.
• If the program is not feasible to the City, the City has the option to buy off the loan and take title of the vehicle, give 30-day notification of terminating the agreement and the City is not obligated for anything else.
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Enterprise Fleet Management, Inc. will provide a local Account Team to assist the City with implementing and executing the vehicle leasing and replacement program. The following is a list of services provided by Enterprise Fleet Management, Inc.:
• Make recommendations on the most cost-effective vehicles in each class. • Review the best time to order or sell vehicles.
• Monitor the fleet to ensure efficiencies with maintenance and fuel. • Compile analysis on the best alternative fuel vehicles. • Review mileage patterns and fuel miles per gallon.
• Establish a proactive replacement plan.
Staff has identified the replacement of eight Ford F250 CNG trucks. Of the eight trucks, six are from the Public Works Department and two are from Code Compliance Department. Based on the information Staff provided Enterprise Fleet Management, Inc. and what Enterprise Fleet Management, Inc. has sold similar vehicles for, they provided a conservative estimate of resale value range. The estimated resale value range is listed per vehicle on the attachment with this staff report.
Staff has identified eight new vehicles that consist of five Ford F250 that will be assigned to Public Works Department, two Ford Rangers that will be assigned to Code Compliance Department and one Ford Ranger that will be assigned to Community Development - Building Department. In addition to the replacement vehicles, a new pool vehicle will be added to the fleet. The new pool vehicle will be a Ford Explorer XLT. This vehicle will be used for City services for daily use and in emergency response situations. Both the Ford Rangers and the Ford Explore will be delivered this fiscal year 2022/2023.
The Ford F250 models are scheduled to be in manufacturing and estimated to deliver next fiscal year 2023/2024. No payment is due until the vehicle is delivered. The estimated cost for the monthly lease agreement is listed per vehicle on the attachment with this staff report. It is an estimated cost for the monthly lease agreement as the resale amount is not known until the vehicles are sold.
Included in the estimated cost for the monthly lease agreement, is the monthly cost for the fleet maintenance program. Enterprise Fleet Management, Inc. fleet program utilizes a nationwide network of more than 80,000 maintenance shops and 30,000 preferred partners, all of which is monitored for accurate costs and services. The City can request that Enterprise Fleet Management, Inc. have local mechanic shops from Desert Hot Springs to become part of their nationwide network. Currently, there is already a preferred partner in the Enterprise Fleet Management, Inc. fleet maintenance program in Desert Hot Springs.
Enterprise Fleet Management, Inc. provides a team of Automotive Service Excellence (ASE) certified technicians to negotiate the right work and the right price on behalf of the City. They also review all proposed work, pricing, and warranty coverage.
Enterprise Fleet Management, Inc. fleet maintenance utilizes the eFleets Mobile App, the City will have 24/7 access to the maintenance records and access to roadside assistance. The mobile app also provides locations for preferred repair facilities by location if the vehicle needs emergency services outside of the City limits.
FISCAL IMPACT:
Funding is through the Fleet Replacement Fund with a budget adjustment for FY 2022/2023 in the amount of $16,766.34 for the three Ford Rangers and the Ford Explorer.
SR-22-233
Funding for Fleet Replacement Fund would be budgeted for the following fiscal years:
• FY 2023/2024 in the amount of $ 95,966.04, for all nine lease vehicles • FY 2024/2025 in the amount of $ 95,966.04, for all nine lease vehicles • FY 2025/2026 in the amount of $ 95,966.04, for all nine lease vehicles • FY 2026/2027 in the amount of $ 95,966.04, for all nine lease vehicles • FY 2027/2028 in the amount of $ 79,199.70, for all nine lease vehicles ATTACHMENTS:
Exhibit 1 - Sourcewell RFP and Addendums-Fleet Mgmt 030122 Exhibit 2 - Sourcewell Enterprise Fleet Contract, C030122, Expries April 18th 2026 Exhibit 3 - Replacement and Lease Pricing Sheet
Exhibit 4 - Est. 2023 F250 Extended Cab XL with Liftgate and Fuel Tender Swap, 60mo Quote Exhibit 5 - Est. 2023 F250 Extended Cab XL with 8ft Service Body, Rack, Lights, Arrowboard, 60mo Quote
Exhibit 6 - 2022 Ranger Crew Cab XL 4x4 w Liftgate, Ligthbar, Towing, Dealer Stock Quote Exhibit 7 - 2023 Explorer XLT 4x4 Quote
Exhibit 8 - Master Equity Lease Agreement, Government
Exhibit 9 - Full Maintenance Contract
Exhibit 10 - Maintenance Management Contract
Exhibit 11 - Self-Insurance Addendum (Equity, Physical Damage) Exhibit 12 - Government Credit Application, Authorized Signer Form
Rev. 3/2021 Sourcewell RFP #030122
Fleet Management Services
RFP #030122
REQUEST FOR PROPOSALS
for
Fleet Management Services
Proposal Due Date: March 1, 2022, 4:30 p.m., Central Time Sourcewell, a State of Minnesota local government unit and service cooperative, is requesting proposals for Fleet Management Services to result in a contracting solution for use by its Participating Entities. Sourcewell Participating Entities include thousands of governmental, higher education, K-12 education, nonprofit, tribal government, and other public agencies located in the United States and Canada. A full copy of the Request for Proposals can be found on the Sourcewell Procurement Portal [https://proportal.sourcewell-mn.gov]. Only proposals submitted through the Sourcewell Procurement Portal will be considered. Proposals are due no later than March 1, 2022, at 4:30 p.m. Central Time, and late proposals will not be considered.
Solicitation Schedule
Public Notice of RFP Published: January 11, 2022
Pre-proposal Conference: February 1, 2022, 10:00 a.m., Central Time Question Submission Deadline: February 21, 2022, 4:30 p.m., Central Time Proposal Due Date: March 1, 2022, 4:30 p.m., Central Time Late responses will not be considered.
Opening: March 1, 2022, 6:30 p.m., Central Time
See RFP Section V.G. “Opening”
Rev. 3/2021 Sourcewell RFP #030122
Fleet Management Services
I. ABOUT SOURCEWELL
A. SOURCEWELL
Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that facilitates a competitive public solicitation and contract award process for the benefit of its 50,000+ participating entities across the United States and Canada. Sourcewell’s solicitation process complies with State of Minnesota law and policies, conforms to Canadian trade agreements, and results in cooperative purchasing solutions from which Sourcewell’s Participating Entities procure equipment, products, and services.
Cooperative purchasing provides participating entities and suppliers increased administrative efficiencies and the power of combined purchasing volume that result in overall cost savings. At times, Sourcewell also partners with other purchasing cooperatives to combine the purchasing volume of their membership into a single solicitation and contract expanding the reach of contracted suppliers’ potential pool of end users.
Sourcewell uses a website-based platform, the Sourcewell Procurement Portal, through which all proposals to this RFP must be submitted.
B. USE OF RESULTING CONTRACTS
In the United States, Sourcewell’s contracts are available for use by:
• Federal and state government entities;
• Cities, towns, and counties/parishes;
• Education service cooperatives;
• K-12 and higher education entities;
• Tribal government entities;
• Some nonprofit entities; and
• Other public entities.
In Canada, Sourcewell’s contracts are available for use by:
• Provincial and territorial government departments, ministries, agencies, boards, councils, committees, commissions, and similar agencies; • Regional, local, district, and other forms of municipal government, municipal organizations, school boards, and publicly-funded academic, health, and social service entities referred to as MASH sector (this should be construed to include but not be limited to the Cities of Calgary, Edmonton, Toronto, Ottawa, and Winnipeg), as well as any corporation or entity owned or controlled by one or more of the preceding entities; • Crown corporations, government enterprises, and other entities that are owned or controlled by these entities through ownership interest;
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• Members of the Rural Municipalities of Alberta (RMA) and their represented Associations: MASH (municipalities, academic institutions, schools and hospitals) and MUSH (municipalities, universities, schools and hospitals) sectors, and other governmental agencies eligible to use the Sourcewell contracts. MASH and MUSH sector refers to regional, local, district or other forms of municipal government, school boards, publicly-funded academic, health and social service entities, as well as any corporation or entity owned or controlled by one or more of the preceding entities, including but not limited to represented associations, Saskatchewan Association of Rural Municipalities ("SARM"), Association of Manitoba Municipalities ("AMM"), Local Authorities Services/Association of Municipalities Ontario ("LAS/AMO", excluding the cities of Toronto and Ottawa), Nova Scotia Federation of Municipalities (“NSFM”), Federation of Prince Edward Island Municipalities (“FPEIM”), Municipalities Newfoundland Labrador (“MNL”), Union of New Brunswick Municipalities (“UNBM”), North West Territories Association of Communities ("NWTAC") and their members.
RMA Participants may include all not-for-profit agencies for Canadian provinces and territories.
For a listing of current United States and Canadian Participating Entities visit Sourcewell’s website (note: there is a tab for each country): https://www.sourcewell-mn.gov/sourcewell-forvendors/agency-locator.
Participating Entities typically access contracted equipment, products, or services through a purchase order issued directly to the contracted supplier. A Participating Entity may request additional terms or conditions related to a purchase. Use of Sourcewell contracts is voluntary and Participating Entities retain the right to obtain similar equipment, products, or services from other sources.
To meet Participating Entities’ needs, Sourcewell broadly publishes public notice of all solicitation opportunities, including this RFP. In the United States each state-level procurement department receives notice for possible re-posting.
Proof of publication will be available at the conclusion of the solicitation process.
II. SOLICITATION DETAILS
A. SOLUTIONS-BASED SOLICITATION
This RFP and contract award process is a solutions-based solicitation; meaning that Sourcewell is seeking equipment, products, or services that meet the general requirements of the scope of this RFP and that are commonly desired or are required by law or industry standards.
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B. REQUESTED EQUIPMENT, PRODUCTS, OR SERVICES
It is expected that proposers will offer a wide array of equipment, products, or services at lower prices and with better value than what they would ordinarily offer to a single government entity, a school district, or a regional cooperative.
1. Sourcewell is seeking proposals for Fleet Management Services, including, but not limited to:
a. Services for the acquisition by Sourcewell participating entities, whether by lease or financing, of on-road vehicles of all types or classifications, all weight classes, and all engine types;
b. New vehicle service and preparation for the vehicles described in subsection 1. a. above, such as, pre-delivery inspection, parts and accessories installation, and vehicle marking application or installation;
c. Preventative maintenance plans, vehicle maintenance and repair services, and related service level agreements for Sourcewell participating entity on-road vehicle fleets of all types; and,
d. In addition to the solutions described in subsections 1. a. – c. above, proposers may include a complementary offering of the following ancillary services:
i. Short-term rental programs;
ii. Upfitting of after-market products;
iii. Fleet management information technologies, such as: telematics, fleet monitoring, fuel management, fuel tank management, and motor pool/fleet sharing software and systems;
iv. Roadside assistance including towing, emergency charging, and repairs; v. Installation, operation, and maintenance of dedicated charging and fueling stations; and,
vi. Vehicle battery longevity monitoring and replacement plans.
Proposers may include related equipment, accessories, and services to the extent that these solutions are complementary to the equipment, products, or service(s) being proposed.
Generally, the solutions for Participating Entities are turn-key solutions, providing a combination of equipment, products and services, delivery, and installation to a properly operating status. However, equipment or products only solutions may be appropriate for situations where Participating Entities possess the ability, either in-house or through local thirdparty contractors, to properly install and bring to operation the equipment or products being proposed.
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Sourcewell prefers suppliers that provide a sole source of responsibility for the equipment, products, and services provided under a resulting contract. If proposer is including the equipment, products, and services of its subsidiary entities, the proposer must also identify all included subsidiaries in its proposal. If proposer requires the use of distributors, dealers, resellers, or subcontractors to provide the equipment, products, or services, the proposal must address how the equipment, products or services will be provided to Participating Entities, and describe the network of distributors, dealers, resellers, and/or subcontractors that will be available to serve Participating Entities under a resulting contract.
Sourcewell desires the broadest possible selection of equipment, products, and services being proposed over the largest possible geographic area and to the largest possible cross-section of Sourcewell current and future Participating Entities.
C. REQUIREMENTS
It is expected that proposers have knowledge of all applicable industry standards, laws, and regulations and possess an ability to market and distribute the equipment, products, or services to Participating Entities.
1. Safety Requirements. All items proposed must comply with current applicable safety or regulatory standards or codes.
2. Deviation from Industry Standard. Deviations from industry standards must be identified with an explanation of how the equipment, products, and services will provide equivalent function, coverage, performance, and/or related services.
3. New Equipment and Products. Proposed equipment and products must be for new, current model; however, proposer may offer certain close-out equipment or products if it is specifically noted in the Pricing proposal.
4. Delivered and operational. Unless clearly noted in the proposal, equipment and products must be delivered to the Participating Entity as operational.
5. Warranty. All equipment, products, supplies, and services must be covered by a warranty that is the industry standard or better.
D. ANTICIPATED CONTRACT TERM
Sourcewell anticipates that the term of any resulting contract(s) will be four years, with an optional one year extension that may be offered based on the best interests of Sourcewell and its Participating Entities.
E. ESTIMATED CONTRACT VALUE AND USAGE
Based on past volume of similar contracts, the estimated annual value of all transactions from contracts resulting from this RFP are anticipated to be USD $60 Million; therefore, proposers are expected to propose volume pricing. Sourcewell anticipates considerable activity under the
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Fleet Management Services
contract(s) awarded from this RFP; however, sales and sales volume from any resulting contract are not guaranteed.
F. MARKETING PLAN
Proposer’s sales force will be the primary source of communication with Participating Entities.
The proposer’s Marketing Plan should demonstrate proposer’s ability to deploy a sales force or dealer network to Participating Entities, as well as proposer’s sales and service capabilities. It is expected that proposer will promote and market any contract award.
G. ADDITIONAL CONSIDERATIONS
1. Contracts will be awarded to proposers able to best meet the need of Participating Entities. Proposers should submit their complete line of equipment, products, or services that are applicable to the scope of this RFP.
2. Proposers should include all relevant information in its proposal, since Sourcewell cannot consider information that is not included in the proposal. Sourcewell reserves the right to verify proposer’s information and may request clarification from a proposer, including samples of the proposed equipment or products.
3. Depending upon the responses received in a given category, Sourcewell may need to organize responses into subcategories in order to provide the broadest coverage of the requested equipment, products, or services to Participating Entities. Awards may be based on a subcategory.
4. A proposer’s documented negative past performance with Sourcewell or its Participating Entities occurring under a previously awarded Sourcewell contract may be considered in the evaluation of a proposal.
III. PRICING
A. REQUIREMENTS
All proposed pricing must be:
1. Either Line-Item Pricing or Percentage Discount from Catalog Pricing, or a combination of these:
a. Line-item Pricing is pricing based on each individual product or services. Each line must indicate the proposer’s published “List Price,” as well as the “Contract Price.” b. Percentage Discount from Catalog or Category is based on a percentage discount from a catalog or list price, defined as a published Manufacturer’s Suggested Retail Price (MSRP) for the products or services. Individualized percentage discounts can be applied to any number of defined product groupings. Proposers will be responsible for providing and maintaining current published MSRP with Sourcewell, and this pricing must be included in its proposal and provided throughout the term of any Contract resulting from this RFP.
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2. The proposer’s not to exceed price. A not to exceed price is the highest price for which equipment, products, or services may be billed to a Participating Entity. However, it is permissible for suppliers to sell at a price that is lower than the contracted price.
3. Stated in U.S. and Canadian dollars (as applicable).
4. Clearly understandable, complete, and fully describe the total cost of acquisition (e.g., the cost of the proposed equipment, products, and services delivered and operational for its intended purpose in the Participating Entity’s location).
Proposers should clearly identify any costs that are NOT included in the proposed product or service pricing. This may include items such as installation, set up, mandatory training, or initial inspection. Include identification of any parties that impose such costs and their relationship to the proposer. Additionally, proposers should clearly describe any unique distribution and/or delivery methods or options offered in the proposal.
B. ADMINISTRATIVE FEES
Proposers are expected to pay to Sourcewell an administrative fee in exchange for Sourcewell facilitating the resulting contracts. The administrative fee is normally calculated as a percentage of the total sales to Participating Entitiesfor all contracted equipment, products, or services made during a calendar quarter, and is typically one percent (1%) to two percent (2%). In some categories, a flat fee may be an acceptable alternative.
IV. CONTRACT
Proposers awarded a contract will be required to execute a contract with Sourcewell (see attached template). Only those modifications the proposer indicates in its proposal will be available for discussion. Much of the language in the Contract reflects Minnesota legal requirements and cannot be altered. Numerous and/or onerous exceptions that contradict Minnesota law may result in the proposal being disqualified from further review and evaluation.
To request a modification to the template Contract, a proposer must submit the Exceptions to Terms, Conditions, or Specifications table with its proposal. Only those exceptions noted at the time of the proposal submission will be considered.
Exceptions must:
1. Clearly identify the affected article and section.
2. Clearly note the requested modification; and as applicable, provide requested alternative language.
Unclear requests will be automatically denied.
Only those exceptions that have been accepted by Sourcewell will be included in the contract document provided to the awarded supplier for signature.
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Fleet Management Services
If a proposer receives a contract award resulting from this solicitation it will have up to 30 days to sign and return the contract. After that time, at Sourcewell’s sole discretion, the contract award may be revoked.
V. RFP PROCESS
A. PRE-PROPOSAL CONFERENCE
Sourcewell will hold an optional, non-mandatory pre-proposal conference via webcast on the date and time noted in the Solicitation Schedule for this RFP and on the Sourcewell Procurement Portal. The purpose of this conference is to allow potential proposers to ask questions regarding this RFP and Sourcewell’s competitive contracting process. Information about the webcast will be sent to all entities that have registered for this solicitation opportunity through their Sourcewell Procurement Portal Supplier Account. Pre-proposal conference attendance is optional.
B. QUESTIONS REGARDING THIS RFP AND ORAL COMMUNICATION
All questions regarding this RFP must be submitted through the Sourcewell Procurement Portal.
The deadline for submission of questions is found in the Solicitation Schedule and on the Sourcewell Procurement Portal. Answers to questions will be issued through an addendum to this RFP. Repetitive questions will be summarized into a single answer and identifying information will be removed from the submitted questions.
All questions, whether specific to a proposer or generally related to the RFP, must be submitted using this process. Do not contact individual Sourcewell staff to ask questions or request information as this may disqualify the proposer from responding to this RFP. Sourcewell will not respond to questions submitted after the deadline.
C. ADDENDA
Sourcewell may modify this RFP at any time prior to the proposal due date by issuing an addendum. Addenda issued by Sourcewell become a part of the RFP and will be delivered to potential proposers through the Sourcewell Procurement Portal. Sourcewell accepts no liability in connection with the delivery of any addenda.
Before a proposal will be accepted through the Sourcewell Procurement Portal, all addenda, if any, must be acknowledged by the proposer by checking the box for each addendum. It is the responsibility of the proposer to check for any addenda that may have been issued up to the solicitation due date and time.
If an addendum is issued after a proposer submitted its proposal, the Sourcewell Procurement Portal will WITHDRAW the submission and change the proposer’s proposal status to INCOMPLETE. The proposer can view this status change in the “MY BIDS” section of the
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Sourcewell Procurement Portal Supplier Account. The proposer is solely responsible to check the “MY BIDS” section of the Sourcewell Procurement Portal Supplier Account periodically after submitting its proposal (and up to the Proposal Due Date). If the proposer’s proposal status has changed to INCOMPLETE, the proposer is solely responsible to:
i) make any required adjustments to its proposal;
ii) acknowledge the addenda; and
iii) ensure the re-submitted proposal is received through the Sourcewell Procurement Portal no later than the Proposal Due Date and time shown in the Solicitation Schedule above.
D. PROPOSAL SUBMISSION
Proposer’s complete proposal must be submitted through the Sourcewell Procurement Portal no later than the date and time specified in the Solicitation Schedule. Any other form of proposal submission, whether electronic, paper, or otherwise, will not be considered by Sourcewell. Late proposals will not be considered. It is the proposer’s sole responsibility to ensure that the proposal is received on time.
It is recommended that proposers allow sufficient time to upload the proposal and to resolve any issues that may arise. The time and date that a proposal is received by Sourcewell is solely determined by the Sourcewell Procurement Portal web clock.
In the event of problems with the Sourcewell Procurement Portal, follow the instructions for technical support posted in the portal. It may take up to 24 hours to respond to certain issues.
Upon successful submission of a proposal, the Sourcewell Procurement Portal will automatically generate a confirmation email to the proposer. If the proposer does not receive a confirmation email, contact Sourcewell’s support provider at [email protected].
To ensure receipt of the latest information and updates via email regarding this solicitation, or if the proposer has obtained this solicitation document from a third party, the onus is on the proposer to create a Sourcewell Procurement Portal Supplier Account and register for this solicitation opportunity.
Within the Sourcewell Procurement Portal, all proposals must be digitally acknowledged by an authorized representative of the proposer attesting that the information contained in in the proposal is true and accurate. By submitting a proposal, proposer warrants that the information provided is true, correct, and reliable for purposes of evaluation for potential contract award.
The submission of inaccurate, misleading, or false information is grounds for disqualification from a contract award and may subject the proposer to remedies available by law.
E. GENERAL PROPOSAL REQUIREMENTS
Proposals must be:
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• In substantial compliance with the requirements of this RFP or it will be considered nonresponsive and be rejected.
• Complete. A proposal will be rejected if it is conditional or incomplete. • Submitted in English.
• Valid and irrevocable for 90 days following the Proposal Due Date.
Any and all costs incurred in responding to this RFP will be borne by the proposer.
F. PROPOSAL WITHDRAWAL
Prior to the proposal deadline, a proposer may withdraw its proposal.
G. OPENING
The Opening of proposals will be conducted electronically through the Sourcewell Procurement Portal. A list of all proposers will be made publicly available in the Sourcewell Procurement Portal after the Proposal Due Date, but no later than the Opening time listed in the Solicitation Schedule.
To view the list of proposers, verify that the Sourcewell Procurement Portal opportunities list search is set to “All” or “Closed.” The solicitation status will automatically change to “Closed” after the Proposal Due Date and Time.
VI. EVALUATION AND AWARD
A. EVALUATION
It is the intent of Sourcewell to award one or more contracts to responsive and responsible proposers offering the best overall quality, selection of equipment, products, and services, and price that meet the commonly requested specifications of Sourcewell and its Participating Entities. The award(s) will be limited to the number of proposers that Sourcewell determines is necessary to meet the needs of its Participating Entities. Factors to be considered in determining the number of contracts to be awarded in any category may include the following:
• The number of and geographic location of:
o Proposers necessary to offer a comprehensive selection of equipment, products, or services for Participating Entities’ use.
o A proposer’s sales and service network to assure availability of product supply and coverage to meet Participating Entities’ anticipated needs. • Total evaluation scores.
• The attributes of proposers, and their equipment, products, or services, to assist Participating Entities achieve environmental and social requirements, preferences, and goals.
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Information submitted as part of a proposal should be as specific as possible when responding to the RFP. Do not assume Sourcewell has any knowledge about a specific supplier or product.
B. AWARD(S)
Award(s) will be made to the proposer(s) whose proposal conforms to all conditions and requirements of the RFP, and consistent with the award criteria defined in this RFP.
Sourcewell may request written clarification of a proposal at any time during the evaluation process.
Proposal evaluation will be based on the following scoring criteria and the Sourcewell Evaluator Scoring Guide (a copy is available in the Sourcewell Procurement Portal):
Conformance to RFP Requirements 50
Financial Viability and Marketplace Success 75
Ability to Sell and Deliver Service 100
Marketing Plan 50
Value Added Attributes 75
Warranty 50
Depth and Breadth of Offered Equipment, Products, or Services 200 Pricing 400
TOTAL POINTS 1000
C. PROTESTS OF AWARDS
Any protest made under this RFP by a proposer must be in writing, addressed to Sourcewell’s Executive Director, and delivered to the Sourcewell office located at 202 12th Street NE, P.O.
Box 219, Staples, MN 56479. All documents that comprise the complete protest package must be received no later than 10 calendar days’ following Sourcewell’s notice of contract award(s) or non-award and must be time stamped by Sourcewell no later than 4:30 p.m., Central Time. A protest must allege a procedural, technical, or legal defect, with supporting documentation. A protest that merely requests a re-evaluation of a proposal’s content will not be entertained A protest must include the following items:
• The name, address, and telephone number of the protester; • Identification of the solicitation by RFP number;
• A precise statement of the relevant facts;
• Identification of the alleged procedural, technical, or legal defect; • Analysis of the basis for the protest;
• Any additional supporting documentation;
• The original signature of the protester or its representative; and • Protest bond in the amount of $20,000 (except where prohibited by law or treaty).
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Protests that do not address these elements will not be reviewed.
D. RIGHTS RESERVED
This RFP does not commit Sourcewell to award any contract, and a proposal may be rejected if it is nonresponsive, conditional, incomplete, conflicting, or misleading. Proposals that contain false statements or do not support an attribute or condition stated by the proposer may be rejected.
Sourcewell reserves the right to:
• Modify or cancel this RFP at any time;
• Reject any and all proposals received;
• Reject proposals that do not comply with the provisions of this RFP; • Select, for contracts or for discussion, a proposal other than that with the lowest cost; • Independently verify any information provided in a proposal; • Disqualify any proposer that does not meet the requirements of this RFP, is debarred or suspended by the United States or Canada, State of Minnesota, Participating Entity’s state or province; has an officer, or other key personnel, who have been charged with a serious crime; or is bankrupt, insolvent, or where bankruptcy or insolvency are a reasonable prospect;
• Waive or modify any informalities, irregularities, or inconsistencies in the proposals received;
• Clarify any part of a proposal and discuss any aspect of the proposal with any proposer; and negotiate with more than one proposer;
• Award a contract if only one responsive proposal is received if it is in the best interest of Participating Entities; and
• Award a contract to one or more proposers if it is in the best interest of Participating Entities.
E. DISPOSITION OF PROPOSALS
All materials submitted in response to this RFP will become property of Sourcewell and will become public record in accordance with Minnesota Statutes Section 13.591, after negotiations are complete. Sourcewell considers that negotiations are complete upon execution of a resulting contract. It is the proposer’s responsibility to clearly identify any data submitted that it considers to be protected. Proposer must also include a justification for the classification citing the applicable Minnesota law. Sourcewell may reject proposals that are marked confidential or nonpublic, either substantially or in their entirety.
Sourcewell will not consider the prices submitted by the proposer to be confidential, proprietary, or trade secret materials. Financial information, including financial statements, provided by a proposer is not considered trade secret under the statutory definition.
1/13/2022
Addendum No. 1
Solicitation Number: RFP 030122
Solicitation Name: Fleet Management Services
Consider the following Question and Answer to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
There appears to be a conflict or overlap between the scope of this RFP and the scope of other recent Sourcewell solicitations. How will Sourcewell address potential services that are specifically identified in other RFPs, but could be construed to be included in this RFP?
Answer 1:
The Sourcewell RFP is an open and competitive solicitation process, and each RFP is an opportunity independent of any other prior, current, or future RFP. Each proposer, in its discretion, will propose the equipment, products, or services that it deems to fall within Sourcewell’s requested equipment, products, and services as described in the RFP. Only those products within the scope of the RFP will be included in any contract awarded by Sourcewell as a result of the solicitation and each Proposal will be evaluated based on the criteria stated in the RFP.
End of Addendum
Acknowledgement of this Addendum to RFP 030122 posted to the Sourcewell Procurement Portal on 1/13/2022, is required at the time of proposal submittal.
2/17/2022
Addendum No. 2
Solicitation Number: RFP 030122
Solicitation Name: Fleet Management Services
Consider the following Questions and Answers to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
How would you define “service force?”
Answer 1:
In the competitive process, Sourcewell will not advise a proposer on the content of the proposal. It is left to the discretion of each proposer to determine the content and format of the data that best represents their proposal and best demonstrates their ability to serve Sourcewell participating entities. The solicitation is a competitive process and proposals are evaluated on the content submitted.
Question 2:
If orders will be handled by distributors, dealers, or others, explain the roles of the Proposer and others. How would you define ‘ordering process’? Answer 2:
Refer to RFP Section II. B. – Requested Equipment, Products, or Services – “If Proposer requires the use of dealers, resellers, or subcontractors to provide the products or services, the Proposal should address how the products or services will be provided to Participating Entities and describe the network of dealers, resellers, and/or subcontractors that will be available to serve Participating Entities under a resulting contract.” It is left to the discretion of each proposer to determine the information or documentation necessary to best demonstrate their ability to serve Sourcewell participating entities and satisfy all the requirements included in the questionnaire tables.
Each proposer is asked to articulate the order process that aligns with its business methods and processes within the proposal.
Question 3:
What response is recommended if a bidder can execute some, but not all, of the items listed?
Answer 3:
Refer to the Frequently Asked Questions document on the Sourcewell Procurement Portal bids homepage.
Question 4:
Can an awarded supplier present its forms to the potential customer, or will the supplier be required to only use the participating entities agreements? Is it permitted to negotiate completely new agreements with the participating entity? Answer 4:
Refer to template contract Article 6. – Participating Entity Use and Purchasing, for additional detail related the ordering process and the development of transaction documentation.
Question 5:
Regarding template contract Section 5. A – Participation, define “Sourcewell contract use eligibility requirements and documentation….”
Answer 5:
Refer to RFP Section I. B. – Use of Resulting Contracts. The benefits of a contract resulting from this solicitation should be available to all participating entities that can legally access the equipment, products, or services under the contract. Awarded suppliers will receive instruction on relevant contract documentation in connection with the contract launch process.
Question 6:
If a contract between an awarded supplier and Sourcewell is terminated, will the supplier still be permitted to continue the relationship with any participating entity? If they terminate and we have existing agreements in place with participating entities, does the supplier continue to pay Sourcewell the administrative fee?
Answer 6:
Refer to template contract Section 6. A. – Orders and Payment, “All Participating Entity orders under this contract must be issued prior to expiration of cancellation of this Contract; however, Supplier performance, Participating Entity payment obligations, and any applicable warranty periods or other Supplier or Participating Entity obligations may extend beyond the term of this Contract.”
End of Addendum
Acknowledgement of this Addendum to RFP 030122 posted to the Sourcewell Procurement Portal on 2/17/2022, is required at the time of proposal submittal.
2/21/2022
Addendum No. 3
Solicitation Number: RFP 030122
Solicitation Name: Fleet Management Services
Consider the following Questions and Answers to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
Is Sourcewell willing to sign a mutual NDA?
Answer 1:
Sourcewell complies with the Minnesota Government Data Practices Act and will not execute a nondisclosure agreement for a proposer. Reference Section VI. E. of the Sourcewell RFP.
Question 2:
Can we share the details of projects and references implemented outside US? Answer 2:
It is left to the discretion of each proposer to determine how to best demonstrate their ability to serve Sourcewell participating entities and satisfy all the requirements included in the questionnaire tables. Table 4 – References/Testimonials, Line Item 24, seeks information from “three customers who are eligible to be Sourcewell participating entities.” Table 5 – Top Five Government or Education Customers seeks information from “your top five government, education, or non-profit customers.” Question 3:
Can some of the project(s) be delivered remotely to control travel expenses? Answer 3:
It is left to the discretion of each proposer to propose a method for delivery that aligns to its business practices and meets all applicable industry standards, laws, and
regulations. A proposer should include all relevant information and fully describe the total cost of acquisition for a participating entity in its proposal. Proposals are evaluated based on the criteria stated in the RFP.
Question 4:
Can offshore developers/consultants (outside USA) be used? Answer 4:
It is left to the discretion of each proposer to determine the information and documentation necessary to best demonstrate their ability to serve Sourcewell participating entities and satisfy all the requirements included in the questionnaire tables. Proposals are evaluated based on the criteria stated in the RFP.
Question 5:
We are only provide Fleet Management Software. Can we still submit for this RFP? Answer 5:
Each Sourcewell RFP is an open and competitive solicitation process. In the competitive process, Sourcewell will not pre-evaluate a proposer’s offerings. Each proposer, in its discretion, will propose the equipment, products, and services that it deems to fall within Sourcewell’s requested equipment, products, and services as described in the RFP. Only those products within the scope of the RFP will be included in any contract awarded by Sourcewell as a result of the solicitation. Each Proposal will be evaluated based on the criteria stated in the RFP.
End of Addendum
Acknowledgement of this Addendum to RFP 030122 posted to the Sourcewell Procurement Portal on 2/21/2022, is required at the time of proposal submittal.
030122-EFM
Rev. 3/2021 1
Solicitation Number: RFP #030122
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and Enterprise Fleet Management, Inc., 600 Corporate Park Drive, St. Louis, MO 63105 (Supplier).
Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.
Sourcewell issued a public solicitation for Fleet Management Services from which Supplier was awarded a contract.
Supplier desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts (Participating Entities).
1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
B. EXPIRATION DATE AND EXTENSION. This Contract expires April 18, 2026, unless it is cancelled sooner pursuant to Article 22. This Contract may be extended one additional year upon the request of Sourcewell and written agreement by Supplier.
C. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all payment obligations incurred prior to expiration or termination will survive, as will the following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All other rights will cease upon expiration or termination of this Contract.
2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.
030122-EFM
Rev. 3/2021 2
Supplier’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.
All Equipment and Products provided under this Contract must be new and the current model.
Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated in Supplier’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.
B. WARRANTY. Equipment, product, or service warranties will be provided by the manufacturer or service provider. Supplier will assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer or service provider. Any manufacturer’s or service provider’s warranty will be passed on to the Participating Entity.
C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout the Contract term, Supplier must provide to Sourcewell a current means to validate or authenticate Supplier’s authorized dealers, distributors, or resellers relative to the Equipment, Products, and Services offered under this Contract, which will be incorporated into this Contract by reference. It is the Supplier’s responsibility to ensure Sourcewell receives the most current information.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price stated in Supplier’s Proposal.
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity’s requested delivery location.
Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Supplier must permit the Equipment and Products to be returned within a reasonable time at no cost to Sourcewell or its Participating Entities.
Participating Entities reserve the right to inspect the Equipment and Products at a reasonable
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time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery.
In the event that Equipment and Products arrive in a defective or inoperable condition, the Participating Entity must promptly bring any such condition to Supplier’s attention. Supplier will then provide commercially reasonable assistance to the Participating Entity in any communication or negotiation with the Equipment and Product’s manufacturer or dealer, as applicable, with respect to claims relating to such condition.
B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid taxexemption certification(s). When ordering, a Participating Entity must indicate if it is a taxexempt entity.
C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Participating Entities.
4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Supplier Development Administrator. This approved form is available from the assigned Sourcewell Supplier Development Administrator.
At a minimum, the request must:
x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change; x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.
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A fully executed Sourcewell Price and Product Change Request Form will become an amendment to this Contract and will be incorporated by reference.
5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Supplier understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.
Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.
B. PUBLIC FACILITIES. Supplier’s employees may be required to perform work at governmentowned facilities, including schools. Supplier’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.
6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell contract number. All Participating Entity orders under this Contract must be issued prior to expiration or cancellation of this Contract; however, Supplier performance, Participating Entity payment obligations, and any applicable warranty periods or other Supplier or Participating Entity obligations may extend beyond the term of this Contract.
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Supplier’s acceptable forms of payment are included in its attached Proposal. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Supplier, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entities may require the use of a Participating Addendum; the terms of which will be negotiated directly between the Participating Entity and the Supplier. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.
C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements not addressed in this Contract (such as ecommerce specifications, specialized delivery requirements, or other specifications and requirements), the Participating Entity and the Supplier may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.
D. TERMINATION OF ORDERS. Participating Entities may terminate an order prior to the applicable Equipment and Product manufacturer or dealer deadline, in whole or in part, immediately upon notice to Supplier in the event of any of the following:
1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the equipment, products, or services to be purchased; or
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements.
Any termination thereafter will be governed by the terms and conditions of Supplier’s affiliates’ Master Lease Agreement.
E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by the Participating Entity making the purchase.
7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:
x Maintenance and management of this Contract;
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x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.
B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, sales data reports, supply issues, customer issues, and any other necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a contract sales activity report (Report) to the Sourcewell Supplier Development Administrator assigned to this Contract. Reports are due no later than 45 days after the end of each calendar quarter. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were made).
The Report must contain the following fields:
x Participating Entity Name (e.g., City of Staples Highway Department); x Participating Entity Physical Street Address;
x Participating Entity City;
x Participating Entity State/Province;
x Participating Entity Zip/Postal Code;
x Participating Entity Contact Name;
x Participating Entity Contact Email Address;
x Participating Entity Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Supplier.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Supplier may not charge Participating Entities more than the contracted price to offset the Administrative Fee.
The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased by Participating Entities under this Contract during each calendar quarter. Payments should
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note the Supplier’s name and Sourcewell-assigned contract number in the memo; and must be mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.
Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Supplier’s Authorized Representative is the person named in the Supplier’s Proposal. If Supplier’s Authorized Representative changes at any time during this Contract, Supplier must promptly notify Sourcewell in writing.
10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records, documents, and accounting procedures and practices relevant to this Agreement are subject to examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract.
B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under this Contract without the prior written consent of the other party and a fully executed assignment agreement. Such consent will not be unreasonably withheld. Any prohibited assignment will be invalid.
C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been duly executed by the parties.
D. WAIVER. Failure by either party to take action or assert any right under this Contract will not be deemed a waiver of such right in the event of the continuation or repetition of the circumstances giving rise to such right. Any such waiver must be in writing and signed by the parties.
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E. CONTRACT COMPLETE. This Contract, with respect to the subject matter hereof, represents the complete agreement between the parties. No other understanding regarding this Contract, whether written or oral, may be used to bind either party. For any conflict between the attached Proposal and the terms set out in Articles 1-22 of this Contract, the terms of Articles 1- 22 will govern.
F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.
11. INDEMNITY AND HOLD HARMLESS
Supplier must indemnify, defend, save, and hold Sourcewell, including their agents and employees, harmless from any third-party claims or causes of action, including attorneys’ fees incurred by Sourcewell, arising out of any act or omission in the performance of this Contract by the Supplier or its agents or employees. Sourcewell’s responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota Statutes Chapter 466) and other applicable law.
Indemnity obligations between Supplier and any Participating Entity, if any, will be as set forth in the applicable Supplier’s affiliates’ Master Lease Agreement.
12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Supplier under this Contract.
13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and license to use the trademark(s) provided to Supplier by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Supplier.
b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Supplier’s trademarks in advertising and promotional materials for the purpose of marketing Supplier’s relationship with Sourcewell.
2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to their respective subsidiaries, distributors, dealers,
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resellers, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article. Each party will be responsible for any breach of this Article by any of their respective sublicensees.
3. Use; Quality Control.
a. Neither party may alter the other party’s trademarks from the form provided and must comply with removal requests as to specific uses of its trademarks or logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s trademarks only in good faith and in a dignified manner consistent with such party’s use of the trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.
4. As applicable, Supplier agrees to indemnify and hold harmless Sourcewell and its Participating Entities against any and all suits, claims, judgments, and costs instituted or recovered against Sourcewell or Participating Entities by any person on account of the use of any Equipment or Products by Sourcewell or its Participating Entities supplied by Supplier in violation of applicable patent or copyright laws.
5. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of suppliers which may be used until the next printing). Supplier must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.
B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Supplier individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.
C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development Administrator assigned to this Contract.
D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment, Products, or Services.
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14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.
15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.
16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal, unenforceable, or void then both parties will be relieved from all obligations arising from that provision. If the remainder of this Contract is capable of being performed, it will not be affected by such determination or finding and must be fully performed.
17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Supplier will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher level of management. The Supplier will have 30 calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Supplier must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
The party claiming default must provide written notice of the default, with 30 calendar days to cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated
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or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:
x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.
18. INSURANCE
A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:
1. Workers’ Compensation and Employer’s Liability.
Workers’ Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Supplier will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract, Supplier will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.
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Minimum Limits:
$1,000,000 each accident, combined single limit
4. Umbrella Insurance. During the term of this Contract, Supplier will maintain umbrella coverage over Employer’s Liability, Commercial General Liability, and Commercial Automobile.
Minimum Limits:
$2,000,000
5. Network Security and Privacy Liability Insurance. During the term of this Contract, Supplier will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Supplier’s security resulting in, but not limited to, computer attacks, unauthorized access, disclosure of not public data – including but not limited to, confidential or private information, transmission of a computer virus, or denial of service.
Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf.
Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Supplier’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Supplier, and products and completed operations of Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.
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D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Supplier or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.
E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies), or self-insured retention.
19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.
B. LICENSES. Supplier must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Supplier conducts with Sourcewell and Participating Entities.
20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in writing.
Supplier certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Supplier certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Supplier further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.
21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the
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procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional requirements based on specific funding source terms or conditions. Within this Article, all references to “federal” should be interpreted to mean the United States federal government.
The following list only applies when a Participating Entity accesses Supplier’s Equipment, Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). Intentionally omitted.
C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708).
Intentionally omitted.
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. Intentionally omitted.
E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Intentionally omitted.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.
G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file any required certifications. Suppliers must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award
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covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Suppliers must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. Intentionally omitted.
J. BUY AMERICAN PROVISIONS COMPLIANCE. Intentionally omitted.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Supplier that are directly pertinent to Supplier’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Supplier’s personnel for the purpose of interview and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). Intentionally omitted.
M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier not use the seal(s), logos, crests, or reproductions of flags or likenesses of Federal agency officials without specific pre-approval.
N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to this Contract or any purchase by an Participating Entity and is not subject to any obligations or liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter resulting from the Contract or any purchase by an authorized user.
O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and Statements) applies to the Supplier’s actions pertaining to this Contract or any purchase by a Participating Entity.
P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowance, and benefit overpayments.
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Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services, Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to the anticipated work under this Contract raises an actual or potential conflict of interest (as described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and Participating Entity are able to assess the actual or potential conflict; and provide any additional information as necessary or requested.
R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S.
Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources and support to individuals and organizations associated with terrorism.
S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT. Intentionally omitted.
T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies that during the term of this Contract will comply with applicable requirements of 2 C.F.R. § 200.322.
22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Supplier’s Proposal. Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.
Sourcewell Enterprise Fleet Management, Inc.
By: __________________________ By: __________________________ Jeremy Schwartz Dain Giesie
Title: Chief Procurement Officer Title: Vice President
Date: ________________________ Date: ________________________
030122-EFM
Rev. 3/2021 17
Approved:
By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________
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Bid Number: RFP 030122 Vendor Name: Enterprise Fleet Management, Inc.
Bid Number: RFP 030122 Vendor Name: Enterprise Fleet Management, Inc.
Table 148: Depth and 8readth of Offered Equipment Products and Services Indicate below if the listed types or classes of equipment, products, and services are offered within your proposal. Provide additional comments in the text box provided, as necessary.
ine
Item Cate or or T pe Offered Comments
90 Services for the acquisition by Sourcewell participating entities, whether by lease or financing, of on-road vehicles of all types or classifications, all weight classes, and all engine types Yes
No
As the largest purchaser of vehicles in
North America, Enterprise has the ability
to acquire vehicles from nearly any
manufacturer. This includes specialty
vehicles and Emergency Response
Vehicles.
*
91 New vehicle service and preparation for the vehicles described in Line 90 above, such as, pre-delivery inspection, parts and accessories installation, and vehicle marking application or installation
Yes
No
Through our Fleet Management programs
we are able to offer all of these services. *
92 Preventative maintenance plans, vehicle maintenance and repair services, and related service level agreements for Sourcewell participating entity on-road vehicle fleets of all types Yes
No
Through our Fleet Management programs
we are able to offer all of these services. *
93 In addition to the solutions described in Lines 90-92 above, proposers may include a complementary offering of the following ancillary services:
i. Short-term rental programs;
ii. Upfitting of after-market programs;
iii. Fleet management information technologies, such as:
telematics, fleet monitoring, fuel management, fuel tank management, and motor pool/fleet sharing software and systems; iv. Roadside assistance including towing, emergency towing, and repairs;
v. Installation, operation, and maintenance of dedicated charging and fueling stations; and
vi. Vehicle battery longevity monitoring and replacement plans.
Yes
No
Through our Fleet Management programs
we are able to offer all of these services.
Exceptions to Terms, Conditions, or Specifications Form Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been incorporated into the contract text.
Documents
Ensure our submission document(s) conforms to the following :
1. Documents in PDF format are preferred. Documents in Word, Excel, or compatible formats may also be provided.
2. Documents should NOT have a security password, as Sourcewell may not be able to open the file. It is your sole responsibility to ensure that the uploaded document(s) are not either defective, corrupted or blank and that the documents can be opened and viewed by Sourcewell.
3. Sourcewell may reject any response where any document(s) cannot be opened and viewed by Sourcewell.
4. If you need to upload more than one (1) document for a single item, you should combine the documents into one zipped file. If the zipped file contains more than one (1) document, ensure each document is named, in relation to the submission format item responding to. For example, if responding to the Marketing Plan category save the document as "Marketing Plan." Pricing - Pricing-Final.xlsx - Tuesday March 01, 2022 14:16:51 Financial Strength and Stability - Enterprise Financial Stability.pdf - Tuesday March 01, 2022 14:16:39 Marketing Plan/Samples - Sample Marketing Plan.pdf - Tuesday March 01, 2022 14:19:21 WM8E/M8E/S8E or Related Certificates - Wade Ford 2022 GMSDC Certificate.pdf - Tuesday March 01, 2022 14:27:57 Warranty Information - Sample Warranty Information.pdf - Tuesday March 01, 2022 14:26:14 Standard Transaction Document Samples - Sample Quote 2427574.pdf - Tuesday March 01, 2022 15:27:53 Upload Additional Document - Sourcewell Submission.zip - Tuesday March 01, 2022 14:20:22
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Bid Number: RFP 030122 Vendor Name: Enterprise Fleet Management, Inc.
Car Name Car # Year Make Model Vin # Mileage CNG
Engine NEW VEHICLE AME Lead Time/Ordering Info Enterprise Quote #
Resale $
Credited From
Old Vehicle
Sales
Months
In Term
Est.
Monthly
Payment
Est. Monthly
Tax
Full Maintenance
Program
(optional, includes all
maintenance and repairs,
except for Brakes & Tires)
Est. Total
Monthly
Payment
Est. Resale
Value @
Term
Book Value @
Term
(amount left on loan)
Est. Equity
Back To City
After Resale
Est. Sales Tax
Back To City
After Resake
Effective
Monthly
Payment
After Resale
PW Maintenance PW3-Otto 2015 Ford F250 Truck 1FT7X2A63FED69665 20,328 $18,500 $19,500 CNG F250 4x4 Ext Cab 8ft Service Body, update old phenix quote
Update Quote# 5001455 and
Phenix Quote# TQ15366 - Add
Arrow Board
2023 Model Orders Open
10/17. Est Delivery
Spring/Summer 2023
6656358 $10,000 60 $967.95 $75.02 $45.94 $1,088.91 $33,000.00 $10,101.49 $22,898.51 $1,774.63 $677.69 PW Maintenance PW6-Victor 2015 Ford F250 Truck 1FT7X2A69FED69668 30,227 $18,000 $19,000 CNG F250 4x4 Ext Cab 8ft Service Body, update old phenix quote
Update Quote# 5001455 and
Phenix Quote# TQ15366 - Add
Arrow Board
2023 Model Orders Open
10/17. Est Delivery
Spring/Summer 2023
6656358 $10,000 60 $967.95 $75.02 $45.94 $1,088.91 $33,000.00 $10,101.49 $22,898.51 $1,774.63 $677.69 PW Maintenance PW1-Scott 2015 Ford F250 Truck 1FT7X2A68FED69662 74,130 $15,000 $16,000 CNG F250 4x4 Ext Cab 8ft Bed XL with power & tow group,
Add tommygate, deinstall and
reinstall fuel tender from old
truck
2023 Model Orders Open
10/17. Est Delivery
Spring/Summer 2023
6656485 $10,000 60 $743.57 $57.63 $45.94 $847.14 $28,000.00 $7,720.31 $20,279.69 $1,571.68 $482.95 PW Maintenance PW2 -Pablo 2015 Ford F250 Truck 1FT7X2A6XFED69663 31,473 $18,000 $19,000 CNG F250 4x4 Ext Cab 8ft Service Body, update old phenix quote
Update Quote# 5001455 and
Phenix Quote# TQ15366 - Add
Arrow Board
2023 Model Orders Open
10/17. Est Delivery
Spring/Summer 2023
6656358 $10,000 60 $967.95 $75.02 $45.94 $1,088.91 $33,000.00 $10,101.49 $22,898.51 $1,774.63 $677.69 PW Maintenance PW5-James 2015 Ford F250 Truck 1FT7X2A67FED69667 19,655 $18,500 $19,500 CNG Est. Ford Ranger 4x4 Ext Cab, tow package, back up camera
Tommygate, Amber Light Bar,
Towing
Dealer Stock Vehicle, Available
Now. Can be delivered after
equipment is installed.
6758313 $10,000 60 $613.77 $47.57 $43.67 $705.01 $24,000.00 $6,193.48 $17,806.52 $1,380.01 $385.23 PW Maintenance PW4-Caleb 2019 Ford F250 Truck 1FT7X2A65KEE67512 9,172 $30,000 $31,000 CNG F250 4x4 Ext Cab 8ft Service Body, update old phenix quote
Update Quote# 5001455 and
Phenix Quote# TQ15366 - Add
Arrow Board
2023 Model Orders Open
10/17. Est Delivery
Spring/Summer 2023
6656358 $10,000 60 $967.95 $75.02 $45.94 $1,088.91 $33,000.00 $10,101.49 $22,898.51 $1,774.63 $677.69 Code Compliance CC2 2015 Ford F250 Truck 1FT7X2A60FED69669 39,750 $17,500 $18,500 CNG Est. Ford Ranger 4x4 Ext Cab, tow package, back up camera
Tommygate, Amber Light Bar,
Towing
Dealer Stock Vehicle, Available
Now. Can be delivered after
equipment is installed.
6758313 $10,000 60 $613.77 $47.57 $43.67 $705.01 $24,000.00 $6,193.48 $17,806.52 $1,380.01 $385.23 Code Compliance CC3 2015 Ford F250 Truck 1FT7X2A61FED69664 39,900 $17,500 $18,500 CNG Est. Ford Ranger 4x4 Ext Cab, tow package, back up camera
Tommygate, Amber Light Bar,
Towing
Dealer Stock Vehicle, Available
Now. Can be delivered after
equipment is installed.
6758313 $10,000 60 $613.77 $47.57 $43.67 $705.01 $24,000.00 $6,193.48 $17,806.52 $1,380.01 $385.23 Est. Dealer Stock 2023 Ford Explorer XLT
4x4 None
2023 Ordering is cut-off
Enterprise will locate a dealer
stock option after account is set
up and provide a final quote
once a vehicle is located
TBD $10,000 60 $590.00 $45.73 $43.63 $679.36 $19,000.00 $5,648.40 $13,351.60 $1,034.75 $439.59 $153,000 $161,000 $7,997.17 $4,789.01
17,000 $95,966.04 $57,468.07
NOTES:
EFFECTIVE TOTAL COST ADJ. WITH EQUITY AFTER RESALE x QUANTITY is the sum of all monthly payments over the term with tax, upfitting, & down payment, less the equity after resale and the use tax recapture.
Conservatvely Est.
Commerical Resale
Value Range
LEASE REPLACEMENT PRICING WORKSHEET - CITY OF DESERT HOT SPRINGS *All leases are Open-Ended Equity Municipal Leases. Service Charge of $400 per unit is due at lease termination (netted out of the proceeds on the sale of vehicle). Detailed Vehicle Specs will be reviewed and finalized and the City can add additional aftermarket equipment if necessary.
**DOWN PAYMENT ON AFTERMARKET EQUIPMENT IF APPLICABLE: Aftermarket equipment, such as light bars, computers, truck bodies, ladder racks, etc can be added into the lease/loan. If the cost of the equipment is over $5,000 a 25% Down Payment on that equipment is duet at delivery. If the cost is over $10,000 a 50% down payment on that equipment is due at delivery. Sales Tax is charged on the Down Payment and included in the numbers above.
Monthly Payment includes Depreciation, Interest, Management Fee Tax, delivery fees and aftermarket equipment. Interest rate based on August 2022. Interest Rate is locked at delivery for entire term. Pricing is based on Sourcewell Contract Estimated Resale Value is a conservative commercial wholesale value. This value is based on estimates from Enterprise's Remarketing Dept and third party Automotive Leasing Guide. Estimates DO NOT include outfitting equipment, except for the Service Bodys on the 3/4 Ton Trucks
Book Value is the amount that is left on the books at lease term. At this point, the customer has three options: 1) replace existing vehicle with new vehicle, 2) pay book value plus tax and own the vehicle, and 3) continue making payments and extend the lease; eventually paying off the vehicle. Page 113 of 163
Prepared For: City of Desert Hot Springs Date 08/24/2022
AE/AM ZRJ
Unit #
Year 2022 Make Ford Model F-250
Series XL 4x4 SD Super Cab 8 ft. box 164 in. WB SRW
Vehicle Order Type Ordered Term 60 State CA Customer# 600304 $ 50,197.71 Capitalized Price of Vehicle1
$ 0.00 * Sales Tax 0.0000% State CA
$ 0.00 * Initial License Fee
$ 0.00 * Registration Fee
$ 435.00 Other: (See Page 2)
$ 10,000.00 * Capitalized Price Reduction
$ 775.00 * Tax on Capitalized Price Reduction
$ 0.00 Gain Applied From Prior Unit
$ 0.00 * Tax on Gain On Prior
$ 0.00 * Security Deposit
$ 0.00 * Tax on Incentive ( Taxable Incentive Total : $0.00 ) All language and acknowledgments contained in the signed quote apply to all vehicles that are ordered under this signed quote.
Order Information
Driver Name
Exterior Color (0 P) Oxford White
Interior Color (0 I) Medium Earth Gray w/Cloth 40/20/40 Spli Lic. Plate Type Unknown
GVWR 0
$ 40,632.71 Total Capitalized Amount (Delivered Price)
$ 548.54 Depreciation Reserve @ 1.3500%
$ 195.03 Monthly Lease Charge (Based on Interest Rate - Subject to a Floor) 2 $ 743.57 Total Monthly Rental Excluding Additional Services Additional Fleet Management
Master Policy Enrollment Fees
$ 0.00 Commercial Automobile Liability Enrollment
Liability Limit $0.00
$ 0.00 Physical Damage Management Comp/Coll Deductible 0 / 0 $ 45.94 Full Maintenance Program 3 Contract Miles 35,000 OverMileage Charge $ 0.0350 Per Mile Incl: # Brake Sets (1 set = 1 Axle) 0 # Tires 0 Loaner Vehicle Not Included $ 45.94 Additional Services SubTotal
$ 57.63 Sales Tax 7.7500% State CA
$ 847.14 Total Monthly Rental Including Additional Services $ 7,720.31 Reduced Book Value at 60 Months
$ 400.00 Service Charge Due at Lease Termination
Quote based on estimated annual mileage of 7,000
(Current market and vehicle conditions may also affect value of vehicle) (Quote is Subject to Customer's Credit Approval)
Notes
Enterprise FM Trust will be the owner of the vehicle covered by this Quote. Enterprise FM Trust (not Enterprise Fleet Management) will be the Lessor of such vehicle under the Master Open - End (Equity) Lease Agreement and shall have all rights and obligations of the Lessor under the Master Open - End (Equity) Lease Agreement with respect to such vehicle.
Lessee must maintain insurance coverage on the vehicle as set forth in Section 11 of the Master Open-End (Equity) Lease Agreement until the vehicle is sold.
ALL TAX AND LICENSE FEES TO BE BILLED TO LESSEE AS THEY OCCUR.
Lessee hereby authorizes this vehicle order, agrees to lease the vehicle on the terms set forth herein and in the Master Equity Lease Agreement and agrees that Lessor shall have the right to collect damages in the event Lessee fails or refuses to accept delivery of the ordered vehicle. Lessee certifies that it intends that more than 50% of the use of the vehicle is to be in a trade or business of the Lessee.
LESSEE City of Desert Hot Springs
BY TITLE DATE
* INDICATES ITEMS TO BE BILLED ON DELIVERY.
1 Capitalized Price of Vehicle May be Adjusted to Reflect Final Manufacturer's Invoice. Lessee Hereby Assigns to Lessor anyManufacturer Rebates And/Or Manufacturer Incentives Intended for the Lessee, Which Rebates And/Or Incentives Have Been UsedBy Lessor to Reduce the Capitalized Price of the Vehicle. 2 Monthly Lease Charge Will Be Adjusted to Reflect the Interest Rate on the Delivery Date (Subject to a Floor). 3 The inclusion herein of references to maintenance fees/services are solely for the administrative convenience of Lessee. Notwithstanding the inclusion of such references in this [Invoice/Schedule/Quote], all such maintenance services are to be performed by Enterprise Fleet Management, Inc., and all such maintenance fees are payable by Lessee solely for the account of Enterprise Fleet Management, Inc., pursuant to that certain separate [Maintenance Agreement] entered into by and between Lessee and Enterprise Fleet Management, Inc.; provided that such maintenance fees are being billed by Enterprise FM Trust, and are payable at the direction of Enterprise FM Trust, solely as an authorized agent for collection on behalf of Enterprise Fleet Management, Inc.
Open-End (Equity) Lease Rate Quote Quote No: 6656485
Printed On 08/24/2022 09:30:37 AM Page 1 of 6
Aftermarket Equipment Total
Description (B)illed or (C)apped Price
Tailgate Lift - Tailgate Liftgate and Reinstall Fuel Tender. See Phenix Quote# TQ19651 C $ 6,017.71
Total Aftermarket Equipment Billed $ 0.00
Total Aftermarket Equipment Capitalized $ 6,017.71
Aftermarket Equipment Total $ 6,017.71
Other Totals
Description (B)illed or (C)apped Price
Initial Administration Fee C $ 60.00
Pricing Plan Delivery Charge C $ 125.00
Courtesy Delivery Fee C $ 250.00
Total Other Charges Billed $ 0.00
Total Other Charges Capitalized $ 435.00
Other Charges Total $ 435.00
Open-End (Equity) Lease Rate Quote Quote No: 6656485
Printed On 08/24/2022 09:30:37 AM Page 2 of 6
VEHICLE INFORMATION:
2022 Ford F-250 XL 4x4 SD Super Cab 8 ft. box 164 in. WB SRW - US Series ID: X2B
Pricing Summary:
INVOICE MSRP
Base Vehicle $41,069 $43,230.00
Total Options $5,316.00 $1,995.00
Destination Charge $1,795.00 $1,795.00
Total Price
SELECTED COLOR:
Exterior: Z1-(0 P) Oxford White
Interior: 1S-(0 I) Medium Earth Gray w/Cloth 40/20/40 Split Bench Seat SELECTED OPTIONS:
CODE DESCRIPTION INVOICE MSRP
1 Cloth 40/20/40 Split Bench Seat $91.00 $100.00
153 Front License Plate Bracket NC NC
164WB 164" Wheelbase STD STD
1S_02 (0 I) Medium Earth Gray w/Cloth 40/20/40 Split Bench Seat NC NC 425 50-State Emissions System STD STD
44S Transmission: TorqShift-G 6-Spd Auto w/SelectShift Included Included 52B Trailer Brake Controller $273.00 $300.00
54K Trailer Tow Mirrors w/Power Heated Glass Included Included 587 Radio: AM/FM Stereo w/MP3 Player Included Included
600A Order Code 600A NC NC
64A Wheels: 17" Argent Painted Steel Included Included
66S Upfitter Switches (6) $150.00 $165.00
67E 240 Amp Alternator $78.00 $85.00
76R Reverse Sensing System (Fleet) $223.00 $245.00
90L Power Equipment Group $1,001.00 $1,100.00
90LACD Accessory Delay Included Included
90LASP Advanced Security Pack Included Included
90LPLK Power Locks Included Included
90LPTL Power Tailgate Lock Included Included
90LPWN Power Front & Rear Seat Windows Included Included 90LRKE Remote Keyless Entry Included Included
996 Engine: 6.2L 2-Valve SOHC EFI NA V8 Flex-Fuel Included Included EMYPI Est. 2023 Model Year Price Increase $3,500.00 $0.00 PAINT Monotone Paint Application STD STD
STDGV GVWR: 10,000 lb Payload Package Included Included SYNC SYNC Communications & Entertainment System Included Included TD8 Tires: LT245/75Rx17E BSW A/S (4) Included Included
WARANT Fleet Customer Powertrain Limited Warranty NC NC X37 3.73 Axle Ratio Included Included
Z1_01 (0 P) Oxford White NC NC
$48,180.00 $47,020.00
Open-End (Equity) Lease Rate Quote Quote No: 6656485
Printed On 08/24/2022 09:30:37 AM Page 3 of 6
CONFIGURED FEATURES:
Body Exterior Features:
Number Of Doors 4
Rear Driver Door: reverse opening rear passenger doors
Rear Cargo Door Type: tailgate
Driver And Passenger Mirror: power remote heated manual folding side-view door mirrors with turn signal indicator Convex Driver Mirror: convex driver and passenger mirror Mirror Type: manual extendable trailer mirrors
Door Handles: black
Front And Rear Bumpers: black front and rear bumpers with black rub strip Rear Step Bumper: rear step bumper
Front Tow Hooks: 2 front tow hooks
Front License Plate Bracket: front license plate bracket Box Style: regular
Body Material: aluminum body material
: class V trailering with harness, hitch, brake controller Grille: black grille
Upfitter Switches: upfitter switches
Convenience Features:
Air Conditioning manual air conditioning
Air Filter: air filter
Power Windows: power windows with driver and passenger 1-touch down Remote Keyless Entry: keyfob (front doors) remote keyless entry Illuminated Entry: illuminated entry
Integrated Key Remote: integrated key/remote
Remote Engine Start: remote engine start - smart device only (subscription required) Steering Wheel: steering wheel with manual tilting, manual telescoping Day-Night Rearview Mirror: day-night rearview mirror
Emergency SOS: 911 Assist emergency communication system Front Cupholder: front and rear cupholders
Overhead Console: full overhead console with storage
Glove Box: illuminated locking glove box
Driver Door Bin: driver and passenger door bins
Rear Door Bins: rear door bins
Dashboard Storage: dashboard storage
IP Storage: covered bin instrument-panel storage
Retained Accessory Power: retained accessory power
Power Accessory Outlet: 2 12V DC power outlets
Entertainment Features:
radio AM/FM stereo with seek-scan
Voice Activated Radio: voice activated radio
Steering Wheel Radio Controls: steering-wheel mounted audio controls Speakers: 4 speakers
Internet Access: FordPass Connect 4G internet access
1st Row LCD: 2 1st row LCD monitor
Wireless Connectivity: wireless phone connectivity
Antenna: fixed antenna
Lighting, Visibility and Instrumentation Features:
Headlamp Type delay-off aero-composite halogen headlamps Cab Clearance Lights: cargo bed light
Front Wipers: variable intermittent wipers
Tinted Windows: light-tinted windows
Dome Light: dome light with fade
Front Reading Lights: front reading lights
Variable IP Lighting: variable instrument panel lighting Display Type: analog appearance
Tachometer: tachometer
Printed On 08/24/2022 09:30:37 AM Page 4 of 6