Agenda packet — Eastvale City Council, March 9, 2022

REGULAR COUNCIL MEETING AGENDA
Eastvale City Hall Council Chambers
12363 Limonite Avenue, Suite 900, Eastvale, CA 91752
Wednesday, March
9, 2022
Regular Council Meeting:
6:30 PM

City Councilmembers
Clint Lorimore, Mayor
Todd Rigby, Mayor Pro Tem
Christian Dinco, Councilmember
Brandon Plott, Councilmember
Jocelyn Yow, Councilmember

Bryan Jones, City Manager
Erica Vega, City Attorney (Contract Legal Services)
Marc Donohue, City Clerk/Communications Director
This Agenda contains a brief general descrip*on of each item to be considered. Except as otherwise provided by law, no ac*on or direc*on shall be taken on any item not appearing on the following Agenda. Unless legally privileged, all suppor*ng documents, including staﬀ reports, and any wri*ngs or documents provided to a majority of the City Council a0er the pos*ng of this agenda are available for review at Eastvale City Hall, 12363 Limonite Avenue, Eastvale, CA 91752 or you may contact the City Clerk’s Oﬃce, at (951) 361-0900 Monday through Thursday from 7:30 a.m. to 5:30 p.m. and available online at www.eastvaleca.gov
.

In accordance with AB 361 (Government Code sec*on 54953(e)), members of the City Council, the public, and others may aBend and par*cipate in this mee*ng remotely via GoToWebinar. If you wish to view the mee*ng and/or make public comment through GoToWebinar you may do so by logging on to GoToWebinar at the above stated date and *me via the following link:
https://bit.ly/3IjMS2l
. Members of the public may provide public comment by sending comments to the City Clerk’s Oﬃce by email at
[email protected]
or u*lize the “raise your hand” func*on in GoToWebinar to provide oral public comment during the designated public comment periods. Staﬀ will monitor emails to the extent possible during the mee*ng. Email comments will be read into the record, with a maximum allowance of 3 minutes per individual comment, subject to the Council’s discre*on to reduce the amount of *me for public comments. Email comments received a0er the agenda item is heard will not be read into the record.

In the event of a disrup*on to the GoToWebinar broadcast of the mee*ng, or the ability to receive public comment through GoToWebinar, the meeting will be recessed until remote public access is restored.

In compliance with the Americans with Disabili*es Act, if you need special assistance to par*cipate in this mee*ng, you should contact the City Clerk’s Office at (951) 361-0900.

Regular mee*ngs are recorded and made available on the City’s website at www.eastvaleca.gov
. Mee*ng recordings are uploaded
to the City’s website within 24 hours (unless otherwise noted) after the completion of the meeting. 1 1.

CALL TO ORDER

2. ROLL CALL

3. CLOSED SESSION PUBLIC COMMENT

Any member of the public may address the Council on items within the Council’s subject maer jurisdicon, but which are not listed on this agenda during PUBLIC COMMENTS. However, no acon may be taken on maers that are not part of the posted agenda. We request comments made on the agenda be made at the me the item is considered and that comments be limited to three minutes per person with a maximum of six minutes (me may be donated by one person). Please address your comments to the Council and do not engaged in dialogue with individual Council Members, City staﬀ, or members of the audience. Blue speaker forms are available at the front table to the entrance of Council Chambers.

4. CLOSED SESSION ITEM(S)

5. INVOCATION

6. PLEDGE OF ALLEGIANCE

7. ADDITIONS/REVISIONS

The City Council may only add an item to the Agenda a2er making a ﬁnding that there is a need to take immediate acon on the item and that the item came to the aenon of the agency subsequent to the posng of the agenda. An acon adding an item to the agenda requires 2/3 vote of the Council. If there is less than 2/3 of the Council members present, adding an item to the agenda requires a unanimous vote. Added items will be placed for discussion at the end of each section unless otherwise noted.

8. PRESENTATIONS/ANNOUNCEMENTS

9. AGENCY PARTNER UPDATES

10. PUBLIC COMMENT

Any member of the public may address the Council on items within the Council’s subject maer jurisdicon, but which are not listed on this agenda during PUBLIC COMMENTS. However, no acon may be taken on maers that are not part of the posted agenda. We request comments made on the agenda be made at the me the item is considered and that comments be limited to three minutes per person with a maximum of six minutes (me may be donated by one person). Please address your comments to the Council and do not engaged in dialogue with individual Councilmembers, City staﬀ, or members of the audience. Blue speaker forms are available at the front table to the entrance of Council Chambers.

11. CONSENT CALENDAR

Consent Calendar items are normally enacted in one moon. The Mayor or City Council may remove a Consent Calendar item for separate acon. If a member of the public would like to

2 speak on a Consent Calendar item, please complete a blue “Public Comment Form” and submit to the City Clerk prior to the item.

11.1. City Council Meeting Minutes

Submitted by: Marc A. Donohue, City Clerk/Communications Director

RECOMMENDED ACTION(S):

Staff recommends that the City Council approve the City Council meeting minutes from the regular meeting on February 23, 2022.

11.2. Interim Financial Report - Fiscal Year 2021-22, Quarter 2

Submitted by: Amanda Wells, Finance Director/City Treasurer

RECOMMENDED ACTION(S):

Staff recommends that the City Council receive and file the Interim Financial Report for Fiscal Year 2021-22, Quarter 2 ending December 31, 2021

11.3. Surplus City Hall Property

Submitted by: Marc A. Donohue, City Clerk/Communications Director

RECOMMENDED ACTION(S):

Staff recommends that the City Council declare outdated City Hall property as surplus and authorize the destruction of surplus property.

11.4. Approval of Payment for the Annual Permit Fees to State Water Resources Control Board for Fiscal Year 2021/2022

Submitted by: Jimmy Chung, City Engineer

RECOMMENDED ACTION(S):

Staff recommends that the City Council approve payment to State Water Resources Control Board for Fiscal Year 2021/2022 Annual Permit.

11.5. City Hall Lease Agreement Amendment

Submitted by: Stephanie Vasquez, Management Analyst

RECOMMENDED ACTION(S):

Staff recommends that the City Council authorize the City Manager to execute the proposed amendments to the two lease agreements between the City and Eastvale Gateway III for the current City Hall located at 12363 Limonite Ave, Suites 900, 910 and 940.

11.6. Purchase of Fire Inspector Vehicle

Submitted by: Johnny Terfehr, Interim Community Safety Director

RECOMMENDED ACTION(S):

Staff recommends that the City Council approve a purchase order for National Fleet Auto Group in the amount not to exceed $27,000.00 for a 2022 or 2023 all wheel drive Ford Maverick for use by the contract Fire Systems Inspector and authorize the City Manager

3 to execute any agreements and purchase orders.

12. PUBLIC HEARINGS

The public is encouraged to express your views on any maer set for public hearing. It is our procedure to ﬁrst receive the staﬀ report, then to ask for public tesmony, ﬁrst from those in favor of the project followed by tesmony from those in opposion to it, and if there is opposion, to allow those in favor, rebual tesmony only as to the points brought up in opposion. To tesfy on the maer, you need to simply come forward to the speaker’s podium at the appropriate me, give your name and address and make your statement. A2er a hearing is closed, you may not further speak on the maer unless requested to do so or are asked quesons by the Mayor or a Councilmember. Public comment is limited to three (3) minutes each with a maximum of six (6) minutes (time may be donated by one speaker.)

13. CITY COUNCIL BUSINESS

13.1. Redrawing of Councilmember District Boundaries

Submitted by: Marc A. Donohue, City Clerk/Communications Director

RECOMMENDED ACTION(S):

Staff recommends that the City Council introduce for first reading an Ordinance entitled:

AN ORDINANCE ADJUSTING THE BOUNDARIES OF CITY COUNCIL DISTRICTS AND REFDEFINING THE BOUNDARIES OF ALL COUNCIL DISTRICTS OF THE CITY OF EASTVALE.

13.2. Approve Task Order A-6 in the Amount of $114,000.00 with Conceptual Design & Planning Company for Schleisman Road Multi-use Trail Landscape Conceptual Plan Services

Submitted by: Jimmy Chung, City Engineer

RECOMMENDED ACTION(S):

Staff recommends that the City Council:

1 .

Approve Task Order A-6 in the amount of $114,000.00 with Conceptual Design & Planning Company for Schleisman Road Multi-use Trail Landscape Conceptual Plan Services; and
2 .

Authorize City Manager to execute Task Order A-6 with On-Call Professional Services Vendor Conceptual Design & Planning Company.

14. CITY MANAGER/CITY STAFF REPORT

15. CITY COUNCIL COMMUNICATIONS/COMMITTEE REPORTS

16. ADJOURNMENT

The next regular mee*ng of the Eastvale City Council is scheduled for Wednesday, March 23, 2022, at 6:30 p.m. at Eastvale City Hall Council Chambers, 12363 Limonite Avenue, Suite 900, Eastvale, CA 91752.

We
champion
experiences that
engage, excite,
and
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UNITY
!

4 With our…
Kindness – selfless concern for all
Grit – passion and resilience in everything we do
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17. AFFIDAVIT OF POSTING

I hereby certify under penalty of perjury under the laws of the State of California, that the foregoing Agenda was posted at the following locations: City Hall, 12363 Limonite Avenue, Suite 910 and website of the City of Eastvale (
www.eastvaleca.gov
,) not less than 72 hours
prior to the meeting.

______________________________________________________
Marc A. Donohue, MMC
City Clerk

5 MINUTES

CITY OF EASTVALE
City Council Regular Meeting
Wednesday, February 23, 2022
Regular Meeting: 5:00 P.M.

Eastvale City Council Chambers
12363 Limonite Avenue, Suite 900
Eastvale, CA 91752

1. CALL TO ORDER
The regular meeting of the Eastvale City Council was called to order at 5:01 p.m. by Mayor Lorimore.

2. ROLL CALL

Present: Councilmembers Dinco, Plott, Yow, Mayor Pro Tem Rigby, and Mayor Lorimore

Absent:

City Staff

Present: Acting City Manager Garcia, City Attorney Vega, and City Clerk/Communications Director Donohue were present at Roll Call. Other staff members were present.

3. CLOSED SESSION PUBLIC COMMENT
The following individual(s) provided public comment:
 Michael O’Connor, Eastvale Resident

4. CLOSED SESSION ITEM(S)

4.1 CONFERENCE WITH LEGAL COUNSEL – ANICIPATED LITIGATION (Government Code § 54956.9(d)(2))
Significant exposure to litigation: 1 case

4.2 CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code § 54956.8) Property: Approximately 10 acres located within the parcel at the northwest corner of Limonite Avenue and Hamner Avenue
City Negotiator: Gina Gibson-Williams, Community Development Director Negotiating Parties: NEW HOME COMPANY SOUTHERN CALIFORNIA LLC, a Delaware limited liability company.
6 Eastvale City Council Meeting Minutes
February 23, 2022 Page - 2
Under Negotiation: Price and terms of payment
At the conclusion of closed session, City Attorney Vega stated that there was no reportable action.

5. INVOCATION
Linda Williams from Church of Jesus Christ of Latter-day Saints offered the invocation.

6. PLEDGE OF ALLEGIANCE
Councilmember Plott led the Pledge of Allegiance.

7. ADDITIONS/REVISIONS – None

8. PRESENTATIONS/ANNOUNCEMENTS

8.1 Proclamation for Future Business Leaders of America A Proclamation was presented to the Eleanor Roosevelt High School’s Chapter of the Future Business Leaders of America.

9. AGENCY PARTNER UPDATES

9.1 Eastvale Library Update
Felicia Chien, Branch Manager at Eastvale Public Library, provided an update.

10. PUBLIC COMMENT – None

11. CONSENT CALENDAR
On motion of Councilmember Plott and second by Councilmember Yow, the City Council voted unanimously to approve Consent Calendar Items 11.1 – 11.13.

11.1 City Council Meeting Minutes
The City Council approved the City Council meeting minutes from the regular meeting on February 9, 2022.

11.2 Warrant Register: January 2022
The City Council approved the payment of warrants as submitted by the Finance Department.
7 Eastvale City Council Meeting Minutes
February 23, 2022 Page - 3

11.3 Treasurer’s Report: January 2022
The City Council received and filed the City Treasurer’s Report.

11.4 Planning Department Update
The City Council received and filed the Planning Department Update.

11.5 Public Works Department Update
The City Council received and filed the Public Works Department Update.

11.6 City of Eastvale Crime Statistics – December 2021
The City Council received and filed the Eastvale Crime Statistics for December 2021.

11.7 Communications Monthly Summary
The City Council received and filed the Communications Monthly Summary.

11.8 Special Financing Districts Administration Professional Services Agreement The City Council:

1. Approved the three-year professional services agreement, with two one-year extension options, with NBS Government Finance Group for a total not-to- exceed amount of $637,000; and

2. Authorized the Acting City Manager to execute all necessary documents.

11.9 Approval of Purchasing and Retrofitting Southern California Edison Streetlights The City Council:

1. Approved the purchase and LED retrofit of Southern California Edison (SCE) Streetlights; and

2. Approved the reimbursement to SCE for removing 22 redundant streetlights; and

3. Authorized the Acting City Manager to execute all necessary documents.

11.10 Acceptance of Easement at 3950 Hamner Avenue for a New Traffic Signal The City Council adopted Resolution 22-11, accepting the easement of Right-of- Way at 3950 Hamner Avenue for a new traffic signal.
8 Eastvale City Council Meeting Minutes
February 23, 2022 Page - 4

11.11 Continuation of Conducting Council and Commission Meeting Utilizing Teleconferencing
The City Council adopted a resolution authorizing the City Council and Commission meetings to continue to be conducted utilizing teleconferencing, while also allowing in person attendance, under AB 361.

11.12 Adopt A Roadway Program Update
The City Council approved an updated version of the Adopt A Roadway Program Policy.

11.13 Approval of Professional Services Agreement with KOA Corporation for Inspection Services for Various Public Works and Development Projects The City Council:

1. Approved the purchase of surveillance systems at City Facilities with Infinity Technologies for a not to exceed cost of $100,000; and

2. Waived formal bidding procedures set forth in Municipal Code Section

4.06.070.

12. PUBLIC HEARINGS – None

13. CITY COUNCIL BUSINESS

13.1 Economic Development Update
Senior Management Analyst Ramirez-Cornejo provided a PowerPoint presentation and answered related questions.

Mayor Lorimore opened the public comment period. With no one desiring to speak on this item, Mayor Lorimore closed the public comment period.

There was a consensus to receive and file the Economic Development Update.

13.2 Upcoming City Council/Planning Commission Meetings Update Community Development Director Gibson-Williams presented a PowerPoint presentation and answered related questions.

The following individual(s) provided public comment:
 Victor Longoria, Eastvale Resident
There was a consensus to receive and file the Upcoming City Council/Planning Commission Meetings Update.
9 Eastvale City Council Meeting Minutes
February 23, 2022 Page - 5

14. CITY MANAGER REPORT/CITY STAFF REPORT
Acting City Manager Garcia provided an update on upcoming City events.

15. CITY COUNCIL COMMUNICATIONS/COMMITTEE REPORTS

15.1 League of California Cities
Mayor Lorimore provided a report.

15.2 Southern California Association of Governments
Mayor Lorimore provided a report.

15.3 Western Riverside Council of Governments
Councilmember Dinco provided a report.

15.4 Riverside Transit Agency
No report was provided.

15.5 Northwest Mosquito and Vector Control District
No report was provided.

15.6 Riverside County Transportation Commission
No report was provided.

15.7 Western Riverside County Regional Conservation Authority No report was provided.

15.8 JCSD Parks Commission
Councilmember Dinco and Mayor Pro Tem Rigby provided a report.

15.9 Western Community Energy
Mayor Pro Tem Rigby provided a report.

15.10 Finance Committee
Councilmember Plott provided a report.

15.11 California Contract Cities Association
No report was provided.

15.12 Eastvale Schools Committee
Councilmember Yow provided a report.
10 Eastvale City Council Meeting Minutes
February 23, 2022 Page - 6

15.13 City Council Communications
The City Council provided comments.

ADJOURNMENT – Mayor Lorimore adjourned the regular meeting at 7:56 p.m. The next regular meeting of the Eastvale City Council is scheduled for Wednesday, March 9, 2022, at 6:30 p.m. _____________________________________
Marc A. Donohue, MMC
City Clerk/Communications Director
11 AGENDA STAFF REPORT

City Council Meeting

CONSENT CALENDAR

Agenda Item No. 11.2
March
9, 2022
Interim Financial Report - Fiscal Year 2021-22, Quarter 2 Prepared By:

Amanda Wells, Finance Director/City Treasurer
Recommended Action(s)
Staﬀ recommends that the City Council receive and ﬁle the Interim Financial Report for Fiscal Year 2021-22, Quarter 2 ending December 31, 2021

Summary
The goal of the Fiscal Year 2021-22 Annual Opera+ng and Capital Improvement Budget served to establish both long-term and short-term ﬁnancial planning for the City while adhering to regula+ons set by the Governmental Accoun+ng Standards Board (GASB). The comprehensive budget illustrates City Council’s commitment to providing cost eﬀec+ve municipal services. City Council adopts an opera+ng and capital improvement budget every year, which commits resources for the accomplishment of the City’s Strategic Plan, policies, and execu+on of services to the public. The budget report iden+ﬁes target areas while measuring achievements to ensure departments remain transparent and on track. An abundant amount of +me, analysis, and data from various resources helps establish projec+ons to forecast proper revenue and expenditure budgets. The budget is a dynamic document that is amended throughout the year for various reasons, including City Council ac+ons on department requests, ac+ons by third par+es which impact the budget plan, or changes in the economy.

The Quarterly Interim Financial Report is intended to serve as an update to Council on the City's revenue and expenditure performance with respect to budget. This par+cular Interim Financial Report is for the second quarter (2) of ﬁscal year 2021-22 ending December 31, 2021. The ﬁgures in the a9ached reports represent the unaudited ﬁnancials as of February 16, 2022. It should be noted that although the City Council adopted a Mid-Year Budget in January, the period ending December 12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752 951.361.0900 |
eastvaleca.gov
12 31, 2021 does not include the Mid-Year adjustments.

Background
Detail regarding the Interim Financial Report can be found in attachment 1, Interim Financial Report.

Environmental
Not Applicable.

Strategic Plan Action - Priority Level: 3
| Target #: 3
| Goal #: 6
Ensure that City revenues align with expenditures.

Fiscal Impact
The interim report for Quarter 2 of ﬁscal year 2021-22 does not cause a ﬁscal impact to the city. No action regarding revenue or expenditure budget is requested of the City Council at this time.

Prior City Council/Commission Action
In prepara+on for the adop+on of the Fiscal-Year 2021-22 Annual Opera+ng Budget staﬀ followed the budget +meline as presented at the January 13, 2021 council mee+ng. On January 29, 2021 a Strategic Plan Workshop was held. Addi+onally, City Council was also presented with two budget goal seDng sessions conducted on February 24, 2021 and March 10, 2021. On March 24, 2021 the revised strategic plan was adopted. On April 14, 2021 the Council voted to increase the law enforcement contract by two Special Enforcement Team depu+es, eﬀec+ve with the new ﬁscal year budget. On June 9, 2021 the draF budget was presented to Council with one subsequent change regarding fully funding a ﬁre business inspector with Riverside County Fire and adding a Wildland Protec+on Agreement with Cal Fire. On June 23, 2021 the Council unanimously adopted the budget. On December 8, 2021 the City Council received and ﬁled the ﬁrst quarter interim report for fiscal year 2021-22.

Attachment(s)
Attachment 1: Interim Financial Report: FY2021-22 Qtr 2

12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752
951.361.0900 |
eastvaleca.gov
13 EASTVALE

CALIFORNIA

CITY OF

INTERIM FINANCIAL REPORT
QUARTER TWO | 6 MONTHS
FISCAL YEAR 2021 - 2022
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On June 23, 2021, the City Council adopted the Fiscal Year 2021-22 budget. The interim financial report is prepared by the Finance Department and contains information related to the fiscal year 2021-22 budget and actual activity for revenues and expenditures for the 6-month period ending December 3, 2021. The figures contained in this report are unaudited.

The information in this report does not include Mid -Year adjustments, which was adopted by the Council after the close of the period ending December 31, 2021.

Prior Fiscal Year Notes: The city ended the prior fiscal year with a budget surplus of $25.3 million. The surplus is due to several factors . The overwhelming majority of the surplus is due to a change in the city’s sales tax receipts.

Additionally, the City experienced savings in its largest department in the General Fund, Law Enforcement. L aw enforcement had a budget surplus due to a carried forward budgeting error and due to the use of Coronavirus Relief Funds for law enforcement contract costs. The city’s financial statements have been issued, and figures in this report reflect audited balances.

Sales Tax Monitoring: The Finance department is monitoring revenues closely, particularly sales tax. A true up payment applicable to quarter 2 ending December 31, 2020, of the prior fiscal year, has not yet been received. It is likely the true up will be received in the current fiscal year. In addition, the city anticipates receiving a full year of the adjusted sales tax revenues due to a local business’s change to their business model. In order to monitor actual sales tax receipts relevant to the quarter a new summary report was created and is attached to the executive summary titled “Sales Tax Quarterly Summary.”
Appropriations Limit: A summary report , “Appropriations Limit Summary ,” is included in this report . The city exceeded the state mandated Appropriations Limit for fiscal year 2020-21. The summary report details the city’s limit and revenues subject to appropriations in addition to providing trend data for the last three fiscal years. The city will address the appropriations limit implications during the 2021-22 fiscal year mid-year review.

American Rescue Plan Act Funds: The city will receive approximately $7.36 million in American Rescue Plan Act (ARPA) State and Local Fiscal Recovery Funds (SLFRF). Final guidance and allocation information was recently released by the Federal Department of Treasury in January 2022. These funds will be like the CARES CRF funds, will be subject to a federal single audit, and must be expensed by December 31, 2024. City Council has preliminarily identified approximately $4.1 million of SLFRF funds to use towards law enforcement contract costs. Final budget appropriations for SLFRF will be brought for Council approval at the mid-year review.

This report does not include projections and only focuses on the City’s performance in comparison to budgeted estimates.

General Fund Summary by Category General Fund Summary by Department General Fund Operating Summary
City-Wide Fund Balances
Appropriations Summary
Other Funds Revenue and Expenditure Summary
Sales Tax Quarterly Summary
The figures presented in this executive summary and the attached reports reflect general ledger balances as of December 31, 2021 . Approximately 40% of the year has been reported. The city utilizes an accrual basis of accounting for all governmental funds, as required by the Generally Accepted Accounting Standards (GAAP). To comply with GAAP, many revenues received and expenditures occurring in the m onths of July and August are accrued back to the month of June.

This matches the transaction to the period in which revenue was earned or the expenditure occurred. The figures in this 15 │
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report represent the audited figures for June 30, 2021 and the Finance Department’s best estimate of revenues and expenditures for December 31, 2021, as of the published date of this report.

The city’s General Fund is the largest and most flexible of the city’s funds as it contains all unrestricted revenues and provides the most discretion for expenditures. Major General Fund revenue sources include sales tax, property tax, franchise fees, permit fees, and intergovernmental. The General Fund holds the majority of services provided to the community including police services, community development, and general government. The General Fund Overview table provides budgeted revenues and expenditures in addition to actual revenues and expenditures. The percentage reflects the percentage of budget utilized.

Balanced Budgeting – Per the city’s adopted
Budget Policy, the total appropriations shall not
exceed the total of estimated revenues. In the
adopted fiscal year 2021-22 budget, total General
Fund expenditure appropriations did not exceed
revenues and t he budget surplus totaled
$801,892. Since the budget was adopted several
budget appropriations have been approved by
Council; these appropriations total $604,000 as of
the publish date of this report. Details of the city’s
operating statement can be found in the
Attachment General Fund Operating Summary.

It should be noted that the Fire Fund also consists of
unrestricted General Fund revenues, however due to
agreements with Riverside County the fund is separated as an other-purpose general fund for budgeting purposes. The Fire Fund is collapsed into the General Fund on the city’s financial statements. Fire Fund information is in the section following the General Fund in this report.

As a general note, not all revenues are received monthly including sales tax, property tax, and franchise fees. The State of California provides sales tax estimated advance installments monthly and issues the city a quarterly true-up after the State receives quarterly tax returns from businesses. A majority of property tax is typically received solely in the second half of the fiscal year and as a result, a portion of property tax revenues have not yet been received for the fiscal year. Franchise fees are received quarterly.

General Fund
Overview
Adjusted
Budget
Actual
Activity
%
Revenues 27,069,060 17,710,907 65%
Expenditures 26,871,168 6,706,186 25%
Surplus (Deficit) 197,892 11,004,721
0 10
20 30
40 50
2019-20 Actuals 2020-21 Actuals 2021-22 Budget 2021-22 Actuals To-Date
Millions
Year-by-Year Revenue and Expenditures
Revenue
Expenditure
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Sales Tax – Sales tax revenues are highly indicative
of economic circumstances. The city utilizes HdL
Companies for sales tax analysis. HdL provided sales
tax projections that addressed the impacts of the
COVID-19 pandemic and the state’s stay -at-home
order and they recently released revised budget
projections for the current fiscal year over the
summer. Budget currently stands at $ 11.7 million
and the revised budget projections from HdL are
$52.0 million. This is a projected 444% increase over
the adopted sales tax budget , due to a local
business’s change in their business model. Updated
budget appropriations will be included in the mi d-
year budget update.

Property Tax – Property tax revenues are based solely on the valuation of property, both secured and unsecured, within the city. Secured property is property including land and buildings; unsecured property includes equipment and machinery. Property tax revenues are typically received in the second half of the fiscal year. As a result, actual revenues are at $1,155,508 or 34% of budget.

Licenses, Fees, and Permits – This category is comprised of construction, fire, planning, and building permits and fees, and rental registration. Overall, this category is at $1,157,385 or 41% of budget. Contracted services and employee wages drive the fees charged to private developers for planning and building fees, management of these costs has reduced the price of processing development permits in the city. Compared to the prior year the budget for this category has been reduced by approximately 20%.

Intergovernmental – This category is populated by the Vehicle License in Lieu fees (VLF) and Jurupa Community Service District (JCSD) special district assessments. VLF revenues are typically received in the last seven months of the fiscal year.

As a result, actuals stand at $356,775 or 6% of budget.

Use of Money and Property – This category is populated investment income. Budget was estimated at $500,000 and actuals are at ($197,152). This is due to a Government Accounting Standards Board (GASB) required accounting entry from the prior year that recognizes the difference in the book and market value of investments, known as unrealized gain or loss.

Overall, General Fund revenues are at $17,710,907 or 65% of budget.

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Sales Tax: Sales tax is the number one revenue source for the General Fund. For every dollar of sales tax paid, only $0.13 is received by the City of Eastvale. The other $0.87 goes to the State General Fund ($0.51), the State Local Revenue Fund ($0.14), Riverside County Transportation
Commission ($0.06), a State Local Revenue Fund specific to local health and social services programs ($0.06), State Local Public Safety Fund ($0.06), and the Riverside County
Transportation Fund ($0.03). For more information on what agencies receive sales tax revenue go to:
www.cdtfa.ca.gov/taxes-and-fees/sut-rates-description.htm

Property Tax: Property tax is the number four largest revenue source for the city’s General Fund and is the number one revenue source for the city’s Fire Fund. However, like sales tax every dollar of base property tax that a property owner pays only $0.02 is received by the city’s General Fund; another $0.06 is received by the city’s Fire Fund. Over $0.51 goes towards education to the Corona Norco Unified School district, Riverside
Community College, and Riverside County Office of
Education. Riverside County receives $0.29. The
remaining $0.04 goes to several special districts and
flood control administration. The property tax revenues received by the Fire Fund are restricted to Fire Services expenditures.

This breakdown of costs is only for the base property
tax rate. Many Eastvale residents also pay levies for
special assessments, including special financing
districts, such as landscape lighting maintenance
districts and community facility district s. For more
information about special financing districts in Eastvale go to: www.eastvaleca.gov /government/ finance -
department/special-financing-districts
A comparison of the adjusted budget to actual expenditures provides an overview of how actual expenditures compare to the city’s budget. Overall, actual expenditures are at $6,706,186 or 25% of budget.

Contract Services – This category is the largest category includes law enforcement and contracted services for building and safety, planning, and public works. Currently, actual expenditures for the total contract category are $ 2,947,841 or 21% of budget; total budget for this category is $14.3 million. Actuals in this category are low due to invoices for building public works, and law enforcement contract services have not been paid for the entire six-month period. The largest expenditure within this category is the Law Enforcement contract with Riverside County Sheriff ; budget for law $0.51 State
General Fund
$0.14 State Local
Revenue Fund
$0.13 EASTVALE
$0.06 RIVCO RCTC
$0.06 State Local Rev
$0.06 State Local Safety
$0.03 RIVCO Transportation
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enforcement totals $ 11.6 million. This category is
expected to have sig nificant savings this fiscal year, as the city will be utilizing a portion of its APRA SLFRF apportionment to reimburse for the General Fund
for law enforcement contract costs totaling $4.1
million. This contribution will be one-time in nature
as the city does not expect to continue to be able to
offset contract costs into the future. Other major
contracts in this category are animal control,
crossing guards, and legal services.

Salaries and Benefits – The categories of salaries and
benefits c ontain the personnel costs for city
employees. Both categories generated actual
expenditures at 37% and 34% of budget. Staff
expects to see additional savings in this category due
to new positions remaining vacant during
recruitment during the fiscal year.

Operations – Operations is a broad category
including supplies, advertising, utilities, postage and shipping, and janitorial. Actual expenditures in this category are at $1,384,177 or 34% of budget.

Capital Outlay – Capital outlay consists of office equipment, computer hardware, software, furniture, and fixtures. This category is at $112,960 or 89% of budget due to annual software licenses paid in advance at the start of the fiscal year.

Debt Service – Debt service in the General Fund accounts for the sales tax abatement agreement with Goodman at the Station on the north end of town and revenue neutrality owed to Riverside County. The city currently owes $2.6 million to Goodman for traffic infrastructure (streets, storm drains, streetlights, signin g and striping, and signals) completed by the developer. The city has paid $1.9 million to date. The city has 20 years to repay the debt, interest free. Plan have been made to payoff th e Goodman agreement at the mid -year budget rev iew. Revenue neutrality is another expenditure located in this category. It is based on estimated tax reve nue losses experienced by Riverside County as a result of the city’s incorporation, the obligation is paid to Riverside County through both the General Fund and the Fire Fund. The debt service category is at 0% of budget, as these items were not due during the first half of the year.

Overall, the General Fund is at $6,706,186 or 25% of expenditure budget.

The General Fund will likely complete the fiscal year with $ 36.0 million in net revenue, also called a budget surplus (revenue minus expenditures), for the fiscal year 2021-22. Additional analysis will be completed at the mid-year process.

The city’s Fire Fund contains all revenues and expenditures related to the provision of fire services in the city. The Fire Fund contains restricted property tax revenue for use towards fire services.

Revenues – Major Fire Fund revenue sources include property tax, licenses, permits, and fees, and use of money and property.

General Fund
Overview
Adjusted
Budget
Actual
Activity
%
Revenues 7,571,931 2,275,335 30%
Expenditures 6,621,684 116,618 2%
Surplus (Deficit) 950,247 2,158,717
Contract
Services

51.5%
Operations

17.7%
Salaries 16.7%
Benefits 6.0%
Transfers Out

3.1%
Debt Service

3.6%
Maintenance

0.9%
Capital Outlay

0.5%
Expenditure Budget Breakdown
19 │
│
│
Property tax, like the General Fund is primarily received in the second half of the fiscal year. Property tax is currently at 0% of budget as these revenues are typically received in the last seven months of the fiscal year.

Licenses, permits, and fees are at 19% of budget, primarily due to an increase in fire plan check permits.

Use of money and property is populated by investment income. Budget was estimated at $ 95,000 and actuals are at ($64,700). This is due to a GASB required accounting entry from the prior year that recognizes the difference in the book and market value of investments. This entry causes overall revenues in the Fire Fund to reflect a lower value than the single category of property tax receipts for the fund.

Overall, Fire Fund revenues are at 30% of budget.

Expenditures – Contract services for
Riverside County Fire stand at $ 5,040 or 1%
of budget. As of December 31st, CAL Fire had
not yet delivered the first quarter invoice for
services.

Maintenance and operations actuals are at
33% and 30% respectively. Maintenance and
operations include building maintenance,
vehicle maintenance and fuel, and utilities.

Overall, the Fire Fund is at $116,618 or 2% of
expenditure budget.

Net Revenue – The Fire Fund is projected to
complete the fiscal year with $950,247 in net
revenue, also called a budget surplus, for the
fiscal year 2021-22.

The city’s other funds consist of special revenue funds and two funds solely consisting of General Fund contributions, the Capital Projects Fund and the Debt Service Fund. These two funds were created in order to track capital projects funded by the General Fund and debt.

Gas Tax – Although fuel sales are down in the city and statewide, fuel taxes continue to be received at almost the same level compared to the prior fiscal year, revenue actuals are $ 706,507 or 41% of budget. Gas taxes are collected and allocated to local governments from the State of California pursuant to section 2103 of California Streets and Highways code. Apportionments are based on the city’s population, vehicle registrations, and maintained street miles. Expenditures in this fund are restricted for use towards streets or roads. Expenditures in this fund are at 7% of budget for a total of $291,279. Capital improvement projects are utilizing built up fund balance (savings) in this fund to c over project costs that exceed current year revenues.

Most government funds and budgets are managed using a method called “modified accrual” accounting. Modified accrual means that governmental funds are managed on a cash basis throughout the year. At year-end accruals are processed to ensure revenues and expenditures are recorded in the appropriate fiscal year in which the transactions actually occurred. This method applies to all the city’s funds (General Fund and Special Revenue funds). 0 1
2 3
4 5
6 7
8 9
2019-20 Actuals 2020-21 Actuals 2021-22 Budget 2021-22 Actuals To-Date
Millions
Year-by-Year Revenue and Expenditures
Revenue Expenditure
20 │
│
│
As an illustration, revenue is recorded as it is received throughout the fiscal year (cash basis). The majority of General Fund revenues are received sporadically throughout the year, and most is received or accrued in the final nine months of the fiscal year. Meanwhile, expenditures continue each month, regardless of whether revenues have been received. This circumstance highlights the importance of maintaining an adequate operating reserve that all ows for cash flow needs throughout the fiscal year, especially during months in which some revenues categories are not received.

21 CITY OF EASTVALE UNAUDITED: 40% Reported
Fiscal Year 2021-22
Interim Financial Report | QUARTER TWO ending December 31, 2021 | 6 months General Fund Summary by Category
Restated
Audited
Actuals
Restated
Unaudited
Actuals
Adjusted
Budget Actuals
Amount
Over(Under)
Budget
Description 2019-20 2020-21 2021-22 12/31/2021 2021-22

GENERAL FUND
Revenues
Property Taxes 3,060,578$ 3,526,028$ 3,445,652$ 1,155,508$ 34% (2,290,144)$ Sales & Use Tax 9,609,575 28,120,058 11,700,000 13,970,191 119% 2,270,191 Franchise Fees 1,544,629 5,937,579 1,647,000 454,745 28% (1,192,255) Property Transfer Tax - 0 0 0 0% - License, Permits & Fees 3,314,589 2,885,193 2,817,010 1,157,385 41% (1,659,625) Fines, Penalties & Forfeitures 840,981 583,856 490,000 168,298 34% (321,702) Intergovernmental 6,097,008 5,804,854 6,099,611 356,775 6% (5,742,836) Use of Money & Property 404,957 135,626 500,000 (197,152) -39% (697,152) Miscellaneous 86,322 237,295 86,500 645,156 746% 558,656 Transfers In 22,109 17,886 283,287 0 0% (283,287) Total General Fund Revenues 24,980,747 47,248,375 27,069,060 17,710,907 65% (9,358,153) Expenditures
Salaries 1,602,094$ 2,642,258$ 4,459,623$ 1,660,665$ 37% (2,798,958)$ Benefits 619,372 1,083,089 1,602,601 537,605 34% (1,064,997) Contract Services 11,313,967 12,106,951 14,324,290 2,947,841 21% (11,376,449) Maintenance 76,022 105,619 242,700 62,937 26% (179,763) Operations 3,640,764 2,644,003 4,117,939 1,384,177 34% (2,733,762) Capital Outlay 3,848,709 242,536 126,400 112,960 89% (13,440) Debt Service - 1,128,129 957,500 0 0% (957,500) Transfers Out 1,000,000 1,989,214 1,040,114 0 0% (1,040,114) Total General Fund Expenditures 22,100,929 21,941,798 26,871,168 6,706,186 25% (20,164,982) NET REVENUE 2,879,818 25,306,577 197,892 11,004,721 10,806,829

OTHER PURPOSE GENERAL FUNDS

RESTRICTED STRUCTURAL FIRE FUND
Revenues
Property Taxes (Restricted for Fire Services) 6,345,925$ 7,289,292$ 7,298,931$ 2,309,224$ 32% (4,989,707)$ Sales & Use Tax - 0 0 0 0 -
Franchise Fees - 0 0 0 0 -
Other Taxes - 0 0 0 0 -
License, Permits & Fees 190,457 154,718 165,000 30,811 19% (134,189) Fines, Penalties & Forfeitures 13,906 25,979 13,000 0 0% (13,000) Intergovernmental - 0 0 0 0 -
Use of Money & Property 132,387 2,927 95,000 (64,700) -68% (159,700) Miscellaneous - 0 0 0 0 -
Transfers - 167,660 0 0 0 -
Total Fire Fund Revenues 6,682,675 7,640,575 7,571,931 2,275,335 30% (5,296,596) Expenditures
Salaries -$ 797$ -$ 808$ 0 808$ Benefits - 107 0 0 0 -
Contract Services 4,121,443 5,463,946 5,942,987 5,040 0% (5,937,947) Maintenance 22,295 52,275 58,000 19,299 33% (38,701) Operations 111,064 78,136 278,197 84,072 30% (194,125) Capital Outlay - 0 85,000 7,400 9% (77,600) Debt Service 481,929 252,432 257,500 0 0% (257,500) Transfers Out - 0 0 0 0 -
Total General Fund Expenditures 4,736,731 5,847,693 6,621,684 116,618 2% (6,505,066) NET REVENUE 1,945,944 1,792,882 950,247 2,158,717 1,208,470 % Budget
Used
City of Eastvale │ 12363 Limonite Avenue, Suite 910, Eastvale, CA 91752 │ (951) 361-0900 │ eastvaleca.gov 22 CITY OF EASTVALE UNAUDITED: 40% Reported
Fiscal Year 2021-22
Interim Financial Report | QUARTER TWO ending December 31, 2021 | 6 months General Fund Summary by Departments
Restated
Audited Actuals
Restated
Unaudited
Actuals
Adjusted
Budget Actuals
Amount
Over(Under)
Budget
Description 2019-20 2020-21 2021-22 12/31/2021 2021-22

GENERAL FUND
Revenues
General Services
Non Departmental 20,123,803$ 43,807,884$ 23,161,050$ 16,079,825$ 69% (7,081,225)$ City Clerk 20,532 42,702 18,000 19,853 110% 1,853 City Manager 3,000 6,056 6,000 200 3% (5,800) Finance 131,845 160,501 176,650 51,674 29% (124,976) General Government - - - - 0% - Subtotal General Services 20,279,180 44,017,142 23,361,700 16,151,551 69% (7,210,149) Community Development
Community Development 1,422,969$ 442,340$ 1,117,860$ 946,919$ 85% (170,941)$ Subtotal Community Development 1,422,969 442,340 1,117,860 946,919 85% (170,941) Community Safety
Community Safety 2,303,231$ 2,154,008$ 2,025,000$ 423,803$ 21% (1,601,197)$ Subtotal Community Safety 2,303,231 2,154,008 2,025,000 423,803 21% (1,601,197) Public Safety
Public Safety 975,367$ 634,885$ 564,500$ 188,634$ 33% (375,866)$ Subtotal Public Safety 975,367 634,885 564,500 188,634 33% (375,866) Total General Fund Revenues 24,980,747 47,248,375 27,069,060 17,710,907 65% (9,358,153) Expenditures
General Services
100 City Council 290,786$ 133,393$ 251,454$ 71,823$ 29% (179,631)$ 110 City Attorney 328,893 299,975 390,000 96,752 25% (293,248) 120 City Clerk 405,178 420,701 525,033 166,184 32% (358,849) 200 City Manager 1,024,849 613,963 766,001 264,394 35% (501,608) 210 Finance 707,733 708,666 1,026,278 370,572 36% (655,706) 220 Talent Attraction and Development 291,895 485,963 608,891 274,430 45% (334,461) 230 Risk Management 78,667 164,653 315,252 249,432 79% (65,820) 240 Information Technology 403,439 411,918 0 111,350 0% 111,350 260 Communications 5,051 253,125 827,333 296,179 36% (531,154) 290 General Government 4,526,798 3,534,137 2,404,814 472,466 20% (1,932,348) 295 Building Maintenance 752,448 357,011 578,600 192,115 33% (386,485) 720 Events - 0 0 44,074 0% 44,074 Subtotal General Services 8,815,735 7,383,505 7,693,656 2,609,770 34% (5,083,886) Community Development
301 Administration 6,619$ 562,236$ 1,199,519$ 404,846$ 34% (794,673)$ 300 Planning 1,212,827 541,489 839,984 262,552 31% (577,432) 320 Engineering 125,097 504,724 1,863,872 313,836 17% (1,550,036) 500 Public Works 247,268 415,523 696,744 177,395 25% (519,349) Subtotal Community Development 1,591,811 2,023,972 4,600,119 1,158,630 25% (3,441,490) Community Safety
311 Administration -$ -$ 236,236$ 502$ 0% (235,734)$ 310 Building Safety 2,237,505 2,122,378 1,300,253 213,999 16% (1,086,254) 330 Community Enhancement & Safety 726,192 663,285 1,028,164 317,297 31% (710,867) Subtotal Community Safety 2,963,697 2,785,663 2,564,654 531,799 21% (2,032,855) % Budget
Used
City of Eastvale │ 12363 Limonite Avenue, Suite 910, Eastvale, CA 91752 │ (951) 361-0900 │ eastvaleca.gov 23 CITY OF EASTVALE UNAUDITED: 40% Reported
Fiscal Year 2021-22
Interim Financial Report | QUARTER TWO ending December 31, 2021 | 6 months General Fund Summary by Departments
Restated
Audited Actuals
Restated
Unaudited
Actuals
Adjusted
Budget Actuals
Amount
Over(Under)
Budget
Description 2019-20 2020-21 2021-22 12/31/2021 2021-22
% Budget
Used
Public Safety
400 Law Enforcement 8,424,368$ 9,557,446$ 11,632,238$ 2,292,355$ 20% (9,339,883)$ 430 Animal Control 229,552 167,648 290,000 78,372 27% (211,628) 440 Crossing Guards 75,765 23,563 90,500 35,260 39% (55,240) Subtotal Public Safety 8,729,686 9,748,658 12,012,738 2,405,987 20% (9,606,751) Total General Fund Expenditures 22,100,929 21,941,798 26,871,168 6,706,186 25% (20,164,982) TOTAL NET REVENUE 2,879,818 25,306,577 197,892 11,004,721 10,806,829

OTHER PURPOSE GENERAL FUNDS

RESTRICTED STRUCTURAL FIRE FUND
Revenues
Property Taxes (Restricted for Fire Serv 6,345,925$ 7,289,292$ 7,298,931$ 2,309,224$ 32% (4,989,707)$ Sales & Use Tax - - - - 0 - Franchise Fees - - - - 0 - Other Taxes - - - - 0 - License, Permits & Fees 190,457 154,718 165,000 30,811 19% (134,189) Fines, Penalties & Forfeitures 13,906 25,979 13,000 - 0% (13,000) Intergovernmental - - - - 0 - Use of Money & Property 132,387 2,927 95,000 (64,700) -68% (159,700) Miscellaneous - - - - 0 - Transfers - 167,660 - - 0 - Total Fire Fund Revenues 6,682,675 7,640,575 7,571,931 2,275,335 30% (5,296,596) Expenditures
Public Safety
290 General Government 481,929$ 253,044$ 257,500$ -$ 0% (257,500)$ 295 Building Maintenance - 15,032 196,747 99,798 51% (96,949) 320 Engineering - 256 0 808 0% 808 420 Fire Services 4,254,802 5,579,360 6,167,438 16,013 0% (6,151,425) Total Fire Fund Expenditures 4,736,731 5,847,693 6,621,684 116,618 2% (6,505,066) TOTAL FIRE FUND NET REVENUE 1,945,944 1,792,882 950,247 2,158,717 1,208,470 City of Eastvale │ 12363 Limonite Avenue, Suite 910, Eastvale, CA 91752 │ (951) 361-0900 │ eastvaleca.gov 24 CITY OF EASTVALE UNAUDITED: 40% Reported
Fiscal Year 2021-22
Interim Financial Report | QUARTER TWO ending December 31, 2021 | 6 months General Fund Operating Summary
Restated
Audited
Actuals
Restated
Unaudited
Actuals
Adjusted
Budget Actuals
Amount
Over(Under)
Budget
Description 2019-20 2020-21 2021-22 12/31/2021 2021-22

GENERAL FUND
Operating Revenues
Property Taxes 3,189,147$ 3,526,028$ 3,445,652$ 1,155,508$ 34% (2,290,144)$ Sales & Use Tax 10,348,979 28,120,058 11,700,000 13,970,191 119% 2,270,191 Franchise Fees 1,644,840 5,937,579 1,647,000 454,745 28% (1,192,255) Property Transfer Tax - - 0 - 0% - License, Permits & Fees 3,181,576 2,885,193 2,817,010 1,157,385 41% (1,659,625) Fines, Penalties & Forfeitures 647,721 583,856 490,000 168,298 34% (321,702) Intergovernmental 6,301,448 5,804,854 6,099,611 356,775 6% (5,742,836) Use of Money & Property 1,576,335 135,626 500,000 (197,152) -39% (697,152) Miscellaneous 488,523 237,295 86,500 645,156 746% 558,656 Transfers In 631,506 17,886 283,287 - 0% (283,287) Total General Fund Operating Revenues 28,010,076 47,248,375 27,069,060 17,710,907 65% (9,358,153) Operating Expenditures
Salaries 2,319,254$ 2,642,258$ 4,459,623$ 1,660,665$ 37% (2,798,958)$ Benefits 839,191 1,083,089 1,602,601 537,605 34% (1,064,997) Staff Development - - 0 - 0% - Contract Services 12,590,458 12,106,951 14,324,290 2,947,841 21% (11,376,449) Maintenance 145,799 105,619 242,700 62,937 26% (179,763) Operations 3,202,635 2,644,003 4,117,939 1,384,177 34% (2,733,762) Capital Outlay 958,270 242,536 126,400 112,960 89% (13,440) Debt Service 1,314,367 1,128,129 957,500 - 0% (957,500) Transfers Out 468,699 469,214 710,067 - 0% (710,067) Total General Fund Expenditures 21,838,673 20,421,798 26,541,121 6,706,186 25% (19,834,935) NET OPERATING REVENUE 6,171,403 26,826,577 527,939 11,004,721 Non-Operating Revenues
Franchise Fees -$ $4,000,000 -$ -$ 0% -$ Miscellaneous GASB 87 - 956,618 - - 0% - Use of Money and Property - (761,631) - (406,136) 0% (406,136) Transfers In (ARPA) - - - 0% - Total General Fund Non-Operating Revenues - $4,194,987 - (406,136) 0% (406,136) Non-Operating Expenditures
Capital Outlay GASB 87 -$ 956,618$ -$ -$ 0% -$ Debt Service (Tarpon Properties Payoff) - - - 0% - Transfers Out (Streetlight Payoff) - 2,330 - - 0% - Transfers Out (CIP) 912,540 1,520,000 330,047 - 0% (330,047) Total General Fund Non-Operating Expenditures 912,540 2,478,948 330,047 - 0% (330,047) NET NON-OPERATING REVENUE (912,540) 1,716,039 (330,047) (406,136) % Budget
Used
City of Eastvale │ 12363 Limonite Avenue, Suite 910, Eastvale, CA 91752 │ (951) 361-0900 │ eastvaleca.gov 25 CITY OF EASTVALE UNAUDITED: 40% Reported
Fiscal Year 2021-22
Interim Financial Report | QUARTER TWO ending December 31, 2021 | 6 months General Fund Operating Summary
Restated
Audited
Actuals
Restated
Unaudited
Actuals
Adjusted
Budget Actuals
Amount
Over(Under)
Budget
Description 2019-20 2020-21 2021-22 12/31/2021 2021-22
% Budget
Used

OTHER PURPOSE GENERAL FUNDS

RESTRICTED STRUCTURAL FIRE FUND
Operating Revenues
Property Taxes (Restricted for Fire Services) 6,345,925$ 7,289,292$ 7,298,931$ 2,309,224$ 32% (4,989,707)$ Sales & Use Tax - 0 0 0 0% -
Franchise Fees - 0 0 0 0% -
Other Taxes - 0 0 0 0% -
License, Permits & Fees 190,457 154,718 165,000 30,811 19% (134,189) Fines, Penalties & Forfeitures 13,906 25,979 13,000 0 0% (13,000) Intergovernmental - 0 0 0 0% -
Use of Money & Property 132,387 2,927 95,000 (64,700) -68% (159,700) Miscellaneous - 0 0 0 0% -
Transfers - 167,660 0 0 0% -
Total Fire Fund Revenues 6,682,675 7,640,575 7,571,931 2,275,335 30% (5,296,596) Operating Expenditures
Salaries -$ 797$ -$ 808$ 0% 808$ Benefits - 107 0 0 0% -
Staff Development - 0 0 0 0% -
Contract Services 4,121,443 5,463,946 5,942,987 5,040 0% (5,937,947) Maintenance 22,295 52,275 58,000 19,299 33% (38,701) Operations 111,064 78,136 278,197 84,072 30% (194,125) Capital Outlay - 0 85,000 7,400 9% (77,600) Debt Service 481,929 252,432 257,500 0 0% (257,500) Transfers Out - 0 0 0 0% -
Subtotal General Fund Expenditures 4,736,731 5,847,693 6,621,684 116,618 2% (6,505,066) NET OPERATING REVENUE 1,945,944 1,792,882 950,247 2,158,717 City of Eastvale │ 12363 Limonite Avenue, Suite 910, Eastvale, CA 91752 │ (951) 361-0900 │ eastvaleca.gov 26 CITY OF EASTVALE UNAUDITED: 40% Reported
Fiscal Year 2021-22
Interim Financial Report | QUARTER TWO ending December 31, 2021 | 6 months Other Funds Summary
*Data includes transfers Restated
Audited
Actuals
Restated
Unaudited
Actuals
Adjusted
Budget Actuals
Mid-Year
Adjusted
Budget
Description 2019-20 2020-21 2021-22 12/31/2021 2021-22

OTHER FUNDS
Revenues
200 Gas Tax 1,384,225$ 1,437,826$ 1,730,150$ 706,507$ 41% (1,023,643)$ 205 SB1 1,189,225 1,228,573 1,299,400 460,087 35% (839,313) 206 Area Drainage Plan (ADP) - (2,060) 8,000 (4,122) -52% (12,122) 210 Measure A 1,547,055 1,834,932 1,507,000 456,900 30% (1,050,100) 211 TDA Fund - - 432,500 - 0% (432,500) 220 AQMD 88,123 91,756 150,865 73,957 49% (76,908) 230 Grants: Law Enforcement Grants - - - - 0% - 240 Grants: Miscellaneous Grants Fund 1,672,558 390,183 2,679,750 (10,815) 0% (2,690,565) 241 Grants: Coronavirus Relief Fund - 788,813 - - 0% - 242 Grants: American Rescue Plan Act Fund - - 3,680,110 3,680,110 100% - 243 Public, Educational, or Governmental Access Fund - 515 500 938 188% 438 250 Grants: Community Development Block Grant 275,889 - 165,000 - 0% (165,000) 260 Local Law Enforcement Services 148,781 157,695 120,000 95,161 79% (24,839) 270 TUMF Reimbursement Fund - - - - 0% - 290 Transportation DIF 146,283 115,440 192,500 (2,148) -1% (194,648) 291 Fire DIF 74,699 54,388 76,000 (2,284) -3% (78,284) 292 Public Facilities DIF 131,970 397,553 551,500 709 0% (550,791) 293 Road and Bridge Benefit District 45,299 84,487 80,000 (29,410) -37% (109,410) 300 LLMD 89-1 Zone 10 2,944 3,188 3,820 - 0% (3,820) 301 LLMD 89-1 Zone 33 24,355 (21,661) 2,670 (29) -1% (2,699) 302 LLMD 89-1 Zone 41 171,506 188,123 188,248 (6,690) -4% (194,938) 303 LLMD 89-1 Zone 79 2,588 2,367 2,750 (74) -3% (2,824) 304 LLMD 89-1 Zone 85 8,099 1,091 3,110 (127) -4% (3,237) 305 LLMD 89-1 Zone 111 23,719 25,513 26,070 (643) -2% (26,713) 306 LLMD 89-1 Zone 115 3,383 2,807 3,720 16 0% (3,704) 307 LLMD 89-1 Zone 116 8,004 8,553 8,933 (230) -3% (9,163) 308 LLMD 89-1 Zone 147 1,901 198 1,553 - 0% (1,553) 309 LLMD 89-1 Zone 151 5,904 6,393 7,660 - 0% (7,660) 310 LLMD 89-1 Zone 156 4,433 4,722 5,750 - 0% (5,750) 311 Benefit Assessment District 2014-2 4,676 4,776 12,494 (44) 0% (12,538) 312 LLMD 2014-1 3,448 3,781 19,406 (36) 0% (19,442) 313 LLMD 2014-3 2,958 3,313 8,370 (24) 0% (8,394) 314 LLMD 2014-4 1,828 2,078 6,920 (25) 0% (6,945) 315 Community Facilities District 2019-1 - 9,284 6,000 - 0% (6,000) 400 Community Facilities District 2017-1 50,730 73,612 34,400 (762) -2% (35,162) 401 Community Facilities District 2017-2 - 33,308 17,700 (1) 0% (17,701) 402 Community Facilities District 2020-1 - 72,863 36,100 151 0% (35,949) 500 Debt Service - 468,699 468,700 - 0% (468,700) 600 Capital Projects 5,491,640 1,520,007 541,047 - 0% (541,047) 700 Information Technology - - 388,652 - 0% (388,652) Total Other Fund Revenues 12,516,223 8,993,118 14,467,348 5,417,071 37% (8,661,625) Expenditures
200 Gas Tax 3,245,223$ 4,240,697$ 4,034,576$ 291,279$ 7% (3,743,297)$ 205 SB1 1,101,096 1,334,718 1,781,474 24,500 1% (1,756,974) 206 Area Drainage Plan (ADP) - 487 300,000 - 0% (300,000) 210 Measure A 2,643,996 604,674 3,951,549 917,705 23% (3,033,844) 211 TDA Fund - - 432,500 - 0% (432,500) 220 AQMD 57,592 25,430 71,722 107,818 150% 36,096 230 Law Enforcement Grants - - - - 0% - 240 Grants: Miscellaneous Grants Fund 494,682 375,658 2,721,652 81,754 3% (2,639,898) 241 Grants: Coronavirus Relief Fund - 788,813 - - 0% - 242 Grants: American Rescue Plan Act Fund - - - - 0% - % Budget
Used
City of Eastvale │ 12363 Limonite Avenue, Suite 910, Eastvale, CA 91752 │ (951) 361-0900 │ eastvaleca.gov 27 CITY OF EASTVALE UNAUDITED: 40% Reported
Fiscal Year 2021-22
Interim Financial Report | QUARTER TWO ending December 31, 2021 | 6 months Other Funds Summary
*Data includes transfers Restated
Audited
Actuals
Restated
Unaudited
Actuals
Adjusted
Budget Actuals
Mid-Year
Adjusted
Budget
Description 2019-20 2020-21 2021-22 12/31/2021 2021-22
% Budget
Used
243 Public, Educational, or Governmental Access Fund - - - - 0% - 250 Grants: Community Development Block Grant 518,685 - 100,000 - 0% (100,000) 260 Local Law Enforcement Services 106,230 157,746 - - 0% - 270 TUMF Reimbursement Fund - 263,986 2,000,000 161,576 8% (1,838,424) 290 Transportation DIF 4,589 92 3,850 - 0% (3,850) 291 Fire DIF 2,405 - 1,520 - 0% (1,520) 292 Public Facilities DIF 3,020,708 656,148 11,030 - 0% (11,030) 293 Road and Bridge Benefit District - 160,802 240,000 - 0% (240,000) 300 LLMD 89-1 Zone 10 1,759 1,414 1,642 48 3% (1,594) 301 LLMD 89-1 Zone 33 2,722 334 982 13 1% (969) 302 LLMD 89-1 Zone 41 13,616 15,601 158,800 15,302 10% (143,498) 303 LLMD 89-1 Zone 79 1,314 1,430 2,505 1,366 55% (1,139) 304 LLMD 89-1 Zone 85 111 151 2,890 4 0% (2,886) 305 LLMD 89-1 Zone 111 11,039 10,954 23,925 3,886 16% (20,039) 306 LLMD 89-1 Zone 115 8,084 7,143 5,820 4,039 69% (1,781) 307 LLMD 89-1 Zone 116 3,370 3,786 4,220 2,013 48% (2,207) 308 LLMD 89-1 Zone 147 2,706 3,026 2,675 1,260 47% (1,415) 309 LLMD 89-1 Zone 151 13,141 14,884 11,535 2,958 26% (8,577) 310 LLMD 89-1 Zone 156 10,999 8,991 9,530 2,317 24% (7,213) 311 Benefit Assessment District 2014-2 2,938 3,233 12,505 2,327 19% (10,178) 312 LLMD 2014-1 1,981 2,187 19,190 1,390 7% (17,800) 313 LLMD 2014-3 2,150 2,374 7,760 1,563 20% (6,197) 314 LLMD 2014-4 818 909 6,560 368 6% (6,192) 315 Community Facilities District 2019-1 17,223 3,208 2,620 1,807 69% (813) 400 Community Facilities District 2017-1 767 3,282 9,400 1,737 18% (7,663) 401 Community Facilities District 2017-2 767 17,709 8,500 6,266 74% (2,234) 402 Community Facilities District 2020-1 1,534 10,258 6,713 20,846 311% 14,133 500 Debt Service - 467,960 468,699 - 0% (468,699) 600 Capital Projects 5,159,176 609,510 2,627,500 170,090 6% (2,457,410) 700 Information Technology - - 263,012 - 0% (263,012) Total Other Fund Expenditures 16,451,422 9,797,596 19,306,856 1,824,232 9% (17,219,612) City of Eastvale │ 12363 Limonite Avenue, Suite 910, Eastvale, CA 91752 │ (951) 361-0900 │ eastvaleca.gov 28 CITY OF EASTVALE UNAUDITED: 40% Reported
Fiscal Year 2021-22
Interim Financial Report | QUARTER TWO ending December 31, 2021 | 6 months Available Resources Summary
Restated Audited
Fund Balance
Restated
Unaudited Fund
Balance
Adjusted Revenue
Budget
Adjusted
Expenditure
Budget
Estimated
Available Balance
Fund Name & Type 2019-20 2020-21 2021-22 2021-22 6/30/2022

GENERAL FUNDS
100 General Fund 36,539,651$ 61,854,162$ 27,069,060$ 26,871,168$ 62,052,054$ TOTAL General Funds 36,539,651 61,854,162 27,069,060 26,871,168 62,052,054

OTHER PURPOSE GENERAL FUNDS
110 Restricted Structural Fire Fund 11,445,158$ 13,238,041$ 7,571,931$ 6,621,684$ 14,188,288$ TOTAL Other Purpose General Funds 11,445,158 13,238,041 7,571,931 6,621,684 14,188,288

SPECIAL REVENUE FUNDS
200 Gas Tax Fund 6,346,814$ 3,543,943$ 1,730,150$ 4,034,576$ 1,239,517$ 205 Road Maintenance and Rehabilitation Fund 1,249,341 1,143,195 1,299,400 1,781,474 661,121 206 Area Drainage Plan (ADP) 906,050 903,503 8,000 300,000 611,503 210 Measure A Fund 3,120,285 4,350,543 1,507,000 3,951,549 1,905,994 211 TDA Fund - - 432,500 432,500 - 220 Air Quality Management District 427,465 493,791 150,865 71,722 572,934 230 Law Enforcement Grants - - - - - 240 Grants: Miscellaneous Grants Fund 971 (162,796) 2,679,750 2,721,652 (204,698) 241 Grants: Coronavirus Relief Fund - - - - - 242 Grants: American Rescue Plan Act Fund - - 3,680,110 - 3,680,110 243 Public, Educational, or Governmental Access Fund - - - - - 250 Grants: Community Development Block Grant (7) (7) 165,000 100,000 64,993 260 Local Law Enforcement Services 51 - 120,000 - 120,000 270 TUMF Reimbursement Find (58) (281,100) - 2,000,000 (2,281,100) 290 DIF Transportation Facilities Fund 443,538 310,602 192,500 3,850 499,252 291 DIF Fire Facilities Fund 446,130 500,518 76,000 1,520 574,998 292 DIF Public Facilities Fund 755,431 496,836 551,500 11,030 1,037,306 293 Road and Bridge Benefit District 6,521,727 6,445,412 80,000 240,000 6,285,412 300 LLMD 89-1 Zone 10 (9,154) (7,381) 3,820 1,642 (5,203) 301 LLMD 89-1 Zone 33 28,459 6,464 2,670 982 8,152 302 LLMD 89-1 Zone 41 1,527,671 1,701,381 188,248 158,800 1,730,829 303 LLMD 89-1 Zone 79 15,629 16,580 2,750 2,505 16,825 304 LLMD 89-1 Zone 85 27,806 28,766 3,110 2,890 28,986 305 LLMD 89-1 Zone 111 147,718 162,397 26,070 23,925 164,542 306 LLMD 89-1 Zone 115 (14,759) (19,095) 3,720 5,820 (21,195) 307 LLMD 89-1 Zone 116 54,933 59,745 8,933 4,220 64,458 308 LLMD 89-1 Zone 147 (2,253) (3,448) 1,553 2,675 (4,570) 309 LLMD 89-1 Zone 151 (34,509) (43,000) 7,660 11,535 (46,875) 310 LLMD 89-1 Zone 156 (13,199) (17,467) 5,750 9,530 (21,247) 311 Benefit Assessment District 2014-2 7,184 8,727 12,494 12,505 8,716 312 LLMD 2014-1 5,981 7,576 19,406 19,190 7,792 313 LLMD 2014-3 3,810 4,748 8,370 7,760 5,358 314 LLMD 2014-4 4,559 5,729 6,920 6,560 6,089 315 Community Facilities District 2019-1 (13,051) (6,975) 6,000 2,620 (3,595) 400 Community Facilities District 2017-1 118,478 188,809 34,400 9,400 213,809 401 Community Facilities District 2017-2 14,923 30,523 17,700 8,500 39,723 402 Community Facilities District 2020-1 - 62,605 36,100 6,713 91,992 TOTAL Special Revenue Funds 22,087,963 19,931,122 13,068,449 15,947,645 17,051,925

DEBT SERVICE FUND
500 General Debt Service Fund -$ 739$ 468,700$ 468,699$ 739$ TOTAL Debt Service Fund - 739 468,700 468,699 739

DEBT SERVICE FUND
600 General Capital Projects Fund 876,485$ 1,786,981$ 541,047$ 2,627,500$ (299,472)$ TOTAL Capital Projects Fund 876,485 1,786,981 541,047 2,627,500 (299,472) City of Eastvale │ 12363 Limonite Avenue, Suite 910, Eastvale, CA 91752 │ (951) 361-0900 │ eastvaleca.gov 29 CITY OF EASTVALE UNAUDITED: 40% Reported
Fiscal Year 2021-22
Interim Financial Report | QUARTER TWO ending December 31, 2021 | 6 months Available Resources Summary
Restated Audited
Fund Balance
Restated
Unaudited Fund
Balance
Adjusted Revenue
Budget
Adjusted
Expenditure
Budget
Estimated
Available Balance
Fund Name & Type 2019-20 2020-21 2021-22 2021-22 6/30/2022

INTERNAL SERVICE FUNDS
700 Information Technology Reserve Fund -$ - 388,652$ 263,012$ 125,640$ TOTAL Internal Service Funds - - 388,652 263,012 125,640 TOTAL 70,949,256$ 96,811,044$ 49,107,839$ 52,799,708$ 93,119,174$

GENERAL FUND - FUND BALANCE RESERVES AND COMMITMENTS
Total General Fund Estimated Fund Balance at 06/30/2022 62,052,054$ Assigned:

Emergency Contingency (50% of Adopted Appropriations) 13,435,584 Total Assigned Reserves 13,435,584
Committed:

Civic Center & Library Construction 14,405,500
Police Substation 4,000,000
Hamner Place Land Acquisition Final Payment 1,840,000
Pension Liability (CalPERS Reserve) 1,620,500
Public Safety Rate Increase Stabilization 1,000,000
22,866,000
Total General Funds Estimated Unassigned Fund Balance at 06/30/2022 25,750,470$

RESTRICTED STRUCTURAL FIRE FUND - FUND BALANCE RESERVES AND COMMITMENTS Total Fire Funds Estimated Fund Balance at 06/30/2022 14,188,288$ Assigned:

Emergency Contingency (75% of Adopted Appropriations) 4,966,263 Total Assigned Reserves 4,966,263
Committed:

Facility Construction: Third Fire Station 8,000,000
Equipment Purchase: Apparatus Replacement Reserve 200,000 8,200,000
Total Fire Funds Estimated Unassigned Fund Balance at 06/30/2022 1,022,025$ City of Eastvale │ 12363 Limonite Avenue, Suite 910, Eastvale, CA 91752 │ (951) 361-0900 │ eastvaleca.gov 30 CITY OF EASTVALE UNAUDITED: 40% Reported
Fiscal Year 2021-22
Interim Financial Report | QUARTER TWO ending December 31, 2021 | 6 months Sales Tax Summary
Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year 2021-22 Quarter 2017-18 2018-19 2019-20** 2020-21 2021-22 Budget Quarter 1 2,172,737 2,454,597 2,986,937 2,873,677 10,585,286 11,700,000 Quarter 2 # 2,270,942 2,693,017 2,807,803 3,144,645 6,654,322 Quarter 3 1,848,685 2,129,355 2,272,291 10,892,874 - Quarterly Quarter 4 2,005,467 2,332,606 2,281,948 11,208,862 - Budget:

TOTAL Sales Tax 8,297,831 9,609,575 10,348,979 28,120,058 17,239,608 2,925,000 NOTE: Sales tax figures represent sales tax receipts applicable to the quarters indicated. Amounts may not have been actually received in the quarter indicated, these totals may not be represented in other summary reports included in this quarterly interim report.
**Sales tax for quarter 1 2019-20 included a late payment from the state applicable to prior quarters, this timing issue is the result of a state software system conversion. As a result, the amounts for quarter 1 2019-20 appear higher than normal. # The true up for Quarter 2 ending December 31, 2021 has not been received as of the publish date of this report. It is likely that the true up payment will be received sometime in the 2021-22 fiscal year.

City of Eastvale │ 12363 Limonite Avenue, Suite 910, Eastvale, CA 91752 │ (951) 361-0900 │ eastvaleca.gov 31 CITY OF EASTVALE UNAUDITED: 40% Reported
Fiscal Year 2021-22
Interim Financial Report | QUARTER TWO ending December 31, 2021 | 6 months Appropriations Limit Summary
Pre Voter
Approved
Override
Voter Approved
Override
Post Voter
Approved
Override
2017-18 2018-19 2019-20 2020-21 2020-21 2021-22

ADOPTED APPROPRIATIONS LIMIT
Adopted Appropriations Limit 21,455,814$ 23,077,364$ 24,418,797$ 25,794,921$ 33,000,000$ 35,473,578$ Subject Revenue Appropriations
General Fund 10,045,447 15,809,535 17,472,985 17,952,129 41,516,698 54,973,760 Fire Fund 5,055,030 5,346,150 6,285,042 6,406,287 6,406,287 7,298,931 Total Subject Revenue Appropriations 15,100,477 21,155,685 23,758,027 24,358,416 47,922,985 62,272,691 Over(Under) Limit (6,355,337) (1,921,679) (660,770) (1,436,505) 14,922,985 26,799,113 Annual Available for Capital Outlay 14,922,985 26,799,113 Cumulative Available for Capital Outlay 41,722,098
Cumulative Available for Capital Outlay Expenditures and Reserves 41,722,098 FY2021-22 Proposed Mid-Year Reserve Commitments
General Fund: Facility Construction Library - Appropriations Limit 10,595,000 General Fund: Facility Construction City Hall - Appropriations Limit 18,399,529 General Fund: Limonite Gap Bridge - Appropriations Limit 2,500,000 General Fund: Equipment, Fire Truck Purchase - Appropriations Limit 1,500,000 General Fund: Facility, Fire Station 27 Storage Facility - Appropriations Limit 2,000,000 Subtotal Capital Outlay Reserve Commitments 34,994,529
FY2021-22 Proposed Mid-Year Capital Outlay Expenditures Streetlight Debt Pay-Off - Appropriations Limit 4,168,519 Goodman Commerce Sales Tax Abatement Pay-Off - Appropriations Limit 2,559,050 Subtotal Capital Outlay Expenditure Budget 6,727,569
Remaining Appropriations Limit Surplus 0
City of Eastvale │ 12363 Limonite Avenue, Suite 910, Eastvale, CA 91752 │ (951) 361-0900 │ eastvaleca.gov 32 AGENDA STAFF REPORT

City Council Meeting

CONSENT CALENDAR

Agenda Item No. 11.3
March
9, 2022
Surplus City Hall Property
Prepared By:

Marc A. Donohue, City Clerk/Communications Director
Recommended Action(s)
Staﬀ recommends that the City Council declare outdated City Hall property as surplus and authorize the destruction of surplus property.

Summary
Assets of the City that are no longer useable, no longer of value, or are surplus maybe be sold, donated, recycled, or in any other way disposed of.

Eastvale Municipal Code sec$on 4.06.110 allows for surplus supplies or equipment to be auc$oned or sold. The proposed list of surplus property has li+le to no value and is recommended to be destroyed.

Since the municipal code does not allow for destruc$on of surplus property to be approved by the Finance Director, staﬀ is seeking City Council approval to declare the proposed equipment as surplus and approve their destruction.

Background
Not applicable.

Environmental
All items on the proposed list will be destroyed via e-waste disposal.

Fiscal Impact
Not applicable.

Prior City Council/Commission Action
Not applicable.

Attachment(s)
Attachment 1 - Proposed List of Surplus Property.pdf

12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752
951.361.0900 |
eastvaleca.gov
34 Type Model Serial Asset
Pavilion HP MXX12202PZ 48
Compaq Pro HP MXXL3361MGP 56
Inspiron Dell 24M7D82
Inspiron Dell 2NM7D82
Precision 3520 Dell 1LT4PN2 166
Probook 650 HP CNU4249JXW 35
Probook 450 HP 2CE42201D3 60
Pavilion Elite HP MXX0360VZW 93
Optiplex 980 Dell BC38TM1 63
Compaq Pro HP monitor 94 or 271
Probook 640 HP A3009DD10303 36
Precision 3510 Dell J0MBPC2 45
Pavilion 500 HP 2MD4060FND 85
Surface Pro Micrsoft 16648351153 33
Surface Pro Micrsoft 33134751053 26
Surface Pro Micrsoft 17923651153 28
Surface Pro Micrsoft 24856350753 24
Surface Pro Micrsoft 24585482653 226
Mac mini Apple C07LG095DY3G 70
Optiplex 3020 Dell GQNBK52 182
Optiplex 3020 Dell GW3GR22 78
Monitor Dell 7AAF2U 97
Monitor Acer 38433A 64
Monitor Acer ACPQ43 n/a
Monitor HP CNT026F0PD 51/247
Switch Adtran LBADTN1601AA375
Monitor HP CNK0180QGH n/a
Probook HP CNU4168P2f 36
Surface Pro Micrsoft 31779103153 300
Macbook apple W80340PEA7M 196
ProLiant server HP
ProLiant server HP
35 AGENDA STAFF REPORT

City Council Meeting

CONSENT CALENDAR

Agenda Item No. 11.4
March
9, 2022
Approval of Payment for the Annual Permit Fees to State Water Resources Control Board for Fiscal Year 2021/2022
Prepared By:

Jimmy Chung, City Engineer
Recommended Action(s)
Staﬀ recommends that the City Council approve payment to State Water Resources Control Board for Fiscal Year 2021/2022 Annual Permit.

Summary
The State Water Quality Control Boards (Water Board) have adopted Na,onal Pollutant Discharge Elimina,on System (NPDES) Municipal Separate Storm Sewer System (MS4) permits to regulate storm water for municipali,es. The MS4 permits require the discharger to develop and implement a Storm Water Management Plan/Program with the goal of reducing the discharge of pollutants to the maximum extent prac,cable. The annual permit fee amount is based on popula,on, and City of Eastvale's permit fee for fiscal year 21/22 is $26,498.00.

Background
City of Eastvale, along with other ci,es, partner with Riverside County Flood Control and Water Conserva,on District (RCFC) to jointly submit NPDES applica,on for re-issuance of MS4 permit. The MS4 permit contains limits on what can be discharged, monitoring and repor,ng requirements, and other provisions to ensure that the discharge does not hurt water quality or people's health. The permit translates general requirements of the Clean Water Act (CWA) into speciﬁc provisions tailored to the opera,ons of discharging pollutants. Without the city's ability to issue MS4 permits, development applicants would be required to obtain their MS4 permits directly from the County of Riverside.
12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752
951.361.0900 |
eastvaleca.gov
36 Environmental
The issuance of an NPDES permit is exempt from the provisions of California Environmental Quality Act (CEQA), Chapter 3 of Division 13 of the Public Resources Code, in accordance with CWA Sec,on 13389.

Strategic Plan Action - Priority Level: N/A
| Target #: 5
| Goal #: 3
Plan for landscape, roads, and street maintenance
Fiscal Impact
There is suﬃcient amount in General Fund - Storm Drain Maintenance (100-500-6435) to pay for the above recommended annual permit.

Prior City Council/Commission Action
There is no prior City Council/Commission Action.

Attachment(s)
Attachment 1 - Waterboard Annual Permit Fee

12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752
951.361.0900 |
eastvaleca.gov
37 INVOICE
Annual Permit Fees Required by Sections 13260 & 13269
of the California Water Code
8 33M1000255FACILITY ID (WDID):

FACILITY NAME:

INVOICE NO:

BILLING PERIOD:

INVOICE DATE:

SW-0223104
10/01/21 - 09/30/22
12/22/2021
Total Amount Due by
Friday, January 21, 2022
Invoice details are shown on the back

PHASE I MS4
-
-, CA -

CITY OF EASTVALE

JOE INDRAWAN
12363 LIMONITE AVENUE, SUITE
910
EASTVALE, CA 91752
462521INDEX NO:
$ 26,498.00

STATE WATER RESOURCES CONTROL BOARD
Annual Permit Fee
8 33M1000255Facility ID: 10/01/21 - 09/30/22Billing Period:

Invoice No: SW-0223104 Amount Due: $ 26,498.00 Due By: Friday, January 21, 2022 PLEASE REMIT YOUR PAYMENT ON OR BEFORE THE DUE DATE SHOWN ABOVE. LATE PAYMENT COULD RESULT IN PENALTIES UNDER PROVISIONS OF THE WATER CODE SECTION 13261. THESE ACTIONS COULD INCLUDE DAILY PENALTIES IN ADDITION TO YOUR FEE OR OTHER ACTIONS DEEMED APPROPRIATE BY THE REGIONAL BOARD.

PLEASE NOTE THAT TRANSFER OF OWNERSHIP OR RELOCATION OF THE FACILITY REQUIRE A NEW STORM WATER PERMIT. IF YOUR FACILITY IS CLOSED OR PROJECT COMPLETED, PLEASE FILE A NOTICE OF TERMINATION.

Make your check payable to State Water Resources Control Board

CHECK HERE FOR ADDRESS CORRECTION ON THE BACK
INVOICE NO: SW-0223104
SWRCB
PO BOX 1888
SACRAMENTO, CA 95812-1888

CITY OF EASTVALE

JOE INDRAWAN
12363 LIMONITE AVENUE, SUITE
910
EASTVALE, CA 91752
(951) 361-0900
Retain this portion for your records
Please detach and return this portion with your payment 10/01/21 - 09/30/22BILLING PERIOD:

AMOUNT DUE: $26,498.00
DUE BY: 1/21/22
8 33M1000255FACILITY ID (WDID):

FACILITY NAME: PHASE I MS4
-
-, CA -
If you have any questions about this invoice, please call the Water Board at 916-341-5247.

For more information, please visit our website at http://www.waterboards.ca.gov/resources/fees/ INDEX NO: 462521
(Please print the above number on check or money order) 38 STATE WATER RESOURCES CONTROL BOARD

INVOICE DETAILS
8 33M1000255FACILITY ID (WDID):

ORDER NO: R8-2010-0033
INVOICE NO:

BILLING PERIOD:

SW-0223104
10/01/21 - 09/30/22
REGION: 8

DESCRIPTION AMOUNT
26,498.0052

NPDES SW MUNICIPAL
Fee Basis: Population 59039
TOTAL AMOUNT DUE $ 26,498.00

BILLING ADDRESS CORRECTIONS
Please print the new billing address information in the space provided below 8 33M1000255FACILITY ID (WDID): PHASE I MS4
BILLING NAME:

CONTACT PERSON:

STREET:

CITY:

STATE:

PHONE:

EMAIL ADDRESS:

ZIP:
( )
Quarter 2
If you have any questions about this invoice, please call the Water Board at 916-341-5247.

or you may send an email (preferred) to: [email protected]

Web Site Address: Visit the Water Quality Fees website for more information: https://www.waterboards.ca.gov/resources/fees/water_quality/

For payment status of your invoice, please go to the "Stormwater and Wastewater permit Fee Invoice Information" link at

http://infofees.waterboards.ca.gov/FeeInfo/DischargerInvoice.aspx 8 Please allow 10 business days after mailing for your payment to be posted to the database. 39 AGENDA STAFF REPORT

City Council Meeting

CONSENT CALENDAR

Agenda Item No. 11.5
March
9, 2022
City Hall Lease Agreement Amendment
Prepared By:

Stephanie Vasquez, Management Analyst
Recommended Action(s)
Staﬀ recommends that the City Council authorize the City Manager to execute the proposed amendments to the two lease agreements between the City and Eastvale Gateway III for the current City Hall located at 12363 Limonite Ave, Suites 900, 910 and 940.

Summary
City Hall is currently located at 12363 Limonite Avenue suites 900, 910 and 940 in the Eastvale Gateway II Shopping Center. It is approximately 6,348 square feet. City Hall provides a public mee/ng room for City Council and Commission mee/ngs, staﬀ workspace, conference room, and public counter to meet with residents. The proposed Lease Agreement would be for thirty (30) months with the right to extend for three (3) six (6) month periods.

Background
The City entered into a lease agreement with the Lewis Retail Centers on July 1, 2011 to provide a City Hall for the City of Eastvale. The City has since expanded from the original 1,143 square feet to the current 6,348 square feet. City Hall provides workspace for staﬀ, a public mee/ng room for Council and Commission meetings, and a conference room.

Staﬀ workspace is currently at City Hall and a city owned property. Staﬀ will con/nue to explore placing modular units to provide additional workspaces.

Monthly Lease Pricing:

Suites 910 & 940 12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752 951.361.0900 |
eastvaleca.gov
40 Monthly Lease
Term
$10,165.08
Feb 1, 2022 - Jan 31, 2023
$10,470.03
Feb 1, 2023 - Jan 31, 2024
$10,784.13
Feb 1 2024 - Jul 31, 2024

Suites 900
Monthly Lease
Term
$7,355.40
Feb 1, 2022 - Jan 31, 2023
$7,579.06
Feb 1, 2023 - Jan 31, 2024
$7,803.34
Feb 1 2024 - Jul 31, 2024

Environmental
There are no environmental impacts with the approval of the lease agreement amendment.

Strategic Plan Action - Priority Level: N/A
| Target #: N/A
| Goal #: N/A
Not applicable.

Fiscal Impact
Rent per month will be $2.76 per square foot. City will pay pro rate share of real property taxes, ﬁre and extended coverage insurance, and common area maintenance, including liability insurance and capital expenditures, plus a 15% administra/ve fee. There is adequate budget available in the General Fund, account 100-290-6474 to continue the lease with Lewis Retail Centers.

Prior City Council/Commission Action
City Council authorized a lease agreement on July 1, 2011; and amendments on November 30, 2016 and March 21, 2018.

Attachment(s)
Attachment 1 - City Hall Lease 1st Amendment Suite 900.docx

Attachment 2 - City Hall Lease 4th Amendment Suite 910 and 940.docx

12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752
951.361.0900 |
eastvaleca.gov
41 1

FIRST AMENDMENT TO LEASE
This FIRST AMENDMENT TO LEASE (" First Amendment "), dated as of February 17, 2022 (“ First Amendment Effective Date”), is entered into by and between EASTVALE GATEWAY III, LLC , a Delaware limited liability company ("Landlord"), and CITY OF EASTVALE, a municipal corporation ("Tenant").

R E C I T A L S
A. Landlord and Tenant entered into that certain LEASE, dated April 4, 2018 (“ Original Lease"), as amended for those certain “Premises” (as defined in the Original Lease) of approximately 2,665 square feet, commonly designated as 12363 Limonite Avenue, Eastvale, California, Suite 900, located in the “Eastvale Gateway II Shopping Center.”
B. Landlord and Tenant elect by this First Amendment to extend the Term of the Lease and amend the Lease as hereinafter provided.

NOW, THEREFORE, in consideration of the mutual agreements herein contained, the parties agree and amend the Lease as follows:

1. Reaffirmation of Original Lease. Landlord and Tenant agree that (i) the Original Lease is hereby reaffirmed, ratified and confirmed in its entirety, and (ii) except as specifically modified herein, the terms of the Original Lease remain unchanged and in full force and effect. The term “ Lease” as used below shall mean the Original Lease, and this First Amendment. The Original Lease, and this First Amendment, are meant to be read in harmony together, but if there is a conflict between this First Amendment and the Original Lease, then this First Amendment shall govern, control and prevail. Any capitalized words, terms, or phrases used and not otherwise defined in this First Amendment shall have the meanings assigned to them in the Lease.

2. First Extended Term. Landlord and Tenant agree that (i) the initial Term of the lease expired on September 30, 2021, (ii) Tenant has been a month-to-month tenant since October 1, 2021, and (ii) Tenant is hereby granted an additional thirty (30) month extension of the initial Term, commencing on February 1, 2022, and ending July 31, 2024 (“First Extended Term”).

3. Minimum Annual Rental. During the First Extended Term, the Minimum Annual Rental shall be as follows:

Minimum Annual
Rental
Minimum Monthly
Rental
First
Extended Term
$88,264.80 $7,355.40 February 1, 2022 – January 31, 2023 $90,912.72 $7,576.06 February 1, 2023 – January 31, 2024 N/A $7,803.34 February 1, 2024 – July 31, 2024

4. Rider 1; Option to Extend. Tenant is granted three (3) additional options to extend the First Extended Term for six (6) months each, pursuant to the terms and conditions defined in the Rider

1. 5. Section 15.1; Insurance. The following revisions are hereby made to Section 15.1(a) of the Lease (i) the words “combined single limit” (in the first sentence line) is hereby deleted, and the following words in bold are substituted in place thereof “per occurrence”, and (ii) the following words in bold are hereby added after “property damage liability” in the second through third sentence “(commonly described as coverage for “damage to premises rented”)”.

6. Heating and Air Conditioning. Landlord represents and warrants that (i) the HVAC unit serving the Premises (“HVAC Unit”) is in good working order on the First Amendment Effective Date, and (ii) 42 2
it will make any repairs to the HVAC Unit that are necessary (provided such repairs are not caused by the negligence or willful misconduct by Tenant and/or its employees, agents and contractors) during the First Extended Term, and any extension thereof. Tenant agrees the foregoing representations and warranties by Landlord are contingent on Tenant (i) entering into a quarterly maintenance plan for filter replacement and preventative maintenance with a provider approved by Landlord, and (ii) delivering complete maintenance records to Landlord at the time Tenant requests repairs to the HVAC unit.

7. Entire Agreement. This First Amendment sets forth the entire agreement between the parties with respect to the matters set forth herein. There have been no additional oral or written representations or agreements. Under no circumstances shall Tenant be entitled to any rent abatement, improvement allowance, leasehold improvements, or other work to the Premises, or any similar economic incentives that may have been provided to Tenant in connection with entering into the Lease, unless specifically set forth in this First Amendment.

8. Binding. The provisions of this First Amendment shall bind the heirs, representatives, successors, and assigns of the parties hereto and shall inure to the benefit of the heirs, representatives, and permitted successors and assigns of the parties hereto.

9. Electronic Signatures. Landlord and Tenant each agree that if this First Amendment utilizes "Electronic Signature(s)," whether digital or encrypted, such Electronic Signatures are intended to authenticate this writing and shall have the same force and effect as manual signatures for all purposes, including validity, enforceability, and admissibility. Either party may copy this completed First Amendment for electronic storage in a non-editable format, at which time the paper form of this First Amendment may be destroyed. Each party agrees that following the electronic storage of this First Amendment, any hard copy printout of such electronically stored First Amendment will constitute an original of this First Amendment. As used herein, an Electronic Signature means any electronic sound, symbol, or process attached to or logically associated with a record and executed and adopted by a party with the intent to sign such record (including facsimile signatures) pursuant to the California Uniform Electronic Transactions Act (Cal. Civ. Code § 1633.1 et seq.) as amended from time to time.

10. Counterparts. This First Amendment may be executed in multiple counterparts, each of which when executed (either as an Electronic Signature or manual signature) and delivered (either electronically or physically) shall be an original, but all of which shall constitute one and the same instrument. Any signature page of this instrument may be detached from any counterpart without impairing the legal effect of any signatures thereof, and may be attached to another counterpart, identical in form thereto, but having attached to it one or more additional signature pages. Delivery by any party of an executed counterpart page electronically shall be as binding an execution and delivery of this instrument by such party as if the other party had received the actual physical copy of the entire instrument with a manual signature from such party. So long as this First Amendment is fully executed, at least in counterparts, any counterpart set of the First Amendment executed by the party against whom enforcement of this First Amendment is sought (or any copy thereof) shall be admissible into evidence as an original hereof to prove the contents hereof. [SIGNATURES ON NEXT PAGE]
43 3
IN WITNESS WHEREOF, this First Amendment has been entered into by the parties as of the First Amendment Effective Date.
"Tenant" "Landlord"

CITY OF EASTVALE,
a municipal corporation
By: _________________________
Name: __________________________
Its: __________________________
ATTEST:

By: _________________________
Name: __________________________
Its: __________________________
APPROVED AS TO FORM:

By: _________________________
Name: __________________________
Its: __________________________

EASTVALE GATEWAY III, LLC,
a Delaware limited liability company
By: LEWIS MANAGEMENT CORP., a Delaware
corporation, Its Sole Manager
By:

Name: __________________________
Its: Authorized Agent
Attachments:

Rider 1
44 4
RIDER 1

BETWEEN EASTVALE GATEWAY III, LLC, LANDLORD,

AND CITY OF EASTVALE, TENANT
dba “City of Eastvale”
Tenant is hereby given the option (“Option”) to extend the First Extended Term of the Lease upon all the provisions contained in the Lease, except for Minimum Annual Rental, for three (3) periods of six (6) additional months (“Second Extended Term,” Third Extended Term,” and “Fourth Extended Term,” collectively the “Extended Terms,” individually an “Extended Term”); following expiration of the First Extended Term; provided that (a) Tenant shall not be in default under the Lease, and (b) Tenant shall be in possession of and operating the Permitted Use within the Premises. If Tenant is in default of any obligation of Tenant hereunder at any time during the First Extended Term or on a date the applicable Extended Term is scheduled to commence, at Landlord's option, the Option Notice shall be ineffective, such Extended Term shall not commence, and the Lease shall expire at the end of the applicable Extended Term.

Tenant may exercise the Option by giving Landlord written notice ("Option Notice") thereof at least six (6) months but not more than nine (9) months before the expiration of the applicable Extended Term. Tenant shall have no other right to extend the Term of this Lease beyond the Fourth Extended Term.

If Tenant is in default under the Lease on the date (i) it delivers the Option Notice, such Option Notice shall be ineffective, (ii) the applicable Extended Term is to commence, such Extended Term shall not commence, unless Tenant timely cures its default to Landlord’s satisfaction, in which case the Lease shall expire at the end of the applicable Extended Term.

The Minimum Annual Rental for the Extended Terms, shall be as follows:

Minimum Monthly Rental Extended Terms
$7,920.39 August 1, 2024 – January 31, 2025 (Second Extended Term) $8,039.20 February 1, 2025 – July 31, 2025 (Third Extended Term) $8,159.79 August 1, 2025 – January 31, 2026 (Fourth Extended Term) Tenant’s Initials
Landlord’s Initials
45 1

FOURTH AMENDMENT TO LEASE
This FOURTH AMENDMENT TO LEASE ("Fourth Amendment"), dated as of February 17, 2022 (“Fourth Amendment Effective Date”), is entered into by and between EASTVALE GATEWAY III, LLC , a Delaware limited liability company ("Landlord"), and CITY OF EASTVALE, a municipal corporation ("Tenant").

R E C I T A L S
A. Landlord and Tenant entered into that certain LEASE, dated June 15, 2011 (“Original Lease"), as amended by the (i) FIRST AMENDMENT TO LEASE, dated October 10, 2012 (“ First Amendment”), (ii) SECOND AMENDMENT TO LEASE, dated November 24, 2014 (“ Second Amendment”), and (iii) THIRD AMENDMENT TO LEASE, dated December 6, 2016 (“ Third Amendment”), for those certain “Premises” (as defined in the Original Lease) of approximately 3,683 square feet, commonly designated as 12363 Limonite Avenue, Eastvale, California, Suites 910 and 940, located in the “Eastvale Gateway II Shopping Center.” B. The First Amendment through Third Amendment (inclusive) collectively and individually constitute the “Prior Amendments”.

C. Landlord and Tenant elect by this Fourth Amendment to extend the Term of the Lease and further amend the Lease as hereinafter provided.

NOW, THEREFORE, in consideration of the mutual agreements herein contained, the parties agree and amend the Lease as follows:

1. Reaffirmation of Original Lease. Landlord and Tenant agree that (i) the Original Lease is hereby reaffirmed, ratified and confirmed in its entirety, and (ii) except as specifically modified herein, the terms of the Original Lease remain unchanged and in full force and effect. The term “ Lease” as used below shall mean the Original Lase, Prior Amendments, and this Fourth Amendment. The Original Lease, Prior Amendments, and this Fourth Amendment, are meant to be read in harmony together, but if there is a conflict among and/or between this Fourth Amendment and the Original Lease or Prior Amendments, then this Fourth Amendment shall govern, control and prevail. Any capitalized words, terms, or phrases used and not otherwise defined in this Fourth Amendment shall have the meanings assigned to them in the Lease.

2. Fourth Extended Term. Pursuant to Rider 1 of the Lease as amended, Tenant was granted (4) options to extend the initial Term of the Lease. Tenant exercised its (i) first option extending the initial Term from December 1, 2014 , through November 30, 2016 (“First Extended Term ”), (ii) second option extending the First Extended Term from December 1, 2016, through November 30, 2017 (“Second Extended Term”), and (iii) third option extending the Second Extended Term from December 1, 2017, through November 30, 2018 (“Third Extended Term”). Landlord and Tenant agree that Tenant (i) did not exercise its option to extend the Term of the Lease from December 1, 2018, through November 30, 2019 , (ii) has been a month-to-month tenant since December 1, 2018, and (ii) is hereby granted an additional thirty (30) month extension of the Third Extended Term, commencing on February 1, 2022, and ending July 31, 2024 (“Fourth Extended Term”).

3. Minimum Annual Rental. During the Fourth Extended Term, the Minimum Annual Rental (which includes CAM Expenses) shall be as follows:

Minimum Annual
Rental
Minimum Monthly
Rental
Fourth
Extended Term
$121,980.96 $10,165.08 February 1, 2022 – January 31, 2023 $125,640.36 $10,470.03 February 1, 2023 – January 31, 2024 N/A $10,784.13 February 1, 2024 – July 31, 2024
46 2

4. Amended Rider 1; Option to Extend. Rider 1 attached to the Original Lease, as amended, is hereby further amended by the attached Amended Rider 1, under which Tenant is granted three (3) additional options to extend the Fourth Extended Term for six (6) months each.

5. Section 15.1; Insurance. The following revisions are hereby made to Section 15.1(a) of the Lease (i) the words “combined single limit” (in the first sentence line) is hereby deleted, and the following words in bold are substituted in place thereof “per occurrence”, and (ii) the following words in bold are hereby added after “property damage liability” in the third sentence “(commonly described as coverage for “damage to premises rented”)”.

6. Heating and Air Conditioning. Landlord represents and warrants that (i) the HVAC unit serving the Premises (“HVAC Unit”) is in good working order on the Fourth Amendment Effective Date, and (ii) it will make any repairs to the HVAC Unit that are necessary (provided such repairs are not caused by the negligence or willful misconduct by Tenant and/or its employees, agents and contractors) during the Fourth Extended Term, and any extensions thereof. Tenant agrees the foregoing representations and warranties by Landlord are contingent on Tenant (i) entering into a quarterly maintenance plan for filter replacement and preventative maintenance with a provider approved by Landlord, and (ii) delivering complete maintenance records to Landlord at the time Tenant requests repairs to the HVAC unit.

7. Entire Agreement. This Fourth Amendment sets forth the entire agreement between the parties with respect to the matters set forth herein. There have been no additional oral or written representations or agreements. Under no circumstances shall Tenant be entitled to any rent abatement, improvement allowance, leasehold improvements, or other work to the Premises, or any similar economic incentives that may have been provided to Tenant in connection with entering into the Lease, unless specifically set forth in this Fourth Amendment.

8. Binding. The provisions of this Fourth Amendment shall bind the heirs, representatives, successors, and assigns of the parties hereto and shall inure to the benefit of the heirs, representatives, and permitted successors and assigns of the parties hereto.

9. Electronic Signatures. Landlord and Tenant each agree that if this Fourth Amendment utilizes "Electronic Signature(s)," whether digital or encrypted, such Electronic Signatures are intended to authenticate this writing and shall have the same force and effect as manual signatures for all purposes, including validity, enforceability, and admissibility. Either party may copy this completed Fourth Amendment for electronic storage in a non-editable format, at which time the paper form of this Fourth Amendment may be destroyed. Each party agrees that following the electronic storage of this Fourth Amendment, any hard copy printout of such electronically stored Fourth Amendment will constitute an original of this Fourth Amendment. As used herein, an Electronic Signature means any electronic sound, symbol, or process attached to or logically associated with a record and executed and adopted by a party with the intent to sign such record (including facsimile signatures) pursuant to the California Uniform Electronic Transactions Act (Cal. Civ. Code § 1633.1 et seq.) as amended from time to time.

10. Counterparts. This Fourth Amendment may be executed in multiple counterparts, each of which when executed (either as an Electronic Signature or manual signature) and delivered (either electronically or physically) shall be an original, but all of which shall constitute one and the same instrument. Any signature page of this instrument may be detached from any counterpart without impairing the legal effect of any signatures thereof, and may be attached to another counterpart, identical in form thereto, but having attached to it one or more additional signature pages. Delivery by any party of an executed counterpart page electronically shall be as binding an execution and delivery of this instrument by such party as if the other party had received the actual physical copy of the entire instrument with a manual signature from such party. So long as this Fourth Amendment is fully executed, at least in counterparts, any counterpart set of the Fourth 47 3
Amendment executed by the party against whom enforcement of this Fourth Amendment is sought (or any copy thereof) shall be admissible into evidence as an original hereof to prove the contents hereof.

WITNESS WHEREOF, this Fourth Amendment has been entered into by the parties as of the Fourth Amendment Effective Date.
"Tenant" "Landlord"

CITY OF EASTVALE,
a municipal corporation
By: _________________________
Name: __________________________
Its: __________________________
ATTEST:

By: _________________________
Name: __________________________
Its: __________________________
APPROVED AS TO FORM:

By: _________________________
Name: __________________________
Its: __________________________

EASTVALE GATEWAY III, LLC,
a Delaware limited liability company
By: LEWIS MANAGEMENT CORP., a Delaware
corporation, Its Sole Manager
By:

Name: __________________________
Its: Authorized Agent
Attachments:

Amended Rider 1
48 4
AMENDED RIDER 1

BETWEEN EASTVALE GATEWAY III, LLC, LANDLORD,

AND CITY OF EASTVALE, TENANT
dba “City of Eastvale”
The following language is hereby added to the end of Rider 1 of the Original Lease:
“Tenant is hereby given the option (“Option”) to extend the Fourth Extended Term of the Lease upon all the provisions contained in the Lease, except for Minimum Annual Rental, for three (3) periods of six (6) additional months (“Fifth Extended Term,” Sixth Extended Term,” and “Seventh Extended Term,” collectively the “Extended Terms,” individually an “Extended Term”); following expiration of the Fourth Extended Term; provided that (a) Tenant shall not be in default under the Lease, and (b) Tenant shall be in possession of and operating the Permitted Use within the Premises. If Tenant is in default of any obligation of Tenant hereunder at any time during the Fourth Extended Term or on a date the applicable Extended Term is scheduled to commence, at Landlord's option, the Option Notice shall be ineffective, such Extended Term shall not commence, and the Lease shall expire at the end of the applicable Extended Term.

The Minimum Annual Rental for the Extended Terms, shall be as follows (the following does not include CAM Expenses, which will be reassessed on January 1, 2023):

Minimum Monthly Rental Extended Terms
$10,945.89 August 1, 2024 – January 31, 2025 (Fifth Extended Term) $11,110.08 February 1, 2025 – July 31, 2025 (Sixth Extended Term) $11,276.73 August 1, 2025 – January 31, 2026 (Seventh Extended Term) Tenant’s Initials
Landlord’s Initials
49 5
50 AGENDA STAFF REPORT

City Council Meeting

CONSENT CALENDAR

Agenda Item No. 11.6
March
9, 2022
Purchase of Fire Inspector Vehicle
Prepared By:

Johnny Terfehr, Interim Community Safety Director
Recommended Action(s)
Staﬀ recommends that the City Council approve a purchase order for Na onal Fleet Auto Group in
the amount not to exceed $27,000.00 for a 2022 or 2023 all wheel drive Ford Maverick for use by the contract Fire Systems Inspector and authorize the City Manager to execute any agreements and purchase orders.

Summary
Request to purchase a new 2022 or 2023 all wheel drive Ford Maverick pickup truck at a cost not to exceed $27,000 that will meet requirements of Cal Fire. This vehicle will be used by full me Fire
Systems Inspector authorized on June 23, 2021.

Background
The City funds 0.5 full-
me equivalent (FTE) for a Fire Systems Inspector and 0.5 FTE Fire Safety Specialist; these posi
ons are shared with the City of Norco. The City of Norco provides a vehicle for the Fire Safety Specialist and Eastvale funds the vehicle for the Fire Systems Inspector. At the June 23, 2021, City Council mee
ng, in the budget for FY 2021/2022, another 1.0 FTE was approved for a full-
me Fire Systems Inspector who will conduct inspec
ons at Eastvale businesses to conﬁrm
compliance with ﬁre codes and make ﬁre safety recommenda ons. In addi
on, funds were included
in the budget to provide a vehicle for this inspector.

Cal-Fire has requested an all-wheel drive pickup truck that can safely enter ac ve construc
on sites
with mul
ple types of incomplete and o:en unpredictable driving surfaces. Cal-Fire has evaluated the City of Eastvale's newly purchased Ford Maverick pickups and found them to be adequate for 12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752 951.361.0900 |
eastvaleca.gov
51 their needs if equipped with all-wheel drive.

If approved, the procurement of this vehicle will be conducted through a Sourcewell coopera ve
purchasing agreement compliant with Eastvale Municipal Code Sec on 4.06.080(d). Coopera
ve
purchasing is "procurement conducted by, or on behalf of, one or more Public Procurement Units" deﬁned by the American Bar Associa
on Model Procurement Code for State and Local
Governments. Sourcewell's analysts streamline the procurement process by developing RFPs and IFBs for na
onal, compe

ve solicita
ons that meet or exceed local requirements. AFached is a quote for the intended vehicle purchase and supporting purchasing compliance documents.

Environmental
The purchase of a new 2022 or 2023 all wheel drive pickup truck truck is not deﬁned as a project under the California Environmental Quality Act (CEQA). No environmental review pursuant to CEQA is required.

Strategic Plan Action - Priority Level: N/A
| Target #: 4
| Goal #: 7
This vehicle will be used as part of a City-wide ﬁre inspec on program for ﬁre preven
on at
commercial buildings which helps maintain ﬁre response (Target 4, Goal 7). The purchase of this vehicle also supports the goal of iden
fying and supplying tools necessary for op
mal employee
performance (Target 1, Goal 5).

Fiscal Impact
The ﬁscal year 2021-22 budget includes adequate appropria ons for the vehicle purchase in the Fire
Fund under account 110-420-6610. The Fire Fund Fund is funded through general property tax revenues restricted for ﬁre services. Ongoing vehicle maintenance costs and fuel costs are currently budgeted in the Fire Fund.

Prior City Council/Commission Action
Not applicable.

Attachment(s)
Attachment 1 - Sourcewell Quote ID#31546 R1.pdf

Attachment 2 - Sourcewell RFP and Addendums-Autos SUVs 091521.pdf

Attachment 3 - National Auto Fleet Contract 091521.pdf

Attachment 4 - National Auto Fleet 091521-NAF Pricing - new.pdf

12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752
951.361.0900 |
eastvaleca.gov
52 2/23/22, 12:30 PM Sell, service, and deliver letter
https://www.nationalautofleetgroup.com/OrderRequest/SSDPrint/31546?ws=True&se=True&ssdType=OrderRequest 1/8 One Unit
(MSRP)
One Unit Total %
Savings
Total Savings
Contract Price $24,795.00$24,209.38 2.362 % $585.62
Tax (0.0000 %) $0.00
Tire fee $8.75
Total $24,218.13
Jesse Cooper
Account Manager
Email: [email protected]
Office: (855) 289-6572
Fax: (831) 480-8497
2/23/2022
2/23/2022 Re-Configured Quote ID: 31546 R1 Order Cut Off Date: TBA
Johnny Terfehr
City of Eastvale
Community Enhancement & Safety
12363 Limonite Ave Suite 910
Eastvale, California, 91752
Dear Johnny Terfehr,
National Auto Fleet Group is pleased to quote the following vehicle(s) for your consideration.

One (1) New/Unused (2022 Ford Maverick (W8F) XL AWD SuperCrew 121.1" WB 4.5' Box, ) and delivered to your specified location, each for
- per the attached specifications.

This vehicle(s) is available under the Sourcewell Contract 091521-NAF . Please reference this Contract number on all purchase orders to National Auto Fleet Group. Payment terms are Net 20 days after receipt of vehicle.

Thank you in advance for your consideration. Should you have any questions, please do not hesitate to call.

Sincerely,

53 2/23/22, 12:30 PM Sell, service, and deliver letter
https://www.nationalautofleetgroup.com/OrderRequest/SSDPrint/31546?ws=True&se=True&ssdType=OrderRequest 2/8

Purchase Order Instructions & Resources

In order to finalize your purchase please submit this purchase packet to your governing body for a purchase order approval and submit your purchase order in the following way:

Email: [email protected]
Fax: (831) 480-8497
Mail: National Auto Fleet Group
490 Auto Center Drive
Watsonville, CA 95076

We will send a courtesy confirmation for your order and a W-9 if needed.

Additional Resources
Learn how to track your vehicle: www.NAFGETA.com Use the upfitter of your choice: www.NAFGpartner.com Vehicle Status: [email protected] General Inquiries: [email protected]

For general questions or assistance please contact our main office at:
1-855-289-6572
54 2/23/22, 12:30 PM Sell, service, and deliver letter
https://www.nationalautofleetgroup.com/OrderRequest/SSDPrint/31546?ws=True&se=True&ssdType=OrderRequest 3/8 Vehicle Configuration Options
ENGINE
Code Description
999 ENGINE: 2.0L ECOBOOST, (STD)

TRANSMISSION
Code Description
448 TRANSMISSION: 8-SPEED AUTOMATIC, (STD)
TIRES
Code Description
___ TIRES: P225/65R17 A/S BSW, (STD)

PRIMARY PAINT
Code Description

YZ OXFORD WHITE

PAINT SCHEME
Code Description
___ STANDARD PAINT

SEAT TYPE
Code Description
9W
BLACK ONYX/DARK SLATE, FRONT CLOTH BUCKET SEATS, -inc: manual 6-way adjustable driver and 4-way manual adjustable passenger, front floor console w/eShifter, armrest and storage bin

AXLE RATIO
Code Description
___ 3.63 AXLE RATIO, (STD)

OPTION PACKAGE
Code Description
100A EQUIPMENT GROUP 100A STANDARD
55 2/23/22, 12:30 PM Sell, service, and deliver letter
https://www.nationalautofleetgroup.com/OrderRequest/SSDPrint/31546?ws=True&se=True&ssdType=OrderRequest 4/8 2022 Ford Maverick XL AWD SuperCrew 121.1" WB 4.5' Box

CODE MSRP
W8F $19,995.00

999 $0.00
448 $0.00
___ $0.00
YZ $0.00
___ $0.00
9W $0.00
___ $0.00
100A $3,305.00
$23,300.00
$0.00
$1,495.00
$24,795.00
Est City: 22 MPG Est Highway: 29 MPG Est Highway Cruising Range: 478.50 mi 2022 Fleet/Non-Retail Ford Maverick XL AWD SuperCrew
121.1" WB 4.5' Box

WINDOW STICKER

MODEL
2022 Ford Maverick XL AWD SuperCrew 121.1" WB 4.5' Box

OPTIONS
ENGINE: 2.0L ECOBOOST, (STD)
TRANSMISSION: 8-SPEED AUTOMATIC, (STD)
TIRES: P225/65R17 A/S BSW, (STD)

OXFORD WHITE

STANDARD PAINT
BLACK ONYX/DARK SLATE, FRONT CLOTH BUCKET SEATS, -inc: manual 6-way adjustable driver and 4-way manual adjustable passenger, front floor console w/eShifter, armrest and storage bin

3.63 AXLE RATIO, (STD)
EQUIPMENT GROUP 100A STANDARD
Please note selected options override standard equipment

SUBTOTAL
Advert/ Adjustments
Manufacturer Destination Charge

TOTAL PRICE

Any performance-related calculations are offered solely as guidelines. Actual unit performance will depend on your operating conditions.
56 2/23/22, 12:30 PM Sell, service, and deliver letter
https://www.nationalautofleetgroup.com/OrderRequest/SSDPrint/31546?ws=True&se=True&ssdType=OrderRequest 5/8 Standard Equipment

MECHANICAL
Engine: 2.0L EcoBoost
Transmission: 8-Speed Automatic

3.63 Axle Ratio
GVWR: 5,205 lbs
50-State Emissions System
Engine Auto Stop-Start Feature
Transmission w/Driver Selectable Mode
Automatic Full-Time All-Wheel
70-Amp/Hr 700CCA Maintenance-Free Battery w/Run Down Protection 190 Amp Alternator
1500# Maximum Payload
Gas-Pressurized Shock Absorbers
Front And Rear Anti-Roll Bars
Electric Power-Assist Speed-Sensing Steering
Single Stainless Steel Exhaust

16.5 Gal. Fuel Tank
Permanent Locking Hubs
Strut Front Suspension w/Coil Springs
Multi-Link Rear Suspension w/Coil Springs
4-Wheel Disc Brakes w/4-Wheel ABS, Front Vented Discs, Brake Assist, Hill Hold Control and Electric Parking Brake

EXTERIOR
Wheels: 17" Sparkle Silver Steel
Tires: P225/65R17 A/S BSW
Regular Box Style
Wheels w/Hub Covers
Steel Spare Wheel
Compact Spare Tire Mounted Underbody
Clearcoat Paint
Body-Colored Front Bumper w/Black Rub Strip/Fascia Accent Black Rear Step Bumper
Black Side Windows Trim and Black Rear Window Trim
Black Door Handles
Black Manual Side Mirrors w/Manual Folding
Fixed Rear Window
57 2/23/22, 12:30 PM Sell, service, and deliver letter
https://www.nationalautofleetgroup.com/OrderRequest/SSDPrint/31546?ws=True&se=True&ssdType=OrderRequest 6/8 Deep Tinted Glass
Fixed Interval Wipers
Galvanized Steel/Aluminum Panels
Black Grille
Tailgate Rear Cargo Access
Manual Tailgate/Rear Door Lock
Autolamp Auto On/Off Aero-Composite Led Low/High Beam Auto High-Beam Daytime Running Lights Preference Setting Headlamps w/Delay-Off
Cargo Lamp w/High Mount Stop Light
Headlights-Automatic Highbeams

ENTERTAINMENT
Radio: AM/FM Stereo w/6 Speakers -inc: 2 front USB ports - 1 type A and 1 type C, 8" center stack screen w/standard Bluetooth connectivity for Apple CarPlay and Android Auto Radio w/Seek-Scan, Clock, Speed Compensated Volume Control, Steering Wheel Controls, Voice Activation, Radio Data System and External Memory Control Streaming Audio
Integrated Roof Antenna
2 LCD Monitors In The Front

INTERIOR
Driver Seat
Passenger Seat
Full Folding Bench Front Facing Fold Forward Seatback Cloth Rear Seat Manual Tilt/Telescoping Steering Column
Gauges -inc: Speedometer, Odometer, Engine Coolant Temp, Tachometer, Trip Odometer and Trip Computer
Power Rear Windows
FordPass Connect 4G Mobile Hotspot Internet Access
Front Cupholder
Rear Cupholder
Compass
Remote Keyless Entry w/Integrated Key Transmitter, Illuminated Entry and Panic Button Manual Air Conditioning
HVAC -inc: Underseat Ducts
Glove Box
Driver Foot Rest
Interior Trim -inc: Colored Instrument Panel Insert, Colored Door Panel Insert and Other Interior Accents
Full Cloth Headliner
58 2/23/22, 12:30 PM Sell, service, and deliver letter
https://www.nationalautofleetgroup.com/OrderRequest/SSDPrint/31546?ws=True&se=True&ssdType=OrderRequest 7/8 Urethane Gear Shifter Material
Front Cloth Bucket Seats -inc: manual 6-way adjustable driver and 4-way manual adjustable passenger, front floor console w/eShifter, armrest and storage bin Day-Night Rearview Mirror
Driver And Passenger Visor Vanity Mirrors w/Driver And Passenger Auxiliary Mirror Mini Overhead Console w/Storage and 2 12V DC Power Outlets Front Map Lights
Fade-To-Off Interior Lighting
Full Carpet Floor Covering -inc: Carpet Front Floor Mats Pickup Cargo Box Lights
Tracker System
Smart Device Integration
Instrument Panel Bin, Dashboard Storage, Driver / Passenger And Rear Door Bins and 2nd Row Underseat Storage
Power 1st Row Windows w/Driver 1-Touch Down
Delayed Accessory Power
Power Door Locks w/Autolock Feature
Systems Monitor
Redundant Digital Speedometer
Trip Computer
Outside Temp Gauge
Analog Appearance
Seats w/Cloth Back Material
Manual Adjustable Front Head Restraints and Manual Adjustable Rear Head Restraints 1 Seatback Storage Pocket
Securilock Anti-Theft Ignition (pats) Engine Immobilizer 2 12V DC Power Outlets
Air Filtration
SAFETY
AdvanceTrac w/Roll Stability Control Electronic Stability Control (ESC) And Roll Stability Control (RSC) ABS And Driveline Traction Control
Side Impact Beams
Dual Stage Driver And Passenger Seat-Mounted Side Airbags 911 Assist Emergency Sos
Ford Co-Pilot360 - Automatic Emergency Braking (AEB)
Collision Mitigation-Front
Tire Specific Low Tire Pressure Warning
Dual Stage Driver And Passenger Front Airbags
Safety Canopy System Curtain 1st And 2nd Row Airbags
59 2/23/22, 12:30 PM Sell, service, and deliver letter
https://www.nationalautofleetgroup.com/OrderRequest/SSDPrint/31546?ws=True&se=True&ssdType=OrderRequest 8/8 Airbag Occupancy Sensor
Driver Knee Airbag
Mykey System -inc: Top Speed Limiter, Audio Volume Limiter, Early Low Fuel Warning, Programmable Sound Chimes and Beltminder w/Audio Mute
Rear Child Safety Locks
Outboard Front Lap And Shoulder Safety Belts -inc: Rear Center 3 Point, Height Adjusters and Pretensioners
Back-Up Camera
60 Rev. 3/2021 Sourcewell RFP #091521
Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories

Page 1 ends

RFP #091521

REQUEST FOR PROPOSALS
for
Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories

Proposal Due Date: September 15, 2021, 4:30 p.m., Central Time

Sourcewell, a State of Minnesota local government unit and service cooperative, is requesting proposals for Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories to result in a contracting solution for use by its Participating Entities. Sou rcewell 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 September 15, 2021, at 4:30 p.m. Central Time, and late proposals will not be considered.

Solicitation Schedule

Public Notice of RFP Published: July 28, 2021
Pre-proposal Conference: August 25, 2021, 10:00 a.m., Central Time Question Submission Deadline: September 8, 2021, 4:30 p.m., Central Time Proposal Due Date: September 15, 2021, 4:30 p.m., Central Time Late responses will not be considered.

Opening: September 15, 2021, 6:30 p.m., Central Time
See RFP Section V.G. “Opening”

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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
1;
• 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;

1 Pursuant to HAR §3 -128-2, the State of Hawaii, Department of Accounting and General Services, State Procurement Office, on behalf of the State of Hawaii and participating jurisdictions, has provided notice of its Intent to Participate in the solicitation as a participating entity.

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• Crown corporations, government enterprises, and other entities that are owned or controlled by these entities through ownership interest; • 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-for- vendors/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 Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories, including, but not to be limited to:

a. Vehicles of the following types and classifications:
i. Automobiles: mini, subcompact, compact, coupe, sedan, and full-size; ii. Sport Utility Vehicles: cross-over, light duty, and heavy duty; iii. Vans: passenger and cargo;
iv. Trucks: light duty, half ton, three-quarter ton, and one ton; and v. Vehicles of the varieties described in subsections 1. a. i – iv. above, with upfitting designed for Public Safety applications, such as equipment, lighting, technology, and accessories.

b. A wide range of vehicles by: 1) engine type, to include conventional internal combustion, natural gas or propane autogas, hybrid or alternative fuel, and electric powered solutions; 2) seating or cargo configurations, drive train options, and trim levels; and, 3) optional equipment offerings.

c. Proposers may include related equipment, accessories, supplies, parts, and services to the extent that the solutions are an incidental portion of the response.

2. This solicitation does not include those equipment, products, or services covered under categories included in contracts currently maintained by Sourcewell:

a. Ambulance and Emergency Medical Transport Vehicles, with Related Equipment, Accessories, And Supplies (RFP #022118);
b. Firefighting Apparatus, with Related Equipment, Accessories, and Supplies (RFP #022818);
c. Class 4-8 Chassis with Related Equipment, Accessories, and Services (RFP #060920); d. School Buses with Related Accessories, Supplies, Parts, and Services (RFP #063020); and, e. Electric Vehicle Supply Equipment and Related Services (RFP #042221).

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 third- party 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 $300 Million; therefore, proposers are expected to propose volume pricing. Sourcewell anticipates considerable activity under the 65 Rev. 3/2021 Sourcewell RFP #091521
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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, p roposers 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 adm inistrative fee in exchange for Sourcewell facilitating the resulting contracts. The administrative fee is normally calculated as a percentage of the total sales to Participating Entities for all contracted equipment, products, or services made during a ca lendar 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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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 68 Rev. 3/2021 Sourcewell RFP #091521
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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). 71 Rev. 3/2021 Sourcewell RFP #091521
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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.

72 8/5/2021
Addendum No. 1
Solicitation Number: RFP 091521
Solicitation Name: Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories

Consider the following Question and Answer to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.

Question 1:

We manufacture service bodies and do not sell complete vehicles. Can we bid our product as an accessory to the bid?
Answer 1:

Refer to RFP Section II. B. 1. c., “Proposers may include related equipment, accessories, supplies, parts, and services to the extent that the solutions are an incidental portion of the response.” A proposal that does not include complete vehicles, of the types described in RFP Section II. B. 1. a., will be deemed non-responsive.

End of Addendum
Acknowledgement of this Addendum to RFP 091521 posted to the Sourcewell Procurement Portal on 8/5/2021, is required at the time of proposal submittal.

73 8/8/2021
Addendum No. 2
Solicitation Number: RFP 091521
Solicitation Name: Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories

Consider the following Question and Answer to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.

Question 1:

Are you accepting leasing options for this bid?
Answer 1:

Refer to RFP Section II. B. for the description of the requested equipment, products, and services. Sourcewell is seeking equipment, products, or services that meet the general requirements of the scope of this RFP and that are commonly desired by participating entities. A proposer may submit their complete line of equipment, products, or services that are applicable to the scope of this RFP. It is left to the discretion of each proposer to articulate their ability to serve Sourcewell participating entities.

End of Addendum
Acknowledgement of this Addendum to RFP 091521 posted to the Sourcewell Procurement Portal on 8/8/2021, is required at the time of proposal submittal.

74 8/23/2021
Addendum No. 3
Solicitation Number: RFP 091521
Solicitation Name: Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories

Consider the following Questions and Answers to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.

Question 1:

I would like to see an example of line-item pricing for Sourcewell. Please provide.

Answer 1:

In the competitive process, Sourcewell cannot conduct research for, or expressly identify resources that may be relevant to, a proposer. A proposer may review a sampling of past pricing proposals within the current awarded contract documentation available on the Sourcewell website. Navigate to the following address:
https://www.sourcewell-mn.gov/contract-search and use the list or search functions.

Question 2:

Where can I get a copy of the current contract pricing for the brand of vehicles that I offer?
Answer 2:

Each Sourcewell solicitation represents a separate and distinct opportunity. For examples of current Sourcewell-awarded contracts, refer to the link provided in Answer No. 1 above. Currently active contracts offering similar solutions were awarded under solicitation numbers 120716 and 060920.

End of Addendum
Acknowledgement of this Addendum to RFP 091521 posted to the Sourcewell Procurement Portal on 8/23/2021, is required at the time of proposal submittal. 75 8/26/2021
Addendum No. 4
Solicitation Number: RFP 091521
Solicitation Name: Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories

Consider the following Question and Answer to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.

Question 1:

The manufacturer that I represent has not developed pricing for the 2022 model year vehicles. Should pricing be presented for 2021 and 2022 models that have pricing, and a TBD associated with 2022 models that have yet to be priced by the manufacturer? 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 articulate and propose the pricing approach that aligns with its business methods and satisfies the requirements of RFP Section III. – Pricing. Proposals are evaluated based on the criteria stated in the RFP.

Refer also to the Sourcewell contract template for additional details on the process for requesting a product or pricing change during the term of an awarded contract. A downloadable version of the contract template is found on the Bid Details page for this solicitation within the Sourcewell Procurement Portal.

End of Addendum
Acknowledgement of this Addendum to RFP 091521 posted to the Sourcewell Procurement Portal on 8/26/2021, is required at the time of proposal submittal.

76 9/7/2021
Addendum No. 5
Solicitation Number: RFP 091521
Solicitation Name: Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories

Consider the following Questions and Answers to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.

Question 1:

We are requesting a clarification on Table 4 and Table 5. Could we include a reference from a fleet management company or a supplier we use?
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 how to best demonstrate the ability to serve Sourcewell participating entities and satisfy all requirements of the questionnaire tables.

Question 2:

Is it acceptable to provide a redline of the entire Sourcewell template contract? Answer 2:

A request for modification to the Sourcewell contract template may only be submitted with a proposal. To request a modification to the template Contract terms, conditions, or specifications, a Proposer must complete and submit the Exceptions to Terms, Conditions, or Specifications Form, which is found as the final Table of Step 1 in the proposal submission process. A proposer may elect to include additional supporting materials in its discretion.

77 Question 3:

Could a video be uploaded as additional content?
Answer 3:

It is left to the discretion of each proposer to determine the method it deems best suited to submit its relevant information in a timely fashion through the Sourcewell Procurement Portal. Proposer’s complete proposal must be submitted through the Sourcewell Procurement Portal no later than the date and time specified in the Solicitation Schedule (RFP Section V. D.), and all relevant information should be included in the proposal (RFP Section II., G.).

Question 4:

Can you elaborate on line item 71? Is there a list of subcategory titles that can be used for reference?
Answer 4:

It is left to the discretion of the proposer to identify subcategory descriptors that may be relevant to the proposer’s offered equipment, products, and services.

End of Addendum
Acknowledgement of this Addendum to RFP 091521 posted to the Sourcewell Procurement Portal on Tuesday, September 7, 2021 6:58 PM, is required at the time of proposal submittal.

78 9/8/2021
Addendum No. 6
Solicitation Number: RFP 091521
Solicitation Name: Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories

Consider the following Questions and Answers to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.

Question 1:

With the ongoing supply chain delays related to Covid, microchip shortages, and across- the-industry shortages of raw materials, we respectfully request an extension to the submittal deadline.

Answer 1:

No extension of the due date is contemplated at this time.

Question 2:

In what format would you like financial stability to be verified? Answer 2:

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 how to best demonstrate its financial stability and satisfy all requirements of the questionnaire tables.

End of Addendum
Acknowledgement of this Addendum to RFP 091521 posted to the Sourcewell Procurement Portal on 9/8/2021, is required at the time of proposal submittal.

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Solicitation Number: RFP #091521

CONTRACT

This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and 72 Hour LLC dba: National Auto Fleet Group, 490 Auto Center Drive, Watsonville, CA 95076 (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 Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories 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 November 8, 2025, 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 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.

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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. Supplier warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in design, materials, and workmanship.

In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Supplier’s dealers and distributors must agree to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that extends beyond the expiration of the Supplier’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

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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 time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and the Supplier will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.

Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.

Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally delivers substandard or inferior Equipment or Products.

B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid tax- exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax- exempt 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;

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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.

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 government- owned 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

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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.

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 e- commerce 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, in whole or in part, immediately upon notice to Supplier in the event of any of the following events:

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.

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:

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x Maintenance and management of this Contract;
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

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by Participating Entities under this Contract during each calendar quarter. Payments should 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 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 and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees incurred by Sourcewell or its Participating Entities, arising out of any act or omission in the performance of this Contract by the Supplier or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications. Sourcewell’s responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota Statutes Chapter 466) and other applicable law.

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 thetrademark(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. If the Supplier fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, the Supplier will bear any additional costs incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed.

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.

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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 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

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no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.

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

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primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.

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.

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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 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). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by non- federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Supplier must be in compliance with all applicable Davis-Bacon Act provisions.

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C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).

Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

Supplier certifies that during the term of this Contract will comply with applicable requirements as referenced above.

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

94 091521-NAF

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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 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. To the extent applicable, Supplier must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.

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). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation

95 091521-NAF

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and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

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.

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. To the extent applicable, Supplier certifies that during the term of this Contract it will comply with applicable requirements of 2 C.F.R. § 200.216.

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.

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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 72 Hour LLC dba: National Auto
Fleet Group

By: __________________________ By: __________________________ Jeremy Schwartz Jesse Cooper
Title: Chief Procurement Officer Title: Fleet Manager

Date: ________________________

Approved:

By: __________________________
Chad Coauette
Title: Executive Director/CEO

Date: ________________________

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Bid Number: RFP 091521 Vendor Name: 72 HOUR LLC

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Bid Number: RFP 091521 Vendor Name: 72 HOUR LLC

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AGENDA STAFF REPORT

City Council Meeting

CITY COUNCIL BUSINESS

Agenda Item No. 13.1
March
9, 2022
Redrawing of Councilmember District Boundaries
Prepared By:

Marc A. Donohue, City Clerk/Communications Director
Recommended Action(s)
Staﬀ recommends that the City Council introduce for ﬁrst reading an Ordinance entled: AN

ORDINANCE ADJUSTING THE BOUNDARIES OF CITY COUNCIL DISTRICTS AND REFDEFINING THE BOUNDARIES OF ALL COUNCIL DISTRICTS OF THE CITY OF EASTVALE.

Summary
Pursuant to Elecon Code secon 21601, cies with by-district elecon systems are required to redraw their district boundary maps to ensure compliance with the California and federal Vong Rights Acts. The process to complete the redistricng requires a minimum of four public hearings and dedicated public outreach to ensure minority populaons and communies of interest are aware of the redistricng eﬀort and are provided with opons to parcipate. This is the seventh public hearing and the fourth where dra: and revised maps are presented. A community workshop was held on November 15, 2021, providing basic redistricng informaon for the community and focused on use of the online mapping tool. A second community workshop was held on December 13, 2021 to further discuss the use of the online mapping tool and to encourage public engagement.

Background
Every 10 years, cies with by-district elecon systems must use new census data to review and, if needed, redraw district lines to reﬂect how local populaons have changed. This process, called redistricng, ensures all districts have a nearly equal populaon. The redistricng process for the City of Eastvale must be completed by April 17, 2022.
12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752
951.361.0900 |
eastvaleca.gov
115
The City adopted its current district boundaries in 2016, based on 2010 census data as required by law. The districts must now be redrawn using the 2020 census data and in compliance with the FAIR MAPS Act, which was adopted by the California legislature as AB 849 and took eﬀect January 1, 2020. One of the key requirements under the Fair Maps Act, and the federal Vong Rights Act, is that districts be populaon balanced. In addion, maps may not intenonally seek to dilute or minimize the minority vote and if there is an ability to create majority/minority vong districts while respecng the tradional districng criteria found in the Fair Maps Act, the agency must strive to do so. Currently, the City’s districts vary widely in populaon, a result of the building boom occurring since the 2010 census, the numbers from which were used to draw the City’s original district boundaries. At present, the populaon deviaon between the least populated district to the most populated district, as compared to the ideal populaon (1/5 of the total City populaon) is 44.5%.

One of the goals of redistricng is to reduce the total deviaon to as close to zero as possible; however the courts have ruled that a deviation of 10% or less is generally acceptable.

The purpose of this public hearing is to review map opons and introduce an ordinance adopng a final map.

Inially the City’s redistricng consultant presented two map opons for consideraon, and two maps were received from the community. At the second and third public hearings, Council requested revisions to certain previously submiJed maps. Speciﬁcally, Council requested Map E be reviewed at the January 26, 2022 public hearing as submiJed, and that Map Opons F and H be revised. At the January 26, 2022 public hearing, a member of the public, the author of Map H, submiJed a hand-drawn revision to map H, Version 2. At the February 9, 2022 public hearing, the City’s redistricng consultant introduced a new map opon, introduced as Map H, Version 3. All map opons considered at previous public hearings are included in an aJachment to this report (Attachment).

At the February 9, 2022 public hearing, a:er deliberang over the map opons, a majority of the Council requested that the City’s redistricng consultant return at a subsequent meeng with an ordinance adopng Map H, version 2 as the City’s new district boundary map. In response to a leJer received by the City from MALDEF, the Council also requested that the City’s redistricng consultant return with informaon regarding the possibility of creang a majority-minority (i.e., 50%+1) Hispanic voting district while respecting traditional districting criteria.

The City subsequently received two addional map opons, one submiJed by MALDEF, and another by a member of the community, both aJempng to create a majority-minority district. These map opons are included in the aJachment to this report. Both map opons illustrate the diﬃculty with creang a majority-minority district while undercuMng tradional districng criteria no more than is reasonably necessary. While the map opon submiJed by MALDEF creates compact district boundaries, it does so while ignoring communies of interest, cuMng through community neighborhoods, creang the most drasc changes from all of the proposed maps from the original district map adopted in 2016, not respecng the choices of the voters from previous elecons, and represenng the largest number of registered voters who will be placed in a new district. The map opon submiJed by the community member suﬀers from a lack of compactness and fails to respect natural boundaries and communities of interest.

Next Steps
12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752
951.361.0900 |
eastvaleca.gov
116
At the conclusion of the public hearing at tonight’s meeng, the Council may introduce the Ordinance ﬁnalizing the selecon of district boundaries, or may request revisions to one or more maps for consideration at a future public hearing.

The deadline for the Council to adopt the ordinance (hold second reading) is April 17, 2022.

Environmental
No Applicable.

Strategic Plan Action - Priority Level: N/A
| Target #: N/A
| Goal #: N/A
Not Applicable.

Fiscal Impact
Not Applicable.

Prior City Council/Commission Action
Public Hearing #1 was held on September 29, 2021, Public Hearing #2 was held on November 10, 2021, Public Hearing #3 was held on December 8, 2021, Public Hearing #4 was held on January 12, 2022, Public Hearing #5 was held on January 26, 2022, and Public Hearing #6 was held on February 9, 2022.

Attachment(s)
Attachment 1 - Maps and Demographic Analysis

Attachment 2 - Ordinance Adjust Boundaries of Council Election Districts

12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752
951.361.0900 |
eastvaleca.gov
117
Map Option A
118
Map Option A
District
Total_Pop
ulation
Raw
Deviation
%
Deviation
CVAP19
Total
CVAP19
NL White
CVAP19
NL Black
CVAP
Hispanic
CVAP19

NL AIAN
CVAP19

NL ASIAN
CVAP19
Not
Hispanic
CVAP19
NL
Hawaiian
CVAP19
NL Other
1 14,284 304 2.17% 6,912 1,774 615 3,389 - 1,018 3,521 14 70 2 14,169 189 1.35% 6,771 1,483 842 1,975 1 2,209 4,782 23 59 3 14,495 515 3.68% 8,354 2,151 1,081 3,027 - 1,765 5,333 27 150 4 13,544 -436 -3.12% 7,870 2,109 692 3,294 17 1,415 4,554 - 31 5 13,409 -571 -4.09% 6,761 1,697 555 2,373 5 1,906 4,424 - 80 Total 69,901
Ideal 13,980
Total Deviation 7.77%
119
Map Option B
120
Map Option B
District
Total_Po
pulation
Raw
Deviatio
n
%
Deviatio
n
VAP19
Total
VAP19
NL White
VAP19
NL Black
VAP
Hispanic
VAP19

NL AIAN
VAP19

NL ASIAN
VAP19
Not
Hispanic
VAP19
NL
Hawaiian
VAP19
NL Other
1 14,093 113 0.81% 10,118 2,020 1,045 4,506 249 2,509 5,612 52 2 14,169 189 1.35% 9,884 2,011 1,159 2,757 198 2,928 7,127 77 - 3 13,968 -12 -0.09% 9,975 1,934 1,167 3,536 232 3,323 6,439 73 4 13,830 -150 -1.07% 9,956 2,199 1,115 3,487 237 3,132 6,469 62 5 13,841 -139 -1.00% 9,596 2,009 828 3,192 237 3,576 6,404 45 Total 69,901
Ideal 13,980
Total Deviation 2.42%
121
Map Option C
122
Map Option C
District
Total_Po
pulation
Raw
Deviatio
n
%
Deviatio
n
VAP19
Total
VAP19
NL White
VAP19
NL Black
VAP
Hispanic
VAP19

NL AIAN
VAP19

NL ASIAN
VAP19
Not
Hispanic
VAP19
NL
Hawaiian
VAP19
NL Other
1 14,055 99 0.71% 10,118 2,020 1,045 4,506 249 2,509 5,612 52 2 14,143 187 1.34% 9,884 2,011 1,159 2,757 198 2,928 7,127 77 - 3 13,948 -8 -0.06% 9,975 1,934 1,167 3,536 232 3,323 6,439 73 4 13,867 -89 -0.64% 9,995 2,201 1,103 3,379 246 3,292 6,616 65 5 13,768 -188 -1.35% 9,557 2,007 840 3,300 228 3,416 6,257 42 Total 69,781
Ideal 13,956
Total Deviation 2.69%
123
Map Option D
124
Map Option D
125
Map Option E
126
Map Option E
District
Total_Pop
ulation
%
Populatio
n
CVAP19
Total
CVAP19
NL White
CVAP19
NL Black
CVAP
Hispanic
CVAP19
Not
Hispanic
CVAP19

NL AIAN
CVAP19

NL ASIAN
CVAP19
NL
Hawaiian
CVAP19
NL Other
1 14,001 0.15% 6,841 1,773 592 3,389 3,456 - 968 14 79 2 14,169 1.35% 6,771 1,483 842 1,975 4,782 1 2,209 23 59 3 14,159 1.28% 8,128 2,107 1,070 2,895 5,233 - 1,739 27 140 4 13,857 -0.88% 8,083 2,142 666 3,393 4,671 1 1,537 - 40 5 13,715 -1.90% 6,845 1,709 615 2,406 4,472 21 1,860 - 72 Total 69,901 36,668 9,214 3,785 14,058 22,614 23 8,313 64 390 Ideal 13,980
Deviation 3.25%
127
Map Option F
128
Map Option F
District
Total_Pop
ulation
%
Population
CVAP19
Total
CVAP19
NL White
CVAP19
NL Black
CVAP
Hispanic
CVAP19
Not
Hispanic
CVAP19

NL AIAN
CVAP19

NL ASIAN
CVAP19
NL
Hawaiian
CVAP19
NL Other
1 14,093 0.81% 6,720 1,728 568 3,251 3,457 - 1,055 14 50 2 14,169 1.35% 6,771 1,483 842 1,975 4,782 1 2,209 23 59 3 14,104 0.89% 8,159 2,010 1,113 3,023 5,150 - 1,673 27 170 4 13,632 -2.49% 8,179 2,074 691 3,648 4,536 1 1,433 - 26 5 13,903 -0.55% 6,839 1,919 571 2,161 4,689 21 1,943 - 85 Total 69,901 36,668 9,214 3,785 14,058 22,614 23 8,313 64 390 Ideal 13,980
Deviation 3.84%
129
Map Option G
130
Map Option G
District Total Pop % Deviation
CVAP
Total
CVAP
White
CVAP
Hispanic
CVAP
Black
CVAP
ASIAN
CVAP
AIAN
CVAP
Hawaiian
CVAP
Other
1 14093 0.81% 8563 0.2771 0.455 0.0942 0.1654 0 0.0041
2 14028 0.34% 7349 0.2281 0.2958 0.1259 0.3297 0.0082 0.0027 3 14294 2.25% 8826 0.2471 0.3695 0.1516 0.2089 0.0019 0.0028 4 13368 -4.38% 7597 0.2655 0.4331 0.101 0.1943 0.0088 0 5 14118 0.99% 7024 0.258 0.3435 0.0894 0.2966 0.0094 0
Ideal Population 13980
Deviation 6.62%
131
Map Option H
132
Map Option H
District Total Pop
%Deviati
on
Total
CVAP
CVAP
White
CVAP
Hispanic
CVAP
Black
CVAP
Asian
CVAP
AIAN
CVAP
Hawaiian
CVAP
Other
1 14093 0.81% 8563 0.2771 0.455 0.0942 0.1654 0 0.0041
2 14169 1.35% 6963 0.2225 0.2993 0.1311 0.3266 0.0086 0.0029 3 13968 -0.09% 8749 0.2491 0.3688 0.1502 0.2085 0.0017 0.0029 4 14348 2.63% 8155 0.2571 0.4383 0.1024 0.1968 0.0118 0 5 13323 -4.70% 6929 0.2686 0.3252 0.086 0.3064 0.0056 0 Ideal Population 13980
Deviation 7.33%
133
Map Option Fv2
134
Map Option Fv2
Ideal Population 13,980
Total Deviation: 4.95%
District
Total
Population
%
Population
CVAP19
Total
CVAP19
NL White
CVAP19
NL Black
CVAP
Hispanic
CVAP19
Not
Hispanic
CVAP19

NL AIAN
CVAP19

NL ASIAN
CVAP19
NL
Hawaiian
CVAP19
NL Other
1 14,115 0.96% 6,793 1,761 593 3,332 3,460 - 1,002 14 70 2 14,169 1.35% 6,771 1,483 842 1,975 4,782 1 2,209 23 59 3 13,661 -2.28% 7,884 1,947 1,080 2,863 5,026 - 1,652 27 150 4 13,632 -2.49% 8,179 2,074 691 3,648 4,536 1 1,433 - 26 5 14,324 2.46% 7,041 1,949 579 2,240 4,810 21 2,017 - 85 135
Map Option Hv2
136
Map Option Hv2
District
Total
Population
%
Population
CVAP19
Total
CVAP19
NL White
CVAP19
NL Black
CVAP
Hispanic
CVAP19
Not
Hispanic
CVAP19

NL AIAN
CVAP19

NL ASIAN
CVAP19
NL
Hawaiian
CVAP19
NL Other
1 14115 0.97% 8673 2403 820 3962 4711 0 1407 35 46 2 14169 1.35% 6963 1549 913 2084 4879 60 2274 20 153 3 13525 -3.25% 8485 2172 1285 3093 5392 15 1823 27 70 4 14348 2.63% 8155 2097 835 3379 4776 96 1605 0 143 5 13744 -1.69% 7083 1891 612 2320 4763 39 2163 0 58 Ideal 13,980
Deviation 5.89%
137
Map Fv3
138
Map Fv3 Demographic Analysis
District
Total
Population
%
Population
CVAP*19
Total
CVAP19
NL**
White
CVAP19
NL Black
CVAP
Hispanic
CVAP19
Not
Hispanic
CVAP19
NL
AIAN***
CVAP19

NL ASIAN
CVAP19
NL
Hawaiian
CVAP19
NL Other
1 14,115 0.96% 6,793 1,761 593 3,332 3,460 - 1,002 14 70 2 14,169 1.35% 6,771 1,483 842 1,975 4,782 1 2,209 23 59 3 14,142 1.16% 8,172 2,076 1,093 3,021 5,166 - 1,677 27 150 4 13,731 -1.78% 8,030 2,066 703 3,436 4,576 17 1,432 - 28 5 13,744 -1.69% 6,902 1,828 554 2,294 4,630 5 1,993 - 83 Total 69,901
Ideal 13,980
Deviation 3.13%
*CVAP = Citizen Voting Age Population
**NL = Non Latino
***AIAN = American Indian Alaskan Native
139
Map Option I
140
Map Option J
141
Map Option J Demographic Analysis
District
Total
Population Deviation
CVAP* 19
TOTAL
CVAP 19
NL**
White
CVAP 19
Black
CVAP 19
Hispanic
CVAP 19
AIAN***
CVAP 19
ASIAN
CVAP 19
Hawaiian
CVAP 19
Other
1 14272 2.30% 6939 25.45% 9.34% 37.54% 0.53% 26.65% 0.07% 1.61% 2 14033 0.58% 7175 23.30% 12.13% 29.97% 0.88% 32.57% 0.28% 1.70% 3 14048 0.69% 7990 23.75% 14.36% 38.54% 0.58% 21.33% 0.23% 1.76% 4 14387 3.12% 7878 27.41% 9.44% 39.53% 0.42% 22.78% 0.00% 1.90% 5 13017 -6.70% 9376 27.35% 11.26% 43.58% 0.33% 16.61% 0.39% 1.64% Total 69757
Ideal 13,951
*CVAP = Citizen Voting Age Population
**NL = Non Latino
***AIAN = American Indian Alaskan Native
142
98988.10010\34885611.1
ORDINANCE NO. 22-XX

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF EASTVALE,

CALIFORNIA REGARDING BY-DISTRICT ELECTIONS, ADJUSTING

THE BOUNDARIES OF CITY COUNCIL ELECTION DISTRICTS AND

CONFIRMING SUCH REVISED COUNCIL DISTRICT BOUNDARIES, AS

REFLECTED IN THE ATTACHED MAP
WHEREAS, the United States Census Bureau is required by Article I, Section 2, of the United States Constitution to conduct an accurate count of the population every ten years; and WHEREAS, California Elections Code § 21601 requires that following each decennial federal census, and using that census as a basis, the Council shall, by ordinance or resolution, adjust the boundaries of any or all of the Council election districts of the City so that the districts shall be substantially equal in population as required by the United States Constitution, California Constitution, and the Federal Voting Rights Act. In establishing the boundaries of the districts the Council must give consideration to the following factors in the following priority: (a) contiguity of districts, (b) respecting communities of interest, (c) drawing easily identifiable districts through use of natural or artificial boundaries and (d) compactness of territory in districts; and
WHEREAS, California Elections Code § 21602 requires that the Council adopt an ordinance amending Council districts no later than April 17, 2022; and WHEREAS, on September 27, 2021, the Census Bureau sent 2020 Census data to the State of California with an official population estimate of 69,901 residents for the City of Eastvale; and WHEREAS, the City Council of the City of Eastvale ("City Council") held seven public hearings on September 29, 2021, October 27, 2021, December 8, 2021, January 12, 2022, January 26, 2022, February 9, 2022, and March 8, 2022, where the Council received briefings from the City’s demographic consultant relating to the redistricting process and state and federal redistricting criteria, including the California Elections Code, the Federal Voting Rights Act and the United States Constitution, heard public testimony, and directed staff and the City's demographic consultant to prepare draft Council district maps for consideration; and WHEREAS, in addition, City staff conducted public outreach by way of two community workshops, held on Monday, November 15, 2021 and Monday, December 13, 2021, as well as print and digital advertisements. During the community workshops and public hearings, public comment was received on redistricting criteria and communities of interest; and WHEREAS, at the December 8, 2021, January 12, 2022, January 26, 2022, February 9, 2022 and March 9, 2022 public hearings, the Council received a presentation of several draft maps prepared by the City's demographic consultant for compliance with applicable laws and standards and reviewed additional maps submitted by the public; and 143
98988.10010\34885611.1
WHEREAS, at the March 9, 2022 public hearing, the City Council agreed on Map Hv2, designating it as the preferred map and directed that it be presented to the Council for adoption by Ordinance; and
WHEREAS, at each of the public hearings on redistricting, the Council heard testimony relating to “communities of interest,” which led the Council to reach the following determinations about communities of interest on the preferred map, as required under federal and state law:
(1) The election districts are geographically contiguous. The districts are arrayed in a simple and logical form without any islands and with minimal intrusions from the area of one district into another;
(2) To the extent practicable, the preferred map respects the geographic integrity of local neighborhoods and local communities of interest. The Council heard testimony about what constitutes communities of interest in the public’s view; (3) The election districts are easily identifiable and understandable by residents. The districts in the preferred map form a relatively simple pattern; (4) To the extent practicable, the election districts are geographically compact. Their configurations for the most part are compact, simple shapes, with nearby populations included in the same districts;
(5) The election districts are balanced in terms of total population and voting age population. The districts are well within the one-person/one-vote deviations permitted under federal and state voting rights laws; and (6) Although the above criteria could not be met within any election district with a minority-majority district (i.e., a voting district where one distinct minority population is the majority population), the election districts do represent where possible an aggregation in single districts of substantial minority population blocs to enhance the potency of that minority voting voice; .

WHEREAS, all information in the staff reports, maps, presentations, Council debate and public testimony referenced above is hereby incorporated into this decision and serves as evidentiary basis for these findings and legislative decision.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF EASTVALE DOES ORDAIN AS FOLLOWS:

SECTION 1. This Ordinance is adopted following four noticed City Council public hearings as required by California Elections Code section 21607.1. 144
98988.10010\34885611.1
SECTION 2. City Council elections shall continue to be conducted "by districts" in four districts as set forth in Exhibit A. The term “by district” shall mean election of members of the legislative body by voters of the district alone, as provided in Government Code Section 34871(d).

SECTION 3. All ordinances and resolutions, or parts thereof in conflict with this Ordinance are hereby repealed.

SECTION 4. The City Manager is directed to take all necessary steps to give effect to this Ordinance. If necessary to facilitate the implementation of this Ordinance, the City Manager or his or her designee is authorized to make technical adjustments to the election district boundaries that do not substantively affect the populations in the districts, the eligibility of candidates, or the residence of elected officials within any district. The City Manager shall consult with the City Attorney concerning any technical adjustments deemed necessary and shall advise the City Council of any such adjustments required in the implementation of the districts.

SECTION 7. The City Clerk is hereby directed to provide a certified copy of this Ordinance to the Riverside County Registrar of Voters for use in subsequent Eastvale City Council Elections.

SECTION 8. Compliance with California Environmental Quality Act. This activity is exempt from environmental review under the California Environmental Quality Act (“CEQA”) (Pub.

Resources Code, § 21000 et seq.) pursuant to State CEQA Guidelines, (Cal. Code Regs., tit. 14, § 15000 et seq.) §§ 15061(b)(3), 15320, and 15378(b)(3). The redistricting process is an organizational and administrative activity of the City, does not have the potential to result in either a direct or reasonably foreseeable indirect physical change in the environment, and is therefore not a project for purposes of CEQA. (State CEQA Guidelines, §§ 15061(b)(3); 15378(b)(5).) In the event the transition process does constitute a project, it is categorically exempt under the Class 20 (Changes in the Organization of Local Governments) categorical exemption. (State CEQA Guidelines, § 15320.) None of the exceptions to the exemptions found in State CEQA Guidelines, § 15300.2 apply.

SECTION 9. Severability. If any section, subsection, subdivision, sentence, or clause or phrase in this Ordinance or any part thereof is for any reason held to be unconstitutional, invalid or ineffective by any court of competent jurisdiction, such decision shall not affect the validity or effectiveness of the remaining portions of this Ordinance or any part thereof. The City Council hereby declares that it would have adopted each section irrespective of the fact that any one or more subsections, subdivisions, sentences, clauses, or phrases are declared unconstitutional, invalid, or ineffective.

SECTION 9. Effective Date. This Ordinance shall become effective immediately upon its adoption.

145
98988.10010\34885611.1
SECTION 10. Publication. The City Clerk shall certify to the adoption of this Ordinance and cause it, or a summary of it, to be published in a newspaper of general circulation printed and published within the City of Eastvale, pursuant to all legal requirements.

PASSED, APPROVED, AND ADOPTED this ____ day of _________, 2022. __________________________________________
Clint Lorimore
Mayor
APPROVED AS TO FORM: ATTEST:
__________________________________________ __________________________________________ Erica Vega Marc A. Donohue, MMC
City Attorney City Clerk/Communications Director
146
98988.10010\34885611.1

STATE OF CALIFORNIA)
COUNTY OF RIVERSIDE) §

CITY OF EASTVALE )

I, Marc Donohue, City Clerk of the City of Eastvale, California, do hereby certify that the foregoing Ordinance was introduced at a regular meeting of the City Council of the City of Eastvale held on the ____ day of __________, 2022, and was adopted at a regular meeting of the City Council of the City of Eastvale on the ____ day of __________, 2022, by the following roll call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
____________________________________
Marc A. Donohue, MMC
City Clerk/Communications Director
147
98988.10010\34885611.1

EXHIBIT A
Final District Boundary Map
148

AGENDA STAFF REPORT

City Council Meeting

CITY COUNCIL BUSINESS

Agenda Item No. 13.2
March
9, 2022
Approve Task Order A-6 in the Amount of $114,000.00 with Conceptual Design & Planning Company for Schleisman Road Multi-use Trail Landscape Conceptual Plan Services
Prepared By:

Jimmy Chung, City Engineer
Recommended Action(s)
Staff recommends that the City Council:

1 .

Approve Task Order A-6 in the amount of $114,000.00 with Conceptual Design & Planning Company for Schleisman Road Multi-use Trail Landscape Conceptual Plan Services; and 2 .

Authorize City Manager to execute Task Order A-6 with On-Call Professional Services Vendor Conceptual Design & Planning Company.

Summary
The City has several Safety and Connec2vity Projects related to the General Plan that include design and construc2on of mul2-use trails to improve safety and connec2vity for everyone to use whether in a car, on a bike or on foot. The Schleisman Road Mobility, Safety and Connec2vity Project includes installing a mul2-use trail along Schleisman Road between Hamner Avenue and Sumner Avenue.

Staﬀ is recommending that the City Council approve task order to Conceptual Design & Planning Company (CDPC) to develop a conceptual plan that meets the City's vision and goals. Once a conceptual landscape and linear park plan is developed, the City will request proposals from civil engineering firms to develop construction plans and specifications.

12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752
951.361.0900 |
eastvaleca.gov
149
Background
This project is not reducing the number of driving lanes. In fact, this project will be adding addi2onal lanes and turn pockets at narrow corridor, between Scholar and Sumner, and improve awkward intersec2on geometry at Schleisman and Sumner intersec2on. See ABachment 3 - Schleisman Multi-use Project Limit.

On February 26, 2020 City Council Approved Conceptual Design & Planning Company as a Professional On-Call Services Consultant for the area of Landscape Architecture. The approved on- call agreement with CDPC is not to exceed $350,000. $250,000 of that can be used for landscape architectural services and $100,000 can be used for placemaking services.

Task Orders approved for CDPC work are listed below:

Task Order A1
Hamner Place Landscape - Final Walk
$ 800
Task Order A2
Landscape Plan Maintenance Guidelines
$ 3,500
Task Order A3
I-15 Preliminary Landscape Plan
$ 3,000
Task Order A4
I-15 Conceptual Landscape Plan
$20,000
Task Order A5
Hamner Place Slope Landscape Plan Revision
$ 2,000

Total
$29,300

The staﬀ recommends the City Council to approve Task Order A-6 for Schleisman Road Trail Conceptual Plan in the amount of $114,000. The total of the task orders including A-6 is within the approved not to exceed amount.

Environmental
Approval of the contract is not a project and is exempt from the requirements of the California Environmental Quality Act (CEQA). An environmental determina2on will be required prior to construction of the project.

Strategic Plan Action - Priority Level: N/A
| Target #: 5
| Goal #: 3
Plan for landscape, roads and street maintenance
Fiscal Impact
There is suﬃcient amount budgeted in the Capital Improvement Project #93027 - Schleisman Road Mobility, Safety and Connectivity Project in the Measure A Fund (210-510-6660).

Prior City Council/Commission Action
February 26, 2020 City Council approved the On-Call Professional Services Consultants which included Conceptual Design & Planning Company.

January 26, 2022 City Council was presented with approval of Task Order A-6 with CDPC for the Schleisman Trail Concept Development and decided to move the item to future City Council date.

Attachment(s)
Attachment 1 - CDPC Agreement

Attachment 2 - Task A-6 CDCP
12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752
951.361.0900 |
eastvaleca.gov
150
Attachment 3 - Schleisman Multi-use Project Limit

12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752
951.361.0900 |
eastvaleca.gov
151

AGREEMENT FOR ON-CALL PROFESSIONAL SERVICES
[LANDSCAPE ARCHITECTURE; PEACEMAKING]
This Agreement for On-Call Professional Services ("Agreement") Is entered Into as of this \4- day of . 2020 by and between the City of Eastvale, a municipal corporation ("City") and Conceptual Design and Planning Company, a California corporation ("Contractor"). City and Contractor are sometimes hereinafter Individually referred to as "Party" and hereinafter collectively referred to as the "Parties."

RECITALS
A. City has sought, by request for qualifications the performance of the services defined and described particularly In Section 2 of this Agreement.

B. Contractor, following submission of Its qualifications for the performance of the services defined and described particularly In Section 2 of this Agreement, was selected by the City to be eligible to perform those services as needed and requested by the City.

C. The Parties desire to formalize the selection of Contractor for performance of those services defined and described particularly In Section 2 of this Agreement and desire that the terms of that performance be as particularly defined and described herein.

OPERATIVE PROVISIONS
NOW, THEREFORE, In consideration of the mutual promises and covenants made by the Parties and contained here and other consideration, the value and adequacy of which are hereby acknowledged, the Parties agree as follows:

SECTION 1. TERM OF AGREEMENT.

Subject to the provisions of Section 20 "Termination of Agreement" of this Agreement, the Term of this Agreement Is for three years commencing on the date first ascribed above. City may extend the Term of this Agreement two times for one year each time, for a total potential term of five years.

SECTION 2. SCOPE OF SERVICES & SCHEDULE OF PERFORMANCE. (a) Scope of Services. Contractor agrees to perform landscape architecture and placemaking services (hereinafter, the "Services") as requested and authorized by -theXlty^When the-Clt>Ldeslres-to utlllze-Contractor-for ServlGeSi-the-Clty-wlll Issue-a- Task Order that Includes a Scope of Services to be performed and the compensation to be paid for the Services within the Task Order. Each Task Order shall be attached to this Agreement In Exhibit "A" (e.g., the first Task Order will be Exhibit "A-1", the second Exhibit "A-2," etc.). Each Task Order Is made a part of this Agreement by this reference.
-1
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PREPARED FOR:

City of Eastvale
Public Works Department
12363 Limonite Avenue, Suite 910
Eastvale, California 91752

12.15.21 SUBMITTED BY:

Conceptual Design and Planning Company
3195-C Airport Loop Drive
Costa Mesa, California 92626

PROPOSAL FOR

PROFESSIONAL DESIGN SERVICES FOR THE

SCHLEISMAN ROAD

MOBILITY , SAFETY AND CONNECTIVITY PROJECT
www.cdpcinc.com
PROPOSAL NO. 21-073
172
C D P C | PROPOSAL | SCHLEISMAN ROAD MOBILITY , SAFETY AND CONNECTIVITY PROJECT PAGE | 2 Task 1. Project AdministraƟ on and CoordinaƟ on
Provide assistance in coordinaƟ ng project meeƟ ngs with the stakeholders, business owners and residents.

Provide coordinaƟ on with Webb Associates for the purpose of developing mee Ɵ ng agendas and a Ʃ endance (a Ʃ endance shall be out- lined per each task).

Provide assistance to develop the project schedule.

Task 2. Due Diligence
Review the City of Eastvale trails/pedestrian connecƟ ons as they pertain to project scope area.

Meet with the City of Eastvale and Stakeholders to review the proposed project.

Overall CreaƟ ve Plan Guidance to Project Infrastructure – Provide a though ƞ ul and non-linear perspec Ɵ ve on the overall plan of East- vale’s growth and direcƟ on. Contribute ideas that might not ordinarily be revealed and thereby build a stronger community.

Visioning/Mood Boards to Guide Development Look/Feel/Purpose – Study and shape the experience for residents and visitors of Eas t- vale by developing a ‘visual storyline’ that informs the direcƟ on of the project.

NavigaƟ onal Markers and Wayﬁ nding – Visually build a system of markers that can provide not only informaƟ on, but beauƟ fy and engage the user experience.

Experience Design of Public Ac Ɵ vaƟ on Spaces – Develop permanent and temporary experiences, places of interac Ɵ on, and places of acƟ ve and passive beauty within the infrastructure of Eastvale.

ConnecƟ vity of Pedestrian & Vehicular notes – Build a framework that connects criƟ cal elements of Eastvale. Create corridors that allow Eastvale to access various points of usage and interests within the City. The result would be less stress, keep residents in place and draw new residents looking for this type of experience.

Obtain from the City of Eastvale exisƟ ng condiƟ ons street improvement plans.

Task 4.I Conceptual Landscape Plan
To aid in the development of the landscape design. The services in this secƟ on will include the following:

Discuss the project goals with the City of Eastvale and the project design team.

Provide analyses of the following program elements:
• Site constraints.
• Visual constraints.
• Pedestrian/vehicular circula Ɵ on interface.
• Solar orienta Ɵ on.
• Retail interface.
• Sense of place.
• Gathering space.
• Connec Ɵ vity.
• Opportuni Ɵ es.

Obtain project planning data including architectural, applicable City of Eastvale plan requirements, exis Ɵ ng site plan informa Ɵ on, and exisƟ ng topographic.

Prepare two (2) 60-scale conceptual design indicaƟ ng locaƟ on of design elements and pedestrian/vehicular circulaƟ on. The conceptual design is to communicate the proposed design intent and to develop the iniƟ al design.

AƩ end and parƟ cipate in a Design CharreƩ e/Workshop to review the proposed design alternaƟ ves with the City of Eastvale.

Prepare a reﬁ ned 60-scale conceptual illustraƟ ve landscape plan indicaƟ ng locaƟ on of design elements and pedestrian/vehicular circula- Ɵ on. Review the illustraƟ ve landscape plan with the City and project design team to discuss the ﬁ nal design intent. Upon review, provide modiﬁ caƟ ons necessary to the conceptual illustraƟ ve landscape plan for City review and approval.

Provide overall design input to depict the exisƟ ng streetscape with the proposed development.

PROJECT TASKS
173
C D P C | PROPOSAL | SCHLEISMAN ROAD MOBILITY , SAFETY AND CONNECTIVITY PROJECT PAGE | 3 Provide a colored, rendered plan for presentaƟ on to the City and the project design team.

Coordinate exisƟ ng light standard and pedestrian ﬁ xtures with the team for the purpose of conﬁ rming selecƟ on.

Provide image board depicƟ ng proposed site ameniƟ es and landscape plant paleƩ e.

This secƟ on includes a total of two (2) addi Ɵ onal 4-hour project mee Ɵ ngs and or teleconferences. Addi Ɵ onal meeƟ ngs or Ɵ me other than as described shall be billed at the hourly rates indicated.

Task 4.II – SchemaƟ c Landscape Plan
To aid in the further development and reﬁ nement of the conceptual plan. The services in this secƟ on will include the following.

Review any updates to the conceptual site plan with the City, project design team, and project stakeholders.

Prepare six (6) 20-scale enlargements of the preliminary landscape plan indicaƟ ng locaƟ on of proposed hardscape elements, pedestrian circulaƟ on, site furnishings, and planƟ ng concepts. The following elements shall be included in the Full SubmiƩ al:
• Trees, shrubs, and groundcover areas or other so Ō scape elements. • Pedestrian interface (typical).
• Pedestrian gathering (typical).
• Site furnishings.
• Site ameni Ɵ es.
• Intersec Ɵ on (typical).
• Sec Ɵ ons (4).

Provide four (4) presentaƟ on exhibits and video for the proposed Master Plan Pedestrian/Walkable Eastvale streetscape.

Provide colored full size and reducƟ on of the schemaƟ c landscape presentaƟ on plan for presentaƟ on to the City and the project design team.

Provide image board depicƟ ng proposed site ameniƟ es and landscape plant paleƩ e.

Provide esƟ maƟ on of cost for a typical block secƟ on based on the proposed design.

This secƟ on includes a total of two (2) 4-hour project mee Ɵ ngs and or teleconferences. AddiƟ onal meeƟ ngs or Ɵ me other than as de- scribed shall be billed at the hourly rates indicated.

PROJECT TASKS
174

Fee Exhibit

Conceptual Design and Planning Company Hourly Rates
Principal $180.00
Associate Principal $170.00
Director of Design $160.00
Associate Landscape Architect $150.00
Senior Landscape Architect $140.00
Branding/Wayfinding Principal $120.00
Senior Project Manager $120.00
Project Manager $110.00
Job Captain $100.00
Senior Draftsman $ 90.00
Draftsman $ 80.00
Clerical $ 70.00

Conceptual Design and Planning Company Fees
Task 1.0 – Project Administration and Coordination $ 12,000.00 Task 2 – Records and Base Map $ 12,000.00
Task 4.I – Conceptual Landscape Plan $ 65,000.00 Task 4.II – Schematic Landscape Plan $ 25,000.00 Total: $114,000.00
175

CONCEPTUAL DESIGN AND PLANNING COMPANY
SÊçã«ÙÄ C½®¥ÊÙÄ® O¥¥®
3195-C Airport Loop Drive, Studio One
Costa Mesa, California 92626
T 949.399.0870
CÄãÙ½ C½®¥ÊÙÄ® O¥¥®
6659 Morro Road
Atascadero, California 93422
T 805.466.3385
SÊçã«ÙÄ Nò O¥¥®
8275 S. Eastern Avenue, Suite 114
Las Vegas, Nevada 98123
T 702.818.1223
www.cdpcinc.com
To evoke a feeling.

Enhance an experience.

Enrich a life.

C D P C | PROPOSAL | SCHLEISMAN ROAD MOBILITY , SAFETY AND CONNECTIVITY PROJECT 176
Hamner Ave
Archibald Ave
Harrison Ave
Sumner Ave
Scholar Way
Moonflower Dr
Cedar Creek Rd
Quarter Horse Dr
Raymond Dr
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177
Raymond Dr
Dairy St
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Hamner Ave
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