Exeter City Council
October 28, 2025

EXETER CITY COUNCIL

REGULAR MEETING AGENDA
October 28, 2025, 6:30 PM
City Hall, 137 North F Street
Exeter, California 93221
Mayor
Jacob Johnson
Mayor Pro Tem
Jeff Wilson
Council Members
Vicki Riddle
Frankie Alves
Bobby Lentz
Notice is hereby given that the Exeter City Council will hold a Regular Meeting on Tuesday, October 28, 2025, at 6:30 p.m. in person at Exeter City Hall located at 137 N. F St. in Exeter California, 93221.

Staff Reports related to items on the agenda are available on the City’s website at https://cityofexeter.ca.gov/ and available for viewing at City Hall. 6:30 p.m.

A. CALL TO ORDER CLOSED SESSION
B. PUBLIC COMMENTS REGARDING CLOSED SESSION MATTERS
Comments from the public are limited to items listed on the closed session matters (GC 54954.3a). Speakers will be allowed three (3) minutes. Please begin your comments by stating your name and providing your City of residence.

C. ADJOURN TO CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION(S)

1. Conference with Legal Counsel
Re: Significant Exposure to Litigation – Two (2) Cases: Facts Not Known to Potential Plaintiff
7:00 p.m.

D. CALL TO ORDER REGULAR SESSION
E. INVOCATION
Presented by Mayor Johnson
F. PLEDGE OF ALLEGIANCE
October 28, 2025 Regular Meeting of the Exeter City Council

G. PUBLIC COMMENTS
This is the time for citizens to comment on subject matters that are not on the agenda that are within the jurisdiction of the Exeter City Council. In compliance with public meeting laws, Council cannot discuss topics that are not included on the published agenda. This is also the time for citizens to comment on items listed on the Consent Calendar or to request an item from the Consent Calendar be pulled for discussion purposes. Public comments related to all pulled Consent Calendar Items and all Individual Business or Public Hearing Items that are listed on this agenda will be heard at the time that item is discussed or at a time the Public Hearing is opened for comment.

In fairness to all who wish to speak tonight, comments shall be limited to five (5) minutes for each individual, ten (10) minutes for an individual representing a group, and thirty (30) minutes overall for the entire public comment period, unless otherwise indicated by the Mayor. Although not required, speakers are asked to begin their comments by stating their name and city of residence.

H. SPECIAL PRESENTATIONS

1. Oath of Office for Police Officers Morales and Hernandez (pp. 5 – 6) Presented by Mayor Johnson

2. Employee of the Quarter Recognition of Anthony Tobias (pp. 7 – 8) Presented by Jason Ridenour, City Administrator
I. CONSENT CALENDAR
Items listed under the Consent Calendar are considered routine and will be enacted by one motion. There will be no separate discussion of these matters unless a request is made and then the item will be removed from the Consent Calendar to be discussed and voted upon by a separate motion.

1. Approval of October 14, 2025, Regular Meeting Minutes (pp. 9 – 13)

2. Approval of the Payment of Bills for October 3, 2025 (pp. 14 – 20)

3. Approval of Payroll in the Amount of $91,724.25 for the Period of September 8, 2025, to September 21, 2025, with a Check Date of September 26, 2025 (pp. 21 – 28)

4. City Treasurer’s Report for September 2025 (pp. 29 – 32)

5. Authorize the City Administrator to Approve Partial Street Closures in the Downtown Area for the Weekly Thursday Night Christmas Open House Events Taking Place December 4, 11, and 18, 2025 (pp. 33 – 35)

6. Approval of a Special Event and Temporary Street Closure for the Inaugural Santa Beer Mile Race on Saturday December 20, 2025, from 7:00 a.m. to 11:00 a.m. (pp. 36 – 41)

7. Approval of a Special Event, Facility Use and Traffic Control for FYE Events Host a 10K, 2- Mile, and Kids Foot Race on Various City Streets on Saturday, November 15, 2025, Between the Hours of 6:00 a.m. and 10:30 a.m., Subject to the Terms and Conditions Provided (pp. 42 – 52)
October 28, 2025 Regular Meeting of the Exeter City Council

8. Approval of a Temporary Street Closure Request and Fee Waiver from Rocky Hill Community Church for an Event on December 24, 2025, from 2:00 p.m. to 7:00 p.m. (pp. 53 – 58)

9. Authorization for Public Works Staff to Purchase Two (2) Hach AS950 Samplers in the amount of $22,219.36 for the City’s Wastewater Treatment Plant (pp. 59 – 65) J. INDIVIDUAL BUSINESS ITEMS
Comments related to Individual Business and Public Hearing Items are limited to three (3) minutes per speaker, for a maximum of 30 minutes per item. The Mayor may reasonably limit or extend the public comment period to preserve the Council's interest in conducting efficient, orderly meetings.

1. Public Hearing to adopt Ordinance No. 718 approving Zone Change No. 2025-01, to change to existing zone from “CS” (Service Commercial) Zone District to “CC” (Central Commercial) Zone District to allow the operation of a restaurant located at 258 W. Pine Street, Exeter, CA (APN: 135-101-013) (pp. 66 – 75)
Presented by Tom Navarro, Contract Senior City Planner

2. Award of Contract for City of Exeter Request for Bids (RFB) No. 25-04 – Landscape Maintenance Services for Parks and Public Buildings to BrightView Landscape Maintenance, Authorization for Staff to Execute the Contract and Appropriation of Necessary Funds (pp. 76 – 167)
Presented by Zachary Boudreaux, Public Works Director
K. CITY COUNCIL ITEMS OF INTEREST
L. CITY ADMINISTRATOR/DEPARTMENT COMMENTS
M. REGULAR MEETING ADJOURNMENT
State of California )
County of Tulare ) ss.

City of Exeter )
I declare under penalty of perjury that I am employed by the City of Exeter, in the Administrator’s Office; and that I posted this Agenda on the bulletin board outside of City Hall 137 N. F St. Exeter CA 93221 on October 24, 2025, and online on the City of Exeter website. _______________________________________________
Francesca Quintana, City Clerk
October 28, 2025 Regular Meeting of the Exeter City Council

In compliance with the Americans with Disabilities Act, and the California Ralph M. Brown Act, if you need special assistance to participate in this meeting, or to be able to access this agenda and documents in the agenda packet, please contact the City Clerk (559)592-9244. Notification prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting and/or provision of an appropriate alternative format of the agenda and documents in the agenda packet. (28 CFR 35.102-35. 104 ADA Title II).

Materials related to an item on this Agenda submitted to the legislative body after distribution of the agenda packet are available for public inspection at City of Exeter, Administration Office 314 W. Firebaugh, Exeter CA 93221 during normal business hours.

October 28, 2025 Regular Meeting of the Exeter City Council

Oath of Office
I, Skyleena Morales, do solemnly swear that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter.

Skyleena Morales, Police Officer
State of California )
County of Tulare ) ss.

City of Exeter )
Subscribed and sworn before me this 28th of October 2025.

Francesca Quintana, City Clerk
October 28, 2025 Regular Meeting of the Exeter City Council

Oath of Office
I, Andy Hernandez, do solemnly swear that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter.

Andy Hernandez, Police Officer
State of California )
County of Tulare ) ss.

City of Exeter )
Subscribed and sworn before me this 28th of October 2025.

Francesca Quintana, City Clerk
October 28, 2025 Regular Meeting of the Exeter City Council

Office of the Mayor
Address: PO Box 237, Exeter, CA 93221
Phone: (559)592-9244
City of Exeter Employee of the Quarter
Accounting Assistant Anthony Tobias
Anthony joined the City of Exeter on May 20, 2024, as an Accounting Assistant. In this short time, he has become one of the most respected and admired members of the Finance Department. Known throughout the organization for his outstanding work ethic and eagerness to learn, Anthony continually strives to expand his knowledge and take on new challenges.

Over the past year and a half, Anthony has successfully taken on key responsibilities including Accounts Payable, Utility Billing, Bank Deposits, and Business Licensing - some of the most intricate and vital functions within the department. He approaches every task with diligence and professionalism, ensuring accuracy and efficiency in all that he does.

During a period when the Finance Department has faced significant staffing shortages, Anthony has been instrumental in keeping operations running smoothly. He consistently steps up to support his colleagues and take on additional duties when needed. As his teammates often say, “He was the missing piece to the puzzle.” His reliability, teamwork, and pride in his work make him an invaluable asset to the City.

We extend our deepest gratitude to Anthony for his outstanding service and commitment to excellence. Congratulations on being named Employee of the Quarter—an honor truly well deserved!
October 28, 2025 Regular Meeting of the Exeter City Council

Anthony Tobias

EMPLOYEE OF THE QUARTER
This certificate is proudly presented to : MAYOR PRO TEM WILSON In recognition of your outstanding dedication, professionalism, and commitment to excellence.

Your hard work, positive attitude, and willingness to go above and beyond have made a lasting impact on the Finance Department and the City of Exeter. Thank you for your exceptional service and teamwork. Congratulations on being selected as Employee of the Quarter! Awarded this 28 day of October in recognition of his exceptional contributions. th MAYOR JOHNSON Accounting Assistant COUNCIL MEMBER RIDDLE COUNCIL MEMBER LENTZ COUNCIL MEMBER ALVES October 28, 2025 Regular Meeting of the Exeter City Council

EXETER CITY COUNCIL

REGULAR MEETING AGENDA

ACTION MINUTES
October 14, 2025, 6:00 PM
City Hall, 137 North F Street
Exeter, California 93221
Mayor
Jacob Johnson
Mayor Pro Tem
Jeff Wilson
Council Members
Vicki Riddle
Frankie Alves
Bobby Lentz
Notice is hereby given that the Exeter City Council will hold a Regular Meeting on Tuesday, October 14, 2025, at 6:00 p.m. in person at Exeter City Hall located at 137 N. F St. in Exeter California, 93221.

Staff Reports related to items on the agenda are available on the City’s website at https://cityofexeter.ca.gov/ and available for viewing at City Hall. 6:00 p.m.

A. CALL TO ORDER CLOSED SESSION
Mayor called the closed session to order at 6:00 p.m.

B. PUBLIC COMMENTS REGARDING CLOSED SESSION MATTERS
No public comments were presented.

C. ADJOURN TO CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION(S)

1. Case No. VCU30318254956.9(d)(2) Conference with Legal Counsel Re: Significant Exposure to Litigation – One (1) Case: Facts Not Known to Potential Re: Significant Exposure to Litigation – One (1) Case: Letter from State of California Housing and Community Development (HCD) dated 10/8/25.

2. 54956.9(d)(1) Conference with Legal Counsel
Re: Existing Litigation – One (1) Case: City of Exeter v. Sandra Kay Bumgarner, et al., Tulare County Superior Court No. VCU323368

3. 54956.9(d)(4) Conference with Legal Counsel
Re: Potential Initiation of Litigation – Two (2) Cases

4. 54956.9(d)(4) Conference with Legal Counsel
Re: Anticipated Litigation – One (1) Case
7:00 p.m.

October 28, 2025 Regular Meeting of the Exeter City Council

D. CALL TO ORDER REGULAR SESSION
Mayor Johnson called the regular session to order at 7:00 p.m. City Attorney reported that there was no reportable action from the Closed Session.

E. INVOCATION
Presented by Mayor Johnson.

F. PLEDGE OF ALLEGIANCE
Led by Council Member Alves.

G. PUBLIC COMMENTS
Public comment from Kirk Gilles. Gilles is the City’s Measure R Representative and provided information regarding the recent meeting.

H. CONSENT CALENDAR
Items listed under the Consent Calendar are considered routine and will be enacted by one motion. There will be no separate discussion of these matters unless a request is made and then the item will be removed from the Consent Calendar to be discussed and voted upon by a separate motion.

1. Approval of September 23, 2025, Regular Meeting Minutes (pp. 5 – 8)

2. Approval of the Payment of Bills for September 19, 2025 (pp. 9 – 15)

3. Approval of Payroll in the Amount of $88,332.27 for the Period of August 25, 2025, to September 7, 2025, with a Check Date of September 12, 2025 (pp. 16 – 23)

4. Acceptance of a Notice of Completion for Request for Bids (RFB)25-003 Downtown Streetlight Installation Project and authorize the City Clerk to file the Notice with Tulare County Recorder’s Office (pp. 24 – 26)

5. Approval of the Purchase of 510 Tons of Compost from Mid Valley Disposal of Kerman, CA in the Amount of $16,563.18 as Required Under Senate Bill (SB) 1383 to Meet the City of Exeter’s 2025 Procurement Target (pp. 27 – 29)

6. Approval of Amendment No. 1 to Professional Services Agreement for Contract Services for the City of Exeter’s Wastewater Treatment Plant and Water Distribution System with Central Cal Waterworks Inc. extending contracted services through January 31, 2026 (pp. 30 – 46)

7. Quarterly Update of the Internal Review for City of Exeter Landscape and Lighting Maintenance Assessment Districts (LLMADs) (pp. 47 – 48)

8. Adoption of Resolution No. 2025-42, A Resolution of the City Council of the City of Exeter Accepting State Transit Assistance (STA) Credit and State of Good Repair (SGR) Credit from the Tulare County Regional Transit Agency (TCRTA) (pp.49 – 52) October 28, 2025 Regular Meeting of the Exeter City Council

Approval of Consent Calendar
1st 2nd Result JONHSON WILSON ALVES RIDDLE LENTZ
JOHNSON ALVES (5-0) AYE AYE AYE AYE AYE
I. INDIVIDUAL BUSINESS ITEMS
Comments related to Individual Business and Public Hearing Items are limited to three (3) minutes per speaker, for a maximum of 30 minutes per item. The Mayor may reasonably limit or extend the public comment period to preserve the Council's interest in conducting efficient, orderly meetings.

1. Consider Appointments of Committee Members for the Measure P Citizens Oversight Committee (pp. 53 – 63)
Presented by Francesca Quintana, City Clerk/Human Resources Manager Council Member Lentz stepped down from the dias and recused himself and abstained from this item due to a conflict.

Mayor opened the item up for public comment. No public comment was presented.

Approval to Appoint Brittney Shull, Lisa Lentz, Patricia Thompson, and PK Whitmire to the Measure P Citizens Oversight Committee for a 4-year Term ending January 2029. 1st 2nd Result JONHSON WILSON ALVES RIDDLE LENTZ
ALVES WILSON (4-0) AYE AYE AYE AYE ABSTAINED
After the vote, Council Member Lentz resumed his seat at the dias.

2. Consider City Council Meeting Schedule Adjustments for November and December 2025 (pp.64 – 66)
Presented by Jason Ridenour, City Administrator
Discussion was held regarding schedule adjustments for November and December City Council Meetings.

Approval to Adjust Schedule of Regular City Council Meetings for November and December 2025 as Discussed; Cancel Regularly Scheduled Meetings on November 11, November 25, and December 23, 2025 and Schedule Special Meeting if Necessary at Later Date.
1st 2nd Result JONHSON WILSON ALVES RIDDLE LENTZ
JOHNSON WILSON (5-0) AYE AYE AYE AYE AYE

3. Consider Comprehensive Updates to Title 6 of the City of Exeter Municipal Code (Animals) (pp. 67 – 173)
Presented by Julia Lew, City Attorney
October 28, 2025 Regular Meeting of the Exeter City Council

Mayor opened the item up for public comment.

No public comment was presented.

Approval to Schedule a Public Hearing Regarding Comprehensive Updates to Title 6 of the City of Exeter Municipal Code on December 9, 2025.
1st 2nd Result JONHSON WILSON ALVES RIDDLE LENTZ
ALVES RIDDLE (5-0) AYE AYE AYE AYE AYE
J. CITY COUNCIL ITEMS OF INTEREST
Council Member Alves reported attending the Ms. Exeter Coronation and thanked the sponsors who supported the participants. He also attended Family Fun Night, which had a great turnout, and the Fall Festival Parade, which he noted was a huge success with positive feedback from the community. Alves also commented on the recent rainfall.

Council Member Wilson shared that he attended the Ms. Exeter Coronation, and the Pints, Pizza, and Puzzles event. He also attended the League of California Cities Annual Conference and Expo and thanked staff for their preparation and guidance. Council Member Wilson attended the Fall Festival Parade, noting it was a great weekend and thanked staff for their hard work, especially behind the scenes.

Council Member Riddle echoed the positive comments shared by her fellow Council Members and thanked City staff for their continued support and communication before and during recent events. She shared that she enjoyed participating in the Fall Festival Parade and appreciated the City’s float. Council Member Riddle reported that TCAG met and provided an update on the Street Corridor project, with project delivery timing to be determined. She thanked the Council for their support and the City Administrator for fostering strong relationships with regional partners. She also met with Caltrans to discuss a proposed sign, which she said would be a wonderful addition near Highway 198. Council Member Riddle also attended the Water Commission meeting. Additionally, she discussed the idea of creating a three-park loop to connect City Park, Joyner Park, and Mixter Park. Council Member Riddle noted she visited Mandarin House on its final night of business and thanked Kirk Gilles for his dedicated service on the Measure R Committee.

Council Member Lentz stated that he enjoyed the Fall Festival Parade, noting that it was wellattended and a fun event for the community.

Mayor Johnson reported that he participated in the Pints, Pizza, and Puzzles event. He expressed that the Fall Festival was an amazing event and thanked City staff for their outstanding work in organizing and supporting it. He concluded by stating that it is an exciting time to be part of the City of Exeter.

October 28, 2025 Regular Meeting of the Exeter City Council

K. CITY ADMINISTRATOR/DEPARTMENT COMMENTS
City Administrator, Public Works Director, Chief of Police, Finance Director, City Attorney and City Clerk/Human Resources Manager provided comments/reports.

L. REGULAR MEETING ADJOURNMENT
Mayor adjourned the meeting at 8:10 p.m.
_________________________
Francesca Quintana, City Clerk
October 28, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

October 28, 2025
Wording for Agenda:

Approval of the Payment of Bills for October 3, 2025.

Submitting Department:

Finance
Contact Name:

Eekhong Franco, Finance Director
Staff recommends that the City Council approve the payment of bills in the amount of $1,029,039.13 dated October 3, 2025.

The Finance Department has reviewed and compiled invoices and expenses for city operations for approval by the City Council, which are summarized and attached to this report. This action authorizes the disbursement of funds for routine and approved expenditures necessary to continue city services.

The payment of bills is a recurring action presented to the City Council to ensure transparency and fiscal oversight of city expenditures. The item reflects payments made for various city services, supplies, utilities, and obligations incurred in the normal course of business. All bills have been reviewed by the Finance Department and are within budgeted appropriations. • Total amount: $1,029,039.13
• Funding sources: Various city departmental budgets
• Budget implications: All payments are within the approved Fiscal Year 2025–2026 budget. No additional appropriations are necessary.

For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
__J.R___
Agenda Item Number: I.2.

Department Recommendation:

Summary:

Background:

Fiscal Impact:

October 28, 2025 Regular Meeting of the Exeter City Council

The City Council routinely approves payment of bills during regular meetings. This item is part of the standard financial reporting and authorization process. • Payments for Publication Report dated October 3, 2025.

I move to approve the payment of bills in the amount of $1,029,039.13 dated October 3, 2025.

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

October 28, 2025 Regular Meeting of the Exeter City Council

AVENU FINANCIAL SYSTEM CITY OF EXETER
10/06/2025 14:59:41 Payments for Publication GL050S-V08.22 COVERPAGE GL335R
Report Selection:

Run Group... 100325 Comment... CHECK RUN 10/03/25
Approval Date for Report........... 10 03 2025
Payments Through Date.............. 10 03 2025
Cutoff Amount to be Used........... 0000000
RUN GROUP... 100325 COMMENT... CHECK RUN 10/03/25

DATA-JE-ID DATA COMMENT
-------------- ------------------------
D-10032025-152 CHECK RUN 10/03/2025
Run Instructions:

Jobq Banner Copies Form Printer Hold Space LPI Lines CPI CP SP RT L 01 LASERHP4 Y S 6 066 10
October 28, 2025 Regular Meeting of the Exeter City Council

AVENU FINANCIAL SYSTEM CITY OF EXETER
10/06/2025 14:59:41 Payments for Publication GL335R-V08.22 PAGE Approved on 10/03/2025 for Payments Through 10/03/2025
Vendor Name Description Amount
ACLARA TECHNOLOGIES LLC MTU WTR OD2 ENCDR 1P RNG 1,930.31 ADVENTIST HEALTH TULARE AUG LAB FEES 361.00
ARZOLA/ EUFEMIA UB DEPOSIT REFUND 97.27
AT&T AUG 2025 LIVESCAN 419.94
BANC OF AMERICA LEASING PAYMENT 45 PRINCIPAL 46,351.61
BLUE SHIELD OF CALIFORNIA 10/01/25-10/31/25 42,108.56
C.L.E.A. SEP 2025 LT DISABILITY 288.00
CAL APPAREL INC YOUTH FOOTBALL TSHIRT 3,569.25
CITY OF EXETER 8/18-9/18/25 WILDROSE 2 4,045.71
CITY OF VISALIA OCT 2025 ANIMAL SERVICE 18,563.03
CIVICA LAW GROUP, APC AUG 528 D ST CODE ENFORC 7,223.20 CIVICPLUS, LLC REC MGT ANNUAL FEE 6,171.12
CONSOLIDATED ELECTRICAL DISTRI WALLPLATE 1G 1-DUP IV 49.37 COUNTY OF TULARE AUG MAIL MONTHLY BILL 8,451.71
CSJVRMA 25/26 2ND QTR WRKRS COMP 119,068.00
CULLIGAN SEP FD WTR SERVICE 223.65
DEPT OF JUSTICE AUG FINGERPRINTS 66.00
DIVISION OF STATE ARCHITECT JUL-SEP 25 $4 DSA FEE 27.20 DOOLEY ENTERPRISES INC 9MM 124GR RANGER T-SER 480.56
EMPLOYER DRIVEN SOLUTIONS OCT 2025 CLAIMS 9,221.54
ESPINOLA/DANIEL WHITE PAINT-PD BUILDING 142.64
EXETER MOTORS, INC. EMERG TRANSM REP-ENG 11 10,553.10
EXETER PLUMBING CO. BACKED UP DRAIN-SINK 385.00
FRONTIER CALIFORNIA INC. 5139-9/14/25-10/13/25 722.20
FUSION CONNECT, INC 0966- 9/18/25-10/17/25 552.38
GLASS SHOP/THE CH PUBLIC RESTROOM WINDO 592.01
GREEN BOX RENTALS INC 9/15/25-10/14/25 STRGE C 228.38
HUGGINS/ KYLE ANNUAL BOOT REIMBURSEMEN 250.00
LEHR/ JOYCE UB DEPOSIT REFUND 90.81
MARTINEZ/ MARTIN UB DEPOSIT REFUND 120.00
MCFALL/ AMBER UB DEPOSIT REFUND 112.05
MCGRATH RENTCORP & SUBSIDIARIE 9/22-10/21/25 PD RENT 1,310.96 MID VALLEY DISPOSAL, LLC SEP 2025 MID VALLEY 122,401.90 MINERAL KING PUBLISHING INC 9/10 PN1151-37 CLOS CDBG 960.30 PACE SUPPLY CORP. TYPE K SOFT COPPER WIRE 5,775.67
PRINCIPAL LIFE INSURANCE CO. OCT PREMIUM-29 4,388.61
PROVOST & PRITCHARD AUG 2025 TOOLEVILLE INTE 343,199.10 QUAD KNOPF ENGINEERING 240061-FIREBAUGH REHAB 33,752.31 QUINTANA/ FRANCESCA PER DIEM-25 ANNUAL CONFE 146.20
RIDENOUR/ JASON PER DIEM-25 ANNUAL CONFE 146.20
SERVIAM BY WRIGHT LLP AUG 2025-333 PALM 739.20
SIERRA RANGE CONSTRUCTION PD BLDG REMODEL-APP 8 155,536.94 SOUTHERN CALIFORNIA EDISON 9143-8/11/25-9/9/25 55,197.09 SOUTHERN CALIFORNIA GAS CO. 1600-8/26/25-9/25/25 253.69 STANDARD INSURANCE CO. OCT 2025 LIFE INSURANCE 2,345.40 STATE WATER RESOURCES CONTROL ENFOR FEE 7/1/24-6/30/25 158.00 SUNBELT RENTALS, INC. 6X6X11 SOLIDS VAC PUMP 524.40
TPG PROPERTIES INC CITY PRK IRRIGATION AUDI 5,765.00
October 28, 2025 Regular Meeting of the Exeter City Council

AVENU FINANCIAL SYSTEM CITY OF EXETER
10/06/2025 14:59:41 Payments for Publication GL335R-V08.22 PAGE Approved on 10/03/2025 for Payments Through 10/03/2025
Vendor Name Description Amount
UNIVAR SOLUTIONS USA INC SEP SOD HYPO 1906 MYER 6,255.19 USA BLUEBOOK HYDRANT METER CUBIC 1,127.91
VERIZON WIRELESS PD 7/29/25-8/28/25 1,072.35
WALTMAN/ EDWARD UB DEPOSIT REFUND 32.51
4CREEKS, INC 22164 EXETER CITY STANDA 5,484.60
** Final Totals... 1,029,039.13
October 28, 2025 Regular Meeting of the Exeter City Council

AVENU FINANCIAL SYSTEM CITY OF EXETER
10/06/2025 14:59:41 Payments for Publication GL335R-V08.22 PAGE TOTAL NUMBER OF RECORDS PRINTED 190
October 28, 2025 Regular Meeting of the Exeter City Council

AVENU FINANCIAL SYSTEM CITY OF EXETER
10/06/2025 14:59:41 Payments for Publication GL060S-V08.22 RECAPPAGE GL335R
FUND RECAP:

FUND DESCRIPTION DISBURSEMENTS
---- ----------------------------
104 GENERAL FUND 200,772.76
105 WATER FUND 439,936.87
106 SANITATION FUND 123,978.04
107 SEWER FUND 22,694.54
109 GAS TAX FUND 8,873.76
113 TRANSPORTATION FUND 8,086.42
121 INSURANCE FUND 177,132.11
131 MEASURE R 8,086.42
136 ROAD MAINTENANCE REHAB 4,043.20
140 LANDSCAPE AND LIGHTING DISTR 3,467.78
141 MEASURE P 30,902.23
142 AMERICAN RESCUE PLAN ACT 1,065.00
TOTAL ALL FUNDS 1,029,039.13
BANK RECAP:

BANK NAME DISBURSEMENTS
---- ----------------------------
BANK BANK OF THE SIERRA 1,029,039.13
TOTAL ALL BANKS 1,029,039.13
October 28, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

October 28, 2025
Wording for Agenda:

Approval of Payroll in the Amount of $91,724.25 for the Period of September 8, 2025, to September 21, 2025, with a Check Date of September 26, 2025.

Submitting Department:

Finance
Contact Name:

Eekhong Franco, Finance Director
Staff recommends that the City Council approve payroll in the amount of $91,724.25 for the pay period of September 8, 2025, to September 21, 2025, with a Check Date of September 26, 2025.

This item requests City Council approval of payroll expenditures incurred during the pay period of September 8, 2025, to September 21, 2025. Timely approval ensures the city remains compliant with labor obligations and continues uninterrupted compensation to employees.

The City of Exeter processes payroll on a biweekly basis. City Council approval is required for each payroll cycle as part of the city’s fiscal oversight procedures. The current payroll covers all regular full-time, part-time, and temporary employees for the specified pay period. • Total payroll amount: $91,724.25
• Funding source: Approved departmental salary budgets
• Budget implications: Payroll is within the adopted Fiscal Year 2025-2026 budget; no additional funds are required.

For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
__J.R. __
Agenda Item Number: I.3.

Department Recommendation:

Summary:

Background:

Fiscal Impact:

October 28, 2025 Regular Meeting of the Exeter City Council

Payroll approval is a standing item brought to the City Council regularly to ensure accountability and continuity of operations.
• Payroll Register for the period September 8, 2025, to September 21, 2025 I move to approve payroll in the amount of $91,724.25 for the Period of September 8, 2025, to September 21, 2025, with a Check Date of September 26, 2025.

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

October 28, 2025 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-09/25/2025 14.14.43 PAGE 1 CHECK FORM..CHEK CHECK REGISTER PR311R-V14.24 Paymate
PERIOD 2 DATING 9/08/2025- 9/21/2025 CHECK DATE 9/26/2025

DIRECT DEPOSIT IS TURNED ON

CHECK CHECK EMPLOYEE/BANK/VENDOR CHECK

NUMBER AMOUNT NAME CODE SEQ
1750 63.69 CA STATE DISBURSEMENT UN 2 1 VENDOR CHECK
TOTALS FOR CHECK FORM: CHEK

NEGOTIABLE CHECKS COUNTS

0.00 *EMPLOYEE CHECKS 0

63.69 *VENDOR CHECKS 1

0.00 *BANK CHECKS 0

63.69 **TOTAL NEGOTIABLE CHECKS 1

OTHER CHECKS

0.00 *MANUAL CHECKS 0

0.00 *CANCELLED CHECKS 0

63.69 **TOTAL FOR CHECK FORM

NON-NEGOTIABLE CHECKS

0.00 *DIRECT DEPOSIT STUBS 0

0.00 *VENDOR DIR DEP STUBS 0
October 28, 2025 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-09/25/2025 14.14.43 PAGE 2 CHECK FORM..STUB CHECK REGISTER PR311R-V14.24 Paymate
PERIOD 2 DATING 9/08/2025- 9/21/2025 CHECK DATE 9/26/2025

DIRECT DEPOSIT IS TURNED ON

CHECK CHECK EMPLOYEE/BANK/VENDOR CHECK

NUMBER AMOUNT NAME CODE SEQ
54082 175.50 CLOCEA 4 1 VENDOR STUB ONLY
54083 280.00 EXETER POLICE OFFICER AS 3 1 VENDOR STUB ONLY 54084 145.36 EXETER POLICE OFFICER AS 3A 1 VENDOR STUB ONLY 54085 2,233.75 ARIAS/CHRISTINA 730 1 STUB ONLY
54086 2,689.53 QUINTANA FRANCESCA N 742 1 STUB ONLY
54087 4,722.16 RIDENOUR/JASON CHARLES 763 1 STUB ONLY
54088 1,483.34 CARTER/AMY JO 502 1 STUB ONLY
54089 3,920.11 FRANCO/EEKHONG 304 1 STUB ONLY
54090 2,954.39 HERNANDEZ/XOCHITL 306 1 STUB ONLY
54091 1,527.23 MILLER/CATHEY RENE 734 1 STUB ONLY
54092 1,706.76 TOBIAS/ANTHONY JORDAN 746 1 STUB ONLY
54093 411.42 VEGA/ASHLEY MAKAYLA 753 1 STUB ONLY
54094 1,897.36 BROWN/ANDREW EUGENE 762 1 STUB ONLY
54095 2,238.52 BRYANT/EZRA JOSEPH 752 1 STUB ONLY
54096 1,705.32 CARRETERO/VANESSA 402 1 STUB ONLY
54097 3,080.71 GIEFER/MICHAEL DAVID 438 1 STUB ONLY
54098 1,835.20 GREEN GROVE/BRAYDEN TAY 767 1 STUB ONLY
54099 3,195.11 HEINKS/RYAN DAVID 765 1 STUB ONLY
54100 1,316.67 HILL/HANNAH GRACE 747 1 STUB ONLY
54101 1,856.27 LINARES/FRANCISCO JR 772 1 STUB ONLY
54102 1,810.48 MAGANA MARTINEZ JOEL 773 1 STUB ONLY
54103 3,544.65 MOORE/ROBERT HARRY 764 1 STUB ONLY
54104 2,360.58 PRIDEAUX/TRACI 448 1 STUB ONLY
54105 2,617.08 ROBLES JR/EVERARDO 744 1 STUB ONLY
54106 4,344.74 SCHIMPF/ROBERT BRIAN 766 1 STUB ONLY
54107 2,095.44 SHIELDS/ZION 708 1 STUB ONLY
54108 2,367.54 VILLARREAL/ISIDRO 707 1 STUB ONLY
54109 3,097.99 YARBER/ISABEL 422 1 STUB ONLY
54110 1,861.17 ALDRIDGE/GARY 618 1 STUB ONLY
54111 3,537.41 BOUDREAUX/ZACHARY MICHA 756 1 STUB ONLY
54112 2,166.17 ESPINOLA/DANIEL M 602 1 STUB ONLY
54113 291.52 GOLDSTROM/NORMAN 629 1 STUB ONLY
54114 1,840.08 HUGGINS/KYLE AARON 621 1 STUB ONLY
54115 1,589.39 RIVERA/RYAN 733 1 STUB ONLY
54116 1,153.95 WENDT/EDDIE 626 1 STUB ONLY
54117 182.85 ALANIZ/WYATT BLAIN 757 1 STUB ONLY
54118 396.18 BARSS/TYLER ANN 758 1 STUB ONLY
54119 396.18 BUCKLES/HUNTER DAVIN 770 1 STUB ONLY
54120 91.42 DOBBS/JACOB ALLEN 771 1 STUB ONLY
54121 1,565.98 GARVER/ELIJAH 712 1 STUB ONLY
54122 45.71 RUBIO/IVAN 750 1 STUB ONLY
54123 1,804.50 ARROYO/MARIE 623 1 STUB ONLY
54124 1,970.10 MILLAN/MARCUS 622 1 STUB ONLY
54125 1,533.56 QUIROZ/PATRICK P 512 1 STUB ONLY
54126 1,608.70 RAMIREZ/GABRIEL GRACILI 761 1 STUB ONLY
54127 2,087.27 RAMIREZ/JUAN 608 1 STUB ONLY
54128 1,366.43 CARRASCO/MICHAEL 759 1 STUB ONLY
54129 3,546.60 HIFNER/CHRISTOPHER 736 1 STUB ONLY
October 28, 2025 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-09/25/2025 14.14.43 PAGE 3 CHECK FORM..STUB CHECK REGISTER PR311R-V14.24 Paymate
PERIOD 2 DATING 9/08/2025- 9/21/2025 CHECK DATE 9/26/2025

DIRECT DEPOSIT IS TURNED ON

CHECK CHECK EMPLOYEE/BANK/VENDOR CHECK

NUMBER AMOUNT NAME CODE SEQ
54130 1,012.18 O'SHAUGHNESSY/BRIDGET E 751 1 STUB ONLY
TOTALS FOR CHECK FORM: STUB

NEGOTIABLE CHECKS COUNTS

0.00 *EMPLOYEE CHECKS 0

0.00 *VENDOR CHECKS 0

0.00 *BANK CHECKS 0

0.00 **TOTAL NEGOTIABLE CHECKS 0

OTHER CHECKS

0.00 *MANUAL CHECKS 0

0.00 *CANCELLED CHECKS 0

0.00 **TOTAL FOR CHECK FORM

NON-NEGOTIABLE CHECKS
91,059.70 *DIRECT DEPOSIT STUBS 46
600.86 *VENDOR DIR DEP STUBS 3
October 28, 2025 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-09/25/2025 14.14.43 PAGE 4 RECAP BY FUND CHECKS/STUBS/MANUAL/CANC'D PR311R-V14.24 Paymate PERIOD 2 DATING 9/08/2025- 9/21/2025 CHECK DATE 9/26/2025

EMPLOYER FUND HOME WORKED WORKED

CODE CODE TOTALS TOTALS DIR DEP
1 104 76,130.36 55,055.06 55,055.06
1 105 9,004.13 15,071.89 15,071.89
1 106 .00 1,015.09 1,015.09
1 107 .00 11,694.05 11,694.05
1 121 .00 2,298.40 2,298.40
1 141 5,925.21 5,925.21 5,925.21
NOTE--"HOME TOTALS" CHECK AMOUNT CAN BE RECONCILED TO THE FIGURES OF THE FOLLOWING REPORTS:
#1 CALCULATION TOTALS BY HOME FUND (NET PAY + REIMB. EXP.) #2 PAYROLL REGISTER (CHECK AMOUNT)
NOTE--"WORKED TOTALS" CHECK AMOUNT CAN BE RECONCILED TO THE FIGURES OF THE FOLLOWING REPORTS:
#1 CALCULATION TOTALS BY FUND WORKED (NET PAY + REIMB. EXP.) #2 LABOR DISTRIBUTION (NET PAY + REIMB. EXP.)
October 28, 2025 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-09/25/2025 14.14.43 PAGE 5 RECAP BY DEPT CHECKS/STUBS/MANUAL/CANC'D PR311R-V14.24 Paymate PERIOD 2 DATING 9/08/2025- 9/21/2025 CHECK DATE 9/26/2025

EMR FUND DEPT HOME FULL PART TEMP FEMALE

CODE CODE CODE TOTALS EMPLOYEE COUNTS
1 104 402 ADMINISTRATION 9,645.44 3 2
1 104 403 FINANCE 12,003.25 4 1 1 5
1 104 421 POLICE 39,363.66 16 4
1 104 431 STREET 12,439.69 5 2
1 104 471 RECREATION 2,678.32 1 5 1
1 105 461 WATER 9,004.13 5 1
1 141 405 COMM SERVICE OFFICER 1,366.43 1
1 141 421 POLICE 3,546.60 1
1 141 471 RECREATION LEADER 1,012.18 1 1
TOTAL 91,059.70 37 8 1 14
October 28, 2025 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-09/25/2025 14.14.43 PAGE 6 RECAP BY DEPT CHECKS/STUBS/MANUAL/CANC'D PR311R-V14.24 Paymate PERIOD 2 DATING 9/08/2025- 9/21/2025 CHECK DATE 9/26/2025

EMPLOYER FUND HOME WORKED WORKED

CODE CODE TOTALS TOTALS DIR DEP

GRAND TOTALS

NEGOTIABLE CHECKS COUNTS

0.00 *EMPLOYEE CHECKS 0

63.69 *VENDOR CHECKS 1

0.00 *BANK CHECKS 0

63.69 **TOTAL NEGOTIABLE CHECKS 1

OTHER CHECKS

0.00 *MANUAL CHECKS 0

0.00 *CANCELLED CHECKS 0

63.69 ***GRAND TOTAL

NON-NEGOTIABLE CHECKS
91,059.70 *DIRECT DEPOSIT STUBS 46
600.86 *VENDOR DIR DEP STUBS 3
91,660.56 **TOTAL NON-NEGOTIABLE CHECKS 49

NEGOTIABLE CHECKS/NON-NEGOTIABLE CHECKS

0.00 *EMPLOYEE CHECKS 0

63.69 *VENDOR CHECKS 1

0.00 *BANK CHECKS 0
91,059.70 *DIRECT DEPOSIT STUBS 46
600.86 *VENDOR DIR DEP STUBS 3
91,724.25 ***TOTAL NEGOTIABLE & NON-NEGOT 50

0.00 *OTHER CHECKS 0
91,724.25 ***TOTAL NEG, NON-NEG, OTHER CHECKS
TOTAL SEQ 1 FEMALES 14
October 28, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Staff recommends that the City Council receive and file the City Treasurer’s Report for September 2025.

The City Treasurers Report provides a detailed overview of the City’s banking activity and reconciles it back to the general ledger. It also outlines the City’s investment portfolio as of September 30, 2025. The City invests in the California Local Agency Investment Fund (LAIF) and various treasury notes and other liquid investments which are held by US Bank. All investments are managed in accordance with the City’s investment policy and comply with the State of California Government Code Section 53600.

In response to significant negative investment outcomes experienced by several government entities in the 1990s, the State of California developed new investment policies for cities and local agencies to follow. These policies require regular reporting of investments to the governing body.

The Finance Department presents the City’s Treasurer’s Report quarterly to the City Council.

Investments include LAIF, Treasury notes, and certificates of deposit with various maturity dates. As of September 30, 2025, interest rates on Treasury notes and CDs range from 1.62% to

4.40% while the LAIF Fund rate at September 30, 2025, was 4.21%.

For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
__J.R.__
Agenda Item Number: I.4.

Meeting Date:

October 28, 2025
Wording for Agenda:

City Treasurer’s Report for September 2025.

Submitting Department:

Finance
Contact Name:

Eekhong Franco, Finance Director
Department Recommendation:

Summary:

Background:

October 28, 2025 Regular Meeting of the Exeter City Council

Governmental Accounting requires Cities record unrealized gains and losses in their general ledgers. Currently, the unrealized portion is reflected only in the General Fund. US Bank, which holds the City’s investments, provides current unrealized gain or loss information after the 20th of each month. Consequently, this Treasurer’s Report does not include unrealized gains or losses for the last quarter. An amended report will be submitted once this information becomes available.

None associated with this item, this item is for informational and recordkeeping purposes only.

Past approvals of Quarterly Treasurer’s Reports.
• Treasurer’s Report for September 30, 2025
This is a consent item. Council is asked to receive and file the City Treasurer’s Report as part of the Consent Agenda.

Fiscal Impact:

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

October 28, 2025 Regular Meeting of the Exeter City Council

October 28, 2025 Regular Meeting of the Exeter City Council

October 28, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

October 28, 2025
Wording for Agenda:

Authorize the City Administrator to Approve Partial Street Closures in the Downtown Area for the Weekly Thursday Night Christmas Open House Events Taking Place December 4, 11, and 18, 2025.

Submitting Department:

Public Works
Contact Name:

Marie Arroyo, Senior Administrative Assistant
Staff recommends that the City Council authorize the City Administrator to review and approve partial street closures in the downtown area for the weekly Thursday Night Christmas Open House events.

The Exeter Chamber of Commerce will host the Downtown Christmas Open House beginning Thursday December 4, 2025, and concluding on Thursday, December 18, 2025, with businesses offering extended evening hours, music, and family entertainment.

To accommodate the events, the Chamber of Commerce has requested partial street closures in the downtown parking stall area to provide space for Santa and his sleigh, an antique fire truck, and pop-up displays or tents from participating merchants. It is anticipated that additional businesses may desire to participate in the event utilizing the parking stalls in front of their businesses. Authorizing the City Administrator to approve partial closures will provide a mechanism to streamline and facilitate participation in the event. These closures will help keep sidewalks clear for ADA access and ensure pedestrian safety. All vendors will be required to serve from the sidewalk side for the partial closure.

For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
__J.R.__
Agenda Item Number: I.5.

Department Recommendation:

Summary/Background:

October 28, 2025 Regular Meeting of the Exeter City Council

Partial street closure requests will be reviewed on a first-come, first-served basis with Public Safety, pedestrian access, traffic flow, and the nature of the display considered in approval.

In previous years, similar events have operated with limited use of street or parking space restrictions with minimal disruption.

At its meeting on September 23, 2025, the City Council approved a fee waver for the Downtown Christmas Open House event. Staff requests to extend the fee waiver approved for the event to include the partial street closures.

Minimal staff time, the City Council approved a fee waiver on September 23, 2025.

Special Event Approval and fee waiver was given by the City Council on September 23, 2025.

None.

I move to authorize the City Administrator to approve partial street closures in the downtown area for the weekly Thursday Night Christmas Open House events taking place on December 4, 11, and 18, 2025.

Fiscal Impact:

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

October 28, 2025 Regular Meeting of the Exeter City Council

City of Exeter
Legend
Partial Street Closures
October 28, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

October 28, 2025
Wording for Agenda:

Approval of a Special Event and Temporary Street Closure for the Inaugural Santa Beer Mile Race on Saturday December 20, 2025, from 7:00 a.m. to 11:00 a.m.

Submitting Department:

Public Works
Contact Name:

Marie Arroyo, Senior Administrative Assistant
Staff recommends the City Council approve the Inaugural Santa Beer Mile Race as a special event and authorize the temporary street closures associated with the event on Saturday, December 20, 2025, from 7:00 a.m. to 11:00 a.m.

Event organizers of the Inaugural Santa Beer Mile Race are requesting temporary lane closures including the westbound lane on Pine Street from E Street past the alley, full closure of the alley between F Street and E Street bound by Pine Street and Palm Street, the shoulder and sidewalk of Palm Street and southbound E Street from Palm Street to Pine Street. Participants will complete the race using the shoulder and sidewalk on the route described above completing four laps.

During each lap, participants will consume a beer on the patio of The Stag Saloon. Relay teams will complete one lap and one beer per participant, while solo participants will consume one beer per lap across four laps. Participants are encouraged to wear Christmas-themed attire. The race is scheduled to begin at 8:00 a.m., with additional time requested for event setup and cleanup. Food and entertainment will be on private property at participating downtown businesses.

For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
_J.R.___
Agenda Item Number: I.6.

Department Recommendation:

Summary/Background:

October 28, 2025 Regular Meeting of the Exeter City Council

The City of Exeter Public Works Department will be responsible for posting closure notifications and barricades. The Exeter Police Department will provide Public Safety support. Proceeds from the event will benefit this year’s designated recipient, Laura Miller.

Conditions of Approval:

Approval of the event is subject to the following conditions:

1. Insurance: The event organizer must provide a Certificate of Liability Insurance naming the City of Exeter as an additional insured with the required limits prior to the event.

2. Street Closure: The event organizer will be responsible for obtaining required street closure signatures.

3. Amplified Sound: Amplified sound will be permitted consistent with the approved sound permit.

4. Alcohol Regulations: Alcohol is restricted to the parameters of the ABC license holder.

A Special Event Permit Fee of $171 to be paid by the applicant upon approval. The event is expected to bring increased foot traffic to the downtown area, benefiting local businesses during the holiday season.

None associated with this item.
• Street Closure Application
• Street Closure Signatures
• Route Map
I move to approve the special event and temporary street closure for the Inaugural Santa Beer Mile Race on Saturday, December 20, 2025, from 7:00 a.m. to 11:00 a.m.

Fiscal Impact:

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

October 28, 2025 Regular Meeting of the Exeter City Council

October 28, 2025 Regular Meeting of the Exeter City Council

October 28, 2025 Regular Meeting of the Exeter City Council

October 28, 2025 Regular Meeting of the Exeter City Council

SANTA BEER RUN
October 28, 2025 Regular Meeting of the Exeter City Council Page 41 Agenda Item Staff Report
Meeting Date:

October 28, 2025
Wording for Agenda:

Approval of a Special Event, Facility Use and Traffic Control for FYE Events Host a 10K, 2-Mile, and Kids Foot Race on Various City Streets on Saturday, November 15, 2025, Between the Hours of 6:00 a.m. and 10:30 a.m., Subject to the Terms and Conditions Provided.

Submitting Department:

Public Works
Contact Name:

Marie Arroyo, Senior Administrative Assistant
Staff recommends that the City Council approve a special event, facility use and traffic control plan for FYE Events to host a 10K, 2-mile and kids foot race on various city streets on Saturday November 15, 2025, between the hours of 6:00 a.m. and 10:30 a.m. subject to the terms and conditions provided.

Organizers of the Scarecrow 2.0 race are requesting the use of Exeter City Park as the start and finish location for a 10K, 2-mile and kids fun run. The kids’ race will take place entirely within City Park to keep participants off public streets.

No formal street closures are planned for the 10K, or the 2-mile races. All runners will travel with the flow of traffic along designated shoulders, with safety volunteers stationed at key areas. The event organizer will provide volunteer staffing for race monitoring and the Exeter Police Department will oversee public safety during the event.

For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
__J.R.__
Agenda Item Number: I.7.

Department Recommendation:

Summary:

October 28, 2025 Regular Meeting of the Exeter City Council

Conditions of Approval:

Approval of the event is subject to the following conditions:

1. Insurance: The event organizer must provide a Certificate of Liability Insurance naming the City of Exeter as an additional insured with the required limits prior to the event.

2. Notifications: Event organizers will provide race notice signage along route 24 hours in advance.

3. Amplified Sound: Amplified sound is allowed only between 7:00 a.m. and 10:30 a.m. consistent with the approved sound permit.

4. Alcohol Regulations: This is an alcohol-free event

5. Permits and Fees: Event hosts are responsible for obtaining all required permits for food handling and vendors if applicable in addition to any required special event permits for race route outside of the City of Exeter’s jurisdiction.

Background:

For several years, the 10K and 2-mile race have been included as part of Exeter’s annual Fall Festival. The run is organized by FYE Events. Due to scheduling conflicts, event organizers have postponed the 2025 event to November 15, 2025. The race remains a popular community event, typically attracting over 100 participants.

A Special Event Permit Fee of $171 will be paid by the applicant upon approval.

Most recent approval of this event in 2024 as part of the 2024 Fall Festival. • Facility Use Application
• 10K and 2 Mile Race Route Map
• Kids Run Map
• Traffic Control Plan
• Approved Amplified Sound Permit
I move to approve a special event, facility use, and traffic control for FYE Events to host a 10K, 2-mile, and kids foot race on various City streets on Saturday, November 15, 2025, between the hours of 6:00 a.m. and 10:30 a.m., subject to the terms and conditions provided.

Fiscal Impact:

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

October 28, 2025 Regular Meeting of the Exeter City Council

October 28, 2025 Regular Meeting of the Exeter City Council

October 28, 2025 Regular Meeting of the Exeter City Council

October 28, 2025 Regular Meeting of the Exeter City Council

October 28, 2025 Regular Meeting of the Exeter City Council

October 28, 2025 Regular Meeting of the Exeter City Council

October 28, 2025 Regular Meeting of the Exeter City Council

Traffic Control Plan – Exeter Scarecrow Run
Event Description & Traffic Management
Streets along both the 2-Mile and 10K courses will remain open to local traffic at all times. To ensure the highest level of safety, flaggers will be positioned at all left turns and additional key intersections wherever feasible.
“SLOW – SPECIAL EVENT” warning signs will be posted on West Marionette Avenue and West Glaze Avenue to alert motorists of the event in progress.

In addition to stationary volunteers, several course cyclists will patrol the route to help monitor participant flow, assist at intersections, and communicate traffic or safety concerns to event staff and law enforcement in real time.

Exeter Police Department officers will be stationed at the intersection of Belmont and Visalia Road to assist with traffic control. At least one lane will remain open on all streets during the event, ensuring continued access for residents, businesses, and emergency vehicles.

The Kids Race is fully contained within Exeter City Park and does not impact public streets.

All safety and traffic control measures are designed to maximize runner and pedestrian safety, maintain normal traffic flow, and comply fully with CHP, Tulare County Sheriff’s Office, Exeter Police Department, and City of Exeter requirements.

Start & Finish Line
The start and finish are located inside Exeter City Park on D Street. The lane adjacent to the park will be temporarily closed for runners, while one lane remains open for traffic. Cones, barricades, and volunteers will ensure clear separation between participants and spectators.

Timing mats, water stations, and first aid will be positioned near the finish area for participant support and safety.
2-Mile Course
Start on D St → Right on Ash St → Right on E St → Left on Chestnut St → Right on S.

Orange Ave → Right on E. Pine St → Right on C St → Right on E. Chestnut St → Left on D St (Finish).
10K Course
Start on S. D St → Right on Ash St → Right on E St → Left on E. Chestnut St → Left on S. F St → Right on Avenue 276 → Left on Industrial Dr → Right on W. Glaze Ave → Right on S.

Filbert Rd → Left on W. Chestnut St → Right on S. Orange Ave → Left on W. Maple St → Right on N. Belmont Rd → Right on W. Marionette Ave → Right on N. Filbert Rd → Continue on N. F St → Left on W. Pine St → Right on C St → Right on E. Chestnut St → Left on D St (Finish).

October 28, 2025 Regular Meeting of the Exeter City Council

10K Course – Flagger Plan
# Corner / Intersection Turn Type
-----------------------------------------------
1 E & E. Chestnut Left Turn
2 E. Chestnut & S. F Left Turn
3 Firebaugh & Industrial Left Turn
4 Industrial & W. Glaze Right Turn
5 W. Glaze & S. Filbert Right Turn
6 S. Filbert & W. Chestnut Left Turn
7 S. Orange & W. Maple Left Turn
8 N. Belmont & W. Marionette Right Turn
9 W. Marionette & N. Filbert Right Turn
10 N. Filbert & E. Palm Intersection
11 Filbert & W. Pine Left Turn
12 W. Pine & W. Chestnut Left Turn
13 W. Chestnut & D Left Turn
October 28, 2025 Regular Meeting of the Exeter City Council

October 28, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

October 28, 2025
Wording for Agenda:

Approval of a Temporary Street Closure Request and Fee
Waiver from Rocky Hill Community Church for an Event on December 24, 2025, from 2:00 p.m. to 7:00 p.m.

Submitting Department:

Public Works
Contact Name:

Marie Arroyo, Senior Administrative Assistant
Staff recommends the City Council approve a temporary street closure and waive the associated $103 fee for the Rocky Hill Community Church Christmas Eve event, subject to conditions of approval.

Rocky Hill Community Church is located at 237 S. E Street and was founded in 1916 and first served as Exeter First Baptist Church until it merged in 2011 to become Rocky Hill Community Church. The church continues to be active in the community and consistently serves 350-400 people. Rocky Hill Community Church is requesting approval for a temporary closure of the northbound lane in front of the church located at 237 S. E Street, for a Christmas Eve service and fellowship event on December 24, 2025, between the hours of 2:00 p.m. and 7:00 p.m.

Ther closure will allow the church to safely set up tents and tables for food and item displays while ensuring pedestrian and traffic safety. City staff will post street closure notices and barricades and the Exeter Police Department will provide public safety support during the event.

This will be a free community event open to the public and is expected to be well attended by families and residents.

For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
__J.R.__
Agenda Item Number: I.8.

Department Recommendation:

Summary/Background:

October 28, 2025 Regular Meeting of the Exeter City Council

Conditions of Approval:

Approval of the event is subject to the following conditions:

1. Insurance: The event organizer must provide a Certificate of Liability Insurance naming the City of Exeter as an additional insured with the required limits prior to the event.

2. Amplified Sound: Amplified sound is allowed consist with approved permit

3. Alcohol Regulations: This is an alcohol-free event.

The total estimated permit fee associated with this event is $103.00, as detailed below:

Street Closure Fee: $103.00
If approved, the City will waive the associated fee and forego this revenue.

None associated with this item.
• Street Closure Request
• Event Map
• Approved Amplified Sound Permit
• Fee Waiver Request
I move to approve a temporary street closure request and fee waiver from Rocky Hill Community Church for its Christmas Eve event on December 24, 2025, subject to the terms and conditions provided.

Fiscal Impact:

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

October 28, 2025 Regular Meeting of the Exeter City Council

October 28, 2025 Regular Meeting of the Exeter City Council

October 28, 2025 Regular Meeting of the Exeter City Council

October 28, 2025 Regular Meeting of the Exeter City Council

Rocky Hill Community Church
Loving God; Loving Others
EIN: 94-6093841
237 S E St
Exeter, CA 93221
(559) 592-4800
[email protected]
www.rockyhillexeter.com
October 22nd, 2025
Dear Members of the Exeter City Council,
I am writing on behalf of Rocky Hill Community Church to respectfully request that you consider waiving the event fee required for our upcoming Christmas Eve Nativity Event.

We are planning to host this event on city property at, specifically the Northbound lane of E street that runs in front of the church building at 259 S. E Street. The event will take place from 4-6:30 PM on Christmas Eve, December 24th.

This event is conceived as a gift to our congregation and the community—a meaningful way for residents to celebrate the importance of the Christmas holiday and the promise and hope that comes with the birth of Jesus Christ. We are committed to ensuring this is a truly community-focused event by making it completely free and open to the public.

We anticipate that this traditional live nativity presentation will offer a unique, enriching, and peaceful experience for families and individuals of all backgrounds in our city.

Waiving this fee would directly allow us to allocate more resources toward essential elements like safety, lighting, and other logistics to ensure a safe, memorable, and high-quality experience for everyone who attends.

We are dedicated to working closely with the City to ensure all requirements, permits, and logistical details are handled professionally and thoroughly. We are happy to provide any additional information you may need regarding our plans.

Thank you for considering this request and for supporting community-enriching initiatives during the holiday season. We are grateful for your service to the city and look forward to your positive response.

Sincerely,
Lacey Daniels
Business Administrator, Rocky Hill Community Church

October 28, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

October 28, 2025
Wording for Agenda:

Authorization for Public Works Staff to Purchase Two (2) Hach AS950 Samplers in the amount of $22,219.36 for the City’s Wastewater Treatment Plant.

Submitting Department:

Public Works
Contact Name:

Zachary Boudreaux, Public Works Director
Staff recommends that the City Council authorize the purchase of two (2) Hach AS950 samplers for the Wastewater Treatment Plant in the amount of $22,219.36, including shipping and taxes to support process control, regulatory compliance, operational efficiency, and sustainability.

The sampling equipment is required by the State of California for accurate monitoring compliance.

The City’s Wastewater Treatment Plant requires updated sampling equipment to maintain compliance with discharge regulations and to optimize operational performance. Flow and sampling equipment are essential for effective process management. The proposed Hach AS950 samplers are to be installed at key locations within the treatment process. These samplers provide continuous, representative, and accurate samples for process control, regulatory reporting, and performance enhance the facility’s ability to collect accurate and consistent samples for process control monitoring, enhancing the plants efficiency, reliability, and adherence to State of California requirements.

The total cost for two (2) Hach AS950 samplers is $22,219.36, funded from the approved Fiscal Year 2025/26 Sewer CIP budget, line 107.441.080.017. Additional installation costs may occur but can be authorized separately under the City’s purchasing policy.

For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
__J.R.__
Agenda Item Number: I.9.

Department Recommendation:

Summary/Background:

Fiscal Impact:

October 28, 2025 Regular Meeting of the Exeter City Council

No prior Council actions have been taken regarding this equipment purchase. • Quote from USA Bluebook
• Quote from Midland Scientific Inc.
• Quote from Hach
• USA Blue Book Product Specification
I move to authorize Public Works Staff to purchase two Hach AS950 samplers for the Wastewater Treatment Plant in the amount of $22,219.36.

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

October 28, 2025 Regular Meeting of the Exeter City Council

October 28, 2025 Regular Meeting of the Exeter City Council

October 28, 2025 Regular Meeting of the Exeter City Council

October 28, 2025 Regular Meeting of the Exeter City Council

+ Hover to zoom | Click to enlarge
Hach AS950 All-Weather
Sampler w/ 5.5-Gallon (21-L)
Bottle, 115 VAC,
ASA.CXXX1X11XX
$10,582. price per each
excl. tax
In Stock
Need Help? Call 800-548-1234
Item
number
53378
Brand Name Hach Company
Catalog Page 1492
Net weight 247
Condition New
Special Savings Standard Pricing
00 1
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Product Details
Ideal for outdoor use
Copy sampler programs and download data via USB port
Single-bottle composite configuration
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October 28, 2025 Regular Meeting of the Exeter City Council

In stock and ready to ship
This all-weather sampler stands up to environmental extremes. Its linear low-density polyethylene plastic housing provides superior weather, corrosion, and UV resistance. Top-mounted compressor is protected from corrosive gases, rodents and standing water that may occur at floor level. Its air-sensing thermostat maintains sample liquid at 4°C (±1°C), even on hot 100°F days. A fan-forced air-cooled condenser and front ventilation let you position the sampler either against a wall or inside a sampler enclosure. Both the refrigerator and controller compartments lock for high-security needs.

The corrosion-resistant peristaltic pump features Delrin® construction, requiring little maintenance—just change tubing periodically. Intake line thoroughly purges before and after every sample collected, greatly reducing any chance of crosscontamination. If the unit detects a sample attempt failure, it performs a repeat cycle using a high-pressure purge before retaking.

The programmable datalogging controller stores up to 325,000 records, each with start time, sample time, sample ID and more.

Transfer data via USB memory stick (sold separately). The user interface display shows all programmable criteria in a single screen. The screen also instantly displays alerts for sampling errors and maintenance issues.

Samplers include: base cabinet, two keys, temperature control system, controller/pump, bottle(s), bottle retainer, 25' vinyl intake tubing and Teflon®/SS strainer.

Shipping: Ships motor freight.

Tech Specs:

Temperature limit: 32 to 122°F (0 to 50°C)
Sample cooling: 1/5 hp, 115°C (239°F) thermal overload protector Accuracy: ±3%; Repeatability: ±5%
Power requirements: 115 VAC, 60 Hz, 4.2A; 7.1A locked rotor current Dimensions: 30"W x 51"H x 32"D; Weight: 190 lbs
Documents
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October 28, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

October 28, 2025
Wording for Agenda:

Public Hearing to adopt Ordinance No. 718 approving Zone Change No. 2025-01, to change to existing zone from “CS” (Service Commercial) Zone District to “CC” (Central Commercial) Zone District to allow the operation of a restaurant located at 258 W. Pine Street, Exeter, CA (APN: 135-101-013).

Submitting Department:

Planning
Contact Name:

Tom Navarro, Contract Senior City Planner
Department Recommendation:

Staff recommends that the City Council conduct a public hearing adopt Ordinance No. 718, approving Zone Change No. 2025-01 to allow a change in zone from “CS” (Service Commercial) Zone District to “CC” (Central Commercial) Zone District to allow the operation of a restaurant at 258 W. Pine Street, Exeter, CA (APN: 135-101-013).

Summary:

The City has received a request for a zone change for a property currently zoned “CS” (Service Commercial) located at 258 W. Pine Street. The applicant is proposing the zone change to “CC” (Central Commercial) to accommodate a proposed restaurant. Currently, the “CS” zone district does not allow for restaurant uses. The location of the proposed “CC” Central Commercial zone is in close proximity to other existing Central Commercial zones in the immediate area and is consistent with uses associated with this zone district.

Background:

The applicant, Duval Espinoza, has applied for a zone change to allow a change in zone from “CS” (Service Commercial) Zone District to “CC” (Central Commercial) Zone District. The subject property is bounded by property zoned “CS” (Service Commercial) to the south, east Agenda Item Number: J.1. For action by:
☒Planning Commission
Regular Session:
☐Consent Calendar
☐Regular Item
☒Public Hearing
Review:

City Administrator
(Initials Required)
__J.R.___
October 28, 2025 Regular Meeting of the Exeter City Council

and west. The properties to the north are currently zone “CC” (Central Commercial), consistent with the proposed request.

The applicant is proposing to operate a restaurant seven days a week with an estimated 10- 12 employees who will help as cooks, cashiers and operational managers. The restaurant will be a quick service style restaurant offering dine-in and take-out services and will provide a variety of food options including cook-to-order burgers, tri tip sandwiches, tacos and a variety of sides to accommodate both the daytime working customers and evening services for families and other customers.

On September 18, 2025, the Exeter Planning Commission conducted a public hearing to review the proposed rezone for a restaurant. The applicant was present to provide the Planning Commission with details of the proposed project and answer several questions.

One local property owner was present to provide his support for the proposed project. The Planning Commission unanimously voted to recommend approval to the City Council without any modifications to the request.

Parking:

The Exeter Zoning Ordinance identifies parking for restaurants at a rate of one space per four seats within the establishment. However, the existing building was originally constructed with street frontage parking intended as shared parking with other business operations. As currently designed and constructed, there is no space for additional parking on the property.

It should be mentioned that a majority of the operating hours for the proposed restaurant will be during the lunch hours and dinner hours.

Existing Policy:
• Ensure that different types of commercial development are provided. • Promote commercial development that is aesthetically pleasing. • Reduce sales-tax leakage.
• Encourage commercial development to be pedestrian-oriented. • Provide a mix of compatible land uses contributing to the historic nature and economic viability of the Downtown area and all the other goals for the Downtown Specific Plan.

Interdepartmental Coordination:

An interdepartmental request for review was sent to all required departments and affected agencies for review and any comments and conditions have been incorporated.

Public Participation:

The public hearing was adequately noticed for the required twenty (20) days and advertised for the regularly scheduled City Council hearing. The public will have the opportunity to provide comments on this item prior to City Council action.

October 28, 2025 Regular Meeting of the Exeter City Council

Environmental Review:

The proposed zone change is Categorically Exempt per CEQA Guidelines Section 15061(b(3) The activity is covered by the common sense exemption that CEQA applies only to projects which do not have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA.

Conditions of Approval:

1. The applicant will be required to work with the City Engineer to determine the appropriate FOG trap system for the proposed use. All improvements will need to be connected to the sewer system and operational prior to occupancy and operation of the restaurant.

2. The applicant will be required to work with the City Engineer to confirm the appropriate backflow prevention for the proposed use. All improvements will need to be connected to the sewer system and operational prior to occupancy and operation of the restaurant.

3. The applicant will be required to secure all building permits and complete all inspections necessary for the proposed FOG trap and Backflow prevention systems prior to operation of the proposed restaurant.

4. The applicant will be required to complete any plans, permits and inspections required for any tenant improvements needed for the proposed restaurant.

5. Any proposed signage will require the review and approval of permits and inspections through the City of Exeter prior to installation.

6. The applicant will be required to provide one paved 12’ x 25’ loading space, consistent with Exeter’s Improvements Manual, to be located at the rear of the property, unlocked and accessible during business hours.

7. The applicant will be required to provide any required ADA parking spaces, in accordance with the California Uniform Building Code, at the rear of the property, unlocked and accessible during business hours.

8. Any remaining space at the rear of the property shall be utilized for public parking, consistent with Exeter’s Improvement Manual and accessible during business hours.

October 28, 2025 Regular Meeting of the Exeter City Council

Facts:

Applicant: Duval Espinoza
Location: 258 W. Pine Street
Request: The applicant is requesting a zoning change to allow for the operation of a restaurant within a Central Commercial (CC) district.

Design: The applicant is not proposing any development other than what is existing on the subject property and will submit the design any tenant improvements along with a building permit for review.

Use: The subject property currently allows for retail and service commercial uses and includes three attached units. The proposed zone change will allow the operation of a restaurant at this location.

Zone: The current zoning is CS (Service Commercial), development standards for this district are as follows:

Front Yard: 15 feet
Side Yard: 0 feet
Rear Yard: 0 feet
Parking: Based on land use, one stall per 100 sq. ft. of building area General Plan: The subject site is designated "Service Commercial" by the Land Use Element.

Land Use: The site contains three units. Surrounding land uses are as follows:

North: Commercial
South: Commercial
East: Commercial
West: Commercial
Site: The request for a zone change would apply only to the subject property, APN 135-101-013, 258 W. Pine Street.

Infrastructure: The subject property is served by water and sewer lines located along Pine Street and has curb, gutter, and sidewalk improvements along the public right-of-way along the Street frontage.

Landscaping: There is existing landscaping located along Pinie Street along the street frontage.

CEQA: The proposed project is exempt under the California Environmental Quality Act under, Section 15061 (b)(3).

October 28, 2025 Regular Meeting of the Exeter City Council

Prior Council/Board Actions:

None associated with this action.

Attachments:
• Maps
• Ordinance No. 718
Recommended motion to be made by the City Council:

I move to open a public hearing, approve Ordinance No. 718 approving Zone Change No. 2025- 01 to rezone the property located at 258 W. Pine Street, Exeter, CA (APN: 135-101-013) from “CS” (Service Commercial) to “CC” (Central Commercial) and give first reading on Ordinance No. 718 by title only.

October 28, 2025 Regular Meeting of the Exeter City Council

258 W. Pine Street (Zoning Map)
October 28, 2025 Regular Meeting of the Exeter City Council

Aerial image of 258 W. Pine Street:

October 28, 2025 Regular Meeting of the Exeter City Council

258 W. Pine Street (facing south):

October 28, 2025 Regular Meeting of the Exeter City Council

ORDINANCE NO. 718

AN ORDINANCE OF THE CITY OF EXETER, COUNTY OF TULARE, STATE OF CALIFORNIA, AMENDING ORDINANCE NO. 246, THE EXETER ZONING

ORDINANCE, RELATING TO THE RECLASSIFICATION OF REAL PROPERTY IN

EXETER, RELATING TO THE CLASSIFICATION OF THE ZONE OF PARTICULAR

PARCELS OF REAL PROPERTY

THE CITY COUNCIL OF THE CITY OF EXETER DOES ORDAIN AS FOLLOWS:

Section 1. Ordinance No. 246 of the City of Exeter is hereby amended by reclassifying 0.17 acres of real property in Exeter from the CS (Service Commercial) to the CC (Central Commercial) zone district ( Exhibit A).

Section 2. All ordinances and parts thereof of the City of Exeter in conflict herewith are hereby repealed.

Section 3. This ordinance shall take effect thirty (30) days after passage. Prior to the expiration of fifteen (15) days from the passage hereof this Ordinance shall be published once in a local paper of general circulation and delivered within Exeter, together with the names of the members of the City Council voting for and against this matter.

The foregoing ordinance was passed and adopted by the City Council of the City of Exeter on a motion of Council member ________________ , seconded by Council member ______________________ , at a regular meeting held on the day of 20 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
______________ _
Jacob Johnson, Mayor
______________ _
Francesca Quintana, City Clerk
October 28, 2025 Regular Meeting of the Exeter City Council

EXHIBIT A
October 28, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

October 28, 2025
Wording for Agenda:

Award of Contract for City of Exeter Request for Bids (RFB) No. 25-04 – Landscape Maintenance Services for Parks and Public Buildings to BrightView Landscape Maintenance, Authorization for Staff to Execute the Contract and Appropriation of
Necessary Funds.

Submitting Department:

Public Works
Contact Name:

Zachary Boudreaux, Public Works Director
Staff recommends that the City Council award the contract for City of Exeter RFB No. 25-04 Landscape Maintenance Services for Parks and Public Buildings to BrightView Landscape Maintenance; authorize staff to execute the contract; and appropriate the necessary funds.

Pursuant to City Council direction, City Staff issued Request for Bids (RFB) for Landscape Maintenance Services for Parks and Public Buildings. Bids were publicly opened on September 30, 2025 at 2:00 p.m. After reviewing all bids received, the apparent lowest bid received from Visalia Landscape and Tree Company in the amount of $145,547.24 was determined to be incomplete and non-responsive due to missing required documentation, including the “responsibility questionnaire” which required the contractors to answer various questions about their integrity and to provide at least three references with full contact information.

These omissions constitute material irregularities under California Public Contract Code §5100 et seq. and the City’s procurement policy, which disqualify the bid as non-responsive.

Furthermore, no Municipal references were provided.

To ensure compliance with City procurement standards and fairness among qualified bidders, staff recommends awarding the contract to the second lowest bidder, BrightView Landscape For action by:
☒City Council
Regular Session:
☐Consent Calendar
☒Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
__J.R.__
Agenda Item Number: J.2.

Department Recommendation:

Summary/Background:

October 28, 2025 Regular Meeting of the Exeter City Council

Maintenance. The second lowest bidder, BrightView Landscape Maintenance submitted a fully compliant bid package meeting and all submittal and responsiveness requirements. Among the six (6) municipal references provided were the City of Tulare, and the City of Visalia. All of the applicable references provided positive recommendations based on performance and responsiveness, including their two local references which provide the most accurate representation of the specific crews and offices we will be working with.

Awarding the contract to BrightView Landscape Maintenance will result in an annual cost of $148,740.00, representing an increase of $62,160 from the prior Parks Landscape Maintenance Contract that was terminated pursuant to City Council action on August 12, 2025.

The current budget for Parks landscape maintenance contract was previously approved for $86,580 in General Fund Parks Department budget line 104.472.019.000. Due to increase in cost from bids presented, staff is requesting $43,500 to be appropriated to Measure P Parks maintenance and capital improvements budget line 141.472.019.000 from the Measure P carryover balance from prior years. Measure P Parks maintenance and capital improvements FY2025/26 budget was approved for $40,000. With Councils approval, total budget will be $83,500.

Additional costs may occur if services beyond the contract scope are requested.

At the regular City Council meeting on August 12, 2025, the Council approved termination of the previous landscape maintenance contract and authorized staff to issue an RFB for a replacement contractor.
• RFB Package No. 25-04
• Received Bid from Visalia Landscape and Tree Company Inc. • Received Bid from BrightView Landscape Maintenance
• Bid Summary Sheet for RFB No. 25-04
I move to award the contract for City of Exeter RFB No. 25-04, Landscape Maintenance Services for Parks and Public Buildings, to BrightView Landscape Maintenance; authorize staff to execute the contract; and appropriate $43,500 from Measure P carryover funds to Measure P Parks maintenance and capital improvements budget .

Fiscal Impact:

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

October 28, 2025 Regular Meeting of the Exeter City Council

PUBLIC WORKS DEPARTMENT
Landscape Maintenance Services, Parks and Public Buildings

CITY OF EXETER

TULARE COUNTY
PROJECT NO. 25-004
Dated: September 2, 2023
October 28, 2025 Regular Meeting of the Exeter City Council

CITY OF EXETER

STATE OF CALIFORNIA

NOTICE TO CONTRACTORS
Project Name: Landscape Maintenance Services Parks and Public Buildings Project No.: 25-004
RFB No.: 25-004
Sealed bids will be received at City Hall, 137 North F Street or P.O. Box 237, Exeter, California 93221, until 2:00 p.m. on Tuesday, September 30, 2025, and promptly thereafter all bids that have been duly received will be publicly opened and read aloud for furnishing to said City all labor, materials, supplies, equipment, transportation, by the City of Exeter by the date and time stated above.

Instructions to bidders, specifications and bid forms may be inspected and obtained by visiting https://www.bidnetdirect.com/california/cityofexeter. To prevent misinterpretations, the City would prefer that all questions be sent by email to the Director of Public Works at the contact below. Questions must be received no later than Tuesday, September 23, 2025, at 3:00 p.m.

Zachary Boudreaux
Director of Public Works
[email protected]
A mandatory pre-bid meeting and site walk will be held on Monday, September 15, 2025, at 9:00 a.m. at 137 North F Street, Exeter, California.

This project requires the Contractor to have a California (C-27) Landscaping Contractor Classification License.

All contractors and/or subcontractors shall be required to obtain a City of Exeter Business Tax Certificate. No payment will be made to any contractor until such license is obtained.

October 28, 2025 Regular Meeting of the Exeter City Council

The contractors must be registered with the State of California Department of Industrial Relations in compliance with SB854 which states: A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5. The awarded contractor will be required to furnish electronic payroll records for project to the Labor Commissioner.

Per the California Labor Code (CLC), the following statements are hereby incorporated into this Contract:

As set forth in CLC section 1771.1(a), all contractors and subcontractors must be currently registered and qualified to perform public work pursuant to CLC section 1725.5 to be qualified to bid, be listed in a bid proposal, or perform any public work for the City of Exeter.

Proof of registration for each contractor and subcontractor listed on the bid is required.

As set forth in CLC section 1771.4(a)(1), notice is given that this project is a public work, subject to compliance monitoring and enforcement by the Department of Industrial Relations.

As set forth in CLC section 1773, the City of Exeter shall obtain the general prevailing rate per diem wages and the general prevailing rate for holiday and overtime work in the locality in which the public work is to be performed for each craft, classification, or type of worker needed to execute the contract from the Director of Industrial Relations. In accordance with labor code section 1773.2, this information is to be included in the bid specifications and in the contract itself.

This project will be subject to all applicable State Wage Determinations. The Contractor will be responsible for paying wages from the State Wage Determinations for all trades. The wages are set forth in the General Prevailing Wage Rates for this project, available at the California Department of Industrial Relations website.

October 28, 2025 Regular Meeting of the Exeter City Council

http://www.dir.ca.gov/dlsr/PWD/index.htm
In accordance with the provisions of Section 1770 of the Labor Code, the Director of the Department of Industrial Relations of the State of California has ascertained the general prevailing rate of wage: and employer payments for health and welfare, pension, vacation, travel time and subsistence pay as provided in Section 1773.8, apprenticeship or other training programs authorized by Section 3093, and similar purposes applicable to the work to be done. These rates shall be a part of the Contract and are on file at the City of Exeter Public Works offices and will be made available to any interested person on request. The Contractor must ensure that employees and applicants for employment are not discriminated against because of their race, color, religion, sex or national origin.

City reserves the right to temporarily retain five percent (5%) from each payment to Contractor pursuant to California Public Contract Code § 7201 until the City determines that all work and other requirements of this Contract are complete. Pursuant to Section 22300 of the California Public Contract Code (Section 10263 of the Public Contract Code for State Agencies), the Contractor may substitute securities for any money held by the City to ensure performance of the contract. At the request and expense of the Contractor, securities equivalent to the amount withheld shall be deposited with the City or with a State or federally chartered banks as an escrow agent, who shall return such securities to the Contractor upon satisfactory completion of the contract. Deposit of securities with an escrow agent shall be subject to written agreement in accordance with the provisions of Section 22300. The City shall not certify that the contract has been completed at least 35 days after filing by the City of a Notice of Completion. Securities eligible for investment under this Section shall be limited to those listed in Section 16430 of the California Government Code, bank or savings and loan certificates of deposit, interest bearing demand deposit accounts, standby letters of credit, or any other security mutually agreed upon by the Contractor and the public agency.

October 28, 2025 Regular Meeting of the Exeter City Council

CITY OF EXETER
Zachary Boudreaux
Director of Public Works
Section 1: Introduction______________________________________________________________ Purpose
The City of Exeter (“City”) is requesting bids (RFB) from experienced, well qualified landscape contractors to perform weekly maintenance of the City’s twelve (12) parks and three (3) public buildings, along with a strip of planters on west Visalia Road.

Background
The City of Exeter is in Tulare County and covers approximately 2.46 square miles. The City of Exeter is situated in the middle of California's agricultural heartland, the great San Joaquin Valley, one of the world's most fertile valleys. The area has scenic beauty, a thriving business community and a population of more than 11,169 who take great pride in the town's heritage, quality housing, good schools, and a low crime rate.

Objectives
The City has twelve (12) parks and three (3) public buildings to be included in this bid, along with a strip of planters on west Visalia Road.

This RFB is to solicit bids from qualified landscaping contractors to perform weekly maintenance of the City’s twelve (12) parks, three (3) public buildings along with a strip of planters on west Visalia Road. Below are the key points for consideration:
• The selected contractor shall have a proven track record of services required. • The selected contractor shall have sufficient liability insurance. • The selected contractor shall have a California C-27 Landscaping Contractor Classification License.

October 28, 2025 Regular Meeting of the Exeter City Council

• The selected contractor shall have a Qualified Applicator Certificate in category B (QAC-B).
• The selected contractor shall always maintain a City business license during the service of the contract.
• The initial contract period shall be for twelve (12) months, renewable annually thereafter for four (4) consecutive one-year periods, at the City’s option, and upon mutually agreeable terms.
• The contract period shall be from January 1st through December 31st annually. • The contract may be terminated at any time for failure to perform satisfactorily or may be terminated without cause after a 30-day notice to terminate. • All prices shall be fixed for a twelve-month period. Prices bid by Contractor may be adjusted annually at time of contract renewal or upon mutual agreement of the parties to the contract to allow for price increases or decreases for labor and benefit rates, supplies and materials, or changes in scope of work. • By submitting a bid for this project, the Contractor acknowledges that he has visited each of the City twelve (12) parks, three (3) public buildings and the strip of landscaping along Visalia Road and made themself aware as to the character, quality and quantities of work to be performed and the materials to be furnished, and as to the requirements of the proposal.
• The Contractor shall be liable for all damage done to any structure arising through his operations. The Contractor shall repair all damage done through his acts or negligence.

Prevailing Wages
The selected contractor must be registered with the State of California Department of Industrial Relations in compliance with SB854 which states: A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for October 28, 2025 Regular Meeting of the Exeter City Council

public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5. To the extent required by law, selected contractor will be required to furnish electronic payroll records for project to the Labor Commissioner.

Per the California Labor Code (CLC), the following statements are hereby incorporated into this Contract:

As set forth in CLC section 1771.1(a), all contractors and subcontractors must be currently registered and qualified to perform public work pursuant to CLC section 1725.5 to be qualified to bid, be listed in a bid proposal, or perform any public work for the City. Proof of registration for each contractor and subcontractor listed on the bid is required.

As set forth in CLC section 1771.4(a)(1), notice is given that this project is a public work, subject to compliance monitoring and enforcement by the Department of Industrial Relations.

This project will be subject to all applicable State Wage Determinations. The Contractor will be responsible for paying wages from the State Wage Determinations for all trades. The wages are set forth in the General Prevailing Wage Rates for this project, available from the California Department of Industrial Relations website:
http://www.dir.ca.gov/dlsr/PWD/index.htm.

In accordance with the provisions of Section 1770 of the Labor Code, the Director of the Department of Industrial Relations of the State of California has ascertained the general prevailing rate of wage: and employer payments for health and welfare, pension, vacation, travel time and subsistence pay as provided in Section 1773.8, apprenticeship or other training programs authorized by Section 3093, and similar purposes applicable to the work to be done. These rates are available from the California Department of Industrial Relations website: http://www.dir.ca.gov/dlsr/PWD/index.htm.

October 28, 2025 Regular Meeting of the Exeter City Council

Compliance with Discrimination Laws:

The Contractor must ensure that employees and applicants for employment are not discriminated against because of their race, color, religion, sex, national origin, or other protected class.

Section 2: Scope of Work____________________________________________________________ Bid will be awarded to the most responsive, responsible Bidder whose Proposal meets the requirements and criteria set forth in this RFB, price and other factors considered, and whose Bid is determined to result in the optimum economic advantage to the City.

Maintenance of areas must include if applicable, but not be limited to, pruning, shaping and training of trees, shrubs and ground covers; fertilization; weed control; litter control; control of all plant diseases and pests; mowing; maintenance of irrigation system; and all other duties required to keep the area(s) in safe, attractive, usable condition and maintain plant and turf condition with horticulturally acceptable growth and color and as otherwise described herein. Landscape Maintenance for the City of Exeter must be "priority work" for the successful Contractor. Contractor must have sufficient equipment and employees to complete the work in accordance with the specifications and requirements of this Invitation to Bid.

After award of the contract, the Contractor will inspect and review current landscape and irrigation conditions of the project areas. The Contractor must provide a statement summarizing the status of the current landscape conditions and irrigation system along with a cost estimate to make the necessary corrections and present them to the Public Works Department for review. The City of Exeter will schedule a meeting with the Contractor to review the current landscape and irrigation conditions of the project work areas and agree to a resolution and approval of the project areas. The City will provide a statement summarizing the resolution of the current landscape conditions and irrigation October 28, 2025 Regular Meeting of the Exeter City Council

system and must be executed by the Contractor in phases as stated below. The Contractor will accept the conditions of the project area based off the agreed upon resolutions.

The City may conduct periodic inspections of the landscaping work by the Contractor and issue observed “Out of Compliance” reports to the Contractor. The Contractor will be required to review and remedy the observed “Out of Compliance” issues of those observed areas of the inspection reports by the City within seven (7) days. This does not relinquish the Contractor of any responsibility to inspect and ensure that all areas maintained by the Contractor are compliant as outlined in the contract.

Sixty (60) Days prior to annual contract renewal or termination of contract, all landscape repairs and replanting requested by the City must be complete. Any work left in an unacceptable condition will be cause for delay of final payment to Contractor until such time as the City has repairs and replanting completed. Final payment will be reduced by the cost of these repairs and replanting performed by the City.

A. GENERAL CONDITIONS

1. Standards: Contractor must perform services in a manner commensurate with the highest quality professional standards of the landscape maintenance profession, using qualified and experienced personnel and high-quality equipment and materials.

The specifications and standards must be always met by Contractor regardless of Contractor’s employee’s absence or established staffing pattern and levels.

2. Working Day: The Contractor's activities must be confined to the hours between 6:00a.m. PST and 6:00p.m. PST, Monday through Friday, excluding holidays. Deviation from these hours will not be permitted without the prior written consent of the City, except in emergencies involving immediate hazard to persons or property. No normal and routine maintenance operations that cause excessive noise shall be performed before 6:00 a.m.

All or some locations may require blowing of parking lots and other hardscape areas prior to normal business hours of 8 a.m. PST to avoid materials and debris being scattered on October 28, 2025 Regular Meeting of the Exeter City Council

vehicles or adjacent property. Contractor shall comply with the City of Exeter’s Municipal Code Noise Ordinance Special restrictions 9.20.030.

3. Company Identification: All employees must wear uniforms or other identifying clothing, to make clear to all observers that they are employed by the Contractor. All vehicles (trucks, etc.) used while fulfilling this contract shall have appropriate company identification, visible to all observers, to identify vehicles as being owned by the Contractor.

4. Professional Conduct: Contractor and Contractor’s employees must always conduct themselves professionally in public and when dealing with City staff and/or Exeter citizens.

This will include but not be limited to refraining from using profane or vulgar language in public areas while performing work under this agreement. Contractor and Contractor’s employees will also always afford residents and citizens the utmost courtesy and respect.

Property Owner Concerns: As soon as the Contractor is aware of a resident concern either directly or indirectly, the contractor shall immediately inform the Public Works Department of the concern (including the resident’s name and phone number if possible).

The Public Works Department will provide direction to the Contractor with regards to the appropriate response.

5. Mowing (when applicable): All turf areas covered by this contract shall be mowed on a weekly basis.

6. Watering: Irrigation systems must be maintained, repaired, and adjusted to prevent wetting of adjacent streets and water waste during the irrigation cycle. Contractor shall follow the City’s and State’s water conservation regulations.

Chemicals: The City reserves the right to reject any chemicals Contractor and/or their subcontractors propose to use, prior to or during actual use. Safety Data Sheets (S.D.S.) shall be provided to City prior to award of contract and in case of changes after award of contract at least thirty (30) days prior to usage by Contractor of any chemicals while October 28, 2025 Regular Meeting of the Exeter City Council

performing this contract. Materials shall be non-staining, non-corrosive, and shall not leave a flammable residue.

7. Fertilizer: Fertilization will be on an as needed basis. Quotes shall be provided to the Public Works Department when additional services are needed.

8. Clean-up: All areas covered by the contract must be kept free of debris and potential safety hazards generated by but not limited to, leaves, grass clippings, pruning, weeding, trimming, and other operations of the Contractor, as well as bottles, cans, trash and paper and other yard waste. All trash and debris are to be immediately removed and disposed of.

Trash, debris and green waste from City of Exeter landscaping may be disposed of at the City Corporation Yard located at 350 W. Firebaugh, during business hours.

9. Emergency Response: Contractor must be able to respond immediately to emergencies. Emergencies are generally construed as those events that in the opinion of City staff constitute an immediate danger or hazard to property or persons, or that significantly violate water conservation requirements. If the emergency condition is identified and the Contractor is notified (either through discovery or by contact from City personnel) during normal work hours, the Contractor must respond to the emergency within two hours unless otherwise specified. If discovery or notification occurs after normal working hours, the Contractor must respond by 10 a.m. on the following working day.

Contractor must provide some acceptable method by which contact can be made in case of emergency, i.e., paging system, cell phone, etc. and shall also provide a method by which nonemergency messages can be received during the workday, i.e., phone messages, texts, email, etc.

10. Monthly Progress Reports: The Contractor shall provide monthly status reports with the monthly invoices. These reports are to include the following information:
a. Areas recommended for attention encountered during the month.

October 28, 2025 Regular Meeting of the Exeter City Council

b. The Contractor is responsible for submitting chemical usage reports to the County Agricultural Department. Copies are to be sent to the Public Works Department as part of the Contractor’s monthly report.

B. LANDSCAPE MAINTENANCE – SPECIFICATIONS

1. Irrigation:

Irrigation must be done with the use of automatic or manual sprinkler systems where available and operable, unless outlined in the initial acceptance inspections for repairs.

These areas will be addressed with Contractor. Failure of an existing system after notice of acceptance to provide full and adequate coverage shall not relieve the Contractor of the responsibility to provide proper coverage of all areas. Providing any supplementary hoses, sprinklers, nozzles, etc. necessary to accomplish proper coverage shall be the Contractor's responsibility. Exclusions will be identified in description of areas and will be addressed with Contractor during initial inspection. Original brand and size of heads and nozzles will be used in replacement of vandalized or faulty heads in turf and planter areas.

Contractor is responsible for all repairs to the irrigation system starting at the City side of the water meter, except for the testing of the back flow device. a. Maintenance: The Contractor must always maintain all sprinkler systems in such a way as to give proper coverage and full working capacity, making whatever adjustments or repairs necessary to maintain healthy turf, plant growth, prevent dry spots in turf, plants, and shrubs, and prevent excessive run-off into streets or other areas not intended to be irrigated. Care must be taken to prevent wasting water, causing soil erosion, or allowing seepage into existing underground improvements or structures.

The Contractor shall keep controllers and valve boxes free of dirt and debris; repair, replace, clean, adjust, straighten, raise, or lower the following sprinkler system components:

October 28, 2025 Regular Meeting of the Exeter City Council

• Sprinkler heads
• Spray nozzles
• Sprinkler risers
• Quick coupler valve boxes
• Hose bib boxes
• Remote control valves
• Remote control valve boxes and covers
• Maintain and replace batteries in battery operated controllers on a continual basis. • All irrigation wiring should be maintained to City standards including proper splices using DBR/Y-6 splice kits.
• Proper solenoid replacement should be completed with dry and tight connections. • Minor graffiti removal from irrigation controllers.
• Controllers to be keep free of all plant materials, spiders and webs, and any other material that could cause the controller to be non-accessible or damaging to the controller.

If Contractor fails to keep sprinkler nozzles properly adjusted/aligned to prevent water waste, repair or replace malfunctioning, broken or missing sprinkler heads and/or sprinkler head risers and water waste results, the City of Exeter reserves the right to bill Contractor for excess amount of water in addition to assessing a liquidated damage assessment of $100 per incident because it is difficult to estimate the potential losses in water and the City response time to complaints from residents.
b. Inspection: The Contractor must inspect all irrigation systems on a weekly basis for any malfunction. This includes, but is not limited to breaks in irrigation lines, irrigation valves, heads, leaks and washouts, saturated areas, or dry spots. Contractor must confirm irrigation scheduling is following the City water conservation plan. The Contractor must notify the Public Works Department within twenty-four (24) hours of October 28, 2025 Regular Meeting of the Exeter City Council

any malfunctions. Excessive water run off or overflow onto hard surface areas must be kept to an absolute minimum so as not to cause waste of water, pedestrian and/or vehicular liabilities.

Irrigation system leaks must be isolated within two (2) hours on the day reported to the Contractor. Repairs must be made within twenty-four (24) hours or sooner if City classifies the necessary repairs as requiring an Emergency Response as stated in this Agreement. Twenty-four (24) hour fix-it notices will be sent to Contractor via email.

Approximately sixty (60) days prior to the conclusion of the contract, a comprehensive test of all irrigation systems shall be made by a Public Works Department representative. Any repairs deemed the Contractor's responsibility must be made by the Contractor prior to the end of the contract period.

If the repairs made are not to the City’s satisfaction, deductions shall be made in the final contract payment to cover the cost of eliminating the discrepancies determined by the Director of Public Works.
c. Repairs: Irrigation systems which are aged, damaged by vandalism or in any way because of work performed under this contract must be repaired or replaced in kind and in an approved manner by the Contractor. Repairs must be made immediately after damage occurs, unless otherwise directed. Vandalism will be documented by the Contractor with the use of digital photos or video and supplied to the Public Works Department as proof of vandalism. The preferred method of transmission of photos would be digital photos transmitted via email. Failure to provide such documentation may be cause for no reimbursement of corrective expenses to Contractor.

October 28, 2025 Regular Meeting of the Exeter City Council

The Contractor shall keep an itemized list of material(s) used to repair vandalism damage and submit to Public Works Department, along with the regular monthly invoice, for reimbursement of materials only.
• Normal Repairs: Contractor is responsible for all normal repairs (i.e., timers, control boxes, valves, control wires, sprinklers, nozzles, lateral water service lines etc.)
• Major Repairs: The City of Exeter is responsible for maintaining the backflow devices including annual maintenance/testing and repairs, in addition to meter and main water service lines.

Failure to complete repairs in the allotted time on a repeated basis will cause the Contractor to have the full costs of repairs deducted from monthly billing and may be grounds for termination of contract. Contractor will be responsible for any fines applicable under state law, public utility billing, or local ordinance, due to continuous running water.
d. Turf Watering (when applicable): All turf areas must be watered based on the City’s water conservation plan. It is preferred to maintain a uniform, green, healthy growth pattern and promote deep root growth. Each time the schedule is changed due to seasons or any other reason, a revised schedule shall be provided to the Public Works Department.
e. Water Schedule: Turf and landscape watering shall be scheduled in accordance with prevailing water conservation requirements, unless otherwise directed by the City.

Contractor will be responsible for any fines associated with not following the City’s Water Conservation Rules and Regulations.

October 28, 2025 Regular Meeting of the Exeter City Council

f. Ground Cover: Enough water shall be applied to ground cover areas to maintain a healthy growth pattern and promote deep rooting. Care shall be taken to not overwater or waterlog soil.
g. Banks and Slopes: Sloped landscape areas shall be irrigated in short cycles as required to prevent water runoff, and to maintain horticulturally acceptable growth and color.

Irrigation practice is to promote deep root growth with a minimum of run-off. h. Shrub and Trees: All shrubs and trees shall be watered as needed to maintain healthy growth and promote deep rooting. Care shall be taken not to overwater.

Irrigation rates shall be adjusted according to shrubs or tree types and seasonal weather conditions. Deep watering for root growth is encouraged, and surface run-off is to be kept at a minimum.
i. Remote Control Receiver: Upon contract commencement, the Contractor is required to have a radio-frequency ready remote-control receiver that is compatible with all major irrigation systems.
j. Continuous activation of valves by manual solenoid or bleeding valve stem can be damaging to the fragile irrigation mechanisms. The remote control allows the Contractor to inspect the irrigation system effectively by utilizing the technology currently in place.

2. Weed Control: To this specification, a weed shall be any undesirable plant or plant growing out of place. Maintenance shall include the removal and chemical abatement of weeds growing on all paved and unpaved surfaces of all maintenance areas of contract. All October 28, 2025 Regular Meeting of the Exeter City Council

landscaping within the specified maintenance areas including lawns, planter areas, median islands, and tree wells shall be kept always weed free. Complete removal of all weed growth is to be accomplished on a continuing basis weekly, not once every thirty (30) days. Weeds may be controlled by mechanical methods, or chemical methods at the discretion of the Contractor.

Weeds reaching height or width of four inches (4") shall be physically removed from landscaped areas.

Seedlings growing out of desired landscape plants shall be removed and chemically treated to terminate the growth of the undesirable seedling.

Use of Chemical Herbicides: The Contractor shall abide by all rules and regulations of the California State Department of Food and Agriculture, Department of Health, and Department of Industrial Relations regarding the safe application of herbicides under this contract. Care shall be taken to ensure the safety of the public and the Contractor's employees during chemical weed control operations. The City of Exeter may restrict the use of chemical weed control in certain areas. Pesticide Applicators License is required to apply herbicide. Contractor must supply a copy of this license to the City of Exeter.

3. Diseases and Pest Control: The Contractor must regularly inspect all landscaped areas for the presence of disease, and insect, or rodent infestation. The Contractor shall notify the Public Works Department within three (3) days of finding such a condition. a. Use of Chemical Pesticides: All rules of the California State Department of Food and Agriculture, Department of Health, and Department of Industrial Relations regarding October 28, 2025 Regular Meeting of the Exeter City Council

safe application of pesticides under this contract shall be observed. Pesticide Applicators License-Category B and C, along with a valid Maintenance Gardener Pest Control Business License are required to apply pesticide. Contractor shall take necessary precautions to avoid pesticide drift onto non-target organisms. b. Rodent Mounding: Mound of soil in turf and planter areas caused by rodent activity shall be raked down bi-weekly to prevent soil build up in turf and around plants. All curbs, gutters, and other hardscapes adjacent to the maintenance areas will be free of any soil mounds or erosion caused by rodents.
c. Rodent/Pest Control: Contractor must inspect all turf and planter areas for rodent (gopher, squirrel, and other pest) activity, and initiate control measures on a weekly basis. Contractor must fill all rodent holes in areas that are used by walkers and pedestrians for safety (i.e. trails, turf, DG paths, etc.). Contractor shall take necessary precautions and safeguards to protect health of public and employees.

4. Plants: All shrubs and ground cover plants growing in the work area must be pruned as needed to maintain plants in a healthy growing condition, and to allow for full coverage of the irrigation system. Pruning is to be done in a manner that promotes the plant's natural growth characteristics. If hedging is needed to clear the sidewalk, the plant must be trimmed on all sides to balance growth. Hedging, shearing, or other severe pruning will not be allowed except with prior approval. All debris from trimming of plant material will be removed from beds, hauled off, and disposed of immediately and appropriately. Fallen October 28, 2025 Regular Meeting of the Exeter City Council

leaf material shall be removed off the plants on a weekly basis to allow for proper growth of the plants.
a. Growth Control: Plant growth shall be kept within reasonable bounds to prevent its encroachment into walkways, passageways, and streets. Clear view of traffic signs and intersections is to be always maintained. All shrubs and plant growth in planter areas along walls are to be maintained to the height of the wall without blocking any subdivision or safety signage or overhead or landscape lighting.

All trees, large and small shrubs, and groundcovers in planters or Right of Way areas along streets and at intersections, must be maintained and trimmed for traffic sightline clearances. Mature trees must be raised above eighty-four (84) inches for site line visibility. Newly planted, young, or non-mature trees, multi-trunk trees, or large shrubs must also be raised or thinned to maintain site line visibility. Pruning is to be done in a manner that promotes the plant's natural growth characteristics. Small shrubs and groundcovers must be kept below thirty (30) inches at road level to allow for visual site of oncoming traffic.
b. Removal: All dead, dying, or damaged plants (including trees) and any branches must be removed immediately. This debris, including plant growth removed by Contractor, shall be removed away from job sites, and appropriately disposed of. Hauling and disposing of said debris must be included in bid price. Green waste debris may be dumped at City Corporation Yard during business hours and at no cost to the Contractor.
c. Trees:

October 28, 2025 Regular Meeting of the Exeter City Council

Using sharp and proper pruning tools along with the correct pruning techniques to promote and achieve the trees natural growth characteristics and to meet International Society of Arboriculture (I.S.A.) Standards, all cuts shall be made cleanly with no stubs or projections remaining. No weed whackers or hedging type tools shall be allowed to trim and maintain trees. The use of improper tools and techniques resulting in the negligent and irresponsible care of trees or plants, thus causing damage to trees or plants and resulting in the need for the City to hire outside services to correct the damage will result in those costs associated with the corrections being deducted from the Contractors monthly invoice. Canopy clearance above sidewalks, bikeways, and other pathways of 84" is to be maintained for pedestrian safety. All regulatory street and traffic signs must always be clear from obstruction. Clippings must be picked up, hauled away, and disposed of by the Contractor immediately and appropriately.

Leaves in planter areas shall be removed on a continual basis. In addition, during seasonal drop leaves will need to be removed off walkways as needed for safety. Fallen leaf material shall be removed off the plants on a weekly basis to allow for proper plant growth.

Newly planted trees that do not have trunk caliber sufficient to support the tree s weight shall be staked, pruned, and shaped to promote their eventual development into strong, healthy representatives of their species. Until young trees are strong enough to stand alone, they shall be flex-tied between two (2) approved two-inch (2") diameter eight foot (8') treated tree stakes. Tree stakes shall be of treated lodge pole pine. Metal stakes may be required in some areas. Tree ties made of extruded vinyl October 28, 2025 Regular Meeting of the Exeter City Council

base, 1” wide, and a minimum of .01” thick shall be used to secure the young trees. Tree ties are to be inspected often for signs of girdling or abrasion.

Trees damaged by maintenance equipment shall be replaced by Contractor with like size and species. Contractor is responsible for all costs related to replacement.

Maintenance shall include the removal of dead trees, limbs, and dead leaf material on a weekly basis. Dead trees will need to be replaced per the contract for plant replacement in section 6 of this scope of work and per the discretion and determination of the City.

Young or new trees shall be maintained, pruned, and shaped to promote their eventual development into strong, healthy representatives of their species by the Contractor for the first three (3) years of the tree’s life within the landscape. Stakes must be removed when tree has sufficient strength to support itself. These costs are to be factored into the planter costs. Contractor is responsible for the proper disposal of all pressure treated wooden tree stakes. All metal stakes in good condition must be taken to City of Exeter, Corporation Yard for storage.

The Contractor shall notify the City within twenty-four (24) hours of any tree that shows sign of root heaving, leaning, having hanger limbs, or in some manner constitutes a safety hazard.
d. Shrubs: All shrubs must be trimmed to prevent encroachment onto walkways, passageways, streets, curbing, and trails to allow for safe passage of users. Shrubs must be trimmed to allow a clear sightline of oncoming traffic at all Right of Ways and intersections. Shrubs must be cleared away from all regulatory street and traffic signs.

October 28, 2025 Regular Meeting of the Exeter City Council

5. Fertilization:

Fertilization will be performed on an as needed basis, or as requested by the City. A slow-release fertilizer will be applied when fertilizer is requested.

The City anticipates that primarily nitrogen will be deficient in soils; however, Contractor shall identify and correct other mineral deficiencies that affect plant growth. All turf fertilizer shall be watered in thoroughly within two (2) hours of application. Fertilizer shall be applied uniformly using an appropriate spreader. Analysis of fertilizer shall be approved by the City prior to application. When fertilization is necessary the Contractor shall notify the City at least ten (10) days before any fertilizer applications. Receipts for the Contractor’s purchase of the approved fertilizer will be required and must be submitted to the City with the monthly invoice.

6. Replacement of Plant Materials:
a. The Contractor must notify the City within three (3) days of discovery of loss of turf, shrub, ground cover, or tree material due to any cause. b. The Contractor must supply all labor and materials to replace any tree, shrub, turf, or ground cover damaged during work by the Contractor or lost through the Contractor faulty maintenance or negligence. Trees, shrubs, or turf that are damaged or lost through disease, insect infestation, or rodents, that could have been prevented with reasonable ordinary care by the Contractor shall be the responsibility of the Contractor.

Contractor is not responsible for plant loss due to vandalism, theft, vehicle accident, October 28, 2025 Regular Meeting of the Exeter City Council

fires, storm, or water restriction in response to drought conditions. Whether or not the loss was due to Contractor faulty maintenance or negligence shall be determined by the Director of Public Works. The size and species of replacement plant material shall also be determined by the City of Exeter but shall be reasonably equal to the plant material that is being replaced.
c. Any plant damaged or lost through fires, storms, or water restrictions in response to drought conditions, theft, vehicular damage, or vandalism that are not the responsibility of the Contractor (as determined by the City), shall be replaced in kind and size at the City’s direction. The Contractor will perform the work and the City will pay for the Contractor’s labor at an hourly rate established in this contract.

From time to time, it may be necessary or desirable to replace some plants to enhance the overall appearance of a site. Any such replacements will be at the City of Exeter’s decision. The Contractor will perform the work and the City will pay for the Contractor’s labor at contract rates and pay for replacement materials. All landscape repairs and replanting requested by the City must be completed sixty (60) days prior to contract renewal or prior to termination of contract. The Contractor shall supply itemized labor hours and material cost invoice(s) with monthly invoices to be reimbursed for plant replacement.

7. Turf Maintenance (When Applicable):
a. Mowing: The turf must be mowed and edged at regular intervals each week during its growing season to maintain a neat appearance and healthy growth. If weather conditions do not permit regular mowing, longer intervals may be observed by the City with notice October 28, 2025 Regular Meeting of the Exeter City Council

from Contractor. Contractor will never mow turf when it is in a wet, saturated condition that would cause rutting, tearing, or sliding on the turf surface or when it could be unsafe for Contractor’s employees to operate equipment. All lawn areas in this contract shall be mowed with power-propelled reel or rotary-type mowers. Mowers shall be adjusted and maintained to provide a smooth, uniform cut with no ridges or depressions. Turf will be cut with the size of equipment, which will give a neat appearance without rutting, sliding over, or scalping the turf. This will be strictly adhered to, including cases of steep turf slopes.

Blades shall be always kept sharp to prevent turf damage. Mowing patterns will be changed weekly or as often as necessary to avoid rutting. Turf will be kept at a uniform height that is recommended for that turf grass. Grass clippings shall be removed promptly and disposed of at the Contractor’s expense unless they will dry and drop beneath the growing level of the turf within twenty-four (24) hours.

Contractor’s employees shall take care to avoid obstructions such as electrical boxes, signage, buildings, vehicles, etc. Contractor shall be responsible for repair of damage caused by its mowing or other activities. Any trees which have more than fifty percent (50%) of the trunk removed in a given three-inch (3”) area if the trunk by weed whips or mowers shall be considered destroyed and shall be replaced at the Contractor’s expense with like species and size.

All mowers shall be cleaned prior to each mowing to avoid possible weed invasion. b. Mowing Height: All turf, except Bermuda, must be maintained at three and one-half inches (3 ½ ") maximum and two and three fourths’ inches (2-3/4") minimum. Fescue height should not exceed 3 1/2” and common Bermuda must not exceed 2” in height.

Mowing shall be performed so that no more than one third (1/3) of the grass blade is October 28, 2025 Regular Meeting of the Exeter City Council

removed per frequency in returning the grass to acceptable height for the species being mowed.

All turf areas shall be mowed once a week on a preset day and route. Any changes to this schedule shall be approved in advance by the City.

During periods of heavy growth, more than one mowing per week may be required to maintain an acceptable appearance.

All turf areas shall be maintained at a level that will insure a healthy, green color and uniform growth.
c. Broad Leaf and Noxious Weeds: These weeds shall be controlled on a continuous basis by chemical or manual method. Chemicals used for control shall be registered for use on Fescue and Bermuda turfs. A Broadleaf and Crabgrass pre-emergent herbicide shall be applied between mid-January and March and again between September and Mid-November of every year.
d. Edging: All turf adjacent to improved surfaces shall be edged a minimum of once every mowing. Unimproved surfaces between turf and planter areas and/or property lines shall be edged a minimum of once per month to maintain turf delineation. e. Clean-up: All surfaces shall be free of grass clippings and debris including turf, gutters, and street upon completion of mowing and edging operation. It is the responsibility of the Contractor to remove these items immediately and dispose of them appropriately. f. Turf grass seeding: Turf grass seeding will be done on an as-needed basis when requested by the City. This is considered additional work and will be paid separately from this contract. Contractor shall provide the City of Exeter a quote for work prior to October 28, 2025 Regular Meeting of the Exeter City Council

work being started.

When seed is used, areas shall be top-dressed with humus. g. Aerification: Aerification will be done on an as-needed basis when requested by the City. This is considered additional work and will be paid separately from this contract.

Contractor shall provide The City of Exeter a quote for work prior to work being started.

8. Ground Cover Maintenance & Wall Covering of Ficus Pumila, and All Other Vines a. All areas planted in ground covers shall be adequately irrigated to maintain vigorous growth.
b. Groundcover beds shall be periodically edged to keep them in their intended space.

Groundcovers shall not be allowed to encroach into sidewalks, lawns, shrub beds, or other areas deemed as undesirable by the City.
c. Groundcover plantings shall be periodically thinned and pruned for vigorous growth and overall appearance of the site.
d. Groundcovers in median and other Right of Way areas must be trimmed below thirty (30) inches at road/asphalt level for sight clearances for traffic safety. e. Wall covering of Ficus Pumila and other vines, will be trimmed back close to the wall and removed from trees and shrubs, and removed from planter areas as needed. Wall coverings shall not be allowed to grow over the top of the wall.

C. HARDSCAPE MAINTENANCE
October 28, 2025 Regular Meeting of the Exeter City Council

1. HARDSCAPE AREAS: All curbs, gutters, pathways, sidewalks, and other hardscape areas (i.e. center median island points, roundabouts, etc.) adjacent to and part of the City owned property or Right of Way must be kept free of weeds, debris, leaves, grass clippings, etc. at all times to provide a safe and clean passage for users and to prevent slips and falls.

All areas covered by the contract must be kept free of debris and potential safety hazards generated by but not limited to, leaves, grass clippings, pruning, weeding, trimming, and other operations of the Contractor, as well as glass, bottles, cans, trash, paper, and other yard waste. Trash, debris and green waste from City of Exeter landscaping may be disposed of at the City Corporation Yard located at 350 W. Firebaugh, during business hours.

NOTE * The City’s municipal code 9.20.030 states “Between the hours of 10:00 p.m. of one day and 6:00 a.m. of the following day, it is unlawful for any person within a residential zone, or within a radius of five hundred feet therefrom, to create, cause to be created or maintain sources of noise which shall cause annoyance or discomfort to a reasonable person of normal sensitiveness in the neighborhood. Such sources shall include, but not be limited to, the following: Power-assisted leaf blowers, lawn mowers, edger’s, or other power equipment used for the maintenance of property. Debris must be picked up and not blown into streets or adjacent properties.” When using a blower or other power equipment, said municipal code must be adhered to.

Parks and Public Buildings Locations:

NOTE: BIDDER must visit each location and make themselves aware as to the character, quality, and quantities of work to be performed and the materials to be furnished, and as to the requirements of the proposal. Questions regarding the areas included in the scope of work should be directed to:

October 28, 2025 Regular Meeting of the Exeter City Council

[email protected]
Facility Location Acreage
Administration 100 No. C St
City Hall 137 No. F St
Dobson Field East Rocky Hill Drive 17
City Park Chestnut and "E" Street 2.53
Brick House Park Palm and Filbert 0.97
Bark Park Palm and "F" Street 0.75
Joyner Park Pine and "C" Street 0.5
Mixture Park Pine and "E" Street 0.01
Water Tower Park Pine and "B" Street 0.25
Rose Garden Park Palm and "A" Street 0.22
Schelling Park Pine and Filbert 0.01
Planter Park Maple and "B" Street 0.01
Schroth Park Belmont and Vine 5
Unger Park Belmont and Glaze 4.7
Visalia Road Planters West Visalia Road
CACHE Center 125 S. B Street
October 28, 2025 Regular Meeting of the Exeter City Council

Section 3: Exclusions_______________________________________________________________ The following activities are excluded from this contract:

1. Pruning trees above 8’ canopy height.

2. Cleaning of gutters except for cleaning up after maintenance is performed.

3. Any watering which cannot be accomplished by the irrigation system.

4. Major corrective pruning above and beyond specifications for shrubs

5. Landscape improvements beyond the scope of this proposal shall be on a separate contract basis.

6. No lighting maintenance is included in this contract.

Section 4: Response Requirements__________________________________________________ Bids will be received until 2:00PM on Wednesday, September 30th, 2025. All costs associated with bid proposal preparation will be borne by the bidder.

Hand delivery option:

Zachary Boudreaux, Director of Public Works
City of Exeter - City Hall
137 N. F St
Exeter, CA 93221
ATTN: Public Works Department
USPS Mail Option: Certified Mail Recommended
City of Exeter
P.O Box 237
Exeter, CA 93221
ATTN: Public Works Department
October 28, 2025 Regular Meeting of the Exeter City Council

Direct questions for clarification can be submitted through the Bidnet portal, or sent via email to the Director of Public Works at the contact below:

Zachary Boudreaux
Director of Public Works
City of Exeter
[email protected]
➔ Questions must be received no later than Tuesday September 23rd at 3:00 p.m.

Questions received after this time will not be considered.

Bidders shall submit the following information in their response:

1. Cover Letter: Provide a cover letter signed by an official authorized to bind the firm that shall contain a statement indicating that the bid proposal is valid for at least six (6) months.

2. Bid Sheet: Provide a completed bid sheet to include pricing per month for landscaping services as well as a total annual contract amount.

Section 5: Questionnaire____________________________________________________________ Proposer Information
All questions must be answered, and the data given must be clear and comprehensive.

Bidders may submit additional information if appropriate.

1. Provide your company information and a short background.

2. Provide at least three (3) references for sites you currently maintain (other public entities are preferred).

3. Describe any contracts your company currently holds.

4. Describe your proposed landscape maintenance schedule and work plan.

5. Provide cost for any after hour/weekend emergency callouts.

October 28, 2025 Regular Meeting of the Exeter City Council

Section 6: Insurance Requirements__________________________________________________ i. Commercial General Liability
a. Vendor shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than two million dollars ($2,000,000) per occurrence for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. Vendor’s general liability policies shall be primary and shall not seek contribution from the City’s coverage and be endorsed using Insurance Services Office form CG 20 10 (or equivalent) to provide that City and its officers, officials, employees, and agents shall be additional insureds under such policies. For construction projects, an endorsement providing completed operations coverage for the additional insured, ISO form CG 20 37 (or equivalent), is also required.
b. Any failure to comply with reporting provisions of the policies by Vendor shall not affect coverage provided the City.
c. Coverage shall state that Vendor insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.
d. Coverage shall contain a waiver of subrogation in favor of the City. ii. Business Automobile Liability
a. Vendor shall provide auto liability coverage for owned, non-owned, and hired autos using ISO Business Auto Coverage form CA 00 01 (or equivalent) with a limit of no less than two million dollars ($2,000,000) per accident.

October 28, 2025 Regular Meeting of the Exeter City Council

iii. Environmental Impairment/Pollution Liability, to include non-aerial spraying of pesticides and herbicides, Groundwater contamination, etc. with limits no less than $1,000,000 per occurrence, to include Sudden and Accidental Environmental cleanup. iv. Workers’ Compensation and Employers’ Liability
Contractor shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance with limits of at least one million dollars ($1,000,000).

Contractor shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its officers, agents, employees, and volunteers.

Contractor shall furnish properly executed certificates of insurance to City prior to commencement of work under this agreement, such certificates shall:
a. Clearly evidence all coverage required above, including specific evidence of a separate endorsement naming the City as an insured;
b. Indicate whether coverage provided is on claims made or occurrence basis; and c. Provide that such insurance shall not be materially changed, terminated, or allowed to expire except on 30 days prior written notice to City’s Purchasing Division, Attention:

City of Exeter - Administration
137 N. F Street
Exeter, CA 93221
Such insurance shall be maintained from the time work first commences until completion of the work under this Agreement if an occurrence policy form is used. If a claim made policy is used, coverage shall be maintained during the contract term and for a period extending 5 years beyond the contract date. Contractor shall replace such certificates for policies expiring prior to completion of work under this agreement and shall continue to October 28, 2025 Regular Meeting of the Exeter City Council

furnish certificates 4 years beyond the contract term, when Contractor has a claim made form(s). If Contractor, for any reason, fails to maintain insurance coverage which is required pursuant to this agreement, the same shall be deemed a material breach of contract. City, at its sole option, may terminate this agreement and/or obtain damages from the Contractor resulting from said breach. Alternatively, City may purchase such required insurance coverage, and without further notice to Contractor, City may deduct from sums due to Contractor any premium costs advanced by City for such insurance.

Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all the requirements stated herein.

This insuring provision, insofar as it may be adjudged to be against public policy or in violation of Insurance Code Section 11580.04, shall be void and unenforceable only to the minimum extent necessary so that the remaining terms of the insuring provisions, contained therein, may be within public policy and enforceable.

Note : the selected firm(s) shall maintain the insurance for the life of the contract.

Endorsements are to be received and approved by the City before work commences.

Should Contractor cease to have insurance as required during any time, all work by Contractor pursuant to this agreement shall cease until insurance acceptable to the City is provided.

October 28, 2025 Regular Meeting of the Exeter City Council

Section 7: Contract_________________________________________________________________

CONTRACT FOR LANDSCAPE MAINTENANCE SERVICES FOR
THE CITY OF EXETER’S PARKS AND PUBLIC BUILDINGS
(City of Exeter Bid No. 25-004)
This Agreement, entered into and effective this 1st day of October, 2025 [“Effective Date”], by and between the City of Exeter, hereinafter referred to as the “CITY”, and (Insert Contractor’s Name) hereinafter referred to as the “CONTRACTOR”, “BIDDER”, or “SUBRECIPIENT”.

R E C I T A L S
WHEREAS, CONTRACTOR is an Incorporated_(insert individual or entity type) with a primary business address of ______________ and SSN or EIN: XXXXXXXX; and WHEREAS, CITY is a municipal corporation and Charter Law City; and WHEREAS, City of Exeter reviewed and evaluated responses to the Bid and determined to award a contract to CONTRACTOR for Landscape Maintenance Services for the City’s Parks and Public Buildings; and
WHEREAS, CONTRACTOR represents it is licensed, qualified and willing to provide said services pursuant to terms and conditions of this Agreement.

NOW, THEREFORE, CITY and CONTRACTOR agree as follows:

1. TERM:

The term of this Agreement shall commence on the Effective Date and expire upon completion of all obligations of the parties, unless earlier terminated by the parties. The initial contract term shall be for a twelve (12) month period and shall, at the City’s option October 28, 2025 Regular Meeting of the Exeter City Council

and with the consent of the CONTRACTOR, be extended annually thereafter for four (4) consecutive one-year periods. "Additionally, this Agreement may be terminated by the City 1) for cause at any time, or 2) for convenience with thirty (30) days advance written notice.

In the event of termination or expiration of this Agreement, CONTRACTOR shall transfer to CITY any funds and/or accounts receivable on hand attributable to the use of CITY funds.

In the event of termination, CONTRACTOR shall only be entitled to payment for work actually performed as of the effective date of the termination.

2. ATTACHMENTS INCORPORATED:

The following are attachments for this Agreement. Said attachments are incorporated into this agreement as if included in full in the body:

Attachment No. Description of attachment
Attachment 1 City of Exeter RFB 25-004 – Landscape
Maintenance Services – Parks and Public
Buildings
Attachment 2 CONTRACTOR’s bid in response to RFB 25-004 CONTRACTOR will invoice the City monthly on or before the 5th of each month.

CONTRACTOR shall provide all work/services described in “Scope of Services” in RFB 25- 004.

3. CITY COMMITMENTS:

CITY shall perform the following tasks on or before the stated completion dates:

Task Completion Date
Pay contractor on a monthly basis Within 30 days from date of invoice for completed work
October 28, 2025 Regular Meeting of the Exeter City Council

4. COMPENSATION:

CITY shall pay CONTRACTOR compensation for services as indicated in Paragraph 4 above; however, CITY shall pay not more than the following amount as total compensation under this Agreement, unless otherwise agreed in writing. Such sum shall be expended and paid by CITY on a reimbursement basis for services actually performed based on invoices, receipts, time sheets and similar documents presented by CONTRACTOR to CITY.

Total Compensation: $XX,XXX.XX
Source of funds: Local Revenues
Payment Schedule: Within 30 days from date of invoice for completed work.

5. INSURANCE:

With respect to the performance of work under this agreement, the Contractor shall maintain and shall require all of its subcontractors to maintain insurance as described in Attachment 1.

6. IDEMNIFICATION:

Contractor shall indemnify and hold harmless City, its officers, employees, agents and volunteers from and against all liability, loss, damage, expense, and cost (including, without limitation, reasonable legal counsel fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with Contractor’s negligence, recklessness, or willful misconduct in the performance of work hereunder, or its failure to comply with any of its obligations contained in this Agreement, except such loss or damage caused by the active negligence or willful misconduct of the City. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement.

October 28, 2025 Regular Meeting of the Exeter City Council

It is the intent of the parties that Contractor will indemnify, defend, and hold harmless City and its officers, agents, employees, and assigns, from any and all claims, demands, costs, suits or actions as set forth above regardless of the existence of passive concurrent negligence, on the part of the City or anyone acting under its direction or control or on its behalf. It is further the intent of the parties that this indemnification required is not intended to relieve City from liability for the active negligence of City, its officers, agency and employees.

The Contractor shall continuously protect City property, including work under construction, from damage, loss, or liability of any kind to persons or property arising in connection with the contract, direct or indirect, including that arising from rainfall, flood waters, and other action of the elements and all acts of third parties.

This indemnity and hold harmless provision, insofar as it may be adjudged to be against public policy, shall be void and unenforceable only to the minimum extent necessary so that the remaining terms of this indemnity and hold harmless provision may be within public policy and enforceable.

In an emergency affecting the safety of life or limb, work site, or any property, the Contractor is hereby permitted and directed to act at their discretion to prevent such threatened loss of injury, and in the event any instructions are given by the City of EXETER in any emergency, the Contractor shall unconditionally comply therewith.

With respect to the performance of work under this agreement, the Contractor shall maintain and shall require all of its subcontractors to maintain insurance as described below.

7. AFFIRMATION:

Contractor affirms that the signatures, titles, and seals set forth hereinafter in execution of this Contract Agreement represent all individuals, firm members, partners, joint ventures, and/or corporate officers having a principal interest herein.

October 28, 2025 Regular Meeting of the Exeter City Council

8. INTEGRATION/MODIFICATION:

The Request for Bids, the Notice and Instructions to Contractors, Bid Proposal, Non Collusion Affidavit, Bidder's Bond, Bond for Faithful Performance, Bond for Material men and Laborers, Contract Agreement, Special Provisions, Project Manual, and the Plans mentioned therein together with all appendices, all of which are hereto attached, are hereby incorporated in and made part of this Agreement.

9. MEDIATION
With regard to any controversy or claim arising out of or relating to this contract, or the breach thereof, prior to the filing of an court action, the parties agree to mediate the dispute with a mutually agreed-upon mediator.

10. ATTORNEY FEES:

In the event either party commences any action, arbitration or legal proceedings for the enforcement of this Agreement, the prevailing party, as determined by the court or arbitrator, shall be entitled to recovery of its reasonable attorneys’ fees and court costs incurred in the action or proceeding brought thereon.

11. FIREARMS PROHIBITED:

Guns may not be carried by Contractor while working on City of Exeter premises without the expressed written approval of the CITY, or an exemption in the contract. If the Contractor is caught carrying a firearm without CITY permission, the contract will be terminated.

IN WITNESS HEREOF, this Agreement is executed on the day and year first above written.

October 28, 2025 Regular Meeting of the Exeter City Council

CONTRACTOR
Dated:___________________ By:__________________________________________ Authorized Officer: I certify under penalty of perjury under the laws of the State of California that I am fully authorized to execute this Agreement for CONTRACTOR in the capacity I have stated, and that such execution is sufficient to bind the CONTRACTOR.

CITY OF EXETER
Dated:___________________ By:__________________________________________ Mayor
Dated:___________________ By:__________________________________________ City Administrator
Dated:___________________ By:__________________________________________ City Attorney
Dated:___________________ By:__________________________________________ Director of Public Works
October 28, 2025 Regular Meeting of the Exeter City Council

Section 8: List of facilities to be maintained
Facility Location Acreage
Administration 100 No. C St
City Hall 137 No. F St
Dobson Field East Rocky Hill Drive 17
City Park Chestnut and "E" Street 2.53
Brick House Park Palm and Filbert 0.97
Bark Park Palm and "F" Street 0.75
Joyner Park Pine and "C" Street 0.5
Mixture Park Pine and "E" Street 0.01
Water Tower Park Pine and "B" Street 0.25
Rose Garden Park Palm and "A" Street 0.22
Schelling Park Pine and Filbert 0.01
Planter Park Maple and "B" Street 0.01
Schroth Park Belmont and Vine 5
Unger Park Belmont and Glaze 4.7
Visalia Road Planters West Visalia Road
CACHE Center 125 S. B Street
October 28, 2025 Regular Meeting of the Exeter City Council

Section 9: Landscape Maintenance – Parks and Public Buildings – Bid Sheet Company Bidding: _______________________________________________________ Contact name: __________________________________________________________ Contact phone: __(______)________-______________
Contact email: _______________________________________________ Bid Amount: _____________________________________ ($ per year) ____________________________________($ per month)
*By signing below, the Contractor acknowledges that he or she has visited each location and is aware as to the character, quality and quantities of work to be performed and the materials to be furnished, and as to the requirements of the proposal.
*The City reserves the right to reduce or suspend services for specific locations. In such cases, Contractor’s invoice shall be adjusted accordingly. _______________________________________ ____________________ Signature Date
October 28, 2025 Regular Meeting of the Exeter City Council

Section 10: Site Map - Landscape Maintenance – Parks and Public Buildings October 28, 2025 Regular Meeting of the Exeter City Council

October 28, 2025 Regular Meeting of the Exeter City Council

RESPONSIBILITY QUESTIONS
The bidder’s answers to the following questions will be utilized to determine whether the bidder is a “responsible bidder” pursuant to California Public Contract Code Section 1103. Pursuant to that section, the City has the authority to require the bidder demonstrate attributes of trustworthiness, quality, fitness, capacity and experience to undertake and perform the specified services. In addition to all other information required in this RFB, the City requires that bidders submit the information required in this section. As a Charter City, the City of Exeter is entitled to adopt its own policy concerning its evaluation of bidder responsibility. In accordance with Resolution No. 2020-11, in the event the City intends to reject a bid based on non-responsibility, the bidder may appeal that decision as follows as set forth in this RFB.

REQUIRED SUBMITTALS

1. REFERENCES:

A. Please submit the following information concerning your six (6) most recently undertaken parks and/or landscape maintenance services agreements within the last four (4) years. Use separate sheets of paper that contain all the following information:

Project Name: ____________________________________________________________ Location: ________________________________________________________________ Owner: __________________________________________________________________ Owner Contact (name and current phone number: _______________________________ _________________________________________________________________________ Description of Project, Scope of Work Performed: ________________________________ _________________________________________________________________________ B. Please submit the following information concerning your most recent work on park and/or landscape maintenance services agreements with any cities in the last 4 years. If you have performed such work for cities in Tulare County within this time, you must include those in this list. If the list includes the same public entities where that information has already been noted in Section A above, please note that accordingly. Use separate sheets of paper that contain all the following information:

Project Name: ____________________________________________________________ October 28, 2025 Regular Meeting of the Exeter City Council

Location: ________________________________________________________________ Owner: __________________________________________________________________ Owner Contact (name and current phone number: _______________________________ _________________________________________________________________________ Description of Project, Scope of Work Performed: ________________________________ _________________________________________________________________________ C. Please submit the following information, within the past five (5) years, for all public landscape and/or parks maintenance agreements for which you performed work but did not complete the full scope of work as bid or for which your contract was terminated prior to the end of the contract term (using separate sheets if necessary):

Project Name: ____________________________________________________________ Location: ________________________________________________________________ Owner: __________________________________________________________________ Owner Contact (name and current phone number: _______________________________ _________________________________________________________________________ Description of Scope of Work Performed, and explanation concerning why the project and/or scope of work was not completed, and/or the Agreement was terminated:
_________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ Evaluation of all references/previous services agreements: For the determination of responsibility, the City may choose to evaluate contractors for the number of similar projects successfully completed, degree of similarity between past projects and the planned project, as well as the quality of the references provided.

3. CLAIMS AND DISPUTE INFORMATION:

October 28, 2025 Regular Meeting of the Exeter City Council

A. In the past five (5) years, has any claim against your firm concerning your firm’s work been filed in court or arbitrated? N___ Y____ If “Y” please provide the information concerning each project, identify the owner and claimant, and provide a brief explanation on a separate sheet of paper.

B. In the past five (5) years, has your firm made any claim against an owner concerning services performed or payment for a contract, and arbitrated the claim or filed that claim in court? N___ Y ____ If “Y” please provide information concerning each project, identify the owner and claimant, and provide a brief explanation on a separate sheet of paper.

C. Has your firm, or any of its owners, officers, or partners ever been found liable in a civil suit, or found guilty in a criminal action, for making any false claim or material misrepresentation to any public agency or entity? N ____ Y ____

4. COMPLIANCE INFORMATION:

A. Has your firm, or any of its owners, officers, partners ever been convicted of a crime involving any federal, state, or local law related to a services agreement? N ____ Y ____ B. Has your firm or any of its owners, officers, partners ever been convicted of a federal or state criminal crime of fraud, theft, or any other act of dishonesty? N ____ Y _____ C. Has CAL OSHA cited and assessed penalties against your firm for any “serious,” “willful,” or “repeat” violations of its safety or health regulations in the past five years? N _____ Y _____ If “Y” please provide an explanation of the violation and the penalty amount on a separate sheet of paper.

D. Has the federal Occupational Safety and Health Administration cited and assessed penalties against your firm in the past five years? N ____ Y ____ If “Y” please provide an explanation of the violation and the penalty amount on a separate sheet of paper.

E. List all occasions during the last five (5) years on which your firm was required to pay either back wages or penalties for your own firm’s failure to comply with the state’s prevailing wage laws. For each occasion, list the project, the owner, the amount of back wages, and an explanation on a separate sheet of paper.

F. List all prevailing wage investigations undertaken by the State of California Labor Commissioner during the last five (5) years concerning your firm as a prime of sub-contractor, the status of the investigation (including any outcome), along with an explanation on a separate sheet of paper.

G. List all occasions during the last five (5) years on which your firm was required to pay either back wages or penalties for your own firm’s failure to comply with the federal Davis-Bacon prevailing wage requirements. For each occasion, list the project, the owner, the amount of back wages, and an explanation on a separate sheet of paper.

October 28, 2025 Regular Meeting of the Exeter City Council

H. At any time during the last five years, has your firm been found to have violated any provision of California apprenticeship laws or regulations, or the law pertaining to use of apprentices on public works? N ____ Y ______
October 28, 2025 Regular Meeting of the Exeter City Council

RESPONSIBILITY DETERMINATION APPEAL PROCEDURE
It is the intent of the bid document’s required “Responsibility” Section to assist the City in determining bidder responsibility prior to award of a bid, aid the City in selecting the lowest responsible bidder and decide of whether a bidder has the quality, fitness, capacity and experience to satisfactorily perform the proposed work with the demonstrated requisite trustworthiness.

The City of Exeter has established a process to allow bidders to dispute a finding of “not responsible bidder” as defined in the City of Exeter Code of Ordinances (Municipal Code) Section 3.36.220 prior to the award of the bid. This appeal process includes written notification by the City of the basis for a “not responsible” finding and any supporting evidence which has been received from others or adduced because of an investigation by the City.

A bidder will be given an opportunity to rebut any evidence used as a basis for a “not responsible” finding and to present evidence to the City as to why the prospective bidder should be found “responsible.” The City reserves the right to uphold or reverse the finding based upon subsequently learned information.

Contractors who are found “not responsible” will be notified and given an opportunity for an appeal hearing consistent with the hearing procedures described below.

Where timely and completed responsibility information results in a “not responsible” finding, an appeal can be made. An appeal is commenced upon the contractor delivering a signed and written notice to the City of its appeal of the decision, no later than ten (10) business days from date of written Notice from the City of the finding. An appeal submitted by mail must be postmarked no later than this deadline. Without a timely appeal, the contractor waives all rights to challenge the decision of City, whether by administrative process, judicial process and/or any other legal process or proceeding. The timely written notice of appeal must specify all grounds for the appeal and all remedies sought and specify whether a hearing is requested. If no hearing is requested, the right to hearing will be deemed waived and a decision on the appeal may occur without hearing and any written or documentary evidence submitted with the notice of appeal shall be considered.

If the contractor gives the required notice of appeal and requests a hearing, the hearing shall be conducted so that it is concluded no later than ten (10) business days after the City’s receipt of the Notice of Appeal.

The hearing so provided shall be an informal process conducted by the City Council or a designee, which may be a committee of the City Council, which has been delegated responsibility to hear such appeals (the “Appeals Panel”). At or prior to the timely requested hearing, the contractor will be advised of the basis for the City’s “not responsible” determination. The contractor will be given the opportunity to present information and present reasons in opposition to the “not responsible” determination. At the conclusion of the hearing or no later than two (2) business days after completion of the hearing, the Appeals Panel will render its decision.

Note: In addition to “not responsible” findings made by the City due to a failure to meet the standards set forth in Code of Ordinances Section 3.36.220, A Contractor may be found “not responsible” for, among other grounds, either:
(1) Omission of requested information; or
(2) Falsification of or providing misleading information.

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October 28, 2025 Regular Meeting of the Exeter City Council